Issue Date : July 19, 2019
RFP Number: WPP/003/19
Questions due by: July 25, 2019 by 06:00 PM Baku time
Deadline for submission Proposals: July 31, 2019 by 06:00 PM Baku time
Counterpart International, acting on behalf of the USAID-funded Women’s Participation Program (WPP) is seeking written proposals and quotes from team of experts/trainers for the organization and implementation of a 10-day “Women Leadership Summer School” in late August 2019 and a 3-day trip for Summer School participants to Baku. Please take the time to read and understand these sections as failure to respond may result in your submission being determined to be non-responsive and removed from further consideration.
Questions and proposals/quotes are due to:
USAID’s Women’s Participation Program
E-Mail: [email protected]
No phone inquiries please.
The USAID-funded Women’s Participation Program (WPP) has been implemented in the country since 2011 and seeks to improve the status of women in Azerbaijan by raising public awareness on issues that affect women: improving women’s abilities to affect key policies, empowering more women to engage in strengthening the capacity of civic and state organizations to address women’s issues.
Counterpart International, acting on behalf of the Women’s Participation Program (WPP) is hereby soliciting bids to implement the “Women’s Leadership Summer School” in Gyoy-Gyol and subsequent “Know Your Role-Model Trip” to Baku. Counterpart anticipates selecting one Team of Experts (TOE) to fulfill the scope of work as outlined in this request for proposals (RFP). This will result in one independent consulting agreement for a lead consultant, which will include logistics costs for organization of the activities, and additional independent consulting agreements for any other trainers/consultants proposed in the bid.
II. SCOPE OF WORK
Counterpart seeks a Team of Experts (TOE) to organize a 10-day “Women’s Leadership Summer School” in Gyoy-Gyol for 15 participants. At the culmination of the Summer School, the training group will organize a 3-day trip for Summer School participants to Baku to meet with prominent, role-model women who have successful careers in government, business, not-for-profit, media, and other sectors.
Women’s Leadership Summer School
The TOE will be fully responsible for designing and organizing/implementing the Summer School. The primary intent of the training is to enable participants to better know their strengths, weaknesses, and preferences for their life and work. It will be designed to provide participants the opportunity to reflect on their current personal and professional goals and define future goals. Women are expected to gain better self-confidence, strengthen leadership and advocacy skills, and develop entrepreneurship skills. The target audience for Summer School includes 15 women from Ganjabasar area.
Bidders will be expected to develop a syllabus outline for the training program, the details of which are described in further detail below. The training should include various training exercises for the participants, which will help them identify their personal strengths and help inform their decision-making on how to achieve this by effectively allocating time and other available resources. Trainings will include the ones for self-growth and for obtaining practical knowledge to use in the future for developing leadership and entrepreneurial and civic advocacy skills. The TOE will work on the training presentation and final syllabus content in close consultation with WPP team.
To measure the effectiveness of the training, the TOE is expected to develop pre- and post-training evaluations, to be finalized in consultation with the WPP team, which will be incorporated into design from the beginning.
Know Your Role-Model Trip
At the end of the trainings, participants will have the opportunity to travel to Baku for three days and personally meet with Women Parliamentarians, Women Business Leaders, Women NGO Leaders and Women Governmental Employees who can be a role-model and be a source of inspiration for them in the future.
The TOE will be expected to select the relevant “role models” for with which participants will meet, and organize meetings and associated logisitics for these meetings.
The TOE will be required to prepare and submit detailed report for the Summer School and its deliverables, specifically the design, development and facilitation processes, level of participation and engagement, key findings and further recommendations, survey analysis and photo/video materials.
The TOE will have a responsibility to submit financial report accompanied by original invoices for the actual miscellaneous expenses incurred as stated in their approved budget.
III. REQUIRED QUALIFICATIONS
Offerors must show qualifications in the following areas:
• Required availability between August 19 and September 15 following signature of contract;
• Demonstrated experience in conducting similar training services in Azerbaijan;
• Demonstrated experience in standard financial and activity report writing to international organizations;
• Legal authorization to work in Azerbaijan for all proposed individuals in the bid;
• Fluency in Azerbaijani language for all trainers/facilitators.
IV. ANTICIPATED PERIOD OF PERFORMANCE
The anticipated period of performance for this assignment is approximately between August 15 and September 15, 2019. Final dates will be determined in coordination with the selected Team of Experts.
V. PRICE QUOTE
Quotations in response to this RFP must be priced on a fixed price and all-inclusive basis, including honorarium, traveling, lodging (if applicable) and all other costs. Pricing must be presented in AZN. Offers must remain valid for not less than ninety (90) calendar days after the offer deadline. Offerors are requested to provide proposals/quotations on official letter.
In addition, offerors responding to this RFP are requested to submit the following:
• A copy of their official Tax ID.
• A copy of their identification card.
Bidders should include costs for both a) payment of consultants who will be organizing and/or delivering the training; and b) logistics costs for all anticipated costs related to the Women’s Leadership Summer School and the Know Your Role-Model Trip. Failure to do so will result in a non-responsive bid. Proposals should include the following costs, itemized by the corresponding units:
– Meals/coffee breaks in a venue in Gyoy-Gyol, unit: per person per day rate
– Participant certificate printing cost, unit: per person rate
– Cellular communications for trainers, unit: one-time cost or per person rate
– Lodging for all participants and trainers, unit: nightly rate per person
– Venue rental, unit: daily rate
– Transportation for participants, unit: daily rate
– Printed materials, unit: per person rate
– Gasoline for vehicle, unit: one-time cost (if personal car used)
– Photo/Video Services
The bidder shall bear all costs associated with the preparation and submission of the Proposal, Counterpart will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.
VI. EVALUATION PROCEDURES AND CRITERIA
The award will be made to a responsible offeror whose offer follows the RFP instructions, meets the eligibility and qualifications requirements, and is determined via trade-off analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:
• Price – 30 points: The overall cost presented in the offer.
• Past Performance and Key Personnel Capacity – 30 points: Proven track record in implementing similar training assignments as demonstrated by references and submitted curriculum vitae (CVs) for proposed trainers.
• Technical Understanding and Qualifications – 40 points: Responsiveness to the technical specifications and requirements as outlined in the RFP; quality of proposed syllabus outline and evaluation and reporting forms.
Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFP, an offer may be deemed “non-responsive” and thereby disqualified from consideration.
Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, WPP reserves the right to conduct any of the following:
• WPP may conduct negotiations with and/or request clarifications from any offeror prior to award.
• WPP may cancel this RFP at any time.
VII. INSTRUCTIONS ON SUBMISSION OF PROPOSAL
You are requested to submit electronically signed and dated offers to the e-mail address specified in this solicitation at or before the exact time specified in this solicitation. Offerors must provide the following information:
1. The solicitation/RFP number;
2. The name, addresses (street, email, other), and telephone number of the offeror;
3. Proof of eligibility to work in Azerbaijan.
4. Brief bios or CVs of key consultants/experts/trainers who will actually undertake the work required by WPP. Further interviews with team of experts are likely to ascertain fit.
5. Past performance information: a brief statement which demonstrates prior performance conducting similar training services (no more than one page) to be accompanied by at least three (3) recent and relevant reference contacts for the same or similar performed activities;
6. Technical proposal. This must include the following:
a. The Summer School syllabus outline: The syllabus should be submitted in both English and Azerbaijani languages. It is expected that the program of Summer School will cover at least the following key topics for TOT:
• self-confidence development and personal effectiveness;
• raising leadership skills;
• basic advocacy skills
• development of entrepreneurial mindset;
• how to start your business; others
b. Proposed format of final reports and pre- and post-training evaluations
7. Price proposal (Please see Attachment 1 for example)
8. Cover letter (Please see Attachment 2 for example)
WPP reserves the right to make an award based on initial submission. WPP reserves the right to make no award if it is determined that the offers submitted do not satisfy the needs of the project. Proposals received after the specified time and date will be considered late and will be considered only at the discretion of WPP. All written proposals submitted must be valid for a period of not less than ninety (90) calendar days from the stated closing date.
VIII. QUESTIONS AND REQUESTS FOR CLARIFICATIONS
Questions regarding the technical or administrative requirements of this RFP may be submitted no later than 06:00 pm Baku time on July 25, 2019 by email to [email protected].
Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification – and the responses thereto – that WPP believes will be of interest to other offerers will be posted on Counterpart’s website.
Only the written answers received by the offeror from WPP will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from WPP or any other entity or projects should not be considered as an official response to any questions regarding this RFP.
IX. NOTIFICATION OF SELECTION
WPP will notify the offeror who submitted the highest scoring proposal in writing by e-mail. Clarifications and revision of minor errors and omissions may be requested. Upon completion of either, offeror may be required to submit a revised quote.