Consultancy for Training of Caretakers on “Do no Harm” (DNH) At The Colombo Plan


The Colombo Plan

Request for Proposal (RFP)

Training of Caretakers on “Do no Harm” (DNH)

The Colombo Plan Gender Affairs Programme (CPGAP) is seeking the expert services of a consultancy to conduct a training of Caretakers on “Do no Harm” (DNH) for its implementing partners based in Afghanistan. The overall objective of the training is to provide the CPGAP’s local implementing partners with practical knowledge and skills to manage shelters avoiding exposure of clients to additional risks through the Caretaker actions. Accordingly, the training will focus on:

  1. Understanding “Do No Harm”
  2. Context Analysis – “Do No Harm” applicability in CPGAP funded shelters and centres– Dividers, Connectors, Case Study
  3. Application of “Do No Harm”
  4. Conducting Field Assessment of “Do No Harm”

The participants of the training will be Caretakers of the implementing partners. The training material will need to be designed to be comprehensible for the participating personnel. Total number of participants for the training will be 35.

The training is planned to be conducted as an in-person training at a CP security approved venue for 5 days (8 hours per day). However, depending on the situation concerning the COVID-19 pandemic and/or security, the selected consultancy will be required to plan and prepare for both in-person and online training scenarios as CPGAP may be required to provide both forms of training simultaneously or change method of implementation last minute due to security issues, status of coronavirus and/or government imposed restrictions.

The Colombo Plan requests all interested consultancy firms or individuals to submit a proposal in accordance with this “request for proposal” (RFP) and in consideration of the annexed term of reference (TOR).

Your proposal, if selected, will form the basis for a contract between your firm and the Colombo Plan. Any information shared between your firm and the Colombo Plan will remain confidential.

Contents of solicitation documents: Proposals must offer services for the total requirement. Proposals offering only part of the requirements will be rejected. The Offeror is expected to examine all corresponding instructions, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Offeror’s risk and may affect the evaluation of the Proposal.

Clarification of solicitation documents: Colombo Plan will respond in writing to any request for clarification that it receives prior to the deadline for the submission of Proposals. Written copies of the organisation’s response will be sent to all Offerors.

Language of the proposal: The Proposals prepared by the Offeror and all correspondence and documents relating to the Proposal exchanged by the Offeror and Colombo Plan shall be written in the English language.**

Language of the training: will be in Dari, however, documents submitted to Colombo Plan will need to be provided in Dari and English.

The Proposal shall comprise the following components:

1. Technical Proposal, completed in accordance with clause (I),

2. Price Schedule, completed in accordance with clause (II) & (III)

(I) Technical Proposal Format

The Offeror shall structure the technical part of its Proposal according to the commonly acceptable format. The Technical Proposal will be evaluated against the criteria assisted by the following information:

(a) Proposed Approach and Work Plan

This section should demonstrate the Offeror’s responsiveness to the specification by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed; and demonstrating how the proposed methodology meets or exceeds the specifications.

(b) Capacity and Experience of Organization/ Firm

This section should describe the organizational unit(s) that will be responsible for the contract, and the general management approach towards this project. This should fully explain the Offeror’s resources in terms of personnel and other resources necessary for achieving project results. This section should also provide orientation to the organisation / firm including the year and state/country of incorporation and a brief description of the Offeror’s present activities. The Offeror should describe its experience in similar projects. The latest Audited Financial Statement should be enclosed (if the applicant is an organization)

(c) Human Resources

CVs for key personnel should be attached.

(II) Price Schedule

The Offeror shall include an appropriate Price Schedule, the prices of services it proposes to supply under the contract.

The services provided should be itemized. Please utilize the table below as a reference:

Column i. Activity

Column ii. Total Number of Days per Activity

Column iii. Expert Positions

Column iv. Number of Person Days for Each Expert

Column v. Fees for Each Expert

Column vi. Total Fees for the Activity

Activities and assigned days :

  1. Conduct a brief training needs assessment- 3 days
  2. Develop inception report- 2 days
  3. Develop training handbook and manual, methods and materials, “Do No Harm” checklist, “Do No Harm” Assessment Framework (In Dari and English)- 5 days
  4. Preparation for the training (incl. finalize possible gaps and questions in relation to manual, methods and materials, trainer allocation etc.)- 2 days
  5. Prepare session evaluations, pre and post tests and training evaluation of all participants- 2 days
  6. Training on “Do No Harm” (5-day in-person training for implementing partner staff or 10-day online training)-5 days
  7. Review and finalize “Do No Harm” Assessment Reports of the Implementing Partner Facilities- 2 days
  8. Final Report with training data pre and post testing and training evaluation and finalized code of conduct- 4 days

Total Number of Estimated Days and Total Fees for the Activity- 25 days

The Offeror must provide a detailed list of tasks to be completed to deliver training for each training topic mentioned above.

(III) Proposal Currencies

All prices shall be quoted in US Dollars.

Period of Validity of Proposals:

Proposals shall remain valid for ninety (90) days after the date of Proposal submission prescribed by Colombo Plan, pursuant to the deadline clause. A Proposal valid for a shorter period may be rejected by Colombo Plan on the grounds that it is non-responsive.**

Payment:

Payments will be made directly by Colombo Plan to the selected organization/ firm after acceptance of the invoices submitted by the organization / firm, based on the following milestones:

1st installment of 20% upon submission of the inception report;

2nd installment of 50% upon completion of the training and handover participant’s attendance roster;

3rd installment of 30% upon submission and Colombo Plan’s approval of final report.

The payments shall be made by the Colombo Plan Afghanistan Country Office in Kabul following the clearance of the final report and certification of satisfactory completion of service by Colombo Plan.

The Terms of Reference for the consultancy is attached herewith for your reference (Attachment I).

For additional information, please send an email to: cpgapproposal@colombo-plan.org.

We will provide additional information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your proposal.

Attachment I**

Terms of Reference (ToR)

Training of Caretakers on “Do no Harm” (DNH)

1. Background

The Colombo Plan for Cooperative Economic and Social Development in Asia and Pacific (more commonly referred to as The Colombo Plan) was founded in 1951 in Colombo, Sri Lanka, to serve as a cooperative venture for the economic and social advancement of the peoples of South and Southeast Asia. Today, the Colombo Plan is a globally renowned intergovernmental organization with a membership of 27 countries in the Asia-Pacific region and globally.

In May 2014, in an effort to provide support to vulnerable and marginalized women, men, girls and boys and promote a just and equitable society in collaboration with member governments and other stakeholders , the Colombo Plan Council approved the establishment of the Gender Affairs Programme (CPGAP) during the 282nd Council meeting in May 2014. Accordingly, the CPGAP focuses solely on women and children’s rights, issues, and development in Colombo Plan member countries. The CPGAP has two flagship projects in Afghanistan that are implemented through six local partner organizations.

2. Context

CPGAP supports local implementing partners that offer services to survivors of violence and trauma, ranging from accommodations to comprehensive care. In an effort to build local implementing partners’ capacity in successfully managing the shelters and caring for beneficiaries, CPGAP aims to train implementing partners’ staff to adhere to universally approved ethical and safety standards. In doing so, it is expected that the beneficiaries of shelters receive high quality services supported by CPGAP.

CPGAP is committed to maintaining and improving the services provided in its Afghanistan based project, ensuring its beneficiaries’ rights, safety, health, and dignity are protected and upheld.

3. Justification

Treatment of survivors in the acute aftermath of a violent and traumatic event is complex. Survivor’s concrete needs may vary, yet while their needs are met it is essential to prevent further trauma and re-victimization. Therefore, while undertaking or supporting an intervention that aims to assist survivors of violence and trauma, as well as prevent re-victimization, it is paramount to ensure that ethical guidelines are followed to protect the safety of both survivors and the professionals providing services or programming. This include: respect for persons, non-maleficence (minimizing harm), beneficence (maximizing benefits), and justice. Therefore, a training on the universal “Do No Harm” principle is necessary for Caretakers to ensure the survivors are attended to with the utmost care.

4. Purpose and objectives

The purpose of this assignment is to conduct a training on ‘Do No Harm’ for the Caretakers of the implementing partners to enhance their capacity to adequately serve survivors of gender based violence and trafficking in persons, consistent with “respect for persons, non-maleficence (minimizing harm), beneficence (maximizing benefits), and justice”.

Accordingly, the three main principles to guide the conduct of the Caretakers are as follows:

  • Respect: for the wishes, rights, and dignity of the survivor and be guided by the best interests of the child
  • Confidentiality: at all times, except when the survivor or the service provider faces imminent risk to her or his well-being, safety, and security
  • Safety and security: ensure the physical safety of the survivor and those who help the survivors

5. Scope of Work

The scope of work is to:

· Conduct a brief Training Need Assessment to identify the needs of the staff of selected implementation partners

· Develop the tailor-made Training Manual, Training Handbook, Methods and Materials based on the assessment findings. (Moving forward participants of the training should be able to use these tools to train the other staff in shelters/ centres.)

· Develop “Do No Harm” Checklist

· Develop “Do No Harm” Assessment Framework

· Conduct 5-day training on “Do No Harm” in managing shelters for the staff of implementing partners using the training content and materials developed. The training should focus on

  1. Understanding “Do No Harm”
  2. Background
  3. Key Concepts
  4. Examples of Using “Do No Harm” as a tool
  5. Context Analysis – “Do No Harm” applicability in shelters and centres –
  6. Understanding Dividers
  7. Understanding Connectors
  8. Case Study

(Understanding the context where “Do No Harm” needs to be applied)

  1. Application of “Do No Harm” –
  2. Programme Analysis
  3. Generate a list of Dividers and Connectors (specific to the shelters and centres)
  4. Discussion on programme details and patterns of impact
  5. Generate options for programme redesign
  6. “Do No Harm” Checklist and using the check list in the shelters and centres

(Process of applying Do No Harm in the shelters and centres

  1. Conducting Field Assessment of “Do No Harm”
  2. Introducing a tailor made Field Assessment Framework to be used for shelters and centres. (Using this framework participants can do an assessment of “Do No Harm” in their respective shelters and centres after the training programme. The Consultant can review and approve the assessments. The assessment findings and recommendations can help to incorporate “Do No Harm” in shelters and centres.

*Please note that focus of the training should be aligned with the “purpose and objectives” stipulated in this ToR.

· Design and deliver session evaluations, pre and post-tests of all those to be trained to determine the success or further training needs.

· Prepare, conduct, record and analyze findings of training evaluations on each participant to assess all aspects of the training.

· Prepare a comprehensive draft and final report which responds to the specific objectives and activities as detailed and includes the results from the pre and post tests and training evaluation and analysis and recommendations. Report to cover aspects of the training as well, inclusive of training manual and methodology of training, and quality assurance approach/plan.

· Review and Finalize “Do No Harm” Assessment conducted by all IP Participants for all AWSF Facilities.

The formal training will be provided to the following groups:

a) 30 staff of the implementing partners from AWSF

b) 5 CPGAP staff will participate as Observers

The breakdown of activities by person days is as follows:

Activity and Total Number of Days per Activity

  1. Conduct a brief training needs assessment – 3 days
  2. Develop inception report- 2 days
  3. Develop training handbook and manual, methods and materials, “Do No Harm” checklist, “Do No Harm” Assessment Framework (In Dari and English)- 5 days
  4. Preparation for the training (incl. finalize possible gaps and questions in relation to manual, methods and materials, trainer allocation etc.)- 2 days
  5. Prepare session evaluations, pre and post tests and training evaluation of all participants- 2 days
  6. Training on “Do No Harm” (5-day in-person training for implementing partner staff or 10-day online training)-5 days
  7. Review and finalize “Do No Harm” Assessment Reports of the Implementing Partner Facilities- 2 days
  8. Comprehensive Final Report which responds to specific objectives and activities as detailed and includes the results of pre and post-tests, training evaluation, analysis and recommendations. Report to cover aspects of the training as well, inclusive of training manual and methodology of training, and quality assurance approach/plan-4 days

Total Number of Estimated Days and Total Fees for the Activity – 25 days

6. Deliverables

· A brief inception report detailing how the consultant understands this assignment and providing a time bound action plan for the consultancy. Inception report needs to plan and prepare for in-person as well as online training.

· Training Manual on “Do No Harm” (English and Dari)

· Handbook on Do No Harm (In English and Dari. Need to be printed and soft copies need to be given to all participants)

· “Do No Harm” Checklist

· “Do No Harm” Assessment Framework

· Conducting the Training

· Review and Finalize “Do No Harm” Assessment Reports of the Implementing Partner Facilities (Shelters and Centers)

· A comprehensive draft and final report which responds to the specific objectives and activities as detailed and includes the results from the pre and post tests and training evaluation and analysis and recommendations. Report to cover aspects of the training as well, inclusive of training manual and methodology of training, and quality assurance approach/plan.

Note, training will be conducted in local language(s), however, documents submitted to Colombo Plan will need to be provided in Dari and English.

7. Period of consultancy

The consultancy period is for this assignment will be 25 person days from 1 May 2021 – 1 August 2021. The planned implementation period of the consultancy can be changed.

8. Reporting and administrative support

· The consultancy firm/ service provider will be contracted by Colombo Plan in consultation with the CPGAP Director.

· The consultancy firm/ service provider will work under the overall guidance of the CPGAP Director in close consultation with the Deputy Director and the Chief Programme Officer based in Kabul, Afghanistan.

· The consultancy firm/service provider will be expected to provide their own computers and work from their own office.

· All due deliverables will be submitted to the CPGAP Management – inclusive of the Director and Deputy Director.

9. Required qualifications

It is envisaged generally that the consultant firm/ service provider will have the following competencies:

· Demonstrated experience in conducting similar training activities in a difficult environment in fragile/ conflict states.

· Demonstrated experience in coaching of individual participants and adult learning techniques.

· The consultant firm is not to outsource implementation of activities to other companies but expected to have such qualified staff in house.

Specifically, the consultant firm/ service provider will provide a team of experts working together for the duration of the task, the team should comprise at least:

a. A Training Team Leader and this person will:

· Hold at least a master degree in relevant field and a background in “Do No Harm” Training.

· Have at least 5 years of experience in organizational capacity building in development settings, preferably in conducting training in “Do No Harm”.

· At least some experience as a trainer of adults in fragile/ conflict settings.

· Have excellent writing, computer and analytical skills.

The overall responsibility of the Training Team Leader is to provide oversight and quality control on the training methodology and provide guidance on the technical content and be the main channel of communication between the consultant firm and CPGAP.

b. Trainers with “Do No Harm” training experience and work experience in Afghanistan or other fragile states who can provide training of high quality to development professionals.

The trainer will:

· Have at least a bachelor degree in relevant field.

· Be able to operate in both Dari/ Pashto and English languages.

· Have at least 5 years of experience as a trainer and experience in conducting “Do No Harm” Training.

How to apply

Submission of Offers:

Your offer comprising of technical proposal and financial proposal, should reach the following e-mail address cpgapproposal@colombo-plan.org no later than 31 March 2021 at 17.00 hours (IST). Marked with: “Training on Do No Harm”

Late and incomplete applications will not be considered. Please be aware that bids or proposals emailed to Colombo Plan will be rejected if they are received after the deadline for bid submission. We advise all Offerors to send email submissions well before the deadline to prevent delays in the receipt of their application. Furthermore, please follow RFP instructions carefully as incomplete applications will be rejected as well.

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