TERMS OF REFERENCE FOR HIRING OF CONSULTANT

1. A.    Project Title:

Strengthening the capacity of the Pakistan Red Crescent Society (PRCS) in Climate-Smart Disaster Risk Management (Climate Advocacy and Coordination for Resilient Action (CACRA) (Phase-2)

1. B.     Project Background:

The Climate Advocacy Coordination for Resilient Action (CACRA) project, now in its second phase and implemented by PRCS with support from the German Red Cross and BMZ SSF funding, aims to enhance PRCS's capability for climate-smart disaster risk management (CS-DRM) and contribute to community resilience. This project builds upon Phase I, which focuses on the organizational development of the PRCS, including the development of disaster risk management policies and climate change adaptation strategies. Phase II aims to strengthen partnerships, coordination, and community resilience to climate change.

Overall Objective: 

In the long term, the project aims to contribute to strengthening the resilience of the affected population in Pakistan by minimizing the negative impacts of climate-related natural hazards.

Project Objective: 

PRCS has the necessary capacity and skills to improve the resilience of affected communities through climate-sensitive DRM and strengthen nationwide coordination with relevant actors in the field.

The proposed 2nd phase of the project will, on the one hand, focus on the sustainability of the activities carried out in the 1st phase and anchor the new processes and methods in the institution. On the other hand, targeted innovative approaches will be introduced for the successful implementation of the project. This includes further strengthening PRCS' technical capacity in climate-sensitive disaster risk management (DRM) to better support vulnerable communities affected by climate change through improved networking and expanded collaboration with other stakeholders. This includes, but is not limited to, government agencies, I/NGOs, research institutions, and faith-based institutions. PRCS will expand the scope of collaboration and partnership building with relevant stakeholders. The organizational development done in Phase 1 will be continued within PRCS and shared with all relevant stakeholders, including Red Cross and Red Crescent partners, to enable meaningful replication.

Besides, the 2nd phase of the project aims to support PRCS' current and future climate sensitivity programs by consistently linking DRM activities with the new tools and methodologies in line with international best practices. In addition, the Federation's eVCA‑and Green Response approaches[1] will be revised and updated by taking into account the experiences of National Societies and lessons learned globally. Target communities of PRCS programs will benefit from the updated and context- and region-specific climate-sensitive DRM tools as they are more comprehensive and inclusive and promote overall community resilience. PRCS plays a central role in this endeavor, employing climate-smart Disaster Risk Management (DRM) policies and practices at macro, meso, and micro levels. At the macro level, PRCS strengthens coordination and partnerships in climate-smart DRM, assuming a recognized role nationwide. At the meso level, the organization builds a robust climate-smart DRM system, enhancing organizational capacity and networking with stakeholders. Finally, at the micro level, PRCS actively contributes to community resilience and climate change awareness, effectively implementing climate-smart DRM policies and practices. Through its comprehensive efforts, PRCS continues to make a significant impact on climate change adaptation and mitigation, fostering a sustainable future for communities across Pakistan.

Building the capacity of Pakistan Red Crescent Society (PRCS) staff on climate change is essential given Pakistan's susceptibility to climate-related disasters. Equipping PRCS personnel with knowledge about climate change impacts and adaptation strategies is crucial for enhancing disaster preparedness and response. Educated staff can engage with local communities, raise awareness about climate change risks, and promote adaptive practices, thereby building resilience at the grassroots level. Additionally, trained PRCS staff can effectively address health challenges, implement climate-resilient infrastructure, advocate for policies, and foster cross-sectoral collaborations. By investing in the expertise of its staff, PRCS can play a pivotal role in mitigating the adverse effects of climate change, ensuring the well-being of vulnerable communities in Pakistan.

While institutional knowledge of climate change and the integration of climate change into the PRCS’s ways of working a priority area under CACRA, it is also necessary to build the capacity of the institution to identify, prioritize, and access new and additional sources of climate finance, to expand the scope and mission of the PRCS’s ongoing work on resilience building, as well as work toward the sustainability of the Climate Change Unit of the PRCS established under CACRA, to be self-sustaining following the project closure

The PRCS, under the CACRA project, currently seeks a consulting firm/individual to conduct a customized, immersive three-day training for its national and provincial level staff and partners. While the training will be focused on building the understanding of the participants on accessing climate finance, it is expected that the consultant will also focus on refreshing participants' capacities on basic concepts of climate change, basic proposal writing skills and methods, etc.

1. C.        Methodology

The consultant will be expected to conduct an immersive 3-day training for selected participants, who will be from programmatic backgrounds as well as administrative and may include staff of all levels of work experience. Prior to commencement, the consultant will be expected to conduct a Training needs assessment (online) for the participants and tailor the training content accordingly. Pre-, ,and post-test assessments and workshop reports must be prepared.

The content of the training must focus on enhancing the capacity of the participants to prepare winning proposals/concept notes for various climate change funds. Therefore, topics must include, but not be limited to:

1. Overview of the basics of climate change and its impacts
2. Climate finance- its role in supporting adaptation and mitigation projects
3. Climate finance instruments- grants, concessional loans, equity investments, carbon markets, green bonds, etc
4. Identifying sources of adaptation finance- mapping of key donors
5. How to prepare a winning proposal

As part of the deliverable, the consultant will provide the training methodology to be used and timelines.

The consultant will be expected to conduct the training in a participatory manner, providing technical presentations as well as more inclusive participatory sessions, discussions, one-on-one sessions, and open discussions. Group work, writing shops, and practical exercises to demonstrate learning will be encouraged. Icebreakers and refresher activities should be included.

•      Expected Outcomes and Deliverables:

The consultant will be expected to produce the following deliverables:

• An Inception report detailing understanding of the assignment, methodology to be used, and timelines.

• To design and conduct 3 Days Training of selected participants in

consultation with the DD CCA/PRCS-NHQ Senior Management/GRC Head of Office/ GRC Program Coordinator-CACRA

• To design and develop training material (including Trainer’s Manual, Participant’s Handouts, etc) covering topics on climate finance, etc covered during the training

A workshop report that details the findings of the Training Need Assessment conducted prior to the assignment, Pre and Post Test Results, and proceedings of the training, along with any other material of relevance

1. D.    Institutional Arrangements:

The hired consultant will directly be under the close supervision of the Project Manager CACRA under the technical support of the program coordinator-CACRA GRC.  Deliverables will be shared with the project manager following the agreed timeline.  Communication protocol will be followed as per organizational policy. 

1. E.     Duration of the Work:

The service of the consultant will be for 30 working days, which includes 10 days for training preparation, 3 days for training sessions, and 15 days for compilation of reports and providing follow-up support to participants.

1. F.       Number of Participants

25 participants (Male and female including Program Managers, Provincial Program officers, Head of departments, and PMER staff)

1. G.    Reporting:

• The consultant will report progress to the deputy director- of CCA PRCS and Program Coordinator-CACRA-GRC on a daily basis the final report including key findings, and challenges.
• The consultant will, upon signing the contract, submit the work, and a draft training plan, which will include a draft training manual and a draft plan of the presentations to be made.

Reporting: The consultant must submit detailed report training in the following format.

• Title page

• Table of contents

• Training schedule (with date, location, sessions)

• List of participants

• Attendance sheets and registration form

• Results of pre-and post-test with analysis

• A group photo and a few more photos of the training activity

• Participants’ feedback about training and the trainer

• Training proceedings (brief)

• Action plans/Small group or individual projects submitted by the trainees for further

practical implementation

H.    Financial Proposal:

The consultant would submit technical as well as financial proposals.

The financial proposal must be inclusive of consultancy fees, the cost of a master copy of training material/handouts, and travel costs to and from the training venue.

All Government-applicable taxes.

During the training days accommodation including breakfast (if the consultant is not a resident of Islamabad/ Rawalpindi) & Lunch will be provided by PRCS. 

I.      Proposal Submission:

 Interested consultants should submit their detailed proposals (Technical & Financial), including a cover letter, CV, sample reports of previous training, proposed methodology, work plan, and lump sum budget estimate, by 25^th April 2024 by hand or by courier:

Quotes may alternatively be submitted in a sealed envelope along with work samples and must be received according to the set deadline, at the following address:

The envelope MUST clearly identify the sender and receiver names and mention:

Tender Documents – Please do not open!

Quotation

Tenderers must raise questions in writing two (2) days prior to the deadline for submission of the quote.

PRCS reserves the right to continue further communication after the submission of quotes via a combination of media (e.g., post, e-mail, phone).

1. J.      . Training venue:

TBD

1. K.     Qualifications of the Successful Consultant

The individual/firm should have significant experience in leading and co-leading similar assignments

Strong background in conducting climate change and proposal development training

• Strong track record with at least 5 years of experience in developing training modules,

and in designing and rolling out training programs (of national/provincial scale) with National and/or international agencies. Experience with the RCRC Movement is a plus.

• Demonstrated experience of successfully designing and conducting trainings specifically

on themes of Climate Change and having completed at least 3,4 Trainings on

same/similar thematic areas.

1. Confidentiality and publication

1. All recipients of tender documents, whether they submit a tender or not, shall treat the details of the documents as confidential as possible.
2. According to German/European procurement law information about the award of contract (name of company, type of product, extent, and duration of contract) might be made open to the public unless you disagree with your quotation, giving the reason for refusal.
3. L.      
4. M.   Evaluation criteria: 50% Technical, 50% financial combined weight:

The technical and financial proposals would be considered for selecting a successful consultant.

The decision for the selection of a consultant/consultancy firm and the final award of service contract will be determined via the standard value method (credit points divided by total price; ratio 50/50%). Credit points will be added up through the following criteria:

• Technical Proposal (0-5 points, up to 50%) (Inclusive Qualification, experience, quality of proposal including contents, methodology, and at least three references)

To reach the final scoring, an average of the above-mentioned criteria will be calculated and taken for final comparative analysis.

Note: Only shortlisted firms/candidates will be contacted.

Please DO NOT submit your offer by FAX or by email, which will not be accepted.

Late bid(s) will not be entertained.

1. N.      Payment Method:

Pakistan Red Crescent Society will pay the consultant within 15 days after receipt of the invoice

For payments, the invoice along with other supporting documents shall be sent to Pakistan Red Crescent Society, National Headquarters, Sector H-8, Islamabad

Payment shall be made in PKR and through cross cheque/online transfer in favor of Consultant (name): after the deduction of all applicable government taxes.

PRCS shall release 100% payment after the successful completion of deliverables of consultancy.

Self-Declaration

The signee of the attached “Declaration of Conformity” (Annex I) assures that:

1) no reasons for exclusion as mentioned per EU guideline 2014/24/EU, Art. 57, Paragraph 1 exists,

2) The tenderer fulfills PRCS’s claim on good governance, environmental and social. responsibility,

3) the tenderer agrees to participate in checks and audits as described.

Acceptance/Rejection of Bids

PRCS reserves the right to accept or reject any or all tenders without assigning any reason and is not bound to accept the lowest bid.

Incomplete/altered/conditional bids/bids with missing prices shall not be entertained in any case and shall be rejected straight away.

Failure and Termination

If the Service Provider fails to fulfill the contract within the agreed specifications, GRC/PRCS reserves the right to take legal action against the Service Provider. The client may even consider blacklisting the Service Provider.

Good governance and social responsibility

The tenderer will be excluded if:

The Company/Service Provider is bankrupt or being wound up, is having their affairs administered by the courts, has entered an arrangement with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or is in any analogous situation arising from a similar procedure provided for in national legislation or regulations.

The Company/Service Provider has been guilty of grave professional misconduct proven by any means that the contracting authority can justify.

The Company/Service Provider has failed to fulfill obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which he is established, with those of the country of the contracting organization or those of the country where the contract is to be carried out.

The Company/Service Provider has been the subject of a judgment that has the force of res judicata for fraud, corruption, involvement in a criminal organization, or any other illegal activity detrimental to the organization’s financial interests.

The Company/Service Provider has been declared to be in serious breach of contract for failure to comply with his contractual obligations pursuant to another procurement procedure or grant award procedure financed through this organization.

The Company/Service Provider fails to sign and agree with the terms mentioned in the “Declaration of Conformity”.

TORs accepted and signed:

Acceptance by the bidder:

I hereby confirm that the Terms and Conditions as per TORs for the services mentioned above are acceptable to me and that I shall abide by these Terms and Conditions.

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