FHI 360 is a nonprofit organisation working in reproductive health and HIV/AIDS prevention, care and support.
This Request for Proposals (RFP) is the exclusive, confidential, proprietary property of FHI 360. It may not be copied, transmitted or disclosed by any means without the express written consent of FHI 360. By accepting a copy hereof, recipient agrees to use the RFP and any related documents solely for responding to this RFP and to destroy the RFP (and any related documents) upon your decision not to respond.
RFP Title: External Evaluation for Kellogg Southern Africa Leadership (KSAL) Programme
Proposal Due: 29 August 2012
Unsuccessful Offerors Notified: 11 September 2012
- Respondents must be located in Southern Africa and/or have experience working in rural communities in at least one of the seven Southern African countries discussed below;
- Beneficiaries or former beneficiaries under any KSAL programme are not eligible.
The overall purpose of the KSAL programme is to develop a cadre of leaders selected from rural target areas in Southern Africa and provide them with education, skills and tools. The two inter-dependent goals of the project are to: 1) ensure that leaders from target areas will bring new capacity to their communities through their academic credentials, leadership skills training and ploughback activities; and 2) sponsor a new generation of African thought leaders who can promote systemic change through their expertise and leadership.
To achieve these goals, FHI 360:
- Administers scholarships for Fellows to attend academic institutions, including financial assistance in the form of tuition, stipends, and allowances;
- Facilitates leadership development skills building and training activities for the Fellows; and
- Supports community service through ploughback opportunities for Fellows to bring new capacity and development to their home regions.
Approximately 250 Fellows and alumni will be available to participate in various aspects of the evaluation.
FHI 360 is now undertaking an external project-level, outcome evaluation, the purpose of which is to ascertain whether or not the project was effective in attaining its stated goals, specifically related to impact on the individual participants and their families and communities.
There will be two elements of the evaluation:
- A thorough assessment of the short- and long-term results of the project, investigating how and the extent to which individual participants, their families and communities have been affected by the programme’s three main components of academic training, leadership training and ploughback activities. This element will be approximately 75 percent of the overall evaluation;
- An examination of how contextual factors (such as economic, political and social environments) affected the project’s functioning and therefore, ability to achieve project goals. This element will be approximately 25 percent of the overall evaluation.
Key evaluation questions may include:
- In what ways has the KSAL programme brought about changes for the individual Fellows and alumni?
- In what ways, providing detailed examples, have Fellows and alumni made contributions to their families, organisations and communities and/or at the local or national levels?
- Have the leadership forums and reintegration workshops met their stated objectives? What, if any, have been additional outcomes of these events, such as strengthened KSAL alumni and support network, increase in positive feelings about reintegration into home communities or improved capacities to conduct ploughback activities?
- What are the emerging themes in terms of professional trends and capacity gained by the Fellows and alumni?
Scope of Work (Evaluation Design and Methodology)
The focus of the evaluation is to assess the effectiveness of the KSAL project in attaining its stated goals and the impact on the individual participants, their families and their communities. The selected evaluator will be required to carefully consider the suitability and feasibility of design options that are likely to offer the best chance of establishing the value of the program. Limited resources and time constraints make it unfeasible to implement an experimental design. Therefore, bidders should propose non-experimental/quasi-experimental designs to respond to the evaluation questions.
Evaluation designs to consider include “before and after” approach, complemented by case studies. Both qualitative and quantitative data collection techniques should be employed. Data should be collected from various sources using appropriate data collection methods and tools for any given evaluation question. FHI 360 recommends implementing a variety of methods, including key informant interviews, focus group discussions and targeted surveys of beneficiary populations.
|Data Type by Source||Fellows and Alumni||Families||Ploughback Communities|
Focus group discussions
Key informant interview
Focus group discussions
Key informant interview
Focus group discussions
Key informant interview
Document reviews, internet searches for research and other
Fellow and alumni accomplishments
The evaluation should include case studies of Fellows and ploughback communities where the programme has been engaged through its recipients, highlighting the elements that have contributed to impact, the difference made to intended beneficiaries, and any items that come forward that would have improved or enhanced the outcomes.
Methods for collecting data, collating and cleaning data, and analysing data as well as for generating conclusions and recommendations should be included as part of the offeror’s approach and will be reviewed and approved by FHI 360 prior to the launch of the evaluation. Methods for analysing data should also be proposed, although it will depend largely on the types and quantities of data collected.
Additional broad evaluation questions should be included as part of the offeror’s approach and proposal submission; FHI 360 will work with the selected evaluator(s) to finalise the questions. Detailed evaluation questions will be reviewed by FHI 360 prior to releasing the survey or other evaluation activities.
The final evaluation design to be employed will be determined after the evaluator(s) has had the opportunity to communicate with programme staff and review programme documents. FHI 360 will facilitate initial contact between the selected evaluator and Fellows, their families and communities.
Proposed Timeframe and Deliverables
Following is a timeline of the evaluation process:
Evaluation activities will be undertaken in two stages and with expected outcomes for each stage as expressed below:
Stage 1: Finalisation of Evaluation Protocol
Following award of the contract, the selected evaluator(s) will refine an evaluation protocol which demonstrates:
- Understanding of the purpose of the evaluation and proposed broad evaluation questions;
- Understanding the context for programme delivery and key factors that influence programme implementation;
- Understanding the link between program activities and impacts on beneficiaries, their families and communities;
- Balancing costs and benefits of the evaluation and advising on the most strategic questions to include in the evaluation.
Key Stage 1 Deliverables:
- Key evaluation questions;
- Evaluation approach and methodology;
- Data collection tools to be used;
- Data analysis strategy;
- Evaluation work plan including key activities and timeframes.
Stage 2: Implementation of the Evaluation
The selected evaluator(s) will implement the evaluation following submission and approval of the evaluation protocol:
- Pre-test data collection tools (surveys, focus group questions, etc.);
- Undertake evaluation data-gathering process;
- Prepare data for analysis;
- Clean data;
- Enter data into data analysis system(s);
- Undertake comprehensive data analysis;
- Formulate findings.
Key Stage 2 Deliverables:
Selected evaluator(s) will be required to present and prepare reports on the findings of the evaluation and to participate in the provision of feedback and dissemination of key findings.
- PowerPoint Presentation providing draft summary of evaluation process and results, and verbal presentation to FHI 360;
- Detailed written report (draft and final) including an executive summary with highlights of the evaluation and key findings.
Contract Mechanism and Terms of Payment
FHI 360 anticipates issuing a firm fixed-price subcontract or a fixed-price purchase order. Payments can be made upon submission and approval of specific deliverables.
FHI 360 will issue fixed payment(s) based on submission and approval of deliverables. The award executed will include a fixed-price payment schedule with specified milestones and deliverables.
Proposal Submission Requirements
Offerors should read the following proposal instructions carefully. All interested offerors must provide the following:
- Technical Approach. Describe the overall design strategy for the evaluation and include approach, methodology, and the data collection and analysis plan for the evaluation;
- Beneficiaries to Evaluate. FHI 360 will facilitate initial contact between the selected evaluator(s) and Fellows and alumni. Offerors must include proposed methods of engaging with each of these groups after the initial contact has been made (e.g., phone calls, surveys, in-person key informant interviews, etc.). In addition, offerors must include the categories of additional beneficiaries, if any, you propose to include in the evaluation and the proposed methods of engagement;
- Timeline. Describe your ability to adhere to the proposed timeline and deliverables and/or propose a suitable alternative;
- Brief, general overview of organisation/firm/consultant;
- Description of any partner organisation or subcontractor that you might contract with to do a portion of the work, and a description of the division of level of effort and responsibility the parties;
- References: Three client references and contact information. References should have worked with you within the past two years in countries or region and subject matter applicable to this RFP;
- Personnel. List all proposed personnel, indicating which one will serve as team leader and primary contact if more than one. Include background and experience of the proposed expert(s) to work on the assignment by attaching a CV for each proposed team member. The evaluation team should be comprised of individuals with the following areas of expertise:
- Extensive evaluation experience, particularly in Southern Africa;
- Demonstrated experience in undertaking similar evaluations;
- Extensive experience employing both qualitative and quantitative data-collection methods, including participatory evaluation techniques;
- Programmatic experience in development programmes.
- Past Performance. Provide one past performance example of work performed that is similar to the work proposed in this RFP
- Provide a cost proposal for the total fixed amount. The fixed-price proposal should include a fixed price for each deliverable described in the scope of work;
- Budgets should include travel and accommodation expenses and should be submitted as excel documents. The currency should be in South African Rands;
- Cost proposals should indicate the inclusion/exclusion of any applicable VAT;
- FHI 360 cannot honor exchange rates used in a budget’s creation; payments will be made according to the exchange rate at the time of payment.
- Price/Cost Proposal. Offerors will submit fixed-price proposals electronically, with sufficient detail to allow evaluation of elements of costs proposed.
Criteria for Evaluation
Proposals will be evaluated and ranked by a committee according to the evaluation criteria below:
|Proposal Section||Maximum Points|
|Evaluation design, including: approach, methodology, and data collection and analysis plan||30|
|Personnel skills and qualifications||25|
|Offeror Experience/Past Performance||20|
|Budget reasonableness and appropriateness vis-à-vis proposed outputs and activities||15|
|Timeframe and ability to meet it successfully||10|
RFP Questions and Response Information
Questions regarding this RFP must be submitted by e-mail to email@example.com no later than 17 August 2012 by 12h00 South Africa time. Please include the RFP number in the subject line of your email. Answers will be posted on Wednesday, 22 August 2012.
All responses to this RFP must be received no later than 17h00 PM South Africa Time on 29 August 2012. Proposal documents should be submitted via email to firstname.lastname@example.org in WORD (for technical narrative and budget narrative), Excel (for budget, include formulas) and PDF.
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