gavi- 2015 country ta rfi.doc
TRANSCRIPT
Request for Information
Country Assistance for Accelerated Implementation of Gavi Strategy 2016-20
Dated: June 2015
Request for Information NumberRFI-CAAIGS29062015
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Table of Contents
Table of Contents...............................................................................................................................2
Acronyms and Abbreviations.............................................................................................................3
1.0 PURPOSE.....................................................................................................................................4
2.0 RFI INSTRUCTIONS...................................................................................................................4
3.0 GAVI OVERVIEW........................................................................................................................8
4.0 BACKGROUND AND INTRODUCTION...................................................................................9
5.0 REQUIREMENTS......................................................................................................................10
5.1 Technical Scope.....................................................................................................................10
5.2 Geographic Scope..................................................................................................................16
6.0 DELIVERABLES.........................................................................................................................17
7.0 EVALUATION CRITERIA..........................................................................................................18
8.0 TIMELINE AND ACTIVITIES AFTER SELECTION...............................................................19
9.0 ANNEXES...................................................................................................................................21
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Acronyms and Abbreviations
CDC United States Centres for Disease Control and Prevention
cMYP Comprehensive Multi-Year Plan
COI Conflict of Interest
CSO Civil Society Organisation
EPI Expanded Programme on Immunisation
HSCC Health System Coordinating Committee
HSS Health System Strengthening
ICC Interagency Coordinating Committee for Immunisation
MoH Ministry of Health
NGO Non-Governmental Organisation
NITAG National Immunisation Technical Advisory Group
NRA National Regulatory Authority
NVI New Vaccine Introduction
PMU Project Management Unit
RFI Request for Information
TA Technical Assistance
UNICEF United Nations Children's Fund
WHO World Health Organisation
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1.0 PURPOSE
Gavi seeks to identify and engage with institutions that could provide Gavi-supported countries with assistance to accelerate progress on coverage, equity, and sustainability of immunisation as envisaged in Gavi Strategy 2016-20.
RFI Opening Date: 29 June 2015 RFI Closing Date: 14 August 2015
Address responses to the attention of:Romain Nicolas via email at [email protected] and [email protected]
2.0 RFI INSTRUCTIONS
i. Gavi, the Vaccine Alliance, invites you as an Applicant to submit an application by responding to this “Request for Information” (RFI) for Country Assistance for Accelerated Implementation of Gavi Strategy 2016-20. Please follow these instructions in completing your application.
ii. This entire RFI and all related discussions, meetings, exchanges of information, and subsequent negotiations that may occur are confidential and are subject to the confidentiality terms and conditions of the Intent to Participate letter attached as Annex 1. All applicants are required to complete and return the Intent to Participate letter together with the Q&A to Romain Nicolas via email at [email protected] and [email protected].
iii. The issuance of this RFI in no way commits Gavi to make an award to any participating organisation. Gavi is under no obligation to justify any decisions made pursuant to this request.
iv. Gavi reserves the right to:- reject any application without obligation or liability to the potential
Applicant;- withdraw this RFI at any time before or after submission of applications,
without prior notice, explanation or reason; and- modify, at any time, the evaluation procedure described in this RFI.
v. Gavi reserves the right to request additional data, information, discussions or presentations to support part of, or your entire application. Applicants or their representatives must be available to discuss the details of their application during the evaluation process.
vi. All responses should be submitted in electronic format. Fax copies will not be accepted. Late applications will be rejected.
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vii. The proposed time plan set out below indicates the process Gavi intends to follow. If there are any changes to this time plan, Gavi will notify you in writing.
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2.1Time plan
Activity Responsible Party Timeline
Launch RFI Gavi 29 June 2015
Send questions to Gavi Applicant 17 July 2015
Send Intent to Participate letter Applicant 17 July 2015
Send COI letter Applicant 17 July 2015
Respond to questions Gavi 22 July 2015
Submit applications to Gavi Applicant 14 August 2015
Review of applications Gavi August 2015
Selection Gavi September 2015
2.2 RFI Process and Contact Information
Instructions to applicants:
Applicant may request further clarification on matters pertaining to this RFI by submitting question(s) in writing to the individuals identified below. In order to maintain fairness, questions on the substance of the RFI will only be answered in a public document released as stated in Section 2, para 2.1 Time Plan. Please do not contact other Gavi staff to discuss the RFI. To submit your questions, please use the form in Annex 2.
Confirmation of Intent:
Please transmit your Intent to Participate using the document in Annex 1 to Romain Nicolas (contact information below). Acceptable means of transmission include a computer file with a digital signature.
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RFI Contact Information
Question TypeContact Person
Contact Role/Title
Contact Information
Contractual: Contract Terms & Conditions, Application Format, etc.
Romain Nicolas
Procurement Manager
Phone: +41 22 909 71 68Email: [email protected]
Technical: Deliverable Specifications & Requirements
Country TA team
N/APhone: +41 22 909 66 64Email:[email protected]
2.3 Required Format and Content
Applicants shall use the provided application template (Annex 4) to respond to the RFI
– All responses should be submitted in electronic format– Documents and spreadsheets should be submitted in Office 2010 format– Diagrams and drawings should be submitted in Visio 2010 or PowerPoint
Office 2010 format– Please format your application in A4 paper size, double spaced, with font
no smaller than 11 point
Responses must be in English and should include the following:
1. Cover letter, which includes:– Name and address of the Applicant– Name, title, telephone number, and e-mail address of the person
authorized to commit the Applicant to a contract– Name, title, telephone number, and e-mail address of the person to be
contacted regarding the content of the proposal, if different from above– A signature of this letter done by a duly authorized representative of your
company2. Scope cover sheet
– Indicate which work-stream(s) and countries you are applying for
Please do not submit generic marketing materials, broadly descriptive attachments, or other general literature
2.4 Conflict of InterestPlease complete, sign and send the conflict of interest (COI) form (Annex 3) as stated in Section 2, para 2.1 Time Plan.
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3.0 GAVI OVERVIEW
2.1 Mission
Our mission is to save children’s lives and protect people’s health by increasing equitable use of vaccines in lower income countries.
2.2 Organisation
Gavi is a unique organisation that aligns public and private resources in a global effort to create greater access to the benefits of immunisation. It does this with precision and in creative and innovative ways to ensure that donor contributions efficiently save lives and help build self-sufficiency in the world’s poorest communities and regions. It brings together all the main actors in immunisation including developing country and donor governments, the World Health Organisation (WHO), UNICEF, the World Bank, the vaccine industry in both industrial and developing countries, research and technical agencies, civil society organisations, the Bill & Melinda Gates Foundation and other private philanthropists.
The 2016-20 Gavi strategy has four goals, each supporting the overall mission.
1. Accelerate equitable uptake and coverage of vaccines2. Increase effectiveness and efficiency of immunisation delivery as an
integrated part of strengthened health systems3. Improve sustainability of national immunisation programmes4. Shape markets for vaccines and other immunisation products
The strategic framework includes eight principles, intended to define the Vaccine Alliance’s characteristics, its business model and its aspirations: country-led, community-owned, globally engaged, catalytic and sustainable, integrated, innovative, collaborative and accountable.
For more information please visit the Gavi website: http://www.gavi.org/about/mission/
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4.0 BACKGROUND AND INTRODUCTION
Sustainable increases in coverage and equitable country immunisation is the centrepiece of the Vaccine Alliance’s next strategy. Ensuring equity in immunisation coverage (whether based on wealth or geography) will also contribute to maximising impact in terms of decreased mortality and morbidity. Gavi is seeking to identify and engage with organisations that can provide innovative, collaborative, sustainable, and tailored assistance to countries for accelerated progress on the strategic objectives of Gavi for the 2016-20 period.
Countries supported by Gavi can face a wide range of challenges ranging from siloed programmes, to limited management and coordination, to lack of expertise and skills on technical issues. This has sometimes led to delays in implementation of programmes aimed at improving coverage and equity of immunisation.
To support countries in overcoming these challenges, Gavi is looking to identify organisations that would be able to provide medium- to long-term assistance (i.e., 6 – 24+ mo) to countries. This hands-on support would complement the technical assistance provided by WHO, UNICEF, the World Bank, and U.S. Centers for Disease Control (CDC) under their core institutional mandates. The applicant would work in close collaboration with the respective national Expanded Programme on Immunisation (EPI) Programme team, other Ministry of Health (MoH) departments, the Interagency Coordination Committees (ICCs) or other in-country coordination mechanisms, and WHO, UNICEF, World Bank, and CDC staff at the local and regional levels. In line with the country-led principle, technical support will be driven by country needs and priorities e.g., as reflected by the national Comprehensive Multi-Year Plan (cMYP) and annual plan of action. The need for support by the country may evolve along the contracted period and therefore the applicant, in consultation with Gavi and its partners, may have to adapt its assistance accordingly.
Provision of techncial assistance subsequent to this RFI must include deliberate approaches to capacity-building of in-country stakeholders and transfer of knowledge and know-how. Particular attention will be given to the modalities in which the Applicant will propose to provide assistance to countries, and the approach to capacity building of the EPI team.
In addition, attention will be paid to the ways in which applicants propose to leverage local capacity and/ or partner with local institutions to provide assitance to countries.
For this effort, Gavi is expecting to commit US$ 100-150 million for the 2016-2020 period. Gavi will conduct regular reviews of the technical and geographic scope and, in year 2, make adjustments to the scope as needed.
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5.0 REQUIREMENTS
This RFI seeks to identify organisations with expertise in various types of support workstreams, as defined in sec 5.1 Technical scope, in different countries, sec 5.2 Geographic scope. Applicants will be able to tailor their responses to this RFI in several ways.
Applicant can apply for one or more workstreams for subsequent work in any of the Gavi supported countries (i.e., only workstream specific)
Applicant can apply to work in a specific priority country (or countries) across one or more workstreams (i.e., both workstream and country specific)
Applicants can apply alone or as part of a consortium
Please indicate the areas you are applying for in the scope cover sheet of the application template (Annex 4).
5.1 Technical Scope
Gavi is looking to engage with institutions that would support the pursuit of its strategic objectives. In responding to this RFI, institutions can apply for inclusion in the roster for provision of support in one or more of the nine workstreams below.
Leadership, planning, and management
support
1 Programme management
2Organisational / managerial assessment and strengthening
3 Financial management
4Strengthening of coordination and policy bodies e.g., ICCs / HSCCs
Technical support
5 Supply chain strengthening
6 Data availability, management, quality, and use
7 Demand promotion and community mobilisation
8Special strategies for low coverage or high inequity areas
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9 Sustainability - programmatic and financial
The types of activities indicated under each workstream are illustrative, not prescriptive. Actual scope of the country support will be identified with the country based on its needs, requirements and context.
5.1.1 Leadership, planning, and management support (four work-streams)
Strong leadership, management and coordination at national and subnational levels are critical components of the implemention of effective and sustainable immunisation services at country level. This area was formally added to the Gavi strategic framework 2016-20 as one of the ‘strategic enablers’. To support this strategic enabler, Gavi is seeking organisations that could provide technical assistance and other tools to strengthen leadership and management capacity of staff at various levels in the MoH, and strengthen coordination structures.
Work-stream 1: Programme management
With growing immunisation programmes and a high number of new vaccines in the EPI schedule over the past few years, countries have increasingly faced challenges related to planning, coordination and programme management. Applicants would provide expertise, tools, and training in the oversight and management of programmes / grants. This would particularly apply to three major areas:
Coverage & equity improvement initiatives: Some countries have faced stagnating levels of coverage in the past few years and have committed through the Global Vaccine Action Plan to improve their immunisation coverage and equity over the coming years. This often necessitates introducing initiatives in the country to improve the routine immunisation system in order to address socioeconomic, geographic, and gender barriers. This requires a high level of political will, coordination of the various stakeholders, involvement of new players, and overall programme management. The applicant could, for example, provide support to the EPI team to set up and manage such processes.
Introduction of new vaccines: Gavi provides grants to introduce new vaccines. These introductions require significant preparation, planning, and management through the roll out phase. Applicant could support the management of these different phases including key activities such as introduction micro planning, implementation of social mobilisation approaches, regular monitoring of the ramp-up in coverage, and other vaccine-specific activities (e.g. adolescent health integration for HPV). Of note, the technical guidance for these introductions will be provided by WHO and UNICEF.
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The Applicant could, for example, support the day-to-day activities of the EPI team in planning and managing the implementation of this guidance.
Development, implementation, and evaluation of the Health System Strengthening (HSS) grants: Through its HSS grant, Gavi aims to support improvement in countries’ health systems in a way that increases the effectiveness and efficiency of immunisation delivery. Some countries are facing delays with their grants and challenges in the management of the grants and stakeholders. The applicant could support the countries in forming the appropriate management structure for the development, implementation, and evaluation of the grant.
Support in programme management could also include country stakeholder engagement, generation and use of relevant programme information, and, in exceptional circumstances, development of dedicated project management unit (PMU) team within the ministry.
Work-stream 2: Organisational / Managerial assessment and strengthening
Over the past few years, EPI teams in country have had an increasing number of initiatives under management as well as pressure to improve immunisation systems and increase coverage. The increased number and complexity of programmes has not always been accompanied by similar increase in human capacity, improvement in processes, and adaptation of structures. The applicant could conduct assessment of the organisation, processes, skills and structures of the EPI team at the national and where relevant, the sub-national level. This would ideally including departments within and outside the MoH which have critical relations with the EPI department. For all the elements of the organisational review (including skills, structures, processes etc.), the applicant would generate an assessment, identify bottlenecks and best practices, make recommendations for improvement, and support implementation of the recommendations.
Work-stream 3: Financial management
Strong financial management is important for achieving programmatic goals. Gavi firmly believes that when funds are managed efficiently and effectively, the overall health system, and consequently, immunisation service delivery, will benefit. Applicants could work with countries to develop and implement training and tools such as for:
– budget planning, execution and monitoring;– strengthening the accounting framework and procurement processes;– booking and recording of transactions;– ensuring strong internal controls are in place;– efficient flow of funds at sub-national levels; and
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– any other financial management domains depending on countries’ needs, so as to strengthen the financial mechanisms used to manage Gavi cash-based support.
Work-stream 4: Strengthening of coordination and policy bodies e.g, ICC/HSCCs
Multiple forums/ decision-making bodies play a critical role in country immunisation programmes. This includes most notably the Inter-agency Coordinating Committee (ICC), which is the forum through which partners coordinate their contribution to immunisation, endorse applications for Gavi grants, and oversee their implementation. Other forums play a crucial role in supporting the MoH implement effective and sustainable immunisation programmes such as the National Immunisation Technical Advisory Groups (NITAGs) , National Regulatory Authorities (NRAs), and Health System Coordinating Committees (HSCCs). These fora are facing various challenges across countries and their functionality is highly variable from one country to the next. The applicant could support by:
– strengthening the functioning and coordination of such groups; and– strengthening the engagement of fora partners in Gavi’s programmes and
activities e.g., Joint Appraisals, HSS life cycle grant management, new vaccine introduction (NVI) and graduation assessments, and plan development.
5.1.2 Technical support in key programmatic areas (five work-streams)
In addition to leadership and management support, Gavi is seeking organisations to provide technical support in programmatic areas that have been identified as critical to immunisation. This work would entail providing day-to-day support to countries in implementing improvement initiatives in these areas and tackling emerging challenges and bottlenecks encountered along the way.
The applicant would coordinate its work with other Gavi partner institutions (mainly WHO and UNICEF) in the provision of assistance. As general guidance for coordination, WHO and UNICEF typically provide relevant technical expertise, tools, and standards to help countries conduct assesments (e.g., Effective Vaccine Management assesment, Post Introduction Evaluations), and to design plans (e.g., cMYP, introduction plans, coverage improvement plans). The applicant could provide day-to-day support to countries in implementing these recommendations and plans.
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Work-stream 5: Supply chain strengthening
Strong supply chains are crucial to ensuring that countries continue to successfully introduce new vaccines while also increasing immunisation coverage. The Gavi board approved the Vacinne Alliance’s Supply Chain strategy in June 2014 to improve systems for getting vaccines from manufacturers to children. The strategy will support countries to engage in continuous improvement processes to strengthen their supply chain systems across the four fundamentals of human resources, data management, cold chain equipment, and distribution and transport. Applicants could provide on-going direct technical support towards this end, and develop relevant tools and resources.
Supply chain managers: Country assistance could go towards establishing or reinforcing the immunisation supply chain management structure and ensuring that it enhances the role of the manager. Activities could, for example, include:
– advocacy for the importance of human resources in health supply chain management;
– design and implementation of supply chain management structures as well as innovative training and capacity building systems; and
– improvement of supportive supervision in management.
Supply chain management and improvement plans: Countries could receive assistance to develop and implement concrete national supply chain management plans, for example:
– cold chain inventory, installation, rehabilitation, and procurement planning;– cold chain equipment management and maintenance;– project management for supply chain improvement plans;– health supply chain network optimization;– transport equipment management; – immunisation-related waste disposal (e.g., syringes, equipment); and– distribution planning and management including building capacity for
management of 3rd party contracts.
Supply chain dashboard: Country support would aim to develop management dashboards for use at all levels of the supply chain, for example:
– support for country vaccine management information systems;– launching and managing systems for vaccine stock management; and– integration of vaccine and other health stock management systems.
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Work-stream 6: Data availability, management, quality, and use
To be effective, country structures and processes must have robust and timely data to ensure effective decision making. For several years, the Vaccine Alliance has identified poor data quality as a result of fundamental weaknesses in country systems related to data and measurement in three key areas:
Immunisation coverage: availability and use of high quality data are critical for improved macroplanning, creating a responsive supply chain system, and microplanning and operational management
Vaccine-preventable disease surveillance: critical to tracking changes in the burden of disease, informing disease investigations and programme monitoring, assessing the health impact associated with the scale up of vaccination, and supporting immunisation policy and planning
Vaccine safety surveillance: required to identify and investigate potential adverse events following immunisation, and inform appropriate response and communication activities
Applicants could, for example, support countries in selecting and using the relevant instruments and processes for generating quality data for decision making by:
– performing needs assessments;– developing improvement plans; and– identifying resources and implementation.
Work-stream 7: Demand promotion and community mobilisation
This workstream’s objective is to increase and sustain coverage through the design, testing and scaling of new approaches to increase demand for immunisation from parents and communities. Interventions will be informed by in-country social research to identify immunisation barriers, segment target audiences, and identify the most appropriate tools and approaches for education and behavior change. The demand generation work will be coordinated by the country and the Vaccine Alliance partners.
– The applicant could, for example, support the setup of strategic local partnerships for implementation (e.g., with NGOs, private sector, CSOs) and work with government to catalyse progress and investment
– Interventions would be evaluated using best practices, to ensure efficient use of resources and optimal results
Work-stream 8: Special strategies for low coverage or high inequity areas
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Through the Global Vaccine Action Plan, all countries have committed to increase immunisation coverage, and improve equity. To support this effort, applicants could work with countries to design and implement strategies to immunise children who are currently not reached by immunisation programmes and to ensure high coverage of all vaccines. Applicant could support in activities such as:
– Identification of un- and underimmunised populations– Identification of root causes of low coverage and inequitable distribution of
immunisation as well as practices that allowed achievement of high coverage and not yet scaled up
– Design of specific strategies for increasing vaccination coverage by addressing bottlenecks and scaling up successful practices
– Support the countries to implement these strategies
Work-stream 9: Sustainability - programmatic and financial
As an increasing number of Gavi-supported countries graduate or enter the graduation period between 2016 and 2020, ensuring sustainability through successful graduation will be central to the Vaccine Alliance’s next strategy period. To maintain and extend the life-saving gains from expanded use of vaccines, countries will need to evaluate the financial and programmatic sustainability of their immunisation programmes. These activities for this workstream will focus on graduating countries (see note in Sec 5.2). Applicants could, for example, support countries with:
– conducting costing and financing studies and analyses (e.g. fiscal space analysis); and
– assissting in the development of graduation assessments and plans in critical areas to ensure sustainability (e.g. procurement, innovative financing, etc.).
5.2 Geographic Scope
Gavi has identified 20 priority countries which will receive intensive, focused attention, and dedicated resources. Tier 1 countries have the highest burden of underimmunised children. Tier 2 countries also have high burdens of underimmunised children or face the challenge of low coverage or other special circumstances (e.g., conflict).
Applicants should highlight their past experience and capabilities in these countries in the workstream(s) they are applying for. In addition, applicants are highly encouraged, but not required, to demonstrate in-country expertise via own offices or staff or by partnering with local or regional organisations.
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Tier 1priority countries
– India – Kenya– Nigeria – Uganda– Ethiopia – Congo, Dem.
Rep.– Indonesia – Afghanistan– Pakistan – Chad
Tier 2 priority countries
– Niger – Madagascar– Somalia – Central African
Rep.– Myanmar – Papua New
Guinea– South Sudan – Haiti– Mozambique – Yemen
Note:
Applicants selected to be included in the TA provider roster could receive requests from any of the Gavi-supported countries, not just the 20 listed above. More information on Gavi-supported countries can be found at http://www.gavi.org/country/
Applicants could receive requests to work on more central activities directly from Gavi
For applicants of workstream 9: Sustainability, the focus will be on graduating countries. The full list of the graduating countries can be found at http://www.gavi.org/Support/Apply/Graduating-countries/
6.0 DELIVERABLES
This RFI is published to identify organisations to form a roster of TA providers for a range of country technical assistance needs. Applicants are required to illustrate their capabilities and past performance in the workstream(s) for which they are applying. Applications should include the following:
Organisation profile Areas of expertise Any specific vaccine experience General approach to providing TA (modality of support, staffing, and
relationship with local partners e.g., government)
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Geographic footprint and/or experience in leveraging local capacity/ expertise
Source of staffing to work at the country level Capacity to put in place the support in a timely manner
Work-stream experience General capabilities for the work Past experience in projects in the work-stream (include project names and
client references) Highlight work in developing countries (especially the 20 priority countries,
if available) If applying for work-stream 9 (Sustainability), highlight work in the
graduating countries, if available Approach to capacity building If applying for work in a specific priority country, it is crucial that the
applicant have the ability to work in close partnership with country teams and institutions, including locally-based organisations
o In cases where applicant is not already present in the country, it is strongly encouraged that the applicant include participation from at least one local institution in that country
o Binding commitments with these institutions are not required at this stage, but would have to be formalised and finalised within one month of receiving awards to perform specific in-country work
Staff profiles
Key Personnel: principle point of contact for procedural and substantive matters
Key staff members likely to lead and carry out any subsequent work
Organisation structure Governance and executive leadership Organisational vision and strategy Financial information (including major sources of funding) If applying as a consortium, include the governance structure and
responsibilities of each organisation
7.0 EVALUATION CRITERIA
The decision to include an applicant on the TA roster as a result of this RFI process will be based on Applicant’s responses to this RFI. The decision making process will assess the ability of each Applicant to fulfil Gavi requirements as outlined within this RFI and the following criteria:
– Applicant organisation capabilities– Experience in the work-stream(s) applied for– Experience in TA provision in developing countries– Experience in priority countries listed in the RFI– Profile of staff involved in support– Approach to leveraging local organisations and resources
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– Approach for capacity building of in-country institutions, including MoH, and sustainability of technical support provided
– Track record of successful engagement in complex, multi-partner, global health projects
8.0 TIMELINE AND ACTIVITIES AFTER SELECTION
Gavi anticipates the following timeline for contracting on specific tasks by countries:
September onwards
– Service agreements put in place between Gavi and successful applicants
o Service agreements are general umbrella agreements through which specific work requests (exhibits) can be added on in the future
o Although most selected applicants will be expected to provide support to Gavi countries, having a service agreement does not automatically guarantee work for the applicant; actual contracting for defined and definite work will occur after country needs assessments are completed (see “November 2015 onwards” section below)
September 2015
– Countries conclude TA needs assessments and prioritization through an in-country processes1
October 2015 – Matching of needs expressed by the countries and support from various Gavi partners (including organisations from the “expanded” partner roster that will be created from this RFI)
November 2015 onwards
– Specific in-country work requests written by the country– Identification of “expanded” partners from the TA provider
roster to conduct specific work. More detailed proposals will be requested from organisation(s) retained through this RFI
– At time of matching of “expanded” partner with specific task(s), initial upfront payment will be provided by Gavi to allow for the process of refining an approach between “expanded” partner and country and kick off initial activities
– Contracts finalized by Gavi procurement for specific tasks
1 For work-stream 9 (Sustainability), needs assessments for graduating countries will occur through a variety of other mechanisms both within and outside of the country
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9.0 ANNEXES
Annex 1: Written intent to participate
Annex 2: Q&A form
Annex 3. Conflict of Interest form
Annex 4: RFI application template
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