Request for Proposals
Title: Hiring of consulting services for training on communication plans for Civil Society Organizations (CSOs) in Ecuador.
Application issuance date: September 17, 2024
Application number: 9001.09.20.2024-CPC
Closing date: September 27, 2024
Closing time: 23:59 Washington, DC, USA (EST) UTC -05:00
Qualifications that may apply: Consulting firms and individual consultants
Contractual mechanism: Fixed Price
I. BACKGROUND
The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunity, for all. We work across Latin America and the Caribbean to make our region stronger – healthier, more peaceful, just, inclusive, resilient and sustainable for current and future generations. For 60 years, we have served the most vulnerable communities, investing resources across the hemisphere. We partner with civil society, governments and the private sector and empower them to achieve good for the region.
With over 60 years of experience across Latin America and the Caribbean and strong partnerships with local communities, civil society, and the public and private sectors, we have an impeccable track record of success with extensive in-country networks and strong financial controls. We are uniquely positioned to develop and implement adaptable programs across multiple technical areas, rapidly deploy to any Latin American and Caribbean country and activate existing local networks, measure and evaluate our impact with comprehensive performance indicators, and communicate our progress through integrated communication strategies.
In this regard, PADF is interested in supporting our partners, three grassroots civil society organizations (CSOs) located in the Ecuadorian Amazon, in developing their skills to create external communication plans for their organizations.
II. PROJECT DESCRIPTION
PADF provides small grants for the implementation of community projects and the development of community-based organizations. To achieve this goal, these fund-receiving partners have received technical assistance and support in the execution of five-month projects, creating benefits for the communities in which they have intervened. To ensure the sustainability of the activities implemented and the institutional strengthening of these partners, PADF convenes this consultancy to train three grassroots CSOs in external communication and develop their skills to create their own communication plans.
Objective of the contract
The main objective of this consultancy is to carry out training on external communication plans for three grassroots CSOs located in Sucumbíos, Napo and Zamora Chinchipe. PADF seeks to hire a consultant or a consulting team to facilitate these trainings and collaboratively develop strategic communication plans for each of the organizations.
Topics to be addressed:
a. Introduction to External Communication: Definition and basic principles of external communication. Exploration of different methods and channels of communication, and their relevance for strengthening and increasing the visibility of the work of CSOs.
b. Brand/Logo Construction and Management: Fundamental concepts on the creation, management and communication of the visual and verbal identity of a CSO. Development of a logo usage manual and brand guidelines.
c. Developing Effective Messages: Strategies and tools for creating clear and persuasive messages aimed at key external audiences (donors, media, community, among others). Inclusion of techniques to adapt messages according to different channels and audiences.
d. Development of a Communication Plan for the organization: Support for each organization to develop a personalized communication plan that includes audience analysis, objectives, channels, key messages, and a clear and measurable action plan.
III. PLACE(S) OF ASSIGNMENT
The trainings must be developed virtually with three groups (one per group) based in the cities of Lago Agrio (Sucumbíos), Tena (Napo) and Zamora (Zamora Chinchipe), Ecuador.
IV. TERMS OF REFERENCE, DELIVERABLES AND DELIVERABLE SCHEDULE (All applicable taxes, tariffs and other costs must be included in the price proposal.)
Calendar of Milestones/Deliverables
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Percentage of total
Pago total PADF
Product 1
Estimated completion date: One week after signing the contract
Deliverable: Methodology and Work Plan
Description: This deliverable must describe the methodology planned for conducting the training, including a work plan and schedule of activities.
Percentage of total: 20% of total
Total PADF fee: 300 USD
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Product 2
Calendar of Milestones/Deliverables: One week after the end of the workshop
Deliverable: Final Report
Description: The final report should describe the work carried out, the learning outcomes, a tool bank and three strategic communication plans (one for each organization).
Percentage of total: 80% of total
Total PADF fee: 1,200 USD
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V. EVALUATION CRITERIA
Evaluation Criteria
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Evaluation Criteria: Does the proposal clearly explain, understand and respond to the project objectives as indicated in the scope of work?
Score: 35
__________________________________
Evaluation Criteria: Knowledge and experience demonstrated with similar projects
Score: 30
__________________________________
Evaluation Criteria: Personnel Qualifications – Do the proposed team members or individuals have the necessary experience and capabilities to carry out the scope of work?
Score: 35
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VI. DETAILS OF THE SUBMISSION OF PROPOSALS
a. Deadline. Proposals must be received no later than 23:59 Washington, DC, USA (EDT) on September 27, 2024. Late proposals will not be accepted. Proposals should be submitted by email to dtorres@padf.org. All proposals must be submitted following the guidelines outlined in this RFP.
b. Validity of the offer: the proposals, including the cost/price, will be valid for 120 days from the submission deadline.
c. Clarifications. Questions may be sent to dtorres@padf.org before the date and time specified in the schedule below. The subject of the email must contain the RFP number and the title of the RFP. 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 posted on the PADF website and/or communicated by email.
d. Amendments. At any time prior to the deadline for submission of proposals, PADF may, for any reason, modify the RFP documents by means of an amendment which will be posted on the PADF website and/or communicated by email.
e. Schedule of events.
Request for Proposals Issued: September 17, 2024
Deadline for submitting questions: September 25, 2024
Full Proposal Submission: September 27, 2024 at 11:59 p.m. – Washington, DC USA (EDT)
Approximate selection made: September 30, 2024
VII. MINIMUM REQUIREMENTS
- Have theoretical and practical experience in external communication for CSOs.
- Experience in facilitating reflection and analysis processes and applying participatory methodologies.
- Have the ability to work collaboratively with CSOs.
- Have experience in developing strategic communication plans for CSOs.
VIII. PROPOSAL DOCUMENTS TO BE INCLUDED
- Signed cover page on the applicant’s letterhead and with their contact information.
- Technical proposal.
- Corporate capabilities, experience, past performance and 3 client references. Please include descriptions of similar projects or assignments and at least three client references.
- Key Personnel Qualifications: Please attach a resume demonstrating how the proposed team meets the minimum requirements listed in Section 7 (Minimum Requirements).
- 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.
- Detailed financial proposal
IX. TERMS AND CONDITIONS
Result of Agreement
This RFP does not obligate PADF to execute a contract, nor does it commit PADF to pay any costs incurred in preparing or submitting proposals. Furthermore, PADF reserves the right to reject any and all offers, if such action is deemed to be in the best interest of PADF. PADF, in its sole discretion, will select the winning proposal and is not obligated to share the results of the individual evaluation.
Confidentiality
All proprietary 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 obligated to, post agreements on its public website after the bidding process has concluded, and the contract has been agreed upon. PADF’s evaluation results are confidential and applicants’ scores will not be shared with each other.
Protection from 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 in a manner consistent with the standards for United Nations (UN) employees in Section 3 of the UN Secretary-General’s Bulletin – Special Measures for Protection against Sexual Exploitation and Abuse (ST/SGB/2003/13).
Small, Minority and Women-Owned Businesses Contracting
PADF will take all necessary steps to ensure that minority-owned businesses, women-owned businesses, and businesses in areas with surplus labor are utilized whenever possible.
Disqualification and suspension
Entities that appear on any exclusion list, System for Agreement Management (SAM), Office of Foreign Assets Control (OFAC), United Nations Sanctions List, and other watch lists will not have their offer evaluated and will not be eligible to receive any subagreements that may result from this Request for Proposals.
For the full tender, please visit: https://www.padf.org/procurement-opportunities/
How to apply
Proposals must be received no later than 23:59 Washington, DC, USA (EDT) on September 27, 2024. Late proposals will not be accepted. Proposals should be submitted by email to dtorres@padf.org. All proposals must be submitted following the guidelines outlined in this RFP.