American Red Cross Consultant Baseline and End-Line Study 2020 115 views

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Terms of Reference (TOR)

For engaging a Consultant to undertake a Baseline Study for
Fostering Disaster-Ready Communities through Sustainable and Inclusive Disaster Risk Reduction Project, Indonesia
And an End-line Study for
Community Based Disaster Risk Reduction Project, Indonesia
August, 2020


Summary of Purpose

The purpose of the baseline and end-line study is to measure current knowledge, attitude and practice towards disaster risk, and disaster preparedness among households in targeted communities and schools covered by the project. Additionally, the baseline and end-line study will also enable identification and understanding of the level of preparedness of communities (including schools) to natural hazards, specifically in terms of their self-organization, ability to take action, knowledge and awareness, and connectivity.

Scope of Work of the Consultant

Submission of an inception report, preparation, implementation, data cleaning and analysis, and reporting of the baseline and end-line study.

Summary of Methodology

The studies will utilize mixed method(s), employing both quantitative and qualitative approaches, adapted to the local context. This will include a household-level survey (and school-level survey), and an assessment of community (and school disaster readiness).


The Indonesian Red Cross Society (Palang Merah Indonesia) NHQ, Project Staff and Management, Indonesia Delegation (American Red Cross), AMEE Region (American Red Cross) and NHQ (American Red Cross)


American Red Cross Indonesia Delegation.

Reporting to

The consultant will report to American Red Cross Country Representative, Indonesia Delegation, with attention of PMI Head of DM Division and Head of Planning Bureau.

Location of Project Sites

Baseline: District of Manggarai (East Nusa Tenggara Province) and Tanggamus (Lampung Province).

Endline: Districts of West Lampung and Tanggamus (Lampung Province), Boyolali (Central Java Province), and West Halmahera (North Maluku Province).

Expected Start Date


Expected Duration

60 days.


1.1. Background and Goals of the Project/Program

Indonesia is one of the most disaster-prone countries in the world, ranking 55th with an overall risk classified as “medium” (INFORM, 2019). Situated along numerous active seismic fault lines, a large segment of Indonesia’s population is exposed to significant earthquake and tsunami risks. Most Indonesian regions have medium and high multiple risk classes according to national risk indices (National Disaster Management Agency/BNPB, 2013). Significant magnitude earthquakes and tsunamis occur less frequently than other natural disasters but are responsible for most of the human fatalities and houses damaged. Rapid and rampant environmental degradation in Indonesia has exacerbated and increased the severity of climate-induced risks. Indonesia has continuously suffered from the adverse impacts of floods, landslides, cyclones, forest fires and drought spells – which are the five most frequent disasters over the last two decades (Indonesia Disaster Data and Information / DIBI, BNPB, 2018).

Spread across 6,000 inhabited islands, Indonesian communities have differing disaster response capacities, which poses a significant challenge for the Indonesian Red Cross (Palang Merah Indonesia- PMI) in assisting them in preparing and responding to disasters. Overall, the lack of community, household, and individual-level preparedness and response measures, nonexistent or malfunctioning early warning systems, and the lack of risk reduction plans have been identified as key determinants that heighten communities’ vulnerability to disaster. A changing paradigm and reform of disaster management in Indonesia followed the enactment of the Disaster Management Law in 2008, as part of a commitment to the Hyogo Framework for Action (HFA). Reform has focused on three instrumental changes: shifting approaches from responsive to preventative; centralized to decentralized; and exclusive to inclusive. It has encouraged a shift in policies and regulatory framework in the recent decade. Within this context, PMI, in partnership with the American Red Cross (AmCross), has been working at the institutional and community level to strengthen overall disaster readiness and response capacities through 2 key projects since 2017:

1.1.1. Community Based Disaster Risk Reduction (CBDRR) Project: From 2017 to 2019 PMI, with support of AmCross, has been working to improve disaster-prone communities’ preparedness and response capacities across the provinces of Lampung, North Maluku, and Central Java. The project expanded on existing Integrated Community Based Disaster Risk Reduction (ICBRR) programming with the aim of reducing deaths, injuries, and negative socio-economic impacts among highly vulnerable communities in areas of reoccurring natural disasters, by improving their capacity to reduce disaster risks and impact. The project adopted an ICBRR program framework which entails capacity building for local communities, schools, stakeholders, and PMI personnel on effective disaster response, establishing an early warning system (EWS), and pre-positioning emergency commodities for rapid deployment. Overall objectives and outcomes of this project included:

Objective #1: To increase community capacity to reduce risks and prepare for and recover from natural disasters through empowering the most vulnerable groups.
• Outcome 1: Reduced disaster risks of targeted community members to natural hazards
and climate change impacts.
• Outcome 2: Improved safety practices among most vulnerable groups.
• Outcome 3: Increased school preparedness to protect school entities from disaster risks
and impacts.
Objective #2: To improve emergency response and preparedness services to the community by strengthening response management capacity at PMI Branches.
• Outcome 4: PMI emergency response capacity is increased to effectively deliver
services to community.
• Outcome 5: Improved disaster related information dissemination in terms of timeliness
and accuracy to enable community to prepare for and response to disaster.
• Outcome 6: Strengthened community capacity on emergency response through skills
development and adequately equipped with response equipment.

1.1.2. Fostering Disaster-Ready Communities through Sustainable and Inclusive Disaster Risk Reduction (FDRCSI-DRR) Project: Since January 2020, continuing from the CBDRR project, PMI has continued to engage the support and partnership of AmCross to further build the capacities of targeted communities in preparing for and responding to disasters, as well as to strengthen PMI’s institutional capacities in delivering essential disaster risk management services to such communities, across Lampung and East Nusa Tenggara provinces. The project leverages the progressive and enabling environment in Indonesia to develop disaster-ready communities, while adhering to the national standards and indicators for resilient villages and safer schools. It adopts a sustainable and inclusive approach in its focus on enhancing disaster preparedness in proposed areas and among intended populations. This will ensure that project activities will address some of the most relevant vulnerabilities and underlying disaster risk factors – particularly regional disparities, inequality, exclusion, and chronic environmental degradation. Overall objectives and outcomes of the project include:

Objective #1: Individuals and communities build their knowledge of disasters and vulnerabilities; self-organize and take individual and collective actions to establish a culture of preparedness and reinforce their networks and connectedness.
• Outcome 1: Communities have the internal capacities to lead and integrate DRR into
village development planning and budgeting processes
• Outcome 2: Communities have improved their skills, practices, plans, and acquired the
necessary resources to assess risks, take required measures, and respond to disasters
Objective #2: PMI has mechanisms in place to provide efficient, effective, and timely assistance to affected and at-risk populations.
• Outcome 3: PMI has enhanced institutional capacities in implementing inclusive DRR
practices and delivering emergency respond services.

1.2. Project/Program Areas:

The CBDRR project focused on 13 communities and 20 schools across the districts of West Lampung and Tanggamus (Lampung Province), Boyolali (Central Java Province), and West Halmahera (North Maluku Province). 2 communities (in Semarang and Ternate) only received support for mitigation activities (see Annex 1). The FDRCSI-DRR project will work with 12 communities and 12 schools across the districts of Tanggamus District (Lampung Province) and Manggarai District (East Nusa Tenggara Province) (see Annex 2).

1.3. Project/Program Stakeholders

Both projects are a collaboration between AmCross and PMI, with PMI being the lead implementing agency of the projects. AmCross provides overall oversight, technical and financial support towards the projects.

1.4. Previous Surveys/Studies

The CBDRR project was implemented between July 2017- Dec 2019. During this period a project baseline as well as a disaster ready community assessment were conducted to track and monitor overall project progress and impact over a period of time. Information gathered from each process proved very valuable in terms of contributing to better understanding of the communities needs and for receiving their feedback. This in turn enabled the project to strengthen its community focus through adjustments of work plans and budgets. This also ensured the successful completion of the project’s planned activities on time and within budget. Owing to the successes of the CBDRR project, the project team will replicate the current project model in new districts while also designing new project activities that include inclusive and sustainability components.

1.5. Objectives of the Baseline and End-Line Study

The purpose of the baseline and end-line study is twofold. First, to assess the knowledge and understanding of disaster preparedness in target vulnerable communities covered by the project. The studies attempts to understand, at the household level and school level, ongoing practices and behavior of highly vulnerable populations in relation to their needs and priorities in the disaster preparedness planning processes. It intends to provide baseline and end-line data on community-based disaster risk reduction (CBDRR) indicators to set out realistic project targets and enable the assessment of project progress over time. Second, at the community (including school) -level, the study aims to promote better understanding and analysis in terms of community preparedness towards natural disasters. This will be accomplished through examining community (including school)-level preparedness in four key areas, namely self-organization, ability to take action, knowledge and awareness, and connectivity. Overall, this baseline and end-line study will enable assessing the capacity of vulnerable communities in relation to responding to disasters more effectively and reducing risks while also recognizing community-level strengths and weaknesses. The result of the baseline will be used to adjust project strategies and intervention (where necessary and applicable) to ensure that project activities address gaps identified from the baseline study. Furthermore, baseline results will be compared with end-line results to examine project outcomes (both positive and negative) over time. Lastly, baseline and end-line results will also enable learning and sharing of community practices on using innovative tools and resources to help increase their safety and resilience.


The consultant will be responsible to ensure the baseline and end-line study utilizes methodologies that meet quantitative and qualitative research standards of the scientific community. The scope of work must include the following:

• Review of secondary sources of information
– Collect and review relevant data, reports and publications, both project-related and disaster risk reduction program component- related, as part of the overall analysis and reporting

• Questionnaire finalization (in close consultation with the project team)
– Provide technical support in finalizing questionnaire(s) for the household survey (and school survey)
– Transfer questionnaire(s) into relevant technological platforms to enable mobile data collection and data submission to an online server (if applicable)
– Translate data collection tools into local language(s) where relevant.

• Conduct baseline and end-line surveys and community (and school) disaster readiness assessment (in close consultation with the project team)
– Recruit and train enumerators
– Provide necessary guidance to enumerators
– Establish mechanisms to ensure data quality
– Lead and coordinate data collection

• Data management, analysis, and reporting (in close consultation with the project team)
– Perform data cleaning and consolidate findings from the surveys and assessments
– Perform data analysis
– Prepare the Baseline and End-line reports
– Present Baseline and End-line results to the project team and other stakeholders as relevant


3.1 Study Methodology

This baseline and end-line study will comprise of a household level survey (and school level survey) as well as an assessment of community (and school) disaster readiness, employing both quantitative and qualitative methods. In consultation with the project team, consultants are free and encouraged to be as creative as possible in arriving at a suitable methodology that will ensure that the objectives of the studies are fully met in a timely and efficient manner, provided the methodology meets the standard recommended methods and proposed sampling parameters indicated in this term of reference.

3.1.1 Household Survey: Household surveys (i.e., either on-site enumerator assisted in-depth interviews or on-site local volunteer-assisted in-depth interviews). If assisted by local Red Cross Volunteers, training on the methodology and tools for the household survey will be provided to the Red Cross Volunteers remotely via virtual mechanisms by the consultant and data will be collected through mobile devices using apps such as ODK or KoboToolbox. This will enable data to be uploaded on the server on a daily basis and monitoring for data quality assurance to be done on a regular basis. For the interview, the head of household will be the preferred respondent. In case of absence of the head of household, another adult member can be chosen as a respondent. The selected household survey sample will ensure proportionate representation in terms of gender and ethnicity.

3.1.2 School Survey: As part of the baseline and end-line studies, project implementing schools will also be selected for this study. The school level survey (multiple choice test) will assess the understanding of students on topics related to general disasters and community-based disaster risk reduction. The selected school survey sample will ensure proportionate representation in terms of gender and ethnicity.

3.1.3 Community (and School) Disaster Readiness Assessment: An assessment of community (and school) -level disaster readiness will also be conducted in all project’s target communities as part of the baseline and end-line study. The assessment (based on a checklist measuring community/school disaster readiness) will utilize a combination of desk reviews, focus group discussions, selected household (and school) visits, as well as interaction with community members and the project’s field teams. The Disaster Ready Assessment tool is already a defined tool and used by AmCross and PMI in preparedness projects to understand community and school readiness to disasters. The same tool will be used in this assessment in conjunction with community (and school) assessment tools developed by the Indonesian National Board for Disaster Management (BNPB).

3.2 Sampling Parameters

Table 1: Parameters for Sampling

Geographic ScopeThe geographic scope of the studies will be the same as that of the projects. The End-Line study will be conducted in 13 communities and 20 schools across the districts of West Lampung and Tanggamus (Lampung Province), Boyolali (Central Java Province), and West Halmahera (North Maluku Province) (see Annex 1 for details). The Baseline study will be conducted in 12 communities and 12 schools across the districts of Tanggamus District (Lampung Province) and Manggarai  District (East Nusa Tenggara Province) (see Annex 2 for details).
Target Population The total population size of the target communities under the CBDRR project and FDRCSI-DRR project are 27,688 and 25,799 respectively (Ministry of Home  Affairs, The number of sampled households will be proportionately allocated by total population in selected communities. As there is no requirement that all project’s target communities (and schools) be included in the household survey (and school survey), a representative sample can be proposed at the discretion of the consultant. The process for this should be clearly indicated in the inception report. As much as possible, national census data should be taken as reference to ensure proper representation of respondents from the inclusion perspective. The community (and school) disaster readiness assessment will include all communities (and schools) covered by the project.
Sampling UnitThe study will utilize both primary and secondary data where the former will rely on data collection from primary sampling units (PSU) at the household level (and school level) while the latter will rely on data collection from other available sources, such as past assessments/evaluations and reports.
Sampling MethodThe proposed sampling method for the study is probability-systematic (random) sampling.






Sample Size Parameters

The consultant should also clearly describe process and other relevant parameters (see proposed sample size parameters below) for determining sample size in the inception report. The consultant should also indicate anticipated non-response rate in the inception report.
Significance level95%
Estimated Baseline Value of Key Indicator45%
Expected Future Value of Key Indicator at End-line60%
One or Two-Tailed TestOne
Design Effect (if applicable)1.5

The consultant will also undertake a descriptive analysis (means, confidence intervals, etc.) of the data collected from the baseline survey as part of the overall analysis and reporting of the baseline survey.


4.1 Household Survey (and School Survey)

A standard questionnaire for the household survey (and school survey) will be provided to the consultant. The consultant will be responsible for adapting, pre-testing, and finalizing the questionnaire(s) in consideration of local contexts, and in close consultation with the project team.

4.2 Community Disaster Readiness Checklist (and School Disaster Readiness Checklist)

The consultant will utilize AmCross’ Community (and School) Disaster Readiness checklist for conducting community level (and school level) disaster readiness assessments in conjunction with the household (and school) survey.

4.3 BNPB Disaster Resilient Village (and Safe School) Assessment

The consultant will utilize, in conjunction with AmCross’ Community (and School) Disaster Readiness checklist, BNPB’s Disaster Resilient Village (and Safe Schools) Assessment. While the BNPB assessment tools have indicators that are aligned with those within the AmCross Disaster Readiness Checklists, there are indicators that are unique to the Indonesian context.


5.1 Work Plan (indicative)

The study period will be for an expected duration of 60 working days. The consultant will be required to provide and confirm a detailed work plan during the inception period.

5.2 Expected Deliverables

Deliverables should be in both English and Bahasa Indonesia (with the exception of preliminary/ draft reports). Expected deliverables for the Baseline and End-line study are as follows:

a. Inception Report (study design)
b. Finalized data collection tools
c. Training manual for field staff
d. Data entry software designed for survey (for use with mobile devices)
e. All data files in SPSS & Excel (raw data sets, modified data sets, log files, code book)
f. Sampling weights used in data analysis (if applicable)
g. Reports with preliminary study results in English only
h. Draft reports in English only (based on feedback provided from initial version with
preliminary results)
i. Final reports. The final report should include detailed information on the following:
– Sample size calculation, sample design
– Allocation of units across stages, selection of units at each stage
– Methodology for selecting respondents at the final stage
– Questionnaire finalization
– Training of enumerators
– Listing operations
– Quality control measures and ethics
– Data cleaning and analysis (including non-response, variance estimation technique used and how complex sample design was accounted for)
– Lessons learned to inform future surveys and assessments including experiences in utilizing ODK/mobile phone data collection.


6.1 Administrative and Logistic Support

The consultant is expected to use her/his own laptop/computer. Approved administrative and logistical costs will be reimbursed by the project team.

6.2 Reporting Relationship

The consultant will report to American Red Cross Country Representative, including Senior Officer for the DM Program, Indonesia Delegation, and American Red Cross Regional MEL Officer, with attention of PMI Head of DM Division and Head of Planning Bureau, Indonesia.

6.3 Quality Assurance and Ethics

The consultant will be required to establish mechanisms to ensure data quality and compliance to standard research ethics for the Baseline study. This should be clearly indicated and described as part of the inception report.

6.4 COVID-19 Guidance

The consultant should ensure that all activities are conducted in accordance with relevant and mandated technical guidance related to the Coronavirus disease (COVID-19) as advised by the Indonesian Red Cross Society, Government of Indonesia and the World Health Organization (WHO). The consultant should also consider potential delays when planning and scheduling activities as a result of adjustment of policies and guidance related to the COVID-19 pandemic.


7.1 Qualification of Consultant

The required qualifications and experience are as follows:
• Five to seven years’ experience conducting and leading survey research and assessments, both quantitative and qualitative, 4 of which should be with international organizations (NGOs, UN, and other humanitarian agencies)
• Post graduate degree, from a recognized institution, in social research, survey methodologies, or monitoring & evaluation
• Demonstrated experience in questionnaire development and testing
• Demonstrated experience in training and managing data collectors/enumerators
• Experience with survey work in DRR or related sectors
• Experience in Monitoring and Evaluation (preferably in DRR or related sectors)
• Excellent knowledge and skills in research methodology and statistical analysis.
• Demonstrated experience and expertise in designing, managing and analyzing data for multifaceted survey designs (stratified, clustered, multistage, disproportionate selection probabilities, etc.)
• Experience in using mobile device-based data collection
• Advanced computer skills (SPSS and Excel)
• Excellent communication skills for training and facilitation, and leadership to manage and coordinate a team of data collectors/enumerators
• Excellent report writing skill both in English and the Bahasa language.
• Ability to work independently, ability to juggle and coordinate various tasks simultaneously, ability to prioritize tasks, well organized, reliable and trustworthy

7.2 Application Procedures

The application proposal should not exceed 10 pages, and should use the following outline:

• Consultant experience (with detailed CVs attached) of all professionals who will work on the baseline and end-line study. This section should highlight past experience of the consultant in conducting sample surveys and assessments, preferably with complex sample designs and in developing countries. The section should mention names, qualifications and experiences of all persons who would be involved in various aspects of conducting the survey, along with level of efforts.
• Methods: Study objectives, methodology, sample design-calculation-selection, and an analysis plan. If local volunteer-assisted in-depth interviews will be utilized (i.e., interviews conducted by local Red Cross volunteers in communities using mobile data collection applications) with appropriate remote training provided to the local volunteers then this should be clearly indicated and described with appropriate rationale provided. If alternative methods (in addition to or in place of what is recommended in this ToR) are proposed to align with the current COVID-19 operational context, this should be clearly described with appropriate rationale provided.
• Work plan: The proposal should clearly describe all relevant activities to be conducted, including preparatory work, training, sampling and data collection work, data entry, data processing and analysis, results and report writing. The timeline and person(s) responsible for each activity needs to be clearly mentioned.
• Field team: If there is more than one consultant on the proposed team, please provide the number of persons needed for data collection and other proposed activities. Please utilize the table below as reference to provide the level of effort (in number of days) of each team member for all proposed activities:

Name of personsLevel of effort (number of days)


Data Collection Tools developmentTrainingField workData entry and cleaningData analysisReport writingPresentation of findings



• Training: State who will be responsible for training of data collectors/enumerators and include information on prior experience. Describe how the training will be done, the topics covered, expected duration and logistic and administrative support needed from the project team.
• Quality control and ethics: For the method(s) proposed, provide a section detailing the mechanisms to ensure data quality by clearly specifying steps for data validation. This section may also include supervisory mechanism for data quality and the role of field editors. Measures for compliance to standard research ethics should also be stated here.
• Data entry and processing plan: This section should clearly describe preparation and mechanism for data entry, validation checks and data processing activities.
• Data analysis: Provide details on the analyses that will be carried out, and on the person(s) responsible for data analysis (including prior experiences).
• Progress updates: This section should clearly indicate the mechanism that would be used to communicate with relevant officials to provide regular updates about proposed field activities, coverage rate, data entry status, etc.
• Proposed Budget: A breakdown of all associated costs for the Baseline and End-line study should be provided in USD. The consultant is requested to provide 2 proposed budgets: one for the package that includes enumerator-assisted on-site in-depth interviews for household surveys with on-site training to enumerators, and another one for the package that includes on-site in-depth interviews assisted by local Red Cross volunteers with provision of remote training to volunteers in communities for household surveys. If alternative methods (in addition to or in place of what is recommended in this ToR) are proposed to align with the current COVID-19 operational context, this should be clearly reflected in the budget with appropriate cost breakdown analysis provided.
• Professional references: Provide three references from your previous clients.
• Writing Sample: Provide one sample of a recent baseline/end-line study (or related work) completed for another client where you are the lead author and principal researcher.

7.3 Selection Criteria

  1.  Qualifications section
  2.  Cost
  3.  Experience in quantitative and qualitative research methodologies
  4.  Experience in DRR sector
  5.  Number of Days and Timeline availability

Please submit your proposal application in English no later than 31 August 2020 to In the subject line please include your full name along with the following words “Consultancy Application: Baseline and End-Line Study 2020”. Only short-listed candidates will be notified and contacted for an interview. Applications received after the deadline or incomplete applications will not be considered.


Payment will be based on agreed on key deliverables:

  • • 30% of consultancy fees will be paid one week after submission of an inception report (1)
  • • 40% of consultancy fees will be paid within one week after completion of data collection in field and submission of draft reports in English only (1 for the Baseline and 1 for the End-Line) (2)
  • • 30% of consultancy fees will be paid within one week after submission of final reports in English and Bahasa Indonesia (1 for the Baseline and 1 for the End-Line (3)

The fees will be paid by cash/cheque/bank account transfer upon agreement with the consultant. VAT and tax will be deducted as per local government policies.


Annex 1: CBDRR Project Communities and Schools


DistrictCommunity NamePopulationHouseholds (HH) Name of School
TanggamusSukamulya2,262533SD 2 Sukamulya (140)
Tanjung Agung1,287337SDN 1 Tanjung Agung (148)
Karanganyar1,901550SDN 1 Karanganyar (134)
West LampungSukamarga3,005859SMPN 1 Lumbok Seminung (230)
Tugu Ratu4,8481,441SMPN 1 Suoh (122)
Ujung410129SMPN Satu atap Suoh (144)
BoyolaliWonodoyo2,542891SMA 1 Cepogo (430)
SMP 1 Cepogo (688)
Ngangrong3,6191,134SDN 2 Ngagrong (107)
SMP 3 Ampel (420)
Lencoh3,210975SDN 2 Selo (212)
SMPN 1 Selo (382)
Cluntang2,541899SDN 1 Cluntang (128)
STIKES Estu Utomo (198)
West HalmaheraIdamdehe348102SD GMIH Idamdehe (98)
Payo1,224343SD  Negeri 5 Halbar (104)
SMP Negeri 10 Halbar (112)
SD Negeri 59 Halbar (104)
Sangaji nyeku491132Mts Muhammadiyah Bobo (120)
SMA Eben Haizer, Goin (175)
Total 27,6888,3254,196





Annex 2: FDRCSI-DRR Project Communities and Schools


DistrictCommunity NamePopulationHouseholds (HH) Name of School
TanggamusKacapura1,576430SDN Kacapura (143)
Sukaraja3,5811.033SDN 1 Sukaraja (70)
Bangunrejo1,274387SDN 1 Bangunrejo (113)
Sedayu2,492744SDN 1 Sedayu (139)
Pardawaras1,851461SDN 1 Pardawaras (172)
Way Kerap1,954501SDN 1 Way Kerap (189)
Srikaton2,792843SDN SriKaton (258)
ManggaraiSalama1,853498SDI Jati (110)
Mata Air2,689757SDN Reo 2 (149)
Baru1,809521SDN Reo 3 (195)
Reo2,465740SDN Reo 1 (293)
Bajak1,463363SDI Nggorang (269)
Total 25,7996,2462,100




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