ToR: the final external evaluation of the Right to protection and Participation/Sida Project


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Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 75years, and are now active in more than 70 countries.

Terms of Reference for the final external evaluation of the Right to protection and Participation/Sida Project (RWA100057)

1.    Background and rationale

Plan International is an international child rights and child-centered development organization without religious, political and government affiliation. Plan’s main objective is to improve the quality of life of children, their families as well as their communities through community participation. Its program interventions are focused on child poverty alleviation in the domains of education, health and nutrition, water and sanitation, household economic security and child protection. Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Bugesera, Nyaruguru and in all districts hosting refugee camps. The country office is at Kagugu, Gasabo District of Kigali City.

As a child centered community development organization, Plan International Rwanda has developed initiatives to enhance child right to protection in respective communities through different interventions and programs.

Through Sweden National Office (SNO), Plan International Rwanda has secured a 42 months (3, 5 Years) project “Right to Protection and Participation that aims at improving right to protection and participation of children in Rwanda

2.    Project goal and objective

On a long term basis, the Right to Child Protection and Participation seeks to:

Improve right to protection and participation of girls and boys in Gatsibo, Bugesera, Nyaruguru districts and in urban area of Kigali.

Specifically, the project is geared towards achieving the following outcomes:

  1. Birth registration/CRVS (Civil Registration and Vital Statistics) systems is strengthened in the Gatsibo, Bugesera and Nyaruguru districts and in urban area of Kigali;
  2. The protection of girls and boys from gender based violence (GBV) and other forms of violence against children (VAC) is improved in Gatsibo, Bugesera and Nyaruguru districts;
  3. Child meaningful participation in decision making linked to VAC and GBV is strengthened and  issues affecting children   are addressed  in Gatsibo, Bugesera, Nyaruguru Districts and at the national level
  4. Civil Society’s role in child protection and participation is strengthened and coordination and complementarity between CSOs interventions is improved
  5. Evidences on key child protection issues in Rwanda is generated and used for advocacy initiatives

This project is being implemented in partnership with 4 local Partners: Children’s  Voice Today (CVT), Coalition “Umwana ku Isonga” formerly under  Collectif des Ligues et Associations de Défense des Droits de l’Homme (CLADHO), legal Aid forum (LAF) and Young Women’s  Christian Association (YWCA) . The last two Partners came on board in replacement of AEE Partner whose partnership agreement was terminated in April 2017.

3.    Purpose of the final evaluation

The overall objective of this final evaluation is to assess how Plan International Rwanda through partnering with and strengthening civil society, has reached the overarching goal of the project. The evaluation shall provide information on whether the objectives of the SNO/Sida funded project have been achieved, by collecting quantitative and qualitative information on the objectively verifiable indicators in the log frame and in line with the framework agreement with Sweden National Office and Sida for the period of January 2015 to June 2018. It must assess the project relevance, efficiency, effectiveness, sustainability and ascertain impact. This final evaluation fall under the Country Strategic Plan II (CSP II) for Plan International Rwanda and Plan international’s reginal office strategy. To this end, the final evaluation will somehow consider the objectives under the CSP II and inform on how the project has contributed to one/all of these.

In addition to this, the final evaluation should provide information on the following:

  1. The results achieved through the implementation of the framework with a focus on the thematic areas of violence against children(VAC), equality and nondiscrimination,  accountability, scaling up and innovation;
  2. The added value and relevance of Plan International Rwanda for strengthening civil society in Rwanda to become drivers of change able to hold duty bearers accountable for commitments made for advancing the rights of girls and boys. The evaluation shall formulate recommendations targeting Plan International Rwanda, Sweden National Office (SNO), partners’ organizations and communities.

4.    Specific objectives  of the final evaluation

The evaluation will specifically examine the following:

4.1 Project relevance

This criterion focuses on the relevance of the project design to the priorities and challenges for children and youth in the intervention zones. The consultant(s) will review whether the project is addressing the key problems as set out in the project proposal. Within this objective, the project activities that were implemented shall be examined to ascertain the following:

  1. Relevance of the project design with respect to the needs and expectations of the targeted groups/beneficiaries;
  2. Relevance of the project in relation to Plan International Rwanda’s Country Strategic Plan (CSP), global Plan international policies and Sida strategies and policies.

4.2 Project effectiveness

This criterion focuses on the assessment of achievements of project objectives at the outcome level.  The consultant(s) shall assess and analyze the effectiveness in line with the following key questions:

  1. How the project has effectively delivered on set outcomes/indicators as outlined in the project proposal, and project log frame; in the assessment of the achievement of the project outcomes, the evaluation will rely on the baseline for the project.
  2. How the project has adhered to Plan International Rwanda Programme principles of gender equality, environmental sustainability and Child Centered Community Development approach and how well has the internal monitoring system contributed to project staff and Partners learning; and how did they use this learning.
  3. How did Plan International Rwanda provide relevant support to the implementing Partners to improve their monitoring such as data collection, data analysis and reflection?
  4. How has accountability and transparency to beneficiaries been ensured as part of the project monitoring?

4.3 Project efficiency

This criterion focuses on the assessment of implementation of the project from the perspective of cost efficiency and beneficiary reach.  The consultant(s) shall review the extent to which the project has used the least possible resources to achieve its outcomes. The key areas of focus under this objective are as follows:

  1. Did Plan International Rwanda and Partners have project resources and inputs used in the best possible way to achieve project objectives?
  2. What could have been done differently to improve the implementation and maximize impact at an acceptable cost?

4.4. Project outcomes and emerging impact

The consultant(s) shall undertake a systematic analysis of changes brought about in the lives of the children and young people and the capacity of community groups involved in the project. Specific issues to be examined include:

  1. Changes in Birth registration systems in project zones of intervention;
  2. Changes in relation to the protection of girls and boys from gender based violence (GBV) and other forms of violence against children;
  3. Changes in the lives of children in terms of their rights to protection and participation in the targeted communities;
  4. Changes in the capacity of Civil Society’s role towards child protection and participation, coordination and complementarity among CSOs as well as the project performance (what has been relevant and not in strengthening Partners organizations) and provide recommendations for the project component that can be scaled up or replicated by Partners using local resource ;
  5. What impact was most valuable to each project beneficiaries and why?
  6. What interventions they think didn’t’ help them or minimally did and why?
  7. Did impact vary for different targeted groups (due to household vulnerability, gender? If so how and why?
  8. Two or three stories of most significant change, in order to demonstrate qualitative impact (or lack thereof).

Determine the extent to which the project has contributed to the prerequisites for long term results/impact.

4.5 Project sustainability

This criterion focuses on the sustainability of the achievements of the project when the project comes to an end.  The consultant(s) shall assess the extent to which the project has established and built institutional capacity and ownership that ensures the continuation and maintenance of the project outcomes. Specific issues to be examined under this objective are:

  • How the project has been able to support and build capacity of children clubs/forum, and SCOs participating in the project? What evidence is available that the capacity will be sustained after the project comes to an end?
  • How the project has been able to work with existing government institutions, community and other Stakeholders’ structures in building their capacity to be able to sustain the project; as well as any commitments that the government may have offered to provide further stimulation for the businesses or whether the government has policy plans that could directly support or benefit project beneficiaries?

5. Target groups and population

The target respondents of this final evaluation will primarily be community and family members from the intervention zones, local leaders at Cell, Sector and district levels, Civil Registration Officers, and children/youth (boys and girls) members of children clubs/forums established and supported in 3 Districts of Gatsibo, Bugesera and Nyaruguru. It will also include parents, teachers and Civil Society organizations/Members of Coalition “Umwana ku Isonga” operating in the intervention areas and implementing Partners. Furthermore, it will include representatives of the National Commission for Children at the district level, and in charge of Gender and family Promotion at district level.

6. Intended users of the final evaluation report

The intended users of the final evaluation reports are Plan International Rwanda and implementing Partners, Sweden National Office (SNO) and others stakeholders of the project.

7. Scope of the final evaluation

The scope of the final evaluation will be on the following:

  • The level of understanding and knowledge about the importance of birth registration among target group and the level of awareness about children’s rights to protection and participation;
  • The gaps and challenges encountered in birth registration system and procedures;
  • The level of children/youth involvement in the advocacy for their protection and participation rights;
  • The level of children knowledge and awareness on GBV and other forms of violence against children (VAC);
  • The gaps in addressing GBV and other forms of violence against children (VAC);
  • The role of Civil Society Organizations/Coalition “Umwana ku Isoga” in child protection and participation
  • The level of coordination and complementarity between CSOs/members of Coalition “Umwana ku Isoga” interventions in child protection and participation.

8. Methodology

The consultant is expected to lead and coordinate this exercise in close collaboration with Plan staff and her partners involved in the implementation of the project. The consultant(s) is/are expected to adopt a holistic approach in conducting the final evaluation. To this end the consultant(s) is/are expected to use participatory evaluation techniques to gather both quantitative and qualitative data, and primary and secondary data and information that would adequately provide answers to all the questions and issues raised under section 4 above.

The final evaluation team should refer to the project's logical framework and baseline survey. The team should carry out the evaluation based on a review of documentation and discussion with Plan International Rwanda and its implementing partners. This will be complemented with field verification visits within 3 districts and 3 program Units making the intervention zones. Primary data will be collected using structured questionnaire to obtain individual level information on the project and other relevant information from a sample of the direct and indirect beneficiaries. The secondary data collection should take stock of the relevant project documents, documents shaping the wider strategy/policy framework, principal project studies, monitoring and review reports thus far issued by the project. In addition to a qualitative assessment of the relevance, effectiveness, efficiency, sustainability and impact and contribution to impact, the evaluation team should also collect all relevant log frame indicators.

9. Expected outputs and formats

The reports must conform to Plan International requirements and standards; this will be assessed by Plan International Rwanda’s Head of Program Quality Assurance and the SNO Officials. The text of the report should be illustrated, as appropriate, with maps, graphs and tables; a map of the project’s area(s) of intervention is required (to be attached as Annex).

The consultant will submit the following reports in English:

1.   Inception report of maximum 12 pages to be produced after ten days from the start of the consultancy. In the report the consultant (s) shall describe the first findings of the study, the foreseen degree of difficulties in collecting data, other encountered and/or foreseen difficulties in addition to his/her programme of work and staff mobilization. The report should also include a detailed action plan and budget including personnel and geographical areas to be covered, and proposals for regular activity reporting on progress to the management of Plan International Rwanda. The report should be submitted within 10 days after signature of the contract.

2.    Draft final report (of maximum 50 pages) using the structure set out below. Besides answering the final evaluation questions, the draft final report should also synthesise all findings and conclusions into an overall assessment of the project/programme.  The report should be presented within 10 working days from the conclusion of the data collection.

3. Final report (hard copies and an electronic copy in English) with the same specifications as mentioned under 2 above, incorporating any comments received from Plan International Rwanda and implementing partners in a validation workshop on the draft report, to be presented within 5 days of the receipt of these comments.

The final report will contain the following elements:

  1. Preliminary pages (table of content, list of acronyms and abbreviations etc.;
  2. Executive summary of findings, conclusions and recommendations;
  3. Introduction;
  4. Methodology and limitations;
  5. Findings and Discussions (in particular, for each key aspect (relevance, efficiency, effectiveness, impact and sustainability) there should be a corresponding section);
  6. Lessons learnt;
  7. Recommendations;
  8. Conclusion;
  9. Annexes, including list of anagrams, terms of reference, methodologies and instruments, budgets and plans, full and complete data, persons interviewed, reports and organizations consulted and any other requirements.

The duration of the consultancy will be 25 working days.The deadline for applying is 27th of April 2018 at 12:00 pm. We are aiming to select the consultant by 07th May 2018 and start the contract on 14th May 2018. The deadline for submitting the final report will be 18th of June 2018.

10. Required expertise

Interested bidders are required to clearly indicate the person who will be leading this evaluation, hereby known as the Lead Consultant and also detail the specific tasks of the other members that they so wish to involve in this final evaluation. The lead Consultant will have the following key competencies:

  • A Master’s degree in social sciences, Economics, sociology, gender studies and Civil Society strengthening or other related field from a recognized university;
  • Technical M&E skills including demonstrated knowledge and experience in undertaking final evaluation studies;
  • Understanding and experience of household economic security programming, ideally with a focus on Children and young people;
  • Superior data tabulation and analysis skills (using CSPro; Epi Info or SPSS);
  • Excellent report writing and data interpretation;
  • At least five years of experience in related field of M&E;
  • Familiarity with children issues in Rwanda and familiar with the work of CSOs;
  • Fluent in English, ideally with some level of Kinyarwanda

11. Role of Plan International Rwanda

In order to ensure quality support to the external consultancy firms, Plan International Rwanda will establish a small, internal core team led by the Head of Program Quality Assurance who will be assigned the responsibility of overseeing the study.

The Plan Programme Area/Units/Managers will also establish PA/PU Core Teams including program Quality Assurance officers that will coordinate the study in the PA/PUs e.g. community mobilization, identification of respondents etc.

The team of Consultants will be required to follow Plan International policies and procedures in relation to children and young people, safeguarding their protection at all times. In pursuance of this, Plan International Rwanda staff member will be present at all interviews with children and youth without fail. The Consultant will be responsible for management of the data collection team.

12. Submission of proposal

The Consultant is expected to submit a detailed proposal with the following components:

a)    Administrative documents

Each bidder shall submit the following documents

  1. Copy of Registration certificate
  2. VAT Registration
  3. RRA and RRSB clearance

b)    Technical proposal to include:

  • A one page Consultant’s understanding of the TOR;
  • Two pages of the proposed methodology, activities and expected outcomes;
  • A detailed activities schedule/work plan with time frame (including a Gantt chart);
  • A profile of the consulting firm including the full names, physical addresses, telephone numbers and contact person of the form/company;
  • Copy of CVs of all the consultants who will undertake the final evaluation;
  • Two previous examples of similar evaluations carried out by the Consultant.

c)    Financial proposal detailing:

  • Itemized consultant’s fees;
  • Itemized field data collection expenses ;
  • Itemized administration expenses;
  • Validity period of quotation;
  • Expected payment plan and method;

13. Deadline for application:

The deadline for application is 27th of April 2018 at 12:00 pm.

Applications must be submitted in hard copies (1 original and 3 copy) and should be delivered to Plan International Rwanda, Country Office, Plot 821, Gasabo District, Kagugu Sector, Gacuriro Cell in Kigali City.

Technical and financial bids must be sealed separately and placed in a third Envelope which also shall be sealed and clearly marked: ‘Tender for Final Evaluation of the Right to protection and Participation/Sida Project (RWA100057) – Technical/Financial Proposal’.

For further details please contact the reception of Plan International Rwanda at +250 788305392. Only successful bidders will be notified and Plan International Rwanda reserves the right to reject any of the bids.


Prepared by:                          Reviewed by:                            Approved by:

Etienne Niyitulinda/PC            JMV Munyaneza/CRM      M. Mediatrice Umfuyisoni/Ag. PSM

How to apply: 

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