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 RFP for “Developing and implementing the project on Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management"
 UN Women

 Location: Two Districts in One State
 Last Date: May 5, 2011
 Email: registry.india@unwomen.org (Reference: DevNetJobsIndia.org
)

 

                             Request for Proposal (RFP)

RFP No. UN Women/ 2011/001 

Opening Date: April 20th 2011

Closing Date: May 05th 2011  

Subject: 

RFP for “Developing and implementing the project on Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management” 

Duration of Assignment :

June 2011 - February 2012 

Project Location:

Two Districts in One State. 

You are requested to submit a proposal for “Developing and implementing the project on Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management”, as per enclosed Terms of Reference (TOR). 

2.      To enable you to submit a proposal, attached are:

 

               i.        Instructions to Organizations………  (Annex I)

             ii.        General Conditions of Contract……. .(Annex II)

           iii.        Terms of Reference (TOR)………… .(Annex III)

           iv.        Proposal Submission Form …………..(Annex IV)

             v.        Finance/ Budget Plan…………………(Annex V)

 

3.      Your offer comprising of technical proposal and financial proposal, in separate sealed envelopes , should reach the following address no later than    5th  May 2011 COB at 

Address,

UN Women South Asia Regional Office

19 A, Rajdoot Marg, Chanakya Puri

New Delhi- 110021, INDIA

Voice: 91-11-26119127/ 26119129 

      to the attention of :

Ms. Shahnaaz Basha

C/o Registry 

     e-mail Option:

 In order to facilitate the submission of both Technical and Financial proposals, the submission duly stamped and signed can be done electronically in PDF format and send to registry.india@unwomen.org ) Technical and Financial proposals should be sent as separate PDF files.  If the Technical and Financial proposals are sent in the same PDF file, they will be rejected.              

4.      If you request additional information, we would endeavor to provide information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your proposal. 

Annex I
Instructions to Organizations 

A.  Introduction

 

1.      General

 

Purpose of RFP 

UN Women is requesting for proposals from qualified organizations to develop and implement a project on “Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management” 

The objective of the project is to create self employment opportunities for women in informal sector as energy auditors who would enable women understand, evaluate and monitor the energy consumption patterns in their homes and micro enterprises. The energy auditors would facilitate women in informal sector to prioritize their energy use, suggest innovative ways such as use and management of renewable energy options, proper ventilation etc to improve energy efficiency and ensure energy savings in their households and enterprises.  

The broader objective of the project is to address the issues related to climate change through efficient usage and management of conventional energy systems as well as promoting the usage and management of renewable energy infrastructures.   

2.      Cost of proposal

 The Organization shall bear all costs associated with the preparation and submission of the Proposal, UN Women will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. 

B.  Solicitation Documents 

3.      Contents of solicitation documents 

Proposals must offer services for the total requirement. Proposals offering only part of the requirement will be rejected. The Organization is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the organization’s risk and may affect the evaluation of the Proposal. 

4.      Clarification of solicitation documents 

A prospective Organization requiring any clarification of the Solicitation Documents may notify the procuring UN Women, SARO  entity in writing or emailing at the organization’s mailing address  fax number or email id indicated in the RFP. The procuring UN Women , SARO entity will respond in writing to any request for clarification of the Solicitation Documents that it receives earlier than two weeks prior to the deadline for the submission of Proposals. Written copies of the organization’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective organizations that has received the Solicitation Documents. 

5.      Amendments of solicitation documents 

At any time prior to the deadline for submission of Proposals, the procuring UN Women entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective organization, modify the Solicitation Documents by amendment. 

All prospective organizations that have received the Solicitation Documents will be notified in writing of all amendments to the Solicitation Documents. 

In order to afford prospective organizations reasonable time in which to take the amendments into account in preparing their offers, the procuring UN Women entity may, at its discretion, extend the deadline for the submission of Proposals. 

C.  Preparation of Proposals 

6.      Language of the proposal 

The Proposals prepared by the Organization and all correspondence and documents relating to the Proposal exchanged by the Organization and the procuring UN Women, SARO entity shall be written in the English language.  

7.       Documents comprising the proposal 

The Proposal shall comprise the following components: 

(a)    Proposal submission form; 

(b)   Operational and technical part of the Proposal, including documentation to demonstrate that the Organization meets all requirements; (e.g. financial statement for most current year, previous job/contracts reference, accreditations, etc) 

(c)    Finance / Budget Plan, completed in accordance with clauses 8 and 9; 

 

8.      Proposal form 

The Organization shall structure the operational and technical part of its Proposal as follows: 

(a)    Management plan 

This section should provide corporate orientation to include the year and state/country of incorporation and a brief description of the organization’s present activities. It should focus on services related to the Proposal. 

This section should also describe the organizational unit(s) that will become responsible for the contract, and the general management approach towards a project of this kind. The Organization should comment on its experience in similar projects and identify the person(s) representing the Organization in any future dealing with the procuring UN Women entity. 

  1. The plan should include:
    • Contact information
    • Organizational information :  type of organization,  goal, mandates and strategies of organizations, technical expertise, partnerships and coordination ,description of relevant experience, details of past achievements as result of work
    • Project Description: problem analysis, purpose, rationale, time frame, geographic location (specify districts,blocks, number of villages etc.)
    • Project Focus: with whom (activity target group, partners and stakeholders) and who will be benefiting (ultimate beneficiaries).
    • Capacity Development strategy.
    • Sustainability Strategy
    • Log frame (articulating key outputs, indicators and means of  verification – (refer template in the TOR Annexure)
    • The proposed work plan based on the general timeframe in the TOR – (refer template in the TOR Annexure)
    •  Monitoring plan

(b)   Resource plan 

This should fully explain the organization’s resources in terms of personnel and facilities necessary for the performance of this requirement. It should describe the organization’s current capabilities/facilities and any plans for their expansion. 

(c)    Proposed methodology   

This section should demonstrate the organization’s responsiveness to undertake the activities as mentioned in the TORs and state Project’s strategy:  how (main activities undertaken to achieve project’s stated objectives) 

The operational and technical part of the Proposal should not contain any budget information whatsoever on the services offered. Budget information shall be separated and only contained in the appropriate finance/budget plan 

It is mandatory that the organization’s proposal numbering system corresponds with the numbering system used in the body of this RFP. All references to descriptive material and brochures should be included in the appropriate response paragraph, though material/documents themselves may be provided as annexes to the Proposal/response. 

Information which the Organization considers proprietary, if any, should be dearly marked “proprietary” next to the relevant part of the text and it will then be treated as such accordingly. 

9.      Finance/  Budget

 The Organization shall indicate on an appropriate Budget Schedule, an example of which is contained in these Solicitation Documents, the Budget of services it proposes to supply under the contract. 

10.  Proposal currencies 

All budgets shall be quoted in INR  

11.  Period of validity of proposals

 Proposals shall remain valid for sixty (60) days after the date of Proposal submission prescribed by the procuring UN Women entity, pursuant to the deadline clause. A Proposal valid for a shorter period may be rejected by the procuring UN Women entity on the grounds that it is non-responsive. 

In exceptional circumstances, the procuring UN Women entity may solicit the organization’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. An Organization granting the request will not be required nor permitted to modify its Proposal. 

12.  Format and signing of proposals 

The Organization shall prepare two copies of the Proposal, clearly marking each “Original Proposal” and “Copy of Proposal” as appropriate. In the event of any discrepancy between them, the original shall govern.   The two copies of the Proposal shall be typed or written in indelible ink and shall be signed by the Organization or a person or persons duly authorized to bind the Organization to the contract. The latter authorization shall be indicated by written power-of-attorney accompanying the Proposal. 

A Proposal shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the organization, in which case such corrections shall be initialed by the person or persons signing the Proposal. 

13.  Payment 

UN Women shall effect payments to the organization after acceptance by UN Women of the invoices submitted by the organization, as per UN Women contractual terms. 

D.    Submission of Proposals 

14.  Sealing and marking of proposals 

The Organization shall seal the Proposal in one outer and two inner envelopes, as detailed below. 

(a)    The outer envelope shall be:

·         addressed to – 

UN Women South Asia Regional Office

Attn: _Ms Shahnaaz Basha

C/o Registry  

            19 A, Rajdoot Marg, Chanakya Puri

New Delhi- 110021, INDIA

Voice: 91-11-26119127/ 26119129 

and, 

·         marked with – 

“RFP: Services for “Developing and implementing the project on Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management 

(b)   Both inner envelopes shall indicate the name and address of the Organization. The first inner envelope shall contain the information specified in Clause 8 (Proposal form) above, with the copies duly marked “Original” and “Copy”. The second inner envelope shall include the price schedule duly identified as such. 

Note, if the inner envelopes are not sealed and marked as per the instructions in this clause, the procuring UN Women entity will not assume responsibility for the Proposal’s misplacement or premature opening. 

15.  Deadline for submission of proposals 

Proposals must be received by the procuring UN Women entity at the address specified under clause Sealing and marking of Proposals no later than COB 1 May 2011 . 

The procuring UN Women entity may, at its own discretion extend this deadline for the submission of Proposals by amending the solicitation documents in accordance with clause Amendments of Solicitation Documents, in which case all rights and obligations of the procuring UN Women entity and organizations previously subject to the deadline will thereafter be subject to the deadline as extended. 

16.  Late Proposals 

Any Proposal received by the procuring UN Women entity after the deadline for submission of proposals, pursuant to clause Deadline for the submission of proposals, will be rejected. 

17.  Modification and withdrawal of Proposals 

The Organization may withdraw its Proposal after the Proposal’s submission, provided that written notice of the withdrawal is received by the procuring UN Women entity prior to the deadline prescribed for submission of Proposals. 

The Organization’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 e-mail 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 Organization on the Proposal Submission Form. 

E.   Opening and Evaluation of Proposals 

18.  Opening of proposals 

The procuring entity will open the Proposals in the presence of a Committee formed by the Procurement Unit.  

19.  Clarification of proposals 

To assist in the examination, evaluation and comparison of Proposals, UN Women, SARO may at its discretion, ask the Organization 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. 

20.  Preliminary examination 

UN Women, SARO 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 Organization 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, UN Women 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. UN Women SARO’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 UN
Women, SARO and may not subsequently be made responsive by the Organization by correction of the non-conformity. 

21.  Evaluation and comparison of proposals 

A two-stage procedure is utilized in evaluating the proposals, with evaluation of the technical proposal being completed prior to any finance/budget proposal being opened and compared.  The finance/ budget proposal of the Proposals will be opened only for submissions that passed the minimum technical score of 70% of the obtainable score of 1000 points in the evaluation of the technical proposals. 

The technical proposal is evaluated on the basis of its responsiveness to the Term of Reference (TOR). 

In the Second Stage, the finance/budget proposal of all organizations, who have attained minimum 70% score in the technical evaluation, will be compared.  The contract will be awarded to the organization offering the highest score using a cumulative analysis.

Technical  and Financial Evaluation Criteria 

Summary of Technical Proposal Evaluation Forms

Score Weight

Points Obtainable

Company / Other Entity

A

B

C

D

E

 

1.

 

Management Plan

    Expertise of Firm / Organization

    submitting Proposal

 

30%

 

300

 

 

 

 

 

 

2.

 

Proposed Methodology

Proposed Work Plan and Approach

 

 

40%

 

400

 

 

 

 

 

3.

Finance / Budget Plan

 

 

30%

 

300

 

 

 

 

 

 

 

Total

 

1000

 

 

 

 

 

 

Evaluation forms for technical proposals follow on the next two pages. The obtainable number of points specified for each evaluation criterion indicates the relative significance or weight of the item in the overall evaluation process. The Technical Proposal Evaluation Forms are: 

Form 1: Expertise of Firm / Organization Submitting Proposal 

Form 2: Proposed Work Plan and Approach 

Note: The score weights and points obtainable in the evaluation sheet are tentative and should be changed depending on the need or major attributes of technical and financial proposal. 

Sample of criterion for evaluation

 

Technical Proposal Evaluation

Form 1

Points obtainable

Company / Other Entity

A

B

C

D

E

 

Management Plan

Expertise of firm / organization submitting proposal

 

 

1.1

Reputation of Organization and Staff (Competence / Reliability)

60

 

 

 

 

 

1.2

General Organizational Capability which is likely to affect implementation (i.e. loose consortium, holding company or one firm, size of the firm / organization, strength of project management support e.g. project financing capacity and project management controls)

55

 

 

 

 

 

 

 

1.3

Extent to which any work would be subcontracted (subcontracting carries additional risks which may affect project implementation, but properly done it offers a chance to access specialized skills.

15

 

 

 

 

 

1.4

Quality assurance procedures, sustainability

 

35

 

 

 

 

 

1.5

Relevance of:

-          Specialized Knowledge

-          Experience on Similar Programme / Projects

-          Experience on Projects in the Region

Work for other UN agencies/ major multilateral/ or bilateral programmes

130

 

 

 

 

 

 

300

 

 

 

 

 

 

Technical Proposal Evaluation

Form 2

Points Obtainable

Company / Other Entity

A

B

C

D

E

Proposed Methodology

Proposed Work Plan and Approach

 

 

2.1

To what degree does the Organization understand the task?

40

 

 

 

 

 

2.2

Have the important aspects of the task been addressed in sufficient detail?

40

 

 

 

 

 

2.3

Are the different components of the project adequately weighted relative to one another?

20

 

 

 

 

 

2.4

Is the proposal based on a survey of the project environment and was this data input properly used in the preparation of the proposal?

50

 

 

 

 

 

2.5

Is the conceptual framework adopted appropriate for the task?

50

 

 

 

 

 

2.6

Is the scope of task well defined and does it correspond to the TOR?

130

 

 

 

 

 

2.7

Is the presentation clear and is the sequence of activities and the planning logical, realistic and promise efficient implementation to the project?

70

 

 

 

 

 

 

 

400

 

 

 

 

 

 F.     Award of Contract 

22.  Award criteria, award of contract 

The procuring UN Women 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 Organization or any obligation to inform the affected Organization or organizations of the grounds for the organization’s action  

Prior to expiration of the period of proposal validity, the procuring UN Women entity will award the contract to the qualified Organization whose Proposal after being evaluated is considered to be the most responsive to the needs of the organization and activity concerned. 

23.  Organization’s right to vary requirements at time of award 

The organization 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. 

24.  Signing of the contract 

Within 30 days of receipt of the contract the successful Organization shall sign and date the contract and return it to UN Women SARO.

 

Annex II

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 WOMEN. The Contractor's personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UN WOMEN or the United Nations.

 

2.      SOURCE OF INSTRUCTIONS

The Contractor shall neither seek nor accept instructions from any authority external to UN WOMEN in connection with the performance of its services under this Contract. The Contractor shall refrain from any action which may adversely affect UN WOMEN or the United Nations and shall fulfill its commitments with the fullest regard to the interests of UN WOMEN.

 

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 WOMEN.

 

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 WOMEN for all sub-contractors. The approval of UN WOMEN 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 WOMEN 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.

 

7.      INDEMNIFICATION

The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UN WOMEN, 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 WOMEN as additional insured;

(ii)   Include a waiver of subrogation of the Contractor's rights to the insurance carrier against UN WOMEN;

(iii) Provide that UN WOMEN 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 WOMEN with satisfactory evidence of the insurance required under this Article.  

E.     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 WOMEN 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.  

10.  TITLE TO EQUIPMENT

Title to any equipment and supplies that may be furnished by UN WOMEN shall rest with UN WOMEN and any such equipment shall be returned to UN WOMEN at the conclusion of this Contract or when no longer needed by the Contractor. Such equipment, when returned to UN WOMEN, 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 WOMEN for equipment determined to be damaged or degraded beyond normal wear and tear.  

11.        COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS

 

11.1  Except as is otherwise expressly provided in writing in the Contract, the UN WOMEN shall be entitled to all intellectual property and other proprietary rights including, but not limited to, patents, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for the UN WOMEN under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract, and the Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for the UN WOMEN.

 

11.2  To the extent that any such intellectual property or other proprietary rights consist of any intellectual property or other proprietary rights of the Contractor: (i) that pre-existed the performance by the Contractor of its obligations under the Contract, or (ii) that the Contractor may develop or acquire, or may have developed or acquired, independently of the performance of its obligations under the Contract, the UN WOMEN does not and shall not claim any ownership interest thereto, and the Contractor grants to the UN WOMEN a perpetual license to use such intellectual property or other proprietary right solely for the purposes of and in accordance with the requirements of the Contract.

 

11.3  At the request of the UN WOMEN; the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring or licensing them to the UN WOMEN in compliance with the requirements of the applicable law and of the Contract.

 

11.4  Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates, recommendations, documents, and all other data compiled by or received by the Contractor under the Contract shall be the property of the UN WOMEN, shall be made available for use or inspection by the UN WOMEN at reasonable times and in reasonable places, shall be treated as confidential, and shall be delivered only to UN WOMEN authorized officials on completion of work under the Contract

 

12.      USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UN WOMEN OR THE UNITED NATIONS

The Contractor shall not advertise or otherwise make public the fact that it is a Contractor with UN WOMEN, nor shall the Contractor, in any manner whatsoever use the name, emblem or official seal of UN WOMEN or the United Nations, or any abbreviation of the name of UN WOMEN or the United Nations in connection with its business or otherwise.

 

13.  CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION

13.1    All 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 WOMEN, shall be treated as confidential and shall be delivered only to UN WOMEN authorized officials on completion of work under this Contract.

 

13.2    The Contractor may not communicate at any time to any other person, Government or authority external to UN WOMEN, any information known to it by reason of its association with UN WOMEN which has not been made public except with the authorization of UN WOMEN; nor shall the Contractor at any time use such information to private advantage. These obligations do not lapse upon termination of this Contract.

 

14. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS

14.1    Force 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.

 

14.2    In 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 WOMEN, 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 WOMEN 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 WOMEN 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.  

14.3    If 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 WOMEN 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

15.1    Either 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.

 

15.2    UN WOMEN 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 WOMEN shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination.

 

15.3    In the event of any termination by UN WOMEN under this Article, no payment shall be due from UN WOMEN 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.

 

15.4    Should 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 WOMEN may, without prejudice to any other right or remedy it may have, terminate this Contract forthwith. The Contractor shall immediately inform UN WOMEN of the occurrence of any of the above events.  

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

18.1          Section 7 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 WOMEN to determine a mutually acceptable procedure.

 

18.2          Accordingly, the Contractor authorizes UN WOMEN to deduct from the Contractor's invoice any amount representing such taxes, duties or charges, unless the Contractor has consulted with UN WOMEN before the payment thereof and UN WOMEN 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 WOMEN with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized.

 

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 WOMEN to terminate this Contract immediately upon    notice to the Contractor, at no cost to UN WOMEN.

 

20.  MINES

20.1The Contractor 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 Any breach of this representation and warranty shall entitle UN WOMEN 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 WOMEN.

 

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 WOMEN unless provided by an amendment to this Contract signed by the authorized official of UN WOMEN.

Annex III

TERMS OF REFERENCE

Project on

Engaging Informal Sector Women Workers in Energy Auditing for Efficient Energy Use and Management

 

1.      Background:

 

There is a growing realization and acknowledgement of the serious consequences of climate change with implications on livelihoods and economic security. Importantly the gender dimension of climate change could not be overlooked as the prevalent gender inequality exacerbates women’s vulnerability and constrains their potential to explore and adopt ways to cope with its adverse impacts.

 

In the Cancun negotiations on climate change (2010) renewable energy has emerged as one of the three pillars in addressing climate change impacts, the other two pillars are bio energy and eco system services.

 

UN Women, while recognizing the importance of renewable energy as an adaptation measure, has begun intervening to ensure that gender dimensions are not overlooked in climate change policy and praxis. Our research and programming experience has enabled to understand that being the major players in energy for household and livelihood activities, women’s role in use and management of energy infrastructures is not to be overlooked. Their proper management and effective use of energy would save energy, lower their expenditure on energy costs and enhance their agency and income. Moreover, it is also experienced that there is an urgent need to develop women’s capabilities and raise awareness about efficacious and rational use of energy and natural resources.

 

2.      Work Assignment :

 

UN Women is seeking the service of a highly qualified organization with extensive expertise and knowledge in the area of gender dimensions of renewable energy options.

 

Specifically, the organization will undertake the following tasks:

 

·         Undertake the capacity assessment of women who would be trained as energy auditors

·         Train women informal sector workers as energy auditors and thereby also create self employment opportunities for them.

·         Undertake capacity assessment of women who would be made aware about the efficient use and management of conventional and renewable energy sources.

·         Build awareness among the women about the efficient use and management of conventional and renewable energy resources.

·         Assist women to adopt innovative ways to conserve energy through improved ventilation, use of improved cook stoves etc.

·          Assist women to monitor the energy consumption patterns in their homes and micro enterprises to improve energy efficiency and ensure energy savings in their households and enterprises through management of conventional and renewable energy options.

·         Document and report the experience along with photographs  

 

3.      Expected Outcomes: 

Enhanced individual competencies[1] of women in informal sector to conduct energy audits and efficiently use and manage the energy resources in their households and enterprises.  

4.      Duration of Assignment : 

  June 2011 - February 2012 

5.      Project Location:  

Two Districts in One State. 

6.      Required Qualifications:  

  • An organization with extensive experience in the area of energy and climate change with serious interest in engendering these areas. 
  • Proven commitment to advancement of women and rights based approaches.
  • Excellent communication and presentation skills.

 Only the selected grantee will be notified  

 

LOGICAL FRAMEWORK FORMAT

 

Results

Indicators

Means of Verification/Sources of Information

Assumptions/Risks

Goal –

 

 

 

Outcome 1 –The project is expected to contribute towards the achievement of this result, collectively with other development partners.

Link to relevant indicators.

 

 

Output 1.1 – The project will be directly held accountable for this result.

 

 

X – not needed

Activity 1.1.1

X – Not needed

 

X

Activity 1.1.2

X

 

X

Activity 1.1.3

X

 

X

Output 1.2 - The project will be directly held accountable for this result.

 

 

X – Not needed

Activity 1.2.1

 

X – Not needed

 

X

Activity 1.2.2

X

 

X

Activity 1.2.3

X

 

X

Outcome 2 The project is expected to contribute towards the achievement of this result, collectively with other development partners.

Link to relevant indicators.

 

 

Repeat as in above

 

 

 

 

 

IMPLEMENTATION WORK PLAN FORMAT

 

Outcome

 

Output

 

Output Indicator

Key

Activity

Implementing Partner(s)

Timeframe

(6 monthly units)

Budget Amount

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                     

 

 

 

 

 

 

 

 

 

 

 

 

 

 Annex IV

                                                                                                                                                   

PROPOSAL SUBMISSION FORM

 

Dear Sir / Madam, 

Having examined the Solicitation Documents we, the undersigned, offer to develop and implement the project as per the TORs for the sum as may be ascertained in accordance with the Finance/ Budget Plan attached herewith and made part of this Proposal. 

We undertake, if our Proposal is accepted, to commence and complete all activities specified in the contract within the time frame stipulated.

We agree to abide by this Proposal for a period of 120 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 authorized to sign Proposal for and on behalf of 

                                                                                               

Annex V

Finance/ Budget Plan

 

The Organization is asked to prepare the Finance/Budget plan  as a separate envelope from the rest of the RFP response as indicated in Section D paragraph 14 (b) of the Instruction to Organizations.

 

All prices/rates quoted must be exclusive of all taxes, since the UNDP is exempt from taxes as detailed in Section II, Clause 18.

 

The Finance/ Budget Plan must provide a detailed cost breakdown (in excel). Provide separate figures for each functional grouping or category.

 

Estimates for cost-reimbursable items, if any, such as travel, and out of pocket expenses should be listed separately.

 

In case of an equipment component to the service provided, the Finance/ Budget Plan should include figures for both purchase and lease/rent options. UN Women reserves the option to either lease/rent or purchase outright the equipment through the organization.

 

The format shown on the following pages should be used in preparing the Finance/ Budget Plan (in Excel). The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples.


 

Project Name

 

Budget

 

 

 

 

 

 

 

 

 

SL.No.

Budget Heads

Unit/Qty

Rate

Total

%age

SL.No.

Notes on budget line items

 

 

 

 

 

 

 

 

1

Personnel[2]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

sub total Personnel

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2

Programme [3]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sub total Programme

 

 

 

 

 

 

3

Equipment[4]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sub total Equipment

 

 

 

 

 

 

4

Administrative Costs[5]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sub total Administrative cost

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total

 

 

 

100

 

 

 


 

[1] Individual competencies refer to the abilities and aptitudes of people that determine what kind of contributions they can make to the functioning of an organization, institution, group, or other type of (social) system or to a goal or outcome. Individual competencies include:

·         Knowledge

·         Skills

·         Attitudes, mindsets, and motivations

 

[2] Personnel includes salaries for the project staff. The budget should be in the range of 20-25% however the budget will vary for the research oriented budget

[3] Programme  includes budget for the programme activities including monitoring & evaluation (3%)  to be detailed activity wise at 65-70%

[4] Equipment to be budgeted if required under the project not exceeding 2-3% of the total budget

[5] Administrative cost is limited to 7% and includes expense such as rent/utilities, communication, xerox, expendable supplies, audit cost etc.



 

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