​​​​​​​Request for Proposals (RFP) for Consultancy Service for Undertaking EU Project Mid Term Evaluation

REQUEST FOR PROPOSALS (RFP) 

Consultancy service for undertaking EU Project Mid Term Evaluation

SECTION 1: BACKGROUND AND CONTEXT 

1.1. Background

The Volcanoes National Park (VNP) landscape is one of Rwanda’s most important conservation areas and supports globally significant biodiversity, including the critically endangered mountain gorilla. The landscape also supports communities whose livelihoods are closely linked to agriculture, natural resources and local economic opportunities. The EU-funded project “Empowering Youth for Climate-Resilient Conservation and Sustainable Livelihoods in the Volcanoes National Park Landscape” was designed to strengthen youth participation in conservation, promote climate-resilient livelihoods and nature-positive economic opportunities, enhance community engagement in conservation and strengthen local capacities for sustainable natural resource management. 

The project is being implemented in collaboration with Rwanda Development Board (RDB), local authorities, conservation Partners, youth groups and other stakeholders. As the project reaches its mid-implementation stage, AWF intends to commission an independent midterm evaluation to assess progress against the approved project design, results framework, targets and implementation plan. Evaluation will deliver evidence on achievements to date, detect implementation challenges and lessons learned, assess the relevance and effectiveness of the project approach, and deliver practical recommendations for the remaining implementation period. This is a three-year project started in December 2024 and will close December 2026. 

The project is structured around three outcomes mainly enhanced capacity of youth organizations to guide climate and conservation actions in the Volcanoes Region, improved biodiversity conservation and ecosystem health in the buffer zones of Volcanoes National Park and increased awareness and adoption of nature-based solutions (NBS) among local communities for ecosystem protection and sustainable resource management. 

SECTION 2: OBJECTIVES OF THE ASSIGNMENT 

2.1. General Objectives 

The overall objective of the assignment is to perform an independent midterm evaluation of the EU-funded project to assess progress towards intended results, detect achievements and challenges, generate lessons learned, and deliver practical recommendations to strengthen implementation and achievement of project objectives during the remaining project period. 

2.2. Specific Objectives 

The consultant shall: 

• Evaluate progress towards project outputs, outcomes and indicators against the approved results framework and implementation plan. 
• Examine the effectiveness of interventions in strengthening VNP community and youth participation and leadership in conservation and climate-resilient development. 
• Assess the extent to which interventions are contributing to sustainable livelihood opportunities for targeted youth and communities. 
• Analyse the contribution of the project to conservation, climate resilience, sustainable natural resource management and community engagement. 
• Determine the efficiency of implementation, including use of financial, human and technical resources and timeliness. 
• Assess partnerships and coordination among AWF, government, local authorities, communities, youth organisations and other stakeholders. 
• Evaluate integration of gender, social inclusion, youth participation, climate change and environmental sustainability. 
• detect implementation challenges, good practices, innovations and lessons learned. 
• Assess the likelihood of sustainability of project results and deliver prioritized recommendations for the remaining implementation period. 

SECTION 3: SCOPE OF SERVICES 

The consultant shall undertake the following tasks: 

3.2 Progress towards results 

• Progress against outputs, outcomes, indicators and targets. 
• Quality and sustainability of achievements; factors behind success or underperformance. 
• Verification of selected reported results. 

3.3 Youth empowerment and participation 

• Youth knowledge, skills, leadership, participation and decision-making. 
• Access to livelihood, entrepreneurship and employment opportunities. 

3.4 Climate-resilient conservation and livelihoods 

• Contribution to climate resilience and adoption of climate-smart practices. 
• Diversification and sustainability of income-generating activities. 
• Links between livelihoods and conservation outcomes. 

3.5 Conservation and community outcomes 

• Contribution to biodiversity conservation and sustainable natural resource management. 
• Community conservation awareness, engagement and behaviour. 
• Contribution to reducing pressures on natural resources. 

3.6 Efficiency and resource use 

• Timeliness, adequacy and efficiency of human, financial and technical resources.
• Progress against budget and expenditure; value-for-money considerations where feasible. 

3.7 Partnerships and coordination 

• Effectiveness of collaboration with government, partners, communities, youth groups and private sector. 
• Coordination, communication, learning and knowledge sharing. 

3.9 Cross-cutting issues 

• Gender equality, social inclusion, youth inclusion, climate resilience, environmental sustainability and safeguarding. 

SECTION 4: METHODOLOGY 

The consultant proposes a detailed methodology in the inception report, the technical proposal should demonstrate a robust mixed-methods approach that integrates primary data collection with secondary data analysis.

• Desk evaluate: evaluate and analyze the approved project proposal and logical/results framework, theory of change, baseline, M&E framework, workplans and progress reports, financial records, monitoring databases, training and activity records, partnership documentation, and relevant national policies and contextual documents. 
• Data collection: Collect and analyze primary data from beneficiaries and other relevant respondents, using an appropriate sampling approach and sample size, clearly defined data collection tools, and appropriate data analysis methods. 
• perform key informant interviews and focus group discussions with AWF staff, government and local authorities, youth, community members, partners, and other relevant stakeholders to gather in-depth qualitative information on project implementation, outcomes, challenges, and lessons learned. 
• Field verification: Visit selected project sites to verify reported achievements, observe implemented interventions, assess the quality and progress of activities, and consult beneficiaries and other relevant stakeholders. 
• Analyze and compare information from project documents, quantitative data, field observations, and stakeholder interviews to verify findings, detect any inconsistencies or gaps, and distinguish evidence-based findings from stakeholder views and perceptions. 
• Stakeholder validation: Present preliminary evaluation findings to AWF and relevant stakeholders for evaluate and factual verification, incorporate appropriate comments and clarifications, while maintaining the evaluator’s independence and professional judgement. 
• create an evaluation matrix that links evaluation questions with relevant indicators and evidence, data sources, data collection methods, respondents, and analytical 

approaches to ensure a systematic and transparent assessment. This matrix should be submitted for evaluate and approval by AWF Rwanda. 

SECTION 5: DELIVERABLES 

The consultant shall submit the following deliverables, in accordance with the agreed scope of work, subject to AWF’s evaluate and approval.

SECTION 6: EXPECTED DURATION

The assignment is expected to be completed within 40 calendar days, spread over a period of two months from the date of contract signing. This timeframe includes sufficient time for the evaluate, incorporation of comments, and validation of the deliverables and final report. 

SECTION 7: ELIGIBILITY AND QUALIFICATION REQUIREMENTS 

The consultant should possess: 

• Master's degree in Monitoring & Evaluation, Statistics, Development Studies, Natural Resource Management, Environmental Sciences, Environmental Economics and Natural Resource Management, Economics, or a related field. deliver academic certificate. 
• At least 5 years of experience conducting evaluations of donor-funded projects. deliver CV and 2 similar assignments. 
• Demonstrated experience in environmental conservation, biodiversity, community development, tourism, livelihoods, climate resilience or natural resource management projects. 
• Strong research skills in environment, conservation and climate change resilience. 
• Experience in designing and implementing surveys and impact evaluations.
• Experience conducting field-based evaluations in Rwanda or similar contexts. 
• Fluency in English is required; knowledge of Kinyarwanda is an advantage. 
• Independence and absence of conflict of interest with the project. 

SECTION 8: MANAGEMENT AND REPORTING

The consultant will report to the Project Manager and work closely with the Monitoring, Evaluation and Learning (MEL) team. 

The contracting organization will: 

• Facilitate access to project documents. 
• assist coordination with stakeholders. 
• evaluate and deliver feedback on deliverables. 

The consultant shall be tasked with all technical aspects of the evaluation. 

SECTION 9: ETHICAL CONSIDERATION

The consultant shall: 

• Obtain informed consent from participants. 
• Ensure confidentiality and data protection. 
• Adhere to professional evaluation standards. 
• Ensure participation of women, youth, and vulnerable groups. 
• Comply with applicable safeguarding policies. 

SECTION 10: PROPOSAL SUBMISSION REQUIREMENT

Technical Proposal 

• Understanding of the assignment 
• Proposed methodology; 
• Work plan and timeline; 
• Relevant experience proven by CV; 
• least 2 similar assignments conducted

Financial Proposal 

• Detailed budget in RWF 
• Professional fees 
• Travel and logistics costs 
• Taxes and other applicable costs 

Supporting Documents 

• CV(s) of proposed consultant(s)
• Completion certificates of 2 similar assignment conducted 
• Tax clearance certificate 

SECTION 11: EVALUATION CRITERIA AND SELECTION METHODOLOGY 11.1. Evaluation criteria 

The Proposals will be evaluated using the following criteria: 

11.2 Selection Process

• Administrative evaluate: All submissions are checked against mandatory eligibility criteria. Non-compliant submissions are excluded.
• Technical evaluation: Compliant proposals are scored by a tender committee.
• Financial evaluation: Proposals scoring at least 70/100 on the Technical Proposal criterion proceed to financial scoring (criterion C).
• Best-value award: The contract is awarded to the bidder with the highest combined score (A + B + C) delivering the richest experience within budget.
• Clarifications: AWF Rwanda reserves the right to request written clarifications from any bidder during evaluation. Responses must be submitted within 48 hours of the clarification request.

SECTION 12: PROPOSAL SUBMISSION REQUIREMENT

All proposals must be submitted exclusively through the designated online Box.com submission portal. Physical or email submissions will not be accepted.

12.1 Submission Portal 

12.2 Technical Proposal — Required Content 

1. Cover letter confirming understanding of and commitment to the full scope of the assignment. 
2. Consultant profile: CVs 
3. Academic document
4. Proof of experience records
5. Detailed technical proposal including methodology to undertake the assignment

12.3 Financial Proposal — Required Content 

1. Completed Financial Proposal with detailed cost breakdown per activity 2. Total aggregated program cost inclusive of all taxes. 
2. Financial proposal validity: minimum 60 days from the submission deadline. All financial proposals must be denominated in Rwandan Francs (RWF), inclusive of all applicable taxes and levies. 

SECTION 13: CONTRACT TERMS AND CONDITIONS 

The selected Consultant will enter into a Fixed-Price Service Contract with AWF Rwanda for the validated midterm evaluation report as described in this document. The total contract value shall will be fixed at the agreed amount with no cost escalation permissible. 

SECTION 14: INDICATIVE PROCUREMENT TIMELINE

SECTION 15: CONTACT INFORMATION AND ENQUIRIES 

All enquiries related to this RFP must be submitted in writing to the contact details below. Oral or telephone enquiries will not be entertained. Only written responses issued formally by AWF Rwanda will be binding. All clarifications and responses will be shared via the Box.com portal link and/or by email to all registered bidders. 

AWF Rwanda reserves the right to amend this RFP, cancel the procurement process, or reject any or all proposals at any stage without incurring liability to bidders. This RFP does not constitute a binding commitment to award a contract. All submitted proposals become the property of AWF Rwanda and will not be returned. 

END OF REQUEST FOR PROPOSALS

ANNEX I: FINANCIAL PROPOSAL TEMPLATE 

Bidders must complete this template for their financial proposal. Add rows as needed. All amounts in RWF, inclusive of all applicable taxes. Sign and date at the end. 

Confirmation: All prices above are fixed for the duration of the assignment. Signature: _____________________________ Date: _____________________________