Job Title: Baseline Survey and Gender Assessment
Organization: Global Communities
Employment Type: Consultancy
Location: Copperbelt, Central, Eastern, North Western, and Southern Provinces, Zambia
Salary: U$D 75,000.00
Closing Date: June 4, 2021
SUBJECT: RFP NO. FY21-P2-031
REQUEST FOR PROPOSALS FOR BASELINE SURVEY AND GENDER ASSESSMENT
The Cooperative Housing Foundation, doing business as Global Communities, has been selected by the United States Agency for International Development (USAID) to serve as the Prime Recipient for the Zambia Emerging Farmers Partnership Program. Global Communities is inviting qualified firms with experience in activities described in the Scope of Work to submit their proposals for the subject activity based on this Request for Proposals.
Interested organizations should submit their proposals, in hard copy or electronic format in accordance with the language of the solicitation to the address specified. The proposals must be received no later than June 4, 2021 at 4:00 PM Central Africa Time.
Responding firms are advised that this solicitation does not in any way obligate Global Communities to make a contract award or compensate the responding firms for any costs associated with the preparation and submission of their proposals.
Any questions or requests for information should be addressed by no later than May 19, 2021 at 4:00 PM Central Africa Time to Tamara Kumwenda via email at: firstname.lastname@example.org. Any information given to one prospective offeror concerning this solicitation will be furnished to all such offerors as an amendment of the solicitation.
Please e-mail Global Communities at email@example.com of your intent to propose at the earliest practicable date, so that we may anticipate the number of proposals to be evaluated.
REQUEST FOR PROPOSAL (RFP)
RFP No. FY21-P2-031 ISSUE DATE:
May 13, 2021
United States Agency for International Development (USAID) PROGRAM:
Zambia Emerging Farmers Partnership
BASELINE SURVEY AND GENDER ASSESSMENT
Cooperative Housing Foundation,
doing business as Global Communities
8601 Georgia Avenue, Suite 300
Silver Spring, MD 20910-3440
Attention: Tamara Kumwenda
PROPOSAL DUE DATE:
June 4, 2021 at 4:00 PM EST
May 19, 2021 at 4:00 p.m. Central Africa Time
This Request for Proposal contains the following sections:
Part 1 Instructions to Offerors
Part 2 Evaluation Factors for Award
Part 3 Statement of Work
Part 4 Annexes Annex A – Evidence of Responsibility
Annex B – Budget
Annex C – Biographical Data Sheet
Part 1: Instructions to Offerors
I. GENERAL INSTRUCTIONS TO OFFERORS
A. The Offeror is requested to submit a proposal directly responsive to the terms, conditions, and clauses of this RFP. Proposals not conforming to this solicitation may be categorized as unacceptable, thereby eliminating them from further consideration.
B. Proposals must be received no later than June 4, 2021 at 4:00 PM Central Africa Time. Proposals must remain valid for a minimum of sixty (60) days. The Offeror may submit its proposal by the following means:
1. Electronically – Internet email with up to 2 attachments (2MB limit) per email compatible with MS WORD, Excel, and Adobe Acrobat in a MS Windows environment to:
2 The overall proposal shall consist of two (2) physically separated parts, as follows: Volume I – Technical Proposal; and Volume II – Cost Proposal. Technical Proposals must not make reference to pricing.
C. Alternative proposals will not be considered.
D. Any proposal received in response to this solicitation will be reviewed strictly as submitted and in accordance with the evaluation criteria specified in Part 2, Evaluation Factors for Award.
E. The person signing the Offeror’s proposal must have the authority to commit the Offeror to all the provisions of the Offeror’s proposal.
F. Global Communities is not obligated to make an award or to pay for any costs incurred by the Offeror in preparation of a proposal in response hereto.
G. Global Communities reserves the right to accept or reject any proposal, and to cancel the bidding process and reject all proposals, at any time prior to award, without thereby incurring any liability to Offerors or any obligation to inform Offerors of the grounds for Global Communities action.
H. The Offeror should submit its best proposal initially as Global Communities intends to evaluate proposals and make an award without discussions. However, Global Communities reserves the right to conduct discussions should Global Communities deem it necessary.
I. Proposals must be clearly and concisely written and must describe and define the Offeror’s understanding and compliance with the requirements contained in Statement of Work, which can be found in Part 3 of this RFP. The proposal should clearly address each of the evaluation factors set forth in Part 2. All pages of each volume (cost and technical) must be sequentially numbered and identified with the name of the Offeror and the RFP number.
II. SPECIAL RFP CONSIDERATIONS
A. The authorized geographic code for this procurement is Code 935 which includes all countries except for prohibited sources. The list of USAID-approved developing countries can be obtained from this internet address:
B. The anticipated type of contract to be awarded under this solicitation is firm-fixed price. The Ceiling Price for this procurement is $75,000. Offers in excess of the Ceiling Price will not be considered for award. For the purposes of cost analysis, Offerors must prepare a detailed budget in accordance with Subpart IV below “Instructions for the Preparation of the Cost Proposal.”
C. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Elaborate art work, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor desired.
D. (i) Offerors are informed that Global Communities complies with U.S. Sanctions and Embargo laws and Regulations including Executive Order 13224 on Terrorist Financing, which effectively prohibit transactions with persons or entities that commit, threaten to commit or support terrorism. Any person or entity that participates in this bidding process, either as a prime or sub to the prime, must certify as part of the bid that he or it is not on the U.S. Department of Treasury Office of Foreign Assets Control (OFAC) Specially Designated Nationals (SDN) List and is eligible to participate. Global Communities shall disqualify any bid received from a person or entity that is found to be on the List or otherwise ineligible.
(ii) Firms or individuals that have an active exclusion on the System for Award Management (www.sam.gov) shall not be eligible for financing and shall not be used to provide any commodities or services contemplated by this RFP.
III. INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL
A. The Technical Proposal should provide a straightforward, concise delineation of how the Offeror intends to carry out and satisfy the requirements of the STATEMENT OF WORK described in Part 3 of this RFP. No contractual price information is to be included in the Offeror’s technical proposal in order that it will be evaluated strictly on its technical merit.
B. Technical proposals shall be limited to 20 pages in total. Pages in excess of 20 will not be read or evaluated. Page limitations for each subpart of the Technical Proposal are indicated below. The front and back of a single page shall be counted as two pages when information is provided on both the front and back sides of a single sheet. Detailed information should be presented only when required by specific RFP instructions. Items such as graphs, charts, tables may be used as appropriate but will be considered part of the page limitation. Key personnel resumes, bio-data sheets, dividers, and past performance report forms are not included in the page limitation. No material may be incorporated in the proposal by reference, attachment, appendix, etc. to circumvent the page limitation.
C. Technical Proposals shall be written in English, typed on standard 8 1/2″ x 11″ paper, single spaced, only 12 font type may be used, with each page numbered consecutively. Page margins shall be a minimum of one inch at the top, bottom and each side.
D. The technical proposal must include the following:
1. Technical Approach – limit 12 pages
The Offeror shall demonstrate its understanding, ability and overall approach to performing the requirements described in the STATEMENT OF WORK
2. Personnel Qualifications and Expertise – limit 5 pages
The Offeror shall identify in summary format the names and anticipated positions of the individuals proposed to performing the requirements described in the STATEMENT OF WORK. The Offeror shall indicate the level of effort for each proposed person who will perform under the contract. The Offeror shall submit a complete and current resume for each proposed professional employee (not exceeding 2 pages each) who will be utilized if award is made. These resumes must clearly describe the individuals’ education, experience, and professional credentials. Resumes do not count against page limits.
The integrated baseline survey and gender assessment will be carried out by a multi-disciplinary team of experts with a good understanding of the agriculture sector in Zambia with extensive experience in conducting baseline studies in agriculture, agribusiness, and/or agricultural value chain development. The team should also include a gender expert to assess the gender dimensions of the program.
The qualifications and expertise required of the proposed personnel include:
- Minimum Master’s degree level preferably in agriculture, agricultural economics, agribusiness, and/or development studies including gender studies.
- Minimum least seven years’ experience in leading and conducting complex baseline studies and program evaluations in development or other international organizations.
- Substantial experience in conducting qualitative and quantitative research and data analysis from household and community surveys with a focus on the agriculture sector.
- Expertise and knowledge of the thematic areas relevant to the EFP program.
- Knowledgeable about gender mainstreaming and advancing gender equality in the agricultural value chains (i.e., production, post-harvesting, processing, marketing, etc.)
- Excellent analytical, writing, and communication skills.
3. Capabilities and Experience of Organization – limit 3 pages
The Offeror shall demonstrate the following:
a) The specialized competence the organization possesses with regard to the requirements described in the STATEMENT OF WORK, including knowledge of and experience working in Zambia.
b) Capabilities in the timely mobilization of short-term technical assistance experts and teams.
c) Organizational systems and procedures are adequate related to: project management; contract administration; progress reporting; and other areas in order to successfully comply with contract requirements and accomplish the expected results
4. Past Performance of the Organization
The Offeror shall submit a list of all current contracts and subcontracts and those completed within the last five (5) years that are similar in size, scope and complexity to the STATEMENT OF WORK in this RFP. Additionally, for the three most recent similar contracts, the Offeror shall provide the customer’s name, contract number, contract value, current postal and e-mail addresses, telephone number for a currently available point of contact.
These lists shall be attached as an annex to the Technical Proposal, which will not count against the page limit.
IV. INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL
A. The Offeror must propose costs that it believes are realistic and reasonable for the work in accordance with the Offeror’s technical approach. The Offeror shall provide a complete budget by the cost elements described below using Annex B Budget.
B. All cost and financial data should be fully supported, complete in every detail, and organized in a manner that facilitates review and permits cost analysis. The costs should be presented in both USD and ZMW. The cost and financial data shall include the following information/data:
1. Direct Employee Salaries – List employee name (when identified), functional position and duration of assignment (in terms of person days). The annual salary of an employee is that individual’s basic compensation exclusive of fringe benefits, travel incentives, housing allowances, differentials, and/or other bonuses.
2. Fringe Benefits – Describe the allocation method and base used. Provide a copy of the latest Negotiated Indirect Cost Rate Agreement (NICRA) with any Government agency. Fringe Benefits, if not set forth in the Offeror’s NICRA, shall be expressed as a percentage(s) of salaries, and the proposal shall present the total fringe benefit costs.
3. Indirect Costs – Describe the allocation method and base used. Provide a copy of the latest Negotiated Indirect Cost Rate Agreement (NICRA) with any Government agency. The detailed budget breakdown shall be structured and formatted to clearly and easily identify the rate(s) applied, and the resulting dollar amount. If the Offeror has both home office and off-site/field rates, and/or if the Offeror has more than one type of rate (e.g., overhead, G&A) the detailed budget breakdown shall be structured so as to permit easy identification of the bases to which the rates apply.
4. Travel and Transportation – International and local travel costs should be budgeted in accordance with the Offeror’s technical approach.
5. Per Diem – Offerors shall budget per diem associated with travel and transportation in accordance with the U.S. Department of State Standardized Regulations for per diem, which may be accessed electronically at the following internet address:
6. Allowances – Describe by employee/position
7. Other Direct Costs – Itemize and provide complete details of other direct costs, including unit prices that may be incurred.
8. Fixed Fee (if applicable) – The detailed budget breakdown must indicate the fixed fee in dollars, and indicate the percentage which the base fee dollars is to the total estimated costs.
9. The offeror shall submit fully completed and signed Contractor Employee Biodata Sheets (Annex C) to support daily rates of consultants and employees who are identified in the budget by name
C. If the Offeror intends to work under a joint venture or partnership, the Offeror must include a copy of the agreement between the parties to the joint venture/partnership. The agreement will include a full discussion of the relationship between the firms including identification of the firm which will have responsibility for negotiation of the contract; which firm will have accounting responsibility; how work will be allocated, overhead calculated, and profit shared; and the express agreement of the principals thereto to be held jointly and severally liable for the acts or omissions of the other.
D. The Offeror shall submit as part of its Cost Proposal the following Financial Data:
1. Evidence of Responsibility, completed and signed. See Part 4 of this RFP – Annex A.
2. In the absence of a Negotiated Indirect Cost Rate Agreement (NICRA) or other evidence that substantiates the Offeror’s indirect rates—audited financial statements (Profit/Loss) for the past three years.
Part 2: Evaluation Factors for Award
I. GENERAL – PROPOSAL EVALUATION
A. Part 1 provides guidance to offerors concerning the documentation necessary to conduct an informed evaluation of each proposal. The Offeror must furnish adequate and specific information in its proposal. A proposal may be eliminated from further consideration before a detailed evaluation is performed if the proposal is considered obviously deficient as to be totally unacceptable on its face or which prices are inordinately high or unrealistically low. In the event a proposal is rejected, the Offeror will be sent a notice stating the reason(s) that the proposal will not be considered for further evaluation.
B. In conducting its evaluation of proposals, Global Communities may seek information from any source it deems appropriate to obtain or validate information regarding an Offeror’s proposal.
C. Competitive Range: If Global Communities determines that discussions are necessary, Global Communities may establish a Competitive Range composed of only the most highly rated proposals. Global Communities may exclude an offer from the competitive range if it is so deficient as to essentially require a new technical proposal. Global Communities may exclude an offer from the competitive range so unreasonably priced, in relation to more competitive offers, as to appear that there will be little or no chance of becoming competitive. Global Communities may exclude an offer from the competitive range requiring extensive discussions, a complete re-write, or major revisions such as to allow an Offeror unfair advantage over those more competitive offers.
D. Global Communities reserves the right to award one or more contracts under this RFP on the basis of initial offers without discussions or without establishing a competitive range.
II. BASIS FOR CONTRACT AWARD
A. The evaluation factors presented below will serve as the basis upon which proposals will be evaluated. The relative weight accorded to each factor is expressed in points with 100 points possible.
B. Offerors are reminded that Global Communities is not obliged to award a contract on the basis of lowest proposed cost or highest technical evaluation score. Although for this procurement technical proposal merits are considered more important than cost relative to deciding who might best perform the work, cost factors and Global Communities prime recipient budget must also be considered. Therefore, after the final evaluation of proposals, Global Communities will make the award to the Offeror whose proposal offers the best value to Global Communities and USAID, considering both technical and cost factors.
III. EVALUATION CRITERIA
A. Technical Approach (20 points) – The extent that the Offeror’s proposal demonstrates a clear and effective overall technical approach to performing the requirements described in the STATEMENT OF WORK.
B. Personnel Qualifications and Expertise (25 points) – Demonstrated expertise, experience, and availability of personnel to meet the requirements of the STATEMENT OF WORK.
C. Capabilities and Relevant Experience of the Organization (10 points) – Demonstrated organizational capabilities and experience as follows:
- Organizational competence relative to the STATEMENT OF WORK, including knowledge of and experience working in Zambia
- Capabilities mobilizing short-term technical assistance experts and teams.
- Organizational systems and procedures
D. Past Performance of the Organization (10 points) – Quality of product or service, including cost control, timeliness of performance, and meeting goals and targets, and customer satisfaction with performance.
E. Cost Proposal (35 points) – The lowest price cost proposal will receive the highest score for cost. Higher priced cost proposals will receive a correspondingly lower score. To assist in evaluation and comparison of cost proposals, Global Communities may ask an Offeror for clarification or further breakdown of the Offeror’s price.
Part 3: Statement of Work
A. Background on Global Communities
Global Communities (GC) is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives of vulnerable people. We envision a world where everyone has the freedom, means, and ability to live and prosper with dignity by creating a long-lasting, positive, and community-led change that improves the livelihood of vulnerable people worldwide.
Global Communities believes that the people who understand their needs best are the people of the community itself. We make a difference by engaging with communities, governments, the private sector, and NGOs as partners for good, bringing together complementary strengths and shared responsibilities to work toward common goals.
Global Communities has existed for more than 60 years. Until 2012, we were known as CHF International and, before that, the Cooperative Housing Foundation. For more details on Global Communities and its work, see https://www.globalcommunities.org/aboutus
B. The Emerging Farmers Partnership Program Background
The EFP Zambia program is funded by the United States Agency for International Development (USAID) for a period of three years starting in October 2020 and ending in October 2023, with a total budget of $2,999,890.00. The Emerging Farmers Partnership (EFP) program is an innovative partnership with private sector companies which uses a market-based approach to catalyze agriculture transformation by supporting the commercialization of emerging farmers in the selected districts. The EFP partners include two private partners. John Deere is supporting business advisors to work with the emerging farmers to develop business plans to fully utilize the potential for tractors, participate in field demonstrations and trainings, extend credit for purchasing of tractors and other implements to qualified emerging farmers to drive commercialization of the sector. Corteva Agriscience with its market best-in-class agricultural technologies, will conduct demonstration plots and field days of the said technologies, provide trial seed and crop protection products to farmers, improve agronomic practices through extension services, and extend input/supplier credit in the form of seed and inputs to qualified emerging farmers.
The program is being implemented in Central province (Mumbwa, Chibombo, Kapiri, and Luano), Southern province (Chikankata, Mazabuka, Monze, Kalomo, and Choma), Copperbelt province (Mpongwe, Lufwanyama, and Masaiti), Eastern province (Petauke) and North-Western province (Kasempa and Solwezi).
The Overall Objective of the EFP program is to catalyze the transformation of Zambia’s agriculture sector through improving the sustainable farming practices and commercialization of emerging farmers in the selected districts.
The EFP program’s overall objective is expected to be achieved through three intermediate objectives:
1) Increased capacity of emerging farmers to plan and manage risks in the targeted districts
2) Increased emerging farmers’ adoption of improved inputs and technologies; and
3) Increased emerging farmers’ ownership and use of productive assets in the targeted districts.
The EFP Program contributes to USAID/Zambia’s development in the below ways:
- Leveraging the vision, assets, and expertise of private sector companies to support USAID’s Private Sector Engagement Strategy which aims to drive economic growth in Zambia. In particular, the EFP will increase the provision of inputs and services from the private sector and increase the number of viable emerging farmer enterprises. The EFP project will strengthen the role of the private sector in input and credit markets targeting the vulnerable populations, which is needed to sustainably grow the sector.
- Implementing the vision of USAID’s Journey to Self-Reliance, resulting in a more sustainable outcome after the project ends, because the approach is driven by the private sector and represents market solutions to the challenges of limited commercial orientation in the agriculture sector.
- Supporting the USG’s Feed the Future strategy to improve food security, including through more-resilient technical and market solutions to climate change, which impacts Zambia’s agriculture. EFP builds on USAID MOUs with Corteva Agriscience and John Deere to leverage U.S. technology, investment, and expertise to find private-sector solutions to improve global food security.
The EFP program will address key constraints to the commercialization of the agriculture
sector by increasing the capacity to plan and manage risks, adopting improved agricultural
technologies and sustainable practices by adopting improved inputs and acquisition of
productive assets. These interventions will enable emerging farmers to operate their farming
enterprises as commercial agro-enterprises. The EFP program will also aim to mainstream
gender by promoting gender equality and empowering women and youth (up to the age of 35 years) to increase their incomes during the implementation of these planned interventions. The program will, therefore, focus on mutually reinforcing measurable indicators that relate to the overall goal and objectives in order to successfully realize its goal and achieve the intended outcomes.
II. BASE-LINE EVALUATION
A. Purpose and Objectives of the Consultancy
The purpose of the consultancy is to undertake an integrated baseline survey and gender assessment for the Emerging Farmers Partnership Program in the above indicated 15 selected districts of Zambia. The assignment is divided into two (2) components being the Baseline survey and the Gender and Social Inclusion (GSI) which will focus on integrating the baseline information and gender analysis of the program. The consultant(s) shall carry out consultancy services which include leading the baseline survey and gender analysis process in each of the selected districts.
The EFP baseline assessment will be used to inform the monitoring, evaluation and learning agenda of the program. Results will be used to establish baseline values for key performance indicators and help in setting realistic performance indicator targets against which progress would be measured over time. Additionally, EFP baseline trend information will inform target setting and predicting how the data might behave and be used to guide learning and adaptive management throughout implementation. Baselines and baseline trends will also serve an important comparison function for both impact and performance evaluations by providing a point of comparison for future data collection.
A comprehensive gender and social inclusion analysis (GSI) will be used to:
1) understand the social and cultural norms and practices and how they impact the full participation of women, youth (male and female) and other marginalized groups in productive agricultural value chains
2) provide sex and age disaggregated data related to gender and youth dynamics at the community level;
3) provide an accurate distribution of men, women, youth, and members of marginalized groups in target communities to ensure that opportunities and benefits of EFP-related outcomes are equally distributed;
4) provide the framework for an inclusive MEL System that will be used throughout program implementation to guide learning and adaptation.
Based on findings from the GSI analysis, additional indicators may be considered to track progress made towards increased representation of women in historically under-represented spaces, reduced gender inequality or unintentionally exacerbated inequalities, and to better understand how attention to gender issues within the EFP program have contributed to more equitable and sustainable outcomes. The consultant(s) shall work closely with the Operations Manager and Monitoring, Evaluation & Learning Coordinator and report to the Chief of Party.
B. Scope of Work
The integrated baseline survey and gender assessment shall be conducted in the above indicated 15 selected districts of Zambia and the consultant(s) will be responsible for undertaking the following tasks;
a) Identify and establish the current status of the project indicators related to project outcomes and outputs as outlined in the project results framework.
b) Set benchmarks for project indicators at the start of implementation to provide the basis for performance evaluation of project interventions at the end-line.
c) Analyze whether the proposed interventions contribute to the set indicators and targets and suggest appropriate interventions and modifications in the indicators, where necessary.
d) Assess private sector involvement and participation in the maize value chain and their current levels of support to emerging farmers in the targeted districts. EFP project’s primary agriculture value chain is maize while encouraging diversification among farmers.
e) Assess the training needs and capacity gaps and key opportunities among emerging farmers in accessing inputs, profitable markets, equipment, information and finance/credit.
f) What are the current farming (including improved) technologies and sustainable farming practices (e.g. conservation farming, improved seed etc.) among emerging farmers and what constraints hinder the adoption of these practices?
The baseline survey and gender assessment shall also assess Cross Cutting issues relating to Gender and Social Inclusion (GSI) in the project areas to include the following:
g) Explore the extent to which norms, attitudes and values hinder women’s and youth’s full participation in the agricultural value chains with focus on the maize sector in Zambia as emerging farmers in the targeted districts,
h) What investments (for example access to knowledge, skills, mechanization, finance or technology) in selected value chains generate higher or sustained levels of income and employment among women and youth emerging farmers?
i) Assess constraints experienced by women and youth in accessing inputs, markets, equipment, and finance/credit and how this program can respond to their specific needs in the maize sector specifically and agricultural value chains in general.
j) What risk management, loan products and other services are most effective in promoting commercialization among women, youth and other targeted marginalized groups as emerging farmers.
k) Make recommendations based on the findings including possible additional indicators for the EFP project where necessary and other recommendations that would strengthen women’s, youth and other marginalised target groups full participation in agricultural value chains including access to resources (finances, equipment, linkage with service institutions etc).
III. METHODOLOGY EVALUATION
A. Methodology, Data Collection, and Analysis
The integrated baseline survey and gender assessment will employ a robust mixed-methods approach- both qualitative and quantitative methods to collect data on all relevant output and outcome-level indicators as defined in the project results framework. Household surveys using a structured questionnaire, Focus Group Discussions (FGDs), and Key Informant Interviews (KII) will be used for data collection and triangulation to ensure data quality. The consultant will develop these and discuss with the EFP team the different methods suitable before commencement of the study. The consultant (s) will propose a suitable sampling frame including sample size, respondents and gender disaggregation and provide justification for such, including a detailed discussion of baseline limitations and their plan to mitigate them. Further, data collection and analysis must include gender and age disaggregation and should be done in a participatory and inclusive manner where all emerging farmers meaningfully participate (i.e., men, women, and youth). In the face of the Covid-19 pandemic, the consultant(s) should take cognizance of the Covid-19 restrictions and measures to fully undertake the work within the scope allowed by the government in a Covid-19 sensitive manner for the entire study. The consultant will be required to provide details on how their approach will be modified to adhere to COVID-19 restrictions, and ensure the safety of their team, our staff and baseline participants, including a discussion of limitations and contingency plan associated with these adaptations. The USG posture and guidelines for in-person meetings must also be followed strictly.
The consultant shall deliver the following expected outputs:
1. Baseline Kick-off meeting – GC team and consultant (s) hold baseline kick off meeting to review and discuss the scope of work and expected deliverables.
2. Inception Report – including a detailed description of the methodology, sample size and data collection tools and strategies, and the proposed detailed work plan. The inception report should be submitted and presented to the Global Communities team and partners to facilitate feedback.
3. Draft data collection instruments and tools – to be approved by GC before commencement of any baseline activities.
4. Weekly coordination calls – with EFP COP, MEL Coordinator and HQ/PMT (or MEL staff).
5. Draft Baseline and Gender Assessment Report – including an indicator tracking table with all baseline information to be submitted and presented to Global Communities team and partners within two (2) weeks after completion of field activities highlighting main preliminary findings, conclusions, and recommendations at a validation meeting. Global Communities will provide feedback to the consultant(s) and upon approval, the report shall be finalized for submission. The consultant will produce two reports; a Summary report in PowerPoint that will be presented to GC and partners during the meeting on presentation of preliminary findings of the study and a draft Detailed report for GC and partners to provide feedback for incorporation into the main final report. The report MUST include main contents such as the Introduction, Methodology, Key Findings including a summary of baseline values, Recommendations and Conclusion.
6. Final Baseline and Gender Assessment Report– submission of the final baseline and gender assessment report (maximum 25 paged concise report excluding the executive summary and annexures (indicator tracking table, data collection tools, and consent forms). The report should be comprehensive consisting of findings of all indicators set in the results framework and other crosscutting issues, with detailed instructions of final report contents and format including max page numbers. The consultant will also submit three (3) hard copies of a well-bound final report and an electronic copy to Global Communities.
7. Cleaned data set from the field (e.g., Excel, SPSS) – the consultant will submit transcripts of qualitative data, syntax/ codebooks, etc.
8. Present Findings to GC and USAID- give a presentation to the EFP Program team on the findings of the baseline and submit the reports and all data gathered to GC and USAID.
V. TIMEFRAME & PAYMENT
A. Timeframe and Payment
The timeframe for conducting the baseline survey and gender assessment is within the given contract period of 45 working days including the submission of the final report. The consultant can decide to work on weekends or public holidays but is expected to submit final report and present report findings to GC and USAID within 45 working days from the day of signing the contract. The payment of professional fees will be based on the delivery of the expected outputs as follows:
- 30% upon approval of the design/inception report.
- 40% upon submission and presentation of the draft Baseline and Gender Assessment Report and
- 30% upon submission of the final Baseline and Gender Assessment Report.
Proposals shall consist of the following compulsory minimum requirements:
- Company profile (clearly stating full contact details, physical address, and telephone lines);
- Certificate of incorporation or registration;
- VAT registration;
- Tax clearance certificates; and
- Declaration of any business or personal relationships connected to Global Communities.
- Signed letter/s stating the availability of the proposed consultant(s) for the assignment period.
Proposals that do not meet the compulsory minimum requirements shall not be evaluated. Technical Proposals shall also include:
- A proposed detailed work plan with clear timelines for all the tasks/deliverables and individuals responsible,
- Detailed methodology, including sample size and data collection tools,
- A brief justification of the methods and techniques used (including relevant underlying values and assumptions/ theories) with a justification of the selections made (e.g., of persons to be interviewed).
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