SSB – REQUEST FOR PERPOSAL

 SOCIAL SECURITY BOARD

BRITISH VIRGIN ISLANDS

INSTRUCTIONS TO VENDORS

REQUEST FOR PERPOSAL FOR REVIEW AND ASSESS THE CURRENT ORGANIZATIONAL STRUCTURE AND OPERATIONAL FUNCTIONS

 July, 2017

 

The Social Security Board (the Board) was established by an Act of Legislative Council No. 17 of 1979 to make pecuniary payments by way of age benefits, survivor’s benefits, sickness benefits, maternity benefits, injury benefits, invalidity benefits, funeral benefits, death grants and for purposes connected therewith and incidental thereto. The Social Security (Amendment) Act No. 7 of 2014 created the National Health Insurance System.

 

The Board is requesting proposals from qualified firms or individuals interested in conducting an Operational and Organizational Assessment of the Board, reviewing existing operations and operating structures and recommending operational efficiencies, organizational structures, and performance measures to ensure that the Board is operating at a high level of efficiency and effectiveness.

This document outlines the scope of work for consulting services. Sealed bids should be marked as “Sealed Bid – RFP Operational – Organizational Assessment”.  An original and six (6) copies of the proposal shall be submitted in writing no later than two pm (2 p.m.) on Thursday, August 31, 2017 to:

The Director

Social Security Board

Joshua Smith Building

Road Town, Tortola

British Virgin Islands

Purpose

Social Security Board is seeking an independent consultant to review and assess the current organizational structure, operational functions and Human Resources compliment and efficiencies  and make recommendations that will enhance the organizational operations for the Board’s  current and future needs.

 

Scope of Services

The information being sought by the Board will require the accomplishment of the following tasks: (In responding, please identify the order for completing these tasks and any other tasks that may be necessary to complete the scope of work.)

 

Organizational Review

• Conduct a detailed examination of the Board’s organizational structure and functions. Special attention must be given to the Board’s current Human Resources compliment and functions.
• Identify existing organizational priorities.
• Assess the functional assignments of the Board’s current Human Resources compliment, functions, efficiencies; and staffing levels required to perform current and future duties, including succession planning
• Identify current supervisory ratios and based on industry best practices and organizational needs, develop recommendations for appropriate supervisory ratios.
• Evaluate the Board’s initiatives, goals and objectives.
• Assess the functional relationship between the Board and Management
• Assess the the functional relationship between Management and Staff.
• Review all currently active strategic planning efforts.
• Assess interdepartmental collaboration.
• Assess administrative strengths, i.e. financial, supervision and development of staff, risk management and internal controls and practices, and uses of technology.

 

• Operational Review
• Review all Departments operational functions and workflow process for each area.
• Assess the current Human Resources compliment, functions, efficiencies; and staffing levels required to perform current and future duties, including succession planning
• Identify current performance measures based on industry standards.
• Produce an updated description of each job and produce a classification system based on job content analysis;

 

Recommendations

• Identify operational best practices and performance measures that should be adopted by the Board.
• Recommend an optimal organizational model.
• Provide recommendations for streamlining procedures and processes for current and future required functions.
• Identify cost saving technologies to support current and future programs and operations.
• Provide training recommendations to improve operations and support succession planning.
• Identify staffing requirements, both current and future.
• Identify performance measures that should be adopted by the Board.

 

 

 Working Relationships

This RFP is being issued by the Board. It is expected that the successful Consultant and any Sub-Consultants will report to the Board’s Director and work with the Board on data gathering and review of data information.

 

Deliverables

At the conclusion of the operational and organizational reviews, the consultant shall, as described in the Scope of Work:

1. provide a summary of findings that effectively summarizes and communicates the information reviewed;
2. identify key issues and opportunities;
3. formulate recommendations and processes in a priority order to improve operational efficiencies ; and
4. provide recommendations regarding the Board’s existing Human Resources structure and succession planning.   Including  job descriptions for current positions and any recommended positions.

 

A Draft Report with an Executive Summary shall be issued to the Board of Management. The document shall include the summary of findings and recommendations as identified in the Scope of Work. Any spreadsheets or other documentation prepared by the Consultant shall be provided to the Board in electronic format.

 

A Final Report shall be issued following staff comments on the draft. In addition, staff will require a PowerPoint presentation to the Board. The report should provide sufficient information for policy decisions regarding operational and service options. Ten (10) copies of the Final Report will be required along with an electronic copy.

 

Timeline

This project should be completed within 90 days of contract award.

 

Submissions

Please submit your firm’s qualifications, identify key staff to be assigned to this project, provide resume’s for each key staff member; provide at least five (5) professional references for work that was performed similar to that requested in this RFP, and provided a detailed description of your approach to the project, deliverables, time schedule, and not to exceed total fee amount, including miscellaneous expenses.

 

If you have any comments, questions, or concerns; please feel free to contact the Director at 284-852-/7824.