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Request for Proposals for a Consultancy Assignment on Consolidation of National Cost of Criminalisation Studies

Organisation: APCOM Foundation

             Title : Request for Proposals for a Consultancy Assignment on Consolidation of National Cost of           

                        Criminalisation Studies

      Deadline:  7 September 2018

 

--------------------------------------------------------------------------------------------------------------------------------------------------------------

 

 

REQUEST FOR PROPOSAL

Reference No: 2018/04

 

A Consultancy Assignment on

Consolidation of National Cost of Criminalisation Studies

for APCOM based in Bangkok, Thailand

Under

The Sustainable HIV Financing in Transition (SHIFT) Program

 

Dear Sir/Madam,

 

APCOM hereby invites RFP from individual professionals or firms for a consultancy assignment to deliver a Consolidation of National Cost of Criminalisation Studies, under the Sustainable HIV Financing in Transition (SHIFT) Program.

 

The contract period is from 10th September – 21st September 2018 (COB). The recruited consultant is expected to consolidate the Cost of Criminalisation research study done in 4 SHIFT countries into one report. Country partners in the 4 SHIFT countries of Indonesia, Malaysia, Philippines and Thailand have each conducted a study to cost the impact of criminalisation on key populations, with Indonesia focusing on MSM and Transgender communities, Malaysia, Philippines and Thailand focusing on People who use drugs (PWID). The consultant will be synthesising the findings from these 4 studies into an overview for the 4 countries, as well as provide further recommendations and advocacy points to inform further work in this field.

In order to prepare a responsive proposal, interested consultants or firms are expected to examine in detail the RFP documents:

 

Annex 1. Proposal Instruction Sheet (PIS)

Annex 2. Terms of Reference (ToR)

Annex 3: Scoring

Annex 4: Technical Proposal template

Annex 5: Financial Proposal template

Annex 6: Contract Sample

 

This letter is not to be construed in any way as an offer of contract.  I look forward to your submission, and please do not hesitate to contact the program officer for further details.

 

Yours sincerely,

 

 

Kularb Khongtaisong

Senior Finance Officer                                        

APCOM Secretariat

 


 Annex 1:

  1. 1. Proposal Instruction Sheet (PIS)

 

No.

Instruction to Proposers

Specific Requirements

1

Deadline for Submission of Proposals

Date and Time: September 7th, 2018 6:00 PM

City and Country: Bangkok, Thailand (for local time reference, see www.greenwichmeantime.com

This is an absolute deadline, the proposal received after this date and time will be rejected

2

Manner of Submission

  Electronic submission of Proposal (PDF converted file) only

3

Address for Proposal Submission

Your offer comprising the technical proposal and financial proposal must be entirely separated and submitted in two (2) different files with clear subject as [Financial Proposal: RFP Ref No: ] and [Technical Proposal: RFP Ref No: ]

 

Both the proposals should reach the following email address

Technical Proposal JoinUs@apcom.org

Finance Proposal operations@apcom.org

 

4

Language of the Proposal

The Proposal, as well as related correspondence, should be written in English.

5

Proposal Currencies

USD

6

Proposal Validity Period commencing after the deadline for submission of proposals

10 days

7

Technical proposal

Technical proposal shall not include any financial information. A technical proposal containing financial information may be declared non-responsive.

8

Financial proposal

The financial proposal shall be prepared using the proposed RFP forms (can add rows for new line items)

9

Clarifications of solicitation documents

Requests for clarification shall be submitted 3 days before the deadline for submission of the proposal.

10

Contact address for requesting clarifications on the solicitation documents

Requests for clarification should be addressed to the e-mail address: rangsits@apcom.org

Proposers must not communicate with any other personnel of APCOM regarding this RFP.

This Email Address is for clarifications only. Do not send or copy your proposal to this e-mail address, doing so will disqualify your proposal.

11

Opening of proposals

APCOM will open the Technical Proposals in the presence of an Evaluation Committee formed in accordance with its Operational Manual.

12

Evaluation

Refer to Term of Reference in Annex 2

13

Negotiation

Negotiation in the RFP is allowed with the short-listed suppliers only. The purpose of the negotiation is to help and clarify ambiguities, correct mistakes, discuss on technical matters, deficiencies in order to improve in both the technical and financial aspects of the offers.

14

Award of contract

APCOM reserves the right to accept or reject any Proposal and to annul the solicitation process and reject all Proposals at any time prior to award of the contract, without any obligation to provide any notice, explanation or justification, therefore.

 

Prior to the expiration of the period of Proposal validity, APCOM will award the contract to consultant/firm who obtains the highest score according to the Evaluation Methodology and Criteria.

 

APCOM will send the successful bidder the Contract which constitutes the Notification of Award. Within 5 working days of receipt of the Contract, the successful bidder shall sign and date the Contract and return it to the APCOM office

15

Confidentiality

Information relating to the evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultants who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Contract. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal.

 

Annex 2: Term of Reference

TERMS OF REFERENCE

 

 

Title

Consolidation of National Cost of Criminalisation Studies

Duration

10 days

Period     

10th September 2018 to 21st September 2018

Location

Home-based, desk review

 

  1. Background

The Sustainable HIV Financing in Transition (SHIFT) Program is a Global Fund-supported two-year regional advocacy program that aims to enable and empower civil society, including communities of HIV key populations, to advocate for sustainable HIV financing. Specifically, as countries transition from international donor support to domestic financing, significant gaps exist in the country’s funding mechanisms for government funding to be channeled to civil society.

 

The objectives of the SHIFT programme are:

 

  • Objective 1: By the end of 2018, Civil Society Organisations (CSOs) in four transition countries effectively advocate for allocative efficiency, domestic spending on HIV, and increased fiscal space for CSO HIV programs by promoting greater political commitment, innovative streams of funding, CSO funding mechanisms and integration of HIV under universal health coverage (UHC).
  • Objective 2: By the end of 2018, strengthen technical expertise and skills of CSOs in four transition countries to advocate for allocative efficiency, increased domestic spending on HIV, and increased fiscal space for CSO HIV programs.
  • Objective 3: By the end of 2018, increase CSO access to and use of strategic information on HVI financing issues, including allocative efficiency, innovative CSO funding mechanism, and best practices for countries in transition via the regional Knowledge Management Hub.

In order for CSOs to fully participate and advocate for sustainable HIV and CSO financing, financing specific strategic information is needed to inform the advocacy agenda. Key gaps identified during initial grant making include a lack of strategic information on CSO financing mechanisms, CSO registration and good HIV financing practices. This assessment seeks to address these gaps, providing an overview of CSO financing and laws governing CSO formation and operation.

 

  1. Purpose of Consultancy

The purpose of this consultancy is to consolidate the Cost of Criminalisation research study done in 4 SHIFT countries into one report. Country partners in the 4 SHIFT countries of Indonesia, Malaysia, Philippines and Thailand have each conducted a study to cost the impact of criminalisation on key populations, with Indonesia focusing on MSM and Transgender communities, Malaysia, Philippines and Thailand focusing on People who use drugs (PWID). The consultant will be synthesising the findings from these 4 studies into an overview for the 4 countries, as well as provide further recommendations and advocacy points to inform further work in this field.

 

III. Scope of Work

The workplan consists of synthesising the separate country studies into one report, in addition to providing key analysis and recommendations in the report.

Specifically, the consultant shall undertake the following activities:

  1. Collate the 4 country Cost of Criminalisation report from country partners (with assistance of APCOM SHIFT team)
  2. Undertake further desk review to contextualise the findings and identify key points of analysis
  3. Identify examples of other Cost of Criminalisation work done in other settings, as points of reference/comparative angle to inform this consolidated report.
  4. Develop the consolidated report with a focus on the following themes
  1. Define what “costing” means in the context of quantifying the impact of criminalisation on key populations.
  2. Describe what has been undertaken to “cost” the impact of criminalisation in the country studies, with a focus on a comparative angle of the different methodologies used.

                              III.            Analyse the findings of each country study, to develop a comparative analysis

  1. Develop further recommendations to inform studies in the future, and advocacy messages for civil society/community.
  1. Develop draft report in consultation with Strategic Information Officer.
  2. Produce final Cost of Criminalisation Consolidated Report.

 

  1. Deliverables with Suggested Timelines
  1. Collation and desk review (14th September)
  2. Draft consolidated report (19th September)
  3. Submission of final report (21st September)

 

  1. Knowledge and Skill Requirement

Education: Master’s degree in Social Policy, Human Rights, Law or similar

 

Professional Experience:

  • Minimum 5 years of professional working experience in providing consultancy services specifically for health, HIV or NGO fields
  • Experience working with key populations, human rights, health economics and community capacity building is a plus.

 

Functional / Technical Knowledge:

  • Demonstrated expertise and understanding of epidemiological data, programmatic analysis and legal reviews
  • Ability to analyse and consolidate information from multiple sources
  • Excellent written communication skills in English

 

  1. Reporting and Communication

The recruited consultant will work closely with APCOM’s Strategic Information Officer.

For more information, please contact Min Fuh Teh, APCOM Strategic Information Officer at minfuhteh@apcom.org

 

 

ANNEX 3. Evaluation Methodology and Criteria

 

Evaluation Methodology: Combined Technical and Financial Proposal

 

The weight of Technical Proposal is 80 percent with 750 maximum points. Any technical proposal with a score below 65% is rejected, and the financial file will remain unopened at the end of the selection process.

 

The Technical Proposal calculation is as follow: (80 (% technical proposal weight) x Company total points) / 100 (maximum points) = X%

 

The weight of Financial proposal is 20% with a maximum of 200 points

The Financial Proposal calculation is as follow:

Lowest bid proposed = maximum points = 200

Other bids are calculated as follow: (200 (maximum points) x lowest price evaluated) / price under consideration = number of point

 

The Proposals will be ranked according to their Combined Technical and Financial Proposal scores.

 

The Company achieving the highest combined score will be invited for Negotiation and Contract Award.

 

Evaluation of technical proposal:

The quality of each technical proposal will be evaluated in accordance with the following technical evaluation criteria and the associated weighting (total possible value of 800 points):

 

Expertise and Capability of Consultant/Firm

Points obtainable

 

A

One page value statement indicating why he/she or the proposed agency is the most suitable to carry out the assignment.

100

B

Past and/or ongoing assignment/project samples (relevant to the proposed assignment)

100

F

Detailed CV/Profile of the consultant/firm. Detail any specialized knowledge that may be applied to the performance of the TOR. Include experiences in the region.

 

100

 

65% of 800 pts = 487,5 pts needed to pass technical

 300

A proposal shall be rejected at this stage if it fails to achieve the minimum technical threshold of 65% or 195 points of the obtainable score of a maximum of 300 points for the technical proposal. 

 

ANNEX 4. Format of Technical Proposal

 

Proposals not submitted in this format may be rejected. The Technical Proposal should include the following details,

 

Covering Letter (use the sample provided, please submit signed copy with organization seal)

 

To:                                                                                                                   Date:

Kularb Khongtaisong, Senior Finance Officer                                                  

APCOM Secretariat

66/1 Sukhumvit 2,

Klongtoey, Bangkok 10110

Thailand

 

We, the undersigned, hereby are pleased to submit the Technical Proposal in response to the RFP Reference number (XXX).

 

We, the undersigned, declare that we have read and understood the Terms of Reference, evaluation method, sample contract. We at this moment declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.

 

We have followed the Proposal Instruction Sheet and accordingly prepared our submission. We understand that you are not bound to accept the lowest evaluated proposal or any other proposal that you may receive.

 

Signed: _______ [insert date of signing]

Name: _____ [insert complete name]

Position:

 

Technical Proposal

  1. A) The proposer is requested to include a one-page value statement indicating why he/she/consulting firm is the most suitable to carry out the assignment.

 

  1. B) Past and ongoing assignment/project details with results (relevant to the proposed assignment)

 

  1. C) Technical Proposal

 

  1. D) Proposed detailed timeline and Quality Assurance

o    Detail the timeline for project

o    Strategy/steps for quality control and check

 

  1. F) Detailed firm’s CV (Detail any specialized knowledge that may be applied to performance of the TOR. Include experiences in the region)

 

Important submissions

  • Link of previous work: research report, written work, articles

 

 

ANNEX 5:  Format of Financial Proposal

 

Finance Proposal

 

The Financial Proposal must be prepared and submitted as a separate PDF file from the rest of the RFP response as indicated in (Annex 1). The components comprising the total price must provide sufficient detail to allow APCOM to determine compliance of proposal with requirements as per TOR of this RFP.

 

Instructions:

  • Use the most recent daily consultancy rate (attach evidence, recent contract)
  • Operation cost is considered only when the proposal proves the need of these activities. Vendor should leave this part blank if no operation cost is needed. In case of traveling cost, please ensure the following instructions are followed:

o    Include airfare round trip (only economy) and daily stay and allowance estimated cost.

o    Include any other ground travel or incidentals expected expenses based on your experience

  • Please provide explanation/notes for each line item for clarity during evaluation
  • Include any tax (%) applicable to this assignment as per your country law.

 

A. Consultancy cost

Task (as mentioned in the ToR)

Number of days

Daily rate

Amount (USD)

Notes

Deliverable 1

 

 

 

 

Deliverable 2

 

 

 

 

Deliverable 3

 

 

 

 

 

 

 

 

“contd…

 

 

 

 

Others (pls. specify):

 

 

 

 

B. Operational cost (if any)

Airfare round trip to and from duty station

 

 

 

 

DSA

 

 

 

 

Terminal cost (ground travel)

 

 

 

 

Visa fees

 

 

 

 

Other (specify)

 

 

 

 

Total

 

 

 

 

Total A + B

 

 

 

 

C. Applicable tax (0%)

 

 

 

 

Grand Total A + B + C

 

 

 

 

 

Signature of Financial Proposal

 

____________________________

Signature/Stamp of Entity/Date

 Name and position:

 

--------------------------------

 

Your offer comprising the technical proposal and financial proposal must be entirely separated and submitted in two (2different files with clear subject as [Financial ProposalRFP Ref No: ] and [Technical ProposalRFP Ref No: ]

 

Both the proposals should reach the following email address

Technical Proposal JoinUs@apcom.org

Finance Proposal operations@apcom.org

 

 

Contact : JoinUs@apcom.org , JoinUs@apcom.org


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