Consultant securing global archiving routines

Introduction Forum Syd

Forum Syd is a Swedish civil society organization focusing on democracy and human rights, gender equality, and environment and climate change. Our vision is “a just and sustainable world where all people have the power to effect change”. We believe in building strong civil societies where the power is shared by many and the resources are distributed fairly; where people have power to determine their own lives, influence their country’s development and, together, eradicate poverty.

Forum Syd is a member-based organization which, from a rights-based approach, works with development issues through advocacy and capacity building of partner organizations. Forum Syd programmes are currently based in Colombia, Kenya, Belarus, Cambodia, Liberia and Somalia.

Description of concerned activities

Forum Syd started operating with a new decentralized structure in January 2017.  Once the new structure was in place, the operation of the organization took precedence over any further efforts to monitor and improve the work of the new structure.  It is now necessary to structure all the internal control and standardization processes within one umbrella programme and within this programme include a project focusing on securing the global principles of archiving and the compliance with those.  

Assignment purpose, aims and objectives

The assignment includes

• Mapp the existing routines or guidelines for archiving (overall guidelines, specific guidelines for sub-granting and procurement)
• Write Global Guidelines on Standard for Archiving (in line with GDPR)
• Adjust if necessary the specific routines and guidelines for the different offices
• Communicate the new guidelines to all offices and if needed give specific advice on its implementation
• The assignment will take approximately 6 weeks full time approx. 240 hours. The assignment should start as soon as possible.

Methodology

The Tenderer should  start mapping the current archiving routines at Forum Syd’s seven offices in Sweden and abroad. Next step will be to compile a Global Guidelines on Standard for Archiving (in line with GDPR) and dialogue with the different offices see if there is a need to do local adjustments. Finally give advice to all offices regarding  its implementation. The work will mainly take place at Forum Syd’s office in Stockholm.

Reference Group/Forum Syd Support

Head of Administration, Head of Impact and Quality Assurance, Head of Hub Multi and Office administrator.

Outputs

• The tenderer is to produce the following outputs;
• Mapp the current archiving routines at the seven offices (asis today)
• Write Global Guidelines on Standard for Archiving (in line with GDPR) and if needed adjust it locally with specific routines or guidelines for the different offices
• Give advice to the offices how to comply with the guidelines

Reporting

Submission of Reports should be done to Head of Administration, Petra Nergårdh, Head of IQA Claudia Arenas and Head of Hub Multiregional Elisabet Eklind.

Narrative reporting

The summary of the current archiving routines and the report about the global guidelines for archiving shall be written in English. The Consultant shall submit an electronic version.

The report shall not exceed 10 pages, excluding appendices.

Oral reporting

The Consultant should also on a weekly basis report to the reference group  answer questions and to do correction in the Global Guidelines on Standard for Archiving.

Time scope

Forum Syd has estimated that the volume of the assignment amounts to a total of 30 working days. The total scope of work will be aligned in consultancy with the winning tenderer.

The assignment shall starts as soon as possible and be finalised latest 25th of January.

Budget

The budget should not exceed 200.000 SEK, including fees and reimbursable and excluding VAT. Final payment will be made by bank transfer 30 days after delivery by tenderer and approval by Forum Syd.

The tenderer shall specify the fee per working hour including all taxes and social costs but excluding VAT. The tenderer will during the assignment report time.

Tenderers qualification

• The tenderer is to meet the following expectations;
• Specify documented knowledge and experience related to process development and archiving routines including GDPR.
• Specifying a starting date and an estimated date for finalising the assignment not later than 25th of January 2019
• The consultant will commit to and sign Forum Syd’s Code of Conduct
• The tenderer must make sure that subcontractors, if any, follow the same expectations.

Tender Procedure

• The assignment is subject to an open tender procedure, handled directly by a Forum Syd assessment group (Petra Nergårdh, Claudia Arenas and Elisabet Eklind). The tenders will be assessed considering the following aspects;
• The contents of the tender (that all the required information is enclosed)
• The qualifications and experience of the tenderer
• Experience from working with Forum Syd or a similar organization
• The cost for the tender

Questions concerning the tender can be posed to the contact persons indicated below until 181114.  Forum Syd reserves the right not to accept any of the tenders submitted. In addition Forum Syd reserves the right to take references on the proposed candidate.

Forum Syd is not covered by the Swedish Public Procurement Act (LOU). This means that it is not possible to appeal against the decision of choosing a supplier and that Forum Syd is not obliged to disclose the procurement documentation after completion of procurement.

Documentation and information required

Tenders shall

• State the qualifications of the person available for the assignment and attach a CV for her/him.
• Confirm that they will be able to meet all expectations in §7.
• State the total cost of the assignment, specified in the form of the hourly fee. All costs shall be given in Swedish kronor, excluding VAT.
• Propose a time schedule for the assignment.

Final date of Submission

The tender, including all required information is to be submitted to Forum Syd by ordinary by e-mail to petra.nergardh@forumsyd.org as soon as possible but the latest 2018-11-18.

Validity of the Tender

Tenders shall remain valid for a period of 20 days.

Submittal of tender

The tender should be submitted in an e-mail to the following address; petra.nergardh@forumsyd.org

Contact

For further information, kindly contact;

Petra Nergårdh
076-5510116, petra.nergardh@forumsyd.org

Claudia Arenas
072-0700469, claudia.arenas@forumsyd.org

Elisabet Eklind
070-7262966, elisabet.eklind@forumsyd.org