Program Manager

1
Program Manager

• Bota Foundation
• Request for Proposals (RFP)

April 28, 2008
2
Short-listing of International NGOs

• Process
• International Advertizing (UN Development
  Business, The Economist, Central Asian English
  Language Newspapers).
• 18 expressions of interest.
• Evaluation Committee ranked according to rigorous
  process (criteria experience, knowledge of
  area, relevance, staff quality, understanding of
  assignment).

3
RFP Structure

• Section 1 - Letter of Invitation
• Section 2 - Technical Proposal
• Section 3 - Financial Proposal
• Section 4 - Terms of Reference
• Section 5 Technical Annex (Description of Bota
  Program Components)
• Section 6 Contract Form
• Currently 150 pages.

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Section 1 Letter of Invitation (LOI)

• Introduction (to assignment)
• Documents (what is being provided0
• Preparation Instructions
• Technical Proposal
• Relevant Experience
• Methodology
• Assessment of Social Services in Kazakhstan
• Staffing for Assignment
• Other Information Documents (required e.g.
  registration, audited accounts)
• Financial Proposal
• Submission Instructions
• Evaluation Procedures
• Negotiations
• Contract Signing

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Evaluation Criteria I

• Evaluation Criteria Points
• (1) Specific experience relevant to the
  assignment - 10 points
• (2) Adequacy of the proposed methodology and work
  plan in response to the TOR
• (a) Technical approach and methodology, including
  knowledge transfer 20
• (b) Work plan 10
• (c) Organization and staffing 10
• Total points for criterion (2) - 40
• (3) Key staff qualifications and competence for
  the assignment
• (a) Executive Director (Team Leader)- 15
• (b) Financial Manager - 9
• (c) Monitoring Evaluation Specialist - 8
• (d) Specialist for Social Services - 5
• (e) Specialist for CCT - 8
• (f) Specialist for Higher Education Scholarships
  - 5
• Total points for criterion (3) 50

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Evaluation Criteria II

• The number of points to be assigned to each of
  the above key positions or disciplines shall be
  determined considering the following three
  sub-criteria and relevant percentage weights
• General qualifications20
• Adequacy for the assignment60
• Experience in region and language capability20
• Total weight100.
• Based on the above criteria, each responsive
  technical proposal shall be attributed a
  technical score (St). The minimum technical
  score required to pass is 75 points.

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Selection Procedure

• Quality Cost-Based (QCBS) most complex, but
  appropriate for large and complex assignments
  (quality cost).
• Technical Proposal evaluated first.
• Only qualifying technical proposals have
  financial proposals opened./
• The EC will first determine whether the financial
  proposals are complete, have no computational
  errors.
• Proposals submitted in currency different from
  the US shall not qualify.
• The lowest financial proposal (Fm) shall be given
  a financial score (Sf) of 100 points. The
  financial scores of the proposals shall be
  computed as follows
• Sf100 x Fm/F
• (F amount of each other individual financial
  proposal).
• Final Ranking
• Proposals shall finally be ranked according to S,
  their combined technical (St) and financial (Sf)
  scores using the weights 80 for the technical
  score and 20 for the financial score, i.e.
• SSt x 80 Sf x 20

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Section 2 - Technical Proposal

•  
• 2A. Technical Proposal submission form.
•  
• 2B. Organizations references.
•  
• 2C. Comments and suggestions of consultants on
  the Terms of Reference and on data, services, and
  facilities to be provided by the Client.
•  
• 2D. Description of the methodology and work plan
  for performing the assignment.
•  
• 2E. Team composition and task assignments.
•  
• 2F. Format of curriculum vitae (CV) for proposed
  professional staff.
•  
• 2G. Time schedule for professional personnel.
•  
• 2H. Activity (work) schedule of implementation
  during the first 12 months.
• 2I. List of required additional documents and
  certificates. 

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Section 3 - Financial Proposal - Standard Forms

• 3A. Financial Proposal submission form.
•  
• 3B. Summary of costs.
•   
• 3C. Breakdown of remuneration.
•  
• 3D. Breakdown of reimbursable expenses

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Section 4. Terms of Reference

• 1. BACKGROUND
• 2. OBJECTIVES
• 3. SCOPE OF SERVICES
• 4. TRAINING
• 5. ELIGIBILITY SELECTION CRITERIA
• 6. DURATION OF ASIGNMENT SCHEDULE
• 7. REPORTING OBLIGATIONS
• 8. SATA SERVICES PROVIDED BY CLIENT
• 9. COMMITMENTS of THE WORLD BANK

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Scope of Services (Detail)

• Strategic planning risk management
• Organization logistics
• Staffing
• Operational management of Bota programs
• Controls audit
• Program performance monitoring
• Impact evaluation
• Information dissemination transparency
• Resource mobilization
• Capacity building

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Section 5. Technical Annex

• Description of Bota Programs
• Part I Administration of the Bota Foundation
  (Core Positions, Organigram, Executive Director
  TOR)
• Part II The Bota Foundation Programs
• Conditional Cash Transfers (CCT) Program
• Social Services Program and
• Higher Education Scholarships Program

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Core positions in the Management of the Bota
Foundation - I

• (All positions will become localized at the
  latest by the end of the 48-month contract and
  the the Program Manager should have a sound plan
  of the development of local staff and the
  transfer of expertise).
• Executive Director of the Foundation for 48
  person-months. International expert. Responsible
  for creation, strengthening, and ensuring
  effective functioning of the Foundation. Provides
  overall strategic and organizational management
  of the Foundation. Reports to the BoT.
• Directors of Programs (CCT, Social Services, and
  Higher Educational Scholarships) 3 people for
  48 person-months each. International experts for
  first 30 months. Responsible for supervision of
  staff working on implementation of the particular
  sub-program. Ensures effective implementation of
  the projects and programs, including their
  regular monitoring and evaluation. Reports to the
  Executive Director of the Foundation.

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Core positions in the Management of the Bota
Foundation - II

• Director of Development Communications
  Department for 48 person-months. International
  expert for first 24 months. Responsible for
  supervision of staff working in the Development
  department (including Communications/Outreach,
  Partnership Development, and Resource
  mobilization units). Together with the President
  of the Foundation responsible for developing and
  effective implementation of the Foundations
  sustainability strategy. Ensures transparency of
  the Foundations activities, development of
  strategic partnerships, and effective
  implementation of resource mobilization strategy.
  Reports to the Executive Director of the
  Foundation.
• Director of Finance Department for 48
  person-months. International expert for first 36
  months. Responsible for supervision of staff
  working in the financial department. Ensures
  effective use of funds only for purposes
  described in the Charter of the Foundation.
  Ensures compliance of financial reporting with
  Kazakhstan and international standards.
  Participates in financial planning for the
  Foundation. Reports to the Executive Director of
  the Foundation.

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Core positions in the Management of the Bota
Foundation - III

• Director of Monitoring and Evaluation Department
  for 48 person-months. International expert for
  first 24 months. Responsible for supervision of
  staff working in the Monitoring and Evaluation
  Department (including specialists in impact
  assessment, process evaluation, and auditing).
  Ensures regular monitoring and evaluation of
  program activities against an established
  framework, contributes significantly to regular
  progress reporting, and maintains strong linkages
  with Chiefs of Programs to achieve these
  objectives. Reports to the Executive Director of
  the Foundation.
• Director of Administrative Department for 48
  person-months. Local expert for first 24 months.
  Responsible for supervision of staff working in
  the Administrative Department. Ensures
  administrative support for program activities at
  all levels (including procurement, logistics,
  human resources, Information Technology support
  (IT), in legal matters, etc). Reports to the
  Executive Director of the Foundation.

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Other positions in the Management of the Bota
Foundation

• It is also expected that the Program Manager will
  mobilize additional expertise in the areas of
• Outreach and public information for 8
  person-months
• Resource mobilization for 8 person-months
• Social policy 8 person-months
• Accountancy (local contract) 48 person-months
• Administrative support and office management
  (local contract) 96 person-months and
• Drivers 96 person-months.

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Proposed Bota Foundation/Program Manager Structure
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Section 6 Contract Form (Time-Based)

• I. Form of Agreement
• II. General Conditions of Agreement
• 1. General Provisions
• 1.1 Definitions
• 1.2 Relationship Between the Parties
• 1.3 Law Governing Agreement
• 1.4 Language
• 1.5 Headings
• 1.6 Notices
• 1.7 Location
• 1.8 Authority of Member in Charge
• 1.9 Authorized Representatives
• 1.10 Taxes and Duties
• 1.11 Fraud and Corruption
• 2. Commencement, Completion, Modification and
  Termination of Agreement
• 2.1 Effectiveness of Agreement
• 2.2 Termination of Agreement for Failure to
  Become Effective
• 2.3 Commencement of Services
• 2.4 Expiration of Agreement

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Contract Continued

• 4. Program Managers Personnel and
  Sub-Consultants
• 4.1 General
• 4.2 Description of Personnel
• 4.3 Approval of Personnel
• 4.4 Working Hours, Overtime, Leave, etc.
• 4.5 Removal and/or Replacement of Personnel
• 4.6 Resident Project Manager
• 5. Obligations of the Bota Foundation
• 5.1 Assistance and Exemptions
• 5.2 Access to Land
• 5.3 Change in the Applicable Law Related to Taxes
  and Duties
• 5.4 Services, Facilities and Property of the Bota
  Foundation
• 5.5 Payment
• 5.6 Counterpart Personnel
• 6. Payments to the Program Manager
• 6.1 Cost Estimates Ceiling Amount
• 6.2 Remuneration and Reimbursable Expenses
• 6.3 Currency of Payment
• 6.4 Mode of Billing and Payment

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Timeline

• Clearance by the BoT and three governments (the
  Parties) date N
• RFP distributed N2
• Pre-proposal conference N17
• Proposal Submission N37
• Evaluation completed N47 (EC of World Bank)
• Evaluation cleared by the Parties N57
• Negotiations N71 (BoT assisted by World Bank)
• Contract signing N75 (BoT with Program
  Manager)
• Program Manager starts in the field N105