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Minutes of Prebid MINUTES OF PRE-BID’S MEETING JAKARTA, 7 July 2010 at 10:00 – 11:00 hours Jakarta time Reference : RFP No 25/2010 - “Audit Service for ILO-EAST’s Implementing Partners” Closing Date for Submission of Proposals : Friday, 19 th July 2010 at 17:00 Jakarta time TO ALL INTERESTED BIDDERS Brief explanation on EAST Project Education and Skill Training for Youth Employment Project (EAST) aims at promoting decent work for youth and the elimination of child labour in Indonesia, through the provision of an integrated package of skills and education services to youth. Targets of provinces are Aceh, Maluku, North East Nusa Tengara, South Sulawesi, Papua and West Papua. In implementing the project, EAST project is working with a wide range of partners organizations (Implementing Agent / IA) in each targeted provinces and Ministry departments. This partnership will be handled through Technical Cooperation Programme (TCP) or sub-contracts. For monitoring and oversight function, EAST will conduct an audit to these Implementing Agents. The auditing facility will be conducted by local auditing company. For brief description of EAST Project please refer to Attachment 1: ILO EAST Project Summary . Purpose of the Audit Activity The purpose of audit activity is to verify and examine in detail the financial report that had been submitted by the Implementing Agent. It is audited for accuracy, completeness and fairness. The audit is to provide a way for the Implementing Agents to maintain or to improve its financial reporting to the ILO and to facilitate ILO EAST Project in monitoring and oversight the financial report submitted. Expected Output Is the timing of the audit schedule fixed or still flexible? Timing for audit schedule (fieldwork) is flexible. However final audit report is expected to be available by end of November 2010. The third expected output to be provided by the auditor is financial report after correction / revision from auditor (Page 3 of the Solicitation Document). Please explain? The auditor is expected to submit the proposed audit adjustment or follow-up report (submitted / prepared by the Implementing Agent) of the audit finding. What kind of quality report provided by the Implementing Agent? What is estimate time required to audit one Implementing Agent? Quality of the financial report submitted by the Implementing Agent is at acceptable stage. Transaction volume of each Implementing Agent approximately 1,000 transactions, however the required time depends on the strategy implemented by the auditor. - 1 - Scope and Methodology What audit approach is to be applied? Type of audit approach conducted is to be proposed by the audit firm. The applied approach is to meet the objective and expected output of the ILO-EAST Project. The propose audit approach is to be elaborate and explain in the Technical Proposal submitted. For other components that should comprise in the Technical Proposal, please refer to Section C.7 – Document comprising the proposal (Page 10 of the Solicitation Document). Are the Implementing Agent’s offices located in the provincial capital city? Is it difficult to access? Address of the Implementing agent? Implementing Agents are located in provincial capitals and districts, and can be accessed by means of transportations. For detail location of the Implementing Agents please refers to Attachment 2: List of Address. Are programme carried by the Implementing Agents listed is currently on progress or completed? Is the report readily available? 8 Technical Cooperation Programmes have been completed. Those are Persatuan Guru Republik Indonesia (PGRI), Korwil CC Muhammadiyah, Yayasan Matahari, Lembaga Penjamin Mutu Pendidikan (LPMP) Makassar, , Yayasan Pelangi Nusantara, Yayasan Pemberdayaan Masyarakat (YPPM) Ambon, Yayasan Nusa Bunga Abadi (Yanubadi). Other Technical Cooperation Programmes are currently on progress. Financial and Technical report are prepared by the Implementing Agent every four (4) months. All submitted report should be audited by the auditor. Where the audit should be conducted for Implementing Agents with National’s Coverage (PGRI, PPPPTK Cianjur, PPPPTK Bandung, and PPPPTK Malang)? Audit should be conducted in the head offices of each Implementing Agent. PGRI’s office is located in Jakarta, PPPPTK Cianjur’s office located in Cianjur, PPPTK Bandung in Bandung and PPPPTK Malang in Malang, East Java. Did ILO EAST have an office in each targeted province? Will the EAST staff provide support to us during the audit? ILO EAST has an office in each of the targeted province. For detail location of ILO EAST Offices please refers to Attachment 2: List of Address. Due to limited staff of ILO EAST in the field offices, only necessary support can be provided. Any finding, recommendation and other issue are to be discussed with the field staff prior to its finalization. Contents of Proposal Technical Proposal Format As indicated on the sample of Technical Proposal Format (Page 20 of the Solicitation Document), information on total price should be filled in. Please clarify? The technical part of Proposal should not contain any pricing information whatsoever on the services offered. For revised template, please refer to Attachment 3: Revised Technical Proposal Template. Price Schedule Will transportation/vehicle be provided by ILO EAST field offices? Transportation and vehicle should be arranged by the Audit firm. Price offered should include budget for transportation and other incidentals expenses. - 2 - Will airfare cost be reimbursed at actual cost? Budget for Airfare should be included in the price proposal at lump sum cost. Total amount submitted in the Price Schedule proposal shall be the sole remuneration and include provision for any incidental expenses. Selected bidder shall not in any circumstances be entitled to any payment other than the amount written in the agreed contract. Submission of Proposal Do you require only one (1) original proposal for Technical and Price Schedule? Yes, only one original proposal is required. Please seal the Proposal in one outer and two inner envelopes. Both inner envelopes shall indicate as “Technical Proposal” and “Price Schedule”. - 3 - ATTACHMENT 1: ILO EAST PROJECT SUMMARY Education and Skills Training for Youth International Employment in Indonesia (ILO EAST) Labour Project Summary Organization ILO EAST is a four years project funded by the support for career guidance and counseling. This Government of Netherlands and executed by the component will be implemented through educational International Labour Organization that aims (a) at authorities and NGOs. improving the employability and capacity for entrepreneurship among young women and men ] The fourth integrated theme of the project is through improved access to high-quality and relevant focused on youth (normally aged 18 years and educational and training opportunities, and (b) at above) attending three Training and Vocational contributing to the elimination of child labour. The 4Education Centers (BLKs) in Jayapura, Sorong and geographical coverage includes Papua, West Papua, Banda Aceh. It will focus on capacity building for East Nusa Tenggara, Maluku, South Sulawesi, and Vocational Education & Training Center management; NAD provinces. increased linkages with the private sector; implementation of competency-based standards; and ] The first integrated theme of the project is limited provision of equipment. It will also support focused on children of junior high school age linkages with other BLKs in targeted provinces for 1(roughly 13 to 15 years of age) and their home knowledge management purposes. communities. It promotes access of children to junior high school through activities to prevent and retrieve ] The fifth integrated theme consists of drop-outs and working children; extra-curricular research, advocacy and policy level activities activities to develop life-skills (personal, social and focusing on: documenting the links between the pre-vocational); and activities to develop teachers 5elimination of child labour and support to decent ability to guide and counsel students about work for youth; bringing the concerns of young continuing their education (in either formal or non- entrepreneurs to the attention of provincial and formal settings) and preparing for decent national level policy makers; and promoting the employment. This component will be implemented mainstreaming of good practices and lessons learnt through educational authorities, teachers from all the project components. associations and community organizations/NGOs. The project has a strong Gender component, actively supporting gender equality in terms of access to ] The second integrated theme of the project education and employment as well as challenging 2is focused on out-of-school youth (aged 15 to the gender division of labour. The project will be 29 years) attending non-formal training programs. coordinated at national and provincial level by It promotes development of decent employment tripartite steering committees and related working for youth through support for the provision of core groups. Further enquiries should be directed to the life and work skills (linked to labour market demand); office of the Chief Technical Advisor at the address entrepreneurship skills; as well as employment below: guidance and counseling. This component will be implemented through non-formal training providers, both governmental and non-governmental. Decent W ILO Jakarta Office ] The third integrated theme of the project is o rk Menara Thamrin
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