TENDER NOTICE: Request for Quotation for a Consultant to develop Building Permit Handbook

Job Description

Scope of Work 

The consultant will:

1. 1. Review existing frameworks: Analyze the National Country Planning Act and current building permit procedures.
   2. Stakeholder consultations: Engage MLHCP staff, FCC, WARDC, Stakeholders, partners, and community representatives to identify gaps and needs.

• Integration of the Digital Permit Platform

1. Review the Ministry’s existing and planned digital e-permit platform and incorporate its functionality within the Planning and Building Permit Handbook.
2. Develop a clear user guide outlining how applicants, developers, and community members can access and utilize the digital platform to: 

• Submit permit applications.
• Track and monitor permit status and approvals.
• Access planning and permitting information.

1. Include a practical roadmap for the phased adoption and use of the digital permit system by communities and stakeholders.
2. Highlight how digitization supports transparency, accountability, efficiency, and reduces opportunities for revenue leakage through automated processes, digital record management, and enhanced oversight.

• Behaviour Change, Communications, and Public Awareness

1. Design and integrate a comprehensive behaviour-change and public awareness component aimed at promoting compliance with planning regulations and permit fee requirements. This will include:
2. Development of a Communication and Public Awareness Strategy to support dissemination of the Handbook and Simplified Act.
3. Creation of audience-specific key messages targeting: 
   1. Property developers.
   2. Contractors and building professionals.
   3. Local authorities.
   4. Community leaders.
   5. General public.
4. Development of Information, Education and Communication (IEC) materials, including: 
   1. Leaflets and flyers.
   2. Posters.
   3. Radio discussion and public service announcement scripts.
   4. Social media content and messaging templates.
5. Preparation of a Community Engagement Plan outlining approaches for stakeholder sensitization and outreach.
6. Translation of key messages and communication materials into Krio and other relevant local languages where appropriate.
7. Development of a Frequently Asked Questions (FAQ) Booklet addressing common concerns relating to planning permissions, building permits, fees, compliance requirements, and use of the digital permit platform.

1. Draft Handbook: Develop clear step-by-step guidance on planning approval and building permit processes.
2. Simplify the Act: Translate key legal provisions into accessible language, ensuring clarity for non-technical audiences.
3. Validation workshop: Present drafts to stakeholders for feedback and refinement.
4. Finalize outputs: Incorporate feedback, produce final versions, and deliver print-ready documents.

Expected Results/Deliverables

By the end of the consultancy, the following results are expected:

• Accessible Guidance Tools

1. 1. A clear and user-friendly Planning and Building Permit Handbook that standardizes procedures and clarifies requirements for developers, professionals, local authorities, and the public including a dedicated chapter on the digital e-permit platform and user access guidance.
   2. A simplified, abridged version of the National Country Planning Act, translating complex legal provisions into plain-language guidance.
2. Communication and Public Awareness Strategy
3. IEC Materials Package (leaflets, posters, radio scripts, and social media content).
4. Community Engagement Plan.
5. Frequently Asked Questions (FAQ) Booklet.
6. Translation Package of key public-facing materials into Krio and other agreed local languages.
7. Final consultancy report documenting methodology, stakeholder consultations, key findings, and recommendations for nationwide dissemination and adoption.

Outcomes

• Strengthened Local Enforcement Capacity

1. 1. 1. Local authorities are equipped with practical tools to enforce planning regulations consistently.
      2. Improved coordination between MLHCP, FCC, and other stakeholders in applying the national planning framework.

• Promotion of Climate-Resilient Development

1. 1. 1. Safer, more orderly, and climate-resilient urban and peri-urban growth aligned with national planning objectives.
      2. Increased stakeholder confidence in the planning system, fostering long-term sustainability.

• Improved Transparency & Compliance

1. 1. Enhanced understanding of planning and building permit processes among stakeholders.
   2. Reduced informal development practices due to clearer guidance and standardized procedures.

• Institutional Ownership & Sustainability

1. 1. MLHCP and FCC formally adopt and disseminate the handbook and simplified Act.
   2. Stakeholders recognize the tools as authoritative references for planning and building permit processes.

• Enhanced Transparency and Digital Governance

1. 1. Stakeholders are able to access and navigate the digital permit platform to track permit applications and approvals.
   2. Increased transparency and accountability within the permitting process.
   3. Reduced revenue leakage through strengthened digital permit management and payment systems.

• Improved Public Awareness and Compliance

1. 1. Increased public understanding of the value and importance of planning and building permit compliance.
   2. Greater awareness of how permit fees contribute to orderly development, service delivery, urban resilience, and community benefits.
   3. Improved voluntary compliance with planning regulations and permit fee requirements.

• Strengthened Citizen Engagement

1. 1. Communities have access to user-friendly information resources, communication materials, and FAQs that facilitate informed participation in the planning process.
   2. Broader public access through materials available in Krio and other local languages.

Deliverables & Payment Schedule

The consultant will be paid in installments to ensure successful completion and submission of the agreed deliverables. Payments will be made upon approval of each deliverable by CRS and MLHCP.

Measurement Methods

• Document review: Quality and clarity of drafts assessed against international best practice.
• Stakeholder feedback: Validation workshop outcomes integrated into final versions.
• Usability testing: Pilot use of handbook and simplified Act with MLHCP staff and local authorities.
• Final approval: Endorsement by CRS and MLHCP.

Work Plan (Indicative Timeline)

• • Week 1: Inception, consultations, work plan.
  • Weeks 2–3: Draft Handbook development.
  • Weeks 3–5: Draft Simplified Act development.
  • Week 5-6: Validation workshop.

• Weeks 6–7: Finalization and submission of deliverables.

WORK PLAN