Explain the decision and assignment purpose
A TOR should begin with enough programme or research context for the supplier to understand why the work is needed and how the outputs will be used. This helps bidders distinguish essential evidence from optional analysis and propose methods that fit the decision need.
Long background sections are not a substitute for a clear purpose. A concise statement of objectives and intended users often improves proposals more than several pages of institutional history.
Define geography and population clearly
For Ethiopia fieldwork, location is one of the strongest cost and feasibility drivers. The RFQ should identify regions, zones, woredas or other relevant areas, whether sites are fixed or still to be selected, and what is known about respondent distribution.
The target population should also be explicit. Household, farmer, youth, enterprise, service-provider and institutional surveys require different recruitment and interviewing assumptions.
Provide sample and method assumptions
If sample size has already been determined, share the total and any required allocation by geography or group. If not, state the precision, subgroup or evaluation requirements that the consultant should use to propose a sample.
For qualitative work, indicate expected participant categories and whether the requested numbers are fixed or indicative. If the client wants the supplier to design the qualitative sample, that should be stated clearly.
Share the questionnaire or estimated interview length
Fieldwork cost depends heavily on interview duration and instrument complexity. Where possible, attach the questionnaire or draft tool. If it is not available, provide a realistic estimate of average interview length and the number of modules.
For CAPI studies, identify the required platform and whether the supplier will program the form or implement a client-provided instrument. Translation requirements should also be specified.
State the real procurement deadline and field window
A proposal deadline is not the same as a fieldwork start date. Suppliers need to know the expected award timing, mobilisation window, data-collection period and final deliverable deadline. Compressed schedules may require larger teams or parallel deployment and therefore affect cost.
If the proposal is part of a prime contractor’s bid rather than an awarded assignment, say so. Local partners can then distinguish indicative pre-award costing from a final implementation quotation.
Specify the pricing format and expected deliverables
Clients should state whether they need a lump sum, unit rates, daily rates, cost per interview, detailed budget or another format. This makes quotations easier to compare and reduces negotiation over assumptions that could have been clarified in advance.
Deliverables should distinguish fieldwork products from analytical products. Examples may include programmed tools, training, datasets, transcripts, translation, quality logs, field reports, statistical analysis, presentations and final reports.
Distinguish mandatory requirements from preferences
RFQs often list every possible requirement as mandatory, which can inflate costs or discourage otherwise capable suppliers. Clients should separate true compliance conditions from preferred experience, optional deliverables and elements that can be proposed by the bidder.
This improves competition and makes technical evaluation more meaningful. Suppliers can focus their response on the requirements that genuinely determine quality and feasibility rather than guessing which parts of a long TOR are negotiable.
Allow a short clarification process
Even a strong TOR can leave questions about sample allocation, client responsibilities, data ownership, travel or review cycles. A brief clarification window allows bidders to price the same scope and reduces the use of hidden assumptions.
For urgent proposal-stage requests, the client can ask suppliers to state assumptions explicitly in the quotation. Those assumptions can then be confirmed before mobilisation if the opportunity is awarded.