Request For Proposal – Data Collection (Global) At 3iSolution

TENDER NOTICE- Data Collection.
This Request-for-Proposal (RFP) aims to provide 3iSolution with services related to data collection as the needs arise. The goal is to sign a framework agreement (FWA). 3iSolution reserves the right to sign more than one FWA.

1.1. Background: as part of the projects implemented by the Buyer across the globe, field assessments are often needed to be conducted to provide the Buyer’s stakeholders with relevant data and information for better decision-making in the humanitarian and the development sectors.

1.2. Project Goal: this tender aims to provide the Buyer with services which can be used on-demand and as the needs arise. The Buyer reserves the right to sign more than one framework agreement (FWA) as non-exclusivity is desired in this RFP. This or these FWAs to be signed with (a) successful Bidder(s) are related to data collection services which can be used as part of current and future projects implemented by the Buyer. It is important to clarify that the mere signature of the FWA does not imply any financial commitment and therefore, purchasing from this/these FWA(s) remains the right and the decision of the Buyer. Overall and for the entire duration of the FWA(s) to be signed, the Bidder(s) is/are expected to fix their prices (with the possibility of taking into account considerable and unavoidable, yet documented market fluctuations) and other terms. It is important to note that an estimation of the actual expenditure is not possible due to the nature of the globality of this RFP and which will further depend on both current and future needs.

1.3. Scope of Services: listed below is a summary of the services which are expected to be provided by any successful Bidder. These services are part of every item (service) to be priced and are expected to be carried out as part of any single purchase of any item (service):

• Designing or following robust methodologies.

• Conducting data collection activities.

• Recruiting and training staff for the purpose of providing the needed service. • Managing logistics for data collection.

• Implementing quality control measures.

• Ensuring compliance with ethical standards.

• Providing regular progress updates and reports.

• Delivering products as per the agreed timelines.

Moreover, the services provided should include:

• Survey questionnaire review and refinement: to assess the suitability of the survey questionnaire provided for various cultural and geographic contexts. Adjustments or additions to ensure that the questionnaire is effectively tailored to the target populations will be recommended.

• Conducting pilot testing: before full-scale implementation, pilot testing of the revised questionnaire in selected target locations is to be conducted. This allows for the identification of any issue or area for improvement before launching the full data collection activities.

• Supervising fieldwork across multiple regions: fieldwork activities across various or multiple regions or countries are to be coordinated and supervised to ensure consistency and quality in data collection processes. This involves managing field staff, overseeing data collection activities and addressing any challenge which may arise.

• Data validation and cleaning:validation and cleaning of collected data are crucial for ensuring the accuracy and reliability of the datasets. Rigorous validation and cleaning processes are expected to identify and rectify any error. In case a survey entry is determined to be incorrect, it shall be promptly deleted from the dataset. Additionally, both clean and raw versions of the data are to be provided, accompanied by a detailed logbook. This logbook will comprehensively document all modifications made during the cleaning process, providing transparency and traceability. Furthermore, a deletion log will be maintained to track any Page 5 of 28 (FWA/RFP24/001) entries which have been removed, ensuring accountability throughout the data cleaning process.

• Collaborating with local partners or stakeholders: if necessary, to collaborate with local partners or stakeholders to facilitate data collection efforts. This may involve leveraging existing networks or establishing new partnerships to ensure the smooth execution of any service or project.

• Documenting challenges, lessons learned and best practices: throughout the project, to document the aforementioned aspects for future reference. This documentation provides valuable insights which can inform future projects and improve data collection processes.

1.4. Key Deliverables The key deliverables resulting from the usage of the future FWA(s) include the following:

• Comprehensive data collection reports (work plans): to produce detailed reports for each target region/country, outlining findings, methodologies used and any limitation encountered during the data collection process. These reports provide valuable insights into the collected data and its implications.

• Raw and clean data sets: to deliver both raw and cleaned datasets in standardized formats compatible with the Buyer’s data management systems. This ensures that the data is easily accessible and usable for further analysis.

• Quality assurance documentation: documentation of quality assurance procedures, including validation processes and error reports, is to be provided. This ensures transparency and accountability in the data collection process.

• Final project evaluation report: summarizing overall outcomes, insights gained and recommendations for future actions is to be delivered. This report serves as a comprehensive overview of the project’s achievements and areas for improvement.

1.5. Constraints Constraints to be considered during the provision of any service under the FWA(s) are:

• Adherence to local laws and regulations: to comply with local laws, regulations and cultural norms governing data collection practices in each location of operation. Failure to do so may result in legal and ethical implications, and the termination of the FWA.

• Security and safety considerations: the safety and security of field staff of the Bidder or those working under its subcontractor(s) operating in potentially challenging or remote environments must be prioritized. Proper risk assessments, mitigation strategies and contingency planning should be in place to ensure their well-being.

• Budgetary limitations and resource constraints: these may impact the scale or scope of data collection activities in certain regions or countries. To carefully manage resources to maximize efficiency and effectiveness.

• Timely communication and coordination: due to differences in time zones and languages, logistical challenges may exist. As a result, to have robust communication protocols in place to ensure effective collaboration with stakeholders and the Buyer.

List of Required Annexes and Documents Please note that a proposal will be administratively rejected if any of the following document is either missing or not submitted as indicated:

1. Annex I: Acknowledgement of the RFP (filled, dated, signed and stamped)

2. Annex II: Intent to Bid (filled, dated, signed and stamped)

3. Annex III: Supplier Information Form (filled, dated, signed and stamped)

4. Annex IV: Technical Offer (filled, dated, signed and stamped)

5. Annex V: Financial Offer (filled, dated, signed and stamped)

6. The Bidder’s registration document (a copy)

1. The Bidder’s tax registration document, if applicable (a copy)
2. The Bidder’s data protection policy (a copy)

9. The Bidder’s data protection insurance policy, if applicable (a copy)

For more information related to the tender, the list of required documents, submission and evaluation, the tender notice and the complete RFP dossier can be accessed here: Tenders – 3iSolution