Consultancy for undertaking Joint Program evaluation and context analysis.(Consultant II)

Deepika Sharma

Head of Procurement

In submitting a proposal the Candidate accepts in full and without restriction the special and general conditions including annexes governing this Contract as the sole basis of this procedure, whatever his own conditions of services may be, which the Candidate hereby waives. The Candidates are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this Request for Proposal.

A.1.Scope of services

The Services required by the Contracting Authority are described in the Terms of Reference in Annexes.

The Candidate must offer the totality of the Services described in the Terms of Reference. Candidates offering only part of the required Services will be rejected.

A.2.Cost of proposal

The Candidate shall bear all costs associated with the preparation and submission of his proposal and the Contracting Authority is not responsible or liable for these costs, regardless of the conduct or outcome of the process.

A.3.Eligibility and qualification requirements

Candidates are not eligible to participate in this procedure if they are in one of the situations listed in article 33 of the General Terms and Conditions for Service Contracts – Ver2 2012.

Candidates shall in the Proposal Submission Form attest that they meet the above eligibility criteria. If required by the Contracting Authority, the Candidate whose proposal is accepted shall further provide evidence satisfactory to the Contracting Authority of its eligibility.

Candidates are also requested to certify that they comply with the Code of Conduct attached. 

A.4.Exclusion from award of contracts

Contracts may not be awarded to Candidates who, during this procedure:

(a)   are subject to conflict of interest:

(b)   are guilty of misrepresentation in supplying the information required by the Contracting Authority as a condition of participation in the Contract procedure or fail to supply this information:

A.5.Documents comprising the Request for Proposal

The Candidate shall complete and submit the following documents with his proposal:

1. Proposal Submission Form (Annex 3) duly completed and signed by the Candidate
2. Organization profile highlighting the experience in the specific field of the Services to be performed.

The proposal and all correspondence and documents related to the RFP exchanged by the Organization  and the Contracting Authority must be written in the language of the procedure, which is English.

A.6.Financial proposal

The Financial Proposal shall be presented as an amount in Nepali Rupees NPR/ Bangladeshi Taka BDT any one of the currency in the Proposal Submission Form in Annex 3. The remuneration of the Candidate under the Contract shall be determined as follows:

(Note: VAT and/or any sales tax applicable to the purchase of services shall be indicated separately in the proposal.)

A.7.Validity

Proposals shall remain valid and open for acceptance for 30 days after the closing date.

A.8.Submission of proposals and closing date

Proposals must be received at the address mentioned on the front page by hand, email or fax not later than the closing date and time specified on the front page.

A.9.Evaluation of Proposals

The evaluation method will be the quality and cost based selection. A two-stage procedure shall be utilised in evaluating the Proposals; a technical evaluation and a financial evaluation.

Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights of 80% for the Technical Proposal; and 20% for the offered price. Each proposal’s overall score shall therefore be: St X 80% + Sf X 20%.

Technical evaluation

For the evaluation of the technical proposals, the Contracting Authority shall take the following criteria into consideration, with the indicated weights:

Interviews

The Contracting Authority reserves the right to call to interview the Candidates having submitted proposals determined to be substantially responsive.

Financial evaluation

Each proposal shall be given a financial score. The lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100 points. The formula for determining the financial scores shall be the following:

Sf = 100 x Fm/F, in which

Sf is the financial score

Fm is the lowest price and

F is the price of the proposal under evaluation

Negotiations

The Contracting Authority reserves the right to contact the Candidates having submitted proposals determined to be substantially and technically responsive, in order to propose a negotiation of the terms of such proposals. Negotiations will not entail any substantial deviation to the terms and conditions of the Request for Proposal, but shall have the purpose of obtaining from the candidates better conditions in terms of technical quality, implementation periods, payment conditions, etc.

Negotiations may however have the purpose of reducing the scope of the services or revising other terms of the Contract in order to reduce the proposed remuneration when the proposed remunerations exceed the available budget.

A.12.          Award criteria

The Contracting Authority will award the Contract to the Candidate whose proposal has been determined to be substantially responsive to the documents of the Request for Proposal and which has obtained the highest overall score.

A.13.          Signature and entry into force of the Contract  

Prior to the expiration of the period of the validity of the proposal, the Contracting Authority will inform the successful Organization/Candidate in writing that its proposal has been accepted and inform the unsuccessful Candidates in writing about the result of the evaluation process.

Within 5 days of receipt of the Contract already signed by the Contracting Authority, the successful organization/Candidate must sign and date the Contract and return itto the Contracting Authority.

If the successful Organization/Candidate fails to sign and return the Contract within the days stipulated, the Contracting Authoritymay considerthe acceptance of the proposal to be cancelled without prejudice to the Contracting Authority's right to claim compensation or pursue any other remedy in respect of such failure, and the successful Candidate will have no claim whatsoever on the Contracting Authority.

A.14.          Cancellation for convenience

The Contracting Authority may for its own convenience and without charge or liability cancel the procedure at any stage.

CONTRACT TITLE:

Reference no. 51

Instructions to candidates: At this stage of the Request for Proposals this document is for your information and intended to make you aware of the contractual provisions. The information missing in this document will be filled in when a Consultant has been selected, and the “draft” Contract will then become the “final” Contract” between the Contracting Authority and the successful Consultant.

 DanChurchAid 

of the one part,

and

 <Name and address of candidate>

(“The Consultant”) 

                  of the other part, 

have agreed as stipulated in the attached document:

The Contract is done in English in two originals, one original being for the Contracting Authority and one original being for the Consultant.

Special conditions 

B.1.Scope of services

B.2.Commencement Date

The Contract shall commence after signature of this Contract by both parties.

B.3.Period of implementation

The period of implementation of the service is as mentioned in Annex 1 TOR from the commencement date.

B.4.Delivery of Services

The Consultant agrees to deliver Services to the Contracting Authority pursuant to the Contract, which shall conform with the Terms of References, Annex 1 

B.5.Remuneration

Global Price: In consideration for his/her services, the Consultant shall receive a global remuneration of amount in Nepali Rupees NPR/ Bangladeshi Taka BDT any one of the currency.  This global remuneration covers the Consultant’s fee rate, including overhead, profit, all his/her obligations, leave, sick leave, overtime and holiday pay, taxes, social charges, etc. and all expenses (such as transport, accommodation, food, office expenses, etc) to be incurred for the performance of the Contract. The global remuneration covers all obligations of the Consultant under the Contract (without depending on actual time spent on the assignment) and all matters and things necessary for the proper execution and completion of the services and the remedying of any deficiencies therein

Based on above definition of Global price please give global price by activity for following activities: 

(Note: VAT and/or any sales tax applicable to the purchase of services shall be indicated separately in the invoice.)

B.6.Reporting

The Consultant shall submit reports as specified in the Terms of Reference, Annex 1. The Consultant shall keep the Contracting Authority updated on contract progress on a regular basis 

B.7.Payment

Payments shall be made in amount in Nepali Rupees NPR/ Bangladeshi Taka BDT any one of the currency as applicable by bank transfer to the following account:

Account Number:                                 

Name of Bank:                         

Address of Bank:                                                         

Account name:                         

Swift Code 

Payment will be made by the Contracting Authority upon completion of the assignment and delivery of a satisfactory report to DCA South Asia RO

B.8.Tax and social contributions

The Contracting Authority shall have no obligation or responsibility in connection with taxes or levies payable by the Consultant IIn its country of establishment or in the beneficiary country in connection with its performance of this Contract.

B.9.Order of precedence of contract documents

The Contract is made up of the following documents, in order of precedence:

1. This Contract
2. Terms of Reference (Annex 1)
3. CV. of Consultant and/or key expert(s)
4. Proposal Submission Form (Annex 3)
5. General Terms and Conditions for Service Contracts Ver2 2012 (Annex 4)
6. Code of Conduct (Annex 5)

The various documents making up the Contract shall be deemed to be mutually explanatory; in cases of ambiguity or divergence, they should be read in the order in which they appear above 

B.10.              Language

The language of this Contract of all written communications between the Consultant and the Contracting Authority shall be English. 

B.11.              Entry into force and duration

The Contract shall enter into force and effect after signature by both parties of this contract. The Contract shall remain into force and effect until the end of the liability period as defined in the General Terms and Conditions for Service Contracts Ver2 2012 

B.12.              Notices

Any written communication relating to this contract between the Contracting Authority and the Consultant must state the Contract title and Contract number, and must be sent by post, fax, e-mail or by hand to the addresses identified in this Contract.

Terms of Reference (TOR)

for Individual Contract – Consultant II

(Food security/ livelihood/ DRR/ humanitarian support) 

Joint Programme Evaluation and Context Analysis (JPE&CA)

DCA SARO

Lalitpur, NEPAL

(a)  Objectives:  To lead the joint/ combined programme evaluation and context analysis of the DCA SARO programmes in Nepal and Bangladesh in relation to food security, livelihoods, DRR and Humanitarian support , with a specific focus on their contributions to the reduction of inequalities and poverty for women and men, and to provide a context analysis of the draft concept note for the new country programme in line with the findings from this evaluation focused to food security, resilient livelihood, disaster risk reduction and humanitarian support.

(b)  Background:In line with the commitments given to the donors and government of Nepal and Bangladesh in the approved programme documents, the independent evaluation of the DCA supported programmes  on food security, resilient livelihood, disaster risk reduction and humanitarian supportwill assess the level of progress being made towards the achievement of the programme  impact, outcomes and outputs. In addition to the formal requirements, it is best practice that a thorough review is undertaken to identify lessons learnt,  areas to continue, improve and design new similar projects.

The evaluation will focus on the relevance, effectiveness, efficiency, results and sustainability of programme  implementation; lessons learned about project design, implementation and management. 

(c)  Scope of work and expected outputs / deliverables:

Specific Functions

o   Lead the development and finalization of the evaluation methodology specific to food security, resilient livelihood, disaster risk reduction, and humanitarian support;

o   Support Team Leader to develop and finalize the evaluation and context analysis inception report in relation to food security, resilient livelihood, disaster risk reduction, and humanitarian support;

o   Assist Team Leader to develop the draft evaluation and context analysis report;

o   Support Team Leader to finalize the evaluation report;

o   Assist Team Leader to present the initial findings and de-brief;

o   Support Team Leader in planning, execution and reporting, Inception workshop, kick-off and feedback meeting, debriefings related to this evaluation;

o   Ensure fully compliance with the evaluation TOR;

o   Utilize best practice evaluation methodologies in conducting the evaluation and finalizing context analysis;

o   Preparing the management response template in terms of findings and recommendations related to food security, resilient livelihood, disaster risk reduction, and humanitarian support.

The Consultant - II (Food Security/ Livelihood/ DRR/ Humanitarian support) will be responsible for delivering:

• Inception report — Support the Team Leader to draft the inception report with detail the evaluators’ understanding of what is being assessed and why, showing how the evaluation objectives will be met by way of: appraisal methods and techniques; sources of data (and an assessment their quality); and data collection procedures. The inception report will include a proposed schedule of tasks, activities and deliverables, designating a team member with the lead responsibility for each task or product.

• Draft Evaluation report and context analysis — the draft evaluation report will be reviewed by DCA programme team based at Nepal, Bangladesh and DCA headquarters to ensure that the evaluation meets the required quality (as outline in the Evaluation Terms of Reference)

• Final Evaluation report - a comprehensive analytical report in English. The length of the report shall not exceed 10 pages in total (not including annexes).

• Presentation of initial findings and de-brief – Support Team Leader to present initial findings at a debriefing at the conclusion of the evaluation mission to relevant officials of the DCA, partner organizations and donor representatives.

(d)  Supervision and Performance: The Consultant will be supervised by the Team Leader of the Joint/ Combined Programme Evaluation and Context Analysis of DCA SARO Regional Projects/ Programme.

(e)  Timeframe and deadlines:  The duration of the assignment is 30 days of which about 14 days at field (Nepal and Bangladesh).

(f)   Reports:  Team Leader, Joint/ Combined Programme Evaluation,DCA Regional Programs/ Projectsis responsible for receiving reports.

I. Academic Qualifications:

·         A minimum postgraduate degree with a focus on agricultural science/ economics, rural development, disaster risk reduction, development studies or other relevant discipline.

II. Years of experience:

·         Minimum of 10 years of relevant professional experience, especially in developing countries (experience in India, Bangladesh and Nepal would be an added advantage);

III. Competencies:

·         Sound knowledge and experience in evaluation of comprehensive development programmes and projects;

·         Thorough understanding of key elements of results-based programme management;

·         Thorough understanding of Rights Based Approach (RBA));

·         Strong capacity for data collection and analysis, as well as report writing;

·         Demonstrated final evaluation team management skills;

·         Experience or knowledge of food security, resilient livelihoods, disaster risk reduction and humanitarian supportin Nepal, Bangladesh and in South Asia;

·         Sound knowledge and understanding of gender sensitivity, social inclusion and migration;

·         Ability to assess the effectiveness and sustainability of programme structure and implementation modalities;

·         Strong task management and team leading competencies;

·         Fluency in English, in speaking and writing.

1. Proposal: 

2. Financial proposal (including professional daily fee in USD), travel cost and DSA will be paid by DCA as per its policy for the actual field visit

3. Updated CV   including past experience in similar projects and at least 3 references

·         Lump sum contracts

The financial proposal shall specify a daily professional fee in USD, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. how payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist DCA in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum professional fee (travel, and per diems will be paid by DCA based on its policy for the actual days).  

·         Contracts based on Daily fee

The financial proposal will specify the daily professional fee and payments are made to the Individual Consultant based on the number of days worked.

5. Travel;

All envisaged costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  In general, DCA should not accept travel costs exceeding those of an economy class ticket. Should the consultant wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the DCA Consultant, prior to travel and will be reimbursed.

6. Evaluation

Individual consultants will be evaluated based on the following methodologies:

1. Lowest price and technically compliant offer

When using this method, the award of a contract should be made to the individual consultant whose offer has been evaluated and determined as both:

a) Responsive/compliant/acceptable, and

b) Offering the lowest price/cost

“responsive/compliant/acceptable” can be defined as fully meeting the TOR provided.

2. Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; [To be determined]

* Financial Criteria weight; [To be determined]

Only candidates obtaining a minimum of 70% marks in the Technical Review would be considered for the Financial Review

Annex 3: proposal submission form

My financial proposal for my services is as follows:

Global price

Include details of the experience and past performance on contracts of a similar nature within the past five years and information on other contracts in hand and/or future commitments including details of the actual and effective participation in each of such contracts, description of the Candidate’s assignments and periods of engagement. Additional documents can be attached to the above form.

The proposal is valid for a period of <number>days after the closing date in accordance with the article A.9. Validity                                                         

After having read your Request for Proposal no. <number> for <contract title> dated <date>, and after having examined the Request for Proposal, I/we hereby offer to execute and complete the services in conformity with all conditions in the Request for Proposal for the sum indicated in our financial proposal.

Further, I/we hereby:

• accept, without restrictions, all the provisions in the Request for Proposal including the General Terms and Conditions for Service Contracts Ver2 2012, and the draft Service Contract including all annexes.

• provided that a contract is issued by the Contracting Authority I/we hereby commit to perform all services described in the Terms of Reference, Annex

• certify and attest compliance with eligibility criteria of article 33 of the General Terms and Conditions for Service Ver2 2012.

• certify and attest compliance with the Code of Conduct for Contractors in Annex 5 

The above declarations will become an integrated part of the Contract and misrepresentation will be regarded as grounds for termination.

Signed by: