Community outreach activities include, but are not limited to:

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1 North Sudan Disarmament, Demobilization and Reintegration Programme (NSDDRP) Call for Proposals (CFP/DDR/11/03) Implementation of Community Outreach Project Darfur Date: 13 th Feb 2011 BACKGROUND AND OBJECTIVES A. Background Following the signing of the Darfur Peace Agreement (DPA) on 5 May 2006, a presidential decree mandated the North Sudan DDR Commission (NSDDRC) to operate a DDR Programme in Darfur as part of the Darfur securities arrangements commission (DSAC) and the Darfur interim authorities (DIA). Accordingly, the NSDDRC is to be the technical and implementation body for DDR in Darfur, supported with technical assistance by the United Nations and the international community. To support this process, the NSDDRC and the UNDP designed a Preparatory Support Project for DDR in Darfur, which aims to provide the NSDDRC with technical and planning assistance to develop its implementation capacity, thus laying the foundations for preparatory aspects of DDR in Darfur. One of the key components of the Preparatory Support Project is to raise awareness of key actors at regional, state and community level, together with representatives of the factions involved in the conflict, on the DDR processes, methodology and mechanisms, and understand if and how they are looking forward to a DDR process. Alongside these preparatory activities, community security and CSAC pilot projects are being initiated as a means of rolling CSAC out to the three Darfur states and as a tool to build confidence in DDR and the peace process amongst receiving communities. DDR in Sudan is designed to enhance short-term security through capitalizing on peace dividends through reintegrating individual ex-combatants (XCs) and special needs groups (SNGs), while also contributing to longer-term peace and stability through affecting the rightsizing of armed forces and groups. Doing so will positively impact security in a three pronged approach by increasing trust and confidence between the formerly opposing forces, facilitating conditions for domestic security, as well as directly addressing XCs and SNGs as a human security threat. To date, two DDR/CSAC sensitization workshops have been held in Darfur: one in El-Fasher (July 2-4, 2010) and one in Nyala (December 6-8, 2010). A third workshop is planned in West Darfur in late February These workshops are organized by the NSSDRC in collaboration with UNDP and UNAMID and bring together state stakeholders and community leaders, including women. They aim to further the understanding of local authorities and community leaders of the DDR process in general and to raise their awareness on issues related to community security and small arms control. One of the main outcomes of the past two workshops is that there is a need for communitybased consultations and sensitization at the community level in order for DDR to succeed in Darfur. Also, given the complex situation in the region, DDR should be linked to other community security and arms control efforts. As such, it has been recognized by the NSDDRC and the UNDP that more needs to be done to ensure wide spread sensitization and 1

2 support for the DDR process and wider community security related issues. There is also a need to give communities the opportunity to provide feedback on actual and perceived security threats, and provide suggestions as to what a future DDR programme should look like. Against this background, the NSDDRC is implementing an intensified public outreach campaign in Darfur ahead of the full implementation of the DDR programme. A. Objectives The objective of the NSDDRC is to contribute to government s efforts in restoring peace and security in the country through the social and economic reintegration of ex-combatants, and by assisting to create conducive environments required for long-term peace and stability. This call for proposals is aimed at identifying an Organization who will facilitate the implementation of the soft component in Darfur, particularly the community and cultural outreach activities. Community Outreach activities target both community leaders (through specific sensitization workshops) as well as the wider community. Community leaders workshops are organized in a more centralized way by the NSDDRC with support from the UNDP and UNAMID and aim to sensitize Darfur community leaders on DDR and CSAC issues and focus also on their roles and responsibilities for relaying the information to their constituencies, their respective communities. Community and cultural outreach to the wider community reaches out to the communities and travels to the different localities in three states of Darfur (North, South and West) and uses methods based on illustrations, audio-visual materials, theatrical performances, sporting and recreational events, as well as local folklore. Among other activities, this strategy, aimed primarily at the rural population, requires community outreach workers, who are trained as facilitators, to initiate a two-way dialogue with the audience around the audio-visual material, invite exchange of ideas, and answer questions. The Community and cultural outreach component aims to deepen understanding of the DDR and CSAC programmes across the region, promote peaceful co-existence between receiving communities and ex-combatants, and enhance community security. It also aims to gather information about community perceptions of DDR, CSAC, and pressing security concerns, and assess the information levels and needs of community leaders and community members on DDR and CSAC-related issues. Community outreach activities include, but are not limited to: 1. Community Mobilization Events (CMEs): CMEs are meetings designed to gain the support of the influential members of the community, such as leaders (community leaders, elders, tribal leaders), professional associations (teachers, doctors), NGOs, to disseminate messages to their communities. 2. Face-to-Face activities (F-2-F): It is the responsibility of the Public Outreach teams to organize F-2-F meetings directly following the CMEs. Public Outreach Teams gather 2

3 groups of people and present illustrative materials explaining the DDR process and related community security issues. The teams, once deployed to the localities will mainly do Face-to-Face activities, Briefings/ Presentations. 3. Outreach events/activities: these activities foster dialogue and engagement of community members through for example sporting and recreational events. 4. Theatrical and musical performances: Performances should address issues related to DDR and CSAC, including reintegration of XCs, roles of communities in facilitating social reintegration, issues related to women and children associated with armed forces, sexual and gender-based violence (SGBV), conflict resolution, peace and development, etc. 5. Briefings: Briefings are spontaneous gatherings provoked by the presentation and distribution of material by public outreach teams at reintegration centres, markets, mosques, schoolyards, health clinics etc. 6. Materials Distribution: Public and Community Outreach teams are also responsible for the distribution of printed materials such as posters, leaflets, stickers, brochures, and banners. This could include audio-visual materials such as radio PSAs and programmes. Materials developed by the NSDDRC and UNDP will be made available to the organization. Any new materials the organization wishes to produce should be approved by the NSDDRC and UNDP before production and distribution. Materials should then be taken by the Outreach teams to put them up around towns/villages and/or distribute them directly to the people attending the presentations. The NSDDRC and UNDP-DDR are looking for a NON GOVERNMENTAL OR CIVIL SOCIETY ORGANIZATION (hereafter referred to as ORGANIZATION) 1 to implement community outreach activities in North, South and West Darfur. SCOPE OF WORK, DELIVERABLES, TIME FRAME, AND MINIMUM REQUIREMENTS OF INSTITUTION A. Scope of Work UNDP is seeking the services of an ORGANIZATION to work closely with the NSDDRC and the UNDP DDR in the implementation of the under mentioned activities simultaneously across the three Darfur states, more specifically in the North, South and West. Proposals are being sought from ORGANIZATIONS capable of implementing Community and cultural outreach to community leaders and the wider community in Darfur through awareness raising and sensitization activities, including but not limited to the following activities: 1) Assess the information levels and needs of community leaders and community members in DDR and Community Security related issues. 2) Development of gender-responsive information briefing sessions tailored to local needs with help and input from NSDDRC and UNDP DDR specialists. 3) Development and distribution of outreach print and/or audio-visual materials (such as posters, leaflets, banners, cartoons, flipcharts, radio PSAs or programmes, etc) to be used during outreach activities. All messages and materials should be approved 1 Organizations must be registered to operate in Sudan 3

4 by NSDDRC and UNDP before final production. 4) Training, recruitment and deployment of three Community Outreach teams who: a. Will organize and deliver a large number of CMEs, F-2-F meetings and information briefing sessions for various audiences across the various localities across Darfur as indicated by NSDDRC and UNDP DDR with the aims being: to sensitize local communities and traditional leaders on the DDR programme; raise awareness and sensitize local communities and leaders on community security and arms control related issues; and gather information on localised community security needs in order to assist with future programming. b. Distribute Public information and outreach materials during sensitization and other outreach events in the various pre-identified localities within Darfur. c. Organize a number of outreach events that specifically target youth, including ex-combatants, to engage in recreational activities and sports like activities. d. Organize activities that bring together female community members to discuss DDR and community security related issues (for example Women Tea parties ). e. Create and produce theatrical and musical performances that will complement the activities of the community outreach workers. The outreach workers should involve, where possible, community members or groups as actors and performers. These performances should address issues related to DDR and CSAC, including reintegration of XCs, roles of communities in facilitating social reintegration, issues related to women and children associated with armed forces, sexual and gender-based violence (SGBV), conflict resolution, peace and development, etc. f. All scripts should be approved by the NSDDRC and UNDP. For the scope of this proposal, it is anticipated that there will be three teams of 2 public outreach workers (male and female) each who will organize at least 1 to 2 briefing sessions or outreach activities per day during a 5 day week for a period of 2 months (8 weeks). When recruiting outreach workers, the organization should be mindful of cultural sensitivities and ensure that local communities will accept the outreach workers. The organization should also explain how it intends to recruit, train and work with local actors and performers which may include Hakamas to work with the outreach workers to deliver cultural outreach performances. Each information session should include at least between 15 to 20 participants depending on the target audience and location of the briefing session and the security situation of the area. Theatrical performances and cultural outreach events should gather larger crowds, and at least 100 participants. The NSDDRC, in collaboration with the UNDP, has already identified a number of localities in each state where the organization is expected to carry out community outreach activities. The selection of these localities was based on a number of criteria, and preference was given to localities that are planned sites for DDR and/or that have recently suffered from 4

5 tribal conflict. Due consideration was also given to the availability of road and/or air transport to these localities. Accordingly, the suggested communities are the following: North Darfur South Darfur West Darfur El Fasher (Including Nyala El Geneina Sreif and Golo as CSAC sites which fall within El Fasher locality) Kabkabya Kass Kolbus Kutum Aldein Habila El Mahal Tulus Krainik Dar Elsalam Burum It should be noted that the final list of localities might change in accordance to changes in realities on the ground. However, the ORGANIZATION must be willing to specifically work in these localities, and in rural areas across Darfur more generally. The ORGANIZATION will detail a work plan for how the specific deliverables will be completed within the required timeframe, including an indication of the type and number of outreach activities planned each week. The ORGANIZATION will detail any partnerships that will support the sustainability, gender responsiveness, and linkages with Ministries and/or UN Agencies. The ORGANIZATION will work closely with the community structure, NSDDRC and UNDP DDR for the implementation of this project. The project will provide community outreach activities to the wider Darfur community in general and Community leaders, Ex-combatants, women associated with armed forces and groups and their receiving communities in particular. The ORGANIZATION is responsible for all costs associated with the recruitment, training and deployment of the outreach team, actors and performers (materials, food, drinks, transport, accommodations, staffing, etc). The ORGANIZATION will identify any external resource persons who will support the trainings. The ORGANIZATION will be responsible for organizing all logistics, administration, transportation, accommodation, and costs of all trainings and discussion groups associated with this project. It is suggested that the organization hire a car and a driver for each of the three mobile outreach teams for the entire period of the community outreach programme. The ORGANIZATION will conduct monthly monitoring of the project. The ORGANIZATION will provide monthly progress and financial reports and a final report including lessons learned and best practices. B. Suggested Deliverables 1. Finalized work plan (first draft to be submitted in proposal), including a detailed explanation and timeline of activities (one week after signing of contract). 5

6 2. In the case of theatrical or musical performance, detailed scripts to be approved by NSDDRC and UNDP DDR. 3. Hard and soft copies (high quality graphics) of all outreach materials developed. 4. Report from each locality on the outreach activities conducted with communities and leaders. This should include their response to the project, any problems/solutions, as well as their perceptions of DDR and CSAC and information gather on localised community security concerns and information needs. 5. Per gathering a list of individuals who participated in the gatherings (attendance sheet). 6. Monthly progress and financial reports, which include detailed update from each outreach team about the number and location of their activities including the number of participants. The ORGANIZATION, NSDDRC and UNDP will agree on the specific monthly/quarterly report-writing format. 7. Final financial and narrative report including lessons learned and best practices. The ORGANIZATION will prepare a final report on the overall outcome of the project reflecting the effectiveness, relevance and quality of interventions with due respect to the future needs, recommendations. The report shall be a minimum of 10 pages (excluding annexes) and shall also outline the following; - An assessment of the change in information levels of the various target audiences under the project - An assessment of which type of outreach activities were the most and least effective - Brief recommendations for future interventions with recommendations for capacity development projects, beneficiaries, and how to improve gendersensitivity of interventions - The report shall reflect linkages and coordination with partners, perceptions by community members and community leaders 8. Attendant s lists and on-session photos of all meetings and gatherings. The lists will be included in the accounting of funds as a reflection of workshop expenses and attendance. 9. Video footage of at least one event per state. 10. Should UNDP require information outside of the monthly progress report, the ORGANIZATION is required to provide updates. C. Minimum Requirements of Institution The ORGANIZATION must have experience conducting similar community outreach projects in rural communities in Sudan, and preferably in Darfur; The ORGANIZATION must be able to cover rural areas in Darfur; The ORGANIZATION should have reputation of institutional capacity and experience in dealing with the project implementation, accounting and reporting. Capacity to mobilize resources from own or other sources in order to start implementation within a short time; 6

7 Previous experience working with UNDP Programmes and also in Darfur could be an added advantage. D. Duration and Timing It is expected that the implementation will start on 1st April 2011 and be completed by 30 th June The first two weeks should be dedicated to planning, start-up, recruitment and training of outreach workers and performers, and development of materials, followed by 8 weeks of outreach work and two weeks of final report writing. PROJECT PROGRESS MONITORING The respective commissioners of the NSDDRC State offices and the Project Coordinator of UNDP DDR in Darfur will undertake the responsibility of UNDP monitoring. The NSDDRC will be responsible for the longer term monitoring of the target group. However, the ORGANIZATION is required to conduct it s own monitoring and evaluation. Monthly Progress reports by the ORGANIZATION are essential for NSDDRC and UNDP DDR Unit to monitor progress in the implementation, provide technical advice when needed, and support the disbursement of funds. A reporting format will be agreed upon immediately prior to the start of implementation. The ORGANIZATION will report to an identified focal point within NSDDRC and UNDP. Monthly reports will be expected to be timely and thorough to avoid delays in remittances of funds to the ORGANIZATION. After the end of the contract, a joint NSDDRC and UNDP assessment mission will be conducted to the concerned area. The main objective of this assessment mission will be to make a final evaluation of the performance of the ORGANIZATION taking into account the specific contexts and conditions of different locations. GUIDELINES FOR PROPOSAL DEVELOPMENT A- Guideline for Proposal Development The Proposals prepared by the ORGANIZATION and all correspondence and documents relating to the Proposal shall be written in English language. The ORGANIZATION should propose the types of outreach activities which it is capable of implementing. The ORGANIZATION must include in their proposal details of how the ORGANIZATION will ensure quality control (i.e. ensure the quality of the information sessions, performances and materials and that the timeline is being met) in the proposal. The proposal must clearly indicate approaches and methodologies/strategies to be used to implement the community outreach activities. 7

8 The ORGANIZATION must demonstrate experience conducting community outreach activities. The ORGANIZATION should demonstrate how these projects will utilize partnerships with Ministries, other UN projects, and/or ORGANIZATIONs The ORGANIZATION must detail in their proposal their ability to cover rural communities across Darfur. The ORGANIZATION must detail in their proposal how they will carry out project within required timeframe The proposal must be attached with detail budget (financial proposal) and work plan. The proposal should be prepared for 3 month of implementation and monitoring period. Attach evidence that shows the ORGANIZATION is non-governmental organization/civilian society organization/non for profit organization, legally registered with responsible institutions in Sudan. The attached Outline should be utilized to develop the proposal (see Annex 1) B- Mechanism for the Submission of Proposal Proposal should be submitted by or hand delivered to DDR Project team in the following address: Mr Srinivas Kumar Venkumahanthi DDR Programme UNDP Compound, House 7, Block 5, Gama a Avenue, Khartoum University Street sudanddr.bids@undp.org Deadline for submission of Proposal is 15 th March UNDP DDR project team with the NSDDRC will do the initial screening of the proposal. After the initial screening, the qualified proposals will be reviewed by a grant committee for approval. The payment will be made in two instalments. As part of the monitoring mechanisms the ORGANIZATION must submit a work plan, monthly technical and financial progress reports and a project completion reports. C- Criteria for Screening of Proposal Selection will be made by UNDP DDR Grant Committee. The Committee will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed and whether the Proposals are generally in order. The technical proposal is evaluated on the basis of its responsiveness to the Terms of Reference (TOR) and technical quality of the proposal Organizational capacity and experience to implement community based outreach projects Realistic project approach 8

9 Innovativeness, sustainability, replicability of the methodologies and approaches The price schedule will be scored on the basis of overall project support costs for the delivery. ANNEXES Annex 1: Outline for Project Proposal, UNDP I. Applicant Information Name of organization Contact information of organization: mailing address, telephone and fax numbers, , websites. Mandate and key objectives of organization Name/s and contact information of partner-organizations in the proposed project Brief description of experience and expertise of organization in the implementation of similar projects. II. Rationale. Provide a brief description of the background of the proposed project, the issues that are proposed to be addressed, and potential linkages with other institutions, programmes and recovery projects. (1-4 paragraphs) III. Objectives. Describe in detail the main goal and specific objectives of the project. (1-3 paragraphs). IV. Strategy. Provide an overview of the proposed activities, expected outputs and deliverables, timelines, and involvement of community in various activities. (maximum two pages). V. Partnerships and Sustainability. This will describe the partnerships and linkages among the other programmes and institutions (if any), the UNDP/DDR and NSDDRC. (2-3 paragraphs) VI. Risk Analysis. Identify and describe the main risks that may constrain the effective implementation of the project and the achievement of the desired outputs, and how such risks will be managed by project implementers (2 3 paragraphs) VII. Results and Resources Framework (one-page matrix) Project Title: Desired outcomes/impacts: Outputs Indicative activities Performance indicators Inputs Indicative timeframe VIII. Monitoring and Evaluation Arrangements (2-3 paragraphs). This will include how participatory mechanisms will be instituted in the project, the consultation and reporting procedures, and internal monitoring procedures to ensure effective and efficient project implementation. 9

10 IX. Detailed Budget Proposal Date: Project Title: Name of the RECIPIENT INSTITUTION: Total Amount of budget in USD: PERIOD COVERING FROM TO General Category of Tranche 1 Tranche 2 Total Expenditures Personnel Transportation Premises Training/Seminar/ Workshops, etc. Contracts (Audit) Equipment/Furniture (Specify) Other [Specify] Miscellaneous Total * Please note that all budget Lines are for costs related only to project activities. ** These budget categories are suggested guidelines. The Recipient may choose alternates which more accurately reflect their expense items and needs. *** Tranche one (1) should not exceed an equivalent of 70% of the budget (the rest to be given after implementation) and the total should not exceed USD 150,000. **** Budget should be in Excel format and in SDG currency equivalent to USD dollars mentioned above. The applicable rate of exchange shall be the one applicable for the month in which the offer was submitted. 10