Organization Of A Public Outreach And Awareness Campaign Event

TERMS OF REFERENCE Consultancy Services For The Organization of a Public Outreach and Awareness Campaign Event Under the EU funded ‘’Chtaura Water Network Rehabilitation and Expansion Project’’   1.            Background information Oxfam is an organisation that works to address the causes of poverty through campaigning and responding to the needs of the poor. Oxfam works in both development and humanitarian contexts, focusing particularly on water, sanitation and hygiene (WASH) protection and emergency food security and livelihoods. In Lebanon, Oxfam is responding to the Syrian Refugee Crisis addressing emergency water needs through WASH service provision to populations residing in informal settlements. Oxfam also addresses the needs of the Lebanese host communities and local authorities through the rehabilitation and expansion of water supply networks, to improve access to water. Currently, Oxfam is implementing a European Union (EU) funded project in the Municipality of Chtaura, Bekaa Governorate in Lebanon, whereby the water supply network of approx. 14 km is being replaced to reduce technical water losses and improve the water quality and service provided to residents of Chtaura. The Bekaa Water Establishment (BWE) is responsible for the construction, operations and management of all water supply networks in the Bekaa, including the collection of annual water consumption fees from households subscribed to a public water network. Needless to say, these fees are a direct means for the BWE, and other water establishments in the country, to finance their mandated tasks. However, evidence has shown that in the Bekaa, public water network subscription rates by the residents are low, even lower rate of payment of annual water consumption fee, direct water theft from the public network and general lack of water conservation practices, are amongst the main challenges to water supply management in the Bekaa. This has resulted in major financial deficits at the BWE leading to a generally inadequate service provision and over exploitation of water resources. The lack of appreciation by the general public that water is a finite natural resource that needs to be conserved and protected, and that its provision by local authorities is reliant on cost recovery mechanisms, is not exclusive to the Bekaa region and is apparent throughout Lebanon. Therefore, to ensure that Oxfam achieves a higher impact for the infrastructure assistance it provides to the BWE, a public outreach and awareness campaign is necessary. Oxfam will hold a public event in Chtaura, which shall accommodate to the largest number of individuals in a way to achieve the highest impact in the following campaign.   2.            The Scope of the proposed Contracted Services The service requested under this Terms of Reference (ToR) is to design and conduct a public outreach and awareness event using, a creative communication strategy and a combination of entertainment tools. The communication approach to be adopted needs to be -       Socially aware and sensitive, -       Accounting for different segments of society and age groups.   Various entertainment tools need to be assessed and chosen based on their potential impact. The messages used should be -       Evidence based, however, -       Addressed using general public terminology.   The effectiveness of the communication approach is expected to be based on an understanding of the public perception regarding water resource management matters, with specific relevance to resource conservation and cost recovery. The consultancy is also expected to organize thematic activities and entertainment tools; through which they will convey the aforementioned key messages; by selecting the appropriate materials and community engagement tools for launching the campaign.    Oxfam in Lebanon is seeking a competent and experienced consultancy team, or agency, to organize the public outreach and awareness campaign event, using the appropriate communication strategy and tools to achieve the highest exposure in the Lebanese society and among the Syrian Refugees community in Chtaura, and to encourage the various communities to take action and contribute to water conservation and improve the cost recovery for public water service provision.   3.            General Criteria The consultancy team of individuals or agency to be contracted is expected to demonstrate an in depth knowledge of the outreach and awareness campaign and its associated communication approach and tools. The consultancy will be undertaken in a phased approach;   Phase I - Preparation: The first phase will entail; Review of existing water resource management related outreach and awareness materials used of recent by the Ministry of Energy and Water Resources (MoEW), the BWE, EU WASH programme implementing agencies, UNICEF, Oxfam, World Vision and others, Identify thematic activities that would be carried out during the event; which is intended to push the people to subscribe to the BWE, pay their bills; in addition to save and maintain a proper water quality. Design a public outreach and awareness event to address public water conservation and cost recovery, as well as importance of subscription to the BWE. Propose a complete plan and schedule for a half day event, of about 4 hours, to be carried out in Chtaura that would host around 3000 individuals of all ages.                                           i.    The plan is to include all activities, target groups per activity and how will it meet the theme of the event.                                         ii.    Estimated number of personnel intended to cover the total number of individuals     Phase II - Implementation: The second phase will entail: On the field organisation and execution of the event, as per agreed time, activities and setting. Implement the proposed event , conveying the desired messages to the target audience   Phase III – Monitoring and Reporting: The third phase will entail; Monitor and evaluate the impact of the event Report on the results of the intervention   The consultant must be able to deal with all the complex elements of the event, including activities planning and accommodating to the large number of individuals, developing original & creative activities and the ability to monitor (verify/track) that those conducted have affected the intended audience.   4.            Purpose and objectives of the Contracted service 4.1       Purpose Oxfam is committed to support the Ministry of Energy and Water Resources (MoEW) and the Water Establishments in the continuous efforts to effectively manage and coordinate water resources in conservation by raising public awareness to the importance of public water conservation and cost recovery for the water service provision. The outreach and awareness event is aimed at spreading the key messages and promoting behaviour change regarding the importance of water conservation and the consequences of wastage on public health, as an effective intervention combined with all other efforts, and at providing a better understanding of the necessity of cost recovery mechanisms (subscribing and paying bills to the BWE on time) for public service to ensure effective management by responsible authorities. The event will seek to take advantage of the knowledge, traditions and resources of the Lebanese public to build an effective approach in line with the outreach and awareness campaign intended to be carried out by Oxfam.   4.2      Specific objectives The specific objective of the public outreach event is;   1)    Develop a public understanding regarding the importance of cost recovery mechanisms for the public water service provision, Contribute to the understanding of the general public towards water subscription fees and annual water consumption fees Influence the general public to discourage water thefts from water supply systems by promoting an understanding of water as a shared resource Influence and encourage the general public to subscribe within the rest of the projects timeline, in order to benefit from fees reductions.   2)    Adhere to a common public understanding regarding water conservation and its related impact on public health and the management of the water, as per the pre-existing guidelines Highlight the ultimate and rational use of available water sources, the importance of its conservation and the consequence of wastage, Influence the general public to improve their daily measure to save water (when, how), and promote the positive outcomes when practicing water conservation. Contribute to the individual and communal accountability toward water saving.   5.            Methodology   5.1      Methodology selection The public outreach and awareness event methodology must be selected based on the targeted audience analysis taking into consideration; Value for money. Messages exposure (timing, frequency and length). Audience characteristics. Engaging all targeted audience Targeting all age groups and nationalities. 5.2      Types of required activities The event is to engage in various activities including community mobilization, such as, but not limited to; Theatrical Plays. Live Performances. Clowns, Mascots, Puppets, etc Inflatable games (slides, etc...) Entertainers Mobilisers. Still Kermes Games. 5.3      Planned Activities The event should be planned in accordance with; A rapid analysis of the targeted audience. An analysis of the available and suitable locations. 5.4      Reporting requirements: The consultant’s report should include the following: Target audience count. The public outreach and awareness event plan and personnel distribution The communication approach adopted and the activities used, including an explanation of the benefit of each activity and mobilization of it to the theme and main purpose of the event. Final report (financial, technical).   6.            schedule of the assignment 1)      The consultancy is planned to complete in the following timeframe: Phase One – one week after signing the contract Phase Two – The following week after end of Ramadan (in July, 2016) Phase Three – By end of event day 2)    The consultant is requested to present a proposed work plan for each phase. Consultant must notify Oxfam on the progress/delay of the consultancy. 3)    The consultant is requested to submit a final report by August 12, 2016.   7.            Payment   The consultant will be paid phased consultancy fees in accordance with the signed contract.   8.            DURATION OF THE SERVICE The duration of the consultancy depends on the schedule assignment, and should cover all three Phases detailed within this Terms of Reference.  -       Expected Start Date:  20th June 2016 -       Expected Completion Date: 12st August 2016   9. QUALIFICATIONS  9.1      General requirements The ability to provide creative, original work The ability to develop thematic materials and activities for the event. Good knowledge in the design of public outreach and event raising events Good knowledge in community approaches and participatory tools Technical competent in the design of  event’s activities and materials Excellent crowd management Sufficient experience in the Lebanese society and context , as well the Syrian Refugees society and context General knowledge regarding water related issues Ability to set a strategic execution and to show commitment according to the project time frame for the mentioned three phases. Ability to combine different point of views in one message. Immediate availability to undertake the project assignment     10.          SPECIFICATIONS The consultancy team or agency to ensure the speed of the process. The ability to work on different tools (animation, short plays and other). Experience in needed analytical research. Fluent spoken Arabic The consultant must include the CVs for the key staff members who will be working on the event. The consultant should provide a list of all staff and volunteers with a brief experience and role description. A detailed briefing document must be presented for consideration by Oxfam. This briefing should include data concerning the team /agency and its services portfolio. At least two contact names, addresses and phone numbers of clients provided with relevant service of similar campaigns.