I. BACKGROUND
Pact is an international development nonprofit that works on the ground in nearly 40 countries to end poverty and marginalization. We partner with local organizations, businesses, and governments to build lasting solutions for thriving, resilient communities. Our vision is a world where everyone owns their future. Pact has worked in Ukraine since 2006 in the areas of governance, capacity development, and health. Building on a decade of experience, we address key challenges facing civil society organizations in Ukraine.
This Request for Proposal (RFP) is a part of the Activity to Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE). The purpose of ENGAGE is to increase citizen awareness of and engagement in civic activities at the national, subnational, and local level.
ENGAGE has worked since 2016 providing support to local coalitions across Ukraine to involve citizens in civic education, anti-corruption and democratic reforms, grass-roots advocacy campaigns, and initiatives to protect vulnerable groups. Local civil society groups supported by ENGAGE have effectively advocated for policy changes at the national and local levels in the areas of countering corruption, fostering European integration, and addressing pressing local community issues. Following the Russia’s full-scale invasion in February 2022, ENGAGE pivoted its activities to support its civil society partner organizations to adapt to the challenging operating environment, remain effective, relevant and in service to other CSOs, state institutions, and Ukrainian citizens affected by the war. Pact aims to continue developing capacities of ENGAGE partner CSOs, to increase their resilience to adapt to the changing operating environment.
This RFP invites proposals from a Ukrainian consultant or consortium of Ukrainian consultants to provide services as described below.
II. SCOPE OF WORK
Purpose:
To equip ENGAGE partner CSOs with the knowledge and skills to ensure their adaptive capacities.
Objectives:
-To conduct at least three one-day trainings for ENGAGE institutional partner CSOs to develop and strengthen their adaptive capacities to:
- Revisit existing organizational infrastructure;
- Internal operations, communication, decision-making, policies and processes;
- Establish back-up solutions for both infrastructure and processes;
- Programming adaptation and tracking organizational performance results,
- External communication, relationships.
-To provide ENGAGE institutional partner CSOs with mentoring related to the trainings topics, to ensure ENGAGE partner CSOs adapt to the changing operating environment. The mentoring should include assessment of CSO partners adaptive management efforts, development recommendations and mentoring activities to support their implementation.
Duties and Responsibilities:
Task 1: To develop an outline for a series of at least three one-day trainings for ENGAGE institutional partner CSOs. It shall include but not limited to:
- suggested topics covering revisiting existing organizational infrastructure; internal operations, communication, decision-making, policies and processes; establishing back-up solutions for both infrastructure and processes; programming adaptation and tracking organizational performance results; external communication, relationships.
- format of trainings, duration, timeframe, and agenda for trainings;
- anticipated results and methods to assess whether results are achieved.
Task 2: To prepare agendas, handouts, and evaluation forms for the trainings.
Task 3: To conduct at least three one-day trainings for ENGAGE institutional partner CSOs.
Task 4: To assess partners adaptive management efforts with respect to training topics. The assessment should be done by organization individually using semi-structured interviews and desk review.
Task 5: To develop recommendations for adaptive management improvement of institutional CSO partners.
Task 6: To provide mentoring to ENGAGE institutional partner CSOs based on recommendations after assessment on related to the training topics.
Task 7: To prepare a final report on the trainings and mentoring (in English and Ukrainian).
It is anticipated that the trainings will be of a one-day duration and conducted in Ukrainian language. Pact anticipates representatives of 28 of ENGAGE institutional partner CSOs will participate in the trainings.
The trainings and mentoring should be built from the perspectives related to the operations of the civil society organizations in Ukraine, to ensure their adaptive capacities.
Deliverables:
- Final concept of a series of at least three one-day trainings on revisiting existing organizational infrastructure; internal operations, communication, decision-making, policies, and processes; establishing back-up solutions for both infrastructure and processes; programming adaptation and tracking organizational performance results; external communication, relationships.
- Agendas, presentations, handouts, evaluation forms and compulsory reading packages individual per training.
- At least three one-day trainings conducted.
- Report on each training containing a list of participants, evaluation forms, video recording.
- Assessment methodology to assess CSO partners adaptive management efforts.
- Assessment of adaptive capacities of ENGAGE institutional partners conducted.
- Report on main takeaways of the assessment prepared.
- Recommendations to each partner CSO for further mentoring are prepared.
- Mentoring related to the training topics provided.
- Final report (in English and Ukrainian).
Place of Performance: All services required under this solicitation will be performed in Ukraine.
Period of Performance: All services required under this solicitation will be delivered from July 25, 2023, and will conclude by November 30, 2023
Qualifications:
- Knowledge on revisiting existing organizational infrastructure; internal operations, communication, decision-making, policies and processes; establishing back-up solutions for both infrastructure and processes; programming adaptation and tracking organizational performance results; external communication, relationships, related to the operations of the civil society organizations in Ukraine.
- Experience in delivering training sessions, trainings, consultations, organizational assessments and mentoring on revisiting existing organizational infrastructure; internal operations, communication, decision-making, policies and processes; establishing back-up solutions for both infrastructure and processes; programming adaptation and tracking organizational performance results; external communication, relationships, related to the operations of the civil society organizations in Ukraine.
- Technical knowledge, skills, and expertise in designing and organizing training sessions, trainings, consultations and mentoring both online and offline.
- Experience in conducting desk reviews and semi-structured interviews, developing evaluation forms and other assessment tools, ability to analyze them and produce a well-structured and consistent report.
- Excellent writing and presentation skills.
- Fluency in English is preferable.
III. SUBMISSION INSTRUCTIONS
A. Submission of Questions:
All questions or clarifications regarding this RFP must be in writing and submitted to kbondar@pactworld.org no later than 17:00 on July 10, 2023. Questions and requests for clarification, and the responses thereto, will be circulated to all RFP recipients who have indicated an interest in this RFP.
B. Documentation required for application:
- Resume/CV. Short profile(s) of the prime applicant/team lead featuring expertise and experience relative to the purpose and objectives of this RFP.
- Resume(s) of the consultant(s) or expert(s) engaged into the implementation of the tasks additionally to the prime applicant.
- Technical Proposal: An outline of the series of at least three trainings, assessments and mentoring provision that includes:
-suggested topics covering the most important spheres of revisiting existing organizational infrastructure; internal operations, communication, decision-making, policies, and processes; establishing back-up solutions for both infrastructure and processes; programming adaptation and tracking organizational performance results; external communication, relationships, related to the operations of the civil society organizations in Ukraine.
-format of trainings, duration, timeframe, and draft agenda for at least one training.
-draft vision of the assessment methodology.
-description of the mentoring support provision. The first page of the proposal must use the Proposal Cover sheet as per Attachment 1.
- Financial proposal (in UAH currency): Clearly stating the LOE with a requested rate per unit (per deliverable and/or per day/hour) for consultants.
Pact may require additional, more detailed budget information prior to issuing a subcontract.
- Submission of Proposals: The deadline for submission of proposals is July 19, 2023. Submissions must be forwarded in electronic format only (either PDF or Microsoft Word and Excel) to kbondar@pactworld.org. The proposals expected to be submitted from an individual consultant (or a leader of a group of consultants) as an individual/private entrepreneur.
Offeror’s proposals should not contain any unnecessary promotional material or elaborate presentation formats (black and white is preferred). Offerors must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment. The technical proposal and cost proposal must be kept separate from each other. Please reference the RFP Number and RFP Name in the e-mail subject line. Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of Pact. Pact cannot guarantee that late offers will be considered.
IV. EVALUATION CRITERIA
A. Review Process. Pact will establish a selection committee that includes representatives from various company departments and external professionals if necessary. All technical reviewers will be subjected to a screening process to eliminate any conflict of interest. Evaluation will be based on the criteria set forth in Section B. Evaluation Criteria.
B. Evaluation Criteria. The award will be decided on Best Overall Value as determined by a Selection Committee based on the criteria set forth below, as demonstrated in the Offeror’s proposal. Only proposals conforming to the solicitation requirements will be considered. This RFP will use the tradeoff process to determine best value. That means that each proposal will be evaluated and scored against the evaluation criteria and expectations below, which are stated in the table below (100 in total):
- Qualifications (Expertise of an applicant and ability to perform tasks) – 40
- Technical Proposal (Comprehensiveness, consistency, relevancy) – 30
- Cost Proposal (Cost effectiveness) – 30.
V. TERMS AND CONDITIONS
Disclaimers
- Pact reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. Pact may cancel the solicitation at any time.
- Pact may reject any or all proposals received.
- Issuance of solicitation does not constitute award commitment by Pact.
- Pact reserves the right to disqualify any application based on applicant’s failure to follow solicitation instructions.
- Pact will not compensate applicants for their response to the solicitation.
- Pact reserves the right to issue an award based on initial evaluation of applications without further discussion.
- Pact may choose to award only part of the scope of work in the solicitation or to issue multiple awards within the scope of work.
- Pact reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.
- Pact may contact offerors to confirm contact person, address, and that the proposal was submitted for this solicitation.
- Pact may contact listed past performance references without notice to the offeror. Pact also reserves the right to contact other past performance information sources that the offeror did not list in the proposal.
- By submitting a proposal, the offeror confirms they understand the terms and conditions.
- Information pertaining to and obtained from the Offeror as a result of participation in this solicitation is confidential. The offeror consents to the disclosure of the documents submitted by the offeror to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.