INTERNAATIONALFOUNDA TION FOR ELECT ORAL S YSTEMS …buyersguide.ifes.org/procurement_pdf/1354295408.pdf · RFP/13/032 Recruitment Services for Short Term Staff IFES Pakistan Page

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RFP/13/032 Recruitment Services for Short Term Staff

IFES Pakistan

Page 2 of 27 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 ............................................................................. 8�

4.1 TECHNICAL SPECIFICATIONS ........................................................................................................................... 8�

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

6� BUDGET & ESTIMATED PRICING ............................................................................................................... 12�

7� ADDITIONAL TERMS & CONDITIONS ........................................................................................................ 15�

7.1 NON‐DISCLOSURE AGREEMENT .................................................................................................................... 15�7.2 COSTS ...................................................................................................................................................... 15�7.3 INTELLECTUAL PROPERTY ............................................................................................................................. 15�7.6 PARTIAL AWARDING ................................................................................................................................... 16�7.7 NO LIABILITY ............................................................................................................................................. 16�7.8 ANTICIPATED TERMS OF THE CONTRACT ........................................................................................................ 16�7.9 ENTIRE RFP .............................................................................................................................................. 18�

8� VENDOR CERTIFICATION ............................................................................................................................ 19�


IFES Pakistan

Page 3 of 27 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 to supply short term staff for national cascade training. 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.

IFES under its Support for Election Reform in Pakistan (SERP) project aims to promote and strengthen electoral processes in Pakistan by providing 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 women and marginalized groups.

In an effort to strengthen the ECP’s capacity to conduct credible elections, IFES will work with the ECP and United Nations Development Program (UNDP) to conduct nation‐wide cascade training for election officials ahead of the upcoming general election. IFES will engage with ECP to carry out trainings for polling staff in all districts of Sindh, Khyber Pakhtunkhwa (KPK), Balochistan, and Federally Administered Tribal Areas (FATA) through a network of well‐qualified Lead and Master trainers and Training Coordinators. The implementation of the training program entails huge efforts, adequate resources and effective supervision and proper logistic arrangements. In order to implement the training program in letter and spirit, IFES will engage a recruitment agency to recruit and employ short term staff for the period of four months for smooth coordination and conduct of a national cascade training program in Balochistan the four above mentioned areas according to the TORs given in the attached scopes of work for respective posts.

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.


IFES Pakistan

Page 4 of 27 Issuance of RFP Friday, 30 November 2012 Technical Questions/Inquiries due Monday, 10 December 2012, 17.00 Islamabad

time Answers/Addenda from IFES Wednesday, 12 December 2012 RFP Closes Monday, 31 December 2012 17.00 Islamabad

time

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]

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


IFES Pakistan

Page 5 of 27 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 Wednesday, 12 December 2012. All questions, answers, and addenda will be posted online at IFES Buyers’ Guide website: http://www.ifesbuyersguide.com/procurement.php

3.4 Proposal Submission

Quotations must be submitted in electronic copy via e‐mail, on or prior to Monday, 31 December 2012 17.00 Islamabad time to Gregory Buchholz at [email protected].

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 in Section 6 below.

Evaluation Criteria:

Sr. No. Requirement Minimum Standard Marks

1 Previous experience of recruiting and outsourcing

3 Projects must be completed in past

5 points for each project (Max 30)

2 Number of years of Registration/ incorporation 3 years 5 points for each year

(Max 30)

3 Quality Assurance Procedures and standards

3 project completion certificates, & ISO Certification etc.

5 points for each certification (Max 30)

4 Financial strength Last 2 years certified financial audited reports.

5 points for each year (Max 10)


IFES Pakistan

Page 6 of 27

3.6 Selection and Notification

A three‐stage procedure is utilized in evaluating the proposals, with evaluation of the minimum requirements and evaluation of the technical proposal being completed prior to any price proposal being opened and compared. The technical proposal will be opened only for submissions that passed the minimum score of 55% of the obtainable score of 100 points in the above table.

In the Second Stage, the technical proposal is evaluated on the basis of its responsiveness to the Term of Reference (TOR). The tables below describe the technical evaluation criteria.

Technical Proposal Evaluation

Form 1:

Points

Obtainable A B C D E

Expertise of Firm / organization

1.1 Reputation of Organization and Staff (Competence / Reliability)

10

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)

10

1.3 Quality assurance procedures 5

1.4 Experience on Similar Program / Projects program

5

Total Part 1 30


IFES Pakistan

Page 7 of 27

Technical Proposal Evaluation

Form 2

Points

Obtainable A B C D E

Proposed Work Plan and Approach

Is the proposal based on the information provided in RFP?

2.2

How effective is the HR management plan and whether or not it addresses the required recruitment plans of IFES.

15

Resource plan, is the agency operating in all provinces? Total number of offices

15

2.6

To what extent is the work plan realistic and according to the requirements of theTORs?

10

Total Part 2: 55

In the Third 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 15 points and the formula to calculate the weighted score shall be as follows:

Financial proposal score (s) = Lowest price of the proposal x 15 Price of the proposal being evaluated

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

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


IFES Pakistan

Page 8 of 27 4 Scope of Work, Specifications & Requirements

4.1 Technical Specifications

In an effort to strengthen the ECP’s capacity to conduct credible elections, IFES will work with the ECP and United Nations Development Program (UNDP) to conduct nation‐wide cascade training for election officials ahead of the upcoming general election. IFES will engage with ECP to carry out trainings for polling staff in all districts of Sindh, Khyber Pakhtunkhwa (KPK) Balochistan and Federally Administered Tribal Areas (FATA) through a network of well‐qualified Lead and Master trainers and Training Coordinators. The implementation of the training program entails huge efforts, adequate resources and effective supervision and proper logistic arrangements. In order to implement the training program in letter and spirit, IFES will engage a recruitment agency to recruit and employ short term staff for the period of four months for smooth coordination and conduct of a national cascade training program in Balochistan the four above mentioned areas according to the TORs given in the attached scopes of work for respective posts; SOW’s can be found as schedule B of this RFP. The total number of staff to be hired for each province is given table 1.

Table 1:

S # Province Title of Position No. of Positions Locations

1

Sindh

Divisional Training Coordinator (DivTC) 05

Based at the Divisional headquarters

District Training Coordinator (DTC) 27 Based at the District headquarters

Deputy District Coordinator (DDC) 05 Based at the District headquarters

Sub‐Total 37

2 Balochistan

Divisional Training Coordinator (DivTC)

06 Based at the Divisional


Deputy District Coordinator (DDC) 06 Based at Divisional

Sub‐total 42


IFES Pakistan

Page 9 of 27

S # Province Title of Position No. of Positions Locations

3 KPK

Divisional Training Coordinator (DivTC) 07

Based at the Divisional headquarters


Deputy District Coordinator (DDC) 07 Based at the District headquarters

Sub‐total 38

4 FATA

Divisional Training Coordinator 0

Agency Training Coordinator (ATC) 07 Based at Agency

Deputy Agency Coordinator (DDC) 0

Sub‐total 07

Grand‐Total 124

A total of 124 training coordinators at different level (divisional, district and agency) are to be recruited and employed through the recruitment agency for a period of four months.

Objectives:

The objective of hiring the above mentioned staff is to ensure the effective planning and implementation of training for polling personnel at district level in a timely manner. The firm will provide the following services:

• Screening, interviewing and recruitment of 124 personnel through competitive process and headhunting in consultation with IFES and ECP. Recruited personnel would work for a period of four months (with the possibility of extension);

• Prepare at Provincial Capitals orientation of the hired personnel on the standard operating procedures (SOPs) and understanding of the whole training concept, schedule and arrangements. Duration of the orientation shall be 2 days each provincial capital.

• Human Resources (HR) management plan and record keeping by the agency for all the above mentioned personnel hired;

• Disbursement of salaries and allowances to the hired personnel and maintenance of all the relevant records.


IFES Pakistan

Page 10 of 27 Scope:

IFES will engage the agency adequately resourced with professional, technical and outreach capacity preferably in the three provinces of Pakistan and in FATA to recruit and employ 124 training coordinators up till the upcoming General Elections. The agency will be required to identify and recruit well‐qualified and capable candidates for position of training coordinators at division, district and at agency level.

The work schedule represents IFES’ best estimate based on the upcoming general elections which are expected to be held in early 2013. If after finalizing the contract between the agency and IFES there is any delay or change in the training schedule due to a revised election schedule, the rest of the work schedule will be shifted by the same number of days where possible.

Development of recruitment plan and Identification of coordinators

• The recruitment agency shall prepare a comprehensive recruitment plan for the hiring of personnel for IFES review. Special attention should be paid to gender parity in the recruitment of personnel.

• Place advertisement in major newspapers having nationwide coverage for identification of the potential candidates.

Short listing of candidates

• The recruitment agency will short list potential candidates for all the four categories on the basis of selection criteria provided by IFES in the attached Scope of Work (SoW)

• The list of short listed candidates for interview will be shared with IFES before the interview

Conducting Interviews

• The agency will be responsible for conducting the interviews of the staff to be hired. The agency shall share the interview schedule with IFES with minimum three candidates for each position to be interviewed.

• The agency will prepare an interview checklist and a quantitative scorecard for each candidate so that candidates can be ranked and selected on the basis of objective and uniform standards.

• The agency shall conduct interviews of short listed candidates preferably at the Provincial capitals or at Divisional level.

• A representative of ECP will be a part of the interview panel. The agency will arrange the lodging and transport for ECP officials for no additional charge.

• IFES may be part of the interview panel at its discretion. The agency will arrange lodging and transport for IFES representatives for no additional charge.

• The agency shall develop and finalize the sample employment contract and shall share with IFES

Final selection and contract signing

• Prior to the employment of staff on the services the agency shall provide to IFES a list of the names and other particulars of the staff to be employed by the agency as well as any substitutes thereto.


IFES Pakistan

Page 11 of 27 Orientation of the selected candidates

• The agency shall finalize an orientation plan in collaboration with IFES staff for the staff selected for all four categories at the provincial capitals on Standard Operating Procedures (SOPs) related to general matters of the training to be conducted.

• The agency will be responsible for all arrangements for the orientation including location, logistics, travel, lodging, materials, equipment, etc.

• The agency will also responsible to provide lodging and meals to the relevant ECP staff for these orientation (all the District Election Commissioners and Regional Election Commissioners)

• Orientation shall also include employment contract issued by the agency in relation to IFES project and also for enhancing level of understanding on training concept, schedule and its management;

HR Management Plan

• The agency shall develop a comprehensive HR management plan for all 124 hired personnel for four months.

• The plan should also address the strength of the firm with regard to its professionals assigned for the project in different sections, i.e. Project Manager, HR Expert(s), and Finance Expert(s)

• The agency must ensure that standard internal control procedures are in place while making payments of salaries and allowances and should provide the same to IFES

• The plan should reflect the recruitment procedures, sample appointment letters, management and record keeping of the hired personnel. It should provide evidence of past experience of providing such services along with completion certificates

• The standard internal control and financial management procedures present in the organization must also be included in the plan. Disbursement plan / mechanism for transfer of salaries and allowances highlighting internal control procedures must be attached with the proposal. The agency must pay all relevant income taxes and social contributions required by law.

• The plan must define performance management mechanism of the hired personnel, which will be the responsibility of the recruitment agency. Quality assurance mechanism must be included in the proposal for the proposed project

Transportation Cost:

• Transportation cost during the contract period will be the responsibility of the agency.

Communication Cost:

• The agency will provide fixed monthly allowance of PKR 1000 for mobile use per person. The hired staff will use the ECP office setup for the routine work.

Monthly Financial Reporting

• The agency shall submit monthly invoice on basis for expenses incurred


IFES Pakistan

Page 12 of 27 Reporting Mechanism

• The reporting lines of the different persons will be indicated in the organogram, which will be shared with the selected agency

• Regarding the HR matters, the training coordinators will report to agency and regarding the programmatic matters they will report to IFES Provincial Training Officers.

Registration and Audit Reports

• Registration certificates and last 3 years audited financial reports are required

Resource Plan

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

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


IFES Pakistan

Page 13 of 27 must agree to keep these prices valid for minimum 90 calendar days as of Monday, 31 December 2012.

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 firm shall submit the Price Schedule in a separate envelope from the rest of the RFP response. The Price Schedule must provide a detailed cost breakdown. Please fill each box separately mentioned in the below price schedule tables.

Estimates for cost‐reimbursement items, if any, such as travel, mobile phone allowance and out of pocket expenses should be listed separately.

The format shown on the following pages should be used in preparing the price schedule. It should include specific expenditures, which may or may not be required or applicable but are indicated to serve as examples.

In addition to the hard copy also submit soft copy for office use.

Price Schedule / Financial Proposal

For Recruitment of personnel

Sr. #

Description/Break‐up of Financial Proposal Unit Quantity Unit Cost

(Rs.) Total Cost (Rs.)

A Consultancy/Management Fee:

A.1 Management Fee Percentage

A.2 Travel Cost on interview panel members (agency staff)

Persons

A.3 Boarding Cost of agency interview panel members Days

A.4 Other (please specify)

Grand Total Consultancy/Management Fee:

B. Reimbursable Cost: B.1 Advertisement cost –

Newspapers with Nation‐wide coverage

Per advertisement

B.2 Stationery for recruitment process

Lump sum

B.3 Other (please specify) Grand Total Reimbursable

Costs:


IFES Pakistan

Page 14 of 27 Notes:

The firm shall place advertisement in at least four newspapers (two Urdu & one English) with Nation‐wide coverage (four stations each) and one regional level newspaper;

The venue and location for interviews shall be shared with IFES at least 5 days in advance;

The firm shall be responsible for printing and stationery items included in short‐listing process, issuance of interview calls, preparation interview reports, and issuance contracts to the selected candidates;

Management fee shall be calculated on the basis of anticipated time of the management of the firm spent during the complete process of the assignment. Management fees must be auditable and based upon actual indirect expenses required for operations.

Price Schedule / Financial Proposal

For Disbursement of Salaries and Allowances to Personnel

Sr. # Description/Break‐up of Financial Proposal

No. of Positions

Salary per Month (Rs.)

Person Months

Total Cost (Rs.)

E. Consultancy/Management Fee:

E.1 Management Fee (%) percentage E.2 Bank charges (actual basis)

to be incurred on payments of salaries and travel allowance

E.3 Salary of the hired staff E.3 Other (please specify) E.4 Grand Total Consultancy /

Management Fee:

F. Reimbursable Costs: F.1 Local Transportation Cost

for (DivTC, DTC, DDTC)

F.2 Mobile Phone Allowance (please specify)

1000

Grand Total Reimbursable Costs:

Notes:

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 (detailed time calculation should be provided in this regard). Management fees must be auditable and based upon actual indirect expenses required for operations;


IFES Pakistan

Page 15 of 27 The firm may include bank charges on actual basis to be incurred on the transaction in connection with transfer of salaries, allowance etc.;

Each position will be expected to work for 4 months;

The firm shall pay only salaries/travel to all the above positions

G. Total Cost of Management/Consultancy

Sr. # Description Total Cost (Rs.) 1. Grand Total – Recruitment of Personnel 2. Grand Total – Disbursement of Salaries and Allowances Total Consultancy / Management Costs:

H. Total Reimbursable Costs

Sr. #

Description Total Cost (Rs.)

1. Grand Total – Recruitment of Personnel 2. Grand Total – Disbursement of Salaries and

Allowances

Total Reimbursable Costs:

Grand Total

(Management Cost + Reimbursable Cost):_____________________

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.


IFES Pakistan

Page 16 of 27 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 Anticipated Terms of the Contract

IFES will issue, but is not limited solely to, the following terms:

• The cost of preparing and submission of the proposal shall be borne by the agency and IFES will in no case be responsible or liable for those costs. Language of the proposal shall be in written English

• Employed staff for the services will work as per the government working days. Saturdays, Sundays and gazetted holidays will be observed as holidays.

• If, in IFES opinion, any member of the staff engaged by the Agency is incompetent, negligent or working and/or behaving in such a way as to make his/her continued presence undesirable, the Agency shall on being notified by IFES remove such staff and shall without any cost and expense to IFES and replace the said member of the staff with a suitable replacement acceptable to IFES within the shortest possible time.

• In the event of absence of any member of the staff employed by the Agency for any reason whatsoever the Agency shall provide suitable replacement having similar experience/caliber such that the strength of the staff required pursuant to attached Schedule (Table1) hereto shall at all times be maintained. If the Agency fails to provide the required staff IFES shall charge a fine of Rs.10,00.00 per person per day and shall be entitled to deduct the amount thus fined from the monthly payment to the Agency.

• Payment will be made to the Agency for the services listed in Schedule (Table1) on submission of bills duly verified by IFES training specialist, provided all obligations of the Agency hereunder are fully complied with to the satisfaction of IFES.

• In case the Agency fails to meet any of its contractual obligations at any time, IFES reserves the right to either terminate the contract or to procure services that are not satisfactorily provided through some other firm/person and charge the same to the Agency. Actual deduction for any such charge shall be made from the Agency's monthly bill.

• The Agency shall be an independent Agency and will in no way establish a relationship of principal and agent as between the Agency and IFES. The staff


IFES Pakistan

Page 17 of 27 employed for services for the project and all other employees and personnel of the Agency shall in no way be deemed to be employees of IFES. It is agreed that neither during the currency of this Agreement nor after its termination, the persons employed by the Agency shall have any lien on the service of IFES or make any other claim against IFES.

• The Agency shall be liable for strict compliance with all requirements of prevalent labor laws and statutory benefits/payments of compensation to all staff provided hereunder to IFES as well as compliance with requirements for the maintenance of relevant records, registers if any. The Agency shall be solely and exclusively responsible to discharge any obligations with regard to the staff employed for services hereunder which may be introduced subsequent to the execution of this Contract such that IFES shall not be liable to pay to the Agency any sum other than that agreed. In case IFES is required to make any payment under any law on behalf of the persons employed by the Agency, the amount so paid by IFES shall be recovered from the Agency's monthly bills.

• All staff employed by the Agency within IFES premises shall be of sound health and character and the Agency shall fully verify the character and credentials of all such staff before recruiting for IFES project. The Agency shall arrange the police clearance in respect of all staff hired. Staff employed by the Agency shall conform to satisfactory standards of performance as required by IFES and shall at all times maintain proper discipline. The Agency shall be responsible for the maintenance of discipline among the staff provided by the Agency.

• The Agency or its representative shall be readily and easily available at all times during working hours for maintaining liaison between IFES and the staff employed by the Agency.

• Agency shall be responsible for the payment of all remuneration to the persons so employed in accordance with the contract, law or the terms of employment, as the case may be, and shall also be responsible for the maintenance for their attendance for the purpose of recording of employees.

• Agency shall be responsible for the observance of the requirements of all the labor laws in respect of staff employed and also for the payment of contributions on behalf of the persons so employed, such as employees’ old age benefits and social security contributions etc., to the concerned agencies under various labor laws. In case IFES is required to pay any contribution under the law on behalf of the persons employed by the Agency, the amount so amount so paid by IFES shall be recovered from the Agency’s monthly bills.

• Agency shall be responsible for the payment of any compensation that may be payable to any person employed in connection with the execution of this contract, or to his/her legal heirs in the event of death, or any injury or disability caused by accident arising out of and in the course of employment and for all other expenses, if any, that may be incurred on the treatment and medical care of the person concerned for such injury. In case IFES is required to pay such compensation or incur such expenses, the amount of compensation or expenses so paid incurred by IFES shall be recovered from the monthly bills of the Agency.

• Agency shall get all eligible workers ensured under the Group Life Insurance as per the requirements of law, if applicable, and shall pay insurance premium on their behalf. In case the Agency fails to ensure a worker under the scheme any liability arising out of such non‐insurance shall be borne by Agency.

• Agency shall ensure that the persons employed get all the benefits to which they are entitled under the terms of employment, contract or law as the case may be.


IFES Pakistan

Page 18 of 27 • Agency and the person employed shall take proper care of all machines and

equipment with which they work. In the event of any damage cause to such equipment, whether intentionally by, or due to the negligence or default of, the person employed by the Agency, the Agency shall be responsible for the payment of the amount damage or the cost of the repair or replacement of equipment to the company.

• Agency shall indemnify IFES against all damages or loss etc. that may be caused by person employed due to any reason, including theft, negligence and pilferage etc.

• Work done and standards observed/ maintained by the Agency will be regularly checked, inspected and reviewed by the authorized officers of IFES to ensure that the work is done or the standards are observed and maintained as per the terms of the contract and agrees specifications who may issue or give such notices, advices or reminders to the Agency as may be necessary for the proper and faithful execution of the contract.

• Authorized staff of IFES, at all times, have free access to all the work and the Agency shall extend all possible help and facilities as may be required by the staff of IFES authorized to ensure that the terms of this contract are properly and faithfully observed.

• Any Additional payment on mutually agreed terms will be made for extra jobs or services, as and when the occasion arises.

• IFES reserves the right to terminate this contract in its entirety if the Agency’s performance of the obligations hereunder is found unsatisfactory and on such termination payment will be made on actuals for work satisfactorily performed.

• Monthly bills of the Agency shall be verified by IFES to see that the Agency has fulfilled the obligations as per the terms of the Agency. Payment will be made only if IFES certifies that the terms of the contract have been fulfilled.

• In case of any dispute over any of the terms of this contract, including the interpretation of its various provisions, the decision of IFES shall be final and binding on the Agency.

Submission of a proposal will be considered acceptance of the above terms by vendors in the event of an award. Vendors with conflicting terms must note this in their proposal in order for these terms to be reviewed and considered during the evaluation phase.

7.9 Entire RFP

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


IFES Pakistan

Page 19 of 27 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/13/032 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 Monday, 31 December 2012.

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:

_____________________________________________________


IFES Pakistan

Page 20 of 27 Schedule “A” Notice of Intention

RFP/13/032

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/13/032 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


IFES Pakistan

Page 21 of 27

Schedule “B” Scope of Work (SOW)

of Positions for Recruitment

RFP/13/032


IFES Pakistan

Page 22 of 27

Scope of Work

Position Title: Divisional Training Coordinator

Reporting To: Regional Election Commissioner / Provincial Training Officers (PTO)

Position Objective: Planning and implementing training activities for Polling staff for forthcoming General Elections

Position Duration: 4 months (with the possibility of extension.)

Duties and responsibilities:

• Develop strong liaison with ECP staff for the proper and timely implementation of Polling Staff Training program in her/ his division

• Cultivate close coordination with ECP staff of respective districts of his/her division. • Ensure complete participation and ownership of ECP for the training program • Remain in close coordination with (PTO, DTC and IFES team regarding the planning and

implementation of the division related training activities • Ensure effective implementation of cascade training activities within stipulated time

frame • Facilitate the DTCs in preparation of District‐wise training plan and collect the training

plans from respective districts • Share the district‐wise training plan with ECP staff and ensure their support for

implementation • Make sure that all the DTC’s have received training materials / training kits and timely

delivery of the training materials at their respective venues ahead of the trainings. • Ensure that all the trainings are conducted according to plan • DivTC will be responsible to maintain and update the data of Maters Trainers (MTs) of his

division • Work with the DTC and ECP staff to ensure that the selected venues for the training of

MTs and Polling Staff are appropriate and serve the purpose of trainings • Getting daily written update of trainings from districts and sharing it with PTO and IFES. • Ensure that reporting forms provided by IFES are properly completed by DTCs and all the

training‐related reports including; including daily, weekly and monthly reports and share with relevant Provincial Training Officers

• Keeping record of all relevant data of his /her division related to trainings • Preparing final report of his/her division after the completion of cascade training

program

Qualifications:


IFES Pakistan

Page 23 of 27 • University degree in Social Sciences/ Management, human resource development or

related fields. • Minimum of five (5) years of direct relevant working experience in planning,

coordinating, implementing and managing adult trainings and large scale cascade training programs.

• Excellent communication and interpersonal skills • Proven ability to write and format short and crisp concept and activity reports • Computer skills including Microsoft Word and Excel • Ability to produce high quality work under pressure and within time constraints. • Understanding of capacity building and institutional building issues • Working knowledge of English language and fluency in local language is required


IFES Pakistan

Page 24 of 27

Scope of Work

Position Title: District Training Coordinator

Reporting To: District Election Commissioner (DEC)/ Divisional Training Coordinator

Position Objective: Planning and implementing training activities for Polling staff at district level for forthcoming General Elections

Position Duration: 4 months (with the possibility extension)


• Develop strong liaison with ECP staff and other relevant stakeholders for ensuring the proper implementation of training activities.

• Getting list of polling staff well before Election Day and develop a comprehensive training plan based upon the polling staff list provided by ECP staff.

• Arrange the mock polling kits in consultation with ECP well before trainings • Monitor training workshops along with ECP staff and external monitoring and evaluation

firm. • Collect training reports from Master Trainers (MTs) after each training. and send written

reports on training activities on a weekly basis and a completion report at the end of the project to the DivTC

• Providing orientation to the MT about the training plan, management of training workshops including training venues, dates of the trainings, quality of the trainings and training materials.

• Collect pair‐wise list of MTs from Lead Trainers and maintain the pair‐wise record of the MTs according to the number of workshops /training allotted to each pair.

• Judicious distribution of training workshops to the pairs of Trainers • Ensure an effective coordination with MTs before, during and after trainings • Identification and selection of appropriate training venues for the polling staff with close

coordination of ECP staff. • Ensure cleanliness of the venues well before the start of the trainings • Receive PrO/APO kits and PO training kits at the district level . • Ensure the delivery of the required training material to the training venue one day

before the start of the trainings, including required training kits and mock polling kits. • Make sure the MT visit the training venues one day before the start of the trainings and

check their respective training kits. • Make certain the safety and security of the training material • Ensure that all the participants of trainings are getting material • Get the written updates of trainings from MTs on daily a basis and share it with relevant

reporting channels • Proper filling of reporting formats and sharing it with DivTC and preparing a final training

report of his/her district


IFES Pakistan

Page 25 of 27 • Maintain the record of each and every activity related to the trainings

Qualifications:

• University degree in Social Sciences/ Management, human resource development or related fields.

• Minimum of four (4) years of direct relevant working experience in planning, coordinating, implementing and managing adult trainings and large scale cascade training programs.

• Excellent communication and interpersonal skills • Proven ability to write and format short and crisp concept and activity reports • Computer skills including Microsoft Word and Excel • Ability to produce high quality work under pressure and within time constraints. • Understanding of capacity building and institutional building issues • Working knowledge on English language and fluency in local language is required


IFES Pakistan

Page 26 of 27

Scope of Work

Position Title: Deputy Training Coordinator

Reporting To: DEC/ District Training Coordinator

Position Objective: Provide wide range of assistance in planning and implementing training activities for Polling staff at district level for forthcoming General Elections

Position Duration: 4 months (with the possibility of extension)


• Develop strong liaison with ECP staff to ensure the proper implementation of each activity.

• Provide assistance to district training coordinator in the preparation of training plans and implementation.

• Provide support to district training coordinator in the arrangements of training workshops

• Helping in the delivery of training kits to training venues and ensure the selection of venue appropriate to the training environment.

• Monitor/facilitate training workshops along with district training coordinator • Assist ECP staff in preparation of reports relating to training activities • Assist DTC in arranging orientation for the MTs about the management of training

workshops including training venues, time management of the trainings, quality of the trainings and training materials.

• Assist DTC in maintaining the pair‐wise record of the MTs. • Assist DTC in judicious distribution of training workshops to the pairs of Trainers • Ensure an effective coordination with MTs before, during and after trainings • Provide support in the identification and selection of appropriate training venues for the

polling staff with close coordination of ECP staff. • Ensure cleanliness of the venues well before the start of the trainings • Check quantity and ensure that the delivery of the required training material has been

made one day before the start of the trainings, including required training kits and mock polling kits

• Make certain the safety and security of the training material • Make sure the MT visit the training venues one day before the start of the trainings and

check their respective training kits. • Ensure that all the participants of trainings receive training material • Make sure that all the MTs take attendance of the participants on a regular basis. • Collect written updates of trainings from MTs on daily basis and share it with relevant

reporting channels • Proper filling of reporting formats and sharing it with DTC. • Maintain the record of each and every activity related to the trainings


IFES Pakistan

Page 27 of 27 Qualifications:

• University degree in Social Sciences/ Management, human resource development or related fields.

• Minimum of two to three (2‐3) years of direct relevant working experience in planning, coordinating, implementing and managing adult trainings and large scale cascade training programs.

• Excellent communication and interpersonal skills • Proven ability to write and format short and crisp concept and activity reports • Computer skills including Microsoft Word and Excel • Ability to produce high quality work under pressure and within time constraints. • Understanding of capacity building and institutional building issues • Working knowledge on English language and fluency in local language is required

Documents

INTERNAATIONALFOUNDA TION FOR ELECT ORAL S YSTEMS …buyersguide.ifes.org/procurement_pdf/1354295408.pdf · RFP/13/032 Recruitment Services for Short Term Staff IFES Pakistan Page