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SWIO Regional workshop facilitation

Terms of Reference

Department : Conservation

Project : Norad SBE project

Supervisor : SWIO seascape Leader

Type of contract : Consultancy (international)

Date : July/August 2022 (4-5 working days at maximum)

Reference : AO – 019 / TNR / 22

1. Context and purpose

The SWIO Seascape strategy was developed in 2021 and a leader recruited in May 2022. To kick off the seascape strategy implementation we request the services of a trained facilitator and leadership coach to support the teams from across the five countries to effectively collaborate under this new structure.

SWIO SBE has been implemented for almost 01 year now. This workshop is the first in person meeting and an opportunity to build the team and jointly discuss about progress and challenges

2. Scope of the work

We request the assistance of a workshop facilitator to facilitate a three day in person workshop in Cape Town (25-27th July 2022). The workshop will bring together teams from the South West Indian Ocean (SWIO) region, including South Africa, Mozambique, Tanzania, Kenya and Madagascar. Below is a high level draft agenda. Key agenda point

Participants

Day 1 - SWIO Seascape inception

SWIO Seascape

 Building a shared vision

 Determining roles

Reception Dinner/Team Dinner

Focal points and M&E, Regional coordination team and support unit, SWIO lead, ACAI/Initiative Leads and NMCI

Day 2- SWIO Seascape inception

SWIO Seascape

 M&E

 Learning agenda

 KM

 Mapping of existing projects

Focal points and M&E, Regional coordination team and support unit, SWIO lead, ACAI/Initiative Leads and NMCI

Key agenda point

Participants

Day 3: SWIO-SBE Planning Meeting

Introduction and background

 Checking in (how is everyone feeling) - make any announcements

 Setting the scene (where we are now from Dec to June_Update RF)

Roadblocks: What are the current Challenges we are facing in implementation of the programme (inception to six-months of implementation)

Group Exercise/Open Action Items:

 How do we resolve and unblock solutions to scale at both national and regional level.

 Identifying risks and challenges with completion of project/programme delivery - flag them on the first day so we can ensure enough resources (human, financial) are allocated or leadership support is called for delivery.

Focal points and M&E, Finance Officer, Regional coordination team and support unit, SWIO lead, ACAI Lead and NMCI.

We need to have some refreshing activities within the planning to ensure people are energized, but those should be relevant to the following;

 Team building

 Team development

 Team capacity

 Others?

SWIO-SBE Team Dinner

Ability to write and speak clearly and effectively, including the ability to draft reports in a concise style and communicate complex information to various stakeholders in written and verbal modes.
Ability to plan independently and manage conflicting priorities, and work under pressure.
Excellent written and oral communication skills in English;

5. Relationship management and project governance

The project will be managed by WWF Madagascar represented by the SWIO seascape Leader. The consultant will be expected to liaise regularly with the project manager.

6. Offer presentation

The consultant/firm should send the following information:

o A technical offer including:

o Description of the project plan that would be applied to delivering these requirements.

o A short overview of the organisation and his/her overall skill base.

o 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)

o And other relevant information if appropriate.

o A financial offer in USD. The budget should give details of consultancy days by category as well as daily rates, along with management secretariat costs (if appropriate). Daily rates and expenditures should be shown separately. The offer should also show tax-exempt and taxable costs. Where costs are tax-exempt, explanations should be provided.

For the 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.

WWF will directly pay for all expenses related to travels, 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.

7. 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)

The adjudication returns to the technical best offer (among those higher than 50/90) 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.

8. Tender requirements:

Offers comprising of technical and financial proposal, with reference “AO–019/TNR/202 – SWIO Regional workshop facilitation” should reach the email address procurement@wwf.mg no later than July 11th, 2022, at 5 pm East Africa Time (EAT)

9. 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.

10. 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.

11. Payment of fees

Payments will be made in one full installment at the completion of the work.

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.

WWF Technical Supervisor will have ten (10) days to validate each deliverable. In the event of late submission of reports/products, WWF reserves the right to deduct 1‰ per day of delay from the total due fees.

12. 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

13. Ethics

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.

Ability to write and speak clearly and effectively, including the ability to draft reports in a concise style and communicate complex information to various stakeholders in written and verbal modes.
Ability to plan independently and manage conflicting priorities, and work under pressure.
Excellent written and oral communication skills in English;