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TOR Support for Preparation and Delivery of Training, Workshops and Learning Events Package 1

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Terms of Reference

Procurement of an NGO to Assist in the Preparation and Delivery of the DFGG Good Governance Knowledge & Learning Program
Package 1
Citizen engagement (planning/budgeting), Citizen Engagement (monitoring/reporting), Complaints handling, Social Accountability Forum
on behalf of the
Ministry of Interior (MOI)
Project Coordination Office and its partners with the
Demand for Good Governance Project (DFGG)
Contract No: PCO/DFGG/CQS12-01
Purchaser: Ministry of Interior (MOI), Project Coordination Office
Project: Demand for Good Governance Project (DFGG)
Funding: IDA Grant No. H4410-KH
Dated: February 27, 2012

Terms of Reference

Organization: An organization experienced in providing training, workshops and learning events related to  Good Governance
Post title: Support for Preparation and Delivery of Training, Workshops and Learning Events
Duty station: Project Coordination Office, Ministry of Interior, Phnom Penh Period of contract: 1 May 2012 - 28 February 2013

I. Background:

The Royal Government of Cambodia (RGC) has recognized the importance of strengthening governance. The RGC has also publicly recognized that "achieving good governance will require the active participation and commitment of all segments of the society, enhanced information sharing, accountability, transparency, equality, inclusiveness, and the rule of law" (RGC 2004).

The Demand for Good Governance (DFGG) Project is a response to the current RGC push for reform and is being implemented over a four-year period (2009-2013), under the general coordination of the Ministry of Interior (MOI). Conceptually, „demand for good governance‟ aims to increase the extent and ability of citizens and other non-state actors (NSAs) to hold the state accountable, and to make it responsive to their needs. In turn, DFGG enhances the capacity of the state to become more transparent, accountable and responsive to citizens.

The overall development objective of the DFGG Project aims to enhance demand for good governance in priority reform areas by strengthening institutions, promoting partnerships, and sharing lessons. This is to be achieved by supporting selected state institutions (SIs); supporting non-state actors; and promoting learning. The purpose of the Learning Program is to support the broader, gradual, and necessarily longer-term process of governance reform in Cambodia by raising awareness of and building capacity in designing and implementing DFGG activities across and beyond the institutions directly supported by the DFGG project.

The DFGG project will therefore include the following components:

  • Component 1: Support to State Institutions. The project will support the strengthening and scaling-up of programs conducted by two SIs which have committed leadership and demonstrated initial success: (i) the Arbitration Council (under the purview of the Ministry of Labor and Vocational Training); (ii) the One Window Service Offices and District Ombudsman (under the MOI).
  • Component 2: Support to Non-State Institutions. The project will strengthen the engagement of civil society and NSAs in DFGG activities by providing grant funding and capacity building assistance to NSAs. The program is administered by the Asia Foundation.
  • Component 3: Coordination and Learning. The MOI is responsible for overall project coordination of the DFGG Project; awareness raising; and capacity building for a broader range of institutions than merely those directly involved in project implementation. To this end, a Project Coordination Office has been established, which will be responsible overseeing the daily management of the project, tracking progress, ensuring timely reporting, and promoting adherence to best management practices on part of all IAs. The PCO will have three small units that will comprise government and contract staff, supported by technical advisers:

(a) Project Coordination Unit: Functions will include oversight and coordination in planning and budgeting, financial management, internal audit, procurement and asset management, and management information systems.
(b) Learning and Communication Unit: Functions will include guiding and overseeing the preparation and delivery of the annual Awareness Raising and Capacity Building, Communication and Studies Programs.
(c) Monitoring and Evaluation Unit: Assisted by the M&E research firm, the functions of this unit will include managing and supporting the M&E function across all components, developing forms/report formats to collect information on progress and performance, assisting in the development and testing tools/methods for evaluation, training M&E staff from the IAs, compiling and aggregating information from Components 1 and 2, and reporting regularly to the RGC and the Bank.

Component 3 has been structured into two subcomponents:
1) Subcomponent 3A: Coordination of Project Implementation; and
2) Subcomponent 3B: Learning.

Each IA from Component 1,2, and 3 will lead training on DFGG themes based on their area of expertise. These IA will request support from suitably qualified organizations to work in close collaboration with them in preparation and delivery of training/learning events, studies, outreach and communications. The DFGG project in connection with its key stakeholders has prepared a consolidated training plan (CTP) identifying the themes for which training/learning is required. The consolidated training plan will be implemented from January 2012 to February 2013.

For the implementation of the CTP, the MoI will also draw on the technical skills of development partners to provide services for the delivery of particular training topics. The intention is to engage a wide range of international partners, local civil society groups and government institutions. In addition several organizations experienced in providing training will be engaged to deliver the training, workshops and learning events. These organizations are expected to work closely with project implementing agencies in providing such events. This TOR covers the responsibilities for these organizations .

The list of DFGG themes included in the projects CTP include:

1. Fundamentals of Social Accountability
2. Gender for Accountability
3. Effective Partnerships in Good Governance
4. Monitoring for Results
5. Transparency and Access to Information
6. Citizen Engagement
7. Communication for Accountability
8. Complaint Handling
9. Civil Society Role in Governance
10. Sub-National Democratic Development and Accountability

This Terms of Reference invites NGOs to support the following specific themes:

  • Citizen Engagement (Planning/Budgeting)
  • Citizen engagement (monitoring/Reporting)
  • Complaints Handling
  • Social Accountability Forum

II. Objective:
The objective of this consultancy is to support 4 learning themes under the DFGG Learning Program. The purpose is to: (i) support the PCO and other IAs in their efforts to design and deliver effective training, workshops and learning events; (ii) build Cambodian NGO experience in collaborating around the delivery of the DFGG Learning Program around specific themes.

The role of the selected NGOs will vary depending on the thematic area and expertise, but the NGO will be responsible for:

1. Advising on the Cambodian context, and the most effective method to deliver the event or training.
2. Supporting the monitoring systems developed by the Bank, measuring the effectiveness of the selected methods by follow up/assessing the transfer and retention of the key messages of each learning event.
3. Providing facilitation skills to support primary workshops led by the IA, as well as the capacity to deliver a set of outreach events outside Phnom Penh.

The selected NGOs will perform their tasks working alongside designated IA and PCO counterpart staff and technical consultants so that the resulting learning events are a true collaborative effort of all stakeholders.

III. Description of Work:
a) Ensuring understanding of the Cambodia Context :
Based on the content developed by the Implementing Agency (IA), the bidder will internalize the key messages and work closely with the IA to make the training content as relevant as possible for the Cambodian reality.
The activities under this section will include:

1. analysis of the proposed learning substance by NGO staff with experience in the relevant subject area.
2. collection of existing learning materials on the topic concerned.
3. identification of real life examples in Cambodia relevant to the topic concerned to be used in the trainings.
4. testing of proposed training content on pilot target groups and suggest improvements.

b) Identification of the Effective Learning Methods:

Using its experience as a training provider the bidder will advise on effective training delivery methods to the IA for each part of the proposed learning event. The methods used will be relevant, effective, varied, simple and captivating.
The activities under this section will include:

1. analysis of the proposed learning substance by NGO
2. staff with experience in training methods.
3. identification of existing methods used with the target audience and the measured effectiveness of each method.
4. development of new, fresh, innovative training methods that capture the audience and bring across the key messages.
5. testing of proposed methods on pilot target groups and suggest improvements.

c) Running of the Learning Events:

Based on the agreed content and methods, the selected NGO will support the lead IA in the delivery of training events in Phnom Penh, and carry forward these events at the sub-national level with the support from the IA, At the end of the series of learning events the NGO will have the capacity to repeat a similar event without the support of the AI concerned.
Activities are likely to include:

1. The training of trainers in close cooperation with the lead training provider. Testing the trainers and repeating the training of trainers until the trainers can deliver the event effectively.
2. Provide support to trainers with the preparation of the venue, the training materials, hand-outs and training tools.
3. Ensure sufficient support staff (technical, administrative) is available for the trainers to ensure the effectiveness of the learning event.
4. Measurement of the effectiveness of the trainers (as opposed to the substance and methods) and implement additional training or coaching when necessary.
Cost of fieldwork will be budgeted and paid to the selected NGOs separately based on agreed extent and coverage in the field.

d) Measuring of Effectiveness:
In line with the overall M&E framework for the DFGG project, measure and report the effectiveness of the training. The measurement methods used will be reliable and simple.
The activities under this section will include:

1. A review of the M&E system of the DFGG project.
2. The testing of simple M&E methods that can deliver reliable results for effectiveness of training substance, learning methods and trainer effectiveness.
3. The implementation of the M&E methods for each Learning Event.
4. The reporting of the M&E results in a timely and understandable manner.
5. The proposal of improvements to the M&E methods as well as to the substance, methods and trainers.

IV Qualification and Experience Requirement

The bidder will have proven experience with the development, delivery and evaluation of Demand for Good Governance related training, workshops and learning events. The following qualifications will be scored as part of the pre-selection process:

1. Experience in the field of social accountability (no. of years, profile, achievements) Minimum 5 years.
2. Specific experience in the four thematic areas: citizen engagement (planning/budgeting, monitoring/reporting), complaints handling, and good governance best practices.
3. Experience in capacity building and awareness building (no. of years, staff capacity (including core staff and consultants), profile, achievements) Minimum 5 years.
4. Track record of producing quality training materials, modules and tools. Minimum 5 years.
5. Experience and qualifications of key staff proposed (at least a Bachelor Degree in relevant fields).
6. Experience in monitoring and evaluating learning development (including capacity assessments, exit surveys, data compilation) .
7. Experience in a range of methods of delivering capacity building (e.g. training, workshops, learning-by-doing) at provincial, district and village level.
8. Track record of providing services in in English, and reporting in English.
9. Track record of working with projects funded by multilateral institutions, including the World Bank, and constructive engagement with government stakeholders.
10. Bidder is registered as NGO in Cambodia.

The Bidder will be required to staff this assignment according to the scope of activities set out above. The key staff should be selected in a way that ensures that every aspect of the description of work is covered. Key staff CVs will be required in the detailed proposal.

Key staff with the following skills will have to be assigned:

1. Social Accountability and Good Governance Training Facilitator
2. Planning and Budgeting Training Facilitator
3. Monitoring and Reporting Training Facilitator
4. Complaint Handling Training Facilitator
5. Capacity building and Awareness Expert
6. Training materials design Expert

The same person can be proposed for more than one key staff position. The Bidder will state the number of person-days each key staff position will be available.

V. Timing of Deliverables

The DFGG plans to deliver a learning theme during each month of 2012. Each theme will consist of several events and each event may be delivered at several cities, provinces, districts or villages. The lead time prior to delivery is estimated to be four - five months although this will vary depending on the size and complexity of the particular training theme.. To illustrate this further, a Planning Graph is attached. (Appendix2: All Themes Timeline).

The selected NGO will work closely with the lead service provider (Implementing Agency or PCO) to prepare and deliver the learning events. For each thematic area, the bidder is expected to cooperate and coordinate with the PCO/IA on the sequencing of activities in the thematic course development.

VI. Selection Process
The selection process will be done in line with the RGC/WB procurement procedures. The details will be provided in the Request for Proposals and Request for Expression of Interest documents.

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