Terms Of Reference For Conducting Baseline Survey at VSF Germany

Briefly about Turkana Project

VSF Germany has been awarded a 7 Months (1^st July 2017- January 31^st 2018) project from the Germany Government Foreign Office. The title of the project is Supporting Livelihood Assets for pastoralists in Northern Kenya and Covers Turkana West and North Sub Cunties. The overall objective of the project is *“protection of livelihood assets, improved food security and water access as well as enhanced conflict mitigation in Northern Kenya”* while the project goal is “to reinforce recovery from negative effects of drought on the livelihoods and wellbeing of people living in Turkana West and Turkana North sub-counties”

Expected results

Result 1: Key livelihood assets are protected and food security improved for 28,000 pastoralists;

Result 2: Improved quantity and quality of water for both human and animal consumption are available for over 17,500 direct beneficiaries and their livestock

Result 3: Enhanced peaceful sharing of pasture and water resources

Project activities

Activity 1.1: Training of 40 Community Disease Reporters (CDRs) and conducting Participatory Disease Surveillance (PDS) in the 2 sub-counties

Activity 1.2: Participatory Disease Surveillance

Activity 1.3: Treatment of 350,000 livestock

Activity 2.1: Rehabilitation of 13 existing hand pumps protected wells and 12 traditional open well

Activity 2.2: Training of 25 Hand Pump Attendants on Operation and Maintenance of Hand Pumps

Activity 2.3: Rehabilitation of existing 4 underground tanks in Turkana North

Activity 2.4: Emergency water trucking and fuel subsidy for borehole generators

Activity 3.1 Conflict mitigation and enhancing peaceful sharing of water and pasture

VSF Germany is therefore looking for a consultant (individual/Agency) to conduct baseline survey in the project locations/beneficiaries in Turkana West and Turkana North Sub-counties. The consultant will work closely with project officers while conducting the study to specific activities under Result 1, Result 2 and Result 3 frequently reports the progress to the project Manager.

Who is it for and how will they use the results**

The baseline information is primarily aimed at VSF German staff and stakeholders who will use it for tracking and measuring progress over time as a result of the planned interventions.

Purpose of the task

The purpose of the consultancy is to clearly identify, articulate, and document the existing situation of the livelihood assets such as livestock, and water sources and main causes of community conflicts in the project target locations. The products of the assessment will provide the benchmarks on which any changes resulting from the interventions and achievements could be measured. The outcome will also inform any modifications that may be made in the course of project implementation in order to realize optimum achievements of results.

Specific objective of Tasks are as follows:

The main purpose of the consultancy is to carry out a baseline survey to assess the baseline situation of:

• Livestock in terms of health, household livestock ownership, common livestock diseases and availability of Community Disease Reporters (CDRs) and assess training needs of the CDRs
• Assessment of water access and availability, quality and quantity for human and livestock consumption
• Identification of 13 No. existing hand pumps protected wells, 12 No. traditional wells and 4 No. existing underground tanks

• Feasibility assessment for the 13 existing protected wells, 12 traditional wells and 4 underground water tanks to be rehabilitated under the project including (but not limited to) the following for each water point:- technical viability (catchment size, rainfall, soil conditions, site conditions, design considerations etc.); environmental impacts; social-economic impacts; potential for conflicts; and local institutional & management capacities for the rehabilitation works, and management of the water facility after completion. Mitigation measures should be proposed as appropriate to minimize negative impacts;

• Technical designs and cost estimates for rehabilitation of the identified water sources

Methodology and Process**

• In the assessment, VSF Germany expects the consultant will employ both quantitative and qualitative methods for collection of data/information. The consultant/agency is expected to use Participatory Tools and Techniques for data collection, which may include but not be limited to In-depth interview, Key informant interview, Focus group discussion etc.
• Comprehensive desk review of all relevant documents i.e. reviews related literature, Project proposal, reports and related Government Policy documents as deemed necessary.
• The consulting firm/bidder will have to fully engage project stakeholders (i.e. Local leaders, Pastoralists, Community Disease Reporters (CDRs), Water Users Associations, Village Peace Committees and Natural Resource Management committees
• The baseline information will be collected from two sub-counties (Turkana West and Turkana North). The sample size of this survey will be determined by the consultant from a total of 35,500 target beneficiaries. For qualitative survey the participants should be community people, civil society, policy actors of different departments, different government service providing organizations at local and national level, NGOs, etc.

Indicative Time frame

§ The duration of the assignment is 15 working days, which could also be discussed between both parties. It is expected that the whole task should be finished within two weeks from the starting date.

Reporting and Presentation /Outputs expected

Output 1: The consulting firm/bidder will submit a summary of preliminary report of the baseline survey in both electronic version one ONE (1) week after the field work.The document should be very precise and address each specific objective. The preliminary report should include: Executive summary (1-2); Methodology; Limitations of the assignment; and Way forward for the assessment.

The aim of the preliminary report is to give a picture of the situation on the ground which may require modification in the planned itinerary of the consultant for effective capture of data and information.

The consulting firm/bidder will submit the following

1. Share questionnaires before finalizing the questionnaire

2. Inception report on the execution of the assignment within ONE (1) week of commencement of the consultancy.

Output 2: The consulting firm/bidder will make a draft report and have Power-Point presentation of the findings of the whole study to VSF-Germany after 7 days of the assignment for feedback before finalizing the report.

The draft and /or final report should comprise of, but not limited to:

i. Executive summary (2-3 pages)

ii. Introduction

iii. Methodology

iv. Rational of the assessment

v. Limitations/challenges of the methodology

vi. Findings

vii. Conclusion

viii. Recommendations

ix. Annexes.

Output 3: The consultant will produce a systematic baseline database and deliver with final report.

Key contacts and report:**

§ Monitoring, Evaluation and Accountability (MEA) unit under VSF Germany’s Regional Programme/ Country Programme Manager will be the contact point. The consultant should report to the Country Programmes Manager. At the Field level, the consulting firm/bidder will work closely under supervision of the project Manager.

Mode of payment:**

The payment will be done according to the following time frame/arrangement:

Installments

Amount

Time line

1^st installment

40 % of the total amount

After submission of a draft report

2^nd installment

60% of the total amount

After satisfactory completion of the task and acceptance of final report.

The payments will be made in A/C payee cheques/ or direct bank transfer in the name of the consultant/firm. VSF Germany will deduct income tax at source as per the rules of GoK and it will be deposited to treasury of GoK. Besides no other benefits shall be admissible beyond what is stipulated in the contract, nor does it guarantee a regular position in VSF Germany.

Copyright and ownership of data:

Copy right of all information, findings and the final version lie with

General considerations

a) Required logistics support will be provided by VSF Germany as prescribed in the contract.

b) All documents prepared during the assignment will be property of VSF Germany.

c) Assignment will not be sub-contracted to a third party by the consultant.

d) In the event that, additional time is required to complete the assignment, over and above that previously agreed to, without changing the scope of work, then it has to be agreed by VSF Germany in writing.

e) In case of any change made, in the scope of work by VSF Germany because of an increase or decrease in the cost or time required for performance or any part of the work under the contract, equitable adjustment in the contract price, delivery schedule, or both will be amended in writing.

f) Confidentiality of all the assignment will be assured at all times.

Expiry of agreement and negotiable flexibility

• Considering the initiative as proactive and responsive, activities can be amended and elaborated based on the properly documented negotiation between the two parties.
• The Agreement will be invalidated after expiry of duration of the contract unless an extension is made by VSF Germany.
• The work schedule may be staggered due to compelling reasons which both parties must assent to, in which case the number of working days will remain the same but actual work done on dates/days different from those indicated in the work plan. Such flexibility will not give rise to additional cost of the assignment on the side of VSFG.
• VSF Germany also reserves the right to amend or change or cancel the Agreement at any time if there are compelling reasons to do so.

Preparation of the Proposal

The consulting firm/bidder shall bear all costs associated with the preparation and submission of the proposal. The consultant shall submit two (2) copies of technical and two (2) copies of financial proposal in a single envelope. The technical and financial proposals should be marked properly and should include the name and detailed contact address of the consultant /firm.

1. Validation of the Proposal

All cost should be quoted in KES and will remain valid up to fifty days (50) from the day of proposal submission.

2. Withdrawal/Termination

This agreement shall be effective between dates mentioned in agreement, unless otherwise earlier terminated or extended based on agreed compelling reasons.

VSF Germany may terminate this agreement with immediate effect on occurrence of any irregularities, anomalies relating to non-compliance by the consultant with any terms and conditions as agreed upon in the contract of service.

In the event of a Force majour (major natural disaster, war or major civil or political unrest) this agreement will automatically come to an end. In this case the consultant will only be paid for the work done up to the date of stoppage and will not make any claim for remaining period of the assignment.

3. Outline of the Technical Proposal

It is mandatory that the proposal should maintain the following format:

Topic

Title of the survey

Understanding of the Task

Technical aspect of the proposal

Methodology (sampling design and strategy, data collection methods, Data Processing & Analysis, Data quality control measures)

Operational plan

Proposed team with names and curriculum vitae

Submitted by: (with contact details)

Detailed CV’s of the team members should be included in the annexure of the technical proposal.

4. Outline of the Financial Proposal

The budget of the task should be broken down in details as like the following format:

Consultancy fees

Questionnaire development cost

Data collection cost

Communication and transportation cost

Data processing & analyzing cost

Reporting cost

Miscellaneous (stationeries, printing, etc)

All the pages of the financial proposal should be signed by the respective person of the firm/bidder.

For firms, the company profile must be submitted with technical proposal.

NB: The costs of long meetings such as focus group discussions will be borne by the VSF Germany partners directly (venue, food if required, etc).

5. Competence Required:

Qualification and Experiences

· At least a Degree qualification in any of the following areas Water, Veterinary Medicine, Social Sciences, Natural Resource Management, Disaster Management or any other relevant degree from recognized institutions.

· Must have minimum of 5 years’ of overall experience conducting baseline assessment for livelihoods and resilience building initiatives.

· Demonstrated experience of working in donor funded projects under public sector and /or NGOs.

· Must demonstrate a minimum of 3 years’ experience of conducting baseline surveys in the Greater Horn of Africa particularly in pastoral areas.

· Must have good understanding on livestock, livelihoods, and DRR programmes.

· Experience in Northern Kenya is a plus.

Knowledge and skills.

· Excellent analytical, interpersonal, communication and reporting skills.

· Excellent technical knowledge on Food security and Resilience issues in Northern Kenya

· Should have knowledge and experience in gender and women’s rights issues.

· Mastery of written and spoken English and Kiswahili.

Note:** The Consultant must submit the necessary documentation to substantiate above eligibility criteria. Applicants who do not meet the minimum eligibility criteria shall not be considered.

6. Confidentiality:

All the outputs - baseline reports, data base, etc produced by this assignment will not be disseminated in part or whole without express authority from VSF-Germany. Thus the consultant shall not produce in these materials in any form (electronic, hard copies, etc) to a third party without a written permission from VSF Germany.