Conducting Baseline Survey

Terms of Reference for Conducting Baseline Survey ActionAid Bangladesh and its working approach ActionAid Bangladesh (AAB), an associate member of ActionAid International Federation, works with thousands of communities countrywide to end poverty and injustice. AAB s has entered into its Fourth Country Strategy (CSP-IV) period titled People Challenging Poverty and Exclusion, underpinned by its human rights based approach (HRBA) to development, transforming power relations in every community where we work. AA s HRBA encompasses three major components: empowerment (power within), solidarity (power with) and campaign (power over). AAB mobilizes and empowers the poor and excluded to enable their collective analysis, identification, movements and actions. In solidarity with citizens, partners and supporters, AAB fosters partnerships and networks for strengthening support, voice and actions to campaign and advocate with the state and non-state actors and institutions for influencing their policies and practices that safeguard the rights of the poor and excluded people. AAB s CSP-IV 1 (2012-2017) will work in eight strategic priorities against the following eight strategic objectives: 1. Ensure food rights and sustainable livelihoods for the poor and marginalised people. 2. Promote pro-poor and people centred land reform in Bangladesh. 3. Promote and establish pro-poor and inclusive governance. 4. Promote women s equal right and gender equity. 5. Promote equal rights and justice for the excluded and socially marginalised. 6. Critically address the adverse social and environmental impacts of climate change and develop resilient mechanisms, systems, institutions and capacities. 7. Promote right to education in constitution, adequate education financing and quality, transformative education for children. 8. Promote youth as social change agent and support sponsor children in to leadership. Briefly about Rights Programs People we work with: AAB engages with diverse categories of people and groups including the poorest and most excluded, men, women, children and youth, child sponsors, donors, state and non-state actors and institutions, media and other stakeholders. AAB works in partnership with communities and local/national organisations. Such relationships tend to be long term and intensive. We believe from experience, learning and analysis that it is women who mostly bear the brunt of poverty, injustice and exclusion due to prevailing gendered practices, structures and stereotypes. We, therefore put women s rights at the centre of AAB work in each and every program process and cycle, e.g. gender analysis in program planning, addressing women s rights in strategic interventions, measuring change with gender indicators, and even gender budget analysis. We also prioritize our work with children and youth in order to nurture their potential to grow and develop with skills and knowledge to lead and work as agents of change. Where we work: AAB implements its program at both local and national level. At local level, AAB implements Local Rights Programs (LRPs), formerly known as Development Areas (DAs), under a long term partnership with local NGOs. The LRPs usually span for about 8-10 years or more. LRP activities 1 Copy of CSP has been attached as annex ToR for AAB s baseline survey against CSP IV 1

aimed at bringing meaningful and lasting changes in the lives and livelihoods of the poor and marginalized people through a holistic and integrated approach. This also provides opportunities to understand and analyze the multi-dimensional changes and dynamics in power relations. AAB also works at national level through multi-dimensional partnerships with key players including government, civil society, people's movements, alliances, networks, forums, NGOs, donors and the media as AAB believes that no single actor can ensure rights. AAB works in collaboration with them to taking forward and strengthening policy advocacy work as well as addressing the immediate needs to achieve priority objectives. AAB is currently working in 35 districts with 39 long-term partners and 37 project partners. Besides, AAB also works with 35 strategic partners and 32 networks for strategic achievements. Who is it for and how will they use the results The comprehensive baseline information is primarily aimed at AAB s Directorate of Program Quality and Impact which they would use for tracking and measuring progress over time as a result of subsequent interventions. It would also help other AAB directorates to strategize their processes to bring about those changes which in turn would help improve programme quality and guide future directions at both partner and AAB level. Purpose of the task The main purpose is to clearly identify, articulate, and document the existing situation of the people and communities AAB works with at the outset of its new strategy period so that changes as a result of the interventions under the light of the above mentioned objectives of CSP IV can be measured and the process to reach those changes can be tracked for future improvement. Specific objectives Specific objective of the task are as follows: - Assess the current situation of the AAB s rights programme areas, socio-political and economic conditions, standard poverty indices, power relations, information on most excluded groups and nature of exclusion, prevalent social/cultural practices, emergency and disaster situation, policies, local governance issues etc. - Identify systematic data and information and overall situation analysis on conditions and positions of people living in poverty in relation to their rights and entitlements as enshrined in national and international legal and policy instruments. - Assess the capacity of implementing local NGO partners (Existing Program and Projects of Implementing NGO, Human Resource, Logistics, Coordination, Reputation, Membership and legislation etc) - Map out similar/relevant initiatives of different stakeholders in working area in terms of policies, practices and actions and mechanism of coordination between GO-NGOs. Methodology and Process This is highly anticipated that the consultant will take up both quantitative and qualitative methods for the Baseline Survey. The consultant/agency will be appreciated for using Participatory Tools and Techniques for data collection, which may include but not be limited to In-depth interview, Key informant interview, Focus group discussion etc. ToR for AAB s baseline survey against CSP IV 2

Comprehensive desk review of all relevant documents i.e. review related literature, books, records, reports and related Govt. Policy papers as deemed important. Also need to review CSP IV, ALPS, ISP, and HRBA. The consulting firm/bidder will interact with both AAB staff and partners and others potential stakeholders on a sample basis. The consulting firm/bidder will have to fully engage our primary participants (stakeholders) (i.e. poor and marginalized community people, farmers, women etc) who as our core constituencies play the most significant role in the development process The baseline information will be collected from 26 LRP areas of 23 districts. The total population of this survey is around 20,000 sponsored children s family and their community. The sample will need to be stratified by sex, age, and categories of exclusion, such as, ethnicity, ability, occupation, HIV status, and geographical remoteness. For quantitative survey, the actual sample size should be not less than 800. For qualitative survey the participants should be community people, civil society, policy actors of different departments, different government service providing organizations at local and national level, NGOs, etc. Indicative Time frame Presumably, 45 working days would be required for the task, which can also be decided upon discussion between both parties. It is expected that the whole task should be finished within two months from the starting date. Reporting and Presentation /Results expected Output 1: The consulting firm/bidder will submit a comprehensive baseline survey report in both electronic version and signed hard copy. The document should be very precise and address each specific objective. The consulting firm/bidder will submit the following: 1. Inception report on the execution of the assignment within ONE (1) week of the commencement of the consultancy. 2. Share questionnaire and field test result before finalizing the questionnaire 3. Draft comprehensive report within 35 days and the report including at least the following: Executive summary (2-3 pages) Introduction Methodology Limitation of the methodology Rational of the assessment Findings Conclusion Output 2: The consulting firm/bidder will produce a systematic baseline database and deliver with final report Output 3: The consulting firm/bidder will also deliver a high quality Power-Point presentation before finalizing the report. Key contacts and report Monitoring, Evaluation and Accountability (MEA) unit under the PQI Directorate of AAB will be the contact point from AAB. The consulting firm/bidder should report to Director, PQI. ToR for AAB s baseline survey against CSP IV 3

Mode of payment The payment will be done according to the following time frame/arrangement: Instalments Amount Time line 1 st instalment 20% of the total amount 05 working days after signing the Agreement 2 nd instalment 50% of the total amount After draft report 3 rd instalment 30% of the total amount After satisfactory completion of the task The payments will be made in A/C payee cheques in the name of the consultant/firm. AAB will deduct income tax at source as per the rules of GoB and it will be deposited to treasury of GoB. Besides no other benefits shall be admissible beyond what is stipulated in the contract, nor does it guarantee a regular position in AAB. Copyright and ownership of data Copyright of all information, findings and the final version lie with AAB. General 1. Required logistics support, as prescribed in the agreement, will be provided by ActionAid Bangladesh. 2. All documents prepared during the assignment will be treated as ActionAid Bangladesh property. 3. Assignment will not be sub-contracted to anyone. 4. In the event that, additional time is required to complete the contract, over and above that previously agreed to, without changing the scope of work, then it has to be agreed by ActionAid Bangladesh in writing. 5. In case of any change made, in the scope of work by Action Aid Bangladesh because an increase or decrease in the cost or time required for performance or any part of the work under the contract, equitable adjustment in the contract price, delivery schedule, or both will be amended in writing. 6. Confidentiality of all the assignment will be assured at all times. Expiry of agreement and negotiable flexibility Considering the initiative as proactive and responsive, activities can be amended and elaborated based on the properly documented negotiation between the two parties. The Agreement will be invalidated after expiry of duration unless further extension is made by AAB. AAB also reserves the right to amend or change or cancel the Agreement at any time. For any clarifications, please write to Director, PQI Reefat Bin Sattar (reefat.sattar@actionaid.org) or Md. Abdul Momin (abdul.momin@actionaid.org). Preparation of the Proposal The consulting firm/bidder shall bear all costs associated with the preparation and submission of the proposal. The consulting firm/bidder shall submit two (2) copies of technical and two (2) copies of financial proposal in a single envelope. The technical and financial proposals should be marked properly and should include the name and detail contact address of the consultant /team. ToR for AAB s baseline survey against CSP IV 4

1. Validation of the Proposal All cost should be quoted in BDT and will remain valid up to Forty Five Days (45) from the day of proposal submission. 2. Withdrawal/Termination This agreement shall be effective between dates mentioned in agreement, unless otherwise earlier terminated. ActionAid may terminate this agreement with immediate effect on occurrence of any irregularities, anomalies relating to review and non-compliance of any terms and conditions as agreed upon in this agreement. In the event of a major natural disaster, war or major civil or political unrest this agreement may be renegotiated and jointly revised between the two parties recognizing any consequent change in the environment for implementation. 3. Outline of the Technical Proposal It is mandatory that the proposal should maintain the following format: Topic Title of the survey Understanding of the Task Technical aspect of the proposal Methodology (state detail about the sampling design and strategy, data collection systems/ techniques/methods, Data Processing & Analysis, Ensure data quality) Operational plan proposed team with names and curriculum vitae Submitted by: (with contact details) Detailed CV s of the team members should be included in the annexure of the technical proposal. It is desirable that the proposal should contain the above mentioned sections only. No company informal/brochure/list of previous assignments should be included in either the body or the annex of the proposal. 4. Outline of the Financial Proposal The budget of the task should be broken down in details as like the following format: Consultancy fees Questionnaire development cost Data collection cost Communication and transportation cost Data processing & analysing cost Reporting cost Miscellaneous (stationeries, printing, etc) ToR for AAB s baseline survey against CSP IV 5

The firm/bidder may include/exclude any necessary heads from the above mentioned format. All the pages of the financial proposal should be signed by the respective person of the firm/bidder. NB: The costs of long meetings such as focus group discussions will be borne by the AAB partners directly (venue, food if required, etc). 5. Competence Required: Qualification and Experiences Must have minimum of 5 years of overall experience to work donor funded project or organizations/national or international organization/ international donor, etc. Must demonstrate minimum 3 years relevant experience in baseline survey/survey Must have good understanding on right based programmes. Knowledge and skills Excellent analytical, interpersonal, communication and reporting skills. Excellent technical knowledge on development context in Bangladesh Should be competent to examine gender and women s rights issues. Mastery of written and spoken English. Note: consulting firm/bidder must submit the necessary documentation to substantiate above eligible criteria. Those who do not meet the minimum eligibility criteria shall not be considered for further evaluation 6. Supervision: Consulting firm/bidder will work under the supervision of Director-PQI. 7. Confidentiality: All the outputs e.g. baseline reports, data base, etc produced by this assignment will be treated as the AAB s property. So the above mentioned outputs or any part of it cannot be sold, used or reproduced in any manner by the assigned consultant/team without prior permission from AAB. How to apply Interested consultant/agencies are requested to read and strictly follow the detailed Terms of Reference and the circular and submit both technical and financial proposals by no later than November 27, 2012. The proposals should be placed in separate sealed envelope, marked with the assignment title and addressed to Mr Iqbal Hossain, Director-Human Resources and Organizational Development, ActionAid Bangladesh, House # 8, Road # 136, Gulshan-1, Dhaka-1212. It can also be e-mailed to aab.jobs@actionaid.org. ToR for AAB s baseline survey against CSP IV 6