American Red Cross – Consultant for Baseline Survey Community Based Disaster Risk Reduction Project

Terms of Reference

Consultant for Baseline Survey

Community Based Disaster Risk Reduction Project, Indonesia.

Indonesia Delegation, Jakarta.

September 2017

Expected scope of workInception report/proposal development, implementation, analysis, and reporting of a baseline survey
Location of workJakarta with travel to project locations
Consultants involvement–      Inception report

–      Tool development

–      Survey preparation

–      Data collection,

–      Data analysis

–      Reporting

Expected start dateMid of October, 2017


  1. Project Background
  • Background and objectives

Indonesia is one of the most disaster-prone countries in the world, regularly experiencing flooding, drought earthquakes, tsunamis, landslides, and volcanic eruptions. The frequency and intensity of disasters has significantly increased over the past five years.  In 2016 alone, Indonesia’s National Disaster Management Agency (Badan Nasional Penanggulangan Bencana) reported that natural disasters increased by 35 percent from 1,732 events in 2015 to 2,342 events in 2016. Approximately 92 percent of these disasters were hydro-meteorological and included flooding, landslides, typhoons, volcanic eruptions, forest fires, earthquakes, and sea abrasion. The impacts were significant with 522 deaths, over three million people displaced, over 2,000 public facilities and 70,000 homes damaged. Moreover, poverty, population growth, climate change, and rapid urbanization have exacerbated communities’ vulnerabilities from increased hazards such as varying rainfall patterns, storm severity, and increased sea level.

Spread across 6,000 inhabited islands, Indonesian communities have differing disaster response capacities, which poses a significant challenge for the 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[1]. While there are varying levels of community preparedness capacities across Indonesia, effective disaster response is impeded through significant information gaps, particularly a cascading and coordinated approach from the government to the community.

To improve disaster-prone communities’ preparedness and response capacities, the project will expand upon existing ICBRR programming through (1) providing continued technical assistance to community volunteers in coordination with PMI; (2) providing training to PMI staff and volunteers on response management and cash transfer programming (CTP); and (3) reducing risks through implementing community DRR plans and enhancing community capacity to access local government funding through proposal development trainings.

The project goal is to reduce 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. This will be achieved through enhancing Indonesia Red Cross (i.e. Palang Merah Indonesia or “PMI”) disaster preparedness and emergency response capacities which will improve effectiveness in delivering relief services and strengthening communities’ disaster preparedness. To improve disaster preparedness and response capacities, this project will utilize an Integrated Community Based Disaster Risk Reduction (ICBRR) programming platform 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[2] for rapid deployment. The project will be conducted in fifteen villages and twenty schools in six branches within three provinces (Lampung, North Maluku, and Central Java). Given their experience working together in Indonesia, the American Red Cross’ International Services Department (ARC) and PMI are in an excellent position to expand upon the successful ICBRR programming platform, providing communities with more disaster knowledge and services, and engaging them in strengthening their disaster resilience. Building local capacity, particularly PMI district/city-level capacity to generate additional resources for disaster preparedness and risk reduction activities, will ensure effective institutional disaster preparedness and response. PMI will work with local communities and stakeholders to address gaps and needs through implementing EWS, conducting first responder trainings for community volunteers, developing and educating the community on evacuation plans and shelters, identifying climate change adaptation, flood mitigation, and other local disaster risk reduction strategies, as well as conducting prevention activities.

  • Project Areas

This project will be implemented in six branches (districts/cities) across three chapters (provinces) in Indonesia that include Lampung, Central Java, and North Maluku. These provinces were chosen as the 2013 Indonesian Disaster Risk Index identified these areas as being highly vulnerable to natural disasters such as floods, tsunamis, earthquakes, landslides, and extreme weather. For these reasons, ARC has been conducting Coastal Resilience activities in two of these three provinces, and has just initiated a new Coastal Cities Initiative as well in Semarang and Ternate, which will strengthen and build coalitions related to DRR activities. In Central Java, ARC is implementing coastal resilience through Disaster Risk Reduction activities, including early warning systems, environmental rehabilitation of coastal communities, etc. Although the ARC has limited experience with Lampung, it supported an emergency response in this province last year, and will be building on that experience. The ICBRR program activities will be implemented in 15 communities (estimated 5 villages for each province) and 20 schools in coastal, mid-land and upper-land areas within the identified districts. Each PMI branch will work with local stakeholders to conduct an assessment to determine participating communities. Communities that demonstrate willingness and interest to improve their disaster preparedness and response capacities will be prioritized to participate in the initial project phase. Selection criteria will also take into consideration past disaster experiences, likelihood of future occurrences, existing community capacity, and previous DRR trainings. The following table contains the list of districts and number of targeted villages and schools:

Lampung Barat33
Central JavaBoyolali48
North MalukuTernate10
Halmahera Barat36


Note: A full range of project activities will only be implemented in four districts excluding Semarang and Ternate. Semarang and Ternate were added in order to provide more support for mitigation activities within the GDPC supported project “Building Coalition for Resilient Cities”. Subsequently, the baseline will not be undertaken in those two districts.

The Indonesia CBDRR Project will be implemented with US $ 1,002,313 in funding from American Red Cross (ARC), starting from Sept, 2017 through June, 2019 (22 months’ period) effectively.

  • Project/program stakeholders

The CBDRR Project is replicating a tested ICBRR (Integrated Community Based Risk Reduction) approach that have been implemented by PMI within the latest 17 years in many part of the regions through support from Movement Partners (AmCross, Japan RC, Canadian RC, Australian RC, Danish RC, IFRC, etc). This project is a collaborative project between American Red Cross (AmCross) and PMI (Palang Merah Indonesia-Indonesian Red Cross) being the lead implementing agency on the project. AmCross will provide overall oversight, technical and financial support.

  • Previous surveys

There have been many survey on CBDRR projects both for baseline and end line purpose where some of them are conducted internally while others used external consultants. The results were used to determine project target sites and relevant indicators and also to modify and adjust project strategies and approach, particularly in designing behavior change communication strategies. Finally, the survey results were used to examine the change those projects have made and or contributed/attributed.

  1. Scope of work

The consultant will be responsible to ensure CBDRR Project baseline survey uses scientific research methodologies that meet specified, industry standard statistical requirements. The scope of work must include the following:

  1. Provide a complete proposal of baseline survey. The proposal will contain survey objectives, methodology, sampling design, sampling calculation, sampling selection, and analysis plan. In addition, the proposal should comprehensively describe survey details, activities and timeline (i.e. proposal development, questionnaire development, enumerator training, data collection, data analysis and reporting as well as budget).
  2. Develop and finalize the survey tool or questionnaires for both household level and school students. This process will be done in close consultation with Red Cross team in development, and questionnaire pre-testing and final approval from the Red Cross team.
  3. Guide the utilization of Open Data Kit or equivalent platforms for mobile phone data collection. Once the questionnaires have been finalized, the consultant will design the questionnaire in the ODK to be accessed by enumerators for field data collection.
  4. Develop data quality control measures to the data entry. The consultant should propose quality control methods to ensure the high quality of data collection and data inputs (i.e. cross checking mechanism to the respondent).
  5. Train data collection team (enumerators, personnel of Palang Merah Indonesia (PMI), field supervisor, etc.) The consultant should prepare training materials, such as survey background, methodology and sampling design, questionnaires, interview technique, mobile phone utilizations, and field practices.
  6. Lead and coordinate data collection. Coordinate closely with Red Cross team, particularly PMI Branches in selecting the enumerators and field supervisors and design and oversight of listing operations of the survey. The enumerators criteria will be discussed later on and university students are preferable. Consultant should conduct and oversight of data collection in the field, evaluate data collection in daily basis and provide daily progress report, including faced issues in the field and action taken to address those issues.
  7. Conduct data management and analysis. The consultant should develop immediate analysis that would enable project team to see the progress in daily basis. After the data collection has been completely done, the consultant will use the data that have been pulled to be further cleaned and analyzed using SPSS or other standard software. The consultant should ensure that complex sample design taken into account, calculation and use of sampling weights (as needed), use of appropriate variance estimation technique given sample design.
  8. Write baseline report; develop a report of baseline survey that includes the process of the survey itself and the result of data analysis. Present the baseline results to PMI, AmCross, and other relevant stakeholders as relevant.
  9. Survey overview
  • Survey objectives

Baseline assessment is intended to establish measures of key indicators so that the project progress over time can be measured and that realistic targets can be set out. The result of the baseline is used to adjust strategies and intervention (whether it’s necessary) to ensure that project activities could address the gap or issues identified during the data collection. Furthermore, the baseline result will be compared with the end line survey result to examine the difference that the project has contributed. The baseline is to provide the following information on Indicators for disaster preparedness program, including:

Household level:

  1. Most common disaster experienced in community in the past 10 years as reported by respondents
  2. Perception of vulnerability – Most vulnerable groups to disasters as reported by respondent
  3. % of respondent aware about EWS in their community
  4. % of Respondents who report receiving an early warning prior to a natural disaster
  5. % of respondent aware of actions after they hear early warning
  6. Attitude – Extent to which natural disasters affect respondents and respondents’ family
  7. % of respondent aware of 3 or more correct action before natural disaster
  8. % of respondent aware 3 or more correct actions during natural disaster
  9. % of respondent aware 3 or more correct actions after natural disaster
  10. % of respondent aware of correct actions if their house is located in a river/flood area
  11. % of respondent aware of correct actions if their house is located in a cyclone prone area
  12. % of respondent aware of correct actions if an earthquake occurs
  13. % of household report preparing a grab bag/emergency kit
  14.  % of respondent aware of disaster preparedness organization in their community
  15. % of respondent aware about village disaster management plan
  16. % of respondents who know someone in community who can provide first aid
  17. % of household with a first aid kits
  18. % of respondent who participated in a simulation in past 12 months
  19. % of respondent aware about red cross activities in their communities


School Indicators (mostly for Primary Schools, grade 3 – 4)

  1. % increase in assessment score (# correct answers/total answers possible)
  2. % children awareness of things which can be used as substitutes for a lifejacket/ Proportion of students who have wrong knowledge that metal objects can be used as substitutes for life jackets (Q-4)
  3. %Children with knowledge of First aid skills/ Percentage of students who know how to use First Aid Kits (Q12)
  4. Increase in mean # of general knowledge about hazards and disasters correct (Q-1a)
  5. Knowledge of disasters that threaten community (Q-1b)
  6. Increase in mean # of correct responses of what to do during a thunderstorm (Q-2)
  7. Increase in mean # of correct responses of things to do and not do during a flood (Q-3)
  8. Increase in mean # of correct responses of what to do before and during a high wind (Q-5)
  9. Increase in mean # of correct responses of what to do before and during a landslide (Q-6)
  10. % Increase in awareness of early warning system and shelter (Q-17a)
  11. % Increase in Awareness of Evacuation Shelters (Q-17b)
  12. % Stating correct evacuation site (Q-17b)
  13. % Increase in students sharing knowledge (Q-10d)
  14. Student’s practical activities to prevent and prepare for or respond to a natural disaster, distributed by type of commune (Q-18)
  • Survey type
 Descriptive (one-off, needs assessment, etc.)
XComparative – baseline
 Comparative – endline


  • Geographic scope

The geographic scope of the survey covers the 13 villages and 20 schools in the 4 districts of Tanggamus, Lampung Barat, Boyolali and Halmahera Barat. As mentioned above, Ternate and Semarang are excluded from the scope of this baseline exercise. Since there is no requirement that all districts, villages and schools be surveyed, a representative sample can be proposed at the discretion of the consultant.

  • Method of data collection
 Personal interviews with paper questionnaires
XPersonal interviews with MOBILE data collection
 Other (please specify): 

Interviews will be conducted at the household level within villages and with individual students within selected schools.

  • Main audience of survey

The survey report will be shared internally in PMI with American Red Cross and its technical and management team. It may be shared with the donor as necessary.

  1. Expected deliverable and duration of consultancy

 Expected work plan and deliverable

 Inception Survey design (Proposal)

  1. Finalized survey questionnaire, in English and in Bahasa
  2. Training manual for field staff, in English and in Bahasa
  3. Data entry software designed for survey
  4. All data files in SPSS & Excel (raw data sets, modified data sets, log files, code book)
  5. Sampling weights used in data analysis
  6. Report with preliminary survey results
  7. Draft report
  8. Material of presentation of findings
  9. Final report. The final report should include detailed information on the following:
  • Sample size calculation, Sample design (domains, subclasses, stratification, clustering, number of units at each stage)
  • Allocation of units across stages, Selection of units at each stage
  • Methodology for selecting respondents at the final stage
  • Questionnaire development
  • Training of data collectors
  • Listing operations
  • Quality control measures
  • Data cleaning and analysis (including non-response, variance estimation technique used and how complex sample design accounted for)
  • Lessons learned to inform future survey work including the experiences in utilizing the ODK/mobile phone data collection.

Administrative and logistic support

The consultant is expected to use her/his own computer.  Approved administrative and logistical costs will be reimbursed by the Red Cross Team.  The consultant will be able to work remotely, after approval of the work plan.

Reporting relationship

The contract will be made by AmCross through the IFRC or AmCross’s headquarters in Washington, DC, meanwhile the consultant will report to Red Cross Team (PMI/ARC) in attention to AmCross’s Program Coordinator.


The consultant will not be responsible for the following:

  • Securing of equipment and logistics such computer/phone cell (technology equipment) for survey management and data entry
  • Arranging for transportation and equipment related to household listing and household survey interviews.
  • Providing logistic and equipment during the enumerator training.

These will be arranged by PMI and AmCross.

  1. Qualification of consultancy

The required qualifications and experience are as follows:

  1. Seven years’ experience conducting and leading survey research both quantitative and qualitative, 4 of which should be with international organizations (NGOs, UN, and other humanitarian agencies)
  2. Demonstrated experience in questionnaire development and testing
  3. Demonstrated experience in training and managing data collectors
  4. Experience with survey work in DRR or related sectors
  5. Excellent knowledge and skills in research methodology and statistical analysis. Demonstrated experience and expertise in designing, managing and analyzing data from complex-designed surveys (stratified, clustered, multistage, disproportionate selection probabilities, etc.)
  6. Advanced computer skills (SPSS and Excel).
  7. Experienced in using mobile phone based data collection.
  8. Post graduate degree from a recognized institution relating to social research, survey methodologies or monitoring & evaluation
  9. Excellent communication skills for training and facilitation and leadership to manage and coordinate team data collector.
  10. Excellent report writing skill both in English and Bahasa Indonesia.
  11. Has experience in Monitoring and Evaluation.
  12. Ability to work independently, ability to juggle and coordinate many tasks simultaneously, ability to prioritise tasks, well organized, reliable and trustworthy


  1. Application and Selection

Application Inception Report/Proposal outline

The application proposal should not exceed 5 (five) pages, and should use the following outline:

  1. Consultant experience/ (with detailed CVs attached) of all professionals who will work on the baseline survey: This section should highlight past experience of the consultant in conducting sample surveys, 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 the level of efforts.
  2. Methods: Survey objectives, methodology, sampling design, sampling calculation, sampling selection, and analysis plan.
  3. Work plan: The proposal should clearly mention details of each and every activity including kind of preparatory work, training, house listing, sampling and data collection work, data entry, data processing and analysis, results and report writing. The time line and person(s) responsible for each activity needs to be clearly mentioned.
  4. Field team: If there is more than one consultant on the proposed team, please provide the number of persons needed for data collection and listing operations. Attach a table describing the level of effort (in number of days) of each team member in each of the evaluation activities.


Name of personLevel of effort (number of days)


Questionnaire developmentTrainingField workData entry and cleaningData analysisReport writingPresentation of findings


  1. Training: State who will be responsible for training of data collectors and include information on prior experience. Describe how training will be done, the topics covered, expected duration and logistic and administrative support needed from ARC.
  2. Quality control mechanisms: 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.
  3. Data entry and processing plan: This section should clearly state details preparation and mechanism for data entry, validation checks and data processing activities.
  4. Data analysis: Provide details on the analyses that will be carried out, and on the person/people responsible for data analysis (including prior experiences).
  5. Progress updates: This section should clearly indicate the mechanism that would be used to communicate with ARC officials on regular update about the field activities, coverage rate, data entry status etc.
  6. Proposed Budget (in USD and IDR)
  7. Professional references: Provide three references from your previous clients.
  8. Writing Sample: Provide one sample of a recent baseline (or related work) completed for another client where you are the lead author and principal researcher.


  1. Application Procedure
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Organizational Context – The American Red Cross (AmCross) helps vulnerable people around the world to prevent, prepare for and respond to disasters, complex humanitarian emergencies and life-threatening health conditions. It is a member of the International Federation of Red Cross and Red Crescent Societies (IFRC) and works closely with Palang Merah Indonesia (PMI). Currently AmCross supports programs in Aceh, Jakarta, West, Central and East Java, Bali, NTB and NTT.  AmCross works with the Indonesia Red Cross (PMI) focusing on three program sectors: Disaster Management, Health, and Organizational Development.

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