REQUESTS FOR PROPOSAL RFP TGF-16-017 Title: Professional Services for the Implementation of the Board Governance Performance Assessment Framework Issue Date: March, 9th 2016 RFP Submission Date: March, 21st 2016 RFP Closing time: 2:00 PM (Geneva time). Proposal Submission Address: By E-mail to Solicitation@theglobalfund.org The Global Fund invites qualified service providers to submit proposals related to the delivery of professional services for the Implementation of the Board Governance Performance Assessment Framework of the Global Fund. The purpose of this Request for Proposal (RFP) is to select applicants offering the best value to the Global Fund, when both technical and cost factors are combined. The services to be provided and further information are described in Attachment A: Statement of Work. The Global Fund will evaluate all proposals received in response to this RFP in accordance with the Evaluation Criteria in Attachment B. Guidance for applicants is set out in Attachment C. This RFP shall not be construed as a contract or a commitment of any kind. This request for proposal in no way obliges the Global Fund to award a contract, nor does it commit the Global Fund to pay any cost incurred in the preparation and submission of the proposal(s). The Global Fund Standard Terms and Conditions form an integral part of this RFP and will be included in any contract resulting from this solicitation. Submitting a proposal in response to this RFP constitutes acceptance of these terms and conditions, found at this link on the Global Fund website: http://www.theglobalfund.org/en/business/ To be eligible as a supplier to the Global Fund, the applicant must comply with the Policy on Ethics and Conflicts of Interest for Global Fund Institutions and the Supplier Code of Conduct. Both are located on the Global Fund website at the following link: http://www.theglobalfund.org/en/library/documents/ Please submit your proposal in accordance with the below instructions no later than closing date and time by email to: Solicitation@theglobalfund.org; The RFP number and your individual/company name must be clearly indicated in the subject line of your e-mail and in the document name of your cover letter and CV for this RFP. Global Fund RFP Invitation (RFP TGF-16-017) Page 1 of 9
ATTACHMENT A STATEMENT OF WORK 1. Introduction The supplier will assist in developing and updating the tools and processes needed to fully implement the Governance Performance Assessment Framework and conduct the annual assessment of the Global Fund Board, its standing committees and their leadership. 2. Background The Global Fund Board Governance Performance Assessment Framework ( Framework ) attached was developed by the Transitional Governance Committee (TGC) and covers performance assessment of the Board, the Board Committees and their respective leadership as well as other advisory bodies to the Board and Committees. The main objective of the Framework is to provide the Global Fund Board with a full picture of the effectiveness of the Global Fund s governing bodies in enabling the achievement of the targeted impact outlined in its Strategy and addressing the Board s core functions. In 2015, the Framework was partially implemented to enable the assessment of the Board and its current standing committees. In November 2015, the Board approved a modification to its current committee structure. The new committee mandates are outlined in the attached charters of 3 standing committees of the Board: Strategy Committee; Audit and Finance; and Ethics and Governance. The new committees begin their mandates in June 2016. Up until May 2016 oversight of this consultancy will be under the Transitional Governance Committee, in June 2016 this oversight will transition to the new Ethics and Governance committee. Continuity will be ensured by the Office of Board Affairs who will provide advisory support to the committees and the selected provider. 3. Scope / Objective The Global Fund Board has targeted the full implementation of the Framework to be aligned with the Board and committee cycle and fully operationalized by 2017. The TGC is seeking the support of an external service provider familiar with international best practices and emerging trends in governance assessments to support the development of the necessary tools and processes as well as conduct the annual assessment of the Board, its committees and their leadership. The scope of this project covers two distinct deliverables: 1. One time development of tools and processes required for the full implementation of the Framework 2. Regular annual assessment of the Board, its standing committees and their leadership. The Framework consists of 4 key components: Global Fund RFP Invitation (RFP TGF-16-017) Page 2 of 9
1. Self-Assessment of committee functioning and management which includes: a short online survey to be used within the committee to help improve overall performance. 2. Assessment of the performance and effectiveness of the committees of the Board which includes: online survey for committee members; 360 degree online survey for relevant stakeholders; 360 degree interviews for committee members and relevant stakeholders; moderate review of documents and presentations; and direct meeting observation of non-sensitive topics by the party conducting the assessment and analysis. 3. Assessment of the performance and effectiveness of the Board which includes: online survey for Board members; 360 degree online survey for relevant stakeholders; 360 degree interviews for Board members and relevant stakeholders; moderate review of documents and presentations; and direct meeting observation of non-sensitive topics by the party conducting the assessment and analysis. 4. Assessment of the performance and effectiveness of the Board and committee leadership. (Note: this step is done in parallel with elements b and c listed above, it is not a separate process) The work is to be undertaken under the oversight of the Ethics and Governance Committee (EGC, in close collaboration with the Office of Board Affairs) and to support the implementation of the established Framework. 4. Tasks Review 2015 assessment including existing tools, processes and results and identify supplemental tools and processes needed to implement full Framework as well as areas for improvement. (March) Develop and present an implementation plan to the Transitional Governance Committee (TGC) at its meeting March 31-April 1 outlining: The needed improvements and additions to existing tools and processes (see attachments) to facilitate the full implementation of the Framework. Outline process for conducting assessments of the Board, its standing committees and their leadership. Outline process for communicating the results of the assessments and recommendations for improvement for initial review by the EGC and then for presentation to the Board and committees. In collaboration with the Office of Board Affairs, develop the TGC approved tools and processes required to implement the Framework, prioritizing those required for the assessment of the Board and its leadership following its 35 th Board Meeting to be held 26-27 April 2016. Following approval of the tools and processes, conduct the annual assessment of the Board and its standing committees. Annual assessment of Board and its leadership (May/June 2016), results to be presented at EGC meeting in June 2016. Annual assessment of the Board and its leadership (May/June 2017) Assessment of the new committees (May 2017), following one year of activity. Prepare reports on the findings and recommendations for improvement (including an Action Plan) for consideration by the EGC and for presentation to the Board and committees. 5. Deliverables Implementation Plan, including what updates are required for the development and implementation of the full Governance Performance Assessment Framework, to be presented for approval at the TGC meeting March 31-April 1. (To Note: the majority of the materials for review have been attached to this RFP, as such, any proposals should already include a high level implementation plan that can be built on for the in-person meeting on March 31-April 1, 2016) Global Fund RFP Invitation (RFP TGF-16-017) Page 3 of 9
Develop approved tools and processes for assessment of the Board for TGC approval (April 22). Conduct assessment of the Board and its leadership for the period of May 2015 April 2016. Prepare report and presentation of findings, including an Action Plan for addressing areas for improvement for discussion by the EGC in June 2016. Finalize tools and processes for committee assessments for final approval by the EGC in Sept/Oct 2016. Conduct assessment of the Board and Committees and their leadership performance assessments in May 2017, including the analysis of assessment results. Draft a report of findings of the assessments and recommendations for improvements (including an Action Plan) which can be used by the EGC to present finding and recommendations to the Board and its committees (July 2017). 6. Place of Performance This work will be performed in Geneva. If travel is required to implement the tasks outlined under this consultancy, travel costs will be approved and covered by the Global Fund separately. 7. Period of Performance These assessments will be conducted annually. This contract will cover 3 annual assessments (2016-2018). Period of engagement: 28 March 2016 31 August 2018. 8. Attachments 1 - Governance Performance Assessment Framework 2 - Board Operating Procedures Charters of 3 standing committees of the Board 3. Strategy Committee 4. Audit and Finance 5. Ethics and Governance Tools for assessment of Board and committees including: 6. Committee self-assessment questionnaire 7. Assessment of the Performance and Effectiveness of the committees of the Board (360 degree survey for committees and leadership) 8. Assessment of the Performance and Effectiveness of the Board (360 degree survey for Board and leadership) 9. Summary results: Assessment of performance and effectiveness of the Board and standing committees 10. Performance Assessment Action Plan (draft) Please note that the attached documents are internal to the Global Fund and should not be distributed or used beyond as a reference for the development of the proposal response to this RFP. Global Fund RFP Invitation (RFP TGF-16-017) Page 4 of 9
9. Proposal Instructions The proposal must be valid for 30 days from the deadline from submission. 10. Evaluation Criteria A Global Fund Evaluation Panel will assess the extent to which applications submitted in response to this solicitation meet the evaluation criteria below. Service providers will be assessed to the extent to which the proposed consultant(s) demonstrate to have the necessary methodology, experience, technical expertise and know how, successful delivery record and functional knowledge and availability for the assigned functions. Proposal reflects current best practices and emerging trends in governance Degree to which methodology proposed takes into consideration the nature of the bodies being assessed (i.e. Board and committee members tend to have very busy schedules, methodology should be streamlined as much as possible including reporting and presentation materials). Familiarity with Global Fund governance or that of similar organizations. 11. Minimum requirements The firm/consultant(s) assigned are expected to have a proven track record of similar assignments and be able to demonstrate its experience in conducting assessments of governing bodies in international organizations. The consultant(s) assigned should have expertise in working in a multicultural environment. Familiarity with International Organisms organization, core processes and regulations are an asset. Proven experience in the protocol of engaging with high level individuals to solicit feedback Proven communication skills to facilitate collaboration with Global Fund interlocutors and ensure smooth and efficient handover to project management coordination team. Global Fund RFP Invitation (RFP TGF-16-017) Page 5 of 9
ATTACHMENT B: EVALUATION CRITERIA A Global Fund evaluation panel will assess the extent to which proposals submitted in response to this RFP meet the evaluation criteria below and in accordance with the Global Fund Solicitation Rules. The evaluations are divided into technical (70%) and cost (30%) factors. These factors will be evaluated relative to each other as described herein. 1. Technical Evaluation Criteria In assessing each proposal, the Global Fund will allocate greater importance to technical factors than to cost factors. This will be reflected in the weighting that the Global Fund will employ in assigning a total score to each proposal. While technical score will be significantly more important, cost will be a factor in evaluation. The score assigned to each proposal will be of guidance in determining which proposal would provide the greatest value to the Global Fund. However, the Global Fund reserves the right not to employ raw scores in determining best value where it considers, in its sole discretion, that this would not be appropriate. The technical merit of proposals will be evaluated based on the following Evaluation Criteria: Criteria Requirement Points (100) Methodology The supplier will demonstrate the methodology to deliver the services successfully. 40 points Technical Expertise: The extent to which the detailed proposal demonstrates a clear understanding of, and responsiveness to, the nature of the work being undertaken and the environment in which the work must be performed. Expertise and Qualifications: The extent to which the proposer has demonstrated to have the necessary education, training, technical knowledge, and experience. The supplier is required to produce a detailed proposal not exceeding 15 pages describing: Understanding and background of the topic; Data collection methods; and Analysis and synthesis methods. A CV not exceeding 5 pages for each team member should be attached, focusing on work experience and qualifications which correspond directly to the requirements set out in the scope of work, educational qualifications, publications, etc. In addition, the supplier is required to provide information regarding their past performance (not exceeding 2 pages). The past performance document should explain and provide reference to at least two similar contracts and lessons learnt. The Global Fund reserves the right to contact any persons listed in your past performance 20 points 20 points Global Fund RFP Invitation (RFP TGF-16-017) Page 6 of 9
Timeline: Proposals must respect the timeline in Attachment A, 5.Deliverables. document in order to gain a better understanding of the supplier s past performance in delivering similar services to former clients. The supplier is required to provide a highlevel work plan, which should show when the supplier would be able to submit the requested deliverables and how many working days the supplier would allocate for them. 20 points 2. Cost Evaluation Criteria Proposals will be evaluated in terms of best value to the Global Fund, price and other factors considered. Cost proposals must be submitted in USD. Cost proposal and technical proposal must be send separately, in two different emails. The cost component must cover all the services requested in the scope of work. The cost tables and accompanying notes must show the composition of all cost elements, it must include the following: - Cost breakdown of professional fees: job title, expertize, Level of Engagement (LOE) (i.e. numbers of working days) and daily rates. - Cost breakdown of Expenses / Other Direct Costs if applicable. Example: Job Title Expertize Level of Engagement (LOE) in days Daily Rate in USD Total Cost in USD Total Cost in USD Expenses / Other Direct Costs if applicable Total Cost in USD Total Cost in USD Global Fund RFP Invitation (RFP TGF-16-017) Page 7 of 9
How to best develop your proposal ATTACHMENT C GUIDANCE FOR APPLICANTS Please ensure your technical and cost proposals are submitted as 2 separate documents. Your technical proposal, should provide a comprehensive description of your relevant experience in this area, description of other similar work undertaken and your proposed approach / methodology. CV s should be no longer than 3 pages and should provide details of relevant engagements. Please explain clearly the skills, experiences and characteristics that make you especially suited to fulfil this requirement. Also describe what access you will need to Global Fund resources. Your cost proposal should include the daily rate of the profile(s) for performing the required services in USD, together with any associated costs in relation to the engagement. All proposals must be submitted in English. The RFP number and your individual/company name must be clearly indicated in the subject line of your e-mail and your proposal letter. Proposals which are incomplete or non-responsive may not be considered in the review process. The Global Fund reserves the right to contact any persons listed in your proposal or CV in order to gain a better understanding of your past performance and experience. General Instructions The Global Fund may, at its discretion, change the closing date, cancel the RFP, or revise the terms of reference, by issuing an amendment to this solicitation. All Amendments to this RFP will be posted on the Global Fund website: http://www.theglobalfund.org/en/business_opportunities/ It is the applicant s responsibility to consult the Global Fund website to ensure that they are aware of amendments to this RFP. The Global Fund may (a) reject any or all proposals, (b) accept for award a proposal other than the lowest cost proposal, (c) accept more than one proposal, (d) accept alternate proposals, (e) accept part of a proposal, (f) waive informalities and minor irregularities in proposals received, (g) extend, (h) postpone and (i) cancel this RFP. The Global Fund may award one or more contracts on the basis of the proposals received, without discussion or negotiation. Therefore, each proposal should contain the applicant s best terms from a cost and technical standpoint. The Global Fund reserves the right (but is not under obligation to do so) to enter into discussions with one or more applicants in order to obtain clarifications or additional detail, to suggest refinements in the technical proposal or other aspects of the proposal, or negotiate the cost proposal. The Global Fund will be under no obligation to reveal, or discuss with any applicants, how a proposal was assessed, or to provide any other information relative to the selection process. Applicants whose proposal are not selected, shall have not have any claim whatsoever for any kind of compensation, cost or liability against the Global Fund. This RFP shall not be construed as a contract or a commitment of any kind. This request for proposals in no way obligates the Global Fund to award a contract, nor does it commit the Global Fund to pay any cost incurred in the preparation of the proposal. Applicants are solely responsible for their own expenses, if any, in preparing and submitting an offer to this Request for Proposal. This would include any costs incurred during functional demonstrations and subsequent meetings and negotiations. Global Fund RFP Invitation (RFP TGF-16-017) Page 8 of 9
In addition to the written proposal, the Global Fund may request applicants to make oral presentations in English or to participate in a meeting, video conference or telephone call. The date, time, and place for such (if any) will be communicated to relevant applicants. Information obtained through oral presentations will be considered in the overall evaluation process. Any questions concerning this RFP must be submitted in writing via email to: Solicitation@theglobalfund.org Global Fund RFP Invitation (RFP TGF-16-017) Page 9 of 9