Piloting a participatory, evidence-based project planning approach in Kismayo

1. Summary
1.1. Ground Truth Solutions (GTS) seeks the services of a research firm/organisation to support its efforts to pilot a participatory planning approach with communities in Kismayo, Lower Juba, Somalia. This initiative of GTS aims to ensure communities and local stakeholders have opportunities to shape the planning of projects, specifically when it comes to their own capacities and vulnerabilities, and risks of exclusion such as gatekeeping. Lessons learnt from this process will be documented to support advocacy efforts and guidance for better participatory planning processes. This process is implemented together with the community it aims to serve, and will be informed by participatory community research.

1.2. The case study for this initiative will be a GIZ project named “Socio-economic participation of poor female-headed households in Kismayo”, which has been assessed to be at high risk for gatekeeping and thus serves as an ideal test case for GTS to integrate and later publicise this approach for the benefit of the entire aid and development community in Somalia.

2. Purpose and scope
2.1. The objective of the research is to pilot and publish a participatory planning process with a project at high risk of gatekeeping, with the long-term vision of establishing a new best practice standard. In line with that purpose, GTS is looking to appoint a research firm to engage with the communities in locations where the GIZ project may take place, conduct qualitative focus group discussions and interviews, as well as quantitative surveys, and support the GTS in setting up and running a monthly community representative group whose feedback will contribute to the successful running of the project.

2.2. The scope of work covers support with desk research, qualitative consultations with a range of stakeholders (government, aid and development actors, affected communities), one quantitative survey (sample size ca. 500 people, to be determined based on initial research), and finally support in setting up and engaging with an group of community representatives set up as part of this project. This group will consist of community members and other representatives of communities, such as civil society organisations that represent community interests (considering trust, clan dynamics etc.). Lessons learned on setting up and engaging with this group to inform the GIZ project will be communicated to relevant actors in order to replicate best practices elsewhere.

3. Deliverables
3.1. In carrying out this assignment, the appointed research firm will be expected to carry out the following tasks, in coordination with GTS and with support and oversight provided by GIZ project staff:

a) Support GTS in reviewing existing complementary services in Kismayo (social protection services by the government of Somalia, and state governments especially Jubaland, other humanitarian/development services) and existing power structures, particularly where conversations or documentation is in Somali. This may include conversations with local stakeholders/authorities.

b) Advise on local power dynamics and facilitate access to key stakeholders, with support from GIZ project staff, to contribute to a stakeholder power analysis.

c) Conduct qualitative research (KIIs, FGDs) with affected people, aid/development actors, and government actors involved in social services on:
i. Power dynamics in the provision of aid and social services, including perceptions on how decisions are made, knowledge of structures for community engagement and feedback, and views on accountability.

ii. The challenges and capacities of multi-dimensionally poor internally displaced people, returnees and host community households, women-led households, including perceptions on which community members are most vulnerable and would most benefit from long-term support, current coping mechanisms, social capital and capacities, barriers in accessing aid, strategies to overcome such barriers, etc. Key output: what do communities see as the biggest risk factors/vulnerability indicators and what do they see as important criteria for a household to be
eligible for support.
iii. Power dynamics in Kismayo, including between clans, sub-clans and minority groups, including who are trusted members of the community, who can participate in decisions that affect the community and who is left out, and risks of aid diversion. Key output: who would the community like to represent them in the planning process for projects at risk of gatekeeping.
iv. How to best undertake geographical targeting in order to prevent region-based gatekeeping and also prioritizes high-potential areas among the poorest and most vulnerable households.

d) Support the establishment of a group of community representatives who will meet once per month (or at other intervals as appropriate and requested by the group) and advise the project. This may involve:
i. Recruitment of interested participants, and selection of final members.
ii. Holding information sessions to explain the project and anticipated process.
iii. Regular contact, meetings and engagement with the group of community representatives, in collaboration with GTS and in a format chosen and supported by the group, to support their involvement in the process.

e) Conduct a small survey (n= ca. 500, to be decided based on results of initial research) to gain further data from the community about issues explored in the qualitative phase, including regarding perceived vulnerability and targeting criteria.

f) Joint analysis of data emerging from the qualitative research with GTS. Findings will be communicated with the group of community representatives in order to inform decisions in the GIZ project, such as geographic targeting, targeting of individuals, and support needed.

g) Meetings with the group of community representatives to discuss an accessible and easy-to-use feedback mechanism for the GIZ project. Key output: Data and lessons from communities on how to establish a context appropriate and functional community feedback mechanism in collaboration with communities. Existing feedback mechanisms may be adapted and used as appropriate.

h) Support GTS and GIZ in engaging with government representatives, including participating in a one-day workshop to share lessons learned from the project.

i) Conduct a lessons-learned workshop with the group of community representatives. Insights from this workshop should be communicated to GTS, particularly regarding:
i. how to establish and support a bottom-up project group of community representatives, made up of a range of stakeholders and including diverse community representatives
ii. how to develop targeting criteria through a community participatory process

j) Participate in lessons-learned workshops with humanitarian and development actors alongside GTS to communicate challenges and good practice.

3.2. For all qualitative data collected from communities, as well as meetings with the group of community representatives, the research firm will:
a) Provide translated transcripts of the interviews, key informant interviews and focus group discussions. Transcripts must be a word-for-word recording of everything that was said. Transcripts that summarise conversations will not be accepted.

b) Provide notes on discussions had with the group of community representatives, including next steps decided by the group and notes on any support needed.

c) Conduct activities with experienced qualitative researchers and facilitators, and appropriately trained note-takers.

3.3. For quantitative data collection, the research firm will:
a) Work closely with GTS on the finalisation of the survey tool (including the translation of survey questions from English into Somali), the survey methodology, and sampling approach.

b) Appoint and manage a team of capable enumerators with appropriate education levels and experience in collecting quantitative data from people affected by humanitarian crises. The research firm must ensure the ability of enumerators to work with multidimensionally poor households in Kismayo effectively, considering local clan dynamics.

c) Participate in training of trainers sessions facilitated by GTS. These sessions will cover GTS and the project, the GTS code of conduct, sampling and methodology, the survey instrument, data quality assurance steps, enumerator behaviour and how to report cases of abuse.

d) Organise a series of online or in-person training sessions in collaboration with GTS to train the enumerators. The enumerator training will familiarise enumerators with topics covered in
the training of trainers and ensure that all have ample time to practice conducting interviews.
Enumerators will also be expected to provide critical feedback and input on the survey instrument and its translation to ensure it is understood as intended by interviewees.

e) Ensure that enumerators are provided with the materials and training they need to enable them to complete the assignment within the timeframe. GTS will also share a series of resources that will be made available to enumerators.

f) Conduct a test round of data collection as part of the training of trainers/enumerator training, using the SurveyCTO survey tool provided by GTS. For this piloting testing, each enumerator will conduct 5 interviews.

g) Conduct face-to-face surveys, based on the random sampling approach shared by GTS.

h) Share the live raw data set with GTS on a daily basis for the purpose of remote quality assurance. Following each day of data collection, GTS will provide personalised feedback to supervisors, which can then be shared with individual enumerators, where needed.

i) Ensure the security of the completed survey forms and data until it has been successfully received by GTS. The data must be deleted by the data collectors upon the request of GTS.

j) Collect data keeping to timelines agreed in advance with GTS and communicating any delays that may occur to GTS.

k) Provide translations of any open-ended questions to GTS after data collection.

l) Provide input on analysis at the request of GTS. Enumerators may be requested to attend a debriefing session to gather their thoughts and opinions on the exercise.

3.4. The relevant guidance and materials needed to present the findings/project goals/other relevant information to communities will be provided by Ground Truth Solutions and/or GIZ.

3.5. The contractual obligation for the research firm involves all administrative and organisational processes which are involved in contacting the relevant authorities, focal points, and organising a suitable time and place for community dialogue and research.

4. Quality assurance
In order to ensure quality, the research firm should ensure the following:
4.1. Staff and enumerator teams in Kismayo participate in training on the purpose of the research provided by GTS.

4.2. Ensure that all interviews are an appropriate length (no shorter than 15 mins, depending on the finalised survey instrument). GTS reserves the right to reject any interviews that do not adhere to our quality assurance standards, either due to their duration or the quality of open-ended responses.

4.3. Quantitative interviews should be submitted immediately following the conclusion of the interview before beginning the next interview.

4.4. Daily quality checks on the data collected will be carried by Ground Truth Solutions and will be communicated to the research firm. GTS reserves the right to pause data collection at any time within the first 3 days if quality issues become apparent.

4.5. Provide GTS with access to the live data in order to allow them to conduct daily quality assurance checks on the data and provide feedback to enumerators.

4.6. Respond to feedback by GTS based on daily quality assurance checks GTS will conduct on the data and provide feedback to the enumerators, addressing any potential concerns.

4.7. Ensure sufficient supervision of enumerators conducting surveys to make sure that the project explanation is accurate, questions are being asked in a clear way, and that responses are being accurately recorded. Documentation of the daily quality assurance analysis and/or meeting notes from debriefs with enumerators.

5. Code of conduct
5.1. Ensure that all enumerators adhere to the GTS Code of Conduct for Enumerators. If any aspects of the Code of Conduct have not been adhered to, GTS reserves the right to withhold payment completely or until data has been collected in line with the above code of conduct.

5.2. In cases where the enumerator’s behaviour constitutes a fundamental breach of the Code of Conduct, leading to the safety/wellbeing of participants being compromised or resulting in reputational damage of the organisation, GTS reserves the right to immediately terminate the contract of the enumerator/s and the data collection company.

5.3. In cases where it is brought to the attention of GTS that the actions of enumerators have constituted a clear breach of safeguarding practices, (e.g. sexual exploitation and abuse) GTS will also report this to relevant authorities.

6. Timeframe
6.1. GTS expects the project to start in January 2024 and to run for a period of 6 months.

7. Contractual arrangements
7.1. The agreement will be between the appointed data collection company and GTS, and it will specify quality and assurance checks on the data. Failure to satisfactorily complete the tasks may result in the agreement becoming void.

7.2. The data collection company and its staff will be expected to conduct themselves in accordance with the requests and guidelines of GTS, when moving around and engaging with affected people. Before surveying can begin, all necessary permission and consent need to be sought from the relevant authorities and/or organizations operating in the country.

7.3. All data and work product produced during this engagement will be the sole property of GTS, and the data collection company will have no authority to use or disseminate any of it without prior approval by GTS.

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Please send your proposal not in excess of 5-10 pages including a description of your qualifications as they relate to this assignment specifically and an itemised budget to [email protected] and [email protected] on or before 2nd January 2023.