AKSE “Aksyon Kolektif pou Sekirite kont Eksplwatasyon”
Funded by: USAID
Location of assignment: Port au Prince, Haiti
Duration of assignment: Three (3) Months
Responsible to: Grants Officer
Project #: 521-A-12-00006
Dear Consultant,
CARE Haiti the primary implementing partner for the United States Agency for International Development’s (USAID’s) Aksyon Kolektif pou Sekirite kont Eksplwatasyon (henceforth, AKSE), pursuant to the authority contained in the Foreign Assistance Act of 1961, as amended, and in accordance with USAID Cooperative Agreement No. 521-A-12-00006, has prepared this Statement of Work (SoW) for a qualified consultant / company / non-governmental organization (NGO) to design a database for the AKSE project.
Fonctions
The selected recipient will design a database and train pertinent AKSE staff on the database which will contribute towards the achievement of the following AKSE program results:
1) Integrated Monitoring, Prevention and Response Networks developed/expanded;
2) Community Capacity for Prevention and Response strengthened;
3) Government of Haiti Institutions, Policy and Legislation strengthened;
4) Capacity of Haitian Non-Governmental Organizations strengthened; and,
5) Access to Specialized Services for Vulnerable Women, Children and Youth through innovative interventions expanded
All contracts entered into with Non-U.S. Organizations will be administered in accordance with applicable regulations as follows:
• 22 CFR 226
• Applicable OMB Circulars
• 48 CFR 31.2 (for-profit organizations)
The regulations listed above can be accessed via the USAID webpage: http://www.usaid.gov/business/regulations/
This SOW consists of the following Sections:
Section I Funding Opportunity Description
Section II Contract Information
Section III Contract Eligibility Information
Section IV Proposal Submission Information
Section V Proposal Review Information
Section VI Proposal Administration Information
Section VII Contacts
Section VIII Other Information
Section I – Scope of Work
BACKGROUND OF CARE AKSE PROJECT
Approximately 80% of Haiti‘s population of 9.7 million lives below the poverty line, with 54% in abject poverty. Fifty-two percent of the population lives in urban areas, with the majority in the capital, Port-au-Prince (2.1 million). Unemployment is significant at 40%, and more than two-thirds of the work force does not have formal jobs.
A set of contextual factors including social, economic, and cultural practices create an environment in which gender based violence and types of exploitation are more likely to occur. Trafficking, prostitution and other forms of sexual exploitation, the practice of restavèk, and recruitment of youth into gangs are some. Many of these factors existed before the earthquake; and the destruction and devastation brought about by the earthquake as well as frustration at the slow pace of reconstruction have exacerbated an already fragile environment for women, vulnerable children and youth. Boarder communities and remaining IDP camps are reportedly more exposed to one or more of the human right violations listed above.
The overall goal of the Aksyon Kolektif pou Sekirite kont Eksplwatasyon, (AKSE) project is to improve the safety and security of women, children and youth in Haiti by decreasing the incidence of human rights abuse and expanding access to treatment and care. The project will target participants in the three (3) USG development corridors, four (4) border areas, and the South East and Grand Anse source zones for restavek.
AKSE builds on guiding principles to achieve the goal including assuring country ownership and coordination; use of multi-level approaches; building on existing structures; mainstreaming gender; addressing the root causes of issues; managing for results, and integration of the program into humanitarian services.
Furthermore, it aims to facilitate change that leads to a national, country-led approach to resolving protection issues and recognizes that identifying and addressing the interconnected and complex linkages between vulnerabilities is critical to realizing sustainable advances in human rights for all Haitians.
Expected results of AKSE Project:
1) Integrated Monitoring, Prevention and Response Networks developed/expanded;
2) Community Capacity for Prevention and Response strengthened;
3) Government of Haiti Institutions, Policy and Legislation strengthened;
4) Capacity of Haitian Non-Governmental Organizations strengthened; and,
5) Access to Specialized Services for Vulnerable Women, Children and Youth through innovative interventions expanded
The scope of AKSE is wide and the project will achieve these stated results by working in collaboration with the protection agencies of the Government of Haiti (GoH), local and national non-governmental organizations (NGOs) that provide protection services, and community-based protection groups and organizations (CBPOs) that focus on protection.
PURPOSE OF DATABASE
The purpose of this contract is to design a database for the AKSE project. This includes design of application programs as well as initial coding, testing, documenting, operating and training AKSE staff on the use and maintenance of the database. The contractor will work at their own location, but frequently be required to attend meetings with designated AKSE staff at CARE Haiti officer in Rue Gregoire, Petionville Haiti.
AKSE needs to contract a database development specialist that can develop a web-based database to do the following:
• Grant management tool to keep a record of all the sub-grants that AKSE will award among all three partners (CARE Haiti, Plan International and Save the Children)
• To record and produce M&E reports
• Uploading of grant application forms
• Tracking sub-grant application status
• Create new ID information, type, and duration of sub- grants
• Track financial reports
• Uploading of reports accessible to USAID review
• Serve as a knowledge sharing tool
MINIMUM FEATURES OF THE DATABASE
Three different user types – Administrator (read, write, create projects, create users, data entry, etc.), User (data entry and read), and Viewer (read only)
• A username and password with an email address for password reset/mailing. The email address could also be the username
• No public access, the information will be available after login only. The domain name will not be indexed to any search engine
KEY ACTIVITIES AFTER IDENTIFICATION OF THE CONSULTANT
EXPECTED OUTPUTS & DELIVERABLES
• Data Entry
• Intuitive interface for the data to be entered efficiently
• Data would be validated at the time it is entered to make sure everything stays in the same format
• Reporting/Data Analysis
• Give the user a chance to run several reports or to specify a time frame, project, or other criteria to run those reports against
• A framework that can be used for additional reports in the future
• Grouping reports if needed.
• Reporting/Analysis can be limited or enabled with the user account system
On-going support to improve and adjust database according to the needs over a 6 month period (3 to 4 work days every month).
Additional Requirements:
• The database shall be compliant with current and future data standards
• The database should be fully operational by January 31st, 2013
• The database development specialist MUST be fluent in English and French
• The database development specialist MUST have prior experience developing databases for NGOs
• All application and data shall be designed to assure integration and interoperability
• The applications shall be delivered in a timely fashion determined by the Grants Officer
• All applications shall be user-friendly and meet the needs of the project
• The contractor shall design, develop and deliver applications to address operational and administrative needs.
• These applications shall be developed utilizing best practices and methodologies
The database can be developed offsite with frequent interaction with CARE Haiti – AKSE Grants Officer and Grants Manager.
MILESTONES & PAYMENTS (% BASED ON TOTAL AWARD VALUE)
- Milestone 1: Inception meeting; this meeting will be organized by AKSE Grants Officer. The selected contractor will meet with the Grants Officer, Grants Manager, Chief of Party and CARE Haiti IT specialist. Selected contractor will provide a database design plan to be reviewed and approved by CARE Haiti.
Due: 10 days after signing of agreement Payment: 20%
- Milestone 2: Submission of prototype/draft database platform for review and feedback from IT specialist, Grants Officer, Grants Manager and Chief of Party, including grant managers from CARE, Plan International and Save the Children.
Due: 20 days after signing of agreement Payment: 20%
- Milestone 3: Submission of revised database based on feedback received.
Due: 30 days after signing of agreement Payment: 30%
- Milestone 4: Training of AKSE staff on the database (ideally 2 days).
Due: 65 days after signing of agreement Payment: 10%
- Milestone 5: Finalized database and launching.
Due: 90 days after signing of agreement Payment: 20%
Note: Payment will be processed upon acceptance of the different document or deliverables by the Grants Manager.
TRANSPORT & LOGISTICS
The contractor will be fully responsible for the logistic necessary for this project.
Section II – Contract Information
1. AKSE intends to issue a contract to a Consultant / Company / NGO in response to this SOW. Allowable costs must be consistent with USAID policies and procedures, which means they must be allowable, allocable, and reasonable (per applicable cost principles), well documented, and realistic for the proposed project and budget.
2. Under this SOW a Consultant / Company / Group will design, implement and train AKSE staff on how to access the various functions of the database.
3. The contract agreement is anticipated to have a duration of three (3) months and may not be extended.
4. The consultant (group) will develop and submit a detailed proposal describing the means and the schedule for designing the database and attaining the milestones.
5. The consultant (group) will develop a detailed budget to support the proposal. All budget costs must be realistic for the scope of the work proposed.
6. Any amendments to this SOW will be issued in writing by AKSE.
7. Following submission of the complete proposal package (technical and financial proposals and an organization chart with key CVs ), AKSE will send the consultant an e-mail notification confirming receipt of the proposal package and advise when to attend an orientation meeting with key personnel in AKSE. Once a contractor has been successfully negotiated and approved by USAID, it will be funded upon availability of resources.
8. Payment will be processed upon acceptance of the milestone documents or deliverables by the AKSE Grants Manager. Details of the submission and payment reimbursement process are included below and will be elaborated on during the inception meeting.
Qualifications Requises
Section III – Consultant Eligibility Information
The Consultant (Group) shall be selected based on the following criteria:
• Experience in designing databases;
• Relevant academic qualifications and experience for all proposed members of the group;
• Proven adequate human resources to manage the database and provide training to AKSE staff;
• Fluency in English, French, and Haitian Creole for pertinent team members;
The following organizations are not eligible to respond to this RFP:
a) Political parties, their subsidiaries, or affiliates.
b) Organizations that appear on the List of Parties Excluded from Federal Procurement and
Non-procurement Programs or U.N. List 1267.
c) Organizations that promote or engage in illegal activities or anti-democratic activities.
d) Faith-based organizations that are not in compliance with ADS303.3.6.4.m., which is in accordance with Executive Order 13279, Equal Protection for the Laws of Faith-based Community Organizations.
e) Any entity affiliated with CARE Haiti, their officers, directors, or employees.
f) Any governmental organization.
g) Any Public International Organization.
Funding Restrictions
a) The consultant / Company / NGO may propose to purchase eligible commodities only and the list of eligible commodities can be found at ADS 312: http://www.usaid.gov/policy/ads/300/312.pdf
b) The contract will not allow the reimbursement of pre-contract costs. That is, only allowable obligations incurred during the life of project duration defined within the contract agreement will be reimbursed.
c) Nonrefundable VAT is an unallowable cost under this RFP.
Section IV – Application Submission Information
The application submission information should be included in a proposal to contain the following documents:
• A technical proposal , with a clear timeframe and a description of how the proposed activities in designing, implementing and training on the database will be conducted to accomplish the final objective;
• A financial offer (budget) detailing the various costs associated with the assignment.
• Organization chart and detailed curriculum vitae of the individual(s) proposing to carry out the work.
