BHUTAN TELECOM LTD. Registered Office: Drophen Lam 2/28, Post Box 134, Thimphu 11001, Bhutan. Tel: (975) Fax: (975)

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1 1. GENERAL INFORMATION 1.1 Introduction BHUTAN TELECOM LTD. Request for Proposals (RFP) for TNA Project Bhutan Telecom Limited ( Bhutan Telecom or BT ), a wholly owned company by Druk Holding and Investments is a Telecommunication service provider in Bhutan. It is the major telecommunications service provider in Bhutan that provides all three lines of services Fixed, Internet, and Mobile. It started its operations since 1963 as the Department of Telecom with only fixed line services. In June 1999, BT started Internet services, and in November 2003, BT launched mobile services. The government deregulated telecom industry in 2006 when the license for 2 nd mobile operator was issued through open bidding. It is likely that another mobile license will be issued in 2013 despite having very limited market size of 700,000 people only. Hence, the sustainability of BT requires a dynamic employee with proper training plans in place. This request for proposal (RFP) outlines the scope of services requested for BT, as well as information that should be included in the proposal. BT is seeking the services of a consultant to perform TNA (Training Need Assessment) for each individual employee of the company to provide right training for right person and to develop every employee of the company. In order to perform this assessment, BT desires to outsource the project. BT has its operations spread all over the country in all 20 Dzongkhags employing 603 regular and 105 lower level contract people. In addition, it has 1 skilled and 2 executive contract employees, thereby making a total of 711 employees. Thus, a real need to assess the skills and knowledge of each individual employee and to provide the right training has become critical to increase productivity of the company. The targeted staff for this needs assessment will include approximately 603 BT staff i.e. excluding security guards and CPEs (Consolidated Pay Employees). The contract award will be based on the best overall proposals using the combination of technical information, cost and experience, analysis of listed evaluation criteria and the RFP responsiveness. Proposals must be submitted in two separate sealed envelopes within the proposal package, 1(Technical Proposal) and 2 (Cost Proposal) and the proposal must be clearly marked BT- Page 1

2 Training Need Assessment Proposals not received by designated date and time or not delivered to the designated address will not be considered for award. 1.2 Objectives of the study Following are the objectives of Training Need Assessment (TNA): 1. Study the general employee perceptions on training 2. Identify existing gaps in employee knowledge, work competencies, attitudes and skills required to perform given tasks 3. Review the relevancy of the technical and management trainings provided to staff 4. Identify the current and future training needs/requirement 5. Establish priorities of the assessed training needs and HRD Training Master Plan. 2. Scope of Work/Services 2.1 Summary BT is seeking the services of a consultant to perform an organization wide training needs assessment. The targeted staff for this needs assessment will include approximately 603 BT staff, excluding security guards and CPE. The consultant will evaluate BT s current performance vs. its desired or required performance. Recommendations, including needed training, will be made regarding how best to address the gaps between the current and desired performance. Specific training and the structure of an effective training function will be included as part of these recommendations. 2.2 Background Staff development has become an imperative organizational need. BT s Per. & Adm. division is strongly committed to creating a high performing organization. The BT Board and management are requiring HRD to become more efficient in developing a high quality workforce. New performance appraisal and employee development programs are being implemented which will need resources and support. Page 2

3 2.3 Expected Consultant s Responsibilities/Deliveries Prepare/revise a project plan: A work plan is expected as part of the initial RFP. The consultant who is selected will be expected to expand and provide details to the plan after discussions with BT staff and clarification of the specific steps associated with this project. Periodic plan updates may be necessary Evaluate BT s current Performance vs. its desired or required performance Review organizational direction, goals, strategic plans, governing agency and Board directives. Interview/Survey BT staff and assess key organizational metrics. Use additional methods necessary to obtain needed data Define the Performance gaps Gaps could be related to: i) Organizational units: e.g. Divisions, Regions, Sections etc.; ii) Groups of Employees: e.g. Supervisors, engineers, managers, executive, etc.; & iii) Nature of service/appointment: e.g. Regular, contract employees, and others Recommend how best to address the gaps i) Determine the critical behaviors needed to address the problems/issues; ii) Clarify why the critical behaviors are lacking; iii) Recommend how best to introduce the desired behaviors; &, iv) If training is the best solution, determine best training development approaches Recommend Courses and Structure i) Recommend needed training programs/courses and other HR events such as seminar, etc.; ii) Recommend most appropriate training methods for needed programs/courses; iii) Provide cost estimates for programs/courses recommended; Page 3

4 iv) Recommend priority of trainings, and some renowned training institutes, if feasible; &, v) Recommend trainings for employees on a long term contract, if required Prepare Final Report i) Summaries of the activities and recommendations outlined above should be included; ii) A brief analysis of employee perceptions on the trainings provided by BT; iii) Recommendations regarding how to address performance gaps should be clearly delineated and prioritized; iv) Benefits of implementing recommendations as well as consequences of not implementing recommendations should be outlined; v) Develop HRD Training Master Plan with proper training frameworks and staff Individual Development Plan; vi) Present recommendations to selected BT staff and the BT management; &, vii) Submit the final report to BT after incorporating recommendations/comments and feed backs from the staff and management. 3. TERMS & CONDITIONS 3.1 Bid Submission Sealed bids must be submitted to Accounts and Finance Division, Bhutan Telecom on or before 11am of 21 st August Tenders will be opened at 2:00 PM on the same day in the conference hall of Bhutan Telecom. 3.2 Bid Security All tenders should be accompanied by 2% EMD and shall be in the form of Cash Warrant/Demand Draft/an irrevocable Bank Guarantee, to be given by any branch of scheduled banks in Bhutan The Bid Security shall be in the name of Chief Executive Officer, Bhutan Telecom Ltd. Thimphu Bhutan. Bid Security must be issued by any scheduled Bank and acceptable to Bhutanese Bank and shall have to be valid for one year from the date of opening of the bid\ Page 4

5 3.3 Return of the Bid Security BHUTAN TELECOM LTD Bid Security of bidders whose bids have been declared Non- Responsive shall be returned after such declaration Bid Security of "Responsive" but unsuccessful bidders will be returned after receiving Performance Security from the "successful bidder" Bid Security of "successful bidder" will be returned after receiving Performance Security Forfeiture of Bid Security If a Bidder withdraws its bid during the period of bid validity his Bid Security shall be forfeited If the "Successful Bidder", to whom the Notification of Award for the Contract is presented, refuses or neglects or fails to furnish the required Performance Security, his Bid Security shall be forfeited Late Bids Any bid received by the Purchaser after the deadline for submission of bids prescribed by the Purchaser, shall be declared as late and shall be returned unopened to the Bidder Taxes and Duties The consultant shall be liable for payment of 2% of Purchase Order (PO) value as Tax Deducted at Source (TDS) to Revenue and Customs, Royal Government of Bhutan and shall be deducted at source by the Purchaser Performance Security Upon receipt of notification of award, the successful Bidder shall furnish a Performance Security to the purchaser within two weeks after issuance of purchase order (PO). Page 5

6 The amount of such Performance Security shall be not less than 10% (ten percent) of the total Evaluated Price of bidder s offer The Performance Security shall be denominated in the currencies of the contract and shall be in the form of Cash Warrant/Demand Draft/an irrevocable Bank Guarantee, to be given by any branch of scheduled banks in Bhutan The proceeds of this Performance Security shall be payable to the purchaser as compensation for any failure of the Bidder to complete his obligations stipulated in the contract The Performance Security shall be discharged with or without deductions (as applicable) to the Consultant upon his completion of performance obligations as described in the contract terms Terms of Payment Progressive Payment: Ten percent (10%) of the whole contract amount shall be paid to the consultant upon submission of their work plan Forty percent (40%) of the contract amount shall be paid after the presentation/ submission of the draft report Final Payment: The remaining fifty percent (50%) of the contract amount shall be paid upon submission of final report and acceptance by Bhutan Telecom Liquidated Damages If the Consultant fails to supply, install and commission the work within the stipulated time, Bhutan Telecom shall be entitled to recover 0.5% of the value of the delayed quantity of goods/materials/services for each week of the delay or part thereof for a period of 8 weeks. Thereafter, the rate of recovery shall be 0.7% of the value of delayed quantity of goods and services for each week of delay or part thereof until the goods and services are delivered satisfactorily. Page 6

7 3.11. Questions and/or clarifications BHUTAN TELECOM LTD. Proposer inquiries must be submitted via addressed to with the subject. In order to allow BT staff sufficient time to prepare responses, questions must be received no later than 5 th August 2013, by 11:00 am. Questions will be answered by written addendum to the RFP and upon issuance of such; addendum will become a part of the proposal documents and binding on all eligible proposers. For further information, prospective proposers may contact HRD at or (extn & 1102) Rejection of Proposals Proposals may be rejected if they show such items as alteration of form, conditional or incomplete proposals, and irregularities that makes proposal ambiguous or signature by other than authorized person Expected Project Delivery Timeline The selected firm/consultant to perform TNA project is expected to deliver its final formal report/document at the end of 3 rd month from the date of signing contract agreement for aforesaid project. 4. Minimum proposal requirement Interested proposers shall submit proposals and qualifications in a brief response to this formal RFP. Proposal shall include the following information, presented in a clear, comprehensive and concise manner. i) Cover letter ii) Submit a letter of introduction and an executive summary of the proposal signed by a person or persons authorized to obligate your firm. iii) Submit security deposit equivalent to 2 % of the bid price iv) Consultants plan for completing the required tasks. v) Consultant shall provide references, current or former clients/firms for whom your firm has performed similar services (should specify company name, contact person s name and address, phone number, address etc.) Page 7

8 vi) Consultant shall provide the total cost to complete the required tasks vii) Provide consultant name, address, telephone number, address and a brief description of the firms history and background of the firm and state how many years the firm has been in the business viii) Consultant shall provide resumes of each official who will be assigned and responsible for completing required tasks. ix) Consultant shall submit a summary of key project personnel and supporting staff including their responsibilities and prior experience relevant to BT s scope of services. x) Consultant shall submit a statement acknowledging all RFP addenda, if applicable a) Scope (including duration of the contract) b) Approach/methodology c) Work Schedule 5. Evaluation and Award BT will evaluate each proposal submitted, scoring using the following factors listed below 5.1 Evaluation criteria and Scoring processes Written proposals will be evaluated, scored and ranked to a competitive range. Proposals will be evaluated using the criteria listed below, shown with the maximum point value for each category. The maximum total available score for all categories will be 100 points. i) Cost Proposed costs, include all expenses required to complete required tasks. (50 Points) ii) Work plan Quality of work plan submitted as it relates to meeting the objectives outlined under special conditions above (data collection methods, project timeline and projected deadlines for report of findings and recommendations, etc.); flexibility of work plan to allow for adjustments to scope and timing as issues arise during study (20 points) Page 8

9 iii) Experience Proposer s experience with the projects of a similar nature (15 points) iv) Project staffing Credentials of staff to be assigned to the project, particularly as they relate to organizational training needs assessment. The academic qualification, experience, etc. of the proposed manpower(s) for the aforesaid project must be substantiated by submitting a copy relevant supporting document/certificates. (15 points) Point Assignment for Proposal Evaluation Criteria Evaluation Criteria: Max Score i. Cost 50 pts ii. Work plan 20 pts iii. Experience 15 pts iv. Project Staffing 15 pts Total Possible Points 100 s. 5.2 Evaluation Process 1. All proposals are evaluated and ranked based on the Evaluation Criteria and Scoring Process outlined above. 2. Using both technical and cost criteria, proposals are ranked accordingly to a competitive range. 3. BT may negotiate with all responsible proposers in the competitive range. 4. BT at its sole discretion will determine whether to hold discussions with the proposers who are in the competitive range or to award the contract without discussion based on the initial cost proposal. Page 9

10 5.3 Award BT reserves the right to award without negotiation. Therefore, proposers are encouraged to submit their best offer initially. BT will award to the proposer whose proposal is most advantageous to BT, with cost and other factors considered. After BT s approval of award unsuccessful proposers will be notified of such award in a timely manner. All proposals will be retained by BT. This RFP does not commit BT to award any form of contract, or pay costs incurred in proposal preparation or presentations. Page 10