TERMS OF REFERENCE FOR THE END OF STRATEGY EVALUATION & DEVELOPMENT OF STRATEGIC PLAN FOR PARKLANDS BAPTIST CHURCH

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1 TERMS OF REFERENCE FOR THE END OF STRATEGY EVALUATION & DEVELOPMENT OF STRATEGIC PLAN FOR PARKLANDS BAPTIST CHURCH 1. BACKGROUND Parklands Baptist Church (PBC) was started in 1967 around the current Globe Cinema. In 1968 the Church moved to Ojijo Road in its own property that was acquired in the same year. From a congregation of about 150, the church grew exponentially to a level where extensions to accommodate more people could no longer be made. In 1983 the church deacons identified the current Westlands property and knelt on it at midnight and beseeched the Lord to give it to the church to accommodate the increased growth. After 8 years the Title deed was finally given in Three years later construction began in earnest, with the foundation stone being laid in Five years later the church moved into the new sanctuary. The membership has since grown with a Church attendance of approximately 7,000 people every Sunday. The exponential numerical growth brought with it both opportunities and challenges. Several gaps emerged, chief of which was the need for developing more leaders, developing new approaches to addressing ministry needs of the membership and the community and developing a coherent strategic plan for guiding church efforts rather than reacting to needs in a diffused manner. The general purpose and mandate of Parklands Baptist Church is to continue the ministry that Christ began on earth of preaching the gospel, teaching and healing. Our vision is to proclaim the gospel to every person, raising godly leaders with the purpose of influencing our communities and the world positively through the application of Kingdom principles as a way of life. Our mission is to make disciples of all nations; to baptize them to membership in the name of the Father, the Son and the Holy Spirit; to raise them to maturity through discipleship and teaching according to the Great Commission of Christ and prepare them for effective ministry to others. PBC seeks to fulfil its motto of: Arise and shine for your light has come and glory of the Lord is risen upon you as per Isaiah 60:1. Our slogan as a church is God is good all the time and all the 1

2 time God is good and that is his nature. This is the proclamation we make in our service for our God and the hope we have as we faithfully take up our crosses and follow him each day. To achieve its mission, PBC has developed Strategic Plans covering set periods from 2006 to 2010 and the current one from which was reviewed in 2013 and rebranded as the Refocused strategic Plan in line with the alignments done to the strategic objectives and KRAs. These have provided strategic directions over the years during which the Church has undergone major transformation and evolution processes in terms of growth, spiritual maturity, needs and policy influence. PBC now plans to conduct an end-term evaluation of the strategic plan to ascertain the achievements, progress and results that have been made over the five year strategic period. The evaluation will seek to provide PBC staff, Leadership, Members and other stakeholders with information on the progress made in the process of implementation of the current strategic plan. The results will then feed into the formulation of the next strategic plan PURPOSE OF THE EVALUATION & STRATEGIC PLANNING PROCESS Main Objective The main objective of the assignment is to carry out an end term evaluation of PBC s work to assess the performance of the refocused strategic plan and extent to which it has achieved its desired results (including, who, what, when, where, and how activities were accomplished) and generate information and learning to inform the formulation of the strategic plan. Specific objective 1. To measure the church s performance against the strategic plan during the period under review provide an analysis of the outcomes and results achieved by the church and come up with a gap analysis. 2. To assess the strengths and weaknesses of the church structures, processes and systems that could have affected (or contributed to) the achievements of the SP objectives, identify reasons for the deviation (if any) from our approaches & strategies and use these in the formulation of the forward strategy. 3. Draw key lessons learnt, best practices and PBC s high impact success story or stories of change for replication and scaling up in the new strategy. 4. Assess the extent to which the church has demonstrated transparency and accountability in the implementation of the strategic plan and recommend areas of improvement to inform the new strategy. 2

3 5. To assess emerging trends, issues and opportunities that are relevant in the development of the new strategic plan. 6. To assess the spiritual impact of the Ministry of Jesus Christ to the congregation of Parklands Baptist Church 3. SCOPE OF WORK The evaluation will focus on the Strategic Plan ( ) and the Refocused Strategic Plan ( ) and the initiatives, and engagements that have been undertaken by PBC at its Westlands Campus, East gate Campus, mission stations, online congregation, diaspora and other partnerships and will draw on input from the congregation into the evaluation and the strategic planning processes. In addition, the consultant(s) will be required to examine the various church policies, processes, guidelines, procedures & structures and make recommendations for the forward plan. The evaluation will assess the performance of PBC in implementation of the strategic plan in the following dimensions:-. Impact: extent to which PBC s work made positive changes on the members, branches, church plants and the people we work with; extent to which these have been translated to policy & practice change in addressing our mission; ; Effectiveness: Extent to which the KRAs, objectives and targets of the strategic plan have been met within agreed timelines and budget. Efficiency: Extent to which the resources (including financial, human capital, assets) have been utilized to achieve optimal results. Relevance and coherence: Extent to which the strategy is adopted and/or responds to the needs and contexts of the members and stakeholders; extent to which programmes/projects are consistent with PBCs strategic framework. Are the current thematic choices and strategic objectives (across the six KRAs) still relevant in addressing the needs of the target groups while also contributing to the Church s sustainability? Was there complementarity/synergy within the implementing bodies?. Sustainability: Extent to which the impact of PBC s Programmes and activities are sustainable. Which mechanisms have been put in place over the strategic period to contribute to sustainability? 3

4 The consultant shall be required to develop a transition plan (steps towards the rolling out of the strategy) and a communication plan that will guide the church in implementing the new Strategic Plan. The strategy formulation should include; A clear theory of change Implementation, transition and communication plans Resource mobilization plan Financial & Human Organisational structure required for the implementation of the new strategic plan Risk analysis framework Monitoring, Evaluation, Accountability and Learning Framework 4. METHODOLOGY The evaluation and Strategic planning assignment is expected to be conducted in a consultative and participatory way. Critical reflection and learning is integral to this process thus the Consultant will be expected to provide for engagement of the Pastors, leadership, members, staff and stakeholders. The following reports and documents (together with any others deemed necessary) will be made available for literature review for purposes of the assignment;- A. PBC s Strategic Plan ( ) B. PBC s Refocused Strategic Plan ( ) C. Available Monitoring reports (Quarterly and Annual) D. Available annual work plans E. Mid-term evaluation report F. Finance reports G. Relevant Policies H. Reports of meetings on implementations eg workshops, planning conferences, leaders barazas etc I. Material available in our website J. OCA done last year. K. Relevant minutes if need be Within this assignment through technical facilitative support, the consultant will use the evaluation findings to make proposals for consideration in the development of the new strategic plan for PBC for the period and facilitate the same. 4

5 To be able to deliver the above, the consultant shall apply qualitative and quantitative methods within a participatory framework. The consultant s proposal is expected to give a detailed methodology how data quality will be guaranteed. 5. KEY DELIVERABLES The consultant shall provide the following deliverables:- 1. Inception report and Evaluation tools 2. A Draft end-term evaluation report 3. Final End-term Evaluation report NB: A report format & required content will be agreed upon with the consultant prior to commencing the assignment. 4. A theory of change that clearly articulates the Vision for the strategy (with guidance from the Pastors) 5. Draft strategic plan 6. Final Strategic plan 7. Abridged/summarised strategic plan N/B: The strategic plan should have the following annexes; a. Resource mobilization plan Financial & Human b. Monitoring, Evaluation, Accountability and Learning Framework c. A list of people interviewed and interview schedule or questionnaire d. Raw data 6. REQUIREMENTS FOR THE CONSULTANT The ideal consultant(s) shall have 2 skill sets, (i) Evaluation and (ii) strategic planning with at least 10 years of experience. Additional requirements include the following: a. Preferably a Masters Degree in a relevant field of study. b. Solid experience in project cycle management c. Experienced in evaluation and formulation of strategic plans of faith based institutions. d. Demonstrated experience in results based management and formulation of theories of change e. Familiarity with the Baptist polity will be an added advantage f. Excellent written and spoken English. g. Excellent reporting and communication skills. 5

6 h. Ability to deal with people of diverse age groups, social - economic diversity and personal opinions. i. Should profess the faith in Jesus Christ, demonstrate and understand the great commission of the Church. j. Preferably, a member of Parklands Baptist Church 7. TIME LINE The assignment shall be undertaken from 1 st July to 30 th of September, APPLICATION PROCESS Interested firms/consultants should submit technical and financial proposal including; Interpretation of Terms of Reference Proposed Methodology to undertake the assignment Detailed work plan for the assignment CV of consultant (s) 2 References for Evaluation and 2 references for Strategic planning & Samples of similar assignments conducted within the last three years. Applications should be addressed to: The Head of Operations Parklands Baptist Church P. O. Box Nairobi Send by post Or Drop at the PBC Church Office Or to: strategicreview@parklandsbaptist.org To reach Parklands Baptist Church on or before Sunday, 28 th June,