Terms of Reference Baseline Evaluation Study for the Women In Textile and Apparel Vietnam (WITA Vietnam) Program

IDH accelerates and up-scales sustainable trade by building impact-oriented coalitions of front-running companies, civil society, governments, knowledge institutions and other stakeholders in several commodity sectors. We convene the interests, strengths and knowledge of public and private partners in sustainability commodity programs that aim to mainstream international and domestic commodity markets. IDH jointly formulates strategic intervention plans with public and private partners, and we co-invest with partners in activities that generate public goods.

On the basis of these Terms of Reference (“ToR”) IDH aims to select a suitable consulting organization or agency (hereinafter the "Service Provider”) to carry out a baseline evaluation study for the Women In Textile and Apparel Vietnam (WITA Vietnam) Program.

The Women In Textile and Apparel Vietnam (WITA Vietnam) program by IDH is a 3-year EU funded program that aims to empower women in the Textiles and Apparel (T&A) sector. The objective of the program is threefold:

• To improve the capacity and business sustainability of 10 + 20 women-led startups and small businesses to create viable market solutions on pre-consumer fabric waste while promoting decent jobs for women
• To strengthen the capacity and coordination of key public and private stakeholders to empower women and promote sustainable waste management solutions and circular economy initiatives for the textile sector
• To strengthen pre-consumer fabric waste management systems at textile factories and industrial parks to be more efficient and effective while increasing empowerment and engagement of women in the waste management process

WITA Vietnam is set to launch a Women Entrepreneur Hub (the Hub) to support micro-, small-, and medium-sized enterprises (MSMEs) in Vietnam's apparel manufacturing sector. Designed as a Centre of Excellence, the Hub will empower women-led businesses by providing technical assistance in areas such as finance, marketing, quality control, product development, and market access. With women-led startups at the forefront of transforming textile waste into innovative circular solutions, the Hub aims to address challenges these businesses face, including limited stakeholder support, gaps in leadership skills, restricted market access, financial constraints, and gender-based barriers.

WITA Vietnam also triggers transformative shifts by engaging industrial parks and textile factories, redefining fabric waste management for cost savings, emissions reduction, and global sustainability alignment, while being able to trace the volumes of waste and flows after disposal to sorting facilities. In doing so, the project aims to extend its reach to female workers in industrial parks and factories through capacity-building activities, to equip them with environmental/sustainability related expertise and offer support for career advancement within the company. Through this initiative, WITA Vietnam works towards reducing pre-consumer fabric waste, enhancing economic stability, creating jobs, and increasing women participation in decision-making processes within the textile industry.

WITA Vietnam aims to establish a multi-stakeholder coalition to empower women, enhance coordination in circular economy models, and develop policy recommendations for improved fabric waste management. Through its Women Entrepreneur Hub, it will support over 30 startups and SMEs in strengthening business management, while implementing a monitoring and evaluation system to track progress and impacts. By promoting gender equality and sustainable practices, WITA Vietnam seeks to drive long-term economic and social benefits, creating a more inclusive and environmentally sustainable future for the textile industry.

IDH’s approach leverages its expertise in convening, innovation, and insights to drive systemic change. The methodology integrates key strategies such as facilitating dialogues with private and public partners, establishing sector-wide collaborative platforms, and driving collaborations with local governments, companies, and civil society. Additionally, the Hub promotes upcycling and recycling strategies and utilizes the IDH Gender Tool to address gender gaps.

The baseline study will establish a comprehensive understanding of the program's current status, serving as a foundation for measuring progress against key performance indicators (KPIs) outlined in the program log frame. It will assess the existing systems and processes related to textile waste management, including their scope, challenges, and opportunities for improvement in the textile parks and factories in Vietnam. The study will also identify specific needs, gaps, and areas for intervention to enhance business performance, environmental sustainability, and social impact for women-led enterprises, while developing actionable strategies and tools to support program implementation and long-term success.

• Objectives

The baseline study will achieve the following objectives:

For Women-Led Start-Ups:

1. Conduct an analysis to identify and shortlist 10 + 20 women-led start-ups to participate in the program, developing criteria for selection.
2. Assess the status of 10 women-led start-ups, focusing on their business performance, environmental, and social impacts.
3. Identify the specific support needs of the 10 start-ups and provide recommendations for tailored support programs.
4. Set specific targets for participating start-ups and SMEs on business performance, environmental, and social impacts.

• Assess current conditions to inform the design and implementation of key program components and establish benchmarks for project indicators (Social, environmental, business-related, gender)
• Provide data and strategic recommendations for coalition-building, support programs, policy development and waste management improvements.

1. Develop Monitoring & Evaluation (M&E) tools to monitor business performance, environmental and social impacts, and project KPIs.

The consultants will carry out baseline assessments for the following activities:

Coalition Setup and Strategy

• Map key public and private stakeholders in the textile sector.
• Assess existing coordination mechanisms and gaps in promoting green/circular economy models.
• Recommend a governance structure, long-term strategy, and operational mechanism for a multi-stakeholder coalition.
• Define coalition strategy, targets, collaboration models, and engagement pathways.

Support Program for Women-led Start-ups

• Conduct needs assessment of women-led start-ups on:
• Business development, market access, product design, financing, M&E.
• Gendered challenges and opportunities
• Identify skill gaps and training needs for women workers.
• Propose tailored support packages aligned with coalition partner capabilities.
• Develop a capacity-building improvement plan for selected start-ups.

Policy Environment Assessment

• Identify policy and regulatory gaps in promoting green solutions for fabric waste management.
• Conduct an assessment to identify policy improvement needs for managing and promoting green solutions and circular economy models in pre-consumer fabric waste management, particularly for initiatives led by women entrepreneurs.
• Analyze tax incentives, business support policies, and gender-responsive policy measures.
• Provide policy recommendations to enable and scale women-led circular initiatives.

Waste Management at Industrial Parks/Factories

• Conduct assessments at selected sites to:
• Identify opportunities for women’s engagement in fabric waste management.
• Analyze existing waste management processes and gaps (collection, transport, treatment, disposal).
• Recommend actions for gender-inclusive improvement plans.

M&E Systems and Performance Metrics

• Review project KPIs (business performance, environmental, social impact).
• Develop baseline values and set realistic targets with start-ups/SMEs.

The consultant/agency will be responsible for the following:

1. Develop a detailed study design, including sampling methodologies, data collection tools, and analysis frameworks.
2. Conduct primary and secondary data collection across the following target groups:
• Women-Led Start-Ups: 30 identified start-ups in the textile sector.
• Women Workers: Women employed in textile factories and industrial parks.
• Government Bodies: Relevant policymakers and stakeholders in textile and environmental governance.
• Textile factories and industrial parks: Relevant stakeholders in textile factories and industrial parks.
3. Perform fieldwork, including surveys, focus group discussions (FGDs), and key informant interviews (KIIs).
4. Analyse the data to establish a baseline for the program’s objectives.
5. Develop a framework to identify potential start-ups for the program implementation.
6. Develop KPIs to track business, environmental, and social  for start-ups.
7. Provide actionable recommendations to guide program interventions, policy advocacy, and capacity-building efforts.

Inception Report:

• Detailed methodology and work plan, including survey instruments, data collection methods, and timeline.
• Sampling plan and criteria for sample selection.
• Finalized KPIs and indicators for baseline data collection.

Field Data Collection and Interim Report:

• Summary of key findings from fieldwork.
• Preliminary assessment of start-ups, fabric waste management system in the factories and industrial parks
• Challenges encountered during fieldwork and proposed mitigation strategies.

Assessment Framework:

• A framework to identify 10/30 women-led startups (considering up to 30) that could be part of the program along with recommended list of start-ups

M&E Framework: 

• An M&E system that measures progress and the business performance and the environmental and social impacts of the start-ups, and the project KPI in place and operational effectively

Baseline Evaluation Report:

• Comprehensive findings, including:

Status of women-led start-ups and their support needs.

Labor force participation, skill gaps, and working conditions of women workers.

Policy gaps and opportunities for fabric waste management.

Opportunities to empower women in waste management systems.

Baseline values on the KPIs as per program logframe.     

• Recommendations for support programs and policy improvements.

Final Presentation and Validation Workshop:

• Presentation of the final report findings to program stakeholders and partners.
• Facilitation of a validation workshop to discuss the findings and their implications for the next phases of the project.

Summary of the key deliverables for this assignment:

• Inception report - Inception report outlining the scope and approach of the assignment clearly outlining timelines, process, and research design, including detailed data collection methodology, sampling strategy, evaluation matrix, evaluation tools, fieldwork plan, data analysis plan and outline of the evaluation report.
• The report can be shared in advance and subsequently be presented on a virtual call.
• Timeline: Within 2 weeks after the signing of the contract.
• Draft Report (Max 50 pages) - One comprehensive draft report (max. 50 pages) including the following as minimum:
• Executive summary
• Introduction and background description of the project and context relevant to the evaluation
• Evaluation methodology and limitations
• Findings aligned to each of the key evaluation questions
• Conclusions outlining implications of the findings
• Recommendations
• Annexes detailing data analysis, raw data, and list of stakeholders consulted
• The draft report will be presented as a pre-read ahead of IDH-Consultant virtual review.
• Timeline: Within 8-9 weeks after the submission of the inception report

• Draft Report (Max 50 pages) - One comprehensive draft report (max. 50 pages) including the following as minimum:

One well-organized final narrative midline assessment report incorporating changes requested in draft review.

• Executive summary
• Introduction and background description of the project
• and context relevant to the evaluation
• Evaluation methodology and limitations
• Findings aligned to each of the key evaluation questions
• Conclusions outlining implications of the findings
• Recommendations
• Annexes detailing data analysis, raw data, and list of stakeholders consulted

Abstract and power point presentation (including design of publishable format) of the baseline assessment results for dissemination to stakeholders.

Final presentation and report submission at the end of the project.

• Timeline: 1-2 weeks after the feedback is provided

The baseline study is expected to be completed within 16-20 weeks from the date of signing the contract.

The procedure will be as follows:

1. Publishing the tender and/or inviting services providers to submit a proposal based on ToR.
2. Option to submit questions regarding the assignment and the ToR.
3. The evaluation committee will evaluate the proposals based on the selection criteria as published in this ToR.
4. Decision on selection of the proposal / service provider.
5. Inception meeting with the selected service provider.

The schedule below indicates the timelines for the tender procedure:

Tender process

Timeline

Tender process timeline

ToR shared with the consultants                                                        25 June 2025

Closing date for the questions on the TOR                                        05 July 2025

Response to the questions                                                                  06 July 2025

Deadline for submission of proposals*                                              14 July 2025

Team pitch and presentation of Proposal of shortlisted firms**      16 July 2025

Selection of Service provider                                                              17 July 2025

Complete the contracting process and start of assignment             20 July 2025

* Proposals submitted after the deadline will not be considered in the tender procedure.

** IDH may request shortlisted Service providers to a pitch session via video conference.

After the deadline to submit a proposal has passed, the evaluation committee will evaluate the proposals. The proposals will first be tested for completeness:

The absence of the documents referred to in Section 5 of this document can lead to exclusion from further participation in the tender procedure. This is also the case when minimum requirements listed in this ToR are not met.

If the proposal is complete, the selection committee will evaluate the proposal based on the criterion as mentioned in Section 6.

The assignment will be awarded to the service provider with the most economically advantageous tender. This is determined based on the evaluation criteria price and quality.  IDH will reject the proposal if any illegal or corrupt practices have taken place in connection with the award or the tender procedure.

Questions

Questions regarding the assignment or the ToR can be submitted until 05 July 2025, 1800 Hrs Indian Standard Time, by e-mail to Preity Khandelwal at khandelwal@idhtrade.org and Thuy Nguyen at thuyminhnguyen@idhtrade.org with the express mention: “Questions: tender Baseline Evaluation study for the WITA Vietnam Program.

The responsibility for the timely and accurate submission of the questions lies with the applicant. When IDH indicates that IDH has not received questions before the indicated deadline, the service provider must demonstrate that the questions were sent timely.

IDH is requesting the service providers to hand in a proposal of a maximum 12 pages (excluding CVs, sample work and references). The proposal must be submitted in a MS Word or a PowerPoint version next to a PDF submission to facilitate any copy and pasting of the content that we may need during evaluation.

The proposal must at least include:

Content:

• A document of maximum 12 pages that clearly describes the approach addressing the required services as described in Section 3.1 of this document. We request that the proposal structure matches the selection criteria as closely as possible. It should demonstrate how the applicant intends to carry out the assignment and the activities, as well as the duration and the order of the activities.
• An overview of the project team, including the CVs of the project team members.
• Maximum of three client references and a sample of previous work relevant to the deliverables in this ToR.
• Budget presented in Euros (ex VAT) with a break-down of days/rate per project team member.
• Statement on Ground for exclusion (see Section 6 below).

Administrative:

• Completed Detail Request Form (annex 2)
• Copy of most recent (audited) financial accounts
• Statement of acceptance draft contract (annex 5)

The proposal must be submitted to Nguyen Thi Minh Thuy at thuyminhnguyen@idhtrade.org before 1800 Hrs Vietnam Standard Time, 14 July 2025.

The assignment will be awarded to the service provider with the most economically advantageous tender that is determined based on the evaluation criteria of price and quality.

Grounds for exclusion 

Service providers shall be excluded from participation in this tender procedure if:

they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

they or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;

they have been guilty of grave professional misconduct proven by any means which the IDH can justify;

they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established;

they or persons having powers of representation, decision making of control over them have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity.

Service providers must confirm in writing that they are not in one of the situations as listed above.

Service providers shall not make use of child labour or forced labour and/or practice discrimination, and they shall respect the right to freedom of association and the right to organize and engage in collective bargaining, in accordance with the core conventions of the International Labor Organization (ILO).

Scoring and weighing

The evaluation criteria are compared and weighed according to the procedure below. This concerns a general outline of the scoring methodology and an explanation how the service provider can demonstrate compliance with the requirements.

Step 1 - Criterion Quality

Evaluation scores will be awarded for each of the components. The evaluation committee will score each component unanimously.  [IDH values quality highly, therefore a minimum grade of 3 must be scored by the service provider on each component. If the service provider scores a grade of 3 or less on one of the components he will be excluded from the tender procedure and awarding the contract.]

The proposal will be assessed based on the following selection criteria:

• Proposal overall             
  • Criteria: The extent to which the proposal meets the requirements set out in Section 3 above and throughout this document. Can the Service provider deliver the requirement deliverables? Will the Service provider be able to deliver a comprehensive solution?     
  • Max grading: 5
• Design and Development process       
  • Criteria: The extent to which the service provider demonstrates that a clear design and development process will be followed and IDH is adequately consulted for input during the design and development. The extent to which it is clear what is required of IDH in terms of human resources, digital assets and other input to deliver the project without being too onerous on our staff and effectively engages with diverse stakeholders.     
  • Max grading: 5
• Track record     
  • The extent to which the Service provider presents the required level of expertise and knowledge to fulfil the requirements both at team member and company level. This includes:
    • Proven experience in conducting baseline studies, particularly in the textile sector or related industries.
    • Expertise in gender-sensitive research methodologies.
    • Experience in designing M&E frameworks and tools.
    • Strong knowledge of fabric waste management systems and policies in Vietnam.
    • Excellent communication and report-writing skills
    • To extent to which the service provider offers a clear description of the project team, including the relevant experience of team members and the time allocation per team member.     
    • Max grading: 5

The evaluation committee will unanimously score each component by assigning scores from 1 to the maximum grading, with the maximum grading representing optimal performance on the component and 1 representing extremely poor performance on the respective component.

Step 2 - Criterion price

A combined price both in Indian Rupees and in Euros (ex any applicable taxes) is to be presented. This is to be broken down by team member rate and hours.  The criterion of assessment is “the best price for the proposed level of quality” with a maximum grading of 5.

Step 3 - Weighting

The final score will be weighted 70% on Quality and 30% on Price.  If scores of service providers are equal, priority will be based on the total scores that were given for the Criterion Quality. The assignment will be awarded to the service provider that has received the highest score for the Criterion Quality. If the evaluation of the Criterion Quality does not lead to a distinction, the score for the component “Proposal overall” will be decisive. If this does not lead to a distinction, the ranking will be determined by the drawing of lots.

Award

Once IDH has decided to which Service provider it intends to award the assignment, a written notification thereof is sent to all Service providers participating in the tender procedure. The Service provider is contracted via a letter of assignment, following IDH’s template.

The Service provider will ensure that all its contacts with IDH, with regards to the tender, during the tender procedure take place exclusively in writing by e-mails. The Service provider is thus explicitly prohibited, to prevent discrimination of the other Service providers and to ensure the diligence of the procedure, to have any contact whatsoever regarding the tender with any other persons of IDH than the person stated in the first sentence of this paragraph.

The documents provided by or on behalf of IDH will be handled confidentiality. The Service provider will also impose a duty of confidentiality on any parties that it engages. Any breach of the duty of confidentiality by the Service provider or its engaged third parties will give IDH grounds for exclusion of the Service provider, without requiring any prior written or verbal warning.  All information, documents and other requested or provided data submitted by the Service providers will be handled with due care and confidentiality by IDH. The provided information will after evaluation by IDH be filed as confidential.

IDH reserves the right to update, change, extend, postpone, withdraw, or suspend the ToR, this tender procedure, or any decision regarding the selection or contract award. IDH is not obliged in this tender procedure to make a contract award decision or to conclude a contract with a participant.

Participants in the tender procedure cannot claim compensation from IDH, any affiliated persons or entities, in any way, in case any of the afore-mentioned situations occur.

By handing in a proposal, participants accept all terms and reservations made in this ToR, and subsequent information and documentation in this tender procedure

Annex 1- IDH General Terms and Conditions

Annex 2 - Letter of Assignment (Detail Request Form)

Annex 3- Budget Template

Annex 5 - Statement of Acceptance

Annex 6 - Letter of assignment template