Request for Quotation (RFQ) for Services/Complex Goods or Works Reference No.: PNG-RFQ

Transcription

1 Request for Quotation (RFQ) for Services/Complex Goods or Works Reference No.: PNG-RFQ Organisational Strengthening and Mentoring service provider 0

2 01 June 2018 Dear Sir/Madam, Subject: Request for Quotation (RFQ) for Organisational strenthening and mentoring services. 1. The United Nations Entity for Gender Equality and the Empowerment of Women (UN Women) is seeking quotation(s) for the procurement of services for organisational strengthening and mentoring of UN Women local partners as described in the Annex I to this request for quotation. 2. In order to prepare a responsive quotation, you must carefully review, and understand the contents of the following documents: a. This Invitation letter and Quotation Instruction Sheet (QIS) b. Terms of Reference (TOR) (Annex 1) c. Quotation Submission Form and Quotation Format (Annex 2) d. UN Women General Conditions of Contract (Annex 3) e. Voluntary Agreement (Annex 4) f. Model Form of Contract (Annex 5) g. Others [Please Specify] 3. Quotations submitted by must be limited to a maximum of 5 MB, virus-free or corrupted contents to avoid rejection, and no more than 3 transmissions. 4. A contract may be awarded to the supplier having submitted a quotation representing the best value for money, i.e. lowest-priced technically-compliant of the proposed offers. 5. The following aspects will be considered for the evaluation; i. Suitability of the approach and methodology including firm s capacity to undertake the services. ii. Qualifications and experience of proposed staff/personnel. 6. It is UN Women s intention to issue the contract as presented herein the RFQ documents. Therefore, offerors should ensure any due diligence regarding the legal review and ability to be compliant to all contract terms and conditions is undertaken prior to the submission of your quotation. Submission of a quotation will be confirmation of accepting UN Women contract included herein. 7. In the case two (2) quotations are evaluated and found to be the same ranking in terms of technical qualification and price, UN Women will award contract to the company that is either women-owned or has a majority women employed. This is in support of UN Women s core mandate. In the case that both companies are women-owned or have a majority women employed, UN Women will request best and final offer from both suppliers and shall make a final comparison of the competing suppliers. 8. UN Women reserves the right to accept or reject any quotation, and to cancel the process and reject all quotations at any time prior to the award of contract without thereby incurring any liability to the suppliers or any obligation to inform the suppliers of the grounds for such action.

3 9. At any time prior to the deadline for the submission of quotations, UN Women may, for any reason, whether at its own initiative or in response to a clarification requested by a supplier, modify the RFQ by way of a written amendment. All suppliers that have received the RFQ shall be notified in writing of any such amendments. In order to offer suppliers reasonable time to take any such amendments into account in preparing their quotations, UN Women may, at its discretion, extend the deadline for the submission. 10. The Quotation Instruction Sheet (QIS) below provides the requisite information for the supplier as guide to respond to this request. 2

4 QUOTATION INSTRUCTION SHEET (QIS) Instruction to Suppliers Specific Requirements Date and Time: June 11, :00 AM Deadline for Submission of Quotation [for local time reference, see Port Moresby, Papua New Guinea (+9GMT PNG TIME ZONE) This is an absolute deadline, Quotation received after this date and time will be disqualified. Method of Submission Personal Delivery/ Courier mail/ Registered Mail Electronic submission of Quotation Personal Delivery/ Courier mail/ Registered Mail : Address for Quotation Submission UN Women Level 4, The Tower (Old Deloitte Tower) McGregor Street P.O Box 1041, Port Moresby Papua New Guinea Attn: Procurement Assistant Electronic submission of Quotations: procurement.png@unwomen.org Quotations should be submitted to the designated address by the date and time of the deadline given. English French Spanish Language of the Quotation Other (pls. specify) Quotation Currencies Any freely convertible currency: _US Dollars/PNG Kina Quotation Validity Period commencing after closing date of RFQ 120 days UN Women may exceptionally request vendor to extend quotation validity beyond the initial period indicated in the RFQ. Request will be communicated in writing. Payment Terms 100% upon completion and satisfactory receipt of service(s) Others 3

5 Requests for clarification may be submitted 5 days before the submission date to: clarrissa.takip@unwomen.org Clarifications of solicitation documents If the clarification is different from the submission address, please do not submit any official quotes to the clarification address. Doing so may invalidate your quote and UN Women will not be able to consider it. Clarification requests of this RFQ shall include the following subject header format: RFQ# Request for Clarification from Vendor Name Proposers shall not communicate with any other UN personnel regarding this RFQ. Address:Level 4, Kina Tower (formally Deloitte Tower), McGregor St, Port Moresby address dedicated for this purpose: clarrissa.takip@unwomen.org Contact for requesting clarifications Suppliers must not communicate with any other personnel of UN Women regarding this RFQ. UN Women shall have no obligation to confirm receipt or response to query for any form of communication sent to an other than the designated address. Postal Mail Responses to clarification requests will be binding on all Suppliers and will be UN Women Website distributed via: Other Expected Delivery Date and Time. Quotations can be rejected if the delivery date and time exceeds the stipulated date and time described in the TOR days from the issuance of the purchase order As per Service Delivery Schedule attached Time : Time Zone of Reference : +9GMT; PNG Time Value Added Tax on Proceed Quotation Must be inclusive of VAT and other applicable indirect taxes Must be exclusive of VAT and other applicable indirect taxes 4

6 Technical responsiveness/full compliance to minimum requirements under Annex I Qualifications and experience of proposed staff/personnel Evaluation Criteria Lowest price offer Comprehensiveness of after-sales services Full acceptance of the PO/Contract General Terms and Conditions Earliest Delivery / Shortest Lead Time Others [pls. specify] Type of Contract to be Signed Purchase Order Long-Term Agreement Professional Service Contract Other Type/s of Contract [pls. specify] 11. UN Women s vendor protest procedure provides an opportunity for appeal to supplier(s) who believe that they were not treated fairly. This link provides further details regarding UN Women s vendor protest procedures. Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the Office of Internal Oversight Services (OIOS) of the United Nations, UN Women Internal Audit and Investigations Group (IAIG) as well as with other investigations authorized by the Executive Director and with the UN Women Ethics Office as and when required. Such cooperation shall include, but not be limited to the following: access to all employees, representatives, agents and assignees of the supplier; as well as production of all documents requested, including financial records. Failure to fully cooperate with investigations will be considered sufficient grounds to allow UN Women to repudiate and terminate the contract, and to debar and remove the supplier from UN Women s list of registered suppliers. 12. UN Women implements a zero tolerance on fraud and other proscribed practices, and is committed to identifying and addressing all such acts and practices against UN Women, as well as third parties involved in UN Women activities. UN Women expects its suppliers to adhere to the UN Supplier Code of Conduct found in this link: This letter is not to be construed in any way as an offer to contract with your organization. Yours sincerely, Procurement Team UN Women PNG Country Office 5

7 ANNEX 1 TERMS OF REFERENCE (TOR) Background UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls ; the empowerment of women ; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. UN Women priority areas are Ending Violence against women and girls Increasing women s leadership and participation Engaging women in all aspects of peace and security processes and humanitarian action Enhancing women s economic empowerment Making gender equality central to national development planning and budgeting UN Women works with local government and non-government partners to implement programmes aimed at achieving its key priority areas. In Port Moresby, UN Women works with the National Capital District Commission (NCDC), market vendors association, Road Traffic Authority and PMV Association to implement the Safe City and Safe Public Transport Programme. The Port Moresby Safe City Programme key partner is the NCDC, which is responsible for managing the city s markets. UN Women has been working with NCDC to strengthen its strategic, functional, and operational management of the markets focusing on procurement processes, revenue collection, contract management, strategic and annual planning, budgeting, and human resource management. NCDC has committed to undertaking a range of reforms including policy and regulatory reform and restructuring of the Markets Division The Safe Public Transport Programme works closely with duty bearers, including public transport providers, to prevent and respond to Sexual Violence against Women and Girls (SVAWG), and other forms of VAWG in and around public transport. Through this partnerhip, UN Women has supported a number of tailored trainings with PMV Association to increase awareness on women s safety and security on public transport and encourage PMV owners, drivers and crews to respond and take action against acts of violence against women and girls when accessing and travelling on their buses. Since its inception, PMV association has been allocated an office space within Department of Transport, however it has not come into full operation due to funding challenges. In a recent Gender and Transport Study, the lack of PMV Association having an effective voice has been identified as a major setback for their engagement with Road Traffic Authority (RTA) for it to fully perform its operational function. Creation of an effective voice for the PMV owner/operators through a strong PMV association is seen as a critical component of the professionalization and reform of the public transport system. UN Women requires the services of an experienced and effective Organizational Strengthening and Mentoring service provider to work with UN Women partners, NCDC and PMV Association. A national company/individual is prefered to delivered on a range of tasks ; 6

8 Scope of Work i. For Safe City Markets Programme, the service provider is expected to do the following; Regular mentoring to the NCDC markets management team (including Division Manager, Operations Supervisor, Finance Supervisor, Planning Supervisor and Gender Desk Safe City Officer) on areas such as: Review of Markets Division structure, including developing/revision of Terms of Reference to reflect actual work requirements. Staff performance management Market Operations Vendor communications, Contractor performance management Managing communications with public, vendors, NCDC management Conflict management and resolution This would entail the service provider to spend 2-4 hours each week with NCDC Markets Division (possibly different Supervisor/Manager each session) to support them through the regular issues faced at work, introduce tools to improve effectiveness and efficiency and provide professional mentoring to improve performance. The service provider will produce a 2 page monthly report outlining the content of sessions held, participants from NCDC and the results/changes in processes, approaches or other areas achieved through the mentoring. ii. For the Safe Public Transport Programme the service provider will work with PMV Association to do the following Conduct an organizational review assessing the; Governance structures (e.g. vision, mission, organizational structure); Administration systems (e.g. operational policies, procedures, systems); Human Resources (e.g. job descriptions, capacity development needs); Financial Management (e.g. financial systems, policies) and the Organizational Management (e.g. strategic planning, resource mobilization). Based on the findings, the service provider will develop and implement a Capacity Development Plan aimed at strengthening existing capacities and address current gaps. Key deliverables and associated timelines are shown in the table below. Key Deliverables with Associated Timelines The following list of task and key deliverables are expected to be submitted within the approximate timelines. Payments will be made based on the final quality of deliverables, i.e. upon satisfactory performance and acceptance of the completed work by UN Women as specified in the TOR. Key Task Activity Description Due Date Payment % 1. Regular mentoring to the NCDC markets management team Produce 2-page monthly report outlining the content of sessions held, participants Due end of June 10% payment upon approval of monthly report 7

9 (including Division Manager, Operations Supervisor, Finance Supervisor, Planning Supervisor and Gender Desk Safe City Officer) 2. Conduct an organizational capacity assessment of PMV Association to identify gaps and overlaps in current institutional arrangements and make practical recommendations to address these. from NCDC and the results/changes in processes, approaches or other areas achieved through the mentoring. Report outlining organizational management review, outlining key gaps and areas for improvement End of July End of August End of September Report due 3 weeks from signing contract 10% payment upon approval of monthly report 10% payment upon approval of monthly report 10% payment upon approval of monthly report 30 % Payment upon submission of report detailing findings of the organizational review. This should include review of exiting documents, plans, policies etc., including stakeholders consultation with key transport partners. 3. Develop a Capacity Development Plan for PMV Association in consultation with UN Women and deliver training and skill development program Capacity Development (tailored training /support) Plan for PMV Association Report outlining training and support provided in; - Organizational Management (e.g. strategic planning, resource mobilization). - Governance structures (e.g. vision, mission, organizational structure); - Administration systems (e.g. operational policies, Report due 4 weeks from signing contract Final report due 2 weeks before end of Contract 10 % Payment upon approval of Training & Support Plan 20% Payment upon receipt of Final report of all Capacity development training and support provided to PMV Association 8

10 procedures, systems); - Human Resources (e.g. job descriptions - Financial Management (e.g. financial systems, policies) Competencies Core values Demonstrates integrity and fairness by modeling UN values and ethical standards Demonstrates professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results Displays cultural, gender, nationality, religion and age sensitivity and adaptability. Functional Competencies Personnel/Qualifications The consultant should possess the following knowledge and skills: At least 10 years of relevant work experience, with a focus in corporate team building and leadership management. Expertise in designing and implementing a wide range of interactive methods to strengthen teams and improve communication in the workplace Cultural sensitivity and experience moderating meetings of culturally diverse and international groups Experience in consultancy works with multi national organizations, inter government organizations, business companies, and the United Nations Agencies is an advantage Required Qualifications and Experience Education and Experience University degree in a relevant field such as Business Administration, Public Administration, Organisational Psychology, Public Policy or a university degree in any other field with a postgraduate qualification or specialized training in any of the above specialisations Familiarity with Papua New Guinea essential Significant experience working with Governments at national, provincial/state, or local level essential Significant capacity development experience essential Experience working with or alongside UN Women, UNICEF and/or UNDP an asset Language Fluency in Oral and written English and Tok Pisin is mandatory Support for Vendor 9

11 UN Women expects the Local Consultant to arrange his/her own logistics, materials required to conduct this assignment. These costs should be included in the financial proposal. However, UN Women will provide support in contacting key stakeholders facilitating meetings and can provide a work space out of the UN Women Office if needed. The consultant will be provided with a working table and given access to the internet and office printer. It s expected that the consultant will be in possession of their own laptops. Implementation Timeframes Overall Consultancy Duration: 4 months Methodology of Evaluation Individual consultants will be evaluated based on the following methodology: 1.1. Cumulative analysis The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation * Technical Criteria weight, 70% * Financial Criteria weight, minimum 30% Only candidates obtaining a minimum of 70% (49 points of the total technical points) would be considered for the Financial Evaluation 1.2. Technical Criteria Maximum 70 points Education in relevant fields Max 5 points Relevance of experience Max 30 points Experience in capacity building and/or knowledge transfer to local team members Max 10 points Experience in undertaking organisational capacity assessement Max 10 points Experience in working and coordinating with government authorities and a wide range of local stakeholders Max 15 Points Submission of Application Documents to be included when submitting the proposals. Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document: Duly accomplished Letter of Confirmation of Interest and Availability Personal CV indicating all experience from similar projects, as well as the contact details ( and telephone number) of the Candidate and at least three (3) professional references. Brief description of why the individual considers him/herself as the most suitable for the assignment 10

12 Financial proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided (Annex 1). Submission of Proposals All proposals are to be submitted either electronically to procurement.png@unwomen.org or addressed to: The Country Representative UN Women PNG Country Office Level 4, Kina Tower (formally Deloitte Tower) McGregor Street, Port Moresby. 11

13 MINIMUM REQUIREMENT UN Women Minimum Requirement Team composition Project Manager/Team leader Minimum of ten (10) years of progressively responsible experience in the field of management, public administration, capacity assessment including at least 5 years working with government agencies and/or international organisations. A minimum of 3 years in-depth knowledge and demonstrated experience in conducting organizational/institutional capacity assessments. Familiarity with decentralization and local governance processes, systems and structures. Project team members Subcontractors (if any): The offeror shall not sub-contract > 50% of the work. Relevant Experience of the Firm Evidence of conducting at least one organizational/institutional capacity assessments and preparation of capacity development plan within the past 3 years. Offerors Response Yes (Provide curriculum vita using the format available in Annex 2, Section C Sample CV template ) No Yes (Provide curriculum vita using the format available in Annex 2, Section C Sample CV template ) No Yes (Specify the % of work, scope of work and deliverables that will be subcontracted to other firms/entities) No Yes (Provide details of all the previous and on-going assignment in Annex 2, Section A, 1.1 Relevant Experience ) No Yes (Include examples of case studies as an Annex to your bid submission form) No Reference Minimum three client references that include the name of the contact person, title and contact information Yes, a minium of three (3) references available 12

14 Fill in below: 1. Employer s name (company/entity): Nature of contract (service for xxx): Contract #: Contract start and end date: Contract value: Contact person: ( , phone and name) 2. Employer s name (company/entity): Nature of contract (service for xxx): Contract #: Contract start and end date: Contract value: Contact person: ( , phone and name) 3. Employer s name (company/entity): Nature of contract (service for xxx): Contract #: Contract start and end date: Contract value: Contact person: ( , phone and name) No, a minimum of three (3) references are not available. 13

15 ANNEX 2 Solicitation no: PNG-RFQ QUOTATION SUBMISSION FORMS INTENT TO RESPOND FORM Title: Organisational Strengthening and Mentoring service provider Deadline Date/Local time: June 11, 12:00AM (+9GMT; PNG Time zone) Please complete (A), (B), or (C) and return to procurement.png@unwomen.org, Level 4, Kina Tower (formally Deloitte Tower), McGregor Street, Port Moresby, by June 11, 12:00AM,+9GMT; PNG Time zone. (A) We intend to submit our proposal by: (date/time) Company Name: Contact Name: Telephone: (B) We may submit our proposal and will confirm our intent by: (date/time) Company Name: Contact Name: Telephone: (C) We do not intend to submit a proposal for the following reason(s): Our current workload does not permit us to take on additional work at this time We do not have the required expertise There is insufficient time to prepare a proper submission in response to this solicitation Our funds or other resources are insufficient to carry out the work required We choose not to participate due to a conflict of interest involving: Other (please specify): Company Name: Contact Name: Telephone: 14

16 STATEMENT OF CONFIRMATION [The supplier shall fill in this form with no alterations or substitutions to its format and content] To: UN Women PNG Country Office Level 4, Kina Tower (formally Deloitte Tower), McGregor Street, Port Moresby, PNG Date: [insert date of Quotation Submission] We, the undersigned, declare that: (a) We (representatives of this company, inclusive of any associated legal representatives) have examined the minimum requirements, terms and clauses and have no reservations to the RFQ including all annexes; (b) We agree to abide by this RFQ and in accordance with the UN Women General Conditions of Contract (Annex 4) and will not request any changes to the existing terms, conditions and clauses; (c) We offer to supply in conformity with the RFQ, the following Organizational Strengthening and Mentoring services and undertake, if our offer is accepted, to commence and complete delivery of all services specified in the contract within the time frame stipulated. (d) We offer to execute the services for the sum as may be ascertained in accordance with the quotation submitted and with the instructions under the Quotation Instruction Sheet; (e) Our offer shall be valid for a period of [ ] days from the date fixed for opening the RFQ, and it shall remain binding upon us and may be accepted at any time before the expiration of that period; (f) We understand that UN Women is not bound to accept the lowest evaluated quotation or any other quotation that you may receive. SIGNATURE AND CONFIRMATION OF THE RFQ PROVIDED THAT A CONTRACT IS ISSUED BY UN WOMEN WITHIN THE QUOTATION VALIDITY PERIOD STATED ABOVE, THE UNDERSIGNED HEREBY COMMITS, SUBJECT TO THE TERMS OF SUCH CONTRACT DOCUMENT, TO EXECUTE THE SERVICE(S) REQUESTED AT THE PRICES OFFERED AND TO DELIVER SAME TO THE DESIGNATED POINT(S) WITHIN THE DELIVERY TIME STATED ABOVE. THE UNDERSIGNED HEREBY SIGNS IN CONFIRMATION THAT THEY HAVE REVIEWED THE RFQ AND AGREE TO ITS GENERAL CONDITIONS OF CONTRACT AND THE CONTRACT MODEL. Exact name and address of company COMPANY NAME: ADDRESS: AUTHORIZED SIGNATURE: DATE: NAME: (TYPE OR PRINT) PHONE NO.: ADDRESS: FUNCTIONAL TITLE OF AUTHORIZED SIGNATORY: 15

17 This quotation submission form MUST be duly completed and returned with the QUOTATION, along with confirmation that the products/services are in accordance with Terms of Reference and requirements of UN Women. The quotation MUST be submitted in the vendor s business letterhead stationery. Failure to do so may result in disqualification of your QUOTATION. Section A: Expertise and Capability of Proposer 1.1 The organization/service provider Technical Information Background: Provide a brief account of the organization, including the year and country of incorporation, types of activities undertaken, and approximate annual billings. Outline General Organizational Capability which is likely to affect implementation (i.e. size of the organization, strength of project management support e.g. project management controls, global networking, financial stability). Include a description of your present and ongoing contracts that have a direct relationship to this requirement. Include relevant collaborative efforts your organization may have participated in. 1.2 Adverse judgments or awards The supplier is in sound financial condition with no financial concerns, such as negative net worth, bankruptcy proceedings, insolvency, receivership, major litigation, liens, judgments or bad credit or payment; The supplier has not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against them that could impair their operations in the foreseeable future. 1.3 Subcontracting and partnerships (if applicable if box for subcontracting is ticked) Explain reasons for, scope and rationale for any subcontracting. Include relevant contact information and experience for all subcontractors. The role of the Supplier as well as that of any sub-contractors shall be clear and unequivocal. Explain any partnerships that are planned for the implementation of this project. The role of each entity shall be clear. Information on past collaborative experience should be included. 1.4 Relevance of Specialized Knowledge and Experience on Similar Projects Provide details of specialized knowledge to be utilized for this RFQ as well as recent relevant experiences on projects of a similar nature and/or with other UN organizations. References and/or samples of work must be provided upon request Section B: Proposed Work Plan and Approach 2.1 Analysis approach, methodology Provide a description of the Supplier s approach, methodology, and timeline for how the organization/consultant will achieve the Terms of Reference (TOR) of the project while meeting or exceeding the stipulations of the TOR. Explain your organization s (Consultant s) understanding of UN Women s needs for the services or works. 16

18 Describe how your organization (the Consultant) will adhere to UN Women s procurement principles in acquiring services on behalf of UN Women. UN Women s general procurement principles: a) Best Value for money b) Fairness, integrity and transparency c) Effective competition d) The best interests of UN Women Section C: Resource Plan, Key Personnel 3.1 Composition of the team proposed to provide, and the work tasks (including supervisory) Describe the availability of resources in terms of personnel and facilities needed for this RFQ. Describe the structure of the team which you would propose to provide, and the work tasks (including supervisory) which would be assigned to each. 3.2 Gender profile Supplier is strongly encouraged to include information regarding the percentage of women employed in Supplier s organization, women in leadership positions, and percentage of women shareholders. Note: this will not be a factor in the evaluation criteria unless where there are two identical quotations (i.e. exact total points in the case of cumulative evaluation methodology and/or same price in the case of most technically compliant/acceptable quotation) UN Women will award the contract to the organization owned by women by 50% or more, in support of UN Women s core mandate. Provide Curriculum vitae of the proposed team that will be involved either full time or part time (if applicable or as per the TOR) Highlight the relevant academic qualifications, specialized trainings and pertinent work experience. No substitution of key personnel will be tolerated once the contract has been awarded except in extreme circumstances and with the approval of the UN Women. If substitution is unavoidable it will be with a person who, in the opinion of the UN Women, is at least as experienced as the person being replaced. No increase in costs will be considered as a result of any substitution. Name: Sample CV template: CV s may follow the below sample template and should include as a minimum biographical data, education/degree and relevant employment record. Position for this Assignment: Nationality: Language Skills: Educational and other Qualifications 17

19 Employment Record: [Insert details of as many other appropriate records as necessary] From [Year]: To [Year]: Employer: Positions held: Relevant Experience (From most recent; Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under the TOR) [Insert details of as many other appropriate assignments as necessary] Period: From - To Name of project/organization: Job Title, main project features, and Activities undertaken References (minimum 3) (Name/Title/Organization/Contact Information Phone; ) Financial Quotation The components comprising the total price must provide sufficient detail to allow UN Women to determine compliance of quotation with requirements as per TOR of this RFQ. The supplier shall include a complete breakdown of the cost elements associated with each line item and those costs associated with any proposed subcontract/sub-awards (separate breakdown) for the duration of the contract. Provide separate figures for each functional grouping or category. Estimates for cost-reimbursable items, if any, such as travel, and out of pocket expenses should be listed separately. In case of an equipment component to the service provided, the Financial Quotation should include figures for both purchase and lease/rent options. UN Women reserves the option to either lease/rent or purchase outright the equipment through the contractor. All prices/rates quoted must be exclusive of all taxes, since the United Nations, including its subsidiary organs, is exempt from taxes as detailed in Clause 18 of the UN Women General Conditions of Contract. A. Cost Breakdown per Deliverables Deliverables 1 Regular mentoring to the NCDC markets management team (including Division Manager, Percentage of Total Price 10% -end of June 10% -end of July Price (Lump Sum, All Inclusive) 18

20 Operations Supervisor, Finance Supervisor, Planning Supervisor and Gender Desk Safe City Officer) 2 Conduct an organizational capacity assessment of PMV Association to identify gaps and overlaps in current institutional arrangements and make practical recommendations to address these. 10% -end of August 10% - end of Sept 30% This should include review of exiting documents, plans, policies etc., including stakeholders consultation with key transport partners. 3 Develop a Capacity Development Plan for PMV Association in consultation with UN Women and deliver training and skill development program 10% 20% Total 100% USD End of Annex 2 19

21 ANNEX 3 UN WOMEN GENERAL CONDITIONS OF CONTRACT The GCs can be accessed by supplier from UN W website ( or directly by clicking on the below link: GCCs for Services or Complex Goods or Works

22 ANNEX 4 VOLUNTARY AGREEMENT TO PROMOTE GENDER EQUALITY Voluntary Agreement to Promote Gender Equality and Women s Empowerment Between (Name of the Contractor) And The United Nations Entity for Gender Equality and the Empowerment of Women The United Nations Entity for Gender Equality and the Empowerment of Women, a composite entity of the United Nations established by the United Nations General Assembly by its resolution 64/289 of 2 July 2010 (hereinafter referred to as UN Women ) strongly encourages ( ) (hereinafter referred to as the Contractor ) to partake in achieving the following objectives: Acknowledge values & principles of gender equality ( and women s empowerment ( Provide information and statistical data (that relates to policies and initiatives that promote gender equality and women empowerment), upon request; Participate in dialogue with UN Women to promote gender equality and women s empowerment in their location, industry and organization; Establish high-level corporate leadership for gender equality; Treat women and men fairly at work and respect and support human rights and nondiscrimination, including through equal pay policies; Ensure health, safety and wellbeing of all women and men workers; Promote education, training and professional development for women; Hold gender-specific trainings or courses for staff; Implement enterprise development, supply chain and marketing practices that empower women; Promote equality through community initiatives and advocacy; Measure and publicly report on progress to achieve gender equality. On behalf of the Contractor: Name, Title:, Address: Signature: Date: / / DD MM YYYY 21

23 ANNEX 5 MODEL FORM OF CONTRACT UNITED NATIONS ENTITY FOR GENDER EQUALITY AND THE EMPOWERMENT OF WOMEN (UN-WOMEN) [INSERT UN WOMEN REGIONAL OR COUNTRY OFFICE ADDRESS] SHORT FORM DE MINIMIS CONTRACT FOR SERVICES No. [INSERT NUMBER] [PLEASE NOTE THAT THE SHORT FORM DE MINIMIS CONTRACT NUMBER MUST BE QUOTED ON ALL RELEVANT CORRESPONDENCE AND INVOICES] This Contract is made on [DATE] between the UNITED NATIONS ENTITY FOR GENDER EQUALITY AND THE EMPOWERMENT OF WOMEN, a composite entity of the United Nations established by the United Nations General Assembly by its resolution 64/289 of 2 July 2010, with its Headquarters at 220 East 42 nd Street, New York, NY 10017, USA ( UN-WOMEN ) and [OFFICIAL NAME OF COMPANY], duly incorporated or organized under the laws of [COUNTRY], with its registered offices at [ADDRESS], company registration number [INSERT NUMBER] ( Contractor ). Both hereinafter separately and jointly referred to as the Party or the Parties, respectively. This document together with Annex A (Special Conditions)], Annex B (General Conditions of Contract for De Minimis Contracts), and Annex C (Terms of Reference) ( Contract Documents ) constitute the entire agreement between the Parties with regard to the subject matter hereof ( Contract ). The documents comprising this Contract are complementary of one another, but in case of ambiguities, discrepancies, or inconsistencies between or among them, the following order of priority shall apply: first this document, second Annex A, third Annex B, and fourth Annex C. This Contract embodies the entire agreement between the Parties with regard to the subject matter hereof and supersedes all prior representations, agreements, contracts and proposals, whether written or oral, by and between the Parties on this subject. No promises, understandings, obligations or agreements, oral or otherwise, relating to the subject matter hereof exist between the Parties except as herein expressly set forth. Any notice, document or receipt issued in connection with this Contract shall be consistent with the terms and conditions of this Contract and, in case of any ambiguity, discrepancy or inconsistency, the terms and conditions of this Contract shall prevail. This Contract, and all documents, notices and receipts issued or provided pursuant to or in connection with this Contract, shall be deemed to include, and shall be interpreted and applied consistently with, the provisions of Article 16 (Settlement of Disputes) and Article 17 (Privileges and Immunities) of the General Conditions. 22

24 The Services. The Contractor shall provide the following services (the Services ) in accordance with the terms and conditions set forth in this Contract, as more particularly described in Annex C. [Insert details of the nature of the services being procured, the purpose of the Services, how the Services are intended to assist UN-Women s applicable project, why the Services are required, including any deliverables ( Deliverables ) to be provided by the Contractor. For example, Deliverables may include interim reports, final reports, etc]. Quality standards. The Contractor shall provide the Services [in accordance with // to meet] the following quality standards: [if applicable, insert the details of the applicable quality standards, if any, to which the Services must be provided.] Contract Price and Payment Terms: In full consideration for the complete, satisfactory and timely performance by the Contractor of its obligations under this Contract, UN-Women shall pay the Contractor: [insert either option] [OPTION 1: a total fixed fee of US$ in instalments of [US$ ] as set forth below] OR [OPTION 2: fees for the provision for the Services at the rates as set forth below]. [Insert details of the Contract price, whether it be lump sum or on a time and materials. Insert frequency of payment, for example, upon satisfactory completion and delivery of the final report to UN-Women and after [acceptance by UN-Women // certification by UN-Women that the] Services have been performed and the expected outputs have been satisfactorily provided. Contractor s bank account for payments under this Contract (see Article 1 of the Special Conditions, Annex A). Name of bank: ; Bank address: ; Bank ID (SWIFT/BIC for non-us bank and ABA number for US bank) Account No. or IBAN: (IBAN if the bank is within EU/EEA) BSB: Bank account title/name: [Must be in the name of the Contractor.] Currency of payment: Currency of bank account: Type of account: (Checking or Savings) Routing instructions: (if necessary) Term of Contract: This Contract shall take effect on the date the Parties have signed this Contract, or if the Parties have signed it on different dates, the date of the latest signature. This Contract shall remain in effect until [insert date]. 23

25 Notices: 1 For the Contractor: [Insert company name] [Insert address for Notices to be sent to] Attention: [Insert contact person name and title] Tel: [insert telephone number] For UN-Women: UN-Women [Insert address for Notices to be sent to] Attention: [Insert contact person name and title] Tel: [insert telephone number] IN WITNESS WHEREOF, the Parties have, through their authorized representatives, executed this Contract on the date herein below written. FOR [NAME OF CONTRACTOR] FOR UN-WOMEN By: By: Name: Name: Title: Title: Date: Date: CONTRACTOR RETAINS 1 ORIGINAL CONTRACT AND RETURNS TO UN WOMEN 1 DULY SIGNED AND DATED ORIGINAL. 1 Please note that addresses could be included in the description of the Services section for operational matters; not for receipt of Notices under the Contract for contract administration matters. 24

26 ANNEX A SPECIAL CONDITIONS 1. PAYMENT TERMS 1.1 The Contractor shall submit to UN-WOMEN an original copy of its invoices for all Services supplied to UN-WOMEN in accordance with this Contract, together with such supporting documentation and details as the UN-WOMEN may require. 1.2 Payments under this Contract shall be made to the Contractor thirty (30) days from receipt of the Contractor s invoice and supporting documentation and certification by UN-WOMEN that the Services represented by the invoice have been provided and that the Contractor has otherwise performed in conformity with the terms and conditions of this Contract, unless UN-WOMEN disputes the invoice or a portion thereof. All payments due to the Contractor under this Contract shall be made by electronic funds transfer to the Contractor s bank account, the details of which are set forth in the Contract document above. 1.3 UN-WOMEN may withhold payment in respect of any invoice if it considers that the Contractor has not performed in accordance with the terms and conditions of this Contract or has not provided sufficient documentation in support of the invoice. Where an invoice is disputed in part, UN-WOMEN shall pay the Contractor any undisputed portion, in accordance with Article 1.2 above, and the Parties shall consult in good faith to promptly resolve outstanding issues. Once the dispute has been resolved, UN-WOMEN shall pay the Contractor the relevant amount within thirty (30) days. The Contractor shall not be entitled to interest on any late payment or any sums payable under this Contract or any accrued interest on payments withheld by UN-WOMEN in connection with a dispute. 1.4 In addition to any rights and remedies available to it, and without prejudice to any other rights or remedies that UN-WOMEN may have under this Contract, UN-WOMEN shall have the right, without prior notice to the Contractor, any such notice being waived by the Contractor, upon any amounts becoming due and payable hereunder to the Contractor, to set off, against any amount payable by UN-WOMEN under this Contract, any payment, indebtedness or other claim owing by the Contractor to UN-WOMEN hereunder or under any other contract or agreement between the Parties. UN-WOMEN shall promptly notify the Contractor of such set-off and the reasons therefore, provided, however, that the failure to give such notice shall not affect the validity of such set-off. 1.5 Payments made in accordance with this Article shall constitute a complete discharge of UN-WOMEN s obligations with respect to the relevant invoices or portions thereof. 1.6 The Contractor shall not be entitled to interest on any late payment or any sums payable under this Contract nor any accrued interest on payments withheld by UN-WOMEN in connection with a dispute. 2. PERFORMANCE OF THE SERVICES 2.1 The Contractor and its personnel shall perform the Services under this Contract with the necessary care and diligence, and in accordance with the highest professional standards and with all laws, ordinances, rules and regulations bearing upon the performance of the obligations under the Contract. Except as expressly provided in the Contract, (i) UN-WOMEN shall have no obligation to provide any assistance to the Contractor in performing the Services; (ii) UN-WOMEN makes no representations as to the availability of any facilities or equipment which may be helpful or useful for performing the Services; and (iii) the Contractor shall be responsible at its sole cost for providing all the necessary personnel, equipment, material and supplies and for making all arrangements necessary for the performance and completion of the Services. 3. REPRESENTATIONS AND WARRANTIES 3.1 The Contractor represents and warrants that: (a) it is duly organized, validly existing and in good standing; (b) it has all necessary power and authority to execute and perform this Contract; (c) the execution and performance of this Contract will not cause it to violate or breach any provision in its charter, certificate of incorporation, by-laws, partnership agreement, trust agreement or other constituent agreement or instrument; (d) this Contract is a legal, valid and binding obligation, enforceable against it in accordance with its terms; 25

27 (e) all of the information it has provided to the UN concerning the provision of the Services pursuant to this Contract is true, correct, accurate and not misleading; (f) it is financially solvent and is able to provide the Services to the UN in accordance with the terms and conditions of the Contract; (g) the Contractor shall not infringe nor cause UN-WOMEN to infringe any intellectual property or other proprietary rights of any third party; and (h) for itself and for the Personnel, parent entities, affiliates or subsidiaries (if any), none of them are engaged in the provision of support to individuals or entities associated with terrorism and that the recipients of any amounts provided by UN-WOMEN hereunder do not appear on the list maintained by the Security Council Committee established pursuant to resolution 1267 (1999). The list can be accessed via This provision must be included in all subcontracts which may be entered into under this Contract, in accordance with the provisions of this Contract. The Contractor acknowledges and agrees that each of the representations and warranties set forth in this Article constitutes an essential term of the Contract and that any breach of any of these representations and warranties shall entitle UN-WOMEN to terminate the Contract or any other contract with UN-WOMEN immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind. 4. INSPECTION 4.1 UN-WOMEN, or its authorized agent, reserves the right to review and inspect at any time all Services performed or being performed (including the preparation of deliverables) by the Contractor under this Contract, to the extent practicable, at all reasonable places and times during the term of this Contract, and Contractor shall provide UN- WOMEN access for the purpose of such inspection. 5. NON-EXCLUSIVE REMEDIES 5.1 If any Services performed by the Contractor do not conform to the requirements of this Contract, and/or in the event that the Contractor fails to comply with any condition of the Contract, without prejudice to and in addition to any of UN-WOMEN s other rights and remedies under this Contract or otherwise, UN-WOMEN shall (after giving the Contractor reasonable notice to perform) have the following options, to be exercised in its sole discretion: procure all or part of the Services from other sources; refuse to accept delivery of all or part of the Services; or terminate the Contract in accordance with Article 13.1, and the Contractor shall be liable by reason of default for any loss or damage sustained and additional costs incurred by UN-WOMEN, including without limitation any increase in the price payable by UN-WOMEN resulting from the procurement of the Services from other sources. UN-WOMEN may, without notice to the Contractor, apply to the payment of any such loss, damage or additional costs, by setoff or otherwise, all credits, claims or other amounts, whether or not related to the Contract, at any time owing by UN-WOMEN to the Contractor. No grant of time to the Contractor to cure a default hereunder, nor any delay or failure by UN-WOMEN to exercise any other right or remedy available to UN-WOMEN under the Contract, shall prejudice any rights or remedies available to UN-WOMEN under the Contract or be deemed a waiver thereof. The rights and remedies herein provided are cumulative and not exclusive of any rights, remedies, powers and privileges provided by law. 6. TRANSLATION 6.1 The Parties shall sign this Contract in English. If the Parties decide to sign this Contract in English and in another language, the Parties shall sign two originals in each language, which shall be equally authentic. In case of a conflict between the originals in the English language and the other language, the English language text shall prevail. 7. NOTICES 7.1 Service of any notice referred to in the Contract or arising from it shall be deemed to be valid if sent by registered mail or by hand against authorised signature on receipt, to the address of the Party concerned as set forth in the Contract. 26

28 8. MISCELLANEOUS 8.1 Without limiting the provisions of Article 19 (Modifications) of the General Conditions (Annex B), no terms or provisions of this Contract shall be deemed waived and no breach excused, unless such waiver or excuse shall be in writing and signed by the Party giving the waiver or excuse. No consent to, or excuse or waiver of, a breach of this Contract shall constitute a consent to, or excuse or waiver of, any other subsequent breach. 8.2 If any provision of this Contract shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 8.3 Headings and titles used in this Contract are for reference purposes only and shall not be deemed a part of this Contract for any purpose whatsoever. 8.4 This Contract may be executed in any number of counterparts, each of which shall be deemed an original and all of which taken together shall be deemed to constitute one and the same instrument. 8.5 Unless the context otherwise clearly indicates, all references to the singular herein shall include the plural and vice versa. 8.6 This Contract and everything herein contained shall inure to the benefit of, and be binding upon, the Parties and their respective successors and permitted assigns. No other person shall be a third party beneficiary hereof or have or be entitled to assert rights or benefits hereunder. oooo 27

29 ANNEX B GENERAL CONDITIONS OF CONTRACT FOR DE MINIMIS CONTRACTS The General Conditions can be accessed at: SPECIAL CONDITION OF CONTRACT The Contractor shall take all appropriate measures to ensure that neither it, its parent entities (if any), nor any of the contractor s subsidiary or affiliated entities (if any) are engaged in any discriminatory employment practices, including those relating to recruitment, promotion, training, remuneration and benefits, against women. oooo 28

30 ANNEX C: TERMS OF REFERENCE [INCLUDE, HERE, A FULL DESRIPTION OF THE SERVICES, INCLUDING QUALITY STANDARDS, NATURE OF THE SERVICES BEING PROCURED, CONDITIONS TO BE FULFILLED, TERMS OF PERFORMANCE, A DETAILED DESCRIPTION OF ANY DELIVERABLES TO BE DEVELOPED AND PROVIDED TO UN-WOMEN, ETC.] 29