GOVERNMENT OF THE PUNJAB

ZAKAT & USHR DEPARTMENT

INVITATION FOR EXPRESSION OF INTEREST

FOR CONSULTANCY SERVICES

REGARDING

AWARENESS CAMPAIGN AND VOLUNTARY ZAKAT COLLECTION

February, 2015

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TABLE OF CONTENTS

SECTION I INTRODUCTION

SECTION II INFORMATION / INSTRUCTIONS TO THE CONSULTANCY FIRMS

SECTION III OBJECTIVES OF THE ASSIGNMENT & SCOPE OF SERVICES

SECTION IV QUALIFICATIONS / EVALUATION CRITERIA

SECTION V STANDARD FORMATS FOR INFORMATION FROM CONSULTANCYFIRMS

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SECTION I

INTRODUCTION OF THE ZAKAT & USHR DEPARTMENT GOVT. OF THE PUNJAB

1.1 The current Zakat and Ushr system was introduced in Pakistan through Zakat and

Ushr Ordinance in 1980. The department remained on concurrent list until 2010 when

it was devolved as a result of 18th Amendment. Zakat and Ushr is now provincial

subject as of 2010. However, collection of Zakat and its distribution amongst

provinces is still with the federal government up to June 30, 2015 as per decision of

the Council of Common Interests. Disbursement of Zakat is made by the provinces.

In the Punjab Province, Zakat is being utilized for a number of benevolent purposes

for the poor and deserving persons in line with the principles of Shariah. It is being

used for increasing employability of underprivileged deserving youth by imparting

them vocational training through PVTC, providing subsistence allowance to the

chronic poor, monthly allowance to blinds and leprosy patients, marriage grants to

the deserving unmarried women, purchase of medicines for poor patients, and

education stipends to deserving students studying in public institutions and

seminaries (cleared from Home Department). Annual allocation for these schemes is

approximately 3 billion for the financial year 2014-15.

Actual disbursement is made at district and local level by designated Zakat

Committees comprising persons of sound financial and moral integrity. Transparency

in payment process is ensured through internal and external audit controls. Internal

audit is conducted by the audit teams appointed at each district and division level

while external audit is conducted by teams of Auditor General of Pakistan. The

process of disbursement is overall supervised by the Provincial Zakat Council which

comprises eminent religious scholars and ex-officio members of high caliber. The

Council is headed by a sitting or retired judge of High Court. Currently Justice

(retired) Akhtar Hassan is its Chairman while ex-officio members include Secretaries

to the Government of Punjab for Zakat and Ushr, Finance, Social Welfare and Women

Development, and Local Government and Community Development. Payments were

made through crossed cheques. As of October 2014, the department shifted towards

branchless banking system whereby payments for guzara allowance is made through

Telenor Easypaisa Service so that mustehqeen can get their zakat in convenient and

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more transparent manner without hassle of opening branch-based bank accounts.

Rates for guzara allowance and marriage grants have been doubled. Available budget

for student scholarship has been specifically earmarked for college and university

levels in order to encourage the trends in higher education. Panoramic information on

zakat budget and its usage in Punjab has been uploaded on a newly developed

department’s official website and Facebook page.

Despite these positive aspects as narrated above, there are misleading perceptions in

the general public about utilization of Zakat as to perhaps Zakat fund were used by

the government for its own recurrent expenditures or for political purposes. Though

these are misgivings and are not true, still these do prevail mainly because of lack of

awareness in general public about actual use of Zakat for the poor in a quite

transparent manner in secure modes and under strict audit controls. Owing to the

misleading perceptions, most people do not trust in the system and prefer not to let

their Zakat deducted by the State. The result is that over the last many years,

voluntary Zakat contribution is nominal while compulsory Zakat collection is stagnant.

Government gets no credit for otherwise a noble service which is being provided by

the Zakat department under its auspices.

1.2 Keeping above in view, it has been decided to initiate a public awareness campaign in

order to dispel the wrong perceptions about use of zakat fund and to highlight the

true services which are being provided from Zakat for the poor. Services of a

consultancy/media firm are to be hired which will steer the awareness campaign by

designing and disseminating suitable messages and market collateral.

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Section II INFORMATION / INSTRUCTIONS TO THE CONSULTANCY FIRM

2.1 The consultancy firm will be hired as per provisions of Punjab Procurement

Regulatory Authority (PPRA) Rules 2014.

2.2 Pre-qualification documents containing list of documents to be attached with the EOI

can be obtained from office of the Secretary Zakat & Ushr 78 Shadman II Lahore after

paying non refundable fee of Rs. 1000/-. The interested firms should submit their

EOIs in sealed packet on or before 03-03-2015 by 1:00pm. The EOIs will be opened

at 2.00 pm on the same day in the office of the Secretary Zakat & Ushr 78 Shadman

II Lahore in the presence of bidders or their authorized representatives who wish to

be present. Focal person for obtaining documents/information is Mr. Muhammad

Munir Section Officer (Z&U) Zakat & Ushr Department 78 Shadman II Lahore. His

telephone Number is +42 992 63 233, +300 455 27 43

2.3. Following documents should be attached with the EOIs:

Covering letter as per specimen given in the Section V

Company profile as per Form A Section V

Firm’s similar works/ assignments, firm’s experience and past record in the field of

awareness campaigns as per Form B in the Section V

Detail of 4 Key Staff Members as per Form C in the Section V

Documentary proof of valid legal entity of the firm i.e. Registration/Affiliation

Certificate with APNS/Registrar Joint Stock Companies/Security & Exchange

Commission of Pakistan.

Proof of registration with Income Tax/Sales Tax Department.

Audited Financial Statements/Accounts Statements showing financial position of last

five (5) years.

Undertaking that the firm has not been blacklisted or debarred by any government

organization/department.

A capacity statement on relevant experience in which the firm has been involved in the

past.

2.4 The consultant firm shall enclose one original and a copy of the above documents in a

sealed envelope which shall:

(a) bear the name and address of the Applicant;

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(b). be delivered by hand or through courier / registered mail to address mentioned

in advertisement for EOI or in documents; and

(c). be clearly marked ‘‘Application for Short Listing of Consultants for Awareness

Campaign”. If the envelope is not sealed and marked as required, the procuring

agency will assume no responsibility for the misplacement or pre-maturing

opening of the document.

2.5 Zakat & Ushr Department shall shortlist prospective consultants, under Punjab

Procurement Rules 2014, in accordance with the evaluation criteria provided under

section IV of this EOI document. Any expenditure of whatsoever nature incurred by

the applicants for collection of information, preparation of the EOI including any visit

to the department offices is not reimbursable.

2.6 This EOI invites only the Expression of Interest on the subject assignment. No

Consultant is to indicate, explicitly or implicitly, financial implication of their

proposal. Revealing financial offer at this stage would disqualify the proposal

altogether, under the provisions of Punjab Procurement Rules 2014. Only the short

listed consultant Firms would be provided with request for proposal (RFP) thereby

giving them a reasonable opportunity to submit technical and financial proposals.

2.7 The prospective consultant Firms have to provide relevant information on the

prescribed formats attached in this document. Any other format preferred by the

prospective consultant Firms may obscure material information and hence affect the

evaluation process.

2.8 Minimum points to score for qualify the short-listing process are 65 % as per PPRA

rules 2014.

2.9 The Consultancy firm shall observe the highest standards of ethics during the

selection and execution of this assignment. Any fraudulent or corrupt practice on

the part of the firm during procuring or execution process will be dealt with under

section 21 and 54 of Punjab Procurement Rules 2014.

2.10 The Competent Authority may reject all bids or proposals at any time prior to the

acceptance of a proposal, as provided under Rule-35 of Punjab Procurement

Regulatory Authority Rules, 2014.

2.11 The prospective Consultant firm may request a clarification in respect of any of the

documents at least 5 working days before the EOI submission date. Any request for

clarification must be sent in writing by post or by hand to the Department’s address.

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The department will respond in writing to the firm and will send copies of the

response to all prospective consultancy firms.

2.12 Verification of the information provided by the short listed firms in the submissions

for short listing can be made. In case the information is found to be wrong or

incorrect in any material way or firm / consultant is found to be lacking in the

capability of resources to successfully perform the contract, the firm shall be dis-

qualified.

2.13 Zakat & Ushr department reserves the right to amend the scope and value of any

assignment under this project. In such event proposals will only be called from short

listed applicants who meet the revised requirements.

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SECTION III OBJECTIVES OF THE ASSIGNMENT & INDICATIVE SCOPE OFSERVICES

3.1 Objectives of the Consultancy Assignment

The proposed awareness campaign will be meant to achieve the following core objectives:

a. Remove the misgivings of the general public about misuse of Zakat fund and to

give them confidence that these funds are distributed amongst the deserving

people strictly in accordance with Shariah.

b. Motivate the people to make contribution in Provincial Zakat Fund/Punjab Zakat

Fund.

c. Develop a community sentiment among the affluent class so that they develop a

linkage and bonding with poor people.

d. Telling the media, civil society, philanthropists and general masses that

Government is contributing towards poverty alleviation through Zakat so that they

donate their Zakat and alms to the Punjab Zakat Fund.

e. Give a sense of pride to the volunteers working for Zakat in order to boost morale

of Zakat officials.

3.2. EXPECTED DELIVERABLES

In order to achieve the above objectives, the consultancy firm will have to provide following

deliverables after approval of the contents by Secretary, Zakat & Ushr, Government of the

Punjab:

Sr.No

Activity Timeline REMARKS

1 Inception Report Inception Report including completework plan, approach, methodology,staffing schedule and estimated costfor each deliverable within fiveworking days from contract award

2 Publicity of keystatistics onZakat disbursed.

Immediately on release in Print andElectronic Media

3 Development ofsuccess stories

At least 50 printed and 40audio+video stories within 60 daysfrom agreement date. These successstories will be further used forpublicity.

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4 Preparation ofbrochures andtheir distribution

Three consignments of 3000 each onmonthly basis

Printing: Four ColourGram Art Paper Glossy

5 Department’sWebsite andFacebook page.

Multiple tasks including regularupdates and dissemination of e-brochures amongst donors andstakeholders. (Success will bemeasured by the number of likes, hitsand feeds from general public.)

6 Pamphlets Designing, printing and distribution of10,000 pamphlets within 60 daysfrom contract award.

Size: 7” x 10”Printing: Four ColourGrammage Paper: 100Gram Art Paper Glossy

7 Standees Designing within one month, andplacing at least two hundred standeesat key places approved by theSecretary Zakat. These are to bechecked on monthly basis to ensurethat they are not removed.

Size: 2’ x 5’Printing: Four Colour

8 Magazine onZakat issues.

Preparation of sample Magazine (hard+ soft copy) within 30 days, andprinting its 500 copies 20 days.

Size: 8 ½ ” x 11”Printing: Four ColourGrammage Paper: 115Gram Art Paper GlossyTitle Page Art Card,260 Gram Shine laminated

9 Seminar onZakat

Three seminars one per month inLahore, Faisalabad and Sialkot.Seminars are to be covered via video.DVD and pictorial images will beprovided by the firm.

10 Awarenessthrough SMS/Class ValueAdded Service ofPTA among themassesthroughout thePunjab

One message to be disseminated onmonthly basis among at least 50,000recipients.

11 Publishing ofarticles in newspapers regardingZakat and role ofZakatDepartment

One on every Friday in four Urdu andone English National Dailies (chosenby the Secretary Zakat) for threemonths.

12 Preparation ofdata base of

Within 30 days from the start ofagreement.

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potential donors

The firm will provide both hard and soft copies of above material (DVDs of success stories

and seminars) to the designated officer of Zakat and Ushr Department within stipulated

period. All material will be subject to the given specifications and approval of the Secretary

Zakat and Ushr.

3.3. CORE TEAM OF REQUIRED EXPERTS

Minimum qualification and experience of key professional staff members of the firm should

be as follows:

Sr.

No.

Position Qualification & Experience

1 Communication

and advocacy

expert/Team

Leader

Post graduate with excellent command over Communication skills

in English and Urdu languages and relevant experience of 10

years in awareness and fundraising

2 Creative writer

(Urdu/English)

Post graduate in Urdu / English/ mass communication with 5

years relevant experience.

3 Graphic

designer

Graduate with 1 year diploma in graphic designing and have

relevant experience of 5 years.

4 Event Manager Masters in Social Sciences with relevant experience of five years

3.4 Scope of Assignment

Scope of the campaign will include publicity of key statistics of Zakat amount disbursed,

development of success stories, preparation and dissemination of pamphlets, brouchers and

e-brocuhers, designing and placing standees, updating the department’s website and

Facebook page, preparation and publishing of magazine and articles in Newspapers on zakat

and Department’s services, dissemination of messages through PTA, holding of Seminars

and Moots, and preparation of data base of potential donors. The firm will be hired initially

for a period of three months. The campaign will mainly focus on the Punjab Province and

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Pakistan’s embassies in foreign countries which host considerable number of Pakistanis.

These may include Saudi Arabia, France, Italy, Spain, UAE, UK, and USA.

SECTION IV EVALUATION/SELECTION CRITERIA

Expression of Interest will be evaluated as per following criteria:

Marks

(A) Standing and Experience of the Consultancy Firm [30]

(B) Qualifications and competence of key professional staff [60]

(C) Financial Position of the firm [10]

Total marks for criteria (A), (B) & (C) [100]

A) Standing and Experience of the Consultancy Firm [30 marks]

Standing of the firm will be gauged from number of years since its registration. 2 score will

be awarded for each year. Total scores will be 10. The interested firms should submit

certificates of registration issued by competent authority as evidence to establish their claim

for score in this category.

Experience will be judged from the number and volume of similar assignments carried out

by the firm in field of awareness campaigns. Each completed assignment worth Rs. 5 Million

or more will get 4 score, and each completed assignment worth Rs. 2 million or more but

less than Rs. 5 million will get 2 score each. Total score will be 20.

The interested firms are requested to furnish detail of their completed assignments including

name of assignment, client, price, period of contract, completion certificate/evidence of

completion etc. with their EOI.

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(B) Qualification and competence of key professional staff of core team [60

Marks]

This category bears total 60 scores which will be divided as detailed in the table below:

Sr.No.

Position Scores

1 Communication

and advocacy

expert/Team

Leader

Post graduate 5 Marks

Extra Qualification 5 Marks

{M.phil =3 Marks, P.hd. =5 Marks}

Experience in awareness media campaign 5 Marks

(one year = 1 score)

Number of completed assignments in awareness 5 Marks

Each completed assignment =1 score

Maximum [20 Marks]

2 Creative writer

(Urdu/English)

Post graduate in Urdu / English/ mass communication 5 Marks

Extra Qualification 5 Marks

{M.phil =3 Marks, P.hd. =5 Marks}

Experience in media work in terms of years 5 Marks

(one year = 1 score)

Number of printed work 5 Marks

(Each printed article in English/Urdu

Daily/journals=1 score)

Maximum [20 Marks]

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3 Graphic

designer

Graduate with 1 year diploma in graphic designing 5 Marks

Relevant experience 5 Marks

Each year of experience in graphic designing=1 score

Maximum [10 Marks]

4 Event Manager Masters in Social Sciences 5 Marks

Relevant experience 5 Marks

Maximum [10 Marks]

Grand total 60

C) Financial Position: [10 Marks]

The financial position of a firm will be evaluated on ground of annual turn over for last 5

years. Turn over equal to Rs. 7 million for one year will bring 2 score.

Note: Only firms scoring an aggregate of 65% marks shall be pre-qualified / short listed

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SECTION V STANDARD FORMATS

Application Submission form

(The covering letter is to be submitted by the prospective consultant or partner responsible

for a joint venture, on appropriate company letterhead.)

The SecretaryGovernment of the PunjabZakat & Ushr Department78 Shadman IILahore

Subject: EXPRESSION OF INTEREST FOR CONSULTANCY SERVICES FORAWARENESS CAMPAIGN AND VOLUNTARY ZAKAT COLLECTION

Dear Sir,

I………………………………………the undersigned, being duly authorized to represent and act on

behalf of……………………………………….applies to be short listed for the project cited above and

enclose one (1) original (together with ---------copies) of documents and declare the

following:

a. I have read and understood ‘the instructions to the consultancy firm’ chapter of the

EOI documents and have no reservations in this regard.

b. I understand that Zakat & Ushr Department may cancel the entire process of short

listing at any time and that Zakat & Ushr Department is not bound either to accept

any application that it may receive or to invite the short listed applicants to submit

proposal for the subject project, without incurring any liability to the Applicants, as

per PPRA Rules 2014.

c. I understand that proposal by the short listed applicants will be subject to verification

of all information submitted for qualification at the time of proposal submission.

d. I understand that Zakat & Ushr department reserves the right to amend the scope

and value of any assignment under this project. In such event proposals will only be

called from short listed applicants who meet the revised requirements.

e. I understand that Zakat & Ushr department shall not be liable to reimburse any cost

whatsoever directly or indirectly incurred by us in submission of this EOI application.

f. The undersigned declares that the statements and the information provided are

complete, true, and correct in every detail.

g. The Hiring Agency and its authorized representative(s) may contact the following

person(s) for further information, if needed;

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Name of person to be contacted_____________________________

Designation in the firm_____________________________________

Telephone:___________________________

Email________________________________

Postal Address___________________________________________________

Signature of the authorized person:

Name:

Designation:

For and on behalf of

(Name of Applicant Firm)

Seal:

Dated

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FORM A.

COMPANY PROFILE

Dated: …………

All individual firms and each partner of a joint venture applying for short listing are

requested to complete the information in this form. Nationality information is also to be

provided for foreign owners or applicants who are forming part of the Joint Ventures as

required under rules.

1. Name of Firm:

(In case of Joint Venture (JV), legal name of each partner not more than

two)

2. Nature of Business:

(Whether the firm is a Corporation)

(In case of Consortium; whether the lead Consortium member is a

Corporation, etc)

3.

Head Office Address:

4. Telephone:

Fax Number:

E-mail address:

5. Place of Registration:

Year of incorporation/Registration

6. Applicant’s authorized representative:

Telephone:

Fax Number:

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E-mail address:

7. NATIONALITY OF OWNERS.

Name: Country:

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FORM B.

FIRM`S EXPERIENCE & PAST RECORD

LIST OF SIMILAR ASSIGNMENTS UNDERTAKEN

Sr. No 1 2 3 4 5

Name of Consultancy

Assignment:

Country:

Name of procuring agency

with address,

Telephone, Fax.

Nature of assignmet and

special features relevant to

the consultancy for which

applied :

Consultant Role (Mention:

Sole, Sub Consultant or

Partner in a Joint

Venture).

Total Value of the

Consultancy Contract in

Pak/Rs

:

Date of award:

Date of Completion:

Note: Attach certificates/completion certificates of executing

agency.

Page of 21 19

FORM C.

KEY STAFF

Firm/Consultant should provide the names of suitably qualified personal to meet the

specified requirements stated in section IV (Evaluation and Qualification Criteria).

Sr. No Title of Position Name of position holder Qualification

1

2

3

4

The data regarding experience of the personnel mentioned above should be supplied

separately using the form below.

Curriculum Vitae (CV) for Proposed Experts

1. Position:_________________________________________________

2. Name of Expert_______________________________________________

3. Name of Firm:____________________________________________________

4. Current Residential address:________________________________________

Telephone No:_______________ Fax No: ____________________________

E-mail Address:__________________________________________________

5. Date of Birth:_____________________ Citizenship:_____________________

6. Qualification: ____________________________________________________

Page of 21 20

7. Work experience: Summarize professional experience in reverse chronological

order. Indicate particular technical and managerial experience relevant to the project.

From To Company/Project/Position/Relevant experience

Attached academic/relevant experience documents to claim scores for experience

Page of 21 21

EOI CHECKLIST

Sr.

No.Required Documents Checkbox

1EOI (one in original and one copy) in sealed packet bearing

the name and marked as per para 2.4 (c) submitted☐

2Copy / Copies of Registration(s) / Affiliation certificates

attached☐

3

Proof of registration with Income Tax Department, National

Tax Number / Tax-Exemption Certificate/sales tax No in the

name of organization mentioned and the certificate attached

☐

4 Undertaking by the firm that it has not been blacklisted ☐

5 Form A /company profile ☐

6Form B Firm’s Experience/ list of similar assignments

undertaken☐

7 Form C/ Key staff detail ☐

8Audited Financial Statements/Accounts Statements showing

Financial Position of Last Five Years;☐

9 Letter of Association / Consortium, if applicable attached. ☐

10Declaration by authorized person to submit the EOI signed &

attached.☐

11 CVs of the Core 4 Staff Members attached ☐

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A brief on proposed approach and methodology to carry out the

assignment/s. ☐

13Any other document attached, please specify. ☐