Call for applications: MEAL support for Sound Connects Fund

The Sound Connects Fund (SCF) is a multifaceted initiative that aims to accelerate development and increase the capacity of the cultural and creative sectors in southern Africa by offering financial support in the form of different sized grants and a comprehensive capacity-building programmes to eligible creative and cultural industry organisations based in Angola, Botswana, eSwatini, Lesotho, Malawi, Mozambique, Namibia, Zambia and Zimbabwe; and operating in the performing arts, animation, film, gaming, photography, videography and visual arts sectors.

Key responsibilities

• Continuous revision and implementation of the capacity-building programme (Sound Connects Academy including online learning and networking meetings).
• M&E (monitoring & evaluation) support services targeting beneficiaries of the SCF project (primarily arts organisations from across southern Africa).
• Conducting and compiling policies and legal frameworks research for the cultural and creative industries (CCIs).

The service shall be delivered in the institutionalisation of the monitoring, evaluation, accountability and learning programme of the SCF Fund. Monitoring, evaluation, accountability and learning (MEAL) are critical for building a strong global evidence base around the SCF project, for assessing the wide and diverse range of interventions being implemented while also capacitating the grantees to fully contribute to economic growth in the region.

A key area of focus will be around ongoing learning and reflection, which will ensure that grantees periodically learn from experts, own performance as well as from each other to improve and perform to the desired standards.

Essential elements of the bid

The aim is to conclude a framework contract with one external service provider in the field of monitoring, evaluation, accountability and learning.

Within this framework contract, services will be provided as needs occur for the contracting authority and its grantees in the nine focus countries of the project.

The services requested will include:

• Reading available project information to gain an understanding of the action, its goals and targets.
• Developing a well-structured, efficient work plan.
• Facilitating and conducting an M&E induction workshop for successful grantees in consultation with SCF management. However, the main objective will be to capacitate each grantee to monitor their own engagement and performance and have the ability to deliver on their envisioned outputs and outcomes.
• Institutionalising the M&E principles in each grant.
• In consultation with SCF management, support all grantees on M&E while supporting them with their individual M&E plans.
• Playing an advisory role on M&E questions to grantees and SCF management.

• Analysing M&E reports against the provided project logframe and provide recommendations.
• Submitting an annual report on MEAL implementation services and submit final report at the end of the SCF project.
• Capacity building at annual networking events for grantees (including training in M&E and other areas specified by grantees)
• Production of video tutorials under the Sound Connects Academy in close collaboration with the SCF team using mutually agreed service providers.
• In consultation with SCF management, develop reporting templates for all grantees to report on achievements/challenges.
• In consultation with SCF management, facilitate grantee catch-up, information and learning exchange sessions.
• In consultation with SCF management, research into policy and legal frameworks and produce a research paper on policy and legal frameworks impacting CCIs in southern Africa.
• In consultation with SCF management, conduct an evaluation of the grantees projects to see if they have achieved their intended outcomes.
• Mid-term and end-term evaluations.
• Contribute information and data to the annual Good Practices publication that will be published by the SCF.

Facilitation of learning (Sound Connects Academy and networking workshops)

The service provider will need to have an understanding of the typical needs of grantees and be able to provide training in English. The trainer will need to produce content that can be uploaded digitally and downloaded by the trainees during the different stages of the project. The trainees will comprise 25 grantee organisations awarded in Year One and Two, but this figure will increase to 35 by Year Three of the project (2023). The trainees are practitioners in the creative industry across different mediums and reside in different countries in southern Africa.

The grantees will be trained in the following courses: Financial Management, Fundraising, Managing the Arts Programme, Business Development, Communication, and Marketing and International Cultural Cooperation, among others.

Note: The expertise of the consultant will guide the deliverables of the outputs in this call, but the final tasks and scope will be approved by SCF management.

Profile of service provider

• Expertise and experience of working in the southern Africa region in M&E training and support, and developing MEAL reports.
• Expertise in M&E processes including logframe creation, data collection, data analysis, data visualisation and program evaluation.
• A professional team all with a wide range of diverse abilities.
• Experience in impact and outcome evaluations and performance assessments.
• Experience in monitoring support (monitoring/performance framework, indicators and plans, data quality audits/assessments.
• Experience in capacity-building training workshops, M&E systems development and support mentoring.
• Experience in conducting professional training and learning using different mediums.
• Experience in evaluation and research and report writing.

Qualifications of personnel

• Clear indications of all personnel involved (by providing respective CVs); personnel is preferably qualified in qualitative and quantitative data collections and has a decent understanding of the cultural and creative scene in southern Africa. Past experience working in/with the different focus countries of the project is preferable.
• Overview of the past experience of the bidding company/freelancer covering at least the last three years (maximum the last six years).
• Indication of language abilities, especially with regards to Portuguese. However, any personnel involved in the M&E training and support must be able to communicate fluently in English.

Right of use

Goethe-Institut and the Music In Africa Foundation shall be granted an exclusive right to use the products of the contract for all known and unknown types of use, which is unlimited in terms of time, space and content. This right of use also extends to the right to utilise individual parts or the entire product in connection with other works not originating from the contractual partner.

Criteria for selection

A committee compiled by Goethe-Institut and the Music In Africa Foundation will evaluate the different bids submitted. Submissions after the deadline will not be considered. Goethe-Institut reserves the right to ask for additional documentation after submission.

The evaluation consists of three parts: Price (30%), quality of proposed project team (20%) and quality of the offer (50%). The offer with the highest number of cumulative points across all three sections will be awarded. We would especially like to encourage applicants from the following countries to apply for this M&E training and support consultancy: Angola, Malawi, Namibia, Zambia, Zimbabwe, Lesotho, eSwatini, Mozambique, and Botswana.

Relevant project documents

Upon conclusion of the contract including necessary confidentiality provisions, relevant project documents will be made available to the successful bidder. The logframe can be requested by potential bidders before the submission of an offer.

Submission of proposal

Only qualified and experienced consultant(s)/service providers capable of delivering services on time and at affordable rates with a proven track record will be considered. The successful consultant(s) will work closely with the overall project coordinator and is/are accountable to Goethe-Institut. The contract will be signed with Goethe-Institute and the consultant(s) is/are expected to present their MEAL training and support plan to Goethe-Institut.

The service provider/consultant(s) will provide MEAL training and support until the enbd of the project in March 2024 with predefined and agreed dates for each task and a payment schedule to suit the delivery.

Note: Interested service providers should submit a detailed technical and financial proposal, with a detailed budget detailing all costs related to this call.

Note: Bids not meeting the above requirements may be rejected.

General provisions

• Goethe-Institut reserves the right not to appoint any consultant, service provider or to appoint the work to more than one bidder.
• Goethe-Institut reserves the right to undertake reference and other checks, and by responding to this bid, the consultant(s)/service provider hereby give(s) Goethe-Institut consent/authority to undertake such checks.
• Goethe-Institut reserves the right to withdraw this bid/or amend these terms of reference by notice in writing (email or posting on the website) to only shortlisted bidders who will have responded to this call prior to the closing date.
• The award of the contract will be based on best value for money that being the best outcome for Goethe-Institut as a whole, considering price, economic, environmental and social benefits (if applicable).
• Goethe-Institute reserves the right not to make an award or to accept the lowest bid.

Financial offer

• Your financial offer must contain an overall offer in the euro (€) currency.
• Successful bidders will be requested to maintain their quoted price.
• The financial offer must cover all the required services to be provided (price ‘all inclusive, final prices’).
• Prices must include any taxes and other components (e.g. internet access, working materials, etc.). Goethe-Institut will only pay the total price as indicated by the offer.
• Travel expenses need to be covered by the consultant, but can be listed as separate items in the offer.
• Neither the Music In Africa Foundation nor Goethe-Institut will provide a workspace.

The set of proposals should include:

• A technical proposal with an executive summary, appendices and CVs of personnel.
• A Financial proposal should recommend a payment schedule based on milestones and deliverables.
• A detailed work plan outlining activities, deliverables, milestones and targeted completion dates.
• A list of references for similar work done. Full contact details of references, including email, telephones, addresses, contact person, cellphone numbers and websites (if any).
• The consultant(s)/service provider should agree to sign Goethe-Institut’s agreement with agreed addendums and when necessary, variations of terms of contract.

Submitting an offer

Offers need to be submitted electronically (preferably in one PDF) in English to Ms Priscilla Mwasinga at [email protected] with the subject line ‘Sound Connects Fund MEAL SUPPORT’ no later than Wednesday 31 August 2022 at 6pm CAT.

Note: Late submissions will not be considered.

For enquiries, contact SCF MEAL officer Priscilla Mwasinga at [email protected].