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Terms of Reference for Project Evaluations (Baseline,Endline and Ex-post)

  • November 10, 2023
  • Posted by: humanitarianweb
  • Category: Humanitarian Jobs
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Organization: Hand in Hand Eastern Africa
Posted:
Closing date:

Title of project: Increasing Net-Worth of Underserved Actors (INUA)

Project Implementation Area: Kenya: Nanyuki; Muranga; Chuka; and Meru

Tanzania: Manyara and Singida

Task: Project Evaluations (Baseline, Endline, Ex-post)

Period: Approx. 35 days per evaluation phase (Approx. 140 days in total)

Background

Since 2003, across a network stretching from Afghanistan to Zimbabwe, Hand in Hand has helped create or improve some 4 million jobs – 90 percent of them for women. We focus on women because they face unique barriers to starting an enterprise and generating an income. At the same time, for every dollar they earn, they spend 90 cents on their families and communities. Hand in Hand International, based in London, forms part of the network which provides support to both Hand in Hand Eastern Africa (HiH EA), based in Nairobi, Kenya and Hand in Hand Tanzania (HiH TZ) based in Arusha, Tanzania.

The Hand in Hand model operates in four key stages. First, we create community groups, made up mainly of women, who support each other, save together and learn together. Then, we train them in enterprise and vocational skills, to help them start or develop small businesses that make use of their skills and potential. Next, we provide access to microloans that are always paid back thanks to support from the group. Finally, we help scale members’ businesses and take them to bigger markets, which in turn benefits their families and communities. Across both Kenya and Tanzania using our bespoke model, Hand in Hand has so far has trained over 400,000 members (80% women, 40% youth) who have created over 390,000 enterprises and over 540,000 jobs.

Project description

The agricultural sector plays a crucial role in the economies of Kenya and Tanzania, with smallholder farmers representing a significant portion of the workforce. However, many smallholder farmers face challenges in accessing relevant and practical resources that can empower them to transition from subsistence farming to successful entrepreneurship. To address this gap, Hand in Hand East Africa HiHEA and HIH TZ are embarking on a 3.5-year project, (July 2023 – December 2026).

The Increasing Net-Worth of Underserved Actors (INUA) project seeks to increase the number of people reached through HiHEA’s four-step model of enterprise development in Kenya and Tanzania. The overall objective of the project is to reduce poverty and improve household wellbeing for 8,800 people in Kenya and 14,000 people in Tanzania, creating a total of 14,910 enterprises and 19,300 jobs in the process. Specifically, the project seeks to support members to grow their business’ working in the following value chains, dairy, poultry, sunflower, and commercial beekeeping.

The project seeks to achieve the following key result areas:

  • To lift the majority of its 22,800 members above the World Bank international poverty line of US $2.15.
  • To lift a significant proportion of its 22,800 members to above US $3.65 a day

The Evaluations

Hand in Hand International is now seeking an external evaluator (baseline, endline, and ex-post ) for this project, to assess its baseline conditions and progress against key outputs, outcomes, and impact indicators.

The project is divided into two cohorts. Each cohort consists of the following number of members in Kenya and Tanzania:

Country

Cohort 1 members

Cohort 2 members

Total

Kenya

4,400

4,400

8,800

Tanzania

5,770

6,730

12,500

Grand Total

21,300

Each Cohort will be assessed at Baseline (prior to beginning training) and Endline (upon completion of training). Additionally, a Ex post evaluation (approximately 11-12 months after completing training) will be conducted for Cohort I.

The evaluations will proceed in four phases, as outlined below.

Objectives

The key objectives of the evaluations include;

  • To assess the relevance of the project design and implementation, in terms of meeting the needs and priorities of the target group;
  • To assess the coherence of the project design and implementation, in terms of coordination with, or duplication of, other efforts in the area;
  • To assess the effectiveness of the project design and implementation in achieving its objectives and results, according to the indicators set forth in the project MEL plan;
  • The assess the efficiency of the project design and implementation, in terms of resource utilization and cost-effectiveness;
  • To assess the impact of the project on the target group, in terms of improved quality of life.
  • To assess the sustainability of the project outcomes, in terms of the ability of the target group to maintain the improvements after the project ends.
  • To assess the impact of the project on gender dynamics, capacities and vulnerabilities in relation to project focus areas;
  • Where relevant, Identify tangible, actionable recommendations that can be implemented by the project team to improve intended impact.

HIH International is seeking an independent evaluator firm to undertake this assignment in Kenya and Tanzania. In conjunction with HiHI and HiHEA, the evaluator will be responsible for designing the evaluation approach and data collection tools, conducting data collection (preferably in-person) and ensuring data quality, cleaning and analysing the data, and writing evaluation reports, including designing data visualisations where relevant.

The selected firm is expected to remain available for all phases of evaluation as described in this TOR, however, unsatisfactory performance may result in a termination of contract.

HIH International will provide all supporting documents necessary to ensure the assignment is completed successfully, including the project proposal narrative, logic model, and MEL Plan; a survey template with our standard indicator questions and answer options; and the HiH evaluation report template. The data collection tools and data analysis prepared by the consultant must align with the indicator definitions and calculation/analysis guidance provided in the MEL Plan.

Scope of Work

The consultant will be required to undertake at a minimum the following;

  • Desk review of the project documents to understand the project design;
  • Develop the sample design and strategy for the surveys and any qualitative data collection (for both Kenya and Tanzania)
  • Design/adapt/refine (as appropriate) the data collection tools – both quantitative and qualitative;
  • Map the relevant evaluation questions and indicators to the data collection tools (e.g. each survey/interview/focus group question must clearly correspond with an evaluation question or indicator);
  • Translate the data collection tools as necessary into local languages (usually Swahili)
  • Program the survey in Kobo or another approved data collection platform;
  • Conduct a pre-test (pilot) of the tools and finalize them, incorporating changes;
  • Select and train enumerators and field supervisors for data collection, including developing user guide documentation e.g. enumerator supervision manuals, etc.;
  • Plan the field work logistics;
  • Supervise survey implementation and ensure quality control, including consistent identification and treatment of non-responses, out-of-range responses, coding errors, and outliers;
  • Supervise qualitative data collection, including key informant interviews and focus groups discussions, as relevant.
  • Ensure adherence to all ethical guidelines of conducting research, including obtaining informed consent from all respondents and protecting personal data.
  • Clean and analyze all quantitative and qualitative datasets;
  • Following each evaluation , write/update one evaluation report, using the HiH evaluation report template provided. Subsequent evaluation reports should incorporate findings from the previous report(s) (i.e. the cohort 1 endline will compare against findings from the cohort 1 baseline; the cohort 2 baseline will compare against the cohort 1 baseline), so that by the end of the project we have one final comparative evaluation report bringing together the quantitative and qualitative findings of all cohorts;
  • With draft evaluation report, submit raw, cleaned, and worked datasets to HiH in .xlsx or .csv format;
  • With draft evaluation report , submit qualitative transcripts/notes to HiH in .xlsx or .docx format;
  • Hold a validation workshop (virtual/physical);
  • Incorporate feedback from HIHEA and HIHI;
  • Submit a final report.

Approach and Methodology

The evaluator must use a mixed-methods approach, focusing particularly on project effectiveness according to the indicators set forth in the project MEL plan. The evaluator must ensure all relevant project indicators are addressed.

Deliverables (per evaluation phase)

  1. The inception report (including clear plans for sampling; enumeration selection, training, and supervision; fieldwork logistics; data analysis; and ensuring data quality) along with the validated quantitative and qualitative data collection tools which are mapped to the evaluation questions and indicators (max. 15 pages);
  2. Post-field work report, describing the sample reached, number of surveys/interviews/FGDs conducted, and any challenges/limitations of data collection (max. 5 pages);
  3. Draft zero report (soft copy) in word.docx. (max. 30 pages excluding annexes);
  4. Draft-one report incorporating changes or comments generated in the draft zero. (max. 30 pages excluding annexes);
  5. The final evaluation report (max. 30 pages excluding annexes); including an Executive Summary of no more than 2 pages – ;
  6. Include appendices such as data collection tools, indicator construction, data logs, respondent list for KIIs, etc.;
  7. Raw data sets in an accessible format (.xlsx or .csv);
  8. Cleaned and worked datasets in an accessible format (.xlsx or .csv);
  9. Qualitative transcripts/notes in an accessible format (.xlsx or .docx);
  10. A power point presentation of the report (max 50 slides) .

Submitting Proposals

HiH International requests consultants to submit proposals to respond to this Terms of Reference as outlined above. We expect the consultancy firm to demonstrate the skills and experience outlined below (or equivalent):

  1. The lead consultant must have a minimum of 10 years’ experience in field research and evaluation of community development, value chain or livelihoods projects;
  2. The lead consultant must have a Master’s or Ph.D. in statistics, economics, data science, monitoring and evaluation, international development, or a related field.
  3. The firm must demonstrate evidence of:
    • past relevant evaluation assignments in rural areas of Kenya and Tanzania;
    • previous experience running multi-country evaluations from baseline through endline
    • experience implementing evaluations in rural livelihoods, agriculture, value chains development
  4. The firm must have a proven track record of enumerator recruitment, selection, training, and supervision, with preference given to firms that already have a roster of qualified local consultants in the project implementation and evaluation areas;
  5. The firm must have experience in digital data capture (also known as CAPI) and established procedures to ensure high quality data collection;
  6. The firm must have experience in qualitative and quantitative data analysis, with the ability to clearly present findings in a concise, analytical report.
  7. Strong attention to detail with excellent communication and interpersonal skills, including the ability to discuss research concepts and data to diverse audience.
  8. The firm should demonstrate familiarity and experience with gender- and culturally sensitive evaluation approaches. The firm should have a demonstrated understanding of
  9. small, medium and micro enterprises; women’s economic empowerment; , and agricultural value chains.
  10. Firms with an established presence in East Africa, ideally in Tanzania or Kenya, will be at an advantage

The proposal should include the following (maximum excluding CVs: 20 pages):

  1. A short outline of evaluation approach, research design and methodology for the Evaluation (Max. 5 pages);
  2. A proposed workplan and timeframe for the Evaluation setting out the phases (see phase plan above), the number of consultants and the number of days (Max. 2 pages);
  3. The anticipated challenges and dependencies likely to affect the implementation of the Evaluation and how these should be addressed (Max. 1 page);
  4. A description of how to ensure data quality throughout the process/assignment (Max. 2 pages);
  5. A description of relevant previous assignments, demonstrating the required skills and experience outlines above (Max. 2 pages);
  6. A summary of the most relevant skills and experience of the proposed evaluation team, and what their respective roles will be throughout this assignment. This should include an allocation of days for each team member.
  7. CV’s of the lead evaluator as well as other key members of the evaluation team, showing relevant previous assignments and clients. (Annex CVs separately; Max 2 pages per CV);
  8. A detailed fee quote and rationale for the consultants and an estimate for the operational costs (Max. 2 pages)

Budget and Payment

The consultancy firm will provide a budget, with a breakdown of the consultants’ fees and logistical expenses. The terms of payment will be negotiated upon signing of the contract.

Timeline and Deliverables

Electronic submission of proposals will be made to admin2@hihinternational.org 21stNovember 2023 at 1700 hours GMT.

Suggested Evaluation timeframe

  • Advertisement and Tender bids deadline: 3rd Nov – 21st Nov
  • Consultant interviews: 6th – 8th December
  • Evaluation Phase 1: Jan-Feb 2023
  • Evaluation Phase 2: Nov – Dec 2024
  • Evaluation Phase 3: Nov – Dec 2025
  • Evaluation Phase 4: Nov – Dec 2026

Award criteria

The evaluation of the quotations will be based on the best value for money, weighing up technical quality (the methodology and the CV of the consultant) and price of the quotation.

Assessment of the proposal

The assessment of the proposal paper will be based on the following criteria:

  • Responding to the scope of work outlined in the Terms of Reference
  • Demonstrable experience of the firm
  • Previous experience of the key consultants involved in the project

Value for money

Assessment of the Prices

The contractor will have to make provisions for covering all costs associated with the assignment including relevant taxes. Remuneration is based on submission of agreed deliverables.

Appointment

Shortlisted applicants may be called to interview and/or requested to submit samples of work.

Management of consultant(s)

The appointed consultant will be managed by Hand in Hand International. The consultant will make themselves available for weekly coordination meetings with HiH I, HiH EA and HiH TZ throughout the evaluation phases, until the final report is delivered and signed off.

How to apply

Electronic submission of proposals will be made to admin2@hihinternational.org 21st November 2023 at 1700 hours GMT



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