Consultancy to provide facilitation of a strategy and reflection workshop for the WWF SWIO Regional Programme

Posted on 28 June 2024

Terms of reference

Title: Consultancy to provide facilitation of a strategy and reflection workshop for the WWF SWIO Regional Programme.
Department                               : Conservation
Project                                     : MG205000-
Supervisor                               : SWIO Lead
Type of contract                       : Consultancy (international)
Date                                          : August to Oct (15 working days at maximum)
Reference                                      : AO-019/TNR/24

Background on the project

The overall goal of the South West Indian Ocean (SWIO) Seascape is by 2030, to ensure that the most important marine, coastal and island biodiversity and habitats are effectively conserved, while food security and livelihoods for coastal populations are secured. This will be achieved through the implementation of local, national and regional work packages that aim to balance development ambitions, conservation of globally important biodiversity and coastal community aspirations.

The SWIO Seascape strategy has the following goals:

Regional fisheries – By 2030, ecosystem-based fisheries management ensures the long-term sustainability of key fisheries in the SWIO region, particularly tuna and shrimp fisheries, and contributes to the well-being of local communities and economies of target countries.

Critical enabling conditions are in place to mobilise 250 million USD towards an inclusive and Sustainable Blue Economy.

20 million ha effectively managed by empowered coastal communities restoring 9400ha of mangroves & building the climate resilience & food security of 2.3 million people.

Large scale threats (extractives, infrastructure) to SWIO region are mitigated through an Integrated Ocean Governance and delivery of the Global Biodiversity Framework.

This programme is entering its third year and it feels appropriate to step back and take stock as well as reconnect with the intentions of the programme and plan the next 3 years, particularly as new funding proposals will need to be developed in the course of 2025 to support funding the programme from the end of 2025. More information on the SWIO Regional Programme can be found on our website. https://www.wwf-swio.org/

Assignment period

The execution of the entire contract is to take place between August 2024 – 31 October 2024. The consultancy should not exceed 15 working days to complete spread over the time period, this will include a maximum of 1 to 2 days of prep, a three day in person workshop, travel time and workshop report.

Workshop objectives and expected results of the assignment

The primary task of the consultant is to develop and facilitate a tailored workshop that will guide program staff and other key stakeholders to accurately self-evaluate progress, identify required changes needed and the most promising pathways to deliver on the SWIO strategic goals to inform the next phase of the SWIO regional programme (2025 to 2028).
Day 1 – only regional team (11 people)

Team reflection on what has worked and what has not worked to date?
How do we set ourselves up for success? How do we become more agile and efficient as a regional secretariat

Day 2 and 3 – Regional team plus other WWF staff and experts (20 people)

Identification of key emerging trends and risks
Identification of major opportunities or pathways for impact
Review and strengthening of the Theory of Change
Setting clear intentions for delivery of impact at scale 2025-2028

The workshop will take place in Cape Town (within 90min of the city; venue to be confirmed) from the 9 to the 11^th of October.

Deliverables

Services	Maximum number of days of work	Deadline
Virtual kick-off meeting (approximately 1h) with SWIO core team for coordination	0.5	August 2024
Developing workshop content	3	August/Sept 2024
Workshop (9 – 11^th Oct)	3 days plus 2 travel days (one on either side) – maximum of 10 days should two facilitators be necessary	Oct 2024
Submission of workshop report	1,5	31 Oct 2024

Deviations are to be presented in a detailed time and cost planning.
Any delay in submission of the reports/products will result in a deduction of 1‰ per day of delay from the total fees.

Eligibility/Qualification of Consultants

Could be individuals, consortium or institutions that fulfill the criteria set herein:

At least 7 years of relevant workshop facilitation experience.Proven skills and track record in successful workshop facilitation for the NGO sector or private sector in the global south, preferably using “design sprint” or similar methodologies.
Demonstrated understanding of environmental strategy and theory of change
Ability to clearly communicate
Ability to plan independently
Excellent written and oral communication skills in English, and good level of French and Portuguese would be an additional asset.

Coordination and supervision

The consultant will carry out the assignment under the supervision of the SWIO Leader.

Application

Those interested, either as individuals, consortium or institutions, are required to submit the following by email to procurement@wwf.mg with the reference“AO-019/TNR/24 Consultancy to provide facilitation of a strategy and reflection workshop for the WWF SWIO Regional Programme – MG2050.00” in subject line delivered not later than 12 July 2024 at 17.00 pm EAT time . Applications sent after the deadline or incomplete applications will not be processed. The following documents should be sent with the application.

A technical proposal outlining:

·       Supplier information.
·       Understanding of the request and describing the proposed approach and methodology to deliver the mandate.
·       Response to the technical and functionnal requirements.
·       Structure of the proposed team including resume, description of roles and qualifications. Template for the resume is available on the link https://bit.ly/2H2M8Ed (or request to be sent to procurement@wwf.mg)
·       Necessary relevant information showing past experience in related field such as Attestation of Service or similar documents.

A financial proposal in USD: the budget should give details of consultancy days as well as daily rates, along with management secretariat costs. Daily rates and expenditures should be shown separately. The offer should also show tax-except and taxable costs. Where costs are tax-exempt, explanations should be provided. (Please note that any costs for developing proposals in response to this assignment are not reimbursable). Please do not use any other currency in your financial proposal.

WWF will directly pay for all expenses related to travels (if there is any), so those expenses should not appear in the consultant offer. The rate of Per diem and Accommodation should not exceed WWF’s rate and the airfare is based on Economic class.
For the case of non-resident consultants in Madagascar, the consultant is subject to the payment of the Tax on Income from Non-Resident (under Article 01.01.14.'s Tax Code CGI) up to 10% (or 5 % if based in Mauritius). A remark on this tax should appear in the financial offer.

Evaluation of Applications

An evaluation committee will review and rank the received offers. The evaluation of the technical proposal being completed prior to any price proposal being opened and compared.
Applications will be evaluated as follows:
-       Understanding and technical soundness and merit of methodology to execute the assignment (40 points);
-       Organizational capacity and expertise to execute the assignment (25 points);
-       Past experience and performance relevant to the assignment (25 points);
-       Timetable (10 points)
The adjudication returns to the technical best offer (among those higher than or equal to 70/100) whose financial offer does not exceed the budget available. The possibility of negotiation is not excluded in conditions that the technical best offer makes a financial offer exceeding available budget.
11 Important Notice:

Applications received after the deadline will be rejected.
Incomplete applications will not be processed.
WWF MDCO has the right to modify the application conditions at any time during the application process. All applicants will be notified about such a modification.
Review of applications will start immediately after the deadline by the hiring committee.
All applications will be treated with strict confidentiality.
WWF will not discriminate based on gender, age, ethnic background or religion. All qualified applicants are encouraged to apply including women, people from a minority background and people with disabilities.

Notes on canceling the current tender

The current offer may be canceled under the following conditions:
·       Competitiveness is not adequate;
·       No offers meet the requirements ;
·       Received offers significantly overreach the proposed budget.

Conditions of the tender

The proposed work will be carried out under contract attached as an annex to the present TORs. The contact will be drawn up after the offer has been confirmed. The consultant will assume all fiscal responsibilities relative to his/her tax status. As an independent employee, the consultant is responsible for the payment of any tax that might be demanded within the framework of this agreement, assuming that he is able to justify he is in good standing and up to date vis-à-vis administrative and tax authorities; otherwise, and in accordance with the law, WWF is obliged to withhold at source on the amount of its services or fees / bills, the percentage to be paid to the taxes authorities. For the particular case of non-resident consultants, the consultant is subject to the payment of the Tax on Income from Non-Resident (under Article 01.01.14.'s Tax Code CGI) up to 10% (or 5 % if based in Mauritius). A remark on this tax should appear in the financial offer.

The consultant will be subject to WWF management procedures at all times.

Payment of fees

Payments will be made in three installments as follows:

(i) 25% of the total amount of fees, upon submission of deliverables 1) and 2), and their acceptance by the Supervisor; and submission and approval of an invoice detailing services rendered;
(ii) 75% of the total amount of fees, upon completion of deliverables 3) and 4) and their acceptance by the Supervisor; and submission and approval of an invoice detailing services rendered;

The invoice must contain the following information: name and address of the consultant, invoice date, unique invoice number, amount of fees free of charges, amount of taxes, service rendered, deliverable and/or number of hours charged, period in which service was provided, bank details.

WWF cannot grant in advance honorary fees. Though, field trip expenses, in accordance with WWF procedures, are payable in advance once the consultancy contract established.

Fraud, corruption and conflict of interest declaration

Candidates have read entirely the WWF Policy for interests and the WWF Policy Conflicts for Prevention and the Survey of Fraud and Corruption. He understands his responsibilities to comply, and fully commit to it. He acknowledges he has no conflicts, as described in the WWF's Policy on Conflicts of Interest: https://bit.ly/2H2M8Ed
Candidates must respect the professional rules of conduct without any reproach in the conduct of its mandate. Furthermore, the contractor will ensure not to tarnish the image of the WWF execution of its mandate. WWF gives the right to terminate the agreement in proven cases of misconduct that can harm the WWF.