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Consultancy services to support the implementation of the governance and management model for Integrated Crafts Production Centers (ICPCs) At GIZ Rwanda – CLOSE: 06/07/2021

Consultancy services to support the implementation of the governance and management model for Integrated Crafts Production Centers (ICPCs)

Expression of Interest (EoI)

 Consultancy services to support the implementation of the governance and management model for Integrated Crafts Production Centers (ICPCs)

1.    Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 40 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).

Rwanda aspires to improve standards of living for all its citizens in the Vision of 2050. The Vision will be effected through a series of seven-year National Strategies for Transformation (NST1), underpinned by detailed sectoral strategies that are aimed toward achievement of the SDGs. The NST1 followed the implementation of two, five-year Economic Development and Poverty Reduction Strategies—EDPRS (2008-12) and EDPRS-2 (2013-18), under which Rwanda experienced robust economic and social performances. The growth rate averaged 7.5% over the decade to 2018 while the gross domestic product (GDP) per capita grew at 5% annually.

However, un- and underemployment is still high. With strategies like the NST 1 and the Private Sector Development and Youth Employment Strategy (PSDYES), the Government of Rwanda is promoting skills development and the creation of productive jobs. The bilateral Economy and Employment Promotion programme (Eco-Emploi) as part of the priority area “Sustainable Economic Development” of the Rwandan-German Development Cooperation is supporting these efforts. The project is implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH and commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ).

Eco-Emploi, incorporates an integrated approach of technical and vocational education and training, labor market interventions and private sector development and is implemented between January 2020 and December 2022. The programme aims at employment-intensive growth in selected economic sectors, namely wood industry, tourism & hospitality industry and film industry, with a special focus on digitalization. The economic empowerment of women, youth and persons with disabilities are a crosscutting effort in all activities of the programme. Eco-Emploi works towards achieving SDG 1 “No poverty”, SDG 4 “High-quality education”, SDG 5 “Gender equality” and SDG 8 “Decent work and economic growth”.

2.     Background of the assignment

The concept of establishing Integrated Crafts Production Centre (ICPC) (in Kinyarwanda: Agakiriro model) countrywide was decided in Rwanda‘s National Leadership Retreat held at Gako in March 2012.The retreat emphasized job creation as a high priority in order to achieve the vision 2020 target of creating 3.2 million off farm jobs. This ICPC concept was set-up to absorb the largely underemployed youth, including young graduates from Technical and Vocational Education Training institutions into a productive labor force and support them to up-grade skills and embrace innovation. Hence, the objective is to generate employment on a large scale. The government of Rwanda through the Districts has offered ICPCs’ infrastructure to host and accommodate different artisans, individuals and cooperatives from various trades; (wood working/carpentry, welding, handcrafts and tailoring, etc.) and with the support of former National Employment Program (currently NSDEPS) through Business Development Fund (BDF), some cooperatives working in the ICPC were offered a leasing package, such as wood working machines or industrial tailoring machines. Established ICPCs play a significant role in the promotion of Made in Rwanda policy and in the creation of decent and productive jobs. ICPC aims at becoming a safe and convenient modern working environment, a pleasant environment for customers that enables environment for leveraging private investment to generate jobs and support the informal sector. ICPC also benefits from the opportunities for synergy and efficient organization, which lead to the standardization of best practices and quality standards.

However, some challenges have been observed in established and operational ICPCs especially in management structure such as lack of suitable/ appropriate governance structure, absence of clear direction on how to organize and manage the centers, weak ICPC operations management, and lack of skills for members, etc.

Under the implementation of the National Employment Programme (NEP) Pillar two, now National Skills Development Employment Promotion Strategy (NSDEPS), the Ministry of Trade and Industry (MINICOM) and the Rwanda Development Board (RDB) were tasked to work with relevant stakeholders and come up with a proposed governance and management model for ICPC to cope with above mentioned challenges and ensure a successful implementation of the ICPC programme.

Upon the request of MINICOM, GIZ/Eco-Emploi programme supported the development of the ICPC governance and management model and both parties (Government institutions and GIZ) agreed to pilot it in few selected ICPCs. Since July 2019, the governance and management model is being implemented in six districts, Kayonza, Karongi, Muhanga, Bugesera, Rubavu and Rusizi. GIZ /Eco-Emploi programme supported the government to equip the piloted ICPCs with qualified managers responsible for operationalization of the centers including allocation of budget resources, policy formulation, business operations coordination, monitoring and motivating staff (and internees) and ICPCs’ members, operational costs management, good customer services, promotion of sales and marketing and develop/implement capacity building plans for ICPC operators.

The pilot phase conducted within a one-year period has shown promising results and consequently MINICOM and GIZ Eco-Emploi programme agreed to extend the support to three more districts namely Gisagara, Nyamagabe and Kirehe. This extension was also in line with synergizing the interventions with GIZ/SI Refugees programme towards economic inclusion of Refugees and Host communities’ strategy of the government. GIZ/SI Refugees programme provides entrepreneurship related capacity building to ICPCs operators and graduates from vocational training institutions in the districts hosting refugees cited above.

Recently, a national ICPC task force chaired by MINICOM analyzed the impact and sustainability of the intervention in the nine supported ICPCs and together with GIZ they decided to continue the support by focusing the available resources on seven promising ICPCs amongst the nine.

Therefore, GIZ /Eco-Emploi programme will continue the support to further implement the governance and management model for ICPCs by contracting a qualified consultancy firm /company that will facilitate, equip, assist and enable the seven (7) ICPCs managers to perform well their tasks and duties. The consultancy firm as well, will   monitor and evaluate the performance of the ICPCs Managers.

3.     Objective of the assignment

The main objective of this assignment is to support the seven piloted ICPCs to gradually acquire financial autonomy through effective management for their sustainability; thus, providing services that are substantial for increased competitiveness and economic growth of occupants (cooperatives & individual businesses).

4.     Process and methodology

The service provider will facilitate and assist seven ICPCs managers to perform well and will monitor and report on cumulative progress of activities and performance of managers to National Task Force and GIZ/Eco-Emploi programme. The service provider (consultancy firm) will also perform the recruitment services of ICPC Managers where the replacement is deemed necessary.

The service provider (consultancy firm), in order to facilitate the performance of Seven ICPCs Manager will:

  • Perform the recruitment service where the replacement of ICPC Manager is needed;
  • Propose the monthly remuneration and incentives and process their payments in compliance with national labor and employment law;
  • Facilitate the daily work of Managers by providing the necessary support to perform well their work (e.g.: logistics, Communication and transportation facilities);
  • Organize the meetings and backstopping sessions, upgrade skills for ICPCs Managers
  • Monitor Managers ‘performance and provide constructive feedback and coaching;
  • Ensure effective flow of information from the special National ICPC Task Force to Managers and vice versa;
  • Ensure adherence to legal and company policies and procedures and undertake disciplinary actions if the need arises.

The managers will be coached by the service provider (consultancy firm)in order to achieve the following objectives by the end of the contract:

  • To establish effective data collection approaches/methods in the ICPCs;
  • To elaborate and implement the ICPC annual action plan retrieved from the business plans approved at the district;
  • To collaborate with Districts and advocate for adoption and integration of the developed ICPC business and managerial plans in their action plans and budget;
  • To prepare an exit strategy plan to this support and prepare an appropriate sustainability plan for each district;
  • To plan and implement interventions related to the compliance of OHS/EHS based on the challenges highlighted in the ICPC OHS audit;
  • To continually ensure the growth of profitability for ICPC Operators and the increase of economical flow towards the Center self-financing according to the qualitative and quantitative objectives as defined by GIZ and the National Taskforce;
  • To Improve technical and managerial capacities of SMEs and Cooperatives in ICPCs;
  • To create safe, modern, standardized and well-organized centers;
  • To support ICPCs members in preparing the documentation required to access acceleration services provided by NIRDA Wood Sector Incubation/Acceleration Facility and to implement acceleration programs.
  • To collaborate with district and ICPC operators to facilitate ICPC products get access to National and local tenders and further put in place marketing strategy for products produced in the ICPC.

In addition, the service provider (consultancy firm) will develop an exit strategy to be presented and validated three months before end of contract to ensure sustainability of this model in the piloted ICPCs after the subsidized phase. The firm through the proposed exit strategy will support MINICOM and RDB to establish joint interventions aiming to timely avail and allocate the necessary budget to cover the ICPCs general management costs after the end of the assignment.

5. Deliverables

In close coordination with the GIZ/Eco-Emploi programme focal point for this assignment, the service provider is expected to perform and deliver the following tasks:

General Deliverables of the assignment

  • Recruitment report (Where necessary)
  • Periodic monthly progress reports on the progress of activities in piloted ICPCs, including monthly reports for each ICPCs, elements for the evaluation of the performance of ICPCs Managers in implementation of activities and clear recommendations for adjustments wherever needed.
  • Compiled documents and other deliverables tasked to the ICPCs General Managers.
  • Quarterly consolidated reports including presentations of results to the task force
  • Exit strategy
  • Assignment final report including a final presentation of results and way forwards

Deliverables from the general managers of ICPCs

  • A one-year detailed action plan to transform an ICPC into a self-managed and self-financed center and to promote the economic growth of all ICPC’s operators. (By the end of September)
  • Monthly updated economic data related to ICPC’s Operators;
  • A plan to ensure the conformity of the ICPC infrastructure with the OHS/EHS regulatory frameworks, keeping in consideration all GAPs identified in the ad hoc audit already executed; (By end of September)
  • Monthly reports on activities performed to support the economic growth of ICPCs Operators, including key parameters for the evaluation of their performance (including not limited to monthly/annual turnovers and rate of profit),
  • ICPC internal and external communication and Marketing strategies. (By the end of October
  • Copies of signed MoUs and contracts between ICPC‘s operators and TVET schools or other service providers;
  • Progressive weekly reports and monthly, quarterly and final cumulative reports on ICPCs activity.

Deliverables related to the exit strategy

  • A draft document of the Intervention Exit strategic plan by the end of October 2021 and its approved copy by the end of December 2021
  • Meeting minutes related to the preparation of intervention exit strategic plan;

6. Reporting and cooperation

The service provider (consultancy firm) will have a seat in Districts ICPC’s Governance board meetings and report to both the special National ICPC’ s Task Force headed by MINICOM and to the Head of Wood sector Component Manager of GIZ/Eco-Emploi programme. The service provider will work in close cooperation with the seven piloted districts (especially with the District ICPC governance Board and District Business Development and Employment Units) and with the piloted ICPCs members’ representatives, and other relevant stakeholders at the district level in order to ensure proper execution of the activities outlined in the contract.

At the end of this assignment, the full right on the documentation file is reserved to MINICOM and RDB. (Documentation file includes all the developed documents related to this assignment such as reports, managerial and business plans and guidelines, etc.) In case of any arising issues regarding the deliverables after the assignment is completed, the contracted company will be responsible and available for required support.

Tasks and Deliverables & estimated expert days

Task

Deliverables

Estimated expert days

Up to

Facilitation and follow up of implementation activities.

1.Periodic monthly progress reports on the progress of activities in piloted ICPCs, including: monthly reports for each ICPCs, Compiled documents and other deliverables tasked to the ICPCs General Managers.

2.Quarterly consolidated reports including presentations of results to the task force

3. Assignment final report

4. Evidence based documents for the Monthly payment of the remuneration and incentives for 7 ICPCs Managers.

Total:

 Up to 90 expert days

Expert 1 (45 days)

Expert 2 (20 days)

Expert 3 (25 days)

Capacity development of ICPCs Managers (Meetings and backstopping sessions to upgrade skills for ICPCs Managers)

5.     Meeting minutes

6.     Training/workshops reports

Total:

 Up to 10 expert days

Expert 1 (7 days)

Expert 2 (3 days)

Field works for Monitoring and evaluation of ICPCs Managers’ performance

7. Report on criteria and elements for the evaluation of the performance of ICPCs Managers in implementation of activities and clear recommendations.

8.Qualifying applicants are trained to complete their proposals and to implement them, if selected.

Total:

 Up to 75 expert days

Expert 1 (15 days)

Expert 2 (25 days)

Expert 3 (35 days)

Support MINICOM and RDB to establish joint interventions aiming to timely ensure the sustainability of intervention.

9. Meeting minutes related to the preparation of intervention exit strategic plan

10. An approved document of the Intervention Exit strategic plan

Total:

 Up to 15 expert days

Expert 1 (8 days)

Expert 2 (2 days)

Expert 3 (5 days)

A summary table of expected days per expert:

Expert

Number of expert days

(up to)

Expert 1 – Team Leader

75 days

Expert 2 –  Monitoring and Evaluation

50 days

Expert 3 – Supervisor

65 days

Total expected days

Up to 190 expert days

7.     Key characteristics of the service provider / consultant(s)

The service provider’s team to conduct this assignment shall be composed of multidisciplinary staff of at least three experts with the following qualifications and job-related experience:

Team Leader: Expert in coordination of project’s implementation            

  • The team leader should present at least a university degree at MSc-level in Business Administration, Laws, Project Management, Cooperatives and business management, Human Resources Management or other related fields.
  • 10 years of experience in project management preferably in business administration and management context.
  • Having led 5 comparable assignments (having at least 5 years of experience as project team leader or manager), preferably in financial management and implementation of projects.
  • The team leader should also have a minimum of 5 years working experience in development cooperation, three of which are specific to evaluation and learning.
  • Having conducted any research, study in ICPCs or worked with cooperatives and members of ICPCs in previous 3 years would be an advantage.
  • A 3 years working experience in Human resources management is also required.
  • The expert should be fluent in both English and Kinyarwanda (French is an advantage)

Expert in Monitoring and Evaluation of the project

  • M&E expert should have at least a university degree at MSc level in the social sciences with a focus on evaluation and research methods, economics, MBA and qualifications in monitoring and statistical techniques.
  • Minimum of 5 years work experience in Monitoring and evaluation of projects.
  • Minimum of 5 years in designing, coordinating and evaluating the implementation of project’s activities preferably in Business context.
  • Having conducted any activity, business or study with cooperatives organizations or companies working in ICPCs would be an advantage.
  • Having a minimum of 5 years work experience in development cooperation projects three of which are specific to projects with cooperatives organizations.
  • Proven knowledge of cross-cutting themes such gender, social inclusion.
  • Excellent analytical, communication and writing skills are required.
  • The expert should be fluent in both English and Kinyarwanda (French is an advantage)

Expert in supervision and follow up of project’s activities (Supervisor)

  • University degree at MSc-level in: Business Administration, Project Management, Cooperatives and business management, Human Resources Management or other related fields.
  • Minimum of 5 years experience in cooperatives organizations management.
  • Minimum of 5 years work experience in supervision of different projects specifically in development cooperation projects.
  • Having conducted any activity with cooperative organizations members of ICPCs would be an advantage.
  • Knowledge of the country especially the piloted districts is mandatory.
  • Proven knowledge of cross-cutting themes: gender, social inclusion.
  • Excellent analytical, synthesis, communication and writing skills are required.
  • The expert should provide 4 references from previous similar assignments.
  • The expert should be fluent in both English and Kinyarwanda (French is an advantage)

Other criteria for the service provider:

  • Being officially registered as a consultancy firm/company as required by the Government of Rwanda;
  • Having Physical address in Rwanda;
  • The Consultancy firm must have extensive experience of at least 6 years in SMEs or Cooperatives business development and management support;
  • Having conducted at least 6 similar assignments in Human resources management.
  • Having experience in dealing with ICPCs organization and management will be a strong asset.
  • Previous working experience with the ICPCs or/and ICPCs’ cooperatives members would be an advantage.

 Costing requirement

The technical assessment will consist of the technical, methodological and the company’ design (36%) as well as the personnel concept (64%) contributes in total 70% to the overall assessment, the Contractor’s price offer will contribute another 30%.The contractor shall calculate His/Her financial offer exactly in line with the quantitative requirements of the specification of inputs as follows:

  • Seven ICPC managers paid on a monthly basis with an estimated 22 number of days every month. Thus, Seven ICPCs will receive a monthly salary for nine-month period.
  • In Company’s Experts, with a cost calculated based on number of days necessary to coordinate and oversee the work of ICPC’s managers, ensure timely delivery and quality of all reports and other deliverables related to this assignment.
  • Travel costs considering a reimbursement against evidence complying with GIZ per-diem allowance in Rwanda, overnight allowance in Rwanda and Travel costs (taxi, private car).
  • Other Costs related to communications (telephone, internet).

8.     Location and timeframe of the assignment

The assignment will take place in seven pilot districts of Rwanda. The assignment will start on 1 August 2021 to 31 April 2022 (9 months), with a maximum of 190 expert days.

9.     Submission of EoI

EoI will be evaluated based on the following criteria:

  • Company or individual profile,
  • Relevant experience,
  • Company strategies to assure agility, flexibility and responsiveness,
  • Personnel and,
  • Financial offer.

 The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment.
  • The structure of the proposal must correspond to the structure of the EoI.
  • The complete technical proposal shall not exceed 15 pages (excluding CVs).

If the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment

  • It should be formatted; font type ARIAL, fond size 11, the offer should be drawn up in English language.
  • The CVs shall not exceed 2 pages per each CV
  • Company or business registration certificate
  • References and recommendations of similar works executed by the company in Rwanda or elsewhere outside of Rwanda.
  • VAT registration certificate if available
  • Latest tax clearance certificate

For the Financial Proposal:

The Financial offer indicates the contract price, supported by a breakdown of consultancy fee per day + all other costs such us (if needed) daily allowance, accommodation expenses. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for financial offer) until latest Tuesday 06 July 2021 at 4:00 pm, at the front desk of:

 

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

GIZ reserves all rights

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