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Request for Proposal – Consultancy for Corporate Volunteer Project Final Evaluation

Oleh   /   Senin 9 Mei 2016  /   Tidak ada komentar

This is the International Federation of Red Cross and Red Crescent Societies/American Red Cross operated project. We are currently looking for proposal for the provision of Consultancy Corporate Volunteer Project Final Evaluation and would like to request you to submit your proposal and best offer in IDR (Indonesian Rupiah) for the following as details Term of References (TOR) and you may find attached the relevant documents for your references:

*Type of evaluation*
End-of-Project (Final) Evaluation

*Expected evaluation methodologies*

*Number of evaluators*
Applications will be accepted from both individuals and firms.

*Expected start/end dates, number of work days*
May 17 – June 24, 2016

Applicant will propose the budget which cover all evaluation activities
including travel cost (see the scope of works)

*Deadline for receiving applications*
May 13th, 2016 before 2 pm.

*1. **Description Of Project/Program To Be Evaluated*

*1.1.**Background and objectives of project/program*

The Corporate Volunteer project aims *to strengthen access and utilization of resources from the corporate sector to improve the operational and program performance of the Indonesian Red Cross (PMI)*. Specifically, the project will strengthen PMI’s operational and program performance,  especially in volunteering, with project period of *October 2013 – June 2016*, with funding of *$400,000* from the American Red Cross (ARC). Its corresponding outcomes and outputs are as follows:

*Outcome 1. *Corporate Volunteer Development guideline is implemented in
PMI NHQ and targeted provinces. Under this outcome, there are four outputs:

  • Output 1.1. PMI guidelines on corporate volunteer development are available;
  • Output 1.2. Training curriculum on First Aid, Disaster Response Management, Community-Based Program and Youth Character Building are modified to meet corporate sector needs;
  • Output 1.3. PMI trainers at NHQ and Province level are available and ready to be mobilized when needed;
  • Output 1.4. Technical support is provided by PMI NHQ on the corporate volunteer implementation guideline.

*Outcome 2. *Resource mobilization, including professional level
volunteers, that contributes to improving PMI systems, programs, volunteer
networks, and other corporate contributions to PMI is increased.

  • Output 2.1. High-level advocacy activities to Private Sector Associations (i.e. KADIN, APINDO, and AMCHAM) and national/multinational companies are conducted;
  • Output 2.2. Specialized cluster groups of PMI volunteers from national/multinational companies are established and activated;
  • Output 2.3. Utilized corporate volunteers to develop the capacity of PMI personnel in technical skills in order to perform better in their operation.

Most of the project interventions have been in the forms of document and system improvement or development, workshops, trainings, field testing, meetings, coaching, and facilitation support. The project developed a model to work primarily with AMCHAM (the American Chamber of Commerce) members; while also approached other business association (e.g. APINDO) members or individual businesses that operate in Indonesia.

This model is expected to build up a critical mass of professional volunteer resources throughout the country, which could be at the disposal of PMI branches, chapters and/or for national level operational or programmatic needs. The involvement of the corporate sector would most often be associated with disaster response and preparedness, mitigation planning, and system improvement. These corporate volunteers would receive orientation, training, and then co-opt to be involved in undertaking a certain type of activities.

*1.2.**Scope and reach of project/program*

Project activities will take place at the national level, through using corporate volunteers to assist PMI in improving national level operational systems and program designs (e.g. communication campaigns) in two (2) targeted provinces; PMI DKI Jakarta and Bali. The primary beneficiaries of this project are PMI board members (54), staff (160), and corporate volunteers (400), totaling 614 people.

In the current volunteer system in PMI, there are four (4) classifications of volunteers: 1) Youth Volunteer (PMR) which varies from elementary school to senior high school; 2) Volunteer Basic Corps (KSR), mainly targeting university students; 3) Professional Volunteer (TSR), which varies from community volunteer at the village level to professionals, i.e. teachers, doctors, nurses, architects, practitioners, etc.; and 4) Blood Donor Volunteer (DDS).

Considering the corporate volunteer expertise, they will therefore, be categorized as TSR volunteers. Following general practice, all volunteers will be attached to corresponding PMI Branches, including their management. Since, PMI NHQ and Chapters are not allowed to set up their own volunteer structures, they will be able to mobilize volunteers, based on specific needs in coordination with their respective Branches.

As this initiative is still a pilot project, some flexibility within PMI, would allow both PMI NHQ and targeted Chapters to coordinate closely with their respective Branches in mobilizing volunteers, depending on the particular task or TOR required to undertake and considering Branch coverage and capacity.

*1.3.**Project/program management*

Provide background information on the respective roles of the American Red Cross, Host National Society and other implementing partners in project/program management. Describe the management structure and indicate the key management positions, including the person(s) responsible for monitoring and evaluation.

In implementing this project, PMI is in charge of the leadership over the project and ARC provides technical backup and facilitates other external interaction necessary.

*ARC Roles and Responsibilities**: *

ARC oversees the Corporate Volunteer project in close collaboration with PMI NHQ, with primary role of providing funding and technical assistance (including facilitation and networking) to PMI NHQ through training, workshops, and facilitation support. ARC, in cooperation with PMI, monitors project progress and provides feedback to PMI through regular coordination meetings, meeting notes, and monitoring trip reports.

To perform the responsibilities described above, ARC Indonesia delegation has assigned a Corporate Volunteer Manager Program Coordinator DM and OD, and M&E/Reporting Manager to allocate certain 10-40% of their time to the project. Furthermore, the Country Representative has also extended his technical support to the project, especially assisting to develop direct relationship between PMI and AMCHAM and/or individual corporate members, as needed.

*PMI Roles and Responsibilities**: *

PMI NHQ is responsible for carrying out day-to-day project activities and management. Since the project requires active participation and support from a number of divisions within PMI (incl. Volunteers, Training, Disaster Management, Health, International Cooperation, Resource Mobilization, etc), the Volunteer Division will be in charge as leading sector to manage and coordinate cross-divisional coordination, with a senior-level staff assigned to manage the project.

*2. **Evaluation Overview*

*2.1.**Purpose of evaluation*

This evaluation have four main objectives, including:

  1. To examine the relevance and fulfillment of project objectives, efficiency, effectiveness (intended and unintended results), impact, and its sustainability;
  2. To identify major factors that contribute to the results as well as and connectedness between outputs and outcomes;
  3. To identify challenges and issues during project implementation and its impact to the project success as well as potential solution to address similar issues in the future;
  4. To obtain private sector perspective and recommendation to the CV program approaches which most suitable for corporate context and need;
  5. To provide lessons learned and specific recommendation to inform project implementation models/approaches/strategies direction to continue the CV program in PMI with or without external funding support.

*2.2.** Main audience of evaluation*

The main audience for the evaluation includes the field project delegates, field management, NHQ technical team, NHQ senior management, donor (ARC) and other PNSs, also the corporate volunteers. The major emphasis for the evaluation will be for learning objectives.

*2.3.** Coverage of evaluation*

The evaluation will be done comprehensively covering all geographic areas taking subset of completed activities.

*3. **Scope Of Work And Evaluation Design*

*3.1.** Scope of work*

*The contractor will be responsible for the following:*

  1. Provide inception report, including evaluation timeline and budget, which correspond to this TOR/Evaluation Objectives;
  2. Coordinate the arrangement of evaluation schedule with PMI at all levels and private sector/companies/AMCHAM (i.e. data collection, analysis, and dissemination) and field preparation (technical and administration);
  3. Conduct and facilitate detail assessment/data collection through discussions, meetings, and or mini workshop to evaluate this project and fulfill the project evaluation objectives;
  4. Provide specific recommendations in order to improve the design and content for future similar initiatives/projects to better address the context of corporate volunteering and reflect strategic priorities of PMI;
  5. Develop a final evaluation report that reflects evaluation findings, summary, specific recommendations, and action plans;
  6. Conduct a mini workshop to disseminate the evaluation result which involved PMI, Amcross, and AMCHAM/KADIN.

*The contractor will not be responsible for the following:*

1. To prepare the information required for the evaluation (monthly and quarterly reports, other project recording and reporting forms).

*3.2.** Methodologies*

The evaluation will use mix method (both quantitative and qualitative) which will cover all of the required information to ensure that the findings are objective and reliable. Therefore, the methods would include the following:

  1. Desk review of key documents, including strategy documents (Proposal, LFA, M&E Plan), project monthly and quarterly reports (CR Report, SRMC, QPR, ITT), prior evaluation reports, monitoring reports and other documents judged relevant;
  2. Literature search and review of material on the environment in which the project operates (i.e. corporate volunteering, Red Cross world), and recent developments which impact objectives and activities;
  3. In-depth interviews with key project/program staff;
  4. In-depth interviews with representatives from PMI board members, ARC, AMCHAM, partnering companies, and other relevant stakeholders;
  5. Focus group discussions with corporate volunteers.

*3.3.** Discussion of methodology and work plan*

Discussion of selected, approved methodology and work plan will be developed by the selected contractor in form of an Inception Report, which needs to be submitted at least one (1) week after contract signing. Feedbacks towards the Inception Report will be provided in no less than three (3) working days, and the Final Inception Report should be ready at least two (2) weeks after contract signing.

*3.4.** Logistic and Administrative Support*

The contractors will use their own computers, equipment, and software necessary to deliver the final work.

*3.5.** Reporting relationship*

The contractor will report to Merry Turnip, MER/H Coordinator of ARC.

*3.6.** International standards & Presentation of evidence*

Standard evaluation and survey methodologies and good practices utilized in the international humanitarian community should be applied. In particular, all findings and conclusions should be based on evidence which is presented in the evaluation report.

*3.7.** Ethical Guidelines*

It is expected that the evaluation will adhere to ethical guidelines as outlined in the American Evaluation Association’s Guiding Principles for Evaluators. A summary of these guidelines is provided below, and a more detailed description can be found at www.eval.org/Publications/GuidingPrinciplesPrintable.asp.

  1. Informed Consent: All participants are expected to provide informed consent following standard and pre-agreed upon consent protocols;
  2. Systematic Inquiry: Evaluators conduct systematic, data-based inquiries;
  3. Competence: Evaluators provide competent performance to stakeholders;
  4. Integrity/Honesty: Evaluators display honesty and integrity in their own behavior, and attempt to ensure the honesty and integrity of the entire evaluation process;
  5. Respect for People: Evaluators respect the security, dignity and self-worth of respondents, program participants, clients, and other evaluation stakeholders. It is expected that the evaluator will obtain the informed consent of participants to ensure that they can decide in a conscious, deliberate way whether they want to participate;
  6. Responsibilities for General and Public Welfare: Evaluators articulate and take into account the diversity of general and public interests and values that may be related to the evaluation.

*3.8.** Future use of data*

All collected data will be the sole property of the American Red Cross. The contractor may not use the data for their own research purposes, nor license the data to be used by others, without the written consent of the American Red Cross.

*4. **Expected Activities And Deliverables*
*4.1.** Expected activities*
*No of days*

  1. Contractual Process 2 May 16-17;
  2. Desk review, literature search and discussions with key program staff 2 May 17-18;
  3. Develop and submit inception report for ARC approval 2 May 19-20;
  4. Finalization data collection instruments 2 May 21-22;
  5. Data collection 10 May 23-June 3;
  6. Data analysis and interpretation 3 June 7-9;
  7. Prepare and submit 1st draft report 2 June 10-13;
  8. Finalize report in line with ARC feedback 2 June 16-17;
  9. Present findings to ARC and PMI 1 June 22;
  10. Finalize and submit the Evaluation Report 2 June 23-24.

*5. **Obligations Of Key Participants In The Evaluation*

*5.1.** Obligations of the Contractor (s)*

  • Inform the evaluation manager in a timely fashion of progress made and of any problems encountered;
  • Implement the activities as expected, and if modifications are necessary, bring to the attention of the MER/H Coordinator before enacting any changes;
  • Report on a timely basis for any possible conflicts of interest.

*5.2.** Obligations of the MER/H Coordinator*

  1. Make sure that the contractor (s) are provided with the specified;
    human resources and logistical support, and answer any day-to-day enquiries;
  2. Facilitate the work of the contractor (s) with beneficiaries and other local stakeholders;
  3. Monitor the daily work of the contractor (s) and flag any concerns;
  4. Receive and signoff on deliverables and authorize payment.

*5.3.** Obligations of the NHQ Technical Team*

  • Review and approve the proposed methodology;
  • Provide technical oversight in the review of all deliverables;
  • Provide timely comments on the draft report;
  • Receive and signoff on deliverables and authorize payment.

*6. **Required Qualifications:*

  • Demonstrated experience in leading evaluations of humanitarian projects/programs;
  • Demonstrated professional experience in volunteering/organizational development environments;
  • Demonstrated experience in quantitative data collection and analysis;
  • Demonstrated experience in qualitative data collection and analysis;
  • Demonstrated experience in leading focus group discussions;
  • Technical expertise in project/program sector preferred;
  • Experience of evaluating similar programs strongly preferred;
  • Professional work experience with Red Cross and Red Crescent movement preferred;
  • Fluency in Bahasa Indonesia and English required.

*7. **Proposal Submission Procedure*

Please submit your proposal and budget application and curriculum vitae in English not later than *13 May 2016 before 14:00 to * *recruitment@amredcross.org* <recruitment@amredcross.org> placing the job title in the subject line and label your proposal and CV with your name and documents. Only short listed candidates will be notified. Applications received after the deadline will not be considered.

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