TERMS OF REFERENCE FOR CONSULTANCY SERVICE IN DRRM MANUAL & TRAINING OF TOTs ON THE MANUAL
REF: IRK/CO/DRRM/CONST/001/07/2023- RE-ADVERT
July, 2023
1. Background
Islamic Relief is an international aid and development charity, which aims to alleviate the suffering of the world's poorest people. It is an independent Non-Governmental Organization (NGO) founded in the UK in 1984. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion, or gender.
At the international level, Islamic Relief Worldwide (IRW) has consultative status with the UN Economic and Social Council and is a signatory to the International Red Cross and Red Crescent Code of Conduct. IRW is committed to the Sustainable Development Goals (SGDs) through raising awareness of the issues that affect poor communities and through its work on the ground. Islamic Relief is a member of the Disasters Emergency Committee and is certified by CHS.
Islamic Relief endeavors to work closely with local communities, focusing on capacity-building and empowerment to help them achieve development without dependency.
Islamic Relief Kenya (IRK) commenced operations in Kenya in 1993, initially running Orphan Sponsorship Programme in Mandera County implemented through a local partner organization. It opened its full-fledged country office in Nairobi in 2004 and first field office In Mandera in 2006 at the height of drought in the Horn of Africa. Since then, IRK’s operations have expanded to other counties to provide humanitarian and development assistance to the most vulnerable and marginalized communities in Kenya. In 2010 and 2011 Islamic Relief extended their operations to Wajir and Garissa respectively, in 2017 and 2018, Kilifi and Marsabit offices were established and in 2020, Islamic Relief extended its humanitarian operations to Tana-River County
2. Background information
Islamic Relief Worldwide (IRW) East African Region is made up of five countries, namely: Kenya, Somalia, South Sudan, Ethiopia and Sudan, all of which are located in the Horn of Africa (HOA).
The East of Africa countries face decades of conflict, recurrent climate shocks, disease outbreaks, locust invasion and increasing poverty leading to increased displacements, insecurity, food insecurity, malnutrition, Gender-based violence and cyclical famine. The vulnerable and the poor are the most affected. Women, children, the older people and persons with disability are disproportionately affected.
The main economic activities are basically a rain fed agricultural activities such as crop farming and livestock keeping which has in recent years experienced significant climate-related shocks, including prolonged droughts, and at times flash floods and desert locust. These protracted crises have resulted in substantial economic losses and adversely impacting food security, especially in the poor, marginalized communities with limited adaptive capacity. Despite progress in recent years, the compounding impacts of these shocks continue to erode coping strategies and undermine resilience against future crises.
3. The objective and Scope of the consultancy services
- Undertake desk research and analyse all the necessary documents/training modules, training materials to fully understand the situation on the ground and existing training material available for training on disaster risk reduction Management, relevant national and international legislations and policies that have been signed/ratified pertaining to Disaster Risk reduction Management.
- Carry out stakeholder analysis to bring out the roles and responsibilities of key players and institutions.
- Carry out a “Gap” analysis to identify gaps in the trainings being imparted on DRR & Disaster Management. Map out the issues, recommendations and identify the priorities in light of the increasing protracted crisis in the region. This should include reviews of DRR and Disaster Management learning documents, consultations, meetings and key informant interviews with relevant stakeholders (Government, UN, INGO’s, CSO’s etc.) working on Disaster Management/disaster Risk reductions.
- Based on this assessment, develop a comprehensive training module (in English) for Islamic relief East Africa region, with a special focus on Participatory Disaster Risk Preparedness, response, & recovery, Developing Disaster Risk Reduction Measures, disaster risks financing, building a strong community organization and Participatory Monitoring, Evaluation and Learning (PMEL) and taking into account the gaps in existing manuals and recommendations from previous learnings on DRRM interventions.
- Share the draft module with key experts including IR technical staff, government and academia for their reviews, incorporate comments and finalize the module.
- Assist IR in organizing and facilitating one workshop.
- Produce a well-written and comprehensive training needs assessment report based on the above, including recommendations for: selection of training sites/venues; schedule for training; identify key resource persons; participants; Post -training evaluation and impact assessment. This should also include a Resource Directory of all the relevant Government Departments /Ministries, NGOs / Academic Institutions with focal points.
- Organize and facilitatee one Training of Trainers (TOT) workshop for training resource persons on DRRM training using the developed manual.
4.Final Deliverables
- One Training Needs Assessment workshop completed and report submitted, the report should include desk review, situation report, stakeholders and gap analysis.
- Comprehensive training module, with 5-7 days training curriculum including field visit for IR and shared both in hard (10) and soft copies.
- One TOT training completed and reports submitted, including post-training Evaluation, impact assessment and follow up plan for the TOTs.
5. Timeframe and deadlines:
This assignment is for a period of maximum 1 month between June - July 2023. It is likely to commence in June 2023. the consultant should describe the evaluation’s overall schedule (i.e., duration, phasing, timing) as well as work hours, and required preparation work.
6. Reporting:
The consultant will primarily work with the Disaster and Humanitarian sector, specifically the Regional Humanitarian Manager based at Regional Office- East Africa located in Nairobi and IRK office from time to time to share the progress of activities under this assignment and certifying that the works, tasks, assignment have been satisfactorily performed.
7. Desired Qualifications and abilities
Islamic Relief Kenya seeks to identify firms with experts that fulfill the below criteria and have demonstrated ability of involving key stakeholders (government, UN, INGOs, civil society, academic institution etc.) to provide relevant expertise and bring a wider perspective in developing of the training manual.
- The lead consultant must have a minimum of master’s degree in Disaster Management, Climate change adaptations or any other related field with at least 10 years field-based experience.
- Professional experience in the humanitarian sector & localization with a combination of senior management experience at field level and technical work related to partnerships management and capacity strengthening of teams and local actors.
- Understanding of the regional context and experience of working across east Africa including northern Kenya, Somalia, Ethiopia, Sudan, and South Sudan.
- Strong knowledge of practical approaches and demonstrated experience around Disaster Risk reduction and climate change adaptations in East Africa highly desirable.
- Demonstrated experience around work related to developing manuals, guidelines and approaches for community-based disaster risk reductions.
- Previous experience with UNDP, UN, Red Cross, and/or other international agencies is desirable.
- Demonstrated knowledge and experience in conducting Training need assessments and developing of training modules/curriculum, training materials etc.
- Demonstrated experiences and skills in facilitating stakeholder/working group consultations and training.
- Familiar with/good understanding of Core Humanitarian Standards, Sphere Standards, MERS, Charter for Change, Grand Bargain, Protection Principles, Red-Cross/Red-Crescent Code of Conduct etc.
- Excellent writing and communication skills (high proficiency in English language)
- Time management skills and able to complete the assignment within allocated time
- The candidates should be available immediately.
8. Bid Document
While submitting the Technical Proposal, the bidders shall, in particular, ensure to attach the following:
- Fully completed IRK Dossier– Questionnaire.
- All statutory documents are mandatory such as Valid Certificate of Incorporation in case of a company/firm/institute, ID/Passport Company Owner, Valid PIN & Tax Compliance Certificate
- Capability statement: How the consultant or firm is structured for the assignment, the role each staff will play including the CVs of the key personnel who will take part in the consultancy.
- Technical Proposal: The consultant’s understanding and interpretation of the Terms of Reference (TOR), a detailed methodology on how the manual will be developed and how the training will be done and detailed implementation schedule for the assignment as well as any other proposed approaches the consultant may deem fit for this assignment.
- Financial proposal: Itemized budget proposal that should include the consultancy fees and operational costs.
- References: Names, addresses, telephone numbers of three organizations that you have conducted Manual development that will serve as your professional referees.
- List of manuals/document guidelines: Final manuals/guidelines conducted for the three reference organizations provided
9. Cumulative analysis
The weighted average basis will be applied to evaluate the applicant, the award of the contract will be made to the Institution/firms whose offer has been evaluated and determined as: Responsive/compliant/acceptable, and having received the highest score out of a pre-determined set of weighted technical and Financial criteria specific to the solicitation.
Criteria Max. Point
10. Technical: 80 points
- Lead consultant with minimum of master’s degree in Disaster Management, Climate change adaptations or any other related field with at least 10 years field-based experience -5 marks
- Professional experience in the humanitarian sector & localization with a combination of senior management experience at field level and technical work related to partnerships management and capacity strengthening of teams and local actors. -5 marks.
- Understanding of the regional context and experience of working across east Africa including northern Kenya, Somalia, Ethiopia, Sudan, and South Sudan -5marks.
- Strong knowledge of practical approaches and demonstrated experience around community-based Disaster Risk reduction in East Africa highly desirable. -10mks
- Demonstrated experience around work related to developing manuals, guidelines and approaches for community-based disaster risk reductions. -30marks
- Demonstrated knowledge and experience in conducting Training need assessments and developing of training modules/curriculum, training materials etc. -10marks.
- Demonstrated experiences and skills in facilitating stakeholder/working group consultations and training -5marks.
- Methodology, activities, work plan, experience and skills etc.- 10 Marks
Financial: 20 points
NB: Only include all costs associated with Manual development and facilitation fees for the training. Do not include logistics and other disbursements costs associated with training of the IR staff (TOTs) in the financial proposal as IR shall cater for all logistics and incidentals costs on a receipt basis reimbursement where need be**.**
Products rights and ownership
The ownership of the manual and associated products will belong to IR, and any documents or publications related to this assignment will not be shared externally except with the consent of the IRW EARO Regional Director.
Tender Dates and Contact Details
All proposals are required to be submitted by 7th August 2023 time pursuant to the attached guidelines for submitting a quotation and these be returned to IRK tendering address
IRK Office on Kirichwa Road off Ngong Road/Argwings Kodhek
PO Box: 417-00202 (KNH) Nairobi /Kenya
Telephone number: +254 727531220 / 2543861216
Fax number: +254 3861215
The tender document is also on our website:https://islamic-relief.org/tenders/
Tender Schedule
Task
Date
Advertising of Tender: 24th July 2023
Closing of Tender: 7th August 2023 at 11:00 am
Opening of Tender: 7th August 2023
Evaluation: 8th August 2023
Award: 10th August 2023
Note: Tenders will be opened immediately after the deadline date and time specified above. Tenders will be publicly opened in the presence of the Tenderers' designated representatives who choose to attend at the address below
The subject of the email must indicate the tender title, tender reference, and Location quoted as follows.
Note: IRK reserves the right to extend the tender publication period, revise the opening and evaluation and period.
Tender Title: CONSULTANCY SERVICE IN DRRM MANUAL & TRAINING OF TOTs ON THE MANUAL
Location quoted for: As per attached tender reference table.
MANDATORY QUESTIONAIRE
A: Organization and Contact Details
Full Name of Organization
Date of Registration
Registration Certificate Number
Street
Road
Address
Code
Town
Telephone No.
PIN No.
Name of Parent Company
Type of Organization
A Public Limited
Company
A Limited Company
A Limited Liability Partnership
Other Partnership
Sole Trader
Other (Please Specify)
Name of Owners
Name
ID/Passport No.
Nationality
DETAILS FOR CONTACT PERSON
Contact details for enquiries about this PQQ/Business Issues
Name of Staff
Address
Post Code
Town
Phone
Mobile
2.5
Stamp:
How to apply
All proposals are required to be submitted by 7th August 2023 time pursuant to the attached guidelines for submitting a quotation and these be returned to IRK tendering address
IRK Office on Kirichwa Road off Ngong Road/Argwings Kodhek
PO Box: 417-00202 (KNH) Nairobi /Kenya
Telephone number: +254 727531220 / 2543861216
Fax number: +254 3861215
The tender document is also on our website:https://islamic-relief.org/tenders/