Terms of Reference for external end line evaluation consultancy ‘FOR ORPHAN FAMILIES ECONOMIC STRENTHENING (OFES) PROJECT IN WAJIR AND MANDERA COUNTI

Terms of Reference for external end line evaluation consultancy

‘FOR ORPHAN FAMILIES ECONOMIC STRENTHENING (OFES) PROJECT IN WAJIR AND MANDERA COUNTIES

JULY ,2023

Islamic Relief

Kenya

Project: ORPHAN FAMILIES ECONOMIC STRENTHENING (OFES) PROJECT)

Activity: External End line evaluation for ‘FOR Orphan Families Economic Strengthening (OFES) Project in Wajir and Mandera Counties.

Location: Wajir and Mandera counties

Duration: 30 days

1. BACKGROUND

IR Kenya started operations in Kenya in 1993 through a local CBO in Mandera District, Northern Kenya. It opened its fully-fledged office in March in 2006 at the height of drought in the Horn of Africa. Since then, it has been providing humanitarian and development assistance to vulnerable communities. Over these years IRK has remarkably changed the lives of the vulnerable and disadvantaged communities. In January 2010 and October 2011, IRK extended its operation to Wajir county and Garissa County; to serve both the local community and Refugee at Dadaab Camp. Islamic Relief Kenya is currently implementing programmes in the following sectors: Health and Nutrition; WASH (Water, Sanitation and Hygiene); Sustainable Livelihoods and Disaster Risk reduction (DRR); Child Welfare/Protection & Education; and Emergency Response. Over the years, IR Kenya has implemented various development and relief activities which have remarkably changed the lives of vulnerable and disadvantaged communities in Garissa, Wajir, Mandera, Kilifi, Marsabit, Tana River and Kajiado Counties.

2. PROJECT SUMMARY

IRK with funding from IRUSA is implementing an Orphan Families Economic Strengthening Project (OFES) in Mandera and Wajir County.

The OFES project is a 24-month economic empowerment project which offer a sequence of interventions, a clear implementation strategy and evidence-based definitions of success. The project will be implemented using evidence- based best practices and it will focus on 500 orphans and their households for financial inclusion. The project envisions to transform these ultra-poor households from local communities through provision of seed money to start-up small businesses scale and create alternative economic opportunity that will elevate them from poverty index.

The project will target the existing beneficiaries under Orphan Sponsorship Programme (OSP) by forming a vibrant beneficiary’s self-help group and training them on entrepreneurship skills and supporting them with capital to back-up their business ideas. The project will also provide technical support and mentorship skills for the beneficiaries within two years until they establish their business firmly.

Project goal/impact: Sponsored Orphan Families in Mandera and Wajir Counties have improved Income and Resources to lead a Productive and Fulfilling Lives

Project outcomes:

• Outcome 1: Increased income of orphan families to at-least $2 per day through economic empowerment opportunities
• Outcome 2: Strengthened capacity of widows’ in business knowledge and management
• Outcome 3: Improve child protection practices among the targeted orphan households.

Project outputs:

Output 1.1: 20 Beneficiaries Self- help groups formed and actively engaged in different income generating activities.

Output 1.2: 500 orphan guardians receive two phase seed money for business start-up.

Output 2.1. 500 orphan guardians receive sector specific business skills training and networking opportunities for increased business management.

Output 2.2: Enhanced Project staff Capacity

Output 3.1. 500 Orphans guardians receive enhanced child protection/safeguarding training.

3. Purpose and Scope of the Endline Evaluation

The purpose of the assignment is to conduct an end line evaluation to assess the performance of the project and capture project achievements, intended and unintended change/outcomes, challenges, and best practises in targeted project areas to inform future similar programming and measure progress against the project baseline. The Endline evaluation will be limited to project implementation areas in Wajir and Mandera counties, Kenya.

This end of project evaluation will have three guiding objectives:

Objective 1: Evaluate to what extent the OFES project has fulfilled its goals based on the objectives in the project log frame on;

1. Efficiency in delivery of project outcomes.
2. Effectiveness in activity implementation.
3. Relevance of the project and interventions.
4. Cost Effectiveness.
5. Quality of intervention.
6. Timeliness as set out in log frame.

Objective 2: Assess whether the OFES Project added value to the interventions with a positive effect to the beneficiaries and other stakeholders. What has contributed to this added value and what has not?

Learning;

1. Which of the project approaches, and modalities/strategies were the most effective?
2. Is there any substantial evidence on how project learning, were generated and applied to improve the delivery or effectiveness or efficiency?
3. What measures have been taken, to create visibility of the project’s added value, towards line ministries and other stakeholders?

Objective 3: Identify and assess key lessons learned, challenges and draw recommendations for future programming.

The end line evaluation should at least include one lesson learned and recommendation per evaluation category, i.e. effectiveness, efficiency, relevance etc.

1. What are the key lessons learned?
2. To what extent has the delivery of response activities contributed to effective, efficient, relevant and timely delivery of aid and enhanced impact for the beneficiaries?

Sustainability

1. Will the changes caused by this project continue beyond the life of the project?
2. What, mechanisms have the project and key stakeholders, put in place to sustain the key project Outputs and Outcomes?
3. How has the project worked with local partners to increase their capacity in a sustainable way?

4. Methodology

The Endline evaluation will be conducted by an independent consultant supported by IRK staff. The consultant will also work closely with IRKO OFES Project team and will be under the supervision of IRK MEAL Coordinator and IRK Wajir and Mandera Field Coordinators and MEAL Officers. The consultant is expected to propose an appropriate evaluation design to assess the evaluation questions cited above which will be further refined in consultation with the IRK team. Evaluators should propose methodologies that can adequately demonstrate the project’s interventions’ contributions to outcomes for project participants and stakeholders, and that acknowledges the ground-realities of data collection.

The endline evaluation will largely adopt a non-experimental design and the use of exploratory qualitative methodologies like Outcome Harvesting and Most Significant Change are highly encouraged. The evaluation will involve the utilization of mixed data collection methods – primary and secondary quantitative and qualitative data collection and analysis as well as referring to baseline evaluation report. As outlined in the scope of work, the consultant will lead and manage all the components of the evaluation in consultation with IRK and relevant stakeholders.

5. Document Review

This will entail reviewing of project documents and other secondary materials as provided by the project, and/or from other relevant sources.

6. Drafting evaluation tools

The consultant will lead in drafting evaluation tools which will be reviewed by IRK team and when approved used for data collection. The tools should address the evaluation objectives and link to project goal and outcomes.

7. Field Data Collection

Data collection will be done in Wajir and Mandera counties using participatory methodologies identified in each tool. The consultant and the research assistants will be subject to IRK values and policies while undertaking the field work, interacting with IRK staff, primary actors (beneficiaries) and throughout the engagement period. The consultant and research assistants will have to make a commitment to safeguarding and child protection policy at the point of engagement.

8. Target Groups/Respondents

The project primary actors/beneficiaries and stakeholders to be engaged in this survey comprise 500 orphan sponsorship programme households in Wajir and Mandera counties. 200 orphan guardians in Wajir and 300 orphan guardians in Mandera. The orphan guardians have been grouped into 10 self-help groups in both counties of Wajir and Mandera. 10 self-help groups in Wajir comprising of 200 orphan guardians in Wajir east sub county and 10 self-help groups in Mandera comprising of 300 orphan guardians in Mandera east and North sub counties supported by the project.

9. Data integrity

The consultant is required to ensure a high level of integrity through-out data collection and analysis process. It is important for IRK to get the real benchmarks per indicators to inform further programming.

10. Deliverables

• A detailed inception report containing methodology, tools, key sources of data, and work plan for field work.
• A comprehensive narrative End line report maximum 35 pages excluding the annexes, and preliminary pages.
• Presentation of the Endline evaluation findings to IRK and relevant stakeholders for validation.
• A dashboard of all the indicator benchmarks measured through this survey.

11. Roles and Responsibilities

11.1 Role of the Consultant

• In-depth review of OFES project documents and related reports.
• Submission of a comprehensive inception report detailing the Endline evaluation work plan; methodologies and Endline tools.
• Lead in the data collection process.
• Lead in entry and analysis of primary data
• Drafting the Endline survey report.
• Facilitation of final validation/exit meeting or develop a presentation for this.
• Preparation and submission of final Endline evaluation report and a dashboard complete with all indicator benchmarks.

11.2 Role of IRK

• Provide relevant project documents.
• Participate in the review of the drafted tools.
• Provide feedback and input to the process of adjusting the Endline evaluation methods and timeframe.
• Mobilization of all sampled Endline survey respondents.
• Provide supportive supervision to the consultant and the research team throughout the engagement period.

12. Duration of the Assignment

The assignment will take 30 contract days commencing from the signing of the contract. The contract will be effective from the date of signing the agreement by both parties and it will continue until the completion of all the tasks and timely submissions.

13. Consultants Qualifications, Skills, and Experience

The Consultant/s will possess the following minimum skills.

1. At least a master’s degree in education, social sciences, or a related field.
2. Strong experience in Monitoring, Evaluation and Research, preferably in the humanitarian sector.
3. Strong experience in people centered and rights-based programming at policy, strategy as well as implementation level.
4. Good understanding of ASAL areas especially Wajir and Mandera counties where the project is being implemented.
5. Strong experience in participatory research methodologies.
6. Broad previous experience working in the ASAL areas.
7. Excellent analytical, facilitation, communication and report writing skills.

14. Submission of interest

Interested and eligible individuals/Firms with sound capacity, relevant experience in similar assignment and duly registered with relevant professional bodies are invited to apply and submit their dated, stamped, signed bids and submitted in sealed envelopes clearly marked with tender reference number on or before Thursday 2.00 Pm on 3rd August 2023. The envelope shall be dropped in the tender box in the reception addressed to;

Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O. Box 417 - 00202 (KNH)

Nairobi, Kenya.

15. Cost of Bidding

The bidders shall bear all costs associated with preparation and submission of its bid & IRK will in no case be responsible for those costs, regardless of the conduct or outcome of the bidding process.

16.ClarificationofBiddingDocuments

A prospective bidder requiring any clarification on the bidding documents may notify the IRK through email or by telephone +254 727531220 / 2543861216 or E-mail address: procurement.Irk@islamic-relief.or.ke . RK will respond in writing to any request prior to the deadline.

17.AmendmentofBiddingDocument

At any time prior to the deadline for submission of bids, IRK May for any reason, at its own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents which & will be binding on them. The amendment will be notified in writing to all prospective bidders, who have received the bidding documents & will be binding on them. In order to allow prospective bidders responsive time in which to take the amendment into account in preparing their bids, IRK may, at its discretion, extend the deadline for bid submission.

18.LanguageoftheBid

The bid prepared by the bidder, as well as all correspondence & documents relating to the bid, supporting documents and printed literature furnished by the bidder, shall be written in English language.

19.BidCurrencies

The bid prices shall be quoted in Kenya Shilling.

20.IRK'srighttoacceptanybidand/orrejectanyorallbids

IRK reserves the right to accept any bid to annul the bidding processes and reject all bids at any time prior to award of contract, without incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders on the grounds of its action.

21.SubmissionofBids

The bidders shall submit their bids in one envelope marked with Tender Name and Reference. Bidder to sign a bid receipt form upon return/submission of bid to IRK.

22.Evaluation

22.1 IRK will examine the prequalification documents to determine completeness, general orderliness, sufficiency in responsiveness, price and product brand.

23.2 The potential supplier shall not contact IRK on matters relating to their bid from the time of opening to completion and official communication sent to them. Any effort by the potential supplier to influence IRK in the evaluation shall result in disqualification.

24.3 Prequalification will be based on meeting the minimum criteria regarding the applicant’s legal status, general and experience, personnel and financial position as demonstrated by their responses as set in clause 8.

25.4 The applicants MUST have registered offices and IRK reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the assorted item

26.EmploymentofMinors

The supplier shall not employ children in executing the contract. The Contractor shall observe international conventions relating to child labor namely the UN Convention No.182 on worst forms of child labor and Convention No. 138 on the minimum age for admission to employment.

27.CriminalAct

The supplier undertakes to comply with all applicable laws and to ensure that it does not engage in any kind of criminal activity including but not limited to bribery, fraud, corruption, terrorism and to maintain ethical business practices as well as not to commit any Prohibited Acts defined

as: -

i) To offer, promise or give any person a financial or other advantage;

ii) To request, agree to receive or accept any financial or other advantage not expressly provided for as an inducement or a reward for the performance of any function or activity in connection with this Agreement.

28. Requirement for one bid

1. Mandatory Requirements

S No.

Description

Yes/No

1 Certificate of incorporation

2 Registration with the county government/valid business permit

3 Active KRA PIN

4 Valid Tax Compliance

5 Copy of ID/Passport for Company Owner/Director

6. CR12

7. Fully filed tender dossier

8 Serialization

Total

NB:

• Bids lacking any of the documents listed as Mandatory will lead to automatic disqualification and shall not be considered for both technical and financial evaluation.

1. Technical and Financial Requirements

No.

Description

Score

1 Brief Company Profile with verifiable physical location/address

10

2

Evidence of Past Experience in similar work done the past three years - (Minimum three signed& stamped contracts/LPOs)

20

3

CV for lead technical person

10

4

Number of years in operation (at least 5years of existence)

10

5

List of Referees with their contact details (Name, telephone number, Email, location, and Organization)

20

5

Tender Envelopes Sealed, clearly marked with company details & stamped.

10

6

Itemized budget proposal

Total

100

MANDATORY QUESTIONAIRE

A:OrganizationandContactDetails

Full Name of Organization

Date of Registration

RegistrationCertificateNumber

Street

Road

Address

Code

Town

Email

TelephoneNo.

PINNo.

NameofParentCompany

TypeofOrganization

A Public Limited Company

A Limited Company

A Limited Liability Partnership

Other Partnership

Sole Trader

Other (Please Specify)

Name of Owners

Name

ID/PassportNo.

Nationality

DETAILSFORCONTACTPERSON

Contact details for enquiries about this PQQ/Business Issues

NameofStaff

Address

PostCode

Town

Phone

Mobile

Email

B-GroundsforMandatoryRejection

Important Notice:

InsomecircumstancesIRKisrequiredbylawtoexcludeyoufromparticipatingfurtherinaprocurement.Ifyoucannotanswer‘no’toeveryquestioninthissectionitisveryunlikelythatyourapplicationwillbeaccepted,andyoushouldcontactusforadvicebeforecompletingthisform.

Please state ‘Yes’ or ‘No’ to each question.

Hasyourorganizationoranydirectorsorpartneroranyotherpersonwhohaspowersofrepresentation,decisionorcontrolbeenconvictedof

any of the following offences?

(a) A crime

Answer

(b) Corruption

(c) The offence of bribery;

(d) Fraud within the meaning of:

i) Money laundering

ii) Any other offence

Has your organization fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal. Answer with a “Yes” or “No”

C-GroundsforDiscretionaryRejection

Important Notice:

IRKisentitledtoexcludeyoufromconsiderationifanyofthefollowingapplybutmaydecidetoallowyoutoproceedfurther.Ifyoucannotanswer‘no’toeveryquestionitispossiblethatyourapplicationmightnotbeaccepted.If any of the following apply,pleasesetout(inaseparateAnnex)fulldetailsoftherelevantincidentandanyremedialactiontakensubsequently.TheinformationprovidedwillbetakenintoaccountbyIRKinconsideringwhetherornotyouwillbeabletoproceedanyfurtherinrespectofthisprocurementexercise. Please state ‘Yes’ or ‘No’ to each question.

Is any of the following true of your organization?

(a) Is bankrupt or under receivership or bankruptcy restrictions order made against the organization

(b) Is insolvent,

(c) Is the subject of an order by the court winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of similar procedures under the law of any other state?

Has your organization

(a) been convicted of a criminal offence relating to the conduct of your business or profession;

(b) committed an act of grave misconduct in the course of your business or profession;

(c) failed to fulfil obligations relating to the payment of social security contributions

(d) failed to fulfil obligations relating to the payment of taxes under the

(e) been guilty of serious misrepresentation in providing any information required

D–BidValue&DurationofSupply

BidValuefortheWork

Kshs._______________________________

PaymentTerms

DurationofDelivery

Remarks

E-Financial

1. BANKINFORMATION

1.1

Bank

Branch

AccountName

AccountNumber

SwiftCode

LetterFromBankConfirmingAccount&CreditFacility

F Declaration

2.

I declare that to the best of my knowledge the answers submitted in this bid document are correct. I understand that the information will be used in the process to assess my organization’s suitability to be invited to tender for Islamic Relief’s requirement and I am signing on behalf of my organization. I understand that the Contracting Authority may reject this bid if there is a failure to answer all relevant questions fully or if I provide false/misleading information. By signing the bid document I certify that all of the above

statements are accurate and factual.

FORMCOMPLETEDBY

2.1

Name:

2.2

Position:

2.3

Signature:

2.4

Date:

2.5

Stamp:

How to apply

Submission of interest

Interested and eligible individuals/Firms with sound capacity, relevant experience in similar assignment and duly registered with relevant professional bodies are invited to apply and submit their dated, stamped, signed bids and submitted in sealed envelopes clearly marked with tender reference number on or before Thursday 2.00 Pm on 3rd August 2023. The envelope shall be dropped in the tender box in the reception addressed to;

Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O. Box 417 - 00202 (KNH)

Nairobi, Kenya.