CONSULTANCY TO REVIEW GLOBAL FUND PRIMARY RECIPIENT (PR) SELECTION MANUAL

CONSULTANCY TO REVIEW GLOBAL FUND PRIMARY RECIPIENT (PR) SELECTION MANUAL

CONSULTANCY TO REVIEW GLOBAL FUND PRIMARY RECIPIENT (PR) SELECTION MANUAL

  • Date Posted

    2 months ago

  • Apply Before

    31 Dec, 2023

TERMS OF REFERENCE FOR THE CONSULTANCY TO REVIEW GLOBAL FUND PRIMARY RECIPIENT (PR) SELECTION MANUAL

1. BACKGROUND:

The Global Fund Country Coordinating Mechanism (GF CCM) is hosted by SANAC set up to raise funds from the Global Fund to Fight AIDS, TB and Malaria (Global Fund). As part of its function the CCM is required to nominate Principal Recipients (PR) at the time of submission of their request for funding. PRs (both government and non-government) are nominated by CCMs and are accountable to them to achieve programme objectives. PRs may implement programmes both directly and through sub-recipients (SRs). SRs receive grants from PRs to implement pre-determined packages of services, as determined by the CCM, with the request for funding. They report to PRs and their performance is critical to program success, with the PR taking ultimate responsibility for the work and performance of the SRs.

The selection process of PRs and SRs is informed by the Global Fund principles of transparency, competitiveness, equity and fairness. In selecting the PR, the CCM ensures that PRs, once confirmed, shall work with the CCM to identify prospective SRs who will be able to deliver the programmes in a cost effective and efficient manner and as designed by the CCM after consultation. The CCM is also eager to support the implementation of the Preferential Procurement Policy Framework Act, 2000: Preferential Procurement Regulations, 2017 whilst acknowledging that the Principal Recipients carry the financial and programmatic risk of poor performance of SRs. In 2017 and in 2022 the Office of the Inspector General of the Global Fund has also recommended that the country simplify its implementation arrangements to optimize implementation. The PR selection manuals will have to reflect these intentions whilst dealing with the requirements of the Global Fund for limiting financial and programmatic risk.

2. OVERALL OBJECTIVE:

The overall objective of this consultancy is to review one manual (with accompanying tools- assessment, call for proposals, application forms, evaluation tools) to guide the selection of PRs. The consultant should:

  • Detail the processes by which the CCM selects the suitable PRs– following the principles of transparency, competitiveness, equity and fairness. The process detail implementation arrangements that both meet the intentions of the CCM and the rules of the Global Fund in the manual. This will be done through engagement of the CCM to determine the refine and review the agreed principles to guide the PR process and this will be finalized once the priorities for the next GF Request for Funding are finalized (for the PR selection).
  • Review the previous processes followed and evaluate the link between actual performance and assumptions about the selection criteria. Use the lessons from this review to review the PR selection manual.
  • Leverage on the existing Transformation Frameworks from SANAC and leverage on the assessment conducted by the Governance Committee.
  • Review and revise the tools to achieve the selection process outlined in line with GF requirements and guidelines.
  • Outline a clear selection criterion for the prospective PRs– this should use objective criteria with measurement variables to be used to evaluate all areas of functioning of the PRs (financial management, programme management, programme performance etc.).This should also include a methodology of verifying information being provided as well as the development of a risk matrix to evaluate the results of the various areas being evaluated to give an overall risk profile for each PR.
  • Outline the processes and procedures to be followed in assessing the capacity development needs of PRs. The tools to achieve this should also be developed.
  • PR Selection consultant must detail the  appeals process with all the relevant documentation and forms to support this included.

3. SCOPE OF WORK AND DELIVERABLES:

The main deliverable of this work is completed high quality reviewed PR selection manual (with updated and relevant tools) which can be used by members of the CCM for PR selection (by April 2024).

Other deliverables include:

  • Conduct a desktop review of all the available documents referring to this topic (CCM governance manual; Existing GF PR and SR selection manuals and guidelines; Grant agreements, GF Country Team Management and Performance letters, Oversight Committee reports, GF Requirements of a CCM, various relevant capacity assessment tools etc.)
  • Interview different stakeholders (Global Fund CCM, civil society; Oversight Committee, previous selection committee, previous appeals committee; GF, LFA; CCM Constituencies) about the selection process and how it can be improved.
  • Leverage current and existing country transformation principles as the consultant reviews the PR selection manual
  • Gather inputs from stakeholders to be incorporated into the drafts of the manual presented to the CCM.
  • The manual development process will happen concurrently with the development of the new request for funding and  consultation process. The consultant must therefore use such opportunity to interview stakeholders.
  • Development of a presentation and shortened document that summarizes reviewed manuals in an easy-to-read format and present this to the CCM meetings until CCM endorses. It is anticipated that the PR selection manual will have to be completed and endorsed by early April 2024
  • Adjust these manuals in response to input from the CCM before finalization of the documents and all its tools.
  • Support the PR selection panel in developing PR selection adverts.
  • Support the PR selection panel and CCM secretariat in conducting briefing sessions accordingly
  • Develop scoring tools for the PR selection manual
  • Support the PR selection committee to test the scoring tools
  • Develop, submit and present draft PR selection manual that incorporates inputs from stakeholders

4. TIMEFRAME AND PAYMENT SCHEDULE:

Deliverable

Timeframe

Payment schedule

Conduct desktop review of documents

Within five days of signing the contract

20% at signing of contract

Interview stakeholders

January - March 2024

 

Circulate first draft for review by CCM

March -end 2024

 

Present final draft of reviewed PR selection manual to CCM for endorsement

Early-April 2024

Up to 30% at presentation of satisfactory first draft of PR selection manual at CCM with timesheets

Take the PR Selection Panel through the final reviewed PR Selection Panel and orientate them on use of tools

April 2024

Up to 30% at presentation of satisfactory final PR selection manual and first draft of SR selection manual at CCM with timesheets

Once PR Selection Committee has utilized the manual and the tools to select PRs

May 2024

Outstanding balance is paid

5. NOTE:

  • The level of effort expected is to be a maximum of 60 days. This will spread over six months between January to June 2024 with extensive consultations anticipated from January- March 2024, and April we anticipate that the PR selection manual to be endorsed by the CCM.
  • Work will be remunerated based on actual time worked substantiated by timesheets, high quality documents as proof of work done by the consultant, meeting attendance and participation, as approved by SANAC secretariat procurement procedures. All-inclusive costs including travel and meetings must be included in the quotations

6. QUALIFICATIONS AND EXPERIENCE

  • At least a Master’s level university degree in Public health and Social Sciences or other relevant disciplines.
  • Minimum 10 years progressively responsible professional work experience at national and international levels, including the development of strategies and manuals/evaluations with supporting tools.
  • Extensive knowledge of the Global Fund processes including requirements of PRs and SRs
  • Understanding of good governance and transformation principles
  • Extensive experience and knowledge on stakeholder engagement and management
  • Good understanding of Global Fund in-country structural arrangements
  • Strong understanding of HIV and TB programming, including the need to focus on gender issues, key populations and human rights to meet GF requirements.
  • An added advantage would be previous experience in developing similar manuals including the necessary tools such as terms of reference, briefing documents, funding applications forms, calls for proposals, advertisements, scoring of applicants using objective criteria that adequately assess the capability to provide the required services with guidance for the subcommittee that will use these etc.
  • An added advantage would be experience in developing an appeals process with the requisite documentation and tools to be used.
  • Proven track record of delivering similar projects timeously to a high standard under tight deadlines.
  • Highly proficient in Microsoft word, PowerPoint and Excel with excellent attention to details.
  • Excellent organizational, communication and facilitation skills
  • Excellent fluency in spoken and written English
  • Ability to work under pressure.

7. REPORTING TO:

Overall supervision will be provided by SANAC Executive (Operations), however routine supervision will be the responsibility of CCM Secretariat, Governance Committee and Management Committee

8. DEADLINE FOR SUBMISSION OF APPLICATIONS: 31 December 2023

9. DOCUMENTS TO BE SUBMITTED:

Section

Title

1.

Technical Proposal demonstrating ability to complete the assignment and produce a quality document as per scope of work detailed above

2.

Quotation - Price proposals should include VAT and should be fully inclusive of ALL costs to deliver the outputs indicated in the terms of reference

3.

Evidence of having completed similar assignment (can include reference letters)

4.

The CV of the proposed consultant or team to undertake the work

5.

A consultant/company profile

6.

PIN for Tax clearance certificate verification (verification will be done with SARS eFiling).

7.

Valid B-BBEE Certification:

Copy of a certificate from a SANAS accredited Verification Agency;

A signed Exempt Micro Enterprise (EME) affidavit with the required information; or

A signed Qualifying Small Enterprise (QSE) affidavit with the required information.

10. Evaluation Criteria

The selection of the best offer will be based on the combined scoring method: (the qualifications and methodology will be weighted 80%, combined with the price offer, which will be weighted 20%). A bidder with 70 or more points on technical evaluation will qualify for price evaluation. Please send your proposals to beullah@sanac.org.za    

Stage 1: Technical Evaluation

ELEMENT

Rating

Maximum Score

Total

 

 

 

 

Detailed Technical proposal demonstrating a clear process and methodology with intermediate and final outputs, identified timeframes/milestones, and management of the Project for delivering high-quality products in line with the TORs:

Addressed poorly = 1 point

Addressed but with limitations= 2 points

Addressed adequately = 3 points

Adequately addressed with advanced understanding in some areas = 4 points

Extensively addressed (well-articulated proposal with achievable timelines) = 5 points

 

 

 

 

 

 

40

Demonstrated experience and knowledge in Developing and Reviewing Governance Documents:

No relevant knowledge and experience on financial management (less than 1 years’ experience) = 0 point,

Has limited knowledge and experience on financial management (two to four years’ experience) = 1 points,

Has knowledge, but has no experience on financial management (three to four years’ experience) = 2 points,

Has limited knowledge and experience in financial management (four to six years’ experience) = 3 points,

Has relatively good knowledge and experience in financial management (six to eight years’ experience) = 4 points

Has over eight years of knowledge and experience in financial management = 5 points

 

 

 

 

 

 

30

Qualification in Public Health or Social Sciences: 

Certificate in Public Health or Social Sciences with 0-to-1-year in developing and reviewing relevant governance documents= 0 Points

Diploma in Public Health or Social Sciences with 1 to 3 years’ in developing and reviewing relevant governance documents = 5points

Degree in Public Health or Social Sciences with 4 to 8 years’ in developing and reviewing relevant governance documents = 5points

Master’s Degree or above in Public Health or Social Sciences Degree over 8  years’ relevant HIV/TB & STIs experience =  20 points

 

 

 

 

 

 

20

Demonstrated track record in having done similar work i.e., reviewing or developing key governance documents for the CCM.

Points 2= 1 References Valid (within last five years)

4= 2 references (valid within the last five years)

6= 3 references valid within the last five years

8 = 4 references valid within the last five years

10 = 5 references valid within the last five years

 

 

 

 

 

 

10

Functionality Stage 1

 

 

 

 

 

100

 

Stage 2: Bidders who obtained 70 on Functionality will be evaluated on Price & BEE using preference point system of 80/20 as per the below table:

Preference point system (80/20)

Weighting percentage

(Must add up to 100 %)

Price

80% of 100 Points

Black Economic Empowerment (BEE)

20% of 100 Points

Total:

100%

 11. Price Calculation

A maximum of 80/20 point system has been allocated to this bid on the following basis:

                                    Where

                                    Ps     = Points scored for price of bid under consideration

                                    Pt      = Price of bid under consideration

                                    Pmin = Price of lowest acceptable bid

12. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR

In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of Contributor

Number of points

(80/20 system)

1

20

2

18

3

14

4

12

5

8

6

6

7

4

8

2

Non-compliant contributor

0

13. APPOINTMENT OF SERVICE PROVIDERS

i) A SANAC & CCM constituted evaluation panel will evaluate the submissions and select the service provider. The Committee reserves the right to request any, or all, of the service providers to meet to clarify their proposal.

ii) The Committee is not bound to accept the lowest or any proposal.

iii) The proposal will be evaluated against the review matrix provided above.

iv) The Committee may, entirely at its discretion, decide to:

  • Award contracts to different service providers for different sections of the scope of work.
  • Award contracts for particular sections of the scope of work, but invite new proposals for other sections of the work.
  • Delay the award contracts for certain sections of the scope of work (taking into account, inter alia, timing of funding availability).
  • Make award of contracts subject to such conditions as SANAC may determine at the stage of awarding the contracts.
  • Commission the work in two phases should it become evident that this is necessary.   
  • Review and modify the evaluation criteria.
  • Not award contracts.
Skills
Communication Leadership
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