The International Foundation for Electoral Systems (IFES): Request for Quotations for Conducting a Nationwide Pre-Election Public Opinion Survey in Moldova

 Moldova Pre-Election Survey RFQ

Date:               May 15, 2025

Deadline:         May 26, 2025

Ref.:                Moldova Elections Support Project

Subject: Request for Quotations for Conducting a Nationwide Pre-Election Public Opinion Survey in Moldova

The International Foundation for Electoral Systems (IFES) invites your firm to participate in this competitive solicitation for pricing, delivery, and terms of potential sale of the following services for the IFES office in Moldova. IFES reserves the right to reject any and all offers, to add, delete, or modify any element of the solicitation at any time without prior notification and without any liability or obligation of any kind. This RFQ does not obligate IFES to enter into a contract nor does it obligate IFES to pay any costs incurred in the preparation of submission of any Response.

BACKGROUND

IFES is an independent, non-governmental organization (NGO) with headquarters registered in the United States of America. IFES supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions.

As the global leader in democracy promotion, we advance good governance and democratic rights by:

• Providing technical assistance to election officials
• Empowering the underrepresented to participate in the political process
• Applying field-based research to improve the electoral cycle

Since 1987, IFES has worked in over 145 countries – from developing democracies to mature democracies.

IFES wishes to conduct a pre-election survey in Moldova before the 2025 parliamentary election under its Moldova Elections Support Project. This project is funded by the UK International Development from the UK government.  The survey will be conducted face-to-face and will inform and support IFES programming in Moldova, as well as support the work of the Central Election Commission (CEC) in the pre-election phase. The description, specifications, and requirements for the survey are provided below.

1. Nationwide Pre-Election Public Opinion Survey

1A. DESCRIPTION OF GOODS/SERVICES – Nationwide Pre-Election Public Opinion Survey

Responsibilities of Contractor (in close consultation at every stage with IFES):

1. Format, review for context, translate and print the Contractor is expected to translate the questionnaire into Romanian and Russian. In consultation with the contractor, translation into Gagauz may be added.

2. Pretest the formatted and translated questionnaire in all languages.

3. Identify population database used to design the sample of the national face-to-face survey.

4. Select sampling approach for the survey, construct sample and identify method for selecting respondents in consultation with IFES.

5. Describe means to be used to examine the representativeness of the achieved sample for the survey.

6. Manage all aspects of fieldwork for the face-to-face survey.

7. Screen and hire field staff with appropriate qualifications and regional knowledge.

8. Prepare detailed instructions for interviewers (to be reviewed by IFES) and conduct training of interviewers and enumerators.

9. Develop coding scheme; code, enter, and clean data.

10. Prepare electronic data file, marginal results, tabulations, and a methodological report.

1B. MATERIALS DELIVERED BY CONTRACTORS TO IFES – Nationwide Pre-Election Public Opinion Survey

1. The translated and formatted questionnaires in Romanian and Russian languages (and Gagauz if required).

2. Pre-test results and recommendations for changes in questionnaire for surveys.

3. Sample design and approach used to select respondents for face-to-face survey.

4. Coding scheme (based on question numbers and skips and filter instructions in questionnaire), including codes for open-ended questions.

5. Data frequency results for all questions, with weights, if weights are needed for national representativeness. If weights are needed, Contractor shall specify weighting methodology.

6. Electronic data file in SPSS.SAV and CSV format using coding scheme and open-end code formulation specified by IFES survey research team including any weight variables that may apply.

7. A detailed methodological report for the survey.

1C. SURVEY METHODOLOGY & SAMPLING PROCEDURES – Nationwide Pre-Election Public Opinion Surveys

Methodology for National Survey

Questionnaire: The survey questionnaire will consist of approximately 45-50 closed-ended questions and 5-7 open-ended questions, not including standard demographics (sex, age, education, occupation, income, employment status, place of residence, ethnicity, etc.). Interviewing time is estimated to take around 40-45 minutes.

Interviewing technique: Face-to-face interviewing in respondents’ households.  If face-to-face interviewing is not possible in specific areas of the country, Contractor shall specify type of interviewing approach that will be utilized in these areas.  Before fieldwork starts, the translated and formatted questionnaires shall be pretested with 40-50 adults in both urban and rural areas. The selection of respondents for the pretest shall also take into account gender, age, and other appropriate demographic criteria such as ethnicity and language. The pretest will identify comprehension problems, the appropriateness of response options, and the sensitivities that any questions may arouse.

Sample Design:

• The Contractor will provide sample for face-to-face survey of 1,200 respondents (adult citizens 18 years or older) with an oversample of 100 each in ethnic Gagauz and Bulgarian communities.
• The Contractor shall use a multi-stage, probability proportional to size (PPS) selection method using random selection techniques to select sampling points, where possible.
• Overall, no more than 8-10 interviews shall be conducted in any one sampling point.
• For the final results, the Contractor will supply IFES with appropriate weights to bring the realized sample in line with population parameters to correct for possible regional disparities or discrepancies between actual population demographics and achieved sample demographics in terms of gender and age.

Contractor shall obtain IFES approval before finalizing sample design. Contractor shall also obtain approval from IFES for any changes during the fieldwork process.

Respondent Selection

• The Contractor shall specify the method used to select respondents. Interviewers are not allowed to make any substitutions except in the following instances: (1) when the respondent completely refuses to be interviewed or to complete the interview; (2) if the respondent is not included in the sample because the respondent is not in the target age or gender group; (3) the selected building is not a home (e.g. company, shop, school, public institution, etc.); or (4) the respondent is not home. It is never acceptable to do substitutions within the household.
• At least two call backs should be done and documented if the randomly selected respondent is not at home at the time of the interview.

Supervision of Fieldwork: Contractor shall ensure that at least at least 15% of completed interviews are back-checked by supervisors and the management team, and all completed questionnaires are subjected to quality control for proper administration. Contractor shall immediately contact IFES should any problems be detected with the quality of the fieldwork.

Data Entry: Contractor shall enter data into software that can easily transfer data to SPSS and CSV. The Contractor shall ensure 100% verification of entered data, and shall use logic-testing techniques to verify the soundness of the data.

After completion of the first 300 interviews, the Contractor shall send IFES a list of suggested codes for open-ended questions on the survey, along with sample responses that fit the suggested codes.  The Contractor shall code open-ended questions according to the coding scheme approved by IFES.

The Contractor shall submit a data file in SPSS and CSV formats to IFES upon completion of the data processing. This file will contain variables that will be named according to the English questionnaire number, eg. Q1, Q2, etc. All value labels shall replicate response choices as closely as possible according to the English questionnaire.  All “Don’t know” responses shall be coded to end in a ‘8’, e.g. 8, 98; All “Refused” responses shall be coded to end in a ‘9’, e.g.: 9, 99, etc. Please note that DK and NR responses should not be classified as ‘system missing’ responses.

The Contractor shall construct weights necessary to ensure that the sample is representative according to region, gender and age.

Methodological Reports: The Contractor shall submit a methodological report for the survey within one week of completion of data processing.   This report shall outline the sampling information, as well as descriptions of fieldwork operations and data processing. The report shall also provide a complete breakdown of response and non-response statistics, including response rate.

1D. ANTICIPATED TIMELINE FOR PROJECT – Nationwide Pre-Election Public Opinion Survey

• June 2, 2025 – IFES submits the questionnaire to contractor for translation and comments.
• June 9 2025 – Translated questionnaires due to IFES; Detailed sampling plan and procedures submitted to IFES.
• June 11 2025 – Review of translations by IFES; comments to contractor; IFES signs off on final sampling plan.
• June 12-18, 2025 – Contractor pre-tests questionnaires in all languages; pretest results and recommendations to IFES; questionnaire finalized.
• June 19-20, 2025 – Interview training.
• June 23, 2025 – Fieldwork starts.
• July 7 2025 – Fieldwork ends.
• July 14, 2025 – Data file due to IFES.
• July 18, 2025 – Methodological report due to IFES.

1E. REQUIREMENTS – National Public Opinion Survey

The response should address in English all of elements of the project design (document not to exceed 20 pages) as follows:

1. Description of the sample to include: (1) sample design with levels of stratification; (2) method used to select respondents; (3) number of interviews planned for each sampling point; (4) method used to examine the representativeness of the achieved sample; (5) population source for sample design.

2. Staffing information to include: (1) CVs of key personnel who will be responsible for implementing activities; (2) qualifications and experience of the members of your staff who will be directly handling this project; (3) the number of interviewers used for fieldwork; (4) the number of field supervisors accompanying interviewers in the field.

3. Cost in local currency for vendors registered in Moldova and in US Dollars for all other vendors, with all applicable taxes/charges clearly identified, provided against each of the categories of services described in this request and with a total cost clearly provided at the end of the cost proposal. The Contractor will provide sample for face-to-face survey of 1,200 respondents (adult citizens 18 years or older) with an oversample of 100 each in ethnic Gagauz and Bulgarian communities.

4. Relevant past experience to include: (1) examples of similar survey projects; (2) list of clients.

Prospective contractors must also submit the following information in the Response:

1. A contact name, email address, and telephone number to facilitate communication between IFES and the prospective contractor.

2. General information about the contractor’s history and experience.

3. If a government, its agents, or agencies, have an ownership or managerial interest in the company, the prospective contractor must indicate this when submitting its offer. Failure to do so will result in the prospective contractor’s offer being removed from consideration.

4. A brief outline of the company, including:

a. Full legal name and address of the company or individual;

b. Corporate and tax registration documents

c. Full name of the legal representative (president or managing director) of the company (not applicable for individuals);

d. Name of any individuals or entities that own 50% of more of the company;

e. Year business was started or established; and

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

5. The prospective contractor must disclose in writing with its Response any subcontracting that will take place under an award. Failure to disclose subcontracting relationships will result in the prospective contractor’s offer being removed from consideration.

6. IFES requests quotations for the above listed goods/services for the national public opinion survey on a unit fixed price basis.

7. Contain detailed cost in local currency for vendors registered in Moldova and in US Dollars for all other vendors, with all applicable taxes/charges clearly identified, provided against each of the categories of services described in this request.

8. Detailed description of past experiences providing similar services to international NGOs.

9. Names, addresses, and telephone numbers of three business references, and approval to contact the listed references. IFES reserves the right to request and check additional references.

10. Prospective contractor must be legally registered under the laws of the country in which they are organized and possess all licenses, permits and government approvals necessary for performance of the work.

All Responses shall be in the English language.

1F. EVALUATION – Nationwide Pre-Election Public Opinion Surveys

IFES will evaluate bids based on the following criteria:

1. Adequacy of Sampling Approach 20%

The offer must meet the methodological requirements for the sample design listed in the RFQ

2. Field work and Quality Control Procedures 30%

The offer must describe in detail the fieldwork procedures and quality control measures to meet requirements listed in the RFQ

3. Cost Proposal Effectiveness and Reasonableness 20%

The total cost must be reasonable and show efficient use of resources, and additional costs, if any, must be clearly identified. Offers will be compared amongst bidders meeting technical requirements

4. Data Processing Procedures 15%

The offer must meet requirements for data processing procedures and tabulations, as well as questionnaire pretesting as listed in the RFQ

5. Organizational Experience and Qualifications of Key Personnel 15%

IFES will consider the experience of the organization and the key personnel in the implementation of similar projects in the past

Evaluation Criteria Grading for Each Criterion:

Highly Exceeds Expectations 5 Points

Slightly Exceeds Expectations 4 Points

Meets Expectations 3 Points

Meets most but not All Expectations 2 Points

Does Not Meet Expectations 1 Point

SCHEDULE OF EVENTS

Release of RFQ May 15, 2025

Questions Due May 19, 2025

Answers from IFES May 21, 2025

RFQ Closes – All Bids Due May 2025 17:00 hrs Chisinau time.

The schedule noted above may be changed at any time in the sole discretion of IFES. All communication must adhere to this schedule and shall be to the attention of dmunteanu@ifes.org

SUBMISSION INSTRUCTIONS

All quotations must be on a company’s letterhead with the company’s contact name and address. Email submission should have the subject “Moldova Pre-Election Survey RFQ” and the Offeror’s name in the subject line.

All quotations must be submitted via email to dmunteanu@ifes.org by the deadline. IFES will confirm receipt of any submissions sent via e-mail.

GENERAL TERMS AND CONDITIONS

1. IFES will only consider responsive Responses from responsible contractors.

2. Collusion is strictly prohibited. Collusion is defined as an agreement or compact, written or oral, between two or more parties with the goal of limiting fair and open competition by deceiving, misleading, or defrauding a third party.

3. Prices quoted must be valid for entire length of contract.

4. Unit prices are 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.

5. All procurement will be subject to IFES contractual terms and conditions, and contingent on the availability of donor funding.

6. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability.

7. IFES reserves the right to accept all or part of the quotation when awarding the contract.

8. All information provided by IFES in this RFQ is subject to change at any time. IFES makes no certification as to the accuracy of any item and is not responsible or liable for any reliance on or use of the information or for any claims asserted therefrom.

9. IFES reserves the right to require any prospective contractor to enter into a non-disclosure agreement.

10. The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by the prospective contractor or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES.

11. The selected contractor must keep survey data and results confidential, with IFES being the sole authorized owner of the findings.

12.  IFES reserves the right to keep the findings confidential and only publicize selected results, if any.

IFES has zero tolerance for fraud. Fraud is any act or omission that intentionally misleads, or attempts to mislead, to obtain a benefit or to avoid an obligation. If you have concerns about potential fraud in any way related to IFES projects, contracts or activities, please contact IFES’ Compliance Hotline at +1 202-350-6791.

End of RFQ