Request for Proposals (RFP)

Job Description

Dear Offerors,

This document is a request for proposals (RFP) for an evaluation of advocacy methods in Northern and Western Barh el-Ghazal, Warrap and Lakes State in South Sudan. This assessment is part of Pact’s National CSO Capacity Development Project funded by the Swedish International Development Cooperation Agency (SIDA). The research will focus on gaining a better understanding of how change is influenced, who people and national organizations communicate with and how to influence (local) government decision-making, including, but not limited to, formal advocacy channels.

This is a full and open competition with more information on this found under the instructions. Offerors should read the entire solicitations, which includes all pertinent technical sections and the terms, conditions, instructions required for submitting a proposal.

• · Location: Juba, Northern and Western Bahr el-Ghazal, Warrap and Lakes State

• · Type of Award: Fixed Price Purchase Order

o Note: Payment will be based on submitted deliverables at a fixed rate, regardless of number of days worked. Offerors should carefully estimate the time it will take to complete the work . No advances will be given.

• · Period of Performance: 42 Days maximum, estimated timeframe: June/July.

• · Submission of Questions: Pact will answer questions and provide assistance in understanding the requirements of this RFP that are sent to tenderssouthsudan@pactworld.org. No questions will be answered by phone.

• · Submission of Proposals: Submitted proposals must be written in English. The proposal must be submitted in two parts: 1) Technical Proposal and 2) Cost Proposal. Proposals can be submitted electronically at tenderssouthsudan@pactworld.org or in hard copy & digital copy (on CD-Rom) to the address below. The deadline for submission is May 3, 2013.

- Pact Sudan Juba Office: Sonya Day, Hai Malakal, Plot 64, Juba, South Sudan

This RFP is comprised of the following sections:

Section 1: Instructions for Submission

Section 2: Terms and Conditions

Section 3: Requirements, Evaluation & Basis of the Award

Section 4: Scope of Work

Section 1: Instructions

All proposals must be submitted in two packages, 1) Technical Proposal and 2) Cost Proposal. If submitted in hard copy, you must have them separated and also include a digital copy (on a CD-ROM). If submitting electronically only, please ensure they are in separate files.

For the technical proposal, Offerors must submit all the required documentation mentioned below, with the different documents being separate and clearly labeled.

Any proposal that does not have all of the required information below will be automatically eliminated.

Technical Proposal:The technical proposal should include the following information listed below. Please note that there is an added requirement for companies- please see the last requirement.

• · Cover Letter: Should outline interest, suitability, and availability.

• · Methodology and Work Plan: Three (3) pages outlining a suggested methodology suitable for the context in South Sudan and an indicative timeframe. Please see section four (4) Scope of Work for more information.

• · Past Performance: Maximum of three (3) pages describing similar work completed in the past three

(3) years. This can either be found in a list or CV format.

• · References: At least two (2) references should be supplied, including the name of the client and name

of the client’s individual contact, including phone number, email, and address.

• · Biodata form: For individuals, a completed biodata form. A format can be requested from the email address on page one.

• · Work Sample: Please include a brief sample (no more than 5 pages) of your written work undertaken during a recent similar type of activity.

• · For Companies Only: Registration and Audit Reports: If this is a company that is choosing to apply, please ensure to include registration details and audit reports. Individuals are not required to do so.

Cost Proposal: The Offeror’s price for the work to be proposed under this RFP will be fixed and expressed in United States Dollars inclusive of all costs, taxes, and profit. The offeror must confirm that it has financial resources to complete the scope of work (SOW). No advances will be made on labor.

Pact reserves the right to cancel this RFP at any time or to make no award under it or to amend the terms and conditions applicable to it. All proposals are submitted at the sole cost and expense of the Offeror. Pact does not have any liability of any kind whatsoever with regard to this RFP or the making or failure to make an award hereunder.

Section 2: Terms and Conditions:

A. General Conditions

a. Proposals must be in strict accordance with the technical specifications contained herein.

b. Under no circumstances will Pact supply any form of transport or provide for any relative costs during the drafting of any proposals.

c. The prices proposed by the Offeror will be considered fixed regardless of currency fluctuations.

2

d. Successful Offerors will be presented with a contract containing Pact’s standard terms and conditions, including provisions concerning warranties, suitability of work and materials, and assurances and representations. No work will be authorized in absentia for a fully signed contract between Pact and the successful Offeror. All awarded contracts will also contain terms and conditions applicable to awards from SIDA.

e. Any attempt by an Offeror to influence Pact, outside of the instructions set forth in this RFP, in the process of examination, clarification, evaluation and comparison of proposals, or to obtain information on how the procedure is progressing, or to influence Pact in its decision concerning the award of a Contract hereunder, will result in the immediate rejection of that Offeror’s proposal.

f. Pact reserves the right to cancel this RFP at any time or to make no award under it or to amend the terms and conditions applicable to it. All proposals are submitted at the sole cost and expense of the Offeror. Neither Pact nor SIDA has any liability of any kind whatsoever with regard to this RFP or

the making or failure to make an award hereunder.

g. This solicitation in no way obligates Pact to award a contract , nor does it commit Pact to pay any costs incurred in preparation and submission of a proposal in response hereto.

h. At its discretion, PACT reserves the right to request Offerors to revise their proposals.

i. In reference to ADS 202.3.9.1 and 202.3.9.3, it is PACT’s responsibility to ensure that this procurement process is conducted in an ethical manner and that no conflict of interest (COI) situations jeopardize that. If an Offeror identifies a potential COI situation, they should report it immediately to

PACT. Any potential COI not reported and discovered by PACT or any ethical breach of the procurement process as outlined in this RFP, will result in a disqualification of a partner.

B. Paying Office

All requests for payments, technical guidance from Pact, and receipt of submission of deliverables will be done through the Pact Juba Office.

Section 3: Requirement, Evaluation, and Basis for the Award

Proposals will be reviewed in three stages, which are described below.

A. Meeting the initial criteria:

Offerors must meet the minimum criteria in order to be seriously considered. Proposals will be screened to see if they initially meet the criteria below.

1) Minimum of 3 years field experience in the region (East Africa, Sudan, South Sudan, Somalia, etc)

2) All of the correct information described in section 2 of this RFP, including, but not li mited to, (cover letter, CV, references, methodology design, work-plan, etc)

Those that do not meet the criteria will be automatically disqualified

B. Technical Evaluation:

The Offerors’ proposal shall be evaluated to determine overall technical capability to effectively implement the project. Proposals will be evaluated according to the criteria stated herein. The relative importance of each individual criterion is indicated by the number of points assigned and a total of 100 points are the maximum possible score for each proposal. The evaluation criterion is listed below, with a description of how each will be assessed.

3

Evaluation

Criteria

Max

Points

Assessment criteria

Methodology

50

Methodology must reflect the activities listed in the SOW. Applicants are asked to

explain in more detail how they plan to achieve the project objectives and tasks.

Demonstrates an understanding of the context, is complete and detailed, is realistic and efficient in design, demonstrates an ability to complete the project

Past

Experience & Personal Qualifications

50

• Experience conducting field research in difficult operating environments like

South Sudan

• Experience in the region (East Africa, Sudan, South Sudan, Somalia, etc)
  • Good understanding of the policymaking process and the link between activism and policy in South Sudan
  • In-depth understanding of relationships between civil society, government and non-governmental officials, journalists, and academics working in the region
  • Academic background or work experience in prevention of advocacy work and activities, Strong writing and analytical skills
  • Ability to meet deadlines in a fast-paced environment.

Arabic language and/or language(s) used in Greater Bahr El Ghazal Area skills desirable but not necessary

Total Points

100

A. Cost Evaluation

Evaluation of cost proposals will consider, but not be limited to, the following: Cost realism, and completeness of cost proposal and supporting documentation, and total price. Cost data will be evaluated on the basis of cost reasonableness, allowability, and realism based on the following considerations:

1) Are the proposed costs and overall price consistent with the various elements of the Offeror’s

technical proposal?

2) Are the proposed costs and overall price realistic for the work to be performed under this purchase order?

3) Do the proposed costs and overall price reflect a clear understanding of the work requirements?

B. Basis of Award:

Pact will make the award to the Offeror whose proposal presents the best value to the project, considering both technical merits and cost factors.

If the situation arises whereby no suitably qualified Offeror is found, Pact reserves the rights to re-advertise the solicitation.

4

Section 4: Scope of Work

A. Purpose

In recent years a number of initiatives have been spearheaded to support South Sudanese civil society to engage in advocacy. However, few of these have sought to fundamentally understand the existing strategies, networks and interventions employed by such organizations to influence policy and decision-makers and represent their constituent’s interests. There is an understanding of how advocacy happens in Juba (capital of South Sudan), but it is less clear how it is pursued in other states of South Sudan, each with its own unique political and governance dynamics. This Scope of Work (SoW) sets out a call for a consultancy to support a mapping and assessment of how different South Sudanese CSOs (NGOs and CBOs) in Northern and Western Bahr el Ghazal, Warrap and Lakes State understand advocacy, pursue their goals, and what the trajectory of their actions are. The assessment and mapping will contribute towards informing the actions of Pact and SIDA in identifying constructive ways to develop and support selected partner organizations in Northern and Western Bahr el Ghazal, and Warrap State in the National CSO Capacity Development Project (NCSO) in relation to improving communication and advocacy skills. It will also provide a useful platform for dialogue on what South Sudanese civil society is already capable of, what political space exists for advocacy, and ways in which international actors can safeguard and support these actors to continue to ensure that local priorities are influencing decision making processes.

B. Objectives

• · To understand how relevant actors define or understand advocacy1 and what issues are most advocated for and why? What issues are difficult to advocate for and why?
• · Map out types of activities that relevant actors engage in to achieve their advocacy goals
  • · To understand motivation, resources and capacity of relevant actors to conduct advocacy and / or activities and events which are related to advocacy
  • · Map out advocacy trajectories. How do organizations seek to influence decision-makers? What networks do they rely on? What are some of the gaps?
  • · To understand challenges and risks for relevant actors to conduct advocacy and / or activities and events which are related to advocacy and strategies to overcome these challenges and risks
  • · To understand the current role of INGOs, UN agencies and donors support to South Sudanese civil society advocacy. Is it a positive or negative relationship? How can constructive action be taken to support South Sudanese civil society?

C. Evaluation Approach & Methodology

a. Evaluation Design

The Offeror is expected to develop the evaluation design based on the program’s conceptual framework, the purpose and key evaluation questions. Pact also anticipates the evaluation will be conducted in a participatory manner through constructive open dialogue that promotes a learning environment.

b. Roles and Responsibilities

• · Develop a realistic evaluation plan, including tools and outline of the evaluation methodology and analysis plan and share with Pact;
• · Conduct the evaluation data collection, analysis, and report writing;

• · Provide regular updates to Pact on progress, learning & challenges;

1 Advocacy denotes a series of strategic actions designed to influence those who hold governmental, political, economic power to implement public policies that benefit poor, marginalized, conflict affected civilians. This is the definition adopted of this consultancy.

5

• ·
  • · Conduct a workshop to disseminate findings, share lessons learnt and provide concrete recommendations on moving forward; and
  • · Produce a comprehensive evaluation report detailing the evaluation process/experience based on the stated work-plan, key findings, conclusions and recommendations.

c. Methodology

Pact will implement this assessment / mapping through an experienced consultancy that has strong knowledge of advocacy and the civil society context in South Sudan. Pact field staff and Technical Advisors within Juba will support this consultancy. Pact is aiming to provide a frank assessment of advocacy process and is therefore ever mindful of the different interests and agendas that could hinder or enable this effort. To that end Pact seeks to provide as far as possible a localized view on advocacy processes and ways forward. Methodological approaches to be utilized in the assessment / mapping will include:

• · Key informant interviews with: South Sudanese NGOs, Civil Society Organizations (CSOs), Community Based Organizations (CBOs), Women and/or Youth groups, South Sudanese networks (e.g. NGO Forum, SUNDE, etc.),
• · Informal focus group discussions to ensure detailed discussions are had with different population groups
• · Wider data collection efforts through informal meetings and interview with Government, UN, NGO, Donor and other actors in Northern and Western Bahr el-Ghazal, and Warrap State as well as Juba

Pact at a minimum seeks to conduct consultations in eight (8) sites across Northern and Western Bahr el Ghazal, Warrap and Lakes State that are distributed evenly across the areas. This Consultancy and Pact Teams shall ensure that equal time and attention is paid to each area under this review.

d. Deliverables

• · Desk review of basic advocacy and civil society reports and materials relevant to South Sudan
  • · Design of data collection plan and tools e.g. questionnaires, focus group guidance and interview sheets
• · Identification of Pact field staff support in conjunction with Pact Technical Advisors
• · Pre-field briefing to Pact staff
  • · Presentation of preliminary findings (Offeror to choose the means by which this is complete) to a closed-door meeting of Pact staff
  • · Final Report of 25 pages max.; including proposal for suggested activities / support to increase effectiveness of advocacy interventions for relevant actors
• · Documentation of interviews, discussions and observations shall be presented in copy to Pact

6

e. Timeframe

The total implementation period for this activity is 42 days maximum. The Offeror shall have duration of a total of 42 days for onsite and offsite support. All data collection, consolidation, a preliminary report and briefing to Pact shall be complete by July 31, 2013. The final report shall be given to Pact no later than 15 days following the end of this assignment.

Days

(Dates)

Stage

Lead

3

(DD/MM – DD/MM)

Pre departure preparations and desk review

(Offsite)

Offeror

6

(DD/MM – DD/MM)

Juba Preparations and Juba Meetings (Onsite)

Offeror and Pact

26

(DD/MM – DD/MM)

Northern and Western Bahr el-Ghazal, Warrap

and Lakes State Field Activities (Onsite)

Offeror and Pact

4

(DD/MM – DD/MM)

Consolidation of preliminary findings. (Onsite)

Offeror & and Pact

1

(DD/MM – DD/MM)

Briefing to Pact (Onsite)

Offeror

3

(DD/MM – DD/MM)

Draft and Submission of Final Report (Offsite)

Offeror