CONSULTANCY TO DEVELOP A PROCUREMENT POLICY

LITERACY AND ADULT BASIC EDUCATION (LABE)

TERMS OF REFERENCE

CONSULTANCY TO DEVELOP A PROCUREMENT POLICY

1. BACKGROUND

Literacy and Adult Basic Education (LABE) is an indigenous organization established in 1989 and

registered under registration number INDR11921197NB. LABE exists to promote literacy practices

and increase access to information, particularly among women and children in local communities,

enabling them to actively demand and protect their rights.

LABE implements education and family learning programmes across districts including Gulu,

Nwoya, Koboko, Obongi, Yumbe, Adjumani, and Terego. The organization works through

partnerships to innovate, implement, and influence education and community development

policies.

One of LABE’s key innovations currently being considered for scale-up by the Ministry of

Education and Sports is the Family Basic Education (FABE) model, a multi-generational approach

that strengthens parental involvement in children’s education while simultaneously improving

adult literacy.

2. PURPOSE OF THE CONSULTANCY

As LABE expands its programmes, geographic reach, and resource mobilization efforts, the need

for strong financial governance systems has become increasingly important to ensure efficiency,

value for money, transparency, and accountability.

Procurement is a critical function that underpins programme implementation. It ensures timely,

cost-effective, and transparent acquisition of goods, services, and works while reducing

operational risks and strengthening compliance.

Although LABE has an existing Procurement Policy, increased programme complexity, staff

expansion, and diversified donor requirements necessitate a comprehensive review and

strengthening of the policy to align with current best practices.

LABE therefore seeks to engage a qualified consultant or consulting firm to develop a robust,

practical, and compliant Procurement Policy, including standard procedures and tools for

implementation. The assignment will also include capacity building for staff and the Procurement

Committee to ensure effective adoption and consistent application.

3. OBJECTIVES OF THE CONSULTANCYThe overall objective is to develop a comprehensive Procurement Policy that strengthens

procurement governance through transparent, accountable, efficient, and value-for-money

practices aligned with organizational and regulatory requirements.

Specifically, the consultancy will:

• Review Existing Procurement System and Legal Frameworks

Assess LABE’s current procurement processes to identify strengths, gaps, risks, and

compliance issues.

• Develop a Comprehensive Procurement Policy

Formulate an organisation-wide policy aligned with PPDA requirements, NGO standards,

and donor compliance frameworks.

• Develop Standard Procurement Procedures and SOPs

Translate policy into practical, step-by-step procedures to ensure consistency and

efficiency.

• Define Roles, Responsibilities, and Accountability Mechanisms

Establish clear separation of duties, approval hierarchies, conflict-of-interest safeguards,

and record-keeping systems.

• Establish an Implementation, Monitoring, and Compliance Framework

Develop indicators and tools to track compliance, efficiency, and value for money.

• Build Capacity of Staff and the Procurement Committee

Deliver practical training to ensure understanding and effective application of the new

procurement system.

4. SCOPE OF WORK / SPECIFIC TASKS

The consultant will undertake the following tasks:

4.1 Inception and Work Planning

Conduct an inception meeting with LABE to clarify expectations, agree on methodology, and

develop a detailed work plan and timeline.

4.2 Assessment of Existing Procurement System

Review procurement processes, systems, and controls to identify gaps, risks, and areas for

improvement, including compliance with PPDA regulations and donor requirements.

4.3 Review of Legal and Regulatory Frameworks

Analyse relevant national procurement laws, PPDA guidelines, NGO regulatory frameworks, and

donor requirements to ensure alignment.

4.4 Development of Procurement Policy

Develop a comprehensive procurement policy grounded in principles of transparency,

accountability, fairness, competition, and value for money.

4.5 Development of SOPs and Procedures

Translate the policy into clear operational procedures and standard operating guidelines.

4.6 Roles, Responsibilities, and Internal Controls

Define procurement roles, separation of duties, approval thresholds, procurement committee

functions, and records management systems.

4.7 Integrity Safeguards

Integrate whistleblowing mechanisms, anti-bribery measures, fraud prevention controls, and

ethical reporting systems.4.8 Monitoring, Evaluation, and Compliance Framework

Develop tools and indicators to track compliance, performance, and continuous improvement.

4.9 Capacity Building

Design and deliver training for staff and the Procurement Committee on the new policy, SOPs,

and compliance requirements.

5. METHODOLOGY

The consultancy shall apply a participatory, inclusive, and evidence-based approach, combining

document review, stakeholder consultations, benchmarking of best practices, and capacity

building to ensure ownership and practicality of the procurement system.

6. KEY DELIVERABLES

Key Deliverables

The consultant will produce the following key deliverables:

• Inception Report

• Procurement System Assessment Report

• Final Procurement Policy

• Policy Rollout and Implementation Strategy (including Transition Plan)

• Procurement Monitoring, Evaluation and Learning (MEL) Framework

• Training Report

7. TIMEFRAME

The consultancy shall be completed within 21 days from the date of contract signing.

8. ETHICAL CONSIDERATIONS AND SAFEGUARDING

• The consultant shall comply with LABE safeguarding policies, including Child Protection

and Prevention of Sexual Exploitation and Abuse (PSEA).

• All data and documents collected shall remain strictly confidential and remain the

property of LABE.

• Information shall not be shared or used outside the scope of this assignment without

prior written consent.

9. PROPOSED TEAM AND QUALIFICATIONS

The consultant shall propose a competent team with clearly defined roles.

Minimum Qualifications

• Master’s degree in Procurement, Supply Chain Management, Finance, or Accounting

• Bachelor’s degree in a relevant field

• Professional certification (e.g., CIPS) is an added advantage

Experience Requirements

• 8–10 years of progressive experience in procurement and supply chain management

• Proven experience in developing or reviewing procurement policies/SOPs

• Strong experience working with NGOs and donor-funded programmes• Experience in procurement auditing is an added advantage

• Strong knowledge of Uganda’s PPDA framework and NGO compliance systems

• Demonstrated expertise in procurement governance, contract management, risk

management, and value-for-money systems

10. BUDGET AND LOGISTICS

The consultant shall submit a detailed budget in UGX, covering:

• Professional fees , relevant logistics and

• Applicable withholding tax (WHT)

11. TERMS OF PAYMENT

Payment shall be made in two tranches, linked to agreed deliverables.

12. REPORTING

The consultant will report to the Executive Director for day-to-day coordination and

management of the assignment.

13. BID EVALUATION CRITERIA (100%)

13.1 Technical Evaluation (80%)

• Qualifications of lead consultant and team — 10%

• General procurement experience — 15%

• Experience in policy/SOP development (NGO/donor context) — 20%

• Knowledge of PPDA and donor frameworks — 10%

• Methodology and work plan — 15%

• Training approach — 10%

• Past experience and references — 10%

13.2 Financial Evaluation (20%)

• Budget clarity and reasonableness — 10%

• Cost-effectiveness and value for money — 10%

14. SUBMISSION DETAILS

Technical and financial proposals must be submitted by 15th June 2026. Late submissions will

not be considered.

The consultancy is expected to commence on 26th June 2026 and conclude on 21st July 2026.

15. SUBMISSION INSTRUCTIONS

Interested bidders should submit applications via email to:

Chairperson, Procurement Committee

via email address: jackie@labeuganda.org

Subject line: LABE Procurement Policy Development Consultancy