3. To enable you to submit a bid, please read the following attached documents carefully: Instructions to Bidders Terms of Reference (ToR)

Transcription

1 United Nations Population Fund Midtermolen 3, P.O. Box Copenhagen, Denmark Fax: (45) Telephone: (45) Website: 27 April 2011 REQUEST FOR PROPOSAL (RFP) RFP No. LONG-TERM AGREEMENT(S) FOR SUPPLY OF SERVICE ON CONTINUING DEVELOPMENT PROGRAMME FOR UNFPA LEADERS LEAD UNFPA 1. The United Nations Population Fund (UNFPA), an international development agency, is seeking qualified offers for the above-mentioned services. Your company is kindly invited to submit your best technical and financial offer for the requested services. Your bid could form the basis for a contract between your firm/institution and the UNFPA. 2. UNFPA posts all bids notices, clarifications and results in 3. To enable you to submit a bid, please read the following attached documents carefully: Instructions to Bidders Annex I Terms of Reference (ToR) Annex II Bid Submission Form Annex III Bidders Identification Form Annex IV Format of Bidder s Previous Experience and Clients Annex V Technical Bid Annex VI Price Schedule Form Annex VII UNFPA General Terms and Conditions Annex VIII Completed Check List on General Terms and Conditions Annex IX 4. The technical bid containing the technical information shall be submitted separately from the financial bid. 5. The Bid shall reach UNFPA s reception or the inbox of bidtender@unfpa.dk no later than 18 May 2011 at 1PM (Copenhagen time GMT+2 Summer time). Bids sent to any other address will be disqualified. 6. The Bid shall be opened on 18 May 2011 at 3PM (Copenhagen time GMT +2 Summer time) at the offices of UNFPA, Copenhagen. 7. Bids received after the stipulated date and time shall not be accepted under any circumstances. 8. Bidders shall acknowledge receipt of this RFP by to Udara Bandara (bandara@unfpa.org ) no later than 11 May 2011 and indicate whether or not a bid shall be submitted. The acknowledgement shall provide company name, telephone number and contact person. Page 1 of 43

2 9. Any questions relating to the attached documents shall be addressed in writing following the instructions included in Annex I-Instructions to Bidders, 4 Clarifications of Solicitation Documents Do not submit your bid to the contact there indicated, or your bid will be disqualified. 10. This letter is not to be construed in any way as an offer to contract with your firm/institution. Yours sincerely, Udara Bandara Page 2 of 43

3 Table of Contents ANNEX I - INSTRUCTIONS TO BIDDERS... 4 A. Introduction General Cost of Bid... 4 B. Solicitation Documents UNFPA Bid Document Clarifications of Solicitation Document Amendments of UNFPA Bid Solicitation Document... 4 C. Preparation of bids Language of the Bid Bid Currency and Prices Conversion to Single Currency Validity of Bid... 5 D. Submission of Bids Documents Establishing Eligibility of Goods and Services and Conformity to Bidding Documents Technical Bid Financial Bid Partial Bids Sealing and Marking of Bids Deadline for Submission of Bid and Late Bids Modification and Withdrawal of Bids Storage of Bids... 7 E. Bid Opening and Evaluation Bid Opening Clarification of Bids Preliminary Examination of Bids Evaluation of Bids (5)... 8 F. Award of Contract and Final Considerations Award of Contract Rejection of Bids and Annulments Right to Vary Requirements at Time of Award Signing of the contract Payment Provisions ANNEX II: Terms of Reference (TOR) ANNEX III: Bid Submission Form ANNEX IV: Bidders Identification Form ANNEX V: Format of Bidder s Previous Experience and Clients ANNEX VI: Technical Bid (10) ANNEX VII: Price Schedule Form (11) ANNEX VIII: UNFPA General Terms and Conditions for Contracts (12) Page 3 of 43

4 ANNEX I - INSTRUCTIONS TO BIDDERS A. Introduction 1. General This bid is open to all national and international suppliers who are legally constituted. Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Buyer to provide consulting services for the preparation of the design specifications, and other documents to be used for the procurement of services to be purchased under this Invitation to Bids. Bidders may not be on any United Nations and/or World Bank suspended or banned vendors list. 2. Cost of Bid The bidder shall bear all costs including any related travel associated with the preparation and submission of the bid, nor can it be included as a direct cost of the assignment. UNFPA shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. B. Solicitation Documents 3. UNFPA Bid Document This RFP document is posted at the United Nations Global Marketplace (UNGM) in Bidders are expected to examine all instructions, forms, specifications, terms and conditions contained in the bid solicitation documents issued by UNFPA. Failure to comply with these documents shall be at the bidder s risk and may affect the evaluation of the bids. 4. Clarifications of Solicitation Document A prospective bidder requiring any clarification on the RFP may notify Udara Bandara, Procurement Associate, bandara@unfpa.org in writing no later than 06 May 2011, at 5.00 PM (GMT+2 Summer time) UNFPA shall respond to any request for clarification received and post its response in UNGM, including an explanation of the query but without identifying the source of enquiry. 5. Amendments of UNFPA Bid Solicitation Document At any time prior to the deadline for submission of proposals, UNFPA may, for any reason whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents by amendment. All prospective bidders that have received the bidding documents shall periodically check if amendments have been posted to the bidding documents in UNGM. In order to give prospective bidders reasonable time to take the amendments into account in preparing their bids, UNFPA, may at its discretion, extend the deadline for the submission of bids. Page 4 of 43

5 C. Preparation of bids 6. Language of the Bid The bid prepared by the bidder and all correspondence and documents relating to the Bid shall be written in English. 7. Bid Currency and Prices All prices shall be quoted in US dollars (USD) or any other convertible currency. The bidder shall indicate on the appropriate Price Schedule the unit prices (where applicable) and total bid price of the goods or services it proposes to supply under the contract. 8. Conversion to Single Currency To facilitate evaluation and comparison, the buyer will convert all bid prices expressed in the amounts in various currencies in which the bid prices are payable to USD at the official UN exchange rate on the last day for submission of bids. 9. Validity of Bid The prices of the bid shall be valid for 90 days after the closing date of bid submission as specified by UNFPA. A proposal valid for a shorter period will be rejected by UNFPA as non-responsive. UNFPA may solicit the bidder's consent for an extension of the period of validity under exceptional circumstances. D. Submission of Bids 10. Documents to be submitted with Bid For UNFPA s acceptance of the Bid, the Bidder must furnish documentary evidence of all items listed in Annex I Instructions to Bidders, Evaluation and Award of Contract, Evaluation Criteria, Evaluation Criteria and Information. A bid shall consist of two parts: the technical and the financial bid. The technical bid containing the technical specifications for services and the financial bid containing price information shall be submitted separately in two different envelopes Technical Bid For UNFPA s acceptance of the bid, the bidder should furnish documentary evidence of: a. Completed and signed Bid Submission Form (according to Annex III, word document) b. Completed Bidders Identification Form (according to Annex IV, word document) c. Copy of last audited financial statements d. Bidder s previous experience and clients (according to Annex V, word document) e. Technical bid, including documentation to demonstrate that the bidder meets all requirements. The technical bid should be concisely presented and structured to include but not necessarily be limited to the information listed in Annex VI. f. Completed Check List on General Terms and Conditions Annex IX Financial Bid Please complete the Price Schedule Form (Annex VII).Your separate financial bid must contain a quotation in a single currency, itemizing all services to be provided. Please consider the following information when completing the Price Schedule Form: Page 5 of 43

6 The Price Schedule must provide a detailed cost breakdown, as shown in Annex VII. Provide separate figures for each of the steps for each item. All prices/rates quoted must be exclusive of all taxes, since UNFPA is exempt from taxes. Submit this financial bid in a separate envelope from the rest of the RFP technical bid. Failure to furnish all the information required for submission of a bid which does not substantially respond to the UNFPA bid document in every respect shall be at the bidder s risk and may result in a rejection of the bid. 11. Partial Bids Partial bids are not allowed under this RFP. 12. Sealing and Marking of Bids For submitting the technical and financial bid in two different envelopes: Sealing and Marking of Bids (hard copies) When submitting in hard copies, the Bidder shall prepare two sets of documents, one stamped as Original and the other one stamped as Copy. In the event of a discrepancy between them, the original shall govern. The outer envelope must be clearly marked with the following: UNITED NATIONS POPULATION FUND Midtermolen Copenhagen O Denmark Invitation to Bid No. Attention: Udara Bandara ONLY TO BE OPENED BY AUTHORISED UNFPA PERSONNEL The inner envelopes must be clearly marked with the following: UNITED NATIONS POPULATION FUND Midtermolen Copenhagen O Denmark Invitation to Bid No. Attention: Udara Bandara ONLY TO BE OPENED BY AUTHORISED UNFPA PERSONNEL Submission 1/2:, [ insert company name ], Technical Proposal Submission 2/2:, [ insert company name ], Financial Proposal The envelope shall also indicate the name and address of the Bidder. If the outer envelope is not sealed and marked as required, the Buyer shall assume no responsibility for the Bid s misplacement or premature opening. Page 6 of 43

7 Electronic Submissions Please note the following guidelines for electronic submissions: Bidders shall make clear reference to the specific proposal in the subject field as instructed, otherwise proposals may be rejected. Clearly specify in the subject: ICB No., [ insert company name ] and specify Technical Proposal or Financial Proposal in the subject field. i.e: Submission 1 of 2:, [ insert company name ], Technical Proposal Submission 2 of 2:, [ insert company name ], Financial Proposal The Proposal shall be submitted in one to bidtender@unfpa.dk. Proposals received at the bidtender@unfpa.dk mailbox are kept undisclosed and shall not be opened before the scheduled opening date. submission shall not exceed 10 MB. Where the technical details are in large electronic files, it is recommended that these shall be sent separately before the deadline. It shall be the Bidder s responsibility to ensure that Bids sent by are received by the deadline. All Bidders shall receive an auto-reply acknowledging the receipt of their . Bidders shall not receive responses to questions sent to bidtender@unfpa.dk since it is a secur box. 13. Deadline for Submission of Bid and Late Bids Bids must be delivered to the office on or before the date and time specified in this RFP. UNFPA may, under special and exceptional circumstances, extend this deadline for the submission of the bids and such changes shall be notified bon UNGM before the expiration of the original period. Any proposal received by UNFPA after the deadline for submission of bids shall be rejected. UNFPA shall not be legally responsible for bids that arrive late due to the bidder s problems with the courier company. 14. Modification and Withdrawal of Bids The bidder may withdraw its bid after submission, provided that written notice of the withdrawal is received by UNFPA prior to the deadline for submission. No bid may be modified after passing of the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of the bid validity. 15. Storage of Bids Proposals received prior to the deadline of submission and the time of opening shall be securely kept unopened until the specified bid opening date stated in the UNFPA s bid solicitation document. Page 7 of 43

8 E. Bid Opening and Evaluation 16. Bid Opening UNFPA shall open all bids in the presence of two witnesses. There shall be separate openings for technical and financial bids. The bidders names and submitted documents shall be announced at the technical bid opening. After the technical evaluation has been made, the financial proposals can be opened. During the financial bid opening, the bidders names and the prices stated in the financial bid shall be announced. No bids shall be rejected at the bid opening, except for late bids. 17. Clarification of Bids To assist in the examination, evaluation and comparison of bids, UNFPA may ask bidders for clarification of their bids. The request for clarification and the response shall be in writing by UNFPA and no change in price or substance of the proposal shall be sought, offered or permitted. 18. Preliminary Examination of Bids UNFPA shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether the documents are properly signed and whether the proposals are generally in order. Prior to the detailed evaluation, the Buyer will determine the substantial responsiveness of each bid to the RFP in a preliminary examination. For purposes of these clauses, a substantially responsive bid is one that conforms to all the terms and conditions of the RFP without material deviations. The Buyer s determination of a bid s responsiveness is based on the contents of the bid itself without recourse to extrinsic evidence. A bid determined as not substantially responsive will be rejected and may not subsequently be made responsive by the bidder by correction of the non-conformity. Arithmetical errors shall be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of errors, its proposal shall be rejected. If there is a discrepancy between words and figures, the amount in words shall prevail. 19. Evaluation of Bids A three-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical bid being completed prior to any financial bid being opened and compared. The total number of points which a bidder may obtain for technical and financial bids is 100 points. The evaluation of the offers shall be conducted as follows: 1) There will be an evaluation of technical capabilities of the bidder to meet the requirements spelled out in the terms of reference. The technical proposal will be evaluated by a panel on the basis of its compliance with these Terms of Reference (TOR, Annex II) 2) Bidders passing the 70% threshold will be requested to participate in a web-conference question and answer session in order to present any additional evidence on the technical criteria. Page 8 of 43

9 3) Thirdly, there will be a financial and final evaluation of the proposal. Bidders should secure 70% both from the technical evaluation and the question and answer session in order to pass to the financial and final evaluation. During the financial evaluation, arithmetical errors/discrepancies and the completeness and responsiveness of the financial proposals against the ToR will have to be clarified immediately by the supplier via Technical Evaluation The technical bid is evaluated on the basis of its responsiveness to the Terms of Reference shown in Annex II, Annex VI: Technical Bid and the following evaluation criteria: Criteria [A] Maximum Points [B] Points attained by the bidder [C] Weighting % [B] x [C] = [D] Total Points (a) (b) (c) (e) Competence of service provider and project staff Proposed deliverable content and approach Demonstrated performance of service provider and project staff Ability to deliver quality on time and budget globally and locally % % % % GRAND TOTAL ALL CRITERIA % Question and Answer Session Evaluation Bidders who will secure 70% from the technical evaluation will be requested to participate with their proposed team leaders and team members in a question and answer session via web-conference for additional evidence on the technical criteria. Each bidder will be allocated a maximum 1 hour time slot. Each question and answer session will be evaluated based on clarifying the below criteria. (Maximum score allocated is 100.) Page 9 of 43

10 Criteria [A] Maximum Points [B] Points attained by the bidder [C] Weighting % [B] x [C] = [D] Total Points (a) (b) (c) (e) Competence of service provider and project staff demonstrated in the Q&A Session Proposed deliverable content and approach presented in the Q&A Session Earlier performance of service provider and project staff as demonstrated in the Q&A Session Ability to deliver quality on time and budget globally and locally as demonstrated in the Q&A Session % % % % GRAND TOTAL ALL CRITERIA % Financial Evaluation Bidders should secure 70% both from the technical evaluation and the question and answer session in order to pass to the financial and final evaluation. Proposals failing to obtain this minimum threshold will not be eligible for further consideration. The financial bid is evaluated on the basis of its responsiveness to the Price Schedule Form (Annex VI). The maximum number of points for the price bid is 100. This maximum number of points will be allocated to the lowest price. All other proposals will receive points in inverse proportion according to the following formula: Points for the Price Bid of = 100 x [Lowest price] a Proposal being evaluated [Price of bid being evaluated] Total Score The total score for each bidder will be the weighted sum of the revised technical score and financial score. The maximum total score is 100 points. Total Score = 20% Technical Score + 40% Q&A Score + 40% x Financial Score 4) Award of Contract and Final Considerations 20. Award of Long Term Agreement(s) UNFPA shall award a primary Long Term Agreement and two backup LTAs based on the total combined scores that will be obtained by the prospective bidders. The prospective bidder who will secure the highest combined score will be awarded with the primary Long Term Agreement and the bidders who will secure second and third combined scores will be awarded with the first and the second back up Long Term Agreements respectively. The first and second back up Long Term Agreements will be used respectively only if the primary Long Terms Agreement holder or the first back up will be not in a position to make available the required resources at required time, or the proposed solutions are not acceptable to UNFPA, or the agreement was terminated based on the performance. Page 10 of 43

11 21. Rejection of Bids and Annulments UNFPA reserves the right to reject any bid if the bidder has previously failed to perform properly or complete on time in accordance with contracts or if the bidder from UNFPA s perspective is not in a position to perform the contract. A bid that is rejected by UNFPA may not be made responsive by the bidder by correction of the nonconformity. A responsive bid is defined as one that conforms to all the terms and conditions of the UNFPA s solicitation documents without material deviations. UNFPA shall determine the responsiveness of each bid with the UNFPA s bid solicitation documents. UNFPA reserves the right to annul the solicitation process and reject all bids at any time prior to award of the contract without thereby incurring any liability to the affected bidder(s) or any obligation to provide information on the grounds for the buyer s action. The bidders waive all rights to appeal against the decision made by UNFPA. 22. Right to Vary Requirements at Time of Award UNFPA reserves the right at the time of award of contract to vary the quantity of services and goods by 20% specified in the RFP without any change in price or other terms and conditions. 23. Signing of the contract The buyer shall send the successful bidder(s) the Long Term Agreement(s) valid for 3 years, which constitutes the Notification of Award. This will also be posted on the UNGM website. The successful bidder shall sign and date the Long Term Agreement(s), and return it to UNFPA within seven calendar days of receipt of the Long Term Agreement(s). The Long Term Agreement will be established between the successful bidder(s) and UNFPA to allow UNFPA to contract the provision of the specified services. This Agreement represents an offer on the part of the successful bidder(s) to provide UNFPA with services, for the prices agreed and under the Terms and Conditions detailed for the duration of the Agreement. It shall not represent a contract in itself, nor obliges UNFPA to any financial commitment whatsoever. Only Purchase Orders made pursuant to such Agreement and only for the items stipulated herein will constitute a commitment on UNFPA s part. UNFPA reserves the right to discontinue this Agreement if the Contractor s performance is not satisfactory to UNFPA. All prices shall be in USD only. The Contractor shall hold the prices fixed and not subject to change throughout the validity of this Agreement. The Contractor shall be responsible to apply to the Purchase Orders raised under this Agreement any special offer or discounts (if applicable) which may become effective at the time of fulfilling the order. Such discounts shall be reflected in the corresponding invoices. 24. Payment Provisions UNFPA s policy is to pay for the performance of contractual services rendered or to effect payment upon the achievement of specific milestones described in the contract. UNFPA s policy is not to grant advance payments except in unusual situations where the potential contractor, whether a private firm, NGO or a government or other entity, specifies in the bid that there are special circumstances warranting an advance payment. UNFPA will normally require a bank guarantee or other suitable security arrangement. Page 11 of 43

12 Any request for an advance payment is to be justified and documented, and must be submitted with the financial bid. The justification shall explain the need for the advance payment, itemize the amount requested and provide a time schedule for utilization of said amount. Information about your financial status must be submitted, such as audited financial statements at 31 December of the previous year and include this documentation with your financial bid. Further information may be requested by UNFPA at the time of finalizing contract negotiations with the awarded bidder. Page 12 of 43

13 ANNEX II: Terms of Reference (TOR) Long-Term Agreement on Supply of Services for Continuing Development Programme for UNFPA Leaders LEAD UNFPA 1. Background The United Nations Population Fund (UNFPA) is creating a new Continuing Development Programme for UNFPA Leaders called LEAD UNFPA. The arrival in 2011 of Babatunde Osotimehim as Executive Director of UNFPA gave the Division of Human Resources an ideal starting point for the launch of a new and comprehensive global leadership development programme. The last programme of this kind consisted of yearly five-day workshop sessions until In 2009 and 2010 the Africa region ran 5-day workshops for regional leaders with support from the UNFPA Learning and Career Management Branch. In addition there have been sporadic coaching and individual distance-learning initiatives. Recent evaluations have shown a deficit of UNFPA leaders performance in managing staff members and teams, as well as managing internal and external stakeholders, especially implementation partners. UNFPA is looking for a long-term partner to provide blended learning and development services that support the development as well as implementation of a programme that works towards closing these gaps. The Continuing Development Programme is meant to provide a long-term learning and performance architecture and services to the 800 staff members distributed over UNFPA s three managerial bands. In addition to Headquarters in New York (and liaison offices), managerial staff serves in 5 geographical regions including 120 country offices: Band 1: Mid-level management (P3 to P4, national NOC, NOD) Band 2: Senior management (P5 and D1) Band 3: Executive leadership (D2 and above) TABLE 1 Distribution of Managerial Staff at UNFPA Region Band 1: Mid-level Managers Band 2: Senior Managers Band 3: Executives TOTAL Headquarters Latin America and Caribbean Africa Arab States Eastern Europe and Central Asia Asia and Pacific TOTAL We believe in long-term development of our staff through continuous performance feedback, managerial guidance, and comprehensive support. Page 13 of 43

14 The recent introduction of a PeopleSoft Enterprise Learning Management System (version 9.0), as well as the technical infrastructure for an intranet, internal social networks, webinars, and online learning resources (including SkillSoft) have made it possible to offer a wider blended learning offer, which we would like to integrate into one single programme for our leaders. 2. Expected Results of the Continuing Development Programme for UNFPA Leaders LEAD UNFPA UNFPA works systematically to obtain measurable results, not just in its external programmes but also in its internal service offerings including training and development. The following results table lists the objectives as well as expected outcomes of LEAD UNFPA. It also provides the indicators on which we will be able to base our evaluation of the programme s success and return on investment: TABLE 2 Expected Results for Continuing Development Programme for UNFPA Leaders LEAD UNFPA Description Indicators Objectives Render UNFPA Leaders (Executive leadership, senior, and mid-level management) effective in: 1. Managing their teams 1.1. Year-over-year decrease in performance appraisal rebuttal procedures (internal statistics) 1.2. General staff satisfaction with management (staff survey) Outcomes 2. Managing internal and external stakeholders, especially implementation partners 3. Contributing to the development of the organization UNFPA Leaders are able to: 1. Apply best practice approaches to: - General management of people, funds, and programmes - Conflict management - Stakeholder communication and partner management 2. Show model behavior in: - Self-leadership 2. Stakeholders and implementation partners are effective in meeting UNFPA s expectations (as measured through audit reports) 3. Positive appreciation of organizational development by the Executive Director (annual interview) and the Executive Board (reports) 1. Best practice applied in assessment exercises during the leadership development programme 2. Behavioral improvements measured through multi-rater Page 14 of 43

15 - Situational leadership - Effective communication - Effective relation-building - Building of support for vision, ideas, and change 3. Perform effectively in different cultural environments - Managing their teams - Developing and motivating individual staff - Solving conflicts - Influencing stakeholders - Improving organizational innovation and performance 4. Continuously build their individual leadership competencies competency feedback 3. Performance improvements measured through annual Performance Appraisal (PAD) 4. Subsequent developmental outputs build on earlier achievements measured through longitudinal studies The outcomes are geared towards continuously improving leadership performance leading to better team and overall organizational performance. The underlying approach tries to address cognitive, behavioral, as well as performance aspects together and in a holistic way. The objectives and outcomes may evolve slightly over the years in adaptation to shifting strategies. Detailed performance analyses will be required to identify what for example self-leadership actually means, and where current gaps can be identified. The forthcoming revision of UNFPA s competency framework - especially in light of managerial competencies will serve as additional guidance. 3. Planned Programme Outputs The below table describes the different integrated components or outputs of the Continuing Development Programme for UNFPA Leaders. It gives a complete overview of the planned programme, including already existing components or services offered by UNFPA directly. This way the bidder is able to see how the actually requested services (see Table 4 Type and Frequency of Requested External Services ) fit into the overall programme. The programme approach is a blended approach to establishing a sustainable learning and performance architecture for UNFPA leaders over the years to come. Its content will eventually change and adapt to changing strategies as well as priorities identified in successive performance analyses. The overall programme will have to be updated on a yearly basis. UNFPA has identified indicators for the monitoring and evaluation of the programme. In addition, UNFPA will attempt to measure a yearly return on investment based on any measurable outcomes and other benefits that can be attributed to this programme. Page 15 of 43

16 TABLE 3 Description UNFPA managers participating in the programme use continuously a learning and performance architecture with the following integrated components: Planned Programme Outputs Indicators The target is participation of 80 managers per year proportionally from all bands depending on the future evolution of training priorities and budgets. 1. Information repositories (already existing: Skillsoft e-book library, Online journals and magazines) 2. Online self-learning (Already existing: Skillsoft e-courses, E- Cornell distance courses) 3. Performance support 4. Classroom training 5. Unit retreats to facilitate change 6. Webinars (Webinar technology available) 7. Formative assessments 8. Developmental assessments (Currently MBTI, NBI, Belbin assessments, and yearly multi-rater competency feedback linked to development plan) 9. Mentoring (Does not yet exist) 10. Coaching (Currenly employed sporadically) 11. Network and Community (Technical infrastructure for simple communities hosting assets and chats exists) 12. Performance environment (Yearly performance assessment and multi-rater feedback exist) 1. Repositories used by 30% of programme participants 2. Prescribed programme (mandatory and optional courses) completed by 90% of participants 3. Performance support utilized by 30% of participants 4. Classroom leadership seminars/ workshops, as well as strategic themebased workshops (e.g. per band) attended by 90% of invited participants 5. UNFPA units led by 10% of programme participants have done a retreat to facilitate change within the unit 6. 90% of programme participants have participated in the webinars prescribed for them in the programme and through their bands 7. 90% of programme participants have completed their assigned formative assessments 8. 90% of programme participants have used assessment tools as prescribed by the programme 9. 90% of programme participants have been mentored for at least 2 years % of Band 2 and 3 programme participants have utilized the coaching offer (depending on budgets available) % of programme participants are part of a UNFPA leadership community, and 30% are actively contributing 12. Leadership performance of all participants is measured, sanctioned/rewarded, and improvements are followed up with (e.g. through personal development plans and learning sheets) Page 16 of 43

17 13. Leaders s successor preparation 13. Potential successors to key leadership positions are pre-selected and specially trained by the Division of Human Resources 5. Type and Estimated Frequency of Requested External Services and Deliverables The following is a detailed listing of the services solicited in this Request for Proposal for a longterm agreement. As outlined before, UNFPA does not guarantee if or at what quantities it will solicit the listed services from the long-term contractor. This will depend primarily on the success of the programme, emphasis on selective management bands, and the evolution of training budgets and priorities. UNFPA will only consider proposals covering all of the mandatory requested services listed in the table Type and Estimated Frequency of Requested External Services and Deliverables. It is preferred that bidders also cover the optional services to the extent possible. The proposal should be structured around those requested services. The Price Schedule in Annex VII should guide you in the preparation of price proposals based on an assumed (but not guaranteed) estimation of needed services per year. The basic programme language will be English (Oxford Dictionary), and the bidder must be able to demonstrate actual delivery experience in English. The bidder should be able to deliver workshops, webinars, retreats, and coaching in all three languages (English, French, and Spanish). Supporting materials can be provided in English only. UNFPA is also asking to translate marketing and performance support materials from English into French and Spanish (see table below). While most self-learning and knowledge repository offers are in English, it would be beneficial to also include offers in French and Spanish if possible. UNFPA will solicit services which are part of a long-term agreement only on an as needed basis in applying the basic unit price proposed throughout the duration of the agreement. Any additional travel will be reimbursed according to standard UN rules. TABLE 4 Type and Estimated Frequency of Requested External Services and Deliverables Item Description Deliverables Estimated Frequency 1 Leadership performance and learning needs analysis refining and eventually updating outcomes in Table 2 2 Development of integrated programme concept for the following leadership bands: - Band 1: Mid-level management (P3- NOC/P4-NOD) - Band 2: Senior management (P5/D1) Leadership performance gap and cause analysis, and high-level intervention design (taking into account cultural influences and gender factors) UNFPA LEAD programme description (about 20 pages) More comprehensive first year, update in year 2 and 3 More comprehensive first year, update in year 2 and 3 Page 17 of 43

18 - Band 3: Executive leadership (>D1) 3 Creation of programme marketing materials and translation into French and Spanish 4 (Optional) Additional information repositories offered integrated with the programme 5 (Optional) Additional online selflearning offered integrated with classroom and webinar offers 6 Development and production of performance support based on the programme, and translation into French and Spanish 7 Preparation and facilitation of workshops leveraging leaders as teachers (differentiated by band) 8 (Optional) Preparation and facilitation of unit retreats to foster change 9 Preparation and conducting of webinars leveraging leaders as teachers (provision of infrastructure optional) 10 Design and application of formative assessments 11 Design of assessment plan leveraging existing tools MBTI, NBI, and Belbin (and optional proposal/provision of additional assessments and administration of all tools) to support the programme 12 Development (and optional administration) of mentoring scheme that fits with the programme 13 Provision of a distance coaching offer 14 Development of leadership community concept that fits with UNFPAs technical infrastructure Marketing products, e.g. production of brochure, website content, promotional material on the modalities of the programme and how to use each of its components (Optional) Access to information repositories provided on a per actual user license basis (Optional) Access to online selflearning provided on a per actual user license basis Performance support including job aids and interactive guides to facilitate on-the-job application of what is learned 5-day classroom workshop preparation and facilitation for about 30 participants each in different locations (tbd) 2-day unit retreat preparation and facilitation 2-hour webinar preparation and facilitation (about 6 different subjects per year with content changing every year) 30-minute formative assessments after learning events (at least on five areas in outcome 3 of Table 2) Plan describing the use of assessments (and optional provision of additional assessments and administration of all tools) as part of the programme (about 10 pages) Description (and optional administration) of UNFPA Mentoring Scheme (about 10 pages) At least 8 qualified coaches (4 English, 2 French, 2 Spanish) offered coaching through Skype (or comparable technology) Description of leadership community concept (about 10 pages) (and optional community First year, some in year 2 and 3 Each year Each year First year, updates in year 2 and 3 About 6 workshops per year About 8 retreats per year About one webinar every month About 5 per year First year, updates in year 2 and 3 First year, updates in year 2 and 3 (administration ongoing) About three onehour sessions each for 100 staff per year First year, updates in year 2 and 3 Page 18 of 43

19 (provision of infrastructure as well as community facilitation optional) 15 Development of recommendations to enhance UNFPA leaders performance environment 16 Development of recommendations to improve UNFPA s leaders successor preparation 17 Continuous programme update and improvement administration one community per band) Leaders performance environment recommendations (about 30 pages) Leaders successor preparation recommendations (about 20 pages) Programme improvement recommendations (about 10 pages) and subsequent programme update and implementation of approved improvements (administration ongoing) Yearly Yearly Yearly 1. Expertise and Demonstrated Performance of Service Provider In order for UNFPA to determine the bidder s qualification for the provision of the above services, we established the table below as an overview of what is important to us. Also, please provide us with evidence for your qualifications. As we usually receive a large number of bids, this will make it easier for us to verify what is being proposed. As explained earlier, we will ask all bidders who meet the technical evaluation threshold to participate in a web-conference so they have a chance to provide additional clarifications and evidence. TABLE 5 Expertise and Demonstrated Performance of Service Provider Expertise and Experience Evidence (to be submitted with Technical Proposals) 1. Well managed organization with effective global and local structure and processes Organization chart, description of management practices, partner agreements 2. Project references for large transnational, regionally structured, and culturally divers corporations/organizations At least 3 project descriptions, reference person for each project (name, organization, , telephone number) 3. Quality of deliverables Sample deliverables (or at least detailed description thereof) 4. Competencies of the organization / combined structure List of services 5. Proposed project team: structure and team member qualifications Organizational chart of proposed project team with role descriptions, full CV of each project team member (including international/cross-cultural experience and languages spoken/written) with and telephone numbers (only for use in case the proposal gets to interview stage) Page 19 of 43

20 6. Ability to deliver in English CVs of team members, sample deliverables 7. Ability to deliver in French and Spanish and CVs of team members, sample deliverables translate deliverables into French and Spanish 2. Programme Management The programme will be managed by the Learning and Career Management Branch (LCMB) within the Division for Human Resources (DHR) of UNFPA. Learning focal points in the 5 Regions and Headquarter Divisions will provide additional support to the programme s development and implementation. It is envisaged to from a standing programme committee composed of veteran UNFPA leaders to guide the development of the programme, to support its implementation, and to assist in its continuous improvement. We are currently determining a senior executive as the programmes primary sponsor. Page 20 of 43

21 ANNEX III: Bid Submission Form To: UNFPA Dear Sir / Madam, The undersigned, having read the solicitation documents of Request for Proposal, hereby offers to provide the services, in accordance with any specifications stated and subject to the Terms and Conditions set out or specified in the document. We agree to abide by this bid for a period of 90 days from the date fixed for opening of bid in the Request for Proposal, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. We undertake, if our bid is accepted, to commence and complete delivery of all items in the contract within the time frame stipulated. We understand that you are not bound to accept any bid you may receive and that a biding contract would result only after final negotiations are concluded on the basis of the technical and price bids proposed. Dated this.....day of.....[year]. Signature: Name: Title: Company: address.. Page 21 of 43

22 ANNEX IV: Bidders Identification Form RFP 1. Company/Institution Name: 2. Address, Country: 3. Telephone: Fax Website 4. Date of establishment: 5. Name of Legal Representative: 6. Contact Person: 7. Type of Company: Natural Person Co.Ltd. Other 8. Organizational Type: Manufacturer Wholesaler Trader Other: 9. Number of Staff: 10. Years supplying to UN organizations: and to UNFPA: 11. Subsidiaries in the 22estin: Indicate name of subsidiaries and address a) b) c) 12. Commercial representative in the country (for international companies only) Name: Address: Telephone: Fax: Page 22 of 43

23 ANNEX V: Format of Bidder s Previous Experience and Clients No. Description (1) Client Contact person, phone number, address Date of service Contract Amount From To (Currency) (1) Bidder shall indicate the description of products, services or works provided to their clients. Please indicate relevant contracts to the one requested in the RFP. Page 23 of 43

24 ANNEX VI: Technical Bid The bidder is expected to respond to all aspects of the terms of reference and structure the proposal around the Requested External Services and Deliverables and Expertise and Demonstrated Performance of Service Provider listed in the Tables 4 and 5. Page 24 of 43

25 ANNEX VII: Price Schedule Form 1. FINANCIAL PROPOSAL FOR FIRST YEAR (Rates will be fixed throughout the year) The Long Term Agreement will be established based on fixed Total Unit Cost basis (Column H) as well as fixed Total Travel Costs to Selected Locations (Column J) with no guarantee on quantities and selected travel destinations. Both, quantities of items and travel destinations will depend on the evolving scope of the programme and its budgets. If any additional travel (including to destinations other than those selected in the estimation below) should be required, it will be reimbursed according to standard UN rules. UNFPA does not pay for any overhead charges. Numbers on Column (I) and Column (K) will be used only for bid evaluation purposes. Item Reference per TABLE 4 (A) ITEM (B) Total Person days (C ) Average fee per person day (US$) (D) Total fee cost (US$) (E) License cost (US$) (F) Material costs (US$) (G) Page 25 of 43 TOTAL UNIT COST without travel (US$) (H) Estimated item quantity (I) Total travel cost (local and international) per selected destination, including all expenses (US$) (J) Mandatory Items (partial bidding will not be accepted) 1 Leadership performance 1 New York gap and cause analysis, and high-level intervention design 2 UNFPA LEAD programme description 3 Marketing products 3 Translation of marketing products into French 3 Translation of marketing products into Spanish 6 Performance support materials 6 Translation of TOTAL PROJECTED COST (US$) based on estimated item quantity and selected travel destination (K)

26 performance support materials into French 6 Translation of performance support materials into Spanish 7 5-Day classroom 2 New York workshop preparation and facilitation 7 See above 1 Johannesburg 7 See above 1 Johannesburg 7 See above 1 Bangkok 7 See above 1 Panama 9 2-Hour Webinar 12 n/a preparation and facilitation 10 Formative assessments 5 n/a 11 Assessment plan 12 Description of UNFPA Mentoring Scheme 13 Distance coaching per 100 n/a UNFPA staff (three onehour sessions) 14 Description of leadership community concept 15 Leaders performance environment recommendations 16 Leaders successor preparation recommendations 17 Programme improvement recommendations and update TOTAL FIRST YEAR PROJECTED MANDATORY PROGRAMME COST IN US$ Page 26 of 43

27 Optional Items 4 (Optional) Access to information repositories 5 (Optional) Access to online self-learning 8 (Optional) 2-Day unit retreat preparation and facilitation 9 (Optional) Webinar Infrastructure 10 (Optional) Access to assessment tools 10 (Optional) Administration of assessment tools 11 (Optional) Administration of UNFPA Mentoring Scheme 13 (Optional) Provision of leadership communicty infrastructure by band 13 (Optional) Facilitation of leadership communities one for each of three managerial bands 800 n/a 800 n/a 8 n/a (will apply standard UN rates) 12 n/a 800 n/a 800 n/a 800 n/a 3 n/a 3 n/a TOTAL FIRST YEAR PROJECTED OPTIONAL PROGRAMME COST IN US$ Page 27 of 43

28 2. FINANCIAL PROPOSAL FOR SECOND YEAR (Rates will be fixed throughout the year) The Long Term Agreement will be established based on fixed Total Unit Cost basis (Column H) as well as fixed Total Travel Costs to Selected Locations (Column J) with no guarantee on quantities and selected travel destinations. Both, quantities of items and travel destinations will depend on the evolving scope of the programme and its budgets. If any additional travel (including to destinations other than those selected in the estimation below) should be required, it will be reimbursed according to standard UN rules. UNFPA does not pay for any overhead charges. Numbers on Column (I) and Column (K) will be used only for bid evaluation purposes. Item Reference per TABLE 4 (A) ITEM (B) Total Person days (C ) Mandatory Items (partial bidding will not be accepted) 1 Update of leadership performance gap and cause analysis, and highlevel intervention design 2 Update of UNFPA LEAD programme description 3 Additional marketing products 3 Translation of additional marketing products into French 3 Translation of additional marketing products into Spanish 6 Update of performance support materials Average fee per person day (US$) (D) Total fee cost (US$) (E) License cost (US$) (F) Material costs (US$) (G) TOTAL UNIT COST without travel (US$) (H) Estimated item quantity (I) Total travel cost (local and international) per selected destination, including all expenses (US$) (J) 1 New York TOTAL PROJECTED COST (US$) based on estimated item quantity and selected travel destination (K) Page 28 of 43

29 6 Update of performance support materials in French 6 Update of performance support materials in Spanish 7 5-Day classroom workshop 2 New York preparation and facilitation 7 See above 1 Johannesburg 7 See above 1 Bangkok 7 See above 1 Cairo 7 See above 1 Istanbul 9 2-Hour Webinar 12 n/a preparation and facilitation 10 Update of formative 5 n/a assessments 11 Update of assessment plan 12 Update of UNFPA Mentoring Scheme 13 Distance coaching per 100 n/a UNFPA staff (three onehour sessions) 14 Update of leadership community concept 15 Leaders performance environment recommendations 16 Leaders successor preparation recommendations 17 Programme improvement recommendations and update TOTAL SECOND YEAR PROJECTED MANDATORY PROGRAMME COST IN US$ Page 29 of 43

30 Optional Items 4 (Optional) Access to information repositories 5 (Optional) Access to online self-learning 8 (Optional) 2-Day unit retreat preparation and facilitation 9 (Optional) Webinar Infrastructure 10 (Optional) Access to assessment tools 10 (Optional) Administration of assessment tools 11 (Optional) Administration of UNFPA Mentoring Scheme 13 (Optional) Provision of leadership communicty infrastructure 13 (Optional) Facilitation of leadership communities one for each of three managerial bands 800 n/a 800 n/a 8 n/a (will apply standard UN rates) 12 n/a 800 n/a 800 n/a 800 n/a 3 n/a 3 n/a TOTAL SECOND YEAR PROJECTED OPTIONAL PROGRAMME COST IN US$ Page 30 of 43

31 3. FINANCIAL PROPOSAL FOR THIRD YEAR (Rates will be fixed throughout the year) The Long Term Agreement will be established based on fixed Total Unit Cost basis (Column H) as well as fixed Total Travel Costs to Selected Locations (Column J) with no guarantee on quantities and selected travel destinations. Both, quantities of items and travel destinations will depend on the evolving scope of the programme and its budgets. If any additional travel (including to destinations other than those selected in the estimation below) should be required, it will be reimbursed according to standard UN rules. UNFPA does not pay for any overhead charges. Numbers on Column (I) and Column (K) will be used only for bid evaluation purposes. Item Reference per TABLE 4 (A) ITEM (B) Total Person days (C ) Mandatory Items (partial bidding will not be accepted) 1 Update of leadership performance gap and cause analysis, and high-level intervention design 2 Update of UNFPA LEAD programme description 3 Additional marketing products 3 Translation of additional marketing products into French 3 Translation of additional marketing products into Spanish 6 Update of performance support materials Average fee per person day (US$) (D) Total fee cost (US$) (E) License cost (US$) (F) Material costs (US$) (G) TOTAL UNIT COST without travel (US$) (H) Estimated item quantity (I) Total travel cost (local and international) per selected destination, including all expenses (US$) (J) 1 New York TOTAL PROJECTED COST (US$) based on estimated item quantity and selected travel destination (K) Page 31 of 43