وزارة الكهرباء والطاقة

Request for Proposals

Provision of digital communications services

UNDP/GEF Improving Energy Efficiency Project for Lighting & Appliances

Terms of Reference

وزارة الكهرباء والطاقة

Letter of Invitation

Developing Digital Campaign

25 May 2014

Dear Sir / Madam:

The “Improving Energy Efficiency of Lighting and Other Building Appliances” (IEEL&A)

hereby invites you to submit a Proposal to this Request for Proposal (RFP) for Developing a digital

awareness campaign for the project.

The proposal must be expressed in the English language and valid for a minimum of 90 days.

Three copies of your offer (one original and two copies), comprising of a Technical and

Financial Proposal, in separate sealed envelopes, should be submitted no later than Thursday

05/06/2014 and via email, courier mail or fax to the address below:

Dr Ibrahim Yassin

Project Manager

Project Title: Improving Energy Efficiency of Lighting and Other Building Appliances project

Address: 1, Maher Abaza street , Extension of Ramses Street, behind El Sekka El Hadid

club - 3rd

floor - Rural Electrification Building

Telephone & Fax number: 02 23422923- 23426924

E-mail address: ibrahim.yassin.mahmoud@gmail.com

A letter should be received by (IEEL&A) no later than Thursday 29/5/2014 advising whether your

company intends to submit or not a proposal.

Should you require further clarifications, kindly communicate with Dr Ibrahim Yassin

(Project Manager) as the focal point for queries on this RFP.

(IEEL&A) looks forward to receiving your proposal and thanks you in advance for your interest in

(IEEL&A) procurement opportunities.

Yours sincerely,

Dr Ibrahim Yassin

Project Manager

Improving Energy Efficiency Project

Section 2

Instructions to Proposers

A. Introduction

1. Definitions a) “Contract” refers to the agreement that will be signed by and between the (IEEL&A) project

and the successful proposer, all the attached documents thereto, including the General Terms

and Conditions (GTC) and the Appendices.

b) “Government” refers to the Government of Egypt that will be receiving the services

provided/rendered specified under the Contract.

c) “Instructions to Proposers refers to the complete set of documents with all information needed

and procedures to be followed in the course of preparing their Proposals

d) “LOI” (Section 1 of the RFP) refers to the Letter of Invitation sent by (IEEL&A) project to

Proposers.

e) “Material Deviation” refers to any contents or characteristics of the proposal that is

significantly different from an essential aspect or requirement of the RFP, and:

(i) substantially alters the scope and quality of the requirements;

(ii) limits the rights of (IEEL&A) project and/or the obligations of the proposer; and

(iii) adversely impacts the fairness and principles of the procurement process, such as

those that compromise the competitive position of other proposers.

f) “Offers” refers to the Proposer’s response to the Request for Proposal, including the Proposal

Submission Form, Technical and Financial Proposal and all other documentation attached

thereto as required by the RFP.

g) “Proposer” refers to any legal entity that may submit, or has submitted, a Proposal for the

provision of services requested by (IEEL&A) project through this RFP.

h) “RFP” refers to the Request for Proposals consisting of instructions and references prepared by

(IEEL&A) project for purposes of selecting the best service provider to perform the services

described in the Terms of Reference.

i) “Services” refers to the entire scope of tasks and deliverables requested by (IEEL&A) project

under the RFP.

j) “Supplemental Information to the RFP” refers to a written communication issued by

(IEEL&A) project to prospective Proposers containing clarifications, responses to queries

received from prospective Proposers, or changes to be made in the RFP, at any time after the

release of the RFP but before the deadline for the submission of Proposals.

k) “Terms of Reference” (TOR) refers to the document included in this RFP as Section3 which

describes the objectives, scope of services, activities, tasks to be performed, respective

responsibilities of the proposer, expected results and deliverables and other data pertinent to

the performance of the range of duties and services expected of the successful proposer.

2. General:

1. IEEL&A project hereby solicits Proposals in response to this Request for Proposal (RFP).

Proposers must strictly adhere to all the requirements of this RFP. No changes, substitutions or

other alterations to the rules and provisions stipulated in this RFP may be made or assumed

unless it is instructed or approved in writing by IEEL&A project in the form of Supplemental

information to the RFP.

2. Submission of a Proposal shall be deemed as an acknowledgement by the Proposer that all

obligations stipulated by this RFP will be met and, unless specified otherwise, the Proposer has

read, understood and agreed to all the instructions in this RFP.

3. Any Proposal submitted will be regarded as an offer by the Proposer and does not constitute or

imply the acceptance of any Proposal by IEEL&A project.

4. IEEL&A project is under no obligation to award a contract to any Proposer as a result of this

RFP.

3. Purpose of RFP:

The purpose of this RFP is to request offers for The (IEEL&A) requesting assistance to hire a

company to provide online marketing campaign that includes website design, maintenance and

community management on social media as per the attached TOR (section 3)

B. Solicitation Documents

1. Contents of solicitation documents

Proposers are required to complete, sign and submit the following documents:

1- Proposal Submission Cover Letter Form

2- Technical Proposal (see prescribed form in RFP Section 5);

3- Financial Proposal (see prescribed form in RFP Section 6);

Proposers must offer services for the total requirement. Proposals offering only part of the

requirement will be rejected. The Proposer is expected to examine all corresponding instructions,

forms, terms and specifications contained in the Solicitation Documents. Failure to comply with

these documents will be at the Proposer’s risk and may affect the evaluation of the Proposal.

2. Clarification of solicitation documents

A prospective Proposer requiring any clarification of the Solicitation Documents may notify the

procuring (IEEL&A) project in writing at the mailing address or fax number indicated in the letter

of invitation of this RFP. (IEEL&A) project will respond in writing to any request for clarification

of the Solicitation Documents that it receives earlier than two weeks prior to the deadline for the

submission of Proposals. Written copies of the response (including an explanation of the query but

without identifying the source of inquiry) will be sent to all prospective Proposers that has received

the Solicitation Documents.

3. Amendments of solicitation documents

At any time prior to the deadline for submission of Proposals, the procuring (IEEL&A) project

may, for any reason, whether at its own initiative or in response to a clarification requested by a

prospective Proposer, modify the Solicitation Documents by amendment.

All prospective Proposers that have received the Solicitation Documents will be notified in writing

of all amendments to the Solicitation Documents and will be requested to acknowledge in writing

receiving these amendment.

In order to afford prospective Proposers reasonable time in which to take the amendments into

account in preparing their offers, (IEEL&A) project may, at its discretion, extend the deadline for

the submission of Proposals.

C. Preparation of Proposals

1. Cost of proposal

The Proposer shall bear all costs associated with the preparation and submission of the Proposal,

the (IEEL&A) project will in no case be responsible or liable for those costs, regardless of the

conduct or outcome of the solicitation.

2. Language of the proposal

The Proposals prepared by the Proposer and all correspondence and documents relating to the

Proposal exchanged by the Proposer and (IEEL&A) project shall be written in the English

language. Any printed literature furnished by the Proposer may be written in another language so

long as accompanied by an English translation of its pertinent passages in which case, for purposes

of interpretation of the Proposal, the English translation shall govern.

3. Documents comprising the proposal

The Proposal shall comprise the following components:

a) Proposal Submission Form The Proposer shall submit the Proposal Submission Form using the form provided in

Section 4 of this RFP.

b) Technical Proposal Content The Proposer shall structure the Technical Proposal as follows and shall fulfill the

requirements mentioned in section 5 of this RFP:

Management Structure and Key Personnel – This should include the

comprehensive curriculum vitae (CVs) of key personnel that will be assigned to

support the implementation of the proposed methodology, clearly defining the

roles and responsibilities vis-à-vis the proposed methodology. CVs should

establish competence and demonstrate qualifications in areas relevant to the

TOR.

In complying with this section, the Proposer assures and confirms to IEEL&A

project that the personnel being nominated are available for the Contract on the

dates proposed. If any of the key personnel later becomes unavailable, except

for unavoidable reasons such as death or medical incapacity, among other

possibilities, IEEL&A project reserves the right to consider the proposal non-

responsive. Any deliberate substitution arising from unavoidable reasons,

including delay in the implementation of the programme through no fault of the

Proposer shall be made only with IEEL&A project's acceptance of the

justification for substitution, and IEEL&A project 's approval of the

qualification of the replacement who shall be either of equal or superior

credentials as the one being replaced.

Expertise of Firm/Organization – this section should provide details regarding

management structure of the organization, organizational capability/resources,

and experience of organization/firm, the list of projects/contracts (both

completed and on-going, domestic and international if any ) which are related or

similar in nature to the requirements of the RFP, and proof of financial stability

and adequacy of resources to complete the services required by the RFP (see

Section 6 for further details). The same shall apply to any other entity

participating in the RFP as a Joint Venture or Consortium.

Proposed Methodology, Approach and Implementation Plan – this section

should demonstrate the Proposer’s response to the Terms of Reference by

identifying the specific components proposed, how the requirements shall be

addressed, as specified, point by point; providing a detailed description of the

essential performance characteristics proposed; identifying the works/portions

of the work that will be subcontracted; and demonstrating how the proposed

methodology meets or exceeds the specifications, while ensuring

appropriateness of the approach to the local conditions and the rest of the

project operating environment. This methodology must be laid out in an

implementation timetable that is within the duration of the contract.

c) Financial Proposals

The Financial Proposal shall be prepared using the attached standard form (Section 6). It

shall list all major cost components associated with the services, and the detailed breakdown

of such costs. All outputs and activities described in the Technical Proposal must be priced

separately on a one-to-one correspondence. Any output and activities described in the

Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included

in the prices of other activities or items, as well as in the final total price.

4. Proposal currencies

All prices shall be quoted in Egyptian Pounds L.E .

5. Period of validity of proposals

Proposals shall remain valid for sixty (60) days after the date of Proposal submission prescribed by

the (IEEL&A) project, pursuant to the deadline clause. A Proposal valid for a shorter period may

be rejected by the procuring (IEEL&A) project on the grounds that it is non-responsive.

In exceptional circumstances, the (IEEL&A) project may solicit the Proposer’s consent to an

extension of the period of validity. The request and the responses thereto shall be made in writing.

An Proposer granting the request will not be required nor permitted to modify its Proposal.

6. Format and signing of proposals

The Proposer shall prepare two copies of the Proposal, clearly marking each “Original Proposal”

and “Copy of Proposal” as appropriate. In the event of any discrepancy between them, the original

shall govern.

The two copies of the Proposal shall be typed or written in indelible ink and shall be signed by the

Proposer or a person or persons duly authorized to bind the Proposer to the contract. The latter

authorization shall be indicated by written power-of-attorney accompanying the Proposal.

A Proposal shall contain no interlineations, erasures, or overwriting except, as necessary to correct

errors made by the Proposer, in which case such corrections shall be initialed by the person or

persons signing the Proposal.

7. Submission of Proposals a) The Financial Proposal and the Technical Proposal Envelopes MUST BE COMPLETELY

SEPARATE and each of them must be submitted sealed individually and clearly marked

on the outside as either “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL”, as

appropriate. Each envelope MUST clearly indicate the name of the Proposer. The outer

envelopes shall bear the address of IEEL&A project as specified in the Letter of

Invitation and shall include the Proposer’s name and address, as well as a warning that

state “not to be opened before the time and date for proposal opening” as specified in the

Letter of Invitation . The Proposer shall assume the responsibility for the misplacement

or premature opening of Proposals due to improper sealing and labeling by the Proposer.

b) Proposers submitting Proposals by mail or by hand shall enclose the original and each

copy of the Proposal, in separate sealed envelopes, duly marking each of the envelopes as

“Original Proposal” and “Copy of Proposal” as appropriate. The 2 envelopes shall then

be sealed in an outer envelope. The number of copies required shall be as specified in the

Letter of Invitation. In the event of any discrepancy between the contents of the “Original

Proposal” and the “Copy of Proposal”, the contents of the original shall govern. The

original version of the Proposal shall be signed or initialed by the Proposer or person(s)

duly authorized to commit the Proposer on every page. The authorization shall be

communicated through a document evidencing such authorization issued by the highest

official of the firm, or a Power of Attorney, accompanying the Proposal.

The outer envelope shall be addressed to::–

Dr Ibrahim Yassin

Project Manager

Project Title: Improving Energy Efficiency of Lighting and Other Building Appliances project

Address: 1, Maher Abaza street, Extension of Ramses Street, behind El Sekka El Hadid club

3rd floor - Rural Electrification Building

Telephone &Fax number: + 02 23422923- 23426924

E-mail address: ibrahim.yassin.mahmoud@gmail.com

and marked with –

“RFP: Services for “Developing online marketing campaign that includes website design, maintenance

and community management on social media” Note, if the inner envelopes are not sealed and marked

as per the instructions in this clause,

(IEEL&A) project will not assume responsibility for the Proposal’s misplacement or premature

opening.

c) Deadline for submission of proposals

Proposals must be received by the (IEEL&A) project at the above mentioned address no

later than Thursday 29/5/2014 14:00pm, Cairo local time.

The ( IEEL&A) project may, at its own discretion extend this deadline for the

submission of Proposals by amending the solicitation documents, in which case all rights

and obligations of the procuring IEEL&A project entity and Proposers previously

subject to the deadline will thereafter be subject to the deadline as extended.

d) Late Proposals

Any Proposal received by (IEEL&A) project after the deadline for submission of

proposals, will be rejected.

e) Modification and withdrawal of Proposals

o The Proposer may withdraw its Proposal after the Proposal’s submission,

provided that written notice of the withdrawal is received by the (IEEL&A)

project prior to the deadline prescribed for submission of Proposals.

o The Proposer’s withdrawal notice shall be prepared, sealed, marked, and

dispatched . The withdrawal notice may also be sent by telex or fax but followed

by a signed confirmation copy.

o No Proposal may be modified subsequent to the deadline for submission of

proposals.

o No Proposal may be withdrawn in the Interval between the deadline for

submission of proposals and the expiration of the period of proposal validity

specified by the Proposer on the Proposal Submission Form.

E. Opening of Proposals

a) Opening of proposals

The (IEEL&A) project will open the Proposals in the presence of a Committee headed

by the project Manager of (IEEL&A) project.

b) Clarification of proposals

To assist in the examination, evaluation and comparison of Proposals, (IEEL&A) project

may at its discretion, ask the Proposer for clarification of its Proposal. The request for

clarification and the response shall be in writing and no change in price or substance of the

Proposal shall be sought, offered or permitted.

c) Preliminary examination

The ( IEEL&A) project will examine the Proposals to determine whether they are complete,

whether any computational errors have been made, whether the documents have been properly

signed, and whether the Proposals are generally in order.

Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the

unit price and the total price that is obtained by multiplying the unit price and quantity, the unit

price shall prevail and the total price shall be corrected. If the Proposer does not accept the

correction of errors, its Proposal will be rejected. If there is a discrepancy between words and

figures the amount in words will prevail.

Prior to the detailed evaluation, the ( IEEL&A) project will determine the substantial

responsiveness of each Proposal to the Request for Proposals (RFP). For purposes of these

Clauses, a substantially responsive Proposal is one which conforms to all the terms and conditions

of the RFP without material deviations. The ( IEEL&A) project determination of a Proposal’s

responsiveness is based on the contents of the Proposal itself without recourse to extrinsic

evidence.

A Proposal determined as not substantially responsive will be rejected by the (IEEL&A) project

and may not subsequently be made responsive by the Proposer by correction of the non-

conformity.

F. EVALUATION OF PROPOSALS

The evaluation team shall review and evaluate the Technical Proposals on the basis of their

responsiveness to the Terms of Reference and other documentation provided, applying the evaluation

criteria, sub-criteria, and point system specified in the Data Sheet (Each responsive Proposal will be

given a technical score. A Proposal shall be rendered non-responsive at this stage if it does not

substantially respond to the RFP particularly the demands of the Terms of Reference, which also

means that it fails to achieve the minimum technical score indicated in the Data Sheet.

In the second stage, only the Financial Proposals of those Proposers who achieve the minimum

technical score will be opened for evaluation for comparison and review. The Financial Proposal

Envelopes corresponding to Proposals that did not meet the minimum passing technical score shall be

returned to the Proposer unopened. The overall evaluation score will be based either on a combination

of the technical score and the financial offer, or the lowest evaluated financial proposal of the

technically qualified Proposers. Overall Score = Technical Score *0.7 + Financial Score *0.3

Technical Evaluation Criteria

Summary of Technical Proposal

Evaluation Forms

Score

Weight

Points

Obtainable

Company / Other Entity

A B C D E

1.

Expertise and reputation of Firm

/ Organization submitting

Proposal

20%

200

2.

Technical specifications of the

proposed on board emission

measuring system

50% 500

3. Qualifications of the proposed

training team 30% 300

Total 1000

G. Award of Contract a) Award criteria, award of contract

The ( IEEL&A) project reserves the right to accept or reject any Proposal, and to annul

the solicitation process and reject all Proposals at any time prior to award of contract,

without thereby incurring any liability to the affected Proposer or any obligation to inform

the affected Proposer or Proposers of the grounds for the Purchaser’s action

Prior to expiration of the period of proposal validity, the (IEEL&A) project will award

the contract to the qualified Proposer whose proposal after being evaluated is considered

to be the most responsive to the needs of the (IEEL&A) project as per the ToR and

activity concerned.

b) (IEEL&A) project right to vary requirements at time of award The ( IEEL&A) project reserves the right at the time of award of contract to vary the quantity of

services and goods specified in the RFP without any change in price or other terms and

conditions.

c) Signing of the contract

Within 30 days of receipt of the contract the successful Proposer shall sign and date the

contract and return it to the (IEEL&A) project.

Section 3

Terms of Reference (TOR) for

Developing online marketing campaign

1. BACKGROUND INFORMATION

The UNDP/GEF Improving Energy Efficiency Project for Lighting and Appliances (IEEL&A) is a project that is

jointly financed by United Nations Developing Program (UNDP) and Global Environment Facility (GEF) and its overall goal is to improve the energy efficiency of lighting and household appliances, and transform the Egyptian market towards using efficient equipment.

The (IEEL&A) website (www.eeiggr.com) has been online since April 2009 and during 2012, the (IEEL&A) has

improved the contents of the website and added the Arabic language option.

However the website still lacks a clear organization of the contents and stunning design.

The (IEEL&A) social media presence has been recently launched and focuses mostly on Twitter and Facebook, with a growing amount of interest and followers. The (IEEL&A) also has a YouTube account.

2. OBJECTIVE The (IEEL&A) is searching for a company to design and implement an online marketing campaign that includes website design, maintenance and community management on social media

3. SCOPE OF WORK

Review and assess the IEEL&A existing project website

Identify the targeted audience for the online social campaign

Build a modern, easy to navigate, dynamic and interactive website for the project using open source tools and technologies for more stability. The interface must show properly on all screen sizes (Mobile, Tablets, and Desktops).

Integrate the website with social media tools including Facebook, twitter, YouTube, online presentations…etc.

Provide a webhosting and maintenance of the website for a period of months Train the project staff on developing, editing, upgrading, adding new content and maintaining the

website and other social media tools

Test the new website prior to its launch and make sure of hosting all IEEL&A digital contents online, including all the pages of the website.

Submit monthly reports including statistical analysis outlining key facts and figures of the previous month, such as number of unique visitors, visits, bounce rate…etc.

Design a digital newsletter and provide a mailing list including categorized groups of interested people

Design a brochure and (three) different flyers for the project

Develop special pages to advertise the project events (such as: conferences, call for applicants, etc.) including registration forms, agendas, social media integration, questionnaires, speakers’ profiles...etc. and define the best strategy to promote these pages

Establish links and partnerships with other parties to build awareness such as: IEEE, SIFE, Egyptian VCs

Deliverables:

An assessment report of the IEEL&A’s current website and social media channels. The report will also include the proposed design and content of the new website based on a standard Open Source including at least the following features to guarantee its accessibility such as:

o Videos relating to activities such as education programmes, archive of conferences...

o Events pages

o Basic news

o Banners and Infographics

o Powerpoint presentations

o IEEL&A innovations

o Entrepreneurship and successes stories

o NGOs testimonies

o Social Media preview (e.g Twitter feed)

o Links to related websites

o Job offers to volunteers

o Call for experts, procurement…etc. Bilingual (Arabic/English) website and associated social media tools such as Facebook, Twitter and

YouTube in addition to specific pages development on social media sites, promotional pages, landing

pages for various sectors and stakeholder. An optimized version of the website and social media for

mobile device usage, and develop the applications for smartphones (e.g iPhone, Android...) and other

portable devices will also be provided.

Complete design of newsletter, project brochure and flyers reading for printing and/or distribution as well

as a database (‘mailing categorized groups list’) of 10,000 of interested people.

Training on all aspects related to building, maintaining and community management of all developed

communication channels

Hosting of website and monthly statistical analysis reports on access to the social media pages for six

months

Contacts with interested groups

4. Time schedule:

This is a tentative time schedule for the activities but the consultant has to submit in the proposal a detailed workplan for activities

Activity Weeks

Build Website (English) 4

Build Website creation (Arabic) 2

Build links to social Media (Facebook, Twitter, YouTube) 2

Test website 1

Prepare Landing pages 3

Brochures and flyers 2

Banners & Info-graphics 3

Provide training to project staff 1

The Market Plan 3

Partnerships 2

Statistical analysis reports 1

Total 24

The estimated time to accomplish this task is 6 months starting next day to signing the contract.

Section 4

PROPOSAL SUBMISSION FORM

Dear Sir / Madam,

Having examined the Solicitation Documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to provide Professional Consulting services

(profession/activity for project/programme/office) for the sum as may be ascertained in

accordance with the Price Schedule attached herewith and made part of this Proposal.

We undertake, if our Proposal is accepted, to commence and complete delivery of all

services specified in the contract within the time frame stipulated.

We agree to abide by this Proposal for a period of 60 days from the date fixed for

opening of

Proposals in the Invitation for Proposal, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period.

We understand that you are not bound to accept any Proposal you may receive.

Dated this day /month of year

D. Signature

Section 5

Section1

Technical Proposal Form

TECHNICAL PROPOSAL FORMAT

Note: Technical Proposals not submitted in this format may be rejected. The financial

proposal should be included in separate envelope.

Name of Organization / Firm:

Country of Registration:

Name of Contact Person

Address:

Phone / Fax:

Email:

SECTION 1: EXPERTISE OF FIRM/ ORGANISATION

This section should fully explain the Proposer’s resources in terms of personnel and facilities necessary for the

performance of this requirement. All contents of this section may be modified or expanded depending on the evaluation

criteria stated in the RFP.

1.1 Brief Description of Proposer as an Entity: Provide a brief description of the organization / firm submitting

the proposal, its legal mandates/authorized business activities, the year and country of incorporation, types of

activities undertaken, and approximate annual budget, etc. Include reference to reputation, or any history of

litigation and arbitration in which the organisation / firm has been involved that could adversely affect or

impact the performance of services, indicating the status/result of such litigation/arbitration.

1.2. Financial Capacity: Provide the latest Audited Financial Statement (Income Statement and Balance

Sheet) duly certified by a Public Accountant, and with authentication of receiving by the Government’s

Internal Revenue Authority. Include any indication of credit rating, industry rating, etc.

1.3. Track Record and Experiences: Provide the following information regarding corporate experience within

the last five (5) years which are related or relevant to those required for this Contract.

Project

Name

Client Contract

Value

Period

of

activity

Types of

activities

undertaken

Status or

Date

Completed

References Contact Details

(Name, Phone, Email)

SECTION 2

APPROACH AND IMPLEMENTATION PLAN

This section should demonstrate the Proposer’s responsiveness to the TOR by identifying the specific components

proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential

performance characteristics proposed; and demonstrating how the proposed methodology meets or exceeds the

requirements.

2.1. Approach to the Service/Work Required: Please provide a detailed description of the methodology for

how the organisation/firm will achieve the Terms of Reference of the project, keeping in mind the

appropriateness to local conditions and project environment.

2.2. Technical Quality Assurance Review Mechanisms: The methodology shall also include details of the

Proposer’s internal technical and quality assurance review mechanisms.

2.3 Implementation Timelines: The Proposer shall submit a Project Schedule indicating the detailed sequence

of activities that will be undertaken and their corresponding timing.

2.4. Subcontracting: Explain whether any work would be subcontracted, to whom, how much percentage of

the work, the rationale for such, and the roles of the proposed sub-contractors. Special attention should be

given to providing a clear picture of the role of each entity and how everyone will function as a team.

2.5. Risks / Mitigation Measures: Please describe the potential risks for the implementation of this project 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.

2.6. Reporting and Monitoring: Please provide a brief description of the mechanisms proposed for this project

for reporting to the UNDP and partners, including a reporting schedule.

2.7. Anti-Corruption Strategy: Define the anti-corruption strategy that will be applied in this project to

prevent the misuse of funds. Describe the financial controls that will be put in place.

2.8. Partnerships: Explain any partnerships with local, international or other organizations that are planned for

the implementation of the project. Special attention should be given to providing a clear picture of the role of

each entity and how everyone will function as a team. Letters of commitment from partners and an indication

of whether some or all have successfully worked together on other previous projects is encouraged.

2.9 Statement of Full Disclosure: This is intended to disclose any potential conflict in accordance with the

definition of “conflict” under Section 4 of this document, if any.

2.10 Other: Any other comments or information regarding the project approach and methodology that will be

adopted.

SECTION 3

PERSONNEL

3.1 Management Structure: Describe the overall management approach toward planning and

implementing this activity. Include an organization chart for the management of the project describing

the relationship of key positions and designations.

3.2 Staff Time Allocation: Provide a spreadsheet will be included to show the activities of each staff

member and the time allocated for his/her involvement. (Note :This spreadsheet is crucial and no

substitution of personnel will be tolerated once the contract has been awarded except in extreme

circumstances and with the written approval of the UNDP. If substitution is unavoidable it will be

with a person who, in the opinion of the UNDP project manager, is at least as experienced as the

person being replaced, and subject to the approval of UNDP. No increase in costs will be considered

as a result of any substitution.)

3.3 Qualifications of Key Personnel. Provide the CVs for key personnel (Team Leader, Managerial and

general staff) that will be provided to support the implementation of this project. CVs should demonstrate

qualifications in areas relevant to the Scope of Services. Please use the format below:

Name:

Position for this Contract:

Nationality:

Contact information:

Countries of Work

Experience:

Language Skills:

Educational and other

Qualifications:

Summary of Experience: Highlight experience in the region and on similar projects.

Relevant Experience (From most recent):

Period: From – To Name of activity/ Project/

funding organisation, if

applicable:

Job Title and Activities

undertaken/Description of actual

role performed:

e.g. Jun. 2004-Jan. 2005

Etc.

Etc.

References no.1

(minimum of 3):

Name

Designation

Organization

Contact Information – Address; Phone; Email; etc.

Reference no.2 Name

Designation

Organization

Contact Information – Address; Phone; Email; etc.

Reference no.3 Name

Designation

Organization

Contact Information – Address; Phone; Email; etc.

Declaration:

I confirm my intention to serve in the stated position and present availability to serve for the term of the

proposed contract. I also understand that any wilful misstatement described above may lead to my

disqualification, before or during my engagement.

_________________________________________________

__________________________

Signature of the Nominated Team Leader/Member Date Signed

Section 6

Financial Proposal Form

The Proposer is required to prepare the Financial Proposal in an envelope separate from the rest of the

RFP as indicated in the Instruction to Proposers.

The Financial Proposal must provide a detailed cost breakdown. Provide separate figures for each

functional grouping or category.

Any estimates for cost-reimbursable items, such as travel and out-of-pocket expenses, should be listed

separately.

The format shown on the following pages is suggested for use as a guide in preparing the Financial

Proposal. The format includes specific expenditures, which may or may not be required or applicable

but are indicated to serve as examples.

Cost Breakdown by Cost Component:

The Proposers are requested to provide the cost breakdown for the above given prices for each

deliverable based on the following format. IEEL&A project shall use the cost breakdown for the price

reasonability assessment purposes as well as the calculation of price in the event that both parties have

agreed to add new deliverables to the scope of Services.

Description of Activity Remuneration

per Unit of

Time (e.g.,

day, month,

etc.)

Total Period of

Engagement

No. of Personnel Total Rate for the

Period

I. Personnel Services

1. Services from Home Office

a. Expertise 1

b. Expertise 2

II. Out of Pocket Expenses

1. Travel Costs

2. Daily Allowance

3. Communications

4. Reproduction

5. Equipment Lease

6. Others

III. Other Related Costs