REQUEST FOR PROPOSAL (RFP)
To: Offerors
From: Creative Associates International, Inc.
Subject: Request for Proposal (RFP) No. RFP-JTAP-036- Job Re-design and Mandates expert
Type of Award: Blanket Consultancy Agreement
Basis of Award: Best Value
RFP Issue Date: 09/06/2023
RFP Closing Date: 09/20/2023
RFP Closing Time: 4:00 PM – Local Time, Amman, Jordan
Reference: USAID Contract No. 72027821C00005
Enclosed is a Request for Proposal (RFP). Creative invites Individuals to submit a proposal for the Jordan- Technical Assistance Program (TAP) under the referenced USAID 72027821C00005, After the evaluation, as described herein, resulting in selecting a winning proposal, the issuance of an award is subject to successful negotiation of the terms and conditions and receiving USAID’s Contracting Officer consent, if required.
The requirements for this activity are described in the “Statement of Work” in Attachment I. Creative encourages your individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment II “Instructions to Offerors”. Proposals will be evaluated based on the “Evaluation Criteria” in Attachment III. Creative will make an award to the responsible Offeror(s) submitting an offer which provides best value to the project: technical merit and price will be both considered.
To be considered, Offerors should submit a complete proposal no later than the closing date and time indicated above. Offerors should ensure that the proposals are well-written in English, easy to read, follow the instructions provided and contain only requested information.
Any questions should be submitted via email to TapProcurement@crea-jtap.com no later than Sep 11,2023. No questions will be entertained if they are received by means other than the specified email address, and any communications to alternate e-mail addresses will result in the disqualification of the bidder. The solicitation number (listed above) should be stated in the subject line. Answers will be compiled and distributed on Sep 14, 2023.
Proposals must be comprised of one electronic copy of the Technical Proposal and one electronic copy of the Cost/Business proposal, sent in separate e-mails, and labeled with the above-stated RFP number and title. Submissions shall be delivered to:
Creative Operations Department
TapProcurement@crea-jtap.com
Sincerely,
Creative Procurement Department
Attachments:
Attachment I : Statement of Work
Attachment II : Instructions to Offerors
Attachment III : Evaluation Criteria
Attachment IV : Proposal Cover Letter
ATTACHMENT I: STATEMENT OF WORK
Job Re-design and Mandates expert
PURPOSE
The overall objective of this “Job Redesign and Mandates Expert” is to work in partnership/co-create with relevant departments, and the TAP team, building from the situational assessment results, to review, and develop organization unit mandates and jobs descriptions for all positions within targeted directorates at MOY.
BACKGROUND
The Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education and the Ministry of Youth to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the Jordan Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.
STATEMENT OF WORK
Based on the situational assessments with the Ministry of Education and Ministry of Youth and subsequent processing of those findings with stakeholders, TAP's top priorities now include strengthening HR management systems and developing directorates mandates and Job descriptions for MOY directorates based on the new approved of Ministry Administration Organization
Taks:
Conduct desk review and analysis.
Review the old and new MOY structures, job descriptions, SOPs.
Review the existing laws, regulations, and policies related to the Ministry, such as national laws, plans, CSBs regulations, and TAP assessments and their findings.
Conduct Job analysis for all relevant Directorates according to the best practices.
Conduct interviews based on plans with relevant participants and section heads to collect data and ensure validation.
Review and analyze data and conduct desk reviews.
Propose Internal structure and Mandates for each directorate.
Identify the potential duplication of roles and organizational problematic areas in terms of reporting lines, position titles, and structure - and propose Directorate and sections mandates.
Develop mandates to meet MOY strategy, National youth strategy.
Develop Directorate structure for each directorate.
Job description Redesign
Developing/redesign job description cards based on competencies using the approved form.
Conduct Meeting with section heads, Managers to validate all the new job descriptions.
Develop a Job Competencies matrix for each job.
Select and customize the appropriate competencies according to the Civil Services Bureau and other global/local competencies framework.
Defining general and specific technical competencies related to each Directorates.
Develop a description of the specialized competencies and levels.
Deliverables
A work plan that includes the necessary activities to launch and communicate the assignment, in coordination with the HR Lead of the project.
An inception report that descripts the current situation for each Directorate mandates, directorate structure, jobs structures, number of exiting job titles, new job titles, number of jobs for each level, …etc.
Technical Competencies Matrix for each directorate
Directorates Mandates and internal structure
Jobs description based on competencies for all jobs.
Required Qualifications:
The Expert should demonstrate a track record of more than 7 years of experience in human resources management in the government sector and have a proven record in developing job descriptions and structure for government entities.
Have practical experience in organization development, conducting job analysis, developing job descriptions, developing competencies framework, good interpersonal and management skills, and strong conceptual and analytical skills.
have bachelor's degree in business administration or a related field is required, with a preference for candidates holding a master's degree in human resources management have good communications skills in English and Arabic and Good writing and communication skills are necessary.
ESTIMATED PERIOD OF PERFORMANCE and LEVEL OF EFFORT (LOE)
ESTIMATED PERIOD OF PERFORMANCE: October 1, 2023, to May 30, 2024.
ESTIMATED LEVEL OF EFFORT (LOE): 88 Days
Key Working Relationships:
This position will administratively and technically report to TAP’s HR team Lead and part of TAP’s Systems Strengthening and Policy Reform Team.
PLACE OF PERFORMANCE Amman – Jordan
RESULTS AND/OR DELIVERABLE/MILESTONE SCHEDULE
#
Tasks
Estimated LOE
Estimated Timeline
Task 1 Desk review and analysis
Estimated LOE 1 5Days
Estimated Timeline 1 Oct.23
Task 1.1 Submit detailed Mandates Job Description status report
Estimated LOE 1.1 4 Days
Estimated Timeline1.1 TBD
Task 1.2 Submit work plan
Estimated LOE 1.2 2 Days
Estimated Timeline 1.2 TBD
Task 2 Redesign/ develop mandates, structure, job description based on competencies:
2.1 The Minister Office
Estimated LOE 1 Day
Estimated Timeline TBD
2.2 Directorate of progress tracking and Institutional Performance Development
Estimated LOE 2 Days
Estimated Timeline TBD
2.3 Directorate of Policies, Planning and Studies
Estimated LOE 4 Days
Estimated Timeline TBD
2.4 Security Council Resolution 2250 Unit
Estimated LOE 2 Days
Estimated Timeline TBD
2.5 Internal Audit Unit
Estimated LOE 2 Days
Estimated Timeline TBD
2.6 Youth and Sports Empowerment Fund
Estimated LOE 2 Days
Estimated Timeline TBD
2.7 Al Hussein Youth city
Estimated LOE 4 Days
Estimated Timeline TBD
2.8 General Secretary office
Estimated LOE 2 Days
Estimated Timeline TBD
2.9 Assistant Secretary General for Administrative and Financial Affairs
Estimated LOE 1 Days
Estimated Timeline TBD
2.10 Human Resources directorate
Estimated LOE 2 Days
Estimated Timeline TBD
2.11 Administration affaires directorate
Estimated LOE 3 Days
Estimated Timeline TBD
2.12 Financial affairs directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.13 Procurement and logistic directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.14 Information technology and digital transformation directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.15 Communication & Media Directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.16 Engineering & infrastructure Directorate
Estimated LOE 3 Days
Estimated Timeline TBD
2.17 Legal Affairs Unit
Estimated LOE 2 Days
Estimated Timeline TBD
2.18 Assistant Secretary General for Technical and Strategic Affairs
Estimated LOE 2 Days
Estimated Timeline TBD
2.19 Youth Clubs and associations Directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.20 Youth Initiatives and Voluntary Work Directorate
Estimated LOE 2 Days
Estimated Timeline TBD
2.21 Organizations and International Cooperation Directorate
Estimated LOE 4 Days
Estimated Timeline TBD
2.22 Youth Centers and Scouts Directorate
Estimated LOE 2 Days
Estimated Timeline TBD
2.23 Youth Communication Directorate
Estimated LOE 2 Days
Estimated Timeline TBD
2.24 Assistant Secretary General for Governorates and Youth Cities Affairs
Estimated LOE 2 Days
Estimated Timeline TBD
2.25 Al Hassan Youth City
Prince Mohammed Youth City
Prince Hashem bin Abdullah II City for Youth
Prince Hamzah Youth City
Estimated LOE 4 Days
Estimated Timeline TBD
2.26 Youth Filed Directorate
Estimated LOE 4 Days
Estimated Timeline TBD
Task 3 Developing a Technical Competencies matrix for each Directorate.
Estimated LOE 5 Days
Estimated Timeline TBD
Total LOE 88 Days
Level of Effort/Working Days subject to increase or decrease as per programs demands.
How to apply
Attachment II
INSTRUCTIONS TO OFFERORS
General Instructions
These Instructions to Offerors will not form part of the offer or of the Agreement. They are intended solely to aid Offerors in the preparation of their proposals. Read and follow these instructions carefully.
The proposal and all corresponding documents related to the proposal must be written in the English language, unless otherwise explicitly allowed. Additionally, all proposals should be single-spaced with clear section headings, and be presented in the order specified in Attachment III – Evaluation Criteria.
Proposals must include only the Offeror’s own work. No text should be copied from sources outside of your organization, unless those sources are adequately cited and credited. If Creative determines that any part of the proposal is plagiarized from outside sources, the Offeror will be automatically disqualified.
Proposals and all cost and price figures must be presented in local currency or USD. All prices should be gross of tax.
The Offeror must state in their Proposal the validity period of their offer. The minimum offer acceptance period for this RFP is 90 days after closing date of the RFP. If an Offeror has provided a validity period of less than 90 days, they will be asked to revise this. If the Offeror does not extend the validity period, their proposal will be rejected. Creative reserves the right not to make an award.
The Technical Proposal and Cost Proposal must be kept separate from each other. Technical Proposals must not make reference to cost or pricing information at any point. This will enable in order the technical evaluation to be made strictly on the basis of technical merit.
No costs incurred by the Offerors in preparing and submitting the proposal are reimbursable by Creative. All such costs will be at the Offeror’s expense.
Responsibility Determination: Award shall only be made to “responsive” vendors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment IV.
Late Offers: Offerors are wholly responsible for ensuring that their Offers are received in accordance with the instructions stated herein. A late Offer will be recommended for rejection, even if it was late as a result of circumstances beyond the Offeror’s control. Late offers will only be considered at Creative’s Procurement Department’s discretion.
Modification/Withdrawal of Offers: Offerors have the right to withdraw, modify or correct their offer after it has been delivered to Creative at the address stated above, and provided that the request is made before the RFP closing date.
Disposition of Proposals: Proposals submitted in response to this RFP will not be returned. Reasonable effort will be made to ensure confidentiality of proposals received from all Offerors. This RFP does not seek information of a highly proprietary nature, but if such information is included in the Offeror’s proposal, the Offeror must alert Creative and must annotate the material by marking it “Confidential and Proprietary” so that these sections can be treated appropriately.
Clarifications and Amendments to the RFP: Any questions regarding this solicitation must be emailed to TapProcurement@crea-jtap.com. No questions/clarifications will be entertained if they are received by another means. The solicitation number should be stated in the subject. Responses will be complied and emailed to the requesting potential Offeror, and will be sent to all offerors that requested this RFP, or re-posted publicly if offered as a full and open competition.
Creative anticipates that discussions with Offerors will be conducted; however, Creative reserves the right to make an award without discussions. It is strongly recommended that Offerors present their best offer.
Failure to agree and comply with any of the above specifications will result in the Offeror being considered unresponsive and the proposal may be rejected.
Submission of Proposal:
Proposals must be submitted in two separate e-mails:
E-mail 1 – Technical Proposal
E-mail 2 – Cost proposal
Each e-mail should be clearly labeled with the RFP number and project title.
Proposals must be delivered no later than the specified date/time.
Offerors who do not submit their technical and cost proposals separately may be automatically disqualified.
Content of Proposal:
The proposal shall be comprised of Three sections:
The Cover Letter (Attachment IV)
The Technical Proposal
The Cost/Business Proposal
The Cover Letter: MUST contain the information requested in Attachment IV.
Technical Proposal:
The Technical Proposal is the opportunity for the Offeror to demonstrate that the Individual is “technically capable” of implementing the activity and should demonstrate the Offeror’s understanding of and capabilities to carry out the work, and address the key issues described in the Evaluation Criteria in Attachment III.
The Technical Proposal should be divided into clearly separate sections following the same order of the Evaluation Criteria in Attachment III. A mis-ordered proposal that makes information hard to find will result in lower scores.
If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.
The Cost Proposal: must be submitted separately from the technical proposal and will primarily indicate the cost for performing the work, Daily rate subject to 5% income tax deduction.
Failure to comply with any of the above points will result in the Offeror being considered “unresponsive” and the proposal may be rejected.
If an Offeror provides insufficient information in their technical and/or cost proposal, Creative reserves the right to request additional information, or to request a revised proposal from the
Offeror, if necessary.
Creative reserves the right to make no award, or multiple awards, under this RFP.
Attachment III
EVALUATION CRITERIA
BASIS OF AWARD:
A Creative will evaluate proposals on a best value basis, in accordance with the Federal Acquisition Regulations (FAR) Subpart 15.1 – Source Selection Processes and Techniques. In all solicitations, Creative will consider and conduct an evaluation on the basis of both technical and cost submissions. The relative importance of these two factors places technically above cost. In rare cases, Creative may also award to an offeror other than the highest technically rated Offeror or the lowest price Offeror, in accordance with FAR 15.101-1.
The award will be made to the Offeror whose offer presents the Best Value, which is the optimal combination of technical merits and reasonable cost and does not exceed the internal budget established for this effort. Proposals will be scored on technical factors first. Only the Cost/Business proposals of those offers that surpass the minimum qualifying score of 70 points in the technical evaluation will have their Cost Proposal reviewed. Those that do not reach this qualifying score in the Technical Evaluation will be considered non-competitive and their Cost/Business proposals will not be considered.
EVALUATION CRITERIA
1.Technical Competence – presented in the Technical Proposal (70 points)
The award will be given to the person who achieves the highest score within the following competitive criteria.
Technical Proposal: (30 marks)
Qualifications and education: (40 marks)
Past Performance (30 Marks)
As described in below: The evaluation will be done according to the criteria shown in the table:
Item 1: Technical Proposal
Requirement 1: The applicant must submit a technical proposal, highlighting the approach and methodology of how the deliverables will be achieved (no more than 3 pages).
Points Available 1: 30 Points
Item 2: Qualifications and Education
Requirement 2: The applicant must attach the academic qualifications success stories and other Diploma training courses that he/she deems appropriate to support his file along with resume.
The Expert should demonstrate a track record of more than 7 years of experience in human resources management in the government sector and have a proven record in developing job descriptions and structure for government entities.
Have practical experience in organization development, conducting job analysis, developing job descriptions, developing competencies framework, good interpersonal and management skills, and strong conceptual and analytical skills.
have bachelor's degree in business administration or a related field is required, with a preference for candidates holding a master's degree in human resources management.
Points Available 2: 40 Points
Item 3: Past Performance
Requirement 3: Document and summarize your proven track record of successfully implementing similar activities to include a description of similar services provided in the past and any lessons learned that will be incorporated into the activity described in this RFP. Offerors with past performance with similar projects, in the same geographic area and/or of similar scale to the activity described in this RFP will be scored more favorably than offerors that do not meet these criteria.
Points Available 3: 30 Points
Total points 100 Points.
If an Offeror submits a proposal that fails to respond to the majority of the information requested
in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.
B. Past Performance and Experience ( At Least 3)
(a) Activity Title
(b) Location(s) of activity
(c) Synopsis of the activity and its relevance to this RFP
(d) Performance period (date, duration and if completed on schedule)
(e) Prime or Subcontractor?
(f) Amount for the activity
(g) Name & Contact Info (E-mail and phone) of client
2Cost Reasonableness & Financial Capability – presented in Cost Proposal. Not Scored.
Submit fully burdened rates for each category, including illustrative consultant rates Creative’s review of the Cost Proposal shall determine if the overall costs proposed are realistic for the work to be performed, reflect a correct understanding of the project requirements, and are consistent with the Offeror’s Technical Proposal. Creative will also review individual line items and determine if they are allowable, allocable, and reasonable.
If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.
Creative reserves the right to request additional supporting documentation or a revised proposal from an Offeror if insufficient information has been provided in the Offeror’s technical and/or cost proposal. If the requested information is not provided, Creative has the right to disqualify the firm from further consideration.
ATTACHMENT IV
FORMAT FOR PROPOSAL COVER LETTER
City, Country
To: Creative Procurement Team
Dear Sir / Madam:
We, the undersigned, offer to undertake the [Insert RFP No], [Insert project title], in accordance with your Request for Proposal dated [Insert MM/DD/YYYY] and our Technical and Cost/Business Proposal submitted herein.
Offeror personal details are as follows:
Offeror’s Name
Offeror’s Address
Telephone #/Cellular Phone #, Email address:
Copy of the offeror ID
Our proposal shall be binding upon us, subject to any modifications resulting from negotiation, up to expiration of the validity period of the proposal. We understand you are not bound to accept this or any Proposal you receive.
The Offeror also certify that:
is able to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
has a satisfactory performance record;
has a satisfactory record of integrity and business ethics;
has the necessary technical capacity,
otherwise qualified and eligible to receive an award under applicable laws and regulations.
Sincerely,
Authorized Signature:
Name and Title of Signatory:
Date: