Terms of Reference to Hire a Consultant to Facilitate the on-the-job Coaching of Pos on the Development of Business Plans for Rural Water Service Provisions

Terms of Reference to hire a consultant to facilitate the on-the-job coaching of POs on the development of business plans for rural water service provisions

1. Background

The Isoko y’Ubuzima Project, implemented by Water for People in partnership with VEI, IRC-WASH, and CARE International, supports the Government of Rwanda’s efforts to professionalize and sustain WASH services through different interventions, among which include strengthening the performance and sustainability of rural water service provision in Rwanda. The project strengthens the capacity of Private Operators (POs) and WASAC staff in technical, financial, and operational management to improve the performance and sustainability of rural water systems.

Through previous interventions, POs have been supported to develop Non-Revenue Water (NRW) reduction strategies, improve data management, and strengthen governance. However, many still face challenges in financial sustainability, cost recovery, and strategic investment planning.

To enhance financial sustainability and strategic planning within POs, VEI intends to engage a qualified consultant to provide on-the-job coaching and support each PO in developing a comprehensive business plan that reflects their operational realities and support informed decision-making for sustainable rural water service provision. This assignment will help POs plan investments, manage operational costs, and strengthen their long-term financial viability.

2. Objective of the Assignment

The main objective of this consultancy is to support 13 Private Water Operators in developing realistic and actionable business plans that will guide their operations and investments throughout the contract period and ensure sustainable service delivery.

Specific objectives are to:

• Assess each PO’s current financial and operational status.
• Coach the PO’s finance/accounting team through the process of business plan development.
• Develop tailored business plans aligned with each PO’s operational context and WASAC’s rural water management framework.
• Strengthen the capacity of PO teams to independently update and implement their business plans in the future.

3. Scope of Work

The consultant will:

1. Conduct an initial assessment of each PO’s operational and financial performance, including revenues, expenditures, customer base, tariff structure, and investment needs.
2. Facilitate on-the-job coaching sessions with each PO’s finance/accounting team over a period of  4 days per PO, to:
   • Analyze the current business situation;
   • Identify key operational challenges and opportunities;
   • Guide the team through the development of a detailed business plan, including financial projections, investment priorities, and risk management strategies.
3. Develop a complete business plan for each PO covering a period aligned with the duration of their management contract. However, given the capacity of POs, business projections should be realistic, focusing on achievable short- and medium-term goals within the 5-year timeframe.
4. Validate business plans through feedback sessions with VEI, WASAC branch staff, and relevant District representatives.
5. Prepare a synthesis report summarizing key findings, common challenges, and recommendations for continued capacity support to POs.

4. Expected Deliverables

1. Inception report detailing methodology, tools, and work plan.
2. Thirteen (13) finalized business plans (one per PO).
3. Summary report highlighting overall lessons, common financial gaps, and investment priorities across POs.
4. Workshop materials and attendance records for all on-the-job coaching sessions.

5. Duration and Level of Effort

The assignment is expected to take approximately 60 working days, distributed as follows:

• 4 days of coaching per PO (average of 52 days total).
• 8 days for reporting, validation, and synthesis.

The consultancy should be completed within four (4) months from contract signature.

6. Profile of the Consultant

The Lead consultant (individual or firm) should possess:

• At least a master’s degree in finance, Business Administration, business management, Economics, or a related field.
• Proven experience in developing business plans for water utilities or rural water service providers.
• Proven track record of developing business strategies, business models, or business plans preferably for rural business contexts)
• Good understanding of delegated management models in the water sector.
• Strong facilitation and coaching skills.
• Experience working with donor-funded projects in Rwanda or the East African region is an asset.

7. Reporting and Coordination

The consultant will work under the supervision of the VEI Project Manager, in close coordination with WASAC
Branches and Districts.

8. Application Procedure

Administrative documents for bidding firms

1. Company registration certificate in RDB
2. Valid tax clearance certificate issued by RRA
3. VAT Certificate issued by RRA
4. Valid Social Security clearance certificate issued by RSSB

Administrative documents for individual consultant

1. Registration certificate for the consultant issued by RDB

8.1 Technical proposal

Interested and qualified bidders are invited to submit:

• Cover letter addressed to the VEI Country Program Manager
• A technical proposal (max 5 pages) describing their understanding of the assignment, approach, and methodology.
• CV(s) of key personnel involved with clear tasks/responsibilities, and a copy of academic qualification;
• Copies of similar assignments completed.

8.2 Financial proposal A financial proposal detailing costs (professional fees, travel, taxes, etc.);

9. Evaluation Criteria

Proposals will be evaluated based on:

Remarks: 

• Financial proposals shall comprise a reasonable cost breakdown
• Failure to provide administrative documents (registration certificate, RRA tax clearance certificate, and RSS clearance certificate) will result in complete disqualification.
• The lowest responsive bidder will be awarded the tender.
• To qualify for the technical evaluation, the bidder must achieve a minimum of 80 out of 100 in the technical evaluation.
• The bidder must obtain a minimum of 80% in each of the technical evaluation criteria: methodology, work plan, relevant experience, and academic qualifications.
• The marks obtained in the technical evaluation will not impact the financial

10. How to apply

If you feel qualified and interested in the assignment, please send your documents (including administrative documents, technical and financial proposals as two separate attachments in one email) to: clement.ndungutse@vei.nl no later than 17th November 2025 at 11:59 pm with the following subject: “Consultancy to facilitate the on-the-job coaching of POs on the development of business plans for rural water service provisions for the Isoko y’Ubuzima project”. Hard copies and late submissions shall be rejected.