Trócaire
is the official overseas development agency of the Catholic Church in Ireland,
established in 1973 and currently has presence in more than 17 countries in
Latin America, Africa and Asia including Rwanda. Trócaire has been operating in
Rwanda since 1994 and its office is located in BHC Building, 260 Bvd de
l’Umuganda, Kacyiru.
is the official overseas development agency of the Catholic Church in Ireland,
established in 1973 and currently has presence in more than 17 countries in
Latin America, Africa and Asia including Rwanda. Trócaire has been operating in
Rwanda since 1994 and its office is located in BHC Building, 260 Bvd de
l’Umuganda, Kacyiru.
Terms
of Reference (TOR) for suitably qualified consultants to conduct a Midterm
Evaluation Enhancing Participatory Governance and Accountability (EPGA) Project
of Reference (TOR) for suitably qualified consultants to conduct a Midterm
Evaluation Enhancing Participatory Governance and Accountability (EPGA) Project
|
Organization
|
Trócaire
Rwanda
BHC
Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,
Kigali,
Rwanda
Tel :
(+250) 0252 502663 / (+250) 0252 502664 |
|
Programme
Pillar |
Resource
Rights |
|
Project
title |
Enhancing
Participatory governance and Accountability of Local Leaders and Public Institutions towards Citizens, Particularly Women and Youth |
|
Reference
|
Trócaire-AID-696-A-17-00011
|
|
Assignment
|
Project
Midterm Evaluation by a suitably qualified consultant(s) |
|
Assignment
Focal person |
Project
Coordinator – Grant Management |
|
Release
date |
24
September 2018 |
|
Deadline
for submission of bids |
17
October 2018 – 4:00 pm |
|
Duration
of the assignment |
20
calendar days |
- Introduction
Bids
are invited from suppliers who wish to be considered for selection as the
supplier of below services and/or goods Trócaire.
are invited from suppliers who wish to be considered for selection as the
supplier of below services and/or goods Trócaire.
This
RFB document deals with:
RFB document deals with:
- Section
2 : Confidentiality - Section
3: Profile of Trócaire - Section
4: Scope of the work - Section
5: Content and format of bids - Section
6: General Terms and Conditions - Section
7: Conflict of Interest - Section
8: Contract Period - Section
9: Intellectual Property - Section
10: Termination of Contract - Section
11: Evaluation of bids - Section
12: Submission of bids
- Confidentiality
Trócaire
will treat the content of all bids as strictly confidential and information
provided in the bids will be used solely for the purpose of deciding on the
award of a contract as described in this document.
will treat the content of all bids as strictly confidential and information
provided in the bids will be used solely for the purpose of deciding on the
award of a contract as described in this document.
- Profile
of Trócaire
Trócaire
is the official overseas development agency of the Catholic Church in Ireland,
established in 1973 and currently has a presence in more than 17 countries in
Latin America, Africa and Asia including Rwanda. Trócaire has been operating in
Rwanda since 1994 and is currently focusing on 3 programme pillars: Resource
Rights, Women’s Empowerment, and Preparing and Responding to Emergencies.
Trócaire does not implement programmes directly. Instead, the organization
works in partnership with local civil society organizations. More
information about Trócaire can be found on http://www.trocaire.org/.
is the official overseas development agency of the Catholic Church in Ireland,
established in 1973 and currently has a presence in more than 17 countries in
Latin America, Africa and Asia including Rwanda. Trócaire has been operating in
Rwanda since 1994 and is currently focusing on 3 programme pillars: Resource
Rights, Women’s Empowerment, and Preparing and Responding to Emergencies.
Trócaire does not implement programmes directly. Instead, the organization
works in partnership with local civil society organizations. More
information about Trócaire can be found on http://www.trocaire.org/.
Trócaire
secured a USAID cooperative agreement Award to implement the project
entitled Enhancing Participatory Governance and Accountability effective
13 April 2017. The project is oriented towards strengthening
participatory and accountable governance through the participation of civil
society and citizens, particularly women and youth, in the formulation, implementation,
and monitoring of development policies and programmes in the agricultural
domain across 15 sectors of five districts of Rwanda namely Rulindo, Gakenke,
Nyanza, Nyamagabe and Nyaruguru.
secured a USAID cooperative agreement Award to implement the project
entitled Enhancing Participatory Governance and Accountability effective
13 April 2017. The project is oriented towards strengthening
participatory and accountable governance through the participation of civil
society and citizens, particularly women and youth, in the formulation, implementation,
and monitoring of development policies and programmes in the agricultural
domain across 15 sectors of five districts of Rwanda namely Rulindo, Gakenke,
Nyanza, Nyamagabe and Nyaruguru.
This
project is strengthening the capacity of partner staff and civil society
organizations to actively engage in agriculture policy dialogue, budget
monitoring, and advocacy. It intends to better link the national agriculture
budget to the population’s priorities, needs and rights through informed
analysis and contributions to budget proposals, monitoring and tracking public
revenues and expenditures, and supporting citizens’ budget literacy. The
project specific objective is to promote the effective participation
of citizens, especially women and youth, and civil society organizations in the
development; implementation and monitoring of agriculture policy and budget in
five districts in order to ensure that they respond to the priorities of
vulnerable people and contribute to sustainable and inclusive development in Rwanda.
project is strengthening the capacity of partner staff and civil society
organizations to actively engage in agriculture policy dialogue, budget
monitoring, and advocacy. It intends to better link the national agriculture
budget to the population’s priorities, needs and rights through informed
analysis and contributions to budget proposals, monitoring and tracking public
revenues and expenditures, and supporting citizens’ budget literacy. The
project specific objective is to promote the effective participation
of citizens, especially women and youth, and civil society organizations in the
development; implementation and monitoring of agriculture policy and budget in
five districts in order to ensure that they respond to the priorities of
vulnerable people and contribute to sustainable and inclusive development in Rwanda.
This
3 year project is being implemented by Trócaire as the lead organization in
partnership with the Episcopal Justice and Peace Commission (CEJP), the
farmer’s cooperative “Union des Coopératives Agricoles Intégrées” (UNICOOPAGI),
and the Rwanda Development Organisation (RDO) and the target
population is made of 3,675 citizens especially women and youth, Village
agricultural Committees members of 63 villages, local authorities from village
to district; and local and national Civil Society Organizations, CSOs.
3 year project is being implemented by Trócaire as the lead organization in
partnership with the Episcopal Justice and Peace Commission (CEJP), the
farmer’s cooperative “Union des Coopératives Agricoles Intégrées” (UNICOOPAGI),
and the Rwanda Development Organisation (RDO) and the target
population is made of 3,675 citizens especially women and youth, Village
agricultural Committees members of 63 villages, local authorities from village
to district; and local and national Civil Society Organizations, CSOs.
4.
The scope of goods and services required
The scope of goods and services required
4.1
Rationale of Mid Term Evaluation
Trócaire is requesting suitably qualified consulting firms to submit proposals
to carry out the Mid Term Evaluation for the Project “Enhancing
Participatory Governance and Accountability. It is expected that
this Mid Term Evaluation (MTE) aims to assess the continued relevance of
planned intervention and the progress made towards achieving the project
objective since the Baseline conducted in September 2017. It will also provide
an opportunity to make modifications to ensure the achievement of pre-set
results within the lifetime of the project.
Rationale of Mid Term Evaluation
Trócaire is requesting suitably qualified consulting firms to submit proposals
to carry out the Mid Term Evaluation for the Project “Enhancing
Participatory Governance and Accountability. It is expected that
this Mid Term Evaluation (MTE) aims to assess the continued relevance of
planned intervention and the progress made towards achieving the project
objective since the Baseline conducted in September 2017. It will also provide
an opportunity to make modifications to ensure the achievement of pre-set
results within the lifetime of the project.
4.2
Key Audience
Key Audience
The
evaluation will seek to apply a participatory approach and will include
different stakeholders to gain a deep insight into the key evaluation
questions. The key audience for the project evaluation will be:
evaluation will seek to apply a participatory approach and will include
different stakeholders to gain a deep insight into the key evaluation
questions. The key audience for the project evaluation will be:
- Citizens
from targeted communities: 3675 farmers from 63 villages in 5 Districts
especially women and youth; - Village
agricultural committee members from 63 villages; - Civil
society organizations at district and at a national level; - Sector
and District Directors of Agriculture and natural resources; - Relevant
directors in Rwanda Agricultural Boards and Ministry of Agriculture and
Natural Resources; and - Trócaire
and implementation partners with technical and leadership teams.
4.3
Methodology
Methodology
The
Mid Term Evaluation should be conducted in a participatory manner involving the
consultant, Trócaire project team composed of the Programme Manager, USAID
project coordinator who is the focal point of the project; Trócaire M&E
Officer, Executive Secretaries for CEJP, UNICOOPAGI and RDO and other relevant
stakeholders.
Mid Term Evaluation should be conducted in a participatory manner involving the
consultant, Trócaire project team composed of the Programme Manager, USAID
project coordinator who is the focal point of the project; Trócaire M&E
Officer, Executive Secretaries for CEJP, UNICOOPAGI and RDO and other relevant
stakeholders.
4.4
Key questions the MTE should address
Key questions the MTE should address
Mid
Term Evaluation will seek to address the following questions related to
Relevancy and design, Efficiency, Effectiveness and management arrangement,
Impact and sustainability.
Term Evaluation will seek to address the following questions related to
Relevancy and design, Efficiency, Effectiveness and management arrangement,
Impact and sustainability.
Relevancy
of design:
of design:
- What
are the actual project midterm values for impact and outcome indicators
set out in the project result framework? - How
appropriate and useful are the indicators described in the project result
framework in assessing the project’s progress? Are the targeted indicator
values realistic and can they be easily tracked? - If
necessary, how should they be modified to be more useful?
Efficiency
- Based
on actual progress, will the project be likely to achieve its planned
objectives upon completion? What are the main constraints, problems, and
areas in need of further attention? - How
have stakeholders been involved in project implementation? How effective
has the project been in establishing community level and national level
national ownership? - Have
project funds and activities been delivered in a timely manner?
The
effectiveness of management arrangements
effectiveness of management arrangements
- Does
project management facilitate good results and efficient delivery? Is
there a clear understanding of the roles and responsibilities of all
parties involved? - Does
the project implementing partners receive a conducive environment,
technical and administrative support from the Trócaire and USAID? - How
effectively do the project management monitor project performance and
results?
Impact and sustainability
- Besides
impacts outlines in the results framework, what are other changes in the
target population that are directly or indirectly are attributed to the
project? - What
are the project interventions that are likely to remain in the community
after the project lifetime?
NB: Trócaire
is committed to mainstream gender across all the programmes and for the sake of
this mid-term evaluation, all research questions should seek to establish the
Mid-Term situation for men and women, boys and girls.
is committed to mainstream gender across all the programmes and for the sake of
this mid-term evaluation, all research questions should seek to establish the
Mid-Term situation for men and women, boys and girls.
4.5
Roles and Responsibilities
Roles and Responsibilities
Trócaire
will establish an evaluation team to oversee the MTE exercise. This will
consist of the Project Coordinator, Programme Manager, and Monitoring and
Evaluation Officer. They will be responsible for:
will establish an evaluation team to oversee the MTE exercise. This will
consist of the Project Coordinator, Programme Manager, and Monitoring and
Evaluation Officer. They will be responsible for:
- Providing
guidance to the consultant and stakeholders throughout the evaluation
process; - Approval
of all deliverables; and - Overall
responsibility and accountability for the MTE.
In
consultation with partners the evaluation management team will also undertake
the following tasks:
consultation with partners the evaluation management team will also undertake
the following tasks:
- Identify
key sources of secondary information that can be used to supplement the
primary information gathered; - In
collaboration with the consultant, conduct fieldwork to gather data; and - In
collaboration with the consultant, select sample communities based on a
clear sampling strategy.
The
external consultant/s will be expected to:
external consultant/s will be expected to:
- Participate
in briefing and consultative meetings on the assignment; - Develop
a work plan and inception report that will operationalize and direct the
Mid Term Evaluation (MTE) addressing:
- Expectations
of the evaluation exercise; - Roles
and responsibilities of consultants, Evaluation management team and
partners; - Evaluation
framework and methodology; - Data
collection and analysis; and - Work
scheduling and reporting.
- Develop
data collection tools such as questionnaire surveys, focus group
discussion questions and key informant interview questions in
collaboration with the evaluation management team and Programme partners; - Train
partners and the evaluation management team on data collection, entering
and processing in relation to this Mid-Term Evaluation; - Carry
out fieldwork, analyze data, and draft a preliminary report for feedback
from the evaluation management team; - Finalize
the data analysis and submit a final report setting out the Mid Term
Evaluation key findings; - Present
the information formally at a workshop with partners and key stakeholders;
and, - Deliver
on all agreed deliverables (inception report, evaluation report and
database, and data collection tools).
- Content
and Format of bids submitted
Consultants
should enclose the following documents with their proposals:
should enclose the following documents with their proposals:
- Letter
of interest addressed to the Country Director of Trócaire Rwanda; - The
technical proposal that will provide the following: - Description
of the consultancy company, proving the good understanding of these TOR,
experience of the consulting company in the domain of agriculture,
agricultural policy implementation and monitoring; - Detailed
methodology, and time plan for all proposed activities; - CV
of 2 senior officials whom will take the lead on the Mid-Term study as an
annex; - Contact
details of 3 references to facilitate reference checks; and - At
least 2 certificates of good completion of services for similar work with
international organizations, donor organizations or government agencies. - A
financial proposal detailing the cost for each planned activity and
related logistics in RWF and clearly indicating VAT cost. VAT registration
certificate issued by RRA and Company registration certificate from RDB
should be presented as an annex.
- General
Terms and Conditions of this RFB
- Trócaire
does not bind itself to accept the lowest priced bids. - Trócaire
does not guarantee exclusivity and reserves the right to engage other
companies for the same services (if required) during the term of the
contract. - Trócaire
shall be free to: - To
accept the whole, or part only, of any bid; - To
accept none of the proposals tendered; - To
republish this Request for Bids. - In
the event of not accepting any of the bid submissions received on foot of
this RFT, Trócaire shall be free to make such arrangements as it considers
necessary in relation to the provision of the goods/services. - Trócaire
will not be liable for any costs or expenses incurred in the preparation
of a bid; - The
Contract shall be considered as a contract made in Rwanda, according
to Rwanda law and subject to the exclusive jurisdiction of Rwanda - The
Standard Terms and Conditions to which Trócaire expects all of its
supplier to respect is found on the Trócaire website – https://www.trocaire.org/about/work-with-trocaire/supply-chain.
- Conflicts
of interest
Any
conflicts interest involving an applicant must be fully disclosed to Trócaire.
Failure to disclose a conflict may disqualify an applicant or invalidate an
award of the contract. Applicants are required to declare any current or past
work which might reasonably be considered to represent a conflict of interest.
It will be for Trócaire to decide if a material conflict of interest exists and
applicants in doubt in this regard should seek the advice of Trócaire.
conflicts interest involving an applicant must be fully disclosed to Trócaire.
Failure to disclose a conflict may disqualify an applicant or invalidate an
award of the contract. Applicants are required to declare any current or past
work which might reasonably be considered to represent a conflict of interest.
It will be for Trócaire to decide if a material conflict of interest exists and
applicants in doubt in this regard should seek the advice of Trócaire.
- Safeguarding
Trócaire
is committed to safeguarding programme participants from any form of
exploitation or abuse as a result of our programmes or activities. Anyone
working for or on behalf of Trócaire must share this commitment. Trócaire’s
Position Statement on Exploitation and Abuse and Trócaire’s Child Safeguarding
Policy Summary document outline expectations in this regard, including a Code
of Conduct. All consultants, representatives, and volunteers of
Trócaire will be expected to sign these documents along with a Declaration Form
and a Self-Declaration Form.
is committed to safeguarding programme participants from any form of
exploitation or abuse as a result of our programmes or activities. Anyone
working for or on behalf of Trócaire must share this commitment. Trócaire’s
Position Statement on Exploitation and Abuse and Trócaire’s Child Safeguarding
Policy Summary document outline expectations in this regard, including a Code
of Conduct. All consultants, representatives, and volunteers of
Trócaire will be expected to sign these documents along with a Declaration Form
and a Self-Declaration Form.
- Contract
Type and Period
The
consultancy contract is a fixed term consultancy contract and will commence
with the 12th day of November 2018 and it will expire on
December 7th, 2018 and by this date, the Consultant is expected
to have submitted the final report to Trócaire Rwanda. The contract duration
will have a maximum of 20 working days assigned to this Mid-Term Evaluation.
consultancy contract is a fixed term consultancy contract and will commence
with the 12th day of November 2018 and it will expire on
December 7th, 2018 and by this date, the Consultant is expected
to have submitted the final report to Trócaire Rwanda. The contract duration
will have a maximum of 20 working days assigned to this Mid-Term Evaluation.
- Intellectual
Property
Any
concept, guidelines or other material developed during the contract will be
considered the property of Trócaire and may be used by Trócaire at any time.
concept, guidelines or other material developed during the contract will be
considered the property of Trócaire and may be used by Trócaire at any time.
11.
Termination of Contract
Termination of Contract
- Trócaire
reserves the right to terminate the contract at any stage on payment of
reasonable and agreed costs accrued to the date of termination. The
contract may be terminated by either party on giving appropriate written
notice. - If
at any stage of the contract,
the goods/services delivered by the consultant is found to be
unsatisfactory, the contract may be terminated by Trócaire. In the event
of such a termination, the consultant will only be entitled to receive payment
in relation to the acceptable goods/services rendered at that
time.
12.
Evaluation of Bids
a) All suppliers should at least meet the relevant and
demonstrable experience in the following areas:
Evaluation of Bids
a) All suppliers should at least meet the relevant and
demonstrable experience in the following areas:
- Programme/project
planning and evaluation; - Participatory
research techniques; - Extensive
experience in digital data gathering, entering and processing applications
especially with Survey CTO platforms; - Developing high-quality monitoring
and evaluation systems for similar programmes; - Strong
background and experience of working in the region/country and programme
context; - Knowledge
of relevant thematic programme such us public policy cycle; - Extensive
knowledge about agricultural policy implementation and monitoring; - Knowledge
of Trócaire’s work; - Producing high-quality reports;
- Working
to demanding deadlines; and
- Digital
data collection and management.
b)
The successful Consultant will be the one who, in the opinion of
Trócaire, submits the most economically advantageous proposal applying the
following award criteria:
The successful Consultant will be the one who, in the opinion of
Trócaire, submits the most economically advantageous proposal applying the
following award criteria:
- Understanding the
Terms of Reference; - Proposed
methodology and planning of the assignment; - Experience in developing
evaluations for similar programmes; - Past
experience of the company in working with evaluation exercises for
international NGOs or for donor organizations; - Relevant
qualification and experience of 2 senior consultants proposed for this
assignment, - Overall the
quality of the proposal; - Cost,
RRA and RDB company registration and applying electronic billing machine
while issuing invoices; and - The
work plan must clearly outline which individual will actively lead and
deliver the assignment. The senior consultant/ team leader will be
responsible for the successful and timely delivery of the assignment. The
financial proposal should be inclusive of tax and quoted in Rwanda
Francs (RWF) clearly indicating the cost per day. Demonstrable experience
and Value for Money (VFM) will be key considerations in evaluating
proposals submitted.
c)
During the evaluation, period clarification may be sought in writing from
prospective consultants. Responses to requests for clarification may not
materially change any elements of the bids submitted.
During the evaluation, period clarification may be sought in writing from
prospective consultants. Responses to requests for clarification may not
materially change any elements of the bids submitted.
d)
No unsolicited communications from prospective consultants will be
accepted or entertained during the evaluation period. Any such
unsolicited communication will result in disqualification of bids.
No unsolicited communications from prospective consultants will be
accepted or entertained during the evaluation period. Any such
unsolicited communication will result in disqualification of bids.
A
shortlist of those who have submitted bids will be drawn up by the Procurement
Committee and a certain number of those who have submitted bids may be invited
to make a final presentation of their bids.
shortlist of those who have submitted bids will be drawn up by the Procurement
Committee and a certain number of those who have submitted bids may be invited
to make a final presentation of their bids.
13.
Submission of Bids
Submission of Bids
Your
proposal clearly marked: “Mid Term Evaluation for Enhancing
Participatory Governance and Accountability (EPGA) project” should
be submitted under sealed envelope to the Trócaire offices– Kacyiru BHC
building, 260 Boulevard de l’Umuganda, Kacyiru, Kigali, Rwanda or through email
submitted to fred.ntakirutinka@trocaire.org and
copying modeste.sibomana@trocaire.org and desire.nduwayezu@trocaire.org not
later than October 17th, 2018. Any
queries relating to this request for Quotation should be directed by e-mail
only to fred.ntakiturinka@trocaire.org; the staff member
who will follow up on this TOR.
proposal clearly marked: “Mid Term Evaluation for Enhancing
Participatory Governance and Accountability (EPGA) project” should
be submitted under sealed envelope to the Trócaire offices– Kacyiru BHC
building, 260 Boulevard de l’Umuganda, Kacyiru, Kigali, Rwanda or through email
submitted to fred.ntakirutinka@trocaire.org and
copying modeste.sibomana@trocaire.org and desire.nduwayezu@trocaire.org not
later than October 17th, 2018. Any
queries relating to this request for Quotation should be directed by e-mail
only to fred.ntakiturinka@trocaire.org; the staff member
who will follow up on this TOR.
The
deadline for the receipt of bids is 4:00 PM on 17 October 2018.
deadline for the receipt of bids is 4:00 PM on 17 October 2018.
Done
on 24 September 2018
on 24 September 2018
Trócaire
Rwanda Country Director
Rwanda Country Director
