Recruitment of professional services for the participatory development of strategic plans for three grassroots civil society organizations in At Pan American Development Foundation

Request for Proposals

Title: Recruitment of professional services for the participatory development of strategic plans for three grassroots civil society organizations in Loreto, Peru.

Application issuance date: March 1, 2024

Application number: 9001-02.29.2024-CPE

Closing date: March 11, 2024

Closing time: 6:00 pm Washington, DC, USA (EST) UTC -05:00

Entities that can apply: Consulting firms and individual consultants

Contractual mechanism: Fixed Price

one.BACKGROUND

The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunities for all. We work throughout Latin America and the Caribbean to make our region stronger – healthier, more peaceful, fair, inclusive, resilient and sustainable for current and future generations. For 60 years, we have served the most vulnerable communities, investing resources throughout the hemisphere. We partner with civil society, governments and the private sector and train them to achieve the good of the region.

With 60 years of experience throughout Latin America and the Caribbean and strong partnerships with local communities, civil society, and the public and private sectors, We have an impeccable record of success with extensive networks in the country and strong financial controls. We are in a unique position to develop and implement adaptable programs in multiple technical areas, rapidly deploy in any country in Latin America and the Caribbean, and activate existing local networks, measure and evaluate our impact with comprehensive performance indicators, and communicate our progress through integrated communication strategies.

In this sense, PADF, within the framework of the SUMAMOS + project, has the interest of supporting its local development partners in their respective strategic plans, by hiring a consultancy for the participatory development of said plans.

2. PROJECT DESCRIPTION

The SUMAMOS + project provides small grants for the implementation of community projects and the development of community-based organizations with a presence in Peru. To achieve this purpose, these partners receiving funds have received technical assistance and support in the execution of projects from 3 to 6 months, in turn creating benefits for the communities in which they have intervened. Among the actions proposed to ensure the sustainability of the activities implemented and their institutional strengthening, this consultancy is included to provide support in the preparation of its strategic plans.

Recruitment objective

The main objective of this consultancy is to develop, together with the participating organizations, the strategic plans of the three partner organizations of the SUMAMOS project + that covers the next 3-5 years and that establishes a clear vision, achievable goals and operational strategies to achieve them.

Work area

• Conduct a approximately 2-day workshop independently with each of the organizations to work on their strategic planning for the three organizations. The workshop should cover the following aspects:
  • Identify and analyze the internal and external environment for three organizations
  • Define or update the vision, mission and values of the organization
  • Set short, medium and long-term goals
  • Design concrete strategies and actions to achieve these objectives
• Prepare draft proposal for a Strategic Plan for each partner independently
• Consult and socialize the Strategic Plan with the staff of each organization to incorporate the necessary adjustments
• Deliver final versions of the three strategic plans developed for each partner

3.PLACE (ES) OF THE APPLICATION

The workshops should be held in person in the Loreto Region, Iquitos City, Peru.

4. DELIVERY CALENDAR

1. Date: One week after signing the contract (Percentage of total: 30%)
   1. Methodology and work plan (including calendar of activities, etc.)
2. Date: 2 weeks after the end of face-to-face meetings (Percentage of total: 30%)
   1. Report of workshop results for each partner
   2. Organizational diagnosis, including context analysis for the three partner organizations
   3. Preliminary version of the Strategic Plan that includes: Mission, Vision, Results and Strategic Objectives, indicators and Strategies agreed with the three partner organizations
3. Date: 1 week after delivery of feedback by PADF and partner organizations (Percentage of total: 40%)
   1. Final version of the Final Strategic Plan for three organizations incorporating the observations made by each partner and approval of PADF.

5. EVALUATION CRITERIA (100 score)

• ¿Does the proposal clearly explain, understand and respond to the objectives of the project as indicated in the scope of the work? (30 Points)
• Knowledge and experience demonstrated with similar projects. (20 Points)
• Staff Qualifications – Do proposed team members or individuals have the experience and skills necessary to carry out the scope of work? (40 Points)
• Cost: Lower cost or better value (10 Points)

6. DETAILS OF THE PRESENTATION OF PROPOSED

1. Deadline: Proposals must be received no later than March 11 at 6:00 pm Washington, DC, USA (EST). Late proposals will not be accepted. Proposals must be sent by email to info@sumamos.org All proposals must be submitted following the guidelines indicated in this SdP.
2. Offer validity: proposals, including cost / price, will be valid for 120 days from the submission deadline.
3. Clarifications: questions can be sent to info@sumamos.org before the date and time specified in the schedule below. The email subject must contain the SdP number and its title. PADF will respond in writing to clarifications submitted before the date specified in the schedule below. Answers to questions that may be of common interest to all applicants will be published on the PADF website and / or communicated by email.
4. Amendments: anytime before the deadline for submission of proposals, PADF can, for whatever reason, modify the SdP documents by means of an amendment that will be published on the PADF website and / or communicated by email.
5. Important dates:
   1. Request for Proposals Issued: March 1, 2024
   2. Presentation of Complete Proposals: March 11, 2024 (6:00 pm Washington, DC, USA (EST)
   3. Selection made and communicated (the result will be communicated only to the selected offeror): March 16, 2024
6. The maximum amount for this contract is US $ 5,000, which must include all applicable taxes, travel and mobilization expenses, materials, and other expenses incurred by the consultant. PADF will cover expenses related to space rental, food, and logistics and travel expenses for participants.

7. MINIMUM REQUIREMENTS

• Have strategic planning experience for civil society organizations, preferably emerging and / or grassroots organizations
• Have experience in facilitating reflection and analysis processes, applying participatory methodologies
• Have the ability to work collaboratively

8. DOCUMENTS OF THE PROPOSAL TO BE INCLUDED

1. Cover signed on the applicant’s letterhead and with their contact details.
2. Technical proposal.
   1. Corporate capabilities, experience, previous performance and 3 customer references. Please include project descriptions or similar assignments and at least three customer references.
   2. Key staff qualifications. Attach a resume that demonstrates how the proposed team meets the minimum requirements listed in section 7 (Minimum Requirements).
   3. Technical approach, methodology and detailed work plan. The Technical Proposal must describe in detail how the applicant intends to carry out the requirements described in the Terms of Reference
   4. Detailed financial proposal

9. TERMS AND CONDITIONS

Outcome of Agreement

This SdP does not oblige PADF to execute a contract, nor does it commit PADF to pay any cost incurred in preparing or presenting the proposals. Furthermore, PADF reserves the right to reject any and all offers, if such action is considered in the best interest of PADF. PADF, in its sole discretion, will select the winning proposal and is not required to share the results of the individual evaluation.

Confidentiality

All property information provided by the applicant will be treated as confidential and will not be shared with potential or actual applicants during the bidding process. This includes, but is not limited to, price quotes, cost proposals, and technical proposals. PADF may, but is not required to, publish the agreements on its public website after the bidding process has concluded, and the contract has been agreed. The results of the PADF evaluation are confidential and the applicants’ score will not be shared among them.

Protection against Sexual Exploitation and Abuse (PEAS)

As part of the contractor’s internal controls and employee standards of conduct, the contractor must ensure that its employees adhere to these standards of conduct consistent with the standards for United Nations (UN) employees in Section 3 of the Bulletin of the UN Secretary General – Special measures to protect against sexual exploitation and abuse (ST / SGB / 2003/13).

Recruitment of Small, Minority and Women’s Companies

PADF will take all necessary steps to ensure that minority businesses, women’s businesses, and area companies with surplus labor are used when possible.

Disabling and suspension

Entities appearing on any exclusion list, the Agreement Management System (SAM), the Office of Foreign Assets Control (OFAC), the United Nations Sanctions List and other watch lists, they will not have their offer evaluated and will not be eligible to receive any sub-agreements that may result from this Request for Proposals.

ANNEX I, INFORMATION OF THE SUPPLY

Please attach the following information in your submitted proposal:

Please use this link to review Annex One: Procurement Opportunities – PADF

ANNEX II, PADF CONDUCT CODE

Please use this link to review Annex Two: Strategic-Plan-RFP-Final.pdf (padf.org)

How to apply

Proposals must be received by March 11 at 6:00 pm Washington, DC, USA (EST). Late proposals will not be accepted. Proposals must be sent by email to info@sumamos.org All proposals must be submitted following the guidelines indicated in this SdP.