Terms of Reference (TOR) for suitably qualified consultants to conduct a Midterm Evaluation Enhancing Participatory Governance and Accountability (EPGA) Project
BHC Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,
Tel : (+250) 0252 502663 / (+250) 0252 502664
Enhancing Participatory governance and Accountability of Local Leaders and Public Institutions towards Citizens, Particularly Women and Youth
Project Midterm Evaluation by a suitably qualified consultant(s)
Assignment Focal person
Project Coordinator - Grant Management
24 September 2018
Deadline for submission of bids
17 October 2018 – 4:00 pm
Duration of the assignment
20 calendar days
Bids are invited from suppliers who wish to be considered for selection as the supplier of below services and/or goods Trócaire.
This RFB document deals with:
- Section 2 : Confidentiality
- Section 3: Profile of Trócaire
- Section 4: Scope of the work
- Section 5: Content and format of bids
- Section 6: General Terms and Conditions
- Section 7: Conflict of Interest
- Section 8: Contract Period
- Section 9: Intellectual Property
- Section 10: Termination of Contract
- Section 11: Evaluation of bids
- Section 12: Submission of bids
Trócaire will treat the content of all bids as strictly confidential and information provided in the bids will be used solely for the purpose of deciding on the award of a contract as described in this document.
- Profile of Trócaire
Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently has a presence in more than 17 countries in Latin America, Africa and Asia including Rwanda. Trócaire has been operating in Rwanda since 1994 and is currently focusing on 3 programme pillars: Resource Rights, Women's Empowerment, and Preparing and Responding to Emergencies. Trócaire does not implement programmes directly. Instead, the organization works in partnership with local civil society organizations. More information about Trócaire can be found on http://www.trocaire.org/.
Trócaire secured a USAID cooperative agreement Award to implement the project entitled Enhancing Participatory Governance and Accountability effective 13 April 2017. The project is oriented towards strengthening participatory and accountable governance through the participation of civil society and citizens, particularly women and youth, in the formulation, implementation, and monitoring of development policies and programmes in the agricultural domain across 15 sectors of five districts of Rwanda namely Rulindo, Gakenke, Nyanza, Nyamagabe and Nyaruguru.
This project is strengthening the capacity of partner staff and civil society organizations to actively engage in agriculture policy dialogue, budget monitoring, and advocacy. It intends to better link the national agriculture budget to the population's priorities, needs and rights through informed analysis and contributions to budget proposals, monitoring and tracking public revenues and expenditures, and supporting citizens' budget literacy. The project specific objective is to promote the effective participation of citizens, especially women and youth, and civil society organizations in the development; implementation and monitoring of agriculture policy and budget in five districts in order to ensure that they respond to the priorities of vulnerable people and contribute to sustainable and inclusive development in Rwanda.
This 3 year project is being implemented by Trócaire as the lead organization in partnership with the Episcopal Justice and Peace Commission (CEJP), the farmer’s cooperative “Union des Coopératives Agricoles Intégrées” (UNICOOPAGI), and the Rwanda Development Organisation (RDO) and the target population is made of 3,675 citizens especially women and youth, Village agricultural Committees members of 63 villages, local authorities from village to district; and local and national Civil Society Organizations, CSOs.
4. The scope of goods and services required
4.1 Rationale of Mid Term Evaluation
Trócaire is requesting suitably qualified consulting firms to submit proposals to carry out the Mid Term Evaluation for the Project “Enhancing Participatory Governance and Accountability. It is expected that this Mid Term Evaluation (MTE) aims to assess the continued relevance of planned intervention and the progress made towards achieving the project objective since the Baseline conducted in September 2017. It will also provide an opportunity to make modifications to ensure the achievement of pre-set results within the lifetime of the project.
4.2 Key Audience
The evaluation will seek to apply a participatory approach and will include different stakeholders to gain a deep insight into the key evaluation questions. The key audience for the project evaluation will be:
- Citizens from targeted communities: 3675 farmers from 63 villages in 5 Districts especially women and youth;
- Village agricultural committee members from 63 villages;
- Civil society organizations at district and at a national level;
- Sector and District Directors of Agriculture and natural resources;
- Relevant directors in Rwanda Agricultural Boards and Ministry of Agriculture and Natural Resources; and
- Trócaire and implementation partners with technical and leadership teams.
The Mid Term Evaluation should be conducted in a participatory manner involving the consultant, Trócaire project team composed of the Programme Manager, USAID project coordinator who is the focal point of the project; Trócaire M&E Officer, Executive Secretaries for CEJP, UNICOOPAGI and RDO and other relevant stakeholders.
4.4 Key questions the MTE should address
Mid Term Evaluation will seek to address the following questions related to Relevancy and design, Efficiency, Effectiveness and management arrangement, Impact and sustainability.
Relevancy of design:
- What are the actual project midterm values for impact and outcome indicators set out in the project result framework?
- How appropriate and useful are the indicators described in the project result framework in assessing the project’s progress? Are the targeted indicator values realistic and can they be easily tracked?
- If necessary, how should they be modified to be more useful?
- Based on actual progress, will the project be likely to achieve its planned objectives upon completion? What are the main constraints, problems, and areas in need of further attention?
- How have stakeholders been involved in project implementation? How effective has the project been in establishing community level and national level national ownership?
- Have project funds and activities been delivered in a timely manner?
The effectiveness of management arrangements
- Does project management facilitate good results and efficient delivery? Is there a clear understanding of the roles and responsibilities of all parties involved?
- Does the project implementing partners receive a conducive environment, technical and administrative support from the Trócaire and USAID?
- How effectively do the project management monitor project performance and results?
Impact and sustainability
- Besides impacts outlines in the results framework, what are other changes in the target population that are directly or indirectly are attributed to the project?
- What are the project interventions that are likely to remain in the community after the project lifetime?
NB: Trócaire is committed to mainstream gender across all the programmes and for the sake of this mid-term evaluation, all research questions should seek to establish the Mid-Term situation for men and women, boys and girls.
4.5 Roles and Responsibilities
Trócaire will establish an evaluation team to oversee the MTE exercise. This will consist of the Project Coordinator, Programme Manager, and Monitoring and Evaluation Officer. They will be responsible for:
- Providing guidance to the consultant and stakeholders throughout the evaluation process;
- Approval of all deliverables; and
- Overall responsibility and accountability for the MTE.
In consultation with partners the evaluation management team will also undertake the following tasks:
- Identify key sources of secondary information that can be used to supplement the primary information gathered;
- In collaboration with the consultant, conduct fieldwork to gather data; and
- In collaboration with the consultant, select sample communities based on a clear sampling strategy.
The external consultant/s will be expected to:
- Participate in briefing and consultative meetings on the assignment;
- Develop a work plan and inception report that will operationalize and direct the Mid Term Evaluation (MTE) addressing:
- Expectations of the evaluation exercise;
- Roles and responsibilities of consultants, Evaluation management team and partners;
- Evaluation framework and methodology;
- Data collection and analysis; and
- Work scheduling and reporting.
- Develop data collection tools such as questionnaire surveys, focus group discussion questions and key informant interview questions in collaboration with the evaluation management team and Programme partners;
- Train partners and the evaluation management team on data collection, entering and processing in relation to this Mid-Term Evaluation;
- Carry out fieldwork, analyze data, and draft a preliminary report for feedback from the evaluation management team;
- Finalize the data analysis and submit a final report setting out the Mid Term Evaluation key findings;
- Present the information formally at a workshop with partners and key stakeholders; and,
- Deliver on all agreed deliverables (inception report, evaluation report and database, and data collection tools).
- Content and Format of bids submitted
Consultants should enclose the following documents with their proposals:
- Letter of interest addressed to the Country Director of Trócaire Rwanda;
- The technical proposal that will provide the following:
- Description of the consultancy company, proving the good understanding of these TOR, experience of the consulting company in the domain of agriculture, agricultural policy implementation and monitoring;
- Detailed methodology, and time plan for all proposed activities;
- CV of 2 senior officials whom will take the lead on the Mid-Term study as an annex;
- Contact details of 3 references to facilitate reference checks; and
- At least 2 certificates of good completion of services for similar work with international organizations, donor organizations or government agencies.
- A financial proposal detailing the cost for each planned activity and related logistics in RWF and clearly indicating VAT cost. VAT registration certificate issued by RRA and Company registration certificate from RDB should be presented as an annex.
- General Terms and Conditions of this RFB
- Trócaire does not bind itself to accept the lowest priced bids.
- Trócaire does not guarantee exclusivity and reserves the right to engage other companies for the same services (if required) during the term of the contract.
- Trócaire shall be free to:
- To accept the whole, or part only, of any bid;
- To accept none of the proposals tendered;
- To republish this Request for Bids.
- In the event of not accepting any of the bid submissions received on foot of this RFT, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the goods/services.
- Trócaire will not be liable for any costs or expenses incurred in the preparation of a bid;
- The Contract shall be considered as a contract made in Rwanda, according to Rwanda law and subject to the exclusive jurisdiction of Rwanda
- The Standard Terms and Conditions to which Trócaire expects all of its supplier to respect is found on the Trócaire website - https://www.trocaire.org/about/work-with-trocaire/supply-chain.
- Conflicts of interest
Any conflicts interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest. It will be for Trócaire to decide if a material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.
Trócaire is committed to safeguarding programme participants from any form of exploitation or abuse as a result of our programmes or activities. Anyone working for or on behalf of Trócaire must share this commitment. Trócaire’s Position Statement on Exploitation and Abuse and Trócaire’s Child Safeguarding Policy Summary document outline expectations in this regard, including a Code of Conduct. All consultants, representatives, and volunteers of Trócaire will be expected to sign these documents along with a Declaration Form and a Self-Declaration Form.
- Contract Type and Period
The consultancy contract is a fixed term consultancy contract and will commence with the 12th day of November 2018 and it will expire on December 7th, 2018 and by this date, the Consultant is expected to have submitted the final report to Trócaire Rwanda. The contract duration will have a maximum of 20 working days assigned to this Mid-Term Evaluation.
- Intellectual Property
Any concept, guidelines or other material developed during the contract will be considered the property of Trócaire and may be used by Trócaire at any time.
11. Termination of Contract
- Trócaire reserves the right to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination. The contract may be terminated by either party on giving appropriate written notice.
- If at any stage of the contract, the goods/services delivered by the consultant is found to be unsatisfactory, the contract may be terminated by Trócaire. In the event of such a termination, the consultant will only be entitled to receive payment in relation to the acceptable goods/services rendered at that time.
12. Evaluation of Bids
a) All suppliers should at least meet the relevant and demonstrable experience in the following areas:
- Programme/project planning and evaluation;
- Participatory research techniques;
- Extensive experience in digital data gathering, entering and processing applications especially with Survey CTO platforms;
- Developing high-quality monitoring and evaluation systems for similar programmes;
- Strong background and experience of working in the region/country and programme context;
- Knowledge of relevant thematic programme such us public policy cycle;
- Extensive knowledge about agricultural policy implementation and monitoring;
- Knowledge of Trócaire’s work;
- Producing high-quality reports;
- Working to demanding deadlines; and
- Digital data collection and management.
b) The successful Consultant will be the one who, in the opinion of Trócaire, submits the most economically advantageous proposal applying the following award criteria:
- Understanding the Terms of Reference;
- Proposed methodology and planning of the assignment;
- Experience in developing evaluations for similar programmes;
- Past experience of the company in working with evaluation exercises for international NGOs or for donor organizations;
- Relevant qualification and experience of 2 senior consultants proposed for this assignment,
- Overall the quality of the proposal;
- Cost, RRA and RDB company registration and applying electronic billing machine while issuing invoices; and
- The work plan must clearly outline which individual will actively lead and deliver the assignment. The senior consultant/ team leader will be responsible for the successful and timely delivery of the assignment. The financial proposal should be inclusive of tax and quoted in Rwanda Francs (RWF) clearly indicating the cost per day. Demonstrable experience and Value for Money (VFM) will be key considerations in evaluating proposals submitted.
c) During the evaluation, period clarification may be sought in writing from prospective consultants. Responses to requests for clarification may not materially change any elements of the bids submitted.
d) No unsolicited communications from prospective consultants will be accepted or entertained during the evaluation period. Any such unsolicited communication will result in disqualification of bids.
A shortlist of those who have submitted bids will be drawn up by the Procurement Committee and a certain number of those who have submitted bids may be invited to make a final presentation of their bids.
13. Submission of Bids
Your proposal clearly marked: “Mid Term Evaluation for Enhancing Participatory Governance and Accountability (EPGA) project” should be submitted under sealed envelope to the Trócaire offices– Kacyiru BHC building, 260 Boulevard de l’Umuganda, Kacyiru, Kigali, Rwanda or through email submitted to email@example.com and copying firstname.lastname@example.org and email@example.com not later than October 17th, 2018. Any queries relating to this request for Quotation should be directed by e-mail only to firstname.lastname@example.org; the staff member who will follow up on this TOR.
The deadline for the receipt of bids is 4:00 PM on 17 October 2018.
Done on 24 September 2018
Trócaire Rwanda Country Director