1+ months

Consultant, Institutional Project Management

Washington, District of Columbia 20006

REQUEST FOR PROPOSALS 

CONSULTANT SERVICES FOR  
INSTITUTIONAL PROJECT MANAGEMENT MANUAL  

Original Issuance Date: 

May 14, 2020 

Amended Date: 

May 19, 2020 

Questions due: 

May 22, 2020 

6:00 PM EST 

Submissions Due: 

May 31, 2020 

6:00 PM EST 

  I. BACKGROUND  

The Pan American Development Foundation (PADF) is a U.S.-based not-for-profit affiliate of the Organization of American States (OAS). The Mission of the Pan American Development Foundation is to assist vulnerable and excluded people and communities in the Americas to achieve sustainable economic and social progress, strengthen their communities and civil society, promote democratic participation and inclusion, and prepare for and respond to natural disasters and other humanitarian crises, there by advancing the principles of the Organization of American States and creating a Hemisphere of Opportunity for All. 

With these objectives in mind, PADF carries out a wide range of programs that enhance prosperity for millions of vulnerable and excluded people in Latin American and the Caribbean. We do this by engaging community-based groups, non-governmental organizations (NGOs), national and local governments, multilateral organizations, and the private sector in the process of implementing appropriate solutions for sustainable development. 

For more than five decades, PADF has helped spur national development partnerships, engage private and public sector resources in regional development, increase family incomes, and promote innovative links between communities and the private sector. PADF’s programs have generated thousands of jobs, saved lives and property, protected vital natural resources, upgraded skills training and medical services, and improved conditions for thousands of disadvantaged Latin American and the Caribbean people. 

Project Management 

PADF has earned a reputation as a skilled and innovative implementer of programs that address key challenges in Latin America and the Caribbean. PADF's practices and operations have earned the trust and support of thousands of donors, corporations, governments, institutions and agencies throughout the Western Hemisphere and beyond. Committed to these values of innovation and service, PADF has embarked on an hemispheric effort to standardize its project management practices based on the highly recognized Project Management Institute (PMI) standards, in order to bring consistency across its units and field offices, and a more efficient way to manage its growing portfolio of multimillion dollar projects.  

In 2019, the organization sponsored training and accreditation to several of its staff members. This team, internally called the “PMI Power team” is now looking to trickle down and adapt its knowledge for the whole organization by a) developing materials and resources b) developing customized training for its staff. 

II. PURPOSE  

PADF is seeking proposals from a Manual Writer to support this effort. The Manual Writer (individual or agency) (hereinafter, “Consultant”) will work with the Program Innovation Senior Director and her team, the PMI Power Team and other dedicated staff members to develop a manual for   program staff at the Pan American Development Foundation (PADF) based on  PMI standards and existing institutional practices. The manual  will be used to standardize all key aspects of PM across PADF’s headquarters and field offices.  

III. If you intend to respond to this RFP and would like to be included in a Question & Answer distribution list, please send your contact information to pmimaterials@padf.org 

IV. QUALIFIED CONSULTANT  

Qualified consultants (or manager of consulting team) must fully or substantially meet the following criteria:  

No. 

Qualification 

Degree of Importance 

Advanced writing skills, with specific experience writing manuals documenting processes  

 

Consultant must meet this qualification 

PMI standards knowledge 

Consultant must meet this qualification 

Experience adapting PMI to organizations, preferably in the non-profit sector  

 

Preference will be given to consultants who can meet this qualification 

PMP Certification desirable, CAPM also acceptable  

Familiarity with PMI OPM standards preferable  

 

Preference will be given to consultants who can meet these qualifications 

Able to actively listen and transform large amounts of information into a concise narrative  

 

Consultant must meet this qualification 

Consultant can adhere to start and end dates of the PADF project but have flexibility in how to spend their hours within that project period.  

 

Consultant must meet this qualification 

6 

Consultant must be available virtually at least 4 hours/week during normal business hours EST. The Consultant will work closely with the Washington, DC-based staff. 

Consultant must meet this qualification 

V. SERVICES REQUIRED  

PLANNING PHASE: 

The Consultant will undertake desk research and analyze key existing documents to better understand institutional project management practices.   

The Consultant will then work closely with a team of  PADF staff members to review outline for each section of the PM manual,  and suggest ways in which PADF’s processes can be further adapted to PMI best practices.   

PRODUCTION PHASE: 

The consultant will draft the PM manual, based on an existing outline. This draft must be completed in sections and each section must be shared for feedback with key stakeholders. All comments and edits from stakeholders should be reflected in final version, as much as feasible.     

Provide inputs, as needed, to graphic design staff for concepts and process flows in PM manual that require visuals.  

VI. FOUNDATION RESPONSIBILITIES:  

PADF will work closely with the Consultant and will be responsible for overall guidance for manual production. Designated members of PADF’s PMI Power team will be the main point of contact for Consultant (with support from other key staff) and will host regular meetings with Consultant during contract period.  

 COST  AND CONTRACT TERMS 

The anticipated contract type is firm fixed price. Unless stated otherwise in the statement of work, the Consultant is responsible for providing equipment and/or supplies required to perform the services. PADF encourages Offerors to be resourceful to present cost-efficient approaches to their strategies.  

Offerors providing a fee lower than the budget for quality services will receive special consideration. 

All deliverables provided to PADF must be furnished for use without royalty or any additional fees. All materials will be owned exclusively by PADF. The Consultant will not use or allow the use of the materials for any purpose other than performance of the Contract without the prior written consent of PADF. 

PADF anticipates making a final decision by June 6th, 2020. Work under this contract should start immediately after and should be completed by August 5th, 2020.  

Should the agreed delivery or completion dates not be met in the case of fault of the Consultant, the Foundation shall be entitled to demand payment of late delivery penalties amounting to 1% of the value of the late deliverables/services per day of delay up to a maximum amount of 5% of the entire value of the contract. 

VII. EVALUATION AND SUBMISSION REQUIREMENTS 

Proposals will be evaluated by utilizing the following factors: 

Evaluation Criteria 

Submission Requirements 

Weight 

1) Past performance and relevant experience. 

1) An overview of the consultant’s relevant experience and qualifications. Please address points 1 through 3 in Section III above. (3 pages max.) 
2) Three professional references from similar past projects with phone and email contact information 
3) One or more examples of prior similar work.  

20% 

2) Consultant’s proposed process and approach to meet PADF’s needs efficiently.  

2) A high quality, maximum 2-page written proposal outlining a proposed approach, creative ideas and timeline for implementation. 

25% 

3) Timeframe of implementation.  

1) Estimated hours, timeframe with deliverables, final delivery date. Include availability for online meetings with DC-based team, as well as any dates/times that you would not be available to work on this assignment. 

20% 

4) Total fixed price.  

1)Signed biodata form (AID 1420-17 form available at: http://www.usaid.gov/forms/). (Only for individual consultants) 
2) A quote for Consulting Services including any additional foreseeable expenses. A quote based on a daily rate plus expenses is highly recommended but not required.  

15% 

5)  Qualifications of proposed individuals.  

5)  CVs/Resumes of proposed individual(s) to work on this project that highlights experience most relevant to this solicitation (2 pages max each). 

20% 

Total 

100% 

The Pan American Development Foundation will make its determination using a best value analysis of a combination of these factors. While price is important, it is one factor among others that will be considered. 

VIII. INQUIRIES  

All inquiries related to this RFP are to be directed by email to the email below. Information obtained from any other source is not official and should not be relied upon.  

PADF will be accepting questions from all interested consultants. All questions received and corresponding answers will be distributed in a single document via email to all those that have provided contact information. Telephone calls, fax, post mail or any other form of contact will not be accepted. Please send in your questions no later than May 22nd by 6 pm EST. A document with Questions and Answers is expected to be issued on or around May 26th.   

IX. SUBMISSION OF PROPOSALS  

Offers must be received by the Organization by May 31st, at 6 pm EST. No offers received after this date and time will be considered. Offerors may submit their proposal to: pmimaterials@padf.org or directly through the posting. 


Tendered rates shall be inclusive of any and all applicable taxes. Quotes must be in US dollars. Responses must be in English. The preferred format for all documents is Abode Acrobat Portable Document Format (.PDF). Please label your files with your name and the type of document being submitted, e.g.: John_Doe_Biodata.pdf   

If the Offeror bases their proposal on any assumptions in relation to the implementation, or qualifies their proposal in any way, details of the assumption(s) or qualification(s) and any cost implications thereof must be included in the proposal.  

The Pan American Development Foundation, in its discretion, may cancel this RFP, modify the terms and conditions, extend the due date, or decide not to accept any offers.  Offers are prepared and submitted by interested consultants at their own cost and expense. The Pan American Development Foundation shall bear no costs related to an Offeror’s proposal.   

Acceptance of Proposal  

The Pan American Development Foundation will notify the successful Offeror in writing.  Final acceptance of the offer is conditioned upon the completion of contract negotiations by the Pan American Development Foundation and the Offeror, and the execution of a contract.    

X. CODE OF CONDUCT  

Offerors and their agents shall at all times act with integrity. Offerors and their agents shall not:  

  • Offer gifts, employment and other benefits to Pan American Development Foundation employees and others who are in a position to influence the award of a contract.  

  • Attempt to seek confidential information in respect to tendering and contract formation processes associated with this RFP from Pan American Development Foundation employees and others who have access to confidential information. 

 

 

Categories

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Posted: 2020-05-20 Expires: 2020-07-04

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Consultant, Institutional Project Management

Pan American Development Foundation
Washington, District of Columbia 20006

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