REQUEST FOR QUOTATION RFQ Nº UNFPA/JOR/RFQ/18/001

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1 Date: 26 Feb 2018 REQUEST FOR QUOTATION RFQ Nº UNFPA/JOR/RFQ/18/001 Dear Sir/Madam, UNFPA hereby solicits a quotation for the following service: Request for Quotation (RFQ) For the Development of a Sexual and Reproductive Health and Rights (SRHR) Youth Campaign UNFPA requires the provision of Advocacy and Branding Campaign Services, in which it aims at developing a SRHR Youth Campaign. The purpose of this assignment is to identify and implement innovative methodologies to sensitize young people living in Jordan about key SRHR issues. It will be to develop and implement a social media based campaign on SRHR for youth in Jordan; and to develop and implement a survey with an incentivized solution that will be delivered through tablets in 9 of UNFPA supported health facilities in Jordan to gather data from clients on services, with a focus on youth. This Request for Quotation is open to all legally-constituted companies that can provide the requested services and have legal capacity to perform in the country, or through an authorized representative. I. About UNFPA UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person s potential is fulfilled. UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: UNFPA about us II. Terms of Reference(ToR) Background Information: UNFPA requires the provision of the said services to enable its Jordan country office to identify and implement innovative methodologies to sensitize young people living in Jordan about key SRHR issues. It will be to develop and implement a social media based campaign on SRHR for youth in Jordan; and to develop and implement a survey with an incentivized solution that will be delivered through tablets in 9 of UNFPA supported health facilities in Jordan to gather data from clients on services, with a focus on youth. This campaign might be supported by developing a platform that will host a previous cartoon competition campaign, as well as the new SRHR campaign and any future campaigns that will be linked to UNFPA website. This platform is expected to provide quality information on key SRHR issues for youth, as well as act as an additional channel of communication between UNFPA and young people in Jordan. Nonetheless, bidders should suggest the platform as an optional item within their submitted proposals. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 1 of 13

2 The overall goal of this procurement is to ensure that the Young people s quality SRH information is wellenhanced. Deliverables: 1. Create a coffee table book from a previous cartoon competition on child marriage and domestic violence. 2. Create an ebook of the cartoon competition mentioned above. 3. Conduct 3 phases of FGDs with youth, parents and community leaders to develop the SRHR online campaign in an inclusive manner that targets the needs of the community. 4. Develop the concept note for the SRHR campaign together with the marketing (posters and banners) and social media components (Facebook and Instagram). 5. Make connections with sponsors for the SRHR campaign competition, which will be a film competition. The sponsors will include but not be limited to TV channels that can show the winning films. 6. Run the campaign and ensure that it is well advertised for high coverage and impact. This should be done through social media but also through various youth networks and youth groups) 7. Design the tablet surveys and create the incentivized system and methodology of delivery. The incentives will come from sponsorships that the consulting firm will arrange. 8. Purchase 9 tablets, 9 dedicated internet lines and kiosk cases. 9. Create and install software for the 9 tablets. 10. Test tablets off site and on site, install tablets in locations and collect data for analysis. 11. Develop the platform to be able to host the SRHR campaigns, to provide information on SRHR, and with a section that provides information on health facilities in Jordan for young people. (OPTIONAL ITEM IN THE PROPOSAL PRICING) 12. Use search optimization and social media to ensure that the platform is well positioned to be found and used by young people in Jordan. (OPTIONAL ITEM IN THE PROPOSAL PRICING) 13. Develop the survey for the platform to measure the increase in knowledge on SRH by users. This will be incentivized with a sponsor, possibly the same as for the tablet surveys. (OPTIONAL ITEM IN THE PROPOSAL PRICING) 14. Conduct the platform survey and collect and analyze the data for the final report. (OPTIONAL ITEM IN THE PROPOSAL PRICING) 15. Prepare the final report of the entire project, with analysis of the impact of the campaign, the tablets, the platform (if ordered) and reporting on the agreed upon indicators for the project to be developed together with the selected firm. Delivery terms: The needed services are expected to last 9 months. From 15/3/2018 to 15/12/2018. However, these services should be delivered to: Amman, Sweileh, Karak, Madaba, Der Alla, East Amman, Zarqa, Hashimi, Zaatari camp, and Azraq camp. Monitoring, Reporting, and Progress Control: UNFPA will monitor the implementation of the project with regular communications to ensure quality and timeliness of work. The contractor is expected to regularly report in on the project progress via and phone calls/meetings. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 2 of 13

3 Contractor will be held accountable for reporting against agreed upon indicators for the project. The main indicator of this procurement remains the Young people s quality SRH information is well-enhanced. The main indicator for the platform (if ordered) will be: Number of people (if possible broken down by age and sex) who have been reached by the platform. The main indicator for the campaign will be: Number of submissions, broken down by age and sex and geographical location. The main indicator for the tablets will be: Number of respondents by age and sex. UNFPA will share UNFPA s communication policy (Identity Style Guide) with the contractor to ensure adherence to UNFPA guidelines on external communication. UNFPA will give feedback on all critical stages of the project, such as the design of the coffee table and ebooks, the FGDs, the marketing materials, the social media campaign and competition, the surveys for tablets and platform, the platform creation (if ordered) and the sponsors. Travel: Travel within Jordan is expected to achieve the scope of this procurement: Amman, Sweileh, Karak, Madaba, Der Alla, East Amman, Zarqa, Hashimi, Zaatari camp, Azraq camp. The contractor should born any travel/transportation fees. UNFPA only facilitates entrance where possible. Team expertise: The project team: 1. Should have the capacity to design a beautiful coffee table book that is appealing to its audience. 2. Should have proven ability to successfully create and implement a Social Media Campaign prior experience with UNFPA is an asset; 3. Should have an extensive network and be able to capitalize on that in order to target and link key influencers to this project and with UNFPA s mandate; 4. Should have the proven technical capacity to design a platform (if ordered) that will be linked to UNFPA s website, according to UNFPA specifications for the purpose of this project, including creating eye catching and youth friendly ways of engaging on sensitive subjects, like SRHR; 5. Must have the human resources to conduct both online and offline work for the project, including conducting FGDs with social workers who are trained and have proven experience conducting FGDs on sensitive topics; 6. Must submit all deliverables in both Arabic and English language; 7. Must be able to work according to tight deadlines and be willing and able to be creative and adaptable to changes as they occur; 8. Have proven ability to implement innovative methodologies to communicate sensitive messages in a culturally appropriate manner in the Jordanian context. Bidders should submit the CVs of all staff working on the project within their technical proposal. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 3 of 13

4 Inputs/Support provided by UNFPA UNFPA will provide technical support as mentioned in the above Monitoring, Reporting, and Progress Control Section. UNFPA will neither provide space nor any equipment, however necessary support will be provided to link the platform and campaign with UNFPA website (if ordered). UNFPA will facilitate travel to the locations for the installation of the tablets in terms of informing the managers of the sites and getting approvals as needed, especially in terms of entry to the Azraq and Zaatari camps. The contractor will be responsible for their own transportation. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 4 of 13

5 III. Questions Questions or requests for further clarifications should be submitted in writing to the contact person below: Name of contact person at UNFPA: Omar Kilani Tel Nº: address of contact person: alkilani@unfpa.org The deadline for submission of questions is 1 March :00 am Amman Time (GMT+2). Questions will be answered in writing and shared will parties as soon as possible after this deadline. IV. Content of quotations Quotations should be in English. They should be submitted in a single whenever possible, depending on file size. Quotations must contain: a) Technical proposal, in response to the requirements outlined in Section II Terms of Reference. b) Price quotation, to be submitted strictly in accordance with the price quotation form. Technical and Financial proposals should be submitted in two separate files. Should you use the electronic means while submitting your quotation, please remember to Password Protect your financial proposal. Both parts of the quotation must be signed by the bidding company s relevant authority and submitted in PDF format. V. Instructions for submission Proposals should be prepared based on the guidelines set forth in Section IV above, along with a properly filled out and signed price quotation form, are to be sent by to the contact person indicated below no later than: Monday, 12 March 2018 at 1:00 PM Amman Time] 1. Name of contact person at UNFPA: address of contact person: Omar Kilani alkilani@unfpa.org Please note the following guidelines for electronic submissions: The following reference must be included in the subject line: RFQ Nº UNFPA/JOR/RFQ/18/001 SRHR Youth Campaign. Proposals that do not contain the correct subject line may be overlooked by the procurement officer and therefore not considered. The total size may not exceed 20 MB (including body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline. VI. Overview of Evaluation Process The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated and scored first, prior to the evaluation and scoring of price quotations Technical Evaluation Technical proposals will be evaluated based on their responsiveness to the service requirements /TORs listed in Section I and in accordance with the evaluation criteria below. 1 UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 5 of 13

6 Criteria [A] Maximum Points [B] Points attained by Bidder [C] Weight (%) [B] x [C] = [D] Total Points Expertise and Capability of Organization General organizational technical and financial capability which is likely to affect implementation (i.e. holding company or one firm, size of the firm, strength of project management support and quality controls, location, quality certifications etc.) Customer Satisfaction/After sale service and support Relevance of: A. Specific experience and expertise relevant to the assignment. B. Work for other UN agencies / major multilateral / bilateral programmes % 100 5% % Proposed Workplan & Approach Technical approach, methodology and level of understanding of the objectives of the project Work plan/time scales given in the proposal and its adequacy to meet the project objectives % % Key Personnel Professional experience of the staff that will be employed to the project proving demonstrated expertise in evaluation and related processes (CVs, etc.) % Grand Total All Criteria % UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 6 of 13

7 The following scoring scale will be used to ensure objective evaluation: Degree to which the Terms of Reference requirements are met based on evidence included in the Bid submitted Points out of 100 Significantly exceeds the requirements Exceeds the requirements Meets the requirements Partially meets the requirements 1 69 Does not meet the requirements or no information provided to assess compliance with the requirements 0 Financial Evaluation Price quotes will be evaluated only for bidders whose technical proposals achieve a minimum score of [60] points in the technical evaluation. Price quotes will be evaluated based on their responsiveness to the price quote form. The maximum number of points for the price quote is 100, which will be allocated to the lowest total price provided in the quotation. All other price quotes will receive points in inverse proportion according to the following formula: Lowest quote ($) Financial score = X 100 (Maximum score) Quote being scored ($) Total Score The total score for each proposal will be the weighted sum of the technical score and the financial score. The maximum total score is 100 points. Total score = [60%] Technical score + [40%] Financial score VII. Award Criteria UNFPA shall award a Professional Service Contract on a fixed-cost basis to the Bidder that obtains the highest total score. It is expected to come into effect on 15 March VIII. Right to Vary Requirements at Time of Award UNFPA reserves the right at the time of award of contract to increase or decrease by up to 20% the volume of services specified in this RFQ without any change in unit prices or other terms and conditions. IX. Payment Terms UNFPA payment terms are net 30 days upon receipt of invoice and delivery/acceptance of the milestone deliverables linked to payment as specified in the contract. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 7 of 13

8 X. Fraud and Corruption UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA s policy regarding fraud and corruption is available here: Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy. Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor 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 vendor; as well as production of all documents requested, including financial records. Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers. A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline. XI. Zero Tolerance UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy. XII. RFQ Protest Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Business Unit [Laila Baker, Representative] at aabubarham@unfpa.org. Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief, Procurement Services Branch at procurement@unfpa.org. XIII. Disclaimer Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s). UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 8 of 13

9 ANNEX I PRICE Quotation Form Name of Bidder: Date of the quotation: Click here to enter a date. Request for quotation Nº: UNFPA/JOR/RFQ/18/001 Currency of quotation: USD Delivery charges based on the following 2010 Incoterm: N/A Validity of quotation: (The quotation must be valid for a period of at least 3 months after the submission deadline Quoted rates must be exclusive of all taxes, since UNFPA is exempt from taxes. Item # Direct charges Description/Deliverable Unit Price (e.g. each, hour, day, month, lumpsum ) Number of units Total Delivery Time Upon contract signature (e.g. # of days/weeks/ months) Total Direct charges $$ Platform charges Total Platform charges $$ Any other charges (e.g. transportation, shipping, per diem etc) If applicable Total of other charges $$ Total Contract Price $$ (Direct charges + Platform charges + any other charges) Vendor s Comments: I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed RFQ UNFPA/JOR/RFQ/18/001 including all annexes, amendments to the RFQ document (if applicable) and the responses provided by UNFPA on clarification questions from the prospective service providers. Further, the company accepts the General Conditions of Contract for UNFPA and we will abide by this quotation until it expires. Name and title Signature Date and place Click here to enter a date. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 9 of 13

10 ANNEX II General Conditions of Contracts De Minimis Contracts This Request for Quotation is subject to UNFPA s General Conditions of Contract: De Minimis Contracts, which are available in: English, Spanish and French UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 10 of 13

11 Annex III Format of Technical Proposal The proposal should demonstrate and contain the following: 1. Expertise and Capability of Organization 1.1 Organizational Architecture Background: Provide a brief description of the organization submitting the proposal, including if relevant the year and country of incorporation, types of activities undertaken, and approximate annual revenue. Financial capacity: The Proposer shall demonstrate its financial capacity and reliability with regard to the requirements of the Terms of Reference. 1.2 General Organizational Capability Outline General Organizational Capability which is likely to affect performance (i.e. size of the organization, strength of project management support e.g. project management controls, global networking, financial stability). Explain any partnerships with local or other organizations relevant to the performance of the TOR. Special attention should be given to providing a clear picture of roles, responsibilities, reporting lines and accountability. Letters of commitment from partners and an indication of whether some or all have worked together previously. 1.3 Quality assurance procedures, risk and mitigation measures Describe the potential risks for the performance of the TOR that may impact achievement and timely completion of expected results as well as their quality. Describe measures that will be put in place to mitigate these risks. Provide certificate (s) for accreditation of processes, policy e.g. ISO etc. 1.4 Relevance of Specialized Knowledge and Experience on Similar Projects Detail any specialized knowledge that may be applied to performance of the TOR. Include experiences in the region. Describe the experience of the organization performing similar goods/services/works. Experience with other UN organizations/ major multilateral / or bilateral programmes is highly desirable. Provide at least 3 references Project Client Contract Value Period of performance (from/to) Role in relation to the undertaken to goods/services/works Reference Contact Details (Name, Phone, ) 2. Proposed Workplan & Approach Methodology and Approach Executive Summary Project Duration and Geographical Focus Context and Justification Expected Results/activities/tasks Logical Framework Description/Guidance An overview of the work and its aims. As outlined in the ToR This should outline how you intend to undertake the work. Please describe the results/activities of your proposal. This should include: goal, outcome, outputs, activities, indicators, and means of verification for each deliverable UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 11 of 13

12 Workplan Monitoring and Evaluation Please indicate responsibilities and timeframes for each of your activities. This section should detail the plan for the monitoring of the project. This should also include information on reporting to UNFPA. 3. Key Personnel Personnel / Qualifications Provide Curriculum vitae of the proposed personnel that will be involved either full time or part time. Highlight the relevant academic qualifications, specialized trainings and pertinent work experience. P.S Bidders are expected to adhere to the above structure, however, they might wish to add their own proposal within their submission as an extra document. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 12 of 13

13 Annex IV Submission Checklist For submissions by courier mail/hand delivery: Outer envelope containing the following forms: Joint Venture Form (if a joint venture) All company registration papers First inner envelope containing: Technical Proposal as outlined in Annex II Proposed team CVs Bidder has submitted evidence to demonstrate to have sufficient experience and technical capacity as per requirements Second inner envelope containing: Price Quotation Form For submissions: Technical Proposal PDF sent to the address specified in Section V Joint Venture Form (if a joint venture) Technical Proposal as outlined in Annex II All company registration papers Proposed team CVs Bidder has submitted evidence to demonstrate to have sufficient experience and technical capacity as per requirements Financial Proposal PDF sent to the address specified in Section V: Price Quotation Form Please check-off to confirm the below: The general conditions of contracts have been read, understood, duly reviewed by a legal entity for my organization s ability to comply and accept all terms. UNFPA/PSB/Bids/Request for Quotation for Services/RFQ/ RFQ Complex Services [0616 Rev02] 13 of 13

REQUEST FOR QUOTATION RFQ Nº UNFPA/EGY/RFQ/16/03 Production of Booklet and Flyer needed for the GBV Costing Survey Event

Date: April 28, 2016 REQUEST FOR QUOTATION RFQ Nº UNFPA/EGY/RFQ/16/03 Production of Booklet and Flyer needed for the GBV Costing Survey Event Dear Sir/Madam, UNFPA hereby solicits a quotation for the following