Request for Proposal (RFP) 

RFP #:                                    1060-02-002                       

Issued on:                               April 18, 2011 

For:                                         Promote Awareness and use of Zinc & ORS for the
Treatment of Children Diarrheal Amongst Rural, Medical,
Practitioners, Drug Stores and Mothers/Caregivers  

Period of Performance:        Jun 2011 to 30^th June 2013 

Proposal Deadline:                8th May 2011, at 5:00 pm in India

BACKGROUND 

US Fund for UNICEF has tasked AED-ARTS, LLC, a subsidiary of the Academy for Educational Development (hereinafter referred to as "AED-ARTS"), in partnership with a consortium of organizations to implement ‘Diarrhea Alleviation Through Zinc and ORS Therapy (DAZT)’ project to reduce and rationally manage childhood diarrhea. DAZT reduce morbidity and mortality related to diarrheal disease among children under 5 years of age, through deployment of new and improved approaches to scale up Zinc and Oral Rehydration salts (ORS) for diarrhea treatment through both public and private sector channels in two states (Gujrat and Uttar Pradesh) in India. Ultimately this project aims to reduce the burden of diarrhea on child health and increase child survival in India, and contribute to improved child health outcomes and provide actionable information for diarrhea treatment and dehydration management efforts around the world.

An important component of the project is to promote the use of Zinc tablets/syrup & ORS solution (Low-osmolarity ORS) as first line of treatment of childhood diarrhea. Extensive research conducted over the last several years in many countries including India has substantially demonstrated the usefulness of giving new Low Osmolarity ORS and Zinc as the first line treatment for childhood diarrhea. This treatment reduces stool output, frequency and duration and helps prevent morbidity and mortality due to diarrhea. The 10 - 14 day course of Zinc also helps in reducing the chances of diarrhea recurrence in the next 3 months. WHO and UNICEF have declared this to be the first line of treatment of childhood diarrhea, which has also been endorsed by IAP (Indian Academy of Pediatrics). Several Indian Pharmaceutical companies have introduced Zinc formulations which are being increasingly prescribed by pediatricians in mainly urban areas. 

PURPOSE 

The project goal is to ensure long-term sustainability of zinc treatment by expanding commercial production and usages of Zinc & ORS products in Uttar Pradesh and Gujrat. Diarrhea Alleviation Through Zinc and ORS Therapy (DAZT) was deliberately designed to engage the private sector in the development, marketing, sale, and local acceptance of Zinc & ORS treatment for diarrheal episodes.

This RFP is to be carried out in Uttar Pradesh where the DAZT Project is being implemented among rural health care providers & mothers. 

The major indicators of success of DAZT project will be

• Rural Health Care Providers sensitized to use ORS & Zinc Therapy for the treatment of childhood diarrhea through interpersonal communication.
• 75% of the users gave a full course of zinc & ORS to their wards during and after an episode of diarrhea.
• Awareness and use of Zinc & ORS by the caregivers/mothers for the home based treatment of childhood diarrhea.
• Develop a cost effective business models between NGOs and private sector leading to
  1. Increase knowledge and practice of rational diarrhea management among Rural Health Care Providers
  2. Creating business for long term partnership between NGO and private sector.

The main purpose of this RFP is to increase awareness & usages of Zinc & ORS among Rural Health Care Providers & Mothers. The project will involve promoting interactions between multiple partners such as pharmaceutical manufacturers, NGOs, public health agencies and professional bodies like IAP, IMA, NIMA, UPCDA and others.  The project will work extensively with rural health care practitioners & drug stores to reinforce the introduction of new diarrhea treatment practices.

Project Area:

Uttar Pradesh – Barielly, Badaun, Shahjahnpur, Hardoi, Sitapur, Lucknow, Barabanki, Sultanpur, Ambedkarnagar, Unnao, Kanpur Dehat and Faizabad. 

PROPOSAL 

ARTS is requesting that interested agencies bid on the following Scope of Work to increase awareness & usages of Zinc & ORS among Rural Health Care Providers & Mothers.  

Scope of Work 

The bidders will submit proposals for the project implementation. The project funded by the subcontract will reach rural health Care providers, Caregivers, drug stores & households.

The proposal should describe in details the intervention Area, Project Model/Approach, Activity, M& E Plan and Manpower, expected outcome.

DAZT will supervise the contractor throughout project to ensure technical adequacy of the work. This will involve the contractor seeking DAZT assistance during the formulation of project strategies, manpower selection etc. DAZT representative will be present during the project actives. The contractor will not make any changes in the approved the project without the written approval of DAZT India.

The proposal should also include a capability statement that reflects experience carrying out similar project. It should include the curriculum vitae of the principal staff and roles of other staff that will work on the project, and identify the percentage of time each person will dedicate to the project. The selected proposal will be revised and finalized in collaboration with AED-ARTS.

  The proposal submitted for the interventions with Rural Health Care providers and Mother/Caregivers, sensitization approach should be described separately and total proposal should not be more than 15 pages excluding budget.. For the reference Rural health Care Provider  and mother & caregiver proposal outline is given below.

Guidelines for the Proposal to Reach  Rural Health Care Providers (Rural Practitioners & Drug Stores) and Mother & Caregivers  

1. Project Area: - DAZT will implement the project in 12 districts of Uttar Pradesh to sensitize all Rural Health Care Providers.

2. Project Model/Approach: - What is that unique idea organization has to carry out the work and why it will be successful.

3. Project Activity: - Please present a list of activities with explanation.

4. Expected Outcomes/Results Of The Project (Qualitative and Quantitative): - What this intervention will lead to? Please give numbers.

Example - Number of children who suffered from diarrhea took Zinc for 14 days. Or

   Number of Rural Health Care Providers knows about use of ORS and Zinc during diarrhea.

   Number of High Prescribers among rural health care provider.

5. Monitoring Plan: Describe how the project progress and/or outcome can be monitored.   

6. Human resource: Mention number of persons organization will recruit and at what level. Give an organogram for this project. Please note that DAZT is planning to sensitize each & every Rural health care provider based at village/block/tehsil/district level. 

CONTRACT MECHANISM

This subcontract will be issued as a firm, Fixed Price subcontract with a fixed payment schedule.  If an award is issued it will include a fixed price payment schedule, with payments based upon completion of – and AED-ARTS approval of – deliverables specified in the Sub-Contract Schedule

A line item budget, presented in local currency ONLY, is to be presented (sample format attached) showing anticipated costs of the proposed project.  Include as much detail as possible.  A brief narrative explanation and justification for each line item must be included in a separate section entitled “budget notes.”  Include data to support actual costs and/or methodologies to support cost estimates.  All projected costs must be in accordance with the organization’s standard practices and policies.

Salaries - For each person (or category of personnel), specify the amount of time projected to be spent working on the project and what total salary this represents for each person.  List names of individuals if known.

Fringe Benefits - For each person, indicate the cost of fringe benefits, such as social security, health insurance, yearly bonus, vacation allowance, etc.  Identify the items included in the fringe benefit calculation.  Where benefits are calculated separately from salary, they should be consistent with local and national laws and policies.  The rate must be consistent with fringe benefits rates used in other contracts.

Travel and Transportation - Indicate mode of travel; estimate number of trips, cost per trip (transportation and expenses or per diem), and number of travel days per trip.  Include local travel expenses such as gasoline or mileage, taxis, etc.  Note: purchase of vehicles is not allowable.

Consultants - Show anticipated fees for consultants hired in-country.  Indicate number of days and cost per day (must be in accordance with local rates).  Hiring of consultants from a third country is not permitted.

Other direct costs - All other costs, including supplies, printing, postage/shipping, telephone, utilities, equipment maintenance, translations, etc.

Indirect Costs - Indirect costs are overhead expenses incurred as a result of the project but not easily identified with the project’s activities.  These are administrative expenses that are related to overall general operations and are shared among projects and/or functions.  Examples include executive oversight, accounting, grants management, legal expenses, utilities, and facility maintenance.  In so far as possible, identifiable (allocable) costs should be requested and justified in the proposal as direct costs, including those for dedicated ongoing project management, facilities and support. Please provide detailed financial backup documentation to substantiate the rates you assess. The foundation only allows the indirect cost rates (10% and 15%) to be applied to sub- contracts that are designated for research and development. 

To the extent that indirect costs are applicable to a Foundation grant, such costs are subject to the following limitations:

• 0% for governmental agencies, other private foundations and for-profit organizations

• up to 10% for U.S. universities

• up to 15% for all other non-governmental organizations (NGOs), international organizations and non-U.S. universities

These rates are the maximum we allow under the Foundation’s policy. If an applicant has an indirect- cost rate lower than the maximum provided above, the applicant should not increase the funding request to the maximum. 

SUBMISSION REQUIREMENTS 

AED is asking interested offerors to provide:  

I.                   Capability and Technical Experience Statement – not to exceed three pages, indicating the following:  

1. Timeline – The contractor will be responsible for developing a timeline of activities for the project implementation so the timeline is adhered to and the work completed in a timely manner. AED-ARTS anticipate awarding the contract by ­­­­­­­­­ and the selected organization should be prepared to commence work immediately.

 

 

 II.                Cost Proposal – Please include signed and correctly completed bio-data 1420 sheets for key personnel staff that will work on this activity (see Appendix A) as part of your cost proposal. Provide a budget that reflects as accurately as possible the real costs for these activities (See Appendices B and C for definitions and a sample format). The budget should be broken down by labor costs (please include the names of the people who will do the work; and unit costs with an explanation of how each unit cost was reached including travel costs, overhead or agency fees, indirect and direct costs.)  All agency fees must be clearly stated including the basis on which they will be applied. Please provide agency price list or “rate card” for these items or activities, if available.   

Offerors will submit with their proposals a proposed budget with sufficient detail to allow evaluation of elements of costs proposed. Budgets should be submitted in.  Please also include a statement in the Cost Proposal that the prices/costs contained therein must be valid for at least 180 days from the date of submission.  This must be stated in the Cost Proposal. 

III.             Staffing - Please identify no more than three key personnel to include their names, experience and the percentage of time they will spend on this activity. Include a resume (maximum three pages in length) of each key personnel. 

IV.             References - Please include three (3) client references from entities to which similar services were provided during the past three (3) years.  These references should include the name of the company, contact person, telephone and fax numbers, and email addresses.  

V.                Certifications – Refer to Appendix D.  Please note that certifications must be signed off by written signatures. Typed signatures are not acceptable. 

NOTE
In responding to this Request for Proposals (RFP), Proposals should also include: 

Ø  The institution’s previous experience with similar activities in promoting rural health care activities with mothers & caregivers or with rural health care providers. 

Ø  The resume (not more than 2 page) of all key personnel included in their proposals.

Ø  Complete contact information in order for AED-ARTS to respond to proposals, respond to issues raised by offerors to this RFP, and negotiate the purchase order. Complete contact information includes names, titles, and responsibilities for personnel; organizational street and mailing addresses; and phone/fax numbers and e-mail addresses of key individuals. Any additional relevant administrative/organizational information should also be provided.

Ø  AED-ARTS will not compensate bidders for its preparation of its response to this RFP.

Ø  The offeror should read the instructions carefully before submitting a proposal. Any discrepancy in following these instructions or contract provisions may disqualify a proposal without recourse on an appeal for reconsideration at any stage.

Ø  All written proposals and prices submitted must be valid for a period of not less than ninety (90) calendar days from the closing date indicated above. If an award is executed, AED-ARTS expects the price to be locked in on a fixed price basis for the period of performance specified.

Ø  Although present plans are to enter into discussions with those firms most highly ranked following evaluation of proposals, AED-ARTS reserves the right to award without discussions. Hence, proposals should be submitted initially on the most favorable terms, from a price and technical standpoint, which the offeror can submit to AED-ARTS.

Ø  Proposal should be submitted in Arial Font – 11, and should follow the exact guidelines as mentioned in the guidelines for proposals to, under Scope of work. 

CRITERIA FOR EVALUATION 

All proposals received by the stated closing date will be evaluated and ranked according to the conditions described in selection criteria below. Each proposal will be evaluated by a review committee based on evidence of the following items:

Our aim is to select the most appropriate, qualified and experienced organization to partner with us on these critically important activities. Therefore, the bidding process and the RFP have been designed to provide an objective framework within which the technical capabilities and cost basis of all competing organizations can be meaningfully evaluated and compared. Through this RFP, all competing agencies are being provided with the same information and parameters for their response.

Designated DAZT staff, will review the proposals. It is DAZT’s intention to enter into final negotiations with the organization (or organizations) whose proposal reflects the best value in terms of technical quality and cost effectiveness.  If a best and final round of questions is deemed necessary by the selection committee, finalists will be contacted to provide additional information or presentation of their proposal.

Technical Scores

Technical Command and Grasp                                               40 points

•           Detailed Strategy/Creativity

•           Description of approach and methodology to implement

•           Reasonableness of implementation timeline

Staff and Quality Control Mechanisms                                    15 points

•          Quality and suitability of the project supervisor to handle the project

•           Description of supervisory staff, and their experience implementing project.

Experience/Past Performance                                                  15 points

•           Organization background, capabilities.

•           Previous experience in implementing health projects.

•           Experience in team building

Financial Scores

Finance and Administration                                                     30 points

•           Reasonableness of costs to complete the assignment

•           Detailed and comprehensive cost presentation

•           Concordance of the budget with the proposed activities

The offeror(s) securing the highest score will be invited for negotiations. 

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. 

RFP RESPONSE INFORMATION 

Proposals should be submitted by 8th May 2011, at 5:00 pm in India. Any explanation desired by a prospective offerors regarding the meaning or interpretation of this solicitation must be requested in writing to Mr. CD Sharma , Country Director-India by 18th April 2011. Any additional information given to a prospective offeror will be considered an amendment of the solicitation and will be provided to all other prospective offerors.

Proposals should be submitted in electronic version to aedartsindia@gmail.comand in hardcopy to :

Mr. C D  Sharma
AED-ARTS
2-C/2, Parkwood Apartments
Rao Tula Ram Marg , New Delhi-110022 

LATE SUBMISSIONS, MODIFICATIONS, AND WITHDRAWALS OF PROPOSALS 

At the discretion of AED-ARTS, any proposal received at the office designated in the solicitation after the exact date and time specified for the receipt may not be considered unless it is received before award is made and it was determined by AED-ARTS that the late receipt was due solely to mishandling by AED-ARTS after receipt at its offices.

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

FALSE STATEMENTS IN OFFER

False Statements in Offer - Offerors must provide full, accurate and complete information as required by this solicitation and its attachments.

Discrepancies - Please read the instructions carefully before submitting your proposal. Any discrepancy in following the instructions or contract provisions may disqualify your proposal without recourse or an appeal for reconsideration at any stage.

Ownership - Proposals and any products produced should an award be executed become property of AED-ARTS. If an award is executed, the activities will be considered to be “work-made-for hire.” 

– END OF RFP – 

 

ANNEX A

BUDGET AND FINANCIAL INFORMATION

This subcontract will be issued as a firm, Fixed Price subcontract with a fixed payment schedule.  If an award is issued it will include a fixed price payment schedule, with payments based upon completion of – and AED-ARTS approval of – deliverables specified in the Sub-Contract Schedule

A line item budget, presented in local currency ONLY, is to be presented (sample format attached) showing anticipated costs of the proposed project.  Include as much detail as possible.  A brief narrative explanation and justification for each line item must be included in a separate section entitled “budget notes.”  Include data to support actual costs and/or methodologies to support cost estimates.  All projected costs must be in accordance with the organization’s standard practices and policies.

Salaries - For each person (or category of personnel), specify the amount of time projected to be spent working on the project and what total salary this represents for each person.  List names of individuals if known.

Fringe Benefits - For each person, indicate the cost of fringe benefits, such as social security, health insurance, yearly bonus, vacation allowance, etc.  Identify the items included in the fringe benefit calculation.  Where benefits are calculated separately from salary, they should be consistent with local and national laws and policies.  The rate must be consistent with fringe benefits rates used in other contracts.

Travel and Transportation - Indicate mode of travel; estimate number of trips, cost per trip (transportation and expenses or per diem), and number of travel days per trip.  Include local travel expenses such as gasoline or mileage, taxis, etc.  Note: purchase of vehicles is not allowable.

Consultants - Show anticipated fees for consultants hired in-country.  Indicate number of days and cost per day (must be in accordance with local rates).  Hiring of consultants from a third country is not permitted.

Other direct costs - All other costs, including supplies, printing, postage/shipping, telephone, utilities, equipment maintenance, translations, etc.

Indirect Costs - Indirect costs are overhead expenses incurred as a result of the project but not easily identified with the project’s activities.  These are administrative expenses that are related to overall general operations and are shared among projects and/or functions.  Examples include executive oversight, accounting, grants management, legal expenses, utilities, and facility maintenance.  In so far as possible, identifiable (allocable) costs should be requested and justified in the proposal as direct costs, including those for dedicated ongoing project management, facilities and support. Please provide detailed financial backup documentation to substantiate the rates you assess. The foundation only allows the indirect cost rates (10% and 15%) to be applied to sub- contracts that are designated for research and development.   

To the extent that indirect costs are applicable to a Foundation grant, such costs are subject to the following limitations:

• 0% for governmental agencies, other private foundations and for-profit organizations

• up to 10% for U.S. universities

• up to 15% for all other non-governmental organizations (NGOs), international organizations and non-U.S. universities

These rates are the maximum we allow under the Foundation’s policy. If an applicant has an indirect- cost rate lower than the maximum provided above, the applicant should not increase the funding request to the maximum.
 

OMB Control No. 0412-0520

 

 

 

 

 

AED-ARTS/US FUND FOR UNICEF  Local Staff 1420 (2003)