Conference of Face to Face fundraising services in Hong Kong Special Administrative Region (Hong Kong SAR) of China 2017/HCR/HKG/RFP/10009 Date: 15 March, 2017 Time: 11:00am 11:45am Venue: UNHCR Hong Kong sub office Question & Answer Session 1. Besides the evaluation criteria stated on the Request for Proposal, will there be any other evaluation conducted otherwise (i.e. on-site observation)? The evaluation will base solely on the submitted proposals according to the evaluation criteria stated in the RFP. No other evaluation will be conducted. 2. Can question be sent through e-mail after this conference? Questions can be sent to chiho@unhcr.org. All questions and answers submitted through e- mail will be disclosed to all vendors. 3. Will the language ability in the proposal submitted affect the evaluation? The technical evaluation team will evaluate the proposal based on the information submitted. The proposal must be submitted in English.
REQUEST FOR PROPOSAL: No. 2017/HCR/HKG/RFP/10009 FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE PROVISION OF FACE TO FACE FUNDRAISING SERVICES IN HONG KONG SPECIAL ADMINISTRATIVE REGION (Hong Kong SAR) OF CHINA
IMPORTANT PLEASE refer to the Request for Proposal and annexes for all the requirements and terms and conditions. It is strongly recommended that all documents be read thoroughly for your proposal preparation and submission.
Request for Proposal 1. Request for Proposal 2. Annex A Terms of reference 3. Annex B Financial offer 4. Annex C Vendor Registration Form 5. Annex D UNHCR General Conditions of Contracts for the Provision of Services 6. Annex E UNHCR Special Data Protection Conditions 7. Annex F RFP Checklist Form
Period of Service Tentative schedule Phase 1: 1 July 2017 30 June 2018 Phase 2: 1 July 2018 31 December 2018
Submission Submission deadline Date: 12 April 2017 (Wednesday) Time: 23:59 hrs Hong Kong Time By EMAIL Email address: hkbids@unhcr.org
Proposal Offer shall be prepared in English IMPORTANT: Proposal received after deadline or sent to another UNHCR address may be rejected IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission address will result in disqualification
Proposal Technical offer Financial offer IMPORTANT: Technical offer and Financial offer must be sent separately to hkbids@unhcr.org
Each Email subject Proposal 2017/HCR/HKG/RFP/10009 Name of your firm Title of attachment Technical offer Number of emails that are sent (1/3, 2/3, 3/3) E.g. Technical offer from ABC company for 2017/HCR/HKG/RFP/10009 with Attachment_company profile (1/4) E.g. Financial offer from ABC company for 2017/HCR/HKG/RFP/10009 with financial form (4/4)
Proposal Size of attachments: Maximum of 5 Mb IMPORTANT: It is your responsibility to verify that all emails have been received properly before the deadline
RFP Technical Offer 1. Company qualifications 2. Proposed services 3. Personnel qualifications 4. Vendor registration form 5. Applicable general conditions 6. Special data protection conditions 7. RFP checklist Please refer to Annex A IMPORTANT: NO pricing information should be included
Technical Evaluation Percentage distribution in evaluation Technical offer: 70% Financial offer: 30% Technical Evaluation Minimum threshold: 42 out of 70 points for the technical proposal => considered further for financial offer Technical proposals receive less than 42 points will be considered technically failed thus will not be recommended to the Committee on Contracts and evaluation of financial components is not required.
1. Company Qualifications (15%) Technical Evaluation General liability/capacity of the company (5%) Overall F2F fundraising experience/ time in business (5%) Presence and experience in the Hong Kong market (5%) 2. Proposed Services (35%) Comprehensiveness of proposal (5%) Clarity interpreting and presenting F2F services (5%) Quantifying results Reporting/ Key Performance Indicators Capacity to provide all described services (5%) Current systems in place such as recruitment, training, database, design and material development, complaint handling, etc (5%) Strategy of recruiting high quality donors and committed to make long-term monthly contributions (5%) Experience in indoor venue solicitation and settings (5%) Quality/ creativity of all other services offered that bring value to F2F, (including working with other 3 rd party suppliers) (5%) 3. Project staff (20%) Experience of core people who will work on project (including experience with similar projects, and not for profit/ UN experience) 70%
RFP Financial Offer Format according to Annex B Financial Offer Form Price all inclusive Selection criteria: Cost per donor (CPD)
Financial Evaluation Maximum number of points, i.e. 30 points => LOWEST Cost Per Donor Others: direct proportion to lowest cost per donor i.e. [total Price Component] x [CPD lowest]/ [CPD other] e.g. Company X offered lowest cost per donor: $100 30 x 100/100 => receives 30 points Company Y offered 2 nd lowest cost per donor : $110 30 x 100/110 => receives 27.27 points Company Z offered cost per donor : $200 30 x 100/200 => receives 15 points
Terms of Reference (Annex A) Minimum objective Phase 1 (12 months) : 1,000 new donors Phase 2 (6 months): 600 new donors Minimum monthly donation: HKD100 Expected ROI in Year 1: 0.7 *Please refer to Annex A for details
Financial Offer form
Questions and Answers
Thank you Submission deadline Date: 12 April 2017 (Wednesday) Time: 23:59 hrs Hong Kong Time By EMAIL Email address: hkbids@unhcr.org