United Nations Development Programme (UNDP) EXPRESSION OF INTEREST NOTICE Date: 9 October 2013 UNDP/EOI/13/10 Country: Pakistan The United Nations Development Programme (UNDP) in Pakistan would like to invite registered organizations to submit their Expression of Interest (EOI) for pre-qualification and possible inclusion in the CSO/NGOs capacity assessment for Peace Building and Development interventions in FATA. Preferably FATA based registered organizations (NGOs/CSOs) are required to provide the following details within two weeks time. Legal status and profile Mandate, policies and governance Constituency and support from government/ngos/un/donors Technical capacity Managerial capacity Administrative capacity Financial capacity Prequalification application process All organizations that wish to participate in the process are requested to register on and submit all the required documentation to the following address latest by 24 th October 2013. UNDP Registry, Quotation/Bids/Proposals United Nations Development Programme Serena Business Complex, 2 nd Floor, Khayaban e Suharwardy, Islamabad, Pakistan Tel: 01-83600 Fax: 01-260024- The information provided will be used to access your NGO/CSO s suitability to qualify for FATA Peace and Development Project. Please note that only pre-qualified organizations will be contacted. 1 P a g e
Kindly note that this call for expression of interest is not a contract or a financial obligation by UNDP to the CSO/NGO that expressed interest. UNDP reserves the right to cancel the entire process without any obligation to inform the CSO/NGO's the reason for its actions. Applications received after the above deadline will not be considered. Documents can be sent through bids.pk@undp.org. The maximan size of the file shall not increase by 3. MB. 1. At any time prior to the deadline for submission of Prequalification Application Document, UNDP may, for any reason, whether at its own initiative or in response to a clarification requested by Applicants, modify the Prequalification Application Document and its attachments by amendment, including through provision of supplementary information. 2. Any requests for clarification about the contents of the Prequalification Application Document shall be sent via fax (+1-260024 & ) or to the email address at procurement.info@udnp.org. Answers to questions/inquiries will be posted on UNDP web pages, and other web pages, on which this EOI is posted. While UNDP would endeavor to provide response/clarification expeditiously, any delay in providing such information will not be considered a reason for extending the submission date of application for prequalification. 3. Completion of the Prequalification Application Document and submission of relevant documentation is compulsory. Applications with incomplete submissions shall be disregarded. Requirement: a) Well established CSO/NGO meeting all legal requirements b) Must have registration with affiliated institutions/organizations c) NGO/CSO based in one of the agencies of FATA d) NGO/CSO with a clear mandate, governing body and established office/offices. e) Must have a clear organizational structure f) Must have financial statement ( Prefrabbly audited) of the last three years g) Should have long-term community development vision. h) Should have regular and participatory links to its constituency. i) Should belong to other CSO organizations and/or CSO networks in development/peace building. j) Should have strong links within the CSO community and other social institutions. k) Should have partnerships experience with government / UN agencies /Donors/ foundations etc. 4. The Pre-qualification is mainly based on; overall works experience in peace and development, legel status, registration with social welfare, presence in the area. For further details please refer to Prequalification Criteria.. Applicants must score (70%) qualifying marks in order to be qualified for proceeding with the Prequalification Application Document. 6. The submission for this EOI for Prequalification does not entail any commitment on the part of UNDP either financial or otherwise. UNDP reserves the right to accept or reject any or all EOI for Prequalification without incurring any obligation to inform the affected applicant/s of the grounds. 2 P a g e
Cost of Applications: The Applicant shall bear all costs associated with the preparation and submission of its application. The Employer will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the prequalification process. 1. Language of Application: The Application prepared by the Applicant and all correspondence and documents relating to the Application exchanged by the Application and the procuring UNDP entity shall be in the English Language. 2. Documents Comprising the Application: The Application shall comprise the following: (a) (b) (c) (d) (e) (f) Application Submission Form (Annex-I); Area of Intervention; Documentary evidence establishing the Applicant s eligibility to prequalify; Registration Certificates; Financial Situation; Filled CSO Capacity Assesment Form in Exell format ( Annex iv) A. Submission of Applications 3. Sealing and Identification of Applications: The Applicant shall enclose the original and the copies of the application in a sealed envelope that shall. (a) (b) (c) Bear the name and address of the Applicant; Be addressed to the Assistant Country Director CPRU unit Bear the specific reference number of this prequalification process indicated in the Prequalification document. The Employer will accept no responsibility for not processing any envelope that was not identified as required. Deadline for Submission of Applications: 24 th October 2013 : 1600 hours (Only through Courier) by hand delivery is not acceptable. 4. Late Applications: Late applications shall be rejected. B. Procedures for Evaluation of Applications. Confidentiality: Information relating to the evaluation of applications, and recommendation for prequalification, shall not be disclosed to Applicants or any other persons not officially concerned with such process until the notification of prequalification is made to all Applicants. 3 P a g e
6. Clarification of Applications (a) (b) To assist the evaluation of applications, the Employer may, at its discretion, ask any Applicant for a clarification of its application which shall be submitted within a stated reasonable period of time. Any request for clarification and all clarifications shall be in writing. If an Applicant does not provide clarifications of the information requested by the date and time set in the Employer s request for clarification, its application may be rejected. 7. Responsiveness of the Application: The Employer may reject any application which is not responsive to the requirements of the prequalification document. C. Evaluation of Applications and Prequalification of Applicants 8. Evaluation of Applications: The Employer shall use the factors, methods, criteria, and requirements defined in the Qualification Criteria and Requirements to evaluate the qualifications as per the criteria attached at Annex-V. 9. Employer s Right to Accept or Reject Applications: All Applicants whose applications have met or exceeded ( 70% ) the specified threshold requirements will, to the exclusion of all others, be prequalified by the Employer. 10. Notification of Prequalification: Once the Employer has completed the evaluation of the applications it shall notify to all Applicants in writing. 11. Request for Proposal: (a) Employer will invite proposals from all the prequalified CSOs/NGOs as and when required by UNDP. 4 P a g e
Annex I Proposal Submission Form To: UNDP We, the undersigned, apply to be prequalified for the referenced EOI and declare that: (a) We have examined and have no reservations to the Prequalification Documents, including any Addendum (or Addenda to same effect), issued by the procuring UNDP entity in accordance with Instructions to Applicants. (b) We understand that you may cancel the prequalification process at any time and that you are neither bound to accept any application that you may receive nor to invite the prequalified applicants to bid for the contract subject of this prequalification, without incurring any liability to the Applicants. (c) We are not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Employer to provide consulting services for the preparation of the design specifications, and other documents to be used for the services to be procured. (e) The following information shall be used by UNDP to notify us: Name Title Address: Tel: Fax: Best regards, Signed [insert signature(s) of an authorized representative(s) of the Applicant ] Name [insert full name of person signing the application] In the Capacity of [insert capacity of person signing the application] Duly authorized to sign the application for and on behalf of: Applicant s Name [insert full name of Applicant] Address [insert street number/town or city/country address] Dated on [insert day number] day of [insert month], [insert year] P a g e
Annex-II Applicant Information Sheet (to be printed on NGO/CSO letterhead, signed, dated and stamped) No Subject Explanation 1 Legal Name 2 Country of Registration 3 Year of Registration 4 Role (if applicant is a JV) 6 Legal address in the country of registration Authorized Representative Information Address: Tel: Fax: Name: Title: Address: Tel: Fax: Email: 7 Certificates demonstrating Quality Assurance/management System in place owned by the Applicant 8 Documents Required Attachment(s) (i) (ii) (iii) (iv) Copy of the document(s) (e.g. registration certificate that prove(s) the registration of NGO/CSO Proposal submission Form duly signed Annex-I Applicant Information Sheet Annex-II NGO/CSO Complete Profile 6 P a g e
CSO Capacity Assessment Tool PART II. ASSESSING CSO CAPACITY FOR PROJECT MANANGEMENT 2.1 Technical capacity Ability to implement a project INDICATOR AREAS FOR ASSESSMENT YES NO APPLICABLE DOCUMENTS/TOOLS Does the CSO have the technical skills required? 10 2.1.1 Specialization Does the CSO collect baseline information about its consituency? 10 Does the CSO have the knowledge needed?. Publications on activities, specific issues, analytical articles, policies. Reports from participation in international, regional, national or local meetings. Tools and methodologies. Evaluations and assessments Does the CSO keep informed about the latest techniques/competencies/policies/trends in its area of expertise? 7
Does the CSO have the skills and competencies that complement those of UNDP? 10 Does the CSO work with community organizations and does it have a clear social mobilization process? Does the CSO have access to relevant information/resources and experience? 2.1.2 Implementation Does the CSO have useful contacts and networks? Does the CSO know how to get baseline data, develop indicators?. Evaluations and Assessments. Methodologies/training materials. Use of tookits,indicators and benchmarks/capacity-development tools. Databases (of CBOs, partners, etc.) Does it apply effective approaches to reach its targets (i.e participatory methods) 2.1.3 Human resources Does the CSO staff possess adequate expertise and experience? 10 Does the CSO use local capacities (financial/human/other resources)?. Profile of staff, including expertise and professional experience. Staff turnover. Chart of assignments of roles and functions. Reports on technical experience from national or international agencies for operations and capacity-building 8
Does the CSO have a strong presence in the field? What is the CSO's capacity to coordinate between the field and the office? 2.2 Managerial capacity Ability to plan, monitor and co-ordinate activities INDICATOR AREAS FOR ASSESSMENT YES NO APPLICABLE DOCUMENTS/TOOLS Does the CSO produce clear, internally consistent proposals and intervention frameworks? 2.2.1 Planning, monitoring & evaluation Does the development of a programme include a regular review of the programme? Does the CSO hold annual programme or project review meetings?. Well-designed project and programme documents as well as evaluations and reports. Action/operational plans. Evaluation and monitoring reports Is strategic planning translated into operational activities? 9
Are there measurable objectives in the operational plan? Does the CSO report on its work to its donors, to its constituency, to CSOs involved in the same kind of work, to the local council, involved government ministries, etc.? 2.2.2 Reporting and performance track record Does the CSO monitor progress against indicators and evaluate its programme/project achievement?. Reports on performance. Reports to donors and other stakeholders. Internal and external evaluation and impact studies Does the CSO include the viewpoint of the beneficiaries in the design and review of its programming? 2.3 Administrative capacity Ability to provide adequate logistical support and infrastructure INDICATOR AREAS FOR ASSESSMENT YES NO APPLICABLE DOCUMENTS/TOOLS 2.3.1 Facilities and equipment Does the CSO possess logistical infrastructure and equipment? 10. Adequate logistical infrastructure: office facilities and space, basic equipment, utilities. Computer capability and library materials. Proper equipment for area of 10
specialisation/inventory to track property and cost Can the CSO manage and maintain equipment? 10 2.3.2 Procurement Does the CSO have the ability to procure goods, services and works on a transparent and competitive basis? 10. Standard contracts. Examples of how procurement is done. Written procedures for identifying the appropriate vendor, obtaining the best price, and issuing commitments 2.4 Financial capacity Ability to ensure appropriate management of funds INDICATOR AREAS FOR ASSESSMENT YES NO APPLICABLE DOCUMENTS/TOOLS 2.4.1 Financial management & funding resources Is there a regular budget cycle? 10 Does the CSO produce programme and project budgets? What is the maximum amount of money the CSO has managed? 10. Operating budgets and financial reports. List of core and non-core donors and years of funding. Written procedures ensuring clear records for payable, receivables, stock and inventory. Reporting system that tracks all commitments and expenditures against budgets by line 11
Does the CSO ensure physical security of advances, cash and records? 10 Does the CSO disburse funds in a timely and effective manner? Does the CSO have procedures on authority, responsiblity, monitoring and accountability of handling funds? Does the CSO have a record of financial stability and reliability? 2.4.2 Accounting system Does the CSO keep good, accurate and informative accounts? Does the CSO have the ability to ensure proper financial recording and reporting?. A bank account or bank statements. Audited financial statements. Good, accurate and informative accounting system. Written procedures for processing payments to control the risks through segregation of duties, and transaction recording and reporting 70% is the qualifying marks 210 12