REQUEST FOR PROPOSAL (RFP) (From Vietnamese firms/institutes/organizations)

NAME of service:

Data collection for D-MOSS end-line evaluation in Ha Noi, Khanh Hoa, Dak Lak, and Dong Nai provinces, Viet Nam

DATE: October 1, 2021

REFERENCE: 2-211001

Dear Sir / Madam:

We kindly request you to submit your Proposal for Data collection for D-MOSS end-line evaluation in Ha Noi, Khanh Hoa, Dak Lak, and Dong Nai provinces, Viet Nam.

Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. Proposals may be submitted on or before Monday, October 11, 2021 and via email to the address

below:

United Nations Development Programme 304 Kim Ma Street, Ha Noi, Viet Nam

Ms. Luu Ngoc Diep, Procurement Associate luu.ngoc.diep@undp.org

Note:

- Submission email sent to this email address should indicate the tender’s reference number.

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In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline. Proposals that are received by UNDP after the deadline indicated

above, for whatever reason, shall not be considered for evaluation. If you are submitting your Proposal by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files.

Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of UNDP requirements.

The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract. Any offer that does not meet the requirements shall be rejected.

Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and the unit price shall prevail, and the total price shall be corrected. If the Service Provider does not accept the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected.

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factors shall be accepted by UNDP after it has received the Proposal. At the time of Award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions.

Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the General Terms and Conditions attached hereto. The mere act of submission of a Proposal implies that the Service Provider accepts without question the General Terms and Conditions of UNDP, herein attached as Annex 3.

Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or Purchase

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UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities. UNDP expects its Service Providers to adhere to the UN Supplier Code of Conduct found in this link : https://www.un.org/Depts/ptd/sites/www.un.org.Depts.ptd/files/files/attachment/page/pdf/unscc/conduct_english.pdf

Thank you and we look forward to receiving your Proposal. Sincerely yours,

Tran Thi Hong Head of Procurement Unit 10/1/2021

Annex 1

Description of Requirements

Context of the Requirement Please refer to the attached Terms of Reference (TOR)

Implementing Partner of UNDP Please refer to the attached TOR

Brief Description of the Required Services1

(TOR is attached in this Annex)

List and Description of Expected Outputs to be Delivered

Please refer to the TOR

Person to Supervise the Work/Performance of the Service Provider

Please refer to the attached TOR

Frequency of Reporting Please refer to the attached TOR

Progress Reporting Requirements Please refer to the attached TOR

Location of work ☒ Ha Noi with possible travels to Khanh Hoa, Dak Lak, and Dong Nai

☒ At Contractor’s Location

Expected duration of work October - December 2021

Target start date As soon as possible in October 2021

Latest completion date December 2021

Travels Expected Please refer to the attached TOR

Special Security Requirements ☐ Security Clearance from UN prior to travelling

☐ Completion of UN’s Basic and Advanced Security Training

☐ Comprehensive Travel Insurance

☐ Others [pls. specify]

Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal)

☐ Office space and facilities

☐ Land Transportation

☐ Others [pls. specify]

Implementation Schedule indicating breakdown and timing of activities/sub-activities

☒ Required

☐ Not Required

Names and curriculum vitae of individuals who will be involved in completing the services

☒ Required

☐ Not Required

Currency of Proposal ☐ United States Dollars

☐ Euro

☒ Vietnamese Dongs

Value Added Tax on Price Proposal2 ☒ must be inclusive of VAT and other applicable indirect taxes

☐ must be exclusive of VAT and other applicable indirect taxes

1 A detailed TOR may be attached if the information listed in this Annex is not sufficient to fully describe the nature of

the work and other details of the requirements. 2 VAT exemption status varies from one country to another. Pls. check whatever is applicable to the UNDP CO/BU

requiring the service.

Validity Period of Proposals (Counting from the date of submission deadline)

☐ 60 days

☐ 90 days

☒ 120 days In exceptional circumstances, UNDP may request the Proposer to extend the validity of the Proposal beyond what has been initially indicated in this RFP. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Proposal.

Partial Quotes ☒ Not permitted

☐ Permitted

Payment Terms3 ☒ As indicated in the attached TOR

☒ Condition for Payment Release: Within thirty (30) days from the date of meeting the following conditions: a) UNDP’s written acceptance (i.e., not mere receipt) of the quality of the

outputs; and b) Receipt of invoice from the Service Provider.

Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment

Please refer to the attached TOR

Type of Contract to be Signed ☐ Purchase Order

☐ Institutional Contract

☒ Contract for Professional Services

☐ Long-Term Agreement4

☐ Other Type of Contract [pls. specify]

Criteria for Contract Award ☒ Highest Combined Score (based on the 70% technical offer and 30% price weight distribution)

☒ Full acceptance of the UNDP Contract General Terms and Conditions (GTC). This is a mandatory criterion and cannot be deleted regardless of the nature of services required. Non-acceptance of the GTC may be grounds for the rejection of the Proposal.

Criteria for the Assessment of Proposal

Proposal shall be considered technically qualified if it achieves minimum 70% of total obtainable technical points. Weight of technical and financial point: Technical Proposal (70%)

☒ Expertise of the Firm (30%)

☒ Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan (40%)

☒ Management Structure and Qualification of Key Personnel (30%)

3 UNDP preference is not to pay any amount in advance upon signing of contract. If the Service Provider strictly

requires payment in advance, it will be limited only up to 20% of the total price quoted. For any higher percentage, or

any amount advanced exceeding $30,000, UNDP shall require the Service Provider to submit a bank guarantee or bank

cheque payable to UNDP, in the same amount as the payment advanced by UNDP to the Service Provider. 4 Minimum of one (1) year period and may be extended up to a maximum of three (3) years subject to satisfactory

performance evaluation. This RFP may be used for LTAs if the annual purchases will not exceed $150,000.00.

Financial Proposal (30%) To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP. Please refer to the Evaluation Criteria for further details.

UNDP will award the contract to: ☒ One and only one Service Provider

☐ One or more Service Providers, depending on the following factors:

Contract General Terms and Conditions5

☐ General Terms and Conditions / Special Conditions for Contract.

☐ General Terms and Conditions for de minimis contracts (services only, less than $50,000)

☐ General Terms and Conditions for Works Applicable Terms and Conditions are available at: http://www.undp.org/content/undp/en/home/procurement/business/how-we-buy.html

Annexes to this RFP6 ☒ Terms of Reference & Evaluation Criteria (attached to this Annex)

☒ Proposal Submission Form (Annex 2)

☒ Contract Template & UNDP Contract General Terms and Conditions (GTC) (Annex 3)

☒ Submission checklist (Annex 4)

Contact Person for Inquiries (Written inquiries only)7

Luu Ngoc Diep (Ms.) Procurement Associate Luu.ngoc.diep@undp.org Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers.

Other Information [pls. specify] Bidders are responsible for checking the UNDP website: https://procurement-notices.undp.org/ for any addenda and updated deadline to this Request for Proposals. UNDP reserves the right to post addenda up to the closing date for submissions. Hence bidders are advised to check the UNDP website frequently prior to submitting their proposal.

5 Service Providers are alerted that non-acceptance of the terms of the General Terms and Conditions (GTC) may be

grounds for disqualification from this procurement process. 6 Where the information is available in the web, a URL for the information may simply be provided. 7 This contact person and address is officially designated by UNDP. If inquiries are sent to other person/s or address/es,

even if they are UNDP staff, UNDP shall have no obligation to respond nor can UNDP confirm that the query was

received.

TERMS OF REFERENCE

Title: Online data collection for endline evaluation study

Estimated Duration: 10th October to 15th December 2021

Status: Institutional contract

Project: An integrated dengue early warning system driven by Earth observations in Viet Nam

Required Services: Consultancy firm to conduct data collection for D-MOSS end-line evaluation in Ha Noi, Khanh Hoa, Dak Lak, and Dong Nai provinces, Viet Nam

Duty Station: Ha Noi with possible travels to Khanh Hoa, Dak Lak, and Dong Nai

Duration: 2 months

Reporting: UNDP in Viet Nam

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Table of contents

1 Project Background ......................................................................................................... 10

2 Purpose & Scope ............................................................................................................. 11

2.1 Purpose of the Endline evaluation .............................................................................. 11

2.2 Scope of work to be undertaken by Consultant.......................................................... 11

3 Design & Methodology of Endline Evaluation ................................................................ 12

3.1 Overview ..................................................................................................................... 12

3.2 Design .......................................................................................................................... 12

3.2.1 Key Informant Interviews 13

3.2.2 Community Survey 14

3.3 Primary data collection in country .............................................................................. 14

3.3.1 Proposed primary consultation plan 14

3.4 Household Community KAP Survey ............................................................................ 17

3.5 Sampling at District levels ........................................................................................... 18

3.6 Secondary Data Collection .......................................................................................... 19

3.7 Development of instruments ...................................................................................... 19

3.8 Training Field teams .................................................................................................... 20

3.9 Data Collection and Quality Assurance ....................................................................... 21

3.10 Data Compilation, Analysis and Reporting .............................................................. 21

3.11 Analysis and triangulation ....................................................................................... 21

3.12 Reporting ................................................................................................................. 21

4 Resource Plan and Team Requirements ......................................................................... 22

4.1 Overall Personnel Plan ................................................................................................ 22

4.2 Team Composition and Requirements ........................................................................ 22

4.2.1 Researchers 22

4.2.2 Assistants 22

4.3 Digital Requirements ................................................................................................... 23

4.3.1 Communication 23

4.4 Requirements re Permission to Collect Data .............................................................. 23

5 Duration and Timelines and duty station ........................................................................ 24

5.1 Duration: The duration and timeline for the commissioned research organisations to submit to UNDP all findings (data from the HH survey and collated findings of KII) is from 15th September to 15th November 2021 with possible extension. ......................................... 25

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5.2 Duty station: The data collection, as describe above, will take place in 4 provinces including Ha Noi, Khanh Hoa, Dak Lak, and Dong Nai. In each provinces, 4 districts will be selected. Data collection will take place from provincial level to selected districts, communes, and community levels. ........................................................................................ 25

5.3 Tentative Implementation Plan: ................................................................................. 25

6 Quality review and payment terms ................................................................................. 26

7 Administrative support and reference documents ......................................................... 27

ANNEX I– Characteristics of Pilot Provinces ................................................................................ 29

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1 PROJECT BACKGROUND

D-MOSS, the Dengue MOdel forecasting Satellite-based System, is a dengue fever early warning system for Viet Nam being developed by a team led by HR Wallingford and supported by various UK-based institutions and the UNDP and WHO within Viet Nam. The D-MOSS project is developing a suite of innovative tools that will allow public health authorities to identify areas of high risk for disease epidemics before an outbreak occurs, to target resources to reduce the spread of epidemics and improve disease control. Since 2000, there has been an increase of over 100% in the number of cases of dengue fever in Viet Nam, with 185,000 cases occurring in 2017 alone, and there is currently no system for forecasting future dengue outbreaks. The D-MOSS early warning platform also includes a water availability modelling and forecasting component. Water availability directly impacts dengue epidemics owing to the provision of mosquito breeding sites. These dynamics are often non-linear; too much rainfall can fill outdoor containers, while too little can lead to people storing water in open containers within their homes. Both increase the population of Aedes aegypti mosquitoes and in turn the risk of dengue outbreaks. However, water availability or water resource management is rarely accounted for in dengue prediction models. The system generates monthly water stress assessments and uses them as inputs to a component of the dengue early warning system which also improves the skill of the system’s predictions. In addition, these forecasts of water stress will help to improve Viet Nam’s water management. Viet Nam’s Sustainable Development Strategy for 2011-2020 identifies one of the major challenges facing Viet Nam as the issue of transboundary water management, because 63% of the surface water comes from upstream countries. The D-MOSS project is developing a forecasting system in which Earth Observation datasets are combined with weather forecasts and a hydrological model to predict the likelihood of future dengue epidemics up to eight months in advance. The system will be calibrated against historical data. The water availability forecasts are fed into statistical forecasting models of disease incidence. This dengue early warning system model integrates the water stress forecast with a range of other covariates important for dengue transmission. Key Project Aims

• Develop an early warning system to improve dengue epidemic prevention and increase disease control capacity;

• Create better understanding of the relationships between environmental stressors, the hydrological-climate system and dengue incidence; and

• Benefit local authorities’ planning by providing scenarios of the main stressors and their impacts on dengue incidence.

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2 PURPOSE & SCOPE

2.1 Purpose of the Endline evaluation

The International Partnership Programme (IPP) of the UK Space Agency makes provision for the conduct of endline evaluations of IPP projects to assess final outcomes and impact of the project at project completion, as well as its delivery. Because endline evaluations are conducted at the end of project delivery, when impacts should be beginning to materialise, it focuses on the material changes that have occurred at outcome and impact level since baseline and endline and also proposes recommendations and distils key learning for future projects. To examine the contribution of D-MOSS to outcomes and impacts, the endline evaluation will also measure the extent project outputs have been achieved. 2.2 Scope of work to be undertaken by Consultant

This ToR sets out the scope of work for a consultant company to be contracted in order to undertake the stakeholder engagement and collection of primary and secondary data in support of the endline study.

Key activities to be conducted include the following: I. Collect primary data using key informant interviews with key stakeholders at national,

provincial and district levels (online and in-person interviews) II. Collect secondary data with the support of UNDP and WHO.

III. Support the implementation of the online household community survey IV. Translate collected data from Viet Namese into English where required. V. Draft a field report summarising findings and results compiled.

Primary data collection in Viet Nam at endline will include consultations with key actor groups for management of dengue prevention and control, namely the following: at National level (Ministry of Health -GDPM and Ministry of Natural Resources and Environment – IMHEN), Regional level (NIHE, PIHCMC) and provincial level (PCDC) (see table 2 for full list). In order to set the endline levels for the specified indicators, a Knowledge, Attitude and Practices (KAP) survey at community level is planned. Interviews will be conducted face to face, where possible, or remotely using online platforms available or telephone. Acknowledging COVID-19 related constraints, the contracted consultants will need to work with authorities to ensure their support for the implementation of the online household survey, whilst working with authorities to schedule remote key informant interviews if face-to-face meetings are not possible or preferable. The UNDP will support the Endline evaluation, joining the consultant team if they are able to move across Viet Nam to meet with provincial stakeholders.

Assessment of Gender Inequality: The project will target both men and women to ensure appropriate inclusion of all relevant stakeholder groups. To track this, the interview questions set out above will specifically document any differences in the knowledge, awareness or practices between men and women health care workers with regards to dengue prevention and response.

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3 DESIGN & METHODOLOGY OF ENDLINE EVALUATION

3.1 Overview

The endline evaluation will build on the findings of previous evaluations (baseline and midline evaluations) by comparing results. Thus the endline evaluation will use a similar methodology as that employed in the earlier evaluations of D-MOSS, given the necessary adaptations to the context substantially affected by the epidemic caused by COVID-19 in Viet Nam.

3.2 Design

The endline evaluation is designed as an impact evaluation focusing on what has been achieved and likely sustainability at the close of the D-MOSS project. Details on the design of the two primary data collection activities (KIIs with stakeholders and the community survey) are set out below.

OPM will lead the Endline data collection with UK partners and donors whilst overseeing the qualitative data collection in Viet Nam. UNDP will oversee the contractual process and support the consultants in planning for the required surveys. OPM will be the main point of contact for the consultants in preparation of, during and after the completion of the data collection process. UNDP will support the consultancy team with the collection of secondary data and introducing the team to National and Regional stakeholders within Viet Nam. They will also assist with obtaining the permissions needed to access the requisite secondary data. In addition, the support of the UNDP in the organisation of a workshop involving provincial stakeholders is requested. The contracted consultants will be responsible for;

• Collecting primary and secondary data from provincial, district, communal, and community levels to generate responses to research questions provided to them by OPM

• Conducting Key Informant Interviews (KII) with District Level Health staff, and Provincial stakeholders (from provincial offices of the Department of Health, the Provincial Hospital and representatives of PCDC amongst others – full stakeholder list to be provided by OPM) – in person or online depending on the availability

• Collect secondary data from the relevant interviewees (including budget for dengue response from provincial level interviewees)

• The consultant company will facilitate online data collection from the households interviewed during the baseline. This will include contacting the community leaders of the four districts selected in each province (Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City), sharing the link to the survey through the telephone numbers provided during the baseline, and remotely following up for their completion..

• Transcribing and translating to English the collected primary data

OPM will provide the consultancy firm with the evaluation questions and data collection instruments (topic guides) as well as specification of the sample of stakeholders to be interviewed. These will be provided in English and will need to be translated into Viet Namese, if required. The bespoke questionnaires/topic guides used for data collection activities at the endline will be quite similar to those used at the baseline to allow comparisons, although some interview questions will be tailored to focus on the results achieved, and the factors driving success or barriers to results. In addition, because the pandemic has affected the availability of stakeholders for interviews, these topic guides were kept short, ensuring greater efficiency for data collection and reducing the time required for the interviews.

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3.2.1 Key Informant Interviews

The focus of the consultations with National and Regional level actors will be based on the evaluation questions presented in Table 1 below, which will be further developed into the topic guides, which will be used during consultation processes.

A list of stakeholders to be interviewed at Provincial and District level health sector, within District government structures, district hospitals, health centres and district government health departments and other local authorities will be provided by OPM and UNDP. The endline tools (FGD guide) are designed by OPM, whilst OPM will train the enumerators and researchers from the consultants’ team in Viet Nam remotely through a train the trainer’s course. OPM will provide advice and quality assurance (remotely) during the data collection process. The collected data will be entered and analysed by the consultants.

Table 1. Evaluation questions for the endline

OECD-DAC Grouping8

Evaluation question

Relevance

• Does D-Moss meet the needs of National and Provincial end users?

• Were the project’s dengue alerts and advice on dengue prevention relevant to the user requirements of government partners and relevant to national priorities?

• Was the way information and dengue projections were presented on the user interface relevant and appropriate to the beneficiary organisations?

• To what extent were gender considerations taken into account in the implementation of the project?

• To what extent were your requests taken into account during the development of D-MOSS?

• Did COVID-19 impact on the relevance of D-MOSS and how? Did COVID-19 affect the prioritisation of dengue control by the Authorities?

Coherence

• Did DAMSAT overlap, duplicate or complement the work of other Peruvian stakeholders and donors? In what way?

• Are there any other similar or related interventions being delivered by the government or other agencies which are likely to generate similar impacts or outcomes aimed by this UK SA project?

Effectiveness

• Were forecasts sufficiently timely and accurate enough to build trust in the alerts?

• Were the forecasts issued appropriate in terms of geographical area targeted – provincial, district, etc.

• Has the government incorporated the alerts into their prevention and control procedures?

• To what extent did the project strengthen understanding of dengue drivers – for households, government actors and sector experts? Why / why not?

• Have Government policies / guidelines concerning the management of dengue changed in the last year?

8 This table was updated following the OECD-DAC criteria published in Better Criteria for Better Evaluation

Revised Evaluation: Revised Evaluation Criteria Definitions and Principles for Use (OECD/DAC - 2019).

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Efficiency

• Were milestones delivered on time and on budget9? Why/why not?

• How have delays affected the achievement of intended results?

• Did the consortium work in an efficient way to convert inputs into outputs and outcomes?

• How did COVID-19 impact on the efficiency of D-MOSS’s delivery

• Was D-MOSS good value for money? Why/Why not?

Impact

• To what extent is the project likely to strengthen the capacity of the Viet Namese government to forecast and respond to dengue outbreaks? Why / why not?

• To what extent is the project likely to strengthen Viet Nam’s National Adaptation Plan? Why / why not?

• What are the key lessons on how a remote-sensing approach can be used to improve dengue prevention and response?

Sustainability

• To what extent do you think that the Government is committed to the implementation of D-MOSS?

• What are the plans/changes made to procedures in order to implement D-MOSS more systematically?

• Are the outcomes and impacts likely to be sustained beyond project-end?

• Do the National and Provincial end users have the capacity to interpret the alerts?

• How likely is it that the MOH will adopt the dengue forecasting platform?

• What are the key factors which affect the sustainable adoption of D-MOSS’s forecasting platform?

3.2.2 Community Survey

The KAP survey had been initially designed for a quantitative assessment, using predefined formatted questions in standardized questionnaire to obtain feedback from communities in order to measure changes (before D-MOSS and after D-MOSS) to the community’s level of understanding and practices concerning dengue prevention and control. Movement constraints, however, have affected our ability to collect data from households in person. Instead, an online survey will be used. Data will be collected through a link shared through the mobile phone numbers collected from the households interviewed during the baseline. Data will be then used for a qualitative study, supporting the understanding of the community members’ knowledge, practices, and behaviour when dealing with dengue fever. The objective is not to undertake a survey that is comparable with the baseline, which is no longer possible due to COVID-19 constraints 3.3 Primary data collection in country

3.3.1 Proposed primary consultation plan

The contracted consultants will be responsible for conducting a series of key informant interviews with the stakeholders listed in Table 2. There will be an emphasis on ensuring sufficient consultations with the institutions listed in the key stakeholders category, with interviews conducted if possible with others listed in the other stakeholder group.

Data collection will be composed of semi-structured interviews, conducted with National, regional,

9 This analysis will be done by HRW and included in the evaluation report as an annex

15

provincial and district stakeholders; and supporting an online data collection through mobile phones from the households interviewed during the baseline.

Table 2. List of stakeholders to be consulted

Level Stakeholder Category Scope Location

National Government and regional levels

Key Stakeholders: ✓ The Ministry of Health (MoH) -

General Department of Preventive Medicine in the Viet Namese Ministry of Health (GDPM)

✓ National Institute of Hygiene and Epidemiology (NIHE)

✓ Pasteur Institute of Ho Chi Minh City ✓ Institute of Meteorology, Hydrology

and Environment in the Viet Namese Ministry of Water & Environment (IMHEN)

✓ The Tay Nguyen Institute for Hygiene and Epidemiology

✓ The Pasteur Institute in Nha Trang ✓ Disaster Prevention and Control

In-depth Key Informant interview

Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City

Provincial level – Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City

Key Stakeholders: ✓ Director in charge of dengue

prevention and control from PCDC in each of the four pilot provinces

Other Stakeholders: ✓ Provincial Health Departments ✓ Preventive Medicine Centres

In-depth Key Informant interview

Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City

District level – Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City

✓ District Health Centre

Semi-structured interview questionnaire

Hanoi, Khánh Hòa, Đắk Lắk, Ho Chi Minh City

The endline activities will focus on the four pilot provinces of the project, which are listed below.

Table 3: Project Provinces and Districts

Region Provinces

Northern Viet Nam; Red River Delta Hanoi Central Viet Nam; South Central Coast Khánh Hòa Central Viet Nam; Central Highlands Đắk Lắk Southern Viet Nam; Southeast Đồng Nai

The contracted consultants will undertake key informant interviews at Provincial and District levels

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in order to assess endline levels of knowledge and current practices in relation to dengue prevention and control, as well as solicit feedback on the responsiveness of the community to warnings or alerts concerning dengue outbreaks and effective ways to engage community members to take action in these situations. The suggested sample sizes for district and provincial consultations are specified below.

Table 4: Sample Sizes – District Level Health Staff10

Province District Sample Size

Male/Female Ratios Numbers interviewed Male Female

Dak Lak

District 1

District 2

District 3

District 4

Provincial Level

In each District, the Head of the District Health Centre + a District Health Staff member will be interviewed.

Circa 6 provincial stakeholders drawn from the Provincial PCDC, Provincial Hospital and Department of Health will be interviewed via KII.

Proportionate to staff ratios in Health Centres

2 District Health Staff per District,

8 District Health Staff per Province

6 Provincial Stakeholders per Province

Dong Nai

District 1

District 2

District 3

District 4

Provincial Level

In each District, the Head of the District Health Centre + a District Health Staff member will be interviewed.

Circa 6 provincial stakeholders drawn from the Provincial PCDC, Provincial Hospital and Department of Health will be interviewed via KII/.

Proportionate to staff ratios in Health Centres

2 District Health Staff per District,

8 District Health Staff per Province

6 Provincial Stakeholders per Province

Hanoi

District 1

District 2

District 3

District 4

Provincial Level

In each District, the Head of the District Health Centre + a District Health Staff member will be interviewed

Circa 6 provincial stakeholders drawn

Proportionate to staff ratios in Health Centres

2 District Health Staff per District,

8 District Health Staff per Province

6 Provincial Stakeholders per

10 We understand that the context may affect the ability to conduct all interviews planned and that most of them

will have to be conducted remotely.

17

from the Provincial PCDC, Provincial Hospital and Department of Health will be interviewed via KII/.

Province

Khanh Hoa

District 1

District 2

District 3

District 4

Provincial Level

In each District, the Head of the District Health Centre + a District Health Staff member will be interviewed.

Circa 6 provincial stakeholders drawn from the Provincial PCDC, Provincial Hospital and Department of Health will be interviewed via KII.

Proportionate to staff ratios in Health Centres

2 District Health Staff per District,

8 District Health Staff per Province

6 Provincial Stakeholders per Province

3.4 Household Community KAP Survey

The contracted consultants will be responsible for sending the Attitude and Practice (KAP) survey through an online link to the list of interviewees with their phone numbers available and collected during the baseline. The contracted consultants will visit or call the district chiefs of each of the districts selected in order to request their support for the evaluation helping to advertise the importance of completing the survey and participating in this research if contacted by the evaluation team. The table below shows the distribution of phone numbers available from the baseline for each of the four provinces that should be covered by the online Survey on Dengue Fever KAP. Whilst the total number of contact details are high within each province, we anticipate a poor response rate (~30%). The potentially low response rate, combined with the need for an alternative survey methodology means that responses will be used as a qualitative assessment of the community members’ knowledge, practices, and behaviour when dealing with dengue fever.

Table 5: Distribution of population interviewed in the baseline with phone number available from the four project Provinces:

Province Phone numbers available

Hanoi 409

Khanh Hoa 396

Dak Lak 415

Dong Nai 402

Total 1622

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The KAP survey questionnaire administered online through the mobile phones contains only the main questions for the analysis including:

• Household practices concerning dengue;

• Knowledge about dengue;

• Attitude towards dengue;

• Control and prevention practices;

• Warnings of outbreaks of dengue;

The questionnaire will be designed to take approximately 10 minutes to be completed online by the member of the household directly through a link which is easily accessible from any browser (Firefox, chrome, internet explorer, Mozilla…). The form accessible through the link will be created by OPM and should be translated and checked by the Consultancy firm before implementing. In addition, time should be allocated for following up on the surveys which were not completed.

3.5 Sampling at District levels

For the Community survey, cluster sampling technique was used in the baseline to select four Districts per province and then four communes within the chosen districts. Then, 100 households had been randomly selected from latest census data available for these communes. In the same communes, District Health Staff was then selected from the same districts selected for the household survey.

Table 6: Outline Sampling Frame for the Community/District Level Surveys

Number Selection Location Disaggregation

Community Members

About 400 HH in each province with 100 HH per District

Households interviewed in the baseline

In four Districts for each of Pilot Provinces with urban and rural representation.

Proportional number of men and women need to be surveyed

District Health Workers

Estimate 8 District Health Staff in each Pilot Province (2 staff per district).

Purposeful sample of District Health Staff linked to the communes being surveyed. Include Head of District Health Centre in the sample

Adjacent to the communes being surveyed

Mixture of Male and Female District Health Staff.

Provincial Stakeholders

6 Provincial Stakeholders per province drawn from the Provincial Hospital, Provincial Department of Health and PCDC.

Purposeful sample – based on selection of key stakeholders with a role in dengue prevention and control.

Location in the 4 pilot Provinces.

Mixture of male and female stakeholders if possible, determined by gender mix of key stakeholder groups.

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3.6 Secondary Data Collection

The contracted consultants will be responsible to collect secondary data from the relevant interviewees. UNDP & WHO will support collection of secondary data, including collation of documentation and reports, packaging of National data and statistics of Dengue Fever. UNDP & WHO will also provide guidance on the reliability and accuracy of the available data and its sufficiency for reporting purposes. UNDP/WHO will also provide input on any policy changes or implementation arrangements for dengue prevention and control in Viet Nam that they are aware of. For the analysis of budget allocation, the consultant firm should collect the amount allocated for provincial action against dengue fever from the four provinces piloted, and for completing the tables below for the remaining years:

Central Budget (only national sources) VND

Provinces 2015 2016 2017 2018 Average/year

Hanoi 3,850,910,000 N/A11 N/A 3,673,000,000 3,761,955,000

Dak Lak N/A 253,000,000 479,000,000 374,000,000 368,666,667

Dong Nai 1,288,000,000 1,288,000,000 1,288,000,000 572,000,000 1,109,000,000

Khan Hoa 706,000 706,000 591,000 531,000 633,500

Overall budget allocation for dengue (all sources)

2016 2017 2018 Average/year

Ha Noi 8,000,000,000 8,200,000,000 12,173,000,000 9,457,666,667

Dak Lak 253,000,000 479,000,000 574,000,000 435,333,333

Dong Nai 12,550,065,800 13,378,360,000 18,683,518,000 14,870,647,933

Khan Hoa 4,986,000,000 4,940,000,000 4,854,000,000 4,926,666,667

All provinces 25,789,065,800 26,997,360,000 36,284,518,000 29,690,314,600

OPM will analyse secondary data sourced by the consultant firm, UNDP and WHO to report on the logframe indicators.

3.7 Development of instruments

A database will be set up to compile data and evidence drawn from secondary sources. Reporting templates will be developed to ensure consistency in the reporting of the largely qualitative evidence gathered as part of the primary data collection activities.

Four data collection instruments will be provided to the consultancy firm:

(A) Online household survey12. (B) Semi-structured interview with District and Provincial level authorities. (C) Semi-structured interview with District and Provincial level technical officers. (D) Semi-structured interview with Regional and National Government

The data collection instruments will be designed and provided in English by the OPM team. The consultancy firm will be responsible for the data collection instruments to be translated into the languages of the locations selected, including Viet Namese.

11 Precise data was not available 12 This form will be collected electronically with the use of tablets and programmed with Kobo toolbox (or

similar software system). This is a free and open source suit of tools for use in challenging contexts allowing

data collection to take place both online and offline. See kobotoolbox.org.

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All data collection instruments will start with the explanation of data collection objectives and include explanations on how the data will be used and accessed. Data will, where possible, be anonymised, all interviewees will be 18 years or older and in keeping with the principles of ethical research, interviewees will be asked if they are willing to give their permission for the interview to be conducted.

In addition to the data collection instruments, a manual containing protocols on how to proceed in specific cases, such as of refusal to respond to the survey and replacing a household on the list to be interviewed will be developed, taking into account best practice.

The researchers will be required to adhere to relevant COVID-19 government rules, taking issues such as social distancing / meetings with only the minimum number of required people / adapting to rapidly changing travel constraints / adapting to the differential impact of COVID across Viet Nam. The researchers must have the capacity to be adaptive in their approach to the interviews, maintaining regular communication with UNDP and OPM on the implications of COVID and to assess alternative approaches and options.

Whilst performing interviews with Provincial staff members, the researchers must work to gather additional secondary data from each of the three main Provincial stakeholders. Secondary data on Provincial guidelines for implementing Dengue prevention practices should be collected.

Table 7: Overview of Data Collection Instruments

Instrument Length Format

(A) Online household survey.

10 minutes

Self-administrated online survey

(B) Semi-structured interview with District and Provincial level authorities.

20 minutes

Semi-structured questionnaire to gather qualitative feedback

(C) Semi-structured interview with District and Provincial level technical officers.

20 minutes

Semi-structured questionnaire to gather qualitative feedback

(D) Semi-structured interview questionnaire for Regional and National Government

20 minutes

Semi-structured questionnaire to gather qualitative feedback

3.8 Training Field teams

A remote training of trainers event for senior members of the field teams on questionnaire administration, ethics and quality assurance in the field is planned. Training will be provided in English. This will include training on ethical considerations, what to do in case of a household or person refusing to participate in the survey. The training will include role plays on the conduct of the survey and practice on the use of the tablets, communication in case they have any issue in the field whilst trainers will also be provided with an overview of the quality assurance process, undertaken by researchers.

All field staff will be provided with a manual before embarking for field data collection. Additionally, researchers will be required to report to UNDP every two days on the numbers of interviews conducted and any issues arising. UNDP should identify a focal point person for the enumerators to report to either via phone or email.

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3.9 Data Collection and Quality Assurance

Since the survey will be self-administered, the commissioned organisation should run checks on the data received to confirm their completeness, contacting households that have not provided their responses through the online survey. Basic checks include examination of correct IDs, duplicated households, completed interviews, etc. It will be important that the commissioned organisation ensures effective communication between data management and checking processes and the field teams, making sure that any errors that have been picked up, are addressed by the field data collection teams.

Researchers will be overall responsible for achievement of the requisite targets set for the districts and the province as a whole. Researchers will also be responsible for reporting progress in terms of achievement of targets set for data collection.

3.10 Data Compilation, Analysis and Reporting

In addition to the data collection instruments, a remote workshop will be held by OPM to discuss with the consultancy firm, and their researchers the objective of the questions and clarify how notes from the interviews should be taken.

Data from households will be automatically uploaded into an online platform of Kobo toolbox from their smart phones, which allows data cleaning checks to be performed remotely during data collection activities.

UNDP will be responsible for overseeing the researchers and ensuring data collection is advancing as planned. OPM will assess if data is being routinely uploaded and report to UNDP if any problems arise for UNDP to liaise with the consultancy firm. The researchers in each team should be responsible to report to UNDP every 2 days to report on progress.

Data from households will be treated and analysed qualitatively. Data collected from the Provincial and District stakeholders through key informant interviews must be translated to English by the contracted consultants and shared in a Word File (complete transcription), following the structure of the questions for review and analysis by OPM. Whilst performing interviews, the consultants must work to gather additional secondary data relevant from individuals interviewed, which should be also shared with OPM

The researchers should deliver a short report on the collection of data, problems faced in the collection of data or access to any stakeholders / communities’ leaders.

OPM may revert with questions if aspects of the transcription are not clear.

3.11 Analysis and triangulation

Data analysis from the interviews will be carried out by OPM. The raw data will comprise of structured questionnaire interview notes completed in English, detailing the qualitative responses. Secondary data will be also used to understand the situation in each of the provinces.

3.12 Reporting

The Survey firm contracted will share the raw data with OPM (complete transcripts translated to English following the order of the questions).

The researchers should deliver a short report on the collection of data, problems faced in the collection or issues that could have influenced the quality of the interviews conducted, with a summary of the data results.

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4 RESOURCE PLAN AND TEAM REQUIREMENTS

4.1 Overall Personnel Plan

Based on the sample-size for the online household survey, 4 assistants should support the implementation of the survey sending invites to the online survey through the links to the phone numbers available, contacting district leads to ask for their support, and following up with community members directly through the phones.

Researchers should also be contracted for circa 26 working days each to cover conduct of interviews at District Level Health Centres (estimated to take 8 days per researcher), training (estimated at 5 days per researcher) and 5 days per researcher for quality assurance of field enumeration teams, with an additional 2 days for any follow ups. An allocation of 6 days is included for researchers’ conduct of KII at provincial level.

4.2 Team Composition and Requirements

The contracted firm should have extensive experience in conducting field studies in relevant areas in Viet Nam. The contracted Firm shall make available the study team with the following requirements. The enumeration and research teams should be composed of both men and women in the same proportion. 4.2.1 Researchers

• At least Master’s Degree in public health, preventive medicines, medical doctor, or relevant areas.

• Highly organized individual, punctual, capable of handling multiple priorities, meeting deadlines, and managing time effectively

• Outstanding communications and interpersonal skills

• Ability to supervise a team, plan field data collection, arrange interviews, trouble shoot and achieve targets re data collection in accordance with requisite quality standards and protocols essential

• Experienced in conducting both Household surveys and qualitative interviews at the District Health level in health-related areas.

• Experienced with quality assurance tasks for household surveys, an asset

• Fluent in both English and Viet Namese

• Ability to use tablets and familiar with use of touchscreen technology

4.2.2 Assistants

Assistants could meet the following requirements:

• Degree in public health, preventive medicines, social science, or relevant fields

• Highly organized individual, punctual, capable of handling multiple priorities, meeting deadlines, and managing time effectively

• Ability to work independently as well as an effective team player

• Preference for individuals from the provinces where the survey will be conducted

• Outstanding communications and interpersonal skills

• Fluent in Viet Namese and one minority language spoken in the provinces where the online household survey will take place

• Previous experience with survey-based work as an enumerator is an advantage.

• Ability to work with datasets

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4.3 Digital Requirements

4.3.1 Communication

Cell phone and landline should also be made available to assistants, ensuring effective and efficient communication. It is the responsibility of the organisation commissioned to implement an effective communication system in place, to ensure data is being collected properly and to guide households to complete their online survey

4.4 Requirements re Permission to Collect Data

Permission to carry out interviews with government staff and at household levels will need to be obtained in advance from all relevant National and Provincial authorities before data collection can begin. Specific permissions also need to be obtained from the respective authorities for all interviews to be undertaken by international staff (non-Viet Namese). A formal introduction letter, explaining the purpose and approval for the interviews, with a badge identifying each of the enumerators and researchers should be made available to and used by all enumerators and researchers engaged in field data collection.

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5 DURATION AND TIMELINES AND DUTY STATION

W1 W2 W3 W4 W5 W6 W7 W8 W9

Preparation (Hiring data collection team, permissions...)

Survey development

Survey guide

Train in-country teams and training design

Final Adjustments to survey guide and tools

Data collection

Quality Checks

Transcription and translation

Report

Deliverable Activity Margin

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5.1 Duration: The duration and timeline for the commissioned research organisations to submit to UNDP all findings (data from the HH survey and collated findings of KII) is from 10th Oct to 15th December 2021 with possible extension.

5.2 Duty station: The data collection, as describe above, will take place in 4 provinces including Ha Noi, Khanh Hoa, Dak Lak, and Dong Nai. In each provinces, 4 districts will be selected. Data collection will take place from provincial level to selected districts, communes, and community levels.

5.3 Tentative Implementation Plan:

The contracted Firm will be expected to undertake the following tasks and deliver the required outputs (in English and Viet Namese) as specified. Below is the suggested timeline for key outputs.

Task Assigned/Output Deadline

Inception report and detailed work plan, including design of the proposed detailed study contents and methodology

10 Oct 2021

Training and finalize the interview and survey tools and questionnaires for each case study

15 Oct 2021

Final Adjustments to survey guide and tools 20 October 2021

Initiatie data collection in the field 25 October 2021

Start to undertake data analysis and translation of transcripts 20 November 2021

Final Report and delivery of final translated transcripts 15 December 2021

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6 QUALITY REVIEW AND PAYMENT TERMS

Payments are based upon output, i.e. upon delivery of the services specified in the TOR. The firm shall receive payment in instalments from UNDP as follows:

• First payment of 20% of the contract value will be paid upon submission and acceptance of the inception report and list of recommended study locations;

• Second payment of 40% of the contract value will be paid upon submission and acceptance of the preliminary findings and the draft report;

• Last payment of 40% will be paid upon submission and approval of all products under the contract.

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7 ADMINISTRATIVE SUPPORT AND REFERENCE DOCUMENTS

Administrative support will be provided by UNDP. Technical support will be provided by OPM. Copies of relevant documents and reports will be made

available to the contracted Firm upon commencement of the assignment. The UNDP will facilitate logistical arrangements for meetings with key

stakeholders in Hanoi, and for the arrangement of the Provincial interviews and Household survey. The UNDP will support the provision of official letters

to key stakeholders at the provincial level to request their agreement and support to the study and the visits to the field locations.

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8 ASSIGNED CONSULTANTS PRESENCE REQUIRED ON DUTY STATION

[ ] NONE [ ] PARTIAL [X] INTERMITTENT [ ] FULL-TIME

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ANNEX I– Characteristics of Pilot Provinces

Province Total

Population %Urban Sex Ratio

Districts or other sub-divisions

communes, ward & towns

DakLak 1,853,700 24% 101.3 13 180

Dong Nai 2,905,800 34% 94.5 11 173

Ha Noi 7,216,000 43% 95.6 30 566

Khanh Hoa 1,205,300 50% 97.2 9 140

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EVALUATION CRITERIA

Summary of Technical Proposal Evaluation Forms Points

Obtainable

1. Bidder’s qualification, capacity and experience in preventive medicine related areas 300

2. Proposed Methodology, Approach and Implementation Plan to carry out the research with proposed timeline

400

3. Management Structure, Key Personnel, and relevant researchers who are assigned to carry out technical works of the study (with CV attached)

300

Total 1000

Section 1. Bidder’s qualification, capacity and experience Points

obtainable

1.1 Reputation of Organization and Staff Credibility / Reliability 50

1.2 General Organizational Capability which is likely to affect implementation: management structure, financial stability and project financing capacity, project management controls, extent to which any work would be subcontracted

90

1.3 Relevance of specialized knowledge and experience on similar engagements done in the region/country

70

1.4 Quality assurance procedures and risk mitigation measures 60

1.5 Organizational Commitment to Sustainability (mandatory weight)

- -Organization demonstrates significant commitment to sustainability through some means, for example internal company policy documents on women empowerment

30

Total Section 1 300

Section 2. Proposed Methodology, Approach and Implementation Plan Points

obtainable

2.1 Understanding of the requirement: Have the important aspects of the task been addressed in sufficient detail? Are the different components of the study adequately weighted relative to one another?

80

2.2 Description of the Offeror’s approach and methodology for meeting or exceeding the requirements of the Terms of Reference

100

2.3 Details on how the different service elements shall be organized, controlled and delivered including but not limited to data collection in the field, data processing

50

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and analysis, how the research questions are addressed, key expected outputs and recommendations, etc

2.4 Description of available performance monitoring mechanisms and tools; how they shall be adopted and used for producing a quality research report.

50

2.5 Assessment of the implementation plan proposed including whether the activities are properly sequenced and if these are logical and realistic

70

2.6 Demonstration of ability to plan, integrate and effectively implement sustainability measures in the execution of the contract

50

Total Section 2 400

Section 3. Management Structure and Key Personnel Points

obtainable

3.1 Composition and structure of the team proposed. Are the proposed roles of the management and the team of key personnel suitable for the provision of the necessary services?

60

3.2 Qualifications of key personnel proposed

3.2 a Researchers 120

- At least a Master’s Degree in public health, preventive medicines, medical doctor related areas

30

- Specific Experience in conducting studies in preventive medicine-related fields

50

- Proven experience in coordinating teams of researchers 30

- Verbal and written English and Viet Namese proficiency 10

3.2 b Enumerators 80

- Degree in public health, preventive medicines, social science, or relevant fields

20

- Ability to work independently as well as an effective team player 20

- Specific Experience relevant to the particular assignment 50

- Previous experience with survey-based work as an enumerator 20

- Fluent in both English and Viet Namese 10

Total Section 3 300

All bids passing the minimum technical score of 700 will be technically qualified for financial evaluation. Submission obtaining the highest weighted points (technical points + financial points) will be selected.

Important Notes:

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• Evaluation will be done separately for each of the proposed key personnel (if applicable) and the total personnel score will be the average.

• Please refer to the Submission checklist (Annex 4) for documents to be submitted for the evaluation

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Annex 2

FORM FOR SUBMITTING SERVICE PROVIDER’S PROPOSAL13

(This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery14)

[insert: Location].

[insert: Date] To: [insert: Name and Address of UNDP focal point] Dear Sir/Madam:

We, the undersigned, hereby offer to render the following services to UNDP in conformity with the requirements defined in the RFP dated [specify date] , and all of its attachments, as well as the provisions of the UNDP General Contract Terms and Conditions :

A. Qualifications of the Service Provider

The Service Provider must describe and explain how and why they are the best entity that can deliver the requirements of UNDP by indicating the following :

a) Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations; b) Business Licenses – Registration Papers, Tax Payment Certification, etc. c) Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial stability,

liquidity, credit standing, and market reputation, etc. ; d) Track Record – list of clients for similar services as those required by UNDP, indicating description of

contract scope, contract duration, contract value, contact references; e) Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental

Sustainability Certificates, etc. f) Written Self-Declaration that the company is not in the UN Security Council 1267/1989 List, UN

Procurement Division List or Other UN Ineligibility List.

Company Profile

Item Description Detail

Legal name of bidder or Lead entity for JVs

Click or tap here to enter text.

Legal Address, City, Country Click or tap here to enter text.

13 This serves as a guide to the Service Provider in preparing the Proposal. 14 Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for

verification purposes

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Website Click or tap here to enter text.

Year of Registration Click or tap here to enter text.

Legal structure Choose an item.

Are you a UNGM registered vendor?

☐ Yes ☐ No If yes, insert UNGM Vendor Number

Quality Assurance Certification (e.g. ISO 9000 or Equivalent) (If yes, provide a Copy of the valid Certificate):

☐ Yes ☐ No

Does your Company hold any accreditation such as ISO 14001 or ISO 14064 or equivalent related to the environment? (If yes, provide a Copy of the valid Certificate):

☐ Yes ☐ No

Does your Company have a written Statement of its Environmental Policy? (If yes, provide a Copy)

☐ Yes ☐ No

Does your organization demonstrate significant commitment to sustainability through some other means, for example internal company policy documents on women empowerment, renewable energies or membership of trade institutions promoting such issues (If yes, provide a Copy)

☐ Yes ☐ No

Is your company a member of the UN Global Compact

☐ Yes ☐ No

Bank Information Bank Name: Click or tap here to enter text.

Bank Address: Click or tap here to enter text.

IBAN: Click or tap here to enter text.

SWIFT/BIC: Click or tap here to enter text.

Account Currency: Click or tap here to enter text.

Bank Account Number: Click or tap here to enter text.

Previous relevant experience: 3 contracts

Name of previous

contracts

Client & Reference

Contact Details

including e-mail

Contract

Value

Period of activity Types of activities

undertaken

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Bidder’s Declaration

Yes No

☐ ☐ Requirements and Terms and Conditions: I/We have read and fully understand the RFQ, including the RFQ Information and Data, Schedule of Requirements, the General Conditions of Contract, and any Special Conditions of Contract. I/we confirm that the Bidder agrees to be bound by them.

☐ ☐ I/We confirm that the Bidder has the necessary capacity, capability, and necessary licenses to fully meet or exceed the Requirements and will be available to deliver throughout the relevant Contract period.

☐ ☐ Ethics: In submitting this Quote I/we warrant that the bidder: has not entered into any improper, illegal, collusive or anti-competitive arrangements with any Competitor; has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFQ ;has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer.

☐ ☐ I/We confirm to undertake not to engage in proscribed practices, , or any other unethical practice, with the UN or any other party, and to conduct business in a manner that averts any financial, operational, reputational or other undue risk to the UN and we have read the United Nations Supplier Code of Conduct :https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN.

☐ ☐ Conflict of interest: I/We warrant that the bidder has no actual, potential, or perceived Conflict of Interest in submitting this Quote or entering a Contract to deliver the Requirements. Where a Conflict of Interest arises during the RFQ process the bidder will report it immediately to the Procuring Organisation’s Point of Contact.

☐ ☐ Prohibitions, Sanctions: l/We hereby declare that our firm, its affiliates or subsidiaries or employees, including any JV/Consortium members or subcontractors or suppliers for any part of the contract is not under procurement prohibition by the United Nations, including but not limited to prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and have not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group or any other international Organization.

☐ ☐ Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against them that could impair their operations in the foreseeable future.

☐ ☐ Offer Validity Period: I/We confirm that this Quote, including the price, remains open for acceptance for the Offer Validity.

☐ ☐ I/We understand and recognize that you are not bound to accept any Quotation you receive, and we certify that the goods offered in our Quotation are new and unused.

☐ ☐ By signing this declaration, the signatory below represents, warrants and agrees that he/she has been authorised by the Organization/s to make this declaration on its/their behalf.

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B. Proposed Methodology for the Completion of Services

The Service Provider must describe how it will address/deliver the demands of the RFP; providing a detailed description of the essential performance characteristics, reporting conditions and quality assurance mechanisms that will be put in place, while demonstrating that the proposed methodology will be appropriate to the local conditions and context of the work.

C. Qualifications of Key Personnel

If required by the RFP, the Service Provider must provide : a) Names and qualifications of the key personnel that will perform the services indicating who is Team Leader,

who are supporting, etc.; b) CVs demonstrating qualifications must be submitted if required by the RFP; and c) Written confirmation from each personnel that they are available for the entire duration of the contract.

D. Cost Breakdown per Deliverable*

Deliverables [list them as referred to in the RFP]

Percentage of Total Price (Weight for payment)

Price (Lump Sum, All

Inclusive)

1 Deliverable 1

2 Deliverable 2

3 ….

Total 100%

*This shall be the basis of the payment tranches

E. Cost Breakdown by Cost Component [This is only an Example]:

Description of Activity Remuneration per Unit of Time

Total Period of Engagement

No. of Personnel

Total Rate

I. Personnel Services

1. Services from Home Office

a. Expertise 1

b. Expertise 2

2. Services from Field Offices

a . Expertise 1

b. Expertise 2

3. Services from Overseas

a. Expertise 1

b. Expertise 2

II. Out of Pocket Expenses

1. Travel Costs

2. Daily Allowance

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3. Communications

4. Reproduction

5. Equipment Lease

6. Others

III. Other Related Costs

We confirm our full acceptance of the UNDP Contract General Terms and Conditions and agree to abide by this Proposal for 120 days from the date of proposal submission deadline.

I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted.

Exact name and address of company

Company NameClick or tap here to enter text.

Address: Click or tap here to enter text.

Click or tap here to enter text.

Phone No.:Click or tap here to enter text.

Email Address: Click or tap here to enter text.

Authorized Signature:

Date:Click or tap here to enter text.

Name:Click or tap here to enter text.

Functional Title of Authorised Signatory:Click or tap here to enter text.

Email Address: Click or tap here to enter text.

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Annex 3

Contract Templates and General Terms and Conditions

1. Please find below link to the Professional service contract template:

http://www.vn.undp.org/content/dam/vietnam/docs/Legalframework/Contract%20Face%20Sheet%20(Goods%20and-or%20Services)%20UNDP%20-%20Sept%202017.pdf

2. Please find below link to the General Terms and Conditions:

below US$ 50,000 (Services only):

UNDP General Terms and Conditions for Institutional (de minimis) Contracts apply http://www.vn.undp.org/content/dam/vietnam/docs/Legalframework/3.%20UNDP%20GTCs%20for%20de%20minimis%20Contracts%20(Services%20only)%20-%20Sept%202017.pdf

below US$ 50,000 (Goods or Goods and Services): UNDP General Terms and Conditions for Contracts apply http://www.vn.undp.org/content/dam/vietnam/docs/Legalframework/2.%20UNDP%20GTCs%20for%20Contracts%20(Goods%20and-or%20Services)%20-%20Sept%202017.pdf

equal to or above US$ 50,000 (Goods and/or Services):

UNDP General Terms and Conditions for Contract apply http://www.vn.undp.org/content/dam/vietnam/docs/Legalframework/2.%20UNDP%20GTCs%20for%20Contracts%20(Goods%20and-or%20Services)%20-%20Sept%202017.pdf

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Annex 4

CHECKLIST OF DOCUMENTS SUBMITTED BY BIDDERS Note:

• Bidders are required to review carefully this checklist before submitting proposal to ensure complete submission.

• Maximum email size: 30 MB/email. Bidders can split proposal into several emails if the file size is large.

• Technical and Financial Proposals are to be submitted in separate envelops/emails before or by Monday, October 11, 2021 (Hanoi time).

• Email and proposal should indicate clearly the reference and name of tender.

Item Documents

To be completed by bidders

Doc submitted

Y/N

Number of pages

Remarks

1 Fully filled Technical proposal (pls. refer to the guidelines in Annex 2) with copies/scan of appropriate supporting documents:

a) Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations

b) Business Licenses – Registration Papers and/or Tax Payment Certification, etc.

c) Track Record – list of clients for similar services as those required by UNDP, indicating description of contract scope, contract duration, contract value, contact references

d) Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental Sustainability Certificates, etc. (if any)

e) Proposed Methodology for the Completion of Services

f) Names and qualifications of the key personnel that will perform the services indicating who is Team Leader, who are supporting, etc.;

g) Detailed CVs of the proposed personnel

2 Duly signed Price Schedule (pls. use the template in Annex 2 and separate the technical and financial proposals)

3 Bidder confirms its full acceptance of the UNDP Contract General Terms and Conditions and agrees to abide by this Proposal for 120 days from the date of proposal submission deadline.

4 This duly filled, checked, certified submission checklist to be attached to the submission

40

5 Send a separate email (without attachment) to procurement.vn@undp.org notifying that you already submitted proposal and the number of email(s) submitted. Notification email should be sent to above address by submission deadline or right after you submit proposals

[Name and Signature of the Service Provider’s Authorized Person] [Designation] [Date]