Terms of Reference (ToR) for Consultancy on SIDA HPA Partner s Fundraising Capacity Building and proposal development

Transcription

1 Terms of Reference (ToR) for Consultancy on SIDA HPA Partner s Fundraising Capacity Building and proposal development The Terms of Reference for Humanitarian partners fundraising capacity and proposal development exercise is to engage a consultant /firm to support the Oxfam SIDA HPA Partners in preparing their humanitarian fundraising strategies on the concept of Linking Relief to Recovery, Rehabilitation and Development (LRRD). This will be achieved by getting support from the personnel of the Saving lives now and in future Programme, Fund raising team of Oxfam, Senior Management of Oxfam in Pakistan, representatives of humanitarian Partners of Oxfam, and relevant Stakeholders; to develop a fund raising strategies and proposals for humanitarian partners/selected themes/ programs in Pakistan. Below are the details of the TOR s 1 Project Background 1.1 Background and rationale 2.1 Objective and scope 2.2 Scope in detail 2.3 Deliverables 3.1 Planning [and Budget] 3. Purchase procedure 4. Administrative criteria 4.1 Deadlines 5. Total price 6. Award criteria 7. Assessment of the Prices 8. Selection and assessment 9. Disclaimers

2 1. Project Background 1.1 Background and rationale The SIDA WASH Partner Capacity Building project aims to build sustainable local capacity in the emergency-affected regions of the country in order to deliver appropriate high quality WASH and contributes to build on Oxfam s global WASH expertise and contribution to the WASH sector by addressing the low level of skilled WASH capacity in vulnerable countries to respond to small or medium scale emergencies without high levels of support from international agencies. Selected local partners will be supported so that they have sufficient technical capacity to deliver better-quality humanitarian WASH responses in small- medium scale emergencies. 0. Fundraising: One of the challenges the local NGOs currently face is lack of direct access to Humanitarian Fund from the major donors. Due to strict funding conditions imposed by Government of Pakistan local NGOs should be preferred for direct funding by the donors but major donors like ECHO and UN OCHA are reluctant to fund local NGOs due to their weak capacity and poor accountability mechanisms. Partners main funding sources are therefore Embassies, INGOs through sub granting, individual donors and foundations who have special interest areas. Access to Humanitarian funds from the INGOs are limited to Woredas where the local NGO s are operational, regardless of their capacities to expand and able to respond. 1. To that effect, IO needs to identify one or two consultants / firms to provide short term technical support in Pakistan for a period of two months Jan 2017 to Feb The consultant will closely work with the SIDA Project Manager, Oxfam Funding Coordinator and the local partners. 2.1 Objective and scope The objective of the consultancy is to support Oxfam local partners in Pakistan in two main areas of work: Fundraising: o Conduct humanitarian donors mapping and identify potential Donors, new calls in country and internationally.

3 o o o Design a fundraising strategy adjusted to the needs and capacity of each partner and best fit to variable funding situations in Pakistan. Build local organizations capacity accordingly. Link partners with potential donors, international organizations and networks and support partners with getting registered on OCHA GMS system Project proposal development: o Writing successful project proposals to be submitted to donors o Build local partners capacities on writing proposal, budgeting, 2.2 Scope in detail: This consultancy will last for Three months (December January 2017), starting as soon as possible. The consultant will be based in Islamabad, with some travel to the field areas when required. A more detailed working plan will be developed when the person is employed but some of the main activities to be conducted during this consultancy are: Link partners with potential donors, international organizations and networks o Together with the SIDA project manager and Oxfam funding coordinator, identify potential donors, international organizations, networks and other strategic stakeholders or spaces at national and international levels that can bring humanitarian funding opportunities for these local partners in the long or short term Build local partners capacities on writing proposal and fundraising o Conduct funding capacity assessment of local partners. o Using the appropriate methodology (on the job training, trainings, etc.) build the capacities of these partners on how to identify funding opportunities and write successful proposals Writing successful project proposals to be submitted to donors o Together with the local partners and the program team, write 3 project proposals or Concept Notes to be submitted to donors: 1. WASH: Improving key sanitation and Public Health promotion approaches and practices in pastoral areas Improving access to clean water for pastoral and agro pastoral areas WASH Drought emergency response and recovery in Drought affects areas 2. Education :

4 Education in Emergency: Building alternative schools, temporary learning space for Selected Region TDPs, Improving access to primary education in pastoral and agro pastoral drought affected areas of Selected region Education to promote peace, prosperity and stability 3. Food Security and Livelihood Improving access to feed and fodder for drought affected pastoralist and agro pastoralists in Selected region Access to livestock health service in drought affected areas Improving food security for food insecure communities residing in river sides. Identify potential new calls or funding sources in country and internationally o Conduct donors mapping and identify potential new calls in country and internationally o Design a fundraising strategy for each local partner o Think strategically about other sources of funding for these projects/partners o Brief local partners on call requirements and provide technical support Desk Review (Current situation on National and International Levels regarding work on Humanitarian Capacity building and preparedness work in Pakistan) Consultation with representatives of the National Humanitarian network in Pakistan on the thematic areas, for instance; Humanitarian Capacity initiative, Localization of AID, liking NHN efforts with the selected partner fundraising strategy etc Consultation with the Representatives of the Oxfam Humanitarian, funding and Senior management team Consultation with the Representatives of the Local humanitarian partners Consultation with UCHA, Govt: Disaster management agencies Consultation with the representatives of National Level Govt. Institutes, with whom Oxfam collaborates, for instance the Young Parliamentarian Forum, the BISP, Pakistan Institute for Parliamentary Services etc. Field work with each 5 partners Consultation with relevant members of the Bureaucracy Study of the funding environment and Potential Donors, and suggesting potential areas of interventions for the Programme Field Work in at least 2 districts of Gender Justice Intervention areas, to conduct FGDs with current beneficiaries, and interviews with local level Line Departments. Sample size and areas can be discussed during the planning phase. Potential Candidates are expected to propose tentative plans based on sample size as per their understanding. Field Work will be carried out in the 2 nd week of December, Full-Fledge Fund raising and proposal development work shop with all partners

5 2.3 Deliverables 1. Funding Capacity assessment of each partner 2. Identification/mapping of donors, NGOs and networks in the country 3. Identification/mapping of new potential calls for project proposals 4. Project proposals to be submitted to existing identified calls 5. If not, producing of potential shelf proposals that can be applied when there is call 6. Develop a fundraising strategy for each partner 7. Training/capacity building activities on proposal development and fundraising conducted for 3 local partners 8. A comprehensive report on key deliverables with input from Oxfam /partner on the final draft by the end of the assignment Timeline: 2 months from the award of contract (Non extendable) Please note that the Arrangements and Logistics for the Workshops will be responsibility of Oxfam. The Consultant is only expected to Conduct Workshops. 2. Preliminary Planning [and Budget] Objective Deliverables Time period [% payment] Signing Of Contract 30% DELIVERABLE days Link partners with potential donors, international organizations and networks DELIVERABLE 2 Build local partners capacities on writing proposal and fundraising DELIVERABLE 3 Writing successful project proposals to be submitted to donors main theme (WaSH, Food Security, Education) Identify potential new calls or funding sources days days 50%

6 in country and internationally DELIVERABLE days 20% 1 Full-Fledge Fund raising and proposal development work shop with all partners Training/capacity building activities on proposal development and fundraising conducted for 3 local partners A comprehensive report on key deliverables with input from Oxfam /partner on the final draft by the end of the assignment Remuneration is based on submission of final deliverables as mentioned in the preliminary planning. No payment will be made in advance. 2.1 Purchase procedure This procurement procedure is organized to contract Saving lives now and in future Programme. These potential candidates are encouraged to make a quotation based in the administrative criteria, selection criteria and the award criteria mentioned below. These quotations are assessed on their compliance, quality and price. All award criteria will be taken into consideration however quality will be the key guidance factor in selection. Oxfam Novib withholds the right to conduct interviews with one or more potential suppliers before an award decision is made. Purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential suppliers and their teams. 3. Administrative criteria 4.1 Deadlines A) Any questions, remarks or requests for clarification can be sent to queriessavinglives@gmail.com Before _ :30 hours. B) The questions will be answered to all applicants no later than _ :30 hours. C) Quotations should reach Oxfam Novib no later than :30 hours.

7 4.2 Contents of quotation The following should be included in applications: 1 [At least two relevant reference assignment previously performed by the supplier that are comparable in content, time and money.] 2 [Copy of the NTN] 3 [Information about the financial stability of the company] 4 [An approach paper, including a time planning based on this ToR] 5 Total price. Accompanied with a cost break down in days or hours spend and the related fee. Quotations should be submitted by in Hard Copy bearing subject Line: Humanitarian Fund raising and proposal development for local partners by courier or hand, to HR Oxfam Novib Plot # 2, Street 11-A, Idrees Market, Sector F-10/2, Islamabad, Pakistan. 6 Award criteria The evaluation of the quotations will be based on the best value for money criterion with Quality being the deciding factor. [Assessment of the approach paper] The assessment of the approach paper will be based on the following criteria. The best fitting approach paper for the assignment will be given the most points. Understanding of the assignment Realistic time planning, given the assignment Innovative Methodology Smart & Crisp strategy document outline Thematic expertise in Humanitarian funding and proposal development, Relevant past experience 7 Assessment of the Prices The contractor will have to make provisions for covering all costs associated with the assignment. This includes, but is not limited to, the following: 1 [Research, instrument development, data collection and analysis, report writing and editing costs.] 2 [Secretarial/office-related costs which may include communications (phone, fax, telecommunications, mail, photocopying, courier etc), report production and secretarial services. No office, secretarial or communication facilities will be provided by Oxfam Novib or partner NGOs.] 3 [The consultant will be in charge of the secretarial and logistic arrangements for all consultations with stakeholders.] Travelling and Accommodation expenses for Field Work shall be part of the Bid Budget and may be negotiated based on the locality of Field Areas.

8 Remuneration is based on submission of final deliverables as mentioned in chapter Selection and assessment The assessment of the quotations will start with an assessment of the administrative criteria, mentioned in chapter 3.2. These criteria are all Knock-out criteria. That means that if these criteria aren t met in your quotation, this quotation will be put aside and the award criteria of this quotation will not be assessed. The quotations that meet the administrative criteria will be assessed against the award criteria. The award criteria are assessed according to the following distribution of points. Criteria Administrative criteria Quotation received within deadline [At least two relevant reference assignment previously performed by the supplier that are comparable in content, time and money.] [Copy of the NTN] [Information about the financial stability of the company] [An approach paper, including a time planning based on this ToR] [Within budget] Award criteria Technical criteria Knock out (KO) / Max. Point (Attached herewith) KO KO KO KO KO KO Approach paper and understanding 40 out of 100 Previous Experience 30 out of 100 Price 30 out of 100 [Only quotations with combined scores of at least 50 points for the award criteria qualify for the final evaluation.] [Interviews will be organized with the [two/three] consultants with the highest scoring quotations on. Purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of proposed consultants and their competencies. After the interviews the total points scored on the award criteria can be reassessed.] 9. Disclaimers Oxfam Novib may require the supplier to clarify its quotation and/or provide supporting documentation. However the supplier may not modify its quotation after the deadline for submission of quotations

9 Oxfam Novib reserves the right to stop the purchase procedure completely or partly, temporarily or permanently until the moment of contract signing. In these situations suppliers are not entitled to reimbursement of any costs or damages incurred in connection with this purchase procedure. Quotations should be valid for at least three months after the deadline for handing in quotations mentioned in chapter 3.1.1, third bullet. Oxfam Novib cannot be charged in any way for costs related to preparation and submission of a quotation. This can also include interviews and/or providing further information about the quotation. The risk of any costs and/or damages which may arise by not awarding this contract to a supplier lay solely with the supplier. Oxfam Novib cannot be held responsible for any such costs or damages. By submitting a quotation the Supplier agrees all the terms and conditions specified in this procedure and the provisions of the contract template. The quotation will not contain any reservation(s) to these terms and conditions. A quotation with one or more reservations can be excluded from the procedure.

10 ADMINISTRATIVE COMPLIANCE GRID Contract title: Consultancy on SIDA HPA Partner s Fundraising Capacity Building and proposal development Reference : # Tenderer's name Date and time of delivery Within deadli ne Referen ces OK? Similar work experie nce Financ ially stable? Workp lan includ ed An appro ach paper, includi ng a time planni ng based on this ToR With in budg et Overall decision? 1 dd/mm/yyyy, hh:mm Accept / Reject Notes 2 dd/mm/yyyy, hh:mm Accept / Reject Notes 3 dd/mm/yyyy, hh:mm Accept / Reject Notes 4 dd/mm/yyyy, hh:mm Accept / Reject

11 # Tenderer's name Date and time of delivery Within deadli ne Referen ces OK? Similar work experie nce Financ ially stable? Workp lan includ ed An appro ach paper, includi ng a time planni ng based on this ToR With in budg et Overall decision? Notes 5 dd/mm/yyyy, hh:mm Accept / Reject Notes 6 dd/mm/yyyy, hh:mm Accept / Reject Notes Evaluation committee member Function Signature Date

12 EVALUATION GRID To be completed for each tender by each evaluator Maximum Initial assessment Revised assessment (after interviews) Evaluation Workplan Technical Criteria Rationale, Approach, ToR underdanding Methodology, Previous Simliar expereicnce, Client satisfcation 40 out of out of 100 Activity/time/budget 30 out of 100 [Etc.] Total score for Evaluation Workplan XX Proposed evaluation consultant General professional experience Specific professional experience [Etc.] XX XX XX Total score for Key experts XX Overall total score

13 Strengths Weaknesses Evaluation performed by: Name Signature Date

14 INSTRUCTIONS TO EVALUATORS Each evaluator must make an initial assessment of the technical offers and award scores on each subcriterion according to his/her assessment. Each evaluator should be able to justify his/her assessment and scores in a meeting of the Evaluation Committee. The justifications must relate to the description of the project needs in the terms of reference and, for the key experts, to the profile descriptions included in it. Evaluators must therefore make comments in the strengths and weaknesses boxes. The assessments made will be discussed in the evaluation meeting(s) and each evaluator may make adjustments to the initial assessments after this discussion. If interviews are held, each evaluator may revise his/her assessment of individual key experts on the basis of these. Any adjustments or revised score must be justified and recorded in the evaluation report. [Note that only tenders with average scores of at least XX points qualify for the financial evaluation.]