ANNEX I Terms of References (ToR) for Courseware Development, Design and Facilitation - Supply Chain Training Programmes 1. INTRODUCTION UNICEF Supply Division has an approved Learning & Development 2015-2017 Strategy and Implementation Plan with a number of ongoing and recurring learning activities and others that are yet to be developed and implemented. While in some occasions these activities have been developed and delivered by internal SMEs and Learning & Development Specialists, it is envisaged to obtain such services from a qualified service provider to boost the capacity to meet the recurring demands for support. This RFPS is issued in order to enter into a long term agreement with institutions/organizations to offer the services to UNICEF as at when required. The long term agreement will be for an initial period of 12 months and subject to an extension of additional 24 months upon satisfactory performance of the service providers. 2. PURPOSE: 2.1 UNICEF Supply Division (SD) in Copenhagen is seeking for a qualified service provider to offer a range of services on a case-by-case basis to meet different needs of: Lot 1: Courseware development and Lot 2: Design of learning events and materials; Lot 3: Facilitation and training of supply chain training programmes. In the following areas: a) Procurement of goods / Contracting for services and construction works b) Supply & Logistics strategy, planning, management, warehousing and inventory / shipping and transport management c) Supply Chain Management / Capacity Building of Governments partner Schematic representation: Procurement of goods / Contracting for services and construction works Supply & Logistics - strategy, planning, management, warehousing and inventory / shipping and transport management Supply Chain Management / Capacity Building of Governments Courseware development Design of learning events and materials Facilitation of supply chain training programmes Note: Bidders are required to bid for all the lot or bid per lot depending on their capacity and interest. All bidders must indicate on their proposal the lot(s) they are bidding for. Award for the long term agreement will be made per lot. Page 1 of 13
3 OBJECTIVE OF THE ASSIGNMENT: 3.1 To strengthen the internal capacity of Supply Division and field offices to develop specific supply chain courseware related to the key areas of work of Supply Division and; 3.2 To strengthen the capacity of Supply Division and field offices to offer internal support to recurring needs for design and facilitation of learning initiatives such as training programmes, seminars, horizontal exchanges and capacity development events, both in Copenhagen and in field offices. 4 SCOPE OF WORK 4.1 LOT 1: courseware development and design of learning events and materials The service offer should be comprehensive of the following items that would be selected on a case-by-case basis according to specific project needs: Courseware development applicable to cases where Supply Division expects the service provider to provide content in different areas of supply chain management Learning materials to be developed and presented by the service provider expertise in the area of work and in possible combination with UNICEF's existing learning material and other internal documents (policy documents, divisional procedures, supply manual, others). Needs assessment process as necessary with the use of appropriate methodologies (surveys, interviews, focus groups, etc.) and with proper identification of key stakeholders. Conversion of materials provided into learning materials with additional development as necessary. Notes on courseware development: The contractor is expected to travel to UNICEF Supply Division during the development phase to collect relevant materials and information with key stakeholders and also for the delivery of a potential pilot programme, according to a schedule to be determined in mutual agreement. Adequate use of project management is expected to meeting expected standards in terms of quality of learning materials to be developed and delivery of Master version of the materials. All courseware development shall reflect adult-learning and andragogy learning methods. The learning materials will be developed in close coordination with UNICEF Supply Division to ensure the best match between industry best practice and UNICEF's operating environment, policies and existing tools. Such courseware is to be developed with and for the particular use of UNICEF Supply Division, and should be tailor-made to the specific needs but also the processes, systems, and terminology of the 0rganisation. The service provider should have the capacity to develop functional training modules, or also, an entire curriculum in Supply Chain Management within the humanitarian context within which UNICEF operates, and integrating pre-existing learning materials. The development should also be considerate of potential integration with e-learning Page 2 of 13
material and the use of UNICEF s AGORA e-learning platform (the development of the courseware should also be in line with the international public procurement principles and UNICEF policies). The contractor is expected to provide periodic reports to UNICEF against an agreed reporting schedule as reflected in a specific project tracking plan. UNICEF and the contractor will jointly evaluate and agree on any updates to the learning material. Any deviation from the project schedule must be agreed upon in advance in writing with UNICEF. UNICEF will retain all rights and ownership to the Intellectual Property and training content developed for each specific project. Deliverables: Complete courseware in the requested area of knowledge, including all learning materials for participants and facilitators 4.2 LOT 2: Design of learning events and materials Design of learning events and materials Design of training packages that reflect innovative training learning methods targeting adult-learning and andragogy methods including but not limited to a combination of: Presentations / slide-decks interactive discussions and group exercises scenario-based role-plays / case studies competency frameworks design of needs assessment templates and surveys pre-course materials such as reading assignments, e-learning modules, assessments, surveys and assessment tests course preparation checklists course agendas facilitator s notes project plans and lessons plans quizzes icon sets simulation and role-play materials job aids and guidance tools / Learning library and resource toolkit inception reports certificate templates evaluation forms Deliverables: Complete package with the combination of selected items from the list above requested on a case-by-case basis. Note: the Intellectual Property of all courseware developed for UNICEF shall be fully owned by UNICEF. The supplier is not allowed to re-use the materials or UNICEF case studies for any other client. Page 3 of 13
4.3 Lot 3 Facilitation of Learning Events Facilitation of learning events - Facilitation of learning events according to the specific project plan and course agenda. Use of leading edge facilitation techniques that promote engagement, collaborative and active participation and is learner-centred. Lead and guidance to facilitate successful outcomes Coaching support to facilitation skills by project team members Use of visual and video resources Inception report with approach and project plan Workshop proceedings report to professional standard Event evaluation and evaluation report, lessons learned and recommendations report Deliverables: Facilitator is expected to travel to destination and provide facilitation services and the related support services as outlined above. Obs. The primary working language of UNICEF is English and it is the first language of choice for the above products. Nevertheless it is expected that the service provider has the capacity to also deliver the same products in French and Spanish, also for a Train-the-Trainers if necessary. 5. PROPOSAL EVALUATION 5.1 Both technical and financial proposals will be evaluated Technical evaluation 70 points - Overall Response (20 points) - Proposed Methodology and Approach (20 points) - Technical Capacity (30 points) Financial evaluation 30 points Financial Proposal and invoicing must be denominated in US Dollars (USD). The proposal should include: - All-inclusive cost to complete the deliverables as required in the ToR with a detailed cost breakdown (e.g. daily rate, lump sum) - Estimate Travel Cost* Travel expenses should not be included at this time. UNICEF shall be responsible for the travel cost at the most direct and economy class ticket irrespective of the distance for all UNICEF pre-cleared and certified trip related to this terms of reference. DSA shall be paid for every nights spent by the consultant(s) in Copenhagen. 5.2 Proposals failing to reach a score of 70% of the maximum possible technical evaluation score (50 points) will not be further considered, and the corresponding financial proposal will not be opened. The final ranking of technically compliant proposals will be established based on 1) overall technical evaluation score: 70%; 2) overall financial evaluation score: 30%. 5.3 Technical Evaluation Criteria / Technical Proposal 5.3.1 The following criteria will apply for the evaluation of the proposal and the indicated information should be provided separately for each of the following areas (to be scored separately): Page 4 of 13
Lot 1 - Courseware development Lot 2 - Design of learning events and materials Lot 3 - Facilitation of learning events Bidders are allowed to bid for the 3 lots or any of the lots based on their capacity and the awards will be made per lot. All bidders are required to indicate on the proposal the Lot they are bidding for. 5.3.2 Evaluation criteria The evaluation procedure will focus on both technical and financial suitability. The weights of 70% and 30% shall be applied for technical and financial compliance respectively. Total: 70 points Proposals need to obtain a minimum of 50 points in technical evaluation in order to be considered for financial evaluation. Financial Evaluation Financial proposal evaluation shall be done per lot. A proposal offering the lowest total costs for the lot under consideration shall be awarded 30 points, all other price proposals shall receive scores in inverse proportion according to the following formula: Score for price proposal X = (Maximum score for price proposal (e.g. 30) * Price of lowest priced proposal) / Price of proposal X Combined Evaluation: Proposal obtaining the overall highest combined/cumulative score as a result of technical and financial evaluations, will be considered as the most responsive proposal, i.e. representing best value, and will be recommended for award. 5.3.3 Structure of Financial Proposal: All bidders will be required to provide their detailed resource daily price list (rate card) Annex 1 is provided as guidance but bidders are allowed to submit their daily rate list based on their organizational methods i.e. List of human resources that the bidder will use to implement and their hourly/daily rate. The rate list for the resources will form the price list for the long term agreement. Annex 2 shows sample project for each lot, bidders are required to indicate the resource(s) they will deployed project and the number of hours/days for each assignment and also price for each project. The total price per sample shall be used for the financial evaluation of each lot and the evaluation will be done as stated above. Page 5 of 13
5.3.4 TECHNICAL EVALUATION CRITERIA LOT 1: COURSE DEVELOPMENT TECHNICAL EVALUATION CRITERIA TECHNICAL QUALIFICATION BIDDER TO PROVIDE REF. COURSE DEVELOPMENT Overall Response (20 points) Understanding of tasks, objectives and coherence of response (10 points) Project proposal (inclusive of timelines) Overall match between the TOR requirements and proposal (10 points) Proposed Methodology and Approach (20 points) Quality of proposed approach/methodology (20 points) Technical Capacity (30 points) Relevance of Company and Trainer s experience with similar projects and as per required qualifications (20 points) Detailed methodology approach on how to meet or exceed requirements of the project Evidence of experience in implementing similar assignments with the use of adult learning methodology in a multi-cultural professional working environment Evidence of similar assignments Company s profile & Expertise of assigned Consultant with general and specific experience on similar assignments in terms of scope in the past five years Detailed CV of the proposed consultant or team for the assignment giving information about the following: Title / designation Educational qualifications and professional Past experiences on similar assignments Desirable: Evidence of previous experience with the United Nations system and with the work of the organization in the area of communication for advocacy targeting external partners References (10 points) TECHNICAL QUALIFICATION - Total Points 2 references for services in the area of courseware development 70 points Page 6 of 13
LOT 2: DESIGN OF LEARNING EVENTS AND MATERIALS TECHNICAL EVALUATION CRITERIA TECHNICAL QUALIFICATION BIDDER TO PROVIDE REF. DESIGN OF LEARNING EVENTS AND MATERIALS Overall Response (20 points) Understanding of tasks, objectives and coherence of response (10 points) Project proposal (inclusive of timelines) Overall match between the TOR requirements and proposal (10 points) Proposed Methodology and Approach (20 points) Quality of proposed approach/methodology (20 points) Technical Capacity (30 points) Relevance of Company and Trainer s experience with similar projects and as per required qualifications (20 points) Detailed methodology approach on how to meet or exceed requirements of the project Evidence of experience in implementing similar assignments with the use of adult learning methodology in a multi-cultural professional working environment Evidence of similar assignments Company s profile & Expertise of assigned Consultant with general and specific experience on similar assignments in terms of scope in the past five years Detailed CV of the proposed consultant or team for the assignment giving information about the following: Title / designation Educational qualifications and professional Past experiences on similar assignments Desirable: Evidence of previous experience with the United Nations system and with the work of the organization in the area of communication for advocacy targeting external partners References (10 points) TECHNICAL QUALIFICATION - Total Points 2 references for services in the area of design of learning events and materials 70 points Page 7 of 13
LOT 3: FACILITATION OF LEARNING EVENTS TECHNICAL QUALIFICATION Overall Response (20 points) Understanding of tasks, objectives and coherence of response (10 points) TECHNICAL EVALUATION CRITERIA BIDDER TO PROVIDE REF. FACILITATION OF LEARNING EVENTS Project proposal (inclusive of timelines) Overall match between the TOR requirements and proposal (10 points) Proposed Methodology and Approach (20 points) Detailed methodology approach on how to meet or Quality of proposed approach/methodology (20 points) Technical Capacity (30 points) Relevance of Company and Trainer s experience with similar projects and as per required qualifications (20 points) exceed requirements of the project Evidence of experience in implementing similar assignments with the use of adult learning methodology in a multi-cultural professional working environment Evidence of similar assignments Company s profile & Expertise of assigned Consultant with general and specific experience on similar assignments in terms of scope in the past five years Detailed CV of the proposed consultant or team for the assignment giving information about the following: Title / designation Educational qualifications and professional Past experiences on similar assignments References (10 points) TECHNICAL QUALIFICATION - Total Points Desirable: Evidence of previous experience with the United Nations system and with the work of the organization in the area of communication for advocacy targeting external partners 2 references for services in the area of facilitation of learning events 70 points *Travel cost shall be calculated based on an estimate lump-sum amount. However, the final travel component will be agreed based on the effective work calendar. Travel costs will be preapproved and reimbursed by UNICEF as per the UNICEF rules and regulations for travel for consultants i.e. irrespective of the distance and duration of the flight, most direct and economy flight ticket shall apply. Costs for accommodation, meals and incidentals shall not exceed the prevailing UN daily subsistence allowance (DSA) rates for each location for every night spent. Page 8 of 13
6. PAYMENT PROVISIONS UNICEF shall, on fulfilment of the assignment and approval of the output/outcome, make payment within 30 days of receipt of Contractor's invoice for the services. UNICEF is a tax exempted organization as such, all invoices submitted for services shall be exclusive of VAT and all taxes. All payment shall be made in US dollars. 7. PROJECT MANAGER UNICEF Project Team including the Learning & Development Specialists and internal services requisitioners will be responsible for the approval of all milestones and deliverables Page 9 of 13
ANNEX 1: DETAILED RATE CARD FOR ALL RESOURCES: S/N TITLE/DESIGNATION OF RESOURCE HOURLY RATE DAILY RATE BIDDERS MAY ALSO INCLUDE PRICING FOR THEIR READY MADE IN - HOUSE TRAINING, COURSE CATALOGUE, CURRICULUM AND PRICE PER PARTICIPANTS ON THEIR SITE OR AT UNICEF PREMISES IN SUPPLY DIVISION COPENHAGEN. Page 10 of 13
LOT 1: COURSE DEVELOPMENT Resource to be deployed to develop 30 slides training material on contracts with UNICEF Source Materials S/N Resource to be deployed to develop 30 slides Number of Hours/DAYS Hourly Rate Daily Rate Total Page 11 of 13
LOT 2: DESIGN OF LEARNING EVENTS AND MATERIALS Resource to be deployed to Design Learning and Events Materials for 3 days training based on the material already developed as outcome of Lot 1. S/N Resource to be deployed to develop 30 slides Number of Hours/DAYS Hourly Rate Daily Rate Total Page 12 of 13
LOT 3: FACILITATION OF LEARNING EVENTS RESOURCE TO BE DEPLOYED FOR FACILITATION/DELIVERY 3 DAYS TRAINING ON CONTRACT MANAGEMENT. S/N Resource to be deployed to facilitate a learning events Number of Hours/DAYS Hourly Rate Daily Rate Total Page 13 of 13