Letter of Invitation

Letter of Invitation:

Subject: Third Party Validation of Recruitment and Selection Process in Selected Ministries and Departments, Government of Pakistan

Dear Sir/Madam:

The Prime Minister’s Office, Government of Pakistan, Islamabad is seeking Proposals from qualified and experienced consultants to carry out audit of the recruitment process that has been followed in pre-selected ministries and departments as given in the ToRs.

Government of Pakistan follows a clearly laid out recruitment policy for federal government that claims strict adherence to merit in the process of filling all vacancies at ministries, divisions, attached departments, subordinate offices, autonomous and semi-autonomous bodies, corporations, companies and authorities.

Complete Request for Proposal (RFP) Package including Terms of Reference (ToRs) for hiring of consultancy services, evaluation criteria and draft contract can be downloaded from and is also available on PPRA website The selection process will be strictly in accordance with PPRA rules SRO 1077(I)/2010 dated 26th November 2010 available at www.ppra.org.pk/doc/srvreg.pdf

Interested firms (national/international) are requested to send their proposals to theundersigned in two separate sealed envelops clearly mentioned as “TECHNICALPROPOSAL” and “FINANCIAL PROPOSAL” both enclosed on one envelope marked as “The Proposal”. The proposal must reach the office on the address given below within 15 days (Max by 1300 hrs on the last day) from the date of publication of the advertisement in a newspaper or on the website, whichever is later. The bids “Technical Only” will be opened at 1400 hours on the same day in the presence of bidders or their representatives. “Financial Bids” will only be opened for those firms who will technically qualify for the assignment. All others will be returns unopened.

A firm will be selected under Quality and Cost based selection method, proceduresdescribed in this RFP and in accordance with the Public Procurement Rules.

Joint Secretary (PMDU)

Room 431 – C, Prime Minister’s Office

Constitution Avenue

Islamabad.

Terms of Reference

Third Party Validation of Recruitment and Selection Process in Selected Ministries and Departments, Government of Pakistan

Government of Pakistan

Prime Minister’s Office

Constitution Avenue, Islamabad.

Table of Contents

Introduction and Background:

Objectives of the Assignment:

Sub-Objectives:

Scope of Work

Methodology

Time Duration and Deliverables

Inception Report

Draft report

Final Report

Duration of Assignment

Institutional Arrangements

Experience and Expertise Required

Selection Process

Bid Security/Performance Guarantee

Annexure A

List of Ministries and Departments with Number of Recruitments

Annexure B

Standard Forms for Technical Proposal Submission

Annexure C

Forms for Financial Proposal Submission

Introduction and Background:

The Prime Minister’s Office, Government of Pakistan, Islamabad is inviting Proposals from qualified and experienced consultants to carry out an audit of the recruitment process that has been followed in pre-selected ministries and departments as given in the ToRs.

The Honorable Prime Minister through its office is now pleased to seek proposals from consulting firms and organizations to undertake a critical and meticulous audit of the selection process that has been carried out by ministries and their departments and advise if the spirit of merit and transparency had been strictly adhered to.

Objectives of the Assignment:

The major objective of this assignment is to independently review and validate the process of recruitment and selection of employees in all categories hired by the Government of Pakistan at selected (Annexure A) ministries, divisions, attached departments, subordinate offices, autonomous and semi-autonomous bodies, corporations, companies and authorities.

Sub-Objectives:

The sub-objectives would include the following.

To establish whether the employer (ministry or department) was actually in need of the employee (s) (Job Design)
To establish if all processes of recruitment were followed in accordance with GoP Regulations and PPRA Rules
To ascertain if shortlisting was carried out in accordance with the qualification criteria
To evaluate that the tests (if any) carried out for shortlisting were relevant and robust.
To determine if any of those NOT shortlisted were of comparable qualification and expertise to those shortlisted and interviewed.
To verify if timelines of the process were adhered to
To corroborate if the interviews were carried out by a qualified interview committee and that the committee established and followed a judicious, transparent and structured process
To assess whether Quota requirements (if any) have been adhered to

Any other objective which the committee to oversee this project may deem necessary.

Scope of Work

The following points cover overall scope of work during the assignment.

Inception meeting with the PMO and PMDU to agree on the overall objectives and scope of work and clarification on the coordination and logistic arrangements etc.
Attending meetings with PMO and PMDU as and when required to present findings of the draft report and submission of the revised report.
Review of documents provided by relevant ministries/departments including but not limited to: Requisitions to and approval of positions from the Establishment Division, Advertisements, Shortlisting Criteria, Tests, Constitution of Interview Committee, Results, CV’s of qualified but not shortlisted candidates and CV’s of selected candidates.
Develop data/information collection tools keeping in mind all relevant stakeholders.
Submission of work plan highlighting visit schedules to ministries and departments for better coordination and facilitation.
Conduct physical visits to selected ministries and departments where employees have been hired.
Provide any other evidence such as snaps, tabular information, notifications, and official documents collected in relation to the audit as a means of verification.
Summarize all findings, recommendations and way forward and conclusion etc. in the form of a report as per reporting format agreed with PMO/PMDU.
Submission of soft and 5 hard copies of final report.

Methodology

The consultant will be required to develop robust methodology covering qualitative and quantitative methods pre agreed with the team (in the inception report).

Time Duration and Deliverables

The following deliverables will be expected:

Inception Report

The report should describe all activities to be carried out during the course of audit and highlight work plan with timelines to be followed including stating the methodology to be used in the collection of data. It should outline the tools and methodology for conducting the evaluation. This may include, but not limited to, information for developing questionnaires, structured formats, etc. to collect necessary information etc.

The report should be submitted within 1 week of contract signing.

Draft report

This report should contain necessarily the contents including executive summary, background, evaluation methodology, findings, recommendations and conclusion backed by empirical evidence essentially required. PMO/PMDU will provide further guidance on the format of the report. On this report, PMO/PMDU will provide feedback and the consultant will incorporate it accordingly before finalization of the Report.

The report should be submitted within 10 weeks of contract signing.

Final Report

This is the final submission which should ensure compliance on the comments of PMO/PMDU.

The report should be submitted within 1 week after final comments have been provided to the consultant.

Duration of Assignment

The assignment is expected to be complete in 12 weeks. However, the client is flexible on time frame.

Institutional Arrangements

The consulting firm will work under the direct supervision of the PMO/PMDU and will report to Awais e Siraj, Team Leader, Prime Minister’s Delivery Unit. The consulting firm will be responsible for all the arrangements regarding visit to ministries and departments. However, PMO/PMDU will facilitate contacts with ministries and departments by getting a focal person appointed in each ministry/department and a direct facilitation as well where required.

Experience and Expertise Required

The consulting firm should have at least 10 years of experience in conducting such audits with a team of senior and support consultants duly qualified and experience to carry out such work. Firms with demonstrated capacity and experience to Audit large size public sector organizations will be at an advantage.

Selection Process

The consulting firm will be selected by the selection committee comprising of at least three relevant competent person in accordance with the PPRA Rules and the criteria as given in the “Evaluation Criteria” document.

Bid Security/Performance Guarantee

All bidders are required to submit a bid security/performance guarantee equivalent 2% of the total bid submitted by them. The PO/DD may please be made in favor or DDO Prime Minister’s Office.

Annexure A

List of Ministries and Departments with Number of Recruitments

The number of employees hired against each position will vary. The firm will only audit the position.

Annexure B

Standard Forms for Technical Proposal Submission

FORM 1 TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To:JS PMDU

Prime Minister’s Office, Islamabad.

Dear Sir,

We, the undersigned, offer to provide the consulting services for [Insert title ofassignment] in accordance with your Request for Proposal dated [Insert Date] and ourProposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.

We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.

Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.

We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in the contract.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

FORM 2 CONSULTANT’S ORGANIZATION AND EXPERIENCE

2 A - Consultant’s Organization

[Provide here a brief (two pages) description of the background and organization of yourfirm/entity and each associate for this assignment.]

2 B - Consultant’s Experience

[Using the format below, provide information on each assignment for which your firm, andeach associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment.]

Assignment name: / Approx. value of the contract (in Pak Rs, US$ or Euro):
Country: / Duration of assignment (months):
Location within country:
Name of Client: / Total number of staff-months of the assignment:
Address: / Approx. value of the services provided by your firm under the contract (in current US$ or Euro):
Start date (month/year):
Completion date (month/year): / Number of professional staff-months provided by associated Consultants:
Name of associated Consultants, if any: / Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/ Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:

Firm’s Name:

FORM 3 COMMENTS AND SUGGESTIONS ON THE

TERMS OFREFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED

BY THE CLIENT

3 A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference youare proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.]

3 B - On Counterpart Staff and Facilities

[Comment here on counterpart staff and facilities to be provided by the Client including: administrative support, office space, local transportation, equipment, data, etc.]

FORM4

DESCRIPTION OF APPROACH, METHODOLOGY AND WORK

PLAN FOR PERFORMING THE ASSIGNMENT

a)Technical Approach and Methodology,

b)Work Plan, and

c)Organization and Staffing,

a)Technical Approach and Methodology. In this section you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

b)Work Plan. In this section you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here.

c)Organization and Staffing. In this section you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]

FORM5 TEAM COMPOSITION AND TASK ASSIGNMENTS

Professional Staff

Name of Staff / Firm / Area of Expertise / Position Assigned / Task Assigned

FORM 6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Proposed Position [only one candidate shall be nominated for each position]:

Name of Firm [Insert name of firm proposing the staff]:

Name of Staff [Insert full name]:

4. Date of Birth:Nationality:

5.Education [Indicate college/university and other specialized education of staff member, giving names ofinstitutions, degrees obtained, and dates of obtainment]:

Membership of Professional Associations:

Other Training [Indicate significant training since degrees under 5 - Education were obtained]:

Countries of Work Experience:[List countries where staff has worked in the last ten years]:

Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and

writing]:

10. Employment Record [Starting with present position, list in reverse order every employment held bystaff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]:To [Year]:

Employer:

Positions held:

11. Detailed Tasks Assigned / 12. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned
[List all tasks to be performed / [Among the assignments in which the staff has been involved,
under this assignment] / indicate the following information for those assignments that best
illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff]Day/Month/Year

Full name of authorized representative:

FORM 7 WORK SCHEDULE

N° / Activity / Weeks
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12
1
2
3
4
5
n

1Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase.

2Duration of activities shall be indicated in the form of a bar chart.

Page 35 of 79

Annexure C

Forms for Financial Proposal Submission

Financial Proposal - Standard Forms

[Comments in brackets[ ]provide guidance to the short listed Consultants for thepreparation of their Financial Proposals; they should not appear on the Financial Proposals to be submitted.]

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal.

FORM 1 FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: JS PMDU

Prime Minister’s Office

Islamabad, Pakistan.

Dear Sir,

We, the undersigned, offer to provide the consulting services for [Insert title ofassignment] in accordance with your Request for Proposal dated [Insert Date] and ourTechnical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) inwords and figures1]. This amount is inclusive of all the local taxes.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below2:

Name and Address / Amount and / Purpose of Commission
of Agents / Currency / or Gratuity

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]: