Request for proposals
Title : Call for consultancy services for the application of the EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID OPERATIONS (ECHO) questionnaire to the migrant and refugee population participating in the “Integrando Horizontes” program
Request Issue Date : January 14, 2025
Questions accepted until: January 22nd at 5:00 pm
Answers: January 23rd at 5:00 pm
Closing date : February 10, 2025
Closing time : 23:59 Brasilia
Contractual Mechanism : Fixed-value, defined-term contract
Type of organizations that can apply : Legal entities, including MEI
I. PRELIMINARY INFORMATION
The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunity for all. We work in Latin America and the Caribbean to make our region stronger—healthier, more peaceful, just, inclusive, resilient, and sustainable for current and future generations. For 60 years, we have served the most vulnerable communities, investing resources across the hemisphere. We partner, empower, and build capacity among civil society, governments, and the private sector for the greater good of the region.
With 60 years of experience in Latin America and the Caribbean and strong partnerships with local communities, civil society, and the public and private sectors, we have an impeccable track record of success with extensive in-country networks and solid financial controls. We are uniquely positioned to rapidly develop and implement adaptable programs across a range of technical areas in any country in Latin America and the Caribbean and activate existing local networks, measuring and evaluating our impact with comprehensive performance indicators that enable us to communicate our progress through integrated communication strategies.
Since 2020, PADF and its implementing partners have been implementing, with the support of the United States Government, the Integrando Horizontes (IH) program in Brazil, which supports the socioeconomic integration of Venezuelan migrants and refugees in Brazil through access to protection, WASH solutions, and sustainable livelihood opportunities. The IH program strives to carry out its activities in a participatory, safe, accessible, and responsible manner with beneficiaries, reaching the most vulnerable populations, especially women, children and youth, LGBTI, indigenous people, and PWDs.
Currently, PADF and its partners operate in five states through the IH program: Amazonas (Manaus and Presidente Figueiredo), Bahia (Salvador and metropolitan region), Distrito Federal, Rio Grande do Sul (Porto Alegre and metropolitan region), and Roraima (Boa Vista and Pacaraima).
In this sense, PADF seeks to contract a consultancy service to apply the ECHO survey to adult beneficiaries of the IH program in two periods: February and June .
With results delivered in March and July .
The ECHO questionnaire is a standard instrument that aims to identify the extent to which humanitarian assistance received by beneficiaries was provided in a safe, accessible, accountable and participatory manner. For more information, see the ECHO survey technical guide ( see here ).
II. PLACE(S) OF ASSIGNMENT
Currently, PADF and its partners operate in five states through the IH program: Amazonas (Manaus and Presidente Figueiredo), Bahia (Salvador and metropolitan region), Distrito Federal, Rio Grande do Sul (Porto Alegre and metropolitan region), and Roraima (Boa Vista and Pacaraima).
The questionnaire can be applied in person or by telephone and internet.
III. CONSULTANCY OBJECTIVES
1. General objective:
Apply the ECHO questionnaire to two representative samples (in two moments, the first in February with delivery by March 20 and the second in June with delivery by July 21, 2025) of adult beneficiaries of the Integrando Horizontes program to find out to what extent the humanitarian assistance received was provided in a safe, accessible, responsible and participatory manner.
2. Specific objectives:
i. Implement the questionnaire on the KoboToolbox platform, with PADF being responsible for providing the translated version adapted to the activities of the Integrando Horizontes program.
ii. Apply the instrument to two representative samples (in February and June 2025) of adult beneficiaries of the program.
iii. Analyze the data collected through the ECHO questionnaire, following the guidelines in the technical guide, and deliver reports with the results on the established dates: March 20 and July 21, 2025.
IV. METHODOLOGICAL CONSIDERATIONS
1. Implementation and validation of the ECHO questionnaire:
The instrument must be implemented on the KoboToolbox platform. It is important to note that the instrument must be shared and validated by the PADF team before its application. Likewise, a pilot test must be carried out to validate the instrument.
2. Sample calculation:
The sample size calculation will be the responsibility of the PADF team. This will depend on the number of participants reached by the program between February (1st survey) and June (2nd survey). Sample sizes are expected to be around 360 beneficiaries per period. The consulting team will be responsible for achieving the sample sizes for each survey. The samples for the two periods are not comparable and must be calculated with at least a 95% confidence level and up to a 5% margin of error.
3. Implementation of the ECHO questionnaire:
The collection of information must include information protection protocols, which must be shared and approved by the PADF team, also respecting the General Data Protection Law (LGPD) . Surveys must be conducted by telephone and in person (at least 30% must be done in person), respecting the privacy and confidentiality of the information provided.
4. Analysis and communication of the results of the ECHO questionnaire:
Once the information collection process is complete, a report should be prepared with the main conclusions of the research. The analysis should include the calculation of the Key Results Indicator for the Incorporation of Protection (PM KOI) ( Annex 3 of this document ).
On the other hand, the final report should compare the results of the first and second questionnaires, as well as the challenges that were identified and corrected ( Annex 4 of this document ).
In addition to the quantitative analysis, narrative reports should include a qualitative analysis with the responses to the open questions in the questionnaire to delve deeper into the reasons that facilitated or hindered the intervention from being carried out in a safe, accessible, responsible and participatory manner.
V. DELIVERIES AND DELIVERY SCHEDULE
Deliverable 1: Adjusted work plan, adjusted activity schedule and final instrument questionnaire in XLSX format compatible with the KoboToolbox platform.
Deliverable 2: Quantitative data (in XLSX format) and narrative report with qualitative analysis of the results and open questions of the first survey carried out in February/March (deadline: March 24).
Deliverable 3: Quantitative data (in XLSX format) and final narrative report with qualitative analysis of the results and open questions of the second survey carried out in June/July, including comparative analysis between the two samples (deadline: July 21).
VI. DETAILS OF PROPOSAL SUBMISSION AND EVALUATION CRITERIA
1. Documents to be presented:
a. Proposal Presentation Letter on letterhead, signed and with CNPJ with global price in reais, with description of each item including all expenses, fees and taxes.
b. Information sheet (Annex I: Supplier Information).
c. Methodological proposal: Technical Approach, Methodology and Detailed Work Plan. The Technical Proposal must describe in detail how the bidder intends to meet the requirements described in the Terms of Reference.
d. Schedule of activities.
e. Compliance with the General Data Protection Law (LGPD).
f. Budget (Annex II: Cost Estimate Form).
g. Consulting team profile.
h. Validity of the proposal for at least 120 (sixty days).
2. Regarding Legal Capacity
Articles of incorporation, Bylaws or Articles of Association in force, duly registered with the Commercial Board, in the case of a Commercial Company; and, in the case of a Corporation, accompanied by documents relating to the election of its directors;
a. Registration of the Articles of Association, in the case of Civil Companies, accompanied by proof of the board of directors in office, duly registered at a notary’s office.
b. Commercial registration, in the case of an individual company.
3. Regarding Tax Compliance:
a. Certificate of Regularity of Situation with the Severance Pay Guarantee Fund – FGTS, issued by Caixa Econômica Federal – CEF;
b. Certificate of No Debts issued by the National Institute of Social Security – CND/INSS.
c. Proof of tax compliance with the Federal Treasury – Joint Negative Certificate of Federal Taxes and Active Debt of the Union, issued by the National Treasury Attorney’s Office and the Federal Revenue Service, proving your tax compliance at the federal level;
d. Proof of registration in the National Registry of Legal Entities of the Ministry of Finance – CNPJ/MF.
4. Additional Declarations:
a. Present a declaration of non-existence of work analogous to slavery, human trafficking and exploitation of child and adolescent labor for hiring employees, services and suppliers;
b. Submit a declaration of participation in or promotion of sexual exploitation of children and adolescents.
VII. EVALUATION CRITERIA
Evaluation criteria Score (out of 100)
___________________________________________
Criteria: Technical capacity of the applicant and proven previous experience (portfolio). Technical proposal includes all requested documents.
Score: 20
___________________________________________
Criteria: Technical proposal aligned with the campaign objectives
Score: 20
___________________________________________
Criteria: Best Price
Score: 10
___________________________________________
Criteria: Quality
Score: 20
___________________________________________
Criteria: Delivery time and schedule
Score: 20
___________________________________________
Criteria: Experience and Knowledge in ECHO Questionnaire
Score: 10
___________________________________________
VIII. SUBMISSION DETAILS
a. Deadline: Proposals must be received by February 10, 2025, 11:59 p.m. Brasilia time . Late submissions will not be accepted. Proposals should be submitted by email to Proposals should be submitted by email to [email protected] , [email protected] and [email protected] with the subject: CONSULTING PROPOSAL – ECHO QUESTIONNAIRE. All proposals must be submitted following the guidelines listed in this Request for Proposals.
b. Validity of the offer: proposals, including cost/price, will be valid for one hundred and twenty (120) days, counting from the submission deadline.
c. Clarifications: Questions may be sent to [email protected], [email protected] and [email protected], by the date and time specified in the schedule below. The subject of the email should contain the number and title of the Request for Proposals. PADF will respond in writing to questions sent by the date established in the schedule below. Responses to questions that may be of common interest to all applicants will be posted on the PADF website and/or communicated by email.
d. Changes: at any time before the deadline for submission of proposals, PADF may, for any reason, modify the Request for Proposals documents by means of an addendum that will be posted on the PADF website and/or communicated via email.
e. Schedule of events:
Publication of Request for Proposals: January 14, 2025
Clarifications sent to PADF: January 22, 2025, 5:00 pm (Brasília)
Response to Clarifications: January 23, 2025
Submission of Final Proposals: February 10, 2025, 23:59 (Brasília)
Selection (Approximate Date): February 17, 2025, 11:59 PM (Brasília)
IX. TERMS AND CONDITIONS
Resulting agreement:
This RFP does not obligate PADF to enter into a contract, nor does it commit PADF to pay any costs incurred in preparing or submitting proposals. Furthermore, PADF reserves the right to reject any and all proposals if it finds it necessary. PADF, in its sole discretion, will select the winning proposal without obligation to share the results of the individual evaluation.
Confidentiality:
All proprietary information provided by the bidder must be treated as confidential and will not be shared with potential or actual bidders during the solicitation process. This includes, but is not limited to, price quotations, cost proposals, and technical proposals. PADF may, but is not required to, publish procurement agreements on its public website after the solicitation process has been completed and the contract has been awarded. PADF’s evaluation results are confidential and the candidate’s score will not be shared among bidders.
Protection Against Sexual Exploitation and Abuse (PSEA)
As part of the internal controls and standards of employee conduct, the contractor must ensure that its employees comply with these standards of conduct in a manner consistent with the standards for United Nations (UN) staff in Section 3 of the Bulletin of the UN Secretary-General – Special measures of protection against sexual exploitation and sexual abuse (ST/SGB/2003/13).
Hiring micro-enterprises, minority-owned businesses and women-owned businesses
PADF will take all necessary steps to ensure that minority-owned businesses, women-owned businesses, and businesses in areas with a surplus of labor are contracted with whenever possible.
Exclusion and Suspension
Entities appearing on any exclusion lists, System for Award Management (SAM), Office of Foreign Assets Control (OFAC), UN Sanctions List, or other watch lists will not have their proposals evaluated and will not be eligible to be part of any secondary agreement resulting from this Request for Proposals.
To access the full procurement document, please visit: https://www.padf.org/procurement-opportunities/
How to apply
Deadline: Proposals must be received by February 10, 2025, 11:59 p.m. Brasilia time . Late submissions will not be accepted. Proposals should be sent by email to [email protected] , [email protected] and [email protected] with the subject: CONSULTING PROPOSAL – ECHO QUESTIONNAIRE.
To access the full procurement document, please visit: https://www.padf.org/procurement-opportunities/
