External Evaluation of the CDAC Network Disasters and Emergencies Preparedness Programme September 2017 World Vision UK intends to commission consultancy services to carry out an external evaluation of the CDAC Network Disasters and Emergencies Preparedness Programme (DEPP). Full details of the requirements and expected deliverables are set out in Appendix 1 Terms of Reference. The contract duration will depend on whether this work is done by one consultant or by several working together. The final deadline for the delivery of the work is the Friday 22 nd December 2017. 1. Instructions for Bidding Bidders are requested to respond to sections 3-7 then return this document with the relevant sections completed via email (no hard copies required) to chris.ford@worldvision.org.uk Deadline for submission: Midnight, Sunday 15 th October 2017 Response period: 2 weeks This Request for Proposal does not constitute an offer and World Vision UK does not bind itself to accept any proposal. World Vision UK reserves the right to accept a proposal in part, rather than in full. Tendering Timelines Activity Deadline for submissions Award of contract Contract start date Date As above Two weeks after deadline As soon as possible following contract award 2. Bidder s Response Service Delivery The proposal should include the following sections: Suggested amendments to scope of study and deliverables, if any, with justification Suggested amendments to structure of final report, if any, with justification Consultant profile and capacities Statement of experience Samples of similar evaluation/research reports (literature reviews and other) Work-plan of anticipated activities and delivery timeframes Detailed financial offer
3.1 Suggested amendments to scope of review and final report structure Bidders should describe and justify amendments they would suggest to the scope of the review and the final report, as outlined in the Terms of Reference. If no amendments are suggested, then this should be explicitly mentioned and the Terms of Reference will be considered agreed upon. 3.2 Team composition, profile and capacities Bidders should provide a detailed CV of each individual responsible for carrying out the work. CVs should include staff members' educational background, degrees and diplomas, professional experience, research work, publications and linguistic skills. 3.3 Statement of experience Bidders should provide a detailed description of their relevant experience in the line of work, including similar or relevant projects undertaken in the past and their geographical coverage. Please annex up to three samples of similar work. Please provide contact details of 3 key references. 3.4 Work-plan and delivery timeframes Bidders should provide a detailed schedule of all activities, tasks, deliverables, and progress reports required for this project. This must be in line with the list of activities, deliverables and timescale set out in the Terms of Reference. 3.5 Insurance & Training Bidders should set out what insurances and levels of cover they hold. If international travel is necessary compliance with World Vision UK s travel policy is a requirement. This may include completing an online security training course and the completion of Hostile Environment Security Training (HEAT). Bidders should indicate whether or not they have completed HEAT. 3.6 Child Safeguarding Bidders will need to comply with World Vision UK s Child Protection Policy and requirements as related to international travel. Bidders will also be required to undergo a DBS check prior to any overseas travel, if applicable. 3.7 Supplier Vetting All overseas suppliers of goods, services or facilities to World Vision UK must be subject to a check against published lists of individuals and organisations that have been identified by a government as being terrorists or having links to terrorists. Bidders should accept that if they are shortlisted they will be required provide the necessary information to enable this check to be carried out.
3. Bidder s Response Cost Proposal All bids must contain a financial proposal to be submitted according to the form below. Prices are to be quoted in GBP. For bidders based in countries where GBP is not the main currency, the evolution of the exchange rate will not be a reason to modify the price of the initial tender. Bidders choose the exchange rate and assume all risks or opportunities relating to the rate fluctuation. The price per work stage must include all consultancy costs and expenses (including travel and subsistence expenses). The prices and rates quoted shall be the fully inclusive value of the Services, excluding VAT, including all costs and expenses which may be required to provide the complete Services together with all general risks, liabilities and obligations, set out or implied, necessary to comply with the Conditions of Contract, the Terms of Reference and all other documents forming part of the Contract. 4.1 Please provide your proposed cost in the table below. Work stage Daily* rate Proposed number of hours/days Total cost GBP TOTAL (GBP) * minimum of 7.5 hours per day Please confirm whether you are registered to charge VAT or other business taxes. 4.2 Other costs: If there are any further costs or expenses that you propose charging please detail these below together with an explanation. World Vision UK will not be liable for any additional costs that are not set out in the Bidder s proposal. Cost description Value Reason TOTAL (GBP)
4.3 Doing more for less: World Vision UK is committed to reducing its operating costs so that the maximum resources can be spent on programmes which directly benefit our target constituencies. Should you be willing to provide any element of the products or services on a pro bono basis, offer a cost reduction, service enhancement or any other charitable support to the organisation, please set that out your proposal.
4. Response document Form of Tender I/We, having carefully examined and considered without limitation all documentation comprising this Request for Proposal, offer to provide the services required to meet the Terms of Reference and other issued documents including the terms and conditions for the price specified in the attached pricing section. I/We further confirm that I/We are able to provide the system and services as required by the Specification. I/We confirm that, if our Proposal is accepted, we will upon demand: Produce written evidence that the relevant insurances and any compliance certificates with relevant legislation and policy are held and are in force and will remain in force for the duration of the intended Contract; and Execute and deliver the necessary contract documents to World Vision UK. I/We agree that World Vision UK s acceptance of our Proposal and our acknowledgement shall constitute a binding contract between us and World Vision UK. We further acknowledge World Vision UK require us to enter into an agreement in a form prepared by World Vision UK. We understand that World Vision UK is not bound to accept any Proposal that it receives. Signed for the Bidder: Name:... Title:... Organisation:... Date:...
5. Response document Non-collusive Tendering certificate Bidders are required to certify their Proposal in the following terms: I/We certify that this is a bona fide Proposal, intended to be competitive and that I/we have not (either personally or by anyone acting on our behalf): Fixed the amount of the Proposal (or the rate or prices quoted) by agreement with any other person, company or Organisation/Individual. Communicated to anyone, other than World Vision UK, the amount or approximate amount or terms of our Proposal (other than in confidence in order to obtain quotations, professional advice or insurance necessary for the preparation of the Proposal). Entered into any agreement or arrangement with any other person, company or Organisation/Individual that they shall refrain from tendering or as to the amount of or terms of any Proposal to be submitted by them. Canvassed or solicited any employee, trustee or agent of World Vision UK in connection with the award of this or any other contract with or Proposal to World Vision UK. Offered, given or agreed to give any inducement or reward in respect of this or any other contract with or Proposal to World Vision UK. Signed for the Bidder: Name:... Title:... Organisation:... Date:...
6. Selection All submissions must be received on or before midnight on 15 th October 2017. Submissions will be reviewed by a panel. Shortlisted applicants will be contacted for an interview, which will take place in the following fortnight. Subject to the availability of applicants for interview, the contract will be awarded no later than Friday 27 th October 2017, with the expectation that work begins as soon as possible thereafter. The deadline for final sign-off of the completed work is 22 nd December 2017. 7. Engagement and Payment Engagement will be confirmed by letter on receipt of acceptable references. Schedule of payment Please note that the content of the report will be analysed and final payment will only be made upon agreement on the final baseline survey report from World Vision UK. The following payments will be made to the selected consultant/team using an agreed mode of payment: On contract signing: 20% After acceptance of Design Report, inclusive of proposed methodology and survey tools: 20% After acceptance and approval of Final Report: 60% Please note that expenses in the proposal must be agreed in advance with World Vision UK and will only be reimbursed upon production of receipts and relevant documentation. Appendix 1 Terms of Reference
Appendix 1: Terms of Reference for a consultant(s) to undertake an External End of Project Evaluation for the CDAC Network s Disasters and Emergencies Preparedness Programme Project. 1. Overview of the CDAC Network Disasters and Emergencies Preparedness Programme It is widely acknowledged that the current humanitarian system is failing to deliver effective emergency response at the scale required. There is a growing frequency, unpredictability and complexity of emergencies, and lives are being unnecessarily lost whilst the large international relief organisations gear up into action. This issue was explored in detail in the Humanitarian Emergency Response Review (HERR) completed by Lord Ashdown in March 2011. Following the Review, the Disasters and Emergencies Preparedness Programme (DEPP) was set up jointly in 2014 by the UK Government s Department for International Development (DFID), the Start Network and the Communicating with Disaster Affected Communities (CDAC) Network, in order to build national capacity and preparedness systems in 10 countries at risk of disasters. This initiative is being delivered through a portfolio of 14 different projects, of which the CDAC Network s project is one. The CDAC Network is a growing platform of more than 30 humanitarian, media development, social innovation, technology, and telecommunication organisations, dedicated to saving lives and making aid more effective through communication, information exchange and community engagement. Under the DEPP grant the CDAC Network is working with in-country partners in Bangladesh, South Sudan and the Philippines to pilot a range of tools and approaches to inform and improve the way the humanitarian sector prepares for and responds to emergencies. World Vision UK is managing the project on the CDAC Network s behalf and in partnership with three other international agencies. Most project activities are delivered by in-country partners in the project s three target countries partly through direct implementation by the three in-country lead agencies themselves, and partly through a sub-grant portfolio of locally-implemented projects delivered by a group of local partner organisations. The CDAC project started on 1st April 2014 and programming will end by 31st March 2018. The total project grant is 3,000,000. The aim of the project The CDAC Network's DEPP project aims to improve the delivery of humanitarian assistance through improved two-way communication with disaster-affected populations. An emerging sector in humanitarian relief work, communicating with communities, or 'CwC', is about meeting the information and communication needs of communities affected by disasters both natural and manmade. It is rooted in the assumptions that affected communities are best placed to identify their own emergency needs, and that the provision of information itself is a core humanitarian deliverable alongside other more traditional relief items such as food water and shelter. Harnessing the reach and experience of the CDAC Network and its members, the project has been developing and trialling CwC initiatives, products and approaches in Bangladesh, South Sudan and the Philippines through in-country working groups alongside a portfolio of 13 local projects. The learning from these local projects, in conjunction with the global activities of the CDAC Network, will be used to inform the wider humanitarian sector of practical approaches to meeting the communications and
information needs of disaster-affected people, while the working groups are hoped to sustain well beyond the project as locally-led disaster preparedness mechanisms focused on CwC. It is intended that the evidence and experiences generated through the project will lead to a sector-wide shift in our approach to communicating with disaster-affected communities. To achieve its aims the project has three focus areas; Establishing and investing in CwC Working Groups - local networks to convene stakeholders around CwC, advocate for changes in policy and practice, pilot CwC activities, and provide evidence and approaches for incorporating CwC into humanitarian preparedness and response work. Local working groups have been rejuvenated in Bangladesh and South Sudan with secretariat support provided through the project. The project is also working with a third working group the Community of Practice for Community Engagement in the Philippines to deliver local capacity building initiatives. Building capacity in CwC among humanitarian practitioners, especially at the local level. Through the global CDAC Network Foundation Training, and local activities delivering local training programmes and developing tools, resources and approaches, the project aims to strengthen capacity for CwC among humanitarian practitioners. Generating evidence on what does and doesn t work in building humanitarian preparedness capacity for CwC, and on the importance and relevance of CwC in emergency response work, to influence institutional arrangements and policy environments. Additional elements of the CDAC DEPP Project include a) linking the in-country activities with the global work of the CDAC Network support being provided at the global level for the local initiatives while the local initiatives inform and feed into global advocacy for CwC, and b) collaborating with the wider DEPP portfolio. Full details of the project s scope may be found in the original 2014 proposal document, with further background available in the DFID DEPP Business Case; both documents will be shared with the successful consultant. 2. Purpose and Objectives of the Evaluation The purpose of the evaluation is to assess the impact of the CDAC DEPP project on improving the effective delivery of humanitarian assistance to disaster-affected communities, through predictable, coordinated and resourced two-way communication. More specifically, it will assess the degree to which the CDAC project contributed to its two expected outcomes: The humanitarian sector is better prepared to meet the information and communication needs of affected populations in Bangladesh, South Sudan and the Philippines, and The evidence from the multi-stakeholder platforms in Bangladesh, South Sudan and the Philippines, along with other supporting evidence for CwC, is used to advocate at humanitarian policy levels. The evaluation will further give an opinion on the contribution, and potential future contribution of the CDAC project to all five of the overall Start/CDAC DEPP programme result areas, namely: i. Improved knowledge and understanding of individuals by sharing best practice of humanitarian preparedness and response ii. Improved preparedness systems for early action with communities at risk of disasters
iii. Increased number of coalitions, partnerships and networks which working together, are able to address humanitarian needs in a wide range of emergency situations iv. Improved institutional arrangements and policy environments so that national systems for humanitarian response and preparedness are better supported & more suitable v. Strengthened evidence base for what works to help build humanitarian capacity at scale Below are some indicative questions that should guide the evaluation, however we expect the consultants(s) to review and agree amendments to these during the design phase. What impact has the project had on emergency preparedness capacity, policy and practice in regards to meeting the information and communication needs of affected populations in Bangladesh, South Sudan and the Philippines? To what extent has the evidence from the multi-stakeholder platforms in Bangladesh, South Sudan and the Philippines, along with other supporting evidence for CwC, been used to advocate at humanitarian policy levels and influenced these? How has the project contributed towards an understanding of what does and doesn t work when building humanitarian preparedness capacity in CwC? Was the collaborative approach the most appropriate format for strengthening humanitarian preparedness capacity in the CwC field? How has the project contributed towards the Grand Bargain Commitments in particular on the Participation Revolution? In addition to these questions, there are several other important operational issues we would like to examine: Getting results: What have we achieved against the CDAC-N DEPP project logframe objectives, against DEPP portfolio level outcomes. Programme modalities: Were these the best possible options/methodologies/approaches to deliver what we hoped to achieve, in terms of impact on participants? Value for Money: Give an analysis of the project in terms of DFID s Value for Money measures (economy, efficiency, effectiveness and equity). (NB. Further guidance on measuring Value for Money in these DEPP projects will be provided and discussed with the evaluation team.) Gender and inclusion: how successfully has the project tackled the subject of gender and inclusion of vulnerable groups? For example, were women sufficiently represented amongst the programme participants? Sustainability beyond the life of the project: To what extent are the working groups and the work of the project sustainable in the long-term? i.e. can activities be taken forwards in future by local organisations and staff? How much have the skills to deliver these
activities been transferred to local organisations and staff? An opinion and recommendations on replicability of the project should be given. Innovation: What are the notable examples of innovation in the project, if any? Unintended consequences: Were there any unintended consequences, positive or negative, of the project? 3. Expected Approach: Significant data and learning materials already exist within the project including the results of a number of interim learning reviews that were conducted as part of project activities. We therefore expect that this evaluation with begin with, and be largely informed by, a desk-based review of available project data and learning material which will feed into the evaluation methodology. In the first instance the evaluation should focus on pulling together the various outputs, learning and data already captured during the project term; it is expected that as far as possible primary data collection will be kept to a minimum, and that opportunities to conduct KIIs with key stakeholders will be identified strategically to avoid overburdening of in-country partner staff. Time permitting, we would anticipate travel to Bangladesh in mid-october to capture data from key project partners as part of a larger learning/reflections workshop (at which partners from all three countries will be represented); travel to South Sudan and the Philippines could be considered if deemed necessary. All elements of the project, and all three countries, should be covered by the evaluation. It is expected that a final evaluation report should, as far as possible, be learning- and examples-based rather than a more traditional review of achievements against targets. The document should be practical and forward looking in consideration of the project s achievements and shortcomings, and something that can be consulted by humanitarian practitioners looking to integrate CwC into their own work. The evaluation should present its findings and analysis by country, synthesising the various in-country activities and their impact, followed by a comparative analysis that feeds into some key learning points and recommendations. An analysis of the global level impact is also required. The evaluation methodology should include an analysis of both quantitative and qualitative data, and analysis should be disaggregated by gender. A summary of the expected approach is as follows (however we expect the consultants(s) to review and agree amendments to these during the design phase): Desk review of a) existing learning and data on the CDAC DEPP project regarding the functionality and effectiveness of the in-country working groups, perceived impact and effectiveness of the FFM tools, and other monitoring data captured through the project to date, and b) existing outputs of the Harvard Humanitarian Initiative external evaluation and DEPP Learning Project.
Building on the desk review, propose a methodology for filling any gaps in data through selective primary data collection. Telephone/Skype interviews with a selection of project stakeholders as necessary, and implementing staff. Participation in a project learning workshop in Bangladesh in mid-october. 1 Development of three country-focused analyses that pull together all project activities and achievements in each country, inclusive of: the impact/perceived impact of the local projects and their outputs; the project s core activities and the working groups, and; an analysis of what opportunities the working groups can leverage to serve as national level collective platforms for services and tools on communication and community engagement, in consideration of the investment made under the CDAC DEPP project. 4. Timeline and Deliverables We are planning to conduct this evaluation from early October, and it should be completed by mid- December. The evaluation report should be approximately 50 pages plus annexes, and be written in English. We envisage the phases of the project as follows (subject to agreement with the consultant(s)): 1. Briefing the project s international steering group will brief the consultant(s) 2. Inception/design phase: This will consist of a desk review of documentation and interviews with key project staff to inform the design of the evaluation, including tools. This should result in a design report that includes workplan for the evaluation, which includes agreed questions, stakeholders, methodologies and timeline. 3. Data collection and analysis phase 4. Draft report, including: Executive Summary Summary of methodology Presentation of findings on key themes and results, presented by country, followed by a comparative analysis identifying shared/contrasting themes. An analysis of the project s global level activities and their contribution towards the project outcomes. Recommendations for what approaches are effective at building preparedness capacity in CwC and considerations for future programming based on the experiences and learning of the project. Consideration of the project s achievements and contributions vis-à-vis the World Humanitarian Summit Grand Bargain Commitments, and participation revolution. Annexes of qualitative and quantitative data, disaggregated by gender, country and project. 1 Considering delays in the publishing of this ToR it is unlikely that the evaluation will be underway in time for the Bangladesh workshop.
Four pull-out summaries, one for each of the project s target countries and a fourth covering the global level aspects, condensing the broader analyses into concise and accessible booklets that can be shared widely with project participants. A key considerations for programming summary that captures the key learning from the project and can be used as a reference document/how to guide for the design and implementation of similar CwC preparedness initiatives in the future. Recommendations for any additional areas of analysis that might build on the evaluation report. As a minimum this should be presented to the evaluation steering committee, possibly with a wider validation workshop to test the findings. (NB. Many of the direct implementing staff will finish their contracts at the end of November.) 5. Submission of final evaluation report. 5. Expected Background and Experience We are looking for a consultant(s) with specific prior experience of humanitarian capacity-building programmes and the use of core competencies to determine effectiveness. Essential Degree in international development, social studies or related area At least 10 years of senior level expertise in evaluation methodologies and developing highlevel learning reports for the humanitarian or development sector Knowledge of #commisaid, communication and community engagement in the humanitarian sector Experience in providing advice on appropriate communication for development (C4D) strategies Excellent knowledge and understanding of the international humanitarian system, reform processes, and World Humanitarian Summit Grand Bargain commitments Experience in linking local action to global policy Excellent policy analysis and research skills. Excellent written and spoken English Proven ability to deliver products to deadlines and to respond accurately to feedback Team player and ability to maintain positive working relationships in diverse cultural teams Desirable:
Excellent understanding of collaborative and collective mechanisms as promoted by the CDAC Network; The Grand Bargain Commitments and Participation Revolution. Knowledge of the Disasters and Emergencies Preparedness Programme and its constituent projects.