Request for Proposal : Organisational Financial Sustainability Support

The Knowledge Sector Initiative (KSI) is a partnership between the governments of Indonesia and Australia. It is funded by the Department of Foreign Affairs and Trade (DFAT) and implemented in cooperation with the Ministry of National Development Planning/National Development Planning Agency (Bappenas).

KSI supports Indonesian policymakers to develop more effective development policies through better use of research, data, and analysis. KSI works with research providers and government agencies to strengthen the quality and policy-relevance of research and how it used for policymaking. KSI also works to improve regulations and practices that support quality research and make using evidence in policymaking easier.

RTI International, as the managing contractor for KSI seeks Proposal from Qualified and Experienced Organization to do Organizational Financial Sustainability support:

Organisational Financial Sustainability Support

Commodity/Service Required:	Organisational Financial Sustainability Support
Type of Procurement:	One Time Purchase Agreement
Type of Contract:	Not to Exceed Ceiling Price
Term of Contract:	June 2020 – June 2021
Date of Issue of RFP:	02 May 2020
Date of Questions from supplier:	03 May – 12 May 2020
Date Questions from supplier answered:	14 May 2020
Date Proposal due:	22 May 2020
Date Purchase Order Issued to Supplier(s)	Approx. June 2020
Method of Submittal:	Respond via e-mail with attached document in MS Word / pdf format to procurement_team@ksi-indonesia.org  (quotation with pdf file) The Offeror agrees to hold the prices in its offer firm for 60 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.
Solicitation Number:	PRF – 1905014 All PO Terms and Conditions are listed on our website at www.rti.org/poterms

I.                    Background and Objectives

 

The Knowledge Sector Initiative (KSI) is a partnership between the governments of Indonesia and Australia. It is funded by the Department of Foreign Affairs and Trade (DFAT) and implemented in cooperation with the Ministry of National Development Planning/ National Development Planning Agency (Kementerian Perencanaan Pembangunan Nasional/ Badan Perencanaan Pembangunan Nasional, Bappenas)

KSI supports Indonesian policy makers to develop more effective development policies through better use of research, data and analysis. The program works with policy research providers and government agencies to strengthen the quality and policy-relevance of research and how it used for policymaking. KSI also supports partners to improve regulations and practices that support quality research and make using evidence in policy making easier.

KSI’s engages 16 Policy Research Institutes (PRIs) aimed to achieve an End-of-Program Outcome of participating PRIs are progressing towards financial sustainability and are important contributors to evidence-informed policy in Indonesia.

KSI’s supports to PRI are categorized into four types of modalities:

1. Coalition and collective actions through a range of working groups. These working groups foster informal networks and coalitions between government policy makers and PRIs, where issues can be discussed openly without participants having to follow their agency’s official stated positions. Members of these networks are opinion leaders and influencers committed to improving the quality of evidence and its application to policy making.
2. Technical assistance that will be provided by KSI to provide capacity building through the hiring of national and international expert individuals/organizations.
3. Knowledge exchange and learning, aim to support PRIs to exchange knowledge, network and collaborate, and to profile their institution/knowledge products. Other DFAT programmes and other development partners may be part of this.
4. Grants that aim to achieve meaningful changes and systematic reforms in Indonesia’s knowledge sector. One of the grants that can be accessed by the PRIs and relevant to this work is the Strategic Partnership Grant which include two components:

• Policy component - to support PRIs function to produce quality research, engaging and influencing policy and enabling staff development activities. The function should be linked to at least one KSI specific outcome.
• Investment component - to provide additional support for PRIs to pilot, implement or expand their organizational financial sustainability.

Investment Component

An independent PRIs review found that eight of the 16 PRIs currently rely on KSI funds for between 30 percent and 60 percent of their budgets. As there is insufficient domestic funding for research, and low quality of expenditure on research, PRIs need support to continuously have the resources to produce quality research, to network and to influence policy.

Through the investment component of Strategic Partnership Grant, it is expected for:

• % PRI annual income reliant on domestic or own-revenue source is increased
• PRI revenue is sufficient to cover basic organizational costs 
• PRI is trending towards financial sustainability

To access the Strategic Partnership Grant, each PRI will need to express their interest by submitting proposals to KSI. KSI will assess quality of the proposals through consultation and dialogue with the PRIs, supported by M&E specialists (Policy Component) and Organizational Financial Sustainable Support (Investment Component). The PRIs proposals should include rationales on the specific outcomes they choose to achieve, logical framework(s) showing their paths to achieve the outcomes and plans on how they will measure progress towards their outcomes. Funds for the investment component will commence to be disbursed in July 2020.

Consequently, KSI is engaging an Organizational Financial Sustainability Support to assist the PRIs developing a robust proposal on their investment component to be funded by KSI. The Organizational Financial Sustainability Support will also provide capacity building to strengthen interested PRIs ability to put in place measures to strengthen their financial sustainability.

II.                  Specific Tasks

 

The specific tasks of the Financial Sustainability Support are:

1. Review PRI’s financial sustainability condition
2. Provide technical assistance for interested PRIs to assist in the development of their financial sustainability plans
3. Facilitate peer learning and introduce best practices tailored to the specific PRI financial sustainability goals

The Organizational Financial Sustainability Support will be home-based, with some travel to Jakarta and subnational locations as required. The team will be supervised by and report to KSI’s Strategic Partnership Management Program Lead. The team will also coordinate closely with the program team and will work effectively with Indonesia partnership senior coordinator to carry out this work.

III.                Approach and timing

There will be three stages in the process of this consultancy. The exact timing and input days will be determined based on discussions with the consultant and preparation of the workplan.

Stage 1: Review PRI’s financial sustainability condition (June 2020, up to 5 working days).

The purpose of Stage 1 is to scope PRIs’ current financial sustainability situation in line with the KSI Sub Strategy of PRI Engagement.

To do this the Organizational Financial Sustainability Support will:

1. Hold preparatory discussions with KSI and DFAT to agree on aspects of Financial Sustainability and
2. Share these aspects with the PRIs to strengthen their financial sustainability ideas

Stage 2 – Provide technical assistance for interested PRIs to assist in the development of their financial sustainability plans (June – July 2020).

The purpose of Stage 2 is to enable intensive consultations and dialogue with each interested PRI to strengthen their financial sustainability plans. The exact approach and sequencing of this work will be agreed in writing between the Organizational Financial Sustainability Support and KSI (through email), but will include meeting (online or offline) with PRIs in Jakarta, Bandung and Yogyakarta to support interested PRIs to strengthen their financial sustainability plans.

These technical assistances will be tailored to the needs of each PRI, but should include:

1. Assess the prospect for success of PRIs’ interest of the investment grant component and support them to align and pitch their expected outcome at the same level as the 2022 financial sustainability outcomes in the PRI sub-strategy.
2. Facilitate the PRIs in developing a clear rationale for why the PRIs have chosen to focus on these outcomes, including how they align with their organizational vision and are expected to achieve lasting impact for the PRIs.
3. Facilitate the PRIs to choose activities which will contribute to achieving these outcomes.
4. Support the PRIs to develop a proposal with clear, appropriate and realistic plan for measuring progress towards these outcomes to be further assessed by KSI to confirm funding support.

Stage 3 – Facilitate peer learning and introduce best practices tailored to the specific PRI financial sustainability goals (July 2020 – May 2021)

The purpose of Stage 3 is to support PRIs in implementing their financial sustainability activity plan. This stage will include:

1. Identify capacity-building needs for PRIs to be able to effectively implement their investment component proposal.
2. Based on those needs, design and deliver/ facilitate peer learning, introduce best practice or on the job mentoring with PRIs and when possible, engage KSI’s international partners in this process.
3. Together with KSI monitor and evaluate the progress of PRIs implementation. The Organizational Financial Sustainability Support will provide recommendations for improvements to those who are off-track.

IV.                Key deliverables

The Organisational Financial Sustainability Support will produce the key deliverables below. Exact timing for submission will be confirmed following approval of the workplan.

Deliverable	Timing for submission
A situational analysis of PRIs financial sustainability situation	June 2020 (TBC)
Agreed interested PRIs’ financial sustainability plans following completion of technical assistance with each PRI	July 2020 (TBC)
Analysis of PRIs progress	January 2021 (TBC)
Design and deliver peer learning and best practices introduction sessions with PRIs, as agreed with KSI	August - December 2020 (TBC)
Analysis of PRIs progress and recommendation for future actions		May 2021 (TBC)

V.                  Selection Criteria for Organisational Financial Sustainability Support

The proposal as the firm’s statement of qualifications shall be limited to a maximum of 10 pages (excluding front and back covers, section dividers and attachments). Font size shall be minimum 11-point Arial. The proposal includes the following:

1. Cover Letter – Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity.
2. Technical Proposal: Proposal shall include an outline which demonstrates the firm’s understanding of the scope of work. This outline should include anticipated approach, tasks necessary for successful completion, deliverables, and suggestions or special concerns that the KSI should be made aware of. Identify any assumptions and/or exclusions used in preparation of the scope of work.
3. Firm and Team Experience: Proposal shall include a profile of the firm’s experience. Include resumes of project team/sub-contractors who will be providing services that outline their technical and design experience. Potential bidder should also demonstrate their ability to procure necessary consultants and logistic for this evaluation.
4. Relevant Project Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 3 years, including significant work with Think Tanks or Civil Service Organisations in Indonesia. Project information should include project description, year completed, client name, along with a person to contact and their telephone number.
5. Schedule: Proposal shall include a timeline to complete the project.
6. Financial Proposal: consist of all relevant expenses estimations to conduct this evaluation. The expenses should reflect the proposed activities in the technical proposal. 
7. References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past 5 years.

      Selection Criteria:

• Technical Proposal 20 point
• Relevant Project Experience 20 point
• Firm and Team Experience 15 point
• Schedule 10 point
• Financial Proposal 20 point
• References 15 point

VI.                Remuneration and Travel costs

KSI will reimburse a maximum of 4 round trip air fares from Home base-Jakarta/ Yogyakarta or Bandung (economy class) and accommodation in Jakarta/ Yogyakarta or Bandung (4-star hotel) for the consultant. The following out of pocket expenses can also be reimbursed:

1. Ground transport in Jakarta and sub-national (home - airport, airport - hotel, hotel – PRI offices)
2. Per diem during travel (as per KSI policies)

 

The full Request for Quote (RFP) can be downloaded from the following link:

https://www.ksi-indonesia.org/en/opportunities/detail/1290-request-for-quoteproposal-organisational-financial-sustainability-support

If you meet the requirements and are keen to be part of this exciting program, you are welcome to apply by sending your proposal to procurement_team@ksi-indonesia.org. Please indicate activity you have applied for in the email subject.

Deadline for submission of proposal: 22 May 2020

Further information about The Knowledge Sector Initiative is available on http://www.ksi-indonesia.org/

Knowledge Sector Initiative is managed by RTI International on behalf of the Australian Government.