REQUEST FOR PROPOSAL

UNITED NATIONS CHILDREN’S FUND (UNICEF) seeks to engage the services of a reputable consulting firm to put in organize a robust staff retreat for UNICEF Nigeria offices

Technical and Financial proposals should be forwarded to UNICEF Nigeria supply section mail box ngrsupply@unicef.org and hard copies in sealed envelopes dropped in the bid box placed in the reception room at the entrance hall of UNICEF, or be sent through courier service.

Address to: Supply Manger, UNICEF, Old CBN Building, Area 11, Garki, Abuja, Nigeria.

IMPORTANT – ESSENTIAL INFORMATION

The reference RFPS - 2018/9140109 must be shown on your offer. The offers should be in two envelopes i.e financial and technical and put in a larger envelop clearly marked.

Offers MUST be received on or before 14:00hours Nigeria local time on 12th June, 2018 and will be publicly opened at 14:30hours Nigeria local time same day. Proposals received after the stipulated date and time will be invalidated.

Please visit our website www.unicef.org and download our supplier profile form (SPF) and fill same with necessary information to evaluate you

This request for proposal is approved by:

Christopher Adomati

Chief of Supply & Logistics Section

TERMS OF REFERENCE

INSTITUTIONAL CONSULTANCY FOR THE FACILITATION

OF 2018 UNICEF NIGERIA STAFF RETREAT

1.       INTRODUCTION

UNICEF Nigeria staff works in some of the country’s toughest places, to reach Nigeria’s most disadvantaged children. Save their lives; defend their rights; and help them fulfil their potentials.  Nigeria political, economic and security situation has evolved over the years and since the UN House bombing in 2011, the work environment for UN staff has become more stressful.   In recent times, Staff Members are increasingly exposed to security risk resulting in high level of stress while discharging their duties and responsibilities. The total number of staff is 392 of which 167 are in Abuja Country office. UNICEF Nigeria operates in nine field offices in addition to the Country Office in Abuja. These field offices are in the following duty stations:

1.       Akure

2.       Bauchi

3.       Enugu

4.       Lagos

5.       Kaduna

6.       Katsina

7.       Port Harcourt

8.       Maiduguri

9.       Sokoto

2.       PURPOSE OF THE CONTRACT

UNICEF NIGERIA  wishes to engage an institutional consultant/organization to support their staff retreat aimed at boosting staff morale and promoting cohesive teams.  It is hoped that the retreat would motivate staff to renew their commitment to the organisation’s mission and vision and revive their team spirit to work within and across sectors to enable the country office achieve desired results. Collective commitment for results requires a friending work environment hence the retreat theme: FOR EVERY STAFF: FRIENDLY WORK SPACE.  The expected overall goal is: MOTIVATED WORK FORCE IN AN ENABLING WORK ENVIRONMENT.

3.       JUSTIFICATION

Nigeria country office started the 6th programme country cycle 2018 – 2022 in January this year.  This was following the mandatory CPMP process which was made less stressful for staff due to the transparent and consultative process employed by management.  However, there is the need to ensure that all staff members have a shared vision going into the implementation of the 2018 - 2022 strategic plans and the enabling environment to achieve results. Equally, the results of the global staff survey for Nigeria highlighted pertinent issues especially around uneven workload amongst staff, perception that staff views are not taken into account in management decisions and job insecurity.  Though action plans have been drawn to address these concerns, the retreat offers a powerful window of opportunity to address these issues to further improve staff productivity and efficiency.  It is also a platform for staff to bond.

4.       RETREAT OBJECTIVE

It is on this premise that the staff retreat is being organized - to garner staff ownership and shared vision for the new country programme strategic plan.  Strengthen and build the UNICEF team Nigeria. With the goal of strengthening the UNICEF Nigeria team, the retreat will seek to foster cooperation and collective problem-solving across participants. This supports increased empowerment of staff, improved collaboration at the work place which hopes to result in increased workplace efficiency, as well as a positive personal impact for each staff member.   Specifically, the retreat would:

·       Create a shared vision with staff for the new country programme cycle;

·       Engender a positive team spirit to foster cooperation, collaboration and collective problem-solving among staff;

·       Provide staff with skills to manage their personal/professional development and work-life balance for greater productivity.

5.       WORK ASSIGNMENT

In consultation with office’s management team, the consultant firm is expected:

·       To design and develop staff retreat modules to meet the above objectives over a 2-day period in the different locations identified.

·       To facilitate the approved module of office retreat to all the staff of the UNICEF Country Office.

·       To submit a final report after the retreat summarizing key points, observations, recommendations from staff, and suggested follow up actions.

The retreat will focus on:

·       Team Building,

·       Reinforcing Transparency in line with Global Staff Survey Results: Effective Leadership, Equity and Fairness, Abuse of Authority,

·       Understanding of the expectations the world has for UNICEF Nigeria.

Preferred methodology will include a range of engaging activities, interactive and flexible facilitation tools and materials prepared prior to the workshop. The consultant will also be required to submit a final report after the retreat summarizing key points, observations, recommendations from staff, and suggested follow up actions.

6.       WORK SCHEDULE

In view of security concerns, field offices will organize their retreats in their duty station. The retreats will take place between early July to August. Exact date of retreats are yet to be determined for field offices.

Preparatory Tasks: Meeting Coordination, Design and Preparation (5 days): 25-29 June 2018

Meet Country Office Retreat Planning Committee as well as consult with the field offices’ teams to understand objectives of activities and key points. Review written preparatory material related to the Retreat(s); Develop Retreat agenda and plan all sessions seeking approval from the committee; Communicate Retreat session-specific logistics to retreat location management (e.g. room layout, equipment needed, etc.)

Facilitation of the Retreat: 2 days per field office, dates to be determined by duty stations

Abuja Country Office: 4th -5th July 2018

Facilitate all team-building sessions of the retreat for 2 days per group of field office according to approved plan. Adjust the agenda/sessions if necessary depending on atmosphere, feedback from staff, timings etc. Ensure appropriate conclusions of each session (see Purpose of the Retreat above). Conduct post-retreat survey to collect staff feedback on each session and on retreat overall

Follow up from the Retreat (2 days)

Write up final report highlighting results of each session, key agreements, action points, and staff feedback and recommendations; Incorporate feedback from Country Office Retreat Planning Committee into final report; and enumerate follow up suggestions on how the office can make the impact of the retreat lasting.

Estimated Duration of Contract:

June 25 to August 31, 2018:

Official Travel:

Two days return travel to retreat sites outside Abuja.

7.       PROFILE OF FACILITATORS

Qualifications or Specialized Knowledge/Experience Required of facilitators recommended by the organization:

·       Master’s degree or equivalent in Social Sciences, Development, Communications, and/or relevant field required;

·       Advanced skills and demonstrated experience in group facilitation and team building (minimum of eight years);

·       Understanding of UNICEF’s work and organizational culture;

·       Proven track record of experience in working in a cross-cultural environment and ideally having worked in the West African region;

·       Flexible nature and ability to adapt to changing directions/thinking that may occur during the Retreat;

·       Excellent interpersonal skills

·       Excellent communication skills in English (oral and written) are required;

·       Knowledge of spoken local language, an advantage.

8.       EVALUATION OF OFFERS

The Consulting firm will be selected upon the following criteria:

·       Technical Criteria weight - 70% (minimum acceptable score - 49/70)

·       Financial Criteria weight - 30%

Technical Evaluation criteria:

•            Criteria A: Education background  - 10 pts

•            Criteria B: Experience as defined in the ToRs - 15 pts

•            Criteria C: Competencies as defined in the ToRs - 10 pts

•            Criteria D: Understating of the ToRs - 15 pts

•            Criteria E: Methodology and overall approach - 30 pts

•            Criteria F: Overall quality of the proposal (Comprehensiveness, structure, language and clarity) - 20 pts