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TERMS OF REFERENCE: End Term KAP Survey of the project on Maternal and Child Health Kenya & Ethiopia

Mandera, Kenya: Dollo Ado, Ethiopia

Terms of Reference For the End Term KAP Survey of the project:

REalizing maternal And Child Health rights in difficult environments (REACH)

Contract Number: DCI-NSAPVD/2011/263-908

December 2015

Project duration: May 2011-December 2015

Funded by:

The European Commission

1. Background
Health Poverty Action (HPA) formerly known as Health Unlimited (HU) is a British international, development organization with a mission of supporting the poorest and most vulnerable people to achieve better health and wellbeing in their efforts. HPA believes that health is a fundamental human right, and the provision of comprehensive primary health care is essential to its realization. HPA seeks to enable the poorest and most marginalized people, excluded from access to health services and information, to realize their right to health and to improve their health and wellbeing through training aimed at building local capacity to deliver sustainable health services and information. HPA gives priority to communities affected by conflict and political instability. HPA works with communities, health service providers and policy makers on long-term programs to develop appropriate and responsive primary health care services and to influence policy and practice at all levels. Established in 1984, HPA currently operates in 12 countries worldwide, including Africa, Asia and Latin America. Many of its programs utilize community-based Primary Health Care (PHC) education & training, as well as mass-media health communication approaches, in collaboration with the local ministries of health and information, national NGOs/CBOs, and target communities themselves.

2. REalizing maternal And Child Health rights in difficult environments (REACH)
HPA through funding from European Commission implemented a cross border MCH project in Mandera Kenya and Dollo Ado, Ethiopia. The project was implemented in close partnership with 2 local NGOs: Emergency Pastoralist Assistance Group (EPAG) in Kenya and Mothers and Children Development Organization (MCMDO) in Ethiopia. The project targeted Somali Pastoralists living along the Ethiopia/Kenya Border with MCH services.

Overall Objective: Improved health Outcomes for pastoralist mothers and children in Ethiopia and Kenya towards the achievement of MCH related Millennium Development Goals (MDGs).

Specific objective: To strengthen the capacity of local partners to facilitate MCH service delivery, information and advocacy to pastoralists living along the border in Dollo Ado District in Ethiopia and Mandera West and Mandera Central Districts in Kenya.

The REACH project aimed at achieving the following five Expected Results:

ER 1. Local NSA partners are empowered to mobilize and advocate for improved MCH services and information for pastoralists in the target population.
ER 2. Improved access and utilization of maternal health services in the target population
ER 3. Improved basic services to address priority child health problems at community level
ER 4. Contribute to MCH policy and practice in Ethiopia and Kenya to reflect the specific needs and demand of pastoralists.
ER 5. Enhanced Community action to address important determinants of MCH

With the aim of achieving the above objectives and expected results the project - Build the MCH technical knowledge of partners to become well-informed advocates; Supported partners to develop and implement advocacy plans; Produced and distributed IEC materials; Trained health workers at hospital, health centre, and health post levels on safe motherhood; Provided essential obstetric care training for nurse-midwives doctors; Trained and provided mobile phones, airtime, and ANC kits to TBAs; Trained and supported Community Based Reproductive Health Agent volunteers; Refurbished and provided supplies and equipment to hospital and health centers’; Set up mobile clinics; Trained health workers on child health protocols; Provided a basic child health drug kit to health facilities; Provided logistical support for monthly ‘Immunization Plus’ outreach; Undertook action research; Conducted a review and mapping of existing policies and practices on MCH; Developed media stories on pastoralist MCH for local and national media; Trained and supported Community Conversation Facilitators to conduct community discussions that led to consensus on sensitive issues like FGC and family planning.

3. Project Target Groups / Beneficiaries
The project targeted pastoralist women of reproductive age group and children less than five years in Mandera County of Kenya and Dollo Ado district of Ethiopia. The Direct beneficiaries of the project were envisaged to be 80,000 women of reproductive age, 67,000 children under five years, 10 staff from the 2 partner organization, 20 staff from 4 associates, 10 pastoralists women community health insurance groups, 105 health workers from both Kenya and Ethiopia, 60 TBAs, 60 Community Based Reproductive Health Agents (CBRHAs), 60 Community Conversation Facilitators (CCF) and the Project Steering Committee (PSC) members. The indirect beneficiaries were estimated to be pastoralists’ living along the border in Dollo Ado District Ethiopia and Mandera West and Mandera Central Districts in Kenya.

4. Purpose of the end-term KAP survey
The purpose of the end-term KAP survey is to assess progress against the baseline KAP data and against the logframe indicators to assess whether the project has met the Expected Results set out.

5. End-term KAP survey Methodology
The KAP survey and methods will be designed in line with the baseline survey. The data collected is expected to be analysed, disaggregated by age and sex as well as by health facility catchment area, using appropriate methodology. Analysis and interpretation of the results is expected to feed into the final evaluation.

6. Specific tasks to be completed by the consultant
The consultant(s) will be expected to undertake tasks including the following:
o Develop a survey protocol/technical proposal that clearly defines the methodologies for sampling, data collection, entry, cleaning, compilation, analysis and report writing. (HPA will approve proposed methodologies, procedures and instruments).
o Develop appropriate survey instruments that include questionnaires, FGD checklists, health facility assessment, in depth interview questionnaires, qualitative data collection and compilation formats. Prior to implementation of the survey, HPA will review and approve the tools and methodologies. The tools will be field tested before the actual survey and inputs of the field test incorporated.
o Train, supervise and manage data collectors. Experienced data collectors who have been engaged in other similar surveys will be involved following brief refresher training. Officials from the county government will participate in the survey as supervisors on field data collection.
o Organise and implement the survey.
o Compile and collate the data collected, both qualitative and quantitative.
o Make a comparative analysis of the findings (status of relevant indicators) with regional and national estimates.
o Develop 3 draft survey reports (REACH Kenya project, REACH Ethiopia Project and a combined report for both countries) and submit to HPA for feedback.
o Produce 3 final reports (REACH Kenya project, REACH Ethiopia Project and a combined report for both countries), incorporating feedbacks.
o In addition the consultant(s) is expected to provide a verbal/written weekly progress report and a fortnightly written progress report to HPA.

7. Report
Three separate final reports, one for the REACH Kenya project, REACH Ethiopia Project and a combined report for both countries will be developed and submitted by the consultant. The 3 final reports should be written in English. The report should follow the following format:
• Title page
• Acronym list
• Executive Summary
• Introduction/context
• Objectives
• Methods
• Constraints
• Findings
• Conclusions
• Recommendations
• Annexes (may include data collection tools, list of people consulted and photos)

The report may include quotes, photos, graphs, case studies etc. The report will be sent to the Programme Manager-REACH, country Director Ethiopia and the Regional Monitoring and Evaluation Officer 2 weeks after the completion of the review exercise. They will provide the feedback into the report which the consultant(s) will be expected to respond to.

Any final feedback at this stage only needs to be provided by HPA, EPAG and MCMDO. A final report will then be returned to the above staff within 1 week of receiving this feedback.


8. Profile of the Review Team.
Ideally, the End term evaluation KAP survey team will consist of 2 consultants, preferably with excellent knowledge of hard to reach areas/marginalized areas. The consultants will be expected to work with the project team.
The consultant will be responsible for:
- Pre-evaluation /pre-review preparations and coordination of the work
- Coaching any accompanying HPA staff or stakeholder representatives on evaluation methodologies
- Facilitating an in-country debrief
- Writing the draft and final reports

The evaluators have the following, qualification, skills, and experience:
- A degree in public health or development studies
- 5 years’ experience of program and project planning, monitoring and evaluation.
- High level experience of project Implementation M&E in fragile states and difficult environment.
- Some experience/ knowledge of health challenges in a conflict setting.
- Knowledge of the basics of primary health care concept;
- Extensive experience and skills of facilitating participatory and qualitative/quantitative project evaluation.
- Evaluation report packaging consistent with donor and HPA standards
- Previous experience in similar work in Mandera, Kenya or Dollo Ado, Ethiopia would be an advantageous

9. Timing
The evaluation is planned to take place in January 2016. The preparation, fieldwork and draft report writing will take maximum 20 days in the project countries.

10. Logistics
HPA will not provide office space, computer, copying and printing services, telephone service or facilities for workshops. It is hence advisable to include all these costs with prices in the financial proposal. However HPA will provide transport to and within Mandera, Kenya and Dollo Ado, Ethiopia.

11. Background Reading
• Project proposal
• Year 1,2,3 & 4 annual reports
• Baseline survey (KAP), MTR reports.

12. Preparation of the proposal
12.1 Technical proposal

While preparing the Proposal, applying consultants must give attention to the following:
• The proposed study team members must, at minimum, have qualifications and experience indicated above (section 8).
• The technical proposal shall provide a description of the consultant/firm including an outline of the consultant’s/firm’s recent experience on similar undertakings.
• Provide the profile of each of the study team members including an outline of the members’ recent experience & duration of involvement on assignments of work of similar nature. The names and addresses of two references, including examples of two pieces of past evaluations must be provided.
• A summary composition of the study team and the task to be assigned to each member with the duration.

12.2 Financial proposal
• The financial proposal should list itemized details of costs associated with the study.
• Should express all proposed costs in American Dollar (USD).
• The Financial proposal should be submitted together with the technical proposal

13 Deliverables
1. A Detailed End Term Evaluation KAP Survey Protocol, inception report and tools.
2. 3 separate End Term Evaluation KAP Survey reports: one for the REACH Kenya project, REACH Ethiopia Project and a combined report for both countries (electronic and hard copies for each report).
3. All Primary data records and database used for analysis of the data collected

14. Terms of Payment
The consultant fees’ shall be made in three phases according to the following schedule:
1. The first payment of 40% advance of the total agreed contractual amount will be made immediately after the signing of the contract agreement.
2. The second payment of 30% of the total contractual amount shall be effected to the consultant upon the submission of the first draft reports.
3. The third payment of 30% of the total contractual amount shall be made to the consultant upon approval and acceptance of the final survey reports

Late submission of the final report and survey documents will attract penalties

15. Bid application
Interested parties should submit:
• Letter of expression of interest and demonstration of capability;
• A curriculum vitae of the consultant/s or firm portfolio;
• Evidence of past experience in undertaking similar assignments;
• A copy of at least two previous evaluation reports;
• A technical proposal outlining proposed methodology and field and non field work plan/Schedule;
• A financial quotation;
• Confirmation of nationality of firm or individual;
• Contact information for two independent referees
• Canvassing by any bidder will lead to automatic disqualification.

15.1 This RFT does not commit Health Poverty Action to award a contract or to pay any costs incurred in the preparation or submission of proposals, or costs incurred in making necessary studies for the preparation thereof, or to procure or contract for services or supplies. Health Poverty Action reserves the right to reject any or all proposals received in response to this RFT and to negotiate with any of the proposers or other firms in any manner deemed to be in the best interest of Health Poverty Action. It also reserves the right to negotiate and award separate or multiple contracts for the elements covered by this RFT in any combination it may deem appropriate, in its sole discretion; modify or exclude any consideration, information or requirement contained in this RFT, and to add new considerations, information or requirements at any stage of the procurement process, including during negotiations with proposers.
15.2 Proposers must provide all requisite information and clearly and concisely respond to all points set out in this ToR. Any proposal which does not fully and comprehensively address this ToR will be rejected. However, unnecessarily elaborate brochures and other presentations beyond that sufficient to present a complete and effective proposal are not encouraged.
15.3 The normal terms of payment of Health Poverty Action are as stated above in section 14. Proposers must therefore clearly specify in their Proposal the payment terms being offered if different from these.
15.4 Proposals will be reviewed and evaluated by Health Poverty Action in accordance with the provisions of the Health Poverty Action Procurement Manual as well as the considerations, information and requirements contained in this RFT. The evaluation procedure will consist of a formal, substantive and financial assessment of the proposals received. Price is an important factor; however, it is not the only consideration in evaluating responses to an RFT.
15.5 Your proposal shall remain valid and open for acceptance for a period of at least sixty (60) days from the closing date indicated above for receipt of proposals. Please indicate in your proposal that it will remain valid for this period.
15.6 Following submission of the proposals and final evaluation, Health Poverty Action will have the right to retain unsuccessful proposals. It is the proposers’ responsibility to identify any information of a confidential or proprietary nature contained in its proposal, so that it may be handled accordingly.
These documents should be sent by email to consultancies@healthunlimited.or.ke: quoting the Reference Number: REACH/KAP/12/15 by 1700 hours East Africa time on or before 13th December 2015. Any proposals received after the stated time and date will be rejected.

Health Poverty Action is currently advertising consultancies in Ethiopia, Kenya and Somaliland all planned within the same timeframe. Consultants or teams with adequate capacity may apply to more than one of these consultancies and perform them concurrently or one after the other within the timeframe. However this is not mandatory and bids for just one TOR are also welcomed. If you DO wish to bid for more than one TOR, please do so with separate bids in separate emails.
Any queries should be sent to: consultancies@healthunlimited.or.ke

Organisation Health Poverty Action