WATER FOR PEOPLE 

Terms of Reference

1.    BACKGROUND 

Water For People is an international non-profit organization that aims at improving access to safe drinking water, adequate sanitation, and hygiene education in developing countries. Water For People works locally, nationally, and globally to influence governments’ water and sanitation policies to serve the interests of the needy.  WFP program in Rwanda began in 2008, with an overall objective to help all communities, schools, and health care facilities gain access to sustainable water, and sanitation services as well as hygiene behavior change in Rulindo, Kicukiro, Gicumbi, and Karongi Districts of Rwanda. 

Water For People has secured funds from USAID to finance Isoko y’Ubuzima which is a five-year Rwanda Water, Sanitation, and Hygiene (WASH) activity. The activity is being executed by a consortium led by Water For People and includes IRC, CARE International, VEI, and a local partner African Evangelistic Enterprise (AEE) in Rwanda. The project operates in 10 districts namely, Rwamagana, Kayonza, Ngoma, Kirehe, Nyagatare, Ruhango, Nyanza, Nyamagabe, Ngororero, and Nyabihu. 

The overall goal of the Isoko y’Ubuzima project is to improve access to and utilization of safe, sustainable drinking water, sanitation, and hygiene services. This will be achieved through three interrelated and mutually reinforcing strategic objectives (SO): 

SO1.Improving Decentralized WASH Governance

SO2. Improving Rural Drinking Water Services

SO3. Improving Rural Sanitation and Handwashing Services and Products.  

• BACKGROUND AND CONTEXT 

MININFRA in partnership with Water For People and other development partners in the Water and sanitation sector held a meeting on 7/7/2022 in Lemigo Hotel, to discuss the delegated management model for rural water supply systems. Participants discussed key challenges associated with the existing model and found the following key issues among others.

1. Undefined scope in terms of O&M responsibilities between Private Operators (POs) and districts with regard to Minor and Major repairs. 

2. Repairs not timely done, due to the fact that some Districts have set a maximum ceiling on repairs ranging from 500,000Frw to 1Million on what the PO is responsible of repairing; in some cases, neither district nor PO wants to take responsibility on some repairs above the set ceiling, resulting to lengthy water service stoppage. 

3. Water quality control not ensured, whereby POs do not carry out lab tests as mentioned in the framework of the water quality control and management.
4. Contract period: Private operators complain that the existing contract duration of 5 years seems short to allow business investment while asset owners find it reasonable and sufficient. 

5. Lack of performance guarantee from POs managing water supply systems 

However, the list of gaps is not exhaustive, and they negatively affect the effective and good management of rural water supply systems.

To address these gaps, the Ministry of Infrastructure with the support of Water For People/ Isoko y’Ubuzima Project seeks to hire a consulting firm/company to study and analyze the existing delegated water supply management model and propose areas of improvement, to ensure proper rural water service. 

• OBJECTIVE OF THE CONSULTANCY 

The overall objective of the consultancy is to identify gaps in the current delegated rural water supply management model and develop a new comprehensive and clear model that will govern the management of rural water supply systems in Rwanda.

Specific Objectives:

• Critically assess and analyze legal and technical gaps observed in the current delegated rural water contract model and associated documents, and propose solutions,

• Clearly propose roles and responsibilities between the delegating authority and Private operators regarding the operation and maintenance of water supply systems with clear scope (financial and technical).
• Propose clear responsibilities of each role player in terms of water quality test parameters and frequency,
• Propose the contract duration with well-evidenced justification, with a clear business plan to be implemented and monitored.
• Indicate short, medium, and long-term goals for each role player in the new management model,
• Prepare a comprehensive tender document to be used by the delegating authority while hiring a Private Operator for rural water supply systems management,
• Propose a new contract model between the delegating authority and private operators,
• Produce a comprehensive delegated management model which addresses the challenges/constraints that stakeholders are presently facing and ensure that the proposed model does not contrast the existing water policy and water laws (check with policies and laws under pipeline)
• Propose an implementation strategy of the new rural water supply delegated management model

Expected outputs:

The consulting firm is expected to produce a clear rural water supply delegated management model which assists service authorities, service providers, and regulators to work harmoniously together to optimally manage WASH infrastructure and provide excellent WASH services for all Rwandan citizens. The consulting firm will also propose an implementation strategy with a clear timeframe including short-term, mid-term and long-term interventions of the newly proposed rural water supply delegated management model to be implemented by the service authorities.

• PROPOSED METHODOLOGY

The methodology for the consultancy will be developed by the selected consultant at the outset of the work and will be presented in detail in the inception report. However, the selected consultant will perform the following tasks:

1. Desk review: reviewing the existing delegated water management model used in Rwanda and all associated documents, reviewing national water law, policies, and guidelines related to rural water supply management, and rural water supply system management models used in other countries, plus other relevant documents to understand the background and context of the assignment,
2. Review internal audit reports to capture weaknesses raised,
3. Conduct interviews with national institutions having the management of water supply systems in their mandate such as MININFRA, WASAC, RURA, MINALOC, Districts,
4. Conduct interviews with district authorities, FEPEAR (association of private operators), and private operators on changes needed for the effective and efficient management of the rural water supply systems contract model,
5. Consult key development partners in the WASH sector for ideas,
6. Gathering and analyzing data,
7. Validation meeting of the draft model to stakeholders in the thematic working group,
8. Validation meeting with stakeholders in the sector working group,
9. Submission of the final report

• DELIVERABLES

Guided by an approved scope of work, the consultant will:

1. Produce an inception report outlining the methodology/approach and work plan with clear timelines on how the assignment will be carried out.
2. Prepare data collection and analysis tools.

• Prepare and lead consultative meetings with relevant stakeholders at national and district levels,

1. Conduct Key Informant Interviews where necessary.
2. Prepare and present key findings for the recommended delegated management model in the thematic working group, record inputs and incorporate them in the report.
3. Prepare and present the reviewed rural water supply delegated management model and its implementation strategy to the sector working group, record and incorporate inputs.

• Submit a final study report.

• DURATION OF THE ASSIGNMENT

It is anticipated that the assignment will be completed within three (3) months from the date of the contract signature. Technical offer with a clear timeline and description of the proposed methodology detailing how the deliverables will be achieved.

7)    BID DOCUMENTS

7.1. Technical Proposal

The technical proposal to be submitted by the bidder must have the components described in the below sections.

Company profile and administrative documents

The company must provide the following administrative documents:

• Full company address in Rwanda indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box,
• A copy of the Trade License/Certificate of company registration provided by RDB.
• VAT registration certificate
• Valid Certificate of tax clearance by Rwanda Revenue Authority (RRA),
• RSSB clearance certificate (when applicable),

Company experience

The desired company/firm should meet the following criteria:

• General consultancy experience of the company in the field of the WASH sector.

• Experience in developing business strategies and/or business models.

• Present a track record of at least two assignments conducted in the areas of business advisory services, WASH sector analysis or policy development with an amount equal to or beyond the proposed financial cost.

• Copies of similar assignments (with evidence for good completion)

Team composition and required skills

The company/firm should have the following staff members:

1. Principal consultant:

• Should have a master’s degree in one of the following: water engineering, economics, business management, or a related field with at least seven years of experience in the WASH sector with proof of evidence.
• Knowledge of the WASH context in Rwanda especially water-related policies, regulations and guidelines, management of rural water supply systems, and water management business,
• Present a track record of contributing at least to two assignments conducted in the areas of water business advisory services or water policy development with proof of evidence,
• Strong qualitative and quantitative data analysis expertise,
• Management, planning, coordination, organization, and facilitation skills
• Flexibility and complete availability for the whole duration of the contract
• Demonstrated strong writing skills and appropriate computer skills.
• Excellent interpersonal and communication skills
• Demonstrated ability and willingness to travel to rural locations.
• Spoken and written fluency in English & Kinyarwanda is a requirement, French is an added value.
• Flexibility, tenacity, and a results-oriented approach are essential for success.

2. Policy analyst

• Should have a master’s degree in one of the following law, policy development, economics, business management, business administration, or policy development with at least seven years of experience in the social economic field research with proof of evidence.
• Experience in conducting policy analysis and/or contract analysis with proof of evidence.
• Demonstrated experience in developing business strategies and business models is a strong asset,
• Strong qualitative and quantitative data analysis expertise,
• Demonstrated strong writing skills and appropriate computer skills.
• Excellent interpersonal and communication skills
• Demonstrated ability and willingness to travel to rural locations.
• Spoken and written fluency in English & Kinyarwanda is a requirement, French is an added value.
• Flexibility, tenacity, and a results-oriented approach are essential for success.

3. Contract analyst

• Should have a master’s degree in law with a strong background in policy/contract development and analysis with proof of evidence.
• Demonstrated strong writing skills and appropriate computer skills.
• Excellent interpersonal and communication skills
• Flexibility, tenacity, and a results-oriented approach are essential for success.
• Should be able to critically analyze the legal implication of the suggested model 

Each member will present an updated Curriculum Vitae duly signed by the staff him/herself and academic documents with the signed letter of availability during the assignment period.

7.2.        Financial proposal

The financial proposal must be submitted as separate Excel and PDF documents to enable the technical and financial bids to be evaluated independently. Bidders must demonstrate the cost breakdown of the milestone payment. Note that any bid with an arithmetic error in calculation will be automatically disqualified.

Please do not include any financial/price in the technical proposal. The inclusion of any price information in the technical proposal shall lead to bidding rejection.

• REPORTING AND WORK RELATIONSHIP

The consultant will report to the Isoko y’Ubuzima Private Sector Development Advisor (PSDA) for this assignment. The consultant will be collaborating with the entire Isoko y’Ubuzima team including the top management team and strategic objective leaders.

• WATER FOR PEOPLE RESPONSIBILITIES

• Facilitate where necessary initial contacts with various stakeholders, including national and district institutions, FEPEAR, private entrepreneurs, and development partners in the WASH sector.

• Call for validation meetings and cover logistic expenses for participants

• EVALUATION CRITERIA

In assessing the proposals submitted, the evaluation panel will use the Quality and Cost Based Selection (QCBS).

The terms of reference will be published via eligible media platforms.

Proposals will be evaluated using the following criteria: administrative requirements, clarity of methodology, the profile of team members, understanding of the task, and cost as follows.

Stage I: Administrative documents: Mandatory (Pass/Fail)

Any bid that will fail at this stage will not go to the next stage.

Stage II: Technical evaluation

• Company profile and experience: 10%
• Understanding of the assignment and proposed methodology: 30%
• Profile of team members: 30%

Only bidders who will get 49 marks and above will go to the next stage.

• Financial: 30%

The selected proposer will be contractually required to comply with Water For People’s Vendor Code of Conduct https://www.waterforpeople.org/Vendor-Code-of-Conduct and will be required to deliver a Conflict of Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer. 

• SOURCE OF FUNDING

Water For People through the Isoko y’Ubuzima project funded by USAID.

• COPYRIGHTS

Copyright of all material on assignment will be retained by Water For People in Rwanda or the Ministry of Infrastructure.

• RIGHTS RESERVED

1. Water For People reserves the right to cancel the entire procurement process without incurring any liability whatsoever.
2. WFP reserves the right to amend any segment of the RFP prior to the announcement of selected candidates.
3. WFP 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 WFP’s best interest to do so.
4. WFP also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. WFP may negotiate a compensation package and additional provisions to the contract awarded under this RFP.
5. WFP reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid the compromise of the process.

• HOW TO APPLY

If you feel qualified and interested in the assignment, please send your technical and financial proposals (separately) to: rwprocurement@waterforpeople.org no later than 9^th June 2023 at 11:59 pm. Women are encouraged to apply. Hard copies and late submissions shall be rejected.

Prepared in Kigali, on 22^nd May 2023

Eugene Dusingizumuremyi

Country Director