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TABLE OF CONTENTS      1. duroioctn Itn 1.1 Overview… ……………………………………………………………………………….1 1.2 …………1. aBkc……ndougr……………………………………………………………… 1.3 Purpose …………………………...………………………………………………………2 1.4 Response in Whole or in Part....…………………………………………………………..2 1.5 Bidders Responsibility…………………………… ………………………………………2 1.6 noifedtnaiilytN/C…………………………………………clis-Don……e…uros.3 ……….   2.0 Instructions to Bidders 2.1        General Guidance…………………………………………………………………………3 2.2        Period of Validity…………………………………………………………………………3 2.3 Language and Currency of Offer………………………………………………………….3 2.4        Form of Tender……...…………………………………………………………………….4 2.5        Proposal Preparation………………………………………………………………………4 2.6        Packaging Instructions…………………………………………………………………….4 2.7 Proposal Submission………………………… …………………………………………....5 2.8 Modifications to RFP……………………………………………………………………...6 2.9 Tender Opening……………………………………………………………………… .......6 2.10      Evaluation Procedure……………………………………………………………………...6 2.11 Enquiries…………………… …………………………………………………………… ..7 2.12 Late Proposal… …………………………………………………………………………...7 2.13 Costs Incurred Prior to Final Award of Contract…..……………………………………..8 2.14      Misplaced / Prematurely Opened Bids…………................................................................8  3.0 Selection Process 3.1 Eligibility Requirement …………………………………………………………………..8 3.2 Evaluation Criteria……………………………………………………………… ………...9 3.3        Evaluation Process……………………………………………………………………….10 3.4 Clarification and Waivers……………… ……………………………………………… .12 3.5        Rejection of Proposal.................................................................................................……12 3.6        Final Award………………………………...……………………………………….……12  4.0 Essentials of the Proposal 4.1 Specific Proposal Requirements...……………………………………………………….. 13  5.0 Bidder’s Stability and Financial Status 5.1        …………………………………………dile luG…………niseraneGe………….………31  6.0 Bidder’s Services and Customer Support                    eGenar luG6.1  …………………………………………elidesin……………………13 ……….  7.0 Costs…………………………………………………………………………………………… ...14  8.0 Notes………………………………………………………………………………………… …...14  9.0 Appendices…………………………………………………………41….…………………………  
 
 
                    
                
Appendix  Appendix  Appendix Appendix Appendix Appendix Appendix   
                   
 
1: 2: 3: 4: 5: 6: 7:  
 
Scope of Works REP Specifications...… ……………………………. 15 Form of Tender………………………………………………………..1 8 Declaration Form…………………………………………………...…19 Clients Data Form……………............................................................20 Technical Qualification Form…………………………………………21 Tender Evaluation  … 23Structure…………………………………… ..… Client’s Referral Form……………………………………………… ...24 
 
 
 
                                                                              
 
 
 
 
 
 
INTRODUCTION    1.1  
 1.2    
   
Overview The HEART Trust/NTA invites proposals from suitably qualified consulting firms for the provision of a small multidisciplinary team of specialists to assess its performance in: (1) Training -spanning its efficiency and effectiveness in meeting learners’ expectations, delivering institutional based training, facilitating enterprise based training, facilitating community based training, and facilitating other partnerships in training. (2) Efficiency and effectiveness of its support functions - as: Human Resource (HR) such Management, Information Technology (IT) Services, Financial Administration, Quality Assurance, Cost Management, Procurement, Communications and Planning and Performance Monitoring. This Request for Proposal (RFP) is a part of a competitive procurement process that provides firms with an opportunity for their services to be considered. The RFP outlines instructions for submitting proposals, the procedure and criteria by which a firm may be selected, and the contractual terms by which the Trust proposes to govern the relationship between the selected firm and itself.
 Background
The HEART Trust/NTA was established by Act of Parliament in September 1982. HEART Trust/NTA has the national mandate to fund vocational training, to train Jamaicans to acquire world class skills on a sustainable basis from high school to retirement age; to certify these individuals and to accredit Technical Vocational Education and Training (TVET) Programmes. There is increasing demand on the organization to respond to a broadening category and increasing number of learners within and outside of the labour force. These include:  § Students in over 250 high schools who are now required to acquire vocational education as part of their education programs which will be extended by two more years.  § More than 70% of the approximately 1 million persons at work who need on-going training, assessment and certification especially as the economy advances into a knowledge driven one. The workforce will therefore be required to acquire new competencies on an on-going basis to continue to be employable.  § than 150,000 “at risk” young people who are not readily employable and many do notMore have the conventional academic prerequisites for employment, and continuing education.  § adults between jobs, and unemployed persons who needMore than 200,000 school leavers, skills to pursue livelihoods through self-employment, and local and overseas employment.
                                                                              
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             1.3             1.4 1.5
These broadened mandates spanning a much larger population come at a time when HEART Trust/NTA’s income which is a function of the buoyancy of the national wage bill is largely consumed by existing programmes. This situation may worsen as Jamaica’s largest economic partners plunge into recession. Therefore, “business cannot be as usual” at HEART Trust/NTA. It will have to get more utility value from its resources to finance its increased Training Portfolio. This has to be achieved through: § Reduced costs.  § More innovative delivery systems. § Increased productivity of administrative, technical, managerial and teaching personnel. §Increased utilization of work place and community based non-government learning  infrastructure. § systems to optimize the rate of successful completion andEnhanced quality improvement employability of graduates. § critical area of resource utilization so thatReal time information on performance in every timely management interventions can be initiated.
Purpose The purpose of this RFP is to facilitate the appointment of a suitable management consultancy firm to determine the present realities in terms of: efficiency, effectiveness, productivity, learner satisfaction, credibility of quality, the relevance of the current offerings, credibility of information and quality of performance management. It should then analytically determine the possibilities for improvements and the potential quantitative results from such improvements and provide a road map for successfully transforming the possibilities into realities. This request is intended for suitable firms of Management Consultants with regional affiliation. This document sets out the guidelines and procedures under which proposals will be received, evaluated and selected.  Response in Whole or in Part  This RFP is to be responded to in whole by the bidder.   Bidder’s Responsibilities  The Bidder is responsible for meeting the exact terms of the RFP.     
                                                                              
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1.6      2.0   2.1       2.2    2.3     
Confidentiality/Non-Disclosure  Bidders are reminded that the information contained in this RFP (or accumulated through other written communication) is strictly confidential. It is for Proposal purposes only and is not to be disclosed or used for any other purposes. All information contained herein is subject to the restriction defined on the cover of this RFP. The successful Bidder will be required to sign an Agreement/ Contract that fully addresses the requirements specified in this RFP, and the same confidentiality agreement shall survive the expiration or termination of the Agreement /Contract.
INSTRUCTIONS TO BIDDERS  General Guidance 2.1.1 This RFP is not an offer of contract. Acceptance of a proposal neither commits HEART Trust/NTA to award a contract to any Bidder, even if all requirements stated in this RFP are not met, nor limits the Trust’s right to negotiate, as it shall determine in its sole discretion. 2.1.2 Failure to respond appropriately to any requirement of this RFP may subject the Proposal to disqualification. 2.1.3 All representations by the Bidder to the Trust must be in writing, must be factual and will be relied upon by The Trust in its evaluation. 2.1.4 Late tenders will be rejected.
Period of Validity 2.2.1 The pricing, terms and conditions stated in the Bidder’s Proposal must remain valid and irrevocable for a minimum of ninety (90) days.
Language and Currency of Offer 2.3.1 The Proposal submitted by the Bidder and all correspondence and documents relating to this RFP shall be written in English. 2.3.2 Costs presented in this proposal should be submitted in United States Dollars (US$) or the Jamaica Dollars equivalent. Where a quote is in foreign currency the applicable rate of exchange will be the prevailing Bank of Jamaica rate on the date of opening of the financial proposals.
                                                                              
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2.4  2.5   
Form of Tender  2.4.1 Form of Tender form contained inAppendix 2 of this Tender Document must be completed and included in the Cost Proposal.   Proposal Preparation  All responses should be organized as described below. Failure to comply with these instructions may result in your proposal being disqualified from consideration by The Trust. Please seeAppendix 1for Scope of Works and RFP Specifications. 2.5.1 A duly authorized Officer of the company should submit the Proposal with the attached Declaration Form signed and included in the Technical Proposal. Please seeAppendix 3for this form.  2.5.2 name the person(s) authorized to negotiate on the Bidder’s behalf andThe Bidder shall state their designations.  2.5.3 The Bidder shall submit anoriginal plus six (6) copies of each Proposal (Technical and Cost). Packages containingoriginalProposals should be clearly identified, as such. The pages must be numbered consecutively and subject headings identified in a Table of Contents.  2.5.4 The proposal should be cross-referenced to the section/reference number of the RFP where possible.  2.5.5 also required to ensure that no alterations are made to the text or theBidders are requirements specified by HEART Trust/NTA. Alterations to the text or requirements may subject the bid to disqualification. Any comments, explanations or clarifications may be attached to the response document and appropriately referred to.   2.6  Packaging Instructions  2.6.1 The Bidder shall use the“Two Envelope System”. The “Technical Proposal” and the “Cost Proposal” must be placed in separate envelopes and clearly marked Technical Proposal and Cost Proposal.  2.6.2 The outer envelope containing the Technical Proposal and the Cost Proposal should be hand delivered in a sealed envelope to :                           The Corporate Secretary/Legal Counsel  HEART Trust/NTA  6B Oxford Road  Kingston 5  
                                                                              
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2.7    
     
2.6.3 Both the Technical and Cost Proposals shall be addressed using the submission address identified in the Declaration Form of this RFP.  2.6.4 The envelope containing theTechnical Proposalshall include:               1) Executive Summary 2) Declaration Forms –Appendix 3 3) Valid Tax Compliance Certificate (TCC) 4) 3% HEART Tax Clearance Letter and copies of most recent receipts if  required 5) Valid National Contracts Commission Certificate (NCC) 6) Technical Requirements:  Information as requested in Scope of Works and RFP Specifications  (Appendices -1, 4, 5 and 7,NB. Appendix 7- Client Referral Forms  are required only for the package containing the “original”  Technical Proposal). 7) 3-5 are applicable only to firmsThe requirements set out in points  registered in Jamaica.  2.6.5 The envelope containing theCost Proposalshall include:   1) Form of Tender –Appendix 2   Proposal Submission 2.7.1 It is mandatory that all Proposals be physically delivered to the HEART Trust/NTA between the hours of 8:30 a.m. and 4:00 p.m. on any normal workday. The Bidder’s designated representative shall place the bids in the Tender Box located in the foyer of the Corporate Offices at 6B Oxford Road, Kingston 5.  2.7.2 later than April 14, 2009, at 3.00 p.m.Proposals must arrive at the Trust no  2.7.3 Proposals or any part thereof, once submitted prior to the deadline, become the property of the HEART Trust/NTA and will not be returned for any reason to the Bidder prior to the Tender opening.  2.7.4 A submitted Proposal in the Trust’s possession may be altered by the bidder, provided that the modification is received prior to the submission deadline and placed in the Tender Box appropriately marked. The Bidder’s authorized representative must sign the modification.  
                                                                              
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 2.8 Modifications to RFP  2.8.1 HEART Trust/NTA may modify the RFP at any time prior to the close of the bid, for any reason, whether at its own initiative or in response to clarification requested by a Bidder. All Bidders will be notified in writing of any amendments to the document.  2.8.2 To afford Bidders reasonable time in which to take the amendment into account when preparing their bids, HEART Trust/NTA may, at its own discretion, extend the deadline for the submission of Proposals.  2.8.3 Any area of the bid document may be subject to amendment prior to the deadline for submission in the form of an addendum.  2.8.4 An authorized officer of the company must sign all Bids.   2.9 Tender Opening  2.9.1 All bids received in response to this invitation will be opened on April 14, 2009 at 3.:15pm.   2.9.2 The opening will take place in the Second Floor Meeting Room at HEART Trust/NTA’s Corporate Offices or any other venue determined at the time of the opening.  2.9.3 Bidders responding positively to this Request for Proposal are invited to attend the bid opening at the time, date and place specified in 2.9.1 and 2.9.2.   2.10 Evaluation Procedure  2.10.1 Proposals received before the Proposal Due Date shall remain sealed and deposited in a secure environment (the Tender Box) until public removal. The Technical Proposals will be opened and evaluated prior to the opening of the envelopes that contain the Cost Proposals.   2.10.2 After the deadline for submission of proposals, the original of the Technical Proposals will be opened immediately, in the presence of the Trust’s Representatives and Bidders or their representatives who choose to attend.  2.10.3 The Trust’s Evaluation Team will evaluate the proposals on the basis of their responsiveness to the RFP, applying the selection criteria as mentioned herein.  2.10.4 Technical Proposals not satisfying the mandatory requirements in the specifications of the RFP outlined in section 2.6.4 shall be deemed non-responsive and the Proposal shall not receive further consideration.  
                                                                              
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2.10.5 shall, at a later date allot points to the TechnicalHEART Trust/NTA’s Evaluation Team aspect of the bid (maximum 70 points) and select Bidders who obtain a minimum of 56 points (80%) on the technical evaluation. The Trust shall dispatch rejection notices to those bids that fail. Cost Proposals (maximum 30 points) for bids allotted a minimum of 56 points (80%) will then be opened by the Evaluation Team and scored. 2.10.6 and accepted by the Bidder that all decisions on whether a ProposalIt is understood satisfies the mandatory requirements and meets, or to what degree it meets the stated evaluation criteria, is for the judgment of the Trust’s in its sole discretion 2.10.7 Upon submission, Bidders may modify or withdraw their tender prior to the specified deadline date provided that written notice of the modification or withdrawal is deposited in the tender box at or prior to the prescribed time of deadline of tenders. 2.10.8 basis for the disqualification of a bid.Arithmetic errors can be a
     2.11 Enquiries   2.11.1 All queries and requests for clarification regarding the RFP shall be made no later than  March 23, 2009 in writing to:   The Corporate Secretary/Legal Counsel _ binson@heart-nta.org  Email: Debbie Ro  Fax: 929-0849         HEART Trust /NTA  6B Oxford Road,  Kingston 5    2.11.2 All enquiries will be responded to no later than 3 working days of receipt of request  from Bidder. Responses will be posted on the webpage perfaudit @heart-nta.org.   2.12 Late Proposal 2.13.1 Bidders must allow sufficient delivery time to ensure receipt of their Proposal  by the date and time specified.  2.13.2 If a Proposal is received after the deadline for submission, The Trust will reject and return the Proposal to the Bidder. HEART Trust/NTA wishes to advise Bidders that there will be no right of recourse or appeal.   2.13.3 Proposals sent by facsimile, telex, post and electronic mail will not be accepted.    
                                                                              
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2.13 Costs Incurred Prior to Final Award of Contract  The Bidder will bear all costs associated with the preparation and submission of its bid. HEART Trust/NTA is not liable for any costs incurred by Bidders prior to execution of an agreement, contract or purchase order regardless of the outcome of the bidding process. The Trust will not be responsible for any expenses, including but not limited to research, travel or other out-of-pocket expenses, of any Bidder prior to the execution of a written agreement for services in a form acceptable to The Trust.   2.14 Misplaced / Prematurely Opened Bids   The HEART Trust/NTA will not be held liable in the event that bids are misplaced or  prematurely opened, in cases where Bidders do not properly follow instructions.   3.0 SELECTION PROCESS   3.1   Eligibility Requirement  3.1.1 Responsiveness to the RFP   The proposal will be considered to be substantially responsive if it conforms to all the requirements of the RFP without material deviations. The Trust’s determination of the proposal’s responsiveness is to be based on the contents of the Proposal itself without recourse to other resources.  In evaluating the Proposals, the Trust will not consider any deviations from the RFP.  3.1.2 Ineligibility    Bidders will be deemed ineligible to bid unless they satisfy the following conditions:  3.1.2.1 That the company is not insolvent, in receivership, bankrupt or being wound up, its affairs are not being administered by a court, its business activities have not been suspended and it is not the subject of any legal proceeding. This condition shall be satisfied by the provision of a statement to that effect signed by an auditor or attorney licensed and registered to practice in Jamaica (see enclosed Declaration Form –Appendix 3).
 
 
3.1.2.2 Be tax compliant. This condition shall be satisfied by providing a copy of a valid Tax Compliance Certificate (TCC) (i.e., one that is in force at the time of bid submission). Where there is any doubt as to the validity/authenticity of the TCC produced, HEART Trust/NTA reserves the right to ascertain its validity/authenticity. If found to be invalid, the bid will be rejected.
                                                                              
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   3.2       
   
 
3.1.2.3 Be current and up to date with 3% HEART Tax. This condition shall be satisfied  with a clearance letter from the HEART Trust /NTA, Compliance and  Remittance Department, along with copies of most recent receipts if necessary. 3.1.2.4 Provide a company profile, including the names of the current directors and senior management personnel (Technical Qualification Form - Appendix 5).
Evaluation Criteria:
3.2.1 Selection Criteria  Proposals will be evaluated based on a 100 point system broken down as follows:-Technical Qualifications (70 points) and Cost Proposal (30 points).  Firms meeting the mandatory criteria (as set out in 2.6.4) will have their proposals evaluated and scored for Technical qualifications. Having attained a minimum score of 56 points (80%) on the Technical evaluation, Cost Proposals will then be evaluated for the successful firms.  The Trust will evaluate proposals on the basis of: 1. firm’s understanding of the Trust’s needs and objectives in requesting services,The the TVET environment, the nature and scope of the work involved And the emerging policy possibilities. (10 points).  2. The firm’s qualifications –This refers to the firm’s ability to meet the terms of the RFP, ability to deliver final report for approval, technological competence, level of effort required to meet the standards, and the varying and changing needs of the organization. (Appendices1, 4 and 6) a) History/Years of Experience in the field ( Maximum 10 points). b) Experience in executing contracts of a similar size ( Maximum 10 points). c) Level of Caribbean Experience ( Maximum 5 points). d) Client References ( Maximum 5 points)  3. Personnel Qualifications –This refers to the competence of the proposed personnel  who would be assigned to the engagement team. Qualifications will be measured by  experience in education administration, system re-engineering, financial  management, education quality assurance and performance monitoring and  evaluation systems as described in the RFP. (Appendix 5 & 6) ( Maximum 15  points).    4. Soundness of Approach –Emphasis here is on the methodology for gathering data  and gaining understanding of the business, determining and assessing risks, as well  as the sequence and relationships of major steps and methods of managing the
                                                                              
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