Citizens Charter Consultant

TERMS OF REFERENCE : CITIZENS CHARTER  CONSULTANT

Issuance Date: 11th October, 2019
Program Name: EITA Fostering Accountability and Transparency in Zambia
Assignment Title: Short Term Consultancy – Develop and Simplify Citizens Charters
Closing Date: 15th October, 2019

SECTION I: BACKGROUND:

The Extractive Industries Transparency Alliance (EITA) is a network of NGOs, individuals, the academia in Zambia advocating for improved transparency, accountability and management of natural resources for poverty reduction and national economic development. The organization was established in 2009 to coordinate the efforts of member NGOs.

SECTION I: CONSULTANCY DESCRIPTION

EITA is implementing a 1 ½ years project “Enhancing Transparency through Accountability in the extractive sector” supported by Counterpart international in Kalumbila district, North-Western Province. As the  project draws to its end, one of the deliverables is to develop two (2) Citizen Charters in Kulumbila and Lumwana areas based on the work of the project. A Citizen Charter is a written, voluntary declaration by service providers about the standards, accessibility, transparency and accountability of service delivered. It is not a legal document and therefore is not justiciable, or in other words legally enforceable.

The citizen charters will aim to document:

• What citizens are entitled to receive and their responsibilities.
• What service providers have the responsibility to deliver.

Rationale

The rationale of this assignment is to package service areas that communities of Kalumbila and Lumwana want to receive and prioritized. It will also document commitment from Kalumbila local authority to provide specific services agreed between communities and the themselves. It shall also include commitment from mining companies on priority areas for Corporate Social Responsibility (CSR) projects.

The citizen charters will then be used to:

• Promote accountability in the use of mineral revenues
• Hold service providers accountable to their commitments on service delivery
• Hold service users accountable
• Deliver value-for-money services

Objectives of the assignment

• To enhance transparency and accountability in mineral revenue management by ensuring that public service delivery is improved.
• To create mutual understanding on the priority areas of development.

SECTION III: SCOPE OF WORK

• Review project documents, including sample of Monthly management reports, quarterly and annual reports (2 days)
• Participate in project meeting(s) in Kalumbila (2 days)
• Develop two (2) Citizen Charters for Kalumbila and Lumwana (10 days) and shared with the local authority, mines, and communities to review.
• In consultation with EITA and Counterpart, agree on packaging and  outline of the Citizen Charters (4 days)
• Simplify the Charters (2 days)
• Edit, format and typeset the pieces that have been compiled (2 day)

SECTION IV: Deliverables and Time frame

The consultant will deliver to CPI

• An inception report demonstrating understanding of the tasks in the ToR and how they propose to accomplish the required tasks
• Citizen Charters for Kalumbila and Lumwana

SECTION V: ELIGIBILITY INFORMATION:

The applicant must meet the following requirements:

• Minimum of five years’ experience successfully conducting similar tasks (outline recent experience on assignments of similar nature).
• Understanding and experience in working with communities, private sector and government institutions on developing service charters
• Demonstrate some understanding of:
  • Social accountability approaches and tools
  • The role of CSOs in promoting accountability and transparency;
  • Public service delivery processes and citizen participation
• Available to travel out to project sites.
• Present a full/complete technical proposal and separate budget of the activities

SECTION VI: APPLICATION EVALUATION CRITERIA

Proposals will be evaluated based on how well the consultant has demonstrated understanding of the task, experience of previous and similar work, capacity and how the proposed approach aligns with the needs and tasks. Only shortlisted applications will be notified. Applicants may be asked to provide additional or clarifying information and details on the assistance requested.

Shortlisted applicants will be required to make a presentation to EITA demonstrating a full understanding of the assignment (content, process, methods and tools to be used). The award will be made to a responsible offer or whose offer meets the eligibility requirements, and meets or exceeds the minimum required technical specifications, and is judged to be the best value based on a technically-acceptable basis.

The application will be evaluated according to the evaluation criteria set below. To the extent necessary (if an award is not made based on initial applications), negotiations may be conducted with each applicant whose application, after discussion and negotiation, has a reasonable chance of being selected for award.

Evaluation Criteria: Consultant Past Performance:

Record of well-established and successful delivery of similar services

Score: 35

Evaluation Criteria: Technical Approach:

Demonstrated evidence of technical knowledge. CVs of consultant should demonstrate extensive knowledge and experience in mapping exercises

Score 40

Evaluation Criteria; Budget:

Are costs reasonable, allowable, and allocable

Score 25

TOTAL SCORE: 100

An itemized budget and budget notes explaining the various budget items and their reasonableness. The budget should reflect all the resources necessary for activity implementation. Unit prices must be clearly denominated in Zambian Kwacha. Appropriate tax shall be included as a separate line item.

Using the above evaluation criteria, selection committee members will score and rank each application and recommend the top one for funding. As applicable, the selection committee may request applicants to provide additional information and refine their proposals within an established deadline for re-submission of a revised application. A request of this nature to one applicant in no way obligates Counterpart to request additional information from any other applicant.

SECTION VII: APPLICATION AND SUBMISSION INFORMATION:

The technical proposal and budget should be submitted no later than 15th October, 2019 at 1700hrs Zambia local time to [email protected]

The complete application packet must be submitted in the required format with the required attachments.

• Technical Proposal
• Technical Budget and budget notes

Offers received after the specified time and date will be considered late and will be considered only at the discretion of EITA. EITA reserves the right to make an award based on initial submission. EITA reserves the right to make no award if it is determined that the offers submitted do not satisfy the needs of the organization. All written proposals submitted must be valid for a period of not less than sixty (10) calendar days from the stated closing date.