Request For Proposals For Consultancy Services For Employee Engagement Survey
The African Academy of Sciences (The AAS) is a non-aligned, non-political, not-for-profit pan African organisation whose vision is to see transformed lives on the African continent through science. The AAS’s tripartite mandate is recognising excellence through. The AAS’ highly prestigious fellowship, Affiliates and award schemes, providing advisory and think tank functions for shaping Africa’s Science, Technology and Innovation (STI) strategies and policies and implementing key Science, Technology and Innovation programmes addressing Africa’s developmental challenges.
Transformed lives through science.
Leverage resources through research excellence and thought leadership for sustainable development.
The Need for Employee Satisfaction Survey
In 2018 the AAS launched a new strategy and it included a strategic theme on Our People with the objective of providing an enabling environment for learning and growth. This would ultimately drive employee engagement through the key areas of recognizing and rewarding employees, developing leaders and talent, investing in employee development, recruiting and retaining talent, and fostering a healthy and well organization. The AAS strategy (2018-22) was built following a comprehensive consultation and collaboration process with all employees, fellows and the governing council.
As a key component of our strategic theme around people the AAS invites proposals from qualified individuals or organisations to assist in the consultation, design and implementation of measuring employee engagement through surveys.
The survey data will measure employee engagement, identify specific drivers of employee engagement at the AAS, provide flexibility to report results through team lenses, and provide actionable results and supporting tools to create an environment that empowers leaders and employees to be responsive and engaged in the results.
The engagement survey results will provide a new baseline for future comparisons, particularly over the next three (3) years, to measure and drive improvements and changes in engagement and organization culture, and to inform and further develop and action a roadmap through the people strategy. The successful vendor will partner with the AAS in determining final survey requirements, interpreting results, and may be required to participate in presentations to leadership and staff. Following the baseline survey, it is the AAS’s intent to survey again to measure progress in two years and will also require the ability to conduct periodic ‘pulse’ surveys throughout that time frame to ensure actions are having the desired impact.
The AAS has a dynamic workforce of approximately 60 staff, working in the headquarter in Nairobi and with some employees having limited computer access.
Objectives of the Assignment
The objectives of the employee engagement survey will be to benchmark and monitor employee attitudes and commitment level towards the organization, leadership, their roles, and the different stakeholders they serve. To find out the factors that drive employees to perform their best
The survey consultation and design parameters will include but not limited to the following items:
- Provides multiple methods for participation to meet the needs of a diverse workforce, particularly for those with limited computer access.
- Provides ease of administration, with reliable, valid reporting of results that are reasonable to interpret and communicate.
- Allows for timely final results to the AAS, with the ability to monitor survey progress during open survey timeframe.
- Promotes a high participation rate with an effective communication strategy, and with questions that are designed to support ease of understanding and completion for a broad audience. Survey completion should be not more than 15 minutes, with consideration to the number of questions, language and formatting.
- Ensures the design has a high level of validity and is statistically sound, with questions that are based on proven research.
- Allows for flexibility with the potential for the management to provide input on the selection of questions, and the potential to add questions.
- Ensures strictest confidentiality and anonymity.
- Provides relevant benchmark comparisons and flexible reporting to consider the data results by department and teams.
- Ensures sustainability and flexibility with the ability to repeat the organization wide survey, and conduct multiple pulse check surveys, to monitor progress and effectiveness of action items.
- Summarizes and interprets results and provides recommendations to drive engagement at the AAS.
- Identifies the drivers of employee engagement to enable a focused approach to action plan based on measured results and provides follow up tools and supports to implement action plans effectively.
The successful proponent will be expected to work closely with the AAS stakeholders and provide the following deliverables:
- Consult, develop, and customize a survey for the management’s approval
- Implement and host an electronic survey with data stored in the cloud, and provide hard copies as required
- Recommend leading practices in employee engagement, and provide communication strategy supports for a pre, during and post survey time periods to successfully reach targeted survey participation rates
- Demonstrate proven ability for comparative analysis with relevant industry sectors, and a tabulation method that is statistically relevant.
- Generate flexible reports based on the findings at the departmental and team level (taking anonymity of sufficient numbers into account)
- Present results to key stakeholder and leadership as required
- Provide post survey support with consultation and interpretation of results, as well as support tools, templates, and resources to effectively action engagement results
- To ensure confidentiality and security of the surveys and survey data throughout the implementation, assessment and delivery of results, and in accordance with all privacy laws.
The successful individual or organization shall have relevant experience providing employee engagement survey services to organizations of similar size and scope (50-100 employees,) with similar INGOs and industry considerations. The firm will demonstrate current and past experience with respect to conducting employee engagement surveys in a science-based sector environment, and specific examples of partnering with organizations to achieve a high survey participation rate. Evidence will be included that demonstrates similar successful implementations, and experience achieving high employee participation rates.
This section will also include:
- The names, contact information and a brief outline of the principals who would be involved with the survey
- The resources, time and effort that the firm anticipates will be required from AAS staff
- Employee data information requirements to execute the survey, including timing and any formatting requirements
- Five references including the name of the organization, the contact person, the address, telephone numbers and email address
- Any conflicts of interest that may affect the ability to work with the AAS.
Proposals from bidders should include the following elements:
a) A covering letter introducing the submission
b) Proposal should not exceed 5 pages and should include budgets with good level of details for each cost item.
c) Detailed CVs of the consultant(s) outlining the relevant skills and experience
d) Details of at least 5 relevant references where similar assignments have been undertaken
e) Certificate of Corporation where applicable
f) Current business licenses where applicable
g) Valid VAT and PIN Certificate where applicable
h) Current valid Tax Compliance Certificate from Kenya Revenue Authority where applicable
i) Financial capability of the Company - submit the latest 2 year audited financial statements where applicable
j) Financial Proposal for the provision of the services. The Prices quoted should be
inclusive of all taxes and delivery costs, must be in KES and shall remain valid for
(120) days from the closing date of the tender.
k) Consultant(s) are encouraged to include any additional information they believe demonstrates added value for the AAS within the scope of this assignment.
The following is a summary of the rated criteria and weightings for the evaluation of proposals. Firms who do not meet the minimum threshold score will not proceed to the next stage of the evaluation. Successful consultants will be shortlisted and invited to interview.
Response will be evaluated based on the following criteria:
Adequacy of the proposed work plan, methodology and deliverables, in responding to the terms of reference
Specific experience of the consultant related to the assignment (Provide evidence of having undertaken similar assignments in the last 5 years by submitting at least five (5) reference letters of recommendations)
Qualifications and competence of the key staff for the assignment
This document is the property of the AAS and contains proprietary and confidential information. Recipients may use or reproduce the information detailed within this document and any other supporting information only to provide a response to this RFP.
The AAS makes no commitment to any Service Provider/service provider unless a contract has been awarded and signed by both parties. The AAS reserves the right to cease this exercise at any time. During the period of this activity, no contact should occur between any members of the supplier's staff and any member of the AAS staff in relation to this exercise other than through the designated contact points as detailed within this RFP. It is however recognised that pre-existing relationships if any, shall be respected.
The Service Provider is required to observe the AAS procurement ethical code of conduct which includes but is not limited to observing the highest standard of ethics in regard to corruption, collusion, conflict of interest and fraud. If the Service Provider does not observe confidentiality or ethical practices, they shall be disqualified from any further work with the AAS.
Where appropriate, any costs for travel and subsistence must be clearly shown in the proposal.
Service Providers should be aware that inappropriate publicity could have a serious effect upon the AAS’s business. The information contained within this document or subsequently made available to the Service Provider is deemed confidential and must not be disclosed without the prior written consent of the AAS unless required by law.
By submission of a proposal, the Service Provider warrants that the prices in the proposal have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other potential Service Provider or with any competitor.
It should be noted that this document relates to a Request for Proposal only and not a firm commitment from the AAS to enter into a contractual agreement. In addition, the AAS will not be held responsible for any costs associated with the production of a response to this Request for Proposal.