ETHIOPIA

REQUEST FOR PROPOSALS (RFP)

BID DOCUMENT

Firm Level Consultancy Service to Prepare a training

manual and conduct training for legal drafters

Procurement Reference No.: ETH0596

Published (Posted on): 24 July, 2019

Submission Deadline: 8 August, 2019 by CoB i.e., @ 5:30 PM in the
evening (UTC+03:00) Addis
Ababa/Nairobi Time Zone
Note: those who submit afterwards will be
automatically rejected. Thus you all are strongly
advised to meet the submission deadline and avoid
last hour rush.

United Nations Development Programme (UNDP)

Addis Ababa, Ethiopia
July 2019

Page 1 of 34
 LETTER OF INVITATION
ETHIOPIA
Date: 24 July, 2019
Procurement Ref. No.: ETH0596

Dear Sir / Madam:

We kindly request you to submit your Proposal for Frim Level Consultancy Service to Prepare a series
of Policy Papers on ratification and domestication of AU Treaties.

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

Proposals may be submitted on or before 08 August, 2019 and via email, courier mail or fax to the
address below:
Attn: STAFF Michael Getachew
United Nations Development Programme (UNDP)
ECA Compound, Congo Building, 6th Floor, North Wing
P.O. Box: 5580
Addis Ababa, Ethiopia

OR

Via our secured mail address: procurement.et@undp.org

E-mail address dedicated for this purpose: info.procurementet@undp.org (please note that it is only
dedicated for enquiry and confirmation for proposal submission. Do not submit both Technical
and Financial proposals to this account. If you do so, your proposals will be rejected and UNDP
will not be accountable for it).

Your Proposal must be expressed in English and valid for a minimum period of 120 days.

In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the
address above on or before the deadline. Proposals that are received by UNDP after the deadline indicated
above, for whatever reason, shall not be considered for evaluation. If you are submitting your Proposal by
email, kindly ensure that they are signed and in the pdf format, and free from any virus or corrupted files.

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 (VFM) shall be selected and awarded the contract. Any offer that does not meet the
requirements shall be rejected.

Page 2 of 34
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 (PO) 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 V.

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,

Taye Amssalu
Deputy Country Director (Operations) (a.i)
United Nations Development Programme (UNDP)
Addis Ababa, Ethiopia

Page 3 of 34
 DESCRIPTION OF REQUIREMENTS
ETHIOPIA

No. Data Specific Instructions / Requirements

1 Context of the Requirement ☒ Insert brief statement of objective of the consultancy assignment
2 Implementing Partner of UNDP ☒ N/a
3 Brief Description of the Required ☒ Firm Level Consultancy Service to Prepare a training manual and
Services conduct training for legal drafters
4 List and Description of Expected Outputs ☒ Defined in the ToR (Please Refer to Annex I)
to be Delivered
5 Person to Supervise the ☒ xxxx Project Manager
Work/Performance of the Service
Provider
6 Frequency of Reporting ☒ Defined in the ToR (Please Refer to Annex I)
7 Progress Reporting Requirements ☒ Defined in the ToR (Please Refer to Annex I)
8 Location of work ☒ Defined in the ToR (Please Refer to Annex I)
☐ At Contractor’s Location
9 Expected duration of work ☒ 90 working days [indicate if daily, weekly, monthly, or as needed]
10 Target start date ☒ xxxx, 2019
11 Latest completion date ☒ xxxx, 2019
12 Liquidated Damages ☐ Will not be imposed
☒ Will be imposed under the following conditions: 0.5% of contract
for every day of delay, up to a maximum duration of 1 calendar
month. After which UNDP may terminate the contract.
13 Travels Expected ☒ N/a
☒ Defined in the ToR (Please Refer to Annex I)
☐ If travel is available:
Home-Based with possible travel to Addis Ababa, Dakar, Nairobi,
Maputo, Tunis, Ouagadougou and Sao Tome
Destination(s) Estimated Purpose of the Target
Duration Travel Dates

14 Special Security Requirements ☒ N/a

☐ Security Clearance from UN prior to travelling
☐ Completion of UN’s Basic and Advanced Security Training
☐ Comprehensive Travel Insurance
☐ Others [pls. specify]

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15 Facilities to be Provided by UNDP (i.e., ☒ Defined in the ToR (Please Refer to Annex I)
must be excluded from Price Proposal) ☐ Office space and facilities
☐ Land Transportation
☐ Others [pls. specify]
16 Implementation Schedule indicating ☒ Required
breakdown and timing of activities/sub- ☐ Not Required
activities
17 Names and Curriculum Vitae of ☒ Required
individuals who will be involved in ☐ Not Required
completing the services
18 Currency of Proposal ☒ United States Dollars
☐ Euro
☐ Local Currency
☐ Reference date for determining UN Operational Exchange Rate: On
the last day of submission of Proposals
19 Value Added Tax on Price Proposal ☐ Must be exclusive of VAT and other applicable indirect taxes
☒ Must be inclusive of VAT and other applicable indirect taxes
20 Validity Period of Proposals (Counting for ☐ 60 days
the last day of submission of quotes) ☐ 90 days
☒ 120 days
☒ In exceptional circumstances, UNDP may request the Proposer to
extend the validity of the Proposal beyond what has been initially
indicated in this RFP. The Proposal shall then confirm the
extension in writing, without any modification whatsoever on the
Proposal.
21 Partial Quotes ☒ Not permitted
☐ Permitted [pls. provide conditions for partial quotes, and ensure
that requirements are properly listed to allow partial quotes
(e.g., in lots, etc.)]
22 Payment Terms1
No. Outputs/Deliverables Percentage Timing
1
2
☒ Defined in the ToR (Please Refer to Annex I)
☒ 100% upon completion of the designated service and within thirty
(30) days from the date of meeting the following conditions:
a. UNDP’s written acceptance (i.e., not mere receipt) of the
quality of the outputs; and
b. Receipt of original invoice from the Service Provider.
23 Person(s) to review/inspect/ approve ☒ UNDP/xxxx Project Manager/Team Leader [indicate designation,
outputs/completed services and not names]
authorize the disbursement of payment
24 Type of Contract to be Signed ☐ Purchase Order (PO)

1
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.
Page 5 of 34
 ☒ Contract for Professional Services
☐ Long-Term Agreement2 [if LTA will be signed, specify the
document that will trigger the call-off. E.g., PO, etc.]
☐ Other Type of Contract [pls. specify]
25 Criteria for Contract Award ☐ Lowest Price Quote among technically responsive offers
☒ Highest Combined Score (based on the 70% technical offer and
30% price weight distribution)
☒ Full acceptance of the UNDP Contract General Terms and
Conditions (GTC). This is a mandatory criteria 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.
26 Criteria for the Assessment of Proposal Technical Proposal (70%)
☒ Expertise of the Firm 30%
☒ Methodology, Its Appropriateness to the Condition and Timeliness
of the Implementation Plan 40%
☒ Management Structure and Qualification of Key Personnel 30%
Please Refer to Annex IV – Summary of Technical Points
Financial Proposal (30%)
☒ To be computed as a ratio of the Proposal’s offer to the lowest
price among the proposals received by UNDP.
27 UNDP will award the contract to: ☒ One and only one Service Provider
☐ One or more Service Providers, depending on the following
factors: [clarify fully how and why this will be achieved. Please
do not choose this option without indicating the parameters for
awarding to multiple Service Providers]
28 Annexes to this RFP ☒ Detailed TOR (Annex I)
☒ Technical Proposal Template (Annex II)
☒ Financial Proposal Template (Annex III)
☒ Summary of Technical Points (Annex IV)
☒ General Terms and Conditions / Special Conditions (Annex V)
☐ Others [specify]

2
Minimum of one (1) year period and may be extended up to a maximum of three (3) years subject to satisfactory performance
evaluation. This RFP may be used for LTAs if the annual purchases will not exceed $100,000.00.
Page 6 of 34
29 Contact Person for Inquiries ☒ Focal Person in UNDP: STAFF Michael Getachew
(Written inquiries only)3 ☒ Address: United Nations Development Programme (UNDP)
ECA Compound Old Bld. 6th Floor
Addis Ababa, Ethiopia
☒ Facsimile: +251 11 5514599 / +251 11 5515147
☒ P.O. Box: 5580
☒ E-mail address dedicated for this purpose:
info.procurementet@undp.org
☒ It is advantageous for a prospect Consulting Firm to express its
interest in the captioned RFP Bid Notice ahead at
info.procurementet@undp.org so that amendments and/or
related Supplemental Information on respective RFP could be
directly communicated.
☒ 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.
30 Deadline of Submission ☒ Date and Time: 08 August, 2019 by CoB @ 5:30 PM in the
Evening
☒ Time Zone: (UTC+03:00) Addis Ababa/Nairobi
31 Allowable Manner of Submitting ☒ Courier/Hand Delivery
Proposals ☒ Electronic submission of Bid4 (Most Preferred for its
Convenience)
32 No. of copies of Bid that must be ☒ Original: One (1)
submitted in case of Courier/Hand ☒ Copies with CD: One (1) if Courier/Hand Delivery
Delivery
33 Bid submission address in case of ☒ Address: Attn: STAFF Michael Getachew
Courier/Hand Delivery UNDP Registry / Procurement Unit
United Nations Development Programme (UNDP)
ECA Compound, Congo Bld.
6th Floor, North Wing
Addis Ababa, Ethiopia
☒ P.O. Box: 5580

3
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.
4
If this will be allowed, security features (e.g., encryption, authentication, digital signatures, etc.) are strictly required and must be
enforced to ensure confidentiality and integrity of contents.
Page 7 of 34
34 Conditions and Procedures for ☒ Official Address for e-submission: procurement.et@undp.org
electronic submission and opening ☒ Free from virus and corrupted files
☒ Format: PDF files only and password protected
☒ Password for Technical Proposal must not be provided to
UNDP until the date and time of Bid Opening as indicated in the
following row (Row No. 35 hereunder). Password for
Financial Proposal, however, will be requested from those
Proposers whose Technical proposals found to be
Technically Qualified by Technical Evaluation Panel.
☒ UNDP Ethiopia Office uses Adobe PDF reader version 9 and
Microsoft 2007 & Microsoft 2010
☒ For electronically transferred data, the maximum capacity is
9MB. Thus, if the size of the file is greater than 9MB attach
them with two or more emails. In this case you are kindly
advised to label each email as “Attachment 1 of 3; 2 of 3; and 3 of
3”.
☒ No. of copies to be transmitted: only One, do not send the
proposals time and again to avoid mistake in identifying the
appropriate proposals. UNDP/Procurement Unit will not be liable
for failing to locate a right proposal owing to repetitively sending
proposals.
☒ Subject of email (Mandatory): your Technical and Financial
proposals shall be sent into two separate emails under the
following Email Subject Lines:
ETH0596
☒ Proposals File Name (Mandatory): The File Name for
Technical and Financial Proposals MUST BE:
For Technical Document: ETH0596
1. - TP - [insert Proposing Firm Legal Name]
For Financial Document: ETH0596
2. - FP - [insert Proposing Firm Legal Name]
☒ For failing and/or incorrectly state the above subject line may
result in failing to exactly locate your proposals as the
Procurement Unit processes several of such type bid process and
will not be liable for any consequences thereof
☒ Once you submitted your proposals electronically to
designated Secured Email and/or using Courier; kindly
confirm same (without attaching the proposals for the
purpose keeping its integrity) to the Focal Person the
submission of the proposals. The Focal Person Address:
Attn: STAFF Michael G at info.procurementet@undp.org
Your confirmation is important in order to ensure all
Proposing Firms’ proposals are not missed and
considered for subsequent Technical Evaluation. ***
☐ Other conditions: [pls. specify]
*** Compulsory

Page 8 of 34
35 Date, time and venue for opening of ☒ Date and Time: 12 August, 2019 @ 10:00 AM in the Morning
Proposals ☒ Time Zone: (UTC+03:00) Addis Ababa/Nairobi Time
☒ Venue: United Nations Development Programme (UNDP)
ECA Compound, Congo Bld. 6th Floor, North Wing
Tayitu Conference Room
Addis Ababa, Ethiopia
☒ Bidders attendance is not required. Bid opening will take place
on the presence of approved Technical Evaluation Panel by
UNDP Senior Management.
36 Post-Qualification Actions ☒ Verification of accuracy, correctness and authenticity of the
information provided by the bidder on the legal, technical and
financial documents submitted;
☒ Validation of extent of compliance to the ITB requirements and
evaluation criteria based on what has so far been found by the
evaluation team;
☒ Inquiry and reference checking with Government entities with
jurisdiction on the bidder, or any other entity that may have
done business with the bidder; and
☒ Inquiry and reference checking with other previous clients on the
quality of performance on going or previous contracts
completed;
☐ Physical inspection of the bidder’s plant, factory, branches or
other places where business transpires, with or without notice to
the bidder;
☐ Testing and sampling of completed goods similar to the
requirements of UNDP, where available; and
☐ Others
37 Conditions for Determining Contract ☒ Upon duly signed Contract Agreement by UNDP and Prospect
Effectivity Service Provider which will score the highest in the combined
rating (Technical and Financial proposals)
☐ UNDP’s receipt of Performance Bond
☐ UNDP’s receipt of Professional Indemnity Insurance
☐ Note Applicable
☐ Others [click here to specify]
38 Other Information Related to the RFP 5
☒ If any request for clarification either on the ToR and/or RFP
Standard Bid Document (SBD), use the “Request for Clarification
Template” here below.
☐ [All other instructions and information not yet mentioned so far in
this Data Sheet but are relevant to the RFP must be cited here,
and any further entries that may be added below this table row]

5
Where the information is available in the web, a URL for the information may simply be provided.

Page 9 of 34
 Request for Clarification Template
Date of Request: _____
Request No.: _____
Requesting Proposer Legal Name: [insert the Name here]
Procurement Reference No.: ETH0596
Schedule of Requirements/Product Specs: Firm Level Consultancy Service to Prepare a series of
Policy Paper on ratification and domestication of AU Treaties
SN List of Requests which require Clarification Page or Clarification (to be provided by UNDP
either on “ToR” and/or “RFP Standard Bid DS Ethiopia Technical Team/Procurement Unit)
Document” Refer.

1
2
3
4
5
Note:
▪ Please note that the request shall be sent with word document
▪ Please use your corporate headed paper to ensure the authenticity of the request
▪ Request for Clarification will be entertained seven (7) days before submission deadline
▪ You are strongly advised to frequently visit the dedicated procurement notice link/website for clarifications
(i.e., the link you have downloaded this RFP Standard Bid Document)

Page 10 of 34
 (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery6)

Cover Page
Firm Level Consultancy Service to Prepare a training
manual and conduct training for legal drafters
Procurement Reference No.: ETH0596

Technical Proposal

Legal Name of Proposing [insert here]

Organization / Firm:
Country of Registration: [insert here]
Year of Registration: [insert here]
Name of Signatory for this [insert here]
Proposal:
Designation of the Signatory: [insert here]
Date of Preparation: [insert here]
Email: [insert here]
Business Address: [insert here]
Phone / Fax: [insert here]
Skype Account: [insert here]

6
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 11 of 34
Page 12 of 34
 Table of Contents
Page

TECHNICAL PROPOSAL COVER PAGES

Proposal Submission Form (use the template hereto) i.e., Statement of Declaration
Statement of Full Disclosure (use the template hereto)
SECTION I. QUALIFICATION OF SERVICE PROVIDER
1.1 Brief Description of Proposer as an Entity
1.2 Financial Capacity and/or Standing
1.3 Track Record and Experiences
SECTION II. PROPOSED METHODOLOGY FOR THE COMPLETION OF SERVICES
2.1 Approach to the Service/Work
2.2 Performance Characteristics
2.3 Technical Quality Assurance Review Mechanism
2.4 Implementation Timelines (i.e., Work plan)
2.5 Risks and Mitigation Measures
2.6 Others
SECTION III. QUALIFICATIONS OF KEY PERSONNEL
3.1 Management Structure
3.2 Staff Time Allocation
3.3 Qualifications of Key Personnel with Written Confirmation of Availability
3.4 Summary of Key Personnel Qualifications
CV of Task Manager / Team Leader
CV of Lead Consultant / Senior Consultant
CV of Associate Consultant / Junior Consultant
CV of Support Staff – if any
ANNEXES
Renewed Company Registration Certificate and/or Business License including Articles of Incorporation or
equivalent document if Bidder is not a corporation (Annex 1)
Tax Registration or TIN/VAT Certificate (Annex 2)
Tax Payment Certificate or Certificate of Tax Exemption by the Internal Revenue Authority (Annex 3)
Past Two Years Audited Financial Statements (Annex 4)
Statement of Satisfactory Performance from Top Three Firms in the Past Five Years (Annex 5)
Bank Reference (Annex 6)
Other Certificates and Accreditations – including Quality Certificates, Patent Registration, Environmental
Sustainability (if any), etc. (Annex 7 . . .)
Documentation Checklist (please refer to the checklist attached hereto)

Page 13 of 34
 (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery7)

Location: [insert location]

Date: [insert date]
Proposal Submission Cover Letter
To: Taye Amssalu
Deputy Country Director – Operations (a.i)
United Nations Development Programme
Addis Ababa, Ethiopia

Dear Mr. Taye;

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 sealed under a separate envelope.
We hereby declare that:
i. 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;
ii. 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;
iii. We have no outstanding bankruptcy or pending litigation or any legal action that could impair our
operation as a going concern; and
iv. 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 a period of 120 days from the date fixed for opening of Proposals in
the RFP Data Sheet, and it shall remain binding upon us and may be accepted at any time before the
expiration of that period.
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,

Name of Signatory:

Designation:

Signature: ______________________

Date Signed: Company Seal: ______________________

[please mark this letter with your corporate seal]

7
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 14 of 34
 (This Form must be submitted only using the
Service Provider’s Official Letterhead/Stationery8)
Date: [insert the date]
Statement of Full Disclosure
To: Taye Amssalu
Deputy Country Director – Operations (a.i)
United Nations Development Programme
Addis Ababa, Ethiopia

Dear Mr. Taye;

We hereby declare that we have no conflicts to disclose in accordance with the definition of conflict in this
RFP. Specifically, we have not/do not:
i. Been associated in the present or past, with a firm or any of its affiliates which have been
engaged UNDP to provide services for the preparation of the design, specifications, Terms of
Reference (ToR) and other documents to be used for the procurement of the goods and services
to be purchased in this selection process;
ii. Been involved in the preparation and/or design of the programme/project related to the services
requested under this RFP;
iii. Have owners, officers, directors, controlling shareholders, or key personnel who are related by
blood or affinity up to third civil degree to UNDP staff involved in procurement functions and/or
the Government of the country receiving services under this RFP;
iv. Submitted more than one Proposal in this RFP, either as an individual entity, or through its
membership with a joint venture/consortium/association that is also submitting a Proposal for
the same contract.
v. Combined functions of consulting and supply of goods, and the advisory services may lead to
the procurement of such goods;
vi. In addition, we are not in conflict for any other reason, as may be established by, or at the
discretion of, UNDP.
We remain,

Yours sincerely,

Name of Signatory:

Designation:

Signature: ______________________

Date Signed: Company Seal: ______________________

[please mark this letter with your corporate seal]

8
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 15 of 34
 TECHNICAL PROPOSAL SUBMISSION FORM 9

(This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery10)

Location: [insert: Location]

Date: [insert: Date]

To: Taye Amssalu

Deputy Country Director – Operations (a.i)
United Nations Development Programme
Addis Ababa, Ethiopia

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:

SECTION I. QUALIFICATION OF SERVICE PROVIDER

1.1 Brief Description of Proposer as an Entity:
Provide a brief description of the organization / firm submitting the proposal, its legal mandates/authorized
business activities, the year and country of incorporation, types of activities undertaken, and approximate
annual budget, etc. Include reference to reputation, or any history of litigation and arbitration in which the
organisation / firm has been involved that could adversely affect or impact the performance of services,
indicating the status/result of such litigation/arbitration.

1.2 Financial Capacity:

▪ Provide a brief description of the organization / firm financial stand which clearly indicate its strength to
Technical Panel who will appraise the proposal.
▪ Provide as an attachment the latest Audited Financial Statement (Income Statement and Balance Sheet)
duly certified by a Public Accountant, and with authentication of receiving by the Government’s Internal
Revenue Authority. Include any indication of credit rating, industry rating, etc.
▪ Provide tabular summary of the respective Audited Financial and/or its equivalent Statements in the last
two (2) years.
▪ Please convert the currency into US$ if the audit statement is in different currency. You may use the UN
Offcial Exchange Rate (UNOER) of the respective audit report date. It can be accessed at
http://treasury.un.org/operationalrates/Default.aspx
You are advised to use the format below:
Year: ______ Year: ______
Item Descriptions In US$ In US$
a. Current Assets
b. Fixed Assets (Property, Plant & Equipment - PPE)
c. Total Assets [a + b]
d. Current Liabilities

9
This serves as a guide to the Service Provider in preparing the Proposal.
10
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 16 of 34
 Year: ______ Year: ______
Item Descriptions In US$ In US$
e. Long-term Liabilities
f. Total Liabilities/debt [d + e]
g. Equity [c - f]
h. Capital Employed and Liabilities [f + g]
i. Net Sales (Revenue)
j. Total Expenses (Selling and Administration)
k. Profit before Tax [i - j]
l. Profit tax
m. Profit after Tax (Net Profit) [k - l]

1.3 Track Record and Experiences:

Provide the following information regarding corporate experience within the last five (5) years which are
related or relevant to those required for this Contract. You are advised to use the format below:
No. Name of project Client Contract Period of Types of Status or References
Value activity activities Date Contact Details
undertaken Completed (Name, Title –
Mr., Mrs., Dr. to
properly
address, Phone,
Email*)

* Be sure the correct email address is/are indicated

SECTION II. PROPOSED METHODOLOGY FOR THE COMPLETION OF SERVICES

2.1 Approach to the Service/Work Required:

Please provide a detailed description of the methodology for how the organisation/firm will achieve the
Terms of Reference of the project, keeping in mind the appropriateness to local conditions and project
environment.

2.2 Performance Characteristics:

Providing a detailed description of the essential performance characteristics

2.3 Technical Quality Assurance Review Mechanisms:

The methodology shall also include details of the Proposer’s internal technical and quality assurance review
mechanisms.

Page 17 of 34
2.4 Implementation Timelines / Work Plan:
The Proposer shall submit a Gantt Chart or Project Schedule indicating the detailed sequence of activities
that will be undertaken and their corresponding timing.

2.5 Risks and Mitigation Measures:

Please describe the potential risks for the implementation of this project that may impact achievement and
timely completion of expected results as well as their quality. Describe measures that will be put in place to
mitigate these risks. You are advised to use the format below:
Phase Potential Impact Significance Probability of Risk Mitigation Measures to be Taken
Risk Level Occurrence
(H, M, L)* (H, M, L)*

Note: * H: High; M: Medium; L: Low

2.6 Other:
Any other pertinent information related to successful implementation

SECTION 3: PERSONNEL
3.1 Management Structure:
Describe the overall management approach toward planning and implementing this activity. Include an
organization chart for the management of the project describing the relationship of key positions and
designations.

3.2 Staff Time Allocation:

Provide a spreadsheet will be included to show the activities of each staff member and the time allocated for
his/her involvement. (Note: This spreadsheet is crucial and no substitution of personnel will be tolerated once the
contract has been awarded except in extreme circumstances and with the written approval of the UNDP. If substitution
is unavoidable it will be with a person who, in the opinion of the UNDP project manager, is at least as experienced as
the person being replaced, and subject to the approval of UNDP. No increase in costs will be considered as a result of
any substitution.)

3.3 Qualifications of Key Personnel:

Provide the CVs for key personnel (Team Leader, Managerial and general staff) that will be provided to
support the implementation of this project. CVs should demonstrate qualifications in areas relevant to the
Scope of Services. You are kindly advised to use the format below:
Name: [insert here]
Position for this Contract: [insert here]
Nationality: [insert here]
Contact information: [insert here]
Area of Specialization: [insert here]
Years of Relevant Experience: [insert here]

Page 18 of 34
Countries of Work Experience: [insert here]
Language Skills: [insert here]
Educational and other [insert here]
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/ Job Title and Activities
funding organisation, if undertaken/Description of
applicable: actual role performed:
e.g. June 2004-January 2005
Etc.
Etc.
References no.1 (minimum of 3): Name: [insert here]
Designation: [insert here]

Organization: [insert here]

Contact Information – Address; Phone; Email; etc.: [insert here]

Reference no.2 Name: [insert here]

Designation: [insert here]

Organization: [insert here]

Contact Information – Address; Phone; Email; etc.: [insert here]

Reference no.3 Name: [insert here]

Designation: [insert here]

Organization: [insert here]

Contact Information – Address; Phone; Email; etc.: [insert here]

Declaration:
I confirm my intention to serve in the stated position and present availability to serve for the term of the
proposed contract. I also understand that any wilful misstatement described above may lead to my
disqualification, before or during my engagement.

Signature of the Nominated Team Leader/Member: _____________________

Date Signed*: _______________________

* It should be signed by the proposed consultant whose CV to be attached in the Technical Proposal

Note: All colored text is for indicative purposes only to assist in preparing this form and shall be deleted from the
final product.

3.4 Summary of Key Personnel Qualifications:

The Proposing Firm shall provide the summary of the key personnel who will be engaged in terms of their
respective role, specialization, nationality and years of experience as per the following template

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No. Name of the Consultant Position in the Specialization Nationality Professional
Consultancy Experience
Team (in years)
1
2
3

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 Documentation Checklist

SN Documentation Requirement Yes No If “No” Reason

1 Renewed Business License and/or Company Registration

Certificate with Articles of Incorporation or equivalent
document if Bidder is not a corporation
2 Tax Registration or TIN/VAT Certificate
3 Tax Payment Certificate or Certificate of Tax Exemption
by the Internal Revenue Authority
4 The Service Provider has the minimum required years of
work experience in similar projects indicated in the ToR
5 Past Two Years Audited Financial Statements
6 Statement of Satisfactory Performance from Top Three
Firms in the last Five Years
7 Duly Signed CV of Task Manager / Team Leader
8 Duly Signed CV of Lead Consultant / Senior
Consultant(s)
9 Duly Signed CV of Project Staff / Associate Consultants
10 Other Certificates and Accreditation – including Quality
Certificates, Patent Registration, Environmental
Sustainability (if any), etc.
11 Acceptance of Request for Proposal (RFP) General
Terms and Conditions
Note: Double click on the respective Check Box and click checked in the dialogue box of your choice.

All other information and documentations that we have not provided automatically implies our fully compliance with
the requirements, terms and conditions of the RFP.

Name of Signatory:

Designation:

Signature: ______________________

Date Signed: Company Seal: ______________________

[please mark this letter with your corporate seal]

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 (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery11)

Cover Page
Firm level Consultancy Service to Prepare a training manual
and conduct training for legal drafters

Procurement Reference No.: ETH0596

Financial Proposal

Name of Proposing [insert here]

Organization / Firm:
Country of Registration: [insert here]
Name of Signatory for this [insert here]
Proposal:
Date of Preparation: [insert here]
Email: [insert here]
Address: [insert here]
Phone / Fax: [insert here]

11
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 22 of 34
 (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery12)

Cover Letter
To: Taye Amssalu
Deputy Country Director – Operations (a.i)
United Nations Development Programme
Addis Ababa, Ethiopia

Dear Mr. Taye;

We, having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged to
provide Firm Level Consulting services [insert the description of the profession/activity for
project/programme/office] for the lump-sum amount of [insert the lump sum amount in figures and
words including the currency] as may be ascertained in accordance with the Price Schedule attached
herewith and made part of this Proposal.

We undertake, if the Proposal is accepted, to commence and complete delivery of all services specified in
the contract within the timeframe stipulated in the Terms of Reference (ToR).

We agree to abide by this Proposal for a period of 120 days from the date fixed for opening of Proposals in
this RFP Procurement Notice, and it shall remain binding upon us and may be accepted at any time before
the expiration of that period.

We understand that UNDP is not bound to accept any Proposal you may receive.

Full Name:

Designation:

Signature: ______________________

Date Signed: Company Seal: ______________________

12
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes
Page 23 of 34
 FINANCIAL PROPOSAL FORM13
Directions:
▪ The financial proposal shall specify a total lump-sum amount (including professional fee, travel,
per diems, and other relevant expenses and/or costs for number of anticipated working days) which
UNDP Ethiopia Country Office will be obligated to pay to Prospect Service Provider upon
Contract Award and successful completion of the consultancy assignment.
▪ Do not include any conditional statement(s) about your financial lump sum amount and partial
financial quotation is also not allowed.
▪ The Financial Proposal must provide a detailed cost breakdown. Provide separate figures for each
functional grouping or category.
▪ The format shown below is suggested for use as a guide in preparing the Financial Proposal. The
format includes specific expenditures, which may or may not be required or applicable but are
indicated to serve as examples.
▪ For VAT registered Ethiopian Firm, its financial proposal must be VAT inclusive. If it is not
separately indicated, UNDP Ethiopia will consider its lump sum financial quote includes VAT.
▪ In case of physical submission, the Proposer is required to prepare the Financial Proposal in an
envelope separate from the rest of the Technical Proposal. In case of electronic submission,
the Technical and Financial proposals shall be submitted in two separate file but in one email if
the file size 9MB allows.
▪ You must send your duly signed Financial proposal separately from Technical Proposal
through UNDP secured email procurement.et@undp.org in a PDF FORMAT

I. BREAKDOWN OF COST BY COMPONENTS:

Cost Components Fee per day Total Period No. of Total Rate
(Roundtrip/pers of Personnel in
on) Engagement US$
(Per-diem/day)
Personnel costs
Professional Fees for:
1. Services from Home Office
a. Expertise 1
b. Expertise 2
2. Services from Field Offices [if any]
a. Expertise 1
b. Expertise 2
3. Services from Overseas [if any]
a. Expertise 1
b. Expertise 2
Others [pls. specify]

Out of Pocket Expenses

1. Reproduction
2. Equipment Lease [if you find it applicable]

13
No deletion or modification may be made in this form. Any such deletion or modification may lead to the rejection of the
Proposal.
Page 24 of 34
 Cost Components Fee per day Total Period No. of Total Rate
(Roundtrip/pers of Personnel in
on) Engagement US$
(Per-diem/day)
3. Others [pls. specify]

Travel Expenses to Join duty station

Round Trip Airfares to and from duty station [if
you find it applicable]
Living Allowance [if you find it applicable]
Travel Insurance [if you find it applicable]
Terminal Expenses [if you find it applicable]
Others [pls. specify]

Duty Travel
Round Trip Airfares [if you find it applicable]
Living Allowance [if you find it applicable]
Travel Insurance [if you find it applicable]
Terminal Expenses [if you find it applicable]
Others [pls. specify]

All-inclusive Lump-sum Contract Amount

Amount in Words: [Insert the total amount in words]

II. BREAKDOWN OF COST BY DELIVERABLES*

The Proposers are requested to provide the cost breakdown for the above given prices for each deliverable
based on the following format. UNDP shall use the cost breakdown for the price reasonability assessment
purposes as well as the calculation of price in the event that both parties have agreed to add new
deliverables to the scope of Services.
SN Deliverables Percentage of Price in
Payment Milestones Total Price US$
(Weight for payment)
1 %

2 %

3 %

Lump-sum Contract Amount 100%

*Basis for payment tranches

Page 25 of 34
 SUMMARY OF TECHNICAL POINTS

Summary of Technical Proposal Evaluation Forms Points

Score Weight
Obtainable
1 Expertise of Firm / Organization 30% 300
2 Proposed Methodology, Approach and Implementation 40% 400
Plan
3 Management Structure and Key Personnel 30% 300
TOTAL 100% 1000

Technical Proposal Evaluation (FORM I)

Points
Expertise of the Firm / Organization Obtainable
1.1 Reputation of Organization and Staff / Credibility / Reliability / Industry 50
Standing
1.2 General Organizational Capability which is likely to affect implementation 90
- Financial Stability
- Loose consortium, Holding company or One firm
- Age/size of the firm
- Strength of the Project Management Support
- Project Financing Capacity
- Project Management Control
Extent to which any work would be subcontracted (subcontracting carries
1.3 additional risks which may affect project implementation, but properly 15
done it offers a chance to access specialized skills.)
1.4 Quality assurance procedure, warranty 25
1.5 Relevance of: 120
- Specialized Knowledge
- Experience on Similar Programme / Projects
- Experience on Projects in the Region
- Work for UNDP/ major multilateral/ or bilateral programmes
SUB TOTAL 300

Technical Proposal Evaluation (FORM II)

Proposed Methodology, Approach and Implementation Plan
2.1 To what degree does the Proposer understand the task? 30
2.2 Have the important aspects of the task been addressed in sufficient detail? 25
2.3 Are the different components of the project adequately weighted relative 20
to one another?
2.4 Is the proposal based on a survey of the project environment and was this 55
data input properly used in the preparation of the proposal?
2.5 Is the conceptual framework adopted appropriate for the task? 65
2.6 Is the scope of task well defined and does it correspond to the TOR? 120
Is the presentation clear and is the sequence of activities and the planning
2.7 85
logical, realistic and promise efficient implementation to the project?
SUB TOTAL 400
Technical Proposal Evaluation (FORM III)
Management Structure and Key Personnel
3.1 Task Manager / Team Leader
General Qualification
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 Suitability for the Project
- International experience 25
- Training experience 20
- Professional experience in the area of specialization 45
- Knowledge of region 30
- Language qualification 20
SUB TOTAL 140
3.2 Senior Expert / Lead Consultant
General Qualification
Suitability for the project
- International experience 15
- Training experience 15
- Professional experience in the area of specialization 45
- Knowledge of the region 25
- Language qualification 20
SUB TOTAL 120
3.3 Junior Expert / Associate Consultant
General Qualification
Suitability for the project
- International experience 5
- Training experience 5
- Professional experience in the area of specialization 10
- Knowledge of the region 10
- Language qualification 10
SUB TOTAL 40

Aggregate 1000

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