Home Uganda Call For Consultancy Services (SPESE Project)

Call For Consultancy Services (SPESE Project)

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centred and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.

LWF Uganda works closely with United Nations agencies (UNHCR, UNICEF, IOM, UNFPA, WFP), PRM, EU/ECHO, BFTW, etc. LWF Related and faith-based agencies and their back donors.

For additional information, please see www.lutheranworld.org/WorldService.

The LWF Uganda Program is looking for qualified and experienced person to provide consultancy services.

Contract Title:  End Of Project Evaluation For Supporting A Peaceful And Safe Environment In Northern Uganda (Spese) Project

Eligibility:                      National Candidates

Project Location:          Moyo, Lamwo & Adjumani.

Deployment Date:        ASAP

Background of Deployment.

The project seeks to strengthen peaceful and safe co-existence under the rule of law for refugee and host communities in Northern Uganda. It recognizes and appreciates that complex; multi-layered community structures are currently active in the host and refugee communities enacting formal and informal peacebuilding and justice initiatives. The project engages with many of these structures, capitalizing upon their strengths, supporting them to address their gaps, and pulling them into more active collective collaboration together with other justice and peacebuilding actors to better achieve sustained social cohesion and strengthened justice both in the refugee and hosting context. The project’s target groups are 640 duty bearers and 15,000 rights holders in Northern Uganda. Of the total target groups, 40% are hosts, 60% are refugees, and at least 60% are women and children. The project is implemented by LWF in partnership with UJJC and funded by European Union.

The Assignment

Lutheran World Federation Uganda, on behalf of SPESE Project partners is seeking to hire the services of a company/firm/organization with competence to support documentation collaboration and learning (best practices and innovations for learning in Nutrition and Family planning) of the project outcomes for global dissemination. The dissemination will involve publications in the world’s leading public health journals. The consultant will build the capacity of staff to identify and document success stories and enable learning by doing documentation of the project outcomes through a write-shop approach.

Solid, clear, and justifiable findings, lessons, conclusions, and recommendations should be the major considerations of the end-line evaluation process. Recommendations should be action-oriented and based on the objective judgment of the evaluation team.   It is for this purpose that LWF is seeking the services of a consultant to undertake this end-of-project evaluation in the three districts of Moyo, Lamwo and Adjumani.

Overall Objective:

Refugees and host communities in Uganda co-exist in a peaceful and safe environment under the rule of law.

Specific Objective:

Strengthened capacities of formal and informal justice actors to respond to specific justice and protection needs and vulnerabilities of refugees and host communities.

Strengthened capacities and knowledge of refugees and host/resident communities to access their rights and fulfill their legal obligations.

Increased support to refugee and host communities to peacefully resolve conflicts, have access to justice and be protected from infringements of legal and human rights.

Indicators:

% of community members feel safer as a result of the action

Incidence/prevalence of inter and intra-community conflicts.

% of trained justice actors who can identify and respond to the protection needs of refugees and host communities

% of community members reporting satisfaction with the services provided by the trained formal and informal justice actors

Purpose of the Evaluation.

The overall purpose of the Endline evaluation is to assess the performance  of the SPESE Project interms of the project in terms of its contribution to strengthening peaceful and safe coexistence under the rule of law for refugees and host communities in Northern Uganda.

Methodology

The methodology to be used by the consultant/ firm will vary depending on what the consultant/ firm prefers to use while conducting this endline survey. Thus, all interested parties should clearly illustrate the methodology to be used for this Endline study when submitting the technical proposal. Important to note is that the methodology to be employed should be inclusive to ensure ample participation of all project stakeholders in regard to this project. Below are some of the key components that should be included in the methodology;

The research methods should be comprehensive enough to include detailed data on target beneficiaries;
All data, qualitative and quantitative, collected through the assessment must be disaggregated by location, age, gender, and nationality;
A clear sampling method and comprehensive, data collection tools,
Data will be collected using tablets and the data collection tools are to be uploaded onto Kobo or ODK or survey CTO  accounts
The methodology and data collection tools must clearly demonstrate how the 3 specific objectives of the project will be assessed. The proposed method should point out clearly how engaging the consultant will be when it comes to involving all stakeholders in this process.
A mixture of both qualitative and quantitative survey techniques is highly preferred.

 Expected outputs:

  • An inception report and an inception meeting upon signing of the contract. (Maximum 20 pages) without annexes
  • Draft the End of the evaluation report (maximum 30 pages without annexes).
  • A dissemination meeting in line with the findings on the ground with the relevant implementing partners prior to compiling the final report;
  • A final baseline assessment report (maximum 30 pages) without annexes

Supervision and management

The consultant will be directly supervised by the LWF PMER Manager, supported by Protection Advisor, the Programmes coordinator, and the Project Manager.

Structure of the Report.

The Endline Survey should contain the different elements including methodologies used, findings, recommendations, and with baseline benchmarks. All parts should be clearly distinguished from each other and of sufficient quality.  The report should be structured as below;

  1. Cover page
  2. Table of contents
  • An executive summary that can be used as a document in its own right. It should include the major findings of the Baseline and summarize conclusions and recommendations.
  1. Introduction
  2. Objectives of the baseline.
  3. Methodology and justification of the methods and techniques/tools used
  • Results/ Findings A presentation of the findings (including unexpected, relevant findings)
  • Analysis of Findings
  1. Conclusion, which will analyze the various research questions. Conclusions will have to be derived from findings and analysis thereof.
  2. Recommendations should be clearly related to conclusions but presented separately. Recommendations should be practical and guide the implementation of the project
  3. Annexes (tools, tables, data analyzed, photos).

Ethical Issues

The Endline assessment exercise will be organized in a participatory way, including consultation with the host communities. The design and implementation of the baseline must also ensure that principles of gender equality, inclusion, and non-discrimination are considered and acted upon throughout and that the meaningful participation of the most vulnerable groups and other key stakeholders is promoted in the design and implementation of the endline study. Respondents’ participation in the study must be voluntary and based on explicit consent. The consulting team must ensure respondents are kept anonymous in all analytical reporting.

Consultancy work proposal specifications.

Proposals will be accepted from recognized consulting firms and individuals who wish to take on the task.

The deadline for receipt of applications is 25<sup>th</sup> November 2022. The study is expected to commence in the first week of December.

Interested consultants for this assignment must include a detailed technical proposal and should include but not be limited to the components listed below;

  • description of the assignment,
  • approach and methodology to be used in undertaking the assignment,
  • detailed implementation plan,
  • organizational and personnel capacity including profile of key personnel (annex CVs) and
  • experience with similar assignments (examples annexed).

The financial proposal should include a summary of the costs to be incurred while undertaking the study and a detailed breakdown of each cost

Timelines and activities

The assignment is expected to take 30 days and will cover all the settlements where the project is being implemented; Adjumani, Lamwo and Moyo.

Roles and responsibilities

The write shop is a participatory process and everyone has some role to play as outlined below:

The facilitators

  • Prepare adequately to meet the objectives of the training
  • Provide guidance and facilitate the write shop process
  • Write and submit reports
  • Do field visits to capture more innovations and promising practices

The participants

  • Prepare and bring along stories that will be reviewed
  • Carry with them laptop where possible and photos of project success stories
  • Participate in all group and plenary sessions
  • Write and review stories as per guidelines provided
  • Adhere to learning/write shops ground rules that will be stipulated at the beginning of the write-shop

LWF management and PMER Unit.

  • Provide oversight guidance
  • Sample stories aligned to impact themes of the SPESE project
  • Perform the task of institutional resource persons to review the report and provide feedback
  • Link stories to the project indicators
  • Make timely payment to consultants upon delivery of the agreed outputs.

Qualifications and Technical Competencies

LWF Uganda invites a consultant /consultancy firm to express their interest in undertaking this assignment. The consultants/firms should indicate the relevant experience in doing similar work and should have the following qualifications,

A Masters in International Human Rights Law/Humanitarian law; Postgraduate degree in peace and conflict studies, Social Work, Social Sciences, Psychology, Development studies, or any of the related disciplines; Experience in conducting qualitative, outcome-harvesting research methodologies; Solid knowledge of refugee operations in Uganda; Experience conducting quantitative and qualitative studies; Familiarity with the study area including the refugee law systems; Excellent analytical, research, writing, and communication skills; Knowledge and experience of working in humanitarian and development contexts; demonstrable expertise in conducting process-focused assessments in rural communities; Extensive experience in research, and ability to write high-quality reports in English; Ability to work with communities in relevant local languages; Flexibility to adjust the assignment process to the needs of LWF Uganda; Must submit a sample of similar assignment from the previous work done.

Intellectual Property

LWF shall solely and exclusively, own all rights in and to any work created in connection with this agreement, including all data, documents, information, copyrights, patents, trademarks, trade secrets or other proprietary rights in and to the work. The consultant is not allowed to post or publish (electronically or in print) any project related information without the explicit permission of LWF.

Instructions

In submitting a proposal, the Candidate accepts in full and without restriction the special and general conditions including annexes governing this proposal as the sole basis of a contract. The Candidates are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this Request for Proposal.

Cost of proposal

The Candidate shall bear all costs associated with the preparation and submission of his proposal and the Buyer is not responsible or liable for these costs, regardless of the conduct or outcome of the process.

Eligibility and qualification requirements

Candidates are not eligible to participate in this procedure if they are in one of the situations listed in article 33 of the General Terms and Conditions for Service Contracts – Ver2 2012.

Candidates shall in the Proposal Submission Form attest that they meet the above eligibility criteria. If required by the Buyer, the Candidate whose proposal is accepted shall further provide evidence satisfactory to the Buyer of its eligibility.

As a rule, the arrival of a proposal in due time is always the candidate’s responsibility. Late proposals refer to any proposal arriving after the Closing date for submitting proposals, and any proposals arriving late due to a delay, for instance, in the delivery due to a technical problem related to electronic data transmission.

Candidates are also requested to certify that they comply with the Code of Conduct for Contractors.

Exclusion from award of contracts

Contracts may not be awarded to Candidates who, during this procedure:

  • are subject to conflict of interest
  • are guilty of misrepresentation in supplying the information required by the Buyer as a condition of participation in the Contract procedure or fail to supply this information

The proposal and all correspondence and documents related to the Request for Proposal exchanged by the Candidate and the Buyer must be written in the language of the procedure, which is ENGLISH.

Financial proposal

The Financial Proposal shall be presented as an amount in Uganda Shillings (UGX) in the Proposal Submission Form in Annex 3. The remuneration of the Candidate under the Contract shall be determined as follows:

Global price: 

The Candidate shall indicate in his/her proposed the proposed global remuneration for the performance of services. The candidate shall be deemend to have satisfied themselves as to the sufficiency of his/her global remuneration to cover both his/her rate, including overhead, profit, all his/her obligations, sick leave, overtime and holiday pay, taxes, social charges, etc. and all expenses (such as transport, accomodation, food, office, etc.) to be incurred for the performance of the contract. VAT and/or any sales tax applicable to the purchase of services shall be indicated separately in the proposal. The proposed global remuneration shall cover all obligations of the successiful candidate under the contract(without depending on actual time spent on the assignment) and all matters and things necessary for the proper excecution and completion of the Services and the remedying of any dificiencies therin.

Candidate’s proposed (personnel)

The Candidate shall include a detailed description of the role and duties of each of the key experts or other non-key experts, which the Candidate proposes to use for the performance of the Services. The key experts are those whose involvement is considered instrumental in the achievement of the contract objectives. The CV of each key expert shall be provided highlighting his/her experience in the specific field of the Services and his/her specific experience in the country/region where the Services are to be performed. The Candidate whose proposal is accepted shall provide, if so requested by the Buyer, copies of diplomas and employers’ certificates or references proving the key experts’ education, professional experience and language proficiency.

If, before the signing of the Contract, a key expert proposed in the proposal is no longer available, the Candidate shall inform the Buyer immediately.

Validity

Proposals shall remain valid and open for acceptance for 30 days after the closing date

ACTIVITY DATE TIME
Deadline for request for any clarifications from the buyer 23rd/November/2022 5:00pm
Last date on which clarifications will be issued by the buyer 23<sup>rd</sup> /November/2022 5:00pm
Deadline for submission of tender 25<sup>th</sup> /November/2022 5:00pm
Tender Opening session 28<sup>th</sup> /November/2022 10:00am
Contract Award 3 days from Tender Opening N/A
Contract Start Within 3 days from signing contract N/A

 

Evaluation of Proposals

The evaluation method will be the quality and cost-based selection. A two-stage procedure shall be utilized in evaluating the Proposals; a technical evaluation and a financial evaluation.

Negotiations

The Buyer reserves the right to contact the Candidates having submitted proposals determined to be substantially and technically responsive, in order to propose a negotiation of the terms of such proposals. Negotiations will not entail any substantial deviation to the terms and conditions of the Request for Proposal, but shall have the purpose of obtaining from the Candidates better conditions in terms of technical quality, implementation periods, payment conditions, etc.

Negotiations may however have the purpose of reducing the scope of the services or revising other terms of the Contract in order to reduce the proposed remuneration when the proposed remunerations exceed the available budget.

Overall Evaluation and Award of Contract

Offers will be ranked according to their combined technical (St) and financial (Sf) scores using the weights of 70% for the technical proposal; and 30% for the offered price. Each offer’s overall score shall therefore be:

St X 70% + Sf X 30%.

The Buyer will award the Contract to the Candidate whose proposal has been determined to be substantially responsive to the documents of the Request for Proposal and which has obtained the highest overall score.

Signature and entry into force of the Contract  

Prior to the expiration of the period of the validity of the proposal, the Buyer will inform the successful Candidate in writing that its proposal has been accepted and inform the unsuccessful Candidates in writing about the result of the evaluation process.

Within 3 days of receipt of the Contract, not yet signed by the Buyer, the successful Candidate must sign and date the Contract and return it to the Buyer. On signing the Contract, the successful Candidate will become the Candidate and the Contract will enter into force once signed by the Buyer.

If the successful Candidate fails to sign and return the Contract within the days stipulated, the Buyer may consider the acceptance of the proposal to be cancelled without prejudice to the Buyer’s right to claim compensation or pursue any other remedy in respect of such failure, and the successful Candidate will have no claim whatsoever on the Buyer.

Cancellation for convenience

The Buyer may for its own convenience and without charge or liability cancel the procedure at any stage.

Rationale

Any comments on the Terms of Reference of importance for the successful execution of activities, in particular its objectives and expected results, thus demonstrating the degree of understanding of the Contract. Detailed list of inputs, activities and outputs. Any comments contradicting the Terms of Reference or falling outside their scope will not form part of the final Contract.

An opinion on the key issues related to the achievement of the Contract objectives and expected results

Strategy

An outline of the approach proposed for contract implementation.

A list of the proposed activities considered to be necessary to achieve the contract objectives.

The related inputs and outputs.

In the case of a proposal being submitted by a consortium a description of the input from each of the consortium members and the distribution and interaction of tasks and responsibilities between them.)

Timetable of activities

The timing, sequence and duration of the proposed activities taking into account mobilisation time.

The identification and timing of major milestones in execution of the Contract, including an indication of how the achievement of these would be reflected in any reports particularly those stipulated in the Terms of Reference.

Financial offer                                                  

The financial proposal should have the Total Price Inclusive of Taxes as follows.

Global price

Item description Qty Unit Rate Amount
Global price (fees and expenses broken down in detail)        
VAT or other tax on services, if applicable.        
Total price incl. taxes        

 

Proposal Submission
Interested Individuals/ firm should submit both their technical proposal and financial proposal along with their Curriculum Vitae by 23<sup>rd</sup> February 2022 to;

The Chairperson Procurement Committee,

The Lutheran World Federation.

Plot 1401, Ggaba Road Nsambya

P.O. Box 5827, Kampala-Uganda

Tel: +256-393-264006/7/8

Cover page with name, address and contact information

Capability Statement – experience in conducting similar assignments along with supporting documents such as CVs and names of three professional referees, email addresses, Telephone contacts

Education, Experience, Skills & Technical Competencies as per the technical requirements above.

Security

Overall responsibility for safety, security and viability of this deployment lies with LWF Country Representative (see agreement).

The consultant will follow the LWF’s security rules and obey the LWF Country Representative’s security instructions. Security Briefing will be provided by LWF Head Office upon arrival.

 

LWF/DWS is an equal opportunity buyer, irrespective of gender, race or religious affiliation.  Individuals/ Firms possessing the above requirements are encouraged to submit their Proposals. LWF/DWS is a signatory to the Code of Conduct for humanitarian agencies. Our selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Only Proposals Submitted Online will be Accepted!!

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