Request for Proposal (RFP) - UNDP Nigeria

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Request for Proposal (RFP) - UNDP Nigeria

    Request for Proposal (RFP)

     th29 November, 2012

Dear Sir/Madam,

    Subject: ‘’RFP Supply, Deployment and Installation of Caseflow Management Software at

    Bayelsa State Judiciary, Yenagoa.

    The United Nations Development Programme (UNDP) Nigeria on behalf of the United Nations Office on Drugs and Crime (UNODC) Nigeria is hereby requesting all qualified bidders to submit a proposal to offer „Supply, Deployment and Installation of Caseflow Management Software at Bayelsa State Judiciary, Yenagoa.

as per enclosed Terms of Reference (TOR).

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

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

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

    iii. Model Contract for Professional Consulting Services between UNDP and a Company or


    entity………………………………………………………………………………(Annex III)

    iv. Terms of Reference (TOR)………………………………………………………. (Annex IV)

    v. Proposal Submission Form …………………………………………………… (Annex V)

    vi. Price Schedule …………………………………………………………………………(Annex


3. Your offer comprising of technical proposal and financial proposal, in separate sealed envelopes, th should reach the following address not later than 2.00 p.m. on 13December, 2012.

    The Service Centre Manager, UNDP- Nigeria,

    Anambra State Governor’s Lodge,

    19, T. Y. Danjuma Street, Asokoro, FCT, Abuja.

    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.

    5. You are requested to acknowledge receipt of this letter and to indicate whether or not you intend

    to submit a proposal.


    Yours Sincerely,

    Olayinka Sanusi

Annex I Instructions to Offerors

A. Introduction

1. General

Purpose of RFP


    The objective of this procurement process is to select a qualified organization to supply and installation of a Caseflow Management System as well as a training proposal for end users.

Software Specification: Caseflow Management System

    The application software for Caseflow Management System should be a web-based application built on .NET platform. It should be modular with facility for customization and ease of use functionality. The database used should be based on Microsoft SQL Server with full security features. The application should ride on Windows 2008 Server or higher.

Basic Features of Caseflow Management System

    The Caseflow Management System (at the very basic level) should be capable of accomplishing the following:

    ; Electronic filing of cases

    ; Electronic assignment of cases

    ; Electronic tracking/monitoring of case progress

    ; Electronic payment for filing of cases

    ; Electronic imaging of case files

    ; Case statistics for Caseflow Management

2. Cost of proposal

    The Offeror shall bear all costs associated with the preparation and submission of the Proposal,

    the UNDP 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



    The Offeror is expected to examine all corresponding instructions, forms and/ or TOR as

    contained in the Solicitation Documents. Failure to comply with these documents will be at the

    Offeror‟s risk and may affect the evaluation of the Proposal.

4. Clarification of solicitation documents

    A prospective Offeror requiring any clarification of the Solicitation Documents may notify the

    procuring UNDP entity in writing at the organization‟s mailing address as indicated in the RFP

    or email address “”. The procuring UNDP entity will respond in

    writing to any request for clarification of the Solicitation Documents that it receives earlier than 3

    days 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 Offerors that have received the Solicitation Documents.

5. Amendments of solicitation documents

    At any time prior to the deadline for submission of Proposals, the procuring UNDP entity may,

    for any reason, whether at its own initiative or in response to a clarification requested by a

    prospective Offeror, modify the Solicitation Documents by amendment.

    All prospective Offerors that have received the Solicitation Documents will be notified in writing

    of all amendments to the Solicitation Documents.

    In order to afford prospective Offerors reasonable time in which to take the amendments into

    account in preparing their offers, the procuring UNDP 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 Offeror and all correspondence and documents relating to the

    Proposal exchanged by the Offeror and the procuring UNDP entity shall be written in the English


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

    Offeror meets all requirements;

(c) Price schedule, completed in accordance with clauses 8 and 9;

8. Proposal form

    The Offeror 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 Offeror‟s present activities. It should focus on services related to the Proposal.

    This section should also describe the organisational unit(s) that will become responsible for the contract, and the general management approach towards a project of this kind with particular attention to the evaluation criteria. The Offeror should comment on its experience in similar projects and identify the person(s) representing the Offeror in any future dealing with the procuring UNDP entity.

    (b) Resource plan

    This should fully explain the Offeror‟s resources in terms of personnel and facilities necessary for the performance of this requirement. It should describe the Offeror‟s current capabilities/facilities including, but not limited to, financial and also any plans for their expansion.

    (c) Proposed methodology

    This section should demonstrate the Offeror‟s responsiveness to the TOR by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed assignment; and demonstrating how the proposed methodology meets or exceeds the TOR.

    The operational and technical part of the Proposal should not contain any pricing information whatsoever on the services offered. Pricing information shall be separated and only contained in the appropriate Price Schedules.

    It is mandatory that the Offeror‟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 Offeror considers proprietary, if any, should be clearly marked “proprietary” next to the relevant part of the text and it will then be treated as such accordingly.

    In addition to the proposal the following document/information should be included as part of

    the offeror’s submissions: Failure to provide the following document shall lead to


a) Proposal Submission Form

    b) certificate of incorporation,

    c) Corporate Profile of the organization

    d) Audited financial statements for the last three years,

    e) CVs of key personnel that will implement the contract and specific roles they will play must

    be stated.



    f) Evidence of major similar contracts implemented in the last 5 years and their values with

    specific reference to international projects. Evidence may include award letters and certificate

    of completion and reference letters from clients

9. Proposal prices

    The Offeror shall indicate on an appropriate Price Schedule, an example of which is contained in

    these Solicitation Documents, the prices of services it proposes to supply under the contract.

10. Proposal currencies

    All prices shall be quoted in US dollars or any other convertible currency. The Bidder shall

    indicate on the appropriate Price Schedule the unit prices (where applicable) and total Bid Price

    of the services it proposes to supply under the contract. Nigeria based firms are requested to

    submit their financial proposal using local currency (Naira).

11. Period of validity of proposals

    Proposals shall remain valid for one hundred and twenty (120) days after the date of Proposal

    submission prescribed by the procuring UNDP entity, pursuant to the deadline clause. A Proposal

    valid for a shorter period may be rejected by the procuring UNDP entity on the grounds that it is


    In exceptional circumstances, the procuring UNDP entity may solicit the Offeror‟s consent to an

    extension of the period of validity. The request and the responses thereto shall be made in writing.

    An Offeror granting the request will not be required nor permitted to modify its Proposal.

12. Format and signing of proposals

    The Offeror 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 Offeror or a person or persons duly authorised to bind the Offeror to the contract. The latter

    authorisation 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 Offeror, in which case such corrections shall be initialed by the person

    or persons signing the Proposal.

13. Payment

    UNDP shall effect payments to the Contractor after acceptance by UNDP of the invoices

    submitted by the contractor, upon achievement of the corresponding milestones.

D. Submission of Proposals

14. Sealing and marking of proposals

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



    (a) The outer envelope shall be addressed to

    Attention: The Service Centre Manager

    ‘’RFP Supply, Deployment and Installation of Caseflow Management Software at Bayelsa

    State Judiciary, Yenagoa’’

    UNDP- Nigeria

    Anambra State Governor’s Lodge

    19, T. Y. Danjuma Street

    FCT, Abuja.

    and, marked with

    ‘’RFP Supply, Deployment and Installation of Caseflow Management Software at Bayelsa

    State Judiciary, Yenagoa’’

    (b) Both inner envelopes shall indicate the name and address of the Offeror. 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 UNDP entity will not assume responsibility for the Proposal‟s misplacement or premature opening.

Please note: Bidders must not include any financial information/price about the proposal in the

    technical proposal or in the model contract for professional services included on this RFP document. All financial information i.e. completed price schedule must be submitted in a separate sealed envelope as stated in clause 14b above. Any technical proposals with financial

    information shall be disqualified. . Also, all submissions with unsealed financial proposals shall be disqualified.

    15. Deadline for submission of proposals

Proposals must be received by the procuring UNDP entity at the address specified under clause thSealing and marking of Proposals not later than 13 December, 2012 at 2.00 p.m. Abuja time.

    Kindly note that this deadline cannot be extended. E-mail submission of bid responses shall be rejected.

    Notwithstanding, the procuring UNDP 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 UNDP entity and Offerors previously subject to the deadline will thereafter be subject to the deadline as extended.

    16. Late Proposals

    Any Proposal received by the procuring UNDP 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 Offeror may withdraw its Proposal after the Proposal‟s submission, provided that written

    notice of the withdrawal is received by the procuring UNDP 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.

    E. Opening and Evaluation of Proposals

    18. Opening of proposals

     thThe procuring entity will open the Proposals on 13 December 2012 at 3.000 p.m. Abuja time.

    All bidders that wish to attend the bid opening shall indicate that in writing at least 4 days to the end of the closing date of the bid.

    19. 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 fo r 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

    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.



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 price proposal being opened and compared. The price

    proposal of the Proposals will be opened only for submissions that passed the minimum technical

    score of 70% of the obtainable score of 100 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) and shall carry a weight of 70% of the cumulative mark of 100 (70 points).

     In the Second Stage, the price proposal of all Organizations scoring 70% will be assessed and

    weighted over 70% of the cumulative mark of 100. The cumulative scoring method will apply for

    the final selection of the Organization. The lowest financial offer will receive 30 points. The

    points for the remaining offers will be calculated using the formula:

     Points = (lowest financial offer / financial offer being considered) x 30 points

     The contract will be awarded to the Contractor which offers best value for money by weighing

    technical quality against price on a 70/30 basis.


    The obtainable number of points specified for each evaluation criterion indicates the relative

    significance or weight of the item in the overall evaluation process.

    In evaluating the track record of the bidder, the following will be considered (with score points

    indicated in bracket against each sub criteria):

Technical Evaluation Criteria

Summary of Technical Proposal Score Points Company / Other Entity

    Evaluation Forms Weight Obtainable A B C D E

    1. Expertise of Firm /

    Organization submitting 25% 250


    2. Understanding of the Scope of

    Work & Proposed Work Plan 45% 450

    and Approach

    3. Quality of Personnel and 30% 300

    Suitability for the assignment

    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: Understanding of the Scope of Work & Proposed Work Plan and Approach

    Form 3: Quality of Personnel and Suitability for the assignment

    Summary of Technical Proposal Evaluation Score Points Bidders Forms WeigObtainA B C D E

    ht able

    A. Form 1 Expertise of Firm submitting Proposal 25% 250 1. Reputation of firm (List of clients with 30

    contact details provided and certificate of


    2. Experience on similar assignment, (major 130

    assignments in the last 5 years, copies of

    previous contracts indicating their value and

    samples of work done).

    3. Work for major multilateral, bilateral 30

    organization or multinationals

    4. Ability of firm to deliver task in line with 30

    time plan (Reliability)

    5. Relevant Professional body affiliation 30 B Form 2 Understanding of the Scope of Work & Proposed Work Plan and Approach

    45% 450

    7. Understanding of assignment with the scope 100

    of work well defined (TOR)

     Adequacy of the proposed methods in 50

    achieving the objectives of the assignment

    8. Proposed Work Plan (sequence of activities 50

    and planning)

    9. Proposed approach and methodology to 75

    carry out the assignment(realistic and


    10 Proposed Modules of the application 75

    System including, database management

    and code backup.

    11 Proposed web layout and interface for 50


    12. Quality Assurance procedures 50



C Form 3 Quality of personnel and suitability

    for the assignment. 30% 300

     Team Leader

    13. Team leader experience and 100

    professional qualifications in software

    development and implementation with

    minimum of 7 years professional


    14. Team Leader‟s educational 50

    qualifications minimum of 7 years

    first degree in software engineering,

    engineering, computer science and

    relevant professional certifications.

    15. International experience/offering 50

    services in a



     Team Member

    16. Team Member‟s proven educational 40

    and professional training and

    qualification including relevant

    professional certifications (Minimum

    5 years professional experience)

    17 Team member‟s educational 30

    qualifications minimum of 5 years

    first degree in software engineering,

    computer science, engineering, and

    relevant professional certifications.

    18 International experience/offering 30

    services in a



    Total 100% 1000

It is important that the proposal includes information on all items above, in order to ensure proper


F. Award of Contract

    22. Award criteria, award of contract

    The procuring UNDP 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 UNDP entity will award the contract to the qualified Offeror


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