Request for Proposal for the provision of Community Needs Assessments in six counties (Bomi, Gbarpolu, Grand Cape Mount, River Cess, Grand Gedeh, and Rural Montserrado)
- Location:
- Salary:negotiable
- Job type:Bid / ToR/RFQ/RFP/EOI
- Posted:2 months ago
- Category:Bid / ToR/RFQ/RFP/EOI
- Deadline:September 22, 2025
Request for Proposal for the provision of Community Needs Assessments in six counties (Bomi, Gbarpolu, Grand Cape Mount, River Cess, Grand Gedeh, and Rural Montserrado)
| Main Facts Table | |
| Request for Proposal (RFP) Reference | 0072-RFP-SEP-FY26 |
| RFP launch date | September 9,2025 |
| Deadline for clarification | September 16,2025 |
| Pre-bid meeting | NA |
| Deadline for submission of offers | September 22,2025 |
Pickup of Request for Proposal document soft copies , checklist, and Submission of offers to (Plan International Liberia country office front desk) at its Sinkor Fish Market office , GIZ Building
Please include the RFP reference number above in all correspondence.
1. Background Information on Plan International
Plan International is an independent development and humanitarian organization that advances children’s rights and
equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination; and girls are the ones most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
Read more about Plan International’s Global Strategy: 100 Million Reasons at https://plan-international.org/strategy
2. Introduction
The Liberia Women Empowerment Project (LWEP) is implemented by the Ministry of Gender, Children and Social Protection (MGCSP) with the objective of empowering women and girls, improving positive social norms and enhancing community livelihood opportunities through sustainable interventions. The project will be implemented in six counties (Gbarpolu, Rural Montserrado, Bomi, River Cess, Grand Gedeh, and Grand Cape Mount). Within these counties, 498 communities representing 267,200 people will be reached over a three-year period (2024-2027).
On 20th September 2024, MGCSP contracted Plan International Liberia (PIL) as the Lead service provider (LSP) for the implementation of:
- Component 1: Fostering positive social norms and community mobilization
- Component 2: Enhancing basic services in health and education
- Component 3: Promoting resilient livelihoods through community led approaches
To effectively achieve Component 1, This assessment aims to gather essential data on socio-economic conditions, infrastructure gaps, and key community priorities to ensure that the project effectively addresses local challenges and fosters inclusive development.
3. Description & Objectives
The primary objective of this assignment is to conduct an in-depth assessment of the project communities to identify their specific needs, challenges, and socio-economic conditions. The assessment will provide critical insights to inform project planning, design, and implementation to enhance effectiveness and sustainability.
4. Scope of the Assignment
The selected firm will be responsible to perform the following tasks:
- Conduct a desk review of relevant reports, policies, and previous assessments related to the project
- Develop an assessment framework and methodology, including qualitative and quantitative data collection
- Engage with key stakeholders, including local authorities, community leaders, and beneficiaries, through interviews, focus group discussions, and surveys.
- Assess socio-economic conditions, including access to basic services, livelihoods, and
- Identify key challenges faced by the communities, such as environmental, social, and economic
- Analyze gender, youth, and vulnerable group dynamics in relation to the
- Provide actionable recommendations based on
5. Methodology
To ensure a thorough understanding of the project communities’ needs, challenges, and socio-economic realities, a mixed-methods approach will be adopted. This will include both quantitative and qualitative data collection and analysis techniques, designed to promote participation, inclusivity, and cultural sensitivity. The methodology will be implemented in five main phases:
Phase 1: Inception and Desk Review
- Objective: Lay the groundwork for the assessment through an in-depth literature review and stakeholder
· Activities:
- Review of national policies, LWEP documents, baseline reports, and previous
- Identification of information gaps to inform tool
- Development of an Inception Report detailing the methodology, work plan, team composition, and data collection instruments.
- Coordination meetings with LSP, PMU, Ministry of Gender, and relevant local
Phase 2: Development of Tools and Sampling Strategy
- Objective: Design data collection tools tailored to the project
· Activities:
- Develop structured household survey questionnaires, key informant interview (KII) guides, and focus group discussion (FGD) checklists.
- Pre-test tools in a pilot community and revise
- Design a stratified sampling strategy to ensure representation across gender, age groups, geographic locations, and vulnerable populations.
- Ensure all tools are translated into local languages where
Phase 3: Field Data Collection
- Objective: Gather first-hand data from community members and
· Activities:
- Conduct household surveys to assess socio-economic conditions, access to basic services, and
- Facilitate FGDs with women, youth, persons with disabilities, and other marginalized groups to explore social norms, community priorities, and barriers to empowerment.
- Organize KIIs with local leaders, health workers, school administrators, and civil society
- Use mobile data collection tools (e.g., CSPro, KoboToolbox or ODK) for real-time data quality
- Employ gender-sensitive and confidential approaches during interviews to ensure ethical standards are upheld.
Phase 4: Data Analysis and Interpretation
- Objective: Analyze and synthesize data to generate insights and practical
· Activities:
- Clean and process quantitative data using statistical software (e.g., R, SPSS, STATA, or Excel).
- Analyze qualitative data using thematic coding (e.g., NVivo or manual frameworks).
- Conduct comparative analysis across counties, communities, and demographic
- Integrate findings into a Comprehensive Assessment Report, including maps, charts, and community
Phase 5: Validation and Reporting
- Objective: Validate findings with stakeholders and finalize
· Activities:
- Present initial findings at a stakeholder validation workshop involving community representatives and project partners.
- Incorporate stakeholder feedback into the final
- Submit the following deliverables:
- Inception Report
- Field Data Collection Report
- Comprehensive Assessment Report
- PowerPoint Presentation of Findings
Cross-Cutting Principles
- Participatory Approach: Community members should be engaged not just as respondents, but as active participants in shaping the process.
- Do No Harm: The assessment will follow strict ethical guidelines, particularly when dealing with survivors of gender-based violence or other sensitive issues.
- Inclusivity: Special efforts will be made to reach women, youth, persons with disabilities, and minority
- Localization: Local enumerators and translators will be recruited to ensure cultural sensitivity and community trust.
6. Deliverables and Timeline Key Deliverables
The assignment is expected to be completed within 12 weeks from the date of contract signing. A detailed work plan will be agreed upon with the selected firm.
| Milestones and deliverables | Description | Timeline |
| Inception Report (approved version) | outlining the methodology, work plan, and data collection instruments. | Week 1-2 |
| Field Data collection report | summarizing key insights gathered from data collection and community engagement activities. | Week 3-6 |
| Comprehensive Assessment report | data analysis, findings, recommendations, and report drafting | Week 7-10 |
| Presentation of findings | Presenting findings to project stakeholders for validation and feedback | Week 11-12: Review, validation, and submission of final reports. |
- Budget/Payment milestone
The proposer is required to submit a financial proposal in a separate envelope from the technical proposal. The financial proposal must be submitted in USD exclusive of taxes in a separate envelope.
Payments to be made after completion of each deliverable in United States Dollars within 15 days after
invoice submission.
Table 1: Cost breakdown per deliverable/output
| Item No | Deliverables | Payment % | Target date | |
| 1 | Inception Report · outlined methodology, work plan, and data collection instruments. | 20 | 30 days after invoice submission in alignment with accepted deliverables. | |
| 2 | Field Data collection · summarizing key insights gathered from community engagement activities. | 25 | 30 days after invoice submission in alignment with accepted deliverables. | |
| 3 | Comprehensive assessment report · data analysis, findings, and recommendations | 25 | 30 days after invoice submission in alignment with accepted deliverables. | |
| 4 | Presentations of findings · Presenting findings to project stakeholders for validation and feedback | 30 | 30 days after invoice submission in alignment with accepted deliverables. |
The consultant must submit a detailed budget, covering the below cost items. Please note that payments will be issued contingent upon the successful completion of deliverables in United States dollars.
|
Table 2: Cost breakdown per component Cost breakdown
8. Expected qualifications of Firm
The firm must possess the following qualifications:
- Must be a Liberian owned firm that is legally and financially autonomous, and operating under commercial law;
- 3-5 years of demonstrated experience in conducting community assessments and socio-economic research in vulnerable and hard to reach communities in Liberia.
- Strong expertise in participatory research methodologies and stakeholder
- Familiarity with the project region, including cultural and socio-political
- A multidisciplinary team with expertise in social sciences, development studies, and data
- Proven track record in producing high-quality reports and actionable
Note: Qualified Women Owned firms (more than 51% ownership) are encouraged to apply.
| Qualification Criteria | Evidence |
| · Must be a Liberian owned firm | Copies of valid Business registration and Tax clearance |
| · 3-5 years of demonstrated experience in conducting community assessments and socio- economic research in vulnerable and hard to reach communities in Liberia | · List and summary descriptions of relevant projects and donors. · Contract of project reports for 3 previous clients in relevant areas |
| · Strong expertise in participatory research methodologies and stakeholder engagement | · Similar assignments |
| · Familiarity with the project region, including cultural and socio-political dynamics | · Similar assignments |
| · A multidisciplinary team with expertise in Social Sciences, Development studies, and Data Analysis | · CVs of proposed key staff |
| · Proven track record in producing high-quality reports and actionable recommendations | · Samples of previous reports |
Qualifications and experience required for the key staff
| No | Key Qualification | Key Qualification | Suggested Responsibilities |
| 1 | Research Lead | · Master’s degree or higher in Social Sciences, Development Studies, Gender Studies, Public Policy, or related field. | · Lead the overall design and implementation of the assessment methodology. · Supervise the development and |
| · Minimum of 5 years of experience in leading research or assessments in development or humanitarian contexts. · Demonstrated expertise in qualitative and quantitative research methodologies. · Proven track record in designing research frameworks, managing field teams, and producing analytical reports. · Strong understanding of gender, social inclusion, and community development in the Liberian context. · Excellent writing and communication skills. · Proficiency in data analysis tools (R, SPSS, STATA, NVivo, etc.) | pre-testing of research tools. · Coordinate field data collection and ensure data quality and ethical standards. · Guide the analysis and synthesis of findings. · Prepare inception, progress, and final reports. · Liaise with stakeholders and present findings at validation workshops. | ||
| 2 | Research Assistant | · Bachelor’s degree in Sociology, Statistics, Demography, Development Studies, or a related field. · At least 2–3 years of experience supporting research or M&E assignments. · Familiarity with both qualitative and quantitative data collection tools. | · Assist in tool development and piloting. · Coordinate logistics for data collection, including field travel arrangements. · Support the training of enumerators and other field personnel. |
| · Experience in conducting fieldwork in rural or hard-to- reach communities. | · Monitor field activities to ensure adherence to protocols. · Assist in cleaning and organizing data for analysis. Contribute to report writing and documentation. | ||
| · Strong organizational and interpersonal skills. | |||
| Competency in MS Office | |||
| Suite and data entry platforms. | |||
| 3 | Financial Manager | · Bachelor’s or Master’s degree in Finance, Accounting, Business Administration, or related field. | · Develop and manage the project budget, ensuring alignment with approved funding. |
| · Minimum of 5 years of experience managing project or organizational finances. | · Monitor expenditures and ensure timely disbursements for field activities. | ||
| · Strong understanding of donor compliance and budgeting. · Familiarity with financial software (QuickBooks, Sage, or similar). · Knowledge of local and international financial regulations. | · Maintain accurate financial records, receipts, and supporting documentation. · Prepare financial reports and forecasts for project management and donors. | ||
| Strong attention to details and financial reporting skills | · Ensure compliance with procurement and audit procedures. | ||
| Support contract and | |||
| payment processes for | |||
| field teams and | |||
| consultants. | |||
| 4 | Enumerators | · High school diploma or higher; preference for individuals with a diploma or degree in | · Conduct household surveys, interviews, and focus group discussions in |
| Social Sciences or a related field. · Previous experience collecting survey or interview data in rural communities. · Proficiency in using mobile data collection tools (e.g., KoboToolbox, ODK). · Ability to speak and understand local languages and dialects. · Strong interpersonal and communication skills. · Availability to travel to field locations and work flexible hours. | target communities. · Ensure data accuracy, confidentiality, and ethical engagement with respondents. · Use digital tools for data collection and upload data in real time. · Report challenges encountered in the field to the research lead or assistant. · Participate in enumerator training sessions and adhere to protocols. · Represent the project respectfully and professionally in communities |
9. Contact
Liberia.proculwep@plan-international.org
Please include the reference number as the subject: 0072-RFP-SEP-FY26
10. List of documents to be submitted with the Request for Proposal (RFP)
Technical proposal envelope must be separated from the financial proposal envelope to avoid disqualification.
Eligible firms are requested to provide a proposal covering the following aspects:
- Detailed response to the RFP
- Proposed methodology
- Ethics and child safeguarding approaches, including any identified risks and associated mitigation strategies
- Proposed timelines
- CVs
- Example of previous work
- References
- Detailed budget, including daily fee rates, expenses,
Firms are required to agree and adhere to Plan International’s Non-Staff Code of Conduct (Annex 1)
11. Submission of offers
Please send your Technical and Financial proposal to Plan International Fish Market Community, Sinkor Tubman Boulevard GIZ Building on or before 22nd September 2025 at the Receptionist Desk.
12. Evaluation of offers Evaluation
Selection Criteria
The selection criteria are tabulated below:
Technical Proposal Evaluation section:
Technical evaluation will be carried out to bids the meet minimum qualification mark. The maximum number of points that a bidder may obtain for the technical proposal is 80.
- To be technically compliant, bidder must obtain a minimum of 56 points
|
- Minimum pass score :70% of maximum 80 points = points Technical proposal points allocation:
| 1 | Organization profile including the year and country of incorporation, types of activities undertaken, relevance of specialized knowledge and experience on similar engagements done previously.
(Max 4 pages written text plus 1 matrix) · Liberian owned firm with 3-5 years of experience conducting community assessments and socio- economic research in vulnerable and hard to reach communities in Liberia (7) · Strong expertise in participatory research methodologies, stakeholders’ engagement and familiarity of the project regions, including cultural and socio-political dynamics. Experience in providing similar services, especially, in Liberia and demonstration of good experience (3) · Understanding of local context in data collection for assessment (5) · Proven track record in producing high -quality reports and actionable recommendations (2)
Total points 17 |
| 2 | General organizational capability which is likely to affect implementation: Management structures, and project management controls. Management structure, management controls, multidisciplinary team with expertise in Social Sciences, Development studies, and Data Analysis (3)
Total points 3 |
| 3 | Proposed Methodology, Approach, and Implementation Plan |
| Description of the bidder approach and methodology for achieving or exceeding the requirements of the Terms of Reference (30)
Total points 30 | |
| 4 | Quality Assurance Firm should outline a plan on how it intends to ensure oversight and quality assurance throughout the assignment. Quality Assurance plan should be inclusive of discussion on risk-assessment and risk mitigation plan. (5)
Total points 5 |
| 5 | 1. Research lead (8) 2. Research Assistants for data collection and analysis (4) 3. Finance Manager (4) 4. Enumerators (4)
Total points 20 |
| 6 | Demonstrate commitments to support Gender equality (5)
Total points 5 |
Financial criteria (20 maximum points)
The financial part of those proposals that are found to be technically compliant will be evaluated as follows>
The maximum number of points that a bidder may obtain for the Financial Proposal is 20. The maximum number of points will be allocated to the lowest evaluated price bid. All other prices will receive points in reverse proportion according to the following formula:
Points for the Financial proposal of a bid being evaluated:
Maximum number of points for the financial proposal x Lowest price
Pricie of proposal being evaluated
Financial proposals will be evaluated following completion of the technical evaluation. The bidder with the lowest evaluated cost will be awarded (20) points. Financial proposals from other bidders will receive prorated points based on the relationship of the bidder’s prices to the of the lowest evaluated cost.
The total score obtained in both Technical and Financial proposals will be the final score for the proposal, with 80% allocated to the technical proposal and 20% to the financial proposal. The proposal obtaining the overall highest score will be considered as the winning proposal. This proposal will be considered to be the most responsive in terms of best value for money.
Shortlisted suppliers may be invited to discuss their proposals in more detail at Plan’s discretion.
Plan International, at its sole discretion, will select the successful supplier. Plan international shall be free to:
- Accept the whole, or part only, of any submission
- Accept none of the proposals
- Republish this Request for proposal
Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers.
Part of the evaluation process may include a presentation from the supplier.
Value for money is very important to Plan International, as every additional $ saved is money that we can use on our humanitarian and development work throughout the world.
Plan International may award multiple contracts and all contracts will be non-exclusive.
1. Contract & Payment terms
Please note that, if successful, Plan International’s standard terms of payment are 30 days after the end of the month of receipt of invoice, or after acceptance of the Goods/Services/Works, if later.
14. Plan International’s Ethical & Environmental Statement
The supplier should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular to ensure compliance with environmental legislation
15. Clarifications
The onus is on the invited individual/companies to ensure that its offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected. Please therefore ensure that you read this document carefully and answer fully all questions asked.
If you have any queries in relation to your submission, or to any requirements of this RFP, please email:
Liberia.proculwep@plan-international.org
Thank you for your proposal
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