Fiji Health Sector Support Program

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1 Fiji Health Sector Support Program Request for Tender Consultancy for Diabetic Foot Care Training Evaluation 1. Purpose Abt JTA, on behalf of the Fiji Health Sector Support Program (FHSSP), an Australian Government funded initiative, invites suitably qualified and experienced individuals or firms to submit tenders to evaluate the diabetic foot care training in consultation with key stakeholders. The consultant/s will be required to conduct a mixed method (quantitative and qualitative evaluation) of the diabetic foot care training to determine the effectiveness of materials and training outcomes at both the health worker and patient level. The evaluation will provide quality data to the Ministry of Health and Medical Services (MoHMS) to the degree in which the training program has contributed to achieving better patient outcomes. 2. General information Tenderers must use the tender forms provided and must include all information specified in this request for tender (RFT) in their tender. Tenderers accept that their failure to provide all information may result in their tender being excluded from further consideration. 3. RFT particulars RFT close date: 4.30pm (FJT), Friday 15 th July 2016 Validity period: Contact person: 90 working days from submission Ms Kelly Robertson Ph: Submission: Tenders to be submitted electronically via to Responsibility rests with the tenderer to ensure that its tender reaches FHSSP by the due closing date. 4. Form of tender The tender submission must contain the following information: Schedule A: Tender Form 1

2 Schedule B: Tenderer s Details Schedule C: Tenderer s Experience Schedule D: Approach and Methodology Schedule E: Key Personnel Schedule F: Cost Proposal The tenderer must include all information specified in this RFT in their submission. The tenderer accepts that their failure to provide all information may result in their tender being excluded from further consideration. The tender may be regarded as non-conforming if it fails to conform to one of these conditions. Abt JTA reserves the right to seek clarification of a non-conforming tender. Abt JTAT may at its absolute discretion assess or reject a non-conforming tender and will not enter into any correspondence or discussion about a decision to assess or reject a non-conforming tender. 5. Evaluation process Tenders will be evaluated on the basis of a technical and financial assessment in order to achieve the best value for money outcome. The following selection criteria and weighting will form the basis of tender assessment: (a) Tenderer details and experience 50% (b) Approach & methodology 30% (c) Schedule & price 20% Abt JTA reserves the right to seek clarification of, and negotiate the terms included in, short-listed tenders after tenders close. These discussions will be documented and form part of the tender for evaluation purposes. Unsuccessful tenderers will have no redress against Abt JTA regardless of any addition or amendment to any tender submission in these circumstances. Abt JTA is not bound or required to accept the lowest tender or any tender. On request, unsuccessful tenderers will be provided with brief written feedback regarding the selection procedure and the assessment of their tender to the successful tender submission. The decision of the evaluation panel is final, and the provision of feedback on the evaluation process is for purposes of courtesy and quality improvement only. No further correspondence will be entered into on the basis of this feedback. 6. Award of contract Following the selection of the preferred tenderer, Abt JTA may enter into negotiations with the preferred tenderer in respect of the scope of services and basis of payment of the contract. Such negotiations will be strictly limited to matters of details rather than substance. 7. Tender costs Tenderers are responsible at their own cost for: 2

3 (a) Making all arrangements and obtaining and considering all information relating to the RFT; (b) The preparation, delivery and lodgement of the tender. 8. Terms of reference Background The goal of FHSSP is to remain engaged in the Fiji health sector by contributing to the Fiji MoHMS efforts to achieve its higher level strategic objectives in relation to infant mortality, maternal mortality and the prevention and management of diabetes as outlined in the MoHMS Strategic Plan. There are six key objectives for FHSSP: 1. To institutionalise a safe motherhood program at decentralised levels throughout Fiji. 2. To institutionalise a healthy child program throughout Fiji. 3. To improve prevention and management of diabetic foot sepsis and cervical cancer. 4. To revitalise the community health worker program. 5. Targeted health systems strengthening. 6. Assist MoHMS with recovery, rehabilitation and disaster risk reduction activities in response to Tropical Cyclone Winston. The Program was originally designed as a five year AUD33million program of support to the Fiji MoHMS to improve health outcomes in Fiji over the period The Program has now been extended for a further year to June 2017 with additional funding of AUD5 million. FHSSP is funded by the Australian Government Department of Foreign Affairs and Trade and is managed by Abt JTA. Diabetic Foot Care in Fiji Diabetes and hypertension affect approximately 18% of the Fijian population. FHSSP aims to improve the delivery of primary services related to preventing, detecting and managing diabetes. This is to be achieved through activities such as regular population screening; building the capacity of nursing stations, health centres and sub-divisional hospitals to screen, test, treat and monitor diabetes and hypertension; strengthening the role of the national diabetes centre to operate as the focal point for diabetes policy and training; and introducing a personal diabetes record book for people with diabetes. These activities are complemented by public campaigns aimed at raising the awareness of lifestyle factors that increase the risk of diabetes, hypertension and other NCDs, and the importance of early detection and management of diabetes and diabetic foot sepsis. To these ends, FHSSP developed with MoHMS a diabetic foot care training that is now being rolled out throughout the country. At this stage of implementation it is prudent to assess the effectiveness of the training. 3

4 The key stakeholders involved in developing an updated policy will include at a minimum: National Adviser NCD Medical Officers at Diabetes Hubs NCD Trainers Health staff trained at divisional and sub-divisional hospitals, health centres and nursing stations The full terms of reference for the assignment is included in Annex A. 9. Schedules A. Tender Form B. Tenderer s Details C. Tenderer s Experience D. Approach and Methodology E. Key Personnel F. Schedule of Fees 10. Annexes A: Terms of reference 4

5 Schedule A Request for Tender Consultancy services TENDER FORM To Abt JTA, We, Address: Phone Number: (Insert tenderer s full name) (Insert address) (Insert phone no) (a) Offer to undertake the Terms of Reference as defined in the RFT documentation on the terms described in the RFT and the particulars set out in the enclosed submission. Total Contract Price: AUD (GST exclusive price). (b) (c) In consideration of Abt JTA promising to consider our tender, will keep this offer open for a period of ninety working days after the close of tenders. Nominate the following person as our representative for executive negotiations: Firm s representative: Mobile number: address: (insert title and full name) (insert mobile number) (insert address) DATED this day of 2016 SIGNED for and on behalf of (Insert name of tender) Signature of Authorised Signatory Name of Authorised Signatory In the presence of: Signature of Witness Name of Witness 5

6 Schedule B Request for Tender Consultancy services TENDERER S DETAILS Item Details (complete as applicable) Name: Director(s)/Owner(s): Postal address Phone number: Fax number: Office location(s): Number of branches and locations: Number of staff: Years of experience in the field: Company registration/business number: Professional Indemnity Insurance: Liability Insurance: Workers Compensation Insurance: 6

7 TENDERER S EXPERIENCE Schedule C Request for Tender Consultancy services Provide details of work similar to the proposed contract that the tenderer is currently undertaking or has completed within the last three (3) years. Project name: Contract value: Duration of contract: Actual or anticipated completion date: Client name: Client contact person (name and telephone number) Description of the scope of services, demonstrating similarity to the proposed contract: (Note: You are able to include as many examples of previous contracts as you feel appropriate using the format above) 7

8 APPROACH AND METHODOLOGY Schedule D Request for Tender Consultancy services In this section the tenderer s should describe the details of their approach and methodology to providing the terms of reference. 8

9 KEY PERSONNEL Schedule E Request for Tender Consultancy services NB. Please attach current CV (including contact details for at least two professional referees), not more than five pages in length, for the key personnel who will be associated with the assignment. Proposed role in the project Name Position in the organisation Details of specific role Details of similar experience 9

10 COST PROPOSAL Schedule F Request for Tender Consulting services As an Australian Aid funded initiative, the FHSSP aligns with the DFAT Adviser Remuneration Framework (ARF).The tenderer is required to provide cost information for key personnel with respect to the ARF. Further information on the ARF can be found at Any travel costs (if relevant) from their home base to Suva, Fiji (using direct economy flights) will be in accordance with DFAT accommodation and per diem rates. Note: all local costs associated with holding meetings and/or consultation sessions with key stakeholders within Fiji will be paid directly by FHSSP or the MoHMS and do not need to be included in the cost proposal. Any assumptions made in developing the cost proposal should be listed. Key personnel costs Outputs Output 1 Detailed Work Plan Expected date of completion Key personnel Estimated travel support costs (excl. accommodation, per diems) No. person days Daily rate Cost AUD (excl. GST) Output 2 Data Collection Output 3 Data Entry & Analysis 10

11 Output 4 Reporting The tenderer is required to list out any other costs associated with delivering the terms of reference. Other costs Outputs Description Qty Unit cost Cost AUD (excl. GST) Output 1 Detailed Work Plan Output 2 Data Collection Output 3 Data Entry & Analysis Output 4- Reporting TOTAL (excluding GST) AUD 11

12 Annex A: TORs Diabetic Foot Care Training Evaluation Consultancy Terms of Reference Position Title: Program: Location: Diabetic Foot Care Training Evaluation Consultancy Fiji Health Sector Support Program (FHSSP) Suva, Fiji Term: Estimated to be between August 2016 and January 2017 Reporting To: MoHMS Counterparts: FHSSP Program Director National Adviser NCD Medical officers Diabetes hubs NCD Trainers Health staff trained at divisional and subdivisional hospitals, health centres and nursing stations Abt JTA Values Our Values Mission-Driven. We are united by our mission to improve the lives of people worldwide. Global. We are a global community, bringing diverse knowledge, expertise, and perspectives to the many challenges faced by today s world. Committed to Excellence. We strive to meet and exceed the highest professional standards. Collaborative. We know that working collaboratively produces excellence. Accountable. We take responsibility for what we do and how we do it. Balanced. We sustain the energy and commitment we bring to our roles by promoting a healthy balance between our personal and professional lives. Duty Statement: The Consultant/s will be required to conduct a mixed method (quantitative and qualitative evaluation) of the diabetic foot care training to determine the effectiveness of materials and training outcomes at both the health worker and patient level. The evaluation will provide quality data to the MoHMS to the degree in which the 12

13 Annex A: TORs Diabetic Foot Care Training Evaluation Consultancy training program has contributed to achieving better patient outcomes. Specific Duties: In collaboration with the FHSSP Program Director: Develop and submit data requests to MoHMS. Develop and discuss evaluation protocols and procedures with MoHMS. Develop a detailed implementation plan that will meet the objectives of the evaluation. Develop a detailed key informant interview and/or focus group meeting schedule. Draft a focus group guide and/or interview questionnaires for revision after pretesting. Conduct training of the evaluation team ensuring there is sufficient capacity to implement the research methodologies and tools. Pre-test data collection tools and make necessary improvements prior to rollout of the evaluation. Oversee the data collection in accordance with the implementation plan. Assess and monitor data quality. Quality assure and submit the following documentation to FHSSP: o Quantitative data limitations and analysis plan; o Qualitative data transcriptions and voice recordings; o Code book for qualitative analysis; o Analysis report to FHSSP for review and feedback. Oversee data entry into appropriate software such as SPSS, SAS, STATA, and Nvivo and quality assure the analysis. Provide draft and final Evaluation Report Participate in weekly check-in with FHSSP office in Suva. Assignment Objectives The purpose of the evaluation is to: Analyse quantitative data related to diabetic foot care and determine if there is any effect or association between the training and improved statistics on diabetic foot ulcers and amputations. Determine if those trained competently perform or know the following: a. How to identify risk factors and symptoms of diabetic foot complications; b. How to screen the feet of people with diabetes; c. How to manage foot care of diabetics according to their level of risk; d. How to educate patients about foot care to prevent problems; and e. How to manage foot complications. 13

14 Annex A: TORs Diabetic Foot Care Training Evaluation Consultancy Performance Deliverables: Solicit from those trained if they deemed that trainings improved their ability to conduct and manage high risk feet in people with diabetes and document examples. Determine from a select group of patients if patient education is effective/improved. Detailed implementation plan for the assignment developed and agreed with FHSSP, outlining key tasks, timeframes and deliverables. A suite of data collection and analysis tools to conduct a mixed method evaluation, approved by FHSSP. Quality-assured data in a format that meets FHSSP s data analysis requirements. Evaluation report. Reporting: The Consultant is required to provide: Deliverable Output 1 Detailed Work Plan Due Date August 2016 Meet with FHSSP staff to develop detailed implementation plan. Finalise evaluation protocols and procedures. Output 2 Data Collection Aug-Sept 2016 Train data collectors in the approved data collection tools and methodologies Pre-test and support finalisation of data collection tools Conduct data collection Output 3 Data Entry and Analysis Data entry into analysis programs Conduct analysis and provide draft report Oct 2016 Nov 2016 Output 4 Reporting Draft evaluation report Final evaluation report Dec 1, 2016 Dec 23,

15 Annex A: TORs Diabetic Foot Care Training Evaluation Consultancy Communication Participate in weekly check-in with FHSSP office in Suva Weekly from Aug 2016-Jan 2017 Each report that is provided should be: Of the highest standard of quality including report content, formatting, spelling and grammar. Prepared in accordance FHSSP reporting guidelines. Provided in electronic format as agreed with FHSSP. Delivered by the required date. 15