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Mid-Term Evaluation of the project (ToR)




The Advocacy and Policy Institute (API)

Terms of Reference (ToR) on Mid-Tem Evaluation of the Project

“Promoting Rights, Voices, Choices and decisions for Citizens (Pro-Citizens)”


1.1  The organization:


The Advocacy and Policy Institute (API) is a Cambodian non-profit and non-Government organisation. Established in July 2003 as part of PACT Cambodia, registered with the Ministry of Interior in July 2007, it became fully independent in 2008.


API is a leading advocacy capacity building institution, working on promoting access to information, decentralization and policy dialogue.  The Institute has forged its reputation through the delivery of advocacy training courses and the production of advocacy publications in both Khmer and English to promote understanding of advocacy, access to information and the Government’s Decentralisation and De-concentration policy and survey research on policy analysis related issues happened in the sub-national level.


API works with Government institutions, civil society organisations, and networks to build their capacity and support them to respond to the needs and concerns of people. By encouraging and improving partnerships, API also works to ensure that Government institutions provide space for citizens and civil society to interact and dialogue on critical issues and concerns and seeks to hold Government institutions and their representatives accountable.


The new Strategic Plan 2019-2023 consists of three components 1) Policy Influencing 2) Citizen Engagement, and 3) Access to Information. The goal is to fulfil rights and enhance voices of citizens for sustainable development in Cambodia.


1.2   The project


Funded from The Bread for World (BfdW) and DanChurch Aid (DCA), the Advocacy and Policy Institute (API) implements the project ”Promoting Rights, Voices, Choices and decisions for Citizens (Pro-Citizens)” in the period  2016-2019. The project operates in 40 communes of 11 districts in 5 provinces (Kampong Thom, Kampong Chhnang, Kampong Speu, Banteay Meanchey and Pursat) and at national level, with the following objectives:

·       The capacities of individuals (women, men and youth) and CBOs are improved to participate in decision making processes on commune development processes.

·       The capacities of local councils are strengthened to work with CBOs and NGOs in response to public needs.

·       Enhanced partnerships between government and civil society in responding to public needs and concerns.

The direct target groups are women and youth, villagers, community-based organizations (for youth, women, fisheries, farmers, people with disabilities (PwDs) and elderly people). They include 107 CBOs, both formal and informal, already established in the target communes, 307 commune councilors (47 women), 180 district councilors (19 women), 1876 women and single parents headed households, 2393 farmers (1196 women), 1747 elderly people (873 women), 2047 young people (942 women).


2  Objective of the Assignment:


Generally, the mid-term project evaluation is intended to assess the extent to which the Pro-Citizens project has contributed to its overall objective to improve local governance and democratic participation of citizens.


Specifically, the evaluation intends to achieve the objectives:

1.     To assess the extent to which the overall objective (impact) and specific objectives (outcomes) have been met, and to identify factors that have influenced the success of this project, as well as factors that have constrained the project from achieving its overall objective.

2.     To determine the relevance and effectiveness of each specific objective and its expected result; in particular considering the mechanisms and capacities that were developed by the project to improve the target groups to participate in decision making processes on commune development processes; to strengthen the local councils to work with CBOs and NGOs in response to public needs; and to enhance partnerships between government and civil society in responding to public needs and concerns  - how efficiently and effectively the project resources have been used?

3.     To identify and assess the direct impact and sustainability issues of the project in terms of the capacities, behaviours and ownership of CBOs and local governments the project has developed and how CBOs, citizens and CSOs have been empowered to positively interact with their local governments for public benefits and interests.

4.     To identify and capture positive and negative impact in the current context of the government framework for enhancing citizen participation of women and youth, best practices, challenges and lessons learnt in the project management and implementation; and to make specific and actionable recommendations for the improvement in the next remaining period.


3  Expected Output:

-        The evaluation team will be accountable for delivering the mid-project evaluation report as agreed on the report format in English with high quality.

-        Consultant will provide a presentation on key findings in the annual reflection workshop with all key relevant stakeholders in the project target area.


4  Suggested methodologies and sample size:

-        The methodology for this evaluation is to be in accordance with methodology of the project implementation with both quantitative and qualitative research, desk review, discussions and consultative meetings for the process of evaluation including focus group discussion or individual interviews.

-        API suggests the sample size will be determined based on sample size calculator https://www.surveysystem.com/sscalc.htm by confidence level of 95% and confidence interval of 5% of total population or households in the target communes.

o   Data collectionwith individual interviews of 384[1] informants from local citizens (citizens form), 9 key informants (Donor, Provincial Association of local councils, Project staffs, Partner NGOs, District Councillors/Governors) and 40 CBOs (CBOs form) and 6 Focus Group Discussions (FGD) with LAs (3 groups) and CBOs (3 groups) in the some target communes/sangkats and districts/municipalities in some provinces, namely Kampong Thom, Kampong Chhnang, Pursat, Banteay Meanchey and Kampong Speu

-        Data collection tools will be used according to API’s tools with initiative from consultant to achieve the objective of this assignment and API staff will only facilitate arrangement of discussions and meetings during data collection in the target area.



5  Scope of the work

The mid-term evaluation (MTE) should cover the whole project life ranging from the beginning (January 2016) to its end (December 2018) and include results and activities achieved at central and sub-national level (in selected provinces, districts and communes).


The MTE will be the result of an analysis of project documents, literature review, quantitative and qualitative assessment including Focus Group Discussions and key individual informant interviews. A list of stakeholders, implementers and partners is already proposed in Section 5, however, this list might be modified upon the views of the consultant(s).

The MTE should incorporate major findings from project progress reports, project financial audits and other project documentation and publications in order to draw comprehensive conclusions and recommendations on:

A)    Project indicators

1)    Increased by 20% on baseline the level of demands by citizens (disaggregated by sex and groups (women, men and youth) in 40 communes realized and/or put into practise.

2)    Identified community concerns/issues are incorporated into Commune Development Plans and rolling Commune Investment Plan (CIP) and District Development Plan (DDP)

3)    Increased from 76% to 85% of citizens, expressing satisfaction in the performance (problem solving, service providing, and budget information disclosure) of local elected Councils and Government.

4)    At least 30% (increased on baseline) of all local councils have increased their involvement and collaborations with CBOs and CSOs

5)    Disclosure of information is increased from 39 % to 60% by 2019 for public services, policy, standards and budget information and made available to the public

6)    At least 2 joint projects per district are implemented, addressing social services, natural resource & environmental management, and hygiene & sanitation issues

7)    CSOs/CBOs members have increased their engagements and participations through functioning and response local coordination mechanism as different levels from 8% to 35%


B)    Five standard criteria (OECD) will be applied for this evaluation including relevance, efficiency, effectiveness, impact, sustainability:

Relevance:  to assess to what extent the project activities are aligned to the national decentralization policies, NSDP and government framework, especially in the new political context.

Efficiency: to assess how efficient the project is, thus all expected result will be measured in qualitative and quantitative in relation to the outputs including activity, cost effectiveness, achievement in time.

Effectiveness: to assess to what extent the outcome (goal) and (use of) outputs (specific objectives) of the project have been achieved, the major factors to influence the achievement of the project, whether collaboration is smooth.

Impact: to assess positive and negative changes as they resulted from the project intervention such as changes of capacities, attitudes, and policies including enabling environment for citizens to interact with local authorities as well as local authority to perform their roles to address local citizens’ needs.

Sustainability: to assess how local authorities may continue to be accountable for improving their role to address local needs and promoting information disclosure; and how CBOs may continue their roles to actively voice out and participate for promoting democratic participation and human rights needs after the end of the project.


6  Work plan for assignment of consultant





# of day



Kick-off meeting to discuss about objectives, expectations and processes as well as tools are needed for the data collection




1st week November 2018


Collecting and reviewing information from API’s project documents and reports

Desk Review



1st week November 2018


Holding meeting interviews with API staff members to examine API’s project. 




2nd week  November 2018


Design and develop survey tools and forms and debrief meeting with API staffs about survey outline with tools and process

Design and meeting



2nd week  November 2018


Conduct the survey with project beneficiaries in the target communes

(Citizesn:384, CBOs:40)





3rd week  November 2018


Holding individual key informant interviews

KI (person)



3rd week  November 2018


Organize focus group discussions in the target district to understand about 5 criteria including outcome, impact, sustainable, effectiveness and efficiency, relevance of the project 

(API will facilitate logistic arrangement for some provinces)





4th week November 2018


Data entry

(Citizens: 384, CBOs: 40, KI:9)




3rd-4th week November 2018


Reporting(1st &/2nd &final)




3rd- 5th week November 2018


Present preliminary findings and discuss a draft report with API management and staff, followed by a final revision of the report to clarify points unclear to the API team/management.




5th week November 2018


7  FGD’s logistic arrangement:Different focus group discussions (FGD)with CBOs and Local Authorities of some province and APIwill be facilitated logistic arrangement


8  List of Key Informants and CBOs for individual interviews will be sent latter


9  Proposed activities:

The consultant will work closely with Ms Meas Lida, Program Manager, and other Managers at API and discuss on the activities required to effectively undertake the necessary actions to achieve the stated objectives. Actions could include:

§  Kick-off meeting to discuss about objectives, expectations and processes as well as tools are needed for the data collection

§  Collecting and reviewing information from API’s project documents and reports.

§  Holding meeting interviews with API staff members to examine API’s project.  This will require an in depth knowledge of all projects/programmes to recognize strengths, weaknesses, improvements, typical complaints and difficulties.

§  Design and develop survey tools and forms and ddebrief meeting with API staffs about survey outline with tools and process

§  Conduct the survey with project beneficiaries in the target communes

§  Holding individual key informant interviews with partner organizations and local authorities and donors, if possible, based in Phnom Penh to gain an understanding of:

a.       What and how API’s project has been achieved.

b.       The benefits and difficulties of working with the API project.

c.       Their perceived outcomes from participation in API’s project.

d.       The future role partners would like with API.

§  Organize focus group discussions in the target districts to understand:

§  How the project addressed the needs and concerns of people

§  What and how project has been achieved.

§  Who has the benefits from the project

§  How they see the outcomes and impacts from their participation in API’s project.

§  How they see the sustainable of the project.

§  Present preliminary findingsand discuss a draft report with API management and staff, followed by a final revision of the report to clarify points unclear to the API team/management.


10            Who is supervisor:

-       Mr Lam Socheat, Director of API, review and approve final version

-       Ms Meas Lida, Program Manager of API, coordinate and review with consultant/supplier


11            Duration of the Assignment: 1-30 November, 2018


12            Budget and payment methods

The consultant will submit a total cost for this assignment including tax.  This will cover her/his full costs for the duration of the consultancy and any additional costs incurred traveling to the provinces and organising meetings. No additional benefits are available to the consultant.

-       First payment: 30% will be paid to the consultant(s) after signing the contract in 5 working days

-       Second payment: 40% will be paid to the consultant(s) when consultant(s) completed the field work and data collection

-       Third payment: 30% will be paid to the consultant(s) when consultant(s) completed and submitted the final report


13            Qualification requirements:

-       Individual consultant or a team or firms are eligible to apply

-       Substantial experience in assessment and research studies. Previous experience preferred on assessments of good governance and D&D reform interventions at sub-national level

-       Knowledge and experiences on good governance, social accountability, Decentralization & Deconcentration reforms (D&D), access to information (A2I), NSDP, IP3-3, democratic participation, gender, youth

-       Knowledge and experience of law promotion in Cambodia and experience work at sub-national level.

-       Good presentation and strong communication all relevant stakeholders.

-       Ability to meet deadlines

-       Fluent in spoken Khmer and English, strong written English


      How to Apply: If you are interested in this mid-term evaluation please send quotation of cost in hard copy to Advocacy and Policy Institute office: 2nd Floor, Phnom Penh Villar, House #124, Street 388, Sangkat Tuol Svay Prey I, Khan Chamkar Morn, Phnom Penh, Kingdom of Cambodia. Or, through email to Ms Am Muykim, email: This email address is being protected from spambots. You need JavaScript enabled to view it. Tell: 023 213 486 by 06 November 2018 at 5:00 PM.

[1] Referred to https://www.surveysystem.com/sscalc.htm on sample size calculator