Terms of Reference for Conducting Final Evaluation of a Project at VSF Germany

Title of the Action

Community Action for Improved Drought Response and Resilience (CAIDRR)

Area of intervention

Saku and Laisamis Sub Counties of Marsabit County, Kenya.

Project Reference Number SHARE/CfP/1/10/2011

Length of Project (Months) 36 months

Start date of the Action October 2014

End date of the Action February 2018.

 Introduction:

Based on these findings that VSFG and partners (CIFA and WRF) designed this project” Community Action for Improved Drought Response and Resilience (CAIDRR” - to contribute towards improving responses and building resilience of communities to drought in the ASAL areas of Marsabit County (covering Saku and Laisamis Sub-counties) with funding from European Union’s (EU) under Strengthening the Horn of Africa’s Resilience Programme – SHARE framework. The overall goal is ***“to contribute towards improving food security in ASAL livelihoods through enhanced Response and Resilience to drought.”*** in Marsabit County.

This action was developed in tandem with priorities and plan of County Authorities and National Drought Management Authority (NDMA) in close coordination and cooperation with experts from local and national institutions.

This action was designed and received grant from EU to implement it for three and half-years including a No-cost-extension (1st October 2014 to 28th February 2018).

The action is being implemented through a consortium of three NGOs –VSF-Germany-(Lead), Community Initiatives Facilitation and Assistance-CIFA and Water Right Foundation-WRF in collaboration with public institutions and national and county levels and it is in the final quarter of implementation.

The overall coordination of the project has been conducted by National Drought Management Authority (NDMA) in Marsabit with technical guidance from NDMA HQ in Nairobi. In addition, the project has collaborated closely with County Ministries of Agriculture, Livestock and Fisheries development (MoALFD), Water and Natural Resources which provide technical input to ensure success and attainment of its objective.

The project targeted to improve communities’ access to services and management of livelihood resources and assets and ensure that the communities, in coordination with County Government are actively engaged in drought risk reduction and resilience building interventions in Marsabit County.

Purpose of the evaluation

To assess the impact of the project on the lives of direct beneficiaries and its contribution to the principle objective “to contribute towards improving food security in ASAL livelihoods through enhanced response and Resilience to drought” and achievements of the specific objective, “Communities in coordination with local Government actively participate in drought risk reduction and resilience building in Marsabit County”- outputs, outcomes, innovative practices and lessons learnt from the action.

The specific objectives of the evaluation are:

• Assess whether or not this Action, in design and implementation strategies, was consistent with the overall goal of EU’ SHARE programme, national and county governments priorities, policies and action plans for the targeted project beneficiaries i.e. the extent to which the various interventions have contributed to priorities set under each of the above.
• Examine to what extent targeted communities and the County Government have participated in drought risk reduction and resilience building activities undertaken under the Action and how this has contributed to improved food security through enhanced response and resilience to drought of beneficiaries in Saku and Laisamis sub-counties.
• Examine the extent to which key result areas (1.Capacities and systems for local preparedness, response to asset protection and management actions are improved; 2. Access to services and management of livelihood resources and assets are improved; 3. Communities contribute to knowledge exchange and policy influence) were achieved and good practices applied.
• Assess the impact of the project on the targeted and final beneficiaries including, pastoralists; pastoralists drop-outs, customary authorities, County government employees, traders, CBOs and draw out key lessons learnt and opportunities for future programming in drought preparedness and response.

Scope of work

• The evaluation is expected examine and quantify, where possible; (i) the relevance, effectiveness, efficiency, impact and sustainability of the overall and specific objectives and contributions of the Action towards improving food security and communities’ livelihoods through enhanced response and resilience to drought.
• The performance of the project should be measured through analysis of the project indicators –comparing the baseline and outcome information/ data, how the project was adapted to the evolving social and economic situation in target areas, approaches adopted and donor visibility.
• The consultant(s) shall review relevant documents on the project and interact with a wide range of informants including pastoralists; pastoralists drop-outs, customary authorities, County government staff, livestock keepers and traders, CBOs, women traders and fisher folk who directly benefitted from the project; consortium partners- CIFA and WRF and project coordination lead – NDMA and government authorities.

Review project documents

• The consultant is expected to review available documents on the project to get back ground information and deep understanding of the project.

Methodology of carrying out the task.

• The consultant will be required to develop clear methodology and tools that will be used to carry out the task. Such methodologies should clearly show how various stakeholders will be involved as well as the tools to be used in generating the evidence of change sought by the study.

Collection data and assessment of impact

• The consultant(s) will examine five thematic components of the project in collaboration with consortium partners’ staff, government authorities and community groups through:
• Field visits to project locations and assessment of achievement for each of the activities under the five thematic areas.
• Document output and outcome attributed to the project activities.
• Present the first initial draft of documented findings to VSF Germany, CIFA and WRF.

Validation workshop with project partners and stakeholders

• The consultant will make a presentation of the findings on the project output and outcome to project partners and stakeholders at a joint workshop. The purpose will be to enable the stakeholders have opportunity validate the findings and make any necessary input before finalization. The work shop will be organized by VSFG and partners at county level, Marsabit.

Finalization of the report

• The consultant will incorporate the input from the stakeholders to finalize the report and present the final product to VSF Germany for sharing with other consortium partners (CIFA, and WRF and NDMA).

Evaluation Methodology and Process

• In designing the evaluation process, reference is to be made to the EU guidance (DAC). The consultant shall prepare comprehensive participatory tools for undertaking this evaluation. The methodology must include but not limited to, literature reviews; meeting and interviewing project staff, officials in the relevant ministries at County level, project beneficiaries, local leaders, etc.) and stakeholder consultations. The consultant is expected to develop and use tools for data collection of quantitative and qualitative variables as appropriate for the task. The field visits and contact sessions with communities and groups must strive to reach/meet valid sample size of the targeted beneficiaries including government officials. VSFG will take responsibility for logistics, mobilization and facilitations in the field.
• Indicative Plan/Time frame
• The duration of the assignment is 25 calendar days and actual implementation plan could be discussed and greed by both parties. It is expected that the whole task should be finished within four weeks from the starting date.
• Assessment and awarding of contract
• Consultant’s Profile:
  • A Degree or higher qualification preferably in Development studies, Agriculture, Veterinary Medicine, Social Sciences, Natural Resource Management, Disaster Management or any other relevant degree from recognized institutions.
  • At least 5 years experience of work or undertaking similar assignments under humanitarian and development frameworks in the ASAL of the Greater Horn of Africa.
  • Sufficient knowledge and experience covering the key result areas of the project.
  • Demonstrated understanding of evaluating Disaster Risk Reduction, Holistic Natural Resource Management, Reconstruction and Conservation of Natural Ecosystems, Livestock and Animal Health Interventions, Fishery Resources Value Chain and Economic Empowerment models at community level.
  • Proven understanding and use of participatory methodologies in data collection.
  • Strong analytical and writing skills to clearly present findings, practical conclusions and recommendations.
  • Previous work experience on EU funded projects; knowledge of context of project area is a plus.
  • Ability to deliver on the tasks within tight deadlines.
  • Mastery of written and spoken English and Kiswahili.
• 7. Expected Deliverables/reporting
  • A draft report of key findings on output and results of the project (both positive and/or negative), and innovative approaches of the project within 13 days submitted ;(1 soft copy to VSF-G).
  • A presentation of the key findings to key stakeholders at a workshop at the county level.
  • A report incorporating input from the workshop held at county level with stakeholders not later 15th day of the assignment.
  • Final report of the task with main body not more than 25 pages not later than 25 days of the assignment in 3 hard and 3 soft copies of each.
  • A folder of photos taken during the field work in electronic form (CD).
• NOTE: Further works or revisions of the report may be required and if the final report does not meet the requirements of the TOR, it may not be accepted and the client will be at liberty to reject it with service provider bearing the liability.
• Expression of Interest
  • Any person/firm interested in undertaking this task should send an expression of interest comprising:
  • Technical proposal; The technical proposal should briefly and clearly describe the following aspects; Understanding of the task, Technical aspect of the proposal, Methodology (Evaluation strategy, Sampling design, Data collection tools, Data Processing & Analysis, Data quality control measures, operational plan, names and curriculum vitae (CV as an annex) of person(s) to do the work and with contact details of bidder.
  • Financial proposal: The financial proposal/budget of the task should be broken down in details as follows: Consultancy fees, Questionnaire development cost, Data processing & analyzing, Communication, and Reporting cost Miscellaneous (stationeries, printing, etc). All the pages of the financial proposal should be signed by the bidder.

NB: The costs of long meetings such as focus group discussions will be borne by the VSF Germany.

• Key issues of the project to study:
  • The consultant should assess evidence of relevance and quality of design, efficiency of implementation, effectiveness and impact to date and analyze potential sustainability of the achievements. The issues to be studied are:
• Relevance.
  • Relevance is the extent to which the objectives and design of the action being evaluated fit with: current global/ regional policies, challenges and concerns; the needs, policies and priorities of intended beneficiary; EU operational guidance and the good practices principles developed by relevant ministries and others, the specific objectives, roles and comparative advantages of the implementing agencies (VSFG, CIFA and WRF). It is critical that evaluation looks especially at the adoption of the good practices and principles. Some of the considerations will include:
  • Effectiveness: Is the extent to which the action has achieved its outputs and outcomes.
• Efficiency: 
• is the extent to which an action has converted its resources and inputs (such as funds, expertise and time) economically into results in order to achieve the maximum possible outputs, outcomes, and impacts with the optimum possible inputs.
• Impact; The word impact can be used in different ways. In this task the e OECD‐DAC definition: “Impacts are positive and negative, primary and secondary long‐term effects produced by an action, directly or indirectly, intended or unintended” will be used. Impacts can be at the macro (sector) or micro (household or individual) level.
• The evaluator is expected to use a very practical approach and expect that he/she will systematically refer to the impact/ outcome indicators for the specific results. This is a critical element to strengthen the evidence base of the approaches for future advocacy and good practice promotion. The evaluators will also check what actions taken outside this project in Saku and Laisamis Sub Counties complemented achievements of planned outcome (e.g., by the private sector, changes in policy, etc) as well as document (and where relevant/possible, quantify) spin off effects and risks of the project.
• Sustainability: 
  • Is the continuation of benefits from an action after work has been completed, or the probability of continued long‐term benefits. Questions on sustainability will vary considerably with the objectives of action being evaluated as appropriate.
• Key contacts and report:
  • VSF-Germany’s Country Director, Kenya will be the focal point at Nairobi level. At Field level, the consultant will work closely under supervision of the Project Manager of CAIDRR project.
• Mode of payment:
  • The payment will be done according to the following plan /arrangement:
  • First installment: the Consultant will be paid 40% of the quoted amount after submission of the draft report.
  • Final installment: 60% of the amount agreed in the contract shall be paid upon completion of task, acceptance and approval of the final report and any other documents pertaining to this assignment.
  • Consultant shall be required to provide original invoices to facilitate processing of payment.
  • The payments will be made in A/C payee in form of cheques/or direct bank transfer in the name of the consultant/company named in the contract. VSF Germany will deduct with-holding tax at source as per the rules of taxation governing VSFG operations and amount will be deposited directly to custodian of such tax.
  • No other benefits shall be admissible beyond what is stipulated in the contract, nor does it guarantee a regular position in VSF Germany.

General considerations

• Required logistics support will be provided by VSF Germany as prescribed in the contract.
• All documents prepared during the assignment will be property of VSF Germany.
• Assignment will not be sub-contracted to a third party by the consultant.
• 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.
• Confidentiality of all the assignment will be assured at all times.

Validation of the Proposal

• All cost should be quoted in USD and will remain valid up to fifty days (50) from the day of proposal submission.
• Confidentiality: All the outputs –Reports, data base, etc produced by this assignment will not be disseminated in part or whole without written authority from VSF-Germany.