OHF

Terms of Reference (TOR)

External Consultant

(Design and disseminate a community-private sector philanthropy analysis tool)

  • 1.      Background:

    Om Habibeh Foundation (OHF) presents an action entitled Improving Local Development Dynamics (ILDD).  The overall objective of the Action is to support the European Commission’s objective to strengthen Civil Society Organizations (CSO) and Local Authorities (LA) by enhancing the role and effectiveness of 36 CSOs and to deliver inclusive and gender responsive development services in villages in four districts of Aswan governorate: Kom Ombo, Daraw, Aswan, and Edfu.

    To achieve this, the action will enable communities to optimize the resources available to them and work as a cohesive unit, and Directly Target Vulnerable Groups – by strengthening LAs and CSOs to target vulnerable groups who are less able to support themselves. Through these efforts, development actors will build trust between communities while investing in women, whose success will strengthen the local economy and society overall.

    The Action will focus on benefitting disadvantaged groups within the community, primarily women and chronically ill persons, while strengthening the capacity of CSOs. Women, youth, and marginalized communities are not presently able to take part in the decision-making structures of CSO boards that are primarily composed of elderly men from influential families, thus reinforcing cultural norms and the limitations of women’s access and control over resources.

    2.      Objective:

    The overall objective of this mission is to build the fundraising capacity of CSOs to meet the needs of their communities by maximizing the use of local resources, from individuals, donor organizations, larger national or international NGOs, and business enterprises. The consultant will perform the following tasks at a minimum

    1.       The consultant will map and analyses the resource mobilization landscape in Aswan and conduct an assessment with CSOs to establish pre-existing donor relations, as well with private sector actors, and larger Egyptian NGOs.

    2.       The consultant will assess the scope of these relations, and the type of donations (i.e., financial, or food, clothes, etc.) the consultant will also explore the potential of encouraging e-philanthropy through the Aswan diaspora throughout Egypt.

    3.       The consultant will then amalgamate these resources and develop an analysis tool that would help the targeted CSOs to connect with ambitious donors, foundations, and companies who are interested in charitable activities especially the disadvantaged and marginalized groups, into a toolkit in a physical copy and

    4.       Develop strategy for different alternatives / options (either develop new platform or merge with existing platforms) for dynamic online platforms listing the various opportunities for partnerships available to allow for CSOs to match community needs for philanthropic activities, and philanthropic resources (these charitable activities may include direct financial aids or a variety of social causes, such as educational, health, scientific and public safety).

    5.       The consultant will conduct a fundraising campaign workshops with the targeted CSOs to share and test this tool and demonstrate methods for creating an action plan to use this resource mobilization tool for philanthropic initiatives. The fundraising campaign workshops must help the CSOs to create a toolkit can use in their fundraising activities way forward and to test it in the workshops.

     Targeted audience:

    CSOs board members and the CSOs management staff.  

     

    3.    Scope and purpose of work:

    Within the scope of the assignment, the consultant is expected to provide consultancy services for the below listed activities:

    1.       To conduct an inclusive and accurate analysis of the philanthropic needs of the disadvantaged and marginalized groups within the community, primarily women and chronically ill persons in the 36 targeted CSOs.

    2.       To assess the CSOs’ pre-existing donor relations, as well with private sector actors. The consultant must assess the scope of these relations, and the type of donations that are distributed at the targeted CSOs.

    3.       To map and analyses the resource mobilization landscape in Aswan, as well with private sector actors, and larger Egyptian NGOs.

    4.       To develop a detailed list with all the donors, foundations, and companies that are interested in working in Aswan governorate, the list should include the following items:

    ·         A list of all the donors that are interested in working in the philanthropy activities and another one that includes the donors that are interested relevant projects and programs.

    ·         The interests of each donor in terms of the sectors and the kinds of activities

    ·         The criteria in which the donors select the beneficiaries or accept the proposals.

    ·         The contact information of each donor.

     

    5.       To create a detailed philanthropic analysis tool that will enable the CSOs to identify the philanthropic needs of the disadvantaged and marginalized beneficiaries and to match these needs with the suitable donors, foundations, or companies.

     

    6.       To develop strategy for different alternatives / options (either develop new platform or merge with existing platforms) for dynamic online platforms.

     

    7.       To conduct a fundraising campaign workshop with the targeted CSOs (4 groups/ one day per group) to share and test the tool and demonstrate methods for creating an action plan to use this resource mobilization tool for philanthropic initiatives.

     

    Note: all the activities and assignment deliverables should consider gender equality in all it is process.  

       Roles and responsibilities of OHF

    OHF will provide the following:

    ·         OHF reserves the right and will conduct its own monitoring checks on a portion of the conducted activities by the external partner. If checks do not meet quality standards regarding integrity of results and findings, OHF will reserve its right to request a repetition of work or the option of declining payment (being reimbursed for any initial payment).

     

    ·         The consultant and all related personnel/members of the monitoring team will not be accompanied by OHF staff members. However, the consultant and all related personnel need to subscribe to respecting the core values of OHF of diversity and inclusion, integrity, and commitment.

     

    ·         It is an absolute requirement of OHF and a condition of this agreement that no person or body who/which carries out work on OHF’s behalf pursuant to this agreement is or has been or becomes in any way involved in or associated with the abuse or exploitation of vulnerable groups as described in the global safeguarding manual of OHF that will be provided for successful candidate.

     

    ·         The consultant carries the sole responsibility for all related personnel and needs to ensure that an appropriate systems and procedures are in place to deal with any complaints and other human resources issues that may emerge.

     

    ·         All reports, databases, best practice documents and other related information is the sole property of OHF and may not be distributed.

     

     

    4.      Final Deliverables:

     

    Reporting Products/Activities

    Details/Content

    Due date/

    Deadlines for submission

    Comments

    Inception report

    Methodologies, drafting of tools and detailed timeline  

    To be submitted after a week of signing the contract

    to be reviewed and agreed with OHF team

    Data collection phase

    This phase should include the following tasks:  

    ·         map and analyse the resource mobilisation landscape in Aswan

    ·         conduct an assessment with the 36 CSOs to establish the pre-existing donors and private sector actors’ relations,

    ·         assess the scope of these relations, and the type of donations

    ·         assess the philanthropic needs for each community served by the 36 CSOs

     

    Should be finished within three weeks after receiving agreement on inception report

    DQA procedures will be required

    Submit the first draft of the philanthropy analysis tool

    Consultant should submit the first draft of the philanthropy analysis tool based on the collected data

    Should be submitted 1 week after finishing data collection

    OHF team will review the draft of the tool and will share their comments and recommendations

    Disseminate Findings of tool  

    Consultant should conduct meetings and discussions with OHF staff & at least 8 CSOs to analyze the findings and the results of the tool and make any adjustments to the tool for the best coming uses  

    Within 2 weeks after submitting the first draft of the tool  

    Consultant should take care of the culture differences in the field

    Submit the final draft of the philanthropy analysis tool

    Consultant should submit the final draft of the philanthropy analysis tool based on the results of the meetings and discussions with the CSOs and OHF team.

    Within 1 week after dissemination of the tool

    The tool should be submitted in Arabic and English language

    Develop strategy for different alternatives / options (either develop new platform or merge with existing platforms) for dynamic online platforms.

    Consultant should submit strategy / methodologies for different alternatives / options (either develop new platform or merge with existing platforms) for dynamic online platforms listing the various opportunities for partnerships available to allow for CSOs to match community needs for philanthropic activities, and philanthropic resources

    Within 1 week after dissemination of the tool

    The strategy should be submitted in English language

    4 Fundraising campaign workshops (one day each group) with the targeted CSOs to share and test the tool and demonstrate methods for creating an action plan to use this resource mobilization tool for philanthropic initiatives.

     

    By the end of the Fundraising campaign workshops:

    ·         CSOs will be able to use the tool to update the communities’ needs and the pre-existing relations as well

    ·         4 fundraising campaigns activities designed and tested at the field

    ·         Toolkit options the CSOs can use in their fundraising activities way forward.

     

    Participants will get a List of potential donors with areas of interest (that will include tips to be funded from each) as it is mentioned in detail in the scope of work “4”

    Within 2 weeks after Submit the final draft of the philanthropy analysis tool

    All logistics and arrangements will be the responsibilities of the consultant, however OHF could advice for specific needs

    A first draft of the detailed report with the findings of the tool and the fundraising campaign workshops

    The consultant must submit the first draft that have the findings of the tools used in the analysis as well as area of improvements and recommendation for the existing relationship and CSOs initiatives for philanthropic way

    Within 1 week after completing the CSOs workshop

    OHF should receive the first draft to review and give feedback

    Submit the final report

    The consultant should submit the final report based on the comments and the recommendations of OHF team

    Within 1 week from receiving feedback of OHF team

    Report should be submitted in both Arabic and English languages

     

    Note: All the required deliverables should be submitted as hard copy and soft copy (in word doc. /excel)

     

    5.       Quality Assurance of the Deliverables:

    ·         The consultant is responsible for demonstrating enough data quality assurance procedures are considered.

    ·         The consultant will ensure that all deliverables are submitted in a timely manner.

    ·         The training and reports should meet quality standards.

     

    6.       Payments:

    ·         Deliverables will be used as the basis for invoice processing and payment. The Consultant will be held responsible for all the deliverables.

    ·         Payments will be made within 15 days upon the approval of the corresponding deliverables.

    ·         If the deliverables are not produced and delivered by the consultant to the satisfaction of OHF team, no payment will be made till the consultant update and modify the deliverables based on OHF requirements.

     

    Activity

    Deliverables

    Rate

    Signing the contract

    Submitting all the needed legal documents

    25% after signing the contract

    Disseminate Findings of tool  

    After finishing data collection and submitting the final philanthropy analysis tool and sharing the findings with OHF team and CSOs members

    50 % of the total contract

    payment

    Documenting the whole process of design and disseminate community private sector philanthropy analysis tool

    Submitting the Final consultancy report of the whole mission

    25% of the total contact

    payment

    7.      Time Frame:

     12 weeks starting from the date of signing the contract.

     

    8.       Required qualifications:

    The consultant (and his/her team) should demonstrate the following qualifications:

    ·         Minimum of three (3) years of relevant experience in the philanthropy research field.

    ·         Minimum of 5 years of relevant experience working with Civil Society Organizations in Upper Egypt.

    ·         Excellent analytical skills particularly with social processes.

    ·         Good communication and drafting skills.

    ·         Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Demonstrates Integrity and ethical standards.

      

    9.       Documentation Required

              Personal CV indicating all past experiences from similar projects, as well as the contact details (email and telephone number) of the candidate and at least 3 professional references.

     

    10.   Service Provider Selection Criteria

              Proposals will be evaluated out of a total 100 points, with 70 points allocated against technical criteria, and 30 points allocated against financial criteria. Any bidder with an incomplete proposal will be disqualified.

    The technical and financial evaluation of the bidders will be conducted using below criteria:

    Technical Criteria

    Technical Sub-Criteria

    Maximum Points

    Overall Response

    Completeness of response

    5

    Overall concord between Request for proposal requirements, meetings with project team and proposal

    5

    Company and Key Personnel (Range and depth of experience with similar projects

    Civil Society Organizations experience

    10

    Relevant work experience in upper Egypt (i.e., philanthropy, environment, and gender)

    5

    Proposed Project Methodology and Approach

    Project plan clearly described-comprising clearly defined tasks, activities, milestones, and personnel deployment plan

    10

    Understanding of approach and information needs

    10

    The criteria of the developed philanthropy analysis tool

    10

    Time frame

    5

    Efficiency of resource deployment

    10

    Subtotal Technical Criteria

     

    70

    Financial Criteria

     

    30

    Total

    Technical + Financial Criteria

    100

     

     

    11.    Inquiries meeting:

     

    An inquiring meeting will hold on 10th June at 1.00: 2.00 Pm, according to the written questions the vendors will send, the meeting will be online through Zoom and an invitation will be sent for who interested to join.

     

     

     

    _____________    Date:………

Any questions concerning this assignment should be directed to

Mostafa Al Amir, Procurement Senior Officer contact: 01067922282

moustafa.elamir@akdn.org

Deadline for offer submission

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