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Re –advertised/ Consultancy Services for the Development of the Strategic Plan for Five Years (2020-2024) for Rwanda Information Society Authority (RISA)

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EXPRESSION OF INTEREST ( EOI)

Re-advertised 

CONSULTANCY SERVICES FOR THE DEVELOPMENT OF THE STRATEGIC PLAN FOR FIVE YEARS (2020-2024) FOR RWANDA INFORMATION SOCIETY AUTHORITY (RISA)

I. BACKGROUND & CONTEXT

Rwanda Information Society Authority “RISA” is a government Institution governed by the law No 02/2017 of 18/02/2017 determining its Mission, Organization, and Functioning.

RISA has the mandate of planning and coordinating the implementation of national ICT for Development Agenda.

The GoR has rightly committed to use ICT as an enabler of the transformation into a knowledge-based economy and society by 2020 and a high-income country by 2050. This commitment is enshrined in its long-term planning instruments; the Vision 2020 and Vision 2050 as well as the mid-term implementation instruments previously, the Poverty Reduction Strategy (PRS 1) the EDPRS 1 and 2 and recently the National Strategy for Transformation (NST-1).

Since the year 2000, ICT sector-specific mid-term planning instruments were developed to guide the implementation of GoR ICT initiatives. These included the National Information and Communication Infrastructure - NICI Plans (I, II & III) which run between 2000 and 2015, the ICT Sector Strategic Plans-ICT SSP I & II (2013-2018 and 2018-2024) and the SMART Rwanda Master Plan (SRMP).

II. OVERALL OBJECTIVE 

The purpose of this consultancy is to develop a five (5) years’ strategic plan for RISA that will guide the operations in order to increase effectiveness and service delivery while basing on the existing and new initiatives through increased usage of ICT as a cross-cutting enabler for the development of other sectors.

III. SPECIFIC OBJECTIVES
 
i. To identify strengths, weaknesses, opportunities, and threats by undertaking a SWOT

    analysis based on how the RISA model has operated since its inception.  
ii.  To identify all RISA relevant stakeholders, their expectations, roles, and responsibilities.
iii. To perform an in-depth assessment of the service satisfaction of the beneficiaries and identify the best possible strategy based on the assessment 
iv. To draw lessons from RISA interventions and generate recommendations to strengthen ongoing and future interventions.
v.   Formulate strategic objectives for interventions.
vi.  To formulate a logical and M&E framework.
vii. To propose execution mechanisms and measurement tools that would enable RISA to be effective and efficient.

IV. SCOPE OF THE ASSIGNMENT

The scope of this assignment shall consist of,

1.    Envisioning:   The consulting firm will work with RISA Management and staff to envision the future. This will entail the process of reviewing the organizations’ vision, mission, and values.

  • Vision: A vivid picture of where the institution is heading in the next 5 years. A consulting firm will help RISA articulate a Vision Statement that is ambitious, oriented towards the future, challenges staff and management to achieve excellence, and projects RISA as a leader among similar organizations.
  • Mission: The consulting firm will work to ensure the mission is not deviating from that which is provided for by Law N°02/2017 of 18/02/2017 establishing RISA and determining its Mission, Organization, and Functioning
  • The Values: The fundamental beliefs of RISA. Guiding principles that will create an unwavering guide to the organization and staff.

2.    Conducting a Situation Analysis 

The consulting firm shall perform a situational analysis based on key achievements, challenges faced, and lessons learned in directive to establish the gap between where RISA would like to be (Vision) and its abilities to achieve the same vision and finally form the basis for future plans.

The Consulting firm is expected to apply such methodologies as;

  • SWOT (Strength, Weaknesses, Opportunities, and Threats) Analysis,
  • Literature Review
  • Role of RISA in the achievement of Vision 2020and NST1
  • Stakeholders Analysis: Who are key stakeholders and their expectations from RISA vis à vis the achievement of National programs (NST1, ICT SSP, Vision 2050).
  • PESTEL Analysis: understand the environment in which RISA operate for decision making and plan for future events.
  • Global Benchmarking: identify key functions and responsibilities of RISA in achieving international Agenda (SDGs, AU 2063, and EAC 2050).
  • Linking RISA's strategic plan with other National and International Strategies.
  • International Best Practices: identify the best practices internationally, that RISA can employ in the execution of its duties.
  1.  Setting the Strategic Goals and Objectives

 The Situational Analysis and the envisioning exercise shall inform the exercise to identify and develop strategic goals and objectives. The Consulting firm shall be required to develop SMART Goals and Objectives i.e. (Specific, Measurable, Achievable, Realistic and Time-bound goals and objectives)

  1.  Identifying Critical Success Factors 

 The Consulting firm shall identify necessary elements that must be put in place/ nurtured in order to ensure the success of the Strategic plan. It is envisaged that the development of a Performance Management Framework will be one of the critical success factors.

  1.  Risk Assessment 

 The Consulting firm shall identify and develop a risk matrix consisting of an inventory of all internal and external risks, their likelihood of happening, and the severity of the impact in case of occurrence of each risk happening. In addition, it shall propose risk mitigating approaches for each risk.

  1.  Identifying Strategic Issues and Propose Interventions

The Consulting firm shall identify strategic issues, prioritize issues that must be addressed, and propose actionable interventions. The prioritization exercise shall be informed by RISA management, a framework for prioritization of projects that was elaborated in the SMART Rwanda Master Plan.

  1.  Implementation Budget 

The Consulting firm shall estimate costs for each of the activities to be undertaken over the period of implementation of the plan. In addition, the Consulting firm will advise on the mobilization of resources for each cost item.

  1.  Monitoring & Evaluation Framework

For each intervention area, the consulting firm shall define baselines, establish units of measurements and targets for each year the Strategic Plan will be implemented. It shall assign institutional and departmental responsibility to each target and propose sources of data that will be used to assess indicators.

V.  TASKS 

 The successful consulting firm will have the following tasks:

  • Preparation of a work plan and the appropriate assessment framework
  • Conduct introductory meetings with key stakeholders and partners
  • Actively engaging with staff, management, and other stakeholders through the use of participatory processes
  • Develop tools, questionnaires, and methodology in participatory manners
  • Conduct field visits & interviews,
  • Hold two (2) validation workshops for the document finalization
  • Incorporate the comments from the validation workshop for a final copy
  • Produce a final draft copy of the strategic plan
  • Summarize the strategic plan framework.
  • Production of deliverables in accordance with the requirements and timeframes of the Terms of Reference.

VI. METHODOLOGY 

  • The process will adopt a mixed method with a consultative and participative approach. It will include field visits, meeting with communities, direct or indirect beneficiaries in Central Government, and Local Government.
  • For qualitative information, the consulting firm will use focus group discussions, key informants’ interviews and conduct discussions with service providers and beneficiaries to obtain needed information. Key informants should represent all groups of service providers including men and women as well as beneficiaries; men, women, girls, and the boys including people living with disabilities.
  • The consulting firm shall also conduct strategic meetings with relevant government institutions and stakeholders including development partners.

VII.    EXPECTED OUTPUT 

  • An inception report detailing the approach, assessment tools and key milestones with a clear schedule based on these Terms of References;
  • Preliminary findings of the assessment and workshops in the form of objectives and strategic interventions; 
  • A strategic plan document indicating; 
  • Executive summary 
  • Background 
  • Internal and External analysis 
  • Strategic priorities 
  • Metrics to assess progress made in the attainment of these strategic priorities 
  • Strategic plan final document integrating inputs and comments from stakeholders

 VIII.    DURATION AND REPORTING ARRANGEMENTS 

This assignment is scheduled to be completed within a period not longer than 8 weeks (2 months maximum) from the date of contract signature (i.e. Sept – Nov 2020) . The Consulting firm(s) will be technically supervised by the Chief Executive Officer who will be required to collaborate closely.

The consulting firm will work closely and regularly with RISA and the technical committee to perform the assignment. The draft and final documents will be shared and validated by the key stakeholders.

The final document will be submitted to RISA as per the agreement in accordance with the signed contract.

VII.             MILESTONES AND DELIVERABLES

The Consulting firm will deliver the following as key outputs;

  1. An inception report within 15 calendar days from the day of signing the contract.
  2. Version 1.0 (draft “zero”) of the Strategic and Implementation Plan within the first 35 days of signing the contract.
  3. Not more than 5 days after the Consultative Workshop but within 50 days of signing the contract, the Consulting firm will submit Version 2.0 of the Plan after incorporating the inputs from the workshop.
  1. 5 days after the validation workshop but within 56 calendar days of signing the contract, submit Final Version (Version 3.0) of the Strategic Plan.

VIII.    REQUIRED QUALIFICATIONS & EXPERIENCE 

The Consulting  firm should have:

  • At least 10 years’ overall experience in consultancy and research, and 7 years’ specific experiences in ICT, Policy formulation and Management and 5 years of Management/Leadership experience in ICT Sector
  • Consultants should demonstrate the ability to interact with a range of ICT stakeholders, including high-level policymakers, Government officials, development partners, and civil society organizations;
  • Demonstrate a high-level understanding of National Information and Communication Infrastructure (NICI 1,2 &3) plan and policy, ICT Laws, ICT Sector Strategic Plans-ICT SSP I & II, Smart Rwanda Master Plan 2015-2020.
  • Should have experience in conducting strategic analysis, excellent writing and analytical skills, and demonstrated knowledge of international and national ICT commitments, policy and legal frameworks such as the SDGs, AU 2063 Agenda, National Strategy for Transformation (NST1) among others.
  • Knowledge of and/or proven expertise in Participatory approaches in conducting research and facilitating strategic planning processes;
  • Proven skills in analyzing policy process, political dialogues and understanding institutional dynamics and developing the sound recommendations based on the evidence;
  • Knowledge of the Rwandan development context and work experience in regional and/or other developing countries is required.
  • Availability, motivation, patience, and commitments to be engaged with intensive analytical process and dialogues in producing a high-quality strategic document;
  • Excellent writing skills, preferably demonstrated by similar assignments;
  • Good computer skills and good command of qualitative and quantitative analysis software
  • Fluency and excellent writing skills in English required.;

IX.    TEAM COMPOSITION AND COMPETENCIES 

  • The team of Consultants may apply as a Consultancy firm fulfilling the required competencies
  • The assignment requires a team of consultants composed at least three (3) experts in ICT, Policy formulation, and Management. The selected firm should also demonstrate the ability to work with multi-disciplinary teams and able to meet deadlines with minimum supervision.

Team Leader

Tasks of Team Leader

  • Develop a strategy the team will use to reach all requirements and assume overall responsibility for the advisory packages for the Contractor (Quality and deadlines)
  • Coordinating and ensuring the communication with GIZ, RISA and other partners involved in the assignment
  • Personal management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
  • Monitor team members' participation to ensure the reporting deadline in accordance with prescribed terms

Qualification of Team Leader

 Education/training:

  • The team leader should have at least a Master’s degree in ICT, Economic Planning, Policy formulation, and Strategic Development and Management

Language:

  • Team Leader should have good business Language skills in English (both verbal and written)

Required Experience

  • The Team leader should have at least 10 years of proven experience in ICT, strategic planning, policy formulation, and Management
  • Team Leader should have at least 7 years of in management/Leadership experience
  • Team Leader should have at least 5 years of proven experience in conducting ICT related projects strategic analysis at international or regional (4 years) and Rwanda level (5 years).
  • The team leader should have 4 years in Development Cooperation (DC) projects
  • Relevant experience demonstrated by evidence of participation in Capacity Works (Completed in recent 2 years) training and experience in the financial management of substantial local subsidies

EXPERT 1:

Tasks

  • Review of all the ICT strategies and programme so as to understand what is expected of players within the sector;
  • Develop and manage the instruments/tools to be used in the information gathering;
  • Consultation with RISA staff, Management, and stakeholders in the process;
  • Gathering of the inputs from consultative workshops and their incorporation within the document.

Qualifications:

The named “Expert1” should have:

  • At Least a Master’s Degree in Information Technology(IT/ICT)
  • Excellent in English skills (both verbal and written)
  • At least ten (10) years of proven experience in Management of big ICT Projects at National Level and Seven (7) Years of experience at International or/and regional Level
  • Relevant experience demonstrated by evidence of participation in Capacity Works (Completed in recent 2 years) training and experience in financial management of substantial local subsidies

EXPERT 2:

Tasks

  • Review of all the ICT policies so as to understand well the national vision and orientation on the component;
  • Develop and manage the instruments/tools to be used in the information gathering;
  • Consultation with RISA staff, Management, and stakeholders in the process;
  • Gathering of the inputs from consultative workshops and their incorporation within the document.

Qualifications

The name “Expert 2” should have:

  • At Least a Master’s Degree or its equivalence in Policy formulation, Economic Planning or/and Strategic Development
  • Excellent in English skills (both verbal and written)
  • At least ten (10) years of proven experience in developing national and international strategic documents and specifically Seven (7) Years at international or/and regional Level and 5 years at National Level
  • Proven Latest Certificates/evidence of similar assignment done

EXPERT 3:

Tasks

  • Review of all the ICT policy documents, strategies, and programme so as to understand the national orientation on the component, and show how best the daily coordination and management of the institutional activities can best deliver on the agenda;
  • Develop and manage the instruments/tools to be used in the information gathering;
  • Consultation with RISA staff, Management, and stakeholders in the process;
  • Gathering of the inputs from consultative workshops and their incorporation within the document

Qualifications

The named “Expert3” should have:

  • At Least a Master’s Degree in Management
  • Excellent in English skills (both verbal and written)
  • At least ten (10) years of proven experience in Management of big Projects at National Level and Seven (7) Years at International or/and regional Level
  • Relevant experience demonstrated by evidence of participation in Capacity Works (Completed in recent 2 years) training and experience in the financial management of substantial local subsidies

Soft Skills of team members

In addition to their specialist qualifications, the following skills are required of team members:

  • Teamwork skills
  • Communication skills
  • Creative and innovative thinking
  • Interpersonal skills
  • Social Cultural competence
  • Efficient, partner and client-focused working methods
  • Interdisciplinary thinking

EoI & evaluation criteria

EoI will be evaluated based on the following criteria:

  • Company profile,
  • Relevant experience,
  • Company strategies to assure agility, flexibility, and responsiveness,
  • Personnel,
  • and financial offers.

Submission of EOI

Only companies are eligible to apply to this assignment, no individual consultant will be accepted.

The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why your Consulting Firm would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology, on how will be your approach and complete the assignment;
  • The Technical Proposal should also contain the CVs of the personnel proposed in accordance with the EoI. The CVs shall not exceed 4 pages.
  • Company registration certificate (RDB)
  • VAT registration certificate
  • Proof of successful completion of related assignments.
  • Latest tax clearance certificate

For the Financial Proposal: 

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for a financial offer) until latest Thursday 13th August 2020 at 4:00 pm, at the front desk of:

 

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

GIZ reserves all rights