TERMS OF REFERENCE (ToR)

Engagement of an Agency to Conduct an Evaluation of the Project

Name of the Project: “Enhancing Quality of Education in 20 Project Villages of Grasim Jan SEWA TRUST”

Issued by: Aide et Action (India)

Location: Nagda-Khachrod Block, Ujjain District, Madhya Pradesh

Duration of Assignment: Two months from the date of contract signing

Proposal Submission Deadline: 15th September 2026

1. Background

Aide et Action (India) invites proposals from qualified and experienced organisations/agencies to evaluate the project “Enhancing Quality of Education in 20 Project Villages of Grasim Jan SEWA TRUST” implemented across 20 project villages in Nagda.

The purpose of the evaluation is to provide an independent and systematic assessment of the project's relevance, effectiveness, efficiency, outcomes, sustainability and overall contribution to change.

The evaluation will assess the extent to which the project objectives were achieved, the effectiveness of the strategies and interventions adopted, the factors that enabled or constrained implementation and results, and the extent to which observed changes can reasonably be linked to the project's interventions.

The evaluation will also generate actionable learning and recommendations to inform Aide et Action (India), Grasim Jan SEWA TRUST and other relevant stakeholders in strengthening future education programming and informing decisions related to sustainability, replication and scale-up.

2. About the Project

The “Enhancing Quality of Education in 20 Project Villages” supported by Grasim Jan SEWA TRUST, was implemented to address key challenges affecting the quality of education in rural communities across 20 villages in Nagda, Madhya Pradesh.

The project covered 25 Anganwadis, 20 primary schools, 15 middle schools and 5 higher secondary schools. It sought to improve children's learning and educational participation through interventions focused on Foundational Literacy and Numeracy (FLN), quality teaching and learning, digital learning, creative learning spaces known as Anand Ghars, teacher capacity building and strengthened community engagement, particularly through Mothers' Collectives.

The project reported significant achievements, including an 86% improvement in attendance, reduction in dropout rates and the mainstreaming of 459 out-of-school children. Strengthened teacher capacity and school-level engagement also contributed to improved school functioning, including the return of 121 children from private to government schools.

The project's work was nationally recognised with the Gold Award at the 11th National CSR Summit & CSR Times Awards 2024.

3. Evaluation Objectives

The evaluation will specifically seek to:

1. Assess the relevance of the project's objectives and interventions to the needs and priorities of children, schools, teachers and communities. Assess the effectiveness of the project in achieving its intended outputs and outcomes.

2. Examine the efficiency of project implementation, including the adequacy and utilisation of resources, implementation processes and partnerships. Assess the outcomes and contribution to change among children, teachers, schools and communities.

3. Examine the extent to which the project contributed to improvements in learning, FLN competencies, attendance, retention, teaching practices, school functioning and community engagement.

4. Assess the sustainability of key project outcomes, practices and institutional mechanisms. Identify good practices, innovations, challenges and lessons learned. Assess the potential for replication and scale-up of successful project approaches.

5. Provide practical and evidence-based recommendations for future programming.

4. Evaluation Scope

The evaluation will cover the project's interventions across the 20 project villages in Nagda, including 25 Anganwadis, 20 primary schools, 15 middle schools and 5 higher secondary schools. The evaluation will consider the following key dimensions:

4.1 Relevance

· To what extent were the project objectives and interventions aligned with the educational needs of children, teachers, schools and communities?

· How relevant were the project strategies to the local context and priorities of government education systems?

· To what extent did the project respond to the needs of vulnerable and out-of-school children?

4.2 Effectiveness

· To what extent were the intended project outputs and outcomes achieved?

· Which interventions contributed most significantly to the achievement of results?

· What factors facilitated or constrained the achievement of project objectives?

· How effectively were Anand Ghars, digital learning, teacher development and community engagement mechanisms implemented?

4.3 Outcomes and Contribution to Change

The evaluation will assess changes and the project's contribution to:

· Children's learning outcomes and FLN competencies.

· Attendance, retention and continued participation in education.

· Mainstreaming and retention of out-of-school children.

· Teachers' knowledge, skills, confidence and classroom practices.

· Use of innovative, joyful and inclusive teaching-learning approaches.

· School functioning and school-level practices.

· Parent, Mothers' Collective and community participation.

· Collaboration among schools, communities and government stakeholders.

The evaluator should use available evidence to assess the project's contribution to observed changes, while clearly recognising the limitations of attribution where a counterfactual or baseline data is not available.

4.4 Efficiency

· How efficiently were project resources, human resources and partnerships utilised?

· Were project activities implemented within the planned timeframe and resources?

· Were implementation arrangements and coordination mechanisms appropriate and effective?

· Were there significant operational challenges, and how were they addressed?

4.5 Sustainability

· To what extent are project-supported practices, capacities and mechanisms likely to continue beyond the project period?

· What institutional mechanisms have been established within schools and communities?

· What factors may support or threaten sustainability?

· What is required to sustain the project's key achievements?

4.6 Replication and Scale-up

· Which project interventions and approaches have demonstrated potential for replication?

· What conditions would be necessary to replicate or scale these approaches in other locations?

· What adaptations may be required in different contexts?

4.7 Learning and Good Practices

The evaluation should identify:

· Effective and innovative practices, Key implementation lessons,

· Challenges and their mitigation and significant stories of change.

· Approaches that have potential for institutionalisation, replication or scale-up.

5. Key Stakeholders

The evaluation should engage relevant stakeholders to ensure a comprehensive understanding of the project's implementation and results. These may include:

· Children/students, Parents and caregivers

· Anganwadi functionaries, School teachers and school leadership,

· School Management Committees (SMCs), Parent-Teacher Associations (PTAs)

· Mothers' Collectives, Education Department representatives,

· Local governance representatives,

· Community-based organisations and community stakeholders

· Aide et Action (India) project and programme staff

· Other relevant project partners and stakeholders

The evaluator should propose an appropriate stakeholder sampling strategy.

6. Evaluation Methodology

The evaluation is expected to adopt a mixed-methods, participatory and evidence-based approach, combining quantitative and qualitative methods.

The selected agency will be responsible for developing a detailed evaluation design, sampling strategy and data collection tools based on the evaluation objectives and questions outlined in this ToR.

6.1 Desk Review

The evaluator will review relevant project documentation and available evidence, including:

· Project proposal and logframe/theory of change, where available.

· Project plans and reports.

· Project completion reports.

· Monitoring and performance data.

· Baseline, endline or other assessment data, where available.

· Training and programme materials.

· Partnership MoUs.

· Relevant government data and policy documents.

· Other relevant project records.

The desk review should establish the project's intervention logic and provide the basis for assessing progress and results.

6.2 Quantitative Assessment

Structured surveys may be undertaken with selected stakeholder groups to assess measurable changes in areas such as:

· Learning and FLN competencies, Attendance and retention.

· Teaching practices, Knowledge and skills.

· Use of learning resources and digital tools.

· Parent and community participation.

· Perceptions of school functioning and project effectiveness.

The evaluator should propose an appropriate sampling methodology and sample size in the technical proposal.

6.3 Qualitative Assessment

Qualitative methods should be used to understand stakeholder experiences, perceptions, implementation processes and the factors contributing to observed results. These may include:

· Focus Group Discussions (FGDs) with selected stakeholder groups.

· In-Depth Interviews (IDIs) with children, teachers, parents and other relevant stakeholders.

· Key Informant Interviews (KIIs) with education officials, community leaders, project personnel and other key stakeholders.

· School/Anganwadi observations, where appropriate.

6.4 Case Studies and Stories of Change

The evaluation should document selected case studies/stories of change that illustrate significant outcomes or changes associated with the project.

These should be evidence-based and, where possible, validated through more than one source.

6.5 Triangulation and Analysis

The evaluator will triangulate evidence from project documentation, quantitative data, qualitative findings and stakeholder perspectives. Findings should clearly distinguish between:

· Outputs – what the project delivered.

· Outcomes – changes resulting from or associated with the interventions.

· Impact/contribution – broader or longer-term changes to which the project can reasonably be considered to have contributed.

Where attribution cannot be established, the evaluation should transparently present the evidence and limitations.

7. Indicative Evaluation Questions

The evaluation should address, at a minimum, the following questions:

Relevance

· Were the project objectives and interventions relevant to the needs of the target population and local education context?

· To what extent did the project address identified gaps in learning, teaching and community engagement?

Effectiveness

· To what extent were the intended results achieved?

· Which interventions were most effective and why?

· What factors facilitated or constrained achievement of results?

Efficiency

· Were resources used efficiently and appropriately?

· Were implementation and coordination arrangements effective?

Outcomes and Contribution

· What changes have occurred in children's learning and FLN competencies?

· What changes have occurred in attendance, retention and continued education?

· What changes have occurred in teacher capacity and classroom practices?

· What contribution did the project make to mainstreaming out-of-school children?

· What changes occurred in school functioning and community engagement?

· What evidence demonstrates the project's contribution to these changes?

Sustainability

· Which project outcomes and practices are likely to continue?

· What institutional mechanisms support sustainability?

· What risks may affect sustainability?

Replication and Scale-up

· Which approaches are suitable for replication or scale-up?

· What conditions and resources would be required?

Learning

· What are the key lessons for Aide et Action (India), Grasim Jan SEWA TRUST and other stakeholders?

· What should be continued, modified or discontinued in future programming?

8. Expected Deliverables

The selected agency will be expected to deliver:

1. Inception Report covering the evaluation framework, methodology, sampling strategy, evaluation questions, tools, work plan and quality assurance mechanisms.

2. Finalised data collection tools for quantitative and qualitative assessment.

3. Field data collection and documentation with appropriate quality assurance measures.

4. Preliminary findings presentation highlighting key findings, emerging conclusions and areas requiring further validation.

5. Draft Evaluation Report for review.

6. Final Evaluation Report incorporating agreed feedback.

7. Selected case studies/stories of change documenting significant outcomes and learning.

8. Final presentation of evaluation findings and recommendations to Aide et Action (India) and relevant stakeholders.

Final Evaluation Report

The final report should, at a minimum, include:

Executive Summary
Project background and context
Evaluation purpose and objectives
Evaluation scope and key questions
Evaluation methodology and sampling
Limitations
Findings against evaluation criteria
Key outcomes and evidence of contribution
Stakeholder perspectives
Good practices and innovations
Case studies/stories of change
Challenges and lessons learned
Sustainability
Replication and scale-up potential
Conclusions
Actionable recommendations
Annexures, including tools, sample details and relevant supporting information

Recommendations should be prioritised, practical, evidence-based and clearly linked to the evaluation findings.

9. Assignment Timeline

The assignment is expected to be completed within two months from the date of signing the contract.

The following timeline is indicative and may be refined by the selected agency in its technical proposal.

10. Eligibility and Experience

Interested agencies should demonstrate:

- Proven experience in programme evaluation, impact assessment, research or similar assignments, preferably in the education and development sectors.
- Demonstrated expertise in mixed-methods evaluation, including quantitative and qualitative research.
- Experience in evaluating education, FLN, school improvement, teacher development and/or community-based education programmes.
- Strong capabilities in sampling, data collection, statistical and qualitative analysis and evidence-based reporting.
- A suitably qualified and experienced Team Leader/Lead Evaluator and supporting evaluation team.
- Experience in conducting field-based research involving children, teachers, parents and communities.
- Capacity to conduct the assignment in Hindi and relevant local languages, as required.
- Demonstrated understanding of ethical research and safeguarding requirements when engaging with children and vulnerable groups.
- Prior experience working with non-profit organisations, government departments, CSR foundations or development-sector institutions.
- Valid GST registration and compliance with applicable statutory requirements.
- Where applicable, eligibility to receive FCRA funds in accordance with prevailing regulations.
- The agency should not be blacklisted by the Ministry of Home Affairs (MHA) or any other relevant statutory authority.

11. Proposal Submission Requirements

Interested agencies should submit separate Technical and Financial Proposals.

Technical Proposal

The Technical Proposal should include:

Understanding of the project and evaluation objectives.
Proposed evaluation framework and methodology.
Proposed evaluation questions and analytical framework.
Sampling strategy and proposed sample size.
Quantitative and qualitative data collection approach.
Data analysis and triangulation approach.
Approach to assessing contribution and attribution.
Safeguarding and ethical research approach.
Proposed team, qualifications and relevant experience.
Relevant organisational experience and similar assignments.
Examples/portfolio of previous evaluation work.
Detailed work plan and timeline.
Key assumptions, risks and mitigation measures.

Financial Proposal

The Financial Proposal should provide a detailed cost breakdown, including, as applicable:

Professional fees
Field/data collection costs
Travel and accommodation
Data processing and analysis
Documentation and case studies
Report preparation and presentation
Applicable taxes
Other relevant expenses

All costs should be quoted in Indian Rupees (INR) and clearly indicate applicable taxes.

12. Evaluation and Selection of Proposals

Proposals will be assessed on the basis of technical quality, relevant experience, proposed team and financial competitiveness.

Evaluation Criteria

Weightage

Understanding of the assignment 10%

Evaluation methodology and technical approach 25%

Relevant organisational experience 15%

Qualifications and experience of proposed team 20%

Work plan and feasibility of timeline 10%

Relevant evaluation assignments/portfolio 5%

Financial proposal 15%

Total 100%

Aide et Action (India) may invite shortlisted agencies to make a presentation or participate in a clarification meeting as part of the selection process.

Aide et Action (India) reserves the right to accept or reject any proposal, in whole or in part, without assigning any reason.

13. Reporting, Coordination and Review

The selected agency will work in close coordination with the designated focal person at Aide et Action (India), who will provide overall guidance and oversight throughout the assignment.

The agency will provide regular updates on progress, emerging findings, challenges and any support required. The assignment will follow a phased review process with agreed milestones.

Key deliverables will be submitted for review and feedback, and the agency will incorporate agreed revisions before proceeding to the next stage. Final approval of deliverables will rest with Aide et Action (India).

The evaluation is expected to maintain independence, objectivity and professional integrity throughout the process. While Aide et Action (India) will provide contextual information and facilitate access to stakeholders, the evaluator will retain responsibility for the analysis, findings, conclusions and recommendations.

14. Role and Responsibilities of Aide et Action (India)

Aide et Action (India) will provide overall coordination, contextual guidance and facilitation. Its responsibilities will include:

Providing relevant project documents, monitoring data and background information.
Facilitating access to project locations, schools, Anganwadis and relevant sites.
Supporting coordination with children, parents, teachers, Anganwadi functionaries, community representatives and government stakeholders.
Providing contextual inputs during the development of the evaluation methodology and tools.
Reviewing tools and draft deliverables and providing feedback.
Facilitating validation and discussion of emerging findings.
Supporting the agency in addressing operational requirements and completing the assignment within the agreed timeline.

Aide et Action (India) will not influence the evaluator's independent analysis, findings or conclusions.

15. Payment Schedule

Payments will be linked to agreed milestones and acceptance of deliverables.

Milestone

Payment

Upon signing of the contract 50%
Upon submission and acceptance of the Draft Evaluation Report 10%
Upon submission and acceptance of the Final Evaluation Report, case studies and other agreed deliverables 40%

Total 100%

Payments will be subject to applicable statutory deductions, including TDS.

16. Intellectual Property and Confidentiality

All reports, assessment/evaluation tools, datasets, analyses, case studies and other materials specifically developed under this assignment shall be the exclusive property of Aide et Action (India).

The selected agency shall not reproduce, publish, distribute, disclose or otherwise use such materials, in whole or in part, for purposes outside this assignment or share them with any third party without the prior written consent of Aide et Action (India).

All documents, data, information and other materials provided by Aide et Action (India) shall be treated as strictly confidential and used solely for the purposes of this engagement.

The agency shall ensure that all personnel, consultants, partners and other persons engaged in the assignment comply with these confidentiality and intellectual property requirements.

17. Safeguarding and Compliance with Aide et Action (India) Policies

The selected agency and all personnel engaged in the assignment shall comply with the applicable policies, standards and codes of conduct of Aide et Action (India), including its Safeguarding Policy, Prevention of Sexual Harassment (POSH) Policy, PESA Policy and Child Protection Policy.

Given the involvement of children and other potentially vulnerable stakeholders, the evaluator shall ensure appropriate ethical standards throughout the evaluation, including informed consent/assent, confidentiality, privacy, safe data collection practices and responsible handling of sensitive information.

Prior to commencement of the assignment, the agency and relevant personnel will be required to acknowledge and comply with the applicable policies and requirements of Aide et Action (India).

Any actual, suspected or potential safeguarding concern arising during the assignment must be reported promptly through Aide et Action (India)'s designated reporting mechanisms.

18. Application Submission Process

Interested and eligible agencies are invited to submit proposals in accordance with the requirements set out in this ToR.

The submission should include:

Technical Proposal, Financial Proposal
Organisational profile, Relevant portfolio and examples of similar evaluation assignments
Proposed team composition and CVs of key personnel
Detailed work plan and timeline
Relevant statutory and registration documents, as applicable

19. Submission Details

Email: info.india@aide-et-action.org

Submission Deadline: 15th September 2026

Suggested subject line: Proposal – Evaluation of Enhancing Quality of Education Project

Technical and Financial Proposals should preferably be submitted as separate PDF files, clearly indicating the name of the agency.
Applications received after the stated deadline or submissions that are incomplete may not be considered.
Aide et Action (India) reserves the right to seek clarification or additional information from applicants during the evaluation process.

20. Contact

Aide et Action (India)

Email: info.india@aide-et-action.org