INDIVIDUAL CONSULTANT PROCUREMENT NOTICE Date: 26 July 2015 Country: Sudan Description of the Assignment: Training and technical Assistance on Financial Management Software (Tally) Project name: Global Fund Type of Consultancy: International- GF/IC/15/007 Period of assignment/services (if applicable): 20 Working Days Duty Station: Khartoum – Sudan Offers should be submitted physically to: United Nations Development Programme (UNDP) Global Fund Programme Management Unit UNDP Compound, House 7, Block 5, Gama’a Avenue, P O BOX: 913 Khartoum, Sudan. Or submitted electronically in PDF format ONLY to [email protected]no later than 08 th August 2015, Sudan Time. Any request for clarification must be sent in writing, or by standard electronic communication to the Email address: [email protected]. UNDP will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all contractors BACKGROUND UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria and is the UN agency assuming the role of Principal Recipient of GFATM grants in Sudan. In its role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies and service delivery as well as efficient monitoring and evaluation of grant implementation activities. A dedicated Programme Management Unit (PMU) is currently managing four grants (2009-2015) from the Global Fund with a budget of US$ 235 million. As of January, 2015, there are 19 Sub Recipients (SRs) which includes WHO, UNICEF, UNFPA, UNHCR, National Malaria Control Programme, Sudan National AIDS Control Programme, National TB Programme, Director General of Internal Health and Planning, Continuous Professional Development Directorate (CPDD), Central Medical Stores Corporation (CMS), National Medicines and Poisons Board and some NGOs.
Transcript
INDIVIDUAL CONSULTANT PROCUREMENT NOTICE
Date: 26 July 2015
Country: Sudan
Description of the Assignment: Training and technical Assistance on Financial Management Software
(Tally)
Project name: Global Fund
Type of Consultancy: International- GF/IC/15/007
Period of assignment/services (if applicable): 20 Working Days
Duty Station: Khartoum – Sudan
Offers should be submitted physically to:
United Nations Development Programme (UNDP)
Global Fund Programme Management Unit
UNDP Compound, House 7, Block 5, Gama’a Avenue, P O BOX: 913 Khartoum, Sudan.
Or submitted electronically in PDF format ONLY to [email protected] no later than
08th
August 2015, Sudan Time.
Any request for clarification must be sent in writing, or by standard electronic communication
to the Email address: [email protected]. UNDP will send written copies of the
response, including an explanation of the query without identifying the source of inquiry, to
all contractors
BACKGROUND
UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria and is the UN
agency assuming the role of Principal Recipient of GFATM grants in Sudan. In its role as Principal
Recipient, UNDP ensures quality financial management, timely procurement of supplies and service
delivery as well as efficient monitoring and evaluation of grant implementation activities. A dedicated
Programme Management Unit (PMU) is currently managing four grants (2009-2015) from the Global
Fund with a budget of US$ 235 million. As of January, 2015, there are 19 Sub Recipients (SRs) which
includes WHO, UNICEF, UNFPA, UNHCR, National Malaria Control Programme, Sudan National AIDS
Control Programme, National TB Programme, Director General of Internal Health and Planning,
Continuous Professional Development Directorate (CPDD), Central Medical Stores Corporation (CMS),
National Medicines and Poisons Board and some NGOs.
UNDP as the interim PR have a strong element of capacity development integrated into the various aspects of
grant management including, financial management of grant funds at different levels, procurement and
supply chain management, planning and monitoring of the sub recipient (SR) activities. The management of
the Global Fund grants in Sudan is a complex task due to stringent donor requirements and capacity gaps in
the organizations implementing the grants as SRs. The General Directorate of Planning and International
Development (DGIHS) is assuming the role of the PR for the HSS grant in Sudan in 2015 and has requested
support to install, configure and train key finance staff in the DGIHS on Tally financial software. The software
will also be installed and configured in the Sub Recipients of UNDP, namely Directorate of Communicable and
Non Communicable Disease Control, Continuous Professional Development Directorate.
SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED WORK
Objective:
Objective: This technical assistance is to build the capacity of government entities engaged with the Global
Fund grant implementation in Sudan on financial management, specifically through the introduction of a
financial software to ensure the accuracy of the financial information, proper recording of transaction and
budgetary control. The proposed software to be used is Tally.ERP9 Business solution (international
version).
The IC-holder is expected to produce the following deliverables, as specified below ensuring highest
level of quality of the output and maintaining the required degree of confidentiality of
correspondences. He/she shall always seek advice on technical matters from the Finance Specialist
from the PMU when uncertain situation arises and are outside the scope of regular day-to-day business.
Deliverables/ Outputs
Estimated
Duration to
Complete
Target Due
Dates
% of
Payment Review and
Approvals
Required
1- Install and configure the Tally software for the
implementing partners as below in the form and
substance acceptable by UNDP and partners.
a) Set up of Chart of Accounts
b) Set up of budget for DGIH, CPDD and
CNCD in Tally software for 3 years
c) Make Tally operational to an extent
which can record different type of
transactions e.g. Expenditure, A/R, A/P
and can make adjustments when needed
d) Set up of Tally Software which can
generate different reports by vendor,
budget category, activity and by SDA for
a specified period.
e) Set of advances management module
10 days Within 15 days
from contract
commencement
50 % Programme
manager
which records advances issued and
liquidated
f) Make Tally financial software operational
to the extent that it generates different
reports as per Global Fund reporting
requirements including Funds Flow and
Cash Flow reports, Bank Reconciliations,
Budget vs Actual expenditure reports
etc.
g) Necessary internal controls are
incorporated in Tally software including,
but not limited to segregation of duties.
h) Operationalization of Assets
Management module of Tally software
2. Develop training materials and train the
finance staff (about 30 persons) at various
implementing partners on the use of Tally
software.
5 days Within 20 days
from contract
commencement
40 % Programme
Manager
3. Provide off-site support to resolve issues/follow
up on outcomes of trainings for maximum 5 days.
Submit final consultancy report covering all
deliverables
5 days Within 90 days
from contract
commencement
10 % Programme
Manager
Technical proposal:
- Explaining why they are the most suitable for the work
- (Provide a brief methodology on how they will approach and conduct the work.
- Provide a brief methodology on the training approach, tools and detailed timetable to achieve
the specific objectives mentioned above under point 2.
Academic Qualifications:
• Bachelor degree or equivalent in Financial Management, Business Administration,
Accountancy, CA/ACCA or finance related subjects.
Experience:
• 10 years of progressively responsible experience in financial management, and/or accountancy
at national or international level.
• Demonstrated work experience in managing Tally software.
• Clear understanding of Global Fund Finance management systems and reporting toolsis a
definite asset.
Competencies:
• Demonstrated initiative and perseverance; self-starter, and comfortable in a multi-cultural
team setting; Personal sensitivity and commitment to the values of the United Nations.
• Results driven, ability to work under pressure and to meet strict deadlines.
Language:
• Proficiency in English and (both spoken and written). Knowledge of Arabic is an asset.
Assessment Criteria Maximum
Obtainable
Points
Weighting
(%)
Evaluated Points
Obtained by the
Offerors
A B C
Bachelor degree or equivalent in Financial
Management, Business Administration,
Accountancy, CA/ACCA or finance related subjects
10 14%
Work experience in financial management and/or
accountancy with reputed national or international
organizations.
15 21%
Previous experience of designing and facilitating
the workshops related to financial management or
any other similar areas to the audience consisting
UN and/or Government employees.
15 21%
Demonstrated understanding of Global Fund
Finance management systems and reporting tools. 10 14%
Expertise in managing Tally software 15 21%
Proficiency in English and (both spoken and
written); 5 7%
The proposals of candidates obtaining 49 points and higher (or 70% or above) will only be technically
qualified; they will be reviewed and compared for the assessment of overall ranking of the proposals.
Those obtaining lower than 49 points (or lesser than 70%) will be technically non-responsive proposals,
price proposals of such candidate will not be compared.
Recommended Presentation of Offer
Applicants are kindly requested to complete and sign and submit all the following documents
a) Duly accomplished Letter of Confirmation of Interest and Availability using the template
provided by UNDP;
b) Personal CV or P11, indicating all past experience from similar projects, as well as the
contact details (email and telephone number) of the Candidate and at least three (3)
professional references;
c) Brief description of why the individual considers him/herself as the most suitable for the
assignment, and a methodology, if applicable, on how they will approach and complete the
assignment.
Financial Proposal:
The consultancy fee will be determined on installment basis. The installment amount must be all-
inclusive and the contract price must be fixed regardless of changes in the cost components. Daily
Subsistence Allowance (DSA) and round ticket by economy class air travel to the duty station will be
included in the installment. Payment will be made upon completion of the following stage of all
deliverables and following the submission of the final mission report.
Percentage Task Time needed
50% Upon successful installation and configuration of
the software on the computers
10 working days
40% Upon finalizing the training for all the required
staff using Tally’s software
5 working days
10% Provide off-site support to resolve issues/follow
up on outcomes of trainings for maximum 5 days.
Submit final consultancy report covering all
deliverables
5 working days
• Lump sum contracts
- The financial proposal shall specify a total lump sum amount, and payment terms
around specific and measurable (qualitative and quantitative) deliverables (i.e.
whether payments fall in installments or upon completion of the entire contract).
Payments are based upon output, i.e. upon delivery of the services specified in the
TOR. In order to assist the requesting unit in the comparison of financial proposals,
the financial proposal will include a breakdown of this lump sum amount (including
travel, per diems, and number of anticipated working days).
TOTAL 70 100%
Travel:
- All envisaged travel costs must be included in the financial proposal. This includes all
travel to join duty station/repatriation travel. In general, UNDP should not accept
travel costs exceeding those of an economy class ticket. Should the IC wish to travel on
a higher class he/she should do so using their own resources.
- In the case of unforeseeable travel, payment of travel costs including tickets, lodging
and terminal expenses should be agreed upon, between the respective business unit
and Individual Consultant, prior to travel and will be reimbursed
5. EVALUATION
- Individual consultants will be evaluated based on the following methodologies:
- Cumulative analysis
- When using this weighted scoring method, the award of the contract should be made to the
individual consultant whose offer has been evaluated and determined as:
- a) responsive/compliant/acceptable, and
- b) Having received the highest score out of a pre-determined set of weighted technical and
financial criteria specific to the solicitation.
- * Technical Criteria weight; [70% as a minimum ]
- * Financial Criteria weight; [30 % ]
- Only candidates obtaining a minimum of 70% point would be considered for the Financial
Evaluation
ANNEXES:
ANNEX 1 - BREAKDOWN OF COSTS
SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL
ANNEX 2- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS.
ANNEX3- P11
ANNEX4- OFFER LETTER
ANNEX 1
BREAKDOWN OF COSTS
SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL
Breakdown of cost by components:
Cost Components Unit Cost Quantity Total Rate for the
contract duration
Professional Fees
DSA (Daily substance allowance) covers
Accommodation, transportation, meals,
communication.
Insurance
Round Trip Airfares to and from duty
station
Others (pls. specify)
Total
ANNEX 2
ANNEX 3
INSTRUCTIONS
Please answer each
question clearly and
completely. Type or print
in ink. Read carefully and
follow all directions.
UNITED NATIONS DEVELOPMENT PROGRAMME
PERSONAL HISTORY FORM
(for Service Contracts and Individual Contracts)
1. Family Name
First Name
Middle name
Maiden name, if any
2.
Date
of
Birth
Da
Mo
Yr
3. Place of Birth
4. Nationality (ies) at
birth
5. Present nationality
(ies)
6. Sexe
7. Height
8. Weight
9. Marital status
Single � Married � Separated � Widow �
Divorced �
10. Permanent address
Telephone No.
Fax No.
11. Present Address (if different)
Telephone No.
Fax No.
12. Office Telephone No.
Office Fax No.
Office E-mail No.
13. Do you have a spouse and/or children? YES � NO � if the answer is "yes", give the following
information:
NAME Date of birth Relationship NAME Date of birth Relationship
14. Have you taken up any legal permanent status in any country other than that of your nationality? YES �
NO �
If the answer is "yes", which country?
15. Have you taken any legal steps towards changing your present nationality? YES � NO �
If answer is "yes", explain fully:
16. Are any of your relatives employed by UNDP, any other UN organization or any other public international
organization? YES � NO �
If the answer is "yes", give the following information:
NAME Relationship Name of International Organization
17. What is your preferred field of work?
18. KNOWLEDGE OF LANGUAGES. What is your mother tongue?
READ WRITE SPEAK UNDERSTAND
OTHER
LANGUAGES
Easily Not Easily Easily Not Easily Fluently Not
Fluently
Easily Not Easily
19. For clerical grades only
Indicate speed in words per minute
List any office machines or equipment you can use
English French Other languages
Typing
Shorthand
PAGE 2
20. EDUCATIONAL. Give full details - N.B. Please give exact titles or degree in original language.
A. UNIVERSITY OR EQUIVALENT Please do not translate or equate to other degrees.
NAME, PLACE AND COUNTRY ATTENDED FROM/TO DEGREES and
ACADEMIC
MAIN COURSE
Mo./Year Mo./Year DISTINCTIONS
OBTAINED
OF STUDY
B. SCHOOLS OR OTHER FORMAL TRAINING OR EDUCATION FROM AGE 14 (e.g. high school, technical school or
apprenticeship)
NAME, PLACE AND COUNTRY TYPE ATTENDED FROM/TO CERTIFICATES OR
Mo./Year Mo./Year DIPLOMAS OBTAINED
21. LIST PROFESSIONAL SOCIETIES AND ACTIVITIES IN CIVIC, PUBLIC OR INTERNATIONAL AFFAIRS
22. LIST ANY SIGNIFICANT PUBLICATIONS YOU HAVE WRITTEN (Do not attach)
23. EMPLOYMENT RECORD: Starting with your present function, list in reverse order every employment you have had. Use a separate block for each FUNCTION. Include also service in the armed forces and note any period during which you were not gainfully employed. If you need more space, attach additional pages of the same size. Give both gross and net salaries per annum for your last and present FUNCTION.
A. PRESENT FUNCTION (LAST FUNCTION, IF NOT PRESENTLY IN EMPLOYMENT)
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEAR MONTH/YEAR STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
B. PREVIOUS FUNCTION (IN REVERSE ORDER) PAGE 3
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEAR MONTH/YEAR STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEAR MONTH/YEAR STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEAR MONTH/YEAR STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEAR MONTH/YEAR STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
PAGE 4
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEA
R
MONTH/YEA
R
STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEA
R
MONTH/YEA
R
STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEA
R
MONTH/YEA
R
STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:
MONTH/YEA
R
MONTH/YEA
R
STARTING FINAL
NAME OF EMPLOYER:
TYPE OF BUSINESS:
ADDRESS OF EMPLOYER:
NAME OF SUPERVISOR:
NO AND KIND OF
EMPLOYEES
SUPERVISED BY YOU:
REASON FOR
LEAVING:
DESCRIPTION OF YOUR DUTIES
PAGE 5
24. DO YOU HAVE ANY OBJECTIONS TO OUR MAKING ENQUIRIES OF YOUR PRESENT EMPLOYER? YES �
NO �
25. ARE YOU NOW, OR HAVE YOU EVER BEEN A PERMANENT CIVIL SERVANT IN YOUR GOVERNMENT’S EMPLOY?
YES � NO �
If answer if "yes", WHEN?
26. REFERENCES: List three persons, not related to you, who are familiar with your character and qualifications.
Do not repeat names of supervisors listed in item 24.
FULL NAME FULL ADDRESS BUSINESS OR OCCUPATION
27. STATE ANY OTHER RELEVANT FACTS IN SUPPORT OF YOUR APPLICATION. INCLUDE INFORMATION REGARDING ANY RESIDENCE OUTSIDE THE COUNTRY OF YOUR NATIONALITY.
28. HAVE YOU BEEN ARRESTED, INDICTED, OR SUMMONED INTO COURT AS A DEFENDANT IN A CRIMINAL PROCEEDING, OR CONVICTED, FINED OR IMPRISONED FOR THE VIOLATION OF ANY LAW (excluding minor traffic violations)? YES � NO �
If "yes", give full particulars of each case in an attached statement.
29. I certify that the statements made by me in answer to the foregoing questions are true, complete and correct to the best of my knowledge and belief. I understand that any misrepresentation or material omission made on a Personal History form or other document requested by the Organization may result in the termination of the service contract or special services agreement without notice.
DATE: SIGNATURE:
NB. You will be requested to supply documentary evidence which support the statements you have made
above. Do not, however, send any documentary evidence until you have been asked to do so and, in any
event, do not submit the original texts of references or testimonials unless they have been obtained for the
sole use of UNDP.
ANNEX 4
OFFEROR’S LETTER TO UNDP
CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT
Date (Name of Resident Representative/Bureau Director) United Nations Development Programme (Specify complete office address) Dear Sir/Madam : I hereby declare that : a) I have read, understood and hereby accept the Terms of Reference describing the duties and
responsibilities of [ indicate title of assignment] under the [state project title];
b) I have also read, understood and hereby accept UNDP’s General Conditions of Contract for the Services of the Individual Contractors;
c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV or Personal History Form (P11) which I have duly signed and attached hereto as Annex 1;
d) In compliance with the requirements of the Terms of Reference, I hereby confirm that I am available for the entire duration of the assignment, and I shall perform the services in the manner described in my proposed approach/methodology which I have attached hereto as Annex 3 [delete this item if the TOR does not require submission of this document];
e) I hereby propose to complete the services based on the following payment rate : [pls. check the box
corresponding to the preferred option]:
� An all-inclusive daily fee of [state amount in words and in numbers indicating currency]
� A total lump sum of [state amount in words and in numbers, indicating exact currency], payable in the manner described in the Terms of Reference.
f) For your evaluation, the breakdown of the abovementioned all-inclusive amount is attached hereto as
Annex 2; g) I recognize that the payment of the abovementioned amounts due to me shall be based on my
delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures;
h) This offer shall remain valid for a total period of ___________ days [minimum of 90 days] after the
submission deadline;
i) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists];
j) If I am selected for this assignment, I shall [pls. check the appropriate box]:
� Sign an Individual Contract with UNDP;
� Request my employer [state name of company/organization/institution] to sign with UNDP a Reimbursable Loan Agreement (RLA), for and on my behalf. The contact person and details of my employer for this purpose are as follows:
k) I hereby confirm that [check all that applies]:
� At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP;
� I am currently engaged with UNDP and/or other entities for the following work :
Assignment
Contract Type
UNDP Business Unit / Name of
Institution/Company
Contract Duration
Contract Amount
� I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal :
Assignment
Contract Type
Name of Institution/ Company
Contract Duration
Contract Amount
l) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also
understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process.
m) If you are a former staff member of the United Nations recently separated, pls. add this section
to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract.
n) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor
entitlements whatsoever to be re-instated or re-employed as a staff member. Full Name and Signature: Date Signed : Annexes [pls. check all that applies]:
� CV or Duly signed P11 Form
� Breakdown of Costs Supporting the Final All-Inclusive Price as per Template
� Brief Description of Approach to Work (if required by the TOR)
