Q&A for Request for Proposals to Serve as Local Implementing Partner for an Impact Evaluation of a GESI and Community Engagement Intervention for Health Facility Operation and Management Committees in Nepal
Q: Could you please elaborate on the appropriateness of an individual versus organizational partnership for this assignment? What is the partnership selection process?
A: Individuals and organizations are both eligible to apply for this position. However, MEASURE Evaluation expects that the implementing partner would be able to make local payments and act in part as a disbursement agent for costs related to interviewer training, data collection, and data entry in Nepal. Therefore, it would be more appropriate to apply as an organization given MEASURE’s inability to advance funds for such costs to individual consultants. The competitive selection process will be based on both the financial proposal as well as the technical background and experience of the individual and/or organization.
Q: Please clarify whether international experts or consultants can be included in the proposal as staff.
A: International experts and consultants can be included as staff in your proposal.
Q: Is there any specific format for the budget and budget description to follow or can we use our own format using the major cost items as provided in the RFP?
A: There is no specific format you are required to use for the proposal. However, please be sure to include costs for all individual items as well as subtotals/totals in both Nepalese rupees and USD.
Q: Are organizations allowed to include indirect costs and/or overhead in the budget proposal?
A: Indirect costs can be included in the budget proposal. Applicants will also need to submit a justification and explanation of how the indirect cost is calculated.
Q: We are curious to know the target Village Development Committees (VDCs) in all three districts – Syangja, Baglung, and Parbat. Please send the names of the target VDCs in those districts as soon as possible.
A: We are in the process of identifying VDCs; therefore, we do not have a list we can provide you with at the moment. We will be selecting VDCs where there are currently functioning HFOMCs. Once a comprehensive list of VDCs with HFOMCs for each district has been created, we will randomly select enough VDCs to ensure the appropriate sample size is met.
Q: The RFP states that the implementing organization will be responsible for “implementing key aspects of the identification of the sampling strategy, including household listing, etc.” Will the sponsor provide the samples (about communities and households) to the implementing organization?
A: MEASURE Evaluation will be responsible for providing a list of the VDCs to be sampled. The local implementing partner will be responsible for carrying out household listing and household selection.
Q: Is there a page limit for each section of the cost proposal such as organizational description, budget, budget narrative, etc.?
A: Please limit the overall proposal to 20 pages. This is not inclusive of appendices covering the budget spreadsheet and CVs for staff.
Q: When will the project start? What is the period of performance?
A: The start date of the intervention and length is not yet determined. Tentative start date is quarter 2 of 2014. The tentative schedule for data collection is noted in the RFP.
Q: Who is the line ministry or agency for this project?
A: The program is implemented by Suaahara with technical assistance from the Health Policy Project under the Gender, Policy and Measurement Project.
Q: What does the community engagement intervention mean? What are some of the interventions that are envisaged by the project? Are the health facilities receiving some assistance from the project?
A: The community engagement component of the intervention will utilize some tools of the Partnership Defined Quality (PDQ) methodology as well as community mobilization techniques. You can learn more about PDQ here:
Health facility staff who are members of the HFOMCs will participate in capacity building activities such as training and mentoring; otherwise the health facilities will not receive direct assistance from the intervention.
Q: How are the intervention districts selected? Is there any possibility of adding other districts in the future? Or are these 3 districts selected for a baseline survey only?
A: These were selected in coordination with the local implementer and USAID. The GPM-Suaahara intervention is limited to Baglung and Syangja with no plans for expansion.
Q: We think a pre-proposal meeting should be organized so that the applying Firms are clear about what is expected and how it is planned. Thus we request for a pre-proposal meeting and an extension of proposal submission deadline accordingly. This will be mutually beneficial.
A: There will not be a pre-proposal meeting. The applicants should prepare proposal based on estimated information in the RFP and note all assumptions.
Q: It seems that only a brief proposal is requested and a detailed financial proposal is required. And the methodology for survey conduction is not required. The financial proposal is closely linked on how the work is proposed to be conducted. So, it seems that this financial proposal is only an indicative estimate and a detailed financial proposal is to be resubmitted after the details of the survey is known and the detailed methodology is planned. Is this Correct? If not, then is the present financial proposal the final and binding to the Firm?
A: If the parameters of the survey remain the same, the present financial proposal is final and binding to the Firm. If the survey details change, the present financial proposal is not final and binding.
Q: It is generally a widely used practice, that the technical proposal, containing the firms past experiences, methodology proposed, logistic arrangements, key persons proposed are evaluated separately for 70 to 80% weightage and then after the Firms’ Financial Proposals , who score higher than the required pass marks, are evaluated for the 20 – 30 % weightage. However, such methods of evaluation are not mentioned, and only financial work out methods and competitiveness is emphasized.
A: The cost proposal will be weighted at 30% and the organization’s technical expertise/experience weighted at 70%.
Q: We assume all the VDCs need not be surveyed. (There are 55, 60 & 62 VDCs in Parbat, Baglung and Syangja districts). The number of VDCs in the 3 districts where this survey is to be conducted is not mentioned. Number of VDCs and their names are important to plan the survey. Only total number of samples in each district (2200 numbers) is mentioned. All financial planning will be related to the distribution of survey VDCs. Or is the Firm has to propose the VDCs themselves? In this case, selection methods / criteria for selection need to be known beforehand.
A: The enumeration areas (EAs) have not yet been selected. They will be randomly selected from a list of EAs (EAs based on Nepal population census data) representing areas in which there are functioning HFOMCs (functioning defined as: 1) HFOMC is formed and 2) HFOMC has held at least one meeting in the past year). The applicant will be responsible for creating a list of functioning HFOMCs in the three Districts. The applicant will also be responsible for comparing/overlaying EA maps with the list of functioning HFOMCs in the three Districts to determine the final list of EAs representing areas in which there are functioning HFOMCs.
For budgeting purposes, applicants should assume 35 (rural) to 40 (urban) households interviewed per enumeration area and approximately 20 urban and 40 rural enumeration areas (total of 60 EAs) per District. Assume random distribution of selected EAs across each District.
Q: Three types of survey Instruments are mentioned. 2200 women questionnaires are required for each district. How many households need to be visited? One household is likely to have more than one woman. And how many Community Questionnaires are required for one district?
A: The applicant should assume 2,200 households per District. There will be one community questionnaire per enumeration area.
Q: Household Listing operation is mentioned – is this a total (100%) listing of the Households in the selected VDCs? How is listing planned and what is its tentative number?
A: Yes, this is a 100% listing of the households in the selected enumeration areas. The applicant is responsible for developing the listing process.
Q: What does Cartographic updating of selected clusters mean? An engineering mapping is required?
A: In this survey, cartographic updating of selected clusters refers to household listing and updating of the selected clusters maps. Map updating includes the identification of the boundaries, roads, location of households, and key landmarks of the cluster. The purpose is for better selection of households in the second stage of selection, and also to facilitate the identification of the selected households by the interviewing teams. The basic updating can be done in paper maps. Geographical coordinates of the location of the clusters will be conducted using GPS devices. However, a basic GIS mapping of selected PSUs may be useful for the analysis and applicants could include this component in their application. If the applicant chooses to include this component, two separate budgets should be presented: a budget with the GIS mapping, and a budget without the GIS mapping.
Q: GPS coordinates should be collected for each of the household surveyed?
Q: Are the survey questionnaires already prepared for all the sets?
A: Initial survey drafts will be prepared by MEASURE Evaluation. The applicant is responsible for participating in the revision and finalization of all questionnaires, including translation of the questionnaires into Nepali.
Q: Is the ethical clearances required from respective agencies? e.g. NHRC
Q: Pilot test or pre-testing should be done in how many districts, clusters or in HH numbers?
A: Applicants should include in their application a proposal for how to carry out pre-testing.
Q: Is entry a single entry or double entry system?
A: Double entry.
Q: It mentions proposing a “Principal Investigator” – since the Firm’s work is not analyzing the results but only collection of quantitative data, why is this position necessary? We propose a Survey Coordination Manager for taking charge of conducting the overall survey works.
A: The Principal investigator position is noted as a placeholder for the lead technical person on the activity.
Q: Who are the key staff members? How many of them are required, for whom the CVs are required? Or is it up to the Firm to decide?
A: It is up to the firm to decide and propose.
Q: Page 5, Budget: “… once the sample sizes are finalized” Does this mean that the 6600 numbers of samples is not final? And financial proposal will vary accordingly, so the Firms Financial Proposal is only tentative at this moment?
A: Please base financial proposal on the numbers stated in the RFP. We will select an organization based on this cost but the final subcontract amount may change if the sample size estimates change.