BID No. 06/15
REQUEST FOR PROPOSALS
FOR A
THIRD PARTY ADMINISTRATOR OF THE ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THE
ORGANIZATION OF AMERICAN STATES
DEPARTMENT OF HUMAN DEVELOPMENT AND EDUCATION(DHDE)
EXECUTIVE SECRETARIAT FOR INTEGRAL DEVELOPMENT
GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES(GS/OAS)
Department of Procurement
August 19, 2015
TABLE OF CONTENTS
1. Background
2. Objective
3. Terms of Reference
4. Governing Law
5. Bidders’ Inquiries
6. Proposal Submission
7. Evaluation
8. Award
9. Contractual Terms and Conditions
Appendixes
Appendix 1 Terms of Reference
Attachment 1: Description of the Placement and Administration Processes.
Attachment 2: Description of the OAS Academic Scholarship Program and the basic rules and regulations that govern it.
Attachment 3: Strategic Plan for Partnership for Development 2006-2009. Description of the objectives and areas for action and the priorities established by the Permanent Executive Committee of the Inter-American Council for Integral Development (CEPCIDI).
Attachment 4: Information to be provided by the GS/OAS Department of Human Development to the Third-Party Administrator.
Attachment 5: Glossary of terms.
Appendix 2 Contractual Terms and Conditions
Appendix 3 Formats
2
BID No. 06/15
REQUEST FOR PROPOSALS
FOR A
THIRD PARTY ADMINISTRATOR OF THE ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THEORGANIZATION OF AMERICAN STATES
DEPARTMENT OF HUMAN DEVELOPMENT AND EDUCATION(DHDE)
EXECUTIVE SECRETARIAT FOR INTEGRAL DEVELOPMENT
1. BACKGROUND
1.1 The Organization of American States (OAS) brings together the nations of the Western hemisphere to promote democracy, strengthen human rights, foster peace, security and cooperation and advance common interests.
The origins of the Organization date back to 1890 when nations of the region formed the Pan American Union to forge closer hemispheric relations. This union later evolved into the OAS and in 1948, 21 nations signed its governing charter. Since then, the OAS has expanded to include the nations of the English-speaking Caribbean and Canada, and today all of the independent nations of North, Central and South America and the Caribbean make up its 34 member states.
1.2 The objective of the OAS Program of Scholarships and Training is to assist the member states with their domestic efforts in pursuit of integral development goals by supporting human resource development in the priority areas established by the Summits of the Americas, the Strategic Plan for Partnership for Integral Development of the Inter-American Council for Integral Development (“CIDI”), and the OAS General Assembly. The OAS is committed to promoting and supporting human capacity development and the strengthening of bonds among the peoples in the Hemisphere by maximizing the number of scholarships awarded in reputable educational institutions in its member states with the resources available.
1.3 The OAS Academic Scholarship Program (“the Program”) provides scholarships to individuals who are citizens of the 34 countries which comprise the OAS member states for undergraduate and graduate studies or graduate research at colleges and universities in any of the OAS member states.
2. OBJECTIVE
2.1 The objective of this bidding process is to select a Third-Party Administrator (TPA) for the OAS Academic Scholarship Program. This TPA will assist the OAS Department of Human
3
Development and Education (DHDE) in the administration of the scholarship benefits assigned to each scholarship recipient; and with the academic oversight of each scholarship recipients for the period covered by the scholarship.
2.2 The financial proposal shall be for a period of six (6) years, starting January 1st, 2016. The resulting contract will be for one (1) year and may be renewed and extended thereafter for successive (twelve) months period, up to six (6) years; based on the results of yearly vendor performance assessment by the Director of Department of Human Development and Education (DHDE).
2.3 This RFP does not in any manner whatsoever constitute a commitment or obligation on the part of GS/OAS to accept any Proposal, in whole or in part, received in response to this RFP, nor does it constitute any obligation by GS/OAS to acquire any goods or services.
3. TERMS OF REFERENCE
The Terms of Reference (TORs) for the consulting services of a Third-Party Administrator for the OAS Academic Scholarship Program are outlined in Appendix 1 of this Request for Proposals (RFP), and, therefore, becomes part thereof.
4. GOVERNING LAW
The selection process of the consultant services are regulated by:
4.1 This RFP.
4.2 The Procurement Contract Rules of the GS/OAS, approved by Executive Order No. 00-1.
4.3 The Performance Contract Rules, approved by Executive Order No. 05-04, Corr. No. 1.
4.4 The Executive Orders, memoranda and other dispositions and official documents of the GS/OAS applicable to this process.
5. BIDDERS’ INQUIRIES
5.1 Bidders may submit any inquiry or request for more information and clarification regarding technical specifications in this RFP no later than five (5) business days prior to the bid closing date.
5.2 The requests must be submitted in a written format to the attention of Mr. Alex P. Grahammer, Director of the Department of Procurement (DP), by e-mail to: [email protected] , [email protected] with copies to [email protected] and [email protected].
5.3 The responses to these requests will be submitted in written format to all Bidders no later than three (3) business days before the bid closing date.
6. PROPOSAL SUBMISSION
4
6.1 Submittal Format
6.1.1 Proposals shall be submitted in 3 sealed envelopes. The first envelope will contain the Technical Proposal; the second envelope will contain the Price Proposal; and the third envelope will contain the legal documentation required in Section 6.2.3.
6.1.2 The Proposals shall be submitted in hard copy: one (1) original and one (1) copy. The sealed envelope containing Bidder’s Proposal shall be labeled:
GS/OAS BID NO. 06/15 – THIRD PARTY ADMINISTRATOR OF THE OAS ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THE OAS - DO NOT OPEN”_______________________________ (Bidder’s Name)
6.1.3 The Proposals shall be delivered to:
The General Secretariat of the Organization of American StatesDepartment of Procurement 1889 F Street, N.W., 4th FloorWashington, DC 20006USA
6.1.4 Additionally, the Proposals shall be submitted by electronic mail to the attention of Mr. Alex P. Grahammer, Director a.i. of the Department of Procurement. Proposals sent by e-mail should be in PDF format, sent to [email protected] with copies to [email protected] ; [email protected] and [email protected], and each document, including attachments, that conforms the Proposal must not exceed 15 MB each.
6.1.5 The Proposals shall be signed by the Bidder’s legal representative.
6.1.6 The Proposals shall remain valid and open for acceptance for a period of at least ninety (90) calendar days after date specified for receipt of proposals. The term of validity of the Proposals must be expressly stated on the same Proposal.
6.1.7 By submitting a Proposal, the Bidder gives express warranty of its knowledge and acceptance of RFP and the rules and conditions that governs the bidding process. Likewise, the Bidders shall warrant the accuracy and reliability of all information they submit in this procurement process.
6.1.8 The Bidders shall bear any and all costs or expenses associated with or incurred in the formulation or development of a Proposal in response to this RFP.
6.2 Required Documents and Formats in the Proposals
6.2.1 Content of the Technical Proposal :
The Technical Proposal shall include the following information/documents:
5
Documents related to Contractor’s Experience
a) A general description of the background of the Bidder.
b) A detailed description of the Bidder’s work experience similar or relevant to this Project. The description shall indicate what work it did, when and where it did it, whom it did it for, and what methods it used.
c) A minimum of five (5) references from Bidder’s clients to which similar or relevant services were provided during the last three (3) years. These references should include: the name of the client, contact person, telephone and fax numbers and e-mail address, and a description of the work performed and the duration of the project. For this purpose, please use Format 3 of Appendix 3.
Documents related to the Service Offered
d) Work Plan with an indication of the methodology, deliverables, activities to be developed and an estimated timeline for delivery of the requested services, in accordance with the Terms of Reference.
If the Bidder plans to perform the Work with subcontractors and/or in joint venture with other firms, the Work Plan should address the interrelationship of them and how potential inefficiencies such as organization, communications, and process can be avoided. If the form of a joint venture is considered to submit a Proposal, the Technical Proposal should additionally address joint and several liabilities for all partners.
Other information
e) Information of Bidder’s point(s) of contact. Provide the name, position, telephone number, email, and fax of the person or persons serving as coordinator or focal point of information of the Bidders concerning this bidding process.
f) Other documentation and/or information that supports each of the technical evaluation factors as per Section 7.4.1, a) of this RFP.
6.2.2 Content of the Price Proposal :
The Price Proposal shall be the total cost offered by the Bidder for the Evaluation of the Inter-American Program on Education for Democratic Values and Practices (EDUCADEM) of the Secretariat for Administration and Finance; which shall be expressed in US Dollars (US$), in numbers and with a description.
a) A Fixed Price Contract will be signed with the prospective Contractor, therefore Price Proposals shall include all anticipated expenses for delivering the consultancy, included but not limed to fee, travel (airfare, hotel, per diem), and other costs associated with cost of executing the activities.
6.2.3 Legal Documentation required only for Consulting Firm :
i. A copy of the Bidder’s certificate of incorporation issued by the competent authority
6
of its country.
ii. A copy of the Bidder’s bylaws.
iii. A copy of the Bidder’s license to do business in the corresponding jurisdiction (if required under the law of the duty station where the work is to be performed).
iv. A copy of the W-9 Form for US Companies and the Employer Identification Number for companies outside of the US.
v. A copy of the Bidder’s latest general balance sheet of 2012 or 2013; and copy of the Bidder’s latest three (3) audited financial statements, for the years 2011, 2012 or 2013. These financial statements must be signed and/or appropriately certified by the Chief Financial Officer of the Bidder. In addition, the Bidder’s DUNS number must be provided US registered companies.
vi. A list of the directors, officers, and the names of any stockholder with more than 50% of the stock.
vii. A statement where Bidder acknowledges that he or she has read and understood the Contractual Terms and Conditions as per Appendix 2 of this RFP. The statement should follow Format 1 of Appendix 3. If the Bidder does not agree with any of the Contractual Terms and Conditions of GS/OAS, he or she should expressly indicate so in its Proposal, offer alternative language, and present the rationale of its proposal.
viii. A disclosure statement of conflict of interest. The statement should follow Format 2 of Appendix 3. In the event of the Bidder intends to subcontract or perform the contract in joint venture, such statement shall be also disclosure by the subcontractors and by each member of the joint venture.
6.3 Closing Date for Receipt of Proposals
6.3.1 Both the sealed and electronic proposals must be received by the GS/OAS no later than, 10:00 a.m. EST, on September 16, 2015.
6.3.2 Proposals submitted after the deadline will not be considered.
6.4 Limited Use of Data
If the Proposal includes data that the Bidder does not want to disclose to the public for any purpose or used by the GS/OAS except for evaluation purposes, the Bidder shall include in its Proposal a statement signed by its legal representative with the following legend:
USE AND DISCLOSURE OF DATA
This Proposal includes data that shall not be disclosed outside the GS/OAS and shall not be duplicated, used, or disclosed— in whole or in part—for any purpose other than to evaluate this Proposal. If, however, a contract is awarded to this Bidder as a result of—or in connection with—the submission of this data, the GS/OAS shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the GS/OAS' right to use information contained in this data if it is obtained from another source
7
without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets].
7. EVALUATION
7.1 Evaluation Authority
The Proposals will be evaluated by the Contract Awards Committee (CAC) of the GS/OAS.
7.2 Requests for Clarifications
7.2.1 In order to enhance the CAC’s understanding of Proposals, allow reasonable interpretation of the Proposal, or facilitate the CAC’s evaluation process, the CAC may submit, in writing, any inquiry or request to the Bidders for explanation, substantiation or clarification of certain aspects of its Proposals.
7.2.2 Likewise, during the evaluation process, the CAC may offer the Bidders an opportunity to eliminate minor irregularities, informalities, or apparent clerical mistakes in its Proposals.
7.2.3 Requests for clarifications shall not be used to cure Proposal deficiencies or material omissions that materially alter the technical or cost elements of the Proposal, and/or otherwise revise the Proposal. Information provided by the Bidder that was not expressly solicited by the CAC through a request for clarification will not be considered during the evaluation.
7.2.4 Inquiries or requests for clarification will be addressed to the point of contact indicated by the Bidders in its Proposal.
7.3 Evaluation Process
7.3.1 The evaluation of the Proposals will be performed as a whole, in two (2) phases: Technical Evaluation and Price Evaluation. The purpose of the Technical Evaluation is to analyze and evaluate the Technical Proposal, and the purpose of the Price Evaluation is to analyze and evaluate the price offered.
7.3.2 Proposals will be admitted for evaluation only if they comply with the mandatory minimums contained in the TORs. Once admitted, the CAC shall analyze and rate those Proposals using the evaluation factors set forth in paragraph 7.4.
7.4 Award Criteria
The CAC will review, evaluate, and compare all Proposals according to, but not necessarily limited to, the following criteria:
7.4.1 Technical Criteria:a) Relevant Experience: Bidder’s relevant experience and past performance will be
evaluated in respect to past or current efforts similar or relevant to this Project.
8
b) Bidder's Technical Proposal that meets or exceeds the RFP requirements.
c) Bidder's approach, thoroughness, and completeness of the Proposal.
d) Bidder’s competency and references.
e) Bidder’s technology capabilities.
f) Bidder’s contacts and networks within the United States and internationally.
g) Bidder’s transition and implementation plans.
h) Bidder’s account management team.
i) Bidder’s reporting capabilities.
j) e) References Check: The GS/OAS will request performance information from Bidder’s previous clients.
k) f) Financial Capability: Assesses the financial condition of the Bidder to perform the Contract through the review of the Bidder’s financial statements.
7.4.2 Price Criteria
a) Price Proposal.
7.5 Discussions and Negotiations
Before awarding the Contract, the GS/OAS may choose to negotiate the terms, conditions and deliverables of the Contract with the Bidders that, in the opinion of GS/OAS, are within the competitive range. After the negotiations, the GS/OAS will issue a request for Best and Final Offer (BAFO) so those Bidders will have the opportunity to revise or modify its initial Proposal. The CAC shall analyze and rate those BAFOs using the evaluation factors set forth in Section 7.4 of this RFP.
8. AWARD
8.1 The trade-off analysis decisional rule will be applied for the evaluation of the Proposals. Under this rule, the GS/OAS will evaluate both price and non-price factors and will award the Contract to the Bidder proposing the combination of factors which offers best value to the GS/OAS. Therefore, the GS/OAS reserves the right to consider award to other than the lowest price bidder or the highest technically rated bidder.
8.2 All technical evaluation factors, when combined, are significantly more important than cost or price. The quality and cost will account for 60% and 40%, respectively, of the final score.
8.3 The GS/OAS reserves the right to award the contract to multiple contractors rather than a single contractor.
8.4 The GS/OAS reserves the right to reject any or all Proposals, and to partially award the Contract.
8.5 The award will be notified to the winning Bidder. Such communication shall not be construed as a Contract with the GS/OAS. The award is contingent upon the winning Bidder’s acceptance of the
9
terms and conditions of the proposed Contract, which will be drafted by the GS/OAS based on this RFP and the winning Proposal. Consequently, the Contract shall come into effect when signed by both GS/OAS and the duly authorized representative of the winning Bidder.
9. CONTRACTUAL TERMS AND CONDITIONS
9.1 Mistakes
9.1.1 Contractor shall be liable for improper or incorrect use of the data collected or information disclosed to Contractor by GS/OAS in connection with its Proposal, and/or in connection with any subsequent contract negotiations between GS/OAS and the Contractor.
9.1.2 The data and related information are legal documents and are intended to be used as such.
9.1.3 Contractor takes full responsibility for any errors or mistakes with respect to its bid proposal. Contractor has used its best efforts to ensure the accuracy, reliability and completeness of its proposal, and agrees that any cost of any modification of proposal or contract terms based on Contractor’s error in the information it has provided with its proposal shall be borne solely by Contractor.
9.2 Privileges and Immunities
9.2.1 Nothing in the Contract shall constitute an express or implied agreement or waiver by the GS/OAS, the OAS, or their personnel of their Privileges and Immunities under the OAS Charter, the laws of the United States of America, or international law.
9.2.2 Contractor is not entitled to any of the exemptions, privileges or immunities, which the GS/OAS may enjoy arising from GS/OAS status as a public international organization.
9.3 Indemnification to Third Parties for Contractor’s Negligent or Wrongful Acts
9.3.1 Contractor shall fully indemnify and hold harmless the Organization of American States, GS/OAS, and its officials, employees, agents, affiliates, successors and assigns from and against: (i) all claims, damages, actions, liabilities, losses, fines and penalties, and expenses, including but not limited to attorneys' fees, arising out of or resulting from Contractor’s negligence or deliberate wrongful acts in relation to the Contract, and (ii) worker compensation claims and actions presented by Contractor’s employees and agents.
9.3.2 GS/OAS shall notify Contractor as soon as reasonably practicable after any claim covered by this Section is made against it or, with respect to any such claim made against any other person or identity entitled to indemnification under the Contract, within a reasonably practicable time after having been notified of that claim.
9.3.3 Contractor is liable to GS/OAS and shall indemnify GS/OAS for losses to GS/OAS’ property sustained through any acts committed by Contractor's employees, agents, and/or subcontractors acting alone or in collusion. Such acts include, but are not limited to, actual destruction, disappearance, or wrongful abstraction of property, money, or securities.
10
9.3.4 The provisions of this Section shall not be so construed as to affect any waiver of subrogation rights on the part of any insurance company, as provided in any policy of insurance covering GS/OAS.
9.4 Due Diligence and Information on the Contract
9.4.1 By submitting a Proposal, the Bidder represents and warrants that it has studied and is thoroughly familiarized with the requirements and specifications of the Contract in their entirety. This includes familiarity with the Contract Documents attached to the RFP, with all current equipment, labor, material market conditions, and with applicable laws, such that the Bidder accepts responsibility for and is prepared to execute and shall completely fulfill all obligations under the Contract.
9.4.2 By submitting a Proposal, the Bidder also accepts that it will not make any claim for or have any right to damages because of any misinterpretation or misunderstanding of the Contract, or because of any information which is known or should have been known to the Bidder.
9.5 Insurance
9.5.1 For the duration of this Contract, the Contractor shall purchase and maintain in a company or companies, to which GS/OAS has no reasonable objection, such insurance as will protect the Contractor, GS/OAS, and the OAS, from claims set forth below, which may arise from operations under this Contract by the Contractor or by a Sub-Contractor of the Contractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts they may be liable. The Contractor is required to carry insurance with limits equal to or greater than those set forth in the Table below:
Commercial General Liability $1,000,000 Personal/Bodily Injury$1,000,000 Each Occurrence$2,000,000 Products/Completed Operations Aggregate$2,000,000 General Aggregate, per premises aggregate
Business Automobile $1,000,000 Each AccidentWorker's Compensation Statutory Limits or $500,000, whichever is greater,
based on the benefits levels of the deemed state of hireEmployer's Liability $1,000,000 Bodily Injury by Accident Per Employee
$1,000,000 Bodily Injury by Disease Per Employee$1,000,000 Bodily Injury by Disease Policy Limit
Umbrella/Excess Liability $ 4,000,000 Each Occurrence.4,000,000 Aggregate, per Project.
9.5.2 The Contractor shall name the GS/OAS as an additional insured under such policies, and shall provide the GS/OAS with a certificate evidencing the above insurance coverage.
9.5.3 The Contractor shall require all subcontractors to have insurance having the same or similar coverage as that specified above in paragraph 9.5.1. The Contractor is required to provide GS/OAS with proof of those insurance policies on request.
9.5.4 The Contractor’s liability insurance shall include contractual liability insurance sufficient
11
to cover the Contractor’s obligations under paragraph 9.5.1, above.
9.6 Key Personnel
9.6.1 The personnel listed in the Contractor’s Proposal are considered essential to the work being performed under this Contract. Before removing, replacing, or diverting any of the specified personnel, the Contractor shall (1) notify the GS/OAS reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.
9.6.2 The Contractor shall make no diversion without the GS/OAS' written consent; provided, that the GS/OAS may ratify in writing the proposed change, and that ratification shall constitute the GS/OAS' consent required by this clause.
9.7 Subcontractors
9.7.1 The Contractor may enter into a contract or contractual action for the purpose of obtaining supplies, materials, equipment, or services under the Contract.
9.7.2 GS/OAS’ written consent is required for the Contractor to enter into a particular subcontract.
9.7.3 Contractor is fully responsible for Contract performance, regardless of any team arrangement between the Contractor and its Subcontractors.
9.8 Other Contractual Terms and Conditions
9.8.1 Appendix 2 of this RFP contains the Contractual Terms and Conditions of GS/OAS’ standard Performance Contract (CPR).
9.8.2 No changes to the General Terms and Conditions shall be accepted after the contract award. Once the Contract is awarded, the Contractor shall be bound by the General Terms and Conditions either as stated herein in the RFP or as mutually modified by the Parties.
12
APPENDIX 1
TERMS OF REFERENCE
THIRD PARTY ADMINISTRATOR OF THE ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THE ORGANIZATION OF AMERICAN STATES
1. Background
1.1 The OAS Academic Scholarship Program (the Program) provides scholarships to individuals who are citizens of the 34 countries which comprise the OAS member states for undergraduate and graduate studies or graduate research at colleges and universities in any of the OAS member states.
1.2 The OAS is committed to maximizing the number of scholarships awarded in reputable educational institutions in its member states within the limits of the resources available. To achieve this goal, the Program emphasizes placement of scholarship recipients in universities which belong to the OAS Consortium of Universities or with which the OAS has signed agreements for the placement of students.
1.3 Scholarships are granted for periods of no less than one (1) academic year and for no more than two (2) academic years. Currently, the total financial award from the OAS may not exceed US$30,000.00 per academic year. The award includes tuition and fees, books, subsistence allowances, materials and local travel for graduate students conducting research, health insurance, travel to and from the country of study, and monitoring costs paid to the Third-Party Administrator.
2. Objective of the Consulting Services
The purposes of the consulting services of a Third-Party Administrator (TPA) for the OAS Academic Scholarship Program are the following:
To administer the scholarship benefits assigned by the Department of Human Development and Education (DHDE) and
To exercise academic oversight for the duration of the scholarship period for each scholarship recipient.
3. Functional Specifications
The services to be provided by the Third-Party Administrator (TPA) for the Program are related to the following areas:
3.1 Financial and Academic Administration Services
1
Financial Administration Services include the management of all scholarship benefits except travel for current and future OAS scholarship recipients.
Academic Administration Services include ensuring that OAS students arrive and are registered at the host institution; advising students, monitoring academic progress, obtaining periodic information from academic advisors on the status of students’ progress, obtaining the final OAS survey report on the students’ experience as an OAS scholar. This information must be communicated to DHDE in a timely fashion. The TPA will act as a liaison between DHDE, OAS scholarship recipients, and universities.
Pricing for monitoring services must be shown as a monthly combined cost per student for financial and academic administration. The pricing per student may be broken down by first and second year.
4. TPA Specifications
4.1 The TPA must be experienced and proficient in managing scholarship programs with emphasis on international activities. Experience in multinational programs is required.
4.2 The TPA must have experience in advising and counseling university-level students, taking into account cultural differences, personal circumstances that might impact academic performance, and other issues beyond the students’ control.
4.3 The TPA must have very good oral, reading and writing skills in English, Spanish, Portuguese, and French to communicate with universities, students, and DHDE.
4.4 Institutions interested in bidding must have excellent understanding of the US immigration procedures and must be able to act as J-1 exchange visa sponsors under the SEVIS program to issue form DS-2019 for all OAS Scholarship recipients studying in the USA and individual DS-2019 forms for their dependents.
4.5 Bidders must prove the compliance of the above-mentioned requirements by including supporting documentation in their proposals.
NOTE: The winning bidder must assume the existing roster of OAS scholarship recipients and the administration of the OAS Scholarship Program with new OAS scholarship recipients after the TPA contract has been signed. If applicable, the OAS will request the incumbent TPA to facilitate the transition during the first quarter, after the start of the contract, by transferring to the winning bidder all relevant documents and student records.
5. Attachments
The following documentation is attached:
Attachment 1 Description of the Administration Processes Attachment 2 Description of the OAS Academic Scholarship Program and the basic rules and
regulations that govern it. Attachment 3 Strategic Plan for Partnership for Development 2006-2009 (extended until
December 2015). Description of the objectives and areas for action and the priorities established by the Integral Development Council (CIDI)).
2
Attachment 4 Information to be provided by the GS/OAS Department of Human Development and Education to the Third-Party Administrator.
Attachment 5 Glossary of terms.
3
ATTACHMENT 1
DESCRIPTION OF ADMINISTRATION PROCESSES
I. ADMINISTRATION OF OAS ACADEMIC SCHOLARSHIPS
1.1. Administration of the OAS Academic Scholarships: The Third Party Administrator (TPA) is responsible for the administration of the scholarships assigned by the GS/OAS Department of Human Development and Education (DHDE). The TPA maintains current electronic information on the academic progress and financial status of each OAS scholar administered by the TPA. Updated electronic information is delivered to DHDE on a monthly basis and as needed for special cases.
1.2. The DHDE provides the TPA with a contract signed by each new OAS Scholarship recipient along with additional support information. This contract outlines the terms, conditions, benefits, limitations, and obligations of the OAS Scholarship awardee.
1.2.2. The DHDE informs what are the benefits and conditions of the OAS Academic Scholarships to the TPA..
1.2.3 The TPA ensures that the total cost of any individual scholarship does not exceed the cap of $30,000 per academic year.
1.3. The TPA ensures that all communications with students and all information provided and published on the TPA’s web site with regard to the Program clearly identifies the Program as the OAS Academic Scholarship Program, and that the TPA is an agent for the GS/OAS.
1.4. Immigration: The TPA issues DS-2019 forms (certificate of eligibility for J-1 exchange visitor visa status) to all OAS scholarship recipients administered by the TPA who are studying in the United States and to their dependents. The TPA will issue DS-2019 forms if necessary and upon proof of adequate funding and insurance coverage provided by the scholarship recipient to the TPA. In the United States, the scholarship recipient is solely responsible for obtaining and complying with the terms and conditions of the J-1 Visa granted by the United States Government. The TPA monitors that scholarship recipients comply with this requirement and reports any difficulties to DHDE.
1.5. Travel arrangements: Travel arrangements for the OAS scholarship recipients are made only by DHDE, who is responsible for paying the cost of travel if this benefit is included in the OAS Scholar’s Grant. Nevertheless, DHDE may authorize the TPA to provide funds to recipients in the case of local travel for research purposes. Nevertheless, research travel for research purposes by air will be managed by DHDE.
1.6. Health insurance: The TPA arranges health insurance for each OAS Scholarship recipient and makes the insurance premium payments on behalf of DHDE. At the beginning of each academic year, insurance costs for each student are billed for the whole year; or pro-rated if less than one year. The TPA enrolls and monitors each scholarship recipient’s health insurance during their OAS sponsorship, using the TPA’s insurance plan and/or the university insurance plan. The TPA is responsible for billing/service disputes with health insurance providers and with family/university/student/health provider during health emergencies.
1
1.7. Orientation: The TPA must provide all OAS scholarship recipients with an on-line scholarship recipient guide, which includes information pertinent to the study abroad and the terms and conditions of the OAS Academic Scholarship.
1.8. Advising and monitoring: The TPA routinely monitors the academic progress and status of each OAS Scholarship recipient, and provides them with the necessary information, advice and support to ensure their well-being. The TPA must refer to the terms and conditions of the OAS Scholarship Contract when resolving academic, financial or procedural issues. The TPA shall notify DHDE immediately of any perceived or actual violation by an OAS Scholarship recipient of any of the terms and conditions of the scholarship contract or of the student’s failure to comply with any of the applicable provisions of the “OAS Academic Scholarship Manual of Procedures”.
1.8.1 Academic Training may be required as part of the degree program in which the OAS student is enrolled, either during the period of studies or upon completion. The TPA acts as liaison with OAS/student/university advisor to inform the OAS students about the rules which govern academic training under the OAS Scholarship Program. The TPA also advises the OAS Scholarship recipients about the host country regulations governing visas, work and work permits, and assists students in obtaining a visa or visa extensions, as required. The TPA obtains supporting documentation; presents the case in writing to DHDE for approval; and monitors the training as part of the OAS Program.
1.8.2 Employment. The TPA acts as liaison between the student/university advisor and DHDE regarding requests for employment from students during the OAS Scholarship period. The TPA obtains background information, time period, compensation, nature of work and forwards to DHDE for review and approval.
1.9. Academic reports: The TPA must keep records on the academic progress of each OAS Scholarship recipient and must present twice a year reports to DHDE. In addition, for each OAS scholarship recipient, the TPA must prepare the OAS Scholar’s Grade Point Average (GPA) based on the information reported by the scholarship recipient and verified by his or her academic advisor at the end of each semester. The report should also contain the overall academic performance of each OAS Scholarship recipient, and include comments from their academic advisors. These reports must be submitted to DHDE by the end of February (for the previous July-December period) and/or by the end of August (for the previous January-June period). At the end of each academic year, the TPA requests official transcripts for each OAS Scholarship recipient and submits them to DHDE. In addition, the TPA is responsible for the following:
1.9.1 To ensure that OAS Scholarship recipients report to their assigned universities and are registered within the stipulated time periods and approved program of study.
1.9.2 To monitors the performance of OAS students; offering assistance as required; keeping DHDE informed in a timely manner on special cases (for example, illness and academic difficulties) to ensure that students are able to complete their approved academic programs within the time periods of the OAS scholarship.
1.9.3 The TPA must also report any changes to the program of study for consideration of DHDE.
1.10. Second year award recommendation: The TPA recommends to DHDE whether or not OAS
2
scholarship recipients second academic year should be renewed based on their progress and academic standing. The final decision on whether to fund a second year of study is made by DHDE based on the availability of funds and in accordance with the “Manual of Procedures of the Program for the Scholarship and Training Programs of the Organization of American States”.
1.10.2. The TPA must provide a list of OAS scholarship recipients recommended for second year activation. The DHDE provides the TPA with the names of the OAS scholarship recipients for whom the second year funding is approved. The TPA informs the OAS Scholarship recipient of this approval on behalf of DHDE.
1.11 Summer studies recommendation: The TPA obtains timely information (number and nature of courses, academic standing, costs, recommendations from academic advisors, as necessary, etc.) on OAS students who will pursue required courses during the Summer session. Based on OAS Scholarship regulations, the TPA reviews and comments on same, and requests the DHDE’s approval.
1.12. Extension of stay in the host country or in another country: All matters related to requests for extension of OAS Academic Scholarships beyond the Scholarship Contract period, or extension of stay in the host or another country, and matters related to the suspension or termination the OAS Academic Scholarship, must be presented by the TPA to DHDE for decision. The TPA must enforce the guidelines for extensions of stay shown in the OAS on-line scholarship recipient guide. The DHDE must notify the TPA of changes in its extension policies so that the information can be updated.
1.13. OAS Academic Scholarship termination and return: OAS Scholarship recipients must return to their sponsoring country upon completion of the OAS Scholarship and must submit before they return a final report on the program of study which should include specific information on how the knowledge acquired will be used in the sponsoring country.
When each OAS Scholarship recipient’s scholarship ends:
1.13.2 The TPA must make all final payments of the student’s scholarship benefits (tuition, insurance and subsistence allowance) and request a “zero balance letter” from host institution and submit them to DHDE at least two weeks before the scholarship expires.
1.13.3 Upon the TPA’s verification from the academic advisor that the grantee is in good academic standing, DHDE will arrange for the student’s return to his/her home country as provided in the OAS scholarship contract.
1.13.4 The TPA is responsible for making certain that the scholarship recipient has received the OAS online survey form and returns this to DHDE. The TPA must also provide a final report to the DHDE which contains basic information on each student by country such as: name, university, program of study, degree obtained, and contact information.
1.14. Database of the OAS scholarship recipients: The TPA must provide DHDE with secure read-only access to the OAS Scholar’s financial and academic data in the TPA’s database. The DHDE staff must receive training and have access to monitor progress of each OAS Scholar’s financial and academic status and to run queries and reports.
II. FINANCIAL OBLIGATIONS
2.1. The DHDE is responsible for providing funds for all OAS Academic Scholarship benefits set out in
3
the Scholarship Contract according to the availability of funds in the approved budget of the OAS. The benefits and allowances rates will be established by the DHDE.
2.2 Disbursements to the TPA are processed and made as follows:
a. For subsistence allowance on a quarterly basis as follows: January-March, April-June, July-September, October-December .
b. For tuition and health insurance: when they become due and owing to a third party vendor.c. For the OAS scholarship recipients’ books: once per academic year.d. For administration (monitoring) charges: on a quarterly basis billed to DHDE no later than
fifteen days after the quarter ends.
2.2.1 Subsistence allowance for OAS scholarship recipients are paid in advance, via a debit card, on a quarterly basis. The TPA is responsible for negotiating and managing the contract for the debit cards for students and to ensure that each OAS student receives a debit card. Subsistence allowance payments begin after the student has reported to school and notified the TPA using the appropriate form designed for that purpose. The TPA should seek banks that provide debit cards that allow the TPA to withdraw funds from the student debit cards if needed.
2.2.2 The TPA bills DHDE as often as required for tuition claims received from universities ensuring that the invoices are sent to DHDE before they are due.
2.2.3 The TPA handles requests from students for absences from the country of study and makes adjustments to subsistence payments as approved by the DHDE. The TPA should notify DHDE before billing for the quarter in which the student will be absent.
2.3. The TPA must email quarterly financial reports to the DHDE no later than fifteen days after the end of each quarter containing the following information:
2.3.1 Records of each OAS Scholar showing each item of expense;
2.3.2 Funds received expended, and balances due to DHDE.
2.4. The TPA reports information reflecting any changes in the scholar's status that might affect the projected cost of the scholarship such as: changes on projected date of graduation, extension of stay in the host country, completion of the program, failure to complete the program.
2.5 Upon request from DHDE, The TPA must grant DHDE access to all TPA financial records, and third-party financial records related to the OAS Academic Studies Scholarship Program.
2.6 The TPA must ensure that OAS Scholarship tuition payments to host institutions are made within sixty (60) days from the beginning of each semester or period of study. Billing Authorization sent by the TPA to colleges and universities will only be honored during the current period of study.
2.7 The TPA must return to DHDE any refunds received from third party vendors, or from grantees related to excess payments made by the OAS, within thirty (30) days after the end of the quarter in which the funds were received by the TPA.
2.8. Financial management: the TPA must provide the following financial services:
4
2.8.1 Payments to host institutions on behalf of DHDE for tuition, fees, health insurance, and other expenses according to the recipient’s scholarship contract;
2.8.2 Payments directly to the OAS Scholars for subsistence and books; and,
2.8.3 Quarterly financial reports to DHDE which include: funds received, funds disbursed, balances held, and funds due to DHDE.
2.9. The TPA sends a Bill Authorization Form to each host institution where OAS students are placed to inform them about the benefits and billing instructions. The TPA reviews the host institution’s invoices for accuracy and takes necessary action to resolve discrepancies and requests payment from DHDE.
2.9.1 The TPA may not approve any funds for tuition outside the scope of that approved by DHDE, without previous authorization in writing. The DHDE has no obligation to reimburse the TPA for any such payments which have not been authorized in writing.
2.9.2. The TPA must make available to DHDE true copies of all invoices and payments made by
the TPA to colleges, universities, and/or insurance companies. The TPA must maintain detailed records of all transactions and have these records audited by an independent auditor on an annual basis.
2.9.3 The TPA invoices DHDE according to the format provided by DHDE. In the event that DHDE decides to modify this format, it will notify the TPA in advance in writing, and the TPA must promptly provide its invoices in the new format.
2.9.4 Upon the completion of each scholarship, the TPA should notify DHDE that there are no pending invoices for tuition. If there are any, the TPA must ensure that all invoices are fully paid before the scholarship is concluded.
5
ATTACHMENT 2
DESCRIPTION OF THE OAS ACADEMIC SCHOLARSHIP PROGRAM AND THE BASIC RULES AND REGULATIONS THAT GOVERN IT
I. About the OAS Academic Scholarship Program
1.1 The objective of the OAS Academic Scholarship and Training Program (the Program) is to assist the member states with their domestic efforts in pursuit of integral development goals by supporting human resource development in the priority areas established by the Summits of the Americas, the Strategic Plan for Partnership for Integral Development of the Inter-American Council for Integral Development (CIDI), and the OAS General Assembly.
1.2 The OAS is committed to promoting and supporting human capacity development and the strengthening of bonds among the peoples in the Hemisphere by maximizing the number of scholarships awarded in reputable educational institutions in its member states with the resources available.
1.3 To achieve this goal, the OAS Scholarship Program emphasizes placement of scholarship recipients in universities which belong to the OAS Consortium of universities or with which the OAS will make written agreements for the placement of students. Accordingly, there are fewer scholarships awarded to individuals who have obtained their own admission to a non – OAS Consortium university.
1.4 The funds provided by the OAS are intended to serve as a complement to those funds which the scholarship recipient may already be receiving from other sources or to assist the recipient with general costs to make the completion of her/his studies feasible.
1.5 The regulations that govern the Scholarship Program are found at http://www.oas.org/en/scholarships/ManualofProcedures.pdf and in Spanish at http://www.oas.org/es/becas/ManualdeProcedimientos.pdf
II. Description of the Program
OAS Academic Studies Scholarships
These are OAS-funded scholarships awarded to persons to undertake graduate or undergraduate university degree studies that lead to a degree and/or graduate research at a university or higher learning institution in a Member State. Studies may be carried out by on-site or by distance education or a combination of both. Scholarships are granted for periods of no less than one year and for no more than two academic years. If the scholarship is granted for more than one academic year, the disbursement of resources for the second year are subject to the availability of resources, the good academic standing of the scholarship recipient during the first year of the scholarship, and confirmation from the academic institution that this period is necessary to complete the program of study or research for which the scholarship was initially awarded.
2.1 Types of Scholarships
1
2.1.1 Graduate Scholarships: Are offered for study towards a Master's or Doctorate degree. They may also be used for graduate research leading to a degree, if required by a specific academic program. Scholarships are awarded for an initial period of one academic year and may be renewed subsequently for up to one additional year if funds remain available and if the renewal is necessary to complete the program of study or research for which the scholarship was initially awarded. OAS scholarships are granted in the areas identified in CIDI Strategic Plan. The total financial award from the OAS may not exceed US$30,000.00 per academic year which includes tuition and mandatory fees subsistance, health insurance and other fixed benefits, and administrative costs. There are two types of graduate scholarships:
a) Self-Placed in a Non OAS Consortium University: Candidates apply directly for admission to the universities or educational institutions of their choice within the OAS Member States and apply separately to the OAS for scholarships to assist in financing those studies. This type of scholarship is more limited than Self Placed in an OAS Consortium University
b) Self-Placed in an OAS Consortium University: Candidates do apply directly for admission to universities or educational institutions that are part of the OAS Consortium University.
2.1.2 Undergraduate Scholarships: Are offered only to candidates from the English-speaking Caribbean member states and Suriname for the last two years of study leading to a first university or college degree (Bachelor's degree or its equivalent). To apply for this classification of scholarship, the student must already be accepted into the university where he/she plans to study for the last two years of the undergraduate degree. The total financial award (tuition and benefits) from the OAS may not exceed US$30,000.00 per academic year which includes tuition and mandatory fees, partial subsistance, health insurance and other fixed benefits, and administrative costs.
III. Rules and Regulations
3.1 Eligibility
To be considered for an OAS academic scholarship, applicants must:
1. Be a citizen or permanent resident of an OAS Member State.
2. Have obtained a university degree by the time of applying for the Scholarship.
3. Have a GPA above the minimum standard required by the university.
4. Be in good physical and mental health to complete the program successfully.
5. Be endorsed by the National Liaison Office (ONE) in the OAS Member States .
6. Agree to return to reside in the sponsoring country for a period of no less than twenty-four (24) months after completing the program of study covered by the scholarship if they are awarded an OAS scholarship
3.2 Important Information on OAS Academic Scholarships
1. OAS scholarships are awarded for study or research in any OAS member state except the one sponsoring the candidate for the OAS scholarship.
2
2. OAS scholarships are awarded for study or research only in institutions located in an OAS member state.
3. Current OAS staff members, OAS consultants, staff members of the Permanent Missions to the OAS, and their relatives are not eligible for OAS academic scholarships and must wait until six months have elapsed after the termination of the employment relationship or contract before they may apply for an OAS scholarship.
4. The OAS publishes on its website the names and nationality of scholarship recipients. An applicant must agree in writing on the scholarship application form to having his/her name published if he/she is awarded an OAS scholarship.
5. Monthly living subsistance paid under the OAS scholarship is for onsite students only and generally covers approximately 50% of the expenses an OAS scholarship recipient may incur. The complementary subsistence allowance is a fixed amount and scholarship recipient will have to demonstrate proof of additional funds before the OAS issues an scholarship contract.
6. Scholarship recipients are encouraged to identify other sources of financing (other scholarships, educational loans, , etc.) and should be prepared to show that they are able to support themselves for the duration of the scholarship.
7. The scholarship must be executed during the academic cycle for which the scholarship announcement is issued. There can be no postponement of the award and no retroactive awarding of the scholarship.
3.3. Application and Selection Process
1. Applicants must apply for an OAS scholarship through their sponsoring country National Liaison Office (ONE).
2. All applications which are complete, received on time, and which meet the eligibility requirements stated in the scholarship announcement are evaluated and ranked by the sponsoring country's National Selection Commission which is made up of individuals from academia, business, Non-Governmental Organizations (NGOs) and the ONE. The National Commission recommends a list of pre-selected candidates to the OAS.
3. The ONEs submit the application files of sponsored pre-selected candidates to the OAS which then reviews them for completeness, deadlines and eligibility requirements.
4. The OAS presents only complete applications of pre-selected candidates to an international committee -the Academic and Technical Studies Scholarship Selection Committee (ATSSSC) appointed by the Secretary General of the OAS. This Committee reviews, evaluates and ranks candidates to recommend for OAS scholarships to the Secretary General of the OAS.
5. Based on available financing and using the ranked, selected candidates list prepared by the ATSSSC, the OAS determines how many scholarships can be financed and awarded, and presents the list of these to the OAS Secretary General for his approval.
3.3.1 Application
1. Applicants must submit their completed application and documents to their ONE in their sponsoring member state. The deadline is determined by each Member State's ONE. Applicants must contact their ONE for the deadline.
2. The ONE of each Member State must present to the DHDE the list of ranked pre-selected candidates they will sponsor.
3. U.S. citizens or permanent residents who will be sponsored by the U.S. for an OAS
3
scholarship must present their completed applications and documents to the OAS Department of Human Development, 1889 F Street N.W., Washington D.C. 20006.
4. Applicants must present official copies of academic transcripts.5. Incomplete applications and those not received by the stated deadlines will not be
considered.
3.3.2 Required Forms :
Online Application Form / Inscrição online / Demande en Ligne
Copy of the diploma for the highest degree obtained. (Bachelor of Master)
Copies of transcripts of grades for all academic degrees completed and to be completed. (If the applicant is currently enrolled in a program of study, he/she will need to submit the current transcript).
Three (3) recommendation letters: Preferably 2 different letters from current or former professors using the OAS Recommendation Statement Form, and one (1 ) from a current or previous employer using the Employer Recommendation Form *. Recommendation letters from relatives will not be accepted.
* If unemployed or never employed, include a third letter from a professor or someone who can be considered providing reference of your qualities as a student or professional (using the Recommendation Statement Form).
Curriculum Vitae. (a maximum of four (4) pages)
Admission letter (s) to university (ies)
Identification from Sponsoring Country
3.4 Award of Scholarship
1. The OAS notifies the awardees, the Permanent Mission of the member states to the OAS, the OAS Country Offices, and ONEs of the OAS scholarship .
2. The OAS will provide the awardee with a contract specifying the terms of the scholarship. At the same time, the sponsoring country will enter into a separate contract with the awardee to ensure reimbursement of the scholarship cost to the OAS if the awardee fails to return to reside in his/her sponsoring country after completion of the program of study covered by the scholarship.
3.6 Benefits
At present, no OAS scholarship may exceed $30,000 per academic year for study up to two years. This amount covers round-trip ticket to and from the place of study, tuition and fees, a yearly book allowance, health insurance, a monthly subsistence allowance (a fixed amount which varies from country to country), and direct administration costs. No benefits are paid to family members of the OAS Scholar. The benefits provided to each OAS scholarship recipient
4
vary depending on the type of scholarship awarded.
3.6.1 Subsistence: OAS scholarship recipients who study on-site in a country other than their sponsoring country are paid a subsistence allowance in accordance with a table of cost by country. The subsistence is paid quarterly via a debit card. The monthly subsistence is not paid when the student is absent for vacation during school breaks or any justified approved reason from the country of study for a period of more than two (2) weeks; in such cases the subsistence payment is adjusted accordingly The student must always notify the TPA and request authorization to leave the country of study.
3.6.2 Health Insurance: OAS scholarship recipients are provided with health insurance throughout the duration of their scholarship.
3.6.3 Book costs: A fixed subsidy is paid for the purchase of books or other study materials per academic year. The allowance does not fully cover the expected cost of books and materials.
5
ATTACHMENT 3
STRATEGIC PLAN FOR PARTNERSHIP FOR DEVELOPMENT 2006-2009 (Resolution AG/RES. 2817 (XLIV-O/14) extended the term until December 31, 2015)
1. SOCIAL DEVELOPMENT AND THE CREATION OF PRODUCTIVE EMPLOYMENT
To develop and to implement networks to share knowledge, experiences, and lessons learned in the areas of social development and labor;
To support member states’ efforts to strengthen the institutional capacity of their labor ministries to develop and implement policies aimed at the generation and promotion of decent work and to improve the design and implementation of integral social policies to significantly reduce inequality and poverty;
To contribute to the promotion of initiatives in support of the development and enhanced productivity of micro, small, and medium-sized enterprises, and other production units, particularly as a strategy for employment generation and poverty reduction; and,
To promote and implement international cooperation strategies with other related entities, such as the International Labour Organization (ILO), the Economic Commission for Latin America and the Caribbean (ECLAC), the Inter-American Development Bank (IDB), and the Pan American Health Organization (PAHO), in order to support national efforts aimed at complying with their social development programs and meeting the Millennium Development Goals.
2. EDUCATION
To achieve and evaluate educational equity and quality at all levels of the education system, through the development of regional education indicators and by sharing consolidated experiences to improve educational outcomes for the less advantaged and most vulnerable groups, including strategies to combat school dropout and grade repetition;
To strengthen the effectiveness of the teaching profession in member states, promoting cooperation and sharing with respect to successful policies and practices that help educational systems prepare, develop, recruit, and certify high-quality teachers;
To foster the development of a democratic culture through education by implementing the Inter-American Program on Education for Democratic Values and Practices;
To prepare people for work, including expanding and strengthening technical and professional training, and other means to provide greater opportunities for people to acquire the knowledge and skills that meet the demands of a constantly evolving labor market;
To develop effective policies and practices in priority areas such as early childhood education, adult education, and lifelong learning, including the appropriate use and adaptation of new technologies, and online and distance courses and materials to support learning, as well as creating conditions to improve completion rates in secondary education; and,
To reduce high levels of illiteracy so as to ensure a democratic citizenry, facilitate decent work, fight against poverty and achieve greater social inclusion for the entire population.
3. ECONOMIC DIVERSIFICATION AND INTEGRATION, TRADE LIBERALIZATION, AND MARKET ACCESS
1
To provide support to member states, particularly smaller economies, focusing on those trade capacity-building priorities identified by member states in their national strategy plans that fall within the areas of expertise of the OAS in order to build each member state’s capacity to benefit from trade and promote economic growth, job creation, and poverty reduction;
To provide support to the economic integration and trade processes at the hemispheric, regional, subregional and/or bilateral levels, as agreed upon among our respective authorities responsible for trade in the Hemisphere; and to strengthen horizontal and inter-institutional cooperation;
To promote a dialogue with civil society on trade and economic integration; To promote cooperation on activities that enhance the competitiveness of member states,
particularly those with smaller economies, including a multilateral policy dialogue on the issue of competitiveness and the promotion of public-private partnerships; and,
To support actions to facilitate the participation of micro, small, and medium-sized enterprises (SMEs) in domestic markets and international trade, and coordinating efforts in this direction, when pertinent, with the World Bank, the IDB, and other regional development banks; and supporting the SME Congress of the Americas and encouraging wider participation in this initiative, stressing the importance of opening new markets for the goods and services of small and medium-sized enterprises.
4. SCIENTIFIC DEVELOPMENT AND EXCHANGE AND TRANSFER OF TECHNOLOGY
To strengthen the development of scientific, technological, and innovation capacities in member states, particularly in connection with human capital development, in fields such as engineering, metrology, science education, information technologies, and communications;
To support the efforts of member states to formulate and apply policies, programs, and projects aimed at advancing, strengthening, and using their scientific, technological, and innovation capacities, taking into account the gender perspective;
To promote the development, research, and application of frontier science and technology in member states, inter alia, in the areas of biotechnology, material sciences, nanotechnology, spatial digital image processing, and advanced manufacturing processes;
To support ongoing dialogue with civil society organizations involved in science, technology, engineering, and innovation, in order to facilitate their contribution for the advancement and understanding of these areas in the member states; and,
To create and strengthen specialized networks on science and technology, in order to facilitate the generation and dissemination of new knowledge, technology transfer, and experience sharing, as well as hemispheric and global cooperation; and supporting the popularization of science in all its different aspects.
5. STRENGTHENING OF DEMOCRATIC INSTITUTIONS
To promote the use of technology, cooperation, and the sharing of information, experiences, and best practices to facilitate public participation and transparency in governmental decision-making processes;
To contribute to the development of educational programs on democracy and human rights, including the human rights of women;
To promote cooperation among member states for the implementation of the Inter-American Convention against Corruption, particularly through government officials responsible for ethics and representatives of civil society; and,
To promote policies, processes, and mechanisms, such as statements of personal net worth
2
by public officials, conducive to protecting the public interest.
6. SUSTAINABLE DEVELOPMENT OF TOURISM
To support member states in their efforts to develop a sustainable tourism sector, particularly as they relate to the design and implementation of strategies beneficial to the environment and to local communities, which emphasize quality, marketing, and the creation of an enabling environment for the growth of the tourism industry, particularly for micro, small and medium-sized enterprises and other production units;
To strengthen tourism product development especially for targeting niche markets and adopting harmonized product standards which meet international market requirements;
To support private and public human resource capacity-building through training, and encouraging the use of information and communication technologies in the development of the tourism industry;
To promote the sustainable development of tourism in order to mitigate possible negative environmental impacts, increasing public awareness of the importance of maintaining the environmental balance of tourist sites, and fostering the development of linkages between tourism and other economic sectors; particularly through dialogue between the public and private sectors in supporting eco-tourism and sustainable tourism; and,
To ensure that disaster planning is also extended to the area of tourism, as part of the Organization’s multisectoral approach to reducing the impact of natural and man-made disasters on member states, by developing mechanisms to prepare for and recover from disasters affecting tourism infrastructure, particularly in small economies, as well as ensuring visitor safety and security.
7. SUSTAINABLE DEVELOPMENT AND THE ENVIRONMENT
To support member states in their efforts to integrate environmental protection within policies, regulations, and projects on natural resource management;
To strengthen the capability of member states to identify and mitigate the risks of natural and man-made disasters, in order to mainstream planning of both areas within economic development policies, working at the sector-specific levels with the private sector and civil society;
To support public-private collaboration in human resource capacity-building in the sharing of scientific information, best environmental management practices, regulatory standards, and enforcement issues, and encouraging the use of information and communication technologies in support of sustainable development;
To promote the development of sustainable energy policies and projects, in cooperation with the private sector, in order to expand renewable energy, energy efficiency, and energy security in the region; and,
To ensure that sustainable development policies and projects help reduce poverty, particularly in rural areas, to identify and support new competitive and investment opportunities, and to create and sustain jobs and livelihoods.
8. CULTURE
To support member states in their efforts to preserve, protect, manage, and promote cultural heritage through cooperation and capacity-building to combat pillaging, illicit trafficking, destruction, and unauthorized possession of cultural objects; promote educational public awareness campaigns; foster international partnerships among cultural heritage sites and
3
agencies; and documenting and promoting research on cultural heritage, both tangible and intangible;
To support member states in their efforts to strengthen the cultural content of their educational programs, particularly those directed at young people, to assist in developing cultural identity; promoting intercultural dialogue, creativity, and artistic expression; and enhancing awareness and respect for cultural and linguistic diversity;
To promote job creation in the cultural sector through regional forums that address the challenges and opportunities of artists, artisans, and cultural industries; and horizontal cooperation pilot projects aimed at developing management and commercial skills in the culture sector;
To support member states in their efforts to build capacity to measure the social and economic impact of cultural activity, and to gather, analyze and disseminate information on culture through the exchange of information and practices in cultural information systems; and,
To foster respect for cultural diversity, as well as promoting and preserving ethnic and linguistic heritage and traditions.
4
ATTACHMENT 4
INFORMATION TO BE PROVIDED TO THE THIRD-PARTY ADMINISTRATOR BY THE DEPARTMENT OF HUMAN DEVELOPMENT AND EDUCATION+
1. Copy of the signed contract with each student outlining the terms of the scholarship (university, field, dates of scholarship, benefits, etc.).
2. Contact information for each student (e-mail, telephone, fax, address).
3. Copy of the OAS Manual of Procedures which all OAS scholarship recipients must follow.
4. Copy of the OAS Scholarship Guide which all OAS scholarship recipients students must follow.
5. OAS contact points (including e-mail addresses) in case of questions on financial, administrative, regulatory issues involving OAS students or with the OAS Academic Scholarship program, in general.
6. Copies or originals, as required, of documents from the students to include: degrees, recommendation letters, and academic transcripts.
7. Sample number of OAS students – present and future, and countries represented.
As of August 3, 2015, there were 127 OAS Academic Scholarship recipients distributed throughout the following countries:
Country of StudyScholarships
Antigua and Barbuda 5Argentina 3Bahamas 5Barbados 5Belize 4Bolivia 4Brazil 4Canada 1Chile 2Colombia 4Costa Rica 3Dominica 6Dominican Republic 5Ecuador 4El Salvador 3Grenada 6Guatemala 4
5
Guyana 4Haiti 3Honduras 4Jamaica 4Mexico 2Nicaragua 2Panama 1Paraguay 4Peru 1St. Kitts and Nevis 6Saint Lucia 5St. Vincent and the Grenadines 5Suriname 4Trinidad and Tobago 4United States of America 4Uruguay 5Venezuela 1TOTAL 127
6
ATTACHMENT 5
GLOSSARY OF TERMS
Academic and Technical Studies Scholarship Selection Committee (ATSSSC) - is the committee which reviews and evaluates the OAS Scholarship applications of the pre-selected candidates presented by the National Commissions.
Applicant - is an individual who applies for an OAS scholarship.
Application, Application Form, OAS Scholarship Application Form - refer to the online form to be used by applicants in seeking an OAS Scholarship
Awardee or OAS Scholarship Awardee - is a Selected Candidate who has been awarded an OAS scholarship.
Bachelor’s Degree or First Degree - refers to a post-secondary formal degree program which can run from 3 – 6 years resulting in a First Academic Degree.
Cap per scholarship – is the maximum total monetary amount set for any individual OAS scholarship that may be awarded by the OAS in any given academic year.
Class Rank – The position of a student in his or her graduating class, expressed as the placement of the student out of the total number of students in the graduating class.
Consortium of Universities and other educational institutions – is a group of participating higher education institutions and other educational institutions which have signed agreements with the GS/OAS for the mutual benefit of the universities and other educational institutions of the OAS.
GPA (Grade Point Average) - The average grade earned by a student, figured by dividing the grade points earned by the number of credits. (See Maximum Grade Point Average.)
Host country - refers to the country where the OAS Scholarship Recipient will pursue his/her studies, will conduct research and receive practical training, as applicable.
Host Institution – A College, University, or place of study hosting an OAS Scholarship recipient.
Maximum Grade Point Average - is the highest grade point average that the host institution awards. For example, a student GPA might be 3.4 out of 4.0.
National Liaison Office (ONE) - is the official channel determined by each member state government for the processing of OAS Scholarships.
National Selection Commission – is the entity chosen by a member state government to review the completed application of OAS Scholarship applicants who meet eligibility requirements and rank them in accordance with the criteria established in the OAS Scholarships Manual of Procedures.
1
OAS scholarships website - refers to the internet home page of the Department of Human Development and Education (DHDE) of the Organization of American States (/www.oas.org/scholarships).
Permanent Resident - any person not a citizen of the United States who is residing in the US under legally recognized and lawfully recorded permanent residence as an immigrant. A person lawfully in the country as an immigrant but who is not yet a citizen.Postgraduate scholarship - offered for study towards a Master's or Doctorate degree. It may also be used for graduate research, if required by a specific academic program.
Pre-selected Candidate - is an applicant who has been selected for consideration by the National Commission and presented by the sponsoring member state to be considered for an OAS Scholarship.
Scholarship – refers to a study grant.
Scholarship Recipient: is an selected candidate who has accepted the OAS scholarship awarded to him/her
Selected Candidate – is a candidates elected by the Academic and Technical Studies Scholarship Selection Committee or by the Ad-Hoc Professional Development Selection Committee, as the case may be.
Self-placed scholarship outside the OAS Consortium of Universities: Candidates apply directly for admission to the universities or educational institutions of their choice and present their application for an OAS scholarship.
Self-placed scholarship at a university within the OAS Consortium of Universities: Candidates apply directly to a maximum of three programs at different universities that are part of the OAS Consortium of Universities and that are in three different countries.
Special Caribbean Fellowships (SPECAF) – refers to scholarships granted to eligible persons for completion of the last two years of university study for a first or college degree.
Sponsoring country or sponsoring member state - refers to the OAS member state that endorses the pre-selected candidate.
2
APPENDIX 2
CONTRACTUAL TERMS AND CONDITIONS
1. Contractor is neither an employee nor a staff member of GS/OAS and is not entitled to any of the rights, benefits, and emoluments of GS/OAS staff members.
2. Contractor undertakes to perform Contractor’s functions under this Contract and to regulate Contractor’s conduct in conformity with the nature, purposes, and interests of the GS/OAS. Contractor shall complete the Work in accordance with the highest professional standards and shall conform to all governmental pertinent laws and regulations.
3. Contractor accepts full legal responsibility for the Work, including all liability for any damages or claims arising from it, and agrees to hold GS/OAS and its staff members harmless from all such damages or claims. Contractor shall provide certificates of insurance coverage as GS/OAS may require for proof of ability to cover such liability.
4. Contractor does not legally represent GS/OAS, shall not hold himself out as having such powers of representation, and shall not sign commitments binding GS/OAS.
5. Contractor shall not have any title, copyright, patent, or other proprietary rights in any Work furnished under this Contract. All such rights shall lie with GS/OAS. At the request of GS/OAS, the Contractor shall assist in securing the intellectual property rights produced under this Contract and in transferring them to GS/OAS.
6. All information (including files, documents, and electronic data, regardless of the media it is in) belonging to GS/OAS and used by Contractor in the performance of this Contract shall remain the property of GS/OAS. Unless otherwise provided in the Terms of Reference (Appendix I), Contractor shall not retain such information, and copies thereof beyond the termination date of this Contract, and Contractor shall not use such information for any purpose other than for completion of the Work.
7. Administrative Memorandum No. 90 "Information Systems Security Policy", Executive Order No. 95-07 "Prohibitions against Sexual Harassment", and Executive Order No. 05-07 “Prohibition Against Workplace Harassment”, are readily available at http://www.oas.org/legal/intro.htm. Contractor certifies that he has read those documents and agrees to comply fully with them.
8. The Gross Compensation paid Contractor constitutes full consideration for the Work. It covers all fees, expenses, and costs incurred by Contractor in providing the Work, as well as Contractor's direct compensation for same.
9. Because Contractor is an independent contractor, GS/OAS is not responsible for providing social security, workmen's compensation, health, accident and life insurance, vacation leave, sick leave, or any other such emoluments for Contractor and his employees under this Contract. Contractor is solely responsible for providing those benefits, and the Parties have agreed upon the Gross Compensation hereunder to enable Contractor to satisfy that responsibility. At the request of GS/OAS, the Contractor will provide satisfactory evidence of workman's compensation and other insurance coverage that may be required for all its employees or such Contractors.
10. Contractor warrants that his performance of the Work will not violate applicable immigration laws, and Contractor shall not employ any person for the performance of this Contract where such employment would violate those laws.
11. Unless otherwise specified in this Contract, Contractor shall have the sole responsibility for making Contractor’s travel, visa, and/or customs arrangements related to and/or required for the performance of this Contract, and GS/OAS shall have no responsibility for making or securing such arrangements.
12. This Contract shall be null and void in the event the Contractor is unable to obtain a valid visa and other permits or licenses necessary to complete the Work in the country where the Contract is to be performed.
3
13. Unless otherwise specified in this Contract, Contractor shall neither seek nor accept instructions regarding the Work from any government or from any authority external to the GS/OAS. During the period of this Contract, Contractor may not engage in any activity that is incompatible with the discharge of Contractor’s obligations under this Contract. Contractor must exercise the utmost discretion in all matters of official business for GS/OAS. Contractor may not communicate at any time to any other person, government, or authority external to GS/OAS any information known to him by reason of his association with GS/OAS which has not been made public, except in the course of the performance of Contractor’s obligations under this Contract or by written authorization of the Secretary General or his designate; nor shall Contractor at any time use such information to private advantage. These obligations do not lapse upon Contract termination. Failure to comply with these obligations is cause for termination of this Contract.
14. Unless specifically provided for in this Contract1 in accordance with CPR Rule 5.13.1, the Contractor may not directly supervise a GS/OAS staff member or direct a project or mission that requires the Contractor to supervise GS/OAS staff members.
15. Contractor shall not openly participate in campaign activities for or otherwise openly support and or promote any candidate for elected positions in the OAS; nor shall Contractor use the facilities of the GS/OAS and/or its staff provided to him under this Contract to support and promote the candidacy of any candidate for an elected position in the OAS.
16. GS/OAS may terminate this Contract for cause with five days notice in writing to the Contractor. Cause includes, but is not limited to: failure to complete the Work in accordance with professional standards or to otherwise deliver conforming goods and services; failure to meet deadlines; conduct which damages or could damage relations between the OAS and a member state; fraudulent misrepresentation; criminal indictment; sexual harassment; workplace harassment; bankruptcy; conduct incommensurate with the requirements for participation in OAS activities; and breach of any of the provisions of this Contract.
17. Either party may terminate this Contract for unforeseen circumstances by giving at least thirty days notice in writing to the other. Unforeseen circumstances include, but are not limited to, modifications to the Program-Budget of the OAS; lack of approved funds in the OAS Program-Budget for the corresponding program or project; failure of a donor to provide fully the specific funds which were to finance this Contract; an act of God; and the Secretary General’s or a member state's desire to discontinue the Work.
18. In the event this Contract is terminated with or without cause, Contractor shall submit to GS/OAS all of the Work completed and shall receive payment for only that portion of the Work completed to the satisfaction of GS/OAS up until the date of termination.
19. Contractor certifies that:a) Neither the Contractor nor any of its senior officers and employees, on the date of the signing
of this Contract, is a relative of any GS/OAS staff member above the P-3 level or of a representative or delegate to the OAS from an OAS Member State. The term “relative” includes spouse, son or daughter, stepson or stepdaughter, father or mother, stepfather or stepmother, brother or sister, half-brother or half-sister, stepbrother or stepsister, father or mother-in-law, son or daughter-in-law, brother or sister-in-law.
b) He is not incompetent to enter into this Contract, is not on trial in a criminal court of any of the member states, and has never been convicted of a felony or of any crime involving dishonesty, fraud or theft in any member state.
c) Completion of the Work shall not interfere with the completion of work for which he is responsible under any other contract with GS/OAS.
20. Contractor shall not employ a staff member of GS/OAS or a relative of a staff member as defined in Paragraph 19 (a) above to perform the Work, nor shall Contractor permit any staff member of
1 Any such provision must comply with the requirements of CPR Rule 5.13.1 in Executive Order No. 05-04, Corr. No. 1 at http://www.oas.org/legal/english/gensec/EXOR0504CORR1.doc.
4
GS/OAS or any relative of the staff member, as defined in that Paragraph, to receive any personal financial benefit deriving from this Contract or the Contractor's contractual relationship with GS/OAS.
21. Contractor shall not assign this Contract or any element thereof, without the prior written consent of GS/OAS.
22. Upon written notice by either Party to the other, any dispute between the Parties arising out of this Contract may be submitted to either the Inter-American Commercial Arbitration Commission or the American Arbitration Association, for final and binding arbitration in accordance with the selected entity’s rules. The law applicable to the Arbitration proceedings shall be the law of the District of Columbia, USA, and the language of the arbitration shall be English.
23. Nothing in this Contract constitutes an express or implied waiver by GS/OAS of its privileges and immunities under the laws of the United States of America or international law.
24. This Contract shall enter into effect on the date on which it is signed by both Parties. Provided, further, that this Contract shall have no legal effect until it has been signed by both Contractor and a duly authorized representative of the GS/OAS.
25. The law applicable to this Contract is the law of the District of Columbia, USA.26. This Contract, including Appendixes I-III, constitutes the entire agreement between the Parties,
and any representation, inducement, or other statements not expressly contained herein shall not be binding on the Parties and shall have no legal effect.
27. The masculine terms employed in this Contract should be understood to apply to males, females and legal persons; singular pronouns should be understood to apply to the plural, when appropriate.
5
APPENDIX 3
FORMAT 1
ACCEPTANCE OF THE CONTRACTUAL TERMS AND CONDITIONS STATEMENT
General Secretariat of the Organization of American States1889 F Street, N.W., 4th Floor,Washington, D.C. 20006USA
Attention: Department of Procurement
Subject: BID 06/15 –THIRD PARTY ADMINISTRATOR OF THE ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THE ORGANIZATION OF AMERICAN STATES
I ____________________, representative of ___________________ (Bidder’s name), declare that ______________ (Bidder’s name) has read, understood and accepted the Contractual Terms and Conditions as per Appendix 2 of the Request of Proposals of BID 06/15.
Sincerely,
________________
1
APPENDIX 3
FORMAT 2
CONFLICT OF INTEREST STATEMENT
General Secretariat of the Organization of American States1889 F Street, N.W., 4th Floor,Washington, D.C. 20006USA
Attention: Department of Procurement
Subject: BID 06/15 –THIRD PARTY ADMINISTRATOR OF THE ACADEMIC STUDIES SCHOLARSHIP PROGRAM OF THE ORGANIZATION OF AMERICAN STATES
I ____________________, representative of ___________________ (Bidder’s name), declare that ______________ (Bidder’s name) does not fall under the following prohibitions:
a) A staff member of GS/OAS;
b) Any person who has held the post of Secretary General or Assistant Secretary General, or a position of trust unless the contract is approved by the Secretary General or the Chief of Staff of the Secretary General;
c) Any delegate, diplomatic representative, or other government employee of an OAS Member State;
d) Any relative of a GS/OAS staff member above the P-3 level or a relative of any other GS/OAS staff member who has authority to issue the subject contract;
e) Any relative of a representative or delegate of a Member State to the OAS;
f) Any person who has entered into a performance contract terminated by GS/OAS for cause under Chapter 8 of the Performance Contract Rules;
g) Any person employed by an institution that is receiving funds from the GS/OAS as part of a GS/OAS project, except in those cases where the employee is on leave without pay from that institution;
h) Any person who is legally incompetent; any person who is on trial in a criminal court of any OAS Member State; or any person convicted of a serious criminal offense in one of the Member States;
2
i) Any person who has defaulted on and/or failed to perform satisfactorily an existing or previous performance contract or procurement contract with GS/OAS;
j) Any person who does not have a valid visa to work in the country where the performance contract is to be performed and who cannot obtain one prior to the contract initiation date;
k) Any elected official of an OAS Organ, unless the performance contract is not for or in relation to the organ on which the official serves.
Sincerely,
________________
3
APPENDIX 3
FORMAT 3
COMERCIAL REFERENCES
Nº Name of the
Company
Telephone, Address and
e-mail address
POC Description of the Consultancy
Duration of the project
(mm/yyyy – mm/yyyy)
1
2
3
4
5
4
