Somalia: Distribution of Long Lasting Insecticide Treated Nets (LLINs) in Galgadud region, CSZ of Somalia. LRPS-2016-9125703

NOTE; BIDDERS SHOULD SEND AN EMAIL TO SOMSUPPLY@UNICEF.ORG TO OBTAIN THE FULL RFP DOCUMENTS.

1.0 PROCEDURES AND RULES

UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children’s rights as international standards of behaviour towards children. UNICEF’s role is to mobilise political will and material resources to help countries ensure a “first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children.

UNICEF carries out its work through its headquarters in New York, 8 regional offices and 125 country offices world-wide. UNICEF also has a research centre in Florence, a supply operation based in Copenhagen and offices in Tokyo and Brussels. UNICEF’s 37 committees raise funds and spread awareness about the organisations mission and work.

1.2 PURPOSE OF THE RFP

The purpose of this RFP is to invite proposals from qualified institutional consultancy firms to support the Global Fund Malaria program and the Ministry of health – Malaria program in the distribution of 159,230 (LLIN) in order to achieve universal coverage for a population of approximately 290,000 people.

1.3 FORECAST SCHEDULE

The schedule of the contractual process is as follows:

Closing date and time for submission of full proposal: 24/06/2016 at 10.00 a.m. Nairobi Time

b) Award Notice: To be determined

c) Signature of contract: To be determined

1.4 RFP CHANGE POLICY

All requests for formal clarification or queries on this RFP must be submitted in writing via email to somsupply@unicef.org. Please make sure that the e-mail mentions the RFP reference number.

Only written inquiries will be entertained. Please be informed that if the question is of common interest, the answer will be shared with all potential RFP bidders.

Erasures or other corrections in the proposal must be explained and the signature of the applicant shown alongside. All changes to a proposal must be received prior to the closing time and date. It must be clearly indicated that it is a modification and supersedes the earlier proposal, or state the changes from the original proposal. Proposals may be withdrawn on written request received from bidders prior to the opening time and date. Bidders are expected to examine all instructions pertaining to the work. Failure to do so will be at bidder’s own risk and disadvantage.

1.5 RFP RESPONSE FORMAT

Full proposals should be submitted in English and must be received not later than 24/06/2016 by 10.30 a.m. Nairobi Time. Proposals received after the stipulated date and time will be invalidated.

The proposals should be submitted as follows:-

· Sealed Envelope 1: Technical proposal only without mention of the budget – the envelope should be clearly marked with “RFP No.; Name of Company; Technical Proposal”

· Sealed Envelope 2: Financial Proposal - the envelope should be clearly marked with “RFP No.; Name of Company; Financial Proposal”

· Sealed Envelope 3: Outer envelope containing the individual envelopes for Technical & Financial Proposals – the envelope should be clearly marked with “RFP No.; Company Name”

· Please remember to sign the “Request for Proposal for Services Form” on Page 3 of the RFP document and return together with the proposal.

Note: Proposals not submitted in this manner will be invalidated.

BIDS may be hand-delivered or sent by Courier to:-

UNICEF SOMALIA SUPPORT CENTRE OFFICE,

UN GIGIRI COMPLEX, BLOCK Q, GROUND FLOOR

P.O. Box 44145-00100

Nairobi

Bidders are requested to provide details (Name/ID No.) of the persons delivering a day in advance by sending an email to somsupply@unicef.org to facilitate clearance to enter the UN complex.

Due to the nature of this RFP, there will be no public opening of proposals and responsible officers will open technical proposals when the specified time has arrived.

1.6 BIDDER RESPONSE

1.6.1 Formal submission requirements

The formal submission requirements as outlined in this Request for Proposal must be followed, e.g. regarding form and timing of submission, marking of the envelopes, no price information in the technical proposal, etc.

1.6.2 Mandatory criteria

All mandatory (i.e. must/have to/shall/should/will) criteria mentioned throughout this Request for Proposal have to be addressed and met in your proposal.

All references to descriptive materials should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response.

It is important that you read all of the provisions of the request for proposal, to ensure that you understand UNICEF’s requirements and can submit a proposal in compliance with them. The bidder must also provide sufficient information in the proposal to address each area of the Proposal Evaluation to allow the evaluation team to make a fair assessment of the candidates and their proposal. Note that failure to provide compliant proposals may result in invalidation of your proposal.

1.7 CONFIDENTIAL INFORMATION

Information, which the bidder considers proprietary, should be clearly marked "proprietary", if any, next to the relevant part of the text, and UNICEF will treat such information accordingly.

1.8 RIGHTS OF UNICEF

UNICEF reserves the right to accept any proposal, in whole or in part; or, to reject any or all proposals. UNICEF reserves the right to invalidate any Proposal received from a Bidder who has previously failed to perform properly or complete contracts on time, or a Proposal received from a Bidder who, in the opinion of UNICEF, is not in a position to perform the contract. UNICEF shall not be held responsible for any cost incurred by the Bidder in preparing the response to this Request for Proposal. The Bidder agrees to be bound by the decision of UNICEF as to whether her/his proposal meets the requirements stated in this Request for Proposal. Specifically, UNICEF reserves the right to:

• contact any or all references supplied by the bidder(s);

• request additional supporting or supplementary data (from the bidder(s));

• arrange interviews with the bidder(s);

• reject any or all proposals submitted;

• accept any proposals in whole or in part;

• negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);

• contract any number of candidates as required to achieve the overall evaluation objectives.

VALIDITY

Proposal must be valid for a minimum of ninety (90) days from the date of opening of this RFP and must be signed by all candidates included in the submission. For proposals from institutions, the proposal must also be signed by an authorised representative of the institution. Bidders are requested to indicate the validity period of their proposal in the Proposal Form. UNICEF may also request for an extension of the validity of the proposal.

1.8.1 Technical Proposal

The technical proposal should address all aspects and criteria outlined in this Request for Proposal, especially in its statement of work, terms of reference and paragraph 1.10 of this Request for Proposal. However, all these requirements represent a wish list from UNICEF. The bidders are free to suggest/ propose any other solution. UNICEF welcomes new ideas and innovative approaches. (NOTE: No price information should be contained in the technical proposal).

1.8.2 Price Proposal

The price proposal should be in line with the TOR, indicating overall/total cost of assignment and itemized budget.

1.9 PROPOSAL EVALUTION

After the RFP opening, each proposal will be assessed first on is technical merits and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be recommended for approval. UNICEF will set up an evaluation panel composed of technical UNICEF staff and their conclusions will be forwarded to the internal UNICEF contracts Review Committee.

The evaluation panel will first evaluate each response for compliance with requirement of the RFP. Responses deemed not to meet all of the mandatory requirements will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this RFP, including provision of all required information may result in a response or proposal being disqualified from further consideration.

Evaluation Method

The evaluation method will be is the Cumulative Analysis evaluation (point system with weight attribution) which uses a total score from the combination of weighted technical and financial attributes,

TECHNICAL PROPOSAL

The technical proposals will be evaluated against specified criteria below. The total amount of points allocated to the technical proposal is 70 points and only technical proposals which receive a minimum of 40 points will be considered further.

Category/Points

1.OVERAL RESPONSE – Total 10 Points

Overall concord between UNICEF requirements and the proposals of the candidate organization / firm

(i) Understanding of, and responsiveness to the requirements of the assignment in terms of technical and expert services as per the attached ToR

(ii) Detail and thoroughness of the proposal in respect of the requirements of the ToR and assignment

2. STRATEGY/METHODOLOGY OF ASSIGNMENT – Total 25 Points

The Technical Offer including Work Plan and Approach, comprising of;

Proposed design of the process, methodology, preparations and implementation of the analysis and program design process and description of how the institution or company is intending to carry out the tasks (e.g. how to organize the required staff/experts and support their activities in South Central Somalia, Somaliland and Puntland, schedule of planned activities, proposed implementation of the required work, etc.)

1. Demonstrates clear understanding of LLINs

2. Clear and effective methodology on how to successfully design and implement the community cadres mapping and training needs assessment

3. Clear and realistic work plan with activities

4. Clearly states how to ensure participation and inclusion of key stakeholders and buy-in and leadership of government counterparts

Timetable with key deliverables

3. TECHNICAL CAPACITY: Organization’s Background, Experience, Expertise and Other Attributes – Total 35 Points

· Institution’s or Company’s Background

1. Full address and location of registered offices

2. Details of registrations (certificate of incorporation/ documentation as a registered company or institution).

3. Evidence of ability to mobilize qualified personnel and experts readily available in Somalia/Somaliland

4. Number and type of employees or available experts

· Experience - 15 PointsThe company should demonstrate:

1. Experience in LLINs implementation in Somalia/Somaliland ( mandatory)

2. Experience in LLINs implementation in other contexts ( mandatory)

3. Experience in targeted evaluations ( mandatory)

4. Experience in Behavioral change communication at facility and community.

Experience in complex emergencies or conflict-affected contexts esp. Somalia

· Expertise (The company should provide CVs of three proposed experts) – 12 Points

1. A team leader specialist of health programming

2. A specialist experienced in community health including LLINs

3. A monitoring evaluation and research specialist

· Other Skills and Attributes Required as per the ToR: - 5 Points

Experience in facility and community health services provision in Somalia/Somaliland

1. Experience in advocacy and policy dialogue with Ministry of Health

2. Experience in trainings

3. Experience in Behavior change Communication projects

4. Experience in research (mandatory)

b) Financial Proposal:

Bidders should provide a summary of clear and justified evidence of financial accountability, sufficient and consistent with project activities and goals and detailed breakdown of budget inclusive of professional fees, admin costs if any, travel costs (these shall be calculated based on economy class travel regardless of length of travel), DSA (these will be paid as per UN rates); etc.

(NOTE: bidders should provide an all-inclusive budget as successful company will be responsible for all project costs including security and insurance for its team members)

The total amount of points allocated for the price component is 30%. The maximum points will be allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price e.g.

Score for price proposal X = Max. score for price proposal x Price of lowest priced proposal/Price of proposal X

The currency of the proposal shall be in US Dollars. Invoicing will be in the currency of the proposal. The bidder will suggest a payment schedule for the Contract, linked to unambiguous Contract milestones. All prices/rates quoted must be exclusive of all taxes as UNICEF is a tax-exempt organization.

Weights: 70 Points Technical proposal; 30 Points Financial proposal

2.0 TERMS OF REFERENCE

Epidemiological stratification: The whole population in Somalia faces varying risks of malaria. Northern areas (Somaliland and Puntland) are at greater risk of epidemics due to unstable and seasonal transmission and the frequently anomalous rainfall patterns. The South Central regions experience stable transmission, particularly in the Juba and Shabelle riverine and swamp areas and therefore carry the greatest burden of malaria in Somalia, although less prone to epidemics

Vector control strategies and interventions have been documented in Somali malaria strategic plans since 2006 focusing primarily on free mass distribution and use of LLIN and Indoor Residual Spray (IRS) to specific malaria foci in the three zones but mainly in the northern regions of the country. Between 2006 and 2012, over 2 million Insecticide Treated Nets (ITN) and LLINs have been distributed across all the three zones. In 2013, 2.135 million LLINs were distributed mainly in the Central South Zone where the malaria endemicity and burden exists. However, according to the results of Somali Malaria Indicator Survey (MIS) 2014, the percentage of households with at least one LLIN per 1.8 persons was 4.3 % in Puntland, 15.5% in Somaliland and 6% in Central South Zone where the burden of malaria is and 8.3% nationally. Similarly, the percentage of household members who slept under a net in the previous night ranged from 22.4% in Puntland 36.4% in Somaliland, and 25.5% in Central South Zone.

As part of the Somalia National Malaria Strategic plan for (2011-2015), the main vector control activity implemented in the country is LLIN distribution. Multiple LLIN distribution strategies will be used to ensure all households in targeted geographical areas can protect themselves from malaria. The targeted population estimates will be used to ensure the full coverage of the targeted beneficiaries. In this regards, the most updated population estimates are the PESS done by UNFPA in collaboration with zonal authorities.

The aim of universal coverage is to ensure that all households (100%) or at least 90% own and at least 80% use at least 1 LLINs per 2 persons.

The LLINs distribution approach is tailored to the particularity of the targeted community including, population density, security, and resources available. Key approaches included in Somalia LLIN distribution strategy include:

• Mass distribution of nets at community level, and at-no-cost to beneficiaries (catch-up). This is usually done at central point distribution. Where possible pre-registration of households and issuance of vouchers/wrist bands should be used to plan and quantify the actual number of LLINs required for each community before the distribution of LLINs, and minimize leakage to private sector.

• House to House distribution: LLINs are distributed through visiting each and every household by the distributors.

LLIN distributed to populations are renewed every 3 years to ensure continuous protection in the household. Under the Global Fund New Funding Model the UNICEF malaria program will distribute about 3 million LLIN across endemic location in Somalia by 2017. This consultancy aims at contributing to this expected result.

I-Purpose:

The overall objective of this contractual assignment is to support the Global Fund Malaria program and the Ministry of health – Malaria Control program in distribution 159,230 lasting insecticide treated nets (LLIN) that is geared towards achieving and sustaining universal LLINs in malarious areas of the country (Southern parts of South Central zone) by 2017.

The following goals and objectives guides the LLINs distribution.

Goal: By 2017, achieve and sustain universal coverage resulting in 50% reduction of malaria transmission in malarious areas of the country (Southern parts of South Central zone).

Objective: By December 2017, ensure at least 90% of the population in targeted malarious areas are covered by LLINs and 80% of areas with signs of outbreaks will be covered by IRS.

The firm/organization will be supervised by Zonal Malaria officer and guided by the UNICEF Health Specialist (CSZ) in close collaboration with the Partnership officer for Global Fund and Malaria program. In addition, the firm/organization will work closely with National Malaria Control program in Southern Somalia Mogadishu.

II-Main Responsibilities/Activities:

Assignment will be guided by the LLINs strategy of Somalia.

The assignment includes:

1. A situation analysis which includes collection of key information on the geography , topography, population estimate from most recent census and security map of the location. In addition a preliminary visit is done to the location to inform local authorities on the coming activity and have their buy-in and support. It is important at this stage to agree with elders and health authorities which strategy to use for enumeration, distribution door to door or central distribution points, and communication and mobilization strategy, dates of the enumeration and activity taking into account any big event or foreseen population movements.

2. A microplanning with duration of each phase, number of enumerators, distribution and reporting.

3. Selection of the LLINs distribution teams / staff (community mobilisers, LLINs distributors, supervisors) and orientation of the mentioned persons on LLINs distribution strategy.

4. Community mobilization and promotional activities – undertaken round the whole implementation cycle.

5. Identification of storage facilities- assurance of safe storage is required for at least 3 months.

6. Pre-Registration of beneficiaries Households. The mode of registration (Use of coupons or wrist bands) will be agreed upon with UNICEF and the MOH-NMCP program.

7. LLIN distribution- the mode of distribution will be agreed upon with UNICEF and the NMCP program manager after agreement between the firm and local communities

8. Documentation of the distribution of LLINs, photos, video, Distribution registers (triplicate), community distribution report and the excel database.

9. Waste management- LLINs wrappings and plastic bags properly collected for monitoring purposes and proper disposal after distribution.

10. Post monitoring of LLINs distribution. Coverage rate and LLIN hanging rate to be reported

11. Draft report to UNICEF after validation by National Malaria Control Program manager.

IV. Deliverables:

This will be based on GF reporting procedures and contractual agreement indicators however the following are required: -

Programmatic:-

1. Distribution plan
2. Detailed Microplan
3. Orientation training report
4. Enumeration report
5. Distribution narrative report
6. Duly filled community filled Monitoring forms
7. Triplicate LLIN distribution registers.
8. LLINs database excel sheet.
9. LLINs post monitoring report.

* Above Reports to be duly stamped by the MOH- NMCP manager.

Financial reports and supporting documents- to be based on UNICEF and Global fund reporting guidelines including proper supporting documents in line with the programmatic report.

Duration & Remuneration: This assignment is for 6 months

deliverables

Specific activity as per the TOR

Payment

Inception Report.

Upon completion of Comprehensive LLINs micro plan detailing information based on latest population data at district and village level.

Activity 1 & 2

30%

Activity Reports

Payable end of the 2^nd and 4^th months

Enumeration report

Activity 6

Two payments of 25% each

(50%)

Distribution narrative report - report covers the whole distribution cycle as well as Community mobilization and promotional activities undertaken

Activity 3,4, 5, 7

Duly filled and signed community Monitoring forms

Activity 8

Triplicate LLIN distribution registers and copies shared with UNICEF and MOH malaria program.

Activity 8

LLINs database excel sheet – final copies signed by the MOH-NMCP.

Activity 8

After submission of the Final Report

Comprehensive programmatic LLINs post monitoring report and financial reports to be endorsed by the NMCP manager.

Activity 9

20%

Management, Organization and Timeframe:

The firm/organization will be supervised by Zonal malaria officer and guided by the UNICEF Health Specialist (CSZ) in close collaboration with the Partnership officer for Global Fund and Malaria program.

Role of MoH (NMCP) on the implementation of activity. The firm/organization will work closely with National Malaria program in Somalia.

V. Qualification and Experience

The firm should have at minimum the following key staff and competencies:

1. A project manager: with at least 2 years of University degree and 5 years of progressive professional experience of which 2 years’ experience managing malaria project with LLIN distribution component preferably in Somalia

2. A monitoring and evaluation specialist: with at least a bachelor degree and 2 years of experience in data management preferably in enumeration

3. A community mobilization specialist: with at least 2 years of professional in community mobilization

4. A logistic specialist: with experience in health commodities transportation and distribution in CSZ.

5. The firm/organization is expected to demonstrate that it has a track record of no less than three years executing community based health services undertakings specifically related to LLINs distribution in Galgadud regions.

While preparing the technical proposal, applying firms must give attention to the following:

· Company profile and legal registration (legal) at the zonal authority

· At least the 4 CVs of key staff who will be responsible for the project (program manager, logistic specialist, Monitoring and evaluation specialist, and community mobilization specialist).

· The technical proposal should provide an outline of the firm’s recent experience on similar undertakings. It should outline steps in details in implementation of LLINs distribution in accordance to LLIN distribution strategy document for Somalia. Please include references for those with whom similar work has been undertaken.

· Proposed Budget: The budget should include all costs related to all phases of LLINs distribution as described below:

Budget items

Unit cost

Quantity

Total

Explanations

1. LLIN transport from Unicef warehouse to partner warehouse

2. LLIN warehousing: storage costs of LLINs

3. LLIN transport from partner warehouse to distribution points

4. Community mobilization meeting pre LLIN distribution

5. LLIN distribution - loading and offloading

6. LLIN distribution - community enumerators: number x days

7. LLIN distribution – community distributors: number x days

8. LLIN distribution - LLIN supervisors: number x days

9. LLIN distribution, car rental

10. LLIN distribution – supervision cost by consultant firm

11. post LLIN campaign - hang it and use it monitors

12. post LLIN campaign - hang it and use it

13. Office supplies

14. Bank charges

15. Staff cost: Project manager, logistics specialist, Community mobiliser, M&E , specialist: 3 months

VI. Conditions of Work

The firm/organization should be based on Galgadud regions of CSZ.

Special conditions related to LLINs count

All LLINs released for distribution should be accounted for as distributed or otherwise justified. Any deviation should be well documented. LLINs non accounted for will be reimbursed for at a unit price decided by UNICEF. The LLINs will be transported by UNICEF agent and positioned at UNICEF/WFP closest to the partner’s warehouse and the he transport of LLIN from UNICEF/WFP warehouse to the distribution points of distribution is the responsibility of the firm.

Special conditions related to LLINs transport, handling and warehousing

All LLINs released for distribution should be accounted for as distributed or otherwise justified. Any deviation should be well documented. LLINs non accounted for will be reimbursed for at a unit price decided by UNICEF. The LLINs will be positioned at the nearest Unicef Warehouse to the partner’s indicated warehouse. The transport of LLIN from Unicef warehouse to the distribution points of distribution is the responsibility of the firm.

Special conditions related to LLINs transport, handling and warehousing

During collection of the LLINs from the Unicef Warehouse, an acknowledgement by an authorised Partner official communicated in advance of collection has to sign. Handling costs of the LLINs at the Unicef Warehouse shall be covered by Unicef. The LLINs should be transported in well protected, covered vehicles and safely transported to the partner warehouse. The LLINs before distribution at the Partner’s warehouse have to be stored in a well aired temperature controlled warehouse and on top of pallets. The Warehouse has to be well secured.

RFP RESPONSE FORMAT

Full proposals should be submitted in English and must be received not later than 24/06/2016 by 10.30 a.m. Nairobi Time. Proposals received after the stipulated date and time will be invalidated.

The proposals should be submitted as follows:-

· Sealed Envelope 1: Technical proposal only without mention of the budget – the envelope should be clearly marked with “RFP No.; Name of Company; Technical Proposal”

· Sealed Envelope 2: Financial Proposal - the envelope should be clearly marked with “RFP No.; Name of Company; Financial Proposal”

· Sealed Envelope 3: Outer envelope containing the individual envelopes for Technical & Financial Proposals – the envelope should be clearly marked with “RFP No.; Company Name”

· Please remember to sign the “Request for Proposal for Services Form” on Page 3 of the RFP document and return together with the proposal.

Note: Proposals not submitted in this manner will be invalidated.

BIDS may be hand-delivered or sent by Courier to:-

UNICEF SOMALIA SUPPORT CENTRE OFFICE,

UN GIGIRI COMPLEX, BLOCK Q, GROUND FLOOR

P.O. Box 44145-00100

Nairobi

Bidders are requested to provide details (Name/ID No.) of the persons delivering a day in advance by sending an email to somsupply@unicef.org to facilitate clearance to enter the UN complex.

Due to the nature of this RFP, there will be no public opening of proposals and responsible officers will open technical proposals when the specified time has arrived.