UNHCR Philippines invites qualified service providers to make a firm offer for the establishment of a contract to provide fundraising services.
REQUEST FOR PROPOSAL: RFP/ 2016/PHI/0002/PSFR
FOR THE PROVISION OF
Face to Face Fundraising and Retention Services in the Philippines
CLOSING DATE AND TIME: – 8th of July 23:59 2016 UTC +8 hrs. (Philippine time zone)
INTRODUCTION
The Office of the United Nations High Commissioner for Refugees was established on 14 December 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people.
In more than six decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 9000 people in 126 countries continues to help about 60 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see www.unhcr.ph.
1. REQUIREMENTS
The Office of the United Nations High Commissioner for Refugees (UNHCR), Philippines, invites qualified service providers to make a firm offer for the establishment of a contract to provide fundraising services related to F2F recruitment and retention services in Philippines (referred to hereinafter as “services”).
UNHCR may award Frame Agreement(s) up to two (2) companies with a tentative duration from January 2017 to June 2017 (Phase 1), potentially extendable for a further period of twenty four (24) months (Phase 2):
Phase 1 – 1st January 2017 to 30th June 2017
Phase 2, 1st year – 1st of July 2017 to 30th of June 2018
Phase 2, 2nd year – 1st of July 2018 to 30th of June 2019
The successful bidder(s) will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).
IMPORTANT:
Terms of Reference (TORS) are detailed in Annex A of this document.
2. BIDDING INFORMATION:
2.1. RFP DOCUMENTS
The following annexes form an integral part of this Invitation to Bid:
Annex A: Terms of Reference (TOR) / to be acknowledged
Annex B: Financial Offer Form / to be submitted
Annex C: Vendor Registration Form / to be submitted
Annex D: UNHCR Special Conditions for Fundraising Activities-2008 / to be acknowledged
Annex E: UN General Conditions of Contracts for the Provision of Services- 2010 / to be acknowledged
Annex F: RFP Checklist Form / to be submitted
Please kindly note that this RFP is posted on UNHCR and UNGM website too.
Please read this RFP and its annexes carefully. Failure to observe the procedures may result in disqualification from the evaluation process.
Please take careful note of article 5 “Subcontracting” of the attached General Terms and Conditions.
2.2 ACKNOWLEDGMENT
Please acknowledge the receipt of this RFP by replying to [email protected]:
– Your confirmation of receipt of the RFP
– Whether you will be submitting a bid
2.3 REQUESTS FOR CLARIFICATION
Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to [email protected]. The deadline for receipt of questions is the 17th of June 23:59 +8 hrs. (Philippine time zone). Bidders are requested to keep all questions concise.
UNHCR will compile and answer all questions received. A consolidated Q&A file will be then shared with all suppliers and posted on UNHCR website and UNGM website.
UNHCR may hold a suppliers` conference to answer all questions if it is deemed necessary.
2.4 YOUR OFFER
Your offer shall be prepared in English.
Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration.
IMPORTANT:
Inclusion of copies of your offer with any correspondence sent directly to the attention of any other UNHCR staff other than the [email protected] e-mail address will result in disqualification of the offer.
Your offer shall comprise the following two sets of documents:
– Technical offer
– Financial offer
2.4.1 Content of the TECHNICAL OFFER
IMPORTANT:
No pricing information should be included in the Technical offer. Failure to comply may risk disqualification. The technical offer should contain all information required.
The Terms of Reference (TORs) of the services requested by UNHCR can be found in Annex A. Please note that no financial elements can be included into the technical offer. Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:
a) Description of the company and the company’s qualifications
A description of your company with the following documents: company profile, registration certificate and last audit reports:
• Year founded;
• If a multi-location company, please specify the location of the company’s headquarters, and the branches that will be involved in the project work with founding dates;
• Fundraising experience in the business or the number of similar and successfully completed projects to donor acquisition, retention and collection process;
• Number of similar projects currently underway;
• Presence and experience in the country
• Any relevant experience working with UNHCR Philippines, other UN Agencies and NGOs should be included;
• Total number of clients, please provide a list;
• You are requested to provide three (3) references that we may contact from your current client list, including ones from working relationships with UNHCR Philippines or other UN Agencies. If submitting a partnership proposal, please provide references for each firm that is participating in the proposal bid.
Any information that will facilitate our evaluation of your company’s substantive reliability, financial and managerial capacity to provide the services.
b) Understanding of the requirements for services, proposed approach, solutions, methodology and outputs
Any comments or suggestions on the TOR, as well as your detailed description of the manner in which your company would respond to the TOR:
• A description of your organization’s capacity to provide the service.
• A description of your organization’s experience in these services.
c) Proposed personnel to carry out the assignment
Please indicate the composition of the team (project managers, paid F2F staff, subcontractors, consultants) you propose to provide for the project. In particular:
• Describe whether you can provide adequately skilled people to assume the responsibilities and perform the full range of tasks included in the TOR;
• Describe their experience and expertise in working with UN / International organizations;
d) Vendor Registration Form: If your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form Annex C.
e) UNHCR Special Conditions for Fundraising Activities: Your technical offer should contain your acknowledgement of the UNHCR Special Conditions for Fundraising Activities Annex D on the RFP Checklist Form (Annex F).
f) UNHCR General Conditions for Provision of Services: Your technical offer should contain your acknowledgement of the UNHCR General Conditions for Provision of Services Annex E on the RFP Checklist Form (Annex F).
g) RFP Checklist Form – Annex F: Bidder is requested to complete this form, sign it and return it as part of their Proposal submission. No alterations to its format shall be permitted and no substitutions shall be accepted. This form will help you to double-check if all mandatory information/documents have been submitted.
2.4.2 Content of the FINANCIAL OFFER
Your separate Financial Offer must contain an overall offer in a single currency, which shall be Philippine Peso (PHP)
The financial offer must cover all the services to be provided (price “all inclusive”).
The Financial Offer is to be submitted as per the Financial Offer Form (Annex B). Bids that have a different price structure may not be accepted.
Bidders should provide costs, in Annex B, for each service as is indicated in TOR Annex A.
UNHCR is exempt from all direct taxes and customs duties. Give fixed and all-inclusive prices, where applicable and in one currency (PHP) only. Exclude any taxes.
You are requested to hold your offer valid for 120 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. UNHCR’s standard payment terms are within 30 days after satisfactory implementation and receipt of documents in order.
The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.
2.5 BID EVALUATION:
2.5.1 Supplier Registration:
The qualified supplier(s) will be added to the Vendor Database after investigation of suitability based on the submitted Vendor Registration Form and supporting documents. The investigation involves consideration of several factors such as:
• Financial standing;
• Core business;
• Track record;
• Contract capacity
2.5.2 Technical and Financial evaluation:
For the award of this project, UNHCR has established evaluation criteria which govern the selection of offers received. Evaluation is made on a technical and financial basis. The percentage assigned to each component is determined in advance as follows:
The Technical offer will be evaluated using the following criteria and percentage distribution: 70% from the total score.
Points obtainable
1. Company Qualifications
a. General liability/capacity of the company
b. Fundraising experience in the business or similar projects to donor acquisition, retention and collection process
c. Presence and experience in the Country
2. Proposed Services
a. Comprehensive of presented proposal
b. Clarity interpreting and presenting F2F services
c. Quantifying Results – Reporting / Key Performance Indicators Capacity to provide all described services
d. Telemarketing capacity (with outsourced or in-house management if applies)
e. Capacity to achieve the UNHCR proposed results
f. Experience with similar projects
3. Project Staff
a. Experience of core people who will work on UNHCR project. (Including experience with similar projects)
Total: Maximum Total Score 70%
Remark: The Technical offer score will be calculated according to the percentage distribution for the technical and financial offers.
Technical Bid Punctuation (TP)
Technical Punctuation = (Total points obtainable/Maximum score giving to the Technical Bid) *100
IMPORTANT:
The technical offer will be evaluated using the following criteria and percentage distribution: 70% from the total score. Bidders must have a minimum technical threshold of 49 out of 70 points for the technical proposal in order to be considered further for the financial evaluation.
The Financial offer evaluation will use the following percentage distribution: 30% from the total
score.
The maximum number of points will be allotted to the lowest price offer that is opened and compared among those invited firms. All other price offers will receive points in inverse proportion to the lowest price; e.g., [total Price Component] x [PHP lowest] \ [PHP other] = points for other supplier’s Price Component.
2.6 SUBMISSION OF BID:
The offers must bear your official letter head, clearly identifying your company.
Bids should be submitted by e-mail and all attachments should be in PDF format.
Bid must be sent by e-mail ONLY to: [email protected]
IMPORTANT:
The technical offer and financial offer are to be sent in separate documents and email. Failure to do so may result in disqualification.
CLOSING DATE AND TIME: – 8th of July 23:59 2016 UTC +8 hrs. (Philippine time zone)
IMPORTANT:
Any bid received after this date or sent to another UNHCR address may be rejected. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective bidders simultaneously
It is your responsibility to verify that all e-mails have been received properly before the deadline. Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 5 MB so it may be necessary to send more than one e-mail for the whole submission.
Please indicate in e-mail subject field (each of the email sent):
– RFP/2016/PHI/002/PSFR
– Name of your firm
– Title of the attachment
– Clearly state if the email contains the financial or technical part of your offer (to be submitted separately)
– Number of e-mails that are sent (example: 1/3, 2/3, 3/4).
UNHCR will not be responsible for locating or securing any information that is not identified in the bid. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the bid, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer.
2.7 BID ACCEPTANCE:
UNHCR reserves the right to accept the whole or part of your bid.
UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Services.
UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier.
Please note that UNHCR is not bound to select any of the firms submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to UNHCR’s general principles, including economy and efficiency and best value for money.
2.8 CURRENCY AND PAYMENT TERMS FOR PURCHASE ORDERS
Any Purchase Order (PO) issued as a result of this RFP will be made in the currency of the winning offer(s). Payment will be made in accordance to the General Conditions for the Purchase of Services and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.
2.9 UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF SERVICES
Please note that the Special Conditions for Fundraising Activities (Annex D) and the General Conditions of Contracts (Annex E) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing.
Yours faithfully,
Christophe Glenisson
Senior Global PSFR Officer
UNHCR PSFR Asia
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