Strengthening Capacity for Data Collection and Information Management in the six JKP Counties of Kenya

Deadline

30 December 2022

The purpose of the Call for Proposal is to solicit interest from existing or prospective Implementing Partners that wish to participate in UN-Habitat operation and contribute complementary resources (human resources, knowledge, funds, in-kind contributions, supplies and/or equipment) to achieving common objectives as outlined below and subsequently agreed in an Agreement of Cooperation

Strengthening Capacity for Data Collection and Information Management in the six JKP Counties of Kenya (Mombasa, Kilifi, Kwale, Lamu, Taita Taveta and Tana River) through establishing a GIS and data system and building capacity of county staff on data management

Size of grant: USD 139,500

Purpose of CFP: This Call for Proposal (CFP) seeks to identify a suitable implementing partner that will support the county governments of Mombasa, Kilifi, Kwale, Lamu, Taita Taveta and Tana River to strengthen their capacity for data collection and information management through establishing a GIS and data system and building capacity of county staff on data management.

Submission Start Date: 09 December 2022

Submission Deadline Date and time: 30 December 2022

Submission Email: Jeremiah.Ougo@un.org with copies to Ahmed.Mohamed@un.org

Project Key Information

UN-Habitat Project title: Strengthening Capacity for Data Collection and Information Management in the six JKP Counties of Kenya (Mombasa, Kilifi, Kwale, Lamu, Taita Taveta and Tana River) through establishing a GIS and data system and building capacity of county staff on data management
Locations: Six Counties forming the Jumuiya Ya Kaunti Za Pwani (JKP)
Town/City: Mombasa, Kilifi, Kwale, Lamu, Taita Taveta and Tana River
Country: Kenya
Anticipated start date: 1^st February 2023
Estimated duration of project in calendar months: 17 months
Maximum proposed value in US$: 139,500
Lead Organization Unit: UN-Habitat, Regional Office for Africa (ROAF)

Brief Background of the Project

(State the purpose, main goal, and specific objectives of the project)

The GoBlue Project Result Area 2: Connecting People, Cities and the Ocean: Innovative Land-Sea Planning and Management for a Sustainable and Resilient Kenyan Coast is a EUR 7m project implemented by UN-Habitat and UNEP and signed between the EU and UN-Habitat (on behalf of both UNEP and UN Habitat) on 26 December 2020. The Project aims at enhancing land-sea planning and management by addressing key socio-economic and environmental challenges while stimulating benefits from the blue economy. Specific objectives of the project include: developing an integrated, ecosystem-based land-sea planning framework that guides all other spatial planning and management activities for sustainable use and conservation of the blue economy in Kenya’s 6 coastal counties - Mombasa, Kwale, Kilifi, Lamu, Taita Taveta and Tana River - under the coast regional economic block (JKP); enhancing technical and human capacity for integrated, ecosystem-based land-sea planning and management through capacity building interventions; and the implementation of pilot project activities in selected urban areas and communities of the six counties. Through these activities, the Project lays the basis of and contributes to a sustainable blue economy in Kenya.

As part of strengthening capacity of the JKP counties to manage blue economy resources in a sustainable manner, the Go Blue Project seeks to Strengthen Capacity for Data Collection and Information Management in the six JKP Counties of Kenya (Mombasa, Kilifi, Kwale, Lamu, Taita Taveta and Tana River) through establishing a GIS and data system and building capacity of county staff on data management.

Main activities and outputs

The Implementing Partner will be undertaking the main activities in close supervision of the GoBlue Project Management Unit comprising of the Go Blue Project Manager, the Go Blue Project Urban Planning Expert and the Go Blue Project Marine Environment Expert as follows (but not limited to):

Activities

Establishing one (1) GIS data center at JKP regional level

Identifying a suitable location for a Regional GIS data centre at the JKP level in consultation with the JKP Secretariat based at Jumuiya House in Mombasa
Costing and purchasing relevant equipment for a GIS data centre at JKP level
Operationalizing the regional GIS data centre at JKP level

Establishing six (6) GIS data nodes in the counties

Connecting the six GIS data nodes to the regional GIS data centre at JKP level
Costing and purchasing relevant equipment for each of the six GIS data centers e.g., plotter, workstations, a network system etc.
Operationalizing the six GIS data nodes and ensuring connectivity and linkages with the JKP level data centre
Regular maintenance of the six GIS data centers on a need-basis, and through a standing contract with relevant IT company.

Organizing a full certified course on data and information for planning and management for selected relevant county staff and JKP Secretariat staff

Developing a curriculum and concept note for the full certified course
Selecting appropriate staff from counties and the JKP Secretariat to participate in course
In consultation with relevant stakeholders, facilitate and organize graduation session for trainees

Outputs

One (1) GIS data center at JKP regional level
Six (6) GIS data nodes in the counties
Training Manual for certified course on data and information for planning and management
Graduation List

Risk Analysis

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

Risks and assumptions	Probability	Impact on project	Mitigation measures
Change in government structures and leadership at county and national level slows down project implementation and new office bearers coming into office not interested in the project	Medium	Medium	Monitor closely elections, engage and involve fully senior civil servants in the project to provide continuity and brief new office bearers early after assuming office.
County’s and industry leaders’ lack of interest in data management	Low	High	Promote best practices among county and industry leaders
Lack of interest among women, youth and other vulnerable groups to participate in the project	Medium	High	Engage key stakeholders through regular consultations with community groups and their representatives, listening to their needs and explaining the project
Lack of national government support for Go Blue	Low	High	Regular and early engagement with the government through JKP
Duplication of activities with other donor funded projects	Medium	Medium	During inception phase coordinate intervention with other donors
Lack of engagement of national government Minitries, Departments and Agencies	Medium	High	Involve Ministries, Departments and Agencies during design of activities

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

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 <provide link> 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 <provide link>
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

Strengthening Capacity for Data Collection and Information Management in the six JKP Counties of Kenya: