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Request for Proposal (RFP)


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Request for Proposal (RFP)

  1. 1. UNITED NATIONS HUMAN SETTLEMENTS PROGRAMME (UN-HABITAT) Programme des Nations Unies pour les établissements humains JL. T.M. Pahlawan No. 3A Banda Aceh, NAD INDONESIA Tel : +62 651 741 2525 Fax :+62 651 25258 Request for Proposal (RFP) – Readvertisement (Long Format) Date: 1 July 2006 Dear Sir/Madam, Subject “Providing Infrastructure Planning Expertise to a Participatory Development Planning Process in 13 Kecamatan in Aceh or Nias” 1. UN-Habitat is facilitating a participatory planning process in 13 kecamatan (subdistricts) in Aceh and Nias, as part of the ANSSP (Aceh Nias Settlement Support Programme) in collaboration with UNDP’s ERTR (Aceh Emergency Response and Transitional Recovery Programme). UN-Habitat is building 3500 new houses in these 13 kecamatan. 2. The participatory planning programme is named PeKAN (Program Pembangunan Kecamatan di Aceh dan Nias). This planning programme intends to make kecamatan more development-ready for reconstruction programmes after UN-Habitat will finish house reconstruction. The programme will set up or will support a kecamatan forum, which will be aided by facilitators, a social-economic planning team and an infrastructure planning team. A general programme brief of PeKAN is attached in Annex I. 3. You are requested to submit a proposal (financial and technical) for the provision of the infrastructure planning team to the PeKAN activities within any of the 13 kecamatan of the PeKAN programme. With infrastructure planning is meant the physical planning including the planning of infrastructure, but not design and detailed engineering of infrastructure. The Terms of reference are in Annex II. 4. PeKAN’s tentative programme schedule is as follows : • Announcement of Results July 31. • Confirmation and contracting before August 15. • 3 months of services shall be provided starting August 15, and shall be concluded by November 30. UN-Habitat is taking utmost care to uphold this programme schedule. By submitting your proposal, your organization will fully comply and will not solicit exceptions with regard to project timing. 1
  2. 2. 5. UN-Habitat may award 1 up to 4 kecamatan to one organization. In your proposal, you are allowed to indicate those kabupatens and/or kota in which you want / do not want to be engaged, as well as the minimum and maximum number of kecamatan for which you want to be appointed. UN-Habitat retains the right to engage your services within the margins which you have stipulated in your proposal (see also Annex IV). 6. All proposals shall comply with a budget of no more than Rp140,000,000 for one kecamatan in Banda Aceh or Rp 155,000,000 for one kecamatan in Nias. This budget includes all overheads and taxes. As an UN organization, UN-Habitat cannot withhold taxes. 7. Each proposal shall be formulated for an appointment in Aceh. In case your organization is awarded a kecamatan in Nias, UN-Habitat will automatically add a lump sum amount Rp 15,000,000 to your budget, in order to allow you to off-set higher operational costs and to encourage you to take up remote areas. 8. The key challenges for your organization to submit a successful technical proposal are : • To demonstrate prior experience in participatory and/or subdistrict spatial planning incorporating recommendations for social-economic development made by others. Note: Infrastructure planning does not entail design and detailed engineering; the specialist requirements are for technical and broad financial feasibility assessments. • To demonstrate prior experience in capacity to make good and strongly communicative map and plan documents for spatial planning and infrastructure planning. • To demonstrate planning capacities in post-conflict and/or post-disaster areas. • To demonstrate a good understanding of providing useful and clear outputs for kecamatan communities. • To field planning staff with sufficient expertise and good communication skills for 5 weeks in one kecamatan (wherein you are appointed) and to follow the work plan set forward by the participatory planning team of that kecamatan. (When your proposal indicates that you are willing to take up more than one kecamatan, then planning teams for each of the kecamatan need to be identified and documented within the proposal.) • Prior experience in Aceh and/or Nias, or staff capable to communicate in the Acehnese language or Nias language are a plus point. • Institutions, organizations and companies are all allowed to participate, but each proposal shall list an institutional or company bank account for eventual future payments when and if under contract, as personal bank accounts are not allowed. • For Nias Selatan, waterfront development is a key issue. Prior experience is a plus point. 9. A valid proposal shall follow following requirements : • To fill in the Proposal Submission Form, as in Annex III. 2
  3. 3. • To fill in the Pre-Formatted Technical and Financial Proposal, as in Annex IV. The financial proposal is in Indonesian Rupiah. • To attach an Organisational Portfolio demonstrating prior experience. • To attach CVs for each of the proposed staff members. The first page of each CV is a Capability Statement signed by the proposed staff (as in Annex V). Each CV proper is no longer than 3 pages. • To submit all documents in zip-file to and to as Cc, no later than 10 July 2006, 11:59 PM. The zip-file size is no larger than 750 kB. Your email shall have the following subject- line : “PeKAN-IP submission of [name of your organisation]”. • To submit 2 hardcopies of the same proposal to : UN-Habitat ANSSP Jl. Taman Makam Pahlawan 3A Banda Aceh NAD – Aceh Province Indonesia The envelope will be marked with the label “PeKAN-IP”. The hardcopy proposals shall arrive no later than 12 July 2006, 06:00 PM. This delay is allowed in order not to discriminate against organizations outside Banda Aceh. A proposal is only valid if both the email and hardcopies are equal in content and submitted prior to the respective time limits. Fax submissions are not allowed. • The language of the Technical and Financial Proposal is English. (CVs and Organization Portfolio may be English or Bahasa Indonesia. In case of appointment, all reports will be in Bahasa Indonesia preceded by English executive summaries.) General Conditions applicable to the Proposal are listed in Annex VIa. General Conditions of Contract are listed in Annex VIb. 10. The evaluation of proposals will be done by UN-Habitat in a three-stage process. • Stage 1: elimination of non-responsive proposals (late submission, over-budget, missing documents, etc.) • Stage 2 : ranking of responsive proposals on their technical merits • Stage 3 : selection of winning proposals amongst the highest ranked, on the basis of best price ( lower than maximum budget). 11. UN-Habitat withholds the right not to appoint organizations to any one or all kecamatan in case there are no sufficient or no responsive proposals with sufficient technical merits. 12. UN-Habitat is not obliged to respond to requests for clarifications prior or after submission. 13. Organizations, institutions or companies which have already submitted proposals in response to this RFP earlier need not resubmit their proposals.. Yours sincerely, 3
  4. 4. Deepty Tiwari PeKAN Project Manager 4
  5. 5. Annex I General Programme Brief Process sheet on Kecamatan Development Planning Background: preparing moving beyond housing reconstruction. In the wake of the 2004/2005 tsunami and earthquakes, UN-Habitat provides housing in 13 subdistricts in Aceh and Nias, as part of its “Aceh Nias Settlement Support Programme”. UN-Habitat also commits funding for settlement-level infrastructure and for support to local governance in relation to settlement reconstruction.  Construction has started for 80% of the 3500 recipient households.  Infrastructure planning and the supporting Community Action Planning are under way.  Support to local governance and local planning activities will now be commenced, following initial try-outs within the framework of the UN Joint Programme in Meuraxa, Banda Aceh.  (Policy and planning support has so far been focused at strategic level, in cooperation with BRR and Aceh NAD Province.) Objectives: helping making kecamatan more development ready. UN-Habitat can assist communities in making them more ready to continue development and to attract new sources of funding once housing reconstruction is done. UN-Habitat therefore proposes to facilitate a 6-month process of participatory kecamatan planning allowing communities to outline their priorities, with the assistance of selected expert teams.  Working in 13 subdistricts, UN-Habitat has been collecting local knowledge in relation with development needs, whether for infrastructure or social-economic development. UN-Habitat cannot fund most of these needs.  UN-Habitat will promote “resource alliancing”, between the communities wherein it works and donors willing to continue development work.  UN-Habitat will facilitate a participatory planning process to formulate priorities early on, in anticipation of infrastructure and other programmes looking for “development-ready” communities and subdistricts. Process and Key Activities The programme will set up a short 6-month cycle of participatory planning activities, supported by expert teams. An “Kecamatan Forum / Subdistrict Forum” will be the meeting place for discussions and decisions on priorities, obstacles and recommendations. Specialist teams, one on social-economic development and one on infrastructure planning will deliver “expert opinions” in the form of research and proposals to the communities. 1. Preparatory Activities (April – June 2006):  HQ develops planning manual to guide the process.  HQ and DM selects development facilitators and spatial planner one or two for each kecamatan  HQ selects appropriate research and/or consulting teams for each kecamatan (open call for proposals in Indonesia).  HQ prepares data set for all teams and train them (start-off data). 5
  6. 6.  DM sets principal agreement and initial suggestions for priorities agreed between kecamatan and HQ and facilitate signing of MOU between Camat and HQ 2. Kecamatan Forum (July – December 2006) :  Camat sets up a Kecamatan Development Forum or integrate it with the existing forum if any, facilitated by DM and facilitator  Camat holds regular meeting under this Forum, this will be an interactive platform for all stakeholders at Kecamatan level  Facilitator assists to identify stakeholders, finalize meeting agenda with Camat and other stake holders, invite stakeholders and organize meeting under forum  Forum through the participation of Camat and other stakeholders will facilitate discussions on issues, problems, existing opportunities and will evaluate local priorities through Public Opinion  Kecamatan Forum provides input to, and receives regular feed-back from, expert teams.  Spatial Planner will coordinate and provide information and technical support to experts working at Kecamatan level.  DM and facilitator will communicate the result of each meeting to inhabitant of sub- district and all stakeholders, (public outreach)  The feedback on local priorities through public opinion will be integrated periodically with the experts’ feedback which will result in formulation of Kecamatan Development Plan.  The Final Kecamatan Development Plan will be an outcome of the workshop held at Kecamatan with the active participation of all stakeholders, DM, facilitator and community 3. Expert inputs (July – October 2006) :  HQ appoints two teams, each studying priority development and reconstruction issues;  Team 1 : social-economic issues (e.g. education, fisheries,…) : starts first  Team 2 : infrastructure planning issues (e.g. roads to markets) : takes in issues from Team 1  The teams meet regularly (3 times at least) with the Kecamatan Forum and provides reports which document development issues, for instance for new donor programme  The team also periodically integrates the feedback from the Kecamatan Forum in their study and presents the results in the Forum as per the set timeline  The team finalizes the reports based on feedback from Forum, DM and HQ  HQ with the assistance of DM and experts integrates all the reports across Kecamatan and formulates Provincial Development Plan. By December 2006, the activity can be concluded by the election of the “best kecamatan plan”, as an Anniversary activity. 6
  7. 7. FLOW CHART for KDP TIMING INITIATIVE Preparation of April HQ Operation Manual District Manager May DM invite Kecamatan into process outlining DM+CMT MOU reliminary priorities Mobilization of Facilitators & JUNE HQ Consultants +training Kick-off Set-up or integration into JULY DM+CMT of Kecamatan existing forum Forum PUBLIC OPINION FEED-BACK EXREPERT OPINION CMT JUL-SEP evaluation of local study of +UN-H facilitators priorities viable priorities S/E S/I KECAMATAN FEED-BACK KECAMATAN CMT OCT-NOV DEVELOPMENT DEVELOPMENT +UN-H facilitators PLAN DATA Province-wide DEC DM+HQ evaluation of results 7
  8. 8. 1.Role of UN-Habitat’s DM (District Manager):  Assist HQ in selection of facilitator and Spatial planner for each kechamatan  Set principal agreement and initial suggestions for priorities agreed between kecamatan and HQ and facilitate signing of MOU between Camat and HQ  Assist in setting up Kecamatan Forum and provide regular feedback once it has been set-off  Communicate the result of each meeting to inhabitant of sub-district and all stakeholders, (public outreach)  Facilitate data collection required by experts from time to time  Assist in integrating development plans at Provincial level 2.Role of Camat:  Set Principal agreement with HQ and suggest initial priorities for Kecamatan development  Set up the Kecamatan Development Forum or integrate it with the existing forum if any, facilitated by DM and facilitator  Under Forum hold regular meeting with the assistance of facilitator and provide regular feedback  Provide necessary information, database required by experts and provide feedback on studies  Actively participate in the workshop for finalizing Kecamatan Development Plan  Encourage and ensure participation of other stakeholders and community in the workshop 3.Role of Kecamatan Forum:  An interactive platform for all stakeholders at kecamatan level  Discuss issues, problems and opportunities within kecamatan and provide feedback on the work presented experts from time to time  Source of information to the community on Kecamatan development  Facilitate to finalize the Kecamatan Development Plan 4.Role of UN-Habitat’s Facilitator:  Facilitate setting and operation of Forum  Identify stakeholders, finalize agenda of meetings with stakeholders and organize regular meetings  Provide adequate information to forum before they make up decision  Assist experts in the formulation of recommendations which may be accepted in sub- district forum.  Assist in communicating result of each meeting to inhabitant of sub-district and all stakeholders, (public outreach) and organize consultation from village to village 5.Role of Expert Consulting Teams (‘s-e’ and ‘i-p’):  Conduct study at Kecamatan level on Socio-Economic and Infrastructure Planning issues as per the Terms of Reference ( TOR)  While planning always keep feedback and decisions of Kecamatan Forum in consideration  Actively interact with the key stake holders, district manager and facilitator at Kecamatan 8
  9. 9.  Keep abreast with other ongoing projects at Kecamatan  Responsive to the local conditions and issues with surrounding sub district 6.Role of UN-Habitat Banda Aceh HQ :  Provide planning manual for the Kecamatan development project  Select and train facilitators and spatial planners  Select elects appropriate research and/or consulting teams for each kecamatan  Evaluate and provide feedback on reports submitted by experts  Facilitate payments against deliverables to experts  Integrate all Kecamatan plans at provincial level 9
  10. 10. Annex II TERMS OF REFERENCE (TOR) 1) The background of the assignment of an Infrastructure Planning Team (‘I-PT’) is described in full in Annex I. The document also states the overall planning methodology which the I-PT will have to co-operate with. 2) The PeKAN programme requests villagers to prioritize a list of development issues, as a starting point of discussing development priorities in general. In the submission documents (Annex IV), you are requested to state your experience with any of these development issues. PRIORITY INDICATOR OF PeKAN SOCIAL Sarana Pemberdayaan Perempuan INFRASTRUKTUR Prasarana Air Bersih Prasarana Sanitasi, MCK dan Drainase Prasarana Tanggul Prasarana Terminal, Pelabvhan Prasarana Jalan dan Jembatan Prasarana Irrigasi atau Tambak Kesehatan (Klinik atau Puskesmas) atau Prasarana Pendidikan Prasarana Industri, Pabrik Prasarana Tenaga Listrik Prasarana Sumber daya energi Prasarana Telekomunikasi LINGKUNGAN Program Perlindungan Hutan dan Bakau HIDUP Program Pengelolaan Sampah Program Sumber Daya Air (Perbaikan / Pemasangan) PEMERINTAHAN Program Penanggulangan Bencana (Alat / Pusat) *Nias Selatan will require expertise on waterfront development. 10
  11. 11. 3) The specific objectives for Infrastructure Planning are : a) To clearly outline/identify/represent the relationship between spatial development (land use issues) and infrastructure development. b) To identify the strengths, weaknesses, opportunities and threats for infrastructure development within the kecamatan, through field work, document study (in the kecamatan, in kabupaten capital, in provincial capital) and participatory dialogue. For the latter, a direct engagement will be required with the Kecamatan Forum and with the social-economic consultant (started off two weeks earlier) in order to incorporate the directions set out by the Forum and the consultant. c) To advise the Kecamatan Forum and the social-economic consultant on infrastructure development priorities and to spell out pro’s and con’s of priorities. d) To suggest infrastructure planning priority actions for local institutions, with specific emphasis on linkages of infrastructures beyond the kecamatan boundaries. e) To develop infrastructure maps based on the infrastructure priorities and spatial planning issues for Kecamatan, including maps identifying linkages with areas beyond the Kecamatan. The maps are for the purpose of structure planning and feasibility assessments and do not incorporate and detailed engineering. f) To develop a CD-rom with kecamatan data and development plan directives in relation to infrastructure and spatial planning for 3rd parties. 4) Upon appointment, the specific tasks of the I-PT are : a) To study issues in relation to reconstruction and From date of development in Aceh or Nias, by means of sources available appointment from BPS, government departments, BRR and other (before August 15) resources readily available electronically or in hard copies. b) To study resource materials prepared by UN-Habitat and From date of sent to the I-PT upon appointment. appointment c) To join a two-day workshop for all planning teams in Banda 21-22 August Aceh. The I-PT is responsible for arranging travel and accommodation. d) To travel to the kecamatan for which the I-PT is appointed. 23-24 August The I-PT is responsible for arranging travel and accommodation. e) To participate in a kick-off meeting with the Camat and 25 August Facilitator. f) To prepare tentative work plan for 5 weeks of field survey 25 August – and participatory consultation. Part of the work plan is a 2 October series of consultative meetings in villages within the kecamatan and with NGOs and representatives of government programmes operating within the kecamatan. g) To participate in a kick-off meeting with the Kecamatan 9 September Forum and to discuss the tentative work plan. h) To start field survey, within kecamatan and with travel to surrounding kecamatan and to kabupaten / kota departments when necessary, as per work plan. i) To have regular meetings with Camat, Facilitator as well as other key stakeholders, in relation to work plan, progress and preliminary findings. j) To actively participate in an Intermediate Meeting of the 23 September Kecamatan Forum, by means of documents, powerpoint, posters and other consultative material. The outcome of this meeting is a clearer list of social-economic development 11
  12. 12. priorities. k) To develop the recommendations of the Intermediate Meeting, through further survey and consultations. l) To actively participate in a Final Meeting with the 30 September Kecamatan Forum, by means of documents, powerpoint, posters and other consultative material. The outcome of this meeting is a final infrastructure planning based on development priorities and survey. m) To return to Banda Aceh. The I-PT is responsible for 3-4 October arranging travel and accommodation. n) To participate in a two-day debriefing and consultation in 10-11 October Banda Aceh. The I-PT is responsible for arranging travel and accommodation. o) To return to home locations, for further elaboration of final report. The I-PT is responsible for arranging travel. p) To submit Draft Final Report to UN-Habitat, including a 3 November CD-rom for the Kecamatan, containing all relevant statistics, maps and other data, as well as the results of the Meetings q) To receive remarks made by UN-Habitat on the Draft Final 17 November Report and/or CD-rom r) To elaborate on remarks made by UN-Habitat on the Draft 30 November Final Report and/or CD-rom, and to send in Final Report and Final CD-rom. The above task schedule contains all mandatory travel. There is no mandatory travel for other presentations to UN-Habitat than those listed. 5) Reporting Format. a) Submissions while on Field Survey : All materials are submitted to the Facilitator. The I-PT is not responsible for reproduction of documents, but will communicate in time with the Facilitator and with the Camat on the reproduction requirements and available PeKAN budgets for reproduction. b) Submissions for 2nd Banda Aceh workshop : Submissions will be electronically, in the form of powerpoints. One hardcopy of all materials developed during the field survey is also submitted to the UN-Habitat team. c) Submission of the Draft Final Report : This report is submitted in two copies, black and white. The submitted CD-rom (1 copy) also contains an electronic copy of the Draft Final Report. d) Submission of the Final Report : This report is submitted in two copies, in colour as necessary. The submitted CD-roms (10 copies), complete with a colour jacket and box with sufficient labelling, also contains the Final Report (but not the Draft Final Report). 6) Payment Schedule. (Please refer to page 3, 4th bullet about language.) per Kecamatan if in Nias a) After Task c – first briefing in 20% + Rp 5,000,000 Banda Aceh. (Submission of invoice upon appointment.) b) After Task k – participating in the 30% + Rp 5,000,000 Intermediate Kecamatan Forum, with production of the agreed 12
  13. 13. deliverables c) After Task q – sending in of Draft 30% + Rp 5,000,000 Final Report d) After Task s – sending in of Final 20% -- Report copies and CD-roms Check-list for submissions : 1) Please read all documents carefully. The Request for Proposal consists of the cover letter (long format) and all annexes. 2) Proposal Submission Form : a) add date b) add name of signing person c) add name of organization d) put an original signature only on the hardcopies 3) Pre-Formatted Technical and Financial Proposal : a) Fill in only in accordance of the format, do not change the layout or font size and fill in all boxes. Fill in the boxes in English. b) If you want to bid for more than 1 kecamatan, please make sure that you copy the box for the identity of the candidates. For example : you want to take up 4 kecamatan, then you need to copy the box 3 times and you need to propose four different teams. UN-Habitat does not guarantee that your teams will be appointed in the same kabupaten. (see also point f) c) Fill in the summary budget, rounded to the nearest million Rupiah. d) If you only want to be assigned in Nias, please make a pro-forma budget of no more than Rp 140,000,000. UN-Habitat will automatically increase your budget with another Rp 15,000,000. e) Proposing less than Rp 140 million will increase your chances for selection, providing your proposal has good technical merits. f) Attach the Detailed Budget, use the same main headings as the Summary Budget g) Give clear markings for the preferable locations and number of locations you want to take up h) Please DO NOT select one kota / kabupaten only. Selecting only one kota / kabupaten is no reason for disqualification, but will reduce your changes for selection. i) Please fill in your capacity statement for the teams you want to field. If you propose more than 1 team, you are allowed to copy this table and fill it in for each team. This table will be used indicatively to increase your changes of selection, but it has a limited weight in the decision-making for selection. It may influence our decision on where to field your team(s). 4) There are no formatting rules for your organizational profile. A Bahasa Indonesia profile is OK. 13
  14. 14. 5) The CVs (max 3 pages long) need each to be preceded by a statement of availability. The statement of availability need to be signed on the hardcopy only. A Bahasa Indonesia CVs is OK. There is no specified format for CVs. 6) Make sure that the electronic file you submit is a zip-file containing all documents. Make sure that this file is no larger than 750 kB. Make sure that the submission is conform to the deadline. Make sure it is send to the 2 email addresses, as back-up. Make sure that the subject line of the email contains : pekan-ip submission of [your organisation name]. (Note : the unhabitat-indonesia server in Banda Aceh depends on good satellite connections. Therefore, the back-up email to the gmail address is essential. In case you find any difficulties sending your proposal to the unhabitat-indonesia address, please notify In such event, a valid submission is a submission sent in time to the gmail address only.) 7) Make sure that the 2 hardcopies submitted reach UN-Habitat in time, if necessary by courier. 14
  15. 15. Please copy the following documents for your submission. -Annex III -Annex IV -Then add your organizational portfolio. -Then add CVs, each one preceded with a Capability Statement as in Annex V 15
  16. 16. Annex III PROPOSAL SUBMISSION FORM Dear Sir / Madam, Having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide Professional Consulting services “Providing Infrastruvture Planning Expertise to a Participatory Development Planning Process in 13 Kecamatan in Aceh or Nias” for the sum as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Proposal. We undertake, if our Proposal is accepted, to commence and complete delivery of all services specified in the contract within the time frame stipulated. We agree to abide by this Proposal for a period of 60 days from the date fixed for opening of Proposals in the Invitation for Proposal, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. We understand that you are not bound to accept any Proposal you may receive. Dated this day /month of year Signature (In the capacity of) Duly authorised to sign Proposal for and on behalf of 16
  17. 17. Annex IV Pre-Formatted Technical and Financial Proposal 1) Identity 1.LEGAL NAME OF THE COMPANY: 2.ADDRESS: 3.NAME AND TITLE OF AUTHORIZED COMPANY REPRESENTATIVE : 4.Telephone No. 5.Fax No. 6.E-mail Address: 7.Institutional or Company Bank Account Details [No personal account] : Account No. : Account holder / name : Bank name : Bank branche name : 8.Contact person and contact: 17
  18. 18. 2) Capability Questions – answer each question with between 50 to 100 words.  What is the legal status of your organization, what was your 2005 turnover (gross revenues) in Indonesia, and how many staff do you have full-time on your payroll as of now.  Describe in short the length of experience of your consulting company or research organization, in general and specifically for work in relation to sub- district spatial planning and infrastructure planning.  Describe in short the specializations (sectors, type of studies) in which your organization excels. 18
  19. 19.  Describe in short the key challenges for sub-district planning which you expect to encounter in Aceh or Nias within the context of this assignment.  Describe in short your strategies which you will adopt to plan needs based on infrastructure requirement for Kecamatan?  Describe in short the key activities and results which you expect your field- planners to achieve while on assignment in the kecamatan. 19
  20. 20.  Describe in short your capacities to produce planning reports which have added value for kecamatan leaders and councils.  Describe in short your capacities to produce communicative maps and graphics for spatial planning and infrastructure planning.  Describe in short the length of experience of your consulting company or research organization in Aceh/Nias. 20
  21. 21.  Describe in short the capacities of the team proposed. (Copy this text box if you propose teams for more than 1 kecamatan. Use 1 text box per team.) Use the following format. Name, Relevant degrees, Years of experience in planning or social-economic development, Language knowledge.  Do you have any recommendations or suggestions in relation to the PeKAN programme objectives or activities which you think UN-Habitat should take into account ? 21
  22. 22. Annex IV 3) Budget Schedule All items are inclusive of any tax charges, overheads, profit and other expense or cost items. Budget Item Subtotals in Million Rupiah 1 Consulting Fees in relation to Field Work ,000,000.- 2 Travel, accommodation and other survey ,000,000.- expenses 3=1+2 Subtotal ,000,000.- 4 Other Consulting Fees ,000,000.- 5 All other expenses ,000,000.- 6=4+5 Subtotal ,000,000.- 7=3+6 Total (Rupiah) ,000,000.- Please attach hereunder a Detailed Budget. 22
  23. 23. Annex IV 5) Preferable Project Area Please mark with “yes” or “no” those districts (kabupaten / kota) wherein you are willing / not willing to take up an assignment. Banda Aceh Nias (main island) – yes or no – yes or no Please mark the minimum and maximum number of areas you can cover or want to cover with this proposal. Fill in your preferred number Minimum (between 1 and 5) … Maximum (between 1 and 5) … 23
  24. 24. Annex V Capability Statement Do you have experience with any of the following development programmes, in terms of planning them, studying the viability, or evaluating the effectiveness ? Answers – for the planning team(s) you provide, not in general for your organizations :  blank = not relevant  0= no experience  1 = little experience  2 = good experience  3 = specialized Your assessment SOCIAL Sarana Pemberdayaan Perempuan INFRASTRUKTUR Prasarana Air Bersih Prasarana Sanitasi, MCK dan Drainase Prasarana Tanggul Prasarana Terminal, Pelabvhan Prasarana Jalan dan Jembatan Prasarana Irrigasi atau Tambak Kesehatan (Klinik atau Prasarana Puskesmas) atau Pendidikan Prasarana Industri, Pabrik Prasarana Tenaga Listrik Prasarana Sumber daya energi Prasarana Telekomunikasi LINGKUNGAN Perlindungan Hutan dan HIDUP Program Bakau Program Pengelolaan Sampah Program Sumber Daya Air (Perbaikan / Pemasangan) PEMERINTAHAN Program Penanggulangan Bencana (Alat / Pusat) *Nias Selatan will require expertise on waterfront development. 24
  25. 25. Annex VIa General Conditions applicable to the Proposal A. Submission of Proposals 1. Late Proposals Any Proposal received by the procuring UN-HABITAT ANSSP entity after the deadline for submission of proposals, pursuant to clause Deadline for the submission of proposals, will be rejected. 2. Modification and withdrawal of Proposals The Offeror may withdraw its Proposal after the Proposal’s submission, provided that written notice of the withdrawal is received by the procuring UN-HABITAT ANSSP entity prior to the deadline prescribed for submission of Proposals. The Offeror’s withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of clause Deadline for Submission of Proposals. The withdrawal notice may also be sent by telex or fax but followed by a signed confirmation copy. No Proposal may be modified subsequent to the deadline for submission of proposals. No Proposal may be withdrawn in the Interval between the deadline for submission of proposals and the expiration of the period of proposal validity specified by the Offeror on the Proposal Submission Form. B. Opening and Evaluation of Proposals 3. Opening of proposals The procuring entity will open the Proposals in the presence of a Committee formed by the Head of the procuring UN-HABITAT ANSSP entity. 4. Clarification of proposals To assist in the examination, evaluation and comparison of Proposals, the Purchaser may at its discretion, ask the Offeror for clarification of its Proposal. The request for clarification and the response shall be in writing and no change in price or substance of the Proposal shall be sought, offered or permitted. 25
  26. 26. 5. Preliminary examination The Purchaser will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the Proposals are generally in order. Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Offeror does not accept the correction of errors, its Proposal will be rejected. If there is a discrepancy between words and figures the amount in words will prevail. Prior to the detailed evaluation, the Purchaser will determine the substantial responsiveness of each Proposal to the Request for Proposals (RFP). For purposes of these Clauses, a substantially responsive Proposal is one which conforms to all the terms and conditions of the RFP without material deviations. The Purchaser’s determination of a Proposal’s responsiveness is based on the contents of the Proposal itself without recourse to extrinsic evidence. A Proposal determined as not substantially responsive will be rejected by the Purchaser and may not subsequently be made responsive by the Offeror by correction of the non-conformity. C. Award of Contract 6. Award criteria, award of contract The procuring UN-HABITAT ANSSP entity reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected Offeror or any obligation to inform the affected Offeror or Offerors of the grounds for the Purchaser’s action Prior to expiration of the period of proposal validity, the procuring UN-HABITAT ANSSP entity will award the contract to the qualified Offeror whose Proposal after being evaluated is considered to be the most responsive to the needs of the organisation and activity concerned. 7. Purchaser’s right to vary requirements at time of award The Purchaser reserves the right at the time of award of contract to vary the quantity of services and goods specified in the RFP without any change in price or other terms and conditions. 26
  27. 27. 8. Signing of the contract Within 7 days of receipt of the contract the successful Offeror shall sign and date the contract and return it to the Purchaser. 27
  28. 28. Annex VIb General Conditions of Contract 1. LEGAL STATUS The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis UN-HABITAT ANSSP. The Contractor's personnel and sub- contractors shall not be considered in any respect as being the employees or agents of UN-HABITAT ANSSP or the United Nations. 2. SOURCE OF INSTRUCTIONS The Contractor shall neither seek nor accept instructions from any authority external to UN-HABITAT ANSSP in connection with the performance of its services under this Contract. The Contractor shall refrain from any action which may adversely affect UN-HABITAT ANSSP or the United Nations and shall fulfill its commitments with the fullest regard to the interests of UN-HABITAT ANSSP. 3. CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct. 4. ASSIGNMENT The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UN- HABITAT ANSSP. 5. SUB-CONTRACTING In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of UN-HABITAT ANSSP for all sub-contractors. The approval of UN-HABITAT ANSSP of a sub- contractor shall not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the provisions of this Contract. 6. OFFICIALS NOT TO BENEFIT The Contractor warrants that no official of UN-HABITAT ANSSP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract. 28
  29. 29. 7. INDEMNIFICATION The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UN-HABITAT ANSSP, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees, officers, agents or sub-contractors, in the performance of this Contract. This provision shall extend, inter alia, to claims and liability in the nature of workmen's compensation, products liability and liability arising out of the use of patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this Contract. 8. INSURANCE AND LIABILITIES TO THIRD PARTIES 8.1 The Contractor shall provide and thereafter maintain insurance against all risks in respect of its property and any equipment used for the execution of this Contract. 8.2 The Contractor shall provide and thereafter maintain all appropriate workmen's compensation insurance, or its equivalent, with respect to its employees to cover claims for personal injury or death in connection with this Contract. 8.3 The Contractor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the provision of services under this Contract or the operation of any vehicles, boats, airplanes or other equipment owned or leased by the Contractor or its agents, servants, employees or sub-contractors performing work or services in connection with this Contract. 8.4 Except for the workmen's compensation insurance, the insurance policies under this Article shall: (i) Name UN-HABITAT ANSSP as additional insured; (ii) Include a waiver of subrogation of the Contractor's rights to the insurance carrier against UN-HABITAT ANSSP; (iii)Provide that UN-HABITAT ANSSP shall receive thirty (30) days written notice from the insurers prior to any cancellation or change of coverage. 8.5 The Contractor shall, upon request, provide UN-HABITAT ANSSP with satisfactory evidence of the insurance required under this Article. 9. ENCUMBRANCES/LIENS The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on file or to remain on file in any public office or on file with UN-HABITAT ANSSP against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Contractor. 29
  30. 30. 10. TITLE TO EQUIPMENT Title to any equipment and supplies that may be furnished by UN-HABITAT ANSSP shall rest with UN-HABITAT ANSSP and any such equipment shall be returned to UN-HABITAT ANSSP at the conclusion of this Contract or when no longer needed by the Contractor. Such equipment, when returned to UN-HABITAT ANSSP, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear. The Contractor shall be liable to compensate UN-HABITAT ANSSP for equipment determined to be damaged or degraded beyond normal wear and tear. 11. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS UN-HABITAT ANSSP shall be entitled to all intellectual property and other proprietary rights including but not limited to patents, copyrights, and trademarks, with regard to products, or documents and other materials which bear a direct relation to or are produced or prepared or collected in consequence of or in the course of the execution of this Contract. At the UN-HABITAT ANSSP’s request, the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring them to UN- HABITAT ANSSP in compliance with the requirements of the applicable law. 12. USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UNDP OR THE UNITED NATIONS The Contractor shall not advertise or otherwise make public the fact that it is a Contractor with UN-HABITAT ANSSP, nor shall the Contractor, in any manner whatsoever use the name, emblem or official seal of UN-HABITAT ANSSP or the United Nations, or any abbreviation of the name of UN-HABITAT ANSSP or the United Nations in connection with its business or otherwise. 13. CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION 13.1All maps, drawings, photographs, mosaics, plans, reports, recommendations, estimates, documents and all other data compiled by or received by the Contractor under this Contract shall be the property of UN-HABITAT ANSSP, shall be treated as confidential and shall be delivered only to UN-HABITAT ANSSP authorized officials on completion of work under this Contract. 13.2The Contractor may not communicate at any time to any other person, Government or authority external to UN-HABITAT ANSSP, any information known to it by reason of its association with UN-HABITAT ANSSP which has not been made public except with the authorization of UN-HABITAT ANSSP; nor shall the Contractor at any time use such information to private advantage. These obligations do not lapse upon termination of this Contract. 30
  31. 31. 14. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS 14.1Force majeure, as used in this Article, means acts of God, war (whether declared or not), invasion, revolution, insurrection, or other acts of a similar nature or force which are beyond the control of the Parties. 14.2In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the Contractor shall give notice and full particulars in writing to UN-HABITAT ANSSP, of such occurrence or change if the Contractor is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities under this Contract. The Contractor shall also notify UN- HABITAT ANSSP of any other changes in conditions or the occurrence of any event which interferes or threatens to interfere with its performance of this Contract. The notice shall include steps proposed by the Contractor to be taken including any reasonable alternative means for performance that is not prevented by force majeure. On receipt of the notice required under this Article, UN- HABITAT ANSSP shall take such action as, in its sole discretion, it considers to be appropriate or necessary in the circumstances, including the granting to the Contractor of a reasonable extension of time in which to perform its obligations under this Contract. 14.3If the Contractor is rendered permanently unable, wholly, or in part, by reason of force majeure to perform its obligations and meet its responsibilities under this Contract, UN-HABITAT ANSSP shall have the right to suspend or terminate this Contract on the same terms and conditions as are provided for in Article 15, "Termination", except that the period of notice shall be seven (7) days instead of thirty (30) days. 15. TERMINATION 15.1Either party may terminate this Contract for cause, in whole or in part, upon thirty days notice, in writing, to the other party. The initiation of arbitral proceedings in accordance with Article 16 "Settlement of Disputes" below shall not be deemed a termination of this Contract. 15.2UN-HABITAT ANSSP reserves the right to terminate without cause this Contract at any time upon 15 days prior written notice to the Contractor, in which case UN-HABITAT ANSSP shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination. 15.3In the event of any termination by UN-HABITAT ANSSP under this Article, no payment shall be due from UN-HABITAT ANSSP to the Contractor except for work and services satisfactorily performed in conformity with the express terms of this Contract. The Contractor shall take immediate steps to terminate the work and services in a prompt and orderly manner and to minimize losses and further expenditures. 15.4Should the Contractor be adjudged bankrupt, or be liquidated or become insolvent, or should the Contractor make an assignment for the benefit of its creditors, or should a Receiver be appointed on account of the insolvency of the Contractor, UN-HABITAT ANSSP may, without prejudice to any other right or remedy it may have, terminate this Contract forthwith. The Contractor shall immediately inform UN-HABITAT ANSSP of the occurrence of any of the above events. 31
  32. 32. 16. SETTLEMENT OF DISPUTES 16.1.Amicable Settlement The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Contract or the breach, termination or invalidity thereof. Where the parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the parties. 16.2.Arbitration Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Contract or the breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Article within sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute. 17. PRIVILEGES AND IMMUNITIES Nothing in or relating to this Contract shall be deemed a waiver, express or implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs. 18. TAX EXEMPTION 18.1Section 17 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize the United Nations exemption from such taxes, duties or charges, the Contractor shall immediately consult with UN-HABITAT ANSSP to determine a mutually acceptable procedure. 18.2Accordingly, the Contractor authorizes UN-HABITAT ANSSP to deduct from the Contractor's invoice any amount representing such taxes, duties or charges, unless the Contractor has consulted with UN-HABITAT ANSSP before the payment thereof and UN-HABITAT ANSSP has, in each instance, specifically authorized the Contractor to pay such taxes, duties or charges under protest. In that event, the Contractor shall provide UN-HABITAT ANSSP with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized. 32
  33. 33. 19. CHILD LABOUR 19.1 The Contractor represents and warrants that neither it, nor any of its suppliers is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical mental, spiritual, moral or social development. 19.2 Any breach of this representation and warranty shall entitle UN-HABITAT ANSSP to terminate this Contract immediately upon notice to the Contractor, at no cost to UN-HABITAT ANSSP. 20.MINES 20.1 TheContractor represents and warrants that neither it nor any of its suppliers is actively and directly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious or to Have Indiscriminate Effects of 1980. 20.2 Anybreach of this representation and warranty shall entitle UN-HABITAT ANSSP to terminate this Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind of UN-HABITAT ANSSP. 21. OBSERVANCE OF THE LAW The Contractor shall comply with all laws, ordinances, rules, and regulations bearing upon the performance of its obligations under the terms of this Contract. 22. AUTHORITY TO MODIFY No modification or change in this Contract, no waiver of any of its provisions or any additional contractual relationship of any kind with the Contractor shall be valid and enforceable against UN-HABITAT ANSSP unless provided by an amendment to this Contract signed by the authorized official of UN-HABITAT ANSSP. 33