RFP: Consultancy Firm to undertake legal compliance checks of organizational policy documents for four Sub-Partners implementing the EpiC project

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REQUEST FOR PROPOSALS

Terms of Reference for One (1) Legal/ Consultancy Firm to undertake legal compliance checks of organizational policy documents for four Sub-Partners implementing the EpiC project

BACKGROUND

The U.S. Agency for International Development (USAID) awarded FHI 360 Meeting Targets and Maintaining Epidemic Control (EPIC) Project, a five-year cooperative agreement funded by the U.S. President’s Emergency Plan for AIDS Relief. FHI 360 works in partnership with Pact Lesotho which is leading the implementation of EPIC in Lesotho. The project aims to enhance HIV prevention and care cascade by increasing reach to key populations (KP) most at risk of acquiring or transmitting HIV, promoting routine HIV testing and counselling, and actively enrolling those with HIV into care and support interventions that enable them to remain in care. The project works with the local KP community-based organizations (CBOs), under a sub-grant mechanism, to increase their capacities for improved organizational, financial systems, monitoring, engagement, and participation of the groups in the HIV response for KP.


Pact is mandated to develop the organizational and technical capacity of four (4) Civil Society Organizations and prepare them to be ready to receive and manage the PEPFAR / USAID grants. Therefore, in addressing the gaps unidentified under the following capacity domains; Governance and legal structure, finance management and internal controls, human resources management, procurement and property management, gender and sustainability, there is a need to perform legal compliance checks to ensure that the instruments used thereon are legal, substantively and procedurally correct.

OBJECTIVES

The objective of this assignment is to undertake the legal compliance checks of the major organizational policies other guiding documents for Pact sub partners to ensure compliance with the related and applicable laws, regulations and policies of Government of Lesotho and strengthen their management and governance systems and processes.

SCOPE OF WORK

In collaboration with Pact and the supported CSOs, the legal/ consultancy firm will perform the following functions which constitute the scope of work within the period of 15 working days;

A. Review the following policy documents in line with the applicable laws to ensure compliance with the national laws, regulations and policies.

i. The organizational (CSO’s) Constitution and amendments
ii. The human resources policy manual
iii. Procurement policy and procedure manual
iv. Finance management policies

B. Will engage, in a consultative and participatory approach, the CSOs to revise their policies to align with and meet the substantive and procedural requirements of the applicable Government of Lesotho laws, regulations and policies.

C. Facilitate discussion sessions to ensure full understanding of the changes and facilitate buy-in towards amendments of such policy documents and their endorsement by the relevant authorities.

D. Develop management instruments or tools (template forms, guidelines, checklists etc) that will aid practical implementation of such organizational policies.

E. Submit electronic editable documents as revised and two (2) hardcopies for each document.

F. Submit a detailed report (electronic copy and 2 bound copies)

RESPONSE REQUIREMENTS

The Legal and/ or Consultancy firm is required to do and provide the following;
A. A cover letter indicating and motivating suitability to the scope of work as advertised with a subject header ‘LEGAL COMPLIANCE CHECKS’

B. A 5 paged proposal that defines the methodology and tools to be applied in addressing the scope of work.

C. Provide an indicative action plan outlining the activities to be performed and the timelines.

D. A detailed financial plan / budget outlining a breakdown of costs and the narrative/ notes to explain such costs.

E. Clearly indicate the number, competencies and the roles of the individual consultants to be deployed. CVs of the individual consultants should be submitted and should reflect experience in the role that the consultant will perform.

F. The Firm is also required to provide two references with details on assignment and duration of the assignment conducted with or on behalf of the referee. The years in which the assignments were carried out should be clearly indicated.

G. Tax clearance certificates and traders’ license

COMPETENCY AND EXPERTISE REQUIREMENTS

A. The consulting firm must have a thorough understanding of the legal and regulatory framework of Government of Lesotho with specific reference to The Society’ Act; the Labour laws; procurement procedures and regulations etc, as well as best practices in the related functional areas.

B. The firm must have a diverse team with minimum of two (2) consultants having relevant knowledge and experience in the key areas as mentioned in the scope of work.

C. At least one consultant must have knowledge and minimum of 5 years’ experience in labour law and related matters.

D. The firm and its expert consultants must be registered to do business in Lesotho and to practice in the courts of Lesotho.

E. The Firm must have at least 5 years’ experience in providing consultancy services in the similar areas and demonstrate success in undertaking the same or related roles.

F. The firm must be able to commence work on September 1, 2021.

G. Understanding/ knowledge of the HIV programs, key populations and the health sector is an added advantage.

OTHER REQUIREMENTS

• Applicants must submit their application package to Procurement Office, Pact, MGC Office Park, Maseru or via email to [email protected] and CC: [email protected] with a subject header ‘LEGAL COMPLIANCE CHECKS’

• Deadline for submission is 23rd August 2021 by 12:30.

• Late submissions will neither be accepted not considered for evaluation.

• Enquiries should be made in writing to [email protected]

DISCLAIMER:

• Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

• Pact will never ask for money or any other form of compensation as a condition for selection, or to pay for application processing and evaluation.

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