WFP Ethiopia Country Office THIRD PARTY MONITORING SERVICES Call for Proposals Ref No: CFP/TPM/CSP/2020/002 Closing Date and Time: 30 June 2021 at 23:59

WFP Ethiopia Country Office THIRD PARTY MONITORING SERVICES Call for Proposals Ref No: CFP/TPM/CSP/2020/002 Closing Date and Time: 30 June 2021 at 23:59 Background Under the nutrition response, WFP supports the full implementation of integrated management of acute malnutrition (IMAM) interventions, working with the Ministry of Health (MoH), United Nations Children’s Fund (UNICEF) and NGOs to increase the number of woredas with IMAM in the Oromia, Afar, SNNP and Sidama regions. Where IMAM has been incorporated into the government health system, targeted supplementary feeding supports routine monthly nutrition screening to identify children under five and pregnant and lactating women and girls (PLWG) with moderate acute malnutrition and enrol them for treatment, complemented by community mobilization, audience-targeted SBCC and capacity strengthening of the MoH and its partners. WFP is committed to ensuring that its ability to collect and compile an evidence base that informs programming is not compromised. To carry out an effective and timely assessment, delivery, distribution and monitoring of food assistance, and to ensure the safety of its personnel, WFP Ethiopia outsources its monitoring activities to overcome monitoring access constraints as well as to improve efficiency due to the need for a large number of monitors beyond WFP’s current regular staffing capacity. Low monitoring coverage is an institutional and programmatic risk that compromises the ability of WFP to collect evidence-based data needed to inform operations. Under the current system in the Oromia, Afar, SNNP and Sidama regions, food is transported to distribution sites by commercial transporters organized by Regional Disaster Risk Management Bureaus and Regional Health Bureau. Food distributions are undertaken by WFP Cooperating Partners (CP) and government departments at the woreda level. Distribution monitoring and post-distribution monitoring have been mainly the responsibility of WFP staff and government counterparts. However, WFP’s operation in Ethiopia has limited and unstable access to certain project areas due to the vastness of the operation (more than 1,800 food distribution points (FDPs) /Health posts in the four the regions: Oromia-1,110; Afar-209; SNNP and Sidama-552), limited capacity by WFP Field Monitors who need to cover many sites, that is, 23 WFP regular field monitors inclusive of five nutrition focal points monitoring nutrition interventions in 1,871 food distribution centres (FDCs). The field monitors and Nutrition Sub Office focal points are sharing their time and resources with other conflictive agendas and priorities in the sub-offices. There is lack of access due to security in some of the selected woredas in the four regions. Therefore, the purpose of contracting a third party for monitoring and reporting activities is to ensure WFP-affiliated presence at the field level, serving as an extension of WFP to undertake rigorous monitoring activities while filling the information gap in inaccessible areas. Page 1 of 9|Third Party Monitoring WFP invites all local NGOs that have a strong presence and ability to provide the required services to submit technical and financial proposals. Local NGOs proposing the best and the most cost-effective services will be contracted, according to the evaluation criteria set out herein. WFP is planning to have in place agreements for its third-party monitoring activities for six months, with an estimated implementation duration starting from 1 August 2021 and ending on 31 January 2022. Based on the performance of the organisation as well as the needs and requirements of WFP, a further extension may be possible. Scope of the Partnership The eligible partner will carry out monitoring activities in the Oromia, Afar, SNNP and Sidama regions for nutrition activities in all the 39 woredas. The following monitoring activities will be outsourced: 1. access; 2. distribution output monitoring and beneficiary contact monitoring (DM and BCM); 3. partnership monitoring; 4. logistic monitoring. The contracted party will provide administrative and logistical management of the deployed monitors and/or enumerators in all locations where monitoring needs to take place. The contracted party is expected to manage staff contract, payment and insurance issues, to organise transport as per plan determined by WFP, ensure timely availability of field teams at agreed-upon locations, maintain contact with field teams to oversee routine wellbeing of the teams and to liaise with WFP in case of any challenges. The contracted party also ensures the availability of equipment to the teams to undertake their work (reporting booklets, stationery, cell phones, airtime, laptops, tablets, Last Mile Solution (LMS) gadgets, tables, etc.). The scope of works consists of monitoring activities but is not limited to the execution of the following services. Access: • Have a demonstrated ability to negotiate and successfully obtain access at the community level throughout the different zones and woredas where support is required. • Undertake field missions to all Final Distribution Points (FDPs –health units, or eventually community distribution points) as provided by WFP to establish contacts and allow monitoring to take place. • The Third-Party Monitoring (TPM) partner should map out all the food receipt points, capture the name and contact of responsible CP staff who receive Specialized Nutritious Food at the destination. Distribution Output monitoring and Beneficiary Contact Monitoring: • Prepare a monthly monitoring plan in line with WFP requirements, and adapt the monitoring plan to WFP needs and priorities in close consultation with WFP sub-offices and Country Office. • Conduct quality monitoring, undertake distribution monitoring/site visits and beneficiary contact monitoring as per monthly monitoring plan, following WFP’s monitoring guidelines, procedures, and standard checklists using the real-time data platform, to Page 2 of 9|Third Party Monitoring regularly assess the physical progress of WFP activities in relation to original plans and identify progress and constraints in the implementation and make recommendations for improvement. The technical proposal should have an element where the TPM NGO suggests how quality will be maintained. • Establish and maintain a database containing all Food Distribution Centres, distribution monitoring and post-distribution monitoring information. Logistic Monitoring • The TPM staff monitor and confirm receipts of Specialized Nutritious Food by the CP manually through visits and documentation review at receiving points. • The organisation staff at receiving points will be equipped with a mobile device with a web-based application and dedicated user credentials. Using these, they will be able to scan the waybills, retrieve the waybill information into the mobile platform and subsequently confirm the receipt quantity, which can be sent to WFP LESS system within 24 hours via the internet connection. • TPM staff will confirm that Specialized Nutritious Food has been delivered to allocated destinations and confirm receipts by CP; • TPM staff will collect initial baseline data on the availability of storage, pallets, warehouse staff at each receiving points; • TPM staff will train the CP staff on appropriate handling and storage of the commodities; Key outputs and performance indicators of TPM NGO: 1. % of receiving points identified and documented; 2. % of food dispatched confirmed to be delivered; 3. % of receiving locations visited and assessed on the arrangement in terms of storage facility, food handling practices; 4. % of staff trained in food management practices; Management of WFP assets including Motorcycle fleet: • The CP will have to prepare and submit motorbicycles management budget reflecting the costs for fuel, maintenance , driving licenses in the agreement period • WFP will provide the budget to CP to purchase tablets, motorcycles, and other assets that are required to implement required activities locally. This option will avoid the delay due to lengthy procurement process from suppliers located abroad. Deliverables The selected NGO will be expected to abide by the following reporting requirements and provide the WFP Sub-Office and the country office with the following deliverables: • TPM plan of operations at inception, which will be regularly updated. At the commencement of the agreement, a TPM operational plan will be drafted by the NGO in Page 3 of 9|Third Party Monitoring close consultation with WFP. It will specify the standard operation procedures of the monitoring activities. • Real-time updates. The NGO will keep WFP updated – via phone, email and/or in person – about the progress of TPM throughout the process, including planning, desk review, field visits and feedback. Updates will flag any observations that require immediate attention to the WFP Sub-Office management and the Country Office. • Progress-update meetings. Regular monthly or quarterly progress-update meetings via remote or face to face meetings at WFP Sub-office, if possible, will be conducted between the NGO and the WFP Sub-Office on monthly basis and, as deemed necessary. • TPM flash bi-weekly reports. An email notification will be sent to WFP specifying the woredas and FDPs visited, and activities monitored. A quick initial assessment (300- word maximum) should flag the most pressing issues that require immediate attention of WFP Sub-Office management. • TPM project reports (monthly). A comprehensive narrative

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