Toolkits

Monitoring
S No. Toolkit Name Description Link
1 Monitoring & Evaluation Guidelines This guideline is aimed towards carrying out comprehensive desk-based research on specific subjects and also providing assistance for organizing training/sensitization programmes etc. within the broad framework of the program objective. View
2 DGQI Methodology Toolkit   DGQI Toolkit
3 Concept Note - Logical Framework Concept Note Logical Framework, SOP for Reviewing OOMF Document Concept Note Logical Framework,SOP for Reviewing OOMF Document
4 GIRG-List of Nodal officers List of Nodal officers of GIRG Link
5 Monitoring Maturity Assessment The idea is to score the entire ministry/department based on the broad degree of Monitoring Maturity observed across the CS and CSS schemes. So, herein, an assessment for each of the parameters should be conducted based on the overall performance of each scheme and a score should be given against each parameters based on the qualitative assessment. Thus, the idea is to do a relative scoring among the ministries/departments. Tooklit
6 State Scholarship Portal Maturity Assessment To measure the maturity of state scholarship portals based on linkage with National Scholarship Portal, Accessibility, Transparency, Frequency of Updating, Data Granularity & Speed of the website. Toolkit, Note
Evaluations
S No. Toolkit Name Description Link
1 Rapid Assessment Rapid assessments are short, rigorous, team-based investigations to evaluate specific programmes. The assessment is done using various iterative modes of data collection and community participation to ensure a quick and holistic understanding of the programme. This toolkit details out the steps involved in Rapid Assessment. View
2 Participant Observation It is a qualitative evaluation study tool in which the evaluator enters a local group in order to gain understanding of the internal structure of the society. This toolkit provides the user step wise step guidance to use this method of qualitative evaluation. View
3 Outcome Harvesting It is a method that enables evaluators, grant makers, and managers to identify, formulate, verify, and make sense of outcomes. Outcome Harvesting collects (“harvests”) evidence of what has changed (“outcomes”) and, then, working backwards, determines whether and how an intervention has contributed to these changes. View
4 Difference in Differences Difference in Differences is a quasi-experimental design that makes use of longitudinal data from treatment and control groups to obtain an appropriate counterfactual to estimate a causal effect. This toolkit summarises the process of creating a DiD research design, its advantages and disadvantages and best practices. View
5 Monitoring & Evaluation Guidelines This guideline is aimed towards carrying out comprehensive desk-based research on specific subjects and also providing assistance for organizing training/sensitization programmes etc. within the broad framework of the program objective. View
6 Quick Assessment Studies   Quick Assessment Studies
7 Template for Rationalization of CS and CSS Schemes DMEO in consultation with Department of Expenditure prepared a template; broad framework for conducting the in-principle rationalization of the CS and CSS schemes along with the process flow for executing the same. Toolkit, Note
8 Template for Terms of Reference For the continuation of schemes in 15th Finance Commission cycle, the evaluation of Central Sector (CS) schemes will be undertaken by respective Ministries/ Departments. Accordingly a standard template for terms of Reference (ToR) was prepared by DMEO. Toolkit
9 Designing and Conducting Focus Group Discussion (FGD) This toolkit provides a beginner’s guide for designing and implementing focus group discussions as an instrument of enquiry, especially for government programmes and policies. Focus Group Discussion (FGD) is a widely used qualitative method of data collection wherein a group of respondents of interest, usually homogenous with similar socio-economic characteristics, participate in a discussion together. View
10 Sampling Guidelines These guidelines provide basic foundation-level information for designing a sampling framework and sampling instruments. Users of this document will be able to understand key concepts and definitions, methods, and steps of developing sampling design; Identify ways to develop various sampling designs, and; Select appropriate sampling design for implementing the survey. View
11 Organisational Evaluation Framework This document lays down the approach to evaluate organisations by assessing the relevance of an organisation to stakeholders, its effectiveness in achieving stated targets, the cost and process efficiency, the financial viability and the social and environmental sustainability of the organisation. This assessed keeping in mind and considering the external environment in which the organisation operates, the internal levels of motivation and the capacity of the organisation. View
Procurement

Procurement

This page contains the various documents, together called the M&E Procurement Toolkit, to assist government agencies in engaging technical consultants for monitoring and evaluation. It provides detailed guidance and tools on how to procure consultant services for monitoring and evaluation.

 

The Procurement Toolkit is targeted at any government agencies, including Ministries, State administrations, autonomous bodies, PSUs etc. in need of technical expertise on monitoring and evaluation. It can also serve as insight for private sector organizations, to understand the behind-the-scenes preparation and decision-making around procurement.

 

M&E Procurement Toolkit

 

M&E Procurement Handbook

M&E Procurement Standardized
Documents

Guidelines

General Financial Rules 2017

Manual for Procurement of Services 2017

Samples

UCSS RFP + TOR

Templates

Model RFP + TOR

CS TOR

This toolkit will offer a variety of resources that can be used and, in some cases, customized for the needs of the concerned government agency. The types of documents contained in this toolkit are:

  1. Handbook: Brings together all the documents with their intended context.
    Tender Management Handbook: This document is aimed at knowledge sharing, and consolidating all the relevant information required for carrying out the procurement through CPP portal, at one place based on the experience of DMEO, NITI Aayog.
     
  2. Guidelines: Broad ideas and principles to be kept in mind while completing a task such as planning a process, implementation etc.
    1. General Financial Rules 2017: The GFR (read together with its amendments) offers the broad rules and principles for various financial operations of the government. For the purpose of M&E procurement, Chapter 6 is the key reference point.
    2. Manual for Procurement of Services: Based on the GFR, this Manual outlines specific guidelines on the procurement of services, including templates etc.
  3. Standard Operating Procedures: Step-by-step granular listing of actions to be taken to complete a task.
  4. Samples: Examples of a finished/complete document that has been created under an existing project, eg: sample RFP, sample ToR, sample Letter of Award.
Sample RFP and TOR for Evaluation of Umbrella CSS: These PDF documents include all the RFPs from DMEO’s engagement of consultancy firms for evaluation of Centrally Sponsored Schemes (CSS).

 

S. No. Title Download Document
1. Agriculture, Animal Husbandry and Fisheries (PDF)  
2. Women and Child Development (PDF)  
3. Human Resource Development (PDF)  
4. Urban Transformation (PDF)  
5. Rural Development  (PDF)  
6. Drinking Water and Sanitation (PDF)  
7. Health ( PDF)  
8. Jobs and Skills (PDF)  
9. Water Resource, Environment and Forest (PDF)  
10. Social Inclusion, law and order & justice delivery (PDF)  
11. Tender for consultancy for evaluation of centrally sponsored scheme in Women and Child Development   Document
12 Tender for consultancy for evaluation of centrally sponsored scheme in Women and Child Development   Document
13. Tender for consultancy for evaluation of centrally sponsored scheme in Human Resource Development   Document
14. Tender for consultancy for evaluation of centrally sponsored scheme in Urban Transformation   Document
15. Tender for consultancy for evaluation of centrally sponsored scheme in Rural Development   Document
16. Tender for consultancy for evaluation of centrally sponsored scheme in Jobs and Skills   Document
17. Tender for consultancy for evaluation of centrally sponsored scheme in Water Resource, Environment and Forest   Document
18. Tender for consultancy for evaluation of centrally sponsored scheme in Social Inclusion, law and order & justice delivery   Document

 

Other documents such as concept notes, checklists etc. may be added, as this is an evolving toolkit. The purpose of each new type of document will be clearly outlined, and they will be added to the list above.

 

The aim of this toolkit is to facilitate the procurement of M&E consultancy services by various government organizations. It will explain how to conduct the entire procurement process, through a step-by-step process

  1. Needs Assessment: What triggers the hiring of consultants? How does a government agency decide that it needs the services of external consultants?
  2. Scope Definition and Terms of Reference: Once it has determined that the need exists, what should a government agency do next? How does it clearly define the scope of the M&E services it needs? How does it articulate this in the form of a Terms of Reference?
  3. Preparing the RFP: Then, how is a Request for Proposals designed and prepared? How are industry views elicited and incorporated into an RFP? How is it published and disseminated?
  4. Evaluating the Proposals: When proposals or bids have been received, how are they evaluated? How can the process be made as objective and efficient as possible?
  5. Awarding the Contract: Once a winning proposal has been identified, how is the contract awarded? What do the commissioning agencies have to keep in mind?
  6. Monitoring the Contract Execution: Once the contract is awarded, how can the government agency monitor the execution of the contract? How can it ensure the highest quality results?

 

Procurement of Technical Consultancy

S.No. Title style Description YouTube Link
1 Procurement Session 1: Introduction of Government Rules and Procedures This introductory session on government rules and procedures for procurement focuses majorly on the General Financial Rules 2017, Manual for Procurement of Consultancy and other services 2017 and recently released ‘General instructions on Procurement and Project Management’. https://youtu.be/fuFmS4vidYg
2. Procurement Session 2(A):  Drafting of a Request for Proposal (RFP) This session covers drafting of a Request for Proposal covering Model RFP for Selection of Technical Consultant as recommended by Department of Expenditure, Ministry of Finance. It talks in detail about the clauses in Model RFP, Terms of Reference, Agreement, Deliverables, Criteria for Evaluation and Eligibility. https://youtu.be/8bt0Y_sCXyY
3. Procurement Session 2(B): Drafting a Request for Proposal (RFP)- Part II This session continues the discussion on the drafting of a Request for Proposal. It covers DMEO's Draft RFP template and a detailed examination on drafting of Terms of Reference (ToRs) while deriving experiences from previous ToRs prepared by the team. https://youtu.be/ecjipmdMiyc
4. Procurement Session 3:  Guidelines for Engagement of Knowledge Institutions for M&E Studies This video focuses on drafting of RFP and a detailed discussion on contents of Terms of Reference (ToRs). It also covers the different modes of procurement including Nomination basis, Limited Tender Procurement, Open Tender Procurement, through Knowledge Institutions and their principles, procedures and qualification criteria https://youtu.be/OMw0cenqCfo
5. Procurement Session 4 (A):Open Tender Procurement Process This video covers preparation and publishing of RFP including concurrence of IFD, administrative approvals on RFP, providing sufficient details in the RFP to be published on the CPP Portal. It also discusses submission of proposals, internal deliberations and stakeholder consultations https://youtu.be/V7jDRcz4Xgc
6. Procurement Session 4 (B):Open Tender Procurement Process In continuation with the previous session, this video discusses the steps after publishing of the RFP – Pre-Proposal Conference, bid eligibility checks, responsiveness check, bid evaluation, financial proposal opening and evaluation concluding the Open Tender Procurement Process https://youtu.be/H6zl0Byhn5g
7. Procurement Session 5: Limited Tender Procurement, e-Procurement Process: CPP Portal, GeM Portal This session discusses the procedure of Limited Tender Procurement. It also covers how to conduct the e-Procurement Process using Central Public Procurement(CPP)Portal and Government e-marketplace(GeM)Portal, while also giving a live portal tour. https://youtu.be/mLyjkTa_fZA

This toolkit has been prepared by the Procurement Team at DMEO, based on the experiences of DMEO in contracting evaluation studies, empanelment of institutions, monitoring dashboards etc.