RFP Evaluation Consultant for the National Settlement Sector Community of Practice

Deadline date: 
Thursday, November 30, 2017 - 5:00pm
Fixed date
RFP status: 

Organization Profile

OCASI - Ontario Council of Agencies Serving Immigrants was formed in 1978 to act as a collective voice for immigrant serving agencies and to coordinate responses to shared needs and concerns. Its membership is comprised of more than 220 community-based organizations in the province of Ontario. OCASI asserts the right of all persons to participate fully and equitably in the social, cultural, political and economic life of Ontario.

OCASI invites qualified individuals/organizations to submit a proposal for a contract to carry out an evaluation for OCASI’s National Settlement Sector Community of Practice.

Project Overview

The main objective of this project is to develop and maintain a bilingual National Settlement Sector Community of Practice (CoP) where sector staff, leaders and those in related fields can learn, share, connect and collaborate.

Our project’s objectives are to:

  • Build a Community of Practice where settlement practitioners, leaders and professionals in related sectors can connect, share, collaborate and learn; thereby building their knowledge and skills capacity with a focus on improving settlement services;
  • Facilitate the provision of consistent, innovative and coordinated services;
  • Create a unique “Settlement Hub” for the sector where members collect, disseminate, and find the support and tools they need to do their job effectively.

During the life of the project (2017-20) OCASI will be working with settlement agencies and regional settlement umbrella organizations across Canada.

Purpose of Evaluation

The main purpose of the evaluation of is to determine the effectiveness of the CoP project in its entirety entirety and each individual element of the project. The formative evaluation will assess the nature of the project, the needs of the project (environmental scan will be conducted separately) and the progress and implementation of the project for improvement, learning and decision about incremental changes. The summative evaluations assess the overall project effectiveness and achievements.  The evaluation will include, but not be limited to, survey data, interviews, focus groups, achievement data, and recommendations.

Key Objectives

  • To develop an evaluation framework that will include measurement strategies and tools for the three year CoP project to evaluate outputs, short-term outcomes as well as the long-term impact of the project addressing creation and implementation and use of the CoP.
  • To evaluate how the national settlement sector is using and adopting the CoP.
  • To submit a final report that will provide an overall summary of the three year National Settlement Sector Community of Practice Project that will encompass:
    • Impact of the project on the agencies involved and using the platform
    • Assessment of strengths and challenges of the approach to capacity development and information sharing, including the roles and responsibilities of all participating peer agencies
  • Lessons learned and promising practices as well as next steps that may follow this initiative, including high-level strategic ideas, as well as mid- to low- and “no-cost” ideas.

Specific Deliverables

The Consultant will tender the following deliverables:

  • Evaluation framework for the CoP Project that includes indicators and measuring tools to evaluate project activities as well as an overall approach. This framework will include a number of components: an evaluation overview, program logic model, and final performance measurement matrix;
  • Evaluation plan for the CoP project that includes data collection / analysis protocols and timelines.
  • Collection of necessary data for the formative and summative evaluations of the CoP project, which is national, through a systematic investigation as described in the evaluation plan. The technology and outreach activities should incorporate required methods for collecting data required for program evaluation
  • Regular scheduled meetings with staff, partners and the advisory committee to coordinate evaluation activities and provide feedback on evaluation results.
  • Data analyses and resulting recommendations will be available to staff, partners and advisors in the form of written and oral reports, according to the schedule described in evaluation plan
  • In consultation with all relevant stakeholders, develop a final evaluation report providing a comprehensive analysis of the project results, which includes:
    • An assessment of progress against the project deliverables;
    • Identification of promising practices and lessons learned;
    • Recommendations for best approaches to organizational capacity development and further training needs or other activities to sustain the impact of the project, including any identified training needs of settlement.
    • Original data files, and final cleaned evaluation data and analysis files resulting from the evaluation will be appended to the final report.
  • Attend partners, advisory meetings and other various meetings as necessary to carry out the evaluation of this project. 

Time Frame:

The Consultant will be engaged as an independent contractor through a fixed price contract. The expected term of the contract assignment is December 15th 2017 through March 31st, 2020.

  • Submit Framework Plan: February 15, 2018
  • Submit Evaluation Plan: April 1, 2018
  • Submit 1st Interim Report: November 2018
  • Submit 2nd Interim Report: November 2019
  • Submit a Final Report: March 2020
  • More specific dates TBD

Qualifications Required

  • Knowledge and understanding of organizational development issues within the settlement sector;
  • Experience related to communities of practice;
  • Proven experience conducting evaluation projects that incorporate qualitative and quantitative methodologies;
  • Proven track record of conducting projects of a similar scope;
  • Understanding of equity and access issues as they pertain to immigrants, refugees, newcomers and racialized communities;
  • Bilingual.


  • A total budget will not exceed $20,000.00. Out-of-pocket costs for travel will be approved when warranted and receipted.


  • November, 2017 - RFP Application Period Opens 
  • November, 2017 - RFP Deadline for Questions and Appeals 
  • November, 2017- RFP Closes 
  • December, 2017/ January 2018 - Contract Award (Approximately)                           
  • January, 2018 - Work to Begin (Approximately)                                

How to Apply:

Proposals should not exceed 8 pages and must include:

  • A summary of the proposed process for project evaluation.
  • A detailed work plan outlining the activities to be completed and related timelines.
  • A complete and detailed budget summary.
  • Relevant qualifications and experience.
  • A statement of the Consultant’s understanding of issues of confidentiality as applied to this project and disclosure concerning any real or perceived or potential conflicts of interest.


Questions regarding this RFP should be submitted in writing via email to the project Coordinator, Eric Pires (epires@ocasi.org). All questions submitted prior to November 30th, 2017 will be posted and answered on the OCASI websites (www.ocasi.org)

Deadline for Receipt of Proposal

Your proposal must be submitted by email by 5:00 pm. November 30th, 2017 to:

Email: RFP@ocasi.org