Consultancy Services for Designing and Operationalizing Staff Performance Management System (PMS) — Judicial Modernization Project (Zi-JUMP)

THE JUDICIAL OF ZANZIBAR

REQUEST FOR EXPRESSIONS OF INTEREST

CONSULTING SERVICES – FIRMS SELECTION

COUNTRY: THE UNITED REPUBLIC OF TANZANIA

NAME OF PROJECT: JUDICIAL MODERNIZATION PROJECT (Zi-JUMP).

Credit No.: 7547

ASSIGNMENT TITLE: CONSULTANCY SERVICES FOR DESIGNING AND OPERATIONALIZING STAFF PERFORMANCE MANAGEMENT SYSTEM (PMS) UNDER THE JUDICIARY MODERNIZATION PROJECT (Zi JUMP).

Issue Date: 4th December, 2024

Reference No. TZ-JOZ-463292-CS-CQS

The Judiciary of Zanzibar has received financing from the World Bank toward the cost of the Judicial Modernization Project (Zi-JUMP) and intends to apply part of the proceeds for Consultancy Services.

The consulting services (“the Services”) include to design and operationalize a comprehensive Staff Performance Management System for 100 Judicial staff and 372 Non-judicial staff that aligns with the strategic goals of the Judiciary in Zanzibar and contributes to improving service delivery, implementation period is 9 months, expected start month of assignment is January 2025.

The Judiciary of Zanzibar 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 short-listing criteria are:

a. Core Business of the firm and Five (5) years in business.

b. Relevant similar experience, which should specifically include the following;

i. Experience of at least one (1) similar assignment within the last three (3) years in developing countries cumulative years from (2021 to 2023)- Information to be provided should include name of assignments, names and full contact addresses of the Clients, contract value (in equivalent US dollars) and period (dates) of execution of assignments.

ii. Demonstration of experience of work in similar conditions.

c. Technical and Managerial Capability of the firm [The Consultant must provide the structure of the organization, general qualifications and number of Key staffs. (Do not provide CV of the Key staff. Key Experts will not be evaluated at the shortlisting stage)].

The attention of interested Consultants is drawn to Section III, paragraph, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers “fifth edition September 2023 (“Procurement Regulations”), 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. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected. For firms participating in a JV, each member of the JV should independently meet the requirement of EoI criteria. For firms participating as association of lead and sub consultant, only the experience and qualification of lead firm will be assessed as per EoI criteria

A Consultant will be selected in accordance with the Consultant’s Qualifications Based Selection (CQS) set out in the World Bank Procurement Regulations for IPF Borrowers Fifth Edition, dated September 2023;

Further information and the detailed Terms of Reference (ToR) for the assignment can be obtained electronically at the following email addresses, from Mondays to Fridays, from 07:30 am to 03:30 pm East Africa time:

Website: www.judiciaryzanzibar.go.tz

Email: [email protected]

Expression of Interest; clearly marked consultancy services for designing and operationalizing staff performance management system (PMS) under the Judiciary Modernization Project (Zi JUMP), must be delivered in a written form to the address below (in hard and soft copy through flash disk) on or before 10:00 a.m. Local Time, on Wednesday, 18th December, 2024. Bids will be publicly opened in the presence of the bidder’s designated representatives and any who choose to attend at the address below at 10:30 am of Wednesday, 18th December, 2024 at Second Floor Room No. 208.

FOR SUBMITION:

Attn: Secretary of Tender Board

Judicial of Zanzibar

P.O.BOX: 160

TEL: 024-2230182

FAX: 024-2232720

214 Tunguu Road

70491 South Unguja

First Floor Room No. 109

Zanzibar, Tanzania

Email address: [email protected]

[email protected]

Website: www.judiciaryzanzibar.go.tz

TERMS OF REFERENCE (TOR)

• INTRODUCTION

• The Judiciary of Zanzibar (JoZ) is driven by its vision of efficiency, timely, and accessible justice for all. JoZ has embarked on a reform agenda to improve its service delivery to attain this vision. JoZ is implementing the Zanzibar Judicial Modernization Project (Zi-JUMP), a comprehensive initiative to reform the judicial system over the next five years (2024 – 2029), whereby the World Bank (WB) stands to be the cooperative Development Partner in financially supporting the project's implementation.

• The Zi-JUMP is designed to enhance access to judicial services, court efficiency, and foster transparency in selected citizen-centric judicial services, with three core components:

• Access to justice services: This component focuses on enhancing access to justice by expanding the geographic coverage of District Court services and strengthening Alternative Dispute Resolution (ADR) mechanisms to bring these services closer to citizens and businesses.

• Court Efficiency: This component focuses on addressing gaps in efficiency and quality of services including delays in case disposition and lengthy court procedures which accumulate case backlogs in courts.

• Citizen and Stakeholders Engagement: This component addresses issues of inadequate stakeholder engagement, lack of transparency in judicial service delivery that has led to low levels of trust among citizens and the business community, and the capacity of judiciary managerial efficiency.

(For more clarity on Zi-JUMP and the components, the Project Appraisal Document (PAD) is available at the Zanzibar Judiciary website: www.judiciaryzanzibar.go.tz)

• BACKGROUND

• JoZ under this project aims to enhance the capacity of the judicial service in Zanzibar by developing a robust staff Performance System (PMS). The current landscape reveals that JoZ does not have a PMS in place, resulting in ad-hoc staff appraisal, promotions, and limited efforts to carry out meaningful performance reviews across the judiciary which has been identified as critical for improving the overall efficiency and accountability of staff. The lack of a structured PMS impedes the ability to assess employee performance and affects motivation and professional development opportunities for judicial staff.

• To overcome the above impediments, JoZ intends to facilitate the development and implementation of a comprehensive PMS that will help to institutionalize performance management and regular exchanges between supervisors and staff to discuss performance and determine steps to be taken to strengthen their capabilities. This system will enable the monitoring, assessment, and improvement of staff performance, which will be aligned with institutional goals and standards. The PMS will ensure that all judicial officers and staff are evaluated fairly and that there is a continuous professional development framework.

III. OBJECTIVES OF THE ASSIGNMENT

• The main objective of the consultancy is to design and operationalize a comprehensive Staff Performance Management System for 100 Judicial staff and 372 Non-judicial staff that aligns with the strategic goals of the judiciary in Zanzibar and contributes to improving service delivery. Specific objectives include:

• Performance evaluation: Review current practices and establish a transparent process for assessing the existing performance management system to identify strengths and weaknesses.

• Stakeholder Engagement: involve key stakeholders to gather insights and ensure the system meets the organization's needs.

• Efficiency: Improving service delivery within the judiciary through enhanced staff productivity.

• Accountability: Holding judicial staff accountable for their responsibilities and contributions to the judiciary.

• Implementation Plan: create a detailed plan for rolling out the new system, including timelines and resource allocation.

• Professional Development: Identifying training needs and designing training programs for judicial and non-judicial staff to effectively utilize the new system for career development and skills improvement.

• Data-Driven Decision-Making: Enabling data collection for informed promotions, rewards, and assignments decisions.

• Monitoring and Evaluation: Establish metrics and processes to assess the effectiveness of the performance management system over time.

• Feedback Mechanisms: Integrate channels for continuous feedback to refine and improve the system as needed.

• SCOPE OF WORK

The Scope of this assignment is structured into the following phases:

• Phase 1: Needs Assessment

Under this phase, the consultant shall perform the following tasks:

Tasks:

i) Conduct Current System Analysis:

• Perform a SWOT analysis of the existing performance management practices.

• Gather quantitative and qualitative data through surveys targeting judicial staff, interviews with key stakeholders (Judges, Registrars, etc.), and focus groups to discuss performance expectations and challenges.

ii) Define Requirements:

• Categorize users by roles (Judges, Registrars, Deputy Registrars, Kadhis, Magistrates, Clerks, and Support Staff (Accountants, Human Resources Officers, Securities, etc).

• Identify specific needs for the new Performance Management System (PMS) based on feedback.

• Document insights from stakeholders to ensure alignment with organizational goals.

Output:

• Comprehensive Needs Assessment Report – A detailed report summarizing the SWOT analysis, stakeholder