Tender/Procurement: Emergency Scale-Up Programme in Idleb, North West Syria

1.   Background Information

Since April 2019 hostilities in northern Hama, southern Idleb and western Aleppo governorates have increased between the Government of Syria (GoS) and allied forces and non-state armed groups (NSAGs). The toll of the conflict on civilians living in North-West Syria has been signficant with hundreds of thousands of people displaced and disruption of the provision of basic services. The humanitarian impact of airstrikes and shelling on civilians, particularly those reported in densely-populated areas, continue to compound an already dire humanitarian situation. Civilian infrastructure, including schools and hospitals, continue to be damaged or rendered inoperable across northern Hama and southern Idleb governorates.

Between April and May 2019, more than 300,000 displacements from northern Hama and southern Idleb governorates have been recorded, with the vast majority displaced within Idleb Governorate. Newly displaced individuals moved to areas that are already densely-populated, such as the Dana sub-district, putting humanitarian operations that are already at or above capacity under considerable strain.

In response to the growing emergency, World Vision Syria developed a multi-sectoral programme to scale up emergency activities in Idleb Governorate. The response is comprised of several projects funded by different donors. The focus of the required third party monitoring, will cover two discreet projects, one funded through Dutch Relief Alliance (DRA) and one funded through private funds both implemented in Idleb. Both projects are implemented through World Vision’s local partners.

2.    Project Description

The project funded through DRA was designed to strengthen access to basic safe and dignified shelter solutions to newly displaced households through distribution of tents and emergency shelter kits. In addition to strengthen access to safe clean and functional excreta disposal facilities, sufficient and safe water and improved hygiene conditions through  emergency latrine installation, O&M support to a water station, distribution of hygiene kits, aquatabs and hygiene promotion activities in 3 locations in Idleb. The project started on 25th June 2019 and will run to 25th December 2019.

The project funded through private funding is an integrated emergency health and protection project with the following objectives:

  • Outcome 1: Essential emergency and routine critical health services provided to the most vulnerable:
  • Outcome 2: Targeted communities have improved coping mechanisms and access to support through the delivery of protection services, including specialized child protection (CP) and gender-based violence (GBV), provided by trained protection teams

Under the first outcome mobile medical outreach units (MMU) and one PHC in Kafr Taal are supported to provide essential health services to newly displaced. The project supports 2 Community Health Workers (CHW) per MMU to support outreach work. The CHWs will work in partnership with the Protection Outreach teams who will provide protection support to the same communities. The project also supports a rapid response emergency transport (RRET) referral unit. Under the second outcome CHW’s are provided with capacity building on key protection and GBV concepts. In addition, each  MMU has two female protection staff (outreach workers) to support safe referrals for survivors and provide psychological first aid (PFA), focused individual Psychosocial Support (PSS) and case management services as needed. In addition, GBV awareness sessions are delivered at community level. In addition to the integrated health and protection services in health facilities the project aims to establish a women and girls safe space in Hazano to provide specialized child protection services and PSS activities for adults as well as providing support for non-specialized referrals and case management services.


The project began implementation on 1st October 2019 and will run for 7 months, ending on 30th April 202.


3.    Project’s Beneficiaries and Geographical Coverage

The projects target communities in Idleb Governorate. A summary breakdown of key interventions and project beneficiary reach per location is shown for each project in the table below


Table 1. Target Group and Number of Beneficiaries Targeted (Proposal Estimates) [1]


Project Sector Locations Key activities Projected beneficiaries
DRA Shelter/NFI Janet Al Qura camp, Kelly village Install tents with floor insulation 5508
WASH Janet Al Qura camp, Kelly village, Tal Adeh Construction of clustered household latrine blocks, distribution of hygiene kits (including vessels for safe water storage and aquatabs), hygiene promotion activities 5508
Support to Tal Adeh water station 28000
Idleb Scale-up Health Atmeh, Qah, Kafr Taal 2 Medical Mobile outreach units s1 PHC (Kafr Taal) and ambulance service 41,174 (consultations): breakdown Kafr Taal PHC (20,475), Atmeh MMU (11312), Qah MMU (11312), emergency referrals (224)
Protection Protection services integrted into health services including GBV referrals, PFA, GBV outreach and awareness sessions 2807
Protection Hazano Women and girls safe space providing outreach, specialised child protection, PSS for adults and children, referrals to non-specialised services and case management 2563



4.    TPM Purpose and Target Audiences

The TPM will serve as a learning resource providing evidence for planning, programming and replication of similar interventions, from an independent “eyes and ears”, for the following local and international stakeholders:


  • Donor: The TPM will be submitted to DRA and private donors to highlight the effectiveness of the implemented project. The report offers the opportunity for WVI to be accountable towards the its donors as the process will be documented in details and information will be generated based on the perception of the community.


  • WVI Syria Office: The data collected from the TPM will inform WVI on the successes, challenges and gaps facing the project implementation, asses the relationship with main partners through the independent triangulation of data from partners and own staff. The report will be considered as a compliance and accountability tool. Furthermore, the TPM will further contribute to generating lessons learned and recommendations that should guide project implementation as well as future similar interventions.


  • WV Netherlands, Korea and Germany: As the Support Offices supporting the projects, the TPM report will also be presented to all SOs to show the effectiveness of the implemented project and highlight any challenges faced at the level of implementation.


  • Implementing partners and collaborators who will first be involved in the TPM process and provide valuable input throughout the process about their collaboration with WVI and their experience in the project as a whole. The findings will also be useful for them as they provide information about the effectiveness of the intervention in their community and recommendations that might be relevant to consider in this project.


  • Affected populations: The TPM will also help ensuring accountability for all beneficiaries, community members and partners in the areas of operations. Relevant findings will be distilled and disseminated to key community stakeholders to assist in building community understanding of success and challenges.

4.    TPM Objectives

The main objectives of this TPM exercise is to:

  • Assess and verify the up to date accomplishments against the anticipated targets/ plans;
  • Assess accessibility of project resources for all community members;
  • Assess if project resources are efficiently and effectively used for the targeted communities and households;
  • Assess technical reporting and data management compliance;
  • Conduct direct observation and on-site verification of the implementation areas;
  • Conduct quantitative and physical verification of project assets:  the existence of the assets, quality validation of the work at its different stages;
  • Assess functioning of community accountability mechanisms for each project
  • Validate implementing partners’ monitoring data;
  • Identify implementation gaps and suggest recommendations.


5.    TPM Methodology

The TPM methods should be a combination of quantitative and qualitative methods involving the relevant project stakeholders, and beneficiaries at the community level. Data collection methods may include but are not limited to secondary data information (project documents will be provided by WVI), surveys with target population in villages, Key Informant Interviews (KII) and focus group discussions (FGD) with main stakeholders: Partner and WVI Staff.

The proposed monitoring criteria are the following:

  1. Availability of services:

Assessment of the extent to which WVI has met its service delivery commitments in the Work Plan (including staff, supplies and equipment etc.), as well as the adherence to technical parameters and specifications, such as Bill of Quantities, and verification of progress and distribution reports.

  1. Relevancy/Appropriateness of services/ activity:

Assessment of whether the designed services (including supplies) match needs of the local population. Identification of service delivery gaps in terms of quantity and quality, and challenges faced.

  1. Accessibility of services:

Assessment of accessibility of services by target groups living in the programme area in terms of a. physical and geographical accessibility, b. economical accessibility/affordability, c. information accessibility, d. operational accessibility (e.g working hours, availability of phone lines, appointment system) and e. discrimination.

  1. Acceptability of services:

Assessment of the extent to which the patient is comfortable with the service provision style i.e. respect to medical ethics and patient rights, cultural appropriateness, sensitivity towards gender, age etc.

The consultant is expected to develop the appropriate methodology and tools that would best capture the objectives of the TPM exercise.

7.    Roles and Responsibilities

Team Members and Roles

Role TPM Phase Responsibilities and tasks
TPM Service Provider Planning ·         Develop and submit the TPM methodology (sample selection, quantitative & qualitative methodology)·         Conduct desk review of key documents in the documentation briefing book

·         Develop data collection tools

·         Integrate feedback on tools from WVI team

Data Collection & Analysis ·         Recruit and train data collectors if relevant for both quantitative and qualitative data collections·         Conduct quantitative and qualitative data collection (supported with data collectors where relevant)

·         Supervise and assure the quality of quantitative data collection

·         Supervise data entry clerk

·         Set up a plan for quantitative data analysis, conduct in depth data analysis and interpretation of results

·         Provide weekly feedback to WVI team

Reporting, Validation & Follow up ·         Draft the TPM report·         Prepare power point presentations of the main findings

·         Finalize the TPM report based on feedback from WVI team

·         Submit two 2-pager summary fact sheets of key findings (one for each project) to be disseminated to relevant stakeholders.

Data Collectors ·         Carry out quantitative and/or qualitative data collection as relevant·         Report to TPM consultant
MEAL Manager Planning ·         Develop TPM TOR·         Develop TPM work plan)

·         Follow-up on recruitment of TPM consultant

·         Develop documentation briefing book

·         Provide feedback on TPM methodology

·         Approve the methodology and ensure its quality

Data Collection & Analysis ·         Provide feedback on data collection tools·         Follow up with the consultant on data collection and analysis, ensure quality of data collection

·         Provide feedback on data analysis and ensure the quality of interpretation

Reporting, Validation & Follow up ·         Provide feedback on draft TPM report·         Share internally the draft version of the report and follow up on the feedback received

·         Review and share final version of the report

Project Manager & team Planning ·         Provide input on TOR and research questions·         Provide documents for literature review
Data Collection & Analysis ·         Provide feedback on data collection tools·         Coordinate with consultant in relation to data collection logistics
Reporting, Validation & Follow up ·         Provide feedback on draft TPM report and recommendations


8.    Logistics

The recruited consultancy firm will be in charge of finalizing logistical issues related to the transportation to the different areas where data collection will be completed.


9.    Products

The expected deliverables throughout the process of TPM include:

  1. Inception Report including TPM methodology and clear timeframe
  2. Validated and tested data collection tools
  3. Thematic in-depth analysis of qualitative data
  4. Data sets (software outputs)
  5. Notes and transcription of KII and FGDs
  6. Tabulation of results including descriptive analysis,
  7. TPM Report – while one report is sufficient the findings and conclusions of the 2 projects should be presented separately
  8. 2 pager fact sheet summary per project


All collected data is legally owned by WVI and the consultant is expected to hand over all data sets and notes of the interviews or FGD to the organization. The Consultant shall maintain in confidence and protect all information provided to him/her by WVI, its employees, and beneficiaries. The consultant may only disclose the extent necessary to perform the TPM.


10.    Timeframe

The capacity to deliver the required services in a timely manner is critical for this project, given the short implementation duration of one project. All data collection must be completed by December 16th 2019 or earlier. The consultant must have the capacity and availability to deliver on time.  Final report should be delivered by January 13th 2020.


11.    Qualifications of the TPM Service Provider


Required Qualifications and Expertise

  • Registered legally with full ability to operate in North West Syria.
  • A minimum of 5 years of demonstrated professional experience delivering M&E services in the country or the similar complex environment.
  • Strong work experience in providing consultancy on monitoring, data analysis, reporting and field-based research/interview or survey services, ideally with expertise and experience in relevant sectors (shelter/NFI, health, protection)
  • Proven capacity to engage experienced team to carry out data collection in Idleb Governorate.
  • Experience of working with the UN system, bilateral donors and NGOs in delivering monitoring, evaluation, data collection, analysis and reporting activities.
  • Willing to avail senior management to discuss progress against contract deliverables.
  • Capacity to arrange all logistical and security arrangements independently for field work (the contracted TPM service provider is expected to organise its logistics and security arrangements).

Conflict of Interest

The service provider must be impartial and independent from all aspects of management or financial interests in the entity being monitored. During the tenancy period, the TPM should not be employed by, serve as director for, or have any financial or close business relationships with any of WVI’s entities being monitored. The TPM service provider and the Third Party Monitors sub-contracted (if it applies) should declare any potential conflicts of interest which may affect or compromise their ability to conduct neutral and independent service.


Such conflicts of interest may include, but are not limited to:

  • Business interests in a community where a WVI partner is delivering a programme.
  • Business interests or financial gains from WVI through other activities or projects where applicable.
  • Financial, family, political and business affiliation with an organisation with whom WVI has a partnership.


In such a scenario or similar, the service provider is expected to declare the conflict of interest to the contractor who will present to WVI. Declaration of conflict of interest will not be viewed negatively but will be considered in the programming of activities. Failure to declare a conflict of interest may be considered and may lead to a review of the expected deliverables from the monitor or the TPM, thus with a possible negative impact on the contract of the monitor or TPM.

Child protection & data confidentiality

The external evaluator, along with all enumerators, will be required to sign and follow World Vision International´s child protection standards and protocols of behavior, which will be provided to the research team selected.

All primary data collected by this TPM process is to remain confidential and is not to be shared with third parties.

12.    Application

The consultant should submit a proposal comprising the following:

  • A technical proposal which indicates how the consultant is going to undertake the activities highlighted in the ToR, indicative budget with initial indication of the enumerators and timeframe required
  • A capacity statement detailing the consultant´s ability to deliver a quality TPM report within the given timeframe, including an overview of relevant work and technical experience
  • At least 2 samples of previous relevant works undertaken, including at least 1 TPM report that was 100% led by the lead consultant
  • Contact details for 2 references for similar assignments done not more than 2 years ago
  • CVs of the key personnel on the TPM team
  • A financial budget with explanations about the line items
  • Any appendices the consultant sees as relevant to the application.

13.    Payment Modality

Payment will be made in two installments, 50% on completion of the inception report and 50% on completion of the final report.


14.    Evaluation Criteria

The proposal will be evaluated against a combination of technical and financial criteria (combined scoring method). Maximum score is 100% out of which technical criteria is weighted at 70% and financial criteria at 30% of overall score. The technical evaluation will include the following:


  • Educational Background as requested: 10%
  • Extensive experience in conducting similar monitoring and evaluation exercises and proven knowledge and expertise, in relevant sectors including shelter/ NFI, health and protection programming in North-West Syria or similar fragile contexts: 25%
  • Ability to quickly mobilise a qualified data collection team in specified locations (20%)
  • Overall methodology: 40%
  • Robust quality assurance mechanisms and proven experience in quantitative and qualitative analysis and producing high quality reports: 10%
  • Fluency in English: 5%.

15.    Budget

The consultations fees available for this TPM exercise will include transportation, logistics and accommodation fees identified by the consultant, as well as recruitment of data collectors/data entry clerks and data collection, data entry, translation fees and report writing. The accommodation fees will include venue rental, meals and coffee breaks for FGD


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