EPISODE-7: How to write Terms of Reference (ToR)

EPISODE-7: How to write ToR

1. Introduction (Write something about your organization)

START Bangladesh has been active in Bangladesh since 1970 with Bangladesh. After the liberation of Bangladesh in 1971 START Bangladesh started its work with emergency response, reconstruction, water & sanitation, food and health issues.

Meanwhile START Bangladesh's development rich portfolio included education, agriculture, and livelihoods; health and nutrition; biodiversity and natural resources; climate change adaptation; women's empowerment and reduction of violence against women; civil society strengthening; disaster risk reduction and emergency response and much more.

Over the decade, START Bangladesh espoused rights-based programming to address the underlying causes of poverty to renovate the lives and livelihoods of the poorest and marginalized, through amplifying their voices in securing their legitimate claims and entitlements.

START Bangladesh has also developed a leadership position in business development management by forging partnerships with 100 stakeholders, civil society, local representatives, the like-minded organization, clubs and much more.

Currently, START Bangladesh is implementing 78 projects with 25 local NGOs. Most of the project funded by very renowned donor i.e. European Union, British Red Cross, AusAid, NORAD, USAID, GAC, UKAID and much more. We are focusing our major intervention in the five broad area i.e. health, education, economic empowerment, sponsorship management and disaster management.

2. Purpose of the Consultancy: (Write specific aim of the evaluation)

The main objective of this assignment is to assess and document success, challenges and any key lessons during the half lifetime of implementation of the project in the selected area.

The mid-term Evaluation specific objectives are:

· Assess progress between baseline period to date on program implementation including identification of existing gaps, barriers and drivers (internal and external factors (positives and negatives) that may contribute to success on outcomes of the project.

· Assess the continued relevancy, efficiency and effectiveness of the strategic plan
in terms of delivering outcomes

· Assess overall project setup (design) not limited to modalities of operations (delivery of the project), engagement of key actors, management of the project, including assessing the viability of the business model adopted by the project.

· Examine to what extent this project is being able to address and adapt key learnings encountered during implementation and couple of recommendation for further are of improvement

3. Mid-term Evaluation Methodology (Clearly mention the methodology and data collection tools & techniques)

The mid-term evaluation is expected to use the mixed method because the project has both qualitative and quantitative indicators. The consulting firm should explicitly demonstrate how the chosen methodology and techniques will fit the implementation strategy and provide opportunities to harvest core data & information.

Guideline for Data Collection Tools:

Document review through Observation

Household Survey through Questionnaire

Focus Group Discussion

In-depth Interview

Onside Visual Inspection

Sampling

Sample sites will be selected through a two-stage cluster sampling design. The first stage of selection (primary sampling unit) will be at Sub-District level and the second stage at the household level.

Sampling for Household Survey

Sample sizes will reflect a 95 percent confidence interval, enabling results to be generalized to the broader program. An additional 10 percent sample of households will be included to address non-respondents or incomplete questionnaires.

4. Scope of work for consultancy (Write the action you need from consultant in bullet point)

The consultant will act as the lead and do all process to conduct a mid-term evaluation for community development project, with a focus on:

· Review all document related to this project and select indicator;

· Develop study design and sampling methodology;

· Piloting and translating data collection tools;

· Carry out all recruitment, training, and supervision of enumerators and supervisors required to complete the assignment efficiently

· Leading the implementation of high-quality data collection on all logframe indicators with adequate field testing and supervision of all data collection

· Overseeing cleaning and validation of household and facility data

· Conducting all data analysis

· Prepare for tabulation

· Prepare draft report and take feedback for finalization

5. Roles and Responsibilities (Write major roles during the study consultant has to play)

Core responsibilities of the consultant are as follows:

· Present an overall sampling strategy and timeline for data collection at household levels;

· Review documents, including the Logical Framework and finalized data collection tools;

· Ensure that all necessary research ethics approvals are obtained on time, as per organizational guidelines;

· Recruit translators, enumerators/data collectors and field supervisors (as necessary) and data entry operators, ensuring gender balance as appropriate;

· Prepare and conduct enumerator training with support from the MEAL team and START Bangladesh Office, including co-facilitation of a gender equality and child protection component;

· Ensure all tools are translated into local languages and piloted with women, adolescent girls and men prior to enumerator training;

· Submit an inception report, and provide country-level updates on progress in data collection;

· Oversee data collection including piloting, supervision and spot checking;

· Ensure that all data collection activities are gender responsive, adolescent-friendly, and respect child safeguarding principles;

· Oversee data entry as per agreed upon software and data entry protocols established;

· Review data entry to ensure data quality and consistency, and take corrective actions, where necessary;

· Ensure all training materials, original data collection forms, and hard copies of raw data are maintained and submitted to START Bangladesh with the final dataset

· Verify, process and analyze all raw data;

· Liaise with the MEAL team and START Bangladesh office for technical support throughout the process, and integrate feedback provided.

6. Deliverables, Time Frame and Level of Effort (Clearly mention here which action will be done when)

The period of the contract will be staggered from January to March 2018, with an expected contribution of approximately 50 working days over three months as per agreed upon timeline. The consultant is expected to carry out all the preparation required to roll out the study as per the suggested timeframe below:

Major Deliverables	Expected Timeframe (2017-18)
Proposal Submission Deadline	15 Nov 2017
Contract Awarded	25 Nov 2017
Document Review of logical framework documentation provided and provision of questions for discussion	26 Nov 2017
Review and adapt data collection tools as per project design, and submit written feedback to MEAL group	30 Nov 2017
Submit mid-term evaluation protocol to appropriate authorities for ethics approval if required	05 Dec 2017
Develop & review data collection tools as per project need, including field testing	10 Dec 2017
Submit data collection protocols and procedures, including enumerator training material	15 Dec 2017
Recruit enumerators/data entry operators and prepare for enumerator training	20 Dec 2017
Conduct Enumerator/Data Collector training, including practical component	25 Dec 2017
Submit final survey completion plan for data collection and supervision, including team distribution, supervision, number of days in the field and contingencies	30 Dec 2017
Carry out data collection and supervise enumerators/data collectors, including spot checking on a regular basis, providing updates to MER focal person	15 Jan 2018 (approximately 15 days)
Oversee all data entry and cleaning by data entry operators	18 Jan 2018
Submit Raw data in SPSS (or agreed software) to MEAL for review	20 Jan 2018
Submit FINAL data in SPSS (or agreed upon software) to review MEAL team	25 Jan 2018
Submit final process results tables to MEAL for review, with all feedback integrated and quality issues resolved	27 Jan 2018
Participate in baseline results presentation on findings to stakeholders as technical contributor	29 Jan 2018

7. Qualifications of Consultant(s) write the qualification those you mostly required from consultant team

# At least 7 years of experience in coordinating and administering baseline, midterm and end line studies, including gender-sensitive data collection and entry, data management and storage, preferably for international non-profit organizations or multilateral agencies, and in multi-country studies, with high preference for studies in community development programs;

# Demonstrated experience in training, facilitation and supervising survey enumerators and data entry operators to collect and enter data as per high-quality standards;

# Demonstrated experience in quantitative data analysis;

# Knowledge and experience with community development issues, policies and services systems in Bangladesh;

# Knowledge of and experience in health, education, economic development and sponsorship management issues is preferred;

# Fluency in English and Bangla (spoken and written) ;

# Ability to produce high-quality work under tight timeframes;

# Ability to work jointly with the MEAL team and START Bangladesh, and integrate feedback as required.

8. Application Package and Procedures (Write specific component of proposal)

Applications for the consultancy must include five components, to a total of not more than 15 pages (not including appendices, CVs, etc):

1. The detailed technical proposal clearly demonstrating a thorough understanding of this ToR and including the following:

i. Explained previous experience in coordinating and administering studies of a similar nature, including experience with the implementation of data collection activities;

ii. Proposed plan for survey sample population with adequate consideration for timing of household surveys travel cost per team of enumerators, supervision of enumeration team, and quality control strategy;

iii. Proposed steps to be taken for enumerator training, piloting and translation of tools, data collection, spot checking, data entry, and management;

iv. As community people are among the key respondents for the household survey, the proposal should detail the informed consent process considering the situation for both male and female community people;

v. A proposed timeframe mentioning detail activities and a schedule/work plan (including a Gantt chart) with the proposed number of human resource and total number of days in the field;

2. A financial proposal with a detailed breakdown of costs for the study:

i. Section breakdown consultancy fees/costs

ii. Section breakdown field data collection expenses

iii. Section breakdown administrative expenses

iv. Validity period of quotations

3. Curriculum Vitae(s) of all proposed staff including specific relevant experience

4. Names and contact information of three references who can be contacted regarding relevant experience

5. A copy of a previous report of a similar nature undertaken on: a) midterm evaluation; OR b) end-line study.

6. Consulting Firm profile (if applicable).

The proposal will be scored on both technical (methodology) and financial (budget) aspects weighted at 80% and 20% respectively. Complete applications should be submitted electronically to: hr-sb@start-bangladesh.org with the subject line of: ‘Mid-term Evaluation Proposal.’

Closing date for submission of the application package is end of business day on 15 November 2017.

For any technical queries please contact Maksud Hasan, Head of MEAL; START Bangladesh email: mh-sb@start-bangladesh.org

9. Selection Criteria for the Consultancy (Specific criteria to measure)

The following table outlines the selection criteria:

	Criteria for selection	Weighted Score
1	The individual/institution/firm's track record, general reliability, including experience and capacity on technical analysis · Consultant has provided comparable assignments that they have successfully completed. (5) · Consultant has a track record of work in the similar or relevant area (10)	15
2	The qualifications and competence in the combination of personnel proposed are suitable to undertake the analysis as specified in the ToR · The consultant possesses the academic qualifications, training, and experience requested in the ToR (10) · The consultant is knowledgeable and experienced in working in urban, rural and national level government and CSO stakes (10)	20
3	Sound methodology and the detailed research plan · Does the proposed plan for surveying the proposed population adequately address the objectives and scope outlined in the ToR? (10) · Is the enumerator training plan technically proven and comprehensive? (10) · Consultant has identified plan and way for piloting/translation of tools, data collection, spot checking, data entry and management (10) · Consultant has identified detailed informed consent process (5) · Does the work plan provide a logical approach to tasks and issues? (10)	45
4	Budget · Does the budget seem realistic? (5) · Does the budget address all critical costs? (5) · Is it competitive?(10)	20
	TOTAL SCORE	100

10. Ethics Approval and Disclosure/Ownership of Information (Consent from Govt. authority)

The consultant firm/individual consultant must obtain and adhere to ethical approval processes of Bangladesh before the commencement of data collection.

Full ethical approval will be obtained before the study commences if required. This may be obtained in one of two ways as appropriate:

In cases where participating countries may require ethics approval from governmental or other regulatory bodies, in such cases ethics approval will be sought by consultant in coordination with the START Bangladesh office;

2. In cases where external ethics approval cannot be obtained, this must be received through an approval process determined through the MEAL team of START Bangladesh.

11. Supervision and Management of Assignment (How will you take care the task)

The consultant firm/individual consultant will be required to work closely with the MEAL team and START Bangladesh Office for this mid-term evaluation, and country study lead. The consultant firm/individual consultant will be directly accountable to the START Bangladesh MEAL point person. The consultant firm/individual consultant will keep the MEAL point person and the MEAL team continually informed on the progress of the assignment through updates via email and Skype conferences.

12. Payment Schedule (Clearly mention the process of payment)

Payment to the consultant shall be done in accordance with normal procedures of START Bangladesh. In principle, however, consultant fees will be paid upon the satisfactory report of performance from the START Bangladesh MEAL focal person. The consultant is expected to pay all government taxes for which they are responsible. Where applicable, START Bangladesh shall deduct all applicable government taxes and submit them to the National Board of Revenue (NBR), Bangladesh.

The payment schedule will be as follows:

1^st payment: after submitting inception report, which will include a plan for surveying the sample population, training process, work plan, and finalized data collection protocols and procedures, will be paid 30% of total payment.
2nd payment: upon submission of the finalized raw data set and clean data in SPSS (or agreed upon software), with any data quality issues resolved, will be paid 30% of total payment;
3rd/Final payment: upon submission of finalized results tables, with any quality issues resolved and all feedback incorporated, the remaining 40% of the total payment will be paid.

13. Child Protection (If your organization practice any child protection policy)

START Bangladesh is committed to actively safeguarding children from harm and ensuring children’s rights to protection are fully realized. In addition, positive action will be taken to prevent child abusers from becoming involved with them anyway and take stringent measures against any Staff and/or associate who abuses a child. Decisions and actions in response to child protection concerns will be guided by the principle of ‘the best interests of the child’.

14. Disclaimer (Announce that this may be canceled by START Bangladesh any time as required)

START Bangladesh reserves the right to accept or reject any or all proposals/application without assigning any reason whatsoever.

15. Disclosure of Information (Declaration on confidentiality of data & information )

It is understood and agreed that the Consultant(s) shall, during and after the effective period of the contract, treat as confidential and not divulge unless authorized in writing by START Bangladesh, any information obtained in the course of the performance of the contract. Information will be made available for the consultants on a need to know basis.

Appendices: (you may be attached

1) Project concept note

2) Logical framework

3) Monitoring & Evaluation plan

4) Project Theory of Change