Request for Quotation (RFQ) – Health Strategy and Workforce Development Consultant (RFP No: WD_2024_001)

Request for Quotation (RFQ)

Health Strategy and Workforce Development Consultant RFQ

RFP No: WD_2024_001

Part A: Cover Page

Issuance Date: Fri, Dec 22nd, 2024

Closing Date for Questions: Wed, Jan 18th, 2024 at 01:00 PM(Local Time)

Submission of Quotations: Mon, Jan 22nd, 2024 at 5:00 PM (Local Time)

Introduction

inSupply Health is entering a key growth phase and requires a management consultant to oversee the development of an actionable strategic plan for the next five years, aligned with inSupply’s financial years October 2024 to September 2029. The plan’s priority is to widen revenue streams, moving towards less reliance on donors and achieving financial independence from JSI Research & Training Institute (JSI).

The consultancy will involve a thorough evaluation of the current organizational structure, skill sets, and processes, ensuring alignment with strategic objectives. A particular emphasis will be placed on refining project management practices to enhance budgetary control and maintain high-quality operational outputs. Part of this engagement will focus on evolving inSupply Health’s matrix structure to clarify roles and career progression, which is expected to boost employee retention and attract quality professionals.

Please submit your most competitive quote in accordance with the instructions to offerors and terms of reference. Any award issued as a result of this RFQ will be subject to all instructions, terms of reference/ specifications, certifications, terms and conditions, and funder-required clauses. This RFQ document includes the following parts:

PART A: Cover Page

PART B: Instructions

PART C: Service Specifications & Requirements

PART D: Quotation Form

PART E: Certifications

Attachment A: Standard General Terms & Conditions

inSupply Health is committed to the highest standards of ethics and integrity in procurement. inSupply has zero tolerance for fraud and strictly prohibits bribes, kickbacks, gratuities, and any other gifts-in-kind or in monetary form. inSupply also strictly prohibits collusion (bid rigging) between subcontractors/subgrantees and between subcontractors/subcontractors/subgrantees and inSupply staff. inSupply selects subcontractors on merit and will only engage subcontractors who demonstrate strong business ethics. Subcontractors/subgrantees must not participate in bid-rigging or attempt to offer any fee, commission, gift, gratuity, or any compensation in-kind or in monetary form to inSupply employees. Subcontractors/subgrantees who do so will be disqualified from doing business with inSupply. Additionally, inSupply has a conflict of interest policy that requires staff to disclose when there is a potential conflict of interest due to the staff member’s relationship with a subcontractor/subgrantee, and if necessary, to refrain from participation in a procurement involving that vendor. If at any time your organization has concerns that an employee has violated inSupply policy, you may submit a report via our ethics Code of Conduct Helpline at: www.jsi.ethicspoint.com.

Part B: INSTRUCTIONS

Definitions:

Sub-Contractor/Vendor/Consultant: The individual awarded the services requested under the RFQ in the form of a subcontract/purchase order.

Buyer**:** inSupply Health Limited

Questions:

All questions and requests for clarification regarding this RFQ must be submitted in writing by January 18th , 2024; 1:00 pm Local time to [email protected]. Questions received after this date may not be considered.

Quotation Requirements:

1. General/Technical Requirements:

1. Completed and signed Quotation form and Statement of Compliance as stated in Part D. The offeror may use their own quotation format but must provide all information as required in this Quotation Form and this Section.
2. Proposed activities should comply with the minimum technical specifications and requirements as stated in Part C.
3. Submit appropriate documentation as evidence of your capacity for this service.
4. Availability period:

2. Cost Information Requirements: Please adopt a unit price quote model inclusive of relevant taxes and levies in Kenya Shillings (Kes)

3. Individual Information Requirements:

1. Degree in Business Administration, Management, Finance, or related fields.
2. An advanced degree or professional certification in Business Administration or Management is desirable.
3. At least eight years of professional experience in management consulting or strategic planning.
4. Strong knowledge of the global healthcare ecosystem, the drivers, the players, funding priorities for both public funders and non-public funding partners
5. Specific understanding of context in East Africa, including an understanding of how the markets are evolving
6. Preference will be given to someone who understands the East Africa context and has done similar work for start-ups in the region.
7. Physical presence in Kenya or Tanzania is highly preferred; within 3 hours of EAT time zone highly desirable
8. Tech savvy and able to work independently with remote teams spanning different time zones
9. Able to communicate effectively with staff and partners; adept at designing compelling presentations and explaining ideas and their underlying rationale to a range of audiences
10. Demonstrated strategy and workplace experience with global health projects and in sub-Saharan Africa

Required Skills & Competencies

1. Demonstrable expertise in strategy development, finance management, organizational assessment, and workforce planning.
2. Robust analytical abilities.
3. Excellent communicative and presentational skills.
4. Adherence to agility principles and ability to stay relevant.
5. Proven record of project management and leadership.
6. Prior experience in the healthcare sector or non-governmental organizations is advantageous.
7. In-depth experience and knowledge of working in East African markets, with a specific focus on Kenya and Tanzania, as well as working knowledge of the donor financing community.

The quotation shall be accompanied by all required Certifications in Part E, signed by the consultant:

a Certification Regarding Debarment, Suspension, or Proposed Debarment

1.Award

inSupply intends to issue a subcontract to the consultant who best meets the criteria specified in this RFQ and are determined to be responsible and eligible sub-contractors to provide the required service.

2. Evaluation and Selection Criteria

Quotations will be preliminary reviewed for basic responsiveness and completeness. The quotations must be submitted on time and meet all requirements as stated in Section D above. Quotations not meeting these requirements may not receive further consideration.

inSupply will evaluate responsive quotations on a “best value” basis, considering a variety of factors including but not limited to qualifications, skills, proven past experience successfully providing similar services to organizations similar to inSupply as described above. and past performance.

Proposals will be evaluated first to ensure that they meet all mandatory requirements and are responsive. To be determined responsive, a proposal must include all documentation as listed in section 2. Proposals that fail to meet these requirements will receive no further consideration. A non-responsive proposal to any element may be eliminated from consideration.

Responsive proposals will be evaluated and ranked by a committee on a technical basis. Those proposals that are considered to be technically acceptable shall then be evaluated in terms of cost.

3. TERMS OF AWARD

This document is a request for quotations only, and in no way obligates inSupply or its donor to make any award. Please be advised that under a fixed-price contract, the work must be completed within the specified total price. Any expenses incurred in excess of the agreed-upon amount in the sub-contract will be the responsibility of the sub-contractor and not that of inSupply or its donor. Therefore, the offeror is duly advised to provide its most competitive and realistic quote to cover all foreseeable expenses related to providing the requested service.

All deliverables produced under the future sub-contract shall be considered the property of inSupply. inSupply may choose to award a PO/subcontract to more than one offeror for specific parts of the activities in the RFQ.

4. PROPOSAL VALIDITY

The Offeror’s technical and cost quotes must remain valid for not less than 120 calendar days after the deadline specified above. Proposals must be signed by an official authorized to bind the offeror to its provisions.

5. PAYMENT TERMS

inSupply payment cycle is net 30 days upon receipt of deliverables, goods/services, inspection, and acceptance of goods/services as in compliance with the terms of the award and receipt of vendor invoice. Full cooperation with inSupply in meeting the terms and conditions of payment will be given the highest consideration.

6. FINANCIAL RESPONSIBILITY

Consultants include in the capabilities statement that they have the financial viability and resources to complete the proposed activities within the period of performance and under the terms of payment outlined below. inSupply reserves the right to request and review the most current projects handled by the consultant.

7. LANGUAGE

The proposal, as well as correspondence and related documents, should be in English.

8. Source/Nationality:

All goods and services offered in response to this RFQ must meet the source and nationality requirements set forth in the United States Code of Federal Regulations, 22 CFR 228. Cuba, Iran, Iraq, Laos, Libya, North Korea, and Syria are prohibited source countries and no goods can be produced or sourced from those countries

The authorized geographic code for this RFQ is 935, meaning goods can be sourced from any country except prohibited source countries.

9. NEGOTIATIONS

The offeror’s most competitive quote is requested. It is anticipated that any award issued will be made solely on the basis of an offeror’s proposal. However, inSupply reserves the right to request responses to additional technical, management, and cost questions which would help in negotiating and awarding a PO/sub-contract. inSupply also reserves the right to conduct negotiations on technical, management, or cost issues prior to the award of a PO/sub-contract. In the event that an agreement cannot be reached with an offeror inSupply will enter into negotiations with alternate offerors for the purpose of awarding a PO/subcontract without any obligation to previously considered offerors.

10. REJECTION OF PROPOSAL

inSupply reserves the right to reject any and all proposals received, or to negotiate separately with any and all competing offerors, without explanation.

11. INCURRING COSTS

inSupply is not liable for any cost incurred by offerors during the preparation, submission, or negotiation of an award for this RFQ. The costs are solely the responsibility of the offeror.

14. MODIFICATIONS

inSupply reserves the right, in its sole discretion, to modify the request, to alter the selection process, to modify or amend the specifications and scope of work specified in this RFQ.

15. CANCELLATION

inSupply may cancel this RFQ without any cost or obligation at any time until issuance of the award.

Part C: Service Specifications & Requirements.

Assignment Objectives

The consultant will collaborate with inSupply Health (inSupply) from January 2024 to August 2024, to deliver the following:

Assess Current Organizational State: The consultant will evaluate and assess inSupply’s current organizational state. This will include understanding the existing strategic objectives and OKRs, organizational structure, workforce capabilities, financial standing, including donor dependencies, and existing strategic initiatives. The objective is to create a clear and detailed snapshot of inSupply’s current organizational state to serve as a baseline for improvement and growth.

Develop Medium-Term Strategic Goals: In collaboration with key inSupply stakeholders, the consultant will work to define the organization’s strategic goals from October 2024 to September 2029. These should be aligned with inSupply’s mission, stakeholder expectations, and external factors affecting inSupply operations. This work will focus on both medium and long term with a three year timeframe (Oct 2024 to Sept 2027) serving as the medium term, and the 2027-2029 serving for the long term. The work will focus on medium and long term vision setting, identifying goals, and developing strategic plans to navigate potential challenges.

Development of Financial Roadmap: A crucial part of the assignment is the development of a practical, sustainable financial roadmap. The consultant will aim to identify and develop a new revenue stream strategy to reduce donor dependency. The objective is to set forth a financial trajectory that enables inSupply to meet its financial goals progressively and sustainably, thus leading to enhanced independence and financial stability.

Workforce Assessment and Development: The consultant will conduct a detailed and efficient evaluation of the current workforce, determining the existing skills that support inSupply’s strategies and identifying the gaps that might pose as hindrances. Such assessment aims to design strategies for recruiting, retaining, and developing the necessary talent, strengthening the organizational structure. The consultant will also be expected to provide a comprehensive plan for tracking progress and measuring the success of the workforce development strategy.

Scope of Work

The consultant will implement the following scope of work:

Strategy Development (Jan 2024 to April 2024)

1.1. Assess Current State:

The consultant will conduct a baseline investigation to understand and define inSupply’s mission, identify key stakeholders, and thoroughly understand their needs, expectations and the external factors that can impact inSupply.

Identification and detailed analysis of inSupply’s current critical challenges, along with an assessment of inSupply’s core existing and potential competencies, will also be undertaken to ensure the appropriate strategy formulation to overcome them.

1.2. Define Strategic Goals:

During this phase, the consultant will work with the inSupply team to establish a robust, long-term vision, mission, set overarching goals, and identify potential sustainable revenue streams to sustain the strategy’s delivery.

Additionally, they will analyze the evolution of inSupply’s organizational structure and culture to ensure it aligns with the strategic goals and market dynamics.

1.3. Develop OKRs, Milestones and KPIs:

A key part of the assignment will involve defining success measurement criteria, updating existing Objectives and Key Results (OKRs) and establishing the necessary Key Performance Indicators (KPIs) to review implementation progress.

Establishing OKRs, milestones and KPIs will help provide tangible measures of progress and effectiveness in implementing the strategic initiatives.

1.4. Create a Financial Roadmap:

The consultant will develop a financial plan to sustain the strategic initiatives and decrease donor dependency.

This roadmap would be aimed at providing financial stability and independence to inSupply.

Workforce Development (May 2024 to July 2024)

2.1. Perform an organizational assessment:

The consultant will review inSupply’s current workforce capacity and skill sets, ensuring alignment with inSupply’s strategic goals.

They will further assess inSupply’s organizational culture to ensure it supports innovation and agility.

2.2. Gap Analysis:

A detailed analysis will identify talent recruitment, retention, and development gaps.

This thorough analysis would help lay the groundwork for deeper organizational development strategies.

2.3. Develop Workforce Planning Strategies:

Responding to the gap analysis, the consultant will develop a strategy to address the specific identified needs. This will ensure inSupply’s talent pool is robust enough to meet the organization’s forward strategic objectives.

2.4. Optimize Organizational Structure:

Based on the workforce planning strategies, the consultant will recommend changes to the organizational structure to optimize for performance, support and plan implementation better and continued growth.

These changes will be targeted to enhance quality, efficiency, productivity, and talent retention.

Final Stage (Implementation, Review, and Communication) – August 2024

The consultant will present the strategic and workforce development plan to the inSupply management team and stakeholders and advise on the implementation process.

The consultant will make adjustments to the final deliverables as per feedback received.

Continuous Monitoring, Evaluation, and Adjustments

Throughout consultation, the consultant will monitor the progress, evaluate the effectiveness of the implemented strategies, and make necessary adjustments to maximize the potential success. This adherence to agile principles ensures the consultancy work will remain relevant to inSupply’s evolving needs.

Assignment Outcomes/Deliverables

The consultant will deliver the following deliverables as part of the assignment:

A comprehensive strategic development plan for inSupply for October 2024 to September 2029, differentiating between medium and longer term objectives

A workforce development plan for the period October 2024 to September 2029

A financial Roadmap for the period October 2024 to September 2029

A set of KPIs to measure success for the period October 2024 to September 2029

A streamlined organisational structure and culture for the period October 2024 to September 2029

Consultant Responsibilities

Analyze inSupply’s existing operational structure, workforce capabilities, and financial structure.

Cooperatively establish long-term strategic objectives with key inSupply stakeholders.

Formulate a financial strategy to support strategic initiatives and ensure donor dependency reduction.

Evaluate workforce efficiency and identify skill gaps for effective recruitment, retention, and development.

Propose changes in the organizational structure to optimize for performance and continued growth.

Present strategic and workforce development plans, guide their implementation and provide continuous performance evaluation.

PART D: Quotation Form.

The Offerer is to share a prepare a quotation form

Please note:

1. Prices are to be stated in Kenya Shillings currency (Kes).
2. In case of a discrepancy between the unit price and the total, the unit price shall prevail.

Validity of Quote: _______ calendar days from deadline Availability:_____________________

The offeror agrees to furnish any or all items upon which prices are offered at the price specified herein, delivered at the designated points, within the time specified in the schedule and in accordance with the terms of this solicitation.

PART E: Certification Regarding Debarment, Suspension, or Proposed Debarment

By signing and submitting this certification, the offeror certified that neither it nor any of its Principals are ( ) are not ( ) presently debarred, suspended, proposed for debarment, or otherwise declared ineligible from participation in this transaction by any Federal department or agency.

Company Name: _______________________________________

Signatures: _______________________________________

Signatory Name: _______________________________________

Signatory Title: _______________________________________

Date: _______________________________________

How to apply

Submission Deadline.

Quotations must be received no later than 5:00 pm Local Time on January 22nd, 2024 to the following email: [email protected]

Please reference “RFP No: WD_2024_001, ” in the subject line of your email submission or questions. Quotations received after the submission deadline will be marked late. inSupply Health reserves the right not to consider quotations received after the submission deadline.