Long Term Agreements (LTAs) for for a Recruitment and Onboarding Saas software as well as its corresponding implementation services

New clarification added: Question:Thank you for offering the option to sign a mutual NDA. In several sections of the RFP, we were unable to provide 100% answers without an NDA being in place. Now that there is the option to sign a mutual NDA, we are happy to update those sections with more granular answers. However, we would appreciate a 48-hour extension of the deadline to be able to make these updates, as it requires an additional round of revision from our Legal team and other internal teams involved. Looking forward to your reply.Response:The bid submission deadline has been extended to March 22, 2024, 14:00 UTC. 

New amendment added #5: Amendment to extend the bid submission deadline to March 22, 2024, 14:00 UTC.

New clarification added: Question:Could you clarify the distinction between "Job Portals" and "Channel Sources" as mentioned in the requirements of Form D.2?Regarding the submission requirements, could you verify whether the Implementation Methodology/Approach outlined in Form D.1 and the Project Plan are two distinct documents that must both be submitted?In terms of the Format and Signing of Proposals, are we permitted to submit the forms using certified digital signatures, or are handwritten ink signatures required?On Form D.2 Requirements, RNO85: Ability to support Candidate Qualification/Pre-Screening for Jobs, automate Shortlisting and Longlisting based on pre-defined qualification criteria. System must also have the capability to parse resumes in a variety of formats for skills: Are there additional resume formats beyond PDF, DOC, DOCX?Response:A job portal is a portal where an applicant may have an account separate to that of the UNOPS recruitment system. A channel is a broader term used to describe a location where vacancy announcements should be able to be made visible (eg. LinkedIn).A complete project plan is not expected. Offerors should provide information on the implementation methodology and approach as well as options that the offeror generally makes available for implementation (eg. Assisted implementation whereby UNOPS personnel may perform the implementation with the assistance of the offeror). A project plan may be described to illustrate the implementation methodology and approach(es).Digitally signed forms are permitted.The offeror should state the supported formats. Standard formats are expected (PDF, DOC, DOCX) to be supported.

New clarification added: Question:In the financial proposal form, under the table 3 Implementation UNOPS shares an estimated number of person days for different roles. Can you share more details about how you have calculated the estimated number of person days? To provide a more accurate implementation cost we would like to provide our own estimated number of person days for different roles. Would that be allowed?Response:The estimated number of person days are based on UNOPS experience in past projects. Offerors are encouraged to provide their own estimated number of person days for different roles. Note, however, that for the purpose of scoring the financial proposal, the estimates published in the RFP will be used in order to maintain consistency amongst bids.

New clarification added: Question:Could you please clarify the scope and use cases for the functional requirement in the complete onboarding capability section: "System must support the ability to provide important links to online training courses, integrated with current learning platform and should be able to Monitor completion of these mandatory learning courses". Can you please provide an estimation of average amount of training courses you expect to display per employee? Can you also clarify if your current learning platform is a home-grown system or a third-party vendor? If third-party vendor, can you share which one? Thank you. Response:Currently, UNOPS personnel on average are expected to complete approximately 7 training courses. This number may vary though moving forward. UNOPS learning zone is hosted by third party vendor Docebo.

New clarification added: Question:The Tender documents state that UNOPS want to take advantage of flexibility of licensing and pricing for variation in usage and consumption – however, in the Financial Proposal Form we must present a fixed price, either for the entire organisation or bands of users. Could you provide any more information regarding your expectations to take advantage of flexibility of licensing and pricing for variation in usage and consumption?Response:The financial proposal provides two options for licensing: per user and role and per organization.  If the offeror is able to offer additional options that meet the needs of UNOPS, you may do so within the financial proposal.  UNOPS will use the lowest cost option while calculating the total cost which will be used for comparing costs between offeror proposals (as stated in the RFP).

New clarification added: Question:Regarding the SLAs: While note the UNOPS request for 24/7 email, phone, and chat support – 24/7 phone support comes with a premium service fee.We intend to present in our proposal different service options in our SLAs, with different levels of per call support availability and different costs.In the Financial Proposal Form, Table 2. Support Costs – may we add additional lines to illustrate the different options for services and fees associated. E.g. Gold, Silver, Bronze…Also, Table 2 includes the following text “[Attach document with details of the SLA]”  - is it sufficient that we present the SLAs including different service levels available in the section Section 3: Proposed Methodology, Approach and Implementation Plan, or should we also attach them with the Financial Proposal Form?Response:It is acceptable to add additional lines in the financial proposal form illustrating the options for the SLAs. We would ask that you also attach the the details in the financial proposal form so the costing between the options is clear. 

New clarification added: Question:In the Form-D.2 table of NonFunctional Requirements, Requirement ID 27 states "The vendor must possess a valid SOC 2 Type 2 certification" Is it required that the software owner is SOC 2 certified, or is it sufficient that only the CSP provider used is SOC 2 certified?Response:Thanks for the question. The software owner must be SOC 2 certified. The CSP certification is not sufficient. If your company is not SOC 2 certified, there is a list of cloud security requirements that can be submitted. 

New clarification added: Question:Thank you for the clarification on the request for a mutual NDA, there are certain documents requested such as our CAIQ which cannot be shared without a formal NDA in place, are you happy for us to put a placeholder at this point given an NDA will not be in place? Our Trust Centre Portal does contain this documentation but to login does require an NDA to be signed so this is another way we could cover this question at this stage and then it could be accessed whenever the team requires. Response:Thank you for the inquiry. The MDNA has now been uploaded together with instructions. 

New amendment added #4: The Mutual Non-Disclosure Agreement (MNDA) is uploaded under the documents. If any bidder requires UNOPS to sign the MNDA documents, please email to manjulaj@unops.org before 15th March, 3:00 PM (CPH time).

New clarification added: Question:Regarding the upcoming proposal deadline on March 19th. Given the technical complexities and the depth of analysis required for our proposal, we find ourselves in need of additional time to ensure its completeness and quality.Accordingly, we request a deadline extension of two weeks. This period will allow us to refine our technical and financial components to meet the project's requirements effectively.Response:Thank you for reaching out. We appreciate your commitment to delivering a comprehensive and high-quality proposal for this project. We understand the technical complexities involved in crafting a thorough proposal and the need for adequate time to ensure its completeness. However, as the RfP was posted on February 8th with a closing date of March 19th, we believe the allocated timeframe provides sufficient opportunity for interested parties to prepare and submit their proposals.While we cannot grant an extension at this time, should it become evident that additional time is necessary due to unforeseen circumstances or a lack of submissions, we may consider a brief extension closer to the deadline.

New clarification added: Question:For section 2, what is the expected format of providing answers to each category? Is it a narrative in the word format (Technical proposal) additional to replying the sections in the Form D2 requirements?For section 4, is table 3.1, only expected to be completed within the form or in a narrative format in the technical proposal?For section 3 (methodology), subsections are different in Evualition criteria (from page 17) than the ones contain in Form D. Could please you confirm the sections needed to respond in the technical proposal are the 7 sections of Form D and not the 4 sections on the evaluation criteria?For phases 2 (demo) and 3 (conceptual validation), it's our understanding that progression will depend on suppliers' successful completion of preceding stages. How much time will the supplier have to prepare for the Oral Presentation phase? And how much time will the supplier have to prepare for conceptual validation?Response:Thank you for your questions. For section 2, a narrative of how the proposed product being offered fits with the functional, non-functional, and overarching requirements as well as highlighting innovative technologies and options for support and maintenance should be provided.  The narrative should provide the evaluation team with a comprehensive overview of the product being offered and the support and maintenance options being offered.  Form D2 should be filled in with details of the level of support for each of the requirements provided. The narrative for section 2 should also highlight areas that the offered product may provide functionality in addition to the listed items in Form D2 as well as explain any items listed in Form D2 that the product may not cover but may be covered in a different / alternative way.For section 4, in 4.1, please provide a narrative of the team you would propose for the implementation of the offered product.  The team composition proposed may have all or some of the roles listed in 4.2 along with an explanation of the proposed team composition.  For section 4.2, table 3.1 should be filled in.For section 3 in the evaluation criteria versus the ones contained in Form D, we don't see any difference.  Could you provide information on where you are seeing differences in these two places?For phase 2 (demo) and phase 3 (conceptual validation), we expect that there will be at least one week of prior notice.  However, UNOPS will make every effort to accommodate any longer, reasonable preparation times you may require.

New clarification added: Question: Regarding signing a Mutual Non-Disclosure agreement.Response: Further to the response provided, please be informed that UNOPS is not able to sign an NDA at this point but would like to stress again that UNOPS commits to non-disclosure of the information provided in this tender. The information provided will be used solely to evaluate the proposal concerning this tender. Further, the information provided will be available only to designated UNOPS procurement officials and members of the evaluation team who have all signed an internal NDA when accepting the appointment to the evaluation panel. 

New amendment added #3: Amendment to Include the Pre-Bid Meeting Presentation and Minutes.

New clarification added: Question:Since the implementation is centered in Denmark, we would like to clarify whether the solution provider/integrator must be based in Denmark.In other words, Are you considering applicants who do not have a physical presence in Denmark but can provide services primarily remotely?Response:The team is not expected to have a physical presence in Denmark. It would be normal to consider that some short visits to Denmark will be needed during the implementation for kickoff, specific workshops, etc. The visits will be mutually agreed when the implementation plan is discussed if the offeror is selected. Please indicate in your financial proposal that travel and stay costs at Denmark will need to be reimbursed to you and will be additional to the rates for the roles of personnel you will be proposing.

New clarification added: Question:In order to disclose much of the information included in the mandatory submissions, we require a Mutual Non-Disclosure agreement. Is UNOPS open to signing a Mutual Non-Disclosure agreement, and if so, what is the process for initiating that agreement.  Disclosures of financial statements, sample employee CVs and our MSA are examples of the items we are unable to share without an MNDA.Response:Thank you for your question and interest. We are looking into the possibility of NDAs with our legal team but please be assured that UNOPS is committed to maintaining the highest standards of confidentiality and integrity throughout this tender process. The information provided will be used solely to evaluate the proposal concerning this tender. Further, information provided will be available only to designated UNOPS procurement officials and members of the evaluation team.

New clarification added: Question:How many employees does UNOPS have?Response:UNOPS currently has 5,300 regular employees and 2,200 retainer employees.

New clarification added: Question:Is UNOPS willing to consider a solution in which they ultimately adopt two vendors to fully meet the requirements, in the case that one vendor uniquely meets some of the requirements but does not provide services that address other requirements?  Specifically, without those vendors co-bidding.Response: Thank you for your question and your interest. For UNOPS to consider two vendors / solutions, the two vendors will need to bid as a joint venture.

New clarification added: Question:Is UNOPS willing to consider a solution in which they ultimately adopt two vendors to fully meet the requirements, in the case that one vendor uniquely meets some of the requirements but does not provide services that address other requirements?  Specifically, without those vendors co-bidding.Response: Thank you for your question and your interest. For UNOPS to consider two vendors / solutions, the two vendors will need to bid as a joint venture.

New clarification added: Question:Due to scheduling conflicts that could not be adjusted, our team was unable to attend the pre-bid meeting on February 26th, 2024. May we inquire if a record of the meeting or minutes will be shared with the firms that could not participate?Response: Thank you for the message. We will provide the minutes, which will be publicly accessible to all the bidders on UNGM.

New clarification added: Question:Can you please give us estimations of:- When (approximately) UNOPS plans to start implementing the selected solution- When (approximately) UNOPS would like the solution to be liveResponse:question 1: UNOPS plans to begin implementation immediately after the selection is made and contract is issued.question 2: UNOPS will decide on an implementation plan with the selected vendor, and a roll out plan will be created together. UNOPS would like the system to be live latest by year end but ideally as early as possible.

New clarification added: Question:Can you please give us estimations of:- When (approximately) UNOPS plans to start implementing the selected solution- When (approximately) UNOPS would like the solution to be liveResponse:question 1: UNOPS plans to begin implementation immediately after the selection is made and contract is issued.question 2: UNOPS will decide on an implementation plan with the selected vendor, and a roll out plan will be created together. UNOPS would like the system to be live latest by year end but ideally as early as possible.

New clarification added: Question: In Form D2 Requirements on the page Nonfunctional Requirements items 1 – 9 are listed as stage 1 and items 10 – 31 are listed as stage 2.Can you explain the significance of stage 1 and stage 2 please?Response: The column you are referring to can be ignored.

New clarification added: Question: Please could you confirm the length of the initial. We have seen reference to three years at various points, but the LTA document states “Please assume an initial term of four (4) years for the provision of services”Response: The initial duration of the Long-Term Agreement (LTA) encompasses a duration of three (3) years, with the provision for an extension of up to two additional years (1+1), subject to vendor performance and price competitiveness. 

New clarification added: Question: The Cloud Security Alliance document includes requirements regarding Universal Endpoint Management UEM-01  to UEM-14.As far as we can tell from reading the tender documents, this project does not include supply of nor management of endpoint devices. It is only for the supply and management of the SaaS system.In which case, may we mark UEM-01 to UEM-14 as NA ?If we have missed or misread requirements for endpoints in the tender documents, please do let us know.Response: Thanks for the question. N/A is fine for those items. 

New clarification added: Question: We found solution can be done all countires but few countried language may have their local language instead English. Some countries cannot get software due to non availabilites in their country. May we submit proposal without nameing few countries who has a language and or license unavailbility problem. Please advise us.thanks in advanceResponse: If there are countries that are unable to use the product you are providing, please specify those countries in your proposal for our review. Also, in the future, please use your official email address when submitting questions.

New amendment added #2: Amendment to:Updated qualification criteria for financial capability: Current assets / Current liabilities over the last 3 years must be equal or greater than 1 and annual sales turnover of minimum USD five million (5M) in any one of the last five years: Form G_Bidder Financial Capacity Cover Page.Included sample contract for LTA templates as per section V-3.Included liquidated damages in Particulars.Form C Financial form: Price Adjustment MechanismDuring the first three years of the LTA, prices are not subject to any adjustment or revision, including but not limited to, due to price or currency fluctuations or the actual costs incurred by the Contractor related to the performance of any of its obligations under this Agreement, including any individual Purchase Order. Upon completion of the three first years of the LTA, the vendor may request for price adjustment (capped at 10% maximum) at the extension of the LTA, subject to the UNOPS approval process stipulated in the Procurement Manual.The financial evaluation of proposals will be done based on the Total Cost of Ownership (TCO) for the three years of the LTA.  All reductions in market prices, if any, will be passed on in full to UNOPS, as soon as possible.Added High level IT landscape document.Updated email address focal point for the Pre bid Conference to manjulaj@unops.orgExtension deadline for submission of proposals: 2 working days until  2024-03-19 14:00 UTC Extension deadline for clarification: 2 working days the deadline until 2024-03-14 14:00 UTCAll modifications are reflected in the documents, with new wording highlighted in yellow and deletions indicated by strikethrough formatting.

New clarification added: Question: With regard to accepting the terms and conditions set forth by UNOPS.Response: Further to the response provided, if the bidder believes that certain additional provisions/deviations are needed in order to perform the services for UNOPS, they should include it in their proposal. UNOPS will evaluate the requested deviations during the evaluation stage. If the requested deviations are acceptable to UNOPS, UNOPS will consider negotiating the requested deviation with the successful bidder before the contract award.

New clarification added: Question: In the request for the "Cloud Security Alliance CAIQ v4.0.3" document to be completed, would UNOPS accept our own completed CAIQ? Reply: Further to the response provided, we would like to also clarify that yes, the bidder's own CAIQ is acceptable.

New clarification added: Question: In order to assign the appropriate internal resources to this, we are looking for clarification on where the decision-makers/purchasing for this project are located  - is this a US project or out of Denmark? Reply: UNOPS Headquarters is located in Copenhagen, Denmark. Implementation services for the system will take place in Denmark. However, UNOPS operates projects in more than 100 countries. While the system will be used in all locations where UNOPS operates, implementation work is expected to take place in Copenhagen, Denmark only. Please note that UNOPS is an International Public Organization with English as its official language. As such, implementation resources that can fluently communicate in English and have experience with International Public Organizations of our nature will be preferred.

New clarification added: Question: What data do you see will have to flow in and out of your CoreHCM system? We ask as we see quite a few requirements that come close to CoreHCM functionality as part of your RFP (Job Architecture, Navigation of Org Structures, …) that would indicate a replacement of the CoreHCM system could be a better alternative perhaps?Reply: We primarily see the transfer of data for selected applicants after the recruitment process flowing into core HCM as employee records. Given the scope of the RFP is for recruitment and onboarding, you can indicate in your proposal what part of the requirements would not be covered since core HCM is not being implemented at this time. 

New clarification added: Question: Do we read correctly this RFP that you are not replacing your core HCM system? And if yes, is there a reason for this? Have you considered the that it could be risky, heavy maintenance, integration approach (moving data back and forth)?Reply: That is correct, we are not replacing core HCM. As indicated in the RFP, this is a request for a proposal for a recruiting solution.

New clarification added: Question: What is the "as is" IT landscape and what is the To-be landscape. We are asking as integrations will be a key cost driver so it would help providing a better paln and estimate if you can share more details on other surrounding systems that need to collect or push data to the REC and onboarding solution.Reply:  A detailed to be landscape is being prepared but a high level landscape will be provided shortly.To be clear, and also referring to the other systems, we are not implementing a core HCM solution at this point. The RFP is not requiring a plan but rates for resources, and we understand the level of effort and full plan depends on the level and scope of the implementation.

New amendment added #1: The Form D.1 Technical Proposal Form, which is part of the Returnable Bidding Form, has been updated to accurately reflect the evaluation criteria outlined in the RFP. Document name:  Returnable Bidding Form, Forms, D.1_ Technical Proposal Form Amended.Extension for the deadline of clarifications until 2024-03-11 14:00 UTC.Corrected typo in the cumulative analysys methodology in the evaluation criteria, the total number of points an offeror may obtain is: Technical Proposal (70%) 470 points / Financial Proposal (30%) 201 points (instead of 210).  Corrected typo section 4.2 under Key personnel proposed (Corrected typo 45 to 50 points).  Document name: Section II_ Evaluation Criteria Amended.All modifications are reflected in the documents, with new wording highlighted in yellow and deletions indicated by strikethrough formatting.

New clarification added: Question: In the request for the "Cloud Security Alliance CAIQ v4.0.3" doucment to be completed, would UNOPS accept our own completed CAIQ? Reply: As indicated in the qualification criteria, you can either :1) submit documentation of a current entry in the Cloud Security Alliance STAR registry at Level 1, OR2) provide responses in the document provided "Cloud Security Alliance CAIQ v4.0.3" to the list of cloud security requirements

New clarification added: Question: Financial Records - Section II: Qualification Criteria - in the two Financial Capability questions it requested audited accounts and liquidity ratios for the last 2 to 5 years. As a privately held company we do not disclose specifics surrounding our financials, however our CFO is available for a conversation on the topic. Please let us know if this would be acceptable to UNOPS or if it would disqualify us from the process? Reply: Please note that the financial statements must be submitted as part of your bid (qualification criteria). A conversation with your CFO is not sufficient to meet the financial capability qualification criteria. -------------------------------------------------------------------------Question: Section V Contract Forms - Acceptance of UNOPS terms and Code of Conduct – Having read these terms, we aligns strongly with the requirements set forth in the RFP and in the UNOPS How We Procure pages. However, we have built out our Code of Conduct and T&Cs to specifically address how we operate as a SaaS business and therefore we cannot sign on customers terms. We would be happy for UNOPS to review our T&Cs and then we can work together to find, where required, a negotiated position, which is agreeable to both parties. A crucial part of being able to maintain ISO and SOC certifications is consistency in practices with our 6,000 customers and having different Codes of Conducts and terms with customers would make maintaining and servicing these extremely challenging. Please let us know if this would be acceptable to UNOPS or if it would disqualify us form the process? Reply: Accepting UNOPS terms and conditions is a requirement for this RFP as indicated in the eligibility and formal criteria.