INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...

REQUEST FOR PROPOSAL

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

Request for Proposals to provide:

Training Workshops for District Returning Officers (DROs) and Returning Officers (ROs)

RFP/13/077

12 February 2013

RFP/13/077 Training Workshops for District Returning Officers (DROs) and

Returning Officers (ROs) IFES Pakistan

of 24

Table of Contents

1 STATEMENT OF WORK .............................................................................................................................. 3

1.1 PURPOSE .......................................................................................................................................... 3 1.2 COVERAGE & PARTICIPATION ............................................................................................................... 3

2 GENERAL INFORMATION .......................................................................................................................... 3

2.1 THE ORGANIZATION............................................................................................................................ 3

3 PROPOSAL PREPARATION INSTRUCTIONS ............................................................................................... 4

3.1 VENDOR’S UNDERSTANDING OF THE RFP ............................................................................................... 4 3.2 GOOD FAITH STATEMENT .................................................................................................................... 4 3.3 COMMUNICATION .............................................................................................................................. 4 3.4 PROPOSAL SUBMISSION ....................................................................................................................... 5 3.5 CRITERIA FOR SELECTION ..................................................................................................................... 5 3.6 SELECTION AND NOTIFICATION .............................................................................................................. 6

4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS ........................................................................... 9

4.1 TECHNICAL SPECIFICATIONS ........................................................................................................................ 9

5 VENDOR QUALIFICATIONS & REFERENCES ............................................................................................ 12

6 BUDGET & ESTIMATED PRICING ............................................................................................................. 13

7 ADDITIONAL TERMS & CONDITIONS ...................................................................................................... 17

7.1 NON-DISCLOSURE AGREEMENT ................................................................................................................. 17 7.2 COSTS .................................................................................................................................................. 17 7.3 INTELLECTUAL PROPERTY.......................................................................................................................... 17 7.6 PARTIAL AWARDING ................................................................................................................................ 17 7.7 NO LIABILITY ......................................................................................................................................... 17 7.8 ENTIRE RFP ........................................................................................................................................... 17

8 VENDOR CERTIFICATION ........................................................................................................................ 18

SCHEDULE “A” NOTICE OF INTENTION ........................................................................................................ 19

SCHEDULE “B” TERM OF REFERENCE OF POSITIONS ................................................................................... 20

SCHEDULE “C” .............................................................................................................................................. 22



of 24

1 Statement of Work

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to invite prospective recruitment firms to submit a proposal for the execution of training program for DROs and ROs. IFES intends to involve a training firm with adequate outreach capacity especially at provincial and divisional level, expertise and experience in managing larger scale training workshops. This RFP provides vendors with the relevant operational, performance, proposal, and architectural requirements of the system.

1.2 Coverage & Participation

IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation prior to the award at any time without any liability or obligation of any kind or amount.

2 General Information

2.1 The Organization

The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency.

The International Foundation for Electoral Systems’ Support for Election Reform in Pakistan (SERP) project aims to promote and strengthen electoral processes in Pakistan and to provide support to the Election Commission of Pakistan (ECP). The SERP project focuses on three main objectives: strengthening the democratic legal framework for elections; strengthening electoral management capacity of the ECP to conduct credible elections; and increasing voter and civic education, including to women and marginalized groups.

As a part of its assistance to the ECP, IFES will support the conduct of nation-wide trainings for District Returning Officers (DROs) and Returning Officers (ROs) before the announcement of schedule for general elections 2013. IFES will conduct trainings across Pakistan - Sindh, KPK, FATA, Punjab and Baluchistan - through a network of well-qualified and trained Master Trainers.

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders who submitted Notice of Intention to bid.

Issuance of RFP Tuesday, 12 February 2013 Technical Questions/Inquiries due Friday, 15 February 2013, 16.00 Islamabad time Answers/Addenda from IFES Monday, 18 February 2013 RFP Closes Wednesday, 20 February 2013, 16.00 Islamabad

time



of 24

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the RFP

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to IFES.

3.2 Good Faith Statement

All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication. The language of this RFP and the responding proposals is English.

3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed by email to:

Attention: Gregory Buchholz Telephone: 1 (202) 350-6818 Fax: 1 (202) 350-6701 E-mail: [email protected] AND Attention: Khurram Naz Telephone: +92 51 282 1152 Fax: +92 51 282 1082 E-mail: [email protected]

3.3.2 Formal Communications shall include, but are not limited to:

Questions concerning this RFP must be submitted in writing.

Errors and omissions in this RFP and enhancements. Vendors shall recommend to IFES any discrepancies, errors, or omissions that may exist

mailto:[email protected]




of 24 within this RFP. With respect to this RFP, vendors may recommend to IFES any enhancements, which might be in IFES best interests.

Inquiries about technical interpretations must be submitted in writing. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

Verbal and/or written presentations and pre-award negotiations under this RFP.

Addendum to this RFP.

3.3.3 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by Monday 18 February 2013. All questions, answers, and addenda will be posted online at IFES website: http://www.ifes.org/About/Business-Opportunities/Procurement-Notices.aspx

3.4 Proposal Submission

Quotations must be submitted in electronic copy via e-mail, on or prior to Wednesday, 20 February 2013, 16.00 Islamabad time to Gregory Buchholz at [email protected] and Khurram Naz at [email protected]. Hard copies can be provided, but this does now waive the requirement for electronic copies of the proposal. Hard copies shall only be accepted if prior notification is provided and must be coordinated with Mr. Khurram Naz. IFES reserves the right to reject any proposal received after 16.00 20 February 2013. IFES will not accept proposals in “.rar” format.

3.5 Criteria for Selection

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified below:-

Evaluation Criteria:

Sr. # Requirement Minimum Standard Evidence

1 Number of years of incorporation

3 years Registration Certificate

2 Experience of conduct of trainings especially TOT level

Minimum of 2 years TOT reports

3 Financial strength Last 2 years audit reports. Financial resources or line of credit

Complete audited statements

http://www.ifes.org/About/Business-Opportunities/Procurement-Notices.aspx

http://www.ifes.org/About/Business-Opportunities/Procurement-Notices.aspx





of 24

4 Certification of satisfactory completion of past projects

Minimum 2 certificates or references from contracting organization

Certificates or reference check

3.6 Selection and Notification

A two-stage procedure is utilized in evaluating the proposals, with evaluation of the technical proposal being completed prior to any price proposal being opened and compared. The price proposal of the Proposals will be opened only for submissions that passed the minimum technical score of 70% of the obtainable score of 700 points in the evaluation of the technical proposals.

The technical proposal is evaluated based on its responsiveness to the Term of Reference (TOR). (Included as Schedule B.)

In the Second Stage, the price proposal of all contractors, who have attained minimum 70% score in the technical evaluation, will be compared. The contract will be awarded to the Contractor offering the best value for money. The contractor scoring the highest on the technical and financial proposal combined will be awarded the contract.

The total financial score per category shall be 300 points and the formula to calculate the weighted score shall be as follows:

Financial proposal score(s) = Lowest price of the proposal Price of the proposal being evaluated

x 300

Total score of the contractor for one category = Technical Proposal + Financial Proposal of one category.

Summary of Technical Proposal

Evaluation

Score

Weight

Points

Obtainable

Company/ Other Entity

A B C D E

1. Expertise of Firm/ Organization submitting Proposal

20% 200

2. Proposed Work Plan and Approach

30% 300

3. Personnel (total number of staff, staff experience and gender balance)

20% 200



of 24

Total 700

Evaluation forms for technical proposals follow on the next two pages. The obtainable number of points specified for each evaluation criterion indicates the relative significance or weight of the item in the overall evaluation process. The Technical Proposal Evaluation Forms are:

Form 1: Expertise of Firm / Organization Submitting Proposal

Form 2: Proposed Work Plan and Approach

Form 3: Personnel

Technical Proposal Evaluation Form 1:

Points Obtainable

Company / Other Entity A B C D E

Expertise of Firm / organization

1.1 Reputation of Organization and Staff (Competence / Reliability)

30

1.2 General Organizational Capability which is likely to affect implementation (i.e. loose consortium, holding company or one firm, size of the firm / organization, strength of project management support e.g. project financing capacity and project management controls)

30

1.3 Extent to which any work would be subcontracted (Subcontracting carries additional risks, which may affect project implementation, but properly done it offers a chance to access specialized skills.

20

1.4 Quality assurance procedures, warranty

20

1.5 Relevance of: Specialized Knowledge (polling officials training

50

Experience on Similar Program / Projects program

25

Total Part 1 200



of 24

Technical Proposal Evaluation Form 2

Points Obtainable


Proposed Methodology/Approach and Work Plan 2.1 Is the proposal based on the data

provided for the preparation of the proposal and training plan?

50

2.2 How effective is the training design and plan and whether or not it addresses the proposed training architecture?

50

2.3 How much the logistic plan addresses the TORs of the assignment?

50

2.4 How effectively and relevant are the monitoring mechanisms proposed?

50

2.5 Are quality measures and checks built in the proposal?

50

2.6 How far is the work plan realistic and according to the requirements of the TORs?

50

Total Part 2 300

Technical Proposal Evaluation Form 3

Points Obtainable


Personnel 3.1 Team Leader Project Management

Experience 15

Professional experience in developing training program

15

Experience related to elections training

20 50

3.2 Potential Lead Trainers and Master Trainers

Professional training experience as is outlined TORs

50

Covering the 02 categories (DRO and RO) of trainings

30



of 24

Experience of work related to elections

40

Gender Balance in recruitment of Lead and Master Trainers

30 150

Total Part 3 200

Those vendors not selected for the negotiation phase will not be notified.

4 Scope of Work, Specifications & Requirements

4.1 Technical Specifications

International Foundation for Electoral Systems (IFES) intends to engage a firm with adequate resources and professional and technical outreach capacity to identify and select the required number of Master Trainers according to a set criterion and will be responsible for hiring and supervision of the trainers as well as arranging and organizing the trainings for all the tiers. The selected firm will also ensure that the trainers so recruited perform to the desired professional standards, and if any one of them is not delivering the firm will replace that person with a suitable one.

The tentative timeline for implementation of the trainings is as follows:

• A period of 6 days is required for the Training of Master Trainers • The time of 2- 4 days for completing the trainings of District Returning officers

has been set • A period of 6-7 days is required for the Training of Returning Officers. • The total length of the time is 16 - 20 days to complete all the training activity

across country.

IFES reserves the right to adjust timelines according to the changing electoral environment.

IFES will be responsible to provide the required training materials - Handbooks and the Trainer Manual - for the training program. Training firm will not be responsible for the designing and printing of the training material but will provide stationary to the participants of all the trainings.

IFES reserves the right to award the contract to one or multiple firms, depending on the needs of the project and capacities of the applicants.

The work schedule represents IFES’ best estimate based on the upcoming General Elections, which are expected to be held in 2013. If after finalizing the contract between the firm and IFES there is any delay or change in the training schedule due to any reasons, the rest of the work schedule will be shifted by the same number of days, when possible.



of 24 Methodology

A combination of professional and technical trainers will be used. Proper identification, selection, Training of Master Trainers (ToMT) and then roll out of DRO and RO trainings would be the key elements of the whole activity. The training architecture will cover the following tiers: Selection of Master Trainers; Training of Master Trainers; Training of District Returning Officers; and finally Training of Returning Officers. Approximately 32 Master Trainers (16 professional and 16 technical trainers) will be required to be inducted. They will be trained by a material development team comprising officers from the ECP and IFES. In turn, the Master Trainers in teams of two (1 professional, 1 technical) will train approximately 126 DROs in a two-day training workshop at provincial headquarters – Karachi, Lahore, Peshawar and Quetta. The DROs for FATA will be trained in Peshawar. DRO for Islamabad Capital Territory (ICT) will be trained in Lahore. In the next stage, Master Trainers, again in teams of two, will train approximately 424 ROs in 19 three-day training workshops at divisional level across the country. In case of Baluchistan all the trainings for DROs and ROs will be done at provincial headquarter.

Specific Tasks to be undertaken by the Firm

Develop complete recruitment and training plans to be shared with and approved by IFES. Specific attention should be paid to ensuring recruitment of female Master Trainers in each province.

Identification, selection and hiring of Master Trainers as per TORs and criteria (Annex-A) and number given in the document. Master trainers should be hired on daily wages basis in line with the number of days required to complete the trainings.

Organize trainings for Master Trainers (this will be a complete training package including hiring of venue, provision of meals and refreshments, equipment (multimedia, laptop etc.), stationary, travel and lodging).

Develop a division-wise Master Trainers Distribution Plan for each province.

IFES will arrange the delivery of the training material to the training company’s head office or any one location in the country. The company will be responsible for the delivery of training material to the venues of the trainings for ToMT and for further trainings of DROs and ROs.

Ensuring the attendance of trainers at their respective trainings venues.

Training rollout

Develop a training plan based on the training architecture

Devise a comprehensive strategy for the implementation of training program with activity details

The enclosed training architecture with TORs (Annex-B) largely describes the extent of training.

Training of Master Trainers

The firm needs to identify suitable and qualified Master Trainers based at provincial and divisional level. The identification of Master Trainers must be done according to the required number of Master Trainers for each province.



of 24

The firm will be responsible for conducting the training and making all necessary arrangements for training of master trainers. This will be a complete training package including hiring of venue, provision of meals and refreshments, equipment (multimedia, laptop etc.), stationary, travel and lodging of participants.

IFES/ECP module development team will be the part of TOMT as technical persons for facilitation of the sessions related to DROs and ROs functions

The Master Trainers will be responsible for conducting the Trainings for DROs at provincial headquarters and training for ROs at divisional level

Training of District Returning Officers (DROs)

The firm will be responsible for ensuring that the teams of Master Trainers conduct 100% of the trainings for DROs at provincial level

The firm will be responsible for paying the Master Trainers for all the trainings conducted by them for DROs

The firm will be responsible for making all other necessary arrangements for the training of DROs. This will be a complete training package including hiring of venues, provision of meals and refreshments during the training, equipment (multimedia, laptop etc.), stationary, travel and lodging of master trainers.

The firm will ensure that the training venues are decent and match the profile of the participants who are district and session judges – 4 or 5-star hotels.

Training of Returning Officers (ROs)

The firm will be responsible for ensuring that the teams of Master Trainers conduct 100% of the trainings for ROs at divisional level for KPK, Sindh and Punjab. In case of Baluchistan the RO trainings would be conducted at Quetta. FATA participants will be trained in nearest KPK divisions.

The firm will be responsible for paying the Master Trainers for all the trainings conducted by them for ROs

The firm will be responsible for making all other necessary arrangements for the training of ROs at divisional level. This will be a complete training package including hiring of venues, provision of meals and refreshments during the training, equipment (multimedia, laptop etc.), stationary, travel and lodging of master trainers.

The firm will ensure that at divisional level the training venues are decent and match the profile of the participants who are judicial officers.

Monitoring of Training

The firm will put in place an internal monitoring mechanism based upon defined monitoring parameters to cover every level and aspect of the training.

Individual trainers need to be monitored and the two-person training teams should be evaluated based on training delivery and coordination amongst the pair.

Feedback from trainees about the training and the trainers need to be gathered.

Submission of a brief monitoring report for each of the trainings must be submitted to the Senior Training Specialist within 24 hours after the training.



of 24

Documents/Plans/Reports

All reports should be written in English.

Recruitment plan of trainers

Project implementation plan

Project monitoring plan

Individual training monitoring reports (brief)

Project completion report

Any other documents/plans required by IFES Senior Training Specialist

Transportation Cost:

Transportation and lodging cost for all Master trainers will be the responsibility of the training Firm

Resource Plan:

Submission of Resource plan is essential, which must show the capacity of the firm to manage the assignment in terms of personnel and facilities. It should also provide brief description of the firm’s past and present activities with focus on services related to the proposal.

5 Vendor Qualifications & References

All vendors must provide the following information in order for their proposal to be considered:

1. A brief outline of the vendor company and services offered, including:

Full legal name and address of the company

Full legal name of company’s President and / or Chief Executive Officer

Year business was established

U.S. companies must indicate if they are a registered Small Business (Woman-owned, Veteran-owned, Minority-owned, Disabled, Service Disabled Veteran-owned)

2. A description of their geographic reach and market penetration.

3. An outline of their partnerships and relationships to date.

4. Information on its current clients, including:

A list of clients with similar needs using similar products and/or services.

Evidence of successful completion of a project of a similar size and complexity.



of 24 5. References: Contact information for five references from projects similar in size,

proposal, and scope and a brief description of their implementation (including location and year).

6. A pre-award survey is required and has been included as Schedule B of this RFP.

6 Budget & Estimated Pricing

All vendors must provide a detailed cost breakdown for the implementation of their solution for IFES’s project as described in this RFP. Costs elements should be included at the discretion of the vendor for those costs deemed essential to satisfactorily perform the SOW. The vendor must agree to keep these prices valid for minimum 90 calendar days as of Wednesday, 20 February 2013.

Pricing must be in Pakistani Rupees (PKR), with a US Dollar (USD) conversion rate. Unit price is required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. Awards will be issued and paid in PKR.

The expense details must provide a province wise cost breakdown. Provide separate figures for each functional grouping or category. Estimates for cost‐reimbursable items, such as meal, venue charges, transportation and miscellaneous should be listed separately.

The expense detail should be prepared using the format provided below. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as example expenses. IFES reserves the right to reject proposals which do not adhere to the format provided in this RFP.

There can be an increase or decrease of (+/‐) 25% in the scope of work for the assignment. In addition to hard copy also submit soft copy for office use.

Cost estimate for Training of Master Trainers

Sr #

Description detail Quantity Unit cost

(PKR)

Total cost

(PKR)

Total Cost

(USD)

1 Management Fee (%)

2 Lead Trainer Fee Per Trainer

/ Day

3 Lead Trainer Travel Cost (if applicable)

Per Trainer

4 Lead Trainer Board/Lodging Cost (if applicable)

Per Trainer

5 Travel Cost of Outstation



of 24

Sr #

Description detail Quantity Unit cost

(PKR)

Total cost

(PKR)

Total Cost

(USD)

participants Participants

6 Travel Cost of Participants (if applicable)

Local Travel

7 Boarding/Lodging Cost of participants (if applicable)

Outstation participants

8 Workshop Food / meal lunch & 2 tea/ day

9 Training Material for participants and conduct of training

Workshop

10 Venue charges Per Day

11 Other (please specify)

Please consider the following while preparing cost estimates

Training Firm’s selected 02 Lead Trainers would conduct the training whereas IFES Module Development Team will act as resource person during the training for input on technical sessions.

No of participants are 32 to be trained for ToMT (04 for Baluchistan & 6 for Sindh, 08 for Punjab, 06 for KPK and FATA and 08 ECP Officials)

One ToMT Workshop for 06 days duration; venue may at any of the provincial capital or ICT

Food/Meal arrangement should also be estimated considering it to be done in a 3-Star venue or equivalent;

IFES will provide only printed material (handbooks and manual) for participants and trainers; other than such items training firm would be responsible for provision of complete training kit (stationery and other items) for participants and conduct of training as well.

Management fee can be calculated on the basis of anticipated time of the management of the firm spent during the complete process of the assignment.



of 24 Cost estimate for Training of District Returning Officers (DROs)

Sr #

Description Detail Quantity Unit cost

(PKR)

Total cost

(PKR)

Total Cost

(USD)


2 Master Trainer Fee Fee per Trainer per Workshop

3 Travel Cost of Master Trainer (if applicable)

Per Trainer

4 Boarding/Lodging Cost of Master Trainers (if applicable)

Outstation Trainer

5 Workshop Food / meal

lunch & 2 tea/ day

6 Venue charges Per workshop


Per workshop



The training(s) will be conducted at each of the respective Provincial Capital

Prepare cost estimate separate for each lot and province

Two Master Trainers (other than ECP trainers) would be responsible for conduct of Training of DROs.

Number of participants to be trained are 126 in total (30 for Baluchistan, 27 for Sindh, 37 for Punjab and 32 for KPK and FATA)

Number of training workshops are 05 (01 each for Baluchistan, Sindh and KPK& FATA, 02 for Punjab)

Duration of workshop (2 days each)

Food/Meal arrangement should also be estimated considering it to be done in a 4 or 5-Star venue or equivalent


Management fee can be calculated on the basis of anticipated time of the management of the firm spent during the complete process of the assignment;



of 24 Cost estimate for Training of Returning Officers (ROs)

Sr #

Description Detail Quantity Unit cost

(PKR)

Total cost

(PKR)

Total Cost

(USD)


2 Master Trainer Fee Fee per Trainer per Workshop

3 Travel Cost of Master Trainer (if applicable)

Per Trainer

4 Boarding/Lodging Cost of Master Trainers (if applicable)

Outstation Trainer

5 Workshop Food / meal

lunch & 2 tea / day

6 Venue charges Per workshop


Per workshop



The training(s) will be conducted at each of the respective Divisional Head Quarter except for Baluchistan Province. The trainings for ROs pertaining to Baluchistan will be held at Quetta.

Prepare cost estimate separate for each lot and province

Two Master Trainers would be responsible for conduct of Training of ROs.

Number of participants to be trained are 431 in total (65 for Baluchistan, 64 for Sindh, 158 for Punjab and 144 for KPK and FATA)

Number of training workshops are 19 (03 each for Baluchistan and Sindh, 06 for KPK& FATA, 07 for Punjab)

Duration of workshop (3 days each)

Food/Meal arrangement should also be estimated considering it to be done in a 3 Star venue or equivalent


Management fee can be calculated on the basis of anticipated time of the management of the firm spent during the complete process of the assignment.



of 24

7 Additional Terms & Conditions

7.1 Non-Disclosure Agreement

IFES reserves the right to require any offeror to enter into a non-disclosure agreement.

7.2 Costs

The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by offeror or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation.

7.3 Intellectual Property

The Respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate.

7.6 Partial Awarding

IFES reserves the right to accept all or part of the quotation when awarding the purchase order.

7.7 No Liability

IFES reserve the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability.

IFES shall not be liable to any offeror, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or

As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

7.8 Entire RFP

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.



of 24

8 Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to RFP/13/077 issued by IFES. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 90 calendar days as of Wednesday, 20 February 2013.

The undersigned further certify that their firm (check one):

IS IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

_____________________________________________________



of 24 Schedule “A” Notice of Intention

RFP/13/077

NOTICE OF INTENTION

REQUEST FOR QUOTATION

From:

[VENDOR ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Quotation RFP/13/077 by selecting one of the following:

[ ] Intends to respond to this IFES Request for Quotation

[ ] Does not intend to respond to this IFES Request for Quotation

TO:

International Foundation for Electoral Systems

Gregory Buchholz, Contracts and Grants Admnistrator

1850 K Street, NW

Washington, DC 20006

Tel: +1 202.350.6864

Fax: +1 202.350.6701



of 24

Schedule “B” Term of Reference of Positions

RFP/13/077



of 24

Terms of References and selection criteria for Master Trainer

Master Trainer

Technical Trainer Professional Trainer

Qualification:

A University degree; Understanding on the technical side of election administration, particularly the knowledge of pre, during and post-election activities.

Degree in law will be an added advantage. Experience as Trainer in elections is a plus point.

Since the trainers are expected to work in their respective provinces, preference in recruitment will be given accordingly.

Qualification:

A University degree; Experience in adult education activities and/ or election related trainings.

Sufficient experience of conducting trainings for senior level public or private sector officials.

Since the trainers are expected to work in their respective provinces, preference in recruitment will be given accordingly.

Experience:

Prior experience of working as District Returning Officer or Returning Officer

Extensive information and clear understanding of elections’ preparation, particular the role of DROs and ROs in pre, during and post-election phases

Experience as a Trainer in election related trainings will be preferred

Good interpersonal skills and proficiency in English and local languages

Experience of training management will be an added advantage

Experience:

5-7 years professional experience

Extensive experience in conducting different kind of trainings

Skills in coordinating with and managing diverse groups

High interpersonal skills and proficiency in English and local languages

Sufficient experience of conducting trainings for senior level public or private sector officials.

Experience of trainings regarding election laws, rules and regulations will be an added advantage.

• The selected Master Trainers will be required to attend a six-day training workshop

(TOMT). • The trained Master Trainers will be responsible to impart trainings to the DROs in

respective provinces as per approved training plan. • The trained Master Trainers will also be responsible to impart trainings to the ROs in

their respective provinces at divisional level as per approved training plan. • Master Trainers will follow the methodology provided in the training manuals. • Master Trainers will work in close coordination with IFES’ Provincial Training Officers. • Take attendance of participants at all trainings and maintain daily record. • Work closely with other trainer in the team to ensure quality delivery of training. • Produce training reports on each training conducted.



of 24 Schedule “C”

Outline of training architecture

RFP/13/077



of 24

Sr. No

Description of Training Event Events Approx. Participants

1 6-day Training of Master Trainers at a central location

1 32

Punjab

2 Two-day Workshop for District Returning Officers 2 37

3 Three-day training workshop for Returning Officers 7 151

Total 9 188

Sindh



Total 4 91

Baluchistan



Total 4 93

KPK and FATA




of 24


Total 7 176

Grand total 24 580

Province-wise Training details

Province # of DROs

# of DRO

training

days required for DRO training

# of ROs

# of RO training

Participant per

training

days required for RO

training

trainers require

d

Baluchistan 30 1 2 65 3 22 6 4

Sindh 27 1 2 64 3 21 6 4

Punjab+ICT 37 2 4 151 7 26 6 8

KPK and FATA

32 1 2

144 6 24 6 6

126 5 2-4 424 19

6 22

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...

Documents

Transcript of INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...