Consultancy to Conduct Board Assessment

INTRODUCTION

The Agricultural and Commercial Cooperative Society of Zambia Ltd (ACSZ) is registered under the Co-operative Societies Act of Zambia. The Society has been in existence since 1923 and has held successive shows since then. The ACSZ is an affiliate of the Royal Agricultural Society of the Commonwealth (RASC), Events and Exhibition of Southern Africa, International Association of Exhibition and Events, The Global Association of Exhibition Industry and Lusaka Chamber of Commerce and Industry.

CONTEXT OF TERMS OF REFERENCE

  1. ACSZ is responsibility for holding the Annual Premiere Agricultural and Commercial Show, held in the capital city Lusaka, Zambia, for six days. The Society held its first show in 1917 and has been held since with the exception and 2020 and 2021 due to COVID 19 Pandemic. The show started in Mazabuka from 1917 to 1918 before moving to Kafue river banks from 1919 to 1939 then National Institute of Public Administration (NIPA) from 1946 to 1949 and later to the Show Grounds from 1950 where it is still operating to-date.
  2. Governance of the Society: The Society is run by a Board which comprises 18 elected Board Members which hold office for a period of two years. The Board is chaired by the Society President who is assisted by the Society Vice President.  It provides oversight and guidance on Policy.  
  3. Committees of the Board: There are 15 Committees of the Board. These include 9 Show Committees which and 6 Non-Show Committees. In addition the Society has a Committee composed of Chairpersons. The submissions culminate to the Board. All Committee and the Board meet on a monthly basis.  
  4. Management Team: The Society has a staff establishment of 137 with a Management Team which comprises the Chief Executive Officer and five other Heads of Departments for Audit, Finance, Human Resources and Administration, Projects and Maintenance and Security Departments.

PURPOSE OF CONSULTANCY

The purpose of the consultancy will be to conduct a Board Assessment for the Board of Directors for ACSZ. 

SCOPE OF WORK FOR THE BOARD ASSESSMENTS

ACSZ is searching for a consultant to conduct the Board Assessment through a pragmatic disciplinary and participatory setting in the month of November 2022.

ACSZ has made it as a requirement that the performance of the Board is assessed on an annual basis. This requirement is embedded in the ACSZ Board Charter. The assessment will be conducted on the following fronts:-

  1. Assessment of the performance of the Board itself in conducting its oversight function
  2. Assessment of the Society President
  3. Assessment of the Society Vice President
  4. Assessment of the Chief Executive Officer
  5. Assessment of the Committees of the Board
  6. Assessment of individual Board Members

EXPECTED RESULTS

  1. Board Assessment report: consultant’s assessment of current state, where they are seeing gaps and methodology for developing a robust Board performance plan
  2. Proposed Alignment with Best practices as wells Mission and Vision of ACSZ.

KEY CRITERIA FOR SELECTION OF THE CONSULTANT

Interested, eligible and qualified consultants should submit

  1. A detailed proposal and a cover letter electronically with a clear subject Expression of Interest for the provision of consultancy service referenced under title “Consultant for Board Assessment” outlining the methodology, timeframe, expertise and budget (for the work of data analysis, report writing and validation of findings and finalization).
  2. A summarized description of the scope of work and the intended methodology to be used
  3. A financial proposal for the support services outlined in the ToRs. It is preferred that the budget is segmented on the basis of the deliverables defined in the Scope of Work but should at a minimum include explanation for the type of costs represented therein.
  4. Names and contacts of three recent professional referees (previous clients) for whom similar work has been conducted
  5. Names and CVs of individuals or team members proposed, highlighting their experience relevant to this study and their roles in the achievement of the assignment.

To assess the tender applications, the following criteria will be used (weighting points up to a total of 100 points broken as per below)

  1. Rich and diverse experience in developing/building capacities of national, regional or global organizations/networks – 20 points;
  2. Understanding of the assignment and the business need. Excellent understanding of Board services issues with particular knowledge of cooperatives, elaborate knowledge and experience in designing programs/strategies using integrated systems (systems thinking) approach, demonstrated understanding of real estate and exhibitions sector issues – 30 points;
  3. Excellent facilitation skills, experience in facilitating group work, brainstorm, organizing fruitful discussion in multicultural and multilanguage team – 20 points;
  4. Experience of facilitating corporate governance strategic planning process and development of Strategic documents for organizations – 15 points;
  5. Competitive pricing– 15 points.
  6. Familiarity with the Agribusiness, Cooperative Acts and Regulations
  7. Proposed approach and timing of engagement
  8. Experience with Not for Profit entities

Submitted applications will be evaluated by ACSZ. The consultancy will be awarded to a team of whose team leader has an advanced degree with a minimum of 10 years’ experience in a field relevant to the assignment. Excellent communication and written skills in English is required and where possible knowledge of local languages and the ability to present data concisely and clearly. Additionally, disclosure of conflict of interest is expected where necessary.

MANAGEMENT AND REPORTING ARRANGEMNETS

The consultant will report directly to ACSZ Board. 

2.8 GENERAL CONDITIONS

The following should be noted by interested consultants:

i. ACSZ will sign a consultant where detailed workplan and payment conditions will be determined.
ii. Tax and insurance: The consultant/s shall be responsible for own tax and insurance during the assignment.

iii. ACSZ reserves the right to negotiate services cost for the consultancy.

iv. ACSZ reserves the right (but is not under obligation to do so) to enter into discussion with one or more bidders in order to obtain clarifications or additional details or negotiate the proposed cost.

HOW TO APPLY

The candidates are invited to submit their CVs, Letter of Interest and financial proposal by e-mail referenced under title “Consultant for Board Assessment” to Chief Executive Officer info@acsz.co.zm, acszshow@gmail.com by 12:00hrs time on or before 10 November 2022. CVs and Letter of Interest should clearly reflect the competencies of the candidate required to complete this task and include proposed amount of working days, estimated cost of services.