international foundation for electoral...

REQUEST FOR APPLICATIONS

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

Request for Applications:

Support Voter Education Plan 2012-13

Through Innovative Programming

RFA/13/052

8 January 2013

RFA/13/052 Support Voter Education Plan 2012-13 Through Innovative Programming

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Table of Contents

1 STATEMENT OF WORK ..................................................................................................................... 3

1.1 PURPOSE ........................................................................................................................................ 3 1.2 COVERAGE & PARTICIPATION ........................................................................................................ 3

2 GENERAL INFORMATION................................................................................................................. 3

2.1 THE ORGANIZATION ...................................................................................................................... 3 2.2 SCHEDULE OF EVENTS ................................................................................................................... 3

3 PROPOSAL PREPARATION INSTRUCTIONS ............................................................................... 4

3.1 APPLICANT’S UNDERSTANDING OF THE RFA ................................................................................. 4 3.2 GOOD FAITH STATEMENT .............................................................................................................. 4 3.3 COMMUNICATION .......................................................................................................................... 4 3.4 PROPOSAL SUBMISSION ................................................................................................................. 5 3.5 CRITERIA FOR SELECTION .............................................................................................................. 5 3.6 SELECTION AND NOTIFICATION ..................................................................................................... 5

4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS ....................................................... 6

4.1 TECHNICAL SPECIFICATIONS ................................................................................................................ 6

5 APPLICANT QUALIFICATIONS & REFERENCES ....................................................................... 8

6 BUDGET & ESTIMATED PRICING ................................................................................................... 9

7 ADDITIONAL TERMS & CONDITIONS ........................................................................................... 9

7.1 NON-DISCLOSURE AGREEMENT ........................................................................................................... 9 7.2 COSTS................................................................................................................................................... 9 7.3 INTELLECTUAL PROPERTY .................................................................................................................. 10 7.6 PARTIAL AWARDING .......................................................................................................................... 10 7.7 NO LIABILITY ..................................................................................................................................... 10 7.8 ENTIRE RFA ....................................................................................................................................... 10

8 APPLICANT CERTIFICATION ........................................................................................................ 11


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1 Statement of Work

1.1 Purpose

The purpose of this Request for Application (RFA) is to invite prospective organizations to submit applications for supporting the voter education efforts aimed at increasing voter engagement and participation in the upcoming general elections of Pakistan scheduled within 2013. This RFA provides applicants with the relevant operational, performance, and application requirements.

1.2 Coverage & Participation

IFES reserves the right not to enter into any award, to add and/or delete award elements, or to change any element of the coverage and participation prior to the award at any time without any liability or obligation of any kind or amount.

2 General Information

2.1 The Organization

The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency.

IFES is implementing the Support for Election Reforms in Pakistan (SERP) project that aims to promote and strengthen electoral processes in Pakistan, and to provide support to the Election Commission of Pakistan (ECP). The SERP project focuses on three main objectives: strengthening the democratic legal framework for elections; strengthening electoral management capacity of the ECP to conduct credible elections; and increasing voter and civic education, including women and marginalized groups.

In order to assist ECP voter education efforts, IFES will work with other organizations to implement initiatives to augment, complement and undertake the activities envisaged in the ECP Voter Education Plan 2012-13 (Annex A). The organization will be required to develop and implement innovative programming in support of the ECP Voter Education Plan of ECP with the aim of increasing voter engagement and participation in the electoral process. The programming must employ strategies to address the education needs of general voter population as well as special groups of voters, e.g. women, disabled, minorities, etc.

2.2 Schedule of Events

The following is a tentative schedule that will apply to this RFA, but may change in accordance with IFES’ needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders who submitted Notice of Intention to bid.

Issuance of RFA Tuesday, 8 January 2013 Technical Questions/Inquiries due Tuesday, 15 January 2013 Answers/Addenda from IFES Thursday, 17 January 2013


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RFA Closes Friday, 8 February 2013, 17:30 Pakistan Standard Time

3 Proposal Preparation Instructions

3.1 Applicant’s Understanding of the RFA

In responding to this RFA, the applicant accepts full responsibility to understand the RFA in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any applicant who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the applicant has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to IFES.

3.2 Good Faith Statement

All information provided by IFES in this RFA is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFA process. In no case shall verbal communication govern over written communication.

3.3.1 Applicants’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and applicants as they relate to this RFA. Inquiries, questions, and requests for clarification related to this RFA are to be directed by email to:

Attention: Gregory Buchholz Telephone: 1 (202) 350-6818 Fax: 1 (202) 350-6701 E-mail: [email protected] With a CC to Mr. Khurram Naz, [email protected].

3.3.2 Formal Communications shall include, but are not limited to:

Questions concerning this RFA must be submitted in writing.

Errors and omissions in this RFA and enhancements. Applicants shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFA. With respect to this RFA, applicants may recommend to IFES any enhancements, which might be in IFES best interests.

Inquiries about technical interpretations must be submitted in writing. Inquiries for clarifications/information that will not require addenda may be

mailto:[email protected]



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submitted verbally to the buyer named above at any time during this process.

Verbal and/or written presentations and pre-award negotiations under this RFA.

Addendum to this RFA.

3.3.3 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by Thursday, 17 January 2013. All questions, answers, and addenda will be posted online at IFES Buyers’ Guide website: http://www.ifesbuyersguide.com/procurement.php

3.4 Application Submission

Applications must be submitted in electronic copy via e-mail, on or prior to Friday, 8 February 2013, 17:30 Pakistan Standard Time to Gregory Buchholz at [email protected], with a cc to Mr. Khurram Naz, [email protected]. IFES reserves the right to refuse applications which have not been received by the above mentioned time.

3.5 Criteria for Selection

The evaluation of each response to this RFA will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFA is to identify those organizations that have the interest, capability, and financial strength to provide IFES with the service identified in Section 6 below.

Evaluation Criteria:

1. Technical Approach & Implementation Plan (50%)

2. Price & Value-for-money (25%)

3. Applicant’s Experience & Established Reputation (15%)

4. Organizations Country Registration Status and In-country Presence (10%)

Applicants are encouraged to structure their responses in sections along these evaluation criteria. Information provided that does not pertain to these evaluation criteria will not be taken into account. Clarity of expression and succinct yet comprehensive writing is expected, and may be considered as part of the applicant’s capacity.

3.6 Selection and Notification

Applicants determined by IFES who possess the capacity to implement this award will be selected to move into the negotiation phase of this process. Written notification will be sent to these applicants via e-mail. Those applicants not selected for the negotiation phase will not be notified.

http://www.ifesbuyersguide.com/procurement.php




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4 Scope of Work, Specifications & Requirements

4.1 Background

In the electoral history of Pakistan, the maximum voter participation ever achieved was 55% in the 1977 elections, while in 2008 general elections it was 44% of the registered voters. Different surveys reveal that, in addition to low general voter participation, participation amongst women, minorities, youth and persons with disabilities has been even lower. ECP has decided to improve the voter participation in the upcoming general elections using a multi-pronged strategy. At one end a number of reforms are being implemented to improve the legal and operational framework of elections and on the other end efforts are being made to educate voters for improving voter participation in the electoral processes.

Voter education in the past has been approached through short-lived voter education media campaigns at the time of elections. This time ECP has decided to approach voter and civic education in a well-planned manner employing innovative and non-traditional ways. One of the examples is that ECP has declared 17th of October as National Voters’ Day and it was celebrated in all districts of the country in 2012.

IFES has helped ECP develop a voter education plan for 2012-13. The plan has been approved and being implemented by the ECP. It aims at creating awareness amongst voters of all ages and all sections of society in order to increase their full participation in the electoral process. The plan identifies six main components all directed towards addressing the educational needs of the voters and other stakeholders.

4.1.1 One of the components of the voter education plan is development of the voter education messages and tools. The ECP has developed a range of voter education materials for use during implementation of the voter education plan. These materials are not only provided to public and private sector partners but ECP has also placed these messages and materials on its website. The ECP is expected to develop more messages and materials in accordance with the need of the time as implementation of voter education plan progresses further.

4.1.2 Participation of Government of Pakistan Ministries/Departments in the process of educating voters is another major component that builds upon the public sector services delivery outlets and respective staff to reach out to voters and educate them accordingly. The ECP has written formally to the selected Govt. Ministries and Departments to help in achieving the targets set under voter education plan.

4.1.3 Private sector engagement for voter education efforts is another major component of the voter education plan 2012-13. The ECP has written formally to the selected private sector organizations and civil society organizations to help ECP in achieving the targets set under voter education plan. The ECP has also provided designs of banners, posters and pamphlets for the purposes of standardization of the messages. ECP intends to coordinate with private sector partners on on-going basis for the full duration of voter education plan. The private sector organizations consist of financial institutions, universities, local and national NGOs etc.

4.1.4 Institutional strengthening and capacity building of the ECP staff on voter education has been identified as one of the key components of the voter education plan 2012-13. The ECP has decided to make voter and civic education


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activities a regular responsibility of the concerned ECP staff. Since ECP staff was not responsible in the past for implementation of voter and civic education activities they will require help in getting the knowledge and skills to manage the proposed activities under voter education plan. ECP is also devising procedures on reporting of performance on voter and civic education initiatives by all respective ECP staff in the districts, regions and provinces.

4.1.5 District-Centered National Voter Outreach, supported by the provincial governments, is another important component of the voter education plan. This component of the voter education plan has a huge potential for realization of voter education objectives and targets due to the fact that each district will act as an active information hub on electoral issues for general public. The District Election Commissioners will spearhead this initiative to reach out to voters through government departments, political parties, religious leaders, civil society institutions/organizations at the district level. The progress of the district centered national voter outreach activities will be monitored and facilitated regularly. Progress review and planning/training meetings will be held on quarterly basis.

4.1.6 Media campaign, including electronic and print media, is an important component of the voter education plan of the ECP. The ECP, so far, has managed to mobilize the media through targeted interaction with PEMRA (Pakistan Electronic Media Regulatory Authority), PTV (Pakistan Television), private TV channels, media houses, advertisement agencies, TV anchor persons, journalists and reporters. As a result, the media provided good coverage to NVD events at national, provincial and district levels, as well as a number of TV channels are airing TVCs provided by ECP, focusing on voter education. The ECP has planned to maintain the coordination with print and electronic media in the period leading up to the general elections. The media campaign in support of voter education activities is expected to reach the highest levels of intensity around the time of elections 2013.

4.2 General

The proposed project is to target the general elections 2013 and anticipated to build momentum, reaching to a climax around the general elections time. The project is expected to positively influence the awareness and motivation level of the voters for participation in the elections, resulting in improved voter turnout in upcoming general elections. It is also desired that the project activities should avoid focus on geographical coverage but may be demographic-focused. Observation of polling and counting lies outside the scope of this project.

Since elections are expected to take place in the first half of 2013, the proposed project will have to have intense and concentrated set of activities creating maximum impact in comparatively shorter period of time. The duration of the project should be around six months, if proposed otherwise shall be supported by a strong logic subject to approval of the IFES. The selected organization is expected to be capable of delivering programming in a concentrated manner during this short period.

4.3 Technical Specifications

IFES seeks to fund implementing activities that will support Voter Education Plan 2012-13 of the Election Commission of Pakistan, through innovative programming resulting in improved


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participation of voters in coming general elections, due in 2013. The activities must be designed according to the following;

1. The applications should be designed on the basis of activities carried out on demographic basis (i.e. primarily geographical or general focus must be avoided), or around defined target groups.

2. Programming should aim to support and complement the ECP Voter Education Plan 2012-13, and include a rationale as to why the proposed activities are pertinent and desirable. Each activity must have a clear output and outcome.

3. Identify the major target groups considering, but not limited to, regional, cultural, gender, poverty and other aspects which may have an influence on voters. Identify and map the relevant partner institutions and beneficiaries.

4. List voter education needs of the general voter population as well as the special needs of identified different voter groups.

5. Develop strategies to address the educational needs of the different target voter groups e.g. women, youth, persons with disability, minorities, elderly etc.

6. Develop a sound communications strategy in line with the proposed activities.

7. Develop an implementation plan, including illustrative messages and methods of delivery, with clear and precise timelines taking into account the time of maximum effort before the general elections, which will probably be held around May 2012.

8. The application shall be supported with a logical framework analysis.

9. The application should contain a detailed activity-wise implementation framework and tentative plan.

10. The tentative implementation plan should include the monitoring and evaluation aspect of all identified / planned activities in the application.

11. The selected organization should designate a person to report to IFES on regular basis and create, maintain and implement realistic and time-bound reporting arrangements with IFES.

12. At the end of the project, the firm is required to prepare a detailed final report that summarizes its findings and recommendations over the life of the project.

All reports, case studies, or any other materials produced under this activity will be the sole property of IFES.

5 Applicant Qualifications & References

All applicants must provide the following information in order for their response to be considered:

1. A brief outline of the applicant company and services offered, including:

Full legal name and address of the company;


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Full legal name of company’s President and / or Chief Executive Officer;

Year business was established;

U.S. companies must indicate if they are a registered Small Business (Woman-owned, Veteran-owned, Minority-owned, Disabled, Service Disabled Veteran-owned);

And, in-country registration documentation.

2. A description of their geographic reach and market penetration.

3. An outline of their partnerships and relationships to date.

4. Information on its current clients, including:

A list of clients with similar needs using similar services.

Evidence of successful completion of a project of a similar size and complexity.

5. References: Contact information for five references from projects similar in size, proposal, and scope and a brief description of their implementation (including location and year).

6. A pre-award survey is required and has been included as Schedule B of this RFA.

6 Budget & Estimated Pricing

All applicants must provide a detailed cost breakdown for the implementation of their solution for IFES’s project as described in this RFA. Costs elements should be included at the discretion of the applicant for those costs deemed essential to satisfactorily perform the SOW. The applicant must agree to keep these prices valid for minimum 90 calendar days as of Friday, 8 February 2013.

Pricing must be in Pakistani Rupees (PKR), with a US Dollar (USD) conversion rate. Unit price is required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. Awards will be issued and paid in PKR for in-country applicants. Awards made to third country organizations will be paid in USD. Financial awards will be not issued over the total value of PKR 19,200,000 (USD $200,000).

7 Additional Terms & Conditions

7.1 Non-Disclosure Agreement

IFES reserves the right to require any applicant to enter into a non-disclosure agreement.

7.2 Costs

The RFA does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by an applicant or any third parties, in connection with the response. All responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the response and supporting documentation.


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7.3 Intellectual Property

The respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate.

7.6 Partial Awarding

IFES reserves the right to accept all or part of the application when awarding the purchase order.

7.7 No Liability

IFES reserve the right to accept or reject any application or stop the application process at any time, without assigning any reason or liability. IFES shall not be liable to any applicant, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

Arising out of, by reason of, or attributable to, the Respondent responding to this RFA; or

As a result of the use of any information, error, or omission contained in this RFA document or provided during the RFA process.

7.8 Entire RFA

This RFA, any addenda to it, and any attached schedules, constitute the entire RFA.


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8 Applicant Certification

This certification attests to the applicant’s awareness and agreement to the content of this RFA and all accompanying calendar schedules and provisions contained herein.

The applicant must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This application is submitted in response to RFA/13/052 issued by IFES. The undersigned is a duly authorized officer, hereby certifies that:

(Applicant Name)

agrees to be bound by the content of this application and agrees to comply with the terms, conditions, and provisions of the referenced RFA and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFA. The application shall remain in effect for a period 90 calendar days as of Friday, 8 February 2013.

The undersigned further certify that their firm (check one):

IS IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFA are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

_____________________________________________________


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Schedule “A” Notice of Intention

RFA/13/052

NOTICE OF INTENTION

REQUEST FOR APPLICATIONS

From:

[APPLICANT ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Application RFA/13/052 by selecting one of the following:

[ ] Intends to respond to this IFES Request for Applications

[ ] Does not intend to respond to this IFES Request for Applications

TO:

International Foundation for Electoral Systems

Gregory Buchholz, Contracts and Grants Admnistrator

1850 K Street, NW

Washington, DC 20006

Tel: +1 202.350.6864

Fax: +1 202.350.6701


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Schedule “B” Pre-Award Survey

RFA/13/052


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Annex A

ECP Voter Education Plan 2012-13


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Election Commission of Pakistan

Voter Education Plan

2012-2013

Muhammad Afzal Khan Additional Secretary, Election Commission of Pakistan

September 19, 2012

http://www.google.com.pk/imgres?imgurl=http://www.ptclworkers.com/wp-content/uploads/2012/03/Election-Commission-of-Pakistan-ECP-Logo2.jpg&imgrefurl=http://www.ptclworkers.com/news/worlds-biggest-sms-voter-list-service-ecp-named-for-guinness-world-record/&h=405&w=605&sz=33&tbnid=zySCOaM06LsHkM:&tbnh=80&tbnw=120&prev=/search?q=Election+commission+of+pakistan+logo&tbm=isch&tbo=u&zoom=1&q=Election+commission+of+pakistan+logo&usg=__L-xdsAFhrV7_-1VgciN4SHDXEh0=&docid=JRVZQyVciq_SpM&hl=en&sa=X&ei=QQR4UK-uEtDFtAaL44HgCQ&ved=0CEcQ9QEwCg&dur=789


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Contents

1. Introduction........................................................................................................ 17

2. Strategic Framework ......................................................................................... 17

3. Goal of the Plan ................................................................................................. 18

4. Objectives of the Plan ........................................................................................ 18

5. Components of the Plan .................................................................................... 18

5.1 District-Centered National Voter Outreach ............................................................... 18

5.2 Participation of GOP Ministries/Departments ........................................................... 20

5.3 Private Sector Engagement – Civil Society and others ............................................. 24

5.4 Institutional Strengthening of the ECP – training and capacity building .................... 25

5.5 Media Campaign ...................................................................................................... 26

5.6 Voter Education Material Development – Materials and Designs ............................. 26

6. Outputs .............................................................................................................. 27

7. Impact ............................................................................................................... 27

Annexure ....................................................................................................................... 28

Annex- A: Term of Reference: District Voter Awareness Committee .............................. 28


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1. Introduction

The Election Commission of Pakistan under goal 13 of its Five-Year Strategic Plan (2010-2014) has set various objectives with regard to civic and voter education. For reference Goal 13 is reproduced hereunder:

1) Conduct a baseline survey to determine participation rates among various sections of society (general, women, youth, persons with disabilities, minorities, urban/rural), factors influencing participation and knowledge about the electoral process to formulate voter education strategy (Objective Achieved)

2) Develop civic and voter education strategy, in consultation with civil society organisations and other governmental and non-governmental actors, to ensure information outreach to all sections of society (Objective Achieved)

3) Implement civic and voter education strategy, in collaboration with civil society partners and others

4) Increase the percentage of voter turnout from 44% (2008 Elections) to 63% of registered voters in 2013

5) Increase the turnout of female voters

6) Increase the turnout of minority voters

7) Increase the number of persons with disabilities to vote in the elections

8) Minimise the incidents of violence during elections through voter education

9) Include voter education in the curricula at secondary/intermediate level in Pakistan Studies

10) Develop youth specific awareness campaigns to engage them in electoral matters

Objective 1 and 2 above have already been achieved with IFES assistance. In fact outputs of objective 1 provided significant input to objective 2 – voter education strategy. This Voter Education Strategic Plan will cover objectives 3, 4, 5, 6, 7, 8 and 10. Objective 9 is related to longer term civic education strategy of the ECP which will be pursued after the next General Elections.

As the ECP is gearing up for the next General Elections, the voter education plan will provide the needed support to ensure that voter turnout is better than the last time. The ECP believes that the most important aspect of voter education will be around two important areas:

1) Updating the electoral rolls with corrections, additions and deletions 2) Participation of registers voters and enhancing the voter turnout from 44 percent in 2008 General Elections to 84 percent in the next General Elections

Based on the above the ECP have come up with the following strategic framework for a nation-wide voter education campaign.

2. Strategic Framework

ECP has been implementing voter education campaigns in the past by entirely relying on electronic and print media. Ads were released using newspapers, TV, and radio and lately billboards were installed during door-to-door verification of electoral rolls and subsequent display period. Posters and leaflets were also printed and distributed to all ECP offices across the country.

During thorough deliberations within the ECP and also discussions with other stakeholders, the ECP felt that by following the strategy of the past the ECP will get the same results – meaning voter turnout will remains between 35 and 44 percent.


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Thus a shift in the strategy is needed. The ECP thus has decided to expand its voter education efforts by seeking assistance under Article 218 of the Constitution and at the same time creating a sense of responsibility amongst various government and non-government entities.

3. Goal of the Plan

Create awareness amongst voters of all ages and all sections of society in order to increase their full participation in the electoral process.

4. Objectives of the Plan

1) Enhance voters’ understanding about electoral rolls and encourage them to check their details 2) Enhance voters’ participation in the next General Elections and improve voter turnout from 44 (2008) to 84 percent 3) Share ECP’s vision with voters: “To fulfil Constitutional obligation of holding free, fair and impartial elections in an effective, credible, transparent and independent manner; providing equal opportunity and accessibility to all and meeting the aspirations of the nation for a strong democracy in Pakistan.” In order to reach to voters the ECP, in addition to electronic and print media, will explore other potentials for the first time in the history of Election Commission which is expected to support achieving the above mentioned objectives.

5. Components of the Plan

1. District-Centered National Voter Outreach supported by the provincial governments 2. Participation of GOP Ministries/Departments 3. Private Sector Engagement – Civil Society and others 4. Institutional Strengthening of the ECP – training and capacity building 5. Media Campaign – electronic and print media 6. Voter Education Material Development – Messages, Designs, etc. The following part gives detail for each of the components:

5.1 District-Centered National Voter Outreach The ECP has a wide network of field offices across Pakistan – Provincial Election Commissioners (PECs), Regional Election Commissioners (RECs) and District Election Commissioners (DECs). The DECs, who head district offices, can play a major role in creating awareness about electoral processes and participation of voters.

The proposed strategic framework endeavors to build organizational capacity of the ECP and expands its outreach to have more direct relationships with voters at the grassroots level. As a part of the practical steps towards achieving the voter and civic education goals, voter education committees may be formed at each district, which are coordinated by the ECP’s district offices under supervision of the RECs. (TOR of the Committee is attached as Annex-A)


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The committees will provide a forum at the district level where multiple stakeholders get an opportunity to share their views, plan and implement activities jointly with a view to improve voter participation.

The proposed committees will be instrumental in carrying out the overall voter education planning and implementation. Public and private sector organizations including political parties and civil society organizations (CSOs), working directly and/or indirectly on electoral processes, will be made part of the committees. Following are proposed as members of the committees:

Regional Election Commissioner (Chairperson)

District Elections Commissioner (Coordinator)

Community Development Department or Social Welfare Department (it

registers CSOs at district level)

Civil Society Organizations – including youth, women, minorities and persons with

disabilities

Representatives of the political parties

Representative of Local Govt. Department

Representative of Education Department

It is also likely that in a certain district all these actors are not included in a single forum. There could be a committee where only government departments sit and another committee is formed with civil society organizations and media representatives. Since role of the Imam’s could be important in mobilizing voters, efforts could be made to meet them separately – not necessarily in a committee but occasionally meeting them when a need is felt.

Support to the District Committees

The ECP’s media section – the PR Branch – will lead a process of developing public awareness materials, with IFES and UNDP assistance, related to key electoral processes. Such processes will include electoral rolls, voter participation (must vote), importance of voting and its impact on development of the country.

It is imperative that the ECP seeks stakeholders’ input while developing voter awareness materials. A consultative meeting with members of Voter Education Group and Civil Society Consultative Forum will be organized in order to get civil society perspective into the message development. The messages should include the following themes:

- Participation – electoral and political process, decision making, change, development

- Sense of responsibility – as a citizen, part of a community, stakes in the national and regional electoral matters

- Nation building – contribute with vote, and have a say in nation building Targets of District-Centered Approach

Entire voting age Pakistani population will be the target for this long term initiative. Based on this understanding the following targets are defined:

- Youth – participation - Women – participation - Men – their participation and ensuring that women also participate


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- Minorities – encourage and create conditions - Persons with disabilities – encourage and create conditions Implementation – Key Steps

The following steps are proposed for rolling out the strategy:

1) Policy decision by the ECP to roll out “District-centered National Voters Outreach Program”.

2) ECP to issue a letter along with terms of reference of the District Committee to PECs for the formation of voter education committees.

3) Notification of formation of voter education committees by the PECs 4) Orientation workshops at provincial level – PECs, DECs, and AECs – with IFES

assistance Once the general elections are over the Committee will continue working on a long- term voter/civic education efforts of the ECP. This initiative will require engagement of the National and Provincial Government Ministries and Departments. In order to muster this support the ECP will adopt the following approach: Hold joint meetings at provincial headquarters involving Chief Ministers,

Opposition Leaders, Chief Secretaries, and other important members of each of the provincial government

Issue letters to muster support from the various Ministries in the center and the provinces

5.2 Participation of GOP Ministries/Departments Second component of the Plan is to engage national and provincial government ministries and departments in voter education without having any financial burden on the ECP. The idea is that within their sphere of influence these institutions will print and disseminate information which will be provided by the ECP. They will also use the means communication specific to their work, for example: PEMRA can influence all TV and Radio channel and cable operators; Al-Hamra can highlight this through their stage plays and other cultural activities. The support will also be mustered from Chief Ministers and Chief Secretaries as mentioned in the paragraph above. Role of the government agencies is identified below:

NADRA

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through all field offices

Awareness campaign for new eligible citizens to get CNIC and register on the electoral rolls

Make efforts to accelerate issuing CNIC so that maximum number of Pakistanis would be enrolled in the electoral rolls before announcement of elections

Flashing VE messages on the website Ministry of Defense

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through all field offices

Placing banners and posters on prominent places in the cantonment areas Distribution of pamphlets/flyers in the cantonment areas Agriculture


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Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through all field/project offices

Dissemination of voter education messages through community meetings Pakistan Railway

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution

Printing and or placing banners and posters on the train coaches Placing banners and posters on railway stations Pakistan International Airlines/Civil Aviation Authority


Placing banners and posters on the airports and other buildings under the control of the PIA/Civil Aviation Authority

Announcement through public address system wherever available, of the standard messages provided by ECP

VE messages/slogans through inflight entertainment programs Flashing VE messages on the website National Highway Authority

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution will be carried out by the NHA

Placing banners and posters on the toll plazas, bridges and other buildings under the control of the NHA

Ministry of Youth


Hold community meetings and social mobilization at the grassroots level through the use of volunteers registered under National Volunteer Movement

Flashing VE messages on the website National Commission for Human Development


Placing banners and posters on the district offices and schools under the management of the NCHD

Hold community meetings and social mobilization at the grassroots level through the network of social organizers and community volunteers registered with NCHD

Flashing VE messages on the website National Highways and Motorway Police


Distribution of IEC materials to the general public Postal Services Division


Issue special postage tickets/stamps to create awareness about elections and democracy

Deliver VE messages to masses through its field staff Religious Affairs Division


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Issue instructions to all institutions affiliated with Wafaq-ul-Madaris for holding awareness sessions for all its students on importance of elections and being a voter

Assign responsibility to volunteer students for holding community meetings to provide information and awareness to voters

Highlight the importance of participation of women voters, discouraging the trend of barring/banning women from voting at the community level

Ministry of Education and Training – Higher Education Commission

Printing of the voter education materials (design and message will be provided by ECP)

Hold awareness and orientation sessions for all students in the affiliated/subordinate institutions/universities

Al-Hamra Arts Council Lahore


Announcements during stage plays Flashing VE messages on the website Arrange for activities to promote VE messages e.g. street theater, debates, art

exhibitions, are competition etc. WAPDA Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution Printing voter education messages on the electricity bills Flashing VE messages on the website Sui Gas Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution through all field/project offices Printing voter education messages on the sui gas bills Flashing VE messages on the website PTCL Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution through all field/project offices Printing voter education messages on the phone bills Voter education/information through SMS and prerecorded messages through

mobile or landline calling Flashing VE messages on the website Provincial Education Ministry Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution through all field/project offices Flashing VE messages on the website Hold awareness sessions in all villages, where schools are available, on voter

education topics (materials will be provided by ECP) Special lectures during morning assemblies on the topics of voter education

messages Provincial Health Ministry Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution


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Encourage field staff to speak about importance of vote and being a voter during their health-related activities

Local Government Printing of the voter education materials (design and message will be provided by

ECP) and dissemination/distribution Advise Secretaries of the Union Councils to disseminate information about voter

registration and casting of vote Community Development Department Printing of the voter education materials (design and message will be provided by

ECP) and dissemination through civil society organizations registered with the Social Welfare Department

Encourage voluntary participation in an impartial manner – focused only on delivery messages which are about voter participation, and not a campaign for any political party

Flashing VE messages on the website PEMRA through PTV, Radio Pakistan, Private TV and Radio Channels,

Newspapers

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through various electronic media channels

Flashing VE messages on the website Arrange talk-shows/dramas etc. based on voter education and importance of

voting for stronger democracy Display of public service messages through cable operators – across the country Public and private sector Airlines


Placing banners and posters on the airports and other buildings under the control of the Airline

Announcement through public address system wherever available, of the standard messages provided by ECP

VE messages/slogans through inflight entertainment programs Flashing VE messages on the website National Council of Arts and Lok Virsa


Announcements during stage plays and other cultural/social events Flashing VE messages on the website Arrange for activities to promote VE messages e.g. street theater, debates, art

exhibitions, art competition etc. Federal Directorate of Education


Flashing VE messages on the website Hold awareness sessions in all villages, where schools are available, on voter

education topics (materials will be provided by ECP) Special lectures during morning assemblies on the topics of voter education

messages Major Hotels across Pakistan


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Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through all prominent places in the hotel

Flashing VE messages on the website Printing voter education messages on the bills/invoices Announcement through public address system wherever available, of the

standard messages provided by ECP VE messages/slogans through in-hose entertainment programs Presidents of the Public and Private sector Banks

Printing of the voter education materials (design and message will be provided by ECP) and dissemination/distribution through all prominent places in the Bank

Flashing VE messages on the website Printing voter education messages on the bills/invoices Announcement through public address system wherever available, of the

standard messages provided by ECP Pakistan Railways


Flashing VE messages on the website Printing voter education messages on the reservation tickets Announcement through public address system wherever available, of the

standard messages provided by ECP Use train coaches to display the banners and posters VE messages/slogans through in-travel entertainment programs Place voter education banners and posters on all buildings under its

administrative control Development authorities of the big cities - (Faisalabad, Multan, Hyderabad etc.)


Flashing VE messages on the website Announcement through public address system wherever available, of the

standard messages provided by ECP Place voter education banners and posters on all buildings under its

administrative control

5.3 Private Sector Engagement – Civil Society and others It is imperative that the ECP also seeks support from private sector and civil society

organizations. This will maximize the impact and enhance the level of awareness amongst the population - leading to improved participation of voters. Following are the expected roles of the private sector:

Pakistan Boy Scouts Association (PBSA)


Flashing VE messages on the website Door to door awareness campaign through the network of PBSA Hold community awareness sessions through senior boy scouts across the

country Pakistan Girls Guide Association (PGGA)


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Flashing VE messages on the website Door to door awareness campaign through the network of PGGA Hold community awareness sessions through senior girl guides across the

country Rotary and Lions Club


Flashing VE messages on the website Hold voter education awareness campaign through members network Hold community awareness sessions through affiliated members and community

volunteer across the country National/International NGOs


Flashing VE messages on their websites Door to door awareness campaign through the network and other affiliate offices Engage youth volunteers for voter education campaign Political Parties


Flashing VE messages on the websites Door to door awareness campaign through the network of party activists/workers Private Telecom Sector


Flashing VE messages on the websites Dissemination of VE messages through SMS and prerecorded messages etc. Printing voter education messages on the phone bills

5.4 Institutional Strengthening of the ECP – training and capacity building

Fourth component of the ECP’s Voter Education Plan is directed towards ECP’s own capacity building needs – imparting skills to ECP’s district staff to better manage voter education activities. Some of the key activities of this component include the following:

Handbook on Civic and Voter Education ECP, with IFES assistance, will develop a handbook on civic and voter education.

The handbook will provide simple and easy to use information which could be used by not just the ECP district, provincial and central offices but also by activists/volunteers from civil society organizations and political parties.

Handbook for ECP staff Another handbook will be developed with UNDP assistance which will focus on the

ECP staff. By using this handbook the ECP staff could adopt some effective voter education strategies.

Training of ECP staff at national, provincial, regional, and district levels


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ECP staff at different levels – central, provincial, divisional and district – will be provided training to better manage voter education initiatives.

5.5 Media Campaign Media in Pakistan has become very proactive and has a major role in developing and molding public opinion. Though media is effective, it is nevertheless, expensive – requiring huge amount of money to run a campaign. Therefore the ECP will use media as a means of communication in a very calculated manner.

The following steps will be taken:

Develop a Media Campaign Based on the message focusing different segments of society a campaign will be developed. The campaign will cover both, print and electronic media. Engaging a Media Company ECP will engage a/several media company(ies), to run its campaign. Quality of product and service delivery will be ensured. Social Media ECP will use the services of its IT Wing to use social media in an effective manner. This will mainly focus urban youth who have access to computers and internet. It includes Facebook, Twitter, and Youtube, etc. Besides ECP will work with PEMRA to seek voluntary contribution so that voter education messages could be relayed on electronic media. This includes the following:


Flashing VE messages on the website Publish/broadcast public service messages to be provided by the ECP Arrange talk-shows/dramas etc. based on voter education and importance of

voting for stronger democracy Display of public service messages through cable operators

5.6 Voter Education Material Development – Materials and Designs Sixth component of the ECP Voter Education Plan is development materials based on approved message directed towards different segment of society. The following activities will take place:

Meeting of the Voter Education Group ECP with IFES assistance will organize discussion with Voter Education Group of civil society organizations around message development and also deliberating on various approaches to voter education Finalization of Messages Messages for voter education campaign will be finalized by the ECP to printed and relayed through various media Development of Designs


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Uniform designs with messages will be developed and provided to various ministries and departments. This will ensure uniform dissemination of information across the country. Handbooks for Activists and ECP Staff ECP will work with IFES and UNDP to develop these handbooks which will become a resource material for effectively promoting voter participation.

6. Outputs

In line with the set objective the Voter Education Plan of the ECP is expected to help achieve the following outputs:

Improved quality of electoral rolls Enhanced voter participation in the next general elections Reduce possibility of violence with engagement of local level political party leaders Strengthening the image of the ECP by reducing gap with voters and various stakeholders Support to the implementation of the Code of Conduct

7. Impact

A strengthened democracy is the ultimate impact that is expected from this elaborate and massive voter education plan.


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Annexure

Annex- A: Term of Reference: District Voter Awareness Committee Participation of voters in electoral processes, and particularly in elections, is critical to strengthening the country’s electoral system. The voter turnout in the general elections during last two decades has been between 35 and 45 percent. The traditional methods of public awareness – electronic and print media – have been used around the time of elections. However, no significant improvement has been seen in voter turnout, necessitating that in addition to media the ECP should undertake other initiatives as well. Based on this understanding, the Election Commission has decided to set up District Voter Education Committees in all the districts of the country. The Committee will comprise the following:

- Regional Election Commissioner (Chairperson) - District Election Commissioner (Coordinator)

- District Social Welfare Department

- Civil Society Organizations – particularly working on issue related to youth,

women, minorities, and persons with disabilities

- Representatives of the political parties – main parties in the district

- Representative of Local Govt. Department

- Representative of Education Department District Election Commissioner in each district will coordinate with other stakeholders and organize meetings of the Committee. He/She will develop linkages with other departments and also engage the local civil society organizations in the activities related to creating awareness about electoral processes and ensuring increased level participation of voters during general and bye-elections. The Committee will have the following role which it could amend after having discussions with other members:

- Meet on regular basis and seek voluntary participation of various stakeholders in creating awareness about elections - Engage civil society organizations registered with district Social Welfare Department for creating awareness about elections in their respective communities - Seek voluntary support from stakeholders for disseminating voter awareness materials in the district - Focus marginalized groups and create awareness about the importance of women participation in electoral process - Engage political parties and seek their support for increased participation of voters - Ensure that persons with disabilities and minority communities are able to participate in elections - Develop district level strategies to create awareness about importance of vote and its impact on the country’s institutions The District Committee once formed will meet at least once a month at the office of the District Election Commissioner. During high activity time – around the time of general elections – the Committee may meet more frequently.

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