Request for Proposal (RFP)

Transcription

1 Request for Proposal (RFP) For: Monitoring and Evaluation Consultant East Africa Arts Programme Date: 25 October 2018 Contents: 1. Overview of the British Council 2. Introduction and Background to the Programme 3. Specification 4. Tender Conditions and Contractual Requirements 5. Timescales 6. Clarification Requests 7. Evaluation Criteria 8. List of Documents forming part of this RFP (issued as separate documents) 1 Overview of the British Council 1.1 The British Council is the UK s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with changing lives by creating opportunities, building connections and engendering trust. 1.2 We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body 1.3 The British Council employs over 10,500 staff worldwide. It has its headquarters in the UK, with offices in London, Manchester, Belfast, Cardiff and Edinburgh. Further information can be viewed at 2 Introduction and Background to the Project / Programme 2.1 In East Africa, the British Council s arts programme East Africa Arts (EAA) focuses on developing stronger creative sectors that are better connected to the UK. This enables the UK to hear the voices of young East Africans and supports the provision of new choices for individuals who wish to make a living British Council RFP_M&E Consultant_EAA

2 through creative careers. East Africa Arts thus connects contemporaries in the UK and East Africa (Ethiopia, Kenya, Rwanda, South Sudan, Sudan, Tanzania and Uganda), engaging them in mutually beneficial programmes which support individual, social and economic development. It is through these new connections that innovative creative content shall be created, new audiences reached, and positive engagements between East African and British 18-to-35-year-old creatives fostered. East Africa Arts overarching aim is thus to create positive engagement between 18-to-35-year-old creatives in East Africa and the UK as a result of the following Three Changes it wants to achieve by 2020: a) Change 1 ACCESS: year-old East African and British creatives have increased access to work with each other, and showcase their art. b) Change 2 UNDERSTANDING: year-old East African and British creatives have increased creative sector skills and increased knowledge and understanding of each other s culture. c) Change 3 PERCEPTION: year-old East African and British creatives have a changed perception of each other s countries. In order to achieve this, East Africa Arts currently runs three programme strands: a) Creative Hustle (skills and networking events): to strengthen creative sectors through training and networks (this relates to the British Council s Global Arts Strategy s objective of Capacity Building ). b) Mobility: to increase access and connections between East Africa and the UK, and within the region (this relates to the British Council s Global Arts Strategy s objective of Fostering Collaborations and Networks ) c) New Art new Audiences (nana): to increase the visibility of East African arts in the UK and vice versa (this relates to the British Council s Global Arts Strategy s objective of Sharing Arts with the world ) 2.2 The purpose and scope of this RFP and supporting documents is to explain in further detail the requirements of the British Council and the procurement process for submitting a tender proposal. 3 Specification Scope of Consultancy: Monitoring and Evaluation consultancy for the British Council s East Africa Arts programme. Time Period: 16 months. British Council RFP_M&E Consultant_EAA

3 Location: Any of the countries that we work in, in East and Horn of Africa (Ethiopia, Kenya, Rwanda, South Sudan, Sudan, Tanzania and Uganda), or in the UK The British Council is looking for a consultant to monitor and evaluate its East Africa Arts programme to measure the impact of this programme and highlight its successes and lessons learned in working towards the programme objectives. The purpose of this evaluation is thus to evaluate the contribution of the three programme strands to the Three Changes mentioned above and to contribute to the long-term tracking of the British Council s input to changes in the creative sectors of Ethiopia, Kenya, Rwanda, South Sudan, Sudan, Tanzania and Uganda, linking these also to the British Council s global Results and Evidence Framework. This requires both a formative evaluation how effective the programme is, enhancing the understanding of what works or doesn t and a summative evaluation what the overall impact has been for key programme partners and participants (both individuals and organisations) and the wider sector, especially in terms of capacity building and policy. The consultant will be responsible for developing appropriate evaluation tools and managing the data collection and analysis. Based on the learnings from the programme, the consultant will also provide recommendations for future programme development and decision making and provide baselines for monitoring and evaluating the longer-term impact of this programme. 3.1 Consultancy Deliverables: 1. Develop the M&E Framework, including an M&E plan, in line with East Africa Arts programme objectives, which will describe how the programme and relevant projects will be monitored and evaluated until March 2020 and how these M&E results can be used for long-term M&E as well as future decision making and advocacy. The M&E plan needs to be more than a list of indicators; it will be a dynamic tool that can be updated on an ongoing basis to reflect potential changes in the programme throughout the year. 2. Review existing evidence from internal and external evaluations to understand the state of evidence and identify evaluation gaps. 3. Work with relevant British Council staff and partners to collect both quantitative and qualitative evidence from the programme. 4. Conduct rigorous, mixed-methods research to collect relevant data which should include (but is not limited to) primary and secondary data, such as existing project documents and data, as well as targeted surveys, interviews and case study research with key programme partners. Where possible baselines should be established at the outset of the evaluation, with comparative data collected at intervals throughout the year. British Council RFP_M&E Consultant_EAA

4 Outputs will include: 1. Evaluation methodology and tools (including guidance for British Council staff and partners if necessary, e.g. a concise template for partners to support their own internal M&E and data collection): Some M&E tools have already been developed and some baselines have already been gathered during the M&E for the financial year 2017/18, so the consultant will have to collate and analyse this information and develop final evaluation methods and tools. 2. One end of year evaluation report (to be delivered by March 2020), presenting the quantitative and qualitative data that has been gathered throughout the year, analysing programme impact and its contribution to the longer-term objectives and outlining recommendations for monitoring and evaluating the long-term impact of the programme. The evaluation report will be primarily for British Council staff; however, the final report including case studies and recommendations needs to also be suitable to be shared externally. Therefore, it should be written with external stakeholders in mind and be of a high written standard. It is important that plain and clear English is used in all documents produced, and that technical language is used clearly and only when necessary. 3. A series of midterm reports (reporting schedule and other milestones to be agreed with the Programme Manager East Africa Arts during the inception phase). 4 Tender Conditions and Contractual Requirements This section of the RFP sets out the British Council s contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process ( Procurement Process ). 4.1 The contracting authority is the British Council which includes any subsidiary companies and other organisations that control or are controlled by the British Council from time to time (see: The appointed supplier will be expected to deliver the goods and/or provide services to the British Council East Africa Arts Programme. 4.3 The Contract awarded will be for a duration of 16 months with an option for an extension for up to an additional 3 months subject to continued need by the Authority and performance of the consultant. 4.4 In the event that you have any concerns or queries in relation to the Contract, you should submit a clarification request in accordance with the provisions of this RFP by the Clarification Deadline (as defined below in the Timescales section of this RFP). Following such clarification requests, the British Council may issue a clarification change to the Contract that will apply to all potential suppliers submitting a tender response. British Council RFP_M&E Consultant_EAA

5 5 Timescales 5.1 Subject to any changes notified to potential suppliers by the British Council in accordance with the Tender Conditions, the following timescales shall apply to this Procurement Process: Activity Date / time RFP Issued to bidding suppliers 25 October 2018 Deadline for clarification questions (Clarification Deadline) 01 November 2018 British Council to respond to clarification questions 07 November 2018 Deadline for submission of RFP responses by potential suppliers 15 November 2018 (Response Deadline) Final Decision 21 November 2018 Contract concluded with winning supplier 26 November 2018 Contract start date 27 November 2018 Submission of final report March 2020 Please ensure that you send your submission in good time to prevent issues with technology late tender responses may be rejected by the British Council. 6 Instructions for Responding 6.1 The documents that must be submitted to form your tender response are listed at Part 2 (Submission Checklist) of Annex 2 (Supplier Response) to this RFP. All documents required as part of your tender response should be submitted to British Council s e-tendering portal hosted at by the Response Deadline, as set out in the Timescales section of this RFP. 6.2 The following requirements should be complied with when summiting your response to this RFP: Please ensure that you send your submission in good time to prevent issues with technology late tender responses may rejected by the British Council. Do not submit any additional supporting documentation with your RFP response except where specifically requested to do so as part of this RFP. PDF, JPG, PPT, Word and Excel formats can be used for any additional supporting documentation (other formats should not be used without the prior written approval of the British Council). All attachments/supporting documentation should be provided separately to your main tender response and clearly labelled to make it clear as to which part of your tender response it relates. If you submit a generic policy / document you must indicate the page and paragraph reference that is relevant to a particular part of your tender response. British Council RFP_M&E Consultant_EAA

6 Unless otherwise stated as part of this RFP or its Annexes, all tender responses should be in the format of the relevant British Council requirement with your response to that requirement inserted underneath. Where supporting evidence is requested as or equivalent you must demonstrate such equivalence as part of your tender response. Any deliberate alteration of a British Council requirement as part of your tender response will invalidate your tender response to that requirement and for evaluation purposes you shall be deemed not to have responded to that particular requirement. Responses should concise, unambiguous, and should directly address the requirement stated. Your tender responses to the tender requirements and pricing will be incorporated into the Contract, as appropriate. 7 Clarification Requests All clarification requests should be submitted to by the Clarification Deadline, as set out in the Timescales section of this RFP. The British Council is under no obligation to respond to clarification requests received after the Clarification Deadline. 8 Evaluation Criteria 8.1 You will have your tender response evaluated as set out below: Stage 1: Tender responses will be checked to ensure that they have been completed correctly and all necessary information has been provided. Tender responses correctly completed with all relevant information being provided will proceed to Stage 2. Any tender responses not correctly completed in accordance with the requirements of this RFP and/or containing omissions may be rejected at this point. Where a tender response is rejected at this point it will automatically be disqualified and will not be further evaluated. Stage 2: If a bidder succeeds in passing Stage 1 of the evaluation, then it will have its detailed tender response to the British Council s requirements evaluated in accordance with the evaluation methodology set out below. 8.2 Award Criteria Responses from potential suppliers will be assessed to determine the most advantages tender using the following criteria and weightings and will be assessed entirely on your response submitted: Criteria Commercial - Value for Money 25% Weighting British Council RFP_M&E Consultant_EAA

7 Technical and Professional Ability 25% Methodology and Approach of Submission 25% Knowledge and Insight of Consultant 25% Points 10 Interpretation Excellent Overall the response demonstrates that the bidder meets all areas of the requirement and provides all of the areas evidence requested in the level of detail requested. This, therefore, is a detailed excellent response that meets all aspects of the requirement leaving no ambiguity as to whether the bidder can meet the requirement. 7 Good Overall the response demonstrates that the bidder meets all areas of the requirement and provides all of the areas of evidence requested, but contains some trivial omissions in relation to the level of detail requested in terms of either the response or the evidence. This, therefore, is a good response that meets all aspects of the requirement with only a trivial level ambiguity due the bidders failure to provide all information at the level of detail requested. 5 Adequate Overall the response demonstrates that the bidder meets all areas of the requirement, but not all of the areas of evidence requested have been provided. This, therefore, is an adequate response, but with some limited ambiguity as to whether the bidder can meet the requirement due to the bidder s failure to provide all of the evidence requested. 3 0 Poor The response does not demonstrate that the bidder meets the requirement in one or more areas. This, therefore, is a poor response with significant ambiguity as to whether the bidder can meet the requirement due to the failure by the bidder to show that it meets one or more areas of the requirement. Unacceptable The response is non-compliant with the requirements of the RFP and/or no response has been provided. 8.3 Moderation and application of weightings The evaluation panel appointed for this procurement will meet to agree and moderate scores for each award criteria. Final scores in terms of a percentage of the overall tender score will be obtained by applying the relevant weighting factors set out as part of the award criteria table above. The percentage scores for each award criteria will be amalgamated to give a percentage score out of The winning tender response The winning tender response shall be the tender response scoring the highest percentage score out of 100 when applying the above evaluation methodology, which is also British Council RFP_M&E Consultant_EAA

8 supported by any required verification evidence (to include, without limitation, any updated information or references relating to any Qualification Question responses) obtained by the Authority relating to any selfcertification or other requirements referred to in the Qualification Questionnaire (if used). If any verification evidence requested from a supplier, or a relevant third party as may be referred to by the supplier in the Qualification Questionnaire (if used) as a party prepared to provide such information, is not provided in accordance with any timescales specified by the British Council and/or any evidence reviewed by the British Council (whose decision shall be final) does not demonstrate compliance with any such requirement, the British Council may reject that tender response in full and disqualify the potential winning supplier from the Procurement Process at that point. 9 List of Documents forming part of this RFP (issued as separate documents): Annex 1: M&E Consultant Contract Annex 2: Suppliers Response Annex 3: Pricing Approach Annex 4: Qualification Questionnaire British Council RFP_M&E Consultant_EAA