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Request for Proposal

Design and Conduct of Baseline Study


Introduction
The USAID Citizens Voice Project (CVP) is a US $45 million democracy and governance project
funded by the United States Agency for International Development (USAID). It is being
implemented by Trust for Democratic Education and Accountability (TDEA). The Asia
Foundation is a partner of TDEA. The project aims to strengthen citizens voice through 1) policy
advocacy and government oversight, 2) improved accountability through enhancing public private
linkages, and 3) enhanced capacity of civil society through organizational development and
targeted trainings.
Baseline Purpose
The CVP is seeking applications from interested firms to conduct national baseline study on Voice
& Accountability in general but specifically on the following thematic areas:
1.
2.

Public
Sector Transparency
Accountability
Legislative Governance

&

3. Local Governance
4. Electoral Processes
5. Justice System

The baseline study is intended to document the existing (post 18th constitutional amendment) status
of governance system related to abovementioned five (5) thematic areas with respect to following:

Knowledge: Citizens understanding of governance system;


Engagement: Citizens capacity and engagement with public sector; and
Satisfaction: Level of satisfaction with regard to public sector service delivery.

How to Apply
The applicant firms shall seal the proposal in one outer and two inner envelopes, as detailed below.
The outer envelope should clearly state:
Proposal for Citizens Voice Project Baseline Study
And should be addressed to:
Country Representative
The Asia Foundation
House No. 7, Street No. 58,
F-7/4, Islamabad.
Two inner envelopes shall indicate the name and address of the applicant. First inner sealed
envelope shall contain the three copies of all documents with the exception of the financial
proposal. The second sealed envelope shall include financial proposal.
Note: If the inner envelopes are not sealed, signed and marked as per the afore-mentioned
instructions, TAFs review committee will not assume any responsibility for the proposals
misplacement, incompleteness or premature opening.
The last date for submission of proposal is January 18, 2015

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The firm shall submit detailed technical and financial proposals for conducting the baseline study
under the following guidelines:
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Comprehensive baseline study methodology


Description of past relevant experience
Detailed work plan
Copy of past research report/s, preferably on governance sector
CVs of proposed core team highlighting previous relevant experience
Detailed itemized budget

Deliverables
A total of seven (7) baseline reports will be required to be submitted by the firm i.e. a separate
report for each province/region and one consolidated national report.
Regional Reports: Four provincial reports along with one report each for Azad Jammu &
Kashmir, and Gilgit Baltistan. Reports will be submitted both in soft (editable) and hard form
(03 copies).
National Report: A consolidated national level report which will include regional reports.
Report will be submitted both in soft (editable) and hard form (03 copies).
Data Set: Data set(s) will be shared in soft form.
Instruments: All instruments designed and used during the course of the study will be
submitted in both hard and soft form.
All reports will be approved by the TAF.
Evaluation Criteria
Interested firms must note that the strength of their methodology, availability for fast track work,
qualified and professional core team, previous experience, and competitive budget will be the key
determining factors in the selection. The selection will be inclined towards technical merit and this
procurement of the services will be a two staged process. In the first stage an evaluation committee
will review the technical proposals. The proposals securing minimum of 70% marks will qualify
for the 2nd round to open the financial proposals. In case of significant difference in quality and
rates, TAF has the rights of negotiating the level of effort and budget with all qualified applicants,
a sample of qualified applicants or the applicant deemed as the most advantageous offer.
TAF reserves the right to fund any or none of the proposals submitted with or without giving any
reasons. It is TAFs right to make a single award, make multiple awards, fund parts of a proposal,
or not to make any award at all. The award made under this RFP is subject to the availability of
funds, the interests and requirements of TDEA/USAID, as well as the viability of proposals
received. TAF also reserves the right to make any final decisions with respect to this solicitation
and intends to fund the application(s) which meet the criteria laid down in this RFP, are deemed
as most-advantageous for project objectives and provide(s) the best value for money. TAF also
reserves the right to require modifications in proposed approach/team etc. Issuance of this RFP
does not constitute an award commitment on the part of the TAF, TDEA or USAID, nor does it
commit TAF, TDEA or USAID to pay for costs incurred in the preparation and submission of a
proposal. In addition, award of the contract contemplated by this RFP cannot be made until funds

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have been appropriated, allocated and committed through internal TAF procedures and a signed
contract is issued by the TAF Pakistan Country Representative.
Eligibility Criteria
All firms must certify that they are not debarred, suspended, or proposed for debarment.
TAF will not award a subcontract to any firms which are debarred, suspended, or proposed for
debarment, or who proposes to do business with other organizations which are debarred,
suspended, or proposed for debarment, in the performance of the requirement of this activity.
Debarment by organizations like TAF, TDEA and USAID/USG would render a firm ineligible to
work with TAF on this activity.
Breakdown of Evaluation Points
Points
(i) Methodology

40

(ii) Human Resource and Core Team for the Baseline Study

15

(iii) Relevant Experience.

15

(iv) Detailed work plan, meticulous financial proposal (with unit cost)

30

Total Points:

100

Financial Proposal
The financial proposal will establish the best value among proposals, and serve as a basis of
negotiation for the signing of the subcontract. The financial proposal must include a detailed
budget (for example, the specific daily rate multiplied by the number of workdays proposed
for each person), as well as a budget narrative which explains the basis for the estimate of each
budget element. Supporting information should be provided in sufficient detail to allow a
complete analysis of each cost element. During negotiations TAF may require further clarification
or justification and may not agree with a component of cost. Any taxes or fees are not to be added
later. Quotations must be a firm fixed price, expressed in Pakistani rupees.
Validity of the proposal
Proposals must remain valid for at least sixty (60) calendar days after the offer deadline.
Language of the proposal
The proposals prepared by the firm/ and all correspondence and documentation relating to the
proposal exchanged between the firm and the TAF shall be in English language.
Proposal currency
All prices shall be quoted in PKR. TAF intends to award a Firm Fixed Price plus out of pocket
expenses type contract or a cost plus fixed fee type contract as a result of this solicitation.
Format and signing of proposals
The firm shall prepare three hard copies of all documents required as part of the Proposal, clearly
marking one hard copy as Original and the others as Copy of Proposal. In the event of any

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discrepancy between the hard copies, the Original shall take precedence for the purposes of this
procurement.
Payment
TAF shall release payments after the award of a contract on the basis of the following schedule of
payment corresponding to completion of milestones. The payment will be made in three
installments as follow:
1- Upon approval of the study work plan and tools/instruments: 30% of the total amount
2- Approval of draft regional and national reports: 30% of the total amount
3- Approval of the final reports, and data set along with the instruments used: 40% of the
total amount.
Timelines
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Responses deadline
Evaluation
Award announced
Draft report of the study
Comments sent
Final Reports/ data set/instruments used

January 18, 2015


January 26, 2015
February 10, 2015
April 10, 2015
April 20, 2015
April 30, 2015

Supervision
The selected firm will work under the direct supervision of the CVP Director Capacity Building
and Organizational Development and cooperatively and collaboratively work with the
TDEA/Citizens Voice Project Senior team. TAF/TDEA also reserve the right to independently
verify the contents of the deliverables.
Conflicts of interest
The firms must ensure that there is no conflict of interest with TAF, TDEA and between the
agents/independent contractors working for the firm on this activity. If there are any personal or
organizational conflicts, actual or perceived, these must be immediately disclosed in writing with
a mitigation plan which will remain subject to approval of TAF Pakistan Country Representative.
This condition applies at times i.e., before and after the award. If the mitigation plan is not
appropriate in the judgment of the TAF Pakistan Country Representative, it may result in rejection
of the proposal or termination of the contract.
Intellectual Property
The firms performance shall not violate any third-party rights in any patent, trademark, copyright,
trade secret, or any other proprietary or intellectual property right. In the performance of this
activity, the firm shall comply with all applicable laws, rules and regulations.
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and
any other materials produced by the firm under this activity shall be the sole and exclusive property
of TAF/TDEA. The firm shall not publish or otherwise disclose, except to TAF/TDEA, any

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reports, data or information generated or obtained in the course of performing this activity
(including without limitation, information or data obtained hereunder concerning private
individuals protected by any privacy laws or regulations, organizations, or public agencies or any
other source under promise of confidentiality), without the prior written consent of an authorized
representative of TAF/TDEA.
USAID Anti-Fraud Hotline
USAID/Pakistan has, in cooperation with the USAID Office of Inspector General, established the
Anti-Fraud Hotline to provide an avenue for the reporting of fraud, waste, and abuse which may
be associated with USAID funded projects in Pakistan. Complaints are handled with complete
confidentiality and individuals are encouraged to report when corruption, fraud, waste or abuse
may exist in the USAID/Pakistan projects. Reports can be filed anonymously via the easy-to-use
Hotline (toll free number 0800 84700); e-mail at complaints@anti-fraudhotline.com; fax at 02135390410; postal address at 5-C, 2nd Floor Khayban-e-Ittehad, Phase VII, DHA, Karachi,
Pakistan; and on the website www.anti-fraudhotline.com.

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