RFP JTAP 059 Process Streamlining and Reengineering Trainer USAID/TAP

REQUEST FOR PROPOSAL (RFP)

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Proposal (RFP) No. RFP-JTAP-059 Process Streamlining and Reengineering Trainer

Type of Award: Consultant Agreement (CA)

Basis of Award: Best Value

RFP Issue Date: 30/10/2024

RFP Closing Date: 11/11/2024

RFP Closing Time: 4:00 PM – Local Time, Amman, Jordan

Reference: USAID Contract No. 72027821C00005

Enclosed is a Request for Proposal (RFP). Creative invites Individuals to submit a proposal for the Jordan- Technical Assistance Program (TAP) under the referenced USAID 72027821C00005, After the evaluation, as described herein, resulting in selecting a winning proposal, the issuance of an award is subject to successful negotiation of the terms and conditions and receiving USAID’s Contracting Officer consent, if required.

The requirements for this activity are described in the “Statement of Work” in Attachment I. Creative encourages individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment II “Instructions to Offerors”. Proposals will be evaluated based on the “Evaluation Criteria” in Attachment III. Creative will make an award to the responsible Offeror(s) submitting an offer which 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 via email to [email protected] no later than November 4, 2024. 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 on November 6, 2024.

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

Creative Operations Department [email protected]

Sincerely,

Creative Operations Department

Attachments:

Attachment I : Statement of Work

Attachment II : Instructions to Offerors

Attachment III : Evaluation Criteria

Attachment IV : Proposal Cover Letter

ATTACHMENT I: STATEMENT OF WORK

Operational Planning Expert - individual Consultant

1. Program Summary

The 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 Jordan Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school 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.

2. Position Summary

TAP seeks applicants for a 2-months Process Streamlining and Reengineering Trainer with an estimation of 20 days LOE. The expected period of performance (Dec 2024-Jan 2025).

TAP anticipates a trainer to support TAP’s efforts to provide technical assistance to the Ministry of Education building the capacity of the related staff such as Institutional Performance, Internal Control on process streamlining and reengineering. This activity is aimed at enhancing the skills of participants in identifying, analyzing, and improving business processes that result in long-term improvements in operational efficiency and effectiveness.

3. Duties and Responsibilities:

• Conduct a preliminary assessment to understand the current level of knowledge and skills and identify gaps related to process management, process streamlining and reengineering.
• Customize training content to address the identified needs and organizational goals.
• Develop a comprehensive training material covering key concepts, tools, and methodologies in process streamlining and reengineering, including:
  • Process management including process identification, classification, documentation, etc.
  • Lean principles and waste reduction.
  • Business process reengineering (BPR) methodologies and techniques.
  • Continuous improvement frameworks (e.g., Six Sigma, Kaizen).
• Incorporate real case studies, real-world examples, and practical exercises to ensure hands-on learning.
• Organize and facilitate two workshops for Ministry related staff such as but not limited to Institutional Performance and Internal Control Departments.
• Implement on-the-job training and mentoring programs to reinforce learning by supervising group projects focused on reengineering a selected business process within the ministry.

4. Required Qualifications:

• Minimum bachelor’s degree in business management, operation management, Engineering, organizational development or related field. A higher degree is preferable.
• Hands-on experience in process management, streamlining and reengineering. Professional certification in this field is highly desirable.
• Experience in designing and conducting capacity building training program, and coaching and training with strong facilitation skills to effectively communicate complex concepts to diverse audiences; a TOT certificate is highly desirable.
• Work experience with international organizations is highly favorable.
• Practical knowledge and experience with government ministries and departments are highly favorable.
• Experience of working with the MoE is highly desirable.
• Proficiency with relevant computer software programs, especially MS Office.

5. ESTIMATED PERIOD OF PERFORMANCE and LEVEL OF EFFORT (LOE)

• ESTIMATED PERIOD OF PERFORMANCE: Dec 2024- Jan 2025

* Creative anticipates issuing a Consultancy Agreement (CA) valid for a Period of Performance of approximately 2 months.

• Estimated LEVEL OF EFFORT (LOE): 20 Days

6. Ordering Procedure

Purchases may only be made by Creative via written Consultancy Agreement and executed by the authorized individuals listed in the CA.

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.

7. Key Working Relationships:

• This position will technically report to TAP’s Institutional Development and Automation Lead and administratively report to the Operations and Security Manager.
• This position will coordinate with the manager of the Institutional Performance Department at MoE.

8. PLACE OF PERFORMANCE Amman – Jordan

9. RESULTS AND/OR DELIVERABLE/MILESTONE SCHEDULE

deliverable #1

Performance Benchmarks / deliverables: Training material including trainer guide, trainee guide, PowerPoint presentation, and pre and post-tests based on the results of the training needs assessment

Estimated LOE(days): 8

Estimated timeline/ Due Date (mm/dd/yy): TBD

deliverable #2

Performance Benchmarks / deliverables: One capacity building workshop on process streamlining and reengineering for three days for (25-30) MOE officers.

Report on the results of the workshop

Estimated LOE(days): 4

Estimated timeline/ Due Date (mm/dd/yy): TBD

deliverable #3

Performance Benchmarks / deliverables: Coaching Report includes Group projects focused on streamlining/reengineering a (3-5) selected business process within the ministry.

Estimated LOE(days): 8

Estimated timeline/ Due Date (mm/dd/yy): TBD

Total of LOEs: 20

• TAP will cover the expenses of workshop-venue and meal plans.

Attachment II

INSTRUCTIONS TO OFFERORS

A. General Instructions

These Instructions to Offerors will not form part of the offer or of the Agreement. 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 III – Evaluation Criteria.
2. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of your organization, 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 local currency or USD. All prices should be gross of tax.
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 the 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 in order 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” vendors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment IV.
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 Creative’s 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 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 complied and emailed to the requesting potential Offeror and will be sent to all offerors that requested this RFP, or re-posted publicly if offered as a full and open competition.
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 specifications will result in the Offeror being considered unresponsive and the proposal may be rejected.

B. Submission of Proposal:

Proposals must be submitted in two separate e-mails:

• E-mail 1 – Technical Proposal
• E-mail 2 – Cost proposal
• Each e-mail should be clearly labeled with the RFP number and project title.
• Proposals must be delivered no later than the specified date/time.

Offerors who do not submit their technical and cost proposals separately may be automatically disqualified.

C. Content of Proposal:

1. The proposal shall be comprised of Three sections:
2. The Cover Letter (Attachment IV)
3. The Technical Proposal
4. The Cost/Business Proposal

1) The Cover Letter: should be on the Offeror’s letterhead and MUST contain the information requested in Attachment IV.

2)Technical Proposal:

a. 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.

b. 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.

c. 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.

3)The Cost Proposal: must be submitted separately from the technical proposal and will primarily indicate the cost for performing the work, Daily rate subject to 5% income tax deduction.

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 III

EVALUATION CRITERIA

A. BASIS OF AWARD:

1. Creative will evaluate proposals on a best value basis, in accordance with the Federal Acquisition Regulations (FAR) Subpart 15.1 – Source Selection Processes and Techniques. In all solicitations, Creative will consider and conduct an evaluation on the basis of both technical and cost submissions. The relative importance of these two factors places technically above cost. In rare cases, Creative may also award to an offeror other than the highest technically rated Offeror or the lowest price Offeror, in accordance with FAR 15.101-1.
2. The award will be made to the Offeror whose offer presents the Best Value, which is the optimal combination of technical merits and reasonable cost and does not exceed the internal budget established for this effort. Proposals will be scored on technical factors first. Only the Cost/Business 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 and their Cost/Business proposals will not be considered. The shortlisted offeror may require delivering a PP presentation and interview.

B. EVALUATION CRITERIA

1. Technical Competence – presented in the Technical Proposal.

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

A. Resume 70 points

B. Past Performance / Professional References 30 points

As described in table below: The evaluation will be done according to the criteria shown in the table:

Item 1 :Resume

Requirement:

he applicant must attach any evidence of experience and success stories to support his/her file with the Resume.

• Minimum bachelor’s degree in business management, operation management, Engineering, organizational development or related field. A higher degree is preferable.
• Hands-on experience in process management, streamlining and reengineering. Professional certification in this field is highly desirable.
• Experience in designing and conducting capacity building training program, and coaching and training with strong facilitation skills to effectively communicate complex concepts to diverse audiences; a TOT certificate is highly desirable.
• Work experience with international organizations is highly favorable.
• Practical knowledge and experience with government ministries and departments are highly favorable.
• Experience of working with the MoE is highly desira