Table of Contents
Terms of Reference (ToR) To Conduct Needs Assessment in 5 Regions of Djibouti . 1
1.1. About SOS Children’s Villages. 3
1.3. Rationale and overall objective of the needs assessment 3
2.1. Data collection and analysis, module by module. 5
2.1.1. Module A: Target group analysis. 5
2.1.2. Module B: Analysis of community assets and needs (PESTLE analysis) 6
2.1.3. Module C: Analysis of stakeholders. 6
3. General information on request for proposals. 7
3.1. Process of Submission of Bids. 7
3.3. Deadline for submission. 7
3.4. Modification and withdrawal of Proposals. 7
3.5. Signing of the contract 7
3.6. Rights of SOS Children’s Villages: 8
3.7. Evaluation of proposals. 8
4…. Qualification of the researcher / research team.. 8
5…. Duration of the contract and terms of payment 8
7…. Copyright and other propriety rights. 9
9.1. SOS Children’s Villages child protection policy and code of conduct 10
9.2. Bid submission / identification form.. 11
9.3. Previous experience form.. 12
9.5. Technical proposal (guideline) 14
9.6. Structure for needs assessment report 15
SOS Children’s Villages is the umbrella organisation for the global federation of 135 national SOS Children’s Villages associations, working in more than 2500 programme locations worldwide. We work together with a single vision: every child belongs to a family and grows with love, respect and security.
Uniquely, we provide long-term, family-like care for children who have lost parental care (alternative care service), and we work with vulnerable families and communities to help strengthen them and prevent child abandonment (family strengthening service, FS). SOS alternative care is usually organised in the form of a cluster of SOS families, where each SOS parent cares for small group of children.
SOS Children’s Villages in Djibouti is part of SOS Children’s Villages International, the umbrella organization to which all SOS Children’s Villages including SOS Children’s Villages Association is affiliated. SOS is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and which has been in existence since 2014
SOS Children’s Villages in Djibouti shares vision with SOS CV International and beliefs that every child belongs to a family and grows with love, respect and security. To realize this, SOS Children’s Villages in Djibouti builds families for children in need, help them shape their own futures and share in the development of their communities.
SOS Children’s Villages in Djibouti is committed to the welfare of children who lost parental care or at risk of losing parental care – often ensuring that children grow up in a loving family environment, and to strengthening families and communities as a preventive measure in the fight against child abandonment and social neglect and upholds child protection policy as part of their commitment to the protection of children and youth from abuse.
Djibouti, a small country strategically located in the Horn of Africa, faces significant humanitarian challenges exacerbated by its arid climate, limited natural resources, and regional instability. Persistent droughts and erratic rainfall have led to water scarcity and food insecurity, severely impacting rural and pastoralist communities. The influx of refugees and migrants from neighbouring conflict-ridden countries like Somalia, Eritrea, and Yemen further strains Djibouti’s limited resources and public services. High levels of poverty, unemployment, and malnutrition, particularly among women and children, highlight the urgent need for comprehensive humanitarian assistance. Access to healthcare and education remains inadequate, and many communities are vulnerable to climate change and environmental degradation. Addressing these pressing humanitarian needs requires coordinated efforts from national authorities, international organizations, and humanitarian agencies to provide immediate relief and support sustainable development initiatives.
The aim of the study is to provide an objective analysis of the vulnerable children/young people and communities living in the study areas (Djibouti City (including Balbala), Arta Region, Alisabieh Region, Dikil Region, Tadjourah Region and Obok Region) to enhance future program planning and relevance.
This study is expected to meet the following objectives: –
Objectives related to the care and development of children and young people:
The needs assessment follows a modular approach and is conducted in different stages. The initial contract will include only module A (target group analysis). Based on findings of module A, a subsequent contract can be agreed on to proceed with module B (analysis of community assets and needs). Based on findings of module B, module C (stakeholder analysis) can be contracted. The proposed timetable below reflects this modular approach. Stage 1 (prepare), which includes submission and approval of inception report, will only start after the contracting is completed.
Each of the below listed modules includes some key questions, and closes with a critical reflection question, that helps to determine whether to continue the needs assessment. (Preliminary) results are therefore required after each module, to plan the further process.
As mentioned above, the needs assessment follows a modular approach. For each step, following actions need to be carried out:
The methodology is expected to be based on the SOS Results Based Management Approach, Tool 1. Needs assessment, (short overview on key questions provided below), that will be shared with consultants after the contract has been signed and can be adapted and further detailed. Any changes or adaptations need to be outlined the inception report.
The data collection process is to be proposed by the consultant and should include e.g.: interviews with stakeholders like representatives of the target group, community leaders and representatives of the municipality, NGOs (including SOS) and other key stakeholders; various sources for desk research such as available internal and external reports; analysis of statistics and key facts on the location and the country. The technical proposal is expected to include a short section on proposed methodology. After signing of contract, an inception report is expected (see deliverables above) to agree on the detailed methodology.
The purpose of this step is to collect primary and secondary data on the living arrangements, the relationship between children and their caregivers and risk factors of children in this community to estimate how many fall into our target group. The specific groups of children that live in vulnerable care situations vary from location-to-location, as well as over time. As such, it is essential to gain a clear picture on the estimated size of the target group and the levels of vulnerability in the community.
Key questions:
Optional, depending on findings of module A:
The responses to the situation of children within our target group change over time. The situation of a child who has lost or risks losing parental care greatly depends on three topics:
Therefore, it is crucial to learn more about the community context, particularly the community assets in relation to our target group. The community assets help to identify unaddressed needs, which are the differences between what the situation is for our target group and what it should be.
Key questions:
Optional, depending on findings of module B:
A stakeholder analysis examines the motivation and capacity of stakeholders present in the community. This contributes to an educated and evidence-based recommendation on who may be best-placed to respond to the identified needs. A best-placed stakeholder is someone who has the interest, power, and capacity to respond effectively and efficiently to the needs.
Key questions:
Provide recommendations in needs assessment report (draft report first, final report), based on data analysis, critical reflection questions and the most important conclusions. Provide a draft report first. The report includes the following:
The following steps are expected:
The bidders are welcome to submit their proposal for a needs assessment in 5 regions in Djibouti. This bid is open to all national and international suppliers (independent consultants or companies) who are legally constituted and can provide the requested services. The bidder shall bear all costs of the bid; costs of a proposal cannot be included as a direct cost of the assignment. The proposal and all supplementary documents must be submitted in English and Financial bid needs to be stated in USD.
To facilitate the submission of proposals, the submission can be done electronically in PDF format and sent to HR.CV@sos-djibouti.org.
The titles of submitted documents should clearly state – Terms of Reference (ToR) To Conduct Needs Assessment in 5 regions in Djibouti.
The proposal must be received by latest on Octobre 20,2024, by the end of the day. Proposals received after the deadline will not be considered.
Proposals may be withdrawn on written request prior to the closing date of this invitation. Any corrections or changes must be received prior to the closing date. Changes must be clearly stated in comparison with the original proposal. Failure to do so will be at bidder’s own risk and disadvantage.
SOS Children’s Villages in Djibouti will inform the successful bidder electronically and will send the contract form within 2 weeks after closure of the bid submission deadline. The successful bidder shall sign and date the contract and return it to SOS Children’s Villages in Djibouti within seven calendar days of receipt of the contract. After the contract is signed by two parties, the successful bidder shall deliver the services in accordance with the delivery schedule outlined in the bid. The selected bidder is expected to submit inception report within one week after the contract signature.
After the opening, each proposal will be assessed first on its technical quality and compliance and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be considered for approval. The technical proposal is evaluated based on its responsiveness to the Term of Reference (TOR). Bidders may additionally be requested to provide additional information (virtual presentation or phone interview) to SOS Children’s Villages in Djibouti on the proposed services.
The criteria for selection are:
Method:Â The proposed method for evaluating the programme is suitable
Timetable/work plan:Â The timetable/work plan is realistic and meet the needs of the programme
Cost:Â The cost of the proposal is reasonable and feasible, given the other aspects of the proposal
Experience:Â The training and experience of the consultants in evaluations and recommendations from organisations for which the consultant(s) has previously worked
The researcher / team of researchers must have:
Payment will be made only upon SOS Children’s Villages in Djibouti acceptance of the work performed in accordance with the above-described deliverables.
The consultant will be paid by SOS Children’s Villages in Djibouti as follows:
25% upon signing of contract.
25% upon submission of the inception report
50% on completion of final report and acceptance of SOS CV
Shall the successful bidder encounter delay in the performance of the contract which may be excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in writing about the causes of any such delays within one (1) week from the beginning of the delay. After receipt of the Contractor’s notice of delay, SOS Children’s Villages shall analyse the facts and extent of delay and extend time for performance when in its judgment the facts justify such an extension.
SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights including, but not limited to, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for SOS Children’s Villages under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for SOS Children’s Villages.
All materials: interviews, reports, recommendations, and all other data compiled by or received by the Contractor under the Contract shall be the property of SOS Children’s Villages and shall be treated as confidential and shall be delivered only to SOS Children’s Villages authorized officials on completion of work under the Contract. The external consultant is obliged to hand over all raw data collected during the assessment to SOS Children’s Villages.
SOS Children’s Villages reserves the right to terminate without cause this Contract at any time upon forty-five (45) days prior written notice to the Contractor, in which case SOS Children’s Villages shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination.
SOS Children’s Villages reserves the right to terminate the contract without any financial obligations in case if the contractor is not meeting its obligations without any prior notice:
SOS Children’s Villages International has a child protection policy and code of conduct that all consultants will be expected to comply with and will be required to sign a statement of commitment to the policy. This will happen upon signing of contract, together with an orientation of consultants on internal child safeguarding processes and data protection regulations.
Before the actual start of data collection, a police check is to be provided, in case any direct contact with programme participants and/or any sensitive data is planned.
In addition to the above mentioned, the following key areas for ethical consideration need to be considered:Â http://childethics.com/ethical%20guidance/
Graham, A., Powell, M., Taylor, N., Anderson, D. & Fitzgerald, R. (2013). Ethical Research Involving Children. Florence: UNICEF Office of Research – Innocenti.
The successful bidder is requested to obtain written consent from all participants of the evaluation process and/or their official guardians/representatives (when applicable).
This bid form must be completed, signed and returned to SOS Children’s Villages. Bids have to reflect the instructions described in the Request for Proposal and Terms of Reference.
Any requests for information regarding this Request for Proposal shall be send to hr@sos-djibouti.org
The Undersigned, having read the complete Request for Proposals including all attachments, hereby offers to supply the services specified in the schedule at the price indicated in the Price Schedule Form, in accordance with the Terms of Reference included in this document.
Offering service for: [insert organization and name].
Company/Institution Name/Individual’s Name___________________________________________
2. Address, Country: ________________________________________________________________
3. Telephone: __________________ Fax _________________ Website_______________________
4. Date of establishment (for companies): _________________________________
5. Name of Legal Representative (if applicable): _________________________________________
6. Contact Person: _____________________________________ Email: ______________________
7. Type of Company: Ltd. Other _________________________
8. Number of Staff: ______________________________________
9. Subsidiaries in the region:
Indicate name of subsidiaries and address
a)___________________________________________________________
b)___________________________________________________________
c)___________________________________________________________
Validity of Offer: valid until:____________________________________
Date
Signature and stamp
Description
(services and products provided to the clients relevant to the current RFP)
Client
Contact person/phone, e-mail address
Date of assignment
(from/to)
The financial proposal needs to include all taxes.
Activity
Staff involved
Number of people
Number of days
Daily rate
Total price per row
Percentage of total price
A
B
C
D=AxBxC
E=D/F
1
Development of data collection methodology (Inception report
2
Module A: data collection and analysis
3
OPTIONAL: Module B: data collection and analysis
4
OPTIONAL: Module C: data collection and analysis
5
First draft of the final report
6
Final report
Total Price (F)
100%
Accommodation and local transportation to be covered by SOS, not to be included into price proposal.
This proposal should be authorized, signed and stamped
_______________
(Name of Organisation)
Name of representative
Address:
Telephone/Fax/Email:
Name of Organisation/Firm/Independent Consultant
Name of contact person for this proposal (for organisation/firm)
Address:
Phone/Fax:
E-mail:
The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below.
1. Quality and Relevance of Technical Proposal
2. Qualification and expertise of or organisation/team of consultants/consultant submitting proposal
– Specialized knowledge
– Proven expertise in carrying out formative evaluations
The final needs assessment report should be based on the proposed outline:
COVER PAGE (1 page)
[The cover page of the report must include the name of the programme, country, date, implementing agency of the evaluation, name of the authors.]
EXECUTIVE SUMMARY (1 page, main findings)
1. INTRODUCTION (1 page)
1.1 Overview on location and short description of national child rights situation
1.2 Description of key questions and objectives
2. METHODOLOGY (2 pages)
2.1 Description of the overall assessment process, research team, and methodology
2.2 Data collection methodology
3. NEEDS ASSESSMENT RESULTS (3 pages)
2.1 Target group analysis
[Include the target group analysis table and narrative summary that answers the critical reflection question]
2.2 Community assets and needs analysis
[Include the PESTLE analysis table and narrative summary that answers the critical reflection question]
2.3 Stakeholder analysis
[Include the stakeholder analysis table and narrative summary that recommends who may be best-placed]
3. NARRATIVE SUMMARY AND RECOMMENDATIONS (3-5 pages)
[Analyse the main findings and give recommendations on whether SOS should implement a programme in this location]
To facilitate the submission of proposals, the submission can be done electronically in PDF format and sent to HR.CV@sos-djibouti.org.
The titles of submitted documents should clearly state – Terms of Reference (ToR) To Conduct Needs Assessment in 5 regions in Djibouti.
The proposal must be received by latest on Octobre 20,2024, by the end of the day. Proposals received after the deadline will not be considered.
Tagged as: Djibouti, SOS Children's Villages International
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