Expression of Interest (EOI)

Consultancy services for Phone and field verification services for EnDev, with a focus on eCooking and grid densification.

Reference Number:83477476

Publication date: 08.11.2024

Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

1. Context

In alignment with Rwanda’s National Strategy for Transformation (NST2, 2024-2029) goal of universal electrification and addressing the gender gap in energy access, GIZ (Energising Development) is partnering with Rwanda Energy Group (REG) to enhance electricity access through grid densification and promotes in collaboration with private companies the use of electric cooking (eCooking) through the Sustainable eCooking Access to Leverage Electricity Uptake in Rwanda (SCALE.up) project.

The SCALE.up project combines eCooking intervention with grid densification intervention and aims at strengthening grid densification in already electrified areas to tackle structural and financial challenges faced by beneficiary households and assess the potential of electric cooking (eCooking) and a specialized eCooking tariff to boost electricity use and clean cooking adoption in urban and peri-urban areas.

The project will use a gender-responsive approach and Results-Based Financing (RBF) modality to support the filling-in of grid service areas, and Result-Based Reimbursement (RBR) to foster e-cooking adoption by collaborating with REG and eCooking selling companies/participating companies.

According to the definition of the Energising Development programme, RBF and RBR are modalities where a funding entity disburses funds to a recipient only once a pre-agreed set of results is achieved and verified. These approaches involve three key principles: Firstly, payments are made only after the results are achieved; secondly, the recipient may independently choose how to achieve these results; and lastly, independent verification of results is the trigger for disbursement.

2. Tasks to be performed by the contractor.

EnDev is seeking a contractor to conduct an RBF and RBR verifications (both phone and field-based verification) in Rwanda. The focus will be on the 11 districts of Nyarugenge, Gasabo, Kicukiro, Rwamagana, Bugesera, Kayonza, Muhanga, Ruhango, Rubavu, Kamonyi and Musanze, where the SCALE.up project will be implemented in Rwanda. However, the districts may be adjusted during the implementation period, and additional EnDev components may be added for verification activities (see Option).

The contractor is responsible for providing the following services for EnDev, focusing primarily on EnDev`s eCooking and grid densification interventions:

• Upon receipt of a claim of EnDev`s implementation partner, beneficiary sampling according to a pre-agreed sampling methodology as a basis for verification planning and management
• Phone verification:
  • Perform phone verification for a preselected sample of RBF/RBR beneficiaries in Kinyarwanda and note observations according to pre-agreed categories.
  • An IVA agent is required to try at least three times at different times during the week and days to reach a beneficiary, before the IVA agent is allowed to mark the beneficiary as “unreached”.
  • The IVA team is required to reach a minimum of 15 beneficiaries per day per verification agent.
  • All required tools (questionnaires, survey tool) will be provided by EnDev.
• Field verification:
  • Conduct field verification for a predetermined sample of RBF/RBR beneficiaries, this verification should be done in Kinyarwanda, and observations should be recorded according to pre-agreed categories in English.
  • Each verification agent from the IVA team should aim to reach a minimum of 7 beneficiaries per day for grid densification and eCooking. Should verification take place for other EnDev components, alternative thresholds for field verification can be agreed (see option).
  • All required tools (questionnaires, survey tool) will be provided by EnDev.

The supported components and verification activities are described below. Detailed verification plans will be elaborated between the team leader and GIZ project team.

Grid densification support

EnDev is working with REG through a results-based financing approach to support the grid connection of 2750 households.

The contractor shall verify the results claimed for grid connections upon reception of REG subsidy claims for grid connections. Some of the verifications will be field based while others being phone based.

The Independent Verification team will carry out verification of beneficiaries by conducting interviews to confirm whether these beneficiaries have been supported as follows:

• Support package A: Whether the household has benefited from the internal house wiring support (general support to all households)
• Support package B: Whether the beneficiary is a woman-headed household, provided with free of charge grid connection
• Support package C: Whether the connected beneficiary was located beyond 37 meters from the nearest grid electricity pole, provided with free of charge low-voltage line extension

While all households receive support package A, a subset of these households will also be eligible for support package B and/or C. To ensure a representative sampling of the households eligible for several support packages, GIZ will provide a sample size calculation template based on statistical sampling.

eCooking and rebate payment verification

The contractor shall verify the results claimed by participating companies for sales and reimbursement amount for eCooking. Some of the verifications will be field based while others being phone based.

In addition to capturing the additional monitoring and impact data, the independent verification team will carry out eCooking sales verification of beneficiaries by conducting interviews to confirm whether these beneficiaries have been supported as follows:

• Whether the beneficiary received the eCooking appliance (verification cycle 1)
• Whether the beneficiary was also a beneficiary of the grid connection support and has received the supported electricity credit (e.g. cash-power token) (verification cycle 1)
• Whether the beneficiary received the reimbursement amount for eCooking (verification cycle 1& 2)

Regarding the final rebate verification in the second verification cycle, the independent verification team will verify that the kWh consumption reported by the participating companies for each eligible sale aligns with the kWh consumption data retrieved from the Kobo tool. Additionally, for the following claims, the independent verification team will assess whether the participating company has applied the appropriate reduction to the households’ instalment payments.

Generally, EnDev Rwanda will provide an initial training to the team leader and other staff (if need be) on the interpretation of questions and use of the Kobo Toolbox. EnDev will provide the necessary tool for performing field interviews. The verification team will be using the questionnaire provided by GIZ EnDev.

In addition to the reports required by GIZ in accordance with the AVB, the contractor submits the following reports:

• Audit-proof, independent verification reports for each claim summarizing the findings from the phone and field verification activities

Certain milestones, as laid out in the table below, are to be achieved during the contract term:

Period of assignment: from 1 December 2024 until 30 September 2025.

3. Concept

In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid.

Technical-methodological concept

Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to present and explain its approach to steering the measures with the project partners (1.3.1) and its contribution to the results-based monitoring system (1.3.2).

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

Further requirements (1.7)

The tenderer is required to show its experience on results-based financing approaches (as per the explanation, see Context), and outline the service specific provisions for data protection.

4. Personnel concept

The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Team leader

Tasks of the team leader

• Overall responsibility for the service packages of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Participation in the EnDev training sessions on verification (in a training of trainers modality), providing feedback on approach and tools and, afterward to subsequently train verifiers
• Personnel management, in particular the training of verifiers assigned to perform the phone and field verification, and ensuring that sufficient verifiers are available to meet the various verification schedules for phone and field verification
• Sampling of survey participants from the data provided by the companies and project partners
• Regular reporting in accordance with deadlines, in particular the production, authorization and submission of the independent verification reports on a timely basis

Qualifications of the team leader

• Education/training (2.1.1): university degree (German ‘Diplom’/Master) in Economics, Statistics, Geography, Business Administration, Development Studies or a related field
• Language (2.1.2): B2-level language proficiency in English and Kinyarwanda
• General professional experience (2.1.3): Five years of professional experience in the market research, monitoring and verification
• Specific professional experience (2.1.4): Two years in results-based financing projects (as per the EnDev definition, see Context) and/or the energy sector
• Leadership/management experience (2.1.5): Three years of management/leadership experience as project team leader or manager in a company
• Regional experience (2.1.6): Five years of experience in projects in Easter Africa (region), of which 2 years in projects in Rwanda (country)
• Development cooperation (DC) experience (2.1.7): Three years of experience in DC projects

Short-term expert pool with minimum seven, maximum twelve members

For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool

• Conduct phone and field verification activities
• Document and enter beneficiaries’ responses in the digital data collection tools
• Ensure timely completion of verification and quality of documentation
• Ensure data quality checks in terms of completeness, correctness, accuracy and no duplications/multiple entries or connections/sales subsidized/supported by other grants; valid information (contact details, dates, product details etc.); and confirming the eligibility of the reported products in line with the eligibility criteria
• Produce independent verification reports for authorization by the team leader

Qualifications of the short-term expert pool

• Education/training (2.6.1): Seven to twelve experts with university qualification (bachelor’s degree) in Economics, Statistics, Geography, Business Administration, Development Studies or a related field
• Language (2.6.2): Seven to twelve experts with B1-level language proficiency in Kinyarwanda
• General professional experience (2.6.3): Seven to twelve experts with three years of professional experience in the surveys, market research, verification, monitoring, or related areas
• Specific professional experience (2.6.4): Six to eight experts with two years of professional experience in phone verification, six to eight experts with two years of professional experience in field verification
• Regional experience (2.6.5): Seven to twelve experts with three years of experience in Eastern Africa (region) or Rwanda (country)
• Development cooperation (DC) experience (2.6.6): Seven to twelve experts with two years of experience in DC

Soft skills of team members

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

• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

The tenderer must provide a clear overview of all proposed short-term experts and their individual qualifications.

5. Costing requirements

Assignment of personnel and travel expenses

Per-diem and overnight accommodation allowances are reimbursed as a lump sum up to the maximum amounts permissible under tax law for each country as set out in the country table in the circular from the German Federal Ministry of Finance on travel expense remuneration (downloadable at https://www.bundesfinanzministerium.de).

Accommodation costs which exceed this up to a reasonable amount and the cost of flights and other main forms of transport can be reimbursed against evidence.

All business travel must be agreed in advance by the officer responsible for the project.

Sustainability aspects for travel

GIZ would like to reduce greenhouse gas emissions (CO₂ emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions, such as selecting the lowest-emission booking class (economy) and using means of transport, airlines and flight routes with a higher CO₂ efficiency. For short distances, travel by train (second class) or e-mobility should be the preferred option.

If they cannot be avoided, CO₂ emissions caused by air travel should be offset. GIZ specifies a budget for this, through which the carbon offsets can be settled against evidence.

There are many different providers in the market for emissions certificates, and they have different climate impact ambitions. The Development and Climate Alliance (German only) has published a list of standards (German only). GIZ recommends using the standards specified there.

Specification of inputs

6. Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• Templates and methodologies for sampling and verification
• Verification report template

7. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToR. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English (language).

The complete tender must not exceed 10 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long.

Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

8. Option

After the services put out to tender have been completed, important elements of these tasks can be continued or extended. Specifically:

Type and scope

The contractor is responsible for providing the following optional services:

• Phone and field verification activities for the EnDev Rwanda Results-based Financing for Refugees (RBF4R) component, focusing on the market-based provision of cookstoves in refugee camps
• Field verification activities for the EnDev Rwanda Productive Use of Renewable Energy in Agricultural Value Chains (PURE.Ag) component, focusing on the market-based provision of solar water pumps on instalment payments
• Phone and field verification and monitoring activities for any other EnDev Rwanda component

Requirements

Exercising the option will depend on the positive assessment of interim results by the independent verification agents as well as the extension of the aforementioned EnDev components. The decision on continuation is expected to be made in the period between March and June 2025. If the option is exercised, it is anticipated that the contract term will be extended up to 31 December 2025.

The option will be exercised by means of a contract extension on the basis of the individual approaches already offered.

Quantitative requirements for the optional services

Requirements on the format of the tender for the option

Please complete both spreadsheets in the price schedule, i.e. one for the main service and one for the optional service.

9. Outsourced processing of personal data

The IVA must ensure that the data handling meets standards of the General Data Protection Regulation (GDPR) of the European Union. This implies that personal information must not be shared with third parties and that the necessary measures are taken to ensure data protection. Any data transmitted to the contractor is to be treated as confidential and not to be disclosed to any third parties.

As personal data will be processed on behalf of the client, an agreement on “Outsourcing of data processing (AuV)” will be concluded with the contractor in accordance with Art. 28 GDPR. For this purpose, the technical and organizational measures (TOM) for compliance with the data protection requirements must be outlined prior to conclusion of the contract. If the contractor has already been audited by GIZ in the past, an update in accordance with GDPR must nevertheless be sent. After a positive check, the contract is concluded with the AuV attachment.

The AuV will be shared only with the participating company selected prior for completion and submission before the contract can be signed.

Submission of offer: The Expression of Interest should contain the following:

Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical Proposal (attached template for technical proposal MUST be used)
• Company registration certificate (RDB)
• VAT-Registration Certificate
• Latest tax clearance certificate
• Up to date CVs of proposed experts
• Self-declaration of eligibility

Financial Proposal: Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs.

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until 24/11/2024

1. The technical offer has to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83477476
2. The financial offer has to be submitted in PDF format and the price must be in Rwandan Francs and VAT excluded (if applicable) and as attachment to the email with the subject: Financial offer 83477476

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/

Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

Annex:

• Technical Proposal template
• Technical assessment grid
• Self-declaration of eligibility