third party monitoring of vocational trainings...

PUNJAB SKILLS DEVELOPMENT FUND

Tender Document

“Third Party Monitoring of Vocational Trainings under

Punjab Skills Development Fund”

October, 2015

Submission Date for Sealed Bids: 10th

November, 2015 (11:30 am)

House # 125, Abu Baker Block, New Garden Town, Lahore Pakistan.

Phone: +92-42-35913540-41

Fax: +92-42-35913539


1 | T e n d e r D o c u m e n t / T h i r d P a r t y M o n i t o r i n g S e r v i c e s

Table of Contents Page No

1-Background 3

2-Invitation to bids 3

3-Instruction to bidders 4

a) Monitoring 5

b) Monitoring Objectives 5

c) PSDF Monitoring Needs 5

d) Monitoring Framework 5

e) Monitoring roadmap with process and intervals-frequencies 5

4-Conditions for eligibility 6

5-Scope of job 7

a) Work Phase-I Training Centre Inspections: 7

b) Work Phase-II Monitoring: 7

6-Terms of Reference for third party monitoring firm 7

7-Responsibilities of Punjab Skills Development Fund 10

8-Guidelines 10

9-Technical Proposal evaluation criteria 11

a) Proposed approach and methodology to carry out third party monitoring 11

i. Technical Approach and Methodology: 11

ii. Work Plan: 11

b) Relevant Experience 11

c) Experience in developing customized android based software 12

d) Team Structure 12

e) Data Quality and Reporting system 12

f) Challenges and reviews 12

10-Financial Proposal 12

a) Forms for Cost Estimations 12

b) Monitoring Toolkit 12

c) Instructions, Reporting and Monitoring Manual for Training Service Providers 13

11-Financial Evaluation 13

12-Type of Contract 13

13-Declaration 13



14-Bidders Meeting 14

15-Submission of Bids (Technical and Financial Proposal) 14

a- Cover Letter for the Submission of Technical Proposal and Financial Proposal 14

Annexures 15

Annex – A “Monitoring Framework” 15

Annex – B “Monitoring roadmap with process and intervals-frequencies” 16

Annex – C “Training Compliance Standards” 18

Annex – D “Organization Information” 19

Annex – E “Eligibility Response Checklist” 20

Annex - F “Relevant Experience” 21

Annex - G “Key Management Staff Information” 23

Annex – H “Scope of inspection and monitoring job” 24

Annex - I “Products‟ Summary (For Information)” 27

Annex – J “Technical Evaluation Criteria” 29

Annex – K “Staff Experience” 30

Annex – L “Document checklist before submission” 31

Annex – M “Monitoring Tool Kit” 32

Annex – N “Business Rules” 32

Annex – O “Instructions, Reporting & Monitoring Manual” 32

Annex – P “Cost Sheet” 33



1- Background

Punjab Skills Development Fund (PSDF) is a section 42, not-for-profit Company set up under the

Companies Ordinance 1984 by the Government of the Punjab in partnership with Department for

International Development (DFID) UK. Punjab Skills Development Fund is governed by an

independent Board of Directors.

PSDF‟s vision is to improve income generation opportunities for the poor and the vulnerable

population of Punjab by enabling skills development through promotion of a competitive skills

training market.

PSDF initiated its operations for the residents of four districts of southern Punjab and in year 2013,

PSDF‟s geographical coverage was expanded to ten additional districts.

From January 2016, PSDF will be expanding its operations in all thirty six (36) districts of Punjab and

adjacent areas under Skills Development Project (SDP) and Punjab Skills Development Project

(PSDP) with the assistance of Government of the Punjab and DFID, and World Bank respectively.

PSDF is target to fund a total of 380,000 (approx.) trainees under different skills training schemes by

2021.

PSDF is not an implementing agency rather a fund and engages private, public and not-for-profit

sector training service providers to deliver quality trainings in various trades. PSDF interventions are

designed to stimulate market for skills-provision where training institutions would compete

effectively through a competitive bidding process.

Punjab Skills Development Fund has launched multiple schemes of skills development to support key

industrial sectors of Punjab with the provision of skilled manpower. The schemes are launched after

rigorous research to identify the skills deficiencies in a particular sector. The training service

providers working independently or in partnerships are monitored to ensure quality skills trainings.

For this purpose a third party monitoring service provider is engaged to monitor the delivery by

training service providers and report to PSDF as per agreed business rules.

The Third Party Monitoring firm is engaged to:

a) Carry out inspections of proposed training centres and report readiness of training service

provider and appropriateness of infrastructure: building, furniture, labs/equipment-tools and

other essentials.

b) Perform end-to-end monitoring of training delivery and post training outcomes as per PSDF

training monitoring framework.

2- Invitation to bids

Technical proposals will be invited from firms/organizations/companies fulfilling the criteria provided

under the heading “Condition for eligibility”, for Third Party Monitoring of Vocational Trainings

under Punjab Skills Development Funded training schemes. All interested and eligible monitoring

service providers are requested to complete the Information/Data Forms given in this Document.



Technical and financially qualified bidder will be offered a contract of two years which will be

extended annually, based on performance up to duration of six years. Extension of contract will be on

same cost and same terms & conditions if mutually agreed by both parties (bidder and PSDF). Third

party monitoring contract will be managed for different training schemes irrespective of number of

trainees or locations of training service providers under any scheme.

3- Instruction to bidders

The selection of monitoring firm will based on Quality Cost Based Selection method. PSDF will

adopt single stage two envelopes bidding procedure as laid down in Punjab Procurement Regulatory

Authority (PPRA) Rule # 38-2 (a).

The bid shall be a single package consisting of two separate envelopes, containing separately the

financial and the technical proposals. The envelopes shall be marked as “Financial Proposal” and

“Technical Proposal”. In the first instance, the “Technical Proposal” shall be opened and the envelope

marked as “Financial Proposal” shall be retained unopened in the custody of the PSDF. The PSDF

shall evaluate the technical proposal in the manner prescribed in the section - 9 given in the document,

without reference to the price and shall reject any proposal which does not conform to the specified

requirements. During the technical evaluation no amendments in the technical proposal shall be

permitted. After the evaluation and approval of the technical proposals, the PSDF shall open the

financial proposals of the technically accepted bids, publically at a time, date and venue announced

and communicated to the bidders in advance, within the bid validity period. The financial bids found

technically nonresponsive shall be returned un-opened to the respective bidders. The technical and

financial proposal will be evaluated on the basis of PSDF evaluation criteria as provided in section 9

and 10 of the document.

This document has different sections carrying information of PSDF monitoring rules and terms of

business to assist potential monitoring firms to develop their technical and financial proposals. The

scope of activities set the basis of technical approach to be adopted by the potential monitoring firms.

The monitoring firm has to suggest the methodology and approach in the technical proposal as to how

shall they carry out this third party monitoring task against the scope of job and TORs. Bidding firms

who will get minimum 65 marks in technical evaluation will be short-listed for financial bid opening.

At this stage of bidding process, we can share some tentative but critical details of these training

schemes such as total number of trainees to be monitored, tentative number of training service

providers, tentative number of classes to be monitored and locations/centres to be inspected. Final

details will be furnished after finalization of contracts with potential training service providers.

Monitoring firm has to provide the preliminary data in technical proposal such as firm‟s profile with

specific experience in monitoring and software development and submit annual financial audit

reports, registrations, NTN certificate, tax return etc. PSDF would like to know how you plan to

structure your teams, how and what resources you will deploy to best meet these monitoring

objectives.



a) Monitoring

PSDF has specified Key Performance Indicators (KPIs) which will be tracked by Third Party

Monitoring firm. The purpose of specifying these indicators is to sensitize the Training Service

Providers about the compliance standards to be achieved. KPIs are used here for monitoring three

elements of the system: Key Inputs, Activities and Outputs. The Monitoring Framework in this

document indicates these elements and the indicators used for monitoring each of these elements.

b) Monitoring Objectives

The objectives are to:

i. Monitor training organisations‟ performance through standardised monitoring tools

and provide input for timely and accurate payments.

ii. Identify any shortcomings in the service delivery.

iii. Support PSDF in achieving and enhancing effectiveness of this skill training scheme.

iv. Develop new monitoring tools / mechanism i.e. android based systems to improve

monitoring.

c) PSDF Monitoring Needs

The scope of monitoring services includes;

i. Monitoring compliance with specified standards for input and key performance

indicators.

ii. Gathering background information for designing future interventions and determining

the strategic steps in product development.

iii. Assisting in undertaking any future experiment based on designed interventions in

association with partnership research organization.

iv. Assisting in performance evaluation of training service providers based on monthly

reports submitted in prescribed format.

v. Verifying post training wage employment or self-employment.

vi. Sample based quality assurance of training.

d) Monitoring Framework Monitoring frame work is provided as Annexure – A. The bidders are requested to go through the

document in detail.

e) Monitoring roadmap with process and intervals-frequencies

Monitoring roadmap with process and intervals frequencies are attached as Annexure – B. The

bidders are requested to go through the document in detail.



4- Conditions for eligibility

The successful bidder, fulfilling the following criteria, will be considered as eligible bidder

for the bidding process of third party monitoring services;

a) Must be registered for having legal status.

b) Must have, at least, hundred (100) permanent employees.

c) Must have a minimum of PKR 250 Million of annual turnover as per last audit report or

as per last filed income tax returns for SBP category “A” auditing firms only.

d) Should have financial audit carried out by a SBP category “A” auditing firm for the last

three years or the bidder should be itself a SBP category “A” auditing firm.

e) Should be filer of tax returns.

f) Should have three years relevant experience of monitoring of training projects

g) Should agree to allow PSDF assigned auditors to inspect the accounts opened under

above condition, if need arises.

h) Must not be blacklisted by any government or bi-lateral/multi-lateral financial institution.

i) Must have National Tax Number and provide the last submitted tax return of 2013-14.

j) Must have experience of developing customized software tools.

k) Should not be a shortlisted applicant for the training provision under any of the PSDF

sponsored training scheme.

l) Consortium or partnership with any other organization will not be permitted for

monitoring function.

Kindly fill the following necessary annexures required for the above qualification criteria and attach

the supporting documentary evidences as mentioned in each annexure;

Annex – C: Organization Information (Form „A‟)

Annex – D: Eligibility Response Checklist

Annex – E: Relevant Experience of the Organisation (Form „B‟)

Annex – F: Key Management Staff of Firm (Form „C‟)

And also sign the declaration form at the end of document and attach with your other documents. For

further information and any query please contact the person below:

Shoaib Mohsin

Manager Monitoring & Evaluation

Punjab Skills Development Fund

125, Abu Bakar Block,

New Garden Town, Lahore

E-mail: [email protected]

Tel: 042-35913540-41

Fax: 042-35913539



5- Scope of job

The complete scope of job is provided as annexure – G. The bidding organisations are requested to go

through the document and understand scope of work completely. Here we would like to share a

description for third party monitoring firm, on how to execute this scope of work;

a) Work Phase-I Training Centre Inspections:

Carry out inspections of proposed training centres. Estimated number of training centres may be

around 600-800 annually (to be proposed by the potential training providers) under PSDF training

schemes.

i. This part of work will include physical inspection of proposed training centres (this

task must be completed in allocated days which may be 10 - 15 working days.

ii. Inspection reports‟ submission on a standardised report format in agreed number of

days to furnish readiness of the proposed training centre vis-a-vis infrastructure-

facilities and tooling-up (facilities will include clean drinking water, clean functional

toilets, good light and ventilation arrangements, fans, white/black boards etc.). This

may be carried out any time before or after award of contracts to Training Service

Providers.

b) Work Phase-II Monitoring:

Carry out monitoring of training compliance standards prescribed by PSDF and training progress

against PSDF quality compliance standards and contractual agreements with TSPs (during the

implementation of training contracts)

i. The selected monitoring firm will carry out minimum two visits of each training class

in a month during the entire duration of training schemes

ii. Submission of fortnightly monitoring visit plans to PSDF

iii. Submission of monitoring reports on monthly basis or as per requirement on a

standardised report format designed by PSDF

iv. Monitor the trainee attendance in the class; monitor the supplies including bags,

books, uniforms, availability of instructors etc.

v. Monitor post training wage employment or self-employment.

These work phased-I and II will be conducted through android base system after its development.

6- Terms of Reference for third party monitoring firm

To monitor the training organisations‟ work and progress, the third party monitoring firm will:

a) Place dedicated teams in each district/clusters of training for carrying out third party

monitoring under PSDF schemes.

b) Depute a person in PSDF head office for coordination of work.



c) Provide monthly reports (hard copies and electronic copies) as per specified format

mentioned in monitoring tool kit as annexure - M to PSDF on prescribe Forms based upon 2

monthly visits of each class during the training.

d) Carry out verification of trainees using the CNIC and the Trainee Profile Forms provided by

PSDF (Softcopies will be provided) and provide electronic reports (as per specified format

mentioned in monitoring tool kit).

e) The bidders are requested to go through the documents; business rules (attached as annexure-

N) and instructions, reporting & monitoring manual (attached as annexure-O) in detail.

f) Implement an unbiased, reliable, transparent and robust monitoring process to enable PSDF to

thumb the contractual violations committed by the training service providers.

g) Provide information to PSDF about planned visits of classes.

h) Institute procedures to ensure that an arm‟s length relationship prevails between the

enumerators/monitors and Training Service Providers and provide information to PSDF about

the procedure and the state of its implementation.

i) Engage female monitors for female classes and also for co-classes.

j) Liaise and submit monthly monitoring reports on PSDF prescribed format to Punjab Skills

Development Fund.

k) Monitor the operational performance & progresses of the training organisations in respect of

the KPIs and Monitoring Framework given in this document.

l) Perform all activities agreed in the contract.

m) PSDF would like that monitoring firm has capacity and capability to develop and deploy an

android based monitoring platform. The goal of android based monitoring will be to provide

timely & accurate monitoring mechanism and making the monitoring data available online at

PSDF MIS.

n) Designing, developing and implementing android based third party monitoring mechanism

based on current monitoring frame work and integrate (smart devices) with prevalent PSDF

Management Information System (MIS). The firm may also require making the necessary

changes in the developed software according to the future monitoring needs. The monitoring

firm will be required to perform following, but not limited to;

Develop an android based monitoring system in a specified and agreed timelines. It is

envisaged that android based monitoring system will have following features, which

includes but not limited to;

i. Track key indicators including, trainee presence at training location, trainee

enrolment and missing facilities (Clean drinking water, electricity, classroom

availability, and free textbooks or tools)

ii. Electronically report the violations and compliance as per PSDF monitoring business

reports. The format of required reports/forms is provided in monitoring tool kit.

iii. Timely provision of monitoring data in the PSDF MIS after due diligence and

verification.

iv. Featuring geo-tagging i.e. the system automatically tags date, time and location

information to each submitted form; which in turn helps track monitor‟s compliance



to their scheduled visit. Further, pictorial evidence is submitted by the monitor with

each form/ visit.

o) Smart devices will be provided by the successful firm to their monitors for monitoring.

p) Software solution for monitoring, to be installed on smart devices, will be developed /

provided by successful firm.

q) Successful firm will be responsible for integration of monitoring software with PSDF MIS.

Any further changes/up-gradation will be done by the firm with the prior consensus and

approval of PSDF.

r) PSDF prescribed report format (mentioned in tool kit) to be used for monitoring reports in

soft form through smart devices.

s) Provided timely reports, monthly or on request reports as per agreed format and in agreed soft

form. PSDF prescribed report format to be used for monitoring reports in soft form through

smart devices.

t) During the development period, the monitoring will be carried out manually (without smart

devices) and third party monitors will be required to submit hard and soft copies of

monitoring reports.

u) Successful firm will be responsible for development of android based system, arrangement of

smart devices, and integration of developed system with PSDF MIS, test of monitoring

system and all other implementation related tasks within specified time period of six (6)

months.

v) Successful firm will share size of its main monitoring team as well as size of all monitoring

teams in each district of training.

w) Successful firm will be offered a contract of two years which will be extended annually,

based on performance up to duration of six years. Extension of contract will be on same cost

and same terms & conditions if mutually agreed by both parties (bidder and PSDF).

x) Detail of trainees per year to be monitored is given as under;

Years 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 Total

Number of

trainees

60,000 63,000 65,000 68,000 69,000 55,000 380,000

(approx.)

y) The above mentioned numbers of trainees are subject to release of funds and approval of

Board of Directors.

z) The payment for the android based system will be paid after development and successful

implementation of the system. The payment of development cost will be paid within

remaining contractual period out of two years on monthly basis.

aa) After two years, only monitoring cost and android associated cost will be paid on same rate

(in case of extension of contract).

bb) After the conclusion of the contract, PSDF will have the proprietary rights of customized

android based monitoring software system.



7- Responsibilities of Punjab Skills Development Fund

a) Provide necessary information to the monitoring organisation on services procured from

training service providers and their contractual obligations.

b) Provision of funds to monitoring firm/s for this job.

c) Monitor / supervise and guide the third party monitoring service provider/s.

d) Take measures for quality control of the monitoring process as and when needed.

8- Guidelines

a) Only short-listed applicants fulfilling the eligibility criteria will be considered for technical

and financial proposals. The financial proposal of technically qualified bidder will be opened

for further evaluation.

b) All documents and information received by PSDF from applicants will be treated in strictest

confidence.

c) Documents submitted to PSDF will not be returned.

d) All expenses related to participation in this tender document shall be borne by the applicants.

e) Documents shall be submitted in hard copies and soft form (on a CD) in a sealed envelope

marked as “TECHNICAL PROPOSAL” and “FINANCIAL PROPOSAL” for „Third Party

Monitoring under PSDF Schemes. The envelope containing hard and soft copy of technical

proposal and financial proposal shall be received on the postal address given below.

f) The closing date and time for receipt of technical proposal and financial proposal is 10th

November, 2015 (11:30 a.m.) and will be publically opened on same day i.e. 10th November,

2015 at 12:00 PM in the conference room PSDF Lahore Office, in the presence of the

interested bidders or their representatives who may wish to attend.

g) Technical and financial proposals received thereafter will not be accepted.

h) PSDF reserves the right to request submission of additional information from applicants in

order to clarify/further understand aspects of technical proposal, if required.

i) PSDF reserves the right to verify any information provided by the applicants.

j) Questions about this technical proposal can be made only in writing: a letter or an e-mail and

must be asked by or before COB 4th

November, 2015. For any other related information

please contact the undersigned.

k) Products summary as Annex-H (for information) is appended with this technical proposal.

Postal Address

Shoaib Mohsin


Punjab Skills Development Fund

125, Abu Bakar Block, New Garden Town, Lahore

E-mail: [email protected]

Tel: – 042-35913540-41

Fax: 042-35913539



9- Technical Proposal evaluation criteria

This tender document is governed by the procedure approved by PSDF management. The technical

proposal of eligible organisations will be evaluated using the scoring guide attached as annexure – I.

Score will be awarded on the base of following details;

a) Proposed approach and methodology to carry out third party monitoring

Please be precise and to the point in addressing the monitoring objectives and TORs of this task

through proposed approach and methodology. Technical approach, methodology and work plan

are key components of the Technical Proposal. Participating firms are suggested to present

their Technical Proposal divided into the following chapters:

I. Technical Approach and Methodology

II. Work Plan

i. Technical Approach and Methodology:

In this chapter bidders should explain their understanding of the objectives and scope of job/TORs

of the assignment, approach to provide these services, and methodology for carrying out the

assignment. PSDF requires the monitoring services through manual reporting mechanism as well as

through android based smart devices for timely input of monitoring data. Each methodology should

be mentioned separately.

Bidders may highlight the problems being anticipated by you in this assignment and their

importance and explain the technical approach you would adopt to address them. You may also be

invited for a presentation on your both proposed methodology.

ii. Work Plan:

In this chapter bidders should propose their work plan against the main activities of the assignment

as per TORs, their content and e s t i ma t e d duration (in this case these may be counted on number

of months), de s c r i b i n g phasing and interrelations and milestones. The proposed work plan

should be consistent with the technical approach and methodology, showing clear understanding of

the TORs and ability to translate them into a deliverable working plan. Work plan should be for

manual as well as for android based system separately.

b) Relevant Experience

In this chapter bidders should present their relevant experience of monitoring. This relevant

experience should be presented in project sheets of Relevant Experience Form-B attached as annexure

- F. A sample form with an example is also attached in order to fill the project sheet.



c) Experience in developing customized android based software

In this chapter, bidders should mention the experience in developing customized android based

software. Bidders should have their own software development capability. The details of experience

in developing customized android based software may have, but not limited to following information;

i. Features of developed customized android based software

ii. Number of android based applications developed

iii. Project details where the developed android based software are being used.

iv. Details of in house development team with their CV‟s

d) Team Structure

In this chapter bidders should propose the structure and composition of their teams to carry out this

task. Bidders should list the main team members and their responsibility in completing the

assignment. Please note that bidders must have a dedicated team at their head office for completing

the assignment. Please enclose the CV of the key team members using the format provided in Annex-

J. Please provide organogram of the proposed team in each district/cluster of districts including

their responsibilities.

e) Data Quality and Reporting system

In this chapter, please explain how will bidders ensure the quality, transparency and transmission of

data and its reporting to PSDF? Standardised monitoring toolkit and report forms are prescribed by

PSDF. The Monitoring Toolkit and Forms currently used for reporting are enclosed at the end of

document for reference. Please note that the Toolkit and Forms may be amended for the current

assignment).

f) Challenges and reviews

Please list the top five issues or challenges that bidders see in completing this assignment, if any. How

will you manage those issues (Not more than 100 words per issue)?

10- Financial Proposal

The financial proposal must contain the cost of monitoring and cost of android bases system

separately.

a) Forms for Cost Estimations

Please refer to the data sheet titled “Financial Proposal/Costing Sheet”, attached as annexure – P.

i. The given financial proposal forms should be used for submitting cost estimates.

ii. Applicable taxes should be included

The form is self-explanatory and contains all essential bits of costing including key line items.

b) Monitoring Toolkit

Please refer to the enclosed word document file titled “Draft Monitoring Toolkit - PSDF”, attached as

annexure - M. This toolkit will be used by Third Party Monitoring Firm. This toolkit is provided to



under the pretext of cost estimation vis-à-vis scope of data to be collected and it‟s reporting. Please

note that the Forms in this Monitoring Toolkit are in draft form and some fields may be added /

deleted or edited.

c) Instructions, Reporting and Monitoring Manual for Training Service

Providers

Please refer to the enclosed word document file titled “Instructions, Reporting & Monitoring

Manual”, attached as annexure - O. This manual is for the use and information of training service

providers with data report forms in Annexes. Guidelines for Training Service Providers are enclosed

for your reference as it may help you to understand PSDF data reporting needs and monitoring

framework.

Please assume that each class will be visited fortnightly for preparing the cost estimates.

11- Financial Evaluation

The financial proposals of only those technically responsive bidders who will obtain minimum sixty

five percent marks will be opened. A combined evaluation of the technical and financial proposals

will be carried out by weighting and adding the quality and the cost scores. The weight for quality is

eighty percent with twenty percent given to cost and the firm obtaining the highest combined score

will be invited for negotiations.

12- Type of Contract

The type of contract will be based on per trainee/month cost basis that includes but not limited to the

scope of job and terms of references and any out of pocket expenses, where required.

13- Declaration Kindly provide the declaration as per format provided below at the end of proposal.

I, _______________________________________________ hereby declare that:

all the information provided in the technical proposal is correct in all manners and respects

and I am duly authorised by the Governing body/Board/Management to submit this proposal

on behalf of " [ C l i c k h e r e a n d t y p e t h e n a me o f o r g a n i za t i o n ] "

Name

Designation

Signature

Date and Place



14- Bidders Meeting

A bidders meeting will be held on 29

th October, 2015, 10:00 AM at PSDF Lahore office for better

understanding and consensus on proposal. Representatives of bidders with the best understating of

android based monitoring solutions are requested to attend the session and put their expert opinion to

proposal and best fit model.

15- Submission of Bids (Technical and Financial Proposal)

Complete bid containing technical and financial proposal along with CDR (PKR 5,000); all required

information and documentary evidences may be submitted before 11:30 AM on 10th November, 2015.

Technical proposals will be publically opened on the same day i.e. 10th November, 2015 at 12:00 PM

in the presence of bidder‟s representatives who wish to attend it. CDRs of disqualified bidders will be

returned after award of contract.

a- Cover Letter for the Submission of Technical Proposal and Financial

Proposal

[Firm letterhead]

[Date]

To

Shoaib Mohsin


[Address mentioned in Data Sheet]

Re: Technical Proposal and Financial Proposal in respect of [Insert title of assignment]

Dear Sir,

We offer to provide the Services for [Insert title of assignment] in accordance with your Tender for

Proposal dated [Insert Date of Tender advertised]. We hereby submit our technical Proposal and

financial proposals including the required documents in a sealed envelope.

We hereby declare that all the information and statements made in these proposals are true and accept

that any misinterpretation contained therein may lead to our disqualification. Our proposal is binding

upon us and subject to the modifications resulting from contract negotiations. We undertake that we

will initiate the services as per the client‟s request if our proposal is accepted. We understand that you

are not bound to accept any or all proposals you receive.

Thank you.

Yours sincerely,

Signature

Name and title of signatory:



Important Note: The competent authority may reject all bids or proposals at any time prior

to the acceptance of a bid or proposal. PSDF shall upon request communicate to any bidder, the

grounds for its rejection of all bids or proposals, but shall not be required to justify those grounds. The

bids should be submitted in sealed envelope clearly mentioned “BID (TECHNICAL &

FINANCIAL PROPOSALS) FOR THIRD PARTY MONITORING”

Annexures

Annex – A “Monitoring Framework”

NOTE: These are standard inputs and KPIs being currently used by PSDF. Most of the KPIs will

remain the same but there can be slight difference at scheme level.



Annex – B “Monitoring roadmap with process and intervals-frequencies”

Sr. # KPIs Monitoring Process Intervals-

Frequencies

Pre-training

1 Facilities (Training Centre

and Boarding) meets the

standards defined by PSDF

(Sufficiency of the facilities at the

training centres and boarding

including structural integrity,

furniture, ventilation, clean

drinking water, enough light ,

training equipment and toilets)

The monitors engaged by Third

Party Monitoring Firm (TPM) will

visit the training locations informed

by PSDF to ascertain that the

facilities are ready for delivery of

training. Each location may have

one or more classes (Please refer to

data sheet for information about

number of classes)

This visit will be carried out after

the contract has been signed with

Training Service Providers for

delivering training.

After the visit has been carried out,

a report will be sent by TPM to

PSDF. If on the basis of the report,

it is established that the facility is

ready, the Training Service

Provider will be given “Notice to

Proceed” to commence the training.

There may be re-visit in cases

where a facility is not found to be

ready.

PSDF will also ask the TPM for

specific visit of the facilities during

the training cycle.

This will be monitored through

physical inspection of all listed

facilities. Any shortfalls will be

flagged in the inspection report.

The boarding facility will be

inspected by the TPM at the start of

the training if required by PSDF

Third Party Monitor

will inspect the

centre when PSDF

receives Request To

Proceed requesting

readiness of

facilities) from

Training Service

provider

Boarding facility

will be inspected on

need basis by TPM

on advice of PSDF



and later as required by PSDF.

During Training

1 Trainee Verification Verification of enrolled trainees

using the profile forms and CNICs

during monitoring visits of training

centres

Once for all trainees

of a class in each

batch

2 Fake/Ghost Trainees The TPM will identify fake/ghost

trainees using the following

process: name, father‟s name and

CNIC number of any person

marked present but found absent

will be recorded. If during any

subsequent visit, the same person is

found marked present but actually

absent, the person will be reported

as fake/ghost trainees

Continuous

monitoring

3 All enrolled trainees are

attending the classes

Attendance will be monitored

through verification of attendance

registers

Twice during the

month

4 Fee Charging The trainee will be asked whether

any fee has been charged by the

training service provider

Two visit per month

5 Stipend, bags, uniform and

books/stationary

Monitors will check whether the

stipend has been paid (receipt duly

signed by trainee) bags, uniform,

stationary, and manuals/books have

been provided

Twice during the

month

6 Trainee satisfaction

(trainee perception)

Third Party Monitor will collect

data about trainee satisfaction using

the questionnaire.

Two visits per

month

7 Availability of

consumables

(trainee perception)

Through trainee survey and

feedback form.

Physical inspection of tools and

equipment.

Twice during the

month

Post Training

1 Post training employment

monitoring

Monitoring of post training wage

employment or self-employment

One time activity

after training



Annex – C “Training Compliance Standards” PSDF expects the Training Service Provides to deliver high quality training and provide best possible

facilities to trainees within the allocated resources. The Request for Proposal includes various terms and

conditions that specify expected training standards to be met by the Service Providers. Additional terms

may also be included in specific contracts, depending upon the proposal for meeting further standards.

PSDF expects the following from Training Service Providers:

1 The Service Provider mobilises the resources as soon as the contract is signed.

2 Only eligible candidates are enrolled for the training programme.

3 All the trainees must have either CNIC or „B‟-Form Number.

4 If the number of applicants exceeds the training places, a fair and transparent process is adopted

for selecting trainees.

5 Instructors with commensurate qualifications and experience (as indicated in the Technical

Proposal) are engaged. If an Instructor is replaced during the training cycle, PSDF must be

informed about the new Instructor whose qualifications must meet the standards mentioned in the

proposal.

6 Trade related training-equipment, machinery and tools, and consumables are available.

7 Trainees are in receipt of books, stationery, uniform, manuals, stipend and other agreed

deliverables.

8 Trainees maintain minimum overall attendance specified in the contract during entire training

9 Training premises have a reasonable standard of cleanliness and physical amenities: fans, drinking

water and toilet.

10 Training progresses as per the study plan.

11 No fees for training or any other facility are charged from trainees.

12 Training Service Provider maintain the following at each training centre.

13 a. Trainee attendance

b. Instructor attendance

c. Copies of instructor‟s certificates and proof of work experience

d. Training progress report

14 Training Service Provider does not make any misstatements in the submission of reports to PSDF.

15 Training Service Provider provides timely information using the Forms provided with these

guidelines.

16 Training Service Provider gives access to PSDF staff and third party monitors engaged by PSDF

to training premises.

17 No part of the training is sub-contracted to any other party without the explicit permission of

PSDF.

18 Training Service provider adequately displays PSDF‟s communication materials such as

hoardings; wall panels etc. and disseminate promotional material/information to trainees, if

required.

19 All PSDF funded trainees wear a Trainee ID card supplied by PSDF.

20 All instructors under PSDF funding will wear an instructor ID during classes.

21 Obligations specified under the contract or the terms and conditions of Request for Proposal may

be fulfilled.



Annex – D “Organization Information”

Form A: Firm Profile

S # Required Information Response

1 Legal name of the organization

2 Year of Registration / Establishment of the

Organisation

3 National Tax Number

4 Core business area/s of the organization

5

What is the legal status of your organisation?

Tick the relevant box (one box only). (Attach

Copy/Copies of Registration Certificate/s)

Public Sector Organisation

Section 42 Company

Public Ltd. Company

Private Ltd. Company

Partnership Firm

NGO

Others (Please specify)

6 Name and designation of „Head of

Organization‟

7

Mobile:

Phone/s:

Email:

Fax:

Address of organization:

Website address:

8

Name and designation of „Contact Person‟:

Phone/s:

Mobile:

Email:

Fax:



Annex – E “Eligibility Response Checklist”

Sr. No. Necessary Eligibility Information Response/Elaboration

1

Mention the name of Registration

Authority/s and provide a copy of proof of

registration to prove legal identity of your

firm.

.

2 Attach copies of audited financial

statements for the last three financial years

of the organisation; issued by a Chartered

Accountant licensed with Institute of

Chartered Accountants of Pakistan (ICAP)

(Financial Statements must include Audit

Report, Balance Sheet, Income &

Expenditure Statement of Account, Cash

Flow Statement and Notes to the Accounts).

Cross the relevant box.

Copies Attached

Copies Not Attached

Not applicable. Public sector

organisation

3 Mention National Tax Number (NTN) or

Free Tax Number (FTN) in the name of

Organization and provide a copy of

registration

National Tax

Number (NTN)

Free Tax Number

(FTN)

4 Does your organization agree to open a

separate bank account for funds provided by

PSDF?

We agree to open to a separate bank

account for funds provided by PSDF.

We do not agree to open a separate

bank account for funds provided by

PSDF.

5 Does your organization allow PSDF

assigned auditors to check the accounts

opened for PSDF assignment?

We allow PSDF assigned auditors to

check the accounts, opened for PSDF

funding, as and when required.

We do not allow PSDF assigned

auditors to check the accounts, opened

for PSDF funding, as and when

required.

6 Has your firm ever blacklisted by any

government authority or any bi-

lateral/multi-lateral financial institution?

(MUST attach an undertaking by your

firm‟s authorised person with this

document)

We solemnly declare that our

organization or any member of

consortium has never been

suspended/debarred or blacklisted.

Our organization has been blacklisted

once or more than once.



Annex - F “Relevant Experience”

Form „B‟: Relevant Experience (Project Sheet 11)

Sr. # Required Information

Response

(Please provide exact information with

project title, location/s and duration)

1

Project Title and duration

(The project title means the actual name of the

project)

2 In no more than 100-150 words please

elaborate your third party

monitoring/inspection role

3 Monitoring activity duration in months

4 Location/s (districts/tehsils)

5 In case of a training‟ project

monitoring/inspection please specify the

magnitude of activity monitored

Relevant Indicator Value

6 Was monitoring software used Yes? No

7 If used kindly provide details

See sample on next page.

1Please mark the other two sheets (if filling) as Project Sheet 2 and Sheet 3 respectively.



Form „B‟: Relevant Experience of the Firm

(Sample with Examples)

S # Required Information

Response

(Guidelines are given to help fill specific

information:

Project Title and duration

(The project title means the actual name of the

project)

e.g. Skills Development Program XYZ /

2002 – 2004

Please provide specific information with

project title, location/s and duration)

In no more than 100 – 150 words please elaborate

your third party monitoring/inspection role in this

project.

Specify firm‟s role as third party

monitor/inspector. Also specify the

processes and method adopted for

monitoring, scale of operations, key

monitoring inputs, frequency and type of

information gathered and also specify the

mode/ method of data reporting and supply

to the client.

Monitoring activity duration in months Only give information in months: e.g. 18

Months

Number of Location/s e.g. Three Districts and/or Six Tehsils

In case of a training‟ project monitoring/inspection

please specify the magnitude of activity monitored

Indicator Magnitude

No. of trainees 670

No of training

Institutions 11

No. of training

schemes 07

No. of districts 12

Total Cost in

Million (PKR) 10

Others please

specify, e.g. No of

primary schools,

households etc.

Was monitoring software used? (tick relevant) Yes No

Details: An android based monitoring system was

developed to…………………………..



Annex - G “Key Management Staff Information”

Form „C‟: Key Management Staff Information (Sheet 12)

Sr. # Required Information Response

1 Name

2 Position

3 Firm Name

4 Age

5 Years of association with the firm

6 Core professional area of work

7 Assigned tasks in this firm

8 Please name one third party monitoring

project undertaken by the individual

9

Specify the scope & size of the project (total

budget, geography, quantum of activity &

intervention areas e.g. skills training, CPD,

HRD etc.)

10 Specific role of the individual in this project

11

Please provide information on additional experience in monitoring projects

Position Employer Duration

From To

12

Educational Qualifications

Degree/Diploma/Certificate Year Institution Speciality

2Please mark the other two sheets as Sheet 2 and Sheet 3 respectively for each individual.



Annex – H “Scope of inspection and monitoring job”

Monitoring will be conducted scheme wise and number of trainee may vary in every scheme during

the contract period.

Statistics Multiple Vocational Training Schemes

Total trainees 380,000 (approx.) in all the 36 districts of the Punjab and adjacent areas,

by 2021

Duration 24 months from the date of signing of contract will be extended up to 6

years

Training Centre Inspections

(Initially a one-time activity but can be repeated for a centre that PSDF asks for)

Tentative training

locations/centres:

On average 600-800 training centres annually. Based upon the

assumption that there are 4 classes per location; and 25 students per class

Pre-training inspection

time of training centres

10-15 working days

Training Hours Min 300 Hours (about 3 Months) or Min 720 Hours (about 6 Months) or

Min 1360 Hours (about 12 Months)

Inspection report

submission to PSDF on

a standardised format

During the specified inspection days

Monitoring Visits

Tentative number of

classes:

On Average 2,500-3,200 annually(around 30 % female classes)

Trainees per class Up to 25 according to availability of Lab. / workshop facilities.

Estimated time of

monitoring in one class About 40 minutes

Trainee age 16 Year plus

Shifts/Timings: Morning and afternoon-evening

Tentative trades/courses Not specified at the moment

Class Monitoring

Requirements:

Female monitor for female classes

Mix and Male classes can be monitored by either of the gender

Number of visits per

class during a month:

2 Visits

Monitoring of on-job-

training (where offered)

Sample size monitoring (10 % of a class)

Monitoring of post

training wage

employment or self-

employment

Sample size

Training related data

acquisition by Third

Party Monitor

A representative of Third Party Monitor will permanently sit in PSDF

Lahore office on full time basis to acquire all training related data for

monitoring.

Android Based Smart

Devices

Smart devices will be provided by the successful firm to their monitors

for monitoring.

Software Solution for

Monitoring

Software solution for monitoring, to be installed on smart devices, will be

developed / provided by successful firm.



Integration of software

with PSDF MIS

Successful firm will be responsible for integration of monitoring software

with PSDF MIS. Any further change/up-gradation of PSDF MIS will be

done by the firm with the prior consensus and approval of PSDF.

Monitoring

Toolkit/Forms and

Monitoring Reports

-PSDF prescribed toolkit/forms to be used for monitoring in soft form

through smart devices

-PSDF prescribed report format to be used for monitoring reports in soft

form through smart devices

Frequency of reporting

and submission

Training Service Provider wise one main monthly monitoring report

emerging from both the visits (class wise reports will also be submitted

with the main report)

Training Service Providers and Trades/Courses

Training Service

Providers

1. :

Formal Training Institutes: A training institute will be deemed to

be formal if it is registered / affiliated / accredited by an authority

such as NAVTTC, TEVTA, Punjab Board of Technical

Education (PBTE), National Training Bureau (NTB), City and

Guilds, or any other accredited / authorized national/international

certifying body.

Training Institutes set up by section 42 companies.

Public sector training institutes.

Institutes set up under “Public Private Partnership” arrangements.

HEC recognize universities.

Legal entities can apply if their consortium partners are formal

training institutes and will deliver trainings in collaboration with

those institutes.

Employers who have internal training institutes (Institutes which

conduct regular training irrespective of their affiliation with any

accredited certifying body).

2. Training Service Providers normally required to fulfil the following

conditions:

i. Must be registered with any Government authority or regulatory

body.

ii. Must have valid NTN / FTN in name of the entity/organization.

iii. Must have audited financial statements (including Auditors‟

Report, Balance Sheet and Income & Expenditure Statement of

Account) for last one year issued by an ICAP Licensed Chartered

Accountant (Public institutions have exemption of this

condition).

iv. Agree to open a separate bank account for funds provided by

PSDF.

v. Must agree to allow PSDF assigned auditors to check the

accounts opened for PSDF funding, as and when required.

vi. Must not be blacklisted by any organization or faced contract

cancellation for contractual violations by PSDF in previous

training products.

vii. Must have fully equipped workshops / laboratories for the applied

courses.

viii. Must have established experience of imparting training in the

applied trades/courses.

ix. In case of international certification, the training premises must

be registered/affiliated with testing & certification authority for

the proposed trades/course. The registration/affiliation certificate

must also indicate number of allowed persons to be admitted

keeping in view the available facilities.



In case of NGOs value of assets must be PKR 10 Million or more as per

audited Balance Sheet.

Choice of Skills‟

Selection by Training

Service Providers

Training Service providers can :

a. Choose one or more trades from a specific list of courses

(TEVTA and City & Guilds Qualifications).

Testing/certification arrangements will be communicated to

short-listed training service providers.

b. Any other course in which testing/certification can be

offered by any international or national accredited certifying

agency e.g. NTB, STEVTA or City & Guilds etc. Training

service provider will submit documentary evidence of its

testing arrangements at the time of technical proposal

Testing/certification by national or international accreditation agency may

not be compulsory for all of the PSDF schemes.

Training Components Scheme dependent formal as well as non-formal certification courses.

Trainee Selection

Preference

Preference is for candidates who are from low income group. PSDF may

give vouchers to trainees for enrolment as proposed by Centre for

Economic Research Pakistan.



Annex - I “Products‟ Summary (For Information)”

The products‟ features vary depending upon schemes approved by BOD PSDF)

Features Proposed Parameters

Target Number

of Trainees

380,000 (approx.) individuals under different training schemes by 2021 which can

be increased or decreased depending upon the BOD Approval.

Districts of

Trainees All 36 districts of Punjab, its adjacent areas, Islamabad and Karachi.

Recommended

Duration of

Training

From 1 month to 12 months.

On Job

Training On Job Training encouraged.

Target Group

Age 16 & above, residents of the target Districts, must meet the entry requirements

as specified in respective training scheme, must have CNIC (B-Form for under 18

age-group), must not have availed PSDF funded training prior to enrolment.

Training

Service

Providers

2. Training Service Providers can be:

Formal Training Institutes: A training institute will be deemed to be formal

if it is registered / affiliated / accredited by an authority such as NAVTTC,

TEVTA, Punjab Board of Technical Education (PBTE), National Training

Bureau (NTB), City and Guilds, or any other accredited / authorized

national/international certifying body.

Training Institutes set up by section 42 companies.

Public sector training institutes.

Institutes set up under “Public Private Partnership” arrangements.

HEC recognize universities.

Legal entities can apply if their consortium partners are formal training

institutes and will deliver trainings in collaboration with those institutes.

Employers who have internal training institutes (Institutes which conduct

regular training irrespective of their affiliation with any accredited

certifying body).

3. Training Service Providers must fulfil the following conditions:

x. Must be registered with any Government authority or regulatory body.

xi. Must have valid NTN / FTN in name of the entity/organization.

xii. Must have audited financial statements (including Auditors‟ Report,

Balance Sheet and Income & Expenditure Statement of Account) for last

one year issued by an ICAP Licensed Chartered Accountant (Public

institutions have exemption of this condition).

xiii. Must agree to open a separate bank account for funds provided by PSDF.

xiv. Must agree to allow PSDF assigned auditors to check the accounts opened

for PSDF funding, as and when required.

xv. Must not be blacklisted by any organization or faced contract cancellation

for contractual violations by PSDF in previous training products.

xvi. Must have fully equipped workshops / laboratories for the applied courses.

xvii. Must have established experience of imparting training in the applied

trades/courses.

xviii. In case of international certification, the training premises must be

registered/affiliated with testing & certification authority for the proposed

trades/course. The registration/affiliation certificate must also indicate

number of allowed persons to be admitted keeping in view the available

facilities.

In case of NGOs value of assets must be PKR 10 Million or more as per audited

Balance Sheet



Skills

Training Service providers can :

c. Choose one or more trades from a specific list of courses (TEVTA and

City & Guilds Qualifications). Testing/certification arrangements will

be communicated to short-listed training service providers.

d. Any other course in which testing/certification can be offered by any

international or national accredited certifying agency e.g. NTB,

TEVTA or City & Guilds etc. Training service provider will submit

documentary evidence of its testing arrangements at the time of

technical proposal

e. Testing/certification by national or international accreditation agency

may not be compulsory for all of the PSDF schemes.

Location of

Training Anywhere in Punjab with adjacent areas, Islamabad and Karachi

Trainees per

Class Up to 25 according to availability of Lab. / workshop facilities.

Payment to

Service

Provider

(a) Training Fee (b) Trainee Support Payments c) Testing and Certification fees

(If applicable, on reimbursement basis)

Training Fee

The financial bid will be based on a training fee which can include:

• Trainers remuneration

• Consumables Training Materials

• Training Manual & Stationery required for training

• Management & Reporting costs

• Depreciation / Rentals of Machinery and Equipment etc.

• Utilities & Miscellaneous items

Trainee

Support ( Will

be provided to

trainees

through Service

Provider)

• The training service providers will provide the trainees with all or a few of

the following deliverables varying from scheme to scheme.

• Stipend

• Boarding & Meals ( If training is conducted outside the Target districts)

• Uniform and Bag

• Toolkit

Cost Evaluation

Basis Training fee per trainee per month

Finances Cost breakdown will be mentioned in Financial Bid (Share of training providers

will be stated separately)

Training

Components

• Vocational and Technical Skills component

• Entrepreneurial Skills Component and Market Linkages.

• Core Skills (Functional Literacy & Numeracy, Creativity, Planning and

Communication), where required.

Candidate

Selection

Trainer‟s Responsibility. PSDF may also give vouchers to individuals for

enrolment.



Annex – J “Technical Evaluation Criteria”

Sr.

No.

Description Category

Points

Grand

Total

Points

1 Approach and Methodology 30

1.1 Technical Approach & Methodology

(Understanding of the job need,

compatibility of the presented approach

with the job need, dexterity of the

suggested methodology to efficiently

carry out this inspection and monitoring

job in a timely manner)

20 -

1.2 Work Plan

(Practicality and time management)

10 -

2 Relevant Experience of Monitoring 15

Relevant experience of monitoring of

training projects

-

3 Experience in developing customized

android based software

10

4 Team Structure - 15

4.1 Quality of staff/roles 10 -

4.2 Organogram 5 -

5 Data Quality & Reporting 20

5.1 Reporting approach, reliability of

suggested reporting process, user-

friendliness of proposed reporting

system

-

6 Challenges' review 10

6.1 Originality of issues highlighted -

Sub Total 100



Annex – K “Staff Experience”

S # Name of Staff Firm Area of

Expertise

Position

Assigned

Task Assigned

May like to add more columns



Annex – L “Document checklist before submission”

Sr. No Required Documents Checkbox

1 Copy/Proof of Registration/s enclosed

2 Last three years‟ audited financial

statements

3 Undertaking of not being blacklisted

4 Copy of National Tax Number and Tax

Return filer proof

5 Any additional document attached, please

specify

Undertaking: Information provided above is correct and I am willing to offer my services for the

assignment mentioned above.

Name of person with signatures _______________________________________________



Annex – M “Monitoring Tool Kit”

Monitoring tool kit can be downloaded from the link of PSDF website

(http://psdf.org.pk/downloads/#monitoring). In case of any difficulty to down, it can also be requested

by sending an e-mail at [email protected] .

Annex – N “Business Rules”

Business rules can be downloaded from the link of PSDF website



Annex – O “Instructions, Reporting & Monitoring Manual”

Instructions, reporting and monitoring manual can be downloaded from the link of PSDF website



http://psdf.org.pk/downloads/#monitoring

mailto:[email protected]







Annex – P “Cost Sheet”

Financial Proposal/Cost Estimates

„Third Party Monitoring Services of Vocational Training schemes under Punjab

Skills Development Fund‟

Description of Activity/Item

Total

Number

of Units

Number

of Days

Rate/Unit

(Rs.) Per

Day

Total

Cost

(Rs.)

Comments

1 Personnel Expense:

1.1 Team Leader

1.2 Specialist 1 (Specify Designation)




1.6 District/Regional Supervisors

1.7 Coordinators

1.8 Data & Documentation Assistant

Note (Please mention districts/cities of all the

above positions in comments column)

1.9

District wise

Enumerators/Monitors/Investigators

(Collect class level data using

monitoring tool)

District 1

District 2

District 3

Add district wise list

Sub total

2 Out of Pocket Expenses (On

Actual)

2.1 Travel Allowances (Estimated)

Local Travel

Car Rental

Air Travel

2.2 Per-Diem Allowances Rates

Team Leader

District/Regional

Supervisor

Specialist

Coordinator

Monitor

Other(please

mention)

2.3 Total Per-Diem Allowance

(Estimated)

Sub total



3 Other Expenses (Lump sum)

3.1 Communication ( Internet, Phone &

Courier)

3.2 Stationary, Document Printing &

Reporting

3.3 Building rental/accommodation

3.4 Others

Sub total

4 Miscellaneous Cost

4.1

4.2

4.3

Sub total

5 Management Fee

Sub total

7 Applicable Taxes . . . . =

8 Total cost of monitoring

9 Cost of Software Development - - - - -

10 Cost of Integration of software with =

PSDF MIS - -

11 Applicable Taxes

12

Total Development Cost

[9+10+11]

13 Cost of maintenance

14 Usage of Smart Devices

15 Any other cost associated to

Android based monitoring software

16 Applicable Taxes

17 Total Android Associated Cost

[13+14+15+16]

18

Grand Total Cost (Including

Taxes)

[8+12+17]

Note:

On average, one class shall be visited twice a month for collecting data using Form I,

Form II; Monthly Report will be submitted to PSDF by Third Party Monitor using Form

III & IV of Monitoring Toolkit.