Request for Proposal: Terms of Reference for a Consultancy for a Security Expert – Burkina Faso & Mali – September 2023

Written by

 1.0         About the AECF

AECF is a leading development finance organization that helps businesses innovate, create jobs and leverage investments to build resilience and sustainable incomes for rural and marginalized communities in Africa. The goal of the AECF is to close the investment gap between start-ups and the business maturity of entrepreneurs serving the poorest and marginalized communities.

AECF provides patient capital for new and innovative business models in the agribusiness and renewable energy sectors in sub-Saharan Africa through a variety of financing instruments including grants, zero-interest loans, guarantees and working capital facilities. AECF’s financing products are complemented by three additional growth support services to improve the viability and sustainability of our investee entities, namely (i) advisory services to improve the internal capabilities of the investee entities (ii) investment support for the mobilization of commercial capital in large volumes,  and (iii) knowledge and ideas for learning and gathering evidence to influence policy and advocacy.

The objective of the new AECF strategy 2021-2025 is to strengthen the resilience and sustainable incomes of rural and marginalized communities in Africa. Through catalytic funding, the AECF is emerging and supporting the commercialization of new ideas, business models, businesses and technologies designed to increase agricultural productivity, expand access to energy and reduce poverty while addressing the cross-cutting themes of women and youth.

 

2.0 Renewable Energy and Climate Technology Adaptation in Sub-Saharan Africa Programme (REACT SSA)

REACT SSA is an SIDA-funded program that supports the private sector in sub-Saharan Africa to meet the energy needs of rural communities. The target countries are Burkina Faso, Ethiopia, Kenya, Liberia, Mali, Mozambique, Somalia, Sudan and Zimbabwe.

About 510 million people in sub-Saharan Africa (SSA) currently do not have access to electricity and will not have access to the grid, which will lead to a steady increase in the number of people without electricity until at least 2025. Slow progress and prohibitive cost of conventional solutions to the household energy crisis mean that new, cheaper and more accessible clean technologies offer better chances of improving energy access for rural households.

AECF’s engagement in the energy sector under REACT SSA is designed to catalyze the private sector to increase the supply of cleaner fuels, raise awareness of the dangers of indoor air pollution, demonstrate how new knowledge in renewable energy technologies can be put into practice in ways that benefit the poor, especially to women, and to provide evidence on challenges related to policy formulation and implementation.

3.0 AECF engagement in Burkina Faso and Mali

The AECF’s Renewable Energy and Climate Technologies component provides patient capital for new and innovative business models in the renewable energy sub-sector. AECF’s financing products are complemented by three additional growth support services to improve the viability and sustainability of our investee entities, namely (i) advisory services to improve the internal capabilities of the investee entities (ii) investment support for raising commercial capital in large volumes and (iii) knowledge and ideas for learning and data collection evidence to influence policy and advocate for policy.

The REACT window has two programs in Burkina Faso, namely the REACT SSA and the REACT Efficient Electrification Programme (EEP) and one program in Mali (REACT SSA). The objective of these programmes is to accelerate access to renewable energy technologies for rural and marginalized populations. AECF has invested in 10 companies in Mali (Bamako) under the REACT SSA Mali program, and 12 companies in Burkina Faso, eight under the REACT SSA Burkina Faso program and four under the REACT EEP program.

Mission Context

Burkina Faso and Mali are facing security challenges due to internal and external threats. While the Malian authorities have recently decided to exclude NGOs funded by France, the country’s economic situation continues to deteriorate as does that of its neighbor, Burkina Faso. For several months, attacks on security forces on the border between Ouagadougou and Bamako have increased.

One of the most visible and publicized consequences is the displacement of populations, whether refugees in neighboring countries or internally displaced in their areas of origin or elsewhere in the country. All this has contributed enormously to the rise in unemployment and general impoverishment of the population. Households and SMEs, who are the main customers of the companies supported by AECF, have seen their purchasing power fall drastically.  This decline in purchasing power has an impact on the investees’ turnover.

The assignment

The AECF is seeking to recruit a security expert to strengthen the capacities of REACT SSA Burkina Faso (8) and Mali (10) and REACT EEP (4) companies on the possibilities available to ensure the continuity of operations (commercial prospecting, sales, installations, and maintenance of systems) in the current context of the two targeted countries. The goal of the engagement is to Develop a Security Strategy that will help investees deliver their program and activities. Developing the security strategy will include risk identification and mitigation strategy for the investees related to security threats. The engaged expert will have to organize a two-day workshop with investees staff in regard to the developed Security Strategy in order to strengthen the capacity of the investees’ staff.

4.0 Roles and Responsibilities

The security expert will be expected to work closely with the AECF, develop an appropriate work plan and implement it in consultation with AECF. The expert will report to the AECF Senior Technical Advisor.

Key roles and responsibilities include:

  1. Identify and elaborate on the security threats and incidents in Burkina Faso and Mali.
  2. Elaboration of a Security Strategy each investee could adapt to its operational context.
  3. Based on the assessment, drafting the methodology for developing Security Strategy and submission to the AECF for approval.
  4. Design capacity building modules considering the results of the security situation survey on business activities in Mali and Burkina Faso.
  5. Selection of the webinar dates in coordination with the AECF.
  6. Conducting the two-days’ interactive webinar for the 22 investees of REACT SSA Mali and Burkina Faso and REACT EEP, under the coordination of the AECF Senior Technical Advisor:
  7. Conduct the evaluation of the webinar.
  8. Support each of the 22 investees to adapt the security strategy to its business context.
  9. Provide a final report.

 

5.0 Deliverables and timeline

This engagement is expected to be implemented over a one-month period for the key deliverables described below:

The following will be the expected deliverables of the consultancy:

  • Work plan for developing the webinar, including strategy and proposed methodologies, as well as quality assurance plan.
  • Evaluation of the expert work, based on evaluation forms filled online by participants.
  • Technical advice and support to participants during the webinar.
  • Final report on the implementation of the tasks after completing the webinar.
  • Security Strategy document.
  • Final report

6.0 Payment structure

The breakdown of payments below will be based on milestones against mission deliverables and will be made upon satisfactory approval by AECF. It is expected that this assignment will be delivered over a period of one month from the date of signature of the contract.   Payments will be made upon presentation of appropriate timesheets and deliverables.

7.0 Submission of the proposal

To submit a proposal to carry out this assignment, the following are required:

  • Degree qualified in a relevant subject or equivalent experience.
  • Extensive experience in working in a regulated environment, detail orientated, and able to work to stringent deadlines, whilst always maintaining discretion.
  • At least 5 years’ experience working in similar assignments.
  • Experience of security decision making and security systems management.
  • Experience of supporting delivery of a significant security project
  • Demonstrable knowledge of physical protection systems, their design, performance, industry developments and application.
  • A financial proposal to achieve this assignment in
  • Technical and financial proposals must be submitted as separate documents and must be submitted in English or French.

 

8.0 Invoicing

AECF is required by the Kenyan tax authorities to withhold taxes on service contract fees and ensure that VAT, at 16%, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax situation in relation to the provisions of Kenya’s tax laws when developing their proposals.

9.0 Evaluation Criteria

An evaluation committee will be formed by the AECF and will include staff. All members will be bound by the same privacy standards. The consultant must ensure that he or she fully meets all the criteria for a comprehensive assessment.

The AECF may seek and receive clarification from any consultant during the evaluation of a proposal. The evaluation committee may invite some or all consultants to appear before the committee to clarify their proposals. In such a case, the evaluation committee may take those clarifications into account when evaluating the proposals.

In the final selection of qualified bidders, the technical quality of the proposal will be weighted by 75% according to the evaluation criteria. Only the financial proposal of technically qualified bidders will be open. The financial proposal will be assigned a weighting of 25% and the proposals will be ranked in terms of total points scored.

The mandatory and desirable criteria against which proposals will be evaluated are set out in the table below.

 

NO. EVALUATION CRITERIA E-weighted score
A.     TECHNICAL PROPOSAL 75
1.      An understanding of the mandate
Demonstrate an understanding of the task and expected results. 10
1.2
Demonstrated experience in managing security, particularly with regard to the Mali and  and Burkina Faso context.
10
2.      Methodology and work plan that will deliver the best possible value on the mission  
Demonstrate the ability to complete the task in a timely and efficient manner.

Demonstrate access to credible, reliable and independent relevant sources on the ground (local/regional databases and human intelligence).

Demonstrate the best and most practical approach to the task.

Provide a work plan on key deliverables.

 15
3.      Qualification and experience  
The consultant must demonstrate relevant past experience to be assessed on the basis of the quality and relevance of previous related engagements. 10

 
Demonstrate relevant experience in conducting similar missions. Provide evidence of similar previous experiences, including a reference list indicating the scope and scale of similar missions; specification of reporting capabilities; provide samples of previously developed reports. Provide also at least 3 signed reference letters for similar work done. 30
B.     FINANCIAL PROPOSAL: Clarity, relevance and reality in relation to the market value/value for money of the cost of the mission (including any applicable taxes, refundable and travel). 25
   Total score 100

 

10.0 Application

The AECF is an equal opportunity employer. The AECF considers all interested candidates on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

 

The AECF invites qualified consultants/firms to send a proposal presented in English or French to  aecfprocurement@aecfafrica.org, clearly marked ” Consultancy for a Security Expert – Burkina Faso & Mali.” to receive no later than 5th October  2023 5.00pm EAT time.  addressed to: AECF, Procurement Department.

All clarifications and/or questions should be sent to aecfprocurement@aecfafrica.org by 29th September 2023

11.0 Disclaimer

AECF reserves the right to determine the structure of the process, the number of shortlisted participants, the right to withdraw from the proposal process, the right to change this schedule at any time without notice and reserves the right to withdraw this offer at any time, without notice and without liability to indemnify and/or refund any portion.

 

The AECF does not charge an application fee for participation in the tender process and has not appointed any agents or intermediaries to facilitate applications. Applicants are advised to reach out directly to the AECF. 

 

 

 

Request for Proposal – Consultancy for documenting gender adoption in energy access in private sector companies – Kenya – September 2023

Written by

1. About AECF

AECF (Africa Enterprise Challenge Fund) transforms lives by providing investment funding and technical assistance to commercially viable businesses that improve the lives of rural communities. It mobilizes donor funding to support early and growth-stage businesses in agriculture and renewable and clean energy sectors, with a focus on improving incomes and employment for rural and marginalized groups. It is a non-profit organization, with its headquarters in Nairobi and operational centers in Somalia, Tanzania, Mozambique, Nigeria, South Sudan, and Côte d’Ivoire.

Since our launch in 2008 at the World Economic Forum, AECF has built the resilience of rural and marginalized communities by catalysing innovative private sector business models with patient capital and growth support services across Sub-Saharan Africa.

2. Energy and Adaptation to Climate Change (REACT SSA) programme.

REACT SSA is funded by the Swedish International Development Agency (Sida) and implemented by AECF since 2017 targeting eight countries (Burkina Faso, Ethiopia, Kenya, Liberia, Mali, Mozambique, Zambia and Zimbabwe). The program aims at facilitating market development for renewable energy and climate technologies by supporting the private sector in mitigating market barriers through matching grants and technical assistance (TA). As at December 2022, the program had reached 84 companies (about 14% women-owned) 306,592 households, created 2,254 jobs and avoided 521,075 (TCO2E). The program focuses on five investment portfolios (solar home systems/PAYG; micro-grids; clean cooking; micro-energy, asset financing and carbon markets; and productive uses of energy and irrigation pumps).

3. Rationale for this consultancy

AECF has over the past years invested significantly in its REACT initiative, which supports the private sector to promote greater access to renewable energy technologies among rural communities, including women. In 2018, AECF conducted a gender study to identify the extent to which the AECF portfolio in REACT effectively includes women. The gender analysis found that without AECF’s firm emphasis on gender reporting by the investees, it is likely that the renewable energy programme would otherwise remain completely gender-blind in its execution.  Women’s roles are limited to more support-based and less empowering back-office roles compared to men who hold potentially empowering roles.

The gender study recommended major shifts in the understanding of the need to include women in energy planning, technologies, and renewable energy value chains. This included considering the whole-of-the investment cycle gender capacity strengthening for renewable enterprises to particularly ensure gender awareness and mainstreaming. The study further recommended provision of comprehensive and simplified gender reference document replete with key performance indicators for gender monitoring, for use by REACT investees. Women mentoring and coaching were recommended to address gender gaps in STEM and energy sectors. Routine collection of gender disaggregated data on beneficiary access and use of renewable energy products would boost knowledge and learning in the program. The study also recommended Policy Dialogues to influence its partners towards giving greater programmatic attention to the enablers of women’s economic empowerment.

Based on these recommendations and other learnings, AECF has made progress to address some of the challenges established both at the institutional and investee level. Some of these interventions include the launch of a Gender Lens Investing (GLI) strategy in 2018, review of the portfolio manual to include gender integration monitoring, review of reporting frameworks to include capturing disaggregated data on project socio-economic impact of the portfolio to men and women. Other interventions have included policy advocacy at national levels, launch of women mentorship programs and offering technical assistance with capacity building tools. This exercise hence provides an opportunity to review the progress made on women integration in the renewable energy sector under the REACT program.

4. Purpose of the assignment

The purpose of this assignment is to share the program’s narrative of gender transformation and demonstrate its influence on individuals in rural and marginalized communities. This will be accomplished through the creation of digital stories in the form of compelling videos, photos, and text within the investment portfolio. The aim is to effectively portray the significant accomplishments made by two Companies in the portfolio one from Kenya respectively. Highlight the obstacles faced in integrating gender perspectives, extract valuable lessons learned, provide recommendations from the company involved, and capture captivating digital narratives that capture the essence of the investment portfolio. This assignment contributes to the expanding knowledge base of GLI (Gender Leadership and Innovation) and offers practical suggestions for leadership and resource mobilization.

Scope of Work

This assignment will shed light on the role of women in accessing energy in Kenya. Despite facing unique challenges, women have been actively involved in efforts to increase energy access in the country. By examining their experiences, contributions, and the barriers they have overcome, we aim to highlight the importance of gender inclusion in the context of energy access and showcase the transformative impact it has on women within fragile context.

To achieve the envisaged objective, the consultant under the overall supervision of AECF will:

  • Conduct an in-depth literature review of recent AECF reports, gender analysis reports, and documentation related to the selected companies in focus.
  • Develop data collection tools to address any information gaps identified during the literature review.
  • Conduct field visits to the selected companies to validate the data gathered from the literature review, prepare success or failure stories, and analyze the relevant information and develop compelling digital stories for the companies.
  • Prepare a draft publication featuring the assessment findings and the digital stories using a mix of text, visuals, and multimedia content.
  • Conduct validation meeting with respective companies to ensure the draft publication reflects the company’s experiences and perspectives.
  • Develop a set of practical recommendations and guidelines for integrating gender considerations in REACT SSA Programming in similar contexts.
  • Prepare a final comprehensive publication that incorporates the validated findings, company stories, achievements, lessons learned, recommendations, and conclusions.
  • Prepare a comprehensive presentation for disseminating the assessment findings, recommendations and the process undertaken to the company, AECF and another stakeholders/partner.

5. Specific Deliverables and Expected output.

The consultant will deliver to AECF:

Deliverable Description Deadline
Inception Report Submit an inception report that demonstrates understanding of the assignment, proposed methodology, and detailed work plan for the assessment and digital story development. 2nd October 2023
Approved data collection tools/assessment framework Data collection tools, digital stories phototype anticipated and assessment framework to gather relevant information within the selected four companies for the study, approved by AECF 9th October, 2023
Field Reports Field reports that summarize the findings, including data analysis, key insights, preliminary findings. 30th October, 2023
Draft Publication Prepare a draft publication featuring the assessment findings and the digital stories using a mix of text, visuals, and multimedia content. 13th Nov, 2023
Validation Report Edit and refine the one story for each company based on feedback from the companies and stakeholders. 24thth Nov, 2023
Final Publication in the form of digital stories Incorporate feedback and finalize compelling digital stories that can be hosted online in the form of videos, photos and text highlighting the impact of gender inclusion initiatives within each company. 30th Nov, 2023
REACT SSA Program Recommendations Summarize the key findings and offer practical actionable steps and guidelines to AECF on integrating gender considerations in fragile contexts.

 

 4th Dec, 2023
Presentation Deliver a comprehensive presentation of the assessment findings and recommendations 8th Dec, 2023

NB: The dates will be adjusted based on the actual contracting date.

6. Duration

The assignment will be conducted within a period of three months from the date of signing the contract.

7. Reporting

The consultant will report to the AECF Gender team.

8. Qualifications and experience

The consultant /firm should have.

  • At least 5 years of writing experience in digital story writing in a creative way for diverse audience.
  • A consultancy firm with a team of experts in technical writing, storytelling, photography, and copy editing.
  • Professional experience in investigative and human impact story writing, preferably in the field of renewable energy, gender, and development.
  • Experience and deep understanding of gender lens investing principles, strategies, and best practices and be knowledgeable about the intersection of gender and renewable energy.
  • Excellent written and verbal communication skills, with the ability to convey complex concepts in a compelling and engaging manner.
  • Possess strong research and analytical skills to gather relevant information, conduct interviews, and extract meaningful insights from data. They should be able to identify key milestones, challenges, and lessons learned from the selected company.
  • A comprehensive understanding of gender issues, particularly in rural and marginalized communities with familiarity with the gender dynamics, challenges, and opportunities within these contexts.
  • Ability to navigate diverse cultural contexts and effectively engage with businesses from different backgrounds. Given the diverse communities and contexts involved, the consultant should possess cultural sensitivity and the ability to work with people from different backgrounds. This will facilitate effective communication, collaboration, and understanding of local perspectives.
  • Strong understanding of renewable energy technologies, policies, and programs, particularly in the context of Sub-Saharan Africa. Familiarity with the current trends, challenges, and opportunities in the renewable energy sector and the on communities and their potential to address gender inequalities.
  • Prior experience in documenting similar stories or working on gender-focused initiatives. This demonstrates their ability to handle the complexities of the assignment and deliver high-quality results.
  • Ability to manage timelines, prioritize tasks and ensure deliverables are met within the agreed scope.

9. Evaluation criteria

An evaluation committee will be formed by AECF which will include employees. All members will be bound by the same standards of confidentiality. Applicants should ensure that they fully respond to all criteria to be comprehensively evaluated. In deciding the final selection of qualified applicant, the technical quality of the proposal will be given a weighting of 80% based on the evaluation criteria below. Only the financial proposal of those applicants who qualify technically will be reviewed. The financial proposal will be allocated a weighting of 20% and the proposals will be ranked in terms of total points scored.

NO. CRITERIA FOR ASSESSMENT Weighted Award
A.     TECHNICAL PROPOSAL 80
An understanding of the terms of reference
   1. Demonstrate understanding of the assignment and expected outcomes. 10
   2. Demonstrated understanding of developing digital stories 10
Methodology and work plan that will deliver the best value on the assignment  
  1. Soundness and feasibility of the proposed technical approach and methodology that provide comprehensive findings and analysis to document company stories, achievements, lessons learned, recommendations, and conclusions. 20
 2. Realistic and well-structured timeline, clear identification of deliverables and milestones, and coherence with the intended programme goals. 10
Qualification and Experience  
  1. Qualification and experience of the consultant/team and evidence of relevant certification  

10
 2. Demonstrated experience and relevant services are undertaken by the applicant in past engagements with evidence links to previous work done / completion certificate 10
 3. All the required registration and certification document   and at least 3 signed reference letters of similar work done. 10
B.     FINANCIAL PROPOSAL: Detailed showing level of effort of the team, Clarity, relevance, and reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursable, and travel where applicable). 20
Total Score 100

 

10. Proposal Submission

Interested companies/individuals must submit the following documents/information to demonstrate their qualifications:

  • Technical and Financial proposals should be submitted as separate documents.
  • Sample of past work: applicants are requested to submit a sample of three previous projects or links to the projects to demonstrate the experiences required by this Terms of Reference
  • As per the requirements in the Evaluation Criteria

11. Pricing

AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure VAT, at 16%, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position with regards to provisions of Kenya tax legislation when developing their proposals.

12. Application

The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

  • Interested consultancy are requested to submit their technical and financial proposal to aecfprocurement@aecfafrica.org by 29th September,2023, 5pm (EAT).
  • All questions should be directed to the procurement email by 21st September 2023
  • The subject of the email should be Consultancy for documenting Gender Adoption in Energy Access in private companies-KENYA. The AECF shall not be liable for not opening proposals that are submitted with a different subject or responding to questions that did not meet the deadline as indicated

  13. Disclaimer

AECF reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

NB: The AECF does not charge an application fee for participation in the tender process and has not appointed any agents or intermediaries to facilitate applications. Applicants are advised to reach out directly to the AECF PROCUREMENT DEPARTMENT. 

Request for Proposal – Terms of reference for documenting gender adoption in energy access in private sector companies – Somaliland – September 2023

Written by

1. About AECF

AECF (Africa Enterprise Challenge Fund) transforms lives by providing investment funding and technical assistance to commercially viable businesses that improve the lives of rural communities. It mobilizes donor funding to support early and growth-stage businesses in agriculture and renewable and clean energy sectors, with a focus on improving incomes and employment for rural and marginalized groups. It is a non-profit organization, with its headquarters in Nairobi and operational centers in Somalia, Ethiopia, Tanzania, Mozambique, Nigeria, South Sudan, and Côte d’Ivoire.

Since our launch in 2008 at the World Economic Forum, AECF has built the resilience of rural and marginalized communities by catalyzing innovative private sector business models with patient capital and growth support services across Sub-Saharan Africa.

2. Energy and Adaptation to Climate Change (REACT SSA) programme.

REACT SSA is funded by the Swedish International Development Agency (Sida) and implemented by AECF since 2017 targeting eight countries (Burkina Faso, Ethiopia, Kenya, Liberia, Mali, Mozambique, Zambia and Zimbabwe). The program aims at facilitating market development for renewable energy and climate technologies by supporting the private sector in mitigating market barriers through matching grants and technical assistance (TA). As at December 2022, the program had reached 84 companies (about 14% women-owned) 306,592 households, created 2,254 jobs and avoided 521,075 (TCO2E). The program focuses on five investment portfolios (solar home systems/PAYG; micro-grids; clean cooking; micro-energy, asset financing and carbon markets; and productive uses of energy and irrigation pumps).

3. Rationale for this consultancy

AECF has over the past years invested significantly in its REACT initiative, which supports the private sector to promote greater access to renewable energy technologies among rural communities, including women. In 2018, AECF conducted a gender study to identify the extent to which the AECF portfolio in REACT effectively includes women. The gender analysis found that without AECF’s firm emphasis on gender reporting by the investees, it is likely that the renewable energy programme would otherwise remain completely gender-blind in its execution.  Women’s roles are limited to more support-based and less empowering back-office roles compared to men who hold potentially empowering roles.

The gender study recommended major shifts in the understanding of the need to include women in energy planning, technologies, and renewable energy value chains. This included considering the whole-of-the investment cycle gender capacity strengthening for renewable enterprises to particularly ensure gender awareness and mainstreaming. The study further recommended provision of comprehensive and simplified gender reference document replete with key performance indicators for gender monitoring, for use by REACT investees. Women mentoring and coaching were recommended to address gender gaps in STEM and energy sectors. Routine collection of gender disaggregated data on beneficiary access and use of renewable energy products would boost knowledge and learning in the program. The study also recommended Policy Dialogues to influence its partners towards giving greater programmatic attention to the enablers of women’s economic empowerment.

Based on these recommendations and other learnings, AECF has made progress to address some of the challenges established both at the institutional and investee level. Some of these interventions include the launch of a Gender Lens Investing (GLI) strategy in 2018, review of the portfolio manual to include gender integration monitoring, review of reporting frameworks to include capturing disaggregated data on project socio-economic impact of the portfolio to men and women. Other interventions have included policy advocacy at national levels, launch of women mentorship programs and offering technical assistance with capacity building tools. This exercise hence provides an opportunity to review the progress made on women integration in the renewable energy sector under the REACT program.

4. Purpose of the assignment

The purpose of this assignment is to share the program’s narrative of gender transformation and demonstrate its influence on individuals in rural and marginalized communities. This will be accomplished through the creation of digital stories in the form of compelling videos, photos, and text within the investment portfolio. The aim is to effectively portray the significant accomplishments made by two Companies in the portfolio one from Somaliland respectively. Highlight the obstacles faced in integrating gender perspectives, extract valuable lessons learned, provide recommendations from the company involved, and capture captivating digital narratives that capture the essence of the investment portfolio. This assignment contributes to the expanding knowledge base of GLI (Gender Leadership and Innovation) and offers practical suggestions for leadership and resource mobilization.

Scope of Work

This assignment will shed light on the role of women in accessing energy in Somaliland. Despite facing unique challenges, women have been actively involved in efforts to increase energy access in the country. By examining their experiences, contributions, and the barriers they have overcome, we aim to highlight the importance of gender inclusion in the context of energy access and showcase the transformative impact it has on women within fragile context.

To achieve the envisaged objective, the consultant under the overall supervision of AECF will:

  • Conduct an in-depth literature review of recent AECF reports, gender analysis reports, and documentation related to the selected companies in focus.
  • Develop data collection tools to address any information gaps identified during the literature review.
  • Conduct field visits to the selected companies to validate the data gathered from the literature review, prepare success or failure stories, and analyze the relevant information and develop compelling digital stories for the companies.
  • Prepare a draft publication featuring the assessment findings and the digital stories using a mix of text, visuals, and multimedia content.
  • Conduct validation meeting with respective companies to ensure the draft publication reflects the company’s experiences and perspectives.
  • Develop a set of practical recommendations and guidelines for integrating gender considerations in REACT SSA Programming in similar contexts.
  • Prepare a final comprehensive publication that incorporates the validated findings, company stories, achievements, lessons learned, recommendations, and conclusions.
  • Prepare a comprehensive presentation for disseminating the assessment findings, recommendations and the process undertaken to the company, AECF and another stakeholders/partner.

5. Specific Deliverables and Expected output.

The consultant will deliver to AECF:

Deliverable Description Deadline
Inception Report Submit an inception report that demonstrates understanding of the assignment, proposed methodology, and detailed work plan for the assessment and digital story development. 2nd October 2023
Approved data collection tools/assessment framework Data collection tools, digital stories phototype anticipated and assessment framework to gather relevant information within the selected four companies for the study, approved by AECF 9th October, 2023
Field Reports Field reports that summarize the findings, including data analysis, key insights, preliminary findings. 30th October, 2023
Draft Publication Prepare a draft publication featuring the assessment findings and the digital stories using a mix of text, visuals, and multimedia content. 13th Nov, 2023
Validation Report Edit and refine the one story for each company based on feedback from the companies and stakeholders. 24thth Nov, 2023
Final Publication in the form of digital stories Incorporate feedback and finalize compelling digital stories that can be hosted online in the form of videos, photos and text highlighting the impact of gender inclusion initiatives within each company. 30th Nov, 2023
REACT SSA Program Recommendations Summarize the key findings and offer practical actionable steps and guidelines to AECF on integrating gender considerations in fragile contexts.

 

 4th Dec, 2023
Presentation Deliver a comprehensive presentation of the assessment findings and recommendations 8th Dec, 2023

NB: The dates will be adjusted based on the actual contracting date.

 

6. Duration

The assignment will be conducted within a period of three months from the date of signing the contract.

7. Reporting

The consultant will report to the AECF Gender team.

8. Qualifications and experience

The consultant /firm should have.

  • At least 5 years of writing experience in digital story writing in a creative way for diverse audience.
  • A consultancy firm with a team of experts in technical writing, storytelling, photography, and copy editing.
  • Professional experience in investigative and human impact story writing, preferably in the field of renewable energy, gender, and development.
  • Experience and deep understanding of gender lens investing principles, strategies, and best practices and be knowledgeable about the intersection of gender and renewable energy.
  • Excellent written and verbal communication skills, with the ability to convey complex concepts in a compelling and engaging manner.
  • Possess strong research and analytical skills to gather relevant information, conduct interviews, and extract meaningful insights from data. They should be able to identify key milestones, challenges, and lessons learned from the selected company.
  • A comprehensive understanding of gender issues, particularly in rural and marginalized communities with familiarity with the gender dynamics, challenges, and opportunities within these contexts.
  • Ability to navigate diverse cultural contexts and effectively engage with businesses from different backgrounds. Given the diverse communities and contexts involved, the consultant should possess cultural sensitivity and the ability to work with people from different backgrounds. This will facilitate effective communication, collaboration, and understanding of local perspectives.
  • Strong understanding of renewable energy technologies, policies, and programs, particularly in the context of Sub-Saharan Africa. Familiarity with the current trends, challenges, and opportunities in the renewable energy sector and the on communities and their potential to address gender inequalities.
  • Prior experience in documenting similar stories or working on gender-focused initiatives. This demonstrates their ability to handle the complexities of the assignment and deliver high-quality results.
  • Ability to manage timelines, prioritize tasks and ensure deliverables are met within the agreed scope.

9. Evaluation criteria

An evaluation committee will be formed by AECF which will include employees. All members will be bound by the same standards of confidentiality. Applicants should ensure that they fully respond to all criteria to be comprehensively evaluated. In deciding the final selection of qualified applicant, the technical quality of the proposal will be given a weighting of 80% based on the evaluation criteria below. Only the financial proposal of those applicants who qualify technically will be reviewed. The financial proposal will be allocated a weighting of 20% and the proposals will be ranked in terms of total points scored.

 

NO. CRITERIA FOR ASSESSMENT Weighted Award
A.     TECHNICAL PROPOSAL 80
An understanding of the terms of reference
   1. Demonstrate understanding of the assignment and expected outcomes. 10
   2. Demonstrated understanding of developing digital stories 10
Methodology and work plan that will deliver the best value on the assignment  
  1. Soundness and feasibility of the proposed technical approach and methodology that provide comprehensive findings and analysis to document company stories, achievements, lessons learned, recommendations, and conclusions. 20
 2. Realistic and well-structured timeline, clear identification of deliverables and milestones, and coherence with the intended programme goals. 10
Qualification and Experience  
  1. Qualification and experience of the consultant/team and evidence of relevant certification  

10
 2. Demonstrated experience and relevant services are undertaken by the applicant in past engagements with evidence links to previous work done / completion certificate 10
 3. All the required registration and certification document   and at least 3 signed reference letters of similar work done. 10
B.     FINANCIAL PROPOSAL: Detailed showing level of effort of the team, Clarity, relevance, and reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursable, and travel where applicable). 20
Total Score 100

10. Proposal Submission

Interested companies/individuals must submit the following documents/information to demonstrate their qualifications:

  • Technical and Financial proposals should be submitted as separate documents.
  • Sample of past work: applicants are requested to submit a sample of three previous projects or links to the projects to demonstrate the experiences required by this Terms of Reference
  • As per the requirements in the Evaluation Criteria

11. Pricing

AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure VAT, at 16%, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position with regards to provisions of Kenya tax legislation when developing their proposals.

12.  Application

The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

  • Interested consultancy are requested to submit their technical and financial proposal to aecfprocurement@aecfafrica.org by 29th September,2023, 5pm (EAT).
  • All questions should be directed to the procurement email by 21st September 2023
  • The subject of the email should be Consultancy for documenting Gender Adoption in Energy Access in private companies-SOMALILAND. The AECF shall not be liable for not opening proposals that are submitted with a different subject or responding to questions that did not meet the deadline as indicated

13.  Disclaimer

AECF reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

NB: The AECF does not charge an application fee for participation in the tender process and has not appointed any agents or intermediaries to facilitate applications. Applicants are advised to reach out directly to the AECF PROCUREMENT DEPARTMENT. 

Request for Proposal – Terms of Reference to develop and implement an integrated seed data collection, management & reporting system interfaced with a mobile-based app.

Written by

1. About AECF 

AECF (Africa Enterprise Challenge Fund) is a leading non-profit development organization that supports innovative enterprises in the agribusiness and renewable energy sectors with the aim of reducing rural poverty, promoting resilient communities, and creating jobs.

We catalyze the private sector by surfacing and commercializing new ideas, business models, and technologies designed to increase agricultural productivity, improve farmer incomes, expand clean energy access, reduce greenhouse gas emissions, and improve resilience to the effects of climate change. We finance high-risk businesses that struggle to access commercial funding; we are committed to working in frontier markets, fragile contexts, and high-risk economies where few mainstream financing institutions dare to go.

2. Programme summary

The Seeds for Impact Programme (SIP) started as a 6-year programme, funded by the Alliance for a Green Revolution in Africa (AGRA) and Syngenta Foundation for Sustainable Agriculture (SFSA) – operating in Tanzania, Malawi, Mozambique, Ghana, and Nigeria. SIP hypothesizes that access to improved seed will effectively enable smallholder farmers to increase production and improve their livelihoods. SIP’s Flagship initiative aims to:

  • Make seed market systems work better for smallholder farmers across Africa.
  • To increase the incomes of hundreds of thousands of smallholder farmers (SHFs) and households across Africa.
  • To increase Smallholder farmers’ access to seeds of new high-yielding and climate-smart crop varieties beyond hybrid maize to increase production, mitigate against adverse climate, and diversify food production.

As the importance of resilient and strong local seed systems is more acute than ever before, the SIP Programme, with funding from the Swedish Embassy in Tanzania, is expanding with a dedicated Window in Tanzania.

3. Purpose of the assignment

The SIP investees have been strategically prepared for investment endeavors, focusing on enhancing their investment readiness. This initiative aimed to jumpstart their fundraising efforts through diverse financing models, encompassing equity and debt avenues. A consortium of transaction and advisory firms were engaged to achieve this, each adding their unique expertise to the mix. Their unanimous consensus highlighted the criticality of establishing an all-encompassing seed data collection, management, and reporting system that would revolutionize data retrieval processes.

The significance of this sophisticated System cannot be overstated, as it acts as a keystone in fortifying investor confidence. By seamlessly collating, organizing, and presenting data in an impeccable manner, this system becomes the bedrock upon which investors can confidently make their decisions. This extends beyond mere data storage – it entails creating a reliable, traceable, and transparent repository. A robust seed data collection, management, and reporting System empowers investors to gain swift access to pivotal company information, thereby expediting what was once a time-intensive process. In essence, it catalyzes a streamlined due diligence process, propelling transactions forward with efficiency.

This convergence of information and technology has a twofold impact. Not only does it foster a conducive environment for investment, but it also ushers in a new era of data management for the enterprise. By integrating various sources of information into a unified platform, data silos are eliminated, and a holistic view of the organization emerges. This has far-reaching implications for strategic decision-making, as it facilitates the identification of trends, patterns, and areas that warrant further exploration.

Aligned with this strategic approach, the SIP programme envisions a mobile-based app that elevates operational efficiency and acts as a catalyst for investment. By integrating point-of-sale functions and comprehensive data management, this application streamlines transactions and provides real-time insights. This integration optimally positions the SIP investees to present their operations seamlessly during due diligence, fostering a smooth and swift process.

Understanding the specialized expertise and technical knowledge required for developing such a system, the SIP programme is actively seeking a qualified consultancy firm or individual with experience in custom system development, especially for a seed company or agricultural solutions. They will provide expert guidance and support throughout the development process, ensuring that the application meets the SIP programme specific requirements. Their expertise will be essential in designing a user-friendly interface, integrating necessary features, and optimizing the application’s performance and security.

4. Objectives

The primary objective of this consultancy is to develop an integrated seed data collection, management, and reporting System and an accompanying mobile-based application to optimize the organization’s seed-related operations, from production to distribution.

5. Scope of work

The consultant’s responsibilities will include, but are not limited to:

  • System analysis and design
    • Conduct a detailed analysis of the organization’s existing seed production, inventory management, and distribution processes.
    • Collaborate with relevant stakeholders to gather requirements for the seed data collection, management, and reporting system, and mobile app.
    • Design a user-friendly and intuitive interface for the seed data collection, management, and reporting system and mobile app.
  • Development
    • Develop the seed data collection, management, and reporting System, ensuring seamless integration of modules such as seed production, inventory management, order processing, sales, and reporting.
    • Create a mobile-based application compatible with major operating systems, enabling access to key seed data collection, management, and reporting functionalities remotely.
  • Integration
    • Establish secure data integration between the seed data collection, management, and reporting system and the mobile app.
    • Ensure real-time synchronization of data between the web-based seed data collection, management, and reporting and the mobile app.
  • Testing
    • Conduct rigorous testing of the seed data collection, management, and reporting system and mobile app to identify and rectify any technical issues or bugs.
    Training
    • Provide training sessions for the organization’s staff on how to effectively use the seed data collection, management, and reporting system and mobile app.
  • Documentation
    • Prepare comprehensive technical documentation, including user manuals for the seed data collection, management, and reporting system and mobile app.
  • Support and maintenance
    • Offer post-implementation support for a defined period to address any unforeseen issues or enhancements.
    • Provide regular maintenance and updates to ensure the system’s optimal performance.

6. Deliverables

The consultancy firm/individual is expected to deliver the following:

  • Requirements and analysis phase
    • Detailed system analysis report, including a comprehensive overview of the organization’s seed production, inventory management, and distribution processes.
    • Clear documentation of gathered requirements for the seed data collection, management and reporting system and mobile app, outlining key functionalities and features.
  • Design and interface mockups
    • User-friendly design mockups for the seed data collection, management and reporting System, illustrating the layout, navigation, and user interactions.
    • Design concepts for the mobile-based application, demonstrating how it will interface with the ERP system.
  • Development and integration
    • A fully functional seed data collection, management and reporting system with modular components for seed production, inventory management, order processing, sales, and reporting.
    • A responsive and intuitive mobile app that seamlessly interacts with the seed data collection, management and reporting system, allowing users to access critical data remotely.
  • Testing and quality assurance
    • A comprehensive testing report detailing the various testing phases, including unit testing, integration testing, and user acceptance testing.
    • Verified resolution of identified issues and bugs to ensure the system’s stability and reliability.
  • Training and user documentation
    • Conducted training sessions for the organization’s staff, covering effective usage of the seed data collection, management and reporting system and mobile app.
    • User manuals and documentation outlining step-by-step instructions for operating the seed data collection, management and reporting system and mobile app.
  • Post-implementation support
    • Ongoing support for a specified period to address any technical challenges or system performance issues.
    • Timely response and resolution of user inquiries or concerns related to the seed data collection, management and reporting system and mobile app.
  • Maintenance and updates
    • Regular system maintenance and updates to incorporate improvements, enhancements, and necessary adjustments based on user feedback.
  • Knowledge transfer
    • Transfer essential technical knowledge to designated personnel within the organization, ensuring system management and update continuity.
  • Project closure report
    • A comprehensive report summarizing the entire consultancy process, highlighting achievements, challenges, and recommendations for future enhancements.

7. Reporting

The consultant is expected to liaise regularly with AECF to report progress, deal with queries, and highlight challenges that threaten timelines. This is expected to involve a meeting every two weeks at a minimum, and the AECF contact person is the Senior Programme Officer, Seeds for Impact Programme.

8. Duration

The estimated duration for the consultancy is 60 days, starting from the contract signing date. The specific timeline for each deliverable will be agreed upon during the contract negotiation phase. All work is expected to conclude by 30th November 2023 at the latest.

9. Qualification and experience

Below are the qualification and academic requirements for a consultant/consulting firm:

  • Expertise in data management and software development
    • Proven experience in thoroughly analyzing ERP and custom system requirements.
    • Strong understanding of designing and developing ERP and custom systems interfaced with mobile-based application functionalities.
    • In-depth knowledge of implementing robust data management systems for accurate data capture, storage, and retrieval.
    • Proficiency in integrating monitoring and evaluation tools for tracking, analysis, and reporting of programme impact indicators.
    • Demonstrated expertise in conducting comprehensive testing and quality assurance to ensure high performance and functionality of applications.
  • Technical skills and knowledge
    • Proficiency in software development languages and frameworks relevant to mobile-based application development (e.g., iOS, Android, React Native).
    • Strong understanding of user interface design principles and experience in creating user-friendly interfaces with intuitive navigation.
    • Knowledge of database management systems for efficient data storage and retrieval.
    • Familiarity with monitoring and evaluation tools and techniques for effectively tracking and analyzing programme impact.
    • At least five years of technical experience in similar work
  • Academic qualifications
    • Bachelor’s or master’s degree in computer science, Software Engineering, or a related field.
    • Additional certifications or specialized training in data management, mobile application development, or monitoring and evaluation would be beneficial.
  • Relevant experience
    • Proven track record of successfully designing and developing custom systems and mobile-based applications with integrated data management functionalities.
    • Previous experience in working with organizations or programmes focused on agriculture, rural development, or similar sectors would be advantageous.
    • Experience in providing documentation, user manuals, and technical specifications for software solutions.
    • Ability to deliver training sessions and provide clients ongoing support and maintenance services.
  • Strong communication and collaboration skills
    • Excellent communication skills to effectively understand and translate client requirements into technical specifications.
    • Ability to collaborate with stakeholders, including programme staff and end-users, to ensure the application meets their needs.
    • Strong problem-solving skills and the ability to troubleshoot and resolve issues in a timely manner.

Interested consultancy firms/individuals should submit a comprehensive proposal that includes the following:

  • Detailed understanding of the TOR.
  • Technical approach and methodology for developing integrated point of sale and data management mobile-based app.
  • The technical and financial proposals will need to be submitted as separate documents.
  • Proposed timeline, work plan, and deliverables.
  • Team composition and qualifications of key personnel.
  • Cost breakdown, including fees, expenses, and any other relevant costs (in USD)
  • Examples of previous similar projects and client references.
  • As per the evaluation criteria

11. Pricing

The AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure that VAT is charged where applicable. Applicants are advised to ensure that they clearly understand their tax position regarding provisions of Kenya tax legislation when developing their proposals.

12. Evaluation criteria

An evaluation committee will be formed by the AECF. All members will be bound by the same standards of confidentiality. The consultant (s) should ensure that they fully respond to all criteria to be comprehensively evaluated.

The AECF may request and receive clarification from any Consultant when evaluating a proposal. The evaluation committee may invite some or all the consultants to appear before the committee to clarify their proposals. In such an event, the evaluation committee may consider such clarifications in evaluating proposals.

In deciding the final selection of a qualified bidder, the technical quality of the proposal will be given a weighting of 80% based on the evaluation criteria. Only the financial proposal of those bidders who qualify technically will be opened. The financial proposal will be allocated a weighting of 20% and the proposals will be ranked in terms of total points scored. The following will be considered in the evaluation process.

 

NO. CRITERIA FOR ASSESSMENT Weighted Award
A.     TECHNICAL PROPOSAL 80
An understanding of the terms of reference
Demonstrate understanding of the assignment and expected outcomes.

Demonstrated understanding of programme’s specific seed data collection, management, and reporting system requirements.

 5

10
Methodology and work plan that will deliver the best value on the assignment  
Soundness and feasibility of the proposed technical approach and methodology for developing an integrated seed data collection, management and reporting system and data management mobile-based app.

Realistic and well-structured timeline, clear identification of deliverables and milestones, and coherence with the intended programme goals.

 40

10
Qualification and Experience  
Demonstrated experience in similar projects, quality of past project examples, and positive client references or testimonials. With at least three signed reference letters  

15
B.     FINANCIAL PROPOSAL: Detailed showing level of effort of the team, Clarity, relevance, and reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursable, and travel where applicable). 20
  Total Score 100

9.0 Application details

The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, colour, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

  • AECF invites qualified consultants to send a proposal to aecfprocurement@aecfafrica.org marked “Consultancy to Develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App” by September 22, 2023, 5.00 pm EAT.
  • Please send your questions to the AECF procurement e-mail by September 14, 2023. 
  • The AECF shall not be liable for not opening proposals that are submitted with a different subject.

10.0 Disclaimer

AECF reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

The AECF does not charge an application fee for participation in the tendering process and has not appointed any agents or intermediaries to facilitate applications. Applicants are advised to reach out directly to the AECF Procurement Department.

 

FAQs

  1. Could you please clarify whether there is a need for payment gateway integration within the mobile application for product sales? No payment for gateway integration for the mobile app, essential for field data collection. 
  2. Regarding the centralized database mentioned in the TORs, will old data sources need updates as new data is added to the centralized database, or are they to be excluded? How frequently is data updated in the current data sources? We don’t anticipate old data migration and in fact, we have no such system at the moment. However, we have been using Kobotool box to manage the data and updating has been biannual. 
  3. May we inquire about the estimated size of the current data warehouse of the organization? The system to be developed is specifically for managing data flow in a seed company and also for reporting purpose and not meant for AECF as an organization 
  4. The TORs mention the integration of the web-based data collection, management, and reporting system with the mobile application. Does the organization already possess an existing web-based system, or is its development also a requirement? It’s a development required; the system should be web-based. 
  5. Could you kindly share details about the data collection methodology the organization plans to use? Additionally, will the collected data also need to be incorporated into the mobile application? Is reliable internet connectivity available during the data collection process? It is important to note that we are not looking for a system to deploy for surveys but rather a simplified ERP system for managing operations in a seed company. The system will not only have functions for financial management and payroll. 
  6. What is the expected duration for which the consultancy firm should be available to provide post-implementation support? That will be agreed upon at the preliminary stage and before signing the contract. 
  7. Development Timeline: Could you kindly provide more insights into the expected development timeline for this project? Is the 60-day timeline for complete project discovery, design, and development and deployment? The project timeline is 60 days and that entails designing, developing and deploying 
  8. Can you share more details of the features required for mobile APP development. We will be able to share with the successful consultant, at this point we are interested in understanding the capacity of the consultant in developing such related systems.