Proposals development for institutional donors: framework cooperation with the Netherlands Red Cross

1. Overview
Title: Framework cooperation with the Netherlands Red Cross (NLRC) on assignments related to development of proposals for institutional donors.

NLRC Program: Based on assignment.

Objective: Developing high quality proposal(s) for NLRC, in line with relevant donor requirements and policies, and in cooperation with relevant NLRC staff.

Period: Framework collaboration for a period of 1 to 4 years from [sept.2024] to [September 2028]

Place: Home-based

Deadline to receive offers: 29 July 2024. 23:59 (CET)

2. Introduction
The Netherlands Red Cross is looking for consultants in the area of proposal development. The aim of this tender is to find consultants with whom NLRC could sign a Framework Agreement and work on a longer-term basis using a simplified procedure of contracting.

3. Background
The Netherlands Red Cross has been working with institutional donors, notably with DG ECHO, DG INTPA and Dutch MoFA, as well as with innovative funding/nature-based solutions and climate institutional donors.

Usually, donor deadlines for submitting the proposal are very short, and that is why NLRC has opened up an application for a roster of consultants who would be interested in a more regular cooperation with NLRC by signing a Framework Agreement. This would allow NLRC to have a faster turnaround in commencing the work and meeting the deadline with high quality proposals.

The framework agreement could run for the period of between 1-4 years. Being part of the roster creates no obligation for consultant to be available at all times for NLRC, in the same way as NLRC is not obliged to provide any specific number of assignments to the roster members. During framework agreement period there will be a possibility to update the conditions of cooperation.

4. Purpose and Objectives
Once in the roster, the consultant could be approached for an assignment including the following elements (details on donor, timelines and deliverables will be provided for the specific assignment):
– Developing high quality proposal(s) for NLRC, in line with relevant donor requirements and policies, and in cooperation with relevant NLRC staff.
– Ensuring all the components of proposals are aligned (including ensuring that the budget and workplan are aligned with the narrative) and advise on the budget and workplan and other annexes if needed.
– Gathering inputs from relevant stakeholders.
– Working in close collaboration with the proposal development team.
– Finetuning the proposal and relevant annexes for submission.
What is not required from the consultant:
– Travel to the field is usually not required for proposal writing.
– No needs assessment is to be conducted by the consultant, although occasionally the consultant might be asked to support with finalizing the needs assessment report.
– Developing the budget from scratch is not required – it will be developed by the NLRC country team and NLRC HQ financial team.
– Uploading the proposal in relevant donor system and submission to the donor will be done by NLRC HQ.

5. Methodology
The consultant, once contracted for the specific assignment, is expected to:
– Develop a proposal including a timeline for the assigned task, either a proposal development or an evaluation.
– Review relevant literature and documents from the relevant call for proposals or project / programme under review.
– Review relevant donor and NLRC policies and guidelines.
– Review and familiarize with the way of working of partners in the consortium and their relevant approaches and expertise.
– Work in consultation with NLRC HQ staff and if needed, work directly with partners in the consortium as well.
– Work with (and report to) NLRC HQ focal point.

6. Deliverables, required output and planning
The exact deliverables and timelines are to be agreed per specific assignment.

7. Evaluation Criteria
The bid will be assessed based on the following aspects:
o Administrative: submission of all mandatory documents.
o Technical.
o Financial.
Technical assessment criteria used for selection of candidates to the NLRC proposal writer roster will be the following:

1. Quality of submitted documents in terms of layout, presentation, attention to details, page limit, quality of writing – 15 points

2. The applicant has strong experience with at least one of the key donors of interest (DG INTPA, DG ECHO, NL MOFA, climate donors) – 15 points

3. Quality of track record, including success rate, and suitability when compared to NLRC needs – 20 points

4. Excellent English – 10 points

5. Strong soft skills (flexible approach, strong communication and time management skills) – 10 poins.

6. Applicant has at least 5 years’ experience in the humanitarian/development sector – 10 poits

7. Applicant has experience with Red Cross Red Crescent Movement – 6 points

8. Applicant has experience with working in (sub-Saharan) Africa and the Middle East is an asset – 5 points

9. Applicant speaks fluent French – 5 points

10. Applicant has knowledge of environmental activities in humanitarian and development context and/ or mainstreaming environmental risks considerations (e.g. knowledge of DG ECHO Minimum Environmental Requirements, understanding of environmental risks and mitigation measures, knowledge of environmental screening tools, understanding of nature-based solutions) – 4 points

The profile of the consultant we seek for the roster would be the following:

Mandatory Skills:
– Experience with developing proposals for institutional donors and successful track record in those areas. Key donors of interest are: DG ECHO, DG INTPA, Netherlands MoFA and climate related donors. Other institutional donors, preferably innovative ones, can be also of interest, in addition to those in focus. Specific focus of expertise, e.g. only EU donors, or only climate funding, e.g. Green Climate Fund, is also welcome.
– Excellent level of written English
– Flexible approach, strong communication and time management skills.

Skills that would be an asset but are not mandatory:
– Understanding of and experience in working with the Red Cross Red Crescent Movement is an asset.
– Experience with working in (sub-Saharan) Africa and the Middle East is an asset.
– Other languages, in particular French, would be an asset for communication with partners.
– Knowledge of environmental activities in humanitarian and development context and/ or on mainstreaming environmental risks considerations.

30-minute interviews will be organised with the shortlisted candidates with the highest scoring proposals. Purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of proposed consultants and their competencies, and to clarify any questions about ways of working in the roster. After the interviews the total points scored on the award criteria can be reassessed. In the interests of transparency and equal treatment and without being able to modify their tenders, applicants may be required, at the sole written request of the evaluation committee, to provide clarifications within 48 hours. These requests can only be for clarification purposes, not for the correction of major details.

Any attempt by an applicant to influence the evaluation committee in the process of examination, clarification, evaluation and comparison of tenders, to obtain information on how the procedure is progressing or to influence NLRC in its decision concerning the award of the contract will result in the immediate rejection of their tender.

8. Selection Process
The selection process will be carried out by an evaluation committee.
The participation procedure will be carried out in 3 successive stages, number 1 & 2 will be performed simultaneously:
1. Vendor application analysis
2. Tender proposal analysis from qualifying applicants.
3. Interviews with shortlisted applicants

Bids will first be assessed on their administrative compliance (completion of the Vendor Registration Form and requested documents). Only those that meet all the administrative requirements will proceed to the Tender proposal analysis. Only those that would be shortlisted will be contacted and proceed to the interview.

9. Vendor Code of Conduct
NLRC is committed to upholding the highest sustainability standards and requirements (ethical, social, environmental and quality) in all our business providing high-quality services and products. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment.
The NLRC Vendor Code of Conduct – Annex 3, expresses the expectations we hold for all of NLRC vendors. The Vendor Code of Conduct outlines the behaviours expected of Vendors who commit to uphold these standards and prevent misconduct. It is legally binding and forms an integral part of the contract between the Vendor and the NLRC. The winning applicants will be requested to sign this Code of Conduct at contract stage.

10. Type of Contract
The contract that will be concluded between the successful applicant and NLRC is done according to NLRC’s standard agreement. A Framework Agreement draft is included in Annex 4 – Framework Agreement Template.
By submitting an offer to this Tender Dossier, the applicant accepts NLRC´s contract terms. If any remark or reserve were to be raised by the applicant, they should be clearly written down in a free format document included in the tender. Such documents should include the applicant’s proposal to replace the discussed sections of the contract.
If the applicant submits an offer with no clear feedback on Annex 4 – Framework Agreement Template, then NLRC will consider the submitted contract draft has been accepted in full by the applicant.

11. Annexes
o Annex 1 – General Purchasing Terms and Conditions
o Annex 2 – Vendor Registration Form
o Annex 3- Vendor Code of Conduct
o Annex 4 – Framework Agreement template

Link here to access and download Annexes: TD LOG 2024 0618_Proposal Writers_Open Tender