United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
Date: [26 April 2015]
REQUEST FOR QUOTATION
RFQ Nº UNFPA/PAK/RFQ/15/S-02
Dear Sir/Madam,
UNFPA hereby solicits a quotation for the following service:
“[Hiring of Rapporteur to Facilitate National Consultative Forum ICPD beyond 2014 ]”.
UNFPA requires the provision of [Hiring of Rappoteur to facilitate National Consultative Forum- ICPD
beyond 2014..
This Request for Quotation is open to all individual consultants/legally-constituted companies/firms 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 child birth 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 – Service Requirements/Terms of Reference (ToR)
Terms of Reference
Hiring of Rapporteur to Facilitate
National Consultative Forum
ICPD beyond 2014
Background:
In its resolution 65/234, the General Assembly called upon UNFPA, in consultation with Member
States and in cooperation with all relevant organizations, to undertake an operational review of the
implementation of the Programme of Action on the basis of the highest-quality data and analysis of the
state of population and development and taking into account the need for a systematic, comprehensive
and integrated approach to population and development issues, that would respond to new challenges
and to the changing development environment, reinforcing the integration of the population and
development agenda into global processes related to development. Furthermore, the Assembly
encouraged Governments to review the progress achieved and the constraints faced therein in the
implementation of the Programme of Action at the national level and in the context of international
cooperation.
UNFPA/PAK/RFQ/015/S-01
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
In order to follow up on the findings and recommendations of the ICPD operational Review and its
links with the Post-2015, UNFPA Country Office is in the process of organizing the National
Consultative Forums (NFC) with a view to: a) sharing the results of the ICPD Review and; b) facilitating
national stakeholders to engage in policy dialogue in order to come up with a country specific follow
up Action Plan aimed at reinforcing the integration of the ICPD Beyond 2014 into National
Development Plans and ultimately achieving national development objectives. The Proposed national
consultation is an effort to foster a shared understanding of ICPD beyond 2014 findings and
recommendations with the following ultimate aims;
Identify priorities for implementation of the ICPD Beyond 2014 through an inclusive consultative
national process that involves all key stakeholders. Strengthen national-level commitment for to the
implementation of the ICPD beyond 2014 framework of actions ;
Build ownership and alliances with participating stakeholders at the national level to ensure the ICPD
agenda is an integral part of the broader development agenda beyond 2015
UNFPA Country Office is planning to hire a consultant, who will be work closely with the Ministry of
Planning, Development & Reform and Ministry of National Health Services, Regulations and
Coordination (MoNHSR&C) to facilitate the National Consultation Forum and its process. He/She will
work in close collaboration with the UNFPA team as well as the government authorities and other
stakeholders in all matters related to the consultation process including provision of technical
guidance.
The Rapporteur is expected to;
The Rapporteur will work in three phases and for a total 8 working days:
1.
Preparatory meetings before NCF
 The rapporteur will attend preparatory meetings (along with facilitator) with UNFPA
team, Ministry of Planning, Development & Reform and Ministry of National Health
Services, Regulations and Coordination (MoNHSR&C) and other relevant stakeholders
on a mutual dates before the commencement of the NCF to better understand his/her
role.
 Review the NCF objectives as well as all the background notes, guidelines and
workshop materials to be provided by UNFPA.
2.
Report writing during NCF
 The rapporteur will ensure an accurate and structured recording of the deliberations of
the National Consultation Forum.


S/he will be responsible for taking notes during the session and preparing a report of
the session’s proceedings as follows:
o A summary of key points made during the presentation.
o An accurate record of key points made during the discussions.
o A synopsis of key recommendations/actions points emanating from the
presentation and from the discussions.
o An analysis of key points and recommendations as they relate to the NCF
proceedings.
S/he will provide a daily summary of the previous days’ key highlights at the beginning
of the second day of NCF.
UNFPA/PAK/RFQ/015/S-01
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org

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
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3.
S/he will attend the NCF for the full duration of the programme, including the
facilitators’ sessions and other meetings that may be deemed necessary by the
organizers of the NCF.
The rapporteur is expected to work with his/her own equipment including a lap top
and any other equipment needed for the scope of these TORs.
The rapporteur will work closely with NCF Facilitator in order to harmonize key issues
and recommendations in the light of ICPD Beyond 2014 reporting guidelines.
Provide a written draft summary before the end of the NCF and/or of workshop
sessions (if requested by the meeting facilitator for the latter) of the days’ sessions and
proceedings; recommendations and any action points that have been agreed upon.
To ensure that all stakeholders’ views are captured.
Finalizing the report after the NCF


The rapporteur should deliver the draft report within 2 weeks of the closure of the
workshop and deliver a final report one week after receiving final comments on the
draft.
Provide a professionally written, accurate and analytical report in soft copy of the
report according to the format provided and the below mentioned timeframe:
Deliverables:

Draft and Final Report of the NCF (including an executive summary) in the light of ICPD
beyond 2014 reporting guideline in the proposed format according to the below mentioned
timeline.
Profile of the Consultant:
The rapporteur will be an independent consultant with proven experience in similar assignments,
with strong report writing skills. The candidate will have a minimum qualification of a Masters’ Degree
in Health/Business/Development/Economics/Demography/Journalism/Politics or related fields.
Additional training or qualification in report writing is an added advantage.
Timeframe; 25 working days
The Rapporteur will work for a total of 25 working days over a period of about 1.5 month.
It is envisaged that the consultant would spend approximately:
Task
Review the meeting objectives as well as all the background notes, guidelines and
workshop materials to be provided by UNFPA
Preparatory meetings before Workshop getting familiarized with the meeting agenda
Preparation for the meeting
Note taking during meeting
Meeting report structure
1st draft of the meeting report
Compile comments and develop 2nd draft
Final report (including revision of 2nd draft based on comments)
UNFPA/PAK/RFQ/015/S-01
# of Days
2
4
1
2
1
10
3
2
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
II.
Questions
Questions or requests for further clarifications should be submitted in writing to the contact person below:
Name of contact person at UNFPA:
Tel Nº:
Fax Nº:
Email address of contact person:
Shafiq Qureshi
0518354834
0518355966
[email protected]
The deadline for submission of questions is [insert date, time, and time zone]. Questions will be answered
in writing and shared with all parties as soon as possible after this deadline.
III.
Content of quotations
Quotations should be submitted in a single envelop, Quotations must contain:
a) Technical proposal, in response to the requirements outlined in the service requirements / TORs.
b) Price quotation, to be submitted strictly in accordance with the price quotation form.
Both parts of the quotation must be signed by the bidding company’s/Individual consultant relevant
authority and submitted in hard copy.
IV.
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 courier to the contact person indicated below
no later than : 10th May 2015 by 1400Hours Islamabad Time]1.
Name of contact person at UNFPA:
address of contact person:
Shafiq Qureshi
UNFPA Pakistan, 2nd Floor Serena Business Complex
Khyaban e Suharwardy Islamabad
Please note the following guidelines for electronic submissions:
The following reference must be included in the email subject line: RFQ Nº UNFPA/PAK/RFQ/15/s-01
Hiring of National Consultant to Facilitate
National Consultative Forum
ICPD beyond 2014
 . Proposals that do not contain the correct address may be overlooked by the procurement officer and
therefore not considered.
V.
Overview of Evaluation Process
Quotations will be evaluated based on the technical proposal and the total cost of the services (price
quote).
The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals
will be evaluated for technical compliance prior to the comparison of price quotes.
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UNFPA/PAK/RFQ/015/S-01
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
VI.
Award Criteria
UNFPA shall award a Professional Services Contract to the lowest-priced most technically acceptable offer.
VII.
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.
VIII.
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.
IX.
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 Office of Audit
and Investigation Services of UNFPA as well as with any other oversight entity authorized by the Executive
Director of UNFPA 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 contract, 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.
X.
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.
XI.
RFQ Protest
Bidder(s) perceiving that they have been unjustly treated in connection with the solicitation or award of a
contract may submit a complaint directly to the Head of Office at [email protected]. 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 [email protected].
XII.
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/PAK/RFQ/015/S-01
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
PRICE QUOTATION FORM
Name of Bidder:
Date of the quotation:
Request for quotation Nº:
Currency of quotation:
Delivery charges based on the
following 2010 Incoterm:
Validity of quotation:
Click here to enter a date.
UNFPA/CCC/RFQ/YY/NNN
USD
Choose an item.
(The quotation shall 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.
Example Price Schedule below: [Delete after properly completing the Price Schedule, also develop excel
version]
Item
Description
Number &
Description
of Staff by
Level
Hourly
Rate
Hours to
be
Committed
Total
1. Professional Fees
Total Professional Fees
$$
Total Out of Pocket Expenses
Total Contract Price
(Professional Fees + Out of Pocket Expenses)
$$
2. Out-of-Pocket expenses
$$
Vendor’s Comments:
I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed
RFQ UNFPA/CCC/RFQ/YY/NNN 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.
Click here to enter a
date.
Name and title
UNFPA/PAK/RFQ/015/S-01
Date and place
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United Nations Population Fund
Procurement Unit
nd
2 Floor Serena Business Complex
Khyaban e Suharwardy Islamabad Pakistan
E-mail: [email protected]
Web site: www.unfpa.org
UNFPA/PAK/RFQ/015/S-01
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