REQUEST FOR PROPOSALS (PROCUREMENT OF SERVICES)

For Simple Assignments

SERVICES FOR

Contributing to the mental health and well-being of migrants and Egyptians in migrant-dense communities

Prepared by

47 C, Abo El Feda, Zamalek, Cairo, EG

5 December 2018

GPSU.SF-19.5

2

REQUEST FOR PROPOSALS RFP No.: [insert RFP number]

Mission: Arab Republic of Egypt

Project Name: IOM Regional Health and Protection Project New Phase (2018-2020) and the Regional Refugee and Resilience Plan (3RP).

WBS: MA.0420.EG10.31.05.003 / MA.0420.EG10.54.11.001 / CS.0965.EG10.54.01.003 / CS.0965.EG10.54.10.001

Title of Services: Implementing a mental health and wellness initiative to enhance the wellbeing of migrants and Egyptians in migrant-dense communities

3

Request for Proposals The International Organization for Migration (hereinafter called IOM) intends to hire Service

Provider for the Regional Refugee and Resilience Plan and the IOM Regional Health and

Protection Project New Phase (2018-2020) for which this Request for Proposals (RFP) is issued.

IOM invites Service Providers/Consulting Firms to provide Technical and Financial Proposal for

the following Services: Implementing a mental health and wellness initiative to enhance the

wellbeing of migrants and Egyptians in migrant-dense communities. More details on the services

are provided in the attached Terms of Reference (TORs).

The Service Provider /Consulting Firm will be selected under a Quality – Cost Based Selection

procedure described in this RFP.

The RFP includes the following documents:

Section I. Instructions to Service Providers/Consulting Firms

• Technical Proposal – Standard Forms

• Financial Proposal – Standard Forms

Section II. Terms of Reference

The Proposals must be delivered in a sealed envelope to the reception of IOM’s office at 47 C,

Abo El Feda, Zamalek, Cairo, EG (addressed to Dr. Ahmed A. Rahman) no later than 15

December 2018 2:00 PM. No late proposal shall be accepted.

IOM shall notify the shortlisted bidders in writing within five (5) working days of the bids

unfolding in order to schedule meetings to identify the successful bidder.

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 contract award, without thereby incurring any liability

to affected Service Providers/Consulting Firms.

Please contact Ms. Sherihan Habib, National Programme Officer, Labor Mobility and Human

Development (IOM Egypt), at shabib@iom.int and/or Dr. Ahmed A. Rahman Medical

Programme Coordinator (MHD), at aabdelrahman@iom.int, for technical inquiries.

IOM is encouraging companies to use recycled materials or materials coming from sustainable

resources or produced using a technology that has lower ecological footprints.

4

Section I - Instructions to Service Providers/ Consulting Firms

1. Introduction

1.1 Only eligible Service Providers/Consulting Firms may submit a Technical Proposal and

Financial Proposal for the services required. The proposal shall be the basis for contract

negotiations and ultimately for a signed contract with the selected Consultant Firm.

1.2 Service Providers/Consulting Firms should familiarize themselves with local conditions and

take them into account in preparing the proposal.

1.3 The Service Providers/Consulting Firms costs of preparing the proposal and of negotiating

the contract, including visit/s to the IOM, are not reimbursable as a direct cost of the

assignment.

1.4 Service Providers/Consulting Firms shall not be hired for any assignment that would be in

conflict with their prior or current obligations to other procuring entities, or that may place

them in a position of being unable to carry out the assignment in the best interest of the

IOM.

1.5 IOM is not bound to accept any proposal and reserves the right to annul the selection process

at any time prior to contract award, without thereby incurring any liability to the Service

Providers/Consulting Firms.

1.6 IOM shall provide at no cost to the Service Provider/Consulting Firm the necessary inputs

and facilities and assist the Firm in obtaining licenses and permits needed to carry out the

services and make available relevant project data and report (see Section V. terms of

reference).

2. Corrupt, Fraudulent, and Coercive Practices

2.1 IOM Policy requires that all IOM Staff, bidders, manufacturers, suppliers or distributors,

observe the highest standard of ethics during the procurement and execution of all contracts.

IOM shall reject any proposal put forward by bidders, or where applicable, terminate their

contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive

practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set

forth below as follows:

• Corrupt practice refers to the offering, giving, receiving or soliciting, directly or

indirectly, of anything of value to influence the action of the Procuring/Contracting

Entity in the procurement process or in contract execution;

• Fraudulent practice refers to any act 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 a contract, to obtain a financial

gain or other benefit to avoid an obligation;

• Collusive practice refers to an undisclosed arrangement between two or more bidders

designed to artificially alter the results of the tender procedure to obtain a financial gain

or other benefit;

5

• 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 affect the execution of a contract.

3. Conflict of Interest

3.1 All bidders found to have conflicting interests shall be disqualified to participate in the

procurement at hand. A bidder may be considered to have conflicting interest under any of the

circumstances set forth below:

• A Bidder has controlling shareholders in common with another Bidder;

• A Bidder receives or has received any direct or indirect subsidy from another Bidder;

• A Bidder has the same representative as that of another Bidder for purposes of this bid;

• A Bidder has a relationship, directly or through third parties, that puts them in a position

to have access to information about or influence on the Bid of another or influence the

decisions of the Mission/procuring Entity regarding this bidding process;

• A Bidder submits more than one bid in this bidding process;

• A Bidder who participated as a consultant in the preparation of the design or technical

specifications of the Goods and related services that are subject of the bid.

4. Clarifications and Amendments to RFP Documents

4.1 At any time before the submission of the proposals, IOM may, for any reason, whether at

its own initiative or in response to a clarification amend the RFP. Any amendment made

will be made available to all short-listed Service Providers/Consulting Firms who have

acknowledged the Letter of Invitation.

4.2. Service Providers/Consulting Firms may request for clarification(s) on any part of the RFP.

The request must be sent in writing or by standard electronic means and submitted to IOM

at the address indicated in the invitation at least four (4) calendar days before the set

deadline for the submission and receipt of Proposals. IOM will respond in writing or by

standard electronic means to the said request and this will be made available to all those

who acknowledged the Letter of Invitation without identifying the source of the inquiry.

5. Preparation of the Proposal

5.1 A Service Provider/Consulting Firm Proposal shall consist of two (2) components:

a) the Technical Proposal, and

b) the Financial Proposal.

6

5.2 The Proposal, and all related correspondence exchanged by the Service Providers/

Consulting Firms and IOM, shall be in English. All reports prepared by the contracted

Service Provider/Consulting Firm shall be in English.

5.3 The Service Providers/Consulting Firms are expected to examine in detail the documents

constituting this Request for Proposal (RFP). Material deficiencies in providing the

information requested may result in rejection of a proposal.

6. Technical Proposal

6.1 When preparing the Technical Proposal, Service Providers/Consulting Firms must give

particular attention to the following:

a) If a Service Provider/Consulting Firm deems that it does not have all the expertise for

the assignment, it may obtain a full range of expertise by associating with individual

consultant(s) and/or other consultants or entities in a joint venture or sub-consultancy,

as appropriate. Service Providers/Consulting Firms may associate with the other

consultants invited for this assignment or to enter into a joint venture with consultants

not invited, only with the approval of IOM. In case of a joint venture, all partners shall

be jointly and severally liable and shall indicate who will act as the leader of the joint

venture.1

b) For assignment of the staff, the proposal shall be based on the number of professional

staff-months estimated by the firm, no alternative professional staff shall be proposed.

c) It is desirable that the majority of the key professional staff proposed is

permanent employees of the firm or have an extended and stable working

relationship with it.

d) Proposed professional staff must, at a minimum, have four years of relevant

professional experience, preferably working under conditions similar to those

prevailing in the country of the assignment.

e) An Organizational chart of the staff dedicated to the project activities (including CVs)

should be included.

f) Reference letters from other beneficiaries and work samples (included as attachments)

should be included.

g) Service Providers should have valid registration documents.

a) A detailed description of the proposed methodology, work plan, and staffing for

training, should the RFP specify training as a specific component of the assignment,

should be included.

7. Financial Proposal

1 This clause shall be included/revised as deemed necessary

7

7.1 In preparing the Financial Proposal, consultants are expected to take into account the

requirements and conditions outlined in the RFP.

7.2 The Financial Proposal shall include all costs associated with the assignment, including (i)

remuneration for staff (ii) reimbursable expenses such as operational cost, as transportation

and equipment, and (iii) all applicable taxes (especially the sales tax). If appropriate, these costs

should be broken down by activity. All items and activities described in the Technical

Proposal must be priced separately; activities and items in the Technical Proposal but not

priced shall be assumed to be included in the prices of other activities or items.

7.3 The Service Provider/Consulting Firm may be subject to local taxes on amounts payable

under the Contract. If such is the case, IOM may either: a) reimburse the Service

Provider/Consulting Firm for any such taxes or b) pay such taxes on behalf of the

Consultant. 2 Taxes shall not be included in the sum provided in the Financial Proposal as

this will not be evaluated, but they will be discussed at contract negotiations, and applicable

amounts will be included in the Contract.

7.4. Service Providers/Consulting Firms shall express the price of their services in Egyptian

Pounds.

7.5 Terms of payment and payment method shall be clearly identified in the proposal and

further discussed during the negotiations with IOM.

7.6 The Financial Proposal shall be valid for 60 Calendar Days. During this period, the Service

Provider/Consulting Firm is expected to keep available the professional staff for the

assignment3. IOM will make its utmost effort to complete negotiations and determine the

award within the validity period. If IOM wishes to extend the validity period of the

proposals, the Service Provider/Consulting Firm has the right not to extend the validity of

the proposals.

8. Submission, Receipt, and Opening of Proposals

8.1 APPLICATION: GENERAL INSTRUCTIONS

Applying to the IOM Call for Proposals requires the submission of all the following documents:

- Application form

- Work Plan

- Logical Framework

- Budget

- Partnership agreement

- Sworn statement

- Financial Identification Form

- Legal Entity File

2 This clause shall be included/revised as deemed necessary.

3 For this purpose, the Mission may have the option to require short-listed Consultants a bid security.

8

8.2 HOW TO APPLY

1. Applicants are requested to fill in the annexes attached to this call

2. Fill in the application form and complete the work plan, logistical framework, budget,

Partnership agreement (If applicable) (Partnership agreement must be signed and stamped by

the Leader and each Partner), Sworn statement, Financial Identification Form, and Legal

Entity File.

3. Submit the application once it is 100% completed. Applications must be delivered in a sealed

envelope that includes a soft copy of the application on a CD or a flash-drive to the reception

of IOM’s Egypt Country Office, at 47C Abu el Feda Street, Zamalek. Attention to the

Procurement Unit, reference “Mental Wellness Proposal”.

NB:

- It is strongly recommended that the applicant keeps a soft copy of the content of

the application for back-up;

- It is also strongly recommended to fill in and submit the application in a timely manner

as any server can get blocked when accessed by multiple users simultaneously;

- Applications sent to any of the IOM staff members’ email addresses will automatically

be excluded from the call.

8.3 DEADLINE FOR RECEIVING APPLICATIONS IN RESPONSE TO THE

CALL

Duly completed applications should be submitted with the annexes no later than 15 December 2018,

2:00 pm Egyptian time (GMT+2).

9. Evaluation of Proposals

9.1 IOM shall evaluate the Proposals on the basis of their responsiveness to the ToRs and

compliance to the RFP requirements, as well as the following:

i. Experience and past performance of the Service Provider relevant to the

assignment;

ii. Adequacy and relevance of the proposed website and app designs;

iii. The Financial Proposal;

iv. Proposed terms of payment;

v. Delivery schedule as indicated in the below table;

vi. Compliance with the submission deadline;

vii. The Proposal contains all information specified in articles 5 and 6. If any of

the requested information is missing or is incorrect, the application may be

rejected on that sole basis and the application will not be evaluated further.

9.2 The Proposals that pass the first administrative check will be evaluated on the relevance,

creativity, and feasibility of the designs proposed.

10. Technical Evaluation

9

10.1 The entire evaluation process, including the submission of the results and approval by the

approving authority, shall be completed in not more than ten (10) working days after the

deadline for receipt of proposals.

10.2 Technical Proposal shall not be considered for evaluation in any of the following cases:

a) late submission, i.e., after the deadline set;

b) failure to submit any of the technical requirements and provisions provided under the

Instruction to Service Provider/Consulting Firm (ITC) and TORs.

11. Negotiations

11.1 The aim of the negotiation is to reach an agreement on all points and sign a contract. The

expected date and address for contract negotiation should be no more than one week after

notification of the successful bidder at 47C Abou El Feda Street, Zamalek, Cairo.

11.2 Negotiation will include: a) discussion and clarification of the TORs and Scope of

Services; b) discussion and finalization of the methodology and work program proposed

by the Service Provider/Consulting Firm; c) consideration of appropriateness of

qualifications and pertinent compensation, number of man-months and the personnel to

be assigned to the job, and schedule of activities (manning schedule); d) discussion on the

services, facilities and data, if any, to be provided by IOM; e) discussion on the financial

proposal submitted by the Service Provider/Consulting Firm; and f) provisions of the

contract.

11.3 All agreement in the negotiation will then be incorporated in the description of services

and form part of the Contract.

11.4 The negotiations shall conclude with a review of the draft form of the Contract which

forms part of this RFP (Section VI). To complete negotiations, IOM and the Service

Providers/Consulting Firms shall initiate the agreed Contract. If negotiations fail, IOM

shall invite the second ranked Service Provider/Consulting Firm to negotiate a contract. If

negotiations still fail, the IOM shall repeat the process for the next-in-rank Service

Providers/Consulting Firms until the negotiation is successfully completed.

12. Award of Contract

12.1 Following negotiations, the contract will be awarded to the selected Service Provider.

13. Confidentiality

14.1.1 Information relating to the evaluation of proposals and recommendations concerning

awards shall not be disclosed to the Service Provider/Consulting Firm who submitted

Proposals or to other persons not officially concerned with the process. The undue use by

any Service Provider/Consulting Firm of confidential information related to the process

may result in the rejection of its Proposal and may be subject to the provisions of IOM’s

anti-fraud and corruption policy.

Section II – Terms of Reference

10

BACKGROUND

The International Organization for Migration (IOM) mission in Cairo was established in

1991. In line with IOM’s global principle that humane and orderly migration benefits migrants and

societies alike, IOM Egypt’s overall strategic objective is to support the Government of Egypt (GoE)

and relevant actors to govern migration while effectively maximizing its positive impact on and

minimizing potential costs to all migrants and society. Over the last 25 years, IOM has continuously

enlarged its engagement in new fields of concern encompassing a wide range of activities, ranging

from direct assistance to policy development, in many programmatic areas such as: labor migration

and human development; counter-trafficking; technical cooperation on migration management;

migration health; emergency and post-crisis migration management; and resettlement.

IOM has been working under the Regional Refugee Resilience Plan (3RP), as well as IOM

Regional Health and Protection Project New Phase (2018-2020), to promote community cohesion between

refugees and other members of host communities in Egypt. This includes access to quality services,

including healthcare, education and livelihood opportunities, as well as interventions that enhance

gender equalities within targeted communities.

The overall objective for this request for proposal is to identify entities to work with existing

migrants and Egyptian communities hosting them in order to provide psychological and psychosocial

services to targeted beneficiaries. The implementation of these services will take place in migrant-

dense areas in Greater Cairo, and Alexandria governorate. These services should target enhancing

the capacity of local NGOs to provide migrant (specifically Syrian) and Egyptian populations in

migrant dense areas services that enhance their mental well-being. The services need to be designed

based on community needs, falling in line with assessments previously conducted by IOM throughout

2017 and 2018.

Accordingly, proposals that focus on the following areas of intervention will be considered for

funding by IOM4:

1. Psychosocial support for migrant and Egyptian children:

a. Develop materials for psychosocial counselling sessions that are child friendly and which

engage children in fruitful play-based activities that cater to their various cultures, age

groups, and language;

b. Conduct a Training of Trainers (ToT) for at least five NGOs and 10 community health

volunteers (community leaders with some experience supporting health interventions) in the

Greater Cairo region, which targets both general staff and medical staff of NGOs.

c. Implement the psychosocial counselling sessions for children of diverse backgrounds

(migrant, Egyptian, male and female, differently abled) – Target: 50 children, 50 % Syrians,

50% Egyptians, with at least 50 % females and 10 % differently abled;

d. Distribute “wellness kits” that trigger children to have hobbies such as arts and sports, etc

(kits could include art supplies, sports supplies, etc); and

2. Community Cohesion:

a. Design and implement at least one workshop that targets enhancing the perception of

mothers on the importance of psychological wellbeing of their children and what are the

main symptoms of mental illness in a child; and

4 The above-mentioned activities are stated only as guidance. The proposals should not be limited to them.

11

b. Develop and launch a simple campaign that raises awareness on the stigma surrounding

mental illness in Egypt, with representatives from migrant and Egyptian communities

participating in the campaign.

The following types of projects are ineligible:

• Projects with an ideological and political objective which is not in line with the GoE and IOM

mission’s strategy, vision and principles;

• Projects fully or mainly concerned with individual sponsorships for participation in

workshops, seminars, conferences, congresses;

• Projects fully or mainly concerned with individual scholarships for academic studies and/or

feasibility studies; and

• Sub granting of a project is not allowed.

Deliverables

Specifically, the service provider will deliver the following:

Task Deliverable Timeframe (Calendar days)

1. a) Following a desk review,

develop training materials targeting

the enhancement of NGO capacity

to provide psychosocial services

and promote play-based activities

to promote the mental well-being

of children from surrounding

communities

Materials to be delivered in

Arabic, with visual aids for

potential NGO staff to use –

Materials should be more visual

and not too text heavy and

should integrate findings from

the desk review.

25 December 2018

1. b) Train total of 10 staff (general

and medical) from at least five

NGOs and 10 community health

volunteers on providing

psychosocial support services to

migrant and Egyptian families,

with special emphasis on children

and gender dynamics

Training report on ToT

conducted for the NGOs and

community health volunteers

submitted to IOM for review

(attendance sheet in annex as

well as main topics covered).

31 December 2018

1. c) Implement with the trained

NGOs at least 2 workshops

targeting 25 children each on child

psychosocial support

Training workshop report

including attendance sheets,

photos of the training workshop

and overall impressions from the

children is written and submitted

to IOM for review.

10 January 2018

1. d) At least 50 mental wellness kits

(art based, play based, sport based)

are distributed to 50 children, 50%

of whom are Syrians and remainder

One invoice from service

provider covering all materials

distributed during the workshop.

12

TARGET GROUPS ELIGIBLE FOR THIS CALL

The following types of actors will be eligible for financial support through the Request for Proposals:

Private Sector agencies / NGOs with at least three to four years of proven specific experience relevant

to the field of work indicated. The implementation team must include at least one psychologist.

However, the service provider should take into account the specific needs and challenges of migrant

groups to be targeted.

Priority will be given to projects foreseeing the involvement/participation of:

• Migrants and Egyptians in vulnerable communities

• Migrant groups with specific challenges, including Female-Headed Households (FHH) and

Survivors of Sexual and Gender-Based Violence (SGBV)

Every proposed project should benefit the communities of existing migrants as much as the Egyptian

communities hosting them.

SIZE OF GRANTS

Upon review, IOM will award the funding of proposals based on set criteria taking into account, inter

alia, project feasibility, relevance to the objectives stated in the Request for Proposals, and the

organization’s capacities.

The maximum amount of financial support should not exceed 17,000 USD. The exact amount of

financial award for the selected service provider will be determined on the basis of: (i) amount

requested; (ii) assessment of potential economies of scale and optimum design point.

Terms of payment and schedule of payments may be negotiated by IOM with the service provider

that is selected.

ELIGIBILITY OF THE CONTENT AND TYPE OF ACTIVITY (IES)

A project is a coherent set of activities developed in the framework of clearly defined and reachable

objectives, target groups, and planned results to be accomplished within a limited timeframe. The

Egyptians, 50% of whom are

females and remainder are males.

(Distributed during the workshops

under 1.c))

Copy of a random sample of

invoices from the procured

items.

Photos of the items being

distributed to the children.

2. a) Design and implement a one day

workshop to raise mothers’

awareness on mental illness of

children and how to handle them

(professional psychologist must be

involved in the session)

One page report on the day and

attendance sheets.

15 January 2018

3. a) Launch an awareness campaign

that combats stigma on mental

illness in society

Visibility and outreach report on

the campaign

20 March 2018

13

general programme of activities of the organisation/institution applying cannot be considered as a

project to be funded by the IOM within the framework of this RFP. The below are eligibility criteria

of the content and type of activity to be considered:

• The project proposals should be designed in response to the specific needs of the target groups

and an analysis of the context;

• IOM is encouraging the submission of innovative creative project proposals building on

existing programmes/initiatives.

The above-mentioned activities are stated only as guidance. Proposals may be developed based on a

wider scope of services if possible.

DURATION OF THE PROJECT

• The projects must be implemented over any period of duration starting from mid December

2018 and not exceeding 20 March 2018. The duration should include the preparation and

implementation of all the project activities indicated in the work plan (to be submitted) as an

integral part of the proposal, as well as the project evaluation.

ELIGIBILITY OF THE LOCATION(S)

Projects must ONLY take place in Egypt. Priority locations are Cairo and Greater Cairo, with

consideration for Alexandria communities with high-dense areas of Syrian refugees.

COMMUNICATIONS AND VISIBILITY

Communication should be a central component of the proposed project, planned clearly in the work

plan and budget. An effective “communication and visibility” plan is a way to: (a) increase

participation and social impact through the engagement of people and partners; (b) raise the visibility

of the project’s objectives.

The communication and visibility plan must ensure the following:

• Compliance with IOM’s visibility guidelines is crucial – all materials should be shared with

IOM for approval prior to printing/publishing, who in turn shall ensure the EU’s approval;

• Clarity on the main elements of the communication plan, including clarity on: (1) target

groups, (2) message, (3) communication channels - including networks, available digital

media tools, the communication resources of the IOM and partners -, (4) activities, (5)

evaluation tools, (6) timing and frequency of activities, (7) budget, (8) evaluation tools and

Key Performance Indicators (KPIs).

14

Section III. Technical Proposal Standard Forms

TPF-1: Technical Proposal Submission Form [Location, Date] To: [Chairperson Name and address of IOM Mission] Ladies/Gentlemen: We, the undersigned, offer to provide the Services for [insert Title of services] in accordance with your Request for Proposal (RFP) dated [insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.

15

If negotiations are held after the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We acknowledge and accept IOM’s right to inspect and audit all records relating to our Proposal irrespective of whether we enter into a contract with IOM as a result of this proposal or not. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely,

Authorized Signature: Name and Title of Signatory: Name of Firm: Address:

16

TPF-2A: Service Provider/ Consulting Firm/Individual Consultant’s Organization

[Provide here brief (one pages) description of the background and organization of your firm/entity and each associate for the assignment (if applicable)]

17

TPF-2B - Service Provider/ Consulting Firm’s Experience

Relevant Services Carried Out in the Last Five Years

That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.

Assignment Name: Country:

Location within Country:

Professional Staff Provided by Your Firm/Entity(profiles):

Name of Client:

No of Staff:

Address:

No of Staff-Months; Duration of Assignment:

Start Date (Month/Year):

Completion Date (Month/Year): Approx. Value of Services (in EGP or USD):

Name of Associated Service Providers/ Consulting Firms , If Any:

No of Months of Professional Staff Provided by Associated Service Providers/ Consulting Firms :

Narrative Description of Project:

Brief description about the Service Provider/Consulting Firm

Description of Actual Services Provided by Your Staff:

Firm’s Name:

18

TPF-3: Description of the Approach, Methodology and Work Plan for Performing the Assignment

[Technical approach, methodology and work plan are key components of the Technical proposal. The Consultant is suggested to present the Technical Proposal using the following:

a) Technical Approach and methodology b) Work Plan and c) Organization and Staffing

a) Technical Approach and Methodology. In this section the Service Provider/ Consulting Firm should

explain their understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of details of such output. The Service Provider/ Consulting Firm should highlight the problems being addressed and their importance, and explain the technical approach that would be adopted to address them, in line with IOM’s needs. The Service Provider/ Consulting Firm should also state key performance indicators and evaluation criteria and explain the methodologies being proposed to adopt and highlight the compatibility of those methodologies with the proposed approach.

b) Work Plan. In this section the Service Provider/ Consulting Firm should propose the main activities of the

assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the IOM, and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The Work Plan should be consistent with the Work Schedule (TPF-8).

c) Organization and Staffing. In this section the Service Provider/ Consulting Firm should propose the

structure and composition of the team. Main disciplines of the assignment should be listed, the key expert responsible, and the proposed technical and support staff.

19

TPF-5: Team Composition and Task Assignments

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

20

TPF-6: Format of Curriculum Vitae (CV) for Proposed Professional Staff

Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm/Entity: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.] Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member and authorized representative of the firm] Day/Month/Year Full name of staff member:______________________________________ Full name of authorized representative: ___________________________________________

21

TPF-7: Time Schedule for Professional Personnel

Months (in the Form of a Bar Chart)

Name Position Reports Due/Activities 1 2 3 4 5 6 7 8 9 10 11 12 Number of Months

Subtotal (1) ________________

Subtotal (2) ________________

Subtotal (3) ________________

Subtotal (4) ________________

Full-time: Part-time: Reports Due: Activities Duration: Location Signature of Authorized Representative: _________________

Full Name: _____________________________ Title : ________________________________

22

TPF-8: Activity (Work) Schedule

A. Field Investigation and Other Activities

No.

Activity/Work

Description

Duration

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th

11th

12th

1

2

3

4

5

B. Completion and Submission of Reports

Reports Date

1. Inception Report

2. Interim Progress Report

(a) First Status Report (b) Second Status Report

3. Draft Report

4. Final Report

23

Section IV. Financial Proposal - Standard Forms

FPF-1: Financial Proposal Submission Form

[Location, Date] To: [Name of Chairperson and address of IOM Mission] Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for [insert Title of consulting services] in accordance with your Request for Proposal (RFP) dated [insert date] and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of (insert validity period) of the Proposal. We acknowledge and accept the IOM right to inspect and audit all records relating to our Proposal irrespective of whether we enter into a contract with the IOM as a result of this Proposal or not. We confirm that we have read, understood and accept the contents of the Instructions to Service Providers/ Consulting Firms (ITC), Terms of Reference (TOR), the Draft Contract, the provisions relating to the eligibility of Service Providers/ Consulting Firms , any and all bulletins issued and other attachments and inclusions included in the RFP sent to us. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address:

24

FPF-3: Breakdown of Costs

# Description of the Services Unit Measure QTY Unit Price Total Price

Grand Total

Terms of Payment

# Milestone Amount to be paid

Authorized Signature: Name and Title of Signatory:

25

FPU.SF-19.6 Section VII: Vendor Information Sheet

VENDOR INFORMATION SHEET (VIS)

Name of the Company __________________________________________________________ Address Leased Owned Area: _______sqm House No __________________________________________________________ Street Name __________________________________________________________ Postal Code __________________________________________________________ City __________________________________________________________ Region __________________________________________________________ Country __________________________________________________________ Contact Numbers/Address Telephone Nos. ____________________ Contact Person: __________________ Fax No. ____________________ E mail Address ____________________ Website: ___________________ Location of Plant/Warehouse Leased Owned Area: ______sqm _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Business Organization Corporation Partnership Sole Proprietorship Business License No.: ____________ Place/Date Issued:___________ Expiry Date __________ No. of Personnel ____________ Regular ___________ Contractual/Casual ____________ Nature of Business/Trade Manufacturer Authorized Dealer Information Services

Wholesaler Retailer Computer Hardware

Trader Importer Service Bureau

26

Site Development Consultancy Others _____________ Construction ___________________ Number of Years in business: _________ Complete Products & Services _______________________________________________________________________ _______________________________________________________________________ Payment Details Payment Method Cash Check Bank Transfer Others Currency Loc.Currency USD EUR Others Terms of Payment 30 days 15 days 7 days upon receipt of invoice Advance Payment Yes No % of the Total PO/Contract Bank Details: Bank Name ___________________________________________________ Bldg and Street ___________________________________________________ City ___________________________________________________ Country ___________________________________________________ Postal Code ___________________________________________________ Country ___________________________________________________ Bank Account Name ___________________________________________________ Bank Account No. ___________________________________________________ Swift Code ___________________________________________________ Iban Number ___________________________________________________ Key Personnel & Contacts (Authorized to sign and accept PO/Contracts & other commercial documents)

Name Title/Position Signature _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Companies with whom you have been dealing for the past two years with approximate value in US Dollars: Company Name Business Value Contact Person/Tel. No. _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________

27

Have you ever provided products and/or services to any mission/office of IOM? Yes No If yes, list the department and name of the personnel to whom you provided such goods and/or services. Name of Person Mission/Office Items Purchased _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Do you have any relative who worked with us at one time or another, or are presently employed with IOM? If yes, kindly state name and relationship. _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Trade Reference Company Contact Person Contact Number _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ Banking Reference Bank Contact Person Contact Number _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________ _______________________

28

REQUIREMENTS CHECK LIST Please submit the following documents together with the Information Sheet:

No. Document

For IOM use only

Submitted Not

Applicable

1 Company Profile (including the names of owners, key officers, technical personnel)

2 Company's Articles of Incorporation, Partnership or Corporation, whichever is applicable, including amendments thereto, if any.

3 Certificate of Registration from host country's Security & Exchange Commission or similar government agency/department/ministry

4 Valid Government Permits/Licenses

5 Audited Financial Statements for the last 3 years*

6 Certificates from the Principals (e.g. Manufacturer's Authorization, Certificate of Exclusive Distributorship, Any certificate for the purpose, indicating name, complete address and contact details)

N/A

7 Catalogues/Brochures N/A

8 List of Plants/Warehouse/Service Facilities N/A

9 List of Offices/Distribution Centers/Service Centers

10 Quality and Safety Standard Document / ISO 9001 N/A

11 List of all contracts entered into for the last 3 years (indicate whether completed or ongoing ) *

12 Certification that Non-performance of contract did not occur within the last 3 years prior to application for evaluation based on all information on fully settled disputes or litigation

N/A

13 For Construction Projects: List of machines & equipment (include brand, capacity and indication if the equipment are owned or leased by the Contractor)

N/A

* For Competitive Biddings, number of years may increase depending on the estimated contract amount. ** Indicate if an item is not applicable. Failure to provide any of the documents mentioned above will result in automatic "failed" rating. I hereby certify that the information above are true and correct. I am also authorizing IOM to validate all claims with concerned authorities. Received by:

29

_______________________ _______________________ Signature

Signature

_______________________ _______________________ Printed Name Printed

Name

_______________________ ______________________ Position/Title

Position/Title

_______________________ _______________________ Date

Date _________________________FOR IOM USE ONLY___________________________ Purchasing Organization ___________________ Account Group ___________________ Industry 001 002 003

where 001 - Transportation related to movement of migrants 002 - Goods (e.g. supplies, materials, tools) 003 - Services (e.g. professional services, consultancy, maintenance) Vendor Type Global Local