Agreement Number: 72068820CA00003
Activity Start Date: August 03, 2020
End Date: August 01, 2025
This is a solicitation for the development of an integrated database that will be the Monitoring, Evaluation, Research & Learning (MERL) Platform for the management of the USAID Keneya Sinsi Wale Project’s. The Project is in the process of developing an online database with dashboard for the collection, analysis, and presentation of all its data for the next five years and is inviting proposals from capable, experienced and competent organizations for the development of this MERL Platform.
2. PROJECT CONTRACT DETAILS
The United States Agency for International Development (USAID) in Mali has awarded Palladium International a 5-year Cooperative Agreement no 72068820CA000003 for the implementation of the Health Systems Strengthening, Governance and Finance Activity (HSS) in the Regions of Mopti, Segou and Sikasso. The HSS Project is called Keneya Sinsi Wale. To enable the effective tracking of the HSS Activity’s performance and create the counterfactual for an impact evaluation at the end of the HSS Activity, Palladium International is conducting a baseline survey to establish a point of reference by which change will be measured across all performance indicators of the Activity. This document therefore serves as the initial guide for the design and conduct of the survey.
3. AVAILABLE INFORMATION SOURCES
The main source of information on this assignment is this terms of reference document. However, vendors who require further information can request for a detailed information on the project by sending an email to Mlhss.firstname.lastname@example.org not later than 13 April 2021. Vendors may also submit questions to the same email for clarification not later than 05 April 2021.
4. PURPOSE AND AUDIENCE
The purpose of this SOW is to identify a firm that will support the Keneya Sinsi Wale project to develop a comprehensive database for the management of the projects performance. The database with be the MERL Platform and will collect data on over 100 indicators and activities in some 660 communities in 3 regions (Mopti, Segou and Sikasso) over a period of 5 years. The MERL platform is required to have both online and offline functionality abilities for data collection, review, analysis, dashboard, data storage and message broadcasting features
This database would have a small group of audience that could total about 2000 individuals. These would include staff of Keneya Sinsi Wale, staff of USAID Mali, Malian Ministry of Health staff at national, regional and district levels in the 3 focus regions, staff of over 600 CSCOMs, key members of over 600 ASACOs, staff of Private Health Facilities (including pharmacies and laboratories) in the 3 regions, staff of Rural Maternities in the 3 focus regions, staff of local NGO implementing partners and key implementing partners such as staff of Keneya Nieta.
However, in addition to these few individuals, certain data from the database will be linked to the Tableau online platform to enable access to the wider population. From this platform, stakeholders, both inside and outside Mali would have access to the data for their studies, policy, strategic and management decisions.
5. PLATFORM DESIGN PROCESS
The platform will be developed jointly with the Monitoring, Evaluation, Research and Learning (MERL) team of the project to ensure effective a nd autonomous management of the platform and the entire monitoring system. The services required in this tender process is therefore categorized into four stages as follows:
I. Training of MERL Team: As part of the design of the platform, the successful vendor will be required to train a 9-member MERL team. The training would include how to design and manage the MERL platform. The purpose is to ensure that the MERL team can effectively manage the system and can subsequently modify, change and add more features such as data collection tools and reports.
II. Development of MERL Platform: After the training, the vendor would lead the MERL team in the development of the platform by coaching and guiding them to develop the entire MERL platform ensuring that the development process will serve as an on-job-training. The MERL platform must be designed to perform all the requirements specified in the specific MERL platform requirements in section 5 above.
III. Pre-testing of MERL Platform: Upon completion of the development of the MERL platform, the MERL team will pre-test it by training the technical team and implementing the system for a minimum of 3 months. Within this period, the MERL team is expected to identify all areas that will require review, adjustments, corrections, and redesign. The observations from the pre-testing will be the bases for finalizing the platform. The vendor is not required to participate in the pre-testing of the MERL platform, however, if the vendor wishes to participate in it, this may be considered by the project. It should however be noted that, whiles the project may be willing to provide logistical support for the vendor to participate in the pre-testing, the project will not pay fees in any form to enable the vendor to participate in the pre-testing. The vendor’s responsibilities during the pre-testing period will be limited to responding to periodic requests from the MERL team.
IV. Finalizing of MERL Platform: Based on the findings from the pre-testing, the vendor will be required to lead the MERL team to finalize the platform, ensuring that all the limitations have been addressed and an effective and efficient MERL system is in place performing all the function specified in section 5 above.
Work Plan and Notes: The vendor is required to submit a work plan covering all the four processes explained in section 6 above. The work plan should also include the level of effort for each activity as well as an accompanying work plan notes that provides more details to the work plan including resources the Keneya Sinsi Wale needs to get ready before the commencement of the platform development process. This work plan must be submitted at least 5 working days before the inception debrief.
Inception Debriefing: The Keneya Sinsi Wale team would hold an inception debrief meeting with the Vendor to discuss, review and adjust the work plan. The meeting will also be an opportunity for both parties to clear their doubts and for the Keneya Sinsi Wale team to clarify their expectations to the vendor for the last time.
Version 1 Platform: The version 1 of the MERL platform shall be a complete platform with all the required features fully functioning and having the ability to perform all the requirements set out in section 5 of this terms of reference document. This platform is for pre-testing and therefore all the features should be complete and functional before it can serve as the deliverable. The pre-testing will be conducted by the MERL team of Keneya Sinsi Wale. The Vendor does not need to participate in the pre-testing.
Version 2 Platform: The platform will be pre-tested by the MERL team of Keneya Sinsi Wale within 3 months during which all the limitations and sections needing revision shall be recorded. Based on this information, the vendor will lead the MERL team in revising and finalizing the platform. The revision could include deleting, changing, revising, updating and/or introducing new sections on the platform. This revision will lead to the completion of the version 2 of the MERL platform which will then be presented to USAID for their observation and input.
Final MERL Platform: Based on the comments from USAID, the vendor will lead the Keneya Sinsi Wale MERL team to revise and finalize the platform. The vendor’s responsibility at this level will be limited to coaching the MERL team to perform the final revision.
7. APPLICATION PROCEDURE
To be considered in this bid, the vendor must submit a detailed proposal with the format below. Please note that the evaluation criteria are based on this format. Failure to provide all the information required in this section may disqualify the prospective bidder. The evaluation of proposals will commence as soon as a proposal is received. No proposal would be accepted after 13 April 2021
1. Introduction of the Organization (Not more than 1.5 pages): This introduction should focus on the bidding organization’s background such as year of establishment, projects implemented, countries in which the organization has implemented projects, awards and recognitions won by the organization etc. Everything that the organization would like us to know about them should be stated here. This section should not exceed 1.5 pages.
2. Proposed Platform’s Features: Please explain the qualities of the platform you are proposing and its ability to perform each of the functions stated in section 5 of this terms of reference document. Please note that this is a key evaluation criteria and should be thoroughly addressed. The response to the requirements should be arranged in the order of the requirements as stated in section 5 to facilitate understanding of the platform’s abilities. For each criteria and sub criteria, please clearly state whether the platform can perform the required function before explaining. This section may not exceed 5 pages.
3. Past Experiences: The bidder is required to present some projects implemented in the past or currently being implemented that have the features mentioned in the requirements in section 5 of this document. If one single project implemented by the organization does not have all the features mentioned in section 5 above, the organization can present multiple projects, and highlight how they meet the requirements stipulated in this document. Information required here include project’s name, brief description of the project, geographic coverage, and cost of establishing the system. This section should not exceed 3 pages.
4. Work Plan (Table & Gantt Chart): The prospective vendor must submit a detailed work plan table containing each of the activities that would be carried out until the final version of the MERL platform is ready. The work plan should at least include the item (activity), dates, place, and person responsible. Vendors have the choice to add more content to the work plan. In addition to the tabular work plan, prospective vendors must develop the work plan on a Gantt chart, with each of the item (activities) clearly stated and accordingly marked on the chart to facilitate understanding.
5. Proposed Consultants CV: The prospective vendor must attach the CV of each of the proposed consultants. Whiles there are no requirements specified for these consultants, their CVs should clearly demonstrate that they have the experience developing similar MERL platforms. This section should also clearly state what their role will be if the vendor is successful.
6. Itemized Budget: The vendor should propose an itemized budget to cover all the activities stated on the work plan and the hiring of the platform. This budget should cover a period of 5 years. The budget should be detailed and should include the Cost Unit, Quantity, Level of Efforts (LOE), Unit Cost and Total Cost.