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November 2021

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MAWLR

MAWLR Project Workplan

Tender Title: CONSULTANCY SERVICES FOR THE RE-ENGINEERING OF THE RESETTLEMENT PROCESS FOR THE MINISTRY OF AGRICULTURE, WATER AND LAND REFORM (MAWLR)

Procurement No:
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Client Details

Bid box location

2
Due
17 November 2021
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Issued on: November 2021
MAWLR 2
Requirements
Description
Bid Self-Score
Start date
End date
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Compliance Requirements
Bidder Eligibility (Certified By Police if copies)
Certified Copy of Company Registration Certificate
Original Valid Good Standing Tax Certificate
Original Valid Good Standing Social Security Certificate
Copy Affirmative Action Compliance Certificate (Equity Employment Commissioner)
Bid Securing Declaration (Signed and Stamped)
Written Undertaking in terms of section 138 (Signed and Stamped)
Company Profile
Power of Attorney

Submission Requirements
Consultant must submit the original and 2 copies of the Technical Proposal, and the original of the Financial Proposal
No Electronic email
Submission deadline
Contract Duration
Proposal Validity: 60 Days
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Objective
To reengineer the resettlement processes and ensure reduce cycle of time in order to enhance service that respond to the citizens’ expectations in a manner to restore their trust in the system. Ultimate aim is to ensure process improvement and radical change in service delivery
§ To develop customer service orientated resettlement process aiming at eliminating customer complains.
§ Dramatically reduce the time it takes to complete tasks in support of resettlement process.
§ Reduction of complexity throughout the resettlement process.
§ To build in quality upfront and then throughout the resettlement process.
§ To develop innovative solutions that bring about major improvements in the resettlement process.
§ To improve the effectiveness and efficiency of the resettlement process.
§ Hands-on skills transfer to BPR Team spearheaded the re-engineering of the resettlement process in the Ministry.
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Project Duration
3 months
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Scope of Services
In the Business Process Reengineering (BPR) project, the most relevant processes and sub-processes in the resettlement process will be identified, mapped out, analyzed and re-designed in line with BPR framework of the Public Service.
The project aims to capture the current state (As-Is) of the resettlement process, to redesign a future state (To-Be) of the core processes and sub-processes, to develop strategic change management approach and validating findings and solutions with the process practitioners/owners through a constant feedback loop, to develop an action plan for future implementation of the reengineered processes.
The Consultants should maintain a constant communication with MAWLR Management and submit the required artefacts for approval. After reviewing the set of recommendations obtained from the Consultants, MAWLR Management will make further decisions regarding the implementation plan.
The reengineered processes should be reliable, lean and easy to understand, they should allow the MAWLR to render consistent services at MAWLR, and Regional Councils.
The reengineered processes should help the MAWLR measure success. A list of KPIs should be provided for each process including execution timelines thereof.
The reengineered processes should be aligned with the MAWLR rules, regulations and legal documents.
Each reengineered process should integrate a mechanism to control and detect abuse and misconduct and provide corrective actions for errors.
Each reengineered process should highlight the relationship with other processes and external entities (LAC, RRC, LRAC etc.).
The reengineered processes should not lean heavily on a specific employee and should avoid bottlenecks and dependency on an employee availability.
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Notification period to Bidders
30 days After closing date
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Deliverables
Review existing work processes and organization structure, i.e. conduct survey to identify real challenges in the process
Validate the As-Is process mapped, align where need be and make all necessary improvements;
Map the desired process (To-Be-Process) from farm offer until physical allocation of the beneficiary
Develop the implementation plan;
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Critical success factors
Draft project plan is solidified, project teams established and project plan prepared.
Current process diagnosis – an assessment of the "As-it -Is’’ process performance, business and customer context: Examining As-it -Is the Business Process, not only the business processes, but also the technology components.
Proposed new Business Model, developing To-Be Business Process and the process redesign.
New piloted Business Processes Implemented
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Methodology
Review of existing administrative processes, procedures, and systems (both horizontal and vertical administrative levels) for resettlement process;
Consultative meetings with the stakeholders;
Review of rules, regulations and procedures, legal documents and resettlement Programme related documentation. This should include the National Resettlement Policy and Draft Revised Resettlement Policy
Focus group discussions including with officials at all levels of MAWLR administration,
Verification and validation workshops; and Review of best practices;
Periodic Progress Reports presentations to MAWLR;
Reports presentations to MAWLR and regular feedback from stakeholders, on existing processes, reengineered processes, change management strategy, and implementation action plan.
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Experience of the Consultant
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Evaluation Criteria: Technical Proposal
Two (2) or more local references in implementing PMS 15
One or more local certified personal in a PMS framework (example Balanced Scorecard, etc.) 10
Documentation evidence showing that the PMS system link performance management with Strategic Plan 10
Documentation evidence showing that the PMS system allows for grouping the strategic objectives into themes 10
Documentation evidence showing that the PMS system allows for multiple KPIs per strategic objective/initiative 10
Documentation evidence showing that the PMS system allows for the setting of performance rating score10
Documentation evidence showing that the PMS system allow for quarterly or bi-annual review 10
Detailed project plan which indicates the phases of the consultancy project, timing, key deliverables, and milestones 10
Users and system support approaches 10
Overview of the stakeholders engagement strategy 5
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Supplementary information: Technical Proposal
A complete Curriculum Vitae (CV), certified qualifications and other documentation in support of the CV;
Proof of technical knowledge or qualifications or experience of staff that will carry out the work as specified in the deliverables; and
A profile of the company/consultancy firm/ consortium;
Proof of registration with Business & Intellectual Property Authority of Namibia (BIPA);
Affirmative Action Compliance Certificate or confirmation of Non-relevant Employer;
Good standing certificates (Ministry of Finance and Social Security Commission).
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Curricula vitae (CVs) of the experts designated for the project. The CVs are to be in tabular
form and should cover the following points in the given order:
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Team
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