Request for Proposal for Services - RFPS #2017-004 · 360 Victoria Parade, Suva, FIJI Email: [email protected] UNICEF Pacific Bag Suva, Fiji PROPOSAL FORM THIS PAGE/PROPOSAL FORM must

UNICEF Pacific is working in the Cook Islands, Fiji, Kiribati, Marshall Islands, Federated States of Micronesia, Nauru, Niue,

Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. These 14 countries and territories are home to around

955,000 children under the age of 18. UNICEF has offices in Fiji, Kiribati, Solomon Islands and Vanuatu.

United Nations Children’s Fund Telephone +679 330 0439

Level 3, FDB Building, Facsimile +679 330 1667

360 Victoria Parade, Suva, FIJI Email: [email protected]

UNICEF Pacific www.unicefpacific.org

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UNICEF Pacific Office

Request for Proposal for Services - RFPS #2017-004

The UNITED NATIONS CHILDREN’S FUND (UNICEF) wishes to invite you to submit a proposal IMPORTANT: Proposals will be invalidated if received after the stipulated date and time or if incomplete, even if received before the stipulated deadline. Requests for any additional information should be directed in writing to: Christine Calo-oy Senior Supply Assistant E-mail: [email protected]

Due to the nature of this Request for Proposal, there will be no public opening of proposals.

It is important that you read all of the provisions of the Request for Proposal for Services, to ensure that you understand UNICEF’s requirements and can submit a proposal in compliance with them. Note that failure to provide compliant proposals may result in invalidation of your proposal. THIS REQUEST FOR PROPOSAL HAS BEEN: PREPARED BY: Christine Calo-oy

Senior Supply Assistant VERIFIED AND APPROVED BY:

Devraj Daby Chief of Operations

Consultancy Services to provide Unmanned Aerial Vehicles (UAV) Trials for UNICEF Vanuatu Field Office

IMPORTANT! ESSENTIAL INFORMATION: Your offer comprising of a Technical Proposal and a Price Proposal, should be sent by e-mail to: [email protected] Proposals must be received by latest 17:00 hours (Fiji time) on Tuesday 30th May 2017. The reference RFPS - 2017-004 must be indicated on the response.

http://www.unicefpacific.org/

mailto:[email protected]








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CONTENTS

PROPOSAL FORM ......................................................................................................................................... 3

1. PROCEDURES AND RULES ................................................................................................................... 4

1.1 BACKGROUND ......................................................................................................................................... 4 1.2 PURPOSE OF ASSIGNMENT ...................................................................................................................... 4 1.3 WORK SCHEDULE ..................................................................................................................................... 5 1.4 RFPS RESPONSE FORMAT ........................................................................................................................ 6 1.5 PROPOSER RESPONSE .............................................................................................................................. 6 1.6 CONFIDENTIAL INFORMATION ................................................................................................................ 6 1.7 PROPOSAL OPENING ................................................................................................................................ 6 1.8 RIGHTS OF UNICEF ................................................................................................................................... 6 1.9 PROPERTY OF UNICEF .............................................................................................................................. 7 2.0 VALIDITY .................................................................................................................................................. 7 2.1 GENERAL CONTRACTUAL TERMS AND CONDITIONS................................................................................ 7 2.2 FULL RIGHT TO USE .................................................................................................................................. 7 2.3 PAYMENT TERMS ..................................................................................................................................... 7

2. INSTRUCTIONS TO PROPOSERS ........................................................................................................... 8

2.1 MARKING AND RETURNING PROPOSALS ................................................................................................ 8 2.2 TIME FOR RECEIVING PROPOSALS ........................................................................................................... 8 2.3 WITHDRAWAL ......................................................................................................................................... 8 2.4 CURRENCY OF PROPOSALS ...................................................................................................................... 8 2.5 ERROR IN PROPOSALS ............................................................................................................................. 8 2.6 REQUEST FOR INFORMATION ................................................................................................................. 8

3. PROPOSAL EVALUATION CRITERIA .................................................................................................... 10

3.1 EVALUATION PROCESS ....................................................................................................................... 10 3.2 MANDATORY REQUIREMENTS ........................................................................................................... 10 3.3 OVERALL EVALUATION GRID ............................................................................................................... 10 3.4 TECHNICAL EVALUATION .................................................................................................................... 11 3.5 FINANCIAL EVALUATION ..................................................................................................................... 11 3.6 VERIFICATION PROCESS ...................................................................................................................... 11









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PROPOSAL FORM

THIS PAGE/PROPOSAL FORM must be completed, signed and returned to UNICEF. Proposal must be made in accordance with the instructions contained in this Request for Proposal for Services. TERMS AND CONDITIONS OF CONTRACT Any Contract resulting from this Request for Proposal for Services shall incorporate (a) relevant provisions of the UNICEF Generic General Terms and Conditions for Institutional Contracts for Services; and (b) any Specific Terms and Conditions detailed in this Request for Proposal for Services. INFORMATION The Undersigned, having read and understood RFPS-2017-004, and having accepted the terms and conditions set out in this Request for Proposal for Services, hereby offers to supply the services specified in the Appendices to this Request for Proposal for Services at the fee or fees quoted, in accordance with any specifications stated and subject to the Terms and Conditions set out or specified in this Request for Proposals for Services. Signature: _____________________________________

Date: _____________________________________

Name & Title: _____________________________________

Institution: _____________________________________

Postal Address: _____________________________________

Tel. No.: _____________________________________

E-mail: _____________________________________

Validity of Offer: _____________________________________

(must be min. 180 days)

Currency of Offer: _____________________________________

(must be Vatu)









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1. PROCEDURES AND RULES

1.1 BACKGROUND

UNICEF Pacific is a multi-country office that promotes the rights and wellbeing of every child in the Cook Islands,

Fiji, Kiribati, Marshall Islands, Federated States of Micronesia, Nauru, Niue, Palau, Samoa, Solomon Islands,

Tokelau, Tonga, Tuvalu and Vanuatu.1

The logistical constraints faced by national governments impact on the scope of sustainable services they can

deliver to remote communities, none being as evident as healthcare services.

The Vanuatu government, led by the Ministry of Health with support of the Civil Aviation Authority and UNICEF,

is exploring the potential for incorporation of Unmanned Aerial Vehicles (UAVs - more commonly known as

‘drones’) into the health system for transport and distribution of essential medical supplies to community level

health staff. The GoV will be challenging the UAV industry stakeholders to prove the commercial viability of their

services within the Vanuatu context through a three phase approach.

1. A technical trial in August 2017 will allow all stakeholders to see and understand the potential of the

UAVs through a technical trial in north Efate. Run over 5 days from Takara airfield, the participants will

launch, fly a set route and drop cargo at a second site on north Efate, most likely Undine Bay. This

event offers exposure to the potential services by community leaders, government staff and the media

2. A vaccine delivery trial is planned for early 2018 across three provincial sites.

3. A 3 to 6 month commercial delivery contract is proposed to determine the value of UAVs to provincial

health management, scheduled for late 2018.

1.2 PURPOSE OF ASSIGNMENT This contract is focused on the first Efate trial by providing event management to ensure facilities and services are in place to optimise the value for various stakeholders. This will include but not limited to:

Site management

Security

Facilities

Catering

Travel and transport of community and health staff observers

1 The UNICEF Pacific Multi-country Office is located in Suva, Fiji. There are Field Offices in Vanuatu, the Solomon Islands

and Kiribati.









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1.3 WORK SCHEDULE

The following key tasks and deliverables will be expected from the Consultant.

Ref Key Tasks Deliverables Duration Timing

1

Definition of site and written

agreement from landowners in

collaboration with CAAV

Written agreement with site owners 3 days

By 15th June 2017

2

Site and event management plans

developed and agreed with the UAV

Consortium

Detailed plans reflecting site and event management plans

3 days

By end June 2017

3

Service providers identified and

selected through competitive

processes

Services contracted 5 days

By 15 July 2017

4

Transport arrangements made for

community and health staff

observers

Tickets and bookings and schedule of

observers attendance 5 days

By end July 2017

5 Sites prepared, managed and

decommissioned

Smooth management of the site and

event over the trial period 8 days

Early August 2017

6

Community and health staff

observers facilitated in round-trip to

north Efate

Attendance records and proof of travel

return to origin 5 days

Early August 2017

7 End assignment report

End report summarising action and

demonstrating closure on: site

decommissioning; settlement of all travel

related costs for community and health

staff observers; settlement of services

provided during trial

5 days

By end August 2017









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1.4 RFPS RESPONSE FORMAT

Four (4) elements are required for the proposal in PDF format: 1. Signed, scanned Cover Letter 2. Completed, signed, scanned Proposal Form (page 3 of this document) 3. Technical proposal (containing no financial information) 4. Financial proposal

1.5 PROPOSER RESPONSE

A. Formal submission requirements The formal submission requirements as outlined in this RFPS must be followed, e.g. regarding form and timing of submission.

B. Mandatory criteria All mandatory (i.e. “must”/”have to”/”shall”/”will”) criteria mentioned throughout this RFPS have to be addressed and met in the Proposal.

1.6 CONFIDENTIAL INFORMATION Any Information which the Proposer considers proprietary should be clearly marked, by including the word “Proprietary” in the left hand margin next to the relevant part of the text. The UNICEF evaluation team will treat such information accordingly.

1.7 PROPOSAL OPENING

Due to the nature of this RFP, there will be no public opening of proposals.

1.8 RIGHTS OF UNICEF

UNICEF reserves the right to accept any Proposal, in whole or in part; or, to reject any or all Proposals. UNICEF reserves the right to invalidate any Proposal received from a Proposer which, in the opinion of UNICEF, has previously failed to perform satisfactorily or properly or to complete a contract on time, or any Proposal received from a Proposer which, in the opinion of UNICEF, is not in a position to perform the contract to be awarded as a result of this procurement action. UNICEF shall not be held responsible for any cost incurred by any Proposer in connection with this RFPS. The Proposer agrees to be bound by the decision of UNICEF as to whether its Proposal meets the requirements stated in this RFPS. Without limiting the generality of the rights set out above, UNICEF expressly reserves the right to, and by submitting its Proposal the Proposer expressly accepts UNICEF’s right to:









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- contact any or all references supplied by the Proposer(s); - request additional supporting or supplementary data (from the Proposer(s)); - arrange interviews with any, some, or all of the Proposer(s), individually or collectively; - reject any or all Proposals; - accept any Proposal in whole or in part; - negotiate with the Proposer or Proposers which has or have, as the case may be, attained

the best rating/ranking in the evaluation of Proposals; - award contracts to such number of Proposers as, in UNICEF’s opinion, is required to achieve

the overall objectives of this RFPS. By submitting a Proposal, the Proposer agrees to accept the decision of UNICEF as to whether the Proposal meets the requirements stated in this RFPS.

1.9 PROPERTY OF UNICEF This RFPS, along with any responses thereto, shall be considered the property of UNICEF and the Proposals will not be returned to the Proposers.

2.0 VALIDITY

The Proposal should be valid for at least 180 days.

2.1 GENERAL CONTRACTUAL TERMS AND CONDITIONS The UNICEF General Conditions of Contracts for the Services of Consultants / Individual Contractors and UNICEF Standard Terms and Conditions for Services Contractors are attached in the Terms of Reference. The relevant provisions of these Generic General Terms and Conditions, will form part of any contract resulting from this RFPS. 2.2 FULL RIGHT TO USE

The Proposer warrants that it has not and shall not enter into any agreement or arrangement that restrains or restricts UNICEF’s or any implementing partner’s rights to use, dispose of or, otherwise, deal with any of the goods that are the subject of this RFPS.

2.3 PAYMENT TERMS Payment will be made only upon UNICEF’s acceptance of the work performed in accordance with the contractual milestones. The terms of payment are payment of the uncontested part of any invoice “Net 30 days”, after receipt of invoice and proof of delivery. Payment will be effected by bank transfer in Vatu. Proposers may offer early payment discounts, i.e. payment within a specified period of time faster than UNICEF’s standard payment term of Net 30 days.









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2. INSTRUCTIONS TO PROPOSERS

2.1 MARKING AND RETURNING PROPOSALS Proposals must be received by latest 17:00 hours (Fiji time) on Tuesday 30th May 2017, as indicated on Page 1 of this RFPS. “Reference RFPS-2017-004” must be indicated on the front page of the Proposal.

2.2 TIME FOR RECEIVING PROPOSALS

Proposals received prior to the stated closing time and date will be secured by the Chief of Operations until the specified deadline for submission of Proposals, at which time the Chief of Operations will share the proposals with the UNICEF staff responsible for evaluating the financial and technical bids and no Proposal received thereafter will be considered.

UNICEF will accept no responsibility for the premature opening of a Proposal not properly addressed or identified.

Modification of Proposals already submitted will be considered if received BY EMAIL prior to the closing time and date. All modifications to and possible withdrawals of Proposals must be sent to [email protected]

2.3 WITHDRAWAL Proposals may be withdrawn at any time during the open period of the RFPS, but withdrawal of final submitted Proposals is not possible after the stated closing time of the RFPS. Negligence on the part of the Proposer confers no right for the withdrawal of the Proposal after it has been received by email.

2.4 CURRENCY OF PROPOSALS Financial proposals must be stated in Vatu.

2.5 ERROR IN PROPOSALS Proposers are expected to examine all schedules and all instructions pertaining to the work or Proposal. Failure to do so will be at the Proposer’s own risk.

2.6 REQUEST FOR INFORMATION All requests for formal clarification or queries on this RFPS must be submitted in writing to:

[email protected]

Only written inquiries will be entertained. Please make sure that the e-mail mentions the RFPS reference number. Please be informed that if the question is deemed of common interest to all possible Proposers, the answers will be shared with all invitees.


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3. PROPOSAL EVALUATION CRITERIA

3.1 EVALUATION PROCESS

The established evaluation process and steps for finalising this procurement are:

(a) RFPS Mandatory Requirements. UNICEF will only evaluate Proposals complying with the mandatory requirements set out in section 4.2 below.

(b) Proposal Technical evaluation. Proposals passing the minimum technical pass score will continue into the financial evaluation.

(c) Proposal Financial evaluation. The lowest cost Financial Proposal which is complete and coherent with the Technical Proposal will be awarded the full score assigned to the financial proposal i.e. 30 points.

(d) Recommendation. The recommendation for award of contract will be based on best combination of technical and financial score.

(e) Final award and contracts. Based on verified nominations, contracts negotiations will be initiated with one or more successful Proposer(s).

The UNICEF evaluation team will be composed of technical staff from UNICEF. The evaluation team will first

evaluate each Proposal for compliance with the requirements of this RFPS. Proposals deemed not to meet all

of the mandatory requirements will be considered non-compliant and rejected at this stage without further

consideration. Failure to comply with any of the terms and conditions contained in this RFPS, including

provision of all required information, may result in a Proposal being disqualified from further consideration.

Evaluation team recommendations will be reviewed by the UAV Consortium members prior to final selection

being concluded.









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3.2 MANDATORY REQUIREMENTS

A Proposal MUST meet the following requirements. Documents to support these requirements must be submitted with the Proposal.

1. Signed, scanned Cover Letter 2. Completed, signed, scanned Proposal Form (page 3 of this document) 3. Technical proposal (containing no financial information) including

a. A proposal outlining approaches and services to deliver a successful trial event as outlined in

The Terms of Reference at Annex A

b. cv/resume of the team leader

c. 2 samples of relevant work

d. at least 3 references

4. Financial proposal a. budget including fees, service costs, facility costs, transport costs for community and health staff

3.3 OVERALL EVALUATION GRID

Each Proposal will be evaluated against a weight allocation of 40% for the technical proposals and 60% for the fee proposal. The total maximum obtainable points is 100.

Technical Proposal Fee Proposal

40 points 60 points

The UNICEF evaluation team will select the Proposal which is of high quality, clear and meets the stated requirements and offers the best combination of technical and price score.









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3.4 TECHNICAL EVALUATION

Criteria as detailed in 3.2 above

3.5 FINANCIAL EVALUATION

The lowest cost Financial Proposal which is complete and coherent with the Technical Proposal will be awarded the full score assigned to the financial proposal i.e. 60 points

All other price proposals will receive points in inverse proportion to the lowest price; e.g.: Max. score for price proposal * Price of lowest priced proposal Score for price proposal X = -----------------------------------------------------------------------------------------

Price of proposal X

3.6 VERIFICATION PROCESS

It is expected that during the evaluation, UNICEF will be requesting clarifications from Proposers. UNICEF will not divulge nor discuss the Proposals and merits except with the Proposer who made the Proposal. To ensure fairness towards all Proposers, the established technical evaluation criteria will be the basis for the evaluation; however, it is envisioned that the final evaluation may contain conclusions not only deriving from the method grid.
