INDIVIDUAL CONSULTANT PROCUREMENT NOTICE

Transcription

1 INDIVIDUAL CONSULTANT PROCUREMENT NOTICE Date: October 4, 2017 Country: Denmark Description of the assignment: To assist with Administrative & Finance support to Service Delivery of Managed ICT & Green Energy Services Project to UNDP Country Offices. Number of Consultants needed: 1 Duty Station: UN City, Copenhagen, Denmark Project name: Service Delivery of Managed ICT & Green Energy solutions to Country Offices Period of assignment/services (if applicable): 6 months Proposal should be submitted at the following address by to oimt.procurement.cph@undp.org no later than 17.00hours (Copenhagen time) of 31 October 2017, with indication in the subject line: UNDP/OIMT/IC/Administrative & Finance application - Copenhagen. Any request for clarification must be sent in by standard electronic communication to indicated above, indicating in the subject line: UNDP/OIMT/IC/Administrative & Finance application - Copenhagen. UNDP OIMT will respond by 27 October Inquiries received after the above date and time shall not be entertained. Any delay in UNDP s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary. 1. BACKGROUND The United Nations Development Programme (UNDP) Office of Information Management and Technology (OIMT) is the organizations primary provider of ICT and Green Energy services to a global network of 155+ country offices worldwide. Noting the large volume of service delivery, the finance and administrative duties in the OIMT/CIAS unit requires dedicated individuals to sufficiently meet requirements of Country Offices and expectations of vendors in a timely manner and optimal capacity in line with Country Office Support vision and mission statements. Administrative duties may be spelt out to the IC in an ad-hoc manner but largely encompass interacting with third parties on behalf of the unit in financial, administrative and procurement operations as well as other logistics, HR matters and facilitating organized events/functions, drafting correspondences, and similar as may be assigned by the supervisor.

2 2. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK Please refer to the attached ToR (Annex 1) Please submit your application at the following address: The contractor is required to play a significant role and assist the work as directed by the Finance & Administrative Assistant in achieving, among other assignments, the following tasks: Assist cost recovery, reconciliation and budgeting: support and coordinate all CO requests, prepare and maintain 250+ GLJEs per year (155 for each Country Office and oversea business unit + ad-hoc transactions) amounting to a total of around $10 million; Support the procurement efforts, processing Purchase Orders (PO) and invoice settlement related to acquisition of ICT, OneICTbox and Green Energy solutions amounting to $3 million per year. This includes the process of Request For Quotation (RFQ), placing orders, coordinate procurement, shipment and delivery, receipt and subsequent invoice payment; Assist in production of financial reports of Managed ICT and Green Energy Services Projects, for financial service reconciliation and also management of the CIAS direct cost budget amounting to US$486,492, which involves payment to the Regional Bureaus for the 50% share of the cost of the Regional ICT Coordinators; Support verification and invoice payment to Service Providers: which includes quarterly invoices from Marlink, Ultisat and Open Systems, requiring detailed examination and scrutiny. The invoices contain details on each business unit receiving services (above 100 for VSAT services and 155 for Managed Security Services) and the annual cost regarding Marlink and Ultisat services is $3,3 million whereas for Managed security the annual amount is $911,000; Assist the business development and Customer base expansion for managed services, particularly VSAT, Network Equipment (OneICTbox), Green Energy, Managed Security Service (MSS-3) & Polycom. Support the administrative efforts; prepare documentation and organization of meetings and events, assist the full recruitment process of interns and IC contractors, travel related issues, improve unit IT tools and resources, update promotional documentation and marketing strategies to advance unit standards and best practices as per the ISO 9001 certification. Additionally, continuous enhancement of the ICT strategic framework with proper Knowledge management efforts. Importance: Failure to achieve 100% cost recovery implies that the difference needs to be covered by OIMT regular budget and even a 1% rate fluctuation would be highly detrimental to OIMT operations. Failure to pay invoices on a timely basis may lead to service interruption. For detailed information, please refer to the ToR in Annex 1 below. 3. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS Education and Experience: Secondary education. University Degree in International Business, Economics, Management or Public Administration is desirable, but it is not a requirement; 1-2 years UN experience and exposure to ICT working environment will be an added advantage;

3 Knowledge of UNDP ERP system (Atlas) would be a definite advantage. PRINCE2 certification will be an added advantage. Language Requirement: Fluent proficiency in spoken and written English is required. Knowledge of Danish is an advantage 4. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS. Interested individual consultants must submit the following documents/information to demonstrate their qualifications: 1. Financial proposal: a. Offeror s Letter to UNDP Confirming Interest and Availability for the Individual Contractor (IC) Assignment 2. Work approach Proposal: A motivational letter with brief description of: a. Explaining why they are the most suitable for the work b. Provide a brief methodology on your approach to the assignment work and explaining your suitability for the work 3. P11 form template annexed in Annex 3 below and CV. Note: a) Applicants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy b) The candidate has to be an independent consultant (If the candidate is engaged with any organization, the organization employing the candidate will be issued with a Reimbursable Loan Agreement (RLA) to release the employee for the consultancy with UNDP.) c) Due to sheer number of applicants, the unit will contact only competitively selected consultant. 5. FINANCIAL PROPOSAL Contracts based on daily fee The financial proposal will specify the daily fee, and payments are made to the Individual Consultant based on the number of days worked. Travel; All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed

4 6. EVALUATION Individual consultants will be evaluated based on the following methodologies: Cumulative analysis When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: 1. responsive/compliant/acceptable, and 2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. a) Motivation/Technical Criteria weight; 60% b) Financial Criteria weight; 40% Only candidates meeting the technical requirements would be considered for the Financial Evaluation Contract will be awarded to the best qualified consultant who obtains the highest combined score (financial and technical). ANNEX ANNEX 1 - TERMS OF REFERENCES (TOR) ANNEX 2 - OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT ANNEX 3 P11 / PERSONAL HISTORY FORM (for Service Contracts and Individual Contracts) ANNEX 4 - GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF INDIVIDUAL CONSULTANT

5 ANNEX 1 - TERMS OF REFERENCES (TOR) Project Title Terms of Reference (TOR) UNDP OIMT/CIAS Unit Individual Contractor (IC) Administrative & Finance support to Service Delivery of Managed ICT & Green Energy Services Project. A. Project Description The United Nations Development Programme (UNDP) Office of Information Management and Technology (OIMT) is the organizations primary provider of ICT and Green Energy services to a global network of 155+ country offices worldwide. Noting the large volume of service delivery, the finance and administrative duties in the OIMT/CIAS unit requires two full time dedicated individuals in order to sufficiently meet requirements of Country Offices and expectations of vendors in a timely manner, to not a strain on the individual and adversely impacts on timely service delivery to Country Offices and invoice payments to vendors. Engagement of extra assistance through the IC modality will help alleviate the pressure and ensure OIMT/CIAS operates at its optimal capacity in line with Country Office Support vision and mission statements. Administrative duties may be spelt out to the IC in an adhoc manner but largely encompass interacting with third parties on behalf of the unit in financial, administrative and procurement operations as well as other logistics, HR matters and facilitating organized events/functions, drafting correspondences, and similar as may be assigned by the supervisor. B. Scope of Work The contractor is required to play a significant role and assist the work as directed by the Finance & Administrative Assistant in achieving, among other assignments, the following tasks: Assist cost recovery, reconciliation and budgeting: support and coordinate all CO requests, prepare and maintain 250+ GLJEs per year (155 for each Country Office and oversea business unit + ad-hoc transactions) amounting to a total of around $10 million; Support the procurement efforts, processing Purchase Orders (PO) and invoice settlement related to acquisition of ICT, OneICTbox and Green Energy solutions amounting to $3 million per year. This includes the process of Request For Quotation (RFQ), placing orders, coordinate procurement, shipment and delivery, receipt and subsequent invoice payment; Assist in production of financial reports of Managed ICT and Green Energy Services Projects, for financial service reconciliation and also management of the CIAS direct cost budget amounting to US$486,492, which involves payment to the Regional Bureaus for the 50% share of the cost of the Regional ICT Coordinators; Support verification and invoice payment to Service Providers: which includes quarterly invoices from Marlink, Ultisat and Open Systems, requiring detailed examination and scrutiny. The invoices contain details on each business unit receiving services (above 100 for VSAT services and 155 for Managed Security Services) and the annual cost regarding Marlink and Ultisat services is $3,3 million whereas for Managed security the annual amount is $911,000; Assist the business development and Customer base expansion for managed services, particularly VSAT, Network Equipment (OneICTbox), Green Energy, Managed Security Service (MSS-3) & Polycom. Support the administrative efforts; prepare documentation and organization of meetings and events, assist

6 the full recruitment process of interns and IC contractors, travel related issues, improve unit IT tools and resources, update promotional documentation and marketing strategies to advance unit standards and best practices as per the ISO 9001 certification. Additionally, continuous enhancement of the ICT strategic framework with proper Knowledge management efforts. Importance: Failure to achieve 100% cost recovery implies that the difference needs to be covered by OIMT regular budget and even a 1% rate fluctuation would be highly detrimental to OIMT operations. Failure to pay invoices on a timely basis may lead to service interruption. Expected Outputs and Deliverables Deliverables/ Outputs Estimated Target Due Review and Approvals Duration Dates Assisting in the order process handling; corresponding, cost 6 months May 2018 Finance & Admin Assistant recovery, deliver and reconcile COs orders for managed services Prepare for approval and verification of orders in the estore 6 months May 2018 Finance & Admin Assistant Assist in invoice processing and verification from vendors 6 months May 2018 Finance & Admin Assistant Collect & manage required statistics from Atlas & estore, to assist 6 months May 2018 Finance & Admin Assistant with managed services reconciliation and drafting of Annual report Maintenance of records on assets management, inventory and 6 months May 2018 Finance & Admin Assistant preparation of reports, support in relevant certification processes. Support financial actions/transactions in ERP Atlas as required; 6 months May 2018 Finance & Admin Assistant either as Buyer (vendor creation/preparation of POs) or Finance User (creation of AP Vouchers). Also including creation of GLJEs in ATLAS for managed services cost recovery. Support to organization of procurement processes including 6 months May 2018 Finance & Admin Assistant preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation. Support the logistics and shipments of unit projects; liaison with 6 months May 2018 Finance & Admin Assistant CO and service provider, arrange shipment notification document for customs clearance Assist the coordination of the human resource management 6 months May 2018 Finance & Admin Assistant procedures; recruitment, learning and onboarding/out bounding Assisting procurement of office supplies and maintenance of stock 6 months May 2018 Finance & Admin Assistant list of equipment and log of distribution to staff. Support the update of CIAS tools & procedures for administrative 6 months May 2018 Global ICT Advisor and operational duties to enhance strategic framework and ensure best practice and quality delivery as per ISO certification Assist CIAS operational and administrative duties to enhance strategic framework through creating branding documentation etc. Assist in coordinating events, workshops and annual meetings. 6 months May 2018 Global ICT Advisor Note: Deliverables listed above are not necessarily in sequential order but spread over contract duration E. Institutional Arrangement On a day to day basis, the contractor will be working with and directly reporting to the Finance Administrative Assistant; The Global ICT Advisor has the overall responsibility to guide the both the Finance Administrative Assistant and the Contractor; Progress reporting will be done every Tuesday in the OIMT/CIAS unit weekly meetings.

7 F. Duration of the Work 1 The duration of the contract is 6 months with full services and tasks should be implemented through 120 days, with a possibility of extension. G. Duty Station The duty station for this contract is Copenhagen and duties will be carried out in office. H. Qualifications of the Successful Individual Contractor Secondary education. University Degree in International Business, Economics, Management or Public Administration is desirable, but it is not a requirement; 1-2 years UN experience and exposure to ICT working environment will be an added advantage; Knowledge as user of UNDP ERP system (Atlas) would be a definite advantage. PRINCE2 certification will be an added advantage; Fluency in oral and written English. Knowledge of Danish is an advantage I. Scope of Price Proposal and Schedule of Payments Daily Fee. The assignment should be implemented during working days, except weekends and official UN holidays. J. Criteria for Selection of the Best Offer In addition to minimum requirements, the following will be used to select the best candidate for the consultancy: Brief description of approach to the assignment (Motivation letter) and meeting qualification criteria, 60%; Proposed price level (daily fee), 40%. Apply by: send completed & signed documents to oimt.procurement.cph@undp.org, of: a) CV and Duly signed P11 Form, b) Brief Description of Approach to Work (Motivation) and c) Confirmation of Interest & financial proposal L. Approval This TOR is approved by: Signature Name and Designation Gerald Demeules Global ICT Advisor Date of Signing _17 October The IC modality is expected to be used only for short-term consultancy engagements. If the duration of the IC for the same TOR exceeds twelve (12) months, the duration must be justified and be subjected to the approval of the Director of the Regional Bureau, or a different contract modality must be considered. This policy applies regardless of the delegated procurement authority of the Head of the Business Unit.

8 Annex 2. OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT Date Global ICT Advisor CIAS OIMT United Nations Development Programme Dear Sir/Madam: I hereby declare that: a) I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of Administrative and Finance Assistance under the Managed ICT Services Project; b) I have also read, understood and hereby accept UNDP s General Conditions of Contract for the Services of the Individual Contractors; c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV or Personal History Form (P11) which I have duly signed and attached hereto as Annex 1; d) I hereby propose to complete the services based on the following payment rate: An all-inclusive daily fee of [state amount in words and in numbers indicating currency] e) I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures; f) This offer shall remain valid for a total period of days [minimum of 90 days] after the submission deadline; g) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists]; h) If I am selected for this assignment, I shall [pls. check the appropriate box]:

9 Sign an Individual Contract with UNDP; i) I hereby confirm that [check all that applies]: At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP; I am currently engaged with UNDP and/or other entities for the following work : Assignment Contract Type UNDP Business Unit / Name of Institution/Company Contract Duration Contract Amount I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal : Assignment Contract Type Name of Institution/ Company Contract Duration Contract Amount j) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. k) If you are a former staff member of the United Nations recently separated, pls. add this section to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract. l) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member. Full Name and Signature: Date Signed: Annexes [pls. check all that applies]: CV or Duly signed P11 Form Brief Description of Approach to Work (Motivation Letter)

10 Annex 3. P11 Form for Individual Contracts INSTRUCTIONS Please answer each question clearly and completely. Type or print in ink. Read carefully and follow all directions. UNITED NATIONS DEVELOPMENT PROGRAMME PERSONAL HISTORY FORM (for Service Contracts and Individual Contracts) 1. Family Name First Name Middle name Maiden name, if any 2. Date of Birth Da Mo Yr 3. Place of Birth 4. Nationality (ies) at birth 5. Present nationality (ies) 6. Sexe 7. Height 8. Weight 9. Marital status 10. Permanent address Single Married Separated Widow Divorced 11. Present Address (if different) 12. Office Telephone No. Office Fax No. Office No. Telephone No. Fax No. Telephone No. Fax No. 13. Do you have a spouse and/or children? YES NO if the answer is "yes", give the following information: NAME Date of birth Relationship NAME Date of birth Relationship 14. Have you taken up any legal permanent status in any country other than that of your nationality? YES NO If the answer is "yes", which country? 15. Have you taken any legal steps towards changing your present nationality? YES NO If answer is "yes", explain fully: 16. Are any of your relatives employed by UNDP, any other UN organization or any other public international organization? YES NO If the answer is "yes", give the following information: NAME Relationship Name of International Organization 17. What is your preferred field of work? 18. KNOWLEDGE OF LANGUAGES. What is your mother tongue? READ WRITE SPEAK UNDERSTAND OTHER LANGUAGES Easily Not Easily Easily Not Easily Fluently Not Fluently Easily Not Easily 19. For clerical grades only Indicate speed in words per minute List any office machines or equipment you can use English French Other languages Typing Shorthand

11 20. EDUCATIONAL. Give full details - N.B. Please give exact titles or degree in original language. A. UNIVERSITY OR EQUIVALENT Please do not translate or equate to other degrees. PAGE 2 NAME, PLACE AND COUNTRY ATTENDED FROM/TO DEGREES and ACADEMIC MAIN COURSE Mo./Year Mo./Year DISTINCTIONS OBTAINED OF STUDY B. SCHOOLS OR OTHER FORMAL TRAINING OR EDUCATION FROM AGE 14 (e.g. high school, technical school or apprenticeship) NAME, PLACE AND COUNTRY TYPE ATTENDED FROM/TO CERTIFICATES OR Mo./Year Mo./Year DIPLOMAS OBTAINED 21. LIST PROFESSIONAL SOCIETIES AND ACTIVITIES IN CIVIC, PUBLIC OR INTERNATIONAL AFFAIRS 22. LIST ANY SIGNIFICANT PUBLICATIONS YOU HAVE WRITTEN (Do not attach) 23. EMPLOYMENT RECORD: Starting with your present function, list in reverse order every employment you have had. Use a separate block for each FUNCTION. Include also service in the armed forces and note any period during which you were not gainfully employed. If you need more space, attach additional pages of the same size. Give both gross and net salaries per annum for your last and present FUNCTION. A. PRESENT FUNCTION (LAST FUNCTION, IF NOT PRESENTLY IN EMPLOYMENT)

12 B. PREVIOUS FUNCTION (IN REVERSE ORDER) PAGE 3

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14 24. DO YOU HAVE ANY OBJECTIONS TO OUR MAKING ENQUIRIES OF YOUR PRESENT EMPLOYER? YES NO PAGE ARE YOU NOW, OR HAVE YOU EVER BEEN A PERMANENT CIVIL SERVANT IN YOUR GOVERNMENT S EMPLOY? YES NO If answer if "yes", WHEN? 26. REFERENCES: List three persons, not related to you, who are familiar with your character and qualifications. Do not repeat names of supervisors listed in item 24. FULL NAME FULL ADDRESS BUSINESS OR OCCUPATION 27. STATE ANY OTHER RELEVANT FACTS IN SUPPORT OF YOUR APPLICATION. INCLUDE INFORMATION REGARDING ANY RESIDENCE OUTSIDE THE COUNTRY OF YOUR NATIONALITY. 28. HAVE YOU BEEN ARRESTED, INDICTED, OR SUMMONED INTO COURT AS A DEFENDANT IN A CRIMINAL PROCEEDING, OR CONVICTED, FINED OR IMPRISONED FOR THE VIOLATION OF ANY LAW (excluding minor traffic violations)? YES NO If "yes", give full particulars of each case in an attached statement. 29. I certify that the statements made by me in answer to the foregoing questions are true, complete and correct to the best of my knowledge and belief. I understand that any misrepresentation or material omission made on a Personal History form or other document requested by the Organization may result in the termination of the service contract or special services agreement without notice. DATE: SIGNATURE: NB. You will be requested to supply documentary evidence which support the statements you have made above. Do not, however, send any documentary evidence until you have been asked to do so and, in any event, do not submit the original texts of references or testimonials unless they have been obtained for the sole use of UNDP.

15 ANNEX 4 - GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF INDIVIDUAL CONSULTANT Document available in: