Terms of Reference ToR for Baseline Study of Market Access for

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					                                       Terms of Reference (ToR)
           Baseline Study of Market Access for Smallholder Farmers (MASF) Project

1. Background
Practical Action Nepal Office with the funding support of UKaid from DFID (Department for
International Development) has been implementing a project entitled “Market Access for
Smallholder Farmers (MASF) Project” in Chitwan, Dhading, Gorkha and Tanahu, in partnership
with FORWARD Chitwan, Chamber of Commerce and Industry Chitwan (CCIC), FOCUS Nepal
Dhading, NGO Network Tanahu and CCODER Gorkha respectively. The project has been
implemented over a two years period starting from June 2010 to June 2012. The overall
objective of the project is to reduce poverty of smallholder farmers in Nepal. The project
purpose is to achieve sustainable increases in income of 10,000 smallholder dairy farmers in
Gorkha, Tanahu, Dhading and Chitwan. MASF is designed to develop pro-poor markets to
enable women and disadvantaged smallholder farmers and the landless to take advantage of
commercial opportunities. The landless and marginal households will benefit through leasehold
farming for dairy, fodder crops and related activities on small plots and through the creation of
local employment opportunities.         To achieve the project goal and purpose, MASF has the
following four outputs.
    I.   Smallholder farmers' capacity built for efficient production and effective market access
    II. Inclusive and pro-poor chain developed for providing economic opportunities to
         smallholder producers
    III. An improved policy and enabling environment facilitated for smallholders agricultural
         markets in Nepal
    IV. Mechanisms built through markets, communities and government for environmental
         sustainability improved utilization of natural resources and adaptation to climate change

Practical Action Nepal Office in this context is planning to carry out a baseline survey in the
project districts.

2. Objective of ToR

2.1. Objectives of Baseline Study
The main objective of the baseline study is to prepare a pre-project / baseline information of
the target beneficiaries, market actors and other relevant market system information (including

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business environment and access to services) as per the indicators of project goal, objectives
and results specified in the project document. (Project Log Frame will also be made available to
you prior to submitting your proposals if needed).

The specific objective of the baseline study is to utilize a wide range of appropriate tools and
methodologies to measure the status of social, economical / financial, physical, natural and
human assets of targeted communities/households (HHs), market actors and market system
components within the framework of MASF and as spelled out in the project document. The
documents will be primarily used by Practical Action Nepal and its implementing partners in
comparing pre and post project status of the market systems and communities with whom it
works. The baseline information will also be used by the relevant project stakeholders and

3. Suggested Methodologies
The detail methodology and field work schedule will be worked out in consultation with
Practical Action, partner organisations and consultants. However, the following steps will be
ensured by the consultants:
  Visit Practical Action Kathmandu and MASF Project Management Unit (PMU) in Chitwan
   office and hold interactions with Policy, Planning and Quality Assurance (PPQA) unit, Aim 2
   Team Leader and MASF project core team in Chitwan to get acquainted with project, its
   activities and the proposed work;
  Prepare a detail methodology including questionnaires for household survey and checklist
   for group discussion, focus group discussion and key informant interview as per the project
   document and project log-frame mainly focusing on indicators but also covering other
   related issues of poverty reduction of smallholder farmers;
  Pre-test draft questionnaire and checklists and incorporate the inputs in final questionnaire
   and checklist;
  Share and circulate final version of baseline questionnaires and checklist and incorporate
   comments (if any);
  Prepare a detail plan of action/schedule covering orientation to enumerators, field work,
   data collection, analysis, interpretation, draft and final report preparation with concerned
   project staff;
  Share draft report and obtain comments/inputs and incorporate the same into final report;
  Prepare final report and submit to Practical Action Nepal.

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4. Responsibilities of Consultants
The composition of the study team is left up to the consultant/ organization based on their
internal system, ideas and logic. However, Practical Action recommends that the comprise one
Team Leader (TL) to coordinate the overall study and liaise with Practical Action; at least two
to three Team Members (TMs) with collective expertise in Market Development, Dairy and
Livestock, Poverty reduction along with an experienced statistician and/or data analyst. To
collect information from the field, adequate number of Field Enumerators (FEs) should be
deployed by the consultant/organization supervised by the TL and/or TMs. Supervision of the
field work and quality (reliability and validity) of the data/information collected from the field is
the primary responsibility of the TL. In case of the consulting firm the responsibilities can be
assigned to the qualified and experienced team member. The study team should work closely
with the PPQA and Project Team. In each step and process, consultation with the Team Leader
for Aim 2, Project Manager and PPQA Manager of Practical Action Nepal is vital. The
consultancy / consultant team will be primarily responsible to:
  develop/design baseline study including questionnaire for HH survey and checklist and
   tools for group interaction including FGD at District, VDC and target beneficiaries.;
  share study design including process, methods and questionnaires/checklist with project
   team, collect feedback and finalize the study design;
  pre-test questionnaires and other tools in one of the project VDCs;
  debrief/discuss with project team about effectiveness of questionnaire, checklists and other
   tools used in pre-test, collect feedback and finalize them;
  orient, train and supervise the enumerators;
  carryout field work together with enumerators;
  ensure the quality of information collected from fields, cross check with the validity of
   information collected and verify/revise where needed;
  update progress of the study on weekly basis to Project Manager, Team Leader & PPQA
  analyse data and prepare quality report;
  give presentation of draft report to Practical Action; and
  submit final report of each district as well as a compiled version report to the project after
   incorporating the feedbacks and suggestions from Practical Action.

5. Responsibilities of Practical Action

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Remaining within the policies and practices of Practical Action Nepal Office and its primary
responsibility is to help consultant to achieve the objective of this ToR. Specifically, Practical
Action Nepal Office is responsible to:
  Prepare ToR and hire consultant in coordination with partner NGOs;
  Give inputs to finalise the survey instruments design;
  Monitor, provide feedback and ensure effectiveness of study;
  Coordinate with partner NGOs to ensure adequate support is provided at district level;
  Give inputs/feedback to draft and final reports; and
  Release the budget as per agreed budget disbursement schedule.

6. Responsibilities of Partner NGOs
All partner NGOs will be involved from the beginning of the baseline study. They will be
responsible to support and coordinate for collecting field level data/information and ensure the
quality of survey. Specifically partner NGOs will;
  provide comments on ToR and assist Practical Action and consultants/ organization finalize
   the TOR;
  assist the field team in identifying locations, sites and areas for research/ study including
   providing detailed information for target households and relevant market actors;
  facilitate logistical arrangements (securing meeting times, venues etc) for meetings,
   workshops and discussions between the target beneficiaries and study team;
  provide any relevant information to the study team in relationship to the implementation of
   this project; and
  assist Practical Action Quality Assurance Team in conducting monitoring and quality
   assurance visits during the study period.

7. Deliverables
The following deliverables are envisioned under this ToR:
  Four separate (district wise) baseline reports of the project districts
  A compiled version of baseline report
  A hard copy of collected information of all four districts
  An e-copy of raw data and final version of both reports

8. Eligibility Criteria
The consultancy / consultant team should have experience on qualitative and quantitative
research; clear understanding on research methodology and experiences on using different

PPQA Service Contract Doc. July ‘010                                               Page 4 of 6
social research tools and techniques. Should have work experiences in rural and urban areas of
the county will be an added advantage. TL should have advance university degree in
agriculture or diary production or natural resource management or rural development or social
sciences with at least experiences having conducted five numbers of baseline surveys.

9. Budget and Payment Schedule
The total budget for this consultancy work will be NRs 450,000 (NRs Four Hundred Fifty
Thousand rupees only), which includes consultants' fee for conducting baseline survey
(questionnaire preparation, cost of travel and other logistics, secondary information review,
draft and final report writing).

40% of total budget will be released upon signing of the contract while remaining 30% and
30% budget will be released after submitting draft report and final report respectively.
Government of Nepal's tax regulation will apply and tax deduction at source will be done in
such cases.

10. Work Schedule
Detail will be worked out jointly with consultant team and project staff. However, the work is
expected to commence from 15 August 2010 for an estimated 60 days period.

                                   ------------ END OF TOR -----------

Instruction for submission of proposal:

Interested professions/ intuitions are requested to submit the following;
      A letter of interest (LOI) with a short capacity statement of your organization or team
      A brief proposal outlining how you plan to achieve the objectives as stated in the TOR
       along with recently updated CVs of professionals. Original signed CVs needs to be
      A separate financial proposal outlining the overall budget required to achieve the
       objectives of the TOR. The financial proposal should include all budget items including

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       tax and other associated costs. The total overall budget is mentioned in the TOR point
       9, however Practical Action will evaluate the proposal based on technical competency
       and financial efficiency.
      The LOI and Technical Proposal should be in one sealed envelope marked “LOI and
       Technical Proposal for MASF Baseline” whilst the Financial Proposal should be in a
       separate sealed envelop marked “Financial Proposal for MASF Baseline”. Each envelops
       need to clearly identify the consultant/ institution from which the proposal has been

Please send the information requested above to the following address on or before
August 8, 2010

Practical Action
Pandole Marg, Lazimpat
PO Box 15135,
Kathmandu, Nepal
Phone: 4446015

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