Ended EOI: Pre-Qualification Of Service Providers For Third Party Monitoring Services For WFP Yemen

FOR Third Party Monitoring Services for WFP Yemen

WFP is United Nations frontline agency to fight against hunger. Producing quality and credible estimates of food insecurity and monitoring of WFP’s interventions in Yemen constitutes a critical priority to the viability of WFP's emergency response in the country. Since the escalation of the conflict in March 2015, conducting any type of food security monitoring surveys and conducting WFP program monitoring visits on the ground has been extremely challenging due to lack of access to conflict affected and intervention areas. One of the ways to address this challenge is using third party monitoring partners/service providers that are capable of accessing WFP intervention areas. WFP started using third party monitoring as an integral data source for monitoring since late 2015. During that period, WFP established, in partnership with service providers, all necessary systems, tools and procedures to accomplish the required monitoring tasks.

TPM handles both:

  1. Distribution monitoring (DM) and beneficiary outreach monitoring (BOM) take place together when a third party monitor visits a distribution site during distribution. The sites to be visited each month are selected randomly or based on need by programme managers and WFP sub-offices. In each visit, one DM checklist for the site and 10 BOM interviews with beneficiaries need to be done. We expect the following outputs out of the visits:
    1. 2 individual visit reports one in English and one in Arabic for each monitoring visit to be uploaded to an online plat-form (to be developed and managed by the TPM partner based on a pre-design by WFP). The reports should be published and uploaded within a period of 2-7 working days after the visit depending on the urgency of the findings. Reports are divided into three categories based on criteria by WFP: red, yellow and green.
    2. One monthly consolidated report in English 2-3 weeks after completion of the monitoring monthly visits (following WFP specific template)
    3. All data for DM checklist and BOM interviews compiled and cleaned and submitted in SPSS .sav format.
    4. WFP has standard templates for all DM and BOM data collection tools and reports.
  2. Post-distribution Monitoring (PDM): WFP measures results at process and outcome levels on a periodic basis, mainly through household interviews with beneficiaries. PDM will take place twice a year usually 2-4 weeks after food distribution to allow for analysis of food consumption. PDM surveys are done through a statistically representative exercise, to ensure compliance with the WFP corporate reporting requirements. After the completion of any PDM exercise, we expect that all data is consolidated, cleaned and submitted in SPSS .sav format and according to WFP design. The submission should be no later than 2 weeks after the completion of data collection.
  3. Market Assessment/ Survey: WFP is going towards the market based intervention (MBI).  Thus, WFP is going to conduct a nationwide market survey to guide where to distribute Cash Based Transfer (CBT) and Commodity Voucher Through Trader Network (CVTN). With this exercise, we expect the following outputs: -
    1. WFP will conduct the market survey on 202 essential markets targeting all the governorates in Yemen once in 2018.
    2. 10 traders will be targeted in each market with WFP standard market questionnaire.
    3. All questionnaires should be entered, combined, initially cleaned and submitted using SPSS format.
  4. Market Monitoring: - WFP is monitoring the retail prices and the availability of the main food /fuel commodities in the country each month using enumerators (1 or 2 in each governorate). The list of prices should be submitted on a weekly basis along with any clarifications required. WFP will decide output data format (hard copy or Android application) on a later stage.
  5. Comprehensive Food Security Survey (CFSS): - Comprehensive Food Security Survey is required to assess an overall food security situation on a governorate level using systematic sample incorporate with Central Statistic Organization. WFP will decide about the output data format based on situation on the ground.
  6. Food Security Monitoring Survey (FSMS) \ Ad-hock Emergency assessment: - In addition to the comprehensive food security survey, WFP needs to monitor the food security situation on a governorate level using half of the CFSS sample. WFP will decide later about the output form based on the situation on the ground. Additionally, WFP will also demand to do an Ad-hock Emergency Security Assessments if the food security situation deteriorated, there is a real need to have a closer look to the food security situation in a certain area or to verify the results in specific locations.
  7. Famine Risk Monitoring (Rapid Food Security Assessment):  As part of the food security monitoring exercises, WFP is going to assess the food security situation on a district level.  WFP is going to conduct two rapid food security assessments during 2018. With this exercise, we expect the following outputs: -
    1.  The assessment should target the people chosen from 150 districts in a random systematic methodology.
    2. 120 households should be interviewed in each district to fulfill the sampling required for each district.
    3. All questionnaires should be entered, combined, initially cleaned and submitted using SPSS format.
  8. Verification of Beneficiary Registration: WFP and its implementing partners are renewing the beneficiary database by conducting a new beneficiary registration, ensuring only most vulnerable beneficiaries who meet WFP new targeting criteria are targeted with food assistance. TPM are supposed to conduct a verification of the registration process and confirm if it is done according to WFP standards:
  • Conduct one focus group discussion with beneficiaries (mix males and females)
  • Conduct one focus group discussion with members of the registration committee at community level
  • Conduct one key informant interview with our partner’s representative at the area
  • Submit one consolidated report on the findings as per template to be provided by WFP
  • Data collected to be consolidated, cleaned and submitted in excel and SPSS .sav format.

Other Assessments or monitoring surveys/studies

Other assessments or special studies are undertaken based on programme need.

WFP expect flexibility from partner to accommodate any new changes in the tools/reports and targeted geographical areas. WFP implements its activities in 20 governorates and due to several security and operational constrains, there are sometimes changes in targeted areas.

TPM partners are expected to have field monitors based preferably in all governorates where WFP implements its activities, to reduce risks associated with movement and access.

In this regard, WFP would like to prequalify potentially capable service providers who have all the necessary qualification and well-established system which meets WFP’s technical requirements and who have similar experience in third party monitoring using mobile data collection technologies. Eligible firms to submit EOI should be those duly registered by the National Relevant Authority, and authorized in accordance with the prevailing laws in Yemen. Such firms are, therefore, invited to express their interest in pre-qualification.

Qualified firms would have an office based in Sana’a capital (or at least sufficient permanent representation). Qualified firms would also have sufficient number of well-trained field monitors stationed in all governorates of Yemen with well-trained female monitors stationed in all governorates. Qualified firms would also be expected to have at least one year of experience in this specific field with well-established development and database management teams. 

Invited and interested firms required to submit at least the following documents to show in their company profiles:

  1. Copy of valid Trading Registration and Licenses
  2. Copy of valid sales tax certificate and tax card
  3. Copy of insurance card
  4. Copy of practicing license
  5. List of key personnel, qualification, and experience (CVs or biographies not needed at this stage)
  6. Copy of financial statements for most recent 3 years (main pages of Balance Sheet, Income Statement, & Cash Flow Statement only ignoring notes). Audited statements preferred if available.

Interested firms are requested to submit the above documents not later than 14 February 2018, 1600hrs in plain sealed envelopes marked with the below title to the indicated address:

EOI for Pre-Qualification of Third Party Monitoring Services for WFP Yemen”

WFP Yemen Country Office

P.O. Box 7181

Diplomatic Area

Nowakshot Street, House No. 22

Sana'a, Republic of Yemen            

Optionally, documents can be submitted to email yemen.procurement@wfp.org before the above deadline with the title “EOI for Pre-Qualification of Third Party Monitoring Services for WFP Yemen” put in the subject line of the email.

Queries relating to this invitation can be directed to email yemen.procurement@wfp.org Contractors currently listed with WFP Yemen and who wish to be retained in WFP Yemen’s ‘vendor’ list are also required to apply for the prequalification.

Please note that this is not an invitation to tender. No work proposals and no cost estimates are required at this stage. Also, this invitation for EIO does not bind WFP Yemen to issue any tenders or contracts to the companies expressing their interest.