TERMS OF REFERENCE FOR A CONSULTANCY TO DEVELOP AN INTEGRATED DATA MANAGEMENT SYSTEM
1.0 The African Enterprise Challenge Fund
The AECF is a development institution which supports businesses to innovate, create jobs, leverage investments and markets in an effort to create resilience and sustainable incomes in rural and marginalized communities in Africa. Launched in 2008, the AECF has mobilized over US $310 million to date, leveraging more than US $580 million in matching capital and improving the lives of more than 13 million people in 2016 alone through jobs and increased household incomes. The AECF has so far supported 257 companies in 24 countries in sub-Saharan Africa across 40 value chains in our focal sectors of agribusiness and renewable energy.
In the new 2018-2020 strategy, our goal is to “double our impact in half the time”. To achieve this, we will continue to focus on the agribusiness and renewable energy sectors, increase support to climate-smart technologies, refine our challenge model, expand regional presence, deepen focus on gender, youth and employment by expanding our products and partnership approach to better meet our investees’ current needs; and ensure they rapidly scale and transition to external financing and sustainability thereby attaining our vision of ‘A Prosperous and Enterprising Rural Africa’.
Since 2012, AECF has provided investment support, worth (US$131m) to a cluster of 78 businesses in across Sub-Saharan Africa focusing on either renewable energy or adaptation to climate technologies. The businesses have experienced a number of challenges and technical assistance is expected to help address these in the growing portfolio. Since the inception, The AECF through REACT has provided investment support (US $63m) to a cluster of 58 businesses in across East Africa, focusing on renewable energy or adaptation to climate change technologies (REACT) and agribusiness. Some of the businesses have experienced several challenges and the AECF is providing technical assistance to help in addressing those challenges and improve the performance of the respective businesses.
2.0 WildEnergy Africa Limited
WIDENERGY is a women-led enterprise established in 2016 focused on the last mile distribution of energy resources in rural and peri-urban areas in Zambia. WidEnergy is using the AECF award/funding to distribute affordable home solar systems through sales agents is on PAYG. The agent’s packages include a commission structure which allows them to push sales generations, which increases sales for the company and better commissions They aim to reach 43,225 households and 2,275 SMEs by 2023.
3.0 Purpose and Deliverables of the Assignment
The objective of the assignment is to work with the WidEnergy team to develop a comprehensive data collection, data analysis, results measurement and impact reporting system that is well integrated into their existing system. This will help them to have a seamless data management system that will enable them to generate the reports required by AECF, as well as their performance measurement/tracking. The consultant will also build the capacity of the team to fine-tune their strategy for managing for impact in a sustainable way.
3.1 Specific Duties and Responsibilities of Consultant
a) Work with the company to detail a comprehensive strategy on how to enable successful integration of data collection, M&E, results measurement and reporting.
b) Introduce department and company level KPIs and train all staff on how KPIs will be linked to employee evaluations.
c) With close coordination with senior management, develop a database of sub-KPIs, performance metrics and other indicators that will feed into the company’s major KPIs like Sales and Repayments, AECF Impact indicators etc.
d) Implement management systems that will allow staff to access and analyze relevant data and performance metrics
e) Train the staff in M&E, data analysis and results/impact reporting in line with AECF metrics and requirements
f) Develop an integrated system that captures all the required data for impact analysis, reporting, business performance tracking and dashboards.
g) Implement a comprehensive strategy on stock reporting and tracking, how to carry out regular physical warehouse checks and inventory, prepare all procedures and necessary steps for commodity and inventory, monitor the quantity and quality of commodity stored, assess the availability of space and prepare stocking/storage plans before programming/contingency commodities arrivals and regular stock reports and stock positions
h) Work with managers on how to manage personnel on harnessing their strengths in line with their KPIs.
3.2 Outputs and Reporting Requirements
Comprehensive TA delivery report, detailing:
a) Revised Results Measurement framework and beneficiary model
b) Tools for capturing and analyzing data for results measurement in a sustainable and cost-efficient way
c) Strategy on how integrated data and M&E metrics measurement will benefit the company
d) An integrated system capturing all data for impact analysis, reporting, presentation and business performance tracking.
e) Training report
4.0 Duration of Service
The duration of the service will be 20 man-days spread over 3 months. This service is expected to commence on 1stMay 2020.
5.0 Proposal Submission
Qualified consultants (individual or institutional consultants) are invited to submit the proposal that includes the following:
a) Qualification and experience of the individual/institution.
b) Approach and methodology to undertake this assignment.
c) Previous experience in similar assignment(s).
d) Detailed financial budget (in USD) and work plan.
e) Technical and Financial proposals will need to be submitted asseparate documents.
• A specialist in Data Analysis, systems integration and M&E, with a Master’s degree in Monitoring and Evaluation, Statistics or equivalent
• At least 7 years’ experience in the field.
• Experience in development of results measurement tools and frameworks for companies in the renewable energy sector
• Preferably warehousing experience
The consultant will be accountable to AECF Programme Manager
The AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure VAT, at 16%, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position with regards to provisions of Kenya tax legislation when developing their proposals.
9.0 Evaluation Criteria
An evaluation committee will be formed by the AECF and shall include employees. All members will be bound by the same standards of confidentiality. The vendor should ensure that they fully respond to all criteria to be comprehensively evaluated.
The AECF may request and receive clarification from any Vendor when evaluating a proposal. The evaluation committee may invite some or all of the Vendors to appear before the committee to clarify their proposals. In such event, the evaluation committee may consider such clarifications in evaluating proposals
In deciding the final selection of qualified bidder, the technical quality of the proposal will be given a weighting of 70% based on the evaluation criteria. Only the financial proposal of those bidders who qualify technically will be opened. The financial proposal will be allocated a weighting of 30% and the proposals will be ranked in terms of total points scored.
The mandatory and desirable criteria against which proposals will be evaluated are identified in the table below.
Key Areas for Evaluation/ Assessment
i)An understanding of the consultancy requirements;
· Demonstrate understanding of the assignment -5
· An in-depth understanding of M&E and Data Analysis -15
ii) Methodology and work-plan for performing the assignment:Demonstrate a capacity to deliver the task(s) within a realistic timeline, based on the consultancy days designated per task-25
iii)Relevant services undertaken by the bidder in the past engagements:Demonstrate relevant experience-20
iv)Detailed reference list indicating the scope and magnitude of similar assignments:
· Letters of reference from past customers or associates to the lead consultant or the consulting organization-10
· Registration and other relevant statutory documents (applies to institutional consultants)-5
b)Financial Proposal:Clarity, relevance, reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax)-20
AECF reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.
How to apply
To be considered, your proposal reference “M&E AND DATA ANALYSIS EXPERT-WIDENERGY” must be addressed to email@example.com and received byFriday, 10thApril 2020, 5:00 PM EAT.