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REQUEST FOR PROPOSALS (RFP)Retail Audit for Hand Sanitizers on the Ghanaian MarketDate of RFP IssueJune 29, 2020RFP # TFHO/COVID /RFP/2020/001Closing Date for Submission of Proposal 5 pm GMT July 6, 2020Reporting to: Monitoring and Evaluation CoordinatorEstimated Level of Effort:5 MonthsEstimated Start Date of ConsultancyJuly 10, 2020Estimated End Date of Consultancy Nov 15 2020LocationNationwide BackgroundTotal Family Health Organisation (TFHO) is a local non-governmental social marketing organization. The organization currently works in Family Planning, Maternal and Child Health and Water and Sanitation areas of health programming. TFHO implements evidence-based programs and interventions that increase demand for health products and health behaviors in order to improve the health outcomes of the Ghanaian populace. Our interventions and programs employ social marketing techniques and as well as Social and Behavior Change Communication (SBCC) and Provider Based Change Communication (PBCC) activities. As part of its response to the COVID-19 pandemic, TFHO is working to supply essential commodities, such as hand sanitizers and personal protective equipment (PPE) across communities in Ghana. These essentials, crucial in controlling the spread of Coronavirus disease and other illnesses, are limited in supply to both healthcare providers and the general public. In addition, astronomical price hikes have made these essential items further out of reach for high-risk and vulnerable populations in Ghana. TFHO has therefore deployed an innovative rapid intervention that will support the scale up of production, distribution, and use of these commodities across Ghana. In close collaboration with two local companies, Kasapreko Company Limited (KCL) and Maxatachem Limited (Maxim), TFHO is leading a private sector engagement activity that will build manufacturing capacity, improve distribution, increase consumer demand and use of hand sanitizer products from these local manufacturers across Ghana. TFHO is soliciting proposals from research firm/organization capable of undertaking the tasks and producing the deliverables outlined below. TFHO anticipates issuing a fixed price contract for the performance of the work required, submission and acceptance of deliverables.Overview of ActivityThis RFP is for a local research organization to plan and conduct a retail audit of pharmacies, Over the Counter Medical Sellers (formerly Licensed Chemical Sellers), groceries shops, and other fact-moving consumer goods (FMCG) outlets across the country. The selected organization will be expected to recruit outlets, collect data, analyze, and report on findings.Preference will be given to firms who can demonstrate that: they have successfully conducted similar studies in Ghana, and they have the technical resources to accomplish this work in a timely and cost-effective manner.MethodologyObjectiveThe objective of the retail audit is to monitor the impact of our interventions on the retail market dynamics for hand sanitizers nationwide. The indicators to be monitored are:Proportion of retail outlets carrying hand sanitizers – Disaggregated by region, and retail outlet typeBrands of hand sanitizers available in retail outlets – Disaggregated by region, retail outlet typeProportion of retail outlets carrying USAID supported hand sanitizer brands (Maxim & KCL sanitizer) – Disaggregated by region and retail outlet typeRetail prices of each brand of hand sanitizers available in the audited retail outlets – Disaggregated by region, retail outlet type, and stock keeping units (SKUs)Retail sales for each brand of hand sanitizer available in the audited outlets - Disaggregated by region and retail outlet type, and SKUsTargeted retail outletsPharmacies, OTCMS, and various categories of grocery outlets (supermarkets, corner shops, etc.) in all 16 regions of Ghana. The recruited sites/outlets will be sentinel sites and all the 3 rounds of audits will be conducted in these same outlets.Frequency of auditEach of the recruited retail outlets will be audited 3 times/rounds as follows:First Audit (Baseline): July 2020Second Audit: September 2020Third Audit: November 2020Sample size and distribution. TFHO has calculated sample sizes for OTCMSs, pharmacies, and groceries stores in each of the ten regions. Below is the regional breakdown of the number and type of retail outlets to be recruited for the audit.RegionGrocery shopsPharmacyOTCMSAshanti881530Brong Ahafo14519Central25520Eastern22522Greater Accra1205622Northern20510Upper East735Upper West535Volta12514Western22520Grand Total335107167Research instruments and quality controlThe research firm will be responsible for:Working with TFHO to develop the final instrument for the retail audit,Recruiting and training data collectors and field supervisors, Pretesting instruments, and making any necessary modifications based on field test,Conducting the retail audit,Conducting quality assurance and oversight activities during and after data collection,Reporting the results in accordance with agreed timelinesThe research firm will be responsible for implementing quality control measures during fieldwork and for data entry, cleaning, and basic data analysis guided by TFHO, and for assuring data security and confidentiality throughout the activity. Quality control and data security measures should be adequately described in the technical proposal.All survey data will be collected using face-to-face interviews and/or inspection of stock, receipts, etc. No incentives will be provided for survey rmed ConsentThe research firm will develop an informed consent form to be used for the retail audit. The firm will be responsible for obtaining informed consent from each respondent when implementing the survey. This is a voluntary survey. Selected participants who do not provide informed consent will not be included in the survey. The informed consent form should stipulate that the study is funded by United States Agency for International Development (USAID) and that the de-identified dataset will be uploaded into a data library to be viewed by authorized researchers. Data Ownership and RightsThis study is funded through USAID, and therefore all data resulting from the studies are subject to United States Government Federal Acquisition Regulation FAR clause 52.227-14, Rights in Data- general: of workThe main responsibilities of the selected research firm are as follows:i). Develop survey instrumentReview and finalize the research tools with inputs from TFHOTranslate (if required) into relevant local languagesPretest questionnaires/toolsProvide report on pretest resultsRevise/amend and finalize questionnaires/tools as needed based on pretest, in conjunction with TFHO.ii). Implement the sampling strategy developed by TFHOFinalize outlet selection for the retail audit iii). Develop detailed implementation plans for carrying out the auditDevelop a plan and schedule for data collection/fieldwork, including all required logisticsDevelop a quality control planDevelop a data security plan iv). Recruit and organize data collection teamsThe research organization should propose how it will recruit and organize the teams, specifying the number of data collectors and supervisors on each team, and their qualifications. The research organization will supply TFHO with the CVs of all supervisors, and their inclusion as a team member will be contingent upon TFHO approval. v). Prepare field teams to conduct data collectionDevelop training manuals for data collectors and supervisorsTrain data collectors on survey instruments and data collection and quality control protocolsRecruit and train field supervisorsDevelop field work plan vi). Data collection Implement field work for the retail audit, per the agreed timelineSupervise/coordinate data collection process, including quality controlFollow specified procedures to ensure data qualitySend TFHO weekly data collection field monitoring reports vii). Code, enter, and clean data Input the data, clean and validate the datasets, and perform range and consistency checks. Develop a detailed codebook that describes each question, how the variable is set up, and how the responses are coded for the survey dataset. Develop a unique identifier code for each survey respondent. The final dataset should not contain identifiers that could link an individual to his or her responses; each respondent should be identified only by a code. viii). Process/analyze data and final reportFinalize data reporting formats in collaboration with TFHOAnalyze the data and report (figures, tables, graphs) on all the indicators TFHO is interested in tracking after each round of the retail audit. Provide a final study implementation report summarizing key indicators from analysis, describing all activities completed, final sampling strategies, and describing any variations to the original research plan that were required.Over the course of the study period, there will be open communication and sharing of information between TFHO and the research firm.Deliverables Below is a summary of the key deliverables for each specific task:Table 3. Summary of specific tasks, deliverables, SPECIFIC TASKSDELIVERABLESDevelop survey plan and timelineDevelop a detailed survey implementation plan with specific timelines for preparation/training/audit. Develop data quality control plan and data security plan.Survey implementation plan and timeline for the audit (including quality control plan and data security plan)Recruit and train fieldwork team and pretest/finalize instruments Recruit field work team and supervisorsDevelop training curriculum and training materials for field work teamDevelop fieldwork guide for interviews and supervisors. The guide should also include a data collection schedule, team composition for data collection and team member roles, and quality assurance measures provided by TFHOTrain field work team and supervisorsFinalize questionnaires for the pretestPerform pretest and report on resultsFinalize instrument according to pretest resultsTraining program (schedule with specific activities and agenda) and training materials in English (electronic copies)List of data collectors, data entry operators, supervisors, and their credentialsFieldwork guide in English (electronic)Report on pretesting of all survey instrumentsPretest dataset entered, selected scans of pretest questionnairesFinal instrument(s) and any associated screening form(s)Conduct retail audit , analyze data, report on indicatorsRecruit retail outletsEnter data for all completed surveys (including variable and value labels). Data must be double-entered and should include agreed-on consistency checks.Clean data and perform consistency checksProvide a cleaned, labeled, complete data file in an agreed upon format Provide a codebook with a description of each variable Analyze data and provide tables/summaries in agreed-upon formatProvide a final study implementation reportWeekly field monitoring reportsCleaned labeled database (electronic: in format compatible with Stata) and codebookPaper questionnaires, screening forms, and consent formsCodebook Completed data analysis tablesFinal study implementation report including description of fieldwork, noting challenges encountered and solutions, and summarizing key indicatorsPayment SchedulePayment under this agreement will be made to correspond with the timelines for the frequency of the audit. (point C under Methodology)First Payment - 50% upon signing of the contractSecond Payment-30% after the September Retail AuditFinal payment – 20% after the November Retail AuditCritical DeadlinesData collection should begin no later than August 1, 2020 and should be completed no later than November 15, 2020 Submission:The offeror should submit a proposal highlighting the following to procurement@:Organizational Capability statement highlighting experience in retail audit and other similar research assignments. A detailed timeline for implementing the retail audit.A detailed budget for the proposed activity using the excel sheet provided. Each sheet must be signed by authorized person and bear the official company stamp.Valid Company registration documents: Certificate of incorporation and Certificate to Commence businessEvaluation Criteria CriteriaScoreFinancial proposal- reflecting reasonability of cost and value for money. The budget will be assessed based on cost per outlet audited.70Implementation timelines ensuring the delivery of quality results in line with the project expectations20Experience of organization/agency and key personnelProfile indicating major work in similar field (5 points)Experience of personnel (5 points)10Total100 ................
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