Request for Proposal for consultant to conduct Knowledge, Attitude and Practice Survey in Kakuma Refugee Camp

Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world.

PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by UN agencies and the government of Japan in shelter, WASH and youth development to improve living environments of refuge and host populations while promoting peaceful coexistence and self- reliance in the communities in Dadaab, Kakuma and Kalobeyei.

PWJ is UNHCR partner responsible for WASH, Warehouse, Motor vehicle Service Unit, Shelter, Centralized fleet and fuel management for both Dadaab and Kakuma Operations.

PWJ has been carrying out WASH project through the Refugee Assistance Program in Kakuma refugee camp and Kalobeyei Integrated Settlement since 2017 under the mandate of UNHCR and is currently working in all the existing four Kakuma refugee camps (i.e. Kakuma I, Kakuma II, Kakuma III, Kakuma IV) and Kalobeyei integrated settlement (i.e. Kalobeyei I, Kalobeyei II and Kalobeyei III).

With funding from UNHCR, PWJ has been implementing a Water, Sanitation and Hygiene project in the Kalobeyei integrated settlements and Kakuma refugee camps. The overall objective of the project is to provide Refugees, asylum-seekers and stateless persons with equitable access to safe water, sanitation and hygiene facilities in Kalobeyei integrated settlements and Kakuma camps. PWJ is planning to engage a consultant to assess the changes realized through the WASH interventions. The findings of this KAP survey will inform and serve as a basis for improving future interventions.

Objective of the project

The principal objective of the project is to attain self-reliance in the provision of essential Water, Sanitation and Hygiene (WASH) services for Persons of Concern in Kalobeyei integrated settlements and Kakuma refugee camp. Specifically, this is done by empowering the Persons of Concern (PoCs) towards discharging responsibilities that enhances sustainable access to WASH services by individuals, households and the larger community.

Objective of the Consultancy

The survey is expected to employ cross sectional, scientific and statistical approaches to examine knowledge, attitudes and practices of the beneficiaries, gaps in the WASH activities in Kalobeyei integrated settlements and Kakuma refugee camps and to provide information that would improve future programming. The KAP survey activity will be conducted from 1st November, 2024 and the final report submitted by 20th December, 2024. Specifically, the consultant is expected:

1. To understand and evaluate the water, sanitation and hygiene situations in Kalobeyei integrated settlements and Kakuma refugee camps.
2. To determine existing knowledge on WASH issues such as: access to water, sanitation, hand washing practice, latrine hygiene and use, water borne and hygiene related diseases, gender roles and relations regarding WASH, menstrual hygiene management, community participation in WASH management, social inclusion, and distinct issues of disability/vulnerability/gender.
3. To determine the impact and identify the gaps in water supply/quality, solid waste management, sanitation facilities, vector control and hygiene promotion communication and mobilization strategies implemented by PWJ.
4. To determine the efficiency and effectiveness of CLTS/SLTS interventions in improving sanitation and ownership of latrines at the community and learning institutions level.
5. To determine if humanitarian assistance services implemented by PWJ is delivered in a safe, accessible, accountable and participatory manner.
6. Specific Terms of Reference

• Develop an Inception Report detailing the process and methodologies among other things to be employed to achieve the objective of this consultancy. It should include the field interview schedules, important time schedules for this exercise and should be presented to the PWJ program team for review and further input.
• Undertake a desk review of the relevant project documents that include the project proposal, implementation plans, project progress reports, PWJ Evaluation Policy guidelines and any other relevant documents.
• Design, develop, critique (with the program team) and refine data collection tools according to the indicators of the project intervention logic to measure results.
• Conduct a comprehensive KAP survey [using both quantitative and qualitative data collection methods] to gain insights on the intended results.
• Carry out data collection, entry, cleaning, and analyses (using appropriate programs, such as SPSS for quantitative data and any appropriate technique for qualitative data) and present the draft report to the PWJ program team for first review before producing a second draft.
• Draft and submit a final report, presenting and analyzing all relevant findings and reflecting remarks and comments of the PWJ program team.

1. Key Deliverables

• The consultant is expected to produce three (3) bound hard copies of a consolidated quality report in English language, which documents the extent to which the objectives have been met as outlined under the objectives of the consultancy in section 2 above; good practices, weaknesses and lessons learnt.
• Soft copy of the KAP Survey report on e-mail and on two (2) flash disks.
• The consultant will also be required to submit to PWJ all study materials including:
• Soft copies of all raw data sets both quantitative and qualitative
• All filled quantitative data collection tools and qualitative data recording materials. (Interview outlines, questionnaire administered, Focused Group Discussions conducted, Key informant interviews, Observatory checklist used, work schedules etc.)
• Any other non-consumable documents/items that will be used in the course of the planned consultancy.

1. Requirements for the consultancy

• A degree in Social Sciences or BSc. degree in Public Health or Water Engineering from a recognized university with experience of at least 8 years in a similar discipline.
• Master degree in Public Health or WASH discipline is an added advantage.
• Demonstrable three years’ continuous experience in conducting project evaluation inclusive of KAP surveys.
• Strong background in statistics and data analysis of qualitative and quantitative methodology and use of open-source mobile data collection platforms.
• Good communication and inter-personal skills.
• Previous work experience with NGOs in WASH interventions, especially in a humanitarian context.
• Excellent report writing in English and presentation skills.

1. Contractual Responsibilities
   1. The consultant

The consultant in consultation with PWJ and other stakeholders will be responsible for the following;

• Prepare and deliver the consultancy services as per this ToR through effective, adequate and participatory methodologies.
• Review of the project documentation and other relevant documents.
• Facilitate the training of the survey enumerators.
• Obtain maximum input from major stakeholders, such as the project participants and project staff including PWJ partners where relevant.
• Design and refine the data collection tools.
• Design data input screens; supervise data collection/entry, data cleaning and data quality. The consultant will be expected to do data analysis, which will be done at the consultant offices within the stipulated period.
• Conduct two debriefing sessions, one prior to the field mission and one after the survey. Both debriefing sessions will be conducted in PWJ’s Kakuma Office.
• Prior to finalization, 2 draft reports will be submitted for review to the satisfaction of the project staff and senior management team – the draft will be discussed with the consultant for clarifications upon which the remarks shall be reflected by the consultant in the final report.

1. Coordination & reporting

The consultant will be under the direct supervision of the Area Manager and MEAL Officer, based in Kakuma for the duration of the contract. In the field, the consultant will work closely with the WASH Coordinator and Officers, MEAL Officer and other key project staff who will be identified for the purpose of this task. The consultant will maintain an official communication with the Area Manager, WASH co-coordinator and the MEAL Officer.

1. Peace Winds Japan

PWJwill provide the following:

• All required training materials and facilities/equipment.
• All necessary project documents.
• PWJ will hire and pay the KAP survey enumerators as per the HR enumeration policy.
• The agreed consultancy fee will be provided upon submission of the report to PWJ according to the organisation’s policies on such services.

1. Transportation and Subsistence

• PWJ will help facilitate appropriate transport by road/air from Nairobi to Kakuma and back.
• PWJ will provide transport (maximum 3 staff) from its Kakuma office to the integrated settlement and refugee camps and back during the field work in the Kakuma refugee camp and Kalobeyei Integrated Settlement.
• PWJ will provide accommodation and meals for consultant (Maximum 3) during field work in Dadaab.
• The consultant shall be responsible for their own insurance and medical cover, including that of accompanying colleagues, while travelling, and during their stay in Kakuma.
• The consultant team will have to adhere to PWJ’s code of ethics, PSEA and Child Protection during their engagement.
• Internet facilities will be provided. If the consultant team makes use of provided internet services, adherence to PWJ’s code of conduct for appropriate use of internet is expected. However, it is advised that the consultant maintain a backup internet service provision as the organization largely relies on WI-FI and may experience interruptions.
• The consultant will not be permitted to publish or disseminate the data or contents of the report as they will remain the property of PWJ.

1. Duration of consultancy

The consultancy period shall begin on 1st November to 15th December 2024

The application for the consultancy should be accompanied with the following attachments:

1. A comprehensive Inception Report/proposal, including sufficient details on the planned methodology and data collection methods used for the KAP Survey and an activity timetable.
2. A detailed financial proposal, including daily cost per major activity (the quote should be prepared in Kenya Shillings)
3. A detailed work plan.
4. Written commitment by the consultant affirming availability to conduct the entire assignment.

(No substitution of interviewed consultant will be allowed once selected). The lead consultant will be expected to oversee the exercise in person.

1. Any other relevant materials relating to the consultancy.

Expected Deliverables and Timelines

The timelines for the expected deliverables under this assignment are shown in the table below:

Deliverable

Format

Timelines

Inception Report

Inception report, KAP Survey tools, in MS Word & PDF, PPt Presentation,

Work plan as Gantt Chart MS Excel

1 week after contract signing

Draft KAP Survey Report

Draft Report in MS Word & PDF, PPt Presentation

Cleaned data sets

3 weeks after contract signing

Final KAP Survey Report

Main Report with Executive Summary in MS Word & PDF

Final data sets

6 weeks after contract signing

How to apply

Interested bidders shall prepare and submit technical and financial proposal as indicated in the guidelines below:

Technical Proposal

The consultant’s technical proposal shall contain the following:

• Clear understanding of the terms of reference including any relevant comments
• A clear methodology on how the consultant will undertake the assignment
• Work Plan with clear duties and responsibilities for each team member
• Summary of Consultant’s experience in undertaking assignments of similar scope and/or complexity (last 8 years)
• Team composition and qualifications
• CVs of proposed team members
• Written commitment by the consultant affirming availability to conduct the entire assignment. (No substitution of interviewed consultant will be allowed once selected). The lead consultant will be expected to oversee the exercise in person.
• 2 sample reports from similar assignments conducted within the last 3 years
• Contact details of a minimum of 3 references from reputable organizations that the consultant has worked with over the past 3 years clearly indicating description of assignment, date/s of execution, name of organization and details of contact person (e-mail and telephone contact)

Note: The consultant’s technical proposal shall not exceed 10 pages. This excludes any annexes.

Financial Proposal

The consultant’s financial costing to undertake the assignment will be provided separately and should cover all costs associated with execution of the planned activities EXCLUDING travel expenses, and accommodation. The financial proposal shall be in Kenya Shillings ONLY.

The consultant will utilize the following budget template for their financial proposal:

Description

Unit

Qty

Rate (KSh)

Amount (KSh)

Consultants professional Fees for 20 days

man-days

Communication costs

Other costs (indicate)

Taxes (indicate relevant tax)

%

Total

Validity of Bid

Bidders shall clearly indicate that their bid is valid for a period of not less than 30 days from the date of submission.

Proposal Submission

The Technical Proposal shall be submitted comprising (a) Letter of submission duly signed by authorized bidder representative, (b) Main Technical Proposal document in PDF format, (c) Attachments to Technical Proposal in PDF (statutory requirements including registration, KRA Certificate, recommendation letter from previous clients for similar work, CVs)

The Financial Proposal shall be submitted comprising (a) Financial Proposal Document duly signed by authorized bidder in PDF format and (b) Detailed calculations sheet in MS Excel format.

Interested candidates or organizations should submit electronic copies of technical and financial proposals with the e-mail clearly headed “Proposal for Consultant/s to WASH KAP Survey in Kakuma Refugee Camp in Kenya” with the technical and financial proposal documents clearly labeled as ‘TECHNICAL PROPOSAL’ and ‘FINANCIAL PROPOSAL’ respectively. All submissions should be made to [email protected] on or before 25th October 2024.