CARE INTERNATIONAL IN PAKISTAN

TORs of Baseline
Survey
Community Infrastructure Project - CIP

2010

C A R E I N T E R N A T I O N A L 4 0 , M A R G A L L A R O A D , F - 8 / 3 , P. O
B OX 2 1 2 0 I S L A M A B A D

CARE INTERNATIONAL IN PAKISTAN

TORs Baseline Survey

Community Infrastructure Project - CIP
22/10/2010

These are the detailed TOR to implement the baseline survey meeting international standards and to
document the process to provide accurate information that will be used as foundation for the
monitoring and evaluation of the project.

Request for Proposals To Conduct Baseline Survey for

Community Infrastrcture Project -CIP
Request for Proposals
To Conduct the Baseline Survey for the Community Infrastructure Project

Closing Date: November 1, 2010

i.

CARE International is implementing Community Infrastructure Project in Pakistan.

Canadian International Development Agency (CIDA) is providing funding support to the CIIP..
ii.

Please submit your offer for the services described here in accordance with the

instructions and terms and conditions described in this RFP.

iii.

All correspondence and/or inquiries regarding the RFP must be address to the

attention of Ghufran Elahi Hashmi at gelahi@carepk.org.

iv.

The RFP contains the following sections:

1.

Introduction

2.

Deadlines

3.

Project Overview and Scope of Work

4.

Proposal Requirements

5.

Proposal Contents

6.

Cost Estimate

7.

Evaluation

8.

Terms and Conditions of Solicitation

1. Introduction
The CIIP requests proposals for conducting a baseline survey during October- November
2010.The main objective of the requested proposal is to implement the baseline survey
meeting international standards and to document the process to provide accurate information
that will be used as foundation for the monitoring and evaluation of the project.
2. Deadlines
a)

The proposal

The proposals must be received in the CARE International in Pakistan November 1, 2010 at
5:00 pm.
b)

Questions regarding the RFP.

The applicant may submit questions regarding the RFP via email

26 October 2010 at 5:00

pm.
c)

Answers to the questions regarding the RFP.

CARE International will post answers to the questions from all applicants regarding the RFP in

one document by October 29 at 5:00 pm. The answers will be sent via email to the
applicants stated point person. The answers will not indicate the organization from which the
question originated.
3. Project Overview and Scope of Work
The Scope of Work is included in the Terms of Reference (TOR) in Annex One. The TOR
includes:

Background

Objective

Activities

Deliverables

Schedule

Cost Estimate

Cacaicty statement of the individual/organization

Terms of payment
4.

a)

Proposal Requirements
Language

All documents related to this tender shall be in English and all costs shall be expressed in
Ruppees .
b)

Format

Proposals may be submitted electronically or by hard copy. If proposals are submitted

electronically, all pieces to the proposal must be labeled clearly. Acceptable formats include
Microsoft Word, Microsoft Excel, and PDF. The applicant may fax the signed cover page.
c)

Number of copies

If proposals are submitted by hard copy, two (2) copies of the completed technical and
financial proposal should be delivered to the CARE International in Pakistan.
d)

Page setup

The document should be written in 12-point font, single spaced, and with one-inch margins on
A4 paper.
e)

Page length

The maximum page length for the proposal is 20 pages. The technical portion of the proposal
may not exceed 10 pages. Suggested breakdown is as follows: cover page=1; organizational
profile, institutional capacity=4; technical proposal= 10; cost narrative=5. Spreadsheets
associated with the cost estimates are not limited. Number of pages for the annexes is not
limited.
f)

Annex material

Appropriate annex material may include: curriculum vitae of key personnel, organizational
profile (supplemental material to the information in the body of the proposal), copies of
reports, and letters of support.

5. Proposal Contents
The applicant should address the following areas in its proposal.
a)

Institutional Capacity

The applicant must present in narrative format a description of: (a) company profile
(supplemental material could be placed in the annex), (b) the organizational capacity to
conduct the scope of work, (c) the organizations knowledge of adaptation risk and reduction
and climate change, (d) previous experience conducting similar work, (e) training capacity, and
(f) letters of support (placed in the annex).

b)

Technical Proposal.

The applicant should describe in the technical proposal their approach to the steps presented are
:Questionnaire design and implementation, Sample size calculations and sampling design, Training for
enumerators and supervisors, Field work, Data processing, Data analysis.
6. Cost estimates
The applicant must present a detailed financial proposal that covers the following items and includes a
narrative on the assumptions behind the estimates:
1. Salaries. Includes personnel for technical assistance, data collection, data entry, and analysis, e.g.
staff, interviewers, supervisors, drivers, etc.
2. Per diem and Travel. Includes daily costs for lodging and meals and incidental expenses during
training and during field work; mode of transportation; vehicle rental; gas.
3. Printing. Includes survey questionnaires, interview guides, final reports.
4. Equipment. Includes any equipment the contractor may need to purchase (though this should be
minimal at best if they already have the capacity to do the work).
5. Communications. Includes telephone, fax, computer, etc
6. Supplies. Includes paper, pens, other materials for field work.
7. Training costs.
7.
Evaluation
Review team
A review team at CARE International will evaluate the proposals received on its technical merit and
cost estimates.
Review Criteria
CIP will evaluate proposals based on the following general criteria. The elements are : Institutional
Capacity/Institutional Credentials (30%), Technical Proposal (30%), Comprehensiveness demonstrates
a complete understanding of the SOW and all aspects of the technical design (10%) and Cost estimate
(30%) assessment of cost estimate against implementation plan.
8.

Terms and Conditions of Solicitation

Period of validity
The proposal shall be valid for a period of 50 (50) days, starting from the submission date.

Notice of Non-Binding Solicitation

CIP reserves the right to reject any and all bids received in response to this solicitation, and is in no
way bound to accept any proposal. We additionally reserve the right to negotiate the substance of the
finalists proposals, as well as the option of accepting partial components of a proposal if appropriate.
Quantities are estimates only at this time and will be subject to change
Confidentiality
All information provided as part of this solicitation is considered confidential. In the event that any
information is inappropriately released, CIP will seek appropriate remedies as allowed. Proposals,
discussions, and all information received in response to this solicitation will be held as strictly
confidential, except as otherwise noted.
Notification
Prior to the expiration of the validity of the proposal, CIP shall notify the successful company that
submitted the highest scoring proposal in writing and will invite for contract negotiations. CIP reserves
the right to invite the second ranking company for parallel negotiations
Right to Final Negotiations
CIP reserves the option to negotiate on the final costs, and final scope of work, and also reserves the
option to limit or include third parties at CIP s sole and full discretion in such negotiations. Upon
failure to reach agreement on the contents of the contract as stipulated in this document, CIP has the
right to terminate the negotiations and invite the next-best rated company for negotiations.
Communication
All communication regarding this solicitation shall be directed to appropriate parties at CIP. Contacting
third parties involved in the project, the review panel, or any other party may be considered a conflict
of interest, and could result in disqualification of the proposal.
Acceptance
Award of a proposal does not imply acceptance of its terms and conditions. CIP reserves the option to
negotiate on the final terms and conditions.
---------------------------------------------------------Terms of Reference
Baseline Survey Community Infrastrcture Improvement Project
Location:
Shadadkot)
Period:

1.

Punjab (DG Khan, Rajanpour, Muzaffar Garh) Sind ( Ghotki, Thatta, Badin, Qambar

November- December 2010 (see illustrative schedule)

Background

On May 2010 CIP received a grant to implement the Community Infrastrcture Project in two provinces
of Pakistan. This three-year Community Infrastructure Project has the goal to enable rural women in
the target areas to become economically and socially empowered. The program will implement
activities on Infrastructure Improvement and capacity building which will benefit 3500 women as
direct target and indirect target population is more than 6 million. These 3500 women will be enrolled
in the project for a duration of two years .This project will be implemented in 200Ucs (15 districts) of
Punjab and Sindh. The recent flood 2010 severely affected 07 out of planned 15 CIIP target districts.
CARE planned to assess impact of flood on community infrastructures, rural destitute women and in
general on rural economy. As part of that CIP is looking for professional support to conduct base line
survey in both flood affected 7 districts (3 in Punjab and 4 in Sindh with a view to gather pre-project
situation on community infrastructures specially rural earthen roads, on female headed rural destitute
women, and on rural economy. While CIP will internally conduct its own baseline in 4 districts (20 UCs)
which had not been effected by floods. This will provide sort of comparison and snapshot of poverty
situation in flood and non flood affected districts. This baseline will then constitute the basis to

measure the end of project performance (Please see Annex 1) .

2.

Objective

The overall objective of the consultancy assignment is to assess the impacts of floods on the targeted
communities & beneficiaries and provide accurate baseline information that will be used as
foundation for the monitoring and evaluation of the program.
3.

Scope of work

The consultant shall carry out the following activities:

Activity 1 Revision, design and field test of the base line survey instrument:

Review of key documents, logic model, Performance Monitoring Framework, project proposal,

monitoring and evaluation plan and common instrument.

Consultation with local partners and CIP/Staff on survey plans

Preparation of draft instrument.

Final draft of the instrument for the survey, translation, field test and adjustments.

Consultation with CIP staff on modifications to the survey instrument before and after field

testing.
Activity 2A Sampling:

Design sampling strategy based methodology

Calculate sample size agreed-upon methodologies

Conduct sampling

Include the above in the final report to CIP

Activity 2B Plan, design, and implement training of enumerators and supervisors:

Recruitment of sufficient number of enumerators.

Preparation of training plan, field work protocols according to agreed methodologies.

Creation of the survey manual for the enumerator and supervisor, including step-by-step

instructions on data collection and guidance on handling problems and questions that might arise
during data collection

Implementation of training for enumerators including responsibility for logistics venue, snacks,

equipment, etc.

Creation of the data entry plan entry, cleaning, and analysis.

Discussion with local partners and CIP/Staff.

Activity 3 Implement and supervise field data collection, data input and cleaning:

Coordination with local partners and CIP staff

Preparation of materials and equipment

Notification to partners and communities

Deployment of enumerators to the field.

Conduct data processing: (1) primary processing , comparison and validation of files, clean files,

tabulations
Activity 4 Analyze and synthesize data; and prepare report and Program Indicator Tracking

Preparation of initial results in output tables.

Discussion with local partners and CIP/Staff on initial results

Data analysis and synthesis.

Revision of impact indicators and discussion

Report preparation in English

Activity 5 Conduct final presentation.

Coordination for final presentation to local staff and CIP staff in Urdu and English

Deliver final report, documents, files, and other materials

4.

Deliverables:

1. Final instrument for the baseline survey and tracking sheet for entry of baseline data
2. Field manual for enumerators.
3. Detailed report on the sampling, including specifics on the design, methodology, and sample size
calculations
4. Field implementation plan with protocols for the enumerators and supervisors
5. Data entry and analysis plan
6. Training of required number of enumerators, supervisors and data entry staff.
7. Electronic files with all raw data in 2 CDs.
8. Two printed and 2 electronic copies on CDs of the final report in English , to include:
1. Summary
2. Background
3. Objectives
4. Survey Methodology
i.
ii.

Project/survey locations
Sampling design and sample size

iii.

Questionnaire design and development

iv.

Training

v.
vi.
vii.
viii.

Field Work
Data entry and processing
Data analysis
Limitation to study

1. Results presented in narrative and tables, using descriptive and statistics

2. Recommendations
3. Annexes (e.g. references, questionnaire, sampling elaborations, etc.)
4. Recommendation for indicator.

5.

Schedule
Baseline survey will be carried out for 6-8 weeks as follow. Time line can be adjusted after mutual agreement and will depend on

starting date.

Timeline
S. No

Activities

Wee
k1

Week
2

Developing TORs

1.2

Advertisement in news paper

1.3

Communicate with CIP on methodology

1.4

Submission of proposal

1.5

Selected baseline contractor

1.6

Proposal design

1.7

Baseline Contract agreement

Sampling Methods, Interview Guideline, Sample Size

1.8
2

Wee
k5

Wee
k6

Wee
k7

X
Questioner Design

Pre-test, Questioner Revision

2.1

Training on Field Team

2.2

Final Preparation before Field Activity

Week
4

Preparation

1.1

1.9

Week
3

Data Collection

2.1

Field data collection

2.2

Data Cleaning

2.3

Data Analysis

2.4

Presentation Result

2.5

Final Report

6.

Fees and costs estimate

The total charge to be paid for the consulting assignment will depend on the technical proposal. We
will require a technical proposal that includes methodology, CVs of key personnel and costs estimates
presented as follows:

a) Budget
1. Salaries. Includes personnel for technical assistance, data collection, data entry, and analysis, e.g.
staff, interviewers, supervisors, drivers, etc.
2. Per diem and Travel. Includes daily costs for lodging and meals and incidental expenses during
training and during field work; mode of transportation; vehicle rental; gas.
3. Printing. Includes survey questionnaires, interview guides, final reports.
4. Equipment. Includes any equipment the contractor may need to purchase (though this should be
minimal at best if they already have the capacity to do the work).
5. Communications. Includes telephone, fax, computer, radio, postage.
6. Supplies. Includes paper, pens, other materials for field work.
7. Training costs

b) CVs are required of the key personnel

7. Terms of payment
The fees and costs estimates referred to shall be payable to the consultant in a schedule that is
agreed-upon by CIP and the contractor. The payments will be contingent upon the successful
completion of deliverables. The payment will be in Pakistani Rupees.

Aannex 1:
Logic Model
ULTIMATE
OUTCOME

Improved socio-economic status of rural disadvantaged women in selected districts of Pakistans Punjab and Sind Provinces

INTERMEDIATE
OUTCOMES

IMMEDIATE
OUTCOMES

OUTPUTS

ACTIVITIES

Improved year-round use of maintained rural roads by light traffic.

Increased ability to plan and monitor gender-responsive communitybased development initiatives at local government and community
level.

100 Improved rural roads and

community infrastructure

Increased and diversified income base for poor rural women through
participation in income generating activities

200 Increased employment

opportunities local women through
participation in the maintenance of
rural earthen roads and community
infrastructure

300 Improved capacity among poor rural women to start income

generating activities

400 Increased support from local government institutions and CBOs

for women engaged in maintenance work and entrepreneurial
activities

110 Rural earthen roads and other

community infrastructure selected
and mapping and surveys undertaken
to identify maintenance needs

210 Social mobilization campaigns

delivered to communities and
stakeholders to promote womens
involvement in the workforce

310 Completed baseline survey assessing skills and knowledge of

women

410 Completed baseline survey assessing knowledge and attitudes

of local government officials and CBOs of women

320 Training on life skills (health, nutrition, human rights, gender

equality) developed and delivered to RMTs

420 Training on gender equality delivered to Union Councils and

CBOs

120 Legally binding agreements

between RMT women and UCs

220 Rural women selected and

employed on Road Management
Teams (RMTs)

330 Training on business management developed and delivered to

RMTs

430 Training on community-based development delivered to Union

Councils and CBOs

230 Technical training (road

maintenance techniques, group
management, roles and
responsibilities, problem solving)
delivered to RMTs

350 Skills training and exposure visits facilitated for women specific
to their identified businesses

130 Rural earthen roads and other

community infrastructure maintained
and repaired in selected districts (i.e.,
cutting bushes, repairing potholes,
clearing of drainage areas)

340 Completed inventory of income-generating activities

appropriate for rural women

440 Linkages with district administration, Taluka, UC, micro-credit

institutions, skills training centres and business development centers
facilitated

360 Womens savings invested in new income-generating activities

450 Knowledge-sharing workshops with all stakeholders

implemented at district and UC levels to review progress and develop
quarterly plans