bid/rfq number: rfq sanac 11/003/2021 closing date: 06

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BID/RFQ NUMBER: RFQ SANAC 11/003/2021

CLOSING DATE: 06 December 2021

CLOSING TIME: 14:00 AM

BID VALIDITY PERIOD: 90 DAYS (COMMENCING FROM THE BID

CLOSING DATE)

DESCRIPTION OF BID:

Request for Proposals for Civil Society Forum (CSF) Sector-designated Non-Profit Organisations to submit proposals to implement the Communities in Partnership for Human Rights Programme. 01 Dec 2021- 30 June 2023 Briefing Session Meeting One: Monday 22 November 08h30

Two: Wednesday 24 November 09h30 @ SANAC Offices

Please Indicate whether the bidder is a: Service Provider or Independent Consultant

RFP/ RFQ TO BE EMAILED TO THE FOLLOWING EMAIL ADDRESSES:

Email address:

[email protected]

Copied: [email protected]




Both Email and Hardcopy Submission are Accepted for this request

mailto:[email protected]




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Introduction and Background

The civil society sector within the South African National AIDS Council (SANAC) is represented by the Civil Society Forum (CSF). The CSF was established in 2012 by SANAC, as an advisory body to government on issues of HIV, TB and STIs.

The CSF and its structures work to provide leadership, co- ordination and support, as well as political oversight and advocacy for the development, monitoring and evaluation of the National Strategic Plan on HIV&AIDS and STIs & TB (NSP). All these activities are aimed at reducing the personal, social and economic impacts of HIV/AIDS, TB and STIs in the community. The CSF consists of 18 SANAC civil society sectors captured in the table below:

Civil Society Forum Sectors 1. Children 7. Law and Human Rights 13. Sex Work

2. Disability 8. LGBTIQ+ 14. Sport, Arts & Culture

3. Faith 9. Men 15. Traditional Health Practitioners

4. Health Professionals 10. NGO 16. Traditional Leaders

5. Higher Education 11. People Living with HIV 17. Women

6. Labour 12. Research 18. Youth

The CSF’s goal is to strengthen the civil society sector’s response to HIV, TB and STIs and to ensure that civil society effectively contributes to the realisation of the goals of the NSP. Its mission is to ensure that South Africa is on track to eliminate HIV, TB and STIs as public health threats by 2030, with a vision of a South Africa free from the burden of HIV, TB and STIs.

The SANAC Trust (hereafter referred to as SANAT) is the lead applicant of the European Union (EU) grant on behalf of the SANAC Civil Society Forum. The overall objective of the actions is to strengthen community-led responses to mitigate the socio–economic impact of COVID-19 on human rights and gender equality, including inequality and discrimination based on sex, gender and gender identity and expression of key and vulnerable populations. Below find the outcomes and outputs to be achieved over the 18-month implementation period.

Action Result Areas

Outcome : Improved response at national, district and community level to protect, promote and defend the rights of key and vulnerable populations to reduce human rights violations.

Output 1: Access to relevant information on human rights violations and related behavioural change needed in targeted communities.

Output 2: Improved skills of community-level organisations to provide rapid response mechanisms and referrals through training and capacity-strengthening of civil society, community-based organisations and networks of affected populations.

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Output 3: Evidence-based advocacy plans, and community mobilisation strategies are set up at community, district and national levels.

SANAT will serve as a grants manager and together with CSF Secretariat provide technical assistance to guide implementation while sector implementing partner organisations (SIPOs) will support the implementation of the action representing CSF Sectors.

SANAT together with the SANAC CSF therefore invites interested sector-designated non-profit organisations experienced in Human Rights and women’s rights programming as described under the scope of work, to apply to be considered as SIPOs.

GRANT AWARDING PROCESS

All civil society organisations that are members of a CSF sector are eligible to apply for funding under the EU action. Section 8 of the SANAC Onward Granting policy outlines the due diligence process for eligibility, assessment, and selection process of non-profit organisations. The EU grant makes provision for four grants through which sector-designated organisations will be selected as sub-grantees. The four organisations will be selected on the basis of their institutional eligibility, value-add of what they can provide to elevate the activities outlined in the Scope of Work below and demonstrating the inclusion and meaningful representation of different civil society sectors, key and vulnerable populations.

Sub-grantees will act on behalf of a respective sector(s). Before submitting a proposal, the CSO must get a letter signed from the leadership of the sector confirming the hosting organisation and a letter signed by the management board of the organisation accepting the arrangement. These are precursors for any organisations before applying to be a subgrantee on behalf of that sector. As one example, the LGBTQI+ sector may have several organisations within their membership base that want to apply for the grant and implement in the name of the LGBTQI+ sector. It is then up to the LGBTQI+ sector leaders to accept or reject the organisation’s proposal to become a sub-grantee. This precursor ensures that there is sector leaders’ participation and accountability from project inception.

All organisations that apply for a grant must comply with Chapter 8 of the SANAC Onward Granting Policy (Annexure A) that details the governance, administrative, technical, and required supporting documents for eligibility. These are captured in Form 1 (Annexure B) and constitutes the organisational proposal template to be completed. Form 2 (Annexure C) constitutes a checklist of the statutory requirements. Together Form 1 and Form 2 clearly signpost the statutory requirements as outlined in the Onward Granting Policy Form 3 (Annexure D) need to be completed the SANAC Civil Society Sector Host Organisation questionnaire.

An indicative budget and linked activities per grant are attached as Annexure D. These present the minimum requirements from each organisation; motivated deviations will however be considered. The proposal should detail how the minimum set of activities will be

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achieved and how these can be enhanced through leveraging of existing programmes and/or relationships that are complimentary to the programme objective.

It is important to note that proposals can only be submitted through individual CSF sectors – therefore proposals from individual organisations without written endorsement from the leadership group of a CSF sector will not be considered. Appointment is subject to the SANAC Onward Granting Policy and evaluation by the Evaluation committee.

Illustrative budget guidelines are provided at the end of this document on pg. 13. Here, the budget line items that make up the grant and must be included in the development of proposal budget are outlined. Costing variations are permitted, however the total maximum amount as presented may not be exceeded.

Eligible proposals will be reviewed by an Evaluation Committee and adhere to the requirements and processes as outlined in Chapter 5 the SANAC Onward Granting Policy under the following headers (full details can be accessed in Annexure A, page 15 onward):

i. Establish a Grant Selection Committee ii. Review proposals for eligibility

iii. Short-list grantees

As can be seen from the diagram below, the application, selection and contracting of the subgrantees will take place in the first four months. The initial capacity-building activities and support will be provided to subgrantees by SANAT between months 4 and 6, whereafter ongoing capacity-building activities and support will be provided to the subgrantees.

THE ROLE OF SECTOR IMPLEMENTING PARTNER ORGANISATIONS

Subgrantees (sector implementing partner organisations) will have a contractual relationship with and are accountable to the SANAT and CSF Secretariat. They are responsible for implementation of activities as outlined in the grant agreement under the guidance of SANAT and CSF Secretariats. SIPOs are free to partner with other organisations for achievement of their activities, however as the grant signatories they will be held solely responsible for attainment of agreed programme activities and linked budget expenditures.

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The responsibilities of subgrantees include the following:

Sign grant agreements with SANAT and contract all necessary project staff, under the guidance of the SANAT and CSF Secretariat.

Implement the grant under the oversight of SANAT and CSF Secretariat and manage and take responsibility for achieving the programme outputs as per the timeline

Propose changes to the SANAT and CSF Secretariat on work plans and budgets when necessary.

Participate in performance review meetings to improve grant performance and impact. Monthly engagement meetings will be led by the CSF Secretariat with quarterly reviews that will include the SANAT Technical Lead and Grants Manager to process quarterly composite reports aligned to the release of grant tranches

Report on programme progress and challenges to the SANAT and CSF Secretariat through monthly engagement meetings.

Identify key issues and implementation bottlenecks and escalate to SANAT and CSF Secretariat for guidance.

Provide information to the SANAT and CSF Secretariat, CSF meetings, EU Country Team, and relevant Human Rights structures when requested to do so.

The EU Communication and Visibility Plan (CVP) guides the communication and visibility activities of the Action: Communities in Partnership for Human Rights (, funded under Grant agreement – EIDHR 2020/419-491. Successful applicants will need to ensure that all activities under the Action always comply with EU visibility rules. This will also form part of the contractual agreement between SANAT and subgrantees.

SCOPE OF WORK

The overall goal of this action is to strengthen community-led responses to mitigate the socio- and economic impact of COVID-19 on human rights, including inequality and discrimination based on sex, gender and gender identity and expression of key and vulnerable populations. Civil society organisations will implement a sector-led Human Rights programme through the use of a CSF owned web-app ( “Communities Matter”) which will be used to document, track and support the response to human rights violations.

Civil Society Organisations (CSOs) will be trained in how to mobilise communities around issues of human rights, gender equality and access to health and socio-economic rights. At project inception there will be a 4-day training of trainers with SIPO Coordinators that will provide an overview of the planned activities and the tools that will be used to undertake community mapping and document rights violations. Trained community mobilisers will capture responses on tablet devices, through a combination of door-to-door engagements, public activation campaigns at shopping malls, places of worship and other sites where different civil society sector organisations are already engaged in peer education and

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mobilisation efforts relevant to their constituencies. Ongoing support for quality implementation of activities will be provided through SANAT and CSF Secretariats that will also provide technical support to trainers in their training workshops.

Tentatively, four sector designated organisations will receive funding to document and respond to Human Rights violations at community level through provider referrals, advocacy campaigns, and community mobilisation in response to information generated from the reporting. Implementing organisations will have to further demonstrate the involvement of different CSF Sectors as part of its methodology that will form one of the weighting factors in the proposal. There will be a particular focus on key and vulnerable population participation and representations.

Implementing organisations will drive the on the ground projects that will seek to:

Provide access to relevant information on human rights violations and related behavioural change needed in targeted communities.

Map the availability and accessibility of community and social services through trained community mobilisers

Support Prioritisation of women and other vulnerable populations in the documentation of rights violations

Support the strengthening of community responses through community engagement activities and interventions and further help in limiting human rights violations.

Increase community supports to reduce stigma and discrimination including promoting human rights and gender responsive response.

Support to scale up community-led responses, including communication and social

mobilisation to remove human rights related barriers

QUALIFICATION CRITERIA

The next section will outline the eligibility criteria, administrative requirements and the evaluation process that will be followed in the selection process.

Eligibility criteria to serve as an SIPO include

Organisation must be approved in writing by the CSF sector leadership under which it applies through unanimous endorsement of the application relevant CSF Sector

Demonstrated link to constituents/population groups through organisations or groups with regular contact with the target group as per the mission and vision of organisation

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Identification of existing programme activities/sector initiatives/advocacy campaigns within which the Communities in Partnership for Human Rights Programme can be incorporated/aligned

Evidence of existing presence in the geographic areas where organisations would work and demonstrable link to constituents/population groups

Demonstrate adequate capacity to effectively manage and roll out interventions The key administrative compliance items to initiate an on-site eligibility evaluation for sub-grantees are presented below: Administrative requirements:

Requirement Description

NPO Certificate Certified copy of NPO Certificate and proof of active NPO status with DSD

Certified copy of the registration of the institute or a trust deed with a number

Be a legally registered organisation in accordance with the laws of South Africa

Have demonstrated capacity to manage grants funds and evidence of a bank account

Evidence of a bank account and that you have transacted. A minimum transaction amount is not a requirement.

Possess audited or independently reviewed financial statements

Documentation to provide context of the financial management practices of the organisation. Includes review of the Audit Management letter.

Have evidence of a physical office structure

Physical office structure in place for the duration of implementation: lease agreement, title deed, ownership certificate

Board authorisation for hosting arrangements

Meeting minutes and decision where the minutes authorizes that that organisation accepts the funding and project on behalf of the sector

CSF Sector leadership authorisation for hosting arrangements

Signed copy of the minutes of meeting where the Hosting Organisation/Sector Secretariat was appointed by the Sector

CSF Sector leadership resolution for hosting arrangements

A resolution confirming the appointment of the Hosting Organisation/Sector Secretariat which is signed by either the majority or all member organisation within the particular sector.

Be willing to comply with SANAT Policies and Procedures

Active board, board file and charter Be willing to produce reports and documentation of project activities and participate in organisational needs assessments, training, workshops, exchange visits, or other activities deemed desirable by the Trust to enhance the development of the organisation

Tax clearance certificate or evidence of PBO registration

Must provide a tax clearance certificate or confirmation that the organisation is registered as a Public Benefit Organisation (PBO)

These organisational requirements will be assessed during the evaluation process. Further information can be found in SANAC’s Onward Granting Policy Chapter 8.

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EVALUATION PROCESS AND CRITERIA

The evaluation of submissions will be managed by an Evaluation committee which will prepare a shortlist of applicants that meet the threshold for appointment as a sector designated implementing organisation. The SANAT will make the final decision based on compliance with the SANAC Onward Granting policy together with the recommendations by the Evaluation committee. The evaluation process will be conducted according to the following stages:

The first stage of the evaluation process will be to assess for compliance with the pre-qualification criteria as contained (ref page 3). Applications that do not comply will not be evaluated further.

The second stage of the evaluation process will be to assess for compliance with administrative requirement as detailed in Form 2 (Annexure C). Applications that do not comply will not be evaluated further.

The third stage of the evaluation process will be to assess the technical competency focusing on the ability to fulfil the requirements of project as detailed in Form 1 (Annexure B), experience and expertise of implementing similar interventions and presence in the selected sites.

Technical Criteria for Evaluation of Eligible Proposals The next section details the technical criteria against which the proposal will be evaluated. The technical evaluation is scored from a total of 125 points that is spilt into 2 parts. The maximum points that can be awarded in the first part of the evaluation is 100 points, organisations require a minimum of 70 points to progress to Part 2. Part 1 is focused on organisational fit, including relevant experience, staff composition, implementation methodology and its monitoring and evaluation systems. The maximum points that can be awarded in the second part of the evaluation is 25 points and links to the financial evaluation. Here the organisation will provide a budget and demonstrate any additional in kind resources that it will bring to the programme to satisfy the attainment of the programme objectives. A detailed explanation for each of the two parts and linked criteria can be found below:

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Part One

Qualitative Criteria Criterion’s scope Maximum Points

Relevance of Organisation’s Background and Experience

Relevancy of Current/Past Projects, Results and Achievements linked to the Programme Description, Established Presence in Community demonstrated by e.g. presence of an office within 20km of the catchment areas and/or at least 1 community stakeholder event in the previous 6 months and Linkages with Key Stakeholders demonstrated by e.g. at least 1 targeted activity with project target beneficiaries (women and/or key and vulnerable populations) in the last 6 months; and/or 1 targeted activity with duty bearers (Department of Social Development/ Health/Justice /SAPS officials; and/or Traditional Authorities and/or ; Community leaders/Ward Councillors in the catchment areas in the last 6 months

20

Qualifications and Programme Management experience of Assigned Staff

Relevant Degrees demonstrated by e.g. CVs/profile of team member experience and qualifications, Management Experience demonstrated by number of years, size of team members etc, Technical and Programmatic Experience in main objective (Pg. 2.)

20

Quality/Suitability of the Technical Approach

Clear alignment with existing programmes being implemented and the and the action’s overall objective (pg. 2) demonstrated by e.g. relevance of proposed activities to reaching the set objectives ; and/or linking this grant to existing programme/advocacy campaigns implemented by the organisation and clear engagement strategy for implementation sites

40

Feasibility of the Timetable/Implementation Plan

Detailed workplan demonstrated by e.g. alignment to activities as outlined in the budget lines on pg. 12

10

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includes dates for appointment of staff and project onboarding

Robustness of the M&E Plan Evidence of M&E capacity demonstrated by e.g. M&E roles and responsibilities for all team members assigned to the action and/or existing M&E protocols that are followed across all programmes;

10

Total Technical 100 points

Only candidates obtaining a minimum of 70 points would be considered for the Financial Evaluation.

Part Two


Cost Proposal Alignment to budget lines and value for money demonstrated by e.g. existing programmes/activities that can contribute to the project objectives

25

Total on Financial Proposal 25 points

The fourth stage, which will be undertaken once statutory compliance has been established, will be a site visit to clarify/verify details about the applicant.

APPLICATION INSTRUCTIONS

All applicants are required to:

Clearly mark their applications with the reference EOI-CSF-HR-2021. Applications submitted electronically should use the same Reference in the email subject line: EOI-CSF-HR-2021

Ensure completeness of the application Annexure B (Form 1) and Annexure C (Form 2) (Organisational Self-Assessment) and Annexure C (Form 3) which should not exceed the recommended length for sections and all other supporting documentation

Confirm in writing that the information and statements made in the proposal submission are true and accept that any misrepresentation contained in it may lead to disqualification

Ensure timely submission of any additional documents or reports that maybe requested, for assessment purposes,

https://docs.google.com/document/d/1yLVed7s6APaV5BiP4-aH8eaw5Kyzx_qW/edit?usp=sharing&ouid=102283063189291461844&rtpof=true&sd=true

https://docs.google.com/document/d/1q50L9pndD7xrB6ptE_7kvciy8LUB09gF/edit?usp=sharing&ouid=102283063189291461844&rtpof=true&sd=true

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Submit the application to [email protected] copying [email protected] and [email protected] or deposit 2 copies of the application with all supporting documentation into the tender box before the deadline of Monday 6 December at 14h00 to :333 Grosvenor St, Hatfield, Pretoria, 0083, Block E 2nd floor Hand Delivery

Ensure that appropriate staff are available on site, when the on-site capacity assessment visit is done.

KEY DATES AND TIMELINES

The deadline for the submission of a fully completed application and attachments by Friday 06 December 2021 @ 14:00. The key dates for the application process are shown in the table below.

Activity Deadline

Publication of call Thursday, 19 November 2021

Briefing Meeting Dates

One: Monday 22 November 08h30

Two: Wednesday 24 November 09h30

Deadline for submitting applications Monday 6 December at 14h00

Evaluation period (indicative) during which additional details may be requested followed by an on-site to evaluate SIPO capacity.

Tuesday 7 to Friday 10 December

Final SIPO selection decision (Followed by feedback to applicants)

Wednesday 15 December

Two briefing meetings will be held. The meeting agenda for both engagements are the same, participation is voluntary and open to organisations who are interested to apply. The meeting will provide an opportunity for participating organisations to pose questions of clarity.

For organisations unable to attend either of the briefing sessions questions or requests for further support in completing the application can be directed to [email protected]. Meeting requests need to be made at least 4 working days in advance to ensure that all required parties can be available to participate.

Any information that arises out of the information sessions and/or individual meeting requests and/or written requests for further clarity or information that is not explicitly shared



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in these Terms of Reference will be shared via email communication with all sector leaders of the SANAC CSF. In addition to email communication, a repository of such information is accessible using this link: - that contains all of the guidelines and supporting documentation that constitutes the RFP.

https://drive.google.com/drive/folders/1RUQe68ERAiParxa1dvtN3Q4hUuCpfeJV?usp=sharing

bid/rfq number: rfq sanac 11/003/2021 closing date: 06

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