Please be informed that this RFP will be extended for proposal submission closed on September 04, 2013
RFP No. 13-160A
Issuance Date: August 19, 2013
Closing Date: September 04, 2013
SUBJECT: SOLICITATION FOR ELECTORAL PROCESSES SURVEY IN INDONESIA
The International Foundation for Electoral Systems (IFES) - Washington DC, invites your firm to participate in this competitive solicitation for pricing, delivery
and terms of potential services for IFES office in Indonesia. All proposals must be received by IFES no later than 5:00 PM Jakarta time on September 04, 2013.
BACKGROUND
IFES is an independent, non-governmental organization (NGO). IFES promotes democratic stability by providing technical assistance to the electoral cycle worldwide to
enhance citizen participation and strengthen civil societies, governance and transparency.
IFES wishes to conduct a national survey of the adult population in Indonesia (18 years or older). The purpose of this survey is to elicit citizens’ opinions of various
issues and levels of confidence in the electoral process and voter information programs. Voters will be asked about their experience voting, information on voting and the election process, and opinions on electoral institutions and procedures. Other topics covered may include such issues as attitudes towards women’s and youth
representation, as well as electoral participation of persons with disabilities.
DESCRIPTION OF GOODS/SERVICES
I. Overall Design of Project:
A. Questionnaire: IFES will provide the questionnaire in English, consisting of approximately 55 closed-ended questions and 5 open-ended questions, not including standard demographics (sex, age, education, occupation, employment status, place of residence, and other demographics). Interviewing time is estimated at 45
minutes. The contractor will be responsible for translating the questionnaire into Bahasa Indonesia. The contractor is also responsible for providing relevant and context-specific response categories to questions on education, income, employment and occupation, etc.
B. Pretest: The translated and formatted questionnaire shall be pretested with 40 adults in both urban and rural areas. The selection of respondents for the pretest shall also take into account gender, age, and other appropriate demographic criteria such as socio-economic groups. The pretest will identify comprehension problems, the appropriateness of response options, and the sensitivities that any questions may arouse. The contractor shall submit data from the pretest and recommendations to IFES in accordance with the agreed-upon schedule.
C. Sample: The contractor shall submit bids for an achieved sample of 2,000 respondents that is representative of the national population of Indonesia. The sample should be designed to cover all the administrative provinces of Indonesia with probability proportional to size (PPS) using random selection techniques. The contractor shall also specify the data source upon which the sample is based. In addition to the base sample, the Contractor shall also conduct 85 over sample interviews each in the following provinces: Aceh, Maluku, Papua, and West Papua. IFES requires that no more than 10 interviews take place in any one sampling point. Ideally, we would like eight interviews per sampling point. Submitted proposals should reflect this requirement for the fieldwork.
D. Interviewing: Personal, face-to-face interviews conducted in the homes of the respondents by specially-trained interviewers. The contractor shall specify how close supervision of field interviews and quality control of survey returns will be assured. The contractor shall ensure that a sufficient number of field supervisors will be monitoring the work of interviewers in all of the provinces. The contractor shall make arrangements for adequate numbers of interviewers to administer the questionnaires.
E. Data Processing and Tabulations: Survey data will be coded in accordance with the guidelines set forth by IFES in the English-text of the questionnaire and shall
reflect the appropriate filters and skips in the questionnaire. IFES will specify what demographic breakdowns are needed for the data tabulations.
II. Responsibilities of Contractor (In close consultation at every stage with IFES):
1. Format, review questionnaire language and print the questionnaire.
2. Pretest the formatted and translated questionnaire.
3. Identify population database used to design sample.
4. Select sampling approach, construct sample and identify method for selecting respondents in consultation with IFES.
5. Describe means to be used to examine the representativeness of the achieved sample.
6. Manage all aspects of fieldwork.
7. Screen and hire field staff with appropriate qualifications and regional knowledge.
8. Conduct training of enumerators.
9. Develop coding scheme; code, enter, and clean data.
10. Prepare electronic data file, marginal results, tabulations, and a methodological report.
III. Materials Delivered by Contractor to IFES
1. The formatted and translated questionnaire in Bahasa Indonesia.
2. Pre-test report that includes pre-test results and recommendations for changes in questionnaire.
3. Sample design and approach used to select respondents.
4. Coding scheme, including codes for open-ended questions.
5. Marginal frequency results and cross-tab results (in an Excel file).
6. Electronic data file in SPSS.SAV format in English using coding scheme and open-end code formulation specified by IFES Survey Researchers including any weight variables that may apply.
7. A detailed methodological report for the survey.
IV. Materials to be Provided by IFES
1. English language questionnaire.
2. Coding scheme (based on question numbers and skips and filter instructions in questionnaire) and assistance in developing coding for open-ended questions.
3. Sample design assistance, as needed.
4. Advice in interviewer training, as needed.
5. Schedule for the project.
V. Tentative
Timeline of Project:
The time within which the contractor’s services will be required is anticipated to be September 5until Nov. 14.
The final timeline will be decided and agreed upon with the contractor. Below is a tentative timeline:
September 5 Contract signed; IFES submits questionnaire to contractor for translation, comments, and formatting
September 13 Translated and formatted questionnaire due to IFES; Detailed sampling plan and sampling procedures due to IFES
September 19 IFES provides comments to contractor on questionnaire and sampling plan and procedures
September 20 Contractor submits revised questionnaire and sampling plan to IFES; Pre-test questionnaire finalized
September 23-25 Survey pre-testing; Pretest results and recommendations due to IFES
October 1-4 Supervisors and interviewers training
October 7 Start of fieldwork
October 30 End of fieldwork
October 23 Proposed open-ended codes due to IFES for approval
November 7 Final data file due to IFES
November 14 Methodological report and data tabulations due to IFES
VI. Submission:
The response should be provided to IFES in electronic form and should address in English (document not to exceed 20 pages) all of elements of the project design: the sample design, the individuals assigned to handle the project, cost in US dollars, and relevant past experience:
A. Description of the sample to include: (1) sample design with levels of stratification; (2) areas (if any) which will be excluded from the sample; (3) method used to select respondents; (4) number of interviews planned for each sampling point; (5) method used to examine the representativeness of the achieved sample; (6) population source
for sample design.
B. Staffing information to include: (1) qualifications and experience of the members of your staff who will be directly handling this project; (2) the number of interviewers used for fieldwork; (3) the number of field supervisors accompanying interviewers in the field.
C. Cost (in US dollars) should be itemized for the various elements of the project.
D. Relevant past experience to include: (1) examples of similar projects including projects where the subject matter is related to politics or elections; (2) list of clients.
All proposals must be received by IFES no later than 5:00 PM Jakarta time on August 29, 2013. Proposals must be sent to the attention of Lauren Serpe (lserpe@ifes.org) AND Admira Dini Salim (adsalim@ifesindonesia.org). IFES will confirm receipt of any submissions sent via e-mail. Any submissions received after this date will not be considered.
REQUIREMENTS
Bidders must submit the following:
1. General information about the bidder history and experience.
2. Detailed description of past experiences providing similar services to international NGOs funded by the United States Government, particularly by the United States Agency for International Development (USAID).
3. Names, addresses and telephone numbers of three business references, and approval to contact listed references.
EVALUATION
All proposals submitted in response to this solicitation shall be judged according to the following criteria and with the following weights attached to each criterion:
Adequacy of Sampling Plan 25%
Fieldwork and Quality Control 25%
Data Processing Procedures 15%
Qualifications of Key Personnel 10%
Organizational Experience 10%
Cost Proposal 15%
SCHEDULE OF EVENTS
Release of RFP August 19, 2013
Questions Due to IFES August 23, 2013
Answers from IFES August 26, 2013
RFP Closes – All Bids Due September 04, 2013
GENERAL TERMS AND CONDITIONS
1. Prices quoted must be valid through the entire duration of the contract.
2. All procurement will be subject to IFES contractual obligations and contingent on the availability of donor funding.
3. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability.
4. IFES reserves the right to accept all or part of the proposal when awarding the purchase order.
5. All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from.
6. IFES reserves the right to require any bidder to enter into a non-disclosure agreement.
1. The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation.
FORM/CONTENT OF RESPONSE
All quotations shall:
1. Be in the English language.
2. Contain detailed cost in USD, with applicable Tax/Charges clearly identified, provided against each of the categories of services described in this request.
3. Include a contact name, email address, and telephone number to facilitate communication between IFES and the Bidder.
1. A brief outline of the company and services offered, including:
§ Full legal name and address of the company or individual;
§ Full legal name of company’s President and / or Chief Executive Officer (not applicable for individuals);
§ Year business was started or established; and
§ Registration Documents.
1. All questions and responses must adhere to the schedule noted above and shall be to the attention of Lauren Serpe (lserpe@ifes.org) and Admira Dini Salim (adsalim@ifesindonesia.org).
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