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1 REQUEST FOR PROPOSALS #03500 Combined Project Management & Microsoft Project Training for Selected EGPAF Country Offices In support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF) 1140 Connecticut Ave NW, Suite 200, Washington, DC Firm Deadline: June 30, 2014 TIME: 5:00 PM US Eastern Time The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit BACKGROUND EGPAF s Tanzania country office currently implements a comprehensive, integrated HIV program; the program portfolio consists of two large, multimillion dollar projects funded by USAID and CDC that operate in 9 regions of the country. In addition to the main office in Dar es Salaam, there are three field offices located in Mtwara, Tabora, and Moshi, each supporting two or more regions. The country office consists of three main departments: Technical/Programs, Operations, and Field Programs. The management of program activities across the various departments and field offices, coupled with diverse funding streams and different program years has become increasingly challenging. EGPAF s Kenya country office also currently implements a comprehensive, integrated HIV program; the program portfolio consists of three large, multimillion dollar projects funded by USAID and CDC, along with three smaller projects funded by multilateral donors and Foundations, all seven of which operate in 19 of the 47 total counties. The Kenya office also implements a national project, with coverage across the entire country. In addition to the main office in Nairobi, there are three field offices located in Kisumu, Homa Bay, and Lodwar, each office supporting one or more of the surrounding counties. The country office consists of two main departments: Technical/Programs and Operations; the Operations department also encompasses a Field Operations team. The management of program activities across the two main departments and three field offices, coupled with multiple funding streams and project years has become progressively challenging. Due to the complexities of each country office s program portfolio, coupled with the wide variety of partners engaged by each country office to implement its programs, strong knowledge of project management techniques, coupled with responsive project planning and monitoring approaches, are necessary for those staff tasked with managing increasingly complex project portfolios. Both EGPAF Kenya and EGPAF Tanzania aim to utilize Microsoft Project as a key tool to strengthen project management practices within each country office. EGPAF Kenya has been piloting the use of Microsoft (MS) Project for several years now, and has encountered successes and challenges in the process, namely: managing the technical complexity of the software, and identifying MS Project training and support needs for relevant staff. Conversely, EGPAF Tanzania has not formally introduced MS Project, but is looking to it as a resource for managing its increasingly complex program portfolio.

2 PURPOSE/SCOPE OF WORK PURPOSE Both the Tanzania and Kenya country programs intend to equip their key staff (inclusive of both Programs and Operations staff) with the requisite project management principles and concepts, along with training on MS Project as a key tool to improve the management of their complex program activities composed of different projects, funding streams, donors, project years, internal departments, and multiple field offices. The use of MS Project is envisioned to bolster efforts to coordinate, plan, track, and monitor activities, in order to ensure deliverables are completed in a timely, high quality, and cost efficient manner. The focus of the MS Project module of the training will be to utilize the software to track key activities contained in each country office s annual workplan(s). SCOPE OF WORK The Foundation is seeking proposals from qualified training firms / consultancies to design, develop, and implement a 5-day customized combined Project Management and MS Project Training, followed by a six month period of virtual post-training support for participants from both country offices. Potential participants will include middle- and senior-level program and operations managers, as well as other selected key staff, from the EGPAF Kenya and Tanzania country offices. These individuals will be selected based on their performance track record, roles and responsibilities across the project lifecycle (i.e. roles in initiating, planning, executing, and closing projects), leadership qualities, and ability to learn and develop. Participants will already occupy a leadership or key position across each of the country office s main departments (Operations, Technical/Programs, Field Programs, etc.). Staff selected for the training may include high performing operations managers (e.g. Finance Manager, Senior Awards and Compliance Officer, Field Operations Coordinator, etc.), Program Managers, Technical Directors, Deputy Project Directors, Senior Technical Advisors, Service Delivery Advisors, etc. The content of the proposed 5-day customized Project Management Training should address the following desired capabilities: I. Project Management Fundamentals, including: a. Understanding of the project lifecycle, its stages, and roles and responsibilities per project lifecycle stage for both project teams and beneficiaries; b. Strategies for identifying, analyzing, and engaging stakeholders; c. Defining project scopes, and developing divisions of tasks; d. Executing processes to manage emergent issues and changes to projects; and e. Risk assessment approaches and strategies for response(s) to risk. II. MS Project Utilization Strategies for both EGPAF Tanzania and Kenya, including: a. Documentation of project activities undertaken per project lifecycle stage, as contained in annual project workplans; b. Improved means of tracking both activity status and accomplishment(s) across all project lifecycle stages, as per annual project workplans; c. Identification and determination of the nature and/or causes of deviation for originally planned activities, as per annual project workplans; and d. Correlation of project activities / project workplans in MS Project with output/outcome indicators and financial inputs, in order to improve both costing and monitoring and evaluation (effectiveness) of project activities.

3 CONTRACTOR DELIVERABLES The selected training provider will work in close consultation with the Points of Contact (POCs) from the EGPAF DC, Tanzania, and Kenya Country Offices to ensure the following deliverables: 1. Design Phase: Develop a high-level proposal for a customized, combined Project Management and MS Project training, outlining key content areas that will be addressed, as per the above capabilities, along with the training s overall approach, mode of delivery, etc. Share this proposal with the POCs and obtain POC buy-in for the overall design of the training. 2. Preparation Phase: Develop a detailed training workshop program and timetable, training materials and modules, user friendly handouts, training aids (e.g. activity worksheets, case studies, participant workbooks, etc.) for all sessions. 3. Delivery Phase: Deliver a 4- to 5-day Project Management and MS Project training workshop at a venue selected by the Foundation, during the third quarter of 2014 (exact dates to be discussed); delivery will include individual/team feedback and coaching, participatory delivery of the fundamentals of Project Management, using current work projects and work plans from both country offices for application of concepts, applied learning of MS Project using Problem-based Learning techniques, based on annual workplans for EGPAF Tanzania and Kenya, guidance on the conversion of existing workplans onto the MS Project platform, and the development of roadmaps for the further implementation of MS Project by each country office. 4. Post-Training Phase: Completion of a detailed training report, including an electronic copy of all training materials, post-training participant evaluation, further guidance on conversion of existing workplans onto the MS Project platform, etc. The Post-Training Phase will also include the aforesaid six-month period of virtual post-training support for participants, as per the following: a. 1-4 Weeks Post-Training: Training provider available to answer daily questions from EGPAF via or phone. b. 1-3 Months Post-Training: Training provider available to answer weekly questions from EGPAF via or phone. c. 3-6 Months Post-Training: Training provider available to answer very limited questions via or phone from EGPAF (one monthly). CONSULTANT QUALIFICATIONS: Demonstrated experience developing and implementing high-quality project management training programs, preferably including experience working in the international NGO sector. Demonstrated experience with project management software, particularly Microsoft Project, and the adaptation and training of such software within the international NGO context. Track record of delivering training programs in the African context. Knowledge of adult and problem-based learning principles. FOUNDATION RESPONSIBILITIES: The Foundation will, at its discretion, provide the selected training provider with the following materials, in order to facilitate the preparation of training materials and modules:

4 Examples of the Foundation s previous work in Tanzania and Kenya; Copies of annual workplans from EGPAF Tanzania and Kenya; and Further information on EGPAF Tanzania and Kenya s existing approaches to project management. LOGISTICS: The training workshop will be held at a venue in Africa (likely Nairobi). The Foundation will arrange and pay for a suitable training venue, training equipment, and accommodation for all EGPAF participants. In the event that the training provider has its own facilities, then these may be utilized, depending upon their suitability. The cost of any flights (using coach travel) and accommodation in respect of the training provider will be included in the training provider s fixed price proposal. The training provider will be responsible for making his/her own travel arrangements, visa arrangements (if applicable), and providing all training materials. KEY CONTRACT TERMS: The anticipated contract type is firm fixed price, inclusive of estimated travel and accommodation costs. Unless stated otherwise in the statement of the work, the Contractor is responsible for providing equipment and/or supplies required to perform the services. The Foundation will be responsible for ensuring training participants have MS Project installed on their laptops prior to the conduct of the training. All deliverables provided to the Foundation must be furnished for the use of the Foundation without royalty or any additional fees. All Materials will be owned exclusively by the Foundation. The training provider will not use or allow the use of the Materials for any purpose other than the training provider s performance of the Contract, without the prior written consent of the Foundation. If the Contract is terminated as a result of the Contractor s failure to fulfill its obligations as established in the Scope of Work and Deliverables, the Contractor shall pay to the Foundation liquidated damages of 10% of the total price payable under this Contract, without prejudice to any further future remedies.. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS: All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Evaluation Criteria Submission Requirements Weight 1. Past performance of similar work 2. Contractor s proposed process and approach to meet our needs efficiently 1. Three (3) professional references from similar past projects with phone and contact information, and one or more examples of prior similar work 2. A maximum 5-page written proposal explaining the process and timeline for implementation, which complies with the Contractor Deliverables, above, and incorporates the application of adult and problem-based learning 20% 25%

5 3. Experience with NGOs / African context principles; the proposal should be comprised of a 1-page summary of the proposed approach and a 3-5 page concept note outlining the actual proposal 3. Evidence of prior experience working with NGOs (preferably health-related) in an African context 10% 4. Experience with Microsoft Project 4. Evidence of prior training utilizing project management software, especially Microsoft Project, within the international NGO context, particularly in Africa 5. Total fixed price 4. A detailed fixed price cost proposal for all activities, including all contractor deliverables and estimated travel and accommodation costs 6. Qualifications of proposed individuals 5. CV/Resume of proposed individuals to work on this project and 2 references per individual 10% 15% 20% Total 100% NOTE: In addition to the items listed above in the Submission Requirements, please also include an estimated timeframe along with the proposal, including any dates the training provider will not be available to work on the assignment. PROPOSED TIMELINE: DATE: May 29, 2014 Release of RFP DATE: June 13, 2014 Submission of Inquiries: Technical/Contractual Inquiries: Cathrien Alons, Country Support Team Manager, with a cc to Cathy Colbert, Senior Awards & Compliance Officer, No phone calls please. DATE: June 20, 2014 Question and Answer Response Document posted on EGPAF website at DATE: June 30, Completed proposals must be delivered electronically by the deadline mentioned on page one to: Cathy Colbert, Senior Awards & Compliance Officer, with a cc to Cathrien Alons, Country Support Team Manager, DATE: July 15, 2014 Final decision announced and Offerors notified DATE: August 01, 2014: Contract executed and services begin. Please note it is our best intent to comply with the above timeline, but unavoidable delays may occur.

6 ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP# reflected on the first page of this document. Failure to comply with this requirement may result in nonconsideration of your proposal. Any proposal not addressing each of the foregoing items could be considered non-responsive. Any exceptions to the requirements or terms of the RFP must be noted in the proposal. The Foundation reserves the right to consider any exceptions to the RFP to be non-responsive. Late proposals will be rejected without being considered. This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined above. Such proposals shall be considered and treated by the Foundation as offers to enter into an agreement. The Foundation reserves the right to reject all proposals, in whole or in part, and/or enter into negotiations with any party. The Foundation 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. Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR: As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience of suspect unethical behavior by a Foundation employee, please contact Doug Horner, Vice President, Awards, Compliance & International Operations, at or the Foundation s Ethics Hotline at Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work. Any work performed by the training provider prior to full execution of an award will be done at the provider s own risk.

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