Request for Proposals (RFP)

Transcription

1 Request for Proposals (RFP) Issued on: October 30, 2018 For: Management and operational review and planning for Alive & Thrive s Africa programs Estimated Period of Performance: December 2018 March 2019 Application Deadline: November 21, 2018 Background Alive & Thrive (A&T) is an initiative to reduce nutrition-related death and disability through country, regional and global activities that increase coverage and quality of maternal, infant and young child nutrition (MIYCN) policies and interventions. Good nutrition in the first 1,000 days, from conception to two years of age, is critical to enable all children to lead healthier and more productive lives. In its second generation, A&T is scaling up improved infant and young child feeding and maternal nutrition through large-scale programs in several Asian and African countries through strategic technical assistance (TA) and the dissemination of innovations, tools, and lessons worldwide. A&T is also mandated to provide TA to strengthen capacity and government systems to deliver quality MIYCN services, increasing the uptake of proven tools and approaches for advocacy, conducting implementation research, and strengthening country plans and communication strategies for scaling up MIYCN. A&T is funded by the Bill & Melinda Gates Foundation (BMGF) and the governments of Canada and Ireland. The initiative is managed by FHI SOLUTIONS LLC. A&T programs in Africa are growing rapidly, requiring a range of skills and competencies, and possibly some adjustments in organizational structure. A management consultant is needed to assist A&T in defining staffing and organizational support to ensure delivery of outcomes. The management consultant is expected to be teamed up with a nutrition content expert who will be experienced in managing country technical assistance programs. A&T in Africa The following programs started during , and are scheduled to end during : - Burkina Faso: The program provides direct support for policy strengthening, capacity building, and implementation research while collaborating with other stakeholders to scale up MIYCN interventions through the health sector. - Regional program for francophone W. African countries: Through partnerships with UNICEF, WHO and other regional bodies, A&T is developing examples of innovations for systems strengthening in three countries, participating in social behavior partnerships, building joint advocacy plans to strengthen 1

2 policies, and fostering information exchange through regional workshops to accelerate improvements in nine countries. - Ethiopia: A&T supports system strengthening in the health and agricultural sectors with a focus at regional level, involving embedding technical advisors in Regional Bureaus (health and agriculture), and setting up multisectoral program development units (PDUs). Senior advisors are also seconded at the national level to guide programs. Implementation research and small grants are aiming to answer policy related questions, and address bottlenecks. - Madagascar (planned): An emerging program for building national capacity to scale up MIYCN social behavior change interventions. This program is supported by the World Bank. - Nigeria: The largest A&T program in the Africa region, is designing and testing scaled up social behavior change programs in two states (Lagos, Kaduna), and scale up improved delivery and utilization of breastfeeding support services in another 12 states as well as nationally through policy implementation, partnerships, and mass media. A&T s country and regional teams are situated in the above geographies. They are supported by technical and operations experts at headquarters level. Each program (other than Madagascar) has an approved Business Plan, and Results Framework. Annual workplans are monitored quarterly. The BMGF requires progress reports annually and workplans for following year. The World Bank supported Madagascar program is being planned and negotiated. It is expected to function similarly. Scope of Work: Objectives and Tasks The main objective is to assess the capacity and the performance of the Africa Country and HQ team (program and operations) and develop recommendations for each of A&T s country programs and HQ to ensure A&T s ability to deliver on outcomes in the Africa portfolio. To achieve the main objective, this scope of work involves the following steps: 1. Understand program needs: Review the Business Plans, Results Frameworks, annual workplans, quarterly reports of each Africa program to understand the capabilities needed to execute. Share the results of this initial review and proposed methods to deepen understanding (step 2 and 3) with HQ team and incorporate feedback. Review program budgets with HQ staff to get a sense of resource constraints. 2. Share and discuss hypotheses on program needs based on review of documentary evidence and initial meetings with HQ staff 3. Travel to selected countries and conduct interviews with A&T country-based staff and HQ staff on capability and management needs. In person interviews can be supplemented with phone interviews. 4. Assess the organizational capacity of each Africa office and HQ staff and define the capabilities (i.e., functions and skills) and management and operational improvements (e.g., processes, tools and behaviors) needed in each A&T African country team and HQ to achieve the expected results and fulfill reporting requirements. For example, the capabilities that countries are expected to have might encompass: strategic leadership, program management, teamwork, skills in developing stakeholder partnerships, capacity building, skills in design and implementation of MIYCN interventions, delivering on-time technical support, skills in monitoring and evaluation, SBC and system strengthening approaches, and documentation, and skills in financial and operations management. Identify gaps in current staffing, skills and management needed in each country. Also for example, managerial improvements may encompass new program management and reporting practices, decision making processes, service-level agreements, standing management, operations or technical meetings. 5. Interview regional directors to identify possible good practices to address some of the identified gaps. 2

3 6. Share and discuss initial draft findings and recommendations with HQ staff 7. Develop final recommendations on required additional capabilities, headcounts, adjustments of organizational structures (if any). Recommend systems and other processes that need to be in place to enhance the effectiveness and efficiency of programs and to be able to deliver on outcomes. Recommend how HQ can better support country needs. Deliverables and Due Dates Deliverables 1 Detailed workplan and timeline for completing the scope of work; proposed methodology and framework for analysis, and draft interview/discussion guides; proposed travel. Synthesis of hypotheses based on interactions with HQ and review of country planning materials 2 Initial draft of findings for A&T review: a. Assessment of program needs and gaps b. Recommended solutions 3 Final report incorporating A&T feedback: a. Program needs and gaps b. Recommended solutions Estimated Due Date 2 weeks after signing the contract 2 weeks after travel has concluded (anticipated to be 6-8 weeks after signing the contract) 2 weeks after Deliverable 2 is due PROPOSAL INSTRUCTIONS AND DEADLINES Responses to this RFP should be submitted by to the attention of Ms. Bridget Ralph, Senior Program Officer at bralph@fhi360.org; not later than November 21, 2018 at 5 p.m. (Washington, DC USA time). Offers received after this date and time may not be accepted for consideration. FHI SOLUTIONS LLC will acknowledge receipt of your proposal by . Proposals must be submitted in electronic format. Any questions or requests for clarification need to be submitted in writing to the same address noted above by November 9, 2018 at 5p.m. (Nigeria time). Answers will be posted publicly on the website. No telephone inquiries will be answered. All correspondence should reference Africa Programs Planning RFP in the subject line. SUBMISSION REQUIREMENTS Both companies and individual independent consultants are welcome to submit proposals. Technical proposal: To be considered, bidders must provide the following in English (not to exceed a total of 15 pages, not including CVs, bios, budget, and examples of past work): 3

4 1. Proposed Approach (limited to a maximum of three (3) pages). A description of the bidder s approach to conducting the assessment. Please propose: a. How the bidder would conduct the assessment, including: a systematic organizational analysis/assessment approach and tools that would be adapted to fit the needs of this activity a careful specification of processes, skills and level of effort needed in relation to delivering the promised results in each country s Business Plan (broken down by competencies, such as managing teams and resources, planning, procurements, financial management, partnership building, advocacy, Measurement, Learning and Evaluation, Social Behavior Change, documentation, and MICYN) b. How the bidder would define staffing needs of the program c. A proposed timeline 2. A list of proposed key personnel, their qualifications, expected level of effort and the roles they will play in conducting this assessment (In an addendum to the proposal, please include bios and CVs for proposed key personnel. These will not be included in the page count.). 3. A description of the bidder s institutional capacity and relevant experience (limited to a maximum of two (2) pages). Should include at least two (2) examples of similar assessments conducted by the bidder. The work should have been completed within the past 5 years. 4. Three references for past performance including contact information for each. The references should be past customers for whom similar work was done. 5. The address where Alive & Thrive may send a confirmation of receipt of your submission. For Individual Consultants: 6. A completed and signed biodata form, along with a proposed daily rate (form posted with this RFP). 7. A proposed number of days to complete the task. *Please do not include any travel expenses in your cost proposal. That said, Alive & Thrive will purchase airline tickets directly, but other travel costs will be paid by the consultant out of pocket and submitted for reimbursement using an expense report template that will be provided upon award. For Companies: 6. If a company, please submit a Cost Proposal in the completed budget template (templated posted with this RFP), including travel costs. Please also include a budget narrative that details the unit costs and the rationale behind number of units. Cost Proposal: Please provide a detailed budget that reflects costs for activities included in the proposal in line with the Scope of Work in this RFP. Please also include a budget narrative that describes and justifies the cost assumptions for each category and line item in the budget spreadsheet. Please use the budget template provided. The budget should be broken down by labor costs (please identify personnel who will perform 4

5 the work); include fringe benefit costs in accordance with the organization s compensation policies, travel costs, supplies, any other direct costs necessary to perform a category of work; and indirect costs. Please include funding, if any, received from other sources in pursuit of the proposed activities in the columns provided in the budget template. All costs should be in US Dollars. If included, indirect costs must be clearly stated including the basis on which they will be applied. Indirect costs are administrative expenses related to overall general operations and are shared among projects and/or functions. Examples include executive oversight, accounting, grants management, legal expenses, utilities, and facility maintenance. In so far as possible, identifiable (allocable) costs should be noted and justified in the proposal as direct costs, including those for dedicated ongoing project management, facilities and support. To the extent that indirect costs are applicable, they are subject to the following limits: a. 0% for government agencies and, other private foundations and for-profit organizations b. Up to 10% for U.S. universities and other academic institutions c. Up to 15% for non-u.s. academic institutions and all private voluntary and non-government organizations, regardless of location. If the organization has lower indirect rates, the lower rates should be used. The resources are limited for this project and credit will be given for reflecting efficient and cost saving measures. If you consider that your agency does not have all the expertise for the assignment, there is no objection to your agency associating with another agency/consultants to enable a full range of expertise to be presented. Joint ventures should be accompanied with full details of the capacity/technical experience, references, staffing, and proposed association confirming joint and several liabilities. CRITERIA FOR EVALUATION Bids will be evaluated and ranked by a committee on a best-value basis according to the criteria below. Selection shall be based on the following weighted categories: 1. Proposed Approach 40% 2. Capacity, Experience and proposed key personnel 20% 3. References and Past Performance 20% 4. Cost Proposal 20% NOTE: FHI SOLUTIONS LLC will not compensate the company for its preparation of a response to this RFP nor is the issuing of this RFP a guarantee that FHI SOLUTIONS LLC will award a contract. ANTICIPATED CONTRACTUAL MECHANISM FHI SOLUTIONS LLC anticipates issuing a cost reimbursable agreement. The agreement is anticipated to be issued in US Dollars to the responsive offer that is selected as the highest scorer on a best value basis, contingent on final scope of work and budget negotiations with the selected offeror. 5

6 WITHDRAWAL OF PROPOSALS Proposals may be withdrawn by written notice or received at any time before award. FALSE STATEMENTS IN OFFER Offerors must provide full, accurate and complete information as required by this solicitation and its attachments. Proposals become property of FHI Solutions LLC. DISCLAIMERS AND FHI SOLUTIONS LLC PROTECTION CLAUSES FHI SOLUTIONS LLC may cancel the solicitation and not make an award FHI SOLUTIONS LLC may reject any or all responses received Issuance of a solicitation does not constitute an award commitment by FHI SOLUTIONS LLC FHI SOLUTIONS LLC reserves the right to disqualify any offer based on offeror failure to follow solicitation instructions FHI SOLUTIONS LLC will not compensate offerors for response to solicitation FHI SOLUTIONS LLC reserves the right to issue an award based on initial evaluation of offers without further discussion FHI SOLUTIONS LLC may choose to award only part of the activities in the solicitation, or issue multiple awards based on the solicitation activities FHI SOLUTIONS LLC may request from short-listed offerors a second or third round of either oral presentation or written response to a more specific and detailed scope of work that is based on a general scope of work in the original RFP. FHI SOLUTIONS LLC has the right to rescind an RFP or rescind an award prior to the signing of a subcontract due to any unforeseen changes in the direction of FHI SOLUTIONS LLC s client, be it funding or programmatic. FHI SOLUTIONS LLC reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition FHI SOLUTIONS LLC will be contacting offerors to confirm contact person, address and that bid was submitted for this solicitation. 6