TERMS OF REFERENCE

Recruitment of a Consultancy Firm for the Development of a Pan- African Women and Girls in ICT Mentorship Framework & Program Design

(Version 1.0/032024)

1. INTRODUCTION AND GENERAL BACKGROUND

1.1 About Smart Africa Alliance

The Smart Africa Alliance is a bold and innovative commitment from African Heads of State and Government to accelerate sustainable socio-economic development on the African continent with the vision to transform Africa into a Single Digital Market by 2030. Its 5-point manifesto seeks; to put ICT (Information and Communication Technology) at the centre of national socio-economic development agenda, to improve access to ICT especially Broadband, to improve accountability, efficiency, and openness through ICT, to put the Private Sector First and to leverage ICT to promote sustainable development.

As of September 2024, The Smart Africa Alliance membership included 40 Member States, International partner organizations including the Africa Union Commission (AUC) and International Telecommunications Union (ITU) among others, as well as International Private Sector Members.

1.2 Project Background

Smart Africa’s vision is to transform Africa into a Single Digital Market by driving Africa’s digital transformation agenda through an inclusive, bold, and innovative multi-stakeholder approach. Numerous studies have indicated that women and girls’ equal participation in an economy can increase GDP by 25% while saving African economies $2.5 trillion¹ that could be lost due to disparities in lifetime earnings between men and women.

However, women and girls face significant barriers to fully participation in the ICT sector across Africa. Despite being catalysts for economic growth and innovation, they remain underrepresented in technical roles and leadership positions. For example, women constitute only 9% of cybersecurity professionals in Africa and around the same figure in corporate executive positions . According to research conducted by PwC, women account for only 28% of leadership positions at global tech companies.⁴ 

Limited access to education, cultural biases, and lack of mentorship opportunities further exacerbates this gender gap, hindering Africa's digital transformation and economic progress. Access to quality education and training in STEM/ICT fields is uneven, with fewer opportunities available for women and girls compared to their male counterparts. Cultural stereotypes and societal norms, poor retention in ICT careers, limited access to leadership opportunities, and challenges in securing funding and networks often discourage women and girls from pursuing careers in technology, leading to a significant talent pool being underutilized. Existing mentorship programs, , while valuable, often lack the necessary scale and resources to address the specific needs of women and girls in the ICT sector.

To address these socio-economic opportunities and gaps, the Smart Women and Girls in ICT Initiative (SWG) was established after a series of multi stakeholder consultations that began in 2016. The Africa Smart Women and Girls in ICT Initiative’s goal is to produce a systematic framework for national plans and interventions to connect women and girls to technology and enhance their participation in the digital economy based on experiences and emerging opportunities.

Smart Africa, with support from NORAD, is establishing the Smart Women and Girls in ICT (SW&G) Mentorship program under gender-inclusive technology development component of the Smart Africa Private Sector Development Through Digital Transformation in Africa project.

1.3 Request for Proposals (RFP) Objectives

The overall objective of this Request for Proposal is to select a consulting firm to provide technical assistance to the Smart Africa Secretariat on the development of a pan-African Women and Girls in ICT Mentorship Framework and Program Design.

The outcomes of the consultancy will be guided by the Smart Women and Girls in ICT Working group, chaired by the lead country, to give overall strategic guidance with the support of the Smart Africa Secretariat.

2. PAN-AFRICAN/CONTINENTAL WOMEN AND GIRLS IN ICT MENTORSHIP FRAMEWORK AND PROGRAM DESIGN

The Pan-African Women and Girls in ICT Mentorship Framework and Program Design is a tailored response aiming to create a supportive ecosystem that fosters the professional development, enhances skills development and networking opportunities and leadership growth of women and girls in the field of Information and Communication Technology (ICT).

The platform aims to bridge the gender gap in the tech industry by providing mentorship, guidance, and opportunities for personal and career advancement. The mentorship program seeks to foster gender inclusivity and drive socioeconomic progress across Africa's ICT landscape.

2.1 Project Specific Objectives

1. To map existing mentorship programs on the continent targeting women and girls in ICT and entrepreneurship, identifying gaps and opportunities.
2. To develop a pan-African mentorship framework for women and girls in ICT informed by existing national and international frameworks and experiences and tailored to address the unique needs and challenges faced by African women and girls in ICT and entrepreneurship.
3. To design a mentorship program for women and girls in ICT and entrepreneurship: The mentorship program should stipulate clear sustainability mechanisms and a contextualized, tiered structure.
4. To provide a clear pathway for establishing the necessary partnerships with industry stakeholders, educational institutions, organizations supporting women in technology, etc. to ensure program success and sustainability.
5. To develop a robust monitoring and evaluation mechanism that will be used to assess the impact of the mentorship program
6. To develop strategies for effective communication of the program and advocacy.

2.2 Scope of work

The project involves mapping existing mentorship initiatives, identifying gaps, and then crafting a unified mentorship framework tailored to the identified gaps and opportunities. The mapping will cover at least 10 countries across the five regions on the continent and benchmark with other international best practices.

The Mentorship Framework will serve as a roadmap for developing a structured mentorship program, incorporating support systems, tiers, and sustainability mechanisms. Additionally, the program will delineate clear mentorship relationship dynamics and including eligibility criteria, pairing methodologies, integration with existing support networks, incentives and affirmative action measures to ensure inclusivity and effectiveness. The framework should include:

1. safeguarding practices, responsible and mutually beneficial mentorship relationships and linkages between incentives and affirmative action.
2. targeted and specialized coaching initiatives;
3. collaborative and male engagement strategies;
4. equitable and inclusive work environments exploring potential linkages with existing and/or traditional human resource development initiatives, and;
5. inspiration-driven education to create a supportive ecosystem for women and girls in ICT and entrepreneurship.

Partnerships with industry stakeholders, educational institutions, and organizations supporting women in technology, etc., are a key part of the program to ensure a collaborative approach. The program design should embed monitoring and evaluation mechanisms to clearly assess the program's impact on the target group’s professional development and leadership growth.

Furthermore, strategies for communication and advocacy will be developed, considering intrinsic motivations of women, particularly young women, and tailoring campaigns accordingly to ensure widespread participation and buy-in for the program.

2.3 Main Outcomes and Deliverables of the Assignment

• Inception Report
• Comprehensive Mapping Report of Existing Mentorship Programs.
• Pan-African Mentorship Framework Document that includes mechanisms for safeguarding, building strategic partnerships, resource mobilisation, and communication and advocacy.
• Detailed Mentorship Program Design with Sustainability and Scaling Mechanisms including:
  • Monitoring and evaluation framework
  • a comprehensive Implementation Plan and;
  • the program fact sheet.

3. CONSULTANCY ARRANGEMENTS/ METHODOLOGY

The mission shall be carried out according to these terms of reference and according to a contractual framework to be defined between the Smart Africa Secretariat and the consulting Firm.

The mission shall be carried out by the Consulting firm with support from the Lead country and the Project Working Group. The Project Working Group is composed of senior government officials in charge of gender in ICT initiatives of selected Smart Africa Member States and representatives of the Smart Africa Alliance Private Sector members and Partner Organizations.

The Smart Africa Secretariat will assist the Consulting Firm, as far as possible, in seeking contacts and authorizations related to the scope defined in this document. Nonetheless, the Consulting Firm is expected to submit a proposal which includes but is not limited to a detailed project plan and inception report.

It is expected that the Consultancy firm’s work will be in line with the following methodology and rules: 

1. The Consultancy firm will assume primary responsibility for drafting the expected deliverables, in both French and English. The working language for the Working Group will be both French and English to cater for the diverse membership of the secretariat.
2. The Consultancy firm shall engage Smart Africa Secretariat, the project working group members, and other selected stakeholders to discuss the roadmap for the consultancy services leading to the creation of an approved Inception Report that clearly explains how the project objectives (2.1.1) will be achieved.
3. The Consultancy firm will work closely with the designated staff of Smart Africa and the Working Groups to carry out the task. The consulting firm will report to the Smart Africa Secretariat and the Working Group members, by participating in regular Working Group meetings (approximately once every two weeks) and by preparing the necessary meeting reports, slideshows, and summaries of documents.
4. The Consultancy firm shall Integrate existing international guidelines and recommendations.
5. The Consultancy firm shall review the existing draft concept note with specific emphasis on support systems and strategies for personal and professional growth of the Smart Africa member states.
6. The Consultancy firm will write an interim draft version of each planned deliverable and provide a presentation of these interim deliverables at workshops to be organized by Smart Africa in both English and French. Every deliverable will be submitted to Working Group members and discussed during consultation and validation workshops. The Consultancy firm will collect comments on each interim deliverable and make consequential revisions in the final version.
7. Support and facilitation will be provided from the Smart Africa Secretariat for exchanges with countries and the collection of documents for the analysis of the existing situations.
8. The Consultancy firm shall organize and participate in consultation and feedback stakeholder workshops during the duration of the project and incorporate the stakeholders’ comments from the workshops as appropriate and prepare the final report.
9. The Consultancy firm will guarantee the confidentiality of information shared by the Smart Africa Secretariat, Smart Africa Member States and other stakeholders participating in the Working Groups and Workshops. Publication of content can only take place after validation by the Working Groups.
10. The Consultancy firm shall submit each deliverable in five (5) printed copies and all working documents in soft copies, editable files (Word, Excel, PowerPoint, etc.), in both French and English.
11. The Consultancy firm shall be able to communicate with the Working Groups and Smart Africa Member States in both French and English and cover the costs for necessary translations of documents.
12. The Consultancy firm shall prepare an executive summary in PowerPoint format (both English and French) for the draft and final blueprint report
13. The consultancy firm shall ensure the final documents are designed according to the branding guidelines of Smart Africa.

4. DURATION OF THE ASSIGNMENT

The selected Consultancy Firm must carry out the project within 16 weeks from the date of signing the contract. The client and consulting firm shall coordinate virtually/remotely for the successful delivery of this project.

The indicative timetable is as follows:

T0*: Time when the contract is signed.

5. PROFILE OF THE FIRM

Smart Africa is seeking to engage a consulting firm with extensive experience in developing and implementing mentorship programs tailored to the African context. The selected firm should demonstrate a strong track record in gender-focused mentorship initiatives, particularly those aimed at promoting gender equity and women's empowerment in the African digital economy.

The consulting firm must display prior work experience in developing mentorship or professional development support frameworks that encompass a wide range of parameters, professional and soft skills development, coaching and leadership development within the STEM/ICT field, more broadly business or related sectors. Evidence of three (3) similar assignments, preferably within the African continent, should be provided, supported by previous project portfolios and recommendation letters of projects demonstrating expertise in young women/women focused mentorship initiatives. The Consultancy firm should be able to satisfy the following criteria.

1. Expertise in Mentorship Program Development and Delivery: Expertise in designing and delivering creative and practical professional & personal development programs in a business/entrepreneurial environment in the ICT sector or broader digital economy. Demonstrate experience in designing mentorship programs and frameworks tailored to the needs of women and girls. In-depth knowledge in mentorship methodologies, best practices, and strategies specific to this demographic is advantageous. Evidence of successful mentorship initiatives or mentorship training programs should be highlighted.
2. Socio-economic Background: Strong background in socio-economic analysis, with the ability to assess the impact of professional support programs on gender equity & equality, women's professional and leadership growth, and inclusive socio-economic development in African communities. Good understanding of socio-economic factors influencing women's participation in the digital economy, with the ability to incorporate these considerations into the framework design.
3. Action Research and Data Analysis: Proficient in conducting comprehensive action research, utilizing various data collection methods, and performing both quantitative and qualitative analysis to inform evidence-informed decision-making towards gender sensitive mentorship program design and implementation.
4. Applied Monitoring and Evaluation (M&E) Knowledge: While the firm may not be tasked with developing M&E frameworks from scratch, it should possess practical knowledge and experience in applying M&E principles to mentorship interventions or programs. This includes the ability to adapt existing M&E frameworks/tools to the specific context of mentorship, design appropriate data collection tools, and establish reporting mechanisms to track program progress and outcomes.
5. Applicants must be individual legal entities or a joint venture. In the event of a joint venture, all the member parties are jointly and severally liable for the contractual clauses.
6. Have a proven track record in consultancy work in Africa. The Consultant must have had experience in conducting similar consultancy work for other inter-governmental or regional organisations, multi-national companies, or non-governmental organisations in the region.
7. Applicants must provide any document that the Smart Africa Secretariat may reasonably request, establishing to the satisfaction of Smart Africa being the Contracting Authority that they continue to be eligible to compete. 
8. The consulting firm should demonstrate familiarity with internationally recognized best practices and methodologies for mentorship as an intervention and the digital economy.
9. Ability to work in an English and French environment. 

The work shall be carried out by a team of at least (3) three highly qualified consultants/experts in the requested specialties, namely: 

• Lead Consultant/Head of Mission with the minimum requirements below to be considered for the evaluation:
  • Minimum of a master’s degree in a relevant field such as Economics, Business, Human Capital Development, Project Management, STEM/ICT disciplines or related fields and a solid understanding of the digital economy.
  • A minimum of 7 years of expertise and professional experience managing complex projects to successful completion.
  • Experience leading and managing multidisciplinary/cross-functional project teams.
  • Excellent track record developing sustainability strategies for professional development initiatives or related projects.
  • Ability to lead and coordinate efforts across multiple stakeholders and partners, including government agencies, NGOs, private sector, and grassroots organizations.
  • Familiarity with gender dynamics in a professional setting and gender-responsive approaches to the personal and professional growth of individuals or social groups.
  • Demonstrated experience working in Africa, at least three (3) African countries.
  • Having participated in at least one (1) similar project in the last 5 years.

• Mentorship Program Expert with the minimum requirements below to be considered for the evaluation:
  • A University graduate with a minimum of a master's degree in Education, Psychology, Human Capital Development, Social Sciences, Business, STEM/ICT disciplines or other relevant related fields.
  • Have at least 5 years of proven experience in developing comprehensive mentorship frameworks and strategies for effective personal and professional growth and establishment.
  • Proven experience designing and implementing creative, adaptable, practical, and inclusive mentorship programs in a business environment.
  • A deep understanding of gender dynamics in a professional setting and gender-responsive approaches to the personal and professional growth of individuals or social groups.
  • Demonstrated experience recruiting and selecting mentorship program participants and mentor-mentee match making.
  • Experience managing or developing campaigns to promote and increase the visibility of successful women and girls in STEM/ICTs, entrepreneurship & leadership.
  • Exhibit the ability to tailor personal, professional and career development interventions to meet the needs of the intended beneficiaries including familiarity with a diverse pool of practical and innovative professional learning systems, tools, and styles.
  • Strong understanding of adult learning principles, career planning methodologies, and psychosocial support mechanisms.
  • Experience working with diverse populations, including women and girls, to address barriers to career advancement and promote inclusive professional environments.
  • Experience in cross organisational, regional, or continental mentorship programs.
  • Experience working in Africa, at least one (1) African countries.
  • Having participated in at least one (1) similar project in the last 5 years.

• Socio-Economic Development/Digital Transformation Expert with the minimum requirements below to be considered for the evaluation:
  • A University graduate with a minimum of a master's degree in economics, ICT, Social Sciences, or other relevant related fields, with a focus on digital economy related socio-economic interventions.
  • Having at least 5 years of proven experience implementing sustainable & inclusive digital transformation projects in Africa.
  • Have work experience developing strategies or programs to address socio-economic barriers and promoting equitable opportunities for women and girls in the digital economy.
  • Demonstrated ability to assess the socio-economic impact of mentorship programs.
  • Familiarity with monitoring, evaluation and learning techniques to assess the effectiveness and impact of mentorship interventions on participants' professional development journeys, continuous improvement, and performance coaching.
  • Experience working in at least 3 African countries.
  • Having participated in at least one (1) similar project in the last 5 years.

6. EVALUATION METHOD AND CRITERIA

The evaluation method is Quality Cost Based Selection (QCBS). The following model will be used to evaluate all respondents and proposals submitted:

Technical Evaluation Criteria

The financial proposal of only those firms which secure a minimum score of 80/100 in the technical evaluation will be opened.

St= Score for the Technical Evaluation

Financial Criteria

Once the technical criteria have been evaluated, the costs of all bids will be listed from low to high. Computing the cost criteria score will be accomplished by use of the following formula:

= Sf

The Applicant getting highest marks on 80-20 weightage (80% for technical and 20% for financial) will be considered for the assignment. The weights given to the Technical (T) and Financial Proposals (F) are T = 0.80 and F = 0.20

The Final Score (S) is calculated as follows: S = St*T + Sf*F

7. SUBMISSION REQUIREMENTS FOR TECHNICAL AND FINANCIAL PROPOSALS

A specific outline must be followed to facilitate the Smart Africa Secretariat’s review and evaluation of the responses received.

A response to this RFP must include the following sections in the order listed:

1. A cover letter confirming the firm’s interest to provide the services required
2. Mandatory Administrative documents against which a firm will be automatically disqualified for both technical and financial evaluation.
   • Company registration certificate
   • Valid Tax registration certificate
   • Valid Tax clearance certificates

• A technical proposal containing the following content:
  • Executive summary
  • Business experience/Profiles
  • Approach and Methodology
  • Work Plan / Schedule
  • Mission team experience/profiles
  • Updated Curriculum Vitae for the team and academic certificates of the proposed key staff required
  • Company/Firm Certificates or Recommendation letters of successful completion for similar past assignments, duly signed and stamped
• Financial Proposal containing the following tables.
  • Summary of Costs.
  • Breakdown of price per user group on daily rate;
  • Breakdown of remuneration user group on daily rate;
  • Reimbursable expenses user group applicable: Will not be considered during financial evaluation since these will be invoiced upon approval by the SAS based on the need; for example, in case the service provider is requested to travel for a physical workshop.

• Notes:

1. Indicate your preferred payment terms under financial proposal.
2. A withholding tax of 15% will be deducted from payments for Firms not VAT-registered with Rwanda Tax Administration (RRA) and 18% VAT will be applicable for registered firms in Rwanda.
   1. WHT must be embedded in remuneration cost and not as an addition
3. All Financial Proposals/offers should be password protected, and Smart Africa will request for it for bidders who have been qualified in the technical evaluation
4. All Financial Offers should be quoted and submitted in USD Currency.
5. Individual consultants are not eligible to apply

4. SUBMISSION PROCESS

Soft copies of both Technical and financial proposals must be sent to: procurement@smartafrica.org showing each the nature of the offer concerned (technical or financial offer), not later than 24th December 2024 at, 5:00 PM local time (Kigali), addressed to Procurement Office of Smart Africa Secretariat, with subject marked: 123/S.A/NORAD/RFP/05/2024: Pan- African/Continental Women and Girls in ICT Mentorship Framework & Program Design.

5. RIGHTS RESERVED

• This RFP does not obligate the Smart Africa Secretariat (SAS) to complete the RFP process. SAS reserves the right to amend any segment of the RFP prior to the announcement of a selected firm.
• SAS also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in SAS’s best interest to do so.
• SAS also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. SAS may negotiate a compensation package and additional provisions to the contract awarded under this RFP. 
• The Smart Africa reserves the right to debrief the applicants after the completion of the process due to expected high volume of applications and avoiding the compromise of the process.

Late proposals will be rejected.

6. VALIDITY

Proposals and quotes must remain valid for 180 days after the date of closing noted above. After, the closing date and time, all proposals received by the Smart Africa Secretariat become its property.

7. ENQUIRIES

Any inquiries will only be received at least 5 working days before the bid submission deadline. Prospective respondents who may have questions regarding this RFP may submit their inquiries to tenderenquiries@smartafrica.org.

8. ANTI-CORRUPTION

Smart Africa is committed to preventing and not tolerating any act of corruption and other malpractices and expects that all bidders will adhere to the same ethical principles.