TERMS OF REFERENCE

Project Title: Collective Inclusive Action by CSOs in the State of Odisha to Raise the Voice of Intersectional Vulnerable Communities

Title of Assignment: Consultancy for Conducting Policy Gap Analysis of selected policies and programmes of Odisha for vulnerable populations

I. INTRODUCTION
Shanta Memorial Rehabilitation Centre (SMRC) is seeking a qualified consultant or consultancy firm to lead a comprehensive analysis of three key state-level frameworks

• Mission Shakti – Odisha's flagship women's empowerment programme
• Mukhyamantri Janajati Jeevika Mission – It was formulated during November 2019 with the purposes of ensuring sustainable livelihoods of ST families through farm and non-farm-based livelihood activities in clusters and developing suitable infrastructures so as to improve the standard of living and facilitate incremental results in their livelihoods. Mission Jeevika a Livelihood Cluster Programme has been recognized as one of the best practices by NITI Aayog & documented in the Best Practices Compendium (January-2021) by the Development Monitoring and Evaluation Office (DMEO) of the NITI Aayog.
• State Rules under the Rights of Persons with Disabilities Act, 2016 – which define entitlements and responsibilities under the RPWD Act at the state level
• The consultancy will assess the design, implementation and accessibility of these policies using an intersectional and inclusive lens and will map how these policies translate into services on the ground, including barriers, good practices and recommendations for strengthening inclusivity and accountability.
• The objective of this consultancy is to lead the entire policy analysis process, centering the voices of rights holders especially those living intersectional discrimination or marginalisation, including the design and execution of primary and secondary data collection, in-depth analysis of the data and preparation of a final report with actionable policy recommendations. This analysis will help assess the effectiveness of existing policies, identify implementation gaps and guide improvements to ensure inclusive development for and by the aforementioned communities.
  
  

Following the development of the policy brief or recommendations, the State Coordination Mechanisms, in collaboration with the District Federations and the Making It Work (MIW) Committee, will lead advocacy efforts at the state level to influence policy and programmatic changes. 

This activity is being implemented under the “Collective Inclusive Action by CSOs in the State of Odisha to Raise the Voice of Intersectional Vulnerable Communities” project; a collaborative initiative of SMRC, SADHANA, EKTA and Handicap International (HI), with support from the European Union.

II. BACKGROUND AND RATIONALE

Despite Odisha’s progressive social development programs, many marginalized groups such as women-led Self-Help Groups (SHGs), tribal communities and persons with disabilities continue to face various difficulties in accessing services and asserting their rights.

Three key frameworks; Mission Shakti, Mukhyamantri Janajati Jeevika Mission and the State Rights of Persons with Disabilities Rules play a critical role in shaping access to entitlements and services for these groups. To ensure a more inclusive and accurate understanding, the consultant(s) will be expected to propose a data collection methodology that goes beyond broad categorization by group. Specifically, the approach must include an intersectional lens, accounting for overlapping identities such as disability, gender, age, ethnicity, caste and other relevant socio-economic factors. This will help uncover layered experiences of exclusion or access that may not be visible through single-axis analysis.

The methodology should enable the collection of both quantitative and qualitative data and ensure representation from diverse sub-groups within each category. This is critical to inform recommendations that are responsive to the real and varied needs of the population.

This consultancy emphasizes:

• Identifying the gap between law and practice
• Mapping inclusive and exclusive access
• Amplifying community voices and good practices
• Co-creating pathways for systems change
  
  

III. OBJECTIVES OF THE CONSULTANCY

The core objective is to generate a data-driven, participatory gap analysis of Mission Shakti, Mukhyamantri Janajati Jeevika Mission and State Rights of Persons with Disabilities Rules from an intersectional inclusion and accessibility lens. 

Specific objectives:

• Carry out in depth analysis of above mention 3 policy/framework from intersectionality (age, gender, disability, ethnicity and diversity) lens and mapping out area of improvement to ensure the equal opportunity for these targeted marginalized population in accessing the service provision.
• Capture the real-life experience of the targeted community in accessing the provision of service/scheme made available through above 3 policies.
• Carry out an analysis to evaluate the accessibility and effectiveness of grievance redress systems and identify ways to strengthen them through active collaboration with CSOs and government stakeholders, applying an intersectional perspective.
• Generate actionable and practical recommendations for more inclusive and accountable implementation for above mentioned 3 polices.
  
  

IV. SCOPE OF WORK

1. Desk Review of Policy Frameworks 

a) Analyse the design and intent of key policy documents:

• Mission Shakti guidelines, operational manuals and convergence frameworks
• Mukhyamantri Janajati Jeevika Mission policy documents, action plans and monitoring reports
• State RPWD Rules (2016), notifications, implementation guidelines
  
  

b)Assess how these frameworks embed principles of diversity, equity and inclusion, especially with respect to women, Tribal people, persons with disabilities and caregivers.
c) Identify entitlements, eligibility, accountability mechanisms, and implementation architecture across the three policy areas.

2. Mapping of Implementation Gaps and Service Access 

a) Conduct field-based mapping of service delivery mechanisms:

• Delivery modes: in-person, digital (CSCs), SHGs, etc.
• Application/documentation processes, digital and literacy-related barriers
• Levels of awareness, reach and utilization among different population groups
  
  

b) Examine structural and operational barriers (e.g., staffing gaps, coordination challenges, exclusion due to process rigidity).

3. Primary Data Collection with an Intersectional Lens 

a) Collect qualitative and quantitative data through:

FGDs, KIIs and surveys with Rights Holders and Duty Bearers:

• Women SHG members and federation leaders (Mission Shakti)
• PVTG communities engaged with MUKHYMANTRI JANAJATI JEEVIKA MISSION
• Women, men, girls and boys with disabilities, caregivers, and OPDs
• PRI members, frontline workers, and government officials
  
  

b) Document lived experiences of access or exclusion from schemes and services.

4.Inclusion, Intersectionality & Accessibility Analysis 

a) Apply the AAAQ framework (Availability, Accessibility, Acceptability, Quality) to assess services under the three policies.

b) Use an intersectional inclusion lens to analyse differential access based on:

• Gender
• Disability
• Age
• Tribal identity (especially PVTG status)
• Socio-economic status
• Geographic location (rural/remote/digital divide)
  
  

5. Grievance Redress System Assessment 

a) Map and review existing grievance mechanisms under each policy.

b) Evaluate:

• Accessibility of grievance platforms (physical, digital, linguistic, procedural)
• Effectiveness in timely resolution and responsiveness to marginalized voices
  
  

c) Assess the role of CSOs, local champions, and informal intermediaries in improving access to grievance redress.

d) Examine barriers to grievance access through an intersectional lens.

6. Validation & Recommendations

a) Share findings through stakeholder (Project Team and selected CSOs) validation workshops

b) Develop actionable, evidence-based recommendations for improving policy design, implementation and service delivery and grievance resolution guided by inclusion and convergence principles 

V. DELIVERABLES AND TIMELINE

Deliverable
Description
Timeline

1. Inception Report

Final research plan, tools, and framework aligned with the 3 policies Within 2 weeks of contract award
2. Data Collection & Service Mapping     Completion of fieldwork, surveys, FGDs, KIIs, and service mapping            By end of week 8
3. Interim Progress Update        Summary of data collection progress, key preliminary findings and any challenges encountered.           By the end of week 9
4. Draft Report & Presentation   Draft policy gap analysis report on each policy and PowerPoint presentation of findings       By the end of week 12
5. Validation Workshop Facilitate a workshop with Project Team and selected CSOs to validate findings and gather feedback     By the end of week 14
6. Final Report Revised and finalized policy gap analysis report with recommendations   End of consultancy period

VI. METHODOLOGY

1. The consultant is expected to propose a robust, context-appropriate methodology integrating:

• Desk-based review of policy frameworks, laws and secondary literature
• Qualitative methods: FGDs, KIIs, case studies, journey mapping
• Quantitative surveys to assess reach, awareness and accessibility
• Service mapping tools to capture how entitlements are accessed
• Intersectional inclusion lens to identify disparities in access
• Facilitate participatory validation to promote stakeholder ownership and co-create inclusive, context-specific, and actionable recommendations based on the findings.
  
  

2. Mitigation of Protection and Safeguarding Risks

The consultant(s) will be required to outline clear strategies on how they plan to prevent, mitigate and address any protection and safeguarding risks that may arise for participants involved in the data collection process, including Focus Group Discussions (FGDs), Key Informant Interviews (KIIs) and surveys. The consultant(s) will be held accountable for ensuring that the dignity, rights and safety of all participants are respected throughout the process.

VII. QUALIFICATIONS & EXPERIENCE

• A Master’s degree in Public Policy, Law, Political Science, Economics, Development Studies or a closely related field is required
• A PhD in a relevant discipline will be considered an added advantage
• Minimum 7 years of experience in policy analysis, public sector research or inclusive development
• Experience working on gender empowerment, tribal development and disability inclusion is essential
• Strong grasp of intersectionality, inclusion and participatory methods
• Strong expertise in both qualitative and quantitative data collection methods
• Familiarity with participatory research methodologies, especially when working with marginalized communities
• Proven capacity to produce high-quality analytical, evidence-based reports with clear recommendations
• Fluency in Odia and English; experience working in Odisha is preferred
• Consultant or consulting teams having representation from marginalized backgrounds will be an advantage
  
  

VIII. DURATION OF THE CONSULTANCY

• The consultancy will be for a period of 4 months, starting from the date of the contract award. The timeline for deliverables will be as follows:
• Inception Report: to be submitted within 2 weeks of the contract award
• Data Collection: to begin by Week 2 and continue through Week 8 of the consultancy period
• Draft Report: to be submitted by the end of Week 12 (i.e., within 3 months)
• Final Report and Presentation: to be submitted by the end of Week 16 (i.e., within 4 months)
  
  

IX. COORDINATION AND SUPPORT STRUCTURE

The PMU Team at SMRC will act as the Nodal Point of Contact for the consultancy focused on primary and secondary data collection for the Policy Gap Analysis. In collaboration with the EKTA and SADHANA Teams, the PMU Team will facilitate the data collection process, ensuring smooth coordination and progress. Regular communication will be maintained with the consultant to monitor the work, anticipate and address any challenges, and provide necessary updates. This will include periodic check-ins to ensure that the data collection aligns with the project objectives and agreed timeline.

X. PAYMENT TERMS

Payment shall be made to the Consultant upon satisfactory completion of deliverables and submission of corresponding invoices, as outlined in the contract. Payments will be processed via bank transfer within 15 working days from the date of invoice approval by SMRC. 

Payment Milestone
Percentage
Condition for Payment

1. Inception report submission & approval 20% Upon submission and approval of the Inception Report
2. Completion of data collection 30% Upon completion of primary and secondary data collection
3. Draft report submission 30% Upon submission of the Draft Report
4. Final Report submission & approval 20% Upon submission and approval of the Final Report 

The Consultant shall pay SMRC 5% compensation of the total amount for each week of delay in delivery, up to a maximum of 20%. or pro-rata daily basis for partial weeks. Compensation will not apply in cases of unavoidable circumstances or if the delay is caused by SMRC, provided this is agreed upon in writing.

The Consultant shall be responsible for all applicable taxes. SMRC will deduct withholding tax as per applicable laws and provide the relevant tax certificate if required.All out-of-pocket expenses (including travel, communication, accommodation and incidentals) as well as personal and professional insurance coverage shall be the sole responsibility of the Consultant and will not be reimbursed separately by SMRC unless explicitly agreed in writing prior to incurring such costs. 

XI. APPLICATION PROCESS

Interested consultants should submit the following documents strictly adhering to the prescribed guidelines below:

• Technical Proposal: Detailing the approach, methodology, timeline and team composition (in pdf).
• Financial Proposal: Including the total cost for the consultancy, broken down by deliverables and activities (in pdf).
• CVs of Key Consultants: Highlighting relevant experience and qualifications.
• Samples of Previous Work: Relevant reports or studies conducted on similar topics.
• Statutory Documents: Including Registration Certificate (if applicable), PAN, GST Certificate (if applicable) and Income Tax Return of last two financial years
  
  

The application deadline is 15th November 2025. Please send your proposals to smrcbbsrproject@gmail.com 

XII. EVALUATION CRITERIA

The Consultant will be selected through a Quality- and Cost-Based Selection (QCBS) process. Technical proposals will be evaluated first and only those scoring =50/70 points will proceed to financial evaluation. The contract will be awarded to the consultant with the highest combined score, subject to due diligence. 

Proposals will be evaluated based on the following criteria:

• Evaluation Criteria
• Percentage
• Description
  
  

Approach and Methodology 30% Clarity and feasibility of the proposed methodology for all the three policiesRelevant Experience     20%     Expertise in policy analysis and work with marginalized groups (to be assessed from the samples of previous works)Cost Effectiveness        30%     Value for money, based on the proposed financial plan in detailed breakdown.Qualifications of the Team         20%     Qualifications, experience and expertise of the consultants including the team lead

XIII. SELECTION PROCESS AND DECISION AUTHORITY
All eligible proposals will be reviewed in accordance with the Evaluation Criteria outlined in this RFQ. SMRC will form a selection committee to assess the proposals based on both technical merit and financial value. Only proposals that meet the minimum technical score will proceed to financial evaluation. The final selection will be made using a best value-for-money approach, balancing quality and cost-effectiveness. SMRC reserves the right to seek clarification from any bidder during the evaluation process. The final decision authority rests solely with SMRC, and it is not obligated to select the lowest-priced proposal or provide justification for its final decision. All eligible proposals will be reviewed in accordance with the Evaluation Criteria outlined in this RFQ. SMRC will form a selection committee to assess the proposals based on both technical merit and financial value. Only proposals that meet the minimum technical score will proceed to financial evaluation. The final selection will be made using a best value-for-money approach, balancing quality and cost-effectiveness. SMRC reserves the right to seek clarification from any bidder during the evaluation process. The final decision authority rests solely with SMRC, and it is not obligated to select the lowest-priced proposal or provide justification for its final decision. 

XIV. CONFIDENTIALITY AND DATA PROTECTION
The consultancy team will ensure that all information gathered during the data collection process remains confidential and is used exclusively for the purpose of this assignment. The Consultant shall respect the confidentiality of the activities and will not use for his/her own advantage or for that of other individuals, either during the term of this Contract or thereafter, the facts or information gained while providing the services. The Consultant agrees not to publish, distribute or make public, without SMRC’s express authorization, the results of his/her activities within the framework of this Contract or the documents or data provided, produced or obtained, which will remain the property of SMRC and HI. 

The Consultant may not enter any commitments on behalf of SMRC(contract signature, financial commitment, etc.) with any external parties. 

The Consultant is personally responsible for his/her acts, which are binding solely on the Consultant as regards local authorities or third parties. The Consultant shall abstain from any promotional activity, including that of an ideological, religious, or philosophical nature, which would be contrary to SMRC’s non-political and neutral position. 

INTELLECTUAL PROPERTY RIGHTS

All deliverables and outputs produced under this assignment shall be the sole property of SMRC. The Consultant shall not use or share any part of the work without prior written permission from SMRC. Any pre-existing materials used by the Consultant remain their property, but SMRC shall have a royalty-free, non-exclusive license to use such materials for project-related purposes. The Consultant shall ensure all work is original and free from third-party rights violations and shall be liable for any infringement. 

ETHICAL CONDUCT AND CONFLICT OF INTEREST DECLARATION

All Consultants are expected to adhere to the highest standards of ethical and professional conduct. Proposals must be submitted in good faith and free from collusion or fraud. The Consultant shall disclose any actual or potential conflict of interest, including any prior or existing relationships with SMRC staff, partners, or stakeholders that could influence the impartiality of the assignment. Failure to disclose such information may lead to disqualification of the proposal or termination of contract, if awarded. By submitting a proposal, the Consultant confirms adherence to SMRC’s Code of Conduct, Anti-Fraud and Anti-Corruption policies, and agrees to comply with all applicable ethical standards.

RIGHT TO ACCEPT OR REJECT ANY PROPOSAL

SMRC reserves the right to accept or reject any proposal, in whole or in part, and to cancel the procurement process at any time without assigning any reason or incurring any liability. Receipt of proposals in response to this RFQ does not obligate SMRC to award a contract. SMRC is under no obligation to select the lowest-priced or any proposal submitted. SMRC also reserves the right to negotiate with one or more shortlisted Consultants, if deemed necessary, before finalizing the award. 

Job Email ID: smrcbbsrproject(at)gmail.com