Support to Integrated Development Planning Processes in Selected Local Authorities

1. Introduction

Under the project “Enhancing Local Government Capacity for Development”, the Local Government Association of Zambia (LGAZ), in partnership with the Commonwealth Local Government Forum (CLGF) and the Ministry of Local Government (MLG), requires the services of an experienced Service Provider to facilitate the preparation of IDPs in selected local authorities in accordance with the Urban and Regional Planning Act and the national  IDP Guidelines.

1.1. Background

The Government of Zambia relaunched the Decentralisation Policy (DP) (2002) and Decentralisation Implementation Plan (DIP) in 2013 with the objective of promoting effective and efficient service delivery and citizen participation in local governance and development. According to the Implementation Plan to the Seventh National Development Plan (7thNDP), the government is planning to decentralise 15 mandates to local authorities by 2018.  The successful implementation of the DP therefore is critical in the achievement of the Zambia 7th NDP, as it is one of the key strategies the government has adopted to create an enabling policy framework.  To be able to effectively deliver on their expanded mandate, which requires them to plan and deliver services and development in a participatory and inclusive manner, local authorities will need capacity strengthening in several strategic areas.  Similarly, citizens, as rights holders will need to be empowered to be able to claim their rights and to effectively participate in local governance and development.

In light of the above, the Commonwealth Local Government Forum (CLGF), in partnership with Local Government Association of Zambia (LGAZ) and Ministry of Local Government (MLG) with financial support from the European Union (EU) and UK Department for International Development (DFID), is implementing a project titled, ‘Enhancing Local Government Capacity for Development’ which aims to contribute to enhanced local governance for effective, efficient and inclusive service delivery in Zambia through three Outcome areas:

1. Improved leadership, institutional and operational capacities of local authorities for enhanced local governance.

2. Enhanced capacity of local authorities to plan and implement inclusive service delivery and promote local economic development.

3. Increased capacity for LGAZ to represent and support the local government sector in the decentralisation process in Zambia.

One of the main interventions under the second Outcome is the preparation of IDPs by 10 districts spread across three provinces in Zambia namely Luanshya, Masaiti and Ndola in Copperbelt Province, Chongwe, Kafue and Rufunsa in Lusaka Province and Kasama, Mpulungu, Northern Provinces for equitable service delivery, economic development, spatial harmony and environmental sustainability.

Local authorities’ capacity to coordinate and implement IDP is at the heart of the Decentralisation Policy thus the IDP process in a devolved governance system cannot be understated particularly if the Sustainable Development Goals (SDGs) are to be attained by 2030. This has however been curtailed by the limited capacity of LAs as well as the lack of guidelines to direct the process.  The latter concern has since been resolved with the launch of the national IDP Guidelines by the Minister of Local Government in January this year which was followed by a national orientation workshop on the same.  The next step in the process is to institutionalise the IDP process at the local level and support local authorities to develop IDPs for their respective districts as set out in the national IDP Guidelines.

2. Responsibilities

Under the overall guidance of the Project Manager, the Consultant will work closely with LGAZ to contribute to the objective below:

To facilitate the preparation of the IDP in selected local authorities in accordance with the URP Act and the national IDP Guidelines.

Specific Objectives

1. To facilitate the review of policies and other developmental documents including existing spatial plans, environmental policies and strategies, and Sectoral Plans
2. To facilitate the production of the Planning Survey and Issues Report
3. To facilitate the production of Spatial/Development Framework
4. To facilitate the mainstreaming of Climate Change; Gender Equality and Social Inclusion

3. Key Deliverables

1. Planning Survey and Issues Reports;

Specifically, in consultation with the respective local authorities the consultant will: –

• Review existing plans, strategies & policies
• Review empirical and spatial data for sectors and cross-cutting thematic areas
• Conduct demographic analyses to identify demographic trends in the IDP area
• Conduct population projections of the IDP area in 5, 10 and 20 years
• Take part in stakeholder and community consultations at ward level
• Lead the collection of baseline spatial data and compile the report
• Lead the collection of baseline empirical data and compile the report
• Conduct an assessment of future demand for services
• Conduct an assessment of the quality of service provision
• Undertake spatial analysis of communities, settlements, services and networks
• Conduct a cross-cutting analysis including an environment and climate change vulnerability assessment; gender equality and social inclusion

2. Development Framework

• Specifically, in consultation with the respective local authorities the consultant will: –
• Facilitate the process of developing a long-term vision for the local authorities
• Facilitate and an in-depth analysis of core issues by the IDP Teams and Task Teams
• Facilitate the definition of goals and objectives to address issues identified in the Planning Survey
• Facilitate the identification of strategies for achieving the agreed goals and objectives
• Facilitate resource identification and problem-solving potentials identified during the planning survey
• Lead the preparation of the Spatial Development Strategy
• Lead the harmonization of the Spatial development framework and agreed objectives/strategies
• Undertake an Environmental and Climate Change Resilience Assessment

3. Implementation program

• Specifically, in consultation with the respective local authorities the consultant will: –
• Undertake an assessment of revenue collection efficiency of the  local authority
• Facilitate the identification of Revenue Base for Y1-Y5 Plan Implementation
• Facilitate identification of activities for strategy/programme implementation
• Facilitate identification of inputs for Capital Investment Plan and Financial Plan
• Facilitate reconciliation of Capital Investment Plan and Financial Plan with Revenue Streams

4. Implementation timeframe

The consultancy shall be undertaken over a period of seven (7) months that will start running from the date of signing the consultancy agreement.

5. Competencies Required

A. Academic Qualifications:

Minimum of a master’s degree in Spatial Planning/Urban and Regional Planning or its equivalent.

B. Experience:

• At least 10 years of relevant professional experience in the field of urban and regional planning
• Experience in District Planning in Zambia will be an added advantage
• Extensive knowledge of the decentralization process in Zambia;
• Must be registered with the Zambia Institute of Planners as provided for under the Urban and Regional Planners Act No 12 of 2011

C. Functional Competencies

• Demonstrable experience in carrying out similar assignments
• Demonstrates professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results
• Strong analytical, drafting and facilitation skills
• Computer literacy

6. Payment Schedule

All payment in relation to this assignment shall be in Zambian Kwacha (ZMW). Payment for the expected deliverables will be made upon the endorsement of work by a reference group comprising LGAZ and CLGF. The Service Provider shall be paid in accordance with the following indicative schedule, depending on the proposed methodology:

a) 25% of fees upon approval of the Inception Report

b) 25% of fees upon submission of the Planning Survey and Issues Report

c) 25% of fees upon submission of the Development Framework

d) 25% of fees upon submission of the Implementation Programme

7. Documents to be included when submitting Proposal

Service Providers interested in the assignment should submit the following documents to LGAZ:

7.1. A short Technical Proposal, no more than 5 pages (excluding annexes), demonstrating the candidate’s suitability for the assignment. The proposal should, amongst others, include the following:

• Profile of the Service Provider, including a summary of recent experience on assignments of a similar nature.
• The Service Provider’s interpretation/understanding of the assignment as specified in the TOR
• A clear and succinct description of the methodology and work plan the consultants will use to execute the assignment

7.2 A Financial Proposal indicating the consulting rate per day and the number of days anticipated to complete the assignment. Financial proposal must be in Zambian Kwacha (ZMW) and inclusive of taxes

7.3. Detailed personal CV

8. Evaluation Criteria

Offers shall be evaluated based on the “Lowest price and technically compliant offer” approach as follows:

a) An offer is responsive/compliant/acceptable if it scores a minimum of 70% on the criteria outlined below and fully meets the qualifications and language requirements.

b) Proposals scoring below 70% on the technical criteria will not qualify to be evaluated for the next stage of the assessment.

Relevant qualifications

Yes

English language competency

Yes

1. Understanding of the Assignment (Methodology) 30%
2. Experience with IDP Development 40%
3. Training and facilitation experience 10%
4. Experience in Urban and Regional Planning 20%

Total 100%