Terms of reference
Event preparation and moderation services for HACC
Background
The European Union Anti-Corruption Initiative in Ukraine (EUACI) Phase II is the biggest European Union (EU) support program in the area of anti-corruption in Ukraine, co-funded and implemented by the Ministry of Foreign Affairs of Denmark on behalf of the EU. The program is planned for 4 years (2020-2024). The overall objective of the EUACI Phase II is the reduction of corruption in Ukraine at the national and local levels, in particular, through the empowerment of its state authorities. One of the program’s beneficiaries is the High Anti-Corruption Court (HACC).
In November 2023, JustGroup LCC completed a comprehensive report at the request of the EUACI, which focused on assessing the study and developmental needs of the HACC. This detailed report also included a set of tailored recommendations for the HACC, outlining initial potential steps for improvement. These measures involve organizing and conducting a series of events for HACC judges and staff that are preliminary scheduled to take place between December 2023 and January 2024, and are aimed primarily at enhancing their professional cooperation and overall operational efficiency.
Objective
The EUACI is seeking a contractor that could assist in the preparation and moderation of such events for HACC judges/ staff during December 2023 – January 2024.
Scope of work and potential timing
Event 1. A team session for HACC middle management with a focus on team building through gamification.
The goal of the event is to synchronize the team and its motivation, to understand the common course of actions and opportunities for 2024 in terms of professional development.
Format of the event: a 5-hour offline meeting of up to 40 persons on 21 December (15:00 – 20:00) at a location in Kyiv.
The contractor is expected to fulfill the following obligations:
- Creating the event agenda, taking into account the unique aspects of HACC's institutional framework;
- Recruiting trainers or moderators for the event and coordinating their activities;
- Planning and executing a team-building exercise that incorporates elements of gamification, which includes procuring and delivering the required materials to the event location;
- Conducting a debriefing session and distributing follow-up materials post-event.
Budget: up to 5000 EUR.
The costs of rent of premises for the event and catering would be covered by the EUACI under a separate arrangementwith another contractor.
Event 2. Discussion meeting “Role of a judge”.
The goal of the event is to facilitate an engaging and motivational peer-to-peer conversation featuring a prominent speaker. This discussion will focus on the role and purpose of judges in a democratic society, along with topics such as intra-judiciary communication, diverse viewpoints, and ethical dilemmas. The speaker should ideally be a current or retired judge from either another country or Ukraine, or alternatively, a renowned philosopher or public figure with an understanding of the challenges faced in judicial roles.
Format of the event: a 3–4-hour offline meeting for up to 40 people on one of the days during 18-22 December that would start at 17:30. The meeting would be held offline at a location in Kyiv. The high-level speaker might participate either online or offline.
The contractor is expected to fulfill the following obligations:
- Together with the EUACI and HACC management, to identify and contract a high-level speaker for the discussion;
- Provide the speaker with a comprehensive briefing on the operations of HACC and finalize the key topics and agenda for the meeting;
- Prepare a concise concept note about the meeting for distribution among the judges;
- Facilitate and lead the event in person.
Budget: up to 2000 EUR.
Renting of premises for the event, catering, and interpretation services (if necessary) would be covered by the EUACI under a separate arrangementwith another contractors.
Event 3. A meeting (or a series of those) for judges dedicated to establish a task force on the unification of court practice/ practices.
The objective of those meetings (potentially a series of 2-3 meetings), is to form a dedicated task force comprised of HACC judges. This team will focus on addressing issues related to the consistency of court practices and internal procedures, with the aim of achieving a consensus and unified approach.
Format of the event: 2-3 offline meetings (up to 4 hours each) of up to 10 people during December 2023 – January 2024 at a location in Kyiv.
The contractor is expected to fulfill the following obligations:
- Coordinate the planning of each meeting in advance, in collaboration with representatives from HACC and the EUACI;
- Develop the agenda for these meetings;
- Facilitate and lead the discussions during the meetings;
- Compile brief summaries or action points following each meeting for distribution to its participants.
Renting of premises for the event and catering would be covered by the EUACI under a separate arrangementwith another contractors (if those services would be necessary).
Budget: up to 2000 EUR.
Team composition and qualifications
The assignment might be implemented by a single contractor (as a private entrepreneur or a legal entity). The bidders should indicate the suggested division of deliverables between their employees/ partner experts.
The contractor (its employees) should have the following qualifications:
- have at least 5 years’ experience in human resources development, preferably with the experience of working with state institutions;
- demonstrate familiarity and understanding with the operational context of HACC;
- have excellent analytical and communication skills;
- fluency in Ukrainian and good knowledge of English.
Estimated budget
The maximum budget for this assignment may not exceed EUR 9 000 (approximately DKK 67 107).
Payment
All the payments under the contract will be made in UAH according to the official NBU exchange rate published on the business day of the invoice issuance by the contractor. The contractor would be entitled for the prepayment of 30%. Final payment will be made upon receipt and approval by the EUACI of all the deliverables.
Reporting and management
The performance of the contractor will be judged upon fulfilling the obligations outlined above. The EUACI, the contractor, and HACC will regularly exchange information on the preparation of the described events to maintain a common overview of the current stage of contract implementation.
Evaluation
Bids will be evaluated in accordance with the criteria provided below:
|
# |
Criterion |
Weight |
|
1 |
Relevant experience, skills, and competencies |
40% |
|
2 |
Portfolio of projects |
30% |
|
3 |
Financial Offer |
30% |
How to apply
The deadline for submitting the proposals is 7 December 2023 17:00 Kyiv time.
All interested experts or companies should submit:
- CV of a bidder (or key staff);
- Portfolio of relevant projects;
- Financial offer.
The proposal shall include the aforementioned information and should be submitted within the above deadline to [email protected] indicating the subject line: HACC Events Preparation services.
Bidding language: English.
Any clarification questions regarding the bid request should be addressed to [email protected], not later than 5 December 2023 17:00 Kyiv time.