Interested bidders Swedish Committee for Afghanistan, Kabul Management Office

Transcription

1 Date: 03 December 2017 To: From: Interested bidders Swedish Committee for Afghanistan, Kabul Management Office No of Pages: Eighteen (18), including four (4) Sections (1-4) Subject: RFQ ref: M&E Baseline Survey for Strategic Plan REQUEST FOR QUOTATION (RFQ) No. M&E Dear Sir/Madam: The Swedish Committee for Afghanistan, Kabul Management Office (hereinafter called the SCA Invites you to submit your quotation for Consultancy Service for Baseline Survey (hereinafter called the Service ) to the Swedish Committee for Afghanistan, Kabul Management Office as specified in this Request for Quotation and Attachments hereto (hereinafter called the RFQ Documents ). Tender Instructions 1. You must submit your quotation for all service in respect to this RFQ. 2. Your quotation shall be addressed and submitted at the below specified address or address no later than 08 January 2018 at (Local Time): Swedish Committee for Afghanistan Jalalabad Main Road, Paktia Kot PO Box 5017 Kabul Afghanistan Attn.: Procurement Unit, Administration Department; Mr. Milad Ahmadi Procurement Manager bids@sca.org.af; The subject should clearly state the REF: M&E Swedish Committee for Afghanistan. Kabul Management Office, Jalalabad Rd, after UNO Press, Paktika Kot, Kabul Postal Address: P.O. Box 5017, Kabul City, AFGHANISTAN info@sca.org.af Phone: Web Site:

2 3. Any quotation received by the SCA after the deadline for receipt of quotations prescribed by the SCA pursuant to paragraph 2 above will be rejected. 4. Your quotation and all correspondence shall be made in the English language. 5. Your quotation shall be prepared in accordance with the following instructions: (i) (ii) (iii) (iv) (v) (vi) Your quotation shall contain the duly completed forms contained in Section I Quotation Forms and Section II Terms of Reference. Failure to complete and sign these sections may result in the rejection of your quotation; All prices quoted shall be made on the basis of the terms as specified in the RFQ Documents; All prices shall be quoted in United States Dollar (USD); All prices shall be quoted including taxes; Ref: Article 72 of Afghanistan Tax Law. International companies 7%. Your quotation shall be valid for a period of sixty (60) calendars days past the deadline for receipt of quotations; Your quotation shall bear the RFQ Reference Number and Title indicated above. 6. The SCA will examine the received quotations to determine whether they are complete, whether any computational or arithmetical errors have been made, whether the documents have been properly signed, and whether the quotations are generally in order. Arithmetical errors will be rectified on the following basis: (i) (ii) if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the SCA there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected; if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected. 7. Prior to the price evaluation, the SCA will determine the substantial responsiveness of each quotation. A substantially responsive quotation is one, which conforms to all the terms and conditions of the RFQ Documents without material deviations. Deviations from, or objections or reservations to critical provisions will be deemed to be a material deviation. The SCA may waive any minor informality, nonconformity, or irregularity in a quotation, which does not constitute a material deviation, reservation or omission. 8. During evaluation of the quotations, the SCA may, at its discretion, ask you for a clarification of your quotation. The request for clarification and the response shall be in writing, and no change in the prices or substance of the quotation shall be sought, offered, or permitted. Failure to timely and duly respond to a request for clarification may result in the rejection of your quotation. 9. If a quotation is not substantially responsive, it will be rejected by the SCA and may not subsequently be made responsive by correction of the nonconformity. 1

3 10. The SCA shall compare all substantially responsive quotations to determine the quotation containing the best Quality & Cost. 11. Award will be made to the company whose quotation is determined substantially responsive to the requirements of the SCA and whose quotation contains the best-evaluated price, based on Quality & Cost Selection. 12. The SCA reserves the right to accept or reject any quotation, and to annul, in whole or in part, or to suspend the process and reject all quotations at any time prior to the award, without thereby incurring any liability to the affected company or companies or any obligation to inform the affected company or companies of the reasons for the SCA s action. 13. Nothing in or relating to this RFQ shall be deemed a waiver, expressed or implied, of any of the privileges and immunities of the SCA. 14. Please, note that the SCA will notify unsuccessful companies. 15. Please, address all your queries or questions in writing at the address given below and kindly refrain from any telephone calls or personal visits. Swedish Committee for Afghanistan Monitoring & Evaluation Unit, Kabul Management Office Attn: Monitoring & Evaluation Manager Mr. Noorullah Nabizai Noorullah.nabizai@sca.org.af Requirements of the company The company has to fulfil the required status as mentioned below. Not providing the accurate and complete information will result in the quotation not qualifying for further evaluation. The company should fill in Section 1 A and B, attached. 1. Be a registered company or institution 2. Have demonstrated experience conducting qualitative and quantitative surveys. One sample of a previous qualitative and quantitate survey conducted shall be included (attached) to the offer. 3. Present a team of qualified professionals with experience in conducting surveys. CV:s shall be included (attached) to the offer of the proposed team for the service. 4. For Swedish registered companies/institutions; SKV 4820, tax authority s form, should be included. The form should not be older than 1 month. Terms of Reference See Section II, attached. 2

4 Contractual Conditions SCA contact persons are for Service: Monitoring & Evaluation Manager, SCA Contractual issues: Administration Director, SCA Confidentiality: All information in the contract between the two parties shall be considered as confidential and not be shared with anyone unless legally obliged to do so. Payment terms: Invoice shall be sent upon completion of service, payment will be made 30 days after received, approved invoice. Invoice shall be presented in the name of the Company. Payment will be made through bank transfer to the Bank Account of the Company. Currency: Invoice and payment will be in United States Dollar (USD). Cost: The price will be fixed for the contract. Transportation/Accommodation: SCA will not provide transportation within Afghanistan for field visits nor accommodation. Office space will be provided if required. Documentation SCA will provide relevant project-related information and documents. VISA & Insurance The Contractor should cover the necessary Visa and Insurance costs. Security SCA will provide necessary security updates and guidance during the stay for the Consultant in Afghanistan Specific Duties of the Consultant The Consultant will possess wide knowledge on and experience in qualitative and quantitative survey design and execution, data analysis and report writing. Specifically the consultant will: 1. Undertake a review of the survey design 2. Design data collection tools 3. Develop the data collection process 4. Conduct training for enumerators 5. Conduct and/or supervise data collection 6. Develop the data coding and entry 7. Conduct data analysis 8. Compile a baseline report in line with the terms of reference 3

5 Timeline: The exercise has to be conducted and finalized by latest 28 February Cost The Bidder should provide a cost/price for the Services as requested in Section III. Evaluation/Qualification The evaluation is Quality and Cost Based Selection. With 70% for Quality and 30% for the cost The contract will be awarded to one Service Provider only. Qualification: The Company has to provide all documents as requested in Requirements of the Company (page 1 above). See Section I A and B. Company who provide correct and all documentation is qualified for Evaluation. Evaluation Quality Evaluation The evaluation will be based on their responsiveness to the technical requirements contained in the RFQ Documents by applying the evaluated criteria and point system specified below: 1. Institutional Capacity/Institutional Credentials; maximum 20 points I Individual/Company Profile relevant and good proposal II Individual/Organizational Capacity to conduct the scope of work III Previous Experience in Baseline evaluations/surveys IV Previous Experience in Conflict and Post Conflict settings V Previous Experience in Afghanistan in Baselines Survey VI Team leader VII Team Organization for Third Party Monitoring. Each of above sub-criteria will be evaluated and receive scores between 0-3. Minimum score is 14 (2 in each) to be qualified 2. Technical Proposal; maximum 21 points I Design and review of survey instrument II Sampling III Data collection and entry IV Quality Control 4

6 V Data analysis VI Reporting VII Deliverables Each of above sub-criteria will be evaluated and receive scores between 0-3. Minimum score is 14 (2 in each) to be qualified. 3. Technical Proposal Comprehensiveness demonstrates understanding of all aspects of the technical design maximum 6 points. I II Understanding of the ToR/RFQ relevant and good proposal. Completeness of the proposal Each of above sub-criteria will be evaluated and receive scores between 0-3. Minimum score is 4 (2 in each) to be qualified. See Section IV attached as an example of quality evaluation. Maximum points: 47 The Consultant needs to reach a minimum of 14/14/4 point in each category (1-3) above and minimum 2 point in each sub-category. The minimum technical score (St) required to pass is: 32 Each responsive quotation will be given a technical score (St). A quotation shall be rejected at this stage if it does not respond to important aspects of the RFQ Documents, and particularly the Terms of Reference or it fails to achieve the minimum technical score indicated above. The quotations that passed the minimum technical score will be is qualified for financial evaluation. Financial Evaluation The lowest priced quotation (Fm) will be given the maximum financial score (Sf) of 47 points. The financial scores (Sf) of the other quotations will be computed as follows: Sf = 47 * Fm/F, where Sf is the financial score, Fm is the lowest price, and F is the price of the relevant quotation. Final Evaluation The quotations will be ranked according to their combined technical (St) and financial (Sf) scores using the following weights (T = the technical evaluation weight; F = the financial evaluation weight; T + F = 1): T = 0.7 (70%) F = 0.3 (30%) S St T% Sf F%. 5

7 Award of Contract Award will be made to the company whose quotation achieved the highest combined technical and financial score. If the final score is equal between two bidders, the score of quality will prevail. Attachments: Section I A-B Quotation Forms Section II Terms of Reference Section III Price/Cost sheet Section IV Example of Evaluation sheet for Quality Evaluation 6

8 Section I QUOTATION FORMS Note: It is mandatory that you duly complete and sign the Quotation Forms. Please also note that you are requested to duly complete and submit the forms contained in Section II Additional Requirements (Delivery Schedule). SECTION I A Date: [Bidder to insert date] QUOTATION SUBMISSION FORM RFQ No. M&E ; Service for Baseline Survey in Afghanistan To: Swedish Committee for Afghanistan, Kabul Management office Dear Sir/Madam: Having examined your RFQ Documents and any addenda thereof, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the service for Baseline Survey in conformity with your RFQ No. M&E We agree to abide by this quotation for a period of validity of thirty (60) calendar days past the deadline for the receipt of quotations as specified in the RFQ. Our quotation shall remain binding upon us and may be accepted at any time before the expiration of that period. We understand that you are not bound to accept the lowest or any quotation you may receive. [Bidder to insert name and signature of duly authorized representative] 7

9 SECTION I B QUALIFICATION INFORMATION FORM General Information 1. Name of Bidder: 2. Street Address: Postal Code: City: 3. P.O. Box and Mailing Address: 4. Telephone Number: 5. Fax Number: 6. Address: 7. WWW Address: 8a. Contact Name: 8b. Contact Title: 9. Type of Business: 10. Year Established: 11. Number of Staff Employed: 8

10 Experience 12. Experience in provision of similar service: Customer Name and Contact Details Value (USD) Year Service Provided Signature of Bidder: 9

11 SECTION II TERMS OF REFERENCE 1. Background Information and Rationale SCA has finalized the development of a new strategic plan covering the period , with a new results framework covering its programmes in health, education, rural development, disability and advocacy. Within the strategic plan, gender and capacity development are cross cutting issues within all the SCA programmes. Rationale SCA is embarking on a new strategic period , this call for establishing the baseline on its key indicators as a basis for measuring progress during the new strategic plan period. The baseline data will provide information on the situation as it exists at the start of the strategic plan period, and the same approach will be used to measure progress at midterm and at the end of this strategic period. The data collected will be both primary and secondary. 2. Objectives of the Evaluation The overall objective of this consultancy is to conduct a baseline study to provide SCA with data on the existing situation at the start of the strategic period , so that at the end of the strategic period the level of change can be measured. Specifically, the baseline study will collect data on: a. Household knowledge, attitude and practice (KAP) of good hygiene practices b. Proportion of households in target areas with access to clean drinking water c. Proportion of households in target areas with access to proper human waste disposal facilities d. Contraceptive prevalence rates in target areas e. Child health key indicators- exclusive breastfeeding, immunization f. Household income acquisition and distribution in target areas g. Household sources of livelihoods and coping mechanisms in lean times 10

12 Scope of the evaluation The baseline survey will cover all the SCA target regions depending on which programmes are operational in those regions. The survey will be limited to collecting baseline data for key outcome level indicators. Baseline data will be collected from SCA programmes in health, rural development and disability programmes. 3. Approach and Methodology Study Design The study will be cross-sectional collecting data on certain parameters at the household, and community level as necessary. The study will collect data on a representative sample of the population in the five regions (Eastern region, Central Region and North region where SCA operates. The households will then be randomly selected. The household data will be collected using interviewer administered questionnaires. Data collection at household level will be conducted taking into consideration local cultural practice where only women can collect data from women at the community level while men will collect data from the men. Secondary data will be collected and analyzed. Some of the data already exists within SCA and in some cases data will be collected from other secondary sources outside of SCA such as official government statistics. There will also be interviews with key informants and focus group discussions. The focus group discussions will be gender specific so that women will be interviewed in their own group and men in their own group. Direct observations will also be undertaken as necessary in order to establish the existing conditions depending on the intervention Sampling The baseline survey will collect data from approximately 2000 households distributed over over the three regions of SCA programme implementation areas. The survey will adopt a two stage sampling procedure where districts and villages will be purposely sampled to ensure only districts and villages where SCA implements programmes are included in the survey. The second level of sampling will randomly pick households in the selected villages where SCA programmes are implemented. 4. Guiding Principles and Values The evaluators will have to abide by SCA code of conduct during this exercise. During fieldwork, the enumerators will be expected to seek direct consent either in writing or verbally from the respondents 11

13 before proceeding with conducting interviews or administering questions. Utmost confidentiality will need to be guaranteed for the respondents throughout this exercise 5. Task Deliverables The deliverables for this evaluation will be in a report format provided by SCA. The deliverables shall be in English. The inception report will be expected within five days of the signing of the contract, while the final report will be submitted as per the timeline agreed on with SCA as per the approved work plan included in the inception report. The specific deliverables of this assignment will be Inception report Data collection tools Draft baseline report Finding/ presentation Final baseline report Baseline data for SCA indicators Proposal Submissions 6. Workplan Task/Deliverable Inception report including detailed workplan and data collection tools Review of background documents and preparation work (includes designing data collection tools) Team planning meeting with SCA in Kabul Field data collection includes recruitment and training enumerators, household interviews, key informant interviews and site visits Debriefing meeting with SCA staff in Kabul Report writing and incorporating feedback Estimated Duration 3 days 5 days 2 days 15 days 1 day 7 days 12

14 SECTION III CONSULTANCY COST/PRICE SHEET Unit Qty. Price per Unit (USD) Sub-Total (USD) Consultant s Fees Day International Travel (if applicable) Each Airport Transfers (if applicable) Each Visas (if applicable) Each Briefing/Debriefing Costs Day Accommodation Day Subsistence/Per Diems Day Translator/Assistant Day Transport/Vehicle Day Transport/Driver Day Report Translation Each Additional Costs Evaluation Management Cost (if applicable) Day Tax % Total Comments 13

15 SECTION IV EXAMPLE OF EVALUATION SHEET FOR QUALITY EVALUATION Individual/Institional Capacity/Credentials Score Max. Note / 20 Based on Individual CV/Organizational profile and institutional capacity Individual/Company Profile Very relevant and good proposal, but did not live up to expectations i interview Individual/Organizational Capacity to conduct the scope of work Previous experience in evaluations/surveys Previous Experience in Conflict and Post Conflict settings Previous Experience in Afghanistan / 2 0: No company profile is included 1: Individual/Company profile is included but the bidder does not appear to be a good fit for the proposal 2: Individual/Company profile is included and the bidder appears to be a good fit for the proposal / 3 0: No information about evaluation capacity is included 1-3: The bidder has demonstrated sufficient individual/organizational capacity for the scope of work (1: Disagree; 2: Partially agree; 3: strongly agree) / 3 0: No prior experience 1: Some related but no directly relevant experience 2: Some relevant experience (i.e. small scale survey projects) 3: very Strongly Relevent Experience (i.e. Regional and interneational level survey) / 3 0: No prior experience 1: Some related but not directly relevant experience 2: Relevant experience 3: Strongly relevant experience / 3 0: No prior experience 1: Little relevant experience 2: Relevant experience 3: Strongly relevant experience 14

16 The team leader 3 0: The proposed team has no prior experience 1: The proposed team has little relevant experience 2: The proposed team has faily good relevant experience 3: The proposed team has strongly relevant experience Team organization for Third party monitoring / 3 0: The team leader has no prior experience 1: The team leader has little relevant experience 2: The team leader has faily good relevant experience 3: The team leader has strongly relevant experience Technical Proposal / 21 Based on pages of technical proposal Design, pre-test and review of survey instrument / 3 0: No information 1: The proposal is not technically sound and would require significant amount of additional work for implementation 2. The proposal is satisfactory but would require some additional work for implementation 3: The proposal is complete, technically sound and ready for implementation with little additional work Sampling / 3 0: No information 1: The proposal is not clear on the sampling method to be employed 2: The proposal is satisfactory on the sampling method to be employed but would require some additional work for implementation 3: The proposal is complete, technically sound and ready for implementation with little additional work Data collection and entry / 3 0: No information 1: The proposal is not clear on the type of data to be collected and the method of collection 2: The proposal is satisfactory on the type of data to be collected and the method of collection but would require some additional work for implementation 3: The proposal is complete, technically sound on the type of data to be collected and the method of collectionon the type of data to be collected and the method of collection and ready for implementation with little additional work 15

17 Quality Control / 3 0: No information 1: The proposal is not technically sound on the data quality control measures to be implemented to ensure data integrity 2: The proposal is satisfactory on the data quality control measures to be implemented to ensure data integrity but would require some additional work for implementation 3: The proposal is complete, technically sound on the data quality control measures to be implemented to ensure data integrity and ready for implementation with little additional work Data analysis / 3 0: No information 1: The proposal is not technically sound on the type of data and how analysis will be done and the software if any to be used 2: The proposal is satisfactory on the type of data and how analysis will be done and the software if any to be used but would require some additional work for implementation 3: The proposal is complete, technically sound on the type of data and how analysis will be done and the software if any to be used and ready for implementation with little additional work Reporting 3 0: No information 1: The proposal is not very clear on the types of reports to be written in the course of this assignment 2: The proposal is satisfactory on the types of reports to be written in the course of this assignment but would require some additional work for implementation 3: The proposal is complete, technically sound and very clear on the types of reports to be written in the course of this assignmenton and is ready for implementation with little additional work Deliverables / 3 0: No information 1: The proposal does not clearly explain how delieverables will be made. 2: The proposal explains process for some deliverables but not all the deliverables in the ToR/RFP are addressed. 3: It is clear how all the deliverables specified in the ToR/RFP will be made. 16

18 Comprehensiveness / 6 Understanding of the ToR/RFP Completeness of the proposal Total / 47 / 3 0: No information 1: The proposal demonstrates very limited understanding of the ToR/RFP 2: The proposal demonstrates some understanding of the ToR/RFP, though this needs some more additional clarification 3: The proposal fully demonstrates a clear understanding of the ToR/RFP / 3 0: No information 1: The proposal does not addreses all aspects highlighted in the ToR/RFP 2: The proposal addreses some but not all all aspects highlighted in the ToR/RFP 3: The proposal fully addreses all aspects highlighted in the ToR/RFP 17

19 / 18

20 / 19