Invitation for Consultancy Service of Third Party Monitoring

INVITATION TO BID FOR CONSULTANCY SERVICE OF THIRD PARTY MONITORING

CARE International in Turkey is a non-profit, non-governmental organization that has been operating in Gaziantep, Turkey since 2013, providing much needed aid and support to the Syrian refugee population, through funds provided by various governments and other donors. CARE International in Turkey has been providing emergency relief assistance (Food or Non-Food Commodities) to the Syrian refugee population over the past 5/6 years procuring from Turkey. CARE Turkey now solicits invitations from reputable vendors/suppliers who are able to provide service for Third Party Monitoring, if your company is interested in provide to these service please read the Terms and Conditionsoutlined in Part-I below.

In addition to the above, please complete the attached Price Schedules (Part-II) which should be submitted to CARE International in Turkey office no later than 17:00 hrs. 30. October.2019.  This Part-II (Price Schedule) should be signed by the concerned and delivered in a sealed and stamped envelope to the offices of CARE Turkey at the address indicated above and should be marked “Invitation for Consultancy Service of Third Party Monitoring “. Electronic submissions are not acceptable.

PART – I

Terms of Reference

Third Party Monitoring of CARE North Syria response to Syria crisis

October 2019

1.     Introduction

• Background

CARE International in Turkey (CARE) is providing cross-border humanitarian assistance to people affected by the Syria crisis. For the implementation of its programs, CARE works through Syrian partner organizations, and does not have its own staff inside Syria, meaning that the programs are remotely managed from Turkey. This focus on partnership allows CARE both to access hard-to-reach and relatively underserved areas, and to contribute to capacity development of (future) Syrian civil society actors. CARE’s response in Northern Syria is mainly focused on livelihoods, WASH, Protection and basic needs. For the effective monitoring of its remotely managed activities, as well as for ensuring accountability towards intended beneficiaries, CARE develops tailored Monitoring, Evaluation, Accountability & Learning (MEAL) plans with each of its implementing partners. Through these plans, CARE and its partners agree on the appropriate tools, mechanisms and approaches to ensure progress is tracked, challenges are identified in a timely manner, and that accountability, both to donors and to affected communities, is a top priority. An important component of these MEAL plans is the practice of third party monitoring and verification, in which real-time monitoring and verification activities are sub-contracted to independent organizations that combine a strong network within Syria, access to project implementation areas and reach indented beneficiaries, and a proven track record in independent research and methodological rigor.

The project seeking the third party monitoring services is funded by FFP. CARE Turkey received funding for Food Security and livelihoods and basic needs support to implement projects in Northern Syria. The activities under this grant will be done through four partners in order to deliver aids in three modalities cash, vouchers and in kind in addition to bread and wheat value chain support to the most vulnerable people between Idleb and Aleppo governorates.

2.     Scope of Work

2.1.   Goals and Objectives of the assignment

 

Goal: The main goal of this Third Party Monitoring exercise is to produce credible and reliable findings about the quality of the response and implementation of field level program activities by meeting program quality and accountability standards.

TPM Objectives:

1. Assess the appropriateness of targeting strategies, beneficiary selection processes and project implementation approaches, providing verification of project activities and results.
2. Assess beneficiary satisfaction levels with the quality of goods and services and the effectiveness of accountability (feedback and transparency) mechanisms.
3. Assess the quality of the implementation and provide programmatic and operational recommendations to improve CARE’s programming strategies, approaches and partnerships inside Syria.

• Monitoring Scope

CARE is looking to contract monitoring services specifically for FFP grant which is 8 months’ program finishing by the end of June 2020. CARE implements this project through 4 different partners covering the following sectors (food security, Emergency Rapid Response and livelihoods), covering many locations between Idlib and Aleppo governorates.

2.2.1 FFP Project summary:

Project Objectives:

Result 01: Vulnerable households within targeted communities are provided with emergency food assistance enabling them to meet their essential needs (One off)

Result 02: Vulnerable households within targeted communities are provided with cash/vouchers for food enabling them to meet their essential food needs (Multi round)

Result 03: Targeted communities are supported with bread value chain interventions to restore household incomes and improve food security.

Key activities:

 

1. Distribution of food, cash and voucher for vulnerable households in north West Syria (One off & Multi-rounds)
2. Purchasing of harvested wheat from DFID Y3 pre-targeted 3000 farmers: purchase an average of four wheat bags (400kg) per farmer from over 3500 farmers who have cultivated wheat from the distributed inputs, total of over 1200 metric tons of wheat.
3. Flour distribution to pre-selected private local bakeries: 960 MT wheat will then be delivered to mills to process into flour at an average production of 80% (each 1 MT of wheat gives 0.8 MT of flour).
4. 75000 bread bags produced and sold from bakeries using flour produced under the project: On average the weight of one bag between 0.8-1.4 KG, so estimated 90 MT of Flour gives 1056 MT Bread, 1056/0.0014= 754,286 Bread Bag.
5. Implementing 7 infrastructure re-habitation projects of Wheat Value chain (mills, silos, bakeries).

 

2.2.2 FFP Scope of work:

Key activity to monitor	Target Beneficiaries	Duration	Locations/sites to be covered by 3PM	Monitoring Methods	# of sample to be covered  by 3PM	Measurement of Unit
Distribution of cash for food	2000 households	Multiple rounds for same beneficiaries	Idleb (Dana)	Distribution Monitoring	30 days in total	Day
				Post Distribution Monitoring	300 Household	Survey
Distribution of cash for food	2000 households	Multiple rounds for same beneficiaries	Aleppo (Al-Bab & Jarablus)	Distribution Monitoring	30 days in total	Day
				Post Distribution Monitoring	300 Household	Survey
Distribution of Food items (in-kind)	3500 households	One off Distribution	Idleb and Aleppo	Distribution Monitoring	10 days in total	Day
				Post Distribution Monitoring	100 Household	Survey
Bread distribution	1000,050	7th of November. 2019 to 1stof Feb. 2020	Aleppo- Al-bab	Bread quality survey	400 households	Survey
Wheat value chain infrastructure rehabilitation	7 projects	7th of November		Pre/post activities Monitoring	7 days in total	Day
	7 projects	15th  of November 2019		Post-activities Monitoring	7 days in total	Day

 

CARE is primarily looking for organizations who already have a presence in Idleb and Aleppo who can mobilize field teams to offer services during the period of November 2019 – July 2020 to manage the monitoring requirements for (FFP) program activities.  CARE will cover operational costs to the extent reasonable and proportionate to activity costs as per the table above.

As all of CARE’s programming activities are carried out in a high-risk and extremely fluid operating environment, CARE frequently has to adapt its programming to changing realities, which can affect the nature, timing and geographic location of these activities. Therefore, CARE expects a greater flexibility from third party monitors in adopting to changing scope of work during the assignment period.

CARE expects above monitoring scope to be performed from November until maximum June 2020. At the end of full data collection, analysis will be followed by a comprehensive report and a debriefing session to CARE and implementing partners. In addition, an observation report/update (weekly) is required by the third party monitoring to share key observations immediately for corrective actions. Finally, we strongly welcome innovative approaches and visual appealing products to present data, findings and recommendations.

CARE will provide the third party monitoring with all the monitoring tools required to complete the monitoring visits, the third party monitoring will not be requested to develop monitoring tools for the above mentioned SoWs, but CARE might occasionally ask the third party monitoring company to support in tools revision and finalization.

• Ethical Considerations

The precarious security situation and challenges of accessibility should not hinder the full consideration of ethical principles of such a study. Therefore, it is the responsibility of the contracted third party monitor to make sure all respondents and stakeholders participating in the monitoring activities do so voluntarily. This is through obtaining written or verbal informed consent from participants before commencing the interviews as well as at the end of the interviews.

The security of the respondents and on-the-ground enumerators should be taken into account at all times particularly during data collection. Names or details of respondents must be confidential and protected. “Do No Harm” principles should be respected during and following the implementation of this ToR. Permission for the use of any visuals or personal details must be obtained, and the contractor is responsible for anonymising data collected to protect the individuals interviewed. All staff and volunteers involved in third party monitoring activities have the responsibility to report incidents of Sexual Exploitation and Abuse during field monitoring to CARE focal point with immediate effect.

• Data analysis and reporting:

below are the areas that CARE is expecting he successful TPM agency to take into consideration for data analysis and reporting:

• All monitoring reports should contain sex and age disaggregated data per each activity and sex- and age-disaggregated data are analysed
• Monitoring reports must highlight the progress made by CARE/implementing partners in achieving the program objectives
• Analysis of Inclusion of people with disabilities is required
• Monthly and final repots should be disaggregated by implementing partner
• Monitoring report should raise all internal or external factors that affect/might affect CARE’s program
• Field monitors should provide specific attention to partner’s accountability mechanism at the field, results should be reflected in monitoring reports

3. Key deliverables and activities

The successful applicant will be responsible for the following key activities and deliverables:

1. Inception report including top level information on data collection and sampling methodology per proposed monitoring activity, data protection protocol, and top level work plan, and data quality insurance, Etc.
2. Weekly updates email on the status/progress of each program monitoring activities.
3. Live work plan (online) per program for the contracted period with details of types of monitoring activities, samples (male/female) staff (male/female), locations and timeframe to complete each activity.
4. Relevant ‘flash reports’ communicating “Red flags” at a real-time frequency (max 24 hours) after data collection.
5. Monthly reports per program (by the 5^th of each month) highlighting the results of the monitoring activities performed during the period of the previous month including comprehensive analysis for the monitoring data, followed by debrief session for CARE and the implementing partner.
6. Final overall comprehensive monitoring reports (per partner) segregated by activity with consolidation of key findings and concrete, practical recommendations.
7. Final debrief and presentation of overall findings and recommendations per program.
8. Final data collection tools (in Arabic & English), raw data and field photos organized by program/MEAL activity.

 

4. Proposal details, selection criteria and submission

Parties are requested to submit the following documentation to CARE International in Turkey (address below) no later than 30^th October 2019:

• Technical proposal including proposed methodology and approach (maximum 8 pages)
• Short biography of key personnel on the proposed monitoring team (maximum 3 pages)
• Cost proposal for direct and indirect cost as per CARE budget template

 

Applications will be assessed against the following selection criteria

• Relevant skills and previous research, monitoring & evaluation experience in Syria
• Proven track-record in independent research and methodological rigor specially for protection related activities
• Appropriateness of proposed methodology and its correspondence to these Terms of Reference
• Attention given to gender considerations and the specific needs of women, men, boys and girls

 

• Access to trained enumerator network inside Syria with relevant experience (particularly in the North) and gender balance teams to carry out third party monitoring activities at the field
• Value for money and demonstrated cost effectiveness in the cost proposal
• Expertise with regard to (monitoring/evaluating) protection outreach, protection monitoring, protection mainstreaming and basic needs support projects. Sensitivity on Prevention of Sexual Exploitation and Abuse related issues
• Well trained female and male staff with strong communication skills and protection expertise for leading FGDs and KIIs.

 

Applications may be submitted no later than by 30^th of October 2019 to:

CARE International office in Gaziantep Turkey to the below address:  Emek mah. Ibrahimli Yolu cad. No 13/B

 

In the event of any query relating to the tender, please email to   [email protected] until 23/10/2019.

• If you wish to apply for or  contact us about this tender, please specify that you saw it on vacanciesinturkey.com

Please download Part II from website

By signing below, you confirm that the information you have provided is correct and true to the best of your knowledge.

Signature: _________________________________

Name:      _________________________________

Title/Position: ______________________________

Date:   ___________________________________

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