Call for Proposal_Gender & Youth Promotion Initiative, Bougainville, AROB, PNG

Call for Proposals (CFP)

Gender and Youth Promotion Initiative, Bougainville

 

 

CFP No. CFP_PNG_2019_001_001

 

 

Section 1 – CFP letter

 

UN WOMEN (in partnership with UNFPA and OHCHR) plans to engage a Responsible Party as defined in accordance with these documents. UNWOMEN invites sealed proposals from qualified proponents for providing the requirements as defined in the UN WOMEN Terms of Reference. Proposals must be received by UNWOMEN at the address specified not later than 23:59 Bougainville time (GMT+11) on 31 January 2019.

 

This UN WOMEN Call for Proposals consists of four sections and a series of annexes for qualified parties to complete and return with their proposal:

 

CFP section 1:       CFP letter (this document) 

CFP section 2:       Proposal data sheet

CFP section 3:       Instructions to proponents

CFP section 4:       GYPI Terms of Reference

 

CFP forms to be returned (mandatory):

 

Annex B2-1           Proposal/no proposal confirmation form

Annex B2-2           Mandatory requirements/pre-qualification criteria

Annex B2-3           Template for proposal submission form

Annex B2-4           Resumes of proposed team members

Annex B2-5           Capacity Assessment Checklist

 

 

Interested proponents may obtain further information by contacting this email address:

procurement.png@unwomen.org

 

 

Call for Proposal (CFP)

 

 

CFP No. CFP_PNG_2019_001_001

 

 

 

Section 2: Proposal data sheet

                                                                                 

Program/Project: Gender and Youth Promotion Initiative, Bougainville, Papua New Guinea

 

Contact officer’s name: Beatrice Tabeu

Email: beatrice.tabeu@unwomen.org

Telephone number: +675 7069 6583

Issue date: 15 January 2019                   

 

 

Requests for clarifications due

Date: 18 January 2019                                        

Email to with subject title “CFP_PNG_2019_001_001”

Request for clarification from [your organisation]”

                                                                     

Information session for bid inquiries and clarifications:

Date: 25 January 2019

Time: 10:00 (PNG time GMT+10)

Address: Level 1, UN Haus, Buka Town, AROB

Telephone number: +675 7070 0705

RSVP by 17:00 on 23rd January (PNG GMT+10) on your organisation’s plans to attend the meeting, by phone or email to the contact officer.

 

UN WOMEN clarifications to proponents due

Date: 28 January 2019                             

Time: 12:00 (PNG time GMT+10)

 

Proposal due (on or before due date)

Date: 31 January 2019                            

Time: 23:59 (Bougainville GMT+11)      

 

Planned award date: 5 February 2019

 

Planned contract start date / delivery date (on or before): 11 February 2019 / 31 May 2019

 

 

               

 

 

 

Call for Proposal (CFP)

 

CFP No. CFP_PNG_2019_001_001

 

 

 

Section 3: Instructions to proponents

 

1. Introduction
   1. UN WOMEN (in partnership with UNFPA and OHCHR) invites qualified parties to submit Technical and Financial Proposals to provide services associated with the UNWOMEN requirement for Implementing Partners.
   2. A description of the services required is described in CFP Section 4 -Terms of Reference.
   3. UN WOMEN may, at its discretion, cancel the services in part or in whole.
   4. Proponents may withdraw the proposal after submission, provided that written notice of withdrawal is received by UN WOMEN prior to the deadline prescribed for submission of proposals. No proposal may be modified subsequent to the deadline for submission of proposal. No proposal may be withdrawn in the interval between the deadline for submission of proposals and the expiration of the period of proposal validity.
   5. All proposals shall remain valid and open for acceptance for a period of 90 calendar days after the date specified for receipt of proposals. A proposal valid for a shorter period may be rejected. In exceptional circumstances, UN WOMEN may solicit the proponent’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing.
   6. Effective with the release of this CFP, all communications must be directed only to UN WOMEN via procurement.png@unwomen.org with the above CFP number in the subject field for each of reference. Proponents must not communicate with any other personnel of UN WOMEN regarding this CFP.
2. Cost of proposal

The cost of preparing a proposal, attendance at any pre-proposal conference, meetings or oral presentations shall be borne by the proponents, regardless of the conduct or outcome of the CFP process. Proposals must offer the services for the total requirement; proposals offering only part of the services will be rejected.

1. Eligibility

Proponents must meet all mandatory requirements/pre-qualification criteria as set out in Annex B. See Section 10 below for further explanation. Proponents will receive a pass/fail rating on this section. To be considered, proponents must meet all the mandatory criteria described in Annex B. UN WOMEN reserves the right to verify any information contained in proponent’s response or to request additional information after the proposal is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any questions will result in disqualification.

1.  Clarification of CFP documents

A prospective proponent requiring any clarification of the CFP documents may notify UN WOMEN in writing at UN WOMEN email address indicated in the CFP by the specified date and time. UN WOMEN will respond in writing to any request for clarification of the CFP documents that it receives by the due date outlined on page 1. Written copies of UN WOMEN response (including an explanation of the query but without identifying the source of inquiry) will be posted using the same method as the original posting of this (CFP) document.

If the CFP has been advertised publicly, the results of any clarification exercise (including an explanation of the query but without identifying the source of inquiry) will be posted on the advertised source.

1. Amendments to CFP documents

At any time prior to the deadline for submission of proposals, UN WOMEN may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective proponent, modify the CFP documents by amendment. All prospective proponents that have received the CFP documents will be notified in writing of all amendments to the CFP documents. For open competitions, all amendments will also be posted on the advertised source.

 

In order to afford prospective proponents reasonable time in which to take the amendment into account in preparing their proposals, UN WOMEN may, at its discretion, extend the deadline for the submission of proposal.

1. Language of proposal

The proposal prepared by the proponent and all correspondence and documents relating to the proposal exchanged between the proponent and UN WOMEN, shall be written in English.  Supporting documents and printed literature furnished by the proponent may be in another language provided they are accompanied by an appropriate translation of all relevant passages in English. In any such case, for interpretation of the proposal, the translation shall prevail. The sole responsibility for translation and the accuracy thereof shall rest with the proponent.

1.  Submission of proposal
   1. Technical and financial proposals should be submitted as part of the template for proposal submission (Annex B2) in one email. with the CFP reference and the clear description of the proposal by the date and time stipulated in this document. If the emails and email attachments are not marked as instructed, UN WOMEN will assume no responsibility for the misplacement or premature opening of the proposals submitted. The email text body should indicate the name and address of the proponent.

All proposals should be sent by email to the following secure email address:  procurement.png@unwomen.org

1. All proposals should be sent by email to the following secure email address:  Proposals should be received by the date, time and means of submission stipulated in this CFP. Proponents are responsible for ensuring that UN WOMEN receives their proposal by the due date and time. Proposals received by UN WOMEN after the due date and time may be rejected.
2. When receiving proposals by email (as is required for the CFP), the receipt time stamp shall be the date and time when the submission has been received in the dedicated UN WOMEN inbox. UN WOMEN shall not be responsible for any delays caused by network problems, etc. It is the sole responsibility of proponents to ensure that their proposal is received by UNWOMEN in the dedicated inbox on or before the prescribed CFP deadline.
    
   1.      The “Certificate of Proponent’s Eligibility and Authority to Sign Proposal” contained in this CFP must be executed by a representative of the proponent who is duly authorized to execute contracts and bind the proponent. Signature on the certificate represents that the proponent has read this CFP, understands it and agrees to be bound by its terms and conditions. The proponent’s proposal with any subsequent modifications and counter-proposals, if applicable, shall become an integral part of any resulting contract.

   

7.5    Late proposals: Any proposals received by UN WOMEN after the deadline for submission of proposals prescribed in this document, may be rejected.

1. Clarification of proposals

To assist in the examination, evaluation and comparison of proposals, UN WOMEN may, at its discretion, ask the proponent for a clarification of its proposal. The request for clarification and the response shall be in writing and no change in the price or substance of the proposal shall be sought, offered or permitted. UN WOMEN will review minor informalities, errors, clerical mistakes, apparent errors in price and missing documents in accordance with the UN WOMEN Policy and Procedures.

1. Proposal currencies

       All prices shall be quoted in Papua New Guinea Kina (PGK)

        THE FINANCIAL PROPOSAL

UN WOMEN reserves the right to reject any proposals submitted in another currency than the mandatory currency for the proposal stated above. UN WOMEN may accept proposals submitted in another currency than stated above if the proponent confirms during clarification of proposals, see item (8) above in writing, that it will accept a contract issued in the mandatory proposal currency and that for conversion the official United Nations operational rate of exchange of the day of CFP deadline as stated in the CFP letter shall apply. 

Regardless of the currency of proposals received, the contract will always be issued and subsequent payments will be made in the mandatory currency for the proposal above.

1.  Mandatory/pre-qualification criteria

 10.1   The mandatory requirements/pre-qualification criteria have been designed to assure that, to the degree possible in the initial phase of the CFP procurement process, only those proponents with sufficient experience, the financial strength and stability, the demonstrable technical knowledge, the evident capacity to satisfy UN WOMEN requirements and superior customer references for supplying the services envisioned in this CFP will qualify for further consideration. UN WOMEN reserves the right to verify any information contained in proponent’s response or to request additional information after the proposal is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any questions will affect your evaluation.

 10.2   Proponents will receive a pass/fail rating in the mandatory requirements/pre-qualification criteria section. In order to be considered for Phase I, proponents must meet all the mandatory requirements/pre-qualification criteria described in this CFP.

1.  Evaluation of technical and financial proposal
   1. PHASE I – TECHNICAL PROPOSAL (70 points)
      1. Only proponents meeting the mandatory criteria will advance to the technical evaluation in which maximum possible 70 points may be determined.  Technical evaluators who are members of a Committee for Partners’ Assessment (CPA) appointed by UN WOMEN will carry out the technical evaluation applying the evaluation criteria and point ratings as listed below. In order to advance beyond Phase I of the detailed evaluation process to Phase II (financial evaluation) a proposal must have achieved a minimum cumulative technical score of 50 points.

 

•  

Technical description and appropriateness/adequacy of approach / service

40 points

•  

• Relevance and technical capacity: (See Capacity Assessment Checklist)
• proposed staffing (number and expertise) for the services to be delivered;
• organisational experience and proven track record/credibility on areas of expertise relevant to the services required;
• organisational experience and proven track record/ credibility on gender and development, Results-Based Management and its application to key processes (e.g., planning, programming, monitoring, reporting and evaluation), and other areas of expertise relevant to the services required.

15 points

•  

Governance and management capacity: (See Capacity Assessment Checklist)

• Management arrangement for the required services, including for monitoring and reporting, and if needed, evaluation
• Overall governance/management structure of the proponent organisation

8 points

•  

Financial and administrative management capacity: (See Capacity Assessment Checklist)

 

7 points

 

TOTAL

70 points

 

1. PHASE II - FINANCIAL PROPOSAL (30 points)
   1. Financial proposals will be evaluated following completion of the technical evaluation.  The proponent with the lowest evaluated cost will be awarded 30 points.  Other financial proposals will receive pro-rated points based on the relationship of the proponents’ prices to that of the lowest evaluated cost
      
      Formula for computing points:
      Points = (A/B) Financial Points
      
      Example:  Proponent A’s price is the lowest at $10.00.  Proponent A receives 30 points.                   Proponent B’s price is $20.00.  Proponent B receives ($10.00/$20.00) x 30 points = 15 points
       

1.  Preparation of proposal
   1. You are expected to examine all terms and instructions included in the CFP documents.

Failure to provide all requested information will be at proponent’s own risk and may result in rejection of proponent’s proposal.

 

12.2 Proponent’s proposal must be organized to follow the format of this CFP. Each proponent must respond to every stated request or requirement and indicate that proponent understands and confirms acceptance of UN WOMEN stated requirements. The proponent should identify any substantive assumption made in preparing its proposal. The deferral of a response to a question or issue to the contract negotiation stage is not acceptable. Any item not specifically addressed in the proponent’s proposal will be deemed as accepted by the proponent. The terms “proponent” and “contractor” refer to those organisations that submit a proposal pursuant to this CFP.

 

            12.3  Where the proponent is presented with a requirement or asked to use a specific approach, the proponent must not only state its acceptance, but also describe, where appropriate, how it intends to comply.  Failure to provide an answer to an item will be considered an acceptance of the item. Where a descriptive response is requested, failure to provide the same will be viewed as non-responsive. 

 

12.4 The terms of reference in this document provides a general overview of the current operation. If the proponent wishes to propose alternatives or equivalents, the proponent must demonstrate that any such proposed change is equivalent or superior to UN WOMEN established requirements. Acceptance of such changes is at the sole discretion of UN WOMEN.

 

1.  Proposals must offer services for the total requirement, unless otherwise permitted in the CFP document. Proposals offering only part of the services/goods may be rejected unless permitted otherwise in the CFP document.

 

1.  Proponent’s proposal shall include all of the following labelled annexes:      

CFP submission (on or before proposal due date): 31 January 2019

As a minimum, proponents shall complete and return the below listed documents (Annexes to this CFP) as an integral part of their proposal. Proponents may add additional documentation to their proposals as they deem appropriate.

 

Failure to complete and return the below listed documents as part of the proposal may result in proposal rejection.

Part of proposal

Mandatory Requirements/pre-qualification criteria (Annex B2-2 hereto)

 

Part of proposal

Template for proposal submission (Annex B2-3)

Part of proposal

Resumes of proposed team members with prescribed information (Annex B2-4)

Part of proposal

Capacity Assessment Document Checklist (Annex B2-5)

 

 

If after assessing this opportunity you have made the determination not to submit your proposal, we would appreciate it if you could return this form indicating your reasons for non-participation.

 

Pre-submission:

Proponents shall complete and return the Proposal/no proposal confirmation form prior to the submission deadline indicating whether they do or do not intend to submit a proposal.

 

Stand-alone document

 Proposal/no proposal confirmation form (Annex B2-1 hereto)