Procurement of Consultancy Services _ Engagement of 12 Data collection Consultants

1.Background:

USAID Let’s Read is a six-year (January 7, 2019 – January 6, 2024) project targeting five provinces, specifically, Eastern, Muchinga, Southern, North-Western, and Western. The project’s primary focus is to improve reading outcomes for approximately 1.4 million children attending pre-primary (kindergarten) through to Grades 3 and provide professional development for teachers to support reading interventions in Zambian public and community schools.

The USAID Let’s Read Project, in collaboration with the Ministry of Education, is embarking on an important survey to assess the reading material availability for learners in Zambia. This activity is designed to support the data collection and analysis required for this survey.

2. Objective: The objective of this activity is to conduct classroom observations and collect accurate data on the availability, access and use of reading materials in the language of instruction for targeted learners, as specified in the survey indicator.

3. Scope of Work: The selected service provider will perform the following tasks:

• Familiarize themselves with the survey indicator and its definitions, including the requirements for decodable readers, leveled readers, and supplementary readers.
• Conduct classroom observations in primary-grade classes across the five target provinces: Eastern, Muchinga, Southern, North Western, and Western Zambia as assigned.
• Utilize a pre-designed data collection tool to record observations, including book-pupil ratios, for each grade and language of instruction.
• Ensure compliance with the survey protocol, which includes obtaining necessary permissions from school authorities and class teacher before conducting observations.
• Enter collected data into electronic data collection tools, following established protocols and guidelines for consistency and accuracy
• Verify and clean the collected data to eliminate errors and discrepancies.
• Prepare the filled data collection instruments, ensuring they are correctly organized and ready for review.

The project will provide additional information and data collection instruments and protocols in advance of the exercise. Transport from Lusaka to the provincial sites will be provided by the project, and the service provider will need to coordinate with the respective provincial teams as assigned.

4. Key Qualifications: The consultant should possess:

• A Diploma in IT, M&E, or Data Management with a proven track record of 1-2 years in data collection and data entry tasks.
• Proficiency in using mobile data collection tools such as KoBoCollect, ODK, SurveyToGo, or Survey123.
• Strong command of the English language, both spoken and written.
• Ability to work with speed and accuracy, even under pressure.
• Capability to comprehend instructions and adhere to established protocols.
• Experience in working with databases and ensuring data quality.
• Familiarity with educational settings and classroom environments.
• Prior experience with the USAID Let’s Read project is strongly preferred.

5. Deliverables: The consultant will deliver the following:

• Full participation in all data collectors’ orientation sessions for the survey
• Data collection orientation report
• Accurate and consistent data collected through classroom observations.
• Clean and verified data entered into electronic data collection tools or paper forms.
• Organized and properly filled data collection instruments ready for review.
• Daily and/or as much as needed communications with M&E team on progress updates and making recommended corrections.

6. Payment Schedule:

For this activity, a fixed fee will be paid, subject to a 15% Withholding Tax deduction.

The payment will be broken down into 2 phases and each payment will be made upon approval of the following deliverables:

1. Full Participation in orientation sessions and Data collection initial orientation report should be submitted to the M&E Director by the 3rd of September 2023. (40% of Net Amount will be paid).

2.  Accurate and consistent data collected through classroom observation

• Clean and verified data entered into electronic data collection tools or paper forms
• Organized and properly filled data collection instruments ready for review
• Daily and/or as much as needed communications with M&E team on progress updates and corrections when recommended

(The deliverables should be completed by the 20th September 2023, 60% of Net amount will be paid after submission of completed tools and approval of final report)

7. Duration: The activity is expected to span up to 18 days, taking place between 4th and 21st September 2023. The duration may be extended based on the ground realities and requirements.

8. Reporting and Monitoring: The service provider’s progress will be reviewed and overseen by the M&E Officer at the Head Office of the Let’s Read Project in Lusaka. Acceptance of deliverables will be based on the assessment of adherence to instructions and quality of data collected and presented.

9. Data Confidentiality and Ownership: All data collected during the activity will be treated as confidential and property of EDC. Data Assistants will be required to uphold data privacy standards and return any materials provided upon completion.

10. Submission of Applications: Interested candidates are requested to submit their application, including a detailed CV and cover letter, to ZambianProcurement@edc.org. With the SUBJECT LINE: SURVEY DATA COLLECTION, by 27th August 2023. The cover letter should highlight the candidate’s relevant experience and qualifications.

11. Selection Process: Candidates will be evaluated based on their qualifications, experience, and ability to meet the requirements of the consultancy. The selection criteria shall be as follows:

a.  Educational qualification (30%)

• A Diploma in IT, M&E, or Data Management

b. Technical Experience (50%)

• Proven track record of 1-2 years in data collection and data entry tasks.
• Proficiency in using mobile data collection tools such as KoBoCollect, ODK, SurveyToGo, or Survey123.

c. Skill Set (20%)

• Strong command of the English language, both spoken and written.
• Ability to work with speed and accuracy, even under pressure.
• Capability to comprehend instructions and adhere to established protocols.
• Experience in working with databases and ensuring data quality.
• Familiarity with educational settings and classroom environments.

Shortlisted candidates will be invited for an interview or further assessment.

12. Issuance Date: 23rd August 2023

13. Deadline for Submission of CVs and Cover letters: 27th August, 2023,

14. Point of Contact: For inquiries and submission of applications, please contact the Procurement Lead at ZambianProcurement@edc.org.

15. Disclaimer: EDC reserves the right to accept or reject any or all applications without assigning any reason.

16. Conclusion: This activity offers a unique opportunity to contribute to the improvement of literacy outcomes for Zambian learners. The service provider’s role is integral to ensuring accurate data collection, which will inform targeted interventions to enhance reading materials accessibility and quality across the target provinces.

*Note that only individual consultants are encouraged to apply