EU Award Procedure Fund Management Agent ‘Voice’.
Haagse Inkoop Samenwerking (HIS) | Published September 15, 2015 - Deadline October 12, 2015
75211200, 66140000, 75112100, 75210000, 79421000
The Contract covers the delivery of the management and monitoring of the subsidy facility of Voice and the facilitation of a linking and learning process.
These activities entail a number of different elements, with associated preconditions.
1. Development of a programmatic framework that substantiates the choice for groups targeted and the geographical focus in the subsidy facility.
The subsidy portfolios that will be selected by the fund management agent should take place in low- and/or lower-middle income countries. To avoid fragmentation, the fund management has to propose a geographical and thematic focus of Voice.
The implementation of Voice has to be limited to 3 regions and a maximum of 15 countries. Physical presence of the fund management in the proposed regions and/or countries needs to be ensured. After determining the geographical focus, context analyses and Track Records should point out which groups are the most marginalised and discriminated and which themes are relevant to these groups. The degree to which Lobby and Advocacy by the most marginalised and discriminated groups can be effective in the selected countries is an important criterion.
2. The development and implementation of a selection mechanism for proposals (either call(s) for proposals or another form of objective selection).
The subsidy facility should be based on the objectives and indicators as specified in the section ‘Object of the Contract.’ These objectives and indicators should also be clearly reflected in the selection mechanism for proposals. The fund management agent is responsible for formulating clear, objective selection criteria.
The fund management agent is responsible for the promotion of the fund. 3 types of Civil Society Organisations and representatives of the most marginalised and discriminated groups can be invited to submit proposals.
The selection mechanisms should ensure a spread in subsidy portfolios in terms of Grounds on which groups are discriminated and/or marginalised, type of civil society organisations and theme.
In the selection of the subsidy portfolios, the use of innovative methods and instruments of organisations to reach, strengthen and empower the most marginalised and discriminated groups has to be given priority. This is based on the fact that the most marginalised and discriminated groups are often not reached through more traditional ways of working. The concept of innovation is context specific. In general, innovation can concern involving non-traditional actors, making use of new technologies, engaging in different forms of partnerships, making use of academic knowledge, etc.
The fund management agent and the partners of the Ministry of Foreign Affairs in the strategic partnerships for Dialogue and Dissent are not allowed to submit proposals.
3. The facilitation and stimulation of an innovative linking and learning process.
The fund management agent should establish, facilitate and stimulate an innovative linking and learning process, with a focus on South-South exchange of lessons learned, knowledge and experiences (both positive, innovative experiences and negative experiences). This process should entail:
— Strengthening the capacity of sub-grantees to generate and exchange lessons learned, knowledge and experiences;
— Upscaling of those activities of sub-grantees that have shown positive results;
— The documentation and distribution of lessons learned, knowledge and experiences.
4. (Financial) management of the fund:
The fund management agent should have a sufficient legal, financial and policy framework to manage a fund of 50 000 000 EUR. The fund should be managed in such a manner that, in case of contract termination, the management can be transferred without problems to the Ministry of Foreign Affairs (or another fund management agent).
5. Monitoring, evaluation and reporting:
The fund management agent should monitor the progress of the subsidy portfolios and the linking and learning process. The monitoring and evaluation system of the fund management agent should have a strong focus on qualitative monitoring. Thereby, the fund management agent should safeguard the focus on strengthening the voice of marginalised and discriminated groups through Capacity Strengthening and Empowerment.
The fund management agent should report on outcome level. As such, the fund management agent should gather the information required from sub-grantees. In the framework of the Contract, by the end 2016, reporting has to be done conform IATI standards.
For effective and efficient implementation of the Contract, the fund management agent should have a qualified and experienced team to manage the fund and the linking and learning process. This team should at least have the capacity and willingness to develop a subsidy facility and linking and learning process that focus on the capacity strengthening for Lobby and Advocacy and Empowerment of the most marginalised and discriminated groups in low- and lower-middle income countries.
For the duration of Voice, a steering committee will be established. This steering committee provides guidance concerning the main features of the program. This committee will consist of a representative of the fund management agent of Voice, a representative of the Ministry of Foreign Affairs, a representative of the branch organisation Partos and a representative of a Civil society organisation in a low- or lower-middle income country. Dependent upon the implementation of Voice, it will be determined how often the steering committee will assemble. The steering committee will have the following tasks:
— Steering the development and implementation of the main features of Voice;
— Monitor the progress of the fund management on the basis of reports;
— Approve the plan of allocation of available funding;
— Give advice on the basis of lessons learned and outcomes of the learning process.
The specific mandate of the steering committee will be determined in 2016.
The fund management is not responsible for appointing members of the steering committee. The fund management agent does carry responsibility concerning the facilitation of the steering committee. More details will be provided in the Descriptive Document.
For this Tender, the Ministry of Foreign Affairs has opted for the restricted procedure. The procedure is divided into 2 phases. The 1st phase is preselection. Candidates (maximum 5) who qualify for this (on the basis of this selection document) are invited to submit a bid. In the 2nd phase, the Contract will be detailed in the Descriptive Document. The Contract will in general be based on the ARVODI-2014 General Terms and Conditions.
Further details of the Contract will be given in the Descriptive Document (including the request for Tenders), which will be sent to selected Candidates.