REQUEST FOR PROPOSAL (RFP)

Insert Title of Services

RFP Reference No.: Click or tap here to enter text.

Country: Click or tap here to enter text.

Issued on: Click or tap to enter a date.

Instructions to Procurement Officer

[PLEASE DELETE THIS BOX BEFORE FINALISING THE RFP]

Please note the paragraph on how bidders can register if the do not have already a profile. This
paragraph applies only for public tenders where there is a procurement notice. For limited
competition without a procurement notice, Buyer must add the registration link corresponding to
own BU, please consult buyer user guide for more details.

1. A Request for Proposal is a formal method of solicitation where prospective suppliers are
requested to submit a proposal for the provision of goods, works or services, where the
requirements are complex; cannot be clearly or completely specified, where detailed
technical evaluations are to be performed, and/or where pricing or cost may not be the sole
basis of award.
2. The RFP should be prepared by completing the relevant fields throughout the document.
These fields can be check boxes, free text fields or drop-down boxes. By clicking in the field,
a pop-up will explain what should be included.
3. Throughout the document instructions are provided in yellow highlighted text. These
instructions should be deleted once the RFP has been completed. As should this box.
4. Content in Section 2: Instruction to Proposers must not be changed by the procurement
officer as specific instructions to proposers applicable to this RFP shall be inserted in Section
3: Data Sheet
5. Section 4: Evaluation Criteria and Section 5: Terms of Reference must be adjusted to meet
the specific requirements of the RFP, except the Sustainable Procurement criteria, which is a
mandatory requirement to be assessed as part of the evaluation process. Guidance on
defining requirements can be found in in UNDP Procurement of Goods, Works and
Services and Section 5.2

SECTION 1: LETTER OF INVITATION

United Nations Development Programme, hereinafter referred to as UNDP hereby invites
prospective proposers to submit a proposal in accordance with the General Conditions of Contract
and the Terms of Reference as set out in this Request for Proposal (RFP).
To enable you to submit a proposal, please read the following attached documents carefully.

Section 1: This Letter of Invitation

Section 2: Instruction to Proposers
Section 3: Data Sheet
Section 4: Evaluation Criteria
Section 5: Terms of Reference
Section 6: Conditions of Contract and Contract Forms

HLCM-PN/UNDP RFP, May 2023

 Section 7: Proposal Forms
· Form A: Proposal Confirmation
· Form B: Checklist
· Form C: Technical Proposal Submission
· Form D: Proposer Information
· Form E: Joint Venture/Consortium/Association Information
· Form F: Eligibility and Qualification
· Form G: Format for Technical Proposal
· Form H: Format for CV of proposed key personnel
· Form I: Statement of Exclusivity and Availability
· Form J: Financial Proposal Submission
· Form K: Format for Financial Proposal
· Form L: Proposal Security [delete this line and the form, if not required]

Note: Section 4: Evaluation Criteria is embedded directly in the Requirements section of Quantum
while the other documents are uploaded as attachments.

If you are interested in submitting a proposal in response to this RFP, please prepare your proposal
in accordance with the requirements and procedure as set out in this RFP and submit it by the
deadline for submission of proposals set out in Section 3: Data Sheet.

Should you be interested to submit a proposal, please log in to the online portal and subscribe to
this tender following the instructions in the system user guide. Should you require further
clarifications, kindly communicate through the system as indicated in Section 3: Data Sheet.

Please indicate whether you intend to submit a bid by creating a draft response without submitting
directly in the system. This will enable the system to send notifications in case of amendments of the
tender requirements. Should you require further clarifications, kindly communicate using the
messaging functionality in the system. Offers must be submitted directly in the system following this
link: http://supplier.quantum.partneragencies.org/ using the profile you may have in the portal. In
case you have never registered before, you can register a profile using the registration link shared
via the procurement notice and following the instructions in the guides available in UNDP
website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new
profile if you already have one. Use the forgotten password feature in case you do not remember
the password or the username from previous registration.

We look forward to receiving your proposal.

[UNDP OFFICE]

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HLCM-PN/UNDP RFP, May 2023
SECTION 2: INSTRUCTIONS TO PROPOSERS
GENERAL
1. Scope Proposers are invited to submit a proposal for the services specified in Section 5: Terms
of Reference, in accordance with this Request for Proposal (RFP). A summary of the
scope of the proposal is included in Section 3: Data Sheet.
Proposers shall adhere to all the requirements of this RFP, including any amendment
made in writing by UNDP. This RFP is conducted in accordance with Policies and
Procedures of UNDPwhich can be accessed at UNDP Programme and Operations
Policies and Procedures/Procurement.
As part of the bid, it is desired that the Bidder registers at the United
Nations Global Marketplace (UNGM) website (www.ungm.org). The Bidder
may still submit a bid even if not registered with the UNGM. However, if
the Bidder is selected for contract award, the Bidder must register on the
UNGM prior to contract signature.
2. Interpretation of Any proposal submitted will be regarded as an offer by the proposer and does not
the RFP constitute or imply the acceptance of the proposal by UNDP. UNDPis under no
obligation to award a contract to any proposer as a result of this RFP.
3. Supplier Code of All proposers must read the United Nations Supplier Code of Conduct and acknowledge
Conduct, Fraud, that it provides the minimum standards expected of suppliers to the UN. The Code of
Corruption, Gifts Conduct, which includes principles on labour, human rights, environment and ethical
and Hospitality conduct may be found at: https://www.un.org/Depts/ptd/about-us/un-supplier-
code-conduct
Moreover, suppliers should note that certain provisions of the Code of Conduct will be
binding on the supplier in the event that the supplier is awarded a contract, pursuant to
the terms and conditions of any such contract.
UNDP strictly enforces a policy of zero tolerance on proscribed practices, including
fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of
UNDP vendors and requires all bidders/vendors observe the highest standard of ethics
during the procurement process and contract implementation. UNDP’s Anti-Fraud Policy
can be found here.
Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff members
including recreational trips to sporting or cultural events, theme parks or offers of
holidays, transportation, or invitations to extravagant lunches or dinners.
In pursuance of this policy, UNDP:
(a) Shall reject a proposal if it determines that the selected proposer has engaged in
any corrupt or fraudulent practices in competing for the contract in question;
(b) Further to the UNDP’s vendor sanctions policy, shall declare a vendor ineligible,
either indefinitely or for a stated period, to be awarded a contract if at any time it
determines that the vendor has engaged in any corrupt or fraudulent practices in
competing for, or in executing a UNDPcontract.
4. Eligible Proposers shall have the legal capacity to enter into a binding contract with UNDP.
proposers
A proposer, and all parties constituting the proposer, may have the nationality of any
country with the exception of the nationalities, if any, listed in Section 3: Data Sheet. A
proposer shall be deemed to have the nationality of a country if the proposer is a citizen
or is constituted, incorporated, or registered and operates in conformity with the
provisions of the laws of that country.
All proposers found to have a conflict of interest shall be disqualified. Proposers may be
considered to have a conflict of interest if they are or have been associated in the past,

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HLCM-PN/UNDP RFP, May 2023
 with a firm or any of its affiliates that have been engaged by UNDPto provide
consulting services for the preparation of the design, specifications, Terms of Reference,
cost analysis/estimation and other documents to be used for the procurement of the
services required in the present procurement process; were involved in the
preparation and/or design of the programme/project related to the
services requested under this RFP; or are found to be in conflict for any
other reason, as may be established by, or at the discretion of UNDP
and/or are found to be in conflict for any other reason, as may be established by, or at
the discretion of UNDP.
In the event of any uncertainty in the interpretation of a potential conflict of interest,
Bidders must disclose to UNDP, and seek UNDP’s confirmation on whether or not such a
conflict exists.
Similarly, the Bidders must disclose in their proposal their knowledge of the following:
a) If the owners, part-owners, officers, directors, controlling shareholders, of
the bidding entity or key personnel are family members of UNDP staff
involved in the procurement functions and/or the Government of the
country or any Implementing Partner receiving services under this RFP; and
b) All other circumstances that could potentially lead to actual or perceived
conflict of interest, collusion or unfair competition practices.
Failure to disclose such an information may result in the rejection of the proposal
or proposals affected by the non-disclosure.
The eligibility of Bidders that are wholly or partly owned by the Government shall be
subject to UNDP’s further evaluation and review of various factors such as being
registered, operated and managed as an independent business entity, the extent of
Government ownership/share, receipt of subsidies, mandate and access to information
in relation to this RFP, among others. Conditions that may lead to undue advantage
against other Bidders may result in the eventual rejection of the Proposal.
Proposers shall not be eligible to submit a proposal if at the time of proposal
submission:
 is included in the Ineligibility List, hosted by UNGM, that aggregates information
disclosed by Agencies, Funds or Programs of the UN System;
 is included in the Consolidated United Nations Security Council Sanctions List,
including the UN Security Council Resolution 1267/1989 list;
 is included in the World Bank Corporate Procurement Listing of Non-Responsible
Vendors and World Bank Listing of Ineligible Firms and Individuals.
5. Proprietary The RFP documents and any Terms of Reference or information issued or furnished by
information UNDPare issued solely for the purpose of enabling a proposal to be completed and may
not be used for any other purpose. The RFP documents and any additional information
provided to proposers shall remain the property of UNDP. All documents which may
form part of the proposal will become the property of UNDP, who will not be required
to return them to your firm.
6. Publicity During the RFP process, a proposer is not permitted to create any publicity in
connection with the RFP.

SOLICITATION DOCUMENTS
7. Clarification of Proposers may request clarifications on any of the RFP documents no later than the
solicitation date indicated in Section 3: Data Sheet. Any request for clarification must be sent in
documents writing in the manner indicated in Section 3: Data Sheet. Explanations or interpretations
provided by personnel other than the named contact person will not be considered

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HLCM-PN/UNDP RFP, May 2023
 binding or official.
UNDPwill provide the responses to clarifications through the method specified in
Section 3: Data Sheet.
UNDPshall endeavour to provide responses to clarifications in an expeditious manner,
but any delay in such response shall not cause an obligation on the part of UNDP to
extend the submission date of the proposals, unless UNDPdeems that such an
extension is justified and necessary.
8. Amendment of At any time prior to the deadline for proposal submission, UNDPmay for any reason,
solicitation such as in response to a clarification requested by a proposer, modify the RFP in the
documents form of an amendment to the RFP. Amendments will be made available to all
prospective proposers.
If the amendment is substantial, UNDPmay extend the deadline for submission of
proposals to give the proposers reasonable time to incorporate the amendment into
their proposal.

PREPARATION OF PROPOSALS
9. Cost of The proposer shall bear all costs related to the preparation and/or submission of the
preparation of proposal, regardless of whether its proposal is selected or not. UNDPshall not be
proposal responsible or liable for those costs, regardless of the conduct or outcome of the
procurement process.
10. Language The proposal, as well as any and all related correspondence exchanged by the proposer
and UNDP, shall be written in the language(s) specified in Section 3: Data Sheet.
11. Documents The proposer shall furnish documentary evidence of its status as an eligible and
establishing qualified vendor, using the forms provided in Section 7 and providing the documents
eligibility and required in those forms. In order to award a contract to a proposer, its qualifications
qualifications of must be documented to UNDP’s satisfaction.
the proposer
11.a Documents The proposal bid shall comprise of the following documents and related forms which
comprising the details are provided in Section 3: Data Sheet:
proposal
c) Documents Establishing the Eligibility and Qualifications of the
Bidder;
d) Technical Proposal;
e) Financial Proposal;
f) Proposal Security, if required by DS;
g) Any attachments and/or appendices to the Proposal.
12. Technical The proposer is required to submit a technical proposal using the forms provided in
proposal format Section 7 and taking into consideration the requirements in the RFP.
and content
The technical proposal shall not include any price or financial information. A technical
proposal containing material financial information may be declared non-responsive.
13. Financial The financial proposal shall be prepared using the form provided in Section 7 and taking into
proposal consideration the requirements in the RFP. It shall list all major cost components associated
with the services, and the detailed breakdown of such costs.
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.
Prices and other financial information must not be disclosed in any other place except in the
financial proposal.
14. Currencies All prices shall be quoted in the currency or currencies indicated in Section 3: Data
Sheet. Where proposals are quoted in different currencies, for the purposes of

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HLCM-PN/UNDP RFP, May 2023
 comparison of all proposals:
 UNDPwill convert the currency quoted in the proposal into the UNDPpreferred
currency, in accordance with the UN Operational Rate of Exchange.
 In the event that UNDPselects a proposal for award that is quoted in a currency
different from the preferred currency in Section 3: Data Sheet, UNDPshall reserve
the right to award the contract in the currency of UNDP’s preference, using the
conversion method specified above.
15. Duties and taxes Article II, Section 7, of the Convention on the Privileges and Immunities provides, inter
alia, that the United Nations, including UNDPas a subsidiary organ, is exempt from all
direct taxes, except charges for public utility services, and is exempt from customs
restrictions, duties, and charges of a similar nature in respect of articles imported or
exported for its official use. All proposals shall be submitted net of any direct taxes and
any other taxes and duties, unless otherwise specified in Section 3: Data Sheet
16. Proposal validity Proposals shall remain valid for the period specified in Section 3: Data Sheet,
period commencing on the deadline for submission of proposals. A proposal valid for a shorter
period may be rejected by UNDPand rendered non-responsive.
During the proposal validity period, the proposer shall maintain its original proposal
without any change, including the availability of the key personnel, the proposed rates
and the total price.
In exceptional circumstances, prior to the expiration of the proposal validity period,
UNDPmay request proposers to extend the period of validity of their proposals. The
request and the responses shall be made in writing and shall be considered integral to
the proposal.
If the proposer agrees to extend the validity of its proposal, it shall be done without any
change to the original proposal but will be required to extend the validity of the
proposal security, if required, for the period of the extension, and in compliance with
Article 17 (Proposal security) in all respects.
The proposer has the right to refuse to extend the validity of its proposal without
forfeiting the proposal security, if required, in which case, the proposal shall not be
further evaluated.
17. Proposal A proposal security, if required by Section 3: Data Sheet, shall be provided in the
security amount and form indicated in the Section 3: Data Sheet. The proposal security shall be
valid for a minimum of thirty (30) days after the final date of validity of the proposal.
The proposal security shall be included along with the proposal. If a proposal security is
required by the RFP but is not found in the proposal, the offer shall be rejected.
If the proposal security amount, or its validity period, is found to be less than is required
by UNDP, UNDPshall reject the proposal.
In the event an electronic submission is allowed in Section 3: Data Sheet, proposers shall
include a copy of the proposal security in their proposal and the original of the proposal
security must be sent via courier or hand delivery as per the instructions in Section 3:
Data Sheet.
Unsuccessful proposers’ proposal securities will be discharged/returned as promptly as
possible but no later than thirty (30) days after the expiration of the period of proposal
validity prescribed by UNDPpursuant to Article 16 (Proposal Validity Period).
The Proposal security may be forfeited by UNDP, and the proposal rejected, in the event
of any, or combination, of the following conditions:
 If the proposer withdraws its offer during the period of the proposal validity
specified in Section 3: Data Sheet, or;

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HLCM-PN/UNDP RFP, May 2023
  In the event the successful Proposer fails:
o to sign the contract after UNDPhas issued an award; or
o to furnish the performance security, insurances, or other documents
that UNDPmay require as a condition precedent to the effectivity of
the contract that may be awarded to the proposer.
18. Joint Venture, If the proposer is a group of legal entities that will form or have formed a Joint Venture
Consortium or (JV), Consortium or Association for the proposal, each such legal entity will confirm in
Association their joint proposal that:
 they have designated one party to act as a lead entity, duly vested with
authority to legally bind the members of the JV, Consortium or Association
jointly and severally, and this will be evidenced by a duly notarised agreement
among the legal entities, which will be submitted along with the proposal; and
 if they are awarded the contract, the contract shall be entered into by and
between UNDPand the designated lead entity, who will be acting for and on
behalf of all the member entities comprising the joint venture.
After the deadline for submission of proposal, the lead entity identified to represent the
JV, Consortium or Association shall not be altered without the prior written consent
of UNDP.
If a JV, Consortium or Association’s proposal is the proposal selected for award, UNDP
will award the contract to the joint venture, in the name of its designated lead entity.
The lead entity will sign the contract for and on behalf of all other member entities.
The lead entity and the member entities of the JV, Consortium or Association shall abide
by the provisions of Article 19 (Only one Proposal) herein in respect of submitting only
one proposal.
The description of the organization of the JV, Consortium or Association must clearly
define the expected role of each of the entities in the joint venture in delivering the
requirements of the RFP, both in the proposal and the JV, Consortium or Association
Agreement. All entities that comprise the JV, Consortium or Association shall be subject
to the eligibility and qualification assessment by UNDP.
A JV, Consortium or Association, in presenting its track record and experience, should
clearly differentiate between:
 Those that were undertaken together by the JV, Consortium or Association;
and
 Those that were undertaken by the individual entities of the JV, Consortium or
Association.
Previous contracts completed by individual experts working privately but who are
permanently or were temporarily associated with any of the member firms cannot be
claimed as the experience of the JV, Consortium or Association or those of its members,
but should only be claimed by the individual experts themselves in their presentation of
their individual credentials.
JV, Consortium or Associations are encouraged for high value, multi-sectoral
requirements when the spectrum of expertise and resources required may not be
available within one firm.
19. Only one The proposer (including the individual members of any Joint Venture) shall submit only
proposal one proposal, either in its own name or as part of a Joint Venture.
Proposals submitted by two (2) or more proposers shall all be rejected if they are found
to have any of the following:
 they have at least one controlling partner, director or shareholder in common;

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HLCM-PN/UNDP RFP, May 2023
 or
 any one of them receive or have received any direct or indirect subsidy from
the other/s; or
 they have the same legal representative for purposes of this RFP; or
 they have a relationship with each other, directly or through common third
parties, that puts them in a position to have access to information about, or
influence on the proposal of another proposer regarding this RFP process;
 they are subcontractors to each other’s proposal, or a subcontractor to one
proposal also submits another proposal under its name as lead proposer; or
some key personnel proposed to be in the team of one proposer participates in
more than one proposal received for this RFP process. This condition relating to
the personnel, does not apply to subcontractors being included in more than
one proposal.
20. Alternative Unless otherwise specified in Section 3: Data Sheet, alternative Proposals shall not be
proposals considered. If submission of an alternative proposal is allowed, it must be clarified how
it will be processed. A Proposer may submit an alternative proposal if allowed, but only
if it also submits a proposal conforming to the requirements of the tender.

An alternative proposal can be considered only if it presents an alternative to the lowest

substantially compliant proposal, as long as the proposed price does not exceed that of
the second lowest substantially compliant proposal; Alternative offers that do not
comply with the mandatory criteria must not be considered.

If multiple/alternative proposals are being submitted, they must be clearly marked as

“Main Proposal” and “Alternative Proposal”. If no indication is provided as to which
offer is the main proposal and which is/are the alternative proposal(s), then all
proposals will be rejected.

Where the conditions for its acceptance are met, or justifications are clearly established,
UNDP reserves the right to award a contract based on an alternative Proposal.
21. Pre-proposal When appropriate, a pre-proposal conference will be conducted at the date, time and
conference location and according to any instructions specified in Section 3: Data Sheet.
If it is stated in Section 3: Data Sheet that the pre-proposal conference is mandatory, a
Proposer which does not attend the pre-proposal conference shall become ineligible to
submit a proposal under this RFP.
If it is stated in Section 3: Data Sheet that the pre-proposal conference is not
mandatory, non-attendance shall not result in disqualification of an interested proposer.
UNDP will not issue any formal answers to questions from proposers regarding the RFP
or proposal process during the pre-proposal conference. All questions shall be
submitted in accordance with Article 38 (Clarification of Proposals).
The pre-proposal conference shall be conducted for the purpose of providing
background information only. Without limiting Article 24 (Proposers responsibility)
proposers shall not rely upon any information, statement or representation made at the
pre-proposal conference unless that information, statement or representation is
confirmed by UNDP in writing.
Minutes of the pre-proposal conference will be disseminated as specified in Section 3:
Data Sheet. No verbal statement made during the conference shall modify the terms
and conditions of the RFP, unless specifically incorporated in the minutes of the
proposer’s conference or issued/posted as an amendment to RFP.
22. Site inspection When appropriate, a site inspection will be conducted at the date, time and location
and according to any instructions specified in Section 3: Data Sheet.

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HLCM-PN/UNDP RFP, May 2023
 If it is stated in Section 3: Data Sheet that the site inspection is mandatory, a proposer
which does not attend the site inspection shall become ineligible to submit a proposal
under this RFP.
If it is stated in Section 3: Data Sheet that the site inspection is not mandatory, non-
attendance, shall not result in disqualification of an interested proposer.
Proposers participating in a site inspection shall be responsible for making and obtaining
any visa arrangements that may be required for the proposers to participate in a site
inspection.
Prior to attending a site inspection, proposers shall execute an indemnity and a waiver
releasing UNDPin respect of any liability that may arise from:
(i) loss of or damage to any real or personal property;
(ii) personal injury, disease or illness to, or death of, any person;
(iii) financial loss or expense, arising out of the carrying out of that site
inspection; and
(iv) transportation by UNDPto the site (if provided) as a result of any
accidents or malicious acts by third parties.
UNDP will not issue any formal answers to questions from proposers regarding the RFP
or solicitation process during a site inspection. All questions shall be submitted in
accordance with Article 7 (Clarification of solicitation documents).
A site inspection will be conducted for the purpose of providing background information
only. Without limiting Article 24 (Proposers Responsibility), proposers shall not rely
upon any information, statement or representation made at a site inspection unless
that information, statement or representation is confirmed by UNDPin writing.
23. Errors or Proposers shall immediately notify UNDPin writing of any ambiguities, errors, omissions,
omissions discrepancies, inconsistencies or other faults in any part of the RFP, with full details of
those ambiguities, errors, omissions, discrepancies, inconsistencies or other faults.
Proposers shall not benefit from such ambiguities, errors, omissions, discrepancies,
inconsistencies or other faults.
24. Proposers Proposers shall be responsible for informing themselves in preparing their proposal. In
responsibility to this regard, proposers shall ensure that they:
inform
 examine and fully inform themselves in relation to all aspects of the RFP, including
themselves
the Contract and all other documents included or referred to in this RFP;
 review the RFP to ensure that they have a complete copy of all documents;
 obtain and examine all other information relevant to the project and the scope of
the requirements available on reasonable enquiry;
 verify all relevant representations, statements and information, including those
contained or referred to in the RFP or made orally during any clarification meeting
or site Inspection or any discussion with UNDP, its employees or agents;
 attend any pre-proposal conference if it is mandatory under this RFP;
 fully inform and satisfy themselves as to requirements of any relevant authorities
and laws that apply, or may in the future apply, to the supply of the services; and
 form their own assessment of the nature and extent of the services required as
included in Section 5: Terms of Reference and properly account for all requirements
in their proposal.
Proposers acknowledge that UNDP, its directors, employees and agents make no
representations or warranties (express or implied) as to the accuracy, currency or
completeness of this RFP or any other information provided to the proposers.
25. No material The proposer shall inform UNDPof any change(s) of circumstances arising during the

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HLCM-PN/UNDP RFP, May 2023
 change(s) in RFP process, including but not limited to:
circumstances
 a change affecting any declaration, accreditation, license or approval;
 major re-organisational changes, company re-structuring, a take-over, buy-out
or similar event(s) affecting the operation and/or financing of the proposer or
its major sub-contractors;
 a change to any information on which UNDPmay rely in assessing proposals.

SUBMISSION AND OPENING OF PROPOSALS

26. Instruction for The proposer shall submit a complete proposal in the format and comprising the
proposal documents and forms in accordance with requirements in Section 3: Data Sheet. The
submission proposal shall be delivered according to the method specified in Section 3: Data Sheet.
The proposal shall be submitted? by the proposer or person(s) duly authorized to
commit the proposer. The authorization shall be communicated through a document
evidencing such authorization issued by the legal representative of the proposing entity,
or, if requested, a Power of Attorney, accompanying the proposal.
Proposers must be aware that the mere act of submission of a proposal, in and of itself,
implies that the proposer fully accepts the UNDPGeneral Conditions of Contract.

26A. Online 1.1 Electronic submission through online portal shall be governed as follows:
submission
Electronic files that form part of the proposal must be in accordance with the
format and requirements indicated in DS;
The Technical Proposal and the Financial Proposal files MUST BE
COMPLETELY SEPARATE and each of them must be uploaded individually and
clearly labelled.
The Financial Proposal file must be uploaded separately only in the
commercial section of the RFP in the system.
Documents which are required to be in original form (e.g. Bid Security, etc.)
must be sent via courier or hand delivery as per the instructions in DS.
Detailed instructions on how to submit, modify or cancel a bid in the online
portal are provided in the system Bidder User Guide made available in the
procurement notice site and in the portal.
27. Deadline for Complete proposals must be received by UNDPin the manner, and no later than the
Proposal date and time, specified in Section 3: Data Sheet. If any doubt exists as to the time zone
submission in which the Proposal should be submitted, refer to
http://www.timeanddate.com/worldclock/. It shall be the sole responsibility of the
proposers to ensure that their proposal is received by the closing date and time. UNDP
shall accept no responsibility for proposals that arrive late due to any technical issues
and shall only recognise the actual date and time that the proposal was received by
UNDP.
UNDPmay, at its discretion, extend this deadline for the submission of proposals by
amending the solicitation documents in accordance with Article 8 (Amendment of
solicitation documents). In this case, all rights and obligations of UNDPand proposers
subject to the previous deadline will thereafter be subject to the new deadline as
extended.
28. Withdrawal, A proposer may withdraw or modify its proposal after it has been submitted at any time
substitution and prior to the deadline for submission directly in the system following the instructions
modification of provided in the user guide.
proposals
However, after the deadline for proposal submission, the proposals shall remain valid
and open for acceptance by UNDPfor the entire proposal validity period, as may be

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HLCM-PN/UNDP RFP, May 2023
 extended.

29. Storage of Proposals received are kept confidential and unopened in the system as part security
proposals protocols built in the system until the proposal opening date stated in Section 3: Data
Sheet.
30. Proposal There is no mandatory public bid opening for RFPs however UNDP may at
opening its discretion sent a public bid opening report from the system only to
suppliers who successfully submitted a proposal. The report will include
only the names of the companies but not the financial proposal.
31. Late proposals Any proposal received by UNDPafter the deadline for submission of proposals will be
destroyed unless the proposer requests that it be returned and assumes the
responsibility and expenses for the re-possession of the returned proposal documents.
In exceptional circumstances, late proposals may be accepted if it is determined that the
submission was sent in ample time prior to the proposal closing and the delay could not
be reasonably foreseen by the proposer or were due to force majeure.

EVALUATION OF PROPOSALS
32. Confidentiality Information relating to the examination, evaluation, and comparison of proposals, and
the recommendation of contract award, shall not be disclosed to proposers or any other
persons not officially concerned with such process, even after publication of the
contract award.
Any effort by a proposer or anyone on behalf of the proposer to influence UNDPin the
examination, evaluation and comparison of the proposals or contract award decisions
may, at UNDP’s decision, result in the rejection of its proposal and may subsequently be
subject to the application of prevailing UNDP’s vendor sanctions procedures.
33. Evaluation of UNDPshall evaluate a proposal using only the methodologies and criteria defined in this
proposals RFP. No other criteria or methodology shall be permitted.
UNDPshall conduct the evaluation solely on the basis of the submitted technical and
financial proposals.
Evaluation of proposals shall be undertaken in the following steps:
a) Preliminary examination
b) Evaluation of minimum eligibility and qualification (if pre-qualification is not
done)
c) Evaluation of technical proposals
d) Evaluation of financial proposals.
34. Preliminary UNDPshall examine the proposals to determine whether they are complete with
examination respect to minimum documentary requirements, whether the documents have been
properly signed, and whether the proposals are generally in order, among other
indicators that may be used at this stage. UNDPreserves the right to reject any proposal
at this stage.
35. Evaluation of Eligibility and qualification of the proposer will be evaluated against the minimum
eligibility and eligibility and qualification requirements specified in Section 4: Evaluation Criteria and in
qualification Article 4 (Eligible proposers).
In general terms, vendors that meet the following criteria may be considered qualified:
a) They are not included in the UN Security Council 1267/1989 Committee's list of
terrorists and terrorist financiers, and in UNDP’s ineligible vendors’ list;
b) They have a good financial standing and have access to adequate financial
resources to perform the contract and all existing commercial commitments,

10
HLCM-PN/UNDP RFP, May 2023
 c) They have the necessary similar experience, technical expertise, production
capacity, quality certifications, quality assurance procedures and other resources
applicable to the supply of goods and/or services required;
d) They are able to comply fully with the UNDP General Terms and Conditions of
Contract;
e) They do not have a consistent history of court/arbitral award decisions against
the Bidder; and
f) They have a record of timely and satisfactory performance with their clients.
36. Evaluation of The evaluation team shall review and evaluate the technical proposals on the basis of
technical and their responsiveness to the Terms of Reference and other RFP documents, applying the
financial evaluation criteria, sub-criteria, and point system specified in Section 4: Evaluation
proposals Criteria. A proposal shall be rendered non-responsive at the technical evaluation stage if
it fails to achieve the minimum technical score indicated in Section 3: Data Sheet. When
necessary, and if stated in the Data Sheet, UNDPmay invite technically responsive
proposers for a presentation related to their technical proposals. The conditions for the
presentation shall be provided in the proposal document where required.
When necessary, and if stated in the Section 3: Data Sheet, UNDP may invite technically
responsive bidders for a presentation related to their technical Proposals. The
conditions for the presentation shall be provided in the bid document where required.
In the second stage, only the financial proposals of those proposers who achieve the
minimum technical score will be opened for evaluation.
The evaluation method that applies for this RFP shall be as indicated in Section 3: Data
Sheet, which may be either of two (2) possible methods, as follows: (a) the lowest
priced method which selects the lowest evaluated financial proposal of the technically
responsive Proposers; or (b) the combined scoring method which will be based on a
combination of the technical and financial score.
When the Data Sheet specifies a combined scoring method, the formula for the rating
of the proposals will be as follows:

Rating the Technical Proposal (TP):

TP Rating = (Total Score Obtained by the Offer / Max. Obtainable Score for TP)
x 100

Rating the Financial Proposal (FP):

FP Rating = (Lowest Priced Offer / Price of the Offer Being Reviewed) x 100

Total Combined Score:

Combined Score = (TP Rating) x (Weight of TP, e.g. 70%) + (FP Rating) x (Weight of
FP, e.g., 30%)

37. Post- UNDPreserves the right to undertake a post-qualification assessment, aimed at

qualification/ determining, to its satisfaction, the validity of the information provided by the proposer.
Due Diligence Such exercise shall be fully documented and may include, but need not be limited to, all
or any combination of the following:
a) Verification of accuracy, correctness and authenticity of information
provided by the proposer;
b) Validation of extent of compliance to the RFP requirements and evaluation
criteria based on what has so far been found by the evaluation team;
c) Inquiry and reference checking with Government entities with jurisdiction on

11
HLCM-PN/UNDP RFP, May 2023
 the proposer, or with previous clients, or any other entity that may have
done business with the proposer;
d) Inquiry and reference checking with previous clients on the performance on
on-going or completed contracts, including physical inspections of previous
works, as deemed necessary;
e) Physical inspection of the proposer’s offices, branches or other places where
business transpires, with or without notice to the proposer;
f) Other means that UNDPmay deem appropriate, at any stage within the
selection process, prior to awarding the contract.
38. Clarification of UNDPmay request clarification or further information in writing from the proposers at
proposals any time during the evaluation process. The proposers’ responses shall not contain any
changes regarding the substance or price of the proposal, except to confirm the
correction of arithmetic errors discovered by UNDPin the evaluation of the proposals, in
accordance with Instructions to Proposers Article 23 (Errors or omissions).
UNDPmay use such information in interpreting and evaluating the relevant proposal
but is under no obligation to take it into account.
Any unsolicited clarification submitted by a proposer in respect to its proposal which is
not a response to a request by UNDP, shall not be considered during the review and
evaluation of the proposals.
39. Responsiveness UNDP’s determination of a proposal’s responsiveness is to be based on the contents of
of proposal the proposal itself. A substantially responsive proposal is one that conforms to all the
terms, conditions, TOR and other requirements of the RFP without material deviation,
reservation, or omission. A material deviation, reservation, or omission is one that:
a) affects in any substantial way the scope, quality, or performance of the services
specified in the contract; or
b) limits in any substantial way, inconsistent with the solicitation documents,
UNDP’s rights or the proposer’s obligations under the contract; or
c) if rectified would unfairly affect the competitive position of other proposers
presenting substantially responsive proposals.
If a proposal is not substantially responsive, it shall be rejected by UNDPand may not
subsequently be made responsive by the proposer by correction of the material
deviation, reservation, or omission.
40. Nonconformitie, Provided that a proposal is substantially responsive, UNDPmay waive any non-
reparable errors conformities or omissions in the proposal that, in the opinion of UNDP, do not
and omission constitute a material deviation. These are a matter of form and not of substance and
can be corrected or waived without being prejudicial to other proposers.
Provided that a proposal is substantially responsive UNDPmay request the proposer to
submit the necessary information or documentation, within a reasonable period, to
rectify nonmaterial nonconformities or omissions in the proposal related to
documentation requirements. Such omission shall not be related to any aspect of the
price of the proposal. Failure of the proposer to comply with the request may result in
the rejection of its proposal.
For financial proposals that have been opened, UNDPshall check and correct
arithmetical errors as follows:
a) if there is a discrepancy between the unit price and the line-item total that is
obtained by multiplying the unit price by the quantity, the unit price shall
prevail and the line item total shall be corrected, unless in the opinion of
UNDPthere is an obvious misplacement of the decimal point in the unit
price; in which case, the line item total as quoted shall govern and the unit
price shall be corrected;

12
HLCM-PN/UNDP RFP, May 2023
 b) if there is an error in a total corresponding to the addition or subtraction of
subtotals, the subtotals shall prevail, and the total shall be corrected; and
c) if there is a discrepancy between words and figures, the amount in words
shall prevail, unless the amount expressed in words is related to an
arithmetic error, in which case the amount in figures shall prevail.
If the proposer does not accept the correction of errors, its proposal shall be rejected,
and its proposal security may be forfeited.
41. Right to accept UNDPreserves the right to accept or reject any proposals, and to annul the proposal
any proposal process and reject all proposals at any time prior to contract award, without thereby
and to reject incurring any liability to the affected proposer or proposers or any obligation to inform
any or all the affected proposer or proposers of the grounds for UNDP’s action. UNDPshall not be
proposals obliged to award the contract to the lowest priced offer.

AWARD OF CONTRACT
42. Award criteria Prior to expiration of the proposal validity, UNDPshall award the Contract to the
qualified proposer based on the award criteria indicated in Section 3: Data Sheet.
43. Right to vary At the time the Contract is awarded, UNDPreserves the right to increase or decrease
requirement at the quantity of services originally specified by up to a maximum twenty-five per cent
time of award (25%) of the total offer, without any change in the unit price or other terms and
conditions and the solicitation document.
44. Notification of Prior to the expiration of the period of proposal validity, UNDPwill notify the successful
award proposer in writing by email, fax or post, that its proposal has been accepted. Please
note that the proposer, if not already registered at the appropriate level in UNGM, will
be required to complete the vendor registration process on the UNGM prior to the
signature and finalization of the contract.
45. Debriefing In the event that a proposer is unsuccessful, the proposer may request a debriefing
from UNDP. The purpose of the debriefing is to discuss the strengths and weaknesses of
the proposer’s submission, in order to assist the proposer in improving its future
proposals for UNDPprocurement opportunities. The content of other proposals and
how they compare to the proposer’s submission shall not be discussed.
46. Publication of UNDPwill publish the contract award on UNDP Procurement Notices website
contract award https://procurement-notices.undp.org/view_awards.cfm which is linked to the
United Nations Global Marketplace, with the RFP Reference number, the
information of the awarded proposer’s company name, contract amount or LTA and the
date of the contract.
47. Contract Within fifteen (15) days from the date of receipt of the Contract, the
Signature successful Bidder shall sign and date the Contract and return it to UNDP.
Failure to do so may constitute sufficient grounds for the annulment of the
award, and forfeiture of the Bid Security, if any, and on which event, UNDP
may award the Contract to the Second highest rated or call for new Bids.
48. Contract Type The types of Contract to be signed and the applicable UNDP Contract
and General General Terms and Conditions, as specified in Data Sheet, can be
Terms and accessed at
Conditions http://www.undp.org/content/undp/en/home/procurement/business/how-
we-buy.html
49. Performance The successful Proposer, if so specified in Section 3: Data Sheet shall furnish a
security Performance Security in the amount and form specified herein:
https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_PO
PP_DOCUMENT_LIBRARY/Public/PSU_Solicitation_Performance
%20Guarantee%20Form.docx&action=default, within the specified number of
days after receipt of the Contract from UNDP. Banks issuing performance securities

13
HLCM-PN/UNDP RFP, May 2023
 must be acceptable to the UNDPcomptroller, i.e. banks certified by the central bank of
the country to operate as a commercial bank. The Performance Security form is
available here. . UNDPshall promptly discharge the proposal securities of the
unsuccessful proposers pursuant to Article 17 (Proposal security).
Failure of the successful proposer to submit the above-mentioned Performance Security
or sign the Contract shall constitute sufficient grounds for the annulment of the award
and forfeiture of the proposal security. In that event UNDPmay award the contract to
the next lowest ranked proposer.
50. Bank guarantee Except when the interests of UNDPso require, it is UNDP’s standard practice not to
for advance make advance payment(s) (i.e., payments without having received any outputs). If an
payment advance payment is allowed as per Section 3: Data Sheet, and if specified there, the
proposer shall submit a Bank Guarantee in the full amount of the advance payment
using this bank guarantee form available at :
https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_PO
PP_DOCUMENT_LIBRARY/Public/PSU_Contract%20Management
%20Payment%20and%20Taxes_Advanced%20Payment%20Guarantee
%20Form.docx&action=default. Banks issuing bank guarantees must be
acceptable to the UNDPcomptroller, i.e. banks certified by the central bank of the
country to operate as a commercial bank.
51. Liquidated If specified in Section 3: Data Sheet, UNDPshall apply Liquidated Damages for the
Damages damages and/or risks caused to UNDPresulting from the Contractor’s delays or breach
of its obligations as per the Contract. The payment or deduction of such liquidated
damages shall not relieve the Contractor from any of its other obligations or liabilities
pursuant to any current contract or purchase order.
52. Proposal protest Any proposer that believes to have been unjustly treated in connection with this
proposal process or any contract that may be awarded as a result of such proposal
process may submit a complaint to UNDP.
The following link provides further details regarding UNDP vendor protest
procedures:
http://www.undp.org/content/undp/en/home/procurement/business/protest
-and-sanctions.html
53. Other Provisions
In the event that the Bidder offers a lower price to the host Government
(e.g. General Services Administration (GSA) of the federal government of
the United States of America) for similar goods and/or services, UNDP shall
be entitled to the same lower price. The UNDP General Terms and
Conditions shall have precedence.
UNDP is entitled to receive the same pricing offered by the same
Contractor in contracts with the United Nations and/or its Agencies. The
UNDP General Terms and Conditions shall have precedence.
The United Nations has established restrictions on employment of
(former) UN staff who have been involved in the procurement process as
per bulletin ST/SGB/2006/15
http://www.un.org/en/ga/search/view_doc.asp?symbol=ST/SGB/2006/15&r
eferer

14
HLCM-PN/UNDP RFP, May 2023
SECTION 3: DATA SHEET (DS)
The following specific data shall complement, supplement or amend the provisions in Section 2: Instructions to
Proposers. In case there is a conflict, the provisions herein shall prevail over those in Section 2: Instructions to
Proposers.
Ref.
Article in Specific Instructions / Requirements
Section 2
1. Scope The reference number of this Request for Proposal (RFP) is
Click or tap here to enter text.

The services include the supply of Click or tap here to enter text. in
Click or tap here to enter text.
as further described in Section 5 of this RFP.
[If RFP is being issued to establish LTA(s) please include the following text and
amend as appropriate. Delete if not required.]
Based on the results of this competitive solicitation exercise, UNDPintends to enter
into non-exclusive Long Term Agreement(s) (LTAs) with the successful proposer(s) for
the provision of an indefinite quantity of the specified services in support of UNDP’s
operations. In the event of UNDPsigning Long Term Agreement(s), the following shall
apply:
The successful proposer shall accord the same terms and conditions to any other
organisation within the United Nations System that wishes to avail of such terms, after
written consent from UNDP.
The expected duration of the LTA is: UNDPyears with the possibility of extension for
up to UNDPadditional Choose an item.subject to the Supplier’s satisfactory
performance and competitiveness of prices.
The estimated volume to be purchased is: Click or tap here to enter text. . LTAs are
considered non-exclusive and the estimated volume is based on a forecast of needs
and does not constitute a commitment to place orders up to the volume.
UNDPreserves the right to enter into LTAs with more than one supplier and the right
to split the award of contracts among the LTA holders if it is in the best interests of
UNDP .
The award of contract under the LTA Choose an item.be subject to secondary
competition among the LTA holders.
2. Eligible proposers Choose an item.
Choose Clarification of Any request for clarification of solicitation documents must be sent directly I the
an item.3 solicitation system through message functionality.
. documents
Click or tap here to enter text.Click or tap here to enter text.Click or tap here to
enter text.ATTENTION: PROPOSALS (OR ANY PART OF IT) SHALL NOT BE
SUBMITTED IN THE ABOVE MANNER
Deadline for submitting requests for clarifications / questions:
Click or tap to enter a date.. Click or tap here to enter text. ,
Click or tap here to enter text.

supplemental information to the RFP and responses / clarifications to queries will

be posted directly in the system.

4. Language All proposals, information, documents and correspondence exchanged between

15
HLCM-PN/UNDP RFP, May 2023
 Ref.
Article in Specific Instructions / Requirements
Section 2
UNDPand the proposers in relation to this solicitation process shall be in
Click or tap here to enter text.

5. Partial proposals Submitting proposals for parts or sub-parts of the TOR is:
Choose an item.
Choose Currencies Prices shall be quoted only in the currency indicated in the system.
an item.6
.
7. Duties and taxes All prices shall:
Choose an item.
Choose Proposal validity Choose an item.
an item.8 period
.
Choose Proposal security Choose an item.
an item.9 Choose an item.If ““Not Required” is selected, delete the below
.
The proposal security will be in the same currency as stipulated in Article 14:
(Currencies).
Acceptable forms of proposal security
Proposal security form template set out in Section 7
Any bank-issued cheque / cashier’s cheque / certified cheque
10. Alternative Choose an item.
proposals
Choose Pre-proposal Choose an item.
an item.1 conference Provide details below if “Will be conducted” is selected, otherwise delete the
1. below
Time and time zone: Click or tap here to enter text.
Date : Click or tap to enter a date.
Venue : Click or tap here to enter text.

The focal point for the arrangement is:

Telephone: Click or tap here to enter number.
E-mail: Click or tap here to enter text.
The pre-proposal conference is:
mandatory
not mandatory
Minutes of the pre-proposal conference will be disseminated directly in the
system.
12. Site inspection Choose an item.

16
HLCM-PN/UNDP RFP, May 2023
 Ref.
Article in Specific Instructions / Requirements
Section 2
Choose an item.Provide details below if a site inspection will be held, otherwise
delete the below
Time and time zone: Click or tap here to enter text.
Date : Click or tap to enter a date.
Location : Click or tap here to enter text.
The focal point for the arrangement is:
Telephone: Click or tap here to enter number.
E-mail: Click or tap here to enter text.
Proposers shall notify the focal point Click or tap here to enter number of days in
advance as to whether or not they intend to participate in the site inspection and
the details of their representatives who will attend.
The site inspection is:
mandatory
not mandatory
13. Instructions for Proposals must be submitted directly in the online system.
proposal
Allowable manner of submitting proposals:
submission
The Financial Proposal shall be submitted directly in the system only in the
“Commercial section” of the requirements and/or line items/deliverables. Non-
compliance with this instruction may result in rejection of the proposal received.
 File Format: Click or tap here to enter text.
 File names must be be clearly indicative of the file content and uploaded in
the relevant section as instructed in the system. File names must be in English
or in the language specified in this document as the bid language.
 All files must be free of viruses and not corrupted.
 Click or tap here to enter text. Documents which are required in original (e.g.
Proposal Security) should be sent to the below address with a PDF copy
submitted as part of the electronic submission: Click or tap here to enter text.
 It is recommended that the entire Proposal be consolidated into as few
attachments as possible.
 The proposer should receive an email acknowledging receipt of the proposal
by the system.
14. Deadline for Deadline for proposal submission is indicated in the portal. In case of
proposal discrepancies between the deadline in the system and deadline indicated
submission elsewhere, the one in the system prevails.

Click or tap to enter a date.

15. Proposal Opening Public proposal opening will NOT be held

[The new online system enables sending proposal opening report to bidders
automatically, indicating list of companies who submitted a proposal. While this is
not mandatory, it is encouraged to enhance transparency of the process. Select
one of the options below based on decision made in your office. MAKE SURE YOU

17
HLCM-PN/UNDP RFP, May 2023
 Ref.
Article in Specific Instructions / Requirements
Section 2
SETUP OCCORDINLGY IN THE SYSTEM]

Public proposal opening will not be conducted.

Or

Public proposal opening will be conducted automatically by the system and sent
directly to proposers who submitted a proposal in the system and indicating
names of companies who submitted a proposal.

16. Evaluation of Evaluation will be based on:

technical and
Lowest price method (selects the lowest evaluated financial proposal of the
financial proposals
technically responsive Proposers)
Combined scoring method using a distribution of Choose an item. Technical
proposal - financial proposal
Other Click or tap here to enter text.
The maximum number of technical points is detailed in Section 4: Evaluation
Criteria
To be substantially compliant, Proposers must obtain a minimum threshold of 70%
of maximum points from technical evaluation.
17. Right to vary The maximum percentage by which quantities may be increased is
Click or tap here to enter text.
requirement at %
time of award
The maximum percentage by which quantities may be decreased is
Click or tap here to enter text.
%
18. Contract award to Click or tap here to enter text. will award a contract to:
one or more
Choose an item.
proposer
Choose an item.
19. Type of contract to Click or tap here to enter text.
be awarded
http://www.undp.org/content/undp/en/home/procurement/business/how-we-
buy.html
See Section 6: for sample contract.
20. Expected date for Click or tap to enter a date.
commencement of
contract
21. Conditions of Click or tap here to enter text.
contract to apply
See Section 6.
22. Performance Choose an item.
Security
Choose an item.If ““Not Required” is selected, delete the below
The performance security shall be submitted within Click or tap here to enter text.
days after receipt of the contract.
The performance security will be in the same currency as stipulated in Article 14

18
HLCM-PN/UNDP RFP, May 2023
 Ref.
Article in Specific Instructions / Requirements
Section 2
(Currencies).
The Performance Security shall be in the form of a Bank Guarantee as set out in
Section 6.
23.. Advance payment Choose an item.
Choose an item.If allowed, Bank Guarantee Choose an item.
24. Liquidated Choose an item.
damages
Choose an item.Provide details below if “Will be Imposed” is selected, otherwise
delete the below
Percentage of contract price per week of delay:
Click or tap here to enter number.
% up to a maximum of 10% of the Contract value, after which UNDPmay
terminate the contract.
25. Other information [All other instructions and information not yet mentioned so far in this
related to the RFP Data Sheet but are relevant to the RFP must be cited here, and any further
entries that may be added below this table row]

19
HLCM-PN/UNDP RFP, May 2023
SECTION 4: EVALUATION CRITERIA
[Note to Procurement Officer:
Adjust the criteria below and the required documents as necessary and delete this paragraph before
finalising]
Preliminary Examination Criteria
All criteria will be evaluated on a Pass/Fail basis and checked during Preliminary Examination.
Criteria Documents to establish compliance
Completeness of the Proposal All documents requested in Section 2: Instruction
to Proposers have been provided and are
complete.
Proposer accepts Click or tap here to enter text. General Form C: Technical Proposal Submission
Conditions of Contract as specified in Section 6.
Proposal Validity Form C
Proposal Security with compliant validity period Form L
Click or tap here to enter text. Click or tap here to enter text.
Click or tap here to enter text. Click or tap here to enter text.

Minimum Eligibility and Qualification Criteria

Minimum eligibility and qualification criteria will be evaluated on a Pass/Fail basis.
If the Proposal is submitted as a Joint Venture, Consortium or Association, each member should meet the
minimum criteria, unless otherwise specified.
Eligibility Criteria Documents to establish compliance
Proposer is a legally registered entity Form D: Proposer Information
Proposer belongs to a diverse supplier group, including Form D: Proposer Information
micro, small or medium sized enterprise, women or youth
owned business or other.
Vendor is not suspended, nor otherwise identified as Form C: Technical Proposal Submission
ineligible by any UN Organization, the World Bank Group
or any other International Organisation in accordance with
Section 2 Article 4.
No conflicts of interest in accordance with Section 2 Article Form C: Technical Proposal Submission
4.
The Proposer has not declared bankruptcy, in not involved Form C: Technical Proposal Submission
in bankruptcy or receivership proceedings, and there is no
judgment or pending legal action against the vendor that
could impair its operations in the foreseeable future
Click or tap here to enter text. Click or tap here to enter text.
Click or tap here to enter text. Click or tap here to enter text.

Qualification Criteria Documents to establish compliance

History of non-performing contracts: Non-performance of Form F: Eligibility and Qualification
a contract did not occur as a result of contractor default
within the last 3 years1.
Litigation History: No consistent history of court/arbitral Form F: Eligibility and Qualification
award decisions against the Proposer for the last 3 years.
Previous Experience:
Minimum Click or tap here to enter number. years of Form F: Eligibility and Qualification
relevant experience.
Minimum Click or tap here to enter number. contracts of Form F: Eligibility and Qualification
similar value, nature and complexity implemented over
the last Click or tap here to enter number. years.
(For JV/Consortium/Association, all Parties cumulatively

20
HLCM-PN/UNDP RFP, May 2023
should meet requirement).
Financial Standing:
Liquidity: the ratio Average current assets / Current Copy of audited financial statements for the last
liabilities over the last 3 years must be equal or greater three years. / Form F: Eligibility and Qualification
than 1. Proposers must include in their Proposal audited
balance sheets cover the last two years
Turnover: Proposers should have annual sales turnover of Copy of audited financial statements for the last
minimum Click or tap here to enter text. for the last three three years. Form F: Eligibility and Qualification
years.
(For JV/Consortium/Association, all Parties cumulatively
should meet requirement).
Click or tap here to enter text. Click or tap here to enter text.
Click or tap here to enter text. Click or tap here to enter text.

Technical Evaluation Criteria

[Note to Procurement Officer: Adjust the criteria/points below as necessary and add them directly in the
system. Delete this paragraph before finalising]

Points
Summary of technical proposal evaluation sections
obtainable
1. Proposer’s qualification, capacity and experience 300
2. Proposed methodology, approach and implementation plan 400
3. Management structure and key personnel 300
Total 1000

Points
Section 1. Proposer’s qualification, capacity and experience
obtainable
1.1 Reputation of organisation and staff credibility / reliability / industry standing 50
1.2 General organisational capability which is likely to affect implementation:
management structure, financial stability and project financing capacity, project 90
management controls, extent to which any work would be subcontracted.
1.3 Relevance of specialised knowledge and experience on similar engagements done in
70
the region / country
1.4 Quality assurance procedures and risk mitigation measures 60
1.5 Organisation Commitment to Sustainability
 Organisation is compliant with ISO 14001 or ISO 14064 or equivalent – 20
points
 Organisation is a member of the UN Global Compact – 5 points
30
 Organisation demonstrates significant commitment to sustainability
through some other means (for example internal company policy documents on
women empowerment, renewable energies or membership of trade institutions
promoting such issues) – 5 points
Total Section 1 300

Points
Section 2. Proposed methodology approach and implementation plan
obtainable
2.1 Understanding of the requirement: Have the important aspects of the task been
addressed in sufficient detail? Are the different components of the project 80
adequately weighted relative to one another?
2.2 Description of the Proposer’s approach and methodology for meeting or
100
exceeding the requirements of the Terms of Reference

21
HLCM-PN/UNDP RFP, May 2023
2.3 Details on how the different service elements shall be organised, controlled and
50
delivered
2.4 Description of available performance monitoring and evaluation mechanisms
50
and tools; how they shall be adopted and used for a specific requirement
2.5 Assessment of the implementation plan proposed including whether the
70
activities are properly sequenced and if these are logical and realistic
2.6 Demonstration of ability to plan, integrate and effectively implement
50
sustainability measures in the execution of the contract
Total Section 2 400

Points
Section 3. Management Structure and Key Personnel
obtainable
3.1 Composition and structure of the team proposed. Are the proposed roles of
the management and the team of key personnel suitable for the provision 60
of the necessary services?
3.2 Qualifications of key personnel proposed
3.2 a Team Leader 120
 General experience 10
 Specific experience relevant to the assignment 40
 Regional / international experience 20
 Language qualifications 10
3.2 b Senior Expert 80
 General experience 10
 Specific experience relevant to the assignment 40
 Regional / international experience 20
 Language qualifications 10
3.2 c Junior Expert 40
 General experience 5
 Specific experience relevant to the assignment 15
 Regional / international experience 10
 Language qualifications 10
Total Section 3 300

22
HLCM-PN/UNDP RFP, May 2023
SECTION 5: TERMS OF REFERENCE
[Insert here the Terms of Reference (ToR). For Guidance on preparing ToR please refer to pages 78-80 of the
UN Procurement Practitioner’s Handbook and below :

Guide to Requestors in Drafting a Terms of Reference (TOR)

The Terms of Reference (TOR) is a document describing the details of a requirement for consultant services. It
includes, as a minimum, the background and objectives of the assignment, tasks to be completed, personnel
requirement and qualifications, and duration and location of the assignment. It also serves as the basis for
selecting the contractor and also for contract management upon the award of the contract.

The TOR should be detailed enough and cover all the requirements and enable the bidders to address all the
need. TORs should not be set up to favor any particular service provider, in order to encourage maximum
participation and effective competition. Substandard or incomplete TORs will lead to unsuccessful
procurement processes, challenging evaluation process and difficult contract management.

Types of requirements
Terms of references for services and consultants in general are better described by using performance and
functional requirements and may sometimes also require technical specifications depending on the nature of
the requirement. Functional requirements describe the purpose, duty, role or function of the product or
service while performance requirements describe the capability, input/output criteria and performance
characteristics of desired goods or services. Technical specifications describe the detailed physical
characteristics, materials, measurements and manufacturing requirements of a product. The requester should
analyse the requirement and determine the most suitable form of defining requirements.

Sufficient information and details should be provided to enable the bidder to understand the scope of services
required, the related experience and other eligibility requirements.

Consultations and Considerations required

It is important to hold discussions with relevant stakeholders, donors, colleagues, end users, relevant
institutions, industry, industry associations, as this will enable the requester to consider all the necessary
aspects of the requirements and lay a good foundation for a wide acceptance and ownership of the results.

In addition, the requester should consider if external expertise is needed to assist with the definition of the
requirements, the evaluation, selection and contract administration, and to make the necessary arrangements
to involve local or international experts, whether as a one-off or continuous engagement.

MINIMUM CONTENTS
a. Background Information and Rationale, Project Description

a) Describe the project rationale / background and the objectives of the project
b) Describe briefly the context of the required contracting of services
c) Emphasize the relevance/purpose of the work required and how it is linked to the project context
d) If necessary, explain thoroughly the peculiarity of the setting of the project or the work required, if
any (e.g., security risks involved in conducting the work in certain communities, certain cultures and
practices unique to the stakeholders, etc.)

b. Specific Objectives
Describe the objectives of the requirement, what is the goal, target to be achieved.

c. Scope
The scope should be realistic given the time and resources available for implementing the
requirements in the TOR.

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HLCM-PN/UNDP RFP, May 2023
 a) List down the major activities expected to be undertaken by contractor
b) Briefly describe the required activities (scope, location, subjects, etc.) and other information that
will help prospective Bidders understand the nature of the work
c) If possible and if necessary, it is always best to list down per activity the
literature/data/information/policy framework already on hand and may be made available by to
the contractor as reference/input to the activity.

d. Approach and Methodology

If possible, provide a guide or expectations in terms of the approach and methodology and leave
room for the bidders to propose a more detailed methodology in line with the prescribed scope and
objectives.
e. Deliverables and Schedules/Expected Outputs
a) List down the outputs in accordance to the sequence of the work and their corresponding target
delivery.
b) If the specific dates are too varied and cannot be defined, the span of time from the
commencement of the work could be indicated (e.g., 2 nd week from contract signing, within 2-3
months from contract signing, etc.).

f. Key Performance Indicators and Service Level

a) List the key services required, their frequency of requirement, and minimum standard of services
acceptable;
b) Describe, what course of actions will be taken if the required service level is not met by the
contractor

g. Governance and Accountability

a) Identify the specific authority who will directly supervise the contractor, and to whom the
contractor will be directly responsible to, reporting to, seeking approval/acceptance of output
from (e.g., the Project Manager, or National Project Director, etc.)
b) Determine frequency of progress reporting, if required (e.g., weekly, monthly, fortnightly, etc.), as
well as any need to present report results/outputs to any audience or body
c) Identify institutions/organizations/individuals with whom the contractor is expected to
liaise/interact/collaborate/meet with in the course of performing the work (e.g., other agencies,
project co-implementers, donors, communities, local government units, etc.)
d) Define roles / extent of participation of entities involved in the management/implementation of
the contract (e.g., as respondents to survey, resource persons to confer with, approving authority,
evaluating performance, etc.)

h. Facilities to be provided by UNDP

e) Specify if the project will be able to provide (or not) any facility, support personnel, support
service, or logistics, what they will be, and at what stage of the work

i. Expected duration of the contract/assignment

a) State expected duration of work / total no. of days/weeks/months of engagement, including
effective person-days, if applicable. Emphasize expected date of full completion, if time is of the
essence
b) Indicate target date of commencement of the work and expected completion date, including
conditions to both, if any (e.g., issuance of Notice to Proceed, Certificate of Completion of Work,
etc.), justifying the timing, if necessary
c) Give estimated lead time for UNDP or Project Implementing Partners to review outputs, give
comments, approve/accept outputs, etc.
d) Explain special reason for urgency, if any, and serious consequence/impact of any form of delay in
the completion of the work (e.g., deferment of the succeeding phase to the following year,
cancellation of the budget allocation for the project, etc.)

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HLCM-PN/UNDP RFP, May 2023
i. Duty Station
a) Identify the contractor’s duty station/location during the contract, mentioning the location of field
works or in pursuit of other relevant activities, especially where traveling will be required
b) State whether or not the contractor will be required to report regularly or be present at a certain
office during the work, including frequency of reporting, even if intermittent

j. Professional Qualifications of the Successful Contractor and its key personnel

a) Identify special skills / experience and other qualifications which will be advantageous and vital to
the success of the work implementation, especially if project setting/situation is unique or has
peculiarities (e.g., experience in working with indigenous people, familiarity with the key issues
confronting a certain region, understanding of and ability to relate with a specific culture/religion,
knowledge of a local dialect, etc.). This should not be mixed up with and repeat the Minimum
qualification requirements specified in Section 4 above.
b) If a team of experts need to be formed, indicate the maximum number of team members and
specify the recommended qualifications of each team member, if a set of varied ones are required
(e.g., team of at least 3 members consisting of experts in policy analysis, community development
and agriculture).

k. Price and Schedule of Payments

a) State whether the contract price is a fixed output-based price regardless of extension of the herein
specific duration, or if it is based on a daily/ weekly/monthly rate adjustable in accordance to any
extension or reduction in the duration of engagement
b) Specify the cost components that the Proposer must include in the computation of contract price
(e.g., purely professional fee, or inclusive of travel, living allowances, taxes, etc.) against those
which the project will provide or will pay for (e.g., conduct of workshop will borne by the project,
vehicles will be made available to the contractor for land travels, office space/equipment or an
administrative staff will be provided within the project premises, etc.)
c) Specify the key outputs or milestone activities for which payments will be made, the corresponding
percentage of the contract price that will be paid per milestone/output, including the
conditions/documentations required prior to the release of any tranches of payment.

m. Additional References or Resources

Existing literature or documents that will help provide Bidders with a better comprehension of the project
situation and the work required should be provided as annex/s to the TOR, especially if such literature or
documents are not confidential.

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HLCM-PN/UNDP RFP, May 2023
SECTION 6: CONDITIONS OF CONTRACT AND CONTRACT FORMS
6.1 The types of Contract to be signed and the applicable UNDP Contract General Terms and Conditions, as
specified in Data Sheet, can be accessed at
http://www.undp.org/content/undp/en/home/procurement/business/how-we-buy.html

6.2 Special Conditions of Contract [remove if not required]

The following Special Conditions of Contract (SCC) shall supplement and/or amend the General Conditions of
Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the GCC.
[Insert the appropriate Special Conditions of Contract here.]

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HLCM-PN/UNDP RFP, May 2023
6.4 Advance Payment Guarantee (Bank Guarantee) REMOVE IF NOT REQUIRED

ADVANCED PAYMENT GUARANTEE

This instruction section, as well as all footnotes, headers and any other instructions in this template, are only
for the Business Unit’s guidance and should be deleted before it is sent to the Contractor for review and
signature.
How to use this template:
1. This must be finalized using the official letterhead of the Issuing Bank.
2. Except for indicated fields, no changes may be made on this template.
3. This Guarantee shall be required if the Contractor requests advanced payment exceeds the amount of
USD 30,000, or its equivalent if the price offer is not in USD, using the exchange rate stated in the Data Sheet.
The Contractor’s Bank must issue the Guarantee using the contents of this template, which cannot be changed
without the approval of the Legal Office, BMS.

INSERT LETTERHEAD OF THE BANK

_____________________________ [Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary: _________________ [Name and Address of UNDP]
Date: ________________
ADVANCE PAYMENT GUARANTEE No.: _________________

We have been informed that [name of Company](the “Contractor”) has entered into Contract No.
[reference number of the contract]
dated [insert: date] with the United Nations Development Programme (the
“Beneficiary”) for the provision of [insert description of the Contract](the “Contract”).
Furthermore, we understand that, according to the terms of the Contract, an advance payment in the sum of
[amount in words] ([amount in figures])is to be made by the Beneficiary to the Contractor against an advance

payment guarantee. The Contractor has requested that we issue such guarantee.

Further to the foregoing, we [name of Bank] hereby irrevocably undertake to pay to you, the Beneficiary, or
your accredited representative, any sum or sums not exceeding in total an aggregate amount of
[amount in words] ([amount in figures])
1
(the “Guarantee”) upon receipt by us of your first demand in writing,
accompanied by a written statement, stating that the Contractor is in breach of its obligation under the
Contract to return the amounts of the Guarantee, because the Contractor has used the advance payment for
purposes other than the purposes permitted under the Contract. Such statement shall be conclusive evidence
of your entitlement to payment in the amount demanded, up to the amount of this Guarantee.
1
The Guarantor Bank shall insert an amount representing the amount of the advanced payment and denominated in the
currency/ies of the advanced payment as specified in the Contract.

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HLCM-PN/UNDP RFP, May 2023
We further agree that no change or addition to or other modification of the terms of the Contract or of any of
the Contract documents which may be made between the Beneficiary and the Contractor shall in any way
release us from any liability under this Guarantee, and we hereby waive notice of any such change, addition, or
modification.

This Guarantee shall remain valid and in full effect from the date of the advance payment under the Contract
until the Beneficiary receives full repayment of the advance payment from the Contractor.

Subject to the paragraph below, this Guarantee is governed by the Uniform Rules for Demand Guarantees, ICC
Publication No. 758. The supporting statement under Article 15(a) thereof is excluded.

Nothing herein or related hereto shall be deemed a waiver express or implied of the privileges and immunities
of the United Nations, including its subsidiary organs nor shall it be interpreted or applied in a manner
inconsistent with such privileges and immunities.

_____________________
[signature(s)]

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HLCM-PN/UNDP RFP, May 2023
6.5 Performance Security REMOVE IF NOT REQUIRED

PERFORMANCE SECURITY
This instruction section, as well as all footnotes, headers and any other instructions in this template, are only
for the Business Unit’s guidance and should be deleted before it is sent to the Contractor for review and
signature.

How to use this template:

1. This document must be finalized using the official letterhead of the Issuing Bank.
2. Except for indicated fields, no changes may be made on this template.
3. If the RFP/ITB requires the submission of a Performance Security, which shall be made a condition to
the signing and effectivity of the contract, the Performance Security that the Proposer’s Bank will issue shall be
based on use the contents of this template. No change can be made to this template without the prior
approval of the Legal Office, Bureau of Management Services, UNDP.

INSERT LETTERHEAD OF THE BANK

[date]

To: Beneficiary
United Nations Development Programme (UNDP)
[insert address]

Contractor
[insert information on contractor]
Reference: Guarantee No. [insert number]

Dear Sirs,
WHEREAS, the United Nations Development Programme (the “Beneficiary”) and [Name of Contractor] (the
“Contractor”) have entered into Contract No. [contract number] for [insert description of contract], which
entered into force on [date] (the “Contract”);

WHEREAS, the Contract requires that the Contractor furnishes a bank guarantee for a sum specified in the
Contract as security for the Contractor’s satisfactory compliance with its obligations under the Contract;

WHEREAS, we [Name of the Bank] (the “Guarantor”), have agreed to give the Contractor such Guarantee;

NOW THEREFORE, we, the Guarantor, hereby undertake to pay to the Beneficiary, upon the Beneficiary’s first

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HLCM-PN/UNDP RFP, May 2023
written demand and without cavil or arguments any sum or sums not exceeding in the aggregate [currency]
[amount in words and figures] or such lesser sum of money as the Beneficiary may by such written demand
require to be paid, accompanied by the Beneficiary’s written statement that the Contractor is in breach of its
obligations under the Contract, without the need to specify, prove or show grounds or reasons for such
demand. Such statement shall be conclusive evidence of the Beneficiary’s entitlement to payment in the
amount demanded, up to the amount of this Guarantee.

The maximum guaranteed amount under this Guarantee is [currency] [amount in words and figures].

We, the Guarantor, further agree that no change or addition to or other modification of the terms of the
Contract or of the works, goods and services acquired thereunder, which may be made between the
Beneficiary and the Contractor, shall in any way release us, the Guarantor, from any liability under this
Guarantee, and we hereby waive the notice of any such change, addition or modification.

This Guarantee shall be valid until thirty (30) days after the date of issuance by the Beneficiary of a certificate
of satisfactory performance and full completion by the Contractor of its obligations under the Contract.

Subject to the paragraph below, this Guarantee is governed by the Uniform Rules for Demand Guarantees, ICC
Publication No. 758. The supporting statement under Article 15(a) thereof is excluded.

Nothing herein or related hereto shall be deemed a waiver express or implied of the privileges and immunities
of the United Nations, including its subsidiary organs nor shall it be interpreted or applied in a manner
inconsistent with such privileges and immunities.

SIGNATURE AND SEAL OF THE GUARANTOR BANK

__________________________________

Date:
Name of Bank:
Address:

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HLCM-PN/UNDP RFP, May 2023
SECTION 7: PROPOSAL FORMS
Form A: Proposal Confirmation

Form B: Checklist

Form C: Technical Proposal Submission

Form D: Proposer Information

Form E: Joint Venture/Consortium/Association Information

Form F: Eligibility and Qualification

Form G: Format for Technical Proposal

Form H: Format for CV of proposed key personnel

Form I: Statement of Exclusivity and Availability

Form J: Financial Proposal Submission

Form K: Format for Financial Proposal

Form L: Proposal Security [delete this line and the form, if not required]

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HLCM-PN/UNDP RFP, May 2023
FORM A: PROPOSAL CONFIRMATION

Please acknowledge receipt of this RFP, log in to the online portal and subscribe to this tender following the
instructions in the system user guide. Please complete this form and attach as requested in the system.
To: Insert name of contact person Email:
Insert contact person’s email - do not enter secure proposal em
From: Insert name of proposer

Subject RFP reference Click or tap here to enter text.

Check the appropriate

Description
box
☐ YES, we intend to submit a proposal.
NO. We are unable to submit a competitive proposal for the requested services at the
☐
moment

If you selected NO above, please state the reason(s) below:

Check applicable Description

☐ The requested services are not within our range of supply
☐ We are unable to submit a competitive proposal for the requested services at the moment
☐ The requested services are not available at the moment
☐ We cannot meet the requested terms of reference
☐ The information provided for proposal purposes is insufficient
☐ Your RFP is too complicated
☐ Insufficient time is allowed to prepare a proposal
☐ We cannot meet the delivery requirements
We cannot adhere to your terms and conditions e.g. payment terms, request for
☐
performance security, etc.. Please provide details below.
☐ Sustainability criteria/requirements are too stringent (if applicable)
☐ We do not export
☐ We do not sell to the UN
☐ Your requirement is too small
☐ Our capacity is currently full
☐ We are closed during the holiday season
☐ We had to give priority to other clients’ requests
☐ The person handling proposals is away from the office
☐ Other (please provide reasons below):
Further information: Click or tap here to enter text.

☐ We would like to receive future RFPs for this type of services

☐ We don’t want to receive RFPs for this type of services

Questions to the Supplier concerning the reasons for no proposal should be addressed to
Click or tap here to enter text.
phone Click or tap here to enter number. , email Click or tap here to enter text. .

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HLCM-PN/UNDP RFP, May 2023
FORM B: CHECKLIST

This form serves as a checklist for preparation of your Proposal. Please complete the returnable Proposal
Forms in accordance with the instructions and return them as part of your Proposal submission: No alteration
to the format of forms shall be permitted and no substitution shall be accepted.
Before submitting your Proposal, please ensure compliance with the instructions in Section 2: Instructions to
Proposers and Section 3: Data Sheet.

Technical Proposal:
Have you duly completed all the Returnable Proposal Forms?
 Form C: Technical Proposal Submission
 Form D: Proposer information
 Form E: Joint Venture/Consortium/Association Information
 Form F: Eligibility and Qualification
 Form G: Technical Proposal
 Form H: CVs of proposed key personnel

 Form I: Statements of exclusivity and availability for key personnel

 From L: Proposal Security

 [Add other forms as necessary]

Have you provided the required documents to establish compliance with the
evaluation criteria in Section 4?
Have you provided the required documents in support of Form D: Proposer
Information?

Financial Proposal:
 Form J: Financial Proposal Submission
 Form K: Financial Proposal

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HLCM-PN/UNDP RFP, May 2023
FORM C: TECHNICAL PROPOSAL SUBMISSION

Click or tap to enter a

Name of Proposer: Click or tap here to enter text. Date:
date.

RFP reference: Click or tap here to enter text.

We, the undersigned, offer to supply the services required for Click or tap here to enter text. in accordance
with your Request for Proposals No. Click or tap here to enter text. . We hereby submit our Proposal, which
includes this Technical Proposal and our Financial Proposal uploaded separately under the commercial section in
the system as instructed.
Proposer Declaration: on behalf of our firm, its affiliates, subsidiaries and employees, including any JV /
Consortium / Association members or subcontractors or suppliers for any part of the contract.
Yes No
☐ ☐ Requirements and Terms and Conditions: I/We have read and fully understand the RFP,
including the RFP Information and Data Sheet, Terms of Reference, the General Conditions of
Contract and any Special Conditions of Contract. I/we confirm that the proposer agrees to be
bound by them.
☐ ☐ I/We confirm that the proposer has the necessary capacity, capability and necessary licenses to
fully meet or exceed the requirements and will be available to deliver throughout the relevant
contract period.
☐ ☐ Ethics: In submitting this proposal I/we warrant that the proposer: has not entered into any
improper, illegal, collusive or anti-competitive arrangements with any competitor; has not
directly or indirectly approached any representative of the buyer (other than the point of
contact) to lobby or solicit information in relation to the RFP; has not attempted to influence, or
provide any form of personal inducement, reward or benefit to any representative of the buyer.
☐ ☐ I/We confirm to undertake not to engage in proscribed practices, 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 have read the United
Nations Supplier Code of Conduct :https://www.un.org/Depts/ptd/about-us/un-supplier-
code-conduct and acknowledge that it provides the minimum standards expected of suppliers
to the UN.
☐ ☐ Conflict of interest: I/We warrant that the proposer has no actual, potential or perceived
conflict of Interest in submitting this proposal, or entering into a contract to deliver the
requirements. Where a conflict of interest arises during the RFP process the proposer will
report it immediately to the Procuring Organisation’s Point of Contact.
☐ ☐ Prohibitions and Sanctions: l/We hereby declare that our firm, ultimate beneficial
owners, affiliates or subsidiaries or employees, including any JV/Consortium members or
subcontractors or suppliers for any part of the contract 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 and 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.

☐ ☐ I/We 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);
☐ ☐ Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership
proceedings, and there is no judgment or pending legal action against us that could impair our
operations in the foreseeable future.
☐ ☐ Proposal Validity Period: I/We confirm that this Proposal, including the price, remains open for
acceptance for the proposal validity period.

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HLCM-PN/UNDP RFP, May 2023
 Yes No
☐ ☐ I/We understand and recognize that you are not bound to accept any proposal you receive.
☐ ☐ By signing this declaration, the signatory below represents, warrants and agrees that he/she has
been authorised by the Organisation/s to make this declaration on its/their behalf.

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

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HLCM-PN/UNDP RFP, May 2023
FORM D: PROPOSER INFORMATION

RFP Reference Click or tap here to enter text.

Legal name of Proposer Click or tap here to enter text.

Legal Address, City, Country Click or tap here to enter text.

Website Click or tap here to enter text.

Year of registration Click or tap here to enter text.

Proposer’s Authorized Representative Name and Title: Click or tap here to enter text.
information Telephone numbers: Click or tap here to enter text.
Email: Click or tap here to enter text.

Legal structure Choose an item.

Choose an item.No. of full-time Click or tap here to enter number.

employees

No. of staff involved in similar contracts Click or tap here to enter number.

Are you a UNGM registered vendor? Yes No If yes, insert UNGM Vendor Number

Years of supplying to UN organisations Click or tap here to enter text.

Are you a Yes No If yes, insert Vendor Number

Click or tap here to enter text.
vendor?

Countries of operation Click or tap here to enter text.

Subsidiaries in the region (please indicate Click or tap here to enter text.
names of subsidiaries and addresses, if
relevant to the proposal)

Commercial Representatives in the Click or tap here to enter text.

country: Name/Address/Phone (for
international companies only)

Quality Assurance Certification (e.g. ISO Click or tap here to enter text.
9000 or Equivalent) (If yes, provide a Copy
of the valid Certificate):

Does your Company have a corporate Tick all that apply and provide supporting documentation:
environmental policy or environmental Corporate Environmental Policy
management system/accreditation such ISO 14001
as ISO 14001 or ISO 14064 or equivalent? ISO 14064
(If yes, provide a Copy of the valid Other, specify Click or tap here to enter text.
Certificate):

Does your organization demonstrate Attach a formal statement that outlines your organisation’s
significant commitment to sustainability, commitment to sustainability, where possible providing evidence of
including the following aspects that have

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HLCM-PN/UNDP RFP, May 2023
been identified in the UN Sustainable tangible results that demonstrate progress such as:
Procurement Framework? Tick all that are attached:
 Environmental: prevention of Formal statement
pollution, sustainable resources; Sustainability report
climate change and mitigation and UN Global Compact Communication on Progress
the protection of the environment, Other, specify Click or tap here to enter text.
biodiversity.
 Social: human rights and labour
issues, gender equality, sustainable
consumption, and social health and
wellbeing.
 Economic: whole life cycle costing,
local communities and small or
medium enterprises, and supply
chain sustainability.
Does your company belong to a diverse
supplier group including micro, small or
Click or tap here to enter text.
medium sized enterprise, women or
youth owned business or other?
(If yes, please provide details and
documentation]

Is your company a member of the UN Choose an item.

Global Compact? Choose an item.If yes, please provide link to Global Compact profile:
Click or tap here to enter text.

Bank Information Bank Name: Click or tap here to enter text.

Bank Address: Click or tap here to enter text.
IBAN: Click or tap here to enter text.
SWIFT/BIC: Click or tap here to enter text.
Account Currency: Click or tap here to enter text.
Bank Account Number: Click or tap here to enter text.

Contact person that Name and Title: Click or tap here to enter text.
Click or tap here to enter text.
may contact for requests for Telephone numbers: Click or tap here to enter text.
clarifications during Proposal evaluation Email: Click or tap here to enter text.

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HLCM-PN/UNDP RFP, May 2023
FORM E: JOINT VENTURE/CONSORTIUM/ASSOCIATION
INFORMATION

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a date.

RFP reference: Click or tap here to enter text.

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

1 Click or tap here to enter text. Click or tap here to enter text.
2 Click or tap here to enter text. Click or tap here to enter text.
3 Click or tap here to enter text. Click or tap here to enter text.

Name of leading partner

(with authority to bind the JV, Consortium,
Association during the RFP process and, in Click or tap here to enter text.
the event a Contract is awarded, during
contract execution)

We have attached a copy of the below referenced 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 Click or tap here to enter text for the fulfilment of the provisions of the
Contract.

Name of partner: Name of partner:

___________________________________ ___________________________________

Signature: ______________________________ Signature: _______________________________

Date: ___________________________________ Date: ___________________________________

Name of partner: Name of partner:

___________________________________ ___________________________________

Signature: ______________________________ Signature: _______________________________

Date: ___________________________________ Date: ___________________________________

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HLCM-PN/UNDP RFP, May 2023
FORM F: ELIGIBILITY AND QUALIFICATION

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a date.

RFP reference: Click or tap here to enter text.

If JV/Consortium/Association, to be completed by each partner.
History of Non- Performing Contracts

No non-performing contracts during the last 3 years

Contract(s) not performed in the last 3 years
Year Non- performed Contract Identification Total Contract Amount
portion of contract (current value in US$)
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 dispute Contract Identification Total Contract Amount
dispute (state currency) (state currency)
Name of Client:
Address of Client:
Matter in dispute:
Party who initiated the dispute:
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 Proposer was legally contracted or sub-contracted by the Client as a
company or was one of the Consortium/JV partners. Assignments completed by the Proposer’s individual
experts working privately or through other firms cannot be claimed as the relevant experience of the Proposer,
or that of the Proposer’s partners or sub-consultants, but can be claimed by the Experts themselves in their
CVs. The Proposer should be prepared to substantiate the claimed experience by presenting copies of relevant
documents and references if so requested.
Project name & Client & Contract Period of Types of activities undertaken and
Country of Reference Value activity and role (Contractor, sub-contractor or
Assignment Contact Details status consortium member)

Proposers 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 Currency Amount

Year Currency Amount

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HLCM-PN/UNDP RFP, May 2023
 Year Currency Amount

Latest Credit Rating (if any), indicate the

source and date.

Financial information Historic information for the last 3 years

(state currency)
Year 1 Year 2 Year 3
Information from Balance Sheet
Total Assets (TA)
Total Liabilities (TL)
Current Assets (CA)
Current Liabilities (CL)
Information from Income Statement
Total / Gross Revenue (TR)
Profits Before Taxes (PBT)
Net Profit
Current Ratio (current
assets/current liabilities)
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 Proposer 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.

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HLCM-PN/UNDP RFP, May 2023
FORM G: FORMAT FOR TECHNICAL PROPOSAL

[Note to Procurement Officer: Please ensure that the information below is adapted in accordance with the
technical evaluation criteria included in Section 4. The below sections correspond to the sample criteria
included in this template RFP in Section 4.]

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a date.

RFP reference: Click or tap here to enter text.

The proposer’s proposal must be organised to follow the format of this Technical Proposal Form. Where the
proposer is presented with a requirement or asked to use a specific approach, the proposer must not only
state its acceptance, but also describe, where appropriate, how it intends to comply. Where a descriptive
response is requested, failure to provide the same will be viewed as non-responsive.
Section 1: Proposer’s qualification, capacity and expertise
1.1 Brief description of the organisation, 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 specialised 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 proposer’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 Proposer will achieve or exceed the
requirements of the Terms of Reference, keeping in mind the appropriateness to local conditions and project
environment. Detail how the different service elements shall be organised, controlled and delivered.
2.2 Provide comments and suggestions on the Terms of Reference: have the important aspects of the task
been addressed in sufficient detail? Are the different components of the project adequately weighted relative
to one another? Include additional services that will be rendered beyond the requirements of the ToR, if any.
2.2 The methodology shall also include details of the Proposer’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 Demonstrate how you plan to integrate sustainability measures in the execution of the contract.
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.
2.7 Any other comments or information regarding the project approach and methodology that will be adopted.
Section 3: Management Structure and Key Personnel
3.1 Describe the overall management approach toward planning and implementing the project. Include details
of key personnel including their name and nationality, the Position they will assume and their role as per the
ToR. Include an organisation 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 For each of the key personnel provide: the CV using the format in Form H and the statement of exclusivity
and availability using the format in Form I.

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HLCM-PN/UNDP RFP, May 2023
FORM H: FORMAT FOR CV OF PROPOSED KEY PERSONNEL
Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a
date.

RFP reference: Click or tap here to enter text.

Position (as per ToR)

Personnel Information Name:

Nationality: Date of birth:

Language Proficiency:

Present Employment Name of employer: Contact: (manager or HR)

Address of employer:

Telephone: Email:

Job title: Years with present employer:

Education / Summarise college/university and other specialised education of personnel

Qualifications member, giving names of schools, dates attended, and degrees/qualifications
obtained.

Professional Provide details of professional certifications relevant to the scope of services

Certifications including name of institution and date of certification.

References: Provide names, addresses, phone and email contact information for two (2)
references.

Summarise professional experience over the last 20 years in reverse chronological order. Indicate particular
technical and managerial experience relevant to the project.
Company / Project / Position /
From To Relevant technical and
management experience

I, the undersigned, certify that, to the best of my knowledge and belief, this CV is accurate.

Signature of Personnel Date (Day/Month/Year)

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HLCM-PN/UNDP RFP, May 2023
FORM I: STATEMENT OF EXCLUSIVITY AND AVAILABLITY

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a
date.

RFP reference: Click or tap here to enter text.

I, the undersigned, hereby declare that I agree to participate exclusively with the Proposer
Click or tap here to enter text.
in the above referenced RFP. I further declare that I am able and willing to work for the period(s)
foreseen for the position for which my CV has been included in the event that this proposal is successful,
namely:
From To
Click or tap here to enter text. Click or tap here to enter text.
Click or tap here to enter text. Click or tap here to enter text.
Click or tap here to enter text. Click or tap here to enter text.

I confirm that I am not engaged in other projects in a position for which my services are required during the
periods where my services are required under this RFP.
By making this declaration, I understand that I am not allowed to present myself as a candidate to any other
proposer submitting a proposal for this RFP. I am fully aware that if I do so, I will be excluded from this RFP, the
proposals may be rejected, and I may also be subject to exclusion from other UNDP’ssolicitation procedures
and contracts.
Furthermore, should this proposal be successful, I am fully aware that if I am not available at the expected
start date of my services for reasons other than ill-health or force majeure, I may be subject to exclusion from
other Click or tap here to enter text. solicitation procedures and contracts and that the notification of award of
contract to the Proposer may be rendered null and void.

Name:
Title:
Date:
Signature:

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HLCM-PN/UNDP RFP, May 2023
FORM J: FINANCIAL PROPOSAL SUBMISSION

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a date.

RFP reference: Click or tap here to enter text.

We, the undersigned, offer to provide the services indicated in our proposal and in accordance with your
Request for Proposal. We are hereby submitting our Financial Proposal in the amount indicated herewith.

Our Proposal shall be valid and remain binding upon us for the period of time specified in the Data Sheet.

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

Please enter the total amount of your financial proposal as a response to this question. Make sure the total
matches with the total indicated in the deliverables section of the system (lines) and with the total deriving
from the cost breakdown (form K).

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HLCM-PN/UNDP RFP, May 2023
FORM K: FORMAT FOR FINANCIAL PROPOSAL

Name of Proposer: Click or tap here to enter text. Date: Click or tap to enter a
date.

RFP reference: Click or tap here to enter text.

The proposer is required to prepare the Financial Proposal following the below format and submit it in an
envelope separate from the Technical Proposal as indicated in the Instruction to Proposers. The inclusion of
any financial information in the Technical Proposal shall lead to disqualification of the Proposer. The Financial
Proposal should align with the requirements of the Terms of Reference and the proposer’s Technical Proposal.
Currency of the proposal: Click or tap here to enter text.
Table 1: Summary of Overall Prices
Amount
Professional Fees (from Table 2)

Other Costs (from Table 3)

Total Amount of Financial Proposal

Table 2: Breakdown of Professional Fees

Name Position Fee Rate No. of days / Total Amount
months /
hours
A B C=A+B
In-Country

Home Based

Subtotal Professional Fees:

Table 3: Breakdown of Other Costs

Description Unit of Quantity Unit Price Total Amount
Measure
International flights Return trip
Subsistence allowance Day
Local transportation costs Lump sum
Out-of-pocket expenses
Other costs (specify)
Subtotal Other Costs:
Table 4: Breakdown of Price per Deliverable / Activity
Deliverable / Activity description Time Professional Other Costs Total
(person Fees
days)
Deliverable 1
Deliverable 2
Deliverable 3
Etc.

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HLCM-PN/UNDP RFP, May 2023
FORM L: PROPOSAL SECURITY [DELETE IF NOT REQUIRED

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.

Beneficiary: Insert contact information for procuring organisation as provided in Section 3: Data Sheet.
RFP Reference: Click or tap here to enter text.

WHEREAS (hereinafter called “the Proposer”) has submitted a Proposal to UNDPdated

Click or tap to enter a date. to execute services Click or tap here to enter text. (hereinafter called “the
Proposal”):

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

a) Fails to sign the Contract after UNDPhas 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 Performance Security, insurances, or other documents that UNDPmay require as a
condition to rendering the contract effective.

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

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on
behalf of the Proposer, 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 proposals.

SIGNATURE AND SEAL OF THE GUARANTOR BANK

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

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HLCM-PN/UNDP RFP, May 2023