Technical Specifications SCOPE OF WORK

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1 REQUEST FOR PROPOSAL FOR SERVICES (RFPS): ONE-ON-ONE TELEPHONE COACHING PROGRAMME FOR THE PARTICIPANTS OF THE NEW AND EMERGING TALENT INITIATIVE (NETI Programme) Technical Specifications SCOPE OF WORK I. Introduction and Background The United Nations Children s Fund (UNICEF) with Headquarters in New York and an annual budget of approximately $3 billion USD is the UN agency that works in over 160 countries, areas and territories to ensure the survival, protection and development of children. As part of a global strategy to identify and develop talent to meet the organization s current and future needs, UNICEF launched the New and Emerging Talent Initiative (NETI) to attract, select, develop and retain talent from entry to mid-career level to grow within UNICEF, and over time enhance and develop further their functional and managerial expertise. The NETI is a two-year programme comprising of a one-month induction in UNICEF New York Headquarters, followed by a work assignment in a UNICEF office globally for the remaining period. UNICEF conducts a rigorous and competitive selection process to identify high potential candidates, which includes a written technical test to assess knowledge in specific areas of expertise, a battery of online psychometric tests, a competency-based interview, and a final review by UNICEF s internal Central Review Body. Throughout the NETI assignment, selected participants will benefit from dedicated learning and development activities such as coaching, mentoring, and continuous assessments. Towards the end of their NETI assignment, each NETI participant will undergo a corporate review by a UNICEF Senior Corporate Panel for decision on successful graduation based on merit and performance. II. Objective This Request for Proposal represents the need for the NETI participants to have a coaching programme as part of their development path within the NETI Programme. Therefore, the objective to be satisfied through this Request for Proposal for Services (RFPS) is the design and delivery of a systematic and structured coaching programme to support each participant s continuous competency and potential development, in line with their assigned goals and UNICEF Competency Framework. Each NETI participant will be entitled to a maximum of 40 hours of coaching over the span of their usually two-year participation period in the Programme. III. Estimated Target Audience and Timeframe The target audience for the one-on-one coaching will be approximately 8-20 NETI participants each year, being placed at the P2 and P3 level and representing a diverse range of organizational functions. The audience is likely to include participants in each of UNICEF s seven regions and headquarters offices covering the entire globe. Coaching sessions for the one-on-one coaching service will be offered over the phone. Web-based approaches may offer an alternative to face-to-face method where distance or technology may be a constraint. The coaching timeframe for each NETI cohort will be up to two years, starting with the next cohort in the first quarter of IV. Delivery The coaching service provided to UNICEF for the NETI Programme participants shall include: NETI Coaching Scope of Work 1

2 A. Certified coaches through a formal and comprehensive certification process (who have completed a coaching training programme and have proven coaching experience) will only be eligible to provide the one-on-one coaching service to the NETI participants. B. The Supplier will provide detailed information on proven coaching accreditation including number of certification training hours and number of previous professional coaching hours for each coach who will be working with NETI participants. C. All telephone coaching sessions are not to be taped/recorded for security and confidentiality reasons. This statement will be written upfront as part of the signed coaching agreement between each Assigned Coach and each UNICEF NETI participant. D. Confidential one-on-one coaching sessions delivered by phone or via the web (e.g. Skype) where feasible. Support to the sessions will be provided through . Coaching sessions will be based on a variety of documents related to each participant, such as CV, e-recruitment profile, results of the selected competency-based assessment during the selection process, etc. E. Ensure that UNICEF NETI participants will not be contacted by any coaches and/or Supplier to give specific feedback/information regarding any Assigned Coach s performance or session content. F. English will be the language of reference for this service. All selected coaches shall have English working knowledge to ensure on-going reporting to UNICEF. French and Spanish language skills are considered an asset. G. Selected pool of coaches will consider a balanced distribution of gender and location as NETI participants assignments are world-wide. H. Previous coaching experience with the UN or other similar international organizations is considered an asset, though, not a requisite. I. Each NETI participant will be entitled to a maximum of 40 hours of coaching to be used within their two year participation period with the NETI Programme. Preparation time will be a part of the 40 hours. The Supplier is responsible for bringing this statement to the attention of each Assigned Coach. NETI participants will be expected to conduct follow-up activities in between coaching sessions based on any action areas identified during coaching sessions. J. Any coach employed by the Supplier, in order to be considered for this project, would have to agree to conduct not less than 40 coaching hours over a period of normally 2 years. This requirement will assist Supplier in determining the number of coaches necessary to complete the project. K. Require three (3) progress reports as well as a final report from coaches on each NETI participant s level of development and behavioural trends in alignment with UNICEF competencies to be submitted to UNICEF Human Resources Focal Points, respectively. These reports will be considered, among other reports, as part of the corporate performance review which will determine the graduation of NETI participants from the Programme. The template of the report will be designed by UNICEF Human Resources Focal Points in collaboration with the Supplier. Reports will not reflect details that could affect confidentiality of sessions. L. Two statements must be used to describe the relationships between Supplier and UNICEF and Assigned Coaches and UNICEF. The statements are included at the end of this scope of work. The wording of both statements cannot be changed. 1. One for each certified Assigned Coach who will be selected to provide the above coaching service to UNICEF; 2. One for the Supplier for internal communication purposes to its coaches only. NETI Coaching Scope of Work 2

3 V. Roles and Responsibilities A. There are three levels of project relationship: 1. UNICEF Human Resources Focal Point(s) and Supplier 2. Supplier and pool of selected coaches (Assigned Coaches) 3. Assigned Coaches and UNICEF NETI participants B. In this context, 1. UNICEF HR Focal Point s primary relationship will be with the Supplier only. 2. Supplier will manage the relationship with selected coaches and will administer the coaching process. 3. The relationship between each Assigned Coach and each NETI participant (Coachee) will be confidential. C. Sessions to include confidential coaching methodology are: 1. Debrief on NETI participants results in a variety of performance documents to recognise strengths, blind-spots, along with assigned work goals as part of the NETI Programme. 2. Focus on specific issues/areas identified by each NETI participant arising from the above analysis (this may include the involvement of participant s supervisor). 3. Discussion on actions for development to take place and the completion of a continued individual development plan in line with the assigned goals. D. The onus/responsibility to call the Assigned Coach lies with the NETI participant. The Supplier s role hereunder shall include, but not limited to, the following based on the services for which they submit proposals: 1. Responsible for soliciting/offering certified coaches to provide services to UNICEF. 2. Responsible for putting forth coaching services to UNICEF by providing coaches with corporate experience along with high talent and high potential development experience. Coaches with previous coaching work experience with the UN or similar organizations are considered an asset but not required. 3. Ensure selected coaches are willing to participate in the programme via teleconference or via webinar, and will provide no less than 40 coaching hours per Coachee for one-on-one coaching. 4. Determine the number of coaches needed with respect to available number of participants. 5. Based on responses, create and send a list of certified coaches along with their written acceptance to coach NETI participants and their adherence to the UNICEF NETI coaching process. List of certified coaches will consist of a balanced distribution of gender and locations among coaches and will be submitted to UNICEF/HR Focal Point(s) for mutual final selection of coaches. 6. Include sample delivery of coaching session to the UNICEF HR team to determine selection of coaches. 7. Provide material to UNICEF in order to facilitate internal communications to NETI participants about the one-on-one coaching services and the Supplier as an organization. These materials will include existing communication materials (who is the Supplier, what is coaching, step-by-step outline of the coaching process in relations to UNICEF project, expectations and realities of the coaching session, etc.), as well as custom-developed NETI Coaching Scope of Work 3

4 materials which the Supplier, in consultation with the UNICEF HR Focal Point(s), will develop in order to introduce and launch this project. 8. Manage the relationship with the selected coaches to include fees, payment, etc. 9. Be in direct contact with the selected pool of coaches. Specifically: 1. Supplier will select a contact person for all the coaches. 2. The contact person will ensure initial contact with the Assigned Coach and Coachee. 3. The selected coaches and Supplier will sign an agreement detailing the process and the obligation of both parties. 4. All confirmations and cancellations will be communicated to the Supplier contact person. 5. The contact person will keep a roster of selected coaches and a schedule of all appointments. 6. Supplier will prepare reports of all time used and unused and support the scheduling of appointments, when needed. 7. Supplier will ensure all coaches participating in the programme are familiar with the UNICEF NETI Programme. 8. The Supplier contact person will be available for consultation with UNICEF/DHR at any point of the project. He/she will receive and analyze the responses to questionnaire evaluating participants level of satisfaction with the coaching service that will be distributed to participants at the end of the process. 10. Administer the coaching follow-up process, acting as an intermediary between the selected pool of certified coaches and the HR Focal Points (e.g. ensure that selected coaches initiate contact with participants once they have sent written confirmation, scheduling of on-going appointments, report cancellations, account for available and spent coaching hours from coaches, send monthly updates to UNICEF HR Focal Points, etc.). Note: Communication on session content between coach and Coachee does not have to be approved by or copied to HR Focal Point(s) for administrative and confidentiality reasons. 11. Ensure that coaches submit all learning materials shared with the NETI participants to Supplier. Then, Supplier will send all of those materials (after checking for redundancy) to UNICEF/DHR for records and information. UNICEF/DHR s role in the above coaching services shall include the following tasks: A. Select and decide with the Supplier the pool of certified coaches to provide coaching service. B. Prepare and distribute any pre-session information and materials to be distributed to participants such as: 1. Briefing on what the coaching sessions can/not achieve. 2. Step-by-step outline of the coaching process as agreed with Supplier, e.g. scheduling and cancelling appointments, process to confirm participation, etc. 3. Orient selected pool of coaches on UNICEF s organisational context as well as on key principles, strategies and UNICEF competencies related to the coaching services. 4. Acknowledge actual number of completed hours as reported from the Supplier and coaching recipients on a quarterly basis. NETI Coaching Scope of Work 4

5 Approved Statements to Describe the Relationship Between Selected Coaches and UNICEF A. Approved Statement for Participating Certified Coaches As a participating coach in a programme agreed between [SUPPLIER/PROVIDER] and the United Nations Children s Fund (UNICEF), I will provide one-on-one coaching services to UNICEF staff under the NETI Coaching Programme. I agree that the coaching sessions conducted will include: 1. A maximum of 40 hours of coaching to be used within each NETI participant s two year participation period with the NETI Programme. Preparation time will be a part of the 40 hours. 2. A debrief of NETI participants results as outlined in a variety of performance documents in order to recognise strengths, blind-spots, in line with assigned work goals as part of the NETI Programme. 3. A focus on specific issues/areas identified by the participants which arise from the above analysis. (This may include the involvement of participant s supervisor). 4. Discussion on actions for development and ensure completion of continued individual development plans in line with assigned goals. I agree that: 1. All telephone coaching sessions are not to be taped/recorded for security and confidentiality reasons between myself and UNICEF NETI participant(s). 2. UNICEF NETI participant(s) are not to be contacted to give specific feedback/information regarding any performance evaluation for myself and my Supplier or any session content. UNICEF, the United Nations Children s Fund, works in 160 countries globally. Guided by the Convention of the Rights of the Child, UNICEF strives to establish children s rights as enduring ethical principles and international standards of behaviour towards children. B. Approved Statement for Provider s Internal Communications to its Members/Eligible Coaches As part of a contract between [SUPPLIER/PROVIDER] and the United Nations Children s Fund (UNICEF), [SUPPLIER/PROVIDER] is responsible in looking for credentialed coaches to provide one-on-one coaching services to UNICEF staff and the conditions set forth in the Scope of Work as part of UNICEF s NETI Programme. UNICEF, the United Nations Children s Fund, works in 160 countries globally. Guided by the Convention of the Rights of the Child, UNICEF strives to establish children s rights as enduring ethical principles and international standards of behaviour towards children. For more information on the UNICEF visit Description of the service: (Please include here key elements of the service for which you submit your proposal as described in this Scope of Work). NETI Coaching Scope of Work 5

6 ANNEX I Summary of Technical Proposal Please provide a detailed outline on the approach your organization will take to provide the services outlined in the Request for Proposal of Services (RFPS) and describe to the extent possible the output of the services you propose to deliver in case of award for a Long Term Agreement for Services (LTAS). Evaluation Criteria To satisfy this RFPS, tendering suppliers/organisations should describe the following: 1. Credentials 1.1 For Supplier: Describe background and experience managing similar projects of this nature. Provide a CV of each consultant(s) involved as well as their expected roles and responsibilities. 1.2 For Supplier Concerning the Individual Coaches: Describe the process of accreditation and level of each eligible coach - providing full details on requirements, such as required number of training hours, required number of coaching hours, the process of obtaining accreditation and levels of accreditation. A CV of each eligible coach will also be enclosed as part of the technical proposal. 2. Approach 2.1 For Supplier: Describe the coaching methods, practices, and pedagogies that guide the tendering organization s overall approach to projects of the type described in the Scope of Work. 3. Delivery Describe how your proposal satisfies the technical requirements and deliverables included throughout the Scope of Work (above). In addition, please ensure that the following are addressed in your proposal: 3.1 Describe the process to create and select the certified pool of coaches to provide the service with UNICEF. 3.2 Describe the process for initial contact with the coaching participants (Coachees). 3.3 Describe the process for managing appointments/cancelling appointments. 3.4 Describe how unused time by participants will be managed or redistributed. 3.5 Describe how you will manage the relationships between the various stakeholders: Supplier-DHR, Supplier-Coach. 3.6 Describe how coaching for individuals will be linked to improvement in performance. 3.7 Describe the setting of the first session and the process to monitor the usage of available coaching hours per participant. 3.8 List examples of the type of internal communication material you would provide UNICEF to introduce yourself and the service. 3.9 List examples of resource materials that selected coaches and Coachees could use as part of the coaching service. NETI Coaching Scope of Work 6

7 ANNEX II Summary of Financial Proposal Bidders are requested to provide a financial proposal covering all costs related to the technical proposal submitted, including the following cost indications: 1. Overall lump-sum cost for the works and services described in Annex I of this document. 2. Breakdown of work and services described in Annex I. To facilitate breakdown interpretation, please provide, amongst other costs: 1. Price per coaching hours (preparation time should be included as part of the hourly rate); indicate cost breakdowns 2. Price per consulting days for supervising the overall programme and the coaches 3. Administration of individual coaching sessions (i.e. telephone, face to face, webinar, costs, etc ) 3. Amounts to be indicated in USD only. NOTE: All breakdowns of fixed lump sums will be used to determine reasonableness and realism of the cost proposal and also to facilitate any changes which may be necessary. NETI Coaching Scope of Work 7

8 ANNEX III PROPOSAL EVALUATION PROCESS AND METHOD: DELIVERY OF A ONE-ON-ONE TELEPHONE COACHING PROGRAMME FOR THE PARTICIPANTS OF THE NEW AND EMERGING TALENT INITIATIVE (NETI Programme) 1. PROPOSAL EVALUATION PROCESS AND METHOD 1.1 UNICEF will set up an evaluation/selection team. Following the submission of the proposals by bidders, an evaluation will be conducted to assess the merits of each proposal. 1.2 Each response will first be evaluated by UNICEF with the technical evaluation criteria as outlined in this RFPS and according to the relative weighting that UNICEF ascribes to each criterion. 1.3 For the proposal to be considered further for technical compliance, the bidder must achieve a minimum score of 70 points out of a possible 100, as illustrated in Table 1 below. Proposals not meeting the minimum score will be considered technically non-compliant and will be given no further consideration. 1.4 Only at this stage will price be considered. The price/cost of each of the technically compliant proposals will be considered using the same methodology. The bidders should ensure that all pricing information is provided in accordance with the RFPS. 1.5 At this point, the most favourable proposals will be selected for short-listing. The bidders on the short list may be given the opportunity to give UNICEF an oral presentation in order to be asked detailed questions for clarification of their proposals. 1.6 Finally, the overall score for each of the proposals is calculated based on a ratio of 70% - 30% between the technical and commercial proposal. 2. EVALUATION CRITERIA 2.1 Technical evaluation criteria - The technical proposal will be evaluated for technical compliance based on the table below. NETI Coaching Scope of Work 8

9 TABLE 1 Evaluation Criteria Category Points 1. Approach & Delivery Understanding of, and responsiveness to UNICEF s requirements completeness of response 22 Overall concord between RFPS requirements and proposal how proposed 20 design will meet each objective Use of best practice strategies 8 TOTAL POINTS for Approach & Delivery Credentials 2.1 Expertise of Firm Range and depth of experience with similar projects 10 Firm Viability (e.g. capacity to provide the needed managerial and technical 4 resources, years in business providing similar services, financial strength.) Additional resources which can be made available to the project 3 Audited Financial Statement for last financial year Expertise of Project Team General/relevant Qualifications for the project 8 Ability to provide service in English, and French and Spanish, if needed. 5 Project Related Experience 10 UN/Public Sector/Non-Profit and/or Multi-cultural global organization 7 experience TOTAL POINTS for Credentials 50 Total Points Possible TECHNICAL SCORE 2.1 The minimum score required for technical compliance is 70 (seventy) points. The Maximum technical score possible is 100 points. 3. PROPOSED METHOD OF COMMERCIAL (FINANCIAL) EVALUATION 3.1 FINANCIAL EVALUATION CRITERIA The total amount of points allocated for the financial component is 100. The maximum number of points will be allotted to the lowest priced proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g.: Financial Score (%) for Proposal A'" = {Maximum Score Financial Proposal (i.e. 30 points out of 100) x Lowest Priced Proposal} / Proposal "A's price A sample is shown below in Table 2 with fictitious consultant names & scores for technical and financial proposals. This is for illustration purpose only. NETI Coaching Scope of Work 9

10 TABLE 2 Sample Evaluation Matrix PROPOSAL TYPE WEIGHT (%) TECHNICAL 70% FINANCIAL 30% Total Combined Score Total OFFEROR'S NAME Technical Score for each proposal out of 100 points % Price % Total Financial Score for each proposal out of maximum 100 points 100% Consultant A % 156, % % Consultant B % 121, % % Consultant C % 88, % % 3.2 The price/cost of each of the technically compliant proposals shall be considered only upon evaluation of the above technical criteria. The bidders should ensure that all pricing information is provided in accordance with the instructions provided in this RFPS. End NETI Coaching Scope of Work 10