Bid Document for Consulting Services for Organizing Ward Citizens Fora and Establishment of Project Monitoring Committees

7/25/2019 Bid Document for Consulting Services for Organizing Ward Citizens Fora and Establishment of Project Monitoring C

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CONSULTING SERVICES FOR ORGANIZING WARD CITIZENS FORA

COUNTY GOVERNMENT OF KISUMU

City of Kisumu

KISUMU URBAN PROJECT

REQUEST FOR PROPOSALS

FOR

CONSULTING SERVICES FOR ORGANIZING WARD CITIZENS FORA AND ESTABLISHMENT OF PROJECT

MONITORING COMMITTEES (PMCS).

TENDER NO CCK/KUP/RFP/1/2014/061

Funding: .............................................................. AGENCE FRANCAISE DE DEVELOPPEMENT (AFD)

FEBRUARY 2015


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Consulting services for Organizing Ward Citizens Fora

SECTION 1. LETTER OF INVITATION ........................ .......................... . ERROR! BOOKMARK NOT DEFINED.

SECTION 2. INSTRUCTIONS TO CONSULTANTS ........................ .......... ERROR! BOOKMARK NOT DEFINED.

INSTRUCTIONS TO CONSULTANTS ......................................................................................................... 18

SECTION 3. TECHNICAL PROPOSAL - STANDARD FORMS ........................... ......................... ................... 28

SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS ........................ ......................... ....................... 38

SECTION 5. TERMS OF REFERENCE ......................... .......................... ......................... ........................... . 43

1. BACKGROUND OF THE PROJECT .......................... ......................... .......................... ....................... 432. JUSTIFICATION .......................... .......................... ......................... .......................... ....................... 45

3. OBJECTIVE ........................ .......................... ......................... .......................... ........................... ..... 47

4. SCOPE OF WORK ........................... ......................... ........................... ......................... ................... 47

5. DURATION OF THE ASSIGNMENT ........................ ......................... .......................... ....................... 49

6. OUTPUTS ......................... .......................... .......................... ......................... .......................... ...... 49

7. REQUIRED SKILLS & EXPERIENCE ......................... ......................... .......................... ....................... 50

8. SELECTION CRITERIA .......................... ......................... .......................... ......................... ............... 50

9. PREPARATION OF FINANCIAL PROPOSALS ....................... .......................... .......................... .......... 51

10. INDICATIVE SCHEDULE OF PAYMENT............................ .......................... .......................... .......... 52

11. FACILITIES TO BE PROVIDED BY CLIENT ........................ .......................... .......................... .......... 53

12. FACILITIES TO BE PROVIDED BY THE CSO ........................... .......................... ......................... ...... 53

SECTION 6. MODEL FORM OF CONTRACT ........................................ ......................... ........................... . 54

STAMPGENERAL CONDITIONS OF CONTRACT ........................................................................................ 56

1. GENERAL PROVISIONS ........................... ......................... .......................... ......................... ............... 57

SPECIAL CONDITIONS OF CONTRACT ..................................................................................................... 68

STAMPGENERAL CONDITIONS OF CONTRACT ........................................................................................ 76

1. GENERAL PROVISIONS ........................... ......................... .......................... ......................... ............... 77

SPECIAL CONDITIONS OF CONTRACT ..................................................................................................... 88


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Section 1. Letter of Invitation

Kisumu,FEBRUARY,2015

1........................................................................................................................................

TheCity of Kisumu (hereinafter called Client) has received funding (hereinafter called the funds)

from the French Development Agency (hereinafter called the Agency) toward the cost of the

implementation of the Kisumu Urban Project (KUP). The Client intends to apply funds from the KUP

to eligible payments under the contract for which this Request for Proposals is issued.

2........................................................................................................................................ The

City of Kisumu now invites proposals to provide consulting services for organizing Ward Fora and

Establishment of Project Monitoring Committee (PMCS). More details on the services are provided

in the Terms of Reference.

3........................................................................................................................................

Consultants will be selected under Quality and Cost Based Selection (QCBS) and procedures described in

this RFP.

4. The RFP includes the following documents:

Section 1 - Letter of Invitation

Section 2 - Instructions to Consultants (including Data Sheet)

Section 3 - Technical Proposal - Model Forms

Section 4 - Financial Proposal - Model Forms

Section 5 - Terms of Reference

Section 6 - Model Form of Contract

5. Responsibility for launching and managing the selection process for the consultant is with the Client.

6. Please inform us in writing at the following address [email protected], copied to

[email protected] and [email protected], upon receipt:

(a) that you received the Letter of Invitation; and

(b) Whether you will submit a proposal alone or in association.

Yours Sincerely,

Doris C. Ombara

Ag City Manager

City of Kisumu
mailto:[email protected]:[email protected]


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Section 2. Instructions to Consultants

1. Introduction 1.1 The Client named in the Data Sheet will select a consultingfirm/organization (the Consultant) from those listed in the Letter of

Invitation, in accordance with the method of selection specified in the

Data Sheet.

1.2 The short listed Consultants are invited to submit a Technical Proposal and

a Financial Proposal for consulting services required for the assignment

named in the Data Sheet. The Proposal will be the basis for contract

negotiations and ultimately for a signed Contract with the selected

Consultant.

1.3 The Client will timely provide at no cost to the Consultants the inputs and

facilities specified in the Data Sheet, assist the firm in obtaining licenses

and permits needed to carry out the services, and make available relevantproject data and reports.

1.4 Consultants shall bear all costs associated with the preparation and

submission of their proposals and contract negotiation. The Client is not

bound to accept any proposal, and reserves the right to annul the selection

process at any time prior to Contract award, without thereby incurring any

liability to the Consultants.

1.5 The Agency only finances projects subject to its own conditions, which areset out in its financing agreement. No legal relationship exists between

the Agency and any person other than the beneficiary of the financing.The Agency may be led to suspend or definitively terminate

disbursements in the context of the project, without the Consultants

being informed beforehand and without their being entitled to claim from

the Agency any direct legal right to the amounts which, as the case may

be, originate from such financing. The Consultants shall alone assume the

possible consequences of unpaid amounts and disputes which may arise

in the context of their relations with the beneficiary of the financing. Any

communications which may be exchanged by any person other than the

beneficiary of the financing and the Agency in the context of a project do

not constitute, and shall not be interpreted so as to constitute, an

undertaking or a stipulation by the Agency in favour of such person or toany third party.

Conflict ofInterest

1.6 The Agency requires that Consultants provide professional, objective, and

impartial advice and at all times hold the Clients interests paramount,

strictly avoid conflicts with other assignments or their own corporate

interests and act without any consideration for future work. Consultants

shall not be hired for any assignment that would be in conflict with their


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prior or current obligations to other clients, or that may place them in a

position of not being able to carry out the assignment in the best interest

of the Client.

1.6.1

Without limitation on the generality of the foregoing, Consultants, andany of their affiliates, shall be considered to have a conflict of interest and

shall not be recruited, under any of the circumstances set forth below:

Conflicting activities (i) A Consultant that has been engaged by the Client to provide goods, worksor services other than consulting services for a project, and any of its

affiliates, shall be disqualified from providing consulting services related

to those goods, works or services. Conversely, a firm hired to provide

consulting services for the preparation or implementation of a project,

and any of its affiliates, shall be disqualified from subsequently providing

goods or works or services other than consulting services resulting fromor directly related to the firms consulting services for such preparation

or implementation.

Conflicting

assignments(ii) A Consultant (including its Personnel and Sub-Consultants) or any of its

affiliates shall not be hired for any assignment that, by its nature, may be

in conflict with another assignment of the Consultant to be executed for

the same or for another Client.

Conflicting

relationships(iii) A Consultant (including its Personnel and Sub-Consultants) that has a

business or family relationship with a member of the Clients staff who is

directly or indirectly involved in any part of (i) the preparation of theTerms of Reference of the assignment, (ii) the selection process for such

assignment, or (iii) supervision of the Contract, may not be awarded a

Contract, unless the conflict stemming from this relationship has been

resolved in a manner acceptable to the Agency throughout the selection

process and the execution of the Contract.

1.6.2 Consultants have an obligation to disclose any situation of actual or

potential conflict that impacts their capacity to serve the best interest of

their Client, or that may reasonably be perceived as having this effect.

Failure to disclose said situations may lead to the disqualification of the

Consultant or the termination of its Contract.

Fraud andCorruption

1.7 The Agency requires that all beneficiaries of its funding, as well as

Consultants participating in projects which it finances, adhere to the

highest ethical standards, both during the selection process and

throughout the execution of a contract.


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1.8 In pursuance of this policy, the Agency defines the terms set forth below

as follows:

(a) corrupt practice means the offering, giving, receiving, or soliciting,

directly or indirectly, of anything of value to influence the action of apublic official in the selection process or in contract execution;

(b)fraudulent practice means a misrepresentation or omission offacts in order to influence a selection process or the execution of a

contract;

(c) collusive practices means a scheme or arrangement between twoor more consultants with or without the knowledge of the Client,

designed to establish prices at artificial, noncompetitive levels;

(d)Coercive practices means harming or threatening to harm, directlyor indirectly, persons or their property to influence their

participation in a procurement process, or affect the execution of acontract.

1.9 As a result of its own investigations and findings, and in accordance with

its procedures, the Agency:

will reject a proposal for award if it determines that the Consultant

recommended for award has, directly or through an agent, engaged in

corrupt, fraudulent, collusive or coercive practices in competing for

the contract in question;

will cancel the portion of the funding allocated to a contract if it

determines at any time that representatives of the Client were

engaged in corrupt, fraudulent, collusive or coercive practices during

the selection process or the execution of the contract, without the

Client having taken timely and appropriate action satisfactory to the

Agency to remedy the situation;

will declare a Consultant ineligible, either indefinitely or for a stated

period of time, to be awarded a contract financed by the Agency if at

any time determines that the Consultant has, directly or through an

agent, engaged in corrupt, fraudulent, collusive or coercive practices

in competing for, or in executing, a contract financed by the Agency.

1.10 The Agency reserves the right to declare a firm or individual ineligible for a

stated period of time to be awarded a contract financed by the Agency, if

an international or national organization has determined that such firm or

individual has engaged in corrupt, fraudulent, collusive or coercive

practices.


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1.11 The Agency will have the right to require that a provision be included in

contracts which it finances, requiring bidders, suppliers, contractors and

consultants to permit the Agency to inspect their accounts and records

and other documents relating to contract performance and to have them

audited by auditors appointed by the Agency.

Environmental

and Social

Standards

1.12 The Consultants undertake to:

(i) comply and procure that their Sub-consultants, if any, comply with

international environmental and labour standards consistent with

applicable law and regulations in the country of implementation of the

Project, including the fundamental conventions of the International

Labour Organization (ILO) and international environmental treaties;

(ii) Adopt any environmental and social risk mitigations measures as

defined in the environmental and social management plan or the notice

of environmental and social impact issued by the Client.

Only oneProposal

1.13 Short listed Consultants may only submit one proposal. If a Consultant

submits or participates in more than one proposal, such proposals shall be

disqualified. However, this does not limit the participation of the same

Sub-Consultant, including individual experts, to more than one proposal.

2. Clarification and

Amendment of RFP

Documents

2.1

Consultants may request a clarification of any of the RFP

documents up to the number of days indicated in the Data Sheet before the

proposal submission date. Any request for clarification must be sent in writing,

or by standard electronic means to the Clients address indicated in the Data

Sheet. The Client will respond in writing, or by standard electronic means and

will send written copies of the response (including an explanation of the query

but without identifying the source of inquiry) to all Consultants who notified

the Client that they will submit a proposal.

2.2 At any time before the submission of Proposals, the Client either at

his initiative or in response to a request for clarifications may amend the RFP

by issuing an addendum in writing or by electronic means. The addendum shall

be sent to all Consultants and will be binding on them. Consultants shall

acknowledge receipt of all amendments. To give Consultants reasonable time

in which to take an amendment into account in their Proposals the Client may


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extend the deadline for the submission of Proposals.

3. Preparation of

Proposals3.1 The Proposal (see Para. 1.2), as well as all related correspondence

exchanged by the Consultants and the Client, shall be written in the language

(s) specified in the Data Sheet.

Technical Proposal 3.2 In preparing their Technical Proposal, Consultants are expected to

examine in detail the documents comprising the RFP. Material deficiencies in

providing the information requested may result in rejection of a Proposal.

3.3While preparing the Technical Proposal, Consultants must give particular

attention to the following:

(i)

The estimated number of Professional staff-months or the budget forexecuting the assignment shall be shown in the Data Sheet. However, the

Proposal shall be based on the number of Professional staff-months or

budget estimated by the Consultants. If the selection method is Selection

under Fixed-Budget, the available budget is given in the Data Sheet, and

the Financial Proposal shall not exceed this budget.

(ii) It is desirable that the majority of the key professional staff proposed

be permanent employees of the firm or has an extended and stable working

relationship with it.

(iii)Proposed professional staff must, at a minimum, have the experienceindicated in the Data Sheet, preferably working under conditions similar to

those prevailing in the country of the assignment.

(iv)Alternative professional staff shall not be proposed, and only onecurriculum vitae (CV) may be submitted for each position.

Language (v) Documents to be provided by the Consultants to the Client as part of

this assignment must be in the language(s) specified in the Data Sheet. It is

desirable that the firms Personnel have a working knowledge of the Clients

national language.

Technical Proposal

Format and

Content

3.4The Technical Proposal shall provide the following information using the

attached Standard Forms (Section 3):


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(i) A description of the methodology and work plan for performing the

assignment on the following aspects: technical approach and

methodology, work plan, organization and staffing (Section 3B). The work

plan should be consistent with the time schedule (Section 3F) which shall

indicate as a bar chart the calendar of each activity. Such description

should not exceed 10 pages, including graphs, bar chart, comments and

suggestions on terms of reference, if any.

(ii) The list of the proposed staff team by specialty, the tasks that would be

assigned to each staff team member, and their timing (Section 3C).

(iii)CVs recently signed by the proposed professional staff and the authorized

representative submitting the proposal (Section 3D). Key information

should include number of years working for the firm/entity and degree of

responsibility held in various assignments during the last ten (10) years.

(iv)

Estimates of the total staff input (professional and support staff; staff time)

needed to carry out the assignment, supported by bar chart diagrams

showing the time proposed for each professional staff team member

(Sections 3E).

(v) A detailed description of the proposed methodology, staffing, and

monitoring of training, if the Data Sheet specifies training as a major

component of the assignment.

(vi)The schedule of activities (Section 3F).

3.5

The Technical Proposal shall not include any financial information.

Financial Proposals 3.6 The Financial Proposal should follow Standard Forms (Section 4). It

lists all costs associated with the assignment as a lump sum.

3.7 The Financial Proposal should clearly estimate, as a separate

amount, the taxes (including social security), duties, fees, levies, and other

charges imposed in the Clients country under the applicable law, on the

consultants, the sub-consultants, and their personnel (other than nationals or

permanent residents of the Clients country).

3.8 Consultants may express the price of their services in the currency

(ies) designated in the Data Sheet.

3.9 Commissions and gratuities, if any, paid or to be paid by consultants


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and related to the assignment will be listed in the Financial Proposal

submission form (Section 4A).

3.10 The Data Sheet indicates how long the proposals must remain valid

after the submission date. During this period, the consultant is expected tokeep available the professional staff proposed for the assignment. The Client

will make its best effort to complete negotiations within this period. If the

Client wishes to extend the validity period of the proposals, the consultants

who do not agree have the right not to extend the validity of their proposals.

4. Submission,

Receipt, and

Opening of

Proposals

4.1 The original proposal (Technical Proposal and Financial Proposal)

shall be prepared in indelible ink. It shall contain no interlineations or

overwriting, except as necessary to correct errors made by the Consultants

themselves. The person who signed the proposal must initial such corrections.

Submission letters for both Technical and Financial Proposals should

respectively be in the format of Section 3, and Section 4 respectively.

4.2 An authorized representative of the Consultants shall initial all

pages of the original Technical and Financial Proposals. The authorization shall

be in the form of a written power of attorney accompanying the Proposal or in

any other form demonstrating that the representative has been dully

authorized to sign.

4.3The number of copies of the Proposals is indicated in the Data Sheet. The

Technical and Financial Proposals shall be marked Original or Copy asappropriate. If there are discrepancies between the original and the copies of

the Proposal, the original governs.

4.4The original and all copies of the Technical Proposal shall be placed in a sealed

envelope clearly marked Technical Proposal. Similarly, the original and all

copies of the Financial Proposal shall be placed in a sealed envelope clearly

marked Financial Proposal followed by the name of the assignment, and with

a warning Do Not Open With The Technical Proposal. The envelopes

containing the Technical and Financial Proposals shall be placed into an outer

envelope and sealed. This outer envelope shall bear the submission address,the data indicated in the Data Sheet, and be clearly marked Do Not Open,

Except In Proposal Opening Ceremony, in the PRESENCE OF THE OFFICIAL

APPOINTED].

4.5 The Proposals must be sent to the address/addresses indicated in

the Data Sheet and received by the Client no later than the time and the date


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indicated in the Data Sheet. Any proposal received by the Client after the

deadline for submission shall be returned unopened.

4.6 The Client shall open the Technical Proposal immediately after the

deadline for their submission. The envelopes with the Financial Proposal shall

remain sealed and securely stored.

5. ProposalEvaluation

5.1From the time the Proposals are opened to the time the Contract is awarded,

Consultants who wish to contact the Client on any matter related to its

Proposal should do so in writing only at the address indicated in the Data

Sheet. Any effort by Consultants to influence the Client in the examination,

evaluation, ranking of Proposals, and recommendation for award of Contract

may result in the rejection of the Consultants Proposal.

5.2Evaluators of Technical Proposals shall have no access to the Financial

Proposals until the technical evaluation is concluded, and the Agency issues its

no objection if required.

Evaluation of

Technical Proposals5.3 The evaluation committee appointed by the Client shall evaluate the

Technical Proposals on the basis of their responsiveness to the Terms of

Reference, applying the evaluation criteria, sub-criteria, and point system

specified in the Data Sheet. Each responsive Proposal will be given a

technical score (St). A Proposal shall be rejected at this stage if it does not

respond to important aspects of the Terms of Reference or if it fails to

achieve the minimum technical score indicated in the Data Sheet.

Public Opening and

Evaluation of

Financial Proposals

(only for QCBS, FBS,

and LCS)

5.4After the technical evaluation is completed the Client shall inform theConsultants who have submitted proposals the technical scores obtained by

their Technical Proposals, and shall notify those Consultants whose Proposals

did not meet the minimum qualifying mark or were considered non responsive

to the RFP and TOR, that their Financial Proposals will be returned unopened

after completing the selection process. The Client shall simultaneously notify in

writing Consultants that have secured the minimum qualifying mark, the date,

time and location for opening the Financial Proposals. The opening date should

allow Consultants sufficient time to make arrangements for attending the

opening. Consultants attendance at the opening of Financial Proposals is

optional.

5.5

Financial Proposals shall be opened publicly in the presence of theConsultants representatives who choose to attend. The name of the

Consultants, the technical scores, and the total prices shall be read aloud and

recorded in minutes. Copy of the minutes shall be sent to all Consultants and

the Agency.

5.6 The Evaluation Committee will verify that the Financial Proposal isfully complete, (i.e. that all items of the Technical Proposal have been costed,

failing which the Client will estimate the missing cost and add the estimate to


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the offered price), and correct any computational errors. Prices shall be

converted to a single currency using the selling rates of exchange, source and

date indicated in the Data Sheet. The evaluation shall exclude those taxes,

duties, fees, levies, and other charges imposed under the applicable law; and

to be applied to foreign and non-permanent resident consultants (and to be

paid under the contract, unless the consultant is exempted), and estimated as

per para. 3.7.

5.7 In case of SBQC, the lowest evaluated Financial Proposal (Fm) will begiven the maximum financial score (Sf) of 100 points. The financial scores (Sf)

of the other Financial Proposals will be computed as indicated in the Data

Sheet. Proposals will be ranked according to their combined technical (St) and

financial (Sf) scores using the weights (T = the weight given to the Technical

Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in

the Data Sheet: S = St x T% + Sf x P%. The firm achieving the highest combined

technical and financial score will be invited for negotiations.

5.8 In the case of Fixed-Budget Selection, the Client will select the firm

that submitted the highest ranked Technical Proposal within the budget.Proposals that exceed the indicated budget will be rejected. In the case of the

Least-Cost Selection, the Client will select the lowest proposal among those

that passed the minimum technical score. In both cases the selected firm is

invited for negotiations.

6. Negotiations 6.1 Negotiations will be held at the address indicated in the Data Sheet.

Technical

negotiationsa. Negotiations will include a discussion of the Technical Proposal, the

proposed technical approach and methodology, work plan, and

organization and staffing, and any suggestions made by the Consultant to

improve the Terms of Reference. The Client and the Consultants will

finalize the Terms of Reference, staffing schedule, work schedule, logistics,

and reporting. These documents will then be incorporated in the Contract

as Description of Services.

b. The financial negotiations will include a clarification (if any) of the firms

tax liability in the Clients country, and the manner in which it will be

reflected in the Contract.

Availability of

Professional

staff/experts

c. Having selected the Consultant on the basis of, among other things,

an evaluation of proposed Professional staff, the Client expects to

negotiate a Contract on the basis of the Professional staff named in the

Proposal. Before contract negotiations, the Client will require assurances

that the Professional staff will be actually available. The Client will not

consider substitutions during contract negotiations unless both parties

agree that undue delay in the selection process makes such substitution

unavoidable or for reasons such as death or medical incapacity. If this is

not the case and if it is established that Professional staff were offered in


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the proposal without confirming their availability, the Consultant may be

disqualified.

Conclusion of the

negotiations

d. Negotiations will conclude with a review of the draft Contract. To

complete negotiations the Client and the Consultant will initial the agreedContract. If negotiations fail, the Client will invite the Consultant whose

Proposal received the second highest score to negotiate a Contract.

7. Award of Contract 7.1 After completing negotiations the Client shall award the Contract to

the selected Consultant, and promptly notify all Consultants who have

submitted proposals. After Contract signature, the Client shall return the

unopened Financial Proposals to the Consultants whose technical proposal

did not obtain the specified minimum technical score.

7.2 The Consultant is expected to commence the assignment on the

date and at the location specified in the Data Sheet.

8. Confidentiality 8.1 Information relating to evaluation of Proposals and

recommendations concerning awards shall not be disclosed to the Consultants

who submitted the Proposals or to other persons not officially concerned with

the process, until the notification of the award of Contract.


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18

DATA SHEET

Instructions to Consultants

Paragraph

Reference

Description

1.1 1. Name of the Client: City of Kisumu

2. The number of the Invitation for Bids is: CCK/KUP/RFP/1/2014/061

3. The name of the BID is: Organizing Ward Citizens Fora and Establishment ofProject Monitoring Committees (PMCs).

4. Method of selection: Quality and Cost Based Selection (QCBS)

1.2 Consultants mean firms or NGO.

The designation, objectives and brief description of the assignment are as follows:

1.

Develop a comprehensive strategy and work-plan for the assignment.2. Hold two planning meetings with Technical Assistance Team (TAT), CoK and

County departmental staff, KUP consultants like the media consultant and

key partners to share the strategy, concretise key messages, and allocate

and synchronise roles to be played by all the key stakeholders and partners

including the TAT, CoK staff, County Government staff, KUP Consultants

and partner agencies in government, civil society and business community

including the informal sector.

3. Acquire, provide and pay for equipment, services, supplies and licences,including:

a. Venues, chairs, tables and P.A. equipment

b.

Grassroots mobilizers, facilitators and rapporteursc. Notification of Police of the proposed events

4. Organise and hold a Citywide Leaders Consultative Forum of at least 200participants - drawn from the CoK, County and partner agencies from

government, civil society, private sector and informal sector - to share the

concept and action plan, to map out the grassroots stakeholders and

synchronise roles to be played by each agency in mobilization and

facilitation of the Ward Citizens Forum, including election and capacity

building of the Project Monitoring Committees.

5. Mobilise, through the participants in item (4) above and experiencedgrassroots mobilizers, at least 200 grassroots community leaders in each of

the 17 wardsincluding representatives of women, youth and people livingwith disabilities - to attend the Ward Citizens Forum. Representatives of all

the existing community groups in the ward, as stated in Section 2 above

(Justification), will also be mobilised to attend and participate.

6. Hold 17 ward Citizens Fora and ensure effective facilitation and moderationof participatory deliberations during the fora which must include the

following activities:


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19

a. Introductions and climate setting, including consensus building onobjectives and participants expectations.

b. Downloading ISUD-Plan and KUPs background information,

objectives, list of projects and progress of implementation.

c. Opportunities for grassroots community participation in:

i.

Participatory designs of the projects that have not started.ii. Participatory monitoring of the implementation of the

projects.

iii. Supply of locally available goods and services, includinglabour for works.

iv. Establishment of post-construction management andsustainability frameworks.

d. Development of criteria and facilitation of participatory, inclusive,transparent, and democratic nomination of nine (9) members of

the Project Monitoring Committees (PMCs) at each of the 17 Ward

Citizens Fora; which PMCs must be representative of the diversity

of stakeholdership in the ward, including women, youth and peopleliving with disability.

7. Carry out three trainings sessions for members of the PMCs clustered intoKisumu East, Kisumu West and Kisumu Central constituencies, on

participatory project design, monitoring and evaluation in line with Public

Procurement and Disposal Act. The participants will be expected to come

out with a work-plan for further sensitization of the public and monitoring

and evaluation of KUP projects.

8. Carry out a comprehensive and participatory monitoring and post-eventsevaluation of the assignment to determine efficiency and effectiveness of

the activities in achieving the goals of communication and community

participation. This will includea. Design and administration of questionnaires to test knowledge and

opinion of the public in pre-event and post event periods for each

activity.

b. Observation and taking of notes on the emerging issues, includingoperational and content matters.

c. Analysis of the feedback on the above events and production ofactivity report.

d. Hold three regular monitoring meetings with representatives ofCoK and the TAT during the implementation of the activities, and

one final evaluation meeting at the end of the period to review the

process and impact of the project and produce reports thereof forsharing with the stakeholders.

1.3 The Client will provide the following inputs and facilities: as provided in the Termsof Reference or as may otherwise be requested and agreed

2.1 Clarifications may be requested not later than 7 daysbefore the submission date.


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The address for requesting clarifications is: City of Kisumu, P. O. Box 105, 40100

Kisumu, Kenya, Email: [email protected]

3.1 Proposals shall be submitted in the following language: English

4.1 The estimated duration of the assignment should not exceed sixty (60) daysfromthe date of commencement

5.1 The estimated duration of the assignment should be 20 working days within aperiod of one month, apart from the six months maintenance and technical

backstopping

6.1 The minimum required experience of proposed professional staff is:as provided in the terms of reference

See also evaluation grid in 5.2 below.

7.1 Reports that are part of the assignment must be written in the followinglanguage(s): English

8.1 Consultants shall state their price component for cost incurred in the country ofthe Client in the national currency of the Client.

Consultants who intend to incur cost in other currencies for the assignment may

state the corresponding price component in Euros.

9.1 Training is a component of this assignment: Yes

10.1 Proposals must remain valid for 120 daysafter the submission date.

11.1 Consultant must submit the original and four (4) copiesof the Proposal.

12.1 The Proposal submission address is: Town Hall, City of Kisumu, P. O. Box 105,40100 Kisumu, Kenya, Email:[email protected] must be submitted no later than the following date and time: 18th

February 2015 at 10:00a.m

13.1 The address for contacting the Client is: City Manager, City of Kisumu, P. O. Box

105, 40100 Kisumu, Kenya, Email:[email protected]

14.1 Criteria, sub-criteria, and point system for the evaluation of Technical Proposalsare as follow as set in Technical evaluation

15.1 The single currency for price conversions is: Kenya Shillings
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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21

The source of official selling rates is: Central Bank of Kenya

The date of exchange rates is: date of opening of bids

16.1 Sf= 100 x Fm/ F, in which Sfis the financial score, Fmis the lowest price and F theprice of the proposal under consideration.S = St x T% + Sf x P%.The weights given to the Technical and Financial Proposals are:T = 0.8, andP = 0.2

17.1 Address for contract negotiations:City of Kisumu, P. O. Box 105, 40100 Kisumu, Kenya, Email:

[email protected]

18.1 Expected date and location for commencement of consulting services XXXX 2015

at the City of Kisumu


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5.3. EVALUATION AND QUALIFICATION REQUIREMENTS CRITERIA

a). Mandatory Statutory and General Requirements

Sub-Factor Criteria Documentati

on RequiredRequirement Bidder

Single

Entity

Joint Venture

Allpartners

combined

Eachpartner

Atleast

one

partne

r

Proof of

Payment of the

bid document

Must have

bought the

document

Must

meet

require

ment

N / A N / A Must

meet

require

ment

Payment

receipt

No of Bid

Documents

In addition to the

original bid, the

number of copies

is: Four

Must

meet

require

ment

Must

meet

requireme

nt

N/A N/A Must meet

requirement

Completeness Technical

Submission Forms

Forms3A-3F,

Form ELI 1.1 ,

Form ELI 1.2

where applicable

Must

meet

require

ment

Must

meet

requireme

nt

N/A N/A Must meet

requirement

Registration Bidder Must be a

legally

constituted firm

according to the

laws of Kenya

Must

meet

require

ment

N / A Must

meet

requireme

nt

N / A Certificate of

Incorporation

/ Registration

Tax Compliance Bidder MUST be

Tax Registered

and be Tax

Compliant

Must

meet

require

ment

N / A Must

meet

requireme

nt

N / A Current Tax

Compliance

Certificate

Physical

address

Must have an

active program in

Kisumu for after

sales support

Must

meet

require

ment

N / A N/A Must

meet

require

ment

Single

Business

Permit, utility

bills, lease

agreement

etc.

Bid Security The Bidder shallfurnish as part of

its bid, a bid

security of 1% of

bid sum from a

reputable

commercial bank

Mustmeet

require

ment

N / A Mustmeet

require

ment

In original,unconditional

bank

guarantee or

bankers

cheque and in

the amount


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ONLY. and currency

specified

Failure to comply with any of the above qualifications shall constitute sufficient ground for

rejection at this stage

b). Bidding Forms and Other RequirementsSub-Factor Criteria Documentatio

n RequiredRequiremen

t

Bidder

Single

Entity

Joint Venture

All

partners

combined

Each

partner

At least

one

partner

Bid

Submissio

n Sheet

The Letter

of Bid, shall

be prepared

as per form

3A insection 3,

and signed

by the

authorized

person only

Must meet

requiremen

t

Must meet

requiremen

t

N / A N / A Letter of

Submission

Bidder

Informatio

n

The bidder

is required

to provide

all details in

the format

as specified

in the

respective

form

Must meet

requiremen

t

Must meet

requiremen

t

N/A N / A Form ELI-1

Joint

Venture

Document

s

Bids

submitted

by a JV shall

include a

copy of the

Joint

Venture

Agreement

entered intoby all

partners.

N / A Must meet

requiremen

t

Must meet

requiremen

t

N / A Joint Venture

Agreement

and Form ELI-2

Average

Annual

Turnover

Minimum

Average

annual

turnover of

Must meet

requiremen

t

Must meet

requiremen

t

Must meet

Fifty

percent

(50%) of

Must meet

Fifty

percent

(50%) of

Form FIN2

with

attachments

of audited


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KES

1,000,000

calculated

as total

certified

payments

received for

contracts in

progress or

completed,

within the

last three

(3) years

the

requiremen

t

the

requiremen

t

financial

reports for the

period

Failure to comply with any of the above qualifications shall constitute sufficient ground for

rejection at this stage


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c) Technical Evaluation Stage

S/No Parameter Measured Max.Points

Understanding of ToR and Proposed Technical Approach

1.1 Understanding of the Terms of Reference 10

1.2 Adequacy of the proposed technical approach and methodology,and work plan in responding to the Terms of Reference:Proposed Technical Approach and Methodology (10 points)Work Plan (5 points)

15

Sub-Total 1 25

Qualification and experiences of key personnel2.1 Team Leader

Bachelors University Degree in social science, especially in

social work, education, political science or other relevant

discipline (4points)

Minimum of five years of relevant work experience in leading

dynamic and results focused community level development

project.(4 points)

Demonstrated experience in social assessment and monitoring

and evaluation reporting and system. (4 points)

Demonstrated experience with and ability to supervise,

motivate work teams.(4 points) Demonstrated good communication and interpersonal skills.(4

points)

Demonstrated strong organizational and team working skills. (4

points)

Demonstrated good cultural awareness and sensitivity,

especially with regard to Kisumu. (4 points)

Demonstrated knowledge of construction contracts and

building-site management and monitoring procedures.(4

points)

Demonstrated knowledge of construction management and

monitoring processes especially regarding infrastructure works,

and civil works (4 points)

36

2.2 Community Mobilization Expert

Bachelors University Degree in social science, especially in

social work, education, political science or other relevant

discipline. (4 points)

24


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Demonstrated experience in stakeholder mapping, mobilization

and organization.(4 points)

Demonstrated skills and experience in participatory facilitation,

moderation of grassroots community fora.(4 points)

Demonstrated skills and experience in development of

community level structures, including training in governanceand participatory monitoring and evaluation of urban

infrastructural projects.(4 points)

Demonstrated experience in working with grassroots

community in Kisumu city, particularly with the marginalised

groups such as youth, women and people with disability. (4

points)

Demonstrated knowledge of duty station cultures and

languages (Kiswahili, Dholuo and English). (4 points)

2.3 Gender Expert:

Bachelors University Degree in social science especially gender

studies, or relevant discipline (4 points) Demonstrated substantial experience in design, implementation,

monitoring and evaluation of gender mainstreaming projects. (4

points)

Demonstrated experience in engendering participatory

processes on urban infrastructure development. (4 points)

Demonstrated knowledge of, and working experience with, duty

station cultures and languages (Kiswahili, Dholuo and English).(3

points)

15

Sub-Total 2 75

Grand Total 100

Total points for the criteria: 100pointsThe minimum technical score St required to pass: 70

Note: the ToR list also non-key experts, these experts are not evaluated in this tender evaluation

process but must be provided with the right profile in the proposal


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Section 3. Technical Proposal - Standard Forms

[Comments in brackets [ ]provide guidance to the short listed Consultants for the preparation of

their Technical Proposals; they should not appear on the Technical Proposals to be submitted.]

Refer to paragraph 3.4 of Section 2 of the RFP for Standard Forms required and number of pages

recommended.

3A Technical Proposal Submission Form

3B Description of the methodology and work plan de travail proposed for the missionby the

Consultant

3C Team Composition and Task Assignments

3D Curriculum Vitae (CV) for Proposed Professional Staff

3E Staffing Schedule

3F Work Schedule

Form ELI 1.1 Bidder Information Sheet

Form ELI 1.2 Party to JV Information Sheet


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FORM3ATECHNICALPROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for [Insert title of assignment]

in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby

submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed

under a separate envelope.

If negotiations are held during the period of validity of the Proposal, i.e., before [insert date],

we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and

subject to the modifications resulting from Contract negotiations.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:


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FORM3B DESCRIPTION OF APPROACH,METHODOLOGY AND WORK PLAN FOR PERFORMING THE

ASSIGNMENT

[Technical approach, methodology and work plan are key components of the Technical Proposal. Youare suggested to present your Technical Proposal (10 pages max, inclusive of charts and diagrams)

divided into the following three chapters:

a)

Technical Approach and Methodology,

b)

Work Plan, and

c)

Organization and Staffing,

a) Technical Approach and Methodology. In this chapter you should explain your understanding of

the objectives of the assignment, approach to the services, methodology for carrying out the activities

and obtaining the expected output, and the degree of detail of such output. You should highlight the

problems being addressed and their importance, and explain the technical approach you would adopt

to address them. You should also explain the methodologies you propose to adopt and highlight thecompatibility of those methodologies with the proposed approach.

b) Work Plan. In this chapter you should propose the main activities of the assignment, their

content and duration, phasing and interrelations, milestones (including interim approvals by the

Client), and delivery dates of the reports. The proposed work plan should be consistent with the

technical approach and methodology, showing understanding of the TOR and ability to translate

them into a feasible working plan. A list of the final documents, including reports, drawings, and

tables to be delivered as final output, should be included here. The work plan should be consistent

with the Work Schedule of Form 3H.

c) Organization and Staffing. In this chapter you should propose the structure and composition of

your team. You should list the main disciplines of the assignment, the key expert responsible, and

proposed technical and support staff.]


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FORM3CTEAMCOMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task


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FORM3D CURRICULUM VITAE (CV)FOR PROPOSED PROFESSIONAL STAFF

Proposed Position:

Name of Firm:

Name of Staff:

Profession:

Date of Birth:

Years with Firm/Entity: Nationality:

Membership in Professional Societies:

Detailed Tasks Assigned:

Key Qualifications:

[Give an outline of staff members experience and training most pertinent to tasks on assignment.

Describe degree of responsibility held by staff member on relevant previous assignments and give

dates and locations. Use about half a page.]

Education:

[Summarize college/university and other specialized education of staff member, giving names of

schools, dates attended, and degrees obtained. Use about one quarter of a page.]


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Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by

staff member since graduation, giving dates, names of employing organizations, titles of positions

held, and locations of assignments. For experience in last ten years, also give types of activities

performed and client references, where appropriate. Use about two pages.]

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and

writing.]

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe

me, my qualifications, and my experience.

Date:

[Signature of staff member and authorized representative of the firm] Day/Month/Year

Full name of staff member: ______________________________________

Full name of authorized representative: ___________________________


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FORM3E STAFFINGSCHEDULE1

Months (in the Form of a Bar Chart)

Name Position ReportsDue/Activities

1 2 3 4 5 6 7 8 9 10 11 12 Number ofMonths

Subtotal (1)

Subtotal (2)

Subtotal (3)

Subtotal (4)

Full-time: Part-time:

Reports Due:

Activities Duration:

Signature:

(Authorized representative)

Full Name:

Title:

Address:


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3F. ACTIVITY(WORK)SCHEDULE

A. Field Investigation and Study Items

[1st, 2nd, etc. are months from the start of assignment.]

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)

_____________

_______________

_______________

_______________

B. Completion and Submission of Reports

Reports Date

1. Inception Report

2. Interim Progress Report(a) First Status

Report(b) Second Status

Report

3. Draft Report

4. Final Report


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Form ELI 1.1

Bidder Information Sheet

Date: ______________________

ICB No.: ___________________

Invitation for Bid No.: ________

Page ________ of _______ pages

1. BiddersLegal Name

2. In case of JV, legal name of each party:

3. Biddersactual or intended Country of Registration:

4. Bidders Year of Registration:

5. Bidders Legal Address in Country of Registration:

6. Bidders Authorized Representative Information

Name:

Address:

Telephone/Fax numbers:

Email Address:

7. Attached are copies of original documents of:

Articles of Incorporation or Registration of firm named in 1, above, in accordance with ITC

Sub-Clauses 4.1 and 4.2.

In case of JV, letter of intent to form JV including a draft agreement, or JV agreement, in

accordance with ITC Sub-Clauses 4.1 and 11.1(i) Single Stage Bidding.

In case of government owned entity, documents establishing legal and financial autonomy and

compliance with the principles of commercial law, in accordance with ITC Sub-Clause 4.6.


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Form ELI 1.2

Party to JV Information Sheet

Date: ______________________

ICB No.: ___________________

Invitation for Bid No.:_________Page ________ of_ ______ pages

1. Bidders Legal Name:

2. JVs Party legal name:

3. JVs Party Country of Registration:

4. JVs Party Year of Registration:

5. JVs Party Legal Address in Country of Registration:

6. JVs Party Authorized Representative Information

Name:

Address:

Telephone/Fax numbers:

Email Address:

7. Attached are copies of original documents of:

Incorporation or Registration of firm named in 1, above, in accordance with ITC Sub-Clauses 4.1 and 4.2.

In case of government owned entity, documents establishing legal and financial autonomy and

compliance with the principles of commercial law, in accordance with ITC Sub-Clause 4.6.


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Section 4. Financial Proposal - Standard Forms

[Comments in brackets [ ]provide guidance to the short listed Consultants for the preparation of

their Financial Proposals; they should not appear on the Financial Proposals to be submitted.]

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal

according to the instructions provided under Para. 3.6 of Section 2. Such Forms are to be used

whichever is the selection method indicated in Para. 4 of the Letter of Invitation.

[The Appendix Financial Negotiations - Breakdown of Remuneration Rates is to be only used for

financial negotiations when Quality-Based Selection method is adopted, according to the indications

provided under Para. 6.3 of Section 2.]

4A. Financial Proposal submission form.

4B. Summary of costs.

4C. Breakdown of price per activity.

4D. Breakdown of remuneration


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4C. BREAKDOWNOFPRICEPERACTIVITY

Activity

No.:____________________

Activity

No.:_____________________

Description:_____________________

Price Component Currency(ies) Amount(s)

Remuneration

Reimbursable

Miscellaneous Expenses

Subtotal ____________________________

4D.BREAKDOWNOFREMUNERATION

Activity

No._____________________________________

Name:______________________________

Names Position Input2

RemunerationCurrency(ies) Rate Amount

Regular staff

Local staff

Consultants

Grand Total ___________________

2 Staff months, days, or hours as appropriate.


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Section 5. Terms of Reference

1. Background of the Project

The Republic of Kenya has obtained a credit from the Agence Franaise de Dveloppement (AFD) for

implementing the Kisumu Urban Project (KUP) and intends to apply part of the proceeds to recruit a

Civil Society Organization (CSO) to mobilise grassroots stakeholders and organise 17 ward level

stakeholders consultative fora and to establish and build capacity KUP Project Monitoring

Committees.

1.1 About the Kisumu Urban Project

The Kisumu Urban Project (KUP) is a four year pilot urban development project being implemented

by the City of Kisumu and financially supported by the Agence Franaise de Dveloppement (AFD) to

the tune of 40 million Euros. KUPs main objective is to enhance living conditions of Kisumuspopulation by introducing a comprehensive urban programme. Key activities include strengthening

local capacity (financial, technical and political) and supporting investments (solid waste

management, slum upgrading, commercial facilities and other public infrastructure and facilities).

The project encompasses a global vision for the citys development and the City management

system, through a multi-sectoral approach to the citys development and a crosscutting approach to

the City functions and activities. KUP was conceived as a pilot project to inform broader multi-donor

supported programs, such as the Kenya Municipal Program (KMP).

1.2 The City of Kisumu in Context

Devolution has presented a unique opportunity for Kisumu to re-engineer her city development

approaches to create a highly competitive city able to stimulate vibrant County development. The

County inherits a city with some burden of unfulfilled urban promises with ever-growing demands on

basic needs such as appropriate housing, water and sanitation services to more complex systemic

issues such as transportation, trade and commerce. The city land area is also dominated by freehold

ownership predisposing it to an aggressive private sector development influence.

Unlike Nairobi and Mombasa that are City Counties sharing physical boundaries, Kisumu County

expands beyond the city boundaries and hence has the benefit of additional specialized production

nodes3with the city poised as the central node and pulse of the economy (see figure below). These

productive nodes define the economic features of the County, predicated mainly on the present

form and profile of predominant economic activities.

Within this development prospect, investing in strengthening productivity of these predominant

activities provides the trigger required to germinate a vibrant and balanced County economy that

3These are based on a generalized profile of the existing predominant economic features.


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increases the competiveness of the County as a whole. The city economy remains the anchor of the

county carrying mixed specializations, connecting the County to national and regional commerce and

trade. As the capital of the County, immediate focus should be on creating conditions that would

make the city the choice destination for investment in the Lake Victoria Region.

Kisumu city serves as the administrative, business, commercial and industrial confluence as well asthe main international gateway through air, rail and water transport to the entire western region of

Kenya. The global status of Kisumu as a Millennium city4has further brought with it international

attention that if well harnessed bear the potential of elevating the city to global competitiveness

with the attendant benefits.

In addition, Kisumu city hosts a number of regional bodies including the Lake Victoria Basin

Commission (LVBC), an organ of EAC tasked with the mandate of overseeing development of the

Lake Region. The Lake Victoria region has been declared by the EAC as an economic growth zone.

1.3 The Integrated Strategic Urban Development Plan

The basic necessities and the importance of the city as an engine of growth for the region therefore

informed KUPs investment in a planning process for the Kisumu City development; the Integrated

Strategic Urban Development (ISUD) plan, whose draft has been subjected to the statutory 60 days

period of public review and comments. The ISUD-Plan is being prepared primarily for the use of the

city planning authority and the County Government of Kisumu. It is a holistic and practical document

including essential baseline data; the Plan itself; a Capital Investment Strategy and; implementation

guidelines and recommendations. It is organized in four parts:

Part 1, Understanding Kisumu

Part 2, Planning for Kisumu Future

Part 3, Capital Investment Strategy

Part 4, Implementing the ISUD-Plan

Even as ISUD is being crafted as a long term development plan for the city, the rest of the KUP

components were designed as a quick win, a four years pilot urban development project to enhance

living conditions of Kisumus population by strengthening the local capacity (financial, technical and

political) and supporting investments (solid waste management, slum upgrading, commercial

facilities and other public infrastructure and facilities).

1.4 Participation of Stakeholders

Key stakeholders in Kisumu are well aware of their role to improve competitiveness of the city. In

this context, the Kisumu City Multisectoral Leaders Forum convened on 3rd

September 2013

4Kisumu was declared a Millennium city in 2006 granting it a comparable portfolio to 11 other millennium cities in the world.


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acknowledged that the Constitution of Kenya 2010 (CoK, 2010), while embracing devolution, makes a

bold statement on people centered development with a host of fundamental rights and freedoms

as carried in Chapter 4 and 11 respectively. Through the KUP Communication and Community

participation strategies, the CoK sets the stage for participatory urban governance through Articles

174, 176 and 184, by enshrining the principle of devolution to the lowest level possible so as to

recognize the right of communities to manage their own affairs and by allowing a third level of

governance; at Urban/Cities level within the County Government structure.

Corresponding to this, the leaders forum referred to above noted that various Acts of Parliament

such as the Transition to Devolved Government Act (2012), County Government Act (2012) and the

Urban Areas and Cities Act (2011) set suitable criteria for popular participation in the County and City

affairs. It further recognized that the actual transformation of the constitutional rights into effective

service provision and governance procedures is done in subsidiary legislation and in practical

arrangements and routines.

The participation of the people in the determination of the design and implementation of KUP and

other urban development plans in the County Integrated Development Plan (CIDP) is therefore in

conformity with the various provisions of devolution Acts of Parliament, as well as the national urban

development policy.

2.

Justification

Projects in the five components of KUP are at different levels of implementation, stages at which the

law and proper project management practice demand effective communication with stakeholders

and participation of the community. Lack of sufficient information on KUP in the public has led to

several false rumours, which are robbing the project of public goodwill and support. There is a risk

that unless key messages on the KUP goals, individual projects, processes and participation activities

are delivered, the growing misinformation may result in resistance to the project and conflict

amongst stakeholders of projects competing for control and benefits.

Kisumu Urban Project and other urban development initiatives form part of the core projects listed in

the County Integrated Development Plan (CIDP). County Government Act Part VIII obligates the

county government to ensure citizen participation in the CIDP process.

Whilst a level of representative participation will be achieved through stakeholders fora at the city

levels, the poor organization of citizenry at the grassroots level militates against the access to such

platforms by the ordinary citizens, and/ or their real representatives. The groups that are not

accessed using conventional methods citywide consultative fora include marginalised groups such as

women, youth and disabled, who may not find space within the leadership of organised structures

that attend such city level fora, whilst they are amongst the primary target groups for interventions

by KUP, other urban development processes and even the CIDP as a whole.


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In the instances where some level of organization exist at the community level, most of these

structures are not only weak, but also sectarian, not all inclusive and at time in conflict with each

other. For instance, elected leaders have established structures which mostly comprise their

supporters. This is despite the fact that there were structures, albeit weak, established in the former

CoK through the LASDAP process. The former provincial administration, now a structure of the

national government at county level, also has structures managed by the assistant chief and village

elders. These structures have over the years been considered coercive and non participatory. A

number of NGOs, e.g. Plan International, World Vision, Practical Action, Sana International,

Millennium Cities Initiative, Urban Matters, and other indigenous civil society organizations like

Nyanza Youth Coalition, Youth Alive Kenya, and Lake Victoria Youth Initiative have also established

sectarian structures at community level targeting only their areas of interest.

The best way to tackle insufficient representation at the city level and to resolve the confusion,

duplicity and conflict that the above scenario presents of several weak and sectarian structures

present at the community level, is through mobilization and organization of the entire community

(including the existing structures) to establish all inclusive platforms at the community levels. Suchfora will be accessible to leaders and members of both organised and unorganised fora at the

grassroots levels, inclusive of those within the current structures.

It is noteworthy that, while the Constitution and the Statutes referred to in section 1.4 above provide

for establishment of Citizens Fora at all administrative levels, Kisumu County is yet to implement

this. The County Government has therefore expressed a desire to be supported by KUP to establish

such structures, at least within the city boundaries, so as to achieve not only KUP objectives, but also

the objects of the law as stated above. The structures will continue to be used by the CoK and the

County Government in attainment of the Community Participation objectives for all development

initiatives. The lesson learnt in this process will inform replication of such structures in the rest of theCounty.

The inaugural one day sessions of the fora will enable participants to discuss aspects of KUP projects

as they relate to the overall urban development agenda of the County. They will also be facilitated to

democratically establish inclusive Project Monitoring Committees (PMCs) that will continuously

mobilise, organise and encourage the entire community regardless of gender, age or socio-economic

status to provide opinions, participate in making decisions and assist in the implementation of KUP

projects in the ward. The PMCs will provide community advice to the CoK and KUP TAT about

community concerns and interests on the projects being implemented by KUP within their respective

areas of focus. The PMCs will also continuously mobilise, organise and encourage the entire

community regardless of gender, age or socio-economic status to provide opinions, participate in

making decisions and assist in the implementation of KUP and other urbanization programmes within

the wards. For successful execution of their roles and responsibilities, CoK intends to build capacity of

the PMCs on participation in urban development, particularly in monitoring and evaluation of

infrastructural projects and implementation of development plans like ISUD, CIDP, local area

development plans and master plans.


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The Department of Social Services and Gender (DSSG) which is mandated to deliver on community

participation on all CoK programmes, including KUP, lacks basic communication and other material

and financial resources to support this mandate. The department also has the challenge of

inadequate number of skilled and experienced personnel to match its broad mandate. These,

together with the fact that the thin personnel base of the department has to spread out to deliver all

the other CoK and some County Government programmes, renders it incapable of implementing this

project alone in the fast changing KUP environment.

In this context, CoK intends to procure the services of a CSO with capacity and experience in

community mobilization: (i) mobilise grassroots stakeholders and hold 17 Ward Citizens Fora, and (ii)

democratically establish and build capacity of PMCs and create networking amongst them for peer

review and learning.

3.

Objective

The objective of this assignment is to promote participation of grassroots stakeholders in

management of KUP and other urbanization programmes through establishment and sensitization of

Ward Citizens Fora and Project Monitoring Committees in the 17 wards ofKisumu city.

4.

Scope of Work

1. Develop a comprehensive strategy and work-plan for the assignment.

2. Hold two planning meetings with Technical Assistance Team (TAT), CoK and County

departmental staff, KUP consultants like the media consultant and key partners to share thestrategy, concretise key messages, and allocate and synchronise roles to be played by all the

key stakeholders and partners including the TAT, CoK staff, County Government staff, KUP

Consultants and partner agencies in government, civil society and business community

including the informal sector.

3. Acquire, provide and pay for equipment, services, supplies and licences, including:

a. Venues, chairs, tables and P.A. equipment

b. Grassroots mobilizers, facilitators and rapporteurs

c.

Notification of Police of the proposed events

4. Organise and hold a Citywide Leaders Consultative Forum of at least 200 participants -

drawn from the CoK, County and partner agencies from government, civil society, private

sector and informal sector - to share the concept and action plan, to map out the grassroots

stakeholders and synchronise roles to be played by each agency in mobilization and


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facilitation of the Ward Citizens Forum, including election and capacity building of the Project

Monitoring Committees.

5. Mobilise, through the participants in item (4) above and experienced grassroots mobilizers,

at least 200 grassroots community leaders in each of the 17 wards including

representatives of women, youth and people living with disabilities - to attend the WardCitizens Forum. Representatives of all the existing community groups in the ward, as stated

in Section 2 above (Justification), will also be mobilised to attend and participate.

6. Hold 17 ward Citizens Fora and ensure effective facilitation and moderation of participatory

deliberations during the fora which must include the following activities:

a. Introductions and climate setting, including consensus building on objectives and

participants expectations.

b. Downloading ISUD-Plan and KUPs background information, objectives, list of

projects and progress of implementation.

c. Opportunities for grassroots community participation in:

i. Participatory designs of the projects that have not started.

ii. Participatory monitoring of the implementation of the projects.

iii. Supply of locally available goods and services, including labour for works.

iv. Establishment of post-construction management and sustainability

frameworks.

d. Development of criteria and facilitation of participatory, inclusive, transparent, and

democratic nomination of nine (9) members of the Project Monitoring Committees

(PMCs) at each of the 17 Ward Citizens Fora; which PMCs must be representative of

the diversity of stakeholdership in the ward, including women, youth and people

living with disability.

7. Carry out three trainings sessions for members of the PMCs clustered into Kisumu East,

Kisumu West and Kisumu Central constituencies, on participatory project design, monitoring

and evaluation. The participants will be expected to come out with a work-plan for further

sensitization of the public and monitoring and evaluation of KUP projects.

8. Carry out a comprehensive and participatory monitoring and post-events evaluation of the

assignment to determine efficiency and effectiveness of the activities in achieving the goals

of communication and community participation. This will include


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a. Design and administration of questionnaires to test knowledge and opinion of the

public in pre-event and post event periods for each activity.

b. Observation and taking of notes on the emerging issues, including operational and

content matters.

c. Analysis of the feedback on the above events and production of activity report.

d. Hold three regular monitoring meetings with representatives of CoK and the TAT

during the implementation of the activities, and one final evaluation meeting at the

end of the period to review the process and impact of the project and produce

reports thereof for sharing with the stakeholders.

5.

Duration of the Assignment

It is anticipated that the actual activities will run for 42 working days over a period of nine (9) weeks.

The CSO will be expected to submit a proposal making provision for the numbers of days required inplanning, execution and evaluation of the event, including report production and presentations.

The tentative schedule of the assignment is as follows:

Weeks 1 2 3 4 5 6 7 8 9

Days

Development of strategy, preliminary

planning, mobilization & procurement of

equipment and services

11 4 4 3 0 0 0 0 0 0

City Citizens Forum 1 1 0 0 0 0 0 0 0 0

Actual Ward Citizens Forum Activities 17 0 0 1 4 3 4 4 1 0

Planning and implementation of training for

PMCs3 0 0 0 0 1 0 1 1 0

Weekly monitoring meetings, evaluation and

report production and submission

10 0 1 1 1 1 1 0 3 2

Total 42 5 5 5 5 5 5 5 5 2

6.

Outputs

1.

An inception report within 14 days of signing of the contract together with a proposed work-planindicating the number of days required and the personnel to be deployed.

2. A final report on the process of planning, implementation and monitoring and evaluation of all

the activities, including:

i. Number and issues addressed during planning.


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2)

Community Mobilization Expert

i. Bachelors University Degree in social science, especially in social work, education,

political science or other relevant discipline.

ii. Demonstrated experience in stakeholder mapping, mobilization and organization.

iii. Demonstrated skills and experience in participatory facilitation, moderation of grassroots

community fora.

iv. Demonstrated skills and experience in development of community level structures,

including training in governance and participatory monitoring and evaluation of urban

infrastructural projects.

v. Demonstrated experience in working with grassroots community in Kisumu city,

particularly with the marginalised groups such as youth, women and people with

disability

vi. Demonstrated knowledge of duty station cultures and languages (Kiswahili, Dholuo and

English).

3)

Gender Expert:

i. Bachelors University Degree in social science especially gender studies, or relevant

discipline

ii. Demonstrated substantial experience in design, implementation, monitoring and

evaluation of gender mainstreaming projects.

iii. Demonstrated experience in engendering participatory processes on urban

infrastructure development

iv. Demonstrated knowledge of, and working experience with, duty station cultures and

languages (Kiswahili, Dholuo and English).

The CSO will be selected using the Quality and Cost Based Selection Method, and the evaluation will

take into account technical factors as well as cost factors in accordance with Public Procurement and

Disposal Act 2005, the regulations and terms and condition set out in the bidding documents.

9.

Preparation of Financial Proposals

The CSO is expected to make a proposal of the financial cost of the assignment and outline a

schedule of payment of the contractual sum based on delivery of each of the outputs outlined above.

The financial proposal will be structured as follows:


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.Activities Units Unit

Cost(Kes)

Total (Kes)

Development of strategy 1

Preliminary planning proc