Terms of Reference (TOR) for Recruiting a Consulting Firm to Conduct a Baseline KAP Survey With Out-of-school Children and Youth (OOSCY), Caregivers and Communities

TERMS OF REFERENCE (TOR) FOR RECRUITING A CONSULTING FIRM TO CONDUCT A BASELINE KAP SURVEY WITH OUT-OF-SCHOOL CHILDREN AND YOUTH (OOSCY), CAREGIVERS AND COMMUNITIES

1. Background and context

The Learning and Inclusion for Transformation (LIFT) Program is a collaborative initiative designed to advance inclusive, equitable, and transformative education opportunities for Out-of-School Children and Youth (OOSCY) in Rwanda. The program aims to address barriers to education, with a focus on gender equality, social inclusion, and community empowerment.

YWCA Rwanda, as the anchor organization, leads the program in Karongi, Kirehe, and Ngororero Districts, in partnership with Uwezo, Empower Rwanda, Rising Academies, THT, Ni Nyampinga, UPHLS, Generation Rise, and MPC. Through its integrated approach, the program works to build resilient, community-supported systems that enable OOSCY to re-engage in learning, acquire life skills, and transition into formal education or alternative learning

The program operates through two main intervention models:

• Back-to-School (B2S): Supporting the reintegration of children and youth into formal education by addressing social and structural barriers to school attendance and retention. In Kirehe, Karongi, and Ngororero Districts, a total of 1438 OOSCY (719 boys and 719 girls) are targeted for reintegration through the BTS initiative;
• Alternative Learning Pathways (ALP): Providing flexible, non-formal education and skills development opportunities for young people who cannot return to formal schooling. The ALP initiative targets a total of 2584 OOSCY (1292 boys and 1292 girls) across the three districts: 1020 OOSCY (510 boys, 510 girls) in Kirehe, 784 OOSCY (392 boys, 392 girls) in Karongi, and 780 OOSCY (390 boys, 390 girls) in Ngororero;

To guide evidence-based implementation and track progress toward its outcomes, the LIFT Program requires a Baseline Knowledge, Attitudes, and Practices (KAP) Survey. This survey will assess the current levels of awareness, perceptions, and behaviors among OOSCY, caregivers, and community members in relation to education, gender norms, child protection, life skills, and social inclusion.

The findings will establish a benchmark against which future program results can be measured, helping implementing partners to refine strategies, enhance coordination, and strengthen accountability mechanisms.

The survey will be conducted in Ngororero, Kirehe, and Karongi Districts, which represent diverse geographical and social contexts within the program’s coverage areas. The baseline results will not only inform adaptive management and reporting but will also contribute to the broader learning agenda of the LIFT Program, supporting efforts to build inclusive and sustainable education systems across Rwanda.

2. Objectives of the consultancy

The overall objective of this consultancy is to conduct a Baseline Knowledge, Attitudes, and Practices (KAP) Survey to generate benchmark data that will inform the implementation and evaluation of the LIFTProgram interventions for out-of-school children and youth (OOSCY), their caregivers, and communities in Ngororero, Kirehe, and Karongi Districts.

The specific objectives are to:

1. Assess current knowledge, attitudes, and practices related to education access, gender equality, and inclusion among OOSCY, caregivers, and community members.
2. Identify key barriers and enablers influencing participation in Back-to-School (B2S) and Alternative Learning Pathway (ALP) programs.
3. Establish baseline indicators to inform future monitoring, evaluation, and adaptive programming.

3. Scope of work

The consulting company will be responsible for designing and conducting the Baseline Knowledge, Attitudes, and Practices (KAP) Survey in the districts of Ngororero, Kirehe, and Karongi, targeting out-of-school children and youth (OOSCY), their parents/caregivers and community members engaged in Back-to-School (B2S) and Alternative Learning Pathway (ALP) interventions.

Specifically, the firm will:

Design the survey

• Develop a detailed study methodology, including sampling design, data collection tools, and analysis plan
• Ensure the approach integrates gender, disability, and inclusion perspectives in line with the LIFT Program’s principles.
• Prepare and submit an inception report outlining the finalized methodology, data collection plan, and work schedule.

Coordinate with stakeholders

• Engage with the LIFT program team, district authorities, and implementing partners to validate the methodology and ensure contextual relevance.
• Participate in planning and coordination meetings as needed.

Data management and analysis

• Clean, code and analyze data using appropriate statistical and thematic analysis techniques
• Disaggregate findings by gender, age and district to highlight patterns and disparities.

Reporting and validation

• Prepare a draft baseline report summarizing key findings, conclusions, and recommendations.
• Present preliminary findings to the LIFT team and key stakeholders for feedback.
• Finalize the baseline report incorporating stakeholder inputs and submit the final dataset and data collection tools.

4. Deliverables

The consulting company will be expected to deliver the following outputs:

• Inception report: Outlining the consultant’s understanding of the assignment, proposed methodology, sampling approach, data collection tools, and work plan;
• Validated survey tools and training materials: Finalized data collection instruments and enumerator training resources, ready for field deployment;
• Clean and verified datasets: Complete and organized datasets, including all raw and cleaned data files;
• Draft baseline KAP survey report: A detailed report presenting methodology, key findings, and initial recommendations;
• Stakeholder presentation and validation workshop: A presentation of preliminary findings and facilitation of a validation session with LIFT stakeholders;
• Final baseline report: The finalized report incorporating feedback and annexed with all supporting materials and data tools;

5. Qualifications and Experience

The consulting company should meet the following qualifications:

• Proven experience in designing and conducting baseline surveys, particularly related to education, youth, gender, and community development;
• Expertise in both qualitative and quantitative research methods, including data collection and analysis;
• Experience working in Rwanda or similar contexts, with a strong understanding of the local environment and challenges in Ngororero, Kirehe and Karongi districts;
• Ability to work closely with communities, caregivers, and OOSCY while ensuring culturally sensitive and ethical data collection;
• A track record of producing clear, actionable, and impactful reports based on survey data;

6. Timeline

The consultancy will commence on December 20, 2025, and must be completed by February 6, 2026. Below are the key milestones and deadlines:

• Bid release date: November 21, 2025
• Proposal submission deadline: November 27, 2025
• Proposal evaluation and consultant selection: November 29, 2025
• Notification of selected consultant: December 5th, 2025
• Contract signing and consultancy start date: December 10th, 2025
• Inception report submission: December 17th, 2025
• Data collection: December 18 – January 10th, 2025
• Draft report submission: January 25th, 2026
• Final report validation workshop: February 2, 2026
• Final report: February 6, 2026

7. Proposal submission requirements

Interested consulting companies are invited to submit the following:

• A technical proposal that outlines the company’s understanding of the assignment, proposed methodology, sampling plan, data collection approach and timeline;
• A financial proposal, including a detailed budget covering all aspects of the survey process (design, data collection, analysis, and reporting);
• A company profile, highlighting 5 |Pageexperience in conducting similar baseline surveys, particularly in Rwanda or similar contexts;
• References or samples of previous relevant work in conducting baseline KAP surveys, particularly in education, youth and gender-related fields;
• Team composition, including CVs of key personnel who will be involved in the survey, emphasizing their relevant qualifications and experience;

Proposals should be submitted electronically at: procurement@ywca.rw by November 28, 2025.

8. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

The clarity, feasibility and appropriateness of the proposed methodology;

• The company’s experience and qualifications in conducting similar surveys;
• Cost-effectiveness and value for money;
• Ability to meet the timeline and deliver the required outputs;

9. Contact Information

All inquiries related to this consultancy should be directed to procurement@ywca.rw , with a copy
to info@ywca.rw and firanyumva@ywa.rw