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 1 of 7 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 2 of 7 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 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 3 of 7 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. 1 http://www.timeanddate.com/worldclock/city.html?n=69 UNFPA/PAK/RFQ/015/S-01 4 of 7 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 5 of 7 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 6 of 7 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 7 of 7
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