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Request for Proposals (RFP)
End-of-Project Evaluation for ‘Community-based WASH improvement project in Machinga District, Malawi’- 2nd phase
The Request for Proposals (RFP) document aims to give a coherent incite on the end of project evaluation for ‘Community-based WASH (Water, Sanitation and Hygiene) improvement in Machinga District carried out by the Heart to Heart Foundation Malawi Branch from 2022 to 2024 as part of the Korea International Cooperation Agency (KOICA) civil society cooperation project, and to investigate the scope, evaluation methodology, evaluation questions, and evaluation schedule, etc.
Background and Context
Heart to Heart foundation is registered with the Registrar General as an NGO in Malawi Under registration certificate NGO/R/15/54. It is also registered with CONGOMA, NGORA, and Machinga CSO Network
Heart to Heart Foundation in collaboration with Machinga District Council and with funding from the Korea International Cooperation Agency (KOICA) has been implementing a project titled. “Community-based WASH improvement project in Machinga District, Malawi” The project is implemented in Traditional Authorities (TAs) Ngokwe, Chikweo, Mtumbwinda, Adamson and Mizinga.in Machinga District.
The table below summarizes key project information.
<key project information>
Project Title: Community-based WASH improvement project in Machinga District, Malawi
Target area: Machinga District, Malawi
Project period: March 08, 2022 – December 31, 2024 (3 years)
Project main goal:
Contribute to the prevention of infectious diseases such as major water-borne diseases by promoting drinking water and sanitation in the Machinga area and improving the sanitation behavior of local residentsPurpose of the Project:
To Strengthen the environment for preventing infectious diseases such as major waterborne diseasesKey activities:
1. To improve the accessibility of local residents to drinking water and sanitation facilities
2. To expand hygiene awareness education for local communities
3. To Strengthen the ability to respond to infectious diseases such as waterborne diseases in primary health facilities
4. To Strengthen water and hygiene management capabilities
Project Budget: $750,000 (MK 1.3 Billion) for 3 Years
Local Partner: Machinga District Council in Machinga District, Malawi
Heart to Heart Foundation seeks to recruit an organization or a team of individuals to carry out an independent end-of-project evaluation of the project to assess the achievement on project objectives, the effectiveness of project implementation and to draw lessons for future programming
1. Purpose and Scope of the Evaluation
Purpose and Scope
The final evaluation for the project will be conducted to evaluate the performance of the community-based WASH improvement project in Machinga District, Malawi, considering the evaluation criteria of the OECD/DAC. The evaluation will examine the efficiency, effectiveness, timeliness, relevance, potential impact of the project, and sustainability, to allow outcome indicators measurement and to provide recommendations for future similar projects. This evaluation will also identify strengths and weaknesses in the project design, strategy, and implementation as well as draw lessons learned.
Specifically, the evaluation will
Evaluate and document the major achievements and lessons learned of the project
Evaluate whether the project had an impact,
Gauge improvement of drinking water sanitation and access rate in the local community has improved through this project
Measure the effectiveness of support medicine and medical consumable / capacity and WASH governance in Machinga district
Examine the sustainability of the project and to recommend actions to be taken continuously to maintain the performance of the project to local stakeholders.
Present strategies and directions for effective and efficient improvement of the Foundation’s future WASH project in Malawi.
Present recommendations (strategies and directions) for similar support in future and directions for effective and efficient improvement of Heart to Heart Foundation’s future WASH project in Malawi. (The recommendations should provide comprehensive proposals for future interventions based on the current evaluation findings).
2. Evaluation Type :
End of Project & External Evaluation
3. Evaluation Questions
The following key questions will guide the end of the project evaluation:
1) Relevance
To what extent did the Project achieve its overall objectives?
What and how much progress has been made towards achieving the overall outputs and outcomes of the project for Support to Aid Harmonization, Alignment and Coordination in Malawi (including contributing factors and constraints)
To what extent were the results (impacts, outcomes and outputs) achieved?
Were the inputs and strategies identified, and were they realistic, appropriate and adequate to achieve the results?
Was the project relevant to the identified needs?
2) Effectiveness
Was the project effective in delivering desired/planned results?
To what extent did the Project’s M&E mechanism contribute in meeting project results?
How effective were the strategies and tools used in the implementation of the project?
How effective has the project been in responding to the needs of the beneficiaries, and what results were achieved?
What are the future intervention strategies and issues?
3) Efficiency
Was the process of achieving results efficient?
Specifically did the actual or expected results (outputs and outcomes) justify the costs incurred? Were the resources effectively utilized?
Are there more efficient ways and means of delivering more and better results (outputs and outcomes) with the available inputs?
Could a different approach have produced better results?
How was the project’s collaboration with the Government of Malawi, development partners, and the WPC Committees?
How efficient were the management and accountability structures of the project?
How did the project financial management processes and procedures affect project implementation?
What are the strengths, weaknesses, opportunities and threats of the project’s implementation process?
4) Sustainability
To what extent are the benefits of the projects likely to be sustained after the completion of this project?
What is the likelihood of continuation and sustainability of project outcomes and benefits after completion of the project?
How effective were the exit strategies, and approaches to phase out assistance provided by the project including contributing factors and constraints?
Describe the main lessons that have emerged?
What are the recommendations for similar support in future? (The recommendations should provide comprehensive proposals for future interventions based on the current evaluation findings).
4. Methodology for the Evaluation
The evaluation will provide quantitative and qualitative data through the following methods:
1) Study and review of all relevant project documentation including project documents, annual work-plans, project progress reports, annual project reports, reports of the project steering committee
2) In depth interviews to gather primary data from key stakeholders using a structured methodology
3) Focus group discussion with project beneficiaries and other stakeholders
4) Interviews with relevant key informants
5) Observations (field visits using questionnaire/checklist/Guide)
6) Raising awareness of beneficiaries through KAP surveys
5. Duration of the Evaluation
The evaluation is expected to start in late October 2024 and run over 20 working days. The proposed evaluation schedule is as follows:
<Evaluation schedule>
Contract award: 23rd September 2024
Evaluation design and literature search: 5 Days
Online PowerPoint presentation of Inception report focusing on key areas ( submit the presentation 2 days before the actual presentation): 4th October, 2024
Submission of a full version Inception Report with issues and comments raised during presentation of IR fully addressed
10 Days after presentation: 18th October, 2024Field survey: data collection, site visit, stakeholder interview, etc.: 9 Day (21st Oct to 1st Nov)
Submission of Draft Comprehensive Report and report on major results: 8th November, 2024
Provide review feedback: 11th November, 2024
Submission of amendments to the Comprehensive Report: 15th November, 2024
Evaluation result sharing (WASH Forum): 21st November, 2024
Addressing the issues and comments raised during the WASH Forum
Submission of Final Report: 1st December, 2024
6. Expected Deliverables
The following deliverables are expected:
1) An inception report, outlining the key scope of the work and intended work plan of the analysis, and evaluation questions, shall be submitted after 5 days of commencing the consultancy. The evaluators will prepare an inception report which will outline the scope of work, intended work plan and analysis. The inception report will provide Heart to Heart Foundation and key stakeholders the opportunity to verify that they share the same understanding about the evaluation objectives. The inception report should detail the evaluators’ understanding of what is being evaluated and why, showing how each evaluation question will be answered by way of: proposed methods; proposed sources of data; and data collection procedures. The inception report should include a proposed schedule of tasks, activities and deliverables, designating a team member with the lead responsibility for each task or product. The inception report will be discussed and agreed upon with the Foundation.
2) A draft comprehensive report that will inform all the key stakeholders. The report will be produced in English. The report should provide options for strategy and policy as well as recommendations. Heart to Heart Foundation will provide comments within 3 days after the reception of the Draft Report. The program unit and key stakeholders in the evaluation should review the draft evaluation report to ensure that the evaluation meets the required quality criteria.
3) The Final Report: This will be submitted 10 days after receiving comments from participants and key stakeholders of WASH forum. The content and structure of the final analytical report with findings, recommendations and lessons learnt covering the scope of the evaluation should meet the requirements of the Foundation and should include the following:
<Evaluation report format>
[CONTENTS]
Executive summary (1-2 pages)
Introduction (1 page)
Description of the evaluation methodology (6 pages)
Situational analysis with regard to the outcome, outputs, and partnership strategy (should be comprehensive)
Analysis of opportunities to provide guidance for future programming (3-4 pages)
Key findings, including best practices and lessons learned (4-5 pages)
Conclusions and recommendations (4-5 pages)
Appendices: Charts, terms of reference, field visits, people interviewed, documents reviewed, raw data summary
7. Documents to be submitted by the consultants
Inception Report
Research Plan including the List of Research participants (HH surveys, Key Informants and FGDs participants`)
Condensed Inception Report / Final Report in PowerPoint Format
Summary findings including tables, charts and graphs
FGDs and key informant interviews transcriptions
Final comprehensive narrative Report (1 soft copy and 3 bounded copies)
Raw data : Complete dataset
8. Required expertise and qualification
a. The consultant shall be a firm with at least seven years of experience in conducting Final Evaluation studies of donor-funded projects. Evidence of such work should be provided, with contact details for the relevant organizations.
b. The Team Leader should have at least Master’s degree in Development Studies, Civil or Sanitary engineering, Social Sciences, Water, Sanitation and Hygiene (WASH), Public Health or related field, with at least 7 years of experience of conducting related evaluations. Key team members should include a Monitoring and Evaluation expert with a minimum of 7 years’ experience in relevant surveys. among the evaluation team, there should be a combination of a Civil Engineer, an M & E Expert and a social development specialist and the team should have the following attributes:
1) Understanding, expertise and experience in development projects evaluation
2) WASH field expertise and experience
3) Knowledge and experience in cross-cutting policies and businesses such as gender and social inclusion, environment and participation
4) Qualitative and quantitative data collection and analysis capabilities
5) Fluent in English and Excellent written and verbal communication skills in English; knowledge of local languages is essential; knowledge of local languages is essential
9. Time Frame
The whole program will be delivered with a maximum of 45 working days that include: preparation, field work involving partners and other key stakeholders, data analysis and report writing.
10. Research protocol approval
The successful consulting firm should be prepared to get research protocol approval from the National Committee on Research in the Social Sciences and Humanities (NCRSH) based on laid down guidelines and requirements
11. Application Process
11.1 Application Requirements
Interested Consulting firms are requested to submit Technical and Financial proposals as separate documents with adherence to page specifications as follows.
Technical proposal: A technical proposal detailing the interpretation of the TORs, proposed methodology, availability/acquisition of relevant expertise and work schedule (Maximum 10 pages) and should include.
Capability statement demonstrating how they meet the required qualifications and competencies.
Brief profile of the team members highlighting only their roles in the assignment, key qualifications, and recent relevant work done with corresponding references.
Financial proposal detailing consultancy fees, operation cost, and other necessary expenses which should be presented STRICTLY in Malawi Kwacha.
11.2 Application Procedure
Qualified consultancy firms/companies are invited to submit a proposal that includes the following:
a) Qualification and experience.
b) Approach and methodology to undertake this assignment underpinned by a demonstration of value for money.
c) Previous experience in similar assignment(s) particularly for Comprehensive and Integrated WASH projects.
d) A detailed financial budget (in Malawi Kwacha) and work plan.
e) The technical and financial proposals will need to be submitted as separate documents
You may see the detailed RFP :
https://drive.google.com/file/d/1JSTQLw-AKplfuZh4OyEcAc4io-8r3UrY/view?usp=sharing
This opportunity is for dedicated and highly motivated professionals with a strong commitment to Heart to Heart Foundation values and beliefs. If you believe you qualify for this opportunity and you are the candidate/firm that we are looking for, please submit your application documents as per the bid requirements above in English to https://forms.gle/edVdRTmLXhTBA5La6 by 30th August, 2024
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