Disaster risk management online training for the postal sector

Ref: RFP-2020-022-DCDEV (en anglais uniquement) 

This call for tenders concerns the provision of a series of disaster risk management (DRM) online training sessions for DRM staff in UPU member countries. These training sessions shall be aimed at improving the capabilities of these staff members 

The UPU wishes to provide training to assist designated operators in implementing and enhancing measures to face the increasing challenges of disasters that threaten the postal sector.

In order to reinforce the DRM capabilities of designated operators, the UPU implemented regional training workshops in two regions in 2019. It had planned to hold face-to-face training workshops in four regions in 2020, but, owing to the COVID-19 pandemic, the UPU has decided to provide online training sessions instead.

The deadline for the submission of tenders is 20 November 2020 at 16.00 CET (UTC+1).

Q1: Do you wish this training to be provided as a  computer-based training program where the student can take the course independently and without a live instructor or is your intent to have this course done by a live instructor online using, for example, a zoom platform?

A1: We expect to implement a series of online training courses with an experienced trainer. The trainer is expected to implement 15 hours course (3 hours a day). The course should be interactive using online meeting softwares such as Zoom, MS-team etc.

Q2: Please clarify if payments under the subject tender will be in USD or Swiss Francs (CHF)

 A2: It will be paid in USD.

Q3: Will the price be included in same document as technical proposal or it will be a separate document that is, a financial proposal?

A3: The price shall be in the financial proposal

Q4: What is the exact number of participants to be trained? How many trainees will access the training at a time?

A4: We expect 20-30 participants for a training.

Q5: Are we required to include full CV of trainers? How many CVs of trainers should be included?

A5: All CVs of potential trainers must be attached.

Q6: Should Annex 2 be submitted as a separate document/file or it will be a part of the technical proposal? 

A6: Annex 2 shall be the part of technical proposal.

Q7: Regarding section 6.9 in the Terms and Conditions, would it be possible to limit liability with a cap?

A7: The General Terms and Conditions (GTC) applies to all the contractors providing services to the UPU, and we do not envisage exemptions from the GTC with respect to this online training project..

Q8 : In section 4.1, it is stated that...'the curriculum of the training sessions shall include the use of the DRM Guide as a text book to help participants to understand the basics of disaster response'. To clarify, does this mean the emphasis of the training must focus only on the 'Response' phase of the five phases of DRM (section 4.4 of Chapter 4 in the Guide to Disaster Risk Management for the Postal Sector)?

 A8: A “Disaster Response is just an example. The curriculum shall include all 5 phases of DRM activities including response phase”

Q9: Is there an incumbent, carrying out similar work for the UN/UPU and if so, what is the name of that incumbent and what is the total value and scope of the current contract?

A9: No. This is the first time that we implement DRM training online.

Q10: Can you share details of any weighting and scoring beyond what is outlined in the criteria under 4.2?

A10: We evaluate applications based solely on the criteria outlined in the RFP.

Q11: Are bidders able to use experience of a sub-contractor to meet mandatory and rated criteria? 

1. Does the UN require sub-contractors to be bound by a teaming agreement?

A11: We require that contractors, including subcontractors, provide the services described in the RFP in compliance with the regulations that we must follow. This means that subcontractors must also comply with those regulations. 

Q12: 4.4 outlines the financial submission for this RFP, and indicates Phase by Phase breakdown of the related cost of the bidders proposal. Does the UPU specify which phases should be listed or are bidders free to compartmentalize the project into phases as it sees fit?

A12: Bidders are free to compartmentalize the project into phases

Q13: Can the you confirm who will translate the materials into languages other than English?

A13: UPU translation section will do it.

Q14: Who created and facilitated the two workshops that were delivered in 2019? Is there a desire to continue with that material, or at least to include some of it? Is it possible to have access to those materials?

A14: A contractor created the material and the UPU authorized it. However, 2019 workshop was not online. Therefore, it is not mandatory to strictly follow the material. We can share the 2019 material for the selected contractor.

Q15: The RFP outlines a 6 month engagement. In what scenario could this opportunity be extended beyond the 6 months without a retender?

A15: If the contract is to be extended, both parties must agree in writing. This is stated in Article 19 of the GTC. One of the conceivable reasons for extending a contract is force majeure, which can be found in article 12 of the GTC.