REQUEST FOR QUOTATION

17 April 2020

REQUEST FOR QUOTATION

RFQ Nº UNFPA/BIH/RFQ/20/003
(Download the full file here.)

Dear Sir/Madam,

UNFPA is seeking for company/organization to perform micro-assessment of the Sarajevo based NGO that is UNFPA’s Implementing partner in Bosnia and Herzegovina. Report is expected to be produced in English language.

The micro assessment is part of the requirements under the Harmonized Approach to Cash Transfers (HACT) Framework. The HACT framework represents a common operational framework for UN agencies’ transfer of cash to government and non governmental implementing partners.

The micro-assessment assesses the Implementing Partner’s control framework. It results in a risk rating (low, moderate, significant or high). The overall risk rating is used by the UN agencies, along with other available information (e.g. history of engagement with the agency and previous assurance results), to determine the type and frequency of assurance activities as per each agency’s guideline and can be taken into consideration when selecting the appropriate cash transfer modality for an Implementing Partner.

Scope

The micro-assessment provides an overall assessment of the Implementing Partner’s programme, financial and operations management policies, procedures, systems and internal controls. It includes:

  • A review of the IP legal status, governance structures and financial viability; programme management, organizational structure and staffing, accounting policies and procedures, fixed assets and inventory, financial reporting and monitoring, and procurement;
  • A focus on compliance with policies, procedures, regulations and institutional arrangements that are issued both by the Government and the Implementing Partner.

It takes into account results of any previous micro assessments conducted of the Implementing Partner.

Detailed Terms of Reference for Micro-Assessment attached as Annex…

I. About UNFPA

UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every child birth is safe and every young person’s potential is fulfilled.  

UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: UNFPA about us

II. Questions

Questions or requests for further clarifications should be submitted in writing to the contact person below:

Name of contact person at UNFPA:

Ms. Majda Zeherovic Zaimovic

Tel Nº:

+387 33 293 574

Fax Nº:

+387 33 552 330

Email address of contact person:

zeheroviczaimovic@unfpa.org

 

The deadline for submission of questions is 16th April 2020. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

I. Content of quotations

Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:

  1. Technical proposal, in response to the requirements outlined in the service requirements / TORs.
  2. Price quotation, to be submitted strictly in accordance with the price quotation form.

Both parts of the quotation must be signed by the bidding company’s relevant authority and submitted in PDF format.

II. Instructions for submission
Proposals should be prepared based on the guidelines set forth in Section III above, along with a properly filled out and signed price quotation form, and are to be sent by email to the contact person indicated below no later than: Friday, 17th April 2020 at 5:00 PM Sarajevo Time.

UNFPA BIH Office

bosnia-herzegovina.office@unfpa.org

Please note the following guidelines for electronic submissions:
  • The following reference must be included in the email subject line: RFQ Nº UNFPA/BIH/RFQ/20/003 – Performing micro-assessment of the NGO, UNFPA’s Implementing partner in Bosnia and Herzegovina
  • Proposals, including both technical and financial proposals, that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
  • The total email size may not exceed 20 MB (including email body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline.
  • Any quotation submitted will be regarded as an offer by the bidder and does not
    constitute or imply the acceptance of any quotation by UNFPA. UNFPA is under no obligation to award a contract to any bidder as a result of this RFQ

III. Overview of Evaluation Process

Quotations will be evaluated based on the technical proposal and the total cost of the services (price quote).
The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.

IV. Award Criteria
In case of a satisfactory result from the evaluation process, UNFPA intends to award a De Minimis Contract to the Bidder(s) that obtain the lowest-priced technically acceptable offer.

V. Right to Vary Requirements at Time of Award
UNFPA reserves the right at the time of award of contract to increase or decrease, by up to 20%, the volume of services specified in this RFQ without any change in unit prices or other terms and conditions.

VI. Payment Terms
UNFPA payment terms are net 30 days upon receipt of invoice and delivery/acceptance of the milestone deliverables linked to payment as specified in the contract.

VII. Fraud and Corruption
UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA’s Policy regarding fraud and corruption is available here: Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy.
Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor as and when required.  Such cooperation shall include, but not be limited to, the following: access to all employees, representatives agents and assignees of the vendor; as well as production of all documents requested, including financial records.  Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers.
A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline.

VIII. Zero Tolerance
UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy.

IX. FQ Protestt
Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Business Unit Ms. Gabrijela Jurela at Jurela@unfpa.org . Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief, Procurement Services Branch at procurement@unfpa.org.

X. Disclaimer
Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s).