REQUEST TO SUBMIT PROPOSAL FOR Conducting Community Based Organisation (CBO) Board Leadership and Governance Training

REQUEST TO SUBMIT PROPOSAL FOR Conducting Community Based Organisation (CBO) Board Leadership and Governance Training.

Date of issue:

27-10-2023

RFP no.:

Lot Ser; PRF09-023-065 EAT CONSUTANT -Community Based Organisation (CBO) Board Leadership and Governance Training.

Contract title:

Consultancy Contract for Community Based Organization (CBO) Board Leadership and Governance Training.

Closing date:

7th, November 2023:15:00 PM CAT

Contracting Authority:

DanChurchAid (DCA)

Plot No. 573 Block 3-K South

First Class Area, Tongping, Juba NA Bari,

Opposite Nile Fortune Hotel, Lakes Road, Juba - South Sudan

Contact person: Amoko Godfrey

Sudan

Email ; agym@dca.dk;kuum@dca.dk with naku@dca.dk copied.

Telephone no. + 211 925 771 495

DANCHURCHAID INVITES YOU TO SUBMIT A proposal for Community Based Organisation (CBO) Board Leadership and Governance Training.

Sir/Madam,

The Service is required for consultant to conduct Community Based Organization (CBO) Board Leadership and Governance Training.

Please find enclosed the following documents, which constitute the Request for Proposal:

A – Instructions

B – Draft Contract including annexes

Annex 1: Terms of Reference

Annex 2: Financial Proposal Submission Form (to be completed by the Candidate)

Annex 3: General Terms and Conditions for Service Contracts – Ver2 2020

Annex 4: Code of Conduct for Contractors

This document is both a PDF and word format and ensure you share your proposal in PDF format stamp and initial all pages and take note of the deadline.

We should be grateful if you would inform us by email of your intention to submit or not a proposal.

1. Instructions

In submitting a proposal, the Candidate accepts in full and without restriction the special and general conditions including annexes governing this Contract as the sole basis of this procedure, whatever his own conditions of services may be, which the Candidate hereby waives. The Candidates are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this Request for Proposal.

1. Scope of services

The Services required by the Contracting Authority are described in the Terms of Reference in Annex 1.

The Candidate shall offer the totality of the Services described in the Terms of Reference. Candidates offering only part of the required Services will be rejected.

1. Cost of proposal

The Candidate shall bear all costs associated with the preparation and submission of his/her proposal and the Contracting Authority is not responsible or liable for these costs, regardless of the conduct or outcome of the process.

1. Eligibility and qualification requirements

Candidates are not eligible to participate in this procedure if they are in one of the situations listed in article 33 of the General Terms and Conditions for Service Contracts – Ver2 2020

Candidates shall in the Proposal Submission Form attest that they meet the above eligibility criteria. If required by the Contracting Authority, the Candidate whose proposal is accepted shall further provide evidence satisfactory to the Contracting Authority of its eligibility.

As a rule, the arrival of a proposal in due time is always the candidate’s responsibility. Late proposals refer to any proposal arriving after the Closing date for submitting proposals, and any proposals arriving late due to a delay, for instance, in the delivery of mail or due to a technical problem related to electronic data transmission.

Candidates are also requested to certify that they comply with the Code of Conduct for Contractors.

1. Exclusion from award of contracts

Contracts may not be awarded to Candidates who, during this procedure:

1. are subject to conflict of interest.
2. are guilty of misrepresentation in supplying the information required by the Contracting Authority as a condition of participation in the Contract procedure or fail to supply this information.
3. Documents comprising the Request for Proposal

The Candidate shall complete and submit the following documents with his proposal:

1. Proposal Submission Form (Annex 2) duly completed and signed by the Candidate.
2. CV. highlighting the Candidate’s experience in the specific field of the Services and his/her specific experience in the country/region where the Services are to be performed.

The proposal and all correspondence and documents related to the Request for Proposal exchanged by the Candidate and the Contracting Authority must be written in the language of the procedure, which is English.

1. Financial proposal

The Financial Proposal shall be presented as an amount in USD in the Proposal Submission Form in Annex 2. The remuneration of the Candidate under the Contract shall be determined as follows:

Global price: The Candidate shall indicate in his/her proposal his/her proposed global remuneration for the performance of the Services. The Candidate shall be deemed to have satisfied himself as to the sufficiency of his/her proposed global remuneration, to cover both his/her fee rate, including overhead, profit, all his/her obligations, sick leave, overtime and holiday pay, taxes, social charges, etc. and all expenses (such as transport, accommodation, food, office, etc.) to be incurred for the performance of the Contract. The proposed global remuneration shall cover all obligations of the successful Candidate under the Contract (without depending on actual time spent on the assignment) and all matters and things necessary for the proper execution and completion of the Services and the remedying of any deficiencies therein.

Please note the total consultancy fee shall be subjected to tax deductions as required by the statuary law of the country.

1. Candidate’s proposed personnel

In the Proposal Submission Form, Annex 2, the Candidate shall provide detailed information about key experts’ actual availability for the performance of the Contract.

If, before the signing of the Contract, a key expert proposed in the proposal is no longer available the Candidate shall inform the Contracting Authority immediately and the proposal will in such case be considered invalid.

1. Validity

Proposals shall remain valid and open for acceptance for 30 days after the closing date.

1. Submission of proposals and closing date

Proposals must be received at the address mentioned on the front-page email not later than the closing date and time specified on the front page.

1. Award Criteria

The Contracting Authority will award the Contract to the Candidate whose proposal has been determined to be substantially responsive to the documents of the Request for Proposal and which has obtained the highest overall score.

1. Signature and entry into force of the Contract

Prior to the expiration of the period of the validity of the proposal, the Contracting Authority will inform the successful Candidate in writing that its proposal has been accepted and inform the unsuccessful Candidates in writing about the result of the evaluation process.

Within 5 days of receipt of the Contract, not yet signed by the Contracting Authority, the successful Candidate must sign and date the Contract and return it to the Contracting Authority. On signing the Contract, the successful Candidate will become the Contractor and the Contract will enter into force once signed by the Contracting Authority.

If the successful Candidate fails to sign and return the Contract within the days stipulated, the Contracting Authority may consider the acceptance of the proposal to be cancelled without prejudice to the Contracting Authority's right to claim compensation or pursue any other remedy in respect of such failure, and the successful Candidate will have no claim whatsoever on the Contracting Authority.

1. Cancellation for convenience

The Contracting Authority may for its own convenience and without charge or liability cancel the procedure at any stage.

B. Draft Contract (Service)

CONTRACT TITLE: Consultancy Services.

Instructions to candidates: At this stage of the Request for Proposals this document is for your information and intended to make you aware of the contractual provisions. The information missing in this document will be filled in when a Contractor has been selected, and the “draft” Contract will thenbecome the “final” Contract” between the Contracting Authority and the successful Contractor.

Janardhan Rao

Country Director

DanChurchAid (DCA)

Plot No. 573 Block 3-K South

First Class Area, Tongping, Juba NA Bari,

Opposite Nile Fortune Hotel, Lakes Road, Juba - South Sudan

of the one part,

and <Name and address of candidate>

(“The Contractor”) of the other part,

have agreed as stipulated in the attached document:

The Contract is done in English in two originals, being for the Contracting Authority and one original being for the Contractor.

For the Contractor

For the Contracting Authority

Name:

Name:

Title:

Title:

Signature:

Signature:

Date:

Date:

This Contract shall be signed and stamped by the Contractor and returned to the <Contracting Authority> latest within working days from date of receipt.

special conditions

1. Scope of services

The subject of the Contract is “Services” are described in the Terms of Reference and further specified in the Organisation and Methodology.

1. Commencement and Completion Date

The Contract shall commence after signature of this Contract by both parties.

1. Period of implementation

The period of implementation of the services as detailed in ToRs.

1. Delivery of Services

The Contractor agrees to deliver Services to the Contracting Authority pursuant to the Contract, which shall conform with the Terms of References, Annex 1, Organisation and Methodology, Annex 2 and the price specified in this Contract.

In the event of the Contracting Authority placing a contract, which the Contractor considers it cannot substantially meet because of unavailability of staff or inability to meet the Terms of References, before proceeding to make a partial delivery of the services, the Contractor shall seek further written instructions from the Contracting Authority.

The Contractor shall cover all costs related to the remedy of an unacceptable Service.

The Contractor shall be responsible for providing all the necessary personnel, equipment, materials and supplies and for making all necessary arrangement for the performance of its obligations under this Contract.

1. Remuneration

In consideration for his/her services, the Contractor shall receive a global remuneration of . This global remuneration covers the Contractor’s fee rate, including overhead, profit, all his/her obligations, leave, sick leave, overtime and holiday pay, taxes, social charges, etc. and all expenses (such as transport, accommodation, food, office expenses, etc) to be incurred for the performance of the Contract. The global remuneration covers all obligations of the Contractor under the Contract (without depending on actual time spent on the assignment) and all matters and things necessary for the proper execution and completion of the services and the remedying of any deficiencies therein.

1. Reporting

The Contractor shall submit reports as specified in the Terms of Reference, Annex 1. The Contractor shall keep the Contracting Authority updated on contract progress on a regular basis.

1. Payment

Payments shall be made in by bank transfer to the following account:

Account Number:

Name of Bank:

Address of Bank:

Account name:

Swift Code:

Payment will be made in two instalments.

The first instalment upon signing of the Contract and receipt of the Contractor’s invoice.

The last instalment will be paid within 15 days after approval of the final report and issue of the Completion Certificate by the Contracting Authority in accordance with article 25 of the General Terms and Conditions for Service Contracts – Ver2 2020 and upon receipt of the Contractors’ final invoice and bank details & Tax identification number (TIN)

1. Tax and social contributions.

DCA will withhold 20 % tax of the total amount which will be payable to the local South Sudan tax authority.

1. Order of precedence of contract documents

The Contract is made up of the following documents, in order of precedence:

1. This Contract
2. Terms of Reference (Annex 1)
3. CV. of Contractor and/or key expert(s)
4. Financial Proposal Submission Form (Annex 2)
5. General Terms and Conditions for Service Contracts - Ver2 2020 (Annex 3)
6. Code of Conduct for Contractors (Annex 4)

The various documents making up the Contract shall be deemed to be mutually explanatory; in cases of ambiguity or divergence, they should be read in the order in which they appear above.

1. Language

The language of this Contract and of all written communications between the Contractor and the Contracting Authority shall be English.

1. Entry into force and duration

The Contract shall enter into force and effect after signature by both parties of this Contract. The Contract shall remain into force and effect until the end of the liability period as defined in the General Terms and Conditions for Service Contracts - Ver2 2020

1. Notices

Any written communication relating to this contract between the Contracting Authority and the Contractor must state the Contract title and Contract number, and must be sent by post, fax, email or by hand to the addresses identified in this Contract.

Annex 1: DCA Terms of Reference for Community Based Organisation (CBO) Board Leadership and Governance Training.

1. Background

DCA Emergency Assistance Programme has worked in remote areas of South Sudan since 2011 to provide humanitarian support to over 1.8 million people affected by conflict. This support has centred on cash transfers, seed distributions, NFI kits and support to local structures in essential service provision.

As a part of new strategic direction and in line with organizational priorities, DCA embraced the localisation agenda in 2022, to build the capacity of small Community Based Organisations (CBOs) working at the grass root level. In most cases, these CBOs contributed a lot to serving their community but are ill equipped and with limited capacity to deliver optimal service to required standards.

DCA is looking to build the capacity of CSOs/CBOs as front-line organizations to provide community led humanitarian and development assistance through tailor made training. The purpose of this consultancy is to therefore provide training support to CBOs with relevant training, exposure, and any additional technical support.

2. Objective of the Consultancy.

To main objectives of this consultancy service is to conduct a training of CSOs/CBOs and other stakeholders aimed at CBO governance capacity strengthening by targeting CBO board members to support the growth and development of CBOs to deliver the much-needed humanitarian support and play the key role as effective front -line organizations in the community. The training module will cover basic responsibilities of various stakeholders e.g., the board members, share leaning, experience and best practices from other areas as well as explore how to practically strengthen such governance mechanisms in the unique context.

In concrete terms the training should focus on the following:

1. Develop a common understanding of their core business, code of conduct, and board policy.
2. Expose the board members and senior management on NGO management and the oversight role.
3. share learning, experience, and best practices from other areas.
4. Explore how to practically strengthen CSO/CBOs governance mechanisms in the program context.

The training should cover the following Scope of work:

• Understanding of leadership and its forms
• Ethics and accountability in leadership
• Board member’s responsibilities, including - code of conduct, conflict of interest, and confidentiality.
• Conflict Management and group dynamics
• What and why NGO Governance?
• Roles and Responsibilities of Board Members (Board structure, Governing Documents & Board Functions)
• Communication and Decision-Making Processes.
• Managing Board Meetings.
• Managing change in an organization.
• Governance and Leadership Policies for Board members.
• Organisational strategy for fund raising and sustainability.

3. Responsibilities.

• DCA role will be to coordinate between the CBOs whose members will be trained and the trainer.
• Provide briefing to the trainer of field conditions.
• Responsible for the trainers’ meals, accommodation, flight (if required), ground transportation.
• The Consultant will be responsible for the entire delivery of the Consultancy.

4. Deliverables.

• A training programme on Leadership and Governance.
• Training materials including PowerPoint Presentation, handouts, pre/post-tests, feedback/evaluation forms, etc. as well as a list of the training materials’ sources.
• A high quality and comprehensive training report that includes the aggregated findings of the pre/post-tests and feedback/evaluation forms including actions for effective leadership.
• Format for CSOs/CBOs to use for their Organisational strategy for fund raising and sustainability.
• Organizational governance and best practice templates and other relevant documents.

5. Minimum Requirements and Competencies

The consultant is required to have the following qualifications:

• Demonstratable prior experience in conducting trainings on Leadership and Governance in the not-for-profit sector in remote rural settings and corporate sectors.
• At least 4 years’ experience conducting CSO/CBO or corporate capacity building trainings with adult education approaches.
• Advanced University degree in business, economics, non-profit management, international development, or related field.
• Excellent leadership, organizational and time management skills.
• Excellent communication skills including in presentations and report writing.
• Good sense of judgement, pays attention to detail, takes initiative, high sense of responsibility, sensitivity to different cultures.
• Excellent spoken and written English.
• Knowledge of Arabic will be an added advantage.

6. Duration of Consultancy.

The training schedule should last a maximum of 14 days including actual training days, report writing and field travel.

7. Supervision and reporting.

The successful Consultant will be supervised and report to DCA Programme Team (Head of Programme, Programme Manager and Area Manager).

8. Payment Terms.

30% Payment will be made upon signature of agreement and 70% upon submission of all deliverables. The payment will be subject to local or national tax laws.

9.Application Process

If interested in applying for the aforementioned Consultancy, please send your CV along with a written technical and financial proposal, outlining a plan and approach for executing the consultancy in line with the points mentioned in section 2 to agym@dca.dk with kaku@dca.dk & naku@dca.dk in cc.

The deadline for application is the 7th of November 2023 before 15.00 hrs. The subject of the application letter or e-mail should read ‘Application for the Training Consultancy on CBO Board.

ANNEX 2: FINANCIAL proposal submission form

My financial proposal for my services is as follows

Days

Unit price (USD)

Total amount

Global price (fees and expenses)

Total price incl. taxes

Note: Please include other expenses not mentioned in the RFP (add rows accordingly)

Candidate or Company information

Company (legal name)

Street name and no.

City

Postal code

Country

Phone no.

Email

Website

Director (name)

REFERENCES

Name and country of customer

Type of contract

Value

Contact name

Phone/fax and email

Include details of the experience and past performance on contracts of a similar nature within the past five years and information on other contracts in hand and/or future commitments including details of the actual and effective participation in each of such contracts, description of the Candidate’s assignments and periods of engagement. Additional documents can be attached to the above form.

The proposal is valid for a period of days after the closing date in accordance with the <Article no> Validity.

After having read your Request for Proposal no. for dated , and after having examined the Request for Proposal, I/we hereby offer to execute and complete the services in conformity with all conditions in the Request for Proposal for the sum indicated in our financial proposal.

Further, I/we hereby:

• Accept, without restrictions, all the provisions in the Request for Proposal including the General Terms and Conditions for Service Contracts - Ver2 2012 and the draft Service Contract including all annexes.

. Provided that a contract is issued by the Contracting Authority I/we hereby commit to perform all services described in the Terms of Reference, Annex 1 and within the time frame described in our Organisation and Methodology Form, Annex 2).

• Certify and attest compliance with eligibility criteria of article 33 of the General Terms and Conditions for Service - Ver2 2020
• Certify and attest compliance with the Code of Conduct for Contractors in Annex 4.

The above declarations will become an integrated part of the Contract and misrepresentation will be regarded as grounds for termination.

Signature and stamp:

Signed by:

The Candidate

Name of the company

Address

Telephone no.

Email

Name of contact person