TERMS OF REFERENCE

Hiring of International Institute/Academia–Capacity building of Government Officials

Governance and Policy Project (GPP) Multi-Donor Trust Fund (MDTF) Round II for Khyber Pakhtunkhwa

Background

The Khyber Pakhtunkhwa (KP) Government is continuing to lead governance reforms, building on the improvements achieved under the Governance Support Project (GSP), to: deepen institutional reforms, and target specific outcomes in the Government’s development priorities. In particular, the Government is targeting to achieve the following outcomes: (i) increase the tax collection through better tax administration; (ii) strengthen public investment management, including expanding the sources of financing for infrastructure development; and (iii) improve efficiency, quality, and access to selected public services through financing and performance management reforms, including with the participation of the private sector; and (iv) coordinate governance reforms and manage externally-financed development projects through a unified project implementation structure.

To achieve such outcomes, the KP Government is at advanced stage of preparation of the Governance and Policy Project (GPP) of the Round II Multi-donor Trust Fund (MDTF) administered by the World Bank, which will finance the project. This MDTF is a continuation of the Trust Fund that has financed the GSP. The MDTF was set up in 2010 to provide implementation for the recommendations of the Post-Conflict Needs Assessment (PCNA) for KP and the Federally Administered Tribal Areas (FATA), and for the priorities of the Balochistan Development Needs Assessment (BDNA). On the basis of the good results achieved under the GSP, the Steering Committee of the MDTF has committed to continuing support to institutional and governance reforms. The MDTF has been recently extended for a second phase (Round II) for the period 2015-2020. Round II will be based on a programmatic, results-driven approach, whereby the targeted outcomes guide the design of the programs and activities under three thematic pillars: (i) growth and job creation; (ii) policy reforms and governance; and (iii) service delivery. The proposed project would support primarily the second and third pillars.

More specifically, the GPP will contribute to the following outcomes of the results framework of the Round II MDTF: (i) improved transparency and accountability of government services through citizen engagement in the delivery of selected services; (ii) improved environment for public private partnerships and private sector growth, including policy formulation and regulatory mechanisms through the development of the legal and regulatory framework for Public-Private Partnerships (PPPs) for development investment ; and (iii) capacity building of public administration through improved management, training and strengthening of systems used by government institutions. The GPP will also support the outcomes of all three pillars by integrating upstream improvements in public sector governance and project implementation capacity with downstream service delivery to citizens and firms.

The GPP KP, under its Component 3 “Providing effective support for the coordination of governance reforms and operational management”, will provide technical assistance for developing certification courses and training in core skills for public officials in collaboration with international institute/academia. In order to address the capacity gaps of government officials the training will focus on financial management, procurement, project management, monitoring and evaluation, and leadership development. Courses will be delivered in collaboration with the Pakistan Provincial Services Academy (PPSA) that has the relevant mandate. This support will focus on the Finance Department, and the Planning and Development Department (P&DD).

Rationale for hiring the Service Provider-International Institute/Academia

The main objective is to make available international expertise to the provincial government. In doing so, the training curriculum and modules will be tailored to provincial management and operational requirements, and provide trainings abroad including education and certification opportunities to government officials.

Scope of Work and Activities to Be Undertaken:

The international institute/academia will help develop and implement a training program with the support of a local institute, conduct monitoring and evaluation of the program, offer assistance in context to course correction, ensure core capacity to implement the program and to be a one window service provider for the government for international experts that may be required for advice or training. The scope of responsibilities would generally be the following:

  1. Training and skill development
  • Review and, if needed, make subsequent amendments to draft Training Needs Assessment (TNA) questionnaires prepared by PPSA to ensure the questionnaires successfully identify; i) needs for the training syllabus, focused on the individuals to be trained for each management level – that is BPS grades 17 through 21; and ii) institutional issues, such as campus/facilities and organization, focused on Government requirements
  • Review the draft TNA report prepared by PPSA
  • Review the draft schedule of trainings prepared by PPSA. Oversee the implementation of training course and be available to provide advice or support.
  • Review and advise on the training program development/training modules, treating each management level individually (BPS 17-19), which would result in 3 programs Each theme will receive three days of review per each program level
  • Liaise with the local institute to assess its (local institute) training capacity and to provide advice on how to maximize capacity in order to ensure affective delivery of courses as per designed course modules
  • Hold a train-the-trainers course abroad/locally, if gaps are revealed in training capacity of the local institute, aimed at instilling innovative and essential teaching skills
  • Lead drafting the methodology and approach for evaluation and monitoring together, to be reviewed by the local institute
  • Prepare evaluation and final report (pre and post training assessment) using the data collected by the trainers
  • Recommend training sessions abroad for senior staff members (BPS 19-21) on the basis of the TNA. Sessions can be held concurrently with BPS 17-19 training in Pakistan.
  • Provide experts for the thematic areas (Leadership Development, Project Management, M&E, Financial Management & Procurement Management (Online certification courses) to provide advice on the module relating to their expertise
  • Provide annual management for the contract, which includes the appointment of an individual to support the Academic Director in securing thematic experts, liaising with WB, PPSA, Government representatives, liaising between international institute/academia stakeholders, preparing all necessary documents and templates, contracting, financing etc.
  1. Technical assistance support on actual cost plus management consultancy fee basis
  • Procurement of consultants as per the standards below: the institute / academia will provide technical support in procuring consultants (both individuals and firms) including:
  • liaising with the Operational Support Unit (OSU), Governance and Policy Project (GPP) for one window facilitation to provide TA support;
  • facilitating timely completion of the procurement processes, including but not limited to:
  • timely preparing and / or reviewing of draft Terms of Reference as the case may to assure quality; announcement of the business opportunities;
  • bid evaluation;
  • submission of the top three successful individuals / firms, as the case may be,
  • signing of contracts upon the No Objection of the concerned line -department / public sector entity through the GPP OSU;
  • contract administration;
  • assuring that the deliverables are of satisfaction to the departments concerned, in accordance with the World Bank’s Procurement Guidelines.
  • Moreover, institute / academia will ensure to develop a network of technical resources globally, on comparative advantage basis, so that the client –Government of Khyber Pakhtunkhwa - has access to this network of globally best technical assistance, through the institute / academia one window support. These functions would however exclude the activities where institute / academia is directly providing the services. In this case the GPP OSU and the respective client line-department / public sector entity would perform such functions.

SERVICE STANDARDS

Task / Performance Standard / Responsibility
Submit demand / need identification / 2 days of demand by the department / GPP OSU
Preparation of TORs/Cost Estimates/EOI / 3 days of demand by OSU / Institute / Academia
Submission to department concerned through OSU for 7 days review notice / 1 days of receipt from Institute / Academia / GPP OSU
Department No-objection to TORs and EOIs / 5 days on no response as clearance basis / GPP OSU / Department concerned
Advertising for Expression of Interests in National Newspapers. / 1 day of No Objection or no response date / Nationally – GPP OSU
Internationally Institute / Academia
Receipt of Interests from Firms / 16 days of announcement / GPP OSU
Preparation of Short List / 2 days of deadline for interest / Institute / Academia
Department No-objection to Short List / 5 days on no response as clearance basis / GPP OSU / Department concerned
Preparation of RFP / 1 days of No Objection or no response date / Institute / Academia
Department’s no-objection to RFP / 5 days on no response as clearance basis / GPP OSU / Department concerned
Issuance of RFP to Short-listed Firms / 1 days of No Objection or no response date / Institute / Academia
Receipt of Technical and Financial Proposals / 16 days of issuance / Institute / Academia
Completion of Technical Evaluation / 2 days of receipt of proposals / Institute / Academia
Departments’ No-objection to Technical Evaluation / 5 days on no response as clearance basis / GPP OSU / Department concerned
Opening of Financial Proposals / 1 days of No Objection or no response date / Institute / Academia
Completion of Combined/Final Evaluation / Same day as opening of financial proposals / Institute / Academia
Negotiations/ Preparation of Draft Contract / 2 days of completion of combined / final evaluation / Institute / Academia
Contract Signing / 2 days of No Objection or no response date / Institute / Academia
Contract completion / 2 days after the completion date of the contract and subject to satisfactory delivery / Institute / Academia

Deliverables/Specific Outputs Expected

  • Increasing the geo-mapping and online publication of Public Investment Assets
  • Support PPSA in conducting survey and preliminary analysis. Review TNA KP conducted by PPSA
  • Asses training capacity of the training centre and advice on how to maximize capacity. Hold train-the-trainers course, if required
  • Review and finalize the training schedule and modules (BPS 17-19) in collaboration with PPSA
  • Provide experts for the thematic areas
  • Oversee the implementation of training courses
  • Recommend training sessions abroad (BPS 19-21)
  • Prepare evaluation and final report (pre and post training assessment)
  • Provide annual management for the contract

Profile /Qualifications

  • The interested consultants shall be a an international management consultancy firm (e.g. research institute, academic institution) with at least 15 years’ experience of offering similar services and similar projects of this scale and complexity and in comparable organizations.
  • Should possess good knowledge of all concepts, principles and approaches required for assignment. Shall have sufficient professionals on the strength of the firm with at least Master Degree and experience in project management, survey work, data analysis, and report writing.
  • Experience of working with government and/or donors would be an advantage.

Indicative composition of team which maybe proposed byConsultants:

S.No. / Team or Individual / Job Description / Requirement/
Qualification / Experience
1 / Team of Experts / Review and if needed, make subsequent amendments to draft Training Needs Assessment (TNA) questionnaires prepared by PPSA to ensure the questionnaires successfully identify; i) needs for the training syllabus, focused on the individuals to be trained for each management level – that is BPS grades 17 through 21; and ii) institutional issues, such as campus/facilities and organization, focused onGovernment requirements.
Review the draft TNA report prepared by PPSA .
Review the draft schedule of trainings prepared by PPSA. Oversee the implementation of training course and be available to provide advice or support.
Prepare evaluation and final report (pre and post training assessment) using the data collected by the trainers.
Recommend training sessions abroad for senior staff members (BPS 19-21) on the basis of the TNA. Sessions can be held concurrently with BPS 17-19 training in Pakistan. / Should have a team of well qualified training and subject specialists / Experience in undertakingTraining Needs Assessment (TNA) at subnational government level. Experience of leading at least 2-3 large multidisciplinary training at subnational level
2 / Module Development Specialist / Review and advise on the training program development/training modules, treating each management level individually (BPS 17-19), which would result in 3 programs.Each theme will receive three days of review per each program level. / Experience of conducting at least 2-3 large multidisciplinary training at National/subnational level
3 / M& E Specialist / Lead drafting the methodology and approach for evaluation and monitoring together, to be reviewed by the local institute
4 / Team Lead
(Training) / Liaise with the local institute to assess its (local institute) training capacity and to provide advice on how to maximize capacity in order to ensure affective delivery of courses as per designed course modules
Hold a train-the-trainers course abroad/locally, if gaps are revealed in training capacity of the local institute, aimed at instilling innovative and essential teaching skills.
Provide experts for the thematic areas (Leadership Development, Project Management, M&E, Financial Management & Procurement Management (Online certification courses) to provide advice on the module relating to their expertise / Demonstrated experience of leading logistics of large training programsabroad/locally
5 / Team Lead
( TA Support) / Provide technical assistance supportto develop a network of technical resources globally, on comparative advantage basis, so that the client –Government of Khyber Pakhtunkhwa - has access to this network of globally best technical assistance, through the institute / academia one window support.
Provide annual management for the contract, which includes the appointment of an individual to support the Academic Director in securing thematic experts, liaising with WB, PPSA, Government representatives, liaising between international institute/academia stakeholders, preparing all necessary documents and templates, contracting, financing etc. / Demonstrated project management skills and abilities

Institutional Arrangements and Reporting:

The academia conducting the assignment will report to the Coordinator, KP Operations Support Unit (OSU).

Selection Method and Timeline:

Selection will be made in accordance with the CQS method set out in the Consultant Guidelines. The attention of the interested institutions/entities is drawn to the World Bank’s Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers (Consultant Guidelines 2011) revised July 2014.