CALL FOR PROPOSALS: Community mobilization for the development of participatory neighborhood plans and set up and implementation of community managed funds in the framework of the Participatory Slum ... [truncated]

Submission Start Date: 20 NOVEMBER 2018

Submission Deadline Date and time: 28th DECEMBER 2018. 17.00 p.m. Nairobi time.

Purpose of CFP: The assignment aims at working collaboratively with an institution that has experience in community mobilization and sensitization in urban areas in Cabo Verde in Praia, Sal Rei, Mindelo and Espargos. The institution will also support in the management of community managed funds so experience in this area will be appreciated. Submissions from institutions only able to perform the activities in one city instead of in all of the cities will be also taken into consideration.

Project Key Information

UN-Habitat Project title: PARTICIPATORY SLUM UPGRADING PHASE III
Locations
- Town/City: PRAIA (Ilha de Santiago), SAL REI (ilha de Boa Vista), MINDELO (Ilha de San Vicente) and ESPARGOS (Ilha de Sal).
- Country: CABO VERDE
Anticipated start date: 10 DECEMBER 2018
Estimated duration of project in calendar months:6 MONTHS
Maximum proposed value in US$:
Lead Organization Unit: HSUB

Brief Background of the Project:

The Participatory Slum Upgrading Programme (PSUP) is a joint effort of the African, Caribbean and Pacific (ACP) Group of States, the European Commission (EC) and UN-Habitat. Since 2008 and through its different phases PSUP I, II and III, the programme has reached out to 35 ACP countries and 160 cities and has provided the necessary enabling framework for improving the lives of at least 4 million slum dwellers. PSUP’s specific objectives are (i) to strengthen global partnerships and policy dialogue for participatory slum upgrading and prevention in 79 Africa, Caribbean and Pacific group of States (ACP) countries and (ii) to improve knowledge and capacities for participatory slum upgrading and prevention and slum dwellers conditions in 40 ACP countries.

The PSUP has been implemented in Cabo Verde since 2008. To ensure the institutionalization of the approach a Country Team, coordinating mechanism for the implementation including representative’s form all relevant stakeholders have been stablished and monitors the implementation of the project at national level.

In its first phase (2008-2012) it led to the development of the urban profiles of all the cities in Cabo Verde and in the phase II (2012-2016) to the development of situational analysis, city-wide slum upgrading and resource mobilization strategies in 3 cities. In this second phase, priority interventions were also identified at neighborhood level to localize the actions identified in the strategies.

The PSUP III (2017/2021) in Cabo Verde - jointly funded by the Ministry of Infrastructures and territorial management (MIOTH) and the PSUP through EC funds- includes (i) the development of a communication and advocacy campaign ensuring the visibility of the slum situation in the country and aiming at the engagement of private sector partners, (ii) the development of a implementation guide for the National Urban Policy including the issue of slum upgrading, (iii) the review of City-Wide Slum Upgrading Strategies (CWSUS) in Praia (Santiago Island), Santa Cruz (Santiago Island) and Espargos (Sal Island) and the development of strategies in two new cities, Sal Rei (Boa Vista Island) and Mindelo (São Vicente Island) and (iv) the integration of financing strategies in order to implement the actions within these strategies. The implementation of the PSUP will also include the (v) participatory neighborhood planning activities, (vi) the implementation of community managed projects and funds (CMF) in these selected neighborhoods and (vii) of transformative priority interventions aligned to what was identified in the CWSUS strategies.

The Annex 1: Project document for the PSUP III in Cabo Verde describes the general project set up in Cabo Verde for the implementation of the PSUP in which the activities of this call for proposals will be integrated.

The table below summarizes the activities to be implemented in the indicated cities, highlighting in color the activities where community mobilization and sensitization activities are needed. These activities for the mobilization of the community are the scope of this call for proposals.

Activity 2.1

Activity 2.2

Activity 2.3

Activities 3.1 and 3.2

Activity 3.3

City and Neighborhood

CWSUS

Financing strategies

Participatory neighborhood planning

Community managed funds and projects

Budget to be managed and channeled to the communities for implementation of CMF (aprox.in USD)

Transformative project implementation

Praia

Água Funda

Review

Development

PSUP

92,500.00

PSUP

Pedra Badejo

Bela Vista

Review

Development

(By the PRRA)

Espargos

Alto Santa Cruz

Review

Development

PSUP

16,500.00

Sal Rei

Boa Esperança

Development

PSUP

40,000.00

PSUP

Mindelo

TBD

Development

PSUP

40,000.00

(By the PRRA)

Main activities and outputs

The Implementing Partner (IP) will be undertaking the main activities as follows (but not limited to):

Activity 2.3. Participatory planning:

2.3.1. Awareness raising and community awareness for the participatory planning process

2.3.2. Household enumeration and socio-economic surveys of PSUP target Slum dwellers

2.3.3 Engagement of the communities in the Participatory Settlement planning and design process

2.3.4 Engagement of communities in the approval process of the Planning

Activity 3.1. Identification and implementation of Community Managed Funds

3.1.1. Establishment of Community Representation and PSUP Community Development Committees to ensure influential Community Participation

3.1.2. Monitoring of the implementation of the Community Managed Funds including disbursement of funds to community groups

Activity 3.2. Mechanism for the administration of Community Managed Funds

3.2.1 Establishment of the PSUP Community Projects Fund

3.2.2 Review proposals for community-managed projects to increase impact and ensure project sustainability

The IP will be responsible of the implementation of the activities mentioned above and will do so, according to the methodologies established by the PSUP. Guides on these methodologies will be provided to the Implementing Partner. Activities need to be coordinated with the UN-Habitat team in Cabo Verde and the MIOTH and Municipal governments of the selected Cities in charge of the implementation of complementary tasks in each of the activities.

The Annex 2: Implementation schedule for the activities with community mobilization provides a suggested calendar for the implementation of these activities to be adapted to the implementation of the other complementary activities by UN-Habitat in Cabo Verde in collaboration with the MIOTH and the municipalities of the targeted cities.

Risk Analysis:

(State the risks associated with this project and the mitigation factors)

Risk

Mitigation factor

Timely delivery and coordination with other complementary activities

Work plan and regular coordination meetings with UN-Habitat team on the ground

Alignment with PSUP methodology

Guides on the methodology will be provided to the Implementing partner

Ensuring the institutionalization of the approach

Close collaboration with technical staff and decision makers from Municipalities during the implementation of the activities.

Difficulties in coordinating the activities in 4 different cities

Geographic presence of the IP in several of these 4 cities will be considered an asset.

Eligibility Criteria:

Criteria

Submission Details/ Documents Required

Legal Status

· Certificate of registration/incorporation i.e.,

· Proof of registration in Country of Origin.

· Proof of registration of Country of operation

· Proof of country operational presence

Organization profile and details

· Clear organization profile and structure of the organization indicating:

- Organization’s vision, mission and objectives
- Management structure
- Members of the Governing Board and their Designations duly certified by the Corporate Secretary, or its equivalent document
- Proof of membership to professional associations if any.

Financial Capacity

· Audited company financial statements (balance sheet and income statement) and auditors report for the last two years

Exclusive bank account

· Is the organization willing and able to have a separate bank account for the funds provided by UN-Habitat?

Integrity and Governance

· The organization should complete and submit a signed Partner Declaration Form (CTRL-Click)

· Provide the profiles of the Chairperson of the Board of Directors, Head of the Organization and Chief of Finance

Submission:

Please send the documentation for the call for proposals to ana.cubilloarias@un.org copying janice.silva@cv.jo.un.org before December 5th 2018, at 17h Nairobi time.

Selection Criteria:

Criteria

Submission Details/ Documents Required

Weighting

1. Technical capacity

25%

1.1 Does the organization have the relevant experience and proven track record in implementing activities in the areas of the project?

Has it managed in the past projects of similar technical complexities and financial size?

Is the project linked with the core business of the IP?

· List of projects executed in the last 2 years (value, location, donors, nature of projects, execution stage – completed or ongoing).

· Demonstrate how the experiences in past projects are relevant in the execution of the current proposal

· References from past donors

1.2 Does the organization have qualified technical staff with the experience and the technical skills required by the project?

What is the staff size, type, qualification and education background?

· CVs of key management staff, technical and non-technical staff that will be involved on the project

· How many technical staff do you have in the concerned Country for implementing the project? Is there reasonable assurance that such technical staff required by the project will continue to be available as needed in the Project?

1.3 Does the organization have a clear and strong link with an identifiable constituency relevant to the targeted population of the project?

Does it have the ability to impact on the targeted population and on the issues?

Does it have strong presence in the field and for how long?

Does it have adequate capacity to work in key areas/regions where the proposed field activities will be implemented?

· Demonstrate, describe and provide proof of local operational presence, including link and ability to impact the targeted population.

1.4 Does the organization possess adequate physical facilities, office equipment, transport, etc. to implement the activities?

· Provide location and list of office facilities, vehicles and office equipment locally available to implement the project.

1.5 Does the organization have formal procedures to monitor project execution (e.g. milestones, outputs, expenditures…)

· Provide formal project monitoring policies and procedures

2. Financial and administrative capacity

15%

2.1 Has the organization been in operation over a period of at least 2 years to demonstrate its financial sustainability and relevance?

· State the years of operation

· Financial statements for the last 2 years

2.2 Does the organization have qualified staff in Finance? Is the current accounting system computerized and does have the capacity to collect and provide separate financial reports on the activities executed under the Agreement of Cooperation?

Does it have systems and practices to monitor and report whether the project deliverables and expenditures are within agreed time and budget?

Does it have minimum segregation of duties in place (separation between project management, finance/accounting and executive office)

· CVs of key finance and accounting staff

· Description and key features and controls of the accounting system used

· Organization structure/ Organogram

2.3 Does the organization have the capacity to procure goods and services on a transparent and competitive basis? (if applicable) check for procurement unit with experienced staff

· Copies of procurement policies and procedures. The procedures should show how you procure locally and internationally.

2.4 Does the organization have formal procedures and controls to mitigate fraud such as multiple signature signatories on bank accounts, reporting and prosecution of incidences of fraud?

· Describe anti-fraud controls and provide formal procedures

2.5 Does the organization have capacity to provide in-kind, financial, personnel contribution as UN-Habitat Implementing Partner in this present project? Please give details of contribution nature and size.

· Describe nature and value of contribution (in-kind or cash)

3. Financial Proposal

30%

3.1 Is the budget for each component of the activity to be performed by the Implementing Partner

(i) cost-effective (i.e. the cost should be economical and prudently estimated to avoid any under/over estimation)

(ii) justifiable/well supported and

(iii) accurate and complete

· Budget Proposal (CTRL-Click)

· BOQ (if applicable)

· Other supporting documents

4. Technical Proposal

30%

4.1 The technical proposal is sound and responds adequately to the specifications and requirements?

· Technical Proposal document (CTRL-Click)

Cumulative score for ratios

100%

Notes:

Interested Organizations must provide information indicating that they are qualified to perform the services (brochure, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc).
The CFP and accompanying documents must be received in accordance with instructions provided. CFP submitted to a different email address other than the specified one will not be considered.
CFP from applicants failing to provide the complete information to fulfill the basic eligibility criteria will be considered non-responsive.
CFP received after the above deadline will not be considered
Organizations will be selected in accordance with the procedure set out in the UN-Habitat IP Management policy and Standard Operating Procedures.
CFP from applicants failing to provide the requested information will be disregarded.
This CFP does not entail any commitment on the part of UN-Habitat, either financial or otherwise. UN-Habitat reserves the right to accept or reject any or all Proposals without incurring any obligation to inform the affected applicant(s) of the grounds.
All prices must be in USD

Annex 1: Project document for the PSUP III in Cabo Verde

PSUP III implementation in Cabo Verde

EA0. GLOBAL LEARNING
Cabo Verde participates in global networks, global and regional trainings and is part of platforms of knowledge exchange.

indicators
- 1 national and/or citywide slum upgrading campaigns (urban ambassadors and/or UpForSlumDwellers campaigns)
- 15 users of MyPSUP in CV
- Participation CV delegates to WUF9 and PSUP`s 3Partite conference
- 2 city to city exchanges established in CV or with cities in ACP countries
- participation in PSUP regional training meeting
- 30.000 people reached by the urban ambassadors and/or UpForSlumDwellers campaigns

activities

Sub-activities/tools

deliverables

0.1

Access to exchanges and global learning

- My PSUP online courses

0.2

Communication and advocacy campaign

- conducting urban ambassadors campaign in CV at national and/or city level
- conducting UpForSlumDwellers campaign CV at national and/or city level

- Report on urban ambassadors and/or UpForSlumDwellers campaigns showing results and lessons learned published.

EA1 POLICIES AND FRAMEWORK
The government has a stable framework to implement the inclusive National Urban Policy in line with the SDGs, the NUA and the PSUP principles

indicators
- 4 consultation meetings with stakeholders to agree on key principles of NUP conducted
- 4 of key policy decision in NUP directly related to SDG and NUA or to slum upgrading agreed
- Functional assignment for key institutions to deliver on NUP agreed.

activities

Sub-activities/tools

deliverables

1.1

National Urban Policy and implementation strategy endorsed and integration of the principles of the PSUP in the NUP

- Technical support to facilitate the finalization of the NUP, and development of action plan for the implementation of NUP on Slum Upgrading.

- Final draft of NUP ready for adoption
- Action Plan of NUP on Slum Upgrading developed.

EA2 PLANNING AND UPSCALING
The government receives technical assistance for participatory city-wide slum upgrading and neighborhood planning, resilience, and community empowerment for selected cities with big prevalence of informal settlements.

indicators
- 5 new and reviewed city-wide strategies
- 3 neighborhood plans
- 6 diversified actors involved in participatory neighborhood planning
- 5 citywide financing strategies
- 20 people trained on participatory slum upgrading in CV

activities

Sub-activities/tools

deliverables

2.1

City wide slum upgrading strategy. Capacity building /training on PSUP tools and strategy.

- Conducting City wide slum upgrading training workshops (5 days)
- Conducting workshops for the review of and development 5 city wide strategies
- Rewriting/reviewing city wide strategies

- 5 reviewed and strengthened city wide strategies developed

2.2

Development of a financing strategy for upscaling slum upgrading

- Conducting training workshops on development of financing strategy
- Developing Slum Upgrading Financing strategies for Cape Verde based on the City-Wide Slum Upgrading Strategies

- Financing strategies for slum upgrading for CV

2.3

Participatory neighborhood planning

- Developing 3 neighborhood plans (one per city)
- Training workshop on tools (i.e. City RAP) for design and development of neighborhood plans
- Community sensitization and awareness rising for participatory planning process
- Conducting and organizing community workshops in the 3 neighborhoods for the participatory design of the neighborhood planning.

- 3 Neighborhood plans for selected neighborhood (one per city) developed,
- Plan of action with priority and budget developed for each neighborhood plan.

EA3 IMPLEMENTATION
The government and partners implement participatory slum upgrading of selected slum areas through community managed funds and implemented projects.

indicators
- community driven projects implemented
- 600 slum dwellers benefit from CMF
- gender mainstreamed in CMF projects (50% of the projects implemented by women)
- 50 community members participate in CMF implementation
- 15 community mobilization and sensitization workshops/awareness rising conducted

activities

Sub-activities/tools

deliverables

3.1

CMF Project identification and implementation

- Community mobilization and sensitization on projects identification and implementation
- Monitoring and supervision of CMF projects implementation
- Training on CMF system including project management and accountability for community, PSUP Country Team and national /local government officials

- CMF project documents developed and implemented in 4 neighborhoods
- Midterm and final evaluation reports on CMF projects

3.2

Framework for sustainable CMF

- Development of a CMF framework with accountability and monitoring mechanism in place for CMF system.
- review of the CMF proposals for enhancing impact and ensuring the sustainability of the projects

- CMF Framework developed by communities

3.3

Implementation of priority interventions at neighborhood level

Annex 2: Implementation schedule for the activities with community mobilization

Activities

Responsibilities

Cities

2018

2019

A2.3

Participatory neighborhood planning

2.3.1

Awareness raising and community awareness for the participatory planning process

Identification of community leaders to start the process

Identification of stakeholders

IP with support of UN-Habitat and CM

Information and awareness of the community and partners

IP with support of UN-Habitat and CM

2.3.2

Household enumeration and socio-economic surveys of PSUP target Slum dwellers

Praia, Sal

Developing field maps and survey forms for families (needs and priorities) - involving minorities

Identification and Training of Inquirers (community members) for application of forms

Numbering (identification) of houses / structures

IP with support of UN-Habitat and CM

Questionnaire application of household needs and priorities (includes household and resident data)

Creation of database and launch of survey data

IP with support of UN-Habitat and CM

Analysis and processing of survey data

UN-Habitat and CM

Presentation, discussion and approval of the survey results by stakeholders

IP with support of UN-Habitat and CM

2.3.3

Engagement of the communities in the Participatory Settlement planning and design process

Community mapping

IP with support of UN-Habitat and CM

Mapping by “walking” the neighborhoods

IP with support of UN-Habitat and CM

Manual updating of existing neighborhood cartography (including details)

UN-Habitat and CM

Mapping problems / constraints and risks and evaluation of needs (infrastructures, facilities, etc.)

UN-Habitat and CM with support of IP

Proposals to correct problems and risks and of location of infrastructures and facilities

UN-Habitat and CM with support of IP

2.3.4

Planning development

Preparation of the plan proposal (Technical support)

UN-Habitat and Municipalities

Elaboration of project proposals (Technical support)

UN-Habitat and Municipalities

Participatory Exhibition and Review of Projects and Plans - During Public Workshops

IP with support of UN-Habitat and CM

Community approval of the plan and projects

IP with support of UN-Habitat and CM

Project budgeting, Identification of partnerships, Technical feasibility analysis

UN-Habitat and Municipalities

Final approval of plan documents (including projects) and Official signing ceremony of the plan

UN-Habitat, Municipalities and IP

A3.1

Identification and implementation of Community Managed Funds

3.1.1

Establishment of Community Representation and PSUP Community Development Committees to ensure influential Community Participation

Mobilization and community awareness

Creation and election of community structures at neighborhood level

Call for proposals for priority projects

Identification of Individual Contribution of Residents

3.1.2

Monitoring of the implementation of the Community Managed Funds including disbursement of funds to community groups

Monitoring of implemented projects

IP with support of UN-Habitat and CM

Disbursement of funds for selected community groups

A3.2

Mechanism for the administration of Community Managed Funds

3.2.1

Establishment of the PSUP Community Projects Fund at neighborhood level

Community approval of the decision-making structure, operation and competence of its bodies

Monitoring Parameters Definition and Approval

3.2.2

Review proposals for community-managed projects to increase impact and ensure project sustainability

IP with support of UN-Habitat and Municipalities