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Request for Proposals (RfP)
Short Term Technical Assistance to Support Participatory Monitoring, Evaluation, Accountability and Learning (PMEAL) system: Development, roll out, troubleshooting, training and operationalization.
KCO TWENDE PROJECT
RfP Reference: IUCN-2026-02- P02886-1
Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read the information and instructions carefully because non compliance with the instructions may result in disqualification of your Proposal from this Procurement.
1. REQUIREMENTS
1.1. A detailed description of the services and/or goods to be provided can be found in Attachment 1.
2. CONTACT DETAILS
2.1. During the course of this procurement, i.e. from the publication of this RfP to the award of a contract, you may not discuss this procurement with any IUCN employee or representative other than the following contact. You must address all correspondence and questions to the contact, including your Proposal.
IUCN Contact: [email protected]
3. PROCUREMENT TIMETABLE
3.1. This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that changes to any of the deadlines are necessary, we will publish this on our website and contact you directly if you have indicated your interest in this procurement (see Section 3.2).
DATE – ACTIVITY
24/02/2026 – Publication of the Request for Proposals
27/02/2026 – Deadline for expressions of interest
03/03/2026 – Deadline for submission of questions
06/03/2026 – Planned publication of responses to questions
11/03/2026 – Deadline for submission of Proposals to IUCN (“Submission Deadline”)
18/03/2026 – Clarification of Proposals
23/03/2026 – Interviews and presentations
27/03/2026 – Planned date for contract award
13/04/2026 – Expected contract start date
3.2. Please email the IUCN contact to express your interest in submitting a Proposal by the deadline stated above. This will help IUCN to keep you updated regarding the procurement.
4. COMPLETING AND SUBMITTING A PROPOSAL
4.1. Your Proposal must consist of the following four separate documents:
Signed Declaration of Undertaking (see Attachment 2)
Pre-Qualification Information (see Section 4.3 below)
Technical Proposal (see Section 4.4 below)
Financial Proposal (see Section 4.5 below)
Proposals must be prepared in English.
4.2. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [RfP Reference – bidder name]. The bidder name is the name of the company/organisation on whose behalf you are submitting the Proposal, or your own surname if you are bidding as a self-employed consultant. Your Proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.
IMPORTANT: Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process.
Please DO NOT email the password before the deadline for Proposal submission.
4.3. Pre-Qualification Criteria
IUCN will use the following Pre-Qualification Criteria to determine whether you have the capacity to provide the required goods and/or services to IUCN. Please provide the necessary information in a single, separate document.
Pre-Qualification Criteria
1 3 relevant references of clients similar to IUCN / similar work
2 Confirm that you have all the necessary legal registrations to perform the work
3 State your annual turnover for each of the past 3 years
4 How many employees does your organisation have who are qualified for this work?
4.4. Technical Proposal
The Technical Proposal must address each of the criteria stated below explicitly and separately, quoting the relevant criteria reference number (left-hand column).
Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCN’s discretion.
Where CVs are requested, these must be of the individuals who will actually carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.
IUCN will evaluate Technical Proposals with regards to each of the following criteria and their relative importance:
Description – Information to provide – Relative weight
1 Understanding of the assignment
Clear articulation of the understanding of objectives of the assignment, proposed PMEAL system design/requirements, Organizational priorities, context and the project. 10%
2 Methodology and technical approach
Detailed methodology on how to approach the system design and roll out 30%
3 PMEAL system integration strategy
Clear technical approach for integrating different modules, description of tools, architecture logic and scalability features/capability 15%
4 Qualification and relevant experience
CV for the Lead Consultant, CV for MEAL specialist demonstrating experience as per the ToR 20%
5 Demonstrated quality of sample work
Submission of samples from similar assignments demonstrating technical depth and user focussed design (minimum 2 samples) 15%
6 Capacity building and system scalability approach
Clear plan for training and long-term system sustainability 10%
TOTAL – 100%
4.5. Financial Proposal
4.5.1. The Financial Proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.
4.5.2. Prices include all costs
Submitted rates and prices are deemed to include all costs, insurances, taxes (except VAT, see below), fees, expenses, liabilities, obligations, risk and other things necessary for the performance of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your responsibility to determine whether such taxes apply to your organisation and to include them in your Financial Proposal.
4.5.3. Applicable Goods and Services Taxes
Proposal rates and prices shall be exclusive of Value Added Tax.
4.5.4. Currency of proposed rates and prices
All rates and prices submitted by Proposers shall be in KES.
4.6. Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation.
4.7. Your Proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.
4.8. Withdrawals and Changes
You may freely withdraw or change your Proposal at any time prior to the submission deadline by written notice to the IUCN Contact. However, in order to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline.
5. EVALUATION OF PROPOSALS
5.1. Completeness
IUCN will firstly check your Proposal for completeness. Incomplete Proposals will not be considered further.
5.2. Pre-Qualification Criteria
Only Proposals that meet all of the pre-qualification criteria will be evaluated.
5.3. Technical Evaluation
5.3.1. Scoring Method
Your Proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that ‘0’ is low and ‘10’ is high.
5.3.2. Minimum Quality Thresholds
Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.
5.3.3. Technical Score
Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your Proposal’s overall technical score.
5.4. Financial Evaluation and Financial Scores
The financial evaluation will be based upon the full total price you submit. Your Financial Proposal will receive a score calculated by dividing the lowest Financial Proposal that has passed the minimum quality thresholds (see Section 5.3.2) by the total price of your Financial Proposal.
Thus, for example, if your Financial Proposal is for a total of CHF 100 and the lowest Financial Proposal is CHF 80, you will receive a financial score of 80/100 = 80%
5.5. Total Score
Your Proposal’s total score will be calculated as the weighted sum of your technical score and your financial score.
The relative weights will be:
Technical: 70%
Financial: 30%
Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%.
Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose Proposal achieves the highest total score.
6. EXPLANATION OF PROCUREMENT PROCEDURE
6.1. IUCN is using the Open Procedure for this procurement. This means that the contracting opportunity is published on IUCN’s website and open to all interested parties to take part, subject to the conditions in Section 7 below.
6.2. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1.
6.3. All Proposals must be received by the submission deadline in Section 3.1 above. Late Proposals will not be considered. All Proposals received by the submission deadline will be evaluated by a team of evaluators in accordance with the evaluation criteria stated in this RfP.
No other criteria will be used to evaluate Proposals. The contract will be awarded to the bidder whose Proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all.
6.4. IUCN will contact the bidder with the highest-scoring Proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of Proposals takes.
7. CONDITIONS FOR PARTICIPATION IN THIS PROCUREMENT
7.1. To participate in this procurement, you are required to submit a Proposal, which fully complies with the instructions in this RfP and the Attachments.
7.1.1. It is your responsibility to ensure that you have submitted a complete and fully compliant Proposal.
7.1.2. Any incomplete or incorrectly completed Proposal submission may be deemed noncompliant, and as a result you may be unable to proceed further in the procurement process.
7.1.3. IUCN will query any obvious clerical errors in your Proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.
7.2. In order to participate in this procurement, you must meet the following conditions:
Free of conflicts of interest
Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed)
In full compliance with your obligations relating to payment of social security contributions and of all applicable taxes
Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection
Not bankrupt or being wound up
Never been guilty of an offence concerning your professional conduct
Not involved in fraud, corruption, a criminal organisation, money laundering, terrorism, or any other illegal activity.
7.3. You must complete and sign the Declaration of Undertaking (see Attachment 2).
7.4. If you are participating in this procurement as a member of a joint venture, or are using subcontractors, submit a separate Declaration of Undertaking for each member of the joint venture and sub-contractor, and be clear in your Proposal which parts of the goods/services are provided by each partner or sub-contractor.
7.5. Each bidder shall submit only one Proposal, either individually or as a partner in a joint venture. In case of joint venture, one company shall not be allowed to participate in two different joint ventures in the same procurement nor shall a company be allowed to submit a Proposal both on its behalf and as part of a joint venture for the same procurement. A bidder who submits or participates in more than one Proposal (other than as a subcontractor or in cases of alternatives that have been permitted or requested) shall cause all the Proposals with the bidder’s participation to be disqualified.
7.6. By taking part in this procurement, you accept the conditions set out in this RfP, including the following:
It is unacceptable to give or offer any gift or consideration to an employee or other representative of IUCN as a reward or inducement in relation to the awarding of a contract. Such action will give IUCN the right to exclude you from this and any future procurements, and to terminate any contract that may have been signed with you.
Any attempt to obtain information from an employee or other representative of IUCN concerning another bidder will result in disqualification.
Any price fixing or collusion with other bidders in relation to this procurement shall give IUCN the right to exclude you and any other involved bidder(s) from this and any future procurements and may constitute a criminal offence.
8. CONFIDENTIALITY AND DATA PROTECTION
8.1. IUCN follows the European Union’s General Data Protection Regulation (GDPR). The information you submit to IUCN as part of this procurement will be treated as confidential and shared only as required to evaluate your Proposal in line with the procedure explained in this RfP, and for the maintenance of a clear audit trail. For audit purposes, IUCN is required to retain your Proposal in its entirety for 10 years after then end of the resulting contract and make this available to internal and external auditors and donors as and when requested.
8.2. In the Declaration of Undertaking (Attachment 2) you need to give IUCN express permission to use the information you submit in this way, including personal data that forms part of your Proposal. Where you include personal data of your employees (e.g. CVs) in your Proposal, you need to have written permission from those individuals to share this information with IUCN, and for IUCN to use this information as indicated in 8.1. Without these permissions, IUCN will not be able to consider your Proposal.
9. COMPLAINTS PROCEDURE
If you have a complaint or concern regarding the propriety of how a competitive process is or has been executed, then please contact [email protected]. Such complaints or concerns will be treated as confidential and are not considered in breach of the above restrictions on communication (Section 2.1).
10. CONTRACT
The contract will be based on IUCN’s template in Attachment 3, the terms of which are not negotiable. They may, however, be amended by IUCN to reflect particular requirements from the donor funding this particular procurement.
11. ABOUT IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Headquartered in Switzerland, IUCN Secretariat comprises around 1,000 staff with offices in more than 50 countries.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development. Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well being.
www.iucn.org
https://twitter.com/IUCN/
12. ATTACHMENTS
Attachment 1 Specification of Requirements / Terms of Reference
Attachment 2 Declaration of Undertaking (select 2a for companies or 2b for self-employed as applicable to you)
Terms of Reference for IUCN Consultancy.
Title: Short Term Technical Assistance to Support Participatory Monitoring, Evaluation, Accountability and Learning (PMEAL) system: Development, roll out, troubleshooting, training and operationalization.
Objective of the Consultancy
This consultancy has the following objective(s):
To design and operationalize a comprehensive Participatory Monitoring, Evaluation, Accountability and Learning (PMEAL) system for the TWENDE Project, fully aligned with the project’s log frame, donor requirements, and IUCN standards, ensuring robust data management, participatory monitoring, accountability mechanisms and adaptive learning processes.
To develop a scalable and modular PMEAL architecture under TWENDE project that can serve as a prototype and institutional model for the IUCN Kenya Country Office, including standardized data structures, interoperable dashboards, geospatial integration, and protocols that allow replication and upgrading across other programmes through structured Service Level Agreements (SLAs).
To institutionalise sustainable system ownership and long-term functionality within IUCN Kenya Country Office and TWENDE implementing partners, through capacity strengthening, system documentation, operational guidelines and transition planning, ensuring that the TWENDE PMEAL system can be progressively expanded, upgraded and cascaded to other portfolios at country level without major structural redesign.
To design and develop interactive, integrated dashboards using Power BI and ArcGIS that enhance data management, enable real-time performance tracking, strengthen visualization and reporting capacities, and support evidence-based and informed decision-making for the TWENDE Project, with scalability and usability at the IUCN Kenya Country Office (KCO) level.
To ensure the PMEAL system supports multi-level and multi-partner use (projects, landscape, county, national and implementing partners), integrates where feasible with partners digital platforms under development, and it incorporates a structured Risk Management and Grievance Redress Mechanism (GRM) module for tracking, escalation and resolution.
Background
Project Reference: P02886
Donor reference: FP113
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
IUCN Kenya Country Office (KCO), operating within the Eastern and Southern Africa Regional Office (ESARO), supports the Government of Kenya, county governments, civil society, and private sector partners in advancing nature-based solutions for climate resilience, biodiversity conservation, ecosystem restoration, sustainable livelihoods, and coastal and ocean resilience. KCO implements a diverse portfolio of programmes in marine landscapes, ecosystem-based adaptation, rangeland restoration, water and wetlands management, governance strengthening, and market-linked conservation investments, while promoting evidence-based decision-making, accountability, and inclusive stakeholder engagement.
About the Project
The TWENDE -Towards Ending Drought Emergencies: Ecosystem Based Adaptation in Kenya’s Arid and Semi-Arid Rangelands Project intends to reduce the cost of climate change induced drought on Kenya’s national economy by increasing resilience of the livestock and other land use sectors in restored and effectively governed rangeland ecosystems. The project contributes to improved adaptation to climate change of Kenya’s national policy of “Ending Drought Emergencies”, as outlined in Kenya Vision 2030.
The project is implemented in 3 landscapes encompassing eleven ASAL counties Garissa, Tana River, Isiolo, Marsabit, Samburu, Kajiado, Kitui, Makueni, Tharaka-Nithi, Meru and Taita Taveta. The project is expected to benefit approximately 620,000 people in 104,000 households and restore 500,000 hectares of rangelands within a landscape of 2.5 million hectares.
The TWENDE Project is implemented by IUCN (International Union for Conservation of Nature) as the accredited entity, together with the Government of Kenya through the Ministry of Agriculture and Irrigation (MoAI)-State Department for Livestock Development (SDLD), the National Drought Management Authority (NDMA), and Conservation International (CI) as executing entities.
Component 1: Climate change adapted planning for drought resilience
This component delivers on Coordinated transboundary rangeland management decisions are strengthened by enhanced climate change analysis and participatory community and county planning. It addresses weak capabilities and inadequate governance institutions and strengthens information systems to inform climate change sensitive landscape planning and vulnerability/risk management, while strengthening community institutions to coordinate community planning and stakeholder representation in landscape planning processes
Component 2: Restoration of rangeland landscapes for ecosystem-based adaptation
This component focuses on restoration and sustainable management approaches adapted to the scale of communal rangeland management, addressing land degradation and strengthening ecosystem-based adaptation (EbA) approaches in Kenya’s ASALs. It contributes to improving resilience of ecosystems and ecosystem services and strengthening adaptive capacity in the face of increasing drought frequency and intensity due to climate change
Component 3: Climate change resilient ecosystem management for investments
This component supports climate change resilient ecosystem management to enhance investments in rangeland ecosystems. It responds to challenges of weak capacities for landscape planning, poor access to climate data and analysis, and low access to markets and financial services.
Description of the Assignment
The TWENDE Project and the IUCN Kenya Country Office (KCO) require the establishment of a structured, integrated and fit-for-purpose PMEAL to support monitoring, evaluation, accountability and learning functions. While programme data is being generated across various activities and partners using tools such as Excel trackers, Kobo Toolbox and SurveyCTO, these systems are not yet integrated within a unified framework with defined data standards, governance protocols, or consolidated reporting pathways.
The consultancy will therefore design and operationalise a coherent data management and visualisation architecture that defines clear indicator structures, data flows, verification protocols (DQA), storage systems, analytical processes and user-based reporting dashboards. This will form the foundation for systematic KPI tracking, results measurement, spatial analysis and informed decision-making at both TWENDE project level and KCO programme level.
The system will include the development of interactive dashboards using Power BI and GIS tools, enabling structured tracking of outputs, outcomes, spatial interventions (e.g. nursery establishment, seed banks establishment, restoration sites, rangeland management areas, value chain investments among others), and beneficiary reach. Dashboards will be tailored to different user categories (programme teams, management, partners, county stakeholders), with clearly defined access levels and reporting formats.
The PMEAL system shall be designed for multi-level and multi-partner functionality, enabling structured access and reporting across projects, landscape/basins, county and national levels, and across implementing partners.
The system shall also be designed to ensure technical compatibility and potential interoperability with partners digital platforms currently under development. Additionally, the system shall incorporate a Risk Management and Grievance Redress Mechanism (GRM) module to capture, track, escalate and report project risks, complaints and resolution status in line with donor and IUCN accountability standards.
Specific tasks
Review and organization of existing data
Desk review of Projects background documents and existing databases (project document including funding proposals, project monitoring data, annual work plans, budgets, activity and indicator trackers, progress reports, technical and field reports, beneficiary details records, etc.). This review will:
Define a clear indicator hierarchy aligned to the logical framework
Map available data against reporting requirements
Identify data gaps and standardisation needs
Determine dashboard requirements per user category
Establish baseline structures for systematic tracking
Design and operationalization of data governance and management protocols
Develop and implement standard operating procedures (SOPs) for data collection, entry, validation, storage and reporting. This will include supervised facilitation of data entry/import and consolidation processes, ensuring:
Uniqueness – Establishment of unique identifiers and elimination of duplicate records.
Standardisation – Harmonisation of formats, units of measurement, variable definitions and coding systems across datasets.
Traceability – Clear documentation of data source, collection methodology, responsible parties and verification status.
Data Architecture – Definition of structured data pipelines from field collection tools to central repositories and visual dashboards. Conduct a technical compatibility assessment and define integration pathways with partners digital platforms under development, ensuring alignment of data structures, metadata standards and interoperability protocols.
It is important to note that GIS integration and use of power BI maps will be needed for most of the activities including subsequent restoration activities.
Development of Integrated Power BI and GIS dashboards
Design and deploy interactive dashboards with integrated GIS functionality to enable:
Real time tracking of KPIs and deliverables
Spatial mapping of restoration and ecosystem-based adaptation interventions
Monitoring of value chain development activities
Landscape and county level performance comparisons
Executive level summary reporting
Design dashboards and user access protocols to support multi-level and multi-partner reporting, including differentiated access rights and consolidated reporting views.
NB: This has been used as demonstration from TWENDE project, this will be expanded to other KCO projects and programmes.
The resulting system will provide a structured, scalable and standardised platform for performance tracking, adaptive management, accountability and learning across TWENDE, with design considerations that allow future integration and replication across KCO programmes. The interactive dashboards with have capabilities of
Centralized database for storing and managing collected data.
Automated data validation and error checking mechanisms.
Generation of visual reports, dashboards, and trend analyses.
Customizable reporting options for different stakeholders
Fine tune the functionalities and relationships with different levels of access to the information.
Incorporate the project activity modules with their corresponding dashboards and performance indicators.
Incorporate the project activity modules alongside their corresponding dashboards and performance indicators. The intended services should facilitate the achievement, interlinking, and seamless integration of activities for the TWENDE project, enabling data to feed into and generate actionable insights. Additionally, the system should be designed with the flexibility and capabilities to replicate these capabilities across other KCO programmes. This will be achieved by producing the following:
Analytics and dashboards: The analytics module empowers system users to effortlessly generate visualizations, charts, and statistical tables by joining the data stored within various datasets of the system. This module serves as a pivotal tool, enabling staff members to conduct a load of analyses aligned with the objectives of the various projects. Dashboards are graphical representations which seamlessly fetch the system data in real-time, ensuring a current and dynamic representation of the project’s advancement against its targets and indicators.
Beneficiaries/participants database: this module item particularly captures and maintains data about beneficiary/participants profiles, the specific types of support they have been provided/intervention participated in, by which implementing or strategic partner and the geographical location down to the ward level. The module should allow users to efficiently locate beneficiaries/participants based on their names, IDs, type of intervention received or activity participated in and the administrative areas in terms of county, sub-county and ward they belong to.
Work Plan: Capture annual and quarterly plans for each implementing partners and consolidated version for the whole project with milestones tracking.
Field Achievement: Facilitates the collection of implementation progress at activity level and consolidation at higher level, e.g. in TWENDE this will be at Landscape Level (Chyulu, Mid-Tana and Sabarwawa), every project will have its higher levels. Since each implementing partner has staff dedicated to each landscape and intervention, it should be easy to collect and highlight geographic and demographic reach showing which intervention, where, when it occurred and who it impacted.
Training: All training information as per the annual work plan of each implementing partner with all needed disaggregation including options to upload training reports and track the number of training courses.
Progress and performance trackers: This will includeactivity tracker, Indicator performance tracking table (IPTT), project level summary dashboard and implementing partner specific dashboards.
Risk Management and Grievance Redress Mechanism (GRM) Module: Design and operationalize a module to capture project risks, mitigation actions, grievances/complaints, escalation pathways, resolution timelines, and status tracking. The module shall allow categorization, responsible party assignment, escalation triggers, and dashboard reporting for management oversight.
Development of PMEAL replication and Service Level Agreement (SLA) Framework
Design a draft SLA framework defining governance arrangements, roles and responsibilities, scope of services, maintenance and support requirements, onboarding procedures, and scalability mechanisms to enable replication of the TWENDE PMEAL system across IUCN Kenya Country Office programmes.
PMEAL Testing
Initiate the core team (MEAL, GIS and Project coordinators) and perform all modules testing with focus on expected functionality, interoperability, scalability and expected output like results, dashboards, maps and reports.
Training and mentoring for staff.
Practical training for end users focusing on:
Demonstration and discovery of platform
Troubleshooting
Creation of own custom forms and surveys/ reports forms (adding records)
Sharing created forms with other users (field staff/enumerators)
Data analytics with real data and dashboards
Results management (linking modules and indicators to forms for automatic updates)
Using real data, guide the MEL team to produce dashboards, maps/reports.
Facilitate final validation workshop with all stakeholders (internal within IUCN and external like implementing partners)
Provision of coaching and mentoring for MEAL staff following system deployment (after service provision), for a period to be agreed upon (typically between 1 and 6 months).
Duration of the Assignment
Three months from the contract signature date
Deliverables and Activities
S/no – Deliverable/activity – Description – Timeline
1. Inception report, inception meeting and PMEAL system blueprint – Inception report detailing methodology, workplan, stakeholder engagement, PMEAL architecture, indicator hierarchy, data flows, governance framework, and dashboard concepts aligned to the project documents and IUCN KCO PMEAL requirement and presentation in an inception meeting – Weeks 1-2
2. Desk review report (data audit and indicator mapping) – Review of projects/programmes documents and datasets, mapping indicators to reporting requirements, identification of data gaps, definition of standard variables and dashboard user needs. – Week 3
3. Data management SOPs and architecture – Standard operating procedures for data collection, validation (DQA), storage, access control and reporting, including unique identifiers structures and end-to-end data architecture – Week 4
4. Centralised database and approved PMEAL Modules – Establishment of central database and operational PMEAL modules (beneficiaries/participants, workplans, field achievements, training, IPTT, analytics, reports and partner tracking) – Weeks 5–6.
5. Power BI and GIS approved dashboards – Design and deployment of integrated Power BI and GIS dashboards for KPI tracking, spatial mapping of interventions, beneficiary reach, partner performance, and executive reporting, with defined user access levels – Weeks 6–7
6. System testing and refinement report – User acceptance testing with MEAL, GIS and project teams, refinement of dashboards, modules and workflows, confirmation of interoperability and reporting outputs – Week 8
7. User training, presentation in validation workshop(s) and training report – Practical end-user training and facilitation of final validation workshop(s) with stakeholders (IUCN and implementing partners among others) to confirm system readiness for operational use – Week 9
8. Data entry, validation, analysis, system documentation and final dashboards Production of final dashboards – Week 10
9. PMEAL replication and Service Level Agreement (SLA) framework – Draft SLA framework defining governance, roles and responsibilities, service scope, maintenance and support arrangements, and procedures for onboarding and scaling the PMEAL system across KCO programmes – Week 11
10. Handover and final report – Delivery of user manuals, admin guides, SOPs, dashboard documentation, source files, access protocols, sustainability roadmap, SLA, and formal system handover to IUCN Kenya Country Office.
11. Production and submission of final Report – Week 12
12. Post-deployment coaching (after service support) – Coaching support for key staff following deployment to strengthen system use, troubleshooting and adaptive learning (duration to be agreed). Post deployment report – starts Week 12
Payment Schedule
The table below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.
Deliverables – Milestone payment
Milestone 1 – Inception report, inception meeting and PMEAL system blueprint, Desk review report (data audit and indicator mapping), Data management SOPs and architecture – 10%
Milestone 2 – Centralised database and approved PMEAL Modules, Power BI and GIS approved dashboards, System testing and refinement report – 35%
Milestone 3 – User training, presentation in validation workshop(s) and training report, Data entry, validation, analysis, system documentation and final dashboards, PMEAL replication and Service Level Agreement (SLA) framework – 35%
Milestone 4 – Handover and final report – 10%
Post deployment coaching, Post-deployment coaching (after service support) – 10%
Skills and Experience
The consultant must have the following skills, education and experience as a minimum:
Lead consultant must have a university degree at MSc level in data science and business intelligence, computer science, IT, Information System or any other related field.
At least ten (10) years’ progressively responsible experience in designing and managing MEAL systems and/or management information systems (MIS) for international organizations and for multi-country and multi-donor interventions.
The lead consultant must be paired with an experienced Monitoring, Evaluation, Accountability and Learning Specialist with a Masters in Monitoring & Evaluation or Project Management with ten (10) years’ experience in designing, implementing and managing PMEAL systems for international organizations, multi-country and multi-donor programmes, conversant with MEAL systems and Framework and should demonstrate experience in MEAL functions for donor funded projects, developing quality MEAL plans, capacity building for technical staff, advanced quantitative and qualitative data analysis and reporting especially for climate change adaptation, biodiversity and environment protection projects.
Demonstrated experience designing multi-level, multi-partner PMEAL or MIS systems with differentiated access rights and consolidated reporting structures across institutions or implementing partners.
Proven experience integrating or ensuring interoperability between digital platforms, including API-based integration, metadata alignment, or system compatibility assessments.
Strong understanding of data governance, institutional system scaling, and sustainability frameworks within international development organizations.
Experience working with climate adaptation, rangeland restoration, biodiversity, or nature-based solutions programmes is highly desirable.
Knowledge on GCF funding and MEAL requirement is an added advantage.
Supervision and coordination
The consultant will report to the IUCN KCO PMEAL Officer and work closely with the following other IUCN staff for technical matters.
TWENDE Project Chief of Party
Procurement Officer for contract and administrative matters
Project Managers, coordinators and officers on programmes technical understanding
Other MEAL staff from IUCN and IPs for guidance and support on MEAL aspects
ESARO Regional IT for compliance and access rights
Declaration of Undertaking in Relation to Short Term Technical Assistance to Support Participatory Monitoring, Evaluation, Accountability and Learning (PMEAL) system: Development, roll out, troubleshooting, training and operationalization.
I, the undersigned, hereby confirm that I am an authorized representative of the following organization:
Registered Name of Organization (the “Organization”): Registered Address (incl. country): Year of Registration:
I hereby authorize IUCN to store and use the information included in the attached Proposal for the purpose of evaluating Proposals and selecting the Proposal IUCN deems the most favorable. I acknowledge that IUCN is required to retain the Proposal in its entirety for 10 years after then the end of the resulting contract and make this available to internal and external auditors and donors as and when reasonably requested.
Where the Proposal includes Personal Data as defined by the European Union’s General Data Protection Regulation (GDPR), I confirm that the Organization has been authorised by each Data Subject to share this Data with IUCN for the purposes stated above.
I further confirm that the following statements are correct:
The Organisation is duly registered in accordance with all applicable laws.
The Organisation is fully compliant with all its tax and social security obligations.
The Organisation and its staff and representatives are free of any real or perceived conflicts of interest with regards to IUCN and its Mission.
The Organisation agrees to declare to IUCN any real or perceived emerging conflicts of interests it or any of its staff and representatives may have concerning IUCN. The Organisation acknowledges that IUCN may terminate any contracts with the Organisation that would, in IUCN sole discretion, be negatively affected by such conflicts of interests.
None of the Organisation’s staff has ever been convicted of grave professional misconduct or any other offence concerning their professional conduct.
Neither the Organisation nor any of its staff and representatives have ever been convicted of fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation.
The Organisation acknowledges that engagement by itself or any of its staff in fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation will entitle IUCN to terminate any and all contracts with the Organisation with immediate effect.
The Organisation is a going concern and is not bankrupt or being wound up, is not having its affairs administered by the courts, has not suspended business activities, is not the subject of proceedings concerning those matters, or in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
The Organisation complies with all applicable environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection.
The Organisation is not included in the UN Security Council Sanctions List, EU Sanctions Map, US Office of Foreign Assets Control Sanctions List, or the World Bank listing of ineligible firms and individuals. The Organisation agrees that it will not provide direct or indirect support to firms and individuals included in these lists.
The Organisation has not been, is not, and will not be involved or implicated in any violations of Indigenous Peoples’ rights, or injustice or abuse of human rights related to other groups or individuals, including forced evictions, violation of fundamental rights of workers as defined by the International Labour Organization’s (ILO) Declaration on the Fundamental Principles and Rights at Work, child labour, sexual exploitation, sexual abuse, or sexual harassment.
< Name and position of authorised representative of the Proposer
Declaration of Undertaking in Relation to Short Term Technical Assistance to Support Participatory Monitoring, Evaluation, Accountability and Learning (PMEAL) system: Development, roll out, troubleshooting, training and operationalization.
I, the undersigned, hereby confirm that I am self-employed and able to provide the service independent of any organisation or other legal entity.
Full name (as in passport):
Home or Office (please delete as appropriate) Address (incl. country):
I hereby authorise IUCN to store and use the information included in the attached Proposal for the purpose of evaluating Proposals and selecting the Proposal IUCN deems the most favorable, including Personal Data as defined by the European Union’s General Data Protection Regulation (GDPR). I acknowledge that IUCN is required to retain my Proposal in its entirety 10 years after the end of the resulting contract and make this available to internal and external auditors and donors as and when reasonably requested.
I further confirm that the following statements are correct:
I am legally registered as self-employed in accordance with all applicable laws.
I am fully compliant with all my tax and social security obligations.
I am free of any real or perceived conflicts of interest with regards to IUCN and its Mission.
I agree to declare to IUCN any real or perceived emerging conflicts of interests I may have concerned IUCN. I acknowledge that IUCN may terminate any contracts with me that would, in IUCN sole discretion, be negatively affected by such conflicts of interests.
I have never been convicted of grave professional misconduct or any other offence concerning my professional conduct.
I have never been convicted of fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation.
I acknowledge that engagement in fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation will entitle IUCN to terminate any and all contracts with me with immediate effect.
I am not included in the UN Security Council Sanctions List, EU Sanctions Map, US Office of Foreign Assets Control Sanctions List, or the World Bank listing of ineligible firms and individuals. I agree that I will not provide direct or indirect support to firms and individuals included in these lists.
I have not been, am not, and will not be involved or implicated in any violations of Indigenous Peoples’ rights, or injustice or abuse of human rights related to other groups or individuals, including forced evictions, violation of fundamental rights of workers as defined by the International Labour Organization’s (ILO) Declaration on the Fundamental Principles and Rights at Work, child labour, sexual exploitation, sexual abuse, or sexual harassment.
How to apply
Step 1: Acquire Tender Documents
Obtain the relevant tender documents.
Step 2: Review Requirements
Thoroughly read the tender specifications, terms, and conditions.
Step 3: Prepare Proposal
Prepare your proposal as guided, ensuring all the required information is included.
Step 4: Submission
Submit your completed proposal by 11/03/2026 via the email address [email protected]
N.B: Please note that the email to be used exclusively for this consultancy is [email protected]