Hiring of Consulting Firm for HR Manual, Policy and Processes Review

Request for Proposal (RFP)

RFP No. PK-RQ – 0594

Hiring of Consulting Firm for HR Manual, Policy and Processes Review

Release Date:  23/02/2024.

Instructions to Offerors

 

1. Offer Deadline: Offers must be received no later than 5:00 PM on March 8, 2024 through this Portal by mentioning your office contact details (office address, landline number and email address, and office/company website if any). Please use the link containing this procurement opportunity to submit your offer.

 

2. Scope of Work: Section 9 contains the scope of work.

 

3. Negotiations: Best- proposals are requested. It is anticipated that awards will be made solely on the basis of these original proposals; however, Ipas reserves the right to conduct negotiations and/or request clarifications prior to awarding a contract.

 

4. Evaluation and Award: The award will be made to a responsible offers whose offer follows the RFP instructions, meets the technical specifications and requirements, and is judged to be the most advantageous in terms of lowest cost.

 

5. Terms and Conditions: Issuance of this RFP does not in any way obligate Ipas-Pakistan to award a contract order, nor does it commit Ipas – Pakistan to pay for costs incurred in the preparation and submission of a proposal. Any resultant award or lease will be governed by these terms and conditions.

 

• Partner Eligibility Criteria: HR firm must be specialized in local labor laws, HR manual development, organization structure development and in defining the compensation and benefit review process for INGOs.
• Technical Specifications: The technical application will have more significant importance than cost application in the selection of a successful applicant. It should demonstrate the applicant’s capabilities and expertise with respect to achieving the goals of this proposal. Therefore, it should be specific, complete and presented concisely. The suggested outline for the technical application is:        a) Cover Page A single page with the following details:                         RFP number
• The name of the firm law/regulation under which it is registered with Government of Pakistan, date of such registration and corporate website link, if any.
• Contact person for the prime applicant, including individual’s name (both typed and his/her signature), title or position with the organization/institution, postal/ office address, landline and mobile telephone, fax numbers and e-mail address.
• Detail of primary bank account with account number, bank name and branch number will also be required to establish banking experience.

 

b) Institutional Capacity & Technical Approach The technical approach must demonstrate an in depth understanding of expertise in in the required field of with the proof of successful past experiences, particularly in Pakistan. Applicants must demonstrate technical and managerial expertise that would directly benefit implementation and include the following:

• A description of the methodology for the assignment,
• The quality assurance including supervisory arrangements to be deployed to achieve this assignment to a high standard,
• CVs of key personnel proposed to be deployed for this task,
• at least three satisfactory reference letters from clients signed by authorized personnel on their respective letterhead served for similar assignments in the last 5 years starting assignment title and dates.

c) Financial Proposal: Financial proposal must be submitted as per Statement of Work mentioned in Section 9.

8. Evaluation Criteria for Scope of Work: The various functional elements of the technical criteria are assigned weighted scores, so that the applicant will know which areas require emphasis in the preparation of applications. The relative importance of each criterion is indicated by the number of points assigned.

Overall evaluation shall be carried out based on weighted average methodology wherein technical evaluation will carry 70% and financial evaluation will carry 30% weightage.

Mandatory Requirements:

	Mandatory Eligibility Criteria Checklist	Yes/No
1	Proof of Certificate of Incorporation or Registration or equivalent with relevant authorities
2	Proof of NTN Certificate
3	Original affidavit (not older than one month) on Stamp Paper(s) of worth Rs.100 or more that the applicant is not insolvent, bankrupt and is not blacklisted or debarred by PPRA, Government, Semi-Government, Private, Autonomous body or any other international organization
4	Original affidavit (not older than one month) on Stamp Paper(s) of worth Rs.100 or more that the applicant is an active taxpayer and has submitted its tax return for the preceding fiscal year. Taxpayer list serial number (downloadable from FBR’s website) is also to be mentioned.

 

Technical Evaluation Criteria	Weight
a.        Proven experience in HR manual and similar document development for INGOs in Pakistan and knowledge of local labor laws	20
b.       Experience in defining compensation benefits, organization structure review and revision experience.	20
c.       Staff expertise, experience and qualifications	10
d.       Response from three references from clients served in the last 5 years	10
e.       Proposed approach to scope of work	10
Financial Evaluation Criteria
f.        Valid bank maintenance certificate in the name organization/firm	10
g.       A costed itemized budget showing unit rate (daily fee) for each deliverable, number of units and total amounts	20
Total	100

9. STATEMENT OF WORK

 Introduction/Background: Ipas is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the country’s commitment towards the Sustainable Development Goal 3 (good health and wellbeing). It seeks to reduce maternal mortality and morbidity associated with complications due to unsafe practices. Improving reproductive healthcare is vital to preserve women’s reproductive capacity (fertility). We collaborate with provincial governments (in Punjab, Sindh, and Khyber Pakhtunkhwa) and the ICT region to provide technical assistance and support for strengthening the public and private healthcare system. We improve the provision of maternal healthcare services based on nationally approved guidelines and recommended technologies such as uterine evacuation and healthy spacing methods. We help to upgrade government-run hospitals and medical facilities by providing need-based equipment, supplies, and training to health care practitioners.

 

9.1 Period of Performance: March 26, 2024, to June 7, 2024

9.2 Place of performance: Ipas office, Islamabad and remote

9.3 Travel: Not required.

9.4 Reporting: Report to Human Resources Advisor at Ipas Pakistan and be accountable to the Country Director.

9.5 Statement of work:

Assignment overview: The primary purpose of this assignment is to review the Ipas Pakistan’s Employee Handbook and update it to serve as a context-specific and comprehensive Human Resource Manual for Ipas Pakistan that should comply with Ipas global policy framework and applicable local statutory requirements. It should be informed by learning from national and international best practices.  This manual should also consolidate HR policies, procedures and practices into a single document for ease of reference. It should include user- friendly HR related forms, templates and procedures, to meet the Human Resource Management (HRM) needs of Ipas Pakistan. The secondary purpose of this assignment will be to review and advise on the staffing structure (organization chart) and job descriptions of Ipas Pakistan staff.

     The third objective of this assignment is to review and update the compensation and benefits structure in line with the Ipas grading structure, taking account of peer benchmarking data available and other factors as applicable.

1. Objective 1: HR Manual

 

Key Activities and Deliverables:

i. Gap Analysis:

• Conduct a thorough review of existing Employee Handbook, Ipas global HR policies, Ipas Pakistan policies, procedures, practices and documentation.
• Engage with key stakeholders within the organization to understand specific needs and challenges.
• Identify the silent and less elaborated areas/topics of the Employee Handbook compared to the HR policies/manuals of other INGOs working in Pakistan.
• Prepare a comprehensive Gap Analysis Report to identify the areas of strength and areas needing update in the Employee Handbook in order to upgrade it as a fit-for-purpose HR Manual.

ii. Development of HR Manual:

• Draft a comprehensive HR Manual that includes policies, procedures, and guidelines aligned with international standards, specially by considering the Ipas global standards and values as well as Pakistan context-specific adaptation of content to facilitate understanding and ensure accountability. It should comply with any applicable local statutory requirements.
• Submit the draft copy of the HR manual for Ipas review and feedback.
• Incorporate feedback from Ipas in order to finalize the deliverable.

iii. Documentation and Capacity building:

• Provide a comparative analysis document as MS Word file of a PowerPoint presentation to clarify the changes to the manual with brief rationale for each change.
• Develop a presentation to serve as an orientation for the implementation of the new HR manual.

b) Objective 2: Review and advise on the organization structure.

Key Activities and Deliverables:

• Conduct a review of the strengths and gaps of the existing organization structure, based on independent analysis, consultations with stakeholders and learning from other Ipas nodes and custom-cut other INGOs.
• Provide at least two alternative staffing structure (organization chart) options for Ipas country node leadership review.

Review and revise job descriptions of Ipas Pakistan staff as necessary.

 

c) Objective 3: Review and update the compensation and benefits structure.

Key Activities and Deliverables:

• Review the draft workings of the revised compensation and benefits structure in line with the Ipas grading structure, taking account of peer benchmarking data available and other factors as applicable.
• Provide a brief written analysis of the revised compensation and benefits structure with recommendations if any.
• Organization Structure Review report

Deliverables Schedule:

• Organization Structure Review report: 26 March – 09 April
• Alternative organization structure options: 16 April
• Revised staff JDs: 30 April
• Compensation and Benefits Review Report: 30 April
• Gap analysis of existing Employee Handbook: 26 March – 09 April
• Draft HR Manual (version 1): 10 May
• Draft HR Manual (version 2) after incorporate Ipas feedback: 24 May.
• Provide a comparative analysis document to explain the changes in the new HR Manual as compared to the existing Employee Handbook: 24 May
• Final HR Manual (version 3) after accommodating any additional changes as per legal advisor vetting: 31 May.

Payment Schedule

Deliverable	Payment Instalment
· Organization Structure Review report · Gap analysis of existing Employee Handbook	Installment one = 10%
·  Alternative organization structure options: 16 April ·  Revised staff JDs: 30 April	Installment two = 10%
· Draft HR Manual (version 1) · Draft HR Manual (version 2) after incorporate Ipas feedback. · Provide a comparative analysis document to explain the changes in the new HR Manual as compared to the existing Employee Handbook:	Installment three = 30%
· Final HR Manual (version 3) after accommodating any additional changes as per legal advisor vetting. · Completion of all deliverables and approved by Ipas.	Installment four = 50%

Terms

•  The successful applicant will be bound to provide the services of the professional staff proposed in the technical proposal. In case of non-availability of any proposed professional staff during the contract period, the applicant will provide valid reason and documentary justification. The applicant is bound to provide the substitute professional staff with the same technical strength with no delay after mutual agreement of both parties i.e. the bidder and the Company.
• The consultant agrees to maintain the confidentiality of all information obtained during the project and to comply with relevant laws and regulations.
• Ipas reserves all proprietary and authorship rights of the document.
• Other terms and conditions will be applied as per Ipas contract document.