Terms of Reference for Annual Data Household Survey Job at Farm Africa

Job Title:    Terms of Reference for Annual Data Household Survey

Organisation: Farm Africa

Project Name: Livestock for Livelihoods (UK Aid Direct) Project in Karamoja, Uganda

Duty Station: Uganda

Download TOR, Click Here

About Farm Africa:

Farm Africa is an innovative charity that reduces poverty in rural eastern Africa by helping farmers grow more, sell more and sell for more: we help farmers to not only boost yields, but also gain access to markets, and add value to their produce.  We place a high priority on environmental sustainability and develop approaches that help farmers to improve their yields and incomes without degrading their natural resources. Our programmes vary hugely, ranging from helping crops farmers to boost harvests, livestock keepers to improve animal health and productivity, and forest coffee growers to reach export markets, but core to all of them is a focus on the financial sustainability of the farmers’ businesses and environmental sustainability.

About the project:

Farm Africa’s Livestock for Livelihoods (L4L) project, funded by FCDO is currently being implemented in pastoral areas of Karamoja (Uganda) and South Omo (Ethiopia). The project duration is four years from March 2018 – March 2022. Pastoralists and agro-pastoralists in these areas suffer from high rates of poverty, malnutrition, poor access to services, and social marginalisation. Women are particularly badly affected due to their perceived lower status and associated lack of decision-making power, and their lack of access and control over productive resources. However, emerging market economies are stimulating livelihood diversification and trade, presenting opportunities to address poverty and malnutrition through women’s economic empowerment. In most of the cases, Women play a key role in managing small livestock in pastoralist systems.

The L4L project is addressing market failures in animal health and breeding services to improve livestock productivity, build capacity and assets of women pastoralists, establish trade and enterprise opportunities and improve household nutrition practices through behavioural change. The project will also generate and document learnings from all these interventions’ by testing our theory of change (ToC) on the link between women’s access to livestock assets (goats) and input markets; women’s economic empowerment and nutrition SBCC on nutrition outcomes at scale in a pastoral set-up.

The nutrition component is being implemented in partnership with Africa Innovations Institute (AFRII), and Mothers and children multi-sectoral development organization (MCMDO) in Uganda and Ethiopia, respectively. The project works with 10,000 women directly, 5,000 of whom are from each of Uganda and Ethiopia. The project proposal and project theory of change are attached, see Annex 1 and Annex 2 respectively.

Overall project goal: Increase household income & reduce malnutrition among women and children and increase access to livestock services for 21,000 pastoralists’ households in Uganda and Ethiopia.

Overall project objectives

1.            10,000 women livestock herders within HHs of pastoralist communities increase the production of goats and goat products

2.           21,000 pastoralists and agro-pastoralists access improved livestock and breeding services and veterinary drug supply

3.           10,000 women in pastoralist communities have improved opportunities for livestock sale, income generation and values addition

4.           10,000 households in pastoralist communities with improved dietary diversity

5.           Evidence on nutrition gains from women economic empowerment (WEE) and livestock programmes supporting inter-project learning and improved practices by external actors

Scope of Work for the Annual Household Survey

This annual check-in will consist of data collection (DC) in Uganda, but also of collating and analysing data gathered in Uganda by Farm Africa and partners to date. This process will assess the progress made by the L4L project in Uganda against the set indicator milestones after two years of implementation. All evidence gathered should be used to review the project progress to date and provide an assessment of whether the programme is on the right track to achieve its intended outcomes and objectives. The process should also assess contextual factors which may affect the indicator values, project results and approach; and propose recommendations. L4L is implemented in the following 4 districts of Karamoja; Moroto, Kotido, Napak and Nakapiripit.

The indicative budget for this work is UGX 50,0000,000 include field logistics and it is scheduled from 22nd February to 14th May 2021 to finalize the whole process and submit the report.

Approach and Methodology

The project implements a routine monitoring system based on a Linear Log Frame (LLF) approach and a corresponding monitoring and learning plan (MLP) to collect data against key impact and outcome indicators. These documents have been attached as Annexes 3 and 4, respectively. The consultant will be expected to capture data against the indicators in the LLF during the assignment. Farm Africa will also provide data collected by the project so far for the consultant to clean/ analyse. Data that has not yet been collected will be done so by the consultant.

Each of the data collection methodologies outlined in applicants’ proposals should disaggregate the respondents by location, gender, HH head, age and disability as appropriate. The process should assess contextual factors which may affect both the indicator values and project results and approach.

The consultant is expected to employ a mixed-methods approach, using a variety of data collection and analysis techniques for both quantitative and qualitative data to ensure a comprehensive evaluation exercise. The majority of data collection tools will be provided by Farm Africa to ensure that they align with Farm Africa standards and those that have been used in previous assessments. Tools provided by Farm Africa may be upgraded by the consultant but should remain comparable with baseline methodologies as well as previous annual surveys and be replicable in the future. The tools available for the project will be shared with the successful consultant upon signing of the contract and any proposed changes to tools/ methodologies must be demonstrated, explained and justified in the inception report. The data collection should be done on an online platform. The consultant in their proposal should clearly elaborate on the platform they intend to use for this process. The methodology will include, at a minimum:

               Household Survey Data Collection and Analysis: As guided by the impact and outcome indicators in the LLF, the HH survey will comprise of various sections or sub-surveys. These include:

•                  The poverty probability index (PPI) tool,

•                  Women goat production and income tool (HH income questionnaire),

•                  The annual women’s goat questionnaire (which includes customer satisfaction and husbandry practices questions)

•                  Nutrition survey tools (Infant and Young children minimum dietary diversity score tool, Minimum Dietary Diversity score tool for women, anthropometric tool and the nutrition KAP survey). This tool will be applied on a sub-sample of respondents to the HH survey. The consultant should provide a suggested sampling methodology for this survey.

Women’s Economic Empowerment Survey DC: The consultant should provide a suggested sampling methodology for this survey.

Farm Africa will provide the successful consultant with all the above mentioned tools and work with the consultant to improve them where necessary. Farm Africa will also provide the list of beneficiaries that were interviewed for baseline and the 2020 Annual Household Survey.

Document review: Review of existing documentation, including project proposal, baseline study report, project progress reports, reports of technical assessments including donor technical review report, existing project data, the FCDO log frame and the LLF, nutrition data and reports. The consultant is expected to review the baseline and the 2020 Annual Household Survey reports to understand the methodologies that were used during these surveys. This is for consistency in data collection and analysis methodologies through time.

Beneficiary records review: The consultant is expected to review VSLA and animal treatment records to get information on the number of pastoralists accessing animal health services.

Data analysis on provided data: Farm Africa will endeavour to provide the consultant with the following data to analyse and if there are any data gaps, the consultant will be required to collect additional information to compliment the data provided. The data includes:

•                  VSLA membership, savings and loan data -to understand trends in the number and value of loans for livestock-related activities, and also track changes, if any, in the purpose of the loans over the project period –e.g. from reproductive needs (food, healthcare, education) to purchase of productive assets, inputs and services

•                  CAHWs animal treatment data – Proportion of beneficiaries treating their animals and those accessing CAHWs

•                  Agrovets sales records – trends of pastoralists accessing services and customer satisfaction; trends of CAHWs sourcing drugs from agro-vets

•                  Buck stations service records and Breeding centre buck sales records – data on goat production and reproductive performance; Pastoralists accessing breeding services

•                  Marketing Associations/cooperatives revenue records – compare the increase of income between people engaged in a cooperative/association and those who are not on the VSLAs data.

Expected Deliverables and Timeline

All written documentation is to be submitted in English using Microsoft Word in soft copy. The main body of all reports should be written in simple, non-technical language, with any technical material being presented in annexes. The outputs should conform to Farm Africa’s ‘Style Guidelines’, which will be supplied to the successful consultant. All primary data collected and analysis conducted for the purpose of the study will remain the property of Farm Africa and must be submitted electronically and in a clear and comprehensible format in Excel; further detail below.

The assignment is expected to take a maximum of 40 working days beginning on 22nd Feb 2021. The final report should be submitted by 14th May 2021. The consultant will provide the following deliverables to Farm Africa within the timeframe stated:

1.            Inception Report (including tools) – 5 days: The consultant will have 5 working days from the contract start date to submit a detailed report on the proposed approach to the survey will be submitted for approval. This will include a detailed description of the methodology and tools, expected outputs, budget with a breakdown of costs and detailed work plan for the entire exercise. Any comments/ editions to the data collection tools provided by Farm Africa shall be submitted by the consultant.

2.           Revised Inception Report – 3 days: Following the provision of feedback on the first draft of the inception report from Farm Africa, the consultant will have 3 working days to incorporate revisions and recommendations from Farm Africa

3.           Data collection and Submission of First Report Draft – 25 days: following data collection, the consultant is to submit the raw data collected (every single survey response to every question) and clearly labelled, without calculations or amendments, preferably in excel before the preparation of the first draft of the report. The consultant should submit the first draft of the report to Farm Africa by 22nd April 2020.

4.           Final Report – 7 days: The consultant will have 7 working days to finalize the assignment report based on the comments and feedback received from Farm Africa on the draft report. The final report should incorporate specific, practical and feasible recommendations for improving project delivery and impact based on learning from implementation and delivery. The main body of the report will contain a concise Executive Summary that includes a table of indicators, outline and rationale for the methodology, the main findings and analysis, and any subsequent recommendations. All the data collection tools and sampling frames used should be included as Annexes.

5.           A copy of the ‘cleaned’ raw data and all workings used in analyses, again, preferably in excel, should also be submitted. Any other software use is acceptable, however, clear workings must be supplied; please confirm with Farm Africa prior to contract signature the format you intend to supply the data in.

5. Management and Implementation Responsibilities

The consultant will report directly to the Project Coordinator, Farm Africa. However, s/he will also be expected to work closely with the AFRII Project Coordinator who is the project nutrition partner in Uganda, and with the project’s Chief of Party, who oversees the project implementation in Ethiopia and Uganda. Any proposed changes to the personnel listed in the application or their respective levels of involvement in the assignment must be approved by Farm Africa.

Farm Africa will provide:

·        Guidance and technical support as required throughout the annual survey;

·        Copies of all key background resources identified;

·        Farm Africa data collection tools used in previous surveys and any other relevant tools;

·        A list of project beneficiaries to be sampled from

·        The following project monitoring data for analysis: VSLA membership and savings data, CAHWs animal treatment data, Agrovets sales records, Buck stations service records and Breeding centre buck sales records and Marketing Associations/cooperatives revenue records;

·        Introductory meetings with key informants;

·        Comments and feedback on, and approval of, all deliverables within agreed timeline;

·        Payment in accordance with the contract.

The consultant will be responsible for:

·        Developing a detailed methodology;

·        Conducting all data collection and managing all field logistics involved; this includes payment of field logistics expenses;

·        Recruitment, training and payment of enumerators;

·        Cleaning and analysis of data and reporting in a clear and accessible format, utilising Farm Africa style guidelines and templates provided;

·        Regular progress reporting to the project coordinator, including responding to any comments or technical inputs wherever reasonable;

·        Production of deliverables within the agreed timeline and in accordance with quality requirements of evaluation manager;

·        Seeking comments and feedback from Farm Africa, through the PC, in sufficient time to discuss and incorporate these into the final report.

Farm Africa Evaluation Principles

Farm Africa follows five basic principles of sound evaluation practice and the consultant is expected to adhere to these throughout the evaluation process. These are:

·        Confidentiality and informed consent – all data collected during the evaluation will be treated as confidential and cannot be shared outside of Farm Africa. All respondents must be advised as such and always given the opportunity not to participate, or to terminate or pause the interview at any time. The purpose of the study should also be clearly explained before commencing any interviews. Farm Africa’s Minimum Standards for Informed Consent must be followed – these will be shared with the successful applicant.

·        Independence and impartiality – Farm Africa is committed to impartial and objective evaluations of our projects. All evaluation findings and conclusions must be grounded in evidence. Researchers are expected to design data collection tools and systems that mitigate as far as possible against potential sources of bias.

·        Credibility – Farm Africa is committed to learning based on credible evidence. The credibility of evaluations depends on the professional expertise and independence of evaluators/ consultants and full transparency in the methods and process followed. Evaluations should clearly distinguish between findings and recommendations, with the former clearly supported by sound evidence. Methodologies should be explained in sufficient detail to allow replication, and evidence of failures should be reported as well as of successes.

·        Participation – the views and experiences of beneficiary households, groups and partners should form an integral part of all evaluations.

·        Openness – To maximise the learning potential of the evaluation process, Farm Africa may publish full evaluation reports or excerpts from them or may otherwise share them with interested parties.


The payment arrangement for this consultancy will be:

•             40% of the total contract paid upon submission of an acceptable inception report

•             30% upon submission of the first draft report

•             30% after submission of the final report fulfilling the standard acceptable to Farm Africa.

Qualifications and Required Competencies

The project is looking for a consultant, a firm or a team of consultants with experience in conducting HH surveys in complex projects. Therefore, applicants should detail in their bid exactly how they will manage the different components of the project. Applications from consultancies will be assessed on their ability to demonstrate the following qualifications and competencies:


•             Extensive knowledge and experience in carrying out HH surveys, process evaluations or end-term evaluations for (complex) projects, with a focus on livelihoods-related interventions

•             Experience in conducting studies in Uganda.

•             Relevant academic qualifications in numerical subject such as Mathematics, Economics, Statistics, etc.

•             Relevant practical experience in conducting surveys on agricultural, livestock & nutrition or gender programmes

•             Strong analytical (experience conducting data analysis), facilitation and communication skills

•             Excellent reporting and presentation skills

•             Fluency in spoken and written English

•             The right to work in Uganda


•             Candidates with demonstrable academic or practical experience in Animal Science (Livestock) and gender will be preferred

•             Previous knowledge of conducting the surveys outlined in the methodology

•             Fluency in Karamojong

•             Experience conducting data analysis in Microsoft Excel

Where applicants fail to meet any of the above criteria, for example, fluency in Karamojong or experience in livestock, gender or nutrition, the proposal should state how they expect to overcome this e.g. additional team members, translation services etc.

Submission of Proposals

Interested consultants or firms are requested to submit:

1.                A completed technical proposal, making use of the Farm Africa Technical Proposal Template (Annex 5). This should include (in section 2) contact details for two references, preferably who you have worked with in the past two years;

2.               A completed financial proposal, making use of the Farm Africa Financial Proposal Template (Annex 6). Please complete this proposal in Uganda Shillings.

3.               Copies of all relevant Curriculum Vitae (CVs). Only CVs for the specific individuals that will form the proposed evaluation team should be included; this should include CVs of any subcontracted consultant, firm or other partners who will handle part of this assignment;

4.               A sample of an evaluation report for a similar project completed within the last 24 months (this will be treated as confidential and only used for the purposes of quality assurance). The authors of this report must be the same individuals as those listed in the proposed team; a report by the same firm, but different authors is not accepted. Please attach this as an annex to your technical proposal;

5.               Proof of licenses to operate in Uganda. Please attach these as annexes to your technical proposal.

How to Apply:

All documents must be submitted by email to our ‘sealed’ email address [email protected] by 31st January 2021 at 6.00 PM EAT. The email subject line should clearly indicate ‘Bid for L4L 2021 Annual Household Survey’. Failure to include any of the above documents could result in disqualification from the selection process. Download Full TOR

Selection Process

The selection procedure by Farm Africa will be a two-stage process consisting of a technical and a financial review.

Technical Review: the technical score will be assessed against the following criteria:

a.            Understanding of the TOR – 30%

i.             Project scope (15%)

ii.           Scope of the Annual Data Collection and Review (15%)

b.           Methodology  – 40%

i.             HH Survey (15)

ii.           WEE Survey (10)

iii.          Nutrition KAP survey (10)

iv.          Overall (5)

c.            Work plan and consultant responsibilities – 10%

d.           Consultant team qualifications – 10%

e.            Quality of sample report submitted – 10%

Financial Review: Only bids with technical scores of higher than 70% will be assessed at the financial stage. The financial proposal will be scored in the following way:

a.            Total Price (Proximity to Farm Africa’s expected cost) – 50%

b.           Accuracy of Pricing – 50%

i.             Accurate reflection of the technical proposal – 18%

ii.           Reasonableness of unit costs  (including day rates) – 16%

iii.          Reasonableness of number of units  (including the number of days)– 16%

Overall Score: once the financial proposals have been assessed, the technical and financial scores will be combined into a final score in accordance with the following weights:

a.            Technical Score (70%)

b.           Financial Score (30%)

Deadline: 17th February 2021.

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