Waikato Hockey Association (INC)
P O Box 820 HAMILTON Telephone (07)
838-0485 Fax (07) 839-3629 |
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Request for Proposal (RFP)
Project Leader/Coordinator for the development of Waikato
Hockey Association Strategy and implementation plan.
Closing Date: 2nd November 2007 |
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Introduction
and purpose. The
Waikato Hockey Association (WHA) is a not-for profit organisation that
is committed to providing recreational and elite hockey playing to people
of all ages and abilities for this and future generations. WHA owns
an office, pavilion and twin turf facility located at Queens Ave, Innes
Common, Hamilton. WHA is almost entirely reliant upon volunteers for
the running of the organisation apart from the WHA office where one
full-time hockey manager and two part-time office workers and part-time
caretaker are employed. As a not-for-profit
organisation WHA has limited financial resources reliant upon player
subscriptions and grants from charitable funding providers.
WHA
comprises a network of Boards and stakeholders. Boards oversee the running
of Senior Hockey, Junior Hockey, Mini Hockey and Umpires. Significant
stakeholders include the Waikato Hockey Charitable Trust (focussed on
development and maintenance of WHA facilities), Hockey Clubs & Schools
throughout Waikato, Sport Waikato and Sponsors.
In
order to fulfil its commitment to providing hockey playing now and in
the future WHA sees the development of a strategic and implementation
plan as pivotal. This plan should address local needs and provide a
coordinated approach between key stakeholders.
Due
Date/Deadline. 4.00pm,
2nd November 2007.
Requirements. Although
WHA has put preliminary thought into what is required, as the internal
resources within the organisation are not capable/available to complete
this project alone, a decision has been made to source external assistance.
As a result we seek the services of a consultant to fulfil the role
of Project Leader/Coordinator.
A
full outline of the work involved is identified in the attached Project
Brief (Appendix A). Specifically this involves the development of a
strategic plan to sustain the organisation into the future and an implementation
plan.
The
successful consultant will work cooperatively and in partnership with
WHA utilising expertise and knowledge within the organisation. In addition
there will be a requirement for input of expertise and knowledge from
the designated consultant.
It
is intended that:
á
The project will commence on in
February 2008 and after notification of the successful tender and signing
of the contract.
á
The fieldwork and information
gathering will be completed by Friday 16 May 2008.
á
The final strategic plan
will be written and submitted to WHA by Friday 26th September
2008. Drafts of strategic plan will be expected to be submitted by end
of July for review and feedback.
As
stated in the Project Brief, requirements will also include workshop
facilitation, preparation for interim reports and the design and implementation
of stakeholder consultation.
Proposals
must include:
á
Timetable listing key milestones
and dates for meeting deadlines.
á
Description of the consultants
expertise and past experience in similar projects
á
Detailed budget
á
Identification of any conflicts
of interest
á
Referees Ð contact details
of referees who have used the proposed consultants for similar work
and who may be contacted by WHA.
It
is preferred that these be set out in the order and format attached
as Appendix B of this RFP.
Budget. Please
clearly outline your fees and provide a clear budget for the project.
WHA expects the successful consultant to work within the budget and
report regularly on budget issues.
Lodging
Your Proposal.
á
Providers responding to this
RFP and brief are required to nominate a lead person from their organisation
as the key point of contact.
á
Providers are required to
give details of employees, partners, associates or sub-contractors who
may contribute to the project.
á
WHA retains the right to
accept or decline late proposals at its sole discretion.
á
All supporting documentation
should be included in the response. WHA undertakes that information
from potential providers will be received and held in strict confidence
and will be made available to only the WHA panel designated to make
the selection decision.
á
WHA does not undertake to
return any material provided by applicants in response to this RFP.
WHA also undertakes to hold any such material for a maximum of three
months from notification of the decision and to destroy the material
thereafter. The purpose for holding material is in case the successful
applicant proves to be unsatisfactory in practice or defaults on their
commitment.
Proposal
Acceptance. WHA
is not bound to accept the lowest or any tender and will award the project
to its best advantage.
á
All unsuccessful tenders
will be advised of the result. This result will not disclose the name
of the successful tender but will include information on the number
of tenders and the range of proposed costs.
á
Unless otherwise expressly
agreed there shall be no binding contract between the tenderer and WHA
unless or until a written contract is signed by both parties.
WHA
reserves the right to:
á
Extend the deadline for lodgement
of responses to this RFP and/or to vary any of the timeframes expressed
in this RFP.
á
Vary any requirements of
the services required Ð in cooperation with the successful tenderer.
á
Accept or reject all of the
responses to this RFP whether or not compliant
á
Invite or accept new providers
and in the case of there being no successful tender, to approach another
potential provider.
á
Seek or obtain clarification
or additional information from tenderers.
á
Request tenderers to change
their proposals.
á
To let specific parts of
the project to more than one provider.
á
Accept a proposal in total
or in part.
á
Determine whether or not
any proposal will be considered.
á
Make exceptions to the RFP
specifications.
á
Terminate the RFP process
at any time.
Confidentiality. The
successful provider must not disclose to any other person any confidential
information about WHA or any of its stakeholders without the prior written
consent of WHA and/or the stakeholder.
Evaluation
Process. Proposals
will be checked for compliance with the RFP specifications. Evaluation
of proposals will be made by a panel that represents the WHA Board,
including the President, Vice President and Hockey Manager. The panel
will make a shortlist and interview the key contact person before making
a decision. It is understood that by naming referees in the proposal
the tenderer is giving consent for those referees to be approached.
Referees will be approached as part of short listing Ð not after interview.
Proposals
may be posted, delivered to the WHA office or sent electronically, to
arrive by the due deadline, according to the contact details below.
Send proposals or any inquiries about this RFP to:
Denise
Hill Hockey
Manager Waikato
Hockey Association. Postal
Address: P.O. Box 820, Hamilton. Physical
Address: Gallagher Waikato Hockey Centre, southern end of QueenÕs Avenue
and Mary Street, Hamilton. Email:
waikatohockey@xtra.co.nz Telephone:
(07) 838-0485 Fax:
(07) 839-3629
Appendix A Waikato Hockey Association. Strategic Planning Brief.
Introduction. WHA
wishes to engage the services of a Project Leader who will work in cooperation
and partnership with the Association to develop a strategic and an implementation
plan. WHA is made up of a network of several boards and key stakeholder
groups and is run on a very democratic basis. As stated in the RFP WHA
is heavily reliant upon the labour and goodwill of volunteers. ÒBuy-inÓ
and a sense of ownership of WHA decisions by the various key stakeholders
are paramount to the successful operation of this organisation. Therefore
consultation with key stakeholders is vitally important to this strategic
planning process.
It
is intended that WHA will begin implementation of the plan as the hockey
season ends in September 2008 and that the first priorities of the plan
will be accounted for in the 2009 WHA budget.. You should be aware that
although most stakeholders are in Hamilton city, WHA caters for the
greater Waikato with teams from as far away as Huntly, Raglan, Pio Pio,
Putaruru, and Matamata. Your proposal will need to state how you intend
to approach and engage the stakeholders.
This
project brief will require you to facilitate some meetings, workshops
and perhaps focus groups. Because this is an organisation of volunteers
you will need to plan such meetings, workshops or focus groups to occur
at weekends and/or evenings. The WHA Hockey Manager is available for
consultation five days per week between 9.00am and 4.00pm.
Required
Activities.
Stage
1. Getting Started.
á
Steering Committee:
You will assist WHA to identify members for and establish a project
steering committee that will oversee the work of the Project Leader
and act as a sounding board for ideas. The steering committee will also
play a role in the drafting of the plans, although actual writing of
the plans will be done by the Project Leader.
The steering committee will oversee the timetabling of the project,
assist the Project Leader with venues and logistics as necessary and
receive progress reports from the Project Leader.
á
The project proposal should
describe intended methodology, costs and timeline for achievement of
tasks outlined in Stages 2 to 5 below.
Stage
2. Targeted Community Consultation and Information Gathering.
á
Consultation with key
stakeholder groups. Please propose methods for consultation with
key stakeholders and outline your design of these methods. You may propose
to do so by focus group, questionnaires, or electronically Ð provided
your proposed methods are viable and can be achieved.
o
Within Hamilton city, WHA
can provide meeting room facilities for focus groups at the Hockey Centre.
Hence there is no need to build that cost into your proposal
o
If you propose to use questionnaire surveys
you will need to build that cost into your proposal.
o
It may be possible to use
the WHA website for community consultation Ð but the method for doing
so would need to be determined.
o
This section has been titled
ÒTargeted consultationÓ in recognition that it may only be possible
to access a representative sample of each key stakeholder group.
á
Key Stakeholders include:
o
Hockey Clubs and by
association, players, coaches and club committees.
o
Schools and by association,
Teacher in charge of hockey, coaches, team managers and players.
o
The Waikato Hockey Charitable
Trust
o
The WHA Boards, including
WHA Executive, Senior Management Board (SMB), Junior Management Board
(JMB), Mini-Hockey Board (Mini), Umpires, and by association with JMB
and Mini Ð parents of school age players.
o
Sponsors.
o
Stakeholders might also include
Sport Waikato, Funding providers, New Zealand Hockey, Tertiary Education
providers, retailers of hockey equipment and neighbouring hockey associations.
It might be deemed unnecessary to consult these stakeholders for this
particular project, however, their views as Òoutsiders looking inÓ might
provide some insight. You are not expected to build consultation with
this latter group into your proposal unless you specifically feel their
input would be valuable.
á
Community Consultation.
WHA has determined in advance that it would like the following activities
to take place in. Please make any other suggestions in addition to the
following.
o
Values and visioning:
An examination of what is important to WHA, what it Òstands for,Õ what
it would fight to retain or overcome. This would mean identification
of the Òshared agendaÓ of stakeholders in contrast to the Òpersonal
agendas.Ó This part of the process is also intended as a revisiting
of the WHA mission statement and possible development of a completely
new mission. If you do not have ready methodology for doing this, WHA
can put you in touch with an associate who can provide methodology (see
website www.reconstrue.co.nz
). You would need to carry it out the method.
o
SWOT and STEP-PC analysis.
An examination of WHAÕs internal strengths and weaknesses, external
opportunities and threats, considered under the following categories:
¤
Socio-cultural and
demographic issues.
¤
Technological issues.
¤
Economic, funding,
income, expenditure and other financial issues.
¤
Physical, including
geographical factors, locations and also physical facilities.
¤
Political-legal, including
the roles of local government, central government, governing sports
bodies and the impact of laws, rules and regulations imposed by these
bodies.
¤
Competition and Cooperation,
with other hockey associations, other Waikato sports, different stakeholders.
o
VRIO analysis. The
identification of key facilities, capabilities and assets of WHA and
evaluation of the extent to which these are of value to stakeholders and used by them, rare, easily imitated or replicated and
the extent to which the organisation (WHA) makes prudent use
of them.
o
Synthesis: You will need to collate the data that has been gathered,
draw it together (synthesise it), summarise it and present it to the
Steering Committee. You will facilitate a workshop with the Steering
Committee aimed to make sense of the information and to identify themes,
priorities, goals and objectives.
Stage
3. Writing.
á
You will write the draft strategic plan,
and in collaboration with the Steering Committee carry this through
to the final version. The Steering Committee will provide guidance on
the length and detail they wish to see in the final document. It is
intended to be a Òliving documentÓ easily adaptable to changing circumstances
and opportunities that WHA may face and not an immutable set of goals
and procedures. It is intended to be clear, concise and easily understood
by stakeholders.
á
You will design a process of further
community consultation whereby the draft strategic plan will be fed
back to key stakeholder groups.
á
Once the strategic plan has been accepted
in principle by the Steering Committee (although not yet approved by
the WHA Board) and with the committeeÕs collaboration you will write
the implementation plan. You will write monthly interim progress reports
to be presented to the Steering Committee. The due dates will be set
at the commencement of the project.
Stage
4. Implementation.
á
You will write the implementation
plan in collaboration with the Steering Committee but you will have
no responsibility for its implementation. Implementation is the responsibility
of WHA and the functional and operational groups within it.
Stage
5. Evaluation.
á
In your proposal WHA would
like you to include facilitation of a two-hour workshop with the Steering
Committee and/or WHA Board in June 2009 to discuss progress to date
and adequacy of the plan.
á
WHA intend to have an annual
review of the plan for making minor changes, and a major review every
five years. You will not be expected to facilitate these reviews. If
WHA wish you to do so it would negotiate a separate contract for that
purpose. This project outlined in this RFP will end with the June 2009
evaluation workshop.
Capabilities.
á
You will be required to name
at least two and up to three referees for whom you have completed similar
work. WHA reserves the right to approach all, some or none of your referees.
Your referees will be asked to comment on:
o
Your ability to turn a project
brief/specification into action
o
Your capability and experience
in information gathering, community consultation, strategy development
and group/workshop facilitation.
o
Your interpersonal skills
and ability to work with diverse stakeholders
o
Your ability and history
of meeting deadlines.
o
Your motivation to stay focussed
on the project through to completion.
o
Your understanding of the
unique circumstances faced by not-for-profit organisations that rely
heavily upon volunteers.
Appendix B
Please
set out your proposal under the following headings and in the following
sequence:
Title:
Proposal
Ð Waikato Hockey Association Strategic and Implementation Plan.
1.
Name and details of Provider.
2. Name
and contact details of person responsible for proposal.
3
Background. Please provide some introductory background information about yourself/your company. Maximum 200 words.
4.
Method Please describe the methods and procedures you propose to use to meet the Project Brief. Please include any instruments you propose to use or details of procedures you intend to use as an Appendix to this proposal. Please set out this method section under the following sub-headings:
Targeted
Stakeholder Consultation and stakeholder engagement. (Gathering the
data)
Collation
and analysis of the data.
Development
and Writing of Strategic Plan
Development
and Writing of Implementation Plan
Liaison
with WHA, Steering Committee. Reporting.
Project
Evaluation and Review (June 2009)
5.
Timeline Please provide a timeline of when you propose to carry out specific activities outlined in the Project Brief and dates when you propose to meet specific deadlines.
6. Pricing.
A.
Total proposed price of service.
B.
Budget. Please provide a budget of costs and clearly outline how your fee is structured/calculated.
6.
Conflicts of Interest Please declare any conflicts of interest you may have or potential conflicts of interest in relationship to this project.
7.
Referees.
Please name at least 2 but no more than 3 referees
8
Background information. Please
provide a brief (half page) rŽsumŽ of the qualifications and experience
of the members of your organisation who will carry out the tasks outlined
in the Project Brief.
9.
Appendices Please include
appendices if applicable.
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