Consultancy Services to develop Knowledge, awareness management and Communication Strategy

PROCESS CONSULTANCY SERVICES FOR PREPARATION OF THE SADC-GMI AWARENESS, KNOWLEDGE MANAGEMENT & COMMUNICATION STRATEGY (2023-2028)

• Background

After successful completion of the Sustainable Groundwater Management in SADC Member States Phase 1 project, the SADC-GMI is now implementing phase 2 of the same project, under the strategic guidance of the SADC Secretariat. The 4-year phase 2 project is financed by the Multi Donor Trust Fund Cooperation in International Waters in Africa (CIWA), in collaboration with the Global Environment Facility (GEF), through the World Bank, and comprises of the following key components:

Component 1: Capacity building for sustainable groundwater management

Component 2: Knowledge development, dissemination, and advocacy

Component 3: Building resilient livelihoods, and inclusive groundwater management.

SADC-GMI’s footprint is spread through all 16 SADC Member States that constitute the SADC region. As a regional organization with responsibility to serve SADC Member States and facilitate international cooperation, SADC-GMI is required to develop a recognized presence through raising awareness, generating, and transferring knowledge and communication effectively. NB: One weakness identified in the current strategy is that it did not have social media strategy, media engagement strategy and knowledge management strategy. It will be important that the consultant incorporate these sub-strategies as part of communication strategy enhancement.

In 2018 SADC-GMI developed a 5 - year Awareness, Knowledge Management and Communication Strategy, the strategy was developed using an extensive consultation process where the consultant engaged with SADC-GMI team, Member States and other key stakeholders including media representatives to gather input for the strategy. The first strategy focused mostly on creating awareness for SADC-GMI hence SADC-GMI had been newly established, and it was necessary to create an awareness. Since SADC-GMI has been in operation for 6 years, we would like to take our communication interventions further than just creating awareness, as the result, a robust strategy is needed to enhance our communications activities. The current strategy ends in May 2023. These Terms of Reference serve to recruit a Consulting company to review and enhance the current Awareness, Knowledge Management and Communication strategy for the period ending in 2028.

• Objective of the Assignment

The objective of the assignment is to review the Awareness, Knowledge Management and Communication strategy (2018 – 2023) and to produce a new 5-year strategy, ending in 2028.

• Specific Tasks and Activities

To achieve the objectives of this assignment, the successful Consulting Firm will undertake the following core tasks:

• Review the existing Awareness, Knowledge Management and Communication strategy.
• In consultation with SADC-GMI, do a Stakeholder mapping identifying the users of SADC-GMI products and services.
• Study the SADC-GMI Strategic Business Plan (2018 – 2023), Stakeholder Engagement Strategy, Stakeholder Engagement Plan, and Environmental and Social Management Instruments and other necessary documents to identify relevant stakeholders and their interests.
• Identify target groups from regional down to community levels.
• Conduct virtual interviews with Stakeholders.
• Consult virtually with national focal persons from at least 5 SADC Member States to gather data on their interaction with SADC-GMI while using the current strategy (what worked and didn’t work).
• Develop and apply questionnaires.
• Use focus group discussions and workshops to gather information - virtually.
• Do internet searches!
• Collate data.
• Incorporate inputs from SADC-GMI and the workshop participants into the final version of the strategy.
• Synthesise the data gathered and enhance the strategy in line with the approved layout.
• Submit the designed strategy to SADC-GMI (in English)

• Eligibility

The successful Service Provider will ideally be a registered company operating within the SADC region with at least 10 years proven track record on similar assignments and demonstrated capacity to provide the key personnel assigned to execute the assignment as specified under Team Composition.

• Schedule and Duration of Assignment

This is a once-off assignment for the deployment of an estimated 52 man-days over a period of 16 weeks starting from March 2023. Successful Service Provider must endeavour to complete the assignment as specified on these Terms of reference.

• Liaison and Logistics

On a day-to-day basis, the team of consultants will liaise with the SADC-GMI through the Communication and Knowledge Management Specialist, with the Executive Director being responsible for the final approval of all deliverables.

• Expression of Interest Submission Requirements

Interested consultancy firms are requested to submit an expression of interest, and the expression of interest should include the following:

a) Valid Business License

b) Registration Certificate of TIN and VAT

c) Company Certificate Registration/Incorporation

d) Evidence showing that the firm is a legal entity (certificate of registration)

e) Experience of working in a similar geographical region (SADC region)

f) Availability of Professional Key Staff with Suitable Qualifications in the field of

assignment

g) Evidence of at least 3 similar projects previously successfully completed, of which one was in the SADC region

h) Evidence showing the technical and managerial capabilities of the firm in the field of assignment

i) Brief description (not more than 3 pages) of the proposed Methodology of carrying out the scope of the work

j) The EOI submission should not exceed 30 pages.

Further information can be obtained at the e-mail address listed below during office hours i.e., 08:00 am-5:00pm, Monday – Friday, [email protected]

• Submission of Expression of Interest (EOI)

Bidders must submit Expressions of Interest (EOI) by e-mail

to [email protected] by 12:00 noon (RSA Time) on or before 31 March 2023.

NB: For a detailed Terms of Reference, please consult Ms. Mampho Ntsekhe – Procurement & Grants Management Specialist at [email protected] during working hours, 08:00 – 17:00 (RSA Time) Monday – Friday).