This call for tenders concerns the provision of consultancy services to the UPU from October 2023 to May 2024 in order to:
- revise and modernize the Integrated Postal Reform and Development Plan (IPDP) and Postal Reform Guide (PRG) ;
- develop the substantive content of related on-line training modules;
 The existing documents IDPD and Postal Reform Guide are available on the UPU website (pages 3 and 4 of the document linked on this website concern the IPDP as it is integrated into the Postal Reform Guide): https://www.upu.int/en/Postal-Solutions/Capacity-Building/Development-Cooperation/Postal-Reform
The deadline for the submission of tenders is 19 September 2023 at 18.00 CEST.
• Regarding the development of "substantive content of related on-line training modules" by the Vendor, can the UPU describe the content that it expects to receive?
UPU/IB: Clarifications in relation to section 4.1.3: in essence, it is envisaged that the substantive content of the training modules represent the same structure and the same information as provided in the future Postal Reform Guide albeit made available in a more interactive format.
• In what format are the training materials expected to be in? For example, should the materials be in a text-based format, video-based format etc.?
UPU/IB: This tender does not specify the format of materials. Any format that aligns with the objectives of training courses, allowing relevant staff members to familiarize themselves with the concepts and methodologies relating to postal reform projects at any time and place, is deemed acceptable. The Vendor would be expected to prioritize the development of the substantive contents over the presentation of the contents. It is expected to deliver the training material in text format, possibly supported by visuals or graphs, if relevant (as mentioned above the training material is to link directly with the substantive contents of the revised Postal Reform Guide). The specific details are to be worked out between the Vendor and the UPU and in that context the TrainPost platform will be explained in greater detail.
• What is the UPU's expected length and quantity for the training materials?
UPU/IB: The expected length and quantity depends on the substantive contents. Any length and quantity that aligns with the objectives of training courses, allowing relevant staff members to familiarize themselves with the concepts and methodologies relating to postal reform projects at any time and place, is deemed acceptable.
• What is the UPU's expected scope for the training materials? For example, should the training materials briefly introduce the updated IPDP/PRG or provide a comprehensive walkthrough of it?
UPU/IB: The Vendor is expected to develop the training material for the modules corresponding to the substantive contents of the Postal Reform Guide. A brief introduction of the updated IPDP/PRG and the more in-depth training modules would be useful.
• Will the Vendor be provided access to any materials on the UPU Train.Post platform to understand how training materials are delivered through the platform?
UPU/IB: No blanket access will be given to materials on the UPU Train.Post platform. The substantive content of the training modules is to be developed by the Vendor; in that context, the Vendor and the UPU will further discuss and examine the material and how that would fit best within TrainPost platform (which at that point will be explained in greater detail and examples of other TrainPost training modules may be shared with the Vendor).
• Regarding the UPU's objective that the contents of the existing PRG are "simplified or streamlined and expanded" and "compact and user-friendly", can the UPU indicate its anticipated length for the updated PRG (noting that the existing PRG is 338 pages long)?
UPU/IB: The PRG is expected to be structured as set out in Annex 1 of this tender, and if there is an alternative structure and/or outline redrafted and proposed by the Vendor, the aspects provided for in Annex 1 should be covered. It is considered that the current PRG is not user-friendly and in need to be updated and modernized. It is furthermore considered that the guide, in its current form, is too long. In other words, although the PRG may include new and updated sections it is also desirable to make the document notably shorter in length (to the extent possible without compromising quality).
• Section 2.19 of the tender states that the project is estimated to begin on 15 October 2023 and the launch meeting is expected to take place on 7 November 2023. At the launch meeting, the deliverable states that the Vendor will need to "review and finalize the outline of the IPDP and PRG and present the approach and structure to the Council of Administration (CA)".
Will representatives of the UPU International Bureau (IB) be available between the project start date in October and the CA presentation in November for an initial kick-off meeting to cover, for instance:
o the relevant team members and roles within each organisation
o project scope, timeline and deliverables
o the UPU’s initial thoughts on key issues surrounding the IPDP and PRG
UPU/IB: The initiation phase is set to commence on October 15, 2023. Upon acceptance of the offer by the UPU, the UPU’s IB experts will contact the successful bidder for introductions. After that, it is indeed envisaged that a kick-off be held to discuss in more detail the points mentioned above. The IB experts are available throughout the project and regular (remote) meetings envisaged to discuss the progress of the project.
• With regards to the presentation of the draft IPDP and PRG to the CA in April 2024, does the UPU expect that this presentation will incorporate the UPU IB's comments following its second review (to be completed by 31 March 2024)?
• If so, can the UPU confirm that sufficient time will be provided between the end of the UPU's second review and the presentation to the CA to allow the Vendor to fully address the IB’s comments?
UPU/IB: The Vendor is expected to make a presentation to the CA, at its meeting in April 2024, of the IPDP and PRG. It is understood that at that time 1) the study will be near to completion and finalization (over 90% done) and 2) depending on the changes and comments from the UPU’s second review, that not all comments may have been fully incorporated by the Vendor. It is expected that the comments and feedback from the second review (on the IPDP and PRG) and third review (on the substantive contents of the training material) have been fully incorporated into the final versions of the IPDP, PRG and substantive contents of the training material by 15 May 2024.
• To develop the PRG, will the UPU provide the Vendor with internal datasets and reports as requested and required by the Vendor?
UPU/IB: No blanket access will be given to internal datasets and reports. However, upon request from the Vendor, any relevant datasets and reports will be provided to the vendor to the extent that such datasets and reports are available and subject to data protection, data confidentiality and other requirements.
• If required, will the UPU assist the Vendor to arrange interviews with key stakeholders and distribute surveys to the UPU’s members?
UPU/IB: Yes, the UPU IB experts will assist the Vendor to arrange interviews with key stakeholders and distribute surveys to the UPU members, if such assistance is deemed necessary.
• Can the UPU confirm the level of access the Vendor will have to the UPU’s documents and departments (in particular DCDEV)?
UPU/IB: No blanket access will be given to UPU’s documents. However, upon request from the Vendor, any relevant documents will be provided to the vendor to the extent that such documents are available and subject to data protection, data confidentiality and other requirements. As will be discussed at the kick-off meeting and any of the regular (remote) meetings between the lead UPU IB experts and the Vendor, the UPU IB experts will liaise and introduce other relevant UPU experts relevant to the project, in particular those of the DCDEV (UPU IB’s Development and Cooperation Directorate) that coordinate national implementation projects.
• To update the IPDP and PRG, will the UPU provide the existing documents to the Vendor in a .docx file format to be updated? Or does the UPU expect that the updated IPDP and PRG will be created anew by the Vendor?
UPU/IB: the UPU will provide the Vendor with a Word version of both documents.
• Can the UPU confirm what support it will provide to the Vendor with regards to:
o project team and project support
o formatting of the documents into UPU format
UPU/IB: The UPU programme manager and expert will support the Vendor and be the main contacts of the Vendor with the UPU IB. The programme manager and expert will hold regular meetings with the Vendor and will review and provide feedback on the different deliverables. The UPU programme manager and expert will also liaise with any other UPU IB staff, including experts in postal statistics and research and other operational areas, as appropriate, to ensure that their expertise are made available to the Vendor upon the latter’s request.
The Vendor will provide the substantive contents in Word version as well as visuals, charts and other supporting elements in Word or other standard office applications. The UPU will ensure the final lay-out and UPU overlay of the IPDP and PRG as well as the formatting of the substantive contents of the training material to meet the requirements of the TrainPost platform.
• Can the UPU confirm if there is a budget ceiling in place for the tender?
UPU/IB: No budget ceiling is defined and published for this project. The UPU does have a limited budget for the various programmes and activities and the availability of UPU funds is considered when making assessments of the various bids and also defined as an assessment criterion in section 4.4.
• Can the UPU confirm who its internal project lead will be?
UPU/IB: to ensure the integrity of the procurement process, the lead manager and expert cannot be announced. The programme manager will reach out to the successful bidder upon the selection of the bid by the UPU Director General.
• For the updated IPDP and PRG, how far reaching can the recommendations be with regards to how the UPU carries out its development activity?
UPU/IB: The new IPDP (combined with the PRG) should provide the framework that contains clear and actionable recommendations and guidelines that are practical and supportive of the implementation of the IPDP in the field.
The IPDP and PRG are designed and intended to support UPU member countries in the conduct of postal sector reform projects in their national context. As described in the section 4.1.1 the focus of the revised IPDP – and therefore the recommendations - need to be actionable and customized/ adaptable to different national contexts as well as evidence-based and results-based. Field experts and development program's activities rely on the IPDP methodology and Postal Reform Guide when conducting national implementation projects. And therefore the revised IPDP and PRG need to be supportive of those implementation activities.