| Project | Adaptation Fund – The “Safekeeping-Surviving-Sustaining towards Resilience: 3S Approach to Build Coastal City Resilience to Climate Change Impacts and Natural Disasters in Pekalongan City, Central Java Province” |
| Types of procurement | Professional consulting services |
| Proposal Submission Deadline: | October 22, 2026, at 3:00 p.m. WIB |
| Assignment period | October 26 – December 26, 2026 |
| Location | Semarang and Pekalongan City, as well as other relevant locations as specified in the Terms of Reference (ToR) and the KEMITRAAN guidelines |
| Type of contract | Lump sum based on the fulfillment of agreed-upon deliverables |
| Indicative budget ceiling | Rp300,000,000 gross, including VAT and income tax |
| Technical Reference Documents | The Terms of Reference (ToR) for the recruitment are attached/available via the link in the announcement |
Background
KEMITRAAN invites qualified evaluation agencies and consultants to submit proposals for the Final External Evaluation of the Pekalongan Adaptation Fund (AF) Program. The evaluation must be conducted independently, objectively, and based on evidence to assess the program’s achievements, its contribution to climate resilience, lessons learned from implementation, environmental and social safeguards, and the sustainability of benefits.
This RFP contains key information regarding the scope of the assignment, provider requirements, proposal submission procedures, evaluation criteria, the procurement schedule, and cost provisions. Technical details regarding implementation are outlined in the Terms of Reference (ToR) for the External Program Evaluation Consultant for the AF Pekalongan Program, which serves as the reference document for this assignment.
Scope of the Assignment
The selected evaluator will conduct a final evaluation of the Pekalongan AF Program from 2021—including the approved extension—through the evaluation cutoff date. The evaluation will use the Safekeeping–Surviving–Sustaining (3S) approach:
- S1 – Safekeeping (Component 1): assesses mangrove restoration and coastal protection infrastructure, including their condition, function, and protective benefits.
- S2 – Surviving (Components 2–4): assesses capacity-building, institutional frameworks, policies, information, and knowledge related to adaptation, as well as their application in adaptation decisions and actions.
- S3 – Sustaining (Component 5): assesses adaptive livelihoods, economic benefits/food security, and the sustainability of waste management and sanitation services.
In summary, the work includes: (i) review of documents and indicators; (ii) development of methodology, sampling, and instruments; (iii) interviews, focus group discussions (FGDs), observations, and verification of evidence; (iv) assessment of outputs/outcomes and contributions to climate resilience; (v) assessment of safeguards/ESMP and equitable benefit sharing; (vi) project management lessons learned; (vii) sustainability and asset management; (viii) evaluation workshops; and (ix) preparation of reports and supporting materials for the Project Completion Summary.
Evaluators must maintain independence, respondent confidentiality, data collection ethics, and the representation of women and vulnerable groups, and ensure that every conclusion is supported by traceable means of verification (MoV). Details regarding the scope and deliverables are outlined in the Terms of Reference (ToR).
Key Findings
| Output | Minimum expected content |
| Inception Report | Methodology, evaluation questions/matrix, sampling strategy, instruments, work plan, data requirements, and ethical and data quality provisions. |
| Final Evaluation Report | Reports in Indonesian and English; output/outcome achievements according to the 3S framework; assessment of the nine Adaptation Fund criteria; ESMP/safeguards; equitable distribution of benefits; lessons learned; sustainability; recommendations; executive summary and presentation materials. |
| Evidence Index | A list and references of evidence supporting the findings and conclusions, including relevant documents and field evidence. |
| Presentation of Workshop Findings and Notes | Presentation of findings, clarification notes, follow-up actions, attendance list, and documentation from the evaluation workshop. |
| Supporting Materials for the Project Completion Summary | Summary of achievements, relevant AF core indicators, key lessons learned, best practices, and recommendations for sustainability. |
Minimum Qualifications
- Has experience in evaluating development programs funded by international donors.
- Has conducted at least two final evaluations in the past five years.
- Have experience in the fields of climate change, the environment, community resilience, coastal development, or sustainable livelihoods.
- Has the capacity to conduct evaluations and coordinate efforts at the community, local government, provincial, and national stakeholder levels.
Team Composition and Competencies
| Position/role | Key Requirements |
| Team Leader / Lead Evaluator | Minimum education requirement: Bachelor’s degree (Master’s degree preferred); at least 10 years of experience in evaluating development programs; experience leading at least 3 final evaluations funded by international donors and at least 1 evaluation related to climate, the environment, or coastal issues; ability to lead a team and write reports in Indonesian and English. |
| Climate Change Adaptation Specialist | At least 5 years of experience in climate adaptation/resilience, coastal areas, or climate risk reduction; involvement in at least 2 programs or evaluations related to climate adaptation. |
| Social and Safeguards Specialist | At least 5 years of experience in gender, social inclusion, vulnerable groups, and environmental and social safeguards; understanding of the ESMP, grievance mechanisms, and stakeholder engagement. |
| Data Analyst / M&E Specialist | At least 5 years of experience in monitoring, evaluation, and data analysis; proficiency in quantitative and qualitative methods, indicators, MoV, and outcome analysis. |
A single staff member may perform more than one function provided they have the necessary competencies and sufficient time. The team must understand outcomes-based evaluation, evidence triangulation, quantitative and qualitative methods, facilitating interviews, focus group discussions (FGDs), and workshops, as well as ethics and the protection of respondent identities. Contractors and team members are required to disclose any potential conflicts of interest and must not be directly involved in the design or implementation of the intervention being evaluated.
Proposal Submission Process
Providers are requested to submit a proposal that is concise yet sufficient to demonstrate compliance with the Terms of Reference (ToR) and the ability to complete the assignment within the specified timeline. The proposal must include, at a minimum:
- A cover letter for the proposal signed by an authorized official.
- Organizational profile, relevant legal status/identification, and experience with similar evaluations.
- Technical proposal: understanding of the Terms of Reference (ToR) and program context; methodology; analytical framework and sampling strategy; evidence verification methods; work plan; division of tasks; quality control; and implementation risk mitigation.
- The resume of each proposed staff member, their role and time allocation, and proof of relevant experience or assignments.
- A list of similar projects, including client information, project dates, scope, and contact information for references, if available.
- A detailed cost proposal in Indonesian Rupiah (IDR), including honoraria, travel, lodging, local transportation, data collection/processing, accessibility, translation, workshops, reporting, and report revisions; as well as cost assumptions and taxes.
- Statement of Independence and Disclosure of Potential Conflicts of Interest.
Format and Submission
The technical proposal and the cost proposal must be presented clearly and separately in files or sections labeled “Technical Proposal” and “Cost Proposal.”
| Email for submitting proposals: Subject: EVALUATOR AF PKL Email: procurement@kemitraan.or.id Submission deadline: October 22, 2026, at 3:00 p.m. WIB Information and clarifications: procurement@kemitraan.or.id Until October 21, 2026, at 12:00 PM WIB |
Proposal Evaluation Criteria and Weightings
| No. | Evaluation criteria | Weight | Items Assessed |
| 1 | Understanding the Terms of Reference (ToR) and the Context of the Pekalongan AF Program | 10% | Understanding of the objectives, context, the 3S approach, the need for a final evaluation, and implementation challenges. |
| 2 | Quality of the evaluation’s methodology, sampling, and analytical framework | 20% | Methodological appropriateness; sampling strategies; triangulation and verification of MoV; output/outcome analysis; independence, ethics, and data limitations. |
| 3 | The organization’s experience with final evaluations of donor programs | 15% | The relevance and quality of the final evaluation experience, particularly for donor programs and related sectors. |
| 4 | Qualifications and experience of the team of experts | 20% | The alignment of the proposed personnel’s competencies, experience, roles, and time allocation. |
| 5 | Work plans, task assignments, and quality control | 10% | Schedule feasibility, division of responsibilities, coordination, quality control, and risk mitigation. |
| 6 | Reasonableness and Completeness of Cost Proposals | 25% | Budget details and completeness, reasonableness of unit costs and assumptions, coverage of all outputs, and consistency of costs with the methodology and work plan. |
| TOTAL | 100% |
Proposals will be evaluated as a whole based on the weightings listed above. Ensure that the cost proposal covers all assignment requirements and does not rely on unaccounted-for additional costs. Proposals that exceed the budget limit may be deemed ineligible.
Other Provisions
- The procurement process is conducted in an open, transparent, and accountable manner;
- KEMITRAAN reserves the right to accept or reject all or part of the submitted proposals without obligation to provide justification; and
- All costs incurred during the procurement process are the responsibility of the participants.
- All information and data obtained during the assignment must be kept confidential and used solely for evaluation purposes.
- Providers/Organizations/Vendors must disclose any potential conflicts of interest—whether involving the organization or team members—and promptly disclose them if they arise during the process.
- Proposals must be prepared in accordance with these Terms of Reference (ToR) and Request for Proposal (RFP). In the event of any discrepancies, participants are requested to seek clarification from KEMITRAAN before the proposal submission deadline.
- By submitting a proposal, the provider confirms that it has read and understood the terms of the RFP and agrees to participate in the procurement process managed by KEMITRAAN.
The complete Terms of Reference (ToR) document is available below.
