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MAHARASHTRA STATE RURAL LIVELIHOODS MISSION (MSRLM) RURAL DEVELOPMENT AND WATER CONSERVATION

DEPARTMENT, GOVERNMENT OF MAHARASHTRA

PROCUREMENT OF CONSULTANCY SERVICES FOR PROCESS MONITORING FOR THE MAHARASHTRA STATE RURAL LIVELIHOODS MISSION UNDER NRLP

National Rural Livelihoods Mission is an ambitious mission mode programme launched by Ministry of Rural Development, Government of India for eradication of rural poverty. Maharashtra State Rural Livelihoods Mission is established to implement National Rural Livelihoods Mission (NRLM). A special component under National Rural Livelihoods Mission is National Rural Livelihoods Project (NRLP), which is funded jointly by Government of India, IDA, IBRD & Government of Maharashtra. National Rural Livelihoods Mission aims at creating efficient and effective institutional platforms of the rural poor enabling them to increase household income through sustainable livelihood enhancements and improved access to financial and public services. Maharashtra State Rural Livelihoods Mission intends to apply a portion of the proceeds to make payments under the contract for the following services:

CONSULTANCY SERVICES FOR PROCESS MONITORING FOR MSRLM UNDER NRLP

The Maharashtra State Rural Livelihoods Mission now invites eligible consulting firms to indicate their interest in providing the above mentioned services. Consulting firm will be selected in accordance with the procedures set out in the National Rural Livelihoods Mission Procurement Manual, which follows the Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers “Consultants Selection Guidelines of the World Bank dated January 2011” (“Consultant Guidelines”), setting forth the World Bank’s policy on conflict of interest. "The Guidelines are available at www.worldbank.org/procure." Interested consulting firms may submit "Expression of Interest" in a sealed envelop clearly superscripted as Expression of Interest for “Consultancy services for Process Monitoring of MSRLM under NRLP”. They may obtain further information about Terms of Reference and the requirements and procedures for submitting the Expression of Interest at http://www.maharashtra.gov.in, http://www.mahashg.com/NRLMAdv.html, http://aajeevika.gov.in

Consulting Firms may associate other Consulting Firms to complement their respective areas of qualifications/expertise, such that the agency can deliver the required management support to Maharashtra State Rural Livelihoods Mission. It is proposed to procure the services of two agencies experienced in conducting similar studies to undertake process monitoring in two regions of the Mission Area, each region covering 5 districts. Region-1(Package 1) covers the districts of Gondia, Gadchiroli, Yavatmal, Wardha and Jalna, while Region-2 (Package 2) includes Nandurbar, Thane, Ratnagiri, Solapur and Osmanabad. An agency will be considered only for one region. However, an agency can apply for both regions (Packages), indicating its inter se priority between the two regions (Packages). Please note that 1) Firm has to submit separate EOI for each of Package. (If firm is submitting an EOI for both the packages then they must express their priority for package in covering letter) 2) Consulting firm must attach the format described in TOR i.e. Annex B. MANDATORY INFORMATIONREQUIRED FROM THE Agency along with EOI Expressions of Interest must be delivered to the address below, by 9/9/2014 before 17.00 Hrs (IST)

--sd-- Chief Executive Officer,

Maharashtra State Rural Livelihoods Mission (MSRLM) Office No. 101 & 102, Monarch Plaza, Plot No. 56,

Sector 11, Belapur, Navi Mumbai, Maharashtra, India. Pin Code : 400614

Phone:(+91) 022-27562554/52

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DRAFT TERMS OF REFERENCE FOR Consultancy Services for Process Monitoring for the Maharashtra State Rural Livelihoods Mission under National Rural Livelihoods

Project (NRLP) 1. BACKGROUND The Maharashtra State Rural Livelihoods Mission (MSRLM) was launched in 2011 under the aegis of the National Rural Livelihoods Mission (NRLM) – Aajeevika. The objective of the Mission is to reduce rural poverty in Maharashtra by creating and strengthening community based institutions which would function as pathways to sustainable livelihoods of the poor. The Mission is being implemented in a phased but intensive manner in the state. In the first phase, the Mission is being implemented in 36 blocks spread over ten districts. NRLM is process intensive and the culmination outcomes depend on the quality of processes adopted at all levels. The Mission has determined a priori certain key processes to be adopted by the implementation agencies. Any deviation from the normative process could affect the Mission outcomes. However, if deviations are identified and corrected early, the Mission could achieve its objective. Identifying the process deviations through internal reviews and monitoring is not always effective. Therefore, NRLM has provided for a third party process monitoring. Thus, MSRLM has decided to commission a third-party process monitoring to track the process deviations and provide early signals to the Mission management to undertake corrective action. Further, process monitoring would also help the Mission to learn from its own experience and improve upon its effectiveness over time. Thus, a well designed process monitoring would identify key process deviations, facilitate mid-course corrections and improve upon the quality and effectiveness of Mission implementation, particularly, in the early stages. MSRLM seeks to commission Concurrent Process Monitoring for 3 year by external agencies. It is proposed to procure the services of two agencies experienced in conducting similar studies to undertake process monitoring in two regions of the Mission Area, each region covering 5 districts. Region-1 covers the districts of Gondia, Gadchiroli, Yavatmal, Wardha and Jalna, while Region-2 includes Nandurbar, Thane, Ratnagiri, Solapur and Osmanabad. Details of the intensive districts and blocks falling under these regions are provided in Annexure-A of the TOR. An agency will be considered only for one region. However, an agency can apply for both regions, indicating its inter se priority between the two regions. The services of the agency will be contracted as per the procurement guidelines of NRLM. The contracted agency will undertake the assignment under the overall supervision of the CEO of MSRLM or his nominee officers. The M&E thematic of MSRLM will also undertake process monitoring in one block each in all the 10 intensive districts. These 10 blocks are mentioned in the Annexure-A.

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2. PROCESS MONITORING AS ENVISAGED BY MSRLM Process monitoring is an important corner-stone of any monitoring and evaluation framework for development programmes, especially for a programme like MSRLM that aims to sustainably alleviate poverty of at least 45 Lakh people, currently living below the poverty line in rural areas of Maharashtra, and stay engaged with them till they come out of poverty. MSRLM perceives process monitoring as the regular analyses of which programme and community level actions and change elements are working or not working as well as the causality of the same. These analyses need to be done against the ‘normative processes1’ defined for MSRLM. MSRLM considers process monitoring as an ongoing and core function of programme management for enhancing the programme efficacy; hence it has to be undertaken collectively by the implementation team along with external technical experts. During internal process monitoring when a cross-section of the programme implementation team undertakes process monitoring it catalyzes real time learning and reflection resulting in ownership of the learning and immediate refinement in community level facilitation. However, internal process monitoring may be influenced by biases resulting in it being sub-optimal hence there is a need for ‘neutral’ external organization to also undertake process monitoring. Given the criticality of analyses emanating from process monitoring, it is imperative that triangulation of information and analyses is inbuilt in the design of process monitoring. MSRLM, thus, proposes a mix of internal and external led process monitoring wherein it is done both by the programme implementation team and technically qualified multiple external agencies. After every round of process monitoring the emerging common patterns, significant deviations in findings, key issues and good practices would be shared by internal team and external agencies. This interface would be facilitated by the MSRLM. Ultimately, MSRLM expects process monitoring to be community-led and being intrinsic to the local contexts. 3. PURPOSE AND OBJECTIVES OF ASSIGNMENT As MSRLM is implementing a community driven project, there is need for a responsive and adaptive monitoring system as community level development processes do not necessarily conform to pre-set rules, deadlines, targets or blue print approaches. The programme is being implemented with four strategies like home grown model, partnership model, resource block strategy and internal implementation. The Process monitoring would help to ensure that project facilitation activities are properly undertaken and fiduciary aspects of the project are properly handled in all four strategies of implementation.

1 Normative processes are those processes which a programme defines at the outset as the intended

nature, sequencing, frequency, and coverage of the processes the programme would undertake in order

to achieve its objectives and the goal.

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The objective of the process monitoring assignment is to support decision making at all levels of MSRLM management. More particularly, the objectives of process monitoring are:

i. to identify deviations in implementation against the actual plan of implementation (Theory of change/ Logical framework to be used whenever designed) at community and programme management levels of MSRLM;

ii. to provide pertinent recommendations for refining the unfolding processes and implementation of MSRLM at community and programme management levels;

iii. to identify and document best practices from all four strategies for replication;

iv. to draw out relevant learning for MSRLM from the various approaches and methods used for implementation of rural livelihood enhancement programmes in India and South Asia.

v. to support in transitioning from external organization led to community led process monitoring with proper handover and exit strategy for the process monitoring agency.

4. PROCESS MONITORING DESIGN AND SAMPLE SELECTION

The process monitoring would provide to the project management team and other stakeholders to understand how and through decided processes / inputs get converted into outputs. It seeks to assess whether the process observed is close to the ideal or intended process and it explains the factors responsible for the deviation, if any, and tells what needs to be done to achieve the ideal/intended process. It is a key management tool for staff at all levels (State, District, Block), especially for the process driven projects, designed to help implementing agencies become more participatory and demand responsive.

The process monitoring agency is intended as a partner to the Mission,

which will act as additional ‘eyes and ears’ on the ground, feeding key observations and information to project staff and management. The process monitoring team will work in close association with staffs of DMMU & BMMU. Their findings will be systematically observed, documented and communicated in order to inform management decision making. Process monitoring should identify any areas for adaptation or modification, thereby enabling the project management to learn how to better shape and implement the project activities and processes.

During the first-second year of programme implementation, some of the

crucial project processes, which require to be monitored, are given below. However, this is an indicative list; the final list will be prepared by consultant agency and will be mutually agreed upon as part of the inception report.

i. Social inclusion process especially targeting or the participatory

identification of the poorest, organizing of community and promotion of SHGs and the federations.

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ii. Institutional arrangement at community level, such as internal lending, prioritization of loan and participation of poor in inter-loaning and CIF disbursement as well as utilization.

iii. Capacity building including trainings and handholding of community members, leaders, key persons such as book keepers, community Resource Persons.

iv. To identify practices at community or programme level those may hamper the impact and suggest appropriate measures.

v. Performance of support teams including district/block teams and support provided from higher level unit such as DMMU and SMMU.

vi. Business process for MSRLM management, such as speed of fund disbursement, procurement, HR related processes viz. recruitment, induction, orientation, capacity building, and grievance redressal at the SMMU, DMMU and BMMU levels etc.

While there will be no sampling for state and district levels, sampling is

envisaged for villages. A proposed sampling design is expected to be included in the technical proposal by the bidding agency. Care has to be taken while designing the sampling frame, that a certain percentage of villages are covered repeatedly for measuring the changes over a period of time (i.e. a ‘panel’ of villages that will be continuously monitored). Some villages may be a fixed sample for a given period. Other villages may be purposely selected on a more flexible basis (within the agreed total sample number), in response to identified field needs or management requests.

The external process monitoring agency is required to conduct process monitoring in 26 blocks spread over 10 districts in three years. In first year the agency is expected to worked in 26 blocks and identify and trained the specified number of process monitors from each block. In the second year the agency will work in 13 blocks and third year in 7 blocks and remaining blocks will be covered with the help of identified internal trained process monitors. The sampling may be distributed so that in a quarter, in each district, all the assigned project blocks are covered. Each year the agency will conduct process monitoring in selected sample villages in each quarter. It is expected that 3 categories of villages are selected as sample for each round as follows:

Category A: 3% of the villages per block, across all the five districts allocated, need to be selected as ‘panel villages’ for intensive analysis. In these ‘panel villages’, all rounds of the process monitoring need to be undertaken on the lines of a longitudinal study. Category B: 3% of the villages per block, across all the five districts allocated, need to be selected as ‘cumulative villages’ in each round of process monitoring wherein the focus of analysis in these villages is iterative i.e. the themes of prior rounds of process monitoring need to be cumulatively analysed in each round (for e.g. consider that for the first round the theme was “ABC”, for the second round the theme was “HIJ” and for the third round the theme is “MNO” then for the ‘cumulative villages’ the focus of process monitoring for the third round would be 3 themes viz. “ABC” + “HIJ” + “MNO”).

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This would be new set of sample villages which is not covered under the process monitoring in earlier rounds. Category C: 8% of the villages per block, across all the five districts allocated, need to be selected as ‘random villages’ for all rounds of process monitoring wherein the focus of analysis in these villages is limited to only the theme finalized for that round of process monitoring. Thus, the percentage of samples would be roughly 12% to 14% of the total project villages.

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ge

s t

o b

e c

overe

d (

cate

go

ry

A+

B+

C)

% o

f to

tal

co

vere

d in

PM

Block-A 130 4 1 3 7 1 3 7 1 3 7 1 3 7 4 4 10 18 13.91

Block-B 230 7 2 5 13 2 5 13 2 5 13 2 5 13 7 7 18 32 13.91

Block-C 190 6 1 4 11 1 4 11 1 4 11 1 4 11 6 6 15 26 13.91

Block-D 160 5 1 3 9 1 3 9 1 3 9 1 3 9 5 5 13 22 13.91

710 21 5 14 41 5 14 41 5 14 41 5 14 41 21 21 57 99 13.91

The bidding agencies need to take into consideration various aspects of inclusion (gender, disability, age-group, caste, creed, and village location and population size) while determining the sampling strategy, technique, sample size and nature of respondents to be covered in each round of process monitoring.

The external agency is expected to provide evidence based observations to MSRLM, based on a systematic study. The agency would adhere to standard methods of process monitoring, sample size and distribution, focal themes (e.g. Participatory Identification of Poor, community mobilization, capacity building, financial Inclusion, building of social capital, CBO formation, convergence, etc) for each round and such other aspects germane to process monitoring. For each round, the agency will systematically observe, document and present key findings in the form of a standard report as prescribed by MSRLM. For each quarterly round, the MSRLM would identify specific themes on which the agency would conduct Process Monitoring following the standard methodology and adhering to the sample size and distribution prescribed for each quarter. Quarterly process monitoring may also use instruments like community score card, citizen’s report cards etc., for

6

providing feedback on efficiency and effectiveness of support structure of MSRLM at different levels. Overall, the process monitoring should provide continuous information about problems, learning and issues emerging from implementation of various (resource block/Home grown model/Partnership/ various pilots and intensive blocks) strategies. The collected information should feed back into decision-making to improve strategies, guidelines, rules and procedures to help state mission become more participatory and responsive.

5. SCOPE AND COVERAGE The Agencies will be responsible for monitoring the key processes at Village/Panchayat/Cluster/Block/District/State level as per the activities conducted by MSRLM. The M&E team of MSRLM will work closely with the Agencies in executing their tasks. The selected Agencies will therefore be expected to successfully implement aspects of the process monitoring activities. The Agencies will be responsible for the following activities:

i. Mapping of key processes: At the outset, the shortlisted agencies would undertake a scoping exercise so as to map out and finalize the key processes to be monitored vis-a-vis the normative processes.

ii. Review of process monitoring approaches: On commencement, the shortlisted agencies would undertake a desk review of the various process monitoring approaches and methods used in the country and South-Asian region for rural livelihood enhancement programmes. This desk review needs to be undertaken based on secondary sources, the prior experience of the shortlisted agencies, and focused consultations with relevant experts. This review is expected to generate a briefing note comprising compilation of various approaches and methods used for process monitoring, key learning from the same, and recommend suggested approach and methods for undertaking process monitoring of MSRLM.

iii. Design a process monitoring framework: Once the above-mentioned two tasks have been completed, the shortlisted agencies would design a framework for process monitoring of MSRLM in the allocated districts as per the earlier mentioned scope of work. This framework is expected to detail out the key processes to be monitored, the approach and methods to be used, designing, adapting, translating pre-testing and revising the Process monitoring instruments, frequency of monitoring, sampling strategy and coverage, themes for each round of monitoring, methods of analyses, nature of outputs to be generated, plan for dissemination of findings, and plan for incorporation of suggested refinements in the framework for subsequent rounds.

iv. Training of field staff: The training program will be a comprehensive general training that will create a team environment and allow for substitution between roles should any team member take a leave of absence due to illness or other emergency. The Agencies will be responsible for (i) developing training materials for instruments and

7

tools (ii) training field staff hired by the Agencies in protocols and the use of tools and instruments. The training program will include theoretical, classroom and field training.

v. Process monitoring: The shortlisted agencies would undertake various rounds of process monitoring on the basis of the agreed upon process monitoring framework and work-plan (as proposed in the inception report).

vi. Analysis: For each round of process monitoring, the shortlisted agencies would collate and analyze the various information and data collected during process monitoring. The shortlisted agencies need to share at the beginning with SMMU the details (software to be used and methods for analyses) of information-data entry, collation and analyses, which once agreed upon by SMMU needs to be followed for each round of process monitoring.

vii. Dissemination: The shortlisted agencies would have to provide SMMU a detailed plan of dissemination of the analysis of each round of process monitoring. This plan needs to provide details of the form in which the findings would be presented / shared with and to which levels (i.e. SMMU / DMMU / BMMU). This dissemination should comprise the approach and methods used, key findings and analyses, learning and recommendations for each level. This dissemination should be done after each round of process monitoring as well as at the state level on an annual basis.

viii. Report: After each round of process monitoring, the shortlisted agencies would have to develop and share a report of that round with the relevant DMMUs and SMMU. This report should comprise the theme, sampling strategy and coverage, methods used, key findings and analyses, case studies, learning, recommendations for each level, challenges encountered and overcome, team deployed, contextual changes observed, and other relevant information.

ix. Documentation: The shortlisted agencies would have to identify and provide 2 case studies of critical processes from each block per round. The agency could recommend 10% of case studies for detailed written-audio-visual documentation. These case studies need to highlight processes related successes / challenges in implementation and innovative / out of ordinary occurrences taking place in the project area. The shortlisted agencies may also have to support in the written-audio-visual documentation of the selected case studies.

x. Protocol: The shortlisted agencies would have to develop a protocol document for process monitoring by the end of 2 rounds of monitoring. This protocol document should comprise the normative processes, key processes to be monitored, detailed process monitoring framework, nature of team to be deployed for process monitoring, methods for information and data collection-entry-collation-analyses, plan for dissemination of findings and analyses, report format, and rudiments of case studies for written-audio-visual documentation. The protocol document, like all protocol documents, needs to provide detailed steps for these points and rationale behind the same as well as a section of frequently asked questions and their answers.

8

xi. Identification and Capacity building of Community level process monitors including development of training module/ Resource guide/handbook/manual: The shortlisted agencies would have to develop a resource guide, by the end of 4 rounds of monitoring, in Marathi and English languages for transitioning of external organization led process monitoring to community led process monitoring facilitated internally by MSRLM. It is envisaged that eventually process monitoring needs to be owned and sustained by the community. For this purpose, community monitoring teams of 10 members per block need to be identified in all 4 rounds, trained and mentored by the external process monitoring agencies. The resource created by identification of community level monitors can be trained on-field and utilized for next round of process monitoring by the agency. This would be aided by creating a process monitoring guide book that the external process monitoring agencies need to develop in Marathi and English languages. The user-friendly guide should be comprehensive and cover all aspects of process monitoring including the rationale, concepts, significance, utility, determination of processes for mentoring, methods, tools, source of information, methods for analyses, dissemination practices, integrating in the local contexts, dos and don’ts, and such. The guide should comprise case studies and live examples of process monitoring from the local context.

The Agencies would be responsible for all equipments and logistics.

6. TIMELINE FOR ACTIVITIES AND SCHEDULE OF DELIVERY

The Agencies will be expected to successfully implement each of these selected theme activity, based on the following specific deliverables:

S. No.

Duration (after contract signing)

Deliverable

1 4th Week Inception report with detailed work plan

2 8th Week Scoping note with shortlisted key processes for process monitoring

3 13th Week Note on review of process monitoring approaches and methods (refer task no. 2 in previous section)

4 15th Week Process monitoring framework

5 First 8 weeks of each quarter for the duration of the contract

Rounds of process monitoring (1 round per quarter, to be decided with mutual agreement with MSRLM may change with field situation)

6 Last 2 weeks of each quarter for the duration of the contract

Presentation of findings, learning and recommendations after each round of process monitoring (at BMMU, DMMU and SMMU levels)

7 2nd Week after completion of each quarter

Report of each round of process monitoring

9

8 2nd Week after completion of each quarter

List of case studies of processes for written-audio-visual documentation

9 By the completion of the 4th round of process monitoring

Protocol document for process monitoring

10 55th Week Resource guide for process monitoring in Marathi and English languages

11 55th Week Annual report

12 56th Week Workshop at state level for sharing of learning from process monitoring of MSRLM

13 56th Week Final (assignment completion) report.

7. COMPOSITION OF PROCESS MONITORING TEAM

Process monitoring by nature is a challenging function and the analyses emanating from the process monitoring may have manifold implications at policy, legal, social, programme, and team levels. This necessitates shortlisted agencies to have commensurate multi-dimensional competencies. MSRLM expects shortlisted agencies having sound understanding of the state and regional-local contexts, expertise in socio-eco-political as well as legal and programme management processes. In line with this the shortlisted agencies need to propose a team that is able to effectively fulfill the expectations of this assignment. The EOI should clearly mention the details of proposed team size and composition, expected role in the assignment, their competencies, relevant experience, and the quantum of time to be given for this assignment along with the operational plan for undertaking this assignment. The bidding agencies may consider the following indicative list for their team composition: (A) Core Team:

Team Leader-Full time (1),

Technical Advisor-Part time (1),

Analyst-Full time (1),

(B) Field Team:

Field Coordinator (1 per region ),

Field Team members (5 teams of 2 members per region)

The above team composition is for the first year. In the second year, only the field team members composition will change as 3 teams of two members per region and third year the 1 team of two members per region.

8. ESTIMATED WORK PERIOD The total work period for the assignment is scheduled for a period of three years, but on completion of each year, the contract will be extended subject to

10

satisfactory performance. The SMMU will lay down criteria for the purpose of assessing the performance of the agency. Value addition made by the process monitoring agency to the overall improvement in the quality of implementation of the Mission and the new valuable insights provided by the agency would be considered among other factors, for extension of the contract. The organization will be paid contingent upon timely submission of agreed deliverables.

9. FUTURE USE OF DATA A contract for this project will only be awarded on the condition that all information, reports and plans, both print and electronic, as well as the system that may have been designed specifically for this project, in whatever format, will belong to MSRLM. The organization may not use the data for their own research purposes, nor license the data to be used by others, without the written consent of MSRLM.

10. Qualification: Only agencies fulfilling the following conditions may apply:

i. The agencies should have been registered for a minimum of 5 years.

ii. The agencies should have been engaged in designing and implementing at scale Monitoring & Evaluation assignments in rural development (assignments involving a sample of at least, 100 or more villages in a single round/ simultaneously), preferably having process monitoring studies/assignments, evaluation of community driven development projects during the last three years.

iii. The agencies must have an annual turnover of Rs. 1.5 crore for the each of last 3 years

11

Annexure-A : List of Intensive blocks in NRLP

S. No

District Type of Block

Region

Region (Geographi

cally, historically)

Admini-strative Division

Name

Process Monitori

ng Blocks

1 Gadchiroli IB R1 Vidarbha Nagpur Kurkheda

2 Gadchiroli IB R1 Vidarbha Nagpur Dhanora

3 Gadchiroli RB R1 Vidarbha Nagpur Etapalli

4 Gadchiroli RB R1 Vidarbha Nagpur Aheri Internal

5 Jalna RB R1 Marathwada Aurangabad Bhokardan

6 Jalna RB R1 Marathwada Aurangabad Jalna Internal

7 Jalna IB R1 Marathwada Aurangabad Ghansawangi

8 Nandurbar RB R2 Khandesh Nashik Akkalkuwa Internal

9 Nandurbar RB R2 Khandesh Nashik Akrani/ Dhadgaon

10 Nandurbar IB R2 Khandesh Nashik Shahade

11 Yavatmal Wardhini R1 Vidarbha Amravati Babulgaon Internal

12 Yavatmal RB R1 Vidarbha Amravati Kalamb

13 Yavatmal RB R1 Vidarbha Amravati Ghatanji

14 Yavatmal IB R1 Vidarbha Amravati Kelapur/ Pandharkawda

15 Yavatmal Wardhini R1 Vidarbha Amravati Ralegaon

16 Wardha Wardhini R1 Vidarbha Nagpur Seloo

17 Wardha Wardhini R1 Vidarbha Nagpur Wardha Internal

18 Wardha Wardhini R1 Vidarbha Nagpur Deoli

19 Gondia MAVIM R1 Vidarbha Nagpur Tirora

20 Gondia MAVIM R1 Vidarbha Nagpur Salekasa Internal

21 Gondia Wardhini R1 Vidarbha Nagpur Arjuni Morgaon

22 Solapur IB R2 WM Pune Barshi Internal

23 Solapur MAVIM R2 WM Pune Mohol

24 Solapur MAVIM R2 WM Pune Malshiras

25 Solapur IB R2 WM Pune Sangole

26 Thane IB R2 WM Konkan Talasari Internal

27 Thane IB R2 WM Konkan Jawhar

28 Thane IB R2 WM Konkan Palghar

29 Thane MAVIM R2 WM Konkan Bhiwandi

30 Thane MAVIM R2 WM Konkan Shahapur

31 Osmanabad IB R2 Marathwada Aurangabad Osmanabad Internal

32 Osmanabad IB R2 Marathwada Aurangabad Tuljapur

33 Osmanabad IB R2 Marathwada Aurangabad Lohara

34 Ratnagiri IB R2 WM Konkan Sangameshwar

35 Ratnagiri IB R2 WM Konkan Lanja Internal

36 Ratnagiri IB R2 WM Konkan Ratnagiri

RB-Resource blocks, IB-Intensive blocks, MAVIM-Mahila Arthik Vikas Mahamandal, Region 1-R1, Region 2-R2, WM- Western Maharashtra

12

Annexure-B :MANDATORY INFORMATIONREQUIRED FROM THE AGENCIES EOI for Package ……………………(Region………….) A) Location of Head office

B) Does the agencies have an office in Maharashtra (Yes/No)

C) Date of establishment of the agencies (DD/MM/YY)

D) Number of similar Monitoring & Evaluation assignments in rural development successfully implemented in last 3 yrs (Please fill only similar Monitoring & Evaluation assignments with sample size of 100 or more villages in a single round/ simultaneously)

Name of Assignment :-

Year of Implementation

1

2

3

4

5

E) Number of similar Monitoring & Evaluation assignments in rural development successfully implemented in Maharashtra in last 3 yrs (Please fill only similar Monitoring & Evaluation assignments with sample size of 100 or more villages in a single round/ simultaneously)

Name of the Assignment:-

Year of Implementation

1

2

3

F) Number of similar Process Monitoring

assignments successfully

implemented in last 3 yrs

Name of the Assignment:-

Year of Implementation

1

2

3

13

G) Core Project Team

Name Educational qualification

Experience with similar

assignments

(Number)

State(s) in which the member

has implemente

d similar assignment

s

No. of assignments implemented

Team Leader

Technical Advisor

Analyst

H) Please list Annual Turnover amount of your agency for the last 3 years (in INR)

Sr. No Year Amount (in INR)

1. 2011-12

2. 2012-13

3. 2013-14

Annexure-C :Required Qualification of Process Monitoring Team Members.

S. No.

Key Positions

Profile Required Expected

Competencies

Core Staff

1. Part time - Technical Advisor

S/he should have PG in management/ finance/ business/ engineering/social sciences at least 10 years of experience in Monitoring and Capacity Building /Management of which at least 5 years of field work experience. Specific experience in monitoring and evaluation of social development projects and process monitoring for at least for 2-3 years is must. Good leadership and team

Sound contextual understanding of Maharashtra

Designing MEL framework

Designing process monitoring framework

Anchoring process monitoring for large scale rural livelihood enhancement and micro-finance programmes.

14

building skills. Strong analytical experience of social change processes

2. Full time - Team leader

S/he should have PG in social sciences/ Rural Development/ community development/ Social work/ Economics, Statistics with at least 7 years of relevant experience in capacity building /social mobilization. Fieldwork experience for at least 3-5 years in social/community development projects is a must. S/he should be well conversant with the methodology of community development and participatory research/resource analysis and livelihood issues with good analytical skills.

Sound contextual understanding of Maharashtra

Well-versed with Marathi and English languages

Designing MEL framework

Designing process monitoring framework

Anchoring process monitoring for large scale rural livelihood enhancement and micro-finance programmes

Strong analytical experience of social change processes

Sound understanding of community development processes

Leading of multi-location and multi-skill teams for MEL

Data analysis and presentation

Development of briefing notes, precise reports and case studies

3. Full time - Analyst

S/he should have PG in computer science or related field/MCA with 5 years of experience. Good knowledge in latest computer applications, web applications and knowledge of any computer program analysis like SPSS/STATA. Should be able to interpret MIS data with process results.

Sound understanding of data management software’s and programmes

Well-versed with Marathi and English languages

Data collection-entry-collation-analysis and presentation

Development of precise data-analysis based reports

Key Field Staff

4. Field Coordinators

The preferred education requirement for Field team

Sound contextual understanding of

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coordinator is PG in social sciences/ Rural Development/ community development/ Social work with 4-5 years of relevant experience.

Maharashtra

Well-versed with Marathi and English languages

Sound understanding of monitoring especially process monitoring for rural livelihood enhancement and micro-finance programmes

Sound understanding of community development processes

Leading of teams for MEL

Data analysis and presentation

Development of precise reports and case studies.

5. Field Team members

Graduate in social sciences/Social work or any relevant. Subject With at least 3-4 years of experience in social sector. Are well conversant with the local dialect.

Sound contextual understanding of Maharashtra

Well-versed with Marathi language

Sound understanding of monitoring especially process monitoring for rural livelihood enhancement and micro-finance programmes

Sound understanding of community development processes

Data collection-entry-collation-analysis and presentation

Development of precise reports and case studies

MM M&E

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES– FIRMS SELECTION)

INDIA

MAHARASHTRA STATE RURAL LIVELIHOODS MISSION (MSRLM)

NATIONAL RURAL LIVELIHODS PROJECT (NRLP)

Loan No./Credit No./Grant No.: 4978 IN

ASSIGNMENT TITLE: CONSULTANCY SERVICES FOR PROCESS MONITORING FOR THE MAHARASHTRA STATE RURAL

LIVELIHOODS MISSION UNDER NATIONAL RURAL LIVELIHOODS PROJECT (NRLP)

Reference No.: PP/CON/PM1

1. The Government of India has launched the National Rural Livelihoods Mission (NRLM) under the Ministry of

Rural Development (MoRD). The mission aims at creating efficient and effective institutional platforms of the rural

poor enabling them to increase household income through sustainable livelihood enhancements and improved access

to financial and selected public services. NRLM has set out with an agenda to reach out, and mobilize 7 crore BPL

households, across 600 districts, 6000 blocks, 2.5 lakhs Gram Panchayats, 6 lakhs villages in the country, into self-

managed SHGs and federated institutions and support them for livelihoods enhancement and income augmentation.

2. The Government of India has availed a credit from International Development Association (IDA), towards the

National Rural Livelihoods Project which aims to support the National Rural Livelihoods Mission under the

Ministry of Rural Development, Government of India; and intends to apply part of the loan proceeds to make

payments under the contract for the following services:

The consulting services (“Consultancy Services for Process Monitoring for the Maharashtra State Rural

Livelihoods Mission under National Rural Livelihoods Project (NRLP)”) include following;

3. BACKGROUND

The Maharashtra State Rural Livelihoods Mission (MSRLM) was launched in 2011 under the aegis of the National

Rural Livelihoods Mission (NRLM) – Aajeevika. The objective of the Mission is to reduce rural poverty in

Maharashtra by creating and strengthening community based institutions which would function as pathways to

sustainable livelihoods of the poor. The Mission is being implemented in a phased but intensive manner in the state.

In the first phase, the Mission is being implemented in 36 blocks spread over ten districts.

NRLM is process intensive and the culmination outcomes depend on the quality of processes adopted at all levels.

The Mission has determined a priori certain key processes to be adopted by the implementation agencies. Any

deviation from the normative process could affect the Mission outcomes. However, if deviations are identified and

corrected early, the Mission could achieve its objective. Identifying the process deviations through internal reviews

and monitoring is not always effective. Therefore, NRLM has provided for a third party process monitoring. Thus,

MSRLM has decided to commission a third-party process monitoring to track the process deviations and provide

early signals to the Mission management to undertake corrective action. Further, process monitoring would also help

the Mission to learn from its own experience and improve upon its effectiveness over time. Thus, a well designed

process monitoring would identify key process deviations, facilitate mid-course corrections and improve upon the

quality and effectiveness of Mission implementation, particularly, in the early stages.

MSRLM seeks to commission Concurrent Process Monitoring for 3 year by external agencies. It is proposed to

procure the services of two agencies experienced in conducting similar studies to undertake process monitoring in

two regions of the Mission Area, each region covering 5 districts. Region-1 covers the districts of Gondia,

Gadchiroli, Yavatmal, Wardha and Jalna, while Region-2 includes Nandurbar, Thane, Ratnagiri, Solapur

and Osmanabad. Details of the intensive districts and blocks falling under these regions are provided in Annexure-

A of the TOR. An agency will be considered only for one region. However, an agency can apply for both regions,

indicating its inter se priority between the two regions. The services of the agency will be contracted as per the

procurement guidelines of NRLM. The contracted agency will undertake the assignment under the overall

supervision of the CEO of MSRLM or his nominee officers.

The M&E thematic of MSRLM will also undertake process monitoring in one block each in all the 10 intensive

districts. These 10 blocks are mentioned in the Annexure-A of ToR.

4. PURPOSE AND OBJECTIVES OF ASSIGNMENT

As MSRLM is implementing a community driven project, there is need for a responsive and adaptive monitoring

system as community level development processes do not necessarily conform to pre-set rules, deadlines, targets or

blue print approaches. The programme is being implemented with four strategies like home grown model,

partnership model, resource block strategy and internal implementation. The Process monitoring would help to

ensure that project facilitation activities are properly undertaken and fiduciary aspects of the project are properly

handled in all four strategies of implementation.

The objective of the process monitoring assignment is to support decision making at all levels of MSRLM

management. More particularly, the objectives of process monitoring are:

i. to identify deviations in implementation against the actual plan of implementation (Theory of change/ Logical

framework to be used whenever designed) at community and programme management levels of MSRLM;

ii. to provide pertinent recommendations for refining the unfolding processes and implementation of MSRLM at

community and programme management levels;

iii. to identify and document best practices from all four strategies for replication;

iv. to draw out relevant learning for MSRLM from the various approaches and methods used for implementation of

rural livelihood enhancement programmes in India and South Asia.

v. to support in transitioning from external organization led to community led process monitoring with proper handover

and exit strategy for the process monitoring agency.

5. SCOPE AND COVERAGE The Agencies will be responsible for monitoring the key processes at Village/Panchayat/Cluster/Block/District/State

level as per the activities conducted by MSRLM.

The M&E team of MSRLM will work closely with the Agencies in executing their tasks.

The selected Agencies will therefore be expected to successfully implement aspects of the process monitoring

activities. The Agencies will be responsible for the following activities:

i. Mapping of key processes: At the outset, the shortlisted agencies would undertake a scoping exercise so as to map

out and finalize the key processes to be monitored vis-a-vis the normative processes.

ii. Review of process monitoring approaches: On commencement, the shortlisted agencies would undertake a desk

review of the various process monitoring approaches and methods used in the country and South-Asian region for

rural livelihood enhancement programmes. This desk review needs to be undertaken based on secondary sources, the

prior experience of the shortlisted agencies, and focused consultations with relevant experts. This review is expected

to generate a briefing note comprising compilation of various approaches and methods used for process monitoring,

key learning from the same, and recommend suggested approach and methods for undertaking process monitoring of

MSRLM.

iii. Design a process monitoring framework: Once the above-mentioned two tasks have been completed, the

shortlisted agencies would design a framework for process monitoring of MSRLM in the allocated districts as per

the earlier mentioned scope of work. This framework is expected to detail out the key processes to be monitored, the

approach and methods to be used, designing, adapting, translating pre-testing and revising the Process monitoring

instruments, frequency of monitoring, sampling strategy and coverage, themes for each round of monitoring,

methods of analyses, nature of outputs to be generated, plan for dissemination of findings, and plan for incorporation

of suggested refinements in the framework for subsequent rounds.

iv. Training of field staff: The training program will be a comprehensive general training that will create a team

environment and allow for substitution between roles should any team member take a leave of absence due to illness

or other emergency. The Agencies will be responsible for (i) developing training materials for instruments and tools

(ii) training field staff hired by the Agencies in protocols and the use of tools and instruments. The training program

will include theoretical, classroom and field training.

v. Process monitoring: The shortlisted agencies would undertake various rounds of process monitoring on the basis of

the agreed upon process monitoring framework and work-plan (as proposed in the inception report).

vi. Analysis: For each round of process monitoring, the shortlisted agencies would collate and analyze the various

information and data collected during process monitoring. The shortlisted agencies need to share at the beginning

with SMMU the details (software to be used and methods for analyses) of information-data entry, collation and

analyses, which once agreed upon by SMMU needs to be followed for each round of process monitoring.

vii. Dissemination: The shortlisted agencies would have to provide SMMU a detailed plan of dissemination of the

analysis of each round of process monitoring. This plan needs to provide details of the form in which the findings

would be presented / shared with and to which levels (i.e. SMMU / DMMU / BMMU). This dissemination should

comprise the approach and methods used, key findings and analyses, learning and recommendations for each level.

This dissemination should be done after each round of process monitoring as well as at the state level on an annual

basis.

viii. Report: After each round of process monitoring, the shortlisted agencies would have to develop and share a report

of that round with the relevant DMMUs and SMMU. This report should comprise the theme, sampling strategy and

coverage, methods used, key findings and analyses, case studies, learning, recommendations for each level,

challenges encountered and overcome, team deployed, contextual changes observed, and other relevant information.

ix. Documentation: The shortlisted agencies would have to identify and provide 2 case studies of critical processes

from each block per round. The agency could recommend 10% of case studies for detailed written-audio-visual

documentation. These case studies need to highlight processes related successes / challenges in implementation and

innovative / out of ordinary occurrences taking place in the project area. The shortlisted agencies may also have to

support in the written-audio-visual documentation of the selected case studies.

x. Protocol: The shortlisted agencies would have to develop a protocol document for process monitoring by the end of

2 rounds of monitoring. This protocol document should comprise the normative processes, key processes to be

monitored, detailed process monitoring framework, nature of team to be deployed for process monitoring, methods

for information and data collection-entry-collation-analyses, plan for dissemination of findings and analyses, report

format, and rudiments of case studies for written-audio-visual documentation. The protocol document, like all

protocol documents, needs to provide detailed steps for these points and rationale behind the same as well as a

section of frequently asked questions and their answers.

xi. Identification and Capacity building of Community level process monitors including development of training

module/ Resource guide/handbook/manual: The shortlisted agencies would have to develop a resource guide, by

the end of 4 rounds of monitoring, in Marathi and English languages for transitioning of external organization led

process monitoring to community led process monitoring facilitated internally by MSRLM. It is envisaged that

eventually process monitoring needs to be owned and sustained by the community. For this purpose, community

monitoring teams of 10 members per block need to be identified in all 4 rounds, trained and mentored by the

external process monitoring agencies. The resource created by identification of community level monitors can be

trained on-field and utilized for next round of process monitoring by the agency. This would be aided by creating a

process monitoring guide book that the external process monitoring agencies need to develop in Marathi and English

languages. The user-friendly guide should be comprehensive and cover all aspects of process monitoring including

the rationale, concepts, significance, utility, determination of processes for mentoring, methods, tools, source of

information, methods for analyses, dissemination practices, integrating in the local contexts, dos and don’ts, and

such. The guide should comprise case studies and live examples of process monitoring from the local context.

The Agencies would be responsible for all equipments and logistics.

6. Invitation

The Maharashtra State Rural Livelihoods Mission (MSRLM) now invites eligible consulting firms (“Consultants”) to

indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that

they have the required qualifications and relevant experience to perform the Services.

7. Qualification:

Only agencies fulfilling the following conditions may apply:

I. The agencies should have been registered for a minimum of 5 years.

II. The agencies should have been engaged in designing and implementing at scale Monitoring

& Evaluation assignments in rural development (assignments involving a sample of at least,

100 or more villages in a single round/ simultaneously), preferably having process

monitoring studies/assignments, evaluation of community driven development projects

during the last three years.

III. The agencies must have an annual turnover of Rs. 1.5 crore for the each of last 3 years

It is proposed to procure the services of two agencies experienced in conducting similar studies to undertake process

monitoring in two regions of the Mission Area, each region covering 5 districts. Region-1(Package 1) covers the

districts of Gondia, Gadchiroli, Yavatmal, Wardha and Jalna, while Region-2 (Package 2) includes

Nandurbar, Thane, Ratnagiri, Solapur and Osmanabad. Details of the intensive districts and blocks falling

under these regions are provided in Annexure-A of the TOR. An agency will be considered only for one region.

However, an agency can apply for both regions(Packages), indicating its inter se priority between the two

regions(Packages).

Please note that

1) Firm has to submit separate EOI for each of Package. (If firm is submitting an EOI for both the packages then

they must express their priority for package in covering letter)

2) Consulting firm must attach the format described in TOR i.e. Annex B. MANDATORY

INFORMATIONREQUIRED FROM THE Agency along with EOI

8. "The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank’s Guidelines: Selection and

Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers “Consultants

Selection Guidelines of the World Bank dated January 2011” (“Consultant Guidelines”), setting forth the World

Bank’s policy on conflict of interest. " "The Guidelines are available at www.worldbank.org/procure."

9. Consultants may associate with other firms in the form of a joint venture or a sub consultancy to enhance their

qualifications.

10. A Consultant will be selected in accordance with the Quality and Cost Based Selection (QCBS) method set out in the

Consultant Guidelines.

11. Further information can be obtained at the address below during office hours i.e. 10.00 to 17.00 hours.

12. Expressions of interest must be delivered in a written form to the address below (in person, or by mail) by 9/9/2014

before 17.00 Hours (IST)

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Chief Executive Officer,

Maharashtra State Rural Livelihoods Mission (MSRLM)

Office No. 101 & 102, Monarch Plaza, Plot No. 56,

Sector 11, Belapur, Navi Mumbai,

Maharashtra, India. Pin Code : 400614

Phone:(+91) 022-27562554/52

E-Mail:[email protected]