REQUEST FOR PROPOSALS
Our Ref: SPU/01/12
Assignment Name: External Accompaniment of System-Based Audit
1. General Information
1.1. The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization established in 1995, with 27 member states across all continents, which aims to support sustainable democracy world-wide and assist in the development of institutions and the culture of democracy. At the interface between research, fieldwork and the donor community, International IDEA provides a forum for dialogue, builds networks of experts, develops training materials and provides strategic advice at the international, regional and national level, cooperating with a range of organizations.
1.2. The Institute now invites proposals from qualified consultants to provide the following consulting services “External Accompaniment of System-Based Audit”.
1.3. International IDEA has since 2008 implemented Results-Based Management (RBM). At International IDEA RBM is an approach to management that integrates strategy, people, resources, processes and measurements to improve decision-making, transparency, and accountability. The implementation approach of RBM can thus far be divided into three phases: i) establishment of results framework, ii) engineering and re-engineering of processes and procedures, iii) implementation of all elements and focus on continuous improvement. The Institute is seeking an external accompaniment in its internal process to assess the following components: I) The existence, effectiveness and compliance to the organization’s internal management and control systems, and II) The organization’s capacity and skills to achieve and report relevant results towards the strategy(ies). More details on the assignment are provided in the Terms of Reference.
1.4. Tentative timeframe: It is anticipated that the services will commence on 01 October 2012 and end 31 January 2013.
2. Preparation of Proposals
2.1. Language: The official language for the proposal, contract, reports and any other documents in relation to the assignment is English.
2.2. Required professional experience:
a) System-based audit/evaluation methodologies and approaches;
b) Results-Based Management;
c) Strategic planning and programme / project management;
d) Business process (re-)engineering;
2.3. The proposal should provide the following information:
a) a brief description of the company / organization and an outline of recent experience on assignments of a similar nature and complexity;
b) the proposed methodology and work plan for performing the assignment, along with any comments or suggestions on the Terms of Reference;
c) the list of the proposed staff by title (and name if already identified), the tasks that would be assigned to each staff team member, and their timing, estimates of the total staff input needed to carry out the assignment;
d) CVs for the Team Leader and other proposed professional staff, including information on their previous experience in similar assignments and verifiable references;
e) Detailed budget with prices broken down in fees (showing unit rates and input) and incidental expenses likely to incur.
3. Submission of Proposals
3.1. Proposals should be submitted either in hard copy (in one original and four copies) or in electronic format by e-mail.
3.2. The address for submission of the proposals is:
Strömsborg, SE-103 34 Stockholm, Sweden
3.3. Proposals must be submitted no later than 14 September 2012, 17:00 local time. Late proposals will not be considered for evaluation.
3.4. Proposals must remain valid for at least 60 days following the deadline for their submission stated in paragraph 3.3. During this period, the consultants are expected to keep available the professional staff proposed for the assignment.
4. Evaluation of Proposals
4.1. The proposals will be evaluated and scored against the following technical criteria with respective corresponding weights:
a) Specific bidder experience in system-based audits/evaluations in international and intergovernmental organizations (maximum 30 points);
b) Adequacy of the proposed methodology and work plan in responding to the Terms of Reference (maximum 35 points);
c) Qualifications and experience of the key staff proposed to perform the assignment in relevant and comparable international and intergovernmental organizational settings (maximum 35 points);
4.2. The financial proposals will be verified and, if necessary, adjustments will be made to the prices to ensure consistency with the technical proposals in terms of work input and to eliminate arithmetical errors.
4.3. The financial proposal shall be submitted in Euro.
4.4. The financial scores (F) will be computed as follows:
The lowest evaluation price proposal (Em) will be given a financial score (Fm) of 100 points.
The financial scores of the other proposals will be computed applying the formula:
F = 100 x Em/E, where: Em is the lowest evaluation price, and
E is the evaluation price of the proposal under consideration.
The final scores (S) will be computed by applying the formula:
S = t x T + f x F, where: t is the weight given to the technical score
f is the weight given to the financial score
4.5. The weights given to the technical and financial scores are:
t = 80%
f = 20%
4.6. The consultant securing the highest final score will be invited to negotiate the contract and if negotiations are successful the selected consultant will be awarded the contract. Should the negotiations fail, the second ranked consultant will be invited to negotiations.
5. Final Considerations
5.1. International IDEA will not be bound to select any of the proposals.
5.2. Further information on the Institute can be found on our website http://www.idea.int
5.3. Clarifications may be requested via e-mail no later than 7 days prior to the submission deadline at: firstname.lastname@example.org
INTERNATIONAL INSTITUTE FOR DEMOCRACY AND ELECTORAL ASSISTANCE
ANNEX B TO THE CONTRACT FOR PROVISION OF SERVICES NO. SPU/01/12
TERMS OF REFERENCE
With International IDEA’s new governance structure in 2008, the Council called for measureable results that demonstrate impact. International IDEA’s response was to implement Results-Based Management (RBM).
The implementation of RBM within International IDEA is divided into three phases:
a. Establishment of results framework (2009);
b. Engineering and re-engineering of processes and procedures (2010-2011);
c. Implementing all elements and focus on continuous improvement (2011 - )
The first phase focused on defining International IDEA’s four Key Impact Areas (KIA) and three Cross Cutting Issues (CCI).
The second phase focused on the design of a new Management System with clear responsibilities in the areas of:
a. Strategy Processes (strategic planning and budgeting);
b. Core Processes (programme design and delivery);
c. Support Processes (smooth management and compliance with policies and procedures).
Audits are an integral part of the Management System and serve the purpose of fostering and ensuring compliance as well as highlight areas for process improvement.
The completion of the first two phases provides the foundation to support phase three.
Since March 2011 International IDEA has sought to involve Member States closely in the implementation of RBM in order to better meet their expectations and to induce a further element of accountability into the implementation process. Key actions taken have been the Institute’s first Annual Results Report for 2011, as well as an improved planning and budgeting cycle, anchored in International IDEA’s overall governance structure, providing Member States the opportunity of exercising the right checks and balances.
Further refinements of Results-Based Management at International IDEA are necessary, specifically in the drive for an outcome oriented results formulation. The drive will impact the formulation with respect to operational planning and with respect to goal setting, indicator development and measurement from a performance management perspective. International IDEA is undertaking several initiatives to bring about the desired change (development of programmatic and geographic criteria for engagement, internal training on RBM and planning, establishment of corporate project management methodology e.g.), enabling the Institute to deliver the ‘measureable results that clearly demonstrate the impact International IDEA’s work’.
2. Objectives of the assignment
The Institute is seeking external accompaniment in its internal process to assess the following components: I) The existence, effectiveness and compliance to the organization’s internal management and control systems, and II) The organization’s capacity and skills to achieve and report relevant results towards the strategy(ies). The report envisioned as a result of the accompaniment will help and guide International IDEA’s future direction of continued improvement of its Results-Based Management system.
The Contractor will undertake the following tasks in addressing the two overriding objectives of the assignment:
Together with an overall presentation of the organizational structure, the following areas shall be analyzed:
- Vision, mission statement, goals;
- The role of the Council of Member States, Steering Committee and Audit & Finance Committee;
- Decision-making mandate and delegation procedures through the whole organization chain;
- Results based management including the use of the work plan; and results reports as a guiding instruments;
- Process landscape and internal procedures.
Management of operations:
In the mapping of systems and routines for operational planning, monitoring and evaluation, the following systems and criteria shall be analyzed, with regard to relevance and implementation all through the organization:
- Formulation of goals (Are there clearly formulated and realistic objectives and goals in place in operational planning);
- Systems for planning, monitoring, evaluation and measurement of results (Are the programmes designed in such a way that the results are measureable);
- Systems for reporting progress and results, and for reporting on deviation from plans (narrative as well as financial) in a timely manner;
- Systems for risk assessment and risk management (including corruption as a risk);
- Exit strategies with regard to projects and programmes.
Start date: 01 October 2012
Preliminary report: 25 October 2012
Final Report: by 31 January 2013