Terms of Reference

General Information

Background.

Johanniter-Unfall-Hilfe e.V. (Johanniter) is a German non-governmental organisation, dedicated to excellence in the field of first aid, ambulance service, social service programmes and other projects in the medical and social field. The Federal Headquarters are based in Berlin, Germany (link available here). Internationally Johanniter’s 3 core strategic programme objectives focus on health, livelihoods and emergency response and preparedness.

Lotus Kenya Action for Development Organization (LOKADO), is a community driven local organization with its headquarters in Kakuma, Turkana County (link available here).

Sustainable Approaches for Community Empowerment (SAPCONE) is a local Non-Governmental Organization (NGO) that collaborates with nomadic pastoralist communities in Northern Kenya and Southern Ethiopia with their headquarters in Lodwar in Turkana County (see available link here.

Johanniter, in partnership with LOKADO and SAPCONE, will implement a two-year project titled “Strengthening the Self Reliance and resilience of refugee and host communities in Turkana West Sub-County” (December 2025-January 2028). The project is funded by BMZ PT  and aims to contribute to addressing food insecurity and malnutrition in Turkana County.

Purpose, Objectives and Use of the Baseline Study

Johanniter, LOKADO and SAPCONE wishes to hire the services of a qualified consultant to carry out a baseline survey that will establish benchmarks against defined project indicators for tracking project progress and measuring intervention results overtime in line with the project’s impact matrix. The consultant will be supervised by the Johanniter Programme Manager.

The specific objectives of the Baseline study are:

·To provide quantifiable information on the status of target groups including the households in line with the indicators outlined in the project impact matrix.

·       To determine baseline evidence which will contribute towards evaluating results/achievements that are attributable to the project

·       To aid in making practical and realistic recommendations that need to be considered/ addressed during the Project implementation period and, where applicable, lead to improvement of the Project design, implementation strategies and indicators or set targets.

Methodology and Data collection

A suitable and detailed methodology in line with the objectives of the study should be provided by the consultant(s) with the inception report. Recommended data collection methods include but not limited to; detailed desk reviews, in-depth interviews, household surveys, focused group discussions with key project stakeholders that will be identified through appropriate sampling methods.

The following methodological standards should be adhered to:

·     All data to be collected should be disaggregated by age, gender, the target community and any other aspect relevant to the study whenever possible. Gender should not be seen as a category in terms of the number of women and men in projects, but as a process in terms of the extent to which the project contributes to positive change in the area of gender (representation, resource distribution, norms and values).

·     Ensure that the study is inclusive by ensuring meaningful participation of women, youth, children, and persons with disabilities by deliberately seeking their views and incorporating them in the study report.

·     Data types and methods should be reasonably triangulated; this includes analyzing perspectives of different stakeholders including comparisons of data collected from the different target communities, age groups and gender Triangulation should also take place with data collected from key informant interviews and other key stakeholders.

·     All developed tools must be shared with Johanniter for approval before primary data collection commences. All tools must be pre-tested and (if necessary) adapted before data collection begins.

·     Any deviations from the planned data collection tools or methods must be shared in writing to Johanniter and approved before making the changes.

Scope of Work

The baseline survey will be conducted in 2 target communities (Host and refugee) across the two (Kalobeyei and Lopur) Wards in Turkana West Sub-County.

The baseline survey will also be expected to: -

·       Identify and describe opportunities and challenges affecting the targeted farmers and other value chain actors from actively participating across the value chains; with a special focus on women, youth and people with disabilities.

·       Carry out a detailed stakeholder analysis in order to understand roles of different actors in the targeted value chain and how that can be enhanced.

·       Establish the current status of existing -kitchen garden groups and water sources in the target locations in order to determine their level of operations, strengths and capacity gaps that the project needs to address as well as to inform re- formulation of interventions that will strengthen and promote their sustainable growth for increased production and better returns.

·       Analyze how cross cutting topics  including gender & social inclusion, nutrition, current knowledge and practice of climate smart agriculture, access to water and the environment will affect the project intervention and the target groups especially the marginalized groups (Youths, Women, & PWDs).

Management of the Baseline Study

· The selected consultant(s) will work as a freelancer(s) under the overall guidance of the Programme Manager at Johanniter and in close cooperation with the staff of Local Implementing organizations in the field.

· The successful consultant will report to Johanniter’s’ Country Programme Manager and will also work closely with the local implementation team/organizations. The full project proposal will be shared with the winning company/consultant(s) after signature of the contract. This includes the impact matrix, activity descriptions and general information on the project.

·  Johanniter, LOKADO and SAPCONE will coordinate and facilitate access to the selected target groups as well as communication with major stakeholders. They will further provide security information before and during the study. However, the consultant will be responsible for the security of the team during data collection in the targeted locations. Furthermore, the consultant will be responsible for arranging their own transport to the sites and accommodation within the county.

Specifically, the tasks to be undertaken by the consultant include: -

· Develop a detailed inception report, detailing the baseline study design, methodology (quantitative and qualitative) tools and work plan schedule, including question guides for key information interviews, questionnaires and focus group discussion guides

·Carry out a desk-review of relevant project documents, including existing reports, project proposal, log-frame, budget and other relevant documents, a range of which will be agreed upon and made available prior to the implementation of the study.

·  Develop a sampling design and data collection & management protocol that is standardized for all project sites.

·  Facilitate recruitment and training of field staff (supervisors, interviewers, observers/record reviewers) and pre-testing of mobile data collection tools.

·Carry out a desk-review of relevant project documents, including existing reports, project proposal, log-frame, budget and other relevant documents, a range of which will be agreed upon and made available prior to the implementation of the study.

· Carry out a desk-review of relevant project documents, including existing reports, project proposal, log-frame, budget and other relevant documents, a range of which will be agreed upon and made available prior to the implementation of the study.

Co-ordinate collection of data, and its entry into a suitable platform for cleaning and analysis.

· Provide a detailed analysis and interpretation of the findings, including triangulation between the different sources of data

· Develop and submit the first draft and final baseline survey report and debriefing to Johanniter. The reports should be comprehensive and provide detailed specific findings, disaggregated as mentioned above within each result area, providing key recommendations for implementation.

· Submit the raw data, the database/data sets which have been cleaned (both qualitative and quantitative, including original field notes for in-depth interviews and focus group discussions, as well as recorded audio material if available), and data collection tools used in the baseline survey should be submitted together with the report. A simple inventory of material handed over will be part of the record. Johanniter has sole ownership of all final data and any findings shall only be shared or reproduced with the permission of Johanniter.

The lead consultant will be expected to compile and submit the draft report, make a presentation to Johanniter, LOKADO and SAPCONE, incorporate comments and submit a Final Baseline Report within 4 days of the after receiving the draft report feedback from Johanniter.

Key Deliverables

Key deliverables under this assignment will include the following;

·       Inception Report (max. 15 pages) detailing the process to be undertaken in conducting the baseline survey. This should include the complete set of tools to be used for the survey as well as stakeholder sampling. The inception report should be submitted within 4 days from the time of signing the contract. The inception report needs the approval from Johanniter prior to the start of the study.

·       Draft baseline survey report, to be submitted not later than 8 days after completion of data collection.

·       Conduct an internal validation/presentation meeting to Johanniter, LOKADO and SAPCONE staff outlining key findings and implications, and recommendations. This will be presented in a meeting to the staff.

·       Complete raw and cleaned datasets and transcripts for quantitative and qualitative data collected.

·       Final report, to be submitted not later than one week after Report review by JIA,LOKADO and SAPCONE.

The final report should be a maximum of 30 pages in the preferred Johanniter standard format, exclusive of annexes and should include the following:

i.       i. Executive Summary: One page summary of the Baseline study, with particular emphasis on main findings, conclusions and recommendations.

ii.       ii. Introduction and Background;

·       Scope of the Baseline Study: Details about the geographic, demographic, and thematic focus of the study.

·       Objectives of the Baseline Study: Clearly stated objectives that outline what the study aims to document and measure.

·      

iii.iii. Methodology: A brief description of the methodology used with details kept in Annexes.

iv.  iv.  Findings: Factual evidence> analysis and Interpretation of Findings, disaggregated by location, gender, age and outcome.

v.   v. Conclusions: A concise summary of the starting point established by the baseline study and future Implications on how the baseline findings are likely to influence the project's path and outcomes.

vi.       vi. Recommendations;

·   Suggestions on strategies and approaches to be incorporated into the project based on baseline findings.

·  Identified challenges and risks that might impact project implementation, with possible mitigation strategies.

vii. Annexes: Terms of reference, methodology for data gathering and analysis, references, finalized data collection tools, updated project impact matrix, relevant maps and photographs of the evaluation areas where necessary.

Time frame of the assignment

This survey is intended to take place from 2^nd February 2026 and should be executed within 30 working days. The consultant who is bidding for the assignment should give a clear breakdown of how the survey will be undertaken and to be covered within the above specific timeframe.

Expert Qualification and Experience.

i)        Lead consultant with at least a Master’s degree in a relevant discipline such as Monitoring, Evaluation, Accountability, and Learning (MEAL), Project Planning and Management, Development Studies, Agriculture or any other relevant field.

ii)       The lead consultant should have a minimum of 5 years of demonstrated experience in related research. The application should include 2 sample Baseline Surveys conducted in the last 5 years.

iii)     The team should have extensive experience in humanitarian and/ordevelopment projects.                                                                                               

iv)     A gender balanced team with a combination of staff with qualifications and experience in gender,

resilience, WASH, Food security and Livelihood is a must.

v)       Strong analytical and report writing skills.

vi)     Well versed in the use of appropriate analytical software.

Application and selection process

The proposals will be evaluated according to the following criteria hence interested candidates should submit the following:

1)      Administrative Evaluation – Please ensure you submit ALL Requested Mandatory Documents below.

 i.         Company Registration documents (Registration Certificates, Memorandum and Articles of Association, clearly showing the company shareholders)

ii.      Profile of the Consultancy Firm

     iii.     Tax Registration (PIN)

     iv.     Tax Clearance Certificates

     v.       Technical Proposal

    vi.     CVs of consultancy team.

    vii.    A detailed Financial Proposal

    viii.    Audited Accounts for the past 12 months. (for Companies)

    ix.      Duly signed and stamped copy of the declaration of suppliers.  (attached to this TOR)

2)      Technical Evaluation

i.            Lead Consultant(s)/ Team of Consultants have qualifications (Master’s degree) aligned to thematic sectors of the project or any relevant qualification (MEAL, project planning and management or developmental studies) or any other relevant academic qualification. (Please attach Lead consultant(s’) Academic Certificates).

ii.            Demonstrate / similar experience with INGOs, International Organizations, Governments or the UN Humanitarian Response and development work. (Please attach previous duly signed consultancy contracts for previous consultancy service conducted).

iii.            Attach samples/reports of 2 previous works demonstrating expertise in designing and writing high quality baseline survey reports.

iv.            Contactable references in Baseline Surveys of Livelihood projects in Humanitarian Settings. (Please attach three authentic current reference letters from previous entities you have worked with in the past 5 years on similar assignments).

v.            Length of the assignment. Please attach a detailed work plan with actual proposed time frame for the assignment.

vi.            Appropriate methodology - Candidates should clearly outline the technical approach to achieve the assignment and mitigate project risks (qualitative and/or quantitative approaches).

3)      Financial Evaluation

The consultant will develop a detailed budget and work plan based on the details in the TOR and should include the consultants’ professional fees and detailed logistics costs separately. The Consultancy fees should be inclusive of all relevant taxes. Prices should be quoted in Kenyan Shillings (KES).

The financial proposal validity should be 60 calendar days.

To Apply

Interested candidates are advised to send their bids via email in a non-changeable format such as PDF, duly filled to procurement.ken@thejohanniter.org The applications must be received by Close of Business (5:00 pm) on 18^th January, 2026. Please indicate the tender reference “TRUST_P8429_2025Baseline Survey”. Only shortlisted candidates will be contacted.

Johanniter reserves the right to accept or reject any proposal and to cancel the procurement process at any stage. The selected consultant(s) or firm will be expected to adhere to Johanniter's ethical standards and guidelines, and Johanniter’s safeguarding policy throughout the duration of the consultancy.

Intellectual property and data protection:

All draft and final outputs, including supporting documents, analytical reports and raw data should be provided in electronic version compatible with WORD for windows. Ownership of the data from the evaluation rests with Johanniter and LOKADO. The copyright and intellectual property generated by the consultancy will rest exclusively with Johanniter. Key stakeholders can make appropriate use of the evaluation report in line with the original purpose and with appropriate acknowledgement. The consulting agency will follow the data protection policy of Johanniter while collecting, processing and storing the program related data.

Safeguarding and Protection

The consultant/Agency will be expected to sign a Johanniter safeguarding and protection policy ensuring adherence to high standards of safeguarding protection of its staff, enumerators and people we work with during the course of this exercise.

ANNEX: Submit a signed & stamped copy

We                                               [company name]                                                      herewith declare that

a)             we do respect basic social rights and working conditions based on international labour standards and condemn the exploitation of child labour;

b)             we act in a socially, ecologically and ethically responsible manner according to the Code of Conduct for Suppliers of Johanniter-Unfall-Hilfe e. V. in its current version;

c)             we are not bankrupt or being wound up, are not having our affairs administered by the courts, have not entered into an arrangement with creditors, have not suspended business activities, are not the subject of proceedings concerning those matters, and are not in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

d)             we have not been convicted of an offence concerning our professional conduct by a judgment which has the force of res judicata;

e)              we have not been guilty of grave professional misconduct;

f)               we have fulfilled all obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which we are established or with the Federal Republic of Germany or those of the country where the contract is to be performed;

g)             we have not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to Johanniter’s financial interests;

h)             following another procurement procedure carried out by Johanniter or another contracting authority, we have not been declared to be in serious breach of contract for failure to comply with our contractual obligations;

i)               we are not subject to a conflict of interest with regard to this tender. We declare that the price on the bid attached is a market competitive offer from my organization, and we are submitting to this procurement process without any conflict of interest, or the provision / receipt of any commission, gift, bribe, gratuity or remuneration of any kind.

j)               we are not guilty of misrepresentation in supplying the information required by Johanniter as a condition of participation in the contract procedure.

k)             we do not perform any act or omit to perform any act, including any misrepresentation, in order to knowingly mislead, or attempt to knowingly mislead JOHANNITER and/or any other party to obtain a financial or other benefit or to avoid any obligation (“Fraudulent Practice”);

l)               we do not offer, give, receive or solicit, directly or indirectly, or attempt to offer, give, receive or solicit, directly or indirectly, anything of value to improperly

influence the actions of JOHANNITER and/or any other party (“Corrupt Practice”);

m)            we do not enter into any arrangements with any other party or parties that are designed to achieve an improper purpose, including but not limited to improperly influencing the actions of JOHANNITER and/or any other party or engaging in price fixing (“Collusive Practice”, and together with “Fraudulent Practices and Corrupt Practices”, “Prohibited Practices”).

n)             we do not engage in transactions with, or provide resources or support to, individuals and organizations associated with terrorism, whether in cash or in kind, directly or indirectly.

o)             we verify that no support or resources are provided to individuals or entities associated with terrorism as designated on the „Consolidated list of persons, groups and entities subject to EU financial sanctions” maintained by the European Commission or by any other similar sanction list of individuals and entities that may be established by the United Nations Security Council or the United States of America.

p)             we do not engage in acts that directly support or advance trafficking in persons, including the following acts:

i              destroying, concealing, confiscating, or otherwise denying an employee access to that employee’s identity or immigration documents;

ii.              failing to provide return transportation or pay for return transportation costs to an employee from a country to the country from which the employee was recruited upon the end of employment if requested by the employee.

iii.             soliciting a person for the purpose of employment, or offering employment, by means of materially false or fraudulent pretences, representations, or promises regarding that employment.

q)             we do respect applicable law relating to anti-money laundering in the execution of our contracts.

General statements:

1.1          The contractor shall communicate these fundamentals of JOHANNITER’s Policy to its management, employees, subcontractors and agents and shall take all reasonable measures to ensure that such persons do not engage in prohibited practices.

1.2          The contractor shall immediately disclose to JOHANNITER any actual, apparent, potential or attempted prohibited practice that the contractor becomes aware of. To that end, the contractor shall fully cooperate, and shall take all reasonable steps to ensure that its management, employees, subcontractors and agents fully cooperate with any investigation of prohibited practices by JOHANNITER, including by complying with all reasonable requests from JOHANNITER to gain access to and inspect any records, documents and other relevant information.

1.3          JOHANNITER is committed to the protection of vulnerable populations in humanitarian crisis, including from sexual exploitation and abuse. By entering into a contract with JOHANNITER, The contractor undertakes to ensure that its personnel, agents and subcontractors conform to the highest standards of moral and ethical conduct.

The contractor expressly acknowledges and agrees that:

a)             Any breach of this policy by the contractor or by any of its management, employees, subcontractors or agents constitutes a material breach of the contracts, which entitles JOHANNITER to immediately terminate a contract without incurring any liability to the contractor; and

b)             In the event that JOHANNITER were to determine through an investigation or otherwise that a prohibited practice occurred, JOHANNITER shall have, in addition to its right to immediately terminate the contract, the rights to:

i.               apply and enforce the relevant sanctions in accordance with its internal regulations, rules, procedures, practices, policies and guidelines, including referral of the matter to national authorities when appropriate; and

ii.              recover all losses, financial or otherwise, suffered by JOHANNITER in connection with such prohibited practices.