SIG-RAMSI SUPPORT FACILITY (SRSF) Request to Tender for Design and Delivery of a Leadership and Organisational Development Program for Ministry of Finance and Treasury Purpose of the Leadership Program The proposed program is intended to empower the Solomon Islander leaders within MoFT to drive the organisation and therefore strategically determine the future direction of the Ministry. It will focus on transforming agency leaders through strengthening their technical and professional capacity, in order that they can in turn transform their organisations and teams. The key target group for this program will be Solomon Islander leaders and executive managers within the MoFT, so that they: (i) have the skills to be able to lead change within MoFT to achieve its outputs; (ii) are confident and can articulate the vision and values of the organisation to the extent that MoFT is regarded as an exemplary Ministry in the whole of SIG Public Service; and (iii) can create a culture within the organisation that supports success. To ensure the program serves the needs of the Ministry and is able to implant a sustainable leadership culture among local leaders, it will need to focus the Ministry leadership in ways that underpin their capacity to progressively accept responsibility for developing other local agency leaders, using their own successful experiences as motivational factors, case studies and to act as a catalyst for sustained change. This will require the program design process to identify and outline the tangible opportunities for local leaders in MoFT to drive the program itself, and for them to feel they hold the technical and professional understanding required for them to succeed and to become more effective leaders. The program design will also integrate monitoring and evaluation (M&E) measures so that outcomes can be identified and reported against during the design process. That is, when the program is completed, the provider will have collected and analysed the outcomes and the potential impact of the program, through a series of indicators and examples where change has been made, through enhanced leadership capacity, to MoFT policies, systems, procedures and capacity development. These data will be provided to the MoFT. Further details, tender guidelines and tender cover sheet are attached. Lodgment of Tenders Tenders are to be lodged, marked “in confidence”, to the email address of patricia_dear@srsf.com.sb by 5 pm AEST on Wednesday 28th September 2011. --------------------- SIG-RAMSI SUPPORT FACILITY Request for Tender Design of a Leadership and Organisational Development Program for Ministry of Finance and Treasury (MoFT) 1. Background to the Program The Ministry of Finance and Treasury (MoFT) is a key Government Ministry responsible for ensuring sound management of public funds. As a central agency for Government, the Ministry aspires for effectiveness and this requires supporting strong leaders to drive and reinforce the commitment of all staff to the MoFT mission and objectives. Developing leaders within the Ministry is essential to successfully initiate a whole of Ministry transformation building on the ground work that is already there. Consequently in 2010, the MoFT Executive identified leadership as a key area for investment across the Ministry. This RFT is part of implementing the aspirations of the MoFT Executive and will set in motion a process for supporting leadership and organisational development, supporting the realization of the Ministry’s mission for “transforming the MoFT into a locally led and built to last organisation”. 2. The Context in MoFT In the last seven years, MoFT had benefitted from substantial financial and technical assistance provided under RAMSI. Initial focus had been on stabilizing the Ministry and Government Finances after years of disrepair following the tension. In recent years, this focus had shifted to strengthening the capabilities needed to deliver on outputs. This process had involved strengthening operational management, processes, systems and ensuring staff have the necessary operational skills to support the delivery of outputs. The engagement of Technical Advisors (TA) in this institutional strengthening process had led to opportunities for empowering capable Solomon Islanders, so they can grow in their leadership roles. As the advisors transition out of carrying out functions and play a more supportive role, Solomon Islanders will step up and drive the organisation forward in an environment that will continue to require ongoing change. A range of initiatives have been designed to strengthen MoFT in a more broad organisational way, rather than focusing on individual technical inputs. These include a graduate programme, developing a capacity development framework, and a core skills programme. Individually these initiatives are useful but their true value is maximized when they are brought into an organisational development model that focuses on a locally led and designed leadership vision. To help respond to this need, a purpose-designed Leadership and Organisational Development Program for the MoFT will be designed and delivered. The preference is to design a program with proven effectiveness and using methods for which there is already in-house familiarity. As the intention is to build on the experience of the Ministry Leadership, the organisational development program needs to be structured in ways that encourage MoFT leaders to apply their own workplace knowledge in leadership development, at the same time undergoing peer-learning through the use of facilitated workshops. Given the specific requirement of the Ministry, the proposed leadership program will build upon the success of leadership programs delivered for the Inland Revenue Division (IRD) in 2010. The approach taken then proved to be successful for a number of reasons. It partnered external learning facilitators with the RAMSI TA advisors and with local SI senior management, to ensure that learning is operationalised and practiced. There was a strong focus on action learning at each step of the programme. It was designed and implemented using a demand driven model – as each stage was completed and implemented it created local demand for the next stage. This ensured a high level of local management and staff engagement and enthusiasm for engaging in the program and the associated assignments / work. Using a staged approach requires a level of planning and reflection in the program design, to ensure the materials, methods and activities are developed with the specific needs and issues of the Ministry (and its staff) in mind. The identified provider will need to quickly become familiar with the work of MoFT and the leadership work previously undertaken in IRD to ensure synergy and consistency between the models, the learning styles, language used and approaches developed. Without this form of learning and professional development, IRD and MoFT organisational objectives will be disconnected from the leadership training. Once it is designed and delivered, the MoFT Leadership and Organizational Development Program will complement the existing Leadership Development Programme that has been developed by the Institute of Public Administration and Management (IPAM). Each of these senior management and leadership programs can provide the other with insights and materials that can build future capacity development initiatives in Solomon Islands. 3. Purpose of the Leadership Program The proposed program is intended to empower the Solomon Islander leaders within MoFT to drive the organisation and therefore strategically determine the future direction of the Ministry. It will focus on transforming agency leaders through strengthening their technical and professional capacity, in order that they can in turn transform their organisations and teams. The key target group for this program will be Solomon Islander leaders and executive managers within the MoFT, so that they: (i) have the skills to be able to lead change within MoFT to achieve its outputs; (ii) are confident and can articulate the vision and values of the organisation to the extent that MoFT is regarded as an exemplary Ministry in the whole of SIG Public Service; and (iii) can create a culture within the organisation that supports success. To ensure the program serves the needs of the Ministry and is able to implant a sustainable leadership culture among local leaders, it will need to focus the Ministry leadership in ways that underpin their capacity to progressively accept responsibility for developing other local agency leaders, using their own successful experiences as motivational factors, case studies and to act as a catalyst for sustained change. This will require the program design process to identify and outline the tangible opportunities for local leaders in MoFT to drive the program itself, and for them to feel they hold the technical and professional understanding required for them to succeed and to become more effective leaders. The program design will also integrate monitoring and evaluation (M&E) measures so that outcomes can be identified and reported against during the design process. That is, when the program is completed, the provider will have collected and analysed the outcomes and the potential impact of the program, through a series of indicators and examples where change has been made, through enhanced leadership capacity, to MoFT policies, systems, procedures and capacity development. These data will be provided to the MoFT. 4 Leadership Program Methodology The Ministry’s Executive will be responsible for supporting the success of the Leadership Program through support provided via the “Backbone” [1] Team. Local facilitators will be selected from among MoFT Leaders to continue with program roll-out in Stage 2 especially with strategic planning sessions, organisational behavioral testing, and personal action planning. Stage 1 of the leadership program design work should commence in October 2011 and be completed in the first quarter of 2012. The provider would be expected to include an implementation schedule in their design document, specifying Stage 1 and 2 key dates and timelines. Country visits and delivery of the program, including for the consultations and “Backbone” workshops during the design process, will be detailed in the plan. The in country work required for both phases will be located in Honiara. The provider’s Focal Point for initial planning and arrangements for Stage 1 of the program will be the Compliance Advisor to MoFT / IRD, who will also assist in facilitating some of the workshops and was closely involved in the design and delivery of a previous Leadership Program for IRD. The key local stakeholder for the Program is the Undersecretary (Budgets) while overall oversight will be provided by the Undersecretary (Finance). The design phase of the Program will be completed through in-country scoping, consultative meetings and a interactive workshop with identified MoFT Leaders. The program design must include identification of delivery methodologies which will likely include: (i) Workshops and interactive discussions using recognized tools and approaches; (ii) Locally facilitated strategic planning sessions on leadership development; (iii) Personal and Organisational behavioral testing; and (iv) MoFT project work and Personal Action Plans. Although the provider’s staff are expected to play a prominent role in the design and delivery phases, MoFT leaders themselves will be provided with regular, supported opportunities to lead and drive the various planning, behavioral testing, technical materials and project work sessions. 5. Leadership Program Outputs The leadership program is intended to supplement the capacity-building efforts already underway across the MoFT, part of strengthening the capabilities in senior managers and leaders to deliver on the Ministry’s objectives. The needs of the MoFT leadership are specific and therefore require a specially designed program. Accordingly the outputs of the proposed program are: 5.1 Stage 1 Leadership Program Outputs: (i) a purpose-based Leadership Program that has full input from MoFT Executive and includes; a clear description of purpose and objectives; delivery methodologies; required inputs, including preferably from local experts; an implementation plan; and a concept for delivering Stage 2; (ii) an Implementation Plan incorporating a preparation phase and two delivery phases developed as part of the Leadership Program. The preparation phase must include establishment of a Steering Committee and a “Backbone” team; (iii) clear Terms of References for the Steering Committee and “Backbone” Team developed; (iv) a comprehensive Instruction Manual providing clear guidelines and examples on effective facilitation of the follow-up workshops, which will be led by local MoFT Leaders; (v) a draft M&E Plan and indicators that can be used by the MoFT to identify and report on changes in leadership and organisational change / achievements. 5.2 Stage 2 Leadership Program Outputs: (i) A Quality at Implementation Report which reviews progress and impact of Stage 1 and specifies the lessons learned to inform the design concept for Stage 2; (ii) A design Concept for Stage 2 outlining follow-up actions from Stage 1 and proposing a roadmap for supporting strategic planning, behavioral testing and personal action planning. The Intellectual property for all outputs and printed documents will remain with MoFT, and the providers are required to ensure all materials and documents are clear, written in easy-to-follow language for an audience with English as a second language. All materials bought to support and enhance the program, including the reference books and any training equipment, will also remain the property of the Ministry. 6. Program Activities and Timelines The Leadership Program will be a highly targeted, capacity-building and leadership development activity, comprising the initial joint scoping (with the MoFT), the program design, the program delivery and mentoring and then the ongoing support delivered through Stage 2. The provider and its staff will create an enabling environment, combined with a clear and agreed process, which supports both the MoFT leadership and the organizational development within the Ministry. At a minimum, the following leadership development and support services will be provided over two stages: Stage 1: October 2011 – February 2012: (i) Research and joint consultations – following email/telephone contact with the MoFT, spend up to 4 days planning and scoping in the home office, followed by a minimum of 5 days (plus 2 days travel) working with key leadership members of the MoFT in Honiara. This consultation with the MoFT Executives and key staff on the content and approach of the Leadership program that will best suit the needs of the MoFT. (ii) Design a comprehensive Leadership Program based on the findings obtained from the research and consultations – up to 10 days drafting this program in the Providers home base, using email/telephone consultations with MoFT as necessary. This includes: a. Jointly drafting the responsibilities and ToR for the MoFT Steering Committee and “Backbone” Team – with these nominated MoFT staff part of the design drafting. b. Drafting an Implementation Plan for delivery of the program, together with an M&E Plan to identify outcomes, as an integrated design activity; c. Once the Plan has been approved by MoFT, drafting the Guidelines Manual for the Leadership Program, to be provided in hard copy and electronically within 14 days after MoFT approval of the Leadership Program Design; (iii) Facilitate two workshops in the MoFT, each requiring the provider to spend a minimum of 8 days in country (plus the 2 days travel time). This will include two working days before the MoFT workshop, plus the 3 day workshop, followed by time to reflect, get feedback, produce the M&E outcomes and data summary, then complete all Stage 1 activity outputs. (iv) Initial arrangements are in place for holding one workshop in October/November and the other tentatively scheduled for mid February 2012. Stage 2 : March 2012 - June 2012 (i) Undertake a Quality at Implementation Assessment of Stage 1. This will require a consultative process between the provider and MoFT leadership in March 2012, with a minimum of 5 working days spent in Honiara (plus the travel time). The QAI assessment will review progress being made, confirm the program outcomes, review the M&E data collected, seek other opportunities for leadership growth, then provide an opportunity to assign MoFT time and resources to maintain the ongoing provider contact with the “Backbone” Team. (ii) Using information gained from the MoFT leadership, make improvements to the design and the M&E indicators and reports for Stage 2, based on MoFT priorities and requirements. This will involve up to 5 days in the home country during April 2012, with the Stage 2 design draft provided to the MoFT leadership by the end of April 2012, for their input, comment and final approval. (iii) From the Plan, provide mentoring and backstopping as required for the follow-up workshops, strategic planning sessions, behavioral testing, and personal action planning to be conducted at the MoFT. The scope of this support will be determined by the MoFT Executive in consultation with the Providers as part of the Plan. It is expected this support will involve up to 20 days of intermittent support in Honiara (plus up to 4 days travel time) and a further 8 days backup and support provided from the home country. (iv) The provider will also produce a short (4-page) Completion Report that outlines the achievement of the Leadership Program, the outcomes and forward plans, and the relevant M&E data. The M&E will comprise key indicators and outcomes of the program. The planning, delivery and support to be contracted through the providers will involve a total of up to 85 days, comprising a maximum of 27 in the home office and 58 in Solomon Islands (including the travel time). 7. The Technical Proposal Format and Selection Criteria Tender submissions for this program of work must include a Technical and a Financial Proposal, formatted and typed in a font size that meets AusAID requirements. 7.1 Technical Proposal The Technical Proposal shall comprise the following: o A response to the five Selection Criteria (as outlined below) to a maximum of 4 pages. o The CVs of nominated staff and consultants, included as an Annex. o A schedule of Inputs that identifies the staff and consultants assigned and also the home country and Solomon Island inputs, included as a 1-page Annex. 7.2 Five Selection Criteria (i) Evidence of a successful history of involvement in leadership and organisational development in a development context, including the application of methods and program planning approaches that can adapt to the various leadership styles and organisational context (20 percent). (ii) Demonstrated familiarity with the application of practical leadership frameworks and tools that have been proven to work in a public service context, as well as a demonstrated understanding of the application of relevant M&E tools and approaches that can best identify / demonstrate organisational and leadership change and outcomes (15 percent). (iii) Demonstrate previous experience in successfully supporting leadership and organisational development to Government institutions in the Pacific and how the provider has worked with local leaders to develop, deliver and then evaluate the leadership program (25 percent). (iv) Leadership and organisational development experts to be applied to this program. Attach the relevant CVs in AusAID format of not more than 4 pages each and a staffing schedule that identifies the inputs of all assigned staff, both in the home office and in Solomon Islands. (25 percent) (v) Demonstrate the ability to access or produce leadership and organisational development materials and text that can be provided to MoFT Leadership Development. Attach evidence of materials and text on leadership that had been successfully produced by the provider. In addition, attach a list of costed learning / professional materials, references, tools and any equipment or learning resources that are suggested for leaving with the MoFT at program completion. (15 percent). The Technical Proposal should not be more than 4 pages and is worth 80 percent of the total score. 7.3 Financial Proposal The Financial Proposal must include detailed financial estimates of the various costs involved in undertaking the Scope of Services for the Leadership Program, as has been outlined above. The Financial Proposal should comprise all of the professional or technical fees, including any management fees, in addition to the estimated reimbursable costs which can be claimed. The Financial Proposal shall also conform to the Schedule of Inputs as will be included as an Annex within the proposal (selection criteria (iv)) including those inputs at the home base and in Solomon Islands. The financial proposal will need to demonstrate that the Leadership and Organisational Development Program design and delivery will be adequately resourced and clearly assign the costs to either the professional fees or to the reimbursable costs. The Financial Proposal shall remain valid for a period of 90 days after the date of submission. The financial proposal will need to demonstrate that the Leadership Development program is adequately resourced and clearly assign the costs to either the professional fees (i.e. via the three Milestone payments) or assigned to the reimbursable costs. 7.3.1 Details of Professional Fees (paid via three Milestone Payments) The estimate of fees will cover the full costs of all technical expertise provided and include the work of any support staff or external sources of expertise that used by the provider to complete the work. This includes statutory costs as well as insurances and any other costs included within the ARF. The financial proposal should also include a table that details those staff members who will be actually carrying out the work, their time inputs and the associated daily fees. The financial proposal shall remain valid for a period of 90 days after the date of submission. The fees for this short term work, including the on costs / management costs, will fall within AusAID’s Adviser Remuneration Framework (ARF). The ARF category for the technical expertise required for undertaking this activity is at Discipline Group D - Level 3. Further information on the ARF can be found at: 7.3.2 Details of the Cost of Reimbursable Expenses In addition to the remuneration / professional fees, the provider can claim the reimbursement of relevant and related expenses, as are consistent with the ARF guidelines. These costs include; international travel, per diems, transport, local accommodation and communications, as well as any other allowances that are detailed in a manner that is consistent with the ARF. In addition, and consistent with selection criteria (v), a detailed list of the materials, references, resources and other learning support mechanisms that will be used during the leadership program and then left with the MoFT at completion. The Financial Proposal is worth 20 percent of the total score. The financial proposals will be ranked, based on the like for like assessment, with the score from the financial proposal added to the TAP technical score out of 80%, in order to arrive at the overall scores for each tender and subsequently the successful tenderer. 8 Contracting Arrangements When the selection advice has been received in writing from the Chair of the MoFT Leadership Program selection panel, the successful tenderer will be contacted by the SIG-RAMSI Support Facility (SRSF) with a view to entering into a contract negotiation for the provision of the agreed Leadership Program for the MoFT. This includes program delivery, associated services, and reimbursable costs. The Leadership Program contract documentation and the Milestone and all other claims for payment will be managed by the Facility. 8.1 Payment Milestones In providing the Services, the provider will maintain a record (in the form of timesheets) of the staff and advisers who have worked on this Leadership Development program. If required by AusAID or RAMSI, these details will be provided to confirm that the estimated resources being paid for under the contract have been expended as part of completing the program. All activities will be identified in the approved Leadership Program Plan and budget, to be based on the accepted proposal and inputs schedule of the successful Provider. The cost of professional fees will be paid to the provider through three Milestones, based on completion of the services as is outlined below Milestone 1 (40% of fees) Approved MoFT Leadership Program Design, including o ToR for the MoFT Steering Committee and “Backbone” Team o Implementation Plan and Schedule (including the M&E Plan) o Guidelines Manual for MoFT leadership and key staff Output 2 (30% of fees) QAI Report on Stage 1, including: o Summary of outcomes and achievements from Stage 1 o Approved Plan for Stage 2 inputs and outcomes o Stage 2 schedules and resources o Agreed method and regular process for providing ongoing mentoring and back up for the leadership program Output 3 (30% of fees) Leadership Program Completion Report for Stage 1 and 2, comprising: o Outcomes and achievements of the overall Leadership Program. o Agreed forward strategies for MoFT to manage its Leadership development o M&E data and information on the achievements and outcomes. o All invoices for the Milestones payments and the reimbursable costs will be sent to the SRSF for endorsement that the Leadership Program services have been delivered and have been accepted in writing by the MoFT. 8.2 Reimbursables The payment of reimbursable costs will be based on receipts and records of the Sub-contractor outgoings. All reimbursable payments will be listed, supported by copies of receipts, for all expenditure incurred within the home country and Honiara. The reimbursable costs will also cover the cost of the materials, references, resources and other learning support mechanisms that will be used during the leadership program and then left with the MoFT at completion The SRSF shall pay each Milestone invoice properly submitted by and due to the provider within 30 days. The Milestone invoice will be accompanied by confirmation of the time spent by its staff and also include original receipts and other proof of expenditure for any reimbursables. The invoice shall state the Milestone being claimed and payment account details. 9 Closing Date for Proposals The closing date for receipt of the Technical and the Financial proposal for the MoFT Leadership Development program is COB (Honiara time) on Wednesday 28th September 2011. Any queries in relation to the RFT are to be sent to Patricia Dear at the SRSF by email at patricia_dear@srsf.com.sb and a response will be provided by email. The Technical and Financial proposals are to also be emailed to patricia_dear@srsf.com.sb . The receipt of the Technical and Financial proposal will be acknowledged by a return email. The Contractor Representative’s contact details, to be used for any contract discussions or for proposal clarification, must be included as part of the Technical Proposal All queries in relation to this RFT must be received via email by COB Honiara time, on Monday 19th September 2011 and no further questions will be received after that time. [1]MoFT individuals identified by MoFT Executive from all levels of MoFT to take this program forward, working with the consultants, MoFT Executive and the Steering Committee as required in program design and delivery. |