TERMS OF REFERENCE (TOR) Legal and Justice Sector Reform Programme. Development of a Communications and Coordination Strategy

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1 TERMS OF REFERENCE (TOR) Legal and Justice Sector Reform Programme Development of a Communications and Coordination Strategy A. Background Ghana has been a relatively stable democracy with noteworthy advancement of good governance and progress towards achieving the Millennium Development Goals (MDGs) specifically the two goals of eradicating extreme poverty and hunger, and achieving universal primary education. With over two decades of constitutional democratic rule, Ghana has a deep respect for and protection of fundamental human rights and freedoms including the right to a fair trial and legal defense by providing access to justice for all persons. These rights are enshrined in Chapter five of the 1992 Constitution of the Republic of Ghana. The rule of law, a key component of democracy and good governance, is firmly rooted in Ghana given its laws that promote peace, stability, economic growth, justice, and equality, especially for indigents. Given the complexities of the Criminal Justice System and the number of institutions/departments working together in the sector, it is important to have a clear communication and coordination framework to achieve any level of efficiency. The activity ensures consistent and continual dialogue between institutions and promotes synergies, solutions, and better ways of working together. This will contribute to effective inter-institutional collaboration of the Legal Service and Justice Sector institutions. This activity is for Economic and Organized Crime Office, Ghana Police Service (Legal & Prosecutions, and Investigations), Ghana Prisons Service (Legal/Remand), Legal Aid Scheme, Judicial Service of Ghana, and the Legal Service Prosecution Division (LSPD). A communication strategy is vital to enhance visibility, improve and promote efficient working relation, disseminate information between the institutions and to the wider public, influence decision making and knowledge sharing and strengthen cohesion. It is for this reason that the United Nations Development Programme (UNDP) in collaboration with the Ministry of Justice and Attorney General s Department requires the services of an individual consultant and his/her team or a consulting firm to coordinate and develop communication and coordination strategy through a consultative process to ensure the procedures are adaptable to the specific institution, practical, and not bureaucratic. B. Objectives The objective of the consultancy is to develop a communications and coordination strategy to ensure consistent and continual dialogue between institutions and promote synergies, solutions, and better ways of working together. This will lead to effective interinstitutional collaboration of legal service and Justice Sector institutions. 1

2 The beneficiary institutions are; Economic and Organized Crime Office, Ghana Police Service (Legal & Prosecutions, and Investigations), Ghana Prisons Service (Legal/Remand), Legal Aid Scheme, Judicial Service of Ghana, and the Legal Service Prosecution Division (LSPD) C. Scope of the Assignment: The strategy to be developed will be part of the mechanisms being put in place as part of the reforms to achieve an efficient and effective justice delivery system in Ghana. It must be guided by the Standard Operating procedures (SOPs) being developed. The consultant will be expected to work closely with the relevant staff and departments of the target institutions. The strategy must delineate clear modes of communications and the roles of all partners as well as security issues regarding information sharing amongst institutions and different levels of staff. It must also show how best to coordinate and harmonize activities between institutions. The scope of the assignment includes the following; 1. Examine the mandates and the role of each target institution and determine the communication/coordination requirements 2. Conduct a gap analysis of the communication needs that has to be met to achieve the reform objectives 3. Conduct a stakeholder mapping and assess the communication capacity of each institution which will lead to the development of a strategy defining roles and responsibilities for both internal and external communication Develop a communication strategy for each criminal justice institution to take care of internal communication as well as an overall communication and coordination strategy for facilitating efficient work between the criminal justice institutions 4. Develop an action plan as part of the strategy to facilitate implementation. 5. Develop a monitoring and evaluation plan to accompany the strategy to track it s successful implementation 6. Prepare a list of the resource needs (human and financial) and estimated implementation budget that will be required to implement the strategy 7. Facilitate two workshops (Planning and Validation) as part of the process of the development of the strategy 8. Train relevant staff on the approved strategy 2

3 D. Outputs and Deliverables: Deliverables/ Outputs 1. Submit an inception report which includes; 1.1 A work plan to establish a timetable for conducting a gap analysis, preparing the strategy, and delivering of targets in consultation with UNDP and the Ministry. 1.2 the methodology to be used 2. Submit a report on the gap analysis of the communication needs and capacity as well as stakeholder mapping 3. Submit a draft communication and coordination strategy with an implementation action plan and budget, as well as a monitoring and evaluation plan & Facilitate a validation meeting with key stakeholders to approve the plan Estimated Duration to Target Due Dates Review and Approvals Required Schedule of Complete Payments 5 working days 8 th January, The Inception report to be 10% of 2016 reviewed and approved by The Chief Director of the MoJAGD, the Programme Analyst, UNDP and Programme Advisor/Manager - PMU 15 working days 29th January, 2016 be reviewed and validated by key stakeholders at a meeting The report to be reviewed and Validated by the Chief Director of the MoJAGD, the Programme Analyst, UNDP and Programme Advisor/Manager - PMU 30 working days 29 th February, 2016 Draft strategy will be reviewed and validated by key stakeholders at a meeting 15% of 25% of 4. Submit two hard copies and a soft copy of a final communication and coordination strategy with an implementation action plan and budget, as well as a monitoring and evaluation plan with inputs and comments from stakeholders incorporated 10 working days 11 th March, 2016 Draft training plan will be reviewed and validated by key stakeholders at a meeting 20% of 5. Conduct training for relevant staff on the approved strategy and submit a training report 20 working days 31 st March, 2016 Final report will be reviewed and approved by The Chief Director of the MoJAGD, the Programme Analyst, UNDP and Programme Advisor/Manager PMU 30% of 3

4 All products arising from this consultancy will be owned by the partners mentioned above. The consultant will not be allowed, without prior authorization in writing, to present any of the analytical results as his/her own work or to make use of it for consultancy purposes. E. Duration of the Assignment The expected duration of the assignment is a maximum of Eighty (80) working days: 8 th January, 2016 to 31st March, 2016 F. Qualification and Experiences A team made up of: a. An institutional communication expert; b. A legal expert with knowledge and experience working with Ghana s criminal justice sector The team leader must have; a) An advanced degree in strategic communication/public relations/ communication analysis & planning, as well as development communication b) Have a minimum of Five (5) years experience in conducting similar assignments c) Experience in conducting communications needs analysis and strategic communication design for the public sector d) Have an established track record of successfully conducting similar assignments e) Extensive knowledge of the legal and justice systems in Ghana G. Documents to be included when submitting the Proposals. To demonstrate their qualifications and suitability for the work: A letter of interest, technical and financial proposal 4

5 The technical proposal should include background information on the expertise and experience of the candidate, information on how the candidate proposes to undertake the assignment (specifying methodologies), and, the composition of the team proposed to do the work (with attached signed CVs of team members including past experience in similar projects and at least three references). Sample of similar work produced for other clients. Financial proposal: the financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (cost of materials per paper type, number of anticipated working days). Please note that the financial proposal shall include the payment of eventual assistant consultants. Administrative and logistical costs related to workshops are embedded in total budget and will be paid directly by UNDP in accordance with UNDP Policy. Consultancy fees including overhead, administrative costs, travel cost, and agreed reimbursables per approved work plan will be paid directly by UNDP in accordance with UNDP Policy and as part of the overall budget. Any anticipated travel costs should be included in the overall budget for the assignment. An unanticipated travel shall be borne by UNDP according to the UNDP Policy. H. Evaluation Individual consultants will be evaluated based on the following methodologies: Cumulative analysis 5

6 When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. * Technical Criteria weight; [70%] * Financial Criteria weight; [30%] Only candidates obtaining a minimum of 490 points will be considered for the Financial Evaluation Criteria Weight Max. Point Technical 70% 700 Academic Qualifications 15% 150 Professional Experience 20% 200 Quality of Technical Proposal 25% 250 Quality of written samples 10% 100 Financial 30% 300 6