RFQ FY22 -105 Developing a Training roll out Package for Plan International’s new Emergency Response Programme Manual At Plan International

Background Information on Plan International

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.

Read more about Plan International’s Global Strategy: 100 Million Reasons at https://plan-international.org/strategy

1. Requirements- Consultancy to Develop a Training roll out Package for Plan International’s new Emergency Response Programme Manual

Background

Plan International has recently revised and updated its Emergency Response (ER) Programme Manual, replacing a 2013 version. The new Emergency Response Programme Manual is to be used in conjunction with the Emergency Response Operations Manual which was rolled out in 2019 and 2020. The Emergency Response Programme Manual has been designed for easy reference by Country Office Programme staff in the event of an emergency. It covers the ‘emergency response period’, i.e., the time from the announcement of an emergency through the third month of the response, focusing on the concrete actions that need to be taken by each technical area, ensuring a strong focus on meeting the specific needs of all people affected by the crisis, with a particular emphasis on girls, adolescent girls and young women, in all their diversity. This manual also aims at standardising our approach to programmes, in order to give a more robust consistency to Plan International’s responses globally.

The goal of the Programmes Manual Roll-out is to present and introduce the Plan International Federation to the content of the new Manual and how this relates to the Emergency Response Operations Manual with a focus on how to access and apply the tools and templates and guidance that need to be utilised to improve the systems in place and guarantee best practices across the Organisation.

The ER programme manual is divided into two parts:

The cross-cutting chapters in Part A function as a guide and reference for Programme staff who need to understand how Plan International operates in an emergency. They should be read before and not during an emergency response, so we are prepared and ready to respond when needed. Each cross-cutting chapter contains an overview of key issues, an explanation of how they are expected to be implemented in an emergency, and links and references to more detailed guidance and tools related to the topic.

Ø A1. Programme Principles

Ø A2. Project Cycle

Ø A3. Gender and Inclusion

Ø A4. AAP (Accountability to Affected Populations)

Ø A5. Establishing the MERL Approach in Emergencies

Ø A6. Multi Country Model

Part B contains chapters focusing on the technical areas that may form part of an emergency response by Plan International. Each chapter highlights the programme activities that can be implemented by that technical area. Ideally, programme staff will review the chapters for their own technical area before starting work and use them as a reference when an emergency occurs.

Ø B1. Cash & Voucher Assistance (CVA)

Ø B2. Child Protection in Emergencies (CPiE)

Ø B3. Early Childhood Development in Emergencies (ECDiE)

Ø B4. Education in Emergencies (EiE)

Ø B5. Food & Nutrition Security (FNS)

Ø B6. NFI (Non- Food Items) Programming & Distributions

Ø B7. Shelter

Ø B8. Sexual and Reproductive Health and Rights (SRHS)

Ø B9. Water, Sanitation and Hygiene (WASH)

Ø B10. Youth Economic Empowerment (YEE)

The contents development will highlight the importance to integrate gender through all aspects of an emergency response.

NOTE: The Emergency Response Programme Manual and the Emergency Response Operations Manual are both internal documents that can not be shared at this stage of the process. Both documents will be shared with the successful consultant.

Overall purpose

The overall purpose of this consultancy opportunity is to ensure staff know how to access and utilize the manual in the event of an emergency. This should be done by updating the current Country Office Emergency Response Team (ERT) package for first responders and the development of a training package for upskilling emergency response staff and key programme functions and specialists, such as: Programme managers, Child Protection Specialists, Education specialists etc. from across the Plan International Federation on the best practices, procedures, standards, tools and templates of the new Emergency Response Programmes Manual. The content will be split into technical areas with Programme managers and technical specialists only required to participate in the relevant modules to their job family. Some thematic areas are cross cutting and will be relevant to all, these are referenced in Section A of the manual. All material developed should take into consideration the lessons learnt from the Emergency Response Operations Manual roll out (an internal learning review was undertaken).

Content development for Section B is out of scope of this consultancy request and will be done internally by Subject Matter Experts.

Outcome

Plan International Country Offices are aware of the new Programme Manual and tools and how to use it effectively.

Deliverables

1. Revise the current ERT package to reflect the content of the new Emergency Response Programme Manual for dissemination to Emergency Response Teams and technical staff at Country Office level ensuring to highlight the linkages and differences between the ER Operations manual and the ER Programme Manual.

2. Create a simple induction guide on the emergency response Programme manual focusing on how to use the manual, the content in Section A and how to access more information on Section B. The trainings target audience is all programmatic staff and new starters joining the organization, the course is to be used on a rolling basis as a refresher training to remind people what is in the manual and how to access it when needed. This is likely to take the form of a 1-hour self-directed online course hosted on Plan’s online learning platform Plan Academy which is hosted on Totara. Subject Matter Experts will work with the consultant to develop content for the following chapters: A3, A4, and A5.

3. Develop a standardised roll out guide and set of tools and templates for the subject matter experts to utilize in the roll out content development for Section B. This will need to include how to incorporate the cross-cutting themes identified in Section A (AAP, Gender and Inclusion, MERL). We would like the consultant to provide two complete examples of how the tools can be used, examples are to cover content from chapters B6. NFI (Non- Food Items) Programming & Distributions and B7. Shelter.

4. Create a detailed M&E framework based on the Kirkpatrick 4 level model (Reaction, Learning, Behaviour, Results) for the roll-out of the manual to measure success and record lessons learned.

We expect quality work to be provided to ensure that all our staff are able to understand and interpret the materials well.

Roles and Responsibilities

1. Consultant:

Revise the current ERT package to reflect the content of the new Emergency Response Programme Manual for dissemination to Emergency Response Teams and technical staff at Country Office level ensuring to highlight the linkages and differences between the ER Operations manual and the ER Programme Manual

1.1 SME’s:

• Provide technical guidance (Section A)
• Provide access to materials and resources needed
• Provide information on how the ER Programme manual relates to the ER Ops manual
• Review amendments and provide feedback
• Consultant:

Create a simple induction guide on the emergency response Programme manual focusing on how to use the manual, the content in Section A and how to access more information on Section B. The trainings target audience is all programmatic staff and new starters joining the organization, the course is to be used on a rolling basis as a refresher training to remind people what is in the manual and how to access it when needed. This is likely to take the form of a 1-hour self-directed online course hosted on Plan’s online learning platform Plan Academy which is hosted on Totara.

2.1 SMEs:

• Provide technical guidance
• Provide access to materials and resources needed
• Review and provide feedback

3.Consultant:

Develop a standardised roll out guide and set of tools and templates for the subject matter experts to utilize in the roll out content development for Section B

3.1 SMEs:

• As a SME for Section B the consultant will need input from you regarding how you intend to roll out the content of your chapter.
• The consultant will use this information to develop a roll out guide and a range of tools and templates for SME’s to utilize for Section B chapter roll outs.

4.Consultant

Create a detailed M&E framework based on the Kirkpatrick 4 level model (Reaction, Learning, Behaviour, Results) for the roll-out of the manual to measure success and record lessons learned.

4.1 SMEs:

• Decide which indicators we will use to measure the success of the roll out.
• Confirm your baseline and target for each indicator
• Determine how and by who these will be measured and where it will be reported.

Target Group

Direct beneficiaries:

1. ERT PACKAGE: Country Office ERT staff, Programme managers and technical staff
2. INDUCTION GUIDES: new starters within the organization working on emergency response and Technical Programs, Staff will only be asked to do relevant section.
3. ROLL OUT GUIDE: Technical leads and staff members developing the content for the Section B roll out and in turn the technical staff receiving the training.

Indirect beneficiaries:

Girls and boys, their caregivers/families and community members affected by an emergency and in need of quality, timely, effective and appropriate humanitarian assistance.

Timeline

It is envisaged this consultancy will require a total of 20 working days, the work must be completed by 30^th June 2022.

2. List of documents to be submitted with the RFQ

RFQ must be inclusive of the following documents:

Ø CV(s) with 2-3 examples of previous work

Ø A proposal outlining the proposed methodology, detailed work plan (including proposed timeline) and detailed budget including daily fee, resources required and any other additional costs (GBP) (maximum 3 pages)

Ø Company profile including information on structure

Ø List of 2 Referees we can contact.

3. Evaluation of offers

Shortlisted suppliers may be invited to discuss their proposals in more detail at Plan’s discretion.

Plan International, at its sole discretion, will select the successful RFQ.

Plan international shall be free to:

· Accept the whole, or part only, of any submission

· Accept none of the proposals

· Republish this Request for Quotations

Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers.

Part of the evaluation process may include a presentation from the supplier and a site visit by Plan International staff, to offices.

Women-owned businesses and companies actively engaged or advancing gender equality and women empowerment in the workplace are especially encouraged to apply.

Value for money is very important to Plan International, as every additional £ saved is money that we can use on our humanitarian and development work throughout the world.

Plan International may award multiple contracts and all contracts will be non-exclusive.

5. Contract Payment terms

Please note that, if successful, Plan International’s standard terms of payment are 30 days after the end of the month of receipt of invoice, or after acceptance of the Goods/Services/Works, if later.

6. Plan International’s Ethical & Environmental Statement

The supplier should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular to ensure compliance with environmental legislation

7. Clarifications

The onus is on the invited companies to ensure that its offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected. Please therefore ensure that you read this document carefully and answer fully all questions asked.

If you have any queries in relation to your submission, or to any requirements of this tender, please email:

procurement@plan-international.org

Thank you for your proposal.