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RFP: Technical Assistance for Response to Covid-19

Synopsis of the Request for Proposal (Individual Consultant)

Solicitation Reference No.RFP/00972/MOZAMBIQUE/2020  
Title of SolicitationTechnical Assistance for Response to Covid-19 (Development of Agricultural Sector Monitoring and Evaluation Framework)
Issuing Office & AddressAlliance for a Green Revolution in Africa (AGRA) Website: www.agra.org
Point of contact for clarifications, questions and ammendmentsAGRA General Procurement, Procurement@agra.org
Email Address for submission of Proposals/ QuotesAGRA General Procurement, Procurement@agra.org
Solicitation Issue DateAugust 7th, 2020
Deadline for submission questions and clarificationsAugust 12th, 2020 1700 hours, East African Time
Deadline for Answering questions and clarificationsAugust 14th, 2020
Deadline for Submission of ProposalsAugust 21st, 2020 1700 hours, East African Time  
New submission DeadlineSeptember 24th, 2020 1700 hours, East African Time
Anticipated Award TypeINDIVIDUAL CONSULTANCY AGREEMENT
Submission and Evaluation CriteriaBidder must provide below listed information in the submitted proposal:

Mandatory Eligibility Requirement
– Identification Documentations of Bidder (Valid copy of Passport or National Identification Card)
– Copies of academic certificates
– Shall not be sanctioned or blacklisted by any government or institution
– Applicant shall be an Individual Consultant

Evaluation Criteria
– Qualification of the individual Consultant relevant to the assignment: [20%]
– Experience in carrying out similar assignments: [40%]
– Technical approach, methodology and work plan: [30%]
– Relevant experience in the Agriculture Sector: [10%]  

NB. Only the best candidate above 75% of the technical score shall be considered for financial negotiations

Terms of Reference – Annex A

Background

The Coronavirus was firstly reported in Wuhan Province, China in December 2019, and afterward spread worldwide. As of 27th of June of 2020, there were 9.83 million cases of COVID-19 in the world, across 188 countries and territories.  The COVID-19 has brought about social, economic and political disasters worldwide and especially in the affected countries and territories. The outbreak of COVID-19 has worsened the performance of the world economy. Due to the pandemic, the global economy is projected to decrease by 3 percent points in 2020, which is much worse than during the period from 2008 to 2009. This low performance of the economy will be due to low economic activity (production) as the companies have to adapt new production processes and technologies, which reduce the contamination of workers and the reduction of demand for goods and services due to income reduction and uncertainty.

The first case of COVID-19 was confirmed in Mozambique on 22nd of March of 2020.  In view of the imminent risk of spreading the new Coronavirus, the Head of the state declared a State of Emergency. Coronavirus is having a disastrous impact on the Mozambique economy.  In order to reverse this scenario, the government has put in place some measures to boost economic stimulus such as: (i) Delay of the payment of the corporate income tax for 2020 for the financial year 2021; (ii) an increase in the budget allocation for the health sector, from about 2 billion Meticais (about 0.2% of GDP) to about 3.3 billion Meticais (0.3 percent of GDP); (iii) reduction by 10% for a period of six months’ energy bills to general customers, large, low and medium voltage consumers for the industrial, commercial, agricultural, hotels, services, sports and catering sectors.

The potential impact of COVID to the agricultural sector cannot be underestimated. The Government needs valid data and analytics to be able to make timely decisions, as well as respond in a timely manner to address the various food security challenges. Both short- and long-term policy decisions and interventions, require the existence of functional sector wide monitoring and evaluations systems. The Ministry of Agriculture and Rural Development (MADER) is finalising its five-year agriculture sector investment plan and its implementation requires the establishment of baselines, especially on the COVID effects across the sector.  The current M&E systems therefore requires to be reviewed and strengthened to address these priority issues.

In this regard, MADER with support from AGRA is seeking technical assistance to support the establishment of a functional sector monitoring and evaluation systems.

Specific Objectives for the Technical Assistance on the sector M&E framework include the following:

In the short term, during the COVID 19 pandemic and under the leadership of MADER, work with key ministries and stakeholders to coordinate availability of data and analytics  to:

In the short to long term the consultant will seek to review the existing sector M&E framework:

  1. To make the monitoring and follow up in the agriculture sector more accurate and cost effective. To undertake this, the consultant will facilitate alignment of all sector programs to a common M&E framework. There is a need for reduction of duplication and repetitions in the monitoring and follow-up processes already in place and undertaken by actors within the sector. The framework will therefore aim to develop specific sectoral indicators that will be used in a single registry for data entry and facilitate real time updating of data by all reporting agents.
  • To enhance the data quality for the activities of the Steering Committee of the Agricultural Joint Sector Review and Biennial Review Reporting process.
  • To provide one shared picture of the performance in the sector in line with the MADER five-year investment plan; A sector M&E framework would provide a picture of the general performance and impact in the sector, including all actors and providing a base for a strategic planning at sector level for increased coordination. The M&E framework will be an umbrella framework that provides a tool to capture the outcomes, effects and results in the sector, beyond what is monitored by each of the actors and in each single project (e.g. ministries and development partners). It will be a tool for the ministries, and provinces contributing to the MADER plan, to establish a joint information management system that will share information from each player, to support monitoring of sector plan. Each ministry, and province will in turn be able to track its own contribution to the achievement of MADER plan, and individual local plans. The framework is expected to coordinate with, build on, support and complement the National Integrated Monitoring and Evaluation System, in order to avoid unnecessary duplication of existing systems and processes.  It will therefore be a key tool for Joint Sector review, the decisions by the Agriculture Sector Working Group, including the performance for the CAADP Biennial Review Process.
  • A shared picture gives better background for strategic decisions in the sector; There is a need to strengthen the use of performance information among actors within the sector to improve resource allocation and information on what activities and processes to prioritize in order to meet the ultimate goals for the sector as defined in the MADER Investment Plan.  A sector wide M&E will provide information that supports the need to work towards a sector-wide approach, joint planning and budgeting procedures. A joint M&E Framework is a part of this process.
  • To Increase ownership and strengthening of the government planning and budgeting and reporting procedures. A sector-wide M&E framework provides a good tool to support a continuous government process of dynamic strategic decisions for the sector, thus increasing the government control and influence on the sector and its role in national development. A good M&E framework is an important planning and budgeting tool. Once in place, the M&E framework will guide the sector planning and budgeting to ensure rational allocation of resources.
  • To Contribute to further alignment of donor support to the sector. A sector wide M&E framework will strengthen the conditions for alignment to a sector planning, budgeting and reporting procedure for the Development Partners in the sector.
  • Foster a result-based strategic and evidence-based decision making process in the sector. The M&E framework will provide a tool for sector-wide follow up of the effects of strategic decision. This will provide a tool to further develop the evidence-based decisions making chain in the sector.

Expected Outcome the development of the Sector M&E Framework

In the short term during COVID-19:

  1. Minimum or zero disruption to the supply chains for all identified staple foods, potable water and fuel in a full or partial lockdown situation.
  2. Ensure staple food, potable water and fuel are available and affordable in a full or partial lockdown situation.
  3. All identified indigent households have access to the minimum daily nutrition, fuel and water requirements in a full partial or lockdown situation.
  4. All resources earmarked for the COVID-19 response, are utilized transparently, distributed equitably and reach the target population on time.
  5. All guidelines and protocols for the response to the COVID-19 pandemic are implemented and operationalized uniformly across all provinces, barring specific province peculiarities.

In the short to long term the following will be the expected outcomes:

The overall expected outcomes for the sector M&E framework are:

  1. Strengthened national and provincial governments agricultural planning, coordination, performance and agriculture advocacy.
  2. Established harmonized system for tracking and measurement of agricultural transformation at all levels.
  3. Enhanced capacity to drive and implement sector M&E framework.

At functional level the framework is expected to provide:

  1. Purpose of the M&E Framework:  what information needs will be covered.
  2. Core Information Processes.
  3. what data (questions, indicators) will be collected
  4. what data collection methodologies will be used
  5. how will the data be analysed
  6. what communication mechanism / information technology will be used
  7. Utilization: what mechanisms and processes will be used to ensure results from the M&E system are used and integrated into decision making.
  8. System Review: How will the M&E framework be evaluated, updated and modified to users’ needs and feed-back
  9. Institutional Arrangements: what policies, legal mechanisms organisational arrangements and incentive structures are needed for the M&E framework to be functional.
  10. Human Capabilities: What attitudes, knowledge and skills are needed by key stakeholder groups to effectively develop, implement and use the M&E system

Scope and Approach to the Development of the Sector M&E Framework

The MADER directorate responsible for M&E will take the lead role in spearheading this process. The development of the sector M&E framework will be undertaken in a highly consultative manner involving all sector stakeholders at the national and provincial levels.  The assignment is therefore three pronged as follows:

Part One: Monitoring and coordination of data and analytics required during COVID-19 Pandemic

Under the leadership of the MADER, the consultant is expected to work with all key players to provide coordination on relevant data and analytics needed to:

  • Ensure availability, accessibility and affordability of food and water
  • Support for subsistence agriculture and livestock farmers, and fisherfolks
  • Maintain agricultural output and value addition
  • Ensure establishment and operationalization of enabling environment

This will involve facilitating links to key institutions or think tanks that undertake policy research and data analytics such as IFPRI, FAO-MAFAP, BFAP among others.

Part Two: Development of the sector M&E framework

The process will include:

  1. A thorough/ review of the current M&E framework, the new MADER  5-year plan, key sector guiding policies as well as the national Monitoring and Evaluation System (under the ministry of planning), Report of the Mozambique Agricultural Sector Biennial Review, Joint Sector review reports and other related documents.
  2. Specify what information needs of different users need to be met (Purpose);
  3. Specify what questions, indicators, data collection methodologies, analytical procedures, information technology and communication mechanisms will be used (Core Information Process);
  4. Specify what mechanisms and processes will be used to ensure results from the M&E system are used and integrated into decision making (Utilization);
  5. Specify how the M&E system will be evaluated, updated and modified in response to users’ needs and feedback (System Review);
  6. Specify what policies, legal mechanisms, organisational arrangements and incentive structures are needed for an M&E system to be functional (Institutional Arrangements);
  7. Specify the knowledge, skills and attitudes, needed by key stakeholder groups to effectively develop, implement and use the M&E system (Human Capability).
  8. Based on the above, develop a draft sector-wide M&E framework;
  9. Develop a tailor made digital M&E system through which all indicators and data will be populated in;
  10. Propose a testing and piloting methodology;
  11. Refine the framework based on the outcome of the pilot;
  12. Develop an action plan for full implementation and requisite training and capacity development.

Part Three: Capacity Development of the key Sector Players

Capacity building for effective roll out of the M&E sector, MADER officials, including all other collaborating institutions and players  on result based M&E process, data collection and information management. This will also include capacity building of officials’ impact assessment of projects/programmes from the conceptualization to the execution.

Methodology and Approach to the Development of the Sector M&E Framework

Based on the uniqueness of this task, the process will be undertaken through some technical assistance in the form of an individual consultancy, who will facilitate the process, while the MADER takes leadership role in this important initiative. MADER will establish a multisectoral task team that will serve as the steering committee for the entire process. The CCSA’s at both the national and provinces will play an active role in this process to ensure effective coordination and involvement of all stakeholder.

Consultations will be undertaken at all levels to ensure inclusivity and ownership of this framework.

Expected Deliverables

  1. Inception Report thatprovides understanding of the task and work plan for the assignment.
  2. Monthly reports on COVID-19 coordination.
  3. Draft M&E Frame document to be subjected to stakeholder validation:

It is expected that the document shall have the following contents:

  1. Purpose of the M&E Framework –
    •  what information needs will be covered
  2. Core Information Processes
    •  what data (questions, indicators) will be collected
    • what data collection methodologies will be used
    • how will the data be analysed
    • what communication mechanism / information technology will be used
  3. Utilization
    • what mechanisms and processes will be used to ensure results from the M&E system are used and integrated into decision making
  4. System Review
    • How will the M&E framework be evaluated, updated and modified to users’ needs and feedback
  5. Institutional Arrangements
    • what policies, legal mechanisms organisational arrangements and incentive structures are needed for the M&E framework to be functional
  6. Human Capabilities
    • What attitudes, knowledge and skills are needed by key stakeholder groups to effectively develop, implement and use the M&E system
  • Final Sector-wide M&E Framework: Submission of the draft final report that includes feed-back from the stakeholders’ workshop.
  • Training Materials and training reports
  • The Consultant shall, at the end of the assignment, submit to MADER all documents, working files and computer data, properly organized and filed, that have been produced during the assignment.

Reporting Arrangements

Functionally the consultant will be based at MADER and report to the Permanent Secretary, while working closely with all Ministry departments. However contractually, the consultant will report to the AGRA Mozambique Country Manager, and provide weekly progress reports. The consultant is expected to work from AGRA’s office one day/week to ensure proper coordination.

Time Frame for the Assignment

The estimated man-days for the assignment is 65 days

Part one of the assignment is expected to be continuous during the contract period, while part two of the work will take place within three months upon signing of the contract (40 days). Part three is expected to be undertaken with in a period of three months (25 days), upon completion of the sector M&E framework.

Payment Schedule

The payment schedule will be as follows:

  1. 10% to the total man-days upon submission and approval of the inception report by both AGRA and MADER.
  2. 20 % upon submission of draft sector M&E framework and approval by both MADER and AGRA
  3. 20% upon submission of final sector M&E framework and approval by both MADER and AGRA
  4. 40% upon submission of training materials and final training reports

Required Competencies

The consultant should have a wide experience working in the agricultural and rural development sector, particularly in Africa.  Specific experience with the Mozambique agricultural sector will be an added advantage.  They should have good analytical skills, experience with project/programme management, monitoring and evaluation.  Experience with sector wide approach of programs implementation will be an added advantage.  Specifically, the consultant should have the following requirements:

  1. Minimum of a Master’s degree in Agricultural Economics, Economics, Social Sciences or related field
  2. At least 10 years of international experience in programme management, monitoring and evaluation, training and capacity building especially in the Agricultural and Rural Development Sector in Africa
  3. Good knowledge of management information systems
  4. Experience working with multi-donor projects
  5. Ability to professionally interact at High Levels of Government
  6. Excellent process management and facilitation skills
  7. Strong written, verbal communication, and presentation skills in both English and Portuguese.
  8. Strong Microsoft Word, Excel and PowerPoint skills

Copyright

All materials / documents arising out of this consultancy work shall remain the property of AGRA.

Evaluation Criteria

  1. Qualification of the individual Consultant relevant to the assignment: [20%]
  2. Experience in carrying out similar assignments: [40%]
  3. Technical approach, methodology and work plan: [30%]
  4. Relevant experience in the agriculture sector: [10%]

Submission of Technical and Financial Proposals

This consultancy is open to Individual consultants with sound experience in the services outlined above. Interested Individuals are invited to submit a Technical Proposal and a Financial Proposal.

Technical Proposal

Interested and qualified consultants are invited to submit their proposal(s) comprising of the following:

  1. An understanding of the consultancy requirements
  2. Delivery plan including description of methodology, and preliminary design of the activities, outputs and outcomes.
  3. Detailed reference list indicating the scope and magnitude of similar assignments along with three professional referees contacts
  4. Detailed curriculum vitae (CV)
  5. Relevant services undertaken in the past three (3) years
  6. Copies of academic certificates
  7. Identification documents

While preparing the Technical Proposal, consultants must give attention to the following:

  1. In preparing the Technical Proposal, consultants are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.
  2. The consultant’s proposal must be written in English language
  3. The full proposal should contain two components:
    • A Summary Proposal Document not exceeding 5 pages in Microsoft Word (single- space, 12-point font) responding to the areas denoted in the RFP and should be accompanied by associated accreditation and any desired annexes including case studies of sector specific work done and CV
    • A Summary Proposal Presentation not exceeding 10 slides in Microsoft PowerPoint to convey the key elements of the proposal to AGRA

Financial Proposal

FINANCIAL PROPOSAL must be provided in the prescribed format, RFP ANNEX B, supported with a breakdown analysis and will provide the following information, but is not limited to:

  1. Professional fees chargeable per day
  2. Breakdown of disbursements if applicable
  3. Must be submitted using the format provided, RFP Annex B: Financial Proposal
  4. Price must be quoted in US Dollars (USD)
  5. All applicable withholding taxes shall be included. If the financial proposal is silent on taxes, AGRA shall assume that these are inclusive;
  6. Financial proposal shall be valid for a period of 90 days from the date of bid closure.
  7. Financial proposal shall be sent as a separate attachment and MUST be password protected.

  Submission Requirements

  1. Technical proposal/detailed CV and Financial Proposals must be submitted separately to procurement@agra.org by the deadline indicated in the synopsis
  2. The subject of the email MUST read “RFP/00972/MOZAMBIQUE/2020. AGRA shall not be liable for not opening proposals that are submitted with a different subject.
  3. Technical and Financial proposals will need to be submitted as separate documents.
  1. Only the financial proposal of the best candidate will be opened and negotiated.
  2. Neither technical nor financial proposals should exceed 10MB.
  3. The financial proposal MUST be password protected.

The Financial proposals shall include all applicable withholding taxes. If taxes are not mentioned in the financial proposal, AGRA shall consider them as included in the prices provided.

Download Full RFP here:
https://agra.org/wp-content/uploads/2020/09/RFP-TAs-to-Enhance-Coordination-under-COVID19-Mozambique-final-2.docx