Consultant - Baseline Study and M&E framework development - DRC

Deadline to apply:March 25th, 2015

Scope of Work Title:Baseline study and Development of M&E framework for DFID funded IMAGINE programme

Programme: Integrated Maji Infrastructure and Governance Initiative for Eastern Congo (IMAGINE) – Urban WASH in Goma and Bukavu

Type of contract: Individual Consultant Contract

Intervention Area: Goma and Bukavu, Democratic Republic of Congo

Indicative Start Date 6th April

Basis of Fee: The consultant is to submit a fee inclusive of all of the required activities and production of deliverables. The basis of the fee will be lump sum and paid on approval of deliverables as outlined in the draft schedule below – which estimates a 75 day period for completion of the baseline (subject to change based on consultant proposition). Per-diem rates will be payable on the basis of actual presence in Goma and Bukavu. The schedule below is indicative and can be amended according to the proposition of the interested consultant.

Deliverable Packages: Estimated timeframe for deliverable, % of payment per deliverable and Mercy Corps Review Time:

D1: Literature & documentation review: 5 days, 0%, no review time

D2: Meetings with Mercy Corps and stakeholders in DRC to review programme documentation/strategy: 10 days, 0%, no review time.

D3: Baseline Data Collection Tools/Methodology + Training Materials for Enumerators developed and signed off + Training conducted: 5 days, 0%, up to 3 days review time.

D4: Inception Report produced and signed off: 5 days, 30%, 1 day review time.

D5: Baseline study conducted: 20 days, 0%, no review time.

D6: Data review and analysis period - including review of findings with programme team, 5 days, 0%, no review time.

D7: Data-set of raw and analysed data produced and signed off: 5 days, 20%, 2 days review time.

D8: Produce PowerPoint of indicative findings: 5 days, 10%, 1 day review time.

D9: Produce first draft of Final Report: 5 days, 25%, no review time.

D10: Final Report Signed off by Mercy Corps: 10 days, 15%, up to 3 formal review exchanges between MC and consultant.

1. Background

Goma and Bukavu have seen rapid urban growth over the past ten years as a consequence of conflict in rural areas driving people towards perceived safe havens in urban centers. However, in both cities the availability of clean water and sanitation facilities have not kept pace with the increase in demand as a consequence of a multitude of factors including lack of investment, poor management of existing infrastructure, restrictive legislative codes on management of the market, and poor hygiene practices. Cumulatively as a result; water borne diseases such as diarrhea are rampant – leading to high incidences of child mortality. The cost of easily accessible potable water remains prohibitively high for most families – and women and girls continue to suffer from sexual harassment or assault when travelling long distances to collect it, in addition to missing out on education and economic opportunities.

With the support of the UK Department for International Development, Mercy Corps is kicking off a major, five year, DFID funded urban WASH programme that will target Goma and Bukavu under the overall envisaged outcome of “improved hygiene behaviours and safe, equitable and sustainable access to potable water and sanitation for 1,550,000 Congolese men, women, boys and girls”. The overall envisaged impact is “Reduced diarrhea rates in children under 5”. The project name is “Integrated Maji Infrastructure and Governance Initiative for eastern Congo” – or IMAGINE – and the four main programme outputs are as follows:

• Increased availability of improved water, sanitation and hygiene infrastructure from source to tap; [Infrastructure]
• Viable and sustainable water, sanitation and hygiene service provision market; [Service Delivery]
• Effective governance and systems that are accountable to all citizen’s WASH needs; [Governance]
• Improved knowledge, awareness and perceptions of essential water, sanitation and hygiene behaviours. [Behaviour Change]
• Consultant Objectives:
• Objective 1: A baseline study is conducted which enables Mercy Corps to confidently state baseline figures against indicators, establish achievable mile-stones and targets and refine its programme documentation (log-frame/theory of change) as needed.
• Objective 2: Support Mercy Corps to refine its data collection and M&E approach in accordance with recommendations.
• Objective 1:
• Operating responsibilities and tasks per Objective:

The conduct of the baseline will require utilization of the following types of data:

• Document Review (secondary documentation): the IMAGINE programme team will share key documents and required literature (Log-frame, Inception Report and Master Plans in advance of the baseline. However, other official documents, sub-national, national or international should be sourced and utilised as appropriate.
• Quantitative data: for those indicators expressed in terms of percentage, proportion, numbers it will be necessary to conduct a survey that explores knowledge, attitudes and practices. In terms of sampling – overall as a minimum standard the quantitative data collected should be at no more than 3.5% margin of error against the totality of the population of each target location (Goma and Bukavu), with a 95% confidence level. For gender disaggregated data, MC would accept 5% margin of error against the totality of the total population across all target locations.
• Qualitative data: suggested to be used to validate findings of the document review and quantitative data collection. Focus group discussions and key-informant interviews are proposed with separate groups being arranged taking note of gender and age ethical and cultural sensitivities and requirements. Upon agreement on the clustering approach for data analysis, qualitative data collection may supplement quantitative data collection in clusters where the sample size has been too small to be broadly representative.

Activities Required:

As part of the baseline activities, the consultant will be expected to:

• Reach pre-agreement of the sampling frame with the IMAGINE programme M&E Manager
• Liaise with the Mercy Corps M&E and logistics team over logistical planning for the baseline.
• Review all indicators and the goals they are paired with, and comment on their ability to show the quality, direction, pace and results of change – and suggest changes if necessary.
• Finalise the draft survey questionnaire to ensure capture of relevant information and share with Mercy Corps M&E team and Gender Advisor.
• Finalise draft interview schedule for focus group discussions and key information interviews.
• Conduct training with enumerators on data collection, validation, ethical aspects and quality assurance criteria and pilot through a preliminary field test.
• With the support of MC Gender Unit and consultant, train the enumerators on gender and age sensitive data collection techniques. This should take place towards the end of the week beginning 6th
• Conduct pilot field testing.
• Produce brief inception report (5 pages) documenting field test and work plan to include clear description of methods to be applied for collection, processing, cleaning, analyzing and interpreting the data collected.
• Conduct the baseline in the field – in conjunction with Mercy Corps internal M&E team – disaggregating data by age, gender and disability.
• Conduct all the analysis pertinent to the baseline - in conjunction with the Mercy Corps internal M&E team - disaggregating findings by age, gender and disability.[1]

Subsequent to the conduct of the baseline in the field, the consultant will be expected to:

• Present findings to Mercy Corps staff – with subsequent Q&A (up to 4 will be conducted – with different audiences targeted). These shall be conducted in French.
• Present findings to DFID staff – with subsequent Q&A. This shall be conducted in English and will take place in Kinshasa or Goma.
• Produce an accessible data-set covering all quantitative data collected (analysed and raw) will be developed and handed over to Mercy Corps M&E team. The language of the data-set can be French or English. The data-set will consolidate findings from both localities. An accompanying file with all qualitative data collected will be developed and handed over to Mercy Corps M&E team. The file should be in French.
• Produce a baseline study report of at least 30 pages (not including tables, maps and graphs) and circulate for review to Mercy Corps. The report will highlight considerations on gender, age and disability aspects and will propose relevant recommendations to increase inclusion of vulnerable groups.
• Provide Mercy Corps staff with the opportunity to respond to the findings of the report (two weeks). Up to three rounds of comments by Mercy Corps will be provided with the consultant expected to provide a revised report within five working days after each review.
• Amend the report following feedback from Mercy Corps and send back to Mercy Corps for final validation.
• Objective 2:

Concurrent and subsequent to the conduct of the baseline – the consultant will be expected to:

• Meet with programme management, including implementing partners and primary stakeholders (REGIDESO [water authority], YGL [anticipated water service provider], Ministry of Health etc), to review the programme strategy and propose any changes deemed necessary for discussion.
• Use the logframe and programme budget to make a detailed proposed design of the M&E system. Include performance questions, information needs and review of data collection tools to enable cross-component impact analysis.
• Ensure that the M&E system is based on a learning orientation and is focused around the needs of the decision-makers to manage for impact. Reach agreement on when reflections and information analysis will take place and with whom.
• Ensure that these supplement and link to the existing M&E processes of implementing partners and other stakeholder groups.
• Recommend suitable professional M&E training for all staff during years 1 and 2.
• Review the proposed information management system, define or review existing reporting requirements from component managers responsible for implementing activities. Review the format for standard reports (e.g., quarterly and annual reports).
• Review and/or suggest revisions to existing modalities for assessing progress and performance of other implementing partners. It should include primary stakeholder assessment and self-assessment by staff.
• Define the need for any specific M&E studies.

Note: The recommendations related to the deliverables for Objective Two will be allocated a specific section in the inception, final report and PowerPoint presentation referred to in the deliverables on page 1 and below.

4. Product Deliverables:

• Data collection tools (1) and detailed assessment methodology in report format (2). No page limit.
• Training Materials for Enumerators (3)
• Inception Report (4) of up to five pages covering both objectives + proposed contents plan for final report.
• Power-Point Presentation of Findings covering both objectives (5). No slide limit.
• Final Report covering both objectives (6) – of at least 30 pages (excluding graphs/tables/photos).
• Review Process

Mercy Corps requires a review period before approval of certain deliverables. Of greatest importance is the sampling frame and initial proposed methodology – which will be reviewed by Mercy Corps Design, Monitoring and Evaluation and Learning (DMEL) unit based in our headquarters in Portland, Oregon, US. The anticipated review period for this will be three days – and the statistical relevancy of the sampling approach proposed will be the primary issue for review. For all other deliverables requiring approval (see table on page one above), review will take place in country, with approval from the M&E Manager, in consultation with the Programme Director in accordance with the time-table outlined.

6. Management Relationships:

The M&E consultant will report to the M&E delivery manager, with the majority of tasks to be undertaken in collaboration with implementing partners, programme staff and, particularly, M&E personnel and primary stakeholder groups to enable a learning process and inclusive decision making and to maximise transparency and accountability. The M&E consultant will have management responsibility for the staff directly engaged in the conduct of the baseline in the field – with the exception of disciplinary action or removal of staff from the – which remains within the purview of the M&E Delivery Manager. In such a case where disciplinary action is necessary, the consultant will be free to raise concerns to the M&E Manager and/or Programme Director for subsequent action to be taken (as required).

7. Information and Services Provided by Mercy Corps:

For the duration of their consultancy, the consultant(s) will be provided with:

• Up to 30 Android based smartphones for data collection using ODK. ODK phones will be pre-programmed with the necessary questionnaires prior to the consultant’s arrival.
• Translators and Interpreters from Swahili to French.
• French speaking enumerators (50% female if possible). Estimated 10 per locality for 20 days including training, subject to change based on the methodology proposed. Data collectors will be expected to undertake a training on gender and age-sensitive data collection prior to field work inception (3 days, with Gender and M&E component)..
• Access to all project documentation at the beginning of the consultancy.
• Accommodation in Mercy Corps premises in Goma.
• Accommodation in standard humanitarian worker hotel accommodation in Bukavu..
• Assistance of the M+E team in each locality (1 expatriate Manager and 2 national staff in total) for set up, training and recruitment of enumerators.
• All internal flights or boat transport (potentially in the case of Bukavu) to the locations required for the baseline and subsequent presentation of findings (Kinshasa likely).
• Access to Mercy Corps Office for working.
• Transport in all sites targeted for the baseline (max two vehicles per location).
• A per diem of 40$ per day while in country (including weekends).

The Mercy Corps M&E team will be available to work directly with the Consultant throughout the duration of the consultancy – including in the supervision process for data collection, the technical set up of the ODK forms, training of enumerators and data analysis. The Mercy Corps M&E team, includes expatriate M&E Manager (English/French speaking), National M&E Coordinator (Swahili/French speaking) and National M&E Assistant (French/Swahili speaking). In addition, Mercy Corps has a database of potential enumerators (in both Goma and Bukavu) and will be able to hire them in advance of the arrival of the consultant. The consultant should take this into account when drafting his/her proposition.

8. Qualifications and experience required

In addition to outlining their capacity to meet the specific requirements of this consultancy, through their application and throughout the selection process, the consultants must demonstrate that they:

• Can speak in both French and English fluently.
• Have strong experience conducting baseline, monitoring and evaluation studies for major Development Programmes – preferably in WASH – in challenging operational environments.
• Have experience conducting baselines, mid-terms or evaluations on DFID (or other) funded programmes of substantive value (IMAGINE is >£28 million over 5 years).
• Have a strong approach to assuring quality assurance of data collected.
• Have a strong ethical approach to data collection – while still being able to meet the objectives of the consultancy.
• All data collected and study outputs in soft and hardcopy will be the property of Mercy Corps

Consultants will not be able to charge for working on weekends (Saturday/Sunday) – except in exceptional circumstances and on request and with formal approval of Mercy Corps – but will be provided with a 40$ per day per-diem that will be provided also during the weekend.

9. Instructions for Detailed Proposals

Parties interested in bidding for this should submit the following to Mercy Corps by the closing date of 25/03/2015:

• CVs of the consultant(s) envisaged for deployment.
• Summary of proposed methodology to be employed for this assessment (2 pages maximum), related work-plan and proposed total cost of consultancy.
• 2 references.

Bids can be submitted in either English or French.

10. Selection criteria

Candidates for the consultancy will be selected according to the following criteria:

Relevant technical qualifications and experience for the tasks to be performed 20

Relevant experience of similar assignments in challenging political/operational environments. 20

Experience with NGO agencies 10

Language capacity (francophone) 20

Knowledge of the region 10

Lowest Price 20

[1] For the analysis, Mercy Corps seeks to understand the extent to which different outputs and outcomes of the programme contribute towards the overall programme impact – both in isolatin and cumulatively – and question/confirm some of the key assumptions made by the programme.

Mercy Corps is an AA/EOE.

HOW TO APPLY:

Please apply directly at:
http://mercycorps.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjo...