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International Monetary Fund
Request For Proposal No: 852
JAPAN TECHNICAL ASSISTANCE SUBACCOUNT
2013 EXTERNAL EVALUATION
Contents:
RFP
1. Introduction
2. Procurement Schedule and Instructions
3. Organization of Proposal
4. Proposal Validity and Representations
5. Proposal Evaluation and Award
6. Confidentiality
Schedule of Attachments
A. Terms of Reference/Statement of Work
B. Pricing Schedule
C. Standard Terms and Conditions
D. Supplier Questionnaire
IMF Contact:
Christina DeNale Winifred Williams
[email protected] [email protected]
202-623-4827 202-623-6077
RFP: 852
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Request for Proposal No. 852
JAPAN TECHNICAL ASSISTANCE SUBACCOUNT
2013 EXTERNAL EVALUATION
1. INTRODUCTION
1.1 Scope and Goals
The International Monetary Fund (IMF) is soliciting proposals from technically
qualified firms with the relevant experience to perform consulting services as
described in Attachment A (referred to as „Statements of Work‟, „SOW‟ or „Terms of
Reference‟, „TOR‟).
The goals of this Request for Proposal (RFP) are to ensure best value and lowest
Total Cost of Ownership (TCO) for the IMF. Where best value is the optimal
combination of cost, service quality and technical capability required to meet the
IMF‟s needs and TCO is the total cost of using a good or service over its lifecycle,
taking into consideration both price and non-price factors like quality, service and
process improvements. While maintaining service quality is essential, the IMF is also
seeking to reduce total cost. Cost will be an important factor in evaluation of the bids.
Further details of requirements are listed in ATTACHMENT A: Statement of Work.
1.2 About the International Monetary Fund
The IMF is an international organization with 189 member countries. It employs
approximately 3,500 staff, the majority of whom work at its headquarters in
Washington, DC. The core work of the IMF includes analyzing economic and
financial conditions in member countries and providing macroeconomic policy advice
as well as financial and technical assistance. More information about the IMF may be
found at http://www.imf.org.
2. PROCUREMENT SCHEDULE AND INSTRUCTIONS
2.1 Procurement Schedule
Release Date for RFP:
August 1, 2013
Final Clarification Questions Due
From Bidders:
By 2:00p.m. E.S.T.(USA)
August 12, 2013
To be submitted electronically to
Ms. Christina DeNale;
Email: [email protected]
RFP: 852
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Copy to: [email protected]
IMF‟s Response to Questions from
Bidders
Friday, August 16, 2013
Confirmation of Intent to Bid: Wednesday, August 21, 2013
Proposals Due: By 3:00 p.m. EST (USA), Friday,
August 30, 2013
2.2 Requests for Clarification
Bidders may send questions to request clarification concerning this RFP by email
([email protected]) to Ms. Christina DeNale, Senior Procurement Officer.
Questions from bidders must be submitted and IMF responses may be expected by
the dates listed under Section 2.1.
2.3 Confirmation of Intent to Bid
All bidders are required to respond via email indicating their intention to submit a
proposal by the “Confirmation of Intent to Bid Date” listed in Section 2.1. Bidders
who do no intend to submit a proposal should also respond indicating their reasons
for not participating.
2.4 Presentation Requirements and Delivery Instructions
The bidder should submit its proposal electronically to Christina DeNale, Senior
Procurement Officer ([email protected]) and Winifred Williams, Procurement Officer
([email protected]). Subject line of the email should read:
RFP 852 – JSA Evaluation – (name of firm/bidder)
Proposals must be submitted by the “Proposal Due Date” listed under Section 2.1.
THE IMF RESERVES THE RIGHT TO REJECT LATE PROPOSALS.
3. ORGANIZATION OF PROPOSAL
These instructions are provided for general information for the preparation of the
proposal and are not part of the documents comprising the proposal or the contract,
and are not to be interpreted so as to change any contract provision, condition or
specification.
The proposal should be separated into a technical and financial proposal. Pricing
information should only be quoted in the financial proposal and should not appear in
RFP: 852
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any other section. Proposals should be concise and contain the sections described
below. Proposals that fail to adhere to or comply with the following format may be
excluded from the evaluation process.
3.1 Cover Letter
The cover letter must clearly identify the bidder (company name) and list a point of
contact for discussions and clarifications of the proposal. Contact information should
include name, title, e-mail, telephone, and facsimile numbers.
The cover letter must explicitly indicate if the bidder does, or does not accept the
IMF‟s Standard Terms and Conditions as per Attachment C. In the event that the
bidder does not accept or wishes to discuss alternative terms and conditions, the
bidder must explicitly indicate which items are not accepted and propose specific
alternative language as appropriate. The IMF reserves the right to decline without
further comment any proposal which does not accept the IMF‟s immunities and
dispute resolution language.
3.2 Organization of Technical Proposal
The technical proposal should be structured in the following format. Proposals will be
judged largely on the information provided under the following sections.
3.2.1 Response to the Statement of Work
The bidder will provide detailed explanation on how it intends to perform the
services covered by this RFP, giving sufficient information to demonstrate its
understanding of the requirements and its capability to successfully complete
the project.
3.2.2 Corporate Experience
This section should describe the bidder‟s corporate experience and ability to
perform the required services.
3.2.3 Key Personnel and Subcontractor(s)
Bidder should describe the role and responsibility of each member of the
proposed team and level of involvement. Resumes of key personnel assigned to
the effort should be included in the proposal. Include a description of the team‟s
experience with this type of work. The IMF expects that all personnel proposed
will, in fact, conduct the work.
RFP: 852
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If some or all of the proposed work is to be subcontracted to another company
or individual for any reason, bidder must identify the work items that will be
subcontracted, to whom, and the experience and qualifications of the
organization or individual. The IMF reserves the right to approve all
subcontractors.
3.2.4 Required Facilities (if any)
The successful bidder will be expected to work out of its own offices. Meeting
or touch-down space while on site at the IMF can be arranged in advance on an
“as-needed” basis. The IMF does not typically provide dedicated, long term
office space, computers, phones, etc. unless the statement of work specifically
requires that the supplier be on-site for the entire duration of the work. The
IMF cannot furnish parking spaces.
3.2.5 Awareness of Difficulties (if any)
The bidder must describe what, if any, difficulties it anticipates in a project of
this type, and describe how it would avoid and/or overcome such potential
difficulties.
3.2.6 List of References
Bidders shall provide a minimum of three (3) references for similar types of
engagements. The bidder shall include brief project descriptions as well as
client names, titles, emails, phone numbers to enable the IMF to contact the
references should it be required.
3.2.7 Schedule and Work Plan
The bidder will provide a preliminary work plan showing the separate tasks,
schedules and anticipated starting and completion dates for each separate task or
deliverable. The bidder‟s assumptions about internal review time by the IMF
should be made explicit in this section unless specified by the IMF elsewhere in
this RFP.
The bidder will develop a final work plan with firm scheduling of tasks and
deliverables in consultation with the IMF‟s Project Team immediately following
contract award.
RFP: 852
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3.2.8 Proposed Alternatives, Comments or Reservations (if any)
The bidder may use this section to propose an alternative offer or make
comments about its proposal and the contents of this RFP or state reservations
relative to the scope.
The bidder may use this section to identify any alternative approaches to
meeting the IMF‟s goals in this project, and may include additional materials
not easily categorized in the preceding sections.
3.2.9 Response to the Supplier Questionnaire
The bidder will submit a completed Supplier Questionnaire using Attachment D
to this RFP. Bidders must answer all the questions and provide the required
documentation as instructed on the form.
The response to Attachment D Supplier Questionnaire must be submitted as a
read-only Word document.
3.3 Organization of Financial Proposal
The bidder will provide a separate financial proposal to state all proposed pricing to
complete the work effort. Pricing information should NOT appear in any other
section of the proposal. The IMF will not be responsible for any costs incurred by
bidders in the preparation of their submissions.
The IMF intends to award a contract for fixed price deliverables. Bidders must
respond using the attached Pricing Schedule. (Attachment B).
Bidders are also required to submit their hourly rate schedule for relevant positions
proposed for any additional scope that the IMF may require for this assignment and
that is currently not covered in the SOW.
In addition to the required Pricing Schedule, bidders are welcome to present alternate
financial proposals or arrangements that may lower the IMF‟s total cost of ownership.
Examples may include additional tiered discounts based on volume; alternate volume
based pricing models etc.
RFP: 852
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4. PROPOSAL VALIDITY AND REPRESENTATIONS
Any Proposal shall be irrevocable after the final submission time and shall remain
valid for a period of one hundred twenty (120) days from the Proposal Due Date.
By making a proposal, the bidder represents to the IMF as follows:
(i) That it has read and understood all RFP documents, and that RFP documents are
acceptable to it; and
(ii) That its proposal is based upon the services requested and upon the terms and
conditions set forth in the RFP documents.
5. PROPOSAL EVALUATION AND AWARD
5.1 Evaluation Criteria
Proposals will be evaluated according to the following criteria (not in order of
importance):
1. Corporate experience and capability.
2. Quality and experience of key personnel.
3. Price and total cost.
4. Quality and depth of response to the Statement of Work and understanding
of client‟s needs.
5. Quality of Preliminary Work Plan and draft schedule.
6. Bidder‟s acceptance of IMF‟s Standard Terms and Conditions.
7. Supplier Questionnaire response analysis.
5.2 Oral Interviews
In addition to submission of the proposal by the date stated above, an organization
submitting a proposal may, at the option of the IMF, be required during the evaluation
process to make a formal presentation to and/or attend a meeting to discuss the
proposal with members of the IMF Evaluation Team.
5.3 Contract Award
The IMF reserves the right to conduct follow-on negotiations from short-listed
bidders after reviewing the proposals. The IMF reserves the right to make no award,
to make a partial award, to make a single award, to make multiple awards, to award in
the aggregate, to award by line-item or to use any combination thereof for any reason
that is, in its opinion, in the best interest of the IMF. The IMF reserves the right to
RFP: 852
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decline without further comment any proposal which does not accept the IMF‟s
immunities and dispute resolution language as outlined in the Standard Terms and
Conditions.
6. CONFIDENTIALITY
The information provided by the IMF in, or in connection with, this Request for
Proposal is for the sole purpose of this solicitation and is to be considered strictly
confidential. Any information learned by bidder in connection with this solicitation
shall not be revealed by it or used for any purpose other than the preparation of its
proposal.
RFP NUMBER 852 – ATTACHMENT A
JAPAN TECHNICAL ASSISTANCE SUBACCOUNT (JSA)
TERMS OF REFERENCE FOR 2013 EXTERNAL EVALUATION
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Contents
I. Background and Objectives of the Evaluation.................................................................. 3
A. Background ........................................................................................................... 3
B. Objectives and Scope ............................................................................................ 4
C. Governance ............................................................................................................ 5
II. Issues to Be Addressed ..................................................................................................... 5
III. Evaluation Methodology ............................................................................................... 7
A. Evaluation Criteria and Ratings ............................................................................ 7
B. Information Sources .............................................................................................. 7
IV. Timeline and Deliverables ............................................................................................ 8
A. Timeline ................................................................................................................. 8
B. Deliverables ........................................................................................................... 9
V. Evaluator Qualifications ................................................................................................... 9
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I. BACKGROUND AND OBJECTIVES OF THE EVALUATION
A. BACKGROUND
1. Japan is the largest contributor to IMF capacity development (CD) work, including
technical assistance (TA), training, and other activities. Since 1990, Japan-financed IMF CD
has helped country authorities build up capacity for formulating and implementing sound
macroeconomic policies in the fiscal, monetary, financial, and related statistical fields and
also legal and administrative capacity.1
2. Contributions to IMF TA projects are provided through the Japan Subaccount for
Selected Fund Activities (JSA). Since 1990 Japan has contributed more than $372 million for
IMF projects and programs. The funds cover project costs, including the salaries and travel
costs of short- and long-term TA experts and the costs associated with organizing seminars
and workshops.2 JSA-funded TA mainly supports low- and lower-middle-income countries
as they implement more growth-enhancing macroeconomic policies. About half of each
annual JSA contribution is targeted at TA projects for countries within the purview of the
IMF Asia and Pacific Department and selected countries in Central Asia. Since April 2010,
management of the JSA has switched from a project- to a program-based approach to provide
region-wide and medium-term assistance, encourage synergies, and enhance effectiveness
and sustainability.
3. The first external evaluation of the JSA was conducted in February 2010, when all
projects completed through April 2008 were evaluated. The second external evaluation in
June 2011 covered 150 projects costing $25 million that were completed between May 2008
and April 2010. The latter evaluation concluded that the overall performance of JSA projects
was ―good.‖ On individual DAC criteria the overall ratings for projects were: good-to-
excellent on relevance; modest-to-good on effectiveness; modest-to-good on sustainability;
and good on efficiency. The recommendations included the need for: better guidance on
project documentation and the use of a consistent results based framework; strengthened
project management, sharing of project proposals and assessments with beneficiary countries,
strengthened project management resources in TA departments, and efforts to increase
awareness of Japan- financed projects among Japanese agencies.
4. Consistent with article 3(b) of the Letter of Understanding with Japan, the planned
external evaluation has been requested and is being sponsored by the Japanese Ministry of
1 As defined in the Japan Subaccount for Selected Fund Activities (JSA), the term ―technical assistance‖ (TA)
also includes training activities.
2 These TA activities had been complemented by Fund-financed staff backstopping and project management,
diagnostic missions, and installation and inspection missions.
4
Finance in its capacity as the agency responsible for the JSA. Contact with the Ministry of
Finance will be coordinated through the IMF Office of the Executive Director for Japan
(OED-Japan).
5. Consistent with IMF procurement policy, external evaulators will be selected through
competitive bidding.
B. OBJECTIVES AND SCOPE
6. The objectives of this external evaluation are to:
determine whether completed JSA TA programs have been effective in building
capacity in recipient countries; and
assess how the program approach compares with the earlier project approach; and
make recommendations for improving design, implementation, self-assessment, and
management of future programs.
7. The proposed evaluation will cover:
11 programs approved in FY10 and FY11 and valued at approximately $50 million
that will be completed or nearing completion at the time of the evaluation; and
107 projects completed between May 2010 and April 2013. These projects will be
evaluated primarily through desk review, along the same lines as the projects
reviewed in the FY11 JSA evaluation.
8. The evaluation will also pay attention to certain issues of interest to Japan, including
to examine whether there is potential for improvement in the following areas:
a) Coordination in the field, where relevant, between JSA financed IMF TA and
Japan’s other ODA initiatives; and
b) Increasing visibility for Japan on JSA financed TA activities through strengthened
information sharing with the Japanese authorities.
9. The scope of the evaluation will not include other JSA-funded IMF activities, such as
(a) the IMF regional office for Asia and the Pacific (OAP) based in Tokyo; (b) the Japan-
IMF Scholarship Program for Asia (JISPA), which is administered by OAP; or (c) the Japan-
IMF Scholarship Program for Advanced Studies (JISP).
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C. GOVERNANCE
10. The Global Partnerships Division of the Institute for Capacity Development (ICDGP)
will manage the evaluation process in consultation with an evaluation committee (EC), as is
IMF practice. Specific tasks of the EC will be to:
review and agree on draft Terms of Reference ensuring that issues relevant to
stakeholders are covered;
review and comment on the Inception Note (see paragraph 20) prepared by the
evaluators; and
review and comment on the Draft Evaluation Report.
The EC will have eight members: three from IMF area departments, three from IMF TA
departments, and two from the IMF Institute for Capacity Development.
11. ICDGP will work closely with OED-Japan throughout the evaluation. Each
deliverable will be circulated to OED-Japan. Comments by the EC and OED-Japan on
deliverables may be considered by the evaluator at its discretion.
II. ISSUES TO BE ADDRESSED
12. The evaluation will address a set of interlinked questions related with the observance
of best international practice following well-established DAC criteria comprising relevance,
efficiency, effectiveness, impact and sustainability (text table below). As the JSA programs
approved in FY10 and FY11 have been completed, the evaluation will consider the extent to
which JSA program interventions have directly or indirectly had impact—in particular in
terms of improved policies, and strengthened institutions at country or regional levels. The
evaluation also should report on other issues of interest to the Japanese authorities,
particularly on the differential benefits of the programmatic approach (three-year integrated
multi-sector and multi-country programs) compared with the single-project oriented
approach.
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DAC Criteria Evaluation Questions
Relevance
The extent to which TA
projects took into account
the priority needs of
beneficiary countries.
The extent to which JSA-funded TA is aligned with
countries and IMF joint priorities (including integration
with surveillance and lending).
To extent to which national authorities have been involved
in the design of programs and projects.
The extent to which JSA-funded TA is coordinated and
leveraged with the TA of others.
Whether JSA-funded TA is focused on appropriate subject
areas, taking into account IMF core expertise.
Efficiency
Measures the outputs -
qualitative and quantitative -
in relation to the inputs.
The extent to which JSA-funded TA is being delivered
efficiently, including (i) process and implementation (e.g.,
executing the work plan on schedule); (ii) efficient use of
human and financial resources and attention to cost
effectiveness; and (iii) quality of monitoring and reporting.
Effectiveness
Measures the extent to
which TA projects have
attained their objectives and
identifies factors that may
affect achievement of
objectives.
The extent to which JSA-funded TA achieved, or is on
target to achieve project and program outcomes and
objectives.
The extent to which recipient authorities have taken the
steps needed in order to achieve project outcomes and
objectives.
Impact
Measures the positive and
negative changes brought
about as a result of JSA TA,
directly or indirectly,
intended, or unintended.
The extent to which impacts are emerging. These could be
at different levels e.g. immediate impacts in terms of
enhanced skills and processes; intermediate impacts in
terms of improved institutional effectiveness etc. The
evaluators should pay attention insofar as possible to
quantifiable measures of impact.
Sustainability
Measures whether the
benefits of a TA project are
likely to continue after the
project has ended.
The extent to which the results of JSA-funded projects and
programs have been sustained (i.e. institutional take
up/roll out of new processes, procedures etc.).
The extent to which JSA-funded TA succeeded in
identifying, using, and training local and regional
expertise.
.
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III. EVALUATION METHODOLOGY
A. EVALUATION CRITERIA AND RATINGS
13. The evaluation team will draw up the conceptual framework and methodology,
specifying rating scales that are similar to those in previous studies to permit comparability.
Evaluators will have the flexibility to refine the methodology for the ratings, if necessary, in
consultation with ICDGP and OED-Japan. In this regard, a quantitative rating scheme will be
used to: (a) ensure that judgments of the evaluators are transparent; (b) allow for comparison
with previous JSA evaluations; and (c) determine an aggregate rating for overall
performance.
14. The evaluators will score each program and project on a number of criteria through
desk reviews, interviews, a survey, and some field visits.
B. INFORMATION SOURCES
The evaluation will draw on information from a range of sources, such as documents and
data available from the IMF, interviews with selected country authorities, and case studies. It
is important that each evaluation criterion be assessed using at least two different information
sources.
Document and data analysis: The evaluators will be expected to review and analyze
all materials, such as project and program proposals, work plans, assessments, and
financial information that will be provided by ICD and TA departments.
Interviews: The evaluator will conduct semi–structured interviews with country
authorities. Interviews with country authorities are expected to cover the
appropriateness and responsiveness of the TA and training provided by both resident
advisors and short-term experts, and to explore and document any specific results that
have emerged. The evaluators also will be expected to meet in Washington with staff
from IMF technical assistance and area departments and the Institute for Capacity
Development.
Survey tools: The evaluators will conduct a survey to consult with a wider range of
individuals from beneficiary authorities.
Case studies (sample of countries/projects): The evaluators will be expected to visit
four to five countries for an in-depth field investigation of the selected JSA TA to
supplement the desk review and for dissemination purposes. Selection criteria for the
sample include; region, sector, and instances where good results are being achieved
(in order to identify good practices). The selection criteria will be discussed and
agreed during the Inception Phase and outlined in the Inception Note.
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IV. TIMELINE AND DELIVERABLES
A. TIMELINE
The work of the evaluation team itself is expected to take about 16 weeks beginning in late
summer 2013 and ending in early 2014. The contract with the evaluators will be for a
maximum of 140 person–working days (including travel) during that period. The evaluation
process will be carried out in three phases: a desk phase, a field phase, and a synthesis phase.
Desk Phase: At the latest, four weeks after contract signing and before the field phase
begins, the evaluators will: (i) conduct a desk review of documents; (ii) visit IMF
Headquarters to interview staff in the Institute for Capacity Development (ICD), the
TA departments, and the African, Asian and Middle-East Departments, and meet with
other stakeholders; (iii) prepare an Inception Note (see below), which will be
finalized in consultation with ICD, which will in turn consult the EC and Japan-OED.
The evaluators will brief the IMF representatives before proceeding to the field phase.
Total work time for this phase is estimated to be about four weeks and 55 person days.
Field Phase: The evaluators will visit 4-5 beneficiary countries. They will ensure
adequate consultation with and involvement of a variety of stakeholders, working
closely with the national authorities and agencies and, where relevant, donor offices.
Total work time for this phase is estimated to be about two weeks and 30 person days,
including travel time.
Synthesis Phase: It will cover preparation of the draft report, with any necessary
follow-up interviews with IMF staff. The evaluation team will ensure that the
assessments are objective and balanced. The draft evaluation report will present the
main findings, lessons learned, and recommendations, with a summary of information
gathered in key meetings. The draft report will be prepared in English and submitted
electronically in about 3 weeks. The IMF and Japan-OED will provide comments
within a five week period. The team will consider the comments at their discretion
and prepare a final report to be submitted two weeks later. Total work time for this
phase of the project is estimated at 10 weeks and 55 person days.
15. It is expected that the final reports in English and Japanese would be printed early in
2014.
16. The following is an indicative time line for the entire evaluation process:
Week 1-3: Desk review of materials, submission of the Inception Note, and travel
planning.
9
Week 4: Approval of Inception Note and meetings of evaluation team at IMF
headquarters with TA managers in IMF functional departments, ICDGP, and OED-
Japan staff. Draft and send out the survey.
Week 5-6: Field work (including discussions with resident advisors, and
representatives of beneficiary countries and other donors).
Week 7-10: Survey analysis, preparation of the draft evaluation report.
Week 11-15: Comments by IMF and Japan to the draft evaluation report.
Week 16: Comments incorporated and final evaluation report submitted.
B. DELIVERABLES
17. The evaluators will produce the following:
a) An Inception Note that sets out (i) an overview of how the evaluation will be
conducted; (ii) methodology for information collection and analysis (including
criteria for selecting the case studies); (iii) draft interview guidelines; (iv) a
detailed plan for data collection; (v) a list of potential interviewees; (vi) plans for
field visits and meetings; and (vii) outline of a quality control mechanism to
ensure that drafts of deliverables are of appropriate quality.
b) A survey instrument to get feedback from TA project experts and the beneficiary
country authorities.
c) A draft evaluation report in English.
d) A final evaluation report in English.
18. The draft and final reports will present the main findings and recommendations taking
into account the scope and objectives of the evaluation, with all interviews and meetings
listed in an appendix. The draft report should be 40-50 pages in length with an executive
summary of 3-4 pages. The recommendations should be concise, prioritized and grouped by
time horizon, target audience, etc. The recommendations should be as targeted as possible to
facilitate implementation. The evaluators will work with ICDGP to ensure an accurate
translation of the final evaluation report into Japanese.
V. EVALUATOR QUALIFICATIONS
19. The evaluation will be carried out by an experienced team3 consisting of a lead and at
least two other professionals with backgrounds in macroeconomics, financial management,
3 Team members will not have worked on any JSA programs under evaluation.
10
TA evaluation, or related fields. The team also should have or be augmented by consultants
with expertise on Japanese ODA policy and survey management.
20. The evaluation team should demonstrate the following qualifications:
Extensive knowledge of the issues covered by IMF TA; experience in the delivery
and review of TA;
Some capacity and background in macroeconomic policy making would be desirable;
Experience in the region and countries covered by JSA TA, especially Asia; and
Extensive experience in evaluation, including evaluation of TA and training.
RFP 852
Attachment B
INTERNATIONAL MONETARY FUND
JAPAN TECHNICAL ASSISTANCE SUBACCOUNT
2013 EXTERNAL EVALUATION
PRICING SCHEDULE
The bidder should provide a detailed fixed pricing proposal that includes a delivery of all
IMF requirements described in the Statement of Work/Terms of Reference and other RFP
documents.
The Institute for Capacity Development Global Partnerships Division envisages that the work
described in this Statement of Work/Terms of Reference will begin in September 2013. For
further details refer to the Statement of Work/Terms of Reference documents.
1. The IMF expects the Consultant to provide the following:
i. Participate in a kick-off meeting in late October 2013 to review the key
stakeholders’ understanding regarding the project. This meeting will take place at the
start of the evaluators visit to IMF headquarters in Washington, DC.
ii. Inception Note submitted during a wrap-up meeting at the end of the evaluators
visit to IMF headquarters, outlining the methodology for data collection and analysis
(including the criteria for selection of samples or case studies), draft interview
guidelines and draft survey instruments, together with a detailed work plan for data
collection, a list of potential interviewees and an outline of the Draft Mid-Term
Evaluation Report table of contents.
iii. Draft Report submitted by late December 2013, including a set of
recommendations clearly identifying the main target and a timeline for
implementation.
iv. Final Report submitted by mid February, 2014.
I, ______________________ , certify that ________________ (firm name) can provide
the deliverables in the fixed amount of _______________ . The fixed amount includes
professional fees and translation of key deliverables (where applicable) as well as
communication costs. All other expenses, such as travel expenses, are not included in the
fixed cost but best effort estimate should be provided.
________________________________ ________________________
Signature Date
2
RATES AND FIXED COST SHEET
1) Professional Fees
Title Proposed Person Daily Rate
(USD)
Number of Days Total Cost
(USD)
TOTAL
2) Other Fees
Description Unit Cost
(USD)
Total Cost
(USD)
Communication Fees
Other Fees
TOTAL
TOTAL FIXED COST ___________ and Estimated Travel Expenses ___________.
NOTE: Travel Expenses will be reimbursed by the IMF based on actual cost.
RFP 852
Attachment C
IMF MINIMUM STANDARD TERMS AND CONDITIONS
Article 1.0 ENTIRETY OF AGREEMENT; ORDER OF PRECEDENCE
These Terms and Conditions shall form an integral part of any contract (the Contract) into
which they are incorporated by reference. The Contract, these Terms and Conditions, and any
other documents specifically incorporated therein by reference constitute the entire
agreement between the parties with respect to the subject matter hereof (the Agreement) and
supersedes all other previous statements, communications or agreements, whether oral or
written, including advertising and sales literature. In the event of a conflict between the
Contract and these Terms and Conditions, the Contract shall prevail; provided, however, that
in no event shall a provision in the Contract be considered a waiver of the immunities of the
IMF set out herein.
Article 2.0 INVOICING
The Contractor/Consultant (the Contractor) agrees to submit invoices and supporting
documentation for completed services to:
International Monetary Fund
700 19th Street, N.W.
Attention: __________
Room: _____________
Washington, DC 20431
Invoice(s) must reference any applicable contract number. Invoiced amounts will be paid
Net, thirty (30) days from receipt and approval. Invoice approval will not be unreasonably
withheld.
The International Monetary Fund (IMF) is not obligated to accept any invoice which is
delivered to the IMF greater than 180 days beyond the date of delivery for the relevant goods
or services covered by the invoice.
Article 3.0 CONTRACT TERMINATION
3.1 Termination for Convenience
A Contract may be terminated in whole or in part by the IMF at its sole option. Any such
termination shall be effected by delivery to the Contractor at least thirty (30) days prior to the
termination date of a notice of termination specifying the extent to which performance shall
be terminated and the date upon which termination becomes effective. An equitable
2
adjustment in the contract price shall be made for completed service, but no amount shall be
allowed for anticipated profit on unperformed services.
3.2 Termination of Contract for Cause
If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner their
obligations under this contract, or if the Contractor shall violate any of the covenants,
agreements, or stipulations of this contract, the IMF shall thereupon have the right to
terminate, specifying the effective date thereof, at least five (5) days before the effective date
of such termination.
If the Contract is terminated, whether for convenience or for cause, all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, and reports prepared by the
Contractor under the contract shall, at the option of the IMF, become the property of the
IMF.
Notwithstanding the above, the Contractor shall not be relieved of liability to the IMF for
damages sustained by the IMF by virtue of any breach of contract by the Contractor for the
purpose of set off until such time as the exact amount of damages due to the IMF from the
Contractor is determined.
Article 4.0 OWNERSHIP
The IMF shall have the exclusive ownership of and right to use any documents or other
tangible products of the services provided for herein, except to the extent that they
incorporate property already owned by any other party including Contractor. Contractor shall
inform the IMF of such ownership, shall license or obtain any necessary license for the IMF's
use of such property, and shall hold the IMF harmless from any claims for unauthorized use
of such property.
Article 5.0 INDEMNIFICATION
To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold
harmless the IMF and its agents and employees from and against all claims, damages, losses
and expenses, including but not limited to attorneys' fees, arising out of or resulting from any
breach of representation, warranty or obligation of the Contractor under the contract; any
infringement by the Contractor of intellectual property; any negligent act or omission of the
Contractor, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, and any failure on the part of the same to
comply with federal, state, and local laws, ordinances, regulations, and codes.
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Article 6.0 INSURANCE AND LIABILITY
The Contractor agrees to maintain at its own expense such insurance as will fully protect the
Contractor, its agents, its employees, its subcontractors and the IMF from any and all claims,
damages, losses and expenses, including but not limited to attorneys' fees, arising out of or
resulting from the performance of the work. The Contractor must carry insurance equal to or
greater than the coverage listed below:
1. Worker’s Compensation:
(a) State: Statutory
(b) Employer’s Liability: US$1,000,000 per accident
2. Comprehensive General Liability
(a) US$1,000,000 Per Occurrence
(b) US$2,000,000 General Aggregate
(c) US$1,000,000 Personal & Advertising Injury
Aggregate limits shall apply on a per project basis.
3. Automobile Liability Insurance (owned, not owned or hired) in the amount of
$1,000,000 Combined Single Limit.
4. Umbrella Liability Insurance providing excess liability for items 1b, 2, and 3 above.
Coverage to be at least as broad as the primary program:
a) Bodily Injury and Property Damage US$3,000,000
b) General Aggregate US$3,000,000
Aggregate limits shall apply on a per project basis.
5. Professional Liability
a) US$2,000,000 Per Claim
b) US$2,000,000 Aggregate
The Contractor shall furnish the IMF with certificates of insurance prior to commencement
of the work. The Contractor shall not cause or allow any insurance to be canceled nor permit
any insurance to lapse. All insurance policies shall include a clause to the effect that the
policy shall not be canceled or reduced, restricted, or limited until 30 days after the IMF has
received written notice of such change.
The Contractor shall waive all rights of recovery against the IMF. The Contractor shall
require the same of any Subcontractors by appropriate agreements written where legally
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required for validity, similar waivers each in favor of the IMF. The policies shall provide
such waivers of subrogation by endorsement.
Article 7.0 NON-EXCLUSIVITY
The Contract is nonexclusive and the IMF may at its absolute discretion enter into
arrangements with third parties to supply identical or similar services under separate
contracts with other vendors.
Article 8.0 RIGHT TO HIRE AND NON-SOLICITATION
The IMF reserves the right to hire or to contract directly with Contractor personnel, without
additional charges to either the IMF or to the individual.
In the event of expiration or termination of the Contract, Contractor agrees not to solicit for
hire any IMF employees or employees of any other vendor performing services for the IMF
for a period of twelve (12) months following such expiration or termination.
Article 9.0 ASSIGNMENT
This Agreement and any payments that may become due hereunder may not be assigned by
the Contractor without the IMF’s prior written consent.
Article 10.0 CONFIDENTIALITY
Contractor agrees that it shall require each person assigned to perform work hereunder to
abide by the following nondisclosure conditions:
(a) will not disclose, deliver, or use for the benefit of any person other than the IMF, or
its authorized agents, any restricted or confidential information or material he or she
receives from the IMF, other than material or information previously in the records of
the undersigned or obtainable prior to such disclosure, delivery, or use, from third
parties or from the public domain;
(b) Will adhere to any policies or instructions provided by the IMF as to the
classification, use or disposition of any restricted or confidential information or
materials;
(c) Will not use any restricted or confidential information or material for personal gain;
(d) After the completion or termination of an Agreement, will continue to adhere to the
first three clauses above; and
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Contractor further agrees to take such steps as may be needed to ensure that the terms of the
nondisclosure statements are observed during and after the term of this Agreement.
If Contractor becomes legally compelled to disclose any Confidential Information of the IMF
in a manner not otherwise permitted by the Agreement, Contractor agrees that, in light of the
inviolability of the IMF’s archives, the Contractor shall give IMF prompt prior notice of the
request before complying with such requirement and shall give IMF an opportunity to oppose
such disclosure or seek a protective order or other appropriate remedy. This provision shall
survive the termination of this Agreement.
Article 11.0 PUBLICITY REGARDING AGREEMENT
(a) Contractor may publicly release statements of the fact regarding the Agreement,
including the name of the IMF, only upon the IMF's prior review and approval in
writing. Requests for such review and approval should be directed to a Procurement
Officer.
(b) The Contractor agrees not to refer to awards in commercial advertising in such
manner as to state or imply that the services or products provided are endorsed or
preferred by the IMF or are considered by the IMF to be superior to other services or
products.
Article 12.0 CONTRACTOR ETHICS AND CONDUCT
The IMF expects that Contractor observes the highest standard of ethics during the
procurement and performance of contracts with the Fund, and violation of the following
requirements shall constitute a material breach of the Agreement.
12.1 No Gifts, Collusion or Coercion; No Improper Financial Benefits
Contractor shall take no action with the purpose or effect to influence any staff member of
the IMF, any other employee of the IMF, or any contractor or consultant to the IMF
(collectively IMF Persons), to act inconsistently with his or her duties to the IMF. Contractor
shall not knowingly or recklessly mislead any IMF Person, and shall not substitute products
or services of inferior quality, with the purpose or effect to obtain a financial or other benefit
at the expense of the IMF or to avoid an obligation owed to the IMF. Contractor shall
disclose, or shall not accept, rebates or discounts on the purchase of goods or services if the
price charged to the IMF includes either (i) the undiscounted cost of the same goods or
services, or (ii) the undiscounted cost of other goods or services provided to the Contractor
by the same supplier or an affiliate thereof under any bulk sales, bundling or “soft dollar”
arrangement.
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12.2 No Conflicts of Interest
Contractor shall not deal with any IMF Person or other representative of the IMF, when such
representative of the IMF, or any of his or her immediate family members, hold a significant
financial interest in the Contractor or any of its affiliates or is negotiating for employment
with the Contractor or any of its affiliates. Contractor shall avoid all other interests that
conflict, or that appear to conflict, with its obligations to the IMF, and will immediately
consult with the IMF Procurement Officer should any such actual or apparent conflict of
interest arise.
12.3 Reporting
Contractor shall immediately report to the IMF Chief of Procurement any request received
from any IMF Person for gifts in violation of the preceding requirements, or any other
violation of these requirements.
Article 13.0 COMPLIANCE WITH LAWS
The Contractor shall, at its expense (and not as a reimbursable expense), perform its
obligations in a manner that complies with all laws, ordinances, rules, regulations and
requirements of all Federal, state and municipal governments, courts, departments,
commissions, boards and offices, any national or local Board of Fire Underwriters, any
environmental agency, or any other body exercising functions similar to those of any of the
foregoing that may be applicable (in the absence of any IMF immunity and regardless of
whether such laws are enforceable against the IMF or its property) to the services covered by
this Agreement.
Article 14.0 BACKGROUND INVESTIGATIONS
Prior to commencing work at IMF facilities contractor shall engage an investigative agency
specializing in background investigations to conduct, at contractor’s expense, a criminal
history check of each agent or employee of the contractor whom contractor expects will enter
IMF’s facilities. If contractor requires assistance identifying an appropriate investigative
agency, the IMF’s Security Services Division can be contacted at (202)623-6545 or email
[email protected] for a list of investigative agencies.
The criminal history check shall include Maryland, the District of Columbia, the counties of
Arlington, Loudon, Fairfax, Prince William and the city of Alexandria, as well as each
jurisdiction the employee has lived in for the previous seven years, or after his or her
eighteenth birthday, whichever is less.
Agency reports of all criminal history checks, regardless of the outcome, shall be provided to
the Fund’s Security Services Division. These reports should be attached to a letter from the
contractor describing the dates and jurisdiction included in the checks and the name, date of
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birth, and social security number of the employee.
Address:
International Monetary Fund
Security Services Division
Room HQ1-1-302
700 19th Street, NW
Washington, DC 20431
No agent or employee of contractor/consultant/sub-contractor will be authorized to enter any
IMF facility to perform work under this agreement without the aforementioned criminal
history check. THE IMF RESERVES THE RIGHT TO DENY ACCESS TO THE IMF’S
FACILITIES TO ANY INDIVIDUAL.
Article 15.0 IMMUNITIES OF THE INTERNATIONAL MONETARY FUND:
TAXES & DISPUTES
Article IX of the Articles of Agreement of the International Monetary Fund, as incorporated
into the laws of the United States and the District of Columbia by the Bretton Woods
Agreements Act (22 U.S. Code Section 286h), provides that the International Monetary
Fund, its property and its assets, wherever located and by whomsoever held, are immune
from every form of judicial process. In addition, the IMF, its assets, property, income, and its
authorized operations and transactions, are immune from all taxation and from all customs
duties, and the IMF is immune from liability for the collection or payment of any tax or duty.
Accordingly, and notwithstanding anything to the contrary in this Agreement or any
documents to which it refers, it is expressly agreed and understood that:
(a) Contractor will not invoke the IMF's immunity to avoid any taxes for which
Contractor is legally liable, but will inform the IMF immediately of any attempt to
impose a tax to which the IMF's immunity appears to apply, and will cooperate with
the IMF at IMF's expense with respect to any such attempt.
(b) Any controversy of claim arising out of or relating to the Contract or any breach,
termination of invalidity thereof, shall be settled by the mutual agreement of the
parties hereto, provided that failing such agreement the dispute shall be finally settled
by binding arbitration administered by the American Arbitration Association (AAA)
in accordance with its Commercial Arbitration Rules then in effect. In any case where
neither party’s claim exceeds US$75,000, then the Expedited Procedures of AAA
shall apply, and the case shall be decided by a single arbitrator. Otherwise, the case
shall be decided by a panel of three arbitrators, and each party shall appoint one
arbitrator. The two arbitrators so appointed shall then appoint a third arbitrator who
shall act as chairperson of the panel. The arbitral case shall be decided according to
the terms of the Contract and the law of the District of Columbia. If a claim or dispute
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would have been barred by a time limitation had it been asserted in a court of the
District of Columbia, then the Tribunal shall declare the claim or dispute to be
extinguished on the merits. Each party agrees to implement any requirements of the
arbitrator or arbitrators directed to it in accordance with those rules. It is understood
and agreed that the submission of a claim or dispute to arbitration shall not excuse
either party from performing its obligations under the contract, and shall not be
considered to be a waiver of the immunities of the IMF.
Article 16.0 RELATIONSHIP OF PARTIES
The parties intend that the Contractor shall perform the services provided for and described
herein solely as an independent Contractor of the International Monetary Fund (IMF) and
neither the Contractor nor any of its agents, employees or servants shall be considered an
agent, employee or servant of the IMF.
Article 17.0 AUDIT
The IMF reserves the right to inspect and audit the Contractor’s accounting, financial and
other records and documents which are relevant to the performance of an Agreement. Any
such inspection or audit shall be undertaken at the IMF’s cost, and shall occur during normal
business hours, and shall be conducted in a manner so as to not unnecessarily interfere with
the business of the Contractor. Contractor hereby undertakes to maintain complete, accurate
and verifiable records of all costs charged and/or chargeable to the IMF under an Agreement
or any extension(s) thereof, and agrees to retain such records for a period not less than three
(3) calendar years following a termination of an Agreement or after final payment, whichever
occurs last. The Contractor shall diligently cooperate with the IMF’s representatives during
any such inspection and audit and hereby waives any objection it may have to such
inspection and audit, unless specified in writing and duly acknowledged by both parties in
any Agreement.
Article 18.0 CHANGES
The IMF may, at any time, by written order, require changes in the services to be performed
by the Contractor. If such changes cause an increase or decrease in the Contractor’s cost of,
or time required for, performance of any services under this Agreement, an equitable
adjustment shall be made.
Article 19.0 WAIVERS
No waiver by either party of any breach hereof shall be deemed a waiver of any preceding or
succeeding breach. No failure by either party to exercise any right or privilege herein
provided for shall be deemed a waiver of such party’s right to exercise a similar or other right
or privilege in conformity with the provisions hereof at any subsequent time or times.
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Article 20.0 SEVERABILITY
The provisions of this Agreement shall be deemed severable and the invalidity or
unenforceability of any provision shall not affect the validity or enforceability of the other
provisions hereof.
Article 21.0 SURVIVAL
Neither completion of the works nor termination or cancellation of this Agreement shall
relieve the Contractor of the IMF of any obligations that by their nature survive completion
of the requirements hereunder, including all warranties, guarantees, and indemnifications.
