Re-Advertisement Institutional consultancy to conduct Immunization Coverage Survey in Rwanda

Terms of Reference for immunization coverage survey in Rwanda

 

Summary

Type of Contract Institutional Contractor   

 

Title    

Institutional consultancy to conduct Immunization Coverage Survey in Rwanda 

 

Purpose

. To provide information on immunization coverage to inform RBC and vaccination program,

. Information on impact of COVID-19, information on adolescent nutrition, develop equitable and quality coverage improvement plan    

    

Type of consultancy

Delivery based

 

Location

Kigali, with field based on the survey methodology   

 

Duration 

Six (6) months

 

Start Date

July 2023

 

Reporting to

UNICEF Health and Nutrition section    

    

 

1.   Background

 

Rwanda started Expanded Program on Immunization (EPI/Rwanda) in 1978, which developed rapidly, in 1980 the EPI was operational with six routine vaccines BCG, OPV, DPT, TT and Measles vaccine. In 2002, the program introduced the pentavalent vaccine, a DPT-containing vaccine (DPT-HepB+Hib), given to all children at the same time with oral polio vaccine (OPV). In April 2009, a new vaccine, pneumococcal conjugate vaccine (PCV) was also introduced in the National Immunization Program. In 2011, HPV vaccine was added to the routine immunization program in order to protect adolescent girls from cervical cancer using a school-based immunization approach at the beginning and shifted to an age-based approach (12 years) in 2014. In May 2012, EPI introduced one more life-saving vaccine, the rotavirus vaccine, into its routine program and, finally, in January 2014, rubella vaccine combined in Measles/Rubella vaccine was introduced in routine immunization and given at nine-month and MCV as measles second dose at fifteen months. IPV 1st dose and 2nd dose was introduced in 2018 and 2022 respectively.

Immunization coverage in Rwanda has improved over the years, the percentage of children aged 12-23 months who received all basic vaccination increased from 75% in 2005 to 96% in 2009-20  and decreased during the COVID-19 pandemic period, with the coverage of pentavalent vaccine (three doses) increasing from 87% in 2021 to 92% in 2022 and the human papillomavirus (HPV) vaccination from 74% to 78% in the same period[[2] Routine immunization system, Ministry of Health (MoH). // REVIEW/VALIDATE THIS SOURCE2]. More than 30,000 children missed their first dose of diphtheria, pertussis and tetanus (DPT1) vaccine and other life-saving health services. Crucially, some 40,000 children aged 1to 3 years have not received any dose of vaccine during Covid-19 pandemic, reaching those being missed by the health system.

 

2.   Justification

 

The country is making efforts to maintain achievements in vaccination coverage, all requirements are provided to health facilities, however, COVID-19 pandemic impacted health services including vaccination. Between 2020 and 2021, the coverage of diphtheria, tetanus and pertussis (DTP) and measles vaccines dropped, leading to an increase in the prevalence of zero-dose and under-vaccinated children in Rwanda

 

It is against this background that RBC through the Immunization program, wants to conduct a routine immunization coverage survey targeting children aged 12 Months to 36 months and 12-15 years girls having received HPV vaccine since 3 years ago and identify the impact of COVID-19 on Routine including HPV Immunization coverage.

 

Cohorts :

1)   Children 12-36 months will be assessed for routine vaccination

2)   Female children 12-15 years old to be assessed for HPV vaccination .

3)   Impact of COVID-19 vaccination on Routine Immunization coverage

 

3.   Objectives

 

The main objective of this survey is to provide a more accurate estimate of coverage, the routine vaccination coverage performance and come up with clear guidelines.

 

Specific objectives

 

i.   To elicit reasons for some eligible children not having taken immunization during 2020, 2021 and 2022

 

ii.  Relation of not being vaccinated and Covid-19 pandemic during the past 3 years

iii. A cohort of 12-15 years old girls to be assessed on the coverage of HPV             provided to female    adolescents since in 2019 to identify the reasons of HPV coverage drop in the last 3 years

 

The results will be used:

 

(i)  To validate administrative data on immunization coverage among children aged 12 – 36 months for all antigens in the national immunization schedule

 

(ii) To elicit reasons for not being immunized or defaulted among children aged 12-36 months

 

(iii)     To describe socio-demographic and behavior factors that influence child and maternal vaccination

 

(iv) To develop an immunization coverage improvement plan

 

(v)  To develop an implementation plan for adolescent girls nutrition

 

4.   Description of the assignment/specific tasks

 

1.   Methodological Approach and Expected Outputs

 

The methodology will be based on WHO EPI Cluster survey methodology as the purpose is to determine the immunization coverage following the measles second dose as per WHO recommendation and will focus on immunization coverage survey including HPV and BMI assessment for girls aged 12-15 years. The lead consultants will design and share the methodology and survey design in the inception report and the consultant team will be working with MCCH/EPI, UNICEF and other partners of immunization in Rwanda as members of the immunization surveys steering committee to finalize the methodology and design. The team of consultants will be in charge of field activities, data collection, data compilation, drafting the survey, presenting findings to the steering committee for technical approval, finalization of the two reports, and elaborating a PowerPoint presentation and executive summary for final approval by MCCH and RBC. Finally, the development of the manuscript for publication.

 

The immunization coverage survey will be conducted in phases as follow:

 

Phase 1. Inception report on Immunization coverage survey

 

Desk review on immunization coverage survey, to be submitted to the steering committee for approval;

 

·    Conduct and discuss a desk review of available literature (grey and published) related to immunization in Rwanda

·    Draft the inception report including all details of the methodology, questionnaires and other data collection tools, field activities plan and present to the steering committee for review and approval by MCCH/RBC.

 

Phase 2. Data collection for BMI and Immunization coverage survey

 

Review and adapt already existing standard immunization coverage survey tools and adopt the existing WHO standard BMI tools

 

·    Train data collectors and equip them with sufficient knowledge

·    Collect data from defined participants at the national level based on the approved inception report

·    Field visits and data collection from districts and selected communities based on the approved inception report, study design and methodology of cluster survey

·    Progress report of the data collection.

 

Phase 3: Data analysis and reporting immunization coverage survey

 

·    A detailed analysis will be conducted by the consultant team followed by the presentation of findings to the steering committee for validation. After validation of the findings, the final report will be developed (final report of the immunization coverage , HPV coverage to 12-15 years girls; and the impact of COVID-19 on routine immunization, executive summary for the reports and PPPs) and present it to MCCH/RBC and UNICEF then final submission will include manuscript for peer review journals

 

5.   Key deliverables and timelines

 

Major Tasks    Deliverables   Timeframe andpayment schedule

 

-Develop inception report and conduct desk review    Inception report and desk review report with Minutes of steering commitee meeting   2 weeks. 30%

    

-Conduct field visit and data collection     Draft report of field work    9 weeks

2nd payment:20%    

 

3.Conduct  data analysis, presentation to the steering committee and produce the draft reports   Draft reports on immunization coverage survey minutes of the steering committee  for validation meetings     

 

Incorporate  comments from steering committees and MCCH/EPI key stakeholders      Immunization coverage survey(Final report, executive summary, PPP)

     4    weeks, 20%    

 

Report dissemination     Final report with anexes and minutes of the validation meeting 2 weeks

Final payment 30%  

 

2.   Develop manuscript  Manuscript developed and submited       

 

6.   Reporting Requirements

 

The end product will be the final reports (word document and PPP) and manuscript for peer review which should be in line with UNICEF and MOH standards and specifically, the reports should include but not limited the executive summary, description of the methodology, findings, analysis, conclusions, lessons learned/best practices, key recommendations and annexes (questionnaires, Data sets and other data collection tools)

 

7.   Project Management

 

The Consultant will be contracted by and report to UNICEF Rwanda and MOH/RBC  as per RBC requirements. The members of the steering committee chaired by MoH/RBC/MCCH and composed by main stakeholders involved in EPI activities including the ministry of health, MCCH/EPI, UNICEF and WHO. The UNICEF will be responsible for hiring an institutional consultant to conduct the immunization coverage.

MOH and UNICEF will provide all relevant information, documents, and support needed in the organization of the field visits, data collection and meetings to validate the findings.

 

8.   Location and duration

 

Though some tasks under this study may be carried out remotely, most of the field work will be carried out in Rwanda. In this context, the key technical team members will have to work within the country to undertake field visits/work, meeting with partners and workshop facilitation.

 

9.   Payment Schedule

 

Payment will be made to the consultant as per scheduled presented in Section 5.

 

10.  Qualifications

The institutional consultancy will be responsible for the creation of the survey and evaluation team which should have at least two experts one in immunization coverage survey other members of the team should be also keen in surveys, evaluation and statistics, reports writing and analysis of findings.

 

Qualifications for the institutional consultant firm:

 

·    At least Minimum of 10 years of experience in immunization studies including cluster surveys

·    Experiences in working with governments, especially with MOH and decentralized levels including communities and families

·    Experiences in working with UN agencies including UNICEF

·    Team leaders should be acknowledged by public health institutions in the region with a strong background in research in public health and immunization domain

·    Team leaders should have at least a master’s in public health/epidemiology and or biostatistics

·    The consultant team should be fluent in English, and French (desired) for ease of data collectors and supervisors.

 

11.  Evaluation Methodology

 

A two-stage procedure shall be used in evaluating the proposals, with evaluating of the technical proposal being completed prior to any financial proposal being compared. A 70/30 assessment model for the technical and financial proposal respectively will be adapted. Cumulative weighted average methodology will then apply in determining the best value for money proposal.

 

(a)  Assessment processes of submitted proposals:

After the opening, each proposal will be assessed first on its technical merits and subsequently on its price. Responses deemed not to meet all of the requirements listed above will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this ToR, including provision of all required information, may result in a response or proposal being disqualified from further consideration. Final decision on the evaluation/proposal assessment will rest with UNICEF.

 

(b)  Evaluation of technical proposals

 

The technical proposals will be evaluated as per the below evaluation criteria:

Technical Proposal 

No.  Criteria  Max. Points   

1.0  Overall response    5   

     (i)  Overall clarity and completeness of the proposal.  2   

     (ii) Overall concord between the RFP requirements and the proposal      3   

 

2.0  Proposed Approach, Methodology and Workplan 30  

     (i)  Adequacy of the proposed implementation approach/ methodology    15  

     (ii) Structure of the team to be deployed for the assignment       5   

     (iii)     Workplan       5   

     (iv) Monitoring and coordination mechanism     5   

 

3.0 Organizational Capacity 35  

     (i)  Organizational expertise and experience in works of similar nature and complexity completed over a minimum of five (5) years     5   

     (ii) Qualifications and competence of the key staff 30  

Total     70  

 

Only proposals which receive a minimum of 49 points under the technical evaluation will be considered technically compliant and be eligible for the second phase (financial review).

 

(c)  Evaluation of financial proposals

The total amount of points allocated for the price component is thirty [30]. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price e.g.:

                                     Max. Score for price proposal * Price of lowest priced proposal

Score for price proposal X =------------------------------------

                               Price of proposal X

 

 

(d)  Final computing of proposal score

Total proposal scores will be consolidated as follows:

 

Evaluation of proposal   Maximum points

Technical evaluation of proposals  70  

Cost / Financial proposal     30  

Total     100 

 

The proposal with the best overall scoring, composed of technical responsiveness, merit and price, will be recommended for approval. UNICEF will notify the selected firm/institution by email when the evaluation and award process is completed.

Logistics:

 

The logistic means will be the responsibility of the consultancy institution including, travel arrangements, vehicles for field transport, equipment, computers, and other materials that should be detailed in the financial proposal.

 

·    Payment conditions and currency: the currency will be Rwf for the national institution

·    UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/outputs is incomplete, not delivered or for failure to meet deadlines

·    All materials developed by the consultant will remain the copyright of UNICEF and MOH that will be free to adapt and modify them in future.

 

12.  Supervision

 

The immunization coverage survey will be supervised by UNICEF Health Unit jointly with RBC/MCCH. Technical support will be provided to the institutional consultancy firm by a steering committee which will be composed by the immunization technical team and stakeholders. RBC/MCCH will provide specific guidance related to selection of sites and data collection in the communities.

 

13.  Confidentiality

 

Unless otherwise specified, the consultant shall keep confidential all information and documentation being shared by MOH/RBC; all materials developed by the consultant will remain the copyright of UNICEF and MOH that will be free to adapt and modify them in future.

 

14.  Contract management and administrative matters

 

UNICEF will issue the contract and pay the consultants, based on the terms agreed in the contract and after the approval of the deliverables by moh/RBC.

 

15.  Policy issues

 

(i)  No contract may commence unless the contract is signed by both UNICEF and the consultant;

(ii) Consultants will not have supervisory responsibilities or authority on UNICEF budget; and

(iii)     UNICEF will conduct reference checks (persons/institutions) for feedback on services provided by the bidder.

 

In attachment:

Annex-1 – Suggested template for financial proposal

Deliverable    Number of person days     Delivery date  Costs    

                    

Total: