Consultancy Jobs – External Evaluator – Farm Africa UK
Organization: Farm Africa
Duty Station: Uganda
About US:
Farm Africa is an international non-governmental organization working to end hunger and bring prosperity to rural Africa. We work to increase the incomes and improve food security of smallholder farmers, pastoralists, agro-pastoralists, and forest dwellers in East Africa. A core part of our strategy is to ensure that our interventions are both economically sustainable and scalable. The systematic integration of market linkages in implementing programmes is crucial to our ability to scale our interventions cost-effectively. Farm Africa has the ambition to be the leading European NGO specialising in Agriculture, Natural Resource Management and Market Engagement.
About the projects
‘Catalysing CSO-led inclusive green growth in Kanungu district’s coffee value chain’ (CCIGG) started in March 2018 and is a three year project. The aim of this project is to drive the economic and democratic empowerment of young people and women in the Kanungu District of Uganda. The project will build the capacity of four CGCs to engage 4,800 coffee producers, thereby stimulating a thriving and environmentally sustainable coffee sector in Kanungu district that will provide employment for women and youth.
‘Empowering women in the coffee value chain in Kanungu District’ (EWCVC) is a ‘bolt-on’ to this project which will work with 2,640 women coffee producers (of the 4,800) and their HHs’ to promote women’s economic empowerment within the value chain. The project will start in September 2019, running for 18 months, also ending in March 2021.
About ‘Catalysing CSO-led inclusive green growth in Kanungu district’s coffee value chain’
The four target CGCs will be supported to grow their membership, deliver e-extension services, and link coffee farmers to markets. Extension services will focus on both increasing yields of both Arabica and Robusta coffee, and promoting Sustainable Consumption and Production practices within the coffee value chain.
The overall impact objective of the action is to support CSOs to generate environmentally and economically sustainable employment and self-employment opportunities for 4,800 smallholder coffee producers (55% female) within the coffee value chain, and within this group to specifically increase the incomes and employment of 3,600 youth (1,800 female, 1,800 male) in Kanungu district of Western Uganda through the sustainable production and sale of coffee.
There are three specific outcomes that will contribute to the achievement of the overall impact objective:
- Increased yields and opportunities for the employment and self-employment of young women and men in the sustainable production of coffee
- Strengthened sector networks that will be empowered to promote the economic potential that the sustainable coffee value chain offers to young women and men
- A strengthened sustainable supply chain for coffee in Kanungu district and improved access to end markets
About ‘Empowering women in the coffee value chain in Kanungu District’:
Farm Africa has secured additional funding to focus on ensuring that women are able to benefit equitably from the activities delivered under the CCIGG Project, and the coffee value chain more broadly. And as result benefit from improved incomes, strengthened household level decision-making power, and increased access to resources.
The three key objectives of this particular part of the project are:
- Households are supported to enable women coffee producers to better access resources and participate in decision making over resources and expenditures at household level
- The gender-sensitivity of growing cooperatives is enhanced and female leadership is promoted
- Local stakeholders are engaged with the benefits of recognising and rewarding female participation within the coffee value chain
Scope of Work:
Farm Africa plans to commission an external evaluator to complete a range of pieces of work across both projects, and the indicative budget for all pieces of work is 175,000,000 UGX.
The work is currently scheduled as follows:
Item Date
CCIGG Quantitative Baseline Survey 01/19 – 02/19
EWCVC Baseline Study / CCIGG Biannual Survey 08/19
CCIGG and EWCVC Biannual Survey 02/20
CCIGG and EWCVC Biannual Survey 08/20
CCIGG and EWCVC Final Evaluations including Biannual Survey 01/21 – 02/21
Please note that the CCIGG Baseline Survey has strict deadlines that are non-negotiable. Details are found in section 4.
The budget has been derived from the following budget lines, however there is some flexibility between lines to allow for an optimal data collection strategy:
Item Total Budget (UGX)
CCIGG Baseline 40,000,000
EWCVC Baseline 40,000,000
UG06 Evaluation 55,000,000
EWCVC Evaluation 30,000,000
Routine Monitoring 10,000,000
Total 175,000,000
MEL Approach
The pieces of work are being commissioned together as the survey data gathered will be applicable to both projects, and certain indicators are the same in both projects. In summary we are looking for the same quantitative baseline survey to be conducted five times between February 2019 and March 2021
The qualitative baseline for CCIGG has already been completed, however the appointed consultant will need to carry out additional qualitative research as part of the EWCVC Baseline Study, and as part of the Final Evaluations for both projects.
In both projects the MEL plan is to measure project achievement against indicators through a panel approach; the same project participants will be surveyed in each instance. It is expected that the same quantitative data collection tools will be used for each data collection. Therefore, there is limited need for inception work for the farmer surveys following the baseline data collection. Likewise there should be limited need to redesign the quantitative analysis tools for each iteration of the farmer survey. There will be some additional inception work for the EWCVC Baseline Study as well as the final evaluations with regards to refining the evaluation process and designing qualitative data collection tools.
Contracting
The contract between Farm Africa and the selected consultant will cover all outputs listed in this ToR. However, each work package will be accompanied by a new ToR and purchase order. However the purchase orders can only deviate from the costs quoted in the initial proposal under reasonable circumstances e.g. Farm Africa changes the scope of the work in the ToR, inflation etc. Farm Africa retains the right to refuse a purchase order should the consultant fail to have delivered earlier work on time and to a sufficient standard .
CCIGG Baseline Survey
In addition to qualitative baseline work that has already been completed, Farm Africa is commissioning a farmer survey in order to provide baseline values for outstanding indicators that need to be measured at a farmer level. The consultant will be asked to produce the baseline values, however will not be required to produce a written report. The objectives are as follows:
- Identify the farmers to sampled as part of the panel approach to be monitored throughout the CCIGG and EWCVC projects
- Design and digitise the survey tools to be used throughout the CCIGG and EWCVC projects
- Collection of outstanding baseline values for CCIGG project using the survey
- Provide a baseline data set that Farm Africa can use for its own internal analysis
EWCVC Baseline Study
The EWCVC Baseline Study will incorporate the biannual farmer survey as well as involve additional research to produce a baseline report for the EWCVC project. The survey will provide baseline values for the EWCVC project, as well as providing production and income data from farmers following the fly crop harvest. This piece of work has the following objectives:
- Determine the baseline values for the outcome and impact indicators for the EWCVC project so as to be able to monitor and compare progress throughout the project lifetime.
- Update the farmer-level outcome and impact indicators for the CCIGG project
- Identify contextual factors which may affect both the baseline indicators and project results for EWCVC
- Identify both contextual and project specific challenges and opportunities that the EWCVC project may encounter
- Propose evidence-based recommendations to Farm Africa to inform project design and delivery of EWCVC
Biannual Surveys
We are looking to ensure consistency in data collection and analysis throughout the duration of the project and therefore farmer surveys will be conducted on a biannual basis (likely February & August each year) following the coffee harvests. These will gather data to update the values for farmer level outcome and impact indicators to support Farm Africa’s internal monitoring and external reporting.
CCIGG and EWCVC Final Evaluations
The final evaluation will be conducted in Mar 2021 and will have the following objectives:
- Conduct the final data biannual farmer survey to determine endline values for farmer-level outcome and impact indicators for both projects
- Produce individual final evaluations for both CCIGG and EWCVC which will involve the following:
o Verify the final project indicator values from other data sources for both projects
o Assess the performance of both projects against the OECD/DAC evaluation criteria
o Document lessons learnt by both projects and make recommendations for future interventions or opportunities for scale
Approach and Methodology: The project implements a routine monitoring system based on a Linear Log Frame (LLF) approach and corresponding monitoring and learning plan (MLP) to collect data against key outcome indicators.
CCIGG Baseline Survey and Biannual Survey Methodology
Farm Africa will provide its standard survey tool in MS Word format for capturing farmer level income and production and the Women’s Economic Empowerment (WEE) Tool for adaptation by the consultant. All other data collection tools will be provided by the consultant. The methodology should disaggregate the data by location, age category and gender as appropriate, and build gender analysis into the study.
- Farmer survey: Household structured survey questionnaires with a representative, random sample of the target population. The target population will be the 4,800 coffee producers who are registered with the 4 CGCs. The sample selected should account for the need to generate representative data for the 2,640 coffee producers also participating in the EWCVC. The survey should also seek to maximise the accuracy of the indicator values for the different sub-groups (men non-youth, women non-youth, men youth, women youth). The survey will be used to determine indicator values for farmer income and production. For the 2,640 coffee producers also participating in the EWCVC project the survey will also include a WEE set of questions. It is recommended that a digital data collection app such as ODK Collect or Kobo Toolbox is used.
EWCVC Baseline Study and EWCVC and CCIGG Final Evaluation Methodology
The consultant is expected to employ a mixed-methods approach, using a variety of data collection and analysis techniques for both quantitative and qualitative data in both the EWCVC baseline and the EWCVC and CCIGG final evaluations. Farm Africa will provide its standard survey tool in MS Word format for capturing farmer level income and production and the WEE Tool for adaptation by the consultant. All other data collection tools will be provided by the consultant. The methodology should disaggregate the data by location, age category and gender as appropriate, and build gender analysis into the study.
- Document Review: Review of existing project documentation such as the project proposal, research reports and relevant literature such as national policies, government reports, academic papers etc.
- Farmer survey: Household structured survey questionnaires the same respondents identified in the CCIGG Baseline Survey. The survey will be used to determine the endline indicator values for farmer income and production. For the sampled coffee producers also participating in the EWCVC project the survey will also include a WEE set of questions. It is recommended that a digital data collection app such as ODK Collect or Kobo Toolbox is used.
- CGCs, KDYFA, KDSC Records Review: The consultants will review the financial and sales records of the CGCs and establish baseline and endline values.
- Key Informant Interviews: Consultations with key project stakeholders, including field staff and partners. Guidance on appropriate stakeholders will be provided by field and Country Office staff.
- Focus Group Discussions: With target groups and other stakeholders to assess current challenges faced
Expected Deliverables and Timeline
CCIGG Baseline Survey
We anticipate that the contracted work will take up to 20 working days, during which time the consultant must submit the deliverables outlined below. Submitted proposals should illustrate days allocated and proposed deadlines for each of the deliverables.
The consultant will provide the following deliverables to the baseline manager within the timeframe stated:
- Inception Report submitted to Farm Africa by 1st February: A detailed report for the consultants proposed approach will be submitted for approval. This will provide a detailed description of the methodology and tools, research questions, revised budget with a breakdown of costs and detailed work plan for the entire exercise. Any draft data collection tools will also be submitted for review at this stage. A report template will be provided by Farm Africa.
- Farm Africa feedback submitted to the consultant by 5th February
- Revised Inception report by 8th February: Farm Africa’s feedback must be incorporated into a revised inception report that will be submitted to Farm Africa for approval.
- Data Collection will commence on 11th February
- Draft Indicator Values by 18th February: Any raw data sets, cleaned data sets, syntax files, and data analysis outputs should also be submitted at this stage. Raw and cleaned data must be submitted in Microsoft Excel format. Other data can be submitted in other software formats, however clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in.
- Farm Africa feedback submitted to the consultant by 20th February
- Final Indicator Values by 22nd February: Farm Africa will quality control the data analysis and provide feedback should any indicator values need to be revised. Any revisions to data sets and analysis etc. must be re-submitted. Once indicator values have been finalised the consultant will be expected to enter these into the Farm Africa Monitoring and Learning Plan document. Final data collection tools and sampling frames used should also be submitted to Farm Africa
EWCVC Baseline Study
We anticipate that the contracted work will take up to 25 working days, during which time the consultant must submit the following deliverables outlined below. Submitted proposals should illustrate days allocated and proposed deadlines for each stage of the process.
The consultant will provide the following deliverables to the baseline manager within the timeframe stated:
- Inception Report: A detailed report for the consultants proposed approach will be submitted for approval. This will provide a detailed description of the methodology and tools, research questions, revised budget with a breakdown of costs and detailed work plan for the entire exercise. Any draft data collection tools will also be submitted for review at this stage. A report template will be provided by Farm Africa.
- Revised Inception report: Farm Africa will provide feedback which must be incorporated into a revised inception report that will be submitted to Farm Africa for approval.
- Draft Report and Presentation: A draft report will be submitted by the consultant to Farm Africa for approval. A report template will be provided by Farm Africa covering the study approach, study methodology, and analysis methodology, main findings, and project recommendations. Any data collection tools should be included as Annexes. Any raw data sets, cleaned data sets, syntax files, and data analysis outputs should also be submitted at this stage. Raw and cleaned data must be submitted in MS Excel format. Other data can be submitted in other software formats, however clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in. The consultant will present the preliminary findings for discussion at a 0.5 day stakeholders’ workshop. At the end of the workshop, a report incorporating comments by stakeholders and, where necessary, responses will be submitted to the baseline manager.
- Findings Workshop: The consultant will lead a 0.5 day workshop with Farm Africa to present the final report and to facilitate discussion about how Farm Africa can incorporate the recommendations into the project. Farm Africa will provide guidance on the workshop format.
- Final Report: Farm Africa will provide feedback on the draft report, which must be incorporated into the final report. This process will continue until Farm Africa is satisfied with the final report. Any revisions to data sets and analysis etc. must be re-submitted. Once baseline values have been finalised the consultant will be expected to enter these into the Farm Africa Monitoring and Learning Plan document. Any data collection tools and sampling frames used should be included as Annexes.
Biannual HH Surveys
We anticipate that each biannual HH will take up to 6 working days, during which time the consultant must submit the following deliverables outlined below.
The consultant will provide the following deliverables to the Programme Manager:
- Inception Report: A brief report outlining the methodology of the HH survey to reflect any changes to the methodology since baseline. A revised budget with a breakdown of costs and detailed work plan for the entire exercise should also be submitted. Data collection tools will also be submitted for review at this stage. A report template will be provided by Farm Africa.
- Indicator Values: Any raw data sets, cleaned data sets, syntax files, and data analysis outputs should also be submitted at this stage. Raw and cleaned data must be submitted in Microsoft Excel format. Other data can be submitted in other software formats, however clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in. Farm Africa will quality control the data analysis and provide feedback should any indicator values need to be revised. Any revisions to data sets and analysis etc. must be re-submitted. Once indicator values have been finalised the consultant will be expected to enter these into the Farm Africa Monitoring and Learning Plan document. Final data collection tools and sampling frames used should also be submitted to Farm Africa
Final CCIGG and EWCVC Final Evaluations
We anticipate that the contracted work will take up to 30 working days, during which time the consultant must submit the following deliverables outlined below. Submitted proposals should illustrate days allocated and proposed deadlines for each stage of the process. The consultant must submit separate deliverables for both CCIGG and EWCVC i.e. two inception reports, two final reports etc.
The consultant will provide the following deliverables to the baseline manager within the timeframe stated:
- Inception Report: A detailed report for the consultants proposed approach will be submitted for approval. This will provide detailed description of the methodology and tools, research questions, revised budget with a breakdown of costs and detailed work plan for the entire exercise. Any draft data collection tools will also be submitted for review at this stage. A report template will be provided by Farm Africa.
- Revised Inception report: Farm Africa will provide feedback which must be incorporated into a revised inception report that will be submitted to Farm Africa for approval.
- Draft Report: A draft report will be submitted by the consultant to Farm Africa for approval. A report template will be provided by Farm Africa covering the study approach, study methodology, and analysis methodology, main findings, and project recommendations. Any data collection tools should be included as Annexes. Any raw data sets, cleaned data sets, syntax files, and data analysis outputs should also be submitted at this stage. Raw and cleaned data must be submitted in MS Excel format. Other data can be submitted in other software formats, however clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in.
- Final Evaluation Presentation: A presentation template based on the evaluation report template will be provided by Farm Africa for completion by the consultant. The consultant will present the preliminary findings for discussion at a (remote) 0.5 days stakeholders’ workshop. At the end of the workshop, a report incorporating comments by stakeholders and, where necessary, responses will be submitted to the evaluation manager. A revised presentation will also be submitted along with the final report to reflect any feedback and changes to the final report.
- Project Performance Review (PPR): Farm Africa uses a system of annual PPRs to monitor programme performance. Based on the evidence collected during the evaluation, the consultant is required to score the project against three criteria (efficiency, effectiveness and sustainability) and provide brief written, evidence-based justification for scores given. A template for completion by the consultant will be supplied by Farm Africa
- Final Report: Farm Africa will provide feedback on the draft report, which must be incorporated into the final report. This process will continue until Farm Africa is satisfied with the final report. Any revisions to data sets and analysis etc. must be re-submitted. Once endline values have been finalised the consultant will be expected to enter these into the Farm Africa Monitoring and Learning Plan document. Any data collection tools and sampling frames used should be included as Annexes.
Management and Implementation Responsibilities:
The consultant will report directly to the baseline manager, the Programme Manager (PM). However, s/he will also be expected work closely with the Programme Manager (PC) and an HQ MEL Officer. Any proposed changes to the personnel listed in the application must be approved by Farm Africa.
Farm Africa will provide:
- Guidance and technical support as required throughout the research;
- Copies of all key background resources identified;
- A template of Farm Africa’s farmer production and income tool in MS Word format;
- Introductory meetings with key government staff;
- Organisation (including logistics costs) of stakeholders workshops
- One vehicle and four enumerators (exclusive of meals and communications) for five days to support with quantitative data collection for each biannual survey
- Up to eight tablets for data collection
- Data collection templates in MS Word for adaptation
- Comments and feedback on, and approval of, all deliverables within agreed timeline.
The consultant will be responsible for:
- Developing the detailed methodology and data collection tools;
- Digitisation of all data collection tools;
- Conducting all data collection, including recruitment, training and payment of enumerators as well as all field logistics not included above
- Analysis of data and reporting in a clear and accessible format;
- Regular progress reporting to the baseline manager, including responding to any comments or technical inputs wherever reasonable;
- Presenting the draft findings for the baseline report and evaluation report to receive feedback at a (remote) stakeholders workshop;
- Presenting the final baseline and evaluation report and leading the discussion of the (remote) findings workshop at baseline;
- Production of deliverables within agreed timeline and in accordance with Farm Africa’s style guidelines;
- Seeking comments and feedback from Farm Africa, through the baseline manager, in sufficient time to discuss and incorporate these into the final report;
- Production of the baseline and final evaluation reports containing data against all indicators in the project log frame/monitoring and learning plan, evidence-based responses to the key baseline questions, summary of lessons learnt and recommendations for future implementation of the project;
- Entering the baseline, endline and annual survey values into the monitoring and learning plan;
- Their own work permit or visa (if required) to conduct the work;
Farm Africa Research Principles
Farm Africa follows five basic principles of sound research practice and the consultant is expected to adhere to these throughout the baseline process. These are:
- Confidentiality and informed consent – all data collected during the baseline will be treated as confidential and cannot be shared outside of Farm Africa. All respondents must be advised as such and always given the opportunity not to participate, or to terminate or pause the interview at any time. The purpose of the study should also be clearly explained before commencing any interviews.
- Independence and impartiality – Farm Africa is committed to impartial and objective baseline of our projects. All baseline findings and conclusions must be grounded in evidence. Researchers are expected to design data collection tools and systems that mitigate as far as possible against potential sources of bias.
- Credibility – Farm Africa is committed to learning based on credible evidence. The credibility of baselines depends on the professional expertise and independence of researchers and full transparency in the methods and process followed. Baselines should clearly distinguish between findings and recommendations, with the former clearly supported by sound evidence. Methodologies should be explained in sufficient detail to allow replication, and evidence of failures should be reported as well as of successes.
- Participation – the views and experiences of beneficiary households, groups and partners should form an integral part of all baselines.
- Openness – To maximise the learning potential of the baseline process, Farm Africa may publish full baseline reports or excerpts from them or may otherwise share them with interested parties.
Qualifications, Skills and Experience:
Applications from individuals or teams are welcome and will be assessed on their ability to demonstrate the following qualifications and competencies. Due to the short duration of the biannual surveys, international consultants may wish to consider working with a Ugandan-based consultant to lead the data collection activities, and only travelling to Uganda personally baseline and final evaluation work:
Essential
- Extensive experience in carrying out baseline studies and evaluations, with a focus on livelihood and gender related interventions
- Experience conducting gender analysis
- Experience conducting studies in Uganda
- Demonstrable academic and practical experience in qualitative and quantitative research methodology
- Strong analytical, facilitation and communication skills
- Excellent reporting and presentation skills
- Fluency in spoken and written English
- A Master’s degree in Agriculture, Economics, Gender Studies, Sustainable Development, or related subject
Submission of Proposals
Interested consultants or firms are requested to submit:
- A full technical and financial proposal (template for adaptation attached in Annex A). Please provide as much detail as possible, however at a minimum please clearly distinguish between consultancy costs and expenses, and detail any expenses that you will require Farm Africa to pay directly.
- Copies of all relevant Curriculum Vitae (CVs). Only CVs for the specific individuals that will form the proposed evaluation team should be included;
- A sample of a baseline or evaluation report for a similar project completed within the last 24 months (this will be treated as confidential and only used for the purposes of quality assurance);
- Contact details for two references (including one from your last client/employer).
All documents must be submitted by email to our ‘sealed’ email address tenders@farmafrica.org by 9.00pm EAT Wednesday 23rd January 2019. The email subject line should clearly indicate ‘Bid for the CCIGG and EWCVC External Evaluator Consultancy’.
Scoring of the Proposals
The technical element of the proposal will be scored out of 100% and will be scored as follows.
Weighting Criteria
35% Understanding of the TOR, including project scope and expected scope of the advertised pieces of work
5% Understanding of the project
10% Understanding of the scope of the research
10% Quality of the EWCVC baseline research questions
10% Quality of the evaluation framework
35% Technical Proposal CCIGG Baseline
25% Farmer Survey methodology and sampling approach
10% Comprehensive workplan and outline of consultant responsibilities
20% Qualifications of the consultants involved
10% Quality of sample report submitted
Only proposals where the technical elements scores of 70% or more will proceed to the financial evaluation stage.
The financial element of the proposal will be scored out of 100%. We ask you to please quote in today’s prices. Inflation can be accounted for in subsequent purchase orders. The financial proposals will be scored as follows:
Weighting Criteria
50% CCIGG Baseline Financial Proposal
7.5% Does the budget match the technical proposal?
7.5% Are the number of units (e.g. days allocated to planning, delivering training and reporting) budgeted sensibly in relation to the services required/offered?
7.5% Are the staff time unit costs sensible?
7.5% Are the transport and per diem unit costs sensible?
20% Total Costs – Financial Proposals will be assessed for their financial competitiveness, with lower priced bids scoring more favourably. Our indicative budget for the baseline study is 40,000,000 UGX.
50% Final Evaluation and Biannual Surveys Financial Proposal
7.5% Does the budget match the technical proposal?
7.5% Are the number of units (e.g. days allocated to planning, delivering training and reporting) budgeted sensibly in relation to the services required/offered?
7.5% Are the staff time unit costs sensible?
7.5% Are the transport and per diem unit costs sensible?
20% Total Costs – Financial Proposals will be assessed for their financial competitiveness, with lower priced bids scoring more favourably. Our indicative budget for all work (including the baseline study) is 175,000,000 UGX.
Following the technical and financial evaluation, scores will be combined in accordance with the following weights:
- Technical Score (75%)
- Financial Score (25%)
It is anticipated that the successful applicant will be notified on Friday 25th January 2019.
Annexes
Annex A: Technical and Financial Proposal Template, Download Here
Annex B: Farm Africa’s Style Guidelines, Download Here
Annex C: CCIGG Logframe, Download Here
Annex D: CCIGG MLP, Download Here
Annex C: EWCVC Logframe, Download Here
Deadline: 23rd January 2019 by 4:00pm
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