arche noVa is an international aid organization based in Dresden, Germany. Ever since our inception in 1992, arche noVa has been supporting people who live in unstable environments, caused by crisis, conflicts or natural disasters. Whether in rapid-response emergency aid missions, rehabilitation / reconstruction projects or long-term development cooperation projects, arche noVa works with local partners and involves the beneficiaries from the start, always following the organization ́s fundamental principle: helping people to help themselves.
arche noVa’s main sectoral focus is WASH. We have extensive experience in diverse operational environments and have developed numerous customized solutions for urban and rural water systems. Even though WASH is our main expertise, arche noVa also work in various other sectors, such as education, food security, medical services and DRR. For detailed information on projects and approach, please visit our website www.arche-nova.org.
Arche noVa has been active in Syria and scaling up since 2012. Projects have primarily focused on the North West (Aleppo and Idleb governorates) and since 2019 as well in NES. However arche noVa has also been involved in emergency responses to flash displacements in Afrin, Kobane, Hama and Rural Damascus.
Arche noVa is currently looking for the acquisition of external evaluation service.
1. General remarks and special condition
The required service must be in accordance to our specification mentioned in the attached Terms of Reference.
2. Specification / Quantity
The scope of the service as per attached terms of reference.
3. Service provision conditions
As per attached terms of reference.
4. Service provision schedule
As per attached terms of reference.
5. Cost
The costs for the end-term Evaluation is fixed to a maximum of 27.000 EUR.
The offer shall contain a statement whether the offer is subject to Value Added Tax according to German law or not.
6. Ordering Party
arche noVa e.V.
Weisseritzstrasse 3/ 01067 Dresden/ Germany
7. Documents
Following documents must be submitted before tender closing date:
· Written quotation in EUR currency on a letter headed paper (duly stamped and signed in a PDF format)
· Company registration and copy of VAT (PDF format) when available.
· Company profile (PDF format)
· Technical Proposal (PDF format)
· Reference list (PDF format)
· Example or evidence of similar work (PDF format)
· Providing profiles of evaluation team (PDF format)
8. Payment Conditions
The order sum can be subdivided into partial payments according to the required reports as following:
- 20 % after approval of the inception report
- 50 % after acceptation of first deliveries / progress report
- 30 % after approval of the final report
9. Selection Criteria
Note: Tenderers not providing the requested quotation duly signed and stamped together with documentation as requested and listed in article “7. Documents” will be excluded from this competition.
Arche noVa will select quotations based on criteria listed below:
Criteria 1: Quality of the proposal and expected report – Score: 30
Criteria 2: Relevant experience and references: providing samples of reports that has been done in similar contexts – Score: 20
Criteria 3: Capability: providing profiles of personnel who will be involved in the evaluation. – Score: 15
Criteria 4: Proposed Methodology, appropriate to the circumstances – Score:15
Criteria 5: Proposed timetable: adequate work plan to reflect tasks mentioned in the ToR – Score: 10
Criteria 6: Cost efficiency – Score: 10
10. Penalties, nonconforming goods or services, shortfalls
(1) The evaluator shall be liable according to statutory legal provisions, especially for its own negligent breach of duty and negligent breach of duty by its legal representatives or vicarious agents.
(2) The evaluator recognizes that the Contract concerns the provision of Services where “time is of the essence” and that failure to provide the Services by the scheduled date(s) or in accordance the Contract may cause irreparable harm to Arche noVa.
(3) Arche noVa will withhold payments to the evaluator if the evaluator fails deliver the agreed documents in the agreed quality.
Terms of Reference for Evaluation
1. Introduction
Project Title:
- Humanitarian assistance for communities and IDPs affected by the civil war in the provinces of Aleppo and Idlib in Syria
Implementing Organisation:
- arche noVa
Project Overall Objective:
- Improvement of the living situation of Syrian civil war victims
- The objective of the project is to provide life-saving assistance to civil war affected people in the provinces of Aleppo and Idlib for a survival with dignity and in security.
Project Duration:
- 01.01.2019 – 31.12.2020
Project Donor:
- The German Federal Foreign Office (Auswaertiges Amt)
2. Description of project activities:
Since the start of project on 01/01/2019, the implemented activities include:
Aid distributions in Jebel Saman & Atareb subdistricts and Idleb District:
- Distribution of Bread in two rounds:
- Distribution of Food parcels in two rounds:
- Distribution of Hygiene Kits in two rounds:
- Distribution of NFIs in one round:
- Distribution of Winterization in one round:
WASH in (Maaret Tamsrin and Teftnaz)
- Water trucking for IDPs and new arrivals in 5 camps and informal settlements.
- Solid waste removal for IDPs and new arrivals in 4 camps and informal settlements.
- Desludging trucks for IDPs and new arrivals in 4 camps and informal settlements.
- Latrines building for IDPs and new arrivals in 4 camps and informal settlements.
- Water tanks distribution for IDPs and new arrivals in 5 camps and informal settlements.
Shelter rehabilitation
- Shelter houses for IDPs and new arrivals in 5 communities.
Notes:
- Some locations are not accessible anymore.
- Arche noVa will be available for feedback and support throughout all stages of the project evaluation process.
- Arche noVa will ensure necessary coordination between the evaluation team and the implementing team to carry out required tasks appropriately during the course of the operation.
- The evaluation team will make sure not to hinder the operational activities of the implementing team while carrying out the evaluation tasks.
3. Evaluation purpose:**
Main purpose of the evaluation is it to verify the achieved results of the project against the purpose of the project proposal and intervention Matrix. Special focus should be on the methods used for implementation in order to reach targeted beneficiaries. The evaluation should also provide advice how people in need could be reached more effectively and effectively under given circumstances.
4. Scope of evaluation
The evaluation shall cover activities in the field (NWS) over the entire project period, between 01.01.2019 and the time of evaluation and in all accessible locations in an appropriate way.
The evaluation shall cover following components and topics:
A. Beneficiaries
B. Aid delivery
C. WASH project implementation
D. Shelter rehabilitation
E. Procurement methods
F. Financial transactions
G. Local procurements
H. Coordination with other Humanitarian Aid actors
I. Compliance with Humanitarian Principles
5. Users of the evaluation
User of this evaluation will be
- Primary User: Arche noVa
- Project team in field
- Head of Mission (HoM)
- Program Management at HQ level
- Secondary User: Donor
6. Evaluation methods
The evaluation team designs an adequate process and methodological approach for the evaluation. The evaluation team should propose proper sampling to cover the components of the evaluation tasks. In general, participatory methods that include the project’s target group, a mix of quantitative and qualitative methods, triangulation of findings and a gender sensitive/special needs approach are recommended. A critical assessment and discussion of the project’s strengths and challenges is welcome. Arche noVa is ready to learn from challenges mistakes. Recommendation should be included in the evaluation report. The study design should follow international standards concerning accuracy and reliability of data. The evaluation shall include onsite visits in an appropriate way.
7. Deliveries:
The evaluation team will be expected to submit the following documents:
1- Inception report: This should include amongst others, the data collection and analysis methodologies, the selection of enumerators, tools proposed, and the respective timetable to achieve the objectives. It should include descriptions of checklists, questionnaires and reporting formats.
2- Progress report: This should be issued at the end of data collection for first component. This is a brief report that describes details and observations of the evaluation team during the implementation of the activities in addition to any issues/challenges that may affect the data quality and analysis, and hence the result of the evaluation..
3- Draft evaluation report: This should include
a. the executive summary,
b. description of methodology,
c. limitations, challenges faced,
d. findings,
e. recommendations and
f. conclusions.
4- The evaluation team should support the analysis of project’s achievements with relevant data and state how this has been sourced. It should also include the terms of reference, data collection tools and references.
5- Presentation/workshop: Before the final report is issued, the evaluation team should participate in a presentation/workshop to arche noVa. The aim of this presentation/workshop is to receive feedback/clarifications/explanations on findings and preliminary conclusions and recommendations. The presentation/workshop will focus also on lessons learnt and good practices for future programming.
6- Final report: The final report is to be submitted after feedback has been received and integrated into the draft report. Further, the evaluation team should provide all of the data collection in the form of Excel sheet.
8. Resources
Following resources will be provided:
a. Project proposal
b. Logframe
c. M&E reports
d. Mid-term evaluatoin
e. Interim reports to donor
f. Organisatonal documents
g. Others
9. Adaptation of OECD/DAC criteria for the deliveries:
For the evaluation tasks stated above, the team is adviced to adapt the OECD/DAC criteria of relevance, effectiveness, efficiency, impact and sustainability. The evaluation tasks will focus on the impact of project components and can be developed around the following key questions:
A. Relevance:
- To what extent is the project suited to the priorities and needs of the target groups.
- To what extent is the project suited to the context.
- To what extent has the project been successful in adapting to the changing context in Syria?
B. Effectiveness:
- To what extent has the project achieved its stated project objective and outcomes?
C. Efficiency:
- To what extent has the project been implemented in the most efficient way (time, materials, resources)?
- To what extent have the gender, special needs and vulnerability considerations been mainstreamed into activities?
D. Impact and sustainability:
- What were the positive and negative changes produced by the project, directly or indirectly, intended or unintended?
- What recommendations for future programs can be made on the basis of the “lessons learnt” and “good practices?”
- What were the main challenges during the implementation of the project?
- What were the integrated outcomes of implementing the whole of the project different activities in the targeted location, taking into account the extended duration of Arche noVa intervention in these areas?
10. Timetable of the evaluation:
The final evaluation report should be available latest until 15. December 2020.
The evaluator is requested to fill-in the table below, lisiting suggested dates for each milestone of the evaluation as below (the content can be adjusted according to the plannings):
Tasks_Date of the task
Kick-off meeting: Receive available project documentation, breifing on project, agree on how to move forward based on the methodology.
Desk Review: Review project documentation including Bill of Quantities, proposals, budgets, log frames and progress reports.
Inception report:
Data collection for the fist component: Data collection as per agreed methodology, tools and timetable.
Evaluation progress report:
Data collection for the second component: Data collection as per agreed methodology, tools and timetable.
Data analysis: Data cleaning and analysis
Draft report:
Presentation/workshop:
Final report:
**
11. Technical proposal for the evaluation tasks:
The evaluation team should present the technical proposal reflecting the evaluation tasks, which will include (at least):
A. Methodology:
- Type of study design
- Sampling technique
- Data collection technique
- Methods of data compilation, analyzing and interpreting
B. Understanding of the ToR
C. Organizational experience and capacity to fulfil the evaluation tasks
D. Composition of the whole evaluation team including enumerators and field supervisors.
E. Timetable for the evaluation tasks.
F. The physical input (e.g. computer, printer, fax, telephone and internet access) which would be used by the team.
12. Profile of the evaluation team:
The profile of the desired team memebers should inculde:
- Excellent command of English, and fluency in Arabic.
- Relevant experience in conducting evaluations of similar projects (the team should provide samples of previous evaluation reports).
- Previous expierence and awareness of project cycle management.
- The evaluation team should be familiar with the Humanitarian context.
- In depth experience and knowledge about the contexts in the targeted areas.
Relevant evaluation experience (the team should provide the previous evaluation reports)
How to apply
- Quotations must be sent by email in PDF format not later than the 05/09/2020, 12.00 German time, to the following email address:[email protected] with reference: Tender AN Syria Project NW External Evaluation
- Please contact us to receive the annexes (Evaluator Qualification Form and Code of conduct) or for further questions.
- To help us track our procurement effort, please indicate in your email where(vacanciesinturkey.com) you saw this tender/procurement notice.