TERMS OF REFERENCE FOR RESPAC Evaluation of CDCRM Training Packages in Samoa A. Project Title:

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1 TERMS OF REFERENCE FOR RESPAC Evaluation of CDCRM Training Packages in Samoa A. Project Title: RESPAC B. Project Description or Context and Background: It is well known that small island developing states in the South Pacific have become more vulnerable to extreme weather events further exacerbated in their intensity by the effects of climate change. Immediate effects are of course loss of life and damage to property with the ongoing effects of natural disasters being reduced productivity through loss of livelihood among many others. Improved meteorological data and early warning systems can have a great effect on reducing the severity of impact when a natural disaster strikes by giving increased time for pre-disaster actions. And with the improvement early warnings must come an effective framework for pre-disaster planning and post disaster recovery to minimise loss and shorten recovery time. The Disaster Resilience for Pacific SIDS -RESPAC project funded by the Russian Federation. This project was brought about following a visit from the Russian foreign secretary during the SIDS Conference held here in Apia in Three years on this proposal has come to fruition and has become a regional project based in the UNDP Pacific Office in Fiji, which will benefit 15 small island states. The Three Year project now has 3 Components: Component 1: Strengthen early warning and climate monitoring capacity in selected PICs Component 2: preparedness and planning mechanisms and tools to manage disaster Component 3: Increased use of financial instruments to manage and share disaster related risk and fund post disaster recovery efforts For Component the Samoa MCO will be focusing on three Disaster Management training components aimed at education, awareness and pre/post disaster response planning 1. CDCRM Toolkit 2. Teachers Toolkit 3. Response Agencies Toolkit 1

2 The main purpose of this assignment is to: 1. Evaluate existing CDCRM training package in Samoa The CDCRM toolkit was developed for the Disaster Management Office MNRE and Response Agencies to be delivered out in the villages (communities). It was developed with the goal that it is delivered to all 328 villages in Samoa. The assignment will involve the evaluation of how well the toolkit is being delivered in the communities; is it effective (timely) and efficient (all modules duly and completely delivered). The CDCRM Toolkit comprises 4 training modules: A. Situation Analysis B. Mitigation Planning C. DM Structure and Response Planning D. Village Response Teams Training E. Test the Plan The Module Background provides a thorough outline of the structure and purpose of the entire toolkit giving a detailed insight into various aspects of disaster effects and post and pre-disaster issues. Detailed Facilitators Notes are included to assist in the correct administering of the modules and the collection of the appropriate data At the conclusion of the training modules the village is expected to have completed and verified their Village Disaster and Climate Risk Management Plan (VDCMP). In addition, the activity will also look at the quality of the VDCMP of all the villages that were previously covered by the CDCRM and evaluate whether those are aligned to the structures stipulated in the toolkit. is a series of workshops and modules delivered by the various stakeholders i.e. DMO, Ministry of Health, police, Fire, Red Cross (and SPREP under their FINPAC program) who specialise in particular areas of response and recovery; with an aim to develop a map of vulnerabilities and hazards within the village and a disaster management plan based on this. 2. Evaluate the Baseline Survey structure and methodology As part of Module A (Situational Analysis) a baseline household survey is conducted to ascertain the composition and specific vulnerabilities of each village. It is essential to conduct the survey first and foremost to provide statistical data on the situation of the village. There is an existing Survey methodology and resources that have been previously used in recent program deliveries, however due to the critical need to mainstream DRM activities that have been incorporated previously from various sector programs and activities such as agriculture, water and sanitation, the baseline survey structure and methodology should be revised and updated as part of the activity. Since the programme s inception in 2013, a total of 57 out of Samoa s 328 villages have received both the CDCRM and baseline survey. This evaluation is expected to provide insight into how the programme can be rolled out more rapidly whilst maintaining reasonable comprehensiveness and depth of 2

3 understanding. Thus, the following matrix indicates the villages that have received both the CDCRM Training and the Baseline Survey as of October of 328 Villages that have received CRDRM training since 2014 Type Survey CDCRM 1 Faleula T X X 4 Lotosoa T X X 8 Utualii T X X 10 Aleisa Sasae T X X 11 Aleisa Sisifo T X X 13 Nuu T X X 17 Leauvaa T X X 56 Matafaa T X X 57 Faleseela T X X 122 Taelefaga T X X 140 Leusoalii T X X 142 Laulii T X X 143 Letogo T X X 144 Vailele T X X 145 Vailele-uta T X X 148 Moataa T X X 151 Magiagi T X X 155 Vaiala-tai T X X 156 Vaiala-uta T X X 171 Tanugamanono T X X 220 Falelauniu NT X X 222 Tapatapao NT X X 242 Sapapalii T X X 248 Fogapoa T X X 256 Malae T X X 257 Salimu T X X 274 Manase T X X 279 Lefagaoalii T X X 286 Aopo T X X 287 Utuloa (Asau) T X X 288 Matavai (Asau) T X X 289 Auala T X X 290 Vaisala T X X 293 Papa-uta T X X 294 Falealupo T X X 295 Vaotupua T X X 296 Avata T X X 3

4 297 Tufutafoe T X X 298 Neiafu-tai T X X 299 Neiafu-uta T X X 300 Falelima T X X 312 Salailua T X X 314 Taga T X X 316 Gautavai T X X 321 Tafua T X X 322 Satufia T X X 326 Vailoa T X X 327 Falesiu X X 328 Fasitoo-uta X X 329 Vailuu-tai X X 330 Faleatiu X X 331 Satapuala X X 332 Samea X X 333 Fuailoloo X X 334 Lalovi X X 335 Satuimalufilufi X X 336 Apolima-uta X X C. Expected Outcomes and Deliverables: Inception phase planning note including a reference to the desk-based review of background documents, the suggested evaluation methodology and the main conclusions from briefings & discussions by telephone with relevant key stakeholders. The consultant is expected to choose a sample of up to five villages from the list of 47 villages above of varying locations and compositions for fieldwork. In consultation with the DMO there will be one drill conducted by one of the villages who have received both the CDCRM training and the household baseline survey The inception report is expected to include a framework to answer the following queries for the CDCRM and Baseline Survey: Evaluation Questions Indicators Sources Methodology 1. Is the information accurate? 2. Is the information relevant and current? 4

5 3. Is the training material sufficiently tailored to the audience? 4. Have the trainers understood the material? 5. Have the trainers faced any issues in delivering the materials? 6. Has the audience understood the material? 7. Has the audience faced any issues in receiving the material? 8. How is the plan being utilised on a day to day basis? 9. Is it being used for planning in the village? 10. Has the training changed audience s perception of DRR/DRM? 11. How could the delivery of the material be improved? 12. How could the training program be implemented more quickly? 13. How can the data collection methodology be improved? 14. What other data can be added to the survey? 15. How has data from the baseline survey contributed to the development of the village plan? 16. How can the future sustainability of the training be achieved? Debriefing note on the field the mission to Samoa, including relevant information about interviews and observations, and main feedback from the initial findings presentation given to the UNDP Resident Representative. Preliminary Terminal Evaluation report drafted, submitted for review and feedback and validated by UNDP MCO. Outline a framework for improving the CDCRM training package which will be used as a Terms of Reference for future work. Final Evaluation Report received, incorporating all feedback and validated by UNDP MCO 5

6 D. Institutional Arrangement: Resources Provided The consultant will be provided administrative support from the MCO in terms of a confirmed schedule of meetings and other reasonable logistical support when/where required. All necessary project related documents including Project Board meeting reports; key output documents and reports; financial reports; MOUs and agreements; quarterly and annual progress reports; etc. Management and Coordination Arrangements The consultant will have the overall responsibility for the design and implementation of the evaluation, writing of the report and timely submission of the deliverables, including the inception report, preliminary drafts and the final version; The consultant will refer to the UNDP Samoa MCO DRR/DRM Programme Manager who shall exercise technical oversight throughout the duration of the consultancy engagement, and to the Assistant Resident Representative Governance and Poverty Reduction Unit in the UNDP Samoa MCO; Copies of all work will be delivered to the UNDP Samoa MCO in electronic format. Reports produced and recommendations are the property of UNDP and cannot be reproduced without permission of same. E. Duration of the Work: The assignment will be spread over 20 working days from 20 th November 1 st December F. Duty Station: The consultant will be home-based with at least 1 mission to Samoa G. Competencies: Corporate Competencies: Demonstrates commitment to the Government of Samoa mission, vision and values as highlighted in its national development plan, the Strategy for the Development to Samoa, Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies: Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness 6

7 Ability to perform a variety of specialized tasks related to administrative supports, including project data management support, reporting, and logistics for project implementation. Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems Ability to provide input into delivery and format of educational materials, extensive knowledge of media and internet based communication formats Leadership and Self-Management Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humoured even under pressure Demonstrates openness to change and ability to manage complexities Good inter-personal and teamwork skills, networking aptitude, ability to work in multicultural environment Qualifications of the Successful Contractor: Evaluation criteria: 70% Technical, 30% financial combined weight: Technical Evaluation Criteria (based on the information provided in the CV and the relevant documents must be submitted as evidence to support possession of below required criteria: Postgraduate qualification in, development studies, engineering, environmental science, disaster risk management, or related field; 20% At least 10 years of relevant experience in disaster risk reduction disaster risk management training and community engagement development projects desirable; 25% Proven experience in undertaking evaluation projects; 20% Global experience in developing disaster risk reduction programmes at government and community level ; 20% Excellent interpersonal and cross-cultural communication skills; and ability to meet tight deadlines; 10% Excellent English written and communication skills (Samoan an advantage); 5% Scope of Bid Price & Schedule of Payments: Deliverable/OUTPUT Weighting % and Expected Due Dates of Deliverables Due Dates Quote for 30 days only with date range below AMOUNT IN USD TO BE PAID AFTER CERTIFICATION BY UNDP OF SATISFACTORY PERFORMANCE OF DELIVERABLES 7

8 OUTPUT 1: Upon approval and certification by UNDP of the Inception Report: Planning note including a reference to the deskbased review of background documents, the suggested evaluation methodology and the main conclusions from briefings & discussions by telephone with relevant key stakeholders 20% xxxx OUTPUT 2: Upon approval and certification by UNDP of the Report: Debriefing note of the mission to Samoa, including relevant information about interviews and observations, and main feedback from the initial findings presentation given to the UNDP MCO. 10% xxxx OUTPUT 3: Upon approval and certification by UNDP of the Report: Preliminary draft of evaluation report drafted, submitted for review and feedback, and validated by UNDP MCO. 50% xxxx OUTPUT 4: Upon approval and certification by UNDP of the Report: Final Evaluation Report addressing received feedback and validated by UNDP MCO 20% xxxx TOTAL 100% USD 8

9 Recommended Presentation of Proposal: Given below is the recommended format for submitting your proposal. The following headings with the required details are important. Please use the template available (Letter of Offer to complete financial proposal) CVs with a proposed methodology addressing the elements mentioned under deliverables must be submitted by 9 th November 2017 electronically via procurement.ws@undp.org. Incomplete applications will not be considered and only candidates for whom there is further interest will be contacted. Proposals must include: P11 Template attached - addressing the evaluation criteria and why you consider yourself the most suitable for this assignment. The selected candidate must submit a signed P11 prior to contract award 3 professional references most recent A brief methodology on how you will approach and conduct the work, Financial Proposal specifying the daily rate and other expenses, if any Letter of interest and availability specifying the available date to start and other details Queries about the consultancy can be directed to the UNDP Procurement Unit procurement.ws@undp.org. 9