IDH Market-led SMEs and smallholder farmer business support project in Rwanda – Phase II Project
CALL FOR CONCEPT NOTES FOR GRANT CO-FINANCNG
Opening date | 16th December, 2022 |
Closing date | 5th January, 2023 |
Closing time | 5:00 pm, Kigali time |
Description | Call for concept notes for grant co-financing (hereafter the “Call for Concept Notes”) |
Funded by | GIZ |
Implemented by | IDH |
Currency of budget | Euro |
Point of contact | Francine Nizongabire |
- Introduction to the IDH Market-led SMEs and smallholder farmer business support project in Rwanda – Phase II
Rwanda’s horticulture sector still has unrealized potential that can contribute to local, regional and export markets growth. Through its “Market-led SMEs and smallholder farmer business support project in Rwanda – Phase II” (the “Project”), IDH aims at creating new good jobs[1] and improving the working conditions of workers in SMEs involved in Rwanda’s horticulture sector, and to improve the farmers’ livelihoods through enhanced production of high value horticulture crops. This will contribute to the commercialization of Rwanda’s horticulture sector, and its access to local, regional and export premium markets.
The Project is designed to attract and catalyse private investments in the Rwandan Horticulture sector, capitalize on market opportunities in domestic, regional and export markets through supporting the development of inclusive and sustainable horticulture value chains. The project will support activities across horticulture value chains in Rwanda, from production to processing, distribution and marketing and the key target group is SMEs in the business of horticultural products. The essence of this project is to co-invest with SMEs in horticulture to create new good jobs in the sector and improve working conditions of the beneficiaries.
ETHICAL AND BUSINESS CONDUCT REQUIREMENTS
Transparency and integrity are key values of IDH. IDH adheres to high standards of good practices and transparency in governance and reporting. IDH’s code of conduct provides an overview of the values, commitments, responsibilities, and integrity that IDH stands for. It applies to and governs all decisions of our people. This includes employees and consultants acting on behalf of IDH. It is our expectation that our business partners apply similar standards of conduct when working with IDH.
- Introduction to the Horticulture Grant Facility II
The Project is opening an application window for its grant facility (the Horticulture Grant Facility II, hereinafter referred to as the “HGF II”) on 16th December, 2022. The purpose of HGF II is to co-invest with Rwandan companies in business cases of fruit and vegetable value chains that support the creation of new good jobs (focusing on women and youth empowerment) and the inclusion of smallholder farmer cooperatives.
The HGF II has EUR 240,000 available as grant to co-finance private investments with six Rwandan SMEs. The HGF II is managed by IDH, following IDH’s internal grant management rules. Grant allocations from the facility will only be issued against confirmed co-investments from the six SMEs. Through a market-pull approach, these investments will support the further commercialization of the business operations of selected SMEs, with a central focus on development impact, new good job creation, and smallholder farmers and cooperatives inclusion. Project activities and deliverables must be in-line with the Project’s objectives; the application assessment teams will focus on ensuring beneficiary SMEs are able to manage and implement the projects accordingly.
Applicants are encouraged to develop business cases that create new employment opportunities (with a focus on women and youth empowerment) and are inclusive of smallholder farmers grouped in cooperatives. The nature and value of the business cases may vary and can be applicable to different stages of the value chain.
The grant under the HGF II cannot exceed EUR 40,000 for the total business case budget. The remainder of the necessary investments will need to be provided by the applicant in the business case on a 1:1 co-financing basis (i.e., EUR 40,000 private co-financing against a EUR 40,000 grant from the HGF II).
- Application process
Applications open on the 16th of December 2022. Applicants are invited to send in concept notes with the format that can be found in annex to this document.
If the concept note is approved, the applicant will be invited to develop a full proposal, which will be submitted to IDH for review. If the full proposal is approved, it is the intention to sign a grant agreement between the applicant and IDH, against the project proposal, budget and KPI targets. The procedures for approval are described in the paragraphs below.
We expect the process to take place from 16th December 2022 to 28th February 2023, with project implementation envisioned to start on the 1st of March 2023. According to the following timelines:
Application stage | Timeline |
Submission of concept notes | 16th Dec 2022 to 5th Jan 2023 |
Review of concept notes and feedback to applicants | 5th Jan to 10th Jan 2023 |
Call for full proposals (the “Call for Proposals”) | 11th Jan to 31st Jan 2023 |
Review of full proposals | 1st Feb to 15th Feb 2023 |
Feedback on applications and contracting of selected applicants | 16th Feb to 28th Feb 2023 |
Start of project implementation | 1st March 2023 |
All applicants are invited to submit their concept notes by sending an e-mail to
IDH is available to provide feedback and to answer any additional questions that relate to the HGF II or the application process. For the submission of draft concept notes for review and for additional questions, please contact
Applicants are responsible for ensuring that their concept notes are received by IDH in accordance with the instructions, terms, and conditions described in this Call for Concept Notes. Failure to adhere to the instructions described in this Call for Concept Notes may lead to disqualification for consideration.
IDH shall inform all applicants whether or not they are selected to submit a full proposal, i.e., the Call for Proposals. Successful applicants will be invited for the Call for Proposals within three weeks after selection of their concept notes.
- Instructions to applicants
To qualify for the HGF II, applicants must submit a concept note (not exceeding 5 pages) to IDH, describing:
- a description of the applicant’s company structure, general objectives and legal form.
- the objectives;
- activities;
- targeted outcomes and impact; and
- a high-level budget overview (including amount requested from the HFG II, and the amount to be co-financed by the applicant).
The following must also be included as part of the concept note submission:
- Disclose any close, familial, or financial relationships with IDH or project staff. For example, if an applicant’s cousin is employed by the project, the applicant must state this.
- Disclose any family or financial relationship with other applicants submitting concept notes. For example, if the applicant’s father owns a company that is submitting another concept note, the applicant must state this.
- Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other applicant or competitor for the purpose of restricting competition.
- Certify that all information in the concept note and all supporting documentation are authentic and accurate.
- Certify understanding and agreement to IDH’ prohibitions against fraud, bribery, and kickbacks.
- Evaluation criteria
5.1 Eligibility
Eligible applicants are SMEs (private companies) involved the horticulture value chains from production to processing, targeting the local, regional or export markets. Other types of organizations (e.g. NGOs, knowledge and research institutes, government institutions, foundations, religious organizations, etc.) can be partners in a consortium to the project implementation, but are not eligible to be lead applicant or submit a concept note by themselves.
Applicants are responsible for ensuring that their concept notes are received by IDH in accordance with the instructions, terms, and conditions described in this Call for Concept Notes. Failure to adhere to the instructions described in this Call for Concept Notes may lead to disqualification for consideration.
5.2 Scope of Work
For activities to receive support through the HGF II, the concept note will need to demonstrate that the proposed project will be to the mutual benefit of both development impact and business viability.
Development impact
- Activities should contribute to job creation (with a focus on women and youth empowerment), and improve access to premium local, regional and export markets.
- Activities need to support the inclusion of smallholder farmer cooperatives through company sourcing strategies.
- Concept notes need to demonstrate a positive impact on the Rwandan horticulture sector by addressing key sustainability issues that constrain horticulture sector development.
- Women and youth (i.e., persons of 30 years old or younger) should directly benefit from proposed activities, especially reflecting improvement of their working conditions.
- While project activities need to have a demonstrable development impact, activities should be complimentary to commercial activities (not disruptive of). It should also be clear that proposed activities would not be possible without the support of the HGF (demonstration of the additionality[2] of the HGF II on the project).
Business viability
- Activities need to be market driven (i.e., reflecting the actions required to meet the buying requirements of premium markets (either local, regional or export)).
- Activities need to be led by a private company (lead applicant) with a healthy financial position (i.e., having a positive equity position and profit/loss account). (This criterion will be again verified for pre-selected applicants through their financial statements)
- Only activities of which there is a realistic potential for operational and financial feasibility and long-term sustainability will be supported: the business case for proposed activities needs to be clear.
- Proposed activities need to benefit all partners that are included in the submitted project.
- The HGF II can co-finance a maximum of 50% of the total budget of the activities, and with an amount not exceeding EUR 40,000. Co-financing by the HGF II needs to be matched with private (of the applicant) co-financing on at least a 1:1 basis.
- A minimum of 60% of the applicant’s own contribution should be in-cash. A maximum of 40% of the applicant’s own contribution can be in-kind.
5.3 Required skills and experience
The applicant and its partners (if any) need to demonstrate that it has experience and capacity to successfully implement the proposed activities.
If the applicant has any experience in projects similar to the HGF II in horticulture to improve the value chain while creating jobs and working conditions of beneficiaries as outlined in this Call for Concept Notes, this should be clearly outlined in the applicant’s concept note.
5.4 Duration
Proposed activities cannot take more than 13 months in total. Project start dates can be from the 1st of March 2023, and project end-dates cannot be later than the 31st March 2024.
5.5 Selection criteria
Concept notes shall be evaluated against the following criteria:
- The quality of the concept note.
- The relevant experience of the applicant and its partners.
- Impact in the Project’s intervention areas: job creation (with a focus on women and youth empowerment) and supporting the inclusion of smallholder farmer cooperatives.
- The extent to which activities are market-led and private sector driven.
- The extent to which key horticulture issues addressed.
- The extent to which the proposed activities are innovative.
- The value or proposed co-financing (total budget and HGF II and applicant co-financing contributions).
- The proposed project has high potential to create new good jobs
- Areas of job creation within the proposed project are well defined/identified
- The proposed project budget contributions are within the agreed IDH ratio (1:1 ratio)
- The concept note identifies at least two farmer cooperatives working with the applicant with their clearly identified contribution to the project objectives
- Proposed project is reflective of a clear business case
- Additionality of the requested grant clearly identified
- Expected outcomes
Concept notes of good quality that are market driven propositions and that contribute to achieving the objectives of the Project, especially in regard to creation of new good jobs in the horticulture sector, may be selected for the next stage of Call for Proposals.
Please note that this is a competitive process, and a limited number of concept notes will be selected to continue to the next stage of Call for Proposals.
- Coordination and supervision
The applicant will perform activities in coordination with the IDH team in charge of the Project’s implementation, monitoring and evaluation Project Implementation Team (“PIT”).
The successful applicant will have to assign a staff member in charge of reporting to the project management on agreed regular basis.
- Applicant checklist
- Concept note must be submitted to
This email address is being protected from spambots. You need JavaScript enabled to view it. before the deadline of January 5th, 2023 at 5:00 PM Kigali time (Central Africa Time) - Concept note must not exceed 5 pages
- Submission of the company registration certificate
This Call for Concept Notes does not create any obligation for IDH to conclude any contract with any applicant. Nothing in this Call for Concept Notes shall be construed as setting an obligation for IDH or any other party to disburse any funds to an applicant.
No claim for compensation can be made towards IDH, its employees or third parties acting on their behalf. IDH is not liable for any cost incurred during preparation, submission, or negotiation of the award/contract. All submitted documentation and/or materials shall become and remain the property of IDH and shall be handled in confidentiality.
By submitting a concept note, applicants accept all terms and reservations made in this Call for Concept Notes, and subsequent information and documentation in this tender procedure.
IDH reserves the right to conduct negotiations with and/or request clarifications from any applicant prior to any selection or award and cancel, withdraw, update, change, extend and postpone this Call for Concept Notes or any decision regarding the selection or awarding of a contract at any time
Tender Notice For Request For Proposal For The Renewable Energy For Refugees Project, Phase 2 (Re4r Ii) Awareness Raising.
Practical Action is an innovative international development group, putting ingenious ideas to work so people in poverty can change their world. We work with communities to develop ingenious, lasting and locally owned solutions for agriculture, water and waste management, climate resilience and clean energy. We share what works with others, so many more people can change their worlds.
With funding from Swedish International Development Cooperation Agency (Sida), Practical Action is implementing a four-year (2022-2026) Renewable Energy for Refugees Project, phase II (RE4R II), in close partnership with United Nations High Commissioner for Refugees (UNHCR) and Ministry of Emergency Management (MINEMA). The project will provide access to affordable and sustainable sources of renewable energy, and improve the lives of refugees in five camps Nyabiheke, Mahama, Kigeme, Mugombwa and Kiziba and their host communities.
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Practical Action hereby invites interested organisations / companies to submit their proposal to deliver community level awareness raising activities in above mentioned refugee camps and their host communities.
Submission Procedure
Interested applicants can download the tender documents with detailed information from http//www.practicalaction.org . All duly completed documents must indicate in the subject line ‘’ RE4R II Awareness Raising‘’, be sent to email address:
Practical Action Rwanda Office
KG 596 St, No 18
Kacyiru Sector
Gasabo District
Kigali, Rwanda.
The submission deadline is fixed on February 9, 2023 at 10h00 am (CAT), any submission after the closing time will be rejected.
For further enquiries, please contact us via:
Denise UMUBYEYI
Country Director
Practical Action Rwanda
Terms Of Reference For Consultancy For Developping A Strategic Plan For Drm
Minema Five Years Strategic Plan (2023-27)
1. Introduction
About Plan International
Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Bugesera and Nyaruguru and operating in all five refugee camps in Rwanda.
Plan International Rwanda has a Country Strategy (2020-2024) of which the overall goal is" To contribute to the access to comprehensive ECD services and the reduction of SGBV so that vulnerable children and young people, particularly girls grow up, develop and realise their rights to make decisions about their lives in protective, healthy, resilient and inclusive environments in both development and humanitarian settings". This country strategy focuses on four Country Programmes (CPs):
(i) Early Childhood Development, (ii) Child Protection, (iii) Sexual Reproductive Health and Rights and (iv) Disaster Risk Management and Resilience. We have adopted Youth Economic Empowerment and Gender Transformative Programming as cross-cutting thematic areas and enablers to support the four country programs.
2. Background
Rwanda is very vulnerable to a wide range of natural and man-made hazards. It is particularly prone to landslide, floods, storms, drought, earthquakes and due to its topography and other risk factors, weather-related shocks are generally very localized and variable from one year to the following. These shocks cause major economic losses and damages to infrastructure, assets and production. In addition, the conflicts in the region have in the last 3 decades forced hundreds of thousands of refugees to flee to Rwanda which currently hosts more than 127,000 people of concern.
Rwanda has established and developed Government-led disaster management systems, enacted various laws and policies to ensure effective disaster management as well as protection, assistance and management of refugees. In view of this, the Ministry in charge of Emergency Management (MINEMA) the then Ministry of Disaster Management and Refugees (MIDIMAR) was established on 12th April 2010.
In order to enhance the Government aspiration to attain efficient mechanism for management of disasters and promotion of disaster management awareness culture and to have a proactive refugee management policy, on 9th April 2022, the cabinet approved MINEMA new organizational structure, mission, responsibilities as determined by the Prime Minister’s Order No 005/03 of 16/05/2022 published in the Official Gazette n° Special of 17/05/2022.
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MINEMA has been given the following responsibilities:
1. To develop policies, laws and strategies for managing emergencies;
2. To prevent and mitigate disasters, recover from damages of the disasters, monitor disaster matters and respond in a timely manner in order to promote awareness on management of natural and man-made disasters;
3. To put in place policies and develop laws and strategies for the management and protection of refugees in conformity with international treaties on the protection of refugees;
4. To develop, disseminate and coordinate the implementation of policies, strategies and programs related to disaster management and refugees;
5. To monitor and evaluate the implementation of policies, laws and strategies related to the management of emergencies.
In line with the above responsibilities and National Strategy for Transformation; in order to achieve its mandate, there is a need to develop a five years strategic plan to guide on how the Ministry will position itself in order to deliver with high performance its respective mandates built around policy formulation, monitor and evaluate the implementation of policies, laws and strategies related to the management of emergencies and ensure effective coordination at all levels in the period of 2023-2027.
The development of MINEMA strategic plan will be guided but not limited to the existing policies, tools and instruments as well as the long-term aspiration of the Government to attain efficient mechanism for management of disasters and ensuring effective refugees management. These include
• Rwanda vision 2050
• The National Strategy for Transformation
• Disaster Management Policy (2012) under review, renamed National Disaster Risk Reduction and Management Policy;
• Sendai Framework for Disaster Risk Reduction (2015-2030);
• Law relating to disaster management in Rwanda (2015);
• Law relating to refugees (2014)
• Comprehensive refugee response framework and Global Compact on refugees as well as related commitments and pledges made by the Government of Rwanda in 2016 and 2019 respectively;
• Strategic Plan for Refugees Inclusion (2019-2023);
• The MINEMA and UNHCR Joint Strategy on Economic Inclusion of Refugees and Host Communities in Rwanda;
• Sectors Policies and strategies;
• National contingency plans;
• Sector based preparedness and risk resilience plans;
• Districts Disaster Management Plans (DDMPs)
The development of this strategic plan will require the understanding of disaster risk factors and refugee management context globally, regionally and nationally.
1. Objectives of the Consultancy
2. General objective
The general objective of the consultancy is to develop MINEMA five years Strategic Plan for DRM (2023-2027).
1. Specific objectives
• Assess strengths, weaknesses, opportunities and threats related to disaster risk reduction and management as well as refugee inclusion and asylum seekers management in Rwanda;
• Examine sector policies and strategies aligned with disaster and refugee management;
• Develop the strategic and implementation frameworks
o Identify relevant actions from different DRM tools available in the Ministry (DRRM policy, Preparedness plans, risk reduction strategy)
o Identify relevant actions from strategic documents especially Vision 2050, Sendai Framework, SDGs
o Describe how the identified actions shall be implemented with details on activities, sub activities, description of implementation approach, timeline, estimated budget per sub activity
• Design the monitoring and evaluation matrix with clear and realistic outputs indicators and targets;
• Facilitate consultations and technical validation with all sector partners and stakeholders
1. Work organization and support
The assignment will be conducted under the coordination of MINEMA; however, the consultant will be hired by Plan International Rwanda through its normal procurement processes.
• MINEMA will oversee the implementation of the assignment and its strategic and timely delivery.
• MINEMA will facilitate consultations and access to other supplementary evidence and information and key non-Government stakeholders, including development partners, UN agencies and NGOs.
• MINEMA will facilitate the consultant(s) in access to key documentation and data required for the completion of the assignment.
• MINEMA will also facilitate arranging key consultations and meetings with stakeholders.
The deliverables will be reviewed, approved and signed off by MINEMA and submitted to Plan International Rwanda for payment based on modalities defined in the contract.
• Expected output and deliverables
The team of consultants should submit the following:
• Deliverable 1: Inception report with the following components.
• Introduction (context, situational analysis, objectives of the assignment, expected deliverables)
• Linkage with other policy documents and instruments (Internationally, Regionally and Nationally)
• Technical approach and methodology (inception phase, desk review, key consultations, validation meetings, data analysis, quality assurance, etc.)
• Detailed work plan
• References
• Deliverable 2: Avail first draft of MINEMA strategic plan 2023-2027, for consultations and technical validation
• Deliverable 3: Report on consultations with the summary of ideas, orientation, guidance, suggestions, recommendations provided during each category/step, and how they were integrated into the draft for MINEMA consideration.
• Deliverable 4: Avail final draft reflecting inputs received for final consideration.
1. Duration
The total duration of the assignment is estimated at three months (12 weeks) after signing of the contract.
Milestones (Reports & presentations) Time Schedule as of signing of contract
Deliverable 1 End of week 4
Deliverable 2 End of week 6
Deliverable 3 End of week 10
Deliverable 4 End of week 12
VII. Qualifications of the consultant:
The consultant must have the following skills and experience:
• Advanced university degree (PhD or Masters) in environment sciences, disaster management, development studies, Humanitarian Studies, Economics, or any other related field with a minimum of 5 years of experience as consultant.
• At least 5 years of demonstrated experience in development of policies, strategies and programs with Government institutions and or other known organizations with at least 3 proofs of completion of similar/related assignments
• Specific work experience and/or partnership and coordination with Local Government Units, International and local NGOs,
• Experience in working in areas of Disaster Risk Reduction and Management and humanitarian settings.
• Extensive knowledge of Rwanda disaster management and refugee affairs context
• Proven advanced analytical and writing skills.
• Administrative documents such as
• Copy of company registration certificate (RDB Certificate);
• CV of designated personnel/Consultants;
• Copy of VAT registration certificate;
• RRA nad RSSB clearances
Submission Procedure
Kindly submit your offers clearly marked “ CONSULTANCY FOR STRATEGIC PLAN FOR DRM ” separating Technical and Financial Proposals in sealed envelop by not later than 6th January 2023 at 12:00 pm.
Remark: Plan International Rwanda will close its Offices for short break starting from 22nd December 2022 to 3rd January 2023. It is in that regard, the interested bidders are requested not to submit the proposals in this period.
Done on 16th December 2022
Submissions should be addressed to
The Chairperson -Tender Panel
Plan International Inc. Rwanda
Golden Plaza Building, Floor # 4, KG 456 St
P.O. Box 6211, Kigali, Rwanda.
Terms Of Reference For The Development Of Community Engagement Strategy
1. Introduction
About Plan International
Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Bugesera and Nyaruguru and operating in all five refugee camps in Rwanda.
Plan International Rwanda has a Country Strategy (2020-2024) of which the overall goal is" To contribute to the access to comprehensive ECD services and the reduction of SGBV so that vulnerable children and young people, particularly girls grow up, develop and realise their rights to make decisions about their lives in protective, healthy, resilient and inclusive environments in both development and humanitarian settings". This country strategy focuses on four Country Programmes (CPs):
(i) Early Childhood Development, (ii) Child Protection, (iii) Sexual Reproductive Health and Rights and (iv) Disaster Risk Management and Resilience. We have adopted Youth Economic Empowerment and Gender Transformative Programming as cross-cutting thematic areas and enablers to support the four country programs.
2. Background and rationale
Community engagement is the most effective element to achieve sustainability in dealing with natural and man-made disaster risks. Emergency management processes are often centrally planned and implemented, and they sometimes follow a top-down approach that does not engage host communities in their own emergency management processes. Communities are the best judges of their own vulnerability and are capable of making the best decisions regarding their well-being by building a safer and resilient society.
The government alone cannot and will not be able to manage and handle all types of disasters with its machinery without active participation by the people.
Natural disasters severely hinder the progress and achievements of sustainable development while, at the same time, physical infrastructure that we are constructing may itself constitute a source of risk in the event of future disasters. This is particularly true in the case of earthquakes, where the majority of victims are killed by their own collapsing houses. From the perspectives of environmental degradation, human intervention, and security aspects, disaster risk management is a pressing issue for all of us and should be undertaken on a comprehensive basis.
Experience shows that although effects are said to be caused by natural and man-made disasters, it is evident that vulnerability of elements at risk is very high and therefore disaster risk management processes can be inappropriate or ineffective when communities are not consulted and involved actively in the entire process.
Gaillard (2010) argues that disaster preparedness will not be effective without the engagement of communities, and urges DRR practitioners and academics to learn from community development approaches ‘enhancing capacities, reducing vulnerability and building resilience requires increasing participation of local communities, as has long been encouraged in development research, policy and practice’ (p.224).
The rationale of developing the strategy for community engagement is linked to the need of having a community fully engaged in all processes of disaster risk management with confidence to build themselves a disaster resilient community as it is well recognized in global agreements signed in 2015 such as The Sendai Framework for Disaster Risk Reduction and The Paris Climate Agreement.
• The Sendai Framework for Disaster Risk Reduction 2015-2030 calls for a whole-of society approach to disaster risk reduction (DRR). It encourages governments to seek the active contribution of relevant stakeholders including women, children and youth, persons with disabilities, poor people, migrants, indigenous people, volunteers, the community of practitioners, and older persons when shaping and implementing DRR policies, plans and standards.
• The Paris Climate Agreement affirms “the importance of education, training, public awareness, public participation, public access to information and cooperation at all levels on the matters addressed in this Agreement
Community engagement strategy shall be designed to be practical and action-oriented, providing a variety of approaches and tools that exemplify how exposed communities to various hazards will be fully involved in all stages of disaster risk management.
The strategy shall provide some guidance to Government, United Nations Agencies, International NGO’s, the Private Sector and other stakeholders on how to engage communities in every step of disaster risk management in Rwanda and they should include how disaster risk management actors interact with communities to build a disaster resilient country.
3. Objectives
The objective of this assignment is to develop community engagement strategy which will:
• Help the disaster risk reduction and management’s actors understand the importance of reaching all sectors of the community as well as levels and types of engagement methods and techniques,
• Outline the steps for effective community engagement based on disaster risk reduction and management (DRRM).
• Provide templates and resources to help readers develop a community engagement plan. This strategy will consider desired results for DRRM and identify key actions and required roles.
• Provide templates and other resources to assist in determining next steps and evaluating success.
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4. Scope of work
The consultant will:
• Provide comprehensive explanation of the principles and core values that guide community engagement in DRRM;
• Detail the purpose and intended use of community engagement strategy;
• Outline how to identify and analyze the community and stakeholders involved in DRRM;
• Present and describe different levels and types of community engagement approaches;
• Provide step-by-step guidelines for designing, developing implementing and monitoring a community engagement plan,
• Provide examples, resources, and templates to assist DRRM Actors throughout the development and implementation of the community engagement process,
• Provide guidance on how to plan, budget for, monitor DRRM activities at specific levels;
5. Deliverables
The consultant shall be expected to submit the following:
• Inception report with a detailed and clear work plan;
• Draft community engagement
• Consultation report. Institutions to be consulted include MINEMA, MINALOC, LODA and sampled districts (to be agreed upon during the inception meeting),
• Validation report,
• Final Community Engagement Strategy.
6. Work organization and support
The consultancy is jointly led by MINEMA and Plan International Rwanda. While PIR will ensure facilitation of the assignment, MINEMA will oversee the technical implementation of the assignment and its strategic and timely delivery. Regular joint meetings will be held for guidance and supervision purposes.
Government stakeholders to be consulted include MINALOC, LODA, Non-government stakeholders include RRC, FBO, INGOs and LNGOs involved in in community-based disaster risk management.
The deliverables will be approved by MINEMA before authorizing PIR to pay at each stage.
Given the multidisciplinary requirements of the assignment, and given the necessity of full understanding of Rwandan legal, institutional and organizational settings, the assignment shall be performed by a locally based and experienced company.
The company shall prove experience in performing similar assignment is developing public policies, strategies, plan and other strategic tools. The company shall also prove experience of performing DRRM related assignment(s).
7. Qualifications and requirements
In addition to company proven experience, collectively the company should present a team of consultants with expertise and work experience in the following fields:
• PhD or Masters in disaster management, emergency management or humanitarian aid
• PhD or Masters in social work, social protection, social sciences, and Development Studies,
• PhD or Masters in Education, Education with Geography, Education with social sciences
8. Timing
The assignment should be completed within 3 months after the signing of the contract.
9. Reporting and supervision
The consultant will report to the Permanent Secretary of MINEMA, and directly supervised by both the Director of Prevention and Mitigation Unit and the Director of Response and Recovery Unit.
1. Consultant competence
The consultant shall prove experience in following fields with at least 3 years
• Ability to develop disaster risk prevention, mitigation and adaptation measures;
• Experience to develop strategies in community development programs;
• Experience in working closely with the community in development programs;
• Familiar with the national policies, strategic planning and programs;
• Fluency in English with excellent writing skills;
• Strong interpersonal and communication skills with good team management.
1. Selection criteria
The consultant will be evaluated against a combination of technical and financial criteria. For the technical proposal, the following table indicates criteria and weights for evaluation:
Criteria Weight
Expertise
• Experience of the Firm/Company/Individual consultant: Reputation of Organization Credibility / Reliability (at least two years of registration and present official documents);
• Capability vis-à-vis the assignment: Completion of similar/related assignments: Community engagement, DRRM, public policy, strategy (at least two certificates). 20%
Methodology
• Level of understanding the task by the consultant;
• Presentation of task details well included in the bidding document;
• The scope of task clearly presented according to the terms of reference;
• Details on developing the community engagement strategy with respects to all phases of disaster risk reduction and management (prevention, mitigation, preparedness, response and recovery) and considering stakeholders. 30%
Qualification
• Notified copies of degrees in areas of interest as indicated above;
• Signed CVs with certificates to prove the experience of experts 50%
TOTAL 100%
The technical proposal shall be submitted with a detailed financial proposal. The firm company to be selected will be the one:
• with higher marks on technical proposal (meeting all requirements) and
• with lower proposed budget.
While Plan International Rwanda will fully decide on the financial evaluation, MINEMA shall be involved for the technical evaluation and selection.
10. Payment Modalities:
The payment will be done as follows:
• Approval of the inception report: 30%
• Submission and approval of the final draft: 40%
• Submission and approval of the final document: 30%
11. Performance Indicators:
The following performance indicators will be used to evaluate the work undertaken by the consultancy firm and certify the payment of installment payments:
• Timeliness of submissions of the expected outputs in line with the substantive requirements of the present TOR and in line with requests from the immediate supervisor;
• Value of services rendered in relation to their costs;
• Readability of the community engagement;
• Receptive/responsive to feedback from the client staff members;
• Quality of analysis and methodologies used;
• Relevance and utility of community engagement strategy.
• Administrative documents such as;
• Copy of company registration certificate(RDB Certificate);
• CV of designated personnel/Consultants;
• Copy of VAT registration certificate;
• RRA & RSSB Clearances
Submission Procedure
Kindly submit your offers clearly marked “CONSULTANCY FOR DEVELOPPING COMMUNITY ENGAGEMENT STRATEGY” separating Technical and Financial Proposals in sealed envelop by not later than 6th January 2023 at 12:00 pm.
Remark: Plan International Rwanda will close its Offices for short break starting from 22nd December 2022 to 3rd January 2023. It is in that regard, the interested bidders are requested not to submit their the proposals in this period.
Done on 16th December 2022
Submissions should be addressed to
The Chairperson -Tender Panel
Plan International Inc. Rwanda
Golden Plaza Building, Floor # 4, KG 456 St
P.O. Box 6211, Kigali, Rwanda.