JUVENILE JUSTICE AND WELFARE COUNCIL Tender

Description Request For Expression Of Interest (small Value Procurement) Procurement Of Consultancy Services For The Conduct Of Organizational Diagnosis In The Jjwc Secretariat Jjwc Rei No. 24-009 The Juvenile Justice And Welfare Council (jjwc) – Finance And Administrative Division – Human Resource Unit, Intends To Apply The Sum Of Three Hundred Thousand Pesos (php 300,000.00) As Approved Budget For The Contract (abc) Chargeable Against The Jjwc Oed 2024 Gaa Funds For The Procurement Of Consultancy Services For The Conduct Of Organizational Diagnosis In The Jjwc Secretariat. I. Rationale In 2023, The Juvenile Justice And Welfare Council Formulated Its 5-year Comprehensive National Juvenile Intervention Program (cnjip) For 2024-2028. The Cnjip Serves As The Council's Medium Term Strategic Plan To Implement The Vision Of Ra9344 As Amended. It Embodies The Council’s Detailed Strategies To Realize The Objectives Of Ra 9344 As Amended Through The Concerted Actions And Commitments Of Member Agencies For The Promotion, Protection, And Fulfillment Of Rights Of Children In Conflict With The Law (cicl) And Children At Risk (car). Corollary To This Is The Conduct Of The Visioning Exercise Which Was Dovetailed To The Development Of Cnjip In The Same Year. This Aimed To Ensure The Consistency Of The Juvenile Intervention Programs With The Overall Vision, Mission, And Goals (vmg) Of The Council. Considering The New Five-year Cnjip And Vmg That The Council Has Formulated, There Is Now A Need To Assess The Capacity Of The Jjwc Secretariat As An Organization In Providing Needed Support To The Council. It Is Imperative To Identify And Outline The Required Competencies Of The Secretariat Staff To Fully Support The Council In Achieving Its Objectives And Ensure The Alignment Of Organizational Goals With The New Five-year Comprehensive Program And Vmg. Moreover, One Of The Issues Raised During The 2022 Agency Planning And 7s Workshop Is The Inadequate Staff Due To Limited Staffing Pattern By Dbm. Among The Identified Strategies To Address This Is The Conduct Of Organizational Diagnosis In The Jjwc Strategic Roadmap As Basis For The Identification Of Required Competencies For National And Regional Secretariat I.e. Capacity Building Unit, Etc. To Fully Support Its Main Customer. To Ensure That The Jjwc Secretariat Is Well Equipped To Support The Council In Performing Its Mandate And Achieving Its Objectives, It Is Deemed Necessary To Gain Insight Into The Secretariat’s Strengths And Weaknesses As An Organization. This Shall Be Done Through Organizational Diagnosis. Organizational Diagnosis Is A Process Of Assessing The Current State And Performance Of An Organization And Identifying The Gaps And Opportunities For Improvement. It Can Help In Understanding The Strengths And Weaknesses Of The Organization, The Sources Of Resistance To Change, And The Areas Of Alignment Or Misalignment With Its Vision And Goals. Conducting An Organizational Diagnosis Is A Critical Step Towards Improving Organizational Performance And Achieving Long-term Success. The Results Of The Organizational Diagnosis Shall Be Used To Inform Organizational Development And Change Management Programs And Activities, As Well As Develop Actionable Strategies For Continuous Improvement. Hence, The Conduct Of Organizational Diagnosis In The Jjwc Secretariat Is Being Recommended. Ii. Objective To Assess The Current Organizational State Of The Jjwc National And Regional Secretariats, Identify Areas For Improvement, And Develop Strategies For Enhancing Organizational Effectiveness And Efficiency. Iii. Expected Output The Consultant Is Expected To Undertake An Organizational Diagnosis To Determine Present-to-future Capacity Needs Of National And Regional Secretariat And To Come Up With An Organizational Assessment Report Which Shall Inform The Jjwc’s Proposal For Reorganization And Creation Of Additional Positions At The National And Regional Secretariat Levels To Be Submitted To The Department Of Budget And Management (dbm), The Organization’s Readiness To Change, And Alignment Of Its Structure, Capabilities, Leadership , Communication, And Performance Management In Relation To The Expanding And Emerging Roles Of The Agency On Juvenile Justice And Welfare Administration. The Consultant Is Also Expected To Facilitate An Action Planning Workshop Outlining Specific Steps, Responsibilities, And Timelines For Implementing The Recommendations From The Organizational Diagnosis Report, Ensure That The Action Plan Is Aligned With The Organization's Goals And Objectives; And Identify Monitoring And Evaluation Mechanism. Iv. Scope Of Work The Consultant Is Expected To Undertake The Following Tasks: 1. Preparatory Meeting Of Jjwc With The Consultant •identify Key Stakeholders Within The Organization Including Management, Employees, Customers, And Other Relevant Parties. •determine The Scope Of The Diagnosis And The Areas Of Focus Based On Input From Stakeholders 2. Data Gathering •utilize A Combination Of Quantitative And Qualitative Methods To Gather Data. •quantitative Data May Include Financial Reports, Performance Metrics, And Employee Surveys •qualitative Data May Include Interviews, Focus Groups, And Observations. •data Collection Methods Should Be Tailored To The Specific Needs And Characteristics Of The Organization 3. Conduct An Organizational Diagnosis Of Jjwc National And Regional Secretariat, In Coordination With The Policy And Research Division And Fad-hr Unit, Which Includes The Following: • Analyze The Collected Data To Identify Patterns, Trends, And Areas Of Concern • Use Appropriate Analytical Tools And Techniques Such As Swot Analysis, Pestle Analysis, Benchmarking Against Industry Standards, To Name A Few. • Identify Root Causes Of Issues And Challenges Within The Organization • Undertake An Analysis Of Organizational Challenges In Areas Such As Attrition, Turnover Rates, Competency Profiles • Identify The Organization’s Present-to-future Competency Needs Based On The Agency’s Strategic Goals And Objectives • Undertake An Analysis Of Options Including Review Of Organization’s Hr Strategy And The Identification Of Medium-to-long-term Directions 4. Submit An Organizational Assessment Report For Jjwc Summarizing The Findings Of The Diagnosis. The Report Shall Provide Recommendations For Addressing Identified Issues And Improving Organizational Performance, And Prioritize Recommendations Based On Their Potential Impact And Feasibility Of Implementation As Well As Set Strategic Direction For The Implementation And Evaluation Of The Program. 5. Present In A Meeting With The Jjwc Management The Results Of The Organizational Analysis Conducted. Incorporate The Comments And Inputs Of The Management In The Draft Report, Plan Or Program. 6. Facilitate The Conduct Of Workshops On The Development Of Action Plans Outlining Specific Steps, Responsibilities, And Timelines For Implementing The Recommendations. Ensure That The Action Plan Is Aligned With The Organization's Goals And Objectives, And Identify Monitoring And Evaluation Mechanism 7. Draft And Submit The Following To Jjwc: • Inception Report/workplan • Organizational Diagnosis/assessment Report • Documentation Report Of Management Meeting Incorporating Inputs And Comments Of Management • Action Plan Including M&e • Final Project Completion/executive Report V. Project Duration 1. The Project Duration Shall Be Five (5) Months. 2. The Consultant And Jjwc Shall Agree On The Schedule And Venue Of Project Activities. Vi. Qualifications And Skills Required The Consultant Should Have At Least Five (5) Years Of Proven Experience In Organizational Development, Organizational Assessment And/or Competency Based Hrm. With Experience Handling Similar Projects With Government Agencies. Preferably, A Certified Organizational Development Practitioner/professional Or An Accredited Subject Matter Expert Of The Civil Service Institute. Vii. Role Of Jjwc 1. Regularly Coordinate And Provide Technical And Administrative Support To The Consultant. 2. Provide The Consultant With Available Relevant Documents And Reference Materials For The Accomplishment Of The Tasks; And 3. Review And Approve Draft And Final Version Of The Project Outputs. Viii. Other Terms And Conditions Confidential Information Will Mean Any Knowledge And Information At Any One Time Disclosed To The Consultant By Or On Behalf Of Jjwc, Verbally Or In Writing, Data Or Records, Or Acquired By The Consultant From Jjwc In Connection With The Services It Renders To The Extent That Such Disclosure Or Acquisition Is Not In The Free Possession Of The Consultant Nor Part Of Public Knowledge Or Literature. Except With Prior Written Consent Of Jjwc, The Consultant Will: 1. Preserve The Secrecy Of Any Confidential Information. 2. Not For Any Purpose Other Than The Performance Of Its Services Disclose To Any Third Party To Peruse, Copy, Or Use Any Such Confidential Information; And 3. Not Make Any Reference To The Project Or Activities Carried Out As Part Of The Project In Any Advertising, Sales Promotion, Or Any Other Publicity Without, In Each Case, Without The Written Consent Of Jjwc. The Policy And Research Division (prd) And Finance And Administrative Division (fad) Shall Be The Oversight Office To Monitor And Ensure That Activities Proposed Are Properly Carried-out/accomplished Based On Agreed Terms Of Reference. Ix. Selection Criteria Description Weight 1. At Least Five (5) Years Of Proven Experience In Organizational Development, Organizational Assessment And/or Competency Based Hrm Five (5) Years Or More Experience – 40% Three (3) To Four(4) Years Experience -20% One (1) To Two (2) Years Experience – 10% Less Than A Year – 0% 40% 2. With Experience Handling Similar Projects With Government Agencies Has Present Or Past Engagement/consultancy With Government Agencies Similar To The Project -25% Certified Organizational Development Practitioner/professional/ Accredited Subject Matter Expert Of The Civil Service Institute – 10% 35% 3. Capacity Of Consultant To Accomplish The Work Within The Specified Schedule According To The Specific Needs And Requirements Of Jjwc Current Workload/projects Of The Consultant -15% Willing To Customize Workplan Based On Needs Of The Agency – 10% 25% Total 100% Passing Rate = 80% X. Terms And Schedule Of Payment The Consultant Shall Be Paid With The Total Amount Of The Contract Price Inclusive Of Tax, Vat, And Charges And Shall Cover The Professional Fee, Transportation Expenses, Management Cost, Overhead Cost, Contingency And Other Cost Related To The Project. Equipment And Tools That Will Be Used For The Project Such As Laptop, Printer, Internet, Connectivity, To Name A Few, Shall Be At The Consultant’s Own Cost. Payment Shall Be Divided Into Tranches Based On Submission Of Corresponding Deliverables And For Services Rendered For The Project As Follows: Project Milestones Deliverables Timeline Amount Of Payment/ Tranche (php) Hiring Of Consultant Project Proposal, Terms Of Reference Of Consultant, Purchase Request July 2024 Preparatory Meeting Of Jjwc With The Consultant 2 Days After The Issuance Of Ntp Submission And Acceptance Of Inception Report Inception Report/workplan July/august 2024 30,000 Data Gathering Desk Review/fgds/survey July/august 2024 Organizational Analysis Initial Analysis/ Assessment Report July/ August 2024 70,000 Presentation And Validation Meeting With Management Of The Result Of Organizational Diagnosis •share The Findings Of The Analysis With Management For Feedback And Validation. •incorporate Feedback Into The Final Diagnosis Report. Documentation Report Incorporating Inputs And Comments Of Management August/september 2024 Preparation Of Diagnosis Report And Recommendations Organizational Diagnosis Report With Recommendations September 2024 100,000 Action Planning Workshop -action Planning Workshop -action Plan Including M&e September/ October 2024 Submission Of The Final Report And Action Plan For Implementation -review And Inputs On The Draft Action Plan And Report -final Project Completion/ Turnover Report November 2024 100,000 Total Php 300,000.00 In View Of These, The Jjwc Now Invites Interested Consultants To Bid On This Procurement And Submit The Following: 1. Letter Of Expression Of Interest Addressed To The Bids And Awards Committee Chairperson 2. Eligibility And Technical Documents Which Includes: A) Updated Mayor’s Permit For Consultancy Firms Or Bir Certificate Of Registration For Individual Consultants. B) Philgeps Registration Number C) Curriculum Vitae/resume Of The Personnel Who Will Handle The Project 3. Other Documents May Be Required In Evaluation: A) Company Profile For Consultancy Firms. B) Statement Of On-going And Completed Contracts C) Technical Proposal For The Project Or Sample/previous Work Similar To The Project 4. Financial Proposal Inclusive Of Applicable Taxes And Fees Please Submit The Aforementioned Documents In A Sealed Envelope Stating The Title And Number Of The Procurement Activity At Jjwc Bac Secretariat, #140 Maginhawa St., Sikatuna Village, Diliman, Quezon City Or Send Through Email At Rvcorpuz.jjwc@gmail.com Copy Furnish Procurement@jjwc.gov.ph On/or Before 16 August 2024 At 12:00 Pm Or The Latest Update Of Deadline Specified In The Notice At Philgeps. The Consulting Services Shall Be Procured Through Small Value Procurement Pursuant To Section 53.9 Of The Implementing Rules And Regulations (irr) Of The Republic Act No. 9184 (government Procurement Reform Act) And Proposals Shall Be Evaluated Through Quality Based Evaluation (qbe) Method With Consideration On The Financial Proposal. Esmeralda H. Distor Chairperson Bids And Awards Committee Juvenile Justice And Welfare Council C/o Bac Secretariat #140 Maginhawa Street, Sikatuna Village, Quezon City Tel: (02) 8921-0565