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Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition Survey
Contract Ref: WS-MAF-252266-NCS-RFQ
Dear Bidder,
1.The Ministry of Agriculture and Fisheries hereby invites you to submit a quotation for the following services:
- Developing a survey question, methodology, and implementation plan to collect a range of required consumption and nutrition indications (See Annex 1) based on a stratified sample of no less than 1,400 households
- Develop a sampling frame to be adopted for the survey and enumerate selected households
- Pretesting and refining the survey questionnaire, methodology and implementation plan with relevant stakeholders within MAF as well as selected households.
- Implementing the survey fieldwork, obtaining all relevant data on consumption and nutrtion from selected households based on a fortnightly diary.
- Collecting, clearning and organizing data collected and loading these into electronic database in a format mutually agreed with MAF
- Analying data collected and produce a survey report that represents results using graphs and tables
- Organising and conducting a stakeholder workshop to verify survey results and finalise the survey report
2.To assist you in the preparation of your price quotation we enclose the necessary Terms of Reference (TOR) Activity schedule (AS) and Form of Contract.
3. You may submit the sigh Form of Quotation (including the priced AS) by hand delivery or electronically at the following address:
Attn: Faapusa Semisi Tovio , Ministry of Agriculture and Fisheries Level 4, TATTE Building SOGI
4. You must have experience as a firm in collecting baseline information’s, of at least one contract of the nature and complexity equivalent to the Services included in this RFQ over the last three years, and provide evidence of financial resources to successfully complete the Services of this contract.
5. Each bidder shall submit only ONE quotation. All quotations submitted in violation of this rule shall be rejected.
6. In evaluating the quotations, the Employer will determine for each quotation the evaluated price by adjusting the price quotation by making any correction for any arithmetical errors as follows:
(b) For Quotations with AS: where there is a discrepancy in the total and the sum of the line item amounts, the total shall be corrected.
(c) if a Bidder refuses to accept the correction, his quotation will be rejected.
7. Your quotation shall be valid for a period of forty five (45) days from the deadline for receipt of quotation(s).
8. For Quotations with AS: Your quotation in ENGLISH language shall be for the whole Services and based on a fixed lumpsum for the entire Services. Currency of quoted prices and payment shall be in SAMOAN TALA. The quotation shall include all duties, local taxes and other levies payable by the contractor in accordance with the local laws. The Technical Proposal of the Bidder will be evaluated as follows:
| Sl. No. | Criteria | Points |
| 1 | Firm Experience to the relevant Assignment | 40 |
| 2 | Program Manager | 20 |
| 3 | M&E/Project Logistics Officer | 15 |
| 4 | M&E/Survey/Engagement etc. specialist | 15 |
| 5 | Enumerators | 10 |
| Total | 100 | |
| Technical Qualification Pass Mark is 70 points (All items need to score at least 50% individually). Any contractor that does not attain 70 points will be treated as non-responsive. The above criteria are clarified in the Annex 1 (TOR). |
9. The Employer will award the contract to the Bidder whose quotation has been determined to be substantially responsive to this RFQ, has offered the lowest evaluated price quotation and is qualified to do the services.
10. The terms and conditions of contract are attached to this RFQ.
11. Your quotation should be submitted by 18th March, 2022 @ 5:00pm
12. Further information can be obtained from:
Ministry of Agriculture and Fisheries
Level 4, TATTE Building, SOGI.
Faapusa Semisi Tovio, Principal Procurement Officer
Email : faapusa.tovio@maf.gov.ws
Telephone : 22561 ext 230
13. Please confirm by e-mail to the contact provided in paragraph 12 above, the receipt of this RFQ and whether or not you will submit the price quotation(s).
Sincerely,
Tilafono David Hunter, CHIEF EXECUTIVE OFFICER
NOTIFICATION OF AWARD
[use letterhead paper of the Employer]
[date]
To: [name and address of the Winning Bidder]
Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition Survey
Contract Ref: WS-MAF-252266-NCS-RFQ
Notification of Award
This is to notify you that your Quotation dated ……. [insert date] ……. for execution of the . . . . . . [insert name of the contract and identification number] . . . . . . is hereby accepted for the Contract Amount of . . . . . . [insert amount in numbers and words and name of currency], as corrected and modified in accordance with the Request for Quotation (RFQ).
You are requested to counter-sign the attached Contract Agreement, and return it to the Employer at the following address:
Ministry of Agriculture and Fisheries
Level 4, TATTE Building,
SOGI.
before ……………. (date)…………
Authorized Signature:
Name and Title of Signatory:
Name of Employer:
Attachment: Contract Agreement signed by the Employer, with accepted priced AS, and Terms of Reference
FORM OF CONTRACT: RFQ FOR Non-Consulting Services
Name of Country: INDEPENDENT STATE OF SAMOA
Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition Survey
Contract Ref: WS-MAF-252266-NCS-RFQ
This Contract is made this _______________ day of (insert month in words) ____________(insert year) ____between (insert the legal name of the Employer)_______________________________________on the one part (hereinafter called “the Employer”) and _( insert the legal name of the bidder)__________ (hereinafter called “the Service Provider”) on the other part.
Whereas the Employer has called for quotations for Consumption and Nutrition Survey – WS-MAF-252266-NCS-RFQ (“the Services”) and the Firm has submitted a quotation for the Services and the Employer has accepted the Firm’s Quotation dated (Day/Month/ Year _____) for the execution and completion of the Services and the remedying of any defects therein.
Now this Contract witnesses as follows:
- The Firm hereby covenants to execute the Services fully detailed in the Terms of Reference and Activity Schedule (AS) included in the Firm’s Quotation (Annex 1) which constitute an integral part of this Contract in a professional and workmanship like manner in accordance with the following Conditions of Contract:
- Remedy all defects within 7 working days of notification by the Consultant in charge ________ (name), during the period of execution of the contract and thereafter for defects notified within the defect liability period.
- The Employer reserves the right to terminate the contract due to unsatisfactory performance 10 days after giving a written notice.
- All material and construction equipment on site, temporary works, and the Works shall be deemed to be the property of the Employer if the contract is terminated due to default by the Firm.
- The Firm shall submit to the ACEO-ASCD in charge, a program within 7 days after signing the contract describing general methods and schedule to complete the NCS.
- The Contract completion period shall be 14 days after signing of the Contract.
- For AS based contracts: The Contract Price is fixed and no additional payments or deductions will be made for variations in quantities. New items of work performed under variation due to change of design as ordered by the Consultant in charge will be paid at mutually agreed prices and, in case of any disagreement between the Contractor and the Consultant in charge, the latter will fix the prices that will be binding on the Firm.
- The Law governing the contract shall be the applicable laws of Independent State of Samoa
- The Firm shall be responsible for the safety of all the activities on the Site.
- During execution of the Service the ACEO-ASCD in charge will carry out inspection of the Service at site to verify that the Service are executed by the Consultant in accordance with the specifications and required quality as per specifications. The ACEO-ASCD in charge will reject works not performed to the required specifications and the Service Provider shall take immediate actions to rectify all defects in accordance with subparagraph (a) above.
- Either party may terminate the Contract by giving a 14 days’ notice to the other for unforeseen events such as wars and acts of God such as earthquake, floods, fires etc. In such case the payments will be made for the completed works to the date of termination of contract.
- The Service Provider is responsible for all taxes, duties, levies, customs duties, etc. in accordance with the laws of INDEPENDENT STATE OF SAMOA which are already included in the unit rates or prices in the AS, except VAT.
- Any disputes between the Employer and the Contractor arising under or in connection with the Contract shall be resolved amicably. In the event the dispute remains unresolved, either party may refer the dispute to arbitration in accordance with SAMOA Law No: ________ or jurisdiction at the Courts.
- In consideration thereof the Employer covenants to pay the Service Provider the Contract Price of ____________________ (in words and figures) in the following manner and instalments:
(A) An advance payment of 15 percent of the Contract Price will be paid upon the submission of an Advance Payment Bank Guarantee in the same amount and currency. As an alternative to the Bank Guarantee the payment of 15 percent of the Contract Price will be paid upon the Contractor bringing to the work site the following items and the ACEO-ASCD in charge certifying it:
1/ at least one half of all main technical characteristics of the proposed items of goods to be incorporated in the Services or all main technical characteristics to be consumed within three months whichever is less, and 2/ all equipment required for the setup.
(B) Subsequent payments will be made for each activity completed based on the quoted price for the respective activity. For each payment, 20% of the value of payment will be deducted for repayment of any advance payment until the total of advance payment is paid off, and 10% of the value will be retained as retention money until the total of retention money reaches 5% of the accepted contract price. Each interim payment will be due for payment within 21 days of submission of invoice and supporting documents for the completed quantities.
(C) One-half of the 5% retention money will be paid to the Service Provider on certification by the ACEO-ASCD in charge of substantial completion of the Works, and the balance half of the retention money will be paid at the end of the defects liability period. The Advance Payment Bank Guarantee shall be released when the advance payment is paid back in total.
3. Inspections and Audits
3.1 The Firm shall carry out all instructions of the ACEO-ASCD in charge which comply with the applicable laws where the Site is located.
3.2 The Service Provider shall permit, and shall cause its Sub-Contractors to permit, the World Bank (“the Bank”) and/or persons or auditors appointed by the Bank to inspect and/or audit its accounts and records and other documents relating to the submission of the Quotation to carry out the Services and performance of the Contract. Any failure to comply with this obligation may constitute a prohibited practice subject to contract termination and/or the imposition of sanctions by the Bank (including without limitations determination of ineligibility) in accordance with prevailing Bank’s sanctions procedures.
- Termination.
The Employer may terminate this Contract with at least ten (10) working days prior written notice to the Service Provider after the occurrence of any of the events specified in paragraphs (a) through (d) of this Clause:
- If the Service Provider does not remedy a failure in the performance of its obligations under the Contract within seven (7) working days after being notified, or within any further period as the ACEO-ASCD
- in charge may have subsequently approved in writing;
(b) If the Firm becomes insolvent or bankrupt;
(c) If the Firm, in the judgment of the Employer or the Bank, has engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices (as defined in the prevailing Bank’s sanctions procedures) in competing for or in performing the Contract.
(d) If the Employer, in its sole discretion and for any reason whatsoever, decides to terminate this Contract.
- Fraud and Corruption
If the Employer determines that the Contractor and/or any of its personnel, or its agents, or its Subcontractors, consultants, service providers, suppliers and/or their employees has engaged in corrupt, fraudulent, collusive, coercive or obstructive practices (as defined in the prevailing Bank’s sanctions procedures), in competing for or in executing the Contract, then the Employer may, after giving 14 days’ notice to the Contractor, terminate the Contractor’s employment under the Contract and cancel the contract, and the provisions of Clause 4 shall apply as if such expulsion had been made under Sub-Clause 4(a).
In witness whereof the parties thereto have caused this Contract to be executed the day and year first before written.
| ________________________ Signature (on behalf of the Employer) In the presence of: _______________________ (Signature of Witness) Name and designation of Witness: | Name of the Service Provider; ___________________________ ___________________________ Signature on behalf of Service Provider In the presence of: _____________________ (Signature of Witness) Name and Address of Witness: |
ANNEX 1: Terms of Reference
Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition Survey
Contract Ref: WS-MAF-252266-NCS-RFQ
Background
The Ministry of Agriculture and Fisheries (MAF) requires support to develop and undertake a consumption and nutrition (Minimum Dietary Diversity for Women, MDD-W) survey as part of monitoring and evaluation of the Samoa Agriculture and Fisheries Production and Marketing (SAFPROM) project.
SAFPROM is a sector-wide project supported by the World Bank and the International Fund for Agriculture Development (IFAD). SAFPROM’s main objective is to increase production in fisheries, crops and livestock sectors, and improve access to markets. One of the project’s specific aims is to increase import substitution and the supply and consumption of domestically produced food.
To support SAFPROM, MAF is seeking support to collect longitudinal baseline data on a range of consumption and nutrition indicators (Baseline Survey). Specifically, MAF is seeking the services of a firm to design, deliver, and analyze a survey to a sample of 1,400 households for this particular survey.
These services will enable MAF and the government of Samoa to identify various gaps relating to domestic nutrition and consumption. One of the specific focus is measuring nutrition level based on the Minimum Dietary Diversity for Women Indicator.
The survey results links to one of SAFPROM indicators namely promoting improved nutrition consumption in Samoa. While the lump-sum contract with the firm will be for the Baseline Survey, it may also be varied to include a Mid-Term and End-Term Survey (the decision to include additional survey(s) is at the sole discretion of the MAF and would take into account the performance of the firm with regards to the Baseline Survey).
In relation to the variation(s) the breakdown of costs that informs the lump-sum contract would be adjusted to take account of inflation in the currency/currencies of the contract (this would be detailed in the contract). The scope of services, deliverables and cost of the variation would be negotiated based on the adjusted rates detailed in the contract “Breakdown of Lumpsum Cost Estimate”.
The Technical Assistance (TA) Objectives
The assignment will provide MAF with detailed, rigorous consumption and nutrition data to support the project and policy decision-making over time. This data will also support assessment of SAFPROM project impact over time. In addition, this assignment should build the capacity of MAF monitoring and evaluation staff, by involving them in key components of this assignment.
Scope of Services – Baseline Survey
The scope of services for this assignment requires the selected firm to deliver the following:
1. Developing a survey questionnaire, methodology, and implementation plan to collect a range of required consumption and nutrition indicators (see Annex 1) based on a stratified sample of no less than 1,400 households[1].
2. Develop a sampling frame to be adopted for the survey and enumerate selected households.
3. Pretesting and refining the survey questionnaire, methodology, and implementation plan with relevant stakeholders within MAF as well as selected households.
4. Implementing the survey fieldwork, obtaining all relevant data on consumption and nutrition from selected households based on a fortnightly diary.
5. Collecting, cleaning, and organizing data collected and loading these into electronic database in a format mutually agreed with MAF.
6. Analyzing data collected and produce a survey report that represents results using graphs and tables.
7. Organizing and conducting a stakeholder workshop to verify survey results and finalize the survey report.
Deliverables and reporting obligations
The firm will report to the Chief Executive Officer MAF, working with the Assistant Chief Executive Officer of the Agriculture Sector Coordination Division (ACEO ASCD) and their staff.
In particular, the firm will work closely with the ASCD Monitoring and Evaluation (M&E) team, both to: (a) seek advice and input on assignment deliverables and work programme, and (b) build the M&E team’s capacity and capabilities over the duration of the assignment and also take account of technical inputs from relevant experts from key stakeholder agencies, including the World Bank and IFAD.
Specific Deliverables for this assignment are as follows:
- An inception report (detailing the survey plan, methodology and a detailed work plan for assignment execution). The methodology should detail the household sampling method, enumerators and their required training and tabulation plans. It should also provide a timeline of when consultation to verify and finalize survey results will occur. The Consumption and Nutrition Survey would be based on a diary kept by households for a period of 2 week detailing daily food type and quantity consumed recorded either in English or Samoan.
- Development of: Manual and Training instructions for enumerators.
- Progress Report 1: Include results of survey testing with final methodology and questionnaire.
- Progress Report 2: Draft report on survey execution and preliminary results.
- Develop Database to include relevant survey baseline data collected and analysis.
- Completion Report (including cleaned raw data, analysis and results of survey findings regarding consumption, nutrition, and women’s dietary diversity).
Interested consulting firms would be required to have the following experience;
Essential:
· A minimum of 5-10 years of operating experience in evaluation, survey, community consultation and participatory processes;
· In-depth knowledge of the local and national coordination mechanisms (government and non-government), neighboring island demographics;
· The Consultant’s Team and supporting management structure should include experts who have a solid understanding of Samoan Country Profile, should have background information on potential stakeholders and should be able to combine country specific knowledge with international experience;
Program Manager
· 5 -10 years of survey experience;
· Appropriate degree – Master’s degree preferred;
· Extensive Project management experience from design to completion;
· Experience in guidance of key activities and supervision and oversight of implementing partners;
· Excellent Stakeholder management skills;
· Monitoring and evaluation, reporting and logistics experience;
· Financial Reporting and acquittal experience.
M&E/Project Logistics Officer
· 2-5 years’ experience;
· A relevant degree
· Program support experience especially in the field and remote locations;
· Monitoring and evaluation experience with respect to project implementation.
M&E/Survey/Engagement etc. specialist
· 5-10 years’ experience;
· Appropriate degree – Master’s degree preferred;
· Extensive experience in Survey/engagement in Pacific Island settings across local government, traditional leadership and village/community levels including in qualitative consultations;
· Exceptional communication skills in listening and eliciting open responses;
· Strong team management skills and experience in organizing and supporting teams in the field and remote locations;
· Ideally with strong local language skills.
Enumerators
· Completed Secondary and or tertiary level of education with relevant certificate on survey and social sciences and meets the standards set by the Samoa Bureau of Statistics for hiring of their respective Enumerators.
· Must be able to demonstrate an understanding of the values of the Samoan culture when communicating with respondents to the survey.
· Fluent in oral and written Samoan and English languages
Desirable:
· Fluent in oral and written Samoan language; and
· Previous experience working in Samoa on surveys.
Duration
The anticipated duration of the assignment is 25 professional consulting service days and 30 non-professional service days (for 40 enumerators) over a period of six (6) months after contract signing. The firm would recruit enumerators that meet the standards as set by the Samoa Bureau of Statistics enumerator selection process.”
To be provided by the Consultant:
The firm shall select the enumerators and pay for all the survey fieldwork, transportation, compensation, enumerator training and other related costs during the implementation of the survey, as well as applicable taxes (including withholding taxes, Vagst, income tax etc.), duties, insurance and any other fees applicable to doing business in Samoa and should carry out their own due diligence to fully understand these requirements. More detailed information on the number of enumerators, numbers of day in the field for 1400 respondents will be provided during the pre-proposal information session(s) with interested firm.
Annex 1: Technical requirements for data collection
The household consumption and nutrition survey aims to achieve two main objectives. The first is to test if household nutrient consumption changes as a result of the project. The second is to understand the minimum dietary diversity of females of productive age, using the Minimum Dietary Diversity for Women (MDD-W) indicator[2].
The survey sample of 1,400 households will be randomly selected using the stratified sampling method. The data should be stratified by district, village, and then at the household level—where a sample of 1,400 interviewed represents a sample of 5% of total households in Samoa.
The survey would likely be based on a diary kept by the household for two weeks. The survey should collect the following broad areas:
- Household population/demography: names, ages, gender, people with disability
- Household daily food consumption: by type, quantity, price and source (including own grown produce) to calculate average dietary energy requirements
- Daily consumption for selected females of productive age (including to collect MDD-W indicator)
The consumption and nutrition survey will be used to extrapolate national benchmarks determined from the 2018 Samoa Household Income and Expenditure Survey (HIES).
[1] The questionnaire, methodology, and implementation plan should be designed so this survey can be repeated in future.
[2] For more technical detail on this indicator, see guidance in Annexes 7 and 8 of this IFAD nutrition guidance document and IFAD Core Outcome Indicator Measurement Guideline; Minimum Dietary Diversity for Women – A Guide to Measurement https://doi.org/10.4060/cb3434en
ANNEX 2: PRICED ACTIVITY SCHEDULE
[To be completed, signed and submitted by the Bidder as an attachment to the signed Form of Quotation]
Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition SurveyContract Ref: WS-MAF-252266-NCS-RFQ
| No. | Activity | Amount (local currency) |
| (to be filled by Employer) | (to be filled by bidder) | |
| 1 | Inception report | |
| 2 | Development of: Manual and Training instructions for enumerators. | |
| 3 | Progress Report 1 | |
| 4 | Progress Report 2 | |
| 5 | Develop Database | |
| 6 | Completion Report | |
| Total Price | ||
| VAT (….%) | ||
| Grand Total including VAT |
Note: Clarifications above services are ref. to the Terms of Reference (Annex 1)
Authorized Signature: ______________________________________
Name and Title of Signatory_________________________________
_________________________________
ANNEX3: FORM OF QUOTATION (RFQ- Non-Consulting Services)
[To be completed, signed and submitted on Letterhead of Bidder]
Project Title: Samoa Agriculture and Fisheries Productivity & Marketing Project
Source of Funding (loan/credit/grant no.): D438-WS
Contract Name: Consumption and Nutrition Survey
Contract Ref: WS-MAF-252266-NCS-RFQ
_________(Date)
To:_______________________________ (Employer’s Name)
_______________________________ (Employer’s Address)
_______________________________
We offer to execute the___________________________________________(name and number of Contract) in accordance with the Form of Contract and Terms of Reference accompanying your Request for Quotation (RFQ) for the Contract Price of _________________________(amount in words and numbers) (______________ ) (name of currency)_____________,excluding VAT. We propose to complete the Services described in the Contract within a period of [Employer to insert period] calendar days from the Date of Signing of the Contract.
This Quotation and your written acceptance will constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Quotation you receive.
We hereby confirm that this Quotation complies with the Validity of the Quotation required by the RFQ.
Authorized Signature: ______________________________________
Name and Title of Signatory_________________________________
_________________________________
Name of Bidder: _______________________________________
Address: _______________________________________
_______________________________________
Phone Number ___________________
Email address:
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