Call for applications Framework agreement: research and analysis for accountable aid in Ukraine AND upcoming quantitative data collection

Duration: 24 months framework agreement (January 2025- December 2026)

Place of work: across Ukraine, in particular: Kyivska, Sumska Kharkivska, Luhanska, Donetska, Dnipropetrovska, and Odeska Oblasts

GTS Focal Point: Programme [email protected]

About Ground Truth Solutions

Ground Truth Solutions (GTS) is an international non-governmental organisation whose mission is to ensure that the priorities of people affected by crises are systematically reflected in humanitarian and climate action, from national humanitarian responses to system-wide humanitarian reform. Evidence and insights gathered through rigorous research and inclusive dialogue enable crisis-affected communities to actively shape the decisions that affect their lives. Based in Austria, GTS works globally as an independent advocate, working closely with local partners who share its vision.

1.Context

GTS have been working in Ukraine and neighbouring countries hosting Ukrainian refugees since May 2022 to understand the views of affected communities, aid recipients, and local actors regarding the humanitarian response.

In May 2022, we launched a project to explore what the humanitarian response looks like from the community’s perspective by asking people about their views, priorities, and expectations regarding how aid is provided. Part of this project was also a sub-project that focused on humanitarian journeys of refugees from Ukraine in Poland, Moldova and Romania, where we described the experience of different groups of people from the time they left their home, through their first experience with humanitarian support until when they settled in their host community, and how they are navigating their new environment.

In January 2023, we commenced a project aimed at understanding the specific experiences of people living in Ukraine who have applied for or received cash assistance from humanitarian organisations or through government social protection schemes. We also completed the report on the perceptions of cash and voucher applicants on the use of their personal data by aid providers in Ukraine.

In November 2023, we launched a project focusing specifically on community perceptions around sexual exploitation and abuse aiming to contribute to the establishment of an environment of trust – to encourage reporting cases of sexual exploitation and abuse, by including peoples’ as well as humanitarian workers’ views in the design and implementation of incident preventive strategies.

In October 2024, we launched a study to examine the current and potential future role of Ukrainian civil society in the provision and leadership of cash assistance programs. The findings will inform response leadership and key cash actors about opportunities for shifting toward a more locally-led model of humanitarian cash assistance that aligns with and improves Ukraine’s shock-responsive social protection system.

Over the coming years, we will continue to seek and analyse people’s views on access to assistance; rights and participation; timely and relevant support; resilience; feedback and complaints; respect; and the responsible use of humanitarian resources. We will use this analysis to facilitate dialogue across the country, with and between aid recipients, implementers, leaders, and funders, to support incremental improvements in the ongoing humanitarian response in Ukraine.

2. Rationale

For a 24-months framework agreement, GTS is looking for research partners capable of collecting data among displaced people, returnees, the general population, and specific vulnerable groups in areas prioritised by the humanitarian response, including but not limited to Kyivska, Sumska, Kharkivska, Luhanska, Donetska, Dnipropetrovska, and Odeska Oblasts.

The selected independent contractors will form a pool of pre-qualified potential research partners for upcoming GTS projects in Ukraine. They will be considered for all future GTS projects in Ukraine during the duration of their agreement, provided their expertise and capabilities align with the project requirements. For each specific project, GTS will request contractors to submit a brief technical and financial proposal. These proposals will be reviewed by the GTS procurement committee, and the most suitable and cost-effective contractor will be selected for the project.

We seek independent contractors with experience in conducting large-scale surveys, face-to face as well as via phone, among people in humanitarian need and/or employing qualitative methods, such as focus group discussions, community dialogue, and in-depth interviews, including the use of participatory approaches. For more information, see 3. Framework agreement.

In addition to the framework agreement, interested organisations can submit applications for an upcoming quantitative phone survey, which is part of GTS’ new project in Ukraine. The overarching goal of the project is to promote a more accountable and localised approach to humanitarian action that aligns with the expectations of people affected by crises. For this project, GTS will partner with one or two established framework contractors to conduct one round of quantitative data collection and one round of qualitative data collection. For more information, see 4. Upcoming quantitative phone survey.

Interested organisations can submit applications for either the framework agreement alone or for both the framework agreement and GTS upcoming project. It is not possible to apply solely for the upcoming project, as eligibility for this work requires being under a framework agreement with GTS.

Fluency in both written and spoken English, Ukrainian, and Russian is required. Exceptional proficiency in written English is essential.

3. Framework agreement

Depending on their profile and expertise, interested organisations can submit their applications for either quantitative research (Lot 1) or qualitative research (Lot 2), or both.

3.1 Documents to submit for the framework agreement

• Profile of the organisation and an overview of the services offered.
  This document should explicitly specify whether the application is for Lot 1, or for Lot 2, or for both. For applications for Lot 1 or Lot 2, the document should be a maximum of 4 pages. For applications for both, the document should be a maximum of 6 pages.
• Overview of previous relevant research activities.
  Experience in collecting similar data (quantitative research, or qualitative research, including dates, client or source of funding, budget, sample size, target population, methodology, and reference contact).
• CVs of key staff members
  with proven experience and strong background in qualitative and / or quantitative methodology.
• Experience in sensitive research (e.g. protection, GBV, trauma) – desirable, and have strong internal policies on ethics and safety.
• Other relevant internal policies and documentation on ways of working.
• Detailed description of the organisation’s level of access in the proposed areas of work.

The documents should reflect the applicant’s approach to:

• Testing and piloting data collection tools;
• Sampling approach, including how applicants for Lot 1 ensure randomness in sampling;
• Data quality (including how this was done in previous data collections) and how poor-quality data and fraudulent interviewers are identified;
• Ensuring that the data is collected in a responsible manner and that no harm is caused to any person directly or indirectly involved;
• Ensuring interviewers’ safety.

4. Upcoming project: quantitative perception survey [conducted via phone]

The objective of the phone survey is to gain large-scale insights into how communities perceive the factors driving the fulfilment of the revised Core Humanitarian Standard commitments: rights and participation; timely and relevant support; resilience; feedback and complaints; respect; and the responsible use of humanitarian resources. Data collection is scheduled to take place in the first quarter of 2025.

4.1 Scope of work

The independent contractor selected for this specific project will be expected to:

• Support GTS in the preliminary research and advise during the survey design phase. This involves regular meetings with GTS team, as well as jointly conducting consultations with humanitarian actors to inform the design of the research questions and of the data collection tools.
• Support designing the sampling strategy.
• Organise the training of the enumerators/interviewers, jointly with GTS.
• Test and pilot the data collection tool.
• Conduct cognitive testing of the parts of questionnaire
• Conduct phone surveys, with a sample size of minimum 1,000 aid recipients across Ukraine.
• Conduct daily data quality checks and ensure data quality.
• Translate relevant materials from English to Ukrainian and from Ukrainian to English, including presentation of the research, data collection tools, training material for the enumerators.
• Provide support in analysis work to contextualise and summarise findings.
• Participate in a learning session with GTS team and highlight areas for potential improvement.

Demographic specifications of the sample

• All respondents must be aged 18 or over.
• The sample will aim for an equal distribution between the sexes (50% men and 50% women).
• If possible, 15% of respondents will identify themselves as living with a disability.

4.2 Documents to submit for the upcoming project

• Brief methodology (maximum 4 pages).
• Timetable of expected results.
• Detailed budget in euros (EUR).

5. Joint work with GTS

GTS is used to being strongly involved in the data collection phase.

• GTS will co-facilitate the training of interviewers.
• At the start of collection, the independent service provider must be available for daily check ins with GTS team.
• Throughout the data collection process, the provider will submit brief daily progress reports in the form of a questionnaire pre-designed by GTS.
  • The total number and percentage of investigations completed.
  • Information on the sampling carried out on the same day.
  • Any complications arising during the day.
  • The contextual information necessary for GTS to correctly interpret the quality of the data obtained.
  • The activities scheduled for the following day.
  • Any other relevant comments or questions.

The independent contractor will submit a final report after data collection, covering the number of successful surveys / data collection activities, adherence to the agreed data collection protocol and sampling strategy, and any relevant observations and questions.

6. Contractual arrangements

1. The framework agreement contract will be concluded between the selected organisations and GTS. It does not guarantee or obligate GTS to assign any specific task, project, or workload under this agreement. Assignments, if any, will be issued on a case-by-case basis at GTS’s sole discretion and subject to separate agreements or task orders as required.
2. GTS expects the independent contractor and its staff to comply with GTS requests and protocols during data collection.
3. Before any data collection activity can begin, all the necessary authorisations and consents must be obtained.
4. All data obtained as part of this assignment is the exclusive property of GTS. The independent contractor will not be permitted to use or disseminate the data obtained in any way without the prior consent of GTS.