Turkey: External Evaluation Service for North West Syria Rehabilitation

Organization: Global Communities
Country: Turkey
Closing date: 05 Apr 2018

TO: Prospective Offerors

DATE: 22 March 2018

SUBJECT: RFP NO. 24618-PC-18-423

REQUEST FOR PROPOSALS FOR External evaluation service for North West Syria Rehabilitation

The Cooperative Housing Foundation, doing business as Global Communities, has been selected by the United States Agency for International Development (USAID) to serve as the Prime Recipient for the Syria Response and Intervention Support for Emergencies (RISE). Global Communities is inviting qualified firms with experience in North West Syria to submit their proposals for the subject activity based on this Request for Proposals.

Interested organizations should submit their proposals, in hard copy or electronic format in accordance with the language of the solicitation to the address specified. The proposals must be received no later than 05 April 2018, 23:59:59 Turkey local time.

Responding firms are advised that this solicitation does not in any way obligate Global Communities to make a contract award or compensate the responding firms for any costs associated with the preparation and submission of their proposals.

Any questions or requests for information should be addressed by no later than 28 March 2018, 17:00 Turkey local time local time to Global Communities via email at: turkeyprocurement@globalcommunities.org. Any information given to one prospective offeror concerning this solicitation will be furnished to all such offerors as an amendment of the solicitation.

Please e-mail Global Communities at turkeyprocurement@globalcommunities.org of your intent to propose at the earliest practicable date, so that we may anticipate the number of proposals to be evaluated.

REQUEST FOR PROPOSAL (RFP)

RFP NUMBER:

RFP No. 24618-PC-18-423

ISSUE DATE:

21 March 2018

CLIENT:

Global Communities

PROGRAM:

Syria Response and Intervention Support for Emergencies (RISE)

External evaluation service for North West Syria Rehabilitation

ISSUED BY:

Cooperative Housing Foundation,

doing business as Global Communities

8601 Georgia Avenue, Suite 300

Silver Spring, MD 20910-3440

Attention: Global Communities

Procurement Department

PROPOSAL DUE DATE:

05 April 2018, 23:59:59 Turkey local time

QUESTIONS DEADLINE:

28 March 2018, 17:00 Turkey local time

This Request for Proposal contains the following sections:

Part 1

Instructions to Offerors

Part 2

Evaluation Factors for Award

Part 3

Statement of Work

Part 4 Annexes

Annex A – Evidence of Responsibility

Annex B – Budget

Annex C – CVs/ Resumes

Annex D- Past Experience

Annex E- Illustrative Report Outline

Annex F- Work Plan Timeline for Completion

Part 1: Instructions to Offerors

I. GENERAL INSTRUCTIONS TO OFFERORS

A. The Offeror is requested to submit a proposal directly responsive to the terms, conditions, and clauses of this RFP. Proposals not conforming to this solicitation may be categorized as unacceptable, thereby eliminating them from further consideration.

B. Proposals must be received no later than 05 April 2018, 23:59:59 Turkey local time. Proposals must remain valid for a minimum of sixty (60) days. The Offeror may submit its proposal by the following means:

Electronically - Internet email with up to 2 attachments (2MB limit) per email compatible with MS WORD, Excel, and Adobe Acrobat in a MS Windows environment to:

turkeytenders@globalcommunities.org

2 The overall proposal shall consist of two (2) physically separated parts, as follows: Volume I – Technical Proposal; and Volume II – Cost Proposal. Technical Proposals must not make reference to pricing.

C. Alternative proposals will not be considered.

D. Any proposal received in response to this solicitation will be reviewed strictly as submitted and in accordance with the evaluation criteria specified in Part 2, Evaluation Factors for Award.

E. The person signing the Offeror’s proposal must have the authority to commit the Offeror to all the provisions of the Offeror’s proposal.

F. Global Communities is not obligated to make an award or to pay for any costs incurred by the Offeror in preparation of a proposal in response hereto.

G. Global Communities reserves the right to accept or reject any proposal, and to cancel the bidding process and reject all proposals, at any time prior to award, without thereby incurring any liability to Offerors or any obligation to inform Offerors of the grounds for Global Communities action.

H. The Offeror should submit its best proposal initially as Global Communities intends to evaluate proposals and make an award without discussions. However, Global Communities reserves the right to conduct discussions should Global Communities deem it necessary.

I. Proposals must be clearly and concisely written and must describe and define the Offeror’s understanding and compliance with the requirements contained in Statement of Work, which can be found in Part 3 of this RFP. The proposal should clearly address each of the evaluation factors set forth in Part 2. All pages of each volume (cost and technical) must be sequentially numbered and identified with the name of the Offeror and the RFP number.

II. SPECIAL RFP CONSIDERATIONS

A. The authorized geographic code for this procurement is Code 937 or 935, with preference given to 937 which means the U.S., Syria, Turkey and developing countries. The list of USAID-approved developing countries can be obtained from this internet address:

https://www.usaid.gov/ads/policy/300/310maa

B. The anticipated type of contract to be awarded under this solicitation is Firm Fixed Price. For the purposes of cost analysis, Offerors must prepare a detailed budget in accordance with Subpart IV below “Instructions for the Preparation of the Cost Proposal.”

C. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Elaborate art work, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor desired.

D. (i) Offerors are informed that Global Communities complies with U.S. Sanctions and Embargo laws and Regulations including Executive Order 13224 on Terrorist Financing, which effectively prohibit transactions with persons or entities that commit, threaten to commit or support terrorism. Any person or entity that participates in this bidding process, either as a prime or sub to the prime, must certify as part of the bid that he or it is not on the U.S. Department of Treasury Office of Foreign Assets Control (OFAC) Specially Designated Nationals (SDN) List and is eligible to participate. Global Communities shall disqualify any bid received from a person or entity that is found to be on the List or otherwise ineligible.

(ii) Firms or individuals that have an active exclusion on the System for Award Management (www.sam.gov) shall not be eligible for financing and shall not be used to provide any commodities or services contemplated by this RFP.

III. INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

A. The Technical Proposal should provide a straightforward, concise delineation of how the Offeror intends to carry out and satisfy the requirements of the STATEMENT OF WORK described in Part 3 of this RFP. No contractual price information is to be included in the Offeror’s technical proposal in order that it will be evaluated strictly on its technical merit.

B. Technical proposals shall be limited to 20 in total. Pages in excess of 20 will not be read or evaluated. Page limitations for each subpart of the Technical Proposal are indicated below. The front and back of a single page shall be counted as two pages when information is provided on both the front and back sides of a single sheet. Detailed information should be presented only when required by specific RFP instructions. Items such as graphs, charts, tables may be used as appropriate but will be considered part of the page limitation. Key personnel resumes, bio-data sheets, dividers, and past performance report forms are not included in the page limitation. No material may be incorporated in the proposal by reference, attachment, appendix, etc. to circumvent the page limitation.

C. Technical Proposals shall be written in English, typed on standard 8 1/2" x 11" paper, single spaced, only 12 font type may be used, with each page numbered consecutively. Page margins shall be a minimum of one inch at the top, bottom and each side.

D. The technical proposal must include the following:

Technical Approach – limit 15 pages

The Offeror shall demonstrate its understanding, ability and overall approach to performing the requirements described in the STATEMENT OF WORK.

Personnel Qualifications and Availability – limit 2 pages

The Offeror shall identify in summary format the names and anticipated positions of the individuals proposed to performing the requirements described in the STATEMENT OF WORK. The Offeror shall indicate the level of effort for each proposed person who will perform under the contract. The Offeror shall submit a complete and current resume for each proposed professional employee (not exceeding 2 pages each) who will be utilized if award is made. These resumes must clearly describe the individuals’ education, experience, and professional credentials.

Capabilities and Experience of Organization – limit 3 pages

The Offeror shall demonstrate the following:

a) The specialized competence the organization possesses with regard to the requirements described in the STATEMENT OF WORK, including knowledge of and experience working in North West Syria.

b) Capabilities in the timely mobilization of short-term technical assistance experts and teams.

c) Organizational systems and procedures are adequate related to: personnel policies and recruitment, travel policies; financial management; project management; contract administration; progress reporting; and other areas in order to successfully comply with contract requirements and accomplish the expected results

Past Performance of the Organization

The Offeror shall submit a list of all current contracts and subcontracts and those completed within the last five (5) years that are similar in size, scope and complexity to the STATEMENT OF WORK in this RFP. Additionally, for the three most recent similar contracts, the Offeror shall provide the customer’s name, contract number, contract value, current postal and e-mail addresses, telephone number for a currently available point of contact.

These lists shall be attached as an annex to the Technical Proposal, which will not count against the page limit.

IV. INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL

A. The Offeror must propose costs that it believes are realistic and reasonable for the work in accordance with the Offeror’s technical approach. The Offeror shall provide a complete budget by the cost elements described below using Annex B Budget.

B. All cost and financial data should be fully supported, complete in every detail, and organized in a manner that facilitates review and permits cost analysis. The cost and financial data shall include the following information/data:

Direct Employee Salaries – List employee name (when identified), functional position and duration of assignment (in terms of person days). The annual salary of an employee is that individual’s basic compensation exclusive of fringe benefits, travel incentives, housing allowances, differentials, and/or other bonuses.
Fringe Benefits - Describe the allocation method and base used. Provide a copy of the latest Negotiated Indirect Cost Rate Agreement (NICRA) with any Government agency. Fringe Benefits, if not set forth in the Offeror’s NICRA, shall be expressed as a percentage(s) of salaries, and the proposal shall present the total fringe benefit costs.
Indirect Costs - Describe the allocation method and base used. Provide a copy of the latest Negotiated Indirect Cost Rate Agreement (NICRA) with any Government agency. The detailed budget breakdown shall be structured and formatted to clearly and easily identify the rate(s) applied, and the resulting dollar amount. If the Offeror has both home office and off-site/field rates, and/or if the Offeror has more than one type of rate (e.g., overhead, G&A) the detailed budget breakdown shall be structured so as to permit easy identification of the bases to which the rates apply.
Travel and Transportation – Provide the number of trips, destination, purpose and cost by traveler. Estimated travel and transportation costs shall be in accordance with the mandatory Standard Provision of the subject Cooperative Agreement entitled “INTERNATIONAL AIR TRAVEL AND TRANSPORTATION” and in accordance with the Contractor’s cost principles. The proposal shall specify, for each traveler the itinerary, in terms of points of origin/destination, the estimated air fares, any transportation (e.g., excess baggage, shipment of household effects, shipment of unaccompanied baggage) costs.
Per Diem – Offerors shall budget per diem associated with travel and transportation in accordance with the U.S. Department of State Standardized Regulations for per diem, which may be accessed electronically at the following internet address:

http://aoprals.state.gov/Web920/allowance.asp?menu_id=95

Allowances – Describe by employee/position
Other Direct Costs – Itemize and provide complete details of other direct costs, including unit prices that may be incurred.
Equipment, Materials and Supplies – Itemize and provide complete details, including unit prices and total costs.
Subcontracts – The contractor’s budget shall include a lump sum for each subcontract(s). Following the prime contactor’s detailed budget breakdown, detailed budget breakdowns for subcontractor(s) shall be presented.
Fixed Fee (if applicable) - The detailed budget breakdown must indicate the fixed fee in dollars, and indicate the percentage which the base fee dollars is to the total estimated costs.

C. If the Offeror intends to work under a joint venture or partnership, the Offeror must include a copy of the agreement between the parties to the joint venture/partnership. The agreement will include a full discussion of the relationship between the firms including identification of the firm which will have responsibility for negotiation of the contract; which firm will have accounting responsibility; how work will be allocated, overhead calculated, and profit shared; and the express agreement of the principals thereto to be held jointly and severally liable for the acts or omissions of the other.

D. The Offeror shall submit as part of its Cost Proposal the following Financial Data:

Evidence of Responsibility, completed and signed. See Part 4 of this RFP – Annex A.
In the absence of a Negotiated Indirect Cost Rate Agreement (NICRA) or other evidence that substantiates the Offeror’s indirect rates—audited financial statements (Profit/Loss) for the past three years.

Part 2: Evaluation Factors for Award

I. GENERAL – PROPOSAL EVALUATION

A. Part 1 provides guidance to offerors concerning the documentation necessary to conduct an informed evaluation of each proposal. The Offeror must furnish adequate and specific information in its proposal. A proposal may be eliminated from further consideration before a detailed evaluation is performed if the proposal is considered obviously deficient as to be totally unacceptable on its face or which prices are inordinately high or unrealistically low. In the event a proposal is rejected, the Offeror will be sent a notice stating the reason(s) that the proposal will not be considered for further evaluation.

B. In conducting its evaluation of proposals, Global Communities may seek information from any source it deems appropriate to obtain or validate information regarding an Offeror’s proposal.

C. Competitive Range: If Global Communities determines that discussions are necessary, Global Communities may establish a Competitive Range composed of only the most highly rated proposals. Global Communities may exclude an offer from the competitive range if it is so deficient as to essentially require a new technical proposal. Global Communities may exclude an offer from the competitive range so unreasonably priced, in relation to more competitive offers, as to appear that there will be little or no chance of becoming competitive. Global Communities may exclude an offer from the competitive range requiring extensive discussions, a complete re-write, or major revisions such as to allow an Offeror unfair advantage over those more competitive offers.

D. Global Communities reserves the right to award one or more contracts under this RFP on the basis of initial offers without discussions or without establishing a competitive range.

II. BASIS FOR CONTRACT AWARD

A. The evaluation factors presented below will serve as the basis upon which proposals will be evaluated. The relative weight accorded to each factor is expressed in points with 100 points possible.

B. Offerors are reminded that Global Communities is not obliged to award a contract on the basis of lowest proposed cost or highest technical evaluation score. Although for this procurement technical proposal merits are considered more important than cost relative to deciding who might best perform the work, cost factors and Global Communities prime recipient budget must also be considered. Therefore, after the final evaluation of proposals, Global Communities will make the award to the Offeror whose proposal offers the best value to Global Communities and USAID, considering both technical and cost factors.

III. EVALUATION CRITERIA

A. Technical Approach (40 points) – The extent that the Offeror’s proposal demonstrates a clear and effective overall technical approach to performing the requirements described in the STATEMENT OF WORK.

· Detailed methodology on how the contractor intends to achieve the objectives of the SoW and accomplish the tasks.

· Ability to work in all areas of Global Communities operations.

· The proposal includes an illustrative work plan

B. Management Structure and Qualifications of Proposed Personnel (20 points) – Demonstrated expertise, experience, and availability of personnel to meet the requirements of the STATEMENT OF WORK.

· Demonstrated personnel expertise and experience in conducting similar assessments

· Management plan, include the CV of key personnel (project manager/lead, sector experts, etc.) and their experience relevant to this type of work

· Staffing plan of personnel working on the project

· Staffing training plan

C. Capabilities and Relevant Experience of the Organization (15 points) – Demonstrated organizational capabilities and experience as follows:

· Organizational system and procedures

· Organizational competence relative to the SoW, including knowledge of and experience working in Syria, Must clearly demonstrate knowledge of the Syrian context – Past performance Annex DCapabilities mobilizing short-term technical assistance experts and teams

C. Cost Proposal (25 points) – Only Offers that receive 52.5 points (70 %) or higher on the technical part (sections A, B and C), will be considered for further evaluation. The lowest price cost proposal will receive the highest score for cost. Higher priced cost proposals will receive a correspondingly lower score. To assist in evaluation and comparison of cost proposals, Global Communities may ask an Offeror for clarification or further breakdown of the Offeror’s price.

· Budget narrative

· Budget breakdown – See Annex B -Illustrative Budget

The formula for evaluating price as follows:

S= 25 x LP/OP, where ‘S’ is the combined score, ‘LP’ is the lowest price, and ‘OP’ is the offered price under consideration.

Part 3: Terms of Reference

I. Background

Over six years of protracted and ongoing conflict in Syria has left over 13.5 million Syrians in need of humanitarian assistance.[1] Households (HHs) have depleted their assets, and their capacity to cope with shocks resulting from renewed conflict and repeated displacement is notably weakened. Environmental and health conditions in unplanned IDP camps along the Turkey-Syria border are very poor. Coordination and information-sharing challenges impact the humanitarian response. Political and military dynamics have affected access, both to reach specific areas as well as to move goods. They have also had a strong impact on IDP movement, pushing populations into concentrated areas. A fluctuating security context leads to challenges in implementing and puts humanitarian organizations at risk, including of unwanted involvement and potentially aid diversion.

Global Communities is an international non-profit organization committed to implement development and humanitarian programing in partnership with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. In Syria, we assist those in need with an emphasis on saving lives, easing suffering and improving living conditions through the provision of agricultural inputs, quality shelter solutions, protection assistance and water, sanitation and hygiene (WASH) services. People in Syria have been displaced, sometimes more than once, and are living either in camps or in host communities. Global Communities is committed to directly assisting those affected by the crisis, prioritizing the most vulnerable, while planning for a sustainable recovery. We look at how to provide immediate, lifesaving relief while also working with communities to make the impact of our programing more sustainable.

In parallel, we have developed and refined processes and systems to accommodate the changing security situation without losing accountability and providing services to affected people. Global Communities has a robust monitoring and evaluation (M&E) system and is currently undertaking remote and direct monitoring of activities through the use of mobile data collection tools.

Over the past three years, Global Communities has been working with OFDA with the goal of saving lives, alleviating human suffering, and reducing the social and economic impact of the Syrian crisis on communities and internally-displaced populations in Aleppo, Al Hasakah, Ar-Raqqa, Hama, Idlib and Lattakia governorates. We work in four sectors, namely Food Security and Livelihoods (FSL), Shelter, WASH and Protection. Global Communities implements directly as well as through partners.

II.Objective of the Evaluation

1.1 Scope of Work

The evaluation will specifically look at the objective to improve living conditions for internally displaced persons (IDPs), host families, and conflict-affected HHs through provision of shelter and collective center repair and rehabilitation.

Global Communities has prioritized shelter rehabilitation, weatherization, and heating during winter months as a part of our programing during the past three years. An estimated 4.3 million people need shelter assistance throughout Syria to ensure that their shelter meets Sphere standards and provides adequate protection from weather.[2] In urban areas of northern Syria in particular, IDPs have often moved only a few kilometers from their homes to avoid fighting, and are living in structures with inadequate privacy, heating, and weatherization. Most families do not have any heating source because electricity infrastructure has largely been destroyed, and the price of diesel is cost-prohibitive. Shelter needs are also a high priority in areas where military operations have concluded and families are returning to their homes. In these post-conflict zones, households frequently return to destroyed homes, and require urgent support in their community of origin.

Since 2015, Global Communities has rehabilitated 1,270 shelters and 13 collective centers benefiting a total of 8,337 HHs in 21 communities across Idleb. It is expected that an additional 250 shelters and four Collective Centers will be rehabilitated or in process of rehabilitation by the time the contract for this evaluation is awarded.

The evaluation seeks to evaluate the efficiency, effectiveness, relevance, impact and sustainability of Global Communities successive implementation of shelter rehabilitation in northwest Syria. In addition, it will look at the extent to which protection mainstreaming/needs of the affected population have been met. More specifically the evaluation will seek to answer the following questions (illustrative and subject to modification):

Impact

How did Global Communities’ shelter intervention contribute to saving lives and easing suffering?
Were there unexpected results that were achieved that Global Communities could capitalize on in future interventions?

3. What do beneficiaries and other stakeholders affected by the intervention perceive to be the effects of the intervention on themselves, their household and their community?

Relevance

Was the intervention relevant to the context?

2. Were the interventions technically relevant? Was the right technical shelter intervention prioritized?

Efficiency

What were the outputs (both qualitative and quantitative) in relation to the inputs?

a. Were the prioritized technical interventions chosen with the intention to reach the greatest number of people (quantity) or with an eye to the impact (quality) or both?

Was Global Communities response cost effective and realistic?[3]

Coverage

What was the scale and ability to reach those most in need/most vulnerable, given the political, religious, geographic and social context of the emergency, and providing intended beneficiaries with assistance and protection that is proportionate to that need?
How well did the intervention provide major population groups with assistance and protection proportionate to their need and devoid of political agendas?

Approach and Systems

To what extent did the Global Communities country office have the capacity, systems and procedures, sufficient human resources and appropriate level of preparedness to facilitate an appropriate response?
Were systems put in place for assuring program quality? Were our quality assurance systems and technical standards effective?
How effective was the communication between various actors in target areas, including partners?
How has Global Communities included a respect/adherence to Housing, Land and Property rights directives and guidelines in its shelter work? Does it ensure due diligence?
Was a gender analysis incorporated and gender taken into consideration adequately in the response? Provide an engendered assessment/analysis of the impact; that is, besides reaching men/women/boys/girls equally, did the work have an equitable impact on men, women, boys and girls? Were additional steps taken to ensure equitable impact?
Were security considerations adequately addressed by Global Communities and implementing partner when selecting target communities?
Was the assistance implemented in accordance to international standards (e.g., International Humanitarian Principles and human rights law; the Red Cross/NGO Code of Conduct) and relevant standards (e.g., Sphere) applied to the response, and what impact did this application have?
Was the Do No Harm principle adequately considered during program implementation? Did interventions inadvertently cause harm, including generating dependency?

Connectedness and Sustainability

How was coordination/outreach/engagement carried out with affected population? How did programing ensure/consider accountability to affected populations/community engagement [how were people actively involved in programing: planning and implementation]

a. How were links made to local capacity and community (stakeholders and beneficiaries)? At what stage where they engaged in the project? Did it increase local capacity?

Did engagement with so-called local authorities follow the humanitarian principles as well as other advisory policy [such as the Protocol: Engagement with Parties to the Conflict to deliver Humanitarian Assistance in northern Syria]
Was the program well-coordinated with other organizations working in the area [geographic and sector]? Coordination bodies (UN)? Was this coordination effective?
How effective was the feedback mechanism? Is it reaching the intended beneficiaries? Is it used and trusted by beneficiaries? Are responses timely?

1.2 Survey Design and Data Collection Methodology Global Communities will provide the relevant documents to the Contractor upon notification of award. This would include (but is not limited to) proposals, M&E plans, workplans, monitoring data, quarterly reports and any other relevant documents. The Contractor is expected to propose an appropriate methodology for this work at the time of submitting the application. It is recommended that the methodology include (but is not limited to):

· Desk review of relevant project documents such as proposal, M&E framework, and relevant reports for documenting and monitoring project activities, work plans, partner sub awards, MOU’s with local authorities and any other documents.

· Sampling methodology and types of tools used (direct interview, survey, focus groups, etc.)

· Implementation methodology

The Contractor is expected to use a mobile data collection tool with a secure server for data collection, rather than a pen-and-paper survey, to be approved by Global Communities. The Contractor will be expected to translate all tools into Arabic and train the surveyors on the content, structure, and administration of the survey. All tools will be designed and approved in collaboration with Global Communities. Upon contract signing, Global Communities will meet with the Contractor to agree on a work plan, moving forward with the evaluation and ensure that all parties have the same understanding of the information desired.

The Contractor will be required to recruit and train enumerators or teams of enumerators, as well as the data entry professionals and staff required to analyze and synthesize data, and produce professional-quality English language reports. Staff should have significant experience in program monitoring, surveying, and data collection, and be able to effectively use mobile devices or other technology-based devices to collect survey data. Contractor should ensure an appropriate gender balance and geographic diversity in order to ensure access to areas and target populations. It is the responsibility of the contractor to recruit enumerators to administer the survey and prepare all manuals, guides, and training material used in enumerator training.

The surveys should be administered by interviewers with at least a high school degree. Ideally, most of the surveyor team will have had previous fieldwork experience administering similar surveys. They will be familiarized with the survey instrument and trained in appropriate data collection techniques. During the training a questionnaire pre-test session will be conducted. During this training, it is the role of the contractor to ensure that interviewers are trained in confidentiality procedures and the protection of human subjects (see protecting human subjects below). Interviewers need to be trained in obtaining verbal consent for interviewer participation.

The Contractor should propose a reasonable timeframe and number of enumerators for completing the evaluation, within a maximum of 2 months period.

Data analysis: It will be the responsibility of the Contractor to review, clean and analyze the data, identify and address any inconsistencies, and prepare a final report on findings.

It is the contractor’s responsibility to demonstrate in the proposal that they have access to all activity areas independently, without Global Communities assistance. The Contractor team needs to be highly flexible and prepared to deal with contingency situations on a short notice. If for any reason at the time of data collection the identified communities are inaccessible, the Contractor will work with Global Communities to identify alternate communities in which to conduct the evaluation.

Ethical approach/protection of human subjects: It is the duty of the survey team leader to ensure the protection of human subjects and their confidentiality, and training interviewers in obtaining verbal consent from participants. To ensure the security of the data, the project is following standard operating practices such as locked files, password secured databases and the handing over of all hard copy questionnaires to Global Communities. Participating individuals should be assigned identification numbers, and this number is the only identifier to appear on any data collection tools such as surveys, written notes, transcripts, and labels on audio tapes. A single list linking the names of participating individuals and their identification numbers is kept in a locked cabinet that is only accessible to a small number of project staff.

1.3 Key Deliverables

All the Deliverables will be submitted to Global Communities in soft copy (unless otherwise noted below).

· Inception report including a detailed work plan to be approved by Global Communities.

· Sampling methodology of beneficiaries and locations to be evaluated.

· Monitoring tools, in English and Arabic, to be approved by Global Communities

· List of all Staff Members and Surveyors (names, ID numbers, copy of identification documents), to be approved by Global Communities. Ensure the Surveyors understand and sign the Offeror’s 1) Standards of Conduct and 2) Joint Operational Principles

· All raw data submitted to Global Communities electronically, including but not limited to questionnaires (if Global Communities decides it is feasible)

· A detailed DRAFT Final Evaluation Report (approximately 20-30 pages) highlighting key observations/findings, best practices and lessons learned and recommendations with a specific eye to identifying:

a. Opportunities for learning

b. Identifying gaps and needs to adjust programing in order to make it more relevant

c. Improving accountability to affected populations

· Final Evaluation Report – Soft and Hard copy

· Brief Weekly email updates – due every Friday by CoB. (Including, but not limited to, implementation plan, data collection in the field, incident reports, etc.) \

1.4 Data, facilities, inputs to be provided by Global Communities

Global Communities will provide all documentation required to facilitate the assignment to the contractor. Global Communities will hold a one day workshop with the selected contractor to go over the details of the assignment and answer any questions. In addition Global Communities will ensure proper coordination with partner and field staff. It is expected that the Contractor will have the necessary facilities, equipment and access to undertake the assignment.

1.5 Management Arrangements (Roles and Responsibilities)

· Global Communities’ M&E Manager in Turkey will directly manage and coordinate the process with the Contractor. The M&E Manager will be the main point of contact and will ensure coordination between the Contractor and all relevant departments and partners. Additional staff proposed by the Contractor should provide quality control over the financial, technical and administrative aspects of the contract.

· Global Communities Turkey will manage the contract and will provide funding directly to the Contractor in accordance with the terms specified in the contract.

· Global Communities will be responsible for reviewing first draft report within 7 working days of receipt (not including weekends) and will provide feedback to the Contractor.

· The Contractor should coordinate and make arrangements with Global Communities prior to going to the field to ensure no issues arise during field data collection. Global Communities’ Security Manager will provide recommendations about when and where field visits may be conducted.

· The Contractor will update the Global Communities M&E Manager on progress of this activity on a weekly basis via email no later than Friday. It is the responsibility of the Contractor to ensure the safety of their enumerators/staff in the field, however, any security situations encountered by the Contractor during the field data collection will be reported immediately to Global Communities by phone AND email. Global Communities will provide a template for incident reporting at a later date.

· The Contractor will be responsible for recruitment and training of enumerators, preparation of the survey instrument(s), sampling methodology and design, data entry and analysis, and preparation of the reports.

· The Contractor will be responsible for overseeing all administration and logistics of the data collection, including transportation, communications, and payments to staff and surveyors, and any other costs that may arise, within the Offeror’s approved budget.

1.6 Subcontracting

The Contractor may subcontract part of the activities under this contract, but only with prior written approval from Global Communities’ Country Representative or his/her designee.

1.7 Timeline

The proposed duration is 2 months. Suggested time frame:

Activity

Duration

Review documents and draft inception report

1 week

Global Communities-held workshop to discuss the inception report, project details and answer any questions contractor has

1 day

Finalize Inception report and detailed work plan, including sampling methodology

2 days

Development of tools

3 days

Setting up and training of enumerators on the tools using mobile data collection

1 day

Field data collection

4 weeks

Draft Final Report

1 week

Final Report

1 week

1.6 Offers

Qualified organizations are required to submit a detailed proposal as specified in “Part III. Instructions for the Preparation of the Technical Proposal” and “Part IV. Instructions for the Preparation of the Cost Proposal.”

The detailed proposal should include:

· Technical Approach:

o Detailed methodology on how the contractor intends to achieve the objectives of the SoW and accomplish the tasks.

o Ability to work in all areas of Global Communities operations.

o The proposal includes an illustrative work plan

· Management structure and Qualification of Key Personnel

o Demonstrated personnel expertise and experience in conducting similar assessments

o Management plan, include the CV of key personnel (project manager/lead, sector experts, etc.) and their experience relevant to this type of work

o Staffing plan of personnel working on the project

o Staffing training plan

· Organization Capabilities, relevant experience and past Performance

o Organizational system and procedures

o Organizational competence relative to the SoW, including knowledge of and experience working in Syria, Must clearly demonstrate knowledge of the Syrian context - See Annex D – Past Experience

o Capabilities mobilizing short-term technical assistance experts and teams

· Cost Proposal:

o Budget narrative (must be included)

o Budget breakdown as per required Annex B – Budget template

Part 4: Annexes

Annex A – Evidence of Responsibility - REQUIRED

Eligibility to Receive Award

(Company Name)**__**** certifies that it is qualified and eligible to receive an award for the activity described in the ToR under applicable laws and regulations of the United States and Republic of Turkey. Include company registration documents.

Authorized Negotiators

(Company Name**)** _** proposal for

External evaluation service for NWS Rehabilitation)__**may be discussed with any of the following individuals. These individuals are authorized to represent

(Company Name) __** in negotiation of this proposal in response to this RFP.

Names and Addresses of Authorized Signatories

Name

Address

Telephone/Fax

Email address

Adequate Financial Resources

(Company Name**)** _** has adequate financial resources to implement this Contract.

Ability to Comply

(Company Name**)** _** is able to comply with proposed contract terms and delivery schedule having taken into consideration all existing business commitments, commercial as well as governmental.

Record of Performance, Integrity and Business Ethics

(Company Name**)** _** certifies that

(Company Name**)** _** and/or any of its Principals are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any donor agency; and have not, within a three-year period preceding this proposal, been convicted of or had a judgment rendered against them for commission of fraud or a criminal offense; and have not, within a three-year period preceding this proposal, had one or more contracts terminated for default by any donor agency.

Certification Regarding Terrorism Financing

(Company Name _certifies that it is not on the U.S. Department of Treasury Office of Foreign Assets Control (OFAC) Specially Designated Nationals (SDN) List and is eligible to participate in this solicitation.

Organization, Experience, Accounting and Operational Controls, and Technical Skills

(Company Name**)** ___ has the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them.

Equipment and Facilities

(Company Name**)** __** has the necessary production, construction, and technical equipment and facilities, or the ability to obtain them.

Acceptability of Solicitation Terms

Offeror hereby accepts all proposed solicitation and Contract terms.

By signature hereon, the Contractor certifies that these statements are accurate, current, and complete.

Date:

Name:

Signature: __

Annex B –Budget Template

It is a requirement to use the below budget template for your cost proposal.

Offeror:

RFP#:

Line Item

Budget Detail

Base of Calculation

Year 1

Year 2

Cost-Sharing

Program Total

Object Class Categories

Unit

Unit Cost

Qty

Total

Unit Cost

Qty

Total

I. Personnel

Days

Subtotal Personnel

II. Fringe Benefits

Fringe Benefits

0.0%

Subtotal Benefits & Allowances

III. Allowances

Subtotal Consultants

IV. Travel, Transportation & Per Diem

A. International Travel - Country/US

Trips

B. Per Diem

Days

Subtotal Travel & Transportation

V. Other Direct Costs

DBA Insurance

Subtotal Other Operating Costs

VI. Indirect Charges

0.00%

VII. Total Direct and Indirect Charges

VIII. Fee on Direct and Indirect Charges

0.00%

n/a

IX. PROGRAM TOTAL

Annex C – CVs/Resumes

Annex D – Past Experience

Please find in the below template the Past Experience information Global Communities will need to review and analyze the Offeror. The Offeror is requested to fill in this template. However, if the Offeror has this information in a different format than below, it should feel free to submit it instead.

Past Experience

Projects completed, or ongoing during past five years.

Project 1 (Most recent)

Title

Short Description

Value (USD)

Timeframe (start date and completion date)

Location (Town, Governorate, Country)

Status

Ongoing ☐ Completed ☐ Suspended ☐

Client

Client Contact Name

Client Telephone Number and/or WhatsApp

Client Email

Attach one or More of the Following:

☐ Contract / Subcontract

☐ Completion Report or Equivalent

☐ Reference Letter from Client

Annex E –Illustrative Report Outline.

The final report outline will be decided with the contractor.

A. Evaluation Report

Executive Summary
Evaluation background including methodology and limitations
Evaluation results

a. Types of tools used

b. Overview and key findings of results, including tables and graphics illustrating results

c. Results disaggregated by household type (IDP, host family), and location, including tables and graphics illustrating results

Survey Implementation

a. Summary of program achievements

b. Challenges faced in achieving desired impact/results

Conclusions/recommendations/lessons learned

Annexes to be added to report should include:

A. Database of surveyed beneficiaries (separately)

B. List of persons interviewed by type and location (separately)

C. Instruments used – questionnaires and question guides

Annex F – Work Plan Timeline for Completion

Month 1

Month 2

Activity

Wk 1

Wk 2

Wk 3

Wk 4

Wk 1

Wk 2

Wk 3

Wk 4

[1] UN OCHA, 2017 Humanitarian Needs Overview (HNO), p.4.

[2] 2017 HNO, p.48

[3] Cost effectiveness is the extent the activity achieved its purpose within the available resources and current context/circumstances in which the activity is being implemented under.

Part 3: Terms of Reference (ToR)

I. Background

II.Objective of the Evaluation

1.1 Scope of Work

Impact

How did Global Communities’ shelter intervention contribute to saving lives and easing suffering?
Were there unexpected results that were achieved that Global Communities could capitalize on in future interventions?

3. What do beneficiaries and other stakeholders affected by the intervention perceive to be the effects of the intervention on themselves, their household and their community?

Relevance

Was the intervention relevant to the context?

2. Were the interventions technically relevant? Was the right technical shelter intervention prioritized?

Efficiency

What were the outputs (both qualitative and quantitative) in relation to the inputs?

a. Were the prioritized technical interventions chosen with the intention to reach the greatest number of people (quantity) or with an eye to the impact (quality) or both?

Was Global Communities response cost effective and realistic?[3]

Coverage

What was the scale and ability to reach those most in need/most vulnerable, given the political, religious, geographic and social context of the emergency, and providing intended beneficiaries with assistance and protection that is proportionate to that need?
How well did the intervention provide major population groups with assistance and protection proportionate to their need and devoid of political agendas?

Approach and Systems

To what extent did the Global Communities country office have the capacity, systems and procedures, sufficient human resources and appropriate level of preparedness to facilitate an appropriate response?
Were systems put in place for assuring program quality? Were our quality assurance systems and technical standards effective?
How effective was the communication between various actors in target areas, including partners?
How has Global Communities included a respect/adherence to Housing, Land and Property rights directives and guidelines in its shelter work? Does it ensure due diligence?
Was a gender analysis incorporated and gender taken into consideration adequately in the response? Provide an engendered assessment/analysis of the impact; that is, besides reaching men/women/boys/girls equally, did the work have an equitable impact on men, women, boys and girls? Were additional steps taken to ensure equitable impact?
Were security considerations adequately addressed by Global Communities and implementing partner when selecting target communities?
Was the assistance implemented in accordance to international standards (e.g., International Humanitarian Principles and human rights law; the Red Cross/NGO Code of Conduct) and relevant standards (e.g., Sphere) applied to the response, and what impact did this application have?
Was the Do No Harm principle adequately considered during program implementation? Did interventions inadvertently cause harm, including generating dependency?

Connectedness and Sustainability

How was coordination/outreach/engagement carried out with affected population? How did programing ensure/consider accountability to affected populations/community engagement [how were people actively involved in programing: planning and implementation]

a. How were links made to local capacity and community (stakeholders and beneficiaries)? At what stage where they engaged in the project? Did it increase local capacity?

Did engagement with so-called local authorities follow the humanitarian principles as well as other advisory policy [such as the Protocol: Engagement with Parties to the Conflict to deliver Humanitarian Assistance in northern Syria]
Was the program well-coordinated with other organizations working in the area [geographic and sector]? Coordination bodies (UN)? Was this coordination effective?
How effective was the feedback mechanism? Is it reaching the intended beneficiaries? Is it used and trusted by beneficiaries? Are responses timely?

· Sampling methodology and types of tools used (direct interview, survey, focus groups, etc.)

· Implementation methodology

The Contractor should propose a reasonable timeframe and number of enumerators for completing the evaluation, within a maximum of 2 months period.

Data analysis: It will be the responsibility of the Contractor to review, clean and analyze the data, identify and address any inconsistencies, and prepare a final report on findings.

1.3 Key Deliverables

All the Deliverables will be submitted to Global Communities in soft copy (unless otherwise noted below).

· Inception report including a detailed work plan to be approved by Global Communities.

· Sampling methodology of beneficiaries and locations to be evaluated.

· Monitoring tools, in English and Arabic, to be approved by Global Communities

· All raw data submitted to Global Communities electronically, including but not limited to questionnaires (if Global Communities decides it is feasible)

a. Opportunities for learning

b. Identifying gaps and needs to adjust programing in order to make it more relevant

c. Improving accountability to affected populations

· Final Evaluation Report – Soft and Hard copy

· Brief Weekly email updates – due every Friday by CoB. (Including, but not limited to, implementation plan, data collection in the field, incident reports, etc.) \

1.4 Data, facilities, inputs to be provided by Global Communities

1.5 Management Arrangements (Roles and Responsibilities)

· Global Communities Turkey will manage the contract and will provide funding directly to the Contractor in accordance with the terms specified in the contract.

· Global Communities will be responsible for reviewing first draft report within 7 working days of receipt (not including weekends) and will provide feedback to the Contractor.

1.6 Subcontracting

The Contractor may subcontract part of the activities under this contract, but only with prior written approval from Global Communities’ Country Representative or his/her designee.

1.7 Timeline

The proposed duration is 2 months. Suggested time frame:

Activity

Duration

Review documents and draft inception report

1 week

Global Communities-held workshop to discuss the inception report, project details and answer any questions contractor has

1 day

Finalize Inception report and detailed work plan, including sampling methodology

2 days

Development of tools

3 days

Setting up and training of enumerators on the tools using mobile data collection

1 day

Field data collection

4 weeks

Draft Final Report

1 week

Final Report

1 week

1.6 Offers

Qualified organizations are required to submit a detailed proposal as specified in “ Part III.[PD1] [RH2] Instructions for the Preparation of the Technical Proposal” and “Part IV. Instructions for the Preparation of the Cost Proposal.”

The detailed proposal should include:

· Technical Approach:

o Detailed methodology on how the contractor intends to achieve the objectives of the SoW and accomplish the tasks.

o Ability to work in all areas of Global Communities operations.

o The proposal includes an illustrative work plan

· Management structure and Qualification of Key Personnel

o Demonstrated personnel expertise and experience in conducting similar assessments

o Management plan, include the CV of key personnel (project manager/lead, sector experts, etc.) and their experience relevant to this type of work

o Staffing plan of personnel working on the project

o Staffing training plan

· Organization Capabilities, relevant experience and past Performance

o Organizational system and procedures

o Organizational competence relative to the SoW, including knowledge of and experience working in Syria, Must clearly demonstrate knowledge of the Syrian context - See Annex D – Past Experience

o Capabilities mobilizing short-term technical assistance experts and teams

· Cost Proposal:

o Budget narrative (must be included)

o Budget breakdown as per required Annex B – Budget template

Part 4: Annexes

Annex A – Evidence of Responsibility - REQUIRED

Eligibility to Receive Award

Authorized Negotiators

(Company Name**)** _** proposal for

Proposal Name) __**may be discussed with any of the following individuals. These individuals are authorized to represent

(Company Name) __** in negotiation of this proposal in response to this RFP.

Names and Addresses of Authorized Signatories

Name

Address

Telephone/Fax

Email address

Adequate Financial Resources

(Company Name**)** _** has adequate financial resources to implement this Contract.

Ability to Comply

(Company Name**)** _** is able to comply with proposed contract terms and delivery schedule having taken into consideration all existing business commitments, commercial as well as governmental.

Record of Performance, Integrity and Business Ethics

(Company Name**)** _** certifies that

Certification Regarding Terrorism Financing

Organization, Experience, Accounting and Operational Controls, and Technical Skills

(Company Name**)** ___ has the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them.

Equipment and Facilities

(Company Name**)** __** has the necessary production, construction, and technical equipment and facilities, or the ability to obtain them.

Acceptability of Solicitation Terms

Offeror hereby accepts all proposed solicitation and Contract terms.

By signature hereon, the Contractor certifies that these statements are accurate, current, and complete.

Date:

Name:

Signature: __

Annex B –Budget Template[RH3]

Below is an example of a budget template the Offeror may use for its proposal. The Offeror is welcome to submit its own formatted detailed budget matrix.

Organization Name

Client:

Global Communities

Field Third Party Monitoring (FTPM)

RFP#:

Line Item

Budget Detail

Base of Calculation

Year 1

Object Class Categories

Unit (please specify)

Unit Cost

Qty

Total

I. Personnel

Program Manager

Days/Months

Team Leader

Days/Months

Surveyors (5)

Days/Months

Data Analysis

Days/Months

Subtotal Personnel

Annex C – CVs/Resumes

Annex D – Past Experience[PD4]

Past Experience

Projects completed, or ongoing during past five years.

Project 1 (Most recent)

Title

Short Description

Value (USD)

Timeframe (start date and completion date)

Location (Town, Governorate, Country)

Status

Ongoing ☐ Completed ☐ Suspended ☐

Client

Client Contact Name

Client Telephone Number and/or WhatsApp

Client Email

Attach one or More of the Following:

☐ Contract / Subcontract

☐ Completion Report or Equivalent

☐ Reference Letter from Client

Annex E –Illustrative Report Outline.

The final report outline will be decided with the contractor.

A. Evaluation Report

Executive Summary
Evaluation background including methodology and limitations
Evaluation results

a. Types of tools used

b. Overview and key findings of results, including tables and graphics illustrating results

c. Results disaggregated by household type (IDP, host family), and location, including tables and graphics illustrating results

Survey Implementation

a. Summary of program achievements

b. Challenges faced in achieving desired impact/results

Conclusions/recommendations/lessons learned

Annexes to be added to report should include:

A. Database of surveyed beneficiaries (separately)

B. List of persons interviewed by type and location (separately)

C. Instruments used – questionnaires and question guides

Annex F – Work Plan Timeline for Completion

Month 1

Month 2

Activity

Wk 1

Wk 2

Wk 3

Wk 4

Wk 1

Wk 2

Wk 3

Wk 4

[1] UN OCHA, 2017 Humanitarian Needs Overview (HNO), p.4.

[2] 2017 HNO, p.48

[3] Cost effectiveness is the extent the activity achieved its purpose within the available resources and current context/circumstances in which the activity is being implemented under.

[PD1]The ToR states that it’s Part 3.

[RH2]Procurement to double check when preparing the RFP

[RH3]Revise template to look better

[PD4]If we intend to keep cost efficiency, timeliness, client satisfaction, etc. as part of the evaluation criteria, then we should highlight that in this template as well in order to help them comply with that.

How to apply:

Global Communities is seeking a consultancy company to provide external evaluation Services for North West Syria Rehabilitation.

Interested companies please contact Global Communities atturkeyprocurement@globalcommunities.org, the deadline to apply is 05 April 2018 at 23:59:59 Turkey local time.**

You can contact the above mentioned e-mail address for any questions.