Terms of Reference:
Educational Service Provider to Conduct Professional Training Services for Mykolaiv City Council Employees
Background:
The European Union Anti-Corruption Initiative (EUACI)
The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine to reduce corruption at the national and local level through the empowerment of citizens, civil society, businesses, and state institutions. In May 2020, the EUACI entered into its phase II that runs till mid-2024.
The EUACI has three components supporting anti-corruption reforms from different angles:
Component 1, supporting key state anti-corruption agencies in improving their effectiveness and independence;
Component 2, supporting selected integrity cities in the efforts to strengthen their integrity, transparency, and accountability; and
Component 3 supports Ukraine's civil society, media, and business community to increase awareness of and engagement in anti-corruption activities.
This specific assignment concerns the EUACI's support for integrity cities (Component 2). Mykolaiv is an addition to five Ukrainian cities that have been selected for the implementation of the Integrity Cities concept of the Programme. Based on the agreement with the Mykolaiv City Mayor, the EUACI envisages an Integrity Support Office of experts in the local municipality, headed by an advisor to the Mayor to support the integrity transformation, transparency, and accountability of the reconstruction process.
During the ongoing comprehensive assessment of Mykolaiv City Council's functions, where management models, business processes, and the utilization of IT tools are analyzed, alongside the evaluation of corruption risks, policies, and procedures, the council has recognized the necessity to enhance the management skills of its top and middle-management personnel.
This concerns particularly departments directly involved in reconstruction processes and beneficiaries of other activities under the Integrity City Component, including the Departments of Housing, Capital Construction, Architecture, Architectural, and Building Control, as well as Internal Financial Control and Corruption Prevention. Additionally, enhancing cooperation between departments poses a significant challenge for Mykolaiv City Council.
Preliminary observations indicate a deficiency in management expertise, internal communication skills, team management, and decision-making methodologies among leaders in several city departments. In response, Mykolaiv has requested assistance from the EUACI to facilitate educational training activities aimed at strengthening the capacity of city management for the successful implementation of future joint projects.
It is in this context that the EUACI is seeking a Service Provider (Consultant or Consulting firm or NGO) that can work closely with the EUACI and its partner city to deliver the short-term training activities that will equip department leaders with the necessary skills and knowledge to navigate challenges effectively, fostering performance across the Mykolaiv City Council.
These Terms of Reference (ToR) provide more details about the assignment.
1. Objective and results
The objective of the assignment is to conduct two offline and one online training (max. 25 participants in one) with a duration of approx. 24 hours in total in May 2024 – June 2024 (exact dates are to be agreed separately with the city council and EUACI).
During the training sessions, participants should acquire the following knowledge and comprehension:
- the underlying principles governing integrity, fairness, and trust within both society and team dynamics.
- modern approaches to management.
- internalizing the fundamental concepts of systems thinking, recognizing one's role within broader systems.
- understanding the internal communication system within an organization: its components, functioning, and the role of values.
- practicing effective communication within teams with different corporate cultures.
- familiarity with various types of motivation and techniques for effectively utilizing them.
- a defined set of criteria for an effective manager and the participants' adaptation of these criteria to their specific contexts.
- proficiency in understanding and working with delegation, as well as mastering and applying various feedback models in practical scenarios.
2. Scope of work
The Service Provider will be required to:
• Provide a short concept note for the training sessions to be agreed with EUACI and Mykolaiv City Council;
• Develop an agenda and content for each training. Identify and provide trainers for each training session;
• Manage all venue and catering arrangements for offline training sessions. Coordinate all necessary arrangements for online sessions, including technical setup, platform access, and troubleshooting support as needed.
• Conduct 2 (two-days each – 18 hours) offline training sessions in Mykolaiv and 2 (6 hours) online training sessions.
• Conduct an evaluation and feedback of the training sessions based on questionnaires
• Prepare a short final report with observations, the result of the evaluation, and recommendations for future leadership development of staff.
3. Deliverables:
The Deliverables are presented below in Table 1 with a tentative schedule.
All results are expected to be provided in Ukrainian unless otherwise agreed. Electronic copies are sent by email to the particular EUACI contact person.
Table 1: Summary of deliverables/outputs and the tentative timeline for delivery.
|
# |
Deliverable/Output |
Timeline |
Note |
|
1 |
Service provider's training concept and program |
2 weeks after the contract signing |
To be approved by the EUACI. The Program should contain:
|
|
2 |
2 two-day (18 hours) training sessions in Mykolaiv and 2 short online sessions (6 hours in total)
|
6 weeks after the contract signing |
All logistics arrangements to be covered by the Service Provider |
|
3 |
Final report |
7 weeks after the contract signing |
A short summary of the outputs delivered under the contract. To be approved by the EUACI. |
The timelines indicated in the table above are indicative. The Service Provider will reflect on and update the timelines for different activities while preparing and updating the Concept for training.
4. Timing
The expected duration of the assignment is 7 weeks, with a tentative start in the end of May 2024 and completion in the end of June 2024.
5.Payment
Payment will be made in a maximum of two installments.
The first installment, representing a maximum of 30% of the total contract value, will be made after receipt of the Service Provider's Deliverable 1, and invoice.
The second and final payment will be made upon receipt and approval of the Final Report and a Final Invoice
6.Requirements for the Service Provider:
- Expertise in Training Development:
- Have at least 5 years of proven working experience in developing and delivering training programs on modern management, communication, and leadership.
- Ability to tailor content to participants' needs.
- Subject Matter Knowledge
- Proficiency in integrity, modern management, systems thinking, communication, motivation, delegation, and feedback.
- Understanding of their application in organizational settings.
- Be able to ensure economic and technical capacities to perform the requested services as well as a relevant legal status to hire experts;
- Have proven experience in organizing corporate training for public servants;
- Compliance and Ethics:
- Adherence to ethical standards and legal requirements.
- Commitment to confidentiality and data security.
7. Estimated budget
The maximum budget available for this assignment is up to EUR 23000. This amount includes subsistence allowance for fieldwork in the partner city as well as costs related to local travel, and other project-related costs such as venue renting, printing or catering. Bids will be evaluated in accordance with the criteria provided below.
|
# |
Criteria |
Weight |
|
1 |
Financial offer |
20% |
|
2 |
Relevant experience, skills, and competencies |
40% |
|
3 |
Portfolio of projects |
40% |
HOW TO APPLY
The proposals with
- Portfolio of relevant projects;
- Short description of training methodology;
- CV of the trainer/or staff involved by the tender participant;
- Financial Offer.
shall be submitted in electronic format only within the below deadline to the email: [email protected], cc [email protected] indicating the subject line “Educational Service Provider to Conduct Professional Training Services for Mykolaiv”.
Any clarification questions for the bid request should be addressed: [email protected], cc [email protected] no later than 10 May 2024, 18:00 Kyiv time.
The deadline for submitting proposals is postponed till 16 May 2024, 18:00 Kyiv time.
Bidding language: English.