REQUEST FOR PROPOSALS (RFP) MEASURE TZ 001 IN Tanzania

HBC Client Assessment RFP # MEASURE TZ 001 Services Required Data Collection

Date of Issuance: July 17, 2013

Deadline for Questions: August 23, 2013

Closing Date: September 6, 2013

Futures Group International (Futures Group) is seeking proposals from qualified organizations (applicants) interested in providing the services as described in the attached solicitation. Futures Group plans to negotiate the final details and award a subcontract to the selected organization once the protocol is approved by the appropriate ethics committees, with completion of all activities and deliverables within five months of contract award.

The procurement is subject to all applicable GOT, USAID and US Federal Government procurement regulations.

STATEMENT OF WORK

Objectives

To address the HIV epidemic in Tanzania and meet the needs of people living with HIV/AIDS (PLHIV), the Tanzania Ministry of Health and Social Welfare (MOHSW) through National AIDS Control Program (NACP) introduced Home Based Care (HBC) as a component of the continuum of care which is supported by the World Health Organization (WHO) and the U.S. President's Emergency Plan for AIDS Relief (PEPFAR).

The Ministry of Health through the NACP and USAID/Tanzania has requested that Futures Group/MEASURE Evaluation conduct a survey of HBC clients to quantitatively assess the condition of active and inactive clients and determine needs for and satisfaction with HBC services. Study findings will be used to help ensure effective service delivery to better meet the changing HBC client population and to inform decision makers on how to improve HBC policy and operational guidelines.

Futures Group/MEASURE Evaluation is seeking a sub-contractor based in Tanzania to collect the survey data for this study.

MEASURE Evaluation and NACP will provide the following inputs:

The final protocol including the survey instrument in Swahili, sampling strategy and final selection of data collection sites
IRB ethical review in Tanzania and the US
An on-site research coordinator and investigators
Facilitation of the supervisor and data entry pre-test orientation
Computers and GPS units needed for data collection
Data entry screens

Scope of Work:

The scope of work includes the following deliverables. Details for each deliverable are included:

Deliverable1 Participate in Pre-Test Orientation

Deliverable includes list of all pre-test orientation participants and plans to participate in the orientation.

MEASURE Evaluation together with the NACP will plan and facilitate a 6-day orientation workshop in Bagamoyo consisting of 5 days of classroom instruction to review the protocol, conduct the document review, use the software for sampling, use the GPS equipment, and administer the household interview. This pre-test orientation will involve hands on practice at the workshop location. MEASURE Evaluation will find and pay for the venue and provide all workshop materials. The subcontractor will be responsible for selecting participants, including one supervisor, 3three to five interviewers, and two data entry clerks and workshop logistics including communicating with participants for the orientation and associated staff costs.

Deliverable 2 Conduct Pre-Test

Deliverables include a brief report of field tests including suggestions for improvement to the data collection/entry procedures; suggestions for improving the data collection instrument; and completed dataset for pre-test surveys.

The sub-contractor will be responsible for pilot-testing the document review, sampling procedures and the full questionnaires in Swahili with up to 12 households – 6 urban and 6 rural. The draft questionnaire should be pilot-tested in Dar, in a district not involved in the full survey. The subcontractor will be responsible for all costs associated with traveling to the pre-test location to administer pre-test, testing the data entry procedures, and providing data collected. The sub-contractor will collaborate with the NACP and MEASURE Evaluation to revise questionnaires based on the findings of the pre-test as needed.

Deliverable 3 Lead Data Collection Training

Deliverables include a draft agenda, select facilitators, venue selection, and plan for full data collection training. Final deliverables to include data collection training report including any challenges and identified solutions for data collectors.

The sub-contractor will be responsible for planning and implementing the data collection training for all interviewers and other staff involved. This means they will facilitate all of the training sessions, prepare materials, select the venue, select all interviewers and communicating with them about participating, and costs associated with staff attending the training.

Deliverable 4 Collect Data

Deliverable includes plan for all data collection related activities (i.e., schedule of visit, teams). Final deliverable includes field report.

Five regions have been selected for the survey as well as two districts – one urban and one rural – per region.

They include:

Mwanza ( Misungwi, Ilemela)
Kilimanjaro (Rombo, Moshi MC)
Mara (Rorya, Musoma Urban)
Iringa (Kilolo, Iringa MC)
Dar es Salaam ( Kinondoni, Temeke)

Four villages/mtaa will be surveyed in each district.The villages/mtaas have already been selected.

The sub-contractor will be responsible for planning and implementing all field data collection and ensuring that proper data quality procedures are followed. Sub-contractor responsibilities include arranging for interviewers to travel to the field, providing interviewers' expenses, communicating with local authorities, and conducting household questionnaires. Upon arrival in a village, the data collectors will review HBC volunteer registers and enter into an Excel file provided by MEASURE Evaluation all ever-enrolled clients for each HBC volunteer, including date of registration, HIV status at the time of registration, age at time of registration, gender, and date of last visit. A pre-defined macro routine will then create a second list of clients eligible for interview and then randomly select up to 16 individuals per village to be interviewed for approximately one hour at the individual's home.

Deliverable 5 Enter and Transfer Data

Deliverables include plan for data entry, including plans for checking accuracy. Final deliverables include clean data set and frequency report.

The sub-contractor will be responsible for entering all of the data into a format provided by MEASURE Evaluation/NACP and implementing proper data entry and cleaning procedures to ensure data accuracy. A full clean data set and frequencies are to be transferred to MEASURE Evaluation. Data entry and cleaning should be completed within 15 days of completion of fieldwork.

Positions required include:

Supervisor

who will be responsible for overseeing the pre-test, training, and field data collection.
He/she will have experience in monitoring data collection at the household-level data (e.g. through DHS or other surveys) and a proven track record for assuring data quality in field surveys. He/she should possess a university degree, be proficient in Swahili, and cognizant of the socio-cultural values and sensitivities of the target group/study communities.

Data Collectors

will conduct the pre-tests and collect household data for the full survey.
They should be fluent in Swahili and English.
Data collectors will have prior experience in collecting household-level data (e.g. through DHS, or equivalent), will have at completed secondary school, and will be cognizant of the socio-cultural values and sensitivities of the target group/study communities.

Data Entry Clerks

Will enter data from pre-tests and full survey into a database developed by MEASURE Evaluation.
He/she should have previous experience in data entry and a track record for data entry precision

INSTRUCTIONS TO APPLICANTS

Proposals should be no more than 10 pages, excluding attachments. Please address each of the following items:

Past Performance

Describe the organization's experience in implementing and managing donor-supported data collection/research projects. Of particular relevance is previous experience with projects requiring field teams to collect data at multiple sites while maintaining data quality. Describe the organization's experience in conducting quantitative research, particularly survey work with PHLIV or other household level data. Experience with MoHSW, USAID and/or PEPFAR programs and an understanding of the importance of data quality are particularly relevant. Use the template provided (Appendix 1) to provide past performance information about your organization, for up to five recent projects.

Plan for Data Collection

Describe the organization's plan to conduct the pre-test, training, and data collection. Clearly articulate who would participate in the activities, the number of individuals involved for each of the tasks, the team compositions for full field data collection, number of days in the field for each of tasks outlined in the proposal, and other information that demonstrates how the organization will fulfill the deliverables in the RFP. Please also include a timeline of all key activities and how you will ensure logistics support, maintain communication, liaise with government officials and partners in regions/districts for their cooperation, and resolve unanticipated problems if/when they arise.

Proposed Staff Recruiting

Plan Describe who the organization plans to conduct each of the tasks outlined in the proposal, their qualifications, and if not already on staff or under contract, who and how the organization plans to recruit to complete the tasks. If you propose current staff for any of these positions, please list the names and proposed position(s); their CV may be included as attachments to your proposal and should demonstrate relevant experience in administering field based questionnaires. Timeliness is important for this activity, so please indicate the timeframe required for recruiting necessary staff.

Data Quality Procedures

Describe what steps the organization plans to take to ensure high quality data are collected in the field and how that data quality will be maintained through data entry and preliminary analysis. Be specific in the measures the organization will take.

Budget Futures Group anticipates awarding a fixed-price subcontract for all costs, including overhead rates for management fees. Please use the attached budget template to provide a detailed budget for each of the deliverables outlined in the RFP. Be sure to justify costs such as staff time, transportation, and other travel/study related costs. Budget Template [please include additional rows as needed]. If a particular line item is not relevant, please leave it blank. please provide budget justification for line items.

Evaluation Criteria

Past performance, experience in the area of data collection, cost and other factors will be evaluated and award will be made on the basis of best value. Technical factors are considered more important than cost factors.

(a) The criteria below are presented by major category, with relative order of importance, so that applicants will know which areas require emphasis in the preparation of proposals. The sub-factors are considered equally important. The criteria below reflect the requirements of this particular solicitation.

(b) Even though cost has been assigned a numerical weight, applicants are reminded that Futures Group is not obliged to award a negotiated contract on the basis of lowest proposed cost, or to the applicant with the highest technical evaluation score. Although for this procurement technical proposal merits are considered more important than cost relative to deciding who might best perform the work, cost factors and Futures Group's budget must also be considered.

Therefore, after the final evaluation of proposals, Futures Group will make the award to the applicant whose proposal offers the best value to the Government considering both technical and cost factors.

Applicants should note that the following criteria:

(1) serve as the standard against which all proposals will be evaluated, and

(2) serve to identify the significant matters which applicants should address in their proposals. Refer to the table below for evaluation criteria.

Proposal Deadline

Proposals must be received no later than September 6, 2013 [5:00 PM US Eastern time], on the closing date and at the address designated below. Late submissions will not be considered. Reply to:

(1) The electronic copy offer must be submitted to Lacee Montee . Lacee Monte Futures Group International lmonte@futuresgroup.com Subject lines must be marked with the RFP number (MEASURE TZ 001)

Electronic File

The proposal shall be submitted as a Word Document in English.

Questions

Questions or requests for clarifications regarding this solicitation should be received no later than August 23 at 5.00 P.M local time, in writing onl y via e-mail. No questions or request for clarifications will be accepted after this date .

Please send questions to: ( lmonte@futuresgroup.com ) and indicate in the subject line MEASURE TZ 001 QUESTIONS . Futures Group reserves the right to ask questions of clarification and/or request best and final offers from all or some of the applicants, in response to proposals.

PART C:

TERMS AND CONDITIONS NEGOTIATIONS

The applicant's most competitive proposal is requested. It is anticipated that subcontracts will be awarded solely on the basis of these proposals. However, Futures Group reserves the right to conduct negotiations prior to awarding a subcontract.

REJECTION OF OFFERS

Futures Group reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

INCURRING COSTS

Issuance of this solicitation does not in any way obligate Futures Group to award a contract nor does it commit Futures Group to pay for costs incurred in the preparation and submission of a proposal.

ACCEPTANCE OF CONDITIONS

Futures Group reserves the right to request additional information from applicants in writing. Futures Group may cancel this RFP without any cost or obligation at any time until the execution of a subcontract. In the event agreement cannot be reached with the awardees, Futures Group reserves the right to award an alternate applicant.

CONFIDENTIALITY/OWNERSHIP

The awardees and his/her employees will not at any time, either during the term of the subcontract or thereafter divulge, furnish or make available, either directly or indirectly, to any person, firm, corporation or other entity, any proprietary information used by Futures Group. The awardees agree that all such matters and information shall be kept strictly and absolutely confidential. The awardees, upon cessation of the subcontract, irrespective of the time, manner or reason of terminations, will immediately surrender and deliver all materials and data of every kind.

The release of any information and data obtained through the execution of the subcontract must be explicitly approved in writing by NACP.