Commonwealth Local Government Forum (CLGF)
The Ministry of Local Government and Rural Development (MLG&RD) and the Botswana Association of Local Authorities (BALA) embarked on an initiative to empower local government to implement Local Economic Development (LED) in Botswana 2013.MLG&RD and BALA with financial and technical support from Commonwealth Local Government Forum (CLGF) and United Nations Development Programme (UNDP), implemented a pilot project under the title, Enhancing Service Delivery and Local Economic Development in Botswana.
The project supported amongst other things the development of the National LED Framework and Implementation Plan, Decentralisation Policy for Botswana and piloted of LED in four local authorities (LAs). Currently (phase 2), LED is being rolled out to the rest of the districts based on the experiences of the pilot phase, and as such local authorities are at different stages of the LED process. To ensure the sustainability of the LED process in Botswana, a set of guidelines must be developed to enable local authorities to coordinate and guide local actors to play their role in LED planning and implementation. This is also provided for in the LED Framework and Implementation Plan that guides LED in Botswana. Generally, the LED process in Botswana entails the following steps:
- Integration of LED into the structures, work processes and systems of LAs and line function ministries, particularly MLG&RD.
- Undertaking local economic analyses and business environment assessments.
- Development and implementation of LED strategies including through value chain, stakeholder mapping, development of bankable business plans, resource mobilisation for the identified product value chains and bankable business plans.
- Implementation of business plans.
- Creation of an enabling environment for business.
- Monitoring and evaluation of LED.
As aforementioned, LAs in Botswana are mandated with driving LED in the country, with the guidance and support of the national government. To be effective in discharging this function, they require appropriate tools to plan and implement LED. It is on this basis that the partners are finalising a comprehensive guide on LED planning and implementation in Botswana with various chapters on the LED process.
Significantly, within this phase of the project amongst other activities, 8 LED strategies have been developed by the LAs in phase 1 and phase 2 of the project and three (3) strategies are currently in the process of being developed by the respective LAs. Local authorities that have completed their LED strategies are now working towards the implementation of their respective strategies.
2. ASSIGNMENT BRIEF
To ensure the sustainability of the LED process, the project partners have developed step-by-step Guidelines, titled Integrated LED in Local Government in Botswana. As part of these LED Guidelines currently in place, the partners seek to develop a chapter on the formulation of LED strategies by the LAs. The chapter will complement already existing chapters on the following:
- Integration of LED into the structures, work processes and systems of LAs and line function ministries, particularly MLG&RD;
- Undertaking local economic analyses and business environment assessments; and
- Value chain and stakeholder mapping, analysis and development of bankable business plans, resource mobilisation for the identified product value chains and bankable business plans.
Therefore, CLGF seeks to appoint a service provider to formulate guidelines on the development of LED Strategies, as a chapter (not exceeding 20 pages, excluding annexes) as part of the above-mentioned guidelines to support the implementation of LED within local authorities in Botswana. The purpose of the assignment is to guide local authorities to formulate LED strategies and implementation plans (including tools such as templates and protocols to be part of the annexes) to support local authorities to develop LED strategies.
3. OBJECTIVES OF THE ASSIGNMENT
The main objective of this assignment is to develop a chapter on the formulation of LED Strategies, monitoring and evaluation within a broader document on LED Planning and Implementation. LED strategies for LAs serve as overarching strategic roadmaps to outline the districts’ LED strategic framework together with their development priorities for all stakeholders within their respective localities, as part of District Development Plans.
The specific objectives of the assignment are to:
- Outline the steps to be undertaken by LAs to develop LED Strategies within the Botswana context.
- Outline the role of stakeholders (government departments & agencies, private sector, civil society, community members, etc.) in the development of LED Strategies.
- Outline specifically, the role of MLG&RD and BALA in supporting local authorities in the development of LED Strategies.
- Provide clear guidance on the linkages between the Local Economic Assessments (LEAs) reports and the LED strategies.
- Provide detailed guidance on the composition of LED strategies and also the processes necessary to formulate such strategies within the Botswana context.
- Guide LAs on the formulation of LED implementation plans to ensure the implementation of the LED strategies. This includes amongst others, guidance on action plans, financial plans, monitoring & evaluation plans, risk management plans, etc.
- Outline stakeholder engagement and consultation processes in the formulation and validation of LED strategies to ensure buy-in of stakeholders.
- Develop easy to use templates to form part of the annexes of the Guidelines to simplify the process to develop LED strategies.
4. KEY ACTIVITIES AND OUTPUTS
The following are key activities and outputs of the assignment:
|Phases of the Assignment||Key Activities||
|Project inception meeting with the Project Executive Committee to present the project proposal and work plan.
Agree to a work plan.
Produce the project inception report capturing the agreed outcomes of the project inception meeting.
Approved Work plan
Desktop Research and Fieldwork Phase
|Conduct desktop research and virtual field interviews with key stakeholders to obtain necessary information.
Develop an Outline/Structure of the components and sub-topics of the Guidelines (Chapter).
Present the Outline/Structure to
the Project Executive Team.
|Outline/Structure of the Guidelines for the Formulation of LED Strategies|
Guidelines Development Phase
|Develop the 1st draft Guidelines by adding text to the agreed Outline/Structure.
Submit the first draft to the Project Executive Team for feedback.
Develop 2nd draft Guidelines (including templates to form part of annexes) informed by feedback received.
|Hold a stakeholder validation workshop with a key reference group to present the Guidelines (2nd Draft).
Compile final Guideline on LED strategy formulation; monitoring and evaluation, and templates informed by validation workshop.
|Validation Workshop Report
Final Guidelines (including annexes)
5. PROJECT DELIVERABLES
The appointed service provided is expected to commence work on the assignment on 10 December 2020 and complete all activities by 18 February 2021. Given that the guidelines are a chapter of broader guidelines, the maximum length of the chapter should not exceed 20 pages excluding annexes. The execution of the assignment needs to be undertaken as outlined in the table below.
|Stages of the Guideline Development||
||Description of Deliverable||Number of Working Days||
|Inception Meeting||First meeting between the Project Executive Team and the appointed service provider to discuss the project proposal and project planning activities and work plan.||½ day||10 Dec 2020|
|Inception Report||Preparation of an inception report||3 days||14-18 Dec 2020|
|Submission of Inception Report by 18 Dec 2020 for review by Project Executive Team.|
Desktop research and Fieldwork Phase
|Guidelines Outline/Structure||Development of key components and sub-topics of the Guidelines||4 days
||21 Dec- 08 January|
|Submission of Guidelines Outline/Structure by 8 January for review by Project Executive Team.|
|Meeting to present Outline/Structure to the Project Executive Team.||½ day||20 Jan 2021|
Guidelines Development Phase
||Development of the 1st Draft of the Guidelines and templates informed by the agreed Outline/Structure||5 days||21 Jan-27 Jan 2021|
|Submission of 1st Draft (excluding annexes) by 27 Jan 2021 for review by Project Executive Team|
|Meeting to discuss 1st draft||½ day||02 Feb 2021|
|2nd Draft Guidelines||Development of 2nd Draft of the Guidelines (including annexes)||5 days||03 Feb-09 Feb 2021|
|Submission of 2nd Draft (including annexes) by 09 Feb 2021 for review by Project Executive Team and Reference Group.|
|Preparatory Meeting for Validation Workshop||Meeting between appointed service provider and Project Executive Team to prepare for the Validation Workshop.||½ day||11 Feb 2021|
|Validation Workshop||Host Validation Workshop with Reference Group.||
||16 Feb 2021|
|Final Guidelines||Finalise Guidelines (including annexes)||
||18 Feb 2020|
|Submission of Final Guidelines (including annexes), Validation Workshop Report and Close-Out report by 18 Feb 2021.|
Table 1: Project Methodology and timeframes
7. ELIGIBILITY CRITERIA
The eligibility criteria for prospective service providers include:
7.1 Academic Qualifications
- At least a Bachelors Degree in a relevant discipline such as Economics, Development Economic, Physical Planning (Town and Regional Planning), Development Studies, Business Administration, Policy Analysis, etc.
- A Master’s Degree or higher will be an added advantage
7.2 Relevant Experience
- A minimum of 10 years of substantive, relevant experience as a practitioner or consultant within the LED environment.
- Experience formulating guidelines and policy development within the economic development environment.
- Experience working in Botswana will be an added advantage.
7.3 Skills and Knowledge
- Public sector experience
- Understanding of Botswana Government and local dynamics
8. PROJECT MANAGEMENT
8.1 Management and Steering of the Assignment
The assignment will be managed by the Project Executive Team comprised of CLGF, MLG&RD and BALA staff members.
8.2 Timing of Assignment
The performance of this assignment shall be implemented within an agreed project work plan. The final responsibility of approving the scope and extent of the work resides with the Project Executive Team.
8.3 Monitoring the Progress of the Assignment
On a mutually agreed basis, the appointed service provider shall meet with the Project Executive Team to report the progress of the work. See section 5.
8.4 Quality Assurance of the work
The appointed service provider shall ensure that all work conforms to the standards set out in the Terms of Reference and contract to be signed with the appointed service provider and CLGF.
9. SUBMISSION OF PROPOSAL
Interested service providers are requested to submit the following to CLGF by 1 December 2020:
9.1 A short Technical Proposal, no more than 20 pages (including annexes), demonstrating the service provider’s suitability for the assignment. The proposal should, amongst others, include the following:
- Confirmation of availability to undertake assignment within the specified timeframe.
- Profile of the service provider, including a summary of recent experience on similar assignments as well as contact details of references.
- The service provider’s interpretation or understanding of the assignment as specified in the TOR.:
- A clear and succinct description of the methodology and work plan to schedule activities.
- Description of the role of each member of the consultant team.
- A CV or CVs detailing experience on similar assignments and at least two client references.
9.2 Financial Proposal outlining the consulting rate per each full person day (US$) and feedback on the proposed number of person-days indicated above. Travel and subsistence fees including accommodation will be paid directly or reimbursed by the project. Expenditure incurred without the prior approval will not be reimbursed.
10. SUBMISSION OF PROPOSAL
Proposals are to be submitted by email (all documents in PDF format) to firstname.lastname@example.org not later than 16:30hrs, GMT+2 on 1 December 2020. The submission should be referenced as, “Development of a Guidelines (Chapter) for the Formulation of Local Economic Development Strategies by local authorities in Botswana”.
11. BID EVALUATION
An offer is responsive/compliant/acceptable if it scores a minimum of 70% on the criteria outlined below and fully meets the qualifications and competency requirements.
|C. BUDGET (Only applies for technical bids scoring 53 points and above for section A and B)||25|
|Daily Consultancy rate||25|
|Overall total score||100|
12.1 All payments concerning this assignment shall be in US$. Payment for the expected deliverables will be made upon the endorsement of work by the Project Executive Team.
12.2 Payment Schedule
The proposed payment schedule is as follows:
- 20% - On approval of inception report and project plan as well as the high-level context for the Guidelines based on a synthesis of desktop research and case studies.
- 30%-Submission of the first draft of the guidelines.
- 50%-Upon submission of the closing report
The winning bidder will receive all relevant background information of the project upon signature of the contract
This Request for Proposal (RFP) is only an invitation, and therefore no contractual obligation on behalf of CLGF whatsoever shall arise from the RFP process unless and until a formal contract is signed.
CLGF reserves the right to:
- Accept or reject any or all proposals received;
- Revise the RFP; and
- Request clarifications or to cancel the process in part or whole.
All enquiries related to the objectives and the scope of this assignment must be referred to:
Name: Elisa Oeme