Implementation of Community Outreach and Radio Project Central Sector States (Khartoum, Northern Kordofan, White Nile and Sennar)

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1 North Sudan Disarmament, Demobilization and Reintegration Programme (NSDDRP) Call for Proposal (CFP/DDR/KRT/11/07) Implementation of Community Outreach and Radio Project Central Sector States (Khartoum, Northern Kordofan, White Nile and Sennar) Terms of Reference A. Background The Disarmament, Demobilization and Reintegration (DDR) Programme is an integral part of Sudan s Comprehensive Peace Agreement (CPA), which was signed on 9 January 2005, marking the end of one of Africa s longest civil war. DDR in Sudan is designed to enhance short term security through capitalizing on peace dividends through reintegrating individual male and female ex combatants (XCs) and special needs groups (SNGs), while also contributing to longer term peace and stability through affecting the rightsizing of both the SAF and SPLA. Doing so will positively impact security in a three pronged approach by increasing trust and confidence between the two formerly opposing forces, facilitating conditions for domestic security, as well as directly addressing XCs and SNGs as a human security threat. The objective of the North Sudan DDR Programme (NSDDRP) is to contribute to government s efforts in restoring peace and security in the country through the social and economic reintegration of excombatants and community security and arms control (CSAC) interventions. Individual economic reintegration activities which have been the focus of programme activities are designed to enhance the economic wellbeing of ex combatants and associated groups (women and children associated with armed forces), so that they could not resort to violence as a source of livelihood. The social reintegration component is aimed at enhancing social cohesion, community security and reconciliation in war affected communities hosting ex combatants. This is related to CSAC activities, which help create the enabling environment for community recovery, rehabilitation and long term development work to take place with the active involvement and participation of ex combatants, as well as pilot social and psychosocial interventions which are being scaled up. In spite of achievements so far made to sensitize DDR participants and the public at large about the DDR programme, it has been recognized by both UNDP and Government partners that more needs to be done to ensure wide spread sensitization and support for the DDR process and wider community security related issues. Against this background, the NSDDRP is implementing an intensified public outreach campaign in those areas where the demobilization and reintegration of former combatants is well under way. Such campaigns will serve to deepen understandings of the DDR programme, focusing on economic/social reintegration, as well as the CSAC programme. These campaigns focus at the community level, promote peaceful coexistence between receiving communities and excombatants, and enhance community security. 1

2 B. Objectives The objectives of the public outreach campaign covered through this Call for Proposals are as follows: 1. Increase understanding among DDR participants and community members of the DDR and CSAC programmes and how the social and economic reintegration of DDR participants can contribute to community social and economic stability in White Nile, Sennar, Khartoum and Northern Kordofan states; 2. Increase the active participation of DDR participants and community members, including youth, in community activities and projects that promote peaceful coexistence between diverse communities in White Nile, Sennar, Khartoum and Northern Kordofan States; 3. Determine current information levels of the DDR and CSAC programmes among DDR participants and communities in White Nile, Sennar, Khartoum and Northern Kordofan States and determine CSAC needs and priorities in those same areas. Proposals are being sought from offerors capable of implementing the Community and cultural Outreach activities including Radio programming. The offeror is expected to implement these activities in White Nile, Sennar, Khartoum and Northern Kordofan States. C. Scope of Work The implementation will consist of two components (please refer to Annex 1 for additional background information on these components): Community outreach activities and events, which will focus on the following: 1. Assess the baseline information levels of DDR participants and community members about DDR and CSAC programmes and gather information about their CSAC needs and priorities through at least 12 focus group discussions (one in each locality); 2. Develop gender responsive information briefing sessions tailored to local needs with assistance and input from the North Sudan DDR Commission (NSDDRC) and UNDP DDR specialists. 3. Develop and distribute outreach print and/or audio visual materials (such as posters, leaflets, banners, cartoons, flipcharts, photo exhibitions, radio PSAs or programmes, etc) to be used during outreach activities. All messages and materials must be approved by NSDDRC and UNDP before production. 4. Train, recruit and deploy four Community outreach teams (one per locality) who: a. Will organize and deliver Community mobilization events (CMEs) and Face to face (F 2 F) activities (e.g. information briefing sessions) for various audiences across the four central sector states identified: White Nile, Sennar, Khartoum and Northern Kordofan. In each state, specific localities will be targeted, and in each locality at least four CME and four F2F activities will be organized (i.e. at least 2 CMEs and 2 F2F activities per locality). b. Organize at total of at least 12 outreach events (one per locality) that specifically target youth, including ex combatants, to engage in recreational activities and sports like activities. c. Organize a total of at least 12 activities (one per locality) that bring together female community members to discuss community security related concerns (for example Women Tea parties ). d. Create and deliver at least 12 theatrical and musical performances (one per locality) that will complement the activities of the community outreach workers. The outreach workers should involve, where possible, community members or groups as actors and performers. These performances should address issues related to DDR and CSAC, including reintegration of male and female XCs and Women Associated with Fighting 2

3 Forces, roles of communities in facilitating social reintegration, issues related to women and children associated with armed forces, sexual and gender based violence (SGBV), conflict resolution, peace and development, etc. All scripts must be approved by the NSDDRC and UNDP. Please refer to Annex 2 for an indicative work plan for the community outreach activities. Radio programmes, which will focus on the following: 1. Development of a range of gender responsive radio programs, including: a. Public Service Announcements (PSAs): Production of 8 recorded capsules (30 60 seconds each) on DDR and CSAC, comprising of information on these two programmes. b. Drama: Production of 5 episodes of radio drama, 4 5 minutes each. c. Monthly prerecorded magazine: Production of 4 flexible mixed programmes (30 45 minutes each) including several broadcast genres, including 3 5 minute news/information slot, a feature, a guest of the month interview (e.g. Reintegration officer if the topic is reintegration, Police officer in charge of arms control/registration if the topic is small arms control, etc), a testimony slot, a radio skit. The broadcast will also include DDR and CSAC PSA interludes, and theme song transitions. d. Monthly panel discussion: Production of 4 focused talk shows (45 60 minutes each) featuring 3 4 informed and authoritative panelists (e.g. NSDDRC official, UNDP DDR representative, state government, native administration, community representatives, etc), and an opportunity for the audience to call in with questions and comments. The broadcast would also include DDR and CSAC PSA interludes, and theme song transitions. e. Success stories: Production of 4 success stories (10 15 minutes each) presented by community members who share their best practices on how to maintain security, improve their livelihoods, etc. 2. Broadcasting of the above radio programs and of additional radio programmes already produced by the NSDDRC and UNDP DDR according to the following schedule: Type of programme Frequency of Broadcast Period Total number of broadcasts Public service announcements 2 times per week 16 weeks 32 Drama 1 time per week 16 weeks 16 Pre recorded magazine 1 time per month 16 weeks 4 Panel discussion 1 time per month 16 weeks 4 Success stories 1 time per month 16 weeks 4 10 Psychosocial radio drama (3 4 minutes each)* 5 Short psychosocial PSAs (5 seconds each)* Twice per week 16 weeks 32 Twice per week 16 weeks 32 * These programmes are have already been produced and are ready for broadcast 3

4 D. Additional requirements 1. Staffing: For the scope of this work, there will be four teams of 2 public outreach workers (male and female) each who will organize the above mentioned activities over a period of 2 months (8 weeks). When recruiting outreach workers, the offeror should be mindful of cultural sensitivities and ensure that local communities will accept the outreach workers. In its proposal, the offeror should also explain how it intends to recruit, train and work with local actors and performers which may include for instance Hakamas to work with the outreach workers to deliver cultural outreach performances. The offeror is strongly encouraged to work with Community leaders to allow them to act as cofacilitators with the Public Outreach teams, and facilitate access to various communities. The NSDDRC and UNDP DDR can provide the selected organization with the names and contact details community leaders. 2. Target audience: The primary audiences for the outreach activities and radio programmes are male and female DDR participants (including people with disabilities) and communities in which these DDR participants are resettling. The outreach and radio programmes should however also target State Governors Offices, State Ministries, members of the Legislative Assembly, Locality Commissioners, Armed Group Leaders, and Professional associations. Specifically, these latter audiences should be targeted through briefing sessions, be invited to take part in Community and cultural outreach events and activities, and through radio programmes. Each information session will include at least between 15 to 20 participants depending on the target audience and location of the briefing session and the security situation of the area. Theatrical performances and cultural outreach events will gather larger crowds, and at least 100 participants. 3. Radio programmes: The offeror must work with the broadcaster(s) and community radios that have the widest reach in across all seven central sector states, and ensure that the programmes are also being heard in rural areas. The offeror is responsible for providing the broadcasters with copies of Royalty contracts where needed. UNDP will not be responsible for any costs or liability incurred due to failure to ensure that royalties have been paid. Copyright for all materials produced will rest with UNDP. 4. Location of activities The NSDDRC, in collaboration with the UNDP, have identified four states and 12 localities in the Central Sector where the offeror will carry out community outreach activities. The priority was given to areas where there has been definite lack of information/understanding of DDR and CASC Programmes and where many rumours confusing the population have been observed. Accordingly, the selected states and localities are the following: 4

5 State Khartoum Northern Kordofan White Nile Sennar Locality Khartoum Bahri Umdurman Jabal Awliya El Obeid Gibeish Alnohood Jabalian Kosti Sennar Sinja Dalimazmum It should be noted that the final list of localities might change in accordance to changes in realities on the ground. However, the offeror must be willing to specifically work in these localities, and in rural areas across Khartoum, Northern Kordofan, While Nile and Sennar states more generally. 5. Costs: The offerors are required to prepare a budget following the template provided in Annex 3, sub section IX. Offerors are also encouraged to refer to Annex 4 for an example of how cost headings could be grouped for the purposes of this Call for proposals. The offeror is responsible for all costs associated with the recruitment, training and deployment of the outreach team, actors and performers (materials, food, drinks, transport, accommodations, staffing, etc). The offeror will identify any external resource persons who will support the trainings. The offeror will be responsible for organizing all logistics, administration, transportation, accommodation, and costs of all trainings and discussion groups associated with this project. It is suggested that the organization hire a car and a driver for each of the four mobile outreach teams for the entire period of the community outreach programme The offeror is responsible for all costs related to production and broadcasting of the radio programmes, including the recruitment and remuneration of singers and actors for the recordings.. E. Inputs from UNDP and NSDDRC The selected organization will be given a detailed brief that contains necessary information about the DDR and CSAC programmes, including key messages, numerous print materials for distribution, sample scripts, PSAs, slogans, and a list of key resource people (people who can be interviewed or serve as panelists). This will facilitate the development of the community and cultural outreach activities and the radio programmes. The NSDDRC and UNDP will also provide the offeror with the focus group discussion questionnaire. The NSDDRC and UNDP will provide guidance on the development of scripts for theatrical performances, songs, and radio programmes. All final materials (scripts, PSAs, messages, print materials) must be approved by the NSDDRC and UNDP before production. 5

6 The conceptualization process of the radio programmes will be a highly consultative. The organization will hold meetings jointly with NSDDRC and UNDP/DDR team prior to starting the implementation to ensure agreement on implementation plan, and as deemed necessary thereafter. The roll out schedule of programmes shall be done in close cooperation and coordination with NSDDRC and UNDP/DDR team especially because NSDDRC staff might find be requested to participate in panel discussions and interviews. F. Deliverables Community Outreach component 1. Finalized work plan (first draft to be submitted in proposal, refer to Annex 2 for a sample work plan), including a detailed explanation and timeline of activities (one week after signing of contract). 2. In the case of theatrical or musical performance, detailed scripts to be approved by NSDDRC and UNDP DDR. 3. Hard and soft copies (high quality graphics) of all outreach materials developed. 4. Report from each locality on the outreach activities conducted with communities and leaders. This should include their response to the project, any problems/solutions, as well as their perceptions of DDR and CSAC and information gather on localised community security concerns and information needs. 5. Per gathering a list of individuals who participated in the gatherings (attendance sheet) for the Face to Face meetings and pictures of the larger community gatherings. 6. Monthly progress and financial reports, which include detailed update from each outreach team about the number and location of their activities including the number of participants. The offeror, NSDDRC and UNDP will agree on the specific monthly/quarterly report writing format. 7. Final financial and narrative report including lessons learned and best practices. The offeror will prepare a final report on the overall outcome of the project reflecting the effectiveness, relevance and quality of interventions with due respect to the future needs, recommendations. The report shall be a minimum of 10 pages (excluding annexes) and shall also outline the following; - An assessment of the change in information levels of the various target audiences under the project - An assessment of which type of outreach activities were the most and least effective - Brief recommendations for future interventions with recommendations for capacity development projects, beneficiaries, and how to improve gender sensitivity of interventions - The report shall reflect linkages and coordination with partners, perceptions by community members and community leaders 8. Attendant s lists and on session photos of all meetings and gatherings. The lists will be included in the accounting of funds as a reflection of workshop expenses and attendance. 9. Video footage of at least one event per locality. 10. Should UNDP require information outside of the monthly progress report, the offeror is required to provide updates. 6

7 Radio component 11. Scripts of the radio dramas, PSAs and Magazines 12. Production Schedule 13. A monthly time table of broadcasting schedule, including copies of all agreements with broadcasters 14. Copies of all Royalty contracts 15. Recordings of all programmes, including the master copy of all recordings 16. Report on ratings and listenership (audience coverage) G. Minimum Requirements of Institution 1. The offeror must be a NON GOVERNMENTAL OR CIVIL SOCIETY ORGANIZATION registered with the government to operate in Sudan; 2. The offeror must have experience conducting similar community outreach projects in rural communities in Sudan, and preferably in Khartoum, Northern Kordofan, While Nile and/or Sennar states; 3. The offeror must have the staffing strength and capacity to deliver on the scope of work, or demonstrate ability to recruit additional staff, drama groups, artists, etc; 4. The offeror must have previous experience producing radio programmes (including radio dramas, PSAs, magazines and panel discussions), or demonstrate how it will partner with other organizations that have the experience; 5. The offeror must be able to cover rural areas in Khartoum, Northern Kordofan, While Nile and Sennar states; 6. The offeror should have reputation of institutional capacity and experience in dealing with the project implementation, accounting and reporting. 7. The offeror must have its own production and editing facilities or demonstrate how it will use outside production and editing facilities. 8. Capacity to mobilize resources from own or other sources in order to start implementation within a short time; 9. Previous experience working with UNDP Programmes and also in Khartoum, Northern Kordofan, While Nile and Sennar states could be an added advantage. 10. The offeror must be able to partner with broadcasters with the widest coverage including in the rural areas of Central sector states. H. Duration and Timing The overall duration of the contract will be for five months, from August 1 st 2011, to December 31st, It is expected that implementation of the radio programmes and outreach activities will start on September 1 st The first four weeks should be dedicated to planning, start up, development and production of radio programmes, recruitment and training of outreach workers and performers, and development of materials. This will be followed by followed by 4 months of implementation for the radio component, 2 months of implementation for the outreach (concurrently with radio), and two weeks of final report writing. 7

8 I. Project progress monitoring The respective commissioners of the NSDDRC State office and the Project Coordinator of UNDP DDR in the Central Sector will undertake the responsibility of UNDP monitoring. The NSDDRC will be responsible for the longer term monitoring of the target group. However, the offeror is required to conduct its own monitoring and evaluation. Monthly Progress reports by the offeror are essential for NSDDRC and UNDP DDR Unit to monitor progress in the implementation, provide technical advice when needed, and support the disbursement of funds. A reporting format will be agreed upon immediately prior to the start of implementation. The offeror will report to an identified focal point within NSDDRC and UNDP. Monthly reports will be expected to be timely and thorough to avoid delays in remittances of funds to the offeror. After the end of the contract, a joint NSDDRC and UNDP assessment mission will be conducted to the concerned area. The main objective of this assessment mission will be to make a final evaluation of the performance of the offeror taking into account the specific contexts and conditions of different locations. J. Guidelines for proposal development The Proposals prepared by the offeror and all correspondence and documents relating to the Proposal shall be written in English language. The Proposals prepared by the offeror and all correspondence and documents relating to the Proposal shall be written in English language. The offeror should propose the types and number of outreach activities/events which it is capable of implementing. The offeror must include in their proposal details of how the offeror will ensure quality control (i.e. ensure the quality of the information sessions, performances and materials and that the timeline is being met). The proposal must clearly indicate approaches and methodologies/strategies to be used to implement the community outreach activities/events. The offeror must demonstrate experience conducting community outreach activities. The offeror should demonstrate how these projects will utilize partnerships with Ministries, other UN projects, and/or organizations. The offeror must detail in their proposal their ability to cover rural communities across Khartoum, Northern Kordofan, While Nile and Sennar states. The offeror must detail in their proposal how they will carry out project within required timeframe The offeror must detail in their proposal their partnership with the state or national broadcaster. The proposal must be attached with detail budget (financial proposal) and work plan. The proposal should be prepared for 5 months of implementation and monitoring period. Attach evidence that shows the offeror is non governmental organization/civilian society organization/non for profit organization, legally registered with responsible institutions in Sudan. The attached Outline should be utilized to develop the proposal (see Annex 3) 8

9 K. Mechanism for submission of proposal Proposal should be submitted by or delivered in the tender box maintained by UNDP at the following address: UNDP DDR programme DDR Programme UNDP Compound, House 7, Block 5, Gama a Avenue, Khartoum University Street sudanddr.bids@undp.org Deadline for submission of Proposal is 2nd July The UNDP DDR and NSDDRC Public information teams will do the initial screening of the proposal. After the initial screening, the qualified proposals will be reviewed by the grant selection committee for approval. Each proposal should cover all localities mentioned in the Terms of Reference. The payment will be made in two instalments. The offeror must submit a work plan, monthly technical and financial progress reports and a project completion reports. L. Criteria for screening of proposals Selection will be made by the grant selection committee. The Committee will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed and whether the Proposals are generally in order. The technical proposal is evaluated on the basis of its responsiveness to the Terms of Reference (TOR) and technical quality of the proposal Organizational capacity and experience to implement community based outreach projects Realistic project approach Innovativeness, sustainability, replicability of the methodologies and approaches M. Award of contract The grant selection committee will recommend the award of the contract to the offeror who is the most technically qualified and most responsive to the terms of reference. UNDP reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected offeror or any obligation to inform the affected offeror or offerors of the grounds for the UNDP s action. 9

10 ANNEXES Annex 1 Additional details on activities COMMUNITY AND CULTURAL OUTREACH Community and cultural outreach activities target various stakeholders, including: male and female DDR participants, community leaders, communities where DDR participants are resettling, Governors Offices, State Ministries, members of Legislative Assembly, Locality Commissioners, Armed Group Leaders, and professional associations. Community and cultural outreach reaches out to different communities and travels to different localities where community outreach workers, who are trained as facilitators, initiate a two way dialogue with the audience invite exchange of ideas, and answer questions. Community outreach activities include, but are not limited to: 1. Community Mobilization Events (CMEs): CMEs are meetings designed to gain the support of the influential members of the community, such as leaders (community leaders, elders, tribal leaders), professional associations (teachers, doctors), NGOs, to disseminate messages to their communities. 2. Face to Face activities (F 2 F): Public Outreach teams organize F 2 F meetings directly following the CMEs. Public Outreach Teams gather groups of people and present illustrative materials explaining the DDR process and related community security issues. 3. Outreach events/activities: these activities foster dialogue and engagement of community members through for example sporting and recreational events. 4. Theatrical and musical performances: Performances are a way of addressing a number of important DDR and CSAC related issues through traditional means of communicating information. Issues that can be addressed include: information about the components and processes of reintegration, the roles of communities in facilitating social reintegration, issues related to women and children associated with armed forces, sexual and gender based violence (SGBV), conflict resolution, peace and development, etc. 5. Briefings: Briefings are spontaneous gatherings provoked by the presentation and distribution of material by public outreach teams at reintegration centres, markets, mosques, schoolyards, health clinics etc. 6. Materials Production and Distribution: Printed materials include posters, leaflets, stickers, brochures, banners and photo exhibitions (the latter being a very useful means of disseminating information visually). Materials are taken by the Outreach teams to put them up around towns/villages and/or distribute them directly to the people attending the presentations. RADIO PRODUCTION AND BROADCASTING From among the formal channels of mass communication, and in the context of Sudan, Radio provides one of the fastest, most cost effective and widest outreach. Given the country s social, economic and cultural profile, the technology provides relatively cheap and easy access. A key advantage of the radio is that it overcomes the problem of illiteracy among a large section of the target audience. The medium also offers greater linguistic leverage, as communication can be directly packaged and delivered in local dialects. Informal media apart, the radio is the main channel for reaching primary audiences of the DDR and CSAC programmes, i.e. DDR participants and communities. 10

11 Annex 2 Indicative work plan (this only shows the minimum number of event/activities, and the offeror is free to propose more). States Localities Type of activity CME F2F/Info Briefing Drama/ Music Women s event (e.g. Tea Party) Sports Focus group discussions Khartoum 1 Khartoum Bahri Umdurman Jabal Waliya Khartoum State Total Northern Kordofan 5 El Obeid Gibeish Alnohood Northern Kordofan State Total Sennar 8 Sennar Sinja Dali Wal Mazmum Sennar State Total White Nile 11 Jabalian Kosti White Nile State Total TOTAL

12 Annex 3: Outline for Project Proposal, UNDP I. Applicant Information Name of organization Contact information of organization: mailing address, telephone and fax numbers, , websites. Mandate and key objectives of organization Name/s and contact information of partner organizations in the proposed project Brief description of experience and expertise of organization in the implementation of similar projects. II. Rationale. Provide a brief description of the background of the proposed project, the issues that are proposed to be addressed, and potential linkages with other institutions, programmes and recovery projects. (1 4 paragraphs) III. Objectives. Describe in detail the main goal and specific objectives of the project. (1 3 paragraphs). IV. Strategy. Provide an overview of the proposed activities, expected outputs and deliverables, timelines, and involvement of community in various activities. (maximum two pages). V. Draft work plan. Provide a detailed work plan for how the specific deliverables will be completed within the required timeframe, including an indication of the type and number of outreach activities planned in each village. VI. Partnerships and Sustainability. This will describe the partnerships and linkages that will support the sustainability, gender responsiveness, and linkages with Ministries, UNDP/DDR, NSDDRC, and other UN Agencies (2 3 paragraphs) VII. Risk Analysis. Identify and describe the main risks that may constrain the effective implementation of the project and the achievement of the desired outputs, and how such risks will be managed by project implementers (2 3 paragraphs) VIII. Results and Resources Framework (one page matrix) Project Title: Desired outcomes/impacts: Outputs Indicative activities Performance indicators Inputs Indicative timeframe VIII. Monitoring and Evaluation Arrangements (2 3 paragraphs). This will include how participatory mechanisms will be instituted in the project, the consultation and reporting procedures, and internal monitoring procedures to ensure effective and efficient project implementation. IX. Detailed Budget Proposal Date: Project Title: Name of the RECIPIENT INSTITUTION: Total Amount of budget in SDG: 12

13 PERIOD COVERING FROM TO General Category of Expenditures Tranche 1 Tranche 2 Total Personnel Transportation Premises Training/Seminar/ Workshops, etc. Contracts (Audit) Equipment/Furniture (Specify) Other [Specify] Miscellaneous Total * Please note that all budget Lines are for costs related only to project activities. ** These budget categories are suggested guidelines. The Recipient may choose alternates which more accurately reflect their expense items and needs. *** Tranche one (1) should not exceed an equivalent of 70% of the budget (the rest to be given after implementation) and the total should not exceed USD 105, **** Budget should be in Excel format and in SDG currency equivalent to USD dollars mentioned above. 13

14 Annex 4: Sample detailed budget Expenditure Headings 1. Staff Cost 2.Cost of Office and Premises 3. Costs of production and broadcast of radio programmes 3.1 Cost of Production of radio programmes, including the remuneration of singers and actors for the recordings (state the number of singers and actors) 3.2 Cost of broadcasting of the radio programmes 3.3 Training and deployment of the outreach team, actors and performers 3.4 Cost of the Food and drinks necessary 3.5 Cost of staffing Accommodations during their deployment in the field for the performance 4. Cost of outreach events 4.1 Briefings 4.2 Drama/Music 4.3 Sporting events 4.4 Focus group discussions 4.5 Others 5.Transportation Cost, including the cost of rental and driver if required 6. Equipment/Furniture 7. Cost of Premises (if applicable) for the entire period 8. Any other costs (state the expenditure heading and then the cost) Offered Price (SDG) Tranche 1 Tranche 2 14