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RFPS-USA-2013-501749 Treasury and Financial Risk Management Professional Consultancy Services
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TERMS OF REFERENCE (TOR)
FOR PROFESSIONAL CONSUTANCY SERVICES FOR TREASURY AND
BANKING FUNCTIONS
RFPS-USA-2013-501749 Treasury and Financial Risk Management Professional Consultancy Services
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Table of Contents
1 PURPOSE OF THE RFPS .................................................................................................... - 3 - 2 BACKGROUND .................................................................................................................. - 3 - 3 SCOPE OF WORK ............................................................................................................... - 6 - 4 DELIVERABLES AND OUTPUTS .................................................................................... - 8 - 5 SUBJECT MATTER EXPERTS (SMEs) ASSIGNED TO THE PROJECT ....................... - 9 - 6 INFORMATION REQUESTED FROM THE VENDOR ................................................. - 10 - 7 TECHNICAL EVALUATION PROCESS......................................................................... - 12 - 8 COMMERCIAL EVALUATION ...................................................................................... - 12 - 9 CONTRACT ....................................................................................................................... - 13 - APPENDIX 1: CLIENT REFERENCE INFORMATION SHEET ......................................... - 14 - APPENDIX 2: COST ESTIMATES ........................................................................................ - 17 - APPENDIX 3 - PROFESSIONAL SERVICES RATE CARD ................................................ - 18 - APPENDIX 4: COMPLIANCE TABLE .................................................................................. - 19 - APPENDIX A: BUSINESS BLUEPRINT-PERFORM TREASURY ACTIVITIES
APPENDIX B: BUSINESS BLUEPRINT-MANAGE LIQUIDITY
APPENDIX C: UNICEF TREASURY
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1 PURPOSE OF THE RFPS
The purpose of this Request for Proposal for Services (RFPS) is to select a vendor that
will perform a high level Business Analysis and assist UNICEF in validating and
describing the overall business functionality and information architecture of Treasury,
liquidity, cash management, banking and Risk management functions (hereafter referred
as Treasury and Banking etc.) and recommend future course of action including concrete
steps for implementation of selected functions. The scope of services collectively is
referred to as “Project” in this RFPS. UNICEF expects the selected vendor to provide
direction and guidance to review the current information architecture, review the status of
current streams of activities, identify needs for additional support for businesses
processes for Treasury and Banking etc., and recommend business feasibility, with
justification for new SAP or third party systems, modules and solutions to further manage
and improve these areas as outlined further in the Terms of Reference (TOR) of this
RFPS. UNICEF expects the vendor to undertake end-to-end implementation of selected
SAP and third party solutions and provide knowledge transfer to UNICEF to be self-
sufficient in managing and maintaining those solutions in the future. The detailed
requirements are described in the paragraphs that follow. The services required will be
mostly performed on-site to facilitate interaction with business users. However,
depending on the tasks or availability of expertise and facilities, systems etc., selected
services may be performed off-site.
As a result of this RFPS process, UNICEF reserves the right to award contract in full or
for the selected part of the requirement/service category, to the selected vendor
, if deemed to be in the best interest of UNICEF. It shall be noted, however, that
UNICEF’s primary intention is to enter into a contract with a single vendor for the
terms of reference contained in this RFPS including end-to-end services for selected
SAP and third-party modules relating to Treasury and Banking functions etc.
UNICEF strongly encourages the vendor to bid accordingly.
2 BACKGROUND
UNICEF selected and has used SAP ERP systems at HQ location and other larger offices
since 1999. UNICEF also developed an in-house custom solution for use in its country
offices (150 countries, 300+ offices) since 1999. In 2007-08, UNICEF made a strategic
decision to move away from its custom developed Program Management and field
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logistics system to an off-the-self enterprise grade ERP system. At the same time,
UNICEF also decided to change and implement new accounting standards, International
Public Sector Accounting Standards (IPSAS). The transformation and change
management programme, named VISION based on SAP ERP solution was blueprinted,
configured with preparations undertaken internally with skills and capacity augmentation
from vendors, contractors and consultants. VISION system went live simultaneously, in
all UNICEF offices in a “big bang” approach in January 2012.
2.1 UNICEF’s VISION system is single instance SAP ERP solution currently hosted at
its New York HQ data centre with provision of requisite and optimized global
connectivity for world-wide access. The new paradigm has given the organization
an ability to a implement a set of uniform, standardized and integrated set of
business processes world-wide, in the areas of Programme management, Finance,
Accounts, Budgeting, Supply, Logistics, Warehouses, HR administration and
Payroll etc.. Specifically, the implementation of VISION has significantly
improved the ability of Finance and Treasury functions to manage cash flow and
risk and at the same time presented to the organization an opportunity to review
and assess the Treasury tools and processes including Market Risk Analyser, Credit
Risk Analyser and Portfolio Analyser that can further improve and optimize
business processes in these areas. Furthermore, a change to new accounting
standards (IPSAS) now require increased transparency and disclosures of financial
instruments.
2.2 UNICEF articulated its vision to use the new ERP solution through a Business
Process Blueprint in 2008-09, which explains and documents how UNICEF intends
to use the VISION system and the proposed new business processes. In this
context, it is useful to mention that a number of business processes relating to
Treasury and Banking etc. were included in the core set of business requirements.
UNICEF has further refined these business requirements and associated processes
in the recent past. The relevant portions of the Business Blueprint containing
finance and Treasury processes which was prepared in 2008-09 and updated
recently is attached as Appendix A and Appendix B to the Terms of Reference
(TOR) of the RFPS. In addition, another document titled “UNICEF Treasury”
describing detailed “As is” and “To be” processes is attached as Appendix C with
the TOR of this RFPS.
2.3 Based on business requirements stated in the Business Blueprint and other related
documents, UNICEF is proceeding with a number of activities relating to Treasury
and Banking etc. The following activities relating to Treasury and Banking etc.
currently on-going are worth mentioning.
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2.3.1 e-banking:
Implementation of e-banking interfaces with selected large banks with
international presence and to develop host-to-host interfaces for payment
transmittal processes. These interfaces are either functional or in an
advanced stage of “go-live” in approx. 30 countries. UNICEF is also
making a limited use of Bank Communication module of SAP.
2.3.2 MT940/942
In order to obtain accurate and timely Cash/Bank positions and automating
bank reconciliation processes, UNICEF is implementing MT940/942 to
upload data from the banks directly to the VISION system.
2.3.3 In addition to e-banking and host-to-host interfaces, UNICEF is also
in the process of implementing SWIFT/SWIFT Alliance Lite II.
2.4 UNICEF is currently using a custom developed solution to act as a master
repository of banks with detailed bank information and signatory panels etc. The
in-house developed system is not fully integrated with VISION. UNICEF would
like to explore an integrated option with SAP or a third party solution, if feasible.
2.5 In a nutshell, the decision to issue this RFPS is driven by:
2.5.1 UNICEF’s desires to continuously improve streamline and optimize
business processes, especially relating to Treasury and Banking etc.
2.5.2 To capitalize on opportunities presented to UNICEF through VISION, a
single instance ERP (SAP) supporting a set of uniform, common and standardized
business processes, data and integration of business functionality across the globe.
2.5.3 UNICEF’s desire to immediately put an integrated set of business processes
and systems in the areas of Treasury and Banking etc.
2.5.4 To review, validate and augment the current Treasury and Banking
processes, systems, solutions and create a robust foundation to introduce new
SAP and third party solutions to manage risks.
In particular, UNICEF is very keen to introduce new integrated solutions in the areas of
Risk management: Credit risk, Market risk and Portfolio analysis etc. to better support
current business processes.
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2.6 UNICEF desires to award a contract to a qualified firm of consultants/contractor
with extensive knowledge and hands-on experience of Treasury and Banking
environment, especially with SAP software who can provide a broad range of
services and Subject Matter Expertise (SMEs) covering Treasury & Risk
Management, Liquidity & Cash Management and Banking processes using SAP
and third-party systems, solutions and provide integration with external data
systems such as Bloomberg, SWIFT etc.
3 SCOPE OF WORK
As explained above, UNICEF is currently in the process of improving the existing features and
functionality in Treasury and Banking etc. Though a number of activities are currently in
progress and in various stages of implementation, they constitute mandatory elements for
Treasury and Banking etc. UNICEF is taking an opportunity to review and validate the
Information Architecture of Treasury and Banking functions etc. to ensure that these
activities will provide flexibility and scalability for the Treasury and Banking functions.
The purpose is to develop an end-to-end solution in a holistic manner and a supporting
medium to long-term plan to lay the foundation of these functions that would serve
UNICEF’s business requirements with minimal changes for a period of 3 to 5 years.
Since UNICEF is an international organization using banking facilities in 150+ countries
in a multi-currency environment, UNICEF desires to put in place robust infrastructure
and solutions that are flexible and scalable to meet evolving, changing and growing needs
of Treasury and Banking functions. In other words, UNICEF seeks professional guidance
and “best practices” to determine and establish a robust and professional road-map that
can be implemented over time without significant amends to underlying foundation. The
scope of services requested in this RFPS is described below:
3.1 Information Architecture of Treasury and Banking function: UNICEF requires
the vendor to conduct a high-level business analysis of the Treasury and Banking
functions to review the current Information architecture of UNICEF’s Treasury and
Banking functions and validate, propose a revised architecture narrating the
following;
-End-to-end information and data flow describing processes, systems, modules,
and solutions involved including end-to-end payment processes.
- Information and data “gaps” and “overlaps” to reduce duplication, redundancies
and risks, in particular integration requirements and a remediation strategy to
rectify the weaknesses in the architecture
- Integration requirements for data and processes and develop a strategy to rectify
the “integration” issues
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-Identification and recommendation of processes, systems, data, interface
protocols and solutions for an optimal Treasury and Banking end-to-end solution
- Remediation mechanisms and recommendation to address potential weaknesses,
priorities, and estimates of time and effort to address issues in the current
mechanisms
-Prepare a “Way-forward” plan for development of infrastructural and
foundational pre-requisites and solutions
3.2 Implementation of Risk Analysis solutions: This includes Credit Risk analyser,
Market Risk analyser and Portfolio analyser to support and mitigate risk to
Treasury function. The following activities are proposed in the scope of work:
-Identify Business processes that are candidates for implementation and use of
the software
-Blueprint the business processes and how the software will be used including its
configuration and custom development (if any)
-Assistance in development of business case and justification of the above
modules
-Reports: Configure standard reports and assist in development of custom reports
-Assist in preparation of functional specifications for Data Conversion
-Systems and Integration implications with current SAP configurations and test
methodology for integration and acceptance testing
-Realization, Go live preparations and security assessment
-Provision of Post go-live support
- Knowledge transfer to UNICEF staff
3.3 Implementation of the Liquidity Planner and Cash Management
- Blueprint the business processes and how the software will be used
including its configuration and custom development (if any)
- Realization and Go-live preparations
- Provision of Post go-live support
- Knowledge transfer to UNICEF staff
3.4 Review and assessment of the functionality of the current custom-developed
BCMS solution and desirability of integration with VISION banking modules. The
following activities are proposed in the scope of work:
- Review and validate the functionality and integration requirements with current
SAP finance modules
-Recommend alternatives with clear advantages, disadvantages, cost estimates
and value proposition, including the options of:
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-“As is”: Keep the current system with some improvements and
modifications
-Implement SAP based solutions
-Third party interfaced/integrated solutions
-Assist UNICEF in development of a business case by providing estimates
of time and cost, benefits and risks associated with the option
- Implementation of the selected option(s) and cost estimates for each of
the option
- If an option other than “As is” is recommended, then provision of Post
go-live support and Knowledge transfer to UNICEF staff should be in the
scope of work
4 DELIVERABLES AND OUTPUTS
UNICEF requires all aspects of Professional Services that will be offered under this
institutional contract covering the types of services, methodologies used, engagement
deliverables, estimated timelines, etc. That being said, it will be the responsibility of the
“vendor” to provide qualified and experienced pool of individuals to cover said services.
4.1 The vendor is expected to provide clear and concise proposal for the scope of
services defined in sections 3.1 to 3.4. UNICEF expects fixed cost proposal for the
above services. UNICEF may consider time and material proposal for some
services if the vendor cannot provide a fixed cost proposal. The vendor would
provide adequate justification, in which case the vendor would provide a ceiling
“not to exceed” an amount, with key milestones for the services.
4.2 The proposal would provide phases of work, milestones and payment schedules
linked to phases and milestones of deliverables for the scope of services. The
vendor would provide cost estimates in the format attached as Appendix 2.
4.3 The vendor would propose methodology of work contained in the scope of
services. UNICEF prefers on-site work to promote interaction with the business
users. UNICEF may accept off-site work depending on the availability of Subject
Matter Experts (SMEs), systems and services etc. The proposal should clearly
identify and describe services to be performed off-site and priced accordingly.
4.4 The vendor would propose a “Change management process” to provide for any
changes in the scope of services due to any reasons whatsoever. In addition to the
provision of termination clause under section 16 of the UNICEF General Terms
and Conditions for Institutional/Corporate contracts, UNICEF reserves the right to
change, cancel or terminate any or all services contained in this RFPS in the best
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interest of the organization.
4.5 The vendor will propose a team composition to deliver each of the services
contained in this RFPS. Delineation of responsibilities between the vendor and
UNICEF will be clearly stated in the proposal for each of the services. The vendor
will propose and provide the functional roles and qualifications of the team
assigned to this project.
4.6 The vendor would propose a Project management methodology and prepare project
plans before initiating work on the scope of services defined in sections 3.1 to 3.4.
4.7 The vendor would propose a methodology of knowledge transfer and post go-live
support so that UNICEF personnel are self-sufficient to manage the solution in the
future.
5 SUBJECT MATTER EXPERTS (SMEs) ASSIGNED TO THE PROJECT
The vendor is expected to provide trained, knowledgeable Business and Technical
consultants for the duration of this project to perform the scope of services contained in
this RFPS. Therefore, UNICEF will not provide or pay for training, conferences, or
seminars to be given to vendor consultants in order for them to perform their tasks.
5.1 Additional Skills
All vendor consultants who interface with UNICEF management and technical
consultants must have excellent oral and written communication skills. "Excellent oral
and written communication skills" is defined as the capability to converse fluently,
communicate effectively, and write intelligibly in the English language.
5.2 Work Hours
Contractors are expected to work on-site, in the following work environment:
-normal office time 9.00 am-5.00 pm (40 hours/week), though UNICEF allows
flexible time with prior approval;
- 5 days a week, Monday through Friday;
- except Official holidays of the United Nations.
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6 INFORMATION REQUESTED FROM THE VENDOR THE FOLLOWING INFORMATION RELATING TO THE BIDDER’S PROFILE IS REQUESTED
AND IS MANDATORY.
6.1 CORPORATE PROFILE
All proposals will include an overview of the vendor’s firm and background information
including:
a) Company overview, summary of corporate structure and business area;
b) Number of years providing Professional Services covering Treasury and
Banking etc.: Treasury & Risk Management, Liquidity & Cash Management
and Banking product suites;
c) Methodologies and experience:
Business work flow / process definition and or analysis;
Business work flow / process risk analysis / management;
Implementation of Treasury & Risk Management, Liquidity & Cash
Management and Banking product suite(s) in a medium to large scale
multi-national organization (5000 or more staff);
Global implementation of large scale SAP Treasury Solution;
Prior customized solutions, in the context of modifications to out-of-
box product
d) The most recent 3 (three) years Audited Financial Statements.
6.2 Expertise of the vendor
The vendor is requested to provide the following information as detailed below:
a) The vendor is requested to provide number and type of employees with
technical expertise dedicated to the Treasury and banking solutions
implementation especially relating to SAP products.
b) Sample Curriculum Vitaes for the categories listed below or any other
categories who will be assigned to perform the scope of services contained in
this RFPS. These resumes should be complete as this is a key consideration in
the selection of the vendor.
Account Manager
Project Manager
Treasury and Risk Management Business Analyst
Treasury Functional Analyst
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Systems Integrator / Interface Specialist
Trainer/Writer/Documentation Expert
c) Description of the sourcing and screening procedures including compliance
with US immigration/labour regulations, background checks, medical clearance,
reference checks, etc.
d) At least 3 (three) references of customers and corresponding sites for which the
vendor has performed services similar to contained in this RFPS. These should be
provided in the format attached as Appendix 1.
Persons listed as references may be contacted by UNICEF during the evaluation
process.
6.3 Management of Services Approach
The bidder is requested to provide the following information:
a) Provide a brief synopsis of methodology and approach proposed by the vendor
to manage the engagement and change management process to ensure
satisfactory completion of the project in-time and within budget. The approach
should be described in no more than 250 words..
b) Policies and conditions regarding the release of vendor personnel for
appointment to regular UNICEF posts as per attached statement of
requirements;
c) Approach to the replacement of personnel when UNICEF is dissatisfied with
the performance of an individual assigned by the vendor.
6.4 Service Catalogue Price Table
The bidder must complete the Professional Services Rate Card Table 1 contained
in Appendix 3 in U.S. dollars (USD) if any services are to be provided on time
and material basis. The consultant resources are to be estimated on a “per day”
basis. Bidder should provide service prices for work performed outside of the
normal working hours, if this price is different by completing Table 2 of
Appendix 3.
6.5 Bidder Self-Checklist
The bidder is requested to provide duly completed “Compliance Table” aka
Bidder’s Self-Checklist as provided in Appendix 4.
The bidder must provide sufficient information in the proposal to address the
above items to ensure the evaluation team can make a fair assessment of the
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company based only on its proposal. This information is mandatory for the vendor
to qualify for further consideration.
7 TECHNICAL EVALUATION REQUIREMENTS Proposals must be clear and concise, comprehensive, and directly address the specifics of
the proposed scope of Treasury and Banking etc. UNICEF is not expecting or desiring to
receive a significant amount of “general marketing literature” from the vendor.
The vendor will, in combination with their capability descriptions and candidate resumes,
demonstrate their experience in providing similar services on prior assignments by
providing references from other clients. All vendors shall state explicitly their
understanding of the dependencies on and inputs they need from UNICEF.
.
The proposal will be evaluated by a team comprising of senior business leaders in the
Finance function, staff in business and technical areas of Treasury and Banking and SAP
specialists. The Contracting Manager will be the sole authority in final contract
negotiations and contracting matters. The evaluation of the proposal will be based on the
following criteria:
Corporate profile of the vendor especially experience in the area of
Treasury and Banking etc.
Completeness of the proposal in accordance with the RFPS
Vendor’s understanding of the UNICEF’s requirements
Vendor’s demonstrated capability to have undertaken similar assignment
Feedback from the selected references
Qualifications and experience of individuals proposed to be assigned to
this project
Vendor’s ability to complete the scope of services within UNICEF’s
budgetary allocation in the most cost efficient manner. The following
point ratings will be used for evaluation of technical proposals:
8 COMMERCIAL EVALUATION
Please use the template provided in Appendix 2 for submission of the Cost Estimates of
the commercial proposal.
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9 CONTRACT ________________________________________________________________________
All bidders responding to this RFPS shall acknowledge in their Proposal that UNICEF
General Terms and Conditions for Institutional/Corporate Contracts are acceptable by
signing and dating the signature page of this RFPS.
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APPENDIX 1: CLIENT REFERENCE INFORMATION SHEET
Please provide the following contact information for each client reference submitted
(Please expand the form if needed).
Reference 1
Company Name:
Contact Name and Title:
Phone:
E-mail:
Address:
Value of Contract:
Company Size 1 (number of
employees)
Company Size 2 (number and
location of offices
worldwide)
Industry/Market Sector
(private, public, non-for
profit).
Detailed description of the
actual services provided by
your company (i.e. types,
geographical coverage etc.).
Duration of the services
(months):
Start date (month/year):
Completion date
(month/year):
Protocol to follow by
UNICEF for making contact.
Describe Reference Site Installation:
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Reference 2
Company Name:
Contact Name and Title:
Phone:
E-mail:
Address:
Value of Contract:
Company Size 1 (number of
employees)
Company Size 2 (number and
location of offices
worldwide)
Industry/Market Sector
(private, public, non-for
profit).
Detailed description of the
actual services provided by
your company (i.e. types,
geographical coverage etc.).
Duration of the services
(months):
Start date (month/year):
Completion date
(month/year):
Protocol to follow by
UNICEF for making contact.
Describe Reference Site Installation:
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Reference 3
Company Name:
Contact Name and Title:
Phone:
E-mail:
Address:
Value of Contract:
Company Size 1 (number of
employees)
Company Size 2 (number and
location of offices
worldwide)
Industry/Market Sector
(private, public, non-for
profit).
Detailed description of the
actual services provided by
your company (i.e. types,
geographical coverage etc.).
Duration of the services
(months):
Start date (month/year):
Completion date
(month/year):
Protocol to follow by
UNICEF for making contact.
Describe Reference Site Installation:
UNICEF reserves the right to contact each client reference provided by Proposer. It is
Proposer’s responsibility to ensure that the contact details provided above are accurate
and to ensure that your client will be responsive to UNICEF’s inquires.
Note: Failure to include all the requested information may result in your submission
being less favorable. Please provide additional documentation if necessary.
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APPENDIX 2: COST ESTIMATES
Outputs and deliverables Cost Estimates
( In USD)
Remarks
1. Information Architecture of Treasury
and banking function
2. Implementation of Risk analysis
solution
Blueprinting
Realization and go-live
3. Implementation of Liquidity Planner
and Cash Management
Blueprinting
Realization and go-live
4. Review and assessment of current
custom developed BCMS solution
Option I: “As is” with
modifications
SAP based solution
Third party solution
* Realization and go-live estimates include all activities necessary for implementation, go-live
and post go-live as defined under Section 3, Scope of work. The vendor may provide combination
of fixed cost and time and material estimates for the categories/sub-categories stated above.
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APPENDIX 3 - PROFESSIONAL SERVICES RATE CARD
Remarks:
*LABOR RATES ARE ALL-INCLUSIVE RATES INCLUDING BUT NOT LIMITED TO SALARY, INSURANCE< TRAVEL COST< ALLOWANCES AND OVERHEADS ETC>
Job Labor Category On UNICEF premises in US$
On vendor premises in US$
Rate person/day Rate person/day
Local Offshore (if applicable.)
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APPENDIX 4: COMPLIANCE TABLE (Vendor Self-Checklist)
A Information requested from the vendor YES NO Comments
1 Description of vendor’s expertise and general and technical
capabilities has been provided.
2 Description of vendor’s approach to overall management of
services has been provided.
3 Number of years in implementing Treasury and risk
Management, Banking and Liquidity and Cash
Management especially with SAP products
4 Capacity to provide needed managerial and technical
resources in Treasury & Risk Management, Liquidity &
Cash Management and Banking systems. Sample CVs
addressing job profile of the consultants who will be assigned
to this assignment is provided
5 Clarity of management of service approach and Account
management system and methodology information provided.
6 References for similar Treasury & Risk Management, Liquidity
& Cash Management and Banking projects/professional
services projects have been provided. Past experience with
public sector organizations and International organization
highlighted. APPENDIX 1 - Vendor Client Reference
Summary Table has been submitted.
7 Vendor’s quality assurance procedures and quality
certifications have been outlined.
8 Sourcing, method of solicitation of employees & procedures
including compliance with US immigration/labor regulations,
background checks, medical clearance, reference checks, etc.
Information has been provided.
9 Vendor’s project management procedures have been outlined.
10 3 (three) case studies have been provided.
B Pricing/Commercial requirements
12 Appendix 2 and Appendix 3- Cost Estimates and
Professional Services Rate Cards have been completed.
Volume Discount Scheme has been provided.
13 Rated in United States Dollars (USD).
14 Copies of the latest financial statements for 3 (three) years have
been provided.
C Administrative Requirements
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15 Technical and Financial proposals have been submitted in
separate sealed envelopes.
D Legal Requirements
16 UNICEF General Terms and Conditions for Services have
been reviewed and are (please mark whatever option is
applicable):
a). fully acceptable, or;
b). reviewed by Contractor’s Legal and comments are provided