External Base line evaluation for Mandera Education and WASH integrated Support (MEWIS) Project

Project: Mandera Education and WASH integrated Support (MEWIS) Project

Activity: External Base line evaluation for Mandera Education and WASH integrated Support (MEWIS) Project

Location: Mandera County

Duration: 35 days

1.0 BACKGROUND
IR Kenya started operations in Kenya in 1993 through a local CBO in Mandera District, Northern Kenya. It opened its fully-fledged office in March in 2006 at the height of drought in the Horn of Africa. Since then, it has been providing humanitarian and development assistance to vulnerable communities. Over these years IRK has remarkably changed the lives of the vulnerable and disadvantaged communities. In January 2010 and October 2011, IRK extended its operation to Wajir county and Garissa County; to serve both the local community and Refugee at Dadaab Camp. Islamic Relief Kenya is currently implementing programmes in the following sectors: Health and Nutrition; WASH (Water, Sanitation and Hygiene); Sustainable Livelihoods and Disaster Risk reduction (DRR); Child Welfare/Protection & Education; and Emergency Response. Over the years, IR Kenya has implemented various development and relief activities which have remarkably changed the lives of vulnerable and disadvantaged communities in Garissa, Wajir, Mandera, Kilifi, Marsabit and Kajiado Counties.
IR Kenya has a commitment to standards which ascribe to program quality and improved programming. This obliges us to conduct a baseline study for the DELIVERS project in the specific areas of the project interventions. The baseline study will provide the much-needed platform for the project implementation process and re-alignment of interventions to improve project relevance and effectiveness.
2.0 PROJECT SUMMARY
Mandera Education and WASH integrated Support (MEWIS) is a 24-month Project aiming to empower the vulnerable communities in Mandera county through the provision of integrated Community Support interventions with components on education, and WASH. The project aims to enhance access to inclusive and accessible education and increase availability of water for household use and food production.
The project activities are in line with the local government strategic plans including the Mandera CIDP 2023-2027 & IR Kenya 2024 Business Plan, and NDMA Plan. IRK is taking deliberate steps to support Mandera communities in their journeys to self-reliance through capacity building of relevant ministries at the National, County and Sub-counties levels, and increased efforts to involve county department officials in the routine monitoring and supervision of education and WASH interventions. IRK will also provide adequate training for direct beneficiaries with the end goal of sustainable programming.
Project goal/impact: Improved quality of education and increased access to clean portable water for the targeted Households in Mandera county
Project outcomes:
Outcome 1: Improved school infrastructure and facilities for quality learning
Outcome 2: Increased access to portable water for the targeted households

Project outputs:
Output 1.1: 1500 Pupils have access to Quality Education.
Output 2.1: 3000 households have access to clean portable water for household and livestock use.
3.0 Purpose and Scope of the Endline Evaluation
The Baseline Assessment Purpose and Objectives
The baseline evaluation should establish the status, challenges, and opportunities within the target project areas in Mandera County guided by the project goals, outcomes, and outputs. This assessment should also provide a comprehensive understanding of the current education, and WASH context against which the project interventions will be implemented.
Specifically, the baseline assessment has the following objectives:
1. To assess the current access to clean drinking water for targeted vulnerable communities to use for domestic, livestock uses and crop production in Mandera County.
2. To assess the current learning environment and learning outcomes for boys and girls in targeted areas in Mandera and County.
3. To guide realistic and feasible target readjustment for performance indicators where needed and to inform the planning and implementation process including MEAL systems.
4. Understanding of the operational environment and existing priorities in the target counties in the areas of intervention [used to update risk matrix].
5. Identify potential learning areas and learning approaches where IRK can systematically collect and review data on a regular basis for continuous learning and improvement both for the project and in future programming of a similar nature.
4.0 Scope and Methodology
An appropriate mix of qualitative and quantitative methods will be used to gather and analyse data/information, to give a diverse perspective to the baseline, and to promote participation of different groups of stakeholders. The selected consultant will propose appropriate data collection methods, including sampling strategy, and survey tools for each type of stakeholder that follow established ethical guidelines. The baseline study must ensure that the data collected is disaggregated geographically as per the county, and sex, age, and disability desegregation (SADD) (male, female, other), age (children & youth, elderly), and people with disabilities (PWD).
1) The data collected should be supported by written documentation. Consultants are encouraged to suggest creative approaches beyond those mentioned in the TOR. However, the baseline assessment should encompass the following:
2) Reviewing existing literature, reports, and data relevant to education and WASH conditions in the target regions.
3) Conducting surveys in selected communities to gather primary data on household demographics, water availability, and education conditions as of project start.
4) Engaging with key stakeholders, including community leaders, government officials, NGOs, and other relevant entities, to gather insights into local dynamics, challenges, and opportunities.
5) Analyzing the collected data to develop a comprehensive baseline report outlining the current situation and trends related to education, and WASH in the project areas.
5.0 Expected Outputs Deliverables
The expected key outputs and deliverables are:
1. Inception report (detailing consultant’s understanding of the assignment and methodology to be used and workplan to undertake the activity)
2. Cleaned dataset (for quantitative and qualitative data)
3. FGD score sheets/ reports/recordings and key informant interview forms/reports.
4. Related codebooks, and data analysis files (SPSS syntax files)
5. The inception and final reports shall be submitted in 3 hard copies and soft.
6. A PowerPoint presentation on the activity findings, conclusions, and recommendations.
7. An updated results framework with baseline data for project goal, outcomes, and outputs.
8. All field notes which should guarantee anonymity for the interviewees.

5.01 Reporting and dissemination plan of the Baseline study Report
The consultant must submit three bound copies and a soft copy of the final study report which is expected to be within 30 pages (without annexes) and with the following components:
• Preliminary Pages (Title page, Table of Contents including a list of annexes, Acknowledgement, Executive Summary, List of Acronyms and Abbreviations, Definition of Terms and Concepts)
• Introduction describing the programme background and context.
• A description of the project, including the results framework and theory of change
• Purpose and Objectives of the baseline study
• Key study questions or objectives and a statement of the scope of the study, with information on limitations and delimitations
• An overview of the study approach, methodology and data sources
• Study findings.
• Conclusion based on study findings.
• Recommendations based on survey findings.
• Appendices
6.0 Roles and Responsibilities

6.01 Role/responsibilities of the Consultant
• Develop an inception report, detailing the study design, methodology, indicators, data- gathering tools, work plan schedule and budget to carry out the assignment agreed in consultation with MEAL coordinator.
• Conduct desk‐review of relevant project documents
• Develop quantitative and qualitative data gathering tools in consultation.
• Conduct training for the data collection teams including pre‐testing of data collection tools.
• Plan and coordinate quantitative and qualitative data collection.
• Work with IR Kenya project team planning Study logistics
• Data quality assurance
• Review, clean and analyze data collected.
• Present preliminary findings to project stakeholders for validation
• Incorporate input from project stakeholders and submit final report.
• Produce Baseline study report.
6.02 Role of IRK
• Recruit external consultant for the baseline study.
• Review and provide input on the consultant’s deliverables.
• Guide on the engagement with consultant
• Provide the consultant with background documents, reports and available secondary data for review.
• Provide oversight during data collection.
• Ensure smooth flow of consultancy engagement processes including contractual obligations.
7.0 Reporting
Lead Consultant Will plan and coordinate data collection, review data, analyze it and prepare a high- quality report.
The consultant will report to the MEAL Coordinator and works closely with Field Coordinator/Manager. Project MEAL Officer and Project Officers will support in coordination of data collection process.
8.0 Duration of the Assignment and logistics
The consultant should describe the evaluation’s overall schedule (i.e., duration, phasing, timing) as well as work hours, required preparation work, conditions that might affect data collection, meeting-arranging procedures, and needed and available office space (e.g., interviewers). However, below are some suggested timelines owed to the urgency of this assignment.
ITEM # of days to
complete Suggested
dates
Selection of the consultant –
Inception meeting between IR Kenya and the consultant to discuss the understanding of the assignment 1
Review of project documents and submission of inception report
including data collection tools 3
Finalize inception report and data collection tools based on feedback received 5
Planning & actualization of consultancy logistics 2
Conduct training for enumerators including pre-testing, and prepare for fieldwork 2
Conduct data collection 8
Data cleaning, analysis and submission of data tables and syntax files 2
Drafting and submission of preliminary report 4
Validation workshop with IR Kenya
1
Drafting and submission of draft final report after incorporating input on preliminary report and from the validation workshop 4
Incorporation of final report review comments and submission of final report to IR 2
TOTAL 35
9.0 Consultants Qualifications, Skills, and Experience
The Consultant/s will possess the following minimum skills;
• A minimum master’s degree in social sciences or relevant field
• At least 6 years’ experience undertaking development projects evaluations and/or assessment for Food security, livelihoods, and integrated projects.
• Must have led at least two to three similar/assignments in the past 4 years.
• Proven skills in research, monitoring, and evaluation.
• Proven experience in conducting qualitative, quantitative, and mixed methods evaluation studies.
• Computer proficiency with good knowledge of MS office (Word, Excel,
• PowerPoint) and SPSS desirable
• Experienced in undertaking development projects evaluations in Kenya.
• Excellent analytical and report writing skills.
• Excellent written and spoken English.
• Excellent time management skills
• Ability to work well both independently and in a team.
• Excellent conflict sensitive approaches and able to work in highly sensitive environments.
10.0 ETHICAL CONSIDERATIONS
The below ethical considerations will be adhered to during the evaluation survey:
• IRW recognizes the personal dignity and rights of children and vulnerable adults, towards whom it has a special responsibility and duty of care and respect. The consultant is expected to adhere to IRW Safeguarding policy and sign as an appendix to their contract of engagement and agree to conduct themselves in accordance with the provisions of these documents.
• The evaluation will be conducted by an independent and impartial external consultant assisted by IR Kenya MEAL Teams.
• Quantitative data will be obtained from a randomly selected representative population sample.
• Assert that their participation in the survey will be voluntary. and they are aware that they can opt out at any time. (Note that participants may leave or refuse to answer any question at any time and that this will not affect their standing with the organization)
• Anonymity, confidentiality and safeguarding of survey data will be guaranteed.
• There will be no risks and benefits for individual participants.
• The culture, norms and traditions of study populations will be respected.
• Consent will be sought prior to commencing data gathering.
• Views and opinions of the different survey subjects will be respected.
• For interviews with children, there will be an informed consent process to ensure that all children, their parents/guardians and vulnerable adults are fully aware of all aspects of the evaluation process and voluntarily provide their consent to take part. All caregivers/guardians will be asked to provide informed consent for children’s participation in the study, in line with UNCRC’s recognition of children’s evolving capacities and a parent/guardian’s responsibility to ensure a child’s well-being and safety.
• All the respondent’s data will be kept in a confidential way and shared only with the consent of IR Kenya
11.0 Products rights and ownership
The ownership of the evaluation reports and associated products will belong to IR Kenya and any documents or publications related to this evaluation will not be shared externally except with the consent of the IRK country director.
12.0 Submission of interest
Interested Firms/candidate/s who fully meet the above criteria are invited to download the Tender Document from IRK website (https://islamic-relief.or.ke)and send their bids along with the following:
• Duly filled tender dozier with all mandatory requirements
• Capability statement: How the consultant or firm is structured for the assignment, the role each staff will play including the CVs of the key personnel who will take part in the consultancy.
• Technical Proposal: The consultant’s understanding and interpretation of the Terms of Reference (TOR), a detailed methodology on how the data collection and analysis will be done and detailed implementation schedule for the study as well as any other proposed approaches the consultant may deem fit for this baseline study.
• Financial proposal: Itemized budget proposal that should include the consultancy fees and operational costs.
• References: Names, addresses, telephone numbers of three organizations that you have conducted baseline/evaluations for within the last three years, that will serve as your professional referees.
• List of evaluation reports: Final reports for the baselines or evaluations conducted for the three reference organizations provided.

11. Delivery
Delivery to be within Thirty-Five (35) days of signing the contract

12. IRK’s right to vary quantities at the time of the award
IRK reserves the right at the time of award of contract to increase or decrease by up to 10% without change in the price per goat/sheep or other terms of condition.
13. IRK’s right to accept any bid and/or reject any or all bids

IRK reserves the right to accept any bid and to annul the bidding processes and reject all bids at any time prior to award of contract, without, thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders on the grounds of its action.
14. Submission of Bids
The bidders shall submit their proposal in one envelope marked with Tender Name and Reference. Bidder to sign a bid receipt form upon return/submission of bid to IRK.

15. Evaluation
15.1 IRK will examine the prequalification documents to determine completeness, general orderliness,
sufficiency in responsiveness, price, and product brand.

15.2 The potential suppliers shall not contact IRK on matters relating to their bid from the time of opening to completion and official communication sent to them. Any effort by the potential supplier to influence IRK in the evaluation shall result in disqualification.

15.3 Prequalification will be based on meeting the minimum criteria regarding the applicant’s legal status, general and particular experience, personnel, and financial position as demonstrated by their responses as set in clause 8.

15.4 The applicants MUST have registered offices and IRK reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm the existence and capability to deliver the assorted items.
15.5 Due diligence shall be undertaken and any bidder found to be in breach by providing false information shall be disqualified.

16. Employment of Minors
The supplier shall not employ children in executing the contract. The Contractor shall observe international conventions relating to child labor namely the UN Convention No.182 on worst forms of child labor and Convention No. 138 on the minimum age for admission to employment.
17. Criminal Act
The supplier undertakes to comply with all applicable laws and to ensure that it does not engage in any kind of criminal activity including but not limited to bribery, fraud, corruption, terrorism and to maintain ethical business practices as well as not to commit any Prohibited Acts defined as:
1. To offer, promise or give any person a financial or other advantage.
2. To request, agree to receive or accept any financial or other advantage not expressly provided for as an inducement or a reward for the performance of any function or activity in connection with this Agreement.

18. EVALUATION

18.01 Mandatory Requirement:
S/N Requirement Description Score: YES/NO
1 Certificate of incorporation
2 Business Permit
3 Tax Compliance
4 Directors’ ID
5 CR12
6 Fully filled tender dossier
7 All pages serialised
8 Tender Envelopes Sealed, clearly marked with company details & stamped
NB: Bids lacking any of the documents listed as Mandatory will lead to automatic disqualification and shall Not be considered for both technical and financial evaluation
18.02 Technical Requirement:
S/N Requirement Description Yes/No
1 Brief Company Profile with verifiable physical location/address 10
2 Evidence of Past Experience in similar work done the past three years (Minimum three signed & stamped contracts/LPOs) 10
3 CV’s of all consultants including the lead consultant 10
4 A proposal including, planned activities, methodology, deliverables, timeline, and cost proposal (including expenses) are expected. 40
5 Number of years in operation (at least 5years of existence) 15
6 List of Referees with their contact details (Name, telephone number, Email, location, and Organization) 15

NB: Bids that do not score 80% or higher in the technical analysis will automatically be disqualified and will not be considered for financial evaluation.

18.03 Financial Requirement:
S/N Description Score
1 Within Budget (10% variance) 30
2 Certified Bank statement for the past months (1st March 2024-31st August 2024). The bank statement must have a balance to cater for the quoted amount). 40
3 Evidence of Certified letter of credit facilities from a reputable bank, Cash/Bank balance 30

NB: Bids that do not score 75% or higher in the financial analysis will not be considered for due diligence.

Tender Schedule

Task
Date
Advertising of Tender 20th September 2024
Closing of Tender 4th October 2024 at 11:00am
Opening of Tender 4th October 2024 at 11:00am
Evaluation 7th October- 10th October 2024
Award 11th October 2024

SECTION II: QUESTIONNAIRE
It is mandatory that a potential bidder avails the information required in the questionnaire (i.e., section A to F) then sign and stamp same.
A: Organization and Contact Details
Full Name of Organization
Date of Registration
Registration Certificate Number

Street Road
Address Code
Town

Email
Telephone No.

PIN No.
Other Certificate

Type of Organization A Public Limited Company
A Limited Company
A Limited Liability Partnership
Other Partnership
Sole Trader
Other (Please Specify)

Name of Owners/Director
No. Name ID/Passport No. Nationality
1.
2
3

DETAILS FOR CONTACT PERSON

Contact details for enquiries about this tender
Name of Staff
Address
Post Code
Town
Phone
Mobile
Email

B – Grounds for Mandatory Rejection
Important Notice:
In some circumstances IRK is required by law to exclude you from participating further in a procurement. If you cannot answer ‘no’ to every question in this section it is very unlikely that your application will be accepted, and you should contact us for advice before completing this form.
Please state ‘Yes’ or ‘No’ to each question.
Has your organization or any directors or partner or any other person who has powers of representation, decision or control been convicted of
any of the following offences?
(a) A crime Answer

(b) Corruption
(c) The offence of bribery;
(d) Fraud within the meaning of:
i) Money laundering
ii) Any other offence
Has your organization fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal requirement? Answer with a “Yes” or “No”
C – Grounds for Discretionary Rejection

Important Notice:
IRK is entitled to exclude you from consideration if any of the following apply but may decide to allow you to proceed further. If you cannot answer ‘No’ to every question it is possible that your application might not be accepted. In the event that any of the following do apply, please set out (in a separate Annex) full details of the relevant incident and any remedial action taken subsequently. The information provided will be taken into account by IRK in considering whether or not you will be able to proceed any further in respect of this procurement exercise.

Please state ‘Yes’ or ‘No’ to each question.
Is any of the following true of your organization?
(a) Is bankrupt or under receivership or bankruptcy restrictions order made against the organization
(b) Is insolvent,
(c) Is the subject of an order by the court winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager, or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of similar procedures under the law of any other state?
Has your organization
(a) been convicted of a criminal offence relating to the conduct of your business or profession;
(b) committed an act of grave misconduct in the course of your business or profession;
(c) failed to fulfil obligations relating to the payment of social security contributions
(d) failed to fulfil obligations relating to the payment of taxes under the
(e) been guilty of serious misrepresentation in providing any information required

D – Bid Value & Duration of Work

Total Bid Value for the Tender
Kshs. _______________________________
Payment Terms
Expected Duration of Delivery
Remarks-

E – Financial
BANK INFORMATION
Bank

Branch
Account Name
Account Number
Swift Code
Letter from Bank

F – Declaration
2. I declare that to the best of my knowledge the answers submitted in this bid document are correct. I understand that the information will be used in the process to assess my organization’s suitability for the tender to meet IRK’s requirement. I hereby sign on behalf of my organization and understand that IRK may reject this bid if there is a failure to answer all relevant questions fully or should we provide false/misleading information. By signing the
bid document I certify that all the above statements are accurate and factual.

FORM COMPLETED BY
2.1 Name:
2.2 Position:
2.3 Signature:
2.4 Date:

2.5 Stamp:
Applications are to be submitted on or before 11:00 HRs (EAT) on 4th October 2024. The subject of the application letter should read: External baseline evaluation consultancy for
‘Mandera Education and WASH integrated Support (MEWIS) Project’
and the Cover letter should be addressed to:
The Country Director
Islamic Relief Kenya
Kirichwa Road, off Ngong Road
P.O Box 417-002032 (KNH)
Nairobi, Kenya
All applications should be dropped at IRK Office tender box on or before the deadline given. Incomplete applications will not be considered, and only successful candidates will be contacted. Any form of canvassing will lead to automatic disqualification.