Terms of Reference (TOR) for a Monitoring, Evaluation, and Learning (MEL) Consultant

Introduction

Water For People has secured funds from USAID to finance the WASH Response to Marburg Virus Disease (MVD) Outbreak Project, a 6-month Rwanda Water, Sanitation, and Hygiene (WASH) activity. The activity is being executed under the existing project Isoko y’ Ubuzima, executed by a consortium led by Water for People. It includes IRC, CARE International, VEI, and a local African Evangelistic Enterprise (AEE) partner in Rwanda. The project will operate in 9 districts: Gasabo, Kicukiro, Nyarugenge, Kayonza, Nyagatare, Gatsibo, Nyanza, Kamonyi, and Ngororero.

The overall goal of this MVD WASH Response Project is to contribute to national efforts to prevent the transmission of MVD through enhanced WASH services in health facilities and public places. This will be achieved through three specific objectives as follows:

• Improve WASH services in health facilities and public places through the construction and/or repair of existing WASH facilities.
• Promote handwashing practices in health facilities and public places through social and behavior change (SBC) strategies.
• Support the development of a sustainable management framework for WASH facilities in health facilities and public places.

Objective of the Consultancy

The objective of this consultancy is to support Water for People in managing the full data processing cycle for the MVD project. The consultant will be responsible for developing a monitoring and evaluation framework for the MVD WASH response plan, propose tools for data collection, undertaking data collection for baseline and endline surveys, cleaning, structuring, analysing, and reporting, contributing to project assessment, monitoring, evaluation, learning, and strategic planning.

Scope of Work

Designing Data Collection Tools and Methodologies:

• Develop a monitoring and evaluation framework for the MVD WASH response plan
• Develop data collection instruments (including surveys, questionnaires, interview guides, focus group discussion protocols, and customize the WASHFIT for health facilities data).
• Determine appropriate data collection methodologies (qualitative, quantitative, or mixed methods).
• Ensure data quality, ethical considerations, and data security protocols.
• Set up or improve data management systems, including data entry, storage, cleaning, and analysis procedures.

Data Collection:

Collect the data for the baseline and final evaluation on fields at health care facilities and public places (bus stations, markets, and border posts).

The data shall be collected for all health facilities, bus stations, markets and border posts. The sampling system is not allowed.

Oversee and manage the data collection process in the field, ensuring adherence to the agreed methodology and timelines.

Implement quality control measures to ensure the accuracy and completeness of the collected data.

Data Entry and Management:

• Establish a robust system for data entry, cleaning, and management.
• Utilize appropriate software or tools for data entry and storage (e.g., spreadsheets, databases).
• Ensure data security and confidentiality.

Data Analysis:

• Conduct thorough quantitative and qualitative data analysis using appropriate statistical methods and analytical techniques.
• Analyze the collected data to establish baseline values for the key performance indicators.
• Identify key trends, patterns, and disparities related to WASH access, practices, and behaviors.

Conducting Monitoring Activities:

• Develop monitoring schedules and processes to track project/program progress against agreed indicators and targets.
• Provide guidance and support to project/program staff on data collection and monitoring activities.
• Conduct field visits for data verification and quality assurance.

Conducting Evaluations:

• Design and implement baseline and end-of-project/program evaluations.
• Develop evaluation methodologies, including sampling strategies and data analysis plans.
• Conduct data analysis and interpretation to generate findings and recommendations.

Facilitating Learning and Knowledge Sharing:

• Establish mechanisms for capturing, documenting, and disseminating lessons learned and best practices.
• Organize learning events, workshops, or platforms for stakeholders to share M&E findings and insights.
• Support the use of M&E data for adaptive management and decision-making.
• Work with the communication and project technical team to generate success stories and document project best practices and achievements

Reporting:

• Prepare a comprehensive baseline report that presents the findings, including descriptive statistics, disaggregated data (by sex, age, location, etc.), and relevant qualitative information.
• Include clear tables, charts, and graphs to illustrate the baseline data.
• Provide a summary of key findings, conclusions, and recommendations for the project implementation team.
• Present the findings to relevant stakeholders (if required).
• Prepare a final evaluation report clearly and concisely.
• Develop data visualization products (e.g., dashboards, infographics) to communicate M&E findings effectively.

Deliverables

 The outputs are expected from the consultant. These should be specific, measurable, achievable, relevant, and time-bound (SMART). These should include:

• Inception Report: Detailing the consultant's understanding of the TOR, proposed methodology, work plan, and timelines.
• Cleaned and Verified Baseline Data Set: In a specified electronic format (e.g., CSV, Excel).
• Comprehensive draft Baseline Report: Including an executive summary, methodology, key findings (disaggregated data), conclusions, and recommendations.
• Comprehensive final Baseline Report: Including an executive summary, methodology, key findings (disaggregated data), conclusions, and recommendations
• Electronic data collection system for the MVD project containing relevant assessments and other routine data collection tools
• Data analysis reports relevant to specific project assessments
• monitoring and evaluation framework for the MVD WASH response plan
• MVD project data dashboards
• Production of at least one MVD project-related success story for each component of the project
• Comprehensive draft final evaluation Report: Including an executive summary, methodology, key findings (disaggregated data), conclusions, and recommendations.
• Comprehensive final evaluation Report: Including an executive summary, methodology, key findings (disaggregated data), conclusions, and recommendations

All reports must be submitted in an electronic file and 2 printed copies per district. The report must include a cover page, the main document, and all annexes.

Timeline:

The assignment is expected to be conducted on a framework contractual basis, open for the duration of the MVD implementation timeline. However, the consultant is expected to provide periodic level of effort as required by the project. The total level of effort is estimated to 45 days over the duration of the project. The consultant will report to the Marburg response project manager and will work closely with the Isoko y’Ubuzima MEL team.

The 45 days are distributed over the duration of the project as follows:

• An inception report: 5 days
• Data collection for baseline study: 10 days
• Draft baseline report with Cleaned and Verified Baseline Data Set: 5 days
• Final baseline report: 5 days
• Data collection for final report: 10 days
• Draft evaluation report: 5 days
• Final evaluation report: 5 days

Required Qualifications and Experience:

• Minimum of a bachelor’s degree in social sciences, Applied statistics, Development studies, or Research studies with a development bias or any related field (Any degree from foreign countries must be accompanied by a notarized equivalence certificate provided by the Higher Education Council)
• Previous experience in monitoring and evaluation
• At least 5 years of experience with different monitoring tools for survey design and data collection, management, and analysis.
• Knowledge and understanding of qualitative and quantitative research/evaluation methodologies and strong analytical skills.
• Strong writing skills, including experience in producing reports and other informational documents.
• Proven ability to present monitoring data and survey findings clearly
• Computer proficiency with MS Office Access, Project, PowerPoint, etc., and expertise in Excel
• Experience with Statistical Programs (e.g., STRATA, SAS, SPSS)
• Proven knowledge of Data Management methods and applications
• An ability to write clear and concise reports, good spoken and written English.
• Good knowledge of communication techniques and ability to develop and deliver effective presentations

Evaluation criteria

The evaluation will be based on both technical and financial proposals as follows.

Technical proposal

• Experience of the consultant to conduct an assessment study or baseline at the starting phase of the project and a final evaluation of the project: CV, academic qualification, and the previous three completion certificates (40pts)
• Understanding the ToR and methodology to be used (30pts)
• Skills in statistical programs (e.g., STRATA, SAS, SPSS) (10pts)
• Previous experience working for WASH projects (10pts)
• Experience in conducting health data analytics and data visualization, including designing health-related data dashboards and leading data review meetings (10pts)
• Note: Candidates who successfully pass the technical evaluation will be required to deliver a practical demonstration of their proficiency in statistical software (e.g., STRATA, SAS, SPSS).

Financial proposal

• From the technical evaluation, the financial proposal of consultants who obtained at least 80% will be evaluated, and the consultant with the lowest financial offer will be selected.
• The consultant will submit a separate detailed financial bid detailing costs in man-days. All costs must be all taxes inclusive and must be in Rwandan Francs.
• Note that Water For People will cover all costs related to allowances to participants in meetings/workshops.

Rights reserved

a) Water For People reserves the right to cancel the entire procurement process without incurring any liability whatsoever.

b) Water For People reserves the right to amend any segment of the RFP before the announcement of selected candidates.

c) Water For People also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in WFP’s best interest to do so.

d) Water For People also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.

e) Water For People reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid the compromise of the process

Other provisions

The selected consultant will be contractually required to comply with Water For People’s Vendor Code of Conduct https://www.waterforpeople.org/Vendor-Code-of-Conduct and will be required to deliver a Conflict-of-Interest Certificate before execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives, including past, current, or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest, it will result in the disqualification of the selected proposer.

Application Process

Interested consultants are requested to submit electronically their application files no later than May 07, 2025, with the following subject: "Consultancy services for Monitoring, Evaluation, and Learning (MEL)" to the following e-mail address: rwprocurement@waterforpeople.org.