REQUEST FOR PROPOSAL (RFP) From national firms/institutes/organizations Dear Sir / Madam: We kindly request you to submit your Proposal to develop and produce short video clips on the coastal resilience project s success stories (03 clips) (Ref. N 180401) Please be guided by the form attached hereto as Annex 2 (a b c), in preparing your Proposal. Proposals may be submitted on or before Wednesday, May 09, 2018 (Hanoi time) by the following methods: By email: For green environment, this is preferred submission method E mail address for proposal submission: nguyen.thuy.nga@undp.org Separate emails for technical and financial proposal. With subject: (Ref. N 180401) RFP to develop and produce short video clips on the coastal resilience project s success stories (03 clips) (Ref. N 180401) (Email... of... emails) Maximum size per email: 7 MB. Bidders can split proposal into several emails if the file size is large) By hard copy: (within working hours only) By hard copy: (within working hours 8.00 am 5.00 pm Monday Friday only) Address for proposal submission: Nguyen Thuy Nga Climate Change & Environment Unit UNDP Vietnam 304 Kim Ma Street, Hanoi, Vietnam With envelop subject: (Ref. N 180401) RFP to develop and produce short video clips on the coastal resilience project s success stories (03 clips) (Ref. N 180401). When submitting hard copy proposals, please call one of the following staff to receive hard copy proposal: 1. Ms. Nguyen Thuy Nga, Procurement Executive Tel: +84 24 38501831 2. Ms. Ngo Hong Hoa, Finance & Budget Executive Tel: +84 24 38500174 The bidder is requested to sign a bid submission form when delivering proposal. Note: 1
- For both submission methods, please send separate email (without attachment) to procurement.vn@undp.org notifying that you already submitted proposal and the number of email submitted (in case submitted by email). Notification emails should be sent to above address by submission deadline or right after you submit proposals). - UNDP will acknowledge receipt of the proposals within 2 working days from the submission deadline. In case you do not receive acknowledgement, please contact us within 3 working days after submission deadline. Your Proposal must be expressed in the English language, and valid for a minimum period of 120 days from the date of bid submission. 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. No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market 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 Order, nor be responsible for any costs associated with a Service Providers preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process. UNDP s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a Purchase Order or Contract in a competitive procurement process. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/procurement/protest.shtml. UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, cost estimates, and other information used in this RFP. 2
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 : http://www.un.org/depts/ptd/pdf/conduct_english.pdf Thank you and we look forward to receiving your Proposal. 3
Annex 1 Description of Requirements Context of the Requirement Implementing Partner of UNDP Brief Description of the Required Services List and Description of Expected Outputs to be Delivered Person to Supervise the Work/Performance of the Service Provider Please see information in the TOR Please see information in the TOR Develop and produce short video clips on the coastal resilience project s success stories (03 clips) for the project Improving the resilience of vulnerable coastal communities to climate change related impacts in Viet Nam Project 2017 2022 Please see information in the TOR UNDP Programme Management Specialist Frequency of Reporting Please refer to the TOR Progress Reporting Please refer to the TOR Requirements Location of work Exact Address: At Contractor s Location Expected duration of work June 31 Dec 2018 Target start date 01 June 2018 Latest completion date 31 Dec 2018 Travels Expected Please refer to the TOR Special Security Requirements Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal) Implementation Schedule indicating breakdown and timing of activities/subactivities Names and curriculum vitae of individuals who will be involved in completing the services Currency of Proposal Not applicable Office space and facilities Land Transportation Others [pls. specify] Required Not Required Required Not Required United States Dollars Euro Local Currency (Vietnam Dong) For the purposes of comparison of all Proposals: UNDP will convert the currency quoted in the Proposal into the UNDP preferred currency, in accordance with the prevailing UN operational rate of exchange on the proposal submission deadline. 4
Value Added Tax on Price Proposal Validity Period of Proposals (Counting for the last day of submission of quotes) Partial Quotes Payment Terms must be inclusive of VAT and other applicable indirect taxes must be exclusive of VAT and other applicable indirect taxes 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. Not permitted Permitted As indicated in the 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 Type of Contract to be Signed UNDP Programme Management Specialist Contract for Professional Services 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 criteria 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%) Financial Proposal (30%) Financial score will be computed as a ratio of the Proposal s offer to the lowest price among the proposals received by UNDP. UNDP will award the contract to: Annexes to this RFP See detailed evaluation criteria in the below table. One bidder Form for Submission of Proposal (Annex 2a: Technical proposal; Annex 2b: Financial proposal; Annex 2 c: Submission check list) Detailed TOR (Annex 3) 5
General Terms and Conditions (Annex 4) 1 Institutional contract for service & Contract for Professional services (Annex 4) Contact Person for Inquiries (Written inquiries only) 2 Other information Ms. Nguyen Thuy Nga Procurement Executive, Climate change & Environment Unit, UNDP Vietnam Email: nguyen.thuy.nga@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. 1 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. 2 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. 6
EVALUATION CRITERIA: 1 At least 3 year experience in making video clips, documentary films, 200 television programme; Experience working with the UN/UNDP is an asset. 2 Idea of script content, expected plan and links to some produced films which 250 have similar content 3 Have already participated in producing the film / video for at least two 200 International aided projects related to climate change, environment, forestry or disasters 4 Assigned team with strong experience in the production of film or 200 television programme, including people undertaking tasks such as writing scripts, filming, sound handling, post production, reading comments and translating subtitle. 5 Have fully equipped recording equipment, post production to meet 100 the requirement of producing the high quality video 6 Team leader must have experience in working at international 50 television, international media agencies on video production Total 1,000 7
FORM FOR SUBMITTING SERVICE PROVIDER S TECHNICAL PROPOSAL 3 (This Form must be submitted only using the Service Provider s Official Letterhead/Stationery 4 ) Annex 2 a [insert: Location]. [insert: Date] To: Procurement Unit UNDP Vietnam 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 among others the following with appropriate supporting documents: a) Profile describing the nature of business, field of expertise, licenses, certifications, accreditations; b) Business Licenses Registration Papers, Tax Payment Certification, etc. c) 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. 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. a) Proposal in Vietnamese or English, including draft about idea of script content, expected plan b) list of similar contracts for the last 3 years and links to some produced films which have similar content c) list of equipment C. Qualifications of Key Personnel 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.; 3 This serves as a guide to the Service Provider in preparing the Proposal. 4 Official Letterhead/Stationery must indicate contact details addresses, email, phone and fax numbers for verification purposes 8
b) CVs demonstrating qualifications must be submitted We agree to abide by this Proposal for 120 days from the date of proposal submission deadline. [Name and Signature of the Service Provider s Authorized Person] [Designation] [Date] 9
FORM FOR SUBMITTING SERVICE PROVIDER S FINANCIAL PROPOSAL 5 (This Form must be submitted only using the Service Provider s Official Letterhead/Stationery 6 ) Annex 2 b The Proposer is required to prepare the Financial Proposal in an envelope separate from the rest of the RFP as indicated in the Instruction to Proposers. The Financial Proposal must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Any estimates for cost reimbursable items should be listed separately. In case of an equipment component to the service provider, the Price Schedule should include figures for both purchase and lease/rent options. UNDP reserves the option to either lease/rent or purchase outright the equipment through the Contractor. The format shown on the following pages is suggested for use as a guide in preparing the Financial Proposal. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples. A. Cost Breakdown per Deliverable* Deliverables [list them as referred to in the RFP] 1 Deliverable 1 2 Deliverable 2 3. Applicable taxes Total 100% Percentage of Total Price (Weight for payment) Price (Lump Sum, All Inclusive) B. Cost Breakdown by Cost Component [This is only an Example]: Description of Activity 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 II. Out of Pocket Expenses 1. Travel Costs 2. Daily Allowance 3. Communications 4. Reproduction 5. Equipment Lease Remuneration per Unit of Time Total Period of Engagement No. of Personnel Total Rate 5 This serves as a guide to the Service Provider in preparing the Proposal. 6 Official Letterhead/Stationery must indicate contact details addresses, email, phone and fax numbers for verification purposes 10
6. Others III. Other Related Costs Applicable taxes We agree to abide by this Proposal for 120 days from the date of proposal submission deadline. [Name and Signature of the Service Provider s Authorized Person] [Designation] [Date] 11
CHECK LIST OF DOCUMENTS SUBMITTED BY BIDDERS Annex 2 c Note: Bidders are required to review carefully this checklist before submitting proposal to ensure complete submission. Maximum email size: 07 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 envelop/email by 09 May 2018 (Hanoi time). Email and proposal should indicate clearly the name of tender. Item Documents To be completed by bidders 1 Fully filled Technical proposal (pls. refer to template in Annex 2 a) with copies/scan of supporting documents i.e. company profile, company registration certificate, CVs of team leader and key team members 2 Dully signed Price Schedule (pls. Refer to template in Annex 2 b) Doc submitted Y/N Number of pages Remarks 3 This duly filled, checked, certified submission checklist to be attached to the submission 4 Send email (without attachment) to procurement.vn@undp.org notifying that you already submitted proposal and the number of email/envelop submitted. Notification emails should be sent to above email address by submission deadline or right after you submit proposals (either by email or hard copy). [Name and Signature of the Service Provider s Authorized Person] [Designation] [Date] 12
Annex 3 TERM OF REFERENCE I. GENERAL INFORMATION Services Required Project/Program Title Post Title Type of Contract Duty Station Duration Report to Develop and produce short video clips on the coastal resilience project s success stories (03 clips) Improving the resilience of vulnerable coastal communities to climate change related impacts in Viet Nam Consultant firm for documenting and producing success story videos National Firm, lumpsum contract Home based, domestic travel required From June December 2018, with possible extension UNDP Programme Management Specialist for GCF Coastal Resilience (GCF) Project. II. BACKGROUND / PROJECT DESCRIPTION The Green Climate Fund (GCF) is a financial operating entity of the United Nations Framework Convention on Climate Change (UNFCCC) which is established to contribute to the collective efforts of the international community to combat climate change. The GCF funds programmatic approaches that provide an opportunity for a transformational shift in countries climate resilience and green economies, prioritizing a balanced approach between adaptation and mitigation. The GCF works with National Implementing Entities (NIEs) from developing countries and/or through accredited international and regional Implementing Entities (IEs). In June 2017, the GCF approved the project Improving the resilience of vulnerable coastal communities to climate change related impacts in Viet Nam. Launched last year, the project is led by the Vietnamese Ministry of Agriculture and Rural Development (MARD), in collaboration with the Ministry of Planning and Investment (MPI), Ministry of Construction (MoC), and with UNDP serving as the GCF Accredited Entity. As outlined in the Paradigm Shift Objectives and Impacts section of the project proposal, the project is designed to contribute to increased climate resilient sustainable development though employing an integrated approach to ensure more climate resilient homes, strengthen natural defences through the regeneration of mangroves and improve planning through the integration of climate risk information. The project aims to rebuild 4,000 houses and to regenerate 4,000 hectares of mangroves. It also aims to increase the quality and accessibility of climate risk related information and therefore increase its utility in decision making. Key results for the project include: 1. Increased resilience of infrastructure and the built environment to climate change (Indicator: Number and value of physical assets made more resilient to climate change variability and change considering human benefits) 2. Improved management of land or forest areas contributing to emissions reductions (Indicator: Hectares of land or forests under improved and effective management that contributes to CO2 emission reductions). 3. Increased generation and use of climate information in decision making (Indicator: Use of climate information products/ services in decision making in climate sensitive sectors) 13
The resilience housing component currently covers five provinces: Quang Ngai, Quang Nam; Thua Thien Hue, Quang Binh, Thanh Hoa. Building on a going social protection programme to provide houses for the poor and marginalized (Decision No. 48/2014 / QD TTg by Prime Minister dated 8/2014), the project aims to strengthen storm/ flood resilient design features in 4,000 new houses for poor and highly disaster exposed people in coastal areas. The GCF funded project is supporting 05 provinces to undertake construction activities for storm/flood resilience houses which are planned in 2018 2019. To support the implementation process, UNDP will mobilize a team of 05 experienced construction consultants (the consultants) who will work with local PPMU, CPMU, PMU component 1, UNDP and other partners to provide technical support and monitor for the construction works at local levels. The consultant (s) will be coordinated/deployed by UNDP/MoC and be provided all support to monitor and verify construction criteria and house construction works for 05 Provinces of Thanh Hoa, Quang Binh, T.T.Hue, and Quang Ngai, Quang Nam. III. OBJECTIVE AND SCOPE OF THE WORK Overall Objective Under the overall supervision of the Project Management Specialist and the technical oversight of VNDMA s focal points, the UNDP Senior Technical Advisor and the UNDP Media and Communications Analyst, the firm is responsible for producing 03 short video clips focused on the Project s success stories for a public audience. Specific Outputs: Develop, capture the changes (before and after project s implementation) and finalise 03 short clips (4 5 minutes each) to communicate the activities and successes of the project, the results and lessons learned, and the positive changes of the project by the end of 2018. The videos will focus on the 3 components including resilient housing, mangrove regeneration and communitybased disaster risk management (CBDRM). Produce a short 30 45 seconds promo cut for each video for the social media use Take photographs while filming to capture all recorded images. Requirements of products The videos are of 4 5 minutes, and their HD quality is suitable for television broadcast and for displaying at key events Video clips highlight the positive results and lessons learned from the project. The videos: - Tell human interest stories, with documentation of before and after interventions by the project supported activities - Collect or document historical disaster and climate stories, as well as some disaster events in 2018 - Content clearly describes the activities of the project, its results and impacts, the lessons and experiences learned from it; - 3D images or diagrams for illustration purposes are provided if needed. - Modern style with infographic and effects Videos have audio in Vietnamese, with subtitles in English. At the close of each film the following logos are presented (in order): the Green Climate Fund s, the Ministry of Agriculture and Rural Development, the Ministry of Construction and UNDP s logo with tagline. Scope of work: 1.1. Documentary film and video clip scripts 14
Firm should prepare draft video scripts and filming agenda and submit to the UNDP Media and Communications Analyst, Project Management Specialist and the Senior Technical Expert for comments before recording at the project sites. The final scripts will be finalized after the field visits. Based on the approved plan, the firm carries out the film recording at the project sites. The places to be recorded include Provincial Project Management Unit (PPMU) in 07 targeted provinces. The film script content is expected, but not limited to, the following items: - Introduction about the project - The activities and results of the project. - Success of the project - Lessons learned from the project - The role of the government and community 1.2. Compose comments/scripts, post production After finishing recording, the firm will work closely with the UNDP Media and Communications Analyst to write comments, select images, and mix sound for the videos. The draft of the videos is required to be sent to UNDP and the Central Project Management Unit (CPMU) for comments. Film post production should be completed within Vietnamese language with subtitles in English. 1.3. Edit and finalise the Film The firm must study all comments of UNDP, CPMU and related parties. All suitable comments must be considered in editing and finalizing the videos. The final videos should be submitted to UNDP in high definition MP4 format by December 1, 2018 with all raw materials [video, audio, photos and script]. IV. EXPECTED OUTPUTS AND DELIVERABLES Main products submitted by the contractor (both English and Vietnamese) include (but not limited to): No. Expected products Product requirements 1 Videos Script Draft script should be aimed to identified target subjects. Time allocation should be in detail for each content, expected images for recording/interview 2 Recording plan Recording plan should indicate recording time, expected images, interviewees 3 Final script, comments and images Comments should highlight content, including images and graphics, and messages to be conveyed. Estimated submission time 3 weeks after signing the contract 2 weeks after signing the contract 1 week after recording at the field 4 Final film Video Clips: 4 5 minutes duration, in both Vietnamese (audio) and English (subtitles) 2 weeks after recording at the field Short 30 45 second promo cuts for each of the three films The final film will be finalized one week after the draft version. 15
V. DURATION The contractor performs this task beginning in 1 June and ending on 1 December 2018. VI. ADMINISTRATIVE ARRANGEMENT Project documents: UNDP will provide the firm with documents, reports, technical instruction... to help the firm with enough information to prepare the content. Administrative support: UNDP will support the firm to arrange the schedule with related government agencies when going on field trip. Consultancy firm will choose transportation and accommodation at the disposal. These costs should be included in estimated budget made by Consultancy firm. VII. QUALIFICATIONS AND SELECTION CRITERIA At least 3 year experience in making video clips, documentary films, television programme; Experience working with the UN/UNDP is an asset. Have already participated in producing the film / video for at least two International aided projects related to climate change, environment, forestry or disasters. Own a team with strong experience in the production of film or television programme, including people undertaking tasks such as writing scripts, filming, sound handling, post production, reading comments and translating subtitle. Have fully equipped recording equipment, post production to meet the requirement of producing the high quality video Team leader must have experience in working at international television, international media agencies on video production No Criteria Score 1 At least 3 year experience in making video clips, documentary films, television programme; Experience working with the UN/UNDP is an asset. 2 Idea of script content, expected plan and links to some produced films which have similar content 3 Have already participated in producing the film / video for at least two International aided projects related to climate change, environment, forestry or disasters 4 Assigned team with strong experience in the production of film or television programme, including people undertaking tasks such as writing scripts, filming, sound handling, post production, reading comments and translating subtitle. 5 Have fully equipped recording equipment, post production to meet the requirement of producing the high quality video 6 Team leader must have experience in working at international television, international media agencies on video production 200 250 200 200 100 50 16
Total 1,000 VIII. PAYMENT MILESTONES AND AUTHORITY UNDP Viet Nam shall affect payments to the successful Service Contractor upon UNDP s satisfaction with expected deliverables set above. Payments shall be made in phases by outputs: Phase Indicative Payment Schedule Phase 1 20 % After signing the Contract Phase 2 30% after the draft script and recording plan are approved by UNDP no later than 3 weeks after signing the contract Phase 3 30% after the 1 st video is finalized and submitted to UNDP, no later than 20 October 2018 Phase 4 20% when all the three videos are submitted to UNDP and get approval from UNDP and CPMU 17
Annex 4 Contract templates and General Terms and Conditions Please find below link to the Institutional contract template: http://www.vn.undp.org/content/dam/vietnam/docs/legalframework/institutional%20contract.pdf Please find below link to the Professional service contract template: http://www.vn.undp.org/content/dam/vietnam/docs/legalframework/model%20contract%20for%20prof essional%20services%2013.05.2014.pdf Please find below link to the General Terms and Conditions: http://www.undp.org/content/dam/vietnam/docs/legalframework/31603_general_terms_and_condition s_for_professional_services.pdf 18