83419371 – The consultant is to build the ability of the Moyale Ethiopia and Kenya public administration’s and education service provision offices.

Tasks to be performed by the contractor

The main purpose of this consultancy is to build the ability of the Moyale Ethiopia and Kenya public administration’s and education service provision offices to provide equitable services to mobile populations in a gender-sensitive approach.

The contractor is responsible for providing the following services:

• Undertake a situational analysis of the current education policies (both National and sub national) and implications for Cross Border and Mobile Populations.
• Document the unique gender-specific challenges faced by host and mobile populations including access, adequacy, appropriateness, utilization, and quality of education services in Moyale cross-border area.
• Identify innovative approaches for enhancing education services delivery to cross-border and mobile populations. See the feasibility of mobile schools across the border.
• Identify public service providers’ technical competencies and capacity gaps.
• Develop a systematic capacity building plan that prioritises 2 capacity development needs for public administration officials and educators in the Moyale Cross Border area for elaboration in training manuals.
• Provide actionable recommendations and policy recommendations for addressing identified gaps.
• Develop 2 training manuals for the identified priority capacity development needs
• Conduct tested pilot training measures.
• To gauge satisfaction of cross-border mobile populations and other vulnerable groups including children, young girls and migrant youths in the Moyale Cross Border area.

2.1 Acitivities:

• Desk review: the consultant will collect and review the relevant documents with a focus on education and learning requirements in the cross-border areas for the assignment. Available data at IGAD and GIZ will be provided to the Consultant by sectoral or thematic coordinators.
• Field visits: – the consultant will repeatedly visit Moyale Cross Border area to conduct interviews with key stakeholders. The contractor will also interview national level stakeholders including community leaders, school administrators and border commissions. These visits will serve collection of relevant country document and interview with the relevant government institutions.
• Develop a situation analysis report: Based on findings of the assessment and desk review, the consultant will draft an assessment report which will be discussed and enriched through internal validation by the IGAD technical experts.
• Preparation of capacity development manuals: Manuals that can serve as reference for capacity building/development in the areas of cross border education services shall be prepared. This will be guided by existing policies, strategies and communiqués as well as identified needs, institutional capacities and available resources.
• Regular coordination meetings with GIZ and IGAD staff

**2.**2 Deliverables

1. Inception report that details envisaged methodology and time plan (max 15 pages)
2. Situation Analysis that includes policy framework, analysis of challenges and potential innovative approaches (max 10 pages)
3. Key recommendations for intervention in primary education, including responding to the impact of drought-induced school closure and student dropouts;
4. Capacity Development Interventions consistent with the Djibouti Declaration on education for refugees, IDPs and migrants that identifies and prioritises capacity development needs (max 5 pages)
5. Develop 2 Training Manuals
   1. Develop draft gender sensitive training manuals
   2. Test-Run of trainings: The contractor will test the elaborated trainings with a selected gender balanced participants and incorporate feedback into the manuals used for the pilot trainings.
6. Validation Workshop The consultant will facilitate 2 days workshops that bring together all the different stakeholders from the Moyale border areas of the two countries. the consultant will present the findings/outcome of the field visits and desk review exercise. The contractors will also present the draft capacity building manuals
7. Conduct 2 Pilot trainings The contractor will conduct 2 cross-border trainings that involve the stakeholders from both sides of Moyales. The pilot trainings are the second feedback loop for the development of the final training manual and include a at least 20 participants from each administration.
8. Final Report (max 20 pages) The consultant will incorporate comments and contributions from participants of the validation workshop and develop the final report including the policy options.
9. Final Trainings Manuals The training manuals will include comments from test run and pilot training and will be submitted alongside the reports of the pilot training measure.

2.3 Preparation of final report and manuals:

Milestones, as laid out in the table below, are to be achieved by specified dates during the contract term, and at particular locations:

Milestone

Deadline

Location

Inception report

2 weeks after contract signing

Draft Situation Analysis and Capacity Development Plan

7 weeks after inception report

Draft capacity training manuals

8 weeks after inception report

Test run training manuals

9 weeks after inception report

Draft final report

11 weeks after signing

Validation workshop

11 weeks after signing

Final report and manuals

12 weeks after signing

Pilot Trainings

13 weeks after signing

Period of assignment: From October 1, 2022, until December 31, 2022.

1. Concept

In the bid, the bidder is required to show how the objectives defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision.

Technical-methodological concept

Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 2).

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them.

The bidder is required to present and explain its approach to steering the measures with the project partners and its contribution to the results-based monitoring system.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 2 are to be provided. In particular, the bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 2.

The bidder is required to describe its contribution to knowledge management for the partner and GIZ and promote scaling-up effects (learning and innovation).

Other specific requirements

All GIZ projects and contract are required to demonstrate the “do no harm” approach. Therefore, the positive impact of this undertaking on gender, conflict and context sensitivity, environment and climate should be clearly specified if it is relevant.

Project management of the contractor

The bidder is required to explain its approach for coordination with the GIZ project.

• The contractor is responsible for selecting, preparing, training and steering the experts (international and national, short and long term) assigned to perform the advisory tasks.
• The contractor makes available equipment and supplies (consumables) and assumes the associated operating and administrative costs.
• The contractor manages costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.

The contractor reports regularly to GIZ in accordance with the AVB of the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH from 2018

The bidder is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the bid; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

The bidder is required to describe its backstopping concept. The following services are part of the standard backstopping package, which (like ancillary personnel costs) must be factored into the fee schedules of the staff listed in the bid in accordance with section 5.4 of the AVB:

• Service-delivery control
• Managing adaptations to changing conditions
• Ensuring the flow of information between GIZ and field staff
• Contractor’s responsibility for seconded personnel
• Process-oriented technical-conceptual steering of the consultancy inputs
• Securing the administrative conclusion of the project
• Ensuring compliance with reporting requirements
• Providing specialist support for the on-site team by staff at company headquarters
• Sharing the lessons learned by the contractor and leveraging the value of lessons learned on site

1. Personnel concept

The bidder is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points.

Team leader

Tasks of the team leader

• Overall responsibility for the advisory packages of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
• Regular reporting in accordance with deadlines

Qualifications of the team leader

The task will be awarded to a recognized consulting firm/company/organization which can meet the following criteria:

• Proven experience within the region and understanding of the socio-economic context
• At least 50% of the key experts and preferably the lead consultant comprehends the local language – Borana/Oromo
• Education/training (2.1.1): University qualification Masters or PhD in Management, Public Administration, Educational Science or Pedagogy. Similar social science fields with several years of proven experience in education or similar basic services delivery.
• Language (2.1.2): Good business language skills in English. Oromo/Boran language is an advantage.
• General professional experience (2.1.3): 20 years of professional experience in the education sector, administration, management, or relevant public service sector
• Specific professional experience (2.1.4): 10 years in basic services delivery in education sector.
• Leadership/management experience (2.1.5): 6 years of management/leadership experience as project team leader or manager in a company
• Regional experience (2.1.6): 5 years of experience in projects in local administration areas of the IGAD region, of which 2 years in projects in Ethiopia or Kenya

Expert 1 & 2

Tasks of expert 1 & 2

• Conduct extensive consultation with local administration, line ministries and relevant stakeholders.
• Analysis of existing data on basic services delivery and accessibility. Collate additional data if necessary
• Identify gaps in service delivery, resource allocation/mobilisation, and other major challenges and write up the options to address them
• Prepare capacity development manuals and draft the training schedules

Qualifications of expert 1

• Education/training (2.2.1): University qualification Masters or PhD in Educational science, pedagogy, or similar fields or social science fields with several years of practical work in Education management.
• Language (2.2.2): English and Oromo/Boran
• General professional experience (2.2.3): 15 years in the area of education
• Specific professional experience (2.2.4): 10 years in education related services delivery or related field

Qualifications of expert 2

• Education/training (2.2.1): University qualification Masters or PhD in Public Administration, Planning, Economics, Public finance management or related social science fields
• Language (2.2.2): English and Oromo/Boran
• General professional experience (2.2.3): 15 years in the planning or administration
• Specific professional experience (2.2.4): 10 years in public services delivery or related field

Soft skills of team members

In addition to their specialist qualifications, the following qualifications are required of team members:

• Team skills
• Initiative
• Communication skills
• Sociocultural competence
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

Short-term expert pool with minimum 2, maximum 3 members

Tasks of the short-term expert pool

• • Conduct trainings and other capacity building measures

Qualifications of the short-term expert pool

• Education/training (2.6.1): 2 experts with university qualification (Master) in related fields
• Language (2.6.2): 2 experts with very good language skills in English and Oromo/Boran. Comprehension of other locally spoken languages, like Somali is an added advantage.

The bidder must provide a clear overview of all proposed short-term experts and their individual qualifications.

1. Costing requirements

Assignment of personnel

Team leader: On-site assignment for 16 expert days

Expert 1: Assignment in Moyale Ethiopia/Moyale Kenya 33 expert days Expert 2: Assignment in Moyale Ethiopia/Moyale Kenya 52 expert days

Short-term expert pool: total 16 expert days

Travel

The bidder is required to calculate the travel by the specified experts and the experts it has proposed based on the places of performance stipulated in Chapter 2 and list the expenses separately by daily allowance, accommodation expenses, flight costs and other travel expenses.

Workshops, training

The contractor implements the following workshops/study trips/training courses:

• 1 Stakeholders meeting with 25 participants 1 day
• 3 Trainings in selected/recommended service delivery areas with 20 participants each for 3-4 days

The budget provided by GIZ for implementing these activities amounts to EUR .

Other costs

• Visa costs

Flexible remuneration item

1. Inputs of GIZ or other actors

GIZ and/or IGAD are expected to make the following available:

• 1 Working office in Moyale
• Smooth facilitation with local offices
• Available data collected by GIZ and IGAD

1. Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English language.

The complete bid shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English language.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Please calculate your price bid based exactly on the aforementioned costing requirements. In the contract the contractor has no claim to fully exhaust the days/travel/workshops/ budgets. The number of days/travel/workshops and the budget amount shall be agreed in the contract as ‘up to’ amounts. The specifications for pricing are defined in the price schedule.

1. Option

After the tasks put out to tender have been completed, important elements of these tasks can be continued or extended within the framework of a follow-on assignment. Individual points:

1. Type and scope: Periodical capacity development measures based on the developed materials.
2. Requirements: This option becomes effective only after the manuals are evaluated positively and sufficient positive feedback from IGAD, local administration and pertinent line ministries provide. It is also dependent on availability fund.

The option is exercised in the form of an extension to the contract based on the already offered individual rates.

How to apply

The tender requirement :

1. Requirement and the Content of The Technical and Financial Proposal

Bids are to be submitted using the two-files procedure.

Your Technical and Financial proposal must be prepared in English and saved in two files, technical and financial (PDF format). Price information shall not appear in any part of the technical proposal. The proposal should be sent by email to : [email protected] no later the date and time by 19.09.2022 until 4:30pm.

To secure your financial proposal (pdf and excel file) please set up a password which will be used at a later stage once the evaluation of the technical proposal is completed. The proposers who achieve the technical score will be requested to provide a password.

The maximum size of each email should not exceed 10 MB.

The subject line of the email will include the reference: Cosoft: 83419371

– mention the name of the submitting company.

Content of Technical and Financial Proposal as follows:

Technical Proposal: should be consist of

• Company Profile
• Copy of Company Registration – Legal Documents
• Tax Registration Number

Financial Proposal:

• Price sheet, it has to be signed and stamped by the bidder
• Bank Account Details

1. Technical and Financial Assessment or Evaluation

We will evaluate the bids received in the light of both technical and price considerations (see the attached Technical Assessment Grid of this invitation.

The technical proposals will be evaluated based on the criteria and weighting

The technical and financial proposals are weighted at a ratio of 70:30 respectively. The technical bid will be weighted with 70% and the financial proposal with 30% on the basis of the following formula: (Technical points obtained by Proposer X divided by the best number of points) x 70 % + 30 % x (Lowest price divided by the price of Proposer X).

Technical evaluation of bid x 70% + most economical bid x 30%

Technical evaluation of best bid price of bid

The presentation and interview of implant staff will be part of the technical evaluation criteria.

The overall order of rank is thus established, with the most cost-effective bid at the top.

1. Validity of Proposals

Proposals should be valid for a period of not less than 90 days after proposal opening unless otherwise specified in the Specific Terms and Conditions. Proposers are requested to indicate the validity period of their proposals.

1. General Terms and Conditions for Contract

GIZ General Terms and Conditions for the contract

1. Contract Award / Adjudication of Proposals

The Contract will be awarded to the Proposer/Bidder offering the most responsive evaluated proposal and whose services are commercially and technically acceptable (best overall value).

If you have any further questions in this respect, please send an email to ([email protected]) using the reference Cosoft Number – 83419371 within the period 08.09.2022 – 19.09.2022. The queries will be answered by E-mail, and both queries and answers will be forwarded to all companies involved in the bidding process.

Note: Terms of reference, price offer sheet, General terms and Conditions, and Assessment Grid will be provided upon you request through the following email address: ([email protected])

Thank you.