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Strategic Planning Workshops for CSOs

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TERMS OF REFERENCE

Strategic Planning Workshops for CSOs

under Component 3

 

Date: 06.03.2023

1.  Background and context

The European Union Anti-Corruption Initiative (EUACI)

The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine in its efforts to reduce corruption at the national and local level through the empowerment of citizens, the civil society, businesses and state institutions. In May 2020, the EUACI entered its phase II that runs till mid-2024.

The EUACI has three components supporting anti-corruption reforms from different angles:

Component 1, supporting key state anti-corruption agencies in improving their effectiveness and independency;

Component 2, supporting selected integrity cities in the efforts to strengthen their integrity, transparency and accountability; and

Component 3, supporting Ukraine's civil society, media and business community in the efforts to increase awareness of and engagement in anti-corruption activities.

In particular, EUACI Component 3 provides grants support to the civil society, business community and investigative media for targeting anti-corruption work, promoting transparency and accountability, enhancing awareness on integrity, monitoring/advocacy and policy dialogue at the national level.

Under Component 3, EUACI provides core funding to five identified CSOs to help them achieve their long-term strategic objectives; build their institutional capacity to become sustainable and influential actors in the field; and communicate results of their work and actively engage public to their activities.

 This specific assignment concerns the engagement of core partners within the Component 3 for stregic planning sessions to help identify the challenges and synergies in the field of anti-corruption.

These Terms of Reference (ToR) provide more details about the assignment.

 Purpose

The objective of the assignment is to support strategic planning workshops to two core CSO partners according to the Terms of Reference (ToR). During these workshops for CSOs the trainer will conduct strategic planning workshops for two core CSOs partners.

Objective

In order to strengthen the capacities of core CSO partners in planning and delivering results in the anti-corruption field, the EUACI will contract a short-term expert in strategic planning and organizational development.

After consultations with Core CSO partners two of them identified need for such support – Institute of Legislative Ideas (ILI) and Regional Press Development Institute (RPDI).

Thus, we expect to organise 2 startegic planning workshops for partners, preliminary timeline – April 2023.

Each workshop will be led by the trainer, who will identify the needs, make presentations, moderate discussions, set up exercises, stimulate interaction, and collect feedback as appropriate. It is expected that the trainer will collect the best practices and provide recommendations for the further improvement after each session. Also, the trainer will provide advisory support to the participants on the issues of their strategies update.

Scope of work

The scope of work includes all the activities necessary to ensure the achievement of the objective above, including, but not necessarily limited to the mentioned above phases and activities.

The consultant will plan and carry out workshops on strategic planning under EUACI Component 3.

Specifically, the contractor will fulfill the following tasks:

-        Conduct workshop of up to 2 days duration on strategic planning for two core partners CSO - Institute of Legislative Ideas and Regional Press Development Institute;

-        Develop comprehensive workshop concepts and consult with EUACI Civil Society Expert and the management of ILI and RDPI;

-        Design the short questionnaire for CSO partners to identify expectations and needs before the workshop;

-        Analyse the expectations and the current strategic documents of the two partner CSOs;

-        Develop and approve presentations and practical exercises for strategic planning workshops;

-        After conducting workshops, provide a summary of achieved results and lessons learned as well as recommendations on possible needs of CSO partners;

-        Follow-up to the strategic planning workshops for partners and the implementation of the strategic plans and advise on the respective issues by providing not less than 1 round of consultation with each CSO partner 1-2 months after the workshops were conducted;

-        Provide the feedback on every workshop to the EUACI Civil Society Expert in order to adapt the materials which are to be used at the workshops;

-        Collaborate closely and provide regular feedback to EUACI Civil Society Expert.

The strategic planning workshop of ILI and RPDI will include the management and employees of the ILI and RPDI organisations.

Deliverables (output)

Deliverables are presented in Table 1 below along with a tentative timeline.

All deliverables are expected to be delivered in soft and hard copies unless otherwise agreed upon. Soft copies should be submitted via email to EUACI Civil Society Expert.

 

Activities

Schedule for 2023

Note

No.

 

20.03-27.03

27.03-03.04

03.04-17.04

17.04-31.05

 
  1.  

Develop workshop concepts for CSOs

x

 

 

 

To be submitted to the EUACI Civil Society Expert by email after the introductory meeting
  1.  

Develop and fine-tune the workshops agenda, curriculum and all materials for the workshops according to the needs of the target audience

 

x

x

 

To be submitted for approval to the EUACI Civil Society Expert after collecting partners’ needs. The list of documents should include: summary of identified needs; draft agenda; presentation; hand-out materials; overview of methodology to be used
  1.  

2 strategic workshops.

 

 

x

 

Workshops will be organised in coordination with the EUACI Civil Society Expert. The list of participants will be submitted in advance before the workshops.
  1.  

Final Report summarising feedback on strategic planning workshops.

 

 

 

x

The final report should be submitted in English and include annexes: concepts, agendas, lists of participants, summary and recommendations.

 
  1.  

Follow-up consultations with the CSOs to advise on respective issues of strategy development and implementation.

 

 

 

x

To be provided upon the request of the CSOs

The timeline in the table above is indicative. This output table can be reviewed in accordance to the unforeseen circumstances.

Timing, duration and place of assignment

Beginning of Contract:            20.03.2023

End of Contract:                        31.05.2023

Number of days: up 20 working days, among which the trainer will use per each workshop:

-        Up to 2 days – for consultations with partners and concept of workshops development;

-        Up to 1 day – for development of the workshops agenda and its approval with the CSOs;

-        Up to 1 day – for supporting materials development;

-        Up to 2 days – conducting workshop;

-        Up to 3 days – for consultations for CSOs on strategy development and implementation;

-        Up to 0.5 days – for providing recommendations on partners capacity building needs;

-        Up to 0.5 days – for final report development.

The place of assignment is based in Kyiv.

Payment

Payment will be made in the following two instalments:

The first payment, representing 30% of the total contract value, will be made after receiving the Contractor's work concept and a request for advance payment.

The second and final payment of 70% of the total contract value will be made upon receipt and acceptance of the final report by the EUACI Civil Society Expert and all other supporting documents, including a Final Invoice.

Payment will be based on the actual days worked, the agreed daily fee rate, and the expenses occurred by the Contractor during the period. Payment will require verification of completion of deliverables and approval by the EUACI Component 3 Expert.

Qualifications and Competence of Staff

The assignment described above is expected to be carried out by a qualified Contractor.

The Contractor has to meet a minimum the following requirements:

  • official registration as individual entrepreneur according to the legislation of Ukraine;
  • minimum 5 years of experience working with civil society organisations;
  • proven experience of providing high quality workshops on strategic planning to civil society or business organisations and receiving a high score of very satisfied participants;
  • knowledge of anti-corruption reforms and anti-corruption institutions would be an advantage.

 Bidding details

The bidder must submit the following information to be considered:

  1. The CV;
  2. Excerpt from the Unified State Register of Legal Persons and Individual Entrepreneurs;
  3. A list of similar assignments, executed in the last five years;
  4. A list of reports from strategic planning workshops with the feedback from participants;
  5. Budget for the services in EUR, inclusive of all taxes or other such charges.

How to apply

The deadline for submitting the proposals is 16 March 2023, 18:00 Kyiv time.

The proposals shall be submitted within the above deadline to [email protected] indicating the subject line “Strategic Planning Workshops”. Bidding language: English.

Any clarification questions for the bid request should be addressed to [email protected], no later than 13 March 2023, 18:00 Kyiv time.

Management and reporting

The Contractor is responsible for the timely delivery of the outputs required in the required quality and quantity for the internal management of the Contractor's team.

The EUACI will appoint a contact person responsible for the management of this assignment from the side of the EUACI, including for any correspondence with regard to the implementation of the assignment and for issues related to the agreement between the Contractor and the EUACI. The Contractor will report to and ensure that the appointed contact person is copied in on all relevant communication related to the assignment.

Following supporting documents will be submitted with the Invoice for completed services, in the original form:

•     Certificate of completed work;

•     Timesheet;

•     List of participants at events conducted, electronic scanned copy of the original;

  • Report on performed work in electronic form up to 3 pages.

The annexes of the Final Report should include:

  • Concept for strategic workshops;
  • Agenda for strategic planning workshops for ILI and RPDI;
  • Hand-out materials for the workshops, including presentations;
  • Recommendations on capacity building needs for CSO partners.

All outputs are to be delivered in written form in Ukrainian and English to [email protected] in accordance with the outputs table.

The documents elaborated shall be considered as EUACI property and shall not be used by the awarded consultant or any other legal entity or private person without prior written approval by the EUACI.