Institutional Consultancy-Development of a national training curriculum, required syllabi and training materials for para-social workers

TERMS OF REFERENCE (TOR) FOR INSTITUTIONAL CONTRACTORS

 

PART I   

Purpose of Assignment    Development of a national training curriculum, required syllabi and training materials for para-social workers    

 

Location of Assignment   Kigali, Rwanda

Duration of contract     5 months 

Start date     From: October 2023 To:  March 2024

Reporting to:  UNICEF & LODA 

 

Background

 

Para Social Workers (PSW) are community-based workers who play a crucial role in implementing social protection and livelihood programs in Rwanda, particularly those that comprise the components of the Vision Umurenge Programme (VUP). PSWs are tasked with providing support and assistance to vulnerable households, particularly those living in extreme poverty. The key roles and responsibilities of PSWs include:

 

(i)  PSWs are responsible for ensuring that poor households receive the support and benefits they are entitled to under Rwanda’s Social Protection system.

(ii) PSWs work closely with Graduation Clients, assisting them in selecting the most suitable graduation pathway. They provide guidance and support throughout the process to support a sustainable transition out of poverty.

(iii)     The PSWs role includes linking households to complementary services that they require. They actively follow up on any gaps or delays in service provision to ensure that households receive the necessary support.

(iv) PSWs collaborate with communities to identify and manage and mitigate opportunities and challenges in the local environment, through mentorship and coaching.

(v)  PSWs regularly visit households, allowing them to develop a deep understanding of the realities faced by poor households. They document changes in household composition, shocks, and other factors that may impact the households' ability to graduate. Empowering Graduation Clients to take ownership and lead their graduation journey is also an important aspect of their role.

(vi) PSWs actively participate in monitoring the progress of Graduation Clients and documenting lessons learned. By collecting data they contribute to adapting the Graduation system to better address the specific needs of the clients.

 

The role of the PSW is further defined across several documents, some of which are being rolled out now:

·    PSW guidelines (2018),

·    SLE Guidelines, (2022),

·    Graduation Guidelines (2023),

·    Draft Complaints and Feedback Management System Strengthening, Operations Manual (2023).

·    PSW needs assessment report produced by Transparency International Rwanda (TIR)

 

The role of the PSW is also changing as the VUP itself is currently undergoing reforms following the Cabinet of Rwanda approval of the revised VUP Programme Document and National Strategy for Sustainable Graduation in November 2022, resulting in new programmatic implementation guidelines. As such, new and existing PSWs are working in a changing environment with new systems, and require regular capacity building to ensure they are equipped with the knowledge, skills and tools necessary to adapt to changes, deliver high-quality services, and contribute to the VUP’s overall success. As such, within the context of these programmatic changes, capacity strengthening for PSWs is of high importance.

 

PSWs are volunteers who are selected from the cells in which they work and are required to have at least primary education, as well as relevant life experience. As such, the training approach and methodology need to be appropriate to build skills of people with limited formal education.

 

As front-line workers, capacity building is crucial in equipping PSWs with the necessary communication and counselling skills to engage with beneficiaries sensitively and respect their privacy and confidentiality, as well as to support and empower them. Also, whilst they can refer to more experienced colleagues for advice, PSWs need a good enough understanding of the social protection system to understand the specific needs of households, identify any gaps in their access to services to which they are entitled, and connect them with appropriate complementary services.

 

Furthermore, PSWs require capacity building to effectively monitor the progress of households, assess the impact of interventions, and report on outcomes. Training can help them develop skills in data collection, analysis, and reporting, enabling them to provide accurate and timely information to local government authorities and other stakeholders. Strengthening the capacity of PSWs ensures that they are equipped with the necessary tools and knowledge to empower vulnerable households, promote their well-being, and contribute to poverty reduction efforts in Rwanda.

 

Within this context UNICEF in collaboration with LODA seeks to enhance the capacity and performance of PSWs by developing a comprehensive training curriculum, training syllabi, and instruction and learning materials for each syllabi. Due to the complex nature of the PSW role, this consultancy requires a team of consultants and aims to assess the existing training landscape, identify gaps, and design a robust training program to equip PSWs with the necessary skills and knowledge to effectively perform their roles.

 

Objectives of the assignment

 

Within a context of the VUP programmatic change, the overall objective of this assignment is to strengthen the capacity of PSWs through the development of a comprehensive training curriculum, syllabi and training materials to enable the Government of Rwanda to equip the PSWs with the necessary knowledge, skills, and competencies to effectively perform their roles in the implementation of the program. By enhancing the capacity of the PSWs, the assignment aims to improve the quality and impact of the program, leading to better outcomes for the target beneficiaries and the communities they serve.

 

Scope of work of the assignment

 

Building on the key objective and goal of the assignment, the scope of work for this assignment covers the following:

 

a)   Comprehensive training curriculum that includes overall learning objectives, and outline of the training and its modules, and training plan.

b)   Training syllabi for each module to be conducted, including a detailed breakdown of learning outcomes, content, schedule, and delivery methodologies.

c)   Instruction and learning materials for each syllabus including a mixed methodology of presentations that can be done in person or online and practical approaches to support hands-on group work and independent exercises.

 

Essentially, PSWs need to be equipped to carry out their role as frontline workers. One of the top priorities will be for them to develop the soft skills to listen to beneficiaries and engage sensitively in a way that motivates and empowers them. They also need to know how to effectively carry out each of the tasks assigned to them in the carefully sequenced visits to households (as per the Guidelines). This is likely to require practical training, as well as a certain level of knowledge of the social protection system.

 

It is expected that practical training which maintains a focus on the tasks PSWs need to do, will need to be delivered on the following areas:

 

(i)  Induction to the role of a Para Social Worker;

(ii) Understanding the Vision Umurenge Program (VUP) and other Social Protection programmes delivery instruments and entitlements;

(iii)     Understanding poverty dynamics and empowering clients in poverty alleviation;

(iv) Practical approaches to advocacy, communication, community mobilisation, household engagement, coaching, and social behaviour change communication

(v)  Core competencies and domain skills for effective Para Social Work;

(vi) Step-by-step guide to implementing the case management approach, keeping case files and writing reports;

(vii)     Protocols and processes for reporting Domestic Violence, Gender-Based Violence (GBV), and Child and Adult Safeguarding;

(viii)    How and when to integrate complementary services for comprehensive support;

(ix) Approaches for enhancing financial literacy and promoting savings among beneficiaries;

(x)  A step-by-step guide on developing and implementing personalised graduation plans for clients;

(xi) How to facilitate access to necessary insurance mechanisms for risk mitigation;

(xii)     Key steps to facilitate and oversee asset transfers to eligible households;

(xiii)    How to facilitate skills training programs for income generation and livelihood enhancement;

(xiv)     Key steps to facilitate apprenticeships as a pathway to skill development and employment;

(xv) Step by step guide on data collection, management, and reporting for monitoring and evaluation purposes;

(xvi)     Promoting anti-corruption measures and ensuring accountability in service delivery;

(xvii)    A step-by-step guide on how to handle complaints and grievances in an efficient and client-centred manner;

(xviii)   Ensuring data protection and security in accordance with privacy regulations and guidelines.

 

 

Expected deliverables

 

The following deliverables are expected from the consultancy company:

 

To effectively produce a training curriculum, syllabi and materials as outlined above, the team of consultants will work with a small group of stakeholders, including the Local Administrative Entitles Development Agency (LODA), the Exiting Poverty in Rwanda Technical Assistance Facility (FCDO), UNICEF, GIZ and the World Bank, and be responsible for implementing a consultative process, as follows:

 

(i)  Conduct a desk review to fully understand the role of the PSW and assess existing training materials and identify areas that require further development.

(ii) Prepare an inception report outlining the proposed approach, methodologies, and timeline for the development of the national curriculum, syllabi and course materials.

(iii)     Engage key stakeholders through key informant interviews to gather insights on training delivery methodologies, key training modules, and the overall curriculum.

(iv) Prepare a comprehensive report with recommendations on the training curriculum, training content and modules, and delivery methodologies.

(v)  Develop a list of proposed training modules based on the identified needs and priorities.

(vi) Organize a validation and consultation meeting to present initial findings and gather feedback from stakeholders.

(vii)     Refine the training delivery methodology considering the high turnover of PSWs, ensuring on-demand availability of training to a large number of recipients.

(viii)    Develop and propose training materials for each syllabus, ensuring their relevance, clarity, and effectiveness for learners that require a practical approach.

(ix) Develop a plan and modules for master trainers and training of trainers to ensure the sustainability of the training program.

(x)  Develop an overall curriculum that provides a sequenced and well-designed implementation framework.

(xi) Facilitate a master training and handover of all materials to the government and institutions involved in the roll-out of the training package.

 

Proposed payment modality and timelines

 

An indicative workplan is shown below showing how the payments would be released, the deliverables may be updated by the bidders.

 

Deliverable    Timeline Payment modality   

 

Inception report, including desk review of the role of the PSW, available training materials, training needs, proposed methodology, work plan, and timeline. October   15% 

 

Brief report summarising the findings and recommendations gathered through key informant interviews and stakeholders regarding training delivery methodologies, proposed list of training syllabi, and the overall curriculum as well as provision of proposed delivery methodologies for each syllabus, the content of each syllabus and the overall curriculum

November 25%  

 

Training materials for PSWs, consisting of materials for each syllabus that has been agreed upon, in line with the agreed methodology, including online trainings that can be accessed on-demand. November 20%

 

Materials for the training of master trainers and training of trainers, for each syllabus including presentations, handouts, participatory exercises and other resources. Facilitation of a master training to transfer of knowledge and materials to government and key stakeholders. November20%

 

Overall finalised national curriculum, corresponding syllabi, and training materials providing a comprehensive way forward that ensures a practical and sequenced approach to roll-out training on a gradual basis. December     20% 

 

 

Reporting Requirements

 

The assignment will be overseen by the Local Administrative Entities Development Agency (LODA) management team, who will be in charge of approving the different deliverables and reports

 

A core team composed of staff from LODA, FCDO, UNICEF, GIZ, MINALOC, WFP and World Bank will be responsible to review the deliverables and facilitate the provision of comments to the consultants.

 

Location and Duration

 

The duration of the assignment will be from September to January 2024 and it is foreseen that the consulting team will devote an estimated 100 working days to the assignment. The bidder should indicate the number of days proposed to deliver the project.

 

The specific milestones and work plan will be reviewed and confirmed in the inception phase of the assignment. Most activities will be conducted in Kigali and if there is need to go to the field to collect information from local stakeholders, they have to include transport and other needed expenses in their bids. LODA will facilitate the team in arranging the required field visits and access to relevant people and information at country level including necessary meetings.

 

Qualification Requirements

 

The development of a national training curriculum, required syllabi and training materials shall be conducted by a qualified firm registered in Rwanda or outside Rwanda. In the submission of bids, it should be indicated clearly who is the lead consultant:

 

The team should include members with the following qualifications:

(i)  A team lead with at least 10 years of experience and team members with at least 6 years of experience in designing and implementing practical training approaches focussed on equipping people to carry out their jobs Master’s degree in Economics, Finance, Business Administration, Management, Local Economic Development, Development Studies, Agriculture and Rural Development or Social Sciences.

 

Consultancy companies will be required to propose a team that brings the following expertise and experience:

(i)  Extensive experience in designing and developing training programs, methodologies, training curricula and syllabi

(ii) Experience in the development of effective e-learning

(iii)     Strong knowledge of social assistance, community development, and capacity-building approaches.

(iv) Familiarity on how community-based volunteers/workers operate.

(v)  Excellent research, analytical, and report writing skills.

(vi) Ability to conduct effective stakeholder consultations and facilitate validation meetings.

(vii)     Experience in developing training materials and resources to support font-line programme implementation.

(viii)    Proven technical capacity in the training areas listed in the scope of work.

(ix) Knowledge of best practices for training delivery for target audiences with limited formal education and in settings with high staff turnover.

(x)  Understanding of adult learning principles and participatory training methodologies.

 

Bidders should complete the table below showing the team members who have the technical expertise in the areas stated.

 

Area of expertise required    Name of the consultants who will primarily address this area

 

-Management of similar projects    :   

-Design and development of training programs, training curricula and syllabi     :   

-Design of training delivery methodologies   :    

-Development of effective e-learning solutions     :   

-Knowledge of social assistance, community development and graduation    :   

-Establishment/management of community-based volunteer/ worker schemes     :   

-Development of training materials and supporting resources     :   

-Understanding of adult learning principles and participatory training methodologies :      

 

 

Evaluation process and methodology

 

Each proposal will be assessed first on its technical merits and subsequently on its price. In making the final decision, UNICEF and LODA considers both technical and financial proposals. The evaluation team will review the technical proposals followed by the financial proposals of the technically compliant firms (i.e those receiving 70% of obtainable points from the technical proposal). The proposal obtaining the highest overall score after adding the scores for the technical and financial proposals together, that offers the best value for money, will be recommended for the award of contract. Proposals which are considered not technically compliant and non-responsive, will not be given further consideration.

The technical proposal should include but not be limited, to the following:

a)   Request for proposals for services form (provided above).

b)   Presentation of the bidding institution or institutions if a consortium (maximum two institutions will be accepted as part of the consortium), including:

•    Name of the institution;

•    Date and country of registration/incorporation;

•    Summary of corporate structure and business areas;

•    Corporate directions and experience;

•    Location of offices or agents relevant to this proposal;

•    Number and type of employees;

•    In case of a consortium of institutions, the above listed elements shall be provided for each consortium members in addition to the signed consortium agreement; and

•    In case of a consortium, only one company must be identified as the organization lead in dealing with UNICEF.

 

c) Bidding institution’s experience and past performance

 

The consultancy company shall include examples of previous projects or assignments carried out on the design and development of comprehensive training programmes on graduation or social protection. These examples should demonstrate the consultancy company's ability to deliver high-quality results and meet project objectives effectively. The examples of previous work should include, but not be limited to, the following information:

(i)  Project or assignment title

(ii) Brief project description, including objectives and scope

(iii)     Duration of the project and the consultancy company's role

(iv) Key activities performed and methodologies used

(v)  Achievements, outcomes, or impact generated

(vi) Client or organization for whom the project was conducted

(vii)     Contact information of a reference person from the client or organization who can provide a testimonial or additional information if required

 

The consultancy company should provide a maximum of three (3) relevant and recent examples of their previous work. These examples should be selected to demonstrate the breadth and depth of the company's capabilities and experience.

All examples provided should be accompanied by relevant supporting documentation, such as project reports, evaluation summaries, or testimonials, to validate the company's claims and substantiate their expertise.

 

The evaluation of the proposals will consider the demonstrated experience and past performance as an essential criterion for the selection process. Therefore, it is crucial that the consultancy company provides accurate and comprehensive information about their previous work.

d) Methodology- the company should minimize repeating what is stated in the ToR. There is no minimum or maximum length. If in doubt, ensure sufficient detail.

e) Work Plan, which will include as a minimum requirement the following:

•    General work plan based on the one proposed in the ToR, with comments and proposed adjustments, if any; and

•    Detailed timetable by activity (it must be consistent with the general work plan and the financial proposal)

h) Consultancy Team:

•    Summary presentation of proposed experts;

•    Description of support staff (number and profile of research and administrative assistants etc.);

•    Level of effort of proposed experts by activity (it must be consistent with the Financial Proposal); and

•    CV and three referees of each expert proposed to carry out the assignment.

 

The technical proposal will be submitted in electronic (PDF) format.

 

The presence of a conflict of interest of any kind will automatically disqualify prospective candidates from consideration.

 

The Financial Proposal should include but not be limited to the following:

a)   Resource Costs: Daily rate multiplied by number of days of the experts involved in the assignment

b)   Travel Costs: All travel costs should be included separated into international flights and local travel costs. For all travel costs, UNICEF will pay as per the lump sum fixed costs provided in the proposal. A breakdown of the lump sum travel costs should be provided in the Financial Proposal.

c)   Accommodation

d)   Any Other Costs (if any): Indicate nature and breakdown.

e)   Recent Financial Audit Reports: Audits should have been carried out in the past two years and be certified by a qualified audit organization.

 

Bidders are required to estimate travel costs in the Financial Proposal. Please note that: i) travel costs shall be calculated based on economy class fare regardless of the length of travel; and ii) costs for accommodation, meals and incidentals.

 

The financial proposal must be fully separated from the technical proposal. Costs will be formulated in US$ for international companies and in RWF for national companies and should be taxes exclusive.

 

Please note: This work is funded jointly by UNICEF and GIZ. Depending on the total value of the contract, some of the experts suggested by the bidder might be funded by GIZ. The management of these experts will remain with the bidder. This will be discussed and specified at the time of contract negotiations.

 

ITEM TECHNICAL EVALUATION CRITERIA MAX OBTAINABLE POINTS  

 

1    Overall Response 5

Overall Response e.g. the understanding of the assignment by the proposer and the alignment of the proposal submitted with the ToR

1.1 Completeness of response 2

1.2 Overall concord between TOR/needs and proposal  3

 

2    Company and Key Personnel 45

2.1 Range and depth of organizational experience with similar projects 10

2.2 Proof of similar projects implemented 2

2.3 Key personnel: relevant experience and qualifications of the proposed team for the assignment 30

2.4 Company policy on Child labor, Safeguarding and Prevention of Sexual Exploitation and Abuse (articulate policies for the protection & safeguarding of children and prevention of PSEA) - mandatory   3

 

3    Proposed Methodology and Approach to the assignment 20

3.1 Work plan showing detailed implementation plan in line with the deliverables 2

3.2 Methodology 5

3.3 Suggested technologies/e-learning platforms to be used 5

3.4 Innovation approaches 2

3.5 Gender and disability considerations – As required 4

3.6 Organization commitment to Sustainability (Please provide details (including and targets and achievements) of your 3.6 organization’s sustainability management policy, management system to control sustainability issues. e.g. Environmental Management System, Social Accountability e.g your contribution to local community etc.) that covers the service required 2    

 

TOTAL TECHNICAL SCORE         70  

TOTAL FINANCIAL SCORE         30  

SUMMARY OF TECHNICAL & FINANCIAL SCORE       100 

 

Minimum technical score: 70% of 70 points = 49 points

 

FINANCIAL EVALUATION (xx points)

 

Only those financial proposals for bidders which have been technically accepted according to the above criteria will be opened. The Financial proposal will be weighted based on the clarity and appropriateness.

 

The price should be broken down for each component of the proposed work. The total amount of points allocated for the price component is 30. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g:

 

Score for price proposal X = Max. Score for price proposal* Price of lowest priced proposal

-------------------------------------------

Price of proposal X

 

The Contract shall be awarded to a bidder obtaining the highest combined technical and financial scores. Proposals not complying with the terms and conditions contained in this ToR, including the provision of all required information, may result in the proposal being deemed non-responsive and therefore not considered further.

 

Administrative issues

The contracted institution agrees to maintain the confidentiality of any information from any shared dataset and resulting from data computing and analysis. All documents and data produced and compiled by the contracted institution and consultants shall remain the property of UNICEF and shall be delivered only to the authorized official under this contract.

Logistical arrangements, operational and associated costs are to be borne by the institutional firm and therefore are to be fully costed under this proposal.

No work shall commence prior to contract approvals by both parties.

 

Project Management

The UNICEF Social Policy section will be responsible to manage the contract and will work in close collaboration with LODA as the institutional partner overseeing the assignment.

Clarifying Questions Regarding the Development of a National Training Curriculum, Required Syllabi and Training Materials for Para-social Workers RFQ ((Reference: RFQS # 9185005)

Responses

 

1.   The doc refers to the facilitation of training the trainers and to having materials available online for participants to access as needed. Can you confirm if this course is envisioned as self-paced only or a cohort and/or facilitated course, or is that recommendation part of the scope of this project?

It is expected that the training will consist of a combination of face-to-face training materials developed and at least one distance learning module, which may be self-paced or delivered as a structured programme. The approach to the provision distance learning is to be proposed to under the project taking into consideration the reality of the para-social workers who operate primarily at the community level.

2.   Can you share any insights about the anticipated length (total learning hours) for the course and how often it is planned to be run (if facilitated)?

As the terms of reference make clear there are multiple syllabi under the programme of training, some are bigger than others and the training for will inevitably take longer.  It is expected that the bidder will propose the time needed for training under each syllabus.

3.   Is there a suggested budget for the project as a whole?

The bidder is expected to make a budget estimate based on the deliverables set out in the ToR.

Aside from the development of the materials, the bidder is also expected to allocate time to facilitate one master training event.  The consultant is not expected to pay for the cost of the venue nor for the allowances for the people attending.

4.   How will the online course content be delivered to the participant? Will the content/courses be hosted by your organization on an LMS? Is providing another hosting solution part of this scope of work – or simply delivering digital learning that can be delivered via a range of platforms?

The bidder is expected to use its knowledge and expertise to make recommendations for a cost-effective delivery mechanism (but is not expected to fund its establishment.) This delivery mechanism might include an LMS with blended learning or self-paced learning and/or videos which can be watched remotely etc.

5.   If there is an existing platform, can you confirm which platform will the course be delivered via? Can you share the platform’s delivery requirements (SCORM packages, etc.)

The bidder is expected to use its knowledge and expertise to make recommendations for a cost-effective delivery mechanism (but is not expected to fund its establishment.) This delivery mechanism might include an LMS with blended learning or self-paced learning and/or videos which can be watched remotely etc.

6.   Are there any additional requirements for the course such as 508 Compliance Level or Web Content Accessibility Guidelines (WCAG) 2.1?

The bidder is expected to use its knowledge and expertise to make recommendations for a cost-effective delivery mechanism and the standards with which the courses should comply.

7.   What do you envision the eLearning content to be? Will it be manuals or PowerPoint Presentations? What level of interactivity is anticipated from the online content? What level of connectivity can be assumed for delivery of online content?

As things stand the consultant should assume that the training recipients have access to smart phones and mobile data while keeping in mind the reality of internet connectivity of para-social workers who operate primarily at the community level. Arrangements can be made for group e-learning through District video conferencing facilities.

8.   What form is the existing content in? Manuals or PowerPoint slides or something other?

The current training material is in the form of (i) manuals and (ii) power point presentations.

9.   Would you supply a subject matter expert (SME) to assist with content writing of missing content? Or is this a task you expect the provider to fulfil? And if we were to writer the content, who would review and sign off on these content pieces?

We expect that the bidders will supply their own subject matter expert.

The bidder will be supervised by a Working Group chaired by LODA and comprised of representatives from MINALOC and selected development partners. In the first instance this Working Group will provide guidance on the content.   This will be supplemented by discussions with the Central and Local Government staff, as called for by the Terms of Reference.  Refer to the reporting requirement section in the ToR (pg 5).

10.  What review cycles are prescribed for reviewing and signing off content and materials before final delivery?

The successful bidder will be supervised by a Working Group chaired by LODA and comprised of representatives from MINALOC and selected development partners. In the first instance this Working Group will approve the content.

The successful bidder will also conduct a single master training event where the material will be piloted. This may result in the need for some adjustments before submission of final training materials.

11.  Do interviews with informants need to take place in person, or could these be done virtually through online tools and platforms, such as Microsoft Teams, Zoom or Google Meet?

This will be a decision to be taken by bidder in their proposal and also depends on who you want to interview since internet connection is not accessible to every Rwandese.

12.  Do you need any videos beyond the regular instructional motion graphics? For instance, do you require live-action videos showcasing local issues? If yes, do you possess existing footage we can edit, or would you like us to arrange on-site recordings or interviews?

There is no existing footage, so the format will be a decision to be taken by the consultant, taking into account production cost and effective as a training medium

 

13.  Can we assume the language of instruction is English? Are any other languages expected?

The language of instruction is likely to be Kinyarwanda once the materials are rolled out.  However, bidders should submit their proposals and all deliverables in English and will deliver the master training in English (and make final adjustments based on feedback received). The final versions of the training materials (after approval) will be translated into Kinyarwanda after the consultancy assignment is completed.

 

How to apply:

Separate Technical and Financial offers to be sent to the following email: rwasupply@unicef.org

Deadline for submission: 04 October 2023