REQUEST FOR PROPOSALS. Firm Deadline: 11 April, 2018, 5:00 PM Eastern Time

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1 REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS FOR CONDUCTING ROUTINE, COMPREHENSIVE DATA QUALITY ASSESSMENT AND AUDIT AMONG HEALTH FACILITIES SUPPORTED BY EGPAF UGANDA In support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF) (P.O Box 21127, Kampala) Firm Deadline: 11 April, 2018, 5:00 PM Eastern Time INTRODUCTION The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) seeks to eliminate pediatric HIV/AIDS through research, advocacy, and prevention and treatment programs. As a global leader in the fight against pediatric HIV and AIDS, the organization works in 15 countries and at 7,000 sites around the world to prevent the transmission of HIV to children, and treat those already HIV infected through provisions of anti-retroviral medications. Today, because of the highly successful work of the Foundation and its partners over the last 25 years, pediatric AIDS has been virtually eliminated in the United States and new infections in children have declined by 58% worldwide. For more information, please visit EGPAF Uganda s country program scope involves: 1) the USAID Regional Health Integration to Enhance Services in the South West Uganda project that aims to increase the availability, accessibility, and quality of integrated health services including HIV and TB prevention, care and treatment; maternal, neonatal, and child health services; family planning; nutrition assessment and counseling and support; malaria prevention and treatment; and other primary care services. 2) ELMA-funded Unfinished business project that focuses on closing the Adult-Pediatric ART gap; and 3) Saving Lives at Birth that works on Development of a Model for National Scale-up of the Pratt Pouch to Expand Infant Nevirapine Prophylaxis in Uganda, Prevent Mother-to-child Transmission of HIV, and Save Infant Lives 4) Supporting Operational AIDS Research (SOAR), 5) Catalyzing Pediatric TB Innovations (CapTB) EGPAF facilitates a rigorous on-going data collection system on HIV clinical services using both electronic databases and paper-based systems. In line with MOH and donor requirements, services. EGPAF Uganda is supporting provision of HIV Prevention, HIV care and treatment, elimination of mother-to-child transmission (emtct), voluntary medical male circumcision (VMMC), malaria, family planning, TB and TB/HIV care, maternal neonatal and child health (MNCH), nutrition, early childhood development (ECD) and water, sanitation and hygiene (WASH). With implementation of an integrated program, establishing and marinating a sound data quality standards has been a challenge EGPAF has in place a data quality assurance strategy. Routine data quality assessment and improvements is one of the key tenets data quality assurance strategy. EGPAF now seeks services of consultant(s) to conduct routine data quality assessments on selected process and output indicators for all technical areas in 16 districts, namely in 1

2 Kisoro, Kabale, Rubanda, Rukiga, Kanungu, Rukungiri, Ntungamo, Bushenyi, Sheema, Mitooma, Buhweju, Rubirizi, Isingiro, Kiruhura, Ibanda and Mbarara districts. The selection of the representative number facilities will vary depending on the indicators selected for the assessment for a particular period. EGPAF anticipates strengthening the overall monitoring and evaluation system by utilizing the findings of the DQA to resolve the data quality challenges. EGPAF Uganda, therefore, intends to engage (an) external consultant(s) (as and when called upon) to conduct a comprehensive data quality audit and assessment among representative sample of project supported facilities providing Maternal, Neonatal and Child Health (MNCH,) family planning, malaria, nutrition, VMMC, HCT, TB/HIV, ART and PMTCT services. It is expected that EGPAF will discuss and agree with the consultant(s) the number of indicators for specific technical areas that will be assessed.. PURPOSE OF THE DATA QUALITY AUDIT AND ASSESSMENT The primary purpose of the data quality assessment is to assess whether the data reported by health facilities meets the data quality standard of validity, integrity, precision, reliability and timeliness. This is expected to be accomplished through routine systems assessment and data audits. The activity will continuously assess EGPAF Uganda s overall data management system with particular emphasis on the assessing the concordance of the data in the source documents against the data on summary forms and what is available in the donors electronic system. The DQAs are expected to highlight strengths and weaknesses of site level, district level and project level data management systems. The data quality assessment findings are expected to facilitate decision making around improvement processes for site level data collection, collation, analysis, reporting and use. In summary, the DQA will focus on: Assessing the quality of reports submitted through DHIS2 and the donor systems in terms of their concordance with the source registers by reviewing Assessing completeness of patient-level data for a set of clinical indicators Estimating the margin of error of reported data vis-à-vis source data Assessing the various data collection, processing and management systems implemented Assessing the flow of data from the initial collection point and levels of reporting. Identifying areas of potential vulnerability that affect general credibility and usefulness of the data collected Recommending measures to address any identified weaknesses in data collection, collation, analysis sand use the data submitted CONTRACTOR DELIVERABLES For each assignment, the DQA Team will provide the following deliverables: DQA protocol (inception report) describing objectives, methodologies, tools, timelines Draft report for review and feedback. The DQA should include a summary of strength, weaknesses and opportunities for improvement and their significance for improving the M&E processes and systems. A set of recommendations for addressing the weaknesses. The DQA results shall be presented (in PPT) at a full debriefing meeting with project staff. The final report shall be submitted to in an electronic format METHODOLOGY The DQA team will develop a protocol outlining their methodology, processes, steps and 2

3 tools to be used in the audit. The DQA will mainly be conducted through site visits using agreed upon tools. The team will analyze selected indicators at each stage of the data management system (from collection through reporting). The following may guide the assessment process: Design: whether cross-sectional or longitudinal data Primary data sources: client forms, registers and report forms Secondary data source: hard copy and electronic monthly, quarterly reports available at site/district level Interviews with health care workers, site based data clerks, Health Information Assistants/Medical Records Assistant and EGPAF program staff The DQA is intended to be a 3 rd party audit of data, and therefore the audit team is expected to adhere to the principles of independence from all parties, including EGPAF. CONTRACTOR QUALIFICATIONS The contractor shall propose a DQA team (as necessary) composed of individuals with the following qualifications: The contractor shall propose a DQA team (as necessary) composed of individuals with the following qualifications: Team Leader A minimum of a Master s Degree in Public Health, Health Services Management, Project Management, M&E of Public Health Programs, Population Studies/Statistics, Epidemiology and Biostatistics. A minimum of ten (10) years relevant professional experience in M&E, strategic information management, data quality assessments and audit or other relevant fields at organizational level, four (4) of which should be in consultancy service. Demonstrated knowledge of PEPFAR and USAID funded programs, M&E, reporting requirements, and DQA tools, processes and standards. Demonstrated knowledge of Ministry of Health DQA tools, standards, processes and requirements. Knowledge of Ministry of Health current health management information systems A proven experience with conducting DQAs preferably with institutions in Uganda, especially the health sector. Demonstrated capacity to lead a team to deliver on assignments on schedule. Excellent report writing and presentation skills. Other team members A minimum of a Master s Degree in Public Health, Health Services Management, Project Management, M&E of Public Health Programs, Epidemiology and Biostatistics A minimum of ten (5) years relevant professional experience in M&E, strategic information management, data quality assessments and audit Knowledge of donor especially PEPFAR and USAID funded programs, M&E, reporting requirements, and DQA tools and standards Knowledge of Ministry of Health DQA tools, standards, processes and requirements Knowledge of Ministry of Health current health management information systems A proven experience with conducting DQAs in the Uganda Health Sector LOGISTICS As and when contacted, the DQA team shall work at EGPAF offices in Mbarara, closely with M&E unit and the district based teams. 3

4 KEY CONTRACT TERMS All deliverables provided to the EGPAF must be furnished for the use of the Foundation without royalty or any additional fees. All materials will be owned exclusively by EGPAF. Contractor will not use or allow the use of the materials for any purpose other than contractor s performance of the contract without the prior written consent of EGPAF. The Foundation may exercise Option Years up to three years but subject to vendor performance and availability of funding. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS: All proposals will be evaluated against the criteria below. Each proposal must contain the items listed in the submission requirements column in the order that they appear below. EGPAF will select the contractor that provides the best value to the Foundation. Evaluation Criteria Submission Requirements Weight Past performance of similar work Proposed Methodology and Approach Timeframe of implementation of each quarterly DQA Price Qualifications of proposed individuals, management to be working on the Consultancy 3 professional references (maximum 1 page each) from similar past projects with phone and contact information and one or more examples of prior similar work in M&E, strategic information management, data quality assessments and audit or other relevant fields at organizational level and more importantly on USAID/PEPFAR funded projects. Description of past performance and deliverables (maximum 1 page) A maximum 4-page written proposal explaining the proposed methodology, technical understanding and approach. Extra pages will not be reviewed. Estimated hours, timeframe with deliverables, final delivery date including a detailed timeline. Assume at least 1 data quality assessment activity covering a minimum of 10 indicators in about 50 health facilities. The expected visits are 2 per year with each expected visit likely to take maximum of 5 weeks. Maximum 1 page. Extra pages will not be reviewed. Indicate the price for the full consultancy work: price per visit per year. The expected visits are 2 per year with each expected visit likely to take maximum of 5 weeks. Submit a detailed budget as an Annex to the proposal Resume of proposed individuals to work on this project including 2 references per individual. A minimum of a Master s Degree in Public Health, Health Services Management, Project Management, M&E of Public Health Programs, Population Studies, Epidemiology and Biostatistics. Maximum of 3 pages of each individual proposed. Additional pages of the resume will not be reviewed 25% 35% 10% 20% 10% Total 100% Failure to provide any of the above specifications and requirements may be considered non-responsive and disqualify the applicant from final selection. PROPOSED TIMELINE: The DQAs will be conducted at l twice a year, usually after the data has been submitted to MOH and the donors 4

5 DATE: March 22, 2018 Release of RFP DEADLINE DATE: April 11, 2018 Electronic submission of technical and budget proposals to DATE: April 30, 2018: Contract awarded and services begin. Enquiries regarding this RFP can be done during normal working hours via s to: Any form of canvassing will lead to automatic disqualification of the firm. Please note it is our best intent to comply with the above timeline but unavoidable delays may occur. ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP name reflected on the first page of this document. Failure to comply with this requirement may result in non-consideration of your proposal. Any proposal not addressing each of the foregoing items could be considered non-responsive. Late proposals will be rejected without being considered. This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined below. Such proposals shall be considered and treated by the Foundation as offers to enter into an agreement. The Foundation reserves the right to reject all proposals, in whole or in part, and/or enter into negotiations with any party. The Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed. Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including forging program outputs, kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience or suspect unethical behavior by a Foundation employee, please contact our Fraud Investigations team at fraud@pedaids.org or the Foundation s Ethics Hotline at Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work. 5