REQUEST FOR PROPOSAL (RFP) (Youth Programs Expert Coach (S) CONSULTING SERVICES

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Proposal (RFP)- RFP-JTAP-05

Performance Period: 20 June 2022 to 30 May 2023

RFP Issue Date: 1 June 2022

RFP Closing Date: 14 June 2022

Reference: USAID Contract No. 72027821C00005

Enclosed is a Request for Proposals (RFP). Creative invites qualified Individuals to submit a best-value proposal forYouth Programs Expert Coach) Consulting Services The issuance of a contract is subject to availability of funds and successful negotiation of the contract budget and terms. The Contracts resulting from this Request for Proposal will be a Blanket Purchase Agreements (BPA).

The requirements for this activity are described in the “Statement of Work” in Attachment A. Creative encourages your Individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment B “Instructions to Offerors.” Proposals will be evaluated based on the “Evaluation Criteria” in Attachment C. Creative will make an award to the responsible Offeror submitting an offer that provides best value to the project: technical merit and price will be both considered.

To be considered, Offerors should submit a complete proposal no later than the closing date and time indicated above. Offerors should ensure that the proposals are well-written in English, easy to read, follow the instructions provided and contain only requested information.

Any questions should be submitted in writing and emailed to [email protected] no later than June 7, 2022. No questions will be entertained if they are received by means other than the specified email address, and any communications to alternate e-mail addresses will result in the disqualification of the bidder. The solicitation number (listed above) should be stated in the subject line. Answers will be compiled and distributed within three days from the closing date of questions.

Proposals must be comprised of one electronic copy of the Technical Proposal and one electronic copy of the Cost/Business proposal, sent in separate files, and labeled with the above-stated subject, subproject number and title. Submissions shall be delivered to:

Creative Procurement Department at

[email protected]

Sincerely,

Creative Procurement Department

Attachments:

ATTACHMENT A: Statement of Work

ATTACHMENT B: Instructions to Offerors

ATTACHMENT C: Evaluation Criteria

ATTACHMENT D: Proposal Cover Letter

ATTACHMENT A:

STATEMENT OF WORK FOR

(Youth Programs Expert Coach) (s) Consulting Services

1. Introduction

Creative Associates International is a dynamic and fast-growing professional service firm that specializes in international development in the areas of education, democratic transitions, and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 30 plus countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well- regarded by competitors and partners alike.

1. Background

USAID/ Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education and the Ministry of Youth to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the USAID/ Technical Assistance Program, it will support youth programs development, promote inclusive youth work techniques, improve the skills of youth centers managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

1. Position Summary:

The overall objective of this consultancy is to work in coordination with the Youth Programs Manager and TAP’s Team to build and strengthen the capacities of the selected MoY youth centers in the area of youth programing including; conducting needs assessments, outreach, programs design, planning and implementation while ensuring the active participation of youth and community in the process.

The program is looking to solicit youth programs expert to deliver the below capacity building activities phases to empower MOY youth centers’ staff:

• • • • Phase One: Youth Centers Grants Preparations
    • Co-develop with TAP and MoY the project framework and selection criteria for youth centers grants.
    • Conducting capacity building training workshops to around 150 youth centers’ staff about youth programming design.
    • Develop required applications templates, such as proposal template and other assessment tools.
    • Support in developing a unified community-based needs assessment framework for youth centers.
      • • Phase Two: Youth Centers Selection
• Conduct site visits to the selected youth centers for the grants to support their planning activities.
• Support the trained staff during their application development (proposal writing) and submission. And build capacity and awareness around positive youth development, Gender and Social inclusion.
• Provide coaching sessions to the youth centers’ staff on programs planning and budgeting.
• Review submitted plans and tools and provide inputs and feedback to MoY and youth centers.
  • • • Phase Three: Grants Implementation
• Conduct field visits to mentor and support the implementation of grants at the youth centers.
• Identify common capacity building needs and inform TAP team to co-create a capacity building plan for youth center staff.
• Provide capacity building coaching sessions to the youth centers’ staff during the implementation of grants’ activities.
• Develop feedback reports to TAP and MoY on the work progress, learned lessons and recommendations.
• Support TAP MEL team and embedded staff to develop programmatic indicators for centers’ programs.
• Work closely with TAP gender experts to identify Gender and Social Inclusion (GSE) needs and develop capacity building plans to address the needs.
• Coordinate with MoY field directorates and the MoY M&E unit at the central level through TAP embedded staff to ensure reports and plans are developed, implemented and monitored regularly.

1. Responsibilities:

2. Develop training materials that includes but not limited to, workshops agenda, training activities, reading materials, training agenda, M&E tools.

3. Lead the facilitation of the capacity building training workshops in three regions (North, Middle, South), two workshops per region.

4. Co-develop selection criteria of winning youth centers for project grants with TAP and MoY.

5. Prepare and/or co-create project tools and templates, such as applicants’ proposal template, observation and coaching tools, centers’ progress reporting tools.

6. Support reviewing applications and programs plans with TAP and MoY, and provide inputs and feedback.

7. Conduct regular coaching and mentoring visits to the trained and selected youth centers.

8. The consultant is expected to submit a full report after each task completion, reports should include feedback about project achievements, challenges, learned lessons and recommendations.

9. Key Working Relationships:

This consultant will administratively and technically report to the youth programs manager at TAP and be part of TAP’s Technical Team. And the work on this assignment will be directly with TAP team and MoY related directorates and youth centers.

1. Required Qualifications:

• University degree in management or relevant field. Master’s degree and/or professional Training / management certification is preferable.
• A minimum of 7 years of experience in public or private institutions; providing youth programming capacity building assistance to implement TAP’s interventions to ensure sustainability.
• Positive youth development knowledge, and preferable experience with the Ministry of youth and/or youth sector entities.
• Experience facilitating and coaching capacity building activities to government officials supporting transformation modern youth centers management and participatory planning and implementation. Proven training and mentoring skills are highly desirable.
• Ability to effectively liaise with public sector entities, particularly at the local level.
• Knowledge of governorates youth centers / spaces including planning and implementation. Experience with USAID-funded projects is preferred.
• Excellent analytical and reporting skills. Strong computer skills with proficiency in Microsoft Office package (Excel, Outlook, PowerPoint, SharePoint and Word).
• Excellent communication, facilitation, and coaching skills. Ability to work with vulnerable groups and all levels and functions within the program.
• Fluency in English and Arabic (spoken and written).

1. Deliverables & Level of Effort (LOE)

The targeted group for this assignment is approximately 150 MoY Youth Center’s staff from around 50 centers in the 12 governorates for the pre-selection phase (training workshops, and application technical support). And then after selection phase, the consultant will work with up to 25 youth centers through conducting meetings and site visits to provide technical support activities (grant’s activities planning and implementation).

#

Performance Benchmarks / deliverables

Estimated LOE (days)

Estimated timeline/

Due Date(mm/dd/yy)

1

Conducting capacity building training workshops, including all preparations and reporting activities, in total of six workshops for approximately 150 youth centers staff from 52 centers.

14

June – July 2022

Well-designed tools and templates related to the project activities, such as: proposal template, observation tools, reporting templates, programs design and planning templates.

10

June – July 2022

3

Support developing selection criteria for the grants at MoY, as well as reviewing the applications and programs plans.

8

July – Sep 2022

4

Provide technical support activities for the trained centers’ staff during the application phase.

18

Aug – Sep 2022

5

Conduct on-ground facilitation, coaching and mentoring visits and meetings with the 25 selected youth centers for the grants, and assure the quality of action plans and activities implementation.

20

Oct. 2022 – April 2023

6

Professionally written progress reports, work plans, and updates, including the final report which should include all learned lessons and recommendations for the sustainability and ownership of the project by MoY.

8

June 2022 – May 2023

Total

78

The above LOE is tentative and subject to increase or decrease depending on program needs.

A detailed workplan shall be submitted to TAP at the beginning of the consultancy for TAP’s approval. The plan will be reviewed as needed as per development on the ground. All deliverables need to be submitted for TAP’s review, input, and approval.

Additionally there will be selecting more than one coach to train the participants

Project Location: Wadi Saqra, Arrar Street, Bldg. # 201, 1st Floor, Amman, Jordan

**Period of Performance:**20 June 2022 to 30 May 2023

Period of Performance:

Creative anticipates issuing a Blanket Purchase Agreement (BPA) valid for a Period of Performance of approximately one year base up to three -years options that will be exercised in writing by Creative.

Ordering Procedure:

Purchases may only be made by Creative via written FP Level of Effort (LOE) Work Orders and executed by the authorized individuals listed in the BPA.

Daily rates are based on an 8-hour working day. Any hours worked in excess of 8 hours will not be paid. Working days consisting of less than 8 hours shall be prorated accordingly.

How to apply

Attachment B

INSTRUCTIONS TO OFFERORS

1. General Instructions

These Instructions to Offerors will not form part of the offer or of the Contract. They are intended solely to aid Offerors in the preparation of their proposals. Read and follow these instructions carefully.

1. The proposal and all corresponding documents related to the proposal must be written in the English language, unless otherwise explicitly allowed. Additionally, all proposals should be single-spaced with clear section headings, and be presented in the order specified in Attachment C – Evaluation Criteria.
2. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of, unless those sources are adequately cited and credited. If Creative determines that any part of the proposal is plagiarized from outside sources, the Offeror will be automatically disqualified.
3. Proposals and all cost and price figures must be presented in JOD. All prices should be tax Exempted. professional services agreement will be issued to the successful offeror in local currency and subject for 5 % service tax deduction as per in accordance with enacted Jordanian legislations
4. The Offeror must state in their Proposal the validity period of their offer. The minimum offer acceptance period for this RFP is 90 days after closing date of the RFP. If an Offeror has provided a validity period of less than 90 days, they will be asked to revise this. If the Offeror does not extend the validity period, their proposal will be rejected. Creative reserves the right not to make an award.
5. The Technical Proposal and Cost Proposal must be kept separate from each other. Technical Proposals must not make reference to cost or pricing information at any point. This will enable the technical evaluation to be made strictly on the basis of technical merit.
6. No costs incurred by the Offerors in preparing and submitting the proposal are reimbursable by Creative. All such costs will be at the Offeror’s expense.
7. Responsibility Determination: Award shall only be made to “responsive” Offerors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment D.
8. Late Offers: Offerors are wholly responsible for ensuring that their Offers are received in accordance with the instructions stated herein. A late Offer will be recommended for rejection, even if it was late as a result of circumstances beyond the Offeror’s control. Late offers will only be considered at the procurement department’s discretion.
9. Modification/Withdrawal of Offers: Offerors have the right to withdraw, modify or correct their offer after it has been delivered to Creative at the e-mail address stated above, and provided that the request is made before the RFP closing date.
10. Disposition of Proposals: Proposals submitted in response to this RFP will not be returned. Reasonable effort will be made to ensure confidentiality of proposals received from all Offerors. This RFP does not seek information of a highly proprietary nature, but if such information is included in the Offeror’s proposal, the Offeror must alert Creative and must annotate the material by marking it “Confidential and Proprietary” so that these sections can be treated appropriately.
11. Clarifications and Amendments to the RFP: Any questions regarding this solicitation must be emailed to [email protected] . No questions/clarifications will be entertained if they are received by another means. The solicitation number should be stated in the subject. Responses will be compiled and posted on Creative’s procurement
12. Creative anticipates that discussions with Offerors will be conducted; however, Creative reserves the right to make an award without discussions. It is strongly recommended that Offerors present their best offer.

Failure to agree and comply with any of the above instructions will result in the Offeror being considered unresponsive and the proposal may be rejected.

1. Submission of Proposal:

Proposals must be submitted in two separate files via the email address below:

1. E-mail 1 – Technical Proposal
2. E-mail 2 – Cost proposal

Each e-mail should be clearly labeled with the RFP number and position title.

Proposals must be delivered no later than the specified date/time to the address below.

[email protected]

And who do not submit their technical and cost proposals separately will be automatically disqualified.

1. Content of Proposal:

The proposal shall be comprised of Three sections:

1. Cover Letter (Attachment D)

2. Technical Proposal

3. Cost Proposal

4. The Cover Letter: should be on the Offeror’s and MUST contain the information requested in Attachment D.

5. Technical Proposal:

6. The Technical Proposal is the opportunity for the Offeror to demonstrate that the Individual is “technically capable” of implementing the activity, and should demonstrate the Offeror’s understanding of and capabilities to carry out the work, and address the key issues described in the Evaluation Criteria in Attachment III.

7. The Technical Proposal should be divided into clearly separate sections following the same order of the Evaluation Criteria in Attachment III. A mis-ordered proposal that makes information hard to find will result in lower scores.

8. If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

9. The Cost Proposal**:** mustbe submitted separately from the technical proposal and will primarily indicate the cost for performing the work.

Failure to comply with any of the above points will result in the Offeror being considered “unresponsive” and the proposal may be rejected.

If an Offeror provides insufficient information in their technical and/or cost proposal, Creative reserves the right to request additional information, or to request a revised proposal from the Offeror, if necessary. Creative reserves the right to make no award, or multiple awards, under this RFP.
Attachment C

EVALUATION CRITERIA

Basis of Award: The award will be made to the offeror whose offer presents the Best Value: the optimal combination of technical merits and reasonable cost. Proposals will be scored on technical factors first. Only the Cost proposals of those offers that surpass the minimum qualifying score of 70 points in the technical evaluation will have their Cost Proposal reviewed. Those that do not reach this qualifying score in the Technical Evaluation will be considered non-competitive EVALUATION CRITERIA

1. Technical Competence– presented in the Technical Proposal (70 points)

The award will be given to the person who achieves the highest score within the following competitive criteria

A. Qualifications and education: 70 marks (allocated to them, and a minimum of 10 must be obtained to pass, Submit in CV)

B. Past Performance (30 Marks)

Qualifications and education

The applicant must attach the academic qualifications and any evidence of experience, success stories and other recommendations that he/she deems appropriate to support his file along with resume

70 points

Past Performance and experience

Document and summarize your proven track record of successfully implementing similar activities to include a description of similar services provided in the past and any lessons learned that will be incorporated into the activity described in this RFP.

Offerors with past performance with similar activity, in the same geographic area and/or of similar scale to the activity described in this RFP will be scored more favorably than offerors that do not meet these criteria.

Please note that Offerors cannot be evaluated on information that they do not provide. For example, if an Offeror has current/past performance working with Creative, they cannot be positively evaluated on this experience unless it is provided in the Offeror’s proposal.

30 points

Total

100

If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

B. Past Performance and Experience

Document and summarize your proven track record of successfully performing similar services. Using the exact table format provided below, please list only services you have performed within the past three years including specific projects worked on by consultants within the firm, a brief description of how each is relevant to this RFP, and the contact details for each previous client or donor. You may also include recommendation/appreciation letters and certificates as attachments.

Offerors with past performance with similar services, in the same geographic area and/or of similar scale to the activity described in this RFP will be scored more favorably than offerors that do not meet these criteria. Please note that Offerors cannot be evaluated on information that they do not provide. For example, if an Offeror has current/past performance working with Creative, they cannot be positively evaluated on this experience unless it is provided in the Offeror’s proposal.

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(a)

Activity Title

(b)

Location(s) of activity

(c)

Synopsis of the activity and its relevance to this RFP

(d)

Performance period (date, duration and if completed on schedule)

(e) Prime or Subcontractor?

(f)

Amount for the activity

(g)

Name & Contact Info
(E-mail and phone) of client

1

2

3

C. Attachments (Not Scored)

You may include recommendation/appreciation letters and certificates as attachments, or any other documentation you wish to further support your proposal, stapled/bound separately from the rest of the technical proposal. Content presented here will not be scored.

1. Cost Reasonableness & Financial Capability – presented in Cost Proposal. Not Scored.

Submit fully burdened rates for each category, including illustrative consultant rates Creative’s review of the Cost Proposal shall determine if the overall costs proposed are realistic for the work to be performed, reflect a correct understanding of the project requirements, and are consistent with the Offeror’s Technical Proposal. Creative will also review individual line items and determine if they are allowable, allocable, and reasonable.

Creative reserves the right to request additional supporting documentation or a revised proposal from an Offeror if insufficient information has been provided in the Offeror’s technical and/or cost proposal. If the requested information is not provided, Creative has the right to disqualify the firm from further consideration.

ATTACHMENT D

FORMAT FOR PROPOSAL COVER LETTER –

City, Country

To: Creative Procurement Team

Dear Sir / Madam:

We, the undersigned, offer to undertake the [Insert RFP No], [Insert project title], in accordance with your Request for Proposal dated [Insert MM/DD/YYYY] and our Technical and Cost Proposal submitted herein.

Offeror personal details are as follows:

1. Offeror Name
2. Offeror Address
3. Telephone #/Cellular Phone #, Email address:
4. Validity Period of Proposal
5. Copy of the Offeror ID

Our proposal shall be binding upon us, subject to any modifications resulting from negotiation, up to expiration of the validity period of the proposal. We understand you are not bound to accept this or any Proposal you receive.

The Offeror also certify that:

1. The ability to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
2. have a satisfactory performance record;
3. have a satisfactory record of integrity and business ethics;
4. have the necessary technical capacity,
5. otherwise, qualified and eligible to receive an award under applicable laws and regulations.

Sincerely,

Authorized Signature:

Name of Signatory:

Date: