Request for Proposal (RFP): Organizing a Virtual Study Visit to European Municipalities 224 views

National Democratic Institute

Request for Proposal (RFP)

Organizing a Virtual Study Visit to European Municipalities


RFP Release Date: June 02, 2021






National Democratic Institute (NDI or the Institute) has actively supported Ukrainian efforts to strengthen democratic institutions and advance democratic reforms through women’s participation and leadership since 1992.


Since 2016, NDI has helped local communities implement decentralization reform effectively with the focus on advancing the state of gender equality at the local level. Through comprehensive programming, NDI supports local authorities in applying a gender responsive approach to community governance. Illustratively, NDI enables local executive officials to integrate instruments of gender responsive budgeting into the policy-making process; supports formation and development of gender focused caucuses in local councils; conducts public information and awareness-raising campaigns on the benefits of women’s political participation.


Ukraine’s 2020 local elections resulted in a low number of women elected as mayors. Out of 1421 contested mayoral positions, only 234 were taken by women, which only makes up 16.5%. Usually, municipal-level contests are more accessible to new entrants, including women, as campaign costs are lower. However, the highly contested race, caused by the decentralization-propelled increase in available resources at a local level, the deep-seated gender stereotypes, which continue to permeate the political environment, and the negative portrayal of women in the media, there were additional barriers to women. Therefore, it is crucial to carry on activities aimed at capacity building of women leaders, increasing their confidence and assertiveness, and facilitating networking and experience exchange, with a particular focus on women’s solidarity.


In this context, NDI conducts the School of Women Mayors, a 6-months long leadership and capacity building program that is open to all elected women mayors willing to participate. The school is structured in the form of monthly thematic meetings that offer either national or international expertise and a platform for networking. The thematic modules are focused around local issues of strategic ang gender responsive governance, healthcare, communications and public consultations, citizen engagement and local economic development. The goal of the school is to foster cooperation among women mayors and launch a sustainable network among the participants.




As a component of the School of Mayors, NDI plans to complement the monthly thematic modules with a 5-day virtual study mission to a European municipality(ies) in early August 2021. The study mission will link Ukrainian mayors with local electeds and officials to discuss best practices of applying a gender lens to different issues of local governance. The goal of the sessions is to provide the School of Women Mayors with best practices, case studies and lessons learned from local efforts across sectors that can be used to inform their efforts to address similar issues or implement similar reforms in Ukraine. NDI anticipates approximately three hours of sessions per day.

NDI is soliciting proposals from qualified vendors to identify and coordinate with a European municipality(ies) for the virtual study visit. As a result of this RFP, NDI anticipates issuing a services contract with the selected vendor.



NDI intends to procure services of a reputable and qualified vendor with strong knowledge of and connections with local authorities/regions, gender responsive governance and decentralization issues to organize a virtual study visit to one or several European municipalities known for their gender responsive governance practices. The exact number and types of meetings will be agreed upon with the selected vendor during negotiations; however, the virtual study visit will last approximately five days with up to three hours of sessions per day.


The general scope of work and illustrative activities include:


  • Identifying one or multiple municipalities as potential “sites” for the study visit that provide quality examples of gender responsive governance for the School of Women Mayors participants;
  • Within the identified municipality(ies), identifying best practices and panelists/speakers that can speak to the integration of gender responsive policies/practices in those areas. Such sectors/topics could include, but not limited to: waste management; citizens’ engagement; organizational structure of local authorities, healthcare; and social care service provision
    • Electeds/officials identified as panelists/speakers must be able to highlight gender mainstreaming practices in proposed areas of expertise based on past or current substantial involvement in the reform process or ongoing implementation;
  • Drafting the study visit agenda;
  • Negotiating dates, time, and length of meetings with panelists/speakers of the chosen municipalities;
  • Ensuring the panelists/speakers are briefed on the purpose of their session and have prepared talking points, presentations, and other relevant materials that address the overall objective of the study vision.;
  • Moderating sessions of the virtual visit;
  • Arranging technical support during the virtual visit (e.g. choosing the online platform, creating meeting links, administrating meetings, organizing simultaneous translation to/from Ukrainian, etc.);
  • Preparing a report following the study visit that summarizes the sessions and can serve as a reference for the School of Mayors’ participants on the discussions.


During the preparatory stages of the study visit, NDI will approve the agenda, thematic areas of the sessions and panelists/speakers to ensure consistency with program goals and the interest of the visit’s participants. Once the selected vendor is identified, NDI will provide further briefings to support the planning process. Due to the Covid-19 situation in Ukraine, all work under this RFP will be conducted remotely.





Submissions are due by June 23, 2021. Early submissions are encouraged.


The vendor agreement is expected to start in mid July 2021 and last through the duration of the study mission.


The study visit is planned for early August 2021 over a five-day period. NDI anticipates the final report being completed within one month of the visit.





Potential vendors should submit a written proposal to NDI by the aforementioned deadline for full consideration.Proposals should indicate the bidder’s qualifications to conduct the activities outlined in their proposal.


The proposal should include:

  • General information and background on the vendor, including CVs of key personnel and an organizational/corporate profile for an entity.This section should demonstrate the vendor’s:
    • Knowledge of gender responsive governance and knowledge of best practices at the municipality level;
    • Strong connection to and contacts with European municipalities, particularly those identified in the proposal as potential “sites” for the visit;
    • Knowledge of or experience with decentralization reforms or past work with Ukrainian local authorities would be an advantage;
    • Knowledge of Ukrainian political, economic, and reform context would be an advantage;
  • A list of previous projects with a similar scope;
  • A detailed description of past experiences engaging with European municipalities:
    • In this section, please articulate if any past work illustrates the vendor’s ability to organize bilateral or multilateral online meetings between representatives of local municipalities.
    • Please provide at least two references for past work or engagements with European municipalities.
  • A description of the proposed municipality(ies), their best practices that could be highlighted during the sessions and the vendor’s plan for ensuring participation of key individuals from those municipalities in the meetings, along with any risk mitigation strategies.
  • A sample agenda for the 5-day virtual study visit., The agenda must include:
    • Name(s) of European municipality(ies);
    • Potential panel topics/subjects for each of the visit’s sessions;
    • Potential panelists/speakers for each session or short description of the type of individual who would be approached to speak;
  • Detailed budget of all costs associated with preparing, conducting, and evaluating the virtual study visit. This should include costs and other fees for personnel time, honorarium, materials preparation, online hosting fees, interpretation, etc. The budget should be in USD.




  • Please submit proposals in English via email to [email protected] The deadline for submitting proposals is June 23, 2021. Questions regarding this RFP can be emailed by June 15, 2021 to the aforementioned email address. Answers to submitted questions will be shared with all vendors who have expressed an interest in the RFP via email.
  • To help us track our procurement effort, please indicate in your email where ( you saw this tender/procurement notice.


NDI will evaluate bids based on the vendor’s ability to meet the description of services needed, experience and price. NDI reserves the right to reject any and all bids. NDI reserves the right to consider bids for modification at any time before a contract is awarded. NDI should not be liable for any costs associated with the preparation, transmittal, or presentation materials submitted in response to the RFP. NDI makes no certification as to the accuracy of any item and is not responsible or liable for any reliance on or use of the information or for any claims asserted therefrom. Bids are expected to be valid for up to six months from the publication date of the RFP.


Bidders must provide disclosure of any known past, present or future relationships with any parties associated with NDI. For example, applicants should disclose if a member of their Board is also a member of NDI’s Board currently or in the past. The bidder also certifies that the prices offered were arrived at independently and without the purpose of restricting competition with other offerers, including but not limited to subsidiaries and that prices have not been and will not be knowingly disclosed to any other offerer unless required by law. Failure to comply with these requirements may result in NDI having to re-evaluate the selection of a potential bid.




The National Democratic Institute is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992.


For more information about NDI, please visit:

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The National Democratic Institute is a nonprofit, nonpartisan, nongovernmental organization that has supported democratic institutions and practices in every region of the world for more than three decades.

Since its founding in 1983, NDI and its local partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government.

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