Request for Proposal (RFP)

Document Sample
Request for Proposal (RFP) Powered By Docstoc
					                          Request for Proposal (RFP)
                                                                       Date: 31 December 2009

Dear Sir/Madam,

  Subject: Gender Situation and Needs Analysis, CSO Scoping and Development of a Joint
        Assignment on Institutional Development of Gender machineries in Somalia

___________________________________________________________________________


1. Interested Research Institutions with a focus on gender and institution development
   background, Professional Registered Networks or firms with a history of substantive
   research into gender equality issues and experience in institution development, Academic
   Institutions of required calibre and other such institutions with a background of gender/social
   research and institution development are requested to submit a proposal, as per enclosed
   Terms of Reference (TOR).

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

     i.   Instructions to Offerors …………… . (Annex I)
    ii.   General Terms of Agreement.......... (Annex II)
   iii.   Terms of Reference (TOR)………… . (Annex III)
   iv.    Proposal Submission Form …………..(Annex IV)
    v.    Price Schedule ................... …………..(Annex V)

3. Your offer comprising of technical proposal and financial proposal, in separate sealed
   envelopes, should reach the following address no later than 01 February 2010 by 12.00
   noon:

          “RFP/01/01/2010: Somalia Institutional Study”

          Operations Manager
          United Nations Development Fund for Women
          East and Horn of Africa Regional Office
          Q107, UN Gigiri Complex
          P. O. Box 30218-00100 NAIROBI, Kenya

          Telephone:     +254 20 7624963


NOTES:



                                                                                      Rev Oct 2000
a. UNIFEM will take no responsibility for Proposals that are not delivered directly to the
   address above by post or courier. Proposals should not be left with the security at the gate
   or delivered in person.
b. UNIFEM will not send acknowledgement to making a submission and will get in touch with
   only those institutions which are being considered for an offer. In order to receive a
   confirmation of submission, please courier and obtain the confirmation of delivery from the
   courier Organization.
c. Any effort to influence the UNIFEM proposal solicitation and evaluation process by phone or
   email or through staff may result in disqualification of the proposal.
d. All Proposals must be submitted in soft copies on CDs (one CD for the narrative proposal
   and one for the financial proposal) and two hard copies of the narrative and financial
   proposals. Please follow the guidelines regarding sealing the submission in Section D Point
   14.
e. UNIFEM will not consider proposals that:
       a. Are submitted by individuals.
       b. Include non eligible costs or costs not necessary related for carrying out the review.
       c.    Are submitted from organizations that are guilty of grave professional misconduct
             proven by any means which UNIFEM or any other UN agency can justify.
       d.    Fall outside the scope of this initiative.


4. If you request additional information, we would endeavor to provide information
   expeditiously, but any delay in providing or inability to provide such information will not be
   considered a reason for extending the submission date of your proposal. Kindly send your
   enquiries to      Ms. Milka Okiddy              using     the following     email address;
   milka.okiddy@unifem.org




                                               2
                                                                                     Annex I
Instructions to Offerors

A. Introduction

Due to the continued conflict situation, the national gender machineries – the three ministries
tasked with gender equality or women‘s welfare – in the three zones of Somalia have not only
been marginalized in whatever very little institutional development initiatives have been
undertaken but are also missing from processes of democracy-building and the larger state
building actions.

The recognition of this gap by the UN agencies and the need for action to address gender
inequality and women‘s rights based needs forms the basis for this Request for Proposal (RFP)
to carry out Gender Situation and Needs Analysis, CSO Scoping and Development of a Joint
Assignment on Institutional Development of Gender machineries in Somalia.


B. Administrative Details
   (a) Location:
       Nairobi, Kenya with frequent and/or prolonged travel to the different parts of Somalia and
       move to Somalia if the situation permits and UN Country Team for Somalia makes such
       a decision.

   (b) No of Key Team Members:
       Team of 02 (two) Key Consultants/Experts: One organizational/institutional development
       expert, one gender equality expert with considerable experience in multi-sector recovery
       and development and a few thematic experts for consultations as the Potential Offerors
       may deem fit to fully deliver the tasks.

   (c) Security related issues to be taken into account:
       The offerers need to take into account the physical hardship, logistical challenges of a
       conflict zone and unpredictable changes in the plans due to security in both the proposal
       planning and selection of their consultants/experts who would carry out the assignment
       (i.e., the knowledge, skills, and abilities required to perform the duty in the afore-
       mentioned conditions).
          i.    UNIFEM would facilitate the travel to and from Somalia and accommodation
                while in Somalia. However, it must be borne in mind that any such arrangement
                has to be coordinated with many other UN institutions and plans remain subject
                to the security clearance and the ability of the UN System to arrange these at any
                given time.
         ii.    Having said the above in point i, the Offerer‘s consultants/experts will be neither
                ―staff members‖ under the UN Staff Regulations and Rules nor ―officials‖ under



                                                3
          the Convention on the Privileges and Immunities of the United Nations. The
          Offerer will:
                  a. Submit a ―Statement of Good Health and Fitness to Travel‖ from a
                       recognized physician prior to commencement of work, and take full
                       responsibility for the accuracy of that statement on behalf of its
                       consultants/experts who are expected to work on this assignment.
                       The Statement of Good Health should be valid for one year.
                  b. If the Offerer has consultants/expert over 65 years of age, the Offerer
                       will ensure submission of a medical clearance certificate after a full
                       medical examination conducted specifically for the assignment and
                       stating their fitness to work in a hardship situation with minimal
                       medical facilities.
                  c. Also ensure that its consultants/experts have had the required
                       inoculations for Somalia and Kenya and it will submit a copy of the list
                       of inoculations that the consultants/expert have prior to signing the
                       agreement.
                  d. Ensure that its consultants/experts have comprehensive Medical
                       Insurance and Medical Evacuation coverage valid in Somalia and
                       Kenya.
                  e. Expenses related to the Point 3 cannot be budgeted in the proposal or
                       charged to UNIFEM. These expenses have to be borne by the Offerer
                       or its consultants/experts.
                  f. By submitting a proposal, the offerers and its consultants/experts
                       commit to observe and follow all security rules and protocols that the
                       UN System may require of them.
                  g. Any costs related to travel to and from Somalia and security (like
                       security training, if required and security escort fee, where applicable)
                       will be directly borne by UNIFEM and should not be budgeted by the
                       Offerers.

(d) Proposal Submission Deadline:
      01 February 2010, 12:00 Hours

(e) Type of Procurement:
    Request for Proposal (RFP)

(f) Duration of the Contract to be offered to Selected Offeror:
    06 (Six) months

(g) Languages Required:
    English. Knowledge of Al Soomali desirable.

(h) Cost of proposal:




                                            4
       The Offeror shall bear all costs associated with the preparation and submission of the
       Proposal, the UNIFEM will in no case be responsible or liable for those costs, regardless
       of the conduct or outcome of the solicitation.



C. Solicitation Documents
1. Contents of solicitation documents

   Proposals must offer services for the total requirement. Proposals offering only part of the
   requirement will be rejected. The Offeror 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 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 UNIFEM entity in writing at the organisation‘s mailing address in the RFP. The
   procuring UNIFEM 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 organisation‘s response (including an
   explanation of the query but without identifying the source of inquiry) will be sent to all
   prospective Offerors that has received the Solicitation Documents.

5. Amendments of solicitation documents

   At any time prior to the deadline for submission of Proposals, the procuring UNIFEM 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 UNIFEM entity may, at its discretion, extend
   the deadline for the submission of Proposals.


D. 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 UNIFEM entity shall be written in
   the English language. Any printed literature furnished by the Offeror may be written in
   another language so long as accompanied by an English translation of its pertinent
   passages in which case, for purposes of interpretation of the Proposal, the English
   translation shall govern.



                                               5
7. Documents comprising the proposal that should be submitted to UNIFEM

   The Proposal shall comprise the following components:

   (a) Proposal Submission Form

   (b) Proposal Outline;

   (c) Understanding of the Terms of Reference;

   (d) Operational and technical part of the Proposal, including documentation to demonstrate
       that the Offeror meets all requirements;

   (e) Methodology Paper clearly describing the theoretical and conceptual frameworks to be
       used for Gender Needs/Situation Analysis and CSO Scoping study

   (f) Proposed work plan

   (g) Proposed Team Structure: the composition of the team proposed to carry out the
       activities and the tasks (including supervisory)
   (h) Names and Curriculum Vitae of the team leader and members


   (i) Price schedule or the Financial Proposal, completed in accordance with clauses 8 and 9
       given below and in line with the Administrative Details in Section B above;

   (j) Evidence of similar work done in the past (eg, research report, programme document,
       etc). UNIFEM will use these to assess the Offerer‘s capacity and will not violet the
       copyright of publication in any manner.

   (k) Proposal security


8. Proposal form

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

      (a) Assignment Management Information:

          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 Agreement, and the general management approach towards a
          assignment of this kind. The Offeror should comment on its experience in similar
          assignments and identify the person(s) representing the Offeror in any future dealing
          with the procuring UNIFEM entity. All documents (eg, registration, audit, previous
          annual reports, etc) should be given as annexes to the Proposal/response.




                                                6
          Please ensure that this part responds to all the criteria laid down in Section E Point
          21 (b) Form 1 and From 3 of this RFP.

       (b) Proposed Strategy and Results

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

          It is mandatory that the Offeror‘s Proposal numbering system corresponds with the
          numbering system used in the body of this RFP and in the proposal format provided
          in the proposal cover page template. 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 dearly marked
          ―proprietary‖ next to the relevant part of the text and it will then be treated as such
          accordingly.


          Please ensure that this part responds to all the criteria laid down in Section E Point
          21 (b) Form 2 of this RFP.


       (c) Assignment and Resource Management Information:


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


          Please ensure that this part responds to all the criteria laid down in Section E Point
          21 (b) Form 1 and From 3 of this RFP.

          NOTE: The operational and technical part of the Proposal should not contain any
          pricing/budget information whatsoever on the services offered Pricing information
          must be separated and only contained in the appropriate Price Schedule or the
          Financial Proposal.


9. Proposal prices or Financial Proposal

   The Offeror shall provide detailed budget on an appropriate Price Schedule or Financial
   Proposal in US$. Where the national currency is to be used, the partner will submit of the
   Price Schedule or Financial Proposal in the in the national currency in addition to the Price
   Schedule or Financial Proposal in the US$.



                                               7
   The proposed prices/budget should directly correspond to the narrative technical proposal
   and each activity and area of work must be budgeted from the perspective of cost-
   effectiveness and resource optimization.

   The prices offered will remain valid throughout the lifespan of the assignment from the start
   date to the end date as may be agreed by the signing of the Agreement.

10. Proposal currencies

   All prices shall be quoted in US dollar (US$) and upon selection any transfer of funds could
   be in the national currency equivalent to the proposed prices in US$.


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 UNIFEM entity, pursuant to the deadline
   clause. A Proposal valid for a shorter period may be rejected by the procuring UNIFEM
   entity on the grounds that it is non-responsive.

   In exceptional circumstances, the procuring UNIFEM 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 soft copies on two CDs and two hard copies each 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 Agreement.
   The latter authorisation shall be indicated by written power-of-attorney acOrganizationing
   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 initialled by the
   person or persons signing the Proposal.

13. Payments and instalments

   UNIFEM shall effect payments to the Selected INSTITUTION/FIRM after acceptance by
   UNIFEM of the invoices submitted by the contractor, upon achievement of the
   corresponding milestones as may be agreed in the Contract.


E. Submission of Proposals
14. Sealing and marking of proposals



                                               8
   The Offeror shall seal the soft and hard copies of the Proposal in one outer and two inner
   envelopes, as detailed below.

(a) The outer envelope shall be addressed as:

       “RFP/01/01/2010: Somalia Institutional Study”

       Operations Manager
       United Nations Development Fund for Women
       East and Horn of Africa Regional Office
       Q107, UN Gigiri Complex
       P. O. Box 30218-00100 NAIROBI, Kenya

       Telephone:     +254 20 7624963



(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 of the Financial Proposal duly
   identified as such.

   Note, if the inner envelopes are not sealed and marked as per the instructions in this clause,
   the procuring UNIFEM 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 UNIFEM entity at the address specified under
   clause Sealing and marking of Proposals no later than 12:00 hours local time, 01 February
   2010.

   The procuring UNIFEM 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 UNIFEM 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 UNIFEM 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 UNIFEM entity prior to the deadline
   prescribed for submission of Proposals.



                                                9
   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.


F. 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
   Head of the procuring UNIFEM entity.

19. Clarification of proposals

   To assist in the examination, evaluation and comparison of Proposals, the UNIFEM 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. No such clarification seeking will amount to selection of the
   proposal.

20. Preliminary examination

   The UNIFEM will examine the Proposals to determine whether they are complete, whether
   all specified sections and documents are included, whether the documents have been
   properly signed, and whether the Proposals are generally in order.

   Prior to the detailed evaluation, the UNIFEM will determine the substantial responsiveness
   of each Proposal to the Request for Proposals (RFP) by looking at whether or not all
   specified sections have been filled by the INSTITUTION/FIRM. 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 UNIFEM‘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 UNIFEM and
   may not subsequently be made responsive by the Offeror by correction of the non-
   conformity.

21. Evaluation and comparison of proposals

   Only those proposals which qualify the preliminary examination will be evaluated in-depth in
   the second stage. The technical proposal is evaluated on the basis of its responsiveness to
   the Term of Reference (TOR).



                                                 10
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 which fully meet the
technical criteria in the evaluation.

Arithmetical errors in the short-listed proposals will be rectified during the preliminary
evaluation of the financial proposal or the Price Offer 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.

In the Second Stage, the price proposal of all shortlisted INSTITUTION/FIRMs who meet all
the technical criteria, will be compared. The contract will be awarded to the technically
qualified Contractor offering the lowest price..

UNIFEM may negotiate the technical and financial proposal with the INSTITUTION/FIRM
and will conduct reference check of the INSTITUTION/FIRM prior to making a final decision.
Any such negotiation and vetting is not to be treated as an offer or confirmation of selection.

(a) Technical Evaluation Criteria

 Summary      of  Technical         Proposal   Score       Points     Organization
 Evaluation Forms                              Weight      Obtaina    A     B      C          D      E
                                                           ble
 1.     Organizational strengths of the
        INSTITUTION/FIRM       submitting      30%         300
        the Proposal

 2.     Soundness       of      proposed       40%         400
        strategies  and     results  and
        responsiveness to the ToR

 3.     Capacity       of         the          30%         300
        INSTITUTION/FIRM‘s Personnel

        Total                                              1000

(b)     Evaluation forms

Evaluation forms for technical proposals follow on the next few 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 Proposal Evaluation Forms are:

Form 1: Strengths of Organization Submitting Proposal

Form 2: Proposed Strategies, Results and Results Based Planning

Form 3: Personnel Capacities

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 proposal.




                                                  11
Form 1:                                                 Points       Organization
                                                        obtainable   A     B      C       D       E

Strengths of organization submitting proposal


1   Reputation of Organisation and Staff                40
    (Competence and Reliability of Both based
    on their past performance)
2   Litigation and Arbitration history                  25

3   General Organisational Capability which is          50
    likely to affect implementation (i.e. loose
    consortium, size of the Organization,
    strength of assignment management
    support e.g. staff to follow up, dedicated
    staff for specialized tasks, coordination
    capacity, and assignment management
    controls, etc)
4   Extent to which any work would be                   15
    subcontracted and information about the
    nature of subcontracting in the proposal
    (subcontracting carries additional risks
    which       may       affect    assignment
    implementation, but properly done it offers a
    chance to access specialized skills).
5   Quality assurance procedures, warranty, etc         25
    that the Organization may have in place

6   Relevance and efficiency of:                        145
    1. Specialized Knowledge of Behaviour and
       Policy      Change        Research        and
       Programmes/Assignments                    and
       Implementing work in the Institutional
       Development area for which application
       is made
    2. Experience of implementing assignments
       of similar nature and scope
    3. Experience of managing risks to the
       assignment
    4. Work planning and review capacities
    5. M&E and reporting capacities
    6. Sustainability plan and replication
       abilities
    7. Soundness of Assignment management
       (organization         and          assignment
       management flow chart and description
       of roles and responsibilities) and
       resource      management           (adequacy,
       efficiency and cost effectiveness of
       personnel, facilities, etc) abilities
                                                        300

Form 2:                                                 Points       Organization
                                                        Obtainable   A          B     C       D       E



                                                   12
Proposed Strategies, Results and Results Based Planning


1   To what degree does the Offerer                     60
    understand the ToR in terms of nature and
    scope?
2   Have the important aspects of the theme to          50
    be addressed been addressed in sufficient
    detail in terms of explanations and
    alignment with the intent of the theme
    description and focus given in the ToR?
3   Are the different components of the                 50
    assignment adequately planned with
    indicators, activities and annual targets to
    be achieved in the M&E Plan?
4   Is the sequence of planned actions                  50
    appropriate for realization of the Key Result
    and the Outputs or the secondary results?
5   Is the proposal based on demonstrated past          50
    experience of the Offerer?
6   Is the workplan in line with the narrative          100
    proposal and does it look realistic in the
    country context?
7   Is coordination planned clearly and names           40
    of stakeholders for specific and overall
    coordination provided and promise efficient
    implementation to the assignment?
                                                        400

                                                        Points       Organization
Form 3:                                                 Obtainable   A     B      C   D   E


Capacities of INSTITUTION/FIRM Personnel based on the CVs

                                          Sub-
1   The two key experts required as       points        200
    per the ToR
    1.1. Experience suitable to the       20
    assignment tasks as explained in
    the ToR
    1.2. Experience of managing a         20
    complex research assignment
    1.3. Relevance of academic and        20
    training background
    1.4. Research abilities               60
    1.5. Reporting abilities              60
    1.6. Experience of working with       20
    gender machineries and in the
    public     sector       reform   in
    conflict/post conflict situation
    Sub-total                             200




                                                   13
                                                 Sub-
  2    Other experts (Specify here the           points        100
       number and the proposed role
       they would play)
       2.1.    General      relevance       of   20
       academic       qualifications      and
       trainings to the task for which they
       are being proposed to be
       assigned
       2.2. Suitability of experience for        20
       the Assignment theme or task for
       which they are being proposed to
       be assigned
       2.3. Experience of working with           10
       gender machineries and in the
       public sector reform
       2.4. Research abilities                   20
       2.5.     Documentation        abilities   20
       relevant to the task assigned
       2.7. Research experience in               10
       conflict/post conflict environments
       Sub-total                                 100
                                                               300
       Total Part 3



G. Award of Contract
22. Award criteria, award of Contract

   The procuring UNIFEM 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
   Agreement, without thereby incurring any liability to the affected Offeror or any obligation to
   inform the affected Offeror or Offerors of the grounds for the UNIFEM‘s action

   Prior to expiration of the period of proposal validity, the procuring UNIFEM entity will award
   the Agreement to the qualified Offeror whose Proposal after being evaluated is considered
   to be the most responsive to the needs of UNIFEM Country Strategy.

23. UNIFEM‘s right to vary requirements at time of award

   The UNIFEM reserves the right at the time of award of Agreement 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 Agreement

   Within fifteen (15) days of receipt of the Agreement the successful Offeror shall sign and
   date the Agreement and return it to the UNIFEM.




                                                          14
25. Performance Security

   Within 30 days of the receipt of the Contract from UNIFEM, the successful Offeror shall
   provide the performance security on the Performance Security Form provided in the
   Solicitation Documents and in accordance with the Special Conditions of Contract.

   Failure of the successful Offeror to comply with the requirement of Clause 24 or Clause 25
   shall constitute sufficient grounds for the annulment of the award and forfeiture of the
   Proposal security if any, in which event UNIFEM may make the award to the next lowest
   evaluated Offeror or call for new Proposals.




                                              15
                                                                                    Annex II
GENERAL CONDITIONS OF AGREEMENT


1. LEGAL STATUS

   The Selected INSTITUTION/FIRM shall be considered as having the legal status of an
   independent    selected   INSTITUTION/FIRM    vis-à-vis  UNIFEM.   The    Selected
   INSTITUTION/FIRM's personnel and sub-selected INSTITUTION/FIRMs shall not be
   considered in any respect as being the employees or agents of UNIFEM or the United
   Nations.

2. SOURCE OF INSTRUCTIONS

   The Selected INSTITUTION/FIRM shall neither seek nor accept instructions from any
   authority external to UNIFEM in connection with the performance of its services under this
   Agreement. The Selected INSTITUTION/FIRM shall refrain from any action which may
   adversely affect UNIFEM or the United Nations and shall fulfil its commitments with the
   fullest regard to the interests of UNIFEM.

3. SELECTED INSTITUTION/FIRM'S RESPONSIBILITY FOR EMPLOYEES

   The Selected INSTITUTION/FIRM shall be responsible for the professional and technical
   competence of its employees and will select, for work under this Agreement, reliable
   individuals who will perform effectively in the implementation of this Agreement, respect the
   local customs, and conform to a high standard of moral and ethical conduct.

4. ASSIGNMENT

   The Selected INSTITUTION/FIRM shall not assign, transfer, pledge or make other
   disposition of this Agreement or any part thereof, or any of the Selected
   INSTITUTION/FIRM's rights, claims or obligations under this Agreement except with the
   prior written consent of UNIFEM.

5. SUB-AGREEMENTS
   In the event the Selected INSTITUTION/FIRM requires the services of sub-selected
   INSTITUTION/FIRMs, the Selected INSTITUTION/FIRM shall obtain the prior written
   approval and clearance of UNIFEM for all sub-selected INSTITUTION/FIRMs. The approval
   of UNIFEM of a sub-selected INSTITUTION/FIRM shall not relieve the Selected
   INSTITUTION/FIRM of any of its obligations under this Agreement. The terms of any sub-
   Agreement shall be subject to and conform with the provisions of this Agreement.

6. OFFICIALS NOT TO BENEFIT

   The Selected INSTITUTION/FIRM warrants that no official of UNIFEM or the United Nations
   has received or will be offered by the Selected INSTITUTION/FIRM any direct or indirect
   benefit arising from this Agreement or the award thereof. The Selected INSTITUTION/FIRM
   agrees that breach of this provision is a breach of an essential term of this Agreement.




                                              16
7. INDEMNIFICATION

  The Selected INSTITUTION/FIRM shall indemnify, hold and save harmless, and defend, at
  its own expense, UNIFEM, 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 Selected INSTITUTION/FIRM, or the
  Selected      INSTITUTION/FIRM's          employees,     officers, agents    or   sub-selected
  INSTITUTION/FIRMs, in the performance of this Agreement. This provision shall extend,
  inter alia, to claims and liability in the nature of personnel's compensation, products liability
  and liability arising out of the use of patented inventions or devices, copyrighted material or
  other intellectual property by the Selected INSTITUTION/FIRM, its employees, officers,
  agents, servants or sub-selected INSTITUTION/FIRMs. The obligations under this Article do
  not lapse upon termination of this Agreement.

8. INSURANCE AND LIABILITIES TO THIRD PARTIES

  8.1 The Selected INSTITUTION/FIRM shall provide and thereafter maintain insurance
      against all risks in respect of its property and any equipment used for the execution of
      this Agreement.
  8.2 The Selected INSTITUTION/FIRM shall provide and thereafter maintain all appropriate
      personnel's compensation insurance, or its equivalent, with respect to its employees to
      cover claims for personal injury or death in connection with this Agreement.
  8.3 The Selected INSTITUTION/FIRM 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 Agreement or the operation of any vehicles, boats, airplanes or other
      equipment owned or leased by the Selected INSTITUTION/FIRM or its agents, servants,
      employees or sub-selected INSTITUTION/FIRMs performing work or services in
      connection with this Agreement.
  8.4 Except for the personnel's compensation insurance, the insurance policies under this
      Article shall:

     (i) Name UNIFEM as additional insured;

     (ii) Include a waiver of subrogation of the Selected INSTITUTION/FIRM's rights to the
          insurance carrier against UNIFEM;

      (iii) Provide that UNIFEM shall receive thirty (30) days written notice from the insurers
            prior to any cancellation or change of coverage.
  8.5 The Selected INSTITUTION/FIRM shall, upon request, provide UNIFEM with satisfactory
      evidence of
      the insurance required under this Article.

9. ENCUMBRANCES/LIENS

  The Selected INSTITUTION/FIRM 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 UNIFEM against any monies due or to become due for any work                done or
  materials furnished under this Agreement, or by reason of any other claim or            demand
  against the Selected INSTITUTION/FIRM.



                                               17
10. TITLE TO EQUIPMENT

  Title to any equipment and supplies that may be furnished by UNIFEM shall rest with
  UNIFEM and any such equipment shall be returned to UNIFEM at the conclusion of this
  Agreement or when no longer needed by the Selected INSTITUTION/FIRM. Such
  equipment, when returned to UNIFEM, shall be in the same condition as when delivered to
  the Selected INSTITUTION/FIRM, subject to normal wear and tear. The Selected
  INSTITUTION/FIRM shall be liable to compensate UNIFEM for equipment determined to be
  damaged or degraded beyond normal wear and tear.

11. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS

  UNIFEM 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 Agreement. At the UNIFEM's
  request, the Selected INSTITUTION/FIRM shall take all necessary steps, execute all
  necessary documents and generally assist in securing such proprietary rights and
  transferring them to UNIFEM in compliance with the requirements of the applicable law.


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

  The Selected INSTITUTION/FIRM shall not advertise or otherwise make public the fact that
  it is a Selected INSTITUTION/FIRM with UNIFEM without written consent of UNIFEM, nor
  shall the Selected INSTITUTION/FIRM, in any manner whatsoever use the name, emblem
  or official seal of UNIFEM or the United Nations, or any abbreviation of the name of UNIFEM
  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 Selected
       INSTITUTION/FIRM under this Agreement shall be the property of UNIFEM, shall be
       treated as confidential and shall be delivered only to UNIFEM authorized officials on
       completion of work under this Agreement.
  13.2 The Selected INSTITUTION/FIRM may not communicate at any time to any other
       person, Government or authority external to UNIFEM, any information known to it by
       reason of its association with UNIFEM which has not been made public except with
       the authorization of UNIFEM; nor shall the Selected INSTITUTION/FIRM at any time
       use such information to private advantage. These obligations do not lapse upon
       termination of this Agreement.

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 Selected INSTITUTION/FIRM shall give notice and full particulars
       in writing to UNIFEM, of such occurrence or change if the Selected


                                              18
       INSTITUTION/FIRM is thereby rendered unable, wholly or in part, to perform its
       obligations and meet its responsibilities under this Agreement. The Selected
       INSTITUTION/FIRM shall also notify UNIFEM of any other changes in conditions or
       the occurrence of any event which interferes or threatens to interfere with its
       performance of this Agreement. The notice shall include steps proposed by the
       Selected INSTITUTION/FIRM 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, UNIFEM shall take such action as, in its sole discretion, it
       considers to be appropriate or necessary in the circumstances, including the granting
       to the Selected INSTITUTION/FIRM of a reasonable extension of time in which to
       perform its obligations under this Agreement.
  14.3 If the Selected INSTITUTION/FIRM is rendered permanently unable, wholly, or in
       part, by reason of force majeure to perform its obligations and meet its responsibilities
       under this Agreement, UNIFEM shall have the right to suspend or terminate this
       Agreement 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.
  14.4 Conditions, as stated in this Article shall be rendered null and void if they are different
       from or contradict the conditions laid down in the Agreement that UNIFEM shall sign
       with the Selected INSTITUTION/FIRM.

15. TERMINATION

  15.1 Either party may terminate this Agreement 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 Agreement.
  15.2 UNIFEM reserves the right to suspend and/or terminate this Agreement at any time
       upon 14 days prior written notice to the Selected INSTITUTION/FIRM.
  15.3 In the event of any termination by UNIFEM under this Article, no payment shall be
       due from UNIFEM to the Selected INSTITUTION/FIRM except for work and services
       satisfactorily performed in conformity with the express terms of this Agreement. The
       Selected INSTITUTION/FIRM 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 Selected INSTITUTION/FIRM be adjudged bankrupt, or be liquidated or
       become insolvent, or should the Selected INSTITUTION/FIRM make an assignment
       for the benefit of its creditors, or should a Receiver be appointed on account of the
       insolvency of the Selected INSTITUTION/FIRM, UNIFEM may, without prejudice to
       any other right or remedy it may have, terminate this Agreement forthwith. The
       Selected INSTITUTION/FIRM shall immediately inform UNIFEM of the occurrence of
       any of the above events.
  15.5 Conditions, as stated in this Article shall be rendered null and void if they are different
       from or contradict the conditions laid down in the Agreement that UNIFEM shall sign
       with the Selected INSTITUTION/FIRM.


16. SETTLEMENT OF DISPUTES

  16.1.      Amicable Settlement



                                               19
             The Parties shall use their best efforts to settle amicably any dispute, controversy
             or claim arising out of, or relating to this Agreement 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 Agreement 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.

  16.3.      Validity of this Article

             Conditions, as stated in this Article shall be rendered null and void if they are
             different from or contradict the conditions laid down in the Agreement that
             UNIFEM shall sign with the Selected INSTITUTION/FIRM.


17. PRIVILEGES AND IMMUNITIES

  Nothing in or relating to this Agreement 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 UNDP to determine a mutually acceptable
       procedure.
  18.2 Accordingly, the Contractor authorizes UNDP to deduct from the Contractor's invoice
       any amount representing such taxes, duties or charges, unless the Contractor has
       consulted with UNDP before the payment thereof and UNDP has, in each instance,
       specifically authorized the Contractor to pay such taxes, duties or charges under
       protest. In that event, the Contractor shall provide UNDP with written evidence that
       payment of such taxes, duties or charges has been made and appropriately
       authorized.


                                              20
19 CHILD LABOUR

  19.1 The Selected INSTITUTION/FIRM 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 UNIFEM to terminate this
       Agreement immediately upon notice to the Selected INSTITUTION/FIRM, at no cost
       to UNIFEM.


20 MINES, ARMS and TERRORISM

  20.1 The Selected INSTITUTION/FIRM represents and warrants that neither it nor any of its
       suppliers is actively and directly engaged in patent activities, terrorism activities, and in
       development, assembly, production, trade or manufacture of mines or in such activities
       in respect of components primarily utilized in the manufacture of Mines or any other
       kind of Arms. 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 UNIFEM to terminate this
       Agreement immediately upon notice to the Selected INSTITUTION/FIRM, without any
       liability for termination charges or any other liability of any kind of UNIFEM.


21 OBSERVANCE OF THE LAW

  The Selected INSTITUTION/FIRM shall comply with all laws, ordinances, rules, and
  regulations bearing upon the performance of its obligations under the terms of this
  Agreement.

22 AUTHORITY TO MODIFY

  No modification or change in this Agreement, no waiver of any of its provisions or any
  additional Agreement/Contractual relationship of any kind with the Selected
  INSTITUTION/FIRM shall be valid and enforceable against UNIFEM unless provided by an
  amendment to the Agreement signed by the authorized official of UNIFEM.




                                               21
                                                                                                Annex III


Terms of Reference (ToR)


Background
[It has been 18 years since the eruption of the Somalia conflict following the demise of the
government of Siaad Barre. During this period, the conflict fluctuated in terms of its intensity, the
nature of actors involved as well as its dimensions and dynamics. Currently, the conflict is
raging on between the institutionally weak Transitional Federal Government (TFG) forces and
their supporters on the one hand and al Shaabab and other fundamentalist groups on the other.
The TFG was expanded in early 2009 following the peace agreement between TFG and the
moderate opposition group the ‗Alliance for the Re-liberation of Somalia‘ (ARS-Djibouti) and
enjoys international legitimacy and the support of Inter-Governmental Authority on Development
(IGAD).

The TFG with the support of the African Union Mission in Somalia (AMISOM) controls only a
small part of the capital Mogadishu. Large parts of south central Somalia, including parts of the
capital, are in the hands of al Shaabab and other opposition forces. While in the past, clan
politics and rivalry between various warlords fuelled and entrenched the conflict, in recent times
additional dimensions has been added to the conflict as result of the increasing power
contestation of the religious groups. Another notable development is also the extension of the
conflict from inland areas to the sea off the coast of Somalia. The coastal water of Somalia is
now the most pirate-infested sea, posing a serious threat to maritime security and trade.

Various efforts have been made at resolving this highly protracted conflict. So far, there have
been 15 internationally led peace processes. Since early 2008, the UN has initiated a new
peace process. At the same time, the AU maintains a small peacekeeping force known as
AMISOM. One of the achievements of the new UN-led peace process has been the signing of
an agreement between the TFG and the ARS-Djibouti, which led to the appointment of a new
president and the expansion of the TFG Parliament in late January 2009. Although this aroused
the hope for peace in Somalia, the rejection of the peace process and the new government by al
Shaabab and opposition forces and the increasing intensity of the fighting are raising fears that
the new government may collapse. As the fighting persists, the Somalia conflict continues to
test the imagination and good will of those working for its resolution]1.

Amidst the continued fighting the international community as well as the dedicated persons
within the fragile governance systems have been making attempts to construct and support
democratic governance institutions. The UN has increasingly taken on the responsibility in
supporting institution building, including the constitutional process. Constitutional processes as
part of broader state-building efforts, keeping in mind the challenge that is faced by the local
context and existing human capacity in building institutions that conform to the internationally
accepted standards. In the process, the focus have mostly been on governance institutions
that are mandated to deliver the basic services and security to the population. While
interventions to assist institutions in delivering services are present, the institutional
1
 Solomon A Dersso • The Somalia Conflict: Implications for peacemaking and peacekeeping efforts • ISS Paper
198 • Page 1• September 2009


                                                      22
development has mostly focused on organizational structures rather than the institutional
capacity development that can enable institutions to own, manage and reform the governance
apparatus. In particular, is the absence of negotiations and political bargaining concerning
gender equality among the development actors and decision makers, despite of the willingness
to address this gap.
Consequently, the national gender machineries – the three ministries tasked with gender
equality or women‘s welfare – in the three zones of Somalia have not only been marginalized in
whatever little institutional development initiatives have been undertaken but are also missing
from processes of democracy-building and the larger state building actions.
The recognition of this gap by the UN agencies and the need for action to address gender
inequality and women‘s rights based needs forms the basis for this request for proposal to carry
out gender situation analysis and scoping of civil society organisations engaged in actions
contributing to gender equality.

The national gender machineries or the ministries in the three zones bear the main
responsibility for the gender/women‘s empowerment strategy development and implementation
as well as for gender mainstreaming in government processes and programmes in general.
Though the weakness of the governance institutions is a problem across the board in Somalia,
the limited attention paid to building capacities of gender machineries exacerbates the uneven
capacities among line ministries, which in turn slow down the process of economic development
and of building the democratic society, in which all members, men and women, are able to
contribute effectively and benefit from the development results in different spheres of life.
Concerted efforts to institutionalise gender equality actions in governance institutions through
multiple strategies, including efforts to build capacitates of the gender machineries are
necessary in a context in which the existing social, economic and political institutions are by an
large perpetuating the gender inequalities in the country.
The Outputs of this consultancy are aimed to help improve interactions on and abilities of the
gender/women‘s ministries to engage on gender equality and women‘s empowerment needs in
the macro-structural context. It is aimed that the Outputs will help determine direction and
actions of the interested UN agencies such as UNDP and UNIFEM (but not limited to only these
two) that are aimed to address gender inequalities within the social, economic and political
governance institutions.

Scope of the assignment:
The team of experts constituted by the Selected Offeror will be responsible for conducting a
broader gender situation and gender equality needs assessment and scoping of civil society
organizations as well as the assessment of the institutional and technical development needs of
the ministries of gender in three zones and the current support provided to them by various
actors including UN agencies to meet these needs.

The team will be expected to prepare a comprehensive report on the assessments with
recommendations for planning and management of oinstitution/firming activities, possible new
interventions on the priorities , as well as recommendations on the methods of delivering the
interventions. The report should be structured clearly in separate sections (as independent
reports) so that each assessment‘s findings and recommendations, and organizational details of
the civil society organizations assessed are easy to be found in the document. The report
should be accompanied by a synthesized summary of all findings and recommendations.

The team will use the above mentioned report of the assessments to develop a programme
proposal for institutional development and technical capacity building of the three ministries in
the three zones in a phased manner. The program development will be done in close


                                               23
consultation with the three ministries and the UN agencies willing to coordinate their activities or
to join the initiative. The programme proposal will consist of but will not be limited to a narrative
description, results based matrix, monitoring and evaluation plan and budget in an agreed
format.


 The analysis in the report of these assessments should derive from as varied sources,
including the programmes/assignments, statistical data obtained from various sources, policies,
strategies and laws of the governments in the three zones; publications of reports by other
organizations working in Somalia as well as independent academic/research publications. The
Selected Offeror and the team constituted by them will be responsible for sourcing the
documents and filing them for the records of and use by UNIFEM and other UN agencies.

Methods to be used:
The team constituted by the Selected Offeror will assess and prepare the reports, and develop
the programme proposal on the basis of review of relevant published/unpublished documents,
review of statistical data from sources such as SomInfo and as may be identified, consultations
with the civil society, key government officials, relevant stakeholder groups, and information
from any other source, as well as on field investigations of the INSTITUTION/FIRMs to be
studied for scoping purposes.

The team will work in close collaboration with all involved national, local and international
organizations and UN agencies. The programme proposal for institutional development and
technical capacity building of the three ministries in the three zones will have to be validated by
the participating UN agencies and the ministries.

Specific Tasks:
The activities of the team constituted by the Selected Offeror include but are not limited to
undertake and deliver the following:


Broad Task Areas:

   1. Provide leadership and coordination services to deliver the work envisaged in the scope
      of work;

   2. Organize and conduct the entire delivery of tasks from the perspective of Harmonized
      Planning, Processing and Implementation;


Gender Situation Analysis and Gender Equality Needs Assessment:

   3. Conduct a broader gender situation and gender equality needs assessment to bring out
      the situation in terms of:
          a. The cultural, socio-economic, political, humanitarian and development context,
          b. Gender situation and gender equality needs from both practical and strategic
              terms in the following sectors:
                         i.   Economic security, participation and right including access to
                              capital, land, property and other economic resources, technical
                              and professional education, employment, entrepreneurship, macro



                                                 24
                             and micro-economic policies including those related to trade at
                             various levels, budgeting processes, etc.
                       ii.   Violence against women (VAW) in all its manifestations — from
                             the most universally prevalent forms of domestic and sexual
                             violence, to harmful practices like female genital mutilation, abuse
                             in IDP camps and during migration/displacement, intersection
                             between VAW and HIV/AIDS, and other types of femicide; and
                             oinstitution/firming efforts and ability to comply with the
                             international (including CEDAW and UN Security Council
                             Resolutions) and regional legal instruments obligations to prevent,
                             eradicate and punish violence against women and girls.
                      iii.   Democratic governance including representation and
                             participation in politics, decision-making and constitution and law
                             formulation, public policy accountability to women and policies on
                             gender equality, women in the governance institutions and other
                             public sector institutions at the local and zonal levels.
                      iv.    Peace and security including women‘s role in conflict, impacts of
                             conflict on their role and gender relations, inclusion/exclusion from
                             peace processes and effect of these on women‘s wellbeing and
                             livelihood and their ability to access basic needs and rights.
          c. Women and men specific needs not directly covered by any of the sectors but
             pertinent for promoting gender equality and in consonance with this consideration
             of needs and attempts being made by the UN agencies and the governments of
             the three zones in Somalia;


Scoping of Civil Society Organizations:

   4. Conduct a scoping study of civil society organizations with strong in-country presence in
      all or at least one of the three zones of Somalia, which can help implements
      interventions aimed to meet the identified gender equality needs in the three zones. The
      premises of the scoping will include:
          a. Collecting information about Civil Society Organizations from the Somali Support
             Secretariat and other sources to identify about 100 organizations that would be
             studied and building a database of about 30 short-listed Civil Society
             organizations.
          b. Identifying civil society organizations which can support short-term and long term
             sectoral interventions to address identified needs and women‘s empowerment.
          c. Identifying civil society organizations which have capacity or can fast develop
             capacity for mass communication for social change and policy advocacy on
             gender equality issues.
          d. Identifying civil society organizations with strong expertise in sharing information
             and knowledge, building mutual understanding, confidence and trust, and
             providing opportunity to community based organizations and faith based groups
             to support gender equality and women‘s empowerment.
          e. For the purpose of the above, the scoping study should look into the following:
                  i. the Legal framework and how the Civil Society Organizations being
                     studied comply with them in the target zones


                                               25
                  ii. the institutional capacity including financial, logistics, human resources
                      and general management capacity in terms of Actual based on what they
                      have on the ground and Potential based on their ability to develop and
                      overcome areas of concern
                 iii. the programming capacity based on their Current Response – who is
                      working on which issue(s), what is the nature of their
                      assignments/programmes, who are their target people and groups, who
                      are their donors, what level or planning, monitoring, implementation,
                      evaluation and reporting capacity they have.
                 iv. the Support needed by the shortlisted Civil Society Organizations – what
                      strategic, programme and operations capacity building/development
                      support should a development partner like UNIFEM provide, if they are
                      chosen for a partnership
                  v. the Opportunities for engagement – what work is being done by the
                      shortlisted Civil Society Organizations to influence policy/legal formulation
                      and implementation and what of that can be optimized through potential
                      partnerships


Institutional Development and Technical capacities Needs Assessment of Gender
Machineries:

   5. Conduct assessment of the institutional and technical capacities and gaps in the gender
      ministries of the three zones of Somalia, specifically but not limited to the following:
         a. Investigate the ministries‘ administrative mechanism and capacity to manage
              programmes, contracting, procurement and human resources including:
                   i. Ability to prepare the terms of reference, shortlisting, request for
                      proposals, and evaluation of proposals, monitor performance of
                      consultants and staff
                  ii. Ability to organize tendering, and bid/proposal evaluation, and manage
                      and control contracting for procurements and consultants
                 iii. Capacity to manage and control assets and finances including approval
                      processes and checks and balances
                 iv. Level of organizing of and clarity in the internal functions and roles
                  v. Existence and efficiency and gender sensitiveness of the intra-ministerial
                      policies and procedures
         b. Investigate the ministries‘ capacity for piloting; prepare instructions for the
              assignment stakeholders on implementation; monitor and evaluate
              assignments/programmes, specifically but not limited to the following:
                   i. Technical skills and experiences within the ministries – sector-wise,
                      planning, organizing implementation, monitoring and review
                  ii. Practice and quality of documentation and reporting related to all areas of
                      work
                 iii. Ability to set teams and organize human resources to set up task teams
                      and the like to clarify responsibilities and manage staff performance
         c. Investigate the ministries‘ oinstitution/firming activities to:
                   i. Assess their relevance, strengths and weaknesses in line with their
                      mandates and the identified gender equality and women‘s empowerment
                      needs
                  ii. Identify those activities which have relevance to their institutional
                      development;


                                               26
   6. Map the support of various agencies including UN to the three ministries of gender and
   clarify how they meet the institutional needs or the institution/firming institutional
   development activities of the ministries.


Proposal for Institutional Development of Gender Machineries:

   7. Based on the report of the assessments, develop a assignment proposal for institutional
   development and technical capacity building of the three ministries in the three zones in a
   phased manner, beginning from a zone(s) that will produce results fast to the one that will
   take longest time to deliver. The salient elements of the programme development process
   will be:
            d. The assignment will be of about two to three years duration
            e. It will be multi-agency and will be developed in close consultation with the three
               ministries and the UN agencies willing to coordinate their activities or to join the
               initiative.
            f. The assignment proposal will consist of but will not be limited to a narrative
               description of activities, results based matrix, monitoring and evaluation plan,
               annual work plan, budget, logic model of the proposed assignment, roll out plan
               and a process document

Key Deliverables:
Based on the above mentioned tasks the Selected Offeror will deliver the following Outputs:

   1. An Inception Report detailing implementation plan of the above mentioned tasks to be
      submitted within a week of the commencement of the assignment;
   2. An assignment completion report to UNIFEM of acceptable quality with specific section
      on the process followed to deliver the tasks to be submitted within seven days of the
      end of the contract;
   3. Comprehensive report of the analysis and assessments discussed in the Specific Tasks.
      The reports will include the following:
         a. The gender situation analysis and gender equality needs assessment as outlined
              in the specific tasks and scope
         b. A database of 30 Civil Society Organizations shortlisted through the scoping
              study with the requisite information outlined in the Specific Tasks and about 10
              page description of the process followed and list of the all the Civil Society
              Organizations studied as an annexure
         c. The findings of the assessment of the institutional and technical capacities and
              gaps in the gender ministries of the three zones of Somalia encompassing all the
              elements outlined in the Specific Tasks that includes the existing support
              provided to them.


   4. Each report will have an executive summary that provides a snapshot of findings of each
      report.

   5. PowerPoint presentations on the findings of each report;




                                               27
   6. A proposal to be implemented by the UN participating UN agencies for institutional
      development and technical capacity building of the three ministries in the three zones
      and consisting of the following:
         a. a narrative description in an agreed format
         b. a results based matrix in an agreed format
         c. a assignment monitoring and evaluation plan with indicators, milestones,
             baseline, sources of verification, and anticipated assumptions, risks and
             mitigating measures
         d. an annual work plan in an agreed format
         e. a year wise budget in an agreed format
         f. a logic model of the proposed assignment
         g. a flow chart and description of management arrangements including funds
             disbursement and financial tracking
         h. a design of a performance monitoring system for the gender/women‘s ministries
             with definitive targets for the key functionaries and positions, target indicators
             and strategies that track, measure, document, and report progress in achieving
             the targets
         i. a programme roll out plan and check list of things to do towards the full
             implementation of the
         j. a process document that can be used for learning purposes in the future;

Place of Assignment and Special Considerations:
The assignment will be for 6 calendar months starting 15 March 2010 to 14 Sept 2010. The
assignment will be based in Nairobi with long duration and/or frequent travel to the three zones
of Somalia. UN security training is a key requirement for travelling to Somalia and will have to
be undertaken by the team constituted by the Selected Offeror. Somali context requires
considerable flexibility in organizing to meet the deadlines and it is expected that the Selected
Offeror and their team will be committed to demonstrate the flexibility. All aspects of the
assignment, including reporting, are to be delivered on the site (Nairobi and the three zones of
Somalia).

Qualifications

UNIFEM requires the Selected Offeror to constitute a team of two key or principal experts, one
expert in organization development, one in gender equality , one in gender and statistics and
one in program development. The consultants will be expected to have considerable experience
in multi-sectoral recovery and development. The consultant are required to have substantial
competencies and work experience in public sector development and reform.
The qualifications specified here include the requirements only the two key team members.
Each Potential Offeror can include the CVs and justification including other experts who it would
consult with to fully deliver the scope and tasks included in the ToR.

Competencies required in Team Members:


Core Competencies

       1. Ability to help define and communicate the values, purposes and benefits of
           institutional development and organizational assessment.
       2. Ability to promote the effective and ethical use of organization development
           principles, tools and good practices


                                                  28
      3. Ability to support and motivate the government functionaries and staff for enhanced
         institutional learning and individual professional development
      4. Ability to engage a variety of stakeholders to exchange ideas and create dialogue on
         critical
      5. Ability to demonstrate participatory and flexible leadership
      6. Excellent capacity to contribute to equitable policies, principles and practices in
         governance institutions and organizations
      7. Appreciation of the interconnectedness of systems
      8. Understanding of the needs of inclusion of gender, people, ideas, perspectives and
         cultures

Functional Competencies

      1. Sound knowledge of participatory approaches to organizational change and
         management
      2. Sound understanding of impact of institutional polices and practice on gender
         equality and women‘s empowerment
      3. Good capacity to learn from experiences – old of new – and apply them to the task
         undertaken for improved delivery
      4. Excellent ability to collect, collate, analyze and use information
      5. Excellent ability to understand local and customary institutions and their influence on
         democratic institution development processes and results
      6. Good ability to collaborate and forge partnership among stakeholders
      7. Ability to create and environment of cooperation and support among colleagues
      8. Ability to withstand a dynamic conflict/post conflict environment – physical and social
         – in order to plan and deliver timely
      9. Ability to live and work in Somalia as may be required
      10. Ability and willingness to work in a self-service environment and finding self-service
         solutions to replace need for secretarial assistance in daily work
      11. Ability to be resourceful, use opportunities and act quickly
      12. Ability and willingness to comply with rules, policies and procedures


Academic Qualifications:

Expert: Organization Development

      Master‘s, preferably PhD, in management, law, public policy, human rights, international
      development or related field. A certificate/course in gender equality or women‘s human
      rights is highly desirable.

Expert: Gender Equality in recovery and development policy and programming

      Master‘s, preferably PhD, in gender and development studies, women‘s human rights,
      public policy and gender or related field with at a certificate/course in gender equality or
      women‘s human rights. In the absence of required academic qualifications, minimum 5
      years of work in gender mainstreaming in public sector reforms or institutional
      development.




                                                 29
Skills and Experience:

Expert: Organization Development

      1. Minimum of 10 years of relevant professional experience in public sector Institutional
         development
      2. Proven      experience       in   conducting    organizational  functional    reviews
         assessments/evaluations
      3. Specific professional experience:
             a. Proven 5 years of experience in providing technical assistance for public
                 sector institutional reform and organizational development policy and practice
                 in a post-conflict/recovery country context
             b. Extensive knowledge and experience of working in and management of
                 institutional changes including monitoring of such changes in public sector
                 institutions or agencies
             c. Proven experience in public sector capacity building for improved
                 organizational management and building improved organization of functions
             d. Knowledge of the Governance sector in the East African context is
                 considered an asset
      4. Excellent demonstrated negotiation and communication skills
      5. At least 5 years of demonstrated experience in using logical and results based
         frameworks for planning and monitoring and evaluation purposes
      6. Experience in designing and planning performance monitoring
      7. Demonstrated experience in writing quality reports and proposals in reader/user
         friendly styles
      8. Demonstrated skills in and experience of financial management and financial
         functions organizing
      9. Good working knowledge of current information technology applications and office
         software


Expert: Gender Equality in recovery and development policy and programming

      1. Minimum of 10 years of relevant professional experience in gender mainstreaming in
           public sector Institutional development and/or public sector reforms
      2.   Proven experience in conducting gender equality needs assessments and gender
           equality strategy development
      3.   Minimum 5 years‘ of experience in providing consultations and technical assistance
           to the governmental authorities
      4.   Extensive knowledge of UN system approach to gender and human development
      5.   Demonstrated experience in gender analysis, policy analysis and the design of
           gender equality and institution development programmes/assignments and strategies
      6.   At least 5 years‘ of experience in using and a thorough understanding of logical and
           results based frameworks for planning and monitoring and evaluation purposes
      7.   Experience in strategizing for gender equity and the participation of women in multi
           sector recovery and development processes
      8.   Professional experience providing technical assistance to the government institutions
           for the promotion of gender equality
      9.   Practical experience in conflict/post conflict and recovery governance context
           essential



                                              30
10. Practical experience in Islamic context highly desirable
11. Excellent interpersonal skills and the proven ability to diplomatically handle cultural
    sensitivities with target audiences and a diverse range of government and local
    partners
12. Demonstrated experience in writing quality reports and proposals in reader/user
    friendly styles
13. Demonstrated skills in and experience of budgeting for gender equality
14. Good working knowledge of current information technology applications and office
    software




                                        31
                                                                                            Annex IV


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 polling and analysis services 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 Agreement within the time frame stipulated.

We agree to the terms and conditions laid down in the Request for Proposals by submitting this proposal.
We accept that Proposal will be valid for a period of 120 days from the last date of the submission of the
Proposals, 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




                                                    32
                                                                                           Annex V
PRICE SCHEDULE
The Offerer is asked to prepare the Price Schedule/Financial Proposal as a separate envelope
from the rest of the RFP response as indicated in Section E paragraph 14 (b) of the Instruction
to Offerors.

All prices/rates quoted must be exclusive of all taxes, since the UNIFEM is exempt from taxes
as detailed in Section II, Clause 18. The Price Schedule must provide a detailed cost
breakdown.

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 Price Schedule should include
figures for both purchase and lease/rent options. UNIFEM reserves the option to either
lease/rent or purchase outright the equipment through the Selected Offerer.

The format shown on the following pages should be used as a guide in preparing the price
schedule. The format includes specific expenditures, which may or may not be required or
applicable but are indicated to serve as examples. In addition to the hard copy, if possible
please also provide the information on CD.

Budget Plan and Expense Sheet                (Leave the items or change the
Budget heads and Line items that are not relevant)



   A                              B                C              D          E
   Assignment/Service             Number of        Item Unit      Cost Per   Total
   Fees and Salalries             Items (Specify   (specify       Unit       cost of
   (Assignment related payments   Units of state   persons,                  the
   like fees or salaries to
                                  Lumpsum)         month, pieces,            Item
   consultants/staff)
                                                   etc)
 1 Expert on …                                                                         0



 2 Expert on …                                                                         0


 3 Any other researcher                                                                0
   (specify the role) …
 4 Any other researcher                                                                0
   (specify the role) …
                    Sub-total




                                                      33
     Out of Pocket               Number of        Item Unit      Cost Per   Total
     Expenses                    Items (Specify   (specify       Unit       cost of
                                 Units of state   persons,                  the
                                 Lumpsum)         month, pieces,            Item
                                                  etc)
 5 International Travel (eg,                                                          0
   Home- Nairobi-Home)
 6 Local travel                                                                       0


 7 Per diem                                                                           0
 8 Communication                                                                      0


     Operating or                Number of        Item Unit      Cost Per   Total
     Administrative Costs        Items (Specify   (specify       Unit       cost of
                                 Units of state   persons,                  the
                                 Lumpsum)         month, pieces,            Item
                                                  etc)
 9 Bank charges                                                                       0
10 Admin and logistics fees                                                           0
11 Legal fees                                                                         0
                     Sub-total
     Research Activity Cost Number of             Item Unit      Cost Per   Total
     (based on the proposed    Items (Specify     (specify       Unit       cost of
     methodology, identify and
                               Units of state     persons,                  the
     budget activities)
                               Lumpsum)           month, pieces,            Item
                                                  etc)
12 Focus group Venue and                                                              0
   refreshments
13                                                                                    0
14                                                                                    0
15                                                                                    0
16                                                                                    0
17                                                                                    0
18                                                                                    0
                     Sub-total
     Total Expenses
                                                                                      0




                                                     34

				
DOCUMENT INFO
Description: for-proposal pdf