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30 Aug 2017

Terms of Reference GCF Readiness Preparation Support Project for the Enhancement of Belize’s Capacity to Access and Deliver International Climate Finance through Targeted Institutional Strengthening Recruitment of Consultancy Firm for Capacity Building of National Designated Authority and Preparation of Country Strategic Framework Belize MINISTRY OF ECONOMIC DEVELOPMENT AND PETROLEUM JUNE, 2017

Closing Date: Wed, 06 Sep 2017

CARIBBEAN COMMUNITY
CLIMATE CHANGE CENTER
(CCCCC)
REQUEST FOR PROPOSAL
Recruitment of Consultancy Firm for Capacity Building of National Designated Authority (NDA) and Preparation of Country Strategic Framework - Belize
Contract #20/2017/GCF/CCCCC
August 7th 2017
CONTENTS
SECTION 1. Letter of Invitation ...........................................................................................2
SECTION 2. Instructions to Consultants .............................................................................5
Data Sheet ..........................................................................................................................21
SECTION 3. Technical Proposal - Standard Forms .........................................................26
Form TECH-1 Technical Proposal Submission Form .....................................................27
Form TECH-2 Consultant’s Organization and Experience .............................................29
A - Consultant’s Organization ........................................................................................ 29
B - Consultant’s Experience ........................................................................................... 30
Form TECH-3 Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Centre ....................................31
A - On the Terms of Reference ....................................................................................... 31
Form TECH-4 Description of Approach, Methodology and Work Plan for Performing the Assignment.............................................................................................................32
Form TECH-5 Team Composition and Task Assignments .............................................33
Form TECH-6 - Curriculum Vitae (CV) for Proposed Professional Staff .......................34
Form TECH-7 Staffing Schedule1 ...................................................................................36
Form TECH-8 Work Schedule ........................................................................................37
SECTION 4. Financial Proposal - Standard Forms ..........................................................38
Form FIN-1 Financial Proposal Submission Form ..........................................................39
Form FIN-2 Summary of Costs .......................................................................................40
Form FIN-3 Breakdown of Costs by Activity1 ................................................................41
Form FIN-5 Breakdown of Expenses1 ...............................................................................43
SECTION 5: TERMS OF REFERENCE ...........................................................................46
SECTION 6: CONTRACT ...................................................................................................54
ANNEX I ...........................................................................................................................60
Bank Guarantee for Advance Payment ..............................................................................60
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REQUEST FOR PROPOSALS
RFP No: Contract #20/2017/GCF/CCCCC
Organization Name:
CARIBBEAN COMMUNITY CLIMATE CHANGE CENTER
Title of Consulting Services:
Recruitment of Consultancy Firm for Capacity Building of National Designated Authority (NDA) and Preparation of Country Strategic Framework - Belize
Contract #20/2017/GCF/CCCCC
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SECTION1. Letter of Invitation
Contract #20/2017/GCF/CCCCC
7th August 2017
Caribbean Community Climate Change Center (CCCCC)
2nd. Floor
L. Nicholas Building
North Ring Road
Belmopan City
BELIZE
Dear Sir/Madam.
1. The Caribbean Community Climate Change Centre (CCCCC) has received funds from the Green Climate Fund (GCF) for the purpose of implementing the project “GCF Readiness Preparation Support Project for the Enhancement of Belize’s Capacity to Access and Deliver International Climate Finance through Targeted Institutional Strengthening” and intends to apply a part of the proceeds towards payments for the Contract “Consultancy for Capacity Building of National Designated Authority (NDA) and Preparation of Country Strategic Framework, Belize”.
2. The CCCCC now invites firms to submit proposals to provide services for the “Consultancy for Capacity Building of National Designated Authority (NDA) and Preparation of Country Strategic Framework, Belize.” More details on the services to be provided can be found in the Terms of Reference attached.
3. Request for Proposals for this consultancy will be conducted through the International
Competitive Bidding (ICB) procedures and is open to all bidders.
4. A firm will be selected under the Quality-Based Selection (QBS) method and procedures described in this RFP.
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5. The RFP includes the following documents:
Section 1 - Letter of Invitation Section 2 – Instructions to Consultants Section 3 - Technical Proposal - Standard Forms Section 4 - Financial Proposal - Standard Forms Section 5 - Terms of Reference Section 6 - Standard Forms of Contract.
6. Interested and eligible consulting firms may obtain further information from Ms. Allison Williams, Procurement Officer, Caribbean Community Climate Change Centre (CCCCC), Email: procurement@caribbeanclimate.bz, between the hours of 8.00 am to 5.00 pm Monday through Friday, and inspect the Bidding Documents at: http://caribbeanclimate.bz/, Opportunities “Consultancy for Capacity Building of National Designated Authority (NDA) and Preparation of Country Strategic Framework, Belize”.
7. Electronic bidding will be permitted. Interested candidates are required to submit their proposal as PDF files, via email on or before 2:00pm (GMT-6), Wednesday 6th September 2017.
The address referred to above is:
Email: procurement@caribbeanclimate.bz
Caribbean Community Climate Change Centre (CCCCC),
Second Floor, Lawrence Nicholas Building
Ring Road,
Belmopan, BELIZE
Tel. No.: 501-822-1104, 822-1094
Fax.: No. 501-822-1365
8. The Caribbean Community Climate Change Centre (CCCCC) reserves the right to accept or reject any tender and to annul the process and reject all tenders at any time prior to the contract signature, without thereby incurring any liability.
Yours sincerely,
Allison Williams
Procurement Officer (Ag.)

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SECTION 2.
Instructions to Consultants
Definitions
(a) “Centre” means the agency with which the selected Consultant signs the Contract for the Services.
(b) “Consultant” means any entity or person that may provide or provides the Services to the Centre under the Contract.
(c) “Contract” means the Contract signed by the Parties and all the attached documents listed in its Clause 1, that is the General Conditions (GC), the Special Conditions (SC), and the Appendices.
(d) “Data Sheet” means such part of the Instructions to Consultants used to reflect specific country and assignment conditions.
(e) “Day” means calendar day.
(f) “Government” means the government of the Centre’s country.
(g) “Instructions to Consultants” (Section 2 of the RFP) means the document which provides shortlisted Consultants with all information needed to prepare their Proposals.
(h) “LOI” (Section 1 of the RFP) means the Letter of Invitation being sent by the Centre to the shortlisted Consultants.
(i) “Personnel” means professionals and support staff provided by the Consultant or by any Sub-Consultant and assigned to perform the Services or any part thereof; “Foreign Personnel” means such professionals and support staff who at the time of being so provided had their domicile outside the Government’s country; “Local Personnel” means such professionals and support staff who at the time of being so provided had their domicile inside the Government’s country.
(j) “Proposal” means the Technical Proposal and the Financial Proposal.
(k) “RFP” means the Request For Proposal to be prepared by the Centre for the selection of Consultants, based on the SRFP.
(l) “SRFP” means the Standard Request for Proposals, which must be used by the Centre as a guide for the preparation of the RFP.
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(m) “Services” means the work to be performed by the Consultant pursuant to the Contract.
(n) “Sub-Consultant” means any person or entity with whom the Consultant subcontracts any part of the Services.
(o) “Terms of Reference” (TOR) means the document included in the RFP as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Centre and the Consultant, and expected results and deliverables of the assignment.
1. Introduction
1.1 The Caribbean Community Climate Change Centre, will select a consulting firm/organization (the Consultant) from those who respond to publication for the submission of proposals, in accordance with the method of selection specified in the Data Sheet.
1.2 Consultants are invited to submit a Technical Proposal and a Financial Proposal, or a Technical Proposal only, as specified in the Data Sheet, for consulting services required for the assignment “Capacity Building of National Designated Authority (NDA) and Country Strategic Framework, Belize”. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Consultant.
1.3 Consultants should familiarize themselves with local and regional conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local and regional conditions, Consultants are encouraged to visit the Centre before submitting a proposal and to attend a pre-proposal conference if one is specified in the Data Sheet. Attending the pre-proposal conference is optional. Consultants should contact the Centre’s representative named in the Data Sheet to arrange for their visit or to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements.
1.4 The Centre will provide, on a timely basis, at no cost to the Consultants the inputs and facilities specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports.
1.5 Consultants shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The
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Centre is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultants.
Conflict of
Interest
1.6 The Centres policy requires that Consultants provide professional, objective, and impartial advice and at all times hold the Centre’s interests paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work.
1.6.1 Without limitation on the generality of the foregoing, Consultants, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below:
Conflicting activities
(i) A firm that has been engaged by the Centre to provide goods, works or services other than consulting services for a project, and any of its affiliates, shall be disqualified from providing consulting services related to those goods, works or services. Conversely, a firm hired to provide consulting services for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firm’s consulting services for such preparation or implementation. For the purpose of this paragraph, services other than consulting services are defined as those leading to a measurable physical output, for example surveys, exploratory drilling, aerial photography, and satellite imagery.
Conflicting assignments
(ii) A Consultant (including its Personnel and Sub-Consultants) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Centre. For example, a Consultant hired to prepare engineering design for an infrastructure project shall not be engaged to prepare an independent environmental assessment for the same project, and a
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Consultant assisting a Centre in the privatization of public assets shall not purchase, nor advise purchasers of, such assets. Similarly, a Consultant hired to prepare Terms of Reference for an assignment should not be hired for the assignment in question.
Conflicting relationships
(iii) A Consultant (including its Personnel and Sub-Consultants) that has a business or family relationship with a member of the Centre’s staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Centre throughout the selection process and the execution of the Contract.
1.6.2 Consultants have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Centre, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Contract.
1.6.3 No agency or current employees of the Centre shall work as Consultants under their own ministries, departments or agencies. Recruiting former government employees of the Centre to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Consultant nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work full-time outside of their previous official position. Such certification shall be provided to the Centre by the Consultant as part of his technical proposal.
Unfair Advantage
1.6.4 If a shortlisted Consultant could derive a competitive advantage from having provided consulting services related to the assignment in question, the Centre shall make available to all shortlisted Consultants together with this RFP all information that would in that respect
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give such Consultant any competitive advantage over competing Consultants.
Fraud and
Corruption
1.7 The Centre requires that all Consultants adhere to the highest ethical standards, both during the selection process and throughout the execution of a contract. In pursuance of this policy, the Centre:
(a) defines, for the purpose of this paragraph, the terms set forth below as follows:
(i) “corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the selection process or in contract execution;
(ii) “fraudulent practice” means a misrepresen-tation or omission of facts in order to influence a selection process or the execution of a contract;
(iii) “collusive practices” means a scheme or arrangement between two or more consultants with or without the knowledge of the Centre, designed to establish prices at artificial, noncompetitive levels;
(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract.
(b) will reject a proposal for award if it determines that the Consultant recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract in question;
(c) will cancel the contract if it determines at any time that representatives of the Centre and/or the engaged in corrupt, fraudulent, collusive or coercive practices during the selection process or the execution of the contract.
(d) will sanction a Consultant, including declaring the Consultant ineligible, either indefinitely or for a stated
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period of time, to be awarded a contract by the Centre if at any time determines that the Consultant has, directly of through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing the contract; and
1.8 Consultants, their Sub-Consultants, and their associates shall not be under a declaration of ineligibility for corrupt and fraudulent practices in accordance with the above para. 1.7. Furthermore, the Consultants shall be aware of the provisions on fraud and corruption stated in the specific clauses in the General Conditions of Contract.
1.9 Consultants shall furnish information on commissions and gratuities, if any, paid or to be paid to agents relating to this proposal and during execution of the assignment if the Consultant is awarded the Contract, as requested in the Financial Proposal submission form (Section 4).
Origin of Goods and Consulting Services
1.10 Goods supplied and Consulting Services provided under the Contract may originate from any country except if:
(i) as a matter of law or official regulation, the Centres’ country prohibits commercial relations with that country; or
(ii) by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Centre’s Country prohibits any imports of goods from that country or any payments to persons or entities in that country.
Only one
Proposal
1.11 Shortlisted Consultants may only submit one proposal. If a Consultant submits or participates in more than one proposal, such proposals shall be disqualified. However, this does not limit the participation of the same Sub-Consultant, including individual experts, to more than one proposal.
Proposal
Validity
1.12 The Data Sheet indicates how long Consultants’ Proposals must remain valid after the submission date. During this period, Consultants shall maintain the availability of Professional staff nominated in the Proposal. The Centre will make its best effort to complete negotiations within this period. Should the need arise, however, the Centre may request Consultants to extend the validity period of their proposals. Consultants who agree to such extension shall confirm that they maintain the availability
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of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultants could submit new staff in replacement, who would be considered in the final evaluation for contract award. Consultants who do not agree have the right to refuse to extend the validity of their Proposals.
Eligibility of Sub-Consultants
1.13 In case a shortlisted Consultant intends to associate with Consultants who have not been shortlisted and/or individual expert(s), such other Consultants and/or individual expert(s) shall be subject to the eligibility criteria set forth in the Guidelines.
2. Clarification and Amendment of RFP Documents
2.1 Consultants may request a clarification of any of the RFP documents up to the number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Centre’s address indicated in the Data Sheet. The Centre will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Consultants. Should the Centre deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure under para. 2.2.
2.2 At any time before the submission of Proposals, the Centre may amend the RFP by issuing an addendum in writing or by standard electronic means. The addendum shall be sent to all Consultants and will be binding on them. Consultants shall acknowledge receipt of all amendments. To give Consultants reasonable time in which to take an amendment into account in their Proposals the Centre may, if the amendment is substantial, extend the deadline for the submission of Proposals.
3. Preparation of Proposals
3.1 The Proposal (see para. 1.2), as well as all related correspondence exchanged by the Consultants and the Centre, shall be written in the language (s) specified in the Data Sheet.
3.2 In preparing their Proposal, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal.
3.3 While preparing the Technical Proposal, Consultants must give particular attention to the following:
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(a) If a shortlisted Consultant considers that it may enhance its expertise for the assignment by associating with other Consultants in a joint venture or sub-consultancy, it may associate with either (a) non-shortlisted Consultant(s), or (b) shortlisted Consultants if so indicated in the Data Sheet. A shortlisted Consultant must first obtain the approval of the Centre if it wishes to enter into a joint venture with non-shortlisted or shortlisted Consultant(s). In case of association with non-shortlisted Consultant(s), the shortlisted Consultant shall act as association leader. In case of a joint venture, all partners shall be jointly and severally liable and shall indicate who will act as the leader of the joint venture.
(b) The estimated number of Professional staff-months or the budget for executing the assignment shall be shown in the Data Sheet, but not both. However, the Proposal shall be based on the number of Professional staff-months or budget estimated by the Consultants.
For fixed-budget-based assignments, the available budget is given in the Data Sheet, and the Financial Proposal shall not exceed this budget, while the estimated number of Professional staff-months shall not be disclosed.
(c) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position.
Language
(d) Documents to be issued by the Consultants as part of this assignment must be in the language(s) specified in the Reference Paragraph 3.1 of the Data Sheet. If Reference Paragraph 3.1 indicates two languages, the language in which the proposal of the successful Consultant will be submitted shall govern for the purpose of interpretation. It is desirable that the firm’s Personnel have a working knowledge of the Centre’s national language.
Technical Proposal Format and Content
3.4 Consultants are required to submit a Simplified Technical Proposal (STP). Submission of the wrong type of Technical Proposal will result in the Proposal being deemed non-responsive. The Technical Proposal shall provide the information indicated in the following paragraphs from (a) to (f) using the attached Standard Forms (Section 3). Paragraph
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(b) (ii) indicates the recommended number of pages for the description of the approach, methodology and work plan of the STP. A page is considered to be one printed side of A4 or letter size paper.
(a) (i) For the STP all comments and suggestions, if any, should be incorporated into the description of the approach and methodology (refer to following sub-paragraph 3.4 (b) (ii)).
(b) (i) For the FTP, and STP: a description of the approach, methodology and work plan for performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. The work plan should be consistent with the Work Schedule (Form TECH-8 of Section 3) which will show in the form of a bar chart the timing proposed for each activity.
(ii) For the STP only: the description of the approach, methodology and work plan should normally consist of 10 pages, including charts, diagrams, and comments and suggestions, if any, on Terms of Reference and counterpart staff and facilities.
(c) The list of the proposed Professional staff team by area of expertise, the position that would be assigned to each staff team member, and their tasks (Form TECH-5 of Section 3).
(d) Estimates of the staff input (staff-months of foreign and local professionals) needed to carry out the assignment (Form TECH-7 of Section 3). The staff-months input should be indicated separately for home office and field activities, and for foreign and local Professional staff.
(e) CVs of the Professional staff signed by the staff themselves or by the authorized representative of the Professional Staff (Form TECH-6 of Section 3).
(f) For the FTP only: a detailed description of the proposed methodology and staffing for training, if the Data Sheet specifies training as a specific component of the assignment.
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3.5 The Technical Proposal shall not include any financial information. A Technical Proposal containing financial information may be declared non responsive.
Financial Proposals
3.6 The Financial Proposal shall be prepared using the attached Standard Forms (Section 4). It shall list all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at the Consultants’ home office), and (b) reimbursable expenses indicated in the Data Sheet. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items.
Taxes
3.7 The Consultant may be subject to local taxes (such as: value added or sales tax, social charges or income taxes on non resident Foreign Personnel, duties, fees, levies) on amounts payable by the Centre under the Contract. The Centre will state in the Data Sheet if the Consultant is subject to payment of any local taxes. Any such amounts shall not be included in the Financial Proposal as they will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract.
3.8 Consultants may express the price of their services in a maximum of three freely convertible currencies, singly or in combination. The Centre may require Consultants to state the portion of their price representing local cost in the national currency if so indicated in the Data Sheet.
3.9 Commissions and gratuities, if any, paid or to be paid by Consultants and related to the assignment will be listed in the Financial Proposal Form FIN-1 of Section 4.
4. Submission, Receipt, and Opening of Proposals
4.1 The original proposal (Technical Proposal and, if required, Financial Proposal; see paragraph 1.2) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Consultants themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4.
4.2 An authorized representative of the Consultants shall initial all pages of the original Technical and Financial Proposals. The
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authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been dully authorized to sign. The signed Technical and Financial Proposals shall be marked “ORIGINAL”.
4.3 The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. The Technical Proposals shall be sent to the addresses referred to in para. 4.5 and in the number of copies indicated in the Data Sheet. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs.
4.4 The original and all copies of the Technical AND Financial Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the original Financial Proposal (if required under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” followed by the number and the name of the assignment, and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, reference number and title of the Loan, and be clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE the date specified in the Instruction to Consultants. The Centre shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non- responsive.
4.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Centre no later than the time and the date indicated in the Data Sheet, or any extension to this date in accordance with paragraph 2.2. Any proposal received by the Centre after the deadline for submission shall be returned unopened.
4.6 The Centre shall open the Technical Proposal immediately after the deadline for their submission. The envelopes with the Financial Proposal shall remain sealed and securely stored.
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5. Proposal
Evaluation
5.1 From the time the Proposals are

 

See attached file