Request for Tender (RFT)

1 of 12 Request for Tender (RFT) Philippines Australia Human Resource and Organisational Development Facility Organisation: Department of Social Welfare and Development Activity Title: Enhancing the DSWD Performance Management System (EPMS) Coffey International Development Pty Ltd (Coffey) as the managing contractor of the Australian Department of Foreign Affairs and Trade initiative, namely, Philippines Australia Human Resource and Organisational Development Facility (PAHRODF) is seeking tenders from organisations (PAHRODF accredited Learning Service Providers) to implement the HROD intervention indicated in the HROD Intervention Design Specifications and outlined in the Design Specifications. Target commencement is April 15, 2014 Tenders must be submitted according to the terms of this document and the attached parts. The required services (the Services) are described in detail in the Design Specifications. This Request for Tender (RFT) is in 5 parts: Part A: RFT requirements (Contents of the Proposal) Contents Cover Letter Curriculum Vitae (CV) Full Technical Proposal and Page Limit Maximum of two pages (excluding attachments), indicating any involvement (in any entity) or similar technical assistance work in the past, and/or other related work which you/your team have held or are currently holding. The letter must also include a clear statement of intent to undertake the technical assistance work, and what the team is prepared to do in order to complete the requirements of the attached Design Specifications. Maximum of 3 pages, introducing the members of the team, their academic background, and professional experience. Highlight the team s experience in the enhancement and integration of performance management systems. The role, level of effort, deliverables, and professional fees must also be indicated for each team member. Each team member must also accomplish and sign the PAHRODF CV template. Performance Management Complete and rational description of the Page 1

2 of 12 Framework, Approach, Methodology, Analytical Tools, Work Program, and Schedule proposed approach and methodology to undertake the project, following the technical proposal template. Your plan should take into account the organisation s context and other recent development that may impact on the project e.g. CSC and OP/DBM requirements. A detailed and logical work plan (in a Gantt Chart) should also be presented This should also include related learning sessions and process consultations. Comments on Design Specifications Counterpart Staff and Facilities Please provide comments on the Design Specifications to improve performance in carrying out the assignment. PAHRODF will appreciate innovative and workable suggestions that could improve the quality and effectiveness of the technical assistance. There is no page limit for your comments but please be concise. Counterpart Staff and Facilities. Give your requirements for counterpart partner representatives, documentation, etc. This refers to the DSWD counterpart support that would be needed in carrying out the proposed services. Part B: Terms of Reference Part C: Basis of payments / Milestones Part D: Tender assessment process and selection criteria Part E: Draft Contract Information about PAHRODF is available at the Facility website www.pahrodf.org.ph. More information about this tender is also available in the LSP private discussion board. Part A RFT REQUIREMENTS PROPOSAL CONTENTS AND FORMAT The Proposal must contain: 1 - TECHNICAL PROPOSAL Page 2

3 of 12 The technical proposal should include the discussion of activities in delivering the following outputs: 1. Inception Report Historical Report on the Creation/Development of the Performance Management Practices and Processes of DSWD Assessment of the Current Performance Management Practices and Processes of DSWD with a Comprehensive Plan towards Integration and Enhancement 2. Enhanced and Integrated Performance Management System Enhanced and Integrated Performance Management Framework Updated Performance Management Policy Performance Management Manual and Toolkit (guidelines, processes and tools) o DSWD Integrated Performance Management System o Step-by-Step Guides (videos) o Competency-based Performance Management System 3. Resource of Performance Indicators Compendium of DSWD Performance Indicators o Strategic Performance Indicators (Department-wide) o Cluster Performance Indicators o Performance Indicators for Key Positions in the Organisation 4. Change Management Change Management Plan for the Cascade of the Enhanced PMS o Communication Plan o Risk Management Plan 5. Related Actions and Considerations Integration of gender lenses in all strategies, processes, activities and outputs Management possible risks to the project Providing timely feedback, tactical and strategic advice and recommendations to the decision-makers of DSWD and DFAT and HRODF. Submission of required reports 2 - FINANCIAL PROPOSAL (to be submitted based on the prescribed template) The financial proposal must be a fully costed fixed price based on the outputs/inputs as specified in the Standards of Delivering HROD Interventions, including all necessary costs related to the conduct of the HR Intervention regardless of inflation and currency adjustment. The fixed price proposal must be expressed in Australian dollars. Page 3

4 of 12 The fully costed fixed price must be no greater than the maximum gross amount, inclusive of tax. Use this template in presenting the financial proposal: Template - Financial Proposal Note: Under the bilateral agreement between the Government of Australia (GOA) and the Government of the Philippines (GOP), development assistance funds provided by the GOA (including all payments to be made under a contract awarded under this RFT) are exempt from GOP taxes including, without limitation, Value Added Tax. Australian-resident companies should provide details of any applicable Australian Goods & Services Tax included in their fully-costed fixed price. SUBMISSION of TENDERS The tender must be submitted via the HRODF online tender submission by 5.00 pm (Manila time) on April 6, 2015. (URL of the online submission module will be posted in the message board). Please note the following when preparing your proposal for online submission: The online submission module will only allow you to upload one (single) document in PDF format. Portable Document Format (PDF) is the de facto standard for the secure and reliable distribution and exchange of electronic documents and forms around the world. This means that after you have prepared and formatted your proposal using MS Word, you need to convert the whole document into PDF. There are many tools available to do this: you can use free online conversion software (http://www.freepdfconvert.com) or you can download a free desktop application like CutePDF Writer (http://www.cutepdf.com) or a more powerful commercial version Adobe Acrobat writer. LEARNING SERVICE PROVIDERS/ GROUP of CONSULTANTS/ INDIVIDUAL CONSULTANTS ENQUIRIES Adhering to the principles of transparency and equal access on the procurement process, enquiries about the tender and the partner organisation will be lodged in the HRODF website message board created specifically for this intervention. Questions and answers can be viewed by all accredited Providers. During the tender period, no individual email enquiries or direct contact to HRODF and Partner Organisation are allowed. This could be grounds for disqualification. AMENDMENT TO THE RFT Page 4

5 of 12 PAHRODF may amend any part of the RFT prior to the Closing Time including, without limitation, by revising the Draft Contract. Any amendment to, or clarification of, any aspect of the RFT will be issued in the form of Addenda. Such Addenda will become part of the RFT. NON-CONFORMING TENDERS Tenders will be regarded as non-conforming if they fail to conform to one or more of the requirements of the RFT. The Technical Assessment Panel (TAP), at its absolute discretion, can assess or reject non-conforming tenders. PAHRODF will not enter into correspondence about a decision to assess or reject a non-conforming proposal. COFFEY s RIGHTS PAHRODF reserves the right at any time and for any reason whatsoever in its absolute discretion to: (i) Cease to proceed with the RFT (ii) Suspend or vary the RFT (iii) Require additional information from Individual Consultants (iv) Call for new proposals (v) Reject any Proposals that do not comply with the RFT or for any other reason PAHRODF may exercise this right without any liability for costs, losses or expenses or damages incurred by the Consultant and are not required to give any grounds for its actions. PAHRODF is not bound contractually or in any other way to any Individual Consultant by this RFT. CONFIDENTIALITY OF PROPOSALS All tenders will be treated as commercial-in-confidence. PAHRODF will not use the proposal for any other purposes. BACKGROUND CHECKS PAHRODF has the right to conduct security, probity and financial checks on the Individual Consultant at its discretion for the purpose of evaluating the Proposal. NEGOTIATION PAHRODF reserves the right to negotiate the price of services with any individual Consultant if the financial proposal submitted is deemed unreasonable or above the budgeted expenditure. If negotiation fails, PAHRODF has the right to terminate negotiations in favour of another individual Consultant. Page 5

6 of 12 Part B HROD INTERVENTION: DESIGN SPECIFICATIONS (download the Design Specifications from the HRODF website) Part C BASIS OF PAYMENT 1. Total Amount 1.1 The total amount payable by Coffey for the provision of the Services shall not exceed up to a maximum gross amount of AU$ 100,000.00. This amount is paid through a milestones basis agreed in the contract 1.2 Coffey shall not be liable for any costs or expenditure incurred by the Individual Consultant in excess of this amount, unless previously approved by Coffey via a contract variation. 1.3 Where a payment is to follow acceptance of a report, PAHRODF shall not be obliged to make full payment until all of the outputs to be achieved by the Individual Consultant in the period covered by the report have been achieved to its satisfaction. 1.4 The payments (PF) will be payable to the Individual Consultant progressively, on PAHRODF s acceptance of the satisfactory completion of identified outputs and a correctly rendered invoice. 2. Claims for Payment 2.1 The Individual Consultant s claims for payment must be submitted when due pursuant to this Schedule in a form identifiable with the Services. 2.2 All claims for payment must include Bureau of Internal Revenue certification by a duly authorise representative: (a) (b) that the invoice has been correctly calculated; that the Services included in it have been performed in accordance with this Agreement. 3.3 All claims for payment must be made to: The Facility Director Philippines Australia Human Resource and Organisational Development Facility 3 rd Floor, JMT Building, ADB Avenue Ortigas Commercial Centre, Pasig City 3.4 PAHRODF need not pay an amount that is disputed in good faith by PAHRODF until the dispute is resolved. Page 6

7 of 12 Part D TENDER ASSESSMENT PROCESS AND SELECTION CRITERIA A Technical Assessment Panel (TAP) comprising of representatives from PAHRODF, DSWD and technical specialists appointed at PAHRODF s discretion will undertake the tender assessment based on the technical selection criteria. The TAP will conduct interviews to the Team Leader, Project Manager, and selected Subject Matter Experts and Core Team Members of the LSP to clarify details in the submitted proposals. TAP members are required to maintain the commercial-in-confidence nature of the proceedings of the TAP meeting. TAP members must not discuss matters relating to the technical assessment of any Proposal with any party. Individual Consultants must not make contact with any member of the TAP, outside any TAP meeting. Any such contact will be considered a breach of confidentiality and may result in Coffey rejecting the tender of the Individual Consultant concerned. To preserve the commercial-in-confidence data, the TAP will not be given copies of the financial proposals. The financial assessment will be undertaken by the PAHRODF. CRITERIA FOR ASSESSMENT The technical assessment will be based on the following technical criteria, which must be addressed by Individual Consultants: 1. Responsiveness of the proposal to the Design Specifications Indicative weighting 40%. The objectives of the assignment as outlined in the Design Specifications should be clearly addressed. A logical work plan should be submitted outlining the activities and milestones. Approach and methodology in the context of the profile of the organisation should be clearly discussed and presented in the proposal. 2. Team Leader Qualifications and Experience Indicative weighting 20%. Description and background statement on Team Leader s experience achievements as well as appropriate experiences in Performance Management, Competency-Based HR, Change Management, Communication and Organisational Development will be assessed, including all related technical and leadership experience and skills required by the Design Specifications. The Team Leader must clearly demonstrate expertise in the field and must at least have the following number of years of collective experience in the following areas of specialization: HR Systems Implementation 5 years, Performance Management 5 years, Competency-Based HR 5 years, Change Management 3 years, Communication 3 years and Organisational Development 5 years. S/he must have intensive experience of at least 5 years working with the public sector. 3. Team Qualifications and Experience, Indicative weighting 20% Description and background statement on the provider s expertise (relevant to the tasks associated with the Design Specifications) and achievements as well as appropriate experiences in Page 7

8 of 12 The sub-contractor must have Core Team with solid experience in HRMD, OD and Change Management. Subject Matter Experts (local and international) must prove actual involvement in installing HR Systems in the organization for a prolonged period of time. Subject Matter Experts are expected to have actual experience in HR, and shall provide actual technology transfer to DSWD process owners and target participants. The Performance Management and HR Experts must each prove actual involvement in full scale HR System and Performance Management System intervention, preferably with government PMS implementation. Each expert should have at least five (5) years of experience performing this task with at least five (5) organizations in the private and public sectors combined. Thus, the Core Team of full-time members, should be composed of: 1. One (1) Project Manager to ensure the project is on-time and the deliverables are met and are of the suitable quality 2. Three (3) HR Systems or Performance Management Experts to ensure the integrated PMS framework is founded on sound HR and PMS practices and the effective implementation of the system enables users, process owners, and the agency leaders will appreciate the system and properly use it. 3. One (1) OD Expert - to lead change management, communication, and stakeholder management activities are applied in the implementation of the PMS Other short-term support and non-core team members for the intervention include: GAD specialist - to provide the GAD perspective and inputs in all inputs, processes and outputs of the project Technical writer - to ensure that all reports, information packages and materials are well written and adjusted to the different profiles of readers Documenters and research assistants - to ensure that different activities are effectively documented, assessed and reported to the core team, to DSWD process owners and to HRODF Database management specialist - to supervise the collection and organization of workforce, performance and development-related data and of other essential HR information Multi-media/video production specialist - to develop the identified videos to communicate guidelines, processes, and other pieces of information that will introduce and sustain the effective application of the Enhanced Performance Management System Extensive public sector experience of all team members will be thoroughly evaluated. 4. Track Record with PAHRDF/HRODF and partner organisations Indicative weighting 20%. LSP must have successfully completed HR systems implementation on any of the Facility partner organisations. Strong positive feedback from the client agency/ies must be consistent in the following areas: Page 8

9 of 12 the quality of the outputs the efficiency in execution the modelling of customer-orientation and inclusive partnership The LSP must have demonstrated the proper use of the tools and technologies of the Facility, with little deviation from the standards of interventions and the Facility processes. Effectiveness in working with the public sector will be considered. Financial Proposal The financial proposal should be presented according to the proposed phases/components of the proposed approach of the HROD intervention as outlined in the Terms of Reference/Design Specifications. Part E DRAFT CONTRACT Link to draft contract Page 9

10 of 12 RFT Declaration I, (name and address and corporation person making the declaration), do solemnly and sincerely declare on behalf of myself, that: 1. Definitions In this statutory declaration: Client means Coffey International Development Pty Ltd (Coffey) as the managing contractor of the AusAID [Philippines Australia Human Resource and organisational Development Facility; Request for Proposal or RFT refers to the document released by PAHRODF and all of its annexes and relevant addenda Services means the services described in the RFT for this Activity; Proposal means the document submitted or to be submitted by the Individual Consultant Individual Consultant means (details of Individual Consultant as appropriate); Proposal Price means the total fees, rates and prices indicated by the Individual Consultant as being the amounts for which that the Individual Consultant is prepared to undertake the Services; 2. Preamble I hold the position of (managing director or other title) an Individual Consultant make this declaration. 3. Individual Consultant s Acknowledgment In submitting a Proposal document, (Name of the Individual Consultant) acknowledges the following: 3.1. Understanding The Individual Consultant acknowledges that it has examined and understood all of the RFT documents and has satisfied itself of the correctness and sufficiency of the RFT. The Individual Consultant has sought any additional information reasonably required from PAHRODF and is aware of all risks and other circumstances which may affect its Proposal. 3.2. Expenses The Individual Consultant is responsible for all expenses incurred in the creation and submission of its Proposal. This includes providing further information to PAHRODF as required and resolving any disputes that arise from the Proposal process. 3.3. Personnel - All personnel nominated in the Proposal have been approached and have confirmed their availability to undertake the Services at the time specified. Page 10

11 of 12 3.4. Insurance The Individual Consultant must be insured to at least the minimum of its statutory obligations and carry all commercially prudent insurances for the Services to be undertaken. The Proposal must provide evidence of such insurances upon request by PAHRODF. 3.5. Security - The Individual Consultant warrants that all necessary arrangements will be made to ensure adequate protection/security for all of its personnel in the provision of the Services. 3.6. Validity All information submitted in its Proposal will be valid for 60 days from the closing day for submission. 3.7. Financial Proposal - The Individual Consultant warrants that it can undertake and complete the Services for the Proposal Price. 3.8. Financial Assessment: At any time before a contract to provide the Services is awarded, the Individual Consultant will, if required by PAHRODF make all financial records, including accounts, profit and loss statements, balance sheets and other relevant information available to PAHRODF for inspection 3.9. Rights of Coffey/PAHRODF The Individual Consultant acknowledges the rights of Coffey/PAHRODF as laid out in this RFT. 3.10. Conditions of the RFT The Individual Consultant accepts the conditions of the RFT 3.11. Relationship with Coffey The Individual Consultant has not relied on any statement or representation, whether oral or written by PAHRODF unless it is contained in the RFT or addenda. The Individual Consultant has not used any improper assistance from PAHRODF or any of its employees or any information illegally obtained in the preparation of the Proposal. 3.12. Collusive Behaviour the Individual Consultant (including its servants or agents) had no knowledge of the technical or financial bid of any other Individual Consultant when they submit their Proposal. The Individual Consultant has not and will not disclose any of the details of its Proposal to any other person or organisation prior to the closing date for the RFT. 3.13. Cover Bidding The Individual Consultant (including its servants or agents) has not provided any assistance to other organisations to prepare a Proposal when the other organisation has no genuine intention to compete for the Proposal. The Individual Consultant is genuinely competing for the contract and is not submitting a cover bid 3.14. Unsuccessful Individual Consultants Fees The Individual Consultant (including its servants or agents) has no agreement or arrangement whatsoever to reward in any way unsuccessful Individual Consultants if it is successful in its Proposal. 3.15. Commonwealth Procurement Guidelines The Individual Consultant will comply with the Commonwealth Procurement Guidelines for any procurement undertaken as part of a contract awarded to provide the Services. (Signature of person making declaration) Page 11

12 of 12 Declared at ( ) on the ( ) day of ( ) Before me, (Title of person before whom the declaration is made) Page 12