Swedish Committee for Afghanistan. Kabul Management Office, Jalalabad Rd, after UNO Press, Paktika Kot, Kabul

Postal Address: P.O. Box 5017, Kabul City, AFGHANISTAN

E-mail: info@sca.org.af Phone: 020- 23 20 151-6

Web Site: www.swedishcommittee.org

Date: 10th April 2018

To: Interested bidders

From: Swedish Committee for Afghanistan, Kabul Management Office

No of Pages: (13)

Subject: RFQ ref: Exposure Visit to INDIA

Technical and Managerial staff of Provincial hospitals

REQUEST FOR QUOTATION (RFQ) No. PU/2018 - 4

Dear Sir/Madam:

The Swedish Committee for Afghanistan, Kabul Management Office invites you to submit your quotation for

Consultancy to facilitate an exposure visits for 14 persons from SCA provincial hospital to INDIA /

Delhi.

Tender Instructions

1. You must submit your quotation for all service in respect to this RFQ.

2. Your quotation shall be addressed and submitted at the below specified address or email address no

later than 20 April 2018 at 4.00 PM (Kabul Local Time):

Swedish Committee for Afghanistan

Jalalabad Main Road, Paktia Kot

PO Box 5017

Kabul Afghanistan

Attn.: Procurement Unit, Administration Department; Mr. Milad Ahmadi Procurement Manager

Email: bids@sca.org.af; the subject should clearly state the REF: PU/2018 - 4

3. Any quotation received by the SCA after the deadline for receipt of quotations prescribed by the SCA

pursuant to paragraph 2 above will be rejected.

4. Your quotation and all correspondence shall be made in the English language.

5. Your quotation shall be prepared in accordance with the following instructions:

(i) Your quotation shall contain the duly completed forms contained in Section I “Quotation Forms”

and Section II “Terms of Reference”. Failure to complete and sign these sections may result in the

rejection of your quotation;

(ii) All prices quoted shall be made on the basis of the terms as specified in the RFQ Documents;

(iii) All prices shall be quoted in United States Dollar (USD);

(iv) All prices shall be quoted including taxes; Ref: Article 72 of Afghanistan Tax Law. International

companies must consider 7% taxes.

1

(v) Your quotation shall be valid for a period of sixty (60) calendars days past the deadline for receipt

of quotations;

(vi) Your quotation shall bear the RFQ Reference Number and Title indicated above.

6. The SCA will examine the received quotations to determine whether they are complete, whether any

computational or arithmetical errors have been made, whether the documents have been properly

signed, and whether the quotations are generally in order. Arithmetical errors will be rectified on the

following basis:

(i) if there is a discrepancy between the unit price and the line item total that is obtained by

multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be

corrected, unless in the opinion of the SCA there is an obvious misplacement of the decimal point

in the unit price, in which case the line item total as quoted shall govern and the unit price shall be

corrected;

(ii) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals

shall prevail and the total shall be corrected.

7. Prior to the price evaluation, the SCA will determine the substantial responsiveness of each quotation.

A substantially responsive quotation is one, which conforms to all the terms and conditions of the RFQ

Documents without material deviations. Deviations from, or objections or reservations to critical

provisions will be deemed to be a material deviation. The SCA may waive any minor informality,

nonconformity, or irregularity in a quotation, which does not constitute a material deviation, reservation

or omission.

8. During evaluation of the quotations, the SCA may, at its discretion, ask you for a clarification of your

quotation. The request for clarification and the response shall be in writing, and no change in the prices

or substance of the quotation shall be sought, offered, or permitted. Failure to timely and duly respond

to a request for clarification may result in the rejection of your quotation.

9. If a quotation is not substantially responsive, it will be rejected by the SCA and may not subsequently

be made responsive by correction of the nonconformity.

10. The SCA shall compare all substantially responsive quotations to determine the quotation containing

the best Quality & Cost.

11. Award will be made to the company whose quotation is determined substantially responsive to the

requirements of the SCA and whose quotation contains the best-evaluated price, based on Quality &

Cost Selection.

12. The SCA reserves the right to accept or reject any quotation, and to annul, in whole or in part, or to

suspend the process and reject all quotations at any time prior to the award, without thereby incurring

any liability to the affected company or companies or any obligation to inform the affected company or

companies of the reasons for the SCA’s action.

13. Nothing in or relating to this RFQ shall be deemed a waiver, expressed or implied, of any of the

privileges and immunities of the SCA.

14. Please, note that the SCA will notify unsuccessful companies.

2

15. Please, address all your queries or questions in writing at the address given below and kindly refrain

from any telephone calls or personal visits.

Swedish Committee for Afghanistan

Health Unit, Kabul Management Office

Attn: Mr. Milad Ahmadi, Procurement Manager

Email: bids@sca.org.af

Requirements of the company

The company has to fulfil the required status as mentioned below. Not providing the accurate and complete

information will result in the quotation not qualifying for further evaluation. The company may fill in Section 1

A and B, attached.

1. Be a registered firm or company

2. Have a company bank account

3. Present a team of qualified professionals with experience in conducting visit in hospital. Name of staff

must be attached with offer. ( CV is preferred )

Proof of the above must be provided along with offer otherwise the offer will be disqualified.

Contractual Conditions

SCA contact persons are for

Service: Health unit representative, SCA

Contractual issues: Administration Director, SCA

Confidentiality:

All information in the contract between the two parties shall be considered as confidential and not be shared

with anyone unless legally obliged to do so.

Payment terms:

Invoice shall be sent upon completion of service, payment will be made 30 days after received, approved

invoice. Invoice shall be presented in the name of the Company or contract person.

Payment will be made through bank transfer to the Bank Account of the Company or contract person.

An exposure visit report should need to be submitted within 10 days after completion of visit

Currency:

Invoice and payment will be in United States Dollar (USD).

Transportation/Accommodation:

Accommodation (Three star hotel, two person in one room) local transportation (round transportation from

3

Airport to hotel and daily local transportation from hotel to hospital is the responsibility of contractor and they

shall consider this in their offer.

VISA & Insurance

The Contractor need to provide and invitation letter from Hospital to the name of Indian Embassy in Kabul to

facilitate the visa process of participant.

Total Number of Participants: The total number of candidates for this exposure visit will be approximately 14

persons. Interested bidders are required to calculate the cost per head so that the total contract price will be

calculated once the total number of participants are confirmed.

Destination Country for Exposure visit: The consultant is required to facilitate the exposure visit of SCA staffs

from inside the New Delhi-India socially focus inside the hospital.

Contract period: 8 Days

SCA Responsibilities:

SCA will pay the consultant the complete fees as it will be stated in financial proposal after deducting all

applicable taxes.

In accordance with Article 72 of Afghanistan Tax Law, SCA will deduct 7% Tax from International

suppliers and 2% from all local suppliers who have License issued from Ministry of Commerce and/or

AISA. Firms are required to consider taxes in their offer accordingly

SCA will book flight tickets for all participants and will be responsible for insurance of SCA personnel

during entire exposure visit

Objectives of this Exposure Visit:

To identify priorities and feasible approaches to improve the quality of health care in hospital and to

describe methods for detecting adverse events during service delivery.

To understand the various tools, guidelines and other training materials to support countries fighting

health care-associated infections, in particular to improve health practices in Hospitals.

The establishment and maintenance of quality and safe surgical services at provincial level hospitals

Personnel with appropriate education and training in Emergency & Essential Surgical Care (EESC).

To offer hospital and healthcare managers the opportunity to learn specific tools and techniques to do

their jobs better, in an environment of quality learning and friendly social exchanges.

To provide a forum to update and review best management practices in hospitals

To enhance the learning environment with an exhibition of the latest products, services and professional

solutions that can increase their productivity and improve the quality of their hospital and their

departments’ services.

The participant will understand and apply resource management concepts, processes and strategies

needed in specific hospital sectors

Apply modern change management and innovation management concepts

Exposure Visit Program Structure, Method and activities:

4

Each specialist will be effort in his related department for 6 days. (Hospital Management, Gynaecology,

paediatric, internal medicine, orthopaedic, general surgery and emergency).

Rest of exposure objectives will be consider internally by consultancy, it means they will be arranged and

schedule the training programme and it will be reflected in their proposal.

Main Responsibilities of Consultant/Contractor:

1. Provide invitation letter and other necessary documents needed for visa to all delegates.

2. Provide accommodation ( three star Hotel (( two person in one room)) )and round transportation from

Airport to Hotel , daily transportation from Hotel to Hospital

3. Support the delegate with information related to each ward and hospital management system.

4. Allow all specialist to observe, discuss and to see how the specialist perform activities in the related

departments.

5. Facilitate the visit of different department of hospital and perform activities, these departments are:

Emergency rooms

Different wards

Operating Theater

MCH

Infection prevention procedure

Incinerator and over all hospital waste disposal

Administrative practice

6. Provide certificates for the participants

Requirements of payment

The consultancy will provide SCA including Afghan government tax (international firms will pay 7%

taxes) and will further attach their company bank account details. (The account must be in USD and

under institute/corporate legal license name)

The Consultancy has to confirm the receipt of the fund by sending an email attached of the bank

statement signed/stamp by bank manager. In case of no registration and license 7%, tax will be

deducted.

Exposure visit report within last 10 days

Provide certificates for the participants

Timeline:

The exact date for conducting exposure visit will be decided later

5

Evaluation/Qualification

The evaluation is Quality and Cost Based Selection. With 50% for Quality and 50% for the cost

The contract will be awarded to one Service Provider only.

Quality Evaluation

The evaluation will be based on their responsiveness to the technical requirements contained in the

RFQ Documents by applying the evaluated criteria and point system specified below:

1. Institutional Capacity/Institutional Credentials; maximum 12 points

I Individual/Company Profile relevant and good proposal II Individual/Organizational Capacity to conduct the scope of work III Previous Experience in conducting exposure visit. IV Qualification and experience of proposed staff/team. CVs must be attached with offer

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 8 (2 in each) to be qualified

2. Technical Proposal; see ToR attached in section 4, maximum 15 points

I Exposure visit plan

II Methodology

III List of Hospitals and approach for training; Tertiary health provider hospital is preferred

VI Reporting

VII Deliverables

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 10 (2 in each) to be qualified.

3. Technical Proposal Comprehensiveness – demonstrates understanding of all aspects of the

technical design maximum 6 points.

I Understanding of the ToR/RFQ relevant and good proposal.

II Completeness of the proposal

Each of above sub-criteria will be evaluated and receive scores between 0-3.

Minimum score is 4 (2 in each) to be qualified.

See Section IV attached as an example of quality evaluation.

Maximum points: 33

6

The Consultant needs to reach a minimum of 8/10/4 point in each category (1-3) above and minimum

2 point in each sub-category.

The minimum technical score (St) required to pass is: 22

Each responsive quotation will be given a technical score (St). A quotation shall be rejected at this

stage if it does not respond to important aspects of the RFQ Documents, and particularly the Terms

of Reference or it fails to achieve the minimum technical score indicated above.

The quotations that passed the minimum technical score will be is qualified for financial evaluation.

Financial Evaluation

The lowest priced quotation (Fm) will be given the maximum financial score (Sf) of 33 points. The

financial scores (Sf) of the other quotations will be computed as follows: Sf = 33 * Fm/F, where Sf is

the financial score, Fm is the lowest price, and F is the price of the relevant quotation.

Final Evaluation

The quotations will be ranked according to their combined technical (St) and financial (Sf) scores using the following weights (T = the technical evaluation weight; F = the financial evaluation weight;

T + F = 1): T = 0.5 (50%) F = 0.5 (50%)

%% FSfTStS .

Award of Contract

Award will be made to the company whose quotation achieved the highest combined technical and

financial score. If the final score is equal between two bidders, the score of quality will prevail.

7

SECTION 1 – QUOTATION FORMS

Note: It is mandatory that you duly complete and sign the Quotation Forms. Please also note that you are

requested to duly complete and submit the forms contained in Section II Additional Requirements (Delivery

Schedule).

SECTION 1 – A QUOTATION SUBMISSION FORM

Date: [Bidder to insert date]

RFQ No. Health April 2018 Service for facilitate the exposure visit

To: Swedish Committee for Afghanistan,

Kabul Management office

Dear Sir/Madam:

Having examined your RFQ Documents and any addenda thereof, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to provide the service for exposure visit in conformity with your RFQ

No. health April 2018.

We agree to abide by this quotation for a period of validity of (60) calendar days past the deadline for the

receipt of quotations as specified in the RFQ. Our quotation shall remain binding upon us and may be accepted

at any time before the expiration of that period.

We understand that you are not bound to accept the lowest or any quotation you may receive.

___________________

[Bidder to insert name and signature of duly authorized representative]

8

SECTION 1 – B QUALIFICATION INFORMATION FORM

General Information

1. Name of Bidder:

2. Street Address: Postal Code: City:

3. P.O. Box and Mailing Address:

4. Telephone Number:

5. Fax Number:

6. E-mail Address:

7. WWW Address:

8a. Contact Name:

8b. Contact Title:

9. Type of Business:

10. Year Established:

11. Number of Staff Employed:

9

SECTION 2

Similar Experience

12. Experience in provision of similar service:

Customer Name and Contact Details

Value (USD)

Year

Service Provided

Signature of Bidder: ____________

10

SECTION 3 CONSULTANCY COST/PRICE SHEET

Items Unit Qty Price per

unit

(USD)

Sub-

total

(USD)

Participants fees Person 14

Accommodation Person 14

Local Transportation including Airport to

Hotel

Person 14

Additional (Please specify) Person 14

Tax

Total

Comments

Note: Reference to Article 72 of Afghanistan Tax Law, please include all applicable taxes in your

unit price. International suppliers are required to include 7% tax which will be paid to Afghan

Government. SCA will deduct all applicable taxes from supplier’s payment.

11

SECTION 4 TERMS OF REFERENCE

SCA Background:

Swedish Committee for Afghanistan (SCA) is a membership-based, nongovernmental developmental

organization which is founded on the principles of solidarity and support on a people to people basis. It is

dedicated solely to the promotion of the development of Afghanistan and its many communities. SCA was

founded in 1980 and the first humanitarian intervention was done two years later, consisting of medical

assistance carried out by Afghan health staff.

Our Vision is an Afghanistan free from poverty, violence and discrimination, where human rights are

respected and all live in dignity, enjoy equal opportunity and social justice.

Our Mission is to empower individuals, communities and local organizations, primarily in rural areas and with

particular focus on women, girls, boys and vulnerable groups such as persons with disabilities, so that they

may participate fully in society and influence their own development. SCA will achieve this by working closely

with communities, local and national civil society organizations and relevant levels of government, and by

combining capacity development, advocacy and service provision.

SCA’s main target group in Afghanistan is the rural population, with particular focus on women, children and

vulnerable groups such as people with disabilities. Presently SCA is managing development programmes

linked to five Strategic Objectives– Health, Education, Rural Livelihoods and Community Governance.

Health Programme

SCA has been involved in the Afghan health sector for more than three decades, engaging in service delivery,

capacity building and advocacy. Currently, SCA’s health programme includes implementation of the Basic

Package of Health Services (BPHS) in Wardak and Laghman, which encompasses provision of curative and

preventative health services through a network of health facilities, such as health posts, sub-centres, basic

and comprehensive health centres and hospitals at district level. SCA also implements the Essential Package

of Hospital Services (EPHS) in Wardak and Laghman provinces. In addition to aforementioned projects, SCA

implement Community Midwifery Education (CME), Community Nursing Education (CHNE), School Health

and Learning for Health Life projects.

EPHS project aims at further improving quality of hospital services, improving access of marginalized groups

to hospital services, capacity building and improving the referral system.

The programme is implemented in close collaboration with the Ministry of Public Health and includes

capacity building measures towards the Provincial Health Department as well as local community

organizations. The health programme is managed by a Health Management Unit in Kabul Management Office

and through three project office teams in Wardak, Laghman and Samangan.

12

Rational:

SCA is committed toward continuous human resource development. Improving clinical knowledge and skills at SCA run provincial hospitals has been part of capacity development plan for 2018. To ensure clinical experts have the required competences and stay up to date with medical technology it was decided to organize a study tour to a well-recognized tertiary hospital in the region. The visit will expose participants to new methods in clinical areas and modern hospital management. It will also help the participants learn and replicate processes in clinical and management science that will result in overall quality improvement in the respective hospitals in SCA coverage areas.

Furthermore, the international orientation of such programs additionally supports intercultural learning and

interaction. Working with colleagues from different countries and cultures on a common subject favors the

understanding of global thinking, exchanges of ideas, experience, and sharing technical knowledge.

Team member:

The team members are selected from two SCA run provincial hospitals namely Maidan Share and Mehterlam with following details:

OB/Gyn specialist, paediatric specialist, surgeon, internal specialist, Hospital administrator and PPHD from both hospital (12 candidate)

Two candidates from HPU.

Total number of participants are 14 person

Scope of Work

This exposure visit program aims to enhance participants’ knowledge through exposure to best practices in

hospital management (OT, Emergency, IPD/OPD, Gyn/Obstetric and its usage for hospital management and

activities.)

The consulting hospital will provide technical and clinical assistance in order to improve the knowledge and skill

of SCA employees. The team will visit individual department and section to initiate activities to fill the similar

gaps in SCA hospital.

Objectives

To identify priorities and feasible approaches to improve the quality of health care in hospital and to

describe methods for detecting adverse events during service delivery.

To understand the various tools, guidelines and other training materials to support countries fighting

health care-associated infections, in particular to improve health practices in Hospitals.

The establishment and maintenance of quality and safe surgical services at provincial level hospitals

Personnel with appropriate education and training in Emergency & Essential Surgical Care (EESC).

13

To offer hospital and healthcare managers the opportunity to learn specific tools and techniques to do

their jobs better, in an environment of quality learning and friendly social exchanges.

To provide a forum to update and review best management practices in hospitals

To enhance the learning environment with an exhibition of the latest products, services and

professional solutions that can increase their productivity and improve the quality of their hospital and

their departments’ services.

The participant will understand and apply resource management concepts, processes and strategies

needed in specific hospital sectors

Apply modern change management and innovation management concepts

Exposure Visit Program Structure, Method and activities:

Each specialist will be effort in his related department for 6 days. (Hospital Management, Gynaecology,

paediatric, internal medicine, orthopaedic, general surgery and emergency).

Rest of exposure objectives will be consider internally by consultancy, it means they will be arranged and

schedule the training programme and it will be reflected in their proposal.

Main Responsibilities of Service Providing consultancy:

7. Provide invitation letter and other necessary documents needed for visa to all delegates.

8. Provide accommodation and round transportation from Airport to Hotel , daily transportation from

Hotel to Hospital

9. Support the delegate with information related to each ward and hospital management system.

10. Allow all specialist to observe, discuss and to see how the specialist perform activities in the related

departments.

11. Facilitate the visit of different department of hospital and perform activities, these departments are:

Emergency rooms

Different wards

Operating Theater

MCH

Infection prevention procedure

Incinerator and over all hospital waste disposal

Administrative practice