SOs Children’s Village in Somaliland

Request of Proposal and ToR for Consultancy to conduct Baseline Survey of SOS Emergency Response Project.

Somaliland

JANUARY 2022

Table of Contents

SOs Children’s Village in somaliland. 1

1.. Context and rationale. 3

1.1.. About SOS Children’s Villages 3

1.2.. Description of project locations and context 4

1.3.. Rationale and overall objective of the baseline study. 4

2.. GENERAL INFORMATION ON REQUEST FOR PROPOSALS. 5

2.1.. Process of Submission of Bids 6

2… Documents to submit 6

2.2.. Bid submission / identification form.. 6

2.3.. Deadline for submission. 6

2.4.. Modification and withdrawal of bids 6

2.5.. Signing of the contract 7

2.6.. Rights of SOS Children’s Villages: 7

2.7.. Evaluation of proposals 7

3.. TERMS OF REFERENCE. 8

3.1.. Tasks and Questions. 8

3.2.. Methodology. 8

3.3.. Expected deliverables. 8

3.4.. Qualification of the researcher / research team.. 9

3.5.. Logistical arrangements. 9

3.6.. Duration of the contract and terms of payment 10

3.7.. Notice of Delay. 10

3.8.. Copyright and other propriety rights. 10

3.9.. Termination. 11

1 Context and rationale

1.1 About SOS Children’s Villages

SOS Children’s Villages is a global federation of 136 national SOS Children’s Villages associations, working in more than 2000 programme locations worldwide. We work together with a single vision: every child belongs to a family and grows with love, respect and security.

SOS Children’s Villages in Somaliland is part of SOS Children’s Villages International, the umbrella organization to which all SOS Children’s Villages including SOS in Somaliland Association is affiliated. SOS Children’s Village in Somaliland is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and which has been in existence since 1999.

SOS Children’s Village in Somaliland is committed to the welfare of children who lost parental care or at risk of losing parental care – often ensuring that children grow up in a loving family environment, and to strengthening families and communities as a preventive measure in the fight against child abandonment and social neglect, and upholds child protection policy as part of their commitment to the protection of children and youth from abuse. Uniquely, we provide long-term, family-like care for children who have lost parental care (alternative care service), and we work with vulnerable families and communities to help strengthen them and prevent family separation (family strengthening service, FS). SOS alternative care is usually organised in the form of a cluster of SOS families, where each SOS parent cares for small group of children.

SOS Children’s Villages was established in Somaliland in 1999 and it started first operations in Sahil region. Currently, SOS Children’s Villages in Somaliland implements programs ranging from child care, child protection, youth empowerment and participation, education and emergency interventions. SOS Children’s Villages in Somaliland is operational in three regions of Somaliland: Awdal, Marodi-jeh and Sahil, and it had a good relationship with many stakeholders, including government institutions, local authorities at national, regional and district levels, INGOs, LNGOs and local communities, as well as other CSOs who are in and out of the operational area.**

1.2 Description of project locations and context

Somaliland is one of the Least Developed Countries (LCD) in the world. Over half of the population lives below the UN poverty line and has one of the highest youth unemployment rates where two out of three young people below the age 35 years are unemployed.

Somaliland has faced consecutive droughts in the past 5 years and the cyclone that hit in mid-2018 affected severely the livelihoods of the people living in the coastal area of Sahil and Awdal regions. With this protracted draughts as well as the effects of the cyclone, pastoralist and agro-pastoralist families lost their livestock, agricultural plots and shelter, and as a result of this, moved to urban areas. In addition, children under 5 years represent more than one-quarter of all those affected and are the most at risk of malnutrition and water and sanitation hygiene (WASH) related illnesses and other childhood diseases.

SOS Children’s villages in partnership with Dutch relief alliance (DRA) is implementing the Somali joint Response Programme (SOMJR) 2022 which will be operating in Marodi-Jeh, Sahil, Awdal and Togdher Regions, targeting the most vulnerable households, focusing on the following sectors and modalities: Water, Sanitation and Hygiene (WASH), Food Security and livelihood (Agricultural and Fisheries production, Food Distribution, IGA) Multipurpose Cash (MPC) and Protection. The project duration will be from January 2022 up to December 2022

1.3 Rationale and overall objective of the baseline study

The baseline study is to analyse the situation prior to the project implementation in the following study areas: Maroodi-Jeh Region (Malowle IDP, Qalah IDP, Nasahablod C IDP, Balligubadle District and Salahley District), Sahil Region (Mandhera IDP), Awdal Region (Borana town and Dila district) and Togdher region (Durdur IDP Camp-Burao) to provide baseline information against the indicators and become a benchmark for the project implementation.

This study is expected to meet the following objectives: –

• Create deep understanding of the magnitude and root causes of Social Problems and natural hazards of the study locations.
• Provide information on the socio-economic status (e.g. Poverty rates, Demographic data, and Marginalized groups).
• Assess the current situation of targeted vulnerable households to identify their basic needs, livelihood gaps and protection concerns in the following areas; Hygiene, Water and Sanitation (WASH), Resilience of the community, level of Gender Basic Violence (GBV), Agricultural practices, Fishing, and level of food consumptions.

Specific Objectives related to Emergency Response:

• Identify Food Security data including number, type and quality of meals per day in the target location?
• What were the sources of families’ food and income?
• Were the families’ consuming diverse food/dietary to be well nourished?
• Analyse the impact of food insecurity on the population’s nutritional status?
• Assess level of disaster Risk Reduction initiatives and community coping strategies in the communities and how effective they are to lead recovery?
• Identify effects of external shocks faced by the communities and their impact to their livelihoods (e.g. harvest, livestock, and pasture)?
• What are the main water sources in the target locations?
• Do the families have access to water and sanitation facilities?
• How much water is available per person per day?
• What are the sanitation practices (defecation, waste management and personal sanitation) in the community?
• What are the current or threatened water- and sanitation-related diseases?
• What are the protection concerns in the community?
• What special security risks exist for women and girls?

· How is the market access of fishery production in target areas?

· How is the level of agricultural production in the target communities?

· Identify recreational playgrounds (e.g. Child-Friendly Spaces) for children in the study area?

2 GENERAL INFORMATION ON REQUEST FOR PROPOSALS

The bidders are welcome to submit their proposal for a baseline study in Marodi-Jeh, Sahil, Togdher and Awdal regions in Somaliland. This bid is open to all national and international suppliers (independent consultants or companies) who are legally constituted and can provide the requested services. The bidder shall bear all costs of the bid; costs of a proposal cannot be included as a direct cost of the assignment. The proposal and all supplementary documents have to be submitted in English. Financial bid needs to be stated in USD.

2.1 Process of Submission of Bids

To facilitate the submission of proposals, the submission duly stamped and signed can be done electronically in PDF format and sent to hr@sos-somaliland.org Electronic submissions preferred.

The titles of submitted documents should clearly state “Technical proposal for baseline study in Marodi-Jeh, Sahil, Togdher and Awdal by the company/consultant title” and “**Financial Proposal for baseline study in Marodi-Jeh, Sahil, Togdher and Awdal by the company/consultant title**”. Please make sure that the technical and financial proposals are handed in separately (financial proposal to be submitted in a separate PDF file). During the process of evaluation, technical bids will be opened and evaluated first. The financial part of those proposals, which are shortlisted after evaluation of the technical proposal, will be opened in a second step.

2. Documents to submit

2.2 Bid submission / identification form

· Previous experience format

· Price schedule form (to be sealed in a closed envelope or a separate PDF file)

· Technical proposal

· CVs of the research team member(s) including current geographical location(s)

· Three references (at least two of them must be familiar with your work)

· An example of a recent/relevant evaluation report (if available for public use)

2.3 Deadline for submission

The proposal has to be received by latest on 25/01/2022, by the end of the day. Proposals received after the deadline will not be considered.

2.4 Modification and withdrawal of bids

Proposals may be withdrawn on written request prior to the closing date of this invitation. Any corrections or changes must be received prior to the closing date. Changes must be clearly stated in comparison with the original proposal. Failure to do so will be at bidder’s own risk and disadvantage.

2.5 Signing of the contract

SOS Children’s Villages in Somaliland will inform the successful bidder electronically and will send the contract form within 3 weeks after closure of the bid submission deadline. The successful bidder shall sign and date the contract, and return it to SOS Children’s Villages in Somaliland within seven calendar days of receipt of the contract. After the contract is signed by two parties, the successful bidder shall deliver the services in accordance with the delivery schedule outlined in the bid.**

2.6 Rights of SOS Children’s Villages:

• contact any or all references supplied by the bidder(s);
• request additional supporting or supplementary data (from the bidder(s));
• arrange interviews with the bidder(s);
• reject any or all proposals submitted;
• accept any proposals in whole or in part;
• negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);
• contract any number of candidates as required to achieve the overall evaluation objectives

2.7 Evaluation of proposals

After the opening, each proposal will be assessed first on its technical quality and compliance and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be considered for approval. The technical proposal is evaluated on the basis of its responsiveness to the Term of Reference (TOR). Bidders may additionally be requested to provide additional information (virtual presentation or phone interview) to SOS Children’s Villages in Somaliland on the proposed services.

3 TERMS OF REFERENCE

3.1 Tasks and Questions

The baseline study is an analysis of the situation prior to a project, against which progress can be assessed and comparisons made. The baseline study tests indicators listed in the Logical Framework regarding their validity, reliability, and data availability. In some cases, the baseline study report might suggest changing/refining indicators or adapting the source of verification within the Logical Framework, because it is not feasible to find reliable data for the originally proposed indicator. In addition to those minor changes, the baseline study should establish the starting indicator value so targets can be set and the source of verification can be tested to ensure it is reliable and data can be accessed or collected. A strong and accurate baseline is the starting point from which change can be measured during monitoring and evaluations.

Key Tasks:

1. Test indicators and their proposed sources of verification on availability and reliability
2. If necessary: suggest modification on either sources of verification or indicator definition / operationalisation (only in case of severe challenges in collecting reliable data)
3. Establish baseline indicator values for all indicators defined in the Logical Framework.
4. Provide a short report with recommendations and a narrative summary of the baseline findings.

3.2 Methodology

The data collection process is to be proposed by the consultant and should include e.g.: accessing existing data collection systems and existing reports such as the needs assessment; interviews with key stakeholders like representatives of the target group, community leaders and representatives of the Local Authority, accessing country statistics etc.. The technical proposal is expected to include a section on methodology.

3.3 Expected deliverables

• Documentation of activities (e.g. interviews) carried out
• Baseline study design and methodology in inception report
• First Draft of the final report in English.
• Presentation of preliminary results to SOS Children’s Villages in Somaliland Management (Face-to-Face).
• final report of the baseline study containing (see outline in the annex):

o Executive summary

o Methodology

o Recommendations on indicators and sources of verification

o Outcome of baseline study (table with baseline values)

o Narrative summary and recommendations

1. Timetable

Activities

Time frame

Location

Prepare Inception report

Hargeisa

Conduct data collection (interviews etc.) and Test indicators and sources of verification

Target locations defined in the TOR

Analyse data and prepare draft report

Hargeisa

Prepare final report and presentation

Hargeisa

3.4 Qualification of the researcher / research team

The researcher / team of researchers must have:

a) proven competency (record of previous experiences) in project/programme evaluations, including formative programme evaluations / baseline studies

b) a good understanding of development work in Somaliland

c) a good understanding of child rights and issues affecting vulnerable children and their families

d) proven experience in working with conceptual frameworks and data collection methods (including age appropriate data collection methods)

e) strong analytical and conceptual skills

f) excellent written communication skills

3.5 Logistical arrangements

The full coverage of costs of accommodation and transport of the study must be included into the price proposal.

SOS Staff will provide the contacts of the local communities of the study areas.

3.6 Duration of the contract and terms of payment

Payment will be made only upon SOS Children’s Villages acceptance of the work performed in accordance with the above described deliverables. The consultant will be paid by SOS Children’s Villages Somaliland as follows:

40% upon signing of the contract.

60% on completion of final report and acceptance of SOS Children’s Villages in Somaliland.

Duration of contract: the contract is effective from the moment it was signed until the acceptance of work by the SOS Children’s Villages in Somaliland.

3.7 Notice of Delay

Shall the successful bidder encounter delay in the performance of the contract which may be excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in Somaliland in writing about the causes of any such delays within one (1) week from the beginning of the delay.

After receipt of the Contractor’s notice of delay, SOS Children’s Villages in Somaliland shall analyse the facts and extent of delay, and extend time for performance when in its judgment the facts justify such an extension.

3.8 Copyright and other propriety rights

SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights including, but not limited to, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for SOS Children’s Villages under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for SOS Children’s Villages.

All materials: interviews, reports, recommendations, and all other data compiled by or received by the Contractor under the Contract shall be the property of SOS Children’s Villages in Somaliland and shall be treated as confidential, and shall be delivered only to SOS Children’s Villages authorized officials on completion of work under the Contract. The external consultant is obliged to hand over all raw data collected during the assessment to SOS Children’s Villages in Somaliland.

3.9 Termination

SOS Children’s Villages reserves the right to terminate without cause this Contract at any time upon forty-five (45) days prior written notice to the Contractor, in which case SOS Children’s Villages shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination.

SOS Children’s Villages reserves the right to terminate the contract without any financial obligations in case if the contractor is not meeting its obligations without any prior notice:

· agreed time schedule **

· withdrawal or replacement of key personal without obtaining written consent from SOS Children’s Villages in Somaliland

· The deliverables do not comply with requirements of ToR and research guide.

ANNEX

1. Bid submission / identification form

This bid form must be completed, signed and returned to SOS Children’s Villages. Bids have to reflect the instructions described in the Request for Proposal and Terms of Reference.

Any requests for information regarding this Request for Proposal shall be send to hr@sos-somaliland.org.

The Undersigned, having read the complete Request for Proposals including all attachments, hereby offers to supply the services specified in the schedule at the price indicated in the Price Schedule Form, in accordance with the Terms of Reference included in this document.

Offering service for: [insert organization and name].

Company/Institution Name/Individual’s Name**___**

1. Address, Country: __
2. Telephone: __ Fax _ Website**___**
3. Date of establishment (for companies): _
4. Name of Legal Representative (if applicable): _
5. Contact Person: _ E-mail: __
6. Type of Company: Ltd. Other _
7. Number of Staff: __
8. Subsidiaries in the region:

Indicate name of subsidiaries and address

a)**___**

b)**___**

c)**___**

Validity of Offer: valid until:**__**

Date

Signature and stamp

1. Previous experience form

N#

Description

(services and products provided to the clients relevant to the current RFP)

Client

Contact person/phone, e-mail address

Date of assignment

(from/to)

1. Price schedule form

The financial proposal needs to include all taxes.

Activity

Staff involved (indicate profile)

Number of persons

Number of days

Daily rate

Price (all incl.)

Percentage of total price

A

B

C

D=AxBxC

E=D/F

1

Preparation of data collection

2

Data collection

4

First draft of the final report

5

Final report

Total Price (F)

100%

Accommodation and local transportation to be covered by Member Association, not to be included into price proposal.

This proposal should be authorized, signed and stamped

(Name of Organisation)

Name of representative

Address:

Telephone/Fax/E-mail:

1. Technical proposal (guideline)

Name of Organisation/Firm/Independent Consultant

Name of contact person for this proposal (for organisation/firm)

Address:

Phone/Fax:

E-mail:

The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below.

1. Quality and Relevance of Technical Proposal

· Describe all actions related to defining data collection methodology and conducting the baseline study

· Realistic work plan with time lines in accordance with ToR

· Detailed quality assurance process for data collection and analysis

2. Qualification and expertise of or organisation/team of consultants/consultant submitting proposal

· Reputation of firm/organisation and staff and individual consultant/s (competence and reliability) in carrying out evaluations

· Relevance of:

• Specialized knowledge
• Proven expertise in carrying out formative evaluations

· CVs for key staff

1. STRUCTURE FOR BASELINE STUDY REPORT

The final baseline study report should be based on the proposed outline:

COVER PAGE (1 page)

[The cover page of the report must include the name of the SOS Member Association, programme location, country and date.]

EXECUTIVE SUMMARY (1 page, main findings)

1. INTRODUCTION AND METHODOLOGY (1 page)

1.1 Short description of programme location

1.2 Description of the objectives

1.3 Methodology: description of the overall assessment process, research team, and methodology

2. BASELINE STUDY RESULTS (2 pages)

2.1 Recommendations on indicators and sources of verification

2.2 Outcome of baseline study (table with baseline values)

3. NARRATIVE SUMMARY AND RECOMMENDATIONS (3-5 pages)

[Analyse the main findings and give recommendations on indicators, data collection tools, reliability and validity of information]

3.10