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Frequently Asked Questions on the Call for Proposals to Conduct Final Impact Assessment Study of the Glob@l Libraries – Bulgaria Program (Ref. No RFP/BGR/00071115/001/2013)

Q: In Annex 4. Terms of Reference (TOR) /Section IV. Scope of the survey / Sub-section IV.2 Survey among GLB target library users, covering three age categories: 7 - 10; 11 - 18; 18 +  (page 19 of the RFP) as a sample size it is pointed n = 2 500. In further sampling method description it is expected to select 200 target libraries and in each target library to select 6 respondents.  This make total sample of n = 1 200.
Would you please review this part of the RFP and inform us about the expected total sample.
A: Please accept our apology for the technical mistake present in this part of the documentation. The sampling requirements for  the Survey among GLB target library users  shall be as follows:
The expected sample size is n= 2 500. In the further sampling method the requirement is that at the first stage it is expected that there are selected 500 target libraries, proportionally to the number of target libraries in the 28 districts, followed by a stratified distribution of libraries inside each district proportionally to the settlement type structure of the target libraries (Villages, Small towns, District center).  The target libraries will have the role of clusters in sampling terms. Five respondents will be selected for each target library. This makes a total sample of n = 2 500.

Q: In Section IV.2 Survey among GLB target library users, covering three age categories: 7-10; 11-18; 18+. Under Survey methodology, p.5, you refer to the following information:
“The demographic distribution of respondents inside the cluster (the target library) is expected to be carried out according to demographic tables representing the age and sex structure of the sampling frame, respectively for the 3 age groups. The information about the demographic structure of the users is available in the Users survey from the Interim Impact Assessment of 2012.”
Could please give us information where exactly we can find this demographic structure? In the Interim Impact Assessment of 2012 report, published on your website on there is no demographic. The only available information is the number of effective interviews in the three age categories.
In the page describing the appendices it is stated that they contain this distribution but are not published.
 Could you provide us with the demographic distribution of GLB library users from the Interim Assessment held in 2012?
A: The demographic distribution of GLB library users from the Interim Impact Assessment Study was envisaged to be presented to the future contractor for reference upon commencing of Final Impact Assessment activities as for the submission of an offer it is required to calculate the costs for carrying out a total of 2,500 interviews with GLB library users covering the 3 age categories in a total of 500 GLB libraries throughout the country. Nevertheless, in order to provide all potential candidates with all necessary information throughout the tender procedure, we hereby insert a table of the relevant demographic distribution of GLB library users from the Interim Impact Assessment Study:
Source: Interim Impact Assessment 2012, Frequency tables Users
Base 497 Base 504 Base 496
Male 30,2% Male 48,2% Male 53,2%
Female 69,8% Female 51,8% Female 46,8%
Base 476 Base 504 Base 496
18-30 years 26,5% 11-14 years 71,0% 7 years 9,7%
31-40 years 18,7% 15-18 years 29,0% 8 years 19,2%
41-50 years 18,1%   9 years 30,6%
51-60 years 16,6% 10 years 40,5%
Over 61 years 20,2%  


Q: Regarding  the following TOR components IV.1, IV.2. IV.3 and IV.4, it is written that you have already had questionnaires and will provide the Contractor with them.
 In terms of calculating the costs for these four components, could please provide us with information about the length/volume of the questionnaire/s for each component?
A: Sections IV.1, IV.2. IV.3 and IV.4 af the TOR state the following:
“3. Registration method: Face-to-face standardized interviews with target library users in the libraries.
Standardized questionnaire to be agreed with the GLB PMU. Questionnaire should ensure both:
o continuity with previous surveys conducted
o the final set of CIMS presented by BMGF.”
To carry out the registration method proposed in the TOR the future contractor is expected to draft in agreement with the PMU standardised questionnaires.  Such questionnaires are used in quantitative surveys and are referred to as standardized” because  they consist of standard predefined components, such as:
· prescribed wording and order of questions, to ensure that each respondent receives the same stimuli
· prescribed definitions or explanations for each question, to ensure interviewers handle questions consistently and can answer respondents' requests for clarification if they occur
· prescribed response format, to enable rapid completion of the questionnaire during the interviewing process.
According to Section V and VI of the TOR the PMU will provide the future contractor with Impact Assessment Baseline and Interim Studies’ questionnaires and full data sets for review and  reference upon commencing of Final Impact Assessment activities. These documents will serve the future contractor as guidelines in order to guarantee comparability of results between the former surveys and the Final Impact Assessment Study. In this sense it is expected from the future contractor to elaborate appropriate standardized questionnaires of his own as per the requirements of the TOR. At this stage of the tender procedure all potential candidates have access to the full Impact Assessment Baseline and Interim Studies’ reports to use as a guide for the thematic scope and volume of the previous surveys questionnaires. Moreover, the final set of CIMS indicators, presented by the Bill and Melinda Gates Foundation together with the corresponding survey questions, part of which will be included in the Final Impact Assessment Study, is provided in Appendix 3.

Q: Your last tender documents (Baseline and Interim Surveys) included a detailed evaluation methodology, which gave the participants additional guidelines about GLB requirements and expectations. Is there any document concerning this particular tender procedure, where the evaluation methodology is described in details? And if not – please, inform us which are the key evaluation milestones for each part of the proposal - Expertise of the Firm (25 points); Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan (50 points); Management Structure and Qualification of Key Personnel (25 points).
A: The new format of UNDP tender documentation (since September 2012) does not include a detailed evaluation methodology. The requested additional information is provided, for reference, in the enclosed herewith Technical Evaluation Criteria Sheet.

Q: Does GLB have requirements about the number of core experts in the Expert Team and qualification and skills of each expert?

A: As per the RFP and the ToR there is no specific requirement as to the exact number of experts for the execution of the assignment.

Q: Is it possible to publish Annex 2 A and Annex 2 B in *.doc format in order to use it as a template for the proposal?

A: Please review the uploaded documents related to the tender where you will find the requested Annex 2 A and Annex 2 B in *.doc format.

Q: I have one question as regards p.23 / Deliverable 4 . Do you need full transcript from focus groups in Bulgarian or in English language?

A: As per the ToR, section VI. Deliverables and Deadlines:
The full transcript from focus groups is expected in Bulgarian, no translation in English is required for all components under Deliverable 4.

Q: It is stated that legal and business documents with legalized translation into English are required. Is it obligatory to apply originals of those documents (certificate of current legal status, VAT registration, documentary proof under the law of the country in which the Service Provider is established to show that the Service Provider is not bankrupt or being wound up) or we could apply certified copies?

A: Submission of originals of the requested documents is not obligatory. Submission of certified copies of the originals, accompanied with legalized translation into English language shall be satisfactory.