Consultant to Prepare the Project Document for a Medium Sized GEF Project in Rwanda

  • May 3, 2018
  • Posted by: Tabby Njunge

Closing Date: 17th May 2018
Location: Rwanda
Electronic Submission: vitalsignsrfp[at]

1. Background
On March 28th 2018, the Global Environment Facility (GEF) Secretariat approved a Project Identification Form(PIF) inRwanda for a $1,000,000medium sized project with funding from the newly established Capacity Building Initiative for Transparency (CBIT). See full PIF Here
The project entitled “Strengthening the Capacity of Institutions in Rwanda to comply with the Transparency Requirements of the Paris Agreement” will be executed by the Rwanda Environment Management Authority (REMA) and the Vital Signs programme, and will be implemented by the Conservation International (CI) GEF Project Agency. A Project Preparation Grant (PPG) has been awarded to enable preparation of the full Project Document (ProDoc), based upon the approved PIF.
The main objective of this project is to support institutions in Rwanda to respond to the Transparency Requirements of the Paris Agreement. The main components of the project are:
• Strengthen National GHG Inventory system
• Targeted capacity building of key stakeholders to collect, process and feed data into the GHG emissions inventory system (including on gender disaggregated data management for the GHG emissions inventory and MRV system)
• Integrated Platform for Data Sharing and Policy Making
The Capacity Building Initiative for Transparency (CBIT) was established at COP 21 to support developing countries to enhance transparency requirements as defined in Article 13 of the Paris agreement in a timely manner. The CBIT aims to (a) strengthen national institutions for transparency-related activities in line with national priorities; (b) provide relevant tools, training and assistance for meeting the provisions stipulated in Article 13 of the Agreement; and (c) assist in the improvement of transparency over time.

2. Scope of Work
The consultant will lead the development of the Chief Executive Officer (CEO) Approval Package for the medium-sized GEF project “Strengthening the Capacity of Institutions in Rwanda to comply with the Transparency Requirements of the Paris Agreement”
Drawing on the approved PIF and incorporating input from the GEF Secretariat, the consultant will be responsible for preparing the CEO Approval Package which includes the CEO Approval template, the CI-GEF ProDoc, developing a detailed result-based project framework and incremental cost analysis,developing all safeguard plans (minimum requirements are: Stakeholder Engagement Plan, Gender Mainstreaming Plan and an Accountability and Grievance Mechanism) and draft the budget for implementation. The consultant may build upon existing accountability and grievancemechanism plans if need be.

3. Key Tasks
The consultant will work closely with REMA and Vital Signs to undertake the following tasks:
1. Prepare the PPG work plan for the development of the ProDoc, following the templates and formats provided by the CI-GEF Project Agency. The PPG work plan will be approved after the project kick-off meeting and incorporation of comments from participating stakeholders.
2. Undertake a review of relevant literature and documents, including government and donor strategies for meeting enhanced transparency requirements as defined in Article 13 of the Paris Agreement. This will include but is not limited to activities and or projects (i)Tracking greenhouse emissions sinks and sources (ii)Tracking progress towards achieving Rwanda’s Nationally Determined Contribution (iii)Providing information related to climate change impacts and adaptations (iv)Providing information on financial, technology transfer and capacity building support in line with the Paris Agreement transparency framework. The literature review will ensure alignment with existing related work and avoid duplication of efforts.
3. Consult with key stakeholders in Rwanda and internationally to solicit their input into the development of the ProDoc including the project work plan. These consultations should take place in person, via telephone, electronic conferencing and or workshops and will be facilitated by Vital Signs and REMA.
4. Interact closely with VS, REMA and other stakeholders to encourage cross-fertilization of ideas and ensure coherence between the design of the GEF CBIT Rwanda project and the overall direction of Rwanda’s national climate change mitigation and adaptation plans and achievement of Rwanda Nationally Determined Contributions.
5. Work with the VS and REMAteam to prepare a presentation on the 1stProDoc draft to key stakeholders during the first stakeholder consultation meeting/workshop(tentatively in June 2018). Informed by the literature review and input from the GEF Secretariat, the Vital Signs and REMA team,CI-GEF Project Agency as well as a final stakeholder validation workshop , prepare a ProDoc and GEF-CEO Approval Document for a medium-sized GEF project based upon the approved PIF and GEF feedback documents. 

4. Deliverables
1. By 14thJune2018, a zero draft of the ProDoc and Inception Report, using the outline provided by the CI GEF Project Agency, the approved PIF, the GEF Secretariat’s comments on the PIF and additional information provided by REMA and Vital Signs. This draft will indicate gaps that need to be filled and sections requiring elucidation, and is intended to be a guide for further preparation of the contents.

By 28th June 2018, a first draft of the ProDoc which incorporates all the comment from GEF Secretariat, Vital Signs,REMA and the CI GEF Project Agency,first round of consultationsmeetings,input from the 1ST stakeholder workshopetc., and which will be submitted to Vital Signs ,REMA and CI-GEF project team for review and comment.
3. By 1st August 2018, a second draft of the ProDoc, incorporating all feedback and comment from the project team and two stakeholder workshops,which will be submitted to Vital Signs, REMA andCI GEF Project Agency for review and comment. This draft will respond to comments from the project key stakeholders and the inception meeting and the first drafts of the Gender Mainstreaming Plan and Accountability and Grievance Mechanism.
4. By 31sttAugust 2018, a final draft of all documents, which responds to the comments from the CI GEF Project Agency, MoWE, AFRIIand the GEF Secretariat.

5.Period of Performance
It is expected that the Project document will take approximately 45 days to develop, spread over a period of 4 months. The process is expected to begin in June 2018 with final submission to the GEF Secretariat September 14th 2018.

6.Services Provided by Vital Signs
The Vital Signs and REMA project lead(s) will provide the consultant with an initial orientation in Rwanda and all relevant background documents prior to the kick-off meeting. Each of the institution Project leads will be available for ongoing conversations, to clarify expectations with regard to the process and outputs. Also, VS will facilitate close coordination between preparation of the ProDoc, development of strategies, systems and processes for the project. REMA shall also be available for Policy Guidance.

7. Contract Type
A fixed-price contract for this work will be issued. Per the consultant’s proposal and subsequent negotiations, the contract will include a set of fixed payments based on submission and acceptance of deliverables, per Section 4 (Deliverables), above.
Proposals will be accepted from individuals, consulting firms or organizations. It is anticipated that the work will be completed by a single person and or team of consultants. If a team of people is proposed, a consulting contract will be executed with a single individual, firm, or organization, which will serve as the lead entity and be responsible for contractual and financial arrangements with all others.

8. Minimum Qualifications of Consultants
An individual or small team of individuals with senior-level qualifications is required to perform the work described here. Individuals will have, at a minimum, 10 years of experience in the field of climate change, environment management and sustainable development, including substantial experience in preparing full-sized GEF projects under the climate change, biodiversity and land degradation, sustainable forest management focal areas, as well as demonstrable experience working with the Government of Rwanda.

9. Location of Work
The consultant shall work from their base of operations, and will be required to make visits to identified stakeholders organisations in Rwanda as necessary.
11. Monitoring and Evaluation of Consultant Performance
The Vital Signs Africa Field Director together with representatives from the REMA will supervise consultant performance, and be responsible for review and acceptance of all written deliverables.

10. Key Personnel
The completion of this work is dependent on personnel. As such, applicants must name every individual expected to work on the contract, as well as their individual CV’s. CI will not accept any proposal that lists an expert as “to be determined.” CI considers all personnel named in the proposal as “key,” and must provide express, written authorization for replacement of named personnel.

11. Instructions for Submission of Technical Proposals
1. Point of contact: the point of contact for this solicitation is Africa Field Director, Vital Signs Monitoring system. Proposal submissions and queries should be sent to his attention at vitalsignsrfp [at]
2. Right of award: CI may reject any or all bids that are not responsive to the Scope of Work.
3. Language: proposals must be submitted in English.
4. Deadline for Submission: The deadline for submission of full RFP is Rwandan time, 5pm, May 17th2018.
5. Currency: proposals should be budgeted in United States dollars. Payment will be made in United States dollars.
6. Cover and signature: applicants should submit their proposals with a cover letter signed by an authorized representative of the applicant.
6. Expert table: proposals should include a table with the name, position title, and level of effort (in person-days) of all individuals proposed to work on the project.
7. Resumes: proposals should include the resume of all named personnel corresponding to the table in Item 6 above.
8. Timeline: proposals should include a work plan with detailed activities per deliverable for completing the ProDoc. The timeline should include deadlines for development of a stakeholder engagement plan, estimated time for feedback etc

12. Instructions for Preparation of Budget (Cost Proposal)

Format: budgets must be prepared and submitted in Microsoft Excel and explicitly show all units (e.g., labour days), unit costs (e.g., loaded daily rates), and total costs. Excel files should be “unlocked” and show all calculations.
2. Included costs: budgets should include lines for:
3.1. Labour, by individual expert, in person-days, multiplied by either a base daily pay (in US dollars) or a “loaded” daily pay (e.g., inclusive of fringe benefits, other indirect costs, or fee). Proposed daily rates must be in accordance with the qualifications represented in the resumes of the named individuals.
3.2. Other direct costs, including costs for items like telephone, internet, photocopying, small office supplies, etc. (if required).
3.3. Professional services or subcontracts, if the applicant will engage experts who are not direct employees of the organization, then, as with Item 3.1 above, these lines should list individual expert, in person-days, multiplied by either a base daily pay (in US dollars) or a “loaded” daily pay (e.g., inclusive of fringe benefits, other indirect costs, or fee). Proposed daily rates must be in accord with the qualifications represented in the resumes of the named individuals.
3. Budget Justification: a budget narrative must accompany the budget spreadsheet, justifying proposed costs.

13. Evaluation Criteria
CI will evaluate proposals based on the following criteria:

Demonstrated knowledge and experience working with the Government of Rwanda and with preparing medium to full-sized GEF Project Documents under climate change, biodiversity and land degradation, sustainable forest management, Monitoring and Verification System development focal areas. Atleast an advanced degree (MSc) in related field (A PhD will be an added advantage).

Relevant technical expertise to the project, including but not limited to: climate change, biodiversity and land degradation, sustainable forest management knowledge management, stakeholder engagements and institutional strengthening.

Appropriate budget and response to the TOR, demonstrating appropriate allocation of labour days in relation to tasks and deliverables; appropriate consultant daily rates in relation to qualifications; appropriate other direct costs in relation to the scope of work; and overall cost effectiveness.


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