In the framework of its project "Enhanced logistic response capacities for efficient disaster
management in the Caribbean", the French Red Cross wishes to subscribe to the service
described below:
- A consultancy to analyze the project management methodology implemented to
achieve the results of this project
1. Generalities
Objectives of the consultancy
Evaluate the projects PF226; PF236 and the PF229 project activity named “Support to National Societies"
Location of the mission
Guadeloupe; The territories where the projects have been implemented: St Kitts & Nevis; Antigua & Barbuda; Dominica; St Lucia; St Vincent & The Grenadines; Grenada
Person in charge of the mission
Programme Coordinator & the Program Manager
Desired start date
15/09/2021
Desired end date
14/10/2021
Delivery date of deliverables
14/10/2021
Duration of the mission
30 days
2. Context
Created in 2005, the Regional Intervention Platform for the Americas and the Caribbean (PIRAC) is the representative delegation of the French Red Cross for the Caribbean region and its operational mechanism for humanitarian action and regional cooperation. PIRAC assists the Caribbean populations in all major disasters and works to develop actions to strengthen the resilience of the populations in the French territories as well as in the countries of the Caribbean arc and the Guiana plateau.
The Caribbean is one of the regions in the world most exposed to the risks of natural disasters: earthquakes, volcanic eruptions, cyclones, tsunamis, floods, and land movements. The last few years were particularly devastating, marked by numerous natural disasters throughout the Caribbean basin (major hurricanes, earthquakes, floods, volcanic eruptions). Major risks are exacerbated by various factors of vulnerability of populations and territories: insularity or even "double insularity" of dependencies, socio-economic fragility of part of the population, complex migratory flows, urban densification and strong urban pressure, rapid erosion of memory and culture of risk. Moreover, these risks of disasters are increased by a process of climate change which influences the frequency, the intensity but also the unpredictability of hazards, imposing a sustained effort and pace of adaptation by populations and institutions.
The culture of risk is not progressing well among local populations. Awareness and knowledge of natural hazards are heterogeneous, as are the appropriate behaviors to adopt in terms of prevention as well as in case of crisis. This requires the promotion of the importance of risk reduction and risk management among public authorities and the improvement of educational methods in order to increase the culture of natural risks among the population. It also requires strengthening community and citizen action to complement institutional disaster management interventions.
In the Caribbean, PIRAC is conducting several projects related to natural disaster preparedness and disaster risk reduction at the population level.
With this same approach, PIRAC has implemented a project in two phases: - the Logistics Enhancement Project during two phases: phase 1 (2018-2019) and phase 2 (2019-2021) funded by ECHO;
For these two projects, the direct beneficiaries are the Red Cross in the territories of intervention, the National Societies (NS). The activities were conducted with representatives of these NS as well as volunteer teams involved in the management of stocks and in the interventions.
The territories of implementation of the ECHO project are 6 English-speaking countries: Antigua & Barbuda, Dominica, Saint Lucia, Saint Vincent and the Grenadines, St Kitts & Nevis and Grenada.
The project “Enhanced logistic response capacities for efficient disaster management in the Caribbean” main objective is to develop the logistic response capacities of Red Cross national societies for enabling them to respond to disasters in the Caribbean.
The project is articulated around 3 main results which are:
1/ Red Cross NS have improved their logistic management plan and procedures 2/ Red Cross NS have increased their logistic human and material response capacities 3/ Country logistic response capacities are better monitored and integrated at national and regional level
The main activities that were implemented to achieve the project outcomes were:
▪ Organization of trainings and workshops on supply chain and organizational steps to conduct an emergency relief intervention;
▪ Support in defining the intervention strategy of Red Cross National Societies; ▪ Contribution to the improvement of the storage units of the Red Cross, beneficiaries of the project;
▪ Prepositioning of NFI stock in the intervention territories in line with their intervention capacities.
3. Objective
3.1. Justification
As the second phase of the NS Enhanced logistic response capacities project funded by ECHO comes to an end, we are launching a consultancy to evaluate the methodology implemented to work with NSs throughout this project.
With this consultancy, it will be a question of developing the method that was used by identifying the lessons learned both on the aspects of:
Project management;
Coordination and collaboration with NS;
Adaptation of the project following the impossibility to travel due to the closure of the borders to limit the spread of the Covid-19 epidemic.
The analysis of these aspects should highlight the methodological elements that can be improved, those that worked well in a perspective of replicability for future projects.
3.2. Objectives
The main objective of this consultancy is to: Analyze the project management methodology developed to achieve the results of this project.
More specifically, based on this analysis, formalize a duplicable project management methodology that will put forward:
the steps of realization by order, detail for the steps of realization,
the sub-activities that contribute to the realization of each step,
the recommendations for working with the remote NS to improve the quality and impacts of the project, the elements (tools, work method, project management, collaboration with the NS and coordination of the project with other actors in the area involved in the same themes, ...),
How could the methodology for conducting the activity have been better adapted when travel was impossible to travel to the site?
propose a model for monitoring the progress of activities that would have been more effective and could have better reported on the achievement of project indicators, 6. Develop recommendation(s) for determining the use of the project website, once the project is finalized to allow accessibility to the technical information presented.
3.3. Methodologies
To achieve the expectations of this mission, the consultant can develop his proposed methodology, however at least, it will include the following steps:
1/ collection of secondary data related to the project and the NS beneficiaries of the project 2/ the collection of primary data through interviews (semi-structured) of people involved in the conduct of this project and the beneficiaries
3/ Analysis of the collected data
4/ Elaboration of the expected deliverables
This mission will be carried out in close collaboration with the PIRAC program coordinator, the program manager and the Preparedness technical referent of the French Red Cross.
A meeting at the start of the consultancy will be organized to confirm the expectations of this mission and the level of deliverables.
Throughout the mission, the consultant will be available to provide progress updates to the team following this mission.
Particular attention will be paid by the French Red Cross team (program coordinator and the Preparedness technical referent) to the form of the expected deliverables, both parties will agree to ensure that the deliverables are operational documents.
4. Expected Deliverables & calendar
For the objectives of this mission, a deliverable is expected:
- The project management methodology
The deliverables will include the tools, supports that the consultant will have developed to complete the elements that have been produced within the framework of this project in order to ensure the operationality and direct use of the deliverables produced by the field teams who will need them.
Together with the deliverable, the consultant will make an oral presentation of the work done and the recommendations made to the team following this mission.
The schedule for the delivery and finalization of the deliverables is proposed below:
Return on the analysis of the methodology : Starting 24/09/2021
Proposal on the composition of the deliverable : 30/09/2021
Draft of the deliverable : 06/10/2021
Receiving feedback from the French Red Cross : 12/10/2021
Final version deliverable : 14/10/2021
5. Work modalities
The consultant will be in contact with the three people involved in the follow-up of the consultancy:
✔ the technical referent preparedness
✔ the program coordinator
✔ the program manager
The consultant will work in collaboration with the following person:
✔ The program coordinator
✔ The logistics coordinator
✔ The national societies teams involved in the project
✔ Others resource persons
PIRAC will facilitate the introduction of the consultant to the NS involved in the project.
All the equipment and working conditions that enable the consultant to carry out his work are at the expense of the consultant and included in the financial proposal that the latter proposes.
6. Consultant Profile
This evaluation mission should be carried out by a consultant with:
Academic background in logistics and/or disaster preparedness, management and response
At least 10 years of experience in the field in project management
Experience in project evaluation
Experience in logistics in the humanitarian sector
Experience in capacity building and training
Good knowledge of the Caribbean context
Knowledge of English is compulsory
Knowledge of the Red Cross Movement is an asset
7. Deadlines for submission
Proposals meeting ToR requirements have to include the following information:
Name and address of the consultant
Expression of interest outlining how the consultant meets the selection criteria and its understanding of the ToR
A summarized description of the scope of work as well as a tentative work plan including activities and time frames
Names and contacts of three recent professional referees (previous clients) for whom similar work has been conducted
Curriculum Vitae outlining relevant qualifications and experience
Detailed financial proposal (unit price and total price, Price excl. tax / price incl. tax, currency)
Payment conditions and settlement procedures
Date and tender validity limit
Guarantee offered
The consultant must be able to present a technical work proposal taking into account the limitation of travel between territories.
8. Budget
The overall estimated cost for this assignment is proposed by the consultant. It will include the materials needed to conduct the consultancy and field travel if proposed in the technical proposal.
Payment will be made in 2 distinct periods:
30%, at the start of the mission,
70% upon delivery of the deliverables.
The first invoice must be submitted to the CRF upon signature of the contract.
9. Deadlines for submission
Interested service providers must submit a technical and financial proposal within 10 days of the release of these terms of reference.
The offer will be analysed according to the following criteria (non-exhaustive list):
● best value for money
● delivery time
● payment conditions
● experience / references in the sector
Detailed proposal has to be submitted not later than 23/08/2021
Camille Lefort
PIRAC - French Red Cross
camille.lefort@croix-rouge.fr
Mobile/Signal/Whatsapp: +590 690 369 269
How to apply:
We invite companies wishing to bid to submit their technical & financial not later than 23
August 2021 under reference PF236_ABY_ABY_2021_0130A
By email: camille.lefort@croix-rouge.fr
Cc: kevin.toudic@croix-rouge.fr
Cc: melanie.peningue@croix-rouge.fr