Terms of Reference
Final Evaluation of Project: “Integrated Emergency WASH and Shelter support to EQ affected communities in District Shangla, KP.”
1. Context and Programme Background
The Organization, with the financial assistance of European Commission, initiated integrated emergency response project focused on WASH and Shelter assistance to 2015 Earthquake affected communities of District Shangla. The project is implemented by a national organization with technical assistance of project owner. The project was initiated in May 2016 with the proposed completion month of December 2017. Due to security constraints and delays in NOC issuance from relevant Government Authorities, the project will be completed by 30th April 2018.
2. Brief description of the project, including goal hierarchy and target groups
Project Goal:
Contribute to improved access to emergency shelter and WASH services for earthquake affected communities residing in District Shangla, Province Khyber Pakhtunkhwa.
Project Outputs:
Result 1: Earthquake affected individuals in District Shangla have improved access to safe water
Result 2: Target beneficiaries affected by earthquake have access to adequate sanitation facilities
Result 3: Communities affected by EQ have an improved understanding of proper hygiene practices and demonstrate positive behavior change
Result 4: Increased access to NFIs and shelter material in line with Shelter guidelines for supporting safer reconstruction of shelter
Result 5: Faith actors have agreed to accompany local communities and minority groups to protect their right to peace and security
1. Purpose of the Final Evaluation
The purpose of final evaluation is to assess project design and implementation, overall progress with emphasis on results, achievements with a special focus to:
- Provide an understanding of project achievements and challenges including focus towards addressing DRR issues related to WASH and Shelter assistance;
- · Assess actual outcomes against Key Result Indicators of WASH and Shelter assistance
- · Assess the quality of community mobilization and feedback mechanism (community / individual) used in the project.
- · Assess the level of acceptability, ownership and sustainability of structural (WSS, Sanitation facilities & Shelter) and non-structural (VDCs, Hygiene promotion, Capacity building) support provided to communities during the project
4. Scope of Work
The evaluation team will outline proposed methodology (including tools), produce a work plan and an itinerary for the consultancy and discuss these with the contracting organization to ensure that both parties have the same understanding of the Evaluation’s salient features. If the evaluation questions needs to be refined, the opportunity to do so. When conducting the Evaluation, the team should focus on:
Efficiency and effectiveness:
- Assess the initial project design in focussing on the efficiency and effectiveness of implemented activities.
- Are the main issues for sustainability (management and financing of O&M) in place for communal water schemes?
- Assess the efficiency of the project by comparing the allocated resources with results obtained. The evaluation should present a measured opinion on whether the results obtained justified the costs incurred. (Cost / sanitation unit)
- Examine delivery of project’s expected results in terms of quality (Constructed facilities, VDCs & capacity building) and quantity(Number of people assisted vs number of provided facilities) . Were they delivered in a timely manner? To what extent did factors outside the control of the project design and management affect project implementation and attainment of objectives?
- Did the project address the key hygiene risk behaviour of the target group, did the project use adequate communication channels targeting the different target groups and what is the result in terms of knowledge and behaviour change?
- Focussing on administrative procedures including procurement and logistics, analyse the work of contracting organization and the implementing partner in a future projects in the light of lessons learnt.
- · How far the rights based approach was applied and what ORGANIZATION should do in future projects.
Relevance:
- How far the has the need based approach followed during project design and implementation including beneficiaries identification, VDCs’ formation and capacity building of the targeted communities on DRR
- Analyse how the project approach fits within other work being done on WASH and DRR by other CSOs within the same district. .
Risk Management:
- Analyse the security and other related risks involved in producing the expected results?
- Give a measured opinion on whether the project has dealt effectively with all matters related to risk management
- How far the delays in provision of NOC from Government has hampered timely completion of project and measures taken to minimize the risk.
- Stakeholders (local District Govt and Community) involvement and consultation during the course of implementation of the project ?
- Steps taken to ensure compliance with procurement manuals of ECHO and ORGANIZATION
- Steps taken to ensure safety and security of the staff working in the field and compliance with guide lines of ORGANIZATION security Manual
Cross-cutting themes:
- Review the project from a gender perspective and consider whether all aspects of funding organization’s policy relating to gender issues in WASH programme has been adequately handled in the project.
- Women VDCs formed and its sustainability.
- Analyse, how far the project catered environmental protection during construction work (including waste water disposal). Does the existing sewage mechanisms satisfactory?
- Analyse, if the distribution and utilization of rehabilitated water sources minimized or increased communities’ conflicts
- Give an opinion on possible strengths and weaknesses in organizations’ (Project Owner and Implementer) management routines and administrative procedures
2. Implementation of the Evaluation:
Composition of the Evaluation Team: The contracting organization will hire local consultant (s) (having at least one female team member for data collection) having sufficient knowledge/experience in the field of WASH, DRR and humanitarian response work in Pakistan in addition to sufficient experience in finance and administration.
- Terms and Conditions: The contracting organization will offer a daily consultancy fee commensurate with the background and experience of the consultants. Travel and logistical arrangements will be made by the consultants themselves within the consultancy fee in an economical fashion.
- Sources of information and methodology to be employed: The contracting organization shall provide necessary documentation to the Consultant, while consultant should submit detailed inception report proposing tools, sampling criteria, and sample size and detailed methodology.
- Division of responsibility between the consultant/team, the contracting organization: The consultant is expected to recommend scope for improvements at the programmatic level. The team shall furthermore be encouraged to apply a participatory and inclusive approach throughout their evaluation work. The consultant will arrange the division of labor between themselves, but the team leader will be responsible for the production of the report. The consultants will need to make all arrangements for travel, meetings and other practical matters related to logistics and working contacts on their own and with minimal assistance from the contracting organization. The team members will be using their own personal computers and other relevant equipment for the assignment.
- Timetable for preparation, field work and finalization of report: The assignment including the field work and submission of final report shall be undertaken in 30 work days starting from April 15, 2018 and ending on May 30, 2018.
- Budget: The detailed budget and terms and conditions for the consultants will be separately spelt out in their respective contracts.
3. Reporting
The consultant shall be responsible for:
- Desk study, field work including meetings with the contracting organization, local implementing partner and beneficiaries.
- Submit draft report simultaneously to the contracting organization for comments on factual issues and for clarifications;
- Consolidate the comments received from the contracting organization and submit final report within the timeframe agreed. The final approved report shall be submitted in hard copy as well as in electronic format by May 28, 2018.
- Debriefing the contracting organization upon completion of work, if required.
Description of required report format:
- Table of contents and acronyms
- Executive Summary
- Methodology and constraints
- Clearly identified findings
- Clearly identified conclusions and recommendations- and connection between them.
- Lessons learned
- Sustainability
- Recommendations
- Appropriate Annexes including tools and present TORs
- The report shall be submitted in 2 hard copies and also in electronic form.
The report shall be in English with maximum limit of 18 pages, i.e., 2 page executive summary, 16 page report according to the above mentioned format. The annexes should contain references and information about any literature consulted, data collection instruments, project LFA with end of project evaluation value entered, the ToR, and list of interviewees and any additional information required.
4. Budget
The detailed budget and terms and conditions for the consultant will be separately spelt out in the respective contract. The applicant shall make the payments as agreed in the contract with consultant. Preferably 50% of the payment will be given at signing of the contract, while 25% on completion of field activities and rest of the 25% on approval of the report. The applicant will cover consultancy fees and other related expenses in PKR for the entire evaluation study.
Annex 1 (to be included in the contract)
Time frame
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Action
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Deadline
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Advertise consultancy
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6 –11 April, 2018
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Shortlisting and Interveiws
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12– 13 April, 2018
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Recruit consultant and develop contract
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16 April 2018
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Review of proposed tools and questionnaires
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20 April 2018
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Consultant to deliver
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Data collection - Field Visit (Village meetings, FGDs, Household Survey, KKIs)
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20 – 30 April 2018
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Data Punching, Analysis & submission of first draft
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1 – 10 May 2018
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Draft Report
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15 May 2018
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Revision and submission of Final report
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28 May 2018
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APPLICATION PROCEDURE AND DEADLINE FOR SUBMISSION:
Interested applicants are requested to submit the following information as part of the initial bid. All documents should be submitted to [email protected] by April 11, 2018 till 1300hrs. (Only shortlisted firms / candidates will be contacted).
1. Profile of consultancy firm, CVs of lead and team member(s), and only CVs of persons in case of individuals to carry out assignment.
2. Technical proposal outlining the approach to be followed in designing and conducting the assignment (including key deliverables and tools).
3. Detailed financial proposal including logistical and accommodation costs. The budget proposed will be evaluated alongside the technical proposal and the organization reserves the right to make alternative suggestions on costing.
4. Three references (at least two of whom must be familiar with your work).
5. An example of a recent and relevant assignment report.
Qualification or specialized knowledge / experience required
1. At least 5 years of relevant professional experience in evaluation of humanitarian projects. Teams that have experience with ECHO/European donors will be given preference
2. Working experience in KP, preferably in Shangla District, is desirable
3. Strong analytical skills in Excel, SPSS and other data analysis software
4. Excellent report writing and inter-personal communication skills;
5. Demonstrate adequate capacities to organize and complete assignment within the specified time frame
6. The applying consultant/firm must be tax filer having valid NTN and registration with relevant authorities