REQUEST FOR PROPOSALS #03512
CHANGE MANAGEMENT CONSULTANT
in support of
ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF)
SECHABA HOUSE, 4 BOWKER ROAD
MASERU, LESOTHO
Firm Deadline: TUESDAY, JUNE 10, 2014, 17H00 Lesotho
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 visithttp://www.pedaids.org.
BACKGROUND
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is a global leader in the fight against pediatric HIV and AIDS, working in many countries around the world to prevent and treat HIV infection in children, women and families.
EGPAF Lesotho country office is one the major HIV service partners of the Lesotho Ministry of Health (MOH), since 2004. The first EGPAF office opened doors in Lesotho in 2006. To support the Lesotho Program EGPAF has received funding from several Donors to implement different projects in collaboration with the MOH. The EGPAF program support has been in the areas of pediatric & adult care & treatment, Prevention of Mother to Child Transmission; TB services, TB/HIV integration; strategic information, quality Improvement, operational research and health systems strengthening.
In response to the MOH’s identified need, EGPAF supported the launch of Lesotho’s first organized cervical cancer screening center at Senkatana on January 30, 2013, with service provision beginning on January 22, 2013. Senkatana staff members are now offering cervical cancer screenings, diagnoses, and pre-cancer early treatment services, along with referrals to higher institutions. Senkatana offers a walk-in program for cervical cancer screening with no appointments required. In addition EGPAF has continued to support provision of high quality HIV services at Senkatana.
PURPOSE/SCOPE OF WORK
As part of its staff welfare program EGPAF Lesotho country office finds it necessary to engage a consultant to provide staff motivation sessions to all staff and management in order to enable them to cope with the closure of the project while preparing them to be ready for objectives of new project and also for Management to institute change management processes.
Objective 1: To institute and equip the Team with skills to institute a change management culture in the Country office during the remaining time towards completion of the SCS Project.
Objective 2: To strengthen the working relations between the EGPAF Lesotho Country office and the Senkatana Centre of Excellence and between Senkatana staff internally.
CONSULTANT TASKS AND DELIVERABLES
The consultant will generally be expected to provide the following services:
A. A motivation session for EGPAF Lesotho Senior Management Team and Mid-level Management members to empower their communication and basic motivational skills in order to be able to provide motivation to their direct reports/subordinates.
B. A counselling and motivational session for all staff members of EGPAF inclusive of the Management & Senior Management Team, to a total of 90 members.
C. The Consultant shall be expected to address the following issues among others:
C.2 Assist staff to get energized and motivated towards successful achievement of the SCS Project objectives.
C.3 Assist Management and staff to overcome fear emanating from future uncertainty.
C.4 Instill readiness for change within the team and ability to plan for the future.
C.5 Prepare the Team to cope with the emotional reactions e.g. anger, depression, fear, loss of trust that may arise by logically reinforcing positive behavior and life skills.
C.6 Provide basic skills for sound financial management leading to the contract end dates and also in lieu of the staff terminal benefits.
C.7 Enhance Team cohesiveness.
In realization of Objective 2 of the assignment they shall be expected to perform the following;
- Conduct a rapid assessment to understand the working environment and working relations between the key management staff of the EGPAF Lesotho and the Senkatana Centre of Excellence.
- Conduct a 2 days Team building exercise that will reinforce relationship between Senkatana management and EGPAF country office, and also reinforce relationship between Senkatana staff.
Objective 1 of the assignment will be conducted as follows:
a) Kick-off meeting with the Senior Management Team.
b) One day session for all Management.
c) One day session for all staff including Management and wrap up with SMT at the end of the proceedings.
d) Half day final session with all staff and Management in October 2014.
Objective 2 of the assignment will be conducted as follows:
a) Hold one to one interviews with no less than 3 key management staff from each of the Organizations (EGPAF and Senkatana).
b) Hold a 2 day team building session
c) Facilitate the 2nd day of the Team building session for discussion of the Senkatana work plan
Deliverables;
The Consultant shall be expected to submit the following deliverables;
a) Methodology & Program of work – beginning of week 1
b) Manuals and Presentations to be used for the Management consultation – end of week 1
c) Presentations for 1st Staff consultation – beginning of week 2
d) Report on Management & Staff consultations – week 3
e) Rapid assessment report to inform team building exercise for EGPAF and Senkatana Management – week 4
f) Modus Operandi governing working relations between EGPAF Lesotho and Senkatana Centre of Excellence – week 5
g) Report on the team building exercise for EGPAF and Senkatana Management
h) Presentations for final Staff consultations – week 6
i) Report on final EGPAF staff consultations – October 2014
j) Final report of the assignment – October 2014
MINIMUM REQUIREMENTS:
The consultant shall satisfy the following requirements:
a) Have a post graduate qualification in Psychotherapy, Industrial Psychology, Theology with counselling as major or a related field and a minimum of 10 years of experience in providing motivational and counselling services.
b) Should have engaged in similar assignments for NGOs or Organizations with a staff complement of 50 to 100 employees in project settings.
c) Experience in Southern Africa and specifically Lesotho, will be an added advantage.
d) Should provide a profile indicating similar assignments conducted.
e) Readiness to travel to Lesotho for execution of the assignment by mid June 2014.
FOUNDATION RESPONSIBILITIES
EGPAF shall be responsible to provide the following:
a) Access to the premises and relevant records as necessary.
b) Relevant background information.
c) Coordination of all meetings.
d) Bear all costs related to meetings and workshops related to execution of the assignment.
e) Facilitation of all work/residence permits as may be required under the laws of Lesotho, where necessary.
f) Timely payments under the contract upon successful performance of the tasks by the consultant.
LOGISTICS:
The duration of the assignment shall be 15 working days including 8 in-person/onsite days. The assignment shall be conducted over a 5 months period starting in June through to October 2014.
The assignment will be conducted in Maseru at the EGPAF Lesotho Country office and remotely. The venue for the consultations will be agreed upon on a case by case between the Consultant and the EGPAF Management.
The consultant will be responsible for all necessary equipment such as projector, laptop etc to fulfill the assignment, and to provide necessary training material required to perform the tasks.
The Consultant will be responsible for own transportation & lodging.
Cost of production of required material will be borne by the consultant.
KEY CONTRACT TERMS:
The anticipated contract type is *firm fixed price.* Unless stated otherwise in the statement of the work, the Contractor is responsible for providing equipment and/or supplies required to perform the services.
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. Contractor will not use or allow the use of the Materials for any purpose other than Contractor’s performance of the Contract without the prior written consent of the Foundation.
EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS:
The Foundation will accept the proposal that presents the best value. All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Please submit your Submission Requirements in the order that they appear below.
Evaluation CriteriaSubmission Requirements Weight1. Past performance of similar work 1. 3 professional references from similar past projects with phone and email contact information and one or more examples of prior similar work 20% 2. Work programme 2. A maximum 5-page written proposal explaining the process and timeline for implementation. This proposal should covers all of the aforementioned tasks. 25% 3.Timeframe of implementation 3. Estimated hours, timeframe with deliverables, final delivery date 20% 4. Total fixed price 4. Total fixed price for all activities, plus breakdown of costs. 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%
All applicants are required to be registered and authorized to perform the scope of work in the place of performance. A copy of valid registration must be submitted with each proposal.
PROPOSED TIMELINE:
DATE: JUNE/03/2014– Release of RFP
DATE: Latest by JUNE/06/2014, 17H00 Lesotho– Submission of Contractual and Technical Inquiries:Mrs. Mampho Ntšekhe, Awards & Compliance Manager, EGPAF Lesotho,mntsekhe@pedaids.orgwith a “cc” toEmelie Bailey, Awards & Compliance Officer, EGPAF atebailey@pedaids.org. No phone calls please.
DATE: JUNE/09/2014 –Question and Answer Response Document posted on EGPAF website athttp://www.pedaids.org/pages/contracting-opportunities.
DATE: JUNE/10/2014, 17H00 Lesotho- Completed proposals must be delivered electronically by the deadline mentioned on page one to:Mrs. Mampho Ntšekhe, Awards & Compliance Manager, EGPAF Lesotho,mntsekhe@pedaids.orgwith a “cc” toMr. Machai Maime, Human Resource Officer, EGPAF Lesotho,mmaime@pedaids.org
DATE: JUNE/13/2014: –Final decision announced and Offerors notified
DATE: JUNE/18/2014:– 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. Any exceptions to the requirements or terms of the RFP must be noted in the proposal. The Foundation reserves the right to consider any exceptions to the RFP to be 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, enter into negotiations with any party, and/or award multiple contracts.
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, 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 Appolinaire Tiam, Country Director for Lesotho, at atiam@pediads.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.
How to apply:
Completed proposals must be delivered electronically by the deadline mentioned on page one to: Mrs. Mampho Ntšekhe, Awards & Compliance Manager, EGPAF Lesotho, mntsekhe@pedaids.orgwith a “cc” to Mr. Machai Maime, Human Resource Officer, EGPAF Lesotho, mmaime@pedaids.org
