Technical Documentation and Knowledge Management (KM) Specialist

REQUEST FOR PROPOSALS #02300
Elizabeth Glaser Pediatric AIDS Foundation
1140 Connecticut Ave NW, Suite 200
Washington, DC 20036
Technical Documentation and Knowledge Management (KM) Specialist
The Elizabeth Glaser Pediatric AIDS Foundation (the Foundation) seeks a technical
documentation and knowledge management (KM) specialist to support knowledge sharing and
application of KM methodologies and tools related to the Elizabeth Glaser Pediatric AIDS
Foundation’s HIV/AIDS program implementation activities in 17 countries worldwide.
Deadline: April 15, 2011 – 5:00 p.m. Eastern time
Statement of Business
The Elizabeth Glaser Pediatric AIDS Foundation, a U.S. non-profit organization, is the worldwide
leader in the fight against pediatric AIDS. Our mission is to prevent pediatric HIV infection and
to eradicate pediatric AIDS through research, advocacy, and prevention and treatment
programs. For more information, please visit http://www.pedaids.org.
Scope of Work
• Under the guidance of the Senior Technical Editor, support Foundation country
programs and global staff to achieve broader knowledge management and
documentation objectives
o Facilitate cross-project learning and best practice transfer within and outside
EGPAF through documentation and dissemination/sharing of program innovations
and lessons learned
o Support documentation and dissemination of knowledge generated through
internal advisory/working groups, expert meetings, and virtual discussion groups
o Facilitate training of existing technical staff and new-hires through development /
adaptation of curricula for the Foundation’s e-learning platform
o Develop templates and tools to support routine sharing of programmatic
innovations and lessons learned
• Under the guidance of the Senior Technical Editor, support implementation and roll-out
of the Foundation’s new intranet
o Compile and catalog key internal and external technical resources and upload to
online document repository
o Assist technical teams in developing team content and collaborations spaces
o Develop intranet content templates and guidelines
o Provide training and mentorship to individuals and teams to support more
effective use of the new intranet
o Monitor site metrics to identify performance / usage gaps
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Routinely update staff on site changes and improvements
Develop documentation, such as user guides, to support more effective use of
existing tools
Timeframe: Approximately 40 hours/week, from May 2011 to December 2011.
Deliverables
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Completed tasks and materials that are responsive to the Foundation’s requests and
requirements.
Foundation Responsibilities
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Support the work of the contractor by communicating the Foundation’s needs and
expectations for each project/service.
Logistics
Contractor will perform the services from their home office and also at EGPAF’s Los Angeles or
DC Office as required.
Qualifications
Required qualifications
• Bachelor’s degree required. Master’s degree in Knowledge Management, Public Health,
International Development, Communications, or similar preferred; and
• 3-5 years practical experience in applying knowledge management methodologies and
tools, preferably in an international health or development setting.
Preferred qualifications
• Experience in the deployment, use and management of “enterprise 2.0” social
networking tools and/or corporate intranets
• Intermediate or better understanding of written French and/or Portuguese.
• Training and/or experience in project management
• Experience with online electronic document/content management systems
• Experience creating training curricula or e-learning modules
Knowledge, Skills and Abilities
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State-of- the- art knowledge of the literature, tools, and practices of knowledge
management;
Strong publication (electronic and print) writing, editing, and formatting skills;
Basic understanding of medical terminology, especially related to HIV/AIDS;
Strong listening and information gathering skills, and ability to compile and consolidate
technical information and resources;
Proficient in Word, PowerPoint, and Excel;
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Excellent communication and organizational skills with demonstrated success working in
a multicultural team environment;
Expert knowledge of English grammar, composition, and style;
Ability to work independently;
Strong attention to detail and follow-through;
Willingness to travel domestically and internationally and work with project teams in
developing countries.
Key Contract Terms
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This will be a fully loaded hourly labor rate contract. Payment will be based on the
proposed price, up to a ceiling, plus reimbursement for any expenses pre-approved by
the Foundation (such as travel expenses).
Unless stated otherwise in a specific task order statement of work, the contractor is
responsible for providing the equipment, and/or supplies required to perform the
services specified.
All deliverables provided to the Foundation will be the exclusive property of the
Foundation and will be provided without any additional fee beyond the compensated
hours.
Evaluation Criteria
The Foundation will use a “best value” method for selecting the most advantageous contractor
or firm to provide these services. All proposals provided to the Foundation by offerors will be
evaluated by the Foundation solely against the following criteria:
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Contractor’s demonstrated experience in applying knowledge management
methodologies and tools in an institutional setting.
Contractor’s demonstrated experience documenting program experiences for technical
and lay audiences.
Cost of contractor’s services as measured by fully-loaded hourly labor rate.
Offerors who have the preferred (but not required) qualifications listed above will be
given extra points in the assessment process, which may or may not make them the
best value for the Foundation.
Instructions for Submission of Proposal
Each proposal must contain:
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A statement of capacity that specifically addresses the following points:
o Experience in the application of knowledge management methodologies and
tools.
o Three (3) writing samples from one or more of the following areas: international
health/development, biological sciences, clinical medicine.
o Proposed fully- loaded hourly labor rate up to 40 hours/wk.
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Planned timeline:
April 5th, 2011 Deadline for any inquiries.
Technical inquiries should be directed to Sara Teitelman, Senior Technical Editor, at
steitelman@pedaids.org.
General RFP inquiries should be directed to: Cathy Colbert, Senior Contracts Administrator, at
ccolbert@pedaids.org.
April 8th, 2011 Responses to Inquiries posted on EGPAF website.
April 15th, 2011: Completed proposals must be delivered electronically by the deadline
mentioned on page one to: Cathy Colbert, Senior Contracts Administrator, at
ccolbert@pedaids.org. with a “cc” to Sarah Teitleman, Senior Technical Editor at
steitleman@pedaids.org
April 22nd, 2011 Final decision.
May 2nd, 2011 Contract executed and Services begin.
Please note it is our best intention to comply with the above timeline but unavoidable delays
may occur.
Additional Information
All proposal and communications must be identified by the unique RFP# reflected
on the first page of this document. Failure to comply with this requirement may
result in non-consideration of your proposal.
Any proposal not addressing each of the foregoing items could be considered non-responsive.
Late proposals will be rejected without being considered. This RFP is not an offer to enter into
agreement with any party, but rather a request to receive proposals from persons or firms
interested in providing the described services. Such proposals shall be considered and treated
by the Foundation as offers to enter into an agreement. The Foundation reserves the right to
reject all proposals, in whole or in part, and/or enter into negotiations with any party. The
Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of
this RFP until and unless a written contract between the parties is executed. Contractor’s time
spent on preparing a proposal to respond to this solicitation will not be compensated by the
Foundation.
The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity
employer and does not discriminate against any employee or applicant for employment
because of age, disability, race, religion, color, national origin, or sex.