REQUEST FOR PROPOSALS #03223 2013 Global Leadership Development Program in support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION ( EGPAF or FOUNDATION ) 1140 Connecticut Ave NW Suite 200, Washington, DC 20036 Firm Deadline: September 15, 2013 TIME 5:00 PM US Eastern Time The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit http://www.pedaids.org. BACKGROUND The Foundation employs 1039 employees globally 134 in the US and 965 in Africa. To ensure the longterm success and sustainability of our organization, and the achievement of our mission, the Foundation is committed to building leadership bench strength across its country programs and US offices. To this end, the Foundation intends to launch a formal leadership development program starting in 2014, and repeating annually thereafter. Each year, a cohort of 25-30 staff will be selected and placed on a 12 month guided leadership development program. This will include an initial face-to-face leadership training experience, crafting of individual leadership development plans, follow-up coaching and mentoring (inhouse and external) and reinforcement of learning through practical action learning projects. Annexure I provides a summary of the Foundation s leadership development concept. PURPOSE/SCOPE OF WORK The Foundation is seeking proposals from qualified training firms / consultancies to design, develop and implement a 4-day leadership development experience, which will include (1) a leadership training workshop, (2) individual leadership assessments using established diagnostic tools, (3) professional feedback and coaching support to each participant, and (4) facilitating individual leadership development plans and initiating action learning projects. Participants will be middle and senior-level managers and high-potential staff selected on the basis of their performance track record, positive attitude, team skills, and ability to learn and develop. Participants will display strong leadership potential, and will either already occupy a leadership or key position, or have the demonstrated potential to grow rapidly into such a position. Participants may include high performing operations managers (e.g. HR Manager, Finance Manager, etc), Program Managers, Technical Directors, Country Directors, US-based support staff etc. Through the leadership program, the Foundation is seeking to develop a strong pool of current and future leaders, who possess the skills to lead the organization into the future, navigating change and leading across boundaries. We are seeking to build both high-level interpersonal skills, and competencies around leading individual staff, teams, functions and programs. The Foundation particularly seeks to build competencies in the following areas: coaching & developing staff; managing diversity; conflict management and resolution; addressing performance issues and challenges; motivating staff and building employee engagement; building accountability and driving results; guiding and facilitating change; managing across boundaries and managing dispersed teams; creating a culture of learning and innovation; 1
and global leadership (strategic thinking, managing external partners, thinking globally acting locally, leading global teams, etc). CONSULTANT DELIVERABLES The selected consultant /training provider will work in close consultation with the International HR team to ensure the following deliverables: 1. Consultation phase: engage key stakeholders to assess critical leadership development needs and priorities, through confidential one-to-one focused interviews (telephonic or in person) with the CEO, COO, EVP, Medical & Scientific Affairs, VP-HR & Administration, and 3-5 other stakeholders e.g. country directors, international HR, ADOs, technical directors etc); review Foundation strategy, mission & values statement, HR strategy and other relevant documentation that may inform the design. 2. Design phase: develop a high level proposal for the 4-day leadership training program, outlining key thematic areas that will be covered, overall approach, mode of delivery, criteria for selection of participants etc; share recommendations with key stakeholders and obtain international HR / leadership buy in for the overall design. 3. Preparation phase: develop a detailed training workshop program & timetable, training materials, and modules, action learning project briefs, user friendly handouts, training aids (activity worksheets, case studies, journals, participant workbooks etc,) for all sessions 4. Delivery: deliver a 4-day leadership development workshop at a venue selected by the Foundation, during the first quarter of 2014 (exact dates to be discussed); delivery will include individual/ team coaching, as well as conducting individual leadership assessments (MBTI, FIRO-B, CSI etc), plus the provision of individual assessment feedback / coaching, supporting participants to develop individual leadership development plans/ roadmaps, and initiating action learning projects. 5. Post-training phase: delivery of a detailed training report including an electronic copy of all training materials, post training participant evaluation etc CONSULTANT QUALIFICATIONS: Demonstrated experience developing and implementing high quality global leadership developments programs, preferably including experience working in the international NGO sector. Established presence in Africa, and track-record of delivering training programs in the African context. Ability to implement individual leadership assessments including diagnostic testing, and coaching solutions. Knowledge of designing action learning projects. LOGISTICS: The training workshop will be held at a venue in Africa (likely to be either Johannesburg or Nairobi). The Foundation will arrange and pay for a suitable training venue, training equipment, and accommodation for all participants. In the event that the consultant / training provider has its own facilities, then these may be utilized depending on suitability. The Foundation will pay the cost of any flights (using coach travel) and 2
accommodation in respect of training staff. The consultant / training provider will be responsible for making own travel arrangements, visa arrangements (if applicable), and providing all training materials. KEY CONTRACT TERMS: All deliverables provided to the Foundation must be furnished for the use of the Foundation without royalty or any additional fees. All Materials will be owned exclusively by the Foundation. Consultant will not use or allow the use of the Materials for any purpose other than Consultant s performance of the Contract without the prior written consent of the Foundation. EVALUATION CRITERIA: All proposals will be evaluated by the Foundation against the following criteria: Evaluation Criteria Submission Requirements Weight 1. Past performance of similar work 2. Consultant s proposed process and approach to meet our needs efficiently 3. Experience with NGOs / African context 1. 3 professional references from similar past projects with phone and email contract information and one or more examples of prior similar work 2. A maximum 5-page written proposal explaining the proposed approach, training methodology, process and timeline for implementation 3. Evidence of experience working with NGOs (preferably health-related) in an Africa context 20% 25% 20% 4. Total fixed price 4. Total fixed price for all activities including design, delivery of the program, and implementation of individual assessments, and coaching support 15% 5. Qualifications of proposed individuals 5. CV/Resume of proposed individuals to work on this project and 2 references per individual 20% Total 100% INSTRUCTIONS FOR SUBMISSION OF PROPOSAL: Each proposal must contain: 1. At least 3 professional references with phone and email contact information 2. (1) page summary of the proposed approach and 3-5 page concept note outlining the actual proposal. 3. Summaries of projects conducted with other NGOs and/or organizations based in Africa 4. Detailed fixed price cost proposal 5. CV/Resume of proposed individuals to work on this project and 2 references per individual 6. Estimated time-frame, including any dates you would not be available to work on the assignment. 3
PROPOSED TIMELINE: DATE: August 19, 2013 Release of RFP DATE: August 30, 2013 Submission of Technical Inquiries directed to: Andrew Moir, International HR Director, amoir@pedaids.org. No phone calls please. DATE: September 5, 2013 Technical Inquiries Question & Answer Document posted on the Foundation s website at http://www.pedaids.org for viewing by bidders. DATE: September 15, 2013 - Completed proposals must be delivered electronically by the deadline mentioned on page one to: Cathy Colbert, Sr. Awards & Compliance Officer, ccolbert@pedaids.org with a cc to Andrew Moir, International HR Director, amoir@pedaids.org. DATE: September 30, 2013: Final decision announced and Offerors notified DATE: October 15, 2013: Contract executed and Services begin. Please note it is our best intent to comply with the above timeline but unavoidable delays may occur. ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP# reflected on the first page of this document. Failure to comply with this requirement may result in non-consideration of your proposal. Any proposal not addressing each of the foregoing items could be considered non-responsive. Late proposals will be rejected without being considered. This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined below. Such proposals shall be considered and treated by the Foundation as offers to enter into an agreement. The Foundation reserves the right to reject all proposals, in whole or in part, and/or enter into negotiations with any party. The Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed. Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR: As a core value to help achieve our mission, the Foundation embraces a culture of honesty, 4
integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience of suspect unethical behavior by a Foundation employee, please contact Doug Horner, Vice President, Awards, Compliance & International Operations, at dhorner@pedaids.org or the Foundation s Ethics Hotline at www.reportlineweb.com/pedaids/ Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work. Any work performed by the Consultant prior to full execution of an award will be done at the Consultant s own risk. 5
Annexure I EGPAF Leadership & Talent Development Program Concept Paper To succeed in today s ever-changing and competitive environment, the Foundation needs leaders with vision, who can lead across boundaries and functions, and navigate change and organizational growth. The Foundation s proposed leadership & talent development program aims to develop a pool of global leaders to ensure the long-term success, effectiveness and sustainability of our programs, and ultimately the achievement of our mission. The objective of this new initiative is to develop a global EGPAF leadership culture, and to build leadership bench-strength and a pipeline of future leaders by focusing on the development, retention and engagement of current and future leaders and talents. The proposed initiative will cut across all EGPAF country programs, functions and departments, and will targets individuals currently occupying key leadership roles, as well as those with the potential to make a difference. Under this initiative, each 1-2 years a group of leading employees will be selected to participate in a global leadership development program. Selection is based on a consultative process, with clear criteria being used to identify priority candidates. Selection criteria will include: an excellent performance track record, great attitude and team skills, and an assessed ability to grow and adapt to change. Candidates will be prized by managers and respected by peers, display strong leadership potential, and will either already occupy a leadership or critical role, or have the demonstrated potential to grow rapidly into such a position. Selected employees will undergo a guided leadership development experience, including participation in a 3-5-day global leadership forum alongside peers from other countries and functions, facilitated by external leadership development professionals. Face-to-face training will be reinforced by individual career development road maps based on a formal diagnostic process, and on-going mentoring / coaching support continuing for several months after the formal training. Continued organizational focus will be placed on the leadership pool: all staff graduating from the leadership development training process will be tracked to monitor engagement and retention rates, and where possible supported with opportunities to further develop their skills, e.g. stretch assignments, cross-functional / international exposure, promotional opportunities etc. Each year a new cohort of leaders and talents will be engaged on the program, creating a growing and dynamic pool of global EGPAF leaders. The program aims to enroll 25-30 leading employees per event, with an average of 2-3 candidates selected from each country program as well as US offices. Countries will be required to cover the costs of participation from their budgets. To realize this proposal, next steps include SLT approval, program design and selection of a training partner, development of participant selection criteria and tools, communication of the program to stakeholders and developing buyin, and enrolment of participants for the first cohort, with a proposed launch date in January / February 2014. 6