Consultancy to conduct a Baseline Study for the Drip Fundi Program in Isiolo, Garissa, Wajir, Marsabit and Turkana Counties – MWA

A. BACKGROUND

The Millennium Water Alliance (MWA) is a permanent global alliance of leading humanitarian, research, and business organizations that convenes a trusted network and serves as a hub for collective impact, accelerates learning, and influences priorities and funding to scale sustained WASH services and resilience globally. MWA and its members collectively serve over 50 million people in over 100 countries and are leading advocates for greater water and sanitation commitments by governments and the private sector.

MWA has commenced the USAID funded Drought Resilience Impact Platform – Fixing Uptime Now and Decision Improvement (DRIP-FUNDI) program in the five counties of Marsabit, Garissa, Wajir, Isiolo and Turkana. The purpose of the program is to increase the borehole uptime across 200 boreholes in the five counties to an average of 90% (11 months of the year). Uptime refers to the percentage of time when a borehole is operational annually. The program aims at providing consistent and reliable water supply for 120,000 people in the targeted arid counties. The underpinning goal of the program is to address the challenge of borehole non-functionality that is prevalent in the Arid and Semi-Arid Lands (ASALs) of northern Kenya and rural areas of Kenya at large. Non-functional water systems make it particularly difficult for communities to cope with the recurrent droughts that the region experiences. The program will partner with respective county government borehole repair teams and private sector partners to facilitate the rapid repair of the boreholes. Further, it will also engage selected private sector partners for the provision of the spare parts required for borehole repair. Finally, the program aims to set up a carbon financing system to support the continued repair of the 200 boreholes during the program period. The program outcomes include:

• Readily available borehole technical data.
• Repair of non-functional boreholes within 96 hours (4 days)
• Improved measures for monitoring borehole functionality
• Increased finance (harnessed from carbon markets) mobilized for the operation and maintenance of boreholes

B. OBJECTIVES

The three primary objectives of the baseline assessment are to i) prepare a baseline report through the collection of primary data on the pre-intervention situation and ii) prepare a list of 200 boreholes based on pre-set criteria for validation by stakeholders, and iii) determine the uptime (number of days a borehole is functional annually) for each of the boreholes. This baseline is expected to inform program planning and establish benchmarks for assessing the program impact and outcomes at the start and end of program implementation. The study will establish reference points on service coverage, levels of service, operation and maintenance practices, water use patterns and key service delivery gaps at the 200 boreholes. The consultant will be expected to provide and /or confirm the baseline information for each of the indicators in the results framework. Data should be georeferenced and disaggregated by age, sex, and location.

Specific objectives

1. Assess the functionality status of the system and issues affecting functionality at each of the targeted baseline boreholes.
2. Develop an asset inventory for each of the boreholes visited. This should be accompanied with clear photographs of pre-agreed mechanical, electrical, and plumbing components of a borehole.
3. Develop a list of fast-moving spare parts for each borehole visited. The consultant should collaborate with the County Water Departments, the National Drought Management Authority (NDMA) and private sector partners to determine this.
4. Collect information on how borehole breakdown is reported, frequency of breakdown and any existing preventive maintenance practices.
5. Collect information from a few households served by the borehole including metrics on payment practices for water and alternative sources of water in case of borehole breakdown.
6. Assess the capacities of the county government borehole rapid response teams, water management committees and private sector entities to respond to breakdowns at each of the boreholes visited. This is in terms of human resources (availability, skills level, and coordination) and access to tools, equipment, and spares parts to undertake borehole repairs.
7. To establish how to minimize potential market distortion that could occur as a result of the program implementation

C. SCOPE OF WORK

Methodology

A non-experimental research design will be applied which will employ qualitative methods of data collection. The data will be collected from a predetermined list of borehole sites across the five counties. Qualitative data will be collected from diverse stakeholders, individuals, and groups in the community. Qualitative data-gathering procedures will entail but are not limited to Focus Group Discussions (FGDs) and Key Informant Interviews (KIIs) with spare parts supplier(s), the heads of the County Borehole Rapid Response Teams (BRRTs), Borehole Operators, selected households around the boreholes, and County Government Water Department staff among others. The consultant will identify the respondents in the exercise purposively.

Technical borehole information including data on the borehole yield, the pump and motor specifications, and the solar system and control panels in place among other details required for the borehole asset inventory and list of fast-moving spare parts will be collected using a combination of KIIs, field observations, and desk reviews of borehole records. Photographs of the systems must also be captured. All qualitative field data will be collected using the mWater data collection platform.

Framework analysis or any other appropriate qualitative data analysis procedures will be used to analyze qualitative data generated from FGDs and KIIs. Participant’s data from the study must be disaggregated by sex (female, male). The summarized description of the evaluation methodology provided here is merely indicative. Consultant will be expected to provide a detailed and explicit narration of how they intend to carry out the assignment.

The consultant should collect a comprehensive set of data as per the information needs described above. Where data availability is limited, the consultant should combine different techniques to ensure an informed conclusion of the situation, including tapping into the implicit knowledge of local experts and communities, and using local data from routine information systems and recent studies.

Role of Millennium Water Alliance

The Millennium Water Alliance will collaborate with the selected consultant to undertake the following roles:

• Provide the consultant with background documents, reports, and available secondary data for review.
• Work with the County water departments to sensitize communities and mobilize respondents.

Provide oversight for the data collection.

• Review and provide input on the consultant’s deliverables.
• Organize validation and dissemination workshops for the presentation of preliminary findings to the program stakeholders.
• Review the draft report and provide the consultant with feedback.
• Review the lists of boreholes, asset inventory and fast-moving spare parts and provide feedback.
• Ensure smooth flow of consultancy engagement processes including contractual obligations.
• Share the final evaluation report with all key stakeholders, including key program staff, partners, donor representatives and county governments.

Role of Consultant

• Conduct a desk review of relevant program documents and other secondary sources.
• Develop an inception report, detailing the agreed-upon study design, methodology, indicators, data-gathering tools and work plan schedule to carry out the assignment, in consultation with MWA.
• Develop qualitative data-gathering tools in consultation with MWA.
• Plan and coordinate qualitative data collection.
• Arrange travel, accommodation, and per-diem for the consulting team during the fieldwork stage.
• Oversee the recruitment of qualified research assistants/enumerators with adequate knowledge in electro-mechanical engineering and a strong understanding of borehole operations.
• Pay allowances to the data collectors after successful completion of tasks.
• Conduct training for the data collection teams including pre‐testing of data collection tools.
• Review, clean and analyze data collected.
• Produce a detailed excel workbook capturing the data for all the boreholes visited. One sheet should feature data on all boreholes (estimated to be 300) visited during the baseline, while the second should feature a list of 200 boreholes shortlisted based on pre-set criteria.
• Prepare a borehole asset inventory report and a list of fast-moving spare parts.
• Write the evaluation report capturing findings and recommendations.
• Present preliminary findings and draft report to program stakeholders for validation
• Incorporate input from program stakeholders and submit the final evaluation report.

D. DELIVERABLES

The consultant will be expected to deliver the following:

1. Inception report detailing the agreed upon study design, methodology, indicators, data-gathering tools, and work plan schedule to carry out the assignment.
2. Copies of original and cleaned data sets including field notes, audio tapes, photographs, and transcribed material including documentation of the processes followed in data verification and cleaning.
3. A detailed excel workbook capturing the data for all the boreholes visited. One sheet should feature data on all boreholes visited during the baseline, while the second should feature a list of 200 boreholes shortlisted based on pre-set criteria.
4. The asset inventory for each of the boreholes visited. The inventory should contain specifications of the control panel, solar pumping modules, pump type, mortar output, pump rating among others.
5. A list of fast moving-spare parts for each of the boreholes. The list can be summarized based on common features/components witnessed in a group of boreholes.
6. Draft evaluation report (for review and feedback)
7. Short PowerPoint presentation of preliminary findings to be presented to key stakeholders for validation before the final evaluation report is completed.
8. Final evaluation report (long and popular versions).

E. TIMELINES

The information below presents a tentative guide to the timelines for the deliverable/Activity attached to this consultancy service, with an anticipated start date of Monday 16th October 2023.

1. Inception report

Within 8 calendar days after the first meeting between MWA and the consulting team.

2. Data Collection Tools

Within 8 calendar days after the kick-off meeting between MWA and the consulting team.

3. Field data collection

15 days

4. Final excel workbook of all the baseline boreholes visited and a shortlist of 200 boreholes.

Within 10 calendar days after the end of fieldwork

5. Draft baseline report

Within 14 calendar days after the end of fieldwork, the consultant must submit a consolidated draft evaluation report, including all data aggregated per county and combined for preliminary comments

6. Presentation of the report

Within 5 calendar days after submission of the draft report, a debriefing/presentation of the results will be done

7. Final baseline report

Within 14 calendar days of the debrief, a final baseline evaluation report shall be presented.

8. Final fieldwork datasets

To be shared 30 calendar days after submission of the final baseline report.

9. Edited and graphically designed report

To be submitted by 15th January 2024

10. A popular version report

To be submitted with the edited and graphically designed report. The report should not exceed 15 pages.

11. List of borehole asset inventory for all the baseline boreholes

To be submitted by 10th January 2024

12. List of the fast-moving borehole spare parts for all the baseline boreholes

To be submitted by 10th January 2024

F. EXPERTISE REQUIRED

Lead Consultant

• A PhD or a Masters degree in any of the following or related fields: water engineering, Governance, Monitoring and Evaluation, Research, Statistics, and Social Sciences.
• Experience in leading large-scale consulting assignments and baseline studies is a must.
• Over five years of hands-on experience in USAID programs or related evaluation consultancies is required.
• Excellent skills in quantitative and qualitative data collection and analysis.
• Skills in spatial analysis software such as Arc GIS or Q-GIS will be an added advantage.
• Experience working in the ASAL counties.
• Experience with mobile data collection systems such as mWater, KoBoCollect, SurveryCTO or Commcare.
• Exemplary report-writing, presentation, and communication skills.

Economist

• A Masters degree in Economics, Business, Finance, or a related field.
• Experience in conducting market assessments is required.
• Experience in developing financial models is preferred.
• Demonstrated understanding of the water market in rural Kenya/Sub-Saharan Africa.
• Excellent report writing skills are required.
• Experience in working in fragile or marginalized markets like the ASALs is necessary.
• Experience with mobile data collection systems such as mWater, KoBoCollect, SurveryCTO or Commcare.
• Excellent skills in quantitative and qualitative data collection and analysis.
• Demonstrated excellent skills in data analysis software such as SPSS or STATA and ATLAS, NVivo.

Data Analyst

• A Masters Degree in Statistics, Actuarial Sciences, or any field relevant for the assignment.
• Excellent report writing skills are required.
• Experience with mobile data collection systems such as mWater, KoBoCollect, SurveryCTO or Commcare.
• Excellent skills in quantitative and qualitative data collection and analysis
• Demonstrated excellent skills in data analysis software such as SPSS or STATA and ATLAS, NVivo.
• Experience working in the ASAL counties would be preferred.

Water Engineer

• A Masters in Engineering, Water Systems Engineering, Water Resources Management, or related field.
• Minimum of 5 years of experience in the implementation of development programs including rural water supply systems.
• Experience in developing technical water infrastructure design drawings, technical specifications, feasibilities and environmental assessment and bill of quantities.
• Experience in developing design drawings, technical specifications, feasibilities and environmental assessment and bill of quantities.
• Previous experience working on USAID or BHA grants is desired.
• Knowledge of WASH systems strengthening is preferred.
• Excellent and persuasive oral and written communication skills, including report writing.
• Previous working experience in Arid and Semi-arid Land (ASAL) counties.
• Experience with mobile data collection systems such as mWater, KoBoCollect, SurveryCTO or Commcare.

Five (5) Technicians

These will be engineers embedded in each field team to oversee assessments of the boreholes. Their CVs must be submitted as part of the application.

• A minimum of a Diploma in Water, Electrical or Mechanical engineering or related field.
• Minimum of 2 years of experience in the implementation of development programs including rural water supply systems.
• Experience in developing technical water infrastructure design drawings, technical specifications, feasibilities and environmental assessment and bill of quantities.
• Experience in borehole operations.
• Excellent and persuasive oral and written communication skills, including report writing.
• Previous working experience in Arid and Semi-arid Land (ASAL) counties.
• Experience with mobile data collection systems such as mWater, KoBoCollect, SurveryCTO or Commcare.

G. REPORTING AND COMMUNICATION

Internal: The consultant will be reporting to the DRIP FUNDI program manager while keeping a close working relationship with the Water Systems and MERL Managers at MWA. The consultant will be expected to communicate regularly with the team during the exercise.

External: The consultant will be in close communication with other stakeholders including County Government staff, Private Sector goods and service providers, water management committees and the community members served by targeted boreholes. Consultants must adhere to the MWA Code of Conduct and Protection from Sexual Exploitation and Abuse (PSEA) policies when carrying out their duties and interactions with external parties.

H. PROPOSAL SUBMISSION

Each application must consist of:

1. An application/cover letter. The letter should be no longer than two pages.

2. Technical proposal for the evaluation not exceeding 10 pages. With the following as annexes:

• The CVs of the team leader and key team members not exceeding 4 pages per CV.
• The CVs of the 5 technicians who will be embedded in each of the teams in the 5 counties. Each CV should not exceed 2 pages.
• One sample report produced for a similar assignment within the last three years.
• Contact details of three organizations that have contracted the firm to carry out a similar assignment within the last 3 years.

3. A separate financial proposal. The fees proposed must be a total “fixed price” quotation indicating the overall total amount in Kenya Shillings inclusive of all taxes.

• The calculation of fees should indicate a detailed breakdown of costs calculation, specifying:
• Details of daily professional fees and time input.
• Detailed breakdown of reimbursable including logistics, travel, per diem, communication, and any other related costs.
• Payment terms.

4. A copy of the company valid tax compliance certificate, certificate of incorporation, and the company KRA pin.

I. EVALUATION CRITERIA

Proposals will be evaluated to ensure that they meet all mandatory requirements and are responsive. To

be determined responsiveness, a proposal must include all documentation as listed in section H. Proposals

that fail to meet these requirements will receive no further consideration. Responsive proposals will be evaluated and ranked according to the criteria below.

Technical Qualification

• Education and technical experience of team
• Understanding of the scope and/or assignment
• Proposed methodology and approach.
• Demonstrated experience in conducting and coordinating similar studies.

Consultants with a minimum score of 70% will be considered technically qualified, their applications will proceed to financial evaluation stage and they will be invited for an oral interview.

Financial Proposal

Only the financial proposal of the technically qualified consultants will be evaluated. The maximum number of points will be allotted to the lowest price proposal. All other financial proposals will receive points in inverse proportion to the lowest price.

How to Apply

Interested firms should submit their applications by 26th September 2023, 5 pm EAT. All applications should be submitted electronically to the following email address: mwakinfo@mwawater.org The email subject should be Consultancy for DRIP FUNDI baseline study.