Information Technology (IT) Advisor (Consultant)

Information Technology (IT) Advisor (Consultant)

REQUEST FOR PROPOSAL (RFP)

Information Technology (IT) Advisor -Consulting services

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Proposal (RFP)- RFP-JTAP-015

Performance Period: October 15, 2022 – October 14, 2023

RFP Issue Date: 20 September 2022

RFP Closing Date: 4 October 2022

Reference: USAID Contract No. 72027821C00005

Enclosed is a Request for Proposals (RFP). Creative invites qualified Individuals to submit a best-value proposal for Information Technology (IT) Advisor The issuance of a contract is subject to availability of funds and successful negotiation of the contract budget and terms. The Contracts resulting from this Request for Proposal will be a Blanket Consultancy Agreements (BCA).

The requirements for this activity are described in the “Statement of Work” in Attachment A. Creative encourages your Individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment B “Instructions to Offerors.” Proposals will be evaluated based on the “Evaluation Criteria” in Attachment C. Creative will make an award to the responsible Offeror submitting an offer that 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 in writing and emailed to [اضغط هنا لمشاهدة البريد اﻹلكتروني] no later than September 25, 2022. 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 within three days from the closing date of questions.

Proposals must be comprised of one electronic copy of the Technical Proposal and one electronic copy of the Cost/Business proposal, sent in separate files, and labeled with the above-stated subject, subproject number and title. Submissions shall be delivered to:

Creative Procurement Department at

[اضغط هنا لمشاهدة البريد اﻹلكتروني]

Sincerely,

Creative Procurement Department

Attachments:

ATTACHMENT A: Statement of Work

ATTACHMENT B: Instructions to Offerors

ATTACHMENT C: Evaluation Criteria

ATTACHMENT D: Proposal Cover Letter

ATTACHMENT A:

STATEMENT OF WORK FOR

Information Technology (IT) Advisor -Consulting services

Introduction:

Creative Associates International is a dynamic and fast-growing professional service firm that specializes in international development in the areas of education, democratic transitions, and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in thirty plus countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

Program Summary:

The Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project in Jordan. TAP seeks to work with the Ministry of Education and the Ministry of Youth in such a way that ensures officials can implement desired reforms that result in real and significant outcomes. Creative and its partners, within a process of co-creation with national stakeholders, will provide technical assistance in the development, roll-out, and tracking of policies and procedures that build on national and international experiences and research in systemic change, public education, and youth programming. Foundational to this approach is the transformation and interconnectedness of organizational culture/wellness and the hard and soft systems. The many activities in the Jordan Technical Assistance Program includes support to curriculum development, promoting inclusive learning techniques, improving the skills of teachers and school managers, and other tangible activities that support changing the organizational culture within the two ministries and relevant agencies at national, governate, and local levels. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, widespread support for efforts to improve education quality, the inclusion of vulnerable children, and increased youth engagement.

Position Summary:

TAP is seeking applicants for a one-year IT Advisor with an estimation of 50 days /LOE.

TAP anticipates IT Advisor will support TAP efforts in automation interventions of certain processes at MOE and MOY in parallel with the process reengineering activities. The Advisor will ensure compliance with the Ministry of Education (MOE) IT regulations including the open EMIS-policy. In addition, he/she will provide technical support in identifying the best IT solutions at the Ministry of Youth (MOY) for Monitoring and Evaluation (M&E) systems, HR-systems, and Public Financial Management (PFM) automated intervention.

Duties and Responsibilities:

1. Conduct a comprehensive assessment of the existing systems, applications, and software. Propose best IT-solutions at both MOE and MOY in parallel with the process reengineering project. Provide strategic advice on using technology to achieve goals.
2. Manage IT initiatives and collaborate with the ministries’ in-house technical staff.
3. Develop trusted advisor relationships with MOE, MOY, and all related stakeholders such as but not limited to the Ministry of Digital Economy and Entrepreneurship (MODEE), Ministry of Finance (MoF), Government Procurement Department, and Civil Service Bureau (CSB) .
4. Assist TAP in collecting internal and external stakeholders' needs related to the automation process.
5. Assist TAP team in the process of development of term of references for installation the required automated systems, applications, and software.
6. Support TAP team in evaluation of the technical proposals for the automation interventions submitted by the IT solution service providers.
7. Perform an adequate requirements analysis of the best IT solutions in collaboration with the Business Process Analysis (BPA).
8. Support in drafting and reviewing the online system scope documents and related specs/requirements (for all solution components, whether done in whole or parts).
9. Support in technically overseeing the solution implementation by the service providers, including system integration, links, and smooth workflow among the various entities.
10. Conduct market overviews, assessment of existing proprietary and open-source solutions, and evaluation of whether a ready-made, customized or "built-from-scratch" solution will serve the project’s needs.
11. Estimate the cost of the solution, concept for hosting and maintenance, concept for data protection and IT security.
12. Prepare detailed descriptions of the planned IT solutions.
13. Support the team in the selection of the most suitable IT solutions.
14. Support TAP and its partners while serving as a liaison with MoE and MoY staff to ensure complementarity of efforts with other stakeholders and donors supporting both Ministries.
15. Provide regular briefs and updates to the TAP team.

Key Working Relationships:

• This position will administratively and technically report to TAP’s Institutional Development and Automation Specialist and part of TAP’s Systems Strengthening and Policy Reform Team.
• This position will coordinate with the heads of the IT Departments at MOE the Queen Rania Center (QRC) and MoY.

Required Qualifications:

• Minimum Bachelor's Degree in Information Technology, Computer science/ engineering, or related field. MSc/MBA in business will be a plus.
• At least 8 years of demonstrated experience in project management and high-level system design, including but not limited to the ability to manage, and advise on generating systems, software applications, reporting, etc… in public or private institutions.
• Experience with various programming languages, operating systems and databases and GIS systems.
• Solid experience in developing Terms of Reference (TORs) or Request for Proposals (RFPs) for automation systems/applications and software in the Government Entities.
• Work experience with international organizations is required.
• Proven experience in working with governmental ministries/entities.
• An analytical mind with problem-solving abilities.
• Excellent communication, presentation, and reporting skills.
• Proficiency in both Arabic and English languages.

List of Tasks, LOE (days) and Timeline:

Performance Benchmarks / deliverables

Estimated LOE (days)

Estimated timeline/ Due Date (mm/dd/yy)

Report the current state of existing systems at MOE and their terrain to help on how they would play a role in the proposed solution.7 LOE /Working days Nov/2022

Development of term of references for installation the required systems, applications, and software at MOE and MoY. 13 LOE /Working days Nov.2022-Apr. 2023

Support the team in the selection of the most suitable IT solutions.10 LOE /Working days -Nov.2022-Apr. 2023

Supervising the implementation of the selected solution for MOE and MOD by the selected vendor to meet the deliverables based on the approved implementation plan.20 LoE / Working days -Nov.2022-Apr. 2023

Total

50 LOE /Working days

The above LOE/Working days is tentative and subject to increase or decrease depending on program needs / additionally this will be on work order basis,

Project Location: Wadi Saqra, Arrar Street, Bldg. # 201, 1st Floor, Amman, Jordan

Period of Performance:

Creative anticipates issuing a Blanket Purchase Agreement (BPA) valid for a Period of Performance of approximately one year base up to three -years options that will be exercised in writing by Creative.

Ordering Procedure:

Purchases may only be made by Creative via written FP Level of Effort (LOE) Work Orders and executed by the authorized individuals listed in the BPA.

Daily rates are based on an 8-hour working day. Any hours worked in excess of 8 hours will not be paid. Working days consisting of less than 8 hours shall be prorated accordingly.

How to apply

Attachment B

INSTRUCTIONS TO OFFERORS

1. General Instructions

These Instructions to Offerors will not form part of the offer or of the Contract. They are intended solely to aid Offerors in the preparation of their proposals. Read and follow these instructions carefully.

1. 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 C – Evaluation Criteria.
2. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of, 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.
3. Proposals and all cost and price figures must be presented in JOD. All prices should be tax Exempted. professional services agreement will be issued to the successful offeror in local currency and subject for 5 % service tax deduction as per in accordance with enacted Jordanian legislations
4. 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.
5. 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 the technical evaluation to be made strictly on the basis of technical merit.
6. 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.
7. Responsibility Determination: Award shall only be made to “responsive” Offerors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment D.
8. 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 the procurement department’s discretion.
9. Modification/Withdrawal of Offers: Offerors have the right to withdraw, modify or correct their offer after it has been delivered to Creative at the e-mail address stated above, and provided that the request is made before the RFP closing date.
10. 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.
11. Clarifications and Amendments to the RFP: Any questions regarding this solicitation must be emailed to [اضغط هنا لمشاهدة البريد اﻹلكتروني] . 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 compiled and posted on Creative’s procurement
12. 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 instructions will result in the Offeror being considered unresponsive and the proposal may be rejected.

1. Submission of Proposal:

Proposals must be submitted in two separate files via the email address below:

1. E-mail 1 – Technical Proposal
2. E-mail 2 – Cost proposal

Each e-mail should be clearly labeled with the RFP number and position title.

Proposals must be delivered no later than the specified date/time to the address below.

[اضغط هنا لمشاهدة البريد اﻹلكتروني]

And who do not submit their technical and cost proposals separately will be automatically disqualified.

1. Content of Proposal:

The proposal shall be comprised of Three sections:

1. Cover Letter (Attachment D)

2. Technical Proposal

3. Cost Proposal

4. The Cover Letter: should be on the Offeror’s and MUST contain the information requested in Attachment D.

5. Technical Proposal:

6. 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.

7. 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.

8. 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.

9. The Cost Proposal**:** mustbe submitted separately from the technical proposal and will primarily indicate the cost for performing the work.

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 C

EVALUATION CRITERIA

Basis of Award: The award will be made to the offeror whose offer presents the Best Value: the optimal combination of technical merits and reasonable cost. Proposals will be scored on technical factors first. Only the Cost 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 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

A. Education and Experience: 70 marks (allocated to them, and a minimum of 10 must be obtained to pass, Submit in CV)

B. Past Performance (30 Marks)

As described in table below: The evaluation will be done according to the criteria shown in the table

Topic

Description

Points available

Qualifications and education

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 as per below outline :

1.A Master’s degree in Information Technology, Computer science/ engineering, or related field. MSc/MBA in business will be a plus.

20%

Detailed Experience

1. At least 10+ years of demonstrated experience in project management and high-level system design, including but not limited to the ability to manage, and advise on generating systems, software applications, reporting, etc… in public or private institutions.
2. Experience with various programming languages, operating systems and databases and GIS systems.
3. Solid experience in developing Terms of Reference (TORs) or Request for Proposals (RFPs) for automation systems/applications and software in the Government Entities.

50%

Past Performance/Reference check

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.

30%

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

Document and summarize your proven track record of successfully performing similar services. Using the exact table format provided below, please list only services you have performed within the past three years including specific projects worked on by consultants within the firm, a brief description of how each is relevant to this RFP, and the contact details for each previous client or donor. You may also include recommendation/appreciation letters and certificates as attachments.

Offerors with past performance with similar services, 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. Please note that Offerors cannot be evaluated on information that they do not provide. For example, if an Offeror has current/past performance working with Creative, they cannot be positively evaluated on this experience unless it is provided in the Offeror’s proposal.

#

(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

1

2

3

C. Attachments (Not Scored)

You may include recommendation/appreciation letters and certificates as attachments, or any other documentation you wish to further support your proposal, stapled/bound separately from the rest of the technical proposal. Content presented here will not be scored.

1. Cost 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.

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 D

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 Proposal submitted herein.

Offeror personal details are as follows:

1. Offeror Name
2. Offeror Address
3. Telephone #/Cellular Phone #, Email address:
4. Validity Period of Proposal
5. 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:

1. The ability to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
2. have a satisfactory performance record;
3. have a satisfactory record of integrity and business ethics;
4. have the necessary technical capacity,
5. otherwise, qualified and eligible to receive an award under applicable laws and regulations.

Sincerely,

Authorized Signature:

Name of Signatory:

Date:

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