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SADES-K RFP

Safeguarding Democratic Space in Kenya (SADES-K) Program

Request for Proposals (RFP) - No. (RFP-SADES-K 001)

 

  • RFP Title: Dialogue Monitoring Activity
  • RFP #: RFP-SADES-K 001
  • Issued On: January 15, 2019
  • Closing Date: February 6, 2019 at 5 PM (Kenyan time)

 

1. INTRODUCTION AND BACKGROUND

FHI 360 is currently implementing a new 3-year USAID-funded project, Safeguarding Democratic Space in Kenya (SADES-K). The overall goal of the program is to enhance Kenya’s ability to hold a national conversation on governance reforms and national cohesion, and to safeguard democratic gains.  FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions.

SADES-K program serves as a bridge between the USAID funded expiring democracy programs, and is building on the gains of the ongoing programs. It provides support to locally-led initiatives within the framework of the national conversation on reforms and national healing process through technical assistance and grants. SADES-K is being implemented through four complementary Result Areas: 

  • Result Area 1: Kenya’s Governance Architecture Revisited and Strengthened 
  • Result Area 2:  Social and Ethnic Cohesion Strengthened 
  • Result Area 3:  Civic and Democratic Space Protected 
  • Result Area 4: National Conversation and Implementation of Outcome Monitored for Accountability, Learning and Scale-up 

One of the key activities of the SADES-K program is to monitor national conversations on governance reforms, national cohesion, media freedom and civic space, and to regularly conduct policy-oriented research to show progress in the implementation of the Building Bridges to National Unity initiative (BBUI).  The findings will be invaluable in informing decisions of the BBUI team and other intervening actions within given timelines.

2. PURPOSE

The purpose of this call for proposals is to identify a contractor who will undertake the following two activities:

1. Monitoring of Kenya’s national conversation process: The contractor will be responsible for tracking the national conversation process and monitoring reforms related to governance, social and ethnic cohesion, media freedom and protecting civic space. The contractor will provide plain-language information such as briefs, advisories and status reports.  The organization will be required to provide analysis and interpretation of the data and identify possible trends/patterns that can inform the BBUI process and SADES-K.

2. Public Opinion Surveys -: The contractor will conduct minimum of two public opinion research in Kenya per year for adults aged 18 years or older to assess public perceptions on key governance themes. Some of the topics to be addressed in the polling will include:

  • Public Perception on the implementation of the PBO Act 
  • Civic perception for the on-going national dialogue and governance reforms processes
  • Knowledge of civic and democratic space
  • Perceptions on social and ethnic cohesion

The proposed activity will run initially for one year with the possibility of one additional year based on performance and availability of funding. Interested bidders are expected to quote based on a on a two-year program.

3. SCOPE OF WORK AND DELIVERABLES

National Dialogue Monitoring

Specific tasks include:

  1. Conduct an initial baseline and mapping of stakeholders involved in the national dialogue process.
  2. Develop a methodology for monitoring and evaluating the national dialogue on governance reforms, national cohesion, as well as progress toward media freedom and protecting civic space;
  3. Conduct continuous monitoring of governance reforms and initiatives that support media freedom and civic space to promote better democratic governance, inclusivity and national cohesion;
  4. Develop indicators for monitoring and evaluating progress toward national dialogue and other aspects of governance reforms;
  5. Provide raw data and objective analysis based on the monitoring process and public opinion polling;
  6. Provide information and analyses on emerging issues or challenges that impact the implementation of national dialogue and governance reforms agenda;
  7. Develop a report format and provide subsequent analysis in clear and concise reports which can be used to inform the public and policymakers on strategic decisions and interventions to address challenges, gaps or constraints in the implementation of the national dialogue process and other areas of governance reform.
  8. Provide a framework for dissemination of the findings and feedback mechanisms 

Expected deliverables:

Upon award of a subcontract, the contractor will complete the table below regarding deliverables and deadlines. All deliverables must be submitted to and approved by FHI 360 before payment will be processed.

No. Activity Description Due Date
1 Stakeholder influence mapping Conduct a baseline mapping of all relevant stakeholders involved in the national dialogue process and submit a report. 2 weeks after signing the award
2

Monitoring methodology

Develop a monitoring and evaluation methodology with clear indicators for monitoring the governance reform and national dialogue processes. 3 weeks after signing of the award
3 Indicators for the monitoring process Indicator tracker including how to measure and report on the reforms. 4 weeks after signing of the award
4

Conduct continuous monitoring

Provide political risk analysis; monitoring of governance reform processes; generate monthly updates, including analysis of qualitative and quantitative data based on public opinion polling and other research.

Monthly

5 Provide recommendations and strategic guidance Produce quarterly reports which include analysis of data related to emerging issues or challenges; provide recommendations on interventions to address the challenges, gaps or constraints that impact national dialogue and governance reform, media freedom and civic space processes; provide all cleaned data sets in easy-to-use format.

Quarterly

Public Opinion Polling

Description of services:

  1. Deliver national public opinion survey, including a sample size agreed upon with FHI 360.
  2. Design survey tools pre-test and produce translated tools in English and Kiswahili.
  3. Select a sampling approach for the survey, construct sample and identify method for selecting respondents. The approach should include some combination of baseline, mid-term and endline surveys over the course of the project.
  4. Describe means to examine the representativeness of the achieved sample, screen and hire field staff and conduct their training.
  5. Manage all aspects of fieldwork.
  6. Articulate approach for data management and quality control, including but not limited to, the coding scheme; and provide clean data sets
  7. Prepare electronic data file, marginal results, tabulations, and a methodological report.
  8. Provide written analysis of data in a narrative report and PowerPoint Presentation with data displayed graphically.
  9. Provide a dissemination strategy and a proposal on feedback mechanism

*All the above activities will be undertaken with close consultation with FHI 360

Expected Deliverables

The subcontractor should provide the deliverables described below in undertaking a national public opinion poll:

Activity Deliverable Due Date
Design of survey tools All survey tools pre-tested and translated in English and Kiswahili. Three weeks after kick-off meeting
Sampling process Sampling report should include: the approach for the survey and how to construct sample; method for selecting respondents; means used to examine the representativeness of the achieved sample; process of screening, hiring and training research staff. Five weeks after kick-off meeting
Conduct national public opinion polls Conduct national baseline poll followed by interim spot polls and a final endline survey. Baseline conducted eight weeks after kick-off meeting; interim and endline polls TBD
Data analysis and report writing Provide written analysis of data in a narrative report and PowerPoint Presentation with data displayed graphically. Analysis report and clean data sets submitted three weeks after the conclusion of the endline poll.

RFP Criteria

Source Selection Basis:  Best Value with Point Score

Subaward will be made to the Offeror whose final proposal represents the best value using a combination of technical and cost factors. For this subcontract, technical merit is more important, and comprises a greater weight (85%) than cost factors, (15%). Proposals will first be evaluated from a technical standpoint. Proposals that are technically acceptable shall then be evaluated in terms of cost reasonableness. The Award will be issued to the responsible and reasonable offeror who provides the best value to FHI 360 and its client using a combination of technical and cost/price factors using trade-off method.

An award will be made based on the technical evaluation criteria, as well as a cost reasonableness and realism assessment. The award would be made to the Offeror whose proposal provides the best value. FHI 360 may award to a higher price Offeror if a determination is made that the higher technical evaluation of the Offeror merits the additional cost/price.

Each proposal will be evaluated and scored against the evaluation criteria and evaluation sub-criteria, which are stated in the table below.

Criteria Description Score

Technical approach - Appropriateness of the proposed methodology, innovativeness, and ability to produce the intended outcomes for the SADES-K project. The strategy and feedback mechanism that the Organization proposes.

50
Personnel - FHI 360 will evaluate the CV(s) to determine the key personnel’s knowledge, skills and abilities. 7.5
Institutional Capacity - The organization must present evidence that it possesses the technical, managerial, and financial capacity to accomplish the proposed task. 7.5
Experience in undertaking similar tasks – past capability in delivering similar tasks must be described. 20
Total Technical Score 85
Budget:  information on cost-effectiveness, reasonableness and a clear budget narrative must be provided 15
Total Score 100

4. CONTRACT MECHANISM AND TERMS OF PAYMENT

FHI 360 anticipates issuing a Firm fixed price subcontract OR fixed price purchase order to an offeror. FHI 360 will issue fixed payment(s) based on submission and FHI 360 acceptance of deliverables or measurable performance milestones.  Once an award is issued, it will include a fixed price payment schedule with deliverables/milestones specified in the Scope of Work. 

5. ANTICIPATED CEILING

FHI 360 has estimated the total amount for this solicitation to be approximately Kes 15,000,000 per year with option two renewable based on performance and availability of funding.

6. PROPOSAL SUBMISSION REQUIREMENTS

Offerors should read the following proposal instructions carefully.  All interested offerors must provide the following:

1. Technical Approach – not to exceed 15 pages, the New Times Romans, Font size 12 with 1.5 line spacing, indicating the following:

  • Description of methodologies, sample design, time line of activities, and reporting plan you are recommending achieving the described scope of work.
  • Describe the monitoring and evaluation approach to ensure performance and performance remedy protocols. 
  • If the offeror has a website or can post examples of their work, please indicate the website. Do not send any materials with the proposal. They will be returned unopened.
  • Include any objections to the terms and conditions and/or how they affect the technical approach

2. Organizational Capabilities –

  • Brief, general overview of organization.
  • Description of any partner organization or subcontractor that you might contract with to do a portion of the scope of work, and a description of the division of level of effort and responsibility between your organization and the partner or subcontractor.
  • References: Please include three client references and contact information. References should have worked with your agency within the past two years and specific to countries or regions (and if possible, subject matter) applicable to this RFP.

3. Staffing - identify no more than 4 key personnel and the percentage of the time they will spend on this activity. Include no more than a half-page biosketch of each key personnel. Provide brief descriptions of their capabilities and experience for conducting similar scopes of work as described above.

4. Past Performance – Provide 3-5 recent past performance examples of work performed that is like the work proposed in this RFP. Use the table below and Include the list of projects that best illustrate your relevant experience.

# Project Title Description of Activities Client Name & Contact and Funding Agency Location Total Award Amount Type of Agreement
1            
2            
3            

5. Price/Cost Proposal - Offerors will submit fixed price proposal should only include a fixed price for each deliverable as described in the scope of work.  The price should be submitted in Kenya shillings.  All the proposals should be submitted electronically, please send the technical and price proposal in separate emails, clearly labeled “technical proposal” and “price proposal”.

Certifications– Please read and sign the required Certifications attached in Appendix B. This can be found in section 8. RFP ATTACHMENTS below.

6. Other Matters

  1. Please note that FHI 360 cannot honor exchange rates included in a budget and payments will be made according to the exchange rate at the time of payment.
  2. Please indicate the inclusion/exclusion of any applicable VAT. FHI 360 is generally exempt from VAT payments and thus will not reimburse for VAT.

6. CRITERIA FOR EVALUATION

Proposals will be evaluated and ranked by a committee according to the conditions described in the RFP criteria above.

7. RFP RESPONSE INFORMATION

All responses to this RFP must be received no later than 6 February 2019 at 5pm. Proposals should be submitted in the following format(s):

1. Electronic email copy must be submitted to FHI 360, email address: kenya.sadesproject@fhi360.org in PDF format.

2. All inquiries and requests for information affecting this RFP must be submitted by e-mail to kenya.sadesproject@fhi360.org, reference RFP#: SADES-K 001 no later than 23 January 2019 at 5 pm Kenyan Time. Inquiries and answers to inquiries will be shared with all offerors.

FHI 360 will not compensate offerors for its preparation of its response to this RFP

8. RFP TERMS AND CONDITIONS

Offerors are responsible for review of the terms and conditions described below. If relevant, particular attention should be paid to clauses regarding USAID geographic code, marking and branding requirements and equipment and commodity purchases.

 

WITHDRAWALS OF PROPOSALS

Offerors may withdraw proposals by written notice via email received at any time before award. Proposals may be withdrawn in person by an offeror or his/her authorized representative, if the representative’s identity is made known and the representative signs a receipt for the proposal before award.

 

RIGHT TO SELECT/REJECT

FHI 360 reserves the right to select and negotiate with those firms it determines, in its sole

discretion, to be qualified for competitive proposals and to terminate negotiations without

incurring any liability.  FHI 360 also reserves the right to reject any or all proposals received

without explanation.

 

RFP NOT AN OFFER

This RFP represents only a definition of requirements. It is merely an invitation for submission of proposals and does not legally obligate FHI 360 to accept any of the submitted proposals in whole or in part, nor is FHI 360 obligated to select the lowest priced proposal.

FHI 360 has no contractual obligations with any firms based upon issuance of this RFP. It is not an offer to contract. Only the execution of a written contract shall obligate FHI 360 in accordance with the terms and conditions contained in such contract.

DISCUSSIONS AND AWARD

FHI 360 reserves the right to seek clarifications, enter into discussions or negotiations, or to make award on initial submissions without discussions or negotiations of any kind. FHI 360 reserves the right to exclude from further consideration any proposal at any time, including after discussions or negotiations have been entered into.

PROPOSAL VALIDITY DATE

All information submitted in connection with this RFP will be valid for three (3) months from the RFP due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFP and negotiation process is contractually binding.

OFFER VERIFICATION

FHI 360 may contact offerors to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.

FALSE STATEMENTS IN OFFER

Offerors must provide full, accurate and complete information as required by this solicitation and its attachments. At any time that FHI 360 determines that an offeror has provide false statements in the proposal, FHI 360 may reject the proposal without further consideration.

CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

(a) The offeror certifies that--

    (1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered;

    (2) The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and

    (3) No attempt has been made or will be made by the offeror to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment.

(b) Each signature on the offer is considered to be a certification by the signatory that the signatory--

    (1) Is the person in the offeror's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or

    (2)       (i) Has been authorized, in writing, to act as agent for the principals of the offeror in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above;

               (ii) As an authorized agent, does certify that the principals of the offeror have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through

(a)(3) above; and

               (iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above.

(c) Offeror understands and agrees that --                                        

    (1) violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and

    (2) discovery of any violation after award to the offeror will result in the termination of the award for default. 

RESERVED RIGHTS

All RFP responses become the property of FHI 360 and FHI 360 reserves the right in its sole

discretion to:

  • To disqualify any offer based on offeror failure to follow solicitation instructions;
  • FHI 360 reserves the right to waive any deviations by offerors from the requirements of this solicitation that in FHI 360's opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
  • Extend the time for submission of all RFP responses after notification to all offerors;
  • Terminate or modify the RFP process at any time and re-issue the RFP to whomever FHI 360 deems appropriate;
  • FHI 360 reserves the right to issue an award based on the initial evaluation of offers without discussion;
  • Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.
     

GOVERNING LAW AND LANGUAGE

This solicitation and any resulting contract shall be interpreted in accordance with the laws of the U.S. Government except in cases where they contradict Kenyan law. The English language version of this solicitation and any resulting contract shall govern, and all notices pursuant to the provisions of this solicitation and any resulting contract shall be in English.

SOLICITATION SCHEDULE

  • Issuance of RFP                                              15 January,  2019
  • Final Date for Questions                                 23 January,  2019
  • Answers to Questions Released                      25 January, 2019
  • Proposals Due                                                 6 February , 2019

8. RFP ATTACHMENTS

SADES K RFP

Appendix B: Certifications - must be completed and signed by each bidder and returned as part of the proposal submission package

Appendix C: Terms and Conditions of the Subcontract

Last Modified: 01/15/2019