Collating and Reviewing Qualitative and Quantitative Research, IEC/BCC materials and Social Mobilization and Advocacy tools used in BCC interventions in India
 IHBP / Academy for Educational Development (AED)
 Location: India
 Last Date: September 30, 2011

THIS REQUEST FOR PROPOSAL (RFP) IS THE EXCLUSIVE, CONFIDENTIAL, PROPRIETARY PROPERTY OF THE ACADEMY FOR EDUCATIONAL DEVELOPMENT (AED). IT MAY NOT BE COPIED, TRANSMITTED, OR DISCLOSED BY ANY MEANS WITHOUT THE EXPRESS WRITTEN CONSENT OF AED. BY ACCEPTING A COPY HEREOF, RECIPIENT AGREES TO (I) BE BOUND BY THE TERMS AND CONDITIONS CONTAINED HEREIN (INCLUDING BUT NOT LIMITED TO THE CONFIDENTIALITY PROVISONS), (II) USE THE RFP (AND ANY RELATED DOCUMENTS) SOLEY FOR EVALUATION PURPOSES AND FOR RESPONDING TO THIS RFP, AND (III) RETURN OR DESTROY THE RFP (AND ANY RELATED DOCUMENTS) UPON FHI360’S REQUEST OR UPON YOUR DECISION NOT TO RESPOND TO THIS RFP.

 

Request for Proposal (RFP)
 

RFP Title:                              Collating and Reviewing Qualitative and Quantitative Research, IEC/BCC materials and Social Mobilization and Advocacy tools used in BCC interventions in India

RFP #:                                   3760-046-RFP-03

Re-Issued on:                        September 14, 2011

Period of Performance:        10 weeks

Questions on RFP Due:        September 21, 2011

Proposal Deadline:                September 30, 2011

I. INTRODUCTION & BACKGROUND

The Project, led by the US nonprofit agency Academy for Educational Development (FHI360), is a five year project (base period three years with two option years) to improve adoption of positive healthy behaviors through institutional and human resource capacity building of national level institutions and state and district-level institutions in Uttar Pradesh (UP). The project will provide technical assistance to develop sustainable national, state and district institutional capacity to design, deliver and evaluate strategic evidence-based communication programs that will:

a)Increase knowledge and attitudes of individuals, families, communities and health providers about health;

b)Promote an environment where communities and key influencers support positive health behaviors; and

c)Reduce barriers of vulnerable populations (e.g., Women, Persons Living with HIV or PLHIV, TB patients) to demand and access health services. 

The project will focus on four program areas -   HIV/AIDS, Family Planning/Reproductive Health (FP/RH), Tuberculosis (TB) and Maternal and Child Health (MCH).

The IHBP project aims to build the Social and behavior change communication  capacity of  the Indian government officials, health workers at the national, state and district level under the Ministry of Health and Family Welfare, Ministry of Women and Child development and the National AIDS Control organization. The front line workers shall in turn influence the community to adopt positive behaviors.

According to  NFHS III data,  population literacy levels  nationally and in the state of Uttar Pradesh stand at 74% and 69.7% respectively.  The UN Millennium Development Report 2011, states that there are presently around 650 million people, about 54% of the population, living below the poverty line.  

At the Uttar Pradesh household level the target populations include men and women aged 15-49 years, their families, children aged 0-6 years, and youth aged 15-19 living below the poverty line with low literacy levels and poor health seeking behaviors. To build an enabling environment the program shall also target policy makers, community leaders and PRI representatives. Vulnerable and marginalized groups and especially women shall be an integral part of the project focus. 

II. PURPOSE 

IMPORTANCE OF REVIEWING RESEARCH, IEC/BCC MATERIALS, SOCIAL MOBILIZATION & ADVOCACY MATERIALS

A basic purpose for using the Social and Behavior Change Communication framework in planning BCC programs and interventions is to gather evidence that will be useful for gaining in-depth knowledge about the population targeted for behavior change under the four program elements.  Such evidence is found in studies which probe population segments’ knowledge, attitudes, beliefs and practices using both quantitative and qualitative research methods. 

Aside from research studies of the target audiences, studies that generate information about health workers and other community influencers’ knowledge, attitudes and practices regarding HIV/AIDS, TB, FP/RH and MCH issues are equally important. This is because they deliver the services and messages that influence people’s decisions to practice promoted behaviors.  Findings from these studies will help in designing communication and training strategies to be used by the project.

A study of existing IEC/BCC materials, developed for various interventions would help in assessing their usability for new interventions and also in analyzing gaps within these materials which could be addressed.  IHBP does not need to “reinvent the wheel” if there are already existing materials that have been proven effective for various target audiences. 

A similar study involving collation and review of social mobilization and advocacy materials for first line of communicators (ASHA/ANM/AWW/Link Workers and Peer Educators. developed for interventions in Uttar Pradesh would help in designing new materials or identifying existing materials which have been effective in creating impact.

 TASK OVERVIEW  

1.      Collate and summarize relevant quantitative and qualitative research studies on HIV/AIDS, TB, FP/RH, and MCH done nationally and in Uttar Pradesh (since 2007) and summarize findings from the studies.  These studies will include Knowledge, Attitudes, Practices (KAP) studies in the four program areas conducted among various target groups, evaluation studies done on communication interventions targeting audiences for these four program areas and other relevant quantitative research studies that provide information on knowledge, attitudes, beliefs and practices.

Qualitative studies will include research using qualitative methods (focus groups discussions, in-depth interviews, anthropological techniques, etc.) that provides information on beliefs, perceptions, attitudes, barriers to behaviors, etc. regarding good health practices held by target audience segments in these four program areas. 

2.      Collate and review IEC and social mobilization materials produced by government, donor-funded projects and NGOS that are aimed at changing health practices of target audiences in the four program areas.  These include print materials (e.g., posters, flyers, manuals, flipcharts, and billboards); media materials (TV and radio spots, films, etc.) and materials produced using other media forms (new media, etc.). 

3.      Gather information on BCC Communication strategies used for the collated IEC/BCC materials. The review shall include documentation released from 2007 onwards. 

III. SPECIFIC TASKS & DELIVERABLES  

1.      The agency shall collate all available qualitative and quantitative research on communication interventions in India (2007 onwards) on the following technical areas: FP/RH; HIV/AIDS & TB; and MCH.

Research to be reviewed and IEC/BCC materials to be gathered will include topics related to the following sub-topics:

Family Planning (FP)

·                     KAP re FP among various target groups, including health workers

·                     Birth Spacing and use of modern spacing methods

·                     Spousal support/ inter spousal discussions

·                     Use of limiting methods.

·                     Post-partum counseling

·                     Use of traditional methods

Target groups for FP will include mothers, fathers, adolescents, other family members, community influencers, etc. 

Maternal and child health (MCH)

Maternal Health (MH)

·                     KAP re MH among various target groups, including health workers

·                     Marriage before 18 years of age/ Delay pregnancy till 21

·                     Institutional delivery, post-natal care

·                     Home delivery

·                     Care during pregnancy including ANC

·                     Maternal nutrition

Target groups for MH will be the same as for FP.

Child health/Child Care

·                     KAP re Child Health among various target groups, including health workers

·                     Diarrhea and use of ORT

·                     Care of newborn

·                     Danger signs in new born

·                      Immunization including Vitamin A routine

·                     Breastfeeding including Exclusive breast feeding till 6 months

·                     Complementary feeding from month 6 along with breast feeding

Target groups for child care will be the same as for FP/MCH. 

Tuberculosis (TB)

·                     KAP re TB among various target groups, including health workers

·                     Spousal support

·                     Seeking diagnosis

·                     Stigma & Discrimination

·                     Early detection

·                      Initiating treatment and sustained compliance

Target groups for TB will include general population, men, women, other family members, at-risk populations.

HIV

·                     KAP on HIV/AIDS among various target groups, including health workers

·                     Migrants- in and out migration

·                     Stigma & discrimination towards positive people and their families      (Community, Health providers, Women of HIV +ve husbands , Children )

·                     Prevention of Parent to Child Transmission (PPTCT)

·                     HIV and TB co infection

·                     Correct and consistent use of condoms

·                     ICTC counseling

Target groups for HIV/AIDS include general population, migrant workers, at-risk populations (truckers, sex workers, etc.), and adolescents. 

    The agency will summarize methodology used and key findings from each of the research studies in a pre-approved format. Sample format is given in Annexure-F : Format-1 (Agency can suggest a revised  format ).

    Sample format given in Annexure-F: Format 1

4.      The agency shall review the IEC materials (Mass media /mid media/IPC) used and describe each material according to their key message content, target audience, outreach and (if applicable) any innovations in the content for each of the interventions.

Sample format in Appendix-F: Format-2

5.      If the IEC/BCC material collated was part of a communication strategy or plan, , the agency will identify and briefly describe the communication strategy. (For this purpose the agency will create a link between format 2 and 3).  The communication strategy description will identify the communication objective,  key messages and media channels used.  The agency will provide information on the impact of the strategy, if an assessment or evaluation was undertaken.

Sample format in Appendix-F: Format-3

Duration: The assignment is to be completed within 10 weeks from the date of commissioning.   

Deliverables Table 

AGENCY DELIVERABLES & TIMELINE

 

	REPORTS	TIME LINE
A	Methodology or design for collection of the information (research and materials) including timeline and staff responsible	Within first week  of signing of contract
B	Draft report on Qualitative & Quantitative Research studies on the selected theme at National & State level	Within eight  weeks
C	Draft report on description of communication strategies	Within eight weeks
D	Draft report on  collation and review of ·         IEC materials ·         Social Mobilization & Advocacy tools used in Uttar Pradesh	Within eight weeks
F	Final Reports & recommendations	Within ten weeks

 

Please note –

·         Hard /electronic copies are required of all IEC, social mobilization and training materials.

·         A Separate report has to be prepared for each task.

·         Final reports are required in both print and electronic versions.

·         Agency shall regularly update IHBP on the progress made and submit a brief report in the 4^th and 6^th week.     

 

IV. CONTRACT MECHANISM & TERMS OF PAYMENT

AED anticipates issuing a firm fixed price subcontract or purchase order-- to be determined by contracts-- .  Once an award is issued, it will include a fixed price payment schedule, based on the approved budget, with deliverables specified in the Scope of Work. 

V. PROPOSAL SUBMISSION REQUIREMENTS

Offerers should read the following proposal instructions carefully.  All interested offerers must provide the following: [SAMPLE FOLLOWS, ILLUSTRATIVE ONLY]

 

1.         Capability Experience Statement – not to exceed two (2) pages, indicating the following:

a. Brief, general overview of organization - size of the agency, staff, past experience/case studies in social and behavior change communications for public health issues including work with the government of India and donor organizations, specifically USAID.

b. Capabilities and experience in conducting similar scopes of work as described above.

c. If the offerer has a website or can post examples of their work, please indicate the website. Do send/include any relevant materials with the proposal.

 

2.         Technical Statement – not to exceed six (6) pages, including the following:

a. Brief description of offerer’s technical proposal in response to the RFP.  The offerer must show an understanding of the technical work requested, explain how they will conduct the proposed scope of work, and propose an implementation and timeline of tasks to accomplish this scope of work.

b. Description of any partner organization or subcontractor that the offerer might contract with to do any portion of the scope of work. Also include a budget, and a description of the level of effort and division of responsibilities between your organization and the partner or subcontractor. 

 

3.         Staffing – Please identify key personnel and the percentage of  time they will spend on each task.  Please include CVs and a completed 1420 Biodata Form for each key personnel (See Appendix A).

 

4.         Price/Cost Proposal – In a separate email submission/envelope, provide a detailed budget and budget narrative for the activities listed in the RFP that reflects as accurately as possible the real cost of these activities and the time periods during which they will be conducted.  The budget should be broken down by labor costs (please include the names of the people who will do the work, position, number of hours/days and rate) and unit costs  for all other activities with an explanation in the budget narrative of how each unit cost was reached including travel costs, supplies and materials, and overhead or agency fees. All agency costs must be clearly stated including the basis on which they will be applied as indirect costs.  For example if your organization has a set price card for these activities, please indicate it and include it; also any agency or overhead fees if applicable. Offerer will submit with their proposals a budget with sufficient detail to allow evaluation of proposed cost elements. Any lower tier subcontract budgets must be included with the agency’s budget as one line item and the organization must present an accompanying budget and budget narrative in detail for that organization.  This will be a fixed price budget and upon award the agreed budget will be allocated to deliverables and paid on receipt and approval of those deliverables.

 

Please note that AED cannot honor exchange rates included in a budget and payments will be made according to the exchange rate at the time of payment.

 

Please indicate the inclusion/exclusion of any applicable VAT.  AED  is generally exempt from VAT payments and thus will not reimburse for VAT. VAT should be listed separately and then added to total costs.

 

Please see Appendix B & C for a Budget Narrative Format and Budget Proposal Format. 

 

5.         References: Please include three client references and contact information. References should have worked with your agency within the past two years and specific to countries or regions (and if possible, subject matter) applicable to this RFP.

 

6.         Certifications– Please read and sign the required Certifications attached in Appendix D.

 

7.         Procurement Template & Mandatory Client Flow Down Requirements – Please review the procurement template and clauses attached in Appendix E.

 

VI. CRITERIA FOR EVALUATION

Proposals will be evaluated and ranked by committee according to the conditions described in the evaluation criteria below.  AED will determine the eligibility of each offerer submitting a proposal based on the criteria and provisions submitted.  AED shall review, evaluate, and compare all proposals according to, but not limited to the evaluation factors that total 100 points:

 

1.      Capability and technical experience (including references): 15 points

2.      Understanding of the technical work requested, approach for proposed implementation of tasks to accomplish this scope of work: 40 points

3.      Timeline (ability to adhere to period of performance from start to finish): 10 points

4.      Staffing: 25 points

5.      Cost proposal (completeness, competitiveness, appropriateness of the budget): 10 points 

According to the review criteria stated, price will be a factor in determining the winning proposal. However, all evaluation factors other than cost or price, when combined, are significantly more important than cost or price. 

VII. RFP RESPONSE INFORMATION

Immediate acknowledgment of receipt of this RFP is requested to be submitted by email to araheja@fhi360.org

Any questions or requests for clarification need to be submitted in writing to araheja@fhi360.org by 4.00 pm, September 21, 2100. Inquiries and answers to inquires will be shared with all applicants. No telephone inquiries will be answered.  If this solicitation is posted on procurement@FHI360.org, AED will post all submitted questions, along with answers, to the procurement website directly.   

Responses to this RFP should be submitted by email to araheja@fhi360.org by September 30, 2011 before 5.00 pm.  Proposals received after this date and time shall not be accepted and shall be considered non-responsive. AED will acknowledge receipt of your proposal by return email.  

Proposals should be submitted in the following format(s):  

1) Electronic email copy must be submitted to araheja@fhi360.org in  [WORD/ PDF] format. Budgets must be provided in Excel with formulas visible. 

Tentative Time Table for Award if Proposal is Competitive 

Within two weeks of submission of the proposal AED  may ask clarifying questions to those organizations in the competitive range based on the technical and financial review.  At that time AED will request revised proposal submissions, answers to questions, and/or revised budgets.  After additional clarifications, final reviews, and USAID approvals, if required, an awardee will be selected and a contract will be drawn up within two weeks of final approvals.  

AED will not compensate offerer for its preparation of its response to this RFP. 

VIII. TERMS AND CONDITIONS

Offerers are responsible for review of the terms and conditions described below and in the award template attached.  If relevant, particular attention should be paid to clauses regarding USAID geographic code, marking and branding requirements and equipment and commodity purchases. 

WITHDRAWALS OF PROPOSALS

Offerer may withdraw proposals by written notice via email received at any time before award. Proposals may be withdrawn in person by an offerer or his/her authorized representative, if the representative’s identity is made known and the representative signs a receipt for the proposal before award.

 

RIGHT TO SELECT/REJECT

AED reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive proposals and to terminate negotiations without incurring any liability.  AED also reserves the right to reject any or all proposals received without explanation.

 

DISCLAIMER

This RFP represents only a definition of requirements. It is merely an invitation for submission of proposals and does not legally obligate AED to accept any of the submitted proposals in whole or in part, nor is AED obligated to select the lowest priced proposal. AED reserves the right to negotiate with any or all firms, both with respect to price, cost and/or scope of services. AED has no contractual obligations with any firms based upon issuance of this RFP. It is not an offer to contract. Only the execution of a written contract shall obligate AED in accordance with the terms and conditions contained in such contract.  

REQUEST FOR PROPOSAL FIRM GUARANTEE

All information submitted in connection with this RFP will be valid for three (3) months from the RFP due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFP and negotiation process is contractually binding.  

OFFER VERIFICATION

AED may contact offerer to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation. 

FALSE STATEMENTS IN OFFER

Offerer must provide full, accurate and complete information as required by this solicitation and its attachments.

CONFLICT OF INTEREST

Offerer must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award.  Failure to provide full and open disclosure may result in AED having to re-evaluate selection of a potential offerer.

RESERVED RIGHTS

All RFP responses become the property of AED and AED reserves the right in its sole discretion to:

 

• To disqualify any offer based on offerer failure to follow solicitation instructions;
• AED reserves the right to waive any deviations by offerer from the requirements of this solicitation that in AED's opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
• Extend the time for submission of all RFP responses after notification to all offerer;
• Terminate or modify the RFP process at any time and re-issue the RFP to whomever AED deems appropriate;
• AED reserves the right to issue an award based on the initial evaluation of offers without discussion;
• Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.
   

Governing Law and Language

This solicitation and any resulting contract shall be interpreted in accordance with the laws of the U.S. Government except in cases where they contradict Indian law.  The English language version of this solicitation and any resulting contract shall govern, and all notices pursuant to the provisions of this solicitation and any resulting contract shall be in English. 

Certification of Independent Price Determination

(a) The offerer certifies that--

               (1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offerer, including but not limited to subsidiaries or other entities in which offerer has any ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered;

               (2) The prices in this offer have not been and will not be knowingly disclosed by the offerer, directly or indirectly, to any other offerer, including but not limited to subsidiaries or other entities in which offerer has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and

               (3) No attempt has been made or will be made by the offerer to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment.

(b) Each signature on the offer is considered to be a certification by the signatory that the signatory--

               (1) Is the person in the offerer's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or

               (2)  (i) Has been authorized, in writing, to act as agent for the principals of the offerer in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above;

               (ii) As an authorized agent, does certify that the principals of the offerer have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through

(a)(3) above; and

               (iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above. 

(c) Offerer understands and agrees that --         

               (1) violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and

               (2) discovery of any violation after award to the offerer will result in the termination of the award for default.   

IX. RFP ATTACHMENTS

Appendix A:               1420 Biodata Form (1420 Instructions for New Employees)
Appendix B:               Budget Template
Appendix C:               Budget Summary
Appendix D:               Certifications
Appendix E:                Procurement Instrument Template

Appendix F :               Sample Report Formats 

– END OF RFP –