Expressions of Interest (EoI)

Consultancy for provision of teambuilding for the GIZ Cluster “Great Lakes Region - Resource Governance – Peace and Security

Reference Number: 83455070

Publication date:24.11.2023

0.           Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region. 

1.           Context

The Cluster "Great Lakes Region" is composed of technical cooperation (TC) projects with a regional focus. It combines the TC modules "Cooperation for Peace, Security and Sustainable Resource Governance in the Great Lakes Region", "Women, Peace and Security in the Great Lakes Region", as well as service packages of other projects implementing in the region. Thus, the cluster currently has a financial volume of EUR 25.7 million. The cluster structure aims to streamline administrative processes, improve cost efficiency, create and strengthen synergies and leverage technical knowledge across projects.

GIZ has been supporting the ICGLR since 2011. Co-funded by the Ministry of Foreign Affairs of the Netherlands (DGIS), GIZ has been mandated to implement the third project phase in close collaboration with the ICGLR. Since 2023, the focus of the cooperation lies on three thematic areas, namely (1) Organizational development of ICGLR, (2) Mineral Resource Governance and the formalization of the Rwandan artisanal and small-scale mining sector, and (3) Peace and Security in conjunction with Mental Health and Psychosocial Support (MHPSS). In this context, GIZ supports the annual/mid-term planning and evaluation processes, capacity building of the respective ICGLR units in these thematic focus areas as well as institutional communication. In addition, a second co-financing has been agreed with the European Union (EU) Delegation to Rwanda, which will support bilateral activities to enhance “Sustainable Development of the Mining Sector in Rwanda”.

In the framework of Germany’s feminist development policy, GIZ will implement a regional project to promote women's rights for peace and security in the Great Lakes region. The aim of the project is to improve conditions for a more systemic implementation of the Women, Peace and Security (WPS) agenda at the local, national and regional levels in the Great Lakes Region. The project will focus on three key areas: (i) funding of cross-border civil society initiatives related to implementation of the WPS agenda; (ii) Advisory services and networking support to civil society in the region; (iii) advisory services on WPS monitoring, reporting, and accountability at regional and national levels (build capacity for data collection, monitoring, and reporting for WPS Regional and National Action Plans). The project will partner with the International Conference in the Great Lakes Region (ICGLR) and other key stakeholders from civil society, ICGLR Members States and regional organizations.

The cluster team currently consists of xx employees and is spread between Rwanda, Burundi, Uganda and the DRC. The official cluster location with the majority of colleagues present is Kigali. Currently, the preparations are being concluded to kick-off the iWPS project which will last from 2024 – 2026. Against this background, the team is in a phase of change, as several new employees will be joining the team. Some employees will start working on several projects. This requires adaptation of working and communication methods for the whole team. For line managers too, this situation calls for an adaptation in personnel management. For an efficient cooperation it is important to clearly define roles, processes and communication within the team and to make them understandable for all employees. In addition, for the employees working in project implementation, the question of the resources required for a good cooperation with the partners and the achievement of the agreed goals is of key importance.

The aim of the assignment is to identify team building needs, kick-off and accompany the team development process such that roles, responsibilities and communication lines are clear to achieve the intended impacts.

2.           Tasks to be performed by the contractor

The assignment has the following objective and contains three work packages:

Team development and cooperation management

• Preparation, moderation and documentation of a 2 day physical workshop in Kigali or a venue close to Kigali on team development and cooperation structures (February 2024).

The contractor moderates a workshop with the entire team that has the following goals:

• Development of a common cluster vision
• Clarification of the role of each member of the team
• Clarification of communication within the team as well as with partners and external stakeholders
• Clarification on cluster meeting formats (Management Team, Technical Team, All Cluster Team etc.) and definition of goals/agendas for the different formats

The deliverables to be provided by the contractor are the following:

1a) Provision of a concept note for the workshop

1b) Conduction of the workshop in-person

1c) Brief report on agreements and outcomes of the workshop 

• In addition, the contractor is expected to conduct 4 virtual or hybrid follow-up sessions of about ½ or 1 day each (1 in May 2024 (½ day) virtually, 1 in September 2024 (1 day in person in Bujumbura), March 2025 (½ day) virtually and August 2025 (1 day) in person). The aim is to assess progress against team agreements defined during the initial workshop, and to make suggestions for adaptations/next steps. 

The deliverables provided by the contractor are the following: 

2a) Provision of a concept note for the follow-up session (x4)

2b) Conduction of the virtual follow-up session (x4)

2c) Provision of a summary paper making suggestions for the team way forward (x4) 

• The contractor is expected to provide individual coaching to the team members (90 coaching hours / equivalent 12 expert days) 

• Final report on results, synthesis of developments and observations throughout the years, and recommendations

Certain milestones, as laid out in the table below, are to be achieved by certain estimated dates during the contract term, and at particular locations. All deadlines may be subject to change given the travel restrictions due to project internal considerations.

Period of assignment: 24 months after contract signature.

3.           Concept

In the bid, the bidder is required to show how the objective defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept).

Technical-methodological concept

Strategy: The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

The tenderer is required to describe its contribution to knowledge management for the partner (1.5.1) and GIZ and to promote scaling-up effects (1.5.2) under learning and innovation.

Further requirements (1.7)

The use of interactive tools for the team-building workshop is encouraged.

4.           Personnel concept

The bidder is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points.

Team leader

Tasks of the team leader

• Responsibility for the advisory package of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ
• Reporting in accordance with deadlines

Qualifications of the team leader

• Education/training (2.1.1): University Degree or equivalent qualification from a recognized institution in Psychology, Social Science, Political Science, Economics, International cooperation or other relevant subjects
• Language (2.1.2): Fluency in English and French
• General professional experience (2.1.3): 10 years of experience in advising development cooperation projects on team building, strategic planning, intercultural working
• Specific professional experience (2.1.4): 7 years of experience in the application of participatory methods and systemic approaches in complex cooperation systems as well as experience in facilitating workshops in an intercultural context and using innovative tools that enable an interactive team experience
• Leadership/management experience (2.1.5): 5 years of management/leadership experience as project team leader or manager
• Regional experience (2.1.6): 5 years of experience advising projects in Sub-Saharan Africa (region)
• Development Cooperation (DC) experience (2.1.7): 5 years of experience working with DC projects, especially German Development Cooperation would be an asset 

5.           Costing requirements

Assignment of personnel and travel expenses

Per-diem and overnight accommodation allowances are reimbursed as a lump sum up to the maximum amounts permissible under tax law for each country as set out in the country table in the circular from the German Federal Ministry of Finance on travel expense remuneration (downloadable at https://www.bundesfinanzministerium.de).

Accommodation costs which exceed this up to a reasonable amount and the cost of flights and other main forms of transport can be reimbursed against evidence

All business travel must be agreed in advance by the officer responsible for the project.

Sustainability aspects for travel

GIZ would like to reduce greenhouse gas emissions (CO₂ emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions, such as selecting the lowest-emission booking class (economy) and using means of transport, airlines and flight routes with a higher CO₂ efficiency. For short distances, travel by train (second class) or e-mobility should be the preferred option.

If they cannot be avoided, CO₂ emissions caused by air travel should be offset. GIZ specifies a budget for this, through which the carbon offsets can be settled against evidence.

There are many different providers in the market for emissions certificates, and they have different climate impact ambitions. The Development and Climate Alliance (German only) has published a list of standards (German only). GIZ recommends using the standards specified there.

Specification of inputs

Workshops, training

The contractor implements the following workshops/study trips/training courses:

• Team-building workshop in Kigali

6.           Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• Workstation in the GIZ project office for coordination activities during preparation of the workshops
• Transportation within Kigali or to the initial workshop venue with project vehicle
• Workshops logistics

7.           Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English or French.

The complete bid shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

8.           Submission of the offer

Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical offer with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, and a detailed clear methodology,
• Up to date CVs of proposed expert
• Company Registration certificate (RDB)
• VAT registration certificate
• Tax clearance certificate
• Proof of successful completion of related assignments. 

Financial Proposal:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs. The costs must be in RWF and VAT excluded. Price sheet attached must be used for the financial offer. 

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de  until latest December 10^th 2023. 

Please you must write on each email subject this sentence: 83455070-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time 

GIZ reserves all rights 

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