TERMS OF REFERENCE
PROVISION OF CONSULTANCY SERVICE TO UNDERTAKE DATA ENTRY OF BREAKAGE SURVEY RECORDS, EMISSION REDUCTION (ER) RECEIPTS AND FILING (SEPT 2025).
Background
Self Help Africa Malawi is an international non-governmental organisation working to create opportunities for lasting improvement in peoples’ lives. We work in partnership with others to support a range of livelihoods and food security, WASH and health, sustainable energy and gender equality programmes reaching over 1,000,000 people a year across Malawi. SHA currently operates in 17 districts in Malawi, supporting 24 on-going projects. Self Help Africa is committed to the safeguarding of all those who we work with through our work. We are committed to preventing any type of unwanted behaviour relating to our work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and we are committed to promoting the welfare of children and the people we aim to assist with whom Self Help Africa engages.
Introduction
Transposition of paper Emission Reduction (ER) receipts and breakage survey records (see appendix) entries into electronic database form is vital to the timely completion of SHA energy project activities.
Roles and responsibilities
To carry out this activity for the ERs, the contractor will:
- Collect ER receipts, arc files and dividers from SHA office.
- Transpose approximately 2,882 emission reduction receipts from paper form into electronic database (excel) form.
- Align details of replaced ERs (replaced stoves) to their stove user record in the old ER database. About 1009 ERs from the total of 2,882 are for replaced stoves. The figure of replaced ERs may be more considering that some ERs were not indicated by stove promoters as whether they are new stove users or replacements. This has to be verified during the data entry process for each ER by checking in the ER database.
- Ensure transposition is completed to a high level of accuracy – less than 5% error margin allowed.
- Compile all data into 1 single excel file merging the old ER database & new entries and also provide the separate file for the newly entered 2,882 ERs indicating whether the stove is for new user or existing user (replacement).
- Flag illegible receipts or discrepancies for advice/action from SHA.
- File the ERs in arc files orderly. On each arc file, indicate the project name (South Pole), project location and Traditional Authority (TA) quantity of ERs. Inside the arc file, the ERs should be filed in alphabetical order for promoters within the same TA separated by dividers. Indicate cluster name and quantity of ERs on each promoter record by putting these details on the divider separating each promoter.
- Return ER receipts to SHA office in good condition and provide electronic databases via email to South Pole Project Manager and M&E coordinator.
To carry out this activity for the breakage survey forms, the contractor will:
- Collect breakage survey forms from SHA office.
- Transpose records for approximately 20,634 households into electronic database.
- Ensure transposition is completed to a high level of accuracy – less than 5% error margin allowed.
- Compile all data into one single excel file merging the entries for all stove promoters.
- Flag discrepancies for advice/action from SHA.
- Return breakage survey forms to SHA office in good condition and provide electronic databases via email to South Pole Project Manager and M&E coordinator.
To facilitate this activity, SHA will:
- Provide access to all receipts and breakage survey forms at the beginning of the assignment for collection from SHA office.
- Provide ER database template, old ER database and pre-filled template for breakage survey forms where the consultant will populate data on the blank columns for completion.
- Provide arc files and dividers for ER filing.
- Provide guidance/clarification on the assignment to the consultant within good time.
- Review accuracy of data entry within one week of handover from the consultant, confirming quality for release of payment.
Contractor specification
The consultant should have prior experience carrying out data entry, data validation, and error checking. Contractors from Lilongwe or nearby areas will have an added advantage. The consultant will be trained on SHA data protection policy and safeguarding policy to ensure that there is understanding of what the organisation adheres to.
Timeline
The hard-copy ERs and breakage survey forms will be available from SHA offices from 8/09/2025 and the activity is expected to be completed, with electronic databases and filed ERs returned to the SHA office, within 14 days of commencement.
Conditions of payment
Full payment will be made on satisfactory completion of the activity as assessed by the SHA project team. Satisfactory completion is defined as achieving an error rate within acceptable limits, not exceeding five percent.
Mode of Submission
Bidders are requested to submit their technical and financial proposals as follows:
- ER Receipts Entry: Proposals (quoting the price for transposing ER receipts) should be uploaded via the Box link: https://gsha.app.box.com/f/de3a273fefb2432082b702e33c7c9f37, under “Data Entry of Emission Reduction (ER) Receipts (September 2025).”
- ER Filing: Proposals should be uploaded in the same Box link under “Filing of ER Receipts (September 2025).”
- Breakage Survey Data Entry: Proposals should also be uploaded via the Box link under “Data Entry of Stove Replacement Survey Forms (SRSF) (September 2025).”
Kindly ensure all electronic copies of your bid applications are uploaded using the above Box link: https://gsha.app.box.com/f/de3a273fefb2432082b702e33c7c9f37
For any questions or clarifications, please contact procurement.mw@selfhelpafrica.org.
Alternatively, proposals may be submitted in sealed envelopes by hand, clearly labeled “TENDER FOR DATA ENTRY OF BREAKAGE SURVEY RECORDS, EMISSION REDUCTION (ER) RECEIPTS AND FILING (SEPT 2025) underSOUTHPOLE Project” and delivered no later than 26th September 2025 to the Self-Help Africa (SHA) Country Office in Lilongwe. Submissions should be addressed to: The Procurement and Logistics Manager, Self Help Africa, City Centre, Mwai House (Same building as Centenary Bank), Next to Anamwino House, Private Bag B-495, Lilongwe.
Closing date of receiving bid submission is 26th September 2025.
Note: Self Help Africa is not bound to accept the lowest or any other bid. All bids will be evaluated in accordance with SHA Procurement guidelines as well as the requirements for this Invitation to bids. Bids will be evaluated on the basis of compliance with technical specifications, delivery period, price and discounts offered (if any). Self Help Africa takes the safety and well-being of all those we work with, very seriously. We have a zero-tolerance policy on abuse. Our recruitment is safe, meaning that we recruit contractors with the highest values and standards of ethical behavior.
To download the appendix and the receipt sample, please use this link: ADVERT – PROVISON OF CONSULTANCY SERVICE TO UNDERTAKE DATA ENTRY OF BREAKAGE SURVEY RECORDS, EMISSION REDUCTION (ER) RECEIPTS AND FILING (SEPT 2025).