Consultancy for Baseline Evaluation in Mandera Under

RACIDA’s ILSP Project

DETAILS

Link: https://www.developmentaid.org/tenders/view/1133282/consultancy-for-baseline-evaluation-in-mandera-under-racidas-ilsp-project

Location: Kenya

Category: Consulting Services

Type: Organisation & Individual

Donor: United States Agency for International Development (USA - HQ)

Budget: N/A

Sector: Monitoring & Evaluation

Date posted: 20 Jun, 2023

Date modified: 20 Jun, 2023

Deadline: 03 Jul, 2023

REQUEST FOR PROPOSAL

Reference No: RACIDA/USAIDBHA-MDR2023/2024-001

Consultancy for Baseline Evaluation in Mandera

Under RACIDA’s ILSP Project

Rural Agency for Community Development and Assistance (RACIDA) in Partnership with USAID’s Bureau for
Humanitarian Assistance (BHA)

Document Release Date: 17th June 2023

Deadline for Submission of Bids: 3rd July 2023

Time: 23:59 PM EAT

Submission Method: Email

Disclaimer: RACIDA reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw
from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any
time, without prior notice and without liability to compensate and/or reimburse any party

Synopsis of the Request for Proposal (Individual Consultant / Registered firm)

Solicitation Reference No.

RACIDA/USAIDBHA-MDR2023/2024-001

Title of Solicitation
Consultancy for Baseline Evaluation in Mandera

Under RACIDA’s ILSP Project.

Issuing Office & Address

Rural Agency for Community Development

AssistanceWebsite: www.racida.org

Point of contact for clarifications, questions and amendments

RACIDA General Procurement, [email protected]

Email Address for submission of Proposals/ Quotes

RACIDA General Procurement, [email protected]

Solicitation Issue Date

17th June 2023

Initial Deadline for Submission of Proposals

3rd July 2023 23:59 PM East African Time

Anticipated Award Type

Consultancy Agreement

Submission and Evaluation Criteria

Bidder must provide the below listed information:

Mandatory Eligibility Requirement

Must be an Individual Consultant/ Registered Consultancy Firm

Must submit CV of Key Personnel
Must submit a certificate of Incorporation/ Business Registration
Must submit a certificate of Tax Compliance.
Must Submit Business KRA PIN
The firm shall not be sanctioned or blacklisted by any government or institution

Technical Evaluation Criteria

1. Consultant Academic and Professional Qualification-20%

2. Consultant’s Prior Work Experience- 35%.
3. Methodology/Approach- 35%
4. Language and analytical skills -10%

NB. The minimum technical score shall be 75%. Only the best candidate shall be engaged for financial negotiations.

1. Background and Rationale

RACIDA in partnership with USAID’s BHA is implementing an integrated humanitarian response that leverages interventions in the sectors of
WASH, Nutrition, Agriculture and Food Assistance to respond to the high humanitarian needs arising from the drought experienced in Mandera
County. The project, entitled “Integrated Life Saving Project in Mandera County (ILSP)” is built upon both an independent
assessment conducted by RACIDA in Mandera County in 2023 as well as RACIDA’s close collaboration with stakeholders in government
(including the Mandera County Steering Group, the Mandera County Department of Nutrition, local community leaders, and others).

The Target communities in Mandera County, Kenya, have faced a significant economic and social crisis due to recurrent conflict and climatic
shocks. Since 2019, the County has been exposed consecutively to drought, conflict, and more recently, the impact of COVID-19, the war in
Ukraine, and increased global fuel prices on global food and commodity markets. The county is facing drought caused by five consecutive
below-average rain seasons including the October-December 2022 short rains. Even with the just concluded longs rains 2023 March – May the
county has a long way to go to recover from the past shocks.

The drought has affected the livelihoods and household food security of the population, therefore, compromising their nutrition and health
status. Largely, communities have exhausted their local coping strategies, and are largely relying on humanitarian aid. There are currently an
estimated 433,728 people in need of humanitarian assistance in the county including, access to water, food, nutrition, WASH NFIs, fodder for
livestock, and livestock vaccinations. Further to that, Communities have incurred debt and reduced household consumption as coping
strategies to survive these challenging times. It is in this context, that ILSP was designed to support communities experiencing high rates of
food insecurity and malnutrition, poor access to quality water for household and livestock use, as well as poor livestock health outcomes.

To ensure that the project is well implemented, targeted, and measured, RACIDA has issued this Terms of Reference (ToR) to solicit proposals
for a Baseline of the ILSP project.

1. Baseline Survey Objectives:

2. Establish baseline information on the project logical framework indicators against which the progress of the project in achieving its
outcomes and impact can be measured and monitored.
3. To document community perception of their participation and engagement in the project.
4. Produce a Baseline Report that will be used to evaluate the impact of the project and to guide project implementation.
5. 1. Indicators to be Assessed;
6. Average number of animals owned per individual.
7. Average litres/person/day collected from all sources for drinking, cooking, and hygiene.
8. Percent of households targeted by WASH activity that are collecting all water for drinking, cooking, and hygiene from improved water
sources.
9. Percent of water user committees created and/or trained by the program that are active at least three (3) months after training.
10. Percent of water points developed, repaired, or rehabilitated that are clean and protected from contamination.
11. Percent of people targeted by the hygiene promotion activity who know at least three (3) of the five (5) critical times to wash hands.
12. Percentage of households targeted by the hygiene promotion activity who store their water safely in clean containers.
13. Percent of infants 0 - 5 months of age who are fed exclusively with breast milk.
14. Proportion of children 6-23 months of age who receive foods from 4 or more food groups.
15. Percent of households where women reported participating in decisions on the use of food assistance.
16. Percent of food assistance decision-making entity members who are women.
17. Percent of households with poor, borderline, and acceptable food consumption scores.
18. Mean and median reduced Coping Strategies Index (rCSI).
19. Percent of households with moderate and severe household hunger scale (HHS) scores.

NOTE: All the indicators should be measured using BHA/USAID guidelines.

3. Baseline Target Audience

The populations of interest for this Baseline study are people living within the areas targeted under this project, with special focus on
caregivers of children under 5 years, women of reproductive age, livestock owners, youth, IDPs, people living with disabilities, and relevant
government/partner stakeholders.

4. Methodology

4.1. Methods Overview

Methodology: The consultant is expected to utilize a mixed-methods approach collecting quantitative and qualitative data from the target
locations and from relevant stakeholders in Mandera County. The methods are summarized below:

1. Households Surveys
2. Focus Group Discussions
3. Key Informant Interviews

Data Sources: Household surveys, key informant interviews, focus group discussions, observations, program records, and other sources as
deemed relevant by RACIDA.

Location: The consultant will gather data from the field at the household level, community level, and at county level.

4.2. Quantitative Data Collection

The core of the assessment will consist of a randomized quantitative survey. The survey will collect data from the population of the project
target sites in Mandera County (Mandera North, Mandera West, Mandera South, Mandera East, Banisa, Kiliwaheri, and Lafey sub-counties).

All data will be disaggregated by sex, age, and disability. The evaluation study will sample community members and other stakeholders from
the project locations. The consultant is expected to propose a methodology that is scientific, culturally appropriate, and will leverage both
qualitative and quantitative data.

4.2.1. Household Questionnaire

The consultant will administer a household survey tool, the content and scope of the household survey tools will be determined on the basis of
consultant expertise, RACIDA priorities and knowledge, will be finalized through consultation between RACIDA and the consultant.

4.2.2. Sampling Framework

A sample of respondents, stratified by gender, will be randomly selected in each target area for the quantitative survey. The sample will be
statistically representative of the populations living in each target area based on the acceptable statistical sampling techniques. This should
be in line with various contextual factors and proposed project site.

4.2.3. Sampling Approach

RACIDA expects the consultant to employ a sampling framework that utilizes a two-stage cluster sampling with probability proportionate to
size (PPS) design.

4.2.4. Survey Administration

The survey will be administered using ODK/Kobo Tool Box. A number of checks will be put in place to ensure the quality and accuracy of the
data collected. These will include but are not limited to:
 A thorough testing process for the data collection tool in line with standard operating procedures for tool development and testing,
involving multiple layers of testing to ensure that the tool functions fully.
A pilot phase in the field during which the tool is thoroughly checked and tested prior to final use.
Daily checks of data collected to ensure that it is comprehensive and does not contain any mistakes.
Daily debriefs with data collection team to ensure that any problems encountered during data collection are identified and resolved.
Regular spot checks on the field during data collection to ensure data collectors are properly administering survey questionnaire.
A final, thorough, data cleaning process which will include verification of any potentially inaccurate data and revisits to the field if
necessary. A log of data cleaning will be kept by the consultant and shared with RACIDA to ensure that all steps in the process can be
replicated.

4.3. Qualitative Data Collection

Qualitative data collection methods will include Focus Group Discussions (FGDs) and Key Informant Interviews (KIIs) with community
members, leaders, RACIDA staff, ministry officials, and other relevant partners deemed appropriate. The consultant team is expected to
propose KII and FGD participants on the basis of their knowledge and on guidance from RACIDA.

4.3.1. Focus Group Discussions

The FGDs will have the following goals:

Gather qualitative data to triangulate, explain, and expand upon the quantitative data gathered.
Explore in more detail the community perception of the implemented project and the perceived gaps in intervention.

4.3.2. Key Informant Interview

KIIs will also be conducted as part of the qualitative data collection to aid in the triangulation of the quantitative data collected. The KIIs will
include a diverse range of key stakeholders in the county. The KIIs should be conducted using both closed questionnaires and open-ended
questionnaires, depending on the Key Informant.

5. Survey Quality and Ethical Standards

5.1. Ethical Standards

The consultant shall take all reasonable steps to ensure that the survey is designed and conducted to respect and protect the rights and
welfare of the people and communities involved and to ensure that the survey is technically accurate and reliable, is conducted in a
transparent and impartial manner, and contributes to organizational learning and accountability. Therefore, the survey team shall be required
to adhere to the survey standards and applicable practices as recommended by IFRC.

Utility – Surveys must be realistic, diplomatic, and managed in a sensible, cost-effective manner.
Ethics & Legality - Surveys must be conducted in an ethical and legal manner, with particular regard for the welfare of those
involved in and affected by the survey. Consent should be sought from all survey respondents.
Transparency – Survey activities should reflect an attitude of openness and transparency.
Accuracy – Survey should be technically accurate, providing sufficient information about the data collection, analysis, and
interpretation methods so that its worth or merit can be determined.
Participation – Stakeholders should be consulted and meaningfully involved in the survey process when feasible and appropriate.
Collaboration – Collaboration between key operating partners in the survey process improves the legitimacy and utility of the
survey.
It is also expected that the survey will respect the seven fundamental principles of the Red Cross Red Crescent: 1) Humanity, 2) Impartiality, 3)
Neutrality, 4) Independence, 5) Voluntary Service, 6) Unity, and 7) Universality

5.2. Future Use of the Data

All data collected will be sole property of RACIDA & USAID BHA. The consultant must not use the data for their own research purposes, nor
license the data to be used by others, without the written consent of RACIDA and USAID BHA.

6. Obligations

6.1. Obligations of the Consultant

Give leadership to the technical team throughout the assessment
Inform the Program Manager, M&E Officer in a timely manner of the progress made and any challenges encountered.
Conduct the consultancy as per agreements in TOR, and contract, and if modifications are necessary, bring to the attention of the
Program Manager before making any changes.
Report on a timely basis as per the ToR and the contract agreement - Declare any possible conflict of interest before signing the
contract.
Participatory share draft report and discuss the feedback and general findings with RACIDA team.
Cater for his/her transport to the site or within his/her bid can indicate RACIDA to provide i.e., transport to the communities and
exclude costing on the same within the bid.
Organize for his/her own accommodation and cater for other expenses they may likely to incur during the assignment.

6.2. Obligations of RACIDA

Make sure the Consultant is provided with the necessary and required resources i.e. the project documents- proposal, reports and any
other that the consultant may need.
Give logistical information and attend to any concerns that may arise during the Evaluation exercise Facilitate the work of the
consultant in accessing beneficiaries and other local stakeholders
Monitor the daily work of the consultant and bring to the attention of the consultant /RACIDA any concerns that may arise
Provide technical oversight in the review of all deliverables
Provide timely comments on the draft report

7. Qualifications and Experience of Consultant

The lead consultant must have a background and experience in economics, DRR, community development, M&E, humanitarian aid, or any other
related field. Past experience in conducting similar assignments as well as in Emergency Response and Recovery programming, with a broad
understanding of Agriculture, Food Security, and livestock will be an added advantage.

7.1. Key Selection Criteria

The independent consultant/consultancy firm must demonstrate experience and expertise as follows:

Master’s Degree in Economics, statistics, social sciences, community development, Public Policy, agriculture, livestock or any other
related field.
Demonstrated experience in conducting Evaluation or related projects in the past three years (sample reports are required during the
bid analysis).
 Experience in Monitoring and Evaluation with more than 5 years proven experience of undertaking project evaluations, monitoring, and
assessments in the sectors of Agriculture, Food Security, WASH, and Livelihoods/CVA.
Experience working in Kenya is preferred.
Fluency in English is Mandatory.
Knowledge and experience of emergency response and humanitarian response in East Africa is preferred.
Understanding of political, social and cultural context in ASAL counties in Kenya is essential
Strong interpersonal and communication skills.
The consultancy team must have a statistician able to analysis quantitative and qualitative data. It is preferred that this person have
both professional and academic background in statistics and econometrics.
Ability to write clear and useful reports (please provide examples of previous work). - Attention to details is essential

7.2. Application Evaluation Criteria

Evaluation Criteria

Sub criteria/Description

Score

Consultant Academic and Professional

Qualification

Master’s Degree in Economics, statistics, social sciences, community development, Public Policy, agriculture/livestock, M&E or another
related field.

20%

Consultant Prior Work Experience

Detailed and specific experience in undertaking similar roles highlighting;

1. Demonstrated experience in conducting Post-Distribution Monitoring or related projects in the past three years (sample reports are
required during the bid analysis).
2. Experience in Monitoring and Evaluation with more than 5 years proven experience of undertaking project evaluations, monitoring and
assessments in the sectors of Agriculture, Food Security, WASH, Agriculture and Livelihoods/CVA.
3. Experience working in Kenya is preferred.
4. Fluency in English is Mandatory.
5. Knowledge and experience of emergency response and humanitarian response in East Africa is preferred.
6. Understanding of political, social and cultural context in ASAL counties in Kenya is essential
7. Strong interpersonal and communication skills.
8. The consultancy team must have a statistician able to analysis quantitative and qualitative data. It is preferred that this person have
both professional and academic background in statistics and econometrics.
9. Ability to write clear and useful reports (please provide examples of previous work). - Attention to details is essential

Bidder must attach detailed CV

35%

Methodology/Approach
Understanding of the terms of reference that includes:

1. Outline of methodology and approach of implementing this assignment.

2. Proposed assignment plan that includes clear timelines for the assignment that demonstrates the understanding of the assignment
expectation.
3. Firm/individual Experience Sample work done: Citation (web link) of at least of 3 knowledge products developed and disseminated

35%

4. Detailed budget breakdown based on expected daily rates and initial work plan.

Language

analytical skills

and

Demonstrated capacity for high-level analysis and report writing, includes:

• Strong analytical and information presentation skills

Fluency in English is mandatory.

Organizing and facilitating capacity-building activities.
Mentoring and coaching colleagues at work.
Writing/reviewing strategic documents, monitoring and evaluation reports, systems and tools, and action plans.
Networking and partnership building.
Developed analytical skills.
Excellent interpersonal and communication skills, including the ability to communicate and work with a wide range of stakeholders in
a participatory, respectful, collaborative manner, and to enhance effective work relationships.
Commitment to team building and a consensus-led approach to work.

10%

7.3. Application Requirements

Application materials should include the following:

A Technical Proposal detailing the consultant’s understanding of the task, proposed methodologies, expected activities and
deliverables, proposed workplan, and the composition of the consultancy team to be engaged. The outline of the Technical Proposal
is outlined in 7.3.1 and the team composition requirements are outlined in 7.3.2.
A Financial Proposal detailing the costs that the consultant expects to be required to complete the assignment. The consultant is
expected to account for all logistics and travel costs associated with the assignment.
Detailed CVs of all professional staff who will work on the consultancy team.
Must submit a certificate of Incorporation/ Business Registration
Must submit a certificate of Tax Compliance
Must Submit Business KRA PIN
Must Submit Business CR12 certificate
At least three professional references from previous clients and full contact details of the referees.

7.3.1. Technical Proposal Format

 1. Introduction: description of the firm, the firm’s qualifications and statutory compliance. (1 page)
2. Background: Understanding of the project, context and requirements for services, Key questions (2 pages max)
3. Proposed methodology - Indicate methods to be used for each indicator and highlight any areas where indicators may need
adjustment. The targeted respondents should be indicated for each indicator. Proposed detailed questions should be indicated.
Detailed sampling procedure needs to be indicated. (5 pages max)
4. Firms experience in undertaking assignments of similar nature and experience from the geographical area for other major clients
(Table with: Name of organization, name of assignment, duration of assignment (Dates)) reference person contacts. (2 pages)
5. Proposed team composition (As per 7.3.2). (1 page)
6. Work plan (Gantt chart of activity and week of implementation). (1 page)

7.3.2. Proposed Team Composition Format

Name of Team Member

Qualifications
Years of Experience Related to Consultancy
# of Days to be Engaged
Roles(s) under this assignment

7.4. Duration of the Consultancy

The Evaluation will be conducted within 30 days from contract signing to delivery of the final report.

7.5. Deliverables
The following deliverables are expected from the consultant:

1. Inception report, detailing the Evaluation survey design, sampling methodology and framework, survey tools, and agreed upon and
workplan.

2. Draft evaluation report that will contain the following elements:

Table of contents
Executive Summary including a summary of key findings
Introduction/background
Methodology - including limitations of the survey.
A presentation of the findings and the analysis.
Conclusions
Recommendations with clear guidelines on how they can be implemented.
Report Annexes:
3. Copies of original and cleaned data sets (with a codebook for both quantitative and qualitative data), including original field notes for
KIIs and FGDs, as well as recorded audio material, if available, should be submitted with the draft report.

4. 2-binded and signed Final Evaluation Survey Report and a signed digital copy submitted to RACIDA by the agreed submission
deadline.

7.6. Corruption or Fraudulent Practices

RACIDA requires that Bidders observe the highest standards of ethics during the procurement process and execution of contracts. A tenderer
shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.

RACIDA will reject a proposal for award if it determines that the tenderer recommended for the award has engaged in corrupt or fraudulent
practices in competing for the contract or completing any contract awarded.

A tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating.

Please report any malpractices to [email protected].

How to apply
Submission of the Proposal

Proposals MUST be submitted via email to RACIDA General Procurement: [email protected] on or before the deadline
indicated on the synopsis of the RFP
The Technical Proposal must conform to the proposed outline provided in 7.3.1. The proposed Team Composition should conform to
7.3.2.
Bidders’ submissions of technical and financial proposal should be submitted via email with the subject line “
RACIDA/USAIDBHA-MDR2023/2024-001”
All bidders must use the RFP reference number as the subject line of their email submission.
Technical proposal and financial proposal shall be submitted as separate attachment.
Neither technical nor financial proposals should exceed 10MB. The proposal with any subsequent modifications and
counterproposals, if applicable, shall become an integral part of any resulting contract.
Proposal must be written and submitted in English.

Applications should be submitted to [email protected] .