Invitation to Quote Consultancy for Final Evaluation of Project “Agile response by the Belgian Alliance for International Humanitarian Action to contr

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Invitation to Quote

Consultancy for Final Evaluation of Project “Agile response by the Belgian Alliance for International Humanitarian Action to control the spread of COVID-19 and mitigate its multi-dimensional effects on humanitarian crisis”

October 2021

0 Introduction

Oxfam-Solidariteit, international non-governmental organization for humanitarian assistance and development cooperation launches an invitation to quote for proposals for the final evaluation of the project “Agile response by the Belgian Alliance for International Humanitarian Action to control the spread of COVID-19 and mitigate its multi-dimensional effects on humanitarian crisis”.

The offer must be received by November 25^th, 2021**

The IQ is structured as follows

1. Terms of reference

2. Submission procedure: how, when, and where to submit; clarifications and contact

3. Decision procedure: evaluation of offers and awarding of the contract

This invitation to quote does not entail any obligation for Oxfam to make a purchase. This invitation should not be interpreted as a contract offer with your company and/or organization. No compensation can be claimed in case of non-acceptance of an offer or non-granting of a contract.

1 Terms of reference

1.1. Summary of the evaluated project

Project title

Agile response by the Belgian Alliance for International Humanitarian Action to control the spread of COVID-19 and mitigate its multi-dimensional effects on humanitarian crisis

Implementing organisations

Oxfam Belgique (lead), Caritas, Croix Rouge de Belgique (CRB), Handicap International-Belgique (HI), Médecins du Monde-Belgique (MdM), Plan International-Belgique (PI) and Rode Kruis Vlaanderen (RKV)

Funded by

Directorate-general Development Cooperation and Humanitarian Aid (DGD)

Geographical coverage

Middle East: Lebanon and occupied Palestinian territory
Sahel: Burkina Faso and Niger
Great Lakes: Rwanda, Tanzania, and Uganda

Project duration

1st December 2020 – 30th May 2022

Project budget

6,000,000 EUR

Evaluation budget

45,000 EUR

Officer in charge of the evaluation

BAHIA Coordinator

Evaluation reference group

BAHIA Project Management Unit (PMU)

1.2. Project background

In the summer of 2020, the above-mentioned seven Belgian NGOs formulated a common project to respond to the emerging COVID-19-related crisis in DGD priority countries affected by conflict, insecurity or other emergencies warranting humanitarian aid. They were encouraged to work together and introduce one project by the conditionalities of the donor’s call, which required, for the first time ever in Belgian government humanitarian aid, that the proposal be submitted by a consortium of Belgian NGOs eligible for humanitarian funding.
The informal Belgian Alliance for International Humanitarian Action (BAHIA) was established, and the project was developed in a highly collaborative manner, while Oxfam was chosen as the lead. During the project development phase, the group actively and continuously searched for synergies, in terms of intervention zones, ways of working and coordination, all the while focussing on proposing relevant actions to address the most pressing needs caused by the COVID-19 crisis in areas where the NGOs already had a presence.
This resulted in a project with one common results framework, a democratic two-tiered governance structure and a budget evenly divided among the seven BAHIA-members. The one-year project formally started on 1st December. A six-month no cost extension was granted in September 2021, so the project will officially end on 30th May 2022.
In line with the global trend towards more flexibility in humanitarian programming and funding and with the donor’s commitment to the Grand Bargain, DGD has afforded a greater degree of flexibility than ever before in the definition of the BAHIA-project. At the time of approval, the specific intervention countries and zones, the final beneficiaries, the detailed needs assessments, and the activities had not yet been fully defined. This step was completed in December 2020, after the formal approval and the start of the project, when each NGO submitted concept notes for a maximum of two interventions in two countries. The notes were reviewed by a Reading Committee of the PMU with the intent to propose and forge as many synergies as possible. These were laid down in a synergy plan adopted by the PMU in January 2021. A last concept note was submitted in March 2021 as planned and followed the same procedure.
This process resulted in a project consisting of 10 interventions in seven countries in the Middle East, Sahel, and Great Lakes regions. Two NGOs, CRB and RKV, carry out a joint intervention in Rwanda with one common implementation partner, the Rwandese Red Cross. Two other NGOs, HI and PI, coordinate the design and the implementation of their interventions in adjacent zones in the West Nile region in the North of Uganda. The project also serves as a pilot to discover new ways of working, especially concerning the flexibility of funding for humanitarian NGOs and the coordination amongst them, both in Belgium as in the field.
In line with DGD regulations, one final evaluation of the project is required to justify the use of the funds. The evaluation report must be submitted to the administration within six months after the end of the project. As the pilot project also aims to strengthen collaboration and mutual learning among the BAHIA-members, a participative evaluation methodology is to be proposed.

1.3. Project objective and outcomes

Through this project, BAHIA aims to contribute to the preparedness and response to the primary and secondary impacts of COVID-19 by promoting public health and supporting the protection of vulnerable populations from contamination by COVID-19 as well as increased protection risks while restoring their dignity and capacity to meet their basic needs. The three following outcomes are pursued:
Outcome 1: Contain the spread of the COVID-19 pandemic through strengthened prevention and response capacities of communities, local and international actors;
Outcome 2: Preserve the ability of the most vulnerable and affected people to meet the additional food consumption and other basic needs caused by the pandemic, through their productive activities and access to social safety nets and humanitarian assistance;
Outcome 3: Vulnerable affected communities have equal access to essential services and the most vulnerable people put in place mechanisms for protection and resilience in the face of distress and/or risk of violence and abuse.
A gender/age/disability-based approach and focus on the localization of aid run as two transversal themes throughout the response.
The project proposal contains an exhaustive list of outcomes, outputs and activities which may be realized under the project. The concept notes have narrowed down this list as NGOs have delineated the interventions and focused on the most relevant and urgent results in the selected countries and localities. The table below provides an overview of the intervention zones, selected outcomes, and budgets allocated to the interventions by the BAHIA-members.

NGO

Country/region

Outcomes covered

Budget

MIDDLE EAST

1. Caritas

oPT/Gaza

Public health, EFSVL

166,500 €

1. Caritas

Lebanon

Public health, EFSVL

651,983 €

1. Oxfam

oPT/West Bank

Public health, EFSVL, protection

387,247 €

SAHEL

1. MdM

Niger/Tillabéri

Public health, protection

581,616 €

1. MdM

Burkina Faso/Ouagadougou

Public health, protection

173,952 €

1. Oxfam

Burkina Faso/North

EFSVL, protection

364,952 €

GREAT LAKES

1. CRB & RKV

Rwanda, Eastern province

Public health, EFSVL, protection

1,224,907 €

1. RKV

Tanzania, Mbeya & Kigoma

EFSVL

430,374 €

1. HI

Uganda, West Nile

Public health, EFSVL, protection

827,641 €

1. Plan

Uganda, West Nile

Public health, EFSVL, protection

827,641 €

1.4. Evaluation objectives

The evaluation aims to provide the BAHIA-members and their local implementing partners, DGD, key local and national authorities and other stakeholders in the intervention countries with an assessment of the results generated by the project. The evaluation will focus on the four DAC-criteria which are deemed most relevant for a multi-partner project addressing needs provoked by the impact of a global COVID-19 crisis on top of pre-existing humanitarian needs. These are relevance, coherence, effectiveness, and impact. Specific learning questions will also be added.
The specific objectives of the evaluation include:

• Assess the progress made towards project results and whether there were any unintended results by identifying and documenting evidence-based findings

• Assess whether the project management arrangements, approaches, and strategies, including the governance and coordination bodies and groups, were well-conceived and efficient in delivering the project

• Provide stakeholders with recommendations to inform the design and implementation of other related ongoing and future projects, and particularly the current reflexion on this innovative form of flexible funding

• To foster collaboration, knowledge-building and sharing, and mutual learning among BAHIA-members.

1.5. Evaluation questions

The project evaluation seeks to answer the following questions.

Objective

Key questions

1.

Assess the relevance and appropriateness of project design and strategies

How was the project relevant to the beneficiaries’ needs and priorities, generated or exacerbated by the COVID-19 crisis in contexts of pre-existing humanitarian needs? How much have they benefited from the project interventions?

2.

Assess the coherence of the intervention with the other interventions

To what extent was the project in line with the local and national response to the crisis by the concerned communities, authorities and civil society, and the international humanitarian community? To what extent did the project complement the work of the different locally responding entities?

Was project implementation among the seven BAHIA-members done in a coherent and joint manner? To what extent did the project management structure contribute to generating the expected results?

3.

Assess effectiveness in achieving project outcomes

To what extent did the project achieve its intended objectives?

What factors have contributed to achieving or not achieving intended project outputs and outcomes?

Which synergies were put in place at the local level which allowed for an optimal use of the BAHIA project resources?

4.

Assess the impact of the project outcomes

What are the intended and unintended results of the project? Do the results differ between male and female beneficiaries, for people with disabilities and for elderly people?

To what extent did COVID-19 impact the project implementation? And how did the project make adaptations to the impact of COVID-19?

5.

Assess the effective incorporation of the project’s cross-cutting themes of gender and localisation

Was gender sensitivity and gender responsiveness mainstreamed and included as an approach throughout project implementation?

Were communities and local partners involved in the project’s design and implementation? How and what was the added value of their engagement?

6.

Document lessons learnt

To which degree did the project seize opportunities for collective learning?
Are there good practices to be identified with regard to key activities/themes of the project, including mass mobilisation and communication on COVID-19, Cash and Voucher Assistance, gender, and localisation?

How did the flexibility afforded by the donor influence the quality of the response at its various stages, namely the formulation and coordination in Brussels, and the implementation in the field? **

1.6. Evaluation scope & methodology

The evaluation will cover the full period of project implementation. All ten interventions in the seven countries will be reviewed, as well as the project management and coordination aspects in Belgium. It will thus cover design, implementation, monitoring, reporting and evaluation of results and it will engage all project stakeholders.

The evaluation will consist of three parts: reviews of the 10 interventions at country level, a meta-analysis of these reviews at the level of the global project, and a review of the project management and coordination. The consultancy team should propose a participatory methodology which encompasses all components of the evaluation. Some evaluation activities can be conducted digitally and remotely. Field missions should be included, at least for the countries where interventions of two BAHIA-members are taking place (Rwanda, Uganda, Burkina Faso, and oPT) and for Tanzania. They can be conducted by either international or local experts.

It is expected that the consultancy team will employ a combination of both qualitative and quantitative evaluation methods. S/he should propose a methodology, which may include:

§ Document review of all relevant documentation. This would include a review of inter alia; project proposal, concept notes, MEAL and workplans, quarterly situation reports, financial monitoring reports, minutes of meetings and other reports of Project Working Groups and governance bodies.

§ Semi-structured interviews and focus groups discussions with key stakeholders. This would include a representative sample of project beneficiaries, informants from communities, civil society organisations and authorities, and implementing partners. Evaluation questions tailored to the different needs and participation of various stakeholders will be developed. All interviews should be undertaken in full confidence and anonymity. The final evaluation report should not assign specific comments to individuals but indicate patterns according to categories of respondents.

§ Field visits and on-site validation of key tangible outputs for the review of interventions. The review is expected to follow a participatory and inclusive consultative approach that ensures close engagement with the direct beneficiaries, implementing partners, the communities, and local authorities.

§ Other methods such as group discussions, etc.

§ Data review and analysis of monitoring and other data sources and methods.

§ Case studies generated in the project life (by the different projects).

All analysis must be based on observed facts, evidence, and data. Findings should be specific, concise, and supported by quantitative and/or qualitative information that is reliable, valid, and generalizable. The final methodological approach should be clearly outlined in the inception report and be fully discussed and agreed with the Evaluation Reference Group.

The evaluation should be carried out in accordance with DGD evaluation guidelines and policies, the DGD/Oxfam project contract, and the relevant clauses of the partnership agreement between Oxfam and the six other BAHIA-members.

1.7. Deliverables

The consultancy team will be expected to deliver the following:

a) Evaluation inception report (10-15 pages). The inception report should be drafted based on preliminary discussions with the Evaluation reference group and after the desk review. It should also contain the proposed table of contents of the final report. The inception report must be deemed acceptable by the group and other evaluation stakeholders prior to the continuation of the evaluation exercise.

c) Draft evaluation report. The evaluation reference group and stakeholders will review the draft evaluation report and provide an amalgamated set of comments to the evaluator within 2 weeks, addressing the content required (as agreed in the inception report) and quality.

d) Final evaluation report. The final report should address comments, questions, and requests for clarification. The final report should also contain a stand-alone executive summary of no more than five pages.
e) Presentation of the evaluation results: The consultancy team will be asked to share the evaluation findings at a learning event involving all stakeholders.

1.8. External evaluator: qualifications and competencies

The project evaluation will be conducted by a consultancy team which must have extensive experience in evaluating humanitarian programs and projects.

Responsibilities and qualifications of the consultancy team:

a) Responsibilities

▪ Conduct the entire evaluation process, including communicating all required information to the Evaluation Manager.

▪ Finalize the research design and questions based on the feedback and complete the inception report.

▪ Data analysis, draft and final report preparation and submission, and presenting the findings.

b) Profile – Education and Experience

▪ Minimum Master’s degree in relevant disciplines (development studies, social sciences, public health, or related fields).

▪ At least 7 years of experience in designing and carrying out program or project evaluation in a humanitarian context

▪ At least 7 years of experience and substantive knowledge on project design, results-based management (RBM) and participatory monitoring and evaluation methodologies and approaches

▪ Proven experience in conducting evaluations for large and complex projects is required.

▪ Experience working in, and knowledge of the Middle East, Sahel or Great Lakes regions would be an advantage

▪ Experience with evaluating humanitarian programs or projects funded by DGD would be an advantage

▪ Excellent analytical and problem-solving skills and proven ability to draft recommendations stemming from key findings

▪ Excellent report writing skills

▪ Fluent in English and French (written and spoken)

1.9. Evaluation process calendar

Though the project formally ends on 30^th May 2022, the 10 field interventions will end before that date: seven are expected to be terminated at the end of 2021, while the three others will end by March 2022.

The inception report is expected by 11^th March 2022 and the field and remote evaluation activities are expected to take place in the second half of March and in April.
The draft evaluation report is due 2^nd May, while the final report is due 30^th May 2022.

1.10. Dissemination strategy for sharing and using the findings

Evaluation reports are shared internally in Oxfam and with partners and are approved by DGD.

All evaluations of Oxfam-Solidariteit are published on the website of Oxfam-Solidariteit (https://www.oxfamsol.be/fr/publications/reports) provided that the reports do not endanger partners, staff, people we work with, or our programs. The evaluation reports are read by the Belgian public who visits our website. Therefore, the evaluation report should be of sufficient quality to be published and understood by this public.

1.11. Oxfam general conditions

Oxfam general conditions are applicable, to the exclusion of all others. In case of any contradiction between the IQ and the eventual contract on one side, and the general conditions on the other side, the conditions in the IQ and the eventual contract take precedence.

1.12. Responsibility, social security and medical coverage

In no instance can Oxfam-Solidariteit be held liable for material or moral damage (including bodily) that can be caused by third parties to the service provider in the activities to be carried out by her and subject of the contract. Also, the service provider will sign up for all insurance policies necessary for the conduct of activities that can be undertaken by service providers as part of the execution of the contract.

Oxfam-Solidariteit is released from any responsibility for social and medical insurance of service providers. Service providers will make it their responsibility to ensure all the steps necessary to guarantee their social security and medical coverage.

1.13. Security measures

Oxfam-Solidariteit will send the security measures to the service provider, who undertakes to follow them at all times. Non-compliance removes any liability of Oxfam-Solidariteit regarding the safety of the person or persons concerned and will immediately lead to the termination of the contract.

1.14. Confidentiality and use of information

The service provider undertakes to refuse any advertising, commercial or outside profits for his own account. He undertakes not to make any statement to the media in connection with the mission/support without the agreement of Oxfam-Solidariteit, or use at any time the information, funds and equipment at its disposal of either Oxfam-Solidariteit or of the partner or local institutions for purposes other than those outlined in the contract.

1.15. Ethical and professional conduct

Suppliers and their subcontractors cannot be in one of the following situations:

• being bankrupt or being wound up, being insolvent, having their affairs administered by the courts, having entered into an arrangement with creditors, having suspended business activities, being the subject of proceedings concerning those matters, or being in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

• having been convicted of an offence concerning their professional conduct by a judgment that has the force of res judicata;

• having been guilty of practices of collusion;

• having been the subject of a judgment that has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity.

• having been guilty, in the framework of another purchase process, of grave professional misconduct proven by any means that Oxfam-Solidariteit can justify;

• not having fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the country where the contract is to be executed;

• not respecting basic social rights and working conditions, and the labour legislation of the country in which they are established or in the country where the contract is to be performed;

• employing child labour;

• being subject to a conflict of interests;

• being guilty of misrepresentation in supplying the information required by Oxfam;

• making gifts to personnel of Oxfam-Solidariteit and/or partner organisations.

• make threats to the personnel of Oxfam-Solidariteit and/or partner organisations;

• being involved in the production of tobacco;

• being involved in the production and sale of arms;

• being involved in acts of piracy or terrorism.

The supplier will

• ensure that his conduct is consistent with the human rights framework to which Oxfam subscribes ;

• contribute to preventing all forms of criminal or unethical activities;

• comply with local security management guidelines of Oxfam and act on appropriate risk assessments of Oxfam ;

• behave in such a way as to avoid any unnecessary risk to the safety, health and welfare of themselves and others, including partner organisations and beneficiaries;

• use his discretion when handling sensitive or confidential information during the execution of his contract with Oxfam ;

• seek authorisation where necessary before communicating externally in Oxfam’s name and be cautious to avoid any unintended detrimental repercussions for Oxfam;

• make every effort to protect the environment (nature) and work sustainably;

• be sensitive and respectful of local customs and cultures;

• contribute to a work environment characterized by mutual respect, integrity, dignity and non-discrimination;

• not work under the influence of alcohol and not use or be in possession of illegal substances in Oxfam's premises, vehicles or accommodation;

• not engage in relationships or behaviors based on exploitation, abuse or corruption;

• respect the rights of others, including the rights of children, and not engage in the abuse or sexual exploitation of children, or any other person of any age;

• never trade money, job offers, jobs, goods or services for sexual acts or any other humiliating, degrading or exploitative behavior.

The supplier will sign a statement accordingly. Oxfam has the right to investigate.

Non-respect of one or more ethical and professional clauses may result in

• Dissolving the contract with financial sanctions towards to supplier

• Excluding the supplier from future IQ’s from Oxfam

• Informing the donor

1.16. Modification of contract

Any modification or termination of the contract requires the prior written agreement of both parties.

1.17. Cancellation of contract

The contract may be terminated by both parties in case of force majeure as defined in article 1.18. Termination for force majeure must be announced by the party asserting it, in writing with a motivation and written proof provided by neutral instances. The other party shall notify its acceptance or refusal in writing, with a motivation.

In case of unilateral termination of the contract by the service provider without any motive able to be considered as one of force majeure, no incurred costs will be refunded and eventual advance payments will have to be repaid to Oxfam-Solidariteit.

The contract may be terminated by Oxfam-Solidariteit in case of non-compliance by the service provider with the security measures (1.12.), the clause on confidentiality and use of information (1.13) and the clause on ethical and professional conduct (1.14) The contract will be automatically terminated upon the sending by Oxfam-Solidariteit of a registered letter, stating the termination as well as the causes thereof. No incurred costs fees will be refunded and eventual advance payments will have to be repaid to Oxfam-Solidariteit.

1.18. Force majeure

Force majeure means any situation or event which is unforeseeable and exceptional, independent of the will of the parties and not due to the fault or negligence of any of them (or any of its subcontractors, agents or employees) which prevents either party to perform any of its contractual obligations and which could not be overcome despite all due diligence (e.g. evacuation).

A case of force majeure must always be notified immediately when it occurs, in writing, providing motive and proof by neutral instances.

In case of force majeure resulting in a disruption in the field, the actual costs incurred and already spent by the service provider will be reimbursed on the basis of supporting documentation (transport, hotel). The fees will be paid in proportion to the number of days of actual execution of the contract. The eventual continuation of the mission will be the object of an addendum to the contract.

1.19. Legal disputes

Belgian law is applicable. In case of non-amicably solved disputes, the Dutch Speaking Tribunal of Commerce of the Judiciary Arrondissement of Brussels is solely competent.

1.20. Payment conditions

Oxfam-Solidariteit can only pay on an account number belonging to the legal entity (enterprise or moral person) with which the contract has been signed and only on an account number in the country where this entity is established.

• 40% on signing of the contract, on receipt of an invoice

• 60% after validation of the report, on receipt of an invoice.

1.21. Key reference documents

The following key reference documents are annexed to this invitation to quote: the full project proposal, and the 10 concept notes of the project’s country interventions.

2 Submission procedure: how, when, and where to submit, clarifications and contact

2.1. How to submit

2.1.1. Administrative details

• Name of the enterprise and the responsible person;

• address;

• telephone, fax and e-mail;

• legal status

• VAT-number and/or chamber of commerce reference.

• Name and address of the bank, account number, IBAN and SWIFT code.

2.1.2. Financial quote

The quote must include:

• The unit price

• The VAT rate

• The total price

Prices should be in Euro.**

2.1.3. Methodology

2.1.4. Calendar

2.1.5. Experience

2.1.6. Ethical and professional conduct

Suppliers have to sign a declaration on ethical and professional conduct. **

**

2.2. When to submit (deadline for submission and the validity of the quote)

The quote must be received no later than November 25^th, 2021.

2.3. Where to submit (address for submission of the quote)

You can submit your quote by sending an e-mail to OBE.Tender@oxfam.org **

Quotes should mention the reference of the IQ.

2.4. Clarifications and contact

You can contact Oxfam-Solidariteit before the date for submission quotes to seek clarification.

Oxfam-Solidariteit can contact you

• to inform you of errors, lack of accuracy, omissions or other faults in the IQ.

• to ask you to complete your file.

• to negotiate the price.

All communication has to be in writing (e-mail, fax or letter)

3 Award procedure

Oxfam-Solidariteit will appoint a selection committee of at least three (3) persons, which will

• check whether the bidders meet the exclusion criteria

• assess each quote which has passed the exclusion stage.

3.1. Exclusion

• Any quotes that arrive after the deadline date can be excluded;

• Any quote that exceeds the budget may be excluded

• Any quote without proof of legal existence will be excluded

• Any quote without signed declaration of compliance with the ethical and professional conduct will be excluded

3.2. Award

Oxfam award the contract to the bidder offering the best value for money. Oxfam-Solidariteit is not under any obligation to choose the quote with the lowest price.

3.3. No obligation to award

Please note that Oxfam-Solidariteit is not bound to select any of the proposals submitted.

3.4. Communication of award and signing of contract

The unsuccessful bidder will receive a no award notification, which will contain the reasons for the non-selection. The successful bidder will receive a notification of award. This notification shall be accompanied by the contract.

If the successful bidder makes changes to the contract without the prior consent of Oxfam, Oxfam will not sign and the contract may then be awarded to the candidate in second place or Oxfam can decide not to proceed to a purchase.

The contract will enter into force after signature by the supplier and Oxfam-Solidariteit, copy received by e-mail being proof.

How to apply:

2.2. When to submit (deadline for submission and the validity of the quote)

The quote must be received no later than November 25^th, 2021.

2.3. Where to submit (address for submission of the quote)

You can submit your quote by sending an e-mail to OBE.Tender@oxfam.org **

Quotes should mention the reference of the IQ.