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Job Title:    Terms of Reference for
Annual Data Household Survey

Organisation: Farm Africa

Project Name: Livestock for Livelihoods (UK Aid Direct) Project in
Karamoja, Uganda

Duty Station: Uganda

Download TOR, Click Here

 

About Farm Africa:

Farm Africa
is an innovative charity that reduces poverty in rural eastern Africa by
helping farmers grow more, sell more and sell for more: we help farmers to not
only boost yields, but also gain access to markets, and add value to their
produce.  We place a high priority on
environmental sustainability and develop approaches that help farmers to
improve their yields and incomes without degrading their natural resources. Our
programmes vary hugely, ranging from helping crops farmers to boost harvests,
livestock keepers to improve animal health and productivity, and forest coffee
growers to reach export markets, but core to all of them is a focus on the
financial sustainability of the farmers’ businesses and environmental
sustainability.

 

About the project:

Farm
Africa’s Livestock for Livelihoods (L4L) project, funded by FCDO is currently
being implemented in pastoral areas of Karamoja (Uganda) and South Omo
(Ethiopia). The project duration is four years from March 2018 – March 2022.
Pastoralists and agro-pastoralists in these areas suffer from high rates of
poverty, malnutrition, poor access to services, and social marginalisation.
Women are particularly badly affected due to their perceived lower status and
associated lack of decision-making power, and their lack of access and control
over productive resources. However, emerging market economies are stimulating
livelihood diversification and trade, presenting opportunities to address
poverty and malnutrition through women’s economic empowerment. In most of the
cases, Women play a key role in managing small livestock in pastoralist
systems.

 

The L4L
project is addressing market failures in animal health and breeding services to
improve livestock productivity, build capacity and assets of women
pastoralists, establish trade and enterprise opportunities and improve
household nutrition practices through behavioural change. The project will also
generate and document learnings from all these interventions’ by testing our
theory of change (ToC) on the link between women’s access to livestock assets
(goats) and input markets; women’s economic empowerment and nutrition SBCC on
nutrition outcomes at scale in a pastoral set-up.

 

The
nutrition component is being implemented in partnership with Africa Innovations
Institute (AFRII), and Mothers and children multi-sectoral development
organization (MCMDO) in Uganda and Ethiopia, respectively. The project works
with 10,000 women directly, 5,000 of whom are from each of Uganda and Ethiopia.
The project proposal and project theory of change are attached, see Annex 1 and
Annex 2 respectively.

 

Overall project goal: Increase household income &
reduce malnutrition among women and children and increase access to livestock
services for 21,000 pastoralists’ households in Uganda and Ethiopia.

 

Overall project objectives

1.            10,000 women livestock herders
within HHs of pastoralist communities increase the production of goats and goat
products

2.           21,000 pastoralists and
agro-pastoralists access improved livestock and breeding services and
veterinary drug supply

3.           10,000 women in pastoralist
communities have improved opportunities for livestock sale, income generation
and values addition

4.           10,000 households in pastoralist
communities with improved dietary diversity

5.           Evidence on nutrition gains from
women economic empowerment (WEE) and livestock programmes supporting
inter-project learning and improved practices by external actors

 

Scope of Work for the Annual
Household Survey

This annual
check-in will consist of data collection (DC) in Uganda, but also of collating
and analysing data gathered in Uganda by Farm Africa and partners to date. This
process will assess the progress made by the L4L project in Uganda against the
set indicator milestones after two years of implementation. All evidence
gathered should be used to review the project progress to date and provide an
assessment of whether the programme is on the right track to achieve its
intended outcomes and objectives. The process should also assess contextual
factors which may affect the indicator values, project results and approach;
and propose recommendations. L4L is implemented in the following 4 districts of
Karamoja; Moroto, Kotido, Napak and Nakapiripit.

 

The
indicative budget for this work is UGX 50,0000,000 include field logistics and
it is scheduled from 22nd February to 14th May 2021 to finalize the whole
process and submit the report.

 

Approach and Methodology

The project
implements a routine monitoring system based on a Linear Log Frame (LLF)
approach and a corresponding monitoring and learning plan (MLP) to collect data
against key impact and outcome indicators. These documents have been attached
as Annexes 3 and 4, respectively. The consultant will be expected to capture
data against the indicators in the LLF during the assignment. Farm Africa will
also provide data collected by the project so far for the consultant to clean/
analyse. Data that has not yet been collected will be done so by the
consultant.

 

Each of the
data collection methodologies outlined in applicants’ proposals should
disaggregate the respondents by location, gender, HH head, age and disability
as appropriate. The process should assess contextual factors which may affect
both the indicator values and project results and approach.

 

The
consultant is expected to employ a mixed-methods approach, using a variety of
data collection and analysis techniques for both quantitative and qualitative
data to ensure a comprehensive evaluation exercise. The majority of data
collection tools will be provided by Farm Africa to ensure that they align with
Farm Africa standards and those that have been used in previous assessments.
Tools provided by Farm Africa may be upgraded by the consultant but should
remain comparable with baseline methodologies as well as previous annual
surveys and be replicable in the future. The tools available for the project
will be shared with the successful consultant upon signing of the contract and
any proposed changes to tools/ methodologies must be demonstrated, explained
and justified in the inception report. The data collection should be done on an
online platform. The consultant in their proposal should clearly elaborate on the
platform they intend to use for this process. The methodology will include, at
a minimum:

               Household Survey Data Collection
and Analysis: As guided by the impact and outcome indicators in the LLF, the HH
survey will comprise of various sections or sub-surveys. These include:

•                 
The poverty probability index (PPI) tool,

•                 
Women goat production and income tool (HH income
questionnaire),

•                 
The annual women’s goat questionnaire (which includes
customer satisfaction and husbandry practices questions)

•                 
Nutrition survey tools (Infant and Young children minimum
dietary diversity score tool, Minimum Dietary Diversity score tool for women,
anthropometric tool and the nutrition KAP survey). This tool will be applied on
a sub-sample of respondents to the HH survey. The consultant should provide a
suggested sampling methodology for this survey.

Women’s
Economic Empowerment Survey DC: The consultant should provide a suggested
sampling methodology for this survey.

 

Farm Africa
will provide the successful consultant with all the above mentioned tools and
work with the consultant to improve them where necessary. Farm Africa will also
provide the list of beneficiaries that were interviewed for baseline and the
2020 Annual Household Survey.

Document
review: Review of existing documentation, including project proposal, baseline
study report, project progress reports, reports of technical assessments
including donor technical review report, existing project data, the FCDO log
frame and the LLF, nutrition data and reports. The consultant is expected to
review the baseline and the 2020 Annual Household Survey reports to understand
the methodologies that were used during these surveys. This is for consistency
in data collection and analysis methodologies through time.

Beneficiary
records review: The consultant is expected to review VSLA and animal treatment
records to get information on the number of pastoralists accessing animal
health services.

Data
analysis on provided data: Farm Africa will endeavour to provide the consultant
with the following data to analyse and if there are any data gaps, the
consultant will be required to collect additional information to compliment the
data provided. The data includes:

•                 
VSLA membership, savings and loan data -to understand
trends in the number and value of loans for livestock-related activities, and
also track changes, if any, in the purpose of the loans over the project period
–e.g. from reproductive needs (food, healthcare, education) to purchase of
productive assets, inputs and services

•                 
CAHWs animal treatment data – Proportion of beneficiaries
treating their animals and those accessing CAHWs

•                 
Agrovets sales records – trends of pastoralists accessing
services and customer satisfaction; trends of CAHWs sourcing drugs from
agro-vets

•                 
Buck stations service records and Breeding centre buck
sales records – data on goat production and reproductive performance;
Pastoralists accessing breeding services

•                 
Marketing Associations/cooperatives revenue records –
compare the increase of income between people engaged in a
cooperative/association and those who are not on the VSLAs data.

 

Expected Deliverables and Timeline

All written
documentation is to be submitted in English using Microsoft Word in soft copy.
The main body of all reports should be written in simple, non-technical
language, with any technical material being presented in annexes. The outputs
should conform to Farm Africa’s ‘Style Guidelines’, which will be supplied to
the successful consultant. All primary data collected and analysis conducted
for the purpose of the study will remain the property of Farm Africa and must
be submitted electronically and in a clear and comprehensible format in Excel;
further detail below.

 

The
assignment is expected to take a maximum of 40 working days beginning on 22nd
Feb 2021. The final report should be submitted by 14th May 2021. The consultant
will provide the following deliverables to Farm Africa within the timeframe
stated:

1.            Inception Report (including tools) –
5 days: The consultant will have 5 working days from the contract start date to
submit a detailed report on the proposed approach to the survey will be
submitted for approval. This will include a detailed description of the methodology
and tools, expected outputs, budget with a breakdown of costs and detailed work
plan for the entire exercise. Any comments/ editions to the data collection
tools provided by Farm Africa shall be submitted by the consultant.

2.           Revised Inception Report – 3 days:
Following the provision of feedback on the first draft of the inception report
from Farm Africa, the consultant will have 3 working days to incorporate
revisions and recommendations from Farm Africa

3.           Data collection and Submission of First
Report Draft – 25 days: following data collection, the consultant is to submit
the raw data collected (every single survey response to every question) and
clearly labelled, without calculations or amendments, preferably in excel
before the preparation of the first draft of the report. The consultant should
submit the first draft of the report to Farm Africa by 22nd April 2020.

4.           Final Report – 7 days: The consultant
will have 7 working days to finalize the assignment report based on the
comments and feedback received from Farm Africa on the draft report. The final
report should incorporate specific, practical and feasible recommendations for
improving project delivery and impact based on learning from implementation and
delivery. The main body of the report will contain a concise Executive Summary
that includes a table of indicators, outline and rationale for the methodology,
the main findings and analysis, and any subsequent recommendations. All the
data collection tools and sampling frames used should be included as Annexes.

5.           A copy of the ‘cleaned’ raw data and
all workings used in analyses, again, preferably in excel, should also be
submitted. Any other software use is acceptable, however, clear workings must
be supplied; please confirm with Farm Africa prior to contract signature the
format you intend to supply the data in.

5.
Management and Implementation Responsibilities

The
consultant will report directly to the Project Coordinator, Farm Africa.
However, s/he will also be expected to work closely with the AFRII Project
Coordinator who is the project nutrition partner in Uganda, and with the
project’s Chief of Party, who oversees the project implementation in Ethiopia
and Uganda. Any proposed changes to the personnel listed in the application or their
respective levels of involvement in the assignment must be approved by Farm
Africa.

 

Farm Africa will provide:

·       
Guidance and technical support as required throughout the
annual survey;

·       
Copies of all key background resources identified;

·       
Farm Africa data collection tools used in previous surveys
and any other relevant tools;

·       
A list of project beneficiaries to be sampled from

·       
The following project monitoring data for analysis: VSLA
membership and savings data, CAHWs animal treatment data, Agrovets sales
records, Buck stations service records and Breeding centre buck sales records
and Marketing Associations/cooperatives revenue records;

·       
Introductory meetings with key informants;

·       
Comments and feedback on, and approval of, all
deliverables within agreed timeline;

·       
Payment in accordance with the contract.

 

The
consultant will be responsible for:

·       
Developing a detailed methodology;

·       
Conducting all data collection and managing all field
logistics involved; this includes payment of field logistics expenses;

·       
Recruitment, training and payment of enumerators;

·       
Cleaning and analysis of data and reporting in a clear and
accessible format, utilising Farm Africa style guidelines and templates
provided;

·       
Regular progress reporting to the project coordinator,
including responding to any comments or technical inputs wherever reasonable;

·       
Production of deliverables within the agreed timeline and
in accordance with quality requirements of evaluation manager;

·       
Seeking comments and feedback from Farm Africa, through
the PC, in sufficient time to discuss and incorporate these into the final
report.

 

Farm Africa Evaluation Principles

Farm Africa
follows five basic principles of sound evaluation practice and the consultant
is expected to adhere to these throughout the evaluation process. These are:

·       
Confidentiality and informed consent – all data collected
during the evaluation will be treated as confidential and cannot be shared
outside of Farm Africa. All respondents must be advised as such and always
given the opportunity not to participate, or to terminate or pause the
interview at any time. The purpose of the study should also be clearly
explained before commencing any interviews. Farm Africa’s Minimum Standards for
Informed Consent must be followed – these will be shared with the successful
applicant.

·       
Independence and impartiality – Farm Africa is committed
to impartial and objective evaluations of our projects. All evaluation findings
and conclusions must be grounded in evidence. Researchers are expected to
design data collection tools and systems that mitigate as far as possible
against potential sources of bias.

·       
Credibility – Farm Africa is committed to learning based
on credible evidence. The credibility of evaluations depends on the
professional expertise and independence of evaluators/ consultants and full
transparency in the methods and process followed. Evaluations should clearly
distinguish between findings and recommendations, with the former clearly
supported by sound evidence. Methodologies should be explained in sufficient
detail to allow replication, and evidence of failures should be reported as
well as of successes.

·       
Participation – the views and experiences of beneficiary
households, groups and partners should form an integral part of all
evaluations.

·       
Openness – To maximise the learning potential of the
evaluation process, Farm Africa may publish full evaluation reports or excerpts
from them or may otherwise share them with interested parties.

 

Payment

The payment
arrangement for this consultancy will be:

•             40% of the total contract paid upon
submission of an acceptable inception report

•             30% upon submission of the first
draft report

•             30% after submission of the final
report fulfilling the standard acceptable to Farm Africa.

 

Qualifications and Required
Competencies

The project
is looking for a consultant, a firm or a team of consultants with experience in
conducting HH surveys in complex projects. Therefore, applicants should detail
in their bid exactly how they will manage the different components of the
project. Applications from consultancies will be assessed on their ability to
demonstrate the following qualifications and competencies:

Essential

•             Extensive knowledge and experience
in carrying out HH surveys, process evaluations or end-term evaluations for
(complex) projects, with a focus on livelihoods-related interventions

•             Experience in conducting studies in
Uganda.

•             Relevant academic qualifications in
numerical subject such as Mathematics, Economics, Statistics, etc.

•             Relevant practical experience in
conducting surveys on agricultural, livestock & nutrition or gender
programmes

•             Strong analytical (experience
conducting data analysis), facilitation and communication skills

•             Excellent reporting and
presentation skills

•             Fluency in spoken and written
English

•             The right to work in Uganda

 

Desirable

•             Candidates with demonstrable
academic or practical experience in Animal Science (Livestock) and gender will
be preferred

•             Previous knowledge of conducting
the surveys outlined in the methodology

•             Fluency in Karamojong

•             Experience conducting data analysis
in Microsoft Excel

 

Where
applicants fail to meet any of the above criteria, for example, fluency in
Karamojong or experience in livestock, gender or nutrition, the proposal should
state how they expect to overcome this e.g. additional team members,
translation services etc.

 

Submission of Proposals

Interested
consultants or firms are requested to submit:

1.               
A completed technical proposal, making use of the Farm
Africa Technical Proposal Template (Annex 5). This should include (in section
2) contact details for two references, preferably who you have worked with in
the past two years;

2.              
A completed financial proposal, making use of the Farm
Africa Financial Proposal Template (Annex 6). Please complete this proposal in
Uganda Shillings.

3.              
Copies of all relevant Curriculum Vitae (CVs). Only CVs
for the specific individuals that will form the proposed evaluation team should
be included; this should include CVs of any subcontracted consultant, firm or
other partners who will handle part of this assignment;

4.              
A sample of an evaluation report for a similar project
completed within the last 24 months (this will be treated as confidential and
only used for the purposes of quality assurance). The authors of this report
must be the same individuals as those listed in the proposed team; a report by
the same firm, but different authors is not accepted. Please attach this as an
annex to your technical proposal;

5.              
Proof of licenses to operate in Uganda. Please attach
these as annexes to your technical proposal.

 

How to Apply:

All
documents must be submitted by email to our ‘sealed’ email address
tenders@farmafrica.org. The email subject
line should clearly indicate ‘Bid for L4L 2021 Annual Household Survey’.
Failure to include any of the above documents could result in disqualification
from the selection process. DownloadFull TOR

Deadline: 3rd February 2021 at 6.00 PM

Selection Process

The
selection procedure by Farm Africa will be a two-stage process consisting of a
technical and a financial review.

 

Technical
Review: the technical score will be assessed against the following criteria:

a.            Understanding of the TOR – 30%

i.             Project scope (15%)

ii.           Scope of the Annual Data Collection
and Review (15%)

b.           Methodology  – 40%

i.             HH Survey (15)

ii.           WEE Survey (10)

iii.          Nutrition KAP survey (10)

iv.          Overall (5)

c.            Work plan and consultant
responsibilities – 10%

d.           Consultant team qualifications – 10%

e.            Quality of sample report submitted –
10%

 

Financial
Review: Only bids with technical scores of higher than 70% will be assessed at
the financial stage. The financial proposal will be scored in the following
way:

a.            Total Price (Proximity to Farm
Africa’s expected cost) – 50%

b.           Accuracy of Pricing – 50%

i.             Accurate reflection of the
technical proposal – 18%

ii.           Reasonableness of unit costs  (including day rates) – 16%

iii.          Reasonableness of number of units  (including the number of days)– 16%

 

Overall
Score: once the financial proposals have been assessed, the technical and
financial scores will be combined into a final score in accordance with the
following weights:

a.            Technical Score (70%)

b.           Financial Score (30%)

 

Deadline: 3rd February 2021.

 

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