Summary: Consultancy for Outsourcing Reception Services

Job Details

  • Deadline: Daily
  • Company: Registered Name of Organisation (the “Organisation”): _______________________
  • Location: Kenya

Job Description

  • REQUEST FOR PROPOSAL (RFP)

Consultancy for Outsourcing Reception Services

IUCN Regional office Nairobi, Procurement and Operations Department

RfP Reference: IUCN-26-08-Cost Centre-01

Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read

the information and instructions carefully because non-compliance with the instructions may result in

disqualification of your Proposal from this Procurement.

  • REQUIREMENTS

1.1. A detailed description of the services and/or goods to be provided can be found in

below.

  • CONTACT DETAILS

2.1. During the course of this procurement, i.e. from the publication of this RfP to the award of a

contract, you may not discuss this procurement with any IUCN employee or representative

other than the following contact. You must address all correspondence and questions to the

contact, including your Proposal.

IUCN Contact: jane.njonjo@iucn.org

  • PROCUREMENT TIMETABLE

3.1. This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that

changes to any of the deadlines are necessary, we will publish this on our website and

contact you directly if you have indicated your interest in this procurement (see Section 3.2).

DATE and ACTIVITY

10/08/2026 -Publication of the Request for Proposals

17/08/2028 -Deadline for expressions of interest

17/08/2026 -Deadline for submission of questions

21/08/2026 -Planned publication of responses to questions

31/08/2026 -Deadline for submission of Proposals to IUCN (“Submission

Deadline”)

07/09/2026 -Clarification of Proposals

11/09/2026 -Interviews / site visits / presentations

21/09/2026 -Planned date for contract award

01/10/2026 -Expected contract start date

3.2. Please email the IUCN contact to express your interest in submitting a Proposal by the

deadline stated above. This will help IUCN to keep you updated regarding the procurement.

  • COMPLETING AND SUBMITTING A PROPOSAL

4.1. Your Proposal must consist of the following four separate documents:

  • Signed Declaration of Undertaking (see below)
  • Pre-Qualification Information (see Section 4.3 below)
  • Technical Proposal (see Section 4.4 below)
  • Financial Proposal (see Section 4.5 below)

Proposals must be prepared in English.

4.2. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [RfP Reference – bidder name]. The bidder name is the name of the company/organisation on whose behalf you are submitting the Proposal, or your own surname if you are bidding as a self-employed consultant. Your Proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.

IMPORTANT

Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission.

4.3. Pre-Qualification Criteria

IUCN will use the following Pre-Qualification Criteria to determine whether you have the capacity to provide the required goods and/or services to IUCN. Please provide the necessary information in a single, separate document.

Pre-Qualification Criteria

1.3 relevant references of clients similar to IUCN / similar work

2.Confirm that you have all the necessary legal registrations to perform the work

3.State your annual turnover for each of the past 3 years

4.How many employees does your organisation have who are qualified for this work

4.4. Technical Proposal

The Technical Proposal must address each of the criteria stated below explicitly and separately, quoting the relevant criteria reference number (left-hand column).

Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCN’s discretion.

Where CVs are requested, these must be of the individuals who will actually carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.

IUCN will evaluate Technical Proposals with regards to each of the following criteria and their relative importance:

Description, Information to provide and Relative weight

  • Company Experience and Capacity

Company profile Years of experience in outsourcing reception services-5%

Experience with similar organizations-5%

At least three reference clients-5%

Evidence of successful contract implementation-5%

  • Personnel Qualification (proposed receptionist)

Degree in Business Administration, Office Management, or a related field. -5%

Minimum 3 years of relevant experience-5%

Documents required-CV, Academic certificates and professional certificates (where applicable)-10%

  • Understanding of the Assignment

Front Office Management-5%

Administrative Support-5%

Communication and Coordination-5%

Record keeping -5%

Customer Service-5%

  • Service Delivery Methodology

Recruitment process-5%

Staff induction and training & Supervision arrangements-5%

Performance monitoring & Attendance management-5%

Staff replacement procedures & Business continuity plan-5%

  • Value Addition

Regular customer service training-5%

Backup receptionist at no additional cost-5%

Monthly performance reports-5%

Continuous improvement initiatives-5%

4.5. Financial Proposal

4.5.1. The Financial Proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.

4.5.2. Prices include all costs

Submitted rates and prices are deemed to include all costs, insurances, taxes (except VAT, see below), fees, expenses, liabilities, obligations, risk and other things necessary for the performance of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your responsibility to determine whether such taxes apply to your organisation and to include them in your Financial Proposal.

4.5.3. Applicable Goods and Services Taxes

Proposal rates and prices shall be exclusive of Value Added Tax.

4.5.4. Currency of proposed rates and prices

All rates and prices submitted by Proposers shall be in Kes.

4.5.5 Breakdown of rates and prices

For information only, the price needs to be broken down as follows

Description

1.Basic pay — Receptionist (1 staff member)

2.NSSF Contribution (Tier I & II) 6% basic pay

3.Affordable Housing Levy (Employer 1.5 %)

4.NITA Training Levy (Employer)-Statutory

5.WIBA insurance-Statutory

6.Consultancy Management Fee

7.Others

4.6. Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation.

4.7. Your Proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.

4.8. Withdrawals and Changes

You may freely withdraw or change your Proposal at any time prior to the submission deadline by written notice to the IUCN Contact. However, in order to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline.

  • EVALUATION OF PROPOSALS

5.1. Completeness

IUCN will firstly check your Proposal for completeness. Incomplete Proposals will not be considered further.

5.2. Pre-Qualification Criteria

Only Proposals that meet all of the pre-qualification criteria will be evaluated.

5.3. Technical Evaluation

5.3.1. Scoring Method

Your Proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that ‘0’ is low and ‘10’ is high.

5.3.2. Minimum Quality Thresholds

Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.

5.3.3. Technical Score

Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your Proposal’s overall technical score.

5.4. Financial Evaluation and Financial Scores

The financial evaluation will be based upon the full total price you submit. Your Financial Proposal will receive a score calculated by dividing the lowest Financial Proposal that has passed the minimum quality thresholds (see Section 5.3.2) by the total price of your Financial Proposal.

Thus, for example, if your Financial Proposal is for a total of CHF 100 and the lowest Financial Proposal is CHF 80, you will receive a financial score of 80/100 = 80%

5.5. Total Score

Your Proposal’s total score will be calculated as the weighted sum of your technical score and your financial score.

The relative weights will be: Technical: 70% Financial: 30%

Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%.

Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose Proposal achieves the highest total score.

  • EXPLANATION OF PROCUREMENT PROCEDURE

6.1. IUCN is using the Open Procedure for this procurement. This means that the contracting opportunity is published on IUCN’s website and open to all interested parties to take part, subject to the conditions in Section 7 below.

6.2. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1.

6.3. All Proposals must be received by the submission deadline in Section 3.1 above. Late Proposals will not be considered. All Proposals received by the submission deadline will be evaluated by a team of three or more evaluators in accordance with the evaluation criteria stated in this RfP. No other criteria will be used to evaluate Proposals. The contract will be awarded to the bidder whose Proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all.

6.4. IUCN will contact the bidder with the highest-scoring Proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of Proposals takes.

  • CONDITIONS FOR PARTICIPATION IN THIS PROCUREMENT

7.1. To participate in this procurement, you are required to submit a Proposal, which fully complies with the instructions in this RfP and the Attachments.

7.1.1. It is your responsibility to ensure that you have submitted a complete and fully compliant Proposal.

7.1.2. Any incomplete or incorrectly completed Proposal submission may be deemed non-compliant, and as a result you may be unable to proceed further in the procurement process.

7.1.3. IUCN will query any obvious clerical errors in your Proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.

7.2. In order to participate in this procurement, you must meet the following conditions:

•Free of conflicts of interest

•Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed)

•In full compliance with your obligations relating to payment of social security contributions and of all applicable taxes

•Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection

•Not bankrupt or being wound up

•Never been guilty of an offence concerning your professional conduct

•Not involved

How to Apply

Apply by email: jane.njonjo@iucn.org