REQUEST FOR PROPOSALS RFP Number: 2017/RFP0011/IOM-GLO. (Grants) For Simple Assignments GRANTS FOR

Transcription

1 Funded by the European Union REQUEST FOR PROPOSALS RFP Number: 2017/RFP0011/IOM-GLO (Grants) For Simple Assignments GRANTS FOR Direct assistance services for vulnerable migrants in KwaZulu-Natal Province Prepared by 3rd Floor Sanlam Building 353 Festival Street, Hatfield 0083 Pretoria, South Africa 24 August 2017

2 REQUEST FOR PROPOSALS RFP Number: 2017/RFP0011/IOM-GLO IOM Mission: Pretoria Project Name: The Global Action against Trafficking in Persons and the Smuggling of Migrants (GLO.ACT) WBS: CT.0970.CH Title of Grants: Direct Assistance Services for Vulnerable Migrants in KwaZulu-Natal Province 2

3 Request for Proposals The International Organization for Migration (hereinafter called IOM) intends to select a grant beneficiary for the Direct Assistance Services for Vulnerable Migrants for which this request for proposals (RFP) is issued. IOM now invites grant applicants to provide technical and financial proposals for the following grant: Direct Assistance Services for Vulnerable Migrants. More details on the grant are provided in the attached Terms of Reference (TOR). The grant beneficiary will be selected under the quality-cost based selection procedure described in this RFP. The RFP includes the following documents: Section I: Section II: Section III: Section IV: Section V: Instructions to Grant Applicants Technical Proposal Standard Forms Financial Proposal Standard Forms Terms of Reference Standard Form of Contract Grant applicants are encouraged to register their intention to apply by to the following addresses: GloAct@iom.int and iompretoriaprocurement@iom.int by 30 August 2017, quoting RFP number 2017/RFP0011/IOM-GLO in the subject line. The Proposals must be delivered by hand / via courier to the The Procurement Unit, IOM office at 3rd Floor Sanlam Building, 353, Festival, Street, Hatfield 0083 Pretoria, South Africa not later than 8 September No late proposals will be accepted. IOM reserves the right to accept or reject any proposal and to annul the selection process and reject all proposals at any time prior to contract award, without thereby incurring any liability to affected Grant Applicants. IOM is encouraging companies to use recycled materials or materials coming from sustainable resources or produced using a technology that has lower ecological footprints. 3

4 Table of Contents Section I - Instructions to Grant Applicants... 5 Section II Technical Proposal Standard Forms Section III. Financial Proposal - Standard Forms Section IV. Terms of Reference Section V Pro-forma Contract

5 Section I: Instructions to Grant Applicants 1. Introduction 1.1 Only eligible grant applicants may submit a technical proposal and financial proposal for the grant required. The proposal shall be the basis for contract negotiations and ultimately for a signed contract with the selected grant beneficiary. 1.2 Grant applicants should familiarize themselves with local conditions and take them into account in preparing the proposal. Grant applicants are encouraged to visit IOM before submitting a proposal. 1.3 The grant applicant s cost of preparing the proposal and of negotiating the contract, including visit(s) to IOM are not reimbursable as a direct cost of the assignment. 1.4 Grant applicants shall not be hired for any assignment that would be in conflict with their prior or current obligations to other procuring entities, or that may place them in a position of not being able to carry out the assignment in the best interest of IOM. 1.5 IOM is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the grant applicants. 1.6 IOM shall provide at no cost to the grant applicant all information necessary to assist the applicants in completing the technical proposal and financial proposal and in obtaining licenses and permits needed to carry out the grant. IOM will also make available relevant project information and reports (see Section IV: Terms of Reference). 2. Corrupt, Fraudulent, and Coercive Practices 2.1 IOM policy requires that all IOM staff, grant applicants, bidders, manufacturers, suppliers, or distributors observe the highest standard of ethics during the procurement and execution of all contracts. IOM shall reject any proposal put forward by grant applicants or, where applicable, terminate their contract, if it is determined that they have engaged in corrupt, fraudulent, collusive, or coercive practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set forth below as follows: Corrupt practice means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of the procuring/contracting entity in the procurement process or in contract execution; Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the procuring/contracting entity or the grant applicant in the procurement process or the execution of a contract, in order to obtain a financial gain or other benefit or to avoid an obligation; 5

6 Collusive practice is an undisclosed arrangement between two or more grant applicants designed to artificially alter the results of the tender procedure in order to obtain a financial gain or other benefit; Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process in order to improperly influence their activities in a procurement process, or affect the execution of a contract. 3. Conflict of Interest 3.1 All grant applicants found to have conflicting interests shall be disqualified from participating in the current procurement process. A grant applicant may be considered to have a conflict of interest under any of the circumstances set forth below: The grant applicant has controlling shareholders in common with another grant applicant; The grant applicant receives or has received any direct or indirect subsidy from another grant applicant; The grant applicant has the same representative as that of another grant applicant for purposes of this bidding process; The grant applicant has a relationship, directly or through third parties, that puts them in a position to have access to information about or influence the bid of another or influence the decisions of the mission procuring/contracting entity regarding this bidding process; The grant applicant submits more than one bid in this bidding process; The grant applicant participated as a consultant in the preparation of the design or technical specifications of the goods and/or grants that are the subject of this bidding process. 4. Clarifications and Amendments to RFP Documents 4.1 At any time before the submission of the proposals IOM may, for any reason, whether at its own initiative or in response to a clarification, amend the RFP. Any amendment to the RFP made will be communicated to all grant applicants who have acknowledged the letter of invitation Grant applicants may request clarification(s) on any part of the RFP. The request must be sent in writing and received by IOM at the address indicated in the invitation at least seven calendar days before the set deadline for the submission and receipt of proposals. IOM will respond in writing to the request for clarification within three calendar days of receipt. IOM s written response will be made available to all grant applicants who acknowledged the letter of invitation. IOM s response will not identify the source of the request for clarification. 6

7 4.3 For this purpose, a pre-proposal conference will be held on 29 August 2017 at at the IOM office in Durban, Suite 1606 Commercial City Building, 40 Commercial Road, Durban. Attendance to the conference is optional. 5. Preparation of the Proposal 5.1 A grant applicant proposal shall have two components: a) the technical proposal, and b) the financial proposal. 5.2 The proposal and all related correspondence exchanged by the grant beneficiary and IOM shall be in English. All reports prepared by the contracted grant beneficiary shall be in English. 5.3 The grant applicants are expected to examine in detail the documents constituting this RFP. Material deficiencies in providing the information requested may result in rejection of a proposal. 6. Technical Proposal 6.1 When preparing the technical proposal, grant applicants must give particular attention to the following: b) For assignment of the staff, the proposal shall be based on the number of technical/managerial staff-months estimated by the organization, no alternative technical/managerial staff shall be proposed. c) It is desirable that the majority of the key technical/managerial staff proposed are permanent employees of the organization or have an extended and stable working relationship with it. d) Proposed technical/managerial staff must have, at a minimum, three years of relevant experience, preferably working under conditions similar to those prevailing in the country of the assignment. 6.2 The technical proposal shall provide the following information using the attached Technical Proposal Standard Forms TPF 1 to TPF 6 (Section II). a) A brief description of the grant applicant organization and an outline of recent experience on grants of a similar nature (TPF-2). For each grant, indicate the profiles of the staff involved, duration of the grant, contract amount, and organization s activities. b) A description of the following: i) the grant applicant s existing access to the target beneficiaries of this grant, as described in the TOR, and any proposed methods for increasing or improving that access to meet the requirements 7

8 of this grant, if necessary; ii) the number and types of beneficiaries (including an estimated breakdown of sex and age) assisted by the organization currently or within the past three years and the means by which the grant applicant identified beneficiaries or had beneficiaries referred to them; iii) a description of the types of services currently offered to beneficiaries by the grant applicant, or provided to beneficiaries within the past three years, and any proposed methods for increasing or improving the services provided in order to meet the requirements of this grant, as described in the TOR, if necessary; iv) a summary of the grant applicant s understanding of the requirements and objectives of this grant and how they propose to fulfil those requirements and meet those objectives; v) the facilities and equipment to be used by the grant applicants to undertake all activities necessary to fulfil the requirements and meet the objectives of this grant. and, vii) a list of activities to be undertaken to fulfil the requirements and meet the objectives of this grant. (TPF-3). TPF-3 is to be a maximum of ten pages in length, inclusive of any text, tables, charts, pictures, or diagrams presented. c) The list of proposed technical/managerial staff by area of expertise, and the position and tasks that would be assigned to each staff member (TPF-4). d) Latest CVs signed by the proposed technical/managerial staff and the authorized representative submitting the proposal (TPF-5). Key information should include number of years working for the organization and degree of responsibility held in various grants during the last three years. e) A time schedule estimate of the total staff input (technical/managerial and support staff), and staff time needed to carry out the grant, including a time schedule/bar chart showing the time proposed for each technical/managerial and support staff member (TPF 6). f) A time schedule/bar chart showing the time proposed to undertake that the activities indicated in the work plan (TPF-7). 6.3 The technical proposal shall not include any financial information. 7. Financial Proposal 7.1 In preparing the financial proposal, grant applicants are expected to take into account the requirements and conditions outlined in the RFP. The financial proposal shall follow the Financial Proposal Standard Forms FPF-1 to FPF-4 (Section III). 7.2 The financial proposal shall include all costs associated with the grant. If appropriate, these costs should be broken down by activity. All items and activities described in the technical proposal must be priced separately; activities and items in the technical proposal but not priced shall be assumed to be included in the prices of other activities or items. 7.3 The grant beneficiary may be subject to local taxes on amounts payable under the grant. If such is the case, IOM may reimburse the grant beneficiary for any such taxes. Taxes 8

9 shall not be included in the sum provided in the financial proposal as this will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract Grant applicants shall express the price of their grant in US dollars. 7.5 The financial proposal shall be valid for 60 calendar days from the deadline for submission. During this period, the grant applicant is expected to keep available the technical/managerial staff for the assignment. IOM will make its best effort to complete negotiations and determine the award within the validity period. If IOM wishes to extend the validity period of the proposals, the grant applicant has the right not to extend the validity of the proposals. 8. Submission, Receipt, and Opening of Proposals 8.1 Grant applicants may only submit one proposal. If a grant applicant submits or participates in more than one proposal such proposals shall be disqualified. 8.2 The original proposal (both technical and financial) shall be prepared in indelible ink. It shall contain no overwriting, except as necessary to correct errors made by the grant applicants themselves. Any such corrections or overwriting must be initialed by the person(s) who signed the proposal. 8.3 The grant applicants shall submit one original and one copy of the proposal (both technical and financial). Each technical proposal and financial proposal shall be marked Original or Copy as appropriate. If there are any discrepancies between the original and the copies of the Proposal, the original governs. 8.4 The original and all copies of the technical proposal shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL. Similarly, the original financial proposal shall be placed in a separate sealed envelope clearly marked FINANCIAL PROPOSAL with the text DO NOT OPEN WITH THE TECHNICAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed. The outer envelope shall be labeled with the submission address, RFP number 2017/RFP0011/IOM-GLO, title of the grant (Direct Assistance Services for Vulnerable Migrants in KwaZulu-Natal Province) and the name of the grant applicant. 8.5 Proposals must be received by IOM at the place, date, and time indicated in the invitation to submit proposal. Any Proposal submitted by the grant applicant after the deadline for receipt of proposals prescribed by IOM shall be declared Late and shall not be accepted by IOM and returned to the grant applicant unopened. 8.6 After the deadline for the submission of proposals, all of the technical proposals shall be opened first by the Bids Evaluation and Awards Committee (BEAC). The financial proposal shall remain sealed until all submitted technical proposals are opened and evaluated. The BEAC has the option to open the proposals publicly or not. 9

10 9. Evaluation of Proposals 9.1 After the proposals have been submitted to the BEAC and during the evaluation period, grant applicants that have submitted their proposals are prohibited from making any kind of communication with any BEAC member, as well as its Secretariat, regarding matters connected to their proposals. Any effort by the grant applicants to influence IOM in the examination, evaluation, ranking of proposal, and recommendation for the award of contract may result in the rejection of the grant applicant s proposal. 10. Technical Evaluation 10.1 The entire evaluation process, including the submission of the results and approval by the approving authority, shall be completed in not more than twenty-one calendar days after the deadline for receipt of proposals The BEAC shall evaluate the proposals on the basis of their responsiveness to the TOR, compliance to the requirements of the RFP, and by applying an evaluation criteria, sub criteria and point system. Each responsive proposal shall be given a technical score. The proposal with the highest score or rank shall be identified as the highest rated/ranked proposal A proposal shall be rejected at this stage if it does not respond to important aspects of the TOR or if it fails to achieve the minimum technical qualifying score which is 70% The technical proposals of grant applicants shall be evaluated based on the following criteria, sub-criteria, and weighting: 10

11 Criteria Points Sub-criteria 1* Sub-criteria 2** Weight and Weight and total points total points 1: Specific experience of the grant applicants relevant to the assignment 10 40% 4 60% 6 Total points for criterion I 10 2: Adequacy of the proposed methodology and work plan in response to the TOR Technical approach 20 40% 8 60% 12 Work plan 15 40% 6 60% 9 Organization and staffing 15 40% 6 60% 9 Total points for criterion II 50 3: Key technical/managerial staff qualifications and competence for the assignment Team Leader 10 40% 4 40% 6 Adequacy of the team s qualifications for the assignment 10 40% 4 40% 6 Team s experience in local context 10 40% 4 40% 6 Team s previous experience with beneficiary population 10 40% 4 40% 6 Total points for criterion II 40 TOTAL POINTS 100 Total * general qualifications **adequacy for the assignment The minimum technical score required to pass is: 70 points 11

12 10.5 Technical Proposal shall not be considered for evaluation in any of the following cases: a) late submission, i.e., after the deadline set b) failure to submit any of the technical requirements and provisions provided under the Instruction to Grant applicant and TOR. 11. Financial Evaluation 11.1 After completion of the technical proposal evaluation, IOM shall notify those grant applicants whose proposal did not meet the minimum qualifying score or were considered non responsive based on the requirements in the RFP, indicating that their financial proposals shall be returned unopened after the completion of the selection process IOM shall simultaneously notify the grant applicants that have passed the minimum qualifying score indicating the date and opening of the financial proposal. The BEAC has the option to open the financial proposals publicly or not The BEAC shall determine the completeness of the financial proposal whether all the forms are present and the items required to be priced are priced The BEAC will correct any computational errors. In case of a discrepancy between a partial amount and the total amount, or between words and figures, the former will prevail. In addition, activities and items described in the technical proposal but not priced shall be assumed to be included in the prices of other activities or items The financial proposal of grant applicants who passed the qualifying score shall be opened, the lowest financial proposal (F1) shall be given a financial score of 100 points. The financial scores of the other financial proposals shall be computed based on the formula: Sf = 100 x Fl / F where: Sf is the score of the financial proposal under consideration Fl is the price of the lowest financial proposal F is the price of the financial proposal under consideration The proposals shall then be ranked according to their combined technical and financial scores based on the following formula: Sc = St x T% + Sf x F% where: 12

13 12. Negotiations Sc is the combined technical and financial score St is the score of the technical proposal under consideration T is the weight given to the technical proposal, which is 80% F is the weight given to the financial proposal, which is 20% The grant applicant achieving the highest combined technical and financial score will be invited for negotiations The aim of the negotiation is to reach agreement on all points and sign a contract. The expected date and address for contract negotiation is 25 September 2017 at IOM s office in Durban, Suite 1606 Commercial City Building, 40 Commercial Road, Durban Negotiation will include: a) discussion and clarification of the TOR; b) discussion and finalization of the activities to be completed, services to be provided, facilities and equipment to be used, and work plan proposed by the grant applicant; c) consideration of appropriateness of qualifications and pertinent compensation, number of work-months and the staff to be assigned to the performance of the grant, and schedule of activities (work schedule); d) discussion on the grant, facilities, and data, if any, to be provided by IOM to the grant beneficiary; e) discussion on the financial proposal submitted by the grant applicant; and f) provisions of the Contract. IOM shall prepare minutes of the negotiation which will be signed both by IOM and the grant applicant The financial negotiations will include clarification on the tax liability and the manner in which it will be reflected in the Contract and will reflect the agreed technical modifications (if any) in the cost of the grants. Unless there are exceptional reasons, the financial negotiations will involve neither the remuneration rates for staff nor other proposed unit rates Having selected the grant beneficiary on the basis of, among other things, an evaluation of proposed key technical/managerial staff, IOM expects to negotiate a Contract on the basis of the experts named in the proposal. Before contract negotiations, IOM shall require assurances that the experts shall be actually available. IOM will not consider substitutions during contract negotiation unless both parties agree that the undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. If this is not the case and if it is established that staff were included in the proposal without the grant applicant confirming their availability, the grant applicant may be disqualified. Any proposed substitution shall have qualifications and experience equivalent or better than the original candidate All agreements in the negotiation will be incorporated in the description of the grant and form part of the Contract The negotiations shall conclude with a review of the draft form of the Contract which forms part of this RFP (Section V). To complete negotiations, IOM and the grant beneficiary shall sign the agreed Contract. If negotiations fail, IOM shall invite the 13

14 second ranked grant applicant to negotiate a contract. If negotiations still fail, IOM shall repeat the process for the next-in-rank grant applicant until the negotiation is successfully completed. 13. Award of Contract 13.1 The Contract shall be awarded, through a notice of award, following negotiations and subsequent post-qualification to the grant applicant with the highest rated responsive proposal. Thereafter, IOM shall promptly notify all other grant applicants that they were unsuccessful. IOM will also return unopened financial proposals to grant applicants whose technical proposals did not meet the minimum threshold The Grant Beneficiary is expected to commence the assignment on 1 October Confidentiality Information relating to the evaluation of proposals and recommendations concerning awards shall not be disclosed to any grant applicant who submitted proposals or to other persons not officially concerned with the process. The undue use by any grant applicant of confidential information related to the process may result in the rejection of its proposal and may be subject to the provisions of IOM s anti-fraud and corruption policy. 14

15 Section II: Technical Proposal Standard Forms TPF-1: Technical Proposal Submission Form [Location, Date] To: Ms. Marija NIKOLOVSKA Project Coordinator IOM South Africa 3rd Floor Sanlam Building 353 Festival Street, Hatfield 0083 Pretoria, South Africa Dear Ms. NIKOLOVSKA, We, the undersigned, offer to provide the grant for Direct assistance services for vulnerable migrants in KwaZulu-Natal Province in accordance with your Request for Proposal (RFP) dated 24 August 2017 and our proposal. We are hereby submitting our proposal, which includes a technical proposal and a financial proposal sealed under a separate envelope. If negotiations are held after the period of validity of the proposal, we undertake to negotiate on the basis of the proposed staff. Our proposal is binding upon us and subject to the modifications resulting from contract negotiations. We acknowledge and accept IOM s right to inspect and audit all records relating to our proposal irrespective of whether we enter into a contract with IOM as a result of this proposal or not. We understand you are not bound to accept any proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Organization: Address: 15

16 TPF-2: Grant Applicant Organization [Provide here brief (two pages) description of the background and organization of your entity.] 16

17 TPF-3: Description of the Approach, Methodology and Work Plan for Performing the Assignment [Provide the following requested information in not more than 10 pages, including all text, tables, charts, pictures, or diagrams presented.] i. Description of your organization s existing access to the target beneficiaries of this grant as described in the TOR, and any methods for increasing or improving your access to meet the requirements of the grant, if necessary. ii. Description of the number and types of beneficiaries currently assisted by your organization, currently and within the last three years. Include an estimated breakdown of beneficiaries sex and age. Include a description of how your organization identified beneficiaries or had beneficiaries referred to you. iii. Description of the types of services you currently provide to beneficiaries, or have provided to beneficiaries within the past three years. Include any proposed methods for increasing or improving the services you provide in order to meet the requirements of this grant, as described in the TOR, if necessary. iv. Describe your understanding of the requirements and objectives of this grant and how you propose to fulfil these requirements and meet these objectives. v. Describe the relevant facilities and equipment your organization has and how you intends to use them to undertake the activities necessary to fulfil the requirements and meet the objectives of this grant. vi. Describe the activities to be undertaken by your organization in order to fulfil the requirements and meet the objectives of this grant. 17

18 TPF-4: Team Composition and Task Assignments 1. Technical/Managerial Staff Name Position Tasks Instruction: add or delete rows as necessary 2. Support Staff Name Position Tasks Instruction: add or delete rows as necessary 18

19 TPF-5: Format of Curriculum Vitae (CV) for Proposed Technical/Managerial Staff Proposed Position: Name of Organization: Name of Staff: Profession: Date of Birth: Years with Organization: Membership in Professional Societies: Nationality: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous grants and give dates and locations. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of grants. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.] Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member and authorized representative of the organization] Day/Month/Year Full name of staff member: Full name of authorized representative: 19

20 TPF-6: Time Schedule for Technical/Managerial Personnel Months (in the Form of a Bar Chart) Name Position Activities Number of Months Instruction: add or delete rows as necessary Subtotal (1) Instruction: add or delete rows as necessary Subtotal (2) Instruction: add or delete rows as necessary Subtotal (3) Instruction: add or delete rows as necessary Instruction: add or delete rows as necessary Instruction: add or delete rows as necessary Subtotal (4) Signature of Authorized Representative: Full Name: Title: 20

21 TPF-7: Activity (Work) Schedule No Activity Description Instruction: add or delete rows as necessary Duration (months) B. Completion and Submission of Reports Reports Date 1. Interim Progress Report 31 March Final Report 30 September

22 Section III: Financial Proposal - Standard Forms FPF-1: Financial Proposal Submission Form [Location, Date] To: Ms. Marija NIKOLOVSKA Project Coordinator IOM South Africa 3rd Floor Sanlam Building 353 Festival Street, Hatfield 0083 Pretoria, South Africa Dear Ms NIKOLOVSKA, We, the undersigned, offer to provide the grant Direct assistance services for vulnerable migrants in KwaZulu-Natal in accordance with your Request for Proposal (RFP) dated 24 August 2017 and our proposal (technical and financial proposals). Our attached financial proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures]. Our financial proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of [insert validity period] of the proposal. We acknowledge and accept the IOM right to inspect and audit all records relating to our proposal irrespective of whether we enter into a contract with the IOM as a result of this proposal or not. We confirm that we have read, understood and accept the contents of the Instructions to grant applicants, Terms of Reference (TOR), the Draft Contract, the provisions relating to the eligibility of grant applicants, and any and all bulletins issued and other attachments and inclusions included in the RFP sent to us. We understand you are not bound to accept any proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Organization: Address: 22

23 Funded by the European Union FPF-2: Summary of Costs Costs Currency Amount(s) I Remuneration Cost (see FPF-3 for breakdown) II - Reimbursable Cost ( see FPF-4 for breakdown) Total Amount of Financial Proposal 1 1 Indicate total costs, net of local taxes, to be paid by IOM in each currency. Such total costs must coincide with the sum of the relevant subtotal indicated in Form FPF-3 provided with the Proposal. Authorized Signature: Name and Title of Signatory: 23

24 Funded by the European Union FPF-3: Breakdown of Remuneration Name of Staff Position Staff-month Rate Technical/managerial Staff Instruction: add or delete rows as necessary Support Staff Instruction: add or delete rows as necessary Authorized Signature: Name and Title of Signatory: 24

25 Funded by the European Union FPF-4: Breakdown of Reimbursable Expenses Description 1 Unit Unit Cost in USD Subsistence allowance for staff 2 Transportation cost for staff 3 Office communication costs 4 Office supplies and materials 5 Office equipment and instruments 6 Office rent 7 Office utilities 8 Shelter rent 9 Shelter utilities 10 Shelter supplies 12 Shelter furniture and equipment 13 Beneficiary medical care 14 Beneficiary legal assistance 15 Beneficiary mental health care 16 Beneficiary supplies and items 17 Beneficiary in-country travel 18 Beneficiary international travel 19 Beneficiary travel stipend 20 Beneficiary documentation assistance 21 Beneficiary (re)integration package 22 Operational travel costs 23 Instruction: add or delete rows as necessary 1 Delete items that are not applicable or add other items according to Paragraph 7.2 of Section I-Instruction to grant applicants 2 Subsistence allowance for staff caters for out-of-pocket expenses associated with in-country travel. Allowable expenses are food and lodging. 3 Transportation costs for staff includes all international and in-country travel undertaken for purposes and activities associated with this grant. Allowable expenses are air tickets, rental of taxis, and local transportation (e.g., local buses, motorcycle taxis, etc.). 4 Office communication costs are costs associated with telephone or internet usage by staff associated with the grant. 5 Office supplies and materials are common office items (e.g., printer paper, printer toner, staplers and staples, etc.) used for administrative and managerial tasks associated with this grant. 6 Office equipment and instruments are common office equipment and instruments (e.g., computers, laptops, mobile phones, calculators, fax machines, etc.) that are used for tasks and activities associated with this grant. 7 Office rent is cost of renting office premises for the grant applicant. 25

26 Funded by the European Union 8 Office utilities are utilities necessary for the operation of the office premises (e.g., electricity, water, security, etc.) 9 Shelter rent is costs paid by the grant applicant for the purposes of operating a safe shelter to provide accommodation to the beneficiaries of this grant, as per the TOR. 10 Shelter utilities costs utilities necessary for operation of a safe shelter to provide accommodation to the beneficiaries of this grant, as per the TOR (e.g., water, electricity, security). 11 Shelter supplies are supplies necessary for operation of a safe shelter to provide accommodation to the beneficiaries of this grant, as per the TOR (e.g., food, dishes, bedding, towels, cleaning supplies, etc.). 12 Shelter furniture and equipment is furniture and equipment necessary for operation of a safe shelter provide accommodation to the beneficiaries of this grant, as per the TOR (e. g., computer, stove, beds, etc.). 13 Beneficiary medical care is any costs associated with meeting the medical needs of a beneficiary. 14 Beneficiary legal assistance is any cost associated with meeting the legal assistance requirements of a beneficiary. 15 Beneficiary mental health care is any cost associated with meeting the mental health care needs of a beneficiary. 16 Beneficiary supplies and items are supplies and items necessary for the self-care and dignity of a beneficiary (e.g., clothing, sanitary supplies, and personal care items). 17 Beneficiary in-country travel is any cost associated with the beneficiary s in-country travel for the purposes of their individualized protection and assistance package (e.g., to and from education or technical training course, attending doctor s appointments, etc.), for the purposes of family visits, and/or for the purposes of in-country relocation. 18 Beneficiary international travel is any cost associated with the international return of a beneficiary. 19 Beneficiary travel stipend is any cash provided to a beneficiary meant to cover any out-of-pocket expenses arising during in-country or international travel. 20 Beneficiary document assistance is any cost associated with obtaining identification or travel documents required to implement the beneficiary s individualized assistance and protection package (e.g., obtaining identify documents, obtaining visa for travel, etc.). 21 Beneficiary (re)integration package is the cost of any good or service purchased or provided for the purposes of facilitating the beneficiary s successful and (re)integration (e.g., farming equipment, small business start-up costs, education fees, un-earmarked grant, etc.). 22 Operational travel costs refers to any travel costs associated with the implementation of assistance and protection activities undertaken by grant beneficiary staff or associated service providers (e.g., taxi to pick up beneficiary from airport, taxi to accompany beneficiary to appointments, etc.). Authorized Signature: Name and Title of Signatory: 26

27 Funded by the European Union Section IV: Terms of Reference As an international organization established in 1951, IOM is committed to the principle that humane and orderly migration benefits migrants and society. IOM recognizes that in certain contexts, it can be beneficial to work with grant beneficiaries when intervening in communities. By working together in a mutually beneficial relationship, IOM and its grant beneficiaries can maximize the impact of their combined resources and experience. 1. Introduction Background Trafficking in persons (TIP) is a severe violation of individual freedom and dignity. Victims suffer coercion and exploitative treatment, including sexual and labour exploitation, begging, involvement in criminal activities, or organ removal. The International Labour Organization (ILO) estimates that 20.9 million people are subject to forced labour globally, which also includes victims of human trafficking. TIP is a lucrative enterprise providing traffickers with profits of around USD 32 billion per year (second only to drugs trade). 1 Smuggling of migrants (SOM) is a crime primarily affecting State sovereignty, but also affecting individuals, who may be exposed to severe rights abuses at some stage of the process. Smuggled migrants are vulnerable to life-threatening risks: thousands of people have suffocated in containers, perished at sea or died of thirst in deserts. It is difficult to quantify precisely smuggling flows around the world, given that activities take place mostly underground. IOM estimates that over 60,000 migrants have died or gone missing on sea and land routes worldwide since 1996 and that an estimated 5,400 migrants died or were recorded as missing in UNODC estimates that each year as many as 300,000 African migrants try to reach Europe without appropriate documentation; there is a critical lack of information available about other regions in the world, although evidence points to the potential scope of South-South intraregional movements of smuggled migrants. 3 Virtually every country in the world is affected by TIP and SOM, whether as a country of origin, transit or destination for victims trafficked or migrants smuggled by profit seeking criminals. While in recent years considerable work has been undertaken by international organizations, non-governmental organizations and States to prevent and address TIP and SOM, a number of key challenges in the response to those crimes still persist. Besides addressing poverty, oppression, lack of human rights, lack of social or economic opportunity, dangers from conflict or instability and similar conditions as well as lack of livelihood opportunities that are fuelling the perpetration of trafficking and smuggling, additional efforts are needed to address the lack of accurate data and research, the lack of strategic planning and policy, inadequate legal frameworks to combat human trafficking and migrant smuggling in line with international requirements, ineffective criminal justice sector response and weak institutional capacity, limited regional and trans-regional cooperation, and inadequate assistance and support to victims of trafficking and protection of the rights of smuggled migrants, especially children. 1 United Nations Voluntary Trust Fund for Victims of Trafficking in Persons Especially Women and Children, 2012 Annual Progress Report. 2 IOM (2016): Fatal Journeys Volume 2: Identification and Tracing of Dead and Missing Migrants. 3 UNODC (2011): Smuggling of Migrants A Global Review and Annotated Bibliography of Recent Publications. 27

28 Funded by the European Union The European Union funded Global Action against Trafficking in Persons and Smuggling of Migrants is designed to address these gaps. This project is implemented by the United Nations Office on Drugs and Crime, in partnership with the International Organization for Migration and the United Nations Children s Fund (UNICEF). The objective of the Global Action project is to prevent and address trafficking in human beings and the smuggling of migrants by assisting selected countries in developing and implementing comprehensive national counter-trafficking and smuggling responses and strengthening their capacities to efficiently address these issues and the inter-linkages between them, including at transnational level and in cooperation with the civil society. The project has a dual prevention and protection approach, and has a key target protection and assistance to victims of trafficking, smuggled migrants and vulnerable migrants. 2. Objectives and scope of the grant Services In order to improve vulnerable migrant s access to direct assistances services, IOM is seeking a partner to identify and provide direct assistance services to vulnerable migrants, including but not limited to trafficked persons, vulnerable smuggled migrants, and migrant children. Needs assessments conducted in South Africa in 2016 indicate the need for the additional services for vulnerable migrants. In particular, additional services are required in the following areas: Identification of vulnerable migrants in under-served migrant populations, for example male victims of trafficking, female victims of trafficking for the purposes of labour exploitation, and child victims of trafficking, with a particular focus on migrant populations in KwaZulu-Natal; Referral of vulnerable migrants to appropriate service providers; Appropriate care and shelter options for unaccompanied migrant children; Individualized case management services; Flexible accommodation options, including both safe shelter as well as independent or semiindependent arrangements for beneficiaries not requiring shelter-based care; and Longer-term (re)integration assistance services. Beneficiaries The intended beneficiaries of this grant are vulnerable migrants. This may include trafficked persons, vulnerable smuggled migrants, migrant children, or other vulnerable migrants. Each individual beneficiary must meet IOM s vulnerability criteria (personnel of the grant recipient will be trained on these criteria). All migrants identified as vulnerable in line with IOM s vulnerability criteria are to be eligible for assistance under this grant, regardless of sex, age, ethnicity, nationality, or immigration status. Data protection 28

29 Funded by the European Union The Implementing Partner shall comply with IOM Data Protection Principles 4 in the event that it collects, receives, uses, transfers or stores any personal data in the performance of this Agreement. These obligations shall survive the expiration or termination of this Agreement. 3. Milestones and reporting The agreement will take place over a period of 12 months from 1 October 2017 to 30 September Quarterly narrative and financial reports to be provided to IOM during the agreement period. Final narrative and financial report to be submitted to IOM on 31 September 2018 for review. Monthly data reporting on the number of vulnerable migrants identified and assisted (as per a template to be provided by IOM) and a summary of the assistance services provided. 4. Qualifications and required competencies: Non-governmental organization legally registered in South Africa. Existing access to vulnerable migrant populations in KwaZulu-Natal. Demonstrated capacity to provide good quality individualized case management services in KwaZulu-Natal. Capacity to provide reintegration and follow up services in KwaZulu-Natal. At least five years of in-country experience in providing direct assistance service to vulnerable and/or migrant populations in KwaZulu-Natal. Demonstrated capacity to work with a network of partners to provide all necessary assistance to vulnerable populations

30 Funded by the European Union Section V: Pro-forma Contract IOM office-specific Ref. No.: IOM Project Code: LEG Approval Code / Checklist Code GRANT AGREEMENT Between the International Organization for Migration And [Name of the Other Party] On [Subject of Agreement] This Grant Agreement is entered into by the International Organization for Migration, Mission in [XXX], [Address of the Mission], represented by [Name, Title of Chief of Mission etc.], hereinafter referred to as IOM, and [Name of the Other Party], [Address], represented by [Name, Title of the representative of the Other Party], hereinafter referred to as the Implementing Partner. IOM and the Grant Beneficiary are also referred to individually as a Party and collectively as the Parties. 1. Introduction Insert a brief summary of the Project (1-3 paragraphs, max. 1/3 page) 2. Integral Documents The following documents form an integral part of this Agreement: (a) Annex A Project Document; (b) Annex B Project Budget; and (c) Annex C IOM s Data Protection Principles. 3. Scope of the Agreement Insert the purpose of the Agreement (*1) The Grant Beneficiary shall commence the activities on [date] and fully and satisfactorily complete them by [date]. 4. Responsibilities of IOM IOM undertakes to: (a) 30

31 Funded by the European Union (b) (c) 5. Responsibilities of [Name of the Other Party] The Grant Beneficiary undertakes to: (a) List all the activities of the Implementing Party under this Project (*2)] (b) (c) 6. Finance 6.1 IOM agrees to provide financial support to the Grant Beneficiary in implementing [Name of the project] (the Project ) from [start date of project] to [end date of project] in the maximum amount of [currency code] XXX (write amount in words) (the Price ) in accordance with the Budget attached to this Agreement (Annex B) and considered an integral part thereof. 6.2 Payment shall be made in instalments in accordance with the following schedule: (a) The first instalment in the amount of [currency code] XXX (amount in words) shall become due after signature of this Agreement. (b) The second instalment of in the amount of [currency code] XXX (amount in words) shall become due after IOM s receipt and approval of the interim report as described in Article 7 and IOM s verification of successful completion of the following activities: i. [list deliverables tied to this payment] ii. [etc.] (c) The final instalment in the amount of [currency code] XXX (amount in words) shall be made upon completion of the Project, subject to IOM s receipt and approval of the final report as described in Article 7 and IOM s verification of successful completion of all activities. (*3) 6.3 Payment shall be made by bank transfer in [name of currency] (currency code) to the following bank account: [insert bank account details]. (*4) 6.4 The Grant Beneficiary shall maintain financial records, supporting documents, statistical records and all other records relevant to the Project in accordance with generally accepted accounting principles to sufficiently substantiate all direct of whatever nature involving transactions related to the funds provided by IOM under this Agreement. The Grant Beneficiary shall make all such records available to IOM or IOM s designated representative at all reasonable times until the expiration of 7 (seven) years from the date of final payment, for inspection, audit or reproduction. On request, employees of the Grant Beneficiary shall be available for interview. If access and/or financial checks are requested by the EU competent bodies, the conditions outlined below in Articles 23.4 and 23.5 of this Agreement shall apply. 31

32 Funded by the European Union 6.5. Any unspent funds and/or expenses not supported by the financial report and certified copies of supporting evidence shall be returned to IOM no later than the date of submission of the final report or within 30 days from IOM s written notification to do so. 6.6 IOM shall be entitled, without derogating from any other right it may have, to defer payment of part or all of the financial support until the Grant Beneficiary has completed to the satisfaction of IOM the activities to which those payments relate. 7. Reporting (*5) 7.1 Financial report An interim financial report shall be submitted to IOM no later than [date (A)]. The interim financial report shall present how the contribution from IOM has been used from [date] to [date]. The final financial report shall be submitted to IOM no later than [date (B)] and shall cover the whole project duration. The interim and final financial reports shall include all certified copies of supporting evidence of the funds expended during the reporting period. 7.2 Narrative report An interim narrative report shall be submitted to IOM no later than [date (A)]. The interim narrative report shall cover the activities performed and the results obtained by the Project from [date] to [date]. The report shall be analytical in approach, include a presentation of difficulties and shortcomings, and a discussion of possible remedies. The final narrative report shall be submitted to IOM no later than [date (B)] and shall summarize the whole Project and state to what extent the objectives of the Project have been achieved. 7.3 The Grant Beneficiary shall give IOM all information on the Project and on the use of the resources provided by IOM that IOM may reasonably request in addition to information contained in the reports. The Grant Beneficiary shall also enable representatives of IOM to visit and study the various activities of relevance for the Project. 8. Warranties 8.1 The Grant Beneficiary warrants that: (a) It is an organization financially sound and duly licensed, with adequate human resources, equipment, competence, expertise and skills necessary to implement fully and satisfactorily, within the stipulated completion period, the Project in accordance with this Agreement; (b) It shall comply with all applicable laws, ordinances, rules and regulations when performing its obligations under this Agreement; (c) In all circumstances it shall act in the best interests of IOM; 32