Consultancy for Implementing Partner Evaluation – Boys Shelters (Afghanistan)

The Colombo Plan

Request for Proposal (RFP)

Colombo Plan Gender Affairs Programme Implementing Partner Evaluation of Boys Shelters (Afghanistan)

The Colombo Plan Gender Affairs Programme (CPGAP) is seeking the expert services of a consultancy to conduct an external evaluation of its flagship project in Afghanistan, consisting of two boys’ shelters within Kabul.

The Colombo Plan requests all interested consultants to submit a proposal in accordance with this “request for proposal” (RFP) and in consideration of the annexed term of reference (TOR).

Your proposal, if selected, will form the basis for a contract between your firm and the Colombo Plan. Any information shared between your firm and the Colombo Plan will remain confidential.

Contents of solicitation documents: Proposals must offer services for the total requirement. Proposals offering only part of the requirements will be rejected. The Offeror is expected to examine all corresponding instructions, terms and specifications contained in the solicitation documents. Failure to comply with these documents will be at the offeror’s risk and may affect the evaluation of the proposal.

Clarification of solicitation documents: Colombo Plan will respond in writing to any request for clarification that it receives prior to the deadline for the submission of proposals. Written copies of the organization’s response will be sent to all offerors.

Language of the proposal: The proposals prepared by the offeror and all correspondence and documents relating to the Proposal exchanged by the offeror and Colombo Plan shall be written in the English language.

Language of the training curriculum: will be in English.

The Proposal shall comprise the following components:

1. Technical Proposal, completed in accordance with clause (I),

2. Price Schedule, completed in accordance with clause (II) & (III)

(I) Technical Proposal Format

The offeror shall structure the technical part of its proposal according to the commonly acceptable format. The technical proposal will be evaluated against the criteria assisted by the following information:

  1. Proposed Approach and Work Plan

This section should demonstrate the offeror’s responsiveness to the specification by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed; and demonstrating how the proposed methodology meets or exceeds the specifications.

  1. Capacity and Experience of Organization/ Firm/ Consultant

This section should describe the organizational unit(s) that will be responsible for the contract, and the general management approach towards this project. This should fully explain the offeror’s resources in terms of personnel and other resources necessary for achieving project results. This section should also provide orientation to the organization / firm including the year and state/country of incorporation and a brief description of the offeror’s present activities. The offeror should describe its experience in similar projects. The latest audited financial statement should be enclosed (if the applicant is an organization)

  1. Human Resources

CVs for key personnel should be attached.

(II) Price Schedule

The offeror shall include an appropriate price schedule, the prices of services it proposes to supply under the contract.

The services provided should be itemized. Please utilize the table below as a reference:

Column 1 -Activity

Column 2 – Total Number of Days per Activity

Column 3 – Expert Positions

Column 4 – Number of Person Days for Each Expert

Column 5 – Fees for Each Expert

Column 6 – Total Fees for the Activity

Activity and total number of days for each activity

  1. Submit an inception report on the assignment – 2 days
  2. Conduct the evaluation – 35 days
  3. Present the draft evaluation findings – 1 day
  4. Submit the final evaluation report – 2 days
  5. Total number of estimated days and total fees for the activity – 40 days

(III) Proposal Currencies

All prices shall be quoted in US Dollars.

Period of Validity of Proposals:

Proposals shall remain valid for ninety (90) days after the date of Proposal submission prescribed by Colombo Plan, pursuant to the deadline clause. A Proposal valid for a shorter period may be rejected by Colombo Plan on the grounds that it is non-responsive.

Payment:

Payments will be made directly by Colombo Plan to the selected organization/ firm after acceptance of the invoices submitted by the organization / firm, based on the following milestones:

1st installment of 30% upon submission of the inception report;

2nd installment of 20% upon submission of the draft evaluation report;

3rd installment of 50% upon receiving the final evaluation report and supporting documents.

The payments shall be made by the Colombo Plan HQ following the clearance of the documents submitted and certification of satisfactory completion of service by Colombo Plan.

The Terms of Reference for the consultancy is attached herewith for your reference (Attachment I).

For additional information, please send an email to: [email protected]

We will provide additional information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your proposal.

Terms of Reference (ToR)

Colombo Plan Gender Affairs Programme Implementing Partner Evaluation of Boys Shelters (Afghanistan) -1 January 2020– 30 June 2022

1. Background

The Colombo Plan for Cooperative Economic and Social Development in Asia and Pacific is an inter-governmental organization based in Colombo, Sri Lanka, with field offices around the world. The organization is commonly referred to as the Colombo Plan amongst its member network of 28 countries throughout the globe and Asia-Pacific region.

The Colombo Plan leads gender initiatives through the Asia-Pacific region focused on women and children’s protection and rights through its recently established Gender Affairs Programme (CPGAP). Currently, CPGAP has one flagship project in Afghanistan that is implemented through two local non-governmental organizations, providing boys’ with necessary aid through shelter and comprehensive alternative care (inclusive of essential services) and reintegration support.

Due to confidentiality and sensitive information further information regarding the projects and facilities will be shared with the selected and vetted consultancy firm.

2. Objective

To conduct a comprehensive evaluation for the CPGAP Implementing Partner projects, by assessing the overall impact and contribution made by the CPGAP funded two boys’ shelters from 1 January 2020 – 30 June 2022.

The assessment is to be conducted in the project offices located in Kabul, Afghanistan with the support of CPGAP staff and implementing partners to assess the results achieved, impact on the target group, efficiency, effectiveness and sustainability of the project.

3. Scope of Work

The evaluation should focus on:

  1. Relevance and Impact – To assess whether the project has made any changes on the target groups.
  • Assess that the goal/ outcomes and the results of the project are still relevant to the needs of target beneficiaries, community, civil societies and government actors.
  • Assess which outcomes of this project are most consistent with the beneficiary requirements, needs of the project areas, government priorities, and donor priorities.
  • Particularly focus on how this project fits with the local situation in view of promoting human rights (particularly rights of children) and capacities of the local government and civil society actors.
  • If the project activities have had any immediate positive/negative changes on the target groups; what have these changes been?
  • If the project activities have made any impacts on the target group and communities; what are the impacts and will those impacts be sustained in the future?
  1. Effectiveness – to assess the overall effectiveness of the project and make recommendations considering the following:
  • The extent to which the project’s outcomes were achieved, considering the project management, co-ordination and communication between all actors such as CPGAP, implementing partners, other stakeholders and the donor.
  • When assessing the effectiveness, emphasis is to be given to the quality of indicators, outcomes, follow up actions, progress reporting and other relevant information flows.
  • Assess the methodologies and recommend the best effective methodology in achieving results;
  • The overall progress made in the achievement of results during the project period and evidence-based analysis of factors and activities supporting/constraining to achieve successful project results:
  • Any unplanned outcomes or consequences of activities (positive or negative).

3. Efficiency – to assess which of the outputs/expected results have been achieved with the lowest possible use of resources/inputs such as money, time, administrative cost.

  • Evaluate the efficiency of the general project approach to achieve the overall actions.
  • Identify and evaluate any specific issues related to quality and day- to day management, leadership, monitoring and level of coordination among project actors.
  • Has the project made efficient use of resources in terms of money, staff, time and number of beneficiaries reached?
  1. Sustainability – Assess to what extent and capacity the project interventions will continue after the end of the project. What is the likelihood that the positive outcomes and the flow of benefits will remain after the funding ends, based on ownership, capacity of the local government, capacity and interest of communities, socio cultural factors and the plans in an exit strategy?
  2. Partnership – Assess the overall capacity and the commitments of an implementing partners and to what extent the partnerships with CPGAP has contributed to achieve the expected outcomes and results. Also, how can the 6 partners contribute and support to continue the benefit flows of this project in the future to retain sustainability of the project?
  3. Government Influence – present government’s influence on AWSF programmes. How the change in government administration has impacted AWSF project including registration of the project, client reference, reintegration and follow up of reintegrated clients.
  4. COVID 19 responses – Assess the COVID-19 responses and support provided to targeted beneficiaries during the government imposed lockdowns and series of COVID-19 waves within Afghanistan. They should assess precautions to mitigate pandemic impact as well as evaluate the support/resources provided/available to the beneficiaries and staff to ensure continuity of well-being as well as project activities.

4. Evaluation Specific Tasks

  1. Desk Review – review of project documents, interim reports, field monitoring notes and other available relevant information of the project.
  2. Inception Report – should include the methodology including sample, tools and time schedule.
  3. Preliminary Meeting – present the methodology to CPGAP for input before commencing data collection.
  4. In-depth consultation meeting with CPGAP – regarding methods and relevant questions before commencing data collection.
  5. Field visits/data collection – inclusive of in-depth consultations with children, young people, parents, caregivers, teachers and government officers of the project during the field visit. Collect information/data from the implementing partners, beneficiaries, CPGAP staff and other stakeholders using applicable tools for data collection.
  6. Case Studies – collect information to present at least two (02) case studies/success stories (1 case study per implementing partner) covering the impact of the project.
  7. Validate the data – with the CPGAP’s project team
  8. Analyze the data – according to the objectives of the evaluation
  9. Debriefing of the findings – holding meetings with relevant CPGAP Kabul staff and partner organization (prior to finalization of information collected from the field).
  10. Preparation of reports
  11. Draft Report – to be submitted to CPGAP with evaluation findings and recommendations for comments/feedback within 2 weeks of completing the field work.
  12. Final Report – A final report which meets the evaluation objectives and with relevant chapters of methodology; analysis, final recommendations along with at least two case studies and supportive documents to be submitted to CPGAP within 4 weeks of completion of field visit. Both hard and soft copies of the final evaluation report should be submitted in English.

5. Evaluation Deliverables

The evaluation is to be conducted during 01 July 2022 – 10 September 2022. Start date and deadline are flexible upon request, however, reasonable justification must be provided and approved by Colombo Plan.

  1. Inception Report
  2. Draft Evaluation Report
  3. Finalized Evaluation Report

6. Key Qualifications

  1. The consultancy firm should be registered with the current Government of Afghanistan.
  2. The consultancy firm should have a previous background in evaluating gender, children protection, or other sensitive projects.
  3. The team leader should have a minimum of a Master’s degree in Social Science or another relevant field. Academic background in gender studies is preferred.
  4. The team leader should possess minimum of 7 years’ experience in conducting human rights based project evaluations; experience in gender project evaluations.
  5. The field research team should consist of minimum 4 persons with appropriate professional qualifications and suitable senior experience including minimum 5 years’ experience in project management/ research and evaluations.
  6. The data analyst should have a thorough understanding and minimum of 5 years of experience in quantitative and qualitative data analysis.
  7. The Evaluation team must be completely impartial and independent from all aspects of management or financial interests in the entity being evaluated.
  8. All team members involved in the evaluation should disclose a Conflict-of-Interest statement showing they are not related/engaged in any manner with the entities being evaluated.

How to apply

Submission of Offers:

Your offer comprising of technical proposal and financial proposal, should reach the following e-mail address [email protected] no later than 23 Jun 2022 at 17.00 hours (IST). Marked with: “CPGAP Evaluation of Boys Shelters – Afghanistan”

Late and incomplete applications will not be considered. Please be aware that bids or proposals emailed to Colombo Plan will be rejected if they are received after the deadline for bid submission. We advise all Offerors to send email submissions well before the deadline to prevent delays in the receipt of their application. Furthermore, please follow RFP instructions carefully as incomplete applications will be rejected as well.