SECTION 3: TERMS OF REFERENCE (TOR)

Transcription

1 SECTION 3: TERMS OF REFERENCE (TOR) GENERAL INFORMATION Services/Work Description: Consultancy Firm for data collection, organizing and verification Project/Program Title: Entrepreneurship Development Programme (EDP) Duty Station: Addis Ababa Type of the Contract: National Consultancy Firm Duration: 80 working days Expected Start Date: 13 April, 2015 ETHIOPIA I. BACKGROUND / RATIONALE To realize the vision of Ethiopia s Growth and Transformation Plan, and the role that a growing and dynamic private sector can play in its achievement, the Ministry of Urban Development and Construction and the Federal Micro and Small Enterprises Development Agency (FEMSEDA), in partnership with the United Nations Development Programme (UNDP) Ethiopia, launched the Entrepreneurship Development Programme (EDP) in February The goal of the EDP is to foster the emergence of a robust and competitive private sector through the development of the micro and small enterprise (MSE) sector. EDP established the Entrepreneurship Development Centre (EDC), a semi-autonomous organization, to spearhead the implementation of innovative entrepreneurship skills training and customized business development services to new and existing MSEs in the country. EDC is seeking the service of a qualified consultancy firm to collect, organize and verify data which can be used as input for Management Information System/ MIS of the progress of the EDC under the EDP framework. It should be clear that currently, MIS is under development by another consultancy firm. The EDP framework is composed of four measureable project outputs, which include (i) institutional capacity building; (ii) development of entrepreneurship knowledge and skills through training sessions; (iii) establishment of new SMEs and enhancement of existing ones; and (iv) developing greater awareness and policy dialogues about MSEs. Each of the four project outputs have specific indicators and targets to measure the progress of the EDP. II. OBJECTIVES OF THE SERVICE / WORK The selected consultant is to develop a mechanism/ system that is compatible with the management information system (MIS) to be developed by another consultant, for the collection, collation and verification of all data/ information (existing and future) on EDP beneficiaries/edc clients disaggregated by gender and age. This will include data structuring, modeling, coding removing, syntactical errors, and test data integration with the MIS database The system / mechanism should be able to capture discrepancies identified in data collected, indicating valid and invalid data. Since MIS is under development by another consultancy firm, the consultant should ensure that the data captured can be used as an input for the MIS. The system must help to facilitate the day-to-day activities of EDC and ensure quality service delivery while meeting the goals and target set under the EDP. III. SCOPE OF THE SERVICE / WORK Develop a system/ mechanism to collect, organize and verify data Disaggregate and Structure data as per the given requirements (its structure, Components, behavior and interface) Page 1 of 7

2 Ensure that all data are appropriate for use and compatible with the MIS system. Define the data flow, representation and storing mechanisms Cleaning all data, remove syntactical errors and jointly with the IT Expert test the Management Information System compatibility in integrating the system including design and implementation Provide technical guidance for future roll out of data architecture (data migration, crunching and cleaning from the data pool to be used for MIS database system) Provide technical guidance for future data storage, sorting and integration. This will include data flow diagram, data dictionary, structure and system proposal. Provide training on the data collection tool and on database management for staff members of the Entrepreneurship Development Center. Ensure that the data captured are able to be used for M&E framework such as: data file/data base, back up procedures, query, forms and reporting Review data submitted and indicate valid and invalid data. The results and findings of this assignment will be utilized by the EDC, MIS Disaggregate existing data by Demographic profile (gender, type of business capital, region, job creation etc.) The consulting firm is welcome to propose its own approaches and methodologies IV. EXPECTED OUTPUTS / DELIVERABLES 1. Inception report (Including: understanding of the TOR, result of the initial study, and the work plan) 2. Draft Report (Including: Collected and organized data, disaggregated data by demographic profile prepared, Cleaned and verified data, Organized source documents of all EDC departments etc.) 3. Final Report (Including: Cleaned, organized, and structured data per approved indicators and working frameworks to be used as an Input for MIS database) V. METHODOLOGY / APPROACH OF THE SERVICE (WORK) The consultant must develop a system/mechanism for the collection, collation and verification of all (existing and future) data/information on EDP beneficiaries/edc clients dis-aggregated by gender and age. The system must be compatible with the MIS (being developed by another consultant), such that the data captured can be used as an input for the MIS database. Details of the type of data and specifications required are to be determined in consultation with the Monitoring and Evaluation Manager at EDC. For reference to estimate the size of data to be handled, the numbers of beneficiaries of some types of services provided by EDC are as follows: Total 6,089 people (35% of them are female) joined training sessions for entrepreneurship, 125 people are certified as trainers and 4,104 beneficiaries received BDS services. The consultant will travel to four regions i.e. SNNPRS (Hawassa); Oromia (Bishoftu); Amhara (Bahir Dar); and Tigray (Mekelle); and will stay at least three working days in each regional office. The consultant is expected to start the work before or together with another MIS consultant group at EDC HQ. VI. LOCATION, DURATION AND TIMEFRAME OF THE WORK /DELIVERABLES/OUTPUT The assignment will cover a period not exceeding 60 Working days as per the following timeframe. No Activity Working Days Assigned 1 Submission of work plan 5 2 Submission of inception report 5 Page 2 of 7

3 3 Policy document and desk review 10 4 Focus group interview and data collection, organization and 16 verification with key partners in Addis Ababa 5 Focus group interviews and data verification with key 16 parties/regional coordinators in four cities ( Mekelle, Hawassa,Bahir Dar and Bishoftu) 6 Draft report preparation and Submission 15 7 Organization and holding of one day validation workshop for 3 EDC/UNDP Staff 8 Finalization and submission of final report 10 Total 80 As shown in the table above, the consultants will be based in Addis Ababa but are required to make trips to the four cities where the regional offices are located. VII. INSTITUTIONAL ARRANGEMENT / REPORTING RELATIONSHIPS The consultant firm will have a contract under the UNDP terms and conditions. Assigned team will undertake the assigned tasks and responsibilities under the direct supervision of the CEO and Chief Technical Advisor in EDC, in collaboration with the Programme Manager and the Team Leader of Growth and Poverty Reduction Unit in UNDP, FeMSEDA and other key stakeholders at federal, regional and local levels. The services below will be provided from EDC and UNDP. Support to arrange appointment with stakeholders and partners Transportation to visit the four Regional Offices Procurement of venues for the validation workshop VIII. PAYMENT MILESTONES AND AUTHORITY The consultancy firm will be paid a lump sum service fee after the successful completion of each deliverable as per the payment schedule stated hereunder. The firm will be paid based on the effective UN exchange rate (where applicable), and only after the approving authority confirms the successful completion of each deliverable as stipulated hereunder. In accordance with UNDP rules, the lump sum contract amount to should made up of professional fee, living allowances, communications, taxes, out of pocket expenses, and other ancillary costs. Installment of Payment/ Period Deliverables or Documents to be Delivered 1 st Installment Submission of inception report within Ten (10) days after signing of contract 2 nd Installment Submission of first draft report within Thirty Five (35) days after the inception report 3 rd Installment Submission of final report within Fifteen (15) days after the review of the first draft Approval should be obtained from: Percentage of Payment CEO of EDC 20% CEO of EDC 40% CEO of EDC 40% Page 3 of 7

4 IX. MINIMUM ORGANIZATION AND CONSULTANCY TASK FORCE REQUIREMENTS 9.1 Minimum Organization Requirements The prospective Service Provider is expected to meet the following minimum requirements: It must have at least five years of practical experience in data collection, organizing and verification and preferably have a lot of engagements with the non-for-profit sector and UN agencies. Experience working with UN or other international organizations beneficial. Capability to deploy strong analytical aptitude, communication and presentation expertise. Capability to deploy good communication expertise in English and Amharic. It shall demonstrate its capabilities, understanding of the TOR, and methodology of audit approach The multi-disciplinary team should comprise members with the following educational qualifications; experience and competencies: 9.2 Task Manager / Team Leader Academic Qualification: At least Bachelor s Degree in Computer System designing and Analysis, economics, social sciences, or development related fields, with the participation in several international training courses, relating to local or/ and economic development, or capacity development Experience: At least five years of demonstrated experience in planning, re-designing, implementation and management of development programmes Competencies: Analytical skills and experience in developing assessment reports in high standard Working experience and familiarity with the development efforts of the international development partners, especially UN agencies and NGOs Sound understanding of the national and international development policies, strategies and programmes, and their implementation issues and challenges, especially in the area of entrepreneurship Full proficiency in using computer software, such as Microsoft Office X. CRITERIA FOR SELECTING THE BEST OFFER Upon the advertisement of the Procurement Notice, qualified Consultancy Firm is expected to submit both the Technical and Financial Proposals. Accordingly; the firm will be evaluated based on Cumulative Analysis as per the following conditions: Responsive/compliant/acceptable as per the Instruction to Bidders (ITB) of the Standard Bid Document (SBD), and Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. In this regard, the respective weight of the proposals are: a. Technical Criteria weight is 70% b. Financial Criteria weight is 30% XI. LOGISTICAL SUPPORT The services below will be provided from EDC and UNDP. Transportation to visit the four Regional Offices XII. RECOMMENDED PRESENTATION OF TECHNICAL PROPOSAL For purposes of generating proposals whose contents are uniformly presented and to facilitate their comparative review, a Service Provider here below is given a proposed Table of Contents. Accordingly; your Technical Page 4 of 7

5 Proposal document must have at least the preferred content as outlined in the RFP Standard Bid Document (SBD). XIII. CONFIDENTIALITY AND PROPRIETARY INTERESTS The consultants shall not either during the term or after termination of the assignment, disclose any proprietary or confidential information related to the consultancy or the Government without prior written consent. Proprietary interests on all materials and documents prepared by the consultants under the assignment shall become and remain properties of UNDP. This assignment will be administrated by the United Nations Development Programme (UNDP), and all relevant UNDP rules, policies and procedures will apply. XIV. ANNEXES TO THE TOR Existing literature or documents that will help Offerors gain a better understanding of the project situation and the work required should be provided as annex/es to the TOR, especially if such literature or documents are not confidential. PROPOSED STANDARD TECHNICAL PROPOSAL EVALUATION CRITERIA Herewith please find the Standard Technical Proposal Evaluation Criteria along with respective allocated weight template for Requester s subsequent review. As per the relevance of the proposed criteria it can either: a. Redistributed the allocated weight; b. Delete specific criteria if you find it irrelevant or less relevant; or c. Replace with new criteria along with corresponding allocated weight Summary of Technical Proposal Evaluation Forms Score Weight Points Obtainable 1 Expertise of Firm / Organization 30% Proposed Methodology, Approach and Implementation 40% 400 Plan 3 Management Structure and Key Personnel 30% 300 T O T A L 100% 1000 Technical Proposal Evaluation (FORM I) Expertise of the Firm / Organization Points Obtainable 1.1 Reputation of Organization and Staff / Credibility / Reliability / Industry 50 Standing 1.2 General Organizational Capability which is likely to affect implementation 90 - Financial Stability - Loose consortium, Holding company or One firm - Age/size of the firm - Strength of the Project Management Support - Project Financing Capacity - Project Management Control 1.3 Extent to which any work would be subcontracted (subcontracting carries additional risks which may affect project implementation, but properly 15 done it offers a chance to access specialized skills.) 1.4 Quality assurance procedure, warranty Relevance of: Specialized Knowledge - Experience on Similar Programme / Projects - Experience on Projects in the Region - Work for UNDP/ major multilateral/ or bilateral programmes Page 5 of 7

6 S U B T O T A L 300 Technical Proposal Evaluation (FORM II) Proposed Methodology, Approach and Implementation Plan 2.1 To what degree does the Proposer understand the task? Have the important aspects of the task been addressed in sufficient detail? Are the different components of the project adequately weighted relative 20 to one another? 2.4 Is the proposal based on a survey of the project environment and was this 55 data input properly used in the preparation of the proposal? 2.5 Is the conceptual framework adopted appropriate for the task? Is the scope of task well defined and does it correspond to the TOR? Is the presentation clear and is the sequence of activities and the planning logical, realistic and promise efficient implementation to the project? 85 S U B T O T A L 400 Technical Proposal Evaluation (FORM III) Management Structure and Key Personnel 3.1 Task/Project Manager / Team Leader / General Qualification Suitability for the Project - International experience 25 - Training experience 20 - Professional experience in the area of specialization 45 - Knowledge of region 30 - Language qualification 20 S U B T O T A L Senior Expert(s) / Lead Consultant(s) General Qualification Suitability for the project - International experience 15 - Training experience 15 - Professional experience in the area of specialization 45 - Knowledge of the region 25 - Language qualification 20 S U B T O T A L Project Staff/ Associate Consultants General Qualification Suitability for the project - International experience 5 - Training experience 5 - Professional experience in the area of specialization 10 - Knowledge of the region 10 - Language qualification 10 S U B T O T A L 40 Aggregate 1000 This TOR is approved by: [indicate name of Approving Manager] Page 6 of 7

7 Signature: Name and Designation: Date of Signing: Page 7 of 7