Consultant To Deliver Coaching To Improve The Skills Of Selected Municipalities In Calculating And Collecting Municipal Fees

BACKGROUND The Building Alliances for Local Advancement, Development, and Investment – Plus (BALADI Plus) program offers technical assistance to municipalities that have been selected for awards by the BALADI program, have submitted promising proposals, or otherwise expressed an interest in improving governance and civic participation in local development. BALADI Plus aims to: Improve or put in place financial, administrative, and regulatory systems that promote transparency and effective governance at the local level. Promote accountability and participatory governance by engaging civil society organizations (CSOs) and local stakeholders in development projects centered on citizens’ needs. In this context, BALADI Plus is seeking consultants to build the capacity of selected Lebanese municipalities, with varying levels of aptitudes and operating in different parts of the country, with regard to the calculation and collection of municipal fees. The proposed capacity development consists of coaching and on-the-job training designed to enhance the capacities of elected municipal officials and municipal staff alike in seven municipalities.   OBJECTIVES & KEY PRINCIPLES BALADI Plus seeks to select one or more consultant(s) to design and deliver a capacity-building program to Lebanese municipalities, in order to improve their skills in municipal fee calculation and fee collection. The program should start in February 2014 and end in June 2014. In order to achieve the objectives outlined above, BALADI Plus expects the Consultant to incorporate the following key elements in its proposed municipality capacity-building program: Tailored to varying capacity levels. Targeted municipalities range from mid-size (municipal council of 12-15 members) to large (municipal council of 18 or 21). It is thus important to customize capacity-building support to the specific needs of the selected municipalities. Driven by municipality self-diagnosis and customized accordingly. Given the shortcomings of “one-size-fits-all” approaches, the capacity-building program should be driven by the findings from a municipality self-diagnosis through use of BALADI Plus’s municipal capacity assessment tool (MCAT), as well as from a more thorough needs assessment conducted by the Consultant. This will form the basis for creating tailored Institutional Improvement Plans (IIP) for selected municipalities to guide development of a customized capacity-building package that may use a combination of: (a) structured, group training workshops for varying capacity levels (basic, intermediate, advanced), (b) one-on-one follow-up coaching and on-the-job assistance by qualified trainers and experts, (c) professional exchanges, site visits, and networking events for peer learning, and/or (d) self-learning tools readily accessible online (e.g., manuals, training videos, etc.). Accessible to municipalities at various geographic locations. Municipalities requiring capacity-building assistance are based throughout the country. Training and capacity-building support should thus be accessible to municipalities operating in various geographic locations rather than Beirut-centric. High-quality training materials and trainers. Consultants must adhere to high-quality training standards, using first-rate training materials and be training professionals experienced in municipal capacity building. Participatory and practical training methodologies should be used to enhance the learning experience, such as hands-on exercises, case studies, roundtable discussions, role plays, and homework assignments. Promote institutionalization of new skills. The capacity-building program should maximize opportunities for training participants to apply and transfer newly acquired knowledge and skills within their municipalities. To that end, the program must incorporate follow-up coaching, mentoring, and/or on-the-job technical assistance customized to the specific needs of selected municipalities (see Tasks 2 and 3 below for more details). Provide self-learning tools. The Consultant will make user-friendly training materials and self-learning tools (such as training manuals, handouts, and videos) available to municipalities to encourage continued learning outside the workshop setting. Such tools will be easily accessible to all municipalities, including those that are not partnering with BALADI Plus, and will remain accessible at no charge after the end of the award. The use of social media networks (Facebook, Twitter, blogs, etc.) is encouraged to share relevant materials, build an online learning community, and support coaching and mentoring. Encourage peer-to-peer learning and networking. The capacity-building program should encourage municipalities to learn from each other and provide avenues and platforms for them to do so, such as through municipal exchanges, networking events, and informal communications via social media networks or other tools.     DESCRIPTION OF TASKS AND EXPECTED RESULTS The following provides an overview of how BALADI Plus envisions the progress of activities within a 5-month implementation period. Consultants may propose alternative activities or modify the activities and timeline outlined below so long as the proposed interventions are designed to achieve BALADI Plus goals.   Task 1: Design Coaching Methodology and Curriculum The Consultant must design the capacity-building curriculum, drawing on existing materials wherever possible and on highly qualified trainers. The curriculum should be designed for a customized follow-up that meets the diverse needs of seven selected municipalities at varying capacity levels through a combination of coaching and mentoring, on-the-job technical assistance, peer-to-peer networking and professional exchanges, and self-learning tools. These 7 municipalities are: Aynata al-Arz (Baalbeck district), Barouk-Freidiss (Chouf district), Bezbina (Akkar district), Deir Ammar (Minieh-Dennieh district), Khenshara-Jouar (Matn district), Kousba (Koura district), Tyre (Tyre district). Consultants must clearly describe how they will determine the types of assistance and methodologies suitable to the selected municipalities. In addition, Consultants must provide in their proposal a clear description of their capacity-building methodologies, along with a suggested outline of the curriculum specifying the topics to be covered, length of training, and anticipated results. Consultants will draw on existing training curricula to the maximum extent possible. An important objective of the training workshops is to encourage municipalities to implement transparent and participatory policies effectively. To that end, the successful Consultant will stress transparency and participatory approaches during the training workshops. This task is expected to be completed within 3 weeks from contract signature.   Task 2: Determine Needs and Generate Action Plans for Municipal Improvement The Consultant will visit the municipalities selected by BALADI Plus to assess their current revenue streams as well as their needs in the domain of fee calculation and fee collection, building upon the self-assessment (MCAT) carried out under the facilitation of BALADI Plus. It is expected that the Consultant produce an action plan to improve the fee calculation and fee collection in the municipality. The action plan should provide detailed, clear, and practical recommendations on how to improve revenues within the existing legal and administrative frameworks and limitations. The Consultant will include in their proposal an agenda and a content outline for each visit as well as a timeframe for completion, mentioning the estimated number of expert days needed to conduct the assessment and to generate the action plan for municipal improvement. This task is expected to be completed within 9 weeks from contract signature.   Task 3: Deliver Follow-up Coaching, Mentoring, and On-the-Job Technical Assistance Based upon the result of BALADI Plus’s municipal capacity assessment tool (MCAT) and of its own assessment of each municipality’s needs and priorities (Task 2), the Consultant will assist the municipality in putting the designed action plan and recommendations into action through the provision of individualized coaching, mentoring, and on-the-job technical assistance. The Consultant is highly encouraged to set up a “help desk” for follow-up support to the concerned municipalities. The Consultant will estimate the total average amount of time needed for each municipality assisted, and commensurate costs accordingly, keeping in mind that some will require more extensive coaching and technical assistance than others. Consultants should describe and quantify to the maximum extent possible how they will address individualized coaching and technical assistance to municipalities ranging from small municipalities operating in rural areas to more established ones. This task is expected to be completed in June 2014.   Task 4: Develop and Disseminate Self-Learning Tools User-friendly training manuals, handouts, cheat sheets, case studies, and links to other existing materials will be utilized to encourage self-learning by participants outside a workshop or coaching setting. The following results are expected under this task: training manuals and materials developed and (i) shared with participants to encourage self-learning; and (ii) posted online for access by non-participants. This task is expected to be completed in June 2014.     MONITORING & EVALUATION OF PROCESS The capacity-building program will incorporate feedback mechanisms to support monitoring and evaluation (M&E) efforts and continuous improvement. Pre- and post questionnaires will be used for all structured training workshops to assess knowledge and skills gained by participants, in tandem with trainee evaluations by every trainer and expert consultant engaged to provide coaching and on-the-job technical assistance. The Consultant must submit a plan for performance monitoring and M&E, including submission of a draft M&E plan. M&E efforts will incorporate both quantitative and qualitative measurements of results, and the use of both outcome and impact indicators with realistic, achievable targets. The collection of data will consist of: 1-    General information on the participants’ profiles (sex, age, qada’, profession, position at the municipality, type of municipality, etc.) 2-    Trainee appreciation of the workshops’ topics (understandable, new, applicable, complex, etc.), of trainers’ performance and organizational capacities and of the logistics. 3-    Pre and post knowledge tests. 4-    Qualitative data gathered during group discussion and case studies, individual and group exercises, etc. This data is collected through observation, formal and informal discussions.  Data will be disaggregated by participants’ profiles.  Over the duration of the program, the Consultants will report to BALADI Plus on technical progress with the seven municipalities mentioned in Task 1, describing main activities, problems encountered and solutions adopted, success stories, and progress towards M&E targets. The Offer will also report on improvements made in terms of fee calculation and fee collection at the end of each mission. After the completion of the last activity, the Consultants will produce a final report summarizing main accomplishments, challenges and lessons learned, overall results and impact, including explanations for any deviation from estimated targets. Deliverables will include reports with lists of attendees, photos, questionnaires, test results, raw qualitative data including observations and discussions.   ELIGIBILITY & QUALIFICATIONS The Consultant should meet the following criteria: -                In-depth understanding of development issues in Lebanon and demonstrated experience in the abovementioned tasks, with Lebanese municipalities in particular; -                Demonstrated communication skills in Arabic, both written and spoken, as well as a good command of English; -                Significant experience in preparing, animating, and running coaching on similar tasks, preferably for municipal representatives and employees; -                Experience in writing quality training/coaching reports and presentations; -                Willingness to conduct workshops and coaching visits in various parts of the country.    DELIVERABLES Curriculum designed, drawing on existing materials where possible Needs of selected municipalities assessed Action plans for municipal improvement produced Municipalities receive follow-up coaching, mentoring and on-the-job technical assistance to institutionalize new knowledge and skills Training manuals and materials developed and shared with participants to encourage self-learning, also available online for free access by all municipalities All assisted municipalities show improvement in calculating their due revenues.   APPLICATION The consultant should present the following documents as part of his/her application: -                A cover letter highlighting relevant experience; -                An updated Curriculum Vitae; -                At least 3 professional references preferably in training municipality members; -                A proposed agenda for the workshop; -                A workplan, detailing the number of municipalities that the Consultant can support in the proposed timeframe -                A detailed financial offer (rate per day, detailing preparation, transportation, and reporting); -                A completed AID 1420-17 (contractor Employee Biographical Data Sheet). AID 1420-17 forms can be downloaded from this site: http://www.usaid.gov/forms.   Applications are to be sent to baladiplus@msi-lebanon.com no later than Sunday, February 2nd, 2014. Please include “Municipal Finance Coaching” in the subject line. Note that applications may be viewed and applicants contacted prior to the close date.