Request for Proposals (RFP): Monitoring, Evaluation & Learning (MEL) Lead for Pilot Program

 

Request for Proposals (RFP): Monitoring, Evaluation & Learning (MEL) Lead for Pilot Program

Introduction & Background

Organization: Foundation for Innovation and Action (FIA)
Project: MEL Consultancy for PRAGATI Programme Pilot
Duration: November 2025 – January 2026 (3 months)
Location: Churu District, Rajasthan
Implementation Start: November 2025

The PRAGATI Programme is an innovative educational initiative aligned with NEP 2020 and NCF 2023, integrating three core pillars: Computational Thinking & AI, Social Emotional Learning, and Entrepreneurship. The pilot will run exclusively in Churu district to test and refine all M&E instruments before scaling to Rajsamand.

Objectives of the Assignment

The primary objective of this consultancy is to design, execute, and deliver a comprehensive MEL framework for the pilot program. This includes developing indicators, tools, and data analysis processes that will capture the pilot’s performance and outcomes. By the end of the pilot, the MEL lead is expected to provide evidence-based findings and actionable recommendations that will guide decision-makers on scaling or refining the program. Ultimately, the MEL component should ensure the pilot achieves its learning goals and accountability standards.

Scope of Work

The MEL consultant (individual or team) will be responsible for the end-to-end MEL design and implementation for the pilot. Key tasks include:

• MEL Framework Development: Design an overall MEL plan for the pilot, including a clear Theory of Change or results framework that aligns with the pilot’s goals. Define key performance indicators (KPIs) at input, output, outcome, and impact levels.
• Indicator Definition & Target Setting: Develop a set of relevant and measurable indicators to track the pilot’s progress and success. Establish baselines and realistic targets for the pilot’s duration.
• Tool Creation & Data Collection: Create or adapt data collection tools and instruments (e.g. survey questionnaires, interview guides, observation checklists) needed to monitor indicators. Provide guidance on remote data collection strategies since the engagement is fully remote (e.g. phone/online surveys, virtual interviews).
• Analysis Framework: Develop a data analysis plan outlining how data will be compiled and analyzed. This should include methodologies for both quantitative data (statistical analysis, trends) and qualitative insights (thematic analysis from interviews or open-ended feedback). Set up templates or simple databases for tracking data throughout the pilot.
• Monitoring & Oversight: Oversee the collection of monitoring data throughout the pilot (November–January). This may involve training program staff in data reporting, preparation of training manual, setting up remote check-ins to ensure data quality, and troubleshooting any MEL-related issues during implementation.
• Learning Documentation: Synthesize data and learning in real-time to inform the pilot team of progress and any needed adjustments. Facilitate at least one interim learning review (e.g. a virtual presentation or brief report) to share early findings or lessons with the team.
• Evaluation & Recommendations: Conduct an end-of-pilot evaluation to assess overall performance against objectives. Analyze all collected data to draw conclusions about what worked, what didn’t, and why. Prepare a MEL report that highlights key findings, lessons learned, and practical recommendations. Emphasis should be on recommendations that can improve or scale the program in the next phase.

Note: All activities will be carried out through remote collaboration. The Firm/Consultant is expected to establish effective communication with the pilot program team (via email, video calls, etc.) to gather information and provide updates. No field travel is anticipated for this assignment.

Deliverables

The following deliverables are expected from the MEL Firm/consultant:

• Inception Report: A brief inception report or work plan within two weeks of contract start, confirming the MEL approach, detailed methodology, indicator list, and a schedule of MEL activities.
• MEL Tools & Framework: All data collection tools (surveys, interview guides, etc.) and the MEL framework document (including the indicator matrix and analysis plan). Draft versions should be submitted for review before finalization.
• Interim Progress Update: At least one interim MEL update (e.g. a brief report or presentation) during the pilot to share initial insights or flag any needed course corrections.
• Final MEL Report: A comprehensive final report at the end of the pilot. This report should include an overview of the MEL approach, the pilot results for each indicator, analysis of outcomes, and a set of clear, actionable recommendations for future programming.
• Presentation of Findings: An executive presentation (slide deck or webinar) summarizing the pilot’s MEL findings and recommendations, suitable for dissemination to stakeholders or leadership.

All deliverables should be prepared in clear, professional English. The final report and presentation should be submitted by the end of January 2026 (or as agreed in the work plan), aligning with the conclusion of the pilot.

Timeline

• Project Duration: The pilot program and this MEL Firm/consultancy will run from November 2025 through January 2026. All MEL activities and final reporting must be concluded within this period.
• RFP Release: October 14, 2025
• Proposal Submission Deadline: October 21, 2025 – Complete proposals must be emailed or submitted by 11:59 PM on this date. Early submissions are encouraged.
• Selection & Contracting: An evaluation committee will review proposals immediately after the deadline. We anticipate notifying the selected Firm/consultant by late October 2025, with contracting and a kick-off meeting in early November 2025.

Key Milestones for MEL:

• Early November: Inception phase (kick-off, document review, finalizing MEL plan).
• Mid-November: Finalize MEL framework and tools; begin data collection.
• December: Ongoing monitoring; interim learning update delivered.
• January: Conclude data collection; conduct end-of-pilot evaluation; submit final report and presentation by end of January 2026.

Note: The above timeline is an estimate. Applicants may propose a refined timeline in their methodology as long as it adheres to the overall pilot period and deliverable deadlines.

Eligibility & Qualifications

Who Can Apply: This RFP is open to both consulting organizations/firms and individual consultants with the capacity to deliver the scope of work. There is no preference regarding organization size or individual vs. firm, as long as the expertise requirements are met. Key qualifications include:

• Expertise in MEL: Demonstrated experience (ideally 5+ years) in monitoring, evaluation, and learning for development or social impact programs. Experience with pilot programs or short-term projects is an advantage.
• Technical Skills: Strong skills in developing results frameworks, defining indicators, and creating data collection tools. Familiarity with both qualitative and quantitative evaluation methods is required. Ability to analyze data and synthesize findings into actionable insights is critical.
• Sectoral Knowledge: Alignment with the pilot programs of education area is desirable. Relevant domain experience should be highlighted.
• Remote Work Capacity: Proven ability to work and coordinate remotely.
• Team Capacity: If an organization or team is applying, it should have qualified personnel for the various tasks (MEL design, data analysis, etc.). If an individual, they should demonstrate the ability to carry out all required tasks (or a plan to subcontract certain tasks, which must be clearly explained).
• Language and Communication: Excellent written and spoken English for reporting. Strong communication skills to present findings and engage with our team.

References or examples of past MEL assignments (especially for similar projects or similar scopes) are welcome to demonstrate the applicant’s track record.

Proposal Submission Guidelines

Interested Firm/consultants are requested to submit a proposal (maximum 5 pages) addressing the following components:

1. Technical Approach: Describe your understanding of the pilot program and how you plan to achieve the MEL objectives. Outline the proposed MEL approach/methodology for this pilot, including any initial thoughts on indicators, data sources, and analysis techniques. Be sure to mention how you will execute the work remotely, ensuring quality data collection and communication.
2. Work Plan: Provide a brief work plan aligning with the pilot timeline. Indicate the key activities, their sequence, and how they map to the pilot’s schedule (November–January). This can be a brief narrative or a table.
3. Team and Experience: Introduce the individual or team that will be involved. Highlight relevant experience and qualifications that directly relate to this assignment. If an organization, specify the team structure and roles (attach short bios or CVs in an annex, not counted towards the 5 pages). If an individual, summarize your background in MEL and any support you will draw on.
4. Deliverables & Quality Assurance: Confirm your ability to produce the deliverables listed in this RFP. Briefly explain any quality assurance measures you will use (e.g., tool pilot-testing, data verification steps, peer review of the report) to ensure high-quality outputs.
5. Budget Proposal: No predefined budget cap is set for this assignment. Provide a cost proposal that outlines your fees and any other expenses required. The budget should be realistic and commensurate with the scope of work. Include a breakdown (e.g., personnel time, any software or communication costs) and a brief justification for the costs. Note: since the work is remote, no travel costs should be included.
6. References (optional): You may include 1-2 references or brief descriptions of similar MEL projects you have led, including contact info of a client reference if available. These can be listed within the 5 pages or as an annex.

Format: Proposals should not exceed 5 pages of main content (excluding cover page and annexes like CVs or references). Use a clear structure with headings corresponding to the components above for easy evaluation. Submissions must be in PDF or Word format. All proposals must be in English.

Submission: Send your proposal via email to gaurav@fia.foundation with cc to yugalv@gmail.com with the subject line “MEL Pilot Program – Proposal Submission”. Ensure the proposal and any attachments are all consolidated in one email. If file size is a concern, provide a download link in the email body.

Evaluation Criteria

All proposals will be evaluated by an internal committee according to the following criteria:

• Technical Strength: The rigor and soundness of the proposed MEL approach and methodology. We will assess how well the proposal demonstrates understanding of MEL principles and addresses the requirements. Innovative and practical approaches to remote MEL execution will be rated highly.
• Alignment with Pilot Intent: How well the proposal reflects an understanding of the pilot program’s goals and context. The proposed indicators and focus areas should align with what the pilot aims to achieve. Proposals that show insight into the pilot’s sector or target beneficiaries will score better here.
• Relevant Experience: The consultant’s track record and qualifications in MEL, especially in similar projects or sectors. This includes both the organizational experience (if a firm) and the designated team’s expertise. Past success in delivering actionable evaluation insights will be a plus.
• Proposed Methodology & Work Plan: Feasibility and clarity of the work plan and timeline. We will look at whether the activities and deliverables can realistically be completed within the pilot period. A well-structured plan with clear milestones will be rated favorably.
• Team/Individual Capacity: The capability and availability of the personnel involved. For firms, this means having the right mix of skills on the team; for individuals, it means demonstrating the ability to handle all aspects or having a plan to source assistance for any skill gaps. Strong communication and report-writing skills are part of this consideration.

Each criterion will be scored and weighted roughly equally, with technical quality and understanding of the pilot being paramount. Cost proposals will be reviewed for realism and value for money, but cost will not be the sole deciding factor given the emphasis on quality. We seek to balance quality and cost-effectiveness.

Top-scoring proposals may be invited for a brief follow-up discussion or interview (via video call) to clarify any questions before final selection.

Terms and Conditions

• Contract Type: The award will be made in the form of a short-term consultancy contract. Payment schedule and terms will be negotiated with the selected bidder, linked to deliverables/milestones.
• Intellectual Property: All data, tools, and reports produced under this assignment will be the property of our FIA organization. The consultant may not publish or disseminate the outputs without prior written consent.
• Confidentiality: The consultant must maintain confidentiality of all project information and data collected during the assignment.
• Collaboration: The consultant is expected to work closely with our program team (remotely) and be responsive to communications. Regular check-ins (weekly or as agreed) should be factored into the approach.
• Reservation of Rights: We reserve the right to accept or reject any proposal, and to annul the solicitation process at any time prior to contract award without incurring any liability.

Submission Deadline and Contact Information

Deadline: Please submit your proposal by October 21, 2025 (11:59 PM IST). Early submissions are encouraged.

Contact for Queries : Any questions or requests for clarification regarding this RFP can be directed to the primary contact by October 20, 2025.
Primary Contact: Gaurav Khandelwal Email: gaurav@fia.foundation  

We appreciate your interest in this opportunity and look forward to receiving your proposal. Thank you for helping us drive effective learning and impact through this pilot program.

 

Authorized and released by the Foundation for Innovation and Action (FIA), India. All inquiries or submissions must be directed to the contacts listed above. Issued in Jaipur, Rajasthan on 14 October 2025. 

 

 

 

Tags Adolescent Children and Childcare Corporate Social Responsibility (CSR) Education and Education Technology (edtech) Entrepreneurship Social Change