Kenya
Request for Proposals (RFP)
Human-Centered Design Firm
RFP No: HCD_2022_01
Part A: Cover Page
Issuance Date: October 7, 2022
Questions Due Date/Time: October 13, 2022, 5 pm, Nairobi Kenya time
Proposal Due Date/Time: October 24, 2022, 12 pm, Nairobi Kenya time
The Workforce Development project implemented by inSupply Health Limited is soliciting proposals for a Human Centered Design (HCD) firm to partner with to lead the HCD workstream of activities under the Workforce Development project while working collaboratively with our team in both Kenya and Tanzania. The project is funded by Bill & Melinda Gates Foundation and is subject to all the applicable BMGF grant terms and conditions.
Please submit your most competitive proposal in accordance with the instructions to offerors and terms of reference. Any award issued as a result of this RFP will be subject to all instructions, terms of reference/ specifications, certifications, terms and conditions and funder required clauses. This RFP document includes the following parts:
PART A: Cover Page
PART B: Instructions to Offerors
PART C: Terms of Reference
PART D: Certifications
All proposals, inquiries, and correspondence pertaining to this solicitation are to be directed to the attention of Diana Akinyi, Email: finance@insupplyhealth.com
inSupply Health is committed to the highest standards of ethics and integrity in procurement. inSupply has zero tolerance for fraud and strictly prohibits bribes, kick-backs, gratuities, and any other gifts in-kind or in monetary form. inSupply also strictly prohibits collusion (bid rigging) between subcontractors/subgrantees and between subcontractors/subcontractors/subgrantees and inSupply staff. inSupply selects subcontractors on merit and will only engage subcontractors who demonstrate strong business ethics. Subcontractors/subgrantee must not participate in bid-rigging or attempt to offer any fee, commission, gift, gratuity or any compensation in-kind or in monetary form to inSupply employees. Subcontractors/subgrantee who do so will be disqualified from doing business with inSupply. Additionally, inSupply has a conflict of interest policy that requires staff to disclose when there is a potential conflict of interest due to the staff-member’s relationship with a subcontractors/subgrantee, and if necessary, to refrain from participation in a procurement involving that vendor. If at any time your organization has concerns that an employee has violated inSupply policy, you may submit a report via our ethics Code of Conduct Helpline at: www.jsi.ethicspoint.com.
Part B: INSTRUCTIONS TO OFFERORS
Offeror: The firm providing proposals for the supplies or services requested under this RFP.
Sub-Contractor/Vendor: The individual or firm awarded the services requested under the RFP in the form of a sub-contract/purchase order.
Buyer: inSupply Health Limited
Offerors are encouraged to read the RFP document in its entirety and ensure that their proposal addresses all of the items cited in the proposal instructions and meets the selection criteria. All proposals must be submitted by the deadline established on the cover page of this RFP. Offers received after this due date and time will not be accepted for consideration.
Questions:
All questions or clarifications regarding this RFP must be in writing and submitted to finance@insupplyhealth.com, no later than 5pm Nairobi time, October 13, 2022. Questions and requests for clarification, and the responses thereto, will be circulated to all RFP recipients who have indicated interest in this RFP.
Only written answers from inSupply’s authorized representative will be considered official and carry weight in the RFP process and subsequent evaluation. Any answers received outside the official channel, whether received verbally or in writing, from employees of inSupply, the Workforce Development project, or any other party, will not be considered official responses regarding this RFP.
a) Technical Proposal Requirements/ Proposed Plan and Approach
The Technical proposal shall include the following:
Offeror’s shall include only information necessary to provide a clear understanding of the proposed action and the justification for it. Greater detail than necessary, as well as insufficient detail may detract from a proposal’s clarity. Minimize or avoid the use of jargon and acronyms as much as possible. If acronyms or abbreviations are used, include a separate page explaining the terms.
b) Sample of Previous Work
The offeror must submit the following:
c) Cost Proposal Requirements
The offeror should submit their most competitive and complete cost proposal.
Cost Proposal Budget Narrative Preparation Instructions
A detailed budget narrative that justifies the costs as appropriate and necessary for the successful completion of proposed activities should be attached to the budget. The budget narrative should clearly describe the project and cost assumptions. All proposed costs must be directly applicable to performing the work under the award and budgeted amounts should not exceed the market cost/value of an item or service.
The budget narrative should be of sufficient detail so that someone unfamiliar with your organization or the activity could review and adequately understand and grasp the assumptions, reasonableness, and calculation method used. Budget narrative should be submitted in Microsoft Word software or in PDF format. Supporting information must be provided in adequate detail for conducting a comprehensive analysis.
e) Certifications
The proposal shall be accompanied by all required Certifications in Part D, signed by an authorized official of the offeror
a Certification Regarding Debarment, Suspension, or Proposed Debarment
inSupply intends to issue a fixed price purchase order / sub-contract to the offeror(s) who best meet the criteria specified in this RFP and are determined to be responsible and eligible sub-contractor to provide the required goods/services.
Proposals will be evaluated first to ensure that they meet all mandatory requirements and are responsive. To be determined responsive, a proposal must include all documentation as listed in section 2. Proposals that fail to meet these requirements will receive no further consideration. A non-responsive proposal to any element may be eliminated from consideration.
Responsive proposals will be evaluated and ranked by a committee on a technical basis according to the criteria below. Those proposals that are considered to be technically acceptable shall then be evaluated in terms of cost.
For the purpose of selection, the evaluation will be based on the following weighted point scale (totaling 100 points) of the proposal in its entirety, including, but not limited to, the following:
No. Criteria Points[SA8]
1 Technical Approach, Methodology and Implementation plan 40
2 Capabilities and Past Performance 20
3 Proposed Costs 40
Total 100
This document is a request for proposals only, and in no way obligates inSupply or its donor to make any award. Please be advised that under a fixed-price contract the work must be completed within the specified total price. Any expenses incurred in excess of the agreed-upon amount in the sub-contract will be the responsibility of the sub-contractor and not that of inSupply or its donor. Therefore, the offeror is duly advised to provide its most competitive and realistic proposal to cover all foreseeable expenses related to provide requested goods/services.
All deliverables produced under the future award/sub-contract shall be considered the property of inSupply. inSupply may choose to award a PO/sub-contract for part of the activities in the RFP. inSupply may choose to award a PO/sub-contract to more than one offeror for specific parts of the activities in the RFP.
The Offeror’s technical and cost proposals must remain valid for not less than 120 calendar days after the deadline specified above. Proposals must be signed by an official authorized to bind the offeror to its provisions.
inSupply payment cycle is net 30 days upon receipt of deliverables, goods/services, inspection, and acceptance of goods/services as in compliance with the terms of the award and receipt of vendor invoice. Full cooperation with inSupply in meeting the terms and conditions of payment will be given the highest consideration.
Offerors which are firms and not individuals must include in the capabilities statement that they have the financial viability and resources to complete the proposed activities within the period of performance and under the terms of payment outlined below. inSupply reserves the right to request and review the latest financial statements and audit reports of the offeror as part of the basis of the award.
The proposal, as well as correspondence and related documents, should be in English.
All goods and services offered in response to this RFQ must meet the source and nationality requirements set forth in the United States Code of Federal Regulations, 22 CFR 228. Cuba, Iran, Iraq, Laos, Libya, North Korea, and Syria are prohibited source countries and no goods can be produced or sourced from those countries
The authorized geographic code for this RFQ is 935, meaning goods can be sourced from any country except prohibited source countries.
The offeror’s most competitive proposal is requested. It is anticipated that any award issued will be made solely on the basis of an offeror’s proposal. However, inSupply reserves the right to request responses to additional technical, management, and cost questions which would help in negotiating and awarding a PO/sub-contract. inSupply also reserves the right to conduct negotiations on technical, management, or cost issues prior to the award of a PO/sub-contract. In the event that an agreement cannot be reached with an offeror inSupply will enter into negotiations with alternate offerors for the purpose of awarding a PO/sub-contract without any obligation to previously considered offerors.
inSupply reserves the right to reject any and all proposals received, or to negotiate separately with any and all competing offerors, without explanation.
inSupply is not liable for any cost incurred by offerors during the preparation, submission, or negotiation of an award for this RFP. The costs are solely the responsibility of the offeror.
14. MODIFICATIONS
inSupply reserves the right, in its sole discretion, to modify the request, to alter the selection process, or to modify or amend the specifications and scope of work specified in this RFQ.
15. CANCELLATION
inSupply may cancel this RFP without any cost or obligation at any time until issuance of the award.
Part C: Terms of Reference
Background
The Workforce Development in Public Health Supply Chains is a five-year project, funded by the Bill & Melinda Gates Foundation, that focuses on
These initiatives will be implemented primarily in Eastern Africa and specifically in Kenya and Tanzania, and will then be expanded to two to three other countries in the region. Project objectives include:
Purpose and objectives
The Workforce Development in Public Health Supply Chains project will integrate human-centered design (HCD) as a foundational approach, undertaken at the start of the project to shape our understanding of the problem and ensure the co-creation of solutions. To that end, inSupply is seeking an HCD firm to partner with to lead the HCD workstream of activities while working collaboratively with our team in both Kenya and Tanzania. Key activities will include
inSupply subscribes to the double diamond model concept and process for HCD provided below, and we anticipate the work and outputs to follow this process:
We have proposed human-centered design (HCD) as the umbrella method to guide this research and solution development. We anticipate the work will be carried out in the following four phases. Each phase will build on its predecessor’s outputs and learning:
The HCD approach will be most relevant to Objectives 1, 2, and 3, as well as to promote gender intentionality for our work, but may cut across all aspects of the project. The HCD team will work hand-in-hand with inSupply staff to develop research questions, the detailed HCD approach, work plan, outputs.
The HCD process will need to be thoughtfully undertaken to incorporate and accommodate the following different components and questions, keeping in mind overlapping users and stakeholders. While inSupply’s aim is to ensure design is integrated from the start of the program cycle (i.e. using HCD as an end-to-end process), we are conscientious about efficient use of time and resources given our partners’ timeframes. Thus, we are seeking proposals that are practical and efficient in how to implement HCD to help us achieve our purpose and objectives.
Gender intentionality and transformation
The Workforce Development project aims to be gender intentional at a minimum and strives to be gender transformative, with the aim of mainstreaming gender and social inclusion considerations within public health supply chains. inSupply aims that gender intentionality as a minimum is integrated into all new solutions emerging from the HCD process across objectives; thus it needs to be an important component of the discover and define phases, and a criteria for the develop and deliver phases.
Objective 1: Understanding users to boost expertise
Throughout the HCD phases, we want to ensure that we capture user perspectives, preferences, barriers, incentives, and motivators both to tailor existing ideas/solutions based on previous user input and to co-create new solutions.
We aim to understand current assets, mindsets, practices and context that will enable us to develop solutions that boost health worker skill building and learning in supply chain (for increased expertise). High level problems we would like to understand and solve for, and ideas for solutions are included below as illustrative examples; however our aim is to enable the HCD process to generate new ideas and innovations, rather than limiting us to this illustrative list:
Objective 2: Enhance scope, purpose of IMPACT Teams for user levels and context
IMPACT Teams — a modified quality improvement and performance management approach adopted to improve data analysis and use for evidence-based monitoring and action planning – have been proven to be effective at operational (subcounty, district) levels of the health system. Our goal is to evolve the IMPACT Team approach both through adaptable content (for planning, forecasting, etc.) and to serve different levels of health system (facility and county).
The questions we want to be able to answer are:
Objective 3: Professionalizing the supply chain workforce
Within the context of constrained resources, we would like to use HCD methods and mindsets to help us re-conceptualize the problem and solve challenges around:
Activities and deliverables
Across all of the purposes identified above, the HCD firm will work collaboratively with inSupply team members to:
High level outputs expected from each phase
For all objectives and gender intentionality work:
Phase
Outputs
1. Discover
Discovery outputs summarize learning about the team’s understanding of “what is”
2. Define
Define outputs describe the range of challenges/ opportunities identified and the rationale used to prioritize the opportunity that will guide ideation
3. Develop
Develop outputs describe the proposed solutions, articulating the hypotheses that drive them, and summarizing prototyping results
Prototyping workshop with key stakeholders
Rationale for selecting the solution(s) that will be prototyped, taking into account context and other constraints that may impact feasibility and implementation, solution champions
Outline the key hypotheses upon which the solution success depends and explain how the prototype(s) will test these hypotheses
Two rounds of testing to include inSupply participation
Documented learnings
Documented, detailed final prototypes
4. Deliver
Deliver outputs focuses on launch strategy and implementation details
Final HCD Report, summary decks and datasets (e.g. audios) with inputs from inSupply highlighting:
For each final prototype:
Mindsets, skills, and qualifications
inSupply Health is seeking an HCD firm that is interested in and committed to a strong collaborative partnership. While inSupply does not have designers on the team, all team members have basic training in HCD (the Acumen course at a minimum) and have engaged in undertaking aspects of HCD across many projects. We intend to be involved in all stages of the work, including learning from the HCD firm throughout the process, being trained/oriented to participate in the research and synthesis phase, generating insights, and moving forward with ideation and prototyping.
What we expect in an HCD firm:
Skills and experience that provide an added advantage
PART D: Certification Regarding Debarment, Suspension, or Proposed Debarment
By signing and submitting this certification, the offeror certified that neither it nor any of its Principals are ( ) are not ( ) presently debarred, suspended, proposed for debarment, or otherwise declared ineligible from participation in this transaction by any Federal department or agency.
Company Name: _______________________________________
Signatures: _______________________________________
Signatory Name: _______________________________________
Signatory Title: _______________________________________
Date: _______________________________________
The offeror’s proposal must be accompanied by a cover letter typed on official organizational letterhead and signed by an individual who has signatory authority for the offeror. The offeror must submit a complete proposal package on or before the due date and time to finance@insupplyhealth.com. Proposals must be submitted by email only with the subject line “RFP No: HCD_2022_01”
The proposals must be prepared in two separate files: i. Technical Proposal; and Cost Proposal. The technical and cost proposal must be kept separate. Technical proposals must not make reference to pricing data in order to evaluate the technical proposal strictly on the basis of technical merit.
The written proposal must contain the following information and documentation:
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