Request for Quotation (RFQ)

Transcription

1 MENDEZ ENGLAND & ASSOCIATES ME&A 4300 M ONTGOMERY A VENUE S UITE 103 B ETHESDA, MD T F E - M AIL meainfo@engl.com Request for Quotation (RFQ) RFQ Number: Issuance Date: Deadline for Questions: Deadline for Offers: Description: For: Funded By: Implemented By: Please send your Proposals to: Type of Award: Term of Award: Approximate Date Award Issued to Successful Bidder: Location of Services: PL PBS-FY17-EVELYN Bangladesh-01 August 8, 2017 August 21, 2017 August 28, 2017 (6pm, EST) Conducting population-based surveys (PBS) in select areas of Bangladesh USAID Food for Peace, Evaluation and Leaning (EVELYN) Mechanism United States Agency for International Development (USAID) Contract No. AID-OAA-TO Mendez England and Associates (ME&A) orakhim@engl.com Firm Fixed Price Contract Up to four months September 2017 Bangladesh Method of Submittal: Respond via to the contact above with your cover letter (1page), company profile (1 page), past experience (3 pages maximum), detailed quotation according to attached budget template, resumes and AID forms in.pdf format. Quote must have your company logo, signed, stamped and dated. The Bidder/Offeror agrees to hold the prices in its offer firm for 30 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFQ. Attachments to RFQ: 1. Attachment A Statement of Work 2. Attachment B Instructions to Bidders/Offerors 3. Attachment C Budget Template All bidders/offerors are responsible to carefully review each attachment and STRICTLY follow and MATCH any instructions that may be relevant to this procurement.

2 Attachment A Statement of Work Data Collection Subcontractor s Statement of Work August 8, 2017 Food for Peace Post-Project Evaluation Population-Based Survey (PBS) in Bangladesh Background USAID s Office of Food for Peace (FFP) is the U.S. Government leader in international food assistance. In FY2016, FFP awarded Mendez England & Associates (ME&A), and its subcontractors ICF, NORC, Abt Associates and TANGO, the Evaluation & Learning (EVELYN) Mechanism, to conduct population-based surveys (PBSs), baseline studies and end-line studies, as well as performance, process, post-project and impact evaluations, and thematic studies. The purpose is to improve understanding of how FFP projects are functioning, whether the projects are achieving targeted results, how they are perceived by primary stakeholders and whether the approaches, methods and interventions promoted by FFP are efficient and cost-effective. Under the EVELYN contract mechanism, FFP plans to conduct a post-project evaluation (PPE) of the SHOUHARDO II FFP multi-year food assistance project (MYAP) in Bangladesh. The primary objective of the PPE is to gather evidence on the sustainability of outcomes and continuation of service provisions necessary to sustain them. The PPE will be designed to learn which outcomes and services promoted by SHOUHARDO II have been adopted by the communities, which activities are continuing (and why), and which are not (and why). The PPE will use a mixed-methods approach. The quantitative survey component will be designed to assess the status of the key outcomes while the qualitative component will focus on the key factors of sustainability; the role and influence of the local government, community institutions, and private voluntary organizations (PVOs); and the motivation of the public and private service providers and extension agents to continue service provisions that may have contributed to the sustainability of project outcomes and goals. The purpose of this Statement of Work (SOW) is to specify processes and deliverable requirements for the population-based survey (PBS) of the PPE quantitative component. Overview of SHOUHARDO II Project CARE Bangladesh implemented the SHOUHARDO II project in Bangladesh from 1 June 2010 through 31 May 2015 in the following areas: North Char region: Rangpur, Kurigram, Nilphamari and Dinajpur Districts; Mid Char region: Sirajganj, Bogra and Pabna Districts; Haor region: Mymensingh, Jamalpur and Sunamganj districts and; Coastal region: Cox's Bazar districts

3 The overall goal of the SHOUHARDO II project was to: Transform the lives of 370,000 poor and extreme poor households in 11 of the poorest and most marginalized districts in Bangladesh by reducing their vulnerability to food insecurity. In order to achieve SHOUHARDO II s program goal, CARE partnered with 16 NGOs and worked in close collaboration with a dozen government ministries to achieve the following Strategic Objectives (SOs): SO1: "Availability of" and "access to" nutritious foods enhanced and protected for 370,000 PEP households. SO2: Improved health, hygiene and nutrition status of 176,706 children under 2 years of age. SO3: PEP women and adolescent girls empowered in their families, communities and Union Parishad 1. SO4: Local elected bodies and government service providers responsiveness and accountability to the PEP increased. SO5: Targeted community members and government institutions are better prepared for, mitigate, and respond to disasters and adapt to climate change. Sample Size The population living in the geographic areas where the SHOUHARDO II Project was implemented will be the basis for the survey sampling frame. EVELYN will use the sampling frame from the end-line survey as the basis for the sampling frame for the post-process PBS. A three stage cluster sampling method will be used. At the first stage, villages (clusters) will be selected using probability proportional to size sampling (PPS) from the sampling frame. The clusters will be allocated proportionately across the geographic Districts based on the number of households included in each District. Then, within each cluster, 45 households will be systematically selected at the second stage. The third stage of sampling will involve selection of individuals within households to be interviewed. The total number of households to be interviewed may range anywhere between 3,000 and 6,500. The subcontractor should submit two separate budgets; one for 3,000 households including a listing exercise, and one for 6,500 households excluding a listing exercise. The budget for the listing exercise should be shown separately from the budget for the household survey (see budget template). The elements of the listing exercise are described further on in this document. Survey Instruments Data will be collected using computer-assisted personal interviewing (CAPI). The survey instrument includes several modules designed to collect data for 15 FFP standard indicators. The final survey likely will include additional questions and indicators based on FFP s strategic interest, and following consultation with the Bangladesh Mission and EVELYN team. Topics include household food access; food deprivation; water, sanitation, and hygiene (WASH); agriculture; household expenditures and assets; health and nutrition practices of women and children; gender; and nutritional outcomes of women and children (as measured through anthropometry), and 1 Union Parishad are the smallest local government administrative units in Bangladesh.

4 resilience. EVELYN will coordinate with FFP, the USAID Mission in Bangladesh and the CARE Bangladesh to develop and come to consensus on additional indicators in Bangladesh. Different people will be interviewed for different parts of the questionnaire, including the heads of households, primary caregivers of young children, women of reproductive age, among others. We expect the total time for completing the survey to be approximately 2-3 hours (or each interviewer interviewing 2 households per day). The same questionnaire used for the end-line evaluation will be used. EVELYN will provide this questionnaire in English and in Bangla. If questions are added to the questionnaire, the subcontractor will be responsible for translation from English to Bangla. The subcontractor will be responsible for working with the CAPI programmer to ensure the questionnaire and translation are captured accurately. If there are additions to the prior questionnaire, the subcontractor will conduct pretest interviews prior to interviewer training to ensure the soundness of the added questions. The subcontractor will pretest the added questions by using experienced interviewers and/or supervisors. Each interviewer/supervisor who participates in the pretest interviews is expected to conduct interviews with a minimum of 2 households. A minimum of 15 interviews should be conducted during the pretest. After pretesting has been completed, debriefing sessions will be held, in which any difficulties or problems with the interview will be identified. The subcontractor will communicate any proposed changes to EVELYN and the questionnaire will be modified after approval by EVELYN and USAID. To ensure interviewer preparedness, appropriate contact with the household, and familiarity with the household selection process, a pilot test will be conducted with each of the field teams in nonsample communities of project areas after the interviewer training has been completed. Should there be problems with preparedness, instruments or contact with the household, further training will be provided to remedy the problems. The subcontractor will deliver to EVELYN final English and local language versions of the questionnaire, reflecting all approved changes, prior to the start of the pilot test. The questionnaire cannot be changed once fieldwork begins. The survey includes an anthropometry component. Anthropometry specialists will take height/length and weight measures of all children under five years of age in each household and height and weight measures of all non-pregnant women of reproductive age in each household. They will be assisted by interviewers who will be trained as anthropometry assistants. Measuring boards and scales will be provided by EVELYN. The subcontractor will receive and securely store the measuring boards and scales prior to the start of anthropometry training. National Ethics Review EVELYN will submit an application to an appropriate national level agency responsible for ethical reviews of research projects in Bangladesh if needed. The subcontractor is required to coordinate with the national ethics review agency and ensure timely approval prior to the start of fieldwork. The subcontractor should include all relevant costs (coordination, application fee, etc.) in the proposed budget. Listing Households in Sampled Clusters (if applicable)

5 The listing exercise, which will occur before training of supervisors and interviewers, will include mapping the current structures and dwellings in each selected cluster, listing the number of dwellings and households, and collecting GPS coordinates at the center of the selected clusters prior to fieldwork. More specifically, the subcontractor s listing teams will provide a comprehensive inventory of all households within the selected clusters. This will involve visiting each cluster, and filling out an inventory sheet listing all structures along with a designation of which structures are residential dwelling units and the number of households within each dwelling. Responsibilities of the listers are: Contact the local authorities to inform them about the listing exercise and ask for their cooperation. Identify the boundary of the cluster. Establish a location map of the cluster that provides a detailed description of the ways and means to reach the cluster. List all dwellings in the cluster systematically and assign a sequential order number to each dwelling. Write the assigned household number at the entrance of each dwelling with a marker. This number should be the same as the sequence number entered in the inventory. Determine the number of households and if there is more than one household within each dwelling structure. Determine the number of children under 5 years of age in each household Complete the household listing form for each cluster. Inform the coordinators of any problems in the field and follow instructions to resolve them. Recruit an individual to serve as a team guide for the duration of the fieldwork in a given cluster. Establish a location map of the cluster if and when a segmentation procedure is performed. Establish a central point in the cluster and collect the GPS coordinates (latitude and longitude). Once the listing team arrives in the cluster, it will seek cooperation of the local authorities to identify the boundary of the cluster. In most clusters, the boundaries are identified by easily recognized landmarks like a pond or other natural geographical features or infrastructures such as roads. However, these limits can be imaginary (especially in rural areas), in such cases, the assistance of the authorities in identifying a cluster will be particularly important. If the cluster is large in size, i.e., it has 300 households or more, a segmentation procedure will be performed. The listing team must prepare the field sketch segments clearly indicating the segments counted. Before listing the households, the listing team will explore the cluster to determine the most effective way to enumerate all structures. For each listed cluster, the listing teams will provide the following: A sequentially numbered list of all structures within the cluster Designation of structures that are residential dwelling units A list of all households within each residential dwelling unit The name of the head of household The number of children under 5 years of age in the household The GPS coordinates of a central location in the cluster

6 Information about the segments counted (sketches and boundaries) Referrals and ways to contact the guide in the cluster Probable places of accommodation for members of the data collection team Any information to identify and locate the cluster All other helpful information Note that all of the above procedures must be completed before training by the listing team. Team Composition and Requirements One field coordinator is required for every 4-5 field teams. Field coordinators will: Manage and coordinate logistics between the central office and the field. Coordinate field visits for EVELYN field managers Oversee supervisors work and conduct quality control of the field teams 2-3 IT specialists. IT specialists will: Manage, coordinate, and troubleshoot IT related issues prior to CAPI training, during training, and during fieldwork (coordinate between the central office and the field teams) Each field team will include: 1 supervisor: Each interview team will have a supervisor for the following activities: o Assuring interviewers follow the sampling protocol o Checking questionnaire/forms before assigning the next household to the interviewer o Ensuring adherence to quality control measures in the field o Coordinating various field activities with the team o Recording GPS coordinates on the supervisor control sheet for every household included in the sample o Checking questionnaires in more detail at the end of the each day and if needed, revisit household(s) the following day o Observe at least one complete interview with each interviewer on the team to insure that interviewers are administering the questionnaire appropriately and correct them when required 4 interviewers: Interviewers must be fluent in the local language(s) in the areas they will be working. 1 anthropometry specialist. Each team will have an anthropometry specialist whose responsibility will be to provide anthropometry measures (height and weight) of women and children. The anthropometry specialist in each team will be supported by interviewers who will be trained to serve as anthropometry assistants. EVELYN will discuss with the subcontractor the most appropriate approach for the male/female team composition. The subcontractor is required to recruit 10 percent more staff to serve as field coordinators, IT specialists, supervisors, interviewers, and anthropometry specialists so that there are sufficient backup staff during fieldwork if needed. All staff must participate in the training (see Training Requirements).

7 Field team minimum requirements Field coordinators: Field coordinators will have a minimum college/university degree and previous experience supervising research studies and/or surveys especially complex and large-scale population surveys such as Demographic and Health Survey (DHS), Living Standards Measurement Study (LSMS), or Multiple Indicator Cluster Study (MICS). They are required to have an excellent survey logistics, coordination and fieldwork management skills, and experience conducting quality control and management of survey teams for large-scale surveys. They must be willing to travel to the field and work in difficult and sometimes uncomfortable circumstances. Experience using CAPI is preferred. IT specialists: IT specialists will have a minimum college/university degree and previous experience supervising research studies and/or surveys using CAPI especially complex and large-scale population surveys such as Demographic and Health Survey (DHS), Living Standards Measurement Study (LSMS), or Multiple Indicator Cluster Study (MICS). They are required to have an excellent IT troubleshooting skills, and experience conducting quality control and management of CAPI survey teams for large-scale surveys. They must be willing to travel to the field and work in difficult and sometimes uncomfortable circumstances. Supervisors: Supervisors are required to have a minimum college/university degree and previous experience supervising research studies and/or surveys especially complex and large-scale population surveys such as Demographic and Health Survey (DHS), Living Standards Measurement Study (LSMS), or Multiple Indicator Cluster Study (MICS). They must be fluent in local language(s) of the assigned survey areas and willing to travel to the field and work in difficult and sometimes uncomfortable circumstances. Experience using CAPI is preferred. Interviewers: Interviewers also are to have a minimum college/university degree with previous experience participating in research studies and/or surveys especially complex and large-scale population surveys such as Demographic and Health Survey (DHS), Living Standards Measurement Study (LSMS), or Multiple Indicator Cluster Study (MICS). They must be fluent in local language(s) of the assigned survey areas and willing to travel to the field and work in difficult and sometimes uncomfortable circumstances. Experience using CAPI is preferred. Anthropometry specialists: Anthropometry specialists are also required to have a minimum college/university degree. They are required to have an exceptional attention to details and previous experience participating in research studies and/or surveys especially complex and large-scale population surveys such as Demographic and Health Survey (DHS), Multiple Indicator Cluster Study (MICS) or other large scales health and nutrition surveys. They must be fluent in local language(s) of the assigned survey areas and willing to travel to the field and work in difficult and sometimes uncomfortable circumstances. In addition to the required qualification and experience, EVELYN recommends that the subcontractor develop a benchmark by way of giving a hiring/employment test to assess the level of survey skills and basic math skills of the individuals, and select and/or promote the most qualified individual for the above positions. I. Training Requirements The subcontractor will conduct and lead supervisor, interviewer, and anthropometry trainings in a central location. This includes all field coordinators, IT specialists, supervisors, interviewers, and

8 anthropometry specialists. The subcontractor will schedule 5-7 work days to train the supervisors and approximately 2-3 weeks to train interviewers in administering the questionnaire. Duration of training may be extended if EVELYN determines that the interviewers need further training to be ready for fieldwork. Anthropometry training and standardization require a period of up to 2 weeks. EVELYN will provide anthropometry standardization procedures prior to training. To ensure high quality of training and efficiency, EVELYN recommends that lunch and refreshments shall be provided in the training venue to ensure training schedules can be followed without delay or interruptions. The subcontractor is required to give an evaluation/a test to all supervisors and interviewers at the end of training to ensure that they have complete understanding of their roles and responsibilities in conducting and managing the survey independently. The method of final evaluation/test will be determined prior to the training in consultation with EVELYN. EVELYN also reserves the right to send representatives to observe various aspects of training and fieldwork. The supervisor, interviewer and anthropometry training manuals will be provided by EVELYN. The subcontractor will provide inputs for country-specific customization of the training manuals. Table 1describes various activities that must be covered during training. Training Sessions Supervisor/Pretest training Required Participants: Supervisors/experienced interviewers Interviewer training Required participants: Interviewers Supervisors Table 1: Activities covered during training Procedure or Safeguard Detailed explanation of the objectives of the survey, review of terminology, team members roles and responsibilities, rules, expected behavior, survey ethics, training and fieldwork schedules Method for selection of households in the Primary Sampling Units (PSUs), and selection of respondents within households Field logistics, cluster maps and segmentation Use of GPS devices to record HH coordinates Cover call-back procedures, i.e., up to three visits when the respondent is most likely to be in the HH Create and review contact sheets to record response rates, nonresponse and reasons for nonresponse Interviewer deportment and respondent confidentiality Quality control measures including use of field-log and supervisor control sheet. Detailed review of the questionnaire question-by-question, including routing and filtering, and a comprehensive discussion of directive and nondirective probing The use of other survey materials including the interviewer s manual and show cards, if any Practice interview Discussion of any problems or respondent queries that may arise Final evaluation of supervisors Detailed explanation of the objectives of the survey, review of terminology, team members roles and responsibilities, rules, expected behavior, survey ethics, training and fieldwork schedules Method for selection of households in the Primary Sampling Units (PSUs), and selection of respondents within households Use of GPS devices to record HH coordinates Use of tablets (see CAPI training details below this table) Cover call-back procedures, i.e., up to three visits when the respondent is most

9 Training Sessions Anthropometry training and standardization Required participants: Anthropometry specialists * Supervisors and interviewers will be required to participate in two days of training so that they may serve as anthropometry assistants in the field Piloting procedures (both paper and tablet pilots) Required participants: Field Coordinators Supervisors Interviewers Anthropometry specialists Procedure or Safeguard likely to be in the HH Create and review contact sheets to record response rates, nonresponse and reasons for nonresponse Interviewer deportment and respondent confidentiality Quality control measures including use of field-log and supervisor control sheet. Detailed review of the questionnaire question-by-question, including routing and filtering, and a comprehensive discussion of directive and nondirective probing The use of other survey materials including the interviewer s manual and show cards, if any Practice interview with trainers and supervisors, and in front of the interviewers during training Discussion of any problems or respondent queries that may arise Spot-checking protocols Final evaluation of interviewers EVELYN anthropometry expert will provide training to the supervisors; all the interviewers; and the teams designated anthropometry specialists. The interviewers will serve as anthropometry assistants, and will participate actively in weighing and measuring children and women in the households. If EVELYN cannot find an in-country counterpart for anthropometry training, then the subcontractor will recommend a qualified anthropometry trainer to work with the EVELYN expert. One week of training including classroom sessions and hands-on practice with children at a local school or daycare. The subcontractor will contact the school or daycare provider and arrange for practice sessions. One week of anthropometry standardization Minimum 2 weeks of anthropometry training and standardization is required Referral procedures when children of Severe Acutely Malnutrition (including children with edema) are identified during the fieldwork The subcontractor will receive and store the measuring boards, scales, and supplies that will be shipped from the U.S. EVELYN recommends that interviewers practice in pairs, include role-playing; and understand the importance of piloting. Conduct interviews in a team composed of two interviewers and a supervisor. The pilot team should be observed by a field-coordinator Select the HHs in a manner to complete the entire questionnaire The pilot interviews should be conducted in areas similar to the target zones Every interviewer must complete at least one questionnaire in a HH. Following the pilot, the subcontractor will conduct one day of debriefing with the supervisors, interviewers and field-coordinators to discuss the pilot findings Revise the questionnaire and/or translation, if required. With the support of EVELYN, the Contractor will include a Computer Assisted Personal Interview (CAPI) component in the interviewer and supervisor training to ensure successful use of the tablets in data collection. The CAPI training session will include the following: Basic use of the tablet, including how to check and prepare the tablets, overview of data transfer, switching off/on, login, touch screen/keyboard, rotating screen, buttons to avoid, change of batteries, power management, click/double click, swiping, basic OS tasks Interviews, including starting/stopping the interview, reading questions, entering different types of responses, household rosters, use of calendar for age verification

10 Workflow, including assigning interviews, receiving assignments and sending completed interviews back to supervisors, supervisors transferring updates to interviewers Entering data from the anthropometry sheet Bluetooth transfers, reviewing the data types of questions, including predetermined numeric, openended numeric, predetermined alpha, open text Trouble spots in the questionnaire Practice interviews with tablets in pairs Group exercise on assigning work and data transfer Anthropometry data entry with anthropometry measurement exercises (weight and height measurements will be written down on an anthropometry form during measurements, then an interviewer will enter the data into a tablet before leaving the household) Trouble shooting, error messages and how to deal with them Mock interviews in front of class with all participants following on their tablets II. Data Collection Procedures a. Logistics The subcontractor is required to provide each interview team with a vehicle (with sufficient space for all team members) 2, sufficient cell-phone credits and per-diems for their living expenses during fieldwork. Interview team members should be prepared to stay in villages/communities overnight or longer when commuting from their central location is not efficient. The subcontractor must have insurance and safety protocols for the team members. EVELYN will request to review the logistic plan and safety protocols prior to the start of fieldwork. b. Selection of Households The selection of households will be done by EVELYN after the listing exercise is completed and prior to the start of data collection. EVELYN will provide the list of selected households and the subcontractor will be responsible for identifying the selected households in the field based on their established locations and information collected from the listing exercise. If a listing exercise is not done, the households will be systematically selected in the field based on a pre-specified sampling interval for each cluster. c. Fieldwork oversight Table 2 provides survey procedures and safeguards for field supervision. Goal Proper fieldwork oversight Table 2: Procedures and Safeguards for Fieldwork Oversight Procedure or Safeguard Maximum ratio of one supervisor for every 4 interviewers, and 1 anthropometry specialist. The subcontractor will provide 1 coordinator to oversee every 4-5 survey teams. Proper section of Adherence to household selection methods and respondent selection methods per 2 If the team members will take public transportation, EVELYN will need to review efficiency and time required to reach sampled areas before giving approval.

11 respondent Assurance of questionnaire accuracy Prevention of fraud in interviewing Completion of interviews EVELYN protocol Complete review of questionnaires immediately after the interview is conducted In the event of errors or omissions, required corrections be made before the interviewer can proceed to the next household Do spot-checks with households on the day of the interview to ensure honesty on the part of the interviewer. Proper spot-checks involve verifying demographic information of the respondents and some critical questions with some households to make sure that interviewers are accurate and truthful. Fifteen percent of the completed interviews should be randomly selected for spot-checks. In the event of fabrication or falsification of data collected, the interviewer will be fired from the project immediately Interviewers will make up to 3 visits to the HH to interview a respondent, and will appropriately plan 1 or 2 visits with the respondents to successfully complete the interview. Ensure that each household selected is appropriately completed. All interview items should be 100% complete. d. Interview Spot-Checking Protocol EVELYN requires the subcontractor to closely monitor fieldwork. As outlined in Table 3, the subcontractor must check all fieldwork carefully against documented minimum standards, and cases that do not meet quality control standards (i.e., from spot-checking or statistical checking of all cases in the data file) will have to be removed from the final data file. If warranted, the subcontractor may be required to go back to the clusters to re-conduct the interviews by using proper procedures before the survey is considered completed. Table 3. Quality Control Procedures Goal Procedure or Safeguard Validity of the questionnaire Assurance of proper survey administration Field log and falsified data Quality control checks in the field The field supervisor ensures that every respondent can be matched to a questionnaire and to an interviewer The supervisor must observe at least 10 percent of interviews being conducted by each of the interviewer At least 15 percent of all questionnaires will be spot-checked. All questionnaires will be reviewed by the field supervisors and finally all questionnaires will be checked for data quality in the central location. Use of measures to assist supervisor in checking for falsification of data: o Total number of noneligible households (business only, vacant, no adult residents) o Total number of no-contacts (no one available after three HH visits) o Total number of households where individual is selected but not available after three HH visits o Total number of refusals when initial contact is made with household o Total number of refusals from selected individual (contact made with household but selected individual refused to participate) o Total number of survey terminations (survey begins but questionnaire is not completed) Control sheet must include GPS coordinates, refusal and dropout rates and its reasons. The data in the control sheet must be entered into a database and provided to EVELYN. Proper application of the sampling plan in selecting the respondent; The approximate duration of the interview; The proper administration of the various sections of the questionnaire; Interviewer's general adherence to professional standards. Corrections to be made before the interviewer can proceed to the next household

12 in the event of errors or omissions. Quality control: The subcontractor will implement quality control measures to ensure a high level of interviewer performance and quality of data collected. A full description of these measures and the results of the quality control must be included in the final technical report. The subcontractor shall ensure that every respondent can be matched to a questionnaire and an interviewer. A brief verification form should be completed for each verified questionnaire. EVELYN may request to review these forms. Field log: Interviewers should at all times carry a field log in which they record relevant information on fieldwork, such as contact and call-back details. The interviewer logs must have adequate information to locate the selected household and to identify the respondent interviewed. For example, the log might include a map of the relevant PSUs with the selected households clearly marked. EVELYN may request to review these logs. A copy of a field log should be delivered to EVELYN. The field log must also contain all of the information required for calculating response rates. This log should include information on all visits to the HH. Information needed for response rates includes: Total number of noneligible households (business only, vacant, no adult residents) Total number of no-contacts (no one available after three visits to the HH) Total number of households where individual is selected but not available after three attempts to reach the respondent Total number of refusals when initial contact is made with household Total number of survey terminations (survey began but the questionnaire was not completed) Field supervisors must provide a weekly report to the central office. This report should be based on the data collected in the field log for each of the clusters visited. The subcontractor will further send the above information to the EVELYN office every week. EVELYN field manager(s) may accompany interviewers during fieldwork and training and select the interviewers he or she wishes to observe in any surveyed area. III. Data Processing Methods EVELYN will provide the subcontractor with CSPro data entry software to be loaded to the tablets and tested for accuracy and functionality. EVELYN will work with the subcontractor prior to the start of interviewer training to test the programming of the CSPro data entry software and ensure that it adheres to the format of the questionnaire. After fieldwork begins, the subcontractor will run secondary edit checks and produce tables for review by field supervisors and data analysis staff. For transmission of data from the field, the subcontractor will use Internet File Streaming System (IFSS), a cloud-based electronic file delivery web service. The primary objective of the service is to deliver files from one user to another in a way that is fast and secure. EVELYN s CAPI Survey Expert will work in-country to set up and test the cloud-based data transmission system as well as to provide technical support during the first week of data collection to ensure that tablets and the

13 IFSS transmission system are operating smoothly. The subcontractor will upload data to the IFSS on a regular schedule to be determined with EVELYN s CAPI Survey Expert. The following describes requirements for datasets and other final deliverables including the technical report. EVELYN may have more specific details of these requirements and will inform/consult the subcontractor before training starts. Table 4. Procedures and Safeguards for Data Processing and Oversight Goal Procedure or Safeguard Data checks and edits Use of CSPro data entry software loaded to tablets Use of data quality checks and edits both during and after fieldwork Run secondary edit program throughout fieldwork and provide consistency checks table for EVELYN s review Regularly scheduled Require that data is cleaned and submitted on a regular schedule throughout the data transmissions fieldwork Viable data test file The subcontractor will provide data test file containing first clusters completed by all teams Assurance of fielded The subcontractor will provide the final English language questionnaire(s); the questionnaire final translated questionnaire(s); final manuals in English and Bengali; other compatibility with survey forms including the interviewer assignment sheet, field instructions and intended questionnaire any other materials, such as show cards used in the field The above survey documents must be provided before or at the start of data Full understanding of any field issues affecting the database IV. Deliverables collection The subcontractor will submit a technical report with the following contents: o A final version of the weekly field work status reports showing counts for each completed cluster and date the cluster was completed o Regional distribution of interviewers and the number of interviews conducted by each interviewer o A question-by-question review of the survey instrument with a discussion of problems or comments collected from interviewers and supervisors, with suggestions for revision o o o o o o o Complete description of call-back procedures and any procedural differences in rural and urban areas Refusal and nonresponse rates and reasons for refusals & nonresponse Description of training provided to the interviewers and any relevant documents used in the training Description of quality control measures used in the field and results of interview verification A discussion of any problems encountered during household selection, fieldwork, coding, data checks and data editing Supervisors comments Any deviation from the survey procedures Completed forms/data from the listing exercise in the sampled clusters (if applicable). Translated paper questionnaire and training manuals in Bengali. Weekly Fieldwork Status Report: The subcontractor will provide EVELYN with weekly field reports. The field status reports shall include the following counts for each cluster: o Total number of households contacted o Total number of no-contacts (no one available in the HH after three attempts) o Total number of refusals when initial contact is made with household

14 o Total number of survey terminations (survey begins but questionnaire cannot be completed after three visits) o Total number of completed questionnaires Provide preliminary dataset after all teams have closed one cluster. EVELYN will review and provide feedback on this dataset. Provide a dataset midway, i.e., after approximately half of clusters are completed. Provide final dataset after all clusters are completed. For all datasets, guidelines for data creation of datasets provided by EVELYN CSPro consultant must be followed Provide a control sheet database Provide a technical report as described in Table 4 Provide fielded version of the questionnaire in English and Bengali. Provide final back-translated English version of the questionnaire. Please note that the deliverable schedule for dataset is based on our current standard procedure in accordance with the project timeline and requirement. It is subjected to adjustments to meet the project needs. V. Timeline Tasks Activities Planned Completion Date Instrument review Review the questionnaire and provide local language translation of the questionnaire August 2017, translation in Bengali, if applicable, provided within 2 weeks of receipt of the final English questionnaire Listing Exercise (if applicable) Training on instruments and field methods including pre-test and pilot test Conduct listing in all sampled clusters to identify the number of dwellings and households, and collect GPS coordinates for each cluster. Adapt and customize the training manuals Final customized manuals in English and Bengali Pre-test (pretesting paper questionnaire), debrief and revision of survey instrument Provide training, pre-testing and piloting to supervisors and interviewers Listing to start in early September The dataset/completed forms from listing need to be submitted to EVELYN within two weeks of completion of the listing exercise.) EVELYN will send training manuals in to the subcontractor in September By late September/early October before training starts TBD (duration for pre-test and debrief up to 3 days) Early October, Supervisors/pretest training approximately 7 days including paper questionnaire review, field procedures, and CAPI QC Interviewer training 2-3 weeks including paper questionnaire and tablet training, pilot test (paper & tablets) and debriefs (see example of interviewer training agenda) Anthropometry training and standardization up to 10 days Fielding the Surveys Complete all household interviews Within 6 weeks after start of fieldwork data collection to start 2 nd week of Nov and finish by third week of Dec Data Management, Analysis and Reporting Run secondary edit checks and ongoing cleaning of data. Provide consistency check tables for EVELYN review. Every Monday and Thursday during secondary edit checks

15 Regularly scheduled data transmissions Provide final complete dataset Provide the final technical report Provide fielded version of the questionnaire in local languages, if applicable Provide final back-translated English version of the questionnaire Within 2 weeks after fieldwork starts Within 2 weeks after fieldwork is completed Within 2 weeks after fieldwork is completed Within 1 week after fieldwork is completed Within 2 weeks after fieldwork is completed EXAMPLE INTERVIEWER'S TRAINING AGENDA Food for Peace Population-Based Survey (CAPI) Date Time Activities Day 1 (Paper based) Day 2 (Paper based) Day 3 (Paper based) Welcome and introduction to participants 9:00-11:00 General overview of the training session and training norms. Introduction on FFP Baseline Survey Introduction to HH questionnaire: Identification and Informed Consent (Module A) 11:00-11:30 11:30-13:00 Discussion on household questionnaire: Household Roster (Module (B) 13:00-14:00 14:00-15:30 Discussion on household questionnaire: Water, Sanitation and Hygiene (Module F), Food Access (Module C), 15:30-16:00 16:00-17:00 Practice and role play on module A, B, C, and F 9:30-11:00 Discussion on household questionnaire: Children s Nutritional Status and Feeding Practices (D1) 11:00-11:30 11:30-13:00 Discussion on household questionnaire: Children s Diarrhea and Oral Rehydration (D2) 13:00-14:00 14:00-15:30 Discussion on household questionnaire: Women s Nutrition, Breastfeeding and Antenatal Care (Module E) 15:30-16:00 16:00-17:00 Practice and role play on module D1, D2 and E 9:30-11:00 Discussion on household questionnaire: Agriculture (Module G) 11:00-11:30 11:30-13:00 Continue discussion on Module G.. 13:00-14:00 14:00-15:30 Discussion on household questionnaire: Gender Cash (Module J), Gender MCHN (Module K) 15:30-16:00 16:00-17:00 Practice and role play on module G, J and K

16 Date Time Activities 9:30-11:00 Discussion on household questionnaire: Household Consumption and Day 4 Expenditure, Cash Earned and Expenditure (Module H).. (Paper based) 11:00-11:30 11:30-13:00 Continue discussion on Module H 13:00-14:00 14:00-14:30 Continue discussion on Module H 14:30-15:30 Practice and role play on module H 15:30-16:00 16:00-17:00 Continue practice and role play on module H Day 5 (Paper based) Day 6 (Paper based) Day 7 (Paper Based) 9:30-11:00 Discussion on household questionnaire: Resilience (Module R).. 11:00-11:30 11:30-13:00 Continue discussion on Module R 13:00-14:00 14:00-15:00 Continue discussion on Module R 15:00-15:30 Practice and role play on module R. 15:30-16:00 16:00-17:00 Continue practice and role play on module R 9:30-9:30 Recapitulation 9:30-11:00 Mock Interview and role play on Complete Household Questionnaire (All Module) 11:00-11:30 11:30-13:00 Continue mock Interview and role play on Complete Household Questionnaire.. 13:00-14:00 14:00-15:30 Experience sharing after Mock Interview/Discussion on problems and solutions on questionnaire content 15:30-16:00 16:00-17:00 Continue discussion on problems and solutions on questionnaire content.. 9:30-11:00 Mock Interview and role play on Complete Household Questionnaire (All Module) 11:00-11:30 11:30-13:00 Continue mock Interview and role play on Complete Household Questionnaire.. 13:00-14:00 14:00-15:30 Experience sharing after Mock Interview/Discussion on problems and solutions on questionnaire content 15:30-16:00 16:00-17:00 Continue discussion on problems and solutions on questionnaire content.. Day 8 (Paper Based) 9:00-17:00 Pilot on Paper Based Questionnaire* Day 9 (Paper Based) 9:00-17:00 Review on Paper Based Pilot Day 10 (Tablet Based) 9:30-11:00 Introduction to Tablet Demonstration on Interviewer s Menu and Data Entry Program 11:00-11:30 Tea Break 11:30-13:00 Distribution of Tablets. Enter Own s Cluster Questionnaire from Paper

17 Date Time Activities based pilot in Group(2x2). Check skip patterns, value labels and QSF, understanding of warnings and error messages. 13:00-14:00 Lunch Break 14:00-15:30 Enter own s data from paper based pilot in Tablet.. 15:30-16:00 Tea Break 16:00-17:00 Continue entering data..discussion on Problems and Solutions on entering data. Day 11 (Tablet Based) Day 12 (Tablet based) Day 13 (Tablet based) Day 14 (Tablet based) 9:30-11:00 Continue entering data if not completed in the previous day.. 11:00-11:30 Tea Break 11:30-13:00 Practice transferring entered data to Supervisor s tablet. 13:00-14:00 Lunch Break 14:00-15:30 Data review by Supervisor s tablet. Check and modify data as needed 15:30-16:00 Tea Break 16:00-17:00 Discussion on error after reviewing data. Discussion on CAPI part done so far. (Q/A session). 9:30-11:00 Swap questionnaire and start entering other team member s paper-based data from pilot 11:00-11:15 Tea Break 11:30-13:00 Continue entering data and repeat all the process. 13:00-14:00 Lunch Break 14:00-15:30 Data review by Supervisor s tablet. Check and modify data as needed 15:30-16:00 Tea Break 16:00-17:00 Discussion on error after reviewing data. Discussion on CAPI part done so far. (Q/A session). 9:30-11:00 Swap team s questionnaire and start entering other team member s data from pilot and repeat all the process done on previous days. 11:00-11:30 Tea Break 11:30-13:00 Continue entering data and repeat all the process 13:00-14:00 Lunch Break 14:00-15:30 Swap team s questionnaire and start entering other team member s data from pilot and repeat all the process 15:30-16:00 Tea Break 16:00-17:00 Continue entering data and repeat all the process 9:30-11:00 Experience sharing and lesson learned on CAPI by each team 11:00-11:30 Tea Break 11:30-13:00 Continue sharing experience and lesson learned on CAPI by each team. 13:00-14:00 Lunch Break 14:00-15:30 Mock Interview on Tablet.. 15:30-16:00 Tea Break 16:00-17:00 Continue mock interview on Tablet. Day 15 (Tablet based) 9:30-11:00 Swap team member for Mock Interview and practice 11:00-11:30 Tea Break 11:30-13:00 Continue practicing 13:00-14:00 Lunch Break 14:00-15:30 Continue sharing experience and lesson learned on CAPI by each team. 15:30-16:00 Tea Break 16:00-17:00 Logistics preparation for Pilot

18 Date Time Activities Day 16-Day 18 Tablet Based Pilot*** (Depart to cluster and complete interview for at least three HH by each interviewer) Day :00-17:00 Final Review Attachment B Instructions to Bidders/Offerors 1. Procurement Narrative Description: ME&A intends to subcontract services identified in Attachment A. ME&A intends to award to a single approved supplier based on conformance to the listed specifications, the ability to service this sub-contract. 2. Procuring Activity: This procurement will be made by ME&A, located at 4300 Montgomery Ave., Suite 103, Bethesda, MD , USA 3. Proposal Requirements. All offerors will submit a quotation. All information presented in the offerors quotation will be considered during ME&A s evaluation. The offeror s quotation shall include the following: (a) The solicitation number; (b) The date and time submitted; (c) The name, address, and telephone number of the seller (bidder); (d) Cover Letter (1 page); (e) Company profile (1 page); (f) Past Experience (3 pages maximum); (g) Detailed Quotation according to budget template (Attachment C). The bidders should submit two separate budgets; one for 3,000 households including a listing exercise, and one for 6,500 households excluding a listing exercise. The budget for the listing exercise should be shown separately from the budget for the household survey (see budget template); (h) Resumes and forms All above documents should be in one single.pdf format. You may submit an excel file of the budget additionally. 4. Questions Concerning the Procurement. All questions in regards to this RFQ to be directed at: orakhim@engl.com until August 21 st, Notifications and Deliveries: Time is of the essence for this procurement. Offeror shall deliver services no later than the dates set forth in the sub-contract that will be agreed by both parties as a result of this RFQ. 6. Payment Terms: Payment can be made via wire transfer or other acceptable forms.

19 7. Evaluation and Award Process: ME&A will award an agreement sub-contract resulting from this solicitation to the responsible Bidder whose offer conforms to the RFQ in a manner most advantageous to ME&A, price and other factors considered. The award will be made based on best value. For the purpose of this RFQ, price, delivery, technical and past performance are of equal importance for the purposes of evaluating, and selecting the best value awardee. Bid evaluation will involve a two-step process. In the first step, bidders must meet the following criteria to be shortlisted for further proposal evaluation: 7.1 At least three population-based surveys (PBSs) performed during the past 5-7 years in which enumerators collected data from 3,000 or more households; 7.2 At least three years of experience administering health, dietary and livelihood questionnaires requiring an average of 2-3 hours of time interviewing each household; 7.3 Extensive experience sampling households in Bangladesh; 7.4. Experience using tablets (CAPI) for data collection; 7.5. Experience working in the USAID SHOUHARDO II FFP multi-year food assistance project area is desirable but not required Bidders must clearly demonstrate that they meet these criteria within their proposals, and provide past performance references with currently valid contact points (names, addresses and cell phone numbers) that can be used to verify that they meet the criteria. In the second step, offers from the shortlisted bidders will be evaluated in terms of their technical comprehensiveness in addressing the SOW and proposed cost. ME&A intends to evaluate offers and award an Agreement without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms from both a price and technical standpoint. However, ME&A reserves the right to conduct discussions if later determined by ME&A to be necessary. 8. Validity of Offer. This RFQ in no way obligates ME&A to make an award, nor does it commit ME&A to pay any costs incurred by the Seller in the preparation and submission of a proposal or amendments to a proposal. Your proposal shall be considered valid for 30 days after submission.