REQUEST FOR PROPOSAL (RFP) FOR THE INDEPENDENT REVIEW OF FAIRTRADE AFRICA’S WHISTLEBLOWING, COMPLAINTS HANDLING POLICIES AND PROCEDURES

1. Introduction

Fairtrade Africa (FTA) is the independent non-profit umbrella organization representing all Fairtrade certified producers in Africa. Currently, the organization represents 633 Fairtrade certified producer organizations (POs), representing 1.18 million farmers and workers across 28 countries in Africa. Of these POs, 515 are Small Producer Organizations (SPOs) and 118 Hired Labour Organizations (HLOs).

We operate four regional networks: Eastern and Central Africa Network (FTA-ECAN) based in Nairobi, Kenya; West Africa Network (FTA-WAN) based in Accra, Ghana and Southern Africa Network (FTA-SAN) based in Cape Town, South Africa and the Middle East and North Africa region. The Fairtrade Africa secretariat is in Nairobi, Kenya.

2.0 Objectives of the Assignment

FTA is inviting qualified and experienced consultants to submit bids to develop Whistleblowing, and Complaints Handling policies and procedures with a view to updating and drafting stand-alone policies in line with relevant regulations and international best practices. The specific objectives of the assignment include but are not limited to:

i. Review of the existing whistleblowing policy and procedures with a view to recommending the necessary changes to ensure that it is robust and up-to-date and captures best-practice standards for an institution such as FTA;

ii. Develop a complaints-handling policy and mechanism for FTA.

iii. Train staff and other stakeholders in the developed whistleblowing and complaints policy.

iv. Determination and recommendation of such and other issues in line with the subject matter as the consultant may deem fit.

3. Project Duration

The assignment should be completed within 90 days after contract signing.

4. Expected Deliverables

The expected deliverables of this exercise are as follows:

i. Delivery of an inception report reflecting clear comprehensive tasks, methodology and work plan to ensure the final outcome is in line with FTA’s expectations;

ii. To submit a draft Whistleblowing Policy and Complaints Handling Policy (and related procedures) that shall incorporate the proposed changes/updates that should be in line with current best practice and should cover all FTA’s processes and operations;

iii. Presentation of draft Whistleblowing Policy and Complaints Handling Policy to FTA’s management, and Board of Directors for approval

iv. To submit the final Whistleblowing Policy and Complaints Handling Policy, and support the implementation program;

v. Proposal of appropriate Whistleblowing Policy and Complaints Handling Policy related training; and

vi. To train all staff and Board of Directors on the recommendations made regarding the Whistleblowing Policy and Complaints Handling Policy.

5. Proposal Guidelines

This RFP represents the requirements for an open and competitive process. Proposals will be accepted until 5 p.m. (Nairobi time), on 9th October 2020. Any proposals received after this date and time will not be considered. All proposals must be signed by an official agent or representative of the consulting firm submitting the proposal.

If the consulting firm submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All proposals must include itemized costs (in USD) to complete the tasks described in the project scope and must include an explanation of all fees, taxes and costs.

NOTE: All costs, taxes and fees must be clearly described.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by FTA and will include scope, budget, schedule, and other necessary items pertaining to the assignment. FTA is not bound to accept the lowest bidder

6. Expected Competencies and Experience

The selected Consultant will be responsible for the overall planning and implementation of the review and development, the production and presentation of the final report and timely presentation of deliverables. The Consultant’s team profile should meet the following requirements:

Qualifications, skills and specific professional experience:

i. Advanced University degree in a discipline relevant to the scope of the assignment;

i. Ability to demonstrate experience (5 – 8 years’ experience) in similar assignments, particularly with institutions in the development sector;

ii. Proven experience of understanding industry practices in the area of Whistleblowing and Complaints Handling practices and risks;

iii. Expert knowledge of internal and external rules and mechanisms governing Whistleblowing and Complaints Handling compliance;

iv. Relevant internationally recognized certification;

v. Proven ability to rapidly produce quality reports; and

vi. Excellent oral and written communication skills.