Consultancy services for conducting a midterm analysis on the progress made in eliminating barriers and gaps of agricultural extension services in Tur

Terms of Reference

Consultancy Service

Title: Consultancy services for conducting a midterm analysis on the progress made in eliminating barriers and gaps in agricultural extension services in Turkana County.

Geographical Location: Turkana County.

Organization: AIC- Health Ministries

Themes: Systems analysis, food security, climate change, participatory processes

Duration: 12 days.

Target Population: Nasinyono community members, County Government of Turkana, Relevant Ministries, INGOs, and local NGOs agencies

Job years of experience: Minimum of 10 years of experience.

Job type: Short term consultancy.

1. Background & Aim of the consultancy

AIC-Health Ministries (AICHM) is a department of African Inland Church (AIC) mandated to focus on health & nutrition, Livelihood resilience, and Humanitarian activities. AICHM is implementing a Resilient Livelihoods Project under Johanniter International Assistance (JIA). This project contributes to access to sustainable livelihoods for, and strengthened resilience of, vulnerable rural community in Nasinyono, Turkana west subcounty Turkana county. This project improves agricultural practices and production, ensures that households can access agricultural related information and networks, provides skills and resources to agro-pastoralist-constrained households to become resilient to shocks, enable households to supplement their diet with nutritious food and sell excess produce, and ensure that needs of vulnerable groups are addressed in decision-making forums. However drylands farming has been met with many challenges among them, inadequate adaptation capacities and strategies, limited technical know-how, climate change impacts, low rainfall, high surface evaporation rates, access to markets and poor infrastructure.

The overall objective of the project is to contribute toward breaking the recurrent cycle of food insecurity in Turkana County. The project has two main thematic areas:

1. Increase in sustainable food production by promoting drought-resistant and environmentally viable crops.
2. Strengthen community resilience by preventing MAMs through improved access to quality and adequate locally produced food and enhance the self-help capacities of the target group to cope with the negative impacts of natural disasters.

To achieve the project objectives, communities should be exposed to appropriate technologies and improve their farming techniques and as a result enhance sustainable food production throughout the year. Rural farmers should also be supported with the right technical expertise and innovations to be able to grow food that is locally adaptable to the environment to achieve the right nutritional and dietary needs of the population. This kind of knowledge transfer is to be facilitated by the agricultural extension officers based at the local level. The presence of a centralised Government system presents the opportunity for knowledge and skills transfer through the agricultural extension services which play an important role in supporting local farmers to access and utilize innovative farming technologies for sustainable food production. However, the provision of these services is based on the farmers’ demand and is usually met with challenges such as accessibility of ease of use of information, high illiteracy levels, poor network coverage, and poor coordination among services providers, national policy deficiencies among others.

The aim of this consultancy, therefore, is to conduct a midterm analysis of progress made in eliminating barriers and gaps in agricultural extension services, how the farm advisory system is developing and where changes in approach are needed in the Nasinyono community, Turkana County. The barriers and gaps in agricultural extension services include demand driven extension services policy, inadequate government support of extension services in Turkana West and lack of agricultural extension officer in Songot ward where Nasinyono is situated. Eliminating barriers and gaps in agricultural extension services is to be achieved through strengthening the community structures and systems in accessing the agricultural extension services. This includes strengthening and working with existing structures at county, sub-county and ward levels for agricultural extension services through logistical support.

The study report will also contribute to the already existing information on agricultural extension services provided in the county and act as a tool for evidence-based lobbying and advocacy with the relevant actors to improve on the approaches and strategies used.

1. Objectives of the consultancy:
2. To determine the strategies used and effectiveness in eliminating barriers and gaps in agricultural extension services.
3. To assess progress made in eliminating the bottlenecks of agricultural extension services identified in the preliminary study.
4. To determine how the farm advisory system is developing as compared to baseline outputs.
5. To determine the changes observed so far in the livelihood of farmers while eliminating barriers and gaps in agricultural extension services.
6. To determine where changes in approach are needed.
7. To come up with recommendations on alternative approaches to be adopted.
8. To come up with an appropriate sustainability strategy on agricultural extension services.
9. Key tasks

The Consultant will prepare an evaluation work plan to operationalize and direct the evaluation. The work plan will describe how the evaluation will be carried out, bringing refinements, specificity and elaboration to the terms of reference. It will be approved by AICHM evaluation manager and act as the agreement between parties for how the evaluation will be conducted. The evaluation work plan will address the following reporting elements:

• Overview of Investment
• Expectations of Evaluation
• Roles and Responsibilities
• Evaluation Methodology
• Evaluation Framework
• Information Collection and Analysis
• Reporting
• Work Scheduling

1. Scope of Work & Expected Output

The consultant is expected to have expertise in systems analysis, be able to work independently and be self-motivated. The consultant will work closely with the AICHM Head of Programs in Nairobi, the AICHM staff in the Kakuma office. The target beneficiary community will be in Nasinyono, Kakuma Turkana West. AICHM will provide all the relevant contacts for stakeholders, County Government and community members during the data collection stage as required.

The Consultant will be accountable for the following deliverables:

• An Inception Report: The consultant will prepare the inception report before deployment to detail the consultant’s understanding of what is being reviewed and why, as well as proposed methods, tools, sources of data and procedures intended to address each of the key tasks outlined above. The inception report will also include a proposed work plan with the activities, specific timelines, deliverables and key issues. The inception report shall not exceed 3 pages.
• A Draft Report: A draft report should be presented to AICHM in Kenya within the agreed timeframe. A PowerPoint presentation should be included with key findings and recommendations. The draft report should not exceed 30 pages.

A Final Report: The consultant will prepare an evaluation report that describes the evaluation and puts forward the evaluator’s findings, recommendations and lessons learned. The presentation of results is to be intrinsically linked to the evaluation issues, establishing a flow of logic development derived from the information collected.

• Methodology:

The study will involve the following methodology including but not limited to a review of secondary data, household surveys, key informant interviews, interviews with community members, and observation. The consultant can also suggest any other suitable approaches.

1. Duration and Timeline :

The consultant is expected to execute all the activities according to the schedule below. The timelines may be adjusted slightly when/if necessary.

Task

Number of Days

Outputs/remarks

Secondary data collection and review, development of data collection tools and develop field survey work plan.

1

Inception report

Detailed methodology

Data collection tools (questionnaires etc.)

Data collection in Kakuma with respondents. Household surveys, FGDs and KIIs and/or other fieldwork data collection as required.

4

Interviews, KII, FDGs conducted.

Data analysis and presentation of preliminary findings.

2

PowerPoint presentation of key findings, the draft report of the findings, raw data.

The compilation, finalization and handover of the study report

3

Final report from the study in soft and hard copy. All data sets.

The total number of days:

10

1. Qualifications required:
2. At least 10 years demonstrated knowledge and experience in conducting project evaluations,
3. Academic qualifications in agriculture, agronomy and related sectors
4. Demonstrated experience in conducting evaluations, systems analysis studies.
5. Strong interpersonal and communication skills.
6. Strong analytical skills with the ability to synthesize the study findings, draw meaningful conclusions and provide practical recommendations for the project.
7. Ability to work in remote and harsh climatic conditions.
8. Excellent organisational and time management skills.
9. Very good spoken and written English and Kiswahili.
10. Knowledge of local language, culture and experience in working in Turkana/Kakuma is desirable.
11. Availability to fulfil the role and tasks within the stipulated timeframe.
12. Management of the study:

AICHM shall prepare a contract, which the consultant shall sign to commit himself/herself; the consultant shall be answerable to the AICHM team in Nairobi and AICHM team in Kakuma.

In collaboration with AICHM, the consultant shall facilitate the organization of the work related to the assessment during this exercise.

The consultant shall be entirely responsible for the execution of the data collection analysis, report generation and submission. The consultant will be responsible for the day-to-day costs and management of the exercise. This is to be included in the consultant’s bid.

AICHM shall ensure that the logistical arrangements related to the assessment are availed.

The consultant remains with the overall responsibility for the operational and administrative management of the study in the field.

1. Documents available upon request

• Baseline survey
• Log frame indicators.
• Project proposals
• Agricultural Governance Feasibility Study, Turkana West Sub-County, March 2018.

1. Payment term

   1. 20% upon submission of an approved inception report, research methodology and field workplan to AICHM
   2. 50% upon submission of the draft report of the study
   3. 30% upon submission of the final report,

2. Selection criteria for hiring a consultant

3. Technical Proposal

The consultant shall be selected on the basis of their proven experience, qualifications and ability to deliver a quality product in a timely and efficient manner. The proposal shall be evaluated based on the consultants

Evaluation

Criteria

Sub criteria/Description

Evaluation

Score

Technical Approach

A description of the approach and plan of execution which the consultant proposes to perform the assignment, Proposed methodology for the study demonstrating an understanding of the assignment expectation and work plan in responding to the Terms of Reference

40%

Key Personnel

Team Leader

1. At least 10 years demonstrated knowledge and experience conducting project evaluations.
2. Academic background in agriculture, agronomy or related sectors.
3. Strong interpersonal and communication skills.
4. Strong analytical skills with the ability to synthesize the study findings, draw meaningful conclusions and provide practical recommendations for the project.
5. Ability to work in remote and harsh climatic conditions.
6. Excellent organisational and time management skills.
7. Very good spoken and written English and Kiswahili.
8. Knowledge of local language, culture and experience in working in Turkana/Kakuma is desirable.
9. Availability to fulfil the role and tasks within the stipulated timeframe.

Curriculum vitae and certificates must be attached

20%

Additional relevant experts

The proposed team members to be deployed for the assignment, the tasks

which are proposed to be assigned to each team member, and the allocation of time.

• Qualifications and experience of team members in carrying out the similar experience;

Curriculum vitae and certificates for proposed key staff must be attached

30%

Organization Capacity and Past Performance of the Firm

Highlight firm’s capacity and provide at least three reference letters of

similar assignments conducted in the last five years of similar scope. (Provide the client name; Address of Client; Email address and work phone of client contact person; summary of assignment; value of assignment; period of the assignments)

10%

1. Financial Proposal

The financial proposal should be in Kenya shillings and not any other currency.

1. 1. 1. Professional fees chargeable
      2. Breakdown of the fees and disbursements
      3. All applicable taxes (VAT and withholding taxes) shall be included. If the financial proposal is silent on taxes,
      4. The financial proposal shall be valid for a period of 90 days from the date of bid closure.
      5. The financial proposal shall be sent as a separate attachment
2. ROLES AND RESPONSIBILITIES
3. The AICHM Role and responsibilities:
4. 1. 1. All evaluation activities will be coordinated with and/or supported by AICHM’s project team. AICHM project staff will ensure the collection and availability of all the project background documents.
      2. AICHM project team will both review the detailed evaluation plan, analytical plan and tools, as well as the preliminary findings and final report.
      3. The AICHM project team will assist with identifying local research assistants or translators as required to complete the evaluation team if needed.
      4. Prepare and effect payment for the consultant upon completion of the assignment
5. The Consultants Role and Responsibilities:

The Consultant will be primarily responsible to:

1. Develop/design mid-term evaluation based on Methodology including questionnaire for the survey and checklist and tools for group interaction including FGD with target beneficiaries and stakeholders at local level.
2. Share study design including process, methods and questionnaires/checklist with project team, collect feedback and finalize study design.
3. Design and pre-test questionnaires and other tools.
4. Debrief/discuss with project team about effectiveness of questionnaire, checklists and other tools used in pre-test, collect feedback and finalize them.
5. Orient, train, supervise and pay the enumerators.
6. Carryout field work together with enumerators.
7. Ensure quality of information collected from field, cross check with the validity of information collected and verify/revise where needed.
8. Update progress of study on regular basis to AIC Health Ministries head of programs or M/E Focal Point
9. Facilitate their own travel arrangements and logistics to and from the field.
10. Ethical considerations

The formative research and a midterm analysis should be conducted in accordance with the principles outlined in the United Nations Evaluation Group (UNEG) evaluation standards and ‘Ethical Guidelines for research’. The consultant must address evaluation ethics and enact safeguards to protect the rights and confidentiality of information providers, provisions to store and maintain the security of collected information and protocols to ensure anonymity and confidentiality. The consultant will remain impartial and will not act as a representative of any party throughout the evaluation process. To ensure that the key ethical principles for the conduct of research involving human subjects are followed, each potential respondent will be given full information about the research including the purpose and potential benefits of the research, their rights, and how the information collected will be used. They will also be informed that all data will be kept confidential, being only accessible by members of the assessment team. Verbal consent is required from all adults who agree to participate. Participants under the age of 18 will require signed consent from a parent/guardian. All participants will be informed of their right to discontinue their participation at any point and approach for ensuring confidentiality will be described.

1. Supervision

AICHM head of programs will be the key contact point for the overall deliverables.

1. Assignment duration

This assignment is expected to be completed within 12 days. The consultant/s are required to submit a detailed work plan, proposed human resources, time frame, schedule of activities in the technical proposal, and budget breakdown in Kenya shillings inclusive of all applicable taxes in the financial proposal.

1. Rights to copyright

The produced materials shall be the absolute property of AICHM and ownership shall automatically vest in AICHM so all the copyright will be with AICHM. Materials collected during the field trip cannot be used by any other parties other than AICHM. The consultant irrevocably and unconditionally waives in favour of AICHM any moral rights that may exist in any of the works or materials, provided that AICHM uses all reasonable endeavours to ensure that the consultant (photographer is credited in all appropriate uses of a photograph provided as part of the service, provided that AICHM shall not be in breach of contract if credit(s) are accidentally omitted.

How to apply

1. How to apply

Interested consultants to submit their technical and financial proposals demonstrating their ability to deliver on this assignment based on their qualifications and experience. Detailed proposals should be emailed to [email protected] citing ‘AICHM/BMZ/MIDTERM ANALYSIS AES/18052022; on the subject line of the email. on or before 18th July 2022 at 11:59 PM EAT. No applications shall be accepted after this deadline. Incomplete applications will not be considered. The proposal must be provided in the English Language. The budget should be in Kenya shillings and not any other currency.

XV11. Disclaimer

AICHM reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.