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CONSULTING SERVICES FOR ORGANIZING WARD CITIZENS FORA
COUNTY GOVERNMENT OF KISUMU
City of Kisumu
KISUMU URBAN PROJECT
REQUEST FOR PROPOSALS
FOR
CONSULTING SERVICES FOR ORGANIZING WARD CITIZENS FORA AND ESTABLISHMENT OF PROJECT
MONITORING COMMITTEES (PMCS).
TENDER NO CCK/KUP/RFP/1/2014/061
Funding: .............................................................. AGENCE FRANCAISE DE DEVELOPPEMENT (AFD)
FEBRUARY 2015
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SECTION 1. LETTER OF INVITATION ........................ .......................... . ERROR! BOOKMARK NOT DEFINED.
SECTION 2. INSTRUCTIONS TO CONSULTANTS ........................ .......... ERROR! BOOKMARK NOT DEFINED.
INSTRUCTIONS TO CONSULTANTS ......................................................................................................... 18
SECTION 3. TECHNICAL PROPOSAL - STANDARD FORMS ........................... ......................... ................... 28
SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS ........................ ......................... ....................... 38
SECTION 5. TERMS OF REFERENCE ......................... .......................... ......................... ........................... . 43
1. BACKGROUND OF THE PROJECT .......................... ......................... .......................... ....................... 432. JUSTIFICATION .......................... .......................... ......................... .......................... ....................... 45
3. OBJECTIVE ........................ .......................... ......................... .......................... ........................... ..... 47
4. SCOPE OF WORK ........................... ......................... ........................... ......................... ................... 47
5. DURATION OF THE ASSIGNMENT ........................ ......................... .......................... ....................... 49
6. OUTPUTS ......................... .......................... .......................... ......................... .......................... ...... 49
7. REQUIRED SKILLS & EXPERIENCE ......................... ......................... .......................... ....................... 50
8. SELECTION CRITERIA .......................... ......................... .......................... ......................... ............... 50
9. PREPARATION OF FINANCIAL PROPOSALS ....................... .......................... .......................... .......... 51
10. INDICATIVE SCHEDULE OF PAYMENT............................ .......................... .......................... .......... 52
11. FACILITIES TO BE PROVIDED BY CLIENT ........................ .......................... .......................... .......... 53
12. FACILITIES TO BE PROVIDED BY THE CSO ........................... .......................... ......................... ...... 53
SECTION 6. MODEL FORM OF CONTRACT ........................................ ......................... ........................... . 54
STAMPGENERAL CONDITIONS OF CONTRACT ........................................................................................ 56
1. GENERAL PROVISIONS ........................... ......................... .......................... ......................... ............... 57
SPECIAL CONDITIONS OF CONTRACT ..................................................................................................... 68
STAMPGENERAL CONDITIONS OF CONTRACT ........................................................................................ 76
1. GENERAL PROVISIONS ........................... ......................... .......................... ......................... ............... 77
SPECIAL CONDITIONS OF CONTRACT ..................................................................................................... 88
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Section 1. Letter of Invitation
Kisumu,FEBRUARY,2015
1........................................................................................................................................
TheCity of Kisumu (hereinafter called Client) has received funding (hereinafter called the funds)
from the French Development Agency (hereinafter called the Agency) toward the cost of the
implementation of the Kisumu Urban Project (KUP). The Client intends to apply funds from the KUP
to eligible payments under the contract for which this Request for Proposals is issued.
2........................................................................................................................................ The
City of Kisumu now invites proposals to provide consulting services for organizing Ward Fora and
Establishment of Project Monitoring Committee (PMCS). More details on the services are provided
in the Terms of Reference.
3........................................................................................................................................
Consultants will be selected under Quality and Cost Based Selection (QCBS) and procedures described in
this RFP.
4. The RFP includes the following documents:
Section 1 - Letter of Invitation
Section 2 - Instructions to Consultants (including Data Sheet)
Section 3 - Technical Proposal - Model Forms
Section 4 - Financial Proposal - Model Forms
Section 5 - Terms of Reference
Section 6 - Model Form of Contract
5. Responsibility for launching and managing the selection process for the consultant is with the Client.
6. Please inform us in writing at the following address [email protected], copied to
[email protected] and [email protected], upon receipt:
(a) that you received the Letter of Invitation; and
(b) Whether you will submit a proposal alone or in association.
Yours Sincerely,
Doris C. Ombara
Ag City Manager
City of Kisumu
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Section 2. Instructions to Consultants
1. Introduction 1.1 The Client named in the Data Sheet will select a consultingfirm/organization (the Consultant) from those listed in the Letter of
Invitation, in accordance with the method of selection specified in the
Data Sheet.
1.2 The short listed Consultants are invited to submit a Technical Proposal and
a Financial Proposal for consulting services required for the assignment
named in the Data Sheet. The Proposal will be the basis for contract
negotiations and ultimately for a signed Contract with the selected
Consultant.
1.3 The Client will timely provide at no cost to the Consultants the inputs and
facilities specified in the Data Sheet, assist the firm in obtaining licenses
and permits needed to carry out the services, and make available relevantproject data and reports.
1.4 Consultants shall bear all costs associated with the preparation and
submission of their proposals and contract negotiation. The Client is not
bound to accept any proposal, and reserves the right to annul the selection
process at any time prior to Contract award, without thereby incurring any
liability to the Consultants.
1.5 The Agency only finances projects subject to its own conditions, which areset out in its financing agreement. No legal relationship exists between
the Agency and any person other than the beneficiary of the financing.The Agency may be led to suspend or definitively terminate
disbursements in the context of the project, without the Consultants
being informed beforehand and without their being entitled to claim from
the Agency any direct legal right to the amounts which, as the case may
be, originate from such financing. The Consultants shall alone assume the
possible consequences of unpaid amounts and disputes which may arise
in the context of their relations with the beneficiary of the financing. Any
communications which may be exchanged by any person other than the
beneficiary of the financing and the Agency in the context of a project do
not constitute, and shall not be interpreted so as to constitute, an
undertaking or a stipulation by the Agency in favour of such person or toany third party.
Conflict ofInterest
1.6 The Agency requires that Consultants provide professional, objective, and
impartial advice and at all times hold the Clients interests paramount,
strictly avoid conflicts with other assignments or their own corporate
interests and act without any consideration for future work. Consultants
shall not be hired for any assignment that would be in conflict with their
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prior or current obligations to other clients, or that may place them in a
position of not being able to carry out the assignment in the best interest
of the Client.
1.6.1
Without limitation on the generality of the foregoing, Consultants, andany of their affiliates, shall be considered to have a conflict of interest and
shall not be recruited, under any of the circumstances set forth below:
Conflicting activities (i) A Consultant that has been engaged by the Client to provide goods, worksor services other than consulting services for a project, and any of its
affiliates, shall be disqualified from providing consulting services related
to those goods, works or services. Conversely, a firm hired to provide
consulting services for the preparation or implementation of a project,
and any of its affiliates, shall be disqualified from subsequently providing
goods or works or services other than consulting services resulting fromor directly related to the firms consulting services for such preparation
or implementation.
Conflicting
assignments(ii) A Consultant (including its Personnel and Sub-Consultants) or any of its
affiliates shall not be hired for any assignment that, by its nature, may be
in conflict with another assignment of the Consultant to be executed for
the same or for another Client.
Conflicting
relationships(iii) A Consultant (including its Personnel and Sub-Consultants) that has a
business or family relationship with a member of the Clients staff who is
directly or indirectly involved in any part of (i) the preparation of theTerms of Reference of the assignment, (ii) the selection process for such
assignment, or (iii) supervision of the Contract, may not be awarded a
Contract, unless the conflict stemming from this relationship has been
resolved in a manner acceptable to the Agency throughout the selection
process and the execution of the Contract.
1.6.2 Consultants have an obligation to disclose any situation of actual or
potential conflict that impacts their capacity to serve the best interest of
their Client, or that may reasonably be perceived as having this effect.
Failure to disclose said situations may lead to the disqualification of the
Consultant or the termination of its Contract.
Fraud andCorruption
1.7 The Agency requires that all beneficiaries of its funding, as well as
Consultants participating in projects which it finances, adhere to the
highest ethical standards, both during the selection process and
throughout the execution of a contract.
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1.8 In pursuance of this policy, the Agency defines the terms set forth below
as follows:
(a) corrupt practice means the offering, giving, receiving, or soliciting,
directly or indirectly, of anything of value to influence the action of apublic official in the selection process or in contract execution;
(b)fraudulent practice means a misrepresentation or omission offacts in order to influence a selection process or the execution of a
contract;
(c) collusive practices means a scheme or arrangement between twoor more consultants with or without the knowledge of the Client,
designed to establish prices at artificial, noncompetitive levels;
(d)Coercive practices means harming or threatening to harm, directlyor indirectly, persons or their property to influence their
participation in a procurement process, or affect the execution of acontract.
1.9 As a result of its own investigations and findings, and in accordance with
its procedures, the Agency:
will reject a proposal for award if it determines that the Consultant
recommended for award has, directly or through an agent, engaged in
corrupt, fraudulent, collusive or coercive practices in competing for
the contract in question;
will cancel the portion of the funding allocated to a contract if it
determines at any time that representatives of the Client were
engaged in corrupt, fraudulent, collusive or coercive practices during
the selection process or the execution of the contract, without the
Client having taken timely and appropriate action satisfactory to the
Agency to remedy the situation;
will declare a Consultant ineligible, either indefinitely or for a stated
period of time, to be awarded a contract financed by the Agency if at
any time determines that the Consultant has, directly or through an
agent, engaged in corrupt, fraudulent, collusive or coercive practices
in competing for, or in executing, a contract financed by the Agency.
1.10 The Agency reserves the right to declare a firm or individual ineligible for a
stated period of time to be awarded a contract financed by the Agency, if
an international or national organization has determined that such firm or
individual has engaged in corrupt, fraudulent, collusive or coercive
practices.
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1.11 The Agency will have the right to require that a provision be included in
contracts which it finances, requiring bidders, suppliers, contractors and
consultants to permit the Agency to inspect their accounts and records
and other documents relating to contract performance and to have them
audited by auditors appointed by the Agency.
Environmental
and Social
Standards
1.12 The Consultants undertake to:
(i) comply and procure that their Sub-consultants, if any, comply with
international environmental and labour standards consistent with
applicable law and regulations in the country of implementation of the
Project, including the fundamental conventions of the International
Labour Organization (ILO) and international environmental treaties;
(ii) Adopt any environmental and social risk mitigations measures as
defined in the environmental and social management plan or the notice
of environmental and social impact issued by the Client.
Only oneProposal
1.13 Short listed Consultants may only submit one proposal. If a Consultant
submits or participates in more than one proposal, such proposals shall be
disqualified. However, this does not limit the participation of the same
Sub-Consultant, including individual experts, to more than one proposal.
2. Clarification and
Amendment of RFP
Documents
2.1
Consultants may request a clarification of any of the RFP
documents up to the number of days indicated in the Data Sheet before the
proposal submission date. Any request for clarification must be sent in writing,
or by standard electronic means to the Clients address indicated in the Data
Sheet. The Client will respond in writing, or by standard electronic means and
will send written copies of the response (including an explanation of the query
but without identifying the source of inquiry) to all Consultants who notified
the Client that they will submit a proposal.
2.2 At any time before the submission of Proposals, the Client either at
his initiative or in response to a request for clarifications may amend the RFP
by issuing an addendum in writing or by electronic means. The addendum shall
be sent to all Consultants and will be binding on them. Consultants shall
acknowledge receipt of all amendments. To give Consultants reasonable time
in which to take an amendment into account in their Proposals the Client may
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extend the deadline for the submission of Proposals.
3. Preparation of
Proposals3.1 The Proposal (see Para. 1.2), as well as all related correspondence
exchanged by the Consultants and the Client, shall be written in the language
(s) specified in the Data Sheet.
Technical Proposal 3.2 In preparing their Technical Proposal, Consultants are expected to
examine in detail the documents comprising the RFP. Material deficiencies in
providing the information requested may result in rejection of a Proposal.
3.3While preparing the Technical Proposal, Consultants must give particular
attention to the following:
(i)
The estimated number of Professional staff-months or the budget forexecuting the assignment shall be shown in the Data Sheet. However, the
Proposal shall be based on the number of Professional staff-months or
budget estimated by the Consultants. If the selection method is Selection
under Fixed-Budget, the available budget is given in the Data Sheet, and
the Financial Proposal shall not exceed this budget.
(ii) It is desirable that the majority of the key professional staff proposed
be permanent employees of the firm or has an extended and stable working
relationship with it.
(iii)Proposed professional staff must, at a minimum, have the experienceindicated in the Data Sheet, preferably working under conditions similar to
those prevailing in the country of the assignment.
(iv)Alternative professional staff shall not be proposed, and only onecurriculum vitae (CV) may be submitted for each position.
Language (v) Documents to be provided by the Consultants to the Client as part of
this assignment must be in the language(s) specified in the Data Sheet. It is
desirable that the firms Personnel have a working knowledge of the Clients
national language.
Technical Proposal
Format and
Content
3.4The Technical Proposal shall provide the following information using the
attached Standard Forms (Section 3):
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(i) A description of the methodology and work plan for performing the
assignment on the following aspects: technical approach and
methodology, work plan, organization and staffing (Section 3B). The work
plan should be consistent with the time schedule (Section 3F) which shall
indicate as a bar chart the calendar of each activity. Such description
should not exceed 10 pages, including graphs, bar chart, comments and
suggestions on terms of reference, if any.
(ii) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member, and their timing (Section 3C).
(iii)CVs recently signed by the proposed professional staff and the authorized
representative submitting the proposal (Section 3D). Key information
should include number of years working for the firm/entity and degree of
responsibility held in various assignments during the last ten (10) years.
(iv)
Estimates of the total staff input (professional and support staff; staff time)
needed to carry out the assignment, supported by bar chart diagrams
showing the time proposed for each professional staff team member
(Sections 3E).
(v) A detailed description of the proposed methodology, staffing, and
monitoring of training, if the Data Sheet specifies training as a major
component of the assignment.
(vi)The schedule of activities (Section 3F).
3.5
The Technical Proposal shall not include any financial information.
Financial Proposals 3.6 The Financial Proposal should follow Standard Forms (Section 4). It
lists all costs associated with the assignment as a lump sum.
3.7 The Financial Proposal should clearly estimate, as a separate
amount, the taxes (including social security), duties, fees, levies, and other
charges imposed in the Clients country under the applicable law, on the
consultants, the sub-consultants, and their personnel (other than nationals or
permanent residents of the Clients country).
3.8 Consultants may express the price of their services in the currency
(ies) designated in the Data Sheet.
3.9 Commissions and gratuities, if any, paid or to be paid by consultants
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and related to the assignment will be listed in the Financial Proposal
submission form (Section 4A).
3.10 The Data Sheet indicates how long the proposals must remain valid
after the submission date. During this period, the consultant is expected tokeep available the professional staff proposed for the assignment. The Client
will make its best effort to complete negotiations within this period. If the
Client wishes to extend the validity period of the proposals, the consultants
who do not agree have the right not to extend the validity of their proposals.
4. Submission,
Receipt, and
Opening of
Proposals
4.1 The original proposal (Technical Proposal and Financial Proposal)
shall be prepared in indelible ink. It shall contain no interlineations or
overwriting, except as necessary to correct errors made by the Consultants
themselves. The person who signed the proposal must initial such corrections.
Submission letters for both Technical and Financial Proposals should
respectively be in the format of Section 3, and Section 4 respectively.
4.2 An authorized representative of the Consultants shall initial all
pages of the original Technical and Financial Proposals. The authorization shall
be in the form of a written power of attorney accompanying the Proposal or in
any other form demonstrating that the representative has been dully
authorized to sign.
4.3The number of copies of the Proposals is indicated in the Data Sheet. The
Technical and Financial Proposals shall be marked Original or Copy asappropriate. If there are discrepancies between the original and the copies of
the Proposal, the original governs.
4.4The original and all copies of the Technical Proposal shall be placed in a sealed
envelope clearly marked Technical Proposal. Similarly, the original and all
copies of the Financial Proposal shall be placed in a sealed envelope clearly
marked Financial Proposal followed by the name of the assignment, and with
a warning Do Not Open With The Technical Proposal. The envelopes
containing the Technical and Financial Proposals shall be placed into an outer
envelope and sealed. This outer envelope shall bear the submission address,the data indicated in the Data Sheet, and be clearly marked Do Not Open,
Except In Proposal Opening Ceremony, in the PRESENCE OF THE OFFICIAL
APPOINTED].
4.5 The Proposals must be sent to the address/addresses indicated in
the Data Sheet and received by the Client no later than the time and the date
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indicated in the Data Sheet. Any proposal received by the Client after the
deadline for submission shall be returned unopened.
4.6 The Client shall open the Technical Proposal immediately after the
deadline for their submission. The envelopes with the Financial Proposal shall
remain sealed and securely stored.
5. ProposalEvaluation
5.1From the time the Proposals are opened to the time the Contract is awarded,
Consultants who wish to contact the Client on any matter related to its
Proposal should do so in writing only at the address indicated in the Data
Sheet. Any effort by Consultants to influence the Client in the examination,
evaluation, ranking of Proposals, and recommendation for award of Contract
may result in the rejection of the Consultants Proposal.
5.2Evaluators of Technical Proposals shall have no access to the Financial
Proposals until the technical evaluation is concluded, and the Agency issues its
no objection if required.
Evaluation of
Technical Proposals5.3 The evaluation committee appointed by the Client shall evaluate the
Technical Proposals on the basis of their responsiveness to the Terms of
Reference, applying the evaluation criteria, sub-criteria, and point system
specified in the Data Sheet. Each responsive Proposal will be given a
technical score (St). A Proposal shall be rejected at this stage if it does not
respond to important aspects of the Terms of Reference or if it fails to
achieve the minimum technical score indicated in the Data Sheet.
Public Opening and
Evaluation of
Financial Proposals
(only for QCBS, FBS,
and LCS)
5.4After the technical evaluation is completed the Client shall inform theConsultants who have submitted proposals the technical scores obtained by
their Technical Proposals, and shall notify those Consultants whose Proposals
did not meet the minimum qualifying mark or were considered non responsive
to the RFP and TOR, that their Financial Proposals will be returned unopened
after completing the selection process. The Client shall simultaneously notify in
writing Consultants that have secured the minimum qualifying mark, the date,
time and location for opening the Financial Proposals. The opening date should
allow Consultants sufficient time to make arrangements for attending the
opening. Consultants attendance at the opening of Financial Proposals is
optional.
5.5
Financial Proposals shall be opened publicly in the presence of theConsultants representatives who choose to attend. The name of the
Consultants, the technical scores, and the total prices shall be read aloud and
recorded in minutes. Copy of the minutes shall be sent to all Consultants and
the Agency.
5.6 The Evaluation Committee will verify that the Financial Proposal isfully complete, (i.e. that all items of the Technical Proposal have been costed,
failing which the Client will estimate the missing cost and add the estimate to
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the offered price), and correct any computational errors. Prices shall be
converted to a single currency using the selling rates of exchange, source and
date indicated in the Data Sheet. The evaluation shall exclude those taxes,
duties, fees, levies, and other charges imposed under the applicable law; and
to be applied to foreign and non-permanent resident consultants (and to be
paid under the contract, unless the consultant is exempted), and estimated as
per para. 3.7.
5.7 In case of SBQC, the lowest evaluated Financial Proposal (Fm) will begiven the maximum financial score (Sf) of 100 points. The financial scores (Sf)
of the other Financial Proposals will be computed as indicated in the Data
Sheet. Proposals will be ranked according to their combined technical (St) and
financial (Sf) scores using the weights (T = the weight given to the Technical
Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in
the Data Sheet: S = St x T% + Sf x P%. The firm achieving the highest combined
technical and financial score will be invited for negotiations.
5.8 In the case of Fixed-Budget Selection, the Client will select the firm
that submitted the highest ranked Technical Proposal within the budget.Proposals that exceed the indicated budget will be rejected. In the case of the
Least-Cost Selection, the Client will select the lowest proposal among those
that passed the minimum technical score. In both cases the selected firm is
invited for negotiations.
6. Negotiations 6.1 Negotiations will be held at the address indicated in the Data Sheet.
Technical
negotiationsa. Negotiations will include a discussion of the Technical Proposal, the
proposed technical approach and methodology, work plan, and
organization and staffing, and any suggestions made by the Consultant to
improve the Terms of Reference. The Client and the Consultants will
finalize the Terms of Reference, staffing schedule, work schedule, logistics,
and reporting. These documents will then be incorporated in the Contract
as Description of Services.
b. The financial negotiations will include a clarification (if any) of the firms
tax liability in the Clients country, and the manner in which it will be
reflected in the Contract.
Availability of
Professional
staff/experts
c. Having selected the Consultant on the basis of, among other things,
an evaluation of proposed Professional staff, the Client expects to
negotiate a Contract on the basis of the Professional staff named in the
Proposal. Before contract negotiations, the Client will require assurances
that the Professional staff will be actually available. The Client will not
consider substitutions during contract negotiations unless both parties
agree that undue delay in the selection process makes such substitution
unavoidable or for reasons such as death or medical incapacity. If this is
not the case and if it is established that Professional staff were offered in
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the proposal without confirming their availability, the Consultant may be
disqualified.
Conclusion of the
negotiations
d. Negotiations will conclude with a review of the draft Contract. To
complete negotiations the Client and the Consultant will initial the agreedContract. If negotiations fail, the Client will invite the Consultant whose
Proposal received the second highest score to negotiate a Contract.
7. Award of Contract 7.1 After completing negotiations the Client shall award the Contract to
the selected Consultant, and promptly notify all Consultants who have
submitted proposals. After Contract signature, the Client shall return the
unopened Financial Proposals to the Consultants whose technical proposal
did not obtain the specified minimum technical score.
7.2 The Consultant is expected to commence the assignment on the
date and at the location specified in the Data Sheet.
8. Confidentiality 8.1 Information relating to evaluation of Proposals and
recommendations concerning awards shall not be disclosed to the Consultants
who submitted the Proposals or to other persons not officially concerned with
the process, until the notification of the award of Contract.
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CONSULTING SERVICES FOR ORGANIZING WARD CITIZENS FORA
18
DATA SHEET
Instructions to Consultants
Paragraph
Reference
Description
1.1 1. Name of the Client: City of Kisumu
2. The number of the Invitation for Bids is: CCK/KUP/RFP/1/2014/061
3. The name of the BID is: Organizing Ward Citizens Fora and Establishment ofProject Monitoring Committees (PMCs).
4. Method of selection: Quality and Cost Based Selection (QCBS)
1.2 Consultants mean firms or NGO.
The designation, objectives and brief description of the assignment are as follows:
1.
Develop a comprehensive strategy and work-plan for the assignment.2. Hold two planning meetings with Technical Assistance Team (TAT), CoK and
County departmental staff, KUP consultants like the media consultant and
key partners to share the strategy, concretise key messages, and allocate
and synchronise roles to be played by all the key stakeholders and partners
including the TAT, CoK staff, County Government staff, KUP Consultants
and partner agencies in government, civil society and business community
including the informal sector.
3. Acquire, provide and pay for equipment, services, supplies and licences,including:
a. Venues, chairs, tables and P.A. equipment
b.
Grassroots mobilizers, facilitators and rapporteursc. Notification of Police of the proposed events
4. Organise and hold a Citywide Leaders Consultative Forum of at least 200participants - drawn from the CoK, County and partner agencies from
government, civil society, private sector and informal sector - to share the
concept and action plan, to map out the grassroots stakeholders and
synchronise roles to be played by each agency in mobilization and
facilitation of the Ward Citizens Forum, including election and capacity
building of the Project Monitoring Committees.
5. Mobilise, through the participants in item (4) above and experiencedgrassroots mobilizers, at least 200 grassroots community leaders in each of
the 17 wardsincluding representatives of women, youth and people livingwith disabilities - to attend the Ward Citizens Forum. Representatives of all
the existing community groups in the ward, as stated in Section 2 above
(Justification), will also be mobilised to attend and participate.
6. Hold 17 ward Citizens Fora and ensure effective facilitation and moderationof participatory deliberations during the fora which must include the
following activities:
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a. Introductions and climate setting, including consensus building onobjectives and participants expectations.
b. Downloading ISUD-Plan and KUPs background information,
objectives, list of projects and progress of implementation.
c. Opportunities for grassroots community participation in:
i.
Participatory designs of the projects that have not started.ii. Participatory monitoring of the implementation of the
projects.
iii. Supply of locally available goods and services, includinglabour for works.
iv. Establishment of post-construction management andsustainability frameworks.
d. Development of criteria and facilitation of participatory, inclusive,transparent, and democratic nomination of nine (9) members of
the Project Monitoring Committees (PMCs) at each of the 17 Ward
Citizens Fora; which PMCs must be representative of the diversity
of stakeholdership in the ward, including women, youth and peopleliving with disability.
7. Carry out three trainings sessions for members of the PMCs clustered intoKisumu East, Kisumu West and Kisumu Central constituencies, on
participatory project design, monitoring and evaluation in line with Public
Procurement and Disposal Act. The participants will be expected to come
out with a work-plan for further sensitization of the public and monitoring
and evaluation of KUP projects.
8. Carry out a comprehensive and participatory monitoring and post-eventsevaluation of the assignment to determine efficiency and effectiveness of
the activities in achieving the goals of communication and community
participation. This will includea. Design and administration of questionnaires to test knowledge and
opinion of the public in pre-event and post event periods for each
activity.
b. Observation and taking of notes on the emerging issues, includingoperational and content matters.
c. Analysis of the feedback on the above events and production ofactivity report.
d. Hold three regular monitoring meetings with representatives ofCoK and the TAT during the implementation of the activities, and
one final evaluation meeting at the end of the period to review the
process and impact of the project and produce reports thereof forsharing with the stakeholders.
1.3 The Client will provide the following inputs and facilities: as provided in the Termsof Reference or as may otherwise be requested and agreed
2.1 Clarifications may be requested not later than 7 daysbefore the submission date.
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The address for requesting clarifications is: City of Kisumu, P. O. Box 105, 40100
Kisumu, Kenya, Email: [email protected]
3.1 Proposals shall be submitted in the following language: English
4.1 The estimated duration of the assignment should not exceed sixty (60) daysfromthe date of commencement
5.1 The estimated duration of the assignment should be 20 working days within aperiod of one month, apart from the six months maintenance and technical
backstopping
6.1 The minimum required experience of proposed professional staff is:as provided in the terms of reference
See also evaluation grid in 5.2 below.
7.1 Reports that are part of the assignment must be written in the followinglanguage(s): English
8.1 Consultants shall state their price component for cost incurred in the country ofthe Client in the national currency of the Client.
Consultants who intend to incur cost in other currencies for the assignment may
state the corresponding price component in Euros.
9.1 Training is a component of this assignment: Yes
10.1 Proposals must remain valid for 120 daysafter the submission date.
11.1 Consultant must submit the original and four (4) copiesof the Proposal.
12.1 The Proposal submission address is: Town Hall, City of Kisumu, P. O. Box 105,40100 Kisumu, Kenya, Email:[email protected] must be submitted no later than the following date and time: 18th
February 2015 at 10:00a.m
13.1 The address for contacting the Client is: City Manager, City of Kisumu, P. O. Box
105, 40100 Kisumu, Kenya, Email:[email protected]
14.1 Criteria, sub-criteria, and point system for the evaluation of Technical Proposalsare as follow as set in Technical evaluation
15.1 The single currency for price conversions is: Kenya Shillings
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The source of official selling rates is: Central Bank of Kenya
The date of exchange rates is: date of opening of bids
16.1 Sf= 100 x Fm/ F, in which Sfis the financial score, Fmis the lowest price and F theprice of the proposal under consideration.S = St x T% + Sf x P%.The weights given to the Technical and Financial Proposals are:T = 0.8, andP = 0.2
17.1 Address for contract negotiations:City of Kisumu, P. O. Box 105, 40100 Kisumu, Kenya, Email:
18.1 Expected date and location for commencement of consulting services XXXX 2015
at the City of Kisumu
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5.3. EVALUATION AND QUALIFICATION REQUIREMENTS CRITERIA
a). Mandatory Statutory and General Requirements
Sub-Factor Criteria Documentati
on RequiredRequirement Bidder
Single
Entity
Joint Venture
Allpartners
combined
Eachpartner
Atleast
one
partne
r
Proof of
Payment of the
bid document
Must have
bought the
document
Must
meet
require
ment
N / A N / A Must
meet
require
ment
Payment
receipt
No of Bid
Documents
In addition to the
original bid, the
number of copies
is: Four
Must
meet
require
ment
Must
meet
requireme
nt
N/A N/A Must meet
requirement
Completeness Technical
Submission Forms
Forms3A-3F,
Form ELI 1.1 ,
Form ELI 1.2
where applicable
Must
meet
require
ment
Must
meet
requireme
nt
N/A N/A Must meet
requirement
Registration Bidder Must be a
legally
constituted firm
according to the
laws of Kenya
Must
meet
require
ment
N / A Must
meet
requireme
nt
N / A Certificate of
Incorporation
/ Registration
Tax Compliance Bidder MUST be
Tax Registered
and be Tax
Compliant
Must
meet
require
ment
N / A Must
meet
requireme
nt
N / A Current Tax
Compliance
Certificate
Physical
address
Must have an
active program in
Kisumu for after
sales support
Must
meet
require
ment
N / A N/A Must
meet
require
ment
Single
Business
Permit, utility
bills, lease
agreement
etc.
Bid Security The Bidder shallfurnish as part of
its bid, a bid
security of 1% of
bid sum from a
reputable
commercial bank
Mustmeet
require
ment
N / A Mustmeet
require
ment
In original,unconditional
bank
guarantee or
bankers
cheque and in
the amount
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ONLY. and currency
specified
Failure to comply with any of the above qualifications shall constitute sufficient ground for
rejection at this stage
b). Bidding Forms and Other RequirementsSub-Factor Criteria Documentatio
n RequiredRequiremen
t
Bidder
Single
Entity
Joint Venture
All
partners
combined
Each
partner
At least
one
partner
Bid
Submissio
n Sheet
The Letter
of Bid, shall
be prepared
as per form
3A insection 3,
and signed
by the
authorized
person only
Must meet
requiremen
t
Must meet
requiremen
t
N / A N / A Letter of
Submission
Bidder
Informatio
n
The bidder
is required
to provide
all details in
the format
as specified
in the
respective
form
Must meet
requiremen
t
Must meet
requiremen
t
N/A N / A Form ELI-1
Joint
Venture
Document
s
Bids
submitted
by a JV shall
include a
copy of the
Joint
Venture
Agreement
entered intoby all
partners.
N / A Must meet
requiremen
t
Must meet
requiremen
t
N / A Joint Venture
Agreement
and Form ELI-2
Average
Annual
Turnover
Minimum
Average
annual
turnover of
Must meet
requiremen
t
Must meet
requiremen
t
Must meet
Fifty
percent
(50%) of
Must meet
Fifty
percent
(50%) of
Form FIN2
with
attachments
of audited
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KES
1,000,000
calculated
as total
certified
payments
received for
contracts in
progress or
completed,
within the
last three
(3) years
the
requiremen
t
the
requiremen
t
financial
reports for the
period
Failure to comply with any of the above qualifications shall constitute sufficient ground for
rejection at this stage
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c) Technical Evaluation Stage
S/No Parameter Measured Max.Points
Understanding of ToR and Proposed Technical Approach
1.1 Understanding of the Terms of Reference 10
1.2 Adequacy of the proposed technical approach and methodology,and work plan in responding to the Terms of Reference:Proposed Technical Approach and Methodology (10 points)Work Plan (5 points)
15
Sub-Total 1 25
Qualification and experiences of key personnel2.1 Team Leader
Bachelors University Degree in social science, especially in
social work, education, political science or other relevant
discipline (4points)
Minimum of five years of relevant work experience in leading
dynamic and results focused community level development
project.(4 points)
Demonstrated experience in social assessment and monitoring
and evaluation reporting and system. (4 points)
Demonstrated experience with and ability to supervise,
motivate work teams.(4 points) Demonstrated good communication and interpersonal skills.(4
points)
Demonstrated strong organizational and team working skills. (4
points)
Demonstrated good cultural awareness and sensitivity,
especially with regard to Kisumu. (4 points)
Demonstrated knowledge of construction contracts and
building-site management and monitoring procedures.(4
points)
Demonstrated knowledge of construction management and
monitoring processes especially regarding infrastructure works,
and civil works (4 points)
36
2.2 Community Mobilization Expert
Bachelors University Degree in social science, especially in
social work, education, political science or other relevant
discipline. (4 points)
24
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Demonstrated experience in stakeholder mapping, mobilization
and organization.(4 points)
Demonstrated skills and experience in participatory facilitation,
moderation of grassroots community fora.(4 points)
Demonstrated skills and experience in development of
community level structures, including training in governanceand participatory monitoring and evaluation of urban
infrastructural projects.(4 points)
Demonstrated experience in working with grassroots
community in Kisumu city, particularly with the marginalised
groups such as youth, women and people with disability. (4
points)
Demonstrated knowledge of duty station cultures and
languages (Kiswahili, Dholuo and English). (4 points)
2.3 Gender Expert:
Bachelors University Degree in social science especially gender
studies, or relevant discipline (4 points) Demonstrated substantial experience in design, implementation,
monitoring and evaluation of gender mainstreaming projects. (4
points)
Demonstrated experience in engendering participatory
processes on urban infrastructure development. (4 points)
Demonstrated knowledge of, and working experience with, duty
station cultures and languages (Kiswahili, Dholuo and English).(3
points)
15
Sub-Total 2 75
Grand Total 100
Total points for the criteria: 100pointsThe minimum technical score St required to pass: 70
Note: the ToR list also non-key experts, these experts are not evaluated in this tender evaluation
process but must be provided with the right profile in the proposal
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Section 3. Technical Proposal - Standard Forms
[Comments in brackets [ ]provide guidance to the short listed Consultants for the preparation of
their Technical Proposals; they should not appear on the Technical Proposals to be submitted.]
Refer to paragraph 3.4 of Section 2 of the RFP for Standard Forms required and number of pages
recommended.
3A Technical Proposal Submission Form
3B Description of the methodology and work plan de travail proposed for the missionby the
Consultant
3C Team Composition and Task Assignments
3D Curriculum Vitae (CV) for Proposed Professional Staff
3E Staffing Schedule
3F Work Schedule
Form ELI 1.1 Bidder Information Sheet
Form ELI 1.2 Party to JV Information Sheet
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FORM3ATECHNICALPROPOSAL SUBMISSION FORM
[Location, Date]
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of assignment]
in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby
submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed
under a separate envelope.
If negotiations are held during the period of validity of the Proposal, i.e., before [insert date],
we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and
subject to the modifications resulting from Contract negotiations.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
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FORM3B DESCRIPTION OF APPROACH,METHODOLOGY AND WORK PLAN FOR PERFORMING THE
ASSIGNMENT
[Technical approach, methodology and work plan are key components of the Technical Proposal. Youare suggested to present your Technical Proposal (10 pages max, inclusive of charts and diagrams)
divided into the following three chapters:
a)
Technical Approach and Methodology,
b)
Work Plan, and
c)
Organization and Staffing,
a) Technical Approach and Methodology. In this chapter you should explain your understanding of
the objectives of the assignment, approach to the services, methodology for carrying out the activities
and obtaining the expected output, and the degree of detail of such output. You should highlight the
problems being addressed and their importance, and explain the technical approach you would adopt
to address them. You should also explain the methodologies you propose to adopt and highlight thecompatibility of those methodologies with the proposed approach.
b) Work Plan. In this chapter you should propose the main activities of the assignment, their
content and duration, phasing and interrelations, milestones (including interim approvals by the
Client), and delivery dates of the reports. The proposed work plan should be consistent with the
technical approach and methodology, showing understanding of the TOR and ability to translate
them into a feasible working plan. A list of the final documents, including reports, drawings, and
tables to be delivered as final output, should be included here. The work plan should be consistent
with the Work Schedule of Form 3H.
c) Organization and Staffing. In this chapter you should propose the structure and composition of
your team. You should list the main disciplines of the assignment, the key expert responsible, and
proposed technical and support staff.]
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FORM3CTEAMCOMPOSITION AND TASK ASSIGNMENTS
1. Technical/Managerial Staff
Name Position Task
2. Support Staff
Name Position Task
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FORM3D CURRICULUM VITAE (CV)FOR PROPOSED PROFESSIONAL STAFF
Proposed Position:
Name of Firm:
Name of Staff:
Profession:
Date of Birth:
Years with Firm/Entity: Nationality:
Membership in Professional Societies:
Detailed Tasks Assigned:
Key Qualifications:
[Give an outline of staff members experience and training most pertinent to tasks on assignment.
Describe degree of responsibility held by staff member on relevant previous assignments and give
dates and locations. Use about half a page.]
Education:
[Summarize college/university and other specialized education of staff member, giving names of
schools, dates attended, and degrees obtained. Use about one quarter of a page.]
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Employment Record:
[Starting with present position, list in reverse order every employment held. List all positions held by
staff member since graduation, giving dates, names of employing organizations, titles of positions
held, and locations of assignments. For experience in last ten years, also give types of activities
performed and client references, where appropriate. Use about two pages.]
Languages:
[For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and
writing.]
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe
me, my qualifications, and my experience.
Date:
[Signature of staff member and authorized representative of the firm] Day/Month/Year
Full name of staff member: ______________________________________
Full name of authorized representative: ___________________________
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FORM3E STAFFINGSCHEDULE1
Months (in the Form of a Bar Chart)
Name Position ReportsDue/Activities
1 2 3 4 5 6 7 8 9 10 11 12 Number ofMonths
Subtotal (1)
Subtotal (2)
Subtotal (3)
Subtotal (4)
Full-time: Part-time:
Reports Due:
Activities Duration:
Signature:
(Authorized representative)
Full Name:
Title:
Address:
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3F. ACTIVITY(WORK)SCHEDULE
A. Field Investigation and Study Items
[1st, 2nd, etc. are months from the start of assignment.]
1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
Activity (Work)
_____________
_______________
_______________
_______________
B. Completion and Submission of Reports
Reports Date
1. Inception Report
2. Interim Progress Report(a) First Status
Report(b) Second Status
Report
3. Draft Report
4. Final Report
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Form ELI 1.1
Bidder Information Sheet
Date: ______________________
ICB No.: ___________________
Invitation for Bid No.: ________
Page ________ of _______ pages
1. BiddersLegal Name
2. In case of JV, legal name of each party:
3. Biddersactual or intended Country of Registration:
4. Bidders Year of Registration:
5. Bidders Legal Address in Country of Registration:
6. Bidders Authorized Representative Information
Name:
Address:
Telephone/Fax numbers:
Email Address:
7. Attached are copies of original documents of:
Articles of Incorporation or Registration of firm named in 1, above, in accordance with ITC
Sub-Clauses 4.1 and 4.2.
In case of JV, letter of intent to form JV including a draft agreement, or JV agreement, in
accordance with ITC Sub-Clauses 4.1 and 11.1(i) Single Stage Bidding.
In case of government owned entity, documents establishing legal and financial autonomy and
compliance with the principles of commercial law, in accordance with ITC Sub-Clause 4.6.
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Form ELI 1.2
Party to JV Information Sheet
Date: ______________________
ICB No.: ___________________
Invitation for Bid No.:_________Page ________ of_ ______ pages
1. Bidders Legal Name:
2. JVs Party legal name:
3. JVs Party Country of Registration:
4. JVs Party Year of Registration:
5. JVs Party Legal Address in Country of Registration:
6. JVs Party Authorized Representative Information
Name:
Address:
Telephone/Fax numbers:
Email Address:
7. Attached are copies of original documents of:
Incorporation or Registration of firm named in 1, above, in accordance with ITC Sub-Clauses 4.1 and 4.2.
In case of government owned entity, documents establishing legal and financial autonomy and
compliance with the principles of commercial law, in accordance with ITC Sub-Clause 4.6.
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Section 4. Financial Proposal - Standard Forms
[Comments in brackets [ ]provide guidance to the short listed Consultants for the preparation of
their Financial Proposals; they should not appear on the Financial Proposals to be submitted.]
Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal
according to the instructions provided under Para. 3.6 of Section 2. Such Forms are to be used
whichever is the selection method indicated in Para. 4 of the Letter of Invitation.
[The Appendix Financial Negotiations - Breakdown of Remuneration Rates is to be only used for
financial negotiations when Quality-Based Selection method is adopted, according to the indications
provided under Para. 6.3 of Section 2.]
4A. Financial Proposal submission form.
4B. Summary of costs.
4C. Breakdown of price per activity.
4D. Breakdown of remuneration
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4C. BREAKDOWNOFPRICEPERACTIVITY
Activity
No.:____________________
Activity
No.:_____________________
Description:_____________________
Price Component Currency(ies) Amount(s)
Remuneration
Reimbursable
Miscellaneous Expenses
Subtotal ____________________________
4D.BREAKDOWNOFREMUNERATION
Activity
No._____________________________________
Name:______________________________
Names Position Input2
RemunerationCurrency(ies) Rate Amount
Regular staff
Local staff
Consultants
Grand Total ___________________
2 Staff months, days, or hours as appropriate.
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Section 5. Terms of Reference
1. Background of the Project
The Republic of Kenya has obtained a credit from the Agence Franaise de Dveloppement (AFD) for
implementing the Kisumu Urban Project (KUP) and intends to apply part of the proceeds to recruit a
Civil Society Organization (CSO) to mobilise grassroots stakeholders and organise 17 ward level
stakeholders consultative fora and to establish and build capacity KUP Project Monitoring
Committees.
1.1 About the Kisumu Urban Project
The Kisumu Urban Project (KUP) is a four year pilot urban development project being implemented
by the City of Kisumu and financially supported by the Agence Franaise de Dveloppement (AFD) to
the tune of 40 million Euros. KUPs main objective is to enhance living conditions of Kisumuspopulation by introducing a comprehensive urban programme. Key activities include strengthening
local capacity (financial, technical and political) and supporting investments (solid waste
management, slum upgrading, commercial facilities and other public infrastructure and facilities).
The project encompasses a global vision for the citys development and the City management
system, through a multi-sectoral approach to the citys development and a crosscutting approach to
the City functions and activities. KUP was conceived as a pilot project to inform broader multi-donor
supported programs, such as the Kenya Municipal Program (KMP).
1.2 The City of Kisumu in Context
Devolution has presented a unique opportunity for Kisumu to re-engineer her city development
approaches to create a highly competitive city able to stimulate vibrant County development. The
County inherits a city with some burden of unfulfilled urban promises with ever-growing demands on
basic needs such as appropriate housing, water and sanitation services to more complex systemic
issues such as transportation, trade and commerce. The city land area is also dominated by freehold
ownership predisposing it to an aggressive private sector development influence.
Unlike Nairobi and Mombasa that are City Counties sharing physical boundaries, Kisumu County
expands beyond the city boundaries and hence has the benefit of additional specialized production
nodes3with the city poised as the central node and pulse of the economy (see figure below). These
productive nodes define the economic features of the County, predicated mainly on the present
form and profile of predominant economic activities.
Within this development prospect, investing in strengthening productivity of these predominant
activities provides the trigger required to germinate a vibrant and balanced County economy that
3These are based on a generalized profile of the existing predominant economic features.
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increases the competiveness of the County as a whole. The city economy remains the anchor of the
county carrying mixed specializations, connecting the County to national and regional commerce and
trade. As the capital of the County, immediate focus should be on creating conditions that would
make the city the choice destination for investment in the Lake Victoria Region.
Kisumu city serves as the administrative, business, commercial and industrial confluence as well asthe main international gateway through air, rail and water transport to the entire western region of
Kenya. The global status of Kisumu as a Millennium city4has further brought with it international
attention that if well harnessed bear the potential of elevating the city to global competitiveness
with the attendant benefits.
In addition, Kisumu city hosts a number of regional bodies including the Lake Victoria Basin
Commission (LVBC), an organ of EAC tasked with the mandate of overseeing development of the
Lake Region. The Lake Victoria region has been declared by the EAC as an economic growth zone.
1.3 The Integrated Strategic Urban Development Plan
The basic necessities and the importance of the city as an engine of growth for the region therefore
informed KUPs investment in a planning process for the Kisumu City development; the Integrated
Strategic Urban Development (ISUD) plan, whose draft has been subjected to the statutory 60 days
period of public review and comments. The ISUD-Plan is being prepared primarily for the use of the
city planning authority and the County Government of Kisumu. It is a holistic and practical document
including essential baseline data; the Plan itself; a Capital Investment Strategy and; implementation
guidelines and recommendations. It is organized in four parts:
Part 1, Understanding Kisumu
Part 2, Planning for Kisumu Future
Part 3, Capital Investment Strategy
Part 4, Implementing the ISUD-Plan
Even as ISUD is being crafted as a long term development plan for the city, the rest of the KUP
components were designed as a quick win, a four years pilot urban development project to enhance
living conditions of Kisumus population by strengthening the local capacity (financial, technical and
political) and supporting investments (solid waste management, slum upgrading, commercial
facilities and other public infrastructure and facilities).
1.4 Participation of Stakeholders
Key stakeholders in Kisumu are well aware of their role to improve competitiveness of the city. In
this context, the Kisumu City Multisectoral Leaders Forum convened on 3rd
September 2013
4Kisumu was declared a Millennium city in 2006 granting it a comparable portfolio to 11 other millennium cities in the world.
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acknowledged that the Constitution of Kenya 2010 (CoK, 2010), while embracing devolution, makes a
bold statement on people centered development with a host of fundamental rights and freedoms
as carried in Chapter 4 and 11 respectively. Through the KUP Communication and Community
participation strategies, the CoK sets the stage for participatory urban governance through Articles
174, 176 and 184, by enshrining the principle of devolution to the lowest level possible so as to
recognize the right of communities to manage their own affairs and by allowing a third level of
governance; at Urban/Cities level within the County Government structure.
Corresponding to this, the leaders forum referred to above noted that various Acts of Parliament
such as the Transition to Devolved Government Act (2012), County Government Act (2012) and the
Urban Areas and Cities Act (2011) set suitable criteria for popular participation in the County and City
affairs. It further recognized that the actual transformation of the constitutional rights into effective
service provision and governance procedures is done in subsidiary legislation and in practical
arrangements and routines.
The participation of the people in the determination of the design and implementation of KUP and
other urban development plans in the County Integrated Development Plan (CIDP) is therefore in
conformity with the various provisions of devolution Acts of Parliament, as well as the national urban
development policy.
2.
Justification
Projects in the five components of KUP are at different levels of implementation, stages at which the
law and proper project management practice demand effective communication with stakeholders
and participation of the community. Lack of sufficient information on KUP in the public has led to
several false rumours, which are robbing the project of public goodwill and support. There is a risk
that unless key messages on the KUP goals, individual projects, processes and participation activities
are delivered, the growing misinformation may result in resistance to the project and conflict
amongst stakeholders of projects competing for control and benefits.
Kisumu Urban Project and other urban development initiatives form part of the core projects listed in
the County Integrated Development Plan (CIDP). County Government Act Part VIII obligates the
county government to ensure citizen participation in the CIDP process.
Whilst a level of representative participation will be achieved through stakeholders fora at the city
levels, the poor organization of citizenry at the grassroots level militates against the access to such
platforms by the ordinary citizens, and/ or their real representatives. The groups that are not
accessed using conventional methods citywide consultative fora include marginalised groups such as
women, youth and disabled, who may not find space within the leadership of organised structures
that attend such city level fora, whilst they are amongst the primary target groups for interventions
by KUP, other urban development processes and even the CIDP as a whole.
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In the instances where some level of organization exist at the community level, most of these
structures are not only weak, but also sectarian, not all inclusive and at time in conflict with each
other. For instance, elected leaders have established structures which mostly comprise their
supporters. This is despite the fact that there were structures, albeit weak, established in the former
CoK through the LASDAP process. The former provincial administration, now a structure of the
national government at county level, also has structures managed by the assistant chief and village
elders. These structures have over the years been considered coercive and non participatory. A
number of NGOs, e.g. Plan International, World Vision, Practical Action, Sana International,
Millennium Cities Initiative, Urban Matters, and other indigenous civil society organizations like
Nyanza Youth Coalition, Youth Alive Kenya, and Lake Victoria Youth Initiative have also established
sectarian structures at community level targeting only their areas of interest.
The best way to tackle insufficient representation at the city level and to resolve the confusion,
duplicity and conflict that the above scenario presents of several weak and sectarian structures
present at the community level, is through mobilization and organization of the entire community
(including the existing structures) to establish all inclusive platforms at the community levels. Suchfora will be accessible to leaders and members of both organised and unorganised fora at the
grassroots levels, inclusive of those within the current structures.
It is noteworthy that, while the Constitution and the Statutes referred to in section 1.4 above provide
for establishment of Citizens Fora at all administrative levels, Kisumu County is yet to implement
this. The County Government has therefore expressed a desire to be supported by KUP to establish
such structures, at least within the city boundaries, so as to achieve not only KUP objectives, but also
the objects of the law as stated above. The structures will continue to be used by the CoK and the
County Government in attainment of the Community Participation objectives for all development
initiatives. The lesson learnt in this process will inform replication of such structures in the rest of theCounty.
The inaugural one day sessions of the fora will enable participants to discuss aspects of KUP projects
as they relate to the overall urban development agenda of the County. They will also be facilitated to
democratically establish inclusive Project Monitoring Committees (PMCs) that will continuously
mobilise, organise and encourage the entire community regardless of gender, age or socio-economic
status to provide opinions, participate in making decisions and assist in the implementation of KUP
projects in the ward. The PMCs will provide community advice to the CoK and KUP TAT about
community concerns and interests on the projects being implemented by KUP within their respective
areas of focus. The PMCs will also continuously mobilise, organise and encourage the entire
community regardless of gender, age or socio-economic status to provide opinions, participate in
making decisions and assist in the implementation of KUP and other urbanization programmes within
the wards. For successful execution of their roles and responsibilities, CoK intends to build capacity of
the PMCs on participation in urban development, particularly in monitoring and evaluation of
infrastructural projects and implementation of development plans like ISUD, CIDP, local area
development plans and master plans.
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The Department of Social Services and Gender (DSSG) which is mandated to deliver on community
participation on all CoK programmes, including KUP, lacks basic communication and other material
and financial resources to support this mandate. The department also has the challenge of
inadequate number of skilled and experienced personnel to match its broad mandate. These,
together with the fact that the thin personnel base of the department has to spread out to deliver all
the other CoK and some County Government programmes, renders it incapable of implementing this
project alone in the fast changing KUP environment.
In this context, CoK intends to procure the services of a CSO with capacity and experience in
community mobilization: (i) mobilise grassroots stakeholders and hold 17 Ward Citizens Fora, and (ii)
democratically establish and build capacity of PMCs and create networking amongst them for peer
review and learning.
3.
Objective
The objective of this assignment is to promote participation of grassroots stakeholders in
management of KUP and other urbanization programmes through establishment and sensitization of
Ward Citizens Fora and Project Monitoring Committees in the 17 wards ofKisumu city.
4.
Scope of Work
1. Develop a comprehensive strategy and work-plan for the assignment.
2. Hold two planning meetings with Technical Assistance Team (TAT), CoK and County
departmental staff, KUP consultants like the media consultant and key partners to share thestrategy, concretise key messages, and allocate and synchronise roles to be played by all the
key stakeholders and partners including the TAT, CoK staff, County Government staff, KUP
Consultants and partner agencies in government, civil society and business community
including the informal sector.
3. Acquire, provide and pay for equipment, services, supplies and licences, including:
a. Venues, chairs, tables and P.A. equipment
b. Grassroots mobilizers, facilitators and rapporteurs
c.
Notification of Police of the proposed events
4. Organise and hold a Citywide Leaders Consultative Forum of at least 200 participants -
drawn from the CoK, County and partner agencies from government, civil society, private
sector and informal sector - to share the concept and action plan, to map out the grassroots
stakeholders and synchronise roles to be played by each agency in mobilization and
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facilitation of the Ward Citizens Forum, including election and capacity building of the Project
Monitoring Committees.
5. Mobilise, through the participants in item (4) above and experienced grassroots mobilizers,
at least 200 grassroots community leaders in each of the 17 wards including
representatives of women, youth and people living with disabilities - to attend the WardCitizens Forum. Representatives of all the existing community groups in the ward, as stated
in Section 2 above (Justification), will also be mobilised to attend and participate.
6. Hold 17 ward Citizens Fora and ensure effective facilitation and moderation of participatory
deliberations during the fora which must include the following activities:
a. Introductions and climate setting, including consensus building on objectives and
participants expectations.
b. Downloading ISUD-Plan and KUPs background information, objectives, list of
projects and progress of implementation.
c. Opportunities for grassroots community participation in:
i. Participatory designs of the projects that have not started.
ii. Participatory monitoring of the implementation of the projects.
iii. Supply of locally available goods and services, including labour for works.
iv. Establishment of post-construction management and sustainability
frameworks.
d. Development of criteria and facilitation of participatory, inclusive, transparent, and
democratic nomination of nine (9) members of the Project Monitoring Committees
(PMCs) at each of the 17 Ward Citizens Fora; which PMCs must be representative of
the diversity of stakeholdership in the ward, including women, youth and people
living with disability.
7. Carry out three trainings sessions for members of the PMCs clustered into Kisumu East,
Kisumu West and Kisumu Central constituencies, on participatory project design, monitoring
and evaluation. The participants will be expected to come out with a work-plan for further
sensitization of the public and monitoring and evaluation of KUP projects.
8. Carry out a comprehensive and participatory monitoring and post-events evaluation of the
assignment to determine efficiency and effectiveness of the activities in achieving the goals
of communication and community participation. This will include
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a. Design and administration of questionnaires to test knowledge and opinion of the
public in pre-event and post event periods for each activity.
b. Observation and taking of notes on the emerging issues, including operational and
content matters.
c. Analysis of the feedback on the above events and production of activity report.
d. Hold three regular monitoring meetings with representatives of CoK and the TAT
during the implementation of the activities, and one final evaluation meeting at the
end of the period to review the process and impact of the project and produce
reports thereof for sharing with the stakeholders.
5.
Duration of the Assignment
It is anticipated that the actual activities will run for 42 working days over a period of nine (9) weeks.
The CSO will be expected to submit a proposal making provision for the numbers of days required inplanning, execution and evaluation of the event, including report production and presentations.
The tentative schedule of the assignment is as follows:
Weeks 1 2 3 4 5 6 7 8 9
Days
Development of strategy, preliminary
planning, mobilization & procurement of
equipment and services
11 4 4 3 0 0 0 0 0 0
City Citizens Forum 1 1 0 0 0 0 0 0 0 0
Actual Ward Citizens Forum Activities 17 0 0 1 4 3 4 4 1 0
Planning and implementation of training for
PMCs3 0 0 0 0 1 0 1 1 0
Weekly monitoring meetings, evaluation and
report production and submission
10 0 1 1 1 1 1 0 3 2
Total 42 5 5 5 5 5 5 5 5 2
6.
Outputs
1.
An inception report within 14 days of signing of the contract together with a proposed work-planindicating the number of days required and the personnel to be deployed.
2. A final report on the process of planning, implementation and monitoring and evaluation of all
the activities, including:
i. Number and issues addressed during planning.
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2)
Community Mobilization Expert
i. Bachelors University Degree in social science, especially in social work, education,
political science or other relevant discipline.
ii. Demonstrated experience in stakeholder mapping, mobilization and organization.
iii. Demonstrated skills and experience in participatory facilitation, moderation of grassroots
community fora.
iv. Demonstrated skills and experience in development of community level structures,
including training in governance and participatory monitoring and evaluation of urban
infrastructural projects.
v. Demonstrated experience in working with grassroots community in Kisumu city,
particularly with the marginalised groups such as youth, women and people with
disability
vi. Demonstrated knowledge of duty station cultures and languages (Kiswahili, Dholuo and
English).
3)
Gender Expert:
i. Bachelors University Degree in social science especially gender studies, or relevant
discipline
ii. Demonstrated substantial experience in design, implementation, monitoring and
evaluation of gender mainstreaming projects.
iii. Demonstrated experience in engendering participatory processes on urban
infrastructure development
iv. Demonstrated knowledge of, and working experience with, duty station cultures and
languages (Kiswahili, Dholuo and English).
The CSO will be selected using the Quality and Cost Based Selection Method, and the evaluation will
take into account technical factors as well as cost factors in accordance with Public Procurement and
Disposal Act 2005, the regulations and terms and condition set out in the bidding documents.
9.
Preparation of Financial Proposals
The CSO is expected to make a proposal of the financial cost of the assignment and outline a
schedule of payment of the contractual sum based on delivery of each of the outputs outlined above.
The financial proposal will be structured as follows:
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.Activities Units Unit
Cost(Kes)
Total (Kes)
Development of strategy 1
Preliminary planning proc