Consultancy on Capacity Assessment and Rationalization of the Public Service at the National and County Governments

Republic of Kenya
 
The Presidency
 
Ministry of Devolution and Planning
 
Directorate of Public Service Management
 
Expression of Interest
 
Consultancy on Capacity Assessment and Rationalization of the Public Service at the National and County Governments 

Ref: MDP/DPSM/ADMIN/10/2013-2014

1.0 Background
 
The Constitution has fundamentally altered the governance structure of the country by establishing two levels of government, that is, national and county government, for improved service delivery to citizens. 
These fundamental changes have made it necessary to re-look at organizational structures and staffing at both levels of Government through a capacity assessment and rationalization exercise. 
The capacity assessment and rationalization of the public service programme will involve institutional reviews, restructuring, assessing skills and competencies, establishing optimal numbers, staff redeployment, transfers and separation which will facilitate optimal utilization of staff and continuity of service delivery at the two levels of government. 
The rationalization programme will be based on the need for appropriate structures and optimal staffing in line with organizational mandates and priority needs at both the national and county level of governments.
 
The Government intends to procure a reputable consultancy firm to provide expert support in the process of capacity assessment and rationalization of the public service at both levels of government.
 
The intrinsic value of this intention is to ensure objectivity, impartiality standardization and quality assurance in the whole exercise.
 
2.0 Scope
 
The consultancy will cover the Public Service at the National and County Governments excluding state corporations, independent commissions and offices and the disciplined services.
 
3.0 Purpose
 
The purpose of this exercise is to ensure that government functions are structured to transform the Public Service to higher levels of professionalism, efficiency and effectiveness in service delivery at national and county governments.
 
4.0 Objectives of the Exercise
 
The objectives of the programme are to;
 
i. Develop a strategy and framework for capacity assessment and rationalization programme in the Public Service at the National and County Government levels;
 
ii. Study the current organizational structures of the national and county public service and recommend appropriate organizational structures taking cognizance of the mandate and uniqueness of each county;
 
iii. Establish the existing human resource capacity at the national and county levels and make recommendations on the optimal staffing levels based on the realigned structures;
 
iv. Undertake human resource audit and skills inventory to inform the rationalization;
 
v. Re-align current public service delivery models and structures to meet the requirements and fulfill citizen expectations for transformed government services, and;
 
vi. Recommend modalities for undertaking the rationalization exercise in accordance with relevant laws, statutes and conventions, and implement the recommendations.
 
5.0 Terms of Reference
 
The Terms of Reference of this assignment are:
 
i. Preparation of a strategy and framework for capacity assessment and rationalization of the public service at both levels of government and to include policy guidelines, principles, criteria, appeal mechanism and institutional arrangement for implementation of the framework, monitoring and evaluation.
 
ii. Provide technical assistance and support to Ministries/Departments and Counties Technical Teams that will be involved in the process of capacity assessment and rationalization exercise;
 
iii. Undertake institutional review of the Ministries/Departments and Counties and make recommendations;
 
iv. Assess skills and competencies required including determining optimal staffing;
 
v. Establish existing human resource capacity in the Ministries/Departments and counties in terms of numbers and skills;
 
vi. Proposals on options and incentives for employees who may be affected by the rationalization programme;
 
vii. Develop a communication strategy for the capacity assessment and rationalization programme
 
viii. Develop guidelines and training manuals to guide implementation of the rationalization programme;
 
ix. Liaise with the Inter-Agency Secretariat in undertaking its activities;
 
x. Preparation and submission of reports to the Inter-Agency Technical Committee
 
6.0 Deliverables
 
The key expected outputs/deliverables from the consultancy will be reports on the following:
 
i. Proposed appropriate organization structures and optimal staffing levels at the National and
County Governments;
 
ii. Existing skills, competencies and skills gaps in the Civil Service;
 
iii. Proposals on options and modalities of achieving optimum staffing levels;
 
iv. Proposals on options and incentives for employees who may be affected by the rationalization
programme;
 
v. Guidelines and training manuals to guide implementation of the rationalization programme;
 
vi. A communication strategy for the capacity assessment and rationalization of the public service
programme;
 
vii. Legal due diligence on implications of rationalization options;
 
viii. A roll out plan for the implementation of the rationalization programme, and;
 
ix. Progress of the exercise to the Inter-Agency Technical Committee.
 
7.0 Requirements of Eligible Consultancy Firm
 
Bidders are invited to provide the above services. 
Interested bidders must:
 
i. Be reputable firm with ability to undertake a nationwide exercise;
 
ii. Show proven experience in similar assignments for government and/or intergovernmental organizations in the last five (5) years;
 
iii. Be compliant with legal and statutory requirements;
 
iv. Have professionally qualified and experienced team of consultants, and confirmation that they will be available throughout to undertake the exercise;
 
v. Have worked with the public sector and have a clear understanding of the structures and workings of governments; and
 
vi. Provide detailed background of the firm and key staff, including details of experience in similar assignments in Kenya, regionally or globally.
 
The Expression of Interest must be submitted with the following mandatory requirements;
 
i. The firm’s profile, which should have history of the firm. The firm must have been in active business for at least ten (10) years;
 
ii. List of at least three (3) references from organizations the firm has undertaken similar assignments with clear details on: name of assignment, name of client, duration of assignment, client contact person for the assignment, value of the assignment, and consultancy staff on the assignment;
 
iii. List of names of professionally qualified and experienced team of consultants, who are compliant with Chapter Six of the Constitution and confirmation that they will be available throughout to undertake the exercise;
 
iv. The lead consultant should have a minimum of a master’s degree and ten (10) years experience in public sector consultancy. The other consultants should possess at least post-graduate qualifications in relevant areas, provide evidence of academic and professional qualifications (attach CVs and copies of certificates). The lead consultant will provide a clear indication of what each team member will be fulfilling in the exercise;
 
v. Proposed methodology and time frame to undertake the task;
 
vi. Demonstrate ability to mobilize a team and deliver services in a timely manner;
 
vii. Audited accounts for the past three (3) years;
 
viii. A signed statement that the consultant has not been barred from participating in public procurement process; and
 
ix. Evidence of physical address.
 
Bidders must provide the following statutory documents
  • Company Registration certificate/certificate of incorporation
  • VAT Certificate
  • PIN Certificate
  • Valid Tax Compliance Certificate
8.0 Duration
 
The exercise is expected to take three (3) months from the date of engagement.
 
9.0 Submission
 
Completed Expression of Interest documents must be submitted in plain sealed envelopes and marked ”ORIGINAL” and “COPY” and indicated CONSULTANCY ON CAPACITY ASSESSMENT AND RATIONALIZATION OF THE PUBLIC SERVICE AT THE NATIONAL AND COUNTY GOVERNMENTS; MDP/DPSM/ADMIN/10/2013 -2014 addressed to:
 
Principal Administrative Secretary
Directorate of Public Service Management
Ministry of Devolution and Planning
P.O. Box 30050 – 00100, Nairobi
 
Or 
Be deposited in the Tender Box situated in Harambee House, 8th Floor.
 
The Expressions of Interest must be submitted by 10.00 a.m. on Thursday, 6th February, 2014 and
bidders or their representatives may attend the opening of the Expressions of Interest to be held at the Boardroom located on 5th Floor, Harambee House.

Firms will be selected in accordance with the Public Procurement and Disposal Act, 2005 and be issued with a Request for Proposal (RFP) document with clear Terms of Reference.

The Ministry reserves the right to accept or reject any or all applications without obligation to assign any reason for the decision.

Principal Administrative Secretary
Directorate of Public Service Management


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