UNICEF REQUEST FOR PROPOSAL FOR FOR THE DATA QUALITY AUDIT APRIL 2004 7 April 2004 Page 1
REQUEST FOR PROPOSAL RFP-NY/PD-2004 01 6 April, 2004 UNITED NATIONS CHILDREN S FUND (UNICEF) Wishes to contract FOR DATA QUALITY AUDIT IN 15 GAVI - ELIGIBLE COUNTRIES SEALED Proposals should be sent to: UNICEF Attn: BID SECTION, RFP-NY/PD-2004-01 UNICEF House 3 UN Plaza, NY, 10017 USA It is essential that this reference RFP-NY/PD-2004-01 is shown on the envelope containing the proposal. The Proposal MUST be received at the above address by latest 16:00 p.m. (New York Time) on 3 May 2004 and will be opened at 10:00 a.m. (New York Time) on 4 May 2004. IMPORTANT Proposals received in any other manner will be invalidated. It is recommended to deliver the Proposal either by hand or through a private messenger service to avoid lengthened delivery lead time currently experienced for delivery of mail forwarded through the regular mail service. 7 April 2004 Page 2
THIS REQUEST FOR PROPOSAL HAS BEEN: PREPARED BY: Jean-Marie Okwo-Bele, Team Leader, Immunisation Plus Tel. No.: (1) 212 326 7124 Telefax No.: (1) 212 824 6464 CERTIFIED BY: Pascal Villeneuve, Chief Health Section APPROVED BY: Edwin Joe Judd, Director, Programme Division 7 April 2004 Page 3
PROPOSAL FORM THIS PROPOSAL FORM must be completed, signed and returned to UNICEF not later than 3 May 2004. Proposal must be made in accordance with the instructions contained in this Request for Proposal. TERMS AND CONDITIONS OF CONTRACT Any Contract resulting from this Request for Proposal shall contain UNICEF General Terms and Conditions and any other Specific Terms and Conditions detailed in this Request For Proposal. INFORMATION Any request for information regarding this Request for Proposal must be forwarded by fax or e-mail, to the attention of the person who is specified on 1.4 RFP Change Policy, with specific reference to the Proposal Number. The Undersigned, having read the Terms and Conditions of Request for Proposal No. RFP-NY/PD-2004-01 set out in the attached document, hereby offers to Programme Division the services specified in the schedule at the price or prices quoted, in accordance with any specifications stated and subject to the Terms and Conditions set out or specified in the document. Signature: Date: Name & Title: Company: Postal Address: Tel. No.: Fax. No.: Validity of Offer²: Please indicate after having read UNICEF Payment Terms & Discount stated under Cost Proposal which of the following Payment Terms are offered by you: 10 Days 3.0% 15 Day 2.5% 20 Days, 2.0% 30 Days Net Other: ² The minimum period is 60 days from the opening see 1.8 7 April 2004 Page 4
UNICEF...1 PROPOSAL FORM..4 1.0 PROCEDURES AND RULES....6 1.1 ORGANISATIONAL BACKGROUND...6 1.2 PURPOSE OF THE RFP...6 1.3 CONTRACTING PROCESS.....6 1.4 RFP CHANGE POLICY...6 1.5 RFP RESPONSE FORMAT.........7 1.6 RFP OPENING........7 1.7 RFP EVALUATION.....8 1.8 RFP TERMS AND CONDITIONS... 8 1.9 CONTRACTUAL TERMS AND CONDITIONS...9 2.0 STATEMENT OF WORK... 10 2.1 BACKGROUND INFORMATION....10 2.1.1 UNICEF IN GAVI...10 2.1.2 PARTNERS IN GAVI (APART FROM UNICEF)......11 2.2 SCOPE OF CONSULTANCY........12 2.2.1 CONTEXT...12 2.2.2 EXPERIENCE FROM PREVIOUS AUDITS...12 2.2.3 PLANNED USE OF DQA......13 2.2.4 INFORMATION TO COUNTRIES.. 13 3.0 TERMS OF REFERENCE FOR GAVI DATA QUALITY AUDIT....14 3.1 OBJECTIVES.... 14 3.2 METHOD... 14 3.3 RELATION TO HOST GOVERNMENT....15 3.4 COMMUNICATION WITH UNICEF HQ.. 15 3.5 REPORTING...15 3.6 PERSONNEL REQUIREMENTS......16 3.7 TIMETABLE.....17 4.0 IMMUNIZATION DQA TECHNICAL PROCEDURE: "THE MANUAL". 17 5.0 PROPOSER'S CORPORATE PROFILE.....18 5.1 COMPANY PROFILE.....18 5.2 EXPERTISE AND EXPERIENCE......18 5.3 COST PROPOSAL...... 18 6.0 LIST OF COUNTRIES WHERE DQA WILL BE PERFORMED IN 2004.....20 ANNEX 1 ANNEX 2 ANNEX 3 OUTLINE OF PROPOSAL.......21 UNICEF GENERAL TERMS AND CONDITIONS....22 UNICEF DAILY SUBSISTENCE ALLOWANCE RATES.....27 7 April 2004 Page 5
1.0 PROCEDURES AND RULES 1.1 ORGANISATIONAL BACKGROUND The United Nations Children s Fund (UNICEF), is mandated to advocate for the protection of children s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children s rights as international standards of behaviour towards children. UNICEF s role is to mobilise political will and material resources to help countries place children as a top priority. UNICEF is committed to ensuring special protection for the most disadvantaged children. 1.2 PURPOSE OF THE RFP This Request for Proposal (RFP) is issued to select one or more qualified company (ies) to provide consultancy services to assist UNICEF within the framework of the Global Alliance for Vaccines and Immunisation (GAVI) in implementing a Data Quality Audit (DQA) in 15 selected countries (listed in 6.0) according to WHO established methodology. UNICEF asks proposers to provide complete proposals covering all aspects of this RFP. 1.3 CONTRACTING PROCESS The schedule of the contractual process is as follows: 1) Closing date of proposal submission: 3 May 2004 2) Public opening of proposals: 4 May 2004 3) SSA contract to chosen company (ies): 24 May 2004 4) Training of auditors: June 2004, Time and location to be determined 5) DQA Implementation: start June 2004 6) Final country DQA reports submitted: 15 days following completion of DQA process in each country, expected no later than 15 September 2004 1.4 RFP CHANGE POLICY All requests for clarification or queries on this RFP must be submitted in writing (letter, e-mail or fax) to the Senior Contracts Officer, Supply Division, Alain Fortin (afortin@unicef.org with copy to dqa@unicef.org or telephone +1 212 326 7484). Any information provided orally will not be considered a fundamental change and will not alter the RFP. Inquiries received less than five (5) calendar days prior to the bid closing date cannot be guaranteed a response. Only written inquiries will be considered. A response to written queries will be publicly provided to all proposers in writing and posted on both the GAVI and UNICEF websites. Erasures or other corrections in the proposal must be explained and the signature of the Proposer shown alongside. All changes to a proposal must be received prior to the closing time and date. It must be clearly indicated that it is a modification and supersedes the earlier proposal, or state the changes from the original proposal. Proposals may be withdrawn by written or faxed request received from proposers prior to the opening time and date. Proposers are expected to examine all instructions pertaining to the work. Failure to do so will be at proposer s own risk. 7 April 2004 Page 6
1.5 RFP RESPONSE FORMAT Proposers are requested to confirm no later than 21 April 2004 their intention to submit, by sending an e-mail to dqa@unicef.org For any additional information required, proposers may contact Senior Contracts Officer, Supply Division, Alain Fortin (afortin@unicef.org with copy to dqa@unicef.org or telephone +1 212 326 7484). Offers should be submitted in ENGLISH and must be received not later 3 May 2004 (16h00 New York Time) in six (06) original copies (hard copy version and electronic PDF version on CD), duly signed and dated. The proposer must submit sealed proposal, ensuring separate binder for the technical Proposal and the Cost Proposal. The Cost Proposal (Part 5.3) must be submitted in a sealed envelope separate from the rest of the proposal. Prices or rates shall not appear in any other part of the proposal. Sealed Proposals must be securely closed in a suitable envelope, clearly marked on the outside with the RFP number and despatched to arrive at the UNICEF office indicated no later than the closing time and date. Proposals received in any other manner will be invalidated. Sealed proposals received prior to the stated closing time and date will be kept unopened. They will be publicly open by an authorized representative of UNICEF when the specified time has arrived and no proposal received after the closing date will be considered. UNICEF will accept no responsibility for the premature opening of a proposal not properly addressed or identified. Any delays encountered in the mail delivery will be at the risk of the proposer. Offers delivered at a different address or in a different form than prescribed in this RFP, or which do not respect the required confidentiality, or received after the designated time and date, will be rejected. UNICEF reserves the right to invalidate any proposal for reasons mentioned above, and, unless otherwise specified by UNICEF, to accept any item in the Proposal. UNICEF reserves the right to invalidate any Proposal received from a Proposer who has previously failed to perform properly or complete contracts on time, or a Proposal received from a Proposer who, in the opinion of UNICEF, is not in a position to perform the contract. All references to descriptive material and brochures should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response. The proposer must also provide sufficient information in the proposal to address each area of the Request for Proposal contained in 1.7 to allow the evaluation team to make a fair assessment of the company and its proposal. Information, which the proposer considers proprietary, should be clearly marked "proprietary", if any, next to the relevant part of the text, and UNICEF will treat such information accordingly. 1.6 RFP OPENING Due to the nature of this Request for Proposal, proposals will be publicly opened at UNICEF House, 3 UN Plaza, NYC, NY 10017 at 10:00 a.m. (New York time) on 4 May 2004. 7 April 2004 Page 7
1.7 RFP EVALUATION After the public opening, each proposal will be assessed first on its technical merits and subsequently on its price. The proposal with the lowest acceptable value, based on technical merit and price will be recommended for approval. UNICEF will set up an evaluation panel composed of technical representatives from partners within GAVI and their conclusions will be forwarded to the internal UNICEF Contract Review Committee. The evaluation panel will first evaluate each response for compliance with the requirements of this RFP. Responses deemed not to meet all requirements will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this RFP, including the provision of all required information, may result in a response or proposal being disqualified from further consideration. The proposals will be evaluated against the following criteria: a) Particular attention will be paid to experience demonstrated with similar studies/assessments. b) Experience of staff to be assigned to the task with their CV. c) Firm assurance that the report and final recommendations will be sent to UNICEF 15 days after the completion of the audit in each country. d) Financial standing as per the companies financial statements. e) Detailed plan of action for each country according to its specificity f) Timeline of all proposed actions including outputs g) Involvement of the Government and partners in the process h) Consideration of all technical steps/aspects detailed in The Manual Only at this stage will price be considered. The price/cost of each of the technically compliant proposals shall be considered using the same methodology. The proposers should ensure that all pricing information is provided in accordance with the Cost Proposal section contained herein. The most-favoured proposal shall be selected on the basis of the best overall value to UNICEF in terms of both technical score/merit and price. 1.8 RFP TERMS AND CONDITIONS This RFP, along with any responses there to, shall be considered the property of UNICEF and the proposals will not be returned to their originators. In submitting this proposal the proposer will accept the decision of UNICEF as to whether the proposal meets the requirements stated in this RFP. UNICEF reserves the right to: Contact any or all references supplied by the proposer Request additional supporting or supplementary data (from the proposer). Arrange interviews with the proposed Contractor (Project Team/Consultants) Reject any or all proposals submitted Accept any proposal in whole or in part Negotiate with the most favourable proposer (s) Contract any number of companies as required to achieve the overall DQA objective. 7 April 2004 Page 8
UNICEF will treat in confidence those parts of the RFP proposal that are marked "confidential". Proposal must be valid for a minimum of thirty (60) days from the date of opening of this RFP and must be signed by an authorised representative of the company (ies). The proposers are requested to indicate the validity period of their proposal on the Proposal Form. UNICEF may also request for an extension of the validity of the proposal. UNICEF shall not be held responsible for any costs incurred by the proposers in the preparation of their proposal in response to this RFP. 1.9 CONTRACTUAL TERMS AND CONDITIONS The UNICEF General Terms and Conditions attached, as ANNEX 2 will form part of any contract resulting from this RFP. The resulting contract will define all applicable authorities related to this requirement. UNICEF will, together with the selected Contractor, determine the criteria for fulfilment of the contract. The contract shall be for a firm ceiling value with fixed milestones, with firm daily rates and time to support the effort of tasks completed indicated in supporting invoice documentation. Any applicable travel expenses and Per Diems (UNICEF rates attached in ANNEX 3 specified for any proposed consultants must be included in detail in the proposals per UNICEF travel rules. Furthermore, these travel rules require that travel arrangements be made by most economic and direct route. Pursuant to the resulting contract, the Contractor shall provide the services of the personnel specified in the proposal, and be responsible for providing replacements of similar ability/ with similar qualification and training if replacement is needed. Prior UNICEF approval is neeed for replacement of personnel specified in the proposal. 7 April 2004 Page 9
2.0 STATEMENT OF WORK 2.1 BACKGROUND INFORMATION 2.1.1 UNICEF IN GAVI The United Nations Children s Fund (UNICEF), is mandated by the United Nations General Assembly to advocate for the protection of children s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. In all its work, UNICEF is guided by the Convention on the Rights of the Child and strives to establish children s rights as enduring ethical principles and international standards of behavior towards children. UNICEF advocacy on behalf of children includes the conviction that children have a right to good health. As a necessary consequence, UNICEF works to support Governments in a broad spectrum of efforts to protect children against vaccine preventable diseases. Globally an estimated 3 million people are dying annually from diseases that can be prevented with currently available vaccines. Immunization Plus has been identified as one of the five organizational priorities for the UNICEF Medium Term Strategic Plan (MTSP) 2002-2005 which was adopted by the UNICEF Executive Board in December 2001. Immunization Plus is defined as the delivery of vaccines and other cost-effective interventions that have a high impact on maternal and child mortality and morbidity. UNICEF is committed to improve the immunization for all children overall the world in close collaboration with partners. The Global Alliance for Vaccines and Immunization was created in 1999 with the mission of ensuring that every child in the world will be protected against vaccine preventable diseases. UNICEF is a partner in the Global Alliance for Vaccines and Immunization. In the context of its membership of GAVI, UNICEF has among other things: a) Continued and expanded its commitment to vaccine and immunization programmes in countries where it has programmes of co-operation with governments; b) Solicited and raised funds from existing and new donors and contributors to support its vaccine and immunization programmes; c) At the request of the GAVI allies, hosts the Secretariat of GAVI; d) At the request of the GAVI allies, established and administers the Vaccine Fund Trust Fund Account to receive and disburse funds for activities consistent with the GAVI immunization goals; e) Co-ordinates, on behalf of the GAVI allies, the procurement and delivery of vaccines; f) Leads the alliance's advocacy and communications efforts at global, regional and national levels. The Global Alliance for Vaccines and Immunization, GAVI, is a public-private partnership focused on increasing access to vaccines among children in poor countries. Partners include national governments, UNICEF, WHO, The World Bank, the Bill & Melinda Gates Foundation, the vaccine industry, public health institutions and NGOs. The financing arm of GAVI is the Vaccine Fund, created with $750 million from the Bill & Melinda Gates Foundation. Additional contributions have since increased the total to $1.2 billion. The fund provides vaccines and financial support to the 75 poorest countries those with less than $1000 GNP per capita to improve their health systems and introduce newer vaccines such as hepatitis B. General information about GAVI and the Vaccine Fund can be found at their websites: www.vaccinealliance.org and www.vaccinefund.org. 7 April 2004 Page 10
2.1.2 PARTNERS IN GAVI (APART FROM UNICEF): Governments in developing countries deliver immunization services to children through their national health systems. Government health ministries manage national coordination usually through inter-agency coordinating committees (ICC), which have become essential to the work of GAVI. Governments in industrialized countries help to build political commitment and establish health as a priority for foreign assistance. Donor governments support countries in their efforts to improve health and immunization programmes by participating in national coordinating groups and providing financial and/or technical support to health sectors and immunization programmes. Vaccine manufacturers in industrialized and developing countries, represented by IFPMA the International Federation of Pharmaceutical Manufacturer s Associations have been GAVI partners since its inception, and currently the membership includes Aventis-Pasteur, Berna Biotech, Chiron, GlaxoSmithKline, Merck and Wyeth. The development, manufacturing and marketing of vaccines to all countries of the world are core responsibilities of these member companies. Vaccine manufacturers in developing countries produce vaccines at affordable prices for sale in the developing world. A new GAVI-inspired network was formed to strengthen collaboration among vaccine manufacturers in developing countries. Bill & Melinda Gates Foundation invests in global health efforts, especially in support of immunization, and helps raise awareness of the value of immunization. The Foundation has committed more than $1 billion to projects focused on the prevention and control of infectious disease. These grants help to build coalitions among scientists, universities, nongovernmental organizations and private industry to ensure that all children have access to vaccines and that new drugs, vaccines and diagnostics are developed and delivered. Vaccine Fund is the financial arm of GAVI (Global Alliance for Vaccines and Immunization). By significantly expanding the reach and effectiveness of immunization programmes the GAVI partners expect to help decrease the burden of disease globally. Nongovernmental organizations NGOs have a long history of involvement in the field of child health and immunization. Some NGOs provide technical advice and staff to government programmes while others provide additional financial support. Public health and research institutions provide policy recommendations on global immunization practices, act as reference laboratories for surveillance and quality control and provide technical staff for operations to help build capacity for research and development. The World Bank Group works to increase financing to combat communicable diseases and increase immunization through more flexible use of International Development Assistance funds. Immunization is now a key health service indicator in the assessment of a country s eligibility for debt-relief under the Highly Indebted Poor Countries (HIPC) initiative. World Health Organization (WHO), the world s leader in global public health, provides technical expertise and strategic support to the alliance. Furthermore, WHO staff in the field play a critical role in support of GAVI objectives. 7 April 2004 Page 11
2.2 SCOPE OF CONSULTANCY 2.2.1 CONTEXT GAVI partners have introduced a new idea in international development co-operation: performance-based grants that give governments responsibility and autonomy to decide how money is used, but if they don t show results, the funding stops. Specifically the additional number of children immunized with DTP3 (the performance indicator) will be the basis for the financial support provided. A fair and credible system for support to countries has to be based on a correct measurement of the performance indicator. For the purpose of monitoring the number of children immunized with DTP3, WHO has developed a system for data verification, the Data Quality Audit (DQA). It is planned to perform this audit in the concerned countries according to a standard methodology. The development of the audit tool has been preceded by a detailed discussion on the merits of alternative solutions. 2.2.2 EXPERIENCE FROM PREVIOUS AUDITS The DQA was field-tested on a pilot basis from May-September 2001 in eight countries that were awarded the greatest support for strengthening their immunization services in 2000 and early 2001: Côte d Ivoire, Kenya, Liberia, Mali, Pakistan, Rwanda, Tanzania, and Uganda. The DQA was conducted in 14 countries in 2002 and 15 countries in 2003. The audit was found to be very valuable for assessing the immunization reporting system, identifying problems, and making practical recommendations to the country governments to improve the systems. However, there are still numerous weaknesses in immunization reporting systems in most of countries. The most important problems were unavailability of immunization records and tally sheets in many audited health clinics, and discrepancies between health facility records and reports submitted to district health offices. During the first year of DQA, the most important weakness was related to the advance communication between the country and the team that had to perform the audit. It was also noted that all partners weren t fully involved in the process improvement at country level. Among other weaknesses, the relevant ones were mainly the poor implementation of feedback and supervision at all levels, the infrequent written records or analysis and discussion of information, the absence of monitoring chart, the inadequacy of vaccine and device stock books and the poor monitoring of completeness and timeliness. The DQAs performed in 2003 have confirmed lessons learned previously and suggestions were made to increase number of district survey from 4 to 6 in each country if cost-effective. It was also recommended to conduct DQA if more than 50% of districts are safely accessible and 70% of national reported DPT3 can be audited. On the other hand, in some places records were found to be in good order. For example during an early field test of the DQA, it was found in one country that the system has a high degree of agreement and precision between health unit, district and national data. This indicates that data systems can work very well, even in resource poor settings. 7 April 2004 Page 12
The performance of the DQA was assessed in relation to five criteria for success: that the process describes the quality of the reporting system in a standardized way, permitting comparisons over time and space; that the country visits result in practical recommendations to improve the reporting system; that the process proves to be acceptable to governments; that governments take steps to correct the problems and constraints identified by DQA; that the methodology is valid to measure the accuracy of reported immunization. It was found that the DQA process was well received by the countries, that it resulted in useful managerial observations and recommendations and that there was evidence of action to improve the immunization monitoring system in some countries. Previous DQAs have been financed by GAVI partners, in 2004 the DQA will be financed by the EU. 2.2.3 PLANNED USE OF DQA The use of DQA is based on the GAVI principle of rewards based on immunization performance as measured by reported DTP3 coverage. The approach for verifying reported DTP3 is currently planned to be done as follows: The DQA should be carried out in all countries receiving GAVI immunization services support, ISS, at least once (before first reward) to assess the quality of the routine immunization reporting system and identify the weaknesses that must be addressed. The reporting systems can be considered reliable where the verification factor (VF) generated by the DQA exceeds 0.8 (> 0.8) and unreliable where it does not. The verification factor cannot and should not be used to adjust reported DTP3, nor be applied in a manner that proportionally calculates sizes of rewards. Following three tranches of investments, countries are eligible to receive a reward based on improved performance. The first planned ISS reward (for DTP3 increases in the first two years) has been converted into an investment ($10/child projected DTP3 increase) for all countries. This additional investment year is providing countries more financial support and time to implement activities to strengthen immunization services and routine reporting systems. In countries where the reporting system is classified as reliable (as assessed by the DQA) all subsequent reward payments will be based on DTP3 figures reported through the routine reporting system and endorsed by the ICC. In countries where the reporting system is classified as unreliable (as assessed by the DQA), GAVI rewards are deferred until reporting is improved or validated by another method (vaccine coverage surveys) that meets strict criteria on frequency, methodological consistency and proper oversight. 2.2.4 INFORMATION TO COUNTRIES Countries have been encouraged to make efforts now to strengthen their immunization reporting systems in partnership with their Interagency Coordinating Committees. Countries have been specifically requested to make all primary data for the year 2003 available to the auditors performing the DQA. This includes health unit immunization records and tally sheets, and reports to the district level. Countries have been asked by GAVI Secretariat to instruct every clinic to save immunization records and daily tally sheets. In addition, countries have also been requested to check and validate all immunization data reported to the district and national levels. 7 April 2004 Page 13
3.0 TERMS OF REFERENCE FOR GAVI DATA QUALITY AUDIT 3.1 OBJECTIVES To meet the verification needs of GAVI and the Vaccine Fund and to meet the capacity building needs of the country, the audit has multiple objectives: To assess the quality of the immunization data administrative reporting system To verify the accuracy of the number of children reported to have received DTP3 immunization in relation to the number recorded at the site of immunization in a selection of facilities To provide feedback to health information managers on needed improvements 3.2 METHOD The data quality audit is to be performed on countries that have been awarded support from the Vaccine Fund. Applicant company (ies) should submit two different offers for each country based on: a) Four (4) districts and b) Six (6) districts to be audited. Audit companies should apply for all 15 countries listed in 6.0. The audit³ is designed to enable two external auditors, with local support, to assess the immunization data reporting system in each country for a period of two weeks. Specific dates of the audit are to be decided in consultation with the country. It is expected that all audits take place within the specified timeframe of June-September, 2004. The audit takes place at central level, at peripheral level and at intermediate reporting levels of the health system following these main steps: Starting at central level, four or six districts are selected according to the Manual and two audit teams are formed, each visiting two/three districts Each audit team selects 6 health units to visit per district In each health unit, recorded immunization data of five antigen/dose combinations are recounted and compared to reported immunization data for one calendar year. A questionnaire is applied in each health unit. In each district, individual health unit reports are recounted and compared to the district s reported values for one antigen/dose (DTP3) for one calendar year. The other four antigen dose combinations are recounted for a period of the calendar year chosen according to time constraints. A questionnaire is applied. At central level the incoming reported immunization data is compared to the published computer reports, based on data for the four districts visited and a 10% sample of districts. A questionnaire is applied. At central level the results of the analysis of the immunization data and the questionnaire are summarized in a standard data table for each health facility and each district visited and for the country. ³ The methodology is defined in the DQA Manual as per Annex 4 7 April 2004 Page 14
3.3 RELATION TO HOST GOVERNMENT The Ministry of Health is the host of the audit team. As a courtesy to the Ministry and to avoid confusion between multiple other immunization partners: The Ministry will be contacted directly by the audit firm management to seek suitable dates to schedule the teams visit and to obtain written response confirming these suitable dates. The audit firm should provide the Ministry a list of team members, their CVs and passport details at or before the time that the country confirms suitable dates for the audit. The audit firm should arrange for the necessary transport to be made available (Usually two large (6p) vehicles, suitable for the terrain to be visited). The audit firm is expected to rent this transport unless other arrangements are made locally. The Ministry should provide two central level counterparts, preferably with responsibility for the management of immunization data, one to travel with each team to the districts. The Ministry may also designate one district level counterpart to join each team as they visit the facilities. This is the preferable maximum size of the team during the visits to the facilities to minimize disruption and alarm. The external auditors may not visit any health facility without the company of a Ministry official or without express written permission. The audit team will attend meetings, such as the ICC meeting, and briefings with agency and other immunization partners only at the express request of the Ministry of Health. The audit team will provide a written draft report to the Ministry of Health (see reporting) but only to others at the express request of the Ministry of Health. 3.4 COMMUNICATION WITH UNICEF HQ Selected company (ies) will have regular contacts with UNICEF (at least on monthly basis) regarding all matters related to the management of the contract related to this audit. Company (ies) is requested to suggest a progress monitoring timeline in their proposal that will serve for this purpose. Technical information will be mainly provided by and through the GAVI Secretariat in close collaboration with UNICEF. 3.5 REPORTING Final-draft reporting of the DQA is to be completed before the auditors leave each country and must include: Narrative of the process of the audit, containing the place and time of each visit to a facility and the names and functions of the people seen Log Book containing all the descriptive information obtained during the DQA, for example, the dates of interviews, persons interviewed, answers to the series of questions for the Quality of the System index along with relevant explanations, and for Health Units the tables of the reported and recounted data. (This log is not submitted to the country unless requested) Analysis, by facility, by district and for the country of the data quality questionnaire Summary of important observations and recommendations for improvement of the monitoring system. These are described verbally to each facility at the conclusion of each visit and they are summarized in order of priority at district and central levels. The immunization data results summarized in the standard tables for each facility, district and for the country. 7 April 2004 Page 15
The final-draft report must be sent to the Minister of Health and copied to the Chairman of the Inter-Agency Coordinating Committee. The draft report will be presented, where possible according to the wishes of the Ministry of Health, to: A meeting of the Inter Agency Coordinating Committee A meeting of the Health Management Information System responsible authority The Minister or his/her designate. The draft report will be clearly marked DRAFT and This document has been produced with the financial assistance of European Union. The view expressed herein can in no way be taken to reflect the official opinion of European Union on every page. The final report should also include the above language relating to EU support. Editing and final production may take place after the visit but printed copies as well as electronic version of the report must reach UNICEF Health Section in New York, no later than 2 weeks after the end of mission in each country. 3.6 PERSONNEL REQUIREMENTS It is expected that at least thirty external auditing persons will be required to visit 15 countries (see 6.0) in the period from June to September 2004. The nature of the audit will require that the auditors are able to work in a supportive, encouraging and non-confrontational and non-threatening way with government and health personnel. The auditors will therefore have the following skills and experience: Fluency in the official languages of the countries to be visited strongly preferable Thorough knowledge of the methodology via the Manual At least five years experience of audit work in developing countries Evidence of successful team working Proven inter-personal skills Experience of working both with public and private client organizations/enterprises Strong communication skills Experience in training others The auditor candidates will be trained by (WHO) experts in immunization who have participated in the development and testing of the DQA at a methodological training (location to be determined). 7 April 2004 Page 16
3.7 TIMETABLE The following timetable is anticipated for 2004 auditing operations: June 2004: Training for auditors. Date and location to be determined; June September: DQA conducted in 15 countries (see 6.0). 4.0 IMMUNISATION DQA TECHNICAL PROCEDURE: THE MANUAL See ANNEX 4 7 April 2004 Page 17
5.0 PROPOSER'S CORPORATE PROFILE 5.1 COMPANY PROFILE The proposer must provide the following background information about the company: Date and country of incorporation Summary of corporate structure and business area Corporate directions and experience Location of offices or agents relevant to UNICEF Number and type of employees Most recent Financial Statements. 5.2 EXPERTISE AND EXPERIENCE The proposer shall provide a minimum of three (3) references to clients for whom the proposer has carried out similar scope of project. UNICEF may contact references for feedback on consultants / services provided by your firm to support similar projects. Name and description of client company/organisation Names of senior individuals in the client companies who were involved in the Project (referred to) who are knowledgeable Scope and scale of Projects Services provided to client 5.3 COST PROPOSAL The cost proposal will be divided into two budget lines as follows: fixed costs-central management, coordination costs, overhead costs; reimbursable costs-salary for auditors, travel and miscellaneous costs for countries. The Currency of the proposal shall be in US Dollars, otherwise the proposal shall be invalidated. The proposer will suggest a payment schedule for his contract. Invoice will be in US Dollars. The personnel, agents of the contractors shall not be considered in any respect or for any purposes whatsoever as being the employees or agents of UNICEF, nor shall any personnel, representatives or other affiliates of UNICEF be considered, for any purposes, as being employees or agents of the contractor. UNICEF reserves itself the right to award/split the contract to one or more companies. Please be reminded that we have a limited grant for this DQA and have access to limited resources, as UNICEF is a nonprofit making organisation, which raises all its funds through voluntary contributions. We are looking for a costeffective proposal. Please submit your proposal with a proposed budget based on: -The cost proposal submitted shall be a separate binder from the rest of the RFP response. - Please submit a Cost Proposal for the entire consultancy for all countries you are submitting for. Please also include a detailed quotation per items to be funded based on the terms of reference and other relevant documents. 7 April 2004 Page 18
- Your quotation will be considered a firm high ceiling limit for the project, and not subject to revision. All prices/rates quoted must be exclusive of all taxes as UNICEF is a tax-exempt organisation.. Payment will be made only upon UNICEF's acceptance of the work performed in accordance with the contractual milestones. The terms of payment are Net 30 days, after receipt of invoice and acceptance of work, or earlier payment maybe considered if discount for early payment is offered. If a country audit is cancelled for any reason, the contractor will be only paid for costs incurred up to the date of cancellation. The Audit Company should have finalized their report on due time for the final payment including requested documents in the contract. In case of reporting delay that isn t due to the conditions specified in UNICEF Terms and Conditions and not expressly reported, UNICEF reserves its rights to terminate the contract after a written notification to the company. 7 April 2004 Page 19
6.0 LIST OF COUNTRIES WHERE DQA WILL BE PERFORMED IN 2004 1. Cameroon 2. Central African Republic 3. Congo, Democratic Republic 4. Eritrea 5. Guinea 6. Haiti 7. Kenya 8. Korea DPR 9. Lesotho 10. Mauritania 11. Mozambique 12. Sierra Leone 13. Somalia 14. Sudan 15. Togo 7 April 2004 Page 20
Outline of Proposal ANNEX 1 All Proposals should address all aspects of the RFP and should include the following sections at the minimum. I. Proposal Form II. Technical Proposal (see also 1.7) Knowledge and experience with similar studies/assessments Understanding of TOR (3.0) and all technical steps/aspects detailed in The Manual (4.0) Managerial aspects at global and country level Timeline of all proposed actions including outputs III IV. Proposer s Corporate Profile (expertise and experience) Refer to 5.1 and 5.2 Financial standing as per the companies financial statements. List of office locations. Experience of staff to be assigned to the task with their CV. Cost proposal Option 1: Proposal for 4 districts (6 health units in each district) Option 2: Proposal for 6 districts (6 health units in each district) 7 April 2004 Page 21
ANNEX 2 UNICEF GENERAL TERMS AND CONDITIONS 1. ACKNOWLEDGEMENT COPY Signing and returning the acknowledgement copy of a contract issued by UNICEF or beginning work under that contract shall constitute acceptance of a binding agreement between UNICEF and the Contractor. 2. DELIVERY DATE Delivery Date to be understood as the time the contract work is completed at the location indicated under Delivery Terms. 3. PAYMENT TERMS (a) UNICEF shall, unless otherwise specified in the contract, make payment within 30 days of receipt of the Contractor's invoice, which is issued only upon UNICEF's acceptance of the work specified in the contract. (b) Payment against the invoice referred to above will reflect any discount shown under the payment terms provided payment is made within the period shown in the payment terms of the contract. (c) The prices shown in the contract cannot be increased except by express written agreement by UNICEF. 4. LIMITATION OF EXPENDITURE No increase in the total liability to UNICEF or in the price of the work resulting from design changes, modifications, or interpretations of the statement of work will be authorised or paid to the contractor unless such changes have been approved by the contracting authority through an amendment to this contract prior to incorporation in the work. 5. TAX EXEMPTION Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the UN, including its subsidiary organs, is exempt from all direct taxes and is exempt from customs duties in respect of articles imported or exported for its official use. Accordingly, the Vendor authorises UNICEF to deduct from the Vendor's invoice any amount representing such taxes or duties charged by the Vendor to UNICEF. Payment of such corrected invoice amount shall constitute full payment by UNICEF. In the event any taxing authority refuses to recognise the UN exemption from such taxes, the Vendor shall immediately consult with UNICEF to determine a mutually acceptable procedure. Accordingly, the Contractor authorises UNICEF to deduct from the Contractor invoice any amount representing such taxes, duties, or charges, unless the Contractor has consulted with UNICEF before the payment thereof and UNICEF has, in each instance, specifically authorised the Contractor to pay such taxes, duties or charges under protest. In that event, the Contractor shall provide UNICEF with written evidence that payment of such taxes, duties or charges has been made and appropriately authorised. 6. LEGAL STATUS The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis UNICEF. The Contractor s personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UNICEF. 7 April 2004 Page 22
7. CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of the Contract, respect the local customs and conform to a high standard of moral and ethical conduct. 8. INDEMNIFICATION The Contractor shall indemnify, hold and save harmless and defend, at its own expense, UNICEF, its officials, agents, servants and employees, from and against all suits, claims, demands and liability of any nature or kind, including their costs and expenses, arising out of the acts or omissions of the Contractor or its employees or subcontractors in the performance of this Contract. This provision shall extend, inter alia, to claims and liability in the nature of workmen compensation, product liability and liability arising out of the use of patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this Contract. 9. INSURANCE AND LIABILITIES TO THIRD PARTIES (a) The Contractor shall provide and thereafter maintain insurance against all risks in respect of its property and any equipment used for the execution of this Contract. (b) (c) (d) (e) The Contractor shall provide and thereafter maintain all appropriate workmen s compensation and liability insurance, or its equivalent, with respect to its employees to cover claims for death, bodily injury or damage to property arising from the execution of this Contract. The Contractor represents that the liability insurance includes sub-contractors. The Contractor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the provision of work under this Contract or the operation of any vehicles, boats, airplays or other equipment owned or leased by the Contractor or its agents, servants, employees or sub-contractors performing work or services in connection with this Contract. Except for the workmen s compensation insurance, the insurance policies under this Article shall: (i) Include a waiver of subrogation of the Contractor s rights to the insurance carrier against UNICEF; (ii) Provide that UNICEF shall receive thirty (30) days written notice from the insurers prior to any cancellation or change of coverage. The Contractor shall, upon request, provide UNICEF with satisfactory evidence of the insurance required under this Article. 10. SOURCE OF INSTRUCTIONS The Contractor shall neither seek nor accept instructions from any authority external to UNICEF in connection with the performance of its services under this Contract. The Contractor shall refrain from any action, which may adversely affect UNICEF or the United Nations and shall fulfil its commitments with the fullest regard to the interests of UNICEF. 7 April 2004 Page 23
11. ENCUMBRANCES/LIENS The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on file or to remain on file in any public office or on file with UNICEF against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Contractor. 12. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS UNICEF shall be entitled to all intellectual property and other proprietary rights including but not limited to patents, copyrights and trademarks, with regard to documents and other materials which bear a direct relation to or are prepared or collected in consequence or in the course of the execution of this contract. At UNICEF's request, the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring them to the UNICEF in compliance with the requirements of the applicable law. 13. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS (a) In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the Contractor shall give notice and full particulars in writing to UNICEF of such occurrence or change if the Contractor is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities under this Contract. The Contractor shall also notify UNICEF of any other changes in conditions or the occurrence of any event, which interferes or threatens to interfere with its performance of the Contract. On receipt of the notice required under this Article, UNICEF shall take such action as, in its sole discretion, it considers to be appropriate or necessary in the circumstances, including the granting to the Contractor of a reasonable extension of time in which to perform its obligations under the Contract. (c) Force majeure as used in this Article means acts of God, war (whether declared or not), invasion, revolution, insurrection or other acts of a similar nature or force. 14. TERMINATION If the Contractor fails to deliver any or all of the deliverables within the time period(s) specified in the contract, or fails to perform any of the terms, conditions, or obligations of the contract, or should the Contractor be adjudged bankrupt, or be liquidated or become insolvent, or should the contractor make an assignment for the benefit of its creditors, or should a Receiver be appointed on account of the insolvency of the contractor, UNICEF may, without prejudice to any other right or remedy it may have under the terms of these conditions, terminate the Contract, forthwith, in whole or in part, upon thirty (30) days notice to the Contractor. UNICEF reserves the right to terminate without cause this Contract at any time upon thirty (30) days prior written notice to the Contractor, in which case UNICEF shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination. In the event of any termination no payment shall be due from UNICEF to the Contractor except for work and services satisfactorily performed in conformity with the express terms of this contract. Upon the giving of such notice, the Contractor shall have no claim for any further payment, but shall remain 7 April 2004 Page 24
liable to UNICEF for reasonable loss or damage, which may be suffered by UNICEF for reason of the default. The Contractor shall not be liable for any loss or damage if the failure to perform the contract arises out of force majeure. Upon termination of the contract, UNICEF may require the contractor to deliver any finished work which has not been delivered and accepted, prior to such termination and any materials or work-in-process related specifically to this contract. Subject to the deduction of any claim UNICEF may have arising out of this contract or termination, UNICEF will pay the value of all such finished work delivered and accepted by UNICEF. The initiation of arbitral proceedings in accordance with Article 22 "Settlement of Disputes" below shall not be deemed a termination of this Contract. 15. ASSIGNMENT AND INSOLVENCY 1. The Contractor shall not, except after obtaining the written consent of UNICEF, assign, transfer, pledge or make other dispositions of the Contract, or any part thereof, of the Contractor's rights or obligations under the Contract. 2. Should the Contractor become insolvent or should control of the Contractor change by virtue of insolvency, UNICEF may, without prejudice to any other rights or remedies, terminate the Contract by giving the Contractor written notice of termination. 16. USE OF UNITED NATIONS AND UNICEF NAME AND EMBLEM The Contractor shall not use the name, emblem or official seal of the United Nations or UNICEF or any abbreviation of these names for any purpose. 17. OFFICIALS NOT TO BENEFIT The Contractor warrants that no official of UNICEF or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of the Contract. 18. SETTLEMENT OF DISPUTES Amicable Settlement The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Contract or the breach, termination or invalidity thereof. Where the parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the parties. Arbitration Any dispute, controversy or claim between the Parties arising out of this Contract or the breach, termination or invalidity thereof, unless settled amicably under the preceding paragraph of this Article within sixty (60) days after receipt by one Party or the other Party's request for such amicable settlement, shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining. The arbitral tribunal 7 April 2004 Page 25
shall have no authority to award punitive damages. In addition, the arbitral tribunal shall have no authority to award interest in excess of six percent (6%) and any such interest shall be simple interest only. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute. 19. PRIVILEGES AND IMMUNITIES Nothing in or related to these General Conditions or this Purchase Order shall be deemed a waiver, express or implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs. 20. CHILD LABOUR UNICEF fully subscribes to the Convention on the Rights of the Child and draws the attention of potential suppliers to Article 32 of the Convention which inter alia requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral or social development. 21. AUTHORITY TO MODIFY No modification or change in this Contract, no waiver of any of its provisions or any additional contractual relationship of any kind with the Contractor shall be valid and enforceable against UNICEF unless provided by an amendment to this Contract signed by the authorised official of UNICEF. 7 April 2004 Page 26
ANNEX 3 UNICEF Daily Subsistence Allowance Rates 01/Mar/2004 Country/ Area (Currency) First 60 Days First 60 Days Effective Date Survey Date Notes US$ Local (dd/mm/yy) (dd/mm/yy) Cameroon (CFA Franc) Yaounde 113 59,500 01/02/04 01/08/03 Yaounde (Hotel Hilton) 252 133,000 01/02/04 01/07/03 1 Yaounde (Hotel Mont-Febe) 260 137,000 01/02/04 01/07/03 2 Douala 157 82,800 01/02/04 01/07/03 Elsewhere 77 40,600 01/02/04 01/07/03 Central African Rep. (CFA Franc) Bangui 153 80,500 01/02/04 01/07/03 Bambari 63 33,300 01/02/04 01/08/97 Bouar 63 33,300 01/02/04 01/08/97 Elsewhere 51 27,000 01/02/04 01/08/97 Congo, Dem. Rep. (Franc Congolais) Kinshasa 92 33,800 01/01/04 01/08/02 Kinshasa (Grand & Memling) 190 69,700 01/01/04 01/08/02 1 Bandundu 92 33,800 01/01/04 01/08/02 Boma 121 44,400 01/01/04 01/08/02 Bukavu 150 55,100 01/01/04 01/08/02 Goma 119 43,700 01/01/04 01/08/02 Kananga 86 31,600 01/01/04 01/08/02 Kikwit 72 26,400 01/01/04 01/08/97 Kisangani 56 20,600 01/01/04 01/08/97 Kisangani (Palm Beach Hotel) 150 55,100 01/01/04 01/08/02 2 Lubumbashi 164 60,200 01/01/04 01/11/02 Maniema and South & North Kivu 64 23,500 01/01/04 01/08/97 Matadi 152 55,800 01/01/04 01/08/02 Mbuji-Mayi 182 66,800 01/01/04 01/08/02 Shaba (Kamina, Kisenga, Kaniama, 97 35,600 01/01/04 01/08/97 Kalemi & Likassi) Uvira 120 44,000 01/01/04 01/08/97 Elsewhere 56 20,600 01/01/04 01/08/97 Eritrea (Nafka) 4 Asmara 109 1,480 01/08/03 01/08/03 Asmara (Hotel Intercontinental) 182 2,470 01/08/03 01/08/03 1 Assab 41 560 01/08/03 01/08/03 Assab (Resident) 26 357 01/10/01 01/01/01 Keren 35 468 01/08/03 01/08/03 Massawa 64 870 01/08/03 01/08/03 7 April 2004 Page 27
Elsewhere 26 348 01/08/03 01/08/03 Country/ Area (Currency) First 60 Days First 60 Days Effective Date Survey Date Notes US$ Local (dd/mm/yy) (dd/mm/yy) Guinea (Guinean Franc) Conakry 87 173,000 01/01/04 01/10/02 Conakry (Hotels Camayenne & 168 336,000 01/01/04 01/10/02 1 Novotel) Elsewhere 46 91,300 01/01/04 01/10/02 Haiti (Gourde) Port-Au-Prince 188 8,180 01/03/04 01/03/04 Port-au-Prince (Resident) 89 3,870 01/03/04 01/03/04 Elsewhere 85 3,690 01/03/04 01/03/04 Kenya (Kenyan Shilling) Nairobi 200 15,300 01/03/04 01/09/03 Baringo & Nyeri 128 9,780 01/03/04 01/09/03 7 Lamu 82 6,260 01/03/04 01/09/03 7 Malindi 77 5,880 01/03/04 01/09/03 Mombasa (14 Apr.- 15 Jul.) 123 9,400 01/03/04 01/09/03 Mombasa (16 Jul. -13 Apr.) 149 11,400 01/03/04 01/09/03 Naivasha 105 8,020 01/03/04 01/09/03 7 Elsewhere 56 4,280 01/03/04 01/09/03 Korea, Dem. Peo. of (N. Korean Won) Pyongyang 148 20,200 01/03/04 01/08/03 Elsewhere 111 15,100 01/03/04 01/08/03 Lesotho (Loti) Maseru 121 800 01/03/04 01/08/03 Elsewhere 62 408 01/03/04 01/09/03 Mauritania (Ouguiya) Nouakchott 81 21,400 01/03/04 01/08/02 Nouakchott (Hotels Monotel & 97 25,500 01/03/04 01/08/02 1 Halima) Nouadhibou and Zouerate 57 15,100 01/03/04 01/04/01 Elsewhere 42 11,100 01/03/04 01/08/02 Mozambique (Metical) Maputo 165 3,832,000 01/03/04 01/12/03 Beira 120 2,787,000 01/03/04 01/12/03 Chimoio 106 2,462,000 01/03/04 01/06/01 Nampula 93 2,160,000 01/03/04 01/12/03 Pemba 167 3,879,000 01/03/04 01/12/03 Quelimane 88 2,044,000 01/03/04 01/06/99 Elsewhere 76 1,765,000 01/03/04 01/12/03 7 April 2004 Page 28
Country/ Area (Currency) First 60 Days First 60 Days Effective Date Survey Date Notes US$ Local (dd/mm/yy) (dd/mm/yy) Sierra Leone (Leone) Freetown 129 297,000 01/03/04 01/05/02 Freetown (Bintumani) 155 357,000 01/03/04 01/06/03 1 Freetown (Cape Sierra & Mammy 169 389,000 01/03/04 01/05/02 1 Yoko) Elsewhere 60 138,000 01/03/04 01/09/01 Somalia (Somali Shilling) Mogadishu and Hargeisa 68 1,006,000 01/03/04 01/01/04 Elsewhere 45 665,000 01/03/04 01/01/04 Elsewhere 155 125 01/02/04 01/09/02 Sudan (Sudanese Dinar) 9 Khartoum 144 37,300 01/03/04 01/05/01 Khartoum (Grand Holiday Villa) 223 57,800 01/03/04 01/07/03 2 Khartoum (Hilton) 264 68,400 01/03/04 01/07/03 1 Khartoum (Palace Hotel) 259 67,100 01/03/04 01/07/03 2 Juba (UNDP Guest House) 82 21,200 01/03/04 01/07/03 Port Sudan 83 21,500 01/03/04 01/07/03 Elsewhere 59 15,300 01/03/04 01/07/03 Togo (CFA Franc) Lome 169 89,100 01/02/04 01/04/01 Kara 67 35,100 01/02/04 01/04/01 Elsewhere 47 24,700 01/02/04 01/05/98 Notes 1 This special rate for specified hotels is not subject to the 15 or 40 per cent addition for staff in levels D-1 and above and should be approved only after a senior official has certified that the staff member did not share accommodations and that good commercial hotels were not available. This special rate should be paid only upon presentation of hotel receipts and for the actual number of days the staff member remains in one of the specified hotels; otherwise the rate indicated for other hotels should apply. de rang hôtels de le Ce taux spécial prévu pour certains hôtels n'est pas sujet à la majoration de 15 ou 40 p. 100 pour les fonctionnaires de la classe D-1 et des classes supérieures et ne peut être accordé que si un fonctionnaire supérieur atteste que l'intéressé ne partage pas une chambre d'hôtel et qu'il n'y a pas de place dans les la catégorie "bon confort". Ce taux spécial ne sera appliqué que sur présentation du reçu de l'hôtel et pour nombre effectif de jours durant lesquels le fonctionnaire séjournera dans l'un des hôtels ainsi désignés; dans tous les autres cas, c'est le taux applicable aux autres hôtels qui sera en vigueur. 7 April 2004 Page 29
2 This special rate for specified hotels is not subject to the 15 or 40 percent addition for staff in levels D-1 and above and should be approved only after a senior official has certified that the staff member did not share accommodations. This special rate should be paid upon presentation of hotel receipts and for the actual number of days the staff member remains in one of the specified hotels; otherwise the rate indicated for other hotels should apply. Ce taux spécial prévu pour certains hôtels n'est pas sujet à la majoration de 15 ou 40 p. 100 pour fonctionnaires de la classe D-1 et des classes supérieures et ne eut être accordé que si un fonctionnaire de rang supérieur atteste que l'intéressé ne partage pas une chambre 'hôtel. Ce taux pécial ne sera appliqué que sur présentation du reçu de l'hôtel et pour le nombre effectif de jours durant lesquels le fonctionnaire séjournera dans l'un des hôtels ainsi désignés; dans tous les autres cas, c'est le taux applicable aux autres hôtels qui sera en vigueur. 3 Cuba - The U.S. dollar rate of DSA is based on a special rate of exchange (1 Peso = 1 U.S. dollar) applicable to UN travellers, which differs from the UN operational rate of exchange. du Cuba - Le montant en dollars de l'indemnité journalière de subsistance est calculé sur la base d'un taux de change spécial (1 peso = 1 dollar des Etats-Unis) applicable aux personnes en voyage autorisé, qui diffère taux de change pratiqué pour les opérations de 1'ONU. après 4 The resident rate applies to International staff with resident status. Le taux résident s'applique aux fonctionnaires internationaux dotés du statut du résident. 5 Only U.S. dollar rate is applicable for the first 60 days. (The local currency rate is shown only for consistency). The "after 60 days" rate is the same as that for the "first 60 days" rate. Seul le taux en dollar des Etats-Unis est applicable pour les 60 premiers jours. (Le montant de l'indemnité journalière de subsistance en monnaie locale est indiqué pour raison de cohérence). Le taux applicable les 60 premiers jours est identique à celui des 60 premiers jours. 6 Mexico - The DSA rates for Mexico are listed by city and state. These rates apply to the capitals, major cities and large resort areas. The smaller cities and rural areas fall under the "elsewhere" rate. Mexique - Les taux de l'indemnité journalière de subsistance pour le Mexique sont indiqués par ville et par Etat. Ces taux s'appliquent aux capitales, aux grandes villes et aux principales stations touristiques. Dans le cas des villes plus petites et des zones rurales, c'est le taux "ailleurs" qui est applicable. 7 Room rate includes all meals. Therefore the room as a percentage of DSA figure is not applicable. Le prix de chambre d'hôtel inclut tous les repas. Ainsi, le prix de chambre d'hôtel en pourcentage de l'indemnité journalière de subsistance ne s'applique pas. 8 Only the Iranian Rial rate is applicable. Seul le taux en rials iranians est applicable. 7 April 2004 Page 30
9 Only the US dollar rate is applicable for the first 60 days. (The local currency rate is shown only for consistency). The "after 60 days" rate is 75 per cent of the "first 60 days" rate. Seul le taux en dollar des Etats-Unis est applicable pour les 60 premiers jours. (Le montant de l'indemnité journalière de subsistance en monnaie locale est indiqué pour raison de cohérence). Le taux applicable après les 60 premiers jours est 75 pour cent du taux des 60 premiers jours. 10 The DSA rate is adjusted in accordance with that of Jerusalem, Israel. Le montant de l'indemnité journalière de subsistance est ajusté selon celle de la ville de Jerusalem, Israel. 11 Angola introduced a new currency, the Kwanza, as of 1 January 2000. L'Angola a introduit sa nouvelle monnaie, le Kwanza, depuis le 1er Janvier 2000. 12 The hotels included in this category are the Hyatt Regency, Imperial, Oberoi, Le Meridien, Radisson, Taj Ambassador, Taj Mahal and Taj Palace. Les hotels inclus dans cette categorie sont Hyatt Regency, Imperial, Oberoi, Le Meridien, Radisson, Taj Ambassador, Taj Mahal and Taj Palace. et 14 This DSA rate is based on room and meal rates for Hotel Pearl Continental in Bhurban, Hotels Serena in Faisalabad and Quetta, Hotel Pearl Continental (New Wing) in Lahore and Hotel Pearl Continental in Peshawar. Ce montant de l'indemnité journalière de subsistance est calculé sur la base de prix de chambre et des repas dans le Hôtel Pearl Continental à Bhurban, Hôtel Pearl Continental à Lahore, Hôtels Serena à Faisalabad Quetta, Hôtel Pearl Continental (la nouvelle aile) à Lahore et Hôtel Pearl Continental à Peshawar. 15 This DSA rate is based on room and meal rates for Hotels Avari, Marriott, Pearl Continental and Sheraton in Karachi, Hotels Avari and Pearl Continental (Old Wing) in Lahore, Hotel Holiday Inn in Multan and Hotel Pearl Continental in Rawalpindi. Ce montant de l'indemnité journalière de subsistance est calculé sur la base de prix de chambre et des repas dans les Hôtels Avari, Marriott, Pearl Continental et Sheraton à Karachi, Hôtels Avari et Pearl Continental (l'ancienne aile) à Lahore, Hôtel Holiday Inn à Multan et Hôtel Pearl Continental à Rawalpindi. 7 April 2004 Page 31