Consultant(cy) to support the Country Coordinating Mechanism (CCM)

Consultant(cy) to support the Country Coordinating Mechanism (CCM)

Consultant(cy) to support the Country Coordinating Mechanism (CCM)

  • Date Posted

    2 months ago

  • Apply Before

    31 Dec, 2023

TERMS OF REFERENCE

Summary

 

Title

Consultant(cy) to support the Country Coordinating Mechanism (CCM)  with the review and update of the CCM Governance Manual and Oversight Plan

Description

SANAC seek the services of a consultant to support the CCM in reviewing and updating its Governance Manual

Questions by email only to

Beullah Mthombeni  - Beullah@sanac.org.za

Submissions by email only to

Beullah Mthombeni  - Beullah@sanac.org.za

Copied: lerato@sanac.org.za

Copied: mbali@sanac.org.za

Summary of what submission must include (Details below in the submissions section)

1. Brief proposal

2. Detailed quotation for the work

3. The CVs of the proposed consultant to undertake the work

4. Evidence of having completed similar assignment

5. Consultant/Company profile

Deadline for questions

11 December 2023

Deadline for submissions

31 December 2023

1. BACKGROUND

The South African National AIDS Council (SANAC) is a voluntary association of institutions established by the national cabinet of the South African Government to build consensus across government, civil society, and all other stakeholders to drive an enhanced country response to HIV, TB and STIs. Amongst its various objectives, SANAC mobilises resources domestically and internationally to finance the response to HIV, TB and STIs in South Africa (SA). One of the main Funders of the response against HIV, TB and STI epidemics is the Global Fund to Fight HIV, TB and Malaria (GF). The GF funding implementation and monitoring in SA is overseen by the SA Country Coordinating Mechanism (CCM).

The CCM is the embodiment of one of the GF’s founding principles that places country ownership of its fundings at the centre of its interventions. The CCM plays several key roles, including developing funding requests for the country, nominating Principal Recipients of the GF funds, and overseeing grant implementation. The CCM is an independent decision-making body comprising of five constituencies – Private Sector, Civil Society, Provincial Councils on AIDS, Development Partners, and Government. The CCM engages with other SANAC structures to enhance transparency and information dissemination. SANAC hosts the secretariat of the SA CCM at the SANAC Secretariat offices in Hatfield, Pretoria.

It is imperative that the governance of the CCM is strengthened to provide effective oversight to ensure that the Global Fund resources are mobilized, and utilized appropriately and efficiently, to achieve maximum results and the desired impact on HIV and TB. The Governance Manual is an essential tool for good practices that uphold the core principles and strengthen CCM performance. It provides a set of guidelines and procedures that govern the CCM's mandate, structure, membership, and operations. The primary audience for the manual is the CCM members (Main and Alternate members) and the members of the CCM Secretariat. The secondary audience, the Principal Recipients; Sub-Recipients, technical support providers and other stakeholders.

The CCM also has an Oversight Committee, which is a standing committee that oversees the implementation of programs, a core function of the CCM. The Oversight Committee is also governed by an Oversight Committee Plan, which will also be reviewed alongside the CCM Governance Manual.

2. SCOPE OF WORK FOR THE CONSULTANCY

2.1 Purpose and objectives

This assignment seeks to review and update the CCM Governance Manual and Oversight Committee Plan. The final document will need to include all CCM guiding documents (including guidelines) as annexures as part of the document.

  • The CCM Governance Manual and the Oversight Committee Plan are reviewed annually, with intense and thorough updates and reviews taking place sequentially with the Request for Funding submission timelines as this is a key document that will be submitted together with the request for funding.
  • The CCM is responsible for reviewing the CCM Governance Manual and the Oversight Committee Plan through its Governance Manual sub-Committee.  This is an ad-hoc committee responsible to ensure that the CCM Governance Manual and the Oversight Committee Plan are reviewed in accordance with the framework provided by the overall mandate of the CCM, the SANAC Governance Manual, the Global Fund CCM Policy and guidance. The sub-committee is selected from the CCM members represented through constituencies.
  • The CCM Governance Manual and Oversight Committee Plan reviews are submitted to the full CCM and endorsed by a two thirds majority where a quorum is met to approve the amendments.

2.2 Activities and Expected Deliverables

Activity

Deliverables

1. Conduct an initial teleconference/call/meeting with the CCM Secretariat, the CCM Co-chairs and a representative of the CCM Governance Manual Sub-Committee to agree on the sequence of activities, schedule consultation calls and request additional documentation required.

Inception report and project plan

2. Conduct the desk-top review of the CCM Governance Manual and Oversight Committee Plan. Source documents from other Countries re: Governance Manual and Oversight Committee Plan

Gap analysis of the documentation

3. Facilitate consultations with the CCM Co-chairs, CCM Secretariat & Constituencies and Members and get their feedback on their inputs and comments to the current CCM Governance Manual and Oversight Committee Plan. This process should help confirm the gap analysis and identify ways to address them.

Engagement reports

4. Align the CCM Governance Manual with the Oversight Committee Plan and SANAC Governance Guidelines, the Oversight Committee Plan, the provisions of the Global Fund CCM Policy, CCM Evolution Recommendations, the Code of Ethical Conduct for CCM Members as well as other governance and operational documents of the CCM such as the Communications strategy and protocol. Annexures to be included accordingly.

Draft 1 of the Governance Manual

 

Draft 1 of the Oversight Plan

5. Present the new CCM Governance Manual and Oversight Committee Plan update at a debrief meeting to the CCM Co-chairs, CCM secretariat, and CCM Governance Manual Sub-Committee to get their final comments and approval on the 2nd draft of the CCM Governance Manual and Oversight Committee Plan

Slide deck to utilize for presenting to the CCM

6. Process all prepared work – soft copy (both presentation and narrative) and share for processing through the sub-committee to prepare their final comments prior to CCM presentation for endorsement

Draft 2 of the Governance Manual

 

Draft 2 of the Oversight Plan

7. Present the 2nd Draft of the CCM Governance Manual and Oversight Committee Plan to the CCM Members (full members and alternates) to get their comments and endorsement a version that will be considered a final draft. Annexures to be included accordingly

Slide deck to utilize for presenting to the CCM

8. Package and share print-ready final approved documents . The final documents shall be signed off by the CCM co-chairs

Final documents and slide decks

NB: The consultant is recommended produce two versions of documents: one clean version, and one document with tracked changes.

3. SUPERVISION:

The successful applicant will report to the Executive Manager: Resource Mobilisation and Donor Coordination through the CCM Secretariat who will be the direct supervisor. The consultant will be expected to also work closely with the relevant committees of the CCM – Governance Manual review committee, Oversight Committee and Management Committee. The final approval/ acceptance of the documents is by the CCM.

4. Timeframes

The duration of the contract will be for a period of 30 days over a period of two months, that does not exceed 29 February 2024.    

5. Desired Competences, Technical Background and Experience

  • Education: Bachelor’s degree in public health, Social Sciences, public administration, governance or communication or related field. A Masters Degree will be added advantage.
  • Experience: At least 7 years’ post qualification experience, of which 3 years are in area of governance and organisational development. Strong understanding of governance and the need to ensure compliance with principles of good governance.
  • Experience: Demonstrated familiarity with the Global Fund principles and structures and the core functions of CCMs.
  • Solid editorial skills with demonstrated ability for logical and analytical writing
  • Understanding of Global Fund processes and its funding model.
  • Proven track record of delivering similar projects timeously to a high standards under tight deadlines

Competencies and special skills requirement

  • Demonstrate strong written communication, research and analytical ability, and ability to rapidly integrate information from various sources.
  • Knowledgeable of current SANAC activities including the NSP.
  • Ability to work under pressure.
  • Strong inter-personal skills and proven ability to communicate and interact with high-level officials from the government, NGOs, UN Agencies and the private sector.
  • Strong writing, presentation and communication skills.
  • Ability to handle multiple tasks simultaneously, set priorities and work independently as well as being a part of a team.

6. Conditions

  • The candidate selected will be governed by and subject to SANAC Terms and Conditions for the individual contract.
  • Travel and costs associated with consultations will be covered by SANAC.
  • The consultant will use his/her own equipment including computer to produce deliverables.
  • All communications shall be done through available and SANAC recommended virtual platforms.

7. Payment Schedule

The performance will be evaluated on timeliness, alignment with TORs, and quality of work. Payment will be made upon satisfactory completion  of all deliverables as per schedule below.

Deliverables

%

Inception report and project plan

Gap analysis of the document

Engagement reports

30%

Draft 1  & 2 of the Governance Manual

Draft 1 & 2 of the Oversight Plan

Slide deck 1 & 2 to utilize for presenting to the CCM

45%

Final documents and slide decks & upon approval by the CCM

25%

8. SUBMISSION OF PROPOSALS

SANAC

2nd Floor, Block E, Hatfield Gardens, 333 Grosvenor Street, Hatfield, PRETORIA, 0028

VAT no:  496 026 5751

Proposals must be submitted by email by no later than 17:00 on 31 December 2023.  PLEASE NOTE: No telephonic queries will be entertained by any SANAC staff member. Written questions may be mailed to Beullah@sanac.org.za copied: lerato@sanac.org.za and mbali@sanac.org.za with the heading “CCM: Governance Manual & Oversight Plan Review” in the subject line. Questions may be submitted until 08 December 2023.  Only proposals submitted by email will be accepted and reviewed – no late proposals will be reviewed.

8.1 Documents for submission

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.

9. EVALUATION OF PROPOSALS

Only submissions that meet the technical specifications in all aspects as stipulated in this terms of reference will be considered. Evaluation will be split into 3 stages:

9.i) Evaluation Stage 1: Correctness and completeness

Service Providers must provide the above documentation as specified.

Please note: The absence of the following documentation automatically disqualifies the Proposal:

  • Consultant/Company Profile
  • Proposal

9.ii) Evaluation Stage 2: Technical Evaluation

Once the proposals have been evaluated on Correctness and Completeness, an evaluation panel will allocate points (on a points scale specified per function) according to the criteria set out in the functionality table below.

Service Providers must obtain a minimum of 70 out of 100 to be shortlisted. Shortlisted service providers will be evaluated on Price & B-BBEE.

FUNCTION

RATING

POINTS

 

TRACK RECORD &

EXPERIENCE

45% of total

1. Lead Consultant’s qualifications

Scoring Guide:

15

 

 

 

Points

Qualifications

 

 

5

Bachelors Degree in public health, Social Sciences, public administration, governance or communication or related field

 

 

10

Masters Degree in Public Health, Social Sciences, public administration, governance or communication or related field

 

 

15

PhD in public health, Social Sciences, public administration, governance or communication or related field

 

 

2. For the (lead) consultant that will be responsible for signing off the recommendation report, Service Providers are to indicate the person’s years of demonstrable experience working as a consultant delivering this and other related assignments.

 

 

 

Scoring Guide:

10

 

 

Points

Years experience

 

 

1

< 1 year

 

 

3

1 – 2 years

 

 

6

3 – 4 years

 

 

8

4 – 5 years

 

 

10

6 – 10 years

 

3. Experience of the consultant/service provider team with developing governance documents, editing and preparing such for presentation to governance structures.

.

 

 

Scoring Guide:

 

20

 

 

Points

Years

 

 

0

No demonstration of years' experience

 

 

4

< 1 year

 

 

8

1 – 2 years

 

 

12

3 – 4 years

 

 

16

5 years

 

 

20

6 – 10 years

UNDERSTANDING OF GLOBAL FUND PROCESSES AND ITS FUNDING MODELS & EXPERIENCE IN GOVERNANCE AND PUBLIC HEALTH

25% of total

 

4. Solid understanding of Global Fund processes and of its funding model

 

Points

Familiarity

 

0

No understanding

 

5

Understand Global Fund processes

 

10

Understand Global Fund processes and funding models

 

Points

Knowledge

 

0

No demonstrable knowledge and no evidence

 

5

Demonstrable knowledge and 1 reference letter

 

10

Demonstrable knowledge and 2 reference letters

 

15

Demonstrable knowledge and 3 reference letters

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

iii) Evaluation Stage 3: Price

Service Provers whose proposals achieve a minimum of 70% on the above technical evaluation will be evaluated on price. Proposals that do not meet the 70% threshold will be excluded from the process. The proposal scoring will weigh 80% of the total scoring.

The pricing will be weighted at 20% of the scoring

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

BEE

20% of 100 Points

Total:

100%

 iv) Price Calculations

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

v) 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

10. APPOINTMENT OF SERVICE PROVIDERS

  • 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.
  • The Committee is not bound to accept the lowest or any proposal.
  • The proposal will be evaluated against the review matrix provided above.
  • 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.
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