REQUEST FOR PROPOSAL (TECHNICAL AND FINANCIAL)
INSTRUCTIONS TO PROSPECTIVE BIDDERS
SERVICE DELIVERY PROJECTS FOR JAIL INMATES
PUNJAB AIDS CONTROL PROGRAM Government of the Punjab, Health Department, Lahore
April, 2015 Page | 1
IMPORTANT NOTICE
This Request for Proposal Document is provided to the recipient solely for use in preparing and submitting applications for Request for Proposal in connection with the “Provision of HIV Prevention and Diagnostic Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad for AIDS Response in Punjab” by Punjab AIDS Control Program (PACP), Government of Punjab, Health Department as described in Section 2 herein (the "Project"). The Request for Proposal Document is being issued by the Punjab AIDS Control Program (PACP) solely for use by prospective bidders for preparation of Project Proposals (Technical and Financial) for the Project.
This Request for Proposal Document does not confer a right to qualify, or otherwise participate, reserves its right, in its full discretion, to modify the Request for Proposal Document and/or the Project at any time to the fullest extent permitted by law, and shall not be liable to reimburse or compensate the recipient for any costs nor expenses incurred by the recipient in such an event.
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Contents
PART- 1 ------5 Section 1: Introduction ------5 Section 2: Project Description ------5 1. Project Title ------5 2. Introduction: ------5 3. Objectives: ------5 4. Targets: ------5 5. Scope of Services: ------6 5.1 Content of Service Delivery Package for Jail Inmates ------6 5.1.1 Promote an enabling environment to support program implementation ------6 5.1.2 Implement Appropriate Behavior Change Interventions ------6 5.1.3 Provide Harm Reduction services ------7 5.1.4 Provide primary healthcare services, including STI management ------7 5.1.5 Provide Voluntary Confidential Counseling and Testing (VCCT) services ------7 5.1.6 Provide Condom Education and skill in use ------7 5.1.7 Provide Treatment, Care and Support services for the positive jail inmates ------7 5.1.8 Provide regular follow ups to the inmates after release from the prison ------7 5.1.9 Establish referral system for drug addiction treatment and rehabilitation ------7 6 Staffing: ------7 7 Monitoring Progress: ------8 7.1 Recording and Reporting Requirements: ------8 7.2 Financial Reporting Needs: ------9 8 Compliance with National and Provincial Guidelines ------9 9 Facilities that will be provided by the Government: ------9 10 Accountability and Working Relationship: ------10 11 Duration of Contract and Spread of Services: ------10 12 Project Structure ------10 PART-2 ------11 Section 3: Prospective Bidders ------11 3.1 Partnership Lead Members ------11 3.2 Partnership Restrictions ------11 3.3 Evaluation and Equity Requirements ------11 3.4 Ineligibility of a Prospective Bidder ------11 3.5 Costs ------12 Section 4: Project Proposal: Preparation ------12 4.1 Language of Project Proposal ------12 4.2 Documents Comprising the Proposal ------12 4.3 Part I – Qualification Criteria ------12 4.4 Part II – Project Proposal Form and Other Documents------13 4.5 Part III – Partnership Documents and Requirements ------14 4.6 Part IV – Power of Attorney ------15 Page | 3
4.7 Part V – Pre-Printed Literature ------15 4.8 Clarifications ------15 Section 5: Project Proposal: Preparation ------15 5.1 Format and Signing of the Project Proposal ------15 5.2 Sealing and Marking of Project Proposal ------15 5.3 Deadline for Submission of Project Proposal ------16 Section 6: Project Proposal: Opening and Evaluation ------16 6.1 Preliminary Examination of Project Proposals ------16 6.2 Evaluation of the Project Proposals ------17 Section 7: Announcement of Technically Qualified Bids: ------17 Part-3 Technical Proposal ------18 ANNEX 1 - Data Sheet ------18 ANNEX 2 Request for Proposal Submission Form ------19 Technical Proposal Forms ------21 ANNEX 3 - Basic Information Form ------29 ANNEX 4 - Power of Attorney ------30 ANNEX 5 – Previous Experience Form ------31 ANNEX 6 Format of Resume ------34 ANNEX 7Registration Certificate ------37 ANNEX 8Affidavit ------38 ANNEX 9Audit Reports ------39 ANNEX 10Memorandum of Association ------40 ANNEX 11Policies and Procedures ------41 ANNEX 12Office Addresses ------42 ANNEX 13 CHECK LIST ------43 ANNEX 14 Assessment Grid ------44 Abbreviations: ------45
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PART- 1
Section 1: Introduction The Punjab AIDS Control Program , Government of the Punjab Health Department, (the "Authority") invites Project Proposals ("Technical and Financial") from prospective bidders (each a "Prospective Bidder") for Provision of HIV Prevention and Diagnostic Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad for AIDS Response in Punjab (the "Project" as detailed in Section 2 below). The term “Project Proposal”, wherever used in this document, unless specified, includes both the Technical as well as Financial Proposal.
Section 2: Project Description
1. Project Title Provision of HIV Prevention and Diagnostic Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad
2. Introduction: Many of the jail inmates are drug users and practice various high risk activities which put them at a higher risk of acquiring HIV infection. Furthermore, it is known from international experience that many of the high risk activities such as unprotected sex among men, injection drug use etc are common in jails.
3. Objectives: The main objective to be achieved on the completion of the project is “to provide HIV/AIDS prevention, treatment and care services to the jail inmates in Central Jail Lahore and Central Jail Faisalabad”. The Successful Bidder will be required to deliver a defined package of services including; peer outreach for counselling for HIV prevention and reduction of risky behaviours, condom and treatment of drug use to curtail the practice of various risky behaviours including injecting drug use. The work will be done in close coordination with the Punjab AIDS Control Program, which shall provide technical guidance for the defined duration of the project.
Name of the Jail Target Population Central Jail Lahore 1000 Central Jail Faisalabad 1000 Total 2000
4. Targets: The successful bidders are required to achieve the following targets.
Knowledge – 80% of Jail Inmates of the project jails can spontaneously, without prompting, correctly identify: HIV prevention program (SDP) by the Successful Bidder Three modes of transmission of HIV/AIDS including the unsafe sexual practices and use of unclean syringes and un-screened blood transfusion Three ways to prevent transmission of HIV infection, including the use of condoms and disposable/sterile injections That the use of condom can prevent the occurrence of other STIs
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Safer Behavior: 80% of Jail Inmates of the project jails report Using disposable/sterile syringe during the last injection Did not share injecting equipments/blades with any other person in the last one week Using condom during last sex act with the sex partner
Skills – 80% of Jail Inmates of the project jails could Demonstrate correct disposal of a used or unclean syringe Demonstrate correct use and disposal of a condom
Voluntary Counseling & Testing – 100% of Registered Jail Inmates of the project jails will be tested: VCT to be conducted in the jail and testing shall be ensured 100%.
5. Scope of Services: The successful bidder will provide the following package of services to the Jail Inmates to enable them to improve their knowledge, skills, behavior and health:
5.1 Content of Service Delivery Package for Jail Inmates 1. Promote an enabling environment in the project area 2. Implement appropriate BCC strategies 3. Provide harm reduction services 4. Provide PHC services including STI management 5. Provide VCCT services 6. Provide condom education and use 7. Provide Treatment, Care and Support services for the positive jail inmates 8. Provide regular follow ups to the inmates after release from the prison 9. To establish referral system for those who need drug addiction treatment and rehabilitation
5.1.1 Promote an enabling environment to support program implementation Identify potential persons/groups or others who could hinder progress of project, including but not confined to the jail authorities Undertake advocacy and educational activities to promote understanding of jail authorities towards the importance of HIV prevention and in working with Jail Inmates for HIV prevention.
5.1.2 Implement Appropriate Behavior Change Interventions Identification of potential Peer Educators (PEs) Develop a program to incorporate effective peer education methodologies, interpersonal communication strategies, and skills building aimed at behavior change for condom use at every sexual act. Train peer workers to build skills of Jail Inmates in proper condom use and disposal, harm reduction and needle exchange, STI knowledge and recognition skills, inter personal communication skills, reducing drug and alcohol abuse
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The materials and activities should include education on condom skills, needle exchange and sterilization, sexual and reproductive health including STIs & harm reduction and VCCT. Review and revise strategy and activities based on project experience.
5.1.3 Provide Harm Reduction services Establish a system to provide Harm Reduction Services Provide counseling services that can be used by those who want to avail of it Develop minimum standards of services in line with international best practices
5.1.4 Provide primary healthcare services, including STI management Develop a detailed education and services delivery plan for sexually transmitted infections based on discussions with Jail Inmates and other relevant stakeholders Provide a select set of primary curative services including for STI infections for Jail Inmates within the jail premises. Train the jail healthcare services providers in provision of services for STIs using syndromic approach.
5.1.5 Provide Voluntary Confidential Counseling and Testing (VCCT) services Provide VCCT training to project staff to ensure accessible and acceptable services to Jail Inmates Provide VCCT services within the jail premises
5.1.6 Provide Condom Education Promote condom use Provide skills in condom use and disposal through sessions in the jail and include in materials developed for behavior change intervention
5.1.7 Provide Treatment, Care and Support services for the positive jail inmates Develop linkages of the HIV positive jail inmates with the Treatment centers Follow up the positive jail inmates for the treatment Ensure care and support services for the positive jail inmates
5.1.8 Provide regular follow ups to the inmates after release from the prison Develop the database of the registered jail inmates Ensure the follow up of the registered inmates after their release from the prison
5.1.9 Establish referral system for drug addiction treatment and rehabilitation Provide counseling to the drug addicted jail inmates for treatment and rehabilitation Develop linkages of the drug addicted inmates with the treatment and rehabilitation centers.
6 Staffing: The Successful Bidder will be required to have at least full time managerial staff on their payroll: Project Manager; M&E Officer, Counselor/Advocacy/Training Officer, Page | 7
Physician and Finance Officer. In addition, Supervisors and Outreach Workers will also be required for each project site.
7 Monitoring Progress: The Punjab AIDS Control Program (PACP) will directly monitor the progress of the project on regular basis. Moreover, the Successful Bidder will be required to hire a dedicated M&E Officer for the monitoring of the project activities and report the progress to the PACP.
The Successful Bidder shall prepare a monthly progress report at the DIC for its own record and also for review by the M&E Officer of PACP. The monthly report will not be forwarded to the PACP.
The Successful Bidder will provide quarterly progress report within one week after completion of three months duration to the PACP. The primary means for judging progress will be the independent assessment of the appropriate indicators described above. The Punjab AIDS Control Program will monitor the progress based on information from the progress reports, progress towards process milestones, and appropriate field monitoring. The PACP shall monitor the progress through verification of achievement of targets mentioned above. The specific quarterly targets for each component (registration, testing, BCC Sessions, PHC services, STI Services, Harm Reduction Services and condom use etc.) shall be provided by the PACP to the successful bidder at the time of signing of the contract.
The Monitoring Team from PACP will visit the project on quarterly and 6-monthly basis. PACP will also hire a 3rd party for the mid-term and end project evaluation.
7.1 Recording and Reporting Requirements: The minimum recording and reporting requirements will be as follows:
The Successful Bidder shall prepare and furnish the quarterly work plan to PACP at the time of signing of contract and at the end of each quarter (one week prior to start of next quarter). The Successful Bidder’s staff (including peers educators or outreach workers) will maintain a daily log of their activities in sufficient detail to allow a review and assessment by the supervisory personnel. The number of clients per day using the services and the regularity of clients in using services Maintenance of stock registers to allow monitoring and reporting of stock-outs of essential commodities Maintenance of a register of patients and for VCCT services in sufficient detail to allow data analysis and its interpretation, but keeping confidentiality of records from persons not related to program management and implementation Maintain income and expenditure statements of the project proceeds for financial audit. Prepare a monthly progress report at the DIC for its own record and also for review by the M&E Officer of PACP.
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Preparation of quarterly progress reports and their submission to the client within one week after the completion of three months period. The quarterly progress report will provide at least the following information: . Progress made against the agreed work plan . Progress made in achieving output target(s) . Challenges encountered and options used to resolved them . Relations with stakeholders The Successful Bidder is under the obligations to disclose the identities of clients to the PACP. The Successful Bidder shall provide annual audited financial reports to the PACP.
7.2 Financial Reporting Needs: The minimum recording and reporting requirements will be as follows: Maintain books of accounts according to Accounting Standards. Maintain all original, receipts, vouchers, bills etc. Maintain records of all payments and Tax deduction according to laid out principles and laws. Maintain income and expenditure statements of the project proceeds for external annual financial audit, and provide copy of the audit report to the PACP or its representative within three months after the completion of a fiscal year (July 1–June 30).
8 Compliance with National and Provincial Guidelines The Successful Bidder will follow national and provincial guidelines (current or those that will be developed during the period of contract execution) for delivery of services to the Jail Inmates. While procuring drugs, the executing firm will ensure that they meet the specifications and standards laid down by the provincial Department of Health. Where such standards or specifications don’t exist, the specifications and standards laid down by the WHO will govern.
9 Facilities that will be provided by the Government: The Department of Health, through its Punjab AIDS Control Program, Govt. of the Punjab, will provide the following facilities to the Successful Bidder during the execution of contract:
Updated national guidelines for management of STIs, voluntary confidential counseling and testing standards and ethical guidelines. Training of project staff in HIV rapid testing. Standard recording and reporting formats – to be developed jointly through mutual consultation. Authorization from the government/Jail Authorities to work with Jail Inmates Invitation to attend World AIDS Days, AIDS related trainings and key seminars with expenses for participation to be borne by the NGO. Support in training and capacity building activities while NGO will bear the cost of training related expenses Provision of testing kits for VCT Access to treatment centers.
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10 Accountability and Working Relationship: The successful bidder will be accountable to the Punjab AIDS Control Program (PACP) for the satisfactory delivery of the services defined here. They will work in close collaboration with other relevant development partners, and other NGOs working with the Jail Inmates.
11 Duration of Contract and Spread of Services: The Punjab AIDS Control Program will sign the contact with the Successful Bidder. Subject to satisfactory execution of the contract, it will remain effective till June 2016. The Successful Bidder will provide services to Jail Inmates in the jail/jails as assigned to it. The coverage could be extended to other Jails in response to mapping studies identified during the execution of the project.
12 Project Structure Interventions for Jail Inmates
Name of the Jail Target Population Central Jail Lahore 1000 Central Jail Faisalabad 1000 Total 2000
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PART-2
Section 3: Prospective Bidders This Request for Proposal is addressed to all organizations in accordance with the Request for Proposal. A Prospective Bidder may be a single entity or may take the form of a partnership comprising of NGOs/Civil Society Organizations legally registered in Pakistan (Social Welfare Department, Societies Registration Act XXI of 1860 /SECP etc.).
3.1 Partnership Lead Members A Prospective Bidder may be a single entity or may take the form of a partnership comprising of NGOs/Civil Society Organizations legally registered in Pakistan (Social Welfare Department, Societies Registration Act XXI of 1860 /SECP etc.).
In case of Partnership, each Partner shall appoint and authorize one (1) lead member ("Lead Member") to represent all partner in all matters connected with the project proposal and up to completion of projects, including but not limited to the submission of the Project Proposal on behalf of the Partners.
3.2 Partnership Restrictions No Prospective Bidder or Partner may qualify if it has any representative on the Board of Directors/Governors of partner.
3.3 Evaluation and Equity Requirements If the Prospective Bidder is in Partnership, all the partners will be evaluated on the Qualification Criteria set forth in Section 4.3 and other clauses of Section 4.
3.4 Ineligibility of a Prospective Bidder If the Prospective Bidder or a Partner has been barred/black list by any Federal, Provincial or local government or government instrumentality in Pakistan or in any other jurisdiction to which the Prospective Bidder or a Partner belongs, or in which the Prospective Bidder or a Partner executes its business, from participating in any project on a private participation basis, and the bar subsists as on the Project Proposal Submission Deadline, such entity shall not be eligible to submit a Project Proposal, either individually or as a Partner.
A Prospective Bidder (and in the case of a partnership, any Partner) should not have, in the 5 (five) years preceding the Project Proposal Submission Deadline:
(a) failed to perform or complete any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Prospective Bidder or Partner as the case may be; or (b) been expelled from any project or contract by any public/private (World Bank, UN Agency, INGO etc.) entity or Authority; or (c) had any contract terminated by any government or government instrumentality or National or International Civil Society Organization for breach by such Prospective Bidder or partner.
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3.5 Costs The Prospective Bidder shall bear all costs associated with the preparation and submission of its proposal, including, without limitation, all costs and expenses related to the Prospective Bidder’s preparation of responses to questions or requests for clarification.
Section 4: Project Proposal: Preparation
4.1 Language of Project Proposal The Request for Proposal and all correspondence and documents related to the Project Proposal shall be submitted in English, as specified in Annex 1, with the exception that any pre-printed information (e.g. brochures) furnished by the Prospective Bidder may be written in another language.
4.2 Documents Comprising the Proposal The Project Proposal submitted by the Prospective Bidder shall comprise the following documents:
(a) Part I – the information required by Section 4.3; (b) Part II – the documents or information required by Section 4.4; (c) Part III – where the Prospective Bidder is in Partnership, documents required by Section 4.5; (d) Part IV – the power of attorney required by Section 4.6; and (e) Part V – optional, separately bound pre-printed literature, as specified by Section 4.7.
4.3 Part I – Qualification Criteria In Part I of the Project Proposal, the Prospective Bidder shall submit proof that it meets the qualification criteria set out below (the "Qualification Criteria").
Qualification Criteria Required Documents/Forms
QC1: Technical Criterion 1 DQC1: Service Delivery Project The Prospective Bidder, or if the Experience Prospective Bidder is in Partnership, at least The Prospective Bidder, or if the Prospective one of the partnership members, shall have Bidder is a Partnership, the relevant Partner, direct (i.e. lead in the implementation) or shall provide its list of relevant projects/sites in indirect (i.e. Partner in the implementation) the form presented in Annex 5 minimum experience of five years in implementation of the service delivery projects for Prevention and Control of HIV & AIDS with MARPs
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QC2: Financial Criterion 1 DQC2: Audited Financial Statements The Prospective Bidder, or if the The Prospective Bidder, or if the Prospective Prospective Bidder is in Partnership, at least Bidder is in Partnership, the relevant Partner, one of the Partners, shall have an shall provide the audited financial experience of managing the portfolio of statements duly certified by a certified Rs. 5 million, in the past 3 years. chartered accountant, for the most recent two full financial years for which such statements are available, including the consolidated balance sheet, income statement and the accompanying notes.
The criteria and their evaluation shall be identical regardless of whether a Prospective Bidder intends to bid for any of the Most at Risk Populations (MARPs).
4.4 Part II – Project Proposal Form and Other Documents In Part II of the Project Proposal, each Prospective Bidder shall provide the following:
(a) A Proposal signed by the Prospective Bidder (or if the Prospective Bidder is in Partnership, the Lead Member) in the form of Annex 2 (Project proposal Form).
(b) The following documents: (i) basic information on the Prospective Bidder (or each member of a Partnership), as detailed in Annex 3 (Basic Information Form);
(ii) a certified copy of the Prospective Bidder's certificate of Registration (or, if the Prospective Bidder is in Partnership, each of its members'); Annex 7; and
(iii) a certified copy of Memorandum of Association and Articles of Association of the Prospective Bidder (or the Memorandum of Association and Articles of Association of each Partner) and any amendments; Annex 10;
(iv) a certified copy of the Prospective Bidder's Policies and Procedures to govern the Organization’s system including the Human Resource Policies, Financial Management Policies, Procurement Policies, Monitoring and Evaluation Policies and any other policy deemed necessary in this regard; (or, if the Prospective Bidder is in Partnership, each of its members'); Annex 11; and
(v) Resume of the proposed Key Staff Members of the Prospective Bidders that may include but not confined to the Project Manager; M&E Officer, Counselor/Advocacy/Training Officer, Physician, Finance Officer, Supervisor and ORWs, on the prescribed format at Annex – 6 ; and
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(vi) The Prospective Bidder, or if the Prospective Bidder is in Partnership, the relevant Partner, shall provide the audited financial statements duly certified by a certified chartered accountant, for most recent two full financial years for which such statements are available, including the consolidated balance sheet, income statement and the accompanying notes; Annex 9;
(vii) Address of the offices of the Prospective Bidders (or any of the Partners) in Lahore and Faisalabad; Annex 12; and
(c) An Affidavit, in the form of Annex 8 (Affidavit), confirming that the Prospective Bidder or each Partner:
(i) is not in bankruptcy or liquidation proceedings;
(ii) has not been convicted of fraud, corruption, collusion or money laundering;
(iii) is not aware of any conflict of interest or potential conflict of interest arising from prior or existing contracts or relationships which could materially affect its capability to comply with the obligations under the Agreement; and
(iv) has not failed to perform any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Prospective Bidder or Partner as the case may be; or
(v) has never been expelled from any project or contract by any public/private (UN Agency, INGO etc.) entity or Authority; or
(vi) had no contract terminated by any government or government instrumentality or National or International Civil Society Organization for breach by such Prospective Bidder or Partner.
(vii) have carefully studied the RFP documents and will abide by the rules and regulations
4.5 Part III – Partnership Documents and Requirements If the Prospective Bidder is in a Partnership, there must be a Lead Member who is duly authorized (through a power of attorney signed in front of a notary, as described in Section 4.6) by all other Partners to act on their behalf and provide an undertaking that there will be no change in the constitution of the partnership without the prior written consent of the Authority.
A Prospective Bidder wishing to qualify as a partner shall submit, as Part III of the Project Proposal, a written commitment, in the form of a letter duly executed by the legal representative of each Partner, which: Page | 14
(a) confirms each member’s commitment to the Partnership; and
(b) identifies the member that will assume the role of Lead Member on behalf of the other members.
4.6 Part IV – Power of Attorney Each Prospective Bidder (or if the Prospective Bidder is a Partnership, each Partner) shall provide, as Part IV of the Project Proposal, a written power of attorney in the form attached hereto as Annex 4 (Power of Attorney), duly notarized, indicating that the person(s) signing the Project Proposal has(ve) the authority to sign.
4.7 Part V – Pre-Printed Literature If the Prospective Bidder wishes to provide pre-printed literature (e.g. brochures) about the Prospective Bidder or the Partner, that pre-printed literature shall be contained in Part V of the Project Proposal only and shall be separately bound.
4.8 Clarifications A Prospective Bidder requiring any clarification on the Instructions to Prospective Bidders, Qualification Criteria or any of the requirements set out herein, may send either in writing or an electronic request for clarification to the PACP at the e- mail addresses indicated in Annex 1 (Data Sheet). Any such request for clarification shall be addressed before 1100 hrs PST on 20th April, 2015.
Section 5: Project Proposal: Preparation
5.1 Format and Signing of the Project Proposal
5.1.1 Each Prospective Bidder shall prepare and submit one (1) printed original of its relevant Project Proposal, as specified in Section 4
5.1.2 The original Project Proposal, consisting of the documents listed in Section 4.2, shall be typed. The duly Authorized Person of the Prospective Bidder or that of Lead Partner (in case of partnership) shall sign the Project Proposal by Signing all the pages of the original of the relevant Project Proposal, except for any un-amended pre-printed literature
5.1.3 The relevant Proposal Forms shall contain no alterations, omissions or additions, unless such corrections are signed by the person or persons signing the Proposal Forms.
5.2 Sealing and Marking of Project Proposal
5.2.1 The Prospective Bidder shall seal the Technical Proposal in a Separate Envelope and mark the envelope as “Technical Proposal” and shall seal the Financial Proposal in another envelope and mark it as “Financial Proposal”. Both these envelopes will be sealed in a separate outer envelope.
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(i) The outer envelope shall be addressed to the PACP at the following address:
Project Director Punjab AIDS Control Program Government of the Punjab, Health Department 7-B, LDA Flats, Huma Block, Allama Iqbal Town, Lahore.
and; (ii) bear the words: "Project Proposal (Technical and Financial) for Implementation of Service Delivery Packages for Jail Inmates for AIDS Response in Lahore and Faisalabad"
All the three envelopes (One outer and two inner separately sealed for Technical and Financial proposals) shall each indicate the name and address of the Prospective Bidder (in case of a Partnership, the name and address of the Lead Member) to enable the relevant project Proposal to be returned unopened in the event that it is declared "late".
If the envelope is not sealed and marked as required in this Section 5.2, the PACP will assume no responsibility for any Project Proposal’s misplacement or premature opening.
5.2.2 For the avoidance of doubt, it is expressly specified that the Prospective Bidders shall not be allowed to submit their Project Proposal by e- mail.
5.3 Deadline for Submission of Project Proposal Project Proposals shall be submitted to the PACP at the address specified above no later than 1100 hrs PST on 20th April 2015. (the "Project Proposals Submission Deadline").
Any Project Proposal submitted after the Project Proposal Submission Deadline shall be rejected and shall be returned unopened to the Prospective Bidder (or in case of a partnership, to the Lead Member) who sent it.
Section 6: Project Proposal: Opening and Evaluation
6.1 Preliminary Examination of Project Proposals At the time of Public Opening of the Project Proposals, the Authority will carry out a preliminary examination of each Project Proposal to determine whether it is complete, whether the documents have been properly signed, and whether it is generally in order.
Where the Authority deems it convenient or necessary, it may request supplementary information or documentation from a Prospective Bidder (including each Partner) for determining its eligibility for qualification. Whenever such request is made, the Prospective Bidder shall provide the same to the Authority, by such Page | 16
date as may be specified by the Authority.
Any Project Proposals found to be non-responsive will be rejected by the Authority and not included for further consideration of the substance of the application.
6.2 Evaluation of the Project Proposals The Authority will carry out a detailed evaluation of the Project Proposals that have not been rejected after the preliminary examination in order to determine whether they are substantively responsive to the Qualification Criteria. In order to reach such a determination, the Authority will examine the information supplied by the Prospective Bidders, pursuant to this Section, and other requirements, taking into account the Qualification Criteria specified in Section 4.3, Part I and other requirements in Section 4 and Technical Proposal form.
A Prospective Bidder whose Project Proposal is determined by the Authority to be substantively responsive and as meeting the Qualification Criteria specified in Section 4.3 Part I and the other requirements in Section 4 and Technical Proposal forms, shall be designated as a "Technically Qualified Bidder".
A Prospective Bidder whose Project Proposal is determined by the Authority to be substantively non-responsive or as not meeting the Qualification Criteria specified in Section 4.3 Part I and the other requirements in Section 4 shall be designated as a "Technically Non- Qualified Bidder".
Section 7: Announcement of Technically Qualified Bids: At the end of the Project Proposals’ evaluation, the Authority will either:
(a) notify a Prospective Bidder that it has been designated as being a Technically Non-Qualified Bidder as its Project Proposal has been rejected on the grounds of being substantively non-responsive, or that it does not meet the Qualification Criteria and other requirements set forth in Section 4 and Technical Proposal forms; or
(b) notify a Prospective Bidder that it has been designated as being a Technically Qualified Bidder and will open financial proposals of Technically Qualified Bidders in the public opening by the Committee.
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Part-3 Technical Proposal
ANNEX 1 - Data Sheet
The following specific data shall supplement the provisions in the Instructions to Prospective Bidders.
Provision of HIV Prevention and Diagnostic 1 Project Name Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad
Name of Contracting Punjab AIDS Control Program (PACP) 2 Authority Government of the Punjab, Health Department
Address of Contracting Punjab AIDS Control Program (PACP) 3 Authority Project Director, Punjab AIDS Control Program, Government of the Punjab, Health Department 7-B, LDA Flats, Huma Block, Allama Iqbal Town, Lahore. Tel/Fax: +92 42 37802425 / +92 42 37802445 E-mail: [email protected]
4 Address for Submission of Punjab AIDS Control Program (PACP) Project Proposals Procurement Officer, Punjab AIDS Control Program, Government of the Punjab, Health Department 7-B, LDA Flats, Huma Block, Allama Iqbal Town, Lahore. Tel/Fax: +92 42 37802425 / +92 42 37802445 E-mail: [email protected]
5 Project Proposal Submission 1100 hrs PST on 20th April, 2015 Deadline
6 Language of Project Proposal English
7 Number of Copies of For the Authority : Project Proposal - one (1) printed original copy
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ANNEX 2 Request for Proposal Submission Form
To;
Project Director, Punjab AIDS Control Program (PACP), Government of the Punjab, Health Department 7-B, LDA Flats, Huma Block, Allama Iqbal Town, Lahore. Tel/Fax: +92 42 37802425 / +92 42 37802445 E-mail: [email protected]
Re: Request for Proposal for Provision of HIV Prevention and Diagnostic Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad (the "Project")
[Date] Dear Sir,
We, the undersigned, offer to provide the preventive services for [Project Title] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal (including Call Deposit of bid security of 2% of the bid price) sealed under a separate envelope.
We are submitting our Proposal in association with: [Insert a list with full name and address of each partner]
We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, i.e., one month from the date of the submission, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than one month after the final award of the contract.
We understand you are not bound to accept any Proposal you receive.
Attached herewith to this Project Proposal are the following documents, as appropriate:
(a) Basic Information Form (Annex 3) (b) Power of Attorney (Annex 4); (c) Previous Experience Form (Annex 5); (d) Resumes of key staff (Annex 6); Page | 19
(e) Registration Certificate (Annex 7) (f) Affidavit (Annex 8), and (g) Audit Report (Annex 9) (h) Memorandum of Association (Annex 10) (i) Policies and Procedures (Annex 11) (j) Office Addresses (Annex 12) (k) Checklist (Annex 13) (l) Any Other documents (Please mention)
We remain,
Yours sincerely,
Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm/NGOs/CSO: Address: Telephone: Email:
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Technical Proposal Forms
Department of Health, through Punjab AIDS Control Program (PACP) intends to launch preventive services for Jail Inmates in Lahore and Faisalabad. Thus the firms/NGOs/CSOs are requested to submit their technical and financial proposal by using the forms below. These standardized forms are obligatory part of technical and financial proposal submitted by all the firms/NGOs/CSOs applying for Request for Proposal.
Serial Form Description Check No. Number List
1. F-1 Comments or Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Firm/NGO/CSO 2. F-2 Introduction and Background 3. F-3 Methodology and Project Implementation Plan 4. F-4 Outline of team (Proposed staff) /Roles and Responsibilities 5. F-5 Staffing Schedule 6. F-6 Work Schedule /Gantt chart 7. F-7 Call Deposit; to be attached with financial proposal
These standardized forms are obligatory part of technical and financial proposal submitted by all the firms/NGOs. The proposals submitted on any other format / form shall be rejected.
The original Technical and Financial Proposal, consisting of all the relevant documents, shall be typed in English. The duly Authorized Person of the Applicant Firm/NGO or that of Lead Partner (in case of partnership) shall sign the Proposal (Technical and Financial) by Signing all the pages of the original of the relevant Proposal.
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FORM -1 COMMENTS/MODIFICATIONS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE FIRM/NGOS/CSOS
A - On the Terms of Reference
[Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and can be incorporated in your Proposal along with financial details as an addendum.]
(Maximum 3-pages)
It is not mandatory to fill the following table in case you agree with ToRs.
Financial cost of new Activity Modification/Suggestion Justification proposed activity for total duration
8. 9.
B - On Counterpart Staff and Facilities
[Comment here on counterpart staff and facilities to be provided by the PACP including: administrative support, networking with line departments, data, etc.]
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FORM – 2 INTRODUCTION AND BACKGROUND (Maximum 6-pages)
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FORM – 3 DESCRIPTIONS OF METHODOLOGY AND PROJECT IMPLEMENTATION PLAN
[Instructions: Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (20 pages, inclusive of charts and diagrams) divided into the following three areas:
a) Methodology. Methodology portion of the proposal must encompass following 1. Provide understanding of the objectives 2. An approach adopted to deliver the services 3. A comprehensive outline of methodology for carrying out activities to achieve the expected output and outcome. b) Work Plan. The proposed work plan should be consistent with the methodology, showing the understanding of the TORs and must provide following details:- 1. Give an outline of main activities, their content, duration and monthly targets. 2. Internal monitoring system and data management system. 3. Delivery dates of the progress reports. 4. An outline of Field implementation Units and DICs required during implementation. 5. A list of the final documents, including reports and tables to be delivered as final output. 6. Details of safe waste disposal mechanisms
c) Organization and Staffing. 1. Propose the structure and composition of your team required during the implementation of the project 2. Provide an outline of the key staff with their responsibilities, and proposed technical and support staff 3. Should state explicitly number of Field Workers, Outreach workers and social mobilizers
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FORM -4 OUTLINE OF TEAM/ROLES AND RESPONSIBILITIES
This information is required for the proposed staff. It should include the information about Project Manager, M&E Officer, Counselor/Training/Advocacy Officer, Physician, Finance Officer, Supervisor and ORWs
Duration of Stay during Name of Staff Area of Expertise Position Assigned Task Assigned assignment (Full time/Part time/Hourly basis)
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FORM -5 STAFFING SCHEDULE1
Time line (Quarters) Sr. No Category of Staff 1 2 3 4 5 Part Time / Full Time Total
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It should be clearly mentioned whether the staff is full time or part time. In case of part time staff, the number of hours per day or the number of days per week should be clearly mentioned.
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FORM -6 WORK SCHEDULE/GANTT CHART
Time Line (Quarters) Sr. No Activity 1 2 3 4 5
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FORM 7: CALL DEPOSIT
I, do hereby certify that the Call Deposit of bid security of 2% of the bid price is attached with Financial Proposal submitted with this Technical Proposal.
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm/NGOs/CSO:
Address:
Telephone:
Email:
Seal/Stamp
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ANNEX 3 - Basic Information Form
Prospective Bidder information:
Name: Type: (Registration status) Registration Number: Date of Registration: Address of office: Telephone/Fax number: E-mail address: Primary areas of work: Organization’s Aims and Objectives: Lead Organization Profile (Attach):
Partners’ information: (if applicable, fill in details for all members, identifying the Lead Member and/or the member(s) to be evaluated for each of the Qualification Criteria set forth in Section 4.3 Part I)
Name:
Type: (Registration status)
Registration Number:
Date of Registration:
Address of office:
Telephone/Fax number:
E-mail address:
Primary areas of work:
Organization’s Aims and Objectives:
Partnership Organization Profile (Attach):
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ANNEX 4 - Power of Attorney
On this …………. day of …………………………….
Mr./Ms. ______In his/her capacity as ______
CNIC No. Residing at ______
Hereby appoints Mr./Ms. ______in his/her capacity as ______, to:
(a) Execute under hand, or under seal, and deliver to the competent authorities all the documents listed in Schedule 1 attached hereto;
(b) Deliver and receive any document or instrument in relation to the documents listed in Schedule 1 attached hereto; and
(c) Do all things necessary and incidental in respect of the matters set out herein including to do, execute and perform any other deed or act ought to be done executed or performed to perfect or otherwise give effect to the documents listed in Schedule 1.
And is hereby authorized to appoint others for all or part of the powers delegated by the present Power of Attorney.
Schedule 1 PUNJAB AIDS CONTROL PROGRAM Place in which documents [Government of the Punjab, Health A. are to be executed and Department. 7-B, LDA Flats, Huma Block, delivered: Allama Iqbal Town, Lahore]
All Documents in respect of the authority’s B. Documents: Project Proposal
IN WITNESS WHEREOF
[SEAL]
[Name / Title of Prospective Bidder/Partner representative]
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ANNEX 5 – Previous Experience Form
The Prospective Bidder, or if the Prospective Bidder is a Partnership, at least one of the other Partner, should provide sufficient detail on its direct (i.e. implementation) or indirect (i.e. Partner in the implementation) experience in design and execute the service delivery packages for HIV/AIDS Prevention and Control among MARPs, to enable the Authority to evaluate the fulfillment of Technical Criterion as described in Section 4.3. [Instructions: Use the format below to provide information on each completed assignment in the past by firm/NGO/CSO.]
Project Title/Name: Value of the contract (in PKRs):
Target Group/beneficiaries/MARPs
No of Direct Beneficiaries
No of indirect Beneficiaries
Country: Duration of assignment (months):
Location/City within country:
Name of Donor: Address of Donor:
Start date (month/year): Value of the services provided by your firm under the contract (in PKRs). (Program Cost)
Completion date (month/year): No of professional staff (Key positions acquired in the project)
Name of associated Consultants/partners, if Name of senior professional staff of your firm any: involved and functions performed (only indicate the profile of Tem Leader/Project Manager/Coordinator):
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Narrative description of Project:
Description of actual services provided by your staff within the assignment:
NGO / CSO Name: ______
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ANNEX 5 – Previous Experience Form …….Continued………
The Prospective Bidder, or if the Prospective Bidder is a Partnership, at least one of the other Partner, should provide sufficient detail on its direct (i.e. implementation) or indirect (i.e. Partner in the implementation) experience in design and execute the service delivery packages for HIV/AIDS Prevention and Control among MARPs, to enable the Authority to evaluate the fulfillment of Technical Criterion as described in Section 4.3. [Instructions: Use the format above to provide information on each completed assignment in the past by firm/NGO/CSO.]
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ANNEX 6 Format of Resume
Resume of the Proposed Key Staff Members of the project that may include but not confined to, Project Manager; M&E Officer, Counselor/Advocacy/Training Officer, Physician, Finance Officer, Supervisor and ORWs.
1. Position:
2. Name of Firm/NGO/CSO:
3. Name of Staff [Insert full name]:
4. Date of Birth: Nationality:
5. Education :
Sr. Degrees obtained College/University Year Attended
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees ( under Sr. 5: Education) were obtained]:
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:
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From [Year]: To[Year]: ______Name of Employer/ Institution: ______
Positions held:
11. Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[List all tasks to be performed under this assignment] [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point ]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff] Day/Month/Year
Full name of authorized representative: ______
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ANNEX 6 Format of Resume……..Continued………. Resume of the Proposed Key Staff Members of the project that may include but not confined to, Project Manager; M&E Officer, Counselor/Advocacy/Training Officer, Physician, Finance Officer, Supervisor and ORWs.
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ANNEX 7 Registration Certificate Certified copy of the Prospective Bidder's certificate of Registration, (or, if the Prospective Bidder is in Partnership, each of its members');
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ANNEX 8 Affidavit
To: Punjab AIDS Control Program Govt. of the Punjab, Health Department 7-B, LDA Flats, Huma Block, Allama Iqbal Town, Lahore
Re: Provision of HIV Prevention and Diagnostic Services for Jail Inmates in Central Jail Lahore and Central Jail Faisalabad; (the "Project")
[Date]
Pursuant to the Request for Proposal dated [______] in respect of the Project,
[Name of Prospective Bidder/Lead Member of Partnership] hereby represents and warrants that, as of the date of this letter [Name of Prospective Bidder/Lead Member of Partnership], and each Partner (if applicable):
(a) is not in bankruptcy or liquidation proceedings;
(b) has not been convicted of, fraud, corruption, collusion or money laundering;
(c) is not aware of any conflict of interest or potential conflict of interest arising from prior or existing contracts or relationships which could materially affect its capability to comply with the obligations under the Concession Agreement; and
(d) has not failed to perform any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Prospective Bidder or Partner as the case may be; or
(e) has never been expelled from any project or contract by any public/private (UN Agency, INGO etc.) entity or Authority; or
(f) had no contract terminated by any government or government instrumentality or National or International Civil Society Organization for breach by such Prospective Bidder or Partner.
(g) have carefully studied the RFP documents and we will abide by the rules and regulations
Yours Sincerely,
Authorized Signature Name and Title of Signatory Name of Organization Address
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ANNEX 9 Audit Reports The Prospective Bidder, or if the Prospective bidder in partnership, the relevant Partner, shall provide the audited financial statement duly certified by the certified chartered accountant, for the most recent two full financial years for which such statements are available, including the consolidated balance sheet, income statement and the accompanying notes.
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ANNEX 10 Memorandum of Association
Certified copy of Memorandum of Association and Articles of Association of the Prospective Bidder (or in case of partnership, the Memorandum of Association and Articles of Association of each member of a Partnership) and any amendments;
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ANNEX 11 Policies and Procedures Certified copy of the Prospective Bidder's Policies and Procedures to govern the Organization’s system including the Human Resource Policies, Financial Management Policies, Procurement Policies, Monitoring and Evaluation Policies and any other policy deemed necessary in this regard; (or, if the Prospective Bidder is in Partnership, each of its members')
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ANNEX 12 Office Addresses Address of the offices of the Prospective Bidder (or in case of the partnership, the addresses of the offices of all the Partners) particularly in the cities where applying for the bidding;
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ANNEX 13 CHECK LIST
BEFORE SENDING YOUR REQUEST FOR PROPOSAL, PLEASE CHECK Tick the items THAT EACH OF THE CRITERIA BELOW HAVE BEEN MET IN FULL AND off below TICK THEM OF Title of the Proposal: Yes No PART 1 (ADMINISTRATIVE) 1. The instructions for the Request for Proposal have been followed. 2. The Request for Proposal application has been filled in and signed. 3. The Request for Proposal is typed and is in English. 4. One original Request for Proposal bid is included. 5. Request for Proposal application/bid is complete 6. All documents are properly signed 7. Request for Proposal application is generally in order PART 2 (ELIGIBILITY) 8. Data Sheet 9. Project Proposal Form 10. Basic Information Form 11. Power of Attorney 12. Previous Experience Form 13. Resume Form Of Key Personal 14. Registration Certificate 15. Affidavit 16. Audit Reports 17. Memorandum of Association 18. Policies and Procedures 19. Office Addresses 20. Technical Proposal on the prescribed formats 21. Financial Proposal on the prescribed formats 22. Call Deposit; of bid security of 2% of the bid price is attached with Financial Proposal
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ANNEX 14 Assessment Grid
(FOR OFFICIAL USE ONLY) YES NO 1. The submission deadline has been met. 2. The Checklist has been duly completed. All the requirement in administrative check list have been fulfilled:
Date: DECISION 1: The Committee has decided to evaluate the Request for Proposal Application, which has passed the administrative check. The Request for Proposal Application/Bids has been evaluated by:
Date:
DECISION 2: The Committee has decided to recommend the full application form as “Technically Qualified Bidder”
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Abbreviations:
AIDS Acquired Immune Deficiency Syndrome ART Anti Retroviral Therapy BCC Behavior Change Communication CBOs Community Based Organizations CSO Civil Society Organizations CSW Commercial Sex Workers DIC Drop in Center DQC Documents for Qualification Criteria EACP Enhanced HIV and AIDS Control Program FGD Focus Group Discussions HASP HIV and AIDS Surveillance Project HIV Human Immune Deficiency Virus HSWs Hijra Sex workers IDUs Intravenous Drug users IDUs Injecting Drug User KKB Kothi Khana Based MSWs Male Sex Workers NGOs Non Governmental Organizations PACP Provincial AIDS Control Program PAS Punjab AIDS Strategy PLWHA People Living with HIV and AIDS QC Qualification Criteria RSA Rapid Situation Assessment SDP Service Delivery Package STIs Sexually Transmitted Infections
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