Request for Proposal (RFP)
“Capacity Strengthening of Rights holders and Duty Bearers on Women and Peace”

Date: 15 March 2010

Dear Sir/Madam,

Subject: RFP for Capacity Strengthening of Rights holders and Duty Bearers on Women and Peace”.

1. Interested registered NGOs and CSOs with a focus on gender equality and experience of working in crisis areas 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. Guidelines for Proposals……………….(Annex IV)
v. Proposal Submission Form ………….. (Annex V)
vi. Price Schedule………………………….(Annex VI)

3. Your offer comprising of technical proposal and financial proposal, in separate sealed envelopes, should reach the following address no later than 12th April 2010:


“RFP for Capacity Strengthening of Rights holders and Duty Bearers on Women and Peace”.

Operations Manager
UN WOMEN Pakistan
House No 124, Street No 11, Sector E-7
Sector E-7,
Islamabad, PAKISTAN

a. UN WOMEN 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. UN WOMEN 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 UN WOMEN 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 hard copies (two copies) of the narrative and financial proposals. Please follow the guidelines regarding sealing the submission in Section D Point 14.

e. UN WOMEN 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 UN WOMEN 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 UN WOMEN using the following email address; unifem.pakistan@unifem.org


Annex I

Instructions to Offerors

A. Introduction
Placing the realization of women's human rights and security at the centre of all of its efforts, UN WOMEN focuses its attention on women and peace especially during times of crises. UN WOMEN is committed to ensuring that during and post crisis women and girls participate in crisis management, resettlement and rehabilitation, whilst remaining protected from violence. The implementation of CEDAW and other international commitment like WHR and IHL can be ensured if the Women and Girls issues are also properly addressed and the implementation of Humanitarian response is a gender sensitive one.

The humanitarian community as a whole is responding to the crisis in different ways and from different angles, all under the platform of a UN established cluster approach. However, the most vulnerable community which consists predominantly of women, girls and unaccompanied families, is open to violence and hostilities with very little protection available to them. UN WOMEN intends to undertake a Women and Peace programme that facilitates women’s participation in the post-crisis scenarios and responds to the immediate needs of women, particularly IDP women in crisis areas.

B. Administrative Details

(a) Location:

Selected districts nation-wide (including FATA agencies)

(b) Security related issues to be taken into account:

The offerers need to take into account the physical hardship, logistical challenges of a crisis 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).

(c) Proposal Submission Deadline:

12th April 2010, COB

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

(e) Duration of the Contract to be offered to Selected Offeror/s:
Three Years

(f) Languages Required:
English. Knowledge of regional languages desirable.

(g) Cost of proposal:
The Offeror shall bear all costs associated with the preparation and submission of the Proposal, the UN WOMEN 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 and the instructions herein will be at the Offeror‘s risk and may affect the evaluation/rejection of the Proposal.

2. Clarification of solicitation documents

A prospective Offeror requiring any clarification of the Solicitation Documents may notify the procuring UN WOMEN entity in writing at the organisation‘s mailing address in the RFP. The procuring UN WOMEN entity will respond in writing to any request for clarification of the Solicitation Documents that it receives earlier than one week 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.

3. Amendments of solicitation documents

At any time prior to the deadline for submission of Proposals, the procuring UN WOMEN entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective 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 UN WOMEN entity may, at its discretion, extend the deadline for the submission of Proposals.

D. Preparation of Proposals
4. Language of the proposal
Proposals should be submitted in English.
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. Documents comprising the proposal that should be submitted to UN WOMEN
The Proposal shall comprise the following components:
(a) Proposal Submission Form
(b) Proposal Outline;
(c) Operational and technical part of the Proposal (including methodology), including documentation to demonstrate that the Offeror meets all requirements;
(d) Proposed work plan
(e) Proposed Team Structure: the composition of the team proposed to carry out the activities and the tasks
(f) Names and Curriculum Vitae of the team leader and members
(g) 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;
(h) Evidence of similar work done in the past
UN WOMEN will use these to assess the Offerer‘s capacity and will not violate the copyright of publication in any manner.

6. Proposal form

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

(a) 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.

(b) 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.

7. Proposal prices or Financial Proposal

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

8. Proposal currencies

All prices shall be quoted in both Pak Rupees and US dollar (US$), with the conversion rate duly mentioned.

9. Payments and installments

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

E. Submission of Proposals
10. 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 as:

“RFP: Capacity Strengthening of Rights holders and Duty Bearers on Women and Peace”
Operations Manager
UN WOMEN Pakistan
House No 124, Street No 11, Sector E-7
Sector E-7,
Islamabad, PAKISTAN

(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 UN WOMEN entity will not assume responsibility for the Proposal‘s misplacement or premature opening.

11. Deadline for submission of proposals

Proposals must be received by the procuring UN WOMEN entity at the address specified under clause Sealing and marking of Proposals no later than COB 12th April 2010.

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

12. Late Proposals

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

13. Modification and withdrawal of Proposals
The Offeror may withdraw its Proposal after the Proposal‘s submission, provided that written notice of the withdrawal is received by the procuring UN WOMEN 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 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
14. Opening of proposals

The procuring entity will open the Proposals in the presence of a Programme Appraisal Committee.

15. Clarification of proposals

To assist in the examination, evaluation and comparison of Proposals, the UN WOMEN 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.

16. Preliminary examination

The UN WOMEN 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 UN WOMEN 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 UN WOMEN’s determination of a Proposal‘s responsiveness is based on the contents of the Proposal itself without recourse to extrinsic evidence.

A Proposal determined as not substantially responsive will be rejected by the UN WOMEN and may not subsequently be made responsive by the Offeror by correction of the non-conformity.

17. 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 Terms of Reference (TOR).
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/FIRM’s which meet all the technical criteria, will be compared. The contract will be awarded to the technically qualified Contractor offering the lowest price.

UN WOMEN 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.

Summary of Technical Proposal Evaluation FORMS Score Weight Points Obtainable
ORGANIZATION
A B C D
1 Organizational strengths of the INSTITUTION/ FIRM submitting the proposal 30% 300
2 Soundness of proposed strategies and results and responsiveness to the TOR 40% 500
3 Capacity Of the INSTITUTION/ FIRM’s Personnel 30% 200
TOTAL 1000

Form One: Organizational strengths of the INSTITUTION/ FIRM submitting the proposal
FORM 1: Points Obtainable
ORGANIZATION
A B C D E
Strengths of organization submitting proposal
1 Reputation of Organization and Staff (Competence and Reliability of Both based on their past performance ) 30
2 General organizations Capability which is likely to affect implementation (i.e, 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 ) 40
3 Specialized knowledge gender equality and WHR 50

4 M&E plan and reporting capacities 80
5 Relevance and efficiency of :
1. Experience of implementing assignment of similar nature and scope
2. Work planning and review capacities
3. Sustainability plan and replication abilities
4. 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
5. Experience of conducting trainings on similar issues 100
300

Form Two: Soundness of proposed strategies and results and responsiveness to the TOR
FORM 2: Points Obtainable
ORGANIZATION
A B C D E
Proposed strategies, Results and Results Based Planning
1 To what degree does the Offeror understand the ToR in terms of nature and scope? 70
2 Have the important aspects of the aspects to 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? 60
3 Are the different components of the assignment adequately planned with indicators, activities and annual targets to be achieved in the M&E Plan? 60
4 Is the sequence of planned actions appropriate for realization of the Key Result and the Outputs or the secondary results? 60

5 Is the proposal based on demonstrated past experience of the Offerer 60
6 Is the workplan in line with the narrative proposal and does it look realistic in the country context? 130
7
Is coordination planned clearly and names of stakeholders for specific and overall coordination provided and promise efficient implementation to the assignment?
60
500

Form Three: Capacity of the INSTITUTION/ FIRM’s Personnel

FORM 3: Points Obtainable
ORGANIZATION
A B C D E
1 Capacities of INSTITUTION/FIRM Key Personnel Sub points
2 Experience suitable to the assignment tasks as explained in the ToR 20
3 Experience of managing a complex research assignment 20
4 Relevance of academic and training background 20

5 Research abilities 40
6 Experience of working on gender 40
7 Advocacy abilities 40
8 Prior experience of working in selected districts 20
Sub-total 200




G. Award of Contract

18. Award criteria, award of Contract

The procuring UN WOMEN entity reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of 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 UN WOMEN‘s action

Prior to expiration of the period of proposal validity, the procuring UN WOMEN entity can award the Agreement to the qualified Offeror/s whose Proposal after being evaluated is considered to be the most responsive to the needs of UN WOMEN Country Strategy. UN WOMEN may issue two separate contracts for two separate geographical locations.


19. UN WOMEN‘s right to vary requirements at time of award

The UN WOMEN 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.

20. 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 UN WOMEN.



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 UN WOMEN. 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 UN WOMEN or the United Nations.

2. SOURCE OF INSTRUCTIONS

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

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 UN WOMEN.

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 UN WOMEN for all sub-selected INSTITUTION/FIRMs. The approval of UN WOMEN 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 UN WOMEN 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.

7. INDEMNIFICATION

The Selected INSTITUTION/FIRM shall indemnify, hold and save harmless, and defend, at its own expense, UN WOMEN, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the 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

The Selected INSTITUTION/FIRM is responsible for providing insurance against all risks in respect of its property and any equipment used for the execution of this Agreement or 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.

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 UN WOMEN 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.

10. TITLE TO EQUIPMENT

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

11. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS

UN WOMEN shall be entitled to all intellectual property and other proprietary rights including but not limited to patents, copyrights, and trademarks, with regard to products, 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 UN WOMEN'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 UN WOMEN in compliance with the requirements of the applicable law.

12. USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UN WOMEN 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 UN WOMEN without written consent of UN WOMEN, nor shall the Selected INSTITUTION/FIRM, in any manner whatsoever use the name, emblem or official seal of UN WOMEN or the United Nations, or any abbreviation of the name of UN WOMEN or the United Nations in connection with its business or otherwise without the written consent of UN WOMEN Pakistan’s Country Director.

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 UN WOMEN, shall be treated as confidential and shall be delivered only to UN WOMEN 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 UN WOMEN, any information known to it by reason of its association with UN WOMEN which has not been made public except with the authorization of UN WOMEN; nor shall the 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 UN WOMEN, of such occurrence or change if the Selected

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 UN WOMEN of any other changes in conditions or the occurrence of any event which interferes or threatens to interfere with its performance of this 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, UN WOMEN shall take such action as, in its sole discretion, it considers to be appropriate or necessary in the circumstances, including the granting to the 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, UN WOMEN 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 UN WOMEN 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 UN WOMEN 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 UN WOMEN under this Article, no payment shall be due from UN WOMEN 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, UN WOMEN may, without prejudice to any other right or remedy it may have, terminate this Agreement forthwith. The Selected INSTITUTION/FIRM shall immediately inform UN WOMEN 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 UN WOMEN shall sign with the Selected INSTITUTION/FIRM.

16. SETTLEMENT OF DISPUTES

16.1. Amicable Settlement
The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this 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 UN WOMEN 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.

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 UN WOMEN to terminate this Agreement immediately upon notice to the Selected INSTITUTION/FIRM, at no cost to UN WOMEN.

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 UN WOMEN 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 UN WOMEN.

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

ANNEX III

TERMS OF REFERENCE
Capacity Strengthening of Rights holders and Duty Bearers on Women and Peace

Introduction:
Within the given mandate of UN WOMEN, articulated in United Nations General Assembly Resolution 39/125 (1984) and 62/135 (2008), UN WOMEN is providing innovative and catalytic programming and financial support to countries to achieve gender equality in line with their national priorities and to strengthen action on gender equality across the UN system of development cooperation. In specific, the UN WOMEN is mandated to strengthen gender equality and women’s empowerment perspective in formulation, implementation and evaluation processes related to national development plans and programmes aimed at eradicating poverty including poverty reduction strategies, the Millennium Development Goals and the United Nations development assistance frameworks where they exist. UN WOMEN in Pakistan as part of the One UN family provides technical advisory and support to the delivery and implementation of gender equality and women empowerment agenda in Pakistan. UN WOMEN is uniquely positioned to support initiatives of the government and non governmental organizations leading towards a full realization of gender equality and women’s empowerment commitments in line with the national and international gender equality and human rights commitments such as, amongst others, the Constitution, National Action Plan for Women/’s Empowerment as well as the Beijing Platform for Action, CEDAW, Millennium Declaration and the Millennium Development Goals.
UN WOMEN is providing support to innovative initiatives that promote women’s human rights with special focus on their economic security, political participation, and freedom from violence. UN WOMEN is closely working in partnership with the government of Pakistan and provincial governments, non-governmental organizations and networks, the UN and other development organizations working towards gender equality. UNFIEM within Government is working closely with National Machineries for Women including the MoWD, NCSW and the provincial women departments to support implementation of national and international gender equality commitments in both its development and humanitarian response.
UN WOMEN is committed to ensuring that women and girls participate in all decision making fora, both in crisis and non-crisis situations. The implementation of CEDAW and other international commitment like WHR and IHL can be ensured if the women and girls’ issues are properly addressed in the implementation of Humanitarian response.

UN WOMEN has been part of UN system for humanitarian response to the IDPs emergency from the onset of Pakistan’s most recent crises, and has been actively supporting the IASC Gender Standby Capacity Project (GenCap) in the effective coordination of the ‘cluster’ approach strategy. UN WOMEN has assisted in the coordination of gender sub-cluster meetings, input into the Malakand development strategy, CERINA, PCNA and other cluster documents besides leading the Gender Task force to support the humanitarian country team (HCT) for integrating and mainstreaming gender equality in the humanitarian response.

1. Background:

The humanitarian community as a whole is responding to the crisis in different ways and from different angles, all under the platform of a UN established cluster approach. However, the most vulnerable community which consists predominantly of women, girls and unaccompanied families, is open to violence and hostilities with very little protection available to them.

UN WOMEN Pakistan is keen to expand its partnerships nationwide, with organizations with experience in both crisis and non-crisis situations. It will work with the organizations to protect the rights of women, prevent all forms of violence and enhance their participation in decision making. It also intends to support the process by filling in the capacity gaps to ensure that needs of women are addresses and their voices are heard, both at grass root and policy level.

UN WOMEN believes in sustained relationships with Government, UN agencies and other CSO partners to explore the conditions of women; provide them with protective measures against all forms of VAW and to enhance their participation in local consensus building and decision making processes. Furthermore, it intends to work with duty bearers, from government officials, political representatives to media members to promote the cause of gender equality in Pakistan. It also intends to work with rights holders to ensure that their voices are heard at appropriate platforms. UN WOMEN intends to do the multitude of tasks with funding from the Italian, Norway and Dutch government.

The Specific Objectives include:

The specific objectives under this RfP include:

1. Lobbying on Women and Peace Issues with Duty Bearers;
2. Capacity Strengthening of Women’s organizations and Women leaders;
3. Capacity Strengthening workshops for formal and informal Duty bearers;
4. Participation of women in all relevant fora

Target Groups:
• Women and Girls nation-wide (selected districts)

II. Scope of Work:
The scope of work entails the following components:

1. Lobbying on Women and Peace Issues with Duty Bearers:
The selected organization is expected to support provincial parliamentarians, government departments and other relevant government functionaries as advocates to develop manifestos on women’s development. The organization would be expected to work alongside women parliamentarians and government officials (where required) and conduct lobbying and advocacy on women and girl’s rights, with particular reference to women and peace issues. The organization would be expected to conduct orientation sessions on Women and peace issues, particularly key SCR resolutions on Women and peace and CEDAW. Furthermore, they would be required to provide Talking points, concept notes and briefs on all leading debates, as well as matters being discussed in parliament and provincial assemblies. Organization can work alongside parliamentarians including on development of women’s manifestos, outlining women’s demands. Capacity strengthening of parliamentarians to raise the issue of women’s participation in consensus building and decision making fora particularly at grass roots’ level .

2. Capacity Strengthening of Women’s organizations and Women leaders:
The selected organization would support consultations and advocacy for women’s organization to raise issues and voice inputs in the ongoing humanitarian work and peace building processes. Capacity building/Skills training of local women activists and leaders on crisis resolution and negotiation would be conducted. Furthermore, these organizations and women would be capacitated to advocate women’s needs to various organizations, including UN agencies, INGOs etc, working in their respective areas. The organizations would be capacitated to mainstream gender in their work plans, with particular regard to women and peace issues.

3. Capacity Strengthening workshops for formal and informal Duty bearers:
Capacity building workshops for duty bearers such as police, informal peacekeeping officials and/or committees, judiciary members, media (particularly journalists) and government officials would be required.
The trainings can be conducted on: Women’s legal rights (including the latest Bills passed by the Parliament), CEDAW and relevant security council resolutions on women and peace. Furthermore, the key concepts on gender and gender sensitivity especially in terms of a humanitarian crisis would be covered in the training.
Project will also undertake sensitization of communities, especially targeting village elders and religious leaders as entry points for the acceptance of more active participation of women in decision making and peace building processes and post-crisis rehabilitation (where required).
Project can also undertake trainings of district level officials to advocate gender concerns in development planning, humanitarian response and projects being undertaken by donors, INGOs etc.
Training of media representatives, particularly, print media would be a critical component of this project. Trainings of journalists from wide-range of national and regional newspapers, as well as freelance journalists on gender sensitive reporting, sensitivities of working in the field, confidentiality etc. would be conducted. Furthermore, trainings of the journalists on effective gender reporting and highlighting the cause of women and girls, particularly in a crisis situation will be undertaken.
Training of medical practitioners and psychologists/counselors on gender sensitive handling of cases, particularly on VAW victims, providing psycho-social support for women, counseling and referrals may also be conducted.

4. Participation of Women in All Relevant Fora:
Several indigenous fora for dispute resolution and decision making exist in Pakistan such as jirgas and panchayat. Similarly there are some formal and informal mechanisms that can promote women’s participation in consensus building and decision making. UN WOMEN aims to enhance women’s presence in these forums, while building their capacities to participate and raise women’s concerns.
For inclusion of women’s voice in decision-making bodies especially at grassroots levels, instruments/systems need to be developed and encouraged to address women’s concerns in internal crisis and other situations. Ongoing processes such as the AfPak Peace Jirga have seen a very limited if not, non-existent presence of women. If women’s needs are to be ensured in these processes it requires strategic support both at lobbying, advocacy and content building. In addition to participation in larger forums, several women’s gatherings, such as women’s jirga, women’s assemblies may be organized to lend a platform for women to voice their issues and build consensus.

Cross-Cutting Theme – Advocacy Material:
Production of advocacy material to raise critical women human rights issues in crisis context remains a cross-cutting theme across all activities. Tailored advocacy materials for relevant stakeholders would be required. Briefs, concept notes, pamphlet as well as training manuals and posters where required would be developed under this project. Similarly, policy level briefs, papers, talking points, manifestos would be developed for parliamentarians.

III. Monitoring:
An important element of the project is monitoring. The organization should undertake a quick baseline assessment of all indicators under these activities and monitor the progress and results achieved. The organization would also be responsible for providing the MoVs, as and when required to the organization. Some sample indicators include:


Activities Results-Based Indicators
Lobbying on Women and Peace Issues with Duty Bearers Increased parliamentarians raising gender issues in parliament sessions and other forums.

Capacity Strengthening of Women’s organizations and Women leaders
# of CSOs advocating for women and peace issues in humanitarian projects.

Increased percentage of women beneficiaries in UN humanitarian projects

Capacity Strengthening workshops for formal and informal Duty bearers
Increased public information in crisis, reflected in media reporting (comparison to media reporting)

Increased percentage of women beneficiaries in UN humanitarian projects

Participation of women in all relevant fora
Increased women participating in dispute resolution and peace building fora.

IV. Methodology:
The offerer can use multiple methods in the implementation of the current project.
The rapid baseline collection may be undertaken with quick surveys with quantifiable data available for evaluation.All field level activities must begin with developing rapport and trust of the communities, including using social mobilization as a tool.
Ideally local language may be used and the local norms and traditions of the locations must be respected at all times.

V. Deliverables:
The duration of the contract will be for 3 years and is expected to start in May 2010
• Quarterly and annual work plan
• Baseline on all indicators
• All Advocacy materials printed
• Minutes of meetings and other MoVs of events held (including photos, report etc)
• Manifestos of parliamentarians
• Quarterly and annual financial and activity reports.

VI. WHO CAN APPLY:
• Registered NGOs and CSOs
• Organizations with atleast 3-5 years work experience in gender equality and women and peace;
• Organizations who have developed multi-stakeholder partnerships, including government functionaries, parliamentarians etc.
• NGOs and CSOs with expertise on gender equality and women’s human rights

In cases where two or more organisations submit a joint proposal, the name of the organization that is taking responsibility for financial administration and reporting must be clearly stated, and a copy of the MoU between the organizations has to be attached. Relevant details related to the collaborating organization with clear roles and responsibilities in design, implementation and monitoring of the proposed project should also be mentioned.

UN WOMEN may issue two separate contracts for two separate geographical locations.
VII. MINIMUM QUALIFICATION:
• At least 3-5 years of experience in conducting such activities
• Reputed national registered organization with representative office in Pakistan.
• Experience of presentation and advocacy skills will be added an added advantage.
• Work experience with UN agencies or other international development agencies is an advantage.
• Ability to communicate in local language is an added advantage.
• Working experience in development related field.
• Experience in working with the media and relevant government ministries is an added advantage.
• High level of experienced research and qualified personnel.
• A verifiable reputation of integrity and competence.

VIII: STUDY TEAM
The offerer will propose a team with specific roles and responsibilities of each member. The team member will have a thorough understanding and demonstrated relevant and similar experiences. The CVs of the key team members will be provided to the UN WOMEN for clearance in consultation with the committee. The team members must be willing to undertake travel into the work areas, and must have female team members.

IX: TIMELINESS
The tentative timeline is 3 years from the date the contract is signed.

X: BUDGET
Separate sheets should be provided for programmatic and operational costs, where programmatic costs must comprise at least 70% of the total budget.

All the cost e.g. travels, foods, logistics, information finding etc involved with assignments mentioned under scope of work to be incorporated in the financial proposal. Then offeror shall bear all costs associated with the assignments; UN WOMEN Pakistan will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation outside the proposal document. The offeror should break down the lump sum amount based on actual cost of each deliverable.

XI: Announcement of the Result
Only short-listed applicants will be contacted by May 2010. UN WOMEN reserves the right to reject any proposal and its decision will be final and binding on all.

Deadlines
Submission deadline: Not later than Monday, 12th April 2010, COB 5:00pm




Annex IV:
GUIDELINES FOR PROPOSALS
Proposals should include the following information and should not exceed 10 pages.

Proposal Section Details
I. Organizational Information (no more than 1 page)
(For collaborative projects, information should be provided about each partner organization. It should be clearly specified who is the applicant (only one organization) and who an implementing partner.
• Name, address, telephone/fax numbers (with country code), e-mail and web page address, if available, name of the contact person;
• Registration and legal status;
• Type of Organization: Select One:
1) NGO,
2) Men’s or Women’s Org.,
3) Community Based Organization,
4) Research/Academic Institution,
5) Regional Network / body
• Goal, mandate and strategies of the organization
• Organizational activities pertaining to issues of addressing different forms of violence against women
• Total annual budget of organization(s)

II. Project Title, duration and amount requested
• State Title, time frame for implementation of the project, amount requested to UN WOMEN and location

IV. Brief Description of the project (1 page)
• Briefly state what the proposal tries to achieve (main results/outcomes/outputs), how (main activities), with whom (activity target group, partners and stakeholders) and who will be benefiting (ultimate beneficiaries).

VII. Justification section
(1/2 page)
• Why the particular response being proposed is innovative and relevant to the situation addressed

VIII. Strategy for follow up
(no more than 1 page)
• What is the key strategy that the project will deploy to ensure follow up?

XI. Work plan
(No more than 2 page)
• List key project activities and describe who will take primary responsibility for their implementation.
• How do you plan to track and monitor the event?

XIII. Project Budget
(1 page)
• A detailed budget against each activity
• Funds do not cover administrative and overhead costs such as rent, permanent staff salaries, etc. Programmatic costs must constitute at least 70% of total project budget




Annex V


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 authorized to sign Proposal for and on behalf of

Pls ensure that you have attached the following in your proposal:

(a) Proposal Submission Form
(b) Proposal Outline;
(c) Operational and technical part of the Proposal
(d) Proposed work plan
(e) Proposed Team Structure:
(f) Names and Curriculum Vitae of the team leader and members
(g) Price schedule or the Financial Proposal
(h) Evidence of similar work done in the past



ANNEX VI

Price schedule

The offerer is asked to prepare the price Schedule as a separated envelope from the rest of the RFP response as indicated in Section D paragraph 14 (b) of the instruction to Offerors.
The payment will be made based on deliverables and in installments. All prices/rates quoted must be exclusive of all taxes..
The Price Schedule must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category.
In case of an equipment component to the service provided, the Price Schedule should include figures for both purchase and lease/rent options. The offerer reserves the options to either lease/rent or purchase outright the equipment through the Contractor.
In addition to the hard copy, if possible please also provide the information on diskette (IBM compatible).

The price schedule should be separate for functional and operational costs of the project. The component-wise cost should be different from the management and other costs. The Price schedule may follow pattern as given below:

Price Schedule:
Request for Proposals for Services
Description Unit Rate Total
Component 1
Activity 1.1 (Pls provide details for all activities)
Activity 1.2
Activity 1.3
Total for Activity 1
Component 2
Activity 2.1
Activity 2.2
Activity 2.3
Total for Activity 2
Component 3
Activity 3.1
Activity 3.2
Activity 3.3
Total for Activity 3
Component 4
Activity 4.1
Activity 4.2
Activity 4.3
Total for Activity 4
Grand Total


Price Schedule:
Request for Proposals for Services
Description Unit Rate Total
1. Monthly rates for Personnel (Key Personnel and other Personnel). Month
2. Per diems Persons/day
3. Office supplies Lump sum
4. Transportation costs Lump sum
5. Contingencies * Lump sum
Grand Total

*Contingencies – should cover all other expenses needed to perform ALL TASKS under the TOR ( rent of specialized equipment; translation services; communication, etc.)