Terms of Reference (ToR) To Conduct Final Evaluation of Family Strengthening Program in Berbera Town, Somaliland.
1. Introduction
SOS Children’s Villages (CV) Somaliland is a Member Association of SOS Children’s Villages International, a federation which was first established in 1949 and focuses on the child’s development into a self-supporting and contributing member of society. SOS Somaliland is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and which has been in existence since 1999.
SOS Somaliland (SX) shares vision with SOS CV International and beliefs that every child belongs to a family and grows with love, respect and security. To realize this, SOS SX builds families for children in need, help them shape their own futures and share in the development of their communities.
SOS SX is committed to the welfare of children who lost parental care or at risk of losing parental care – often ensuring that children grow up in a loving family environment, and to strengthening families and communities as a preventive measure in the fight against child abandonment and social neglect, and upholds child protection policy as part of their commitment to the protection of children and youth from abuse.
SOS CV was established in Somaliland in 1999, when SOS started its first operations in Sahil region. Currently, SOS SX implements programs ranging from child care, child protection, youth empowerment and participation, education and emergency relief interventions. SOS SX is operational in three regions of Somaliland: Awdal, Marodijeh and Sahil, and a relationship with many stakeholders, including government authorities at national, regional and district levels, NGOs, INGOs, local communities, as well as other CSOs who are in and out of the operational area.
Currently, SOS Berbera is carrying out the 3rd project phase of Family Strengthening (FS) program that has started in 2017 and expected to end in 2020.The purpose the FS program intends to achieve include economic self-sufficiency of families, capacity development for targeted families and communities, strengthening of child protection structures and initiatives as well as improvement of hygiene & sanitation practices. The programme gives emphasis to harmful traditional practices like FGM and early marriage.
2. Objectives
The main objectives of the evaluation is:
- To assess the relevance and effectiveness of the implemented activities.
- To evaluate the efficiency of the programme in relation to beneficiaries, cost, and timeframe
- To analyse the sustainability of the programme.
- To assess the immediate impact the programme has made in the lives of the participating children within our target group, their families as well as in the community.
- To examine the commitment and capacity of the programme partners in preventing the children from losing the care of their families.
- What lessons can be drawn from the programme that can be taken to further develop the programme?
The final evaluation should analyse the progress the programme has made against the five criteria set-up for the family strengthening programme (as per family strengthening manual, working paper, Jan 2007).
- Focussed on the right target group, i.e. the children most at risk of losing the care of their family
- Participating children have access to essential services for their healthy development (Essential services for children are: Educational, nutrition, health and psycho-social support; improvements of living conditions).
- Participant families are empowered to build their capacity to protect and care for their children.
- Participant communities are empowered to respond effectively to children at risk of losing the care of their families – Communities are supported to organise around the problems of children at risk of losing the care of their family and taken an action to address the problem.
- There is a network of partners to prevent children from losing the care of their families
Moreover, the final evaluation should look at the following:
- Relevance
- To what extent is the programme focussed on our target group – i.e. the children most at risk of losing the care of their family?
- To what extent the programme responds to the needs and priorities of the programme participants?
- Effectiveness
- To what extent are the objectives and indicators of the programme being attained (or likely to be attained?)
- To what extent have children remained in their families instead of losing their care? To what extent has their quality of life improved?
- To what extent have families successfully reached self-reliance or towards that? How many children and families have been reached over the implementation period?
- Efficiency
- Is the relation between input of resources and results achieved appropriate and justifiable (cost-benefit ratio)? What are the annual running costs and the average costs per child per month?
- Have individual resources been used most economically? (e.g. tenders for the purchase of goods)
- Are there any alternatives for reaching the same result with less input?
- Sustainability
- To what extent can activities, results and effects be expected to continue after SOS involvement has ended?
- Is there progress towards SOS withdrawing from its direct involvement and handing over the full responsibility to run the programme to an implementation partner/CBOs?
- Has the capacity of the implementation partner/CBOs been developed? If so, in what areas and how?
- Has there been formal exit plan for the program?
- Participation
- To what extent are stakeholders (participant families (including children), partners, local authority) involved in the design, planning and implementation of the programme?
- To what extent is the programme designed to develop the necessary local institutional (governmental and/or non-governmental) capacity to respond to the problem?
3. Key areas
A. Target group
§ How the target group has been defined?
§ How participant families are identified, verified and selected (criteria and process)
B. Health support
§ Number of children and caregivers receiving the support directly or through referral – if possible in proportion (number should be proportionate to the total of those who have been identified as needing such support
§ Health education provided; identify the impact and if there is something to be added, reduced or removed.
§ How the health conditions of children and caregivers in the programme are; did they improve, decrease or remain the same since they joined the programme?
§ What difference this support has made in the participants’ lives?
§ Level of satisfaction of children and caregivers regarding this support?
§ How constructed community latrines have improved the hygiene and sanitation of the families?
C. Educational support
§ Number of children supported to access formal basic (primary and secondary) education as well as informal education – if possible in proportion (number should be proportionate to the total of those who have been identified as needing such support)
§ Type and appropriateness of educational support provided to children by the programme directly or through referral; identify the impact and there is something to be added, reduced or removed.
§ How is the track record concerning children’s attendance, as well as staying enrolled in the educational system
§ Level of educational performance of children against their past performance and against national standards/averages (explain the parameters used for evaluating this)
§ Level of satisfaction of caregivers and children regarding this support
D. Psychosocial support
§ Number of children and caregivers being supported to access counselling services – if possible in proportion (number should be proportionate to the total of those who have been identified as needing such support)
§ Type and appropriateness of psycho-social support provided to children and/or care givers by the programme directly or through referral; identify the impact and if there is something to be added, reduced or removed.
§ How children and caregivers have been effectively supported to address relevant issues
§ Participation of children in seminars/workshops on life skills (if possible provide their number and frequency and type of participation)
§ How the programme staff /SOS village and other external specialists view children’s psychological development – (if possible provide number of children who have improved in their psychosocial development after the intervention)
§ Frequency of family home visits by the programme staff and support provided to the families during visits.
§ Participation of caregivers in community life
§ Level of satisfaction of children and caregivers regarding this support
E. Living conditions
§ Number of families had improved their shelter and any other items related to the child’s living conditions on their own?
§ Type and appropriateness of support provided by the programme directly or through referral (e.g. shelter, blankets); identify the impact and if there is something to be added, reduced or removed.
§ How safe families’ living conditions are, and how they feel about it?
§ Are living conditions adequate relative to acceptable local standards? (Relates to such things as number of rooms, especially sleeping rooms; size of house; sanitation; source of light and heat; water supply, etc.)
§ Level of satisfaction of caregivers and children regarding this support?
F. Promotion of child rights/parenting skills
§ Number of children and caregivers taking part in education workshops in child development and child rights
§ Type and appropriateness of activities provided to children and/or caregivers by the programme directly or through referral; identify the impact and if there is something to be added, reduced or removed.
§ To what extent children, caregivers and communities have knowledge on children’s rights
§ Any example where children have started to exercise their rights
§ If caregivers have improved their parental skills (provide specific information on the parameters used for improved parental skills)
§ Any changes or improvements in parent and child relationship and child care practices (if possible provide number of cases known).
G. Economic support
§ Type and appropriateness of economic support provided by the programme directly or through referral (e.g. skills training, income generation activities, Loan repayment; referral to employment service); identify the impact and if there is something to be added, reduced or removed.
§ The extent to which this support has changed the lives of families; caregivers have jobs or other income generation activities providing “stable” and “sufficient” income
§ How many caregivers and youths provided to vocational skills trainings? How many improved their skills and certified and how many of them found jobs? And how did this help the income of the families?
§ Role of economic support in reducing dependency, stress and building confidence; Appropriateness of the economic support responding to the needs and expectations of participants
§ If loans are provided, how much and at what rate, and to what extent repayment system is working
H. Family Development Planning
§ Number of families who have a family development plan (in proportion to the total number of participating families) and how frequently updated?
§ Level of participation of caregivers and children in the family development planning?
§ To what extent families take responsibility (ownership) in realising the goals set in FDP
§ What constraints they encounter to take such responsibility. If they solved, what mechanism did they use?
§ Level of satisfaction of caregivers and children regarding the FDP process
I. Community based structures
§ Type of community based structures and activities the programme collaborates with
§ Type and number of community structures and activities established with the support of the programme to support families to prevent child abandonment
§ Kind and number of community based structures or activities which existed (e.g. family committees, community groups, self-help groups, volunteer groups), but have been strengthened by the programme (specify the type of capacity building work carried out)
§ Type and number of community based implementation partners, and what interventions they carry out.
§ Is the capacity of community structures build in a way that leads to sustainability? Is it foreseeable that families will be supported by community structures without SOS involvement?
§ Satisfaction level by the families of the services provided to them by community based structures
J. Other partners
§ Type and number of other local implementation partners (e.g. local government, local NGOs, international NGOs)
§ Is the capacity of the implementation partner strengthened in a way that is sustainable? Is it foreseeable that families will be supported by partners also without SOS involvement?
§ Type of partnerships with other service providers with whom the programme collaborates; type of services they each provide
§ Kind and number of local organisations that have their capacity strengthened through the programme; in what way
§ The trend in number of families supported by other service providers collaborating with the programme (number in the increase or decrease)
§ Satisfaction level by the participants/clients of the quality of services provided
K. Management / administration systems
§ How well the programme is structured and staff is supervised?
§ To what extent the programme is supported by an appropriate management, monitoring and evaluation system? Is this system geared towards sustainability (with takeover of implementation partner in mind)?
L. Human resources
§ Adequate human resources in programme? If not, where/how?
§ Relationship between staff members and team work
§ Relationship between staff and implementation partner (including volunteers)
§ Training of staff and volunteers
§ Any training needs?
§ Clear division of roles and responsibilities between the staff and between SOS and its partners
4. Methodology
- As a minimum requirement, this evaluation exercise looks at the changes that have happened in participating family’s lives due to their participation in the programme.
- As this evaluation is an opportunity for learning for the programme staff, it is critical that the programme staff participates throughout the evaluation process.
- The evaluation should use quantitative (e.g. surveys) and qualitative data collection methods such as semi-structured interviews (for example with focus groups, key informant, large groups, individual interviews, etc.) as necessary.
- The evaluation should use participatory methodologies to involve programme participants (families currently on the programme) and wherever possible children should be involved in the design and implementation of the evaluation.
5. Major Tasks
Lead the final evaluation exercise involving the project staff and other key stakeholders, including:
- Plan the evaluation design in coordination with programme staff and submit an inception report.
- Review the project documentation and other sources of information
- Plan, design, and coordinate the data collection process
i. Identification of the major stakeholders who are associated with the programme to be interviewed, such as the direct participants of the programme (children, care-givers) implementation partners, key local government representatives, and other service providers
ii. Composition of a survey team
iii. Selection of representative sample of communities or groups to be interviewed on the basis of agreed criteria
iv. Agreeing on the type of information to be collected
v. Preparation of checklists and other tools for data collection
vi. Facilitate learning during the data collection exercise
vii. Collection of data
viii. Analysis of the data
ix. Preparation of a draft report and finalisation after inputs from various stakeholders
x. Present the findings to the programme staff
xi. After having received feedback from the various stakeholders – finalise the report
6. Process of Submission of Bids
To facilitate the submission of proposals, the submission can be done electronically in PDF format and sent to [email protected]
The titles of submitted documents should clearly state – Terms of Reference (ToR) To Final Evaluation of Family Strengthening Program in Berbera, Somaliland. For further information, please contact [email protected] and [email protected]
a. Documents to submit
· Bid submission / identification form
· Previous experience format
· Price schedule form
· Technical proposal
· CVs of the research team member(s) including current geographical location(s)
· Three references
· An example of a recent/relevant evaluation report (if available for public use)
b. Deadline for submission
The proposal has to be received by latest on 18.12.2019, by the end of the day. Proposals received after the deadline will be not be considered.
c. Report criteria
The evaluation will result in the concise evaluation report, in English with a maximum length of 25 pages including an Executive Summary. All confidential information should be kept in a separate annex to protect participants. The final report should be provided electronically and in hard copy.
The report format below must be strictly adhered to:
§ Cover page
o Title of evaluation report
o Country, programme, date of evaluation
o Name of consultant
§ Executive summary (maximum 2 pages; cross-reference pages or paragraphs in the main body)
o Evaluated action
o Purpose and methodology (incl. limitations and challenges)
o Main conclusions, recommendations, and lessons learned
§ Main body
o The structure of the main body is determined by the desired results (See 2.3)
o For each key conclusion, there should be a corresponding recommendation that is realistic, pragmatic, and operational
§ Annexes
o Terms of Reference
o List of persons interviewed and sites visited
o Map of areas covered by the programme
7. Qualification of the researcher / research team
The researcher / team of researchers must have:
a. proven competency (record of previous experiences) in project/programme evaluations, including final evaluations
b. The consultant/s should have strong writing skills and have 5 to 10 years of experience working in the field. For gender sensitivity issues a female member of the team, will be regarded.
c. a good understanding of development work in Somaliland
d. a good understanding of child rights and issues affecting vulnerable children and their families
e. good facilitation, organizational and interpersonal skills
f. proven experience in participatory processes and data collection methods (including age appropriate data collection methods)
g. strong analytical and conceptual skills
h. excellent written communication skills
8. Logistical arrangements
When at the field, transport will be organised by the SOS Somaliland for the Lead Consultants. The costs of this shall not be included in to the price proposal. SOS staff will be available to organize the interviews and community meetings.
9. Duration of the contract and terms of payment
Payment will be made only upon SOS Children’s Villages Somaliland acceptance of the work performed in accordance with the above described deliverables.
The consultant will be paid by SOS Children’s Villages Somaliland as follows:
40% upon signing of contract.
60% on completion of final report and acceptance of SOS SX
10. Notice of delay
Shall the successful bidder encounter delay in the performance of the contract which may be excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in writing about the causes of any such delays within one (1) week from the beginning of the delay.
After receipt of the Contractor’s notice of delay, SOS Children’s Villages shall analyse the facts and extent of delay, and extend time for performance when in its judgment the facts justify such an extension.
11. Copyright and other proprietary rights
SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights including, but not limited to, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for SOS Children’s Villages under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for SOS Children’s Villages.
All materials: plans, reports, estimates, recommendations, documents, and all other data compiled by or received by the Contractor under the Contract shall be the property of SOS Children’s Villages and shall be treated as confidential, and shall be delivered only to SOS Children’s Villages authorized officials on completion of work under the Contract. The external consultant is obliged to hand over all raw data collected during the assessment to SOS Children’s Villages.
12. Termination
SOS Children’s Villages reserves the right to terminate without cause this Contract at any time upon forty-five (45) days prior written notice to the Contractor, in which case SOS Children’s Villages shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination.
SOS Children’s Villages reserves the right to terminate the contract without any financial obligations in case if the contractor is not meeting its obligations without any prior notice:
13. Annex
a. SOS Children’s Villages child protection policy and code of conduct
SOS Children’s Villages International has a child protection policy and code of conduct that all consultants will be expected to comply with and will be required to sign a statement of commitment to the policy. This will happen upon signing of contract, together with an orientation of consultants on internal child safeguarding processes and data protection regulations.
Before the actual start of data collection, a police check is to be provided, in case any direct contact with programme participants and/or any sensitive data is planned.
In addition to the above mentioned, the following key areas for ethical consideration need to be taken into account: http://childethics.com/ethical%20guidance/
Graham, A., Powell, M., Taylor, N., Anderson, D. & Fitzgerald, R. (2013). Ethical Research Involving Children. Florence: UNICEF Office of Research – Innocenti.
The successful bidder is requested to obtain written consent from all participants of the evaluation process and/or their official guardians/representatives (when applicable).
b. Bid submission / identification form
This bid form must be completed, signed and returned to SOS Children’s Villages. Bids have to reflect the instructions described in the Request for Proposal and Terms of Reference.
Any requests for information regarding this Request for Proposal shall be send to [insert name and email address].
The Undersigned, having read the complete Request for Proposals including all attachments, hereby offers to supply the services specified in the schedule at the price indicated in the Price Schedule Form, in accordance with the Terms of Reference included in this document.
Offering service for: [insert organization and name].
Company/Institution Name/Individual’s Name___
- Address, Country: __
- Telephone: __ Fax _ Website___
- Date of establishment (for companies): _
- Name of Legal Representative (if applicable): _
- Contact Person: _ Email: __
- Type of Company: Ltd. Other _
- Number of Staff: __
- Subsidiaries in the region:
Indicate name of subsidiaries and address
a)___
b)___
c)___
Validity of Offer: valid until:__
Date
Signature and stamp
c. Previous experience form
Description
(services and products provided to the clients relevant to the current RFP)
Client
Contact person/phone, e-mail address
Date of assignment
(from/to)
d. Price schedule form
The financial proposal needs to include all taxes.
Activity
Staff involved (indicate profile)
Number of people
Number of days
Daily rate
Total price per row
% of total price
A
B
C
D=AxBxC
E=D/F
1
Preparation of data collection
2
Data collection
4
First draft of the final report
5
Final report
Total Price (F)
100%
Accommodation and local transportation to be covered by Member Association, not to be included into price proposal.
This proposal should be authorized, signed and stamped
(Name of Organisation)
Name of representative
Address:
Telephone/Fax/Email:
e. Technical proposal (guideline)
Name of Organisation/Firm/Independent Consultant
Name of contact person for this proposal (for organisation/firm)
Address:
Phone/Fax:
E-mail:
The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below.
1. Quality and Relevance of Technical Proposal
· Describe all actions related to defining data collection methodology and conducting the baseline study
· Realistic work plan with time lines in accordance with ToR
· Detailed quality assurance process for data collection and analysis
2. Qualification and expertise of or organisation/team of consultants/consultant submitting proposal
· Reputation of firm/organisation and staff and individual consultant/s (competence and reliability) in carrying out evaluations
· Relevance of:
- Specialized knowledge
- Proven expertise in carrying out formative evaluations CVs for key staff
To facilitate the submission of proposals, the submission can be done electronically in PDF format and sent to [email protected]
The titles of submitted documents should clearly state – Terms of Reference (ToR) To Final Evaluation of Family Strengthening Program in Berbera, Somaliland. For further information, please contact [email protected] and [email protected]
More Information
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