Request For Proposal: Consultancy for Team Building Retreat – September 2022, AECF

1.  Background

The AECF LLC is a non-profit institution supporting early and growth stage businesses — through provision of patient capital — to innovate, create jobs, leverage investments and markets in an effort to create resilience and sustainable incomes for rural poor and marginalized communities in Africa.

AECF’s strategy is focused on agribusiness/agriculture and renewable energy sectors with increased support to climate technologies, deepened focus on gender, youth, and employment, aimed at attaining the institution’s vision of ‘A Prosperous and Enterprising Rural Africa’.

Since 2008, AECF has invested in 268 businesses across sub-Sahara Africa focusing on Agribusiness, Renewable Energy and Climate Technologies. As of 2018, we have impacted more than 17 million lives, created over 12,000 jobs, and leveraged over US$ 750 million in matching funds from the private sector.

AECF has implemented programs across Africa delivering tangible impact for communities most in need.

The organization has recently refreshed its strategy, among other things. This has seen a change in the organizational values and some movement of staff into the organization.  For this reason, it is important to have a staff team building to enhance team cohesion.

2.  Objective of consultancy

The objective of this consultancy is to design and facilitate the experiential objectives of the team building and host the gala dinner during the AECF’s annual team building retreat to be held on 8th    December 2022 in Naivasha, the staff complement is 80.

  Expectations

  • Design activities that will bring in different ideas and perspectives that lead to problem solving in the diverse team.
  • Host a variety of activities that opens dialogue and promotes creativity while valuing the diversity of our cultures.
  • An interactive, inclusive and fun filled event with various activities, keeping in mind the diversity of our staff from Kenya, Tanzania, S. Sudan, Zimbabwe, Cote d’ Ivoire, Somalia, Mozambique & UK.

Expected Outcomes

The expected outcomes of this activity are:

  1. Have a team that knows and understands each other and each other’s role in the organization.
  2. Have a team that understands and appreciates the diversity in the organization and understand how to represent it in our day-to-day work life.
  3. Have a relaxed and energized team.

3.  Qualifications / experience required

  • Proven track record of extensive experience (at least 5 years) in facilitation of events and team building.
  • Demonstrated knowledge of the operations of international organizations.
  • Excellent inter-personal communication skills including experience of facilitation of events and presentation to groups of various sizes and different nationalities.
  • A creative way to provide a fun filled evening for staff for all the work they have put in throughout the year.
  • Knowledge of diversity, equity and inclusion and how to incorporate these into team building activities.
  • Experience in using a host of blended & creative approaches to event hosting.

4.  Proposal Submission

While submitting the proposal, the applicant shall, ensure to attach the following:

  • Profile of the lead consultant (max 1 page) explaining why they are the most suitable for the work.
  • Relevant Experience (max 2 pages).
  • A proposed course outline in power point capturing the content areas for the team building in line with the objectives stated.
  • Recent CV of all the consultants that will be carrying out the task an understanding of the requirements.
  • Activities outline including a summary of the program of activities.
  • Detailed signed reference list indicating the scope and magnitude of similar assignments.
  • Registration and other relevant statutory documents required.
  • Financial proposal in KES clearly showing the budgeted cost for the work to be conducted.
  • The preferred format for the submission is PowerPoint.
  • Technical and Financial proposals MUST be submitted as separate documents. Financial proposals will not be opened until the conclusion of the technical evaluation and then only for those proposals that are deemed qualified and responsive. The financial proposal shall specify a total lump sum amount (including a breakdown of costs for fee). Payments will be made upon delivery of the services specified in the TOR. Accommodation and transport costs will be provided for 3 members of the facilitating team.

5.  Evaluation Criteria

An evaluation committee will be formed by the AECF and shall include employees. All members will be bound by the same standards of confidentiality. The service provider should ensure that they fully respond to all criteria to be comprehensively evaluated.

The AECF may request and receive clarification from any consultant when evaluating a proposal. The evaluation committee may invite some or all the consultants to appear before the committee to clarify their proposals. In such event, the evaluation committee may consider such clarifications in evaluating proposals.

In deciding the final selection of qualified bidder, the technical quality of the proposal will be given a weighting of 70% based on the evaluation criteria. Only the financial proposal of those bidders who qualify technically will be opened. The financial proposal will be allocated a weighting of 30% and the proposals will be ranked in terms of total points scored.

NO.       

CRITERIA FOR ASSESSMENT                                                                            

 Weighted Award
A.  TECHNICAL PROPOSAL 70 

 
1.    An understanding of the terms of assignment 20 

 
1.1 Demonstrate understanding of assignment 20 

 
2.      Methodology and work-plan that will deliver the best value on the assignment. 15
2.1 A detailed methodology and work plan outlining how the assignment will be executed within the stipulated timeframe. 15
3.      Qualification and Experience   35
3.1 Professional experience in team building 10 

 
3.2 Recent team building done during the covid period 10 

 
3.3 Experience with similar organizations 5 

 
3.4 At least three signed reference letters provided for recent team building done, indication of impact done on follow up 10
B.  FINANCIAL PROPOSAL: Clarity, relevance, reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursable and travel). 30 

 

 

 
  Total Score 100

6. Pricing

The AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure VAT 16%, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position with regards to provisions of Kenya tax legislation when developing their proposals.

7.  Application details

The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, sex, color, national origin, religion, age, marital status, disability, or any other characteristic protected by applicable law.

Interested firms are requested to submit their technical and financial proposals to aecfprocurement@aecfafrica.org by Friday 14th October 2022 5.00pm EAT. Any questions and clarifications should be sent to the same e-mail. The Subject of the email should read “Team Building Retreat Facilitation — 2022”. The AECF shall not be liable for not opening proposals that are submitted with a different subject.

8.  Disclaimer

AECF reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party… https://www.aecfafrica.org/careers/request-for-proposal-consultancy-for-team-building-retreat-september-2022/

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