US Institute of Peace
Request for Proposal
United States Institute of Peace
Ombuds Services
Work Location: Hybrid (Remote and in-office counseling)
Release Date: June 24, 2022
RFP Due Date: 5:00 pm EST on August 19, 2022
Refer Questions to:
Submit Proposals to:
Pertinent responses will be made available to all offerors by e-mail. No inquiries will be accepted after specified time and date.
The proposal must be submitted by time and date listed above to be considered.
Proposal Submission Requirements:
Any proposal that does not contain all items listed in the Submission Requirements section below may be considered nonresponsive. For more detail including corresponding evaluation criteria, please see “Evaluation Criteria and Submission Requirements” section below.
- Narrative proposal (maximum 4 pages)
- CV
- Cost proposal
- Certification Page
- Financial Management Assessment Form (not required for independent consultants)
Introduction and Background
USIP is a national, nonpartisan, independent institute, founded by Congress and dedicated to the proposition that a world without violent conflict is possible, practical, and essential for U.S. and global security. In conflict zones abroad, the Institute works with local partners to prevent, mitigate, and resolve violent conflict. For more information, please visit http://www.usip.org.
Purpose of the RFP
USIP seeks an independent contractor or firm to serve as an organizational ombuds. The USIP Ombuds will be appointed to receive, investigate, and facilitate the resolution of complaints or concerns of approximately 300 Institute staff (employees and some contractors). The USIP Ombuds will serve as an independent, impartial, confidential, and information conflict management practitioner.
Scope of Work
Scope
Contractor shall serve as organizational ombuds (also referred to as an ombudsman or ombudsperson) to USIP. This independent, third-party ombuds will serve as an independent, impartial, confidential, and informal conflict management practitioner. abuses or capricious acts, inappropriate or illegal behavior, suspected organizational wrongdoing, or health & safety concerns within the organization. * Listens and understands issues while remaining neutral with respect to the facts. The ombuds doesn’t listen to judge or to decide who is right or wrong. The ombuds listens to understand the issue from the perspective of the individual. This is a critical step in developing options for resolution. * Assists in reframing issues and developing and helping individuals evaluate options. This helps individuals identify the interests of various parties to the issues and helps focus efforts on potential options to meet those interests. * Guides or coaches’ individuals to deal directly with other parties, including the use of formal resolution resources of the organization. An ombuds often seeks to help individuals improve their skill and their confidence in giving voice to their concerns directly. * Refers individuals to appropriate resolution resources. An ombuds may refer individuals to one or more formal organizational resources that can potentially resolve the issue. * Assists in surfacing issues to formal resolution channels. When an individual is unable or unwilling to surface a concern directly, the ombuds can assist by helping give voice to the concern and /or creating an awareness of the issue among appropriate decision-makers in the organization. * Facilitates informal resolution processes. An ombuds may help to resolve issues between parties through various types of informal mediation. * Identifies new issues and opportunities for systemic change for the organization. The unique positioning of the ombuds serves to provide unfiltered information that can produce insight to issues and resolutions. The ombuds is a source of detection and early warning of new issues and a source of suggestions of systemic change to improve existing processes. * Liaise with the USIP Staff Interests Committees when appropriate or necessary
Expectations
USIP expects the organizational ombuds to maintain a system for USIP staff to report concerns, with the option for anonymity. This may be by phone, email, or via an online portal. There should be an option to request a return call or follow-up conversation. Unless complete anonymity is requested, an acknowledgement/response should be made as soon as possible, and no longer than two (2) business days.
The USIP organizational Ombuds will report the staff member’s concern to the Chief Talent and Culture Officer, along with the recommended action (up to and including further evaluation) within five (5) business days of the complaint.
If organizational ombuds will be unavailable for any significant periods of time (e.g., serious illness, etc.), Contractor must notify USIP to make an alternate arrangement for that limited time period.
USIP expects the organizational ombuds to use independent judgment, maintain professionalism, neutrality, and initiative, and deliver organizational ombuds services in accordance with the International Ombuds Association’s Standards of Practice and Code of Ethics, as well as internal USIP policies and procedures.
The position is expected to be carried out remotely. If travel to USIP headquarters in Washington DC is required, Contractor may request reimbursement from USIP for reasonable costs for travel, including air/rail/road travel, lodging, and per diem. Any travel plans must be approved by USIP in writing in advance.
Required Qualifications, Knowledge, and Skills * Bachelor’s Degree and/or equivalent experience * At least 5 years of relevant work experience * Understanding of the ombuds role and ability to adhere to IOA Standards of Practice, including strict confidentiality and impartiality. * Strong interpersonal communication skills with diverse populations and cultures * Ability to address problems at all levels within an organization * Strong problem-solving and conflict resolving skills * Ability to deal sensitively and effectively with individuals under stress * Commitment to fairness, responsiveness, empathy, honesty, justice, diversity, equity, inclusion, and assertiveness * Capacity for diplomacy, tact, and organizational awareness
Preferred Qualifications, Knowledge, and Skills * Masters or PhD * At least 10 years of relevant work experience * Certified Organizational Ombuds Practitioner (CO-OP) certified (or similar) * Experience working at an international organization with offices outside the U.S. * Ability to converse in French, Spanish, Arabic, and/or Burmese
Expected Type of Contract: Cost Plus Fixed Fee. Contractor will receive a flat monthly fee for services provided, plus reimbursement for any travel undertaken under the scope of the contract. Contract will be awarded for one year, with the potential for up to four (4) option years should USIP choose to exercise them.
Submission Requirements
To be considered under this RFP, please submit the following:
- Narrative Proposal (maximum 4 pages): The narrative proposal should include the following sections:
- Experience: Describe at least two prior engagements of similar scope on which the offeror has previously worked. If possible, provide a point of contact with email address for each of engagement. Also include whether the offeror and/or essential personnel have received a contract from USIP in the past and if so, include the contract number.
- Overall Approach to Ombuds Position: Based on the information provided in this RFP, describe the proposed approach to the organizational ombuds position. Describe the reporting method USIP staff will use, and the communications methods or style used by the ombuds with USIP staff and leadership. Explain how the offeror plans to meet the expectations laid out in this RFP. Outline how the offeror meets the required, and if applicable, preferred qualifications, knowledge, and skills outlined in this RFP.
- Curriculum Vitae For the individual who would serve as the organizational ombuds, please provide a CV of no more than four (4) pages. CVs will not count toward the page limit of the narrative proposal.
- Cost Proposal Offerors shall propose a fixed monthly fee in US dollars. Cost proposal shall also include an illustrative budget for one (1) trip to Washington, DC.
- Certification Page Offerors shall complete and sign the Certification Page below and submit with the proposal.
- Financial Management Assessment Form (not required for independent consultants) Organizations must complete the Financial Management Assessment Form unless they have received Federal grants, contracts or cooperative agreements in the past two years and can provide their audited financial statement from their most recent fiscal year.
Selection Process
Proposed Schedule
June 24, 2022
RFP issued
August 10, 2022
Questions concerning RFP emailed to [email protected] no later than 5:00 p.m. Eastern Standard Time.
August 15, 2022
Answers to questions will be made available to all offerors.
August 19, 2022
Proposals are due no later than 5:00 p.m. Eastern Standard Time. Late submissions may not be accepted.
September 1, 2022
Notification to selected offeror
October 1, 2022
Estimated ombuds commencement date
The USIP Selection Committee will review all proposals received on time using the selection criteria established in this RFP based on the best value offered to USIP. The Selection Committee reserves the right to reject any or all proposals, in whole or in part, to award multiple contracts, and/or to enter negotiations with any party, in the best interests of the Institute. The Institute may cancel this RFP at any time prior to contract award. Shortlisted offerors may be asked for an interview and/or to provide a demo of any system that may be used.
Selection Criteria
Proposals will be evaluated as follows. For more detail on each submission requirement, see the Submission Requirements section of this RFP.
Evaluation Criteria
Corresponding Submission Requirement
Weight
Overall approach & required qualifications
Narrative Proposal
50%
Experience
Narrative Proposal
CV
References
20%
Preferred qualifications, knowledge, and skills
Narrative Proposal
5%
Total cost
Cost Proposal
25%
TOTAL
100%
General Instructions and Terms
- Complete proposals must be submitted by email to [email protected] by 5:00 p.m. on July 1, 2022.
- The Institute is not liable for any costs incurred by offerors prior to issuance of an executed contract with the Institute.
- Submissions must be typed and submitted electronically and must include all submission requirements outlined in the Submission of Requirements section of this RFP. No changes or corrections to a response will be allowed after the deadline.
- All submissions should be in English and US dollars.
- Any questions concerning this RFP should be directed to Shauna Eisenberg at [email protected]. Pertinent responses will be made available to all offerors by email. No inquiries will be accepted after specified time and date.
- Any proposal not addressing all RPF requirements may be considered non-responsive. Late proposals may be rejected as non-responsive.
- This RFP is not an offer to enter into an agreement with any party, but rather a request to receive proposals from offerors (organizations or persons) interested in providing the services outlined herein. Such proposals shall be considered and treated by USIP as offers to enter into a contract agreement.
- USIP shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed.
- Unless stated otherwise within this RFP, the selected Contractor shall be responsible for providing all equipment and/or supplies required to perform the services.
- The selected Contractor shall not discriminate against any person in accordance with Federal, state, or local law.
- The submission of any materials to USIP in response to this RFP will constitute (i) a representation that the Offeror owns or has unrestricted license to use and license such materials and all intellectual property expressed therein; and (ii) the grant of a non-exclusive license to USIP to use such materials and intellectual property for any purpose, including specifically the evaluation, negotiation, and documentation of a contract with any party.
- Offeror will commit to adhering to the attached USIP Terms & Conditions, else risk removal from consideration. Exceptions to these terms must be clearly outlined in an annex to the Technical Proposal.
Certification Page (Please submit with the proposal)
The Offeror certifies that:
(1) Prices in the offer have been arrived at independently without consultation, communication, or agreement with any other competitor;
(2) Prices in the offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other competitor before bid opening or contract award unless otherwise required by law; and
(3) No attempt has been made or will be made by the offeror to induce any other competitor to/not to submit an offer for the purpose of restricting competition.
On Behalf of Offeror:
Name of Organization or Independent Contractor
Signature of Authorized Official
Printed Name of Authorized Official
Title
Date
How to apply
To apply for this position, please use the following URL:
https://ars2.equest.com/?response_id=e1c2a0535f7da9d55ab0f30b6531549f