REQUEST FOR PROPOSAL

DSWD RFP NO. 21-GOP-SVP-CF-006

HIRING OF CONSULTING FIRM FOR THE CONDUCT

OF THE DSWD KNOWLEDGE AUDIT

(PR No. 01-20001-PR-2021-01-00127)

1. The Government of the Philippines (GOP), through the Department of Social Welfare and Development (DSWD) – Social Welfare Institutional Development Bureau (SWIDB) CY 2021 Funds, intends to apply the sum of Eight Hundred Thousand Pesos (PhP800,000.00) being the Approved Budget for the Contract (ABC) as payment for the “Hiring of Consulting Firm for the Conduct of the DSWD Knowledge Audit” (DSWD RFP No. 21-GOP-SVP-CF-006).

2. The purpose of hiring a consulting firm is to conduct a knowledge audit for the Department and deliver significant outputs that will improve the quality of assistance provided to enhance the capability and capacity of the stakeholders, through the following:

• To establish a line developing the capacity building activities that DSWD will need to effectively provide technical assistance to LSWDOs

• To determine the current organizational assets

• To identify the Department’s knowledge needs

• To determine how the knowledge is identified, created, stored, shared, and utilized

• To identify the obstacles in knowledge flow

• To identify knowledge gaps

3. Scope of work are as follows:

The Consulting Firm will be required to do the following tasks:

a. Submit an Inception Report;

 The Inception Report should cover the detailed work plan and timeline of the consultant for the duration of the contract, and agreements as approved by SWIDB.

b. Collect Data;

 Materials used to collect data must be submitted to SWIDB. These may include, but are not limited to the design, survey questionnaires, interview questions, etc.

 Collected data must be processed, cleaned, and coded, when applicable. Raw and processed data will be submitted to SWIDB.

c. Analyze and Interpret Data;

 Identified knowledge assets, gaps, and needs are presented in reports that may influence the Department’s KM strategy and action plan. These reports include the following:

Report Expected Content

Knowledge Inventory The Knowledge Inventory should showcase the knowledge assets and needs of the Department.

Specifically, it should include the following:

- Tacit and explicit knowledge of individuals, groups, or of the DSWD

- Organizational culture practices concerning leadership, collaboration, team work, and the performance management and rewards system

- Staff relationship with management, peers, and subordinates

- Knowledge required by individuals, groups, or of the DSWD for better performance

- Skills and competency enhancement needs

- Opportunities for staff learning and development

- Numbers, types, and categories of documents, datas, libraries, intranets, hypers, and subions to external knowledge resources

- Knowledge locations in the organization and in its systems

- Gaps and unnecessary duplication of knowledge assets are determined.

- The DSWD and the access of knowledge within and without

- The purpose, relevance, and quality of knowledge and use of knowledge

- Staff directories consolidating their academic and professional qualifications, skills and core competency levels and experience, staff learning and development opportunities, and leadership potential

Knowledge Maps The knowledge maps must be able to visually relay the sources, flows, constraints, and losses or stopping points of knowledge in DSWD through the examination of its people, business processes, and technology.

Specifically, it should show the following:

- How knowledge moves from where it is to where it is needed in an organization, revealing good and bad practices

- Knowledge creation avenues that are useful but not much disseminated

- How employees find the knowledge they must have, and how they share what knowledge they have

- Gaps and bottlenecks in knowledge flow in the Department

- The hidden costs of unnecessary time spent by staff seeking out the knowledge they need

- How people go about their daily business and the extent to which identification, creation, storage, sharing, and use of knowledge forms part of the business processes in the DSWD

- Policies and practices concerning knowledge flows, for instance, on data and information handling, management of records, or web publishing

- Information and communications technology infrastructure, such as portals, content management, accessibility and ease of use, and current levels of usage

- Creators, critics, collectors, connectors, and users of knowledge

- Perspectives on knowledge from bottom-up to top-down, and focus knowledge management initiatives on the highest potential opportunities

Office by Office Reports The Office by Office reports are localized knowledge inventories and knowledge maps of each context particular to the Offices, Bureaus, Services, and Units in the DSWD Central Office and the Field Offices.

d. Revise and finalize all deliverables d on inputs from SWIDB;

e. Administer consultation and coordination meetings as needed;

f. Complete tasks as may be reasonably requested by SWIDB.

4. In consideration with the consulting services required, payment of the Consulting Firm shall be made in accordance to the following schedule:

Tranche

Outputs/Deliverables

Timelines Percentage

of the Total Contract Price (TCP)

1st Complete Inception report, annexing the required and specified assessments Within one (1) week from the receipt of Notice to Proceed 10%

2nd Design and tools used for data collection Within two (2) weeks from the receipt of approved inception report 15%

3rd Raw and Processed data Within six (6) weeks from the receipt of approved design and tools to be used 15%

4th Knowledge Inventory, Knowledge Maps, and Office by Office reports Within six (6) weeks from the receipt of approved raw and processed data 60%

Total 100%

The Department shall pay to the Consulting Firm the Total Contract Price (TCP) inclusive of all applicable taxes and all operating costs relevant to the delivery of outputs except for related meetings/activities convened by SWIDB.

5. This project shall be procured using Section 53.9 (Negotiated Procurement-Small Value Procurement) of the 2016 Revised Implementing Rules and Regulations of Republic Act No. 9184 or the Government Procurement Reform Act and pursuant to the following criteria and qualification:

Criteria

Points

1. Have at least three (3) years of progressive experience and proven track record in research design and implementation (e.g. knowledge audit, KM assessment, program evaluation, academic research, social research, market research)

• 7 years or more of experience = 35%

• 5 years of experience = 33%

• 3 years of experience = 30% 35%

2. Be able to provide full staffing

• With 5 or more staff in a team = 25%

• With 3-4 staff in a team = 23%

3. With attached project portfolio of Knowledge Management projects with government and private organizations

• 10 or more outputs presented = 40%

• 6-9 outputs presented = 35%

• 5 outputs presented = 30% 40%

Total 100%

Passing Rate: 80%

6. The DSWD now invites interested consulting firms to submit the following:

i) Company Profile together with their SEC Registration Certificate, Mayors/ Business Permit;

ii) Comprehensive Curriculum Vitae (CVs) of Team Members;

iii) Proof of PhilGEPS Registration/ PhilGEPS Registration Number;

iv) Income and Business Tax Return;

v) Financial Proposal Form (Annex A);

vi) Filled-up Omnibus Sworn Statement (Annex B);

vii) Technical Proposal (proposed methodology and approach); and

viii) Project portfolio of Knowledge Management projects with government and private organizations.

The required documents shall be submitted at the address below or through email at quotations@dswd.gov.ph not later than 05:00 p.m. of 22 April 2021.

7. The contract duration is Four (4) Months from receipt of Notice to Proceed (NTP).

8. Please refer to the attached Terms of Reference (TOR) for the details. Prospective Bidders may obtain further information from the DSWD Bids and Awards Committee (BAC) Secretariat and/or may email their queries or clarifications to quotations@dswd.gov.ph not later 5:00 p.m. of 22 April 2021.

9. The Consulting Firm shall be required to issue Official Receipt (OR) as acceptable evidence of receipt of payment for disbursements.