Request Request for Quotati ons No: 1617-X 1617-XX X
For Advocacy Meetings Meetings for Integrate Integrated d Micronutr ient Program at Provinc e Level in East Java and East East Nusa Tenggara Tenggara
Issued by the Nutrition International “NI” (formerly known as the Micronutrient Initiative)
Deadline Deadline for r eceipt eceipt o f prop osals at the NI:
Friday, March 1, 2019 17:00 West Indo nesia Standard Tim e
NutritionIntl.org
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RFQ No. 1617-XX
1. SCOPE Nutrition International (NI), in partnership with the governments of Indonesia, Australia and Canada, is implementing MITRA - ‘Reducing Iron Deficiency Anemia in pregnant women and reducing mortality and morbidity in children under five’ in 10 districts in East Java and 10 districts in East Nusa Tenggara (ENT). NI has provided technical assistance at the national, provincial and district level to strengthen the commitment of the government for micronutrient (MN) supplementation supplementation programs, for increasing resource allocation for procurement, management and implementation of micronutrient programs with focus on improved service provision and increased awareness through Behavior Change Intervention strategies. The MITRA program has demonstrated an effective approach to improve micronutrient programming with significant lessons learned around: forecasting, budgeting and procuring micronutrients. The NI advocacy was successful in influencing district governments to ensure adequate budgets for micronutrient interventions; and demonstrating ways in which puskesmas staff can counsel caregivers to use O RS and zinc instead of antibiotics to treat childhood diarrhoea. Hence, NI proposes to undertake advocacy meetings at province level (in East Java and ENT) to share these best practices with other districts within the provinces (where NI is not working) as well as continue to advocate with the provinces and districts to strengthen the micronutrient supplementation program including allocation of budget for procurement and supply of IFA, zinc and ORS and VAS supplements. 2. TECHNICAL SPECIFICATION Bidders should refer to Annexure A, B and C.
3. GENERAL INSTRUCTIONS AND CONSIDERATIONS 3.1 Bidders must provide all information requested below. Quotations that do not provide the required information, or do not follow the submission requirements, requirements, will not be reviewed. 3.2 Bidders are responsible for all costs associated with quotation preparation. 3.3 Requests for further information must be sent by February 26, 2019, 17:00 West Indonesia Standard Time to: Nutrition International Gedung Wir ausaha Lt . 2, Jl. H.R. Rasuna Rasuna Said K av. C-5 Jakarta 12940, Indonesia. Email : proposalsi proposalsindonesia@
[email protected] nutritionintl.org 3.4 Nutrition International International reserves the right to reject or accept any quotation in whole or in part and to reject all quotations at any time without assigning any reason whatsoever before award of Contract.
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RFQ No. 1617-XX
4. SUBMISSION OF QUOTATIONS 4.1 The closing date for submission of quotations quotation s is on or before March 1, 2019, 17:00 West Indonesia Standard Time. Late or incomplete quotations will not be considered. The quotations must be submitted by email in English at the following Email address to proposalsi proposalsindonesia@nu
[email protected] tritionintl.org with reference of “RFQ No: No: 1617-XX – – Advocacy Meetings for Integrated Micronutrient Program at Province Level in East Java and East Nusa Tenggara” Tenggara ” in the subject line. 4.2 Interested bidders bidders (firms/institutions) (firms/institutions) shall submit submit the following following documents: documents:
Cover letter Proposal including including institutions institutions profile profile with CV of team members, references references of of minimum 3 relevant experiences, and proposed budget using the budget template provided in Annexure B.
4.3
Bidders should refer to Annexure Annexure B for for the format for quotations.
4.4
Bidders must include the timeline in Annexure B along with their quotation and indicate their ability to meet the t he schedule by accepting or adjusting the dates.
4.5
All prices prices shall be valid valid for a period period of 2 months months after the Closing Date.
5 BIDDER SELECTION AND CONFIDENTIALITY 5.1 NI will review all complete quotations and inform the successful successful Bidders within 3 weeks of the Closing Date. 5.2 NI will respect the confidentiality confidentiality of all information provided provided by Bidders. 6 FINANCIAL PROPOSAL PROPOSAL 6.1 The financial proposal must contain the expected budget for accomplishing the complete work with detailed breakup. Al breakup. Alll amo un ts qu ot ed m us t be in IDR. IDR. The Bidders should provide a detailed budget, based on the format attached as Annexure-B. 6.2 Fees should be inclusive inclusive of Indirect Indirect Cost.
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RFQ No. 1617-XX ANNEXURE A Terms of Reference Reference
Ad vo cac y Meetin Meet in gs f or Int egr ated at ed Mi cr on ut r ien t Pro gr am at Pro vi nc e Level Lev el in East Java and East Nusa Tenggara Grant: 4701-1617 DFAT MITRA
1.
Background
Nutrition International (NI), in partnership with the governm ents of Indonesia, Australia and Canada, is implementing MITRA - ‘Reducing Iron Deficiency Anemia in pregnant women and reducing mortality and morbidity in children under five’ in 10 districts in East Java and 10 districts in East Nusa Tenggara (ENT). NI has provided technical assistance at the national, provincial and district level to strengthen the commitment of the government for micronutrient (MN) supplementation programs, for increasing resource allocation for procurement, management and implementation of micronutrient programs with focus on improved service provision and increased awareness through Behavior Change Intervention strategies. The MITRA program has demonstrated an effective approach to improve micronutrient programming with significant lessons learned around: forecasting, budgeting and procuring micronutrients. The NI advocacy was successful in influencing district governments to ensure adequate budgets for micronutrient interventions; and demonstrating ways in which puskesmas staff can counsel caregivers to use ORS and zinc instead of antibiotics to treat childhood diarrhoea. Hence, NI proposes to undertake advocacy meetings at province level (in East Java and ENT) to share these best practices with other districts within the provinces (where NI is not working) as well as continue to advocate with the provinces and districts to strengthen the micronutrient supplementation program including allocation of budget for procurement and supply of IFA, zinc and ORS and VAS supplements. Representatives from provinces/districts where NI has provided technical assistance funded by Global Affairs Canada and where the local government continued to sustain NI technical assistance will also be invited to this meeting. To conduct these provincial advocacy meetings, NI seeks to hire the services of an Event Management Agency. 2.
Objective
To support NI to facilitate and organize advocacy meetings at province level to share the best practices, lessons learnt and the results from the project evaluation of MITRA MITRA and other NI projects. 3. Scope of work
The meetings will be organized by an Event Management Agency with funding from NI. NI and PHOs will both provide technical guidance to the agency for the meetings. 3.1. 3.1.
Preparatory Preparatory meetings with NI: NI: Event Management Agency will meet with NI to plan the logistics such as selection of venue, preparation of the invitation (with PHOs), sending invitation to invited list of guests, venue arrangement, travel and accommodation of participants and resource persons, confirmation of attendance and resource persons, etc.
3.2. 3.2. Conduct two Advocacy Meetings Meetings : 3.2.1. Organize all logistics for a one day Advocacy Meeting in each of the two provinces for sharing findings from the Program Evaluation of the MITRA project, the best practices and lessons learnt both from MITRA and other NI projects. NI, NutritionIntl.org
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RFQ No. 1617-XX and PHOs will provide technical guidance on how the meeting will be conducted. All logistical arrangements for the meetings will be handled by the selected agency which includes but is not limited toSelection, arrangement and booking of venue in consultation with NI Ensure that all food and beverage arrangements at the venue are as per the plan In consultation with NI, develop an agenda for the meeting; Provide logistic support for the meeting in terms of meeting kit, signage, name plates, etc. Set up a registration-cum-information desk with suitable signage and registration staff at the venue: register participants, hand over meeting kit. Organize and hire photographer in consultation and agreement with NI. Prepare printing of NI Indonesia Profile and Brief MITRA Project Evaluation. Design, print and install branding collaterals required at the meeting like backdrop, standees, factsheets, etc. Support PHOs in preparing and sending invitation letters, developing a list of participants and resource persons, following up with invitees to ensure participation, tracking the confirmation of attendance of invited participants and resource persons, Make travel and accommodation arrangements for participants and resource persons. Hire a rapporteur for preparing the report of the advocacy meetings. Selection of the rapporteur should be in consultation with NI and NI should be in agreement with the selected rapporteur. Media – prepare a list of media outlets and representatives in the provinces, prepare media invitation letters with a short brief of the program, invite media and follow up for participation, ensure media registration at the event, provision of media kits and also follow up post event for media coverage and compilation of reports. Media can be offered local transportation support. Develop a comprehensive report covering proceedings and the key outcomes of the meeting.
3.2.2.
3.2.3. 3.2.4.
3.2.5.
3.2.6.
4. Meeting Meeting participants
For the advocacy meeting, participants will be invited from the following: Ministry of Health Health (MoH): Nutrition Directorate, Family Family Health Directorate, Health Promotion Promotion Directorate, Pharmacy Directorate, and Communicable Disease Directorate Provincial Health Offices: Nutrition, MCH, Health Promotion, Program Planning, Communicable Disease, Pharmacy Representatives of District Health Offices: Nutrition, Health Promotion, Communicable Disease, Pharmacy, from all districts within the province Selected puskesmas representatives from 10 districts in each province UN and NGOs representatives such as KOMPAK, GAIN, ACF Center for Health Research University of Indonesia Academic institutions and professional organizations NI Provincial Coordinators
In East Java, total 180 p articipants will be invited from 38 d istricts while in East Nusa Tenggara total of 114 participants will be invited from 22 districts. 5.
Deliverables
Two advocacy meetings (one in East Java and one in ENT) to share the best practices, lessons learnt and the result of project evaluation of MITRA and other NI projects is successfully supported by the Event Management Agency.
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RFQ No. 1617-XX At th e meet in g: Agenda of the meeting Branding collaterals required at the meeting like backdrop, standees, etc. Meeting kit including NI Indonesia Profile and Brief MITRA Project Evaluation
Af ter th e meet in g:
List of participants and resource persons Report of the two advocacy meetings covering:
-
Executive summary, Background and context Implementation of event, key highlights from the proceedings and discussions. Conclusion and next steps Annexures will include: a. list of participants and resource persons with gender disaggregation b. Selected relevant photographs with captions c. Meeting materials (detailed agenda, presentations made, MITRA project evaluation brief).
Financial report High resolution photos of meeting
6. Qualifications of the agency
-
7.
Minimum 3 years years of experience experience in facilitating events such as meetings and workshops workshops with with good track record with past clients Minimal 3 years of experience in working with international NGOs, national/province/local government offices Experience in the area of nutrition and public health will will be an added advantage Experience in working with MoH, PHO and NI would be an asset Experience of having developed good quality reports for international NGOs/government program
Timeline and Reporti Reporti ng
The advocacy meeting will be conducted in March-April 2019. The Event Management agency will report to NI Program Coordinator Maternal and Child Health.
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RFQ No. 1617-XX ANNEXURE B TEMPLATE OF PROPOSED BUDGET
Ad vo cac y Meetin Meet in gs f or Int egr ated at ed Mi cr on ut r ien t Pro gr am at Pro vi nc e Level Lev el in East East J ava and and East Nusa Tenggara No 1
Act iv it y
Speci fic atio n
Unit Cost
Total
Remark s
Preparation Communication
Cost of phone credit fo the EO team to prepare the logistics of the meeting, as referred in the TOR.
2
LS
1
time
2
LS
1
time
pax
1
day
Rp
-
3
room
2
nights
Rp
-
41
room
2
nights
Rp
-
Shared room, same hotel with the venue if possible. If not, other hotels nearby the event, unit cost should also include the transportation from hotel to event vv For participants from Kupang District, TTS and TTU, need accomodation for 1 night
6
room
1
night
Rp
-
Size:2x5 meter, with frame
3
package
Rp
-
Invitation Distribution EAST NUSA TENGGARA PROVINCE 2
Venue
Meeting package
3
Acc omm odat ion Room for Resource Persons
Room for District Participants
4
Shared room, same hotel with the venue
Shared room, same hotel with the venue if possible. If not, other hotels nearby the event, unit cost should also include the transportation from hotel to event vv For participants from districts excluding participants from Kupang District, TTS and TTU, need accommodation for 2 nights
114
Decoration Backdrop
5
Minimum 3 star hotel, including 2 meeting room, 1 lunch, 2 tea/coffee break, LCD+projector, sound system In terms of meeting room, 2 meeting rooms are needed, where the for morning session, all 114 participants will be in one meeting room, and after 11 am, participants will be divided to 2 meeting rooms
Fee
MC Photographer
Photo Documentation
2
person
1
day
2
person
1
day
Keynote speech from PHO
1
person
Moderator
2
person
2
Resource person
9
person
2
person
Local organizing committee
1 registration, 1 powerpoint assistant
Rp
400,000
Rp
800,000
Rp
-
Rp
900,000
Rp
900,000
class
Rp
700,000
Rp
2,800,000
2
class
Rp
900,000
Rp
16,200,000
2
class
Rp
400,000
Rp
1,600,000
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RFQ No. 1617-XX
Rapporteur 6
Allowance for PIC
airfare, local transport
includes perdiem and accomodation, for preparation and meeting day
Al low ance Resource persons from outside ENT
Participants from Districts
For districts excluding participants from Kupang District, TTS and TTU, 3 days of allowance For participants from Kupang District, TTS and TTU, 2 days of allowance
Resource persons and Participants from Kupang 8
class
2
person
2
2
person
1
Rp 1,000,000
Rp
2,000,000
class
Rp
-
LS
Rp
-
2
person
days
Rp
-
6
person
3
days
Rp
430,000
Rp
7,740,000
82
person
3
days
Rp
430,000
Rp
105,780,000
12
person
2
days
Rp
430,000
Rp
10,320,000
14
person
1
day
Rp
110,000
Rp
1,540,000
Rp
-
Rp
3,600,000
Fill the number of days and the cost Should not be changed Should not be changed Should not be changed Should not be changed
Airfare Economy Class for resource persons from outside ENT
Can be garuda (lower class) or other airline, arrive in Kupang D-1, departure from Kupang D+1 Resource persons can be from Jakarta or other provinces
6
person
1
package
Local transport for Resource persons from outside ENT
Home-Jakarta/nearby Airport vv and Kupang Airport-Hotel vv
6
person
2
times
Can be garuda (lower class) or other airline, arrive in Kupang D-1, departure from Kupang D+1 For districts excluding participants from Kupang District, TTS and TTU
82
person
2
times
Rp
-
Car rental for districts within Timor Island (Kupang District, TTS, TTU)
12
person
2
times
Rp
-
14
person
2
times
Rp
2,240,000
114
person
1
package
Rp
-
12
districts
1
package
Rp 1,000,000
Rp
12,000,000
Should not be changed
time
1
package
Rp 1,000,000
Rp
1,000,000
Should not be changed
person
1
package
Rp
Rp
1,500,000
Should not be changed
Local transport for Resource persons and Participants from Kupang
Rp
Rp
300,000
80,000
Should not be changed
Should not be changed
Meeting Meeting ki t Meeting kit
Printing of BCI materials
NI visibility materials 10
2
Transportation
Transport for Participants from District
9
person
Cost for EO Fee for PIC Transportation from and to province
7
1
Should not be changed
Consist of bag, pen, booknote, MITRA Project Evaluation Briefs, NI Indonesia Profile or other options proposed by EO for 12 districts that NI does not work Flipbook of IFA, Zinc, dialogue card, Vitamin A poster, IFA monitoring card and all of these materials are copied in CD Roll up banners
1
Media Media kit
Local transport for media
Consist of bag, pen, booknote, MITRA Project Evaluation Briefs, NI Indonesia Profile, press release
10
10
person
2
times
Rp
150,000
80,000
Rp
1,600,000
EAST JAVA PROVINCE PROVINCE
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RFQ No. 1617-XX 11
Venue
Meeting package
12
Acc omm odat ion Room for Resource Persons Room for District Participants
13
day
Rp
-
Rp
-
Rp
-
Rp
-
3
room
1
night
Shared room, same hotel with the venue Participants from Bondowoso, Pacitan, Banyuwangi, Ponorogo
6
room
1
night
Size:2x5 meter, with frame
3
package
Photo Documentation
2
person
1
day
2
person
1
day
Keynote speech from PHO
1
person
Moderator
2
person
2
Resource person
8
person
2
Local organizing committee
1 registration, 1 powerpoint assistant
Rapporteur
Rp
-
Rp
400,000
Rp
800,000
Rp
-
Rp
900,000
Rp
900,000
class
Rp
700,000
Rp
2,800,000
2
class
Rp
900,000
Rp
14,400,000
person
2
class
Rp
400,000
Rp
1,600,000
1
person
2
class
Rp 1,000,000
Rp
2,000,000
2
person
2
class
Rp
-
2
person
1
LS
Rp
-
Should not be changed Should not be changed Should not be changed Should not be changed Should not be changed Should not be changed
Cost for EO Fee for PIC Transportation from and to province Allowance for PIC
Al low ance Resource persons from outside East Java Participants from Districts (need accomodation) Participants from Districts (no need accomodation) Resource persons and Participants from Surabaya
17
1
Fee
Photographer
16
pax
Shared room, same hotel with the venue
MC
15
180
Decoratio n and Equipment Backdrop
14
Minimum 3 star hotel, including 2 meeting room, 1 lunch, 2 tea/coffee break, LCD+projector, sound system In terms of meeting room, 2 meeting rooms are needed, where the for morning session, all 180 participants will be in one meeting room, and after 11 am, participants will be divided to 2 meeting rooms
airfare, local transport
includes perdiem and accomodation, for preparation and meeting day
Arrive in Surabaya D-1, departure D day Resource persons can be from Jakarta or other provinces Participants from Bondowoso, Pacitan, Banyuwangi, Ponorogo, arrive in Surabaya D-1, departure D day Participants from other districts (34 districts)
2
person
days
Rp
-
6
person
2
days
Rp
410,000
Rp
4,920,000
12
person
2
days
Rp
410,000
Rp
9,840,000
150
person
1
day
10
person
1
day
6
person
1
package
Rp
Rp
410,000
115,000
Rp
61,500,000
Rp
1,150,000
Rp
-
Transportation Airfare Economy Class for resource persons from outside East Java
Can be garuda (lower class) or other airline, arrive in Surabaya D1, departure from Surabaya D Day Resource persons can be from Jakarta or other provinces
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Fill the number of days and the cost
Should not be changed Should not be changed Should not be changed Should not be changed
RFQ No. 1617-XX Local transport for Resource persons from outside East Java Transport for Participants from District Local transport for Resource persons and Participants from Surabaya 18
Printing of BCI materials
NI visibility materials
2
times
Rp
350,000
Rp
4,200,000
Should not be changed
162
person
2
times
Rp
400,000
Rp
129,600,000
Should not be changed
10
person
2
times
Rp
148,000
Rp
2,960,000
Should not be changed
Consist of bag, pen, booknote, MITRA Project Evaluation Briefs, NI Indonesia Profile or other options proposed by EO for 28 districts that NI does not work Flipbook of IFA, Zinc, dialogue card, Vitamin A poster, IFA monitoring cardand all of these materials are copied in CD
180
person
1
package
Rp
-
Rp
-
28
districts
1
package
Rp 1,000,000
Rp
28,000,000
Should not be changed
time
1
package
Rp 1,000,000
Rp
1,000,000
Should not be changed
person
1
package
Rp
Rp
1,500,000
Should not be changed
Roll up banners
1
Media Media kit
Consist of bag, pen, booknote, MITRA Project Evaluation Briefs, NI Indonesia Profile, press release
Local transport for media
20
person
Meeting Meeting ki t Meeting kit
19
6
Home-Jakarta/nearby Airport vv and Surabaya Airport-Hotel vv
10
10
person
2
times
LS
1
time
Rp
150,000
148,000
Rp
2,960,000
Rp
-
Adm in ist rati on
Reporting
2 report (one for East Java, one for ENT), Report writing in Bahasa, translation to English and printing of 3 copies
2
Subtotal Agency fee
%
TOTAL
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