Request for Proposal (RFP)

Issued on:                               May 02, 2024

Solicitation Number:              PI-BID/BHFA//APR-2024/091

For:                                      Hiring of firm for training sessions on fire safety and first Aid for BHFA/Pathfinder Staff.

Quotes Deadline:                   May 21, 2024 (5;00 PM)

Pathfinder Background

Pathfinder is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose.

Since 1957, we have partnered with local governments, communities, and health systems to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent.

Our work ensures millions of women, men, and young people are able to choose their own paths forward.

Project Background

Pathfinder International, a US based INGO, is engaged in Pakistan as a prime recipient for a USAID funded BHFA- Building Healthy Families Activity Program. Funding has been made available to us through cooperative agreement and duration of this program is five years from September 2022-August 31,2027, we want to conduct Fire safety and first aid training sessions for BHFA /Pathfinder staff.

Assignment Background

This Terms of Reference (ToR) is developed with reference to the Pathfinder policy and procedures with the view of ensuring BHFA/Pathfinder personnel are equipped with basic knowledge on first aid as first responders and fire safety.

Objectives

The purpose is to train BHFA staff on emergency first-aid and fire safety techniques to equip them with knowledge and skills to respond to emergency situations at work and at other places. Additionally, it is aimed at ensuring all staff have the basic knowledge of public health emergencies especially on First Aid, and that staff are exposed to the practical application of First Aid in various health emergencies including the administration of Cardiopulmonary Resuscitation (CPR) whenever the need arises.

Scope of Work (SOW)

Companies who provide fire safety, fire warden and first aid training for 70-85 persons, certified by the DG Civil Defense Authority. Company must be based in Pakistan.

Activities

• Design first aid and fire safety trainings.

• The provider to facilitate the entire training and guide the interactive discussions.

• Ensure that staff members actively participate in the discussion and come up with ideas and recommendations.

• Use variety of methodologies including demonstrations and practical usage of fire extinguishers and other necessary equipment’s.

•  Produce a final report on the outcome of the entire training.

Description of Assignment

The training will take the form of presentations, interactive sessions, question, and answer sessions with practical’s and demonstration on first aid and fire safety practices in emergency situations that will cover the following:

First Aid

• Definition of principles, and psychological First Aid.

• Allergies.

• Handling and moving patient.

• Poisoning/Bites.

• Basic Life Support.

• Airway Management.

• Seizures.

• Skin Injuries.

• Muscle and Bone Injuries.

• Identification and use of First Aid materials.

Fire safety

 

• Importance of Fire Safety.

• Role and responsibilities of fire safety technician, marshals, and officer.

• Fire Terminology.

• Fire behavior & Combustion.

• Fire Safety Technician.

• Fire risk assessment.

• Fire safety management.

• Fire precautions.

• Fire protection systems & equipment.

• Fire Fighting Practices.

Supervision and Reporting

The Security Manager BHFA and Director Operations & Finance will be the responsible BHFA/Pathfinder official to supervise and work directly with the facilitators with support from Human Resource Unit.

Deliverables

• Inception report including the proposed training design, timelines and methodology.

• A comprehensive report at the end of the entire training program.

• Certification of Training of 70-85 persons in the following areas:

• Fire safety for fire wardens/staff

• First Aid

Location and Duration

The training will take place at the BHFA main Office, Islamabad, and Regional and/or field offices in Karachi, Peshawar and Hyderabad. The training will take place in the following phases.

• Phase 1- BHFA Islamabad office, Peshawar Office, and Karachi office

• Phase 2- Hyderabad for all district staff of Sindh

The training to be facilitated by a team of trainers:

• Training for staff in Islamabad 03 days following the signatures of the contract (Tentative).

• Training for Regional Offices Staff Up to 3 days after Islamabad training (Tentative).

• Training for district staff Up to 3 days after regional trainings (Tentative)  

Inquiries

If you have any questions/inquiries, please e-mail [email protected] no later than close of business May 08, 2024 with a subject line Inquiries- PI-BID/BHFA//APR-2024/091 : Hiring of firm for training sessions on fire safety and first Aid for BHFA/Pathfinder Staff. The solicitation number indicated above must be included in the subject line. Responses will be posted to all known offerors.

Proposal Deadline

All written responses to this RFP must be received by Pathfinder no later than [5;00 PM for electronic submission] (Pakistan time) on May 21, 2024. The solicitation number indicated above must be included in the subject line. Hardcopy submissions will not be accepted. A maximum of two files are permissible: one for technical documentation and one for financial details. The combined size of the email attachments should not exceed 6 MB.

Please email the quote and other information directly to: [email protected] with a subject line PI-BID/BHFA//APR-2024/091: Hiring of firm for training sessions on fire safety and first Aid for BHFA/Pathfinder Staff. The solicitation number indicated above must be included in the subject line.

Modification

If at any time prior to award Pathfinder deems there to be a need for a significant modification to the terms and conditions of this RFP, Pathfinder will issue such a modification as a written RFP amendment to all competing offerors.  No oral statement of any person shall in any manner be deemed to modify or otherwise affect any RFP term or condition, and no offeror shall rely on any such statement. Such amendments are the exclusive method for this purpose.

Resulting Award

Single contract: As a result of this solicitation, Pathfinder anticipates engaging a single consultant firm. Pathfinder reserves the right to split the SOW and make multiple awards.

Any resulting contract will be subject to the terms and conditions contained in Annex B. Part B of this annex will only apply to USG-funded assignments.

The selected company for this assignment will abstain from engaging in the open bidding process for the Bill of Quantities (BOQ), thereby excluding itself from the competition associated with this task.

Joint ventures are ineligible to partake in the procedure.

Payment Terms

Fixed Price: Pathfinder anticipates entering into a fixed-price contract with the selected contractor/firm.

Payment Schedule

100% of the Payment to be made upon completion of the entire training exercise and upon submission of the comprehensive training report validated by the BHFA Security Manager and/or Dir Ops/Fin.

Proposal Guidelines and Instructions

Offerors will be required to submit two proposals, electronically, one a technical proposal and the other a cost proposal. All proposals must be signed and valid for a minimum of sixty (30) days.

Your proposal should provide basic information about your Company and relevant service offerings. It should have a section addressing each of the following areas:

Qualification and Requirements

• Company Profile

• Registered institution offering first aid & Fire safety training.

• Ability to use own training aids for facilitation.

• Minimum of three qualified trainers in first aid and three in Fire safety trainings.

• A minimum of three years’ experience in conducting training in similar organizations. Provide three completion certificates of similar assignments.

Responses should include the following information:

 

A.     Preliminary examination Requirements

 

• Firm must be registered as a Sales Tax Registered Firm (PASS/FAIL)

• Company must provide Directorate General of Civil Defence authority certification (PASS/FAIL)

• Company must be based in Pakistan with its offices in Islamabad and support offices in Karachi and Peshawar  (PASS/FAIL).

• A minimum of three years’ experience in conducting similar trainings  in  organizations. Provide three completion certificates of similar assignments. (PASS/FAIL).  

Firms that meet the Pass/Fail criteria will undergo further evaluation in consideration of their technical proposals.

 

B.     Technical Proposal

 

 

a.     Understanding of the assignment  – 20 points

 

• Proof of legal registration in Pakistan ( Proof, Organization registration Certificate must be attached

• Proof of Directorate General of Civil Defence authority certification (Required)

• Overall Concord between RFP requirements and proposal

 

b.     Key personnel –  45 points

 

• Team Leaders: Relevant qualifications and experience in conducting First Aid & Fire Fighting Training for a minimum of three years (CV along with relevant Certification.

• Team Members: Relevant qualifications and experience in conducting First Aid & Fire Fighting Training for a minimum of three years. (CV along with relevant Certification.

• Company Provide three last assignment completion certificates of similar nature. (Completion Certificate required)

 

c.      Training Aids – 05 points

 

• Ability to use own training aids for facilitation (like first aid kits, mannequins, fire extinguishers, fire blankets etc.)

 

d.     Financial Proposal – 30 points

 

1. 1. Financial Proposal

Offerors pricing should be based on the following:

Fixed Price:  For Services performed during the Term, Firm will be paid a fixed fee after the completion of task with a report accepted and approved by BHFA Team.

The financial proposal is mandated to incorporate a detailed breakdown of costs, encompassing all expenses such as travel costs and lodging, among others. Sales Tax with % is required. Please use below table to submit your financial response.

Reference	PI-BID/BHFA//APR-2024/091: Hiring of firm for training sessions on fire safety and first Aid for BHFA/Pathfinder Staff
Issue Date	May 02, 2024
Closing Date	May 21, 2024
Price Validity	_______________ Please provide this information
NTN
STRN

 

Line Item	Description and Specifications	Qty	Items and Specifications Offered	Unit Price PKR	Sub Total PKR	Sales Tax (%)	Total Price PKR
Subtotal:
Other Costs (Describe: ______________________):
GRAND TOTAL (CIP) PKR:

The project will not provide any reimbursement or additional costs beyond those quoted in the financial proposal.

Sales Tax (ST) Compliance: The project is eligible for a sales tax exemption. ST amount will be withheld, an exemption letter will be provided within 90 days upon receipt of the invoice. If the exemption letter is not provided within this timeframe, the withheld ST amount will be paid upon completion of the USAID compliance timeline of 90 days.

Administrative Issues

• The bidder should provide an all-inclusive cost in the financial proposal. Bidder should factor in all cost implications for the required service / assignment.

• Resources and facilities to be provided by BHFA, e.g. office space and projector etc.

Evaluation Criteria

In evaluating the proposals, Pathfinder International will seek the best value for money rather than the lowest priced proposal. Pathfinder will use a two-stage selection procedure:

Evaluation Process and Methods

Bidders are expected to submit both Technical and Financial proposals (separately). The criteria for evaluation are summarized below and will be scored using a ratio between the technical and the financial proposal of 70:30 (technical/financial). Sum of technical and financial will equal to 100 points.

(j)  Technical Criteria

Item	Technical Evaluation Criteria	Max. Points Obtainable
1	Overall Response (Understanding of the assignment by the proposer and the alignment of the proposal submitted with the ToR)
1.1	Proof of legal registration in Pakistan -5 marks DG civil defense authority certification-5marks	10
1.2	Overall Concord between RFP requirements and proposal proposed training design-syllabus-5 marks timelines-duration of assignment-5 marks	10
Subtotal 1		20
2	Key personnel
2.1	Team Leaders: Relevant qualifications and experience in conducting First Aid & Fire Fighting Training for a minimum of three years. 3 years or above experience with international certification will get 15 marks. 3 years or above experience with national certification will get 10 marks. Proof of CV along with Relevant Certificate must be provide	15
2.2	Team Members: Relevant qualifications and experience in conducting First Aid & Fire Fighting Training for a minimum of three years. 3 years or above experience with certification will get 15 marks. 2 years’ experience with certification will get 10 marks. Proof of CV along with Relevant Certificate must be provide	15
2.3	Company Provide three last assignment completion certificate of similar nature	15
Subtotal 2		45
Training Aids
3	Ability to use own training aids for facilitation (like first aid kits, mannequins, fire extinguishers, fire blankets etc.) Each aid will get 1 mark	5
Subtotal 3		5
	Total Technical Score	70

Technical Evaluation Criteria

Technical offers will be scored out of 70 points. Offers with scores less than 49/70 will be disqualified. A reference check and site visit will be conducted on companies meeting the minimum technical requirements.

Financial Proposal Structure

Financial offers will be scored out of 30 points.

Final recommendation

The contract will be awarded to the best service provider which have the highest cumulative score (technical + financial) out of 100.

Relationship disclosure

-           Describe any current or past relationships your organization may have with Pathfinder, and if it is a potential conflict of interest.  If there is a potential conflict of interest, please explain how this risk will be mitigated.

-           Describe any personal or familial relationships any employee of the Contractor has with any employee of Pathfinder. If there is a relationship, please explain how any conflict-of-interest risk will be mitigated.

Disclosure does not automatically disqualify offeror.

Terms

Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.

Pathfinder will not reimburse any expenses related to the preparation of any proposal related materials or delivery.

Confidentiality

IF APPLICABLE As a part of the RFP process, Pathfinder International may be providing confidential information. Consequently, suppliers must complete a Confidentiality/ Non-Disclosure Agreement. See Annex B

Agreement

Any resulting contract will be subject to the terms and conditions contained in the annex. See Annex A

Thank you,

Procurement Team

Pathfinder International

Building Healthy Families Activity|Pathfinder International