1. Background

The Objective of the assignment

The service provider is expected to conduct in-person, hybrid, and virtual assessments, finalize subsequent reports based on the given assessment tools and format, and utilize the Compliance Assessment Tool (CAT). Additionally, they will conduct the remaining advisory services for key factories based on Better Work guidelines and finalize pending progress reports.

2. Scope of Work and Key Deliverables

• Conduct social compliance assessments (in-person, hybrid, or virtual) in accordance with Better Work Haiti (BWH) protocols, using the Compliance Assessment Tool (CAT), in collaboration with BWH Enterprise Advisors.
• Ensure assessments adhere to BWH’s QA/QC standards and always maintain data confidentiality.
• Produce high-quality assessment reports in English that comply with Haitian Labour Law and Core International Labour Standards (Freedom of Association, Child Labour, Forced Labour, Discrimination).
• Follow BWH report writing guidelines and processes; no report should require more than three (3) drafts on average.
• Archive all supporting documentation (e.g., interview notes, photos, documents) in accordance with BWH/ILO procedures.
• Conduct factory assessments using hybrid (onsite/virtual) or Virtual Compliance Check (VCC) modalities.
• Review reports based on BWH’s standardized templates and assessment protocols.
• Complete remaining advisory services and finalize pending progress reports for key factories.
  

3. Project Deliverables

SL no	Deliverables	Expert Days
A.1.	Orientation to the BWH process, participation in trial assessment (onsite/hybrid/VCC), and sample report preparation	02 Days
A.2.	Conducting VCC/Hybrid/onsite Assessment of the assigned factories. (7)	13 days (Subject to the number of factories assigned for VCC/Hybrid and in-person onsite assessment)
A.3.	Finalizing assessment reports (including feedback responses and revisions)	13 days (Subject to the number of factories assigned for VCC/Hybrid and in-person onsite assessment)
A.4.	Completion of advisory services and pending progress reports	10 days to (Subject to the number of advisory and progress reports to finalize before)
A.5.	Preparation of factory data tables for 29th Synthesis Report (12 factories)	7 days
	Total for conducting assessment and producing final report:	45 days
	Grand total: A.1 +A.2+A.3	45 days (approximately)

4. Possible Locations of the Assessment:

• Port-au-Prince, Caracol, and Ouanminthe Haiti  

5. Timeframe:

• Oct 27tth, 2025 – December 15th, 2025 (Tentative)

6. Qualification criteria:

The company must propose assessors/advisors who meet the following qualification criteria:

• Educational Qualification:
  A university degree in Human Resource Management, Business Administration, Development Studies, Development Economics, Social Science, Industrial Relations, Law, or other relevant fields, or equivalent experience.
• Experience:
  At least five years of professional experience in social compliance assessment, auditing, factory inspection, social dialogue, etc.
• Language:
  Excellent command of English and Creole.

7. Proposal Submission and Selection Process

The ILO invites technical and financial proposals from qualified companies having relevant experience in delivering similar services as mentioned in these Terms of Reference (TOR). The company will be chosen following ILO procurement rules/procedures on evaluation by an ILO team of professionals and will sign the Contract for the expected deliverables and outputs as per the TOR.

The Cumulative Evaluation Method will be used for this procurement exercise, and the Contract will be awarded to the highest scorer(s) in the Cumulative analysis, considering the Technical and Financial Evaluation. The Technical proposal will account for 70% of the weight, and the financial proposal will account for 30%. The technical evaluation passing score is 70%. Any candidate who scores less than 60% in the Technical Evaluation shall not be considered for the financial evaluation.

(a)    Financial weighted score, out of 30:
The maximum number of points assigned to the financial proposal is allocated to the proposal with the lowest price. All other financial proposals receive points in inverse proportion. The suggested formula is as follows:

p = y (μ/z),

p = points for the financial proposal being evaluated,

y = maximum number of points for the financial proposal (here it is 30),

μ = price of the lowest financial proposal,

z = price of the financial proposal being evaluated

8. Recommended Presentation of Proposal

Interested consultants must submit a proposal that comprises documentation demonstrating their qualifications and enabling the appraisal of competing bids. This should include technical and financial proposals, details of which are listed below.

a. Technical Proposal:
The technical proposal needs to present the following information and supporting documents.

1. Cover letter.
2. CVs of the proposed assessors/advisors from the company.
3. Relevant Experience – Description of experience in government/Audit firm/brands/projects/fields of a comparable nature, with specific description of past assignments in related work.
4. Process – The Technical Proposal needs to contain a brief background, a detailed description of methodology, and a detailed work plan and time schedule for completion/ delivery of the final product that, after selection of the consultant, will be agreed upon by the Project.
5. A sample of previous social compliance assessment/audit conducted and prepared by the applicants (unanimous report is also acceptable when applicants have any reservations to share the soft copy)

b. Financial Proposal:

1. The Financial Proposal shall specify a total lump sum amount that includes professional fees for 45 days (an all-inclusive per-day consultancy fee), in accordance with the proposed work plan and outputs.
2. The responsibility for travel and visiting factory sites in Northern Haiti will fall on the consultant; Better Work Haiti will handle transportation for factories in Port-au-Prince. Please note that travel reimbursement is not applicable for Northern Haiti and its neighbouring areas. For travel reimbursement outside Northern Haiti
3. To assist the ILO in the comparison of financial proposals, the financial proposals will include a breakdown of this amount
4. Disclose the key assumption used in task costing. The cost of preparing a proposal and negotiating a contract, including any related travel, is not reimbursable as a direct cost of the assignment.

9. Evaluation Criteria and Score

The technical evaluation will be made by the following criteria (for application screening purpose):

Experience in Social Compliance & Auditing (20 points)

• Minimum 3–5 years in assessments, inspections, worker/management interviews, and report writing.

 Interview of proposed assessors (virtual or in-person) (10 points)

Expertise in Core Areas (20 points total)

• Industrial Relations (IR)
• Occupational Safety & Health (OSH)
• Human Resources (HR)
• Haitian Labour Law (HLL)
• International Labour Standards (ILS)
• Gender, Diversity & Inclusion Awareness (5 points)
• Experience in Virtual Audits/Assessments (5 points)
• Interview (Virtual or In-person) (10 points)

10.  Client and Users of the Report

BW, ILO, and its relevant stakeholders.

11. Special Terms and conditions

a. Confidentiality Statement and Intellectual Property of Data: The documents translated under this contract are the property of ILO. Therefore, the company cannot use these without the permission of the ILO.

b. Unsatisfactory or incomplete work: For the assignment, the ILO’s Standard Rules and Procedure for service contracts shall be applicable. Suppose the service delivered is unsatisfactory or fails to conform to the conditions set out above. In that case, the ILO reserves the right, as appropriate, to interrupt it, to request that it be corrected or modified, or to refuse to accept the service.

c. Within the contract period, BWH might conduct QA/QC for the selected candidate per BW standards.

Confidentiality: The company is expected to maintain complete confidentiality of Better Work, ILO assignment details, general BW procedure and guidelines, and ensure that the BWH anti-bribery policy is strictly followed. The company is also expected to maintain transparency with BW, ILO

f. Reporting: Programme Manager, BWH

12. The Company will pay as per the payment schedule below

1st Payment: 50 % of the total payment will be made after completion of 07 Assessments, report finalization, and submission to the ILO, along with five (05) days process orientation fees, with satisfaction and acceptance by the ILO, and subsequent submission of the invoice.

Due Date: On or before November 10, 2025. 
Deliverables:

• Completion of seven (07) factory assessments (VCC/Hybrid/Onsite)
• Finalization and submission of corresponding assessment reports
• Completion of orientation and trial assessment (A.1 deliverable – 2 days)
• Submission of invoice and summary of deliverables 

Condition: Subject to the ILO’s review and formal acceptance

2nd Payment: 25 % of the total contract amount
Due Date: On or before November 25, 2025.
Deliverables:

• Completion and submission of all pending advisory services and progress reports (A.4 deliverable)
• Submission of invoice and summary of deliverables

Condition: Subject to the ILO’s review and formal acceptance

3rd and Final Payment: 25% of the total contract payment
Deliverables:

• Preparation and submission of factory data tables for the 29th Synthesis Report (A.5 deliverable)
• Submission of the final summary report encompassing all deliverables (A.1 to A.5)
• Submission of invoice and summary of deliverables

Condition: Subject to the ILO’s final review and formal approval
a. The company needs to submit a summary of deliverables when requested for bill payment.

b. ILO will provide vehicle support for the factory visit during the visit as per BWH, ILO Policy

13. ILO’s Responsibilities

The responsibility of the ILO will be to

a. provide all the documents and other related literature of the ILO available as relevant to the task.

b. Assist in coordination with relevant stakeholders when required.

c. Review progress of the work and provide feedback as necessary.

d. Organize the required review discussion meeting.

e. Ensure payment of agreed amounts, based on performance.

f. Any other tasks/supports as required and agreed by the ILO.

14. Proposal Submission

The service provider must submit the Technical and Financial Proposals. The proposals with a cover letter are to be submitted by 16^th October 2025 by 4:30 pm (Haiti Standard Time) (“Technical Proposal, along with required supporting documents” and “Financial Proposal”) at: Haiti@betterwork.org by the 16th of October 2025.

The ILO promotes equal opportunities for women and men to obtain decent and productive employment in conditions of freedom, equity, security, and human dignity.

ANNEX-01

BREAKDOWN OF COSTS

SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL

1. Breakdown of Cost by Components: 

Cost Components	Quantity	Unit Cost in USD	Total Cost in USD
I. Personnel Costs
Professional Fees	45 working days
DSA
Airfare (both way)
II. Other expenses (if any)
Grand Total in USD