SayPro Consultancy services for conducting training of advocacy activities at County and Sub- county levels for AGYM in Turkana County”

Solicitation Reference No.

RFP/AICHM/BMZ Consultancy/02.09.2022

Title of Solicitation

“Consultancy services for conducting training of advocacy activities at County and Sub- county levels for AGYM in Turkana County”

Issuing Office & Address

AIC HEALTH MINISTRIES(AICHM)

Website: www.aichm.org

Point of contact for clarifications, questions and amendments

AICHM Inquiry, inquiry@aichm.org

Email Address for submission of Proposals/Quotes

AICHM Procurement Unit,

Procurement@aichm.org

Solicitation Issue Date

2nd September 2022

Deadline for Answering questions

and clarifications

6th September 2022

(Answers will be provided on a rolling basis)

Deadline for Submission of Proposals

12th September 2022 1700Hrs East African Time.

Please include the subject line

“RFP/AICHM/BMZ Consultancy/02.09.2022” on the email subject

Assignment Duration

9 days

Anticipated Award Type

CONSULTANCY AGREEMENT

Submission and Evaluation Criteria

Bidder Must provide the below-listed information

Mandatory Eligibility Requirement

• Must be a registered consulting firm
• Certificate of Incorporation/Registration
• Valid TAX Compliance certificates
• CVs of Key Technical Personnel
• Company Profile
• Three reference letters

Evaluation Criteria

• Adequacy of the proposed methodology and work plan in responding to the Terms of Reference 40%
• Specific experience of the main Consultants (team leader) relevant to the assignment 20%
• Key professional staff qualifications and competence for the assignment 30%
• Organization Capacity and Past Performance of the firm in projects of similar or same scope10%

NB. Only bidders who score above 70% on the technical evaluation will proceed to the financial evaluation

Terms of Reference

Consultancy Service

Title: Gender specialist Consultancy services for training of 50 Adolescent Girls Young Mothers (AGYM) in advocacy skills in Nasonyono, Turkana County.

Geographical Location: Naisonyono, Turkana County.

Organization: AIC- Health Ministries

Themes: Capacity building, Lobby and advocacy

Duration: 9 days.

Target Population: 50 AGYMs and Project Officer

Job years of experience:

Job type: Short-term consultancy.

1. Background & Aim of the consultancy

AIC-Health Ministries (AICHM) is a department of the African Inland Church (AIC) mandated to focus on health & nutrition, Livelihood resilience, and Humanitarian activities. AICHM has been implementing the Resilient Livelihoods Project under Johanniter International Assistance (JIA) since 2010. Currently, AICHM and Johanniter International Assistance are implementing a project called BMZ Nasinyono Livelihood project based in Nasinyono , Turkan West. The direct beneficiaries for this project are the 750 farmers households with 4,500 direct beneficiaries who own and work within the 250 acre farm land while indirect beneficiaries are estimated at 5,500 hence bringing the total to 10000 persons. This project contributes to access to sustainable livelihoods for and strengthening the resilience of, vulnerable rural communities in Nasinyono, Turkana west sub-county in Turkana County. This project improves agricultural practices and production, ensures that households can access agricultural related information and networks, provides skills and resources to agro-pastoralist-constrained households to become resilient to shocks, enable households to supplement their diet with nutritious food and sell excess produce, and ensure that needs of vulnerable groups are addressed in decision-making forums. However, dryland farming has been met with many challenges among them, inadequate adaptation capacities and strategies, limited technical know-how, climate change impacts, low rainfall, high surface evaporation rates, county budget constraints, access to markets and poor infrastructure.

The overall objective of the project is to contribute toward breaking the recurrent cycle of food insecurity in Turkana County. The project has two main thematic areas:

1. Increase in sustainable food production by promoting drought-resistant and environmentally viable crops.
2. Strengthen community resilience by preventing MAMs through improved access to quality and adequate locally produced food and enhance the self-help capacities of the target group to cope with the negative impacts of natural disasters.

To achieve this, the project will be based on two pillars: increasing food production and preventing MAMs with locally grown food. In addition to food production, good governance, i.e. everything related to decision-making processes, the right support from the local structures of the Ministry of Agriculture and the commitment and ownership of the target group, are key to more sustainable production growth. The prevention of MAMs through improved access to adequate locally produced food will strengthen the resilience of the affected population groups to recurrent droughts and floods and enhance the self-help capacities of the target group to cope with the negative impacts of natural disasters. This will help to minimise the periodic food crises that occur. Improved governance in the agricultural sector will further promote and sustainably secure increased food production and MAM prevention by strengthening existing and newly created local systems and structures through improved services, greater transparency and greater accountability. The catalyst for breaking the cycle of food crises in a sustainable way is the strengthening of AGYM through advocacy training, who will drive change through their positive influence on their peers and their role as those who will create the next generations.

1. Objectives of the Training:

The training will seek to address the following objectives:

1. To impart the 50AGYM with lobby and advocacy skills by building advocacy capacity for AGYM and Project Officers to competently handle Policy and Advocacy related to project implementation.
2. To undertake political/policy context, root cause of the issues faced by the communities and solutions
3. To conduct stakeholder analysis and power relations between decision makers and those who influence AGYMs and design strategies for engaging these stakeholders to achieve BMZ Livelihood advocacy objectives at the field level.
4. Develop advocacy strategy and plans for the AGYM to implement and a monitoring framework for their annual reviews
5. Key Deliverables

A training manual with provision of technical support for the AGYM and Project in their engagements with County Governments and other partners, networks and coalitions across Turkana county.

Deliverables are the outputs from the training: e.g. training reports, advocacy strategy, tools, etc.

Responsibilities of the consultant:

• Train the AGYM to work with, county department heads/ Managers and field staff to empower, mobilize, and support them in holding their leaders accountable.
• Plan for and build advocacy capacity for field staff to competently handle Policy and Advocacy related project implementation
• Trainer should ensure that a regular and need based technical training is offered to the field staff in the implementation of advocacy activities and interventions.
• Provide technical support to AGYM to develop, maintain and utilize County level external engagement register.
• Providing technical support to the AGYMs and project officers to utilize annual County level engagement plans.
• Providing technical training to AGYMs in engagements in the County policy and law making processes.
• Provide technical training to AGYMs and Project Officers in engagements in the County planning and budgeting processes.
• Provide technical support to AGYMs and Project Officers in undertaking the county government Budget Analysis.
• Train the AGYMs on close and continuously monitoring of the political and policy context around an issue, and the key stakeholders involved, to identify opportunities for engagement and to adjust strategy to changing circumstances.
• Train the AGYM how to plan, prepare for and attend meetings with government service providers, government officials and bureaucrats, the media, academia – or any stakeholder who could have an influence on a decision – and represent positions and support.
• Assist in the development and support implementation of effective advocacy, design M&E and reporting of local advocacy impact on BMZ Livelihood project present and past the timeline of implementation.
• Ensure that an advocacy implementation and monitoring plan is in place to ensure delivery of the advocacy components.
• Assist in development and utilization of advocacy monitoring plan and tools
• How to develop periodic say quarterly advocacy reports
• Train the Project officers to organize and conduct quarterly advocacy reflections and learning forums
• Train the Project officer on how to develop the Annual Advocacy Strategic Measure reports for the project.
• Train the AGYMs on the regular review and analysis of data and information from the community and generate evidence for advocacy.
• Package evidence for advocacy in the form of engagement briefs, policy briefs, position papers, media briefs targeted at different stakeholders pertinent to the project.
• Link the utilization of evidence from the communities to Sub-county level, County level and national level advocacy.
• To teach the AGYM how to ensure that feedback is provided to community level actors on how the evidence from their communities is being utilized to inform decision making at various levels of governance.
• Train AGYM for 5 days, project officer for 2 days and year 2022 and 2023 follow up for 1 day each

Training report with the observations made within the training period, the content (in both pdf and MS Word formats and pictures in JPEG format.) will be required at the end of this training.

1. Scope of Work & Expected Output

The consultant is expected to have expertise in Gender studies, public administration, lobby and advocacy, policy making, SBCC, training community members with rationale on the following: public participatory processes, public planning, county governments annual budget, analysis of government and county budget process, engagements and collaboration with government departments, community based self-help groups & SACCOs, coaching and mentorship capacities, be able to work independently and be self-motivated.

The consultant will work closely with AICHM Head of Programs in Nairobi and AICHM staff in Kakuma office. The target beneficiary community are in Nasinyono, Turkana West where the training activities will be undertaken for 7 days (5 days for AGYM, 2 days for project staff) and 2 follow up visits for years 2 & 3 of the project.

The Consultant will be accountable for the following deliverables:

• An Inception Report: The consultant will prepare the inception report before deployment to detail the consultant’s understanding of what is being reviewed and why, as well as proposed methods, tools, sources of data and procedures intended to address the key tasks outlined above. The inception report will also include a proposed training timetable, a Design training curriculum, Develop a 5-day training manual with a clear outline of activities and methods. The inception report shall not exceed 3 pages (without cover page).
• Conduct the actual training for 50 AGYMs for 5 days.
• Train project staff for 2 days
• A Draft Report: A draft report should be presented to AICHM-JIA in Kenya within the agreed timeframe, Capturing the report of the process, a training report of day-to-day deliberation (capturing the voices) and a clear action plan. Providing high-quality photos of the process.

A PowerPoint presentation should be included with key findings and recommendations. The draft report should not exceed 30 pages (target 20 pages).

• A Final Report: The consultant will deliver a final training report to AICHM within the stipulated timelines, considering feedback received on the draft report. The final report should also consider the indicators as per the baseline for the project which will be monitored in the mid-term review phase. The consultant should submit both soft and coloured hard copies of the report.
• The 2 future follow up meetings for assessment on the project beneficiaries based on mentorship and coaching by the consultant in Nasinyono.

1. Methodology:

The consultant will be expected to employ participatory approaches appropriate to adolescent and adult learners.

1. Duration and Timeline :

The consultant is expected to execute all the activities according to the schedule below. The timelines may be adjusted slightly when/if necessary.

Task

Number of Days

Outputs/remarks

Training sessions of the AGYM

Training the project officer

5

2

Training

Training

Follow up meetings as later in 2022 and early 2023

2

Follow up assessments

The total number of days:9

1. Qualifications required:

• Must have a minimum of a Bachelor’s degree, Social Sciences, Gender, Development Studies, Political Science, Public Administration, Law or related discipline from a recognized University.
• Minimum of 6 years of experience in gender, SBCC, administration, policy making, advocacy and community engagement with a strong focus on AGYMs Experience in the utilizations of various Social Accountability Approaches and Tools.
• Experience in engagements in the policy and legislative processes.
• Experience in engagements in Public Planning and Governments Annual Budget Process
• Experience in undertaking Review and Analysis of Government Budgets
• Experience in engagements and collaboration with Government Departments, Community Based Organizations, Faith Based Organizations and other Civil Society Organizations
• They have strong communication, representation, negotiation and consultation skills.
• Excellent ability to write and articulate issues in a concise language
• Ability to work in remote and harsh climatic conditions.
• Very good spoken and written Kiswahili and English languages
• Availability to fulfil the role and tasks within the stipulated timeframe
• Knowledge in working in donor funded programs
• High professional ethics and integrity

1. Management of the study:

AICHM shall prepare a contract, which the consultant shall sign to commit himself/herself; the consultant shall be answerable to the AICHM-Head of Programs team in Nairobi and AICHM team in Kakuma.

In collaboration with AICHM, the consultant shall facilitate the organization of the work related to the assessment during this exercise.

The consultant shall be entirely responsible for the execution of the work plan, training manual, report generation and submission. The consultant should be available for 2 future follow up mentorship and coaching sessions with the beneficiaries in Nasinyono. This is to be included in the consultant’s bid.

AICHM will be responsible for his/her logistical arrangements related to the training (travel, accommodation, flights, taxis and translators’ fees).

The consultant remains the overall responsibility for the operational and administrative management of the study in the field. The consultant shall maintain confidentiality and abide by the consent offered by beneficiaries to be trained and AICHM staff.

• IX. Documents available upon request
• Project proposal document.
• X. Budget:

The consultant will need to prepare a budget that includes professional fees and reimbursable costs for logistics and travels and all applicable taxes.

1. Payment term

Deliverables

Completion dates

Amount payable

Inception report including a preliminary outline of the final report

After the signing of the contract

20%

Conduct training sessions with AGYM and project officer

upon submission of the draft report of the training and after presenting the findings to a panel of experts

50%

Final training reports approved

upon submission of the final report both soft copy and 2 hard copies colored printed.

30%

Follow up visits in the years 2022 and 2023

December, 2022

February, 2023

Will be agreed upon with the consultant

1. Criteria for selection of Consultant
   1. Technical Proposal

The consultant shall be selected on the basis of their proven experience, qualifications and ability to deliver a quality product in a timely and efficient manner. The ratio between the technical and financial criteria established will be 70/30 (technical/price), given the importance of the technical aspects of this assignment. The technical evaluation criteria for the technical rating will be as follows.

Evaluation

Criteria

Sub criteria/Description

Evaluation

Score

Technical Approach

A description of the approach and plan of execution which the consultant proposes to perform the assignment, Proposed methodology for the study demonstrating an understanding of the assignment expectation and work plan in responding to the Terms of Reference

40%

Key Personnel

Team Leader

1. Must have a minimum of a Bachelor’s degree, Social Sciences, Gender, Development Studies, Political Science, Public Administration, Law or related discipline from a recognized University.
2. Minimum of 6 years of experience in gender, SBCC, administration, policy making, advocacy and community engagement with a strong focus on AGYMs Experience in the utilizations of various Social Accountability Approaches and Tools.
3. Experience in engagements in the policy and legislative processes.
4. Experience in engagements in Public Planning and Governments Annual Budget Process
5. Experience in undertaking Review and Analysis of Government Budgets
6. Experience in engagements and collaboration with Government Departments, Community Based Organizations, Faith Based Organizations and other Civil Society Organizations
7. They have strong communication, representation, negotiation and consultation skills.
8. Excellent ability to write and articulate issues in a concise language
9. Ability to work in remote and harsh climatic conditions.
10. Very good spoken and written Kiswahili and English languages
11. Availability to fulfil the role and tasks within the stipulated timeframe
12. Knowledge in working in donor funded programs
13. High professional ethics and integrity
14. Knowledge of local language, culture and experience in working in Turkana/Kakuma is desirable.
15. Availability to fulfil the role and tasks within the stipulated timeframe.

Curriculum vitae and certificates must be attached

20%

Additional relevant experts

The proposed team members to be deployed for the assignment, the tasks

which are proposed to be assigned to each team member, and the allocation of time.

• Qualifications and experience of team members in carrying out the similar experience;

Curriculum vitae and certificates for proposed key staff must be attached

30%

Organization Capacity and Past Performance of the Firm

Highlight firm’s capacity and provide at least three reference letters of similar assignments conducted in the last five years of similar scope. (Provide the client name; Address of Client; Email address and work phone of client contact person; summary of assignment; value of assignment; period of the assignments)

10%

1. Financial Proposal

The financial proposal should be in Kenya shillings and not any other currency.

1. 1. 1. Professional fees chargeable –amount they expect to be paid per day.
      2. Breakdown of the fees and disbursements (including the logistics.)
      3. All applicable taxes (VAT and withholding taxes quoted)

The financial proposal should be in Kenyan currency and not any other currency

1. ROLES AND RESPONSIBILITIES
2. The AICHM Role and responsibilities:
3. 1. 1. AICHM will facilitate the beneficiary training costs including logistics and refreshments.
      2. AICHM will facilitate the translator costs including logistics and refreshments.
      3. Prepare and effect payment for the consultant upon completion of the assignment
      4. Facilitate Transport from Kakuma Town to Nasinyono and back
4. The Consultants Role and Responsibilities:

The Consultant will be primarily responsible to:

1. Develop/design training materials and manuals
2. Conduct trainings to the beneficiaries and staffs
3. Facilitate their own travel arrangements, logistics and accommodation to and from the field.
4. Ethical considerations

The formative research and a barrier analysis should be conducted following the principles outlined in the United Nations Evaluation Group (UNEG) evaluation standards and ‘Ethical Guidelines for research’. The consultant must address evaluation ethics and enact safeguards to protect the rights and confidentiality of information providers, provisions to store and maintain the security of collected information and protocols to ensure anonymity and confidentiality. The consultant will remain impartial and will not act as a representative of any party throughout the evaluation process. To ensure that the key ethical principles for the conduct of research involving human subjects are followed, each potential respondent will be given full information about the research including the purpose and potential benefits of the research, their rights, and how the information collected will be used. They will also be informed that all data will be kept confidential, being only accessible by members of the assessment team. Verbal consent is required from all adults who agree to participate. Participants under the age of 18 will require signed consent from a parent/guardian. All participants will be informed of their right to discontinue their participation at any point and an approach for ensuring confidentiality will be described.

1. Supervision

AICHM head of programs will be the key contact point for the overall deliverables.

1. Assignment duration

This assignment is expected to be completed within 9 days broken down as (7 training days and 2 separate future follow up meetings in the field). The consultant/s are required to submit a detailed work plan, proposed human resources, time frame, schedule of activities in the technical proposal, and budget breakdown in Kenya shillings inclusive of all applicable taxes in the financial proposal.

1. Rights to copyright

The produced materials shall be the absolute property of AICHM and ownership shall automatically vest in AICHM so all the copyright will be with AICHM. Materials collected during the field trip cannot be used by any other parties other than AICHM. The consultant irrevocably and unconditionally waives in favour of AICHM any moral rights that may exist in any of the works or materials, provided that AICHM uses all reasonable endeavours to ensure that the consultant (photographer is credited in all appropriate uses of a photograph provided as part of the service, provided that AICHM shall

How to apply

Interested consultants to submit their technical and financial proposals demonstrating their ability to deliver on this assignment based on their qualifications and experience. Detailed proposals should be emailed to procurement@aichm.org citing ‘RFP/AICHM/BMZ Consultancy/02.09.2022; on the subject line of the email. on or before 12th September 2022 1700Hrs East African Time.No applications shall be accepted after this deadline. Incomplete applications will not be considered. The proposal must be provided in the English Language. The budget should be in Kenya shillings and not any other currency

Disclaimer

AICHM reserves the right to determine the structure of the process, the number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.