IUCN: Request for Proposals Page 1 of 7
Request for Proposals (RfP)
Improving existing knowledge and information systems for effective informed decision making for Climate Resilience in Rwanda
IUCN Rwanda Country Office, Rwanda
RfP Reference: IUCN-2024-05-TREPA-04
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 and/or goods 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: tenders.rwanda@iucn.rw
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 contact you. DATE ACTIVITY
May 31st 2024
Publication of the Request for Proposals
June 3rd 2024
Deadline for submission of questions
June 4th 2024
Planned publication of responses to questions June 14th 2024 Deadline for submission of proposals to IUCN (“Submission Deadline”)
June 20th 2024
Planned date for contract award
July 01st ,2024
Expected contract start date
3.2. Please email the IUCN contact to confirm whether or not you are intending to submit a proposal by the deadline stated above.
4. COMPLETING AND SUBMITTING A PROPOSAL
4.1. Your Proposal must consist of the following three documents:
• Signed Declaration of Undertaking (see Attachment 2)
• Technical Proposal (see Section 4.3 below)
• Financial Proposal (see Section 4.4 below)
IUCN: Request for Proposals Page 2 of 7
Proposals must be prepared in English.
Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [ IUCN-2024-05-TREPA-04 – Improving existing knowledge and information systems for effective informed decision making for Climate Resilience in Rwanda]. The bidder’s 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.
4.2. Technical Proposal
The technical proposal must address each of the criteria stated in the table below explicitly and separately.
Description
Information to provide
Relative weight
1
Consultants educational background
Required/relevant degree
30
2
Consultants working experience
Working experience (5-10 years) in areas related to Climate Change, climate change risk modelling, Vulnerability and Resilience assessment, information sharing and knowledge management in landscape restoration, gap analysis and capacity building.
30
3
Consultants previous assignments
Proof of having conducted similar assignment (3 certificates of good completion)
30
4
Consultants Competencies
Experience in conducting in person and online surveys using Kobo Collect, ODK, Online Survey and Reporting
10
TOTAL
100%
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 carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.
4.3. Financial Proposal
4.3.1. The financial proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.
4.3.2. 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
IUCN: Request for Proposals Page 3 of 7
will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your responsibility to determine whether such taxes apply to your organisation and to include them in your financial offer.
4.3.3. Applicable Goods and Services Taxes
Proposal rates and prices shall be exclusive of Value Added Tax but you need to confirm if you are registered In VAT.
4.3.4. Currency of proposed rates and prices
All rates and prices submitted by Proposers shall be in Rwanda Franc (RWF).
4.3.5. Breakdown of rates and prices
For information only, the price needs to be broken down in the following Table. Kindly, add all related price information like daily rates, transport, logistics fees that will be used while conducting this study. The price quates should in Rwandan Francs.
Description
Quantity
Unit Price
Total Price
1
2
3
4
5
6
TOTAL
4.4. Additional information not requested by IUCN should not be included in your Proposal and will not be taken into account in the evaluation.
4.5. Your proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.
4.6. 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, 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. Technical Evaluation
5.2.1. Scoring Method
Your proposal will be scored for each of the criteria from 0 to the maximum for each criteria.
5.2.2. Minimum Quality Thresholds
Proposals that receive a score of ‘0’ for any of the criteria will automatically be disqualified.
5.2.3. Technical Score
IUCN: Request for Proposals Page 4 of 7
Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 5.4) and these weighted scores added together to give your proposal’s overall technical score.
5.3. Financial Evaluation and Financial Scores
The financial evaluation will be based upon the full total price you submit. Your financial proposal will receive a score calculated by dividing the lowest financial proposal that has passed the minimum quality thresholds (see Section 5.2.2) by the total price of your financial proposal.
Thus, for example, if your financial proposal is for a total of CHF 100 and the lowest financial proposal is CHF 80, you will receive a financial score of 80/100 = 80%
5.4. Overall Score
Your proposal’s Overall score will be calculated as the weighted sum of your technical score and your financial score.
The relative weights will be:
Technical: 70%
Financial: 30%
Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%.
Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose proposal achieves the highest total score.
6. EXPLANATION OF PROCUREMENT PROCEDURE
6.1. IUCN is using the Invitation Procedure for this procurement. This means that only invited bidders may submit a proposal. IUCN typically invites from four to six bidders to submit a proposal.
6.2. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1.
6.3. All proposals must be received by the submission deadline indicated in Section 3.1. Late proposals will not be considered. All proposals received by the submission deadline will be evaluated in accordance with the evaluation criteria stated in this RfP. No other criteria will be used to evaluate proposals. The contract will be awarded to the bidder whose proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all.
6.4. IUCN will contact the bidder with the highest-scoring proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of proposals takes.
7. CONDITIONS FOR PARTICIPATION IN THIS PROCUREMENT
7.1. To participate in this procurement, you are required to submit a proposal, which fully complies with the instructions in this RfP and the Attachments.
7.1.1. It is your responsibility to ensure that you have submitted a complete and fully compliant proposal.
IUCN: Request for Proposals Page 5 of 7
7.1.2. Any incomplete or incorrectly completed proposal submission may be deemed non-compliant, and as a result you may be unable to proceed further in the procurement process.
7.1.3. IUCN will query any obvious clerical errors in your proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.
7.2. In order to participate in this procurement, you must meet the following conditions:
•
Free of conflicts of interest
•
Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed)
•
In full compliance with your obligations relating to payment of social security contributions and of all applicable taxes
•
Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection
•
Not bankrupt or being wound up
•
Never been guilty of an offence concerning your professional conduct
•
Not involved in fraud, corruption, a criminal organisation, money laundering, terrorism, or any other illegal activity.
7.3. You must complete and sign the Declaration of Undertaking (see Attachment 2)
7.4. If you are participating in this procurement as a member of a joint venture, or are using sub-contractors, submit a separate Declaration of Undertaking for each member of the joint venture and sub-contractor, and be clear in your proposal which parts of the goods/services are provided by each partner or sub-contractor.
7.5. Each bidder shall submit only one proposal, either individually or as a partner in a joint venture. In case of joint venture, one company shall not be allowed to participate in two different joint ventures in the same procurement nor shall a company be allowed to submit a proposal both on its behalf and as part of a joint venture for the same procurement. A bidder who submits or participates in more than one proposal (other than as a subcontractor or in cases of alternatives that have been permitted or requested) shall cause all the proposals with the bidder’s participation to be disqualified.
7.6. By taking part in this procurement, you accept the conditions set out in this RfP, including the following:
•
It is unacceptable to give or offer any gift or consideration to an employee or other representative of IUCN as a reward or inducement in relation to the awarding of a contract. Such action will give IUCN the right to exclude you from this and any future procurements, and to terminate any contract that may have been signed with you.
•
Any attempt to obtain information from an employee or other representative of IUCN concerning another bidder will result in disqualification.
•
Any price fixing or collusion with other bidders in relation to this procurement shall give IUCN the right to exclude you and any other involved bidder(s) from this and any future procurements and may constitute a criminal offence.
8. CONFIDENTIALITY AND DATA PROTECTION
8.1. IUCN follows the European Union’s General Data Protection Regulation (GDPR). The information you submit to IUCN as part of this procurement will be treated as confidential and shared only as required to evaluate your proposal in line with the procedure explained in this RfP, and for the maintenance of a clear audit trail. For audit purposes, IUCN is required to retain your proposal in
IUCN: Request for Proposals Page 6 of 7
its entirety for 10 years after the end of the resulting contract and make this available to internal
and external auditors and donors as and when requested.
8.2. In the Declaration of Undertaking (Attachment 2) you need to give IUCN express permission to
use the information you submit in this way, including personal data that forms part of your
proposal. Where you include personal data of your employees (e.g. CVs) in your proposal, you
need to have written permission from those individuals to share this information with IUCN, and
for IUCN to use this information as indicated in 8.1. Without these permissions, IUCN will not be
able to consider your proposal.
9. COMPLAINTS PROCEDURE
If you have a complaint or concern regarding the propriety of how a competitive process is or has
been executed, then please contact procurement@iucn.org. Such complaints or concerns will
be treated as confidential and are not considered in breach of the above restrictions on
communication (Section 2.1).
10. CONTRACT
The contract will be based on IUCN’s template in Attachment 3, the terms of which are not
negotiable. They may, however, be amended by IUCN to reflect particular requirements from the
donor funding this particular procurement.
11. ABOUT IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It
provides public, private and non-governmental organisations with the knowledge and tools that enable
human progress, economic development and nature conservation to take place together.
Headquartered in Switzerland, IUCN Secretariat comprises around 1,000 staff with offices in more than
50 countries.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing
the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000
experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership
enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international
standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists,
businesses, local communities, indigenous peoples organisations and others can work together to
forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of
conservation projects worldwide. Combining the latest science with the traditional knowledge of local
communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s
well-being.
www.iucn.org
https://twitter.com/IUCN/
12. ATTACHMENTS
Attachment 1 Specification of Requirements / Terms of Reference
ToR_Climate
Resilience Information and Knowldege Sharing System_TREPA Final.docx
IUCN: Request for Proposals Page 7 of 7
Attachment 2 Declaration of Undertaking (select 2a for companies or 2b for self-employed as
applicable to you)
attachment_2a_decl
aration_-_company_0 (2).docx
attachment_2b_decl
aration_-_self-employed_0 (2).docx
Attachment 3 Contract Template
consultancy_agreem
ent_company_template_ola_24jul2020_final_0.docx
Consultancy_Agreem
ent_Self-Employed_Template_Final_24jul2020.docx