Consultant for Cost Project (Request for Proposal)

RFP No: PSI1025

Issue Date: November 3, 2025

Closing Date: November 10, 2025

Full RFP: RFP for Costing Services 2025

Introduction

PSI is a non-profit organization working to improve the health of poor and vulnerable people in developing countries. PSI has an annual budget of approximately $150 million, offices in 30+ countries, and over 1,000+ employees. Country offices are supported by 140+ staff providing services in programmatic and administrative areas. Collectively this group is referred to as “Global Services”, though most staff are based in Washington, D.C. Global Services is divided into three divisions which encompass over 20 departments. For further information on PSI’s size, scope, structure, and strategy refer to www.psi.org.

PSI is seeking, through the issue of this RFP, to appoint a consultant to provide comprehensive diagnostics of PSI indirect rate cost structure and deliver a set of actionable, evidence based recommendations and implementation plan.

a. Consultant proposal

Your proposal should provide basic information about your organization and relevant costing and organizational design experience. It should have a section addressing each of the following areas:

a. Organizational Profile

• Describe the organization on an overall basis, both nationally and internationally (if appropriate) including the organization’s structure, size, areas of practice and location(s)
• Please DO NOT include sales or marketing information that is available on the organizations’ website – this information is already known to us.
• Provide a detailed track record of previous similar engagements or expertise in the areas requested.

b. Costing and Organizational Structure experience

• Provide a description of the organization’s costing experience in dealing with non-profit organizations and international NGO’s
• Describe the key personnel to be utilized on the engagement along with resumes of key personnel. Indicate their degree of expertise and prior experience, which would be appropriate for the engagement;
• This section should particularly address the areas outlined in the Scope of Work in Part 2 of this RFP.

c. Responsiveness:

• Identify key personnel who will be available for consultation or discussion;
• Describe any current or past relationships the organization may have with PSI, and if it is a potential conflict of interest. If there is a potential conflict of interest then please explain how this risk will be mitigated.

d. References:

1. Submit three (2) client references for each key member of the proposed service team;
2. Provide any other information to demonstrate the organization’s costing services capability in relation to the Scope of Work

B. financial proposal

Organization should list their staff who will provide the services and their rates.

2.0 Proposal Submission

All proposals must be in writing and dated. They may be emailed or mailed as shown on the cover page and below.

kschwartz@psi.org

-or-

Kim Schwartz

Financial Advisor and Treasurer

Population Services International

1120 19th Street, NW, Suite 600

Washington, DC 20036

Proposals must be valid for at least ninety (90) days from the Date of Receipt.

3.0 Proposal Evaluation

Specifically, the selection committee will evaluate each proposal upon the following criteria:

1. Level of experience of the organization and of the individual(s) identified in the proposal
2. The organization’s understanding of PSI’s global needs and approach to the Scope of Work
3. The prior experience and reputation of the organization/individual in working with non-profit organizations and international NGO’s similar to PSI;
4. Cost

NOTE: Please provide a forecast of the total hours needed and the duration of the project engagement.

3.0 General

PSI is not bound to accept the lowest or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals.

part 2: proposal scope of work

The anticipated scope of the consulting engagement includes the following:

1. Review PSI’s current indirect cost rate methodology as they apply to non-USG donors, including a review of layered costs that include in country joint costs directly allocated to projects, regional support and headquarters support costs including parent company ( HXP) costs for a number of departments.
2. Review and document major components of the indirect cost policies of PSI’s largest donors and identify inconsistencies with PSI own practices of direct and indirect costing
3. Interview several internal PSI stakeholders and document issues that they have had in conversations with donors regarding PSI OH and direct and indirect cost methodologies.
4. Gather and summarize indirect cost methodologies of PSI competitors and peer organizations. PSI will provide any rate information that they currently have from competitors. Consulting should obtain other publicly available information and/or gather such information in an anonymous way from peer organizations.
5. Recommend changes to PSI costing structure that will better meet donor expectations and will be financially viable for PSI. This will include working with PSI to run models of recommended changes.
6. Identify and document inefficiencies and risks to PSI current methodology as well as any new recommendations to the methodology.
7. Review PSI current changes to its bid proposals process including financial presentation as well as articulation of such that is presented to donors and make recommendations for improvements to increase donor acceptance of PSI costs and lesson confusion of the donors.
8. Review tools and templates that PSI has developed to help country and project leadership articulate PSI costs as well as calculate quickly loss or surplus of a donor project.
9. Provide PSI with a project timeline, meeting schedule and summary of deliverables for PSI approval.

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