arche noVa is an international aid organization based in Dresden, Germany. Ever since our inception in 1992, arche noVa has been supporting people who live in unstable environments, caused by crisis, conflicts or natural disasters. Whether in rapid-response emergency aid missions, rehabilitation / reconstruction projects or long-term development cooperation projects, arche noVa works with local partners and involves the beneficiaries from the start, always following the organization ́s fundamental principle: helping people to help themselves.
arche noVa’s main sectoral focus is WASH. We have extensive experience in diverse operational environments and have developed numerous customized solutions for urban and rural water systems. Even though WASH is our main expertise, arche noVa also work in various other sectors, such as education, food security, medical services and DRR. For detailed information on projects and approach, please visit our website www.arche-nova.org.
arche noVa has been active in Syria and scaling up since 2012, primarily focused on the North West (Aleppo and Idleb governorates) and since 2019 also in NES. However arche noVa has also been involved in emergency responses to flash displacements in Afrin, Kobane, Hama and Rural Damascus.
arche noVa is currently looking for the acquisition of external evaluation service for its WASH activities in NES.
1. General remarks and special condition
The required service must be in accordance to our specification mentioned in the attached Terms of Reference.
2. Specification / Quantity
The scope of the service as per attached Terms of Reference.
3. Service provision conditions
As per attached terms of reference.
4. Service provision schedule
As per attached terms of reference.
The costs for the end-term Evaluation should not exceed 20.000 EUR.
The offer shall contain a statement whether the offer is subject to Value Added Tax according to German law or not.
6. Ordering Party
arche noVa e.V.
Weisseritzstrasse 3/ 01067 Dresden/ Germany
Following documents must be submitted before tender closing date:
· Written quotation in EUR currency on a letter headed paper (duly stamped and signed in a PDF format)
· Company registration and copy of VAT (PDF format) when available.
· Company profile (PDF format)
· Technical Proposal (PDF format)
· Reference list (PDF format)
· Example or evidence of similar work (PDF format)
· Providing profiles of evaluation team (PDF format)
8. Payment Conditions
The order sum can be subdivided into partial payments according to the required reports as following:
- 20 % after approval of the inception report
- 50 % after acceptation of first deliveries / progress report
- 30 % after approval of the final report
9. Selection Criteria
Note: Tenderers not providing the requested quotation duly signed and stamped together with documentation as requested and listed in article “7. Documents” will be excluded from this competition.
arche noVa will select quotations based on criteria listed below:
Criteria 1: Quality of the proposal and expected report - Score: 30
Criteria 2: Relevant experience and references: providing samples of reports that has been done in similar contexts - Score: 20
Criteria 3: Capability: providing profiles of personnel who will be involved in the evaluation. - Score: 15
Criteria 4: Proposed Methodology, appropriate to the circumstances - Score:15
Criteria 5: Proposed timetable: adequate work plan to reflect tasks mentioned in the ToR - Score: 10
Criteria 6: Cost efficiency - Score: 10
The Evaluation Team Leader will be responsible for leading all aspects of the team’s work, drawing on the experience and skills of each team member as relevant. The Team Leader will have overall responsibility for the quality of the evaluation.
Required skills, qualifications and experience
- Relevant higher academic qualifications in development studies, humanitarian actions, evaluation or a related field;
- Experience conducting program evaluations in the humanitarian sector, particularly involving marginalized people.
- Understanding of key humanitarian monitoring, evaluation, accountability and learning standards such as the Core Humanitarian Standard;
- A track record in effectively applying ethical working practices, including humanitarian evaluation ethics;
- Proven experience using mixed methods evaluation techniques, with approaches designed carefully in response to the specific circumstances of each evaluation, and including the development and use of appropriate data collection and analysis methods;
- Experience in working with international organisations or NGOs, including abiding by their child protection, sexual harassment, exploitation and abuse policies.
- Outstanding communication skills, including excellent English writing skills and an ability to work effectively through interpreters/translators;
Desirable skills, qualifications and experience
- Experience evaluating complex humanitarian crises responses in Syria and and/or the Middle East including large-scale and protracted conflict contexts;
- Knowledge of BMZ funding mechanisms, including for humanitarian responses;
- Understanding Arabic Language is an added value
10. Penalties, nonconforming goods or services, shortfalls
(1) The evaluator shall be liable according to statutory legal provisions, especially for its own negligent breach of duty and negligent breach of duty by its legal representatives or vicarious agents.
(2) The evaluator recognizes that the Contract concerns the provision of Services where "time is of the essence" and that failure to provide the Services by the scheduled date(s) or in accordance the Contract may cause irreparable harm to arche noVa.
(3) arche noVa will withhold payments to the evaluator if the evaluator fails deliver the agreed documents in the agreed quality.
Terms of Reference for Evaluation
Project Title: Rehabilitation of decentralized water structures and Waste Management (inclusive of HP) for IDPs and Host Communities in Syria
Implementing Organisation: arche noVa
Project Overall Objective: Improvement of the living situation of Syrian civil war victims, sustainable improvement of drinking water supply, sanitation and waste management to mitigate the impact of the armed conflict on the health and quality of life of IDPs and the host community
Project Duration: 01.12.2019 - 31.03.2021
Project Donor: The Federal Ministry of Economic Cooperation and Development
2. Description of project activities:
arche nova in NE-Syria has responded to enormous WASH-related needs of Internally Displaced and host communities in the governorates of Ar-Raqqa and Deir-Ezzor which were massively affected by the conflict in Syria which started in 2011. To ensure the sustainability of the intervention, the organization has adopted localization approach through restoring WASH related services through the Directorate of Water and the target municipalities, that is to say, to ensure restoring the previously existing service systems. The program aim to deliver “Sustainable access to water, sanitation, sewage and solid waste for IDPs & host communities in Ar-Raqqa and Deir-Ezzor“, includes the following components:
Access to Water: With the objective of reducing morbidity and mortality related to water service among IDPs and host communities, arche noVa works towards improving access to safe drinking water through rehabilitation of water stations and pipe line systems in both governorates of Ar-Raqqa and Deir-Ezzor. The work has been carried-out in coordination with Directorates of Water Management in each target municipality to ensure the organization rehabilitation plan is in line with the regional strategic priorities, and that’s to ensure contributing into sustaining future water service delivery. Some water systems were already rehabilitated in Al-Karama, Hazema, Safsafa and Al-Hamrat.
Solid Waste Management: Believing Solid Waste Management plays an essential role in protecting human health during all infectious disease outbreaks, including the COVID-19 outbreak. Arche nova carries-out solid waste management activities within the chain of solid collection, transportation and management at final destination. Specific activities implemented including distribution of households and communal waste bins, transportation garbage to the final collection points, and construction burial pits for damping. This is beside dissemination of waste management knowledge among communities at households, schools and market places. Soild Waste Management services were delivered to 18 municipalities including (Al-Hazema, Kasrat, Ratla, Al-Hamrat, Al-Karama, Ukayrishah, Mansura, Safsafa, Jarnyyah, Mazaraa, Asdia, Al-Kalta, Al-Rashid, Tishreen, Al-Hos, Al-Mahmoudly, Swediah, Al- Haman).
Sewage related work: Broken sewages proved to be a risk for human health since stagnant sewage water plays of breading sites for different waterborne diseases. arche noVa works in collaboration with the target municipalities to rehabilitate existing sewage pipeline systems and improve heath stats among target communities. arche noVa has not targeted the sewage stations, rather focused on rehabilitating the sewage pipelines.
3. Evaluation purpose:**
Main purpose of the evaluation is it to verify the achieved results of the project against the purpose of the project proposal and intervention Matrix. A special focus should be on the impact and sustainability of the project achievements. The evaluation is also expected to provide advice how similar project activities can be improved in order to be more effective, efficient and to achieve more sustainability under given circumstances.
4. Scope of evaluation
The evaluation shall cover activities over the entire project period, between 01.12.2019 and the time of evaluation and in all accessible locations in an appropriate way.
The evaluation shall cover following:
A. Beneficiaries: The extent to which the response is meeting the needs of those most vulnerable due to gender, disability, equity and other social disadvantage;
B. Capacity building: The extent of reinforced local capacity
C. Access to Water: The extent of increased, just access to safe drinking water
D. Solid Waste Management: The extend of improved clean and safe environment
E. Sewage related works: The extend of improved clean and safe environment
F. Challenges encountered during project implementation
G. Coordination with the wider humanitarian sector.
H. Procurement method
The evaluation will deliver a set of findings primarily about Arche nova’s humanitarian assistance in NE-Syria. Recommendations must be practical in nature and focused on those which can feasibly be incorporated in future activations and the implementation of responses.
5. Users of the evaluation
User of this evaluation will be
- Primary User: Arche noVa
- Project team in field
- Head of Mission (HoM)
- Program Management at HQ level
- Secondary User: Donor
6. Evaluation methods
The evaluation team designs an adequate process and methodological approach for the evaluation. The evaluation team should propose proper sampling to cover the components of the evaluation tasks. In general, participatory methods that include the project’s target group, a mix of quantitative and qualitative methods, triangulation of findings and a gender sensitive/special needs approach are recommended. A critical assessment and discussion of the project’s strengths and challenges is welcome. Recommendation should be included in the evaluation report. The study design should follow international standards concerning accuracy and reliability of data. The evaluation shall include onsite visits in an appropriate way.
Key Evaluation Questions
A set of guiding evaluation questions provide a framework for the evaluation and are set out with reference to the relevant commitments and quality criteria of the Core Humanitarian Standard, ensuring alignment with global commitments. The evaluation team will refine the evaluation questions in preparing the Evaluation Plan, based on the following indicative questions:
(1) Is the response appropriate and relevant?
a) To what extent are the activities being
b) delivered appropriate (i.e. right activities in the right locations on the right sub-sectors?)
c) How well is Arche nova responding to the changing context and needs assessment information (both in planning, and over the course of implementation)?
d) How relevant and appropriate is the assistance provided by Arche nova from the perspective of affected communities?
e) To what extent is the investment coordinated and complementary with other relevant parts of the wider humanitarian response?
f) To what extent the programme aligned with “Do No Harm” principal.
(2) Is the response effective?
a) To what extent the implementation achieved the intended outcomes, and are any unintended outcomes emerging, either negative or positive?
b) To what extent are funded activities promoting longer-term resilience of affected communities?
c) What are the barriers and enablers to effective and efficient achievement of the outcomes?
(3) How efficient is the response?
a) To what extent is the response being implemented according to agreed timelines and budgets?
b) In what ways is the response being implemented to achieve good value for money?
c) Are there benefits from the multi-year funding that could not have been achieved with annual funding? How has this supported the program’s aims?
(4) How transparent and accountable is the response?
a) To what extent arche nova is sufficiently accountable to, and engaged with, affected communities?
b) What evidence exists of programs having been influenced by effective communication, participation and feedback from affected people and communities?
Throughout the evaluation there will be consistent attention to involve men, women, children, people with disabilities, host, and displaced communities and households and minority groups. The evaluation will be designed and conducted with regards to high standards of ethical conduct and the approach to ethics and safeguarding will be documented in the Evaluation Plan.
The evaluation team will be expected to submit the following documents:
1- Inception report: This should include amongst others, the data collection and analysis methodologies, the selection of enumerators, tools proposed, and the respective timetable to achieve the objectives. It should include descriptions of checklists, questionnaires and reporting formats.
2- Progress report: This should be issued at the end of data collection for first component. This is a brief report that describes details and observations of the evaluation team during the implementation of the activities in addition to any issues/challenges that may affect the data quality and analysis, and hence the result of the evaluation..
3- Draft evaluation report: This should include
a. the executive summary,
b. description of methodology,
c. limitations, challenges faced,
e. recommendations and
4- The evaluation team should support the analysis of project’s achievements with relevant data and state how this has been sourced. It should also include the terms of reference, data collection tools and references.
5- Presentation/workshop: Before the final report is issued, the evaluation team should participate in a presentation/workshop to arche noVa. The aim of this presentation/workshop is to receive feedback/clarifications/explanations on findings and preliminary conclusions and recommendations. The presentation/workshop will focus also on lessons learnt and good practices for future programming.
6- Final report: The final report is to be submitted after feedback has been received and integrated into the draft report. Further, the evaluation team should provide all of the data collection in the form of Excel sheet.
Following resources will be provided:
a. Project proposal
c. M&E reports
d. Interim reports to donor
e. Organisational documents
9. Adaptation of OECD/DAC criteria for the deliveries:
For the evaluation tasks stated above, the team is adviced to adapt the OECD/DAC criteria of relevance, effectiveness, efficiency, impact and sustainability. The evaluation tasks will focus on the impact of project components and can be developed around the following key questions:
o To what extent is the project suited to the priorities and needs of the target groups.
o To what extent is the project suited to the context.
o To what extent has the project been successful in adapting to the changing context in Syria?
o To what extent has the project achieved its stated project objective and outcomes?
o To what extent has the project been implemented in the most efficient way (time, materials, resources)?
o To what extent have the gender, special needs and vulnerability considerations been mainstreamed into activities?
D. Impact and sustainability:
o What were the positive and negative changes produced by the project, directly or indirectly, intended or unintended?
o What recommendations for future programs can be made on the basis of the “lessons learnt” and “good practices?”
o What were the main challenges during the implementation of the project?
o What were the integrated outcomes of implementing the whole of the project different activities in the targeted location, taking into account the extended duration of Arche noVa intervention in these areas?
10. Timetable of the evaluation:
The final evaluation report should be available latest until 15. March 2021.
The evaluator is requested to fill-in the table below, lisiting suggested dates for each milestone of the evaluation as below (the content can be adjusted according to the plannings):
The evaluation will take place between January and March 2021 with an expected field visit by mid / end of February, following the contracting of the Team Leader and the confirmation of all other team members. The indicative work plan below sets out the timeline for the process, with key milestones as follows
Tasks_Date of the task
Kick-off meeting: Receive available project documentation, briefing on project, agree on how to move forward based on the methodology.
Desk Review: Review project documentation including Bill of Quantities, proposals, budgets, log frames and progress reports.
Data collection for the fist component: Data collection as per agreed methodology, tools and timetable.
Evaluation progress report:
Data collection for the second component: Data collection as per agreed methodology, tools and timetable.
Data analysis: Data cleaning and analysis
11. Technical proposal for the evaluation tasks:
The evaluation team should present the technical proposal reflecting the evaluation tasks, which will include (at least):
o Type of study design
o Sampling technique
o Data collection technique
o Methods of data compilation, analyzing and interpreting
B. Understanding of the ToR
C. Organizational experience and capacity to fulfill the evaluation tasks
D. Composition of the whole evaluation team including enumerators and field supervisors.
E. Timetable for the evaluation tasks.
F. The physical input (e.g. computer, printer, fax, telephone and internet access) which would be used by the team.
2. Profile of the evaluation team:
The profile of the desired team members should include:
o Excellent command of English, and fluency in Arabic.
o Relevant experience in conducting evaluations of similar projects (the team should provide samples of previous evaluation reports).
o Previous experience and awareness of project cycle management.
o The evaluation team should be familiar with the Humanitarian context.
o In depth experience and knowledge about the contexts in the targeted areas.
o Relevant evaluation experience (the team should provide previous evaluation reports)
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Evaluator Qualification Form
1. We want some information about your company
Established in (Country)
Bank Details (Account Holder, Bank Name, IBAN, BIC, Swift, Currency)
Name of Chief Executive Officer (CEO)
Place and Date of Birth of CEO
Name of Owner
Place and Date of Birth of Owner (if individual)
Sales & Marketing Contact
Range of Services provided by the Company (Company Portfolio)
Evaluator Qualification Form
Page 2 / 2 **
3. Evaluator Declaration
We, ___ (name / company) hereby declare that
a) we are not in bankruptcy proceedings, judicial insolvency proceedings or in liquidation, that we have not ceased our commercial activities and are not in a comparable situation by virtue of similar proceedings referred to in the national legal provisions,
b) we have not received a sanction by legally binding judgment for reasons which bring into doubt our professional reliability,
c) We comply with our duty to pay social insurance contributions, taxes or other levies in accordance with the legal provisions of the state in which we have our office, the state of the consignee, or the state where the contract is performed. We assure that we will comply with the legislation applicable and common standards in terms of wages, social legislation and occupational safety and health.
d) we have not received a legally binding sentence due to fraud, corruption, participation in a criminal association, or another act directed against the financial interests of the International Humanitarian Aid Community,
e) no serious breaches of contract due to non-performance of our contractual obligations have been ascertained in connection with another contract or a contract awarded from the International Humanitarian Aid Community,
f) we are providing you with all the information required in connection with participation in a tender,
g) in respect of contracts which are ultimately paid for out of European Community funds, no one has accused us of breach of contract due to gross violation of our contractual obligations,
h) we have not been excluded as a contract partner by the European Community due to ethical issues,
i) we assure the European Commission, the European Anti-Corruption Bureau and the auditors of the European Community reasonable access on demand to our business and accounting documents for the purpose of checks and audits,
j) we respect basic social rights and condemn child labor,
k) we are informed that arche noVa will conduct a check to ensure that partners/suppliers do not appear on official sanctions lists of UN and the European Union.
Date, Evaluators Company / Name, Signature of CEO, Name in Block letters, Stamp**
How to apply
Quotations must be sent by email in PDF format not later than the 31/12/2020, to the following email address:
with reference: Tender AN Syria WASH Project Evaluation