SP Proposal Question Guide

Proposal Question Guide

This guide will help service providers to fill out the SLP’s proposal form. It explains what the SLP requires from your organization, detailing what we mean when we ask a question and, in most cases, why we are asking it. We hope that this additional information can help you to provide accurate and comprehensive answers. This will improve the quality of your proposal and so the likelihood that you will successfully be matched with a client.

Once you have filled out the proposal form, the Admin team will get back to you with “marked up” proposal document. This word file will include comments from the team on how to further improve your proposal. So don’t worry if you find the process of filling out the form challenging. But, again, the better your initial proposal the more likely you are to be successful.

  • Please provide the name of the project you are applying for. This should correspond with the name of the project on the Terms of Reference.

    If you are applying in collaboration with a partner, please ensure you have a corresponding project name.

  • Please provide the name of your organization

    This will enable the SLP to identify your organization appropriately

  • Please indicate the Point of Contact for your organization

    This will allow the SLP to confirm your information given during the registration period allowing to check for mismatches

  • Please indicate yes or no, if you are submitting the proposal in collaboration with any additional organization.

    Please ensure that you have provided the same project name as your project partner.

  • Please indicate the contribution that your organization can make to the outcomes requested in the Terms of Reference. These outcomes should be explained in detail in the Proposal, but you are basically trying to explain what good you can do. If you overstate you value, this will likely disqualify you from matching.

  • In your responses to the subsequent Proposal Form questions, please be sure to distinguish the planned roles and the past experience of each entity.

  • Please select the areas where your organization is skilled. These skills contain key words that will be used to match Service Consumers with Service Providers

    Please see explanation of each skill below:

    “Community Capacity Building”: The existing SLP platform was developed as a prototype in WordPress and Excel. The current SLP platform was then used as a demonstration site to do initial testing and evaluation. We now need to refactor and implement changes to the current SLP platform in order to meet a new set of requirements. The new SLP DB shall therefore be based on the requirements as given in this document.

    “Environmental Impact Assessment and Mitigation”: Identifying, avoiding, reducing and compensating for the environmental, social and governance (ESG) impacts of an investment process is a vital element of earning and maintaining social license to operate. Identifying and assessing impacts – to women, men and communities – is a critical first step. Developing alternatives approaches that permit impact avoidance and mitigation is also central to impact management. Any impact assessment and management process must recognize that women usually perceive and are affected by impacts differently than men and communities.

    “Establishment of Project-Specific Grievance Mechanisms”: Designing and implementing a functioning, effective, equitable, transparent, and accessible project-specific grievance mechanism for handling and resolving disputes is central to responsible investment and maintaining social license to operate.

    “Gender Impact Assessment / Gender Analysis”: Impacts to women (and other marginalized groups, such as youth) can only be identified in most cases when focused upon with targeted emphasis and dedicated resources and expertise. Thorough assessment, identification, evaluation, analysis, and management of impacts ensures that women’s land and natural resources uses are seen and equitably acknowledged during an investment process. Specialized expertise is almost always required to perform these tasks.

    “Land Valuation, Surveying, Mapping and Entitlement”: Identifying uses, resolving conflicting claims, establishing and demarcating boundaries, and formalizing rights to land and other natural resources may be required prior to the transfer of land rights or to change of land use. These activities, done in a participatory, inclusive, and transparent way, can help businesses earn local trust and can create needed certainty and an enabling environment for successful, responsible investments.

    “Legal and Institutional Due Diligence, Risk Analysis/Policy Analysis”:
    Helping businesses to understand the legal, regulatory, and administrative operating environments, social contexts and other governance and compliance situations so they can operate in conformance with governance and social frameworks and avoid sanctions, disputes, delays, fines, penalties, and other barriers to smooth and responsible investment processes. This and the following services also call for the identification of risks to acceptable and functional social engagement, particularly with those vulnerable to exclusion such as women, youth, migrants and ethnic minorities.

    “Monitoring and Evaluation”:
    Collecting, analyzing and reporting data on performance and impact reduces risk while providing clear targets for improvement. Additionally, good monitoring and reporting is required to ensure and demonstrate compliance with the terms and conditions of agreements between businesses and individuals/communities, with business policy and performance commitments, and with commodity and production process certification standards. The groups and methods used to conduct and communicate these processes, along with the content and accessibility of the outputs, are integral to the local perceptions and acceptance that can create and sustain social license to operate.

    “Negotiations and Agreements”:
    Agreements with individuals (both women and men) and communities must be negotiated in a way that provides for a level playing field, the full and transparent exchange of information, an explanation of the benefits and costs that can accrue when land use is changed or land rights are transferred to others, and informed consent prior to the agreement coming into force. Sometimes agreements that affect land rights are made between businesses and government, which then requires separate agreements between the business (and sometimes the government) and the land users or rights-holders. Negotiating and creating these agreements requires specialized knowledge, communications skills, and drafting capabilities.

    “Outgrower Support and Engagement”:
    Change of land use that calls for land users and rights-holders to change the way they use and benefit from their land creates impacts that affects women, men, and communities. These changes must be facilitated through engagement, consultation, and supporting measures that explain the scope and impact of the changes and provide the means for successful and rewarding livelihoods transitions and restoration. The support must be tailored to the new land use and sustained during its life.

    “Social Impact Assessment and Mitigation”:
    Identifying, avoiding, reducing and compensating for the environmental, social and governance (ESG) impacts of an investment process is a vital element of earning and maintaining social license to operate. Identifying and assessing impacts – to women, men and communities – is a critical first step. Developing alternatives approaches that permit impact avoidance and mitigation is also central to impact management. Any impact assessment and management process must recognize that women usually perceive and are affected by impacts differently than men and communities.

    “Stakeholder Mapping and Stakeholder/Community Consultation”:
    Identifying all affected parties and supporting a transparent exchange of information between the business and these parties, paying particular attention to reaching out and hearing from social groups vulnerable to exclusion. Businesses can use these processes to establish and maintain effective and robust dialogue with local people and groups, which is essential to establishing and maintaining a social license to operate.

    “Other”:
    The SLP will facilitate services that are related to social engagement but which do not fall neatly in the above categories. Businesses can simply say what they need and the Admin team will respond rapidly with an assessment of how they can help.
    The SLP will expand this list of services in response to demand and feedback. Please contact us if you have any questions.

  • Please provide background information to your experience that will contribute to you completing the project successfully.

  • Please indicate the high-level approach you plan to take in completing the project as described in the ToR. Please note you will have an opportunity to specify your approach for each activity.

  • Please indicate the number of activities in your proposed approach. Consider the requested activities in the ToR as a starting point; you are welcome to combine, modify, or add additional activities that you deem necessary based on your experience to deliver the project in line with best practice.

  • Please indicate the name of the first activity. This should be a descriptive name to identify the activity.

  • Please describe what you will be doing and how you plan on achieving the proposed activity outcome.

  • Please select the most accurate expected duration to complete the activity.

  • Please indicate the type of deliverable that is expected for the activity according to the ToR, or that your organization expects to deliver upon completion of the activity.

  • Please upload a Word document that describes the remaining activities. Please ensure that the format of the document corresponds to the layout of the preceding activity descriptions.

  • Please outline anticipated outcomes and indicators for the project.

    This description should include qualifications and all previous projects that relate to this project.

  • Please indicate the method that you anticipate on using as part of your monitoring, evaluating and reporting strategy.

  • For technology, please indicate the tools you will be using to capture the data. For example: TMP’s Field Monitoring System – an open source monitoring and reporting system that makes use of android devices to collect and readily access data in the field, enabling participatory approaches to data management.

  • Please indicate the best frequency of reporting for the project.

  • Please upload your expected workplan for the proposed project.

  • Please describe the risks that you think could be of significance to the project.

  • Please describe up to three (3) past or current experiences that demonstrate your organization’s ability to successfully deliver and manage the proposed project. Please list the location, funder, project objective, and three to five sentences describing the work conducted for each of your past experiences.

  • Please describe the structure and composition of your proposed project team. Please list each key project team member with a two to three sentence description of each person’s experience and one to two sentences describing each person’s proposed roles and responsibilities on the project.

  • Please upload the CV of the Team Lead. The CV should include the Team Lead’s complete name, education, language skills, location of work experience, employment record, and project experience that identifies key tasks that best illustrate capability to handle the tasks assigned in this project. You may also upload the CVs of other proposed project team members, although this is not required.

  • Please indicate your total project budget in the currency specified in the ToR. If no currency is specified, please default to USD.

  • Please provide a detailed budget for the proposal in the currency and format specified in the TOR. If nothing is specified, please default to USD and take the following into consideration: personnel costs; travel-related costs including per-diem; other direct costs such as printing; indirect costs such as overheads.

  • The SLP recommends that payment structures are milestone/deliverable based. In a deliverables or milestones-based payment plan, each deliverable or milestone has an associated fee. Payment is tied to completion and submission of each deliverable or achievement of each milestone. If you prefer an alternative payment structure, such as time-based payments, please use the other field to specify.

  • Please indicate if your organization would be interested in any follow-on work.

  • Please upload any additional files that could be of value for the proposal

    For example: a work plan, budget breakdown or similar work