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Request for Proposal: RFQ - FY21 – 058 Virtual Delivery of M&E

System Training

Main Facts Table

RFP reference RFQ - FY21 – 058 Virtual Delivery of M&E

System Training

RFP launch date 1st September 2020

Contract Manager Anne Williams

Deadline for submission of proposals 18th September 2020

Submission of Proposals to

procurement@plan-international.org

Please include the RFP reference number above in all correspondence.

mailto:procurement@plan-international.org

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Table of Contents –

PART 1: INSTRUCTIONS TO PROPOSERS AND PROPOSAL CONDITIONS ................................................. 5

1:1: Summary of the Requirement ..................................................................................................... 5

1.2: Definitions .................................................................................................................................... 5

1.3: Structure of this Document ......................................................................................................... 5

1.4: RFP Key Dates .............................................................................................................................. 6

1.5: Company Contact ......................................................................................................................... 6

1.6: Queries and Questions during the RFP Period............................................................................. 7

1.7: Amendments to RFP documents ................................................................................................. 7

1.8: Proposal Lodgement Methods and Requirements ...................................................................... 7

1.9: Late Proposals .............................................................................................................................. 7

1.10: Acceptance of Proposals ............................................................................................................ 7

1.11: Alternative Proposals ................................................................................................................. 8

1.12: Validity of Proposals .................................................................................................................. 8

1.13: Evaluation of Proposals - Selection Criteria ............................................................................... 9

1.14: Withdrawals ............................................................................................................................. 10

1.15: Proposers to Inform Themselves ............................................................................................. 10

1.16: Costs of Preparing Proposals ................................................................................................... 10

1.17: Confidentiality .......................................................................................................................... 10

1.18: Inconsistencies and Omissions ................................................................................................ 10

1.19: References ............................................................................................................................... 10

1.20: Proposal Acknowledgement .................................................................................................... 11

1.21: Return of RFP Documents ........................................................................................................ 11

PART 2: THE REQUIREMENT ................................................................................................................. 12

2.1: Background Information on Plan International ......................................................................... 12

2.2: Background to this Request for Proposals ................................................................................. 12

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2.3: Our M&E System ........................................................................................................................ 13

2.4: Where does the work of the external training partner fit into the overall training plan? ........ 13

Training for Other Roles ........................................................................................................................ 15

2.4: Trainer Onboarding and Upskilling ............................................................................................ 15

PART 3: INFORMATION TO BE PROVIDED BY PROPOSERS ................................................................... 16

3.1: Tenderer’s Details and Background ........................................................................................... 16

3.2: Technical Proposal ..................................................................................................................... 16

3.3: Pricing Information .................................................................................................................... 16

3.4: Suggested Chronogram .............................................................................................................. 16

3.5: Trainer Information .................................................................................................................... 16

PART 4: PROPOSED CONTRACT ……………………………………………………………………………………………………….17

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PART 1: INSTRUCTIONS TO PROPOSERS AND PROPOSAL CONDITIONS

1:1: Summary of the Requirement

Plan International is looking to select an external partner or partners to provide training support for the deployment of our new global online Monitoring & Evaluation (M&E) system. We are interested in working with partners with both an understanding of M&E and experience of training delivery. Training for the deployment of our new M&E system will be blended, including self-paced online learning. We are therefore seeking training partners to primarily coach and support learners to deepen their understanding and activate their learning via hands-on task practice and feedback. A smaller element of traditional virtual training delivery will also be required.

1.2: Definitions

For the purposes of this RFP and any subsequent contract, the following definitions, unless otherwise noted, apply.

Company Means Plan Limited, hereafter know as Plan

Contract Means any contract that results from this Request for

Proposal

Contractor Means the entity that forms a Contract with the Company for

provision of the requirement.

Proposal Means a written offer submitted in response to this Request

for Proposal

Proposer

Means an entity that submits, or is invited to submit, a

Proposal in response to this Request for Proposal

Requirement Means the supply to be made by the Contractor to the

Company in accordance with Part 2 of the RFP.

1.3: Structure of this Document

This RFP comprises four parts, as described below:

Part Title Description

1 Instructions to Proposers and Proposal Conditions

Sets out rules and requirements for participation in the RFP.

2 The Requirement Sets out details of the requirement, including scope of works.

3 Information to be Provided by Proposers

Sets out the minimum RFP response requirements to allow due consideration by the Company.

4 Proposed Contract Sets out the applicable terms and conditions that will apply to any contract arising from this RFP.

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1.4: RFP Key Dates

The following key dates apply to this RFP:

RFP Issue Date 1st September 2020

Deadline for lodgement

of Proposal

Acknowledgement

4th September 2020

Deadline for submission

of questions in relation

to this RFP

4th September 2020

Deadline for Plan

International to answer

RFP questions

8th September 2020

RFP Closing Date and

Time

18th September 2020, 23:59 (BST)

Notification of shortlisted

bidders

23rd September 2020

Shortlisted bidders’

presentations

w/c 21 September 2020

Estimated Contract

Award Date

28th September 2020

Contract Go-live October 2020

1.5: Company Contact

The following individual is the nominated Company contact for this RFP.

Name Alejandra Agredo

Title/Position Procurement Officer

Contact email procurement@plan-international.org

Procurement email procurement@plan-international.org

Postal address Block A, Dukes Court, Duke Street, Woking, Surrey GU21 5BH

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1.6: Queries and Questions during the RFP Period

Proposers are to direct any queries and questions regarding the RFP content or process to the Plan

Contact. No other Plan personnel are to be contacted in relation to this RFP unless directed to do so

by the Plan Contact. Plan reserves the right to disqualify and reject Proposals that do not comply with

this requirement. All questions should be submitted in writing to the Contact email address.

We may choose to convey responses to submitted questions and queries to all Proposers so that

each is equally informed.

1.7: Amendments to RFP documents

We may amend the RFP documents by issuing notices to that effect to all Proposers and may extend

the RFP closing date and time if deemed appropriate.

1.8: Proposal Lodgement Methods and Requirements

• Proposers must submit one copy of their Proposal by email to: procurement@plan-

international.org.

• The subject heading of the email shall be RFQ - FY21 – 058 Virtual Delivery of M&E

System Training

• Please submit electronic documents in both PDF and MS Word format. No links please!

• Proposers may submit multiple emails (suitably annotated – e.g. Email 1 of 3), or zipped, if

attached files are deemed too large to suit a single email transmission.

• Proposals must be prepared in English and must contain the information requested in Part 3

of this RFQ.

1.9: Late Proposals

Proposers are responsible for submitting their Proposals prior to the RFP closing date and time, in

accordance with the acceptable lodgement requirements described above. There will be no allowance

made by us for any delays in transmission of the Proposal from Proposer to Plan. Any Proposal

received by Plan later than the stipulated RFP closing date and time may be removed from further

consideration by Plan.

1.10: Acceptance of Proposals

A Proposal will not be accepted by us unless and until Plan has signed a Contract or sent a 'Notice of

Award' in writing to the successful Proposer.

Plan is under no obligation to accept the lowest priced Proposal or any Proposal and reserves the

right to reject any Proposal which is incomplete, conditional or not complying with the RFP

documents.

mailto:procurement@plan-international.orgmailto:procurement@plan-international.org

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1.11: Alternative Proposals

We are looking for a training partner able to provide training support in all three of our official

languages: English, French and Spanish – plus potentially the ability to deliver in additional languages

(e.g. Portuguese). We will also consider proposals from bidders able to train in English plus one

additional language only – if contracts with more than one provider enable us to meet our overall

language needs for M&E System Training.

Proposers may submit other alternative Proposals it they feel it may offer Plan additional benefits

whilst still complying with the Requirement. We reserve the right to accept or reject any proposed

alternative either wholly or in part.

1.12: Validity of Proposals

Proposals submitted in response to this RFP are to remain valid for a period of 60 days from the RFP

closing date.

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1.13: Evaluation of Proposals - Selection Criteria

We will assess your tender based on the following essential and desired criteria.

Criteria Tenderers should demonstrate…… Weight

Training Skills /

Experience

(excluding Subject

Matter Expertise)

Ability in and experience of delivering engaging training

which enables learners to achieve practical outcomes

Experience of virtual training delivery

Experience of coaching small groups or individual learners

to improve their ability to fulfil practical tasks

Experience of providing training support as part of an

overall programme of blended learning

Desired: Experience of delivering/supporting systems

training

25%

Relevant Subject

Matter Expertise /

Experience

Expertise in and experience of Monitoring & Evaluation

(M&E) (ideally within a non-profit organisation)

Understanding of mobile data collection for use within M&E

Understanding of working with partners on M&E activities

Desired: Experience of an online M&E system for non-

profit organisations

Desired: Experience of Salesforce (CRM system)

25%

Language Skills

Ability to offer training to a consistent level of quality in Plan

International’s core languages: English; French (for West

Africa); and Spanish (for Latin America)

Desired: Ability to offer training in additional (non-core)

languages (e.g. Portuguese, Arabic)

25%

Fit with Plan

International

Awareness and experience of working with other cultures

Desired: Experience of working in the international non-

government organisation (NGO) sector

15%

Value for Money Affordability and value for money

10%

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The contract will be awarded to the Tenderers who, in the opinion of Plan, having regard to the selection criteria set out in the table above, offer the best means of adding value, minimising risk and providing value for money. Plan reserves the right not to accept the lowest, or any, tender.

Shortlisted Proposers will be asked to present before an assessment panel. At that stage we would

expect to virtually meet the proposed M&E system trainers.

1.14: Withdrawals

Proposals may be withdrawn at any time prior to the RFP closing date and time by written notice to

Plan.

1.15: Proposers to Inform Themselves

We have taken all reasonable care to ensure that the RFP is accurate. However, we give no

representation or warranty as to the accuracy or sufficiency of the contained information and that all

Proposers will receive the same information. Proposers are required to inform themselves fully of all

conditions, risks and other circumstances relating to the proposed contract prior to submitting a

Proposal. Proposed prices shall be deemed to cover the cost of complying with all the conditions of

the RFP and of all things necessary for the due and proper performance and completion of the

Requirement.

1.16: Costs of Preparing Proposals

All costs relating to the preparation and submission of a Proposal are the sole responsibility of the

Proposer. Plan shall not pay any Proposer, wholly or in part, for its Proposal.

1.17: Confidentiality

Except as required for the preparation of a Proposal, Proposers must not, without Plan’s prior written

consent, disclose to any third party any of the contents of the RFP documents. Proposers must

ensure that their employees, consultants and agents also are bound and comply with this condition of

confidentiality.

1.18: Inconsistencies and Omissions

Proposers must promptly advise Plan in writing of any inconsistencies and omissions they discover in

the RFP.

1.19: References

As part of this RFP, Proposers will need to supply contact details of three References. Plan will contact

the references in order to be assured on competency of the Proposer. Please provide contact

information to include; type of contract, period of performance, company name, contact name,

telephone number and email.

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1.20: Proposal Acknowledgement

By participating in this RFP Proposers are indicating their acceptance to be bound by conditions set

out in this Part. Proposers are to acknowledge this acceptance and furnish details of their

representative that will be the sole point of contact for all matters relating to the RFP, in writing, to

Plan prior to the proposal acknowledgement due date set out in Section 1.4.

Any Proposer choosing not to submit a Proposal is required to acknowledge this intent, in writing, to

the Company and return all RFP documentation to the Company prior to the proposal

acknowledgement due date.

1.21: Return of RFP Documents

Proposers must return to Plan all issued hard copies of the RFP documents within seven (7) days of

being notified that their Proposal was unsuccessful. Unsuccessful Proposers are to also permanently

delete any electronic copies of RFP documents (either issued by Plan or created by the Proposer).

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PART 2: THE REQUIREMENT

2.1: Background Information on Plan International

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 75 years. We have 54 Country Offices across the following regional hubs: Americas; Asia Pacific; Middle East, East, Southern & Northern Africa; West & Central Africa. We have a presence in additional countries in the form of National Organisations, which are responsible for fundraising and ensure the effective management and implementation of major grant-funded projects.

Read more about Plan International's Global Strategy: 100 Million Reasons at https://plan-international.org/strategy.

2.2: Background to this Request for Proposals

Until recently, Plan International Country Offices have adopted varying approaches to Monitoring &

Evaluation (M&E). This has led to insufficient clarity regarding the value of some programmes and

projects to beneficiaries, and inconsistent reporting to donors. There has been a need for a single

integrated approach and system.

We have therefore embarked upon a major project to strengthen our M&E activity within the

organisation. In addition to the M&E upskilling and support work which is ongoing at a regional and

country level, we are formalising best practice and ensuring data transparency via the introduction of

our first global online M&E system: Amp Impact. Built as an app on the Salesforce platform, Amp

Impact enables us to set up logical frameworks within the system, in which programme and projects

results and indicators and other components of a particular project are structured. The system

integrates mobile data collection (via the integrated Taro Works tool) and provides reporting and

intelligence for the organisation and for donors.

The introduction of our first online M&E system is part of a broader organisational change programme

(Programme Y.O.D.A.), which will help us become a more data driven and transparent organisation.

Through this programme, we will change our Enterprise Resource Planning (ERP) solution; revise our

processes and working practices in relation to Finance, Grants, Programmes and Projects, and

Logistics and Procurement; and develop a new M&E solution.

Data in our new M&E system will be integrated via a Data Warehouse with data in our new ERP

solution (MS Dynamics 365).

https://plan-international.org/strategyhttps://plan-international.org/strategy

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2.3: Our M&E System

Our new M&E System, Amp Impact, has been developed by Vera Solutions on the Salesforce

platform. The Plan International version of the system has until now been known as MERL. When it is

integrated with our new ERP system in early 2021, it will also gain project management functionality,

and will be known as PMERL.

The system enables us to integrate our M&E work into a broader view of our country strategies and

related programmes and projects. It enables us to set up logical frameworks within the system, in

which the goals, activities, indicators, anticipated results and other components of a particular project

are structured. The system integrates mobile data collection (via the integrated Taro Works tool) and

provides reporting and intelligence for the organisation and for donors.

The ability by trainers to understand, explain, and give practical feedback on the use of complex

systems, e.g. Salesforce in the delivery of programme and project results, is essential, as our M&E

system is built on layers of inter-related data within Salesforce.

2.4: Where does the work of the external training partner fit into the overall training

plan?

We are looking for trainers from an M&E background to support the deployment of training for our

new PMERL system. Training will be blended, including self-paced online learning. We are therefore

seeking training partners to primarily coach and support learners to deepen their understanding and

activate their learning via hands-on task practice and feedback. A smaller element of traditional virtual

training delivery will also be required. We are not looking for the development of new training

resources (apart from ad hoc resources created to support specific cohorts).

Training for Core M&E Staff

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Training will be segmented. The largest training requirement is for core M&E staff and project

managers – and this is where the external trainers will mostly be deployed.

We will have a number of cohorts, some of which may be running in parallel. We expect trainers to be

able to adapt to required timezones and work intensive days where required. Training organisations

able to offer flexibility regarding the scheduling of parallel cohorts and the covering of our language

requirements are of particular interest.

Following a pilot, we have decided to extend the training period for each cohort of core M&E staff from

2 weeks to 3 weeks. Learners will participate in blended learning requiring no face-to-face training;

training will be online, virtual and task based. Our current expectation is that the 3 weeks of training

for core M&E staff will look as follows. Week 1 will be self-paced. Our external training partners will be

involved in Weeks 2 and 3 only.

Week What will be covered? Who will deliver the training?

Week 1 • Intro & Welcome

• PMERL in Context

• PMERL Navigation

• PMERL System Simulations

(Digital: Show Me, Try It, Test Me):

Create a Programme, Create a

Project, Add Results Statements,

Add Indicators, Add Targets &

Results

• Digital Data Collection

• How data collected outside

Taroworks integrates with PMERL

• Taroworks

• PMERL Reporting & Dashboards

Welcome session – to be led by

internal team

Self-paced online learning

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Week 2

External training partner to do task-

based work with 2-3 countries at a time,

working with approximately 60 learners

concurrently.

We will be using a flipped classroom

model. So trainers will not be

presenting new concepts. This will have

been done in Week 1. Instead, learners

will be starting to apply and practise

their knowledge in Week 2 – and the

trainers will provide practical coaching

and Task Review sessions to help

learners to put their learning into

practice.

Week 3 Learners will spend 2-3 hours a day on

integrated task work. Trainers will offer

drop-in sessions and provide individual

and small group feedback and support –

and ad hoc teaching sessions where

needed.

External training partner to provide

task-based support and ad hoc

teaching sessions.

Internal M&E team to lead on additional

Q&A sessions and End of Course

session.

Training for Other Roles

• There will also be training for those involved in supporting data collectors. This will mostly be

led internally.

• There will be training for those consuming M&E data via reports, e.g. leadership and

programme staff. This will mostly be led internally.

• Training will also be required for Partner Co-ordinators, who will be responsible for ensuring

that our external partners understand PMERL and are able to use the Partner Portal (an

external version of PMERL). External trainers will undertake training delivery in this area.

2.4: Trainer Onboarding and Upskilling

Before training starts, approximately one month is required for the training partner to be onboarded

and upskilled. Within this period, the successful bidder(s) will need to proactively learn how M&E

works within Plan International, accessing training materials and the PMERL system, and liaising with

internal subject matter experts. In particular, our external training partner(s) will need to become

intimately acquainted with and able to navigate seamlessly through PMERL, the online M&E system

for which they will be providing training support.

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PART 3: INFORMATION TO BE PROVIDED BY PROPOSERS

This Part details all the information that Proposers are required to provide to the Company.

Submitted information will be used in the evaluation of Proposals. The Proposal structure should be

as follows:

3.1: Tenderer’s Details and Background

This part should describe the Proposer’s general information, main services, areas of expertise and

background (3 pages maximum).

3.2: Technical Proposal

This section should describe in detail how you would meet the requirements outlined in Section 2 of

this RFP.

3.3: Pricing Information

This part sets out the information necessary for Proposers to furnish rates and prices as consideration

for delivering the Requirement against any resultant Contract. (Excel format)

Rates: Please ensure that rates for the following activities are clear:

• Onboarding & upskilling

• Training delivery

Prices include all costs: Submitted rates and prices are deemed to include all costs, insurances,

taxes, fees, expenses, liabilities, obligations risk and other things necessary for the performance of

the requirement. Any charge not stated in the Proposal as being additional will not be allowed as a

charge against any transaction under any resultant contract.

Applicable goods and services taxes: Proposal rates and prices shall be exclusive of United

Kingdom Value Added Tax.

Currency of proposed rates and prices: Unless otherwise indicated, all rates and prices submitted

by Proposers shall be in GBP £ sterling. For vendors based outside the UK, rates must be submitted

in both USD AND GBP.

3.4: Suggested Chronogram

This part should include a detailed list of phases, activities, deliverables and broken-down costs

associated with each activity. (Excel format)

3.5: Trainer Information

We require specific names and information about the experience of the trainers proposed for training

delivery. We would also expect to meet the proposed trainers, should the Proposer be shortlisted.

Each trainer’s CV may also be requested.

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PART 4: PROPOSED CONTRACT

Successful Tenderers will be expected to enter into a Service Agreement at least until the end of June

2021.

Plan International owns the intellectual property relating to all existing M&E system training materials

and will own any additional resources developed by the Contractor relating to this contract. Plan

retains the right for future training using these materials to be delivered by Plan staff or other external

trainers selected by Plan. The Contractor may only re-use the materials with other clients with the

express permission of Plan International.

A copy of the standard Plan Terms and Conditions will be provided at a later stage.