Request for Proposal (RFP) No. RFP-JTAP 063- Workforce Planning Expert- Individual Consultant Freelance

REQUEST FOR PROPOSAL (RFP)

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Proposal (RFP) No. RFP-JTAP 063- Workforce Planning Expert- Individual Consultant

Type of Award: Consultant Agreement (CA)

Basis of Award: Best Value

RFP Issue Date: 05/01/2025

RFP Closing Date: 19/01/2025

RFP Closing Time: 4:00 PM – Local Time, Amman, Jordan

Reference: USAID Contract No. 72027821C00005

Enclosed is a Request for Proposal (RFP). Creative invites Individuals to submit a proposal for the Jordan- Technical Assistance Program (TAP) under the referenced USAID 72027821C00005, After the evaluation, as described herein, resulting in selecting a winning proposal, the issuance of an award is subject to successful negotiation of the terms and conditions and receiving USAID’s Contracting Officer consent, if required.

The requirements for this activity are described in the “Statement of Work” in Attachment I. Creative encourages individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment II “Instructions to Offerors”. Proposals will be evaluated based on the “Evaluation Criteria” in Attachment III. Creative will make an award to the responsible Offeror(s) submitting an offer which 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 via email to TapProcurement@crea-jtap.com no later than January 08, 2025. 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 on January 12, 2025.

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

Creative Operations Department

TapProcurement@crea-jtap.com

Sincerely,

Creative Operations Department

Attachments:

Attachment I : Statement of Work

Attachment II : Instructions to Offerors

Attachment III : Evaluation Criteria

Attachment IV : Proposal Cover Letter

ATTACHMENT I: STATEMENT OF WORK

Workforce Planning Expert – Individual Consultant

1. 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 that seeks to transform the organizational culture and improve the abilities within the Ministry of Education and the Ministry of Youth to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the Jordan Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

2. Background

   Based on TAP’s situational analysis with the Ministry of Education (MoE) and Ministry of Youth and subsequent processing of those findings with stakeholders. TAP during YR4 will continue providing technical assistance to support MoE in completing and operationalizing the teachers’ policy-supporting systems. The implementation plan of Teacher Policy focuses on key areas such as professional development, teacher evaluation, and teacher’s licensure, school and directorate development, the supervisor’s role, and the training center structure. The MoE can expect numerous benefits from investing in these areas. Firstly, the implementation plan will lead to a highly skilled and motivated teaching workforce meeting qualifications and standards set by MoE, improving student outcomes and academic achievements. Secondly, it will foster a continuous professional growth and learning culture, enabling teachers to adapt to evolving educational needs, supervisory tools, and effective recruitment. Thirdly, by creating a supportive and rewarding environment for teachers, the MoE can attract and retain top talent, ensuring the long-term sustainability and success of the education system, and it will promote professionalism among teachers. It establishes teaching as a recognized and respected profession with specific requirements and expectations. Finally, teachers can refer to these guidelines for evaluating their performance, identifying improvement areas, and enhancing performance measurement while ensuring accountability, and Parents and the public can have greater confidence in the education system when they know that teachers are licensed and have met certain standards. In line with the roadmap for the modernization of the public sector, and the new Human resources System No TAP will support the development of developing the internal structure for Human resources Management and Supervision & education Training management to support MOE to respond to the new role of MOE and to meet the implementation requirement for the teacher policy implementation plan.

3. Position Summary

TAP is looking to hire a local School Workforce planning expert. This role will involve collaborating with relevant departments within the Ministry of Education (MOE), government entities, and the TAP team. The expert will utilize findings from the situational assessment, the Teacher Policy and its implementation plan, instructional study report and the new Human Resources Management System (No. _33_) and any related regulation documents issued by public service administration commission and any exist systems such as TEACHER DEMAND AND SUPPLY MODEL (TDSM), OpenMIS to develop School Workforce planning system requirements with coordination with IT expert from TAP.

The consultant will assist in analyzing existing school Workforce planning business processes and collaborate with IT expert to develop and present the Software Requirements Specification (SRS) for the automation system. This includes reviewing SOPs, mandates, reporting relationships, and communication processes as well as any documents or automation systems related to this issue, including but not limited to the modernization plan, national strategy for Human resource reengineering report conducted by TAP, and others.”

4. Duties and Responsibilities:

1. Review and analyze the findings from the situational assessment, Teacher Policy and its implementation plan, instructional time study report, Human Resources Management System, and all related documents to assess the current Workforce needs, identify gaps, and address challenges in school staffing within the Ministry of Education (MOE).
2. Work with MOE departments, government entities, and the TAP team to ensure alignment with national policies, and work with the IT consultant to align the planning system’s requirements with technical capabilities.
3. Develop a detailed plan that includes the necessary activities with timelines to launch, in the school Workforce planning system in coordination with the HR Lead of the project.
4. Review and understand the new and existing laws, regulations, policies, current organizational structures and mandates, and related documents ,such as Public Service and Administration Commission PSAC’s regulations, the roadmap for the modernization of the public sector Organization structure -Government concept paper and execution plan, Teacher policy and its implementation plan and all related documents , instructional time study report, TDSMS , OpenMIS and TAP assessments and their findings and engineering repots and any additional documents related to this subject
5. Research other similar organizational/institutional experiences and practices – local, regional, and international perspective. Present a range of approaches that explain the processes, and outcomes of those experiences, business models – and their relevance to the Jordanian Ministries of Education
6. Conduct extensive interviews with key stakeholders at the MOE, government, government partners, external stakeholders, and the TAP team to fully understand the, needs, and requirements for updating the school Workforce planning process and system.
7. Prepare comprehensive reports with clear findings and well-documented recommendations based on the assessment and analysis of the current Workforce planning system.
8. Evaluate current school Workforce planning workflows, by reviewing and documenting existing school Workforce planning process including staffing calculations, teacher allocation, and resource optimization. Identify bottlenecks, inefficiencies, and pain points in existing processes that may require automation, aligning with Ministry’s goal and polices.
9. Define key functional and non-functional requirements for the automation of the school Workforce planning process, ensuring alignment with Ministry of Education goals and policies. And act as a liaison between Human Resources planning, Human resources management and the IT expert to ensure requirements are accurately translated into technical specifications.
10. Collaborate on drafting the Software Requirements Specification (SRS) document with the TAP IT consultant, ensuring it includes:
    1. Functional requirements (e.g., forecasting teacher demand, scheduling optimization).
    2. Business rules and logic for Workforce allocation.
    3. Reporting requirements for decision-making support
    4. User roles, permissions, and security needs.
    5. Include integration requirements with existing systems.
11. Develop a comprehensive presentation of the SRS to stakeholders for review and approval.
12. Produce periodic progress reports on the initiative undertaken and update TAP team based on deliverables and milestones achieved.

5. Required Qualifications:

1. Candidates should hold a BSC. degree or above in industrial engineering, business administration, management, or a similar field
2. Good writing and communication skills are necessary.
3. At least 7–10 years of experience in Workforce planning, workforce analytics, workload, Human Resources management, public sector workforce planning. preferably within a government or educational context.
4. Previous experience in similar USAID-funded assignments or similar donor funded projects.
5. Strong understanding of Human Resources planning.
6. Experience with business process automation and workflow analysis.
7. Knowledge of the best international practices in Human Resources management.

6. ESTIMATED PERIOD OF PERFORMANCE and LEVEL OF EFFORT (LOE)

• ESTIMATED PERIOD OF PERFORMANCE: Feb 2025- April 2025

* Creative anticipates issuing a Consultancy Agreement (CA) valid for a Period of Performance of approximately 2 months.

7.Estimated LEVEL OF EFFORT (LOE): 30 Days

8. Ordering Procedure

1. Purchases may only be made by Creative via written Consultancy Agreement and executed by the authorized individuals listed in the CA.

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.

9. Key Working Relationships:

• This position will technically report to TAP’s HR Management Lead and work closely with the designated team within the MoE & TAP and administratively report to the Operations and Security Manager.
• Regular check-ins, progress meetings, and communication channels will be established to ensure effective coordination. Deliverables are expected to be submitted via e-mail to the HR Management Lead Coping Operations department.

10. PLACE OF PERFORMANCE Amman – Jordan

11. RESULTS AND/OR DELIVERABLE/MILESTONE SCHEDULE:

Task #1: Introduction meeting and proposed detailed workplan.

Performance Benchmarks / deliverables #1: PowerPoint with workplan (activities, time and responsibilities)

Estimated LOE (days) #1: 2 days

Task #2: Desk Review, Research, reviewing laws, regulations, policies, and related documents.

and benchmark, interviews with key stakeholders

Performance Benchmarks / deliverables #2:

• Inception report analyzing the current Workforce planning system, process within MOE, Finding from key informative meeting.
• including best practices and potential risks/opportunities

Estimated LOE (days) #2: 7 days

Task #3: Comprehensive Assessment and Recommendations Report

Performance Benchmarks / deliverables #3: Prepare a thorough report based on the assessment, key interview data and analysis…. etc.,. The report should identify key staffing needs, challenges, and gaps. ensuring all findings and suggestions are clearly documented and presented

Estimated LOE (days) #3: 3 days

Task #4: Developing business process for school Workforce planning

Performance Benchmarks / deliverables #4: Workforce planning SOPs.

Estimated LOE (days) #4: 5 days

Task #5: Developing School Workforce planning SRS document with IT Consultant

Performance Benchmarks / deliverables #5:

• Develop a comprehensive SRS document that includes all necessary components (functional requirements, reporting, security, integration).
• Ensure that all stakeholder requirements are captured in the document.
• The Workforce planning SRS document (Arabic & English)

Estimated LOE (days) #5: 8 days

Task #6: Develop an SRS presentation

Performance Benchmarks / deliverables #6:

• Present the SRS in a clear and structured manner to MOE and stakeholders.
• Obtain feedback and revise the presentation accordingly.
• Ensure MOE buy-in and approval for the SRS.
• The SRS Presentation (Arabic & English)

Estimated LOE (days) #6: 3 days

Task #7: Periodic Progress Reports:

Performance Benchmarks / deliverables #7:

• Produce regular progress reports on the initiative, updating the TAP team based on deliverables and project milestones.
• Ensure that reports are clear, concise, and accurately reflect the status of the project.
• And highlight any risks, challenges, or delays and propose solutions.

Estimated LOE (days) #7: 2 days

Estimated timeline/ Due Date for all tasks: TBD

Attachment II

INSTRUCTIONS TO OFFERORS

A. General Instructions

These Instructions to Offerors will not form part of the offer or of the Agreement. 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 III – Evaluation Criteria.
2. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of your organization, 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 local currency or USD. All prices should be gross of tax.
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 the 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 in order 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” vendors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment IV.
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 Creative’s 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 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 TapProcurement@crea-jtap.com. 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 complied and emailed to the requesting potential Offeror and will be sent to all offerors that requested this RFP, or re-posted publicly if offered as a full and open competition.
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 specifications will result in the Offeror being considered unresponsive and the proposal may be rejected.

B. Submission of Proposal:

Proposals must be submitted in two separate e-mails:

• E-mail 1 – Technical Proposal
• E-mail 2 – Cost proposal
• Each e-mail should be clearly labeled with the RFP number and project title.
• Proposals must be delivered no later than the specified date/time.

Offerors who do not submit their technical and cost proposals separately may be automatically disqualified.

C. Content of Proposal:

The proposal shall be comprised of Three sections:

1. The Cover Letter (Attachment IV)
2. The Technical Proposal
3. The Cost/Business Proposal

1. The Cover Letter: should be on the Offeror’s letterhead and MUST contain the information requested in Attachment IV.

2. Technical Proposal:

1. 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.
2. 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.
3. 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.

3. The Cost Proposal: must be submitted separately from the technical proposal and will primarily indicate the cost for performing the work, Daily rate subject to 5% income tax deduction.

1. 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 III

EVALUATION CRITERIA

A. BASIS OF AWARD:

1. Creative will evaluate proposals on a best value basis, in accordance with the Federal Acquisition Regulations (FAR) Subpart 15.1 – Source Selection Processes and Techniques. In all solicitations, Creative will consider and conduct an evaluation on the basis of both technical and cost submissions. The relative importance of these two factors places technically above cost. In rare cases, Creative may also award an offeror other than the highest technically rated Offeror or the lowest price Offeror, in accordance with FAR 15.101-1.

2. The award will be made to the Offeror whose offer presents the Best Value, which is the optimal combination of technical merits and reasonable cost and does not exceed the internal budget established for this effort. Proposals will be scored on technical factors first. Only the Cost/Business 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 and their Cost/Business proposals will not be considered. The shortlisted offeror may require delivering a PP presentation and interview.

B. EVALUATION CRITERIA

1. Technical Competence – presented in the Technical Proposal.

The award will be given to the person who achieves the highest score within the following competitive criteria:

1. Resume 70 points
2. Past Performance / Professional References 30 points
3. The shortlisted offeror may require doing an interview.

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

Item #1: Resume

Requirement #1: The applicant must attach any evidence of experience and success stories to support his/her file with the Resume.

• Candidates should hold a BSC. degree or above in industrial engineering, business administration, management, or a similar field
• At least 7–10 years of experience in Workforce planning, workforce analytics, workload, Human Resources management, public sector workforce planning. preferably within a government or educational context.
• Previous experience in similar USAID-funded assignments or similar donor funded projects.
• Strong understanding of Human Resources planning.
• Experience with business process automation and workflow analysis.
• Knowledge of the best international practices in Human Resources management.

Points Available #1: 70 Points

Item #2: Past Performance / Professional References

Requirement #2: Document and summarize your proven track record of successfully implementing similar activities clearing using the above technical qualification 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. Offerors with past performance using the mentioned above technical qualification, 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.

Points Available #2: 30 Points

Total Points: 100 Points

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.

Past Performance / Professional References (at least three)

(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.

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.

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.

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 IV

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/Business Proposal submitted herein.

Offeror personal details are as follows:

1. Offeror’s Name
2. Offeror’s Address
3. Telephone #/Cellular Phone #, Email address:
4. 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. is able to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
2. has a satisfactory performance record;
3. has a satisfactory record of integrity and business ethics;
4. has the necessary technical capacity,
5. otherwise qualified and eligible to receive an award under applicable laws and regulations.

Sincerely,

Authorized Signature:

Name and Title of Signatory:

Date:

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