request for proposal (rfp) template · web view1. 1 introduction since 1963, catholic relief...

CRS Sierra Leone Office41 Riverside Drive, Brookfields,

Freetown, Sierra LeoneEmail: [email protected]

Request for Proposal – RFP

For

Selection of an Institution/Agency/ Survey Research Firm to conduct the Malaria Indicator Survey (MIS) in Sierra Leone

Ref. No. BU_20_RFGS_41189

Funding: The Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM)Program Grant Agreement 1099 – SLE-M-CRS

Program Continuation Grant for Scaling Up Malaria Control Interventions Towards Universal Coverage in Sierra Leone

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Request for ProposalsFor SIERRA LEONE MALARIA INDICATORS SURVEY IN SIERRA LEONE

Contracting Entity: Catholic Relief Services (CRS) Sierra Leone41 Riverside Drive Brookfields, Freetown

RFP Table of ContentsComponent I: Instruction to Bidders.................................................................................................................................................................................... 4

1.1 Introduction........................................................................................................................................................................................................................... 4

1.2 Deadline for Submission of Bids................................................................................................................................................................................. 4

1.3 Submission of Bids.............................................................................................................................................................................................................. 5

1.4 Requirements........................................................................................................................................................................................................................ 5

A. General Requirements................................................................................................................................................................................................... 5

B. Required Proposal Documents................................................................................................................................................................................. 6

1.5 Source of Funding................................................................................................................................................................................................................ 7

1.6. Chronological List of Proposal Events.................................................................................................................................................................... 8

1.7 Pre-Bid Meeting.................................................................................................................................................................................................................... 8

1.8 Questions on RFP................................................................................................................................................................................................................. 8

1.9 Validity Period...................................................................................................................................................................................................................... 9

1.10 Review of requirements and prequalification criteria.............................................................................................................................. 9

1.11 Assessment of the technical and financial proposal.................................................................................................................................10

1.12 Negotiation and Award of contract..................................................................................................................................................................... 12

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1.13 Protest.................................................................................................................................................................................................................................. 13

Component II: Background, Scope of Work, Deliverables, and Deliverables Schedule.......................................................................14

2.1 Introduction......................................................................................................................................................................................................................... 14

2.2 Composition of the Team............................................................................................................................................................................................. 15

2.3 Purpose of the MIS........................................................................................................................................................................................................... 16

2.4 Methodology........................................................................................................................................................................................................................ 16

2.5 Major Research Questions........................................................................................................................................................................................... 17

2.6 Services................................................................................................................................................................................................................................... 18

2.7 Duration and location of the assignment........................................................................................................................................................... 21

2.8 Deliverables......................................................................................................................................................................................................................... 23

APPENDIX A: REQUIRED CONDITIONS / PREQUALIFICATION CRITERIA............................................................................................................24

APPENDIX B: TECHNICAL PROPOSAL SUBMISSION FORM..........................................................................................................................................29

APPENDIX C: FINANCIAL PROPOSAL SUBMISSION FORM........................................................................................................................................... 33

APPENDIX D: FORM FOR CONFIRMATION OF LACK OF SANCTION MEASURES................................................................................................35

APPENDIX E: MODEL OF COMMITMENT TO RESPECT THE DECLARATION OF ABSENCE OF CONFLICT OF INTEREST AND THE CRS CODE OF ETHICS..................................................................................................................................................................................................................... 36

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Component I: Instruction to Bidders

1.1 IntroductionSince 1963, Catholic Relief Services (CRS) has been an integral development partner in Sierra Leone; addressing national needs in Health, Agriculture, Education and Emergency Response. The Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM) has approved the Sierra Leone proposal for the New Funding Model 2 (NFMII) as a Program Continuation Request from the previous NFMI for Malaria. CRS has been named as a co-Principal Recipient with the Ministry of Health and Sanitation (MoHS/NMCP) for this grant. The period of the grant is for three years (July 1st, 2018- June 30th, 2021). The project is being implemented by both CRS Sierra Leone and the Ministry of Health and Sanitation (MoHS) and through Sub-Recipients. The project is being implemented in all 16 districts of Sierra Leone. CRS main responsibilities include community behavior change communication, mass-media communication and major research studies, including the Knowledge, Attitude and Practices study and the Malaria Indicator Survey (MIS.

Summary

Malaria remains endemic in Sierra Leone with stable and perennial transmission in all parts of the country, but the situation has improved significantly over the past decade because of sustained investments in malaria control. Malaria mortality and case incidence in Sierra Leone reduced by more than 40% and 50% respectively between the year 2000 and 2015 (World Malaria Report 2016; p88-90). Malaria Indicator Surveys 2013 and 2016 showed that parasite prevalence rates varied widely across districts with national average of 43% and 40% respectively (Sierra Leone Malaria Indicator Surveys (SLMIS) 2016, p51). To track progress and impact, a national Malaria Indicator Survey (MIS) was conducted in 2010, 2013 and most recently 2016 and will again be carried out in May and June 2021. The national MIS that was conducted in 2016 included slide testing to determine malaria prevalence. This approach was were successful and will be repeated in the 2021 MIS for Sierra Leone. The 2016 MIS was also able to present findings by Regions, Districts, rural and urban areas – this same stratification will continue in the May/June 2021 MIS. CRS intends to hire a survey/research firm to review the sampling and survey design before it is finalized. This survey will use an appropriate software e.g. CSPro to manage data collection, processing, analysis and reporting.

Key partners in the MIS will be the National Malaria Control Program (NMCP) of the MoHS) , the College of Medicine and Allied Health Sciences (COMAHS) of the University of Sierra Leone, WHO, UNICEF, PMI, an international research firm (to be recruited) as well as local research firm, and CRS.

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1.2 Deadline for Submission of BidsThe deadline for receiving proposals is 30th November 2020 at 23.59 PM.

Bidders are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late submissions after the aforementioned deadline date and time will not be considered by CRS.

If your organization is encountering any problems submitting the proposal, please contact the CRS Sierra Leone Procurement Department via email at [email protected] or via phone at Prime Contract Number: +23276964965.

1.3 Submission of BidsDuly completed Technical and Financial Proposals should be submitted SEPERATELY via email at: [email protected] or in SEALED envelopes addressed to CRS Sierra Leone, 41 Riverside Drive Brookfields, Freetown. Clearly marked by Bidders Name, Address, RFP Number, Signed and officially stamped. Please indicate Reference No: Sierra Leone BU_20_RFGS_41189 on all submissions.

1.4 RequirementsTo be determined responsive, an offer must include all of documents and sections included in I.4.A and I.4.B (see below).

A. General RequirementsCRS anticipates issuing a contract to the Survey Research Firm that has the ability to fulfil the requirements in Sierra Leone.

Companies and organizations that submit proposals in response to this RFP must meet the following requirements:

i. Companies or organizations, whether for-profit or non-profit, must be legally able to conduct survey in Sierra Leone ii. Must have not declared or be in the process of declaring bankruptcy

iii. Have not been convicted for an offense concerning professional conduct;iv. Have fulfilled obligations related to payment of government taxes and have Valid certificate of business registration,

valid tax clearance that allows the service provider to work in Sierra Leone generallyv. Are not in situations of conflict of interest (e.g. with primary relationship to family or business relationship to parties

on tender committee or any person in CRS) vi. Have the capacity, operational personnel, and capital to provide the required services

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mailto:[email protected]




vii. Are not on any list of sanctioned parties issued by the United States Government, the United Nations or the European Union as detailed below: The website of the System for Award Management (SAM) formally known as the Excluded Party List System (EPLS):

https://www.sam.gov; The website of the United Nations Security (UNSC) sanctions committee established under UNSC Resolution 1267

(1999) (the “1267 Committee”): http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml, The Office of Foreign Assets Control Specially Designated Nationals and Blocked Persons List

https://www.treasury.gov/ofac/downloads/sdnlist.pdf

B. Required Proposal Documents1) Contractual and Administrative Documents

The Bidder’s cover letter shall include the following information: Name of the company or organization Type of company or organization Address Telephone E-mail Full names of members of the Board of Directors and Legal Representative (as appropriate)

The administrative documents to be submitted are the following i. Copy of the constituting documents or legal status, place of registration and registered office of the company, as well as

a written power of attorney from the authorized signing officer.ii. Copy of recent invoice from the tax authorities, showing that the candidate has paid its taxes and duties.

iii. List of at least three (3) contracts successfully honored in the past. The list should include the name, amount, country and contact details of the customer (see Table A in Appendix A).

iv. Any information concerning legal proceedings, past or in progress, during the last five years, in which the candidate is or was one of the parties, information including the parties, the amount in dispute and the verdict (use the model in Appendix D ).

v. The candidate's commitment to respect the declaration of absence of conflict of interest and the CRS code of ethics (use the model in Appendix E).

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https://www.treasury.gov/ofac/downloads/sdnlist.pdf

http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml

https://www.sam.gov/



vi. Audited financial statements or financial statements certified by the competent tax administration, in accordance with the legislation of the country where the company is established, for the last five (5) years 2014, 2015, 2016, 2017, 2018.

vii. Information regarding all positions that the candidate claims to be subcontracting and which represent more than 10% of the contract amount.

2) Technical Proposal

The candidate must complete and sign the technical proposal form provided in Appendix B

Bidders are required to answer all questions as they pertain to the organization’s proposal in the order presented in questionnaire with sufficient detail for CRS to determine the bidder’s capacity to undertake the Scope of Work.

Under no circumstances may financial information be included in the technical proposal. No financial information or any prices, whether for deliverables or line items, may be included in the technical proposal. Financial information must only be shown in the financial proposal.

3) Financial Proposal

The Financial Proposal shall consist of a response Appendix C.

The financial proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a contract. The financial proposal will include all costs associated with implementation of the technical proposal.

No profit, fees, taxes, or additional costs can be added after award.

Under no circumstances may financial information be included in the technical proposal. No financial information or any prices, whether for deliverables or line items, may be included in the technical proposal. Financial information must only be shown in the financial proposal.

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1.5 Source of FundingAny contract resulting from this RFP will be financed by Global Fund funding and may be subject to Global Fund and CRS regulations.

1.6. Chronological List of Proposal EventsThe following calendar summarizes important dates in the solicitation process. Bidders must strictly follow these deadlines.

RFP published: 1st October 2020 Deadline for written questions: 30th October 2020 Pre-Bid meeting: November 10th 10:30 AM GMT Proposal due date: November 30 th , 2020 at 4pm GMT Contract award (estimated): 18th December 2020

The dates above may be modified at the sole discretion of CRS. Any changes will be published in an amendment to this RFP.

1.7 Pre-Bid MeetingA Pre-Bid Conference will be held at the CRS Office on November 10th, 2020 at 10:30 AM Sierra Leone time. Online meeting will be organized, and modalities communicated with interested bidders upon reception of their interest to participate. Email shall be sent to [email protected] with copy [email protected] with the following subject “MIS 2021 Pre-Bid Meeting”.

This meeting is designed for bidding SRFs (Survey Research Firm) to ask questions regarding the RFP and as such, it is recommended for bidding organizations to read and prepare questions prior to the meeting.

If you are unable to join in person, it will also be possible to call in at: +23276964965. If you intend on participating, please let us know and we can send the information. We strongly encourage participation.

1.8 Questions on RFPPlease submit any questions in writing to the RFP via email to [email protected] with copy [email protected]

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a- Confidentiality

No information relating to the examination, clarification, evaluation of the offer as well as recommendations for the award of the contract will be disclosed to candidates or to any other person not officially involved in this procedure, as long as the award of the contract to the successful candidate will not have been announced. Any attempt by a candidate to influence the bid review procedure or the final decision-making may result in the rejection of his bid. If a candidate wishes to contact CRS to obtain clarifications regarding the call for tenders, he can do so in writing (in the same language as the offer), by sending his request by email to the addresses provided above.

b- Details concerning the offers

In order to review and evaluate offers, CRS may, at its discretion, ask applicants for clarifications regarding their offer, for example on the breakdown of prices, on calculation and / or clerical errors, or on the calendar of activities. CRS 'requests for clarification and responses to such requests will be in writing, but no change in the price or substance of the offer will be requested, offered or permitted, other than to confirm the correction of calculation errors possibly discovered by CRS during the evaluation of the offer.

1.9 Validity Period Bidders’ proposals must remain valid for 60 calendar days after the proposal deadline.

1.10 Review of requirements and prequalification criteriaBefore proceeding with the detailed evaluation of the bids, CRS will first determine whether each bid:

(i) meets the required conditions and prequalification criteria,(ii) has been duly signed,(iii) substantially responds to the terms of the request for proposals.

The offer will be considered complete if it includes appendix A to E.

1.10.1. During the initial phase of the RFP award procedure, the prequalification criteria and requisite conditions have been designed to ensure, as far as possible, that only applicants with sufficient experience, financial means and stability financial, proven technical knowledge, a clear ability to meet CRS requirements to provide the goods and services provided for in this RFP, will qualify for further consideration. CRS reserves the right to verify any information contained in the applicant's

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response or to request additional information after receipt of the proposal. Incomplete or insufficient answers, lack of response or incorrect statements in response to these questions will affect the evaluation of the offer.

1.10.2. Applicants will receive a pass / fail grade in the Requirements and Prequalification Criteria section. In order to be selected for Phase I, applicants must meet all the prerequisites and prequalification criteria described in this RFP.

1.10.3. The CRS General Terms and Conditions for Goods and Services and the CRS Contract, forming an integral part of this RFP, contain the mandatory procedures for reviewing and accepting applicants. CRS will not allow any proposed changes to the non-negotiable clauses. Applicants must signify their acceptance of these conditions in writing by completing the required conditions and prequalification criteria form as provided in Appendix B. When awarding the contract, no negotiation of the general terms and conditions of the contract will be possible.

1.11 Assessment of the technical and financial proposalThe score and the overall ranking of the proposals will be based on a cumulative analysis evaluation methodology, for which the technical score will include 70%, and the financial score will include 30%.

1.11.1. Phase I - Technical proposal

1.11.1.1. Only candidates meeting the mandatory criteria will be qualified for the technical evaluation, in which a minimum of 80 points out of 100 is required.

An Evaluation Committee appointed by CRS will carry out the technical evaluation applying the evaluation criteria and point scoring, as indicated below.

1.11.1.2. The technical component, with a possible total value of 100 points, is assessed according to the following criteria:

Criteria, sub-criteria, and points system for the evaluation of Technical Proposals.N°

Criteria, sub-criteria Points

1 Organizational Capacity and Consultant ExperienceThe company's expertise (operational capacity, relevant experience, main customers and countries, in particular Sierra Leone, Experience in conducting analyzes of health phenomena. Experience in conducting similar surveys, in particular MIS or EDS or MICS

30

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surveys.Evidence of the organizational capacity and experience necessary for the performance of contracts of a similar nature, including the nature and value of the associated contracts, as well as current and contractually committed contracts, certificates of completion and availability during the period.

2

Approach, Methodology and Work PlanApproach and Methodology proposed for carrying out the mission 20

Work plan and schedule for the survey, resources to be used. 10The protocol including the data collection instruments and the analysis plan.

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Description of the analysis plan and the software used for the analysis 10

3Qualifications of Key Mission Personnel

Skills in the fields of public health, methodology, epidemiology, statistics, biology.Presentation of CVs of key personnel

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TOTAL 100

1.11.2. Phase II - Financial proposal

Financial proposals will be evaluated following the technical evaluation. The best bidding proposal will be awarded 30 points, therefore 100% of the financial points.

The calculation formula is as follows: Ni = 30 * MD / Mi

With Ni = note from the tenderer considered

MD = the best bidder

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Mi = the tender of the tenderer considered

Financial proposals from other applicants will be awarded points prorated on the relationship between the price of those applicants and the lowest bid.

1.12 Negotiation and Award of contract1.12.1. Negotiation

Best offer proposals are requested. It is anticipated that a contract will be awarded solely on the basis of the original offers received. However, CRS reserves the right to request clarifications prior to award. Furthermore, CRS reserves the right to conduct a competitive range and to limit the number of Bidders in the competitive range to permit an efficient evaluation environment among the most highly rated proposals. Highest-rated Bidders, as determined by the technical evaluation committee, may be asked to submit their best prices or technical responses during a competitive range. At the sole discretion of CRS, Bidders may be requested to conduct oral presentations. If deemed an opportunity, CRS reserves the right to make separate awards per component or to make no award at all.

1.12.2. Award criteria

The contract will be awarded to the candidate whose offer has been best evaluated after negotiation of an acceptable contract. CRS reserves the right to conduct negotiations with the supplier regarding the content of its offer. The award will not become effective until the successful candidate accepts the CRS Terms and Conditions and Terms of Reference - Statement of Work.

1.12.3. Notification of award and signature of the agreement

The successful candidate will receive written notification from CRS before the offer expires. The notification will specify the maximum contract value. A contract will be drawn up and negotiated with the successful supplier before issuing a firm purchase order. The name of the company that provided its financial results in response to this RFP will appear in the contract.

The selected provider must start providing the services from the date and time stipulated in this RFP, or as agreed with CRS at the time of award.

1.12.4. Notification to unsuccessful candidates

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Upon award of the contract to the best proposal, Catholic Relief Services (CRS) will notify other applicants in writing.

Catholic Relief Services (CRS) will notify any unsuccessful candidate in writing of the reasons why their offer was rejected.

1.13 ProtestBy submitting a response to this request for proposals, Bidders understand that Global Fund is NOT a party to this solicitation. Bidders agree that any protest to this request for proposals must be presented in writing with a full explanation of the Bidders concerns to CRS for consideration. Global Fund will not consider protests made to the Global Fund under the present Global Fund -financed procurement. At its sole discretion, CRS will make a final decision on the protest.

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Component II: Background, Scope of Work, Deliverables, and Deliverables Schedule

2.1 IntroductionSince 1963, Catholic Relief Services (CRS) has been an integral development partner in Sierra Leone; addressing national needs in Health, Agriculture, Education and Emergency Response. The Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM) has approved the Sierra Leone proposal for the New Funding Model 2 (NFMII) as a Program Continuation Request from the previous NFMI for Malaria. CRS has been named as a co-Principal Recipient with the Ministry of Health and Sanitation (MoHS/NMCP) for this grant. The period of the grant is for three years (July 1 st, 2018- June 30th, 2021). The project is being implemented by both CRS Sierra Leone and the Ministry of Health and Sanitation (MoHS) and through Sub-Recipients. The project is being implemented in all 16 districts of Sierra Leone. CRS main responsibilities include community behavior change communication, mass-media communication and major research studies, including the Knowledge, Attitude and Practices study and the Malaria Indicator Survey (MIS.

Malaria remains endemic in Sierra Leone with stable and perennial transmission in all parts of the country, but the situation has improved significantly over the past decade because of sustained investments in malaria control. Malaria mortality and case incidence in Sierra Leone reduced by more than 40% and 50% respectively between the year 2000 and 2015 (World Malaria Report 2016; p88-90). Malaria Indicator Surveys 2013 and 2016 showed that parasite prevalence rates varied widely across districts with national average of 43% and 40% respectively Sierra Leone Malaria Indicator Surveys (SLMIS) 2016, p51).

Therefore, sustained scale-up for impact is required to reduce transmission to pre-elimination levels. Effort to achieve and sustain universal coverage and utilization of Long-Lasting Insecticidal Nets (LLINs) through mass campaigns and continuous routine distribution, as well as prompt access to malaria diagnosis with Rapid Diagnostic Tests (RDTs) or microscopy, and treatment with Artemisinin-based Combination Therapy (ACTs), are the key reasons for the observed improvement in malaria situation in Sierra Leone.

In 2016 the utilization of LLIN in household with nets was generally high: 63% of the household population, 71% of children under 5, and 75% of pregnant women using ITN (SLMIS 2016, page 33). However, the overall access to ITN was low. The planned LLIN mass distribution campaign in 2017 and 2020 and continuous distribution through Reproductive and Child Health (RCH) services along with an effective Social Behavior Change Communication (SBCC) strategy are expected to improve access and sustain high ITN use in the general population. MoHS/NMCP has instituted Insecticide Resistance

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Monitoring and Management Plan (IRMMP 2017-2020) to maintain the effectiveness of existing vector control interventions.

The overall goal of the Sierra Leone Malaria Strategic plan (SLMSP) is: By 2020, reduce malaria morbidity and mortality by at least 40% compared with 2015. This goal will be reached by focusing on five key objectives:1.a. All suspected malaria cases should have access to confirmatory diagnosis1.b. All malaria cases to receive effective treatment.2.a. Provide access to 100% of the population at risk with preventive measures by 20172.b. To protect at least 80 % of pregnant women and children under one year with IPT 3 by 20203. To provide knowledge to the population such that at least 80% practice malaria prevention and treatment measures by

2018. 4. By 2020, at least 95% of health facilities report routinely on malaria programmed performance. 5. By 2020, maintain and strengthen capacity for program management, coordination and partnership to achieve malaria

program performance at all levels.

To track progress and impact, a national Malaria Indicator Survey (MIS) was conducted in 2010, 2013 and most recently 2016 and will again be carried out May/June 2021. The national MIS that was conducted in Sierra Leone 2016 included slide testing to determine malaria prevalence. These were successful and will be repeated in 2021 MIS. In the previous MIS, the survey was able to present findings by Regions, Districts, rural and urban areas and this will repeated in the May/June 2021 CRS intends to hire a survey/research firm to review the sampling and survey design before it is finalized. This survey will use an appropriate software e.g. CSPro to manage data collection, processing, analysis and reporting.

Key partners in the MIS will be the National Malaria Control Program of the Ministry of Health and Sanitation, COMAHS of the University of Sierra Leone, WHO, UNICEF, PMI, an international research firms (to be recruited) as well as local research firm such as Stats SL and Catholic Relief Services (CRS).

2.2 Composition of the TeamThe 2021 MIS planning, implementation and analysis will be led by a Survey Research Firm (SRF). The SRF will work primarily with the planning team consisting of the Malaria Project Director of the GF malaria project and the MIS Coordinator at CRS, The Director of Disease Prevention and Control, the Program Manager, Key staffs of NMCP, representatives of Stats SL, the Principal and Co- Principal Investigators will be from the university of Sierra, School of Medicines and Allied Sciences, WHO, UNICEF and PMI.

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The data collectors and supervisors will comprise of 33 teams and each team will have one supervisor, one interviewer, one nurse and one bio-maker. This will make a total of 132 enumerators/supervisors. The exact number of teams and enumerators will be determined by the sample size and logistical plan which will be reviewed and finalized with the survey firm upon signing of the contract. Also, 16 district coordinators, 8 regional coordinators and 10 National Coordinators will support the survey. Team composition can be changed as deemed necessary through consultation with key stakeholders and the SRF.

2.3 Purpose of the MISThe 2020 Sierra Leone Malaria Indicator Survey (SLMIS) is a comprehensive, nationally representative household survey designed following the Roll Back Malaria (RBM) Monitoring and Evaluation Reference Group guidelines.

2.4 MethodologyThe methods presented in this term of reference are based on the RBM guidelines for Malaria Indicator Surveys. The SLMIS is expected to be conducted from December 2020 to June 2021 and actual data collection will be implemented in May 1 st to June 15th, 2021. All women aged 15-49 years in the selected households will be eligible for individual interviews and will be asked questions about malaria prevention during pregnancy and treatment of childhood fever. In addition, the survey will include testing for anemia and malaria among children aged 6-59 months and children age group from 59 – 119 months using a finger prick blood sample of 8,000 and 2,000 respectively. Thick blood smears will be collected in the field and transported to the Laboratory of the College of Medicine and Allied Health Sciences (COMAHS) at Jui in Freetown, set up for the purpose of this survey, where slides will be tested for the presence of malaria parasites.

The 2021 MIS planning, implementation and analysis will be led by the survey research firm (SRF). The SRF will work primarily through CRS and the MIS Technical Working Group (TWG). The implementation team will comprise of 4 members (Team Supervisor, Bio-maker, Nurse, Interviewer); Every district will have 16 coordinators who will supervise the teams in the field and ensure timely collection and communication of data.

The key objectives of the 2021 SLMIS are to:- Collect national, regional and district disaggregated representative data on coverage of critical malaria interventions - Measure the level of ownership and use of mosquito nets- Assess coverage of the intermittent preventive treatment for pregnant women and children under one year

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- Identify treatment practices, including the use of specific antimalarial medications to treat malaria among children- Identify diagnostic trends prior to receiving antimalarial medications for treatment of fever and other malaria-like

symptoms- Measure the prevalence of malaria and anemia among children age 6-59 months - Measure the prevalence of malaria and anemia among children age 60-119 months - Assess knowledge, attitudes, and practices of malaria among women age 15-49 years- Allow tracking the trends of malaria prevalence over time - Intended as a simpler malaria-focused survey alternative to DHS, MICS

2.5 Major Research QuestionsThe MIS will be used to report on the following indicators for the NMSP:

Parasite prevalence: children aged 6 - 59 months and children aged 59 – 119 months with malaria infection (detection of parasitemia by microscopy) (percentage)

Parasite prevalence: Proportion of children aged 6-59 months and children aged 59 – 119 months with malaria infection (detection by Rapid Diagnostic Test- RDT).

Percentage of children under 5, and aged 59 – 119 months, with confirmed malaria in the last two weeks who received ACT within 24 hours of onset of fever at the community level

Percentage of children under 5, and aged 59 – 119 months, with confirmed malaria in the last two weeks who received ACT within 24 hours of onset of fever at the facility level

Percentage of children under 5, and aged 59 – 119 months, who slept under a Long-Lasting Insecticidal Net (LLIN) the previous night

Percentage of pregnant women who slept under a Long-Lasting Insecticidal Net (LLIN) the previous night Proportion of population with access to an LLIN within their household Percentage of households with at least two LLIN Proportion of households with at least one insecticide-treated net for every two people Proportion of population using an insecticide-treated net among the population with access to an insecticide-treated

net Percentage of women who received three or more doses of Intermittent preventive treatment (IPTp) for malaria during

their last pregnancy (in last 2 years) Percentage of children under one year who received three doses of Intermittent preventive treatment for infants (IPTi)

for malaria during the last 2 years

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Percentage of people (or target groups) who know the causes of, symptoms of, treatment for or preventive measures for malaria

Percentage of people who recall hearing or seeing a message on malaria prevention and control within the last six months

2.6 Services to be accomplished by Survey Research Firm

Survey Research Firm’s responsibilities:

The Survey Research Firm will be responsible for guiding the team through the MIS study process. CRS and MoHS will offer support and where necessary direction (particularly on issues that have budgetary implications) to the Survey Research Firm throughout the process. Specific responsibilities of the Survey Research Firm include:

a) Questionnaire design- Lead MIS questionnaires design based on guidance from Roll Back Malaria and coordinate closely with MIS TWG. The

Survey Research Firm should work with the MIS TWG to finalize the MIS survey instrument. - Attend the planning meetings to finalize the questionnaire and protocol. - Three questionnaires will be used: A Household Questionnaire, a Biomarker Questionnaire, and a Woman’s

Questionnaire. Both the Household and Women’s Questionnaires will be adapted to the local context during the pre-test training and based on other discussions with the MIS Technical Working Group.

- Install and program tools into the data collection devices using agreed software

b) Protocol- Participate in survey protocol design workshop- Provide ICT-related inputs on protocol - Provide description of procedures for biomarkers and questionnaire administration for the protocol- Conduct technical to ensure it meets the ethical requirement of the Sierra Leone Scientific and Ethical review

committee -

c) Sample design

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Lead the development of the sampling design, including selection of domains, sample frame, calculation of sample size, and description in close collaboration with Stats SL to provide updated population estimates for enumeration areas and household lists, when/if available.

d) Data managementWork closely with MIS TWG to design the data management system and obtain approval from CRS on the system including soft and hardware to be used in the survey. Survey Research Firm will also be responsible for configuring the final questionnaires in the approved devices (i.e. tablets) and platform of the mobile devices to allow for timely data collection, monitoring, and analysis.

e) Procurement of Mobile devices and Laboratory Equipment- The Survey Research Firm will be responsible for the procurement of Malaria Testing RDTs, thick smears to test about

10,000 children. The laboratory equipment and reagents (RDTs, thick smears) must meet the WHO recommended prequalified standard and qualities for specificity and sensitivity and the products must be approved and certified by WHO for testing for malaria and anaemia for MIS survey.

- The Survey Research Firm will be responsible for the procurement and configuring of 150 appropriate mobile devices (actual number of mobile devices will depend on the number of data collectors) with appropriate software with licence as well as accessories for data collection in areas with limited supply of electrity and GSM coverage.

- The Survey Research Firm must, at a minimum, follow the CRS procurement policies and practices as well as Global Fund procurement policies as stated in sections 5.1 and 5.2 of the Grant Regulations 2014 manuals (found in the GF website) for all procurements by the Survey Research Firm.

- The Survey Research Firm must ensure safe transportation and timely delivery of all items for this survey to CRS and provide approperiate insurance to the laboratory equipments and supplies as well as the mobile devices during transit.

f) Micro Planning - Survey Research Firm will work closely with MIS TWG in micro planning (logistics plan, and enumerator recruitment

plan; team movement plan etc.)

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g) Laboratory set-up- Provide technical support on lab set-up, procedures, and trainings. - Provide technical advice on the handling and transportation of blood samples from the field to Freetown

h) Training- Lead enumerator training in close collaboration with NMCP, Stats SL, MIS Survey Coordinator, PIs, and CRS, including

training on and testing the digital data collection devices and overall system- Carry out a pre-test of data collection tools- Develop training manuals for use during training of enumerators, supervisors, and biomarkers.- Lead enumerator, biomarker (malaria and anemia), and microscopists trainings.- Order laboratory and non-laboratory supplies for training and data collection.

i) Data collection- Develop quality assurance manual and coordinate data quality assurance measures during data collection. Provide

technical support related to digital collection tools-j) Data analysis- Clean all data (as necessary) in close collaboration with Stats SL and provide both the draft and finalized clean dataset

to in-country MIS TWG- Data analysis by Survey Research Firm, analyzed by national, regions and districts using the appropriate analysis tool

(in consultation with MIS TWG), produce exit tables, cross tabulations with clearly defined numerators, denominators and confidence intervals and trends analysis per Roll Back Malaria guidance.

k) Results validation- Via in-country meeting present the preliminary results to relevant stakeholders showing the current situation of

malaria in Sierra Leone

l) Report writing

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- Draft final report with stakeholders in country with the sections to be determined by CRS and MOHS/NMCP; and share a draft with the MIS TWG and other stakeholders identified by CRS and MOHS/NMCP

- Incorporate comments from MIS TWG and other stakeholders and finalize report- The format of the final report shall be agreed upon by the SRF and MIS TWG

NOTE: All data and report findings will remain the property of MoHS and CRS and must not be published or passed on to a third party without the written permission of MoHS and CRS.

2.7 Duration and location of the assignmentConsultation will take place remotely and in Sierra Leone. This is flexible and depends on the final schedule for training and data collection. Most time will be spent in the capital, Freetown, but significant field travel will be necessary during data collection. The SRF will be housed in the CRS office in Freetown. The timeline below (from RBM) will guide the planning and implementation process.

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2.8 DeliverablesThe deliverables for the Survey Research Firm are as follows:

1. MIS questionnaires are designed and completed based on guidance from Roll Back Malaria and in coordination with MIS TWG. The questionnaires are accepted by MIS TWG and used in the 2021 MIS;

2. Technical and ethical review of protocol conducted, and tools and survey are approved;3. Provide description of procedures for biomarkers and questionnaire administration for the protocol, to the satisfaction

of PIs and other stakeholders;4. Finalize sample design in collaboration with Stats SL and accepted by MIS TWG;5. Work closely with CRS to design the data management system (i.e., SQL output), and obtain approval from CRS on the

system including soft and hardware to be used in the survey;6. W7. Procure Malaria Testing RDTs, thick smears that meets WHO recommended prequalified standard and qualities for

specificity and sensitivity to test about 10,000 children; 8. Procure and configure 150 or more appropriate mobile devices with the appropriate software with license as well as

accessories for data collection in areas with limited supply of electricity and GSM coverage;9. Provide technical support on lab set-up and procedures;10. Develop training manuals for enumerators, supervisors and biomarker section;11. Lead and complete the trainings of enumerators, biomarker (malaria and anemia) and laboratory staff;12. Order and receive laboratory and non-laboratory supplies for training and data collection;13. Train and Coordinate a data quality assurance team;14. Coordinate data collection and ensure that the data collection is completed successfully;15. Clean all data (as necessary) and provide the finalized dataset to in-country relevant stakeholders;16. Provide the raw data set to MOHS and CRS;17. Complete in-country training of selected staff of SSL and NMCP to analyze MIS data; 18. Complete data analysis of results by regions, districts, chiefdoms, rural and urban areas using the appropriate analysis

tool, produce exit tables, cross tabulations with clearly defined numerators, denominators and confidence intervals per Roll Back Malaria guidance;

19. Lead a three-day in-country meeting to present and validate preliminary results;20. Finalize report based on RBM guidelines and that has been reviewed by the MIS TWG

All data and report findings will remain the property of CRS and the MoHS and must not be published or passed on to a third party without the written permission of CRS and the MoHS.

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APPENDIX A: REQUIRED CONDITIONS / PREQUALIFICATION CRITERIA

Reference of the RFP:

Subject of the RFP: Selection of an institution / agency to conduct the Malaria Indicator Survey (MIS) in Sierra Leone

Requirements / prequalification criteria

Applicants are requested to complete this form and return it as part of their submission. Applicants will receive an acceptance / rejection score in this section. In order to be selected for Phase I, applicants will need to meet all prequalification criteria and requirements described below. Applicants will be required to answer all questions in this form or in an exact copy of this form. CRS reserves the right to verify any information contained in the applicant's responses, or to request additional information after receipt of the proposal. Incomplete or insufficient responses, lack of response or misrepresentation in response to any of the questions will affect the evaluation of proposals.

This Annex B clearly indicates the prequalification requirements / criteria. If the candidate does not meet any one of the criteria, s/he will be disqualified and will not proceed to the technical evaluation phase.

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Requirements / prequalification criteria

RequirementsCandidate's response

Professional register inserts in the country where the goods and services are supplied or in the country where the goods are produced

To meet this requirement, the applicant must submit a copy of the documents of incorporation or its legal status, place of registration and registered office of the company, and a written power of attorney from the authorized signing officer.

YES /NO

At least insert the number of years of experience

To meet this requirement, the candidate must submit a list of at least three (3) contracts performed in the past. The list should include the customer's name, amount, country and contact details (see Table A below).

YES /NO

Financial stability and soundness To meet this requirement, the candidate must present their audited financial statements, or their financial statements certified by the competent tax authorities, in accordance with local legislation, corresponding to the last three (3) years.The candidate's net income, the difference between total assets and total liabilities, must be positive.The required average annual turnover must be at least to include minimum amount $ USD, which is defined as the total of payments received by the candidate corresponding to contracts performed in the last three (3) years.

YES /NO

Payments of duties and taxes To meet this requirement, the candidate must provide a tax certificate showing that he has paid his duties and taxes.

YES /NO

No sanction measures To meet this requirement, the applicant must provide any information concerning one or more sanction measures, past or in progress, brought during the last five years, in which the applicant is or was one of the parties, information including the parties, the amount in dispute and verdict (using Annex E).

YES /NO

No conflict of interest and compliance with the Code of Ethics

To meet this requirement, the candidate must provide a certificate indicating that he has read and agrees to comply with the provisions concerning the absence of conflict of interest and the

YES /NO

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Code of ethics, by completing the form provided in Annex F.

The composition of the team meets the required conditions

To meet this requirement, your proposed staff in the country of award must meet all of the requirements set out in Table B below.

YES /NO

The list of equipment offered meets the required conditions

To meet this requirement, the equipment you offer to us in the country of award must meet all the requirements set out in Table C below

YES /NO

TABLE A : Similar experiences and references

In this table, please confirm your experience over the past five (3) years (2017, 2018, 2019) for similar contracts. Please complete and attach this table to the tender dossier, along with the certificates of performance and / or contracts for current contracts:

Contract number and date

Customer's full address (*)

Description of the service required, or description and quantity of goods ordered and country of the service or delivery

Order value (in $ USD)

End date of the provision of the services or the delivery of the goods:

Indication of the reasons for a delay in the end of the service or delivery, if there was any

The services or products provided satisfied the customer?

provided for in the contract real

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(*) Indicate the email address of the person responsible for contract management.

To be attached: supporting documents (customer's certificate) demonstrating the proper execution of the above-mentioned orders.

TABLE B : Staff experience and qualificationsTableau B Your proposal must include all supporting documents for the

requirements listed below. Failure to provide these supporting documents may constitute a reason for disqualification.

Qty YES/NO

B.1. Position:insert the name of the positionRequired conditions :insert the required conditions for the subjects below- training- Experience

insert the essential and desirable qualities and skills

The CV and certificates must be attached to this call for tenders.

Enter the number of people required

B.2. Position:insert the name of the positionRequired conditions :insert the required conditions for the subjects below- training- Experience



Enter the number of people required



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TABLE C : Minimum equipment and required conditions

Complete as appropriate

N°Description and minimum requirements

Quantity YES/NO

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APPENDIX B: TECHNICAL PROPOSAL SUBMISSION FORM

o This Technical Proposal Submission Form must be completed in its entirety.o This technical proposal submission form consists of this cover page, the certificate of eligibility and authority to sign the

proposal, and the applicant's actual technical proposal.o The entire technical proposal and all required and optional documents associated with the technical component of the

proposal must be placed in a self-addressed envelope marked:

insert the reference of the RFP - insert the title of the RFP - Technical proposal - (name and address of the candidate)

If the submission is by email, the subject line will be:

insert the reference of the RFP - insert the title of the RFP - Technical proposal - (name and address of the candidate)

o The Technical Proposal Cover / Technical Proposal Email is attached in accordance with the instructions in the RFP.o The duly completed and signed Technical Proposal Submission Form, as well as the document regarding the

Requirements / Prequalification Criteria document duly completed by me (Annex 1 of this offer), as well as all other supporting documents submitted in accordance with the requirements of the RFP or voluntarily, constitute the technical proposal of the candidate and fully respond to the request for proposal insert the reference of the RFP

Information and confirmation of the candidate's eligibility Answer

In what year was your business or organization created?

In which province, state, country is your business or organization located?

Has your business or organization ever filed or filed for bankruptcy? (If YES, explain in detail the reasons, the date of the request and the current status of your situation.)

Yes _____; No ______

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Are you or your company in receivership unless you can prove that you are legally authorized to continue to operate? Yes _____ ; No ______

Have you ever been suspended or kicked out by a government, a UN agency or any other international organization? If YES, provide more details, including date of reinstatement, if applicable.

Yes _____ ; No ______

Have you ever been fired for breach of contract? If YES, describe in detail.. Yes _____ ; No ______Confirm that you or your company have a valid business license to work in / in the country where the goods are manufactured or where the services are to be provided.

Confirmation :

Yes _____ ; No ______

Confirm that the candidate and your sub-contractors have not contributed to the preparation of all or part of the RFP documents or consultation papers.

Confirmation :

Yes _____ ; No ______

Confirm that you and your company will cooperate with CRS or its agent during assessments, reviews, audits, inspections, insurance validations, anti-fraud activities, investigations or any other action.

Confirmation :

Yes _____ ; No ______

Confirm that you will abide by the Code of Conduct for the Protection of Assistance Recipients from Sexual Exploitation and Abuse in Humanitarian Relief Operations.

Confirmation :

Yes _____ ; No ______

I, the undersigned (name of signing officer) _______________________________________, certify that I am duly authorized by inserting the full name of the candidate to sign this proposal and to initiate insert the name of the candidate if CRS accepts this proposal.

(Signature) (Name) (Position)

________________

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(Dated)Indicate the name and contact details of your company's main contact for this quote:

Name: ________________________________ Position: ________________________________________________________________Mailing address (street, number, city, province / state): __________________________

____________________________________________________________________________

Phone. : _________________________ Fax: ___________________________

Email address : _______________________________

Offer valid until: _____date_____ 60 days minimum

Offer currency: indicate the currency 30-day payment period accepted: □

Technical proposal submission formThe candidate's proposal must be organized according to the format of this RFP. Each applicant must respond to each request or requirement specified and indicate that they understand and agree to the requirements specified by CRS. The candidate must identify and clarify any important hypothesis in the development of his proposal. Postponing a response to a question or problem during the contract negotiation stage will not be accepted. Any element not expressly dealt with in the candidate's proposal will be considered as accepted by the latter. The terms “applicant” and “provider” refer to companies that submit a proposal under this RFP.

When faced with a requirement or a request for a specific approach, the candidate must not only indicate his acceptance, but also describe, if applicable, how he intends to comply. Any lack of response on a certain point will be considered as acceptance of that point. When a descriptive response is requested, failure to produce this response will be deemed to be a breach.In the event of non-compliance, the candidate must indicate the reasons for this and, if necessary, propose an alternative solution, and the advantages and disadvantages of this proposal for CRS.

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SectionCandidate's technical response to the following requirements:

Maximum of points Indicate the page number of your technical proposal

1 Organizational Capacity and Consultant ExperienceThe company's expertise (operational capacity, relevant experience, main customers and countries, in particular Sierra Leone, Experience in conducting analyzes of health phenomena, Experience in conducting similar surveys, in particular MIS or EDS or MICS surveys,Evidence of the organizational capacity and experience necessary for the performance of contracts of a similar nature, including the nature and value of associated contracts, as well as current and contractually committed contracts, certificates of completion and availability during the period

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1.1 Approach, Methodology and Work PlanApproach and Methodology proposed for carrying out the mission

10

2 Proposed work plan, survey budget and schedule, resources to be used

10

2.1 The protocol including the data collection instruments and the analysis plan.

10

2.2 Description of the analysis plan and the software used for the analysis

10

2.3 Qualifications of Key Mission PersonnelSkills in the fields of public health, methodology, epidemiology, statistics, biology.Presentation of CVs of key personnel

20

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APPENDIX C: FINANCIAL PROPOSAL SUBMISSION FORM

Financial proposal submission form

a. This financial proposal submission form must be completed in its entirety.b. Financial proposals must be submitted in: US $c. Any price proposal must be placed in a separate, self-addressed envelope marked:DO NOT OPEN !!! Insert the reference of the RFP - insert the title of the RFP - Financial Proposal - (name and address of the candidate)If the submission is by email, the subject line will be:insert the reference of the RFP - insert the title of the RFP - financial proposal - (name and address of the candidate)d. The completed Financial Proposal Submission Form constitutes the applicant's financial proposal and fully responds to the RFP insert RFP reference - insert RFP title. I agree to respect my financial proposal to carry out the range of services specified in the application package.

In accordance with this RFP, I, the undersigned, offer to provide all labor, materials and equipment, in order to provide the goods and services set out in the RFP. This must be done at the price defined in this annex and according to the terms of the contract appearing in this RFP.______________ ___________________________ ____________________ (Signature) (Name) (Position)________________ (Dated)

Indicate the name and contact details of the person from your company to contact for this quote:

Name: ________________________________ Position: ________________________________

Mailing address (street, number, city, province / state): __________________________

____________________________________________________________________________

Phone. : _________________________ Fax: ___________________________

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Email address : _______________________________

Offer valid until: _____ date_____ must be at least 60 days old.

Offer currency: currency 30-day payment period accepted: □

Financial proposal submission form

Year of service Total (all inclusive)USD

Overall price for (insert quantity of goods or brief description of services)

The breakdown of your overall price should be on a separate sheet (indicate the breakdown for each period / stage). Please also indicate the desired payment terms.

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APPENDIX D: FORM FOR CONFIRMATION OF LACK OF SANCTION MEASURES

We hereby certify that remove the unnecessary option:at. No sanction measures have been taken, during the last 5 (five) years, neither against the candidate insert the name of the candidate nor against the manufacturer insert the name of the manufacturer whose products are offered by the candidate within the framework of this call for tenders.b. During the last 3 (three) years, the performance of previous contracts has resulted in one or more sanction measures against the candidate insert the name of the candidate and the manufacturer (s) insert the name of the manufacturers whose products are offered by the candidate. These sanction measures included:

Insert the date and reasons for the sanction measures and the result thereof, namely: suspension or cancellation of the manufacturing license by the regulatory authorities, product recalls, blacklisting, exclusion from participation in appeal offers, etc.

Signature_____________Last name___________________Post and stamp__________Dated___________________

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APPENDIX E: MODEL OF COMMITMENT TO RESPECT THE DECLARATION OF ABSENCE OF CONFLICT OF INTEREST AND THE CRS CODE OF ETHICS

To be printed on the candidate's letterhead

Date: Catholic Relief Services (CRS) Office of Insert the name of the country officeI, the undersigned, Mr. or Mrs.:__________________________________________________acting as: _________________________________________________________representing the company: (name of the company, address) ______________________________________________________________________________________________________________Declare that :A) Neither our company nor our staff have any conflict of interest in any activity that would place us, if selected, in a conflict of interest with CRS;B) our company confirms that neither the candidate nor its subcontractors have been associated, or involved, in any way, directly or indirectly, in the preparation of the design, terms of reference and / or other documents used as part of this call for tenders;C) neither our company nor its affiliates or subsidiaries (including our subcontractors or suppliers of any part of the contract), have been declared ineligible by CRS in accordance with Article 2 - Conditions to be fulfilled to participate in the call for tenders;D) we have not offered and will not offer any gifts or favors of any kind in exchange for this tender, and we will not do so throughout the performance of any contract. assigned.

Finally, I authorize CRS to verify this information. I also agree to assume the consequences of any breach of this contract in the context of the performance thereof.

Date: ___________________________________________________________________

________________________________________________________________________Signature of the legal representative of the companyStamp

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