Like all other research proposals, evaluation proposals are also prepared in response to a request for bid or request for proposal (RFP).
A proposal is a formal document issued by a sponsor to solicit services from the evaluators. These proposals are prepared by the Terms of Reference (TOR) provided by the sponsor and included in the RFP.
It becomes almost mandatory on the part of the bidder to follow this TOR in the preparation of the proposal. The main sections in Terms of Reference (TOR) for an evaluation process usually include, among others, are:
9 Main Sections of Terms of Reference (TOR)
Background
This section is designed to provide information on the history and current status of the program/project being evaluated, including how it works (its objectives, strategies, and management process), duration, budget, and important stakeholders such as donors, partners, and implementing organizations.
Objectives
This section narrates what the project or the organization wants to achieve out of the evaluation.
Evaluation scope and focus
In consultation with the stakeholders, identify the significant evaluation objectives and questions in TOR, the validity of design, effectiveness, efficiency, impact, sustainability, factors affecting performance, etc.
The time frame and deliverable
Here you indicate the duration of the assignment and different phases of the assignment from inception report to the final report.
Methodology
Here you might prefer a particular approach of data collection or a specific evaluation design.
Information sources
List the information to be used by the evaluation, such as monitoring, review, evaluation, and other reports.
Evaluation team composition
Decide on the number of team members, specify the members’ profile
Logistical support
This includes time frame, costs, team composition requirements, and the like.
Involvement of key stakeholders
Specify the involvement of such stakeholders as internal staff, program partners, and donors who will make use of the evaluation results.
What is the purpose of a Terms of Reference (ToR) in business?
In business, a Terms of Reference (ToR) refers to the agreed-upon statement that outlines the specific deliverables and work required from a contractor or supplier. It is typically generated during the Request for Proposal (RFP) process.
How does a ToR define the structure and purpose of a project or initiative?
A ToR document defines the purpose and structure of a project, committee, meeting, or negotiation. It sets out the roles and responsibilities of those involved and provides guidance on how the work will be undertaken and reported.
What are the main sections typically included in a Terms of Reference (ToR) for an evaluation process?
The main sections in a ToR for an evaluation process usually include Background, Objectives, Evaluation scope and focus, Time frame and deliverables, Methodology, Information sources, Evaluation team composition, Logistical support, and Involvement of key stakeholders.
Why is the “Background” section important in a ToR?
The “Background” section provides information on the history and current status of the program/project being evaluated. It includes details about how the program works, its objectives, strategies, management process, duration, budget, and key stakeholders.
What does the “Objectives” section in a ToR convey?
The “Objectives” section narrates what the project or the organization aims to achieve from the evaluation.
How does the “Methodology” section in a ToR assist evaluators?
The “Methodology” section provides guidance on the preferred approach for data collection or a specific evaluation design, ensuring that the evaluation is conducted in a consistent and structured manner.
Why is it essential to specify the involvement of key stakeholders in a ToR?
Specifying the involvement of key stakeholders, such as internal staff, program partners, and donors, ensures that the evaluation results are relevant and useful to those who will be making decisions based on the findings.