PUBLIC SERVICE DELIVERY IMPROVEMENT

Decentralization Offering Better Results and Efficiency (DOBRE)

Supporting the Development of Amalgamated Territorial Communities of Ukraine

REQUEST FOR PROPOSALS RFP 0012

PUBLIC SERVICE DELIVERY IMPROVEMENT

Date of Solicitation Notice: February 21, 2017

Deadline for Questions: March 03, 2017

Due Date for Applications: March 10, 2017

 

Global Communities is committed to providing equal opportunities without regard to race, color, religion, gender, sexual orientation, national or ethnic origin, age, or disability.

 

  1. Overview

Global Communities is implementing the USAID funded Decentralization Offering Better Results and Efficiency (DOBRE) program in Ukraine.  Launched in 2016, this 5-year project is helping leaders of newly formed Amalgamated Territorial Communities (ATC) to effectively manage resources, increase the quality of public services, stimulate local economies, and improve citizen engagement. DOBRE is now in the process of guiding community stakeholders through a participatory strategic planning process that engages citizens, identifies issues, allocates resources, and creates and implements programs that address priority needs of the communities.

Using the Strategic Planning process as a framework, DOBRE will provide practical trainings and consulting services so that community leaders develop the skills needed to implement their Strategic Plans and programs.  The knowledge, practical skills, and learning tools and approaches used will be institutionalized within Ukrainian educational institutions and other local government service organizations so that developing communities will continue to have access to needed services in the future.  DOBRE is now seeking a number of:

LOCAL GOVERNMENT SUPPORT ORGANIZATIONS (LGSOs)

to assist delivery of trainings, consulting and advisory services

“Improve the Delivery of Public Services of Amalgamated Territorial Communities” in

Kharkiv, Dnipropetrovsk, Kherson, Kirovohrad, Mykolayiv, Ivano-Frankivsk and Ternopil Oblasts.

 

This opportunity is open to any organization that provides training, education, consulting, research or advisory services to municipal governments.  Examples of eligible organizations include:

  • Educational institutions, including universities; academies; institutes; business schools; professional schools and continuing education providers;
  • Training and consulting companies;
  • Non-Governmental Organizations (NGOs), Associations, Think Tanks or Consortiums.

 

Applying organizations should have experience or be able to demonstrate the capacity to support communities located in one or several of DOBRE’s seven targeted oblasts.

 

  1. DOBRE Project Description

Many leaders of Amalgamated Territorial Communities lack the capacity to fulfil their new responsibilities resulting from decentralization and consolidation. Through a series of trainings and consultations, DOBRE will help these community and municipal leaders to develop this capacity and effectively apply new knowledge and skills to improve their community.

DOBRE’s Consortium comprised of international and Ukrainian organizations, led by Global Communities, unites a broad set of expertise and practical experience in decentralization and community development. Global Communities’ model for community-driven development provides a framework for DOBRE’s overall approach and assistance activities.

This Consortium wishes to partner with multiple Ukrainian educational institutions, NGOs, associations and other organizations to deliver a series of practical trainings, on-site consultations, and community engagement activities that result in Strategic Development Plans. The community-driven strategic planning processes will result in the creation of “action plans” and tailored projects that improve public services, stimulate economic development, and increase the quality of life in the communities.   The successful projects and results achieved will serve as models and motivation for other communities working to improve services and the quality of life for their citizens.

DOBRE is now searching for a number of highly qualified and experienced LOCAL GOVERNMENT SUPPORT ORGANIZATIONS (LGSOs) that have the capacity to train and advise communities in DOBRE targeted Oblasts in the area of PUBLIC SERVICE DELIVERY IMPROVEMENT.   Trainings will be designed to enable leaders of municipalities, service companies, and citizens to work together in creating Service Delivery Improvement Plans or SDIPs.

 

 

Service Delivery Improvement Plans are created to guide credible, effective and realistic actions that continually improve the quality and access of public services by applying “People First Principles” of citizen consultation, service standards, access, courtesy, openness and transparency, redress and value for money.

 

 

As a result of the various assistance activities, the participating amalgamated territorial communities will improve their public services while the selected LGSOs will improve their capacity to provide assistance to the municipal governments in the future.

III.    Scope of Work and Deliverables

Using an open and competitive process, DOBRE will select multiple LGSOs capable of providing newly Amalgamated Territorial Communities (ATCs) training, advisory and other tasks and activities described below.

 

DOBRE is working with communities located in the Ukrainian Oblasts of Kharkiv, Dnipropetrovsk, Kherson, Kirovohrad, Mykolayiv, Ivano-Frankivsk and Ternopil.

 

In submitted application, applying LGSOs should:

  • Clearly identify and describe how they propose to complete the described activities providing samples of work and references (clients/participants) demonstrating their competence for each activity or service they propose, and:
  • Identify which Oblasts they propose to deliver the activity or service as justified by their experience and demonstrated outreach capacity to provide the services to ATCs in selected Oblasts.

 

Note:  Selected LGSOs will be required to participate in preparatory discussions and “Train-the-trainer” sessions in Kyiv and/or DOBRE Regional Offices in Dnipro or Ternopil prior to the delivery of all or some of the Tasks. Selected LGSOs also will be invited to participate in Strategic Planning activities conducted in assigned communities (which will be organized and led by other DOBRE Consortium members).

 

 

 

Improving Public Service Delivery

 

 

  • Task 1: Establish Service Delivery Improvement working groups and guide their efforts to collect and organize data related to public service delivery and customer satisfaction.

 

  • Task 2: Design and conduct a series of public Service Delivery Improvement Plan (SDIP) trainings – creating materials and delivering learning activities (study tours/seminars/etc.) – to develop the capacity of municipal leaders and public service providers to create and implement Service Delivery Improvement Plans (SDIP).

 

  • Task 3: Conduct citizen interviews and surveys to collect information needed to assess the quality of public services, raise community awareness of what can be done to address priority issues, and guide efforts to improve them.

 

Deliverables

 

In each assigned DOBRE partner community, selected LGSOs will be expected to produce deliverable(s) related to the specific Task(s) described above that the LGSO will conduct:

 

  1. Comprehensive Service Delivery Improvement Plan Training program(s) – materials developed, practical workshop(s), seminars

 

  1. Service Delivery Improvement working group(s) creates public services data base

 

  1. Citizen public service quality survey(s) completed

 

 

Other Expectations

LGSOs representatives will be expected to participate in 1-day “Train the Trainer” session in Kyiv and work in partnership with DOBRE’s international and local experts in the delivery of assistance activities or “Tasks” they are selected to deliver.

Selected LGSOs will also be asked to conduct an organization “self-assessment” and describe their strategy to improve their organizational effectiveness and advance their capacity to deliver similar services after completion of the DOBRE program period.

The contractual agreement with each selected LGSO will list their planned Tasks, identify in which city(s) they will be delivered, and provide target dates for their completion.

In addition, the LGSOs will:

  • Submit to DOBRE a listing of key management, staff members, and training consultants
  • Provide qualification and training experience information for individual trainers and consultants they intend to mobilize for DOBRE activities.
  • Embrace community engagement practices and build cooperative relationships with the communities assisted.

 

  1. Schedule

The general timeline of activities by category is provided below. This is a general guide only and some of the activities may shift based on local schedules and number of communities assigned to the LGSO, and the availability of participating personnel and trainers.

March  –                      Train the Trainer session(s)

June – July                  SDIP training activities

July – Sept                   Public Service Quality Surveys

 

  1. Application Process

The application is available to download here or at http://gurt.org.ua/,  http://www.prostir.ua/, DOBRE FB page, USAID FB page, DOBRE Program partners. Applying organizations should clearly identify and describe their proposed approach/vision regarding the Tasks they propose to implement.  Additionally, applying organizations must clearly identify which Oblasts they are located or represented, which they have experience, and which they are proposing to provide training and services in the DOBRE program.

 

The Application must be completed and submitted (along with the attachments, if any) to DOBRE via email: [email protected] by the deadline of 10 March 2017 to be considered. Please make sure to write “LGSO Application for Improve the Delivery of Public Services and name of the Oblast(s) you propose to work in as a LGSO” in the Subject line of your email.

 

All the questions should be submitted to DOBRE via email: [email protected] by the deadline of 03 March 2017 with  subject: “RFP 0012: QA”

 

Documentation, including service history, sample work products, CVs/Resumes of staff personnel and outsource human resources, and references are required.  If you have additional documentation to provide only in hardcopy, you can submit those in person to a DOBRE representative in Kyiv, or in one of the regional offices in Dnipro or Ternopil by the deadline of 10 March 2017 to be considered.

Please prepare and submit budget accordingly to the “Proposal Budget” file in USD. Please use office NBU exchange rate for the calculations.

All payments under RFP 0012 shall be done in UAH (based on actual NBU rate) and exempt from VAT. Global Communities is exempt from taxes within the customs territory of Ukraine and will provide a certified copy of its registration card issued by the Ministry of Economic Development and Trade of Ukraine for VAT exemption process.

Authorized geographic code for RFP 0012 is Code 110, which includes the following countries: Ukraine, U.S.A., independent countries of Former Soviet Union, or another developing country which is not included in the USAID list of prohibited source countries.

Please use the following link to check the USAID list of developing countries: http://www.usaid.gov/policy/ads/300/310maa.pdf

Please use the following link to check the USAID list of prohibited source countries:

https://www.usaid.gov/sites/default/files/documents/1864/310mac.pdf

  1.  Selection Process

DOBRE will complete the LGSO selection process by 24 March, 2017, by applying the following principles:

  • The selection process will be transparent and competitive based on clear criteria and an objective grading system.
  • The selected group of LGSOs will be able to demonstrate the ability to provide services to ATCs in one or more of the DOBRE-targeted oblasts. Selection criteria will be applied equally in each oblast.

Evaluation: The selected LGSOs will be those best positioned to contribute to the successful implementation of DOBRE Tasks (activities and services) while demonstrating a high potential for increasing their capacity to deliver similar services long after DOBRE’s completion.  The evaluation and selection of LGSO applicants will be based on:

 

  1. Stated and demonstrated mission of applying organization
  2. Type and quality of services previously (or currently) provided to ATCs, municipalities or other similar entities/organizations
  3. Demonstrated quality of training products, research and other services
  4. Described approach to implement proposed DOBRE Tasks proposed
  5. Training/consulting personnel (on-staff and contracted history)
  6. Geographic presence and outreach ability
  7. Proposed Budget Budget-of-proposal

 

DOBRE’s evaluation committee will review and evaluate all applications received prior to the stated deadline. The final total score for each LGSO will be the summation of the scores of indicators given by each evaluation committee member for each answer in ATC’s proposal. The committee recommendation for selected LGSOs will be based on comparing all applicant LGSOs final total sums while comparing LGSOs applying to work in each Oblast separately.

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