NGO support toolkit (English)  >  Partner and project selection  >  Selecting NGOs and CBOs 

Solicitations and RFPs

NGO/CBO support providers (NSPs) can use a number of different strategies to identify NGOs and CBOs to submit applications, such as open requests for concept papers, expressions of interest or proposals, or through targeted solicitation of specific organisations.

Requests for expressions of interest and proposals are formal statements and can be made through a variety of media, including newspaper articles, radio announcements, newsletters and mass mailing to organisations. NSPs may outline a priority area of work such as prevention, care of orphans and vulnerable children (OVC), and target populations or geographical preferences according to their own strategic objectives. The request or announcement usually includes criteria for selection and guidelines for preparation, and any supporting documents that are required.

Requests for Concept Papers and Expressions of Interest are initial requests for information, from which a shortlist for seeking full proposals can be selected. The purpose of these is to enable a wide pool of organisations to be screened without requiring detailed proposals to be prepared and assessed. From the assessment of the expressions of interest a short list can be selected from whom full proposals can be sought, through a request for proposals.

Sometimes, NSPs may want to be more targeted in their partner selection, and can solicit proposals from a smaller, select group of NGOs and CBOs. This strategy has the advantage of resulting in less work in screening large numbers of responses, but there is a chance that organisations with potential will be missed. Furthermore, targeted solicitations can invite criticism or complaint in terms of who is or isn’t approached and it is essential that there is a clear logic or criteria for choices made in order to avoid resentment from those not chosen.

NSPs can also provide training in needs assessment and project design as a way to identify potential partners. This approach may be time consuming but can be used to encourage and support NGOs and CBOs which would not usually respond to general announcements or those that do not have strong skills in proposal development.

Issues to consider

• It is important that requests for expressions of interest are published in appropriate media, to which potential NGO and CBO partners have access. Furthermore, some strategies may favour one type of organisation over another. NSPs needs to use the media that best targets their audience.
• The effectiveness of the media should be continually assessed when used to obtain applications in order to ensure that they reach the proposed target, are cost effective and timely.
• Requests for expressions of interest and proposals should be announced a reasonable time in advance to ensure that NGOs and CBOs have adequate time to prepare any required documentation. The format should be clear, simple and easy to follow.
• Requests for expressions of interest and proposals ideally should set out clearly defined selection criteria, including programmatic and organisational elements. This will promote transparency of the process and inform inappropriate applicants not to waste their time applying.
• NSPs should be aware that requests for expressions of interest and proposals are processes which are both time and resource consuming and require a level of skill and capacity to organise successfully.

Related Themes

Project selection

Grants, Contracts & MOUs

Mobilising broader involvement

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