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REQUEST FOR EXPRESSION OF INTEREST For

Individual Consultant to Develop a Monitoring, Evaluation and Learning (MEL) Policy and Procedures Manual for the Horn Economic and Social Policy Institute (HESPI)

(ACBF/REOI/026/24/HESPI/SALCA)

31 July 2024

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1.Background

The African Capacity Building Foundation (ACBF) is implementing the “Strengthening African Leadership for Climate Change Adaptation” programme, which aims to improve the performance of organizations working in climate change adaptation to a sustainable ecosystem for adaptation to climate change on the African continent. The overall expected outcome of the program is to have a strong group of African-based and African-led organizations capable of shaping Africa’s response to climate change through effective policy dialogue, advocacy and using a common voice to raise awareness and influence policy.

More specifically, the program will strengthen the capacity of selected organizations to play a leading role in climate adaptation by improving their efficiency, effectiveness, relevance, and sustainability, while improving their capacity to develop an organizational culture of excellence, with the overall aim of improving the continent’s capacity to undertake the necessary actions to prepare for and adapt to the current and future impacts of climate change.

The program emphasizes a data- and evidence-based approach in its implementation, as well as gender sensitivity and social inclusion in the climate adaptation strategies of selected organizations. As part of its implementation strategy, the program has developed and is implementing customized performance improvement plans (CICIPs) through a capacity needs assessment (CNA) process, to address priority capacity challenges of target organizations working with poor and vulnerable African communities to develop sustainable and resilient climate adaptation strategies.

As part of the implementation of SALCA Program, four organizations in Sub-Saharan Africa have been selected, including the Horn Economic and Social Policy Institute (HESPI), a research organization and Policy Think Tank. The Horn Economic and Social Policy Institute (HESPI) promotes high-quality socio-economic policy research and analysis, advisory services and capacity building to assist the governments, private sector and other stakeholders of the IGAD member countries^[1] and Africa at large.

The CNA process recommended that HESPI develop a monitoring, evaluation, and learning (MEL) Policy and Procedures to support the establishment of a robust system for assessing and reporting on its organizational and operational performance in diverse areas including relevance, effectiveness, coherence, impact, and sustainability.  The MEL policy and Procedures Manual is expected to provide the essential rules and guidelines for tracking progress, measuring results and facilitating HESPI’s interventions. By strengthening its MEL practices, HESPI endeavours to make informed decisions, optimize program effectiveness, and ultimately advance its mission of driving equitable development across Africa.

It is in this regards that HESPI is seeking the expertise of an experienced individual consultant to develop an MEL Policy and Procedures Manual and provide training to staff for its effective implementation.

2.Objectives of the assignment

This consultancy’s overall objective is to enhance monitoring, evaluation and learning function and practices with HESPI by developing a user-friendly MEL policy and procedures manual for HESPI. Additionally, the consultant will deliver training sessions to HESPI staff, ensuring their understanding and effective utilization of the MEL Policy. More specifically this assignment aims to:

• Conduct a review of HESPI’s current monitoring, evaluation and learning practices for identifying areas of improvement.
• Defining essential MEL rules, procedures, processes, tools and resources requirements for HESPI
• Provide recommendations for integrating MEL into HESPI’s program cycle and decision-making processes.
• Enhance staff understanding of MEL policy and procedures manual and their capacity for effective utilization of the manual.

3.Scope of the work

The consultant will be responsible for the following tasks:

3.1 Assess context and define the guideline scope.

Through desk reviews, interviews, and consultative meetings:

• • • Assess and understand the existing MEL system and functions of HESPI.
    • Define the purpose and scope of the MEL system (what level results are to be monitored and measured?)
    • Develop a clear and concise ToC that visually depicts how HESPI’s activities contribute to its stated goals.
    • Define the MEL planning procedures (how to identify program/project goals and objectives, indicators, data collection methods and timeline.
    • Define MEL planning (analysis plan and reporting template, dissemination and donor reporting procedure, identify audience, define M&E questions, identify indicators & data sources, responsible body for data collection, evaluation, reporting)
    • Outline data collection, organization and analysis planning procedures and development of appropriate tools for it.
    • Define how to communicate findings (information flow and reporting methods, audiences and requirements
    • Outline how to create reflection processes and events for lesson learning.
    • Outline the necessary resources and skills.
    • Design a comprehensive MEL Framework as a critical tool to support MEL processes at all levels (project, program, strategic plan, etc..).

3.2 Manual Writing 

• • • Clear outline of the purpose, audience and features of the guideline
    • Basic Concepts, Definitions and Rationale
    • Clear MEL Architecture of HESPI
    • Monitoring and Reporting at HESPI
    • Evaluation Component
    • Learning Component
    • Quality Assurance
    • Information management
    • Key tools and formats

3.3 Provide hands-on training for relevant HESPI staff members on:

• • • Conceptual definitions and framework of RM & MEL
    • Procedures and steps of planning for RM & MEL for institutional capacity building and policy research organization producing and disseminating knowledge.
    • On effective data collection methods in a regional context with diverse beneficiaries, stakeholders, and vast area coverage (8 target countries)
    • On effective data Analysis and Interpretation methods.
    • On effective reporting, feedback, and utilization of the RM & MEL results
    • Best practices and case studies

4.Methodology

The assignment will be conducted using various methods such as but not limited to:

• Conduct desk review of relevant documents including HESPI’s exiting M&E systems, Mid-Term Reports, Project Terminal Reports, Indicator Tracking matrix etc.
• Conduct interviews with relevant HESPI program staff members at the HQ and regional offices, and with identified partners and other relevant stakeholders on matters related to program/Project Results Measurement, Monitoring, Evaluation and Learning.
• Define the purpose and scope of HESPI MEL system through a participatory process.
• Consolidate MEL policy and procedure manual and facilitate review process to finalize the manual.
• Assess training needs of HESPI staff in MEL.
• Train staff based a well-defined training curriculum,

5.Expected Deliverables and timelines

At the end of the assignment, the following deliverables are expected:

• An inception report detailing the approach, methodology, and workplan that the consultant will follow in developing the MEL Policy, MEL Framework and Manual and capacitating the HESPI staff on the same.
• Existing HESPI MEL system assessment report
• HESPI MEL architecture articulating the relationship between the different components of the M&E system and information flow.
• Draft HESPI MEL Policy and Procedures Manual.
• Final HESPI MEL Policy and Procedures Manual
• Report on the assessment of staff training needs.
• Staff training in MEL report
• Final report with recommendations for MEL integration. This should include as summary of key findings, recommendations, and outcomes of the consulting assignment, including insights gained from the analysis, strategy development process, and training sessions.

The deliverables must meet ACBF’s quality standards. The text of the reports should be illustrated as appropriate. The final delivery of the policy, manual and training materials along with other relevant attachments is expected by November 29^th, 2024. The deliverables and tentative timeline are presented in Table 1 below.

Table 1. Delivery Schedule

No.	Milestones	Timeline	Proposed Fees USD
1	Submission of Inception Report Including Draft Outline for the MEL policy and procedures manual	6th September 2024
2	Conclusion of Consultations (Missions)	18th October 2024
3	Submission of the MEL Policy and Procedures Manual	28th October 2024
4	Provide training materials and train selected staff on MEL	14th November 2024
5	Submission of final revised and updated MEL Manual	29th November 2024

***NOTE: Please include the above table as part of your Financial Proposal. All financial proposals should be submitted separate from the Technical Proposal and encrypted with a password

6.Academic Profile, Experience, Skills

To fulfil the requirements of this consultancy, the candidate should possess:

• Post graduate degree (MA or PhD) in social sciences, statistics, development studies, Economics, or any other related fields.
• Certified training in Certification in Monitoring and Evaluation system design and training

6.1 Skills and Experience

• • • Demonstrated minimum of ten years of in conducting similar assignment for development organizations, preferable think tanks or research centres.
    • Proven experience in designing, implementing, and operating M&E frameworks including indicator selection, target setting, reporting, and developing performance monitoring plans.
    • Knowledge of the major evaluation methods (qualitative, quantitative, mixed method) and data collection and analysis tools.
    • Experience of preparing standard and practical handbook, guideline, or modules for M&E training
    • Good command in application of computer-based Information Management system or usage of ICT in M&E data management (encoding, analysis, and interpretation)
    • Experience in conducting M&E training for organization or project staff.
    • Fluency in English; excellent written and oral communication skills, including facilitation and cross-cultural communication.

7.Supervision and Duration of the Assignment and Remuneration

This assignment’s provisional start date is 30^th of August 2024, with the expected end date being the 29th of November 2024, spanning a maximum of 45 working days. The consultant will submit a financial proposal in their application for this assignment.

8.Location and Working Arrangements

This assignment will be carried out remotely. The Consultant may work in his own office or that of the HESPI regional coordination office. The Consultant will be given access to the relevant information required to carry out the tasks set out in this assignment. The consultant will be required to provide his/her own workstation (laptop, Internet, telephone, scanner/printer, etc.) and have access to a reliable Internet connection.

HESPI, in collaboration with ACBF, will review draft reports for quality assurance and provide feedback on the deliverables. Approval of the documents and reports by HESPI as deliverables will be a prerequisite before any payment to be made to the consultant.

9.Language

All reports and outputs must be written in English, single spacing font size 11, Times New Roman and submitted as both word and pdf versions.

10.Evaluation

The evaluation criteria will be based on the Consultant’s Qualifications Selection Method.

The evaluation committee shall evaluate the technical Proposals based on their responsiveness to the Terms of Reference, applying the evaluation criteria, and point system specified below.

The minimum technical score required to pass is: 70 Points and above. A technical proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated.

The financial proposal will be evaluated based on the most competitive rate given by the compliant bidder.

The Criteria, sub-criteria, and point system for the evaluation of the Full Technical Proposals are given below:

Table 2: Evaluation criteria

N°	Criteria	Maximum Point
01	Post graduate degree (MA or PhD) in social sciences, statistics, development studies, Economics, or any other related fields. Certified training in Certification in Monitoring and Evaluation system design and training	15
02	Proven 10 years’ experience in designing and implementing MEL frameworks and systems, preferably for non-profit organizations or research institutions.	30
03	Proven experience in designing, implementing, and operating M&E frameworks including indicator selection, target setting, reporting, and developing performance monitoring plans.	20
04	Experience of preparing standard and practical handbooks, guidelines, or modules for M&E training.	10
05	Proven experience facilitating training on MEL strategy and Manual within development/research institutions.	10
06	Excellent written and oral communication skills in English	15
	Total	100

11.Submission Process

The Submission should include:

1. A cover letter outlining how the candidate or firm meets the above qualifications.
2. Technical Proposal to ACBF interpreting the terms of reference and elaborating the consultancy methodology and design, level of effort required to fully deliver the assignment, and with a work plan.
3. Brief overview of consultant or and the skills and experience they would bring to assignment
4. The consultant resume.
5. Copies of three similar assignments undertaken in the last 5 years and contacts of the clients, contact details of three referees from organizations that have recently contracted the consultant to similar or related work for in the last 5 years.
6. A financial offer with an encrypted password and a detailed breakdown of costs, disclosing all relevant budget items for completing this assignment. The financial proposal should be guided by Table 1. Schedule of Deliverables.

 

Consultants that meet the required profile are requested to submit their proposal together with the requested documents no later than 12^th August 2024 to the following email address:  submission@acbf-pact.org Ref: ACBF/REOI/026/24/HESPI/SALCA no later than 5:00 p.m. (Harare local time). The email and all documents are to be marked with the subject: “Individual Consultant to develop HESPI’s MEL Strategy and Manual”.

 

[1] Current Intergovernmental Authority on Development (IGAD) member countries are Djibouti, Eritrea, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Uganda