Requested by Uganda Country Office (UCO), Land Systems Programme under the GEF 7 Mt. Elgon Project: “Promoting Integrated Landscape Management Approach for Conservation of the Mt Elgon Ecosystem in Eastern Uganda”
Project Nunber: P03404
RfP Reference Number: IUCN-24-02-P03404-1.
Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read the information and instructions carefully because non-compliance with the instructions may result in disqualification of your Proposal from this Procurement.
1. REQUIREMENTS
1.1. A detailed description of the services to be provided can be found in Attachment 1.
2. CONTACT DETAILS
2.1. During the course of this procurement, i.e. from the publication of this RfP to the award of a contract, you may not discuss this procurement with any IUCN employee or representative other than the following contact. You must address all correspondence and questions to the contact, including your Proposal.
IUCN Contact:
Email address: tenders.ug@iucn.org
3. PROCUREMENT TIMETABLE
3.1. This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that changes to any of the deadlines are necessary, we will publish this on our website and contact you directly if you have indicated your interest in this procurement (see Section 3.2). DATE ACTIVITY
8 March 2024
Publication of the Request for Proposals
11 March 2024
Deadline for confirmation of intention to bid
13 March 2024
Deadline for submission of questions
15 March 2024
Planned publication of responses to questions 25 March 2024 Deadline for submission of proposals to IUCN (“Submission Deadline”)
27 March 2024
Clarification of proposals
29 March 2024
Planned date for contract award
Capacity Needs Assessment Consultancy – GEF 7 Mt. Elgon Restoration Project
IUCN: Request for Proposals Page 2 of 23
DATE ACTIVITY
1 April 2024
Expected contract start date
3.2. Please email the IUCN contact to express your interest in submitting a Proposal by the deadline stated above. This will help IUCN to keep you updated regarding the procurement. Please submit a complete proposal by the deadline for proposal submission stated above and according to the guidelines presented below.
4. COMPLETING AND SUBMITTING A PROPOSAL
4.1. Your Proposal must consist of the following four separate documents:
• Signed Declaration of Undertaking (see Attachment 2)
• Pre-Qualification Information (see Section 4.3 below)
• Technical Proposal (see Section 4.4 below)
• Financial Proposal (see Section 4.5 below)
4.2. Proposals must be prepared in English.
4.3. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [RfP Reference No. IUCN-24-02-P03404-1 – bidder name]. The bidder name is the name of the company/organisation on whose behalf you are submitting the Proposal, or your own surname if you are bidding as a self-employed consultant. Your Proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.
IMPORTANT: Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission.
4.4. Pre-Qualification Criteria
IUCN will use the following Pre-Qualification Criteria to determine whether you have the capacity to provide the required goods and/or services to IUCN. Please provide the necessary information in a single, separate document.
Pre-Qualification Criteria
1
3 relevant references of clients similar to IUCN / similar work
2
Confirm that you have all the necessary legal registrations to perform the work
3
State your annual turnover for each of the past 3 years
4
How many employees does your organisation have who are qualified for this work?
4.5. Technical Proposal
The Technical Proposal must address each of the criteria stated in the table below explicitly and separately, quoting the relevant criteria reference number (in the two middle-columns).
Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCN’s discretion.
Where CVs are requested, these must be of the individuals who will actually carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.
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IUCN will evaluate Technical Proposals with regards to each of the following criteria and their relative importance as follows:
SN
Description
Information to provide
Relative weight
1
Technical capability
1.1 State your understanding of the assignment objectives and tasks.
10
1.2. Define the scope of work clearly and in sufficient detail.
10
1.3. Articulate how you will achieve each objective and task in sufficient detail, while directing proper level of effort towards each objective and task.
15
1.4. State your understanding of the expected outputs and provide technical solutions and expected outcomes.
15
1.5. Define the equipment, techniques, tools, approaches, and methods to be used in executing the assignment.
10
1.6. Provide assignment time schedule in conformity with assignment scheduling and duration.
8
2
Past performance alignment and coherence with current assignment objectives and tasks
2.1. Provide your past performance/ relevant experience that match with the current assignment.
10
2.2. Indicate key personnel and their qualifications, expertise and past work experience that match with the current assignment.
12
2.3. Attach detailed CVs of individuals whose qualifications, expertise, and past work experience match with the current assignment, and who will carry out the work specified.
10
TOTAL
100%
4.6. Financial Proposal
4.6.1. The Financial Proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.
4.6.2. Prices include all costs
Submitted rates and prices are deemed to include all costs, insurances, taxes (except VAT, see below), fees, expenses, liabilities, obligations, risk and other things necessary for the performance of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your
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responsibility to determine whether such taxes apply to your organisation and to include them in your Financial Proposal.
4.6.3. Applicable Goods and Services Taxes
Proposal rates and prices shall be exclusive of Value Added Tax to ensure that we are comparing like for like. This applies regardless of whether the IUCN office in question is exempt from VAT.
4.6.4. Currency of proposed rates and prices
All rates and prices submitted by Proposers shall be in Uganda Shillings.
4.6.5. Breakdown of rates and prices
Include here all the required price information breakdown, for example daily rates or unit prices for goods. The price needs to be broken down as follows:
SN
Description
Quantity
Unit Price
Total Price
1
Professional fees
2
Per diems/Day Day Allowance
3
Reimbursables (specify below)
a)
b)
c)
d)
4
Travel expenses
TOTAL
4.7. Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation.
4.8. Your Proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.
4.9. Withdrawals and Changes
You may freely withdraw or change your Proposal at any time prior to the submission deadline by written notice to the IUCN Contact. However, in order to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline.
5. EVALUATION OF PROPOSALS
5.1. Completeness
IUCN will firstly check your Proposal for completeness. Incomplete Proposals will not be considered further.
5.2. Pre-Qualification Criteria
Only Proposals that meet all of the pre-qualification criteria will be evaluated.
5.3. Technical Evaluation
5.3.1. Scoring Method
Your Proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that ‘0’ is low and ‘10’ is high.
5.3.2. Minimum Quality Thresholds
Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.
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5.3.3. Technical Score
Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your Proposal’s overall technical score.
Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose Proposal achieves the highest total score.