SPECIFIC TERMS OF REFERENCE
FINAL EVALUATION OF THE CAPACITY BUILDING FOR THE SUDANESE
ADMINISTRATION II (CBSAII) PROJECT, NORTH COMPONENT &
ASSESSMENT OF THE ONGOING STABEX FUNDED PROJECTS IN THE SUDAN
FWC BENEFICIARIES 2009 LOT 7: Governance and Home Affairs
EuropeAid/127054/C/SER/multi
Request for Services 2012/288091 Version 1
1. BACKGROUND
The CBSAII project has two components comprising an Institutional Capacity Building to
the Government of National Unity (GoNU) and to the Government of Southern Sudan
(GoSS). The two components are running in parallel, but are all aimed at enhancing the
capacity of Sudanese authorities in different locations and circumstances to efficiently
manage EC resources in accordance with tasks and responsibilities of the National
Authorising officer (NAO) provided in the Cotonou Agreement.
The CBSAII project is funded under 9th EDF Financing Agreement with a total
commitment of 4,100,000 Euros for the GoNU and GoSS components. Out of this, the
budget provision for the north component is 1,960,000 Euros. Following a rider to the
Financing Agreement the period of execution will terminate at 31st December 2013 while
the final date of operational implementation was 31st December 2011.
This consultancy will primarily focus on the "north component" of the CBSAII project and
STABEX funded projects in the Sudan.
The Ministry of International Cooperation (MIC) has overall responsibilities for
development assistance coordination and ensures the NAO function as regards the EDF,
which relates mainly to STABEX funding. For this function a NAO Unit was established in
the MIC. The CBSAII north component aims at strengthening government capacities to
design and implement policies and programmes on a participatory basis and in particular to
reinforce NAO capacities to perform and fulfil its responsibilities as defined in the Cotonou
Agreement and in respect of the Comprehensive Peace Agreement (CPA).
The agreed strategy of gradual resumption of EU-Sudan cooperation through utilising
Contribution Agreements with UN agencies and NGOs as well as using Multi-Donor
Funds limited the exposure, involvement and ownership of the MIC-EDF Unit and line
ministries in the preparation, identification, formulation and appraisal of projects and
programmes for EU support. It has also limited the practical experience of MIC-EDF Unit
and line ministries to EDF tendering, contractual and financial procedures as well as in
playing a key role in implementation supervision, monitoring, evaluation and reporting.
Their involvement is basically limited to STABEX funding.
The CBSAII north component aims at achieving the following two results:
a) Strengthening GoNU capacities in programming, supervision of implementation and
monitoring and progressively transferring responsibilities to the NAO (GoNU-based)
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b) Enhancing capacities of line ministries, non state actors and beneficiaries to input in the
EC project cycle through improved coordination.
In order to achieve the first result, the CBSAII north component supposed to promote
sufficient programming, and functional capacities within the MIC-EDF Unit in supervising
implementation and monitoring activities of EC-funded projects and programmes. The EDF
Unit is then expected to establish operational implementation supervision, monitoring and
reporting systems and practices in all EC-funded programmes and projects. The CBSAII
will also provided capacity in the MIC-EDF Unit and in all EC-funded programmes and
projects in procurement, contracting and financial management.
In achieving the second result, the CBSAII is expected to address capacity requirements of
each line ministry in terms of their agreed roles in the implementation of EC-funded
programmes and projects and organize relevant training for GoNU technical ministries. The
CBSAII is also expected to set up a regular information and communication system for the
GoNU line ministries and executing agencies as well as to develop the capacity of the NAO
to act as an information point for all aspects of EU-Sudan cooperation.
The NAO role includes responsibility for committing, contracting and authorising and
issuing payments orders in line with EDF/STABEX regulations. The NAO also monitors
the financial implementation of the programmes and assists line Ministries and other project
teams in following EDF procedures, in particular the procurement procedures. For most
procurement contracts the NAO must manage the tendering and evaluation process as well
as the award of contract and management of payments. The NAO is also required to
manage the bank accounts for the STABEX programme, which is in its final stage of
implementation and is due to be closed by end 2012 at the latest.
Further to this evaluation area the consultant is requested to assess also the performance of
projects funded by the STABEX instrument and to draw lessons for possible follow-up
actions either to be funded by government or external resources.
Annex 1 provides more details about the status of the STABEX funded projects.
2. DESCRIPTION OF THE ASSIGNMENT
2.1
Global objective
The overall objective of the study is:
 Provide an independent judgement of past performance of STABEX funded actions in
the Sudan and to draw lessons for the future.
To this end the consultant will assess the Capacity Building for Sudanese
Administration II (CBSAII) comprising the NAO Unit as well as line ministries
involved into the implementation of STABEX funded actions.
Further to this the consultant will assess also the STABEX funded projects and analyse
to which extend they have achieved their purposes and contributed to their overall
objectives.
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2.2
Specific Tasks

In view of the global objective described above the consultant will consider the
following:
 Relevance: Degree to which the programme addressed problems faced by NAO
and line ministries in managing EDF/STABEX resources and degree to which
STABEX funded projects contributed to their objectives.
 Efficiency: Degree to which programme activities and STABEX funded projects
had been implemented in a cost effective way (i.e. cost of the NAO support cost
versus the overall EDF/ STABEX financial portfolio followed by the NAO).
 Effectiveness: Degree to which results achieved contributed to the achievement of
the overall mandate of the NAO as spelt out under the Cotonou Agreement, and to
the purposes of STABEX funded projects.
 Sustainability: Extent to which the technical assistance input remains sustainable
on the level of the MIC and line ministries after the support terminated. I.e.
whether the Government will continue to exercise its full responsibilities after the
end of the NAO support. It should also be assessed and argued whether the
STABEX project will result into a sustained and positive impact on beneficiary
levels.
 Impact: Assess the extent to which the STABEX funding had a wider overall
effect on the performance of the concerned public administration and the project
environment.
2.3 Requested services, including suggested methodology
The assignment will be conducted through two consecutive evaluation phases (the CBSAII and
the STABEX funded projects) and will be conducted in a participatory manner through a
combination of methods including the desk review of key documentation, interviews with
different stakeholders/counterparts, beneficiary consultation and site visits to selected projects
activities as deemed necessary.
After the desk review and the initial consultations with the EU Delegation and NAO in
Khartoum, the consultant will prepare a draft inception report comprising the approach, design,
methods and data collection strategies to be adopted for conducting the evaluation, including an
evaluation matrix based upon the key criteria forming the backbone of the evaluation report.
For the sake of coherence and relevance of the field findings by the consultant, it is expected
for the consultant to triangulate and validate information, assess and describe data quality in a
transparent manner (assess strengths, weaknesses, and sources of information). Data gaps if any
should also be highlighted.
For each assignment and after the completion of field missions, the consultant will be
responsible for preparing and carrying out workshop (2 for the whole assignment), in
agreement with the EU Delegation and NAO, will present preliminary findings, conclusions
and recommendations to all major stakeholders in order to obtain the necessary preliminary
feed back prior to the production of the final report. For the same purpose and prior to her/his
departure from Sudan, the consultant will organise a debriefing session with the NAO, the EU
Delegation in Khartoum.
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2.4 Required Outputs
The expert will produce the following outputs:
The outputs for both assignments:
 An inception report, within 10 working days upon arrival in Sudan, with comments on
ToR and an outline work plan for the completion of the assignment indicating proposed
consultations and final report outline. The Inception Report will detail his/her
interpretation of the ToR, comprising the approach, design, methods and data
collection strategies to be adopted for conducting the evaluation, including an
evaluation matrix based upon the key criteria forming the backbone of the evaluation
report. It will be presented to NAO and EU and is subject to approval by EU
Delegation.

Aide Memoire upon return from the field, the expert will present to all stakeholders
concerned Aide Memoire outlining all major preliminary findings, conclusions and
recommendations so that the consultant is able to obtain the necessary preliminary feed
back prior to the production of a final report.

Final Report. The expert will prepare a Draft Report upon completion of the
assignment, no later than one week after completing the in-country work. The Draft
Report will be then submitted to the NAO, the EU Delegation and other relevant
stakeholders for comments. The Final Report will be further issued within one week
after receipt of the comments.
3. Experts Profile
3.1. Number of requested experts per category and number of man-days per expert
This consultancy requires one senior expert working for a period of 90 days, to be carried out
over 9 months (based on a 5 day working week). The expert might be requested to work for 6
(or rarely 7) days per week when conducting certain specific tasks requiring to work during the
week ends following the a prior written agreement between the delegation and the contractor.
3.2. Profile required
The expert shall have:
 Post graduate level qualification in Development Studies, Economics or relevant social
sciences.

Preferably 10 years experience and expertise in capacity building and institutional
strengthening in government institutions in Africa

In-depth practical experience in project evaluation using EC methodological approach.

Experience with EU rules and regulation in procurement, contracting and financial
management of EC- funded projects of 5 or more years.

Demonstrated experience of working in a NAO office would be an added value.

Very good knowledge and experiences of the role of the NAO in EDF/ STABEX funds
management.
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
Experience in 9th EDF funded programme management or evaluation.

Human Resources Development planning skills.

Experience of working in Sudan is an added advantage
3.3. Working languages

Excellent verbal and written English is essential.

Knowledge of Arabic is an asset
4. Location and duration
4.1 Starting period
The indicative start date is 1st April 2012, in any case not before the signature of the
corresponding ‘Letter of Contract’.
4.2 Foreseen finishing period or duration
The consultancy is based on 90 fee-paying days (based on 5 working days per week) to be
organized over a maximum 9-month period.
The consultancy will be carried out as follows:
Phase 1- (30 Working days)

Approximately 3 days for desk study and familiarization with relevant documentation
(home-based).

Approximately 18 days on mission in Sudan, including Khartoum and States.

Approximately 7 days for the preparation of the Final report (home-based), upon
agreement with NAO/ EUDEL.

A maximum of 2 days for international travel.
Phase 2- (60 Working days)

Approximately 3 days for desk study and familiarization with relevant documentation
(home-based).

Approximately 45 days on mission in Sudan, including Khartoum and States.

Approximately 10 days for the preparation of the Final report (home-based), upon
agreement with NAO/ EUDEL.

A maximum of 2 days for international travel.
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4.3 Planning including the period for notification for placement of the staff as per art
16.4 a)
It is recommended for the expert to become available in Sudan by minimum 10 days after the
signature of the contract in order to have the assignment starting as scheduled above.
4.4 Location(s) of assignment
The expert will be based in Khartoum for the in-country work assignment. Expert will mainly
be based in the offices of the MIC-EDF Unit/ NAO and the ECD. The expert will meet with
relevant stakeholders and selected project/ programme managers in Khartoum and/ or other
States.
5. REPORTING
 Inception Report. The consultant will prepare one Inception Reports at the start of
his/her assignment in Sudan. See more details under section 2.4

Aide Memoire. The consultant will present Aide Memoire prior to the expert's
departure from Sudan for each assignment. See more details under section 2.4

Final Report. The consultant will prepare a Final report upon return home from the
each mission to Sudan. See more details under section 2.4
An Inception report is required after the end of the inception period. This Terms of Reference is
expected to be modified in line with the recommendation of the Inception report.
The expert will report directly to the EU Delegation. All reports will be submitted in English, in
electronic and hard copy.
6. ADMINISTRATIVE INFORMATION
6.1
Tax and VAT arrangements
In general the contract will be free from taxes and duties, except for goods and services
purchased by the Consultant on the local market, on which taxes and duties have already been
imposed.
6.2
Others

The evaluation of the offers under this tender will be jointly undertaken by the EU
Delegation in Sudan and the National Authorising Officer (NAO) .Interviews may be
undertaken and samples of consultants' work may be requested as necessary

A daily subsistence allowance, at the rate applicable at the time of request (Check
Europe Aid website), should also be included.

The expert will carry out all elements of the assignment and provides all the resources
necessary for the execution of the given tasks.

Office space will be granted by the NAO, office supplies and communications are
covered in the fees and may not be recovered as reimbursable but should be budgeted
for.

The expert should be equipped with her/his laptop and mobile phone.
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
The expert will be responsible for the provision of his/her accommodation and local
transport.

The working hours (article 21 of the General Conditions) are fixed on the basis of local
laws and the requirements of the service. Working hours will be normal government
hours; In general the expert is expected to work 5 days a week (except when visiting
the field or other specific tasks requiring to work 6-7 days a week) following the a prior
written agreement between the delegation and the contractor.

International Travel: Two international return flights to Khartoum for the expert should
be budgeted for.

National travel: the per diems include intra-city travel (within Khartoum) therefore
intra-city travel expenses are not eligible under reimbursable. Reimbursable budget
should be provisioned for the cost of 15 internal flights, vehicle hire and fuel and car
maintenance for the 15 field missions. The NAO & Delegation of the European Union
will provide assistance in facilitating the visa for Sudan, as needed. It is recommended
that the local travel is budgeted with at least 20,000 Euros. (vehicle hire = 10 Missions
1,000 Euros = 10,000; 15 Internal flights (included the expert and NAO staff = 5
missions X 3 members X 300 Euros = 4,500 Euros ; fuel and car maintenance = 10 X
550 Euros = 5,500 Euros)

Expenses related to the organisation and support the implementation of the consultancy
can also be provisioned, in particular the organization of 15 field missions and the 2
workshops included the daily allowances for NAO staff. It is recommended that this
line is budgeted with at least 32,500 Euros. (2 Workshops X 5,000= 10,000; daily
allowances for NAO staff = 15 FMs X 3 NAO Staff X 100 Euros X 5 days= 22,500 )
These points are covered on the Europe Aid Website on Framework Contracts including
instructions for completing the offer to services:
http://europa.eu.int/comm/europeaid/tender/cadre05/index_en.htm
7.
AVAILABLE DOCUMENTATION UPON REQUEST
 Financing Agreement no. 9756/SU – Financing Agreement between EC and the
Republic of the Sudan for the capacity Building for the Sudanese Administration (
CBSAII)
 Terms of Reference for the Service contract between NAO and PARTICIP GmbH for
the CBSAII
 Final report of the Mid-Term Evaluation of CBSA phase I1
 Final Report of the Interim TA CBSAII- Keith Fisher
 Various CBSAII PE estimates approved
 Inception phase report of the LT-TA CBSAII of October 2008
 NAO drawn Quarterly Reports of CBSAII since October 2008
 Various EDF Unit monitoring visit reports since January 2009.
 Particip backstopping visit reports
 Particip Final Report of the TA CBSAII
 STABEX FMO
 IPs of the STABEX on going projects
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