Expression of Interest (EoI) - Field verification for Results Based Financing for Refugees (RBF4R)

Reference Number: 83456142

Publication date: 12.12.2023

1. 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. 

General information

2. Brief information on the project

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EnDev Rwanda through a partnership with Practical Action is implementing a Results-Based Financing for Refugees (RBF4R) project across five refugee camps in Rwanda. This measure aims to increase access to HTC stoves, through a private sector-led approach, for vulnerable refugee households (HHs) in camps through an LNOB-sensitive RBF approach, coupled with awareness raising and sustainable renewable energy (RE) focused livelihood development, and is focused on working closely with the private sector, aligning with existing initiatives, and experienced partners. 

EnDev is looking for a firm to undertake field verification at the five refugee camps in Rwanda.

3. Context

RBF is a modality where a funding entity disburses funds to a recipient only once a pre-agreed set of results is achieved and verified. This approach involves three key principles: Firstly, payments are made only after the results are achieved; secondly, the recipient may independently choose how to achieve these results; and lastly, independent verification of results is the trigger for disbursement.

2024. GIZ shall hire the contractor for the anticipated contract term, from 1 January 2024 to 31 December 2024.
2025. The contractor shall provide the following service:

After the results claimed by cookstove companies have been submitted and successfully verified by an independent phone verification agent, an additional field verification is conducted.

The Independent field verification team will carry out a field visit to a sample of customers, conducting interviews to verify whether these customers have access to an improved cookstove as claimed by cookstove companies. Furthermore, these field visits will be used to capture additional monitoring and impact data.

EnDev Rwanda will provide an initial training to the team leader and other staff (if needed) on the interpretation of questions and use of the EnDev survey tool. EnDev will provide the necessary data for performing field interviews.

The contractor is responsible for providing the following services: 

As the team leader, 

• Participate in the training session(s) on EnDev survey tools (Training of Trainers mode) and provide feedback on approach and tools and, afterward to subsequently train verifiers.
• Select, prepare, train, and steer the verifiers assigned to perform the field verification task.

Assure enough qualified and trained verifiers are available to perform field verification within the expected timeframes. 

As the independent verification team, 

• Conduct field verification for a predetermined sample of customers who purchase improved cookstove, this verification should be done in Kinyarwanda, and observations should be recorded according to pre-agreed categories in English. Each verification agent from the IVA team should aim to reach a minimum of 7 customers per day. All required tools (questionnaires, survey tool) will be provided by EnDev.
• Document and share customer responses in digital data collection tools provided by EnDev Rwanda.
• Assure timely completion of verification and general quality of documentation.
• Produce the final verification reports.
• The team leader and selected verifiers should be available to participate in coordination, kick-off and/or closing meetings as needed to gather additional insights. The frequency of these meetings will be determined based on the firm’s previous experience with similar verification processes and decided on an ad-hoc basis.

Data protection

The company must ensure that the data handling meets standards of the General Data Protection Regulation (GDPR) of the European Union. This implies that personal information must not be shared with third parties and that the necessary measures are taken to ensure data protection. Any data transmitted to the contractor is to be treated as confidential and not to be disclosed to any third parties.

As personal data will be processed on behalf of the client, an agreement on “Outsourcing of data processing (AuV)” will be concluded with the contractor in accordance with Art. 28 GDPR. For this purpose, the technical and organizational measures (TOM) for compliance with the data protection requirements must be outlined prior to conclusion of the contract. If the contractor has already been audited by GIZ in the past, an update in accordance with GDPR must nevertheless be sent. After a positive check, the contract is concluded with the AuV attachment. 

The AuV will be shared only with the company selected prior for completion and submission before the contract can be signed.

Given the context of the verification in the refugee setting, in addition to the compliance with the GDPR, the contractor is required to ensure that the processing of personal data satisfies the standards and basic principles of the Policy on the Protection of Personal Data of Persons of Concern to UNHCR

Requirements

Qualifications of proposed staff

Expert 1: Team leader

General qualifications

• Education: Bachelor’s degree in any of the following fields: Economics, statistics, geography, business studies, development studies and related fields.
• Professional experience: At least 5 years’ experience in the areas of surveys, market research, verification, monitoring or similar areas.

Special requirements:

• Experience with Results-Based Financing programmes.
• Experience in humanitarian settings

Experience in the region/knowledge of the country: At least 5 years of experience in Rwanda or East Africa

Language skills:  Fluency in Kinyarwanda and English 

Short term pool of verifiers (min. 2, max. 5 verifiers)

Please note that the short-term pool of verifiers should not contain any expert that is supporting other verification activities under GIZ-EnDev.

General qualifications

• Education: Bachelor’s degree in any of the following fields: Economics, statistics, geography, business studies, development studies and related fields.
• Professional experience: At least 5 years’ experience in the areas of interviewing, census, and data collection (e.g., in the context of research, monitoring & verification).

Special requirements:

• Experience with Results-Based Financing programmes.
• Experience in humanitarian settings

Experience in the region/knowledge of the country: At least 5 years of experience in Rwanda or East Africa

Language skills: Fluency in Kinyarwanda and English 

Specification of inputs

The volume and schedule of work are contingent upon the submission of company claims. Nonetheless, EnDev will keep the firm informed with regular status updates regarding upcoming verification needs. Payments will be processed based on invoices and time sheets submitted for work completed. 

EnDev Rwanda will inform the company of the sample size and will provide a list of customers to be verified. It is estimated that up to 144 expert days will be required to cover verification needs. It is expected that up to 11 claims with a total of 835 selected customers will require field verification. Based on experience, each verification takes about 1 hour including preparation and documentation time.

Calculate your financial bid exactly in line with the quantitative requirements of the specification of inputs above. There is no contractual right to use up the full days/travel or workshops or budgets. The number of days/travel/workshops and the budgets will be contractually agreed as maximum amounts. The regulations on pricing are contained in the price schedule.

Requirements on the format of the tender

• Each CV experts should not exceed a maximum of four pages. The concept (if required) should not exceed five pages. If any of these page limits are exceeded, the content beyond the specified limit will not be considered during the assessment. Additionally, external content (e.g. links to websites) will also not be taken into account. 

• Please submit the price schedule for entire service. 

Submission of the offer

Technical Offer:

• A cover letter expressing your interest in this assignment
• Technical proposal as per template provided
• Up to date CVs of proposed experts
• Company Registration certificate (RDB)
• VAT registration certificate
• Tax clearance certificate
• Proof of successful completion of related assignments. 

Financial offer:

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. 

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 27^th, 2023. 

Please you must write on each email subject this sentence: 83456125-Technical/financial offer, without this sentence, your offer may not be considered 

Hard copies are not allowed this time 

GIZ reserves all rights