OUTSOURCING OF ASSESSMENT AND MONITORING SERVICES IN YEMEN. Expression of Interest and Capacity Questionnaire. EOI#YEM15NF016/02 Page 1

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1 OUTSOURCING OF ASSESSMENT AND MONITORING SERVICES IN YEMEN Expression of Interest and Capacity Questionnaire EOI#YEM15NF016/02 Page 1

2 INTRODUCTION WFP is the United Nations frontline agency in the fight against global hunger. The mandate of the WFP is to provide emergency and development assistance to eradicate hunger and poverty amongst the poorest and most food-insecure countries and populations. WFP Yemen is undertaking programmes reaching six million beneficiaries over two years in Yemen. Its programme covers relief assistance to IDPs, migrants, refugees and malnourished children, pregnant and lactating women, as well as resilience-building activities for the Yemeni population through protective and productive safety nets programmes (unconditional and conditional food/cash transfers with asset-creation activities), stunting-prevention nutrition interventions, and school feeding programmes. WFP Yemen desires to engage qualified and experienced companies to provide assessment and monitoring services to the WFP Yemen Country Office for its programmes. This announcement is requesting Expressions of Interest (EOI) from national and international non-governmental organizations and private firms based in and outside Yemen who would be interested in being invited to tender for these works. Following the deadline for submission of the EOI, WFP may, based on the response to the Capacity Questionnaire your organization is requested to submit and at its absolute discretion, shortlist organizations who will then be invited to bid for the assessment and monitoring services to the locations identified inside Yemen. EOI#YEM15NF016/02 Page 2

3 SCOPE OF WORKS The scope of works consists of assessment and monitoring activities, but is not limited to the execution of the following services. The detailed scope of outsourcing will be determined after assessing the capacities of the shortlist organizations. WFP is interested in organization that would be expected to: Access: Have a demonstrated ability to negotiate access at the community level throughout the different governorates and districts where support is required; Undertake field missions to all Final Distribution Points (FDPs) as provided by WFP to establish contacts and allow monitoring to take place Assessment: Undertake emergency food needs assessment in areas inaccessible to WFP staff in collaboration with government and/or WFP partners; Undertake food security monitoring, as required; Conduct any other relevant assessment and studies as required; Monitoring: Prepare a monthly monitoring plan in line with WFP requirements, and adapt the monitoring plan to WFP programme needs and priorities on a regular basis with close consultation with WFP Sub-Offices and Country Office; Undertake distribution monitoring/site visits as per monthly monitoring plan, following WFP s monitoring guidelines, procedures, and forms, to regularly assess the physical progress of WFP activities in relation to original plans and identify progress and constraints in implementation and make recommendations for improvement; Undertake post-distribution monitoring of WFP activities as per the WFP guidelines and provide contextual feedback on the effectiveness of WFP food or cash assistance to target populations; Undertake data collection exercises for other WFP outcome measurements, evaluations and special surveys; Establish and maintain a database containing all FDPs, distribution monitoring and post-distribution monitoring information; Reporting: EOI#YEM15NF016/02 Page 3

4 Produce a distribution monitoring report on programme implementation and challenges encountered for each distribution monitoring/site visit; Produce a consolidated monitoring report at the end of each month, quarter, and year; and Perform other related activities as required and requested. SUBMISSIONS Organizations are requested not to provide any additional documentation or information other than that requested in this document. Failure to reply to this expression of interest request or to complete this document in full may be grounds for exclusion from the tender process. ELIGIBILITY REQUIREMENTS WFP requires the following general pre-conditions to be met by the interested organization: The organization should be formally registered for a minimum period of three years as trust, society, (non-)profit company, co-operative or as any such legal form operation. It should have all the necessary logistical and administrative as well as management structure and capacities to handle the project independently. It should have its accounts audited through a Chartered Accountant. Reports should be available as public documents, and when required. It should have expertise on the activities being implemented. It should have a reputation for honesty and integrity in the area of operation. Organizations will be automatically excluded from the process if any of the following conditions apply to them: The Organization is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors, who has suspended business activities or who is in any analogous situation arising from a similar procedure under national laws and regulations; The Organization is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration (or examinership or equivalent) by EOI#YEM15NF016/02 Page 4

5 the court or of an arrangement with creditors or of any similar proceedings under national laws or regulations; The Organization has been convicted of an offence concerning their professional conduct; The Organization has been guilty of grave professional misconduct proven by any means which WFP can justify; The Organization has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the Employer; The Organization has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country in which WFP is operating; The Organization is guilty of serious misrepresentation in supplying or failing to supply the information required by a client; The Organization is being investigated by a UN or other international agency with regards to its activities. The Organization or any related organization within a group of organizations has been convicted of engaging in any activities contrary to international law. The Organization or any related organization within a group is on the Consolidated List established and maintained by the UN 1267 Committee INFORMATION TO BE PROVIDED The information requested in this document should be submitted in English. All financial information shall be expressed in United States Dollars (USD) and be exclusive of tax. Where project specific financial information cannot be provided for reasons arising from contract confidentiality provisions, then this should be stated clearly. CONFIDENTIALITY WFP will hold any information provided to it by Organizations on a confidential basis, subject to WFP s obligations under International law. EOI#YEM15NF016/02 Page 5

6 EXPRESSION OF INTEREST Do you wish to be invited to submit a tender for the assessment and monitoring services to WFP offices in Yemen? Yes No How many years has your Organization been in operation or business under its present name? Years State your Organization s full legal name and address. Name: Address: Tel No: (inc. Area Code) Fax No: (inc. Area Code) Primary Contact Name: Primary Contact Title: Primary Contact EOI#YEM15NF016/02 Page 6

7 CAPACITY QUESTIONNAIRE ACCOUNTABILITY Does your organization have an account audited through a Chartered Accountant? Yes No ASSESSMENT AND MONITORING SERVICES EXPERIENCE Provide an outline or statement of the Organization s capacity to undertake assessment and monitoring in Yemen, including basic organizational information, availability of appropriate skills among staff, and experiences in similar conditions. Focus particularly on the administrative and logistical capacity of deploying monitors/enumerators. If possible, provide references from previous clients. The Organization may add brochures or other supporting documents to explain their past experiences. Has your Organization done similar services in Yemen or in other similar areas/countries? Yes No If Yes, give details of how your Organization dealt with process and how the constraints were overcome in the execution of the services. (use additional pages if required). EOI#YEM15NF016/02 Page 7

8 EOI#YEM15NF016/02 Page 8

9 List the organizations/institutes/companies that your Organization has had successful contracts in the last 3 years AREA OF OPERATION CLIENT COUNTRY DURATION EOI#YEM15NF016/02 Page 9

10 In relation to this request, please provide details of how your Organization would propose on how to provide the services to the WFP Yemen Country Office. Interested companies may propose offering the required services by sub-contracting another company if necessary. EOI#YEM15NF016/02 Page 10

11 INSURANCE AND BONDS What mechanism has your organization put in place to deal with staff liabilities in terms of injury or death while carrying out official duties? Please elaborate and attach available supporting documents for the kind of liability insurances, if any. Is your organization able to raise performance bond for high value contracts you have ever undertaken? What percentage was the value of your performance bond? Please provide evidence to support your affirmative response. EOI#YEM15NF016/02 Page 11

12 QUALITY CONTROL Indicate whether your Organization has a recognised Quality Control System. Include any kind of legally registered professional licenses that the Organization and/or its staff possess. ISO9001 Other Standard None If Other Standard state which and give full details: If None, give full details on systems that your Organization proposes to use to control quality of various works and workmanship: EOI#YEM15NF016/02 Page 12

13 CONFIRMATION AND ACKNOWLEDGEMENTS When you have completed the Questionnaire, please ensure that: 1. You have completed all questions and details requested. 2. Where additional sheets are used, they clearly identify the section and questions being answered. 3. You have read and signed the section below. Declaration by Organization and Organization Representative I certify that the information supplied is accurate to the best of my knowledge and I understand and accept that false information will result in exclusion from the process. THIS UNDERTAKING IS TO BE SIGNED BY AN AUTHORISED REPRESENTATIVE ON BEHALF OF YOUR ORGANIZATION Name of Organization: Signed on behalf of Organization: Position/Status in Organization: Date: EOI#YEM15NF016/02 Page 13

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