External Base line evaluation for Development through Livelihoods, Empowerment and Resilience Support (DELIVERS) Project At Islamic Relief

TENDER REFERENCE: IRK/BL/DELIVERS/001/10/2023.

FOR

TERMS OF REFERENCE FOR EXTERNAL BASELINE EVALUATION CONSULTANCY

‘DEVELOPMENT THROUGH LIVELIHOODS, EMPOWERMENT AND RESILIENCE SUPPORT (DELIVERS) PROJECT’

ISSUED ON: THURSDAY 14th MARCH 2023

CLOSING DATE: THURSDAY, 21ST MARCH 2023 11.00 AM

NAME AND CONTACT OF PROCURING ENTITY:

Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O.BOX 417 – 00202 KNH, Nairobi

Email: procurement.Irk@islamic-relief.or.ke

Islamic Relief

Kenya

Project: Development through Livelihoods, Empowerment and Resilience Support (DELIVERS) Project

Activity: External Base line evaluation for Development through Livelihoods, Empowerment and Resilience Support (DELIVERS) Project

Location: Kilifi and Mandera County

Duration: 35 days

BACKGROUND

IR Kenya started operations in Kenya in 1993 through a local CBO in Mandera District, Northern Kenya. It opened its fully-fledged office in March in 2006 at the height of drought in the Horn of Africa. Since then, it has been providing humanitarian and development assistance to vulnerable communities. Over these years IRK has remarkably changed the lives of the vulnerable and disadvantaged communities. In January 2010 and October 2011, IRK extended its operation to Wajir county and Garissa County; to serve both the local community and Refugee at Dadaab Camp. Islamic Relief Kenya is currently implementing programmes in the following sectors: Health and Nutrition; WASH (Water, Sanitation and Hygiene); Sustainable Livelihoods and Disaster Risk reduction (DRR); Child Welfare/Protection & Education; and Emergency Response. Over the years, IR Kenya has implemented various development and relief activities which have remarkably changed the lives of vulnerable and disadvantaged communities in Garissa, Wajir, Mandera, Kilifi, Marsabit and Kajiado Counties.

IR Kenya has a commitment to standards which ascribe to program quality and improved programming. This obliges us to conduct a baseline study for the DELIVERS project in the specific areas of the project interventions. The baseline study will provide the much-needed platform for the project implementation process and re-alignment of interventions to improve project relevance and effectiveness.

PROJECT SUMMARY

Development through Livelihoods, Empowerment and Resilience Support (DELIVERS) is a 24 month project aiming to empower the vulnerable communities in Kilifi & Mandera counties through provision of integrated interventions in the areas of education, WASH and Economic Empowerment. The project aims enhance access to inclusive and accessible education, improved alternative Economic Empowerment to the target households and increased availability of water for household use and food production.

A close partnership with the relevant county departments will be essential for the program’s successful implementation, IRK will ensure active engagement of relevant county departments and service providers in all stages of planning, implementation, and monitoring of the program, thus encouraging ownership and long-term capacity building. To the extent that resources permit, IRK will align target intervention and activities with county departments annual planning and County Integrated Development Plan, encouraging increased government responsibility for the targeted villages and building towards a gradual takeover of the WASH, Food Security and Livelihood and Education activities.

IRK will take deliberate steps to support Kilifi & Mandera communities in their journey to self-reliance through capacity building of relevant ministries at the National, County and Sub-counties levels, and increase efforts to involve county department officials in the routine monitoring and supervision of education, WASH and Economic Empowerment interventions. IRK will also provide adequate training for direct beneficiaries with the end goal of sustainable programming. The project will be anchored on three sustainable development goals covering WASH, Education and Zero Hunger.

Project goal/impact: Improved quality of life and household resilience to recurrent shocks in Kilifi South Sub- County, Kilifi County and Mandera North Sub County, Mandera Counties.

Project outcomes:

Outcome 1: Increased equitable Access to clean drinking water for drought-prone households (HCs) to use for domestic, livestock uses and crop production in Mandera and Kilifi Counties.

Outcome 2: Increased access to food security and household income among smallholder farmers and youth in Mandera and Kilifi Counties.

Outcome 3: Improved learning environment and learning outcomes for marginalized boys and girls to support learning and progression to next grade in Mandera and Kilifi counties.

Outcome 4: Strengthened community and stakeholder’s capacity to promote peace and enhancing social cohesion at the community level in an inclusive manner in Mandera County.

Project outputs:

Output 1.1: Improved access to safe drinking water and livestock.

Output 2.1: Empowered community on livelihood capacities.

Output 2.2: Local communities supported with livelihood and agricultural inputs security.

Output 3.1: Provision of Learning materials and dignity kits.

Output 3.2: Improved infrastructure to enhance safe learning environment.

Output 3.3: Enhanced Awareness creation on Child/Gender Protection.

Output 4.1: Strengthened Community Structures on Peacebuilding and Conflict Management.

Purpose and Scope of the Endline Evaluation
Scope and Methodology

The Baseline Assessment Purpose and Objectives

The baseline evaluation should establish the status, challenges, and opportunities within the target project areas in Kilifi and Mandera Counties guided by the project goals, outcomes, and outputs. This assessment should also provide a comprehensive understanding of the current WASH, livelihoods, education, and social cohesion context against which the project interventions will be implemented.

Specifically, the baseline assessment has the following objectives:

To assess the current access to clean drinking water for drought-prone households (HCs) to use for domestic, livestock uses and crop production in Mandera and Kilifi Counties.
To assess the current access to food security and household income among smallholder farmers and youth in Mandera and Kilifi Counties.
To assess the current learning environment and learning outcomes for marginalized boys and girls in Mandera and Kilifi counties.
To identify the main drivers of interclan conflicts and come up with feasible interventions to promote peace and enhancing social cohesion at the community level in an inclusive manner in Mandera County.
To guide realistic and feasible target readjustment for performance indicators where needed and to inform the planning and implementation process including MEAL systems.
Understanding of the operational environment and existing priorities in the target counties in the areas of intervention [used to update risk matrix].
Examine socio cultural beliefs and practices that have a high influence in gendered livelihoods activities and resilience opportunities.
Identify potential learning areas and learning approaches where IRK can systematically collect and review data on a regular basis for continuous learning and improvement both for the project and in future programming of a similar nature.

An appropriate mix of qualitative and quantitative methods will be used to gather and analyse data/information, to give a diverse perspective to the baseline, and to promote participation of different groups of stakeholders. The selected consultant will propose appropriate data collection methods, including sampling strategy, and survey tools for each type of stakeholder that follow established ethical guidelines. The baseline study must ensure that the data collected is disaggregated geographically as per the county, and sex, age, and disability desegregation (SADD) (male, female, other), age (children & youth, elderly), and people with disabilities (PWD). This project will reach approximately 6,000 directly and 30,000 indirectly.

The data collected should be supported by written documentation. Consultants are encouraged to suggest creative approaches beyond those mentioned in the TOR. However, the baseline assessment should encompass the following:
Reviewing existing literature, reports, and data relevant to food security, livelihoods, climate patterns, and socio-economic conditions in the target regions.
Conducting surveys in selected communities to gather primary data on household demographics, income sources, food access, agricultural practices, water availability, and coping mechanisms and social cohesion.
Engaging with key stakeholders, including community leaders, government officials, NGOs, and other relevant entities, to gather insights into local dynamics, challenges, and opportunities.
Analyzing the collected data to develop a comprehensive baseline report outlining the current situation and trends related to education, WASH, food security and livelihoods in the project areas.
Expected Outputs Deliverables

The expected key outputs and deliverables are:

Inception report (detailing consultant’s understanding of the assignment and methodology to be used and workplan to undertake the activity)
Cleaned dataset (for quantitative and qualitative data)
FGD score sheets/ reports/recordings and key informant interview forms/reports.
Related codebooks, and data analysis files (SPSS syntax files)
The inception and final reports shall be submitted in 3 hard copies and soft.
A PowerPoint presentation on the activity findings, conclusions, and recommendations.
An updated results framework with baseline data for project goal, outcomes, and outputs.
All field notes which should guarantee anonymity for the interviewees.

Reporting and dissemination plan of the Baseline study Report

The consultant must submit three bound copies and a soft copy of the final study report which is expected to be within 30 pages (without annexes) and with the following components:

Preliminary Pages (Title page, Table of Contents including a list of annexes, Acknowledgement, Executive Summary, List of Acronyms and Abbreviations, Definition of Terms and Concepts)
Introduction describing the programme background and context.
A description of the project, including the results framework and theory of change
Purpose and Objectives of the baseline study
Key study questions or objectives and a statement of the scope of the study, with information on limitations and delimitations
An overview of the study approach, methodology and data sources
Study findings.
Conclusion based on study findings.
Recommendations based on survey findings.
Appendices

Roles and Responsibilities

Role/responsibilities of the Consultant

Develop an inception report, detailing the study design, methodology, indicators, data- gathering tools, work plan schedule and budget to carry out the assignment agreed in consultation with MEAL coordinator.
Conduct desk‐review of relevant project documents
Develop quantitative and qualitative data gathering tools in consultation.
Conduct training for the data collection teams including pre‐testing of data collection tools.
Plan and coordinate quantitative and qualitative data collection.
Work with IR Kenya project team planning Study logistics
Data quality assurance
Review, clean and analyze data collected.
Present preliminary findings to project stakeholders for validation
Incorporate input from project stakeholders and submit final report.
Produce Baseline study report.

Role of IRK

Recruit external consultant for the baseline study.
Review and provide input on the consultant’s deliverables.
Guide on the engagement with consultant
Provide the consultant with background documents, reports and available secondary data for review.
Provide oversight during data collection.
Ensure smooth flow of consultancy engagement processes including contractual obligations.

Reporting

Lead ConsultantWill plan and coordinate data collection, review data, analyze it and prepare a high- quality report.

The consultant will report to the MEAL Coordinator and works closely with Field Coordinator/Manager. Project MEAL Assistant and Project Officers will support in coordination of data collection process.

Duration of the Assignment and logistics

The consultant should describe the evaluation’s overall schedule (i.e., duration, phasing, timing) as well as work hours, required preparation work, conditions that might affect data collection, meeting-arranging procedures, and needed and available office space (e.g., interviewers). However, below are some suggested timelines owed to the urgency of this assignment.

ITEM

# of days to

complete

Suggested

dates

Selection of the consultant

Inception meeting between IR Kenya and the consultant to discuss the understanding of the assignment 1

Review of project documents and submission of inception report

including data collection tools

Finalize inception report and datacollection tools basedon feedback received

Planning & actualization of consultancy logistics

Conduct training for enumerators including pre-testing, and prepare for fieldwork

Conduct data collection

Data cleaning, analysis and submission of data tables and syntax files

Drafting and submission of preliminary report

Validation workshop with IR Kenya

Drafting andsubmission of draftfinal report afterincorporating input on preliminary report and from the validation workshop

Incorporation offinal report reviewcomments and submission of final report to IR

TOTAL

Consultants Qualifications, Skills, and Experience

The Consultant/s will possess the following minimum skills;

A minimum master’s degree in social sciences or relevant field
At least 6 years’ experience undertaking development projects evaluations and/or assessment for Food security, livelihoods, and integrated projects.
Must have led at least two to three similar/assignments in the past 4 years.
Proven skills in research, monitoring, and evaluation.
Proven experience in conducting qualitative, quantitative, and mixed methods evaluation studies.
Computer proficiency with good knowledge of MS office (Word, Excel,
PowerPoint) and SPSS desirable
Experienced in undertaking development projects evaluations in Kenya.
Excellent analytical and report writing skills.
Excellent written and spoken English.
Excellent time management skills
Ability to work well both independently and in a team.
Excellent conflict sensitive approaches and able to work in highly sensitive environments.

ETHICAL CONSIDERATIONS
- IRW recognizes the personal dignity and rights of children and vulnerable adults, towards whom it has a special responsibility and duty of care and respect. The consultant is expected to adhere to IRW Safeguarding policy and sign as an appendix to their contract of engagement and agree to conduct themselves in accordance with the provisions of these documents.

The below ethical considerations will be adhered to during the evaluation survey:

The evaluation will be conducted by an independent and impartial external consultant assisted by IR Kenya MEAL Teams.
Quantitative data will be obtained from a randomly selected representative population sample.
Assert that their participation in the survey will be voluntary. and they are aware that they can opt out at any time. (Note that participants may leave or refuse to answer any question at any time and that this will not affect their standing with the organization)
Anonymity, confidentiality and safeguarding of survey data will be guaranteed.
There will be no risks and benefits for individual participants.
The culture, norms and traditions of study populations will be respected.
Consent will be sought prior to commencing data gathering.
Views and opinions of the different survey subjects will be respected.
For interviews with children, there will be an informed consent process to ensure that all children, their parents/guardians and vulnerable adults are fully aware of all aspects of the evaluation process and voluntarily provide their consent to take part. All caregivers/guardians will be asked to provide informed consent for children’s participation in the study, in line with UNCRC’s recognition of children’s evolving capacities and a parent/guardian’s responsibility to ensure a child’s well-being and safety.
All the respondent’s data will be kept in a confidential way and shared only with the consent of IR Kenya

Products rights and ownership

The ownership of the evaluation reports and associated products will belong to IR Kenya and any documents or publications related to this evaluation will not be shared externally except with the consent of the IRK country director.

How to apply

Submission of interest

Capability statement: How the consultant or firm is structured for the assignment, the role each staff will play including the CVs of the key personnel who will take part in the consultancy.

Interested Firms/candidate/s who fully meet the above criteria are invited to download the RFQs from IRK website (https://islamic-relief.or.ke)and send their bids along with the following:

Technical Proposal: The consultant’s understanding and interpretation of the Terms of Reference (TOR), a detailed methodology on how the data collection and analysis will be done and detailed implementation schedule for the study as well as any other proposed approaches the consultant may deem fit for this baseline study.
Financial proposal: Itemized budget proposal that should include the consultancy fees and operational costs.
References: Names, addresses, telephone numbers of three organizations that you have conducted baseline/evaluations for within the last three years, that will serve as your professional referees.
List of evaluation reports: Final reports for the baselines or evaluations conducted for the three reference organizations provided.

Applications are to be submitted on or before 15:00 HRs (EAT) on 21st March 2024. The subject of the application letter should read EOI: DELIVERS PROJECT IN KILIFI AND MANDERA COUNTIES BASELINE EVALUATION CONSULTANCY and the Cover letter should be addressed to:

Clarification of Bidding Documents

A prospective bidder requiring any clarification on the bid documents may notify the IRK through email E-mail address: procurement.irk@islamic-relief.or.ke . IRK will respond in writing to any request within the deadline.

Complains Contact Detail:

Email Address: Complaints@irworldwide.org

Tel: 0700200849

Mandatory Requirement:

S/N

Requirement Description

Score: YES/NO

Certificate of incorporation
Business Permit
Tax Compliance
Directors’ ID
CR12
Fully filled tender dossier
All pages serialised
Tender Envelopes Sealed, clearly marked with company details & stamped

NB: Bids lacking any of the documents listed as Mandatory will lead to automatic disqualification and shall Not be considered for both technical and financial evaluation

Technical Requirement:

S/N Requirement Description

Yes/No

Brief Company Profile with verifiable physical location/address

Evidence of Past Experience in similar work done the past three years (Minimum three signed & stamped contracts/LPOs)

CV’s of all consultants including the lead consultant

A proposal including, planned activities, methodology, deliverables, timeline, and cost proposal (including expenses) are expected.

Number of years in operation (at least 5years of existence)

List of Referees with their contact details (Name, telephone number, Email, location, and Organization)

PASS MARK – 80%

NB: Bids who will not score 80% and above in the technical analysis will automatically be disqualified and shall Not be considered for financial evaluation.

Financial Requirement:

S/N

Description

Score

Within Budget (10% variance)

Certified Bank statement for the past months (1st Jan-30th June 2023). The bank statement must have a balance to cater for the quoted amount).

Evidence of Certified letter of credit facilities from a reputable bank, Cash/Bank balance

Pass mark 75%.

NB: Bids that will not score 75% and above in the financial analysis shall not be considered for the due diligence

Applications are to be submitted on or before 14:00hrs (EAT) on 21st March 2023. The subject of the application letter should read EOI: DELIVERS PROJECT IN KILIFI AND MANDERA COUNTIES BASELINE EVALUATION CONSULTANCY and the Cover letter should be addressed to:

Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O Box 417-002032 (KNH)

Nairobi, Kenya

All applications should be dropped at IRK Office tender box on or before the deadline given. Incomplete applications will not be considered, and only successful candidates will be contacted. Any form of canvassing will lead to automatic disqualification.

Tender Schedule

Task

Date

Advertising of Tender

14th March 2024

Closing of Tender

21st March 2024 2.00 pm

Opening of Tender

21st March 2024 2.30 pm

Evaluation

25th – 29th March 2024

Award

29th – 30th March 2024

SECTION II: QUESTIONNAIRE

It is mandatory that a potential bidder avails the information required in the questionnaire (i.e., section A to F) then sign and stamp same.

A: Organization and Contact Details

Full Name of Organization

Date of Registration

Registration Certificate Number

Street

Road

Address

Code

Town

Email

Telephone No.

PIN No.

Other Certificate

Type of Organization

A Public Limited Company

A Limited Company

A Limited Liability Partnership

Other Partnership

Sole Trader

Other (Please Specify)

Name of Owners/Director

No.

Name

ID/Passport No.

Nationality

DETAILS FOR CONTACT PERSON

Contact details for enquiries about this tender

Name of Staff

Address

Post Code

Town

Phone

Mobile