RFP for Project Evaluation

Welthungerhilfe

Welthungerhilfe is one of the largest private aid organisations in Germany. It is politically independent and non-denominational. Welthungerhilfe is fighting hunger around the world and is focusing its work around the Sustainable Development Goal 2: “Zero Hunger by 2030”. Since its establishment in 1962, more than 9,830 overseas projects in 70 countries have been supported with 3.95 billion euros. Welthungerhilfe works on…

RFP for Project Evaluation

Water, Sanitation and Hygiene (WASH) Promotion amongst marginalized communities in hilly areas of Chitwan district

Project Evaluation – Terms of Reference

Welthungerhilfe, June 2021

1.   INTRODUCTION ANDCONTEXT

Country:Nepal
Project title:Water, Sanitation and Hygiene (WASH) Promotion amongst marginalized communities in hilly areas of Chitwan district
Project No.:NPL 1032- 15
Project holder:Welthungerhilfe
Committed funds:930,141EURO
Co-financer (line):Viva con Agua (VcA)
Project period:Oct 2015-June 2021

Deutsche Welthungerhilfe e.V. is one of the largest Non-Governmental Organizations in Germany operating in the field of Humanitarian Assistance and Development. It was established in 1962, as the German section of the “Freedom from Hunger Campaign”, one of the world’s first initiatives aimed at the eradication of hunger. Welthungerhilfe’s work is still dedicated to the following vision: all people have the right to a self-determined life in dignity and justice, free from hunger and poverty.

Welthungerhilfe (WHH) has been operational in Nepal since 2012, and currently managing different projects in nine districts under four thematic areas (sectors): food and nutrition security, WASH and Disaster Risk Reduction (DRR); and right to food and empowerment. WHH works hand in hand with civil society in Nepal to empower socially marginalized and economically poor citizens to reinforce their resilience and to ensure their right to adequate food and nutrition.  

The project entitled “Water, Sanitation and Hygiene (WASH) promotion amongst marginalized communities in hilly region of Chitwan (NPL1032)” is implemented in Chitwan districts in collaboration with our partner Rural Reconstruction Nepal (RRN), an NGO working in the sectors of integrated community development, agriculture, forestry, human rights, peace building and social justice, with a strategic focus on protecting and promoting economic, social and cultural rights and right to development. 

The project is implemented in Ichhakamana Rural Municipality, Kalika Municipality and Bharatpur Metropolitan City ward29 of Chitwan district. The overall objective of the project is to strengthen WASH governance at palika level and to ensure availability and sustainable management of WASH services. In addition to WASH facilities improvements, the project closely works with palikas to strengthen, amongst other, WASH systems through capacity development, palika-led life cycle costed WASH plan formulation, and establishing monitoring systems in accordance withWHH Sustainable Service Initiatives (SSI) programme. 

Overall Objective (Impact): Water, Sanitation and Hygiene (WASH) Promotion amongst marginalized communities in hilly areas of Chitwan district.

Project Purpose: Improved water, sanitation and hygiene situation and behaviour of targeted HH in hilly Chitwan

Target Indicators: 

Local government have equitable, updated, evidence and needs based, finalized and disseminated WASH plans in place covering the whole municipality area in two municipalities (Ichhakamana Rural Municipality and Kalika Municipality) by End of Project (EoP).

Two municipalities (Ichhakamana Rural Municipality and Kalika Municipality)/Municipal WASH Coordination Committee (M-WASHCC) have systems of post construction monitoring/support and ODF/post-ODF verification monitoring/support institutionalized by EoP.

60% of targeted HHs (5,279 HHs) have better access to and improved quality of government services until the end of the project (verified by bottom-up accountability mechanisms, institutionalized if possible).

At least 60% of directly targeted HHs (5,279 HHs) use and maintain an improved water source.

At least 85% of directly targeted HHs (7,479 HHs) use improved, hygienic sanitation facilities.

At least 85% of directly targeted HHs (7,479 HHs) practice and adopt improved hygiene and sanitation behaviours.

Expected Results 1: Local level WASH governance is strengthened

Indicators:

100% of WASH coordination committees are functional and coordinate with each other and on all levels in at least 1 municipality (Ichhakamana Rural Municipality).

30 WUSCs are institutionalized (with by-laws), registered with respective local government entity and functional for 30 drinking water supply schemes by EoP – best practice/pilot mode.

WSUCS best practice model is replicated for 100% of water supply schemes in at least one municipality (Ichhakamana Rural Municipality) through support of respective local government institutions (MWASHCC) by EoP.

At least 60% of targeted HHs (9,213 HHs) know their rights to access to safe water and sanitation and information by the end of the project.

At least 1 Community Score Card (CSC) exercise is conducted annually on WASH service provision with local authorities (wards, RM/M) to monitor and improve governmental service provision (2018-2020: 12 Ward level and 2 R/M level, 42 CSC exercises in total) by EoP.

Expected Results 2: Use of safe and potable drinking water is improved.

Indicators: 

Minimum water quality/quantity requirements are fulfilled for at least 20% of targeted HHs (1760 HHs) to use safe and potable drinking water by EoP.

100% WUSCs in at least 1 targeted rural municipality supported to undertake water safety plans.

At least 50% targeted HHs (4,400 HHs) are aware on water quality management and use at least one water treatment methods by EoP.

90% of students and teachers of 18 targeted schools use safe and potable water by EoP.

Expected Results 2: Hygiene and Sanitation practices of target group are improved

  • At least 80% of targeted HHs (7,039 HHs) wash hands properly at critical times by EoP. 
  • Additional 2,400 HHs (27%) of the targeted areas have toilets with hand washing facilities and 2,040 (85%) of these household toilets are in regular use and maintained by EoP.
  • Female users (approx. 500) of the 30 drinking water supply schemes use safe bathing facilities with privacy by EoP.
  • At least 85% (10081) of female adolescents and women in reproductive age use appropriate sanitary materials during menstruation period by EoP.
  • 90 % of students and teachers of the 18 targeted schools have access to toilets with handwashing facilities, utilize and maintain them properly by EoP.
  • At least 80% of targeted HHs (7,039 HHs) premises and surroundings (Kitchen, courtyard, utensils) are clean by EoP.

2.   EVALUATION PURPOSE

Evaluations are an integral and standardised part of Welthungerhilfe’s efforts to improve the quality and impact of its work by ensuring continuous learning, inform decision makers and promoting accountability. Furthermore, Welthungerhilfe is keen to gain early insights into the effectiveness of the project to realize the gaps, weaknesses, and the strengths (in terms of project design, implementation, monitoring and desired achieved results) for the purpose of accountability. This external mid-term evaluation is intended to measure the impact of the project, identify project achievements to draw out lessons learned and recommendations, and provide strategic guidance for next phase of the project development and sustainable exit from the communities.

Specific objectives: 

  • Assess the effectiveness, efficiency and relevance of the project.
  • Draw lessons learned and use them for improving programs within Welthungerhilfe Nepal. 
  • Assess the effectiveness of the SSI approach and coordination mechanisms of the project.
  • Assess the progress made against the project purpose and results by reviewing the potential impact and the sustainability of the project activities. 
  • Provide recommendations on what should be improved or scaled up in future WASH governance programming.

In addition to this, the project will be evaluated from different aspects as per OECD/DAC criteria of relevance, effectiveness, efficiency, impact, and sustainability. The study will also further assess project management, project activities, integration of results, reflection of coordination, partnerships with the local government, integration and coordination among the implementing partners.

3.   SCOPE OF THE EVALUATION

Welthungerhilfe has planned an external mid-term evaluation of the project “Water, Sanitation and Hygiene (WASH) Promotion amongst marginalized communities in hilly areas of Chitwan district”. The study will be conducted in Ichhakamana Rural Municipality, Kalika Municipality and Bharatpur Metropolitan ward no 29 of Chitwan district. 

The proposed evaluation aims at identifying project achievements with a focus on WASH system strengthening, lessons learned from the success/failure of the project, innovative approaches and used as well as major challenges that can be useful to identify project accomplishments and in designing similar projects in the future. 

4.   USERS OF THE EVALUATION

The primary users of this evaluation report are project team (includes WHH and RRN staff), MEAL Officer, WHH senior management and WHH HQ WASH advisor. Furthermore, the evaluation results and recommendations will be informed to the secondary stakeholders such as donor, local/federal government, including sectoral development partners, if applicable. 

5.   EVALUATION QUESTIONS (AND CRITERIA)

The evaluation will focus on the following areas.

Relevance:

  • How far the project objectives were consistent with national priorities, the needs of target groups, and donor policy?
  • Was WHH Sustainable Service Initiatives (SSI) programme and palika-led WASH plan development exercise useful to strengthen WASH system? 
  • How relevant were the project interventions in the socio-economic context of the project areas? 
  • How relevant are the project strategies and activities as perceived by the target groups and other community stakeholders?
  • Were the inputs and strategies identified, and were they realistic, appropriate and adequate to achieve the results?
  • How the programme complements and enhances, rather than duplicates and hinders, related activities carried out by other organizations, governments, and donors?
  • To what extent and how does the project respond to the needs and priorities of the main stakeholders and the project participants? 
  • To what extent are all relevant stakeholders appropriately informed and updated on the activities / approach / strategy of the project?

Effectiveness:

  • What are the major outputs and outcomes of this project? How is the progress in comparison to the relevant baseline data?
  • To what extent have the intended outcomes (and use of output) been achieved or are likely to be achieved?
  • To what extent is the target groups reached? 
  • Whether the planned benefits have been delivered and received, as perceived by the key beneficiaries, donor, the responsible national government authorities, and other interested parties? 
  • To what extent the knowledge and skills of WASH behaviour change, including menstrual hygiene at schools & sustainability, system strengthening & governance are increased among the target groups, including local government?
  • To what extent the project contributed to WASH system strengthening at Palika level?
  • How effective were the strategies and tools (WASH plan development road map, life cycle costing analysis-LCCA,WASH system building block analysis, Community Score Card, etc) used in the implementation of the project?
  • What sorts of innovation did project draw for WASH system strengthening at local level? 
  • What unexpected positive or negative results did the project lead to? 
  • To what extent has the project’s MEAL system been used to adjust interventions and improve the achievement of outcomes and mitigate risks/negative results?

Efficiency: 

  • How efficient was the project in terms of effective utilization of the project resources, cost-efficiency, and reaching target groups?
  • Were the project resources utilized as planned?
  • Did project activities overlap and duplicate other similar interventions (funded nationally and /or by other donors? Are there more efficient ways and means of delivering more and better results (outputs and outcomes) with the available inputs?
  • To what extent was the project flexible to address the unforeseen situation (such as COVID19 pandemic)? 
  • What were the major factors (including implementation approach) influencing the efficiency and non-efficiency of the project interventions? 
  • How did the project financial management processes and procedures affect project implementation? What are the strengths, weaknesses, opportunities, and threats of the project’s implementation process?
  • How efficient is the overall management set-up of the project; in other words, how suitable are the management arrangements in place? 
  • Have coordination structures and competencies of other organisations been made use of during project evaluation?

Sustainability:

  • What is the likelihood of continuation and sustainability of project outcomes and benefits after completion of the project?
  • To what extent will project achievements, results and effects be expected to continue after donor funding ended? 
  • To what extent are the target groups/intermediary organizations capable and prepared to receive the positive effects of the project interventions without donor’s support in the long-term? 
  • How effective are the exit strategies, and approaches to phase out assistance provided by the project? 
  • What were the major factors (including implementation approach) influencing the achievements or non-achievements of sustainability of the project?
  • Describe key factors that will require attention in order to improve prospects of sustainability of project outcomes and the potential for replication of the approach?
  • What type/nature of modalities need to be adapted to be even more conducive for future projects?
  • What sorts of follow up intervention are taken up by the local government to make stronger WASH systems? 

Impact 

  • Is the project contributing to systemic changes, e.g. to improved water, sanitation and hygiene at communities & schools, including at local government and Palika level? 
  • What are the recommendations for further strengthening and sustaining positive change and for mitigating any negative effects perceived?
  • What are the major factors that influenced the potential achievements or non-achievement of project impact?
  • How well the project has been successful in meeting its desired objectives and how far has the results been achieved. 
  • What factors contributed to the success of the achievements, and (or) what factors prevented anticipated achievements from being realized?

6.   EVALUATION DESIGN ANDMETHODOLOGY

Welthungerhilfe shall guide and oversee the overall direction of this external evaluation. The evaluation will provide quantitative and qualitative data through the following methods:

  • Desk study and review of all relevant project documentation including project documents, annual work-plans, annual project reports, baseline data and data from WASH plan, etc.
  • Develop evaluation methodology and tools:
    • Identify sampling strategy including sample size.
    • Develop main research questions and relevant tools, checklists, data collection formats.
  • Collection of data from different sources including field work in the project areas:
    • Collect relevant quantitative as well as qualitative data from secondary information.
    • Collect primary data from field using different tools and techniques as agreed during the planning process.
    • Discussion with stakeholders and project staff of all project components.
    • In depth interviews to gather primary data from key stakeholders using a structured methodology.
    • Focus Group discussion with project target groups and other stakeholders.
    • Interviews with relevant key informants.
    • Observations during field visits using checklist.
    • Collect stories of change. 
  • Data analysis and draft report preparation.
    • Carry out data analysis in line with the evaluation objectives.
    • Conduct a workshop for validating the findings with participation of project staff and management.
    • Prepare draft report as per the agreed reporting structure.
    • Share the draft report for comments.
  • Address the comments/suggestions from the project team and produce final report.

Please note that the evaluator should adhere with WHH SOP for development project in context of COVID19 and government protocols regarding COVID19 prevention. 

7.   Managerial arrangements / roles and responsibilities

The evaluation is commissioned to an external consultant/consulting company. The roles of Welthungerhilfe together with the implementing partner are: 

  • Review of the inception report, evaluation tools (including qualitative and quantitative), methodology, sample size, etc. 
  • Provide logistics coordination/support on field itinerary to the evaluator (s).
  • Share project specific documents: progress reports, proposals, baseline and monitoring data etc.
  • Organize debriefing meeting with consultant(s) after field level data collection and provide inputs if the information is sufficient to address the evaluation questions.
  • Assign WHH MEAL team as a primary contact person to respond/address the questions/remarks. 

8.   Deliverables and reporting deadlines.

The following deliverables are expected to be produced by the evaluator(s):

  • An inception report (outlining the methodology, operationalization of questions and planned procedure and approach to the evaluation) in English.
  • Debriefing session and notes: De-briefing session shall be conducted with the project team at the end of field mission that aims at outlining the most important preliminary findings and recommendations with written summary notes of 2–4 pages (in English).
  • Evaluation report as draft and final shall be in English language. Evaluator(s) shall submit the draft report at the latest two weeks after the last field mission, 35 pages maximum including executive summary, but excluding the front page, table of contents and annexes. The deadline for submission of final report to Evaluator(s) is by latest 2 weeks after the submission of the draft report. A standard outline for the evaluation report will be provided to the evaluator(s). 
  • A summary of evaluation report (max 2-3 pages).
  • The final report needs the approval of the contracting party. In case of dissent there should be documentation of the matter.
  • Draft management response; integration of the recommendations into WHH “management response” form, together with the final version of the evaluation report in English.
  • The evaluator(s) should provide a digital file with up to 10 photos of the evaluation, including photos related to the evaluation process (e.g., of group discussions, interviews, final workshop). The photos should be submitted in a JPEG or GIF format. The informed consent of the person presented is a prerequisite.

9.   Resources and available data

Project monitoring data and beneficiaries´ data and related studies are documented in the project and could be used as sources for triangulation and verification of evaluation data.  The project team will provide the project progress report, report of sustainable service initiatives to the evaluator(s).

10.   Time frame / schedule

The evaluation is expected to be accomplished by15 August 2021. The assignment will be effective in action from the day of signing of awarded contract. The assignment should not exceed more than 35 working days (including preparatory work, field visit, and report preparation).

11.   Confidentiality

All documents and data acquired from documents as well as during interviews and meetings are confidential and to be used solely for the purpose of the evaluation.

The deliverables as well as all material linked to the evaluation (produced by the evaluator(s) or the organization itself) is confidential and remains at all times property of the contracting party.

12.   Expertise of the evaluators

The evaluators are required to have the following expertise and qualifications:

  • At least Master’s degree in development studies, monitoring and evaluation or equivalent degree. 
  • She/he most have +5 years of working experience in development project monitoring and evaluation. 
  • She/he must have prior work experience with or working for international development organizations and familiarity with development and humanitarian programmes/issues. 
  • The team leader must have skills and experience in water, sanitation and hygiene sector and WASH governance issues.  
  • Knowledge of evaluation methods and techniques, including a thorough understanding of data collection, evaluation methodologies and design, and strong qualitative and quantitative research skills.
  • The composition of the team of experts should be balanced to enable complete coverage of the different aspects of Consultancy as set out in these terms of reference. 
  • She/he must have good command in both writing and speaking in English languages. 

13.   Technical and financial offer

Applicants have to provide the technical and financial offer.

The technical part of the offer submitted by the consultants/consulting firm should comply with the Term of Reference. It should also include a brief description of the overall design and methodology of the evaluation and aworkplan/adaptations to the workplan at hand. 

The financial part includes a proposed budget for the complete evaluation. It should state the fees per working day (plus the respective Tax/VAT, if applicable), the number of working days proposed and other costs. 

Proof of professional registration and taxation is also required (e.g., by providing the evaluator(s) tax number).

Following are the key consideration while preparing the budget: 

  • All insurances are the responsibility of the evaluator(s).
  • Soft copies of relevant documents will be provided by Welthungerhilfe.
  • Welthungerhilfe staff will facilitate community entry.
  • Laptops need to be provided by the evaluator(s).

Deadline for proposal

The interested and qualified consultant/ consulting firm must submit their technical and financial proposal, including legal documents (registration & tax clearance in case of consulting firm and PAN/Vat registration card for individual) and CVs of key personals with by 17:00 hours (COB) dated 05 July 2021 via email address recruitment.nepal@welthungerhilfe.de

Please note that the selected consultants/consulting firm should adhere with WHH SOP for development project in context of COVID19 and government protocols regarding COVID-19 prevention. The field plan may differ considering the current COVID-19 scenario.

Only short-listed applicants will be contacted for further evaluation process. Welthungerhilfe Nepal reserves all the rights to reject any or all application without assigning any reasons