Expression of interest – Formative Evaluation of the Targeted Support to Caribbean Disaster Emergency Management Agency (CDEMA)

Caribbean

REQUEST FOR EXPRESSIONS OF INTEREST

Terms of Reference

Formative Evaluation of the Targeted Support to Caribbean Disaster Emergency Management Agency (CDEMA)

1. INTRODUCTION

World University Service of Canada (WUSC) is a leading Canadian international development organization whose mission is to foster human development and global understanding through education and training. WUSC has signed a contract for the management and implementation of the Field Support Services Project (FSSP) in the Caribbean, funded by Global Affairs Canada (GAC). The FSSP will seek to ensure the quality and relevance of Canada’s support in responding to the Government of Canada’s Caribbean Regional Development Program (CRDP)[1].

The FSSP Caribbean is contracting the services of a consultancy firm to undertake a formative evaluation of the Caribbean Disaster Emergency Management Agency (CDEMA). The evaluation is to be conducted over a six (6) month period.

2. DESCRIPTION OF DEVELOPMENT INTERVENTION

The Targeted Support to CDEMA project (TSCP) supports the CDEMA Coordinating Unit in a number of critical areas to help the organisation deliver on critical elements of its mandate.

The goal of the Targeted Support to CDEMA project is to improve comprehensive disaster management in the Caribbean Region with a focus on vulnerable populations, particularly women and girls. The project supports the CDEMA Coordinating Unit to: strengthen operational readiness to respond to natural disasters at regional, national, sectoral and local levels; support community recovery for the most vulnerable by providing rapid funding for small, local projects; improve knowledge management to support fact-based decision-making; strengthen the CDEMA Coordinating Unit’s technical capacity to address gender equality and other issues; and improve governance of Comprehensive Disaster Management action in the region.

3. RATIONALE

The formative evaluation for the Targeted Support to the Caribbean Disaster Emergency Management Agency (CDEMA) initiative has been commissioned as the project is now past midway (year 4 of 5-year initiative) and is facing some implementation challenges     . A series of events (COVID-19, volcano, earthquake and tropical cyclones) have impacted the rate at which the organisation has been able to make progress on implementation of key activities. An independent assessment of the project’s performance would help inform discussions between DFATD and CDEMA on adjustments that might be needed. The assessment would also help fill some of the gaps in project reporting resulting from the absence of a Monitoring Assistant.

The purpose of the evaluation is to:

  • Inform progress towards the achievement of expected project results;
  • Inform challenges and opportunities to date;
  • Inform improvements and course-corrections to the project’s design and delivery; and
  • Inform adjustments that might be required to maximise the impact of the project in the remaining time and budget.

This evaluation’s primary intended end-users are both the implementing partner CDEMA and the funding agency DFATD. Members of the Project Steering Committee will be involved in the evaluation process to ensure multiple viewpoints are obtained and increase ownership of findings, so that adjustments can be made with full buy-in of the Committee. The evaluation findings are also likely to be of value to other donors working with the Agency who are part of the Steering Committee.

4. DEVELOPMENT CONTEXT

The 2017 hurricane season had a devastating impact on the Caribbean and tested the capacity of national, regional and international partners to respond effectively to a multi-island strike (12 islands) over a two-week period. A Rapid Review of the regional response to the hurricanes (funded by Canada, the UK and UNICEF) found that logistics (including communications) and budget constraints impacted the timeliness of the response. The events of 2017 have demonstrated that further efforts are required to strengthen Comprehensive Disaster Management in the region, and highlighted a number of areas where increased investment is needed.

The Caribbean Disaster Emergency Management Agency (CDEMA) is the lead regional organisation providing guidance and oversight for disaster management, which includes all aspects of emergencies (mitigation, preparedness, response and recovery). CDEMA membership includes fourteen (14) sovereign states (Antigua and Barbuda, Commonwealth of the Bahamas, Barbados, Belize, Commonwealth of Dominica, Grenada, Republic of Guyana, Haiti, Jamaica, St. Kitts & Nevis, Saint Lucia, St. Vincent & the Grenadines, Suriname and the Republic of Trinidad & Tobago) and four (4) Overseas Territories (Anguilla, Montserrat, Turks & Caicos Islands and the Virgin Islands). The CDEMA system provides the first level of response when countries cannot manage the impact of a disaster themselves. In 2017, CDEMA provided support to 8 of its members that were impacted by Hurricanes Irma and Maria. Four members were severely impacted and required support for extended periods.

Coordination of CDEMA activities is managed by the CDEMA Coordinating Unit. This unit coordinates the wider group of regional and international partners who provide assistance after disasters, known as the Regional Response Mechanism, and acts as the secretariat for the regional disaster management governance mechanism. The latter is the system used to guide implementation of the regionally endorsed Caribbean Community (CARICOM)’s Comprehensive Disaster Management (CDM) Strategy, which was first adopted in 2001. The CDM Strategy is now in its third iteration (2014-2024) with the goal of realizing “Safer, more resilient and sustainable CDEMA Participating States through Comprehensive Disaster Management.” The Strategy lays out the priority actions that must be taken to realize this goal.

5. SPECIFIC OBJECTIVES OF THE EVALUATION

The specific objectives of the evaluation are the following:

  • Assess the relevance of the project design and implementation strategy against the CDM Strategy and other regional guiding frameworks and the needs and priorities of the targeted beneficiaries, as adapted to contextual changes.
  • Assess the effectiveness of the project in contributing to intermediate outcomes, including gender equality. The assessment will take into consideration the impact of the COVID-19 pandemic and other events/regional conditions on the achievement of the project results. 
  • Assess the effectiveness of the project governance (management and administration).
  • Assess the efficiency and operational efficiency of the development intervention.
  • Assess the coherence of the project with other similar projects[2] in the region and the extent to which it is adding value while avoiding duplication of effort. .
  • Assess the sustainability of expected project results.
  • Provide findings, conclusions, lessons and recommendations to fulfill the stated evaluation purpose.

6.   DELIVERABLES

The Contractor’s tasks include the following as summarised below (and detailed in the attached Annex “A” Statement of Work for the Formative Evaluation of the Targeted Support to the Caribbean Disaster Emergency Management Agency (TSCP) – Project Number: P-006122), but are not limited to;

  • Carrying out the evaluation in conformity with the “OECD/DAC (2010) Quality Standards for Development Evaluation and best practices in evaluation to:
    • meet the specific objectives and to ensure it can be used to achieve its intended purpose
    • ensure that the evaluation covers the scope of evaluation and provide answers to the evaluation questions
  • Consulting with stakeholders throughout the evaluation process;
  • Carrying out the evaluation in conformity with the detailed requirements in the Statement of Work;
  • Ensuring that all deliverables adhere to the OECD/DAC (2010) Quality Standards for Development Evaluation;
  • Attending the Start-up Meeting;
  • Undertaking an Evaluability Assessment;
  • Developing a work plan after approval of the Evaluability Assessment by the Technical Authority (TA);
  • Undertaking the evaluation following the work plan approved by the TA;
  • Preparing and submitting all deliverables for revision and approval by the TA;
  • Providing weekly report to the TA on the progression of the evaluation;
  • Ensuring the quality assurance of all deliverables; and
  • Providing a team with the requisite skills (see Section 6), subject to the TA’s approval.
Deliverable #Deliverables (see description under section 9.1)Instructions and Template% of Total Budget of Annex “B” – Basis of Payment (Excluding taxes)Time Schedule
PHASE 1
 Start-Up MeetingN/A 1 week after contract award
1Draft Evaluability AssessmentAnnex A-1 2 weeks after start-up meeting
2Final Evaluability AssessmentAnnex A-1 Annex A-315%1 week after receipt      of comments from the TA on draft evaluability assessment
PHASE 2
3Draft Work PlanAnnex A-2 Annex A-5 2 weeks after approval of the evaluability assessment and conditional on DFATD decision to continue the evaluation
4Final Work PlanAnnex A-2 Annex A-3 Annex A-525%1 week after receipt      of comments from the TA on draft work plan
PHASE 3
5In-country debrief sessionN/A Before the end of the data collection mission prior to departure
6Preliminary findings session/workshop    N/A10%2 weeks after data collection is completed, must include preliminary findings responding to evaluation questions
7Draft Evaluation Report with Executive SummaryAnnex A-4 Annex A-5 Annex A-6 3 weeks after data collection completed
8Final Evaluation Report with Executive SummaryAnnex A-3 Annex A-4 Annex A-5 Annex A-640%2 weeks after receipt      of comments from the TA on draft evaluation report
9Evaluation Brief 5%2 weeks after the approval of the final report
10Final Presentation 5%2 weeks after the approval of the final report

This evaluation, including the field mission, is expected to be carried out over a 6-month period. The final evaluation report is to be submitted to the TA at least two (2) weeks before the end date of the contract.

  • WORK LOCATION and TRAVEL
  1. The location of the work is to be determined by the Contractor, with potential travel to countries for data collection in the field (to be selected in the work plan). Opportunities to hold virtual meetings with staff in Barbados and the Caribbean region may be explored, however Contractors should budget for travel in the event it is required.
  2. The Contractor is expected to travel to Barbados, and at least one of the following countries -Antigua and Barbuda, Belize and Jamaica; to fulfill the evaluation mandate. Country selection is to be confirmed at the work plan phase, and is subject to approval by the Technical Authority (TA).
  3. All international travel must have the prior authorization of the Technical Authority (TA);
  4. All international travel required for this evaluation is subject to the COVID-19 regulations and recommendations of the Government of Canada and the Governments of the countries selected for data collection.
  • CONSULTANCY FIRM PROFILE

The Contractor should be a registered firm and is required to provide an Evaluation Team that includes the following competencies and experiences.

For the Team Leader specifically:

  • Demonstrated experience leading, managing and conducting evaluation mandates of a similar size, complexity and scope to the one for this evaluation;
  • Demonstrated experience leading a team of professionals in a developing country, preferably in the Caribbean;
  • At least seven years’ experience conducting project evaluations;
  • Extensive knowledge of qualitative and quantitative evaluation methods;
  • Master’s Degree or Ph.D. from an accredited, recognized institution in a relevant discipline such as Environmental Sciences, Natural Resources Management, Sustainability, or other related fields
  • Strong analytical skills and the ability to write high quality evaluation reports

For the Evaluation Key Team members:

  • At least five years’ experience conducting project evaluations;
  • A Master’s Degree or Undergraduate degree in either Disaster Risk Management, Governance, Gender Studies, Climate Studies, Environmental Science, Development studies or related field;
  • Demonstrated experience in assessing project management in an international assistance context;
  • Demonstrated experience in governance;
  • Demonstrated experience in disaster risk management;
  • Demonstrated experience working in developing countries;
  • Demonstrated experience in gender equality;
  • Excellent written and oral communication skills;
  • Excellent organizational and analytical abilities;
  • Advanced interpersonal skills and the ability to work with multiple stakeholders;
  • Knowledge of the Caribbean is an advantage
  • LANGUAGE OF WORK
  1. The working language for this evaluation mandate is English
  2. Deliverables must be provided in English.
  • PROCUREMENT PROCESS

This consultancy is open to all suitably qualified CARICOM firms. Firms are invited to submit an expression of interest from which only those firms that meet the Consultancy firm profile will shortlisted. A Request for Proposals will then be issued to the shortlisted firms.

If you wish to apply for this position, please signal your interest by email at [email protected] to receive the application package. Please indicate “FSSP Caribbean – CDEMA Project Evaluator” as the subject line of your email. Completed applications packages will need to be submitted by January 19, 2023.


[1] The Caribbean Regional Development Program includes the following countries: Antigua and Barbuda, The Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Jamaica, Saint Lucia, St. Kitts and Nevis, St. Vincent and the Grenadines, Suriname, and Trinidad and Tobago.

[2] Specifically other donor funded initiatives that are led by CDEMA or where CDEMA is a key implementing partner.

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