Facilities Management and Operations Management (Finance) Services

1. JUSTIFICATION/BACKGROUND

The general information must describe the background of the requested services, in particular:

Since 1954, UNICEF Malaysia Country Office (MCO) has worked with the Government and the people of Malaysia and has helped to transform the lives of children across the nation.

 

UNICEF started Private Sector Fundraising activities in 2008 (to fund work in Malaysia, the ASEAN region and globally), and already has over 123,000 individual donors making regular donations. UNICEF Malaysia Country Office would now like to increase its individual giving income by establishing an in-house face to face fundraising operation and has launched it since November 2015. Since then the in-house team has grown to an operation of 60-65 fundraisers, there are great potential to increase the team size to 100 fundraisers covering major market centres in Malaysia including but not limited to Klang valley, Penang, Johor Baru and Kota Kinabalu

In order to deliver this target, we are looking for a service provider or organization to commit to an  LTA to provide both manage operations finances and facility services to compliment the fundraising operations such as, but not limited to, provide and manage an off-site office/ hub to facilitate fundraisers recruitment, training, recruitment processing, payment processing, team meetings and equipment storage; much like a base of operations to the fundraisers and support for the fund raising activities.

 

1. OBJECTIVE, PURPOSE AND EXPECTED RESULTS and DESCRIPTION OF THE ASSIGNMENT

 

1. Operations Management (Financial)
   1. Manage the daily/weekly and monthly finances to operate office as base of operations (including claims such as payroll/transport/food claims/etc)
   2. Manage finances for projects and related fundraising activities based on planned event provided by UNICEF
   3. Manage payroll and HR administration for all staff.  
   4. Provide financial reconciliation services for UNICEF on a monthly/weekly basis based on UNICEF’s process and requirements
   5. Provide monthly financial reporting with reconciliation closing and opening based on operations financial transactions.
   6. Adhere to UNCIEF’s processes for the above such as described below
      1. UNICEF will provide the service provider a monthly request in the form of details of budgeted activities for the next month by the end of the previous month
      2. Advance fund to the contractual fundraising manager or appointed Project Manager on monthly basis, based on budgeted workplan approved by UNICEF. Advance for each month has to be the difference between the planned budget of the coming month and the unspent balance from the previous month advance.
      3. Advance amount up to RM 35,000 per month; depending on the scale of project and/or campaign.
      4. On 23rd of each month, contractual fundraising manager will submit/provide report on expenditure against the advance provided and the approved budget for the month and unspent balance of the previous month
      5. After reconciliation, the contractor will submit invoice along with detailed statement of expenses along with original receipts and UNICEF to transfer the reported amount to the contractor.
      6. The service provider will have to finalise and submit the reconciliation report to UNICEF by the end of each month

 

B. Facilities and Equipment Management

1. To Purchase and Manage all equipment(s) in relation to the operations of the office/hub but not limited to the areas listed here as; Klang Valley/ Penang/ Johor Bharu and Kota Kinabalu.
2. To manage the office facilities, including upkeep as well as all furniture and fitting required in relation to the operations of the office/hub but not limited to the areas listed here as; Klang Valley/ Penang/ Johor Bharu and Kota Kinabalu.
3. Management of all related office facility for operational purposes, upon UNICEF’s approval, such as:-
   1. Sourcing and managing Rental of workspace on behalf of UNICEF
   2. Allocation of meeting and training space
   3. Office furniture and renovation/partitioning of workspace as require
   4. Utility charges
   5. Printer/scanner/fax/lamination
   6. Mobile phone and Connectivity (Packages)
   7. Tablet (or any equipment related to donation processing)
   8. Forms (donation processing) – including reprinting and managing the stocks
   9. Cleaning Services
   10. HR related and administrative activities
   11. IT Equipment & Support Services – whether on call or adhoc basis
   12. Upkeep including renovation if necessary

 

C. Specialist services

1. mystery shopper to evaluate fund-raiser conduct
2. performance evaluation system to track fund-raiser performance and progress
3. team building and motivational trainer

 

 

 

 

1. EXPECTED DELIVERABLES

 

1. Financial services
   1. Providing advance to the contractual fundraising manager after receiving the request with approval from UNICEF and copy of the proof of transfer to UNICEF
   2. The contractor Provide a monthly reconciliation report of advance and amount spent by middle of the next month.

 

1. Facilities and office automation, equipment, furniture, telecommunication equipment
   1. Procure equipment and services approved by UNICEF and make payment on behalf.
   2. The contractor provides a monthly report of purchases and amount spent on monthly basis

 

 

1. DURATION OF THE INTENDED CONTRACT

24 months + 12 months upon satisfactory services.

 

1. CONTRACT MANAGEMENT

1. The contract supervisor is:   Fundraising Specialist

Daily management of the contract is carried out by Fundraising Officer

1. Liaison person: Contractual fundraising manager who will be working closely with the services provider on this service.
2. Service provider to assign a key focal person for this assignment.

 

1. FREQUENCY OF PERFORMANCE REVIEWS AND PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS

 

1. A working level Assessment (Fundraising Officer and Section Chief) Every 6 months and at the end of the contract.

 

1. DESIRED QUALIFICATIONS, SPECIALIZED KNOWLEDGE OR EXPERIENCE

Specifies the professional requirements of the individual(s) and/or team(s) for the assignment including required experience, skills and qualifications; if applicable:

1. 5 years’ experience in supporting client to ensure payment made in order for smooth transition/operations of clients functions and/or other similar services
2. Main focal point to have 3 years’ experience in financial management for client’s portfolio.
3. Registered organization as per the Laws of Malaysia.
4. Clientele reference is required.

 

 

1. PROPOSED PAYMENT SCHEDULE

Select proposed methodology Monthly

 

1. Payment terms will be fixed monthly based on a mutually agreed date.

All monitory transactions will require supporting Invoices/emails or other documentation(s) supporting the purchase of items or services duly approved by the Fundraising Office and/or Section Chief

 

1. STRUCTURE AND EVALUATION PROCESS OF THE PROPOSAL

 

1. The Technical Proposal should include but not limited to the following:

 

1. Expertise of Company detailing general and specific experience with similar assignments in the past 5 years. Bidders are requested to back up their submissions by providing:

1. Evidence in the form of job completion certificate, contracts and/or references.
2. Three References /Contact person details

1. Details of the Proposed Team for the assignment including the following information:
   1. Title/Designation of each team member on the project
   2. Educational qualifications and professional experiences
   3. Past experience in working on similar project and assignment – List all similar projects they worked on and their roles on the project.
2. Quality assurance mechanism and risk mitigation measures put in place.

 

B Financial Proposal

Bidders are expected to submit financial proposal indicating the monthly fee based on a percentage of the amount as stated in item 2 A and item 2B of each month.

 

No         Payment Amount                          %age of fee proposed by Agency

 

1.         Up to MYR 35,000.00                                 ___________

 

1. UNICEF RECOURSE IN CASE OF UNSATISFACTORY PERFORMANCE

In case of unsatisfactory performance, the payment will be withheld until quality deliverables are submitted. If the firm/individual is unable to complete the assignment, the contract will be terminated by notification letter sent 30 days prior to the termination date. In the meantime, UNICEF will initiate another selection process in order to identify appropriate candidate.

 

1. REQUEST FOR PROPOSAL EVALUATION WEIGHTING CRITERIA

The weight allocated between technical and price proposal. The ratio between the technical and the commercial/financial criteria established in the RFPS depends on the relative importance of one component to the other. In this case it is 50/50 (technical/commercial)

 

1. Expertise of Company detailing general and specific experience with similar assignments in the past 5 years. (10 Points)
2. Bidders are requested to back up their submissions by providing:

1. Evidence in the form of job completion certificate, contracts and/or references. (5 points)
2. Three References /Contact person details (5 points)
   1. Quality assurance mechanism and risk mitigation measures put in place (10 points)
   2. Company and Key Personnel (20 points)
3. Range and depth of organizational experience with similar projects (5 points)
4. Example of previous work/Project (5 points)
5. Number of customers, size of projects, number of staff per project (5 points)
6. Client references (5 points)

 

Maximum technical score: 50% points

 

1. Price Evaluation Formula
   • Lowest cumulative ‘Total’ price point (50 points)

    

Maximum Commercial score: 50% points.

 

[1] For this RFP, the Technical Proposal has a total weighting of [50%]. Bidders must score a minimum of 25 points to be considered technically compliant and in order for the Financial Proposals to be opened

[1] For this RFP, the Financial Proposal has a total weighting of [50%].