Tender document for the design and facilitation of partnerships management training, September 2023 At Islamic Relief


Islamic Relief Worldwide

Islamic Relief is an international aid and development charity, which aims to alleviate the suffering of the world’s poorest people. It is an independent Non-Governmental Organisation (NGO) founded in the UK in 1984.

With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender.

We are signatories to the Grand Bargain, Charter for Change, and the Red Cross Code of Conduct, which sets ethical standards for organisations involved in humanitarian work and commits us to the important principles of impartiality, neutrality and independence. We are also firmly committed to the People in Aid Code of Best Practice. The high quality and impact of our work means we are among only 5 UK-based charities to have been certified against the Core Humanitarian Standard (CHS). As full members of the INGO Accountability Charter, our excellence in transparency, good governance and social responsibility is recognised.

Our vision:

Inspired by our Islamic faith and guided by our values, we envisage a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others.

Our mission:

Exemplifying our Islamic values, we will mobilise resources, build partnerships, and develop local capacity, as we work to:

  • Enable communities to mitigate the effect of disasters, prepare for their occurrence and respond by providing relief, protection and recovery.
  • Promote integrated development and environmental custodianship with a focus on sustainable livelihoods.
  • Support the marginalised and vulnerable to voice their needs and address root causes of poverty.

At the international level, Islamic Relief Worldwide (IRW) has consultative status with the UN Economic and Social Council and is a signatory to the International Red Cross and Red Crescent Code of Conduct. IRW is committed to the Sustainable Development Goals (SGDs) through raising awareness of the issues that affect poor communities and through its work on the ground. Islamic Relief is one of only 13 charities that have fulfilled the criteria and have become members of the Disasters Emergency Committee (www.dec.org.uk), and is certified by CHS.

IRW endeavours to work closely with local communities, focussing on capacity-building and empowerment to help them achieve development without dependency.

Please see our website for more information http://www.islamic-relief.org/

Project background

STRIDE is a ground-breaking model of institutional capacity enhancement for disaster preparedness and local partnerships, being implemented in over 20 countries in Africa, Asia and the Middle East. The project develops and contextualises exercises and capacity-strengthening trajectories that are indicated by on-the-ground factors. The project continuously reviews the changing humanitarian discourse and aligns the workstreams accordingly, ensuring commitments to field teams and local partners according to their needs.

The impacts of emerging global challenges, such as the COVID pandemic, climate change, food and financial crises, extreme poverty, political and economic instability, energy security, and displacement are increasingly alarming for humanitarian organisations, thus, making it extremely difficult to operate in this complex and unfavourable environments. Keeping in view the changing humanitarian sector dynamics, STRIDE contributes to sensitising the organisational leadership, fundraising partners, and field offices on the importance of localisation and partnerships.

Objectives of the evaluation

Islamic Relief works in various countries with diverse models, including direct implementation, hybrid model (direct implementation and working with local partners), working through local partners with some in-country IR representation (but not implementation of projects and programmes), working through local partners with no in-country presence, and national bodies/entities. Despite using multiple models, the organisation is known for direct implementation. An aspect of this understanding or fame is due to the way its systems and processes are designed. Partnership policy is placed to govern overall relationships with a range of stakeholders; however, specific guidelines are not in place to manage these relationships, especially during projects/programme implementation. Ad-hoc practices are common across the field offices, where teams develop or work with local partners with a limited understanding of structural ways of partnerships and relationship management.

An introductory level Partnerships Management Training is planned to familiarise and capacitate IR team members on the purpose and types of partnerships, establishing relationships with partner organisations and managing projects/programmes through partners.

The scope of the training

The trainer (s) need to design and deliver the training in line with current policies and practices within IRW, and good practices across the sector. The modules and training should address the below areas.

  1. Partnerships Overview:
    • Purpose and benefits of partnerships. (trainer)
    • Principles of partnerships and how to practice them. (trainer)
    • Types of partnerships: Consortium, partnership with Local NGOs, Peer agencies, government, private sector, social enterprises, etc. (trainer)
  2. Partners Assessment Process:
    • Partners Identification. (trainer)
    • Understanding Regulatory Environment. (trainer)
    • Partners Appraisal and Due Diligence Process (PFPD/IRW)
    • Partnerships MOU and Project Specific Partnership Agreement, etc. (PFPD/IRW)
    • Partnerships Risk Assessment: Risk Management and Risk Sharing. (trainer)
  3. Implementing Project/Programmes through Partners:
    • Project Cycle Management: Implementing projects/programmes through partners, in line with PMD/Project D Pro. (trainer)
    • Organisational Development: Capacity Enhancement and Capacity Sharing. (trainer)
  4. 4 Partnerships Review and Relationships Management:
    • Partnership Performance Appraisal. (trainer)
    • Sustaining Relationships. (trainer)
    • Common challenges in managing partnerships. (trainer)

Methodology and approach

The trainer needs to use the below suggestive methodology in designing and delivering/facilitating the training.

  • Desk review of the existing policy and strategy documents
  • Meetings/interviews with relevant team members across different departments and field offices to understand current partnership management practices
  • Design training materials (soft and hard copies)
  • Deliver/facilitate 3 – 5 days in-person training
  • Submit brief report on observations made during the design and delivery/facilitation of the training.

Required competencies

Below are the expected competencies from the consultant/trainer as required for this tender.

IRW:

  • IRW will share relevant policy and strategy documents with the trainer (s).
  • IRW will facilitate and connect the research teams with relevant IRW staff (working at the headquarters and field offices).
  • IRW will approve the final modules and training plan
  • IRW is responsible for all logistical arrangements of all the participants and trainer (s), including transportation, accommodation, food and drinks (during the training). All the stationary/equipment (projector, audio/video tools, etc.) requirements will be fulfilled based on the pre-shared list by the trainer (s).

Trainer (s):

  • The trainer (s) will be responsible for any administrative and logistics costs related to designing/developing training modules/materials.
  • The trainer (s) will gather information from relevant IRW team members on current policies and practices around Partnership Management.
  • The trainer (s) will develop high-quality training materials and modules and provide these to IRW in soft and hard copies.
  • The trainer (s) will deliver/facilitate in-person training at the agreed dates and venue.

Some of the sessions will be led/facilitated by IRW team members – specified in the “Scope” section. The trainer (s) will rely on IRW team members for relevant policy and practice sharing. IRW will rely on the trainer (s) to include and link the sessions with sector-wide good practices and project management steps/stages of Project-D/PMD Pro.

Required competencies

The successful team/consultant will have the following competencies:

  • Professional experience in the humanitarian sector with a combination of project management, partnerships management, and capacity strengthening of teams and local actors.
  • Experience in designing modules and facilitating partnerships management training.
  • Good understanding of Project-D/PMD Pro.
  • Understanding of cross-cultural contexts and sensitivities across different geographic regions.
  • Familiar with/good understanding of Grand Bargain, Charter for Change, Core Humanitarian Standards, Sphere Standards, Protection Principles, Red Cross/Red-Crescent Code of Conduct, etc.
  • Excellent writing and communication skills (high proficiency in the English language).
  • Time management skills and ability to complete the assignments within the allocated time

Able to travel to the country selected for hosting the training event.

Project requirements

The successful team/consultant will meet with the following project requirements:

Due to the absence of Partnerships Management Guidelines, the trainer (s) will highly rely on the Partnerships Policy and Practices of the team members across different departments and field offices.

Project output

The consultant is expected to produce the following;

  • Development of training modules and inclusive and participatory activity-based processes.
  • Identification of good practices of partnership management around project cycle management.
  • Identification of mechanisms complementing the missing aspects of existing IRW partnership management.
  • Delivery of 3-5 days of Partnerships Management Training.

Final report on the observations made during the training’s design and delivery/facilitation.

The trainer (s) will ensure the timely designing and delivering/facilitating of the training per the agreed schedule. The trainer will submit a brief report on the overall observations made during the design and delivery/facilitation of the training – including materials (modules/PowerPoint presentations/tools, etc.) in soft and hard copies.

Timetable and reporting information

The evaluation is expected to run for 30 days, starting by the 2nd of October 2023 and ending before the 10th November December 2023 (approx.)

Date

Description

Responsibility

11th September 2023

Tender live date

IRW

26th September 2023

Final date for submission of bid proposal

Consultant

27th September 2023

Proposal/EOI review

IRW

29th September 2023

Interviews with shortlisted trainers

IRW

2 October 2023

Contract award and finalisation

IRW

18 October 2023

Training materials and modules development based on the review of existing policies and practices

Consultant

23 – 27 October 2023

Training delivery/facilitation

IRW

10 November 2023

Submission of final report and materials (hard and soft copies)

Consultant

Reporting information:

Contract duration: Duration to be one month

Direct report: Head of Disaster Risk Management Department

Job Title: Consultant; Partnerships Management Training

The consultant will communicate in the first instance with and will forward deliverables to the IRW DRMD department.

Proposal to tender and costing

The consultant interested in carrying out this work must submit the following items as part of their proposal/bid:

  1. Submit a bid demonstrating relevant experience in managing partnerships, and examples of designing and delivering/facilitating Partnerships Management Training (s).
  2. Résumé(s) or CV(s) outlining relevant skills and experience possessed by the consultant who will be carrying out the tasks and any other personnel who will work on the project
  3. Example(s) of relevant work done of similar evaluations in PDF
  4. Submit a financial proposal clearly outlining the cost of service and the consultancy daily rate (fill in appendix 1)
  5. Expenses policy of the tendering consultant. Incurred expenses will not be included but will need to be agreed in advance prior to contract award (fill in appendix 1)
  6. Deliver/facilitate in-person training at the agreed venue and date.
  7. Training materials, including modules, tools, and presentations in soft and hard copies.
  8. Submit the final report on the observations made during the training’s design and delivery/facilitation.

Terms and conditions

The consultant would provide financial proposal outlining detailed break up of costs and charges. There would be formal agreement on payment schedule and funds transfer process once the consultant would be selected. Payment will be made in accordance with the deliverables and deadlines for this project so are as follows:

    • 40% of the total amount – First upfront payment – 30% of the total amount – submission of the first draft of the evaluation report – 30% of the total amount – submission of the final evaluation report including all outputs and attachments mentioned above

We can be flexible with payment terms, invoices are normally paid on net payment terms of 30 days.

Additional information and conditions of contract

The following additional information will be expected from the consultant and be pursuant to the conditions printed beneath as well as the terms and conditions in the consultancy contract.

  1. The ToR document is between the consultant and Islamic Relief Worldwide.
  2. Islamic Relief Worldwide is a legally registered charity under the laws of the United Kingdom charity registration number 328158.
  3. This document covers the consultancy project identified and described in this document and related correspondence and may not be expended for any other purposes without the prior written approval of Islamic Relief Worldwide, Head of Disaster Risk Management Department.
  4. The consultancy will be carried out under the auspices of the Islamic Relief Worldwide, DRMD department. The lead consultant will be working in the capacity of a freelance consultant, an individual or for an organisation.
  5. Collected data, information, reports and reference documents should be submitted, along with any audio files and transcripts collected.
  6. Intellectual Property Rights to all research, and data, conducted and collected and the final proposal belongs solely to Islamic Relief Worldwide.
  7. In case of contraventions or breach of any of the terms of the agreement, any outstanding payments to the Lead Consultant or the organisation will be withheld.

During the consultancy period,

IRW will only cover:

Consultancy fees

Any travel costs to visit IRW or any of our country offices if required.

IRW will not cover:

Tax obligations as required by the country in which he/she will file income tax.

Any pre/post assignment medical costs. These should be covered by the consultant

Medical and travel insurance arrangements and costs. These should be covered by the consultant.

To access or download the tender documents please follow the link below;

https://www.islamic-relief.org/tenders/category/open-tenders/

How to apply

Consultancy contract

This will be for an initial period that is to be specified by the consultant commencing in October 2023 (exact date to be mutually agreed). The selected candidate is expected to work remotely and report to the Head of Disaster Risk Management Department.

The terms upon which the consultant will be engaged are as per the consultancy agreement. The invoice is to be submitted at the end of the assignment and will be paid on net payment terms 30 days though we can be flexible.

All potential applicants must fill in the table beneath in appendix 1 to help collate key data pertaining to this tender. The applicant must be clear about other expenses being claimed in relation to this consultancy and these must be specified clearly.

Additionally, all applicants/bidders must also fill in appendix 2 which is a new mandatory requirement for suppliers to be registered onto our system and for their bids to be accepted and processed. Please can you fill in this form and return this form to tendering@irworldwide.org along with your bid.

For this consultancy all applicants are required to submit a covering letter and CV’s of all potential consultants including the project lead.

A proposal including, planned activities, methodology, deliverables, timeline, and cost proposal (including expenses) are expected.

Other relevant supporting documents should be included as the consultants sees fit and this may include examples of similar work done.

All applicants must have a valid visa or a permit to work in the UK (if travel is required to the UK). A valid visa/work permit is also required for those areas required to be visited as part of this consultancy.

This consultancy is open to any persons, freelancers, sole traders, research firms, consultants, policy and research think tanks, universities, academics, SME’s, large organisations and corporations including NGO’s.

Tender dates and contact details

All proposals are required to be submitted by Tuesday 26th September 2023 at 1.00pm UK time pursuant to the attached guidelines for submitting a quotation and these be returned to; tendering@irworldwide.org

For any issues relating to the tender or its contents please email directly to; tendering@irworldwide.org

Following submission, IRW may engage in further discussion with applicants concerning tenders in order to ensure mutual understanding and an optimal agreement.

Quotations must include the following information for assessment purposes.

  1. Timescales
  2. Full break down of costs including taxes, expenses and any VAT and be able to demonstrate best value for money
  3. References (three are preferred)
  4. Technical competency for this role
  5. Demonstrable experience of developing a similar piece of work including a methodology

Note: The criteria are subject to change.

Please ensure you provide this data in appendix 2 for the expression of interest for this tender by the above deadline date and time and submit this along with your tender documents.

For any issues relating to the tender or its contents please email directly to; tendering@irworldwide.org. This address is for queries and advice only.

Appendix 1

Please fill in the table below. It is essential all sections be completed and where relevant additional expenses be specified in detail. In case of questions on how to complete the table below then please contact; tendering@irworldwide.org

Cost evaluation for consultancy on the design and facilitation of partnerships management training, September 2023

Full name of all consultants working on this project

Full company trading name

No of proposed hours per week

No. of proposed days

Preferred days

Non preferred days

Earliest available start date

Expected project finish date

Day rate (required for invoicing purposes) £

Total cost for consultancy in GBP (less taxes and expenses) £

Expenses (flights) £

Expenses (accommodation) £

Expenses (transfers) £

Expenses (in country travel) £

Expenses (visa) £

Expenses (security) £

Expenses (food) £

Expenses (print/stationary) £

Expenses other (please specify) £

Total expenses £

Total VAT or taxes £

Total cost for consultancy in GBP (inclusive of taxes and expenses) £

Note

The applicant is expected to take responsibility for paying full taxes and social charges in his/her country of residence.

Appendix 2

To express your interest in this tender or to register your interest simply fill in the information in the table beneath and return to tendering@irworldwide.org.

The information beneath in red is mandatory and must be supplied without fail otherwise you will not be registered on our system and your bid will not be accepted. If in doubt contact us on the email address above.

Expression of interest or to your register interest

Tender name

Tender for the design and facilitation of partnerships management training, September 2023

Full company name/consultant name

Full name of contact person

Full telephone number (includincountry code)

Full postal address

Property Name/Number

Address Line 1

Town/City

Country

Postcode

Complete email address

Company VAT number

Company registration number

To access or download the tender documents please follow the link below;

https://www.islamic-relief.org/tenders/category/open-tenders/

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