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Terms of Reference for Annual Data Collection and Review(Including Annual HH Survey)

Livestock for Livelihood (UK Aid Direct) Project in Karamoja, Uganda

List of Acronyms Used: AFRII - Africa Innovations Institute CAHW – Community Animal Healthcare Worker DC – Data Collection DFID – Department for International Development HH - Household KAP – Knowledge, Attitudes, Practice L4L – Livestock for Livelihoods LLF – Linear Log Frame MCMDO - Mothers and children multi-sectoral development organization MLP – Monitoring and Learning Plan SBCC – Social behaviour change communication TOC – Theory of Change VSLA – Village Saving and Loan Associations WEE – Women economic empowerment WEEIA – Women’s Economic Empowerment in Agriculture

1. Background

About Farm AfricaFarm Africa is an innovative charity that reduces poverty in rural eastern Africa by helping farmers grow more, sell more and sell for more: we help farmers to not only boost yields, but also gain access to markets, and add value to their produce. We place a high priority on environmental sustainability and develop approaches that help farmers to improve their yields and incomes without degrading their natural resources. Our programmes vary hugely, ranging from helping crops farmers to boost harvests, livestock keepers to improve animal health and productivity, and forest coffee growers to reach export markets, but core to all of them is a focus on the financial sustainability of the farmers’ businesses and environmental sustainability.

About the projectFarm Africa’s Livestock for Livelihoods (L4L) project, funded by DFID is currently being implemented in pastoral areas of Karamoja (Uganda) and South Omo (Ethiopia). The project duration is four years from March 2018 – March 2022. Pastoralists and agro-pastoralists in these areas suffer from high rates of poverty, malnutrition, poor access to services, and social marginalisation. Women are particularly badly affected due to their perceived lower status and associated lack of decision-making power, and their lack of access and control over productive resources. However, emerging market economies are stimulating livelihood diversification and trade, presenting opportunities to address poverty and malnutrition

Farm Africa has a zero tolerance policy to fraud, bribery and corruption. If you have any concerns with regards to the way in which this procurement is being conducted, please contact:

Rachel Beckett – Country Director Uganda – 0775 192 359 – [email protected]

through women’s economic empowerment. Women play a key role in managing small livestock in pastoralist systems.

The L4L project is addressing market failures in animal health and breeding services to improve livestock productivity, build capacity and assets of women pastoralists, establish trade and enterprise opportunities and improve household nutrition practices through behavioural change. The project will also generate and document learnings from all these interventions’ by testing our theory of change (ToC) on the link between women’s access to livestock assets (goats) and input markets; women’s economic empowerment and nutrition SBCC on nutrition outcomes at scale in a pastoral set-up.

The nutrition component is being implemented in partnership with Africa Innovations Institute (AFRII), and Mothers and children multi-sectoral development organization (MCMDO) in Uganda and Ethiopia, respectively. The project works with 10,000 women directly, 5,000 of whom are from each of Uganda and Ethiopia. The project proposal and project theory of change is attached, see Annex 1 and Annex 2 respectively.

Overall project goalIncrease household income & reduce malnutrition among women and children and increase access to livestock services for 21,000 pastoralists’ households in Uganda and Ethiopia.

Overall project objectives1

1. 10,000 women livestock herders within HHs of pastoralist communities increase production of goats and goat products

2. 21,000 pastoralists and agro-pastoralists access improved livestock and breeding services and veterinary drug supply

3. 10,000 women in pastoralist communities have improved opportunities for livestock sale, income generation and values addition

4. 10,000 households in pastoralist communities with improved dietary diversity5. Evidence on nutrition gains from women economic empowerment (WEE) and

livestock programmes supporting inter-project learning and improved practices by external actors

2. Scope of Work for the Annual Data Collection and Review

This annual check-in will consist of data collection (DC) in Uganda, but also of collating and analysing data gathered in Uganda by Farm Africa and partners to date. This process will assess the progress made by the L4L project in Uganda against the set indicator milestones after one year of implementation. All evidence gathered should be used to propose any changes that need to be made to the project design, theory of change and logframe. The process should also assess contextual factors which may affect the indicator values, project results and approach; and propose recommendations. L4L is implemented in the following 4 districts of Karamoja; Moroto, Kotido, Napak and Nakapiripit.

1 Project targets above are equally split between Uganda and Ethiopia. Farm Africa has a zero tolerance policy to fraud, bribery and corruption. If you have any concerns with regards to the way in

which this procurement is being conducted, please contact:Rachel Beckett – Country Director Uganda – 0775 192 359 – [email protected]

The indicative budget for this work is UGX 45,000,000 including field logistics and it is scheduled from 19th November 2019 – 5th February 2020.

3. Approach and Methodology

The project implements a routine monitoring system based on a Linear Log Frame (LLF) approach and a corresponding monitoring and learning plan (MLP) to collect data against key impact and outcome indicators. These documents have been attached as Annexes 3 & 4, respectively. The consultant will be expected to capture data against the indicators in the LLF during the Annual Data Collection and Review. Data that has not yet been collected nor analysed will be done so by the consultant. Farm Africa will also provide data collected by the project so far for the consultant to clean/ analyse.

Each of the data collection methodologies outlined in applicants’ proposals should disaggregate the data by location, gender, HH head, age and disability as appropriate. The process should assess contextual factors which may affect both the indicator values and project results and approach.

The consultant is expected to employ a mixed-methods approach, using a variety of data collection and analysis techniques for both quantitative and qualitative data to ensure a comprehensive evaluation exercise. The majority of data collection tools will be provided by Farm Africa to ensure that they align with Farm Africa standards. Tools provided by Farm Africa may be upgraded by the consultant, but should remain comparable with baseline methodologies and be replicable in the future. Changes to tools/ methodologies must be demonstrated, explained and justified in the inception report. The methodology will include, at a minimum:

Household Survey DC and Analysis: A list of beneficiaries in Uganda will be provided by Farm Africa to the successful applicant for sampling purposes. The HH survey is comprised of various sections, or sub-surveys, that are individually named in the LLF. These include: the poverty probability index (PPI) tool, women goat production and income tool (HH income questionnaire), the annual women’s goat questionnaire (which includes customer satisfaction and husbandry practices questions) and Nutrition survey tools (Infant and Young children minimum dietary diversity score tool, Minimum Dietary Diversity score tool for women, anthropometric tool and the nutrition KAP survey). Farm Africa will provide the tools mentioned that sit within this HH survey and that were used at baseline.

o Women’s Economic Empowerment Survey DC: Farm Africa will provide the tool for this and work with the consultant to improve the tool. The consultant should provide a suggested sampling methodology for this survey.

o Nutrition surveys (KAP, Anthropometric, Infant and Young Children Minimum Dietary Diversity and Women minimum dietary diversity) DC: Farm Africa will provide the tools for these and a list of beneficiaries that were interviewed for baseline. A sub-sample of respondents to the HH survey should be asked the nutrition survey questions. The consultant should provide a suggested sampling methodology for this survey. A nutrition survey was conducted in Dec 2018 in Uganda with a subset of participants.



Document review: Review of existing documentation, including: project proposal, baseline study report, project progress reports, reports of technical assessments including donor technical review report, existing project data, the DFID logframe, MLPs, and the LLF, nutrition data and reports. The consultant is expected to review the baseline report to understand the methodologies that were used at baseline. This is for consistency in data collection and analysis methodologies through time.

Beneficiary records review: The consultant is expected to review VSLA, buck keepers and animal treatment records to get information on number of pastoralists accessing animal health and breeding services.

Data Analysis on Provided Data: Farm Africa will provide the consultant with the following data to analyse, depending on their respective availabilities: VSLA membership, savings and loan data; CAHWs animal treatment data and breeding service records. The consultant will be required to collect additional information and conduct additional analysis on the VSLAs data to understand trends in the number and value of loans for livestock related activities, and also track changes, if any, in the purpose of the loans over the project period –e.g. from reproductive needs (food, healthcare, education) to purchase of productive assets, inputs and services.

4. Expected Deliverables and Timeline

All written documentation is to be submitted in English using Microsoft Word in soft copy. The main body of all reports should be written in simple, non-technical language, with any technical material being presented in annexes. The outputs should conform to Farm Africa’s ‘Style Guidelines’, which will be supplied to the successful candidate. All primary data collected and analysis conducted for the purpose of the study will remain the property of Farm Africa and must be submitted electronically and in a clear and comprehensible format in Excel; further detail below.

The study should begin by 18th November 2019 with the consultant(s) expected to take a maximum of 40 working days from the day of initial contracting to complete the assignment.

The consultant will provide the following deliverables to the L4L Chief of Party within the timeframe stated:

1. Inception Report (including tools): within 4 working days of the contract start date, a detailed report on the consultants proposed approach to the survey will be submitted for approval. This will provide a detailed description of the methodology and tools, research questions, expected outputs, budget with a breakdown of costs and detailed work plan for the entire exercise. All draft data collection tools will also be submitted for review at this stage.

2. Revised Inception Report: within 9 working days of the contract start date incorporating revisions and recommendations from Farm Africa

3. First Report Draft: following data collection, and within 27 working days of the contract start date, the consultant should submit the first draft of the report to Farm Africa.

4. Final Report: following feedback from Farm Africa, and within 40 working days of the contract start date, the final report for the Annual Data Collection and Review will



be submitted for approval. This report should incorporate specific, practical and feasible recommendations for improving project delivery and impact based on learning from implementation and delivery. The main body of the report will contain a concise Executive Summary that includes a table of indicators, outline and rationale for methodology, the main findings and analysis, and any subsequent recommendations. Any data collection tools and sampling frames used should be included as Annexes.

5. A copy of the raw data, (every single survey response to every question) and clearly labelled, without calculations or amendments, preferably in excel should be submitted alongside the final report. A copy of the ‘cleaned’ data and all workings used in analyses, again, preferably in excel, should also be submitted. Other software use is acceptable, however clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in.

5. Management and Implementation Responsibilities

The consultant will report directly to the Chief of Party, Farm Africa. However, s/he will also be expected to work closely with the Project Coordinators including AFRII who is the project nutrition partner in Uganda. Any proposed changes to the personnel listed in the application or their respective levels of involvement in the assignment must be approved by Farm Africa.

Farm Africa will provide: Guidance and technical support as required throughout the annual survey; Copies of all key background resources identified; Farm Africa data collection tools used at baseline and any other relevant tools; A list of project beneficiaries to be sampled from; The following project monitoring data for analysis; VSLA membership and savings

data, CAHWs animal treatment data and breeding service records; Introductory meetings with key informants; Comments and feedback on, and approval of, all deliverables within agreed timeline; Payment in accordance with the contract.

The consultant will be responsible for: Developing a detailed methodology; Finalising all the data collection tools and their transcription onto the ODK platform; Conducting all data collection and managing all field logistics involved; this includes

payment of field logistics expenses; If applicable, recruitment, training and payment of enumerators; Cleaning and analysis of data and reporting in a clear and accessible format, utilising

Farm Africa style guidelines and templates provided; Regular progress reporting to the Chief of Party, including responding to any

comments or technical inputs wherever reasonable; Production of deliverables within the agreed timeline and in accordance with quality

requirements of evaluation manager;



Seeking comments and feedback from Farm Africa, through the Chief of Party, in sufficient time to discuss and incorporate these into the final report;

6. Farm Africa Evaluation Principles

Farm Africa follows five basic principles of sound evaluation practice and the consultant is expected to adhere to these throughout the evaluation process. These are:

1. Confidentiality and informed consent – all data collected during the evaluation will be treated as confidential and cannot be shared outside of Farm Africa. All respondents must be advised as such and always given the opportunity not to participate, or to terminate or pause the interview at any time. The purpose of the study should also be clearly explained before commencing any interviews. Farm Africa’s Minimum Standards for Informed Consent must be followed – these will be shared with the successful applicant.

2. Independence and impartiality – Farm Africa is committed to impartial and objective evaluation of our projects. All evaluation findings and conclusions must be grounded in evidence. Researchers are expected to design data collection tools and systems that mitigate as far as possible against potential sources of bias.

3. Credibility – Farm Africa is committed to learning based on credible evidence. The credibility of evaluations depends on the professional expertise and independence of evaluators/ consultants and full transparency in the methods and process followed. Evaluations should clearly distinguish between findings and recommendations, with the former clearly supported by sound evidence. Methodologies should be explained in sufficient detail to allow replication, and evidence of failures should be reported as well as of successes.

4. Participation – the views and experiences of beneficiary households, groups and partners should form an integral part of all evaluations.

5. Openness – To maximise the learning potential of the evaluation process, Farm Africa may publish full evaluation reports or excerpts from them or may otherwise share them with interested parties.



7. Qualifications and Required Competencies

The project is looking for a consultant, a firm or a team of consultants with experience in conducting HH surveys in complex projects. Therefore, applicants should detail in their bid exactly how they will manage the different components of the project. Applications from consultancies will be assessed on their ability to demonstrate the following qualifications and competencies:

Essential Extensive knowledge and experience in carrying out HH surveys for (complex)

projects, with a focus on livelihoods-related interventions Experience in conducting studies in Uganda. Relevant academic qualifications in numerical subject such as Mathematics,

Economics, Statistics, etc. Relevant practical experience in conducting surveys on agricultural, livestock &

nutrition or gender programmes Strong analytical (experience conducting data analysis), facilitation and

communication skills Excellent reporting and presentation skills Fluency in spoken and written English The right to work in Uganda Experience in securing research approvals in Uganda.

Desirable Candidates with demonstrable academic and practical experience in Animal Science

(Livestock), and gender will be preferred Previous knowledge of conducting the surveys outlined in the methodology Fluency in Karamojong Experience conducting data analysis in Microsoft Excel

Where applicants fail to meet any of the above criteria, for example, fluency in Karamojong or experience in livestock, gender or nutrition, the proposal should state how they expect to overcome this e.g. additional team members, translation services etc.



8. Submission of Proposals

Interested consultants or firms are requested to submit:1. A completed technical proposal, making use of the Farm Africa Technical Proposal

Template (Annex 5). This includes (in section 2) contact details for two references, preferably who you have worked with in the past two years;

2. A completed financial proposal, making use of the Farm Africa Financial Proposal Template (Annex 6). Please complete this proposal in Uganda shillings.

3. Copies of all relevant Curriculum Vitae (CVs). Only CVs for the specific individuals that will form the proposed evaluation team should be included; this should include CVs of any subcontracted consultant, firm or other partners who will handle part of this assignment;

4. A sample of an evaluation report for a similar project completed within the last 24 months (this will be treated as confidential and only used for the purposes of quality assurance). The authors of this report must be the same individuals as those listed in the proposed team; a report by the same firm, but different authors is not accepted. Please attach this as an annex to your technical proposal;

5. Proof of licenses to operate in Uganda. Please attach these as annexes to your technical proposal.

All documents must be submitted by email to our ‘sealed’ email address [email protected] by Sunday 3rd November 2019 at 6.00PM EAT. The email subject line should clearly indicate ‘Bid for L4L Annual Data Collection and Review’.

Failure to include any of the above documents could result in disqualification from the selection process.

Selection Process

The selection procedure by Farm Africa will be a two-stage process consisting of a technical and a financial review.

Technical Review: the technical score will be assessed against the following criteria:a. Understanding of the TOR – 30%

i. Project scope (15%)ii. Scope of the Annual Data Collection and Review (15%)

b. Methodology2 – 40%i. HH Survey (15)ii. WEE Survey (10)iii. Nutrition KAP survey (10)iv. Overall (5)

c. Work-plan and Consultant Responsibilities – 10%2 How appropriate the methodologies (including sampling) chosen are; How triangulation of data sources will be used for verification purposes; How qual. and quant. data will be brought together for enhanced interpretation of results, if appropriate; Clear justifications and rationale given for all of the aforementioned.



mailto:[email protected]

d. Consultant team qualifications – 10%e. Quality of sample report submitted – 10%

Financial Review: Only technical scores of higher than 70% will be assessed at the financial stage. The financial proposal will be scored in the following way:

a. Total Price (Proximity to Farm Africa’s expected cost) – 50%b. Accuracy of Pricing – 50%

i. Accurate reflection of the technical proposal – 18%ii. Reasonableness of unit costs3 (including day rates) – 16%iii. Reasonableness of number of units4 (including number of days)– 16%

Overall Score: once the financial proposals have been assessed, the technical and financial scores will be combined into a final score in accordance with the following weights:

c. Technical Score (70%)d. Financial Score (30%)

It is intended that the successful applicant will be notified by 11th November 2019.

9. AnnexesAnnex # Document

3 This is column F in the financial proposal4 This is column E in the financial proposal



1. Project Proposal

2. Project Theory of Change

3. Project Linear Logframe(LLF)

4. Project monitoring and learning plan for Uganda

5. L4L Technical proposal Template

6. L4L Financial proposal template



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