Third-Party Monitoring Firm or Organization

Somalia Shock-Responsive Safety Net for Human capital project (SNHCP)

Third-Party Monitoring Firm or Organization

Terms of Reference

Objectives of the TOR

The objectives of these TOR are (a) to outline the tasks and responsibilities of a third party monitoring (TPM) organization to be hired for the provision of independent monitoring services during the key stages of the business cycle associated with the delivery of the Shock-responsive Safety Nets for Human Capital Project (SNHCP); and (b) to provide technical and operational guidance on the key TPM methodology parameters the TPM organization will follow.

Background

SNHCP is a national unconditional cash transfer program implemented by MoLSA and delivered by WFP under an output agreement (service contract). The program will deliver cash benefits to approximately 200,000 poor and vulnerable households with children under 5 years of age in 21 districts located in all states of Somalia. SNHCP will pay USD 20 per household per month with cash distribution occurring quarterly, i.e. USD 60 per payment cycle per household. Currently 4 payment cycles are planned, with additional payment cycles being possible subject to additional financing.

In addition to receiving cash transfers, households in the beneficiary communities will be linked to existing nutrition services, if the need for such services for households is detected during household selection stage and subject to availability of nutrition services in the area. No nutrition interventions under SNHCP as such are planned.

The districts are selected based on their distress ratings (a composite index comprising food insecurity, malnutrition, and concentration of rural population), security, accessibility and political economy considerations. Within target districts, community selection is guided by two conditions accessibility to WFP and its cooperating partners and to payment service providers who would be responsible for delivering cash to households.

The SNHCP business cycle consists of the following processes: (a) communication and awareness raising about the project; (b) beneficiary selection through community-based targeting (CBT), (c) registration and enrolment, (d) payment delivery; (e) grievance redress, and (f) monitoring and evaluation, which includes the TPM. The project also adapts a social risks management framework to ensure social and security risks are clearly identified and mitigation measures are instituted and are enforced.

The implementation of SNCHP requires participation of multiple agencies. MoLSA is responsible for the overall implementation, management and coordination of the program, including coordination with relevant authorities at federal member state level. MoLSA engages WFP to support the implementation; WFP – in its turn – engages other entities to provide the following specific services as required. Specifically, WFP manages the entire SNHCP business cycle using the SCOPE platform and coordinates the activities of cooperating partners (NGOs) and payment agencies in the field, and operates a GRM hotline. NGOs – or cooperating partners – provide communication with communities, organize and facilitate the CBT, conduct registration and enrollment (different from cooperating partners that conduct CBT), and identity verification and beneficiary card top-ups. Payment service providers deliver cash benefits to beneficiaries, while nutrition service providers extend nutrition services according to their terms of reference to SNHCP beneficiaries linked to them.

III. Description of TPM approach

The TPM approach will pursue the following objectives through a mix of qualitative and quantitative assessment techniques:

Assess the extent to SNHCP operational protocols, as defined in the project operations manual (POM), are being followed through process monitoring. Process monitoring will also include assessing compliance with, and enforcement of measures to manage social risks as outlined in the POM and in accordance with instruments and timing outlined in the Environmental and Social Commitment Plan (ESCP)
Determine whether cash transfer beneficiaries are receiving the benefit amount assigned to them through spot check visits to payment sites.
Post distribution monitor of the use of cash benefits.

Process monitoring will rely on a mixed methods approach. It will employ qualitative data collection through focus group discussions (FGDs) and KIIs, but will augment them with “low intensity” quantitative data collection using a short questionnaire. They will aim to generate in-depth understanding of the business processes as they are experienced by different stakeholders, specifically

Process monitoring will assess whether the processes of communication, community targeting, registration and enrollment, payment delivery and GRM are operating according to the POM and the Project’s social risk management instruments including the Social Management Plan (SMP), labor management plan, gender-based violence action plan, and stakeholder engagement plan.
Identify deviations, unexpected results, or challenges related the business processes carried out by the relevant actors and assess their effect on the integrity of the business processes.

For the purpose of process monitoring, the TPM firm will visit selected communities. During these visits, in each community the firm will conduct the following activities:

FGDs with beneficiaries disaggregated by: (a) female beneficiaries, (b) male recipients (those delegated by the main beneficiary), (c) beneficiaries from minority group(s), and (d) other relevant groups. The number of participants per groups will be no fewer than 5 (except when the number of beneficiaries only allows for groups of smaller size) and no larger than 12. FGD guides will be developed containing the topics that should be covered during the FGDs, but the FGD moderators will be free to probe for any additional issues that might emerge.
KIIs interviews with community leaders, service providers and other identified individuals. The community leaders will be identified by the TPM firm but the selection of individuals will be done in a way that accounts for the demographic, social, political, and economic diversity of the community. Staff of service providers like the cooperating partners, payment agency, GRM and call center staff will also be included in the KII interviews.

Process monitoring visits will target a sample of 10-20% of the total targeted communities identified through two principle means (a) communities selected randomly; (b) communities selected based on information received through the GRM.

Process monitoring visits will be conducted throughout all the four payment cycles currently planned and will begin as soon as possible following the launch of payment delivery each cycle.

Spot check visits will be primarily a quantitative monitoring activity focusing on payment. It will aim to produce quantifiable measures of correspondence between the actual payment delivery outcomes with the intended/planned transfers outcomes. The outcomes in question are (a) receipt of payments by the intended beneficiaries, (b) the account of actual benefit received is equivalent to the intended transfer amount.

Each of the spot check visits will involve three types of activities:

Direct observation of the payment process by the TPM staff. An observation form will be filled.
Short exit interviews with recipients will be conducted using a specific form.
Narrative report on any irregularity, exceptions and documenting the issues.

Spot check visits will be conducted at payments sites and will be unannounced. Visits will take place throughout the two-month window of the payment delivery during each payment cycle, but the TPM firm must take into account the pace of the distribution since majority of the disbursements tend to happened earlier in the payment cycle. Because of this, coordination with the payment service provider will be crucial. Spot checks during each of the 4 payment delivery cycles will be needed, with the same sample size.

The selection of payment sites will be based on random sampling as well as insights generated through the GRM. Mobiles sites will be included in the sample of spot check visits. The random sample will be stratified by district, resulting in 21 strata. Spot checks will be performed on a sample of 3-5% of total beneficiaries and 10% of the total delivery sites.

In the case of those spot check visits that are motivated by reports received through the GRM or some other data pointing to unexpected results or outliers, the Contracting party will inform the TPMO which payment sites must be further investigated. These payment sites are not necessarily in the sample calculated above, and as such could be located anywhere in the targeted areas. It is expected that the need for further investigation related to fraud and/or significant deviation from beneficiary data, if needed, will not exceed ten (10) payment sites in each payment cycle, but if otherwise a different arrangement may be discussed and agreed between the contracting party and the TPM firm.

Post-distribution monitoring will sample beneficiaries for a) actual utilization of the cash transfers during each of the payment cycles, b) socioeconomic indicators on individual and household level, and c) assessment of the services provided by the project (enrolment, payments, grievance redressals.) Systematic samples of 3,000 are drawn from a list of already paid beneficiaries covering all districts. The data will be collected using a face-to-face questionnaire administered at the household. The questionnaire design will be subject to approval by the client.

Specific tasks

The TPM firm will be responsible for successfully completing the following general tasks:

Defining the methodology to be applied to the three monitoring activities described above (process monitoring, spot checks and post-distribution monitoring) in coordination with the Contracting party and detailing it in the inception report. The TPM firm may use various techniques, including direct observation, individual interviews, focal groups, reviews of information provided by other data sources.
Establish and follow robust and regular communication procedures with the Contracting party, including a designated focal point.
Defining the stratified sample of payment sites and beneficiaries, in close coordination with the Contracting party.
Contracting a sufficient number of well-qualified field staff and supervisors to undertake the activities and documenting this in the inception report.
Conducting appropriate training of all field staff and supervisors. Training will cover all relevant aspects of the POM and the SMP. The TPM firm will undertake testing of the prospective staff on the POM and SMP and will only deploy field staff and supervisors that pass the test. Test materials will be approved by the Contracting party. Prospective field staff and supervisors who do not pass the test will be replaced.
Establishing effective supervision procedures for the field staff and ensuring quality control.
Creating pre-testing questionnaires, adapting any parts that are necessary to accurately capture the intended information.
Carrying out monitoring activities throughout 4 payment cycles.
Producing draft report of their findings in a timely fashion. The reports will summarize key findings, lessons learned, exceptions, problems and challenges and recommended solutions. All deviations from the POM and/or SRM framework will be reported immediately. Final reports will be produced incorporating the feedback received on the drafts, if any.
Producing final reports of acceptable quality summarizing the findings of the TPM activities and describing the result of the work, undertaken activities, challenges faced, and lessons learned, conclusions and recommendations for each type of monitoring exercise. Each of the report submission must include the tools used for the assessment and all collected data. A total of 4 final reports will be produced, one for each monitoring cycle.
Producing additional reports that may be required by the Contracting party.
Collect, process, and clean all quantitative and qualitative data.

Deliverables

The TPMO must submit the following deliverables:

Inception report to be submitted within 2 weeks of the start of the contract. It will include methodology, detailed and realistic work plans, and labor allocation plans.
Four final reports (for four payment cycles).
Additional report(s) might be required by the Contracting Entity.
All quantitative and qualitative data and other material: FGD notes, quantitative datasets from spot checks and short questionnaires administered during the process monitoring. The data formats will be determined by the Contracting party.

Team composition

It is expected that the TPM firm’s team will be composed of the staff members listed below. An alternative team composition can be proposed, in which case a justification must be provided that demonstrates that the proposed team compositions is more efficient.

A Team Leader (1 person): Must hold a master’s degree in economics or other social sciences with experience in the field of social protection. He/she must have at least five (5) years of field experience in designing and managing large scale monitoring and evaluation surveys. Experience in Africa and especially Somalia is highly desirable. Fluency in English is required.

Quantitative Research Specialist (1 person): Experience in the design and supervision of surveys and qualitative research. He/she must have at least five (5) years of experience with minimum of Master’s Degree in a quantitative social science field or any other related field. He/she should be familiar with monitoring processes of social protection interventions. Fluency in English is required.

Qualitative Analysis Specialist (1 person): Experience in the design, supervision, and analysis of qualitative data. He/she must have at least five (5) years of experience with minimum of Master’ Degree in a social science or any other related field. He/she should be familiar with monitoring processes of large-scale interventions in social protection or related fields (e.g. education, public health). Fluency in English is required.

Gender-based Violence Specialist (1 person). Experience in the designing qualitative instruments, conducting and supervising qualitative data collection and analysis, and training field staff on socially sensitive issues, especially gender-based violence, but also clan and tribal relations. He/she must have at least five (5) years of experience on issues of gender-based violence and socially sensitive issues with minimum of Master’ Degree in a social science or any other related field. He/she should be familiar with monitoring processes of large-scale interventions in social protection or related fields (e.g. education, public health). Fluency in English is required.

Data management and statistics officer (1 person): Expert on empirical social research investigations, statistical analysis with at least a Master’s degree in quantitative social science field (statistics, econometrics, economics, demography, etc.) and five (5) years’ experience in evaluation and/or monitoring activities. The person holding this position must be able to carry out the analysis of data collected in the field and in the grievance management database. Fluency in English is preferred.

Quantitative Supervisors, Enumerators, and Data Entry Officers. The number of these staff members will depend on proposed field work and resource allocation plan outlined in the proposal and supported by expected productivity calculations.
- Supervisors: Must have at least 3 years of experience in conducting or coordinating field work and hold at least a bachelor’s degree.
- Enumerators: Need to have a minimum of 2 years of post-secondary education and should have at least two (2) similar surveys. They must be able to use different interview techniques and methods of data collection and observation.
- Data Entry Officers: Need to have a minimum of two 2 years of post-secondary education and should have experience in entering and processing survey data in at least two similar assignment.
Qualitative Supervisors and Social Research Officers. The number of these staff members will depend on proposed field work and resource allocation plan outlined in the proposal and supported by expected productivity calculations.
- Supervisors must have at least 3 years of experience in conducting or coordinating qualitative data collection and field work and hold at least a Bachelor’s degree.
  - A sufficient number of Supervisors must be familiar with handling qualitative data collection on socially sensitive issues, especially gender-based violence, including interviewing victims and perpetrators in a sensitive manner. Competency and previous competency in the GBV area in Somalia are an advantage, but training will be provided.
- Social Research Officers need to have a minimum of two (2) years of post-secondary education and should have experience of conducting qualitative data collection on two similar assignments.
  - A sufficient number of Social Research Officers must be familiar with handling qualitative data collection on socially sensitive issues, especially gender-based violence, including interviewing victims and perpetrators in a sensitive manner. Competency and previous competency in the GBV area in Somalia are an advantage, but training will be provided.

VII. Level of Effort and Contract duration

The TPM assignment will be carried out in two phases over the safety net implementation in Year 1, Year 2 and Year 3. The first phase will be conducted for Year 1 between December 2019 and November 2020 until the 4^th (last) payment cycle for the phase is completed; and phase 2 will be executed for project years 2 and 3 respectively until the last payment cycle (estimated 8 cycles) for the phase is completed between November 2020 and October 2022.

The TPM Agent is required to submit proposals in a manner that separates the two phases of the assignment as contract for phase 2 will be awarded separately when the time is due. Phase two contract would be based on review of circumstances and changes that may happen during the period, performance of the TPM Agent and available funding.

VIII. Reporting

The TPM firm will report to the Contracting party and agencies acting on its behalf.

Qualifications

The selected TPM firm must comply with the following requirements and present supporting evidence of its ability to comply with these requirements in a proposal responding to the RFP. Organizations can be disqualified during evaluation if they do not meet the requirement as per the procurement regulations:

Have over five (5) years of experience in field research, and in quantitative and qualitative assessments.
Work experience with international and local agencies will be taken into consideration.
Excellency in data collection and analysis, including supervision arrangements for field work.
Proven records (with timelines) of having conducted data collection in a timely manner as well as the production of summary reports.
Ability to mobilize and supervise a field team of sufficient size expeditiously in selected geographic areas.
The prospective TPM firm must show that it has a suitable organizational setup and sufficient human resources to undertake the work.
Methodologies for the execution of studies (especially in the field) must be suitable for the emergency context.
The prospective firm must prove that it has the capacity to conduct the work in the assigned geographic areas.
The firm must guarantee that it recruits or hires an adequate number of field staff with suitable qualifications or experience to cope with the complexity of the exercise.

A Team Leader (1 person): Must hold a master’s degree in economics or other social sciences with experience in the field of social protection. He/she must have at least five (5) years of field experience in designing and managing large scale monitoring and evaluation surveys. Experience in Africa and especially Somalia is highly desirable. Fluency in English is required.

Quantitative Research Specialist (1 person): Experience in the design and supervision of surveys and qualitative research. He/she must have at least five (5) years of experience with minimum of Master’s Degree in a quantitative social science field or any other related field. He/she should be familiar with monitoring processes of social protection interventions. Fluency in English is required.

Qualitative Analysis Specialist (1 person): Experience in the design, supervision, and analysis of qualitative data. He/she must have at least five (5) years of experience with minimum of Master’ Degree in a social science or any other related field. He/she should be familiar with monitoring processes of large-scale interventions in social protection or related fields (e.g. education, public health). Fluency in English is required.

Gender-based Violence Specialist (1 person). Experience in the designing qualitative instruments, conducting and supervising qualitative data collection and analysis, and training field staff on socially sensitive issues, especially gender-based violence, but also clan and tribal relations. He/she must have at least five (5) years of experience on issues of gender-based violence and socially sensitive issues with minimum of Master’ Degree in a social science or any other related field. He/she should be familiar with monitoring processes of large-scale interventions in social protection or related fields (e.g. education, public health). Fluency in English is required.

Data management and statistics officer (1 person): Expert on empirical social research investigations, statistical analysis with at least a Master’s degree in quantitative social science field (statistics, econometrics, economics, demography, etc.) and five (5) years’ experience in evaluation and/or monitoring activities. The person holding this position must be able to carry out the analysis of data collected in the field and in the grievance management database. Fluency in English is preferred.

Quantitative Supervisors, Enumerators, and Data Entry Officers. The number of these staff members will depend on proposed field work and resource allocation plan outlined in the proposal and supported by expected productivity calculations.
- Supervisors: Must have at least 3 years of experience in conducting or coordinating field work and hold at least a bachelor’s degree.
- Enumerators: Need to have a minimum of 2 years of post-secondary education and should have at least two (2) similar surveys. They must be able to use different interview techniques and methods of data collection and observation.
- Data Entry Officers: Need to have a minimum of two 2 years of post-secondary education and should have experience in entering and processing survey data in at least two similar assignment.
Qualitative Supervisors and Social Research Officers. The number of these staff members will depend on proposed field work and resource allocation plan outlined in the proposal and supported by expected productivity calculations.
- Supervisors must have at least 3 years of experience in conducting or coordinating qualitative data collection and field work and hold at least a Bachelor’s degree.
  - A sufficient number of Supervisors must be familiar with handling qualitative data collection on socially sensitive issues, especially gender-based violence, including interviewing victims and perpetrators in a sensitive manner. Competency and previous competency in the GBV area in Somalia are an advantage, but training will be provided.
- Social Research Officers need to have a minimum of two (2) years of post-secondary education and should have experience of conducting qualitative data collection on two similar assignments.
  - A sufficient number of Social Research Officers must be familiar with handling qualitative data collection on socially sensitive issues, especially gender-based violence, including interviewing victims and perpetrators in a sensitive manner. Competency and previous competency in the GBV area in Somalia are an advantage, but training will be provided.

VII. Level of Effort and Contract duration

VIII. Reporting

The TPM firm will report to the Contracting party and agencies acting on its behalf.

Qualifications

Have over five (5) years of experience in field research, and in quantitative and qualitative assessments.
Work experience with international and local agencies will be taken into consideration.
Excellency in data collection and analysis, including supervision arrangements for field work.
Proven records (with timelines) of having conducted data collection in a timely manner as well as the production of summary reports.
Ability to mobilize and supervise a field team of sufficient size expeditiously in selected geographic areas.
The prospective TPM firm must show that it has a suitable organizational setup and sufficient human resources to undertake the work.
Methodologies for the execution of studies (especially in the field) must be suitable for the emergency context.
The prospective firm must prove that it has the capacity to conduct the work in the assigned geographic areas.
The firm must guarantee that it recruits or hires an adequate number of field staff with suitable qualifications or experience to cope with the complexity of the exercise.