Request for Proposal – Terms of Reference (TOR) Consultancy for Effective Business Communication Training, September 2021
1. Background
The AECF (Africa Enterprise Challenge Fund) 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.
2. Objective of consultancy
The objective of this consultancy is to design and facilitate an Effective Business Communication training exercise. This training seeks to empower the participants with the knowledge and skills to communicate clearly and effectively with internal and external clients. Effective Business Communication – whether written or spoken – builds respects and trust, aids decision-making and fosters understanding.
The training is to be customized for the levels tiered below: –
Category: All Staff Training
3. Scope of work:
The consultant will be expected to:
a) Design and facilitate a one‐day (1) Effective Business Communication Skills training for approximately 60 participants divided into two half days)
b) Through the Effective Business Communication Skills Training, provide participants with:
• Knowledge about professional communication etiquette.
• An understanding of the practical applications of business communication, specifically professional email etiquette and letter writing with internal and external parties.
• Best practices in communicating virtually including virtual meeting etiquette.
• Skills and tools to give and receive effective feedback as a critical part of communication.
• How to source relevant information while debunking “fake news” in the spaces we operate.
• Practical tips and tools to communicate effectively, consistently, and professionally in the new age of communication (taking into consideration digital platforms such as social media).
• Tools to apply the key learnings from the training in a practical everyday work environment.
4. Deliverable outputs and target dates:
The activities and expected outputs are as follows:
• Prepare and submit a course outline indicating proposed course content and the program for the one-day training.
• Facilitate a one‐day (1) Effective Business Communication Skills training exercise in September 2021.
• Provide relevant training materials in Effective Business Communication skills to an internal and external audience. The training materials will include PPT and participant handouts (as required).
• Provide the HR Unit with a feedback analysis report from participants on the one‐day training.
• Facilitate a post-training exercise that will provide opportunities for participants to build their competencies and to apply their expertise.
5. Qualifications / experience required
• Minimum university degree in Business Management, Human Resources, or other relevant field.
• At least 5-7 years of prior work experience in the field of training and facilitation.
• Have proven work experience with private sector /DFI space.
• Experience in using a host of blended learning approaches including delivering virtual training and workshops.
• Multi-cultural and multi -country training experience.
• Demonstrated knowledge and experience in developing training curriculum and training materials.
• Excellent inter-personal communication skills including experience of facilitation of trainings/workshops and presentation to groups of various sizes.
6. Reporting
The consultant will report to Head of Human Resource and Administration.
7. Duration of service
The duration of service will be two half days) commencing on 29 and 30th September.
8. 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 trainer/training 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 of 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 80% 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 20% and the proposals will be ranked in terms of total points scored.
Criteria for Assessment
A. Technical Proposal 80
1. Capacity to deliver and understanding of the terms of reference
1.1 Recent and Detailed CV and profile of the consultant showing relevance of the Training needed-10
1.2 Demonstrate an in-depth understanding of the training requirements and what is needed-10
2. Expertise
2.1 Demonstrated knowledge of effective business communication skills and capacity of to deliver the training. Should clearly show why they are the most suitable for the work and relevance-15
2.2 Should show a proposed course outline and content areas of the training clearly with a breakdown of the program-15
3. Qualification and Experience
2.2 Minimum university degree in Business Management, Human Resources, or another relevant field-10
2.3 At least 2 reference letters of previous work done. Detailed reference list indicating the scope and magnitude of similar assignments. Proven experience in developing training content and curriculum, facilitation and training and
dissemination of skills among relevant stakeholders in regional and international contexts-10
2.3 Experience in using a host of blended learning approaches including virtual training and workshops-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)-20
Total Score: 100
9. Proposal Submission
Interested and qualified individual trainer(s) or firms are invited to submit their proposal(s) comprising of the following:
i) Profile of the consultant (max 1 page) explaining why they are the most suitable for the work.
ii) Relevant Experience (max 2 pages).
iii) A proposed course outline and content areas for the training.
iv) Recent Curriculum Vitae (CV).
v) An understanding of the training requirements.
vi) Course outline including a summary of the content areas to be covered and daily program of activities.
vii) Detailed reference list indicating the scope and magnitude of similar assignments.
viii) At least 2 reference letters of previous work done
ix) Registration and other relevant statutory documents required.
x) Financial proposal in USD clearly showing the budgeted cost for the work to be conducted (to be submitted in a separate document from the technical proposal).
xi) The preferred format for the submission is PowerPoint and Word.
xii) Technical and Financial proposals will need to 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.
xiii) The financial proposal shall specify a total lump sum amount (including a breakdown of costs for fee, and number of working days). Payments will be made upon delivery of the services specified in the TOR.
10. Pricing
The AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure VAT, at 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.
11. Application
The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, color, national origin, religion, age, marital status, disability or any other characteristic protected by applicable law.
a) Interested training firms and individuals are requested to submit their technical and financial proposals to aecfprocurement@aecfafrica.org by 20th September 2021, 5pm (EAT).
b) The Subject of the email should read “Effective Business Communication Skills – 2021”. The AECF shall not be liable for not opening proposals that are submitted with a different subject.
c) All questions and clarifications should be sent to aecfprocurement@aecfafrica.org
