FHI 360 is a nonprofit human development organisation dedicated to improve lives in lasting ways by advancing integrated, locally driven solutions.
The FHI 360 (formerly Academy for Educational Development) South Africa Umbrella Grants Management (UGM) programme is calling for applications for a knowledge management consultant. The UGM manages funding and provides capacity building support to USAID selected partners in implementation of HIV/AIDS programs under the President’s Emergency Plan for AIDS Relief (PEPFAR). The programme includes: (1) provision of grants to USAID/PEPFAR partners to ensure adequate resource flow; (2) provision of on-going capacity building in organisational development and HIV prevention, care and support, and treatment service delivery and (3) implementation of effective monitoring, evaluation and reporting (MER) systems to assess and document activities.
The purpose of this request for applications (RFA) is to solicit applications for a consultant to provide knowledge management services focused on designing cutting edge information systems to the UGM partners in support of the third objective which includes documentation of partner organization activities. The consultant is expected to work part time for approximately 40 days with the FHI 360 UGM selected four partners and one network organisation between 1 August and 15 December 2012, providing publication solutions and providing a full range of information dissemination solutions including electronic and website solutions.
The year 2012 is the last funding year for UGM partners and presents an important phase for UGM to assist partners to document and disseminate their best programmatic activities for learning purposes, for partnership development and for resource mobilisation purposes.
The knowledge management expert will develop and institute a knowledge management system or strategy for capturing information and learning across the four participating UGM partners and one Network, (Anglican AIDS and Healthcare Trust based in Cape Town, NOAH based in Johannesburg, Heartbeat based in Pretoria, Wozobona based in Pretoria and in Jane Furse and Western Cape Network based in Cape Town) so that their story and activities can be disseminated easily and effectively to all stakeholders. Part of the strategy will be to develop a systematic approach to capturing their programmatic models, best practice and experiences for sharing with key stakeholders, including USAID/PEPFAR, using computer-based and or web-based information management systems. The consultant will work with FHI 360’s UGM team and with partners to organise, document and synthesize the processes and systems developed by the different partners to meet their objectives.
The consultant will lead the documentation of best practice, processes and systems. Specific tasks for this product include:
- Design, develop and implement a knowledge management strategy and related activities, with corresponding timeframes (work plan);
- Work continuously with the UGM MER team and with partners to mine, harvest and conduct desk top reviews of partner programmes’ documentation and identify, develop and package activities, systems and tools, success stories and lessons learned relating to the USAID/PEPFAR funded programmes and activities for dissemination;
- Develop and implement a schedule of events including forums, telephone conversations and on site interviews to selected partners that would contribute and lead to wholesome documentation of partner programme activities;
Identify and select information sharing and dissemination tools which may include:
- Electronic media, that is web-based tools (DVD website) and a power point presentation for effective showcasing and demonstration of identified programme models and best practices, their value and impact;
- Develop the web pages, graphs and graphics for use in presentations, in websites and in meetings;
- Design and layout graphic presentations for pamphlets available in hard copy and in electronic options;
- One fact sheet;
- A five-year review 20-30 page report featuring and consolidating the partner programme successes, challenges, human/organisational stories, systems, services data and key outcomes and lessons learned;
- Write and develop content, editing, proof reading, provide illustration, photography, manage print and production services;
- Prepare any required updates to UGM knowledge management strategy;
- Ensure the smooth implementation of all knowledge management activities, in coordination with the FHI 360 UGM MER unit;
- One day training for selected partner organisations on how to present and package their programme successes and stories or give handouts to partners detailing how to present and package their programme information and success stories;
- Develop a final report detailing the activities conducted under this consultancy.
Design, develop and implement a knowledge management strategy, with activities and time frames
||Work plan for knowledge management strategy|
Work continuously with the UGM
||Package of activities, systems & tools, success stories, and lessons learned for each partner, ready for dissemination|
Develop and implement a schedule of events including forums, telephone conversations and on site interviews to selected partners that would contribute and lead to wholesome documentation of partner programme activities
||Schedule of meetings/phone conversations with partners|
|Identify and select information sharing and dissemination tools||List of information sharing and dissemination tools|
One day training for selected partner organisations on how to present and package their programme successes and stories or give handouts to partners detailing how to present and package their programme information and success stories
||Training materials and report, or handouts on presenting /packaging programmes|
Develop a final report detailing the activities conducted under this consultancy
||Final report on activities undertaken during consultancy|
- Minimun of five years eperience in organisational learning and knowledge management assignments in the development sector focused on providing client-cantered communications systems, graphic design, publishing, content development and project management;
- An established track record in communications, outreach, branding and knowledge management, including web management, video and graphic development and editing, proofreading and copy editing;
- Excellent verbal and written communications skills, and demonstrated experience working with a variety of stakeholders, including donors, editors, and programme teams;
- Excellent abilities in the use of ICTs, including developing and using web-based resources, especially for project management and remote communication;
- Fluency in English is required;
- Experience working with portals that enable information sharing across multiple stakeholders;
- Self-awareness, cultural sensitivity, flexibility and adaptability, resilience
- Ability to engage with content.
Expected scope and duration of assignment:
The consultant will be hired on a part-time basis starting from 1 August to 15 December 2012.
Contract mechanism and terms of payment:
FHI 360 anticipates issuing a contract agreement based on a daily rate. Once an award is issued, it will include a chart indicating deliverables or measurable performance milestones. FHI 360 will issue payment(s) tied to the deliverables based on the contract to be agreed with the consultant. FHI 360 will be responsible for all accommodation and travel costs incurred by the consultant in the line of duty, except for travel to the FHI 360 offices.
Proposal submission requisrements
Offerors should read the following proposal instructions carefully. All interested offerors must provide the following in an e-mail response:
- The name, contact information and CV or resume outlining your experience in knowledge management in development programmes;
- A two-page narrative outlining your proposed response;
- Your availability between August 1 August - 15 December 2012;
- Your daily rate in USD;
- Contact details of two references;
- Completed and signed biodata (1420 form attached to this RFA);
- Number of days to complete assignment, with LOE specified for each deliverable outlined in table above.
Criteria for evaluation
- Ability to provide all of requirements listed above will be considered. Quotations will be evaluated and ranked by a committee according to the criteria below. Top candidates will be invited for an interview with project leadership, which will form part of the evaluation. Other factors the committee will consider include cost, availability and previous experience/familiarity with FHI 360 and UGM;
- Minimum of five years of relevant experience in knowledge management in the HIV/AIDS development sector;
- Demonstrated knowledge of PEPFAR’s funding and different programme areas;
- Interpersonal skills and ability to work effectively as part of a multidisciplinary team, including people of diverse backgrounds and cultures;
- Ability to synthesise and package information for dissemination to different audiences;
- Strong writing abilities with focus on attention to detail;
- Ability to work independently with minimal supervision, to assess priorities, competently manage a variety of tasks and meet tight deadlines;
- Strong English language skills required.
RFA response information
All responses to this RFA must be received no later than 17h00 EST on 17 July 2012. Applications and quotes should be submitted in the following format(s):
- Electronic e-mail copy must be submitted to Sheila Edwin at firstname.lastname@example.org in word or pdf format.
All inquiries and requests for information affecting this RFA must be submitted by e-mail to email@example.com with reference RFA#: 3825-05-03 by no later than 12h00 EST 17 July 2012. Inquiries and answers to inquiries will be shared with all offerors.
FHI 360 will not compensate offerors for its preparation of its response to this RFA.
RFA terms and conditions
Offerors are responsible for review of the terms and conditions described below. If relevant, particular attention should be paid to clauses regarding USAID geographic code, marking and branding requirements and equipment and commodity purchases.
Withdrawal of proposals
Offerors may withdraw quotations by written notice via email received at any time before award. Quotations may be withdrawn in person by an offeror or his/her authorized representative, if the representative’s identity is made known and the representative signs a receipt for the proposal before award.
Right to select/reject
FHI 360 reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive proposals and to terminate negotiations without incurring any liability. FHI 360 also reserves the right to reject any or all proposals received without explanation.
RFA not an offer
This RFA represents only a definition of requirements. It is merely an invitation for submission of a quotation and does not legally obligate FHI 360 to accept any of the submitted quotes in whole or in part, nor is FHI 360 obligated to select the lowest priced quotation. FHI 360 has no contractual obligations with any firms based upon issuance of this RFA. It is not an offer to contract. Only the execution of a written contract shall obligate FHI 360 in accordance with the terms and conditions contained in such contract.
Discussions and award
FHI 360 reserves the right to seek clarifications, enter into discussions or negotiations, or to make award on initial submissions without discussions or negotiations of any kind. FHI 360 reserves the right to exclude from further consideration any proposal at any time, including after discussions or negotiations have been entered into.
Proposal validity date
All information submitted in connection with this RFA will be valid for three (3) months from the RFA due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFA and negotiation process is contractually binding.
FHI 360 may contact offerors to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
False statements in offer
Offerors must provide full, accurate and complete information as required by this solicitation and its attachments. At any time that FHI 360 determines that an offeror has provided false statements in the proposal, FHI 360 may reject the proposal without further consideration.
Certification of independent price determination
(a) The offeror certifies that--
(1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered;
(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and
(3) No attempt has been made or will be made by the offeror to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment.
(b) Each signature on the offer is considered to be a certification by the signatory that the signatory--
(1) Is the person in the offeror's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or
(2)(i) Has been authorized, in writing, to act as agent for the principals of the offeror in certifying that those principals have not participated, and will
not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above;
(ii) As an authorized agent, does certify that the principals of the offeror have not participated, and will not participate, in any action contrary to
subparagraphs (a)(1) through (a)(3) above; and
(iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above.
(c) Offeror understands and agrees that --
(1) violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and
(2) discovery of any violation after award to the offeror will result in the termination of the award for default.
All RFA responses become the property of FHI 360 and FHI 360 reserves the right in its sole discretion to:
- To disqualify any offer based on offeror failure to follow solicitation instructions;
- FHI 360 reserves the right to waive any deviations by offerors from the requirements of this solicitation that in FHI 360's opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
- Extend the time for submission of all RFA responses after notification to all offerors;
- Terminate or modify the RFA process at any time and re-issue the RFA to whomever FHI 360 deems appropriate;
- FHI 360 reserves the right to issue an award based on the initial evaluation of offers without discussion;
- Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.
Government law and language
This solicitation and any resulting contract shall be interpreted in accordance with the laws of the U.S. Government except in cases where they contradict local country law. The English language version of this solicitation and any resulting contract shall govern, and all notices pursuant to the provisions of this solicitation and any resulting contract shall be in English.
- Issuance of RFA: 9 July 2012;
- Final date for questions: 12h00 EST 13 July 2012;
- Answers to questions to be released: 5h00 EST 14 July 2012;
- Quotations due: 17h00 EST 17 July 2012;
- Evaluation period: 18-21 July 2012;
- Award: 25 July 2012;
- Notification to unsuccessful Offerors: 25 July 2012;
For more about the FHI360, refer to www.fhi360.org.
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