TERMS OF REFERENCE – REAL TIME REVIEW (RTR)
DRA Somalia Joint Response Project (SOMJR)
|Project name||Somalia Joint Response Project (Dutch Relief Alliance)|
|Project regions and locations||1. Somaliland: Awdal, Maroodi-Jeex, Togdheer, Sool, Sanaag
2. Puntland: Bari, Mudug
3. South Central: Banadir
|Lead organisation||Oxfam Novib|
|Joint Response Partners||World Vision (with Takuulo), SOS Children’s Villages, Red Een Kind/Medair (with Dawa and ZamZam), Oxfam Novib (with Candlelight, Havoyoco, KAALO)|
|Joint Response Budget||€5,365,552 including top up for Covid-19 response|
|Project duration and starting date||1 January – 31 December 2020|
- Background, rationale and purpose of the evaluation
Oxfam is the lead organisation for the Dutch MFA-funded “Somalia Joint Response” (SOMJR under the “Dutch Relief Alliance” – an NGO Alliance), a consortium consisting of 4 INGOs and 6 LNGOs, with a presence in Somaliland, Puntland and South Central Somalia. Since 2019, the Somalia Joint Response is delivering a multisectoral integrated humanitarian response, focusing on the following sectors: Nutrition, WASH, Health, Food Security and Livelihoods, Protection. Cash transfers (conditional/unconditional) play an important role throughout the response.Beneficiaries of our actions are IDPs, agro-pastoralist and pastoralist communities living in IPC 3/at risk of IPC4 areas, many of them in remote hard to reach areas, with limited access to basic services.
The SOMJR integrates the DRA’s strategic objectives: 1) more accountable humanitarian action, 2) innovation and learning, 3) collaboration for effective responses, 4) more effectively supporting locally led responses. Accountability and localisation are the key objectives and drivers of the consortium, and considerable budget and resources have been allocated to support joint initiatives in these areas.
As the SOMJR will continue for another year (2021), it was decided to conduct a Real Time Review to assess the appropriateness, effectiveness and coordination of response activities in the last two years and document and share lessons learnt so far. The RTR’s primary audiences are the DRA partners and local partners, DRA, the Dutch MFA and communities.
The SOMJR, led by Oxfam, are now looking to engage a consultant to lead a team of staff from the implementing response agencies to undertake the review process.
Objective of the evaluation
The purpose of this RTR is to identify lessons learnt and best practices from JR design and implementation for direct incorporation into the delivery of relevant, effective and efficient support for ourtarget communities living in IPC 3/at the risk of IPC4 areas in Somaliland, Puntland and South Central. The RTR will also identify successes and challenges the SOMJR faces with regards to the DRA’s strategic objectives mentioned above and provide recommendations for immediate follow up.
- Indicative questions of the RTR
The evaluation questions have been developed by Oxfam as JR lead, based on 6 of the Core Humanitarian Standards covering CHS standards 1, 2, 4, 3, 5 and 6:
Relevance and appropriateness
CHS 1: Response is appropriate and relevant
- How did members and their local partners conduct needs assessments and how were decisions/designs (selection of locations, sector, activities) based on these findings? To what extent did interventions respond to and meet identified needs and priorities of the affected population?
- How well integrated are the programme/technical sectors in the response? Where is integration effective, and why? Where are the gaps/missed opportunities, and why? What have been the enabling factors and barriers to integrated programming?
CHS 2: Response is effective and timely
- To what extent are planned activities of the SOMJR partners being carried out? What internal and external factors affected the speed of our response in the start-up phases in 2019 and 2020 with regards to procurement, partner contracting, financial management systems, staff recruitment, general external factors?
- To what extent are planned activities of DRA partners achieving their purpose? Are there any unintended effects?
Localisation and social accountability
CHS 3: Response strengthens local capacity and avoids negative effects
CHS 4: Response is based on communication, participation and feedback and
CHS 5: Complaints are welcomed and addressed
- How have local partners been supported, what capacity strengthening approaches are in place? What works well, and what could be improved?
- How are SOMJR members working (in addition to the localization efforts) with local partners to increase their capacity in a sustainable way?
- How did SOMJR partners ensure accountability to affected populations? Is there evidence of beneficiary satisfaction within the interventions? What feedback or complaints handling procedures/systems do partners have in place to gauge satisfaction and enhance accountability to affected populations? Do target communities access these systems?
Coordination and cooperation
CHS 6: Response is coordinated and complementary
- Are there any concrete examples of successful collaboration of JR partners (within the JR) on geographic level, not just in terms of avoiding duplication but increasing complementarity and integrated programmes affecting the reach and impact on beneficiaries? Are there any barriers to collaboration of JR partners on a geographic/complementary level?
- Were there any significant gaps or duplications evidenced that could have been avoided or were remedied?How are partners coordinating with national and local authorities and other humanitarian organisations?
- Scope of the evaluation
The RTR approach will be gender-sensitive, culturally-sensitive and participatory. This includes disaggregation of the views of women, men, young women, young men and people with a disability both in consultation and in data analysis; and analysis of how gendered power relations have been impacted by the programme and have impacted on the programme. The RTR team will also be expected to follow DRA’s RTR guideline, including obtaining informed consent from all participants.
The RTR team will comprise of external consultant/s to lead the data collection process, data analysis and report writing, facilitated by the SOMJR Coordinator and SOMJR member staff wherever needed.
The RTR methodology is expected to employ participatory techniques to data collection, triangulating qualitative data from key stakeholders: women, men, young women and men and boys and girls participating in the programme and staff from partner agencies.
It is expected that participatory techniques will be used to gather most data. This may include:
- Desk review of key project documents including Narrative Proposal and mid-term report; meeting minutes/presentations from JR Meetings in the location (partner meetings, kick-off Meetings; up-to-date Joint logframe and indicator framework; narrative reports; needs assessments reports etc.)
- Focus group discussions with affected women, men, young women, young men and people with a disability benefiting from the different project activities – predominantly in Somaliland, depending on Covid-19 travel restrictions. Remote support and guidance to Puntland and South Central partners to conduct FGDs/KIIs with key stakeholders (in person by partners, or via phone by the consultant)
- Key Informant interviews with partner staff and relevant government officials SOMJR members coordinate their activities with
- Facilitation of a one day (online) reflection/learning workshop with SOMJR staff to enable a deeper analysis and validation of, and ownership over, the main conclusions and recommendations.
The consultant RTR lead should have:
- Demonstrated experience in real-time reviews/evaluations of humanitarian programmes;
- A sound understanding of the humanitarian and development context in Somaliland, Puntland and South Central Somalia;
- Expertise in one or more of the relevant technical areas for this response;
- A sound knowledge of Humanitarian Principles; the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief. the Core Humanitarian Standard on Quality and Accountability; and Sphere Minimum Standards in Humanitarian Response, as well as an appreciation of key challenges and constraints to their application in the relevant context.
- Strong facilitation skills and a creative approach to participatory workshops that focus on collaborative learning;
- Demonstrated analytical, communication and report-writing skills.
- Fluent written and spoken English. English and Somali speakers preferred.
The consultancy is expected to commence by 26thAugust and end by mid of September. The consultancy should be completed in this timeframe, for initial RTR results to be shared at the SOMJR’s planning meeting for next year’s programme at the end of September.
The schedule for in-country activities will be negotiated based on partner availability and logistics requirements.
|Activity||Management responsibility||Timing||# Consultant days|
|Development of RTR ToR||Oxfam||19-20 July||0|
|Review of RTR ToR||DRA Partners/ M&E task force||21-24 July||0|
|Start of RTR consultancy||Oxfam||26th August||0|
|Briefing of consultant and preparatory meeting, sharing of key programme documents||Oxfam/Consultant||26thAugust||1|
|Review RTR documentations, develop inception report (including schedule), to be shared by 29th August COB
(should include guidance for Puntland and South Central partners to support data collection – via phone or face to face)
|Consultant||27th – 30thAugust||3|
|Data collection in Somaliland (2 days Hargeisa KIIs with partners/members, 6days travel and FGDs in selected project locations in Awdal and Maroodi-Jeex)||Consultant||31st August – 7thSeptember||8|
|Remote data collection/interviews– KIIs with SOMJR members in Puntland and South Central Somalia (Medair, ZamZamDawa, KAALO); phone interviews by consultant with key stakeholders in Puntland/South Central, or remotely supporting FGDs conducted by partners with community members||Consultant||5th – 9th September||4|
|Draft report written and submitted to Oxfam||Oxfam/Consultant/ DRA Partners||10th – 13thSept||4|
|Report shared with partners for initial feedback/review
Feedback to be shared with consultant by 23rd Sept
|Consultant||14th – 20thSeptember||0|
|Presentation of main findings and validation/learning at SOMJR 2021 planning workshop or separate learning workshop (online)||Consultant||Week of 28th September||1|
|Final report and summary learning note written and submitted||Consultant||6th October||1|
6. Key Deliverables
- Undertake consultancy within the timeframe agreed
- Prepare and submit and inception report and amend as required
- Undertake desk based review of programme documentation
- Lead data collection and analysis processes
- Ensure information collected is jointly analysed and recommendations developed with team members
- Produce and submit report including recommendations of maximum 30 pages, of publishable quality (as per the outline below)and a summary (no more than two pages) learning note (in English)
- Amend report in light of feedback from the SOMJR partners
- Submit final report as per timeline agreed
- Present key findings at reflection/SOMJR 2021 planning workshop
- Cover page
- Table of contents
- List of abbreviations.
- Executive summary that can be used as a stand-alone document (max 2 pages)
- Introduction, stating objectives of the evaluation and evaluation questions
- The intervention and context
- Methodology, including an indication of any perceived limitations of the evaluation
- Presentation of the findings and their analysis
- Learning and Recommendations
- Terms of reference
- A list of interviewees (name, function and working environment) and places visited.
- List of documents and bibliography used.
- Link to methodological appendices such as RTR instruments such as questionnaires and interview guides
- Recruitment Process
Applicants should submit an EOI to SOM-Consultancies@oxfam.orgby 16th August with the following;
- Brief CV along with a succinct rationale of how the consultant/consultant team meet the requirements above (max. 2 pages)
- Proposed brief work plan for how the work will be undertaken and a proposed schedule(max. 6 pages)
- Indicative budget including daily rates in USD for each team member, as well as estimated costs for transport, accommodation, meals.
- Contact details for two referees for similar type of work.
- Confirmation of availability to undertake this work, including field visits in Somaliland (Awdal and Maroodi-Jeex)
Shortlisted applicants will be invited to an interview.
- Selection Procedure
This procurement procedure is organised to contract a team of consultants for the RTR of theSOMJR either through a consultant agency or an individual lead consultant who composes the evaluation team for this particular assignment.
The consultant agency or lead consultant is asked to make a quotation based on the administrative criteria and the award criteria mentioned below. These quotations are assessed on their compliance, quality and price.
The contract will be awarded to the agency/candidate with the best value for money quotation. This means that not only the price, but all award criteria will be taken into consideration.
Oxfam Novib withholds the right to conduct interviews with one or more candidates before an award decision is made. Purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the candidates and their teams.
Selection and assessment
The assessment of the quotations will start with an assessment of the administrative criteria. These criteria are all Knock-out criteria. That means that if these criteria are not met in the quotation, this quotation will be put aside and the award criteria of this quotation will not be assessed. The quotations that meet the administrative criteria will be assessed against the award criteria. The award criteria are assessed according to the following distribution of points.
|Criteria||Knock out (KO) / Max. Point|
|Quotation received within deadline||KO|
|At least two relevant reference assignments previously performed by the consultant agency/ lead consultant that are comparable in content, time and money.||KO|
|A work plan, including a time planning based on this ToR||KO|
|CVs of the proposed team members proving relevant experience and/or qualifications||KO|
|Price||20 out of 100|
|Work plan, including methodology, evaluation matrix and time planning||40 out of 100|
|CVs and reference assignments||40 out of 100|
Remuneration is based on submission of deliverables provided that the report meets the specified requirements as stated in this ToR. No payment will be made in advance. Consulting fee rates should be in accordance with a comparable NGO environment.
The proposed budget should include all expenses and applicable taxes. Costs for accommodation and meals, transport should be included and estimated. Actual costs shall be reimbursed in accordance with Oxfam Novib´s expense policy for consultants.
The contractor will have to make provisions for covering all costs associated with the assignment. This includes, but is not limited to, the following:
- Research, instrument development, data collection and analysis, report writing and editing costs.
- Secretarial/office-related costs which may include communications (phone, telecommunications, mail, photocopying etc) and report production. Secretarial services both in the Contractor’s Headquarters and/or consultant’s home office are considered to be included within the fee rate of the consultant. No costs of this nature may be charged in addition.
Oxfam Novib may require the supplier to clarify its quotation and/or provide supporting documentation. However, the supplier may not modify its quotation after the deadline for submission of quotations.
Oxfam Novib reserves the right to stop the purchase procedure completely or partly, temporarily or permanently until the moment of contract signing. In these situations, suppliers are not entitled to reimbursement of any costs or damages incurred about this purchase procedure.
Quotations should be valid for at least three months after the deadline for handing in quotations.
Oxfam Novib cannot be charged in any way for costs related to preparation and submission of a quotation. This can also include interviews and/or providing further information about the quotation.
The risk of any costs and/or damages which may arise by not awarding this contract to a supplier lay solely with the supplier. Oxfam Novib cannot be held responsible for any such costs or damages.
By submitting a quotation, the Supplier agrees all the terms and conditions specified in this procedure and the provisions of the contract template. The quotation will not contain any reservation(s) to these terms and conditions. A quotation with one or more reservations can be excluded from the procedure.