INQUIRIES AND ANSWERS RFP/2014/609- FLEET MANAGEMENT TRAINING

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1 INQUIRIES AND ANSWERS RFP/2014/609- FLEET MANAGEMENT TRAINING # Questions Answers As per the TOR, a bidder can bid only for option 1 (elearning). Will this affect the evaluation process and chances for winning the bid? The TOR mentions that the bidder should provide the cost of a 45 minute elearning module. Please clarify: 1. What is expected in the mentioned two different options in inter-activity? 2. Our understanding is that there will be 9-10 elearning modules, each around 45 minutes in duration. Is this right? If a bidder is bidding only for elearning development, then are they required to give the travel cost too? Will there be content development for conducting workshops? Each proposal will be evaluated based on the criteria provided in the Terms of Reference (70% for technical and 30% financial), and the best proposal/s will be chosen for the distinct pieces of work, regardless of whether the proposal applies for one part or for the full request. 1. Reason for asking for two different options in inter-activity is that we assume that the level of inter-activity will have implications on costing. For this reason we would like to see the ideal solution and an alternate solution that still serves the purposes of the project. Levels of interactivity can vary from instructional text with exercises, content with audio and animation or content that includes video as well. 2. Yes. This is the current expectation. However, when further detailing the project, this expectation may be adjusted based on further insights or based on cost. The latter may lead to rethinking the length and the number of modules. Yes. As detailed in the Terms of Reference, the supplier for the services is expected to travel to meet with the UNHCR Global Fleet Management (GFM) team in Budapest at a minimum four times during the development process: 1. Visit 1: Start-up of the project 2. Visit 2: Present training curriculum and consult key informants on training content 3. Visit 3: Present and test draft training modules 4. Visit 4: Finalization development phase/start implementation phase No travel is yet foreseen to UNHCR country operations. Yes. Based on an agreed training curriculum, the workshop material will be developed and prepared by the vendor. The workshops will be based on the Fleet Management Handbook and consider/build on the e-learning

2 5 If the answer to above is yes, then can the bidder also bid for content development for workshops without offering the facilitation? modules. No, bidders who submit a proposal for the workshop are expected to bid for workshop development and facilitation. This may include facilitation provided by a sub-contractor, but this needs to be clearly described in the proposal and the name and profile of the entity to take on the facilitation with specific experiences and expertise needs to be submitted as part of the initial proposal. 6 Adding to the above query, can the bidder offer services for all three minus the facilitation (training)? Will the workshops content development also done in both French and English? 7 No. Please revert to the answer provided to question 5. Yes. Many of the bigger UNHCR operations are located in francophone countries where the main language is French. Considering the profile of the training audience, workshop participants might have limited proficiency in English in countries such as Congo, Mali and Burkina Faso. 8 9 Who will plan and offer the Pre-reading material to the staff? Will the topics for training (elearning) be limited to those outlined in the selections from the handbook on page 9 of the TOR? The Fleet Management Handbook is expected to be the main pre-reading source in the learning process. It is the intention to encourage training participants to use this handbook while completing the e-learning training (open book exercise) so that they familiarize with its content. The scope for pre-reading (chapter/pages) per target audience needs to be defined by the vendor. If the vendor envisions a need for pre-reading to support the training that is beyond the Fleet Management Handbook and other UNHCR documentation, than it is expected that it will be prepared by the vendor. The topics provided in the ToR are based on the draft index of the Fleet Management Handbook. The handbook is not finalized yet and this may change. However, for preparation of the proposal please feel free to base this on the topics mentioned in the Terms of Reference. See also answer to question UNHCR will be providing the branding guidelines and templates (source files) of existing elearning courses developed in Articulate This is correct. Vendors are expected to work with the guidance and templates that are developed and will be provided by UNHCR s Global

3 Storyline, and any style guides for standardization and compatibility. Is our understanding right? There will be inline tests and final assessments in the elearning modules. Please clarify if the assessment mechanism in point 3 on page 14 of TOR refers specifically to workshops. Learning Centre. (GLC) This does not only specifically refer to the workshops. Although the elearning will include a test per module, UNHCR aims to implement an evaluation mechanism that also measures the impact on the job. 11 Therefore, as part of the proposal, vendors tendering for elearning or workshop development and facilitation should suggest an assessment mechanism as outlined in section 2.4 in page 13: Client mentions the use of other best practices from other humanitarian organizations. Will the client provide some part of the content from World Food Programme, International Federation of the Red Cross and Red Crescent Societies and International Committee of the Red Cross) as mentioned? Besides the mentioned requirements of the proposal, is there any particular format that the client requires us to follow in the proposal? Please may we have a sample of the training content source materials (any extant PowerPoint slides, s) and curriculum maps (learning objectives and enabling objectives)? These need not be finalized or even up to date just something indicative of the type of source materials we will receive from the Commission when the project is Therefore an evaluation mechanism should be designed to measure training impact at several stages in the overall learning process including measuring of baseline knowledge, reaction to training, learning accomplished from training, impact on job performance and impact on performance of the operational unit. Some of the best practice materials are available online, some of the knowledge/materials are available through UNHCR staff and some could be obtained from other organizations when necessary. The approach to requesting this material (UNHCR or the vendor) will be discussed at the outset of the project. Best practices and experience of the vendor will be considered in the development process. No specific format is available. We strongly recommend to ensure that the technical and financial proposal clearly outline the points as presented in Chapter 4 of the Terms of Reference (page 18-21) and provide clear information on the evaluation points mentioned in Chapter 5 (page 22-23). The Fleet Management Handbook is still being developed and is not ready yet for sharing, also not part of it. The selected vendor is expected to create the training curriculum and the further detailed learning objectives/supporting objectives. This will be based on the Fleet Management Handbook and other relevant written material of UNHCR, best

4 awarded. Can we review the draft UNHCR Fleet Management Handbook, or a draft section of this please? What is the start date for the elearning Project? The source content is primarily based on the UNHCR Fleet Management Handbook, which is expected to be finalised by Q So, should we assume beginning of Q4 2014, for kick off of elearning training project? The elearning will be branded as per UNHCR branding guidelines. Can we have access to these guidelines please? We assume the elearning programme is for Desktop only (as well as offline)? Would any users be accessing the content via tablet? Are there any particular web browsers that you must support for the elearning? Can we assume that, in terms of content to be covered, that the e- Learning modules map to the UNHCR Fleet Management Handbook sections as listed on page 9 of the PDF? practices of other organisations, and consultation with UNHCR Subject Matter Experts. An initial outline of learning objectives is provided in annex 1 to the Terms of Reference, the target audiences and detailed learning objectives document. Project work is expected to start in Q3 of 2014 in parallel to finalization of the UNHCR Fleet Management Handbook. This material will be shared with the selected vendor(s) once the contract is in place. UNHCR s Global Learning Centre will be available to talk with the selected vendor about details and understand their approach. In principle the requirement is for desktop. However, it may be worthwhile to indicate the consequences in approach and cost if during the inception phase it is decided to also make the course available on tablet. The standard browser for UNHCR is IE10. This will be discussed and defined in collaboration with the selected provider at the outset of the project. For the sake of the proposal please base this on the assumption that there will be 9 to 10 modules. You may assume that the modules will correlate with the sections of the Fleet Management Handbook listed in page 9 of the ToR, but if you have any suggestions for a different structure, please describe this in your proposal. 19 Can you provide an indicative list of materials other than the UNHCR Fleet Management Handbook that should be considered during content acquisition? Is there a content gathering stage to the elearning project, whereby we would interview Subject Matter Experts and other stakeholders? 20 What s the minimum level of education possessed by the target audience? Is there a wide variance in background skills, reading levels The main source of information is the Fleet Management Handbook. Other documents that will be shared include a.o. Global Fleet Management (GFM) Project Charter, a GFM Training Plan and the UNHCR Fleet Strategy. As mentioned on page 15 of the ToR, vendors are expected to travel to Budapest and consult key informants/subject matter experts on course content. Please see appendix 1, target audiences and learning objectives, for a detailing of the learning audiences and their profiles. As you will see, the

5 etc.? Will the target audience groupings that require only partial e-learning take only a selection of modules or will they be expected to have some knowledge of every UNHCR Fleet Management Handbook section (assuming the Handbook sections map to the modules)? Could we have a copy of latest UNHCR house style/guideline document in advance of submitting the bid? When will a copy of the (draft) UNHCR Fleet Management Handbook be available? Is your assumption that the Fleet Management handbook will be used by key staff on a daily or weekly basis or is it intended mainly a reference document? In discussion with UNHCR, can the learning outcomes described in Appendix 1 be amended slightly if we can demonstrate that areas have been omitted? Which of the role specific objectives in Appendix 1 should be covered in whole or part by the e-learning? Do you already have specific ideas on this or are you looking for us to provide the suggestions? background and skills vary between the different target audiences. Target audiences may be required to complete a part of the e-learning. In developing the structure for the training it should be considered how this could be done, while still ensuring that all staff members obtain a pass mark/certificate for the specific part of the training they are required to complete. Target audiences may be required to complete part of the content within one topic (for instance, drivers do not need to know about management of vehicles on loan to partners) or may require only high level knowledge on certain sections. This material will be shared with the selected vendor(s) once the contract is in place. UNHCR s Global Learning Centre will be available to talk with the selected vendor about details and understand their approach. As mentioned in footnote 5 on page 8, the UNHCR Fleet Management Handbook is currently being developed and is expected to be finalised by Q It is expected that the Fleet Management Handbook will be used as a reference document for Fleet Management related staff and that it will be consulted on an as-needs basis. Yes. This document was created as an aide for the bidding process, to ensure that the proposals are as concrete and targeted as possible. It is the intention that these will be reviewed by the vendor and that these can be revisited and adjusted in consultation with the UNHCR team throughout the training development process. In developing the e-learning it should be considered that it provides the necessary basis/level for operations that will not be supported by a workshop to work according to UNHCR s Fleet Management rules and practice. We recognize that elearning may have limitations, but it is a tool that enables UNHCR to reach a big group of staff in a relatively short time

6 There are a number of references to soft skills. Are the learning outcomes in Appendix 1, which relate to soft skills such as communications skills and leadership, the soft skills you are looking for or would you like to see suggestions for additional relevant soft skills which could be covered? Is the VTS system an off-the-shelf system or bespoke? Can we have screen shots of the system? Do you have a UNHCR approved glossary of relevant technical terms for fleet management? If yes, is this glossary available in both English and French? Will the trainers for the workshops have any (partial) access to the LMS and in particular to the progress of participants on the e-learning element in order to tailor the workshops? Would webinars be considered an acceptable option for the workshops in smaller operations? frame with relatively low requirement for implementation resources. We also think that elearning can serve both the information/knowledge level as certain aspects of behaviour/application. No expectations on learning objectives to be covered with elearning/workshop are defined and we would expect the vendor to help define what is feasible. This also refers to the capability of creating buy-in and guiding staff on the job. We do not expect that the Fleet Management Training provides separate extensive technical modules on these topics, but think that it is essential that elements are included in the learning material: management should realise the essence of Leading by Example, all staff should be able to formulate the relevance of good Fleet Management and should be capable of inter-acting well with different fleet related target audiences. Transport Managers should be able to influence, advocate, train, support and advise peers (see page 13 of the Terms of Reference) The UNHCR Vehicle Tracking System is a system provided by Novacom Services with minor agency specific customisation No glossary of technical terms exists in English or French but could be included in the Fleet Management Handbook. In general UNHCR is happy to provide access to the LMS but needs to understand what kind of access is required. Running of reports about participants is something the Global Learning Centre usually monitors. It is suggested to discuss with the selected vendor what is needed and how to address this in the best way. We do like the suggestion of webinars and would welcome reading your ideas in the proposal, including the scope and impact you foresee from using this means.

7 Does the word tools in the RFP refers to elearning LMS and assessments only; if not, please specify. e.g. in page 11: iv) provide a platform for awareness and potential downloading of tools and templates, and (v) allow flexibility to update training objectives as fleet management tools and procedures evolve. Please specify the expected number of the student (audience) for the online training For the on-site workshop, is the bidder expected to provide the training only (subject matter experts/lecturers) or other training services; such as: printed brochures, audio translation, event venues and planning etc. Please advise how the offline mode application should operate: from CD, within an intranet, synchronize with the LMS? And what are the functions available offline (e.g. viewing training material only) Please provide more details for "unplugged cards" used by UNHCRs GLC for offline use. Is the text content that will be used in the e-learning courses ready (composed, translated) for the different target audience, or this is to be the bidder s responsibility? Also, will UNHCR provide subject matter expert if needed, for the fleet management internal procedures and workflow. The word tools used in iv) refers to including potential operational downloadable fleet management support tools (such as templates) in the e- learning. Tools used in v) refers to being able to update the learning content on changes in the way that UNHCR does fleet management: changed procedures but also changes in technical tools such as the FleetWave Fleet Management Software and the Vehicle Tracking System. UNHCR has 103 country operations, with most operations having more than one office. The training audience is preliminary calculated at around 470 senior managers, 100 transport managers and 350 dispatchers. The number of drivers and partner staff to be trained was not estimated. Some of the functions experience a high level of turnover; therefore the training should be used by the Transport Manger in ongoing operations to train staff on a regular basis (see page 13 of the Terms of Reference) The provider is expected to prepare and provide all training materials. Venue and in country transport will be provided by UNHCR (see page 20 of the Terms of Reference, last bullet point) UNHCR s Global Learning Centre loads the SCORM training package on to Unplugged card (=USB stick). Users can run the courses from there offline and once they are back online, its synchs the tracking info back to the LMS. Users can only view the courses with the unplugged cards. UNHCR s Global Learning Centre loads the SCORM training package on to Unplugged card (=USB stick). Users can run the courses from there offline and once they are back online, its synchs the tracking info back to the LMS. The text for the e-learning is not ready and should be prepared by the provider based on materials provided by UNHCR (Fleet Management Handbook and additional relevant documents), consultations with UNHCR subject matter experts and considering best practice materials from other organisations.

8 38 39 What is the size of the content (number of pages) that is requested to be converted to e-learning course. Page 16 point 3, please clarify the videos type, do you mean a real video shooting, animation video or animated seek bar video. The material for elearning is not yet created. The vendor is expected to create this and then translate it to elearning. As such, the number of pages cannot yet be provided. We would ask the vendor to specify which type of video, if required, they recommend to use and would appreciate if the functioning and advantages are outlined in the proposal.

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