Reference: ITT December Tender ITT : Staff and stakeholder engagement consultancy

Transcription

1 Reference: ITT December 2018 Tender ITT : Staff and stakeholder engagement consultancy The International Maritime Organization (IMO) is a specialized agency of the United Nations. It has responsibility for the regulation of international shipping, in particular for the safety of life at sea and the prevention of marine pollution. Further information regarding all aspects of the Organization can be found at You are invited to submit a consultancy proposal that will help build shared understanding and a sense of ownership among staff and stakeholders around key messages on IMO s identity, its future as a centre of excellence for Member States, a preferred partner for funders, and an employer of choice for employees. You will be expected to deploy a range of multimedia strategies to promote staff engagement, motivation and a sense of belonging to the IMO family, to create a strong brand to attract the best talent from industry and to enable the work of IMO to be known and appreciated across the world. Full terms of reference are given in the annex. Please note the following points: 1. Your offer should be valid for a minimum of 90 days from the closure date. 2. Your offer should include all costs including delivery to IMO Headquarters, London. 3. An itemized price breakdown must be presented as well as the total cost for your offer. In the case of an itemized tender, where the tender covers one or more items for which unit price and a total price are provided, the unit price will prevail in the event of discrepancies or errors in the calculations unless the tender expressly states otherwise. 4. Discounts and price concessions, where applicable, must be clearly indicated. Tenders are acceptable in any currency. No price negotiations are envisaged. 5. Goods and services procured by IMO are exempt from all taxes and customs duties at the port of entry. Any VAT charged must be stated separately in the tender as the Organization is entitled to a refund of the VAT. 6. Tenders must always be accompanied by technical descriptive literature on the products offered and samples of items where practicable. Samples must be free and will not be returned. 7. The Organization shall not be bound to accept all or part of the lowest or any tender submitted.

2 2 8. The Organization does not undertake to accept any expense incurred in the preparation of the tender. 9. Privileges and immunities: Nothing in or relating to this contract shall be deemed a waiver, expressed or implied, of any of the privileges and immunities of the International Maritime Organization, including its subsidiary organizations. 10. The IMO General Terms & Conditions will apply to this contract and can be found on the IMO website under Procurement. Your attention is drawn, in particular, to clauses 27 and 28 (Settlement of Disputes) and 29 (Privileges and Immunities). Please confirm that you have read and agree to the IMO General Terms and Conditions in your tender response. 11. Tenders received after the closing date, or not complying with any of the conditions for submission, are liable, subject to the discretion of the Organization, to be denied consideration. You are responsible for ensuring that your tender is received prior to the closing date shown below. 12. Any contact or discussions with IMO staff other than those nominated in order to gain advantage through solicitation will result in elimination from the tender. 13. This tender closes at h on Monday 14 January Your tender must be submitted via the IMO procurement portal ( Please read the tender documents as soon as possible, and register on the procurement portal if necessary, so that any queries can be answered in good time. Failure to follow tender procedure without good reason will result in disqualification from the tender process. 15. Only queries should be sent to procurement@imo.org, stating the tender reference ITT in the subject line. Questions and answers will be collated and sent in one document (anonymized) to all bidders. No questions will be accepted after the tender closing date.

3 ANNEX Terms of Reference for a Staff and Stakeholder Engagement Consultancy Functional Review Project Background As part of the Secretary-General s reform agenda, the International Maritime Organization (IMO) has recently launched an Organization-wide Functional Review Project. The Project will review existing functions and processes with an aim to improve wherever possible. Feedback received from the staff body during the launch of the project identified the need for greater organizational engagement of IMO staff members and for the promotion of IMO in the public domain. Based on the evolving discussions of the various working groups established within the Project, the consultancy is expected to help build a shared understanding and ownership among stakeholders around key messages on IMO s identity, its future as (1) centre of excellence for Member States, (2) preferred partner for funders, and (3) employer of choice for employees. The consultancy will deploy a range of multi-media strategies to promote staff engagement, motivation and sense of belonging to the IMO family, create a strong brand to attract the best talent from industry and enable the work of IMO to be known and appreciated across the world. To this end, the Secretariat of IMO is seeking a consultancy to design and implement products to meet these objectives and to do so under the guidance of the Functional Review Project. Objective The objective of the consultancy is to design and implement communications and public awareness strategies that will positively highlight IMO, its work environment as well as the project achievements overall, good practices and new ways of working. It will incorporate a strategy to educate users of IMO services and products through communication. Scope of work The consultant will be contracted to: 1. Design and implement a strategy to increase awareness of IMO and its work through the review of existing communications/public awareness tools and assessment of their effectiveness; 2. Conceptualize, develop, lay out, format and design all promotional materials and activities agreed as part of the awareness strategy to advertise IMO to target audiences and media (for example, logos, banners, billboards, posters, web campaign, photo/drawing essays, campaigns for broadcast, print and social media, scripting/shooting videos of IMO staff highlighting why they like working in IMO); 3. Conceptualize, plan, organize, coordinate and conduct activities to support an increased awareness of IMO to all relevant stakeholders. Capture success stories, good practices and/or lessons learned for dissemination through website, promotional materials and to media as necessary; 1

4 4. Document and report activities highlighting progress, achievements and success stories of the Functional Review Project and advice on engagement strategies related to the Review. Deliverables Inception Report outlining the work/activities to be undertaken, including implementation plan and timelines; Identification of a key target audience group/s and articulation of key personalized messages for each target group identified; Branding campaign plan; Support to implementation of plan; A comprehensive IMO awareness strategy to include greater internal and external awarenes; Design layout (for printing/production) of promotional materials such as logo, banner, billboard, campaign t-shirt, poster; Articles with relevant photos (publications for the articles will be agreed upon during the consultancy), per target groups; Progress Report describing accomplishment of the activities outlined in the agreed Public Awareness Strategy and approved Implementation Plan; Final Report on consultancy which should show the methodology used, activities undertaken, successes, challenges, results (planned and unplanned), lessons identified and recommendations on how to address those lessons. Benefits IMO better known amongst stakeholders and increased appreciation of IMO among staff members. Member States: Clear communication of IMO s work and work outcome to member states. Donors: Donors are confident and willing to provide funds to IMO knowing it is in custody of professionals who will do an excellent job. Staff: Increased ownership, engagement and overall organizational citizenship amongst IMO staff General public and wider UN network: Increased visibility of IMO, its impact and work environment as an employer of choice Payment schedule 20% on submission and acceptance of Inception Report, including awareness strategy with implementation plan and timelines. 50% on submission and acceptance of Progress Report describing accomplishment of fifty percent of the activities outlined in the agreed Public Awareness Strategy and approved Implementation Plan. Design layouts and other materials already completed must be attached as final products to this report. 30% on submission and acceptance of Final Report compiling activities achieved based on strategy and work plan, successes, challenges, results (planned and unplanned), lessons identified and recommendations on how to address those lessons and for further steps/actions 2

5 Requirements Qualifications and experience in the field of public relations, change management communication, brand promotion and staff and stakeholder engagement strategy development; A minimum of five years of professional experience in communications development, public relations, media, marketing or a related field; Capability and proven experience in developing and executing public awareness strategies; Capability and proven experience crafting messages in various formats (press releases, websites, success stories, blog entries, tweets, etc.) targeting a variety of audiences; Ability and proven experience in multi-tasking, initiative, solutions oriented approach and working effectively under pressure; Familiarity with branding compliance; Excellent written, oral and interpersonal skills. Prior experience and successful track record of delivery of similar assignment in other UN organizations. Proposal submissions are to include the following: Technical proposal not exceeding 5 pages in length with the proposed approach and activities to be taken for the implementation and management of the consultancy, including an operational work plan with timelines. Attach examples of previous branding projects along with metrics used to measure its effectiveness. Curriculum vitae of consultant and for each member of the team (if a team approach is utilized). Other supporting material deemed to be relevant to the proposal may be attached as an annex. Financial proposal (must be submitted separately from technical proposal): breakdown of costs with paid days for delivery. Any travel associated with the project to visit IMO HQ in London must be included in the submitted budget as line item Travel. No equipment or material will be purchased or provided by IMO to conduct the Scope of Work and its deliverables. Any travel, except as specifically authorized, equipment or materials needed to accomplish this TOR will be covered by the consultant. Any other expenses, unless explicitly articulated by IMO, will be at the expense of the consultant Duration and location The duration of the consultancy is a maximum of 24 months. Scope of work and approach will have to be calibrated to be equivalent to 4-5 work months for it to match the available resources. It can be conducted remotely with contact with the IMO team via electronic communication. However, face-to-face meetings will be required to discuss the requirements, implementation process and other pertinent details for the execution of the Scope of Work. Face-to-face meetings may also be necessary to present deliverables and to discuss the final report. Meetings via Skype or other online platforms for regular briefings may be conducted as necessary.. 3