CALL FOR PROPOSAL FOR STRATEGIC PLAN AND VISION 2050 FACILITATION – TENDER NO. PKH/26/2023
The Presbyterian Church of East Africa (PCEA) Kikuyu Hospital is one of the oldest hospitals in Kenya, having been founded in 1908 by Scottish Missionaries.
The Hospital has four units: General, Eye, Orthopedic & Rehabilitation, and Dental.
The hospital established the Eye Unit in 1975 and it serves patients from East and Central Africa and also trains medical personnel in eye care. This has inevitably made Kikuyu Hospital known well beyond the country’s borders. In 1993, an orthopedic unit was set up to specifically deal with orthopedic problems not related to trauma. This program has evolved into a comprehensive Rehabilitation Centre and new facilities for this work were built and dedicated in 1998.
In 2006 Dental unit was developed in partnership with the First Presbyterian Church, USA (Fargo, North Dakota) to meet the growing demand for quality dental treatment in a pleasant environment.
The average number of outpatients that visit our facility is 140,000 annually. The average number of admissions and surgeries done per year is 4,000 and 7,500 respectively. The bed capacity is 272. The Hospital has a fulltime workforce of 520, two thirds of whom are medics/nurses plus 30 consultants and one third support services. It is situated in Kikuyu, Kiambu county, about 20km from the City of Nairobi.
The hospital is a recipient of Golden Jubilee Award year 2013 awarded by His Excellency Uhuru Kenyatta, President and Commander – in – Chief of the Armed Forces of the Republic of Kenya.
Vision
The preferred Christian centre in provision of holistic health services in Africa
Mission
To express the love of Jesus Christ through provision of quality health services
SECTION A: OVERVIEW
PCEA Kikuyu Hospital invites sealed proposals from interested eligible firms to tender for Consultancy services to undertake the development of the Institution’s Five-year Strategic Plan for the period 2023 – 2028 and Vision 2050. Interested bidders are required to forward their particulars/contacts to the Chief Executive Officer, PCEA Kikuyu Hospital, through email address ceo@pceakikuyuhospital.org before the closing date for records and for the purposes of receiving clarifications and/or addendums, if any.
SECTION B: INFORMATION TO CONSULTANTS
- Introduction
PCEA Kikuyu Hospital will select a firm among those invited to submit proposals, in accordance with the method of selection detailed under this section. The consultants are invited to submit a Technical Proposal and a Financial Proposal for consulting services required for the assignment named. Please note that: (i) the costs of preparing the proposal and of negotiating the Contract, including any visit to the Client are not reimbursable as a direct cost of the assignment; and (ii) the Client is not bound to accept any of the proposals submitted.
- Preparation of Proposals
The Consultant’s proposal shall be written in English language.
- Technical Proposal
In preparing the Technical Proposal, a Consultant is expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal. The Technical Proposal shall provide the following information:
- Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by the Client.
- A description of the methodology and work plan for performing the assignment.
- The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing.
- CV of the consultant(s)
- Estimates of the total staff time input (professional and support staff) needed to carry out the assignment.
- A detailed description of the proposed methodology, staffing and monitoring of training. The Technical Proposal shall not include any financial information.
- Financial Proposal
The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies, and other charges imposed under the law on the consultants, the sub consultants and their personnel.
The Consultant shall express the price of their services in Kenya Shillings. The Financial Proposal must remain valid for 180 days after the submission date.
Submission of Proposals
The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated.
EVALUATION CRITERIA
(a) Mandatory Criteria
The mandatory criteria will be evaluated on a pass-fail basis.
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- Company profile
- Certificate of business incorporation
- A list of shareholders/partners and the directors with contact details
- Valid tax compliance certificate
- All printed pages of the tender document must be numbered and serialized by the tenderer to follow the format 0001…. to the last page of the document.
The tenderers who do not satisfy any of the above requirements shall be considered non responsive and will not be evaluated further.
(b)Technical Capacity Evaluation
The recommended qualifications of the Lead Consultant(s) are as follows: –
- At least a master’s degree in a relevant field in the area of planning, public policy,
development studies, Strategic management
- At least five years professional experience in strategic planning, management
research and policy development
- Demonstrated experience in working with stakeholders in not-for-profit sector, health sector and development programs especially in the area of capacity development
- Highly motivated and committed to the values of transparency and integrity
- Skills in facilitation of stakeholder engagements/workshops
- Evidence of having undertaken similar assignments.
(c) Financial Evaluation
Tenderers will be expected to quote in KES, inclusive of all taxes.
Work Description
Amount (Kshs)
Consultancy Fees for developing the Strategic plan 2023-2028 and vision 2050
Miscellaneous Expenses
Disbursements (if any)
Total
Duration of the Consultancy Work …………………………………………….
Tenderers are also expected to indicate their proposed payment schedule in the following format. The payment schedule will form part of the contract for the winning tenderer.
Proposed Payment Schedule
Work Description
Percentage (%)
Amount (Kshs)
Presentation of inception report for approval
Presentation of draft final Strategic Plan 2023-2028 to management.
Payment upon acceptance of the draft final Strategic Plan 2023-2028.
Submission, approval, and acceptance of the comprehensive Strategic Plan 2023-2028
Total
SECTION C: –
TERMS OF REFERENCE FOR DEVELOPING THE STRATEGIC PLAN FOR 2023-2028
1.0 OVERVIEW
The Presbyterian Church of East Africa (PCEA) Kikuyu Hospital is one of the oldest hospitals in Kenya, having been founded in 1908 by Scottish Missionaries.
The hospital has four units: General, Eye, Orthopedic & Rehabilitation, and Dental.
The average number of outpatients that visit our facility is 170,000 annually. The average number of admissions and surgeries done per year is 8,000 and 10,000 respectively. The hospital has a fulltime workforce of 503 two thirds of whom are medics/nurses with 30 consultants and one third support services. It is situated in Kikuyu, Kiambu county, about 20km from the City of Nairobi.
The hospital is a recipient of Golden Jubilee Award year 2013 awarded by His Excellency Uhuru Kenyatta, President and Commander – in – Chief of the Armed Forces of the Republic of Kenya.
PCEA Kikuyu Hospital is ISO 9001:2015 and 15189:2012 certified.
Vision
The preferred Christian centre in provision of holistic health services in Africa
Mission
To express the love of Jesus Christ through provision of quality health services
PKH is looking for a consultant who will work closely with the Hospital to facilitate the process of reviewing PKH’s current strategic framework and identifying new and ambitious goals and objectives for the period 2023-2028. This assignment will involve close engagement with the internal PKH Strategic Planning Team (comprising of the CEO, Human Resource Manager and a team of other selected staff) and entail a participatory process, including, but not limited to:
- A review of internal documents and benchmark with similar institutions/organizations
- Consultations with PKH senior management, staff and selected partners/ stakeholders] to review the current plan and set priorities for the next plan
- Facilitation of a strategic planning workshop for staff, Board members and selected stakeholders to further build on the Strategic Plan.
- Drawing up of a draft Strategic Plan for the next phase and incorporating input from PKH staff, Board and selected stakeholders and partners.
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- Objectives
The main objective of this consultancy is to develop a new strategic framework for PKH and vision 2050 that takes into account the current internal and external operating environment to enhance PKH’s effectiveness and sustainability in the area of Health Service Delivery in Kenya.
1.2Specific Objectives of the consultancy
To build on the achievements brought forward as part of the implementation of PKH’s 2018- 2023 Strategic Plan and cognizant of its ever-changing operating environment, the consultant will review and guide PKH in clearly defining: –
- PKH Vision, Mission, strategic areas and objectives; including priority focus areas for the strategic period
- PKH situational context, through a SWOT, PEST and other relevant analysis.
- Sustainability plan; including proposals for effective financial and Human resource strategies
- PKH stakeholder map and identify relevant strategies to engage them to advance the stated objectives, stakeholder and
- Monitoring and reporting framework to enable effective tracking of the strategic plan
- Costing of the plan.
2.0SCOPE AND METHODOLOGY
The scope and focus of the assignment is to provide technical, strategic, and facilitation support to enable the renewal of PKH’s strategic and vision 2050 framework. While the consultant is at liberty to propose his/her methodology that would adequately result in the expected deliverables outlined in this ToR, the following four steps are suggested as a basis for the Strategic Plan and vision 2050 development process.
Step One: Prepare
- Inception workshop with PKH secretariat to discuss scope, methodology and timeline;
- Inception report, outlining the key steps/methodology with specific deliverables and timeline; contextual analysis.
Step Two: Review, Assess and Analyse
- Participatory process of critical reflection, analysis and consultation (SWOT analysis);
- Review of relevant organizational documents (vision, mission statement, theory of change, Business Plan, etc.);
- Interviews with PKH Board and HAT – assessment report outlining critical issues, contextual analysis, gaps to be addressed and opportunities to grab.
Step Three: Define-Strategic Plan and Vision 2050
- Analyse feedback from the different sources (as outlined in step-2);
- Formulate strategic framework – guided by the following questions:
- Where does PKH want to be in 2028?
- What does PKH want to achieve during this timeline?
- How would PKH work to deliver its health service delivery goals?
- How will PKH get there?
- What might go wrong for PKH in the dynamic business environment?
- And how would PKH avoid this?
- How will PKH know when she gets there? (measure of success)
- How will PKH monitor lessons learnt and integrate that learning into successive plans and strategies?
Step Four: Agree: Finalizing, endorsing and disseminating the new Strategic Plan and Vision 2050 framework
- Draft the text around the key objectives
- Consult widely on draft new strategic framework
- PKH formally approves the final document
- Dissemination and implementation of the Strategic Plan and Vision 2050.
3.0EXPECTED DELIVERABLES
- An inception report detailing the methodology/ approaches and timelines associated with this consultancy assignment
- A needs assessment report highlighting the current status and gaps in PKH strategic direction, covering both internal and external factors relevant to the organizational operating environment.
- A four-day strategic planning workshop for the PKH Staff, Board and selected partners.
- A revised Strategic Plan and Vision 2050 incorporating all the feedback from the stakeholders
- A Consultancy report that includes the major activities of the consultancy, the highlights of the strategic planning workshop and an evaluation of the workshop
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- CONSULTANCY DURATION
The strategic planning exercise is expected to be fully completed by 15th June, 2023 and the whole process will last for three months.
5.0SUPERVISION OF THE WORK
This consultancy assignment will be supervised by PKH Chief Executive Officer (CEO), with the support of the PKH Strategic Planning team.
6.0CONFIDENTIALITY OF INFORMATION
All documents and data collected in the process of the consultancy will be treated as confidential and used solely to facilitate the consultancy assignment. All information to which the consultant shall gain access to shall at all times be treated as the property of PKH and shall not be disclosed save for where express permission has been granted as such.
The PCEA Kikuyu Hospital invites interested experienced consultants (individuals and firms) to tender for the facilitation of the development of the strategic plan 2023 -2028 and vision 2050. Tender documents with detailed specifications can be obtained from the Chief Executive Officer’s office during normal working hours upon payment of a non-refundable fee of KES 3,000.00, payable via Mpesa.
How to apply
Complete tender documents in DVD RW and well bound hard copies in sealed envelopes with the tender number clearly marked on the top should be addressed to:
The Chief Executive Officer
PCEA Kikuyu Hospital
P.O Box 45- 00902, Kikuyu
Or be deposited in the tender box at the Hospital Administration block not later than 22nd March, 2023 at 10:00am. Tender documents shall be opened immediately thereafter at the Hospital Boardroom. Bidders and their representatives are invited to attend the opening ceremony. The Hospital reserves the right to accept or reject any tender either in part or in whole and does not bind itself to accept the lowest or any tender, or give reasons, for the decision taken.
For more details and how to apply, please visit the Hospital website:
Website: www.pceakikuyuhospital.org
Those who had tendered earlier need not re-tender.
ISO 9001:2015 and 15189:2012 certified
