Request for Proposal (RFP) No. RFP-JTAP-051- External Consultancy Firm – MOY-Organizational Guide/ الدليل التنظيمي لوزارة الشباب

How to apply

Attachment II

INSTRUCTIONS TO OFFERORS

A. General Instructions

These Instructions to Offerors will not form part of the offer or the Agreement. They are intended solely to aid Offerors in the preparation of their proposals. Read and follow these instructions carefully.

1. The proposal and all corresponding documents related to the proposal must be written in the Arabic language, unless otherwise explicitly allowed. Additionally, all proposals should be single-spaced with clear section headings, and be presented in the order specified in Attachment III – Evaluation Criteria.
2. The Training/Workshops to take place in the three regions Amman, Irbid and Aqaba
3. The financial proposals shall be including venue (the offeror can revert to 3 Star hotels only), printing and refreshments for the workshops, training sessions, per-diem and/or lodging and accommodation costs, please prepare the cost for the workshop and meal plan in 3-star hotels only.
4. Please provide two financial proposals, the first one with deliverables, process flowcharts using process mapping software and the second one without it, including timeline for each.
5. Jordan Transportation Rates Matrix as per USAID rates is attached to the RFP.
6. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of your organization, unless those sources are adequately cited and credited. If Creative determines that any part of the proposal is plagiarized from outside sources, the Offeror will be automatically disqualified.
7. Proposals and all cost and price figures must be presented in local currency or USD. All prices should be gross of tax, but net of any customs duties.
8. The Offeror must state in their Proposal the validity period of their offer. The minimum offer acceptance period for this RFP is 90 days after the closing date of the RFP. If an Offeror has provided a validity period of less than 90 days, they will be asked to revise this. If the Offeror does not extend the validity period, their proposal will be rejected. Creative reserves the right not to make an award.
9. The Technical Proposal and Cost/Business Proposal must be kept separate from each other. Technical Proposals must not make reference to cost or pricing information at any point. This will enable the technical evaluation to be made strictly on the basis of technical merit.
10. Offerors must be authorized to conduct business in Jordan, as evidenced by submission of a copy of a valid Business License (if registered as a for-profit company), a valid Host Government license (if registered as a non-profit organization) or a municipal license (if registered as a local vendor of goods or import-export dealer). The copy of the license must clearly show a license number, official government stamp and a date of issue and date of expiry.
11. No costs incurred by Offerors in preparing and submitting the proposal are reimbursable by Creative. All such costs will be at the Offeror’s expense.
12. Responsibility Determination: Award shall only be made to one responsible Offeror. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment IV.
13. Late Offers: Offerors are wholly responsible for ensuring that their Offers are received in accordance with the instructions stated herein. A late Offer will be recommended for rejection, even if it was late as a result of circumstances beyond the Offeror’s control. Late offers will only be considered at Creative’s Procurement Department’s discretion.
14. Modification/Withdrawal of Offers: Offerors have the right to withdraw, modify or correct their offer after it has been delivered to Creative at the address stated above, and provided that the request is made before the RFP closing date.
15. Disposition of Proposals: Proposals submitted in response to this RFP will not be returned. Reasonable effort will be made to ensure confidentiality of proposals received from all Offerors. This RFP does not seek information of a highly proprietary nature, but if such information is included in the Offeror’s proposal, the Offeror must alert Creative and must annotate the material by marking it “Confidential and Proprietary” so that these sections can be treated appropriately.
16. Clarifications and Amendments to the RFP: Any questions regarding this solicitation must be emailed to [email protected]. No questions/clarifications will be entertained if they are received by another means. The solicitation number should be stated in the subject. Responses will be complied and emailed to the requesting potential Offeror and will be sent to all organizations that requested this RFP or re-posted publicly if offered as a full and open competition.
17. Creative anticipates that discussions with Offerors will be conducted; however, Creative reserves the right to make an award without discussions. It is strongly recommended that Offerors present their best offer.

Failure to agree and comply with any of the above specifications will result in the Offeror being considered unresponsive and the proposal may be rejected.

B. Submission of Proposal:

Proposals must be submitted in two separate e-mails:

• E-mail 1 – Technical Proposal
• E-mail 2 – Cost/Business proposal
• Each e-mail should be clearly labeled with the RFP number and project title.
• Proposals must be delivered no later than the specified date/time.

Offerors who do not submit their technical and cost proposals separately may be automatically disqualified.

C. Content of Proposal:

The Offeror’s Proposal shall be comprised of four sections:

1. The Cover Letter (Attachment IV)
2. Copy of the Offeror’s Valid Business license/Copy of commercial registration
3. The Technical Proposal
4. The Cost/Business Proposal – Excluding sales tax as USAID-TAP is sales tax exempt.
5. The Cover Letter: should be on the Offeror’s letterhead and MUST contain the information requested in Attachment IV.
6. Business License
7. Technical Proposal:
8. Should clearly & precisely address theoretical and practical aspects that the Offeror has considered and will employ to carry out the statement of work.
9. The Technical Proposal is the opportunity for the Offeror to demonstrate that the firm is “technically capable” of implementing the activity and should demonstrate the Offeror’s understanding of and capabilities to carry out the work, and address the key issues described in the Evaluation Criteria in Attachment III.
10. The Technical Proposal should be divided into clearly separate sections following the same order of the Evaluation Criteria in Attachment III. A mis-ordered proposal that makes information hard to find will result in a lower score.
11. The technical proposal should include a management plan with a clearly laid out organizational chart.
12. If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be subject to disqualification.

4. The Cost/Business Proposal: must be submitted separately from the technical proposal and will primarily indicate the price for performing the work specified in this RFP. At a minimum, the Cost/Business proposal should include the following information:

1. A detailed budget that provides a breakdown of costs by line item for Option 1 and Option 2 of the tasks & deliverables specifying the estimated timeline for each option.
2. Detailed and comprehensive budget notes that provide information on each of the line items and explain why these items are needed for implementation of the activity.
3. Detailed CVs for key personnel shall be provided.
4. Labor:
   1. Offeror must provide: a time-phased (e.g., monthly, quarterly, etc.) breakdown of labor hours, fully burdened labor rates, for each labor category bid.
   2. Offerors should bid fully burdened labor rates per labor category.
   3. Labor category descriptions to include education and experience for each category.
5. Other direct costs:
   1. Any travel costs shall be broken down by person, trip, flight, hotel, periderm in accordance with US State Department rates and regulations.
   2. Any other direct costs including subcontracted items will be fully justified to include a fair and reasonable determination based on generally accepted price analysis techniques.
6. Creative’s review of the Cost Proposal shall determine if the overall costs proposed are realistic for the work to be performed, reflect a correct understanding of the project requirements, and are consistent with the Offeror’s Technical Proposal. Creative will also review individual line items and determine if they are allowable, allocable and reasonable.

Professional References (minimum of 3)

Using the exact table format provided below or equivalent, please list only the projects implemented within the past 3 years, a brief description of how each is relevant to this RFP and the contact details for each previous client or donor. Please include recommendation/appreciation letters and certificates as attachments.

Table 2

(a) Activity Title
(b) Location(s) of activity
(c) Synopsis of the activity and its relevance to this RFP
(d) Performance period (date, duration and if completed on schedule)
(e) Prime or Subcontractor?
(f) Amount for the activity
(g) Name & Contact Info (E-mail and phone) of client.

Failure to comply with any of the above points will result in the Offeror being considered “unresponsive” and the proposal will be rejected.

If an Offeror provides insufficient information in their technical and/or cost proposal, Creative reserves the right to request additional information, or to request a revised proposal from the Offeror, if necessary.

Creative reserves the right to make no award under this RFP.

Attachment III

EVALUATION CRITERIA

1. BASIS OF AWARD:
2. Creative will evaluate proposals on a best value basis, in accordance with the Federal Acquisition Regulations (FAR) Subpart 15.1 – Source Selection Processes and Techniques. In all solicitations, Creative will consider and conduct an evaluation on the basis of both technical and cost submissions. The relative importance of these two factors places technically above cost. In rare cases, Creative may also award a firm other than the highest technically rated Offeror or the lowest price Offeror, in accordance with FAR 15.101-1.
3. The award will be made to the Offeror whose offer presents the Best Value, which is the optimal combination of technical merits and reasonable cost and does not exceed the internal budget established for this effort. Proposals will be scored on technical factors first. Only the Cost/Business proposals of those offers that surpass the minimum qualifying score of 70 points in the technical evaluation will have their Cost/Business Proposal reviewed. Those that do not reach this qualifying score in the Technical Evaluation will be considered non-competitive and their Cost/Business proposals will not be considered.
4. EVALUATION CRITERIA
5. Technical Proposal 100 points.

Provide a clear, specific, and succinct technical proposal that covers both the conceptual and practical approaches of how to achieve the objectives of this project. Specifically, please address the following, in the order specified below:

Item #1: Technical Proposal/Methodology

Requirement #1:

This criterion will evaluate the comprehensiveness and clarity of the offeror’s proposed methodology, including the specific steps they plan to take to achieve the project objectives. It should include a detailed work plan, timeline, and any innovative approaches that the offeror will employ, 3 pages max including two pages company profile -5 in total

The evaluation will assess how well the offeror understands the scope of work and how effectively their approach addresses the specific needs outlined in the RFP.

Points Available #1: 30 Points.

Item #2: Risk Management and Mitigation Strategy

Requirement #2:

Assess the offeror’s ability to identify potential risks and challenges related to the project and propose effective strategies to mitigate them. It includes the offeror’s preparedness for unforeseen issues and their approach to ensuring project continuity.

The evaluation will focus on the thoroughness of the risk assessment, the feasibility of the mitigation strategies, and the offeror’s ability to maintain project quality and timelines in the face of challenges.

-Two pages.

Points Available #2: 10 Points.

Item #3: Past performance.

Requirement #3:

Reference contacts of three organizations that have recently contracted with the offeror to carry out similar assignments, including samples of work conducted within similar SOW.

Offerors with past performance with similar projects, in the same geographic area and/or of similar scale to the activity described in this RFP will be scored more favorably than offerors that do not meet these criteria.

It will assess the offeror’s overall capacity, including their experience working with the Jordanian public sector, particularly in the youth sector. The evaluation will also consider the company’s previous projects that demonstrate its ability to perform similar work.

Points Available #3: 30 Points.

Item #4: Key personnel.

Requirement #4:

• Suitability statement including CVs of identified lead team members with details of qualifications and experience.

Key personnel with qualifications and experience related to the tasks in this RFP will be evaluated more favorably than those who are not a qualified and experienced.

Points Available #4: 30 Points.

TOTAL POINTS: 100 Points.

2. Cost Reasonableness & Financial Capability – presented in Cost/Business Proposal.

Creative’s review of the Cost Proposal shall determine if the overall costs proposed are realistic for the work to be performed, reflect a correct understanding of the project requirements, and are consistent with the Offeror’s Technical Proposal. Creative will also review individual line items and determine if they are allowable, allocable and reasonable.

a) Please provide the financial proposal under the same line items in below table as well as to fill out the annex Excel sheet attached herewith:

ITEM DESCRIPTION

• Activities Cost
• Personnel Cost
• Other indirect cost including operational, support and logistical Cost

Unit (day, person, night,..)

Unit Cost

No. of units

Total Cost

Grand Total

b) unresponsive and may be disqualified from further consideration.
c) References provided will be contacted for verification of information provided and assessment of Offeror performance.

If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

Creative reserves the right to request additional supporting documentation or a revised proposal from an Offeror if insufficient information has been provided in the Offeror’s technical and/or cost proposal. If the requested information is not provided, Creative has the right to disqualify the firm from further consideration.

ATTACHMENT IV

FORMAT FOR PROPOSAL COVER LETTER – TO BE PRINTED ON ORGANIZATIONAL LETTERHEAD

City, Country

To: Creative Procurement Team

Dear Sir / Madam:

We, the undersigned, offer to undertake the [Insert RFP No], [Insert project title], in accordance with your Request for Proposal dated [Insert MM/DD/YYYY] and our Technical and Cost/Business Proposal submitted herein.

Our organization’s details are as follows:

1. Company’s Name
2. Company’s Address
3. Name of Company’s authorized representative:
4. Telephone #/Cellular Phone #, Email address:
5. Validity Period of Proposal
6. A valid Business License

Our proposal shall be binding upon us, subject to any modifications resulting from negotiation, up to expiration of the validity period of the proposal. We understand you are not bound to accept this or any Proposal you receive.

We also certify that our organization:

1. has adequate financial resources including appropriate insurance coverage to perform the work stated herein, or the ability to obtain them without delay;
2. is able to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
3. has a satisfactory performance record;
4. has a satisfactory record of integrity and business ethics;
5. has the necessary technical capacity, equipment and facilities, or the ability to obtain them; and
6. is otherwise qualified and eligible to receive an award under applicable laws and regulations.

Sincerely,

Authorized Signature:

Name and Title of Signatory:

Date:

ATTACHMENT V

Statement of Work in English – Organizational Guide Consultancy Firm

Introduction

Creative Associates International, Inc. (Creative) is a dynamic and fast-growing professional service firm that specializes in international development in the areas of education, democratic transitions, and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 30 plus countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

Program Summary

The Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth program that seeks to transform the organizational culture and improve the abilities within the Ministry of Education and the Ministry of Youth to ensure officials can implement desired reforms. Creative and its partners provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the Jordan Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

1. OVERALL OBJECTIVE:

The Technical Assistance Program (TAP) is a five-year project funded by USAID, focused on education and youth. Its aim is to transform the organizational culture and enhance the capacities of the Ministry of Education and the Ministry of Youth to ensure officials can implement the desired reforms. Creative Associates and its partners will provide expert technical assistance in the development, implementation, and monitoring of policies and procedures to incorporate the best international practices in enhancing public (state) education and youth programs. Among the numerous activities in USAID’s Technical Assistance Program (TAP), which ultimately foster organizational culture change within the two departments and related agencies, the program will also support awareness and communication initiatives aimed at promoting behavior change in Jordan.

Following TAP’s situational analysis for the Ministry of Youth and the subsequent remedial interventions identified in collaboration with stakeholders, key priorities for the institutional performance enhancement and human resources management program were established. These priorities align with the newly approved administrative structure of the Ministry of Youth. The new structure involves the establishment, separation, or merging of various organizational units in response to the Public Sector Modernization Roadmap, Economic Modernization Vision, and relevant national and sectoral strategies.

TAP prepared standard operating procedures for five organizational units (Annex 1*****)*** within the Ministry of Youth: The Achievements Monitoring and Institutional Performance Development Directorate, the Directorate of Human Resources, the Directorate of Media and Communication, Directorate of Engineering Affairs and Infrastructure, and the Directorate of Financial Affairs.

Based on the decision to update the organizational structure of the Ministry of Youth, as outlined below and issued in accordance with administrative organization by law No. 63 for the year 2023, the Ministry of Youth has undergone a comprehensive restructuring. This restructuring encompasses all directorates and organizational units, resulting in the creation of new units, the merging of certain units, and the separation of others (Annex 2**). To enhance the ministry’s efforts in institutionalizing performance and human resources, it is crucial to develop and update the mandates of the 21 organizational units and their Standard Operating Procedures (SOPs).

Annex 2********:

The New Updated Internal structure of the Directorates (Annex 3********)

Regarding the youth cities, including Al-Hussein Youth City and the youth directorates in the governorates and regions, the internal structure encompasses the following:

1. PURPOSE AND GENERAL OBJECTIVES OF THE TASK

Enhancing the Ministry’s institutional performance by establishing a robust organizational framework. This involves developing the Ministry’s organizational guide, which will detail the internal structure of all organizational units, outline the mandate and authorities of these directorates and their subordinate departments, provide job descriptions based on competencies for each position, and standard operating procedures for all the organizational units to achieve the strategic objectives of the Ministry of Youth effectively.

1. SCOPE OF WORK
2. Review and update the authority matrix and prepare standard operating procedures for all organizational units and their subordinate Sections. Additionally, review and refine the standard operating procedures for the five organizational units developed by the TAP team: the Directorate of Monitoring of Achievements and Institutional Performance Development, the Directorate of Human Resources, the Directorate of Media and Communication, the Directorate of Engineering Affairs and Infrastructure, and the Directorate of Financial Affairs. This will be done following the methodology of the Technical Assistance Program (TAP).
3. Delivering a comprehensive organizational guide for the Ministry of Youth, detailing the outputs to be accomplished by the implementing company, including methodologies and Standard operating procedures. This guide will also encompass the accomplished progress in the work, such as the organizational structure, internal structures of organizational units, mandates, job descriptions, and the authority matrix for all organizational units.

To achieve this, the implementing company must undertake the following tasks:

• Firstly: Assessing and Documenting the Current Situation (Desk Review):

1. The Implementing Company shall review/study the following documents wherever available and applicable:

• Legislation, regulations, and bylaws governing the ministry’s work issued by government entities.
• The ministry’s strategic plan, National Youth Strategy in Jordan, along with its executive plan, and any other strategies and documents the Ministry of Youth contributes in.
• The approved the administrative organization by law and the organizational structure of the ministry, including the internal structures of organizational units.
• The mandates of each organizational unit.
• Job descriptions based on technical/ specialized competencies.
• The number of employees, their qualifications, experiences, and job titles.
• Current procedures, manuals, and annual work plans for the organizational units.
• The ministry’s authority matrix.
• Relevant reports, data, and studies, including annual and monthly achievement reports, monitoring and evaluation reports, the King Abdullah II Award for Excellence in Government Performance and Transparency, and the Hussein Bin Abdullah II Award for Voluntary Work.
• The latest manuals issued by the Service and Public Administration Commission (formerly the Civil Service Bureau)
• Any documents related to the ministry’s work and regulations issued by government entities.

1. Conduct interviews, discussions, and meetings with relevant individuals at the organizational units.
2. Observe and monitor the implementation of tasks and procedures in real-time to ensure all steps are accurately recorded.
3. Review the current electronic systems used in the organizational units.
4. Evaluate the current procedures of the organizational units to ensure they encompass all tasks and operations.

• Secondly: Analyzing Documents and the Current Situation, which includes:

1. Analyzing legislation, strategic plans, documents, tasks, work manuals, job descriptions, and relevant procedures.
2. Reviewing the tasks and core services of the organizational units.
3. Identifying the technical and specialized competencies necessary for each organizational unit.
4. Analyzing the core processes of the organizational units.
5. Assessing the interconnectedness, integration, overlap, duplication, and conflicts of processes within and between organizational units.
6. Evaluating the suitability and effectiveness of the current working manuals and forms.
7. Examining the current electronic systems in terms of usage, documentation, report generation, storage, and other factors.
8. Analyzing the results of interviews, meetings, and discussions held with relevant stakeholders.
9. Reviewing the spam of control and authorities for each organizational unit.
10. Reviewing job titles within organizational units in accordance with the guidelines of the Public Service and Administration Commission (formerly the Civil Service Bureau).
11. Identifying best practices in the scope of work of the organizational units.

• In light of the analysis results, the following actions will be taken:
• Determine the number of personnel needed to execute the tasks of the organizational units in accordance with the standard operating procedures.
• Prepare and present a detailed report of the analysis results and proposed recommendations to the TAP team and the Ministry of Youth for their feedback and input.
• Third: Developing Standard Operating Procedures (SOPs)

This includes the following action items:

1. Identifying the main/core processes for each organizational unit, determining the owners/responsible individuals for each process and step, and specifying the inputs, outputs, and constraints for each process.
2. Identifying the performance indicators for each process.
3. Developing SOPs that comply with the legislation governing the ministry’s work, relevant government regulations, and the ministry’s strategic plan, ensuring the achievement of the ministry’s strategic and operational objectives
4. Updating the existing SOPs (for five organizational units) to align with the new ones developed by the company, ensuring consistency with the ministry’s new administrative system. Additionally, creating new SOPs to address tasks and processes that currently lack standard operating procedures.
5. Discussing all the SOPs with relevant stakeholders from the TAP program and the Ministry of Youth team.
6. Ensuring SOPs include, but are not limited to, the following elements:

• Objective of the procedure
• Scope
• Internal and external linkages
• Detailed steps, including the assigned responsible individuals for each step and the specified timeframes for completion
• forms
• Reference Documents
• Performance indicators
• Review mechanism and frequency
• Approval Mechanism

1. Ensuring that the procedures prevent overlaps and bottlenecks, facilitating smooth and efficient completion
2. Mapping processes at both high levels (inputs, outputs, controls, constraints, and resources) and detailed levels (detailing steps using process mapping software such as Visio).
3. Securing approval for all prepared procedures from both the TAP team and the Ministry of Youth team
4. Supporting the documentation of processes on the government services registration platform (ARIS).
5. Conducting awareness workshops for employees in the relevant Organizational Units to ensure they fully understand their specific procedures.
6. Training selected employees on process mapping using software like Visio.
7. Preparing the organizational guide to include the organizational structure, mandate of the organizational units, internal structures, job descriptions based on technical/specialized competencies, the authority matrix, and SOPs for all organizational units and their subordinate sections.

• Fourth: Preparing the Final Report

The implementing company must prepare a comprehensive final report that includes the executive summary, scope of work, methodology for executing the project, project outputs, improvement recommendations, lessons learned, and challenges encountered. The recommendations should encompass, but are not limited to, proposed amendments to legislation and regulations, the adoption of electronic systems, and other relevant suggestions to enhance efficiency and effectiveness.

1. QUALIFICATIONS & REQUIREMENTS

The following criteria should be met by Offerors:

1. The company must have sufficient experience working with the Jordanian public sector and be familiar with its requirements and the youth sector.

2. The company’s employees and/or consultants must have adequate capacity, experience, qualifications, and knowledge to work on similar projects in the public and/or private sector. Experience in similar projects in the youth sector within and outside Jordan is an additional advantage.

3. The company must have employees or consultants with strong experience in human resources, administrative and institutional development, financial management, procurement, government tenders, legal management, consulting work, youth field, competencies, operations management, process reengineering, and the use of process mapping software like Visio and ARIS.

4. The company shall provide proof of professional certifications for staff or consultants related to the above fields – where applicable.

5. The company should have at least ten years of experience in the youth field, institutional development, management consulting, human resources, SOPs, and operations management.

6. The company must demonstrate high adaptability and a deep understanding of the local context of the Ministry of Youth to be able to propose tailored and realistic solutions and recommendations.

7. The company must have employees or consultants shall have high proficiency in Arabic and English.

   Period of Performance: 9 months – 12 months maximum.

   Option 1: Implement all activities and deliverables listed in the table below:

Task Number 1

Task Name 1:

Kick off Meeting and Project Implementation Plan

Details1:

• The presentation should include, at a minimum, the project activities, assigned authorities, timeline, and deliverables.

Delivery Terms 1:

• PowerPoint Presentation in both Arabic and English
• Action Plan (in Word or Excel format)

Task Number 2

Task Name 2:

• Results Analysis Report and Improvement Proposals

Details 2:

• Proposals to improve the current SOPs and the authority Matrix.

Delivery Terms 2:

• Proposal document in Arabic and English (Word format)

Task Number 3

Task Name 3:

• Detailed action plan based on the report outputs

Details 3:

• The action plan outlines detailed activities for executing tasks at the organizational unit level, including the timeline, assigned authorities, and expected deliverables

Delivery Terms 3:

• Action Plan (in Word or Excel format)

Task Number 4

Task Name 4:

• Standard Operating Procedures for Four Organizational Units – Part One
• Conduct training and awareness workshops for directorate employees on the developed procedures
• Process Flowcharts

Details 4:

• organizational units will be determined in agreement with the Ministry of Youth later
• Conduct 4 two-day awareness workshops for the employees of the relevant directorates on the prepared procedures (25 participants per day).
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform).

Delivery Terms 4:

• Standard Operating Procedures in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 5

Task Name 5:

• Standard Operating Procedures for Four Organizational Units -Part Two
• Conduct training and awareness workshops for directorate employees on the established procedures
• Process Flowcharts

Details 5:

• Organizational units will be determined in agreement with the Ministry of Youth later
• Conduct 4 two-day awareness workshops for the employees of the relevant directorates on the prepared procedures (25 participants per day).
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 5:

• Standard Operating Procedures in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 6

Task Name 6:

• Standard Operating Procedures for Five Organizational Units – Part Three
• Conduct training and awareness workshops for directorate employees on the established procedures
• Process Flowcharts

Details 6:

• Organizational units will be determined in agreement with the Ministry of Youth later
• Conduct 5 two-day awareness workshops for the employees of the relevant directorates on the prepared procedures (25 participants per day)
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 6:

• Standard Operating Procedures in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 7

Task Name 7:

• Updated the developed Standard Operating procedures for the 5 organizational units
• Conduct training and awareness workshops for directorate employees on the established procedures
• Process Flowcharts

Details 7:

• Includes the Directorate of Monitoring of Achievements and Institutional Performance Development, Directorate of Human Resources, Directorate of Information and Communication, Directorate of Financial Affairs, Directorate of Engineering and Infrastructure Affairs
• Conduct 5 two-day awareness workshops for the employees of the relevant directorates on the prepared procedures (25 participants per day)
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 7:

• Standard Operating Procedures in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 8

Task Name 8:

• Procedural Guide for One of the Youth Cities in the Governorates
• Conduct training and awareness workshops for the Youth City employees on the established procedures
• Process Flowcharts

Details 8:

• The youth city will be selected in collaboration with the Ministry of Youth later
• Holding a three-day awareness workshop for the staff of the concerned youth city on the procedures prepared (for 25 participants per day)
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 8:

• Procedural Guide in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 9

Task Name 9:

• Procedural Guide for the Administration of Al-Hussein City for Youth
• Conduct training and awareness workshops for the Youth City employees on the established procedures
• Process Flowcharts

Details 9:

• Includes all directorates within the administration of Al-Hussein Youth City
• Conduct 3 two-day awareness workshops for the employees of the relevant directorates on the prepared procedures (25 participants per day)
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 9:

• Procedural Guide in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 10

Task Name 10:

• Procedural guide for one of the youth directorates
• Conduct training and awareness workshops for the Youth City employees on the established procedures
• Process Flowcharts

Details 10:

• The directorate will be determined in agreement with the Ministry of Youth later
• Conducting a three-day awareness workshop for the staff of the departments in the concerned Directorate of Youth on the prepared procedures (for 25 participants per day)
• Drawing the processes at both a high level (including inputs, outputs, controls, constraints, and various resources) and a detailed level (mapping the specific steps using process mapping software like Visio, in alignment with the ARIS government services platform)

Delivery Terms 10:

• Procedural Guide in Arabic (Word format)
• Presentations and attendance lists
• Process flowcharts using process mapping software compatible with the ARIS government services platform

Task Number 11

Task Name 11:

• Build staff capacity on process mapping software

Details 11:

• Training 20 employees from the Directorate of Monitoring of Achievements and Institutional Performance Development, the Directorate of Information Technology and Digital Transformation, and other relevant directorates

Delivery Terms 11:

• Presentation
• Case studies
• Training Attendance Certificates

Task Number 12

Task Name 12:

• Final Report and Presentation

Details 12:

• Includes executive summary, scope of work, methodology for implementing the company’s mission, project outputs, improvement recommendations, lessons learned and challenges
• Provide a presentation to the Ministry of Youth on the organizational guide for feedback

Delivery Terms 12:

• PowerPoint Presentation in both Arabic and English
• Final report in Arabic and English (Word format)

Task Number 13

Task Name 13:

• Organizational Guide (as outlined in point B of the scope of work)

Details 13:

• Includes organizational structure, mandates of organizational units, internal structures, job descriptions and standard operating procedures

Delivery Terms 13:

• Organizational Guide in Arabic (Word format)

Option 2 of tasks and deliverables:

Implement all the activities and deliverables listed in the table above except:

1. Mapping processes at both high levels (inputs, outputs, controls, constraints, and resources) and detailed levels (detailing steps using process mapping software such as Visio).
2. Supporting the documentation of processes on the government services registration platform (ARIS).

for the Tasks mentioned in the deliverables table from task 4 to task 10.