Section 6: Returnable Bidding Forms / Checklist

This form serves as a checklist for preparation of your Proposal. Please complete the Returnable
Bidding Forms in accordance with the instructions in the forms and return them as part of your
Proposal submission. No alteration to format of forms shall be permitted and no substitution shall be
accepted.

Before submitting your Proposal, please ensure compliance with the Proposal Submission instructions
of the BDS 22.

Technical Proposal:

Have you duly completed all the Returnable Bidding Forms?

 Form A: Technical Proposal Submission Form
 Form B: Bidder Information Form
 Form C: Joint Venture/Consortium/ Association Information Form
 Form D: Qualification Form
 Form E: Format of Technical Proposal
 Form H: Proposal Security Form
Have you provided the required documents to establish compliance
with the evaluation criteria in Section 4?

Financial Proposal
(Must be submitted in a password protected PDF file)
 Form F: Financial Proposal Submission Form
 Form G: Financial Proposal Form
Form A: Technical Proposal Submission Form

Name of Bidder: [Insert Name of Bidder] Date: Select date

RFP reference: [Insert RFP Reference Number]

We, the undersigned, offer to provide the services for [Insert Title of services] in accordance with your
Request for Proposal No. [Insert RFP Reference Number] and our Proposal. We are hereby submitting
our Proposal, which includes this Technical Proposal and our Financial Proposal sealed under a
separate envelope.
We hereby declare that our firm, its affiliates or subsidiaries or employees, including any
JV/Consortium /Association members or subcontractors or suppliers for any part of the contract:
a) is not under procurement prohibition by the United Nations, including but not limited to
prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists;
b) have not been suspended, debarred, sanctioned or otherwise identified as ineligible by any
UN Organization or the World Bank Group or any other international Organization;
c) have no conflict of interest in accordance with Instruction to Bidders Clause 4;
d) do not employ, or anticipate employing, any person(s) who is, or has been a UN staff member
within the last year, if said UN staff member has or had prior professional dealings with our
firm in his/her capacity as UN staff member within the last three years of service with the UN
(in accordance with UN post-employment restrictions published in ST/SGB/2006/15);
e) have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and
there is no judgment or pending legal action against them that could impair their operations
in the foreseeable future;
f) undertake not to engage in proscribed practices, including but not limited to corruption,
fraud, coercion, collusion, obstruction, or any other unethical practice, with the UN or any
other party, and to conduct business in a manner that averts any financial, operational,
reputational or other undue risk to the UN and we embrace the principles of the United Nations
Supplier Code of Conduct and adhere to the principles of the United Nations Global Compact.
We declare that all the information and statements made in this Proposal are true and we accept that any
misinterpretation or misrepresentation contained in this Proposal may lead to our disqualification and/or
sanctioning by the UNDP.
We offer to provide services in conformity with the Bidding documents, including the UNDP General
Conditions of Contract and in accordance with the Terms of Reference
Our Proposal shall be valid and remain binding upon us for the period of time specified in the Bid Data Sheet.
We understand and recognize that you are not bound to accept any Proposal you receive.
I, the undersigned, certify that I am duly authorized by [Insert Name of Bidder] to sign this Proposal and bind
it should UNDP accept this Proposal.
Name: _____________________________________________________________
Title: _____________________________________________________________
Date: _____________________________________________________________
2
Signature: _____________________________________________________________
[Stamp with official stamp of the Bidder]

3
Form B: Bidder Information Form

Legal name of Bidder [Complete]

Legal address [Complete]

Year of registration [Complete]

Bidder’s Authorized Name and Title: [Complete]

Representative Information Telephone numbers: [Complete]
Email: [Complete]

Are you a UNGM registered Yes No If yes, [insert UGNM vendor number]
vendor?

Are you a UNDP vendor? Yes No If yes, [insert UNDP vendor number]

Countries of operation [Complete]

No. of full-time employees [Complete]

Quality Assurance Certification [Complete]

(e.g. ISO 9000 or Equivalent) (If
yes, provide a Copy of the valid
Certificate):

Does your Company hold any [Complete]

accreditation such as ISO 14001
related to the environment? (If
yes, provide a Copy of the valid
Certificate):

Does your Company have a [Complete]

written Statement of its
Environmental Policy? (If yes,
provide a Copy)

Contact person UNDP may Name and Title: [Complete]

contact for requests for Telephone numbers: [Complete]
clarification during Proposal Email: [Complete]
evaluation
Please attach the following Power of Attorney to the authorised representative to
documents: submit/sign the RFP submission documents and for further
correspondence with UNDP on behalf of organization.
Technical and Financial proposals should be submitted
as separate PDF files. Financial Proposal must be password
protected.;
Proposer’s Profile providing organogram,details of
employees, CVs of key professionals, list of clients and
4
available facilities/expertise;.
✘ Tax Registration/Payment Certificate issued by the
Internal Revenue Authority evidencing that the Proposer is
updated with its tax payment obligations, or Certificate of
Tax exemption, if any such privilege is enjoyed by the
Proposer
✘ Latest Audited Financial Statements (Income Statement

and Balance Sheet) including Auditor’s Report for the past

two years 2015-16 & 2016-17.
✘ Certificate of Registration of the Business, including

Articles of Incorporation, or equivalent document if

Proposer is not a corporation.
✘ Official Letter of Appointment as local representative, if

proposer is submitting a proposal on behalf of an entity

located outside the country.
✘ Demonstrated Relevant experience in implementing

similar activities in the past Five (05) Years. Provide proof

of completion of Two (02) similar nature projects/contracts
in last Five years;
✘ Statement of Satisfactory Performance from the Top

Three Clients in terms of Contract Value the past Five (05)

years for reference. Note: Please provide the latest contact
details of the focal point at client for which performance
certificates will be provided.
✘ . All information regarding any past and current litigation

during the last three (3) years, in which the proposer is

involved, indicating the parties concerned, the subject of
the litigation, the amounts involved, and the final
resolution if already concluded,
CVs of all the personnel that will be assigned to this job.
An affidavit on stamp paper that the Proposer has
never been black listed by any institution / department /
agency and that it has not been involved in litigation with
any of its clients.
Samples of similar work done (Example: reports/ screen
shots/track records showing SMS, Robo Calls activities
with previous clients; records of surveys done; records of
trainings done; mention of previous field
surveys/community out reach compaigns done & their
related locations; records indicating experience in online
data collection/management of platforms etc). Submit at
least two (2) records/reports, indicating past clients’ names
for whom the services were provided.

5
Form C: Joint Venture/Consortium/Association Information Form

Name of Bidder: [Insert Name of Bidder] Date: Select date

RFP reference: [Insert RFP Reference Number]

To be completed and returned with your Proposal if the Proposal is submitted as a Joint
Venture/Consortium/Association.

No Name of Partner and contact information Proposed proportion of responsibilities

(address, telephone numbers, fax numbers, e- (in %) and type of services to be
mail address) performed

1 [Complete] [Complete]

2 [Complete] [Complete]

3 [Complete] [Complete]

Name of leading partner

(with authority to bind the JV,

Consortium, Association during the [Complete]
RFP process and, in the event a
Contract is awarded, during
contract execution)

We have attached a copy of the below document signed by every partner, which details the likely
legal structure of and the confirmation of joint and severable liability of the members of the said joint
venture:

Letter of intent to form a joint venture OR JV/Consortium/Association agreement

We hereby confirm that if the contract is awarded, all parties of the Joint
Venture/Consortium/Association shall be jointly and severally liable to UNDP for the fulfillment of the
provisions of the Contract.
Name of partner: Name of partner:
___________________________________ ___________________________________

Signature: ______________________________ Signature: _______________________________

6
Date: ___________________________________ Date: ___________________________________

Name of partner: Name of partner:

___________________________________ ___________________________________

Signature: ______________________________ Signature: _______________________________

Date: ___________________________________ Date: ___________________________________

7
Form D: Qualification Form

Name of Bidder: [Insert Name of Bidder] Date Select date

:

RFP reference: [Insert RFP Reference Number]

If JV/Consortium/Association, to be completed by each partner.

Historical Contract Non-Performance

Contract non-performance did not occur for the last 3 years

Contract(s) not performed for the last 3 years

Year Non- Contract Identification Total Contract Amount

performed (current value in US$)
portion of
contract

Name of Client:

Address of Client:

Reason(s) for non-performance:

Litigation History (including pending litigation)

No litigation history for the last 3 years

Litigation History as indicated below

Year of Amount in Contract Identification Total Contract Amount

dispute dispute (in (current value in US$)
US$)

Name of Client:

Address of Client:

Matter in dispute:

Party who initiated the dispute:

8
 Status of dispute:

Party awarded if resolved:

Previous Relevant Experience

Please list only previous similar assignments successfully completed in the last 3 years.

List only those assignments for which the Bidder was legally contracted or sub-contracted by the
Client as a company or was one of the Consortium/JV partners. Assignments completed by the
Bidder’s individual experts working privately or through other firms cannot be claimed as the relevant
experience of the Bidder, or that of the Bidder’s partners or sub-consultants, but can be claimed by
the Experts themselves in their CVs. The Bidder should be prepared to substantiate the claimed
experience by presenting copies of relevant documents and references if so requested by UNDP.

Project name & Client & Contract Period of Types of activities

Country of Reference Contact Value activity and undertaken
Assignment Details status

Bidders may also attach their own Project Data Sheets with more details for assignments above.
Attached are the Statements of Satisfactory Performance from the Top 3 (three) Clients or more.

Financial Standing

Annual Turnover for the last 3 years Year USD

Year USD
Year USD

Latest Credit Rating (if any), indicate

the source

Financial information Historic information for the last 3 years

(in US$ equivalent)
Year 1 Year 2 Year 3
Information from Balance Sheet
Total Assets (TA)
Total Liabilities (TL)
Current Assets (CA)

9
 Current Liabilities (CL)
Information from Income Statement
Total / Gross Revenue (TR)
Profits Before Taxes (PBT)
Net Profit
Current Ratio

Attached are copies of the audited financial statements (balance sheets, including all related notes,
and income statements) for the years required above complying with the following condition:

a) Must reflect the financial situation of the Bidder or party to a JV, and not sister or parent
companies;
b) Historic financial statements must be audited by a certified public accountant;
c) Historic financial statements must correspond to accounting periods already completed and
audited. No statements for partial periods shall be accepted.

10
Form E: Format of Technical Proposal

Name of Bidder: [Insert Name of Bidder] Date Select date

:

RFP reference: [Insert RFP Reference Number]

The Bidder’s proposal should be organized to follow this format of Technical Proposal. Where the
bidder is presented with a requirement or asked to use a specific approach, the bidder must not only
state its acceptance, but also describe how it intends to comply with the requirements. Where a
descriptive response is requested, failure to provide the same will be viewed as non-responsive.

SECTION 1: Expertise of Firm / Organization

1.1 Brief description of the organization, including the year and country of incorporation, and types
of activities undertaken.
1.2 General organizational capability which is likely to affect implementation: management
structure, financial stability and project financing capacity, project management controls, extent
to which any work would be subcontracted (if so, provide details).
1.3 Relevance of specialized knowledge and experience on similar engagements done in the
region/country.
1.4 Quality assurance procedures and risk mitigation measures.
1.5 Organization’s commitment to sustainability.
SECTION 2: Proposed Methodology, Approach and Implementation Plan
This section should demonstrate the bidder’s responsiveness to the TOR by identifying the specific
components proposed, addressing the requirements, providing a detailed description of the essential
performance characteristics proposed and demonstrating how the proposed approach and
methodology meets or exceeds the requirements. All important aspects should be addressed in
sufficient detail and different components of the project should be adequately weighted relative to
one another.
2.1 A detailed description of the approach and methodology for how the Bidder will achieve the
Terms of Reference of the project, keeping in mind the appropriateness to local conditions and
project environment. Details how the different service elements shall be organized, controlled
and delivered.
2.2 The methodology shall also include details of the Bidder’s internal technical and quality
assurance review mechanisms.
2.3 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 and how everyone will
function as a team.
2.4 Description of available performance monitoring and evaluation mechanisms and tools; how
they shall be adopted and used for a specific requirement.
2.5 Implementation plan including a Gantt Chart or Project Schedule indicating the detailed
sequence of activities that will be undertaken and their corresponding timing.
2.6 Demonstrate how you plan to integrate sustainability measures in the execution of the contract.
11
2.7 Any other comments or information regarding the project approach and methodology that will
be adopted.
SECTION 2A: Bidder’s Comments and Suggestions on the Terms of Reference
Provide comments and suggestions on the Terms of Reference, or additional services that will be
rendered beyond the requirements of the TOR, if any.
SECTION 3: Management Structure and Key Personnel

3.1 Describe the overall management approach toward planning and implementing the project.
Include an organization chart for the management of the project describing the relationship of
key positions and designations. Provide a spreadsheet to show the activities of each personnel
and the time allocated for his/her involvement.
3.2 Provide CVs for key personnel that will be provided to support the implementation of this
project using the format below. CVs should demonstrate qualifications in areas relevant to the
Scope of Services.
Format for CV of Proposed Key Personnel

Name of Personnel [Insert]

Position for this
[Insert]
assignment
Nationality [Insert]
Language proficiency [Insert]
[Summarize college/university and other specialized education of
personnel member, giving names of schools, dates attended, and
Education/
degrees/qualifications obtained.]
Qualifications
[Insert]
[Provide details of professional certifications relevant to the scope of
Professional services]
certifications  Name of institution: [Insert]
 Date of certification: [Insert]
[List all positions held by personnel (starting with present position,
list in reverse order), giving dates, names of employing
organization, title of position held and location of employment.
Employment Record/ For experience in last five years, detail the type of activities
Experience performed, degree of responsibilities, location of assignments and
any other information or professional experience considered
pertinent for this assignment.]
[Insert]
References [Provide names, addresses, phone and email contact information
for two (2) references]
Reference 1:
[Insert]

Reference 2:
12
 [Insert]

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe
my qualifications, my experiences, and other relevant information about myself.

________________________________________ ___________________
Signature of Personnel Date (Day/Month/Year)

13
Form F: Financial Proposal Submission Form

Name of Bidder: [Insert Name of Bidder] Date: Select date

RFP reference: [Insert RFP Reference Number]

We, the undersigned, offer to provide the services for [Insert Title of services] in accordance with your
Request for Proposal No. [Insert RFP Reference Number] and our Proposal. We are hereby submitting
our Proposal, which includes this Technical Proposal and our Password Protected Financial Proposal.
Our attached Financial Proposal is for the sum of [Insert amount in words and figures].

Our Proposal shall be valid and remain binding upon us for the period of time specified in the Bid Data Sheet.
We understand you are not bound to accept any Proposal you receive.

Name: _____________________________________________________________
Title: _____________________________________________________________
Date: _____________________________________________________________
Signature: _____________________________________________________________
[Stamp with official stamp of the Bidder]

Note: This Financial Proposal Submission Form must be password protected and should not be
included as part of the technical proposal.

14
Form G: Financial Proposal Form

Name of Bidder: [Insert Name of Bidder] Date: Select date

RFP reference: [Insert RFP Reference Number]

The Bidder is required to prepare the Financial Proposal following the below format and submit the signed
and stamped PDF version of financial proposal through e-tendering system.

Any Financial information provided in the Technical Proposal shall lead to Bidder’s disqualification. The
Financial Proposal should be aligned with the requirements in the Terms of Reference and the Bidder’s
Technical Proposal.

Currency of the Financial proposal: PKR/USD

No. Item Category Unit of Measure (type of Quantity (quantities Unit Price (or
requirement) are indicative of Cluster /range)
maximum number. (PKR/USD)
Actual required
numbers will be
given as per needs’
basis).

1 Integrated No. of consulting days (Please 5-9 days

Communication quote a price for each 10-15 days
Strategy: cluster/range/bracket of 16- 20 days
number of consulting days).

2 Data Collection No. of consulting days (Please 5-9 days

& Management quote a price for each 10 -15 days
cluster/range/bracket of
16 - 20 days
number of consulting days).

Number of persons surveyed in 50 (persons)

the target communities. Bidder 100 “
should allocate a price based 500 “
on the cluster/range of persons 1000 “
surveyed (i.e. 50 persons,100,
5000 “
1000 e.t.c)
10000 “
25000 “
15
 Quote cost for rapid data per 1 session (Please
province, FATA, Gilgit Baltistan, quote a price per
Islamabad Capital Territory and session)
Azad Jammu Kashmir, Punjab,
Sindh, KP, Balochistan.

Sessions (20 persons per 1 session (Please

session. Location are the same quote a price per
as above and all arrangements session)
will be made by the selected
vendor).

Platform setup cost 1 Platform (Please

quote a price per
platform)
Monthly project 12 Months
management/support fee/
maintenance

1 lumpsum price (Please quote 1 design activity.

a one-off price.

3 Strengthening A onetime fee for each 1 campaign design

Community campaign design.
Mobilization (Please quote a price
Efforts per campaign
design)

SMS (please provide standard 50 (Sms)

rate for SMS). Please quote a 100
price for each cluster/range of
500
voice SMSs (i.e. 50, 100 or
10000 etc. as shown in the 1000
column on the right. 5000
10000

Airtime fee per 30 seconds 50 (Sms)

(please provide standard rate 100
for Robo Calls) Please quote a 500
price for each cluster/range of 1000
voice SMSs (i.e. 50, 100 or 5000
10000 etc. as shown in the
10000
column on the right.

16
4 Content Cost per field survey. 1 survey (Please
Stylization & quote a price per
Production field survey)

Cost per content clip (30 1 Clip (Please quote a

seconds to 1 minute) price per clip)

5 Information SMS (please provide standard 50000 (Sms)

Dissemination rate for SMS). Please quote for 100,000
each cluster/range as shown in
500,000
the next column (i.e 50,000,
100,000etc up to 50,000,000) 1,000,000
5,000,000
10,000,000
15,000,000
50,000,000

Airtime Fee per 30 seconds 50,000 (Sms)

(please provide standard rate 100,000
for Robo Calls). Please quote
500,000
for each cluster/range as shown
in the next column (i.e 50,000, 1,000,000
100,000etc up to 30,000,000) 5,000,000
10,000,000
15,000,000
30,000,000
6 Monitoring, Quote for each follow up 1 survey (Please
Evaluation & communication using SMS & quote a price per
Learning all Robo calls after each survey survey)
to approx. 35 persons. These
SMS & Robo calls are to be
sent to the participants.

17
Form H: Form of Proposal Security

Proposal Security must be issued using the official letterhead of the Issuing Bank.
Except for indicated fields, no changes may be made on this template.

To: UNDP

[Insert contact information as provided in Data Sheet]

WHEREAS [Name and address of Bidder] (hereinafter called “the Bidder”) has submitted a Proposal
to UNDP dated Click here to enter a date. to execute Services [Insert Title of Services] (hereinafter called
“the Proposal”):

AND WHEREAS it has been stipulated by you that the Bidder shall furnish you with a Bank
Guarantee by a recognized bank for the sum specified therein as security in the event that the Bidder:

a) Fails to sign the Contract after UNDP has awarded it;

b) Withdraws its Proposal after the date of the opening of the Proposals;
c) Fails to comply with UNDP’s variation of requirement, as per RFP instructions; or
d) Fails to furnish insurances, or other documents that UNDP may require as a condition to rendering
the contract effective.

AND WHEREAS we have agreed to give the Bidder such this Bank Guarantee:

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of
the Bidder, up to a total of [amount of guarantee] [in words and numbers], such sum being payable in the
types and proportions of currencies in which the Price Proposal is payable, and we undertake to pay you,
upon your first written demand and without cavil or argument, any sum or sums within the limits of
[amount of guarantee as aforesaid] without your needing to prove or to show grounds or reasons for your
demand for the sum specified therein.

This guarantee shall be valid up to 30 days after the final date of validity of bids.

SIGNATURE AND SEAL OF THE GUARANTOR BANK

Signature: _____________________________________________________________
Name: _____________________________________________________________
Title: _____________________________________________________________
Date: _____________________________________________________________
Name of Bank __________________________________________________________
Address ________________________________________________________________
[Stamp with official stamp of the Bank]

18
19