Consultancy for the Development of a Cultural Activities and Events Toolkit – Syria At Bibliothèques Sans Frontières

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The Project

Project description

The “Cooperation in the Cultural Field for Syria” Project, funded by the Fonds Équipe France, responds to the urgent need to rebuild social cohesion and foster community engagement in the suburbs of Damascus and Aleppo, areas profoundly affected by years of conflict. These communities continue to face widespread destruction, disrupted family and social networks, limited access to education, and significant psychosocial trauma. The project is planned for a 27-month implementation period, divided into two phases.

To address these challenges, the project will establish five fully equipped cultural and educational centers in Daraya, Aleppo, and other parts of rural Damascus (Reef Damascus) yet to be identified. These centers will provide inclusive, vibrant spaces for learning, cultural engagement, and community interaction, combining physical and digital resources, including the Digital Travellers Curriculum, media libraries, and innovative digital learning platforms. The initiative will engage 2,500 participants, with particular attention to youth and women-1,700 participants under 30 years old, and 1,250 women will benefit directly.

Overall Objective:

  • Strengthen social cohesion in Syria and promote active community involvement in the suburbs of Damascus and Aleppo through the creation of cultural and educational facilities.

Specific Objectives:

  • SO1 – Access to Culture and Education: Enhance access to cultural and educational resources, both physical and digital, through the establishment of community spaces equipped with media libraries, learning tools, and digital platforms tailored to the needs of youth and women.
  • SO2 – Social Cohesion and Psychosocial Support: Rebuild social networks and strengthen community resilience through psychosocial support programs and participatory cultural activities that emphasize local memory, identity, and shared heritage.

BSF Intervention: Bibliothèques Sans Frontières (BSF) will lead and coordinate the implementation of the project in close collaboration with its local partners DAR, MARS, INARA, and Screens of Peace. As the lead organization, BSF will ensure strategic oversight, technical supervision, and partnership management throughout the project lifecycle. This includes quality assurance, alignment of all educational and digital resources with project objectives, and the integration of cross-cutting themes such as psychosocial support, gender inclusion, and digital literacy.

BSF’s contributions and interventions will include:

  • Designing and establishing multimedia libraries and learning spaces adapted to the needs of youth and women.
  • Translating and adapting educational and cultural resources, including the Digital Travellers Curriculum, to ensure they are context-appropriate, culturally relevant, and fully accessible in Arabic and English (a version in Arabic, and a version in English).
  • Developing a cultural activities and events framework and toolkit.
  • Providing technical support, training, and capacity-building for local facilitators and staff to ensure the centers’ sustainable operation.
  • Coordinating with local authorities, municipalities, and cultural institutions to foster community ownership, enable the replication of best practices, and ensure broad community engagement.
  • Delivering participatory cultural and psychosocial programs to restore social ties, promote resilience, and reinforce local social cohesion.

Context of This Consultancy

Within this framework, BSF has developed the Cultural Activities and Events Framework: “Helping Local Partners Bring Culture to Life – A Practical Guide to Choosing and Hosting Community Activities & Events.”

This framework provides guiding principles, values, and examples of community-based cultural programming focused on memory, identity, inclusion, and healing.

To operationalize this framework, there is a need to develop a practical and user-friendly Cultural Activities & Events Toolkit, which will translate these principles into structured, ready-to-use tools for facilitators and local partners.

By developing a toolkit tailored to the Syrian context, BSF aims to empower facilitators, youth, and women to design and implement practical and contextually relevant cultural initiatives. These activities will contribute to rebuilding social connections and strengthening community resilience through psychosocial support and participatory cultural approaches that highlight local memory, identity, and shared heritage.

Purpose of the Tender

The purpose of this tender is to contract a qualified consultant or consultancy firm to develop a Cultural Activities and Events Toolkit for Syria, building on the existing Cultural Activities and Events Framework developed by BSF.

The toolkit will serve as a practical, user-friendly resource for facilitators, local partners, and community workers engaged in the implementation of cultural, educational, and psychosocial activities within BSF-supported cultural and educational centers in Syria.

The consultant will be responsible for transforming the framework into an operational toolkit that translates guiding principles into structured, adaptable, and ready-to-use tools. This includes the development of thematic activity modules, facilitation guidance, standardized activity templates, and supporting materials that can be directly applied in community settings.

The toolkit is expected to strengthen the capacity of facilitators and community actors to design and implement inclusive, participatory, and contextually relevant cultural activities that contribute to:

  • Social cohesion and community engagement
  • Psychosocial well-being and emotional expression
  • Preservation of memory, identity, and shared heritage
  • Youth and women empowerment

The final product must be practical, accessible, and adaptable, and should be delivered in both English and Arabic, ensuring usability by a wide range of facilitators, including non-specialists working at community level.

Scope of Work

The scope of work includes, but is not limited to, the following tasks:

  • Conduct a detailed review of the existing Cultural Activities and Events Framework and relevant project documentation to ensure alignment with BSF’s objectives, FEF priorities, and implementation context in Syria.
  • Design the overall structure and pedagogical approach of the toolkit, ensuring it is practical, user-friendly, and suitable for non-specialist facilitators working at community level.
  • Develop thematic sections of the toolkit, aligned with the framework, including (but not limited to):
    • Memory and identity
    • Social cohesion and community engagement
    • Psychosocial well-being and emotional expression
    • Youth participation and empowerment
    • Gender inclusion and safe participation
  • Develop a set of structured, ready-to-use cultural activities and events (indicatively 20–25 activities), ensuring diversity of formats such as storytelling, arts, music, heritage, media, and intergenerational activities.
  • Ensure each activity is accompanied by a standardized facilitation template, including: objectives, target group, step-by-step guidance, materials needed, timing, reflection questions, and facilitator tips.
  • Integrate cross-cutting themes such as inclusion, safeguarding, psychosocial support principles, and community participation throughout the toolkit.
  • Ensure all content is contextually appropriate for Syrian communities affected by conflict and displacement, with sensitivity to cultural norms and community dynamics.
  • Develop the toolkit in English and Arabic, ensuring consistency, clarity, and accessibility in both languages.
  • Design and deliver a Training of Trainers (ToT) package for BSF staff, partner organizations, and community facilitators, enabling effective rollout and use of the toolkit at field level. The ToT should include facilitation guidance, participatory methodologies, and practical exercises linked to the toolkit activities.
  • Conduct or facilitate (remotely or in-person, depending on agreement) a ToT session for BSF teams and selected partners/facilitators, ensuring they are equipped to implement and adapt the toolkit in community settings.
  • Incorporate feedback from BSF teams and partners and revise the toolkit accordingly until final approval.
  • Deliver the final toolkit and associated training materials in a structured, accessible, and implementation-ready format.

Each deliverable will be reviewed and validated by the regional office team. And all feedback received from the regional office team and partners must be incorporated and reflected in each deliverable.

Expected Deliverables

The consultant is expected to produce the following deliverables:

Deliverable 1: Inception Report

  • Detailed methodology and approach
  • Proposed toolkit structure (table of contents)
  • Work plan and timeline
  • Initial understanding of scope and key considerations

Deliverable 2: Draft Toolkit (English Version)

  • Complete draft of the Cultural Activities and Events Toolkit
  • Includes thematic sections and full set of proposed activities
  • Includes standardized activity templates for all activities
  • Submitted for review and feedback by BSF

Deliverable 3: Revised Toolkit (English Version)

  • Updated version incorporating feedback from BSF and relevant stakeholders
  • Improved clarity, structure, and usability based on review comments

Deliverable 4: Training of Trainers (ToT) Package

  • Comprehensive ToT curriculum for BSF staff, partners, and facilitators
  • Session plans, facilitation notes, and participatory training methodologies
  • Practical exercises linked directly to toolkit activities
  • Guidance on adaptation and contextualization of activities in the field

Deliverable 5: ToT Delivery Session

  • Facilitation of a ToT session for BSF teams and selected partners/facilitators
  • Aim: ensure practical understanding and readiness to implement the toolkit
  • Can be delivered remotely or in-person depending on agreement

Deliverable 6: Final Bilingual Toolkit (English & Arabic)

  • Fully finalized toolkit in English and Arabic
  • Professionally structured and formatted for field use
  • Ensures consistency between both language versions
  • Includes all activities, templates, and facilitation guidance

Deliverable 7: Final Package/Toolkit

  • Final approved toolkit in:
    • Editable format (Word)
    • Print-ready format (PDF)
  • Final ToT materials package
  • All annexes and supporting tools included
  • Ready for dissemination and implementation

Tender Schedule

  • Issuance of the Call for Tenders: 26th April
  • Clarification Deadline: 5th May
  • Proposal Submission Deadline: 16th May
  • Evaluation of Proposals: 17th –19th May
  • Offer to the Selected Candidate: 23rd–25th May
  • Signature of Contract: 30th May

Available Budget

The maximum budget for this consultancy is €5,000 (Five Thousand Euros), covering all fees, expenses, taxes, translation, travel, and related costs.

Timeline

The consultancy is expected to be completed within 1 month (1st of June 2026- 30th of June 2026). All deliverables listed above must be delivered within this timeframe.

Questions and Clarifications

In the event that BSF, either proactively or in response to a request for clarification, considers it necessary to modify or further elaborate on any part of the Call for Tenders documentation, such updates will be issued in writing and simultaneously shared with all prospective bidders to ensure equal access to information.

All requests for clarification must be submitted in writing-preferably via email no later than Ten (10) working days before the submission deadline. Each inquiry must clearly reference the Call for Tenders title.

Contact: Email: admin.ME@bibliosansfrontieres.org

Important Notice:

Any bidder who attempts to initiate a private meeting or engage in direct communication with BSF regarding the tender during the procurement process may be disqualified from further consideration.

Eligibility

Eligible applicants for this consultancy are individual consultants or consulting firms with demonstrated experience relevant to the scope of work.

Applicants must meet the following minimum eligibility criteria:

  • Advanced university degree in Education, Social Sciences, Arts and Culture, Development Studies, Psychology, or a related field.
  • Proven experience (minimum 5–7 years) in designing educational tools, curricula, toolkits, or facilitation guides, preferably in non-formal education, community development, or psychosocial programming.
  • Demonstrated experience in cultural programming, community-based arts, youth engagement, or social cohesion initiatives.
  • Strong understanding of participatory methodologies and adult learning approaches, particularly in community or humanitarian settings.
  • Experience working in conflict-affected or displacement contexts, preferably in the MENA region and/or Syria context.
  • Strong writing, analytical, and communication skills in English. Proficiency in Arabic is highly desirable and will be considered an asset.
  • Proven ability to develop practical, user-friendly materials for non-specialist facilitators and community workers.
  • Experience in delivering Training of Trainers (ToT) or capacity-building workshops is an asset.
  • Ability to work independently, meet deadlines, and integrate feedback from multiple stakeholders in a structured and timely manner.

Additional Requirements

  • Availability to complete the assignment within the agreed timeframe.
  • Ability to work remotely and coordinate effectively with BSF teams and partners.
  • Prior experience with international NGOs or donor-funded projects (e.g., EU, FEF, UN agencies, or bilateral donors) is considered an advantage.

Tender Procedure

Tenders should be sent by email at the following address: admin.me@bibliosansfrontieres.org

Tenders must be received by the 16th of May 2026 at 6:00 PM (Jordan time)

Bidders may modify or withdraw their bids by written notification prior to the deadline for submission of bids. Proposals arriving after the deadline will not be accepted and will either be returned to the sender or discarded.

BSF reserves the right to negotiate, accept or reject any proposal at its sole discretion and to continue the competitive dialogue for any response it considers advantageous. BSF is not obliged to accept the lowest price or any proposal.

BSF reserves the right to establish a shortlist of contractors, based on the criteria of the call. Further discussions and a competitive dialogue may then be conducted with the pre-selected contractors.

Security

The consultant shall be responsible for complying with all applicable security requirements and guidelines as communicated by BSF throughout the assignment.

Given the context of implementation in Syria and the nature of field-related activities, the consultant is expected to:

  • Adhere to BSF’s security protocols and any updates provided during the assignment.
  • Ensure that all work is conducted in a manner that does not compromise the safety and security of BSF staff, partners, facilitators, or community members.
  • Avoid requesting or engaging in any activities that may expose staff, partners, or beneficiaries to unnecessary risk.
  • Coordinate closely with BSF focal points regarding any planned interactions with partners or field-based stakeholders.
  • Ensure that all ToT-related activities (if conducted in-person or remotely) follow agreed safety, safeguarding, and communication protocols.
  • Immediately report any security concerns or incidents that may arise during the assignment to BSF.

BSF reserves the right to suspend or adjust the consultancy activities in response to evolving security conditions, in order to ensure the safety of all stakeholders involved.

Cancellation of the Tender Procedure

In the event of cancellation of the Call for Tenders, BSF will notify all bidders accordingly.

Cancellation may occur under the following circumstances:

  • The Call for Tenders is deemed unsuccessful, meaning BSF has not received any valid, financially viable, or responsive offers;
  • There has been a fundamental change in the economic or technical parameters of the project;
  • Exceptional circumstances or force majeure render the normal execution of the project impossible;
  • All technically compliant offers exceed the available budget.

Under no circumstances shall BSF be held liable for any damages, including but not limited to loss of profits, resulting from the cancellation of the Call for Tenders, even if BSF has been advised of the possibility of such damages.

The publication of a procurement notice does not constitute a commitment by BSF to proceed with the implementation of the announced program or project.

How to apply

Interested applicants are invited to submit a complete tender dossier composed of a technical proposal and a financial proposal, as detailed below.

Technical Proposal

The technical proposal must include the following elements:

  • A cover letter expressing interest in the assignment
  • A detailed CV(s) of the consultant(s) or key experts highlighting relevant experience
  • A clear understanding of the assignment and objectives
  • A proposed methodology for developing the Cultural Activities and Events Toolkit
  • A detailed work plan and indicative timeline for the assignment
  • Relevant examples of previous similar work (e.g. toolkits, curricula, training materials, facilitation guides)
  • A description of the consultant’s capacity to deliver the ToT package and facilitate training sessions (if applicable)
    • The technical proposal should clearly demonstrate the applicant’s ability to deliver a practical, contextually relevant, and user-friendly toolkit aligned with the objectives of this assignment.

Financial Proposal:

The financial proposal must include a detailed and itemized budget for the assignment, including:

  • Daily or lump-sum consultancy fees
  • Number of working days proposed
  • Costs related to the development of the toolkit
  • Costs related to the design and delivery of the Training of Trainers In person (ToT) session(s)
  • Translation costs
  • No costs for the preparation and submission of the Tender will be refunded
  • An estimate of all other costs, including travel and insurance.
  • Any other relevant expenses required for the completion of the assignment

The financial proposal must be presented in [EUR / USD – specify currency] and be fully inclusive of all taxes, fees, and other applicable costs.

Payment Terms:

  • The consultancy firm/consultant will be paid in three instalments linked to the completion and approval of key deliverables. All payments are subject to the satisfactory performance, timely submission, and formal acceptance of deliverables by BSF.

Milestone / Deliverable

Payment %

Conditions for Payment

1. Inception Report + Draft Toolkit (English version) 40%

Submission and approval of the inception report (methodology, work plan, and toolkit structure) and the complete draft toolkit for review

2. Revised Toolkit + ToT Package & Delivery 30%

Submission of the revised toolkit incorporating feedback, completion of the full Training of Trainers (ToT) package, and delivery of the ToT session(s) for BSF and partners

3. Final Toolkit (English & Arabic) + Final Package 30%

Submission and approval of the final bilingual toolkit (English and Arabic), including all annexes, and delivery of final editable and print-ready versions

Additional Requirements:

  • Profile of evaluator(s), including sector experience and regional experience in Syria.
  • All correspondence and documents must be in English; supporting documents may be in another language but must be submitted.
  • Bids must remain valid for 30 days from submission; contract prices valid for 3 months post-signature.
  • Submission in Word format, emailed to admin.me@bibliosansfrontieres.org by 16th of May 2026, 6:00 PM (Jordan time).

Evaluation of Tenders and Selection Criteria

The purpose of opening and evaluating the tenders is to check that they are complete and valid.

No excuses will be accepted for late submissions. Tenders that arrive too late will be rejected without being evaluated.

Subsequent evaluation of bids will be carried out in Amman, Jordan by an evaluation committee composed of representatives from Bibliothèques Sans Frontières.

The tenders will be evaluated according to the criteria listed below:

  • Ability to meet the requirements of the tender
  • Compliance with the terms and conditions of BSF
  • Technical offer: understanding of the terms of reference, methodology, experience of the consultant(s)
  • Financial offer: daily rates, number of days proposed, ancillary costs, overall offer corresponding to the available budget

Tenders will be assessed on the following Evaluation Criteria:

The evaluation of proposals will be based on a total of 100%, with the Technical Offer accounting for 85% and the Financial Offer for 15%. The Technical Offer will assess understanding of the Terms of Reference (5%), the methodology and description of the toolkit (35%), references and consultant experience (20%, split equally between experience in inclusion-related missions and experience in the target locations with relevant populations), CV(s) of key personnel and organizational capacity (15%), and the provisional workplan or estimated workload (10%).

Evaluation Process Notes:

All information relating to the project and included in the documents of this Call for Tenders or provided separately must be treated as strictly confidential by the bidder. The applicants agree not to disclose or publish any information relating to this Call for Tenders.

Similarly, any document provided by the bidder will be treated as confidential. Nevertheless, no bidder, including those not retained by BSF, will be returned to the bidders.

In the interests of transparency and equal treatment, the evaluation committee may ask the service providers, in writing, to provide clarifications concerning their offer within 48 hours, without them being able to modify it. Any such request for clarification must not be aimed at correcting any initial errors or shortcomings affecting the performance of the contract or distorting the competition.

Any contractor attempting to influence the evaluation committee in the process of examination, clarification, evaluation and comparison of bids, to obtain information on the progress of the process or to influence BSF in its decision regarding the award of the contract will have its bid rejected immediately.

The selection of the consultant will be conducted through a competitive evaluation process based on the technical and financial proposals submitted. The evaluation will be carried out by a selection committee designated by BSF.

The evaluation will follow a two stages process: technical evaluation followed by financial evaluation, and then a screening process. Only candidates who achieve the minimum technical threshold will be considered for financial evaluation.

Evaluation Methodology

  • Technical Proposal: 70%
  • Financial Proposal: 30%

Only candidates scoring at least 70/100 points in the technical evaluation will be considered technically qualified.

Notification of Award and Contract Signature

  • The successful bidder will receive a formal Notification of Award, confirming acceptance of their offer.
  • All unsuccessful bidders will be informed by email within fifteen (10) days of the award decision.
  • The successful tenderer will then proceed to sign the contract and agree to the terms, deliverables, and timelines as outlined in the TOR.