FHI 360 Seeks Panamanian Partner

FHI 360 website

Global development organization FHI 360 is seeking a request for proposal from a Panamanian partner for an exchange program on sports and social change.

Request for Proposals (RFP)

The issuance of this solicitation does not constitute an offer on the part of FHI 360, nor does it commit FHI 360 to pay for costs incurred in the preparation and submission of a proposal. FHI 360 also reserves the right to cancel this solicitation at any time during or after the closing date and time.

RFP No.: 9612-RFP-01

Issued on: January 4, 2012

For:  In-country sub-recipient, BARRIOS - Panama

Period of Performance: September 1, 2012 – June 30, 2014

Deadline to submit questions: January 27, 2012; 1:00 PM EDT

Proposal Deadline: January 27, 2012; 6:00 PM EDT

Contact Person: Marc Weinstein (mweinstein@fhi360.org)

I.  Scope of Work

FHI Development 360 LLC (FHI 360) is seeking a sub-recipient to assist in the implementation of an international exchange project on the topic of Sports and Social Change. The program will be a two-way exchange conducted with Panama. The U.S. portion of the exchange will take place in early spring of 2013, and the in-country exchange in early summer of 2013.

The sub-recipient will have two primary roles: to assist in selection of participants from the host countries, in consultation with FHI 360 and with the U.S. Embassy, and to implement an approximately 10-day in-country program for five U.S. participants. The sub-recipient should devise a recruitment strategy that will solicit applications from approximately 30 professionals who work in the field of youth sports and disabilities. Applicants should be a mix of government officials, NGO representatives, community officials, coaches, and teachers. Recruitment of female applicants is essential. FHI 360, the U.S. Embassy, and the sub-recipient will then work to select a final list of 10 participants, along with five alternates.

The in-country program should include site visits to facilities in the host country and a mix of clinics and training sessions to be conducted by the U.S. participants.

In addition to designing the program, the sub-recipient will be responsible for logistical aspects, including (but not limited to) arranging for ground transportation, finding suitable lodging, and providing meals for participants.

The sub-recipient will also be expected to help with pre- and post- exchange activities. Pre-program activities include sharing materials and information between FHI 360 and participants and conducting a pre-departure orientation session; post-program activities include assisting with coordination of small grant projects to be implemented by the individual participants.

Eligible sub-recipients should be NGOs based in Panama who have prior experience working with the U.S. Embassy in Panama. An ideal sub-recipient will have experience in reaching out to under-served youth and in developing community centers. Experience with sports programming is considered a plus, but is not required.

Please respond to the Project Director, Marc Weinstein, at mweinstein@fhi360.org, to confirm interest. Draft materials, including a proposed itinerary for the in-country exchange, should be submitted by Friday, January 13. Final materials, included a revised itinerary, an organizational capability statement, and budget should be received no later than Friday, January 20. Submission in English is preferred, though not required. If submitting in Spanish, please try and submit documents earlier than required to allow for FHI 360 to translate.

If any interested parties are worried about meeting the deadline, please contact Mr. Weinstein.

II. Price Offer

Offerors are expected to submit a fixed price bid.

Please ensure that the budget is comprehensive, as items not in the budget will be deemed non-reimbursable.  Costs may include such items as staff time, materials production, ground transportation, meals, and facility usage. The sub-recipient will also be responsible for providing interpreters to accompany the project, as needed.

Offerors are requested to submit signed and dated offers to the email address specified above. To be eligible, offerors must provide full, accurate, and complete information as required by this RFP.

Offers may be submitted on offeror’s letterhead stationery. At a minimum, offers must include the following components in their response to this RFP:

1. The solicitation number
2. The name, mailing and email addresses, and telephone number of the offeror
3. A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation
4. Resumes  (if applicable)
5. Price to provide the services described
6. Background information about the company and past performance information to include recent and relevant clients for the same or similar services and other references (including contract numbers, points of contact with telephone numbers, and other relevant information);
7. Certification that the quotation remains valid for a period of 30 days from the closing date
8. Submission of completed Attachment A: Vendor Information Form
9. Submission of signed Attachment B: Certification of Independent Price Determination

III. Questions and Answers

Any explanation desired by a prospective offeror regarding the meaning or interpretation of this solicitation must be requested via email to the above contact person by deadline  stated above. Answers will be sent to all bidders via the contact information they provide. No inquiries by phone will be accepted or answered.

IV. Terms and Conditions

Offerors are responsible for review of the terms and conditions described in this RFP.

V. Withdrawals of Proposals

Offerors may withdraw offers prior to the closing date, in writing via email.

VI. Right to Select/Reject

FHI 360 reserves the right to select and negotiate with those firms it determines, at 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.

VII. Disclaimer

This RFP represents only a definition of requirements. It is merely an invitation for submission of proposals and does not legally obligate FHI 360 to accept any of the submitted proposals in whole or in part, nor is FHI 360 obligated to select the lowest priced proposal. FHI 360 reserves the right to negotiate with any or all firms, both with respect to price and/or scope of services. FHI 360 has no contractual obligations with any firms based upon issuance of this RFP—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.

VIII. Request for Proposal Firm Guarantee

All information submitted in connection with this RFP will be valid for 30 days from the RFP closing date. This includes, but is not limited to price, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFP and negotiation process is contractually binding for the full term of the contract.

IX.  Offer Verification

FHI 360 may contact offerors to confirm the contact person, address, price, and that the offer was submitted for this solicitation.

X. False Statements in Offer

Offerors must provide full, accurate, and complete information as required by this solicitation and its attachments.

XI. Conflict of Interest

Offerors must provide disclosure of any past, present, or future relationships with any parties associated with the issuance, review, or management of this solicitation and anticipated award. Failure to provide full and open disclosure may result in FHI 360 having to re-evaluate selection of a potential offeror.

XII.  Reserved Rights

All RFP responses become the property of FHI 360 upon submission. FHI 360 reserves the right in its sole discretion to:

• Disqualify any offer based on offeror failure to follow solicitation instructions
• Extend the time for submission of all RFP responses after notification to all offerors
• Issue an award based on the initial evaluation of offers without discussion

XIII.  Evaluation Criteria

Evaluation and ranking of proposals will be completed by an FHI 360 Group review committee. FHI 360 will award the order to the offeror that provides the best value Evaluation factors will include:

• Responsiveness
• Qualification, past performance, and experience
•  Price
• Amount of cost-share included
• Technical quality of proposal

Attachments:

A. Vendor Information Form

B. Certification of Independent Price Determination

C. FHI 360 Standard Purchasing Order General Terms and Conditions