Office Word general template GVA numbered version · Web view0 or PowerPoint Office 2010 format Please do not submit generic marketing materials, broadly descriptive attachments,

REQUEST FOR PROPOSAL

“FRAGILITY, EMERGENCIES AND REFUGEES (FER) POLICY - EVALUATION ”

DATED: 08/09/2020

042-2020-GAVI-RFP

TABLE OF CONTENTS

3. PURPOSE OF THE EVALUATION..................................................................................44. RFP INSTRUCTIONS......................................................................................................44.1. RFP Rules.....................................................................................................................44.2. Time Plan......................................................................................................................54.3. RFP Process and Contact Information..........................................................................54.4. Required Proposal Format & Proposal Content............................................................64.5. Conflict of interest..........................................................................................................65. BACKGROUND AND CONTEXT FOR THIS EVALUATION............................................65.1. Gavi, the Vaccine Alliance.............................................................................................65.2. Background and scope of this analysis.........................................................................76. SCOPE OF THE EVALUATION.......................................................................................86.1. Objectives......................................................................................................................86.2. Scope............................................................................................................................87. EVALUATION QUESTIONS.............................................................................................87.1. Design and Planning.....................................................................................................87.2. Implementation..............................................................................................................97.3. Results.......................................................................................................................... 97.4. Lessons learnt...............................................................................................................9

Request For Proposal042-2020-GAVI-RFP

8. METHODOLOGY.............................................................................................................99. DELIVERABLES.............................................................................................................1010. EVALUATION CRITERIA.............................................................................................1010.1. Evaluation Criteria.....................................................................................................1011. PROPOSAL REQUIREMENTS....................................................................................1111.1. Requirements for Technical Proposal.......................................................................1111.2. Requirements for Financial Proposal........................................................................1212. MANAGEMENT AND OVERSIGHT.............................................................................1213. ANNEXES....................................................................................................................1213.1. Annex 1: Written Intent To Participate.......................................................................1213.2. Annex 2: Q&A Form..................................................................................................1213.3. Annex 3: Financial Proposal Template......................................................................12

REQUEST FOR PROPOSAL

3. PURPOSE OF THE EVALUATIONGavi is commissioning this independent, external evaluation to feed into a review and update of Gavi’s Fragility, Emergencies and Refugees (FER) Policy. The purpose of this evaluation is to assess the overall design, implementation and results of Gavi’s current FER Policy (2018).

The evaluation findings and recommendations are intended to inform the future direction and revision of the aforementioned policy. The key target audience for the evaluation is the Gavi Secretariat and the Gavi Alliance Board.

4. RFP INSTRUCTIONS4.2. RFP Rules

Gavi invites you as a Service Provider to submit a competitive bid by responding to this “Request for Proposal” (RFP) for Gavi’s Fragility, Emergencies and Refugees Policy. Please follow these instructions in completing your bid.

i. This entire RFP and all related discussions, meetings, exchanges of information, and subsequent negotiations that may occur are confidential and are subject to the confidentiality terms and conditions of the Intent to Participate letter attached as Annex 1. All bidders are required to complete and return the Intent to Participate letter.

ii. The issuance of this RFP in no way commits Gavi to make an award. Gavi is under no obligation to justify the reasons for its supplier(s) choices as a result of this RFP. Gavi may choose not to justify its business rewarding decision to the participants to this tender.

iii. Gavi reserves the right to:- reject any proposal without obligation or liability to the potential Service Provider;- withdraw this RFP at any time before or after submission of bids, without prior

notice, explanation or reason;- modify the evaluation procedure described in this RFP;- accept other than the lowest price offer;- award a contract on the basis of initial offers received, without discussions or

requests for best and final offers;- decide not to award any contract to any Service Provider responding to this RFP,- award its total requirements to one Service Provider or apportion those

requirements among two or more Service Providers as Gavi may deem necessary.

iv. All bids must indicate that they are valid for no less than sixty (60) days from the quotation due date.

v. Faxed copies will not be accepted. Late quotations are subject to rejection.

vi. Gavi reserves the right to request additional data, information, discussions or presentations to support part of, or your entire bid proposal. Service Providers or their representatives must be available to discuss the details of their proposal during the evaluation process.

042-2020-GAVI-RFP 3/11

vii. All responses should be submitted in electronic version.

viii. The proposed time plan set out below indicates the process Gavi intends to follow. If there are any changes to this time plan, Gavi will notify you in writing.

4.3. Time PlanEvent Responsible Party Timelines (TBD)Launch RFP Gavi 08 September 2020Send Intent to Participate letter Service Provider 18 September 2020Q&A sent to Gavi Service Provider 18 September 2020Conflict of Interest sent to Gavi Service Provider 18 September 2020Gavi open response to Q&A Gavi 24 September 2020Proposals received by Gavi Service Provider 09 October 2020Service Provider Selection Gavi & Service Provider 23 October 2020Contract issued – Project start Gavi & Service Provider 06 November 2020

4.4. RFP Process and Contact Information

4.4.1. Instructions to Service ProvidersAny Service Provider may request further clarification on matters pertaining to this RFP by submitting its question(s) in writing to the individual identified below. Due date for Q&A submission is stated in Section 2, para 2.2 Time Plan. In order to keep the RFP competition fair, questions on the substance of the RFP will only be answered in a public document released as stated in Section 2, para 2.2 Time Plan. Please do not contact other Gavi staff to discuss the RFP. To address your questions, please use the form attached as Annex 2.

4.4.1. Confirmation of Intent / ConfidentialityPlease transmit your intent to participate using and signing the document in Annex 1. This RFP contains information that is confidential and proprietary as stated by the “Intent to Participate” document. Each Service Provider is required to transmit a written confirmation of intent or decline as stated in Section 2, para 2.2 Time Plan. Confirmations of intent should be submitted by email to the below mentioned contacts.

Acceptable means of transmission include computer file with digital signature.

Gavi RFP Contact Information

Question Type Contact Person Contact Role/Title Contact Information

ContractualRFP & Contract Terms & Conditions, Proposal Format, etc.

Romain Nicolas Procurement Manager Phone: +41 22 909 71 68 Email: [email protected]

TechnicalRFP Deliverable Specifications & Requirements

Esther SavilleHead, Evaluation and

LearningPhone: +41 22 909 6796Email: e [email protected]

042-2020-GAVI-RFP 4/11

4.5. Required Proposal Format & Proposal ContentResponses to this RFP must consist of the following:

1. Cover letter, which includes: Name and address of the Service Provider Name, title, telephone number, and e-mail address of the person authorized to

commit the Service Provider to a contract Name, title, telephone number, and e-mail address of the person to be contacted

regarding the content of the proposal, if different from above A signature of this letter done by a duly authorized representative of your

company

2. Electronic copy Documents and spreadsheets in Office 2010 format. Diagrams and drawings in Visio 2010 or PowerPoint Office 2010 format

Please do not submit generic marketing materials, broadly descriptive attachments, or other general literature.

4.6. Conflict of interestNo members of the team may have been involved in the design, implementation, supervision or coordination of any intervention to be assessed. Please complete, sign and send this conflict of interest as stated in Section 2, para 2.2 Time Plan.

5. BACKGROUND AND CONTEXT FOR THIS EVALUATION5.2. Gavi, the Vaccine Alliance

Gavi, The Vaccine Alliance was formally launched at the World Economic Forum in January 2000 and was constituted as an innovative international public-private partnership, which was created to bring together the best of what key UN agencies, governments, the vaccine industry, private sector and civil society has to offer to further Gavi’s mission. Gavi’s mission is “saving children’s lives and protecting people’s health by increasing equitable use of vaccine in lower-income countries.”

Rather than duplicate the services of the many players in the field of health and vaccines, Gavi relies on country-based systems and works with partners with widespread field presence to deliver its programmes. Partners contribute to the Alliance through participation in strategy and policy-setting, advocacy, fundraising, vaccine development and procurement, country support and immunisation delivery.

Gavi provides support to countries to introduce new vaccines, to conduct supplementary immunization campaigns for specific vaccinations, as well as support for health system and immunization strengthening. Eligible countries develop and submit applications for support based on country plans. This application is then reviewed by the Independent Review Committee (IRC).

042-2020-GAVI-RFP 5/11

The IRC recommends a course of action on the country application (approval or resubmittal) to the Gavi Executive Committee, Board and/or CEO who then approves the IRC recommendations and, in the case of approval, the funds or vaccines are sent to the country. For more information please visit the Gavi website: http://www.gavi.org/about/mission , http://www.gavi.org/support/

5.3. Background and scope of this analysisGavi’s Fragility, Emergencies and Refugees (FER) Policy has been in effect since June 2017, with the first request for flexibilities from countries received October 2017. While Gavi’s policies are designed to guide use of Gavi funding across its country portfolio, on occasion a country might face circumstances that limit its ability to effectively use Gavi support. The FER Policy was developed for such circumstances, to allow for a nimble and flexible exceptional response to significant challenges a country might face resulting from extraordinary factors like fragility, conflict, natural disaster, health emergencies or refugee crisis. Flexible approaches are offered in response to country requests, and may be programmatic, administrative or financial in nature and are designed to lighten processes, take into account the needs of vulnerable populations, build resilience and maximise Gavi’s impact. The policy allows Gavi to adjust its support and processes to better react to specific situations, working in close collaboration with partners and humanitarian actors.

The purpose of the policy is to: Articulate clear criteria for identifying a sub-set of Gavi countries affected by fragility as per

international standards; Provide guidance on adapting certain Board-approved policies and processes tailored to

the local context, in order to increase the effectiveness of support towards equitable access to immunisation; and

Detail flexibilities that can be extended in the case of an emergency and for Gavi-supported countries hosting refugees.

The scope of the policy concerns Gavi-supported countries that are faced with the following situations:

Fragility: the policy identifies countries facing fragility based on three international classifications that take into account political, economic, environmental and social instability, as well as public sector management and social inclusion.

Emergencies: WHO and United Nations classifications serve as reference points and early warning signs to help identify Gavi-supported countries facing emergencies – natural or man-made.

Refugees: Gavi encourages governments of Gavi-supported countries to include refugees in their planning for routine immunisation services. To facilitate this, the policy includes a number of potential flexibilities for Gavi-supported countries that host refugees.

Examples of when the FER Policy has been invoked include: to provide additional health system strengthening (HSS) funding, over and above the usually allocated amount for countries to carry out campaigns to reach refugees (e.g. Rohingya refugee crisis in Bangladesh), to extend the usual age cohort that receives vaccines to boost immunity where conflict or a natural disaster has affected coverage rates (e.g. Central African Republic, Mozambique), to reallocate funding between budgets or to remove steps in the approval process to allow for quick disbursements.

More recently, the challenges arising from the COVID-19 pandemic test Gavi’s ability to flexibly respond to countries facing emergencies. While the FER Policy was designed for exceptional,

042-2020-GAVI-RFP 6/11

geographically localised circumstances, the COVID-19 pandemic affects all Gavi-supported countries. Implementation of the FER Policy has informed the design of Gavi’s response to COVID-19.

The external evaluation has also been requested by the Gavi Board given the strategic importance of this policy and in the context of Gavi 5.0 planning and operationalisation.

6. SCOPE OF THE EVALUATION6.2. Objectives

The main objectives of this evaluation are: To assess the extent to which the design of the policy was relevant and appropriate to

achieve its intended purpose and objectives. To assess the effectiveness and efficiency of the implementation and management of the

policy by the Gavi Secretariat. To assess the extent to which the policy has achieved its desired result(s). Evaluators

should describe the main successes, challenges and lessons learned. To provide evidence-based findings and recommendations to assist in the review and

update of the Policy and inform the fragility segment.

6.3. ScopeThe evaluation will be retrospective, covering the period from when the FER policy was designed and first applied (i.e. from June 2017) until mid-2020 and covers application of the FER policy for non-COVID-19-related fragility and emergencies. The evaluation is intended to assess the design, historical implementation and results of the application of the FER Policy. The evaluation should primarily focus on desk review and key informant virtual interviews, and it is not expected to include country visits. The evaluation is not intended to cover Gavi’s approach/response to the COVID-19 pandemic.

Gavi is committed to learning and adapting based on findings and recommendations from evaluations. Bidders should build a learning approach into the proposal to ensure that opportunities for learning throughout the evaluation, as well as from the findings, lessons learned, and recommendations are maximised. As such, bidders are expected to explicitly describe their communication, learning and engagement modes to foster utility of evaluation results.

7. EVALUATION QUESTIONS 7.2. Design and Planning

1. To what extent does the design of Gavi’s Fragility, Emergencies and Refugees (FER) Policy:o Fulfil its original premise to allow rapidly adapting programmatic, administrative or

financial approaches and processes in different exceptional settings?o Align and link to global guidance and responses to humanitarian situations and

reflect broader best practices and approaches (e.g. the categorization of the three elements of the policy: fragility, emergencies and refugees)?

o Clearly articulate the eligibility criteria and identification of different situations and allow for appropriate response

o Align, complement and link with other Gavi policies and programmatic guidance in a coherent manner (e.g. Gender Policy)?

o Continue to be aligned with Gavi’s goals in its new strategic period (5.0)?

042-2020-GAVI-RFP 7/11

o Have capacity to adapt to rapidly changing contextual and programmatic realities (e.g. impact on immunisation programmes and delivery as a result of the COVID-19)?

7.3. Implementation 2. To what extent has the FER Policy been implemented as planned? Particular attention

should be given to the following:

o Understanding and communication of the Policy, operational guidelines and tools within the Secretariat and external stakeholders (partners, countries, etc)?

o Ease of operationalisation and consistency in policy application, including fragility classification annual update and effectiveness of Gavi’s responses requests for supporting refugee situations

o Streamlined processes to determine best approaches to country requests and disburse funds (where applicable)

o Partnerships with humanitarian actors / engagement of CSOso Perception and experience of countries facing fragility in accessing the FER policy

flexibilitieso Key challenges in implementing the policy (including the reasons for any

exceptions to the policy) and processes for how these were addressed

3. To what extent do gaps remain that have not been addressed by the FER Policy?

7.4. Results 4. How well does the draft M&E Framework capture intended results, and to what extent

has the policy achieved these results? (Link to FER Monitoring Framework)

7.5. Lessons learnt 5. What have been the main successes, challenges, and lessons learned?6. How could the policy be strengthened to support Gavi’s response to future global

challenges?

Bidders may propose additional evaluation questions to the above list of evaluation questions as part of their proposals, with justification.

8. METHODOLOGYIn order to respond to the above questions and provide useful and credible findings and recommendations, bidders are expected to employ a range of evaluation methods and to pursue innovation where suitable. Bidders should develop as part of their proposals an evaluation framework with fit-for-purpose indicators, methods and approaches.

Bidders are encouraged to benchmark Gavi’s FER policy against similar policies from other organisations/development agencies, as part of the proposed evaluation approach.

The evaluation should be conducted in accordance with the principles described in Gavi’s Evaluation Policy1 and consider the DAC criteria for Evaluating Development Assistance.

It is expected that the evaluation will be retrospective and focus on the period pre-COVID-19 (March 2020). However, if information related to the COVID-19 situation surfaces that is relevant to

1 Gavi Evaluation Policy (2012). Available at [http://www.gavi.org/about/governance/corporate-policies/evaluation]

042-2020-GAVI-RFP 8/11

the application of the policy, the evaluation team is encouraged to use this information to inform the formative, co-created recommendations, keeping within scope of the proposed evaluation.

The evaluation should utilize a range of data sources, including but not limited to the following: Review and use of secondary data sources:

o Review and critical analysis of the draft M&E framework.

o Review relevant documents like the Flexibility tracker, Policy decision data base Generation and use of primary data sources:

o A mix of key informant interviews, at global, regional country levels, and CSOs, with key stakeholders to be identified during the inception phase.

9. DELIVERABLESBelow are the deliverables and timelines expected to be included as part of this evaluation. These will be further defined with the evaluation team and the Gavi Evaluation and Learning Unit during the inception phase.

Deliverable Due Date Reoccurring meetings with the Evaluation and Learning Unit (frequency TBD) and minutes, including with the Steering Committee of the evaluation (supplier would not submit minutes of the Steering Committee calls)

Ongoing throughout the evaluation

Milestone 1Deliverable 1: Progress update (deck is acceptable) 15 December 2020Milestone 2Deliverable 1: Preliminary findings (slide deck and relevant Annexes)

20 January 2020

Deliverable 2: Facilitate recommendation cocreation meeting

February 2021

Deliverable 3: Draft Report 28 February 2021Deliverable 4: Power Point slide deck summarising the First Draft report, including draft recommendations

28 February 2021

Deliverable 5: Final Report, with an Executive summary (format TBC)

March 2021

Milestone 3Deliverable 1: Presentations of Final Report at Gavi Secretariat (including slides)

April 2021

Deliverable 2: Policy Brief summarising the main findings, lessons learnt and final recommendations (TBD)

April 2021

10. EVALUATION CRITERIA10.2. Evaluation Criteria

The decision to award any contract as a result of this RFP process will be based on Service Provider’s responses to this RFP, quality of recommended expert resources and any subsequent negotiations or discussions.

042-2020-GAVI-RFP 9/11

The decision-making process will consider the ability of Service Provider(s) to fulfil Gavi requirements as outlined within this RFP, and cost of the review proposals will be evaluated as appropriate against the following criteria:

Technical criteria:o Evaluation framework and designo Demonstrated understanding and operationalization of the evaluation questionso Appropriate methods proposed for undertaking the work o Ability of the bidder to carry out scope of work (based on qualifications of the team,

including CVs of key experts). Demonstration of subject matter expertise in large global health projects. Depth of experience of the evaluation team with both quantitative and qualitative analysis expertise as well as evaluation synthesis

o Understanding of, and ability to meet, Gavi’s requirements and deliverables; Preference will be given to local / regional institutions or those partnering with local / regional institutions of Gavi countries.

o Service Provider’s qualifications, reputation and backstop support;o Experience with similar projects, specifically in fragile, emergency and/or refugee

settingso Track record of conducting high quality evaluations.

Pricing:o Overall costo Realistic costing of the proposal

If a Service Provider would like Gavi to consider any other criteria during the decision making process, it should notify Gavi in writing when confirming intent to participate (See intent to participate letter attached in Annex 1).

11. PROPOSAL REQUIREMENTS

11.2. Requirements for Technical Proposal

Following the issuance of the RFP, all interested contractors are invited to submit a proposal that describes:

evaluation framework with the key questions to be addressed detailed description of the evaluation methods, and approaches detailed work plan budget and timeline to conduct evaluation quality assurance plan that covers all key steps of the evaluation process statement of potential conflict of interest

The evaluation team should demonstrate qualification, experience and competencies in the following areas:

a) Professional background and competency in complex analyses and public health.b) Experience conducting evaluations, including extensive experience with appropriate

evaluation design and methods;c) Advanced knowledge of and experience with global health fragile and emergency context;d) Excellent communication skills, including writing and presentation skills; e) Ability to meet tight deadlines with quality products.

Bidders are encouraged to include links to any similar previous work products available on-line that demonstrate their relevant experience and expertise.

042-2020-GAVI-RFP 10/11

11.3. Requirements for Financial ProposalThe financial proposal should be a standalone document (using excel). This should:

i. Provide full details of your financial offer. This should include fixed costs and any variable costs.

ii. Indicate the components of your financial offer.iii. We recommend using the template inserted as Annex 3.

Please note that in accordance with Gavi’s Headquarters Agreement with the Swiss Government Gavi is exempt from VAT, as well as customs taxes and duties in Switzerland. Consequently, your prices will have to be submitted to us net of any tax and in US$. The necessary documents will be sent to the selected provider(s) upon the ordering procedure.

12. MANAGEMENT AND OVERSIGHTThis evaluation will be outsourced in its entirety to external Service Providers. In accordance with Gavi Board instituted process for conducting evaluations, the Gavi Secretariat will conduct a procurement exercise to recruit the Service Providers and assume responsibility for day-to-day management of the evaluation.

13. ANNEXES

13.2. Annex 1: Written Intent To Participate

13.3. Annex 2: Q&A Form

13.4. Annex 3: Financial Proposal Template

042-2020-GAVI-RFP 11/11