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1 Sajhedari Bikaas Project Partnership for Local Development Submission Guidelines REQUEST FOR PROPOSALS (RFP) RFP #18 Endline Surveys in Recovery Districts Issued on November 24, 2017 Proposals must be submitted by December 5, 2017, 5:30 pm Nepal Time Only ed submissions will be accepted to: Questions may be ed to Until November 30, 2017.

2 1. Introduction to Sajehari Bikaas Project Sajhedari Bikaas (SB) is a fiveandahalfyear project ( ) initially intended to be implemented in six mid and farwestern districts of Nepal. SB is specifically designed to offer sustainable, locally appropriate development solutions while maintaining the programmatic flexibility necessary to quickly respond within a dynamic operating environment. The program approach brings together an effective combination of strategic interventions. Following the 2015 earthquakes, SB extended its activities into five highlyaffected earthquake districts Lamjung, Gorkha, Dhading, Dolakha, and Ramechhap covering a total of 29 rural municipalities/municipalities (87 VDCs and two municipalities as per the old structure) Through this Request for Proposal (RFP), SB is soliciting proposals from private firms and nonprofit organizations to conduct the Endline survey in all five aforementioned recovery districts Basis of Funding: This award will be a fixedprice subcontract How to Obtain Proposal Documents: This RFP is an open solicitation. Interested subcontractors can download all instructions by visiting: (please select RFP #18 Endline Survey in Recovery Districts) 1.3. Eligibility to Apply International firms or NGOs may apply. Registered Nepali firms or NGOs may apply. Interested I/NGOs working in Nepal must be affiliated with Social Welfare Council (SWC) or other relevant Government of Nepal (GoN) agencies. Subcontractors must demonstrate capability of working in all five project districts. Subcontractors must have a minimum of five years of relevant experience Closing date: Proposals must be received by December 5, 2017, 5:30 pm Nepal Time. 2. Project Description Statement of Work A detailed Statement of Work has been attached with this document (see Attachment A). 3. Bench Marks, Deliverables and timeline Bench Marks Deliverables Due Date Remarks 1 Final survey tools i.e., HH Questionnaires, FGD December 31, & KII Guides, forms (electronic copy of both 2017 English and Nepali language) 2 Guidelines for HH Questionnaires forms December 31, (electronic copy of both English and Nepal languages) Final Datasets for HH Questionnaires (in both SPSS and MS Excel) (in MS Access and MS Excel) January 20,

3 4 Draft Report for comment and suggestion with Annexes 5 Final Report after including comment and suggestion with Annexes January 31, 2018 February 15, 2018 The report cannot be considered final until it is approved by both USAID and Pact. 4. Duration of the Contract: December 12, 2017 to February 15, Role and Responsibilities A. Sajhedari Bikaas To ensure the quality of and consistency among capacity development plans, tools, and methodology, SB will monitor and give technical guidance to Consultant regularly. SB will also coordinate with partners to make sure the required information is timely available to Consultant and that partners for End Line Survey as required. B. Role of Consulting Firm or Organization Consultant will be responsible for all the activities described under Attachment A: Statement of works. 6. Payment Schedule 1. 20% of the total contract award after completion of benchmark 1 and 2 above % of the total contract award after completion of benchmarks 3 above % of the total contract award after completion of benchmarks 4: submission of draft report % of the total contract award after completion of benchmark 5, Submission and approval of final report from both Pact and USAID. 7. Budget Proposed budget for this assignment is maximum of NPR 4,500,000. Budget must be submitted in accordance with instructions found in section 11 below and must include all costs for staff, consultants, trainers, and travel costs. Budget will be closely reviewed by SB staff to determine reasonableness of charge categories, budget lines and proposed costs and total cost. Unreasonable budgets will significantly and adversely affect total proposal evaluation as determined by the evaluation committee. 8. Focal Person: M&E Director, Sajhedari Bikaas Project 9. Proposal Submission Instructions Subcontractors must carefully follow instructions. Failure to follow instructions may disqualify from further considerations. 2

4 9.1. General Submission Instructions Your entire submission must consist of one PDF file and one Excel file. The PDF file must contain all sections listed below. Each section MUST BE labeled and appear in the exact order listed below. DO NOT exceed page limits. Only Cost Budget be submitted in a separate Excel file (on Pact s budget Template). 1. Technical Proposal See Sec 9.5 for specific format directions. Maximum 15 pages. 2. Profile of team members (1 page) and CVs of 3 key staff (2 page maximum per CV) 3. List of prior projects verifying past experience 2 pages maximum total 4. Three client references (with contact info) verifying relevant past performance within last three years 5. A sample of a similar project report undertaken 6. Screen shot of DUNS Number You must have a DUNS number to submit a proposal. If An applying outfit does not have a DUNS number, visit links below and apply. It may take several weeks to get a number. Apply early SAM registration is also required before the award, if selected. 7. Tax clearance certificate 8. Copy of registration and current renewal with GON 9. Last two annual audit reports 10. Cost narrative See Sec 9.6 for specific format directions A) You MUST submit one PDF file with the sections listed above in order and labeled. B) You MUST submit one Excel file containing your proposed budget. Excel MUST BE identical to sample in 9.6 below. C) Name the PDF file EXACTLY: Firm Name RFP #18 Endline Survey Proposal D) Name the Excel file EXACTLY: Firm Name RFP #18 Endline Survey Budget E) Submit these 2 files in one single , one time only. F) In subject field write EXACTLY: Firm Name RFP #18 Endline Survey Submission G) DO NOT submit more than one . DO NOT submit the same more than one time. You will be notified when we have received your submission. H) You MUST NOT submit any other file other than ONE PDF and ONE Excel. DO NOT SUBMIT JPGs, GIFs, WORD, ZIP, RAR or links to web hosts. I) You MUST NOT exceed page limits. J) You MUST NOT submit any other information, brochure, company description that is not explicitly required as above. K) DO NOT stamp or sign any pages. L) You must follow these instructions exactly or your submission will likely be rejected without any further consideration. M) Submit exactly two files and name them as instructed in C and D above. N) Submit only one and write in subject field exactly as instructed in F above. O) Please carefully follow all instructions above Minimum Eligibility Requirement 3

5 See 1.3 above. It is expected that any firm that submits a proposal will be able to demonstrate technical and operational capacity to complete all tasks, objectives and deliverables as described above and in accordance with all Laws and regulations of Nepal. Issuance of this RFP does not constitute an award commitment on the part of Sajhedari Bikaas Project nor a commitment to pay for costs incurred in the submission of a proposal. Furthermore, Pact Nepal reserves the right to reject any and all proposals, or to make an award without further discussion or negotiations if it is considered to be in the best interests of Pact Nepal and USAID Timeline for Award Process Steps Target Dates (1) Issue RFP November 24, 2017 (2) Deadline for Receipt of Questions and Answers November 30, 2017 (3) Deadline for Receipt of Proposals December 5, 2017 (4) Expected Signature of Award December 12, Language of the Proposal Section 9.1, items number 1, 2, 3, 4 and 10 MUST be in English. Section 9.1, Items number 5, 6, 7, 8 and 9 May be in Nepali or English Technical Proposal and Timeline, Content and Formats The proposal must be submitted via to sbikaas@pactworld.org. Please list the legal contact information of the consultant firm s representative including phone number and physical address and address. Maximum 15 pages. A. Proposal paper cover page (1 page) Name of subcontractors, Contact Person, Organizational address, and contact information B. Proposal to include Scope of Work and Objectives. C. Implementation Timeline and Plan The subcontractors must submit a detailed timeline and staffing plan. D. The technical response must include a visual staffing plan with a narrative. Proposed key personnel responsibility descriptions must reflect the technical and management skills necessary to achieve the objective Cost Proposal and Cost Narrative Formats COST PROPOSALS must be prepared in a single, separate Excel file, and must be quoted in NEPALI RUPEES. Your cost proposal must contain a Summary Budget sheet AND a Detail Budget sheet in a single Excel file identical to the examples below. 4

6 Summary Budget: Name of Institute Project Name: Period of Performance: Currency: Cost Category Operational Costs Salaries Travel, Transportation and Per Diem Other Direct Costs TOTAL OPERATIONAL COSTS TOTAL ACTIVITIES COSTS TOTAL ACTIVITIES COSTS TOTAL BUDGET 5

7 Detail Budget Sheet Annex 1 Name of Institute Project Name: Period of Performance: Currency: (Sample entries are in red) Budget Template NPR S.N. Operational Costs Salaries Personnel Position Name Cost Category Unit type No. Unit Unit Cost Total Cost (NPR) 1 Project Manager, John Doe (sample) Days 10 2 Engineer,.. (sample) Month 2 3 Engineer,.. (sample) 0 4 Engineer,.. (sample) 0 5 Engineer,.. (sample) 0 6 Engineer,.. (sample) 0 7 Engineer,.. (sample) 0 8 Engineer,.. (sample) 0 Subtotal Salaries Travel, Transportation and Per Diem Domestic Travel (Staff) Per diem (Food and Accommodation) Project Manager, John Doe (sample) Days 1 Engineer,.. (sample) Days 8 Engineer,.. (sample) Engineer,.. (sample) Engineer,.. (sample) Engineer,.. (sample) Engineer,.. (sample) Engineer,.. (sample) Transportation Subtotal Travel, Transportation and Per Diem Other Direct Costs List other direct costs Subtotal Other Direct Costs TOTAL OPERATIONAL COSTS ACTIVITIES COSTS Person/days/pcs TOTAL ACTIVITIES COSTS GRAND TOTAL 6

8 Your COST NARRATIVE must be included in your PDF submission as instructed above. It must be sufficient to determine cost reasonableness, allowability and allocability. It should follow the template below and match the cost proposal. Budget Narrative (NAME OF FIRM OR NGO) Budget Assumptions Must be explained, well defined and quoted in Nepali Rupees. Salaries Justify salary costing and level of effort of the Local Personnel Positions Travel, Transportation and Per Diem Explain number of trips and purpose of travel. Justify the costs of travel, transportation and per diem and how the costs are established. Other Direct Costs Provide explanation and justification. Project Costs Activities Explain and justify the cost of activities in detail. 12. Period of Validity of Proposal Proposals must remain valid for 60 days after the date of proposal submission deadline. Pact/Sajhedari Bikaas Project may reject a proposal valid for a shorter period, on the grounds that it is nonresponsive. 13. Proposal and Cost Evaluation and Criteria A total of 100 points are possible for the complete proposal. The relative importance of each criterion is indicated by approximate weight by points. Proposal approach and timeline Organizational capacity and staff Past performance 50 points 30 points 20 points Evaluation points will not be awarded for cost. Cost will be evaluated based on the principles of allocable, allowable and reasonable. Overall cost control/cost savings evidenced in the proposal (avoidance of excessive salaries, and other costs in excess of reasonable requirements). 14. Right to Reject, Waive and Negotiate Pact reserves the right to accept or reject any proposal and to cancel the solicitation and reject all proposals at any time prior to award, without incurring any liability to the affected Subcontractor and any obligation to inform the affected Subcontractor on the grounds of Pact s action. 7

9 Attachment A Statement of Work 1. Project Description Sajhedari Bikaas (SB) is a fiveandahalfyear project ( ) initially intended to be implemented in six mid and farwestern districts of Nepal. SB is specifically designed to offer sustainable, locally appropriate development solutions while maintaining the programmatic flexibility necessary to quickly respond within a dynamic operating environment. The program approach brings together an effective combination of strategic interventions. Following the 2015 earthquakes, SB extended its activities into five highlyaffected earthquake districts Lamjung, Gorkha, Dhading, Dolakha, and Ramechhap covering a total of 29 rural municipalities/municipalities (87 VDCs and two municipalities as per the old structure) The goal of the SB program is to target communities to better direct their own development. This unique approach to the recovery effort is being addressed through four strategic objectives. These include: Enabling communities to direct their own development; Supporting communities to access resources for development; Assisting communities with implementing effective inclusive development policies, and; Supporting local government units to function effectively. 1.1 Interventions Addressing recommendations highlighted in SB s PostDisaster Needs Assessment, communities were intentionally placed at the center of the reconstruction effort to ensure local ownership and sustainability of the project. The interventions included the following: 1. Rollingout communitymanaged, smallscale infrastructure projects (SSIPs) and other communityrelated initiatives (i.e. the rebuilding or refurbishing of damaged or destroyed infrastructure such as water supply, roads/trails, irrigation canals, and microhydro infrastructure); 2. Supporting the District Administration Office with conducting integrated/mobile service camps (I/MSCs); 3. Reinforcing and institutionalizing citizen oversight, social accountability, and public reporting processes (i.e. project monitoring, public audits, social audits, etc.) 4. Supporting the mitigation of grievances and disputes through the establishment of community mediation centers. Despite efforts to address these, a reduction in anticipated donor funding, and the restructuring of Nepal s local government bodies required SB to reduce and/or cancel many of its key activities for the remaining year, hampering in some way SB s ability to fully achieve its objectives. Nevertheless, the interventions worked to bring communities, civil society, government and even the private sector to work more closely together. A more detailed 8

10 description of the interventions adopted will be provided to the consulting firm at the time of the contract award. 2. Objectives and Results Framework Select components of SB s intervention package from the original terai districts were incorporated into the recovery districts program, and therefore it was unnecessary to develop separate objectives and a results framework. For the endline survey, only seven indicators from the preexisting list of 48 found in SB s Performance Monitoring and Evaluation Plan (PMEP), will need to be measured, as will an additional six specific to the recovery districts. A complete list of these 13 indicators can be found in Annex 1 of this document. 2.1 Endline Study Overview The purpose of this survey is to obtain the latest figures for all 13 indicators for each of SB s working VDCs, and to compare these against the baseline survey. Data involving the overall recovery effort, responsiveness of government to citizens needs, and citizen satisfaction with service delivery must also be collected. It is expected that this data will shed light on whether (or not) SB s success can be attributed to the activities, tools, and methodologies used to strengthen governance approaches led to positive development outcomes, and whether these can be prescribed in future recoverylike scenarios. Endrecipients perceptions and those from government officials should also be compiled to get a sense of SB s overall impact in the region. Within the original SB districts, baseline values were already established. An initial followon survey was also completed to assess observable impacts of SB s interventions. For the recovery districts, a baseline survey was conducted to establish preintervention values, and included the following recommended datacollection approaches: Household survey using a questionnaire comprising mostly of closedended questions, but also containing a few openended ones. Focused Group Discussions (FGDs) and Key Informant Interviews (KIIs) utilizing standard interview guides to collect qualitative data. Study Element Household Survey KIIs with VDCs Estimated sample size 9,000 individuals (3,000 HHs) 30 VDC officials (sample of 5 officials per district) Form Used Household questionnaire KII guides survey The consulting firm responsible for administering the endline survey will be provided with the original baseline survey to serve as a reference and to get a sense of what the endline survey will entail. Given that the indicators remain the same, the methods and tools that will be used are identical to that used in SB s most recent perception survey, and used for comparison once the endline survey is completed. Additional questions specific to the 9

11 recovery districts will also be included in the list of tools to collect relevant data. These questions will be worked out during initial meeting between SB s Monitoring and Evaluation (M&E) team and the consulting firm s core team. The consulting firm is responsible for hiring enumerators and supervisors to collect data using HH questionnaires, and checklists for FGDs and KIIs. HH questionnaire data will be collected from a sample of 9,000 HHs drawn from 100 percent of SB s working VDCs, while FGDs and KIIs will be done at sampled VDCs only. MS Access and/or MS Excel/SPSS will be used to do the data analysis. 2.2 Methods and Approaches Both quantitative (HH Questionnaires) and qualitative (FGD and KII) survey tools will be used for data collection. SB s M&E team will serve as the Point of Contact, and will work to orient the consulting firm s core team on SBs recovery activities, the objective of the endline survey, and the selected indicators and PIRS after an agreement is signed. Survey methodologies and tools will also be jointly developed, and a draft of the survey tools will be finalized during a workshop organized and led by SB staff. The survey methodology and tools will be submitted for USAID approval through SB s Chief of Party. Once approval is granted, the survey tools will be translated into Nepali prior to holding an orientation workshop for enumerators. The consulting firm will be responsible for the recruitment of suitable enumerators and supervisors, and SB local NGO partners are available to offer their support with the identification of suitable local enumerators at the district level if needed. SB can also assist in the drafting of request letters to the concerned District Coordination Committee (DDC) to enlist their support. The consulting firm will be responsible for the elaboration of detailed survey methods and suggested sampling size/techniques based on a list of VDCs provided, and include a population by caste/ethnicity breakdown for SB s selected VDCs. The sample size will be calculated to ensure that results are statistically valid at the district level when disaggregated by caste/ethnicity. Refer to Table 1 as an example on the following page. It was decided to exclude control VDCs as a comparison group because there are already many international and national organizations operating in the VDCs with substantially more funding for recovery activities than SB, and because of the National Reconstruction Authority s (NRA) evolving mandate for widespread activities in recovery and reconstruction. Comparing the data from both the baseline and endline surveys will nevertheless provide relevant data for evaluating Pact s over impact. 2.3 Data collection and analysis Data from HH questionnaires will be collected using Androidpowered mobile phones, and a mobile survey data platform service provided by a separate contracted consulting firm. Mobile handsets will be provided by SB. They will also provide training to enumerators and supervisors on data collection and submission protocols. The firm will also be responsible for downloading and cleaning data collected on their website, data transmitted to both the consulting firm team and SB. The HH survey data will be analyzed using SPSS. 2.4 Sample Size for Household Survey 10

12 The sample size has been calculated to ensure that findings are statistically valid when disaggregated by caste/ethnicities and gender. This means that for working districts, a 95% confidence level and 5% confidence interval are maintained (see Table1 for sample size). Table 1 provides the population (N) data and the sampled population (n) data by caste/ethnicities and districts. The total sampled size is 9,114 individuals from 3,038 HHs, and an average per VDC is calculated as 84 individuals from 28 HH three persons (one woman, one man and one youth) from each household. Proportionate sampling will ensure that caste/ethnicity diversity is maintained. Table 1 Population and Sample Size by Caste/Ethnicities and Districts 2.4 Survey Team Composition The survey team leader must possess a strong monitoring and evaluation background, and be able to demonstrate good writing skills. The team itself must also possess experience in four core competencies: Governance; Gender, Equity and Social Inclusion (GESI); Disaster Risk Reduction /Recovery work; and Alternative Dispute Resolution (ADR). The team should also have a statistician/data analyst. To the extent possible, gender and ethnic considerations should be made during team composition. In addition to the technical experts, the consulting firm is responsible for recruiting the required number of enumerators and supervisors for data collection using HH Questionnaires. Qualitative data will be collected by an expert team using FGD and KII checklist. 2.5 Referenced Documents to be Provided to the Survey Team 1. Indicator matrix and PIRS; 2. Survey tools (HH Questionnaires, FGD & KII checklist) used during Baseline and Perception Survey in SB classic districts. 3. List of SB interventions in recover districts; 4. List of SB VDCs by districts; 5. List of LNGOs. 2.7 Illustrative Activities WorkPlan Table2 provides an illustrative activity work plan for the completion of the baseline survey. The date columns have been left blank for completion following consultation with the responsible parties. 11

13 Table2 Illustrative Activities Work Plan Activities/Events # of Days Date 1 Responsible Person(s) ENDLINE SURVEY 1) Reorientation on SB Recovery districts Pact to Consultant Firm 2) Conducting HH Survey Tool/Questionnaires reorientation Consultant Team (Team leader & Statistician) 3) Collecting data using HH Questionnaire Consultant Team, (Enumerators and supervisor) 4) Collecting data using FGD and KII checklist Consultant Team (Team Leader and Experts) 5) Prepare FGDs and KIIs report Consultant Team (Team Leader Expert) 6) Complete data entry work for HH Questionnaires Consultant Team (Data entry persons) 7) Perform data cleaning and analysis for HH questionnaires and generate tables Consultant Team Statistician/Data analysts) 8) Perform data cleaning and analysis generate tables Consultant Team (Statistician/Data analysts) 9) Prepare first draft of endline survey narrative report Consultant Team (Team Leader and Experts) 10) Submission of final endline survey Consultant Team (Team Leader and Experts) Note: The date of the events will be identified after the initial orientation workshop. 2.6 Geographic locations: SB Recovery Districts: Dhading, Gorkha, Lamjung, Dolakha, and Ramechhap 2.7 Technical Assistance Team: The subcontractor is responsible for providing professional/technical services as required by the contract and SOW. 3. Role and Responsibilities A. Sajhedari Bikaas To ensure quality and consistency among capacity development plans, tools, and methodology, SB will monitor and provide regular technical guidance to the consulting team. SB will also coordinate with partners to make sure the required information is provided to the subcontractor in a timely manner, and that partners are available to assist with the survey as required. B. Role of Consulting Firm or Organization The subcontractor shall be responsible for all the activities described under Section 1 or 2 and where applicable. 3.1 Deliverables, milestones and reporting 1. Final survey tools i.e., HH Questionnaires, FGD & KII Guides, forms (electronic copy of both English and Nepali language); 2. Guidelines for HH Questionnaires forms (electronic copy of both English and Nepal 12

14 languages); 3. Final Datasets for HH Questionnaires (in both SPSS and MS Excel) (in MS Access and MS Excel); 4. Draft Report for comment and suggestion with Annexes; 5. Final Report after including comment and suggestion with Annexes; 4. Period of Performance The Subcontract will be effective from December 12, 2017 through February 15,

15 Annex1 Indicators in revised PMEP also relevant for recovery districts therefore need to be measured by survey: 1. A.1.01 Proportion of households that have experienced conflict in the past year that have used peaceful means to solve the conflict; 2. B.2.03 Proportion of Ward Citizen Forum members who indicate that they can provide meaningful input to the village development plans; 3. C.1.01 Proportion of citizens who feel that the administration of funds in the VDC is transparent; 4. C.2.01 Proportion of citizens who indicate that they actively participate in the decisions around VDC community development projects; 5. D.1.01 Percentage change in positive citizen views on VDC service delivery; 6. D.2.03 Percentage change in positive citizen views on the effective implementation of community development projects; 7. E.1.03 F: Percentage of target population that views GBV as less acceptable after participating in or being exposed to USG programming; Indicators not in the revised PMEP, but relevant to recovery districts: 8. % of population who has accessed government services outside of district head quarter in the last six months through integrated mobile service campaign. 9. % of population affected by lost health centers services as a result of disasters or other crises have been restored their services. 10. % of population whose access to water and sanitation services was impacted by the earthquake, and has not been restored? 11. % HHs whose access to irrigation facilities was impacted by the earthquake, and has not been restored. 12. % of HHs whose access (trail/road) was impacted by the earthquake, and has not been restored. 13. Officials perspective on effective implementation of community development projects; of relief and recovery activities. 14