RFP Number	EHRA-03-11
RFP Title	External consultant. Methodological approach to measuring EECA Regional Platform activities.
RFP Closing Date and time:	23:59 EET on March 27, 2024
Proposal Submission Address:	info@harmreductioneurasia.org

Background

The Regional Platforms for Communication and Coordination (Platforms) were established in 6 regions of the world by the Global Fund to Fight AIDS, Tuberculosis and Malaria (the Global Fund) within its Community, Rights and Gender Special Initiative (CRG-SI) implemented throughout 2014-2016. The work of the Platforms was reaffirmed to be executed throughout 2017-2020, 2021 2023 and 2024–2026 within the 2nd, 3rd and 4th phases of the now called Community Engagement Strategic Initiative (CE SI). Eurasian Harm Reduction Association (EHRA) is hosting the Regional Platform for Eastern Europe and Central Asia (EECA) since 2017.

The Regional Platforms are expected to have a key role in engaging civil society organizations and community networks in the Global Fund processes. They are responsible for fostering regional dialogue, exchange knowledge and good practices among civil society actors and networks, as well as disseminating information on technical assistance opportunities across civil society and community groups across all countries where the Global Fund has grants and/or countries under the Global Fund multi-country grants.   

At the end of 2023 EHRA was re-selected by the Global Fund to host the Regional Platform for Eastern Europe and Central Asia (EECA) (starting from 2024 also known as EECA Learning Hub) in 2024 – 2026. The workplan with activities for implementation in this 3-year period was developed and approved by the Global Fund.

EHRA is looking for a consultant to develop the methodology (including methodological user guide and instruments) for the EECA Platform staff on how to measure outcomes and impact in terms of knowledge and capacity improvement as a result of the implementation of the Hub’s relevant activities.

Key tasks for the Consultant

The Consultant should review the key knowledge and capacity improvement activities planned by the EECA Platform for the implementation in 2024 – 2026. The EECA Platform 2024 – 2026 Workplan will be provided by EHRA for these purposes.

The list of activities includes:

• Case studies (publications)
• Virtual learning sessions
• Learning Newsletters
• Website
• Social networks
• In-person learning forums
• Regular coordination conference calls
• Support for participation in scientific events
• Country level engagement support

For each activity the Consultant should develop and propose a methodology to measure:

• Its key expected quantitative outcomes (consultant should propose the key outcomes to be measured, indicators, measurement instruments, measurement timeline).
• its impact in terms of knowledge and capacity improvement (consultant should propose the theory of change, measurement framework (including impact indicators) and instruments to be used for measuring the impact of each activity).

In advance to the development of the methodological approach to measuring the key outcomes and impact of the Platform’s activities, the Consultant should familiarize themselves with the Eurasian Harm Reduction Association Monitoring, Evaluation & Learning (MEL) System Manual and EHRA MEL Indicators (will be provided by EHRA). The proposed methodological approach should be aligned with these documents.

Expected deliverables

Methodological user guide on how to measure on the regular basis the quantitative outcomes and qualitative impact of the key EECA Regional Platform activities being planned for the implementation in 2024 – 2026 which are aimed at improving the knowledge and capacity of civil society and communities’ representatives on Global Fund related processes.

The developed Methodological user guide should be self-sufficient and user-friendly to be used by other people rather than the author. The structure of the user guide should be proposed and agreed with EHRA in advance and preliminary should contain:

• Description of the methodological approaches and set of indicators for measuring quantitative outcomes and qualitative impact for each activity.
• Set of instruments for measuring quantitative outcomes and qualitative impact for each activity.
• Instructions for the use for each instrument, including on frequency of use etc.

The document should not exceed 15 pages (excluding annexes if any) and be prepared in Russian or English.

Timeline and process

Activity	Timeline
Negotiations of the contract – content of the assignment, payment, timelines.	By April 1
Propose and agree with EHRA the structure of the Instruction	By April 8
Development of the draft Instruction and its provision to EHRA for review	By April 30
Provision of EHRA with the final version of the Instruction finalized based on the received feedback	By May 15

Cost and payment

The final cost of the contract will be calculated based on the number of actual working days indicated by Consultant in their application required to complete each stage of the task described in this Request for Proposals (RFP), as well as the daily rate (in Euros) confirmed and agreed with EHRA. The daily rate must include all taxes to be paid by the Consultant.

Payment will be executed for the completed services after the exception by EHRA of the report on the results of the survey and based on the invoice and act of services rendered.

Evaluation Criteria

Submitted applications will be evaluated by the evaluation panel of the Eurasian Harm Reduction Association.

A two-stage procedure will be utilized in evaluating the proposals:

•   evaluation of the previous experience (portfolio) via technical criteria – 80% in total evaluation;

•   comparison of the costs (best value for money) – 20% in total evaluation.

Cost evaluation is only undertaken for technical submissions that score a minimum 90 points out of a maximum of 100 as a requirement to pass the technical evaluation. A proposal which fails to achieve the minimum technical threshold will not be considered further.

To assess submitted applications, the following technical criteria will be used (80%) (maximum possible number of points is 100):

Criteria	Weighting
Have experience in development of the similar kind of M&E measurement frameworks and instruments in last 3 years (should be clear from LoI and CV)	50 points
Have a good understanding of the Global Fund, its policies and processes including those taking place in EECA region (should be clear from LoI)	25 points
Have a good understanding of the EECA Regional Platform work in the region (should be clear from LoI)	25 points
Total	100 points

Cost proposal (20%):

EHRA will allocate same importance to the provided portfolio and recorded experience as to the cost of the services. The cost proposal will be evaluated in terms of best value-for money to EHRA in EUR, price and other factors considered.

Condition:

Additionally, the consultants should have:

• No conflict of interest (should be declared in the Letter of Interest);
• Fluent written and spoken English (Russian is appreciated)

This RFP shall not be construed as a contract or a commitment of any kind. This request for proposals in no way obliges EHRA to award a contract, nor does it commit EHRA to pay any cost incurred in the preparation and submission of the proposals.

How to apply

To be eligible as a EHRA consultant, individual must comply with:

• the Eurasian Harm Reduction Association Code of Ethics
• the Eurasian Harm Reduction Association’s position on the Russian military aggression in Ukraine

 Applicants must submit the following documents:

• CV
• Letter of interest (LoI).

The CV and letter of interest should clearly state the competencies and experience of the candidate required for the task with references to previously performed similar tasks, the daily rate in euros and the number of days required for each of the tasks.

Please submit your proposal to the info@harmreductioneurasia.org. In the subject line of your e-mail please indicate the RFP number (EHRA-03-11) and your name.  Otherwise, the application will not be considered.

The proposal should be submitted by COB 27 March 2024 24:00 EET.