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REQUEST FOR PROPOSALS (PROCUREMENT OF SERVICES)
For Simple Assignments
SERVICES FOR
Contributing to the mental health and well-being of migrants and Egyptians in migrant-dense communities
Prepared by
47 C, Abo El Feda, Zamalek, Cairo, EG
5 December 2018
GPSU.SF-19.5
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REQUEST FOR PROPOSALS RFP No.: [insert RFP number]
Mission: Arab Republic of Egypt
Project Name: IOM Regional Health and Protection Project New Phase (2018-2020) and the Regional Refugee and Resilience Plan (3RP).
WBS: MA.0420.EG10.31.05.003 / MA.0420.EG10.54.11.001 / CS.0965.EG10.54.01.003 / CS.0965.EG10.54.10.001
Title of Services: Implementing a mental health and wellness initiative to enhance the wellbeing of migrants and Egyptians in migrant-dense communities
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Request for Proposals The International Organization for Migration (hereinafter called IOM) intends to hire Service
Provider for the Regional Refugee and Resilience Plan and the IOM Regional Health and
Protection Project New Phase (2018-2020) for which this Request for Proposals (RFP) is issued.
IOM invites Service Providers/Consulting Firms to provide Technical and Financial Proposal for
the following Services: Implementing a mental health and wellness initiative to enhance the
wellbeing of migrants and Egyptians in migrant-dense communities. More details on the services
are provided in the attached Terms of Reference (TORs).
The Service Provider /Consulting Firm will be selected under a Quality – Cost Based Selection
procedure described in this RFP.
The RFP includes the following documents:
Section I. Instructions to Service Providers/Consulting Firms
• Technical Proposal – Standard Forms
• Financial Proposal – Standard Forms
Section II. Terms of Reference
The Proposals must be delivered in a sealed envelope to the reception of IOM’s office at 47 C,
Abo El Feda, Zamalek, Cairo, EG (addressed to Dr. Ahmed A. Rahman) no later than 15
December 2018 2:00 PM. No late proposal shall be accepted.
IOM shall notify the shortlisted bidders in writing within five (5) working days of the bids
unfolding in order to schedule meetings to identify the successful bidder.
IOM reserves the right to accept or reject any proposal and to annul the selection process and
reject all Proposals at any time prior to contract award, without thereby incurring any liability
to affected Service Providers/Consulting Firms.
Please contact Ms. Sherihan Habib, National Programme Officer, Labor Mobility and Human
Development (IOM Egypt), at [email protected] and/or Dr. Ahmed A. Rahman Medical
Programme Coordinator (MHD), at [email protected], for technical inquiries.
IOM is encouraging companies to use recycled materials or materials coming from sustainable
resources or produced using a technology that has lower ecological footprints.
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Section I - Instructions to Service Providers/ Consulting Firms
1. Introduction
1.1 Only eligible Service Providers/Consulting Firms may submit a Technical Proposal and
Financial Proposal for the services required. The proposal shall be the basis for contract
negotiations and ultimately for a signed contract with the selected Consultant Firm.
1.2 Service Providers/Consulting Firms should familiarize themselves with local conditions and
take them into account in preparing the proposal.
1.3 The Service Providers/Consulting Firms costs of preparing the proposal and of negotiating
the contract, including visit/s to the IOM, are not reimbursable as a direct cost of the
assignment.
1.4 Service Providers/Consulting Firms shall not be hired for any assignment that would be in
conflict with their prior or current obligations to other procuring entities, or that may place
them in a position of being unable to carry out the assignment in the best interest of the
IOM.
1.5 IOM is not bound to accept any proposal and reserves the right to annul the selection process
at any time prior to contract award, without thereby incurring any liability to the Service
Providers/Consulting Firms.
1.6 IOM shall provide at no cost to the Service Provider/Consulting Firm the necessary inputs
and facilities and assist the Firm in obtaining licenses and permits needed to carry out the
services and make available relevant project data and report (see Section V. terms of
reference).
2. Corrupt, Fraudulent, and Coercive Practices
2.1 IOM Policy requires that all IOM Staff, bidders, manufacturers, suppliers or distributors,
observe the highest standard of ethics during the procurement and execution of all contracts.
IOM shall reject any proposal put forward by bidders, or where applicable, terminate their
contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive
practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set
forth below as follows:
• Corrupt practice refers to the offering, giving, receiving or soliciting, directly or
indirectly, of anything of value to influence the action of the Procuring/Contracting
Entity in the procurement process or in contract execution;
• Fraudulent practice refers to any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting
Entity in the procurement process or the execution of a contract, to obtain a financial
gain or other benefit to avoid an obligation;
• Collusive practice refers to an undisclosed arrangement between two or more bidders
designed to artificially alter the results of the tender procedure to obtain a financial gain
or other benefit;
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• Coercive practice is impairing or harming, or threatening to impair or harm, directly or
indirectly, any participant in the tender process to influence improperly its activities in
a procurement process, or affect the execution of a contract.
3. Conflict of Interest
3.1 All bidders found to have conflicting interests shall be disqualified to participate in the
procurement at hand. A bidder may be considered to have conflicting interest under any of the
circumstances set forth below:
• A Bidder has controlling shareholders in common with another Bidder;
• A Bidder receives or has received any direct or indirect subsidy from another Bidder;
• A Bidder has the same representative as that of another Bidder for purposes of this bid;
• A Bidder has a relationship, directly or through third parties, that puts them in a position
to have access to information about or influence on the Bid of another or influence the
decisions of the Mission/procuring Entity regarding this bidding process;
• A Bidder submits more than one bid in this bidding process;
• A Bidder who participated as a consultant in the preparation of the design or technical
specifications of the Goods and related services that are subject of the bid.
4. Clarifications and Amendments to RFP Documents
4.1 At any time before the submission of the proposals, IOM may, for any reason, whether at
its own initiative or in response to a clarification amend the RFP. Any amendment made
will be made available to all short-listed Service Providers/Consulting Firms who have
acknowledged the Letter of Invitation.
4.2. Service Providers/Consulting Firms may request for clarification(s) on any part of the RFP.
The request must be sent in writing or by standard electronic means and submitted to IOM
at the address indicated in the invitation at least four (4) calendar days before the set
deadline for the submission and receipt of Proposals. IOM will respond in writing or by
standard electronic means to the said request and this will be made available to all those
who acknowledged the Letter of Invitation without identifying the source of the inquiry.
5. Preparation of the Proposal
5.1 A Service Provider/Consulting Firm Proposal shall consist of two (2) components:
a) the Technical Proposal, and
b) the Financial Proposal.
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5.2 The Proposal, and all related correspondence exchanged by the Service Providers/
Consulting Firms and IOM, shall be in English. All reports prepared by the contracted
Service Provider/Consulting Firm shall be in English.
5.3 The Service Providers/Consulting Firms are expected to examine in detail the documents
constituting this Request for Proposal (RFP). Material deficiencies in providing the
information requested may result in rejection of a proposal.
6. Technical Proposal
6.1 When preparing the Technical Proposal, Service Providers/Consulting Firms must give
particular attention to the following:
a) If a Service Provider/Consulting Firm deems that it does not have all the expertise for
the assignment, it may obtain a full range of expertise by associating with individual
consultant(s) and/or other consultants or entities in a joint venture or sub-consultancy,
as appropriate. Service Providers/Consulting Firms may associate with the other
consultants invited for this assignment or to enter into a joint venture with consultants
not invited, only with the approval of IOM. In case of a joint venture, all partners shall
be jointly and severally liable and shall indicate who will act as the leader of the joint
venture.1
b) For assignment of the staff, the proposal shall be based on the number of professional
staff-months estimated by the firm, no alternative professional staff shall be proposed.
c) It is desirable that the majority of the key professional staff proposed is
permanent employees of the firm or have an extended and stable working
relationship with it.
d) Proposed professional staff must, at a minimum, have four years of relevant
professional experience, preferably working under conditions similar to those
prevailing in the country of the assignment.
e) An Organizational chart of the staff dedicated to the project activities (including CVs)
should be included.
f) Reference letters from other beneficiaries and work samples (included as attachments)
should be included.
g) Service Providers should have valid registration documents.
a) A detailed description of the proposed methodology, work plan, and staffing for
training, should the RFP specify training as a specific component of the assignment,
should be included.
7. Financial Proposal
1 This clause shall be included/revised as deemed necessary
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7.1 In preparing the Financial Proposal, consultants are expected to take into account the
requirements and conditions outlined in the RFP.
7.2 The Financial Proposal shall include all costs associated with the assignment, including (i)
remuneration for staff (ii) reimbursable expenses such as operational cost, as transportation
and equipment, and (iii) all applicable taxes (especially the sales tax). If appropriate, these costs
should be broken down by activity. All items and activities described in the Technical
Proposal must be priced separately; activities and items in the Technical Proposal but not
priced shall be assumed to be included in the prices of other activities or items.
7.3 The Service Provider/Consulting Firm may be subject to local taxes on amounts payable
under the Contract. If such is the case, IOM may either: a) reimburse the Service
Provider/Consulting Firm for any such taxes or b) pay such taxes on behalf of the
Consultant. 2 Taxes shall not be included in the sum provided in the Financial Proposal as
this will not be evaluated, but they will be discussed at contract negotiations, and applicable
amounts will be included in the Contract.
7.4. Service Providers/Consulting Firms shall express the price of their services in Egyptian
Pounds.
7.5 Terms of payment and payment method shall be clearly identified in the proposal and
further discussed during the negotiations with IOM.
7.6 The Financial Proposal shall be valid for 60 Calendar Days. During this period, the Service
Provider/Consulting Firm is expected to keep available the professional staff for the
assignment3. IOM will make its utmost effort to complete negotiations and determine the
award within the validity period. If IOM wishes to extend the validity period of the
proposals, the Service Provider/Consulting Firm has the right not to extend the validity of
the proposals.
8. Submission, Receipt, and Opening of Proposals
8.1 APPLICATION: GENERAL INSTRUCTIONS
Applying to the IOM Call for Proposals requires the submission of all the following documents:
- Application form
- Work Plan
- Logical Framework
- Budget
- Partnership agreement
- Sworn statement
- Financial Identification Form
- Legal Entity File
2 This clause shall be included/revised as deemed necessary.
3 For this purpose, the Mission may have the option to require short-listed Consultants a bid security.
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8.2 HOW TO APPLY
1. Applicants are requested to fill in the annexes attached to this call
2. Fill in the application form and complete the work plan, logistical framework, budget,
Partnership agreement (If applicable) (Partnership agreement must be signed and stamped by
the Leader and each Partner), Sworn statement, Financial Identification Form, and Legal
Entity File.
3. Submit the application once it is 100% completed. Applications must be delivered in a sealed
envelope that includes a soft copy of the application on a CD or a flash-drive to the reception
of IOM’s Egypt Country Office, at 47C Abu el Feda Street, Zamalek. Attention to the
Procurement Unit, reference “Mental Wellness Proposal”.
NB:
- It is strongly recommended that the applicant keeps a soft copy of the content of
the application for back-up;
- It is also strongly recommended to fill in and submit the application in a timely manner
as any server can get blocked when accessed by multiple users simultaneously;
- Applications sent to any of the IOM staff members’ email addresses will automatically
be excluded from the call.
8.3 DEADLINE FOR RECEIVING APPLICATIONS IN RESPONSE TO THE
CALL
Duly completed applications should be submitted with the annexes no later than 15 December 2018,
2:00 pm Egyptian time (GMT+2).
9. Evaluation of Proposals
9.1 IOM shall evaluate the Proposals on the basis of their responsiveness to the ToRs and
compliance to the RFP requirements, as well as the following:
i. Experience and past performance of the Service Provider relevant to the
assignment;
ii. Adequacy and relevance of the proposed website and app designs;
iii. The Financial Proposal;
iv. Proposed terms of payment;
v. Delivery schedule as indicated in the below table;
vi. Compliance with the submission deadline;
vii. The Proposal contains all information specified in articles 5 and 6. If any of
the requested information is missing or is incorrect, the application may be
rejected on that sole basis and the application will not be evaluated further.
9.2 The Proposals that pass the first administrative check will be evaluated on the relevance,
creativity, and feasibility of the designs proposed.
10. Technical Evaluation
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10.1 The entire evaluation process, including the submission of the results and approval by the
approving authority, shall be completed in not more than ten (10) working days after the
deadline for receipt of proposals.
10.2 Technical Proposal shall not be considered for evaluation in any of the following cases:
a) late submission, i.e., after the deadline set;
b) failure to submit any of the technical requirements and provisions provided under the
Instruction to Service Provider/Consulting Firm (ITC) and TORs.
11. Negotiations
11.1 The aim of the negotiation is to reach an agreement on all points and sign a contract. The
expected date and address for contract negotiation should be no more than one week after
notification of the successful bidder at 47C Abou El Feda Street, Zamalek, Cairo.
11.2 Negotiation will include: a) discussion and clarification of the TORs and Scope of
Services; b) discussion and finalization of the methodology and work program proposed
by the Service Provider/Consulting Firm; c) consideration of appropriateness of
qualifications and pertinent compensation, number of man-months and the personnel to
be assigned to the job, and schedule of activities (manning schedule); d) discussion on the
services, facilities and data, if any, to be provided by IOM; e) discussion on the financial
proposal submitted by the Service Provider/Consulting Firm; and f) provisions of the
contract.
11.3 All agreement in the negotiation will then be incorporated in the description of services
and form part of the Contract.
11.4 The negotiations shall conclude with a review of the draft form of the Contract which
forms part of this RFP (Section VI). To complete negotiations, IOM and the Service
Providers/Consulting Firms shall initiate the agreed Contract. If negotiations fail, IOM
shall invite the second ranked Service Provider/Consulting Firm to negotiate a contract. If
negotiations still fail, the IOM shall repeat the process for the next-in-rank Service
Providers/Consulting Firms until the negotiation is successfully completed.
12. Award of Contract
12.1 Following negotiations, the contract will be awarded to the selected Service Provider.
13. Confidentiality
14.1.1 Information relating to the evaluation of proposals and recommendations concerning
awards shall not be disclosed to the Service Provider/Consulting Firm who submitted
Proposals or to other persons not officially concerned with the process. The undue use by
any Service Provider/Consulting Firm of confidential information related to the process
may result in the rejection of its Proposal and may be subject to the provisions of IOM’s
anti-fraud and corruption policy.
Section II – Terms of Reference
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BACKGROUND
The International Organization for Migration (IOM) mission in Cairo was established in
1991. In line with IOM’s global principle that humane and orderly migration benefits migrants and
societies alike, IOM Egypt’s overall strategic objective is to support the Government of Egypt (GoE)
and relevant actors to govern migration while effectively maximizing its positive impact on and
minimizing potential costs to all migrants and society. Over the last 25 years, IOM has continuously
enlarged its engagement in new fields of concern encompassing a wide range of activities, ranging
from direct assistance to policy development, in many programmatic areas such as: labor migration
and human development; counter-trafficking; technical cooperation on migration management;
migration health; emergency and post-crisis migration management; and resettlement.
IOM has been working under the Regional Refugee Resilience Plan (3RP), as well as IOM
Regional Health and Protection Project New Phase (2018-2020), to promote community cohesion between
refugees and other members of host communities in Egypt. This includes access to quality services,
including healthcare, education and livelihood opportunities, as well as interventions that enhance
gender equalities within targeted communities.
The overall objective for this request for proposal is to identify entities to work with existing
migrants and Egyptian communities hosting them in order to provide psychological and psychosocial
services to targeted beneficiaries. The implementation of these services will take place in migrant-
dense areas in Greater Cairo, and Alexandria governorate. These services should target enhancing
the capacity of local NGOs to provide migrant (specifically Syrian) and Egyptian populations in
migrant dense areas services that enhance their mental well-being. The services need to be designed
based on community needs, falling in line with assessments previously conducted by IOM throughout
2017 and 2018.
Accordingly, proposals that focus on the following areas of intervention will be considered for
funding by IOM4:
1. Psychosocial support for migrant and Egyptian children:
a. Develop materials for psychosocial counselling sessions that are child friendly and which
engage children in fruitful play-based activities that cater to their various cultures, age
groups, and language;
b. Conduct a Training of Trainers (ToT) for at least five NGOs and 10 community health
volunteers (community leaders with some experience supporting health interventions) in the
Greater Cairo region, which targets both general staff and medical staff of NGOs.
c. Implement the psychosocial counselling sessions for children of diverse backgrounds
(migrant, Egyptian, male and female, differently abled) – Target: 50 children, 50 % Syrians,
50% Egyptians, with at least 50 % females and 10 % differently abled;
d. Distribute “wellness kits” that trigger children to have hobbies such as arts and sports, etc
(kits could include art supplies, sports supplies, etc); and
2. Community Cohesion:
a. Design and implement at least one workshop that targets enhancing the perception of
mothers on the importance of psychological wellbeing of their children and what are the
main symptoms of mental illness in a child; and
4 The above-mentioned activities are stated only as guidance. The proposals should not be limited to them.
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b. Develop and launch a simple campaign that raises awareness on the stigma surrounding
mental illness in Egypt, with representatives from migrant and Egyptian communities
participating in the campaign.
The following types of projects are ineligible:
• Projects with an ideological and political objective which is not in line with the GoE and IOM
mission’s strategy, vision and principles;
• Projects fully or mainly concerned with individual sponsorships for participation in
workshops, seminars, conferences, congresses;
• Projects fully or mainly concerned with individual scholarships for academic studies and/or
feasibility studies; and
• Sub granting of a project is not allowed.
Deliverables
Specifically, the service provider will deliver the following:
Task Deliverable Timeframe (Calendar days)
1. a) Following a desk review,
develop training materials targeting
the enhancement of NGO capacity
to provide psychosocial services
and promote play-based activities
to promote the mental well-being
of children from surrounding
communities
Materials to be delivered in
Arabic, with visual aids for
potential NGO staff to use –
Materials should be more visual
and not too text heavy and
should integrate findings from
the desk review.
25 December 2018
1. b) Train total of 10 staff (general
and medical) from at least five
NGOs and 10 community health
volunteers on providing
psychosocial support services to
migrant and Egyptian families,
with special emphasis on children
and gender dynamics
Training report on ToT
conducted for the NGOs and
community health volunteers
submitted to IOM for review
(attendance sheet in annex as
well as main topics covered).
31 December 2018
1. c) Implement with the trained
NGOs at least 2 workshops
targeting 25 children each on child
psychosocial support
Training workshop report
including attendance sheets,
photos of the training workshop
and overall impressions from the
children is written and submitted
to IOM for review.
10 January 2018
1. d) At least 50 mental wellness kits
(art based, play based, sport based)
are distributed to 50 children, 50%
of whom are Syrians and remainder
One invoice from service
provider covering all materials
distributed during the workshop.
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TARGET GROUPS ELIGIBLE FOR THIS CALL
The following types of actors will be eligible for financial support through the Request for Proposals:
Private Sector agencies / NGOs with at least three to four years of proven specific experience relevant
to the field of work indicated. The implementation team must include at least one psychologist.
However, the service provider should take into account the specific needs and challenges of migrant
groups to be targeted.
Priority will be given to projects foreseeing the involvement/participation of:
• Migrants and Egyptians in vulnerable communities
• Migrant groups with specific challenges, including Female-Headed Households (FHH) and
Survivors of Sexual and Gender-Based Violence (SGBV)
Every proposed project should benefit the communities of existing migrants as much as the Egyptian
communities hosting them.
SIZE OF GRANTS
Upon review, IOM will award the funding of proposals based on set criteria taking into account, inter
alia, project feasibility, relevance to the objectives stated in the Request for Proposals, and the
organization’s capacities.
The maximum amount of financial support should not exceed 17,000 USD. The exact amount of
financial award for the selected service provider will be determined on the basis of: (i) amount
requested; (ii) assessment of potential economies of scale and optimum design point.
Terms of payment and schedule of payments may be negotiated by IOM with the service provider
that is selected.
ELIGIBILITY OF THE CONTENT AND TYPE OF ACTIVITY (IES)
A project is a coherent set of activities developed in the framework of clearly defined and reachable
objectives, target groups, and planned results to be accomplished within a limited timeframe. The
Egyptians, 50% of whom are
females and remainder are males.
(Distributed during the workshops
under 1.c))
Copy of a random sample of
invoices from the procured
items.
Photos of the items being
distributed to the children.
2. a) Design and implement a one day
workshop to raise mothers’
awareness on mental illness of
children and how to handle them
(professional psychologist must be
involved in the session)
One page report on the day and
attendance sheets.
15 January 2018
3. a) Launch an awareness campaign
that combats stigma on mental
illness in society
Visibility and outreach report on
the campaign
20 March 2018
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general programme of activities of the organisation/institution applying cannot be considered as a
project to be funded by the IOM within the framework of this RFP. The below are eligibility criteria
of the content and type of activity to be considered:
• The project proposals should be designed in response to the specific needs of the target groups
and an analysis of the context;
• IOM is encouraging the submission of innovative creative project proposals building on
existing programmes/initiatives.
The above-mentioned activities are stated only as guidance. Proposals may be developed based on a
wider scope of services if possible.
DURATION OF THE PROJECT
• The projects must be implemented over any period of duration starting from mid December
2018 and not exceeding 20 March 2018. The duration should include the preparation and
implementation of all the project activities indicated in the work plan (to be submitted) as an
integral part of the proposal, as well as the project evaluation.
ELIGIBILITY OF THE LOCATION(S)
Projects must ONLY take place in Egypt. Priority locations are Cairo and Greater Cairo, with
consideration for Alexandria communities with high-dense areas of Syrian refugees.
COMMUNICATIONS AND VISIBILITY
Communication should be a central component of the proposed project, planned clearly in the work
plan and budget. An effective “communication and visibility” plan is a way to: (a) increase
participation and social impact through the engagement of people and partners; (b) raise the visibility
of the project’s objectives.
The communication and visibility plan must ensure the following:
• Compliance with IOM’s visibility guidelines is crucial – all materials should be shared with
IOM for approval prior to printing/publishing, who in turn shall ensure the EU’s approval;
• Clarity on the main elements of the communication plan, including clarity on: (1) target
groups, (2) message, (3) communication channels - including networks, available digital
media tools, the communication resources of the IOM and partners -, (4) activities, (5)
evaluation tools, (6) timing and frequency of activities, (7) budget, (8) evaluation tools and
Key Performance Indicators (KPIs).
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Section III. Technical Proposal Standard Forms
TPF-1: Technical Proposal Submission Form [Location, Date] To: [Chairperson Name and address of IOM Mission] Ladies/Gentlemen: We, the undersigned, offer to provide the Services for [insert Title of services] in accordance with your Request for Proposal (RFP) dated [insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.
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If negotiations are held after the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We acknowledge and accept IOM’s right to inspect and audit all records relating to our Proposal irrespective of whether we enter into a contract with IOM as a result of this proposal or not. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely,
Authorized Signature: Name and Title of Signatory: Name of Firm: Address:
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TPF-2A: Service Provider/ Consulting Firm/Individual Consultant’s Organization
[Provide here brief (one pages) description of the background and organization of your firm/entity and each associate for the assignment (if applicable)]
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TPF-2B - Service Provider/ Consulting Firm’s Experience
Relevant Services Carried Out in the Last Five Years
That Best Illustrate Qualifications
Using the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.
Assignment Name: Country:
Location within Country:
Professional Staff Provided by Your Firm/Entity(profiles):
Name of Client:
No of Staff:
Address:
No of Staff-Months; Duration of Assignment:
Start Date (Month/Year):
Completion Date (Month/Year): Approx. Value of Services (in EGP or USD):
Name of Associated Service Providers/ Consulting Firms , If Any:
No of Months of Professional Staff Provided by Associated Service Providers/ Consulting Firms :
Narrative Description of Project:
Brief description about the Service Provider/Consulting Firm
Description of Actual Services Provided by Your Staff:
Firm’s Name:
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TPF-3: Description of the Approach, Methodology and Work Plan for Performing the Assignment
[Technical approach, methodology and work plan are key components of the Technical proposal. The Consultant is suggested to present the Technical Proposal using the following:
a) Technical Approach and methodology b) Work Plan and c) Organization and Staffing
a) Technical Approach and Methodology. In this section the Service Provider/ Consulting Firm should
explain their understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of details of such output. The Service Provider/ Consulting Firm should highlight the problems being addressed and their importance, and explain the technical approach that would be adopted to address them, in line with IOM’s needs. The Service Provider/ Consulting Firm should also state key performance indicators and evaluation criteria and explain the methodologies being proposed to adopt and highlight the compatibility of those methodologies with the proposed approach.
b) Work Plan. In this section the Service Provider/ Consulting Firm should propose the main activities of the
assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the IOM, and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The Work Plan should be consistent with the Work Schedule (TPF-8).
c) Organization and Staffing. In this section the Service Provider/ Consulting Firm should propose the
structure and composition of the team. Main disciplines of the assignment should be listed, the key expert responsible, and the proposed technical and support staff.
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TPF-5: Team Composition and Task Assignments
1. Technical/Managerial Staff
Name Position Task
2. Support Staff
Name Position Task
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TPF-6: Format of Curriculum Vitae (CV) for Proposed Professional Staff
Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm/Entity: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.] Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member and authorized representative of the firm] Day/Month/Year Full name of staff member:______________________________________ Full name of authorized representative: ___________________________________________
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TPF-7: Time Schedule for Professional Personnel
Months (in the Form of a Bar Chart)
Name Position Reports Due/Activities 1 2 3 4 5 6 7 8 9 10 11 12 Number of Months
Subtotal (1) ________________
Subtotal (2) ________________
Subtotal (3) ________________
Subtotal (4) ________________
Full-time: Part-time: Reports Due: Activities Duration: Location Signature of Authorized Representative: _________________
Full Name: _____________________________ Title : ________________________________
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TPF-8: Activity (Work) Schedule
A. Field Investigation and Other Activities
No.
Activity/Work
Description
Duration
1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th
11th
12th
1
2
3
4
5
B. Completion and Submission of Reports
Reports Date
1. Inception Report
2. Interim Progress Report
(a) First Status Report (b) Second Status Report
3. Draft Report
4. Final Report
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Section IV. Financial Proposal - Standard Forms
FPF-1: Financial Proposal Submission Form
[Location, Date] To: [Name of Chairperson and address of IOM Mission] Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for [insert Title of consulting services] in accordance with your Request for Proposal (RFP) dated [insert date] and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of (insert validity period) of the Proposal. We acknowledge and accept the IOM right to inspect and audit all records relating to our Proposal irrespective of whether we enter into a contract with the IOM as a result of this Proposal or not. We confirm that we have read, understood and accept the contents of the Instructions to Service Providers/ Consulting Firms (ITC), Terms of Reference (TOR), the Draft Contract, the provisions relating to the eligibility of Service Providers/ Consulting Firms , any and all bulletins issued and other attachments and inclusions included in the RFP sent to us. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address:
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FPF-3: Breakdown of Costs
# Description of the Services Unit Measure QTY Unit Price Total Price
Grand Total
Terms of Payment
# Milestone Amount to be paid
Authorized Signature: Name and Title of Signatory:
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FPU.SF-19.6 Section VII: Vendor Information Sheet
VENDOR INFORMATION SHEET (VIS)
Name of the Company __________________________________________________________ Address Leased Owned Area: _______sqm House No __________________________________________________________ Street Name __________________________________________________________ Postal Code __________________________________________________________ City __________________________________________________________ Region __________________________________________________________ Country __________________________________________________________ Contact Numbers/Address Telephone Nos. ____________________ Contact Person: __________________ Fax No. ____________________ E mail Address ____________________ Website: ___________________ Location of Plant/Warehouse Leased Owned Area: ______sqm _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Business Organization Corporation Partnership Sole Proprietorship Business License No.: ____________ Place/Date Issued:___________ Expiry Date __________ No. of Personnel ____________ Regular ___________ Contractual/Casual ____________ Nature of Business/Trade Manufacturer Authorized Dealer Information Services
Wholesaler Retailer Computer Hardware
Trader Importer Service Bureau
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Site Development Consultancy Others _____________ Construction ___________________ Number of Years in business: _________ Complete Products & Services _______________________________________________________________________ _______________________________________________________________________ Payment Details Payment Method Cash Check Bank Transfer Others Currency Loc.Currency USD EUR Others Terms of Payment 30 days 15 days 7 days upon receipt of invoice Advance Payment Yes No % of the Total PO/Contract Bank Details: Bank Name ___________________________________________________ Bldg and Street ___________________________________________________ City ___________________________________________________ Country ___________________________________________________ Postal Code ___________________________________________________ Country ___________________________________________________ Bank Account Name ___________________________________________________ Bank Account No. ___________________________________________________ Swift Code ___________________________________________________ Iban Number ___________________________________________________ Key Personnel & Contacts (Authorized to sign and accept PO/Contracts & other commercial documents)
Name Title/Position Signature _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Companies with whom you have been dealing for the past two years with approximate value in US Dollars: Company Name Business Value Contact Person/Tel. No. _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________
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Have you ever provided products and/or services to any mission/office of IOM? Yes No If yes, list the department and name of the personnel to whom you provided such goods and/or services. Name of Person Mission/Office Items Purchased _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Do you have any relative who worked with us at one time or another, or are presently employed with IOM? If yes, kindly state name and relationship. _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Trade Reference Company Contact Person Contact Number _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Banking Reference Bank Contact Person Contact Number _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________
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REQUIREMENTS CHECK LIST Please submit the following documents together with the Information Sheet:
No. Document
For IOM use only
Submitted Not
Applicable
1 Company Profile (including the names of owners, key officers, technical personnel)
2 Company's Articles of Incorporation, Partnership or Corporation, whichever is applicable, including amendments thereto, if any.
3 Certificate of Registration from host country's Security & Exchange Commission or similar government agency/department/ministry
4 Valid Government Permits/Licenses
5 Audited Financial Statements for the last 3 years*
6 Certificates from the Principals (e.g. Manufacturer's Authorization, Certificate of Exclusive Distributorship, Any certificate for the purpose, indicating name, complete address and contact details)
N/A
7 Catalogues/Brochures N/A
8 List of Plants/Warehouse/Service Facilities N/A
9 List of Offices/Distribution Centers/Service Centers
10 Quality and Safety Standard Document / ISO 9001 N/A
11 List of all contracts entered into for the last 3 years (indicate whether completed or ongoing ) *
12 Certification that Non-performance of contract did not occur within the last 3 years prior to application for evaluation based on all information on fully settled disputes or litigation
N/A
13 For Construction Projects: List of machines & equipment (include brand, capacity and indication if the equipment are owned or leased by the Contractor)
N/A
* For Competitive Biddings, number of years may increase depending on the estimated contract amount. ** Indicate if an item is not applicable. Failure to provide any of the documents mentioned above will result in automatic "failed" rating. I hereby certify that the information above are true and correct. I am also authorizing IOM to validate all claims with concerned authorities. Received by:
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_______________________ _______________________ Signature
Signature
_______________________ _______________________ Printed Name Printed
Name
_______________________ ______________________ Position/Title
Position/Title
_______________________ _______________________ Date
Date _________________________FOR IOM USE ONLY___________________________ Purchasing Organization ___________________ Account Group ___________________ Industry 001 002 003
where 001 - Transportation related to movement of migrants 002 - Goods (e.g. supplies, materials, tools) 003 - Services (e.g. professional services, consultancy, maintenance) Vendor Type Global Local