Request for Proposal
Request for external consultants to review compliance with Prohibited Parties Policy
To be supplied to:
Private & Confidential
DATE: August 2021
Relief International (RI) invites independent consultants to submit proposals to undertake a desk audit of ‘Compliance with the Relief International Prohibited Parties Policy’ for two (2) high-risk countries each year for three years. Relief international works in six (6) of the high-risk countries designated by USAID. The six high-risk countries in which RI works are Afghanistan, Iraq, Lebanon, Somalia, Syria and Yemen.
These audits are a specific requirement by USAID as contained in an Administrative Agreement between RI and USAID.
2. BACKGROUND OF ORGANISATION
Relief International specializes in relief and development programs that benefit people in acute distress.
Relief International supports vulnerable communities in places other NGOs can’t, don’t or won’t go. We craft custom solutions that address the origins of poverty that empower communities to reach the goals they set.
A registered non-profit in the US, UK, Belgium, and France, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development.
We invest in four program sectors—Economic Opportunity, Education, Health and WASH (Water, Sanitation and Hygiene)—by supporting solutions that reinforce and improve upon existing in-country systems.
2.1. OUR HISTORY
RI was founded by a group of concerned individuals in Los Angeles in 1990 to respond to the Manjil—Rudbar earthquake in Iran, the country’s worst natural disaster on record. The organization established a European headquarters in London, UK, and followed this with a merger with EnterpriseWorks/VITA, a development organization with more than sixty years of experience, uniquely bringing together a development approach with a focus on crisis settings.
Together, these organizations have grown under the Relief International name to become an international organization operating in 19 countries.
2.2. RI BY THE NUMBERS
- We work in 19 countries in the Middle East, Africa and Asia.
- 6,000+ staff and auxiliary workers
- 98% of staff are local nationals
- 80+ expat staff out of 6,000+ active staff
- $115 million in 2017 spent on our programs
- 4 primary sectors:
- Health (51%)
- Economic Opportunity (23%)
- WASH (Water, Sanitation and Hygiene) (19%)
- Education (3%)
- Multisector (4%)
2.3. THE PEOPLE WE SERVE
Relief International partners with people in fragile settings to achieve relief from poverty by supporting their response to crises, building their resilience to disasters and emergencies, and advancing the dignity and long-term well-being of people in the communities that we serve. RI’s core partners are communities of poor or vulnerable people in fragile settings, especially:
- People living in underserved, remote, and/or hard-to-reach places;
- Refugees, internally displaced persons, and victims of natural and man-made disasters and conflicts;
- Women and girls, especially those in need of primary education, WASH and health services, and economic security;
- Small-scale entrepreneurs, farmers and rural dwellers in need of training and strategic value chain interventions; and
- Other vulnerable communities whose needs match RI’s strategic skills.
3. DESCRIPTION AND OBJECTIVES OF SERVICE
A consultant is required to undertake a desk audit of compliance with the RI Prohibited Party Policy at six high-risk countries, with two audits conducted each year. For 2021, the two Country Offices to be audited are Yemen and Somalia.
4. OBJECTIVES AND OUTCOMES
This will cover the following high-level objectives:
Objective 1: Review RI’s compliance with Section C of the Administrative Agreement which requires specific PPP-related steps to have been completed within 60 days of the signing of the AA
Objective 2: Review Country Office’s compliance with Humanitarian Principles at the field level (Section 3.1 of the PPP)
Objective 3: Review Country Office’s compliance with anti-terrorism and sanctions laws and regulations of the US, UK, France, Belgium, the EU, the UN and the specific host country/countries where the Country Office is situated, and field operations are conducted. (Sections 3.2.1 and 3.2.2 of the PPP)
Objective 4: Review Country Office’s compliance with Anti Money Laundering Laws and Regulations (Section 3.2.4 of the PPP)
Objective 5: Determine if any of the Country Office’s engagement breaches the Prohibited Parties Policy and report on any such breaches
Objective 6: Review Country Office’s processes to prevent RI employees, visitors, partners, etc. from making public expressions of support to Prohibited Parties
Objective 7: Review Country Office’s compliance with the prohibition on providing material support to Prohibited Parties (Sections 3.4.2 and 3.4.3)
Objective 8: Review Country Office’s compliance with the risk-assessment and due-diligence processes mandated by the PPP to ensure compliance with policy objectives (Sections 3.5 and 3.6)
Objective 9: Review Country Office’s compliance with RI’s Global Incidents Reporting and Management Policy and Whistle-blower Policy (Section 4.1, 4.2, 4.3 and 5 of PPP)
Objective 10: Audit CO’s compliance with ongoing processes and procedures laid out in the policy document (Sections7and 8of PPP). There will be some overlap between this objective and the ones preceding it.
5. SUGGESTED TIMELINE
Draft Report on RI Somalia’s compliance with PPP
Draft and final report on RI Yemen’s compliance with PPP
A breakdown of the budget, in US Dollars, per each of the four project phases must be included in the proposal.
Please include in the proposal whether in-person meetings or trainings will be necessary during the project and if so, please state any expected costs for this.
In the event that we cannot meet our requirements within the allocated budget, we are willing to consider some requirements out-of-scope for this project, with a possibility for inclusion at a later date, under a separate budget.
The budget must specify the basis of ongoing costing and maintenance; by portfolio size, number of users, number of active projects, etc.
Please submit budget proposals in US Dollars.
7. PROJECT TEAM
Leading this international project from Relief International will be primarily:
The PPP Compliance Team comprising:
Lanre Amao (VP Risk and Assurance)
Lara Kalwinski (General Counsel)
8. EXPECTED DELIVERABLES
8.1. PROPOSAL SUBMISSION
In order to bid for this RFP successfully, the company should provide:
Description of company
- Please provide your company/consultancy’s full legal name, registered address and company registration number.
- A portfolio with relevant work.
- Location of offices.
- Number of FTE employees.
- Disclosure of any current or past affiliation with RI, or any current or former RI staff member.
- Number of years of experience the organization has in designing/developing similar databases.
- References of at least three projects, including contact details.
- Copy of standard SLA for hosting, support and maintenance.
Brief outline of what your company envisions for this project
- Summary of the proposal.
- Proposed budget per objective, including a detailed breakdown of line items and optional project components. Any requirements that do not fall into the specified budget should be priced separately, and any ongoing hosting, support and maintenance costs clearly specified.
- Description of the project management methodology you would apply to this project.
- Timeline with expected stages, milestones and proposed dates.
- Expected staffing for the project team and their qualifications.
8.2. EVALUATION CRITERIA
Vendors will be assessed according to (but not limited to) the following criteria, by an internal RI selection committee:
- 20% - Consultant’s demonstrated experience with similar projects and initiatives (including key personnel qualifications) with at least three company references’ contact information including name, position, and email and telephone number and written permission to contact each reference.
- 30% - Price and cost effectiveness for the project.
- 40% - Technical approach and demonstrated capacity to meet requirements outlined in overall project design and development, troubleshooting, and client communications.)
- 10% - Commitment and approach for ongoing maintenance and troubleshooting.
8.3. VENDOR REQUIREMENTS
RI would like proposals from vendors to help design and develop an audit approach to meet our needs. Vendors must meet the following requirements:
- Demonstrated success in delivering internal audits or investigations at charities.
- Experience of working in field locations and in any of the high risk countries.
- Work closely with RI to ensure that all outputs reflect intended objectives.
- Fluent spoken and written English in the core project team.
- Ability to be flexible and adapt to requested changes on short notice.
- Ability to advise on unknown appropriate cost-effective solutions that meet the needs highlighted above.
- Maintain excellent, regular communication with RI on the progress of the project throughout the process, with a single point of contact for project management purposes.
- Efficient coordination and delivery of project, ideally using an Agile methodology, with early identification of any changes to the project scope, delivery or budget.
- Experience of working on matters relating to Prohibited Parties of sanctioned entities (desirable)
RI will examine the proposals and invite agencies who meet the brief to pitch their proposal on a date to be confirmed.
9. PROPOSED DRAFT TIMELINE
Week commencing 14 September 2021
RFP issued to prospective vendors and posted on public sites
15 - 27 September 2021
Q&A session for all interested vendors. All questions should be raised during this session. Any items not able to be answered during the call will be emailed out to all interested vendors
Monday 28 September, COB (EST)
Deadline for submission
Review submissions and create shortlist for interview
End September/Early October 2021
Shortlisted vendors contacted and interviews arranged (in-person or remote as possible)
End September/Early October 2021
Shortlist interviews and presentations (remote)
End September 2021 - Final selection announced
Mid / Late October
10. TERMS AND CONDITIONS
Monday 28 September, COB (EST)
We encourage bidders to contact us to clarify our requirements and explore potential solutions.
Any questions regarding the RFP content or process can be directed to:
Rahul Ammal Kaitheri at: firstname.lastname@example.org
All consultants responding to this RFP will be notified of the outcome of their submission according to the timetable. Proposals of unsuccessful candidates may be kept on file for future opportunities.
RI will not be liable for any costs incurred by vendors in responding to this RFP. RI reserves the right to reject any and all proposals received as a result of this RFP, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interest of RI.
This RFP is a private, copyrighted document that may not be shown to others.
10.1. STATEMENT ON POTENTIAL CONFLICT OF INTEREST
RI selects vendors based on an RFP process. Any contributions of cash or gifts made by a company or its employees prior or subsequent to submission of a proposal will not be taken into account in selecting vendors.
11. INTELLECTUAL PROPERTY AND OWNERSHIP OF THE PRODUCED WORK
RI requires that all the originally produced work, including, but not limited to: code for the back-end and front-end, client-side scripts, style sheets, graphics, photographs, animations, videos, any other customized work, the combination of all of the previous into the product that constitutes a working website is exclusively and in perpetuity licensed to the organization and can be (re-)used, adapted, reproduced, altered for use globally and at the organization’s sole discretion, with no limitations.
Any component used in the final product that limits the above provision should be clearly listed (for example: the CMS code, the search engine appliance, etc.).
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