Swedish Committee for Afghanistan. Kabul Management Office, Jalalabad Rd, after UNO Press, Paktika Kot, Kabul

Postal Address: P.O. Box 5017, Kabul City, AFGHANISTAN

E-mail: info@sca.org.af Phone: 020- 23 20 151-6

Web Site: www.swedishcommittee.org

Date: 03 December 2017

To: Interested bidders

From: Swedish Committee for Afghanistan, Kabul Management Office

No of Pages: Eighteen (18), including four (4) Sections (1-4)

Subject: RFQ ref: M&E 2018-1

Baseline Survey for Strategic Plan 2018-2021

REQUEST FOR QUOTATION (RFQ) No. M&E 2018 - 1

Dear Sir/Madam:

The Swedish Committee for Afghanistan, Kabul Management Office (hereinafter called “the SCA

Invites you to submit your quotation for Consultancy Service for Baseline Survey (hereinafter called

“the Service”) to the Swedish Committee for Afghanistan, Kabul Management Office as specified in

this Request for Quotation and Attachments hereto (hereinafter called “the RFQ Documents”).

Tender Instructions

1. You must submit your quotation for all service in respect to this RFQ.

2. Your quotation shall be addressed and submitted at the below specified address or email

address no later than 08 January 2018 at 12.00 (Local Time):

Swedish Committee for Afghanistan

Jalalabad Main Road, Paktia Kot

PO Box 5017

Kabul Afghanistan

Attn.: Procurement Unit, Administration Department; Mr. Milad Ahmadi Procurement Manager

Email: bids@sca.org.af; The subject should clearly state the REF: M&E 2018-1

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3. Any quotation received by the SCA after the deadline for receipt of quotations prescribed by

the SCA pursuant to paragraph 2 above will be rejected.

4. Your quotation and all correspondence shall be made in the English language.

5. Your quotation shall be prepared in accordance with the following instructions:

(i) Your quotation shall contain the duly completed forms contained in Section I “Quotation Forms” and Section II “Terms of Reference”. Failure to complete and sign these sections may result in the rejection of your quotation;

(ii) All prices quoted shall be made on the basis of the terms as specified in the RFQ Documents;

(iii) All prices shall be quoted in United States Dollar (USD); (iv) All prices shall be quoted including taxes; Ref: Article 72 of Afghanistan Tax Law.

International companies 7%. (v) Your quotation shall be valid for a period of sixty (60) calendars days past the deadline for

receipt of quotations; (vi) Your quotation shall bear the RFQ Reference Number and Title indicated above.

6. The SCA will examine the received quotations to determine whether they are complete,

whether any computational or arithmetical errors have been made, whether the documents

have been properly signed, and whether the quotations are generally in order. Arithmetical

errors will be rectified on the following basis:

(i) if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the SCA there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected;

(ii) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected.

7. Prior to the price evaluation, the SCA will determine the substantial responsiveness of each

quotation. A substantially responsive quotation is one, which conforms to all the terms and

conditions of the RFQ Documents without material deviations. Deviations from, or objections

or reservations to critical provisions will be deemed to be a material deviation. The SCA may

waive any minor informality, nonconformity, or irregularity in a quotation, which does not

constitute a material deviation, reservation or omission.

8. During evaluation of the quotations, the SCA may, at its discretion, ask you for a clarification

of your quotation. The request for clarification and the response shall be in writing, and no

change in the prices or substance of the quotation shall be sought, offered, or permitted.

Failure to timely and duly respond to a request for clarification may result in the rejection of

your quotation.

9. If a quotation is not substantially responsive, it will be rejected by the SCA and may not

subsequently be made responsive by correction of the nonconformity.

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10. The SCA shall compare all substantially responsive quotations to determine the quotation

containing the best Quality & Cost.

11. Award will be made to the company whose quotation is determined substantially responsive to

the requirements of the SCA and whose quotation contains the best-evaluated price, based

on Quality & Cost Selection.

12. The SCA reserves the right to accept or reject any quotation, and to annul, in whole or in part,

or to suspend the process and reject all quotations at any time prior to the award, without

thereby incurring any liability to the affected company or companies or any obligation to inform

the affected company or companies of the reasons for the SCA’s action.

13. Nothing in or relating to this RFQ shall be deemed a waiver, expressed or implied, of any of

the privileges and immunities of the SCA.

14. Please, note that the SCA will notify unsuccessful companies.

15. Please, address all your queries or questions in writing at the address given below and kindly

refrain from any telephone calls or personal visits.

Swedish Committee for Afghanistan Monitoring & Evaluation Unit, Kabul Management Office Attn: Monitoring & Evaluation Manager Mr. Noorullah Nabizai Email: Noorullah.nabizai@sca.org.af

Requirements of the company

The company has to fulfil the required status as mentioned below. Not providing the accurate and

complete information will result in the quotation not qualifying for further evaluation. The company

should fill in Section 1 A and B, attached.

1. Be a registered company or institution

2. Have demonstrated experience conducting qualitative and quantitative surveys. One sample

of a previous qualitative and quantitate survey conducted shall be included (attached) to the

offer.

3. Present a team of qualified professionals with experience in conducting surveys. CV:s shall

be included (attached) to the offer of the proposed team for the service.

4. For Swedish registered companies/institutions; SKV 4820, tax authority’s form, should be

included. The form should not be older than 1 month.

Terms of Reference

See Section II, attached.

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Contractual Conditions

SCA contact persons are for

Service: Monitoring & Evaluation Manager, SCA

Contractual issues: Administration Director, SCA

Confidentiality:

All information in the contract between the two parties shall be considered as confidential and not be

shared with anyone unless legally obliged to do so.

Payment terms:

Invoice shall be sent upon completion of service, payment will be made 30 days after received,

approved invoice.

Invoice shall be presented in the name of the Company.

Payment will be made through bank transfer to the Bank Account of the Company.

Currency:

Invoice and payment will be in United States Dollar (USD).

Cost:

The price will be fixed for the contract.

Transportation/Accommodation:

SCA will not provide transportation within Afghanistan for field visits nor accommodation. Office

space will be provided if required.

Documentation

SCA will provide relevant project-related information and documents.

VISA & Insurance

The Contractor should cover the necessary Visa and Insurance costs.

Security

SCA will provide necessary security updates and guidance during the stay for the Consultant in

Afghanistan

Specific Duties of the Consultant The Consultant will possess wide knowledge on and experience in qualitative and quantitative survey design and execution, data analysis and report writing. Specifically the consultant will:

1. Undertake a review of the survey design

2. Design data collection tools

3. Develop the data collection process

4. Conduct training for enumerators

5. Conduct and/or supervise data collection

6. Develop the data coding and entry

7. Conduct data analysis

8. Compile a baseline report in line with the terms of reference

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Timeline:

The exercise has to be conducted and finalized by latest 28 February 2018.

Cost

The Bidder should provide a cost/price for the Services as requested in Section III.

Evaluation/Qualification

The evaluation is Quality and Cost Based Selection. With 70% for Quality and 30% for the cost

The contract will be awarded to one Service Provider only.

Qualification:

The Company has to provide all documents as requested in Requirements of the Company (page 1

above). See Section I A and B.

Company who provide correct and all documentation is qualified for Evaluation.

Evaluation

Quality Evaluation

The evaluation will be based on their responsiveness to the technical requirements contained in the

RFQ Documents by applying the evaluated criteria and point system specified below:

1. Institutional Capacity/Institutional Credentials; maximum 20 points

I Individual/Company Profile relevant and good proposal II Individual/Organizational Capacity to conduct the scope of work III Previous Experience in Baseline evaluations/surveys IV Previous Experience in Conflict and Post Conflict settings V Previous Experience in Afghanistan in Baselines Survey VI Team leader VII Team Organization for Third Party Monitoring.

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 14 (2 in each) to be qualified

2. Technical Proposal; maximum 21 points

I Design and review of survey instrument

II Sampling

III Data collection and entry

IV Quality Control

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V Data analysis

VI Reporting

VII Deliverables

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 14 (2 in each) to be qualified.

3. Technical Proposal Comprehensiveness – demonstrates understanding of all aspects of the

technical design maximum 6 points.

I Understanding of the ToR/RFQ relevant and good proposal.

II Completeness of the proposal

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 4 (2 in each) to be qualified.

See Section IV attached as an example of quality evaluation.

Maximum points: 47

The Consultant needs to reach a minimum of 14/14/4 point in each category (1-3) above and

minimum 2 point in each sub-category.

The minimum technical score (St) required to pass is: 32

Each responsive quotation will be given a technical score (St). A quotation shall be rejected at this

stage if it does not respond to important aspects of the RFQ Documents, and particularly the Terms

of Reference or it fails to achieve the minimum technical score indicated above.

The quotations that passed the minimum technical score will be is qualified for financial evaluation.

Financial Evaluation

The lowest priced quotation (Fm) will be given the maximum financial score (Sf) of 47 points. The

financial scores (Sf) of the other quotations will be computed as follows: Sf = 47 * Fm/F, where Sf is

the financial score, Fm is the lowest price, and F is the price of the relevant quotation.

Final Evaluation

The quotations will be ranked according to their combined technical (St) and financial (Sf) scores using the following weights (T = the technical evaluation weight; F = the financial evaluation weight;

T + F = 1): T = 0.7 (70%) F = 0.3 (30%)

%% FSfTStS .

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Award of Contract

Award will be made to the company whose quotation achieved the highest combined technical and

financial score. If the final score is equal between two bidders, the score of quality will prevail.

Attachments:

Section I A-B “Quotation Forms”

Section II “Terms of Reference

Section III “ Price/Cost sheet

Section IV “ Example of Evaluation sheet for Quality Evaluation

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Section I – QUOTATION FORMS

Note: It is mandatory that you duly complete and sign the Quotation Forms. Please also note that

you are requested to duly complete and submit the forms contained in Section II Additional

Requirements (Delivery Schedule).

SECTION I – A QUOTATION SUBMISSION FORM

Date: [Bidder to insert date]

RFQ No. M&E 2018-1; Service for Baseline Survey in Afghanistan

To: Swedish Committee for Afghanistan,

Kabul Management office

Dear Sir/Madam:

Having examined your RFQ Documents and any addenda thereof, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to provide the service for Baseline Survey in conformity

with your RFQ No. M&E 2018-1.

We agree to abide by this quotation for a period of validity of thirty (60) calendar days past the

deadline for the receipt of quotations as specified in the RFQ. Our quotation shall remain binding

upon us and may be accepted at any time before the expiration of that period.

We understand that you are not bound to accept the lowest or any quotation you may receive.

___________________

[Bidder to insert name and signature of duly authorized representative]

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SECTION I – B QUALIFICATION INFORMATION FORM

General Information

1. Name of Bidder:

2. Street Address: Postal Code: City:

3. P.O. Box and Mailing Address:

4. Telephone Number:

5. Fax Number:

6. E-mail Address:

7. WWW Address:

8a. Contact Name:

8b. Contact Title:

9. Type of Business:

10. Year Established:

11. Number of Staff Employed:

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Experience

12. Experience in provision of similar service:

Customer Name and Contact Details

Value (USD)

Year

Service Provided

Signature of Bidder: ____________

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SECTION II TERMS OF REFERENCE

1. Background Information and Rationale

SCA has finalized the development of a new strategic plan covering the period 2018-2021, with a

new results framework covering its programmes in health, education, rural development, disability

and advocacy. Within the strategic plan, gender and capacity development are cross cutting issues

within all the SCA programmes.

Rationale

SCA is embarking on a new strategic period 2018-2021, this call for establishing the baseline on its

key indicators as a basis for measuring progress during the new strategic plan period. The baseline

data will provide information on the situation as it exists at the start of the strategic plan period, and the

same approach will be used to measure progress at midterm and at the end of this strategic period.

The data collected will be both primary and secondary.

2. Objectives of the Evaluation

The overall objective of this consultancy is to conduct a baseline study to provide SCA with data on the

existing situation at the start of the strategic period 2018-2021, so that at the end of the strategic period

the level of change can be measured. Specifically, the baseline study will collect data on:

a. Household knowledge, attitude and practice (KAP) of good hygiene practices

b. Proportion of households in target areas with access to clean drinking water

c. Proportion of households in target areas with access to proper human waste disposal facilities

d. Contraceptive prevalence rates in target areas

e. Child health key indicators- exclusive breastfeeding, immunization

f. Household income acquisition and distribution in target areas

g. Household sources of livelihoods and coping mechanisms in lean times

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Scope of the evaluation

The baseline survey will cover all the SCA target regions depending on which programmes are

operational in those regions. The survey will be limited to collecting baseline data for key outcome

level indicators. Baseline data will be collected from SCA programmes in health, rural development

and disability programmes.

3. Approach and Methodology

Study Design

The study will be cross-sectional collecting data on certain parameters at the household, and

community level as necessary. The study will collect data on a representative sample of the

population in the five regions (Eastern region, Central Region and North region where SCA operates.

The households will then be randomly selected.

The household data will be collected using interviewer administered questionnaires. Data collection at

household level will be conducted taking into consideration local cultural practice where only women

can collect data from women at the community level while men will collect data from the men.

Secondary data will be collected and analyzed. Some of the data already exists within SCA and in

some cases data will be collected from other secondary sources outside of SCA such as official

government statistics.

There will also be interviews with key informants and focus group discussions. The focus group

discussions will be gender specific so that women will be interviewed in their own group and men in

their own group.

Direct observations will also be undertaken as necessary in order to establish the existing conditions

depending on the intervention

Sampling

The baseline survey will collect data from approximately 2000 households distributed over over the

three regions of SCA programme implementation areas. The survey will adopt a two stage sampling

procedure where districts and villages will be purposely sampled to ensure only districts and villages

where SCA implements programmes are included in the survey. The second level of sampling will

randomly pick households in the selected villages where SCA programmes are implemented.

4. Guiding Principles and Values

The evaluators will have to abide by SCA code of conduct during this exercise. During fieldwork, the

enumerators will be expected to seek direct consent either in writing or verbally from the respondents

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before proceeding with conducting interviews or administering questions. Utmost confidentiality will

need to be guaranteed for the respondents throughout this exercise

5. Task Deliverables

The deliverables for this evaluation will be in a report format provided by SCA. The deliverables shall

be in English. The inception report will be expected within five days of the signing of the contract,

while the final report will be submitted as per the timeline agreed on with SCA as per the approved

work plan included in the inception report. The specific deliverables of this assignment will be

Inception report

Data collection tools

Draft baseline report

Finding/ presentation

Final baseline report

Baseline data for SCA indicators

Proposal Submissions

6. Workplan

Task/Deliverable Estimated Duration

Inception report including detailed workplan and data collection tools 3 days

Review of background documents and preparation work (includes designing data collection tools)

5 days

Team planning meeting with SCA in Kabul 2 days

Field data collection includes recruitment and training enumerators, household interviews, key informant interviews and site visits

15 days

Debriefing meeting with SCA staff in Kabul 1 day

Report writing and incorporating feedback 7 days

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SECTION III CONSULTANCY COST/PRICE SHEET

Unit Qty.

Price per Unit

(USD)

Sub-Total

(USD)

Consultant’s Fees Day

International Travel (if applicable) Each

Airport Transfers (if applicable) Each

Visas (if applicable) Each

Briefing/Debriefing Costs Day

Accommodation Day

Subsistence/Per Diems Day

Translator/Assistant Day

Transport/Vehicle Day

Transport/Driver Day

Report Translation Each

Additional Costs

Evaluation Management Cost (if applicable) Day

Tax %

Total

Comments

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SECTION IV EXAMPLE OF EVALUATION SHEET FOR QUALITY EVALUATION

Score Max. Note

Individual/Institional Capacity/Credentials

/ 20 Based on Individual CV/Organizational profile and institutional capacity

Individual/Company Profile Very relevant and good proposal, but did not live up to expectations i interview

/ 2 0: No company profile is included 1: Individual/Company profile is included but the bidder does not appear to be a good fit for the proposal 2: Individual/Company profile is included and the bidder appears to be a good fit for the proposal

Individual/Organizational Capacity to conduct the scope of work

/ 3 0: No information about evaluation capacity is included 1-3: The bidder has demonstrated sufficient individual/organizational capacity for the scope of work (1: Disagree; 2: Partially agree; 3: strongly agree)

Previous experience in evaluations/surveys

/ 3 0: No prior experience 1: Some related but no directly relevant experience 2: Some relevant experience (i.e. small scale survey projects) 3: very Strongly Relevent Experience (i.e. Regional and interneational level survey)

Previous Experience in Conflict and Post Conflict settings

/ 3 0: No prior experience 1: Some related but not directly relevant experience 2: Relevant experience 3: Strongly relevant experience

Previous Experience in Afghanistan

/ 3 0: No prior experience 1: Little relevant experience 2: Relevant experience 3: Strongly relevant experience

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The team leader

3 0: The proposed team has no prior experience 1: The proposed team has little relevant experience 2: The proposed team has faily good relevant experience 3: The proposed team has strongly relevant experience

Team organization for Third party monitoring

/ 3 0: The team leader has no prior experience 1: The team leader has little relevant experience 2: The team leader has faily good relevant experience 3: The team leader has strongly relevant experience

Technical Proposal / 21 Based on pages of technical proposal

Design, pre-test and review of survey instrument

/ 3 0: No information 1: The proposal is not technically sound and would require significant amount of additional work for implementation 2. The proposal is satisfactory but would require some additional work for implementation 3: The proposal is complete, technically sound and ready for implementation with little additional work

Sampling

/ 3 0: No information 1: The proposal is not clear on the sampling method to be employed 2: The proposal is satisfactory on the sampling method to be employed but would require some additional work for implementation 3: The proposal is complete, technically sound and ready for implementation with little additional work

Data collection and entry

/ 3 0: No information 1: The proposal is not clear on the type of data to be collected and the method of collection 2: The proposal is satisfactory on the type of data to be collected and the method of collection but would require some additional work for implementation 3: The proposal is complete, technically sound on the type of data to be collected and the method of collectionon the type of data to be collected and the method of collection and ready for implementation with little additional work

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Quality Control

/ 3 0: No information 1: The proposal is not technically sound on the data quality control measures to be implemented to ensure data integrity 2: The proposal is satisfactory on the data quality control measures to be implemented to ensure data integrity but would require some additional work for implementation 3: The proposal is complete, technically sound on the data quality control measures to be implemented to ensure data integrity and ready for implementation with little additional work

Data analysis

/ 3 0: No information 1: The proposal is not technically sound on the type of data and how analysis will be done and the software if any to be used 2: The proposal is satisfactory on the type of data and how analysis will be done and the software if any to be used but would require some additional work for implementation 3: The proposal is complete, technically sound on the type of data and how analysis will be done and the software if any to be used and ready for implementation with little additional work

Reporting

3 0: No information 1: The proposal is not very clear on the types of reports to be written in the course of this assignment 2: The proposal is satisfactory on the types of reports to be written in the course of this assignment but would require some additional work for implementation 3: The proposal is complete, technically sound and very clear on the types of reports to be written in the course of this assignmenton and is ready for implementation with little additional work

Deliverables

/ 3 0: No information 1: The proposal does not clearly explain how delieverables will be made. 2: The proposal explains process for some deliverables but not all the deliverables in the ToR/RFP are addressed. 3: It is clear how all the deliverables specified in the ToR/RFP will be made.

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Comprehensiveness / 6

Understanding of the ToR/RFP

/ 3 0: No information 1: The proposal demonstrates very limited understanding of the ToR/RFP 2: The proposal demonstrates some understanding of the ToR/RFP, though this needs some more additional clarification 3: The proposal fully demonstrates a clear understanding of the ToR/RFP

Completeness of the proposal

/ 3 0: No information 1: The proposal does not addreses all aspects highlighted in the ToR/RFP 2: The proposal addreses some but not all all aspects highlighted in the ToR/RFP 3: The proposal fully addreses all aspects highlighted in the ToR/RFP

Total / 47

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