REQUEST FOR PROPOSAL (RFP)

DATE: March 10, 2022

Operation and Maintenance Training Package
REFERENCE: RFP-091-22

Dear Sir / Madam:

We kindly request you to submit proposals for the provision of Operation and Maintenance Training
Package.

Please be guided by the form attached hereto as Annex 2 in preparing your Proposal.

Proposal must be submitted on or before the deadline indicated in the e-tendering system. Proposal
must be submitted through online e-tendering system in the following link:
https://etendering.partneragencies.org using your username and password.

Those companies who are not registered in the e-tendering portal yet are requested to use the
following temporary username and password for registration:
Username: event.guest
Password: why2change

You are requested to indicate whether your company intends to submit a proposal by clicking
“Accept Invitation’’ in the system.

In course of preparing and submitting your proposal, it shall remain your responsibility to ensure
that your Proposal is submitted on or before the deadline indicated by UNDP in the e-Tendering system.
Documents uploaded in the system as part of your Proposal must be free from any form of virus or corrupted
contents, or the Proposal shall be rejected.

The Technical Proposal and the Financial Proposal files MUST BE COMPLETELY SEPARATE and
uploaded separately in the system and clearly named as either ‘’TECHNICAL PROPOSAL’’ or ‘’FINANCIAL
PROPOSAL’’, as appropriate. Each document shall include the Proposer’s name and address. The file with
the ‘’FINANCIAL PROPOSAL’’ must be encrypted with a password so that it cannot be opened nor viewed
until the proposal has been found to pass the technical evaluation stage. UNDP shall request via email the
Proposer to submit the password to open the Financial Proposal. The Proposers shall assume the
responsibility for not encrypting financial proposal.

IMPORTANT NOTE: The amount of the financial proposal MUST NOT be mentioned anywhere in the
submitted documents or in the e-tendering system, other than the Financial Proposal. Failure in
compliance with the mentioned condition shall result in rejection of the offer.

PLEASE DO NOT PUT THE PRICE OF YOUR PROPOSAL IN THE LINE ITEM IN THE SYSTEM. INSTEAD PUT
‘’1’’ AND UPLOAD THE FINANCIAL PROPOSAL AS INSTRUCTED ABOVE

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 Services proposed shall be reviewed and evaluated based on completeness and compliance of the
Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of
UNDP requirements.

The Proposal that complies with all of the requirements, meets all the evaluation criteria and
offers the best value for money shall be selected and awarded the contract. Any offer that does not meet
the requirements shall be rejected.

Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and
the unit price shall prevail, and the total price shall be corrected. If the Service Provider does not accept
the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected.

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market
factors shall be accepted by UNDP after it has received the Proposal. At the time of Award of Contract or
Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or
goods, by up to a maximum twenty-five per cent (25%) of the total offer, without any change in the unit
price or other terms and conditions.

Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the
General Terms and Conditions attached hereto. The mere act of submission of a Proposal implies that the
Service Provider accepts without question the General Terms and Conditions of UNDP, herein attached as
Annex 3.

Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or
Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and
submission of a Proposal, regardless of the outcome or the manner of conducting the selection process.

UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or
firms not awarded a Purchase Order or Contract in a competitive procurement process. In the event that
you believe you have not been fairly treated, you can find detailed information about vendor protest
procedures in the following link:
http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/

UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest,
by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of
the requirements, design, cost estimates, and other information used in this RFP.

UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to
preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties
involved in UNDP activities. UNDP expects its Service Providers to adhere to the UN Supplier Code of
Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf

Thank you and we look forward to receiving your Proposal.

Sincerely yours,

Ijaz Hussain
Head of Procurement a.i.
10 March 2022

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 Annex 1

Description of Requirements
Context of the Iraq, a nation prone to natural disasters, is made more vulnerable as a result of
Requirement severe environmental degradation and neglect. It faces many challenges as a
result of climate change, including increased temperature, reduced
precipitation, increased water scarcity and salinity, increasing prevalence of
sand and dust storms and related disaster shocks.
Nevertheless, Iraq has made good progress in recent years in terms of
addressing the impacts of climate change despite protracted conflicts and
political instability. In 2009, Iraq ratified the United Nations Framework
Convention on Climate Change (UNFCCC) and the Kyoto Protocol as a Non-
Annex I country. Iraq signed the Paris Agreement in December 2016 and
submitted its INDCs in 2015. Iraq became a full party to the Paris Agreement in
January 2021. Iraq has worked to establish the national entities and units
necessary to facilitate the implementation of the provisions of the UNFCCC,
such as the Permanent National Committee for Climate Change, which was
established in 2011.
In this context, UNDP and UNEP support the government of Iraq in its efforts
address the impacts of climate change and contribute to Iraq’s environmental
rehabilitation and development efforts by addressing the root causes, risks and
mitigation measures associated with environmental degradation, climate
change, and disasters shocks through capacity building, technical assistance, and
awareness raising.
Generally, public awareness of environmental sustainability and climate change
in the country is limited, thus an awareness-raising campaign is vital. There is
limited or no access to information within Iraq’s education system, and the
general public is unaware of the Government’s work on climate-related issues.
They also have little knowledge of any progress made to date, or how the
United Nations through agencies like UNDP and UNEP are supporting the
Government of Iraq in managing climate change.
As such, UNEP and UNDP are partnering on climate change awareness-raising
campaign and are sourcing a local campaign agency to deliver key elements of the
campaign, including a visual brand/identity as well as awareness raising materials
like advertisements, brochures, and videos.
Implementing N/A
Partner of UNDP

Brief Description
of the Required The primary aim of the campaign is to raise awareness on Climate issues in Iraq and how
Services 1 Iraq is progressing toward a greener future. This will be done through: This campaign
aims to:
A. Raising national awareness, under the NAP project, of stakeholders (including
vulnerable groups and the private sector) on current and future climate change
scenarios, socio-economic and environmental impacts, priority actions and investment
opportunities to increase resilience of climate change in all 18 governorates.
B. Highlighting the Government of Iraq’s obligations under the Nationally Determined
Contributions

1
A detailed TOR may be attached if the information listed in this Annex is not sufficient to fully describe the nature
of the work and other details of the requirements.

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 C. Assisting the government in the preparation for COP26. Promote the Government of
Iraq’s involvement in COP26 in November 2021 and the activities under the event.
D. Highlighting UNDP and UNEP’s role in working with the Government of Iraq to
combat climate change
E. Building a supportive ecosystem for climate action supporters using innovative
approaches.

List and Part (1) Materials, topics, and activities

Description of
Expected Outputs Visual identity for the campaign
to be Delivered • Logo, slogan
• Colors
• Typography
• Photography style 10% Upon completion
Television advertisement

• Develop 3 x 30-second TV advertisements (topics to be determined)

• Arrange for broadcast on Al Sharqiya channel. Each advertisement should be
shown every day for a total of 14 days (42 views in total) Two videos four weeks
after the project’s implementation day.

Three videos eight weeks after the project’s implementation day. 15% upon
completion.

Production of Documentary Film

10-15 min Documentary film in Arabic with subtitles in 3 languages; Arabic, English, and
Kurdish.

One short version for social media (2 minutes)

20% upon completion.
Visual Products
15 x social media products optimized for all social media channels: LinkedIn, Facebook,
Twitter, and Instagram, into three languages – Arabic, English and Kurdish. The products
will include:
• 5 x short animations (1 min)
• 10 social media cards (graphics)

3 x educational posters
• Design, print and distribute 3 x educational posters for schools
• 5,000 copies of each, delivered to 5 major cities

2 x informational brochures
• Design, print and distribute 2 x information brochures for residents
• 20,000 copies of each, delivered to 5 major cities

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 Ten products two weeks after the project’s implementation day.

Seven products four weeks after the project’s implementation day.

15% upon completion.
Part (2) Final Report
Provision of final report (financial & narrative) detailing the progress achieved on
the production of audio/visual products and the broadcasting of the TV and radio spots and
summarizing the outcomes, challenges, and lessons learned.
Eight weeks after the project’s implementation day. 35% upon receiving and
approving the final report, including all components.

Person to
Supervise the UNDP Technical Training Experts (TTEs) will be the focal points monitoring and
Work/Performanc supervising all training sessions.
e of the Service
Provider
Frequency of
Provide UNDP TTEs with a daily and weekly progress report
Reporting
Progress Reporting
Requirements (As indicated in the ToR attached)

Location of work (As indicated in the ToR attached)

Expected duration 9 weeks (45 working days)

of work
Target start date May 01, 2022,

Latest completion (As indicated in the ToR attached)

date
Travels Expected (As indicated in the ToR attached)

Special Security (As indicated in the ToR attached)

Requirements
Facilities to be (As indicated in the ToR attached)
Provided by UNDP
(i.e., must be
excluded from
Price Proposal)
Implementation
Schedule ☒ Required
indicating ☐ Not Required
breakdown and
timing of
activities/sub-
activities
Names and ☒ Required
curriculum vitae of ☐ Not Required
individuals who
will be involved in
completing the
services

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 Currency of ☒ United States Dollars
Proposal
Validity Period of ☒ 120 days
Proposals
(Counting for the In exceptional circumstances, UNDP may request the Proposer to extend the
last day of validity of the Proposal beyond what has been initially indicated in this RFP. The
submission of Proposal shall then confirm the extension in writing, without any modification
quotes) whatsoever on the Proposal.
Partial Quotes ☒ Not permitted

Payment Terms 2 Payment is done in three installements upon completing the deliverables.
Person(s) to UNDP Associate Stabilization Analyst and Technical Training Experts (TTEs) with a
review/inspect/ service provider representative (project manager) will review and approve the
approve outputs of the training upon the completion to authorize the disbursement of
outputs/complete
payment.
d services and
authorize the
disbursement of
payment
Type of Contract ☒Face Sheet Contract
to be Signed http://www.undp.org/content/undp/en/home/procurement/business/how- we-buy.html

Criteria for ☒ Highest Combined Score (based on the 70% technical offer and 30% price
Contract Award weight distribution)
☒ Full acceptance of the UNDP Contract General Terms and Conditions (GTC).
This is a mandatory criterion and cannot be deleted regardless of the nature of
services required. Non-acceptance of the GTC may be grounds for the rejection
of the Proposal.
Technical Proposal (70%)
Criteria for the ☒ Expertise of Organization 30%
Assessment of ☒ Proposed Methodology, Approach and Implementation Plan 35%
Proposal ☒ Management Structure and Key Personnel 35%

The detailed technical evaluation criteria is mentioned below. The minimum

technical score required to pass the technical evaluation is 70%.

Financial Proposal (30%)

To be computed as a ratio of the Proposal’s offer to the lowest price
among the proposals received by UNDP.

UNDP will award ☒ One and only one Service Provider. The payment will be done to one single bank
the contract to: account identified by the Joint Venture/Consortium.

2
UNDP preference is not to pay any amount in advance upon signing of contract. If the Service Provider strictly
requires payment in advance, it will be limited only up to 20% of the total price quoted. For any higher percentage,
or any amount advanced exceeding $30,000, UNDP shall require the Service Provider to submit a bank guarantee
or bank cheque payable to UNDP, in the same amount as the payment advanced by UNDP to the Service Provider.

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 Contract General ☒ General Terms and Conditions for contracts (goods and/or services)
Terms and Applicable Terms and Conditions are available at:
Conditions https://www.undp.org/procurement/business/how-we-buy
Annexes to this ☒ Form for Submission of Proposal
RFP 3 • Annex 2a – Technical Proposal Format
• Annex 2b – Financial Proposal Format
☒ General Terms and Conditions / Special Conditions (Annex 3) 4
☒ Detailed TOR (Annex 4)
☒ Proposal Submission Form (Annex 5)

Contact Person for Vian Mohammed

Inquiries Procurement Officer
(Written inquiries Email: vian.mohammed@undp.org
only) 5
Any delay in UNDP’s response shall be not used as a reason for extending the
deadline for submission, unless UNDP determines that such an extension is
necessary and communicates a new deadline to the Proposers.
Allowable Manner of ☒ Online bidding in E-Tendering module.
Submitting Date and Time: As specified in the system (note that the time zone indicated in the
Proposals system in New York Time zone).

PLEASE NOTE: -
Date and time visible on the main screen of the event (on the E-Tendering portal) will be
final and prevail over any other closing time indicated elsewhere, in case they are
different. Please also note that the bid closing time shown in the PDF file generated by
the system is not accurate due to a technical glitch that we will resolve soon. The correct
bid closing time is as indicated in the E-Tendering portal and system will not accept any
bid after that time. It is the responsibility of the bidder to make sure bids are submitted
within this deadline. UNDP will not accept any bid that is not submitted directly to the
system.
Try to submit your bid a day prior or well before the closing time. Do not wait until last
minute. If you face any issue submitting your bid at the last minute, UNDP may not be
able to assist.

Note: for registration please refer to E-tendering instruction manual and FAQ.

3
Where the information is available in the web, a URL for the information may simply be provided.
4
Service Providers are alerted that non-acceptance of the terms of the General Terms and Conditions (GTC) may be
grounds for disqualification from this procurement process.
5
This contact person and address is officially designated by UNDP. If inquiries are sent to other person/s or
address/es, even if they are UNDP staff, UNDP shall have no obligation to respond nor can UNDP confirm that the
query was received.

7
Method of Proposals must be submitted as follows:
Submission ☒ E-tendering
 File Format: PDF and BOQ in PDF and EXCEL
 File names must be maximum 60 characters long and must not contain any letter
or special character other than from Latin alphabet/keyboard.
 All files must be free of viruses and not corrupted.
 Max. File Size per transmission: 20MB
[For eTendering method, click the link https://etendering.partneragencies.org and insert
Event ID information]
• Insert BU Code and Event ID number
 The Technical Proposal should be submitted separately from the Financial
Proposal and must not contain any pricing information whatsoever on the
services offered.

Financial Proposal Password:

Password for financial proposal must not be provided to UNDP until requested by UNDP
if the proposal is deemed technically qualified. Proposers will have 48 hours to respond
to the request for password from UNDP. Proposers are advised to note their passwords
in a secure place. Should UNDP be unable to open the file due to forgotten password(s),
the Proposal shall be rejected.

The bids submitted by email/post mail/hand shall not be accepted.

While entering financial proposal in the e-tendering system, always mention your price
as USD 1. Please do not mention the value of your financial proposal in e-tendering
system. It should only be mentioned in the password protected file/attachment of
financial submission form (form F and G). The proposal of those organizations who
would reveal their financial proposal value in the e-tendering system will be considered
as disqualified.

Detailed instructions on how to submit, modify or cancel a bid in the eTendering system
are provided in the eTendering system Bidder User Guide and Instructional videos
available on this link:
http://www.undp.org/content/undp/en/home/operations/procurement/business/procureme
nt-notices/resources/

8
Joint Venture,
Consortium or a. If the Bidder is a group of legal entities that will form or have formed a Joint
Association Venture (JV), Consortium or Association for the Proposal, they shall confirm
in their Proposal that : (i) they have designated one party to act as a lead
entity, duly vested with authority to legally bind the members of the JV,
Consortium or Association jointly and severally, which shall be evidenced
by a duly notarized Agreement among the legal entities, and submitted
with the Proposal; and (ii) if they are awarded the contract, the contract
shall be entered into, by and between UNDP and the designated lead entity,
who shall be acting for and on behalf of all the member entities comprising
the joint venture.
b. After the Deadline for Submission of Proposal, the lead entity identified to
represent the JV, Consortium or Association shall not be altered without the
prior written consent of UNDP.
c. The lead entity and the member entities of the JV, Consortium or
Association shall abide by the provisions of Clause 9 herein in respect of
submitting only one proposal.
d. The description of the organization of the JV, Consortium or Association
must clearly define the expected role of each of the entity in the joint
venture in delivering the requirements of the RFP, both in the Proposal and
the JV, Consortium or Association Agreement. All entities that comprise the
JV, Consortium or Association shall be subject to the eligibility and
qualification assessment by UNDP.
e. A JV, Consortium or Association in presenting its track record and
experience should clearly differentiate between:
a) Those that were undertaken together by the JV, Consortium or
Association; and
b) Those that were undertaken by the individual entities of the JV,
Consortium or Association.
f. Previous contracts completed by individual experts working privately but
who are permanently or were temporarily associated with any of the
member firms cannot be claimed as the experience of the JV, Consortium
or Association or those of its members, but should only be claimed by the
individual experts themselves in their presentation of their individual
credentials.
The Bidder (including the individual members of any Joint Venture) shall submit only one
Proposal, either in its own name or as part of a Joint Venture.

Other Information
[pls. specify]

9
 Technical Evaluation Criteria

The proposal will be evaluated based on the following criteria:

I. Technical Evaluation Criteria

Summary of Technical Proposal Evaluation Forms Score Weight Points Obtainable

30% 300
1. Expertise of Firm / Organization
35% 350
2. Proposed Methodology, Approach and
Implementation Plan
35% 350
3. Management Structure and Key Personnel

Total 1000

Technical Proposal Evaluation Points

Form 1 obtainable

Expertise of the Firm/Organization

1.1 General organizational capacity (e.g., size of firm / organization, 100

effectiveness of planning and training, reputation of the organization and
personnel competence / relevant experience) and the duration of work in
the market,

Experience in project target regions (5 years- 50 points, 6-7 years - 70 points,

more than 7 years - 100 points)
1.2 Experience of the company / organization in the field of training, as 75
evidenced, for example, by the number of training modules designed on the
theme of requested Services

(at least 2 training modules - 30 points, 3-5 modules - 50 points, 6 and more
modules - 75 points)
1.3 Experience in curriculum development and implementation of training 75
programs of short-term training for heads of local governments, NGOs,
government organizations, initiative groups in communities

(up to 5 years - 50 points, 6-7 years - 60 points, more than 7 years - 75

points)
1.4 Presentation of recommendations from past clients (including international 50
organizations) regarding implementation of similar tasks:

• Presentation of recommendations 2 - 30 points

• Presentation 3 recommendations - 40 points
• Presentation 4 or more recommendations - 50 points
300

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Technical Proposal Evaluation Points
Form 2 Obtainable

Proposed Methodology, Approach and Implementation Plan

2.1 To what degree does the Proposer understand the task?
100
Critical analysis and understanding of the TOR and supporting documents (100
points);
Analysis of the TOR and supporting document (75 points);
Analysis of only the TOR (50 points)
No analysis – 0 points
2.2 Have the important aspects of the task been addressed in sufficient detail? 100

Approach and methodology well elaborated (100 points)

Approach and methodology elaborated but with some missing documents (60
points)
No approach and methodology (0 points)
2.3 Are the different components of the project adequately weighted relative to 75
one another?

Approach and work plan well elaborated (75 points)

Approach and work plan elaborated but with some missing elements (50
points)
No approach/work plan (0 points)
2.4 Is the presentation clear and is the sequence of activities and the planning 75
logical, realistic and promise efficient implementation to the project?

Presentation is very clear, and sequence is very logical (75 points)

Presentation is not very clear and sequence in not very logical (50 points)
350
Technical Proposal Evaluation Points
Form 3 Obtainable

Management Structure and Key Personnel

Composition and structure of the team proposed. Are the
3.1 proposed roles of the management and the team of key
personnel suitable for the provision of the necessary services
Trainers (The number of trainers to be proposed shall be
evaluated individually as per below points and averaged to
get the final score

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 Minimum 10 years’ of progressive relevant practical 200
experience and skills in in mechanical, electrical
engineering, water resources and environmental
science\engineering or any other related fields and
conducting training similar in nature of the
requirements as per the Annex A
(10-12 years - 100 points, 13-15 years - 150 points,
more than 15 years - 200 points)
Relevant Academic Background 100

PhD/Master’s in mechanical, electrical engineering,

water resources and environmental
science\engineering or any other related fields.– 100
points

Bachelor’s degree in mechanical, electrical

engineering, water resources and environmental
science\engineering or any other related fields) – 75
points
Language qualifications 25
Proficiency in Arabic language – 25 points
Not so proficient in Arabic language – 15 points
Knowledge of the Region 25
Worked in the region for:
2 years – 20 points
3 -5 years – 25 points
350

I. Note: The CVs of all personnel are required to check the suitability with the requirement as below
(Personnel CV Template).

II. Personnel CV Template

CVs should demonstrate qualifications in areas relevant to the Scope of Services as per Terms of Reference. Please
use only the format below in submitting the CVs

Name:
Position for this Contract:
Nationality:
Contact information:
Countries of Work Experience:
Language Skills:
Educational and other Qualifications:
Summary of Experience: Highlight experience in the region and on similar projects.
Relevant Experience (From most recent):
Period: From – To Name of activity/ Project/ funding Job Title and Activities
organisation, if applicable: undertaken/Description
of actual role performed:
e.g. June 2004-January 2005
Etc.
Etc.

12
References no.1 Name
Designation
Organization
Contact Information – Address; Phone; Email; etc.
Reference no.2 Name
Designation
Organization
Contact Information – Address; Phone; Email; etc.
Reference no.3 Name
Designation
Organization
Contact Information – Address; Phone; Email; etc.

13
 Annex 2a

FORM FOR SUBMITTING SERVICE PRPROVIDER’S PROPOSAL

(This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery 6)

[insert: Location].
[insert: Date]
To: [insert: Name and Address of UNDP focal point]

Dear Sir/Madam:

We, the undersigned, hereby offer to render the following services to UNDP in conformity
with the requirements defined in the RFP dated [specify date] , and all of its attachments, as well
as the provisions of the UNDP General Contract Terms and Conditions :

A. Qualifications of the Service Provider

The Service Provider must describe and explain how and why they are the best entity that can deliver the
requirements of UNDP by indicating the following :

a) Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations;
b) Business Licenses – Registration Papers, Tax Payment Certification, etc.
c) Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial
stability, liquidity, credit standing, and market reputation, etc. ;
d) Track Record – list of clients for similar services as those required by UNDP, indicating description of
contract scope, contract duration, contract value, contact references;
e) Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental
Sustainability Certificates, etc.
f) Written Self-Declaration that the company is not in the UN Security Council 1267/1989 List, UN
Procurement Division List or Other UN Ineligibility List.

B. Proposed Methodology for the Completion of Services

The Service Provider must describe how it will address/deliver the demands of the RFP; providing a detailed
description of the essential performance characteristics, reporting conditions and quality assurance
mechanisms that will be put in place, while demonstrating that the proposed methodology will be
appropriate to the local conditions and context of the work.

C. Qualifications of Key Personnel

If required by the RFP, the Service Provider must provide :

a) Names and qualifications of the key personnel that will perform the services indicating who is Team

6
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for
verification purposes

14
 Leader, who are supporting, etc.;
b) CVs demonstrating qualifications must be submitted if required by the RFP; and
c) Written confirmation from each personnel that they are available for the entire duration of the contract.

[Name and Signature of the Service Provider’s

Authorized Person]
[Designation]
[Date

15
 Annex 2b

Financial Proposal
(Must be password protected)

Financial proposal breaking down

No. Activities/Expenses Number Cost per Total
Training session
sessions (USD)
I. Staff Costs
Lead Trainer 1 (Maintaining and operating electrical
generators course)
Trainer assistant 1 (Maintaining and operating
electrical generators course)
Lead Trainer 2 (Maintaining and operating HVAC
course)
Trainer assistant 2 (Maintaining and operating HVAC
course)
Lead Trainer 3 (Maintaining and operating water
pumps course)
Trainer assistant 3 (Maintaining and operating water
pumps course)
Lead Trainer 4 (Maintaining, testing, and operating
elevators course)
Lead Trainer 5 (implementation of preventive
maintenance course)
Lead Trainer 6 (Maintaining and operating fire-
fighting systems course)
Lead Trainer 7 (Environmental Waste Management
and Recycling course)
Training coordinator 1
Training coordinator 2
Training coordinator 3

Unit Cost Total

(USD)
II. Operating Costs
Printing out of Handouts
` Certificates
Management costs (14%) 14%
III. Workshop Costs (lumpsum)
Rental fees of workshop venues (for the four hubs),
tools and equipment and PPE purchasing as stated in
Annex A

[Name and Signature of the Service Provider’s

Authorized Person]
[Designation]
[Date]

16
 Annex 3

UNDP General Terms & Conditions for Contracts (Goods and/or Services)

https://www.undp.org/content/dam/undp/library/corporate/Procurement/english/4.%20UNDP%20GTCs%20for%
20de%20minimis%20Contracts%20(Services%20only)%20-%20Sept%202017.pdf

17
 Annex 4

Terms of Reference (ToR)

Operation and Maintenance Training Package

United Nations Development Programme

March 2022

18
 Terms of Reference (ToR)

II. BACKGROUND

UNDP, in partnership with the Government of Iraq and the Global Coalition to Defeat ISIL, established
the Funding Facility for Immediate Stabilization (FFIS) to quickly implement activities to stabilize newly
liberated areas of Iraq in June 2015. FFIS is governed by a Steering Committee co-chaired by the Prime
Minister's Office and the DSRSG/RC. The Funding Facility supports four sets of activities, each with a
dedicated window. All activities support the needs identified by local authorities (Governors’ offices, line
departments, mayors), based on priorities identified at the local level through consultations. The
Provincial Command Cells endorse the activities.
1) Window One: Public works and light infrastructure rehabilitation.
2) Window Two: Livelihoods support that jumpstarts local economy and generates income for
households, particularly families returning to their homes.
3) Window Three: Capacity support for local governments, boosting their immediate response
capacity to cope with the challenges arising during stabilization.
4) Window Four: Community reconciliation initiatives that help local leaders and community
groups promote social cohesion and dialogue.
Under Window 3, to ensure the proper use and maintenance of Nineveh public infrastructure (electrical
power substations, water treatment plants, hospitals etc.) FFS intends to organize two types of technical
training packages for the relevant Nineveh line directorates. First package; general technical engineering
training in electrical and mechanical engineering, planning, and managing maintenance works, on-site
construction management, health and safety on-site, environmental management, information
technology, etc. Second package; specialized technical training for the operation and maintenance of
specific equipment and systems such as water pumps, power transformers and hospital medical
equipment.

III. OBJECTIVE

The objective is to provide training courses in the operation and maintenance of electrical generators,
elevators, water pumps, HVAC systems, firefighting systems, and waste management. These training
courses will be provided to an estimated 436 staff of the Nineveh directorates of water, electricity,
municipalities, health, education, road and bridges and agriculture. The aim is to build staff capacity to
operate, proper use and maintain various types of machines, equipment, and systems. Annex A contains
the required training list with main objectives to be met and the number of trainees per training, location
of training to take place.

IV. SCOPE OF SERVICE

The main task to be performed by the training service provider is to conduct training sessions in public
venues located in Nineveh districts and subdistricts, mainly in Mosul, Al-Hamdanya, Al-Qayara and Tal-

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Afar. Training organizations are expected to facilitate the training syllabus, assessments, relevant training
maintenance equipment and materials in addition to the specific tasks below:
1) Reach out by phone to staff and the focal points of Nineveh directorates to inform the
participants about the training session and confirm their attendance.
2) A list of targeted participants with their names, contacts, job titles and locations with the focal
point of each Nineveh directorate will be provided to the service provider by UNDP technical
training experts (TTEs) within sufficient time before the training sessions take place.
3) Carry out training sessions in physically attended seminars, including interactive engaging
training, group discussions and practical demonstrations, which actively involve students in
their own learning experience.
4) Carry out practical training with hands-on activities for the participants in workshops or sites
equipped with required machines, equipment and maintenance tools related to training
objectives stated in Annex A.
5) The service provider is responsible for providing personal protective equipment (PPE) to the
participants and imposing health and safety protocols in the workshop and site visits.
6) Conduct pre-and post-assessment exercises for the participants in each training with an
evaluation at the end of the training session.
7) Provide training materials (both digitally and in paper) to the participants for a complete
understanding of the training objectives taking into account the variance levels in knowledge
and experience of the participants. The trainer is required to adjust and adapt the training
course materials relying on the pre-assessment of participants on day one of the training
session.
8) The Service provider is required to ensure close consultation with UNDP before implementing
the training, and the concept of the Training Course, detailed schedule and deliverables shall
be agreed upon in advance.
9) Provide UNDP TTEs with a daily and weekly progress report (written in English) for all running
training sessions which include but are not limited to relevant training materials, schedules,
training activities, outcomes of the pre and post-assessments and participants' daily
attendance sheet (template form of attendance sheet will be provided by UNDP TTEs).
10) Organize training in Arabic. English can be used where required.

V. EXPECTED DELIVERABLES

The service provider shall provide the following deliverables:

1) Provide a comprehensive final report in English for each training listed in Annex A, which
includes but is not limited to the course summary, list of participants, major discussions
during the courses, observations, recommendations, and summary of feedback of the
participants with a final evaluation. a final report (Template will be provided by UNDP TTE’s)
contains the following information:
● total number of participants who completed the course according to Annex A
(Location and Number of participants table).
● Names and phone numbers of participants.
● Participant’s directory and district/ subdistrict.

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 2) Provide participants with attendance certificates of training in English and Arabic. The
service provider will be responsible to print and deliver the UNDP certificates to the
participants. The signed copies of the UNDP certificates will be provided to the service
provider before the end of each training session.
VI. Reporting Lines and Language

1) The service provider submits all reports to UNDP TTEs in English.

2) The Training Course shall be conducted in Arabic for the lecture and materials

VII. QUALIFICATIONS OF THE SUCCESSFUL SERVICE PROVIDER

The service provider should meet the following minimum requirements:

1) The ‘service provider’ is defined as an academic university, technical institute, local or
international NGO, consultancy bureau, training institute, company and\or engineering
and technical union.
2) The service provider is specialized in capacity development, teaching and training.
3) The lead trainer(s), and trainer assistant(s) must have minimum of 10 years of progressive
relevant experience and skills matching the training objectives listed in Annex A. The lead
trainer must have an academic qualification (holding a minimum BSc degree in
engineering, technical or science with an exception for technical institute diploma holders
with at least 15 years of practical experience). The lead trainer must have practical
experience in mechanical, electrical engineering, water resources and environmental
science\engineering or any other related fields. The trainer assistant is responsible for
assisting the participants and walking them step by step to implement the training course
practically during the session.
4) Provide a training coordinator/organizer for each active training session\hub who will be
responsible for coordinating the training session in terms of reaching out to the
participants to ensure their availability on the training date two weeks prior and provide
attendance sheets and report daily to the UNDP's TTEs.
5) The service provider has experience in working with local government actors, private
sectors or NGOs.
6) The lead trainer must have excellent analytical, report writing and presentation skills.
7) The lead trainer has experience in developing course materials and delivering training.
8) The service provider has a proper management structure for planning, monitoring, and
managing the training implementation.
9) The organization is responsible for obtaining access for its trainers and staff to all areas
where the trainings will be held.

VIII. SUBMISSION OF PROPOSALS

Service providers are invited to apply. The applicants must submit the following information to
demonstrate their qualifications:
1) A technical proposal detailing applicants’ understanding of ToRs, proposed training
methodology, trainers CVs and service provider profile.

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2) Develop training materials and produce the relevant training modules of the training
course to meet the objectives of each training course as stated in Annex A.
3) A detailed implementation plan for all training courses listed in Annex A which include
but is not limited to:
● A total number of trainers and trainer assistants (as requested in Annex A) that
the service provider can assign for each training with other support staff (training
coordinator) for effective and efficient training. It’s preferred to propose multiple
qualified lead trainers (for each training course) to reduce the training time
window through implementing multiple training sessions simultaneously. Note
that number of training sessions in the proposed plan that will be held
simultaneously shall not exceed three training sessions per week per training hub
due to logistics limitations.
● Timetable illustrates the number of participants per training session per week per
hub. The number of participants per session should be adequate to execute the
training session efficiently and to maximize the deliverable knowledge and skills to
the participants. Note that the number of participants shall not exceed 25
participants per session. Total number of training sessions required to cover the
training of the participants (436) for the seven training courses in the four
training hubs listed in Annex A.
● A detailed plan with a timetable includes the starting and ending dates to
implement the training sessions.
● The time window to finish all the training sessions shall not exceed 9 weeks (45
working days).

4) Detailed table of content, syllabus, agenda, and time frames for each training listed in
Annex A. The submitted training course content might be discussed between the
applicant (organization) and UNDP TTEs for further adjustments to achieve the training
objectives during the kick of meeting after the contract awarding.
5) Detailed information about the equipped workshops that will be used for the practical
training courses as requested in Annex A. The service provider will be responsible to
provide (rent) and set up the workshops venues with equipment and tools (see Annex
A) in the training hubs of (Mosul, Al-Hamdanya, Al-Qayara and TalAfar) for the practical
and hands-on training according to the training courses objectives in Annex A.Note that
UNDP will be responsible for providing the classroom training venue, and the contractor
for the workshops for the practical training.
6) A financial proposal breaking down the cost for operational costs/reimbursable and
professional fees for the training listed in Annex A including but not limited to (a)
Personnel cost (Training coordinators, Trainers, Trainer assistants ), (b) Out of pocket
costs shall include, if necessary (staff transportation, overnight stay, phone credits, or
other essential institutional fees) and (c) workshops (rental fees of workshops venues,
tools and equipment with PPE purchasing as stated in Annex A).

7) A minimum of three professional references/recommendations from previous

employers.

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 8) Examples of previous training materials and/or reports about training led by the
service provider and trainer.
9) All the submitted documents mentioned above have to be written in English.

IX. INSTITUTIONAL AGREEMENT

1) Total Number of participants stated in Annex A may increase by 10%-15% where

agreement amendments will be considered in this case.
2) The number of participants per training hub might be various (increased or decreased)
within a 25% range, however, the total number of participants in all training hubs will
be the same. For example, we may reallocate 10% of Al-Hamdanya hub participants to
be trained in the Mosul hub.
3) UNDP Technical Training Experts (TTEs) will be the focal points monitoring and
supervising all training sessions.
4) UNDP will provide the lunch and refreshments (coffee breaks) for the participants,
trainers and staff for the training period.
5) UNDP will provide classroom training venues in the targeted training hub locations
(Mosul, Al-Hamdanya, Al-Qayara and TalAfar) for the theoretical part of the training
courses. These venues (training halls) will be equipped with a projector, screen, internet,
stationeries, COVID19 hygiene kit, whiteboard, or flipchart. As mentioned above, the
contractor will provide the practical training workshops.
6) Reporting and Documentation; The training service provider will maintain the proper
documentation process of the training and assess the evaluation and quality of the
training through the standard template.
7) The service provider shall not execute the intellectual property rights on the submitted
report and Training Materials used by UNDP.
8) UNDP Associate Stabilization Analyst and Technical Training Experts (TTEs) with a service
provider representative (project manager) will review and approve the outputs of the
training upon the completion to authorize the disbursement of payment.
X. Key Performance Indicators During the Implementation of Training

Overall, the service provider’s performance will be evaluated based on the following key criteria:
1. Timely coordination for preparing each training course
2. Quality of course materials with timely submission to UNDP
3. Provision of comprehensive reports and strong reporting
4. Trainees’ satisfaction towards Training Course.

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 Annex 5
Proposal Submission Form

To: Procurement Unit, UNDP IRAQ

Dear Sir/Madam:

We, the undersigned, hereby offer to provide professional services for [insert: title of
services] in accordance with your Request for Proposal dated [insert: Date] and our Proposal. We
are hereby submitting our Proposal, which includes the Technical Proposal and Financial
Proposal.

We hereby declare that:

a) All the information and statements made in this Proposal are true and we accept that
any misrepresentation contained in it may lead to our disqualification;
b) We are currently not on the removed or suspended vendor list of the UN or other
such lists of other UN agencies, nor are we associated with, any company or individual
appearing on the 1267/1989 list of the UN Security Council;
c) We have no outstanding bankruptcy or pending litigation or any legal action that could
impair our operation as a going concern; and
d) We do not employ, nor anticipate employing, any person who is or was recently
employed by the UN or UNDP.
We confirm that we have read, understood and hereby accept the Terms of Reference
describing the duties and responsibilities required of us in this RFP, and the General Terms and
Conditions of UNDP’s Contract for Professional Services.
We agree to abide by this Proposal for 90 days.
We undertake, if our Proposal is accepted, to initiate the services not later than the date
indicated in the Data Sheet.
We fully understand and recognize that UNDP is not bound to accept this proposal, that
we shall bear all costs associated with its preparation and submission, and that UNDP will in no
case be responsible or liable for those costs, regardless of the conduct or outcome of the
evaluation.
We remain,Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Contact Details:

[please mark this letter with your corporate seal, if available

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