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Terms of Reference for Consultancy Services: Recruitment of an External Consultant for Conducting End-of-the Project Evaluation

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Terms of Reference for Consultancy Services: Recruitment of an external consultant for conducting End-of-the Project evaluation

1. Background and Context of the Project

Handicap International Federation Rwanda which operates under the name of Humanity & Inclusion (HI) is an independent and impartial International Organization that was founded in 1982 and operates in Rwanda since 1994. It envisages a Rwanda society that is inclusive, supportive, and respectful of the rights of vulnerable people and especially persons with disabilities. Working alongside persons with disabilities and other vulnerable people, it commits itself to meet their essential needs, improving their living conditions,s and promoting respect for their dignity and their fundamental rights. It does so by supporting the policies and initiatives of public authorities and civil society to advance the rights of vulnerable people, particularly persons with disabilities across Rwanda.

In partnership with UNHCR and the Ministry in charge of Emergency Management (MINEMA), HI launched its operations in Refugee camps of Rwanda in 2015, responding to the specific needs of persons with disabilities, elderly people, and persons with mental health and psychosocial issues in urban areas, Congolese and Burundian Refugee camps of Rwanda as well as in Gashora ETM that was later opened in September 2019 to accommodate and protect evacuees from Libya.  In May 2020, HI received funds from the Germany Federal Foreign Office (GFFO) to implement a project titled “Inclusion of people with special needs, mental health needs and psychosocial needs in humanitarian programmes in Rwanda”. The project is aimed at eliminating all form of discrimination, inequalities, and existing barriers that hinder persons with specific needs from equal participation and access to the services and opportunities that are available in their respective communities. Among key activities of the project include: Improving access to specialized medical care services, assistive devices, mental health and psychosocial support services, Community-based rehabilitation services, supplementary feeding for children with severe disabilities and persons with mental health under neuroleptic treatment, improving access to palliative care services, removing accessibility barriers, and other essential services that are determined based on every individual assessment needs.

It is against this background that HI is seeking for a qualified and well-experienced consultant (an individual or a company) that will conduct an end-of-project evaluation in 2 Urban areas: Kigali & Huye, 5 Congolese Refugee camps: Kigeme, Mugombwa, Kiziba, Nyabiheke, Gihembe, and Burundian camps: Mahama 1& 2 and ETM Gashora. The findings and recommendations generated from this evaluation exercise will help the project team to understand the project’s successes, develop a concrete plan of actions to bridge the identified gaps, share the good practices and lessons learned with other humanitarian agencies operating in the abovementioned locations with the view to enhance the continuity and sustainability of the project initiatives aimed at enhancing the resilience, inclusion, and participation of persons with specific needs and those with mental health and psychosocial issues.

1. Presentation of the project to be evaluated

PROJECT

Inclusion of people with special needs, mental health needs and psychosocial needs in humanitarian programmes in Rwanda

Funding

Germany Federal Foreign Office

Project Location

Gashora Emergency Transit Centre, 2 Urban areas: Kigali, Huye, 5 Congolese camps: Gihembe, Nyabiheke, Kigeme, Mugombwa, Kiziba and Mahama, 2 Burundian Camps: Mahama 1 &2

Target group

Direct beneficiaries: 13,981 persons with mental health issues, 3573 persons with disabilities and 4100 older persons in need of urgent humanitarian assistance

Indirect beneficiaries: 108,270 Community members including 86,616 Refugees, 21,654 members of the host communities

Households: 6,237 households including:1,247 in the host communities and 4,990 in Refugee camps

Implementation period

1st May 2020 to 31st December 2021

Project budget

Total budget: 1,300,000 Euro including Grant received from GFFO (1,235,000 Euro) and HI contribution (65,000 Euro)

 

Project objective

Optimize resilience, community participation and inclusion of persons with specific needs and persons with mental health and psychosocial issues in both humanitarian and national programmes

Project outcome

Contribute to the improvement of resilience, community participation and inclusion of persons with specific needs and persons with mental health and psychosocial issues both in a humanitarian and national programme

Project Outputs and Key activities

Output 1: Enhance access to services for persons with specific needs and persons with mental health and psychosocial issues 

Ø  Support persons with disabilities to get the assistive devices and specialized medical care services

Ø  Provide basic Functional rehabilitation services and early detection of impairments in refugee camps and the host community

Ø  Organize therapeutic sessions for persons with mental health issues oriented to inclusion and reintegration of mental health clients

Ø  Organize experience sharing sessions with service providers on inclusive practices (refugee employment, accessibility, and communication to persons with disabilities including mental health issues)

Ø  Support persons with mental health issues and drug users to get specialized health care and detoxification services

Ø  Provide social assistance including Non-food items to the most vulnerable persons at risks

Ø  Provide supplementary feeding to persons with severe mental health and psychosocial issues in particular clients under medications (neuroleptics)

Output 2: Strengthen community engagement and participation in inclusive practices and protection of persons with specific needs and persons of concern with mental health and psychosocial issues

 

Ø  Strengthen the capacity of community volunteers on the inclusion of PwDs and community-based approach of mental health and psychosocial issues

Ø  Engage the existing Community leadership structures including the opinion leaders, refugee and host community leaders in the protection of persons with disabilities older persons, and persons with mental health and psychosocial issues

Ø  Organize awareness sessions for the families of persons with mental health and psychosocial issues on prevention and response to mental health issues

Ø  Refresher training of resource persons on the community-based approach of mental health and psychosocial support needs

Output 3: Empower persons with specific needs and persons of concern with mental health and psychosocial needs to increase their autonomy

Ø  Engage the beneficiaries’ participation in the ideas box educational, therapeutic and empowerment services

Ø  Initiate older persons’ forums and sharing visits to the host communities

Ø  Support project beneficiaries to organize sensitization campaigns related to international days (IDPD, MH day, International Day of older persons)

Ø  Support the formation of older persons’ committees and establish a concrete action plan

Ø  Support youths with disabilities and drug users to access vocational training

Ø  Promote small businesses for persons with mental health and psychosocial issues in self-help groups

2. General objective of the project evaluation 

To assess the project’s performance and achievements vis-à-vis the overall objective, best practices, challenges, existing gaps, draw lessons learned, and develop some recommendations that will inform the development of future projects.

2.1. Specific objectives  

  • Examine the changes brought by the project intervention to the persons of concern with specific needs and persons with mental health and psychosocial issues in Gashora ETM, Refugee camps, and urban areas
  • Evaluate the changes brought by the project intervention to other stakeholders such as: government institutions, community members, local leaders, and UNHCR partners in terms of their knowledge, attitudes, and practices towards persons with specific needs, persons with mental health and psychosocial issues
  • To assess the level of beneficiaries’ satisfaction, inclusion, participation, and access to services for persons with specific needs and persons with mental health and psychosocial issues in urban areas, Refugee camps of Rwanda and Gashora ETM
  • To capture the lessons learned, best practices that HI can build on for future interventions

3.    Scope and Evaluation Criteria

4.1 Time scope

The end-of-project evaluation and all related preliminary activities such as: writing an inception report, data collection, and report writing will be undertaken in a period of time close to 2 months from 11th October to 10 December 2021.

4.2. Geographical scope

The project evaluation exercise will be conducted in 5 Congolese Refugee campsGihembe which is located in Gicumbi district, Nyabiheke in Gatsibo district, Mugombwa in Gisagara district, Kigeme in Nyamagabe district, 2 Urban areas: Kigali & Huye, Burundian Refugee camp: Mahama 1 &2 which is located in Kirehe district and Gashora ETM that is found in Bugesera district. It is however important to note that due to the ongoing relocation of Refugees from Gihembe and Kigeme to Mahama camp, the risk of not finding all project beneficiaries from their initial locations is very high. This situation should be taken into consideration by the consultant team to ensure they are also reached from their new destination. The consultant should also think of alternative ways and tools to conduct the evaluation should there be limited access to the beneficiaries and movement restrictions to the camps due to the Covid-19 pandemic.

4.3    Evaluation criteria

The external evaluator will focus on the following HI project quality framework and OECD evaluation criteria:

Relevance. The extent to which the project interventions suited the needs and priorities of the target beneficiaries. For this particular project, the consultant will assess if the project objective and interventions are truly aligned with the beneficiaries’ specific needs. The following guiding questions will be asked to assess the relevance of this project:

  • Is the project intervention relevant to the specific needs and priorities of intended beneficiaries?
  • To what extent has the Project achieved its overall objective and outputs?

Cooperation: This criterion examines the compatibility of the project intervention with other interventions in the country, synergies, interlinkages, complementarity, harmonization, and coordination of efforts and resources with the view to avoid duplications. The following key guiding questions will be asked to assess the coherence of this project:

  • Were there some synergies between the project intervention and other projects carried by the same institution and were they used in an effective manner to achieve the project objectives
  • Was the project well-coordinated to ensure harmonization and complementarity with other humanitarian agencies operating in refugee camps and urban areas to avoid duplication of efforts and resources?

Efficiency: the extent to which the intervention delivers results in an economic and timely way. For this particular project, the consultant will measure the outputs and outcomes (qualitative and quantitative) in relation to the budget used. S/he will assess if all planned activities were successfully implemented, project objective attained and the expected outputs achieved as initially planned in accordance with the schedule and cost-effectiveness. The following key guiding questions will be used:

  • Did the actual results (outputs and outcomes) achieved, justify the budget expenditures or costs incurred?
  • Were the project resources (human, financial, and material) appropriately and efficiently used to reach many beneficiaries as possible or attain the expected results without overlapping other similar interventions funded by other donors?

Effectiveness:  measures the extent to which the intervention achieved or expected to achieve its objectives and expected results. For this particular project, the evaluator will assess whether the planned results (outputs, outcomes) were attained. The following key guiding questions will be used:

  • Was the project effective in attaining the objective and planned results?
  • How effective has the project responded to the specific needs of the intended beneficiaries and what are the achieved results?
  • Did the project have all the necessary resources (human, financial, and material) to achieve its objectives?

Sustainability: The extent to which the benefits of the intervention continue or are likely to continue.

  • Are the benefits of this project likely to be sustained after its completion and what was done to ensure the continuity of these benefits after its closure?

Impact: The extent to which the project intervention has generated or is expected to generate significant positive or negative, intended or unintended high-level effects to the beneficiaries. Being a short-term project, it is more difficult to assess the impact. However, the consultant can examine the changes caused by the project in terms of inclusion, participation, and access to services for persons with specific needs and persons with mental health and psychosocial issues. The following key guiding questions will be used:

  • Has the project intervention caused any significant change to the beneficiaries in terms of inclusion, participation, and access to services for persons with specific needs and persons with mental health and psychosocial issues in Refugee camps and urban areas?
  • Has the project intervention changed the community knowledge, attitudes, and practices towards persons with specific needs and persons with mental health and psychosocial issues?

4. Methodology

This section portrays how the evaluation will be conducted, methods, techniques, and procedures that will be used to gather both qualitative and quantitative data. It presents the details regarding the sources of data, data collection methods, instruments, data analysis, and how the finding will be presented. 

4.1. Data collection Methods

The overall methodology adopted for the end of project evaluation should generate both qualitative and quantitative data. The methods and techniques should be tailored in a manner that allows inclusion and participation of all relevant project stakeholders that include 1) project beneficiaries: Persons with disabilities, older persons and persons with mental health and psychosocial issues, 2) Camp management: UNHCR, MINEMA, 3) Other stakeholders such as: community leaders, disability committees, other government institutions and humanitarian agencies present in Refugee camps. Persons with different types of disabilities especially those with hearing and speech impairment should have equal opportunities to freely express their views and opinions. Innovative and mixed methods are highly recommended. The evaluation team will use both Focus group guides, observation tools, and interview guides to collect qualitative data. Closed or open-ended questionnaires will be used to generate quantitative data from the project stakeholders.

The Evaluator will also use other relevant sources from HI office such as: the project proposal, quarterly reports, PM box, and beneficiary data to generate additional information that may be required to enrich the evaluation report. To collect data, the evaluator will agree to use Survey CTO software (procured and provided by HI).

4.2. Data processing and analysis

  • The quantitative data entry process will involve the use of SPSS for the statistical description of coded and distributed data. For better analysis of quantitative data, disability, age, and gender disaggregation is highly recommended.
  • For Qualitative data, responses from both focus group discussions and interviews will be described, grouped, cross-checked, and triangulated.

Simple tables, graphs will be used to ensure validity. Data processing will be conducted scientifically and systematically. Conclusions will be made based on the findings obtained from the respondents. The evaluation team will ensure that the responses from the respondents have a higher degree of consistency and reliability. Quantifiable data will be tabulated by frequently using tables for understanding, interpretation, and analysis of data.

4.3. Principles, Values, and ethics

Throughout the evaluation exercise, ethical considerations will be respected: consent forms will be signed by respondents prior to the data collection exercise and all participants will be assured of confidentiality, dignity, and anonymity. The consultant must also be compliant with HI Code of Conduct, ethical rules, and protection policies such as protection of the beneficiaries from sexual exploitation and abuse, anti-fraud and corruption, environmental protection, child protection, etc. Under no circumstances whatsoever the consultant will be allowed to transform, publish or share all documents generated from this evaluation exercise without seeking for prior authorization from HI management. These include but not limited to: data collection tools, inception reports, evaluation reports, beneficiaries’ photos, and testimonies, success stories, etc. 

5. Expected deliverables and proposed Schedule 

Activity

Number of days

Deliverables

Write an inception report and present it to HI for validation

1 week

(11th to 15th Oct 2021)

An inception report was presented to HI for validation on 18th Oct 2021

Presentation and approval of the final inception report 

1 week

(19th to 22nd Oct 2021)

Present the final inception report containing the methodology and data collection tools for HI approval on 25th Oct 2021

Train data collectors and testing the tools

1 week

26th to 30th October 2021

List of trained data collectors shared on 31st Oct 2021

Data Collection exercise and share debrief report

(2 weeks)

1st to 12th Nov 2021

Debrief report presented on 15th Nov 2021

Compilation of the evaluation findings and share a draft /preliminary report

2 weeks

(16 Nov to -29th Nov 2021)

Draft/preliminary report presented on 30th Nov 2021

Presentation of the final report

10st Dec 2021

A final report delivered to HI

6. Required experience and expertise 

To qualify for this Job, the evaluation team should have the required work experience and expertise presented below: 

7. Required experience and expertise of the principal evaluator

Required

Desirable

  • Master’s degree in social sciences, health sciences, Management and preferably in project management or monitoring and evaluation
  • Proven experience on project formulation and evaluation (provide at least 3 most recent project study reports of similar kind)
  • Good knowledge and skills on inclusion and mainstreaming of persons with disabilities in development and humanitarian context
  • Good knowledge on social model of disability
  • Proficiency in both English and French (verbal and written)
  • Strong analytical and report writing skills
  •  Indubitable capacity to collect and analyze both quantitative and qualitative data using survey CTO.
  • A good experience of not less than 5 years working with the associations of persons with specific needs, government institutions or non-governmental organizations which support persons with specific needs such as elderly people, and persons with disabilities
  •   A good experience of working under a huge pressure and being able to meet short deadlines
  • Proven experience of more than 7 years conducting Project evaluations or other similar tasks
  • A better understanding of both national UNHCR and HI policies on protection of persons with specific needs notably persons with disabilities
  • Proven commitments to mainstream and protect persons with disabilities
  • Fluency in local languages: Kinyarwanda, Kirundi, and Swahili
  • Strong experience working with or engaged in activities that support persons with specific needs
  • Strong integrity and capacity to meet short deadlines 

 

7.1Required experience and expertise of data collectors

  • Advanced diploma (A1) or bachelor’s degree holder in any of the following domains: Physiotherapy, psychology, Occupational therapy, social works, or other related academic qualifications
  • Proven experience of doing similar work from recognized public or private institutions
  • Ability to manipulate tablet computers and proficiency in data collection using survey CTO
  • Good experience working with people who have specific needs notably: persons with disabilities, older persons, and persons with mental health and psychosocial issues
  • Demonstrated computer skills: Ms. word, excel, Powerpoint

7.2Technical and financial documents required

All interested applicants are required to submit both technical and financial documents that contain the following information:

  • A technical document with at least 5 pages detailing how the applicant intends to carry the evaluation including the Methodology, data collection tools, work plan).
  • CVs of the team member(s) proposed for this assignment
  • A detailed financial document with reasonable costs (budget breakdown) in Rwandan francs for performing the above-mentioned activity.
  • RDB registration and TIN/ VAT (Tax Identification Number)
  • Bank details (Account name, account number, and Bank name)
  • Clearance certificate issued by Rwanda Revenue Authority and RSSB
  • A clear indication of payment conditions
  • Signed Declaration of non-exclusion HI
  • Signed Declaration of Respect of ethic HI
  • Three Good completion certificates for a similar type of work

 Please note that HI will not provide any logistics support to the selected consultant.

8.Submission of bids

Interested consultant firm  should submit their application letter with technical and financial offers, academic certificates, CV of the consultants or the team leader if the applicant has a company, previous contracts or subcontracts that justify the applicant’s past experience and Photocopies of identity cards addressed to the country Manager of Handicap International Federation Rwanda programme via email address dao@rwanda.hi.org not later than 27th September 2021 at 5:00 pm. Please note, due to the Covid-19 preventive measures, HI will not receive hard copies. Only soft copies of the required documents will be accepted with an indication of the subject “End-of-project evaluation”. The outstanding candidate will be contacted to sign the contract and begin the work as per the evaluation schedule.

 

Done at Kigali, on 14th September 2021

 

Gallican MUGABONAKE

Ag. Country Manager.