Institute of International Education (IIE) 809 United Nations Plaza New York, NY Request for Proposal
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1 Institute of International Education (IIE) 809 United Nations Plaza New York, NY Request for Proposal Technical Assistance Services for Scholarships & Training for Egyptian Professionals (STEP) October 29, November 19, 2015
2 1 INTRODUCTION AND BACKGROUND A. Background: Institute of International Education The Institute of International Education ( IIE ) is a New York not-for-profit corporation that is among the world s largest and most experienced international education and training organizations. Founded in 1919, IIE promotes educational exchange around the world through a wealth of programs and services including Fellowship and Scholarship Management, Higher Education Institutional Development, Emergency Student and Scholar Assistance, and Leadership Development. For more than 90 years, IIE has promoted educational exchange around the world. The Institute currently implements more than 250 programs benefiting 25,000 men and women from 175 nations. Foremost among these programs is the world-renowned Fulbright Program, which IIE has had the honor to administer on behalf of the U.S. Department of State since the program s inception in In addition to the U.S. Department of State, program sponsors include: the U.S. Agency for International Development (USAID); major philanthropic foundations; private and public corporations; foreign governments; and individuals. With IIE s global headquarters in New York City, IIE has offices around the world, including offices in the United States (Washington D.C., Chicago, Denver, Houston and San Francisco) and in other countries (China, Egypt, Ethiopia, Hungary, India, Indonesia, Mexico, Russia, Thailand, Ukraine and Vietnam). B. PURPOSE OF REQUEST FOR PROPOSAL The purpose of this Request for Proposal ( RFP ) is to invite qualified organizations to submit a proposal for technical assistance services to STEP, outlined more fully in Section 6, Scope of Work. Contingent upon successful performance and at IIE s sole discretion, IIE may renew the selection(s) without recompetition for up to three years in total. Offerors are requested to submit proposals for a period of three years. The remainder of this RFP provides additional information that will allow an offeror to understand the scope of the effort and develop a proposal in the format desired by IIE. The information presented in this RFP is furnished solely for the purpose of assisting the offeror in making its own evaluation of the Scope of Work and does not purport to be all-inclusive or to contain all the information you may require. This RFP is not an offer by IIE to contract, but rather an attempt to establish a common framework for IIE to evaluate potential suppliers. The offeror should make its own investigations, projections and conclusions to verify independently the information contained in this RFP, and to obtain any additional information that it may require, prior to submitting a proposal. Contract type: This is a multiple award Indefinite Delivery Indefinite Quantity Contract (IDIQ). IIE will issue Task Orders that are Firm Fixed Price (FFP). 2 Contact Information A. Offeror s Inquiries. Any questions regarding the terms or specifications of this RFP or the conditions or proposed format of responses should be directed to: Elizabeth Arsany Scholarships & Training for Egyptian Professionals Institute of International Education 45 Road 206, Digla Maadi Page 2 of 6
3 Cairo, Egypt IIE will endeavor to respond to offeror inquiries or requests for clarification by the date indicated below. No oral answers will be provided. Answers to all questions will be posted publicly on IIE s website. B. Proposal Submission. Proposals, including any attachments (limited to 6MB), should be sent electronically to: STEPprop@iie.org. Be sure to include in the subject line: RFP-STEP. IIE will not accept proposals received by fax. 3 Schedule and Due Dates Proposals: All proposals are due by November 19, 2015, at 5:00 p.m. local Egypt time. IIE reserves the right to deem any proposal received after this deadline as non-responsive and exclude it from consideration. Proposals must be in either MS Word or PDF formats. Attachments can include MS Excel formats. Once received, you will be notified of receipt. Event Date RFP distribution to offerors October 29, 2015 Offerors questions due November 8, 2015 Responses to offeror s questions posted On or about November 12, 2015 Proposal due date November 19, 2015 Anticipated decision and selection of offeror(s) December 3, 2015 Anticipated commencement date of work January 15, 2016 IIE will consider submitted proposals as your best response and valid for 90 days. 4 RFP Conditions Under no circumstances will IIE be responsible for your costs and expenses in connection with this RFP including reviewing this RFP and/or submitting a Proposal. IIE reserves the right to: Reject any or all offers and discontinue this RFP process without obligation or liability to any offeror. Accept other than the lowest price offered. Select an offeror on the basis of initial offers received, without discussions or requests for best and final offers. Select more than one offeror. Nothing in this RFP is, or should be relied on by the offeror as, a promise or representation by IIE. Neither does IIE make any representation or warranty as to the completeness of this RFP nor have any liability for any representations (express or implied) contained in, or omissions from, this RFP. This RFP and any replies to any written notifications are transmitted to the offeror solely for the purposes of the vendor preparing and submitting a Proposal. Any information or materials submitted as a response to this RFP and/or as a proposal (whether successful or unsuccessful) shall become the property of IIE and will not be returned. Page 3 of 6
4 5 Selection Criteria and Proposal Instructions IIE will select the offeror whose proposal represents the best overall value to IIE in terms of the selection criteria specified below. Offerors who do not follow the instructions in this RFP may be disqualified from consideration. Minimum Eligibility Criteria In order to be selected, an offeror must meet the following minimum eligibility requirements: Experience: A minimum of four years of relevant professional experience Past Performance: satisfactory past performance Must not be suspended or debarred by the U.S. government The RFP is limited to organizations that are experienced in the provision of technical assistance services related to needs assessment, project/program evaluation, monitoring and evaluation activities, and other organizational support services.. Selection Criteria Proposals must address each selection criteria as outlined below. The selection criteria other than cost / price, when combined, are of significantly greater importance than cost / price, although costs must be reasonable. Section I: Technical Proposal (80%) A. Criteria 1 Experience and qualifications: The offeror must submit a narrative description of its relevant experience. This narrative cannot exceed three pages and must address the following: a) The number of years of relevant experience. A minimum of four years of relevant professional experience providing the services to clients. Experience with USAID funded projects is strongly preferred. b) A brief description of experience in the field c) Number of employees d) A description of resources (personnel) currently available in-house to provide the required services e) A description of any plans to outsource/subcontract the services f) A description of relevant personnel qualifications, including CVs for key individuals as well as CVs of data collection team members, if available. CVs are not included in the 2-page length limit. g) General organizational information including: legal name, contact information, date of registration (copy of registration to be attached as an Annex), name and title of the authorized representative, outline of organizational structure (including departments/units, and number of full and part-time staff and consultants). h) Submission of a sample of past completed reports is highly recommended. Sample reports can be preferably in English, but Arabic is accepted. B. Criteria 2 Past Performance: a) Submit three client references including the following information: -Client Name -Job/Project Name(s) -Contact Person Name -Contact Person phone number and address Page 4 of 6
5 b) IIE reserves the right to also obtain and consider other past performance information from contacts outside and within IIE. Section II: Cost/Price Proposal (20%) A. Criteria 4 Cost-Effectiveness (i) Please use the attached template (Annex A) for submitting a budget or rate/pricing info. (ii) Payments by IIE will be subject to applicable withholding taxes. 6 Scope of Work The Scholarships and Training for Egyptian Professionals project is a five-year program funded by USAID that supports Egypt s economic and social development by improving organizational capacity with Egyptian institutions and developing a stronger workforce through the provision of scholarships, training, and technical assistance. STEP will create a cadre of highly trained female leaders through scholarships for 160 Egyptian women to obtain master of business administration or bachelor s degrees in science, technology, engineering, and mathematics (STEM) fields from U.S. universities. STEP will also provide thousands of Egyptian professionals and organizations with long and short-term training as well as technical assistance in the priority fields of Democracy and Governance, Economic Growth, Education and Training, and Health. The technical assistance component will support the earlier defined priority sectors with needed technical assistance including: needs assessment and analysis, project or program evaluation, monitoring and evaluation activities, and other organizational support. The STEP project was initiated on January 1, 2014 and will end on December 31, The purpose of this RFP is to identify and select a local organization which will partner with IIE as a subcontractor in conducting activities that may include: I. Technical assistance Selected organization may be required to conduct one or all of the following activities: 1. Needs Assessment: Training needs assessments and analyses which will a) provide a methodology for assessing the present and future needs for human resources, training, and institutional development; b) provide a detailed analysis of needs and gaps (present and future) with recommendations for addressing the gaps; and, c) provide conclusions and recommendations. Identify local institutions that are qualified to design and develop tailored training interventions that address the needs assessment. Identify local institutions that are qualified to deliver off-the-shelf training programs that address gaps identified in the needs assessment. 2. Project/Program Evaluation: Effectiveness of project/programs in reaching their objectives. The tasks will include: a) design and methodology; b) data collection and analysis; c) findings and recommendations. II. Monitoring & Evaluation 1. Monitoring: Monitor participants for punctual and full completion of their programs ensuring that participants are enrolled on a full-time basis and fully participate in the program. 2. Evaluation: Page 5 of 6
6 Evaluate the efficiency of the training and the effectiveness in promoting individual or organizational performance changes. Use pre/post evaluations, exit questionnaires, interviews, and participate in joint monitoring activities, where appropriate. III. Reporting Requirements The initial subcontract resulting from this RFP will be an umbrella-type subcontract that requires no deliverables at the subcontract level. Task Orders will subsequently be issued under the umbrella contract, and those Task Orders will detail the reports and other deliverables required for each specific Task Order. Below is an illustrative list of the reports that would typically be contained in a Task Order: 1. Workplan that describes the tasks to be implemented with a timeline. 2. A final report which may include summaries and evaluation of performance gaps conducted for target institutions, information and analysis gathered during assessments, and analysis of the current state of performance in the sector or geographic area in which the target institution being assisted is operating. 8 Selection Criteria I. Relevant experience and qualifications of organization: 40% II. Proposed staff qualifications: 10% III. Past Performance: 30% IV. Cost/Price proposal: 20% Total Criteria 100% IIE may award without any discussions. Therefore, initial proposal should contain the Subcontractor s best terms from a price and technical specifications standpoint. If discussions are necessary, the competitive range of offerors with whom discussions may be conducted will be determined by IIE. If IIE determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, IIE may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals. SELECTION BY MEANS OF BEST VALUE DETERMINATION IIE shall select for award by making a best value determination. A best value determination means that, in IIE estimation, the selected offer will provide the greatest overall benefit to the Project in response to the requirements stated in this RFP. IIE will use the trade-off process to make a best value determination, which means that it may be in the interest of IIE to consider award to other than the lowest priced offeror or other than the highest technically rated offeror. The evaluation factors and allocated points are presented under the selection criteria section of this RFP. In total, the technical evaluation factors, when combined, are significantly more important than the total offered price. This process permits trade-offs among price and non-cost factors and allows IIE to accept other than the lowest price proposal. The perceived benefits of a higher price proposal shall merit the additional cost. PRICES: Quoted prices should be in US dollars using an exchange rate of EGP8.00/$1 9 Non-Commitment of IIE This solicitation does not commit IIE to pay any costs incurred in the preparation of an offer not procured or contracted for the services or supplies described herein. Page 6 of 6
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