Technical Specifications SCOPE OF WORK:

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1 REQUEST FOR PROPOSAL OF SERVICES (RFPS): DELIVERY OF ON-DEMAND PLATFORM TO CONDUCT ONLINE JOB SIMULATION ASSESSMENTS AS PART OF UNICEF S TALENT MANAGEMENT FRAMEWORK Technical Specifications SCOPE OF WORK: I. Introduction and Background The United Nations Children s Fund (UNICEF) with Headquarters in New York and an annual budget of approximately $4 billion USD is the UN agency that works in over 160 countries, to ensure the survival, protection and development of children. As part of a global strategy to identify and develop talent to meet the organization s current and future needs, UNICEF launched the New and Emerging Talent Initiative (NETI) to attract, select, develop and retain talent from entry to mid-career level to grow within UNICEF, and over time enhance and develop further their functional and managerial expertise. NETI is a two-year programme per cohort comprising of an intensive induction in UNICEF New York Headquarters, followed by a work assignment in a UNICEF office globally for the remaining period. One cohort is launched each year and the NETI Section conducts a rigorous and competitive selection process to identify high potential candidates, which includes (1) a technical test to assess knowledge in specific areas of expertise, (2) a battery of online psychometric assessments, (3) a competency-based interview, and (4) a final review by UNICEF s internal Central Review Body. The online job simulation assessment tool would be used in place of the online psychometric assessments (2). Throughout the NETI assignment, selected participants will benefit from dedicated learning and development activities such as coaching, mentoring, and continuous assessments. Towards the end of their NETI assignment, each NETI participant will undergo a corporate review by a UNICEF Senior Corporate Panel for decision on successful graduation based on merit and performance. In addition, UNICEF hosts approximately 100 Junior Professional Officers (JPO) per year. JPOs are sponsored by national governments for the duration of usually two to four years. JPOs join UNICEF at entry-level positions, but are expected to grow within the Organization and to take up managerial roles in the future. Potential JPO candidates undergo a competitive selection process conducted by their respective governments and in collaboration with UNICEF. The online job simulation tool could be incorporated into the selection process, but would mainly be used for development purposes. UNICEF DHR expects to maintain the highest standards of professionalism and objectivity in conducting the assessment. It is anticipated that in order to ensure quality of selection, the assessment tool needs to be designed and implemented by an external third party. II. Objective The New Talent Unit continuously seeks innovative and effective ways to recruit and develop new talent. The objective to be satisfied through this Request for Proposal of Services (RFPS) is the design and delivery of an online on-demand job simulation assessment tool which can be used for recruitment and incorporated as part of a development plan. With the evolving needs of the organisation in humanitarian action, it is essential that future NETI cohorts be geared towards serving in the humanitarian/emergency arena. Therefore, an additional component of assessing emergency readiness should be included. The assessment tool must be tested and proven its validity for being used as a selection and professional development tool. The results of each assessment should be presented in such a way that satisfies the following objectives: UNICEF Simulation RFPS 1

2 1. Provide situational judgment assessments measuring the individual adaptability in applied settings (job simulation): o Measure each participant s proficiency level of UNICEF s competencies, using the UNICEF Competency Framework (see attached); o Predict readiness for complex emergency assignments; o Measure the fit to UNICEF s work environment; o Test knowledge of inter-agency modus operandi in a humanitarian and development context; 2. Incorporate cognitive ability assessments (e.g. numerical, verbal, critical reasoning) and other asssessments, as appropriate; 3. Provide UNICEF with timely access to candidates evaluation reports/scores (e.g. total score, competency scores, key behavioural skills that can be used to identify strengths and development needs, and development suggestions); 4. Provide selected participants with recommendations for further development. UNICEF s Human Resources Division (DHR) estimates that the online job simulation assessment tool will be used for future NETI cohorts, i.e. approximately 20 posts per year. About 400 applicants per post are expected, with about candidates to go through online psychometric assessments as part of the selection process. In addition, this proposed online simulation assessment tool may also be used for further development of internal staff, such as the JPOs and others on an optional basis. Furthermore, the proposed online job simulation assessment tool may be used by UNICEF to support/complement the selection process for other initiatives such as generic vacancy announcements (GVAs). With the introduction of this new assessment tool, the approximate number of assessments to be conducted is at 170 NETI candidates, in addition to about 60 JPOs, while the number of assessments for other initiatives is not yet defined at this time. The number of tests is expected to increase over time if the assessment is found useful. III. Delivery A. Assessment system and/or tools proposal It is proposed that the online job simulation should consist of two parts: one part represents the UNICEF Country Office environment with the underlying assessment of the competency framework and its application in practice (see UNICEF Competency Framework attached, e.g. Working with People, Communication, Applying Technical Skills, Drive for Results etc.), and the second part tests the emergency readiness of the participant in terms of skills particular required in such settings (emotional intelligence, coping abilities, making decisions without much information, competing priorities, testing knowledge of inter-agency modus operandi in a development and humanitarian context etc.). About 70% of the simulation should assess UNICEF competencies while the latter part of the simulation that assess emergency readiness should be approximately 30%. Both parts should also test the ability to work in a multi-agency context. During the suggested 3-4 hour simulation, participants should be presented with a variety of realistic, challenging and highly engaging situations which should best replicate the UNICEF work environment. Participants should then be asked to make judgments about how they would address each situation. It is proposed that a wide variety of situations be presented to measure different skills and competencies vital to successful on-the-job performance. The scenarios should be realistic and engaging, for example, using UNICEF-related background information, pictures, videos, sound and reference documents. It is preferred, but not required, that avatar characters are used during the simulation in order for the situation to be easily manipulated. UNICEF Simulation RFPS 2

3 Simulation Proposal Timeframe: 3-4 hours 70% 30% Assess UNICEF Competencies (~2 hours) Assess competencies based on UNICEF s competency framework such as: Communication, Working with People, Drive for Results, etc. Assess Emergency Readiness (~1 hour) Assess skills such as: adapting & responding to change, coping with pressure, etc. B. Key principles of the online job simulation tool 1. The assessment tool should be customizable to measure each participant s proficiency level using the UNICEF Competency Framework (see attached separate document on UNICEF Competency Framework, e.g. Working with People, Drive for Results, Communication, Formulating Strategies and Concept, Relating and Networking) as well as Emotional Intelligence. 2. The assessment tool should incorporate cognitive ability assessments (e.g. numerical, verbal, critical reasoning) and other assessments, as appropriate. 3. The assessment tool should measure the knowledge of inter-agency modus operandi in a development and humanitarian context. 4. The assessment tool should predict readiness for complex emergency assignments as well as measure the fit to UNICEF s work environment. 5. The assessment tool should test and provide comprehensive and customized information/reports on the above mentioned areas of assessment within a limited amount of days (e.g. total score, competency scores, key behavioural skills that can be used to identify strengths and development needs, and development suggestions). Information about concrete actions for development to take place would be considered an asset. Ideally the results (reports) should reflect on specific strengths/development needs of candidates. 6. The assessment tool should provide enhanced personal feedback to candidates on an optional basis, particularly for internal candidates being considered in special recruitment and professional development initiatives. 7. The assessment tool should be used as on-demand online system, whereby it can be administered by UNICEF and results can be received instantly or within a limited amount of days. 8. The assessment tool must be provided in English with the possibility to translate to other UN languages at a later stage (Spanish, French, Arabic, Russia, Mandarin). 9. The assessment tool must be tested and proven its validity to use the assessment for selection and development purposes. UNICEF Simulation RFPS 3

4 10. Appeal of design/graphic of the online job simulation assessment tool, preferably using avatars. 11. The assessment tool should be developed in a collaborative process between the supplier and UNICEF/DHR. It should be customized and/or developed with the collaboration of UNICEF Division of Human Resources and other UNICEF Divisions and Offices globally (e.g. the Division of Emergency, Regional HR Chiefs, Programme Division). However, UNICEF will have sole ownership of assessment results and they may not be shared with any outside body other than UNICEF. Assessment results must be kept strictly confidential. C. Roles and Responsibilities The supplier s role hereunder shall include successful delivery of at least the following tasks: 1. Creation of an on-demand online job simulation assessment tool, to be used for selection and development purposes in collaboration with UNICEF, as outlined under the key principles. 2. Includes a variety of assessment tools which have been tested and proven its validity (as demonstrated in a validity study). 3. Provides result reports which can be used for selection of candidates and development of accepted candidates, and are preferably in line with UNICEF s competency framework. 4. Provides training and/or certification to dedicated UNICEF staff on the use of the online job simulation assessment tool-demand system and on interpretation of assessment results. 5. Provides support and follow-up as needed. 6. Implements and configures the online job simulation assessment tool by second Quarter 2014, to be functional from that date on. UNICEF/DHR s role in the above assessment initiative shall include the following tasks: 1. Provides information about UNICEF s Competency Framework, feedback on the assessment design and platform based on sample job profiles and other documents, as required. 2. Seeks expertise and feedback from colleagues in other UNICEF Divisions to ensure the design of platform is in line with UNICEF s mission and day-to-day practice. 3. Closely work with supplier and other UNICEF Divisions to create and customize the job simulation assessment tool and report, in accordance with UNICEF s requirements. IV. Estimated Target Audience and Timeframe Approximately NETI candidates yearly from entry level to mid-career level, placed on geographical locations globally. For the JPOs, at least 60 assessments are expected to be conducted for professional development purposes only. In addition, an undefined number of assessments may also be conducted to support/complement other recruitment and/or professional development initiatives. UNICEF Simulation RFPS 4

5 In this context, the timeframe for the assessment will initially be for 12 months, with a possibility of continued use of the assessment if found useful. UNICEF is requesting for all proposals and pricing quotes to be valid for 3 years. V. Basic requirements of Vendor/Supplier 1. The Vendor must have a sound experience in the establishment, application, review and facilitation of online assessments through simulation. 2. The Vendor must have proven international experience, preferably in public or non-profit sectors, assessing candidates from diverse backgrounds in a culturally neutral approach. 3. The Vendor must have a minimum of 7 years of experience in providing job simulations. 4. The Vendor must provide follow-up and support if needed. NOTE: UNICEF is committed to providing an inclusive working environment that offers all staff, including those with disabilities, full and equal access to employment opportunities. The Division of Human Resources (DHR) ensures that all candidates are given the opportunity to request reasonable arrangements to facilitate their interview and assessment. This should be considered in the development of the online job simulation assessment tool. UNICEF Simulation RFPS 5

6 ANNEX I Summary of Technical Proposal Please provide a detailed outline on the approach your organization would take to provide the services outlined in this Request for Proposal and describe to the extent possible the output of the services you propose to deliver in case of award of a contract. Evaluation Criteria (please refer to Annex III Table 1 for more information) To satisfy this Request for Proposal of Services (RFPS), tendering supplier/organisations should describe the following: 1. Approach: A section that adequately describes the methods, theories, practices, and pedagogies that guide the tendering organization s overall approach to projects of the type described in the attached Scope of Work. 2. Delivery: A section that adequately describes how the proposed job simulation assessment tool for conducting online job simulation will meet the specifications as provided in the attached Scope of Work. Vendor will provide a clear proposal of the simulation. 3. Credentials: Relevant information about the company profile including its experience, a list of public/international organizations where similar activities and delivery of similar projects have been conducted, and backgrounds of the people who will be directly involved in all facets of this undertaking. UNICEF Simulation RFPS 6

7 ANNEX II Summary of Financial Proposal Bidders are requested to provide a financial proposal covering all costs related to the technical proposal submitted, including the following cost indications: 1. Overall total cost for the works and services described in Annex I of this document. 2. Breakdown of work and services described in Annex I. To facilitate breakdown interpretation, please provide all possible costs, including but not limited to the two pricing options listed below: Option 1: Creation of the online job simulation assessment tool Ongoing administration and support Cost per simulation test Cost per test report Training/certification costs per person for UNICEF staff to use platform and interpret assessment results Costs related to the creation/customization of results/reports Option 2: Creation of the job simulation assessment tool and the resulting reports for the purpose of UNICEF owning the rights to the programme/tool Ongoing administration and support Training/certification costs per person for UNICEF staff to use platform and interpret assessment results 3. Any additional/optional work and/or service that you may want to include in your technical proposal needs to be calculated under a separate budget allocation called Additional/optional services/work Costs related to the customization of tests (if applicable) 3.2. Cost of additional and more comprehensive reports (if applicable) 3.3. Costs related to providing enhanced feedback to candidates 4. Amounts to be indicated in USD only. NOTE: All breakdowns of the total cost will be used to determine reasonableness and realism of the cost proposal and also to facilitate any changes which may be necessary. It is requested that the pricing proposal will be valid for 3 years in the form of a Long Term Agreement with UNICEF. UNICEF Simulation RFPS 7

8 ANNEX III PROPOSAL EVALUATION PROCESS AND METHOD 1. PROPOSAL EVALUATION PROCESS AND METHOD 1.1 UNICEF will set up an evaluation/selection team. Following the submission of the proposals by bidders, an evaluation will be conducted to assess the merits of each proposal. 1.2 Each response will first be evaluated by UNICEF with the technical evaluation criteria as outlined in the attached Scope of Work and RFPS, according to the relative scale that UNICEF ascribes to each criterion. 1.3 For the proposal to be considered as initially technically compliant, the bidder must fulfil the following minimum requirements; if the following are not met, the proposal will not be considered further: Minimum of 7 years of experience in the research, development, application, review and implementation of job simulations and psychometric assessment. Proven international experience assessing candidates from diverse backgrounds in a culturally neutral approach. Assessment must be provided in English with the possibility to translate to other UN languages at a later stage (Spanish, French, Arabic, Russia, Mandarin). Assessment/Result reports must be provided in at least the English language. Assessment tools are based on an on-demand online system, whereby dedicated UNICEF staff can administer the assessment. The proposal of the assessment tools must include a procedure for validity testing. 1.4 In addition, for the proposal to be considered further for technical compliance, the bidder must achieve a minimum score of 70 points out of a possible 100, as illustrated in Table 1 below. Proposals not meeting the minimum score will be considered technically non-compliant and will be given no further consideration. 1.5 Only at this stage will price be considered. The price/cost of each of the technically compliant proposals will be considered using the same methodology. The bidders should ensure that all pricing information is provided in accordance with the RFPS and that it will be valid for 3 years. 1.6 At this point, the most favourable proposals will be selected for short-listing. The bidders on the short list may be given the opportunity to give UNICEF presentation in order to be asked detailed questions for clarification of their proposals. 1.7 Finally, the overall score for each of the proposals is calculated based on a ratio of 70% - 30% between the technical and commercial proposal. 2. EVALUATION CRITERIA 2.1 Technical evaluation criteria - the technical proposal will be evaluated for technical compliance based on the table below. UNICEF Simulation RFPS 8

9 TABLE 1 Evaluation Criteria Max. Points Category for Full Compliance 1. Approach 15 Understanding of, and responsiveness to, UNICEF s requirements and Scope of Work. 5 Completeness of response to proposed design/ delivery, meeting each objective and key principles. 6 In-depth knowledge of current trends and use of best practice strategies and/or relevant pedagogies in online job simulation assessment tools, as well as general 4 psychometric and competency-based assessment. 2. Delivery Key Principles 70 The assessment tool includes assessment of participants proficiency of UNICEF s competencies (e.g. Working with People, Drive for Results, Communication, Formulating Strategies and Concept, Relating and Networking), as well as Emotional Intelligence. The assessment tool incorporates cognitive ability assessments (e.g. numerical, verbal, critical reasoning) and other assessments as appropriate. The assessment tool should measure the knowledge of inter-agency modus operandi in a development and humanitarian context. The assessment tool should predict readiness for complex emergency assignments as well as measure the fit to UNICEF s work environment. Ability to deliver comprehensive and customized reports, which integrate results of various assessments within a limited amount of days. Reflections on specific strengths/development needs of participant as well as information about concrete actions for development are considered an asset. Ability to provide enhanced candidate feedback on an optional basis is also considered an asset. Assessment should be used as on-demand online system, whereby it can be administered by UNICEF. Demonstrated reliable and stable IT platform. Operational in areas of limited internet connectivity. Ability to develop and deliver the on-demand assessment tool within the deadline established and in collaboration with UNICEF, supported by a project plan outlining milestones as well as roles and responsibilities. Detailed proposal of scoring system for assessment results/reports. 4 Provision of training/certification to dedicated UNICEF users on the use of the ondemand system and interpretation of assessment results 2 Provides full service implementation of on-demand platform and follow-up/support as needed 4 Assessment provided in English with the possibility to translate to other UN languages at a later stage. 3 Assessment tool must be tested and proven its validity to use as the assessment for selection and development purposes. 7 Appeal of design/graphic of the online job simulation tool, preferably using avatars Credentials 15 Minimum of 7 years of experience in the research, application, review and implementation of job simulation assessment, preferably in the public or non-profit sectors, with international and multilateral institutions, assessing candidates from diverse backgrounds in a culturally neutral approach. Proven previous international experience 4 Audited financial statement for last financial year 3 Total Points Possible 100 UNICEF Simulation RFPS

10 2.1 The minimum score required for technical compliance is 70 (seventy) points. The maximum technical score possible is 100 points. 3. PROPOSED METHOD OF COMMERCIAL (FINANCIAL) EVALUATION 3.1 FINANCIAL EVALUATION CRITERIA The total amount of points allocated for the financial component is 100. The maximum number of points will be allotted to the lowest priced proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g.: Financial Score (%) for Proposal A'" = {Maximum Score Financial Proposal (i.e. 30 points out of 100) x Lowest Priced Proposal} / Proposal "A's price A sample is shown below in Table 2 with fictitious consultant names & scores for technical and financial proposals. This is for illustration purpose only. TABLE 2 Sample Evaluation Matrix PROPOSAL TYPE TECHNICAL FINANCIAL Total Combined Score WEIGHT (%) 70% 30% Total OFFEROR'S NAME Technical Score for each proposal out of 100 points % Price % Total Financial Score for each proposal out of maximum 100 points 100% Consultant A % 156, % % Consultant B % 121, % % Consultant C % 88, % % 4.2 The price/cost of each of the technically compliant proposals shall be considered only upon evaluation of the above technical criteria. The bidders should ensure that all pricing information is provided in accordance with the instructions provided in this RFP. End UNICEF Simulation RFPS 10