"A short note on village surveys"
Final 12082011 Terms of Reference For Consulting Services for the Household Registration and Data Entry Of Kanchanpur District For Human Development Social Protection Pilot Project Ministry of Local Development 1. Background The Local Governance and Community Development Programme (LGCDP) is a national programme which is being implemented by the Ministry of Local Development (MoLD). One of the seven LGCDP components includes the testing out of a range of innovative processes at the local level. One scheduled pilot consists of experimenting with new forms of cooperation between the education sector and local government in the area of social protection. The pilot intends to facilitate access to education for children from resource-restrained households by exploring more cost- effective administrative procedures than the present scholarship program, by ensuring that decisions are made on complete and reliable information, by offering recipients the opportunity to voice complaints and local bodies the chance to holistically manage the supply as well as demand side. Roles in the social security system will be allocated to the most appropriate actors, whether they are at central or local government level or from the private or non-state sector. This pilot will not only generate lessons learned on how to best strengthen local governance and put into practise devolved sectors but also provide valuable insights for existing social security activities (Senior Citizens’ Allowances, Single Women’s allowances, Child Grants, Scholarships) already managed at the local level. For this pilot, MoLD is seeking to employ a Consultancy firm to collect household registration data and enter data for all households in the specified districts, using the funding provided by the World Bank. 2. Objective The objective of this assignment is to collect and enter complete, accurate and up-to-date information - specified in the household registration form - for all households and household members in the specified districts into the central MIS system. 3. Scope of Work and Services The Consultancy firm is expected to collect the required information from all households in the specified districts and VDCs and prepare output data in the required format. The Consultancy firm’s duties and responsibilities will include but will not necessarily be limited to the following: a. Agree with the MoLD project team on specific requirements for data collection and data entry; b. Draw up a working plan agreed by the MoLD project team: o Propose the resources deployment plan dedicated to this assignment, including man power with required skill sets and experiences, and other necessary equipment and logistic needs; o Prepare a schedule for data collection and data entry by community and by date; o Prepare an operation plan, which involves local community representatives for their facilitation support of the data collection process; o Prepare a training plan for all field staffs and data entry staffs; c. Print the specified household registration form (see Annex 1 for preliminary sample); d. Train all staffs (permanent or temporary) involved in the assignment to ensure their understanding of their tasks and adequate skills to perform their tasks; e. Interview every household to fill in the required information according to the schedule; f. Enter data accurately in the specified format according to the schedule; g. Conduct re-interview if data are found with problem; h. Conduct mop-up collection if any households are found excluded; i. Print out a copy of the household register for each and every VDC and two copies of a family folder per household (format will be specified) 4. One Proposed Approach and Methodology This section describes one approach for household registration (family folders) and data entry for this assignment. It is to be noted that this proposed approach does not prevent the Consultancy firm to propose an alternative approach if deemed better and justifiable. If the Consultancy firm wishes to propose a different approach than the proposed one, it must be substantiated with proper and justifiable argument that the alternative approach is workable and has been successfully implemented in similar situations. It is crucial to collaborate with local government officials and community representatives to secure their support and facilitation prior and during the registration process. Prior to registration interviews, the VDC secretaries and other community mobilizers will initiate an information campaign within the VDC to inform households about the benefits and advantage of participating in the registration interviews, date and place of registration, necessary documents that every household should bring. During the registration exercise it would be strongly advisable to engage community facilitators at ward level. Community facilitators can mobilize households in the ward to attend the registration exercise prior to the registration team arriving, assist the Consultancy firm to bring households to the registration location, assure that households come with the necessary documentation, verify household identification and locate those households who do not show up for registration. In case a household does not come to the registration point, the Consultancy firm must visit the household and complete the registration form. The Consultancy firm should consider providing compensation and incentive to community mobilizers for their efforts. During the registration interviews, staff of the Consultancy firm will interview respondents about their household following the instructions of the household registration form. Each household should have only one respondent, who ideally is either the household head or his/her spouse. This respondent is expected to come with all ID cards and certificates issued by government for the members of his/her household (such as citizenship cards, birth certificate, death certificate for household members who recently passed away). During the registration process, a photograph of head of the household must be captured. In addition to this photograph, the important supporting documents such as (citizenship card and child’s birth certificate) should be captured. These captured images must be accurately mapped with the respective household folder so that the data and images could be accurately uploaded into the MIS system. If a respondent cannot provide any supporting document, then the information provided on such households must be noted or flagged both in the registration form and the system so that the system is able to segregate such households for follow ups and later updation. At the end of each day’s operation, all the paper household registration forms and the memory cards containing all the images (photographs, birth certificates, citizenship cards) are expected to be couriered to the specific location for data entry and storage. While performing data entry, the Consultancy firm must ensure the quality, integrity, and accuracy of the data. The Consultancy firm must perform data entry using the customized data entry application that has built-in data consistency checks instead of using a plain excel spreadsheet. The Consultancy firm must have the necessary resources in the central location(s) such as space, computers, data entry operators, and required application software ready for data entry operation during the days of registration interview. It is the responsibility of the form to ensure such provision. Upon the completion of data entry each day, the Consultancy firm is expected to upload the electronic data output file to the online MIS system of MoLD through internet connection. The CDs and the complete set of filled household registration forms should be handed over to the MoLD project team on a weekly basis. MoLD will provide secure login/password for accessing the online system. At the end of the data entry, a complete electronic version of the dataset (CD & on-line) as well as print-outs of the household register for each VDC and family folders for VDC & household should be handed over to the MoLD project team. 5. Expected Resources The Consultancy firm is expected to deploy the following key resources dedicated to the assignment during the registration period: Project Manager He/she will be responsible for managing the overall operation of the assignment from the Consultancy firm’s side and coordinate with the MoLD project team to plan and implement the operation. District Managers In every district, there will be one manager who will plan and oversee the operations, coordinate the different registration teams and communicate with local government officials. Registration Team (RT) Multiple RTs are expected to work simultaneously in the specified districts. Each RT consists of multiple Enumerators and one Supervisor. The Consultancy firm should plan the operation in such a way that each VDC is assigned to only one RT. All RT members must be trained to fill the household registration form completely, accurately, and clearly, and to take high quality photos. Data Entry Team (DET) DET consists of multiple Data Entry Operators plus Supervisor(s). The Consultancy firm should plan the data entry operation in such a way that it proceeds in parallel to and in the same pace of the registration operation. All DET members must be trained to use the data entry application properly. Equipments and Logistics As this is a turnkey assignment, it is the responsibility of the Consultancy firm to arrange, deliver and maintain the required equipment and logistics needed for executing this assignment. Apart from deploying necessary human resources, the Consultancy firm must avail a sufficient number of computers for data entry that are compatible with the requirements specified by MoLD. The Consultancy firm is also responsible for the printing of the household registration form and site delivery, and other necessary items (such as camera) for executing this assignment. MoLD will not be responsible for any loss, damage or misplacement of the equipments. The Consultancy firm is expected to take away the equipments upon the completion of the assignment. 6. Assignment Location, Period, and Reporting Responsibility The household registration operation is to take place in Kanchanpur district. All VDCs in Kanchanpur are included in this assignment. These VDCs are estimated to have about 60,000 (tentative) households. The following table outlines the information by district (indicative). District (figures are tentative) Kanchanpur Terrain Terai Accessibility OK No. of VDCs 19 Population 296,032 The duration of the contract shall be for a period of 2.5 months from the date of contract agreement. All the registration exercise including the data entry should be completed within this timeframe. If the assignment cannot be completed in the expected timeframe due to circumstances beyond the control of the consultancy firm, it is the Consultancy firm’s responsibility to deploy resources and equipments until the assignment is completed successfully in its entirety. The Consultancy firm will report to the Under-Secretary of the Vital Registration Section in cooperation with the Safety Net specialist in LGCDP or their designates. 7. Deliverables The Consultancy firm must deliver the following outputs, but not limiting to: Complete manual household registration forms for all households Complete, up-to-date and accurate electronic data of the required information of all households uploaded into the online Household Registration System Print-outs of the household register for every VDC as well as 2 copies of each and every family folder. Weekly activities/progress reports highlighting key achievements made, as well as gaps and challenges with recommendations on improving the registration process; Other reports and outputs as agreed. 8. Confidentiality The Consultancy firm shall not disclose the information collected in this assignment during the term of this assignment and thereafter to anyone who is not authorized by MoLD to access the same information. The Consultancy firm’s staffs shall turn over all assignment related information in either digital form or hard copy to the MoLD project team after the completion of the assignment. 9. Technical & Financial Proposal The Consultancy firm must submit a technical proposal. The Technical Proposal should present the Consultancy firm’s overall solution that is expected to fulfill the requirement of this assignment. It must include the sections highlighted below: A. Executive Summary. A summary of the Consultancy firm’s proposal B. Background. The Consultancy firm must provide basic information about itself and any partners or subcontractors participating in the Bid. This information should include, but is not limited to, the history of the organization and its experience in the similar fields. C. Technical Approach & Methodology. The Consultancy firm must describe its overall approach and methodology for providing the required services as outlined. The key concepts and issues, from the Consultancy firm’s perspective, need to be highlighted in this section. In addition, the Consultancy firm needs to describe how the project will be organized and carried out. Overall, a compelling case needs to be made to demonstrate that the proposed solution will be successfully implemented and supported by the Consultancy firm. This should include a brief description of the main tasks envisioned, the organizational structure of the project team, and how the team will be managed to ensure successful implementation. For the assignment of this nature and complexity, there is bound to be numerous factors that can positively and negatively impact the successful implementation. The Consultancy firm is encouraged to highlight and describe the key success and challenging factors that must be addressed in order to ensure the success of this assignment. As part of its response, the Consultancy firm should specifically explain what it will do and what MoLD should do to address these factors. D. Staffing Plan and Technical Capability of Proposed Project Staff. The Consultancy firm must provide a detailed staffing plan with clearly defined responsibilities. A narrative should be provided that highlights key staff and the strategy behind the staffing plan. In order to evaluate the technical capability of proposed staff, the Consultancy firm must provide a curriculum vitae/resume of each key individual member such as the Project Manager and other key staffs as needed. The CV/resume must highlight each individual’s experience in the type of work to be performed under this assignment. A summary of the staffing plan must be included in tabular form. Due to the extensive support requirements of this assignment, the Consultancy firm must demonstrate that sufficient resources are available to be dedicated to the project. 10. Qualification and Experience of the Firm: The Consultancy firm must have the following key minimum qualifications: Must have successfully executed data collection tasks that required collection of at least 5000 house hold record data. Must have average annual financial turnover of at least 1 million over the past 3 years. Must have at least three years of experience. Must have working experience in at least five districts of Nepal for survey/data collection or relevant to the project nature. Must have at least five full time technical staff working in the firm. ANNEX 1: Preliminary Household Registration Form (Sample) Questionnaire Enumerator information 1 Questionnaire ID 2 Date Day Month Year 3 Name of enumerator (Code) 4 Time of interview Start time End time 5 Observations Signature 6 Checked by supervisor? Yes No 7 Name of supervisor (Code) Signature General information (household level) 8 District (pre-printed) 9 Constituency (pre-printed) 10 VDC (pre-printed) 11 Ward number 12 Village / settlement 13 House number 14a Mobile phone no: 14b Mobile phone subscriber: First name Surname 15 Name of household head First name Surname 16 Number of household members 17 Has any household member died within the past 2 years? Yes No How many? 18a Name of first person First name Surname 18b Death certificate? Yes No If yes, # 18c If yes, proof provided & photographed? Yes No 18d Date of death (copy from certificate if available) Year Month Day 18e Person died at the age of If there are more people, please continue on a separate sheet Socio economic criteria (household level) 19 Total number of rooms in dwelling 20 Wall material (Code) 21 Roof material (Code) 22 Lighting source (Code) 23 Fuel source (Code) 24 Toilet type (Code) 25 Distance to clean drinking water km min 26 Electricity Yes No 27 Agricultural land cultivated hectares 28 Owns Bicycle Yes No 29 Owns motorbike or scooter Yes No 30 Owns car Yes No 31 Owns TV Yes No 32 Owns at least one buffalo Yes No Individual information (first the household head, then spouse, children & other household members) 33 Date of joining the community Year Month 34 Date of joining household Year Month 35a Name of member (Nepali) First name Surname 35b Name of member (English) First name Surname 36 Gender of member M F 37 Relationship to household head (Code) 38 Date of birth of member Day Month Year 39a Name of father of member First name Surname 39b Is parent a member of the household? Yes No 39c Has parent died? Yes No 40a Name of mother of member First name Surname 40b Is parent a member of the household? Yes No 40c Has parent died? Yes No 41 Mother tongue of member (Code) 42 Caste of member (Code) 43 Religion of member (Code) 44 If 10 years +, marital status of member (Code) 45a If married, name of spouse First name Surname 45b Marriage certificate? Yes No If yes, # 45c If yes, proof provided? Yes No 45d Date of marriage (copy from certificate if available) Year Month Day 46a If divorced, name of divorced spouse First name Surname 46b Divorce certificate? Yes No If yes, # 46c If yes, proof provided? Yes No 46d Date of divorce (copy from certificate if available) Year Month Day 47a If widowed, name of deceased spouse First name Surname 47b Death certificate? Yes No If yes, # 47c If yes, proof provided? Yes No 47d Date of death (copy from certificate if available) Year Month Day 48a If above 16, citizenship ID? Yes No If no, go to 47a 48b Number 48c District that issued ID (Code) 48d If yes, proof provided? Yes No 49a Other form of authentication Yes No 49b Type Voter registration Birth certificate Other 49c Number 49d Issued by 49e If yes, proof provided? Yes No Further characteristics - education & health Note: will be updated once targeting criteria have been fixed 50 Can member read and write? Yes No 51 Highest education level obtained? (Code) 52a If Currently attending school / university? School University None 52b If yes, location? District: VDC / munic. 52c Name of school / university 52d Grade If <5, does child have an immunization 53a card? 53b If yes, proof provided? Yes No 53c If yes, child malnourished? Yes No Social grant programs Does member receive… 54 ...a regular social grant? Yes No 55a Type of grant Old age Single women Child grant Disability Endangered Other: 55b Provider Central Gov Local Gov NGO Other: 55c Date when grant was started Month Year 55d Amount 56 ... a scholarship (if school-going)? Yes No 57a Type of scholarship Primary Lower Sec Higher Sec Other: 57b Provider Central Gov Local Gov NGO Other: 57c Date when grant was started Month Year 57d Amount 58 …a pension? 59a Type of pension Private Public International 59b Date when grant was started Month Year 59c Amount Additional sheet for deceased household members Name of household head First name Surname 18.2 Name of second person First name Surname Death certificate? Yes No If yes, # If yes, proof provided & photographed? Yes No Date of death (copy from certificate if available) Year Month Day Person died at the age of 18.3 Name of third person First name Surname Death certificate? Yes No If yes, # If yes, proof provided & photographed? Yes No Date of death (copy from certificate if available) Year Month Day Person died at the age of 18.4 Name of fourth person First name Surname Death certificate? Yes No If yes, # If yes, proof provided & photographed? Yes No Date of death (copy from certificate if available) Year Month Day Person died at the age of