ANNEX II: TERMS OF REFERENCE by P1OBWG

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									                                                        ANNEX II: TERMS OF REFERENCE

Programme:                                BizClim (10 ACP RPR 15)

Country/Region:                           ECOWAS

Project title:                            Facilitating private sector investments in ECOWAS e-school initiative

Source of Financing:                      10th EDF - First programme estimate

Activity nº:                              WP1.10.1-2.020

Type of contract:                         Fee-based

1.    BACKGROUND INFORMATION ...........................................................................................................3
      1.1.       Beneficiary country .....................................................................................................................3
      1.2.       Contracting Authority ..................................................................................................................3
      1.3.       Relevant background .................................................................................................................3
      1.4.       Current state of affairs in the country and relevant sector ..........................................................4
      1.5.       Related programmes and other donor activities: ........................................................................4
2.    OBJECTIVE, PURPOSE & EXPECTED RESULTS ..............................................................................5
      2.1.       Overall objective .........................................................................................................................5
      2.2.       Purpose ......................................................................................................................................5
      2.3.       Results to be achieved by the Consultant ..................................................................................5
3.    ASSUMPTIONS & RISKS......................................................................................................................6
      3.1.       Assumptions underlying the project intervention ........................................................................6
      3.2.       Risks ...........................................................................................................................................6
4.    SCOPE OF THE WORK ........................................................................................................................6
      4.1.       General .......................................................................................................................................6
      4.2.       Specific activities ........................................................................................................................7
      4.3.       Project management ................................................................................................................18
5.    LOGISTICS AND TIMING ....................................................................................................................19
      5.1.       Location ....................................................................................................................................19
      5.2.       Commencement date & Period of implementation ...................................................................19
6.    REQUIREMENTS ................................................................................................................................19
      6.1.       Personnel .................................................................................................................................19
      6.2.       Other experts ............................................................................................................................21
      6.3.       Support staff & backstopping ...................................................................................................22
      6.4.       Office accommodation ..............................................................................................................22
      6.5.       Facilities to be provided by the Consultant ...............................................................................22
      6.6.       Equipment ................................................................................................................................22
      6.7.       Incidental expenditure ..............................................................................................................22
      6.8.       Expenditure verification ............................................................................................................24




ACP Business Climate Facility (BizClim)                                                                                                   Tender Dossier
10 ACP RPR 015                                                                                                                       Terms of Reference
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7.   REPORTS ............................................................................................................................................24
     7.1.      Reporting requirements ............................................................................................................24
     7.2.      Submission & approval of reports ............................................................................................25
     7.3.      Number of report(s) copies .......................................................................................................25
8.   MONITORING AND EVALUATION .....................................................................................................26
     8.1.      Definition of indicators ..............................................................................................................26
     8.2.      Outcomes .................................................................................................................................26




ACP Business Climate Facility (BizClim)                                                                                            Tender Dossier
10 ACP RPR 015                                                                                                                Terms of Reference
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1.   BACKGROUND INFORMATION


     1.1.     Beneficiary country

The beneficiaries for BizClim assistance are all 79 ACP States, ACP Regional Economic Communities, ACP
governments, representatives of the private sector in ACP countries, representatives of EU-ACP business fora, in
addition to the ACP Group, the European Commission and the European Investment Bank (EIB).
For this specific project, the “beneficiary” is the Federation of West African Chambers of Commerce and
Industry (FEWACCI), who will be referred to as the Lead Applicant, and countries covered are those belonging to
the Economic Community of West African States (ECOWAS).

     1.2.     Contracting Authority

The BizClim facility is a programme of the ACP Secretariat, funded by the European Union through the 10 th EDF.
The General secretariat of the ACP Group is the contracting authority of the BizClim Programme. The Secretary
General of the ACP Group is the Regional Authorising Officer. He partially delegated his powers for the
management of contracts below 200.000 EUR to the Imprest Administrator and the Imprest Accounting Officer in
the framework of direct labour operations of the programme estimates related to BizClim.

     1.3.     General background

BizClim aims at fostering a business-enabling environment in ACP countries and regions by improving legislation,
institutional frameworks and financial measures relating to the enabling environment of the private sector.
The Cotonou Agreement, signed on 23rd of June 2000 in Cotonou, Benin, provides support to 77 countries in the
three ACP zones for a twenty-year period. Its main purpose is to eradicate poverty and integrate the ACP Group
into the multilateral trading system. The Cotonou Agreement also provides an important role for non-state actors,
including the private sector.
Economic and trade partnerships are one of the pillars to the Cotonou Agreement. Recognizing the private sector
as an integral partner in development, the Agreement complements the integrated EC strategy for private sector
development (PSD), offering a unified approach to delivering policies and programmes to support the private
sector.
The ACP Business Climate Facility takes a further step forward in PSD strategy and policy development in the
ACP countries. Its emphasis is on promoting environments within which the private sector can grow. Within this
context, the Facility focuses on fostering an enabling environment in which it can play a major role.
The first phase of BizClim was launched in April 2006 with a total budget of 20 million Euros for a period of 4
years. The second phase started in August 2010 for 2 ½ years and a total budget of 10 million Euros.
The Facility is demand-driven. Requests for assistance are launched through tenders.
It is important to highlight that Bizclim provides technical assistance. The beneficiaries of the projects
implemented through BizClim will not receive any funds for compensating the practical costs of their
involvement. Hence, the beneficiaries should be consulted but in no case requested to take any concrete
action unless specifically authorized and agreed. It is for the Contractor to consider recruiting any
necessary personnel in the country or countries concerned by the project.




ACP Business Climate Facility (BizClim)                                                     Tender Dossier
10 ACP RPR 015                                                                         Terms of Reference
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      1.4.     Current state of affairs in the country and relevant sector

Between 2004 and 2009 sixteen African governments (Algeria, Burkina Faso, Cameroon, Egypt, Gabon, Ghana,
Kenya, Lesotho, Mali, Mauritius, Mozambique, Nigeria, Rwanda, Senegal, South Africa and Uganda); and a
consortium of fifty private sector companies organized into five groups led by AMD, Cisco, HP, Microsoft and
Oracle, partnered with the NEPAD e-Africa Commission to demonstrate the best practice concept of a NEPAD e-
School by implementing over 80 community schools in the 16 countries. A business plan was developed with a
framework of practice and draft plans for the countries involved in the project. In April 2008 NEPAD e-Schools
stakeholders gathered in Johannesburg, South Africa for a conference where they resolved to adopt the business
plan as a broad framework for a massive rollout of NEPAD e-Schools. Permanent Secretaries / Directors’ General
from the participating countries resolved to transform 50% of their secondary schools into NEPAD e-Schools by
2015. It is pursuant to the efforts made by this private public partnership to achieve these resolutions that this
funding request has been prepared.

A number of demo projects were implemented in the ECOWAS Region including pilots in schools in Ghana,
Senegal, Burkina Faso, Nigeria, Mali etc. The Demo project has caused a realisation that the e-Schools initiative
must at some point involve the private for it to be successful. As at the end of the demo project a number of the
donor agencies have exited out of the initiative with the expectation that beneficiary schools will continue to fund
the initiative. The costs to the schools have proved exorbitant and unsustainable. The Demo project appears to
have triggered a process of “re-conceptualisation” of the NEPAD e-Schools Initiative, not in terms of the end
results that the Heads of Governments have articulated for the programme, but of the means through which to
achieve them. Drawing on key lessons from the demo and from best practice worldwide, our proposed approach is
holistic and can be implemented stage-wise.
Drawing on key lessons from NEPAD e-school initiative and from best practice worldwide, a Public-Private
Partnership model has been built into the e-school Initiative. This will help tackle some of the challenges and
constraints experienced in the NEPAD demonstration project. These include finding the most feasible cost model
by which schools can be financed by Banks and other Leasing Companies for ICT equipments, applications and
maintenance. This proposal seeks to contribute to improved education infrastructure to facilitate trade, regional
integration and the smooth and gradual integration of the region into the world economy. Specifically the proposal
aims to create an enabling environment for private sector investments in the implementation of an ECOWAS e-
school initiative. A number of expected results include development of financial models and connectivity options
for rolling-out of the e-school initiative, awareness-raised amongst ICT, trade and educational stakeholders on the
importance of private –public partnerships to the initiative, a business model for private sector investments in the
education sector.


      1.5.     Related programmes and other donor activities:

BizClim is operating along side with intra-ACP EDF Cooperation Programmes that address constraints of the
private sector, in particular with:
 Pro€Invest, aiming at strengthening intermediary organisations in order to support the services they provide
    to enterprises,
 EU/ACP Microfinance programme, supporting ACP financial business service providers and financial sector
    development,
 EIB –Investment Facility, which is the biggest source of investment finance in Sub-Saharan Africa,
 CDE which supports the implementation of private-sector development strategies in the ACP countries by
    providing non-financial services to ACP companies and businesses and support joint initiatives set up by
    economic operators of the Community and of the ACP States. A joint ACP-EC task force has been set up to



ACP Business Climate Facility (BizClim)                                                       Tender Dossier
10 ACP RPR 015                                                                           Terms of Reference
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       reassess its role; therefore it would be better to have clear outcomes before investigating possible further
       collaboration with the proposed programme.
 ACP MTS Programme, which supports the ACP governments in their effort to integrate multilateral trading
       system.
 TradeCom, which supports ACP governments on trade issues, specifically on EPA negotiations.
The Programme is conceived as complementary to national and regional indicative programmes and to intra-ACP
programmes. The programme will benefit from these programmes' experience and inputs. The synergies and
complementarities with all these programmes will be pursued during the implementation of this assignment,
including as far as possible with possible interventions undertaken with the support of other donors.


2.      OBJECTIVE, PURPOSE & EXPECTED RESULTS


        2.1.     Overall objective

The overall objective of the project of which this contract will be a part is as follows:
To promote reforms in macroeconomic policy, improve legislation, the institutional setup and financial measures
(the rules of the game) relating to the enabling environment of the private sector in ACP countries and/or regions.

        2.2.     Purpose

The purpose(s) of this contract] is/are as follows:
Key stakeholders empowered (in terms of knowledge, capacities and analysis) in undertaking business
environment reforms and creating more favorable business and investment conditions. More specifically, the
project will lead to better knowledge of e-schools investment opportunities in the ECOWAS region and
identification of options and actions for enhancing policies in favour of these investments. Success of the project
will be measured notably by the successful validation of new e-school Public-Private Partnership (PPP) model and
the preparation of a roadmap for implementing a concrete action plan, the number of participants from RECs,
governments and the private sector in the validation conference, and the relevance, applicability and accessibility
of study and consultations. The PPP model should help tackle some of the challenges and constraints
experienced in previous demonstration projects. These include finding the most feasible cost model by which
schools can be financed by Banks and other Leasing Companies for ICT equipments, applications and
maintenance.

        2.3.     Results to be achieved by the Consultant

The results are presented in chronological order:
    A 2-day Public-Private Dialogue Forum held in Accra (Ghana), bringing together at least 100 participants (70
     Regional, 10 International and 20 Local) to discuss a new e-school Public-Private Partnership (PPP) model.
    A new e-school PPP model is finalized and a roadmap for implementation of the model in the ECOWAS
     region is drafted.




ACP Business Climate Facility (BizClim)                                                          Tender Dossier
10 ACP RPR 015                                                                              Terms of Reference
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3.    ASSUMPTIONS & RISKS


      3.1.     Assumptions underlying the project intervention

The success of this intervention will hinge on the willingness of key stakeholders from both the private sector
and the public sector to get involved actively in the proceedings of the Forum and to commit themselves to the
implementation of the new e-school PPP model and the readiness of donors to support the initiative. This
perceived risk will be mitigated by an appropriate preparation ahead of the validation conference.

      3.2.     Risks




4.    SCOPE OF THE WORK


      4.1.     General


4.1.1. Project description

The action consists of holding A 2-Day Forum will bring together 100 participants (70 Regional and 10
International and 20 Local) to discuss the role of the Private Sector in the implementation of the ECOWAS e-
school initiative and to validate a PPP model for the roll-out of the initiative across the region. This will help tackle
some of the challenges and constraints experienced in the NEPAD demonstration project. These include finding
the most feasible cost model by which schools can be financed by Banks and other Leasing Companies for ICT
equipments, applications and maintenance. This proposal seeks to contribute to improved education infrastructure
to facilitate trade, regional integration and the smooth and gradual integration of the region into the world
economy. Specifically the proposal aims to create an enabling environment for private sector investments in the
implementation of an ECOWAS e-school initiative.
Expected results include development of financial model and connectivity options for rolling-out of the e-school
initiative and the development of a roadmap for implementation of the new validated model. The project will also
raise awareness amongst ICT, trade and educational stakeholders on the importance of private –public
partnerships to the initiative, a business model for private sector investments in the education sector.
As the main activity foreseen in the present project is the organisation of an effective Validation Conference,
schedule to take place at the of June, 2011 aimed at validating a new Public-Private Partnership model for rolling-
out e-schools in the ECOWAS region, the success of the project will hinge on facilitating a constructive and well-
informed dialogue. Hence, a good preparation will be essential.
A team composed of a Team Leader, an ICT Specialist and Education Expert will prepare the background
documents for the Conference, ensure a high quality facilitation and moderation during the Conference and use
the Conference proceedings to finalize a roadmap for the implementation of the validated e-school PPP model.
The Consultant will identify participants to the Conference, with the support of the Lead Applicant and engage
them before the Conference. It will be important to identify knowledgeable and competent national counterparts
who are willing to play a role in making the Conference a success.
The methodology for implementing the project will form an integral part of the offer and will be an important
criterion in the selection process. The consultants will be expected to provide further details on their suggested
modalities for delivery of the expected outcomes, including visibility and communication. Submissions should not
be more than six pages but should reflect substantial knowledge of regional and national constraints and political
economy issues.


ACP Business Climate Facility (BizClim)                                                           Tender Dossier
10 ACP RPR 015                                                                               Terms of Reference
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Beyond the formal reporting requirements laid down in section (7.) all materials produced by the experts will be
shared with the PMU on an ongoing basis for monitoring purposes.

4.1.2. Geographical area to be covered

ECOWAS region


4.1.3. Target groups

The target group will mainly include Internet Service Providers, Financial Institutions, Government Departments,
ECOWAS, Chambers of Commerce, Bilateral and Multilateral Institutions, Ministry of Education, National
Association of Teachers, etc.

      4.2.     Specific activities


4.2.1. Overview of activities

The consultant will:
         1. Draft an inception report on the basis of the methodology for carrying out the assignment and
            finalize the operational arrangements for implementation in coordination with the Lead Applicant.
         2. Prepare the Validation Conference on a new e-schools PPP model (e.g. Concept paper, agenda,
            speakers (moderators), background notes, logistics, etc.)
         3. Hold a 2-day Validation Conference in Accra, Ghana, on a new e-school PPP model, bringing
            together about 100 business people and senior officials from across the region (70 Regional, 10
            International and 20 Local) to discuss the role of the Private Sector in the implementation of the
            ECOWAS e-school initiative and to validate a PPP model for the roll-out of the initiative across the
            region. There will also be a showcase of success PPP stories in other jurisdictions such as Cape
            Verde. During the conference, a showcase of success PPP stories in other jurisdictions such as
            Cape Verde will also be presented.
         4. Draft the summary of proceedings and finalize the new e-school PPP model and develop a
            roadmap for implementation in the ECOWAS region, in close collaboration with key stakeholders.
         5. Engage the Media both Print and Electronic to create awareness on investment and business
            procedures in ECOWAS for the private sector (Adverts, news insert, TV and Radio Talk shows)
         6. Present final reports.
While undertaking this assignment, the consultant will ensure strong coordination with relevant donors, notably to
facilitate the implementation of the roadmap at a later stage. Moreover, it is very important that the experts contact
the Delegations of the European Union relating to the project in order to inform them about the project, trigger their
contribution when appropriate (specifically when an event is organized) and coordinate with them for possible
follow-up actions. To this respect, it is important to highlight that while preparing the projects, the head of the
economic section of the relevant EU Delegation(s) or the person responsible for the cooperation in the EU
Delegation(s) concerned are systematically consulted on the projects in preparation
While performing the assignment, the Consultant must observe the latest Communication and Visibility Manual for
EU External Actions concerning acknowledgement of EU financing of the project (see
http://ec.europa.eu/europeaid/work/visibility/index_en.htm) and ensure the visibility of (i) the beneficiary, (ii) the
ACP Secretariat as contracting authority for BizClim programme, (iii) BizClim as the source of financing funded be
the 10th EDF.


ACP Business Climate Facility (BizClim)                                                         Tender Dossier
10 ACP RPR 015                                                                             Terms of Reference
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4.2.2. Organisation of the conference in Accra (2 days, 100 participants)


              4.2.2.1. Overview of services

In organising the conference, the Consultant in charge of the project is to deliver the following services:

Activities:
1. Preparation
     Drafting the detailed agenda of the event;
     Identify, contact and ensure the commitment of keynote speakers and moderators;
     Draft and print a concept paper presenting the conference;
     Compile the list of invitees;
     Draft and send invitations in the name of the beneficiary;
     Recruit key note speakers and moderators;
     Ensure the logistics (venue, accommodation, ushers, catering, transportation, etc.).


2. Implementation
     Ensure all logistics in relation to the event;
     Facilitate the participation of the key note speakers and moderators;
     Organise press conference and media coverage.


3. Post-event
     Draft the final report and a brochure summarizing the conference proceedings;
     Post-event media coverage on proceedings;
     Drafting of a road map formalising the outcomes of the event discussions.

              4.2.2.2. Principles to be followed

In undertaking the assignment, the consultant will obey the following principles:


                 (a) Active “On the Ground” Engagement

   While the Consultant is to engage support on the ground, it is the Consultant’s responsibility to
    prepare, attend and participate actively in providing direct support throughout the event to the
    beneficiary and the PMU of the facility BizClim.




ACP Business Climate Facility (BizClim)                                                  Tender Dossier
10 ACP RPR 015                                                                      Terms of Reference
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                (b) Project Plan

   A detailed action plan will be submitted to the PMU and the beneficiary. The action plan will indicate
    the deadlines by which the PMU and the beneficiary should provide the information required for a
    timely implementation of the services.
   The action plan should not be presented in a lengthy essay or dissertation format. Instead, it should
    be presented in an easy to use tabled format that clearly identifies tasks, resources and deadlines
    (at a minimum).

                (c) Documentation and Participation

   Draft and issue concept note, invitations and the agenda, at least one month in advance of the
    event.
   Follow up with participants to ensure that background documents, invitations, agenda have been
    received.
   The background documents, invitations and agenda are to be forwarded to, and will be endorsed by,
    the PMU in consultation with the beneficiary in advance of their distribution.
   Under no circumstances is the Consultant to deliver the invitations and agenda by email on the day
    of the conference.
   Assemble up to 100 participants.
   Ensure visibility of the conference, production of material (brochure, video, proceedings, press
    releases and report), dissemination of information and follow-up activities in agreement with the
    PMU.

                (d) Co-ordinate Speakers/Moderators

   The Contractor will ensure coordination of the logistical organization of the event, including liaison
    with all speakers/moderators.

              4.2.2.3. Services requested: technical content

The technical content of the services requested has been grouped under 4 categories:

   Category A: Individual assistance: travels, visas, invitations, daily allowances, badges/kits.
   Category B: Support staff: moderator, hostesses, interpreters, translators, note taking, photographer,
    speakers etc.
   Category C: Services: insurance, hotel, conference room, additional premises, conference
    equipment, local transport etc.
   Category D: Supplies: catering, prints, flowers etc.




ACP Business Climate Facility (BizClim)                                                  Tender Dossier
10 ACP RPR 015                                                                      Terms of Reference
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               Category A: Individual assistance
A1 - Travels: booking, purchasing, changing, cancellation, delivery of travel tickets
1. Air tickets: Unless required otherwise1, these must be economy class (and must include airport tax
and, where appropriate, any charges for making the tickets available for collection at the airport of
departure).

The present contract foresees the payment of CO2 offsetting costs for air travels. The contractor will
proceed with CO2 offsetting either by supporting CDM/Gold Standard projects
(http://goldstandard.apx.com/ - evidence must be included as part of the supporting documents) or
through airplane company programmes when available. The amount of the offsetting will be calculated
on the basis of the transportation which actually occurred.

Bookings for any but the usual routes, and tickets for any class other than economy or than the one as
per the Specific Terms of reference, must be expressly authorised beforehand by the Contracting
Authority of each assignment.
2. Rail tickets: Where more appropriate, the travel may be arranged by rail rather than air (first class for
international journeys, second class for domestic journeys).
3. Car: If a participant wishes to travel by car, he/she will be refunded the cost of a first class rail ticket for
the equivalent journey. If several participants travel by the same car, only one reimbursement will be
authorised.
4. Changes and cancellations: The Consultant must provide participants with the necessary assistance
whenever changes have to be made to tickets. The PMU must be notified immediately of any major
changes to flight times and its approval of such changes must first be obtained.
The Consultant must take whatever steps are necessary to ensure that any requests for cancellation are
settled in the best interests of the Contracting Authority.
Any additional outlay owing to negligence attributable to the Consultant will be borne by the latter. If a
participant will buy his/her own ticket or decide not to participate, he shall notify the Consultant in due
time to prevent the latter to expose unnecessary costs. If he does not do so, the unused ticket bought by
the Consultant is an eligible cost, less the amount which has been reimbursed, if possible.
5. Delivering tickets: The Consultant will contact participants as necessary to make arrangements for
sending tickets or making them available for collection at the airport of departure.
6. List of Participants: Travel arrangements will be made for the sponsored participants only, on the basis
of a list of invitees transmitted by the PMU and indicating the contact details to reach them. Details of the
travel arrangements must be cleared with the participants before a final booking.
The Consultant will be responsible for compiling the final list of participants (including speakers) using a
standard format table showing full contact details of the participants and indicating whether they are
sponsored or not. The Consultant will arrange the transport of all sponsored participants upon receiving
confirmation of their participation to and from the place of the event.
The Consultant will be responsible for all aspects of the travel arrangements including direct contacts
with participants.


1 A specific authorisation will be required ex-ante.



ACP Business Climate Facility (BizClim)                                                      Tender Dossier
10 ACP RPR 015                                                                          Terms of Reference
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For the number of sponsored participants, please refer to section 6.5 on Incidental expenditures.
7. Supporting documents: to ensure the eligibility of the expenses relating to the transport of sponsored
participants, the contractor will be requested to submit the boarding passes for each outward journey, the
invoice corresponding to the return ticket as well as the copy of the ticket for the way back (or the
boarding pass for the ticket for the way back).


A2 - Assistance with obtaining visas
Participants – whether sponsored or not - may need assistance in obtaining in due time their visas in
order to attend the event. Such assistance will consist of the provision of all the information and
documentation (e.g. administrative forms) required to obtain the necessary visas.
Whenever a participant encounters problems in obtaining a visa, the Consultant must inform the PMU
and the beneficiary immediately.
When refunding the cost of obtaining a visa to a participant, the Consultant must apply the same rules as
for the payment of daily allowances (see point A4). Solely the cost will be refund upon presentation of the
copy of the passport, endorsed with the appropriate official stamps, and of the official receipt issued by
the appropriate consular department. To obtain reimbursement in turn, the Consultant must provide
these supporting documents.


A3 - Production and Distribution of invitations (letters or cards)
The Consultant will be responsible for producing and distributing invitations to the participants in the
name of the beneficiary. The Consultant will provide the text of the invitation in one or more languages
for approval by the PMU before sending out invitations.
Invitations will be in the form of, for example, a personalised letter in ‘.pdf’ format sent to the participants
by email, fax or postal letter and enclosing in annex the agenda, a concept note presenting the
conference objectives as well as the terms and conditions of the accommodation and travel.
The list of participants (including speakers), and their contact details will be provided to the consultant by
the beneficiary and should be approved by the PMU.
The invitation letters and their annexes will be drafted in French and English. One single version will be
sent to the participants, depending upon their working language.
The Contractor will propose to the PMU invitation letters in Word format, or equivalent, as well as their
annexes in both languages, French and English.
The draft proposal will include:
             i)   the invitation letters and annexes to the sponsored participants; and
             ii) if required, the invitation letters and annexes to the participants not sponsored; and
             iii) if required, the invitation letters and annexes to the speakers.
Once the invitation letters and annexes have been approved, the Consultant will send the invitations in
‘.pdf’ format to each participant by email, fax or postal letter.
Invitations will not be considered distributed until receipted by the participants. The Consultant will
confirm the correct reception of the invitation by participants.


ACP Business Climate Facility (BizClim)                                                    Tender Dossier
10 ACP RPR 015                                                                        Terms of Reference
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The Contractor will send regular updates to the beneficiary and the experts in charge of the Conference
on the number of confirmations received and the profiles of the participants.


A4 - Management and payment of the daily allowance to participants
The maximum period of stay for the participants is expected to be as follows:
           -         2 nights at the place of the event (average).
The maximum period of stay for the speakers2 is expected to be as follows:
           -         2 nights at the place of the event (average 2 nights).
The PMU and the beneficiary will agree on clear criteria to select the participants and speakers (if
applicable) whose participation will be financed under the project and will provide this list to the
Consultant (see section A.1.6).
For every overnight stay directly linked to the participation to the event or stop-over during his/her travel3,
each participant may be entitled to receive an allowance within the limit of the rate published by the
Commission4.
The daily allowance covers all costs to participants, including hotel accommodation, meals,
telecommunication charges, local transport (intra-city) such as transfer to and from the airport and other
minor expenditure.
The Consultant must undertake to get participants to sign a daily attendance list at the event and this
will be taken as supporting documentation for each daily allowance paid out.
Where a participant himself/herself decides to extend his/her stay at the beginning and/or end of the
conference no daily allowance will be paid for additional nights. This does not however apply in the case
where the extra nights are justified by the use of lower cost ticket (e.g. so-called APEX ticket) and this
solution shows more economical.
The Consultant will pay the daily allowance in the following form:
      a)       The Consultant will settle the hotel bill and the cost of the transfer from airport to hotel and
               back. The participant will receive in cash the balance of the daily allowance at the hotel or
               conference venue. In such case the bank transfer costs to the country of venue are eligible for
               reimbursement to the Consultant.
The Contractor will be responsible for finding accommodation and making reservations. In no
circumstances, is the Consultant to overlook the making of hotel bookings or paying the hotel bill.




2 The speakers may be required to arrive earlier in order to attend a coordination meeting with the PMU, the beneficiary and/or
    the experts.
3 When required by his/her routing taking the most direct route to the event venue

4 Available on the EuropeAid internet site on:

     http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm.
     The per diem to be used is the one in force on the date of the launching of this consultation.


ACP Business Climate Facility (BizClim)                                                                    Tender Dossier
10 ACP RPR 015                                                                                        Terms of Reference
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Where accommodation, meals, transport etc. are provided at no direct cost to the participants, any daily
allowance must be reduced accordingly by deducting the costs incurred from the published daily
allowance rate.


A5 - Preparing name badges / conference kits, and distributing them to participants
The Consultant is responsible for preparing and distributing name badges and conference kits to
participants. The prepared conference kits and promotional material (see sections A6 and D2) shall be
conforming to the high visibility of the event.
The participants will receive a conference kit with:
-   The ACP Secretariat’s logo,
-   the European Commission’s logo,
-   the name and logo of the beneficiary/ies and its partners,
-   the conference title,
-   the place and date of the conference, and
-   presented with discretion, the name, logo and website address of BizClim Facility (presented
    discretely).


In addition to usual note pads and pen, the conference kit will include at least:
-   the final agenda of the event and a short presentation of the speakers,
-   a concept note presenting the objectives of the event and expected outcomes,
-   a precise information on the workshops room(s), transportation arranged daily from hotel (s) to
    workshops venue (s) (if required), other transportation arranged, as well as meeting schedules,
-   background documents, technical papers and other relevant documentation provided by the
    European Commission, the beneficiary and its partners, the experts in charge of the study or BizClim
    Facility,
-   a presentation of the beneficiary and its partners (if required),
-   a presentation of BizClim Facility and any relevant information about other European Commission’s
    programmes,
-   any additional information that the Contractor may suggest once approved by the BizClim PMU.
The kits must include all the documentation requested by the Contracting Authority and be in accordance
with the EU’s visibility guidelines for external actions5. Documents will not be printed prior to receiving
authorisation from BizClim PMU.


A6 – Drafting and distribution of approved summary records, proceedings and/or press releases


5   See EU visibility guidelines for external actions, on the EuropeAid internet site at:
    http://europa.eu.int/comm/europeaid/visibility/index_en.htm


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Prior to the event, the Consultant will produce and disseminate press releases to the local and regional
media. The French and English versions of these documents must receive the prior approval of BizClim
PMU and the beneficiary. The identification of the media to be contacted will be done in coordination with
the beneficiary and possibly BizClim PMU.
A press conference will be organised at the end of the last day of the event. Regional media will be
invited to attend. There again, close coordination with the beneficiary will be required in order to identify
the media.
In addition, the Consultant is required to ensure the visibility of the event, including at the place of the
event, and to develop the required promotional material accordingly (banners, leaflets, etc.). The
quality of the conference kits (section A5) and of the promotional material shall be in line with the visibility
expected of the event.
The contractor will be required to develop an Internet Website specific to the event where participants
may register online, and where all relevant information will be made available (concept note, background
documents, technical papers, logistical information). The website may be hosted on the beneficiary’s
website. This website should be available sufficient time prior to the event and should remain
open at least two months after completion of the activity. The Website and all documentation will
be available both in English and French.


The Consultant is required to provide services aiming at recording the discussions and/or taking notes
with view to produce a summary of the conference proceedings6. The Contractor will ensure to collect
the list of attendants at the conference with their contact details.
After the event, the Consultant will be required to disseminate the summary of the event proceedings
in FRENCH and ENGLISH, including material produced, to the participants. These documents must
receive the prior approval of BizClim PMU and the beneficiary.
The publication must be of high quality based on high standards of design, layout, editing and printing.
The Consultant may consider recruiting a communication expert in order to ensure proper development
of visibility material, press conference & media relations.


        Category B: Support staff


B1 - Selecting and recruiting a moderator
It is assumed that the experts will facilitate and moderate the discussions or that key representatives
attending the meeting will do so.


B2 - Team of hostesses/stewards
The Consultant is responsible for ensuring assistance on the ground is available throughout the event,
notably for:


6   The summary of proceedings shall be in the form of a contents report and may enclose quotes of key speakers and/or or
    interventions.


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     Welcoming participants at the airport upon arrival and accompanying them upon departure
     Welcoming participants at their hotel
     Assistance at the conference: welcoming participants, distributing badges, passing round the
        microphone, distributing documents and conference kits, etc.


B3 - Interpreters
The Consultant will ensure the provision of interpreters throughout the event for English and French, for
the plenary sessions as well as the break-out sessions (if required).


B4 - Translators
The Consultant will ensure that all documentation developed for the conference is made available in
English and French:
     ex-ante: for the invitation letters, the conference programme, the concept note, Website,
        technical or background papers, etc.
     ex-post: speakers’ presentations, declaration, summary of proceedings, etc.
The translation will be undertaken once the English version of the document is approved by BizClim
PMU and will then be submitted for approval to the PMU.


B5 - Note taking
In line with services required under section A6, the Consultant will provide services aiming at recording
the discussions and/or taking notes in order to produce a report or summary of the conference
proceedings and distributing them accordingly. These documents before being issued must receive the
prior approval of BizClim and of the beneficiary. They will be written in the language(s) requested by
BizClim.


B6 - Photographer
The Consultant will provide services to make photos / movie (inclusive when required the delivery on
electronic support) during the event. Photos and movie should meet the professional standards.
They should be transferred to BizClim PMU electronically and on a CD-Rom, a posted on the Website
(see section A6).


B7 - Speakers
BizClim PMU, the beneficiary and the experts recruited for the study may identify a number of speakers
to the conference.
The Consultant will provide them with the same logistical support as for the participants as well as
ensure payments as follows:
     Daily allowances: as indicated in section A4



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     When appropriate, reimbursement of travel costs upon presentation of the relevant
        documentation
     Fees: not foreseen
The payment to the speakers will be due upon a written specific approval by BizClim PMU.


            Category C: Services


C1 - Insurance
The Consultant may be required to cover the sponsored participants by a medical, accident and
repatriation insurance.


C2 - Hotel reservations and payment
The Consultant will be responsible for finding suitable accommodation and making reservations for the
80 sponsored participants whose travel and accommodation costs are taken in charge under the
present contract. For assistance in this regard and to ensure the best offers, the Consultant will liaise
with the beneficiary and BizClim PMU.
Reservations must be made in a 3 or 4 stars hotel in the place of the event for the maximum number of
nights stipulated under section A4. Where travel arrangements require that a participant must spend
additional nights in the hotel, this must be authorised beforehand by BizClim PMU.
If possible, the participants will be hosted in the venue selected for the conference or in hotels at a
walking distance from the conference venue.
In case the hotel(s) are not located at a walking distance from the conference venue, transportation (e.g.
by bus) will be organised for the participants daily. The cost will be deducted from the participant’s per
diem.
Breakfast must be included in the rate charged for the room. If a participant is not willing to use the
facility of reservation, he shall notify the Consultant in due time to prevent any penalty for "no show". If
he does not do so, the possible penalty of the "no show" is an eligible cost.
Where the Consultant directly settles the cost of participants transfer from the airport or port to the hotel
and back, then the participant will receive the balance of the daily allowance at the hotel or conference
venue at the end of the Conference.
Information about the nearby hotels available at a walking distance of the conference venue will be
posted on the Website to the attention of the participants not sponsored.


C3 - Booking and hiring of an appropriate conference room
The Consultant will be required to hire the appropriate conference facilities taking into account the
following:
     Place of the event;
     Date of the event ;
     Duration; and

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     Number of attendants.
The Conference venue is chosen by the Consultant in coordination with the beneficiary.


C4 - Additional premises
The Contractor may be required to hire additional premises in order to accommodate:
     A coordination meeting the day before the event between the Consultant, BizClim PMU, the
        beneficiary, the experts recruited to undertake the study, the moderator, and the speakers.
     VIP room to welcome officials (protocol)
     Working group sessions during the event
     The secretarial work during the event. The premises must have a telephone line, internet
        access, a PC with laser printer and appropriate software, copying equipment, etc. These
        premises are NOT for the use of the Consultant in the context of his own management of the
        assignment.


C5 - Rental of appropriate conference equipment
The Consultant is responsible for hiring appropriate conference equipment throughout the event or for
contributing to financing the conference equipment.
The conference equipment may cover the following:
     cabins and equipment needed for simultaneous interpreting
     audio equipment: microphone(s) for the conference panel, others ensuring the mobility of the
        speakers, others for the participants passed on by hostesses/stewards;
     projection devices: overhead projector(s), video projector(s), wide projection screen(s) of good
        quality, television set(s), DVD player(s), VHS or Beta system(s), etc.


C6 - Local transport
The Consultant is responsible for arranging local transport as follows:
     Arranging transfers between airport, hotel and conference venue
     Hiring inter-city / intra-city transfers as part of the conference programme


            Category D: Supplies


D1 - Catering
The Contractor is responsible for organising meals throughout the event.
Depending upon the number of confirmed participants, the Contractor will make the necessary
reservations for:
     lunch for the 2-day conference


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     welcoming coffee in the morning
     coffee-break AM & PM: snacks and drinks
     a cocktail at the end of day 1
The Contractor must take any cultural, religious or personal specificity of participants into consideration
and provide suitable food/drinks.


D2 - Prints (leaflets, presentations, handouts etc.)
The Consultant is required to ensure the conception and physical production and delivery of information
or other leaflets or documents to enhance the public awareness regarding the event. This activity entails
the conceptual aspect as well as the printing (after approval by BizClim of its content and layout) of the
material referenced under sections A5 (conference kits) and A6 (visibility of the event).
The documents will be made available in both English and French, and be of professional quality.


D3 – Flowers & other presentations
The consultant will ensure that the participants are welcome to the conference and take relevant action
(flowers, signs, welcoming hostesses, etc.).



      4.3.     Project management


4.3.1. Responsible body

The Programme Management Unit (PMU) will on behalf of the ACP Secretariat supervise and follow-up the
implementation of this assignment.


4.3.2. Management structure

The present intervention is formally implemented by the Project Management Unit of the ACP Business Climate
facility (BizClim) according to the 10th EDF procedures and the PMU’s Manual of Procedures. Actual
implementation will be entrusted to the Contractor and will be governed by a Service Contract and the present
TORs. The Contractor will be requested to closely work with the Lead Applicant and will refer to the BizClim PMU
for any contractual issue.

4.3.3. Facilities to be provided by the Contracting Authority and/or other parties

The Federation of West African Chambers of Commerce and Industry (FEWACCI) will be the lead implementing
Agency. It will oversee the overall implementation of the Action and will facilitate contacts with respective country
authorities and other stakeholders. All responsibility for reporting to BizClim will be that of the Consultant, under
the oversight of the Chief Executive Officer of the FEWACCI. The PMU will transmit to the contractor the contact
details of the persons consulted among the EU Delegations during the project preparation phase.




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5.    LOGISTICS AND TIMING


      5.1.     Location

The operational base of the assignment is deemed to be Accra, Ghana, where the conference is taking place.


      5.2.     Commencement date & Period of implementation

The intended commencement date is 1st July 2011 and the period of implementation of the contract will be
5 months from this date. Please refer to Articles 4 and 5 of the Special Conditions for the actual commencement
date and period of implementation.


6.    REQUIREMENTS


      6.1.     Personnel


6.1.1. Key experts

All experts who have a crucial role in implementing the contract are referred to as key experts. The profiles of the
key experts for this contract are as follows:

Key expert 1: Team Leader (27 working days)

Qualifications and skills

    Advanced University degree in Economics, International trade law, Business Administration, or equivalent

    Fluent in English and French (written, spoken, understanding)

    Possesses excellent administration and back-office skills

    Excellent reporting and communication skills

General Experience

    A minimum of 10 years and preferably more than 15 years of relevant professional experience on project
     development and investment policies, of which at least 3 years proven track record on international aid
     projects and 5 years of international consulting experience.
    Long and significant exposure to ACP issues (political, economic and social) and more specifically to those of
     the ECOWAS region.
    Significant and broad experience in private sector development issues, particularly in the business investment
     frameworks, education and financial sector.
    Demonstrated skills regarding the organisation, animation of seminars/workshops on business environment
     matters notably for non-technical audience.

    Experience of working with various stakeholders, notably donors and international companies, in a multi-
     cultural context. Have experience in ECOWAS countries.



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Specific Experience
Working experience in developing countries on several of the following areas:

    Must have in-depth knowledge in private sector development, particularly in relation to business environment
     issues and project development.
    Good knowledge of Investment development issues in Africa.
    Good knowledge of investment context in some of the ECOWAS countries.
    Familiar with Private sector development support programmes and donors practices.
    Familiar with regional economic integration.
    Public-Private Dialogue.

Key expert 2: ICT Expert (16 working days)


Qualifications and skills

   Advanced University degree in Information Studies, electronic governance

   Fluent in English or French (written, spoken, understanding)

   Excellent reporting and communication skills

General professional experience
 At least 5 years and preferably 7 years of relevant professional experience in the field of e-schools, e-
    learning, virtual classes, online school management
 Long and significant exposure to ACP issues (political, economic and social)
 Significant and broad experience in e-Education issues.
 Demonstrated ability to make oral and public presentations of technical issues
 Experience of working with various stakeholders in a multi-cultural context.

Specific professional experience
Working experience in developing countries on several of the following areas:

 Must have in-depth knowledge and a practical experience in e-schools.
 Have knowledge of businesses and investors and working relations with governments and private sector
     agencies.


Key expert 3: Education Expert (18 working days)

Qualifications and skills

   Advanced University degree (Master or Ph.D.) in Education Sciences,

   Fluent in English and French (written, spoken, understanding)


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      Excellent reporting and communication skills

General professional experience

 At least 7 years and preferably 10 years of relevant professional experience in the fields of education sector
       policies and reforms

 Long and significant exposure to ACP issues (political, economic and social)

 Significant and broad experience in private sector development issues, notably linkages between education
       and business development.

 Demonstrated skills regarding the organisation, animation of seminars/workshops notably for non-technical
       audience

 Demonstrated ability to make oral and public presentations of technical issues
 Experience of working with various stakeholders in a multi-cultural context.
Specific professional experience

    Working experience in developing countries on several of the following areas:

     Must have in-depth knowledge and a practical experience of partnerships in the education sector

     Have knowledge of businesses and investors and working relations with governments and private sector
        agencies.

Note that civil servants and other staff of the public administration of the beneficiary country cannot be recruited as
experts, unless prior written approval has been obtained from the European Commission.

Operational base and missions of the key experts
The Consultant will be required to ensure that the key experts are able to:
-      Prepare and run the conference in Accra, Ghana.
Unless otherwise specified in the methodology proposed, the key experts are not expected to undertake any
missions outside the operational base.

6.1.2. Other experts

CVs for experts other than the key experts are not examined prior to the signature of the contract. They should not
have been included in tenders.

The Consultant shall select and hire other experts as required according to the profiles identified in the
Organisation & Methodology and these Terms of Reference. They must indicate clearly which profile they have so
it is clear which fee rate in the budget breakdown will apply. All experts must be independent and free from
conflicts of interest in the responsibilities accorded to them.

The selection procedures used by the Consultant to select these other experts shall be transparent, and shall be
based on pre-defined criteria, including professional qualifications, language skills and work experience. The
findings of the selection panel shall be recorded. The selected experts shall be subject to approval by the
Contracting Authority.

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Note that civil servants and other staff of the public administration of the beneficiary country cannot be recruited as
experts, unless prior written approval has been obtained from the European Commission.

For this present assignment, the non-key experts to be recruited are as follows:

An event coordinator (16 working days) will be recruited to organise the Validation Conference in Accra, Ghana.
The expert will ensure that all the required inputs related to the organisation of the event are delivered with the
required quality (preparation of invitations to the participants, development of a website, design of communication
tools such as banners, leaflets, logo, etc., reservation and payment of providers, travel arrangements, local
transportation, payment of per diem to the participants, record the proceedings of the event for the summary of
proceedings to be drafted by the experts, etc.).

The Consultant will be required to ensure that the key experts are able to:
-   Prepare and run the conference in Accra, Ghana.

6.1.3. Support staff & backstopping

Backstopping and support staff costs must be included in the fee rates of the experts. The consultant will notably
ensure that the experts receive full support in the preparation of their missions to enable them focus on their core
business.

      6.2.     Office accommodation

Office accommodation of a reasonable standard and of approximately 10 square metres for each expert working
on the contract is to be provided by the Consultant.
The costs of the office accommodation are to be covered by the fee rates of the experts.

      6.3.     Facilities to be provided by the Consultant

The Consultant shall ensure that experts are adequately supported and equipped. In particular it shall ensure that
there is sufficient administrative, secretarial and interpreting provision to enable experts to concentrate on their
primary responsibilities. It must also transfer funds as necessary to support its activities under the contract and to
ensure that its employees are paid regularly and in a timely fashion.
If the Consultant is a consortium, the arrangements should allow for the maximum flexibility in project
implementation. Arrangements offering each consortium member a fixed percentage of the work to be undertaken
under the contract should be avoided.

      6.4.     Equipment

No equipment is to be purchased on behalf of the Contracting Authority / beneficiary country as part of this service
contract or transferred to the Contracting Authority / beneficiary country at the end of this contract. Any equipment
related to this contract which is to be acquired by the beneficiary country must be purchased by means of a
separate supply tender procedure.

      6.5.     Incidental expenditure

The Provision for incidental expenditure covers the ancillary and exceptional eligible expenditure incurred under
this contract. It cannot be used for costs which should be covered by the Consultant as part of its fee rates, as
defined above. Its use is governed by the provisions in the General Conditions and the notes in Annex V of the
contract.


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It covers:

 For the key and non-key experts: travel costs and subsistence allowances for missions, outside the
    operational base, to be undertaken as part of this contract.
    Missions are understood as journeys from/to the usual place of residence of the experts to/from the rest of the
    world except to/from the operational base as well as journeys from/to the operational base to/from the rest of
    the world except from/to the usual place of residence of the experts.
    In line with what is indicated in sections 4.2 and 6.1.1, 6.1.2, no missions are foreseen for any of the key
    experts outside the operational base for this present assignment.
 For the sponsored participants/speakers/resource persons attending the event and entitled to receive a
    per diem (i.e. participants based outside Accra): travel costs and subsistence allowances to attend the event.
    Up to 80 participants/speakers/resource persons are sponsored to attend the event. These will come
    from various regions as follows:
    -    Up to 70 regional travels
    -    Up to 10 international travels
    -    Up to 160 per diem.
The per diem for participants (whether national, regional or resource persons) will be based on the following
principles in box below:


For participants spending the night out of their duty location (max. 80 persons), a Per Diem will be
allowed. The per diem amount allowed for each participant will be used to pay the following eligible costs:
             - Accommodation including hotel/breakfast/lunch
             - Transportation from/to the airport
             - Inter and intra city travel costs to attend the workshop
The balance of the per diem will be paid to the sponsored participants on production of supporting
documents (i.e. original boarding passes, copy of passport, signed receipt, etc.).
If a cocktail is organized during the seminar, the cost is not deducted from the per diem of the sponsored
participants


For participants who do not qualify for per diem (+/- 20 persons). The following costs will be paid:
             - Breakfast/lunch
             - Inter and intra city travel costs to attend training events




Travel booking should only be done on the basis of the confirmation of the sponsored participant. In case a
participant has confirmed his/her trip but do not use his/her ticket without noticing the contractor, the cost of travel
will be considered as an eligible expenditure unless it is refundable. The same applies for the cost of no-show at
the hotel(s).


 For the 2-day stakeholders’ workshop (100 participants, including 20 local participants) in the place of
    event: all tasks required under section 4.2

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    For the dissemination of information, communication and production & publication of material and
     roadmap.
The Provision for incidental expenditure for this contract is EUR 119,600.00. This amount must be included
without modification in the Budget breakdown.

Any subsistence allowances to be paid for missions undertaken as part of this contract must not exceed the per
diem rates published on the Web site:
http://ec.europa.eu/europeaid/work/procedures/index_en.htm at the start of each such mission.


      6.6.     Expenditure verification

The Provision for expenditure verification relates to the fees of the auditor who has been charged with the
expenditure verification of this contract in order to proceed with the payment of further pre-financing instalments if
any and/or interim payments if any.
The Provision for expenditure verification for this contract is EUR 2.000. This amount must be included without
modification in the Budget breakdown.
This provision cannot be decreased but can be increased during the execution of the contract.

7.    REPORTS


      7.1.     Reporting requirements

The consultant will submit the following reports in English and/or French:

    An inception report will be drafted in English by the experts on the basis of the results of the coordination
     meeting with the Lead Applicant and with discussions with key stakeholders in the region. The report will
     entail a draft work plan containing the consultant’s methodology approach, an activity plan and a work plan
     tentative schedule.
    A mid-term progress report briefly describing the activities undertaken and including a revised work plan, a
     tentative timetable for forth coming activities as well as all documents drafted by the experts in the course of
     the assignment and approved by the PMU (notably training material and background papers). The mid-term
     progress report will be drafted in English and French and will focus on content.
    A final report summarising all activities carried out in the course of the project, all outputs completed, the
     results achieved, any gaps between the specifications set forth in the project ToR and the final results
     achieved. The final report will also measure to what extent the specific objective was achieved. The format for
     the final report is provided in Annex. The final report will be drafted in English and French and will focus
     mainly on the contents of the assignment.
The Contractor will provide at least two Activity Performance Reports on how the project progresses (See box
below), one at mid term, one after the conclusion. These reports will be very brief (max. one page) assessments of
progress and will importantly include unedited feed-back from the beneficiaries.


The Activity Performance Report (APR) provides information on project implementation and progress in
achieving development outcome and impact. The design and monitoring framework (Logical Framework)
provides the basic inputs for the APR. The design summary (impact, outcome, outputs, and key activities);
the performance targets and indicators for impact, outcome, and outputs and activity milestones; and the key
assumptions and risks are transferred to the APR. Progress toward the performance targets is tracked and


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reported in the APR using the indicators and their respective data sources (See 8.1) and reporting
mechanisms contained in the design and monitoring framework (Logical Framework of this project). The
Contractor will prepare APRs for verification and validation by the PMU.


All reports should follow BizClim templates and must include an executive summary. Further, each report shall
consist of a narrative section and a financial section. Except for the inception report where a tentative budget
breakdown will be provided, the financial section must contain details of the time inputs of the experts, of the
incidental expenditure and of the provision for expenditure verification defined in Article 28 of the General
Conditions. Only the mid-term progress report and final report will be accompanied by the corresponding invoice of
the Consultant. The consultant may be required to prepare additional reports if deemed necessary by the PMU.
All reports will be jointly sent to both the beneficiary and the PMU, allowing a smooth circulation of information.
The team leader (Key Expert 1) is responsible for all the reports to be submitted to the PMU.
Language: All the reporting will be done in English language.

      7.2.     Submission & approval of reports

The report referred to above must be submitted to the Project Manager identified in the contract. The Project
Manager is responsible for approving the reports.

In order to ease a collaborative approach, the draft reports will be introduced in Word version to the beneficiary
and the PMU at the same time, enabling the easy integration of comments into the text of the reports.
Date of submission of reports:
   Draft Inception report: introduced for approval within one month from the start-up date. The PMU and
    beneficiary will endeavour to send their comments within 2 weeks. A final version is to be send with 1 week.
   Mid-term progress report: introduced for approval within the 3th month from the start-up date (i.e. one the
    draft studies are produced). The PMU and beneficiary will send their comments within 2 weeks. A final version
    is to be sent within 1 week.
   Draft Final report: introduced for approval within the last from the start-up date. The PMU and beneficiary will
    endeavour to send their comments within 2 weeks. A final version is to be sent within 2 weeks.
All above reports need to be produced in addition to the documents requested (specific studies, summary of
proceedings, roadmaps) and outputs produced in the course of implementation of this assignment.

      7.3.     Number of report(s) copies

The final report shall be provided as follows:
-   AIDCO C 4 (x2);
-   ACP Secretariat (x2);
-   Beneficiary (x5) & partners (x5 each);
-   The PMU (x1).
All the reports will be submitted in electronic version to the PMU and the beneficiary. Information deemed
confidential will be sent only to the PMU and the beneficiary in addition to the final report.




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8.     MONITORING AND EVALUATION


       8.1.     Definition of indicators

The performance in achieving the expected results mentioned in section 2.3 will be measured against the
following indicators:

 Result                                        Indicator                                Source
 100 Senior officials from ECOWAS              Key stakeholders approve of the          Interim report
 Member States and businesses                  background material and                  List of participants
 (international, regional and local) have      background papers and quality
 attended the Validation Conference.           discussions during the Validation
                                               Conference. An Index of
                                               Organizational Effectiveness is
                                               prepared.

 A new e-schools PPP model validated and       Quality proposal prepared,               Final report
 a roadmap for implementation prepared on      presenting the new e-schools PPP
 rolling out the new e-schools model in the    model. Quality of proposal, notably in
 region. .                                     terms of depth of analysis, coverage
                                               of relevant issues and new insight
                                               into the subject matter.
 Information disseminated and communication    Engaged the Media both Print and         Final report
 on a harmonized incentives framework for      Electronic to create awareness on
 EAC                                           investment and business procedures
                                               in West Africa for the private sector
                                               (Adverts, news insert, TV and Radio
                                               Talk shows). Information, findings
                                               and results communicated in
                                               accordance with the delivery
                                               approach part of the methodology
                                               proposed by the Consultant.


       8.2.     Specific requirements

None


       8.3.     Outcomes

The PMU, the beneficiary and its partners are satisfied with the assignment input and recognise that it contributes
to creating favourable conditions for rolling out a new e-schools PPP model in the ECOWAS region. Satisfaction
will be based, among other, on the Activity Performance Reports and, possibly, on the PMU’s own monitoring
reports. It is noteworthy that performance indicators for the present project include: the degree of preparedness for
running and effective Validation Conference; a quality roadmap for rolling out the new e-schools PPP model in the
ECOWAS region; the number and quality of participants at the Validation Conference and their satisfaction; the
quality of the communication around the projects, its findings and outputs.



                                                     * * * * *




ACP Business Climate Facility (BizClim)                                                            Tender Dossier
10 ACP RPR 015                                                                                Terms of Reference
                                                                                                        Page | 26

								
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