2021-10-09

Terms of Reference (TOR) for Final Evaluation of Emergency Response Somaliland COVID-19 Project.

Somaliland
Posted on October 9, 2021

SOS Children’s Villages

Terms of Reference (TOR) for Final Evaluation of Emergency Response Somaliland COVID-19 Project.

SOS Children’s Villages

ToR for Final Evaluation ER Somaliland COVID-19 Project

TABLE OF CONTENTS

Terms of Reference (TOR) for Final Evaluation of Emergency Response Somaliland
	COVID-19 Project. ……………………………………………………………………………………………..		1
1	Context and rationale ………………………………………………………………………………………..		3
1.1	About SOS Children’s Villages ………………………………………………………………………………………..		3
1.2	Description of Project location and context …………………………………………………………………….		3
1.3	Rationale and overall objective of the Final evaluation …………………………………………………….		4
2	Instruction to bidders ………………………………………………………………………………………..		4
2.1	Process of Submission of Bids ……………………………………………………………………………………….		4
2.2	Documents to submit ……………………………………………………………………………………………………..		4
2.3	Deadline for submission …………………………………………………………………………………………………		4
2.4	Modification and withdrawal of bids ………………………………………………………………………………..		5
2.5	Signing of the contract ……………………………………………………………………………………………………		5
2.6	Rights of SOS Children’s Villages …………………………………………………………………………………..		5
2.7	Evaluation of proposals ………………………………………………………………………………………………….		5
3	Terms of Reference …………………………………………………………………………………………..		5
3.1	Objectives of the evaluation ……………………………………………………………………………………………		5
3.1.1		Overall objective …………………………………………………………………………………………………………….	5
3.1.2		Specific objectives ………………………………………………………………………………………………………….	6
3.1.3		3.1.3 Desired Results ……………………………………………………………………………………………………..	7
3.1.4 Scope and Key Areas……………………………………………………………………………………………………..			7
3.2	Methodology ……………………………………………………………………………
3.3	Work plan and expected deliverables ……………………………………………………………………………..		8
3.4	Report criteria ………………………………………………………………………………………………………………..		8
3.5	Qualification of the researcher / research team ……………………………………………………………….		8
3.6	Logistical arrangements …………………………………………………………………………………………………		9
3.7	Timetable ……………………………………………………………………………………………………………………….		9
3.8	Duration of the contract and terms of payment ……………………………………………………………….		9
3.9	Notice of delay ……………………………………………………………………………………………………………….		9
3.10 Copyright and other proprietary rights ……………………………………………………………………………			9
3.11 Termination ………………………………………………………………………………………………………………….			10
Annex …………………………………………………………………………………………………………………			10
3.12 SOS Children’s Villages child protection policy and code of conduct …………………………….			10
3.13 Bid submission / identification form ………………………………………………………………………………			11
3.14 Previous experience form ……………………………………………………………………………………………..			12
3.15 Price schedule form ……………………………………………………………………………………………………..			13
3.16 Technical proposal (guideline) ………………………………………………………………………………………			14

ToR for Final Evaluation ER Somaliland COVID-19 Project

1 Context and rationale

1.1 About SOS Children’s Villages

SOS Children’s Villages is the umbrella organisation for the global federation of 136 national SOS Children’s Villages associations, working in more than 2500 project locations worldwide. We work together with a single vision: every child belongs to a family and grows with love, respect and security. Uniquely, we provide long-term, family-like care for children who have lost parental care (alternative care service), and we work with vulnerable families and communities to help strengthen them and prevent child abandonment (family strengthening service, FS). SOS alternative care is usually organised in the form of a cluster of SOS families, where each SOS parent cares for small group of children.

SOS Children’s Villages in Somaliland is part of SOS Children’s Villages, the umbrella organization to which all SOS Children’s Villages including SOS Children’s Villages in Somaliland Association is affiliated. SOS Children’s Villages in Somaliland is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and which has been in existence since 1999.

SOS Children’s Villages in Somaliland shares vision with SOS children’s Villages and beliefs that every child belongs to a family and grows with love, respect and security. To realize this, SOS Children’s Villages builds families for children in need, help them shape their own futures and share in the development of their communities.

SOS Children’s Villages is committed to the welfare of children who lost parental care or at risk of losing parental care – often ensuring that children grow up in a loving family environment, and to strengthening families and communities as a preventive measure in the fight against child abandonment and social neglect, and upholds child protection policy as part of their commitment to the protection of children and youth from abuse.

SOS Children’s Villages was established in Somaliland in 1999, when SOS started its first operations in Sahil region. Currently, SOS Children’s Villages in Somaliland implements programs ranging from child care, child protection, youth empowerment and participation, education and emergency relief interventions. SOS SX is operational in three regions of Somaliland: Awdal, Maroodijeh and Sahil, and has a relationship with many stakeholders, including government authorities at national, regional and district levels, NGOs, INGOs, local communities, as well as other CSOs who are in and out of the operational area.

1.2 Description of Project location and context

Somaliland is one of the Least Developed Countries (LCD) in the world. Over half of the population lives below the UN poverty line and has one of the highest youth unemployment rates where two out of three young people below the age 35 years are unemployed.

Stakeholder consultation meeting outputs and Rapid Need Assessment revealed that during the COVID-19 lockdown period that beneficiaries of SOS Children’s Villages developmental programs are greatly affected by the COVID-19 negative impacts whereby many small businesses were closedown, including Next Economy youth start-ups and FS family businesses, and many other businesses/organizations fired or reduced their employees. It affected low-income families and wage-earning employees who are unable to pay for the basic needs of their children and families. Moreover, large families, families with children have mental health problems and disabled children or young adults with psychosocial problems (anxiety and depression), and caregivers live with chronic diseases (AIDs, Diabetic and Cancer) are suffering most, due to the COVID-19 impact and limited humanitarian assistant received from INGOs and National Covid-19 Commission.

ToR for Final Evaluation ER Somaliland COVID-19 Project

Taking into account the significant impact on families’ livelihoods and socioeconomics challenges facing vulnerable communities, particularly SOS Children’s Villages target groups. SOS Children’s Villages in Somaliland implemented COVID-19 impact response project to improve livelihoods, sustain socioeconomics, protect children, and enhance the psychosocial well-being of children, young people as well as their families. Through these intervention, SOS Children’s Villages in Somaliland (SOS SX) aimed to: 1) reduce the COVID-19 pandemic socioeconomics impact among the SOS SX program beneficiaries.; 2) Improve access to life-saving WASH services to enhance the availability of clean water, promote sanitation and hygiene practices in targeted program beneficiaries. 3) reduce MHPSS problems and promote psychosocial well-being of caregivers and children; 4) to improve public knowledge and awareness on COVID-19 risks.

1.3 Rationale and overall objective of the Final evaluation

At the stage of project closure SOS Children’s Villages in Somaliland aims to evaluate the six month COVID-19 Emergency Response Project. In addition to that, the main objective of the final evaluation is to assess the number of beneficiaries/families who recovered from the impact of the COVID-19 during the implementation of the project and to document lessons learnt during the project implementation.

2 Instruction to bidders

The bidders are welcome to submit their proposal for the Final evaluation of ER Somaliland COVID-19 Project. This bid is open to all national and international suppliers (independent consultants or companies) who are legally constituted and can provide the requested services. The bidder shall bear all costs of the bid; costs of a proposal cannot be included as a direct cost of the assignment. The proposal and all supplementary documents have to be submitted in English. Financial bid needs to be stated in US Dollar (USD).

2.1 Process of Submission of Bids

To facilitate the submission of proposals, the submission can be done electronically in PDF format and sent to SOS HR Department via to hr@sos-somaliland.org.

The titles of submitted documents should clearly state “Final Evaluation of ER Somaliland COVID-19 Project in Somaliland.” For further information, please contact mire.mohamed@sos-somaliland.org and Yahye.abdi@sos-somaliland.org

2.2 Documents to submit

Bid submission / identification form Previous experience format

Price schedule form Technical proposal

CVs of the research team member(s) including current geographical location(s) Three references (at least two of them must be familiar with your work)

An example of a recent/relevant evaluation report (if available for public use)

2.3 Deadline for submission

The proposal has to be received by latest on 14^th October 2021, by the end of the day. Proposals received after the deadline will be not be considered.

ToR for Final Evaluation ER Somaliland COVID-19 Project

2.4 Modification and withdrawal of bids

Proposals may be withdrawn on written request prior to the closing date of this invitation. Any corrections or changes must be received prior to the closing date. Changes must be clearly stated in comparison with the original proposal. Failure to do so will be at bidder’s own risk and disadvantage.

2.5 Signing of the contract

SOS Children’s Villages will inform the successful bidder electronically and will send the contract form within 3 weeks after closure of the bid submission deadline. The successful bidder shall sign and date the contract, and return it to SOS Children’s Villages in Somaliland within seven calendar days of receipt of the contract. After the contract is signed by two parties, the successful bidder shall deliver the services in accordance with the delivery schedule outlined in the bid.

2.6 Rights of SOS Children’s Villages

contact any or all references supplied by the bidder(s);
request additional supporting or supplementary data (from the bidder(s));
arrange interviews with the bidder(s);
reject any or all proposals submitted;
accept any proposals in whole or in part;
negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);
contract any number of candidates as required to achieve the overall evaluation objectives

2.7 Evaluation of proposals

After the opening, each proposal will be assessed first on its technical quality and compliance and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be considered for approval. The technical proposal is evaluated on the basis of its responsiveness to the Terms of Reference (TOR). Bidders may additionally be requested to provide additional information (virtual presentation or phone interview) to SOS Children’s Villages on the proposed services.

The criteria for selection are:

Method: The proposed method for evaluating the project is suitable

Timetable/work plan: The timetable/work plan is realistic and meet the needs of the project

Cost: The cost of the proposal is reasonable and feasible, given the other aspects of the proposal

Experience: The training and experience of the consultants in evaluations and recommendations from organisations for which the consultant(s) has previously worked

3 Terms of Reference

These Terms of Reference (TOR) serve as a request for proposals from individual or company consultants who are interested in conducting final evaluation of ER Somaliland COVID-19 Project (FSP). Details regarding contents of proposals and submission procedures are explained herein.

3.1 Objectives of the evaluation

3.1.1 Overall objective

The overall objective of this evaluation is to determine the progress of the project towards achieving the desired results and its immediate impact on responding COVID-19 pandemic affects for targeted beneficiaries. The evaluation should also record lessons learnt and recommendations for future programming.

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.1.2 Specific objectives

How relevant, effective, efficient, sustainable and participatory were the project interventions?
What immediate impact has the project made in the lives of the participating children, Youth, families and communities?
What lessons and recommendations can be drawn from the programme that can be taken to further develop the programme?

The final evaluation should consider the following OECD/DAC Criteria for evaluation:

Relevance: Is the Intervention doing the right things?
To what extent is the programme focussed on our target group – SOS families who were effected covid-19 pandemic?

To what extent the programme responds to the needs and priorities of COVID-19 affected families?

To what extent do the economic support modalities responding to the needs of participants was Appropriate?
Effectiveness: Is the intervention achieving its objectives?
To what extent did the multipurpose cash transfer and need based grants contributed to minimize covid-19 pandemic for effected families and children?

To what extent did project enabled caregivers/youth to re-start/scale-up their IGAs and small businesses.

To what extent do the project improved access to life-saving WASH services including clean water, promote sanitation and hygiene practices in targeted program beneficiaries.

To what extent do the project reduced Mental Health and psychosocial-related problems and promoted the overall well-being of children, young people and caregivers.

To what extent do the project improved public knowledge and awareness on COVID-19 risks and mitigations.

To what extent did the project contributed in reducing dependency, stress and building confidence of the affected families, children and young people?

To what extent did the project interventions supported families to sustain education and back to school for their children?
Efficiency: How well are resources are being used?
Is the relation between input of resources and results achieved appropriate and justifiable (cost-benefit ratio)?

Have individual resources been used most economically? (e.g. tenders for the purchase of goods)
Are there any alternatives for reaching the same result with less input?
Impact
To what extent did the project had made immediate impact/changes to the lives of project beneficiaries.
To what extent did the project intervention reduced the socio-economic impact of the COVID-19 among the project beneficiaries.
Has the capacity of the families been developed so that they can withstand if another pandemic comes?

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.1.3 3.1.3 Desired Results

The desired results of the evaluation are:

To document the impact of the project with special emphasis on the impact the project has had on children, young people and caregivers.

To provide commentary on the overall project design, the intervention logic and an analysis of the strategy and methodology used in ER Somaliland COVID-19 Project.

To critically examine the result framework and verifiable indicators found in the original concept note and provide post-project figures along with a narrative explaining the reasons for under/over performance achievement.

To draw conclusions, make recommendations and state lessons learnt for future strategy and improvements in implementation of the project.

To provide commentary on the current Covid-19 waves and its factors impacting the project beneficiaries.

To document the communities’ attitude towards the project

3.1.4 Scope and Key Areas

The final evaluation will cover three Project locations namely; Hargeisa, Gabiley and Sheikh. Besides, the evaluation intended to assess the following areas of the project:

Target group
- How the target group has been defined?

How participant families are identified, verified and selected (criteria and process)

Economic support

Type and appropriateness of economic support provided by the project directly (e.g. multipurpose cash transfer, need based grants); identify the impact and if there is something to be added, reduced or removed.

The extent to which the project support has changed the lives of families; caregivers have jobs or other income generation activities providing “stable” and “sufficient” income to their children and young people.

Role of economic support in reducing dependency, stress and building confidence; Appropriateness of the economic support responding to the needs and expectations of participants

Type and appropriateness of educational support (e.g. Scholastic Material) provided to children by the project directly; identify the impact of the support and its relevance.
Level of satisfaction of caregivers and children regarding education support

WASH Support

Improved access to life-saving WASH services including clean water, promote sanitation and hygiene practices in targeted program beneficiaries.
Improved public knowledge and awareness on COVID-19 risks and mitigations.

Psychosocial support

Number of children and caregivers being supported to access counselling services – if possible in proportion (number should be proportionate to the total of those who have been identified as needing such support)

Type and appropriateness of psycho-social support provided to children and/or care givers by the project directly or through referral; identify the impact and if there is something to be added, reduced or removed.

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.2 Work plan and expected deliverables

The evaluation will be carried out in 3 stages. All steps that lead to deliverables are marked in bold.

Stage 1: Prepare

Undertake all required preparations for the field evaluation: propose detailed methodology, conduct desk research, identify key informants, plan data collection process, organisation & logistics, and prepare field visit schedule. Submit and secure approval for the refined evaluation design and methodology in an inception report: document (i) proposed methodological set-up, (ii) locally adapted and proposed data collection tools. Preparation of checklists, participant lists and other management/organisational information for data collection.

Stage 2: Conduct

Facilitate learning during the data collection exercise.

Collection of data as per the agreed methodology and tools. Analysis of the data.

Stage 3: Submit findings

Preparation of a draft report in English

Presentation of the findings to the project staff / national office staff /

After having received feedback from the various stakeholders – finalise the report and submit it in English [and other language if needed].

Deliverables:

Refinement of evaluation study design and methodology in an inception report
First draft of the final report in English
Presentation of preliminary results to SOS Children’s Villages in Somaliland (face-to-face)
Final report

3.3 Report criteria

The evaluation will result in the production of ER Somaliland COVID-19 project final evaluation report, in English with a maximum length of 25 pages including an Executive Summary. All confidential information should be kept in a separate annex to protect participants. The final report should be provided electronically and in hard copy.

The report format below must be strictly adhered to:

Cover page
Title of evaluation report
- Country, project, date of evaluation
- Name of consultant
Executive summary (maximum 2 pages; cross-reference pages or paragraphs in the main body)

Evaluated action
Purpose and methodology (incl. limitations and challenges)
Main conclusions, recommendations, and lessons learned

Main body

The structure of the main body is determined by the desired results (See 2.3)
For each key conclusion, there should be a corresponding recommendation that is realistic, pragmatic, and operational

Annexes

Terms of Reference
List of persons interviewed and sites visited o Map of areas covered by the project

3.4 Qualification of the researcher / research team

The researcher / team of researchers must have:

proven competency (record of previous experiences) in project/ project evaluations, including Final evaluations

ToR for Final Evaluation ER Somaliland COVID-19 Project

a good understanding of development work in Somaliland
a good understanding of child rights and issues affecting vulnerable children and their families
good facilitation, organizational and interpersonal skills
proven experience in participatory processes and data collection methods (including age appropriate data collection methods)
strong analytical and conceptual skills
excellent written communication skills

3.5 Logistical arrangements

SOS Children’s Villages staff will be available to help organizing the interviews including contacting, announcement and local preparation of evaluation, linking to community and local authorities if required.

3.6 Timetable

The Final evaluation will be conducted in late October, 2021 and final report will be prepared over a period of 4 weeks after the evaluation. The final report should be submitted by 21 November, 2021.

Activities

Dates

Time frame Location

Prepare evaluation and submit suggested data collection methods and interview partners to the contracting body (inception report)

Conduct desk review (general)

Conduct data collection (interviews etc.)

Analyze data

Prepare draft report

Incorporate feedback and prepare final report and presentation

3.7 Duration of the contract and terms of payment

Payment will be made only upon SOS Children’s Villages Somaliland acceptance of the work performed in accordance with the above described deliverables. The consultant will be paid by SOS Children’s Villages in Somaliland as follows: 40% upon signing of contract and 60% on completion of final report and acceptance of SOS Children’s Villages.

3.8 Notice of delay

Shall the successful bidder encounter delay in the performance of the contract which may be excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in writing about the causes of any such delays within one (1) week from the beginning of the delay. After receipt of the Contractor’s notice of delay, SOS Children’s Villages shall analyse the facts and extent of delay, and extend time for performance when in its judgment the facts justify such an extension.

3.9 Copyright and other proprietary rights

SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights including, but not limited to, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for SOS Children’s Villages under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for SOS Children’s Villages.

All materials: plans, reports, estimates, recommendations, documents, and all other data compiled by or received by the Contractor under the Contract shall be the property of SOS Children’s Villages and shall be treated as confidential, and shall be delivered only to SOS Children’s Villages authorized

ToR for Final Evaluation ER Somaliland COVID-19 Project

officials on completion of work under the Contract. The external consultant is obliged to hand over all raw data collected during the assessment to SOS Children’s Villages.

3.10 Termination

SOS Children’s Villages reserves the right to terminate without cause this Contract at any time upon forty-five (45) days prior written notice to the Contractor, in which case SOS Children’s Villages shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination.

SOS Children’s Villages reserves the right to terminate the contract without any financial obligations in case if the contractor is not meeting its obligations without any prior notice:

agreed time schedule

withdrawal or replacement of key personal without obtaining written consent from SOS

Children’s Villages

the deliverables do not comply with requirements of ToR

Annex

3.11 SOS Children’s Villages child protection policy and code of conduct

SOS Children’s Villages International has a child protection policy and code of conduct that all consultants will be expected to comply with and will be required to sign a statement of commitment to the policy. This will happen upon signing of contract, together with an orientation of consultants on internal child safeguarding processes and data protection regulations.

Before the actual start of data collection, a police check is to be provided, in case any direct contact with project participants and/or any sensitive data is planned.

In addition to the above mentioned, the following key areas for ethical consideration need to be taken into account: http://childethics.com/ethical%20guidance/

Graham, A., Powell, M., Taylor, N., Anderson, D. & Fitzgerald, R. (2013). Ethical Research Involving Children. Florence: UNICEF Office of Research – Innocenti.

The successful bidder is requested to obtain written consent from all participants of the evaluation process and/or their official guardians/representatives (when applicable).

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.12 Bid submission / identification form

This bid form must be completed, signed and returned to SOS Children’s Villages. Bids have to reflect the instructions described in the Request for Proposal and Terms of Reference.

The Undersigned, having read the complete Request for Proposals including all attachments, hereby offers to supply the services specified in the schedule at the price indicated in the Price Schedule Form, in accordance with the Terms of Reference included in this document.

Offering service for:

Company/Institution Name/Individual’s Name___________________________________________
Address, Country: ________________________________________________________________
Telephone: __________________ Fax _________________ Website_______________________
Date of establishment (for companies): _________________________________
Name of Legal Representative (if applicable): _________________________________________
Contact Person: _____________________________________ Email: ______________________
Type of Company: Ltd. Other _________________________
Number of Staff: ______________________________________
Subsidiaries in the region:

Indicate name of subsidiaries and address

___________________________________________________________
___________________________________________________________
___________________________________________________________

Validity of Offer: valid until: ____________________________________

Date

Signature and stamp

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.13 Previous experience form

Description

(services and products provided to the clients relevant to the current RFP)

Client

Contact

person/phone, e-

mail address

Date of assignment (from/to)

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.14 Price schedule form

The financial proposal needs to include all taxes.

Staff involved

Number

Daily

Total

% of

Activity

price

total

(indicate profile)

of days

rate

people

per row

price

D=AxB

E=D/F

Preparation of

data collection

Data collection

First draft of the

final report

Final report

Total Price (F)

100%

Accommodation and local transportation of the consultant/s to be covered by SOS Somaliland and not to be included into price proposal.

This proposal should be authorized, signed and stamped

________________

(Name of Organisation)

Name of representative

Address:

Telephone/Fax/Email:

ToR for Final Evaluation ER Somaliland COVID-19 Project

3.15 Technical proposal (guideline)

Name of Organisation/Firm/Independent

Consultant

Name of contact person for this proposal (for

organisation/firm)

Address:

Phone/Fax:

E-mail:

The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below.