Peace Winds Japan
Request for Proposal for Consultancy for Conduct WASH Knowledge, Attitude and Practice (KAP) Survey in Dadaab Refugee Camps
Project Background
Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world.
PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by UN agencies and the government of Japan in shelter, WASH and youth development to improve living environments of refuge and host populations while promoting peaceful coexistence and self- reliance in the communities in Dadaab, Kakuma and Kalobeyei.
PWJ is UNHCR partner responsible for WASH, Warehouse, Motor vehicle Service Unit, Shelter, Centralized fleet and fuel management for Dadaab Refugee Operations.
PWJ has been carrying out WASH project through the Refugee Assistance Program (RAP) in Dadaab refugee complex since 2022 under the mandate of UNHCR and is currently working in all the existing four camps Hagadera, Ifo, Dagahaley and Ifo2.
The overall objective of the project is refugees, asylum-seekers and stateless persons have equitable access to safe water, sanitation and hygiene facilities in Dadaab refugee camps. PWJ is planning to engage a consultant to assess the changes realized through the WASH interventions. The findings of this KAP survey will inform and serve as a basis for improving future interventions.
Objective of the project
The principal objective of the project is to attain self-reliance in the provision of essential Water, Sanitation and Hygiene (WASH) services for Persons of Concern in Dadaab. Specifically, this is done by empowering the Persons of Concern (PoCs) towards discharging responsibilities that enhances sustainable access to WASH services by individual households and the larger community.
Objective of the Consultancy
The survey is expected to employ cross sectional, scientific and statistical approaches to examine knowledge, attitudes and practices of the beneficiaries, gaps in the WASH activities in Dagahaley, Ifo, Ifo2 and Hagadera camps and to provide information that would improve future programming. The KAP survey activity will be conducted from 15th February, 2023 and the final report submitted by 15th March, 2023. Specifically, the consultant is expected:
- To understand and evaluate the water, sanitation and hygiene situations in Dagahaley, Ifo, Ifo2 and Hagadera camps.
- To determine existing knowledge on WASH issues such as: access to water, sanitation, hand washing, latrine hygiene and use, water borne and hygiene related diseases, gender roles and relations regarding WASH, menstrual hygiene management, community participation in WASH management, social inclusion, and distinct issues of disability/vulnerability/gender.
- To determine the impact and identify the gaps in water supply/quality, solid waste management, sanitation facilities, vector control and hygiene promotion communication and mobilization strategies implemented by PWJ.
- To determine the efficiency and effectiveness of CLTS/SLTS interventions in improving sanitation and ownership of latrines.
- To determine if humanitarian assistance by PWJ is delivered in a safe, accessible, accountable and participatory manner.
Specific Terms of Reference
- Develop an Inception Report detailing the survey process and methodologies among other things to be employed to achieve the objective of this consultancy. It should include the field interview schedules, important time schedules for this exercise and should be presented to the PWJ program team for review and further input.
- Undertake a desk review of the relevant project documents that include the project proposal, implementation plans, project progress reports, PWJ Evaluation Policy guidelines and any other relevant documents.
- Meeting with various stakeholders at the Dadaab level to inform them about the planned survey and the activities to be undertaken
- Design, develop, critique (with the program team) and refine data collection tools according to the indicators of the project intervention logic to measure results.
- Train data collectors for the KAP survey.
- Organize adequate supervision and coordination of the survey teams in the field during the time of conducting the survey.
- Conduct a comprehensive KAP survey [using both quantitative and qualitative data collection methods] to gain insights on the intended results.
- Set up and share the quality control mechanisms that will be used to ensure the conduction of credible and quality survey.
- Carry out data collection, entry, cleaning, and analyses (using appropriate programs, such as SPSS for quantitative data and any appropriate technique for qualitative data) and present the draft report to the PWJ program team for first review before producing a second draft.
- Draft and submit a final report, presenting and analyzing all relevant findings and reflecting remarks and comments of the PWJ program team and stakeholders.
Study Method
The study will be cross-sectional survey using two methodologies
Quantitative: Household Survey
Qualitative: Key Informant Interview and Focus Group Discussions
Deliverables at Inception Phase:
Survey proposal that includes:
- Objectives of the survey
- Detailed methodology: Sampling, sample size, means of data collections, quality assurance, analytical methods, ethical considerations
- Household questionnaire
- KII Grids and FGD guides
- Work plan
Deliverables after the survey implementation
- Survey Report
- Introduction, Extensive literature Review related with the subject matter of the study
- Objectives, Methods, Results, Discussions and Recommendations
- Questionnaires
- Reference List
- Annexes
Annexes to be attached to the report:
- TOR of the assessment
- Data set (in SPSS or other selected software)
- List of individuals consulted
- Different formats/questionnaires used for data collection
- Other tools and checklists used for data collection
- Literatures and documents reviewed/consulted (bibliography/references)
- Other relevant technical annexes (i.e. statistical analysis, tables, figures, etc.)
Requirements for the consultancy
- A degree in Social Sciences, BSc. degree in Public Health or Water Engineering or related discipline from a recognized university with experience of at least 8 years in a similar discipline.
- Master degree in Development Studies, Monitoring and Evaluation, Social Sciences, Project Management, Public Health or WASH discipline is an added advantage.
- Demonstrate experience of having conducted at least 3 assignments of similar complexity and scope over the last three years.
- Strong background in statistics and data analysis of qualitative and quantitative methodology and use of mobile data collection tools.
- Good communication and inter-personal skills.
- Previous work experience with NGOs in WASH interventions, especially in a humanitarian context.
- Excellent report writing in English and presentation skills.
Contractual Responsibilities
The consultant
The consultant in consultation with PWJ and other stakeholders will be responsible for the following;
- Prepare and deliver the consultancy services as per this ToR through effective, adequate and participatory methodologies.
- Review of the project documentation and other relevant documents.
- Facilitate the training of the survey enumerators.
- Obtain maximum input from major stakeholders, such as the project participants and project staff including PWJ partners where relevant.
- Design and refine the data collection tools.
- Design data input screens; supervise data collection/entry, data cleaning and data quality. The consultant will be expected to do data analysis, which will be done at the consultant offices within the stipulated period.
- Conduct two debriefing sessions, one prior to the field mission and one after the survey. Both debriefing sessions will be conducted in PWJ’s Dadaab Main Office.
- Prior to finalization, 2 draft reports will be submitted for review to the satisfaction of the project staff and senior management team – the draft will be discussed with the consultant for clarifications upon which the remarks shall be reflected by the consultant in the final report.
Coordination & reporting
The consultant will be under the direct supervision of the Programme Coordinator and Area Manager, based in Nairobi and DMO (Dadaab Main Office) respectively for the duration of the contract. In the field, the consultant will work closely with the WASH Coordinator and Officers, MEAL Officer and other key project staff who will be identified for the purpose of this task. The consultant will maintain an official communication with the Area Manager, WASH co-coordinator and the MEAL Officer.
Peace Winds Japan
PWJwill provide the following:
- All required training materials and facilities/equipment.
- All necessary project documents.
- PWJ will hire and pay the KAP survey enumerators.
- The agreed consultancy fee will be provided upon submission of the report to PWJ according to the organisation’s policies on such services.
Transportation and Subsistence
- PWJ will help facilitate transport by road/air from Nairobi to Dadaab and back.
- PWJ will provide transport from its Dadaab main office to the camps and back during the field work in Dadaab.
- PWJ will provide accommodation and meals for consultant during field work in Dadaab.
- The consultant shall be responsible for their own insurance and medical cover, including that of accompanying colleagues, while travelling, and during their stay in Dadaab.
- The consultant team will have to adhere to PWJ’s code of ethics, PSEA and Child Protection during their engagement.
- Internet facilities will be provided. If the consultant team makes use of provided internet services, adherence to PWJ’s code of conduct for appropriate use of internet is expected. However, it is advised that the consultant maintain a backup internet service provision as the organization largely relies on WI-FI and may experience interruptions.
- The consultant will not be permitted to publish or disseminate the data or contents of the report as they will remain the property of PWJ.
Duration of consultancy
Duration: 20 working days during the period February-March, 2024
Start Date: 15th February
Expected Deliverables and Timelines
The timelines for the expected deliverables under this assignment are shown in the table below:
Deliverable
Format
Timelines
Inception Report
Inception report, KAP Survey tools, in MS Word & PDF, PPt Presentation,
Work plan as Gantt Chart MS Excel
1 weeks after contract signing
Draft KAP Survey Report
Draft Report in MS Word & PDF, PPt Presentation
Cleaned data sets
3 weeks after contract signing
Final KAP Survey Report
Main Report with Executive Summary in MS Word & PDF
Final data sets
6 weeks after contract signing
How to apply
How to apply
Interested bidders shall prepare and submit technical and financial proposal as indicated in the guidelines below:
Technical Proposal
The consultant’s technical proposal shall contain the following:
- Clear understanding of the terms of reference including any relevant comments
- A clear methodology on how the consultant will undertake the assignment
- Work Plan with clear duties and responsibilities for each team member
- Summary of Consultant's experience in undertaking assignments of similar scope and/or complexity (last 8 years)
- Team composition and qualifications
- CVs of proposed team members
- Written commitment by the consultant affirming availability to conduct the entire assignment. (No substitution of interviewed consultant will be allowed once selected). The lead consultant will be expected to oversee the exercise in person.
- 2 sample reports from similar assignments conducted within the last 3 years
- Contact details of a minimum of 3 references from reputable organizations that the consultant has worked with over the past 3 years clearly indicating description of assignment, date/s of execution, name of organization and details of contact person (e-mail and telephone contact)
Note: The consultant's technical proposal shall not exceed 10 pages. This excludes any annexes.
Financial Proposal
The consultant’s financial costing to undertake the assignment will be provided separately and should cover all costs associated with execution of the planned activities excluding travel expenses, and accommodation. The financial proposal shall be in Kenya Shillings.
The consultant will utilize the following budget template for their financial proposal:
Description
Unit
Qty
Rate (KSh)
Amount (KSh)
Consultants professional Fees
man-days
Communication costs
Other costs (indicate)
Taxes (indicate relevant tax) %
Total
Validity of Bid
Bidders shall clearly indicate that their bid is valid for a period of not less than 30 days from the date of submission.
Proposal Submission
The Technical Proposal shall be submitted comprising (a) Letter of submission duly signed by authorized bidder representative, (b) Main Technical Proposal document in PDF format, (c) Attachments to Technical Proposal in PDF (statutory requirements, CVs)
The Financial Proposal shall be submitted comprising (a) Financial Proposal Document duly signed by authorized bidder in PDF format and (b) Detailed calculations sheet in MS Excel format.
Interested candidates or organizations should submit electronic copies of technical and financial proposals with the e-mail clearly headed “Proposal for Consultant/s to WASH KAP Survey in Dadaab Refugee Camp in Kenya” with the technical and financial proposal documents clearly labeled as ‘TECHNICAL PROPOSAL’ and ‘FINANCIAL PROPOSAL’ respectively.
All submissions should be made to procurement_dadaab@peace-winds.or.ke on or before 9th February 2024 at 3:00PM EAT.