United Nations Development Programme

22 August 2014

Amendment No. 1 to the Request for Proposal (RFP)

Reference: RFP/UNDP/CPS/021/2014
CAPACITY BUILDING IN THE MINISTRY OF FINANCE AND PLANNING, JAMAICA

Dear Vendor,

UNDP has made the following changes in the RFP:

1. Section 1, Letter of Invitation, Pages 2-3 of the RFP is hereby replaced with the as
follows:

Dear Sir/Madam,

1. The United Nations Development Programme (UNDP) hereby invites you to submit a Proposal to
this Request for Proposal (RFP) for the above-referenced subject.

2. The Procurement Support office of UNDP is undertaking the solicitation of Proposals for the
services required on behalf of UNDP Jamaica. The purpose of this tender document is to conclude
a Contract for Professional Services (CPS) with the successful Proposer.

3. This RFP includes the following documents:

Section 1 – This Letter of Invitation

Section 2 – Instructions to Proposers (including Data Sheet)
Section 3 – Terms of Reference
Section 4 – Proposal Submission Form
Section 5 – Documents Establishing the Eligibility and Qualifications of the Proposer
Section 6 – Technical Proposal Form
Section 7 – Financial Proposal Form
Section 8 – General Terms & Conditions for Services
Section 9 – Form for Advanced Payment Guarantee

4. Your offer, comprising of a Technical and Financial Proposal, in separate envelopes, should be
submitted in accordance with the Data Sheet in Section 2.

5. You are kindly requested to submit a letter advising whether your company intends to submit a
Proposal to UNDP at the following email address: [email protected] and cc
 United Nations Development Programme

[email protected]. The letter should be received by UNDP preferably no later than 27

August 2014.

6. Should you require further clarifications, kindly communicate with the contact person identified in
the attached Data Sheet as the focal point for queries on this RFP.

UNDP looks forward to receiving your Proposal and thanks you in advance for your interest in UNDP
procurement opportunities.

Yours sincerely,

Bakhtiyor Khamraev
Chief, Central Procurement Unit
BoM/Procurement Support Office
United Nations Development Programme

2. Section 2, Instruction to Proposers, the “DATA SHEET” on Pages 19-24 of the RFP is
hereby replaced with the as follows:

Instructions to Proposers

DATA SHEET

The following data for the services to be procured shall complement, supplement, or amend the
provisions in the Instruction to Proposers. In the case of a conflict between the Instructions to Proposers,
the Data Sheet, and other annexes or references attached to the Data Sheet, the provisions in the Data
Sheet shall govern.

DS Cross
No. Ref. to Specific Instructions / Requirements
Data
Instruc
-tions

1 Capacity Building for Change Management in the Ministry of

Project Title :
Finance and Planning, Jamaica

2 Title of Services/Work: Technical Assistance

3 Country / Region of Work Jamaica

Location:

4 C.13 a English
Language of the Proposal:

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5 C.20 Conditions for Submitting

a Not allowed
Proposals for Parts or sub-parts
of the TOR

6 C.20 Conditions for Submitting

a Shall not be considered
Alternative Proposals

7 C.22 A pre-proposal conference will N/A

be held on:

8 C.21 Period of Proposal Validity a 120 days

commencing on the submission
date

9 B.9.5 Proposal Security

C.15.4 a Not Required
b)

10 B.9.5 Acceptable forms of Proposal N/A

Security

11 B.9.5 Validity of Proposal Security N/A

C.15.4
a)

12 Advanced Payment upon signing N/A

of contract

13 Liquidated Damages ☒ N/A

14 F.37 Performance Security a Not Required

15 C.17, Preferred Currency of Proposal a United States Dollars (US$)

C.17 b) and Method for Currency
conversion

16 B.10.1 Deadline for submitting Clarifications will be provided on rolling basis and last
requests for clarifications/ request for questions/clarifications should be submitted to
questions UNDP no later than 7 calendar days before the submission
date.

17 B.10.1 Contact Details for submitting Focal Person in UNDP: Shadi Hussein
clarifications/questions E-mail address dedicated for this purpose:
[email protected] and cc:
[email protected]

18 B.11.1 Manner of Disseminating

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Supplemental Information to a Direct communication to prospective Proposers by email

the RFP and and Posting on the website: http://procurement-
responses/clarifications to notices.undp.org/
queries

19 D.23.3 No. of copies of Proposal that The Proposer shall prepare the Proposal in two parts: the
must be submitted [if Technical Proposal and the Financial Proposal. Proposals
transmitted by courier] must be submitted electronically. Please refer to DS No. 23
for details.

20 D.23.1 Proposal Submission Address [email protected]

D.23.2
D.24

21 C.21 Deadline of Submission Date : 3 September 2014

D.24 Time : 5 p.m. Eastern Standard time

22 D.23.2 Allowable Manner of Submitting a Electronic submission of Proposals

Proposals

23 D.23.2 Conditions and Procedures for a Official Address for e-submission: [email protected]
D.26 electronic submission and a Free from virus and corrupted files
opening, if allowed a Format : PDF files only
a Password must not be provided to UNDP
Please refer to section 23 a Max. File Size per transmission: 5 MB
(Submission) above for details a No. of copies to be transmitted : 1
on electronic submission. a Mandatory subject of email: See below instruction for
details.
a Virus Scanning Software to be Used prior to
transmission: Yes
a Time Zone to be Recognized: Eastern standard time
a Other conditions: See below instruction for electronic
submission.

Instruction for electronic submission

The Proposer must submit his/her proposal by e-mail to

[email protected]. The Proposer shall send separate
emails of the proposals for: 1) technical proposal; 2)
financial proposal as separate attachments to the
message(s).

Having prepared the Proposal in paper formats as

specified in Sections 4, 5, and 6 the entire Technical
Proposal should be scanned or otherwise converted into
one or more electronic .pdf (Adobe Acrobat) format files
and attached to one or more E-mails. Same should be
done for Section 7 – Financial Proposal.

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The Subject line of the E-mail(s) should state: “Technical

proposal RFP/UNDP/021/2014 – Capacity Building in
the MOFP Jamaica”; and separate email “Financial
proposal for the RFP/UNDP/021/2014 – Capacity
Building in the MOFP Jamaica - DO NOT OPEN”

To secure your financial offer please SET-UP A

PASSWORD for the Financial Proposal which will be
requested as follows:
a) The password for Financial Proposal will be
requested from the Proposers if they are successful
in the Technical Proposal evaluation. Only those
who achieved the minimum score on the technical
evaluation will be requested to provide the
password to the financial proposals.

It is strongly suggested that Proposers make a note of

the passwords and keep them in a safe place. If we are
unable to open the file because of forgotten
password(s) the proposal will be disqualified.

Proposers may send as many e-mails as needed;

however, the size of each e-mail (including the
attachments) should not exceed five megabytes (5
MB). As an e-mail can take some time to arrive after it
is sent, we advise all Proposers to send e-mail
submissions well before the deadline. Please be aware
that bids e-mailed to UNDP will be rejected if they are
received after the deadline for bid submission.

Proposers are solely responsible for ensuring that any

and all files sent to UNDP are readable, that is,
uncorrupted, in the indicated electronic format, and
free from viruses and malware. Failure to provide
readable files will result in the proposal being rejected.

Please Note: Any proposal sent to the private email

addresses of any procurement staff will not be
accepted.

24 D.23.1 Date, time and venue for Not applicable for public bid opening.
opening of Proposals

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25 E.29.2 Evaluation method to be used in Combined Scoring Method, using the 70%-30% distribution
E.29.3 selecting the most responsive for technical and financial proposals, respectively whereas
F.34 Proposal only proposal passing the minimum 70% threshold (700 out
of 1000 points) will be considered for financial evaluation.

26 C.15.1 Required Documents that must aCompany Profile, including printed brochures and
be Submitted to Establish product catalogues relevant to the goods/services being
Qualification of Proposers (In procured
“Certified True Copy” form only) aCertificate of Registration of the business, including
Articles of Incorporation, or equivalent document if
Proposer is not a corporation
a Quality Certificate (e.g., ISO, etc.) and/or other similar
certificates, accreditations, awards and citations received by
the Proposer, if any
a Latest Audited Financial Statement (Income Statement
and Balance Sheet) including Auditor’s Report
a Statement of Satisfactory Performance from the Top 3
Clients in terms of Contract Value the past 5 years
a All information regarding any past and current litigation
during the last three (3 ) years, in which the Proposer is
involved, indicating the parties concerned, the subject of
the litigation, the amounts involved, and the final resolution
if already concluded.

27 Other documents that may be Provide at least three client references for similar projects
Submitted to Establish Eligibility (amount and scale) contracted as main contractor.

28 C.15 Structure of the Technical N/A

Proposal (only if different from
the provision of Section 6)

29 C.15.2 Latest Expected date for October 2014

commencement of Contract

30 C.15.2 Expected duration of contract 24 months

(Target Commencement Date
and Completion Date)

31 UNDP will award the contract One Proposer only.

to:

E.28 Memo to Offerors (Examples of Bid Rejection)

Preliminary Examination of
Proposals Proposals have been rejected at the submission stage or
found to be technically noncompliant due to errors in
presentation and failure to follow bidding instructions.

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Below are some of the more common examples of why

proposals are rejected by UNDP. Proposers are urged to
read this before submission and to check that their proposal
conforms to each of these points and the instructions as
noted in the bidding documents.

Proposal is submitted after the deadline for submission,

either by hand or electronically. Emailed proposals sent
just before the deadline may arrive after the deadline
and be rejected. Therefore, make sure to submit your
proposals beforehand.

Proposal not submitted to correct physical or electronic
address. Note that the address for proposal submission
is different to the address for bid questions.

Proposal is submitted as a single package, without
separating technical and financial proposal (including
CDs).

Proposal is not signed as per the instructions in the RFP.

Not all sufficient documents have been provided.

Documents provided are not in English.

Documents provided do not directly address each point
of the evaluation criteria.

Proposal is more like a brochure for the firm without
specifically addressing the specific evaluation criteria of
the RFP and TOR.

Proposal does not offer goods or services which have
been specifically requested by UNDP in the Terms of
Reference.

Failure to enclose the Proposal Submission Form (see
Section 4).

The Proposer failed to consult the UNDP website before
the deadline for bid submission and did not see the
changes to the RFP/TOR listed there which need to be
incorporated in the proposal.

The Proposer failed to read the minutes of the
Proposers conference and to include the relevant points
in their proposal.

The Proposer declines or proposes a major deviation to
UNDP General Conditions of Contract (see Section 9).

Proposal contains viruses and/or corrupted files. The
Proposers should ensure that submitted proposals DO
NOT contain viruses and/or corrupted files. Such
proposals will be rejected.

The above examples illustrate some errors which may be

made by Proposers. This is a partial list. The bidding
documents contain the full list of instructions relevant to

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each particular bid and should be followed carefully.

32 E.29.2 Criteria for the Award of See award criteria below.

F.34 Contract and Evaluation of
Proposals

33 E.29.4 Post-Qualification Actions  Verification of accuracy, correctness and authenticity of

the information provided by the Proposer on the legal,
technical and financial documents submitted;
 Validation of extent of compliance to the RFP
requirements and evaluation criteria based on what has
so far been found by the evaluation team;
 Inquiry and reference checking with other previous
clients on the quality of performance on ongoing or
previous contracts completed;

34 Conditions for Determining ☒ A countersigned and duly executed contract

Contract Effectivity

35 Other Information Related to http://procurement-notices.undp.org/

the RFP
UNDP expects that contracted winning vendors will make
available same services and financial offer to any other
United Nations Entity interested in entering into a similar
arrangement. In such case an UN Entity will sign separate
contract with winner LTA vendor.

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3. Section 3, Terms of Reference (ToR) on Pages 29-37 of the RFP is hereby replaced with
the as follows:

PROJECT PROFILE

1. PROJECT/PROGRAMME INFORMATION

PROJECT/PROGRAMME CATEGORY: REGULAR

COUNTRY/IES: JAMAICA
TITLE OF PROJECT/PROGRAMME: TECHNICAL ASSISTANCE FOR MINISTRY OF FINANCE AND
PLANNING TRANSFORMATION
TRANSFORMATION PROGRAMME – CAPACITY
BUILDING COMPONENT
TYPE OF IMPLEMENTING ENTITY: NATIONAL IMPLEMENTING ENTITY
IMPLEMENTING ENTITY: MINISTRY OF FINANCE AND PLANNING
EXECUTING ENTITY/IES: MINISTRY OF FINANCE AND PLANNING

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2. Background
Jamaica is the third largest island in the Caribbean, with an area of 11,000-square kilometres (km2), an
estimated population of 2.83 million people (52% of which reside in urban areas), and a Gross Domestic
Product (GDP) of US$11.4 billion. While Jamaica remains the fifth largest economy in the Caribbean, it is
currently ranked 19th in terms of its per capita. From 1960 until 2011 the average per capita is US$2053.8,
with the highest value of US$5562.2 being recorded in December of 2011, and real GDP growth has
averaged just 0.9% for the period 1990 – 2012. However, growth has declined to an estimated -0.3% in
2012/2013. This is due mainly to the global economic downturn which has adversely impacted Jamaica’s
economy and led to an increase of Jamaica’s public debt, estimated currently at about 140% of GDP.

Over the last two decades GDP growth has failed to keep pace with population growth, resulting chiefly in
higher rates of unemployment and social fragmentation than previous years, greater dependence on
commodity imports (petroleum represents 88% of total imports) and higher reliance on remittances and
tourism, which account for about 15% and 20% of GDP respectively. The Jamaican economy has also been
experiencing a gradual structural transformation. This has involved the gradual decline of the
manufacturing sector and the concomitant increasing contribution to GDP of the service industries,
particularly tourism.

The Government of Jamaica (GOJ) adopted a proactive approach to address the challenging economic and
fiscal situation in order to regain macroeconomic stability and return to a sustainable path of growth and
development. This is supported by a Stand-By Arrangement (SBA) with the International Monetary Fund
(IMF).

One key development under the SBA has been the Economic Reform Programme (ERP), an initiative
designed to reduce the national debt burden, promote fiscal discipline, increase revenues, improve
efficiency in its operations and the implementation of key reforms namely in the public sector, pensions
and taxation. The key components of the ERP include Tax Reform, Public Sector Transformation, Pension
Reform, Debt Management, Central Treasury Management System and Corporate Governance.

Coupled with other national and global imperatives, and the objectives articulated in GOJ Ministry Paper
No. 114 as well as Vision 2030 Jamaica, the GOJ accelerated the modernisation and restructuring of the
Public Sector to become leaner, more efficient, flexible, responsive and accountable. The rationalisation of
the public sector will demand a radical restructuring of established organisations and systems, including a
review of their mandates and related objectives, introduction of incentives, development of an
accountability framework, decentralisation of authority and rationalizing the organizational culture.

The Ministry of Finance and Planning (MOFP) is a critical entity in the ERP and public sector transformation.
It has the overall responsibility for developing the national economic policy framework, collecting and
allocating public revenues, and playing an important role in the socio-economic development of the country
in creating a society in which each citizen has every prospect of a better quality of life. The ERP agenda
therefore relates directly to the MOFP and is aimed at strengthening its Public Financial Management (PFM)
system and profile, consistent with the achievement of Vision 2030. In undertaking the PFM reforms,
several studies have already been conducted, and, in almost every instance, implementation is underway to
improve institutions and operationalise the respective policies identified.

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With the proposed reform initiatives, the GOJ recognised the need to realign the MOFP with the
appropriate organisational structure and machinery to execute its revised mandate. The MOFP must
therefore be transformed as a priority to integrate Public Financial Management (PFM) and other reform
initiatives with its existing operations to better facilitate sustainable growth in the national economy,
effective regulation of the country's financial institutions and the cost-effective delivery of public services.

In light of the foregoing and its central role to ensure that the fiscal principles introduced are in keeping
with best practice, the MOFP completed an organisation review in 2013. Funded by the Inter-American
Development Bank (IDB), the strategic review aimed to identify opportunities for improved efficiency and
effectiveness across the Ministry which will, in turn, be implemented over the next three years through an
agreed transformation programme. One of the recommendations arising from the strategic review called
for the creation of a Programme Management Office (PMO) to coordinate and implement the
transformation of the Ministry.

In order to accomplish the above, the MOFP will seek support from International Development Partners to
secure technical assistance to design and initiate a strategic behavioural change management framework
which can lead the GOJ/World Bank supported Strategic Public Sector Efficiency Programme.

MOFP is seeking to adopt a best practice approach to change management. Accepting that the successful
reform of institutions and organisations comes through the symbiotic linkages of people, systems and
processes, MOFP is seeking to develop a behavioural focused change programme to support a change in
perspectives, mental models and mindsets to bring about complete transformation.

Transformation Programme Objective

The objectives of the Transformation Programme are to: (1) make the operations, machinery and internal
processes of the MOFP more efficient; (2) improve the development and execution of policy associated
with public fiscal management; (3) improve the policy making capacity and, in particular, strengthen
institutional arrangements to analyse and formulate economic and fiscal policy; and, (4) develop the
relevant organisation structure, culture and accountabilities required for sustained operations of the MOFP
and execution of its strategic objectives.

The Transformation programme is expected to enhance the MOFP’s capacity and capability to more
effectively and efficiently operate. This is in order to fully realise its mandate to provide the policy and
governance framework which will support economic development and stimulate growth of the national
economy. This will be achieved through: (1) project management and implementation strategies for the
MOFP Transformation Programme (Component 1); and (2) capacity building to support change and culture
management (Component 2).

Capacity Building Component

Component Objective
The objective of the Capacity Building Component of the Transformation Programme is to take into account
the impact change has on staff and regulated constituents – from a psychological perspective- and to
handle same in a planned and structured way to promote behaviour change. This approach will seek to
‘change mindsets’- by influencing the way people think through the use of information, incentives and
‘change contexts’ – by influencing the environments within which people act1. By proactively managing the

1
Journal of Economic Psychology 33(2012) – Influencing behavior: The MINDSPACE way
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effects on staff, the likelihood of resistance will be minimised and the probability of implementation success
and sustainability will be maximized.

Rationale for UNDP Support

The UN System has contributed significantly to the Government of Jamaica’s domestic debt exchange
programme which enabled fiscal policy enhancement and financial support by the IMF, the World Bank and
IADB. The UN comparative advantage in Jamaica includes its global reach with respect to expertise and
knowledge brokering as well as its ability to mobilise and leverage resources.

United Nations Development Assistance Framework (UNDAF) 2012-2016, developed in April 2011, is an
expression of the United Nations system’s continuing commitment to and cooperation with the
Government of Jamaica. The framework is fully aligned with national priorities including Vision 2030
Jamaica, the Medium Term Socio-Economic Policy Framework and the Millennium Development Goal2.

Eight major challenges were identified during the Common Country Assessment process including negative
or very low rates of economic growth, high levels of unemployment and high debt. The current Framework
seeks to address the identified challenges as well as aim to achieve collaboratively the objective of Vision
2030 Jamaica :“Jamaica, the place of choice to live work raise families and do business”.

The Strategic Prioritization Retreat held in December 2010 was aimed at agreeing the country
priorities for UNDAF. Three UNDAF Pillars were agreed: Environmental, Social Empowerment and
Equity and Safety, Security and Justice. Additionally, Monitoring and Evaluation and Capacity
Development were identified as main issues of a cross cutting nature. UNDP defines capacity
development as the process through which individuals, organizations, and societies obtain,
strengthen, and maintain the capabilities to set and achieve their own development objectives
over time. Capacity development goes beyond training, and addresses the organisation’s
absorptive capacity and dynamic capabilities to improve institutional systems, structures, and
processes to increase performance, stability, and adaptability.

It is this capacity development that is deemed critical to effectively execute key activities and measures
aimed at enhancing fiscal administration of the economy and to ensure the successful implementation of its
economic programme, and in particular: the Fiscal Responsibility Framework, Public Sector Rationalisation
Plan and Debt Management.

3. DESCRIPTION OF THE CAPACITY BUILDING COMPONENT

The Transformation of the Ministry of Finance and Planning will result in many changes across the
organization including structures, accountabilities, roles and responsibilities, business processes and
internal and external relationships. All staff at all levels across the organization will be affected. These
changes will create turbulence and uncertainty which will affect staff and stakeholders in different ways;
some staff and stakeholders will welcome the proposed changes whereas others will find them
overwhelming and will resist what is proposed. For this reason, the change must be handled carefully and
sensitively. Additionally, the desired outcome of the transformation will require constituents to see the

2
UNDP United Nations Development Assistance Framework (UNDAF) 2012-2016
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MOFP through new lens and by extension require them to see their roles as new and different, otherwise
the programme objectives will not be fully achieved.

The Capacity Building component of the Transformation Programme will primarily focus on building
capacity of the MOFP for Change and Culture Management with the ultimate vision of becoming a High
Performing Organisation and by extension a Centre of Excellence. This will include, but not be limited to,
the development of appropriate training programmes targeting MOFP staff at all levels particularly in
change management.

This Component should lead to an improved understanding of the needs and behaviour of employees
transitioning within macro-level organisational change and to promote transformation programme activities
across MOFP. It should also lead to the development of an action plan to promote the Centre of Excellence
ethos through the provision of training sessions and other interventions on leadership management, values,
governance and marketing, and activities (such as networking, and mentoring), as well as stakeholder and
client sensitisation sessions. This will be achieved through the following:

• Review the MOFP Strategic Review 2013 and other work and scope out the utility of “Behavioural
Insights” in transforming the Ministry.

• Develop, implement and sustain supporting change and culture management programmes and
initiatives to support continued renewal across the Ministry.

• Collaborate with the MOFP Transformation Steering Committee and the Corporate Planning and
Administration Division or any other relevant agency/body in the development of a set of social
standards to reinforce new culture and ethos; as well as, influence the promotion of social standards as
a strategy to transform the values and attitudes of Ministry.

• Design/Facilitate the development, implementation and evaluation of a series of trainings of trainers

and Change Advocates.

• Establish a Centre of Excellence across the MOFP characterised by a world class organisation that
utilises cutting edge ICT systems, best practice procedures, processes and structures that support an
integrative working environment conducive to high levels of productivity, efficiency and effectiveness
and has zero tolerance for waste, service insensitivity, corruption and malfeasance, as exemplified
through:

• Visionary, inspirational leadership cadre

• A committed, motivated, service oriented, and competent pool of employees
• A creative, communicative and strategic management cadre
• An enviable tax system that is simple, efficient and equitable resulting in high levels of
compliance
• A results, achievement oriented, and learning organisation
• Sensitivity and responsiveness to clients and stakeholders and is regarded as a first class
institution
• Sustained macro-economic stability and growth
• An organisation focused on resource conservation, a ‘greener’ entity, and facilitation of safety,
health and the well- being of staff.

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4. SCOPE OF WORK

The Consultant(s) will work with the MOFP Transformation Steering Committee, staff and stakeholders and
will support the MOFP and specifically, the Programme Management Office (PMO) in achieving its mandate
by executing the following activities:
1. Conduct Culture Assessment
2. Identify and recommend technical and administrative areas of operations where behavioural
economics can be quickly applied. The MOFP is undergoing a Transformation Programme to
improve their effectiveness and efficiency in order to achieve the following outcome:
• Improved efficiency and effectiveness of the MOFP to integrate the Public Finance
Management (PFM) system and to contribute to the Economic Reform Programme under
the Stand-By Arrangement with the IMF
In order to achieve this outcome the MOFP has expressed the need for the application of a
Behavioural Economics approach to improve its business process as well as influence the public to
better access its services and enhance compliance to various taxes and fees.
• In this regard, the MOFP wishes to achieve the following output:
Business processes enhanced through the application of behavioural economics
This will require a thorough analysis of the MOFP’s business processes and recommendations made
on how to apply behavioral economics to achieve fiscal sustainability.
3. Develop and implement Change Management Strategy and Plan
a) Design and administer capacity assessment instruments to manage change
b) Design and facilitate the implementation of capacity development for change management
c) Design and administer culture management interventions geared at promoting the
sustainability of the desired behaviours and mindset
d) Develop and document standards to promote new cultural/behavioural values and
attitudes
4. Develop and implement Communication Strategy and Plan
5. Develop a framework that will facilitate the implementation of the Change Management
programme to other public bodies
6. Build the capacity of MOFP staff and selected persons to enable them to replicate the programme
to other public bodies
7. Produce monthly progress reports reflecting:
a) Overall progress made in the assignment;
b) Difficulties, if any, encountered in carrying out the assignment and suggested solutions;
c) New areas and issues encountered and the proposed approach to dealing with them;
d) Proposed activities for the following month;

5. EXPECTED DELIVERABLES

The following are the expected deliverables:

1. Work Plan
2. Culture Assessment Report
3. Change Management Strategy and Plan
4. Communication Strategy and Plan
5. Strategy for application of Behavioural Economics in Business processes (such as processes related
to tax collection and compliance)
6. Framework for replication of change management strategies across agencies and ministries

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7. Implementation of Change Management Strategy and Communication Strategy; Training of staff in

replication of change management strategies

6. PAYMENT TERMS

Outputs Percentage Est. Timing* Conditions

Workplan 5 Oct. 2014 a)
Culture Assessment 10 Mar. 2015
Report completed
Change Management 20 Sept.2015
Strategy and Plan
prepared
Communications Strategy 10 Sept.2015
and Plan prepared
Strategy for application 20 Mar.2015
of Behavioral Economics
in Business processes
Framework for Change 5 Sept.2015
Management replication
developed
Implementation of 20 Mar. 2016
Change Management and
Communication Plans
Training of staff in
Change Management
replication
Training of staff in 10 June. 2016
Change Management
replication to other
Government Agencies

Documents required:

1. List of Members of the Governing Board and their Designations duly certified by the Corporate
Secretary, or its equivalent document if Bidder is not a corporation
2. List of Shareholders and Other Entities Financially Interested in the Firm owning 5% or more of the
stocks and other interests, or its equivalent if Bidder is not a corporation
3. Certificate of Registration of the business, including Articles of Incorporation, or equivalent
document if Bidder is not a corporation
4. Statement of Satisfactory Performance from the Top 3 Clients in terms of Contract Value the past 5
years.
5. All information regarding any past and current litigation during the last five (5) years, in which the
bidder is involved, indicating the parties concerned, the subject of the litigation, the amounts
involved, and the final resolution if already concluded.
6. Completion of Documents Establishing the Eligibility and Qualifications of the Proposer (Section 5 of
RFP)
7. Methodology laid out in an implementation timetable that is within the duration of the contract

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8. The following components of the Technical proposal form, Section 6: page 45.
I. 2.3 Implementation Timelines: The Proposer shall submit a Gantt Chart or Project Schedule
indicating the detailed sequence of activities that will be undertaken and their
corresponding timing.

II. 2.4. Subcontracting: Explain whether any work would be subcontracted, to whom, how
much percentage of the work, the rationale for such, and the roles of the proposed sub-
contractors. Special attention should be given to providing a clear picture of the role of
each entity and how everyone will function as a team.

III. 2.5. Risks / Mitigation Measures: Please describe the potential risks for the implementation
of this project that may impact achievement and timely completion of expected results as
well as their quality. Describe measures that will be put in place to mitigate these risks.

IV. 2.6. Reporting and Monitoring: Please provide a brief description of the mechanisms
proposed for this project for reporting to the UNDP and partners, including a reporting
schedule.

V. 2.7. Anti-Corruption Strategy: Define the anti-corruption strategy that will be applied in this
project to prevent the misuse of funds. Describe the financial controls that will be put in
place.

VI. 2.8. Partnerships: Explain any partnerships with local, international or other organizations
that are planned for the implementation of the project. Special attention should be given
to providing a clear picture of the role of each entity and how everyone will function as a
team. Letters of commitment from partners and an indication of whether some or all have
successfully worked together on other previous projects is encouraged.

VII. 2.9 Statement of Full Disclosure: This is intended to disclose any potential conflict in
accordance with the definition of “conflict” under Section 4 of this document, if any.

VIII. 2.10 Other: Any other comments or information regarding the project approach and
methodology that will be adopted.

IX. 3.2 Staff Time Allocation: Provide a spreadsheet will be included to show the activities of
each staff member and the time allocated for his/her involvement. (Note :This spreadsheet
is crucial and no substitution of personnel will be tolerated once the contract has been
awarded except in extreme circumstances and with the written approval of the UNDP. If
substitution is unavoidable it will be with a person who, in the opinion of the UNDP project
manager, is at least as experienced as the person being replaced, and subject to the
approval of UNDP. No increase in costs will be considered as a result of any substitution.)

7. EXECUTION
The Ministry of Finance and Planning will assume the role of the Programme Executing Agency. It will be
responsible for organising, coordinating, monitoring and implementing the various components of the
Transformation Programme including the Capacity Building component. UNDP will assume the role of
Executing Agency for the Change Management and Behavioral Economics aspect of the Transformation
Programme. The Ministry of Finance and Planning will appoint a Transformation Programme Team, under

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the leadership of the Financial Secretary, as well as establish a PMO. The latter will lead the implementation
of the Transformation Programme including the Capacity Development component and report on progress
and potential problems.

Implementation Schedule
The Transformation Programme is estimated to be executed in 36 months, commencing in June 2014 and
the Capacity Building Component is expected to extend across the life of the Programme with some early
key deliverables as seen in Appendix 1.

Supervision, Monitoring & Risks

The Executing Agency will be responsible for keeping documents supporting implementation and providing
quarterly status reports.

The main risks anticipated to the Capacity Building Component include: (i) a perceived change
weariness/apathy by the staff of the MOFP from the various change and culture initiatives implemented
over the years (ii) challenge to implement comprehensive tax reform within the planned timeframe due to
institutional capacity limitations in the Ministry of Finance and Planning to lead the process and implement
the reforms, particularly when one considers that major transformation programmes across the MOFP
portfolio entities [namely, Tax Administration Jamaica (TAJ), Jamaica Customs Agency (JCA) and Accountant
General’s Department (AGD)] and attendant reforms within the Public Financial Management (PFM)
Framework (e.g., Central Treasury Management System (CTMS), etc.); (ii) resistance by stakeholders to loss
of tax waivers, adverse distributional impact of new taxes, and the widening of the tax net in a depressed
economy; and (iii) maintaining strong fiscal consolidation, public sector restructuring and implementation of
new accountability measures over an extended period of time despite strong opposition from the
population, labour unions and public sector workers.

The governance arrangement will encompass performance reviews and monitoring by a select Committee
comprising:
1. Financial Secretary, Ministry of Finance and Planning
2. Director General, Executive Office
3. Deputy Financial Secretary, Corporate Planning and Administration
4. Three (3) Select Members from the Senior Executive Team

8. CONCLUSION

CONCLUSION
The purpose of the proposed Technical Assistance is: a) identify how change management and behavioural
economics can be applied to all areas of the MOFP's operations resulting in increased capacity ad efficiency
and in the Ministry achieving its mandate and b) to contribute to advancing effects by the GOJ to achieve
the sustainability of economic development and growth. The proposed activity is demand-driven,
consistent with Government’s objectives and in line with the UNDAF and Vision 2030 Jamaica.
Jamaica

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United Nations Development Programme

4. Section 8, Contract for Professional Services, on Pages 52-56 of the RFP is hereby
replaced as follows:

This is UNDP’s template for Professional Services Contract for bidder’s reference, adherence to all terms
and conditions is mandatory

Date ____________
Dear Sir/Madam,

Ref.: ______/ _______/ ______ [INSERT PROJECT NUMBER AND TITLE OR OTHER REFERENCE]

The United Nations Development Programme (hereinafter referred to as "UNDP"), wishes to engage your
[company/organization/institution], duly incorporated under the Laws of _____________ [INSERT NAME OF THE
COUNTRY] (hereinafter referred to as the "Contractor") in order to perform services in respect of ___________
[INSERT SUMMARY DESCRIPTION OF THE SERVICES] (hereinafter referred to as the "Services"), in accordance with
the following Contract:

1. Contract Documents

1.1 This Contract is subject to the UNDP General Conditions for Professional Services attached hereto as Annex I.
The provisions of such Annex shall control the interpretation of this Contract and in no way shall be deemed to
have been derogated by the contents of this letter and any other Annexes, unless otherwise expressly stated
under section 4 of this letter, entitled "Special Conditions".

1.2 The Contractor and UNDP also agree to be bound by the provisions contained in the following documents, which
shall take precedence over one another in case of conflict in the following order:

a) this Contract Letter;

b) UNDP General Conditions for Professional Services, attached hereto as Annex I;

c) the Terms of Reference as accepted in the proposal submitted by in response to UNDP’s Terms of
Reference as per RFP (ref#: xxx) dated yyy attached hereto as Annex II

d) Financial Proposal attached hereto as Annex III; and

e) the Contractor's technical proposal not attached hereto but known to and in the possession of both
parties.

1.3 All the above shall form the Contract between the Contractor and UNDP, superseding the contents of any other
negotiations and/or agreements, whether oral or in writing, pertaining to the subject of this Contract.

2. Obligations of the Contractor

2.1 The Contractor shall perform and complete the Services described in Annex II with due diligence and efficiency
and in accordance with the Contract.

2.2 The Contractor shall provide the services of the following key personnel:

Name Specialization Nationality Period of service

.... .............. ........... ..................

.... .............. ........... ..................
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2.3 Any changes in the above key personnel shall require prior written approval of
____________________________________ [NAME and TITLE], UNDP.

2.4 The Contractor shall also provide all technical and administrative support needed in order to ensure the timely
and satisfactory performance of the Services.

2.5 The Contractor shall submit to UNDP the deliverables specified hereunder according to the following schedule:

[LIST DELIVERABLES] [INDICATE DELIVERY DATES]

e.g.

Progress report ../../....

............... ../../....
Final report ../../....

2.6 All reports shall be written in the English language, and shall describe in detail the services rendered under the
Contract during the period of time covered in such report. All reports shall be transmitted by the Contractor by
_________ [MAIL, COURIER AND/OR FAX] to the address specified in 9.1 below.

2.7 The Contractor represents and warrants the accuracy of any information or data provided to UNDP for the
purpose of entering into this Contract, as well as the quality of the deliverables and reports foreseen under this
Contract in accordance with the highest industry and professional standards.

FIXED PRICE

3. Price and Payment

3.1 In full consideration for the complete and satisfactory performance of the Services under this Contract, UNDP
shall pay the Contractor a fixed contract price of ________ [INSERT CURRENCY & AMOUNT IN FIGURES AND
WORDS].

3.2 The price of this Contract is not subject to any adjustment or revision because of price or currency fluctuations
or the actual costs incurred by the Contractor in the performance of the Contract.

3.3 Payments effected by UNDP to the Contractor shall be deemed neither to relieve the Contractor of its
obligations under this Contract nor as acceptance by UNDP of the Contractor's performance of the Services.

3.4 The Contractor shall submit invoices for the work done and invoices shall indicate the deliverables achieved and
corresponding amount payable as per clause 2.5 above.

3.5 Payment against this Contract shall be a lump sum payment due upon completion of the specific
deliverables accepted by UNDP in writing. UNDP shall arrange payment within thirty (30) days upon
receipt of original invoices from the Contract duly certified by the UNDP Project Manager or his/her
designate that the services were completed satisfactorily. UNDP reserves the right to request
clarification, revisions and other supporting documents/data for each deliverable prior to arranging
payments.

4. Special conditions

4.1 The responsibility for the safety and security of the Contractor and its personnel and property, and of
UNDP’s property in the Contractor’s custody, rests with the Contractor.
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United Nations Development Programme

5. Submission of invoices

5.1 An original invoice shall be submitted by mail by the Contractor for each payment under the Contract to the
following address:
.................……………………………………………………………………………………………………………….

5.2 Invoices submitted by fax shall not be accepted by UNDP.

6. Time and manner of payment

6.1 Invoices shall be paid within thirty (30) days of the date of their acceptance by UNDP. UNDP shall make every
effort to accept an invoice or so advise the Contractor of its non-acceptance within a reasonable time from
receipt.

6.2 All payments shall be made by UNDP to the following Bank account of the Contractor:

______________________ [NAME OF THE BANK]

______________________ [ACCOUNT NUMBER]

______________________ [ADDRESS OF THE BANK]

7. Entry into force. Time limits.

7.1 The Contract shall enter into force upon its signature by both parties.

7.2 The Contractor shall commence the performance of the Services not later than ______ [INSERT DATE] and shall
complete the Services within _____________ [INSERT NUMBER OF DAYS OR MONTHS] of such
commencement.

7.3 All time limits contained in this Contract shall be deemed to be of the essence in respect of the performance of
the Services.

8. Modifications

8.1 Any modification to this Contract shall require an amendment in writing between both parties duly signed by
the authorized representative of the Contractor and __________ [NAME AND TITLE] UNDP.

9. Notifications

For the purpose of notifications under the Contract, the addresses of UNDP and the Contractor are as follows:

For the UNDP:

Name
Designation
Address
Tel. No.
Fax. No.
Email address:

For the Contractor:

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United Nations Development Programme

Name
Designation
Address
Tel. No.
Fax. No.
Email address:

If the above terms and conditions meet with your agreement as they are typed in this letter and in the Contract
Documents, please initial every page of this letter and its attachments and return to this office one original of this
Contract, duly signed and dated.

Yours sincerely,

[INSERT NAME AND DESIGNATION]

For [INSERT NAME OF THE COMPANY/ORGANIZATION]

Agreed and Accepted:

Signature ____________________________
Name: __________________________
Title: ____________________________
Date: ____________________________

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