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Tender Reference: ACBF/RFP/002/26/PPMLS

1. Background and Context

1.1 Institutional Context

The African Capacity Building Foundation (ACBF) is a pan-African institution established in 1991 to strengthen human and institutional capacities critical for Africa’s inclusive and sustainable development. As a Specialized Agency of the African Union for Capacity Development, ACBF operates across continental, regional, and national levels, supporting public institutions, regional bodies, think tanks, training institutions, and other development actors.

To ensure accountability, learning, and effectiveness of its capacity development interventions, ACBF adopted the Managing for Development Results (MfDR) approach and established a formal Monitoring and Evaluation (M&E) function in 2008. This commitment was operationalized through the adoption of the Evaluation Policy in 2010 and the issuance of the M&E Manual in 2013, which together provided guidance on results monitoring, measurement, evaluation, reporting, and learning across ACBF-supported programs.

In recent years, ACBF has undergone significant strategic and organizational transformation, including the adoption of a new strategy, a new business model and revised program management architecture. The implementation of the Foundation Strategic Plan 2023 – 2027 with the growing demand of program effectiveness and impact require a more rigorous and systematized, modern, and quality-assured approach to program performance management that is fully aligned with the Foundation’s current operational realities.

1.2 Justification of the Assignment

Considering the above context, ACBF seeks to conduct a comprehensive review and enhancement of its Program Performance Management and Learning System (PPMLS) supported by a robust Quality Assurance Framework (QAF). These instruments will modernize the Foundation’s results management architecture, strengthen strategic decisionmaking at all levels, reinforce organizational accountability and risk management, enhance donor confidence and external reporting credibility, and institutionalize learning and adaptive management.

The Foundation is hereby seeking the services of a qualified M&E firm to undertake this assignment. These Terms of Reference describe the context of the assignment and outline its objectives and scope of work, the required methodology, the expected deliverables and the consultants’ qualification requirements.

2. Objectives

The overall objective of this assignment is to realign ACBF’s institutional results-based management capacity with the Foundation’s strategic direction and new business model through the design and operationalization of an integrated Program Performance Management and Learning System and Quality Assurance Framework.

The specific objectives of the assignment are to:

  • Perform a full audit and assess the effectiveness, gaps, and constraints of ACBF’s current M&E system.
  • Design a robust standardized Program Performance Management and Learning System covering the full program cycle and focusing on measuring and reporting on outcomes and impact of ACBF’s work, including digital.   
  • Establish a Quality Assurance Framework to ensure consistency, rigor, and credibility of program processes and results.
  • Develop practical orientation guides to facilitate understanding and adoption of the new system.
  • Strengthen staff capacity to consistently apply results based planning, monitoring, reporting, and quality assurance standards across the entire program cycle.

3. Scope of Work

The assignment will mainly consist of completing the following tasks using an iterative approach:

  • Diagnostic of ACBF M&E System: A comprehensive diagnostic of ACBF’s existing M&E system will be conducted including a review of policies, manuals, tools, reporting processes, roles, capacities, and information systems. As part of the process, the consultant should assess the current M&E oversight and management structure and propose a revised structure that best fits ACBF’s evolving architecture and business model.
  • Development of Program Performance Management and Learning System (PPMLS): The key findings of the diagnostic will inform the design and documentation of the Program Performance Management System. The consultant team will be working closely with the Lead MERL and other Unit heads, and should adapt, update, and revise existing documents and tools (e.g., operational and corporate results frameworks, indicators and related instruments, and digital tools) to ensure full alignment with the new system to be put in place. The PPMLS system will define standardized processes, workflows, and tools for planning, monitoring, evaluation, reporting, and learning across the program cycle. It will clarify roles and responsibilities, harmonize indicators and reporting structures, integrate operational-level and corporate-level performance management, and support evidence-based decision-making.
  • Preparation of Program Quality Assurance Framework (QAF): A Program Quality Assurance Framework will be developed establishing minimum quality standards and assurance mechanisms applicable at all stages of the program cycle. The framework will define quality criteria, review checkpoints, validation procedures, and accountability arrangements to ensure consistency, rigor, and credibility of program design, implementation, monitoring, evaluation, and reporting.
  • Preparation of Program Performance Management Orientation Guide: A user-friendly Program Performance Management and Learning Orientation Guide will be prepared to translate the PPMLS and QAF into practical guidance for staff. The guide will explain key concepts, workflows, tools, and expectations in clear and accessible language, supporting effective adoption and day-to-day use.
  • Staff Training in Program Performance Management and Quality Assurance: Training modules will be designed and delivered for the relevant ACBF staff. The training will focus on building practical skills in results-based management, performance monitoring, quality assurance, and use of performance information. The training sessions should be based on practical cases utilizing the current program and projects documents so that revised and updated documents could be direct outcomes from the training sessions. Training effectiveness will be assessed through pre- and post-training evaluations.

4. Methodology

The assignment will be implemented using a participatory, evidence-based, and systems-oriented methodology designed to ensure both technical rigor and institutional ownership. The methodological approach will recognize that the development of a Program Performance Management and Learning System and Quality Assurance Framework is not merely a technical exercise, but an organizational change process that must be grounded in ACBF’s institutional context, capacities, and strategic direction. A phased approach will be used combining analytical work, stakeholder engagement, system design, validation, and capacity strengthening. Throughout the assignment, close collaboration with ACBF management, program units and teams, and other relevant departments will be emphasized to ensure relevance, feasibility, and sustainability of the proposed systems.

Findings from each phase will be discussed with ACBF to allow iterative refinement of the approach and early integration of lessons into ongoing operations.

5. Key Deliverables and Timeline

The assignment, expected to be completed within four (4) months and no later than 31 July 2026, should be structured around the key deliverables as described below. A detailed timeline will be agreed with the consultant during the inception phase. The key deliverables are as follows:  

  • Inception Report
  • M&E System Diagnostic Report
  • Program Performance Management and Learning Manual
  • Program Quality Assurance Framework
  • Validation Sessions
  • Staff training reports
  • Mission final report

6. Consultant Qualification Requirements

The assignment requires a M&E firm with strong technical expertise, relevant institutional experience, and demonstrated experience and capacity to deliver complex performance management and learning systems.

Profile of the Consultancy Firm

ACBF seeks to hire a competent firm having adequate staffing and with extensive experience in impact measurement systems design for multiple development organizations. To be qualified for the assignment the firm should meet the following specific requirements:

  • Registered business company in Africa with a minimum of 10 years of existence.
  • Proven track record in designing and deploying results-based monitoring, evaluation, reporting and learning for International Development Organizations in Africa.
  • Familiar with institutional M&E best practices across development sectors in Africa.
  • Has a team of experts with proven experience in undertaking similar assignments in African context.

Composition & Qualifications of Assignment Team

The consultancy firm shall propose a team comprising a minimum of two experts with extensive and demonstrated experience in designing and implementing results-based performance management systems. The proposed team members should collectively meet the following qualification requirements:

Team Lead

  • Advanced degree (Master or PHD) Development Studies, Social Sciences, Organizational Development with certification in Monitoring and Evaluation.
  • At least ten (10) years of experience in coordinating a team of experts in undertaking similar assignments for development organizations in the past.
  • Demonstrated experience working with international development organizations and multi-‑funded programs, preferably in capacity-building contexts in Africa
  • Proven experience in facilitating participatory processes, stakeholder consultations, and validation workshops.
  • Demonstrated capacity to design and deliver effective training and capacity-building programs in M&E and performance management.
  • Excellent analytical, writing, and communication skills, with the ability to translate complex technical concepts into practical, user-oriented tools.
  • Fluency in English is required; proficiency in French is a strong asset.

M& System Design Expert

  • At least a Master’s degree in Monitoring and Evaluation, Development Studies, Organizational Development, or related field.
  • At least five (5) years of experience in designing and implementing results-based performance management systems including quality assurance mechanisms for development organizations.
  • Proven experience in developing M&E policies, manuals, operational guidelines, digital database, and tools.
  • Strong understanding of Managing for Development Results (MfDR), results-based management, and international evaluation and quality assurance standards.
  • Demonstrated capacity to design and deliver effective training and capacity-building programs in M&E and performance management.
  • Fluency in English is required; proficiency in French is a strong asset

7. Institutional Arrangements and Reporting

This section clarifies the operational and reporting structure for the assignment to ensure a smooth and efficient review process.

  • Reporting: The consultant team will be supervised by the Director of Programs and Impact and will work closely with a core team of ACBF composed of different internal stakeholders. The PID Director will serve as the primary focal point for all contractual and technical matters related to this consultancy.
  • ACBF Support: ACBF will provide the consultant with all necessary documentation required for the assignment. The Foundation will also facilitate introductions to key stakeholders to schedule interviews and gather information. Where necessary, ACBF will handle logistical arrangements for any required travel.

8. Evaluation criteria (quality cost-based selection method-70/30)

Evaluation of the proposals will be evaluated based on quality and cost-based criteria. 

The evaluation committee shall evaluate the technical Proposals based on their responsiveness to the Terms of Reference, applying the evaluation criteria, and point system specified below.  A technical proposal shall be rejected at this stage if it does not respond to key aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated.  The minimum technical score required to pass is: 70 Points.  The financial proposal will be evaluated at 30 points. 

No. Criteria Max Points (100)
1 Specific experience of the Consultant (as a firm) relevant to the Assignment: 20
2 Adequacy and quality of the proposed methodology, and work plan in responding to the Terms of Reference (TORs): {Notes to Consultant: the Client will assess whether the proposed methodology is clear, responds to the TORs, work plan is realistic and implementable; overall team composition is balanced and has an appropriate skills mix; and the work plan has right input of Experts} 30
3 Proposed consultants’ General qualifications (general education, professional certificate, training, and experience): and competence for the Assignment in response to this TOR. The following are the key experts required. Team Leader (30 points) M&E System Design Expert (20 points) 50
Total 100

9. Submission Process 

  • Consultancy firms that are interested in applying for the consultancy must submit the following documents/information to demonstrate their qualifications: 
  • A technical proposal includes a brief methodology on how they will approach and conduct the assignment in line with the TOR. 
  • A financial Proposal which aligns with the technical approach as per the key deliverables encrypted with a   password. 
  • Rationale for their suitability for the role, including their experience and evidence in similar assignments.
  • Curriculum vitae of proposed consultants for the assignment, as per the criteria outlined in the TOR.  
  • The name and contact information of three referees for contact regarding relevant experience of the consultancy firm. 

Consultancy firms are being requested to submit their proposal with the subject clearly marked, RFP Process No.: ACBF/RFP/002/26/PPMLS Consultancy Services,” to email address: submissions@theacbf.org on or before 17.00 hours (local Harare time), on 27th March 2026.