Request for Proposals (RFPs)

Request for Proposals (RFPs) Consultancies For Development Of Programme Policies And Procedures Manual With Monitoring & Evaluation Dashboard Application Reference: AF/SCI/RFP/14-1  Azad Foundation with support from Save the Children seeks proposals from interested companies and individuals for Consultancies For Development Of Programme Policies And Procedures Manual With Monitoring & Evaluation Dashboard Application.  Please send all queries regarding bidding process to [email protected]. Proposals or queries through phone or office visits will not be entertained. Proposal: the subject line of email should state the RFP subject mentioned above and the Proposals must comprise of company profile/individual CV, technical proposal and financial proposal covering the methodology and financial outcome of the consultancy. It should be submitted by the deadline mentioned below to [email protected]. The deadline for submission of Proposals is Friday, 7th November 2014.

Terms of Reference

Consultancy for Formulation of Programme Policies and Procedures Manual (P3M)

Background

Azad Foundation is a non-profit organization registered under society’s act in year 2001. Azad Foundation’s primary focus of work is with street children. The organization has been operating its programmatic interventions since then. Basis of these interventions and the overall management has been through following common practices in the development sector. As the organization grew during past 14 years and more technical, streamlined approaches were adopted by the organization regarding other departments to improve their work; the need was felt to formalize and streamline the structure and operation of Azad Foundation’s Programme Department. To achieve this goal Azad Foundation intends to hire the services of a consultant to develop a manual of programme policies and procedures to bring uniformity in its structures and streamline the complete programme management process.

Purpose

The purpose of the Programme Policies and Procedures Manual (P3M) is to provide guidance Azad Foundation Programme operations through its national, provincial and local offices and with external partners and implementing partners.

The overall purpose of the Azad Foundation P3M is to:

1. Ensure that Azad Foundation programme operations are undertaken in a manner which will produce the best possible results, and which makes optimal use of resources to contribute to the realization of the rights of children living and/or working on streets;
2. Ensure that Azad Foundation programme operations are undertaken in a manner consistent with the standards set by the Board of Directors and Azad Foundation management.

In particular, it is to:

1. Provide the core reference for the overall Azad Foundation programme guidance system;
2. Provide guidance on the process of preparing Programme Streams and procedures to be followed in implementing and managing them;
3. Confirm the responsibilities and accountabilities within the organization for different aspects of Programme Operations;
4. Provide a one-stop reference, linking users to the latest Azad Foundation Board of Directors decisions, Executive Directives and Programme Directives, as well as, to common guidance on programming.

Objectives

The objectives of this consultancy are to

1. Formulate Programme Policies and Procedures Manual and relevant tools/formats for its implementation

Key Deliverables

1. Work plan, Budget, Scope document, Methodologies
2. Programme Policies and Procedures Manual
3. Relevant Tools and Formats

All documents should be submitted in both electronic form and hard copies in English (where required).

Terms and Conditions

Consultant

1. The consultant will ensure all deliverables are provided according to work plan submitted ensuring quality.
2. The consultant will develop all manuals in English.
3. The consultant will arrange for all relevant coordination and development resource.
4. The consultant will follow Azad Foundation’s procurement, finance, conflict of interest and whistleblower policies.
5. The consultant will provide all required documentation and supporting papers for finance, operations and programme departments.
6. Conduct regular meetings with Azad Foundation’s management and staff for information collection and progress reporting
7. Ensure constant flow of information and updates among AF
8. Submit all deliverables on time once done to AF for feedback and review

Azad Foundation

Azad Foundation will facilitate the consultant by

1. Technical assistance
2. Access and Provision of information, relevant documents and resource material
3. Access to relevant personnel
4. Provide a focal person to coordinate and manage the consultancy from AF’s end
5. Prompt feedback on all queries made by the consultant

Financial Conditions of Consultancy

The consultant will be paid on the following schedule:

1-      30% payment upon contract signing

2-      40% payment upon submission of deliverable 1

3-      30% payment upon submission of deliverable 2 and 3

Duration of Assignment

The expected duration of consultancy is a maximum of 20 days from the signing date of the contract.

Document to be reviewed

Policies and procedures manuals in use by other departments.

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Terms of Reference

Consultancy for Development of M&E Dashboard Application (MEDA)

Background

Azad Foundation is a non-profit organization registered under society’s act in year 2001. Azad Foundation’s primary focus of work is with street children. The organization has been operating its programmatic interventions since then. Basis of these interventions and the overall management has been through following common practices in the development sector and our researches. As the organization grew during past 14 years and more technical approaches were introduced to the organization regarding project and data management, assessment and evaluation of impact; the need was felt to have a centralized result oriented management system that could directly translate performance for management and donors to ensure increased accountability and enhanced value for money invested for the development of children living and/or working on streets. To fulfill this need Azad Foundation intends to hire the services of a consultant to develop a software for purpose and specifications mentioned in sections below.

Purpose

M&E being an important compliance issue for Non-Profits worldwide, thereby creating a need for transparent reporting to their Donor using an automated M&E Tool. Some guidelines require up to 15% of all Donor Funds to be used for M&E Activities.

The overall purpose of the MEDA is to help Azad Foundation programmes and associated projects improve their M&E and the quality of data generated to measure success of implemented activities.

Another associated aim is to provide Azad Foundation’s donors and partners a clear picture of individual projects derived from LFAs and M&E Frameworks as well as overall achievement of programmatic strategy goals based on Organizational Change Theory.

Objectives

The objectives of this consultancy are to

1. Development of centralized Monitoring and Evaluation Dashboard Application (MEDA) and relevant tools incorporated in the software
2. User Manual for MEDA

MEDA Functionalities

At minimum the developed software should be able to:

1-      Manage multiple projects from multiple donors with work plan, baseline and targets

2-      Manage beneficiary information under each project

3-      Ability to feed LFA and M&E Framework and monitoring activity information

4-      Indicator tracking and management

5-      Remote data entry and reporting

6-      Multiple levels of access as per organizational hierarchy and partnerships

Key Deliverables

1. Work plan, Budget, Scope document, Methodologies
2. MEDA software package
3. User Manual
4. Installation on and Online Accessibility through Azad Foundation main server

All documents should be submitted in both electronic form and hard copies in English (where required).

Terms and Conditions

Consultant

1. The consultant will ensure all deliverables are provided according to work plan submitted ensuring quality.
2. The consultant will develop all manuals in English.
3. The consultant will arrange for all relevant coordination and development resource.
4. The consultant will follow Azad Foundation’s procurement, finance, conflict of interest and whistleblower policies.
5. The consultant will provide all required documentation and supporting papers for finance, operations and programme departments.
6. Conduct regular meetings with Azad Foundation’s management and staff for information collection and progress reporting
7. Ensure constant flow of information and updates among AF
8. Submit all deliverables on time once done to AF for feedback and review

Azad Foundation

Azad Foundation will facilitate the consultant by

1. Technical assistance
2. Access and Provision of information, relevant documents and resource material
3. Access to relevant personnel
4. Provide a focal person to coordinate and manage the consultancy from AF’s end
5. Prompt feedback on all queries made by the consultant

Financial Conditions of Consultancy

The consultant will be paid on the following schedule:

1-      30% payment upon contract signing

2-      40% payment upon submission of deliverable 2

3-      30% payment upon submission of deliverable 3 and 4

Duration of Assignment

The expected duration of consultancy is a maximum of 20 days from the signing date of the contract.

Document to be reviewed

Policies and procedures manuals in use by other departments.