Re advertised. Request for Proposal (RFP) No. UNFPA/KBL/15/03

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1 United Nations Population Fund (UNFPA) Address, Kabul, Jalal Abad Road, UNOCA Compound Tel: + Fax: Website: Date: 23/07/2015 Re advertised Dear Sir/Madam, Request for Proposal (RFP) No. UNFPA/KBL/15/03 We hereby solicit your best technical and financial offer for the supply of the following items/services: Conference Programme Management Population and Development Unit If you are interested in submitting a bid for these items/services, kindly fill in the attached submission form and submit it in a sealed envelope to the address indicated below not later than 30rd July 2015, 01:00 pm local time. Through hand delivery or Courier services Please ensure to mark your envelop with the RFP reference number and the words Sealed bid. Attention: Abdul Jalil Kamawi UNFPA Afghanistan County Office, Kabul Jalal Abad Road, UNOCA Compound, Kabul, Afghanistan Please remember, the bid shall consist of two parts: the technical and the financial bid. The technical bid containing the technical specifications for services/products/works and the financial bid containing price information shall be submitted separately in two different sealed envelopes. For questions in regards to the RFP please write to akamawi@unfpa.org Documents comprising the bid: a. Completed and signed Bid Submission Form b. Bidders Identification Form c. Bidder s previous experience and clients d. Technical bid of not more than 20 pages, including documentation to demonstrate that the bidder meets all requirements. The technical bid should be concisely presented and structured to include but not necessarily be limited to the information listed in the ToR. e. Financial bid in a separate sealed envelope

2 Partial bids are not allowed under this RFP. Evaluation of Proposals: A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical bids being completed prior to any financial bid being opened and compared. The financial bid will be opened only for those bidders, whose technical bids reach 52.5 points, meeting the requirements for the RFP. The total number of points which a bidder may obtain for technical and financial bids is 100 points. Technical Evaluation The technical bid is evaluated on the basis of its responsiveness to the Terms of Reference shown in the bidding documents and the evaluation criteria. The maximum technical score is 70 points. Financial Evaluation The financial bid will only be evaluated if the technical bid achieves a minimum of 52.5 points. Proposals failing to obtain this minimum threshold will not be eligible for further consideration. The financial bid is evaluated on the basis of its responsiveness to the Price Schedule Form. The maximum number of points for the price bid is 30. This maximum number of points will be allocated to the lowest price. All other proposals will receive points in inverse proportion according to the following formula: Points for the Price Bid of = [Maximum number of points for the Price Bid] x [Lowest price] a Proposal being evaluated [Price of bid being evaluated] Total Score The total score for each bidder will be the weighted sum of the technical score and financial score. The maximum total score is 100 points. Contract Award UNFPA shall award the contract to the bidder who obtains the highest combined score of the technical and price evaluation. Note: Current UNFPA supplier policies apply to this solicitation and can be found at: Attachments: - Bid Submission Form - Bidders Identification Form - Terms of Reference

3 - Technical Bid - Price Schedule Form

4 1. Bid Submission Form Name of Bidder: Contact Person: Title: Address: Telephone Number: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: XX days) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least XX months after the Closing date.): Vendor s Comments: I hereby certify that this company, which I am duly authorized to sign for, accepts the General Terms and Conditions of UNFPA and we will abide by this bid/proposal until it expires. We undertake, if our bid/proposal is accepted, to commence and complete delivery of all items in the contract within the time frame stipulated. We understand that you are not bound to accept any bid you may receive and that a bidding contract would result only after final negotiations are concluded on the basis of the technical and price bids proposed. Name and title Date and Place

5 1. Organization 2. Bidders Identification Form Bid No. UNFPA/KBL/15/03 Company/Institution Name Address, City, Country Telephone/FAX Website Date of establishment Legal Representative: Name/Surname/Position Legal structure: natural person/co.ltd, NGO/institution/other (please specify) Organizational Type: Manufacturer, Wholesaler, Trader, Service provider, etc. Areas of expertise of the organization Current Licenses, if any, and permits (with dates, numbers and expiration dates) Years supplying to UN organizations Years supplying to UNFPA Production Capacity Subsidiaries in the region (please indicate names of subsidiaries and addresses, if relevant to the bid) Commercial Representatives in the country: Name/Address/Phone (for international companies only) 2. Quality Assurance Certification

6 International Quality Management System (QMS) List of other ISO certificates or equivalent certificates Presence and characteristics of in-house quality control laboratory (if relevant to bid) 3. Expertise of Staff Total number of staff Number of staff involved in similar supply contracts 4. Client Reference List and letters of recommendations Please provide references of main client details. Name of company Contact person Telephone Contact details of persons that UNFPA may contact for requests for clarification during bid evaluation Name/Surname Telephone Number (direct) address (direct) P.S.: This person must be available during the next two weeks following receipt of bid

7 Annex1 Terms of Reference (TOR) Conference Programme Management Population and Development Unit Background Globally, 2015 is the year where the world is moving on from the Millennium Development Goals to the Sustainable Development Goals (SDGs), and initiatives such as the data revolution and the preparations for the 2020 World Population and Housing Census Programme are taking place. Afghanistan should be part of this international effort to bring population data to the forefront of the political agenda in order to plan the future development of the country in a sustainable manner. Following this urgency, the Central Statistics Organization (CSO) will lead the way towards this goal so Afghanistan will not fall behind this global commitment. Bringing its potential forward, Afghanistan will mark its pledge on the first-ever Afghanistan Statistics Conference in Joining the global celebration of the World Statistics Day, the CSO will commemorate in October 2015 the importance of planning future policies and strategies on evidence-based and reliable data. The occasion will show several initiatives on this field taking place in the country such as the National Strategy for the Development of Statistics, the Afghanistan Living Conditions Survey and the Socio-Demographic and Economic Survey Monographs. Objectives of the Conference: The objectives of the Afghanistan Statistics Conference 2015 are: To advocate for evidence-based policy making and the need of reliable country statistics and data utilization To disseminate relevant available data on the topics of: fertility, mortality, education, migration, labour force, gender, disability, youth, humanitarian To promote an understanding on data and its utilization for policy making purposes among decision makers To identify key areas to invest on for the development of the data and information systems and focus the effort of the Government and development partners to invest and prioritize in the development of national statistical systems Target group: The target audience of the Conference will be ministers, deputy ministers, senior level officials from relevant ministries, provincial governors, technical experts from statistics sectors, partner organizations, academic institutions, civil society and the media. It is expected that approximately 200 to 250 people will join the event in early October 2015 in Kabul. Objectives The objective of this request for proposal is to hire a company, NGO or institution to assist the CSO on managing the key aspects of the statistical conference programme by:

8 - Organizing information sessions to brief key Government entities academic institutions, research organizations, think-tanks, youth networks and donors; - Supporting in identifying, inviting and engaging key discussants for each of the thematic sessions; - Developing a concept note for each of the thematic session involving key Government partners, civil society and UN agencies, if necessary, under the leadership of CSO; - Brief discussants and chairs of each thematic session on the process and expected outcomes of each session; - Identifying and hiring rapporteurs to develop short reports regarding each of the thematic sessions; - Developing a final report to summarize the conference sessions and recommendations raised during the discussions; - Develop information packages for each of the thematic sessions. Focus of the Conference The conference will focus on eight thematic areas including; - Demographic Dividend Investing in Youth harnessing the demographic bonus - Fertility and Nuptiality Analysing the fertility trends in the last 10 to 15 years - Mortality: Adult, maternal, infant and child mortality - Education trends - Migration trends - Labor force and employment - Gender dimension trends in population data - Labour force and employment - Gender dimension trends in population data - Disability - Humanitarian Tasks Objective 1: Supporting in inviting and engaging key discussants for each of the thematic sessions - Identify (in collaboration with CSO), Invite, brief and ensure participation of selected discussants at the event; - Brief key discussants on their roles; - Token of appreciation for discussants and presenters Objective 2: Developing a concept note for each of the thematic sessions involving key Government partners, civil society and UN agencies, if necessary, under the leadership of CSO - With guidance of the Central Statistics Organization, develop a draft concept note to share with key actors for their feedback on each of the thematic sessions; - Organize and manage meetings with key actors to get input for each of the thematic sessions; - Finalize concept notes and brief discussants on the objectives and expected outcomes. Objective 3: Brief discussants of each thematic session on the process and expected outcomes of each session

9 - Under the leadership of CSO, organize meetings to brief discussants on the key recommendations of the concept notes; - Introduce discussants, chairs and panelists before the conference and prepare rehearsals, if necessary; - Support chairs and discussants in developing any documents that they might need to facilitate the sessions. Objective 4: Identifying and hiring rapporteurs to develop short reports regarding each of the thematic sessions - Identify at least three rapporteurs to develop short reports for each thematic session; - Develop a template for each rapporteur to follow to draft the thematic session reports; - Involve rapporteurs in the briefing meetings with chairs, discussants and presenters so they will be involved in the programme of each of the sessions; - All rapporteurs should be fluent in English, Dari and Pashto in order to follow the discussions during the sessions; - Each of the rapporteurs will develop the short report in English which will be edited by the company and shared with CSO for their final feedback; - Facilitate all necessary equipment to rapporteurs for them to be able to deliver the reports (computers, internet, transportation, etc.) Objective 5: Developing a final report to summarize the conference sessions and recommendations arisen during the discussions; - Develop a structure of the final report for CSO approval; - Include a summary of all the plenary sessions; - Include a summary of all the thematic sessions; - Drafting recommendations and conclusions for the conference; - Draft forewords on behalf of CSO and UNFPA; - Design final report following the branding of the conference and share for comments and approval with CSO; - Translate into Dari and Pashto; - Share final printing files with UNFPA for printing; - Managing the dissemination of the report among key participants at the conference. Objectives 6: Develop information packages for each of the thematic sessions. - The company shall ensure all meeting documents and information material is produced and available at the venue; - The company shall prepare participants' with soft copies flash drive with all relevant meetings documents; - The company will share a master package for each session with CSO for their final approval before the conference. Work Setting and Reporting Arrangements The firm will work in close coordination with and under the supervision of the Central Statistics Organization and UNFPA in Afghanistan. Target group: The Conference will be attended by the Head of the State, ministers, deputy ministers, senior level officials from relevant ministries, provincial governors, technical experts from statistics sectors,

10 partner organizations, academic institutions, civil society and the media. It is expected that approximately 200 to 250 people will join the event on early October 2015 in Kabul. Experience and qualifications: - The bidder should be registered as a company or NGO with the Government of Afghanistan; - The bidder must be operational in Afghanistan for at least 3 years; - The bidder must be a reputable company with prior experience in organizing similar conferences or events; - The bidder needs to have previous similar experience working with international institutions; - The bidder must have internal editorial and production capacities in all national languages and English; - The bidder must have well recognized brand in Afghanistan and must be compliant with the United Nations values. Technical Evaluation Criteria Summary of Technical Proposal Evaluation Forms 1. Expertise of Firm / Organization submitting Proposal 2. Proposed Work Plan and Approach (Methodology) Points Obtainable Company / Other Entity A B C D E 3. Personnel Evaluation forms for technical proposals follow on the next two pages. The obtainable number of points specified for each evaluation criterion indicates the relative significance or weight of the item in the overall evaluation process. The Technical Proposal Evaluation Forms are: a. Completed and signed Bid Submission Form b. Bidders Identification Form c. Bidder s previous experience and clients d. Technical bid of not more than 20 pages, including documentation to demonstrate that the bidder meets all requirements. The technical bid should be concisely presented and structured to include but not necessarily be limited to the information listed in the ToR. e. Financial bid in a separate sealed envelope

11 3. Technical Bid The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below. 1. Description of the firm and the firm s qualifications: A brief description of your firm/institution and an outline of recent experience on projects of a similar nature, including experience in the country and language concerned. You should also provide information that will facilitate our evaluation of your firm/institution s substantive reliability, such as catalogues of the firm, and financial and managerial capacity to provide the services such as audited financial statements. 2. Understanding of the requirements for services, including assumptions: Include any assumptions as well as comments on the data, support services and facilities to be provided as indicated in the TOR or as you may otherwise believe to be necessary. 3. Proposed Approach, Methodology, Timing and Outputs: any comments or suggestions on the TOR, as well as your detailed description of the manner in which your firm/institution would respond to the TOR. You should include the number of personmonths in each specialization that you consider necessary to carry out all work required. The level of total professional/personnel inputs required has been estimated to be about person-months. 4. Proposed Team Structure: The composition of the team which you would propose to provide in the country of assignment and/or at the home office, and the work tasks (including supervisory) which would be assigned to each. An organogram illustrating the reporting lines, together with a description of such organization of the team structure should support your bid. 5. Proposed Project Team Members: Please attach the curriculum vitae of the senior professional member of the team and members of the proposed team. 6. If the requested service is a creative one, the bidder can submit drawings, schemes, pictures or samples. 4. Price Schedule Form

12 Name of Bidder: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: XX days) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least XX months after the Closing date.): Item Description Number & Description of Staff by Level Hourly Rate USD Hours to be Committed Total USD 1. Steps TOTAL PROFESSIONAL FEES 2. Estimated out-of-pocket expenses TOTAL OUT-OF-POCKET EXPENSES TOTAL FEES (Professional + out-of-pocket expenses) Vendor s Comments: Name and title Date and Place