CEDAC / Helen Keller International / Welthungerhilfe

Joint Terms of Reference for End Line Survey and Final Evaluation

 (Consultant / Consultancy firm)

Consultant / consultancy firm is requested to prepare and carry out a unified and modular end line survey and final evaluation of the three projects funded under the EC-Funded food security operation (EuropeAid/127595/L/ACT/KH).

End line survey and final evaluation

September 2011 – January 2012

Selected target villages in the Provinces of Ratanakiri and Mondulkiri

Kingdom of Cambodia

Consultancy / consultancy firm

Background

Context

The three NGOs funded under the EC food security operation (budget line 210201), “Support to Food Security for Women and Rural Poor in Cambodia” (EuropeAid/127595/L/ACT/KH), are obliged to generate a unified end line survey and final evaluation supported by ‘global’ indicators intended to measure the impact against specific indicators included in the EC operational design.

‘The purpose of using global indicators is to promote a standard system of monitoring with most common indicators that allows aggregation of data across the three independent NGO projects, with the aim that resulting data could contribute to the overall goal related to food security and malnutrition as well as ensuring effective use of EC funds.’

Required end line and final evaluation data are stated in the existing base line survey and cover ethnicity, gender, age, rice and food production, livestock, productive asset ownership, food consumption, access to water, incidence of diarrhea, stunting among 6-59 months old children, malnutrition of WRA, breast feeding practices, women’s participation in decision-making, government capacity, mainstream food security and nutrition into the local plan and others.


E.C. Guidelines

OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES

(as set out in the E.C. guidelines for proposals)

The overall objective the three NGO interventions should contribute is to improve food and nutrition security of women and the rural poor and to empower poor local communities to participate in decision-making at the local level for the achievement of a sustainable food and nutrition strategy.

The purpose of the Programme is to improve food and nutritional security among the poorest by facilitating the development of food and nutritional strategies for household and community levels, including sustainable local food composition tables respecting the customary and traditional knowledge of the indigenous and local communities and to strengthen the capacity of local communities to participate and engage in policy and decision-making processes at the local level on food security issues.

The objectives are expected to be achieved through four main results. Expected results are stated in the Financing Agreement mentioned above and are agreed as follows:

Result 1 – Local communities are empowered to develop and pursue their own food and nutritional strategies.

Result 2 – Local food and nutrition strategies are developed and pursued for household and community levels that include diets based on culturally and locally adapted food and nutrition composition tables. Strong emphasis on the health and food and nutritional security of women and young children.

Result 3 – Local communities are empowered and can engage with local and relevant national government institutions and local level decision-making processes affecting their food and nutritional security strategies.

Result 4 – Development and application of global monitoring indicators that will measure the achievements and sustainability of the actions as well as process and output monitoring. Indicators will be age, gender, and ethnicity specific.

Objectives

The consultant / consultancy firm has to fulfill following objectives:

  • design of End Line Survey and Final Evaluation instruments (survey protocol and tools -under consideration of existing base line survey) to be used by the three projects concurrently to measure the progress on all ‘global’ indicators for the entire call.
  • design three annex survey and evaluation documents for individual use of each project to measure the changes and impact.
  • train the survey leaders from each organization in a joint training session, follow up with each team in the respective project sites, and back stop as necessary to ensure each project collects the needed data
  • process elaborated data and distill the data into a draft report for each component, Draft report to be prior submitted to all three partners for indicated revision; and to submit a final report (main body and three annexes) accepted by all partners and meeting the requirements of the donor for each project and the overall program.

Specific Responsibilities

a)    Preparation Phase:

  1. Conduct a review of the joint baseline report, the proposal, logical framework of the EC funded project of the three NGOs.
  2. Meet with CEDAC, HKI and Welthungerhilfe and relevant partners working in food security nutrition to discuss current situation of food security and nutrition in the project areas;
  3.  Determine timeline for the survey and survey team needed.
  4. Write up the protocol of End Line Survey and Final Evaluation including background, aim, specific objectives, methodology, sample size, sampling procedures, key indicators, survey team, ethical issues, timeline, data collection, field supervision, quality control, data entry, data cleaning, data analysis and reporting
  5. Update the baseline survey (be used for End Line Survey) and Final Evaluation tools (questionnaires) based on the indicators presented in the protocol. Criteria for final evaluation should be scoped on Impact, Sustainability, Coherence, Coverage, Relevance / Appropriateness, Effectiveness and Efficiency.
  6. Present and discuss draft protocol and tools with CEDAC, HKI and Welthungerhilfe.  Make revision as needed.

b)    Training and Pre-testing Phase

1)    Train the survey team in end line data collection

2)    Discuss planned activities and data collection management with CEDAC, HKI, and Welthungerhilfe

3)    Conduct the field pre-test the survey tools

4)    Assist revision of End Line and Final Evaluation tools after pre-testing

5)    Organize the data in preparation for data analysis

c)    Data collection

1).  Conduct field supervision and monitoring during the data collection

2).  Provide technical assistance during the data collection period

3).  Help field coordination as needed during data collection period

c)    Data processing and reporting

1)    Perform  the data entry preferably using SPSS software

2)    Conduct  data cleaning

3)    Conduct   data analysis

4)    Prepare the End Line and Final Evaluation report including summary of the findings, conclusions, and recommendations (consult the three NGOs for recommendations & approval).  Include modifications of report according to recommendations of the three partners.

Outputs and Deliverables

  • Survey and evaluation protocols
  • Trainings to selected project staff / survey and evaluation leaders of each organization
  • End Line Survey and Evaluation documents (based on actual survey and evaluation tools)- One main body document covering all global indicators- Three annexes covering each  indicator of each project
  • End Line Survey and Final Evaluation reports
  • End of Project Survey and Final Evaluation document- One main body document covering all global indicators- Three annexes covering each project’s indicators.

Contract Conditions

The consultant / consultancy firm will sign a contract with all three NGOs.

The consultancy will not include any separate DSA or Travel allowance; this should be included in the daily fee. Hotels will be either reimbursed to the consultant with final invoice, or paid directly by the contracting authority, with a maximum nightly hotel rate of 40 USD. International airfare (if required) will be reimbursed according to appropriate invoice, copies of boarding passes and receipts, but must be negotiated with the contracting authority in advance.

An advance of up to 1/3 the estimated value of the consultancy will be available on initiation of the consultancy and arrival in country. It is the responsibility of the consultant to arrange his or her own Visa unless other arrangements are made with the contracting authority prior to contract signing (this should be indicated in any bidding for the contract). Workers compensation, liability, and other requisite insurance is entirely the responsibility of the consultant.

Time Frame

The consultancy will be for a maximum of 35 billable/honorarium days, including preparation, all in-country work, report writing, and any necessary revision to meet the requirements of the donors as interpreted by the contracting authority and the MoU signatories (the partners).  The consultancy should commence on or around the 01 September 2011.

WHH proposed its part of data collection to be completed by end of third week of September (37th week) as its project will be phased out by October 08, 2011. Data collection in HKI and CEDAC’s projects should be completed in November 2011 as the project of both agencies will end by December 31, 2011.

The three NGOs agreed that the final report of End Line and Final Evaluation should be completed and submitted by January 16, 2012 by Consultant/Consultancy Firm.

Qualifications

The consultant / consultancy firm should have extensive experience with baseline and/or end-line survey and final evaluation design and enumeration, dealing with food security, nutrition, and rural development issues. The consultant should be familiar with the conditions in upland Cambodia, Khmer language skills will be a advantage. The consultant should have sound English writing skills as evidenced of published or circulated documents (examples should be provided in the bid).

Additional Documentation

After signing of the contract, the consultant will be provided with the joint baseline survey, the project proposals, including logical frameworks, for each organization (all members of the MoU), and other pertinent information.

Please note that the Terms of Reference for this consultancy can be forwarded upon request by email through:

ysphors@gmail.com  with cc to juergen.hofmeister@welthungerhilfe.de and zaman@hki.org

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