provision of midterm external evaluation of the project … · 2021. 6. 21. · provision of...
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REQUEST FOR PROPOSALS
SERVICES FOR
Provision of Midterm External Evaluation of The Project
"Harmonisation And Social Cohesion Programme Across Turkey"
IOM Turkey
IOM International Organization for Migration
IOM Uluslararası Göç Örgütü
Mission in Ankara:
Birlik Mah. Sehit Kurbani Akboga Sok. No: 24 Cankaya, Ankara, Turkey Tel: +90.312.454.3000 • Fax: +90.312.496.1495 • E-mail: [email protected]
Sub- office in Istanbul: Esentepe, Dergiler Sk. No:23, 34394 Şişli, Istanbul, Turkey
Tel: +90.212.293.5000, 292.1338 • Fax: +90.212.249.2733 • E-mail: [email protected] Sub- office in Gaziantep:
Bahcelievler Mah. Kaymakam Ismail Paşa Sok. No: 10 Şahinbey, Gaziantep,Turkey Tel: +90 342 220 4580 Fax: +90 342 220 4503
Internet: http://www.iom.int
21 June 2021
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IOM International Organization for Migration
IOM Uluslararası Göç Örgütü
Request for Proposals
The International Organization for Migration (IOM) is an intergovernmental organization
established in 1951 and is committed to the principle that humane and orderly migration
benefits both migrants and society.
In the framework of IOM Turkey’s programs, the IOM invites interested eligible Service
Providers to submit Proposals for the required services as per this RFP.
The Service Provider will be selected based on considerations outlined in this RFP.
This RFP includes Instructions to Service Provider, Terms of Reference and administrative
requirements that Service Providers will need to follow in order to prepare and submit their
Proposals for consideration by IOM.
The Proposals must be submitted by e-mail to Procurement Ankara at
[email protected] with a subject of TD-ANK-2021-0178 no later than 3:00 PM on
Tuesday the 6th of July 2021. No late proposal shall be accepted.
Proposals submitted after the above deadline will not be considered. IOM reserves the right to
accept or reject the whole or part of any or all proposals based on the fulfilment of the provisions
as described in the General Instruction to Service Providers.
Service Providers which do not receive notification before the 20th of July 2021 can consider
their Proposals unsuccessful.
IOM reserves the right to cancel the procurement process and reject all Proposals at any time
prior to award of a Purchase Order or Contract, without thereby incurring any liability to the
affected Service Providers or any obligation to inform the affected Service Providers of the
ground for IOM’s action.
Please contact Ms. Basak YAGAN at [email protected] for any technical inquiries.
Very truly yours,
Procurement & Logistics Unit
IOM Ankara
IOM is encouraging companies to use recycled materials or materials coming from sustainable
resources or produced using a technology that has lower ecological footprints.
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GENERAL INSTRUCTION TO SERVICE PROVIDERS (GIS)
1. Description of Services
1.1 See more details as described in the Terms of Reference (Annex B) for the required services. IOM
requests prospective Service Providers to submit Technical and Financial Proposals for this Service.
1.2 Only eligible and accredited Service Providers may submit Proposals. The proposal shall be the basis
for contract negotiations and ultimately for a signed contract with the successful Service Provider.
1.3 Service Providers shall not be hired for any assignment that would be in conflict with their prior or
current obligations to other procuring entities, or that may place them in a position of not being able
to carry out the assignment in the best interest of the IOM.
1.4 IOM is not bound to accept any proposal and reserves the right to annul the selection process at any
time prior to contract award, without thereby incurring any liability to the Service Providers.
2. Corrupt, Fraudulent, and Coercive Practices
2.1 IOM requires that all IOM Staff, manufacturers, Service Providers or distributors, observe the highest
standard of ethics during the procurement and execution of all contracts. IOM shall reject any proposal
put forward by Service Providers, or where applicable, terminate their contract, if it is determined that
they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this policy,
IOM defines for purposes of this paragraph the terms set forth below as follows:
2.1.1 Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of anything
of value to influence the action of the Procuring/Contracting Entity in the procurement process or in
contract execution.
2.1.2 Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly
misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the
execution of a contract, to obtain a financial gain or other benefit to avoid an obligation.
2.1.3 Collusive practice is an undisclosed arrangement between two or more Service Providers designed to
artificially alter the results of the tender procedure to obtain a financial gain or other benefit.
2.1.4 Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any
participant in the tender process to influence improperly its activities in a procurement process or
affect the execution of a contract.
3. Conflict of Interest
3.1 All Service Providers found to have conflicting interests shall be disqualified to participate in the
procurement at hand. A Service Provider may be considered to have conflicting interest under any of
the circumstances set forth below:
3.1.1 A Service Provider has controlling shareholders in common with another Service Provider.
3.1.2 A Service Provider receives or has received any direct or indirect subsidy from another Service
Provider.
3.1.3 A Service Provider has the same representative as that of another Service Provider for purposes of this
Proposal.
3.1.4 A Service Provider has a relationship, directly or through third parties, that puts them in a position to
have access to information about or influence on the Proposal of another or influence the decisions of
the Mission/Procuring Entity regarding this Proposal process.
3.1.5 A Service Provider submits more than one Proposal in this Proposal process.
3.1.6 A Service Provider who participated as a consultant in the preparation, or the design, of the technical
specifications of the Goods, or the Terms of Reference of the Services, that are linked or subject to
this Proposal process.
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4. Eligible Service Providers
4.1 Only Service Providers that are determined to be qualified shall be considered for award. In order to
establish their eligibility, together with the Proposal, the Service Provider shall submit the documents
as specified below in para 9.1.2.1.
5. Clarifications and Amendments to RFP Documents
5.1 At any time before the submission of the proposals, IOM may amend the RFP. Any amendment made
will be made available in writing to all Service Providers.
5.2 Service Providers may request for clarification(s) on any part of the RFP. The request must be sent in
writing at the following e-mail address:
Attn: Ms. Basak YAGAN
Email: Procurement Ankara [email protected]
Mob: +90 531 305 76 70
5.3 IOM will respond to any request for clarification received on or before the 2nd of July 2021 by 5.00
PM. Copies of the response including description of the clarification will be given to all Service
Providers who received this General Instruction, without identifying the source of the inquiry.
6. Errors, omissions, inaccuracies and clarifications
6.1 The documents and forms requested for the purpose of soliciting Proposals shall form part of the Contract;
hence care should be taken in completing these documents.
6.2 Service Providers shall not be entitled to base any claims on errors, omissions, or inaccuracies made in
the Proposal Documents.
7. Confidentiality and Non-Disclosure
7.1 All information given in writing to or verbally shared with the Service Provider in connection with this
General Instruction is to be treated as strictly confidential. The Service Provider shall not share or invoke
such information to any third party without the prior written approval of IOM. This obligation shall
continue after the procurement process has been completed whether or not the Service Provider is
successful.
8. IOM’s Right to accept any Proposal and to reject any and all Proposals
8.1 IOM reserves the right to accept or reject any Proposal, and to cancel the procurement process and
reject all Proposals, at any time prior to award of a Purchase Order or Contract, without thereby
incurring any liability to the affected Service Providers or any obligation to inform the affected Service
Providers of the ground for IOM’s action.
9. Requirements
9.1 Proposal Documents
The following shall constitute the Proposal Documents to be submitted by the Service Provider:
9.1.1 Proposal Form (see Annex A).
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9.1.2 Technical Proposal:
The Technical Proposal shall be in a separate document, provides the following information using the Service
Provider’s preferred template:
9.1.2.1 Administrative Documents
i. Registration documents.
ii. Taxation cards.
iii. Any other valid legal documents.
9.1.2.2 A brief description of the Service Provider’s profile and past performance/experience of the same type
of the requested activity.
i. Company Information:
a. Corporate Information:
i. Company mission statement (including profit or not for profit status)
ii. Service commitment to customers and measurements used.
iii. Accreditation.
iv. Organization structure.
v. Geographical presence.
vi. Declared financial statements for the past (3) three years.
b. Legal Information:
i. History of Bankruptcy. (if any)
ii. Pending major lawsuits and litigations. (if any)
iii. Pending Criminal/Civil lawsuits. (if any)
ii. Experience and Reference Contact Information (project names, description, status, reason for
relevance, roles and responsibilities):
a. Relevant Contractual projects (UN Agencies).
b. Relevant Contractual projects (EU Agencies).
c. Relevant Contractual projects (Others).
9.1.2.3 Organization and Methodology:
i. Rationale:
a. Background Information.
b. Project Objectives and Expected Results.
c. Comments on the Terms of Reference.
d. Opinions on Key Issues.
e. Assumptions and Risks.
f. Logistics and Timing.
g. Monitoring and Evaluation.
h. Publicity and Visibility.
ii. Strategy:
a. Project Management Approach.
b. Detailed Methodology on how to develop software and how to meet requirements.
c. Project Implementation Strategy.
iii. Project Team, Roles and Responsibilities, CVs, Backstopping, Single Contact Point,
Contingency plans etc.
9.1.2.4 Schedule of Requirements: A detailed delivery timetable (delivery lead-time) for the entire service.
9.1.3 Financial Proposal:
The Financial Proposal shall be in a separate document, provides the following information using the Service
Provider’s preferred template:
9.1.3.1 The cost breakdown with as much details as possible, including the quantities and unit costs.
9.1.3.2 All costs associated with the provision of this service, including; (i) remuneration for the experts and
manpower (ii) expenses such as for the designing, formatting, producing, installing, implementing,
programming and training to end users (iii) operational cost, such as; travel and transportation, etc,
and (iv) all applicable taxes (if any). (Note: activities and items included in the Technical Proposal not
priced in the Financial Proposal shall be considered included in the prices of other activities or items).
9.1.3.3 Terms of payment and payment method shall be clearly defined in the Financial Proposal and further
discussed during the negotiations.
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9.2 Proposal Forms
9.2.1 The Proposal Forms (9.1.1, 9.1.2, and 9.1.3) and any other required documents shall be duly
accomplished, typewritten or written in indelible ink, signed and stamped, before submitting to IOM. Any
correction made to the prices, rates or to any other information shall be rewritten in indelible ink and
initialed by the authorized person signing the Proposal Form.
9.2.2 The language of the Proposal shall be in English and prices shall be quoted in USD – US Dollars exclusive
of Sales Tax.
9.2.3 Prices quoted by the Service Provider shall be fixed during the performance of the contract and not subject
to price escalation and variation on any account, unless otherwise approved by IOM. A submitted
Proposal with an adjustable price Proposal will be treated as non-responsive and will be rejected.
9.3 Validity of Proposal Price
9.3.1 The submitted prices shall remain valid for 120 days, after the deadline for submission.
9.3.2 In exceptional circumstances, prior to expiry of the period of validity of Proposals, IOM may request that
the Service Providers extend the period of validity for a specified additional period. The request and the
response there shall be made in writing. A Service Provider agreeing to the request will not be required
or permitted to modify its Proposal.
10. Submission of Proposal Documents
10.1 Proposals must be submitted to the following e-mail address:
Email address: [email protected]
Email subject: TD-ANK-2021-0178
Attn: Ms. Basak YAGAN
Mob: +90 531 305 76 70
10.2 It is important to keep the above tender ID unchanged in the e-mail subject, as highlighted above in red.
10.3 Proposals shall be submitted on or before 3.00 PM on the 6th of July 2021. Late1 Proposals will not be
accepted.
11. Acceptance of Proposals
11.1 IOM is not bound to take an immediate decision on the acceptability or unacceptability of Proposals at the
time of their opening.
12. Rejection of Proposals
12.1 Proposal can be rejected for the following reasons:
12.1.1 The Proposal is not presented in accordance with this General Instruction.
12.1.2 The Proposal Form or any document which is part of it is not signed/stamped.
12.1.3 Incompleteness of the Proposal Documents.
12.1.4 The Service Provider is currently under list of blacklisted Service Providers.
1 Proposals delivered beyond the prescribed closing date and time shall be considered late and will be automatically
disqualified by the system.
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12.1.5 The Proposal imposes certain basic conditions unacceptable to IOM.
12.1.6 Sudden internal operational and administrative changes within IOM.
12.1.7 The Service Provider does not pass the government security checks.
12.2 IOM is not bound to accept any Proposal received and reserves the right to waive any minor defect in a
Proposal, provided, however, that such minor defect (i) does not modify the substance of the Proposal and
(ii) does not change the relative ranking of the Service Provider.
13. Evaluation of Proposals
13.1 IOM shall evaluate and compare the Proposals on the basis of the following:
13.1.1 Completeness and responsiveness of the Proposal documents.
13.1.2 Registration, experience and past performance of the Service Provider relevant to the requested service.
13.1.3 Compliance with the RFP description as listed in above and the TOR.
13.1.4 The Technical Proposal details and specifics.
13.1.5 The Financial Proposal details and specifics.
13.1.6 The Proposal contents of all the information as specified in above articles. If any of the requested
information is missing or is incorrect, the Proposal may be rejected on that sole basis and the Proposal
will not be evaluated further.
13.2 Arithmetical errors will be corrected on the following basis. If there is a discrepancy between the unit
price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall
prevail, and the total price shall be corrected accordingly. If the Service Provider does not accept the
correction of the errors as per this method, its Proposal will be rejected. If there is a discrepancy between
words and figures, the amount in words will prevail.
13.3 The Proposals that pass the first administrative check will be evaluated on the relevance and design of
the proposed action.
14. Delivery Site and Period of Delivery
14.1 Please refer to the Terms of Reference (TOR) document – Annex B.
15. Negotiations
15.1 Contract negotiation is expected to take place no more than one week after notification of the successful
Service Provider.
15.2 Negotiations will include discussion and finalization of a) Scope of Services; b) Design and Technical
requirements; d) the Financial Proposal submitted; e) Payment Terms; and f) Contractual Terms.
15.3 All agreements coming out of the negotiations will be incorporated into the contract.
16. Liquidated Damages
16.1 If the Service Provider fails to deliver any or all of the services within the period as specified in the
contract’s delivery schedule, a penalty payment of 0.1% of the price of the undelivered Services for every
day of breach of the delivery schedule by the Service Provider will be applied.
17. Payment
17.1 Full payment shall be made upon IOM’s inspection and acceptance of the services, and upon IOM’s receipt
of the valid original invoice describing the services delivered.
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18. Award of Contract
18.1 Following the negotiations, the contract will be awarded to the selected Service Provider.
18.2 Service Providers which do not receive notification before the 20th of July 2021 can consider their Proposals
unsuccessful.
19. Settlement of Dispute
19.1 The United Nations Commission on International Trade Law (UNCITRAL) arbitration rules will apply for
any dispute, controversy or claim that will arise in relation to the procurement process.
20. Confidentiality
20.1 Information relating to the evaluation of proposals and recommendations concerning awards shall not be
disclosed to the Service Provider who submitted Proposals or to other persons not officially concerned with
the process.
20.2 The Service Provider shall not disclose any information in the Proposals to any third party. This obligation
shall continue after the procurement process has been completed whether or not the Service Provider is
successful. IOM will however archive all Proposals for auditing purposes.
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Annex A
PROPOSAL FORM
Date :
To : IOM Ankara
Having examined the General Instruction for the provision of the requested services, the receipt
of which is hereby duly acknowledge, I, representing [name of company] offer to render the
requested services in conformity with the General Instruction in accordance with the Technical
and Financial documents which is herewith attached and form part of this Proposal.
I undertake if my Proposal is accepted, to render the services in accordance with the delivery
schedule set out in the Proposal document.
I agree to abide by this Proposal for the Validity Period specified in the General Instruction
which may be accepted at any time before the expiration of that period.
I hereby certify that this Proposal complies with the requirements stipulated in the General
Instruction.
Dated this day of .
[signature over printed name] [in the capacity of]
Duly authorized to sign Proposal for and on behalf of
[name of company]
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Annex B
TERMS OF REFERENCE
MIDTERM EXTERNAL EVALUATION OF THE PROJECT
"HARMONISATION AND SOCIAL COHESION PROGRAMME ACROSS
TURKEY"
Commissioned by IOM Turkey Mission, Harmonization Unit and MEAL Unit
Project Data Table
Project Title: Harmonization and Social Cohesion Programme Across
Turkey
IOM project code: IS.0042
Geographical Coverage: Turkey
Executing agency: International Organization for Migration (IOM)
Beneficiaries: DGMM, migrants and host communities
Stakeholders: DGMM, governmental and non-governmental institutions,
migrants, and host communities
Management site: Turkey
Duration: 18 months (August 14 2020 - February 14 2022)
Donor: Instrument contributing to Stability and Peace of EU (IcSP)
Evaluation Context
The International Organization for Migration (IOM), the UN Migration Agency, is
implementing an 18-month project funded by the European Union under the IcSP instrument.
This 18-month project intends to contribute to the harmonisation of migrants with different
legal status in line with Turkey's National Action Plan on Harmonization and EU approaches.
In 2020, Turkey continued to be the largest host to refugees in the world. According to the
Directorate General of Migration Management (DGMM), more than 4 million2 foreign
nationals are present in the Turkish territory. The Government of Turkey (GoT) has made
efforts to introduce harmonisation in national policy, such as the Law on Foreigners and
International Protection (LFIP) and the Strategy Document and National Action Plan on
Harmonization (NAP), which aims to identify a comprehensive strategic and institutional
framework on integration consistent with the new migration management framework and
effective international and EU approaches. The strategy and NAP on Harmonisation covering
2019-2023 were endorsed by the Migration Policies in 2018. The document contains objectives
for employment, health, education, social policies, orientation/information, and social aid.
2 Turkey Migrant Presence Monitoring Situation Report, July 2019, IOM,
https://migration.iom.int/reports/turkey-%E2%80%94-migrant-presence-monitoring-
situation-report-july-2019?close=true.
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As the main state institution responsible for welcoming, orientation, and information provision
for migrants and refugees, the DGMM requires support to continue implementing a national
approach to harmonisation. Specifically, DGMM's Harmonisation and Communication
Department is the main responsible institution to develop and implement harmonisation and
integration policies for foreigners in Turkey.
Implementing an effective approach to harmonisation is a critical goal for DGMM, particularly
with increasing social tensions in the country. To be successful, a national programme with
locally tailored initiatives requires the GoT and partners such as IOM to target the following
needs:
1) Information services to facilitate migrants' access to services and rights.
2) Supporting local social cohesion programmes;
3) Capacity development of DGMM/ Provincial Directorates of Migration Management
(PDMM) and local authorities to improve responsiveness to harmonisation.
The specific objectives and results of the project are:
Specific Objective (1): Migrants are aware of and regularly access available information
services and rights in a dignified manner.
Result 1: Migrants, host communities and local authorities are provided with accurate and
timely information regarding the services and rights of foreigners in Turkey.
Specific Objective (2): Migrants and host community members facilitate social cohesion with
out-group members.
Result 2: Interactions between men, women, boys and girls from migrant and host
communities are enhanced.
Specific Objective (3): The Directorate General of Migration Management (DGMM) and
PDMMs effectively manage the implementation of the National Action Plan on Harmonization
Result 3: DGMM staff have enhanced skills and knowledge to support implementation,
monitoring and reporting of the local and national Harmonization efforts, in line with the
National Action Plan
The main project activities are:
1.1 Deliver technical support to improve the capacity of DGMM's information services for
migrants.
1.2 Develop and disseminate awareness-raising and information tools for migrants and host
communities.
2.1 Provide local-level social cohesion activities for men, women, boys, and girls.
3.1 Provide capacity building support to DGMM/PDMM staff to support the delivery of the
Harmonization NAP and services
3.2 Provide technical support to improve DGMM's websites and data collection portals.
3.3 Deliver workshops and materials to improve information sharing relating to harmonization
activities within the scope of Harmonization NAP.
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Evaluation Purpose
The general objective is to evaluate the project's implementation progress and assess how this
progress has contributed and/or will contribute to the achievement of project outputs,
outcomes, and the overall objective established for the eighteen-month project. The purpose of
the external midterm evaluation is to assess primarily effectiveness, efficiency, and
sustainability, with some attention also given to relevance, coherence, and possible impact
(including early signs of results, whether intended or unintended, positive, or negative). The
evaluation should identify recommendations to maximize the potential for achieving intended
results in this project, as well as in future similar projects.
The evaluation will provide the project management, the donor (IcSP), and key partners with
an indication of project performance- how well the project is doing, the quality of project
implementation and any bottlenecks in implementation in order to identify problems in a timely
manner and in which areas a corrective action may be required. As there have been large delays
on this project, a particularly in-depth analysis of delays should be included.
This evaluation will also include the adaptive management of the project. The evaluation
should determine the challenges, best practices and innovations, and lessons learned to inform
the project team and concerned stakeholders. It will also review the mechanisms for collecting,
analyzing, and disseminating lessons learned and provide recommendations to improve the
process.
IOM will share the evaluation report with the donor of the project and project stakeholders to
demonstrate the value of the project and its impact. Thus, the evaluation will also give an
opportunity to the donor and stakeholders to assess the accountability of the project towards
the intended beneficiaries.
Evaluation Scope
The midterm evaluation will cover the period August 14 2020, to May 14 2021 (first nine
months). The project implementation process consists of six quarters, and the midterm
evaluation will cover the first three-quarter period of August 14, 2020, to May 14, 2021. The
evaluation team will use inclusive and participatory approaches to cover relevant stakeholders
in all provinces where the project is being implemented. Relevant stakeholders shall include
IOM staff in the country office and the Regional Office, governmental focal points in Turkey,
as well as implementing partners and beneficiaries from different activities (including the
government). The evaluation team will be responsible for preparing and carrying out data
collection and analysis and producing the deliverables outlined below.
Evaluation Criteria
The midterm project evaluation will use the six main OECD-DAC evaluation criteria:
relevance, efficiency, effectiveness, impact, coherence, and sustainability, as well as cross-
cutting issues of human rights, gender equality and the capacities of the project to adapt to the
context of COVID-19. The main focus will be on the effectiveness, efficiency, and
sustainability of the project activities to inform the assessment of progress to dates, inform any
needed adjustments, and ensure an exit strategy is developed.
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Evaluation Questions
This section gives an overview of guiding questions proposed for each evaluation criteria.
These may be supplemented by additional, detailed, and specific sub-questions as appropriate
and needed in consultation with the IOM team before commissioning the evaluation.
The following key questions will guide the project evaluation:
Evaluation Criteria Evaluation Questions
1. Relevance: is the
intervention doing
the right things?
1 To what extent does the project continue to make sense in the current context,
and to what extent do project results and tasks remain valid and pertinent in
relation to the needs of the project beneficiaries and stakeholders?
2 Are there any elements that could lead to the conclusion that the overall objective
of the project purposes has to be revised, amended or new ones added in order to
make the project more in line with the current context and needs?
3 How do the intended results align with and support government policies and
national strategies? Does the programme ensure coherence between UNCT and
national government policies?
4 Is the project aligned with and supportive of IOM national, regional, and/or
global strategies and the Migration Governance Framework?
2. Effectiveness: is the
intervention
achieving its
objectives?
5 To what extent have the activities been implemented in accordance with the
established work plans of the project?
6 What are the reasons for possible delays in project implementation? How have
the delays caused by external and internal factors affect the implementation of the
project?
7 Is the project effective so far in reaching planned results?
8 Are the target beneficiaries satisfied with the services provided?
9 What are the major internal and external factors influencing the achievement of
the project's expected results, including the impact of the COVID-19 pandemic?
10 To what extent has the project adapted or can adapt to changing external
conditions to ensure project outputs, outcomes and objectives are achieved,
including due to COVID-19? What has worked well, and what has not worked so
well?
3. Efficiency: how well
are resources being
used?
11 How well are the resources (funds, expertise, and time) being converted into
results? What measures have been taken to ensure that the resources are
efficiently used towards the achievement of results, including management and
monitoring practices (e.g. resource schedule, work plan, results monitoring plan)?
12 To what degree are resources provided/available at planned cost (or lower than
planned) from all parties involved?
Are a work plan and resource schedule available and used by the project
management and other relevant parties?
4. Coherence: how well
does the intervention
fit?
13 Are the project activities coordinated with other actors in the sector i.e. are there
other interventions with the same type of activities or with similar objectives,
implemented by IOM or other actors, and to what extent are they complementary
to IOM's activities?
5. Impact: what
difference does the
intervention make?
14 Which positive/negative and intended/unintended effects can be observed in the
project, including in the target population and key stakeholders?
15 If any unplanned negative effects (e.g. related to the environment, gender, human
rights and governance, or others) on target groups occurred or are likely to occur
through the project, to what extent did the project management take appropriate
measures?
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6. Sustainability: will
the benefits last?
16 Are structures, resources, and processes in place to ensure that benefits generated
by the project continue once external support ceases? Are there any activities
already ongoing without any more support from the project?
17 How well is the project embedded in institutional structures that are likely to
survive beyond the life of the project? Is the project supported by government
and local institutions and well-integrated into these structures?
18 What are the major challenges affecting sustainability? How should the project
address these challenges to increase its sustainability, considering design,
implementation and monitoring?
7. Human Rights and
Gender Equality
19 To what degree has gender been successfully mainstreamed in project design and
implementation, including a participative and non-discriminatory planning and
design process?
20 Are there any barriers to equal gender participation identified in design or
implementation, and what can be done to address these barriers?
21 Has the project been conflict-sensitive, including attention to risk management
and mainstreaming Do No Harm approaches?
How does the programme ensure the safety of internal and external stakeholders
in the programme in relation to COVID-19?
8. Lessons Learned 22 What mechanisms are created to identify, collect, analyse, and disseminate
lessons learned?
23 What mechanisms should be set up or revised to improve this process to make it
effective and establish a learning culture in this programme and future
programmes? How are partners and different actors' involvement in the lessons
learned process has evolved in the project? What could be done to improve it?
The evaluation team should collect findings and draw conclusions on the above key questions.
Recommendations should focus on dealing with identified challenges and gaps and improving
further project implementation to increase progress and ensure long-term positive impact. The
evaluation should identify good practices or drawbacks in the project implementation, capture
lessons learned, provide recommendations for follow-up and/or additional activities within
available project resources and correctional efforts if such is needed.
Evaluation Methodology
IOM will select an external evaluator firm to carry out this evaluation. The data collection will
include use of quantitative and qualitative approaches to gain a deeper understanding of results
of the project (outputs, outcomes, objective) and to ensure the cross-validation of data. The
data should be disaggregated by gender, nationality and geographic location, and specific needs
and vulnerabilities of migrant women, youth and other relevant groups shall always be
considered during data analysis. The evaluation will also compose of analysis of various
evidence-based sources of information, including desk analysis/review, survey data, and focus
group discussions and interviews with beneficiaries, counterparts, project team, relevant staff
of IOM and donor.
The evaluation will provide quantitative and qualitative data through the following methods:
• Desk analysis and review of all relevant project documentation, including project proposal, log
frame, work plans, project quarterly donor/progress reports, project reports, lessons learned
reports (per activity and quarterly), weekly updates, monitoring reports, etc.
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• Focus group discussions, surveys and in-depth interviews will be used to gather primary data
from key stakeholders and direct and indirect beneficiaries using semi-structured
questionnaires. The content of the questionnaires shall be discussed with IOM Turkey and
IOM Regional Office in Vienna and pre-tested prior to the actual data collection.
• In-depth interview with IOM project team and MEAL from the mission and Regional Office.
The evaluation team is expected to suggest as needed any additional approaches and methods
to be used for the evaluation. The evaluation team will execute the work with the support and
oversight of the IOM project and M&E team. A briefing meeting will help clarify
responsibilities, pending questions and expectations on both sides and establish regular
communication channels during the midterm evaluation process.
The evaluation team will prepare an Inception Report that will provide more details on the
methodologies to be used, including an evaluation matrix, initial drafts of interview guides and
surveys interviews and plan for field visits. All activities related to data collection shall be
coordinated with the IOM Turkey project and M&E team.
The evaluation team must follow the IOM Data Protection Principles, UNEG Norms and
Standards for Evaluation, IOM Standards of Conduct, and the IOM Evaluation Policy and
relevant ethical guidelines while carrying out the evaluation. These documents will be shared
by the IOM team with the evaluation team.
Evaluation Deliverables
An inception report will be prepared by the evaluation team and shared with the IOM team.
The report should include an evaluation matrix, evaluation methodology, work plan, interview
guide, and other data collection instruments to be used for the evaluation. The Evaluation
Matrix will demonstrate the evaluation team's understanding of the ToR and outline data
collection and analysis plans, to be completed and reviewed by the IOM team prior to the data
collection phase. IOM can provide templates for an Inception Report and for an Evaluation
Matrix for reference. The evaluation team may use their own format but should include all the
elements of the IOM templates.
The inception report should include all the data collection tools that will be used, the data
collection schedule, and all areas of the assignment for which the evaluation team requires
support from the IOM team.
Following the field visit, the evaluation team will prepare a short PowerPoint presentation
of the initial findings, conclusions, recommendations, and lessons learned. This will be used to
debrief the IOM team to identify and address any misinterpretations or gaps.
A draft report will be shared with the IOM team, building on the debrief and initial feedback.
The IOM team will review and provide feedback on the report. The feedback will be provided
on technical aspects and not on the findings, conclusions, or recommendations. The evaluation
team will only make factual corrections to the report.
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A final report will be prepared and shared with the IOM team. IOM can provide a template
for an evaluation report. The Evaluation team may use their own format but should include all
the elements of the IOM template: an executive summary, list of acronyms, introduction,
evaluation context and purpose, evaluation framework and methodology, findings,
conclusions, and recommendations. Annexes should include the TOR, inception report, list of
documents reviewed, list of persons interviewed or consulted, and data collection instruments.
The report should include appropriate graphic design for a visually appealing product.
In addition to the evaluation report, a lesson learned report should be produced, which include
corrective actions taken to improve implementation, recommendations for improving the
learning across the project and the mission. Along with the evaluation draft report, a draft
lesson learned report will be shared by the evaluation team for review and comments. The
comments received will be reviewed by the evaluation team, and a final lesson learned report
would be submitted. The findings from the monitoring exercises and midterm evaluation will
be incorporated in the lessons learned report.
The external evaluation team will prepare a two-page evaluation brief to share the key
findings, conclusions, and recommendations. IOM template will be provided to prepare the
brief.
Finally, the evaluation team will prepare draft management follow up response matrix
(template to be provided by IOM) by inserting the recommendations as well as an indicative
timeframe or deadline for implementation. This will later be finalised by the IOM team.
All deliverables are to be written in English and meet good language standards; the evaluation
team will also be responsible for a professional translation of the final report, lessons learned
report and the evaluation brief into Turkish. The final report should meet the standards laid out
in the UNEG Quality Checklist for Evaluation Reports.
Upon final approval of the deliverables, the IOM Turkey MEAL team will coordinate the
necessary steps to make the midterm evaluation findings accessible to all the concerned
stakeholders.
Evaluation Workplan
The midterm evaluation is expected to take 55 working days for the evaluation firm, including
preparation, data collection, analysis, and reporting (62 days total, including IOM review). The
assignment is expected to commence on 12 July 2021, with final report by 8 October 2021.
Based on the ToR, the evaluation team and IOM team will have a virtual briefing meeting on
12 July 2021. During 12-26 July 2021, the evaluation team will carry out a review of all project
documents and reports provided by the IOM team and the monitoring reports provided by the
MEAL team. Based on the ToR, the IOM team will arrange meetings to ensure a common
understanding of the evaluation process, confirm logistical arrangement and provide inputs on
the inception report. IOM team will support arranging meetings for review and debrief
meetings.
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The preparation and implementation of data collection and field visits are planned to take place
between 9-27 August 2021. A precise timeline will be established with the selected evaluation
team. The following table gives an overview of the estimated timeline and distribution of
responsibilities for a total of 55 working days for the evaluation firm:
Activity
Responsible Working days
Kick-off meeting, exchange of relevant project
documents. Review of documents and preparation of a
detailed inception report, including the evaluation
matrix and the data collection tools.
Evaluation team
8 days
Finalise the inception report and the field visit agenda Evaluation team 3 days
Planning and facilitation of the data collection
activities, including pre-testing, logistical
arrangements, and schedule.
Evaluation team, in
coordination with the
IOM Team
7 days
Data collection, including travel time. Evaluation team, in
coordination with the
IOM Team
15
days
Preliminary data analysis, preparation of the
presentation, and deliver the presentation to the IOM
team
Evaluation Team 5 days
A draft midterm evaluation report, draft lessons learned
report.
Evaluation Team 10 days
Submission of the Final evaluation and lesson learned
report
Evaluation team 5 days
Development and finalisation of the evaluation brief,
both in English and Turkish
Evaluation team 2 days
The IOM Team will review and share comments on the report between 20 and 28 September
2021 (7 working days).
Budget
All expenses for this external evaluation will be covered by the service provider, including
travel expenses and accommodation for the evaluation team in Turkey. A detailed work plan
will be prepared and agreed on between the evaluator and the IOM team.
Payment Plan
Deliverable Percentage of the Payment
Submission of the inception report 15%
Submission of the first draft of the reports 30%
Submission of the final reports 55%
Total 100%
Requirements
IOM Turkey is seeking an independent, multidisciplinary external evaluation firm. The firm
may be based in any country but should demonstrate prior experience in conducting similar
types of evaluation.
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Education and Experience
• The lead evaluator of the evaluation team should have at least ten years of experience in conducting project evaluations.
• Sound experience with both quantitative and qualitative research methods and analytical tools.
• Multidisciplinary team, at least one candidate should have a master's degree or equivalent in evaluation. Other candidates (s) should have a master's degree or equivalent in law, social science, public policy, development studies, or related fields.
• Demonstrated sound understanding of migrant's thematic topics, e.g. migration governance, labour migration, trafficking in persons, crisis management, border management, etc.
• Experience working with IOM is an advantage
Competencies
• Excellent analytical, oral, and written communication skills in English.
• Experience with collecting data in difficult circumstances
• Ability to create graphic visuals on key findings.
• Experience in technical and analytical report writing.
• Experience in leading an international evaluation project.
• Experience in working in complex institutional environments.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Ability to work with minimal supervision and to meet deadlines.
Languages: Excellent command of English is required. The working knowledge of Turkish in
the team is an advantage.
Duration of the Contract
The overall evaluation process is expected to take 55 working days, including preparation, data
collection, analysis, and reporting. The evaluation firm should be able to undertake some of
the tasks concurrently to fit within the planned timeframe without compromising the quality
expected. The assignment is expected to be conducted between 12 July 2021 – 8 October 2021.