PRF33834 Request for Proposals to Conduct Baseline Evaluation Strengthening Gender and Disability-Inclusive Climate Action in Bungoma County(Phase II) full-time NEW

https://kenyaredcross-my.sharepoint.com/:b:/g/personal/tenders_redcross_or_ke/IQADcP_o5VapSLdp7-4uz8sKAeF9zakl_iM0GTydw1Ty7YM?e=BeQ06q

Request for Proposals to Conduct

Baseline Evaluation

Strengthening Gender and Disability-Inclusive Climate Action in Bungoma County (Phase II)

Document Release Date: 14/10/2026

Last Date for Receipt of Proposals: 28/10/2026

Time: 11:00 HRS

Tender Number: PRF33834

Submission Method: email to tenders@redcross.or.ke

Tender Opening Venue and Time: Virtually via Microsoft Teams at 1200hrs

Summary of the baseline surveyPurpose:
The baseline evaluation aims to establish the benchmark statistics for the project “Strengthening Gender and Disability-Inclusive Climate Action in Bungoma County” (Phase II), a new phase of the Kenya Red Cross Society (KRCS)/CBM Global “Promoting Inclusive Climate Change Resilience in Bungoma County” project (Phase I). It will document the current situation of target communities, including persons with disabilities, women, youth and other marginalized groups, against the Phase II results framework, validate the relevance and measurability of the log frame indicators and targets, and provide a robust reference point against which the project’s future mid-term review and end-term evaluation will measure change.

Partners

CBM Global Disability Inclusion (CBM Global), Kenya Red Cross Society (KRCS), Disability Empowerment Network (DEN), National Government, Bungoma County Government and relevant departments (Directorate of Climate Change, Ministry of Water, Tourism, Environment and Natural Resources, Ministry of Youth, Gender and Social Development, Ministry of Health, Ministry of Labor and Social Protection, National Council for Persons with Disabilities (NCPWD), Association for Persons with Disability Kenya (APDK), Kenya Meteorological Department, Organizations of Persons with Disabilities (OPDs)).

Duration

35 days

Estimated Dates

5/11/2026 – 9/12/2026

Geographical Location

Bungoma County, Kenya – focusing on Tongaren, Bumula and Webuye East sub-counties

Target Population

Persons with disabilities (men, women, boys and girls), women- and youth-headed households, older persons, indigenous and other marginalized community members, Organizations of Persons with Disabilities (OPDs), Ward Climate Committees, Village Savings and Loan Association (VSLA)/self-help groups, County and Sub-County Government departments (climate change, disaster management, health, social protection), and Kenya Red Cross Society/DEN staff and volunteers.

Deliverables

Inception report and tools, cleaned datasets and codebook, draft and final baseline report, PowerPoint presentation, dissemination/validation workshop, and an easy-read version of the report.

Methodology

Mixed methods – quantitative and qualitative, disability- and gender-inclusive data collection approaches.

Evaluation Management Team

KRCS MEA&L team, KRCS Project representatives, and CBM Global representative(s).

Background Information
Climate Change is a threat to the development of the global economy and the greatest impediment to the achievement of sustainable development goals. Current global weather extremes affect millions of people, resulting in food and water insecurity in addition to affecting agricultural productivity. In Kenya, Climate Change has resulted in extreme weather events that have led to loss of lives, reduced agricultural productivity, displacement of populations, and destruction of infrastructure, among other adverse impacts. Bungoma County has also not been spared, with increased cases of flooding, landslides, and drought resulting in displacement of people, damage to infrastructure and low agricultural yields.

According to the 2019 Kenya census report, an estimated 40,186 persons with disabilities live in Bungoma County, representing 2.4% of the population. This population continues to face disproportionate risks due to structural barriers such as limited access to climate information, restricted mobility, limited access to services, and exclusion from planning and decision-making spaces at community and county levels. Barriers to their full participation in society prior to disasters and other emergencies tend to be exacerbated by climate-related hazards, and failure to consult persons with disabilities and their representative organizations in the development of plans to respond to emergencies increases their risks and vulnerabilities.

With support from and in partnership with CBM Global, Kenya Red Cross Society implemented a 3-year project dubbed “Promoting Inclusive Climate Change Resilience in Bungoma County” (Phase I, 2023-2025) in Cheptais, Kopsiro and Bungoma South (Kanduyi) sub-counties. Phase I demonstrated the feasibility and value of disability-inclusive climate action: it empowered more than 800 persons with disabilities to participate in climate resilience processes and reached over 20,000 community members through early warning dissemination, climate-smart livelihood activities, and community-led advocacy.

The Phase I end of project findings informed the design of Phase II, reflecting the learnings the results and the current needs. Building on the achievements, lessons and gaps identified under Phase I, KRCS and CBM Global have designed a new phase – “Strengthening Gender and Disability-Inclusive Climate Action in Bungoma County” (Phase II, 1st July 2026 – 31st December 2028) – implemented by KRCS as lead implementing partner in partnership with the Disability Empowerment Network (DEN) as the primary sub-partner. The project will be implemented in Tongaren, Bumula and Webuye east sub-counties. Phase II adopts a rights-based, gender-responsive, disability-inclusive, and community-led approach that tackles the root causes of vulnerability while enhancing adaptive capacities. It combines: strengthened Inclusive Early Warning and Early Action (EWEA) systems using multiple, accessible communication channels for different disability groups; climate-smart livelihood interventions targeting women, youth, and persons with disabilities, including underrepresented and indigenous communities; capacity building of county institutions and community structures to institutionalize inclusive climate governance; and integration of Mental Health and Psychosocial Support (MHPSS) to address the emotional and social impacts of climate-related stressors.

As the project design form notes that a baseline assessment is planned within the first quarter of project implementation, this baseline survey is required to establish reliable starting values for the Phase II log frame indicators, sharpen the theory of change, and inform the Monitoring, Evaluation, Accountability and Learning (MEA&L) plan to be finalized within three months of project commencement.

Project Objectives
Overall Project Goal: To reduce the impacts of climate-related risks for communities by strengthening their capacity for preparedness, early action, and inclusive disaster risk management, while ensuring full participation and protection of persons with disabilities and other at-risk groups.

Specific Objective 1: To strengthen the ability of at-risk communities to apply inclusive, climate-adaptive approaches and engage in advocacy mechanisms that enhance their participation and resilience to climate-related shocks.
Specific Objective 2: To improve adaptive livelihoods, access to services, and social protection for persons with disabilities and at-risk households.
Specific Objective 3: To strengthen evidence generation, advocacy and learning for inclusive climate action.
Key Project Stakeholders
The project is implemented in close coordination with the National and Bungoma County Governments and their departments, including the Directorate of Climate Change, the Ministry of Water, Tourism, Environment and Natural Resources, the Ministry of Youth, Gender and Social Development, the Ministry of Health (rehabilitation and physiotherapy departments), the Ministry of Labor and Social Protection, the National Council for Persons with Disabilities (NCPWD), the Kenya Meteorological Department, and the Association for Persons with Disability Kenya (APDK).

Key implementing partners are Kenya Red Cross Society (KRCS), as lead implementing partner, and the Disability Empowerment Network (DEN), as primary sub-partner. The project also works with Organizations of Persons with Disabilities (OPDs), Ward Climate Committees, women-led organizations, grassroots community structures, VSLA/self-help groups, and National Government Administrative Officers. At the regional/global level, the project engages with the Early Warnings for All (EW4ALL) pillar leads (UNDRR, NDOC, WMO, ITU, CA, IFRC, KRCS).

Baseline survey Purpose & ScopePurpose.
The baseline survey aims to establish the current status of the target population and systems against each Phase II log frame indicator, ahead of project implementation. It will provide a credible evidence base against which project progress and impact will be measured at mid-term and end-term.

The baseline survey will establish the pre-intervention values for the Phase II log frame indicators in Tongaren, Webuye East and Bumula sub-counties. These values form the benchmark against which change will be measured at mid-term and end-term. The survey will also confirm that the indicators, targets and monitoring arrangements are realistic and measurable, so that the project can track and demonstrate its results from the start.

To establish baseline values for key project outcome and output indicators, including climate-related risks, community adaptive capacity and existing resilience practices across the three sub-counties.
To assess community perceptions and experiences of participation, disability inclusion, feedback, accountability and safeguarding mechanisms, and identify key gaps.
To identify priority project risks, assumptions and monitoring requirements that may affect implementation and achievement of results.
To provide practical recommendations to refine programme targeting, implementation, monitoring and learning.
Key Questions
The consultant will develop key questions to enable the baseline survey to generate the information needed on the project’s starting context and indicators. The following are proposed key questions; the consultant may suggest changes/additional questions at the inception stage:

Baseline values and indicators

What are the baseline values for each Phase II log frame indicator?
Are the current indicators and targets realistic, measurable, and appropriately disaggregated (sex, age, disability, geography)?
What data sources and collection methods are most appropriate for tracking each indicator going forward?
Context and needs analysis

What is the current level of climate risk awareness, preparedness, and early warning access among target communities, disaggregated by gender and disability?
What livelihood strategies do households, including persons with disabilities, currently use, and how climate-adaptive are they?
What is the current status of VSLA/self-help groups, microenterprises, and access to rehabilitation and assistive devices in the target areas?
What is the level of functioning of Ward Climate Committees, DRM coordination platforms, and OPD engagement in county governance processes?
Capacity assessment

What is the current institutional and technical capacity of KRCS, DEN, OPDs, and county departments to deliver and monitor a disability-inclusive climate resilience project?
Key MEA&L capacity gaps within DEN that require strengthening to enable DEN to meaningfully support MEA&L functions within the project.
Community Engagement, Accountability and Safeguarding

What complaints and feedback mechanisms currently exist in the target communities, and how accessible are they to persons with disabilities?
What safeguarding risks (including GBV, exploitation, and exclusion of persons with intellectual or psychosocial disabilities) are present in the target context, and what systems currently exist to mitigate them?
To what extent are community members, including persons with disabilities and women, currently involved in decision-making processes relevant to climate resilience?
Gender and Disability Inclusion

What specific barriers do women, men, persons with disabilities (by type), youth and older persons currently face in accessing climate information, livelihoods, and services?
How are gender relations, decision-making power, and leadership currently distributed within target communities and OPDs?
Risks and Assumptions

Are the key assumptions in the log frame (e.g. continued institutional commitment, market functionality, community adoption of livelihood diversification) currently valid in the project context?
What additional risks (climate, security, political, or operational) should be considered in the project’s risk register?
Survey Methodology
The consultant will be expected to propose the most appropriate study design, sampling methods, sample size, and data collection and analysis approaches for the baseline survey. These should be clearly outlined in the bidding document/proposal and will be further discussed with the assessment management team if the firm qualifies for the oral stage. The firm should identify and justify the target respondents or data sources that can effectively address the log frame indicators. The proposed methodology should incorporate triangulation of findings and ensure an adequate, representative sample of the target beneficiaries, with clearly defined sampling procedures, disaggregated by sex, age, and disability status (using, for example, the Washington Group Questions).

All log frame indicators should be given operational definitions in the bid submission. A detailed data analysis plan should also be included, indicating how each indicator will be analyzed, and how baseline values will be presented and structured to allow direct comparison at mid-term and end-term.

Additional documents that can be used during the baseline survey include the following, in additional to any other relevant documents/literature to inform the survey process:

Phase I End-Term Evaluation report and Phase I project reports.
Phase II project design form, theory of change, and log frame.
Phase II project risk register and safeguarding risk assessment.
Existing needs assessments and contextual analyses for Bungoma County.
Documents, policies and frameworks by partners, county and national government (e.g. Bungoma County Integrated Development Plan (CIDP) 2023-2027, Kenya Climate Change Act 2016, National Climate Change Action Plan (NCCAP) 2023-2027, Disability Inclusion Policy).
The project’s Overall Objective, Specific Objectives and Results-level indicators are shown in the table below:

Hierarchy of Objectives

Objectively Verifiable Indicators (OVI)

Overall Objective (Impact):

Strengthened disability-inclusive, gender-responsive, and community-led climate resilience systems in Bungoma County.

Specific Objective 1 (Outcome):

Communities at risk of climate shocks in Bungoma County apply inclusive coping, early warning, and advocacy mechanisms that reduce vulnerability and strengthen resilience.

% of supported communities implementing inclusive early warning and coping mechanisms. (Survey reports)

% of persons with disability, women, and marginalized persons accessing and responding to early warning information. (Surveys)

% of supported households reporting diversified and climate-adaptive livelihoods (Surveys)

Result 1.1 (output):

Coping mechanisms of communities at risk of climate shocks are strengthened.

Number of Ward Climate Committees applying disability- and gender-inclusive planning.

Number of at risk households supported with inclusive climate-adaptive livelihoods.

Number of strengthened VSLA groups which are functional.

Result 1.2 (output):

Participatory, community-led Early Warning Early Action (EWEA) systems accessible to all (including persons with disabilities) are strengthened.

% of persons with disabilities reporting access to timely and understandable early warning information.

Number of functional DRM coordination platforms at ward, sub-county and county levels. Baseline (Phase I):

Number of persons accessing rehabilitation, assistive devices and referral services.

Result 1.3 (output):

Strengthened gender, age and disability-inclusive climate governance through OPD-led advocacy.

Number of OPDs actively participating in county climate and DRM governance processes.

Number of OPD-led advocacy initiatives on inclusive climate action.

Number of county plans, policies or processes influenced by OPD advocacy.

Result 1.4 (Output

Project accountability, safeguarding, monitoring and learning systems strengthened.

Number of joint monitoring visits conducted.

% of beneficiaries reporting satisfaction with project services.

Number of learning and advocacy products developed.

Specific Objective 2 (Outcome):

Improve adaptive livelihoods, access to services, and social protection for persons with disabilities and at-risk households.

% of targeted households demonstrating improved income and livelihood diversification.

% of people (persons with disabilities/women) reporting increased access to social protection or adaptive livelihood schemes.

Number of persons with disabilities, women, and marginalized persons engaged in climate-smart livelihood initiatives.

Result 2.1 (Output):

Persons with disabilities, women and other marginalized groups have improved access to adaptive, climate-smart livelihoods and initiatives.

Number of livelihood interventions designed with inclusive adaptation measures.

Average household income of participants.

Number of persons with disabilities, women, and marginalized persons participating in climate-smart livelihood projects.

Result 2.2 (Output):

Rehabilitation and assistive technology services are scaled up and linked to livelihood and resilience initiatives.

Number of livelihood initiatives integrating access to rehabilitation or assistive services.

Number of beneficiaries accessing assistive devices to support participation in livelihood activities.

Number of partnerships established between service providers and livelihood programmes.

Result 2.3 (Output):

Households demonstrate improved economic resilience through inclusive VSLA and microenterprise support.

% of VSLA members reporting increased savings and business income.

Number of inclusive VSLA groups formed/strengthened with persons with disability and gender representation.

Number of microenterprises initiated or scaled by persons with disability and women.

Result 2.4: Output

Mental Health and Psychosocial Support (MHPSS) and GBV protection integrated into livelihood and community resilience programming.

% of persons with disabilities and women reporting access to psychosocial and protection services.

Number of referral linkages established between livelihood and GBV/MHPSS service providers.

Number of persons referred through the linkages.

Specific Objective 3 (Outcome):

Strengthen evidence generation, advocacy and learning for inclusive climate action.

Number of inclusive advocacy initiatives or policy dialogues influenced by project evidence.

Number of policy briefs, learning papers, or case studies produced and disseminated.

Result 3.1 (Short-term Outcome):

Data on disability inclusion, gender, and climate impact systematically collected and shared.

Number of inclusive data collection tools developed and used.

Number of county climate reports that include disaggregated data (sex, age, disability).

Number of data-sharing platforms or repositories established and maintained.

Result 3.2 (Short-term Outcome):

Policy briefs, learning papers, and evidence disseminated to inform county, national, and regional platforms.

Number of policy briefs, case studies, and learning papers developed and disseminated.

Number of forums/events where inclusive climate data/evidence is presented. Baseline (Phase I): 1.

Number of instances where evidence informs policy decisions or planning processes.

Result 3.3 (Short-term Outcome):

OPDs and county actors demonstrate improved capacity for inclusive advocacy and monitoring.

Number of OPDs applying advocacy and monitoring skills in county planning processes.

Number of joint advocacy initiatives led by OPDs and county actors on inclusive climate resilience.

Number of OPD and county actors reporting improved capacities.

Quality & Ethical Standards
The consultant shall take all reasonable steps to ensure that the survey is designed and conducted to respect and protect the rights and welfare of the people and communities involved and to ensure that the assessment is technically accurate and reliable, is conducted in a transparent and impartial manner, and contributes to organizational learning and accountability. Therefore, the survey team shall be required to adhere to the assessment standards and applicable practices as recommended by the International Federation of Red Cross and Red Crescent Societies.

Utility: Assessments must be useful and used.
Feasibility: Assessments must be realistic, diplomatic, and managed in a sensible, cost-effective manner.
Ethics & Legality: Assessments must be conducted ethically and legally, with regard for the welfare of those involved in and affected by the assessment.
Impartiality & Independence: Assessments should be impartial, providing a comprehensive and unbiased assessment that considers the views of all stakeholders.
Transparency: Assessment activities should reflect an attitude of openness and transparency.
Accuracy: Assessments should be technically accurate, providing sufficient information about the data collection, analysis, and interpretation methods so that its worth or merit can be determined.
Participation: Stakeholders should be consulted and meaningfully involved in the assessment process when feasible and appropriate.
Collaboration: Collaboration between key operating partners in the assessment process improves the legitimacy and utility of the assessment.
Inclusion: The assessment must include clear steps to ensure meaningful engagement and participation of all sections of the community, including persons with disabilities and women.
It is also expected that the assessment will respect the seven Fundamental Principles of the Red Cross and Red Crescent: 1) humanity, 2) impartiality, 3) neutrality, 4) independence, 5) voluntary service, 6) unity and 7) universality.

Qualifications and Experience for Consultants
The lead consultant must possess the following qualifications:

A minimum of a master’s degree in Public Health/climate change and adaptation/environmental science and Environmental studies/disaster risk management & disaster preparedness/sustainable development/development studies/project planning and management/Monitoring and Evaluation (M&E) or Applied Researchor related field.
A minimum of 5 years’ extensive experience in carrying out comprehensive baselines or similar assignments.
Good understanding of climate change and climate-related risks, with demonstrated expertise in mainstreaming gender equality, disability inclusion, and age considerations among vulnerable populations in Kenya.
Proven experience in participatory and results-based M&E knowledge and practical experience in quantitative and qualitative research methods.
Must have led at least five participatory assessments. Experience of conducting evaluations, monitoring and assessment work in the target or similar communities (preferred).
High level of professionalism and an ability to work independently and in high-pressure situations under tight deadlines.
Strong interpersonal, facilitation, and communication skills
The team must have a statistician able to analyze quantitative and qualitative data, as well as key technical team members to handle specific components of the project baseline.
The team must have experience in participatory data collection methods and using mobile phone technology for data collection, monitoring and reporting.
The lead consultant must have strong analytical skills and the ability to clearly synthesize and present findings, draw practical conclusions, make recommendations, and to prepare well-written reports in a timely manner.
Availability for the period indicated and ready to carry out the assignment and deliver results within the specified period/time.
Proven track record of integrating gender-responsive and disability-inclusive approaches in baseline surveys, including demonstrated ability to capture the perspectives of women, men, youth, and persons with disabilities through appropriate participatory methods.
Availability of experts in each of the subject areas, with experience and relevant qualifications for the assignment, will be highly preferred.

Management of the baseline survey.Duration:
The baseline survey will be conducted between 5/11/2026 – 9/12/2026 or 35 days from contract signing to delivery of the final report.

Deliverables:
Inception report detailing the baseline survey design, sampling methodology & sample frame, baseline tools, agreed budget and work plan.
Copies of original and cleaned data sets with codebook. The raw data, the database which has been cleaned (both qualitative and quantitative, including original field notes for in-depth interviews and focus group discussions, as well as recorded audio material), should be submitted together with the report. A simple inventory of material handed over will be part of the record. KRCS will have sole ownership of all final data, and any findings shall only be shared or reproduced with the permission of KRCS.
Draft baseline report that will culminate in the final report with the following elements and as will be guided by KRCS:Table of contents
Clear executive summary with, among others, major findings and summary of conclusions and recommendations.
The objectives of the end term, methodology and any challenges encountered in the field.
A presentation of the results and discussion of the same (including analysis) according to baseline questions.
Conclusions
Recommendations.
Report annexes.
A power point presentation highlighting key results and discussion from the baseline survey will be presented at a feedback meeting with stakeholders to be held after completing the draft report.
Final baseline report – submit 5 well designed and bound hard copy and one electronic copy of the report by the agreed timeline. The specifications for the hard copies will be guided by KRCS M&E team.
A power point presentation highlighting key results, findings, and recommendations to be disseminated to the key stakeholders by the consultant after approval of the baseline survey report.
An easy-read version of the baseline survey report alongside the full baseline report report.
Survey Management Team
The survey management team shall consist of KRCS MEA&L Unit representatives, KRCS program manager, KRCS procurement team, DEN and CBM Global Representative. They shall ensure that the deliverables agreed upon and approved in the inception report are achieved on time. KRCS MEA&L representative will be the chair of the team.

Role of KRCS (Project and M&E team)

Lead the recruitment and assessment process
Coordinate the assessment implementation process
Review of assessment products including the inception report tools, and reports
KRCS will organize logistics for the assessment team
Avail data collectors within agreed criteria
Avail all necessary documents for desk review
KRCS will be the link between the community, stakeholders and the consultant and will organize all the data collection activities (identifying respondents and setting up appointments)
Will be the custodian of all data generated from the assessment
Organize dissemination forums as necessary.
Role of CBM global.

Participate in the TOR development.
Review the inception report and data collection tools.
Review and give feedback on all baseline products.
Fund the activity budget.
Final approval of the report.
Application Requirements
Application materials shall include:

A written response to this TOR in terms of a proposal detailing the technical understanding of the task, proposed methodologies of the baseline survey, expected activities and deliverables, proposed work plans with schedule, and financial bids. See Annex 1
Detailed CVs of all professionals who will work on the baseline survey. If there is more than one contractor on the proposed survey team, please attach a table describing the level of effort (in number of days) of each team member in each of the baseline activities. See Annex 3
Professional references: please provide at least three reference letters from your previous clients and full contact details of the referees (working and active email & phone number).
2 Sample reports of relevant previously completed assignments.
Please also note that the people whose names appear in the team composition template MUST be the ones to undertake the survey. As such, they MUST be the ones to appear in person if the proposal moves to the interview stage.

Submission of proposal.
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. The team composition should conform to Annex 3.

Bidders should provide softcopy technical and financial proposal in two separate folders clearly marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF33834 – Call for Consultancy for baseline survey for phase II Promoting Inclusive Climate Change Resilience in Bungoma County*”*

The proposal should be addressed as below to reach the undersigned (by mail) through tenders@redcross.or.keon Thursday, 28th of October 2026 at 1100HRS.

Chairperson, Tender Committee

Kenya Red Cross Society

P.O Box 40712 – 00100

Nairobi, Kenya.

ANNEX 1: TECHNICAL PROPOSAL FORMAT
Introduction: description of the firm, the firm’s qualifications, and statutory compliance (2 pages)
Background: Understanding of the project, context and requirements for services, Key questions (2 pages)
Proposed methodology – Indicate methods to be used for each indicator and highlight any areas where indicators may need adjustment. The targeted respondents should be indicated for each indicator. Proposed detailed questions should be indicated. Detailed sampling procedure and sample size determination needs to be described and provided. (5 pages)
Firms experience in undertaking assignments of similar nature and experience from the geographical area for other major clients (Table with: Name of organization, name of assignment, duration of assignment (Dates), reference person contacts (2 pages)
Proposed team composition (As per annex 3) – 1 page
Work plan (Gantt chart of activity and week of implementation) – 1 page
ANNEX 2: BUDGET TEMPLATE
The consultant shall only quote for the items below as KRCS will manage all other related costs (logistics and payment of enumerators)

Item

Unit

# of Units

Unit Cost

Total Cost (Ksh.)

Consultancy Fee (for the whole assessment period)

Per day

Cost of travel to the project field site and upkeep during the data collection days. (Movement during data collection will be facilitated by KRCS)

Lumpsum

Office expenses (Printing, photocopy, binding, communication costs etc.)

Lumpsum

Grand Total

ANNEX 3: PROPOSED TEAM COMPOSITION TEMPLATE
Name of Team Member

Highest Level of

Qualification

General Years of Experience related to the task at hand

Roles under this assignment

ANNEX 4: TENDER ASSESSMENT CRITERIA
A three-stage assessment procedure will be used to evaluate all proposals from bidders. The total number of points that each bidder may obtain for its proposal is:

Technical Proposal 50 marks
Oral presentation 40 marks
Financial Proposal 10 marks
Mandatory Requirements.
The proposal shall ONLY be evaluated on the basis of its adherence to the following compulsory requirements, this applies to both local and international firms or individuals.

Document/ Requirements

Yes/No

Tax compliance certificate

Certificate of incorporation/registration (only applicable for firms)

Proceed to next stage (Yes/No)

Assessment of the Technical Proposal
The technical proposal shall be evaluated on the basis of its responsiveness to the TOR. Specifically, the following criteria shall apply:

Baseline survey Criteria

Maximum Points

Bidder’s score

Remarks

Background: Description of the consultant/Firm’s Qualifications, Understanding of the project, context and requirements for services
10

Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.
20

Firms Experience in undertaking assignments of similar nature and experience from related geographical area for other major clients:
Provide a summary and supporting information on overall years of experience, and related technical and geographic coverage experience.
10

Proposed Team Composition: Tabulate the team composition to include the general qualifications, suitability for the specific task to be assigned and overall years of relevant experience to the proposed assignment.
The proposed team composition should balance effectively with the necessary skills and competencies required to undertake the proposed assignment.
Lead Consultant Qualifications – should be as per the TOR
Provide CVs for key Consulting team including Statistician/Data Analyst.
5

Work Plan: A Detailed logical, weekly work plan for the assignment MUST be provided.
5

TOTAL SCORE

50

Note: The firms/consultants that attains a score of 35 and above out of 50 in the technical evaluation will be invited to proceed to oral presentation.

Oral Phase Assessment
At the oral phase, the following criteria shall apply:

Criteria

Maximum points

Bidder’s Score

Remarks

Understanding of the assignment.

5

Clear and scientific methodology: samplings, data collection, understanding indicators, respondents, tools, data analysis etc.

15

Presentation of previous similar assignment (Consultant will be required to show/present at least 2 previous completed assignment reports at the oral stage and at least two reference letters)

10

Preparedness and participation of teams. Attendance of team members listed in the bid and whose CVs are availed.

10

Total Score out of 40

40

Note: From this stage, the technical and oral assessment scores are combined. The firms/consultants that attains a combined score of 70% in the technical & oral presentations will be invited to proceed to the financial stage.

Assessment of the Financial Proposal
The Financial Proposal shall be prepared in accordance to Annex 2. The maximum number of points for the Financial Proposal shall be 10% (10 points). This maximum number of points will be allocated to the lowest Financial Proposal. All other Financial Proposals will receive points in inverse proportion according to the below formula:

Points for the Financial Proposal being evaluated =

(Maximum number of points for the financial proposal) x (Lowest price)

Price of proposal being evaluated

A total score obtained including Technical, Oral and Financial Proposals is calculated for each proposal. The bid obtaining the overall highest score shall be awarded to undertake the assignment – subject to budget allocated.

GENERAL INSTRUCTIONS

Please read carefully the method of tender submission and comply accordingly.

KRCS reserves the right to accept or to reject any bid, and to annul the bidding process and reject all bids at any time prior to the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action.
Cost of bidding
The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Organization will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

Clarification of Bidding Document
All correspondence related to the contract shall be made in English. Any clarification sought by the bidder in respect of the consultancy shall be addressed at least five (5) days before the deadline for submission of bids, in writing to the Administration Coordinator.

The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.

Enquiries for clarifications should be sent by e-mail to tenders@redcross.or.ke

Amendment of Bidding Document
At any time prior to the deadline for submission of bids, KRCS, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 1 at the time of collecting/receiving the bid document.

To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, KRCS may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments.

Deadline for Submission of Bids
Bids should reach tenders@redcross.or.ke on or before 28th October 2026 at 1100HRS. Bids received after the above-specified date and time shall not be considered.

Bidders should provide softcopy technical and financial proposal in two separate folders clearly marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF33834 – Call for Consultancy for baseline assessment for Promoting Inclusive Climate Change Resilience in Bungoma County*”*

The proposal should be addressed as indicated above to reach the undersigned by 28th October 2026 at 11:00HRS for the tender to be opened on 28th October 2026 at 1200HRS:

Any bid received by KRCS after this deadline will be rejected.

Cost Structure and non-escalation
The bidder shall, in their offer (Financial Proposal), detail the proposed costs as per the template provided above.

No price escalation under this contract shall be allowed. KRCS shall not compensate any bidder for costs incurred in the preparation and submission of this RFP, and in any subsequent pre-contract process.

Taxes and Incidental Costs
The prices and rates in the financial offer will be deemed to be inclusive of all taxes and any other incidental costs.

Responsiveness of Proposals
The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Organization and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).

Currency for Pricing of Tender
All bids in response to this RFP should be expressed in Kenya Shillings. Expressions in other currencies shall not be permitted.

Correction of Errors.
Bids determined to be substantially responsive will be checked by KRCS for any arithmetical errors. Errors will be corrected by KRCS as below:

Where there is a discrepancy between the amounts in figures and in words, the amount in words will govern, and
Where there is a discrepancy between the unit rate and the line total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern.
The price amount stated in the Bid will be adjusted by KRCS in accordance with the above procedure for the correction of errors.

Evaluation and Comparison of Bids
Technical proposals will be evaluated prior to the evaluation of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened.

Confidentiality
The Bidder shall treat the existence and contents of this RFP, and all information made available in relation to this RFP, as confidential and shall only use the same for the purpose for which it was provided.

The Bidder shall not publish or disclose the same or any particulars thereof to any third party without the written permission of KRCS, unless it is to Bidder’s Contractors for assistance in preparation of this Tender. In any case, the same confidentiality must be entered into between Bidder and his Contractors.

Corrupt or Fraudulent Practices
KRCS requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts. A tenderer shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.

KRCS will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating, please report any malpractices

How to apply
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. The team composition should conform to Annex 3.

Bidders should provide softcopy technical and financial proposal in two separate folders clearly marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF33834 – Call for Consultancy for baseline survey for phase II Promoting Inclusive Climate Change Resilience in Bungoma County*”*

The proposal should be addressed as below to reach the undersigned (by mail) through tenders@redcross.or.keon Thursday, 28th of October 2026 at 1100HRS.

Chairperson, Tender Committee

Kenya Red Cross Society

P.O Box 40712 – 00100

Nairobi, Kenya.