REQUEST FOR PROPOSALS
(PROCUREMENT OF SERVICES)
PROJECT PROPOSALS
Project: “Reconciliation Support and Community Development of the Conflict-Affected Communities of the Donbas” funded by the Government of Japan
Prepared by
IOM Ukraine
8 Mykhailivska Street,
01001 Kyiv, Ukraine
22 May 2017
Request for Proposals from NGOs
UA1-2017-3130
Mission: Ukraine
The International Organization for Migration (hereinafter called IOM) intends to engage qualified non-governmental organizations (NGOs) to submit expression of interest as Implementing Partner for the social cohesion project. Under the project conduction of trainings for community initiative group members is envisaged. Suggested topics for the training are the following: a) inclusion of all community members (internally displaced persons, national minorities, people with disabilities etc.), b) project activities and c) community development. Assisting in drafting social cohesion plans with further projects follow up is also a part of the project.
IOM now invites NGOs to submit Project and Budget Proposal on conduction of the above activities.
The project will be implemented given the availability of funding.
Terms of reference include specific information on trainings and support of social cohesion plans. The total number of trainings under the project is 20 two-day trainings and 9 three-day trainings. Budget should be submitted in US dollars (USD). Payment shall be made in Ukrainian Hryvnia at the United Nation operational rates of exchange (https://treasury.un.org/operationalrates/OperationalRates.php ) at the date of payment
The Implementing Partner will be selected under the Quality/Cost-Based Selection procedures described in this RFP.
The RFP includes the following documents:
a. Invitation to Bid
b. Instruction to Proponents
c. Annex 1 – Terms of Reference
d. Annex 2 – Vendor Information Sheet
e. Annex 3 – Project Implementation Agreement
f. Annex 4 – Technical Proposal Template
g. Annex 5 – Budget Proposal Template
The Proposals must be delivered by hand or through mail on or before 12:00 on June 9, 2017, to the following address:
International Organization for Migration (IOM)
Mission in Ukraine
Procurement Office
8 Mykhailivska St.
Kyiv
01001
Be sure to send additionally a complete electronic version of the application (MS Word and MS Excel, e-mail size should not exceed 7 MB) to the address: .
Applications submitted after the deadline shall not be accepted.
Please, indicate clearly in the subject line of an e-mail and on the envelope with the project proposal the tender number UA1-2017-3130 – Conduction of trainings on social cohesion of communities for initiative group members.
Inquiries by e-mail: .
The subject of an email for inquiry should contain the following: UA1-2017-3130 – question on request for proposals to the attention of Maksym Vinaryev
The selection process of the project implementing partner will be carried out during the period defined after confirmation of funding, and may include a personal meeting with the staff of the organization in the IOM mission.
IOM reserves the right to accept or reject any proposal and to annul the selection process and reject all Proposals at any time prior to agreement award, without thereby incurring any liability to affected selection participants and Implementing Partners.
Instructions to Proponents
This Request for Proposal and the corresponding contract that will be signed as a result of this exercise shall be governed by this Instruction to Proponents (hereinafter referred to as the “Instruction”) and its Annexes.
1. Content of the Bidding Documents
1.1 The following documents shall comprise the Official Request for Proposal documents (hereinafter referred to as the “Documents”):
a. Invitation to Bid
b. Instruction to Proponents
c. Annex 1 – Terms of Reference
d. Annex 2 – Vendor Information Sheet
e. Annex 3 – Project Implementation Agreement
f. Annex 4 – Technical Proposal Template
g. Annex 5 – Budget Proposal Template
1.2 Proponents are expected to fully read and examine the contents of all the Documents and must fully comply with all the requirements set forth in it. IOM reserves the right to reject any and or all bids that do not comply with any provision in the Document.
2. Scope & General Conditions of the Proposal
2.1 IOM is inviting interested and qualified parties to submit proposals to implement project on conduction of trainings on social cohesion of communities for IOM selected initiative group members (IDPs and host community members), hereinafter referred to as the “Activities”.
2.2 The selected proponent, hereinafter referred to as the “Implementing Partner” shall perform the Activities according to the Terms of Reference (Annex 1) of this Document. The engagement between IOM and the Implementing Partner shall be covered with a Project Implementation Agreement using the Project Implementation Agreement template (Annex 3).
2.3 Proponents must ensure that they fully understand the terms and conditions set forth in Annexes 1 and 3 and agree to accept them in case they will be selected to provide the Activities.
2.4 IOM is not bound to accept any proposal and reserves the right to forego the selection process at any time prior to signing of the agreement, without incurring any liability to the proponent(s).
2.5 In case the proponent has an existing agreement with IOM, the proponents shall not be asked to sign an agreement that would be in conflict with their prior or current obligations to other IOM projects or that may place them in a position of not being able to carry out the responsibilities in the best interest of the IOM.
3. Eligible Proponents
3.1 Proponents should be non-governmental organizations (NGO) registered with the appropriate government agencies. Proponents must submit copies of their government registration documents.
3.2 As a minimum requirement, the proponents should have majority of their key professional staff have at least five years of relevant experience in community development. Preference will be given to proponents whose key professional staff are on permanent employment contracts or at least have a stable working relationship with the proponent.
3.3 Proponents shall submit the following documents to prove that they meet the minimum qualification as an organization and must submit proof that they have staff with the necessary credentials to be deployed in the project in case they are selected:
a. Vendor Information Sheet (Annex 2) – fully filled out, signed by authorized representative and stamped with the organization’s official stamp
b. List of similar projects implemented or currently implementing. List should include the following information: client company/organization, title of the project, value of the project, implementation period, name/mobile number/email address of the contract person with the client company/organization
c. Curriculum Vitae of staff who could potentially be deployed with the project
d. Three Reference letters from client companies/organizations clearly describing positive experience and recommending the proponent for conduction of training activities
3.4 Proponents shall not be involved in terrorist act/criminal activities or associated with individuals and/or entities associated with terrorist act/criminal activities. For this purpose, proponents shall not be included in the proscribed list of individuals and/or entities as contained in the 1267 Committee of the UN Security Council Counter Terrorism Committee (CTC).
3.5 The documentary evidence of the proponent’s eligibility to bid shall establish to IOM’s satisfaction. IOM reserves the right to ask the proponents to submit additional documents to enable IOM to fully evaluate the eligibility of the proponents.
4. Corrupt, Fraudulent, Collusive and Coercive Practices
4.1 IOM requires that all IOM staff, proponents, manufacturers, suppliers or distributors, observe the highest standard of ethics during procurement and execution of all agreements. IOM shall reject any proposals put forward by proponents or where applicable terminate their agreement, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this document, IOM defines, for the purposes of this provision, the terms set forth below as follows:
a. “corrupt practice” means the offering, giving, receiving or soliciting directly or indirectly any thing of value to influence the action of the Procuring/Contracting Entity in the procurement process or in agreement execution;
b. “fraudulent practice” is any acts or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the execution of an agreement, to obtain a financial gain or other benefit to avoid an obligation;
c. “collusive practice” is an undisclosed arrangement between two or more Proponents designed to artificially alter the results of the tender procedure to obtain a financial gain or benefit;
d. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process to influence improperly its activities in a procurement process, or after the execution of an agreement.
4.2 IOM will reject a proposal for award if it determines that the Proponent recommended for award has engaged in corrupt, fraudulent, collusive or coercive practices in competing for the agreement in question.
5. Conflict of Interest
5.1 IOM requires that all its contracts and agreements shall be devoid of any form of conflict of interests. IOM staff is required to disclose their affiliation with any proponent before the evaluation of the proposals is conducted. Similarly, all proponents shall disclose any affiliation they or any of their staff may have with anyone working with IOM especially those who are affiliated with either the requesting program or the Procurement Unit of the mission. Failure on the part of the proponent to do such disclosure shall be construed as a violation to the ethical standards required from proponents for this Request for Proposal.
5.2 All proponents found to have conflict of interests shall be disqualified to participate in this Request for Proposal. Aside from the definition in 5.1 above, the following are considered form of conflict of interests:
a. If any director, member(s) of the board or any other key personnel of a proponent is/are also connected in any capacity, with another proponent;
b. If a proponent has direct access to information within IOM, whether through an IOM staff or any other source, that gives the proponent undue advantage over the other proponents;
c. If a proponent has connection with key IOM staff who has significant influence on the outcome of the evaluation of the proposals in response to this Call for Proposal;
d. If a proponent submits more than one proposal; and
e. If a proponent who participated in the preparation of the terms of reference of this Request for Proposal submits their own proposal.
6. Clarification Pertaining to the Request for Proposal Documents
6.1 All clarification regarding any provision/item in the Request for Proposal document should be sent in writing through to the attention of:Maksym Vinaryev, at least 3 working days before the deadline of submission of the proposal. The subject of such email shall be “Clarification Request for UA-2017-3130”. IOM will respond in writing to requests for clarification received not later than 3 days before the deadline of the submission to proposals. IOM shall circulate to all proponents, the questions/clarification request and its answers.
7. Amendment of the Request for Proposal Documents
7.1 At any time prior to the deadline for submission of proposals, IOM, for any reason, whether at its own initiative or in response to a clarification requested by a prospective proponent, may modify this request for proposal documents by issuing amendment(s).
7.2 All prospective proponents who received the initial Request for Proposal documents will be notified of the amendment in writing and will be binding on them.
7.3 In order to allow prospective proponents reasonable time in which to take the amendment into account in preparing their proposals, IOM, at its discretion, may extend the deadline for the submission of proposals.
8. Cost of the Preparation of Proposals
8.1 Proponents shall bear all costs associated with the preparation and submission of their proposals. IOM shall not bear any responsibility and shall not be held liability for any cost the proponents may incur while preparing their proposals, regardless of the final outcome of the bidding process.
9. Official Language of the Call for Proposal Process
9.1 English and Ukrainian shall be the official languages for this Request for Proposal process. All Requests for Proposal documents, proposals and correspondence shall be in English and/or Ukrainian.
9.2 The agreement that will be signed between the implementing partner and IOM as a result of this Request for Proposal shall be in English and Ukrainian. All implementing partner reports shall be in English and/or Ukrainian.
10. Technical and Financial Proposal Presentation and Official Currency
10.1 Proponents must submit both technical proposal and the corresponding financial proposals. Proponents shall use the official technical proposal template (Annex 4) when preparing their technical proposal and the official budget proposal template (Annex 5) when preparing the corresponding budget proposal. The technical proposal should not include financial information. Proposals must be signed and stamped.
10.2 The proponent shall fill out all the required information in the proposal template. Specifically, proponents are required to submit the following information about their organization:
a. NGO Registration Date
b. NGO Scope
c. Number of Members
d. Number of Employees (positions)
e. Number of Invited Professional Staff (positions), including volunteers, trainers, etc.
f. NGO Staff Schedule: indicate governing and controlling bodies of the organization and their staff (including the board)
g. Number of Projects the NGO is currently implementing (specify the project, project donor and budget)
h. NGO Budget (at least for 2015 and 2016)
i. NGO Donors
j. NGO Monitoring and Evaluation System
k. NGO Current System of Financial Control and Authorized Signatories Matrix
l. NGO Current Reporting System
m. Resume of the Key Staff (Form PPF-3)
n. Three Reference letters from client companies/organizations clearly describing positive experience and recommending the proponent for conduction of training activities
10.3 When preparing the budget proposal, proponents shall consider and observe the following:
- Take into account the requirements and conditions outlined in this Request for Proposal. The Proposed budget of the project shall follow the Standard Form of the Project Proposal Budget (Form BPF-2).
- The budget shall be presented per all trainings that NGO intends to conduct and should include all NGO costs: dissemination of information about the project, conducting trainings (including salaries of trainers, meals etc.), post training follow up. The latter envisages:
- Assistance in drafting social cohesion plans – analysis of the plans, correlation with the objective and tasks of the project, recommendations on plans improvement;
- Provide mentoring assistance to the initiative group members – in the form of telephone, e-mail or personal contact on the regular basis till 19 March 2018.
The above cost item shall be calculated based on the number of communities where trainings will be conducted: 29 communities.