REQUEST FOR EXPRESSIONS OF INTEREST
(CONSULTING SERVICES – FIRMS SELECTION)
NIGERIA
RIVERS STATE EMPLOYMENT AND EXPENDITURE FOR RESULTS (SEEFOR) PROJECT
CREDIT NO.: 50220 DATE ISSUED: APRIL 28, 2020
ASSIGNMENT TITLE: CONSULTANCY SERVICES FOR THE ENGAGEMENT OF A CONSULTANT FOR TRAINING AND BUILDING OF CAPACITY IN RECORD KEEPING / DOCUMENT MANAGEMENT SYSTEM / INFORMATION MANAGEMENT & ARCHIVING SYSTEM FOR THE RIVERS STATE BUREAU ON PUBLIC PROCUREMENT AND SELECTED MDAS
REFERENCE NO. RV/SFR/CS/CQS/2020/03
The Federal Government of Nigeria has received credit from the International Development Association (IDA) and grants from the European Union (EU) towards the cost of implementing the State Employment and Expenditure for Results (SEEFOR) Project. Rivers State is a beneficiary of the financial facility and intends to use part of the fund for the engagement of a consultant to carry out training and building capacity in Record Keeping / Document Management System / Information Management & Archiving System for staff of the RSBoPP and relevant staff in thirty-seven (37) Pilot Procuring entities inclusive of fourteen (14) high spending MDAs in Rivers State.
OBJECTIVES
The cardinal objective for the deployment, training and building of capacity in record keeping, document / information management & archival system is the improvement of the overall functionality and integrity of the procurement system in Rivers State. By providing and deploying state of the art tools and facilities, the institutional capabilities needed to strengthen and drive the implementation of the public procurement regime of the state is enhanced for effectiveness.
For effective discharge of their responsibilities, staff of the RSBoPP and those of the procuring entities with procurement related functions would receive indispensable practical and business skills and knowledge needed for the successful implementation of the Rivers State Public Procurement Law. The effective administration of the provisions of the procurement law will bring about transparency, accountability, competition, economy, fitness for purpose and achieve value for money, a necessary requirement for good governance to the people of the state. Specifically, the training will achieve the following objectives:
i. Highlight the strategic importance of official documentations, documents security and integrity;
ii. Establish and maintain an effective document and record management and control system;
iii. To holistically adopt a standard approach for filling of documents subsequent referral, retrieval and archival;
iv. To advance a better way of managing legacy and other operational documents for safekeeping;
v. To adopt a unique document referencing that reflects where it originates within the Bureau; and
vi. Cataloging of files.
SCOPE OF ENGAGEMENT
The Consulting Services (“the Services”) is the following:
– Prepare presentations covering the various sub topics of the training;
– Produce the training manuals and other relevant effects;
– Design training methodologies that will maximize learning and exchange of experience;
– Work with the Rivers State Bureau on Public Procurement to ensure all preparatory materials and training proceedings / discussions are captured on the RSBoPP website (http://rsbopp.rv.gov.ng); and
– Carry out any other requirement that may enhance the training programme.
– Deliver the training
The training will include but not limited to the following topics:
Module 1: Introduction
Definition of Documents and Records
Difference between Document and Record
Document and Record Life Cycle
Control Tools at each point of the Life Cycle
Approaches to Organizing and Managing Documents and Records
Establishing the Required Controls
Requirements of Control Standards
Practical Application of Document Control and Record Management
Module 2: Document Classification and Record Organization
Documentation Processes and Practices
Document Numbering System
Accessing Documents
Key Elements of Controlled Documents
Requirements of Effective Document Control System
Effective Document Control Methods
Inadequate Document Control
Implementing Effective Document Control System
Module 3: Methodology
Record Filling Systems
Files Classification Method
Misfiling of Important Document
File Retention
File Control
Active and Inactive Files
Proper Filing Equipment
Module 4: Assessment and Retrieval of Documents and Records
Capturing and Communicating Information
The Requirement to help Managers of Records
Record Retention
Getting rid of Obsolete Documents and Record Misplacement
Updating Document
Control of Obsolete Documents
Module 5: Risk in Document Management
Common Reasons for Poor Document Control
How Poor Document Control Contributes to Failure
Different Types of Risk
Mitigating those Risk through Effective Document Control
Preventing \ non-conformities
Document Control Improvement Plan
Develop and Implement Projects to Improve Document and Record Management.
Module 6: Any other aspect as may be required
SUBMISSION OF EXPRESSION OF INTERESTS (EOIs)
The Rivers State Employment and Expenditure for Results Project now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the Services.
Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.
The shortlisting criteria are (i) evidence showing the fields of specialty of the firm (consultant’s profile/brochures) (ii) evidence showing that the firm is a legal entity (certificate of registration), (iii) evidence of registration with relevant authorities and professional bodies. (iv) Evidence showing the technical and managerial capabilities of the firm in the field of assignment. (v) experience of working in a similar geographical region, (vi) Description of similar assignments, (vi) availability of appropriate
skills among staff, and essential technology). For each previous project performed, the consultant shall provide the name and contact address of the client (office & e-mail address, and telephone number), date(s) of execution, name(s) of lead and associate firms, contract amount and financing sources.
The attention of interested Consultants (firm) is drawn to paragraph 1.9 of the World Bank’s Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers [July 2014] (“Consultant Guidelines”) setting forth the World Bank’s policy on conflict of interest.
Consultants may associate with other firms in the form of a joint venture or a sub-consultancy to enhance their qualifications.
A Consultant will be selected in accordance with the Consultant Qualification Selection method set out in the Consultant Guidelines.
Further information can be obtained at the address below during office hours (10.00 am to 16.00 pm).
Expressions of interest must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by May 12, 2020.
The Project Coordinator
State Project Coordinating Unit (SPCU)
10 Odi Street, Old GRA, Port Harcourt
Tel: 08110573431
E-mail: riversseefor@gmail.com .
