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Request for Proposal: 1617- XX

Production of two Audio Visuals (AVs) for


Promoting adherence to full course of IFA supplementation during pregnancy
and Promotion of Zinc & ORS combination for childhood diarrhoea treatment
in Indonesia

Issued by Nutrition International “NI” (formerly known as the Micronutrient Initiative)

Deadline for receipt of proposals at the NI:

Monday, June 3, 2019

17:00 HRS. West Indonesia Standard Time

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NutritionIntl.org
RFP No: 1617- XX

Contents

1. Request For Proposal Notice .........................................................................................................3


2. Introduction to the RFP ..................................................................................................................3
3. General Instructions and Considerations .......................................................................................4
4. Conflict of Interest ..........................................................................................................................4
5. General Disclosures ......................................................................................................................5
6. Submission of Proposals ...............................................................................................................5
7. Receipt, evaluation and handling of proposals ...............................................................................6
8. Selection Criteria ...........................................................................................................................6
9. Guidelines for preparing Proposals ................................................................................................7
Part 1: Covering Letter and Declaration............................................................................................8
Part 2: Executive Summary ..............................................................................................................8
Part 3: General and Technical Proposal ...........................................................................................9
Part 4: Financial Proposal ................................................................................................................9
Annexure A. Terms Of Reference ....................................................................................................... 10
Annexure B. Template Of Budget ....................................................................................................... 14

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RFP No: 1617-XX

1. REQUEST FOR PROPOSAL NOTICE

1.1 Request for Proposals

Nutrition International, a non-profit organization dedicated to eliminating vitamin and


mineral deficiencies worldwide, invites proposals from competent Organizations or
Agencies to “Production of two Audio Visuals (AVs) for Promoting adherence to full
course of IFA supplementation during pregnancy and Promotion of Zinc & ORS
combination for childhood diarrhoea treatment in Indonesia”. The submission
deadline for proposals is Monday, June 3, 2019 by 17:00 HRS. West Indonesia Time
Standard Time.

2. INTRODUCTION TO THE RFP

2.1 Nutrition International (formerly known as Micronutrient Initiative) is implementing a


MITRA project titled “Reducing Iron Deficiency Anemia in pregnant women and mortality
and morbidity in children under five in two selected provinces viz. East Java and East
Nusa Tenggara in Indonesia.

NI extended technical support for enabling environment, capacity building, supply chain
management and strengthening coordination between district and province and in
different units of Department of Health for ensuring provision and quality implementation
of Micronutrient (MN) supplementation programs.

It is eminent during the course of program implementation that despite of distribution of


IFA tablets among pregnant women, the compliance of IFA tablets for minimum 90 days
is quite low. Riskesdas (Basic health research) 2018 report also revealed that 72.2%
pregnant women received the IFA tablets whereas the compliance of minimum 90 tablets
was only 38.1%. The major reasons are lack of awareness on its importance during
pregnancy, myths and misconception and management of side effects etc.

Similarly, awareness on combination of Zinc & ORS usage for childhood diarrhoea
treatment is lacking among the health workers, mothers & caregivers of under 5 years’
age children and community in general. As a result, Zinc & ORS combination promotion
and distribution for childhood diarrhoea treatment is a challenge despite of its free
availability in public health facilities. Riskesdas (Basic health research) 2018 report
showed that only 26.1% of children with diarrhea were given Zinc as treatment. Moreover,
caregivers to be familiarized with the other crucial aspects such as correct dosage,
recommended period for Zinc + ORS course completion etc.

Hence, a comprehensive behavior change intervention (BCI) strategy for integrated


micronutrient programmes was developed which has established the fact that effective
behavior change communication (BCC) products to be developed for increasing Iron Folic
Acid (IFA) compliance for 90 days among pregnant women, to increase the promotion of
Zinc & ORS usage among both public and private health workers and to increase prompt
careseeking behavior among caregivers and proper treatment of diarrhoea in under 5
years age children.

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RFP No: 1617-XX

In view of the above, NI seeks proposal from suitable agency with required expertise in
developing two Audio Visuals (AVs) as stated below for specific behavior change among
identified target audience. .

2.2 This Request for Proposals (RFP) and particularly the Guidelines for Preparing Proposals
that follow, are designed to help Respondents to produce proposals that are acceptable
to the NI, and to ensure that all proposals are given equal consideration. It is essential,
therefore, that respondents provide complete information, in the attached formats and on
the terms specified.

3. GENERAL INSTRUCTIONS AND CONSIDERATIONS

3.1. These instructions should be read in conjunction with information contained in the
enclosed Terms of Reference (TOR), and in any accompanying documents within this
package.

3.2. This Request for Proposals (RFP) is to support NI to “Production of two Audio
Visuals (AVs) for Promoting adherence to full course of IFA supplementation
during pregnancy and Promotion of Zinc & ORS combination for childhood
diarrhoea treatment in Indonesia”

3.3. NI is not bound to accept the lowest priced, or any, proposal. NI reserves the right to
request any (or all) Respondent(s) to meet with the NI to clarify their proposal(s)
without commitment, and to publish on its website answers to any questions raised by
any Respondent (without identifying that Respondent).

3.4. Respondents are responsible for all costs associated with the proposal preparation and
will not receive any reimbursement from the NI.

4. CONFLICT OF INTEREST

4.1. Respondents must disclose in their proposal details of any circumstances, including
personal, financial and business activities that will, or might, give rise to a conflict of
interest. This disclosure must extend to all personnel proposed to undertake the work.

4.2. Where Respondents identify any potential conflicts they must state how they intend to
avoid any impact arising from such conflicts. NI reserves the right to reject any
proposals which, in the NI’s opinion, give rise, or could potentially give rise to, a conflict
of interest.

4.3. With respect to this condition, please be advised that the organizations that may fall
within the scope of this evaluation will include those below, with which any association
must be disclosed:

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RFP No: 1617-XX

a. Nutrition International (NI)


b. The Donor who is the primary funding source for the procurement

5. GENERAL DISCLOSURES

5.1. Respondents must disclose:


5.1.1. If they are or have been the subject of any proceedings or other arrangements
relating to bankruptcy, insolvency or the financial standing of the Respondent
including but not limited to the appointment of any officer such as a receiver in
relation to the Respondent personal or business matters or an arrangement
with creditors or of any other similar proceedings.

5.1.2. If they have been convicted of, or are the subject of any proceedings, relating
to:
a. criminal offence or other offence, a serious offence involving the activities of
a criminal organization or found by any regulator or professional body to
have committed professional misconduct.
b. corruption including the offer or receipt of any inducement of any kind in
relation to obtaining any contract, with NI, or any other contracting body or
authority
c. failure to fulfil any obligations in any jurisdiction relating to the payment of
taxes.

6. SUBMISSION OF PROPOSALS

6.1 The Technical (only includes detail of meeting arrangement, team composition and
timeline) and financial proposal along with all requisite documentation must be received in
English by NI no later than Monday, June 3, 2019, 17:00 HRS. West Indonesia Standard
Time.

6.2 The technical and financial proposal in two separate files shall be put into a covering
email specifically indicating with subject line “Production of two Audio Visuals (AVs)
for Promoting adherence to full course of IFA supplementation during pregnancy
and Promotion of Zinc & ORS combination for childhood diarrhoea treatment in
Indonesia” need to be sent to email: proposalsindonesia@nutritionintl.org

6.3 For any clarification required, please write an email on following email address:
proposalsindonesia@nutritionintl.org

6.4 Only email bids will be accepted. Only those short-listed will receive an acknowledgment
and will be called for a personal interaction, at their own cost. The interaction will be
held at the NI office in Jakarta, Indonesia.

6.5 Late proposals will not be accepted in any circumstances. Proposals received after the
due date and time will not be considered.

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7. RECEIPT, EVALUATION AND HANDLING OF PROPOSALS

7.1. Once a proposal is received before the due date and time, NI will:

7.1.1. Log the receipt of the proposals and record the business information
7.1.2. Review all proposals and disqualify any non-responsive ones (that fail to meet
the terms set out in these instructions), and retain the business details on file
with a note indicating disqualification
7.1.3. Evaluate all responsive proposals objectively in line with the criteria specified
below
7.1.4. Inform Respondents within 10 business days of the evaluation decision being
made.

7.2. NI reserves the right:

7.2.1. To accept or reject any and all proposals, and/or to annul the RFP process
prior to award, without thereby incurring any liability to the affected Respondents
or any obligation to inform the affected Respondents of the grounds for NI's
actions prior to contract award, and
7.2.2. To negotiate - with Respondent(s) invited to negotiate - the proposed technical
approach, and the proposed price based on the Respondent’s proposals.
7.2.3. Amend this RFP at any time.

8. SELECTION CRITERIA

8.1. 50% of the evaluation weighting will be for the technical; and 50% for the financial
proposal.

8.2. The Evaluation Team may, in its sole discretion, establish a short-list of Respondents
based on the Technical Scores of the Respondents (the “Short-listed Respondents”)
for the purpose of conducting interviews. If NI short-lists the Respondents, it will
short-list the Respondents with the highest scores.

8.3. Only the Short-listed Respondents will be interviewed. The number of Respondents
short-listed for an interview is in the sole discretion of NI.

8.4. Interviews of Short-listed Respondents will be carried out by the Evaluation Team or a
sub-group of the Evaluation Team. The Evaluation Team will score each Short-listed
Respondent based on the quality of the Respondent’s interview (the “Interview
Score”).

8.5. The successful Respondent will be expected to enter into a Contract with the NI
for the duration of the Work. In the event of a Contract award, all the terms and
conditions of the RFP, including the Respondent’s response, will normally form
part of the Contract.

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Table 1: Proposal Scoring Criteria


Name of the Agency
Proposals
Assessment Category: Presentation and discussion Weights

Qualification of Agency (A) 50% 0.0 0.0 0.0 0.0 0.0


Experience in conducting similar assignments
including review of BCC messages, tools and
materials and proven experience of development
40%
of Audio Visuals (AVs) including animation,
documentary, Public Service Announcements (PSA)
preferably on health and nutrition issues
Experience of working with an international
20%
organization and/or government organization
Experience in providing consulting services and
excellent track record of completion of assignment 40%
with in timeline
Realistic Plan and ability to accomplish the task (B) 50%
Agency's plan for completing the activities 30%
Agency's ability to complete the task as per NI
expectation mentioned in the TOR including 30%
technical human resources
Agency's realistic timelines to accomplish the entire
40%
work

Total Score - Technical Proposal (A+B) 100% 0.00 0.00 0.00 0.00 0.00

Overall weightage of Technical Proposal – 50%


Assessment Category: Financial
Presented reasonable estimate of fees 35%

Takes into consideration all potential field expenses


30%
(i.e. no obvious omissions)

Presented realistic estimate for field expenses 35%

Total Score - Financial Proposal 100% 0.00 0.00 0.00 0.00 0.00
Overall weightage of Financial Proposal – 50%
Total Weighted Score (Technical + Financial) 0.00 0.00 0.00 0.00 0.00

9. GUIDELINES FOR PREPARING PROPOSALS

9.1 Language: Proposals must be submitted in English.

9.2 Structure : Proposals must be set out in four main parts:


Part 1: Covering Letter and Declaration
Part 2: Executive Summary

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RFP No: 1617-XX

Part 3: General and Technical Proposal


Part 4: Financial Proposal

Part 1: Covering Letter and Declaration

Proposals must be accompanied by a covering letter on company-headed paper showing the full
registered and trading name(s), trading and registered office address and business number of the
Respondent. The letter must be signed by a person of suitable authority to commit the
Respondent to a binding contract. It must quote the RFP number and title, and include the
following declarations:

a. We have examined the information provided in your Request for Proposals (RFP) and
offer to undertake the work described in accordance with requirements as set out in
the RFP. This proposal is valid for acceptance for 6 months and we confirm that this
proposal will remain binding upon us and may be accepted by you at any time before
this expiry date.

b. We accept that any contract that may result will comprise the contract documents
issued with the RFP and be based upon the documents submitted as part of our
proposal.

c. Our proposal (Technical and Financial) has been arrived at independently and without
consultation, communication, agreement or understanding (for the purpose of
restricting competition) with any other Respondent to or recipient of this RFP from the
NI.

d. All statements and responses to this RFP are true and accurate.

e. We understand the obligations regarding Disclosure as described in the RFP


Guidelines and have included any necessary declarations.

f. We confirm that all personnel named in the proposal will be available to undertake the
services.

g. We agree to bear all costs incurred by us in connection with the preparation and
submission of this proposal and to bear any further pre-contract costs.

h. I confirm that I have the authority of [insert name of NGO/company/agency] to submit


this proposal and to clarify any details on its behalf.

Part 2: Executive Summary

A brief overview of the General and Technical proposal that summarizes how the Respondent will
use their competencies in the area to achieve the outputs/deliverables. Financial information
should not be included here; but the summary may indicate the level of effort proposed.

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RFP No: 1617-XX

Part 3: General and Technical Proposal

The General and Technical section should be structured as follows:

 Section 1: Your understanding of the TOR provided with this RFP as Annexure A. You may
also propose qualifications to the TOR that you consider may enhance the value of the
outcome to the NI.

 Section 2: Technical Response: a concise description of the methodology and approach


that are proposed for the delivery of the TOR and an implementation plan in the form of a work
breakdown analysis. This should describe the activities to be undertaken, the
deliverables/outputs and the milestone and completion dates (grouped by phase where
appropriate). The dependency of any activities and associated results on earlier results needs
to be clearly indicated.

 Section 3: Personnel Profile: names, designation and Curricula Vitae (CV) of personnel
assigned to work on the Project. CVs must not exceed 3 pages, but must include:
o a brief summary of the professional competencies of the individual relevant to the
Scope of Work/TOR
o a chronological list of relevant professional experience starting with the most recent
and showing key achievement /responsibilities
o brief details of qualifications educational / technical /professional / other
o language competencies other than English (if required to undertake the ToR)

 Section 4: Personnel Inputs: include name of personnel, and person days with reference to
activity to be undertaken. Do not include any reference to fees. This will constitute a
confirmation that all personnel will be available to provide the required services for the
duration of the contract.

 Section 5: Company Information: proof of incorporation for registered incorporated entities,


proof of registration for registered entities.

 Section 6: Previous experience: documentation demonstrating the Respondent’s


experience in the proposed area of work. This should include contact details for key clients
who may be contacted in respect of the Respondent’s relevant prior work.

Part 4: Financial Proposal

 The Financial proposal must contain the expected budget for accomplishing the
complete work with detailed breakup. All amounts quoted must be in IDR. The
Respondent should provide a detailed budget, based on the format attached as
Annexure-B.

 Fees should be inclusive of all VAT, Taxes, Insurance and standard training
management/overhead cost.

 Please note that no fees are payable for travel days.

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RFP No: 1617-XX

ANNEXURE – A
TERMS OF REFERENCE

Production of two Audio Visuals (AVs) for


Promoting adherence to full course of IFA supplementation during pregnancy
and Promotion of Zinc & ORS combination for childhood diarrhoea treatment
in Indonesia

1. Background

Nutrition International (formerly known as Micronutrient Initiative) is implementing a MITRA


project titled “Reducing Iron Deficiency Anemia in pregnant women and mortality and
morbidity in children under five in two selected provinces viz. East Java and East Nusa
Tenggara in Indonesia.

NI extended technical support for enabling environment, capacity building, supply chain
management and strengthening coordination between district and province and in different
units of Department of Health for ensuring provision and quality implementation of
Micronutrient (MN) supplementation programs.

It is eminent during the course of program implementation that despite of distribution of IFA
tablets among pregnant women, the compliance of IFA tablets for minimum 90 days is quite
low. Riskesdas (Basic health research) 2018 report also revealed that 72.2% pregnant women
received the IFA tablets whereas the compliance of minimum 90 tablets was only 38.1%. The
major reasons are lack of awareness on its importance during pregnancy, myths and
misconception and management of side effects etc.
Similarly, awareness on combination of Zinc & ORS usage for childhood diarrhoea treatment
is lacking among the health workers, mothers & caregivers of under 5 years’ age children and
community in general. As a result, Zinc & ORS combination promotion and distribution for
childhood diarrhoea treatment is a challenge despite of its free availability in public health
facilities. Riskesdas (Basic health research) 2018 report showed that only 26.1% of children
with diarrhea were given Zinc as treatment. Moreover, caregivers to be familiarized with the
other crucial aspects such as correct dosage, recommended period for Zinc + ORS course
completion etc.
Hence, a comprehensive behavior change intervention (BCI) strategy for integrated
micronutrient programmes was developed which has established the fact that effective
behavior change communication (BCC) products to be developed for increasing Iron Folic
Acid (IFA) compliance for 90 days among pregnant women, to increase the promotion of Zinc
& ORS usage among both public and private health workers and to increase prompt
careseeking behavior among caregivers and proper treatment of diarrhoea in under 5 years
age children.

In view of the above, NI seeks proposal from suitable agency with required expertise in
developing two Audio Visuals (AVs) as stated below for specific behavior change among
identified target audience.
.

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2. Objectives and Target Audience

The Target Audience for the IFA supplementation AV:

 Pregnant women
 Family members such as Mother-in law, husband etc.
 Front line health workers
 Community health volunteers
The specific behavior change objective for the IFA AV:
To encourage pregnant women for completing the full course of IFA supplementation during
pregnancy period (minimum 90 tablets) through establishing its importance, managing side
effects and removal of myths and misconception.
The Target Audience for the Zinc & ORS AV:

 Caregivers of under 5 years’ children


 Public and private health workers
 Community health volunteers
The specific behavior change objectives of the Zinc & ORS AV:
1) To encourage caregivers/mothers of under 5 years’ age children to seek treatment of
diarrhoea promptly and use full course of Zinc + ORS as recommended.
2) To ensure that caregivers/mothers are provided with both Zinc + ORS by both public and
private health workers for diarrhoea treatment.
In consideration of the above, agency needs to develop two Audio Visuals (AVs) i) AV for IFA
supplementation for Pregnant Women (5-7 minutes) and ii) AV for Zinc & ORS for the
treatment of childhood diarrhoea (2 minutes) which will be disseminated through TV, Video,
Mobile Phones, Social Media, You tube, WhatsApp etc. and used during counseling by health
workers.
3. Scope of Work

 Participate in a briefing meeting with NI to get a complete understanding of the


assignment, deliverables and timelines. NI will provide a communications brief to the
agency.
 Review of briefing document prepared by NI which will include information on intervention,
insights from formative research, context including government guidelines, key messaging
needs, audience profiles and specific behavior change objectives. Also review existing
videos already developed by NI in other programs.
 Develop number of concepts/ideas (at least 3 for each) in Bahasa & English for both AVs
for NI to choose
 Prepare scripts and storyboards in Bahasa & English for both the AVs and incorporate
feedback provided by NI
 Travel to appropriate sites for indoor and outdoor shoot in consultation with NI

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 Undertake all pre and post production activities including music, animation/graphics, voice
over, video shoot, site approvals etc. to produce the AVs
 Present first version of both the AVs to NI for comments and incorporate the feedback
provided by NI
 Pretest the second version of both the AVs with the target groups and incorporate the
feedback
 Consultation with Government for showcasing both the AVs and its revision based on the
feedback received. NI will extend support in arranging the consultation meeting with
Government.
 Obtain clearance from NI at 5 stages 1) Desk review report including conclusion 2)
Concepts/Ideas, script and storyboard 3) 1st version of the AVs 4) 2nd version of the AVs
after pre testing with the community and consultation with Government 5) Final two AVs in
Bahasa with English subtitles
 All recording to comply with NI’s and Indonesia’s child safety norms and ethical guidelines.
 Coordinate with NI on any requirement of interview with any medical doctor

4. Deliverables

The agency is required to submit the following:


1) A master copy of 2 AVs in Bahasa with sub-titles in English with HD quality of around 5-7
minutes IFA AV and 2 minutes Zinc & ORS AV
2) A master copy of abridged version as described below to be used in Social Media and
WhatsApp groups in East Java and ENT-
i) Abridged version of 3 minutes IFA AV and 1 minute Zinc & ORS AV
ii) Abridged version of 2 minutes IFA AV and 40 seconds Zinc &ORS AV
3) Two high resolution printed packs of DVD containing both AVs with longer and abridged
versions as described in point number 1 and 2 and additional 500 copies of low resolution
in CD
4) Government consultation report
5) Pretest report with photos
6) A final report summarizing all details with invoice for payment
7) Any rough footage, still pictures from the shoot to be shared with NI in external hard drive
8) All signed consent forms and written/video consent taken from the guardians of children
and other stakeholders before recording
.
5) Qualifications of the agency
 Agency/Consultant with at least 5 years of experience in conducting similar assignments
including review of BCC messages, tools and materials and proven experience of
development of Audio Visuals (AVs) including animation, documentary, Public Service
Announcements (PSA) preferably on health and nutrition issues.
 Should have a well-established production house with technical human resources.
 Experience of working with an international organization and/or government organization is
desirable.

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 Significant experience in providing consulting services and excellent track record of


completion of assignment with in timeline.

6) Timeline
The expected duration of the contract is 3 months, which will start after the signing of contract
by both the parties. A comprehensive work plan, including feedback time and specific
deadlines will be jointly agreed in the first meeting between the selected agency and the NI
team.

7) Copyright
Nutrition International (NI) retains full ownership and copyright of the 2 AVs developed under
this assignment.

8) Important Notes
 Budget for the production of 2 Audio Visuals in the prescribed budget template as attached
in annexure 2.
 The qualified agency will be responsible for all its arrangements related to travel,
accommodation, transport and other preparations. No additional cost will be borne by NI.
 Submit the proposal with concepts/ideas for the video.
 Sample of works to be attached. Please share the links for reference materials in email
itself.

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ANNEXURE B
TEMPLATE OF BUDGET

Production of two Audio Visuals (AVs) for


Promotion of IFA supplementation among Pregnant Women and
Promotion of Zinc/ORS for childhood diarrhoea prevention in Indonesia

Person
Rate Total Remarks
Sl # Particulars Days
(IDR) (IDR)

A Salaries/Professional Fees

A1

A2

Sub Total A

B Production Expenses

B1

B2

Sub Total B
Pre Test and Government
C
Consultation Expenses
C1

C2

Sub Total C

D Travel and Transportation

D1

D2

Sub Total D

Daily allowance and


E
lodging expenses

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E1

E2

Sub Total E

F Office Expenses

F1

F2

Sub Total F

G Stationary
Communication & any
H
other
H1

H2

Sub Total H
Total of Direct Cost (A to
I
H)

Management Cost ....% on


J
Total Direct Cost

Service Tax (@XX%) on


Total Direct Cost &
K
Management Cost (if
required)

L Total [(A to H) +J+K]


Budget notes:
a) Budget should be accompanied with detailed break up and budget notes in remark column
for easy understanding.
b) Provide the budget in excel as well as PDF format.
c) Please add/subtract budget lines as per requirement in the budget template.
d) Please check the formulas.

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