round 2 call for expression of interest for participation in recabaso

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Regional AIDS Training Network P.O Box 16035-00100, Nairobi, Kenya

Tel: +254-20-2635929, 2635938, Mobile: +254 73499975, 724255849

Email: [email protected], Website: www.ratn.org

Round 2 Call for Expression of Interest for Participation in RECABASO -

Capacity Building in Results Based Management for AIDS Service

Organisations in Eastern and Southern Africa

1. Introduction

The Comprehensive Results-Based Management (RBM) Capacity Building for HIV AIDS

Service Organisations (RECABASO) is an initiative aimed at utilizing best practices in

identifying and addressing Results-Based Management (RBM) capacity gaps among

organisations implementing HIV programmes in Eastern and Southern Africa.

RECABASO strives to reinforce the role played by Results-Based Management in improving

the effectiveness of HIV and AIDS programmes. The project approach stresses that adequate

capacity building and technical support is necessary in helping many ASOs realise their

potential. In this context, RATN with funding from Sida launched the RECABASO

initiative aimed at building RBM capacity for AIDS service organisations and community

institutions implementing programmes towards achieving the public health Millennium

Development Goals 4, 5, and 6 which are; to reduce child mortality rate; improve maternal

health and combat HIV and AIDS, malaria, and other diseases.

RECABASO involves AIDS service organisations and community institutions indicating

specific RBM areas in which they need capacity building and how the need is linked to

improved HIV service delivery. RECABASO teams of RBM experts then follow up with

detailed diagnosis of the RBM capacity gaps through site visits. The panel of reviewers align

the successful applicant organisations to best solutions that include experimental learning,

internships, on-site mentoring, technical support and follow-up. The beneficiary

organisations from the capacity building processes then form online learning communities

where they continue to share their experiences on applying the new knowledge and skills.

2. Rationale for RECABASO

A growing body of evidence points to the important benefits of integrating RBM into all HIV

and AIDS interventions. The principles of “managing for results” was especially highlighted

in the 2005 Paris Declaration on Aid Effectiveness and reaffirmed in the Accra Agenda for

Action in 2008 as part of the efforts to work together in a participatory approach to

strengthen country capacities and to promote accountability of all major stakeholders in the

pursuit of results.

Globally, development agencies and the donor community are now focussed on integrating

RBM into HIV and AIDS interventions for better service delivery. Evidence has shown that

organisations utilising RBM principles are yielding better results and attracting more

funding. Notably, RBM capacity is limited or non-existent in some instances especially

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among indigenous civil society organisations. Therefore, the RECABASO project aims to

address the need for RBM capacity in the selected ASOs in Eastern and Southern Africa.

3. RECABASO ROUND 2

The first round of RECABASO was a pilot phase that run from January 2011 to April 2012.

This phase involved 17 beneficiaries from 8 countries in ESA region and was implemented

with support from East African National Networks of AIDS Service Organisation

(EANNASO) based in Arusha Tanzania.

An evaluation of the pilot phase was conducted and the lessons learned are being ploughed

into the next phase of RECABASO. The purpose of this call for expression of interest is to

select up to ten (10) AIDS Service Organisations which will benefit from the capacity

building and technical assistance under this phase of the project as presented in Section 5 of

this Call for Expression of Interest.

Interested AIDS Service Organisations should submit an Expression of Interest, using the

template of which is attached hereto as Annex 1.

4. Definitions and Interpretation

Applicant means an AIDS Service Organisation

applying to this Call for Expression of

Interest;

Award Criteria means the criteria applied to select the eligible

beneficiaries;

Deadline means December 10, 2012;

Eligibility Criteria means the minimum criteria with which the

Expression of Interest and the Applicants

must comply and which are listed in Annex 2

hereof;

Expression of Interest means a proposal sent by an Applicant in

response to this Call for Expression of

Interest, within the deadline, to be drafted in

accordance with the template attached hereto

as Annex 1;

RECABASO means “RBM Capacity Building for HIV and

AIDS Service Organisations” launched by the

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Regional AIDS Training Network with

funding for pilot project from Swedish

International Development Agency (Sida)

aimed to strengthening the capacity of ASOs

in managing HIV interventions for results.

ASOs means any non-governmental organisation

implementing HIV and AIDS interventions at

national or local level meeting the Eligibility

Criteria as set out in Annex 2 hereof;

Selection Criteria means the Eligibility Criteria and the Award

Criteria;

Capacity Building;

Means technical skills and knowledge as

provided in the framework of the

RECABASO Initiative. Capacity building

support will take the form described in section

5 below.

RBM

Means Results Based Management. It is a

management approach that reflects on

processes and resources to achieve

interventions targeted at commonly agreed

results.

Risk Management Means assessing and quantifying business

risks, then taking measures to control or

reduce them.

5. Description of RECABASO Approach

The selected organisations will be entitled to Capacity Building in RBM. The RECABASO

approach consists of the following steps:

5.1 Stage 1 – Selection of ASO for RBM capacity building

Applicant organisations will be requested to complete a simple application form indicating

their RBM capacity gaps and motivation for their application including suggested solutions

to the identified gaps.

5.2 Stage 2 – Diagnosis/Screening for RBM gaps and short-listing

Panel of RBM experts will make visits to the short-listed applicant organisations to diagnose

the RBM challenges and gaps in the applicant organisation. Based on reports of the RBM

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experts and related evidence the RECABASO team shall then shortlist the applicant

organisations using a well defined award criteria that will among other things assess how the

gaps identified are linked to improved HIV services delivery. The stage also involves

development of RBM capacity building plans by the beneficiary organisations.

5.3 Stage 3 – Alignment of ASOs to capacity building solutions

This stage is the core of the project strategy because it is the stage where the panel of RBM

experts will recommend how each of the shortlisted applications will be linked to relevant

capacity building. The project will involve a total of five (5) options to which the shortlisted

applications shall be aligned to. The options include;

(a) Identify a relevant training within or outside the RATN network;

(b) Pooling applicants with common gaps;

(c) Experiential learning by placement;

(d) Technical Support and on-job experiential learning; and

(e)Twining of organisations for mutual support and learning

The solutions may be provided as a package or as independent units depending of the nature

of the RBM gaps and appropriateness of the solutions as determined by the RECABASO

team base on the diagnosis reports and related evidence. This stage may also include small

grants to the selected organisations to enable them to fast-track RBM within their institutions.

5.4 Stage 4 – Development of Learning Communities and Follow-ups

This stage will involve development of learning communities of organisations and trainees

from different training courses and workshops. At any point in time there would be multiple

learning communities based on different learning groups and RBM thematic areas covered

over a given period.

6. Expression of Interest

A template for the Expression of Interest is attached hereto as Annex 1.

The Expression of interest includes the Applicant’s identification (based on the form under

Appendix to theExpression of Interest).

The Applicants may request clarifications regarding the Call for Expression of Interest or the

nature of the Technical Assistance 15 calendar days before the deadline. Such requests must

indicate the Call for Expression of Interest reference number RECABASO/11/12 and the

name of the Applicant and shall be submitted via e-mail to:

Attention: RECABASO Co-ordinator

Regional AIDS Training network

[email protected]

mailto:[email protected]

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Answers to all questions will be published at least 10 calendar days before the Deadline, on

RATN website www.ratn.org and on all other interfaces where the Call is published.

RECABASO Team will not contact any Applicant prior to the selection, unless it considers it

necessary to clarify issues of a mere technical nature. However, should RECABASO Team

come across any errors, inaccuracies, omissions or any type of clerical defect in the text of

the Call for Expression of Interest before the Deadline, the RECABASO Team will correct

the text and inform the Applicant accordingly.

NB: All applications must be in English.

7. Submission of Expression of Interest

The Expression of Interest shall be submitted on or before the Deadline both by (i) e-mail

and (ii) by registered mail or professional courier service. The Expressions of Interest sent by

registered mail or professional courier service shall consist of a single closed package and

shall contain the Expression of Interest, in paper form.

The Deadline for the submission of Expressions of Interest is December 10, 2012

The Expression of Interest shall indicate the reference number of the Call

(RECABASO/2012/11) and the name of the Applicant Organisation, and shall be sent to the

following address:

Postal and Physical Address:

RECABASO COORDINATOR

REGIONAL AIDS TRAINING NETWORK

MORNINGSIDE OFFICE PARK, NGONG ROAD, 4TH

FLOOR

P.O. BOX 16035-00100, NAIROBI

KENYA

Telephone: +254 020 2635929/2635938

E-mail Address: [email protected]

E-mail Subject Line – EOI for RECABASO Round 2

Prior to the Deadline and in the same manner as specified above, the applicants may change

or amend their Expression of Interest by clearly indicating the parts to be changed or

amended.

Prior to the Deadline and in the same manner as specified above the Applicants may

withdraw their Expression of Interest.

http://www.ratn.org/

mailto:[email protected]

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After the Deadline, an acknowledgement of receipt will be sent to the relevant Applicants by

RECABASO Coordinator via e-mail. The acknowledgement of receipt is not to be

considered confirmation of completeness of the Expression of Interest, nor any kind of

assessment to this effect.

8. Selection Process

The Expressions of Interest will be examined by the RECABASO team of experts using

professional analysis and judgment, taking into account the Eligibility Criteria.

RECABASO Team will reject incomplete or unsigned Expressions of Interest, as well as

those Expressions of Interest not complying with the Eligibility Criteria. Applicants

complying with the Eligibility Criteria will go through the selection process based on the

Award Criteria.

RBM Capacity Building and Technical Assistance will be awarded at the sole discretion of

the RECABASO Team. Applicants should by no means consider that mere submission of a

complete application will give rise to any claims, or other rights, or legitimate expectations to

be ultimately selected as a beneficiary under this Call for Expression of Interest.

RECABASO Team can cancel the Call for Expression of interest at any stage of the

procedure.

The selection shall be deemed complete upon written confirmation by the RECABASO

Team to the Applicant. ASOs not selected for capacity building under the framework of

RECABASO shall be informed accordingly. Upon request, rejected Applicants may ask for

further information from the RECABASO Team on the reasons for their non-selection.

The selection for capacity building as detailed in Section 8 above does not give any right

of access to Sida funding.

9. Attachments

Annex 1. Expression of Interest

Annex 2. RECABASO Eligibility Criteria

Annex 3. RECABASO Award Criteria

Appendix. Application Identification and Application Form

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ANNEX 1 to the Call for Expression of Interest RECABASO/11/2012

To:

RECABASO CO-ORDINATOR

REGIONAL AIDS TRAINING NETWORK

P.O. BOX 16035-00100, NAIROBI

KENYA

EXPRESSION OF INTEREST

Call for Expression of Interest No.: RECABASO/11/2012

Deadline for the submission of the Expression of interest: 10 DECEMBER 2012

Expression of Interest for: RECABASO ROUND 2

Applicant submitting the Expression of Interest: __________________

(Organisation name)

Dear Sir or Madam,

Herewith we are submitting our Expression of Interest on behalf of [Applicant’s name] in response to

the Call for Expression of Interest RECABASO/11/12.

The undersigned duly authorised to represent the [Applicant’s name], by signing this form

certifies/certify and declare(s) that the information contained in this Expression of Interest and its

Appendices is complete and correct in all its elements.

Yours sincerely,

Signature(s): Stamp of the Applicant:

Name and position in capital letters:

Applicant’s name:

Place: Date (day/month/year):

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Appendix to the Expression of Interest

APPLICATION FORM

A.1 Applicant identification

INFORMATION REQUIRED CONTACT DETAILS Address:

Telephone: Fax: E-mail: Website:

REGISTRATION

DETAILS Date of registration: Country of registration: Registration number:

A.2 Contact person

INFORMATION REQUIRED TITLE Mr/Ms/Dr/other NAME Surname:

First name: DESIGNATION CONTACT

DETAILS Email:

Tel:

B. Applicant Profile

What is the mission statement of the applicant organisation?

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B1. Type of your organisation (please tick/shade) appropriately:

(a) Community-based organisations (CBO) working on HIV and AIDS

(b) National Network of AIDS Service Organisations

(c) National Civil Society Organisation working on HIV and AIDS

(d) Other Specify

B2. Please list any organisations /bodies that your organisation is a member of or is affiliated to;

B3. Provide the following details on size of your organisation in terms of number of permanent

staff and budget in the last three (3) years

Year No. of full time staff Annual Budget (US$) 2012 2011 2010

B4. Please provide an overview of the project (s) or programmes your organisation has

implemented in the past three years:

Name of project Keys Project

Outcome(s) Year(s) of

implementation Donor(s)

1. 2. 3.

C. Applicant’s Information for RBM intervention

C1. Describe how your organisation applies or understands Results Based Management

principles?

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C3. Please answer the following question by ticking the appropriate box

i. N

o

.

Question Advanced

Beginning Not

Started

Don’t know

ii. To what extent is your

organisation using results

information to manage and

adjust on-going operations,

strategic plans, policies and

resources

iii. To what extent is there tangible

support from management for

building and supporting results-

based management?

iv. To what extent is RBM-based

training available to managers

and staff throughout the

organisation?

v. To what extent do the appraisal

systems in your organisation

relate individual

accomplishments to outcomes?

vi. To what extent do your

organisation’s values and ethics

reflect an outcome focus?

vii. To what extent is risk

management systematically

practiced in your organisation

and linked to outcomes

viii. To what extent does your

business plan/strategic plan

specify organisation-wide

performance expectations that

are clear, concrete and time-

bound?

ix. To what extent are outcome

measurements linked to financial

measures

x. To what extent is evaluation

integrated into the management

of programs and policies

xi. To what extent are results data

used for internal managing?

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C4 Overall, how would you rate your organisation in terms of practice of Results Based

Management?

1. Advanced 2. Not started

3. Beginning 4. Do not know/ Not sure

C5. Briefly describe why your organisation is applying for capacity building for Results Based

Management (RBM) (If space is not enough use separate page but maximum one (1) page)

C6. Does your organisation have the following documents? Please tick as appropriate

Type of Document Yes No Not

Applicable 1. Constitution for the Organisation 2. Registration certificate 3. Audited Accounts for last Financial Year 4. Annual Report for last Financial Year 5. Organisational chart 6. Current Strategic Plan 7. Annual work-plan 8. Monitoring and Evaluation Plan/Framework 9. Organisational Capacity Statement/Profile

C7. If yes to C6 (6) above, is the current Strategic Plan fully funded? (tick one)

Yes fully funded Yes Partially funded Not funded

………………………………………END…………………………………………

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ANNEX 2 to the Call for Expression of Interest

RECABASO/11/12

RECABASO: Eligibility Criteria

IMPORTANT: RECABASO Team reserves its right to verify the accuracy of the information

provided by the Applicant by means of due diligence, if required.

ELIGIBILITY CRITERIA System of

appraisal (for

RECABASO

use only)

Yes / No

1.1 The Applicant is an AIDS service organisation

1.2 The Applicant is based in the Eastern and Southern African region

1.5 The Applicant has declared interest in RBM capacity building

1.6 The Expression of Interest is prepared in accordance with Annex 1 to

the Call for Expression of Interest. All necessary supporting

documents are provided.

1.7 The Expression of Interest and the relevant appendices/annexes are

duly signed.

1.9 The Expression of Interest is submitted both by registered mail and e-

mail.

1.10 The Expression of Interest is submitted within the Deadline.

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ANNEX 3 to the Call for Expression of Interest

RECABASO/11/2012

RECABASO: Award Criteria

No. AWARD CRITERIA Evaluation

(weighting)

For

RECABASO

use only

1.1 Eligibility criteria met as per Annex 1 30

1.2 The applicant’s organisational governance structure 20

1.5 Applicant’s demonstrated need and interest in Results Based

Management 20

1.6 Applicant’s potential to demonstrate results 10

1.7 Assessment of relevant supportive document 20

Total 100

round 2 call for expression of interest for participation in recabaso

Documents