TITLE CANADA’S REPRESENTATIVE Evaluation of Ukraine Country Program for the Department of Sonika Kassel, Contracting Services Foreign Affairs, Trade and Development (SGCP) SOLICITATION NUMBER DATE 125 Sussex Drive 2018-EVAL-UKRAINE December 14, 2017 Ottawa, Ontario PROPOSAL DELIVERY Canada, K1A 0G2 In order for the proposal to be valid and accepted, it must be received no later than 2:00 PM Eastern Standard Time (EST) on E-Mail: January 31, 2018 (as per Ottawa, Ontario) referred as the “Closing [email protected] Date”.
Request for Proposals (RFP) Proposals are to be sent ONLY to the following address:
Foreign Affairs, Trade and Development Canada Distribution and Mail Services - AAG Lester B. Pearson Building, 125 Sussex Drive Ottawa, Ontario, K1A 0G2, CANADA Performance of the Work described in the Statement of Work of the Attention: Bid Receiving Unit -SGD Resulting contract. Solicitation #: 2018-EVAL-UKRAINE
The Delivery agent should be instructed to deliver to: Distribution and Mail Services, Tower A, Ground Floor (AG) which can be accessed from the rear of the building via the Visitors Parking, follow the signs “Mail Delivery and Pick-Up”.
Bidders should ensure that their name, address, Closing Date, and solicitation number is clearly marked on their envelopes or parcels. Offer to: Foreign Affairs, Trade and Development Canada We hereby offer to sell to Her Majesty the Queen in right of Canada, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods, services and construction listed herein and on any attached sheets at the price(s) set out therefor.
Name and title of person authorized to sign on behalf of the supplier.
______Signature Date
Request for Proposal (RFP) TABLE OF CONTENTS PART 1 - GENERAL INFORMATION ...... 3
1.1 INTRODUCTION ...... 3 1.2 SUMMARY ...... 3 1.3 CONTRACT DOCUMENTS ...... 3 PART 2 - BIDDER INSTRUCTIONS ...... 4
2.1 LANGUAGE OF PROPOSAL ...... 4 2.2 REFERENCE CLAUSES ...... 4 2.3 STANDARD INSTRUCTIONS ...... 4 2.4 SUBMISSION OF PROPOSALS ...... 4 2.5 BIDDERS CONFERENCE – OPTIONAL ...... 5 2.6 COMMUNICATIONS, ENQUIRIES, SUGGESTED IMPROVEMENTS ...... 6 2.7 APPLICABLE LAWS ...... 6 2.8 DEBRIEFINGS ...... 6 2.9 CHALLENGES ...... 6 2.10 NO PROMOTION OF BIDDERS INTEREST ...... 6 2.11 INCAPACITY TO CONTRACT WITH GOVERNMENT...... 6 PART 3 - BID PREPARATION INSTRUCTIONS ...... 7
3.1 PROPOSAL PREPARATION INSTRUCTIONS ...... 7 3.2 TECHNICAL PROPOSAL INSTRUCTIONS ...... 7 3.3 FINANCIAL PROPOSAL INSTRUCTIONS ...... 8 3.4 FIRM PRICE ...... 12 3.5 DISBURSEMENT OR OTHER EXPENSES……………………………………………………………….13 3.6 TAXES ...... 8 3.7 CERTIFICATIONS ...... 9 3.8 INSURANCE REQUIREMENTS ...... 9 PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION ...... 12
4.1 EVALUATION AND SELECTION ...... 12 4.2 TECHNICAL EVALUATION ...... 12 4.3 FINANCIAL EVALUATION ...... 12 4.4 BASIS OF SELECTION ...... 12 PART 5 - RESULTING CONTRACT CLAUSES ...... 32
5.1 DEFINITIONS...... 32 5.2 PRIORITY OF DOCUMENTS ...... 32 5.3 AUTHORITIES AND COMMUNICATION ...... 33 5.4 STANDARD CLAUSES AND CONDITIONS ...... 33 5.5 GENERAL CONDITIONS ...... 34 5.6 APPLICABLE LAWS ...... 34 5.7 NUMBER AND GENDER ...... 34 5.8 STATE IMMUNITY ...... 34 5.9 TIME OF ESSENCE……………………………………………………………………………………… 40 5.10 SEVERABILITY ...... 34 5.11 SUCCESSORS AND ASSIGNS ...... 34 5.12 SURVIVAL ...... 34 5.13 ADDITIONAL SACC MANUAL CLAUSES ...... 34 5.14 PERFORMANCE OF THE WORK ...... 34 5.15 CERTIFICATIONS ...... 35 5.16 SACC MANUAL CLAUSES (IF APPLICABLE) ...... 35 5.17 PAYMENT TERMS ...... 35 5.18 INSURANCE TERM ...... 36 5.19 GOVERNANCE AND ETHICS ...... 37 5.20 DISPUTE RESOLUTION ...... 38
Annex A – Statement of Work
Annex B – Basis of Payment
Annex C – Insurance Requirements
Annex D – Security Requirements Check List (SRCL)
Annex E – Technical Proposal - Standard Forms
Annex F – Financial Proposal –Standard Forms
Attachment 1 to Part 3 - Certifications Attachment 1 to Part 4 – Technical Evaluation Criteria
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Request for Proposal (RFP) PART 1 - GENERAL INFORMATION 1.1 INTRODUCTION The bid solicitation is divided into five (5) parts plus two attachments and annexes, as follows:
Part 1 General Information: provides a general description of the requirement;
Part 2 Bidder Instructions: provides the instructions, clauses and conditions applicable to the bid solicitation;
Part 3 Bid Preparation Instructions: provides bidders with instructions on how to prepare their bid;
Part 4 Evaluation Procedures and Basis of Selection: indicates how the evaluation will be conducted, the evaluation criteria that must be addressed in the bid, and the basis of selection; and
Part 5 Resulting Contract Clauses: includes the clauses and conditions that will apply to any resulting contract.
Attachment 1 to Part 3 includes information regarding Certifications; and Attachment 1 to Part 4 includes Technical Evaluation Criteria.
The Annexes include the Statement of Work (Annex A), the Basis of Payment (Annex B), Insurance Requirements (Annex C), Security Requirements Check List (Annex D), Technical Proposal Standard Forms (Annex E) and Financial Proposal – Standard Forms (Annex F). 1.2 SUMMARY The purpose of this RFP is to select a supplier to enter into a contract with the International Assistance Evaluation Division of the Department of Foreign Affairs, Trade and Development (DFATD) to provide the services for the Evaluation of Ukraine Country Program as described in the Statement of Work – Annex A, attached herein.
The Work is to be performed from the contract award date for a period of one (1) year.
There are no security requirements associated with this requirement. For additional information, consult Annex D and Part 5 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, bidders should refer to the Industrial Security Program (ISP) of Public Works and Government Services Canada (http://ssi-iss.tpsgc-pwgsc.gc.ca/index-eng.html) website.
1.3 CONTRACT DOCUMENTS The Resulting Contract and the Statement of Work which the selected Bidder will be expected to execute is included with this Request for Proposal (RFP) at Part 5, and Annex A, respectively.
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Request for Proposal (RFP) PART 2 - BIDDER INSTRUCTIONS 2.1 LANGUAGE OF PROPOSAL Proposal documents and supporting information must be submitted in either English or French.
2.2 REFERENCE CLAUSES 2.2.1 Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract.
2.2.2 This procurement document contains references to specific standard instructions, general conditions and clauses found in the SACC Manual which will apply to this particular requirement. Reference clauses are those clauses and conditions that bidders and suppliers must refer to in the government Standard Acquisition Clauses and Conditions (SACC) Manual (https://buyandsell.gc.ca/policy-and- guidelines/standard-acquisition-clauses-and-conditions-manual) to obtain the full text. Clause references will include the clause ID number, its effective date and its title (e.g. ID B1204C (2011-05- 16).
In cases where the reference clause(s) has been modified or deleted to suit this procurement, such change(s) have been identified in this document.
https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual
NOTE: It is strongly recommended that bidders visit the above website to better understand these clauses and conditions.
2.3 STANDARD INSTRUCTIONS 2.3.1 ID 2003 (27/04/2017) Standard Instructions - Goods or Services - Competitive Requirements (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions- manual/1/2003/21) of the SACC Manual by reference into and form part of the bid solicitation. Bidders who submit a proposal agree to be bound by the instructions, clauses and conditions of the RFP and the clauses and conditions of the resulting contract.
2.3.2 Except in the case of the Consent to a Criminal Record Verification form – PWGSC-TPSGC 229, where referred to, the words “Public Works and Government Services Canada” or “PWGSC” are to be substituted to read “Foreign Affairs, Trade and Development Canada” or “DFATD”; all references to facsimile number of “819-997-9776” are deleted; and the words “Contracting Authority” are to be substituted to read “Canada’s Representative”.
2.3.3 Subsection 05 (2014-09-25) Submission of Bids, paragraph 4 is amended as follows: Delete: sixty (60) Insert: one hundred and twenty (120)
2.3.4 Subsection 06 (2007-05-25) Late Bids This subsection is deleted in its entirety and is hereby replaced by the following: Bids received after the stipulated bid closing date and time will be: returned to the Bidder in the case where hard copies were requested; or deleted / destroyed where soft copies were requested, unless they qualify under the provisions of the Delayed Proposals clause stipulated in paragraph 2.3.5.
2.3.5 Subsection 07 (2012-03-02) Delayed Proposals This subsection is deleted in its entirety and is hereby replaced by the following:
A proposal (bid) received after the closing date and time, but before the contract award date may be considered, provided the delay can be proven by the Bidder to have been due solely to a delay in delivery that can be attributed to incorrect handling by Canada, after the proposal (bid) has been received at the location stipulated on page one (1).
2.3.6 Subsection 08 (2012-03-02) Transmission by Facsimile This subsection is deleted in its entirety and does not form part of the RFP. Canada does not accept receipt of bid by means of a facsimile.
2.4 SUBMISSION OF PROPOSALS 2.4.1 In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process Policy on Green Procurement (http://www.tpsgc-pwgsc.gc.ca/ecologisation-greening/achats- procurement/politique-policy-eng.html).
2.4.2 Proposals must be received by DFATD at the address identified, by the date and time on page 1 of the solicitation. Proposals must NOT be sent directly to Canada’s Representative. Canada will not be responsible for proposals delivered to a different address. Proposals sent directly to Canada’s Representative may not be considered.
Proposals must be received by DFATD no later than the RFP Closing Date and submitted to the Bid Receiving Unit.
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Request for Proposal (RFP)
Electronic transmission of a Proposal to DFATD by such means, including by electronic mail or facsimile will not be accepted.
Bidders are solely responsible for the timely receipt of their Proposal by DFATD. DFATD will not assume any responsibility for Proposals that are addressed to a location other than the one stipulated in the RFP and any such Proposals will not be accepted.
Attachments should be in a Portable Document Format (pdf) software application or Microsoft Office version 2003 or greater.
2.4.3 Bidders should follow the specifications format instructions described below, during the preparation of their bid: Minimum type face of 10 points. Hard copies of bids should be printed double-sided All material should be formatted to print on 8.5” x 11” or A4 paper. For clarity and comparative evaluation, the Bidder should respond using the same subject headings and numbering structure as in this RFP document.
2.4.4 Canada requires that each proposal, at closing date and time or upon request from Canada’s Representative, be signed by the Bidder or by an authorized representative of the Bidder. If any required signature(s) are not submitted as requested, Canada’s Representative may inform the Bidder of a time frame within which to provide the signature(s). Failure to comply with the request of Canada’s Representative and to provide the signature(s) within the time frame provided may render the bid non- responsive. If a proposal is submitted by a joint venture, it must be in accordance with section 17 Joint Venture, of 2003 (2016-04-04) Standard Instructions - Goods or Services - Competitive Requirements.
2.4.5 It is the Bidder's responsibility to: a. obtain clarification of the requirements contained in the RFP, if necessary, before submitting a proposal; b. prepare its proposal in accordance with the instructions contained in the RFP; c. submit by closing date and time a complete proposal; d. send its bid only to the address specified on page 1 of the bid solicitation; e. ensure that the Bidder's name, return address, and the RFP number are clearly visible on the envelope or the attachment(s) containing the proposal; and, f. provide a comprehensible and sufficiently detailed proposal, including all requested pricing details, that will permit a complete evaluation in accordance with the criteria set out in the RFP.
2.4.6 Proposals received on or before the stipulated RFP closing date and time will become the property of Canada and will not be returned, including those of unsuccessful Bidders. All proposals will be treated as confidential, subject to the provisions of the Access to Information Act (R.S. 1985, c. A-1) and the Privacy Act (R.S., 1985, c. P-21), and other applicable law.
2.4.7 Unless specified otherwise in the RFP, Canada will evaluate only the documentation provided with a Bidder's proposal. Canada will not evaluate information such as references to Web site addresses where additional information can be found, or technical manuals or brochures not submitted with the proposal.
2.4.8 A proposal cannot be assigned or transferred in whole or in part.
2.5 BIDDERS CONFERENCE – OPTIONAL A Bidders' conference will be held at 200 Promenade du Portage, Gatineau Québec K1A 0G4 on January 5, 2018 and will begin at 9:00 AM, Eastern Standard Time (EST).
The scope of the requirement outlined in the bid solicitation will be reviewed during the conference and questions will be answered. A presentation about “How to prepare a compliant bid” will also be delivered by the Contracting Direction. It is recommended that bidders who intend to submit a bid attend or send a representative.
The Bidders are requested to confirm their attendance at the Bidder’s Conference by contacting the Canada’s Representative listed on cover page of RFP and also obtain details of Teleconference or Videoconference no later than five (5) working days before the conference.
Bidders who do not attend or send a representative will not be given an alternative appointment but they will remain eligible to submit a proposal. Any clarifications or changes to the RFP resulting from the conference will be included as an amendment to this RFP.
Please note, any travel and other costs associated with attending a bidders’ conference form part of “Bid Costs” as per 2003 (2016-04-04) Standard Instructions - Goods or Services - Competitive Requirements, and will not be reimbursed by Canada.
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Request for Proposal (RFP) 2.6 COMMUNICATIONS, ENQUIRIES, SUGGESTED IMPROVEMENTS 2.6.1 All enquiries and suggested improvements must be submitted in writing only to Canada’s Representative, identified on page 1 of the solicitation, no later than seven (7) Days before the bid closing date. Enquiries and suggestions received after that time may not be answered. 2.6.2 Bidders should reference as accurately as possible the numbered item of the RFP to which the enquiry relates. Care should be taken by Bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary" will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the questions or may request that the Bidder do so, so that the proprietary nature of the question is eliminated, and the enquiry can be answered with copies to all Bidders. Enquiries not submitted in a form that can be distributed to all Bidders may not be answered by Canada. 2.6.3 Should any Bidder consider that the specifications or Statement of Work contained in this RFP and Draft Contract can be improved technically or technologically, the Bidder is invited to make suggestions in writing. The Bidder must clearly outline the suggested improvements as well as the reason for the suggestion. Suggestions which do not restrict the level of competition nor favour a particular Bidder will be given consideration. Canada reserves the right to accept or reject any or all suggestions. 2.7 APPLICABLE LAWS Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario, Canada.
Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the Bidders. 2.8 DEBRIEFINGS Bidders may request a debriefing on the results of the RFP process, within 15 working days upon notification of the process results. The debriefing may be in writing, by telephone or in person.
2.9 CHALLENGES The Office of the Procurement Ombudsman (OPO) was established by the Government of Canada to provide an independent avenue for suppliers to raise complaints regarding the award of contracts under $25,000 for goods and under $100,000 for services, in accordance with the Agreement on Internal Trade. You may raise concerns regarding the solicitation, or the resulting award, with the Canada’s representative in a first attempt to address the concern or if not satisfied, with OPO by contacting them by telephone at 1-866-734-5169, by e-mail at [email protected] or by visiting their website at http://www.opo.gc.ca. 2.10 NO PROMOTION OF BIDDERS INTEREST Bidders will not make any public comment, respond to questions in a public forum or carry out any activities to publicly promote or advertise their interest in this Project. 2.11 INCAPACITY TO CONTRACT WITH GOVERNMENT By submitting a proposal, the Bidder certifies that neither the Bidder nor any of the Bidder's affiliates has ever been convicted of an offence under any of the following provisions. Canada may reject a proposal where the Bidder, including the Bidder’s officers, agents and employees, has been convicted of an offence under the following provisions of the Criminal Code: a. paragraph 80(1)(d) (False entry, certificate or return), subsection 80(2) (Fraud against Her Majesty) or section 154.01 (Fraud against Her Majesty) of the Financial Administration Act, or b. section 121 (Frauds on the government and Contractor subscribing to election fund), section 124 (Selling or Purchasing Office), section 380 (Fraud) for fraud committed against Her Majesty or section 418 (Selling defective stores to Her Majesty) of the Criminal Code of Canada, or c. section 462.31 (Laundering proceeds of crime) or d. sections 467.11 to 467.13 (Participation in activities of criminal organization) of the Criminal Code of Canada, or section 45 (Conspiracies, agreements or arrangements between competitors), 46 (Foreign directives) 47 (Bid rigging), 49 (Agreements or arrangements of federal financial institutions), 52 (False or misleading representation), 53 (Deceptive notice of winning a prize) under the Competition Act, or e. section 239 (False or deceptive statements) of the Income Tax Act, or f. section 327 (False or deceptive statements) of the Excise Tax Act, or g. section 3 (Bribing a foreign public official) of the Corruption of Foreign Public Officials Act, or h. section 5 (Trafficking in substance), section 6 (Importing and exporting), or section 7 (Production of substance) of the Controlled Drugs and Substance Act, or i. any provision under any law other than Canadian law having a similar effect to the above-listed provisions.
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Request for Proposal (RFP) PART 3 - BID PREPARATION INSTRUCTIONS 3.1 PROPOSAL PREPARATION INSTRUCTIONS Canada requests Bidders provide their proposal in a Hard and Soft copy format.
If both soft and hard copies are submitted and there is a discrepancy between the wording of the soft copy and the hard copy, the wording of the hard copy will have priority over the wording of the soft copy.
Canada requests that Bidders provide their bid in separately fastened sections as follows:
Section I: Technical Proposal (__4_ hard copies and _1__ soft copy (USB Key)
Section II: Financial Proposal (__4__ hard copies and __1_ soft copy (USB Key)
Section III: Certifications (_4___ hard copies and _1__ soft copy (USB Key)
Section IV: Additional Information (__4__ hard copies and _1__ soft copy (USB Key)
Please note: bids may be modified or resubmitted only before the solicitation closing date, and must be done in writing. This includes electronically transmitted responses. The latest bid received will supersede any previously received bids.
3.2 TECHNICAL PROPOSAL INSTRUCTIONS Section I: to be labeled “Technical Proposal”; 2018-EVAL-UKRAINE 4 Hard copies and 1 Soft copy; Bidders must submit their technical proposal in accordance with Section I.
3.2.1 In their technical bid, Bidders should demonstrate their understanding of the requirements contained in the bid solicitation and explain how they will meet these requirements. Bidders should demonstrate their capability and describe their approach to carry out the work in a thorough, concise and clear manner. 3.2.2 The technical bid should address clearly and in sufficient depth the points that are subject to the evaluation criteria against which the bid will be evaluated. Simply repeating the statement contained in the bid solicitation is not sufficient. In order to facilitate the evaluation of the bid, The bidder is requested to address and present topics in the order of the evaluation criteria under the same headings. The following forms should be completed and included with the Technical Proposal detailed in Annex E. a. Form Tech-5 – Personnel Identification Matrix b. Form Tech-6A – Curriculum Vitae for Proposed Personnel c. Form Tech-6B – Additional Team Experience d. Form Tech-7 - Example of an Evaluation Assignment for the Team Leader 3.2.3 The Bidder must provide the necessary documentation to support compliance with this requirement. a. The Bidder is advised that only listing experience without providing any supporting data to describe where and how such experience was obtained will not constitute “demonstrated” for the purpose of the evaluation; b. The Bidder must provide complete details as to where, when and how (through which activities/responsibilities) the stated qualifications / experience / knowledge was gained or knowledge was attained, supported by resumes and any necessary supporting documentation. In order to demonstrate when experience was obtained, the bidder must indicate the duration of such experience, specifying the start and end dates (month and year at a minimum). c. Where a criterion or sub-criterion specifies a number of months of experience, the months where the Evaluation Assignments/Assignments overlap are counted once. d. Where a criterion or sub-criterion specifies a number of months of experience, the level of effort (Number of month) to be demonstrated by the Bidder should be in accordance with the Evaluation Assignment/Assignment (Example: January 2012 to March 2015) period. If there is a discrepancy between the evaluation assignment period and the level of effort provided, the Evaluation Assignment/Assingment period will prevail. e. Where specified in the respective TECH(s) and/or Attachment 1 to Part 4: Technical Evaluation Criteria, Bidders are requested to respect page limits assigned to responses to any or all RFP requirements. Evaluators will not consider or evaluate information contained in pages exceeding the specified limit.
3.2.4 Bidders should provide the required references in the Technical Proposal of their bid to be awarded a contract. Canada may declare a bid non-responsive if the required references are not submitted as requested.
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Request for Proposal (RFP)
3.3 FINANCIAL PROPOSAL INSTRUCTIONS Section II: to be labeled “Financial Proposal”; 4 Hard copies and 1 Soft copy; Bidders must submit their Financial Proposal in accordance with Section II. All information related to Professional Fees and Reimbursable Expenses must appear in Section II only and must not be indicated in any other section of the proposal. Failure to comply will result in the proposal being declared non-compliant and rejected from further consideration. All the information required in the Financial Proposal must appear in a separate envelope and should be identified as the Financial Proposal.
3.3.1 The financial proposal must be prepared in accordance with the Financial Proposal – Standard Form detailed in Annex F. The form FIN1 must be included in the financial proposal. If the bidder does not provide FIN1 form with the financial proposal, or does not comply with the provisions of 3.4 Firm Price, the Proposal will be rejected.
3.3.2 Bidders must submit their financial proposal in Canadian dollars (CAD $).
3.3.3 Bidders are requested to exclude all Applicable Taxes from the Firm Price.
3.4 FIRM PRICE
3.4.1 Bidders must quote an all-inclusive Firm Price in Canadian dollars (CAD) in Annex F, Financial Proposal– Standard Form attached. The Firm Price must include, all costs resulting from the performance of the Work as described in this RFP, all overhead costs, all costs resulting from the performance of any additional Work described in the Bidder’s Proposal including all travel and living costs.
3.4.2 All payments will be made according to the terms of payment set out in the Resulting Contract.
3.4.3 The Firm Price must be comprised of the Firm all-inclusive daily Fees for the Team Leader and each member of the proposed team with their associated fixed level of effort and Travel and Living Costs associated with the data collection mission.
3.4.4 Professional Fees: The Firm all-inclusive daily fees comprised in the Firm Price must include the following cost elements:
a. Direct salaries: b. Employee fringe benefits; c. Overhead/ indirect costs; d. Travel and living expenses incurred from the Bidder’s place of business and inside the National Capital Region (NCR) as defined in the National Capital Act (R.S.C., 1985, c. N-4), available on the Justice Website, to attend meetings; and e. Profit.
3.4.5 Travel and Living Expenses: Travel and Living Expenses that they will incur in the realization of the project in Canada and in the Recipient Country Travel and Living Expenses should not contain any elements of Fees, costs of Contractor(s), if any, or overhead/ indirect costs.
The Travel and Living Expenses comprised in the Firm Price must include the following cost elements:
a. The cost of travel b. the cost of commercial transportation c. the cost of meals d. the cost of registration, photographs, and courier services related to obtaining a visa/work permit; e. the cost of accommodation f. all other actual and reasonable costs considered legitimate project travel expenses,
3.4.6 Financial Mandatory Requirement
The maximum funding available including the Professional Fees, Travel and Living Expenses from the bid solicitation is $355,000 (excluding applicable taxes). Bids valued in excess of this amount will be considered non-responsive. This disclosure does not commit Canada to pay the maximum funding available.
3.5 TAXES 3.5.1 Bidders are requested to exclude all Applicable Taxes from the price prior to the award of the contract. The Bidder may provide details concerning the applicability, amount and administration of the payment of taxes and duties payable in respect of the Work.
3.5.2 Canada will pay the Bidder’s output taxes as required by local tax legislation but will not be responsible for the payment of the input taxes payable by the Bidder to any third party (including Subcontractors).
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Request for Proposal (RFP)
3.6 CERTIFICATIONS Section III: to be labeled “Certifications”; 4 Hard Copies and 1 Soft Copy; Bidders must submit the certifications required under Attachment 1 to Part 3 - Certifications. Please see Attachment 1 to Part 3 for Certifications instructions.
3.6.1 Federal Contractors Program for Employment Equity – Bid Certification
By submitting a bid, the Bidder certifies that the Bidder, and any of the Bidder's members if the Bidder is a Joint Venture, is not named on the Federal Contractors Program (FCP) for employment equity "FCP Limited Eligibility to Bid" list.
(http://www.labour.gc.ca/eng/standards_equity/eq/emp/fcp/list/inelig.shtml) available from Employment and Social Development Canada (ESDC) - Labour's website.
DFATD will have the right to declare a Proposal non-responsive if the Bidder, or any member of the Bidder if the Bidder is a Joint Venture, appears on the “FCP Limited Eligibility to Bid” list at the time of contract award.
3.7 INSURANCE REQUIREMENTS The Bidder must provide a letter from an insurance broker or an insurance company licensed to operate in Canada stating that the Bidder, if awarded a contract as a result of the bid solicitation, can be insured in accordance with the Insurance Requirements specified in Annex C. If the information is not provided in the bid, the Contracting Authority will so inform the Bidder and provide the Bidder with a time frame within which to meet the requirement. Failure to comply with the request of the Contracting Authority and meet the requirement within that time period will render the bid non-responsive.
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Request for Proposal (RFP)
ATTACHMENT 1 TO PART 3 – CERTIFICATIONS
Bidders must provide the required certifications and additional information to be awarded a contract.
The certifications provided by Bidders to Canada are subject to verification by Canada at all times. Canada will declare a bid non-responsive, or will declare a contractor in default if any certification made by the Bidder is found to be untrue, whether made knowingly or unknowingly, during the bid evaluation period or during the contract period.
Canada’s Representative will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply and to cooperate with any request or requirement imposed by the Canada’s Representative will render the bid non-responsive or constitute a default under the Contract.
A1. CERTIFICATIONS REQUIRED WITH THE BID Bidders must submit the following duly completed certifications as part of their bid.
A1.1. INTEGRITY PROVISIONS – DECLARATION OF CONVICTED OFFENCES In accordance with the Ineligibility and Suspension Policy, the Bidder must provide with its bid the required documentation (http://www.tpsgc-pwgsc.gc.ca/ci-if/formulaires-forms-eng.html), as applicable, to be given further consideration in the procurement process.
A2. CERTIFICATIONS PRECEDENT TO CONTRACT AWARD AND ADDITIONAL INFORMATION The certifications and additional information listed below should be submitted with the bid but may be submitted afterwards. If any of these required certifications or additional information is not completed and submitted as requested, Canada’s Representative will inform the Bidder of a time frame within which to provide the information. Failure to provide the certifications or the additional information listed below within the time frame specified will render the bid non-responsive.
A2.1. INTEGRITY PROVISIONS – REQUIRED DOCUMENTATION In accordance with the Ineligibility and Suspension Policy, the Bidder must provide the required documentation (http://www.tpsgc-pwgsc.gc.ca/ci-if/formulaires-forms-eng.html), as applicable, to be given further consideration in the procurement process.
A2.2. STATUS AND AVAILABILITY OF RESOURCES The Bidder certifies that, should it be awarded a contract as a result of the bid solicitation, every individual proposed in its bid will be available to perform the Work as required by Canada's representatives and at the time specified in the bid solicitation or agreed to with Canada's representatives. If for reasons beyond its control, the Bidder is unable to provide the services of an individual named in its bid, the Bidder may propose a substitute with equal or higher qualifications and experience. The Bidder must advise Canada’s Representative of the reason for the substitution and provide the name, qualifications and experience of the proposed replacement. For the purposes of this clause, only the following reasons will be considered as beyond the control of the Bidder: death, sickness, maternity and parental leave, retirement, resignation, dismissal for cause or termination of an agreement for default. If the Bidder has proposed any individual who is not an employee of the Bidder, the Bidder certifies that it has the permission from that individual to propose his/her services in relation to the Work to be performed and to submit his/her résumé to Canada. The Bidder must, upon request from Canada’s Representative, provide a written confirmation, signed by the individual, of the permission given to the Bidder and of his/her availability. Failure to comply with the request may result in the bid being declared non-responsive.
A2.3. EDUCATION AND EXPERIENCE The Bidder certifies that all the information provided in the résumés and supporting material submitted with its bid, particularly the information pertaining to education, achievements, experience and work history, has been verified by the Bidder to be true and accurate. Furthermore, the Bidder warrants that every individual proposed by the Bidder for the requirement is capable of performing the Work described in the resulting contract.
CERTIFICATIONS APPLICABLE TO CANADIAN BIDDERS ONLY
A2.4. FORMER PUBLIC SERVANT Contracts awarded to former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny, and reflect fairness in the spending of public funds. In order to comply with Treasury Board policies and directives on contracts awarded to FPSs, bidders must provide the information required below before contract award. If the answer to the questions and, as applicable the information required have not been received by the time the evaluation of bids is completed, Canada will inform the Bidder of a time frame within which to provide the information. Failure to comply with Canada’s request and meet the requirement within the prescribed time frame will render the bid non-responsive.
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Request for Proposal (RFP)
DEFINITIONS For the purposes of this clause, "former public servant" is any former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police. A former public servant may be: a. an individual; b. an individual who has incorporated; c. a partnership made of former public servants; or d. a sole proprietorship or entity where the affected individual has a controlling or major interest in the entity. "lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the implementation of various programs to reduce the size of the Public Service. The lump sum payment period does not include the period of severance pay, which is measured in a like manner.
"pension" means a pension or annual allowance paid under the Public Service Superannuation Act (PSSA), R.S., 1985, c.P-36, and any increases paid pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c. S-24 as it affects the PSSA. It does not include pensions payable pursuant to the Canadian Forces Superannuation Act, R.S., 1985, c. C-17, the Defence Services Pension Continuation Act, 1970, c. D-3, the Royal Canadian Mounted Police Pension Continuation Act , 1970, c. R-10, and the Royal Canadian Mounted Police Superannuation Act, R.S., 1985, c. R-11, the Members of Parliament Retiring Allowances Act, R.S. 1985, c. M-5, and that portion of pension payable to the Canada Pension Plan Act, R.S., 1985, c. C-8.
FORMER PUBLIC SERVANT IN RECEIPT OF A PENSION As per the above definitions, is the Bidder a FPS in receipt of a pension? Yes ( ) No ( ) If so, the Bidder must provide the following information, for all FPSs in receipt of a pension, as applicable: a. name of former public servant; b. date of termination of employment or retirement from the Public Service. By providing this information, Bidders agree that the successful Bidder’s status, with respect to being a former public servant in receipt of a pension, will be reported on departmental websites as part of the published proactive disclosure reports in accordance with Contracting Policy Notice: 2012-2 and the Guidelines on the Proactive Disclosure of Contracts.
WORK FORCE ADJUSTMENT DIRECTIVE Is the Bidder a FPS who received a lump sum payment pursuant to the terms of the Work Force Adjustment Directive? Yes ( ) No ( )
If so, the Bidder must provide the following information: a. name of former public servant; b. conditions of the lump sum payment incentive; c. date of termination of employment; d. amount of lump sum payment; e. rate of pay on which lump sum payment is based; f. period of lump sum payment including start date, end date and number of weeks; g. number and amount (professional fees) of other contracts subject to the restrictions of a work force adjustment program. For all contracts awarded during the lump sum payment period, the total amount of fees that may be paid to a FPS who received a lump sum payment is $5,000, including Applicable Taxes.
A2.5. FEDERAL CONTRACTORS PROGRAM FOR EMPLOYMENT EQUITY – CERTIFICATION
By submitting a Proposal, the Bidder certifies that the Bidder, and any of the Bidder's members if the Bidder is a consortium or joint venture, is not named on the Federal Contractors Program (FCP) for employment equity "FCP Limited Eligibility to Bid" list (http://www.labour.gc.ca/eng/standards_equity/eq/emp/fcp/list/inelig.shtml) available from Employment and Social Development Canada (ESDC) - Labour's website.
DFATD will have the right to declare a Proposal non-responsive if the Bidder, or any Member if the Bidder is a consortium or a joint venture, appears on the “FCP Limited Eligibility to Bid” list at the time of contract award.
CERTIFICATION STATEMENT
By signing and submitting this page, the Bidder certifies that the information submitted by the Bidder in response to Attachment 1 to Part 3 is accurate and complete.
______Name & Signature of Authorized Individual Date
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Request for Proposal (RFP)
PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION 4.1 EVALUATION AND SELECTION 1. Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical, financial evaluation criteria.
2. An evaluation team composed of representatives of Canada will evaluate the bids.
3. If the Bidder is deemed to be non-responsive / non-compliant at any time during the below two (2) stages of evaluation, the technical stage or the financial stage, the bid will be set aside and given no further consideration.
4.2 TECHNICAL EVALUATION Mandatory and point-rated technical evaluation criteria are included in attachment 1 to Part 4.
4.3 FINANCIAL EVALUATION SACC Manual Clause A0222T (2014-06-26), “Evaluation of Price”
4.3.1 SACC Manual Clause C2000 (2007-11-30), “Taxes, Foreign-Based Contractor” Financial proposals will only be opened and evaluated if the technical proposal achieves a score equal to or in excess of the minimum technical score indicated in 4.4 Basis of Selection.
4.3.2 The total financial proposal is estimated in the Financial Bid Presentation Sheet – Form FIN1.
4.3.3 FIN1 is the sum of the total cost of Professional Fees and Travel and Living Costs: The sub-totals of Professional Fees will be calculated by multiplying the Firm all-inclusive daily Fee by the level of effort determined by the Bidder for the Team Leader and each member of the proposed team in accordance with Form FIN1. The total all-inclusive firm price (exclusive of taxes) will be calculated by adding the sub-totals of Professional Fees and the Travel and Living Costs for the Mission as described in the Statement of Work (SoW).
4.4 BASIS OF SELECTION 4.4.1 Basis of Selection – Highest Combined Rating of Technical Merit and Price
1. To be declared responsive, a bid must:
a. comply with all the requirements of the bid solicitation; and b. meet all mandatory criteria; and c. obtain the required minimum pass marks of 108 points overall for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 155 points. d. meet the Financial Mandatory Requirement
2. Bids not meeting "(a) or (b) (c) or (d)" will be declared non-responsive.
The bids will be further evaluated as follows:
3. The selection will be based on the highest responsive combined rating of technical merit and price. The ratio will be 70 % for the technical merit and 30 % for the price. 4. To establish the technical merit score, the overall technical score for each responsive bid will be determined as follows: total number of points obtained divided by the maximum number of points available multiplied by the ratio of 70 %.
5. To establish the pricing score, each responsive bid will be prorated against the lowest evaluated price and the ratio of 30 %.
6. For each responsive bid, the technical merit score and the pricing score will be added to determine its combined rating.
7. Neither the responsive bid obtaining the highest technical score nor the one with the lowest evaluated price will necessarily be accepted. The responsive bid with the highest combined rating of technical merit and price will be recommended for award of a contract.
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Request for Proposal (RFP)
The table below illustrates an example where all three bids are responsive and the selection of the contractor is determined by a 70/30 ratio of technical merit and price, respectively. The total available points equal 155 and the lowest evaluated price is $250,000.00 (250).
Basis of Selection – Highest Combined Rating Technical Merit (70%) and Price (30%)
Bidder 1 Bidder 2 Bidder 3
Overall Technical Score 115/155 110/155 125/155
Total Financial Proposal (FIN1) $350,000.00 $250,000.00 $345,000.00
Technical 115/155 x 110/155 x 125/155 x Calculations Merit Score 70 = 51.94 70 = 49.68 70 = 56.45
Pricing Score 250/350 x 250/250 x 250/345x 30 30 = 21.43 30 = 30 = 21.74
Combined Rating 73.37 79.68 78.19 Overall Rating 3rd 1st 2nd
Page 13 of 65 International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______ATTACHMENT 1 TO PART 4 – TECHNICAL EVALUATION Date: ______
For the purpose of this Bid Solicitation, the following definitions apply to the requirements: The term “at least” reflects the minimum expectation for a requirement. No points will be awarded if the minimum requirement is not demonstrated. “Assignment” the term assignment is defined as a mandate with specific duties, deliverables and a specific period. An assignment can be part of a full-time job. “Country Program” refers to development programs administered by a donor to one specific country for many different projects in different sectors including bilateral aid as well as bilateral aid disbursed through multilateral and other organizations including humanitarian aid. “Eastern Europe” includes Albania, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, Estonia, Georgia, Hungary, Latvia, Lithuania, Montenegro, Poland, Republic of Moldova, Romania, Russian Federation, Serbia, Slovakia, Slovenia, Ukraine and the former Yugoslav Republic of Macedonia. The United Nations Regional Groups of Member States for Eastern Europe can be found at http://www.un.org/depts/DGACM/RegionalGroups.shtml “Expertise” refers to knowledge or experience gained through work or studies in a given thematic area. “Evaluation Assignment” refers to a specific Assignment of short duration focusing on specific evaluation duties and tasks leading to evaluation deliverables such as an evaluation report. “Fragile and Conflict-Affected State”: Refer to Annex 1 for a list of fragile and conflict affected states that will be considered for the purpose of this bid. This list takes into account a combination of the following indices: OECD States of Fragility Series, the Fund for Peace Fragile States Index, and the Institute for Economics and Peace Global Peace Index. “Gender Equality” acknowledges that men and women may sometimes require different treatment to achieve similar results, due to different life conditions or to compensate for past discrimination. Gender equality, therefore, is the equal valuing by society of both the similarities and the differences between women and men, and the varying roles they play. “Governance” includes: 1) enhancing the transparency and accountability of partner countries’ institutions; 2) supporting citizen participation and ownership in development process to sustain social and economic progress, and 3) strengthening service-delivery capacity at all levels of government. “International Assistance” includes international development, humanitarian assistance and peace and stabilization programming. In Canada this includes all financial resources provided by Canadian governments (federal, provincial, or municipal) including from the International Assistance Envelope (IAE), which is the Government of Canada’s dedicated pool of resources and main budget planning tool to support International Assistance objectives. The IAE funds over 85 percent of Canada’s International Assistance. The IAE is used to fund the majority of Canada’s Official Development Assistance Accountability Act (ODAAA) related activities as well as other specific activities that do not meet the definition of Official Development Assistance (ODA), such as certain peace and security efforts . “Peace and Stabilization” refers to programming aimed at preventing and responding to emerging and on-going situations of violent conflict and political crises abroad. It includes areas such as conflict mediation and promotion of dialogue and reconciliation; mine action; ceasefire and human rights monitoring and protection; police deployments, and strengthening governance institutions. “Recognized Educational Institution” is defined as a public, non-governmental or private entity that has been given full or limited authority to grant degrees by an act of the relevant legislature. “Sustainable Economic Growth” means an increase over time in the output of an economy that integrates economic, social, and environmental considerations and that is supported by efficient institutions and sound policies. This growth must also enable the poor to participate in economic opportunities and enjoy benefits. “Thematic Programming” refers to development programs with a specific thematic focus on one type or sector of activity or a particular issue, e.g., children and youth, sustainable economic growth, food security, urban poverty, education, health and others. Thematic programs are supplementary to geographic programs and are frequently implemented using a horizontal approach using many different projects and partners from varying disbursement mechanisms (multilateral, Canadian, and local partners).
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Mandatory Technical Criteria NOT Description MET Comments & Substantiating Information MET M1 Using form TECH-6A - Curriculum Vitae for Proposed Personnel, the Bidder must demonstrate that the proposed Team Leader has 36 months of experience providing evaluation services in International Assistance. To meet this requirement, the Bidder must clearly indicate the level of effort in months for each Evaluation Assignment listed for the proposed Team Leader.
M2 Using TECH-6A - Curriculum Vitae for Proposed Personnel the Bidder must demonstrate that the proposed Team Leader has led and completed at least two (2) Evaluation Assignments in International Assistance. To meet this requirement, the Evaluation Assignments must have been completed not earlier than 10 years prior to the RFP closing date AND be at least 6 months in duration.
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
The bidder should use TECH-5 and TECH-6A to substantiate the following
requirements: R1 Team Leader
R1.1 Team Leader Education (maximum 5 points) Using Form TECH-6A – Curriculum Vitae for Proposed Personnel, the Bidder should indicate the proposed Team Leader’s highest level of education completed from a Recognized Educational Institution, in a relevant field such as social sciences, international development, organizational development, political science, project /5 management or public administration. Points will be awarded as follows: Master’s degree: 5 points Bachelor’s degree: 2 points
R1.2 Team Leader Experience evaluating a Country Program or Thematic Programming in International Assistance (maximum two (2) pages) (maximum 20
points)
Using Form TECH 7 – Example of an Evaluation Assignment for the Team Leader, the Bidder should describe one (1) example of a completed Evaluation Assignment of a Country Program or Thematic Programming evaluation in International Assistance, led
by the proposed Team Leader, similar in scope and complexity to these Statement of
Work which demonstrates the proposed Team Leader’s evaluation experience. The Bidder may use one of the same Evaluation Assignments described in the Mandatory Criterion M2.
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
/10 The Evaluation Assignment will be evaluated as follows:
A. Location of the International Assistance Evaluation Assignment: (maximum 10 points, non-cumulative): Ukraine: 10 points Eastern Europe, excluding Ukraine: 8 points
Fragile and Conflict-Affected States: 6 points
Other countries where DFATD has a large volume of International Assistance
programming*: 4 points Other countries: 1 point *A large volume of Canada’s International Assistance programming has been concentrated in Afghanistan, Bangladesh, Burkina Faso, the Caribbean Region, Colombia, Democratic Republic of the Congo, Ethiopia, Ghana, Haiti, Honduras, /10 Indonesia, Jordan, Kenya, Mali, Mozambique, Myanmar, Nigeria, Pakistan, Peru, Philippines, Senegal, South Sudan, Tanzania, Ukraine, and West Bank and Gaza. B. Value of the evaluation assignment in Canadian dollar value (maximum 10 points): More than $300,000: 10 points Between $100,001 and $300,000: 6 points Less than $100,000: 1 point.
Subtotal – Team Leader /25 R.2 Sector Specialists
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
R2.1 Sector Specialists Education and Experience. (maximum twelve (12) pages) (maximum 45 points) The Bidder should propose at least three individuals as Sector Specialists in the following areas: Governance, Sustainable Economic Growth, and Peace and Stabilization. If less than three individuals are identified as Sector Specialists, the proposal will be given 0 for the criteria R1 and R2.
When the proposed Team Leader is also a Sector Specialist, the Bidder is to clearly
indicate in the corresponding TECH-5 and TECH-6A Forms. Without this indication,
the experience of the Team Leader will not be considered for the purpose of this
criterion.
A Sector Specialist may cover up to two of the three areas. The Bidder is to clearly indicate the area of expertise for the experience to be considered in criteria B.1 to B.4.
Using form TECH-6A – Curriculum Vitae for Proposed Personnel, one TECH-6A form per proposed Sector Specialist, the Bidder should demonstrate the following: A. For each proposed Sector Specialist, the Bidder should indicate the highest level /5 of education completed in a Recognized Educational Institution, in a relevant field such as International Development, Governance, Sustainable Economic Growth, or Peace and Stabilization. (maximum 5 points).
Points will be awarded as follows: Bachelor’s Degree for all proposed Sector Specialists: 1 point In addition, points will be awarded for advanced education with one of the following options:
Master’s or PhD Degree for three (3) or more Sector Specialists (Points only given when the Sector Specialists have different specializations): 4 points.
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
Master’s or PhD Degree for two (2) Sector Specialists (Points only given when the Sector Specialists have different specializations): 3 points Master’s or PhD Degree for one (1) Sector Specialist: 2 points B.1. The proposed Governance Sector Specialist should have experience in evaluating International Assistance programming in Governance. For the purpose of the criterion, the Bidder is to clearly demonstrate the duration expressed as a level of effort (in months) within each Evaluation Assignment. DFATD will only consider Evaluation Assignments that are ongoing or have been completed not earlier than 10 years prior to the RFP closing date. For ongoing Evaluation Assignments, at least 70% in terms of total level of effort for the Evaluation Assignment that has been completed. When more than one individual is proposed as Governance Sector Specialist, the individuals will be scored independently in accordance with this criterion and their scores will be averaged. /10 Points will be awarded as follows (maximum 10 points): Sixty (60) months or more of evaluation work experience in Governance: 10 points Between twenty-four (24) months to less than sixty (60) months of evaluation work experience in Governance: 7 points From twelve (12) months to less than twenty-four (24) months of evaluation work experience in Governance: 5 points. Less than twelve (12) months of evaluation work experience in Governance: 1 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
B.2. The proposed Sustainable Economic Growth Sector Specialist should have experience in evaluating International Assistance programming in Sustainable Economic Growth. For the purpose of the criterion, the Bidder is to clearly demonstrate the duration expressed as a level of effort (in months) within each Evaluation Assignment. DFATD will only consider Evaluation Assignments that are ongoing or have been completed not earlier than 10 years prior to the RFP closing date. For ongoing Evaluation Assignments, at least 70% in terms of total level of effort for the Evaluation Assignment that has been completed. When more than one individual is proposed as Sustainable Economic Growth Sector Specialist, the individuals will be scored independently in accordance with this criterion and their scores will be averaged. /10
Points will be awarded as follows (maximum 10 points): Sixty (60) months or more of evaluation work experience in Sustainable Economic Growth: 10 points Between twenty-four (24) months to less than sixty (60) months of evaluation work experience in Sustainable Economic Growth: 7 points From twelve (12) months to less than twenty-four (24) months of evaluation work experience in Sustainable Economic Growth: 5 points. Less than twelve (12) months of evaluation work experience in Sustainable Economic Growth: 1 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
B.3. The proposed Peace and Stabilization Sector Specialist should have experience in evaluating International Assistance programming in Peace and Stabilization. For the purpose of the criterion, the Bidder is to clearly demonstrate the duration expressed as a level of effort (in months) within each Evaluation Assignment. DFATD will only consider Evaluation Assignments that are ongoing or have been completed not earlier than 10 years prior to the RFP closing date. For ongoing Evaluation Assignments, at least 70% in terms of total level of effort for the Evaluation Assignment that has been completed. When more than one individual is proposed as Peace and Stabilization Sector Specialist, the individuals will be scored independently in accordance with this criterion and their scores will be averaged. /10
Points will be awarded as follows (maximum 10 points): Sixty (60) months or more of evaluation work experience in Peace and Stabilization: 10 points Between twenty-four (24) months to less than sixty (60) months of evaluation work experience in Peace and Stabilization: 7 points From twelve (12) months to less than twenty-four (24) months of evaluation work experience in Peace and Stabilization: 5 points. Less than twelve (12) months of evaluation work experience in Peace and Stabilization: 1 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
B.4. The location of International Assistance evaluation experience for the proposed Sector Specialists (maximum 10 points): Points will be awarded as follows (maximum 10 points, non-cumulative). Two or more Sector Specialists have worked in Ukraine (10 points) Two or more Sector Specialists have worked in Eastern Europe, excluding /10 Ukraine (8 points) Two or more Sector Specialists have worked in fragile and conflict-affected states (5 points), One Sector Specialist has worked in Ukraine (5 points ) One Sector Specialist has worked in Eastern Europe, excluding Ukraine (1 point)
Subtotal – Sector Specialists /45 R3 Additional Team Expertise /15
R3.1 Expertise. (maximum 15 points)
The Bidder should demonstrate that within the proposed team, members of the team have Expertise in the following areas: humanitarian assistance (international humanitarian system and best practices), agriculture development, and gender equality.
Only one team member will be rated for each area of expertise. If more than one team member is identified as having the requested expertise, the expertise of the individual presented first will be considered.
One team member can have multiple areas of expertise.
/5
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
Using forms TECH-5 – Personnel Identification Matrix, TECH-6A – Curriculum Vitae for Proposed Personnel, and TECH-6B – Additional Team Expertise, the Bidder is to clearly nominate a team member as an Expert to be rated for each of the three areas of expertise (criteria A.1 to A.3).
A.1. The proposed expert in humanitarian assistance (international humanitarian system and best practices) should have knowledge or experience gained through work or studies in the Thematic Area of humanitarian assistance (including the international humanitarian system and best practices).
For the purpose of the criterion, the Bidder is to clearly demonstrate the duration of Assignments expressed as a level of effort (in months) to demonstrate how the knowledge or expertise was gained.
DFATD will only consider work or study experience that is ongoing or has been completed not earlier than 10 years prior to the RFP closing date. For ongoing work or study, at least 70% in terms of total level of effort of the work or study experience that has been completed.
Points will be awarded as follows (maximum 5 points): •Sixty (60) months or more of work or study experience in humanitarian assistance (international humanitarian system and best practices): 5 points •Between twenty-four (24) months to less than sixty (60) months of work or study experience in humanitarian assistance (international humanitarian system and best practices): 4 points •From twelve (12) months to less than twenty-four (24) months of work or study experience in humanitarian assistance (international humanitarian system and best practices): 3 points. •Less than twelve (12) months of work or study experience in humanitarian assistance (international humanitarian system and best practices): 1 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
A.2. The proposed expert in agriculture development should have knowledge or experience gained through work or studies in the Thematic Area of agriculture development.
For the purpose of the criterion, the Bidder is to clearly demonstrate the duration of Assignments expressed as a level of effort (in months) to demonstrate how the knowledge or expertise was gained.
DFATD will only consider work or study experience that is ongoing or has been completed not earlier than 10 years prior to the RFP closing date. For ongoing work or study, at least 70% in terms of total level of effort of the work or study experience that /5 has been completed.
Points will be awarded as follows (maximum 5 points): •Sixty (60) months or more of work or study experience in agriculture development: 5 points •Between twenty-four (24) months to less than sixty (60) months of work or study experience in agriculture development: 4 points •From twelve (12) months to less than twenty-four (24) months of work or study experience in agriculture development: 3 points. •Less than twelve (12) months of work or study experience in agriculture development: 1 point.
A.3. The proposed expert in gender equality should have knowledge or experience gained through work or studies in the Thematic Area of gender equality.
For the purpose of the criterion, the Bidder is to clearly demonstrate the duration of /5 Assignments expressed as a level of effort (in months) to demonstrate how the knowledge or expertise was gained.
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
DFATD will only consider work or study experience that is ongoing or has been completed not earlier than 10 years prior to the RFP closing date. For ongoing work or study, at least 70% in terms of total level of effort of the work or study experience that has been completed.
Points will be awarded as follows (maximum 5 points): •Sixty (60) months or more of work or study experience in gender equality: 5 points •Between twenty-four (24) months to less than sixty (60) months of work or study experience in gender equality: 4 points •From twelve (12) months to less than twenty-four (24) months of work or study experience in gender equality: 3 points. •Less than twelve (12) months of work or study experience in gender equality: 1 point Subtotal – Additional Team Expertise /15 R4 Evaluation Approach and Methodology
R4.1 Evaluation Approach (maximum ten (10) pages) (maximum 10 points) The Bidder should propose an approach for the evaluation with a detailed description of how the proposed evaluation team will undertake the Evaluation Assignment. The appropriateness of the proposed approach will be assessed. In this context, appropriateness refers to the extent to which the proposed approach facilitates meeting the objectives of the evaluation; the scope of the evaluation; and the evaluation /10 questions. Points will be awarded based on the description provided using the following grading scale: (up to 3 or 4 points per element as indicated, maximum 10 points)
1. Ensures that the objectives of the evaluation (section 1 of the Statement of Work) will be met:
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
Appropriate description: 3 points Partially appropriate description: 1 point Description not appropriate for the evaluation objectives: 0 point
2. Ensures that the scope of the evaluation (section 2 of the Statement of Work) will be covered: Appropriate description: 3 points Partially appropriate description: 1 point Description not appropriate to the scope: 0 point
3. Ensures that the evaluation questions (section 3 of the Statement of Work) will be answered: Appropriate description: 4 points Partially appropriate description: 2 points Description not appropriate to the questions: 0 point
R4.2 Proposed Methodology (maximum ten (10) pages) (maximum 40 points)
The Bidder should propose a methodology for the evaluation with a detailed description of how the proposed evaluation team will undertake the Evaluation Assignment. A. The proposed methodology will be assessed on the appropriateness of the following elements: 1. Demonstrated knowledge and understanding of the international assistance context in Ukraine /10
Points will be awarded based on the following grading scale for each element
(maximum 10 points):
Demonstrated: 10 points Partially demonstrated: 5 points
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
Element is not demonstrated: 0 point
2. The methodology is aligned with the Evaluation Assignment (outlined in the Statement of Work)
Points will be awarded based on the following grading scale: (maximum 5 points). /5 Appropriately aligned with the Evaluation Assignment: 5 points Partially aligned with the Evaluation Assignment: 2 points Element is not appropriately aligned with the Evaluation Assignment: 0 point /25
B. The Bidder should describe each of the following elements in its proposed methodology: 1. A data collection plan 2. A sampling plan for proposed data collection activities and sampling representativeness 3. A data analysis plan 4. The integration of cross-cutting themes 5. The evaluation limitations and mitigation strategies. Points will be awarded based on the description provided using the following grading scale: (up to 5 points per element, maximum 25 points). The appropriateness of the element for the Evaluation Assignment (outlined in the Statement of Work) will be assessed. Element is appropriate: 5 points Element is partially appropriate: 2 points Element is not appropriate: 0 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
Subtotal – Evaluation Approach and Methodology /50
R4.3 Quality Management System Quality Management System (maximum ten (10) pages) (maximum 20 points) The Bidder should demonstrate that a quality management system has been developed, implemented, and documented for the organization with evidence that is verifiable if requested. This could include the provision of the Bidder’s valid ISO 9001 certification documentation (for 15 points only) or the description of a Quality Plan and supporting documentation as evidence that a quality assurance system has been established and is operational (up to 20 points). ISO 9001 ISO 9001: https://www.iso.org/iso-9001-quality-management.html Bidders with a valid ISO 9001 Certification (2008 or 2015), will be awarded 15 points. Quality Plan Quality Plan: https://www.iso.org/standard/37006.html /20 Bidders who choose to present a Quality Plan will be awarded up to 20 points (outlined below). Responses cannot be combined (i.e. presenting ISO 9001 certification and elements of a Quality Plan). Bidders who opt to present both a valid ISO 9001 Certification and a Quality Plan will only receive 15 points for their certification. Points for a Quality Plan will be awarded for the demonstration of each element using the following grading scale: (up to 2 points per element, maximum 20 points) Element appropriately demonstrated: 2 points Element partially demonstrated: 1 point Element not demonstrated : 0 point
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
The Quality Plan should include the following elements: 1. A detailed overview of the Quality Management System that is in place, including monitoring and management tools (e.g. dashboards), that demonstrate how deliverables in this Evaluation Assignment will be provided on-time, on-budget, and to meet the quality expectations of the Statement of Work. 2. An overview of how the Bidder ensures independence and neutrality during evaluative activities. 3. The identification of the individual or position who will be responsible for reviewing and approving all project deliverables prior to their submission to the Technical Authority. 4. A detailed description of the process that is in place to review and approve each project deliverable prior to their submission to the Technical Authority. 5. A description of how Quality Assurance Checkpoints are embedded in project timelines with tools/techniques in place to monitor and manage the quality of processes, analyses, and products. 6. A description of how demand from a number of concurrent products, projects, processes or contracts will be satisfied, and the risk of losing team members mitigated. 7. A description of how team members are assigned to tasks that match their level of education, training, and experience. 8. A description of how the Bidder plans and implements training/learning plans for team members to ensure continuous improvement. 9. A description of how the Bidder completes and follows-up on performance reviews with staff members. 10. A description of the Bidder’s post-client engagement activities including surveys/follow-ups that will allow the Bidder to learn and improve after each contract.
Subtotal – Quality Management System /20
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______
Point Rated Technical Criteria
Comments & Substantiating Item Description Points Score Information
TOTAL TECHNICAL COMPONENT [Pass Mark =108 (70%)] /155
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International Request for Proposal –Evaluation of DFATD’s Ukraine Country Program Bidder’s Name: ______Assessor’s Name: ______Annex 1 For the proposal of this bid, the following Fragile and Conflict-Affected States will be considered.
Fragile and Conflict-Affected States Afghanistan Lebanon Timor-Leste Angola Liberia Uganda
Bangladesh Libya Ukraine Burkina Faso Madagascar *only related to conflict in 2009 Venezuela Burundi Mali West Bank and Gaza Strip Cambodia Mauritania Yemen Cameroon Mozambique Zambia Central African Republic Myanmar Zimbabwe Chad Nepal Colombia Niger Congo Republic Nigeria Cote d'Ivoire North Korea Dem. Rep. Congo Pakistan Djibouti *only related to border conflict with Eritrea Papua New Guinea Egypt Philippines Eritrea Rwanda Ethiopia Senegal *only related to region of Casamance Gambia Sierra Leone Guatemala Somalia Guinea South Sudan Guinea Bissau Sri Lanka Haiti Sudan India *only related to Kashmir, Assam, Nagaland Swaziland Iran Syria Iraq Tchad Kenya Thailand *only related to the south
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PART 5 - RESULTING CONTRACT CLAUSES 5.1 DEFINITIONS
In the Contract, unless the context otherwise requires:
"Applicable Tax" means any tax applicable in the jurisdiction of the Work;
"Bid” means proposal, and the terms can be used interchangeably in this document.
"Bidder" means the person or entity (or, in the case of a joint venture, the persons or entities) submitting a proposal to perform a contract for goods, services or both. It does not include the parent, subsidiaries or other affiliates of the Bidder, or its subcontractors.
“Canada”, “Crown, "Her Majesty", the “Minister” or the “Government” means Her Majesty the Queen in right of Canada as represented by the Minister of Foreign Affairs and any other person duly authorized to act on behalf of that minister;
"Canada’s Representative" means the person designated to act as Canada’s agent and representative for the purposes of this Contract;
"Contract" means the Articles of Agreement, these general conditions, any supplemental general conditions, annexes and any other document specified or referred to as forming part of the Contract, all as amended by agreement of the Parties from time to time;
"Contractor" means the person, entity or entities named in the Contract to supply goods, services or both to Canada;
"Contract Price" means the amount stated in the Contract to be payable to the Contractor for the Work, exclusive of Applicable Taxes;
“Days” means continuous calendar days, including weekends and statutory holidays;
"Government Property" means anything supplied to the Contractor by or on behalf of Canada for the purposes of performing the Contract and anything acquired by the Contractor in any manner in connection with the Work, the cost of which is paid by Canada under the Contract;
"Party" means Canada, the Contractor, or any other signatory to the Contract and "Parties" means all of them;
“Signature” means either signed on paper, whether the original or an electronic copy of the signed paper is sent to the Contractor; and
"Work" means all the activities, services, goods, equipment, matters and things required to be done, delivered or performed by the Contractor under the Contract.
5.2 PRIORITY OF DOCUMENTS The Parties agree to be bound by the following documents: 1. Articles of Agreement; 2. General Conditions 2010B (2016-04-04); 3. Supplementary Conditions; 4. Statement of Work (Annex A); 5. Basis of Payment (Annex B); 6. Insurance Requirements (Annex C); 7. Security Requirements Check List (Annex D); 8. the Contractor's bid dated INSERT DATE , as clarified on INSERT DATE,as amended on INSERT DATE.
In the event of discrepancies, inconsistencies or ambiguities of the wording of these documents, the document that appears first on the above list shall prevail.
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5.3 AUTHORITIES AND COMMUNICATION 5.3.1 Canada’s Representative Canada’s Representative for this Contract is:
Name: ______Title: ______Department of Foreign Affairs, Trade and Development Directorate: ______Address: 125 Sussex Drive, Ottawa, Ontario K1A 0G2 Telephone: ______E-mail address: ______
Canada’s Representative is responsible for the management of the Contract, and any changes to the Contract must be authorized in writing by Canada’s Representative. The Contractor must not perform Work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than Canada’s Representative.
5.3.2 Project Authority The Project Authority for this Contract is:
Name: ______Title: ______Department of Foreign Affairs, Trade and Development Directorate: ______Address: 125 Sussex Drive, Ottawa, Ontario K1A 0G2 Telephone: ______E-mail address: ______
The Project Authority is the representative of the department for whom the Work is being carried out under the Contract and is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the Project Authority, however the Project Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by Canada’s Representative.
5.3.3 Communication and Notices Any notice under the Contract must be in writing and may be delivered by hand, courier, mail, or email. It must be sent to the Party for whom it is intended at the address stated in the Contract. Any notice will only be effective on the day it is received at that address. Any notice to Canada must be delivered to Canada’s Representative.
5.3.4 Management of the Contract Subject to the other provisions of this Article, Canada’s Representative is responsible for the management of the Contract. Unless otherwise specified, no notice, instruction, authorization, refusal or other communication provided by Canada is valid under this Contract unless it is provided to the Contractor by Canada’s Representative. Likewise, no notice, instruction, authorization, refusal or other communication to Canada made by the Contractor or on its behalf is valid unless it is made to Canada’s Representative. The Contractor must not perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anyone other than Canada’s Representative.
5.3.5 Contractor's Representative The Contractor’s Representative is:
Name: ______Title: ______Company: ______Address: ______Telephone: ______E-mail address: ______
The Contractor reserves the right to replace the above-designated Contractor’s Representative by sending a notice in writing to Canada’s Representative to that effect.
5.3.6 Amendment To be effective, any amendment to the Contract must be done in writing and signed by Canada’s Representative and the Contractor’s Representative. 5.4 STANDARD CLAUSES AND CONDITIONS All clauses and conditions identified in the Contract by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and- guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada.
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5.5 GENERAL CONDITIONS 2010B (2016-04-04), General Conditions - Professional Services (Medium Complexity), apply to and form part of the Contract.
5.6 APPLICABLE LAWS The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the Province of ______, Canada.
5.7 NUMBER AND GENDER In these Articles of Agreement, the singular includes the plural and vice versa, and words importing the masculine gender include the feminine gender and the neuter, and vice versa.
5.8 STATE IMMUNITY All rights, remedies, powers and discretions granted or acquired by Canada under the Contract or by law cumulative, not exclusive. Notwithstanding anything in this Contract, Canada does not waive any right or immunity that it has or may have by virtue of international or domestic law.
5.9 SEVERABILITY If any provision of the Contract is declared by a court of competent jurisdiction to be invalid, illegal or unenforceable, that provision will be removed from the Contract without affecting any other provision of the Contract.
5.10 SUCCESSORS AND ASSIGNS The Contract is to the benefit of and binds the successors and permitted assignees of Canada and of the Contractor.
5.11 SURVIVAL All the Parties' obligations of confidentiality and representations set out in the Contract as well as the provisions, which by the nature of the rights or obligations might reasonably be expected to survive, will survive the expiry or termination of the Contract.
5.12 ADDITIONAL SACC MANUAL CLAUSES Proactive Disclosure of Contracts with Former Public Servants SACC Manual clause A3025C (2013-03-21), “Proactive Disclosure of Contracts with Former Public Servants”
5.13 PERFORMANCE OF THE WORK 5.13.1 Description of Work The Contractor must perform the Work described in the Statement of Work at Annex "A" in accordance with the Contract.
5.13.2 Period of the Contract The period of the Contract is from INSERT START DATE to INSERT END DATE inclusive. 5.13.3 Assigned Individuals If specific individuals are identified in Annex A to perform the Work, a. the Contractor must provide the services of those individuals unless the Contractor is unable to do so for reasons beyond its control; b. the Contractor must obtain Canada’s written approval, through Canada’s Representative, before replacing, removing or adding an individual to the approved team, and, more specifically, before any services are rendered by such individual; and c. the Contractor must not, in any event, allow performance of the Work by unauthorized replacement individuals.
5.13.4 Resources Canada reserves the right to conduct periodic background checks on personnel employed or subcontracted by the Contractor.
Canada reserves the right, in its sole discretion, to decide that personnel employed or subcontracted by the contractor are unsuitable. In such circumstances, the Contractor shall ensure that personnel are removed from property and replaced with personnel suitable to Canada.
5.13.5 Replacements Canada may order that a replacement individual stops performing the Work. In this case, the Contractor must immediately comply with the order and secure a further replacement in accordance with section 5.13.3. The fact that Canada does not order that a replacement stop
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performing the Work does not relieve the Contractor from its responsibility to meet the requirements of the Contract.
5.13.6 Compliance with Local Law In the performance of Services under this Contract, the Contractor will comply with all applicable provisions of the laws in force in Ukraine.
5.13.7 Security Requirements There are no security requirements applicable to this Contract.
5.13.8 Green Procurement
5.13.8.1 The Contractor should make every effort to ensure that all documents prepared or delivered under this contract are printed double-sided on Ecologo certified recycled paper or on paper with equivalent post-consumer recycled content, to the extent it is procurable.
5.13.8.2 The Contractor should make every effort to use environmentally preferred goods, services and processes, as required, to reduce any environmental impacts resulting from the performance of the Work. Environmentally preferable goods and services are those that have a lesser or reduced impact on the environment over the life cycle of the good or service, when compared with competing goods or services serving the same purpose. Environmental performance considerations include, among other things: the reduction of greenhouse gas emissions and air contaminants; improved energy and water efficiency; reduced waste and support reuse and recycling; the use of renewable resources; reduced hazardous waste; and reduced toxic and hazardous substances.
5.14 CERTIFICATIONS Compliance with the certifications provided by the Contractor in its bid is a condition of the Contract and subject to verification by Canada during the term of the Contract. If the Contractor does not comply with any certification or it is determined that any certification made by the Contractor in its bid is untrue, whether made knowingly or unknowingly, Canada has the right, pursuant to the default provision of the Contract, to terminate the Contract for default.
5.15 SACC MANUAL CLAUSES (IF APPLICABLE) Foreign Nationals (Canadian Contractor or Foreign Contractor) SACC Manual clause A2000C (2006-06-16), “Foreign Nationals (Canadian Contractor)” SACC Manual clause A2001C (2006-06-16), “Foreign Nationals (Foreign Contractor)”
5.16 PAYMENT TERMS 5.16.1 Basis of Payment Canada will pay the Contractor in accordance to the Basis of Payment included as Annex B. Payment under this Contract, except advance payments, will be conditional on the performance, completion and delivery of the Work, or any part of the Work to the satisfaction of Canada.
5.16.1.1 Professional Fees & Travel and Living Costs: In consideration of the Contractor satisfactory completing all of its obligations under the Contract, the Contractor will be paid a firm price of $______. Applicable Taxes are extra.
5.16.2 Method of Payment – Milestone Payments Canada will make milestone payments in accordance with the Schedule of Milestones detailed in the Contract and the payment provisions of the Contract if: a. an accurate and complete invoice and any other documents required by the Contract have been submitted in accordance with the invoicing instructions provided in section 0; b. all such documents have been verified by Canada; c. the Work delivered has been accepted by Canada.
5.16.2.1 The schedule of Milestones for which payments will be made in accordance with the Contract as follows:
Deliverables Description of Firm Price % Deliverable Date Deliverables Deliverable 1: As per Annex A, 10% Six (6) weeks following Evaluation Framework Statement of Work, the signature of the Article 4.1.2, Contract. Description of Deliverables
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Deliverable 2: Draft As per Annex A, 15% Within two (2) months Preliminary Findings Statement of Work, following the data Presentation Article 4.2.1, collection mission Description of Deliverables Deliverable 3: Final As per Annex A, 20% Within two (2) weeks Preliminary Findings Statement of Work, of receiving written, Presentation Article 4.2.2, consolidated Description of comments from the Deliverables Project Authority on the draft Preliminary Findings presentation. Deliverable 4: Draft As per Annex A, 25% Within three (3) weeks Evaluation Report Statement of Work, of receiving of Article 4.2.3, approval of the Final Description of Preliminary Findings. Deliverables
Deliverable 5: Final As per Annex A, 30% Within two (2) weeks Evaluation Report Statement of Work, of receiving written, Article 4.2.4, consolidated Description of comments from the Deliverables Project Authority on the draft Evaluation report.
5.16.3 Invoicing Instructions
5.16.3.1 The Contractor must ensure that each invoice it provides to Canada a. is submitted in the Contractor’s name; b. is submitted each month do so for each delivery or shipment; c. only applies to the Contract; d. shows the date, the name and address of the Project Authority, the description of the Work and the Contract number; e. details the claimed fees and disbursements, if applicable, in accordance with the Basis of Payment, exclusive of Applicable Taxes; f. sets out Applicable Taxes, such as the Contractor’s output VAT, as a separate item along with corresponding registration numbers from the tax authorities; g. identifies all items that are zero-rated, exempt from Applicable Taxes or to which it does not apply.
5.16.3.2 By submitting an invoice, the Contractor certifies in each case that the invoice is consistent with the Work delivered and is in accordance with the Contract.
5.16.4.3 Milestone Payments
The Contractor must submit 2 copies of the Milestone Payment Invoice to Canada’s Representative with the following codes: a) Purchase order: XX b) Vendor: XX c) GL Acct/ CC/ Fund: Professional Services: XX/ XX/XX
Each Invoice must be supported with the description and value of the Milestone claimed as detailed in Article 5.16.2.
5.16.4 Remittance to appropriate tax authority The Contractor agrees to remit to the appropriate government tax authority any amount of applicable tax legally required to be remitted by the Contractor, pursuant to applicable tax laws.
5.16.5 Infraction Canada may terminate this Contract or reduce or suspend any payments under it if the Contractor fails to honour the provisions in Article 5.188.
5.17 INSURANCE TERM
5.17.1 Specific Insurance Requirement
5.17.1.1 The Contractor must comply with the insurance requirements specified in Annex C. The Contractor must maintain the required insurance coverage for the duration of the Contract. Compliance with the insurance requirements does not release the Contractor from or reduce its liability under the Contract.
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5.17.1.2 The Contractor is responsible for deciding if additional insurance coverage is necessary to fulfill its obligation under the Contract and to ensure compliance with any applicable law. Any additional insurance coverage is at the Contractor's expense, and for its own benefit and protection.
5.17.1.3 The Contractor must forward to Canada’s Representative within 10 Days after the date of award of the Contract, a Certificate of Insurance evidencing the insurance coverage and confirming that the insurance policy complying with the requirements is in force. For Canadian-based Contractors, coverage must be placed with an Insurer licensed to carry out business in Canada, however, for Foreign-based Contractors, coverage must be placed with an Insurer with an A.M. Best Rating no less than “A-”. The Contractor must, if requested by Canada’s Representative, forward to Canada a certified true copy of all applicable insurance policies.
5.18 GOVERNANCE AND ETHICS 5.18.1 Conflict of Interest and Values and Ethics Codes for the Public Service The Contractor acknowledges that individuals who are subject to the provisions of the Conflict of Interest Act, 2006, c. 9, s. 2 (as amended from time to time), the Conflict of Interest Code for Members of the House of Commons, the Values and Ethics Code for the Public Service, Code of Conduct for Canadian Representatives Abroad or all other codes of values and ethics applicable within specific organizations cannot derive any direct benefit resulting from the Contract. The Contractor will notify Canada in writing of any situation, of which the Contractor is or becomes aware, in which one of the Contractor’s agents, employees or contractors derives, or is in a position to derive, an unauthorized benefit.
5.18.2 Incapacity to Contract with the Government The Contractor certifies that no one convicted under any of the provisions under subsection a or b are to receive any benefit under the Contract. In addition, the Contractor certifies that except for those offences where a criminal pardon or a record suspension has been obtained or capacities restored by the Governor in Council, neither the Contractor nor any of the Contractor's affiliates has ever been convicted of an offence under any of the following provisions:
a. paragraph 80(1)(d) (False entry, certificate or return), subsection 80(2) (Fraud against Her Majesty) or section 154.01 (Fraud against Her Majesty) of the Canadian Financial Administration Act, R.S.C. 1985, c. F-11, or b. section 121 (Frauds on the government and Contractor subscribing to election fund), section 124 (Selling or Purchasing Office), section 380 (Fraud) for fraud committed against Her Majesty or section 418 (Selling defective stores to Her Majesty) of the Criminal Code of Canada, R.S.C. 1985, c. C-46, or c. section 462.31 (Laundering proceeds of crime) or sections 467.11 to 467.13 (Participation in activities of criminal organization) of the Criminal Code of Canada, or d. section 45 (Conspiracies, agreements or arrangements between competitors), 46 (Foreign directives) 47 (Bid rigging), 49 (Agreements or arrangements of federal financial institutions), 52 (False or misleading representation), 53 (Deceptive notice of winning a prize) under the Canadian Competition Act, R.S.C. 1985, c. C-34, or e. section 239 (False or deceptive statements) of the Canadian Income Tax Act, R.S.C., 1985, c. 1 (5th Supp.), or f. section 327 (False or deceptive statements) of the Canadian Excise Tax Act, (R.S.C., 1985, c. E-15, or g. section 3 (Bribing a foreign public official) of the Canadian Corruption of Foreign Public Officials Act, S.C. 1998, c. 34 (as amended), or h. section 5 (Trafficking in substance), section 6 (Importing and exporting), or section 7 (Production of substance) of the Canadian Controlled Drugs and Substance Act, S.C. 1996, c. 19 (as amended); or i. any provision under the local law having a similar effect to the above-listed provisions.
5.18.3 Anti-Terrorism Consistent with numerous United Nations Security Council resolutions, including S/RES/1267 (1999) concerning Al Qaida and the Taliban, and associated individuals and entities, both Canada and the Contractor are firmly committed to the international fight against terrorism, and in particular, against the financing of terrorism. The Contractor acknowledges that neither it, nor any of its employees, Directors, or agents is an entity listed, in relation to terrorists groups and those who support them, under subsection 83.05 of the Criminal Code of Canada, and as identified thereto in a "List of Entities" which may be found at < http://laws-lois.justice.gc.ca/eng/regulations/SOR- 2002-284/index.html > and that it is not nor will it knowingly work with any party and entity appearing on the New Consolidated List established and maintained by the UN Security Council's 1267 Committee. Furthermore, the Contractor acknowledges that it will not knowingly directly or indirectly collect, provide or make available funds or property intending that they be used, or knowing that they will be used, to carry out or facilitate terrorist activities, or knowing that the funds or property will be used or will benefit a terrorist entity as identified in the List of Entities.
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5.19 DISPUTE RESOLUTION 5.19.1 Discussion and Negotiation If a dispute arises out of, or in connection with this Contract, the parties shall meet to pursue resolution through negotiation or other appropriate dispute resolution process before resorting to litigation.
5.19.2 Procurement Ombudsman The parties understand that the Procurement Ombudsman appointed pursuant to Subsection 22.1(1) of the Canadian Department of Public Works and Government Services Act, S.C. 1996, c. 16 (as amended), will, on request and consent of the parties to bear the cost of such process, participate in an alternative dispute resolution process to resolve any dispute between the parties respecting the interpretation or application of a term and condition of this contract. The Office of the Procurement Ombudsman may be contacted by telephone at 1-866-734-5169 or by email at [email protected].
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ANNEX A – Statement of Work
Evaluation of the Department of Foreign Affairs, Trade and Development’s International Assistance Programming in Ukraine 2009/10 to 2016/17
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Resulting Contract Clauses ACRONYMS
BFM International Business Development Branch CAD Canadian Dollar CDPF Ukraine Program Country Development Programming Framework 2009-2014 CDS Country Development Strategy CIDA Canadian International Development Agency DFATD Department of Foreign Affairs, Trade and Development EGM Europe, Middle East and Maghreb Branch GNI Gross National Income IAE International Assistance Envelope IFM International Security and Political Affairs Branch KFM Partnerships for Development Innovation Branch MFM Global Issues and Development Branch GPSF Global Peace and Security Fund GPOP Global Peace Operations Program ODA Official Development Assistance ODAAA Official Development Assistance Accountability Act OECD/DAC Organization for Economic Co-operation and Development / Development Assistance Committee PA Project Authority PRA International Assistance Evaluation Division PSOPS Peace and Stabilization Operations Program START Stabilization and Reconstruction Task Force
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Resulting Contract Clauses 1 RATIONALE, PURPOSE AND OBJECTIVES OF THE EVALUATION 1.1 Rationale The International Assistance Evaluation Division (PRA) of Department of Foreign Affairs, Trade and Development (DFATD) is undertaking an evaluation of international assistance programming in Ukraine (international development, peace and stabilization, and humanitarian assistance - herein referred to as “Programs”) to fulfill the accountability requirements set out in the Financial Administration Act, and the Treasury Board Policy on Results (2017), and to provide information to improve the relevance, effectiveness, sustainability and efficiency of the program. 1.2 Evaluation Purpose The purpose of the evaluation is to provide credible, timely and neutral information to: Support Ministers, Deputy Heads and development partners’ evidence-based decision making on policy, expenditure management and program improvements; and Support government accountability to Parliament, Canadians and partners for results achieved with resources invested in this programming. Sharing evaluation reports and findings with audiences in Canada and abroad demonstrates accountability and transparency and benefits development cooperation. The final evaluation report will be made publicly available through the Department’s website, as per the Policy on Results. The intended users are DFATD senior management, Programs at headquarters who implement international assistance programming in Ukraine, and the Head of Mission in Ukraine. 1.3 Specific Objectives The evaluation of Canada’s contribution to international assistance programming in Ukraine has the following objectives:
To examine the results achieved by DFATD’s international assistance in Ukraine between 2009-2010 and 2016-2017 based on relevance, effectiveness, sustainability, cross-cutting themes, efficiency and coherence; To assess and disseminate findings, lessons and conclusions; and To formulate recommendations for improvement. 2 EVALUATION SCOPE This evaluation will cover DFATD’s international assistance in Ukraine from fiscal year 2009-2010 to fiscal year 2016-2017 with an emphasis on the three most recent years in order to provide useful information to inform current decision-making. It will examine bilateral development programming disbursed by Europe, Arctic, Middle East and Maghreb Branch (EGM), accounting for 64.2% of the disbursements (this includes bilateral assistance disbursed through multilateral organizations); partnership programming (disbursed by Partnerships for Development Innovation Branch (KFM) - 2.8%); peace and stabilization operations programming (disbursed by International Security and Political Affairs Branch (IFM) - 20%); and humanitarian assistance (disbursed by Global Issues and Development Branch (MFM) –13%). Long-term institutional support for multilateral agencies (MFM), and trade funds (disbursed by the International Business Development Branch (BFM)) are excluded. A description of the Program is available in Annex 1. The main focus of the evaluation is expected to be development, and peace and stabilization operations programming. During this period, Canada’s international assistance efforts in Ukraine were guided by various strategies. Development programming was guided by two strategies: the Ukraine Program Country Development Programming Framework (CDPF) 2009-2014 and Canada’s bilateral Country Development Strategy (CDS) with Ukraine (2014-2019). Peace and stabilization operations programming was supported by three strategic frameworks: START Performance Measurement Strategy (2010), PSOPs Performance Measurement Strategy (2016–2019) and PSOPs Strategy and Implementation Plan (2017–2019). Humanitarian assistance Page 41 of 65
Resulting Contract Clauses programming was guided by the assessed needs of crisis-affected people using credible, reliable humanitarian sources, and the principles of good humanitarian donorship. Thus, the Consultant will need to review the results achieved against the various strategies and their applicable timeframes separately (see Annex 1). 3 EVALUATION QUESTIONS The questions to be addressed focus on specific aspects of interest for this evaluation. These questions will be reconfirmed at the time of approval of the Evaluation Framework (see section 4.1.2). Relevance 1) To what extent were DFATD’s international assistance programming strategies and priorities in Ukraine aligned with Ukraine’s needs and priorities? Effectiveness 2) To what extent did international assistance programming in Ukraine achieve its immediate outcomes? 3) To what extent did international assistance programming in Ukraine contribute to intended intermediate and ultimate outcomes? 4) To what extent has development, and peace and stabilization operations programming in Ukraine assisted in the achievement of other results in the context of the amalgamated department (i.e. diplomacy, foreign policy, trade and security)? Sustainability 5) What is the likelihood that the results and benefits from development, and peace and stabilization operations will continue? Is there evidence that benefits have been sustained in areas where DFATD funding has ended? Gender Equality and the Empowerment of Women and Girls 6) To what extent did programming achieve results in gender equality and the empowerment of women and girls? Efficiency 7) Are there opportunities to improve efficiency? a. Did the Programs disburse funds in a timely manner? b. Did the Programs disburse funds (dollar value) as planned? c. What factors, internal and external, affected Program efficiency? d. Was the programming timely and was the best fit modality used (multi-bi; multi etc.)? Coherence 8) What was the degree of internal coherence and coordination among Departmental actors involved in Ukraine? How could internal coherence and coordination be improved?
4 EVALUATION PROCESS, MILESTONES AND DELIVERABLES The evaluation process includes three phases: Planning and Design, Data Collection and Analysis, and Reporting. 4.1 Phase 1 - Planning and Design The purpose of this phase is to develop the plan and design for the evaluation. It will begin with a start- up meeting between the Consultant’s team and the Project Authority (PA)1. During this phase, the
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Resulting Contract Clauses Consultant must develop and put in place an Evaluation Framework which provides a detailed strategy regarding the evaluation objectives, the scope of work, deliverables, methodology, resource allocation, and responsibilities. 4.1.1 Milestone: Start-Up Meeting The Consultant must conduct (in person or via a teleconference or video conference) a start-up meeting with the PA. During this meeting, the Consultant must complete the following tasks: Introduce all members of the Consultant team; Ask any questions on the overall scope of the work and the evaluation questions; Provide the PA with any initial requirements concerning data and document transfers; Identify any preliminary considerations concerning delivery risks; and Update timelines outlined in Consultant’s proposal (including the time required to review and comment on deliverables). 4.1.2 Deliverable 1: Evaluation Framework After the start-up meeting, the Consultant gathers sufficient information to develop a robust Evaluation Framework in Microsoft Word. The Consultant must submit an Evaluation Framework within six (6) weeks following the signature of the contract. Please note that the term “Evaluation Framework” is often used throughout the Government of Canada for the key planning document. Some International donors would call this planning deliverable an “Inception Report”. To develop an Evaluation Framework, the Consultant must: Conduct a preliminary review of the documents provided by the PA and the Programs after the signing of the contract; Conduct any preliminary interviews with the Programs in Canada and in the field; Review the Program logic models and accompanying narratives; Confirm the suitability of the evaluation questions; Develop an evaluation matrix; Confirm the availability, validity, reliability and usefulness of the baseline and monitoring data (including data for gender equality and other cross-cutting themes); Examine the availability of key stakeholders; Review the project schedule; and Explain and note any factors that could compromise the independence of the evaluation and address possible conflicts of interest openly and honestly. For general planning purposes, previous similar DFATD evaluations conducted about 14 to 18 interviews in the Planning and Design phase, and 80 to 100 interviews in the Data Collection and Analysis phase. Evaluations also included focus groups, project site visits, and case studies. The Evaluation Framework submitted by the Consultant must include the following: A description of the evaluation’s objectives, scope and approach; A description of the approach and methodology including limitations and mitigation strategies; A description of proposed data collection methods including, where applicable, details about sampling such as sampling methods and criteria, the proposed sample, and limitations; The project schedule; The evaluation matrix outlining proposed indicators, line of evidence and data sources, and data collection instruments for each evaluation question (see below); The interim documents that will be developed during the Data Collection and Analysis phase, and shared for information with the PA; Validated Program logic models (in an annex); The list of documents to be reviewed (in an annex); Performance and financial data to be analyzed (in an annex); The individuals or groups to be interviewed (in an annex); and
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Resulting Contract Clauses Draft data collection tools (interview guides, focus group guides or other participatory methods, protocols) and templates that are planned for data collection (in annex). Approach and Methodology: The quality standards that will apply to the Final Evaluation report are outlined in Annex 2. These standards are based on the Organization for Economic Co-operation and Development / Development Assistance Committee (OECD/DAC - 2010) Quality Standards for Development Evaluation and include the description of the evaluation approach and methodology. Evaluation Matrix: To ensure that the collection and recording of data and information is done systematically, the evaluators must develop an evaluation matrix. This matrix will help evaluators in consolidating all collected information corresponding to each evaluation question in a structured manner. The matrix will make it easier to identify any data gaps in a timely manner, and to collect all outstanding information before the end of the Data Collection and Analysis phase. The following evaluation matrix must be used for this evaluation: Evaluation Measure or Line of Data Collection Question Indicator Evidence and Instrument Data Source
Interim Documents: During the course of the evaluation, the Consultant will naturally develop interim documents that summarize and analyze the findings to date. An interim document is not expected to be a polished final document and will not be published. To help ensure that the analysis of the data collected integrates DFATD’s insights and covers the relevant elements of the evaluation, the Consultant must share information with the PA the interim documents that will be developed during the Data Collection and Analysis phase. The Consultant will have the flexibility to determine what interim documents will be developed. However, the Consultant must identify the number, frequency, type, structure, and expected length of these interim documents in the Evaluation Framework. Many different kinds of approaches are acceptable for interim documents. Some evaluators develop interim documents for certain key lines of evidence such as literature reviews, case studies, survey reports, etc. Others develop interim documents for all lines of evidence (e.g. summary of interview findings, summary of program document review, etc.). By comparison, some evaluators prefer to develop summary tables that include all of the evaluation questions, the sources of information, and the findings for each question. Finally, some evaluators prefer to conduct a findings workshop and capture the results of this workshop in a document. The PA may provide high level feedback for information on interim documents that may be taken into consideration by the Consultant in preparation of the Preliminary Findings. The PA will not provide extensive, line-by-line comments that would need to be addressed by the Consultant. Phase 2 - Data Collection and Analysis During this phase, the Consultant will collect the data that will inform the evaluation based on the approved Evaluation Framework. Data collection methods typically include file and document review, interviews, surveys, and case studies. This phase must include a data collection mission to Ukraine. The Consultant may refine existing or develop additional data collection tools (e.g. revised survey questionnaires) to collect and analyze data beyond what is originally outlined in the Evaluation Framework during the Data Collection and Analysis phase. Any refined or additional data collection tool must be submitted to the PA.
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Resulting Contract Clauses Data Collection Mission: The Consultant must conduct a data collection mission to Ukraine, which is expected to be 10 working days in duration plus travel days. It is expected that three team members will participate in the data collection activities in Ukraine. At the end of this mission, the Consultant must brief the DFATD staff in the field before leaving Ukraine. The Consultant must also conduct a debriefing session with the PA and the Program in Ottawa (in- person, or via a teleconference or video conference) no more than two (2) weeks after the data collection mission has been completed. 4.2 Phase 3 - Reporting In the final phase of the evaluation, the Consultant must prepare the Preliminary Findings Presentation and also the Draft and Final Evaluation Reports. 4.2.1 Deliverable 2: Draft Preliminary Findings Presentation Within two (2) months of the data collection mission, the Consultant must submit a draft Preliminary Findings Presentation in Microsoft PowerPoint that outlines the main findings and conclusions by evaluation question, and highlight findings for each line of evidence. Sufficient evidence must be presented to support the conclusions. This presentation may be given in person or via a teleconference or video conference. 4.2.2 Deliverable 3: Final Preliminary Findings Presentation Within two (2) weeks of receiving written, consolidated comments from the PA, the Consultant must submit the Final Preliminary Findings Presentation Report addressing feedback provided by the PA. 4.2.3 Deliverable 4: Draft Evaluation Report Within three (3) weeks of receiving approval from the PA of the Final Preliminary Findings Presentation from the PA, the Consultant must submit a Draft Evaluation Report. The report and the evaluation must conform to the quality standards outlined in Annex 2 which are based on the OECD/DAC (2010) Quality Standards for Development Evaluation. The draft report should be 30-40 pages in length (excluding the 3-4 page executive summary and annexes). A template with the look-and-feel for the Evaluation Report will be provided to the Consultant upon the awarding of the contract. The PA is responsible for sharing the Draft Evaluation Report with the Program and collecting feedback. The PA will consolidate comments and address issues of conflicting advice and directions from the Program. Consequently, the PA will provide the Consultant with a single set of integrated comments from the Department. The Consultant must not submit any draft of the evaluation report to others without the PA’s approval. 4.2.4 Deliverable 5: Final Evaluation Report Within two (2) weeks of receiving written, consolidated comments from the PA, the Consultant must submit the Final Evaluation Report addressing feedback provided by the PA. 4.2.5 Deliverable Matrix All deliverables must be prepared in English and submitted to the PA. All deliverables must be submitted electronically and in Microsoft Office format. Output Deliverables (Report/Presentati Delivery Date Requested Description on) Deliverable 1: Report as defined Six (6) weeks following the Evaluation under 4.1.2 signature of the contract Framework
Deliverable 2: Draft Presentation as Within two (2) months following Preliminary Findings defined under 4.2.1 the data collection mission Presentation
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Resulting Contract Clauses Deliverable 3: Final Presentation as Within two (2) weeks of Preliminary Findings defined under 4.2.2 receiving written, consolidated Presentation comments from the PA Deliverable 4: Draft Report as defined Within three (3) weeks of Evaluation Report under 4.2.3 receiving of approval of the Final Preliminary Findings Deliverable 5: Final Report as defined Within two (2) weeks of Evaluation Report under 4.2.4 receiving written, consolidated comments from the PA
5 SCHEDULE The anticipated completion date for this mandate is 10 to 12 months following the signature of the contract. 6 TEAM DESCRIPTION There must be at least three members of the team. The Consultant must provide qualified individuals for the following positions: The Team Leader, and Evaluation Sector Specialists in the areas of governance, sustainable economic growth, and peace and stabilization. A Team Leader may also double as an Evaluation Sector Specialist in one of these three areas of specialization. An Evaluation Sector Specialist may cover up to two areas of specialization.
In addition, the team must have the expertise in the thematic areas of agriculture development, gender equality and humanitarian assistance (including the international humanitarian system and best practices).
7 LANGUAGE REQUIREMENTS The working language for this evaluation mandate is English. All briefings and reports must be provided in English. At least one Team Member who will participate in the data collection missions in Ukraine must be fluent in Ukrainian.
THE FOLLOWING EVALUATION TEAM MEMBERS MUST MEET THESE LANGUAGE REQUIREMENTS. Team Member English Oral = Advanced Professional Proficiency Plus (4+) Team Leader Reading = Advanced Professional Proficiency Plus (4+) Writing = Advanced Professional Proficiency Plus (4+) Oral = General Professional Proficiency, Plus (3+) Other Team Members Reading = General Professional Proficiency (3) Writing = General Professional Proficiency (3)
The description associated with the language requirements can be found at the following website: http://www.international.gc.ca/ifait-iaeci/test_levels-niveaux.aspx?lang=eng
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Resulting Contract Clauses 8 TRAVEL This evaluation assignment requires one mission to Ukraine for data collection purposes, as noted in section 4.1.2 (Phase 2 – Data Collection and Analysis). It is expected that three team members will participate in the data collection activities in Ukraine.
9 ROLES AND RESPONSIBILITIES 9.1 Foreign Affairs, Trade and Development Department (known as Global Affairs Canada) In addition to the function described in the contract, the PA will be responsible to: Facilitate access to the necessary documentation and staff of importance to the evaluation; Share deliverables with the Programs for review; Consolidate Program comments on the draft evaluation report; and Review and approve all deliverables.
The Programs, both at Headquarters and the field, will have the overall responsibility to: Provide guidance on the expected use of the evaluation report; Suggest key stakeholders for interviews; Make best efforts to ensure the availability of current and previous staff for interviews; Ensure that the PA and the Consultant can access files and Program documents; and Prepare the Management Response and Action Plan to the evaluation report. 9.2 The Consultant The Consultant will have the overall responsibility to: Report regularly on progress to the PA; Prepare and submitting all deliverables to the PA for review and approval; Ensure that the draft and final evaluation reports conform to the quality standards outlined in Annex 2; Ensure the internal quality control for all deliverables before submitting to the PA for approval; Manage all aspects of the evaluation and the team members; and Make all logistical and security arrangements necessary to carry out the data collection mission in Ukraine.
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Annex 1: Ukraine International Assistance Context and Program Description 1.1 Ukrainian International Assistance Context Ukraine is a lower middle-income country located in Eastern Europe. Although Ukraine achieved independence in August 1991 upon the dissolution of the Soviet Union, Ukraine is still struggling to consolidate its democracy and establish a functioning free market economy. From 1992 to 2012, Ukraine’s Gross National Income (GNI) per capita (current USD) increased from $1,420 to $3,500. By comparison, over the same period, Poland’s GNI per capita increased from $2,030 to $12,660 as a result of deep and broad democratic and economic reforms. The Euromaidan protests in late 2013 and early 2014 brought Viktor Yanukovych’s government to an end. On March 21, 2014, Ukraine’s new interim government and the European Union (EU) signed the political sections of the EU-Ukraine Association Agreement. On May 25, 2014, Petro Poroshenko, one of the leaders of the Euromaidan protests, was elected as Ukraine’s new President. On June 27, 2014, the EU and President Poroshenko signed the remaining economic sections of the Association Agreement (the Deep and Comprehensive Free Trade Area). Ukraine’s parliament and new government have committed to implementing democratic and economic reforms in line with its European aspirations, including, inter alia, stabilization of the political and economic situation; constitutional reform in conformity with European standards, including local self- government reform and decentralization; judicial and legal reform; public administration reform; public financial management and banking sector reform; energy sector reform; electoral reform; education reform; and implementation of genuine anti-corruption efforts. However, political instability and security threats in Eastern Ukraine and Crimea have impeded the implementation of reforms in these regions, and pose a threat to Ukraine’s financial stability. The ongoing conflict in Eastern Ukraine has placed significant pressure on the new government’s ability to carry out its reforms. Since the start of the crisis, Canada has provided over $27 million in humanitarian assistance to support international partners in providing medical attention, food, safe drinking water, sanitation and hygiene, shelter, emergency child protection, and emergency response and preparedness to help people affected by the conflict in Ukraine. The conflict has displaced more than 1.7 million people within the country, and at least 3.8 million are in need of assistance. Many countries, including Canada, have strongly condemned Russia’s annexation of Crimea and its ongoing interference in Eastern Ukraine, and have imposed sanctions. During this crucial and sensitive period of political and economic transition, donor governments have rapidly scaled up their technical and financial assistance to support Ukraine in stabilizing its economy and implementing critical democratic and economic reforms. The Government of Ukraine and its donor partners have been strengthening donor coordination mechanisms to ensure that new aid flows to Ukraine are used in a cost-effective manner to support government reform priorities and civil society. 1.2 DFATD’s Ukraine Development Program Canada considers Ukraine to be an important country in terms of Canada’s foreign policy and international development assistance priorities. In 2014, the Government of Canada reaffirmed Ukraine as one of 25 countries of focus for Canada’s development assistance. During and following Ukraine’s Revolution in late 2013 and early 2014, Canada has been among the strongest international supporters of Ukraine’s democratic and economic reform efforts. Canada has also been at the forefront of the international community’s response to Russian aggression in Ukraine and has taken a number of steps to support the Ukrainian people. The Government of Canada believes that developments in Ukraine are significant not only for Ukraine, but also for the future of Western democracy and European security. For this reason, Canada has consistently underlined the importance of timely international support for the democratic and economic stabilization and reform efforts of Ukraine’s government, as well as for measures to end external interference in Ukraine’s affairs. As a measure of this support, the former Canadian Prime Minister was the first G-7 leader to visit Ukraine after the Euromaidan protests on March 13, 2014, where $220.9 million was announced in support of economic stabilization and transition in Ukraine. He was also the only G-7 leader to attend the inauguration of President Petro Poroshenko on June 7, 2014. Prime Minister Justin Trudeau, during his first official visit to Ukraine in July 2016, reiterated Canada’s steadfast support for the people of Page 48 of 65
Resulting Contract Clauses Ukraine, its sovereignty and territorial integrity, and its reform efforts. Canada and Ukraine have enjoyed close bilateral relations since Canada became the first Western nation to recognize Ukraine’s independence in 1991. These relations have moved beyond their roots in the large Ukrainian-Canadian community (over 1.2 million) to embrace cooperation in the political, security and commercial spheres. Canada’s development efforts in Ukraine during the period to be evaluated were guided by two strategies: the Ukraine Program Country Development Programming Framework (CDPF) 2009-2014 and Canada’s bilateral Country Development Strategy (CDS) with Ukraine (2014-2019). The strategy for 2014-2019, along with most bilateral programs at DFATD, did not receive formal Ministerial approval. Moreover, the draft strategy was finalized at the end of 2013 as Ukraine’s political and economic crisis was unfolding. While the development context in Ukraine has changed significantly following the Euromaidan events in 2014, the Program’s focus set out in the draft strategy has remained relevant and continued to guide the Program. The draft strategy was also in line with the recommendations of the Standing Committee on Foreign Affairs and International Development (SCFAID) of the Parliament of Canada, following its visit to Ukraine in 2012.2 SCFAID called on the government to focus its development programming to promote the rule of law and good governance, strengthen civil society organizations and support free and fair elections. Canada’s CDS with Ukraine (2014-2019) identified two thematic priorities: Advancing Democracy and Sustainable Economic Growth. Under these priorities there were three development outcomes, while Gender Equality, Environment and Governance were cross-cutting themes: Thematic Priority 1: Advancing Democracy Development Outcome 1: Improved participation of citizens, particularly women, in public life and decision-making.
Development Outcome 2: Improved consistency, fairness and transparency in the application of justice, in line with international and European standards. Thematic Priority 2: Sustainable Economic Growth Development Outcome 3: Increased and more inclusive private sector-led growth, investment, and job creation. In addition, the Ukraine Bilateral Development Assistance Program created three Sub-Sector Strategies: Ukraine Program Advancing Democracy Sub-Sector Strategy (2013-2018) Ukraine Program Sustainable Economic Growth/ Agriculture Sub-Sector Strategy (2013-2018) Ukraine Program Sustainable Economic Growth: Local Economies and Enterprises Development Sub-Sector Strategy Within these three Sub-Sector Strategies, the ultimate outcome identified for Ukraine Bilateral Development Programming was increased sustainable economic opportunities for men and women in a strengthened democracy. The intermediate outcomes were: enhanced integrity of democratic institutions and practices; increased growth of small and medium enterprises and farms, particularly those led by women; and increased sustainable growth of small and medium agricultural enterprises and farms, particularly those led by women. 1.3 DFATD’s Humanitarian Assistance in the Ukraine Since 2014, Canada has also responded to the needs of conflict-affected people in Ukraine through humanitarian assistance programming. Canada provides assistance to people in crisis on the basis of their most urgent needs – like safe drinking water, sanitation services, emergency health care, food, and temporary shelters. This was achieved by providing financial support to experienced humanitarian partners who are responding to the crisis, which included United Nations agencies, the Red Cross Movement, or non-governmental organizations. This assistance was provided in line with the humanitarian principles of humanity, neutrality, impartiality and independence.
2 http://www.parl.gc.ca/HousePublications/Publication.aspx?DocId=5763252&Language=e&Mode=1&Parl=41&Ses=1 Page 49 of 65
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1.4 DFATD’s Peace and Stabilization Operations Program (PSOPs) in the Ukraine Peace and Stabilization programming in the Ukraine has been provided through DFATD’s Peace and Stabilization Operations Program (PSOPs) and its predecessor Stabilization and Reconstruction Task Force (START). PSOPs is the Government of Canada’s principal platform for preventing and responding in a whole-of-government fashion to emerging and on-going situations of violent conflict, political crises and natural disasters abroad. The program was launched within the Department of Foreign Affairs in 2005 under the name of START, which implemented the Global Peace and Security Fund (GPSF) and the Global Peace Operations Program (GPOP). PSOPs was launched in April 2016 with a renewed mandate.
Ukraine is a priority country for PSOPs, where it pursues significant engagement. PSOPs activities in the country include areas such as conflict mediation and promotion of dialogue and reconciliation; mine action; ceasefire and human rights monitoring and protection; deployments of Canadian police (with the International Police Peacekeeping and Peace Operations Program); support to the National Police of Ukraine, particularly the Patrol Police; and strengthening governance institutions. The Official Development Assistance (ODA) elements of PSOPs programming are compliant with the Official Development Assistance Accountability Act (ODAAA). As well, all of PSOPs programming is compliant with the International Assistance Envelope (IAE) Framework. Activities implemented by START before March 31, 2016 were guided by START Performance Measurement Strategy (2010). When the program was renewed as PSOPs, it adopted a Performance Measurement Strategy (2016–2019) and a Strategy and Implementation Plan (2017–2019) to improve its strategic planning.
1.5 DFATD’s International Assistance to the Ukraine
Data from the Chief Financial Officer indicates that the xCIDA/DFATD spent a total of $362,395,555 CAD from 2009-2010 to 2016-2017 in Ukraine on international assistance programming. The branch that spent the largest amount was bilateral (Europe, Arctic, Middle East and Maghreb - EGM), accounting for 64.2% of the total, with $232,730,752 CAD disbursed3. International Security and Political Affairs (IFM) disbursed the second largest amount of funds at 20% or $72,444,771 CAD; Global Issues and Development (MFM) disbursed 13% or $46,982,657 CAD;; and Partnerships for Development Innovation (KFM) disbursed 2.8% or $10,237,374 CAD4. The amounts cited here will be covered in this evaluation.
3 Ukraine Basic Program Evaluation 2009-10 to 2016-17, CFO-Stats, Global Affairs Canada 4 Ukraine Basic Program Evaluation 2009-10 to 2016-17, CFO-Stats, Global Affairs Canada Page 50 of 65
Annex 2 – Evaluation Report Quality Standards and Definitions5 The Department requires that the following quality standards be met with respect to data used, and presented, in the Evaluation Reports: Validity: the extent to which the data collection strategies and instruments measure what they propose to measure; Reliability: Consistency or dependability of data and evaluation judgments, with reference to the quality of the instruments, procedures and analyses used to collect and interpret evaluation data; Accuracy: the extent to which the evaluation is truthful or valid in the scope and detail of what it communicates about a context, program, project, or any of their components. Utility: the extent to which the evaluation is aligned with stakeholders’ needs such that process uses, findings uses, and other appropriate influences are possible. Transparency and Disclosure: evaluation should provide complete descriptions of findings, limitations, and conclusions to all stakeholders unless doing so would violate legal or propriety obligations (if so, justifications should be provided in the report). The evaluation report must include the following:
SUBJECT QUALITY STANDARD
The title page states the: type of evaluation and the name of the program being evaluated; Title Page name of the organization to which the report has been submitted; name and affiliation of the evaluators; and, date. Table of Contents The evaluation report includes a table of contents at the beginning of the document.
List of Acronyms The report includes a list of acronyms immediately following the table of contents.
The evaluation report contains an executive summary. The summary is complete and concise. It provides an overview of the report, Clarity and highlighting the rationale, purpose and specific objectives of the evaluation, the Representativeness of intervention, the scope of the evaluation, the methodology used and the main the Executive Summary findings, conclusions, recommendations and lessons of the evaluation. The sections on conclusions and recommendations represent roughly 40 % of the summary.
The rationale and purpose of the evaluation are stated clearly, addressing: why the evaluation is being undertaken, why at this particular point in time, for whom it is Rationale and Purpose of undertaken, and how the evaluation is to be used for learning and accountability the Evaluation functions. Any modification to the rationale and purpose stated in the Terms of Reference is explained.
The specific objectives of the evaluation clarify what the evaluation aims to find out. Specific Objectives of the Evaluation Any modification to the specific objectives stated in the Terms of Reference is explained.
The evaluation report describes the context of the development intervention, including: development agency, local government and partners’ policies, objectives and strategies; Context of the development context, including socio-economic, political, cultural factors; Development key issues pertaining to each of DFATD’s cross-cutting themes (i.e. gender Intervention equality, environmental sustainability and governance). The evaluation identifies and assesses the influence of the context on the relevance, effectiveness, and efficiency of the development intervention.
5 Requirements for the Evaluation Reports are based on OECD DAC 2010 Quality Standards for Development Evaluation, and on The program evaluation standards : A guide for evaluators and evaluation users/editors, Donald B. Yarbrough …[et all] , 3rd edition..
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SUBJECT QUALITY STANDARD
The development intervention being evaluated (the evaluation object) is clearly described, including the intervention logic or theory. The description of the intervention includes: the time period; budget; geographical area; stakeholders (disaggregated by sex when appropriate); target groups; expected immediate, intermediate and ultimate outcomes; components of the intervention; organizational set-up; and Evaluation Object implementation arrangements. and Scope The key findings of the assessment of the intervention logic submitted in the Evaluation Framework are included when relevant. If the evaluation scope encompasses the entire intervention, this is stated in the report. If the scope is limited to a subset of the intervention, that subset is described in addition to the intervention. Other dimensions to be covered by the evaluation are also identified, if applicable. Modifications to the evaluation scope established in the Terms of Reference are explained. Discrepancies between the planned and the actual implementation of the development intervention are explained.
The evaluation report identifies the evaluation approach. The sources of information (documents, respondents, administrative data, literature, etc.) are described in sufficient detail to assess the adequacy of those sources. Information sources are triangulated and the validity and reliability of the data collected is mentioned. Gaps in the collection of sex-disaggregated data and gender-sensitive information are mentioned. Where appropriate, the selection of case studies or samples is explained and each sample is presented in detail. Limitations regarding the representativeness of the samples are identified. The report presents the techniques used for data collection and analysis, including those used to collect and analyze gender-sensitive data and Description of the information. Evaluation Approach and The evaluation report explains any limitations in process, methodology or data, Methodology and discusses their ensuing validity and reliability. In particular, limitations regarding data sources and sampling/samples, data collection and data analysis are explained. The final evaluation matrix is included as an annex to the report. Data collection protocols (guidelines for focus group discussions, interview questionnaires, observation checklists, etc.) and other tools developed for the evaluation are presented in an annex. A complete list of individuals consulted (disaggregated by affiliation and sex) is included in an annex to the extent that it does not conflict with the privacy and confidentiality of participants. The neutrality of the evaluation process is stated. If such is not the case, the report indicates any obstruction of a free and open evaluation process, which may have influenced the findings.
The evaluation report is readily understood by the intended audience(s). The structure of the report allows for a clear and logical flow of information from beginning to end. Evaluation Report The report is written at a level of quality and standard consistent with senior professional services (i.e. does not need to be significantly edited or re-written).
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SUBJECT QUALITY STANDARD
Findings refer to a factual statement (not conclusions), and they are based on evidence (aggregated in an evidence binder). Conclusions refer to interpretations and judgments based on the findings.
Recommendations refer to proposed actions for management. They are supported by findings and linked to conclusions. DFATD expects recommendations to be: clear about the action to be taken; realistic about time and costs; and where possible, presented as options associated with benefits and risks.
Reports should be balanced, highlighting the Program’s weaknesses as well as its strengths, and giving examples of success stories and less successful ones. The context section should include baseline information and highlight the risks, challenges, and constraints of working in country. The evaluation issues identified for the Program should be stated up-front and followed through (in the sections on analysis, findings, conclusions, recommendations, and lessons). The evaluation report presents findings, conclusions, recommendations and lessons separately and with a clear and logical distinction between them. Gender analysis informs the findings, conclusions, recommendations and lessons as appropriate. Findings flow logically from the analysis of data, showing a clear line of evidence to support the conclusions. Clarity of Analysis Conclusions are substantiated by findings and analysis. Recommendations follow logically from the conclusions. The recommendations – no more than five – should be within the purview of the Program, formulated in a way that allows the Program to take concrete action within a reasonable time, and focused on the key changes that are most likely to significantly improve the Program’s results and performance. Lessons follow logically from the conclusions. Lessons should only be drawn if they represent contributions to general knowledge. Assumptions underlying key parts of the analysis are made explicit when appropriate. Ratings should be consistent with the conclusions. Lessons should be focused and specific enough to be useful to DFATD programs in the future.
The evaluation report answers all the questions detailed in the Terms of Reference for the evaluation. Evaluation Questions The original questions, as well as any revisions, removals or additions to these Answered questions, are documented in the report to enable readers to assess whether the evaluation team has sufficiently addressed the questions, including those related to crosscutting themes, and met the evaluation objectives.
The final evaluation report reflects comments submitted by relevant stakeholders and acknowledges any substantive disagreements. In disputes about facts that can be verified, the evaluators investigate and change Incorporation of the draft where necessary. stakeholders’ comments In the case of opinion or interpretation, stakeholders’ comments are reproduced verbatim in an annex or footnote to the extent that this does not conflict with the rights and welfare of participants.
The evaluation is delivered in time to ensure optimal use of the results. Timeliness
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SUBJECT QUALITY STANDARD
The evaluation report includes the following annexes: Evaluation Matrix; Evaluation Samples; Annexes List of Documents Consulted; List of Individuals Consulted (Disaggregated by Affiliation and Sex); Terms of Reference (and amendments if applicable); and Data Collection Protocols.
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ANNEX B – Basis of Payment Firm Price In consideration of the Contractor satisfactorily completing all of its obligations under the Contract, the Contractor will be paid a firm price of $______. Any Applicable Taxes are extra.
% of Firm Firm Price ($) Estimated Cost ($) 1. Deliverables Price
Deliverable1: Evaluation Framework 10%
Deliverable 2: Draft Preliminary Findings Presentation 15% Deliverable 3: Final Preliminary Findings Presentation 20% $
Deliverable 4: Draft Evaluation Report 25%
Deliverable 5: Final Evaluation Report 30%
Sub-Total – Deliverables ($) 100%
Total Amount (exclusive of Taxes) ($)
Applicable Taxes (specify) ($)
Total Estimated Contract Value (inclusive of taxes) ($)
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ANNEX C – Insurance Requirements
The Consultant must acquire and maintain insurance specified below at its own cost:
1. Commercial General Liability Insurance for not less than $2,000,000 Canadian dollars per accident or occurrence and in the annual aggregate, inclusive of defence costs. The insurance will include the following: (a) Canada as an additional insured, as represented by the Department of Foreign Affairs, Trade and Development; (b) Bodily Injury and Property Damage to Third Parties; (c) Product and Completed Operations; (d) Violation of Privacy, Libel and Slander, False Arrest, Detention or Imprisonment and Defamation of Character; (e) Cross Liability and Separation of Insured; (f) Employees and, if applicable, Volunteers as Additional Insured; (g) Employer’s Liability; (h) Broad Form Property Damage; (i) Non-Owned Automobile Liability; (j) 30 Days written notice of policy cancellation; and
2. Errors and Omissions Liability Insurance If the Consultant is a licensed professional, he will carry an errors and omissions liability insurance for not less than $1,000,000 Canadian dollars per loss and in the annual aggregate, inclusive of defence costs. The insurance will include the following: i) If the policy is written on a claims-made basis, coverage will be in place for a period of at least 12 months after the completion or termination of the Contract; and ii) 30 Days written notice of cancellation. 3. Health Insurance The Consultant will ensure that its Personnel are provided with full information on health maintenance in the Recipient Country and that they are physically capable of performing the assigned duties. The Consultant will ensure that its Personnel are covered by adequate health insurance. DFATD will not assume any medical costs for the Consultant or its Personnel. 4. Workers’ Compensation Insurance for all Personnel in accordance with the statutory requirements of the Territory, Province, State of domicile or employment, having such jurisdiction. If the Consultant is assessed any additional levy, extra assessment or super-assessment by a Worker’s Compensation Board or such other authority, howsoever caused, the Consultant will indemnify and hold harmless DFATD for any such liability. The Consultant will ensure that all of its Personnel performing the Services on this Contract will have the same level of Workers’ Compensation Insurance throughout the Consultant’s performance of the Contract. The insurance will include the following: (a) Canada as additional insured as represented by the Department of Foreign Affairs, Trade and Development, to the extent permitted by law; (b) Cross Liability and separation of insured, to the extent permitted by law; (c) Waiver of Subrogation Rights in favor of DFATD, to the extent permitted by law; and (d) 30 Days written notice of cancellation.
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ANNEX D – Security Requirements Check List (SRCL)
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ANNEX E – TECHNICAL PROPOSAL – STANDARD FORMS
FORM TECH-5 PERSONNEL IDENDIFICATION MATRIX
Guidance to Bidders: Using the format below, the bidder should name all individuals proposed, identify the team leader, the sectorial specialists and their respective areas of expertise under the following matrix. The experience of the proposed individuals is to be described with Form TECH-6A – Curriculum Vitae for Proposed Personnel and Form TECH- 6B Additional Team Expertise. The Bidder should propose at least three individuals as Sector Specialists in the following sectors: Governance, Sustainable Economic Growth, and Peace and Stabilization. If less than three individuals are identified as sector specialist, the proposal will be given 0 points for the criteria R1 and R2. The team leader could also be proposed as Sector specialist A Sector Specialist may cover up to two of the three sectors. Therefore multiple individuals could be proposed per sector. The Bidder should identify areas of expertise of proposed sector specialists. Only one team member will be rated for each area of expertise. One team member can have multiple areas of expertise.
Name of the Proposed Team Leader Sector Specialist Area of Expertise (TECH-6B) Individual (Yes/No) (TECH-6A)
Governance Sector Specialist Humanitarian assistance
Sustainable Economic Growth Agriculture development, and Peace and Stabilization Gender equality.
[Indicate the name of the [Indicate sectorial specialty of the [Indicate area of expertise per individual] proposed individual] proposed individual]
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FORM TECH-6A
Curriculum Vitae for Proposed Personnel Guidance to Bidders: Form TECH-6A is limited to twelve (12) pages. Where specified in the respective TECH(s) and/or Attachment 1 to Part 4: Technical Evaluation Criteria, Bidders are requested to respect page limits assigned to responses to any or all RFP requirements. Evaluators will not consider or evaluate information contained in pages exceeding the specified limit.
Using the format below, the Bidder should provide the information as indicated in the Attachment 1 to Part 4 – Technical Evaluation Criteria.
Name:
Proposed position: This individual is proposed as:
Team leader
Governance Sector Specialist
Sustainable Economic Growth Sector Specialist
Peace and Stabilization Sector Specialist
Education (degrees received, institutions’ name and pertinent dates):
Assignment Title: Role of the Individual under the assignment:
Assignment start date: Assignment end date:
(year/month) (year/month)
Level of effort for the assignment in months: Geographical area (country(ies)/region(s)):
Assignment Description: The Bidder is to clearly identify the sectorial specialties and the areas of expertise of the proposed individual. Describe the experience of this individual in one or more of the following sectors: (1) Governance, or (2) Sustainable Economic Growth, (3)
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Peace and Stabilization and its experience in one or more of the following areas of expertise: (1) Humanitarian assistance, (2) Agriculture development and (3) Gender equality.
References (name, title, phone and email):
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FORM TECH-6B
ADDITIONAL TEAM EXPERTISE Guidance to Bidders: Using the format below, the Bidder should provide the information as indicated in the Attachment 1 to Part 4 – Technical Evaluation Criteria. The Bidder is to clearly nominate a team member as an Expert to be rated for each of the three areas of expertise (criteria A.1 to A.3). Only one (1) team member will be rated for each area of expertise.
One team member can have multiple areas of expertise. Name:
Indicates area of expertise:
Humanitarian assistance Agriculture development, and Gender equality. Assignment Title: Role of the Individual under the assignment:
Assignment start date: Assignment end date:
(year/month) (year/month)
Level of effort for the assignment in months:
Assignment Description: Describe the experience of this individual in one or more of the following areas of expertise: (1) Humanitarian assistance, (2) Agriculture development, and (3) Gender equality. References (name, title, phone and email) :
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Resulting Contract Clauses
FORM TECH-7
EXAMPLE OF AN EVALUATION ASSIGNMENT FOR THE TEAM LEADER)
Guidance to Bidders: Form TECH-7 is limited to two (2) pages.
Using the format below, the Bidder should provide the information as indicated in the Attachment 1 to Part 4 – Technical Evaluation Criteria.
Name:
Assignment Title: Role of the Individual under the assignment:
Assignment start date: Assignment end date:
(year/month) (year/month)
Level of effort for the assignment in months:
Assignment Description: The Bidder should describe one (1) example of a completed Evaluation Assignment of a Country Program or Thematic Programming evaluation in International Assistance, led by the proposed Team Leader, similar in scope and complexity to these Terms of References which demonstrates the proposed Team Leader’s evaluation experience.
References (name, title, phone and email) :
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Resulting Contract Clauses
ANNEX F – FINANCIAL PROPOSAL –STANDARD FORM
FINANCIAL BID PRESENTATION SHEET - FORM FIN1
Guidance to Bidders:
The Bidder must quote its financial proposal in Canadian currency (CAD). All-inclusive firm daily Fees include salary, benefits (paid and time-off), overhead and profit, Travel and Living Expenses, excluding Applicable Taxes. The Bidder is requested to show the amount of Applicable Taxes, separately.
The bidder must provide Firm all-inclusive daily Fees for the Team leader and each member of the proposed team.
PART 1 – PROFESSIONAL FEES Initial Period – Date of Contract Period to One (1) year later
Sub-totals of Professional Fees Personnel (Level of Effort)
Resource Personnel Position Firm all- inclusive determined by the Bidder Firm daily Fee x Total Level of Name daily Fees($) (Days) Effort = Sub-Total Professional Fees
Sub-Total of Professional Fees (exclusive of Taxes) $ Travel and Living Costs (Data Collection Mission as described in the SOW) (exclusive of Taxes) $ All-inclusive Firm Price (exclusive of any taxes) $
TOTAL OF THE FINANCIAL PROPOSAL = FIN1
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