AIDA: ToR for a Strategic Planning Consultant

Background 

The Association of International Development Agencies (AIDA) is a long-standing INGO forum of humanitarian and development organizations, which has been in existence for well over 40 years. The current Strategic Plan (2015-2016) is coming to an end and a new Strategic Planning process is being launched to develop a five-year plan (2017-2021) to ensure a longer-term strategic direction for AIDA. An evaluation/facilitated review is being undertaken in August and September 2016, which will feed into the next Strategic Plan.

AIDA

AIDA is a membership body and coordination forum of over 80 international non-governmental and non-profit organizations (INGOs) that share common values and a shared interest in promoting quality development and humanitarian programs in the occupied Palestinian territory (oPt).   

AIDA aims to be a proactive and accountable network of INGOs, which work in a coordinated and coherent way to respond to emergencies or humanitarian crises and towards sustainable and equitable development, human rights, social inclusion, poverty reduction and good governance in the oPt.

AIDA works to achieve this by addressing issues that affect members’ ability to deliver effective and accountable humanitarian assistance and development programming.

AIDA supports its members to apply a rights-based, gender sensitive, and conflict sensitive approach, focusing on advocacy and policy change addressing practices or violations of international law that create vulnerability and poverty. 

AIDA will do this by:

1. Being a collective voice of its members on issues of concern;

2. Representing AIDA Members joint interests to key decision-makers; and 

3. Coordinating and facilitating exchange, learning and resource-sharing and increasing engagement among its members. 

Scope of the Strategic Planning Process

While developing a 5-year Strategic Plan may seem ambitious, the basic elements of what AIDA, as an INGO coordination body, aims to achieve should not change significantly in the coming years unless drastic changes occur. 

The Strategic Planning process should be an inclusive one, which incorporates the views of not only AIDA members, but also of AIDA’s external partners (including, but not limited to, donors, UN partners, national NGO partners, and relevant authorities). The AIDA Executive Committee (ExCom) will be responsible for working with the consultant(s) to finalize the Strategic Plan prior to its adoption by the broader AIDA membership.

The final Plan should ideally include AIDA’s agreed vision, mission, and strategic objectives. The Strategic Plan will then be complemented ideally by 2-year plans, to better match the 2-year budget. The Strategic Plan will be reviewed periodically, to reflect any major contextual changes.

Objectives of the Strategic Planning Process

The strategic planning process should be an inclusive one, leading to a 5-year Strategic Plan agreed by the ExCom and broader membership. More specifically, the consultant(s) should ensure that the process includes, inter alia, the following elements:

1. work with the AIDA Secretariat and ExCom on the development of an engagement process with AIDA stakeholders;

2. support the AIDA Secretariat with methodology and coaching to engage various groups of AIDA stakeholders;

3. work with Secretariat and a small advisory group to integrate contributions from stakeholders to develop a draft five-year strategic Plan;

4. design and facilitate an ExCom retreat to present, shape, and validate the 2017-2021 AIDA strategy; and

5. provide all notes, photos, and results of ExCom retreat outputs to enable the adoption of the 2017-2021 AIDA Strategic Plan by the broader AIDA membership.

Methodology

The consultant(s) should propose the approach and specific data collection methods to best achieve the objectives of the Strategic Planning process. A mixed methodology is foreseen, including a review of key documents, interviews, surveys, facilitated discussions, and consultation with AIDA members and external partners. The methodology should ensure an inclusive consultation process with members and external partners (donors, UN, other humanitarian and development actors, Palestinian and Israeli civil society, government, etc.).

The methodology may make use of the Secretariat staff in terms of human resources to, inter alia, facilitate focus groups; set up meetings; take notes; and provide key documents and reports. The Secretariat will also compile and provide relevant documents and studies for review to the consultant(s).

Time Frame

Given that the Strategic Planning process will begin in September 2016 and needs to be completed by November 2016, the time frame for the process will be quite limited. It is understood that the methodology, therefore, will be limited by the time frame.

Time Frame Activity

Second half September Sign contract with consultant(s) 

Second half September Begin Strategic Planning process

Second half September to third week of October Inclusive Strategic Planning process is carried out

Last week of October Draft Strategic Plan presented to Secretariat for discussion/requests for clarification with ExCom

First week of November Draft Strategic Plan shared with AIDA members for comments and feedback by mid-November

Mid- to Late November Facilitate ExCom retreat to agree final draft of Strategic Plan

Last week of November Final 2017-2021 Strategic Plan presented to AIDA Members for approval

Budget

The consultant(s) will submit a budget with a breakdown of expected costs along with the Strategic Planning proposal. If in-country travel is foreseen, NRC/AIDA will arrange and cover the costs of such travel.

Presentation of Draft and Final Strategic Plans

The draft Strategic Plan should be submitted in writing, and presented in person, to the Secretariat and ExCom to enable substantive feedback, discussion of the draft, and clarification of any elements.

The final (narrative) Strategic Plan should be written in English, not exceed 10 pages, and should include AIDA’s vision, mission, and strategic objectives. The document should be written in a way that can be easily understood by AIDA members and external actors. 

Specifications for the Consultant(s)

The preferred candidate must have the following:

• Proven experience of facilitating;

• Good knowledge of NGO coordination/NGO coordination bodies;

• Good knowledge of humanitarian and development work, INGOs, and the local context;

• Have strong communication skills and be a strategic thinker; and

• Be fluent in English (both oral and written); Arabic is an asset. 

Submissions

Proposals to conduct AIDA’s Strategic Planning process must be submitted by COB on Tuesday, 20 September 2016 and include the following:

• A narrative proposal (maximum 5 pages) explaining how you plan to approach the consultancy; what experience you bring to the consultancy; other details that explain how you meet the criteria included in the TOR; and how you intend to ensure delivery of the objectives and final products within the timeline outlined;

• Your CV;

• A budget in USD;

• A work plan/time line;

• Examples of similar work you have undertaken, if available; and

• At least 3 references that we may contact.

REQUEST FOR QUOTATION

From: Mousa Hammad, NRC, East Jerusalem Ibn Jubir 4, Sheikh Jarrah    
Date: 29 August 2016        
No. of pages including this page: 3 plus TOR 3 pages

Subject:     AIDA Strategic Planning Process
PR Reference number: XXX

Manner of Submission: 
Please submit your quotation in accordance with the requirements detailed below by
•    Fax 02 627 5543 or 02 6261168;
•    by hand delivery to Jerusalem Sheikh Jarrah,  4 Ibn Jubir YWCA building on the 3rd floor; or
•    by email: nrc.opt.procurement@nrc.no with Cc to info@aidajerusalem.org
    
Deadline for submission of quotations is COB Wednesday, 20 September 2016 promptly. Consultants who do not submit their quotation by this deadline will not be considered. 

Requirements:
The office of the Norwegian Refugee Council invites you/your company to make a firm offer for the following items

Goods/ Services: Consultancy for a facilitated, inclusive Strategic Planning process to develop AIDA’s 2017-2021 Strategic Plan (see detailed TOR attached)

Specifications: 
Specific Phases: (see detailed TOR attached)
1.    work with the AIDA Secretariat and ExCom on the development of an engagement process with AIDA stakeholders;
2.    support the AIDA Secretariat with methodology and coaching to engage various groups of AIDA stakeholders;
3.    work with Secretariat and a small advisory group to integrate contributions from stakeholders to develop a draft five-year strategic Plan;
4.    design and facilitate an ExCom retreat to present, shape, and validate the 2017-2021 AIDA strategy; and
5.    provide all notes, photos, and results of ExCom retreat outputs to enable the adoption of the 2017-2021 AIDA Strategic Plan by the broader AIDA membership.

End product:
The end product of this consultancy should be the AIDA Strategic Plan 2017-2021 (see TOR for details on the desired characteristics and chapters)

Delivery Dates: First draft by last week of October 2016 to AIDA in Jerusalem; Final Resilience Plan by last week of November 2016 (see TOR for other delivery dates).

Your quotation should clearly indicate the following;
•    A narrative proposal (maximum 5 pages) explaining how you plan to approach the consultancy; what experience you bring to the consultancy; other details that explain how you meet the criteria included in the TOR; and how you intend to ensure delivery of the objectives and final products within the timeline outlined;
•    Your CV;
•    A budget in USD;
•    A work plan/time line;
•    Examples of similar work you have undertaken, if available; and
•    At least 3 references that we may contact
•    Your registration documents: Tax number, Tax invoices, Deduction at source certificate, Bank details

Conditions of quotation:
Payment will be made upon final completion of the deliverables.

NRC is not subject to VAT; therefore all offers should be exclusive of VAT costs. 
Suppliers must provide NRC with zero Tax Deduction at Source (TDS) certificate. If it was not zero TDS must be deducted at the certificate rate from the gross amount of payment agreed on. Please state if you can’t provide TDS certificate. Thereby, NRC will deduct TDS according to the law rate applies in different areas.

All suppliers doing business with NRC should maintain high standards on ethical issues, respect and apply basic human and social rights, ensure non-exploitation of child labour, and give fair working conditions to their staff. NRC reserves the right to reject quotations provided by suppliers not meeting these standards. 

NRC aims to purchase products and services that the minimum environmental impact. Environmental considerations form part of the NRC selection criteria, and NRC reserves the right to reject quotations provided by suppliers not meeting these standards. 

Currencies of bid and payment
All prices shall be quoted by the Bidder in USD, unless otherwise stated. Similarly, all payments will be made in USD. 

Inspection
NRC is obliged to ensure that its procurement decisions are clearly justified and documented and keeping within the Donors mandatory principles. In that regard, full and on-the-spot access must be granted to representatives of NRC, the Donor or any organisation or person mandated by it, to premises belonging to NRC or its contractors. The right to access shall include all documents and information necessary to assess, or audit the implementation of the contract


Consultant Information

(Company)Name………………………………………………

Address…………………………………………………………………………………...............

Contact person……………………………………………………………………………………

Contact Telephone number……………………………………………………………………..

Email/Fax………………………………………………………………………………………….

 

Signature……………………………………………………………………………………

Date…………………………………..…………………………………………………………

NRC reserves the right to accept or reject the whole or part of your quotation based on the information provided. Incomplete quotations which do not comply with our conditions will not be considered.