Kenya Red Cross Society
Consultancy to Determine Factors that Contribute to Defaulting Among Individuals in HIV Treatment through Qualitative Approaches
Document Release Date : 19th October 2023
Last Date for Receipt of proposals : 1st November 2023
Time : 11.00Hrs
Tender Number : GFPREQ02271
Submission Method Email to : tenders@redcross.or.ke
Tender Opening Venue and Time : Virtual via Microsoft Teams at 12:00hrs
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A Qualitative Assessment to determine factors that contribute to
defaulting among individuals enrolled on HIV Treatment, Care and Support
to inform ART retention strategies.
1. Summary of the Review of Start Phase.
1.1.
Purpose: The main purpose is to undertake a qualitative assessment that
will establish reasons for defaulting from HIV treatment, Care and
Support among individuals living with HIV and inform ART retention
strategies across 33 counties of Global Fund program implementation.
1.2.
Partners: Global Fund, National AIDS and STIs Control Programme
(NASCOP), Kenya Red Cross Society (KRCS), County Governments and the Sub
Recipients.
1.3.
Duration: 40 days.
1.4.
Estimated Dates: 4th December 2023 to 19th January 2024
1.5.
Geographical Location: 33 counties of implementation.
1.6.
Target Population: The assessment will target men and women living with HIV aged 18 years and above.
1.7.
Deliverables: Protocol/Inception and Final Assessment Reports.
1.8.
Methodology: It is expected that the successful bidder will propose
effective qualitative approaches that strongly address the purpose of
the scope. The proposed methodology will be reviewed by the Evaluation
Management Team (EMT) for the logic of inquiry, setting and
participants, methods and procedure of data collection and data Analysis
as well as ethical procedures.
1.9.
Evaluation Management Team: KRCS team.
2. Background Information
Kenya Red Cross Society (KRCS) is the non-state Principal Recipient (PR)
for the Global Fund HIV Grant for the period between July 2021 and June
2024. The goal of the grant is to contribute to attainment of universal
health coverage through comprehensive HIV prevention, treatment, and
care for all people in Kenya with the objectives of reducing new HIV
infections by 75%; AIDs related mortality by 50%; and HIV related stigma
and discrimination to less than 25%.
The HIV prevalence in Kenya is currently estimated at 3.7% among the
general population, as at the end of 2022, translating to 1,377,784
people living with HIV. There has been a reduction in prevalence from
11% in the mid-1990s, attributed to scaling up of innovative HIV
prevention interventions, engagement of communities and sectors as well
as scale up of treatment for all PLHIV as guided by the Kenya Prevention
Revolution Roadmap which focuses on combination prevention targeted for
populations and geographies.
About 1.3 million PLHIV were estimated to be on Antiretroviral treatment
(ART) by December 2022. However, there was noted geographical and
population disparities in treatment coverage occasioned by numerous
factors including attrition due to mortality (3%) and loss to follow-up
(3.1%), stigma and discrimination, knowledge gaps among caregiver and
lack of disclosure among caregivers. The national aspiration is to
sustain the gains made in the Care and treatment component of the HIV
response towards achieving the second and third “95s” of the HIV cascade
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through leveraging on investments from the GoK, PEPFAR and the Global Fund to achieve these targets.
The interventions were to contribute to the expansion of ART treatment
delivery models to provide quality services, improve access, promote
retention in care and achieve viral suppression for PLHIV in care. The
targeted population prioritized adults living with HIV (Pregnant and
lactating women living with HIV), Adolescents living with HIV and
Children living with HIV (under 15), newly diagnosed PLHIV, treatment
defaulters, and co-infected HIV patients to ensure maximum adherence to
treatment. Even though, the program has scaled up community engagement
in the provision of treatment, care, and support through identification,
tracking and linking defaulters back to care, there is still increased
loss to follow-up cases within the program sites, coupled with multiple
cases of default from the same individual. It is on these bases, that
the program intends to establish reasons for defaulting from HIV
treatment, Care and Support among individuals living with HIV through a
qualitative approach and inform ART retention strategies for adoption to
mitigate the loss to follow-up.
3. The Assessment Purpose, Scope & Deliverables
3.1
Purpose: The program intends to carry out a qualitative assessment to
determine factors that contribute to defaulting among individuals
enrolled for HIV treatment, Care and Support among individuals living
with HIV, and recommend strategies to strengthen ART retention in the 33
counties of grant implementation. This is a continuous quality
improvement approach that will facilitate to identify process gaps and
the information would be vital to inform adaptation of strategies in
fostering provision of differentiated service deliveries to individual
living with HIV to enhance ART retention across the program areas.
3.1.1 Broad Objective: The general objective of the assessment is to
establish reasons for defaulting from HIV treatment, Care and Support
among individuals living with HIV to inform ART retention strategies in
the 33 counties of implementation.
3.1.2
The specific objectives.
The specific objectives for the review will include, to:
3.1.2.1
Determine factors that contribute to defaulting among individuals
enrolled for HIV treatment, Care and Support among individuals living
with HIV in 33 counties.
3.1.2.2
Assess bottle necks in delivering differentiated service delivery model
through defaulter identification and linkage back to health facilities
for treatment in the 33 counties.
3.1.2.3
Recommend retention strategies for adoption that would contribute to
high impact in ART retention among individuals living with HIV in 33
counties.
3.2
Scope of Work:
3.2.2
Geographical coverage: The scope is informed by the current program
coverage, which includes the following counties: Bungoma, Busia, Elgeyo
Marakwet, Garissa, Homa Bay, Isiolo, Kajiado, Kakamega, Kericho, Kiambu,
Kisii, Kisumu, Kitui, Kwale, Laikipia, Lamu, Mandera, Marsabit, Meru,
Migori, Mombasa, Nairobi, Nakuru, Nandi, Samburu, Siaya, Taita Taveta,
Tana River, Trans Nzoia, Turkana, Uasin Gishu, Vihiga and Wajir Counties
of Kenya
3.2.3
Target groups: The assessment will target men and women aged 18 years
and above (inclusive of key and vulnerable population) as well as
services providers such as
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community volunteers
(community adolescent treatment supporters (CATS), peer champions,
expert patients) health care workers (HCWs), SCHMT representative and
sub recipients (SRs).
3.2.4
Expected Outputs:
3.2.4.1
A technical and financial response to the call for applications
outlining the understanding of the task, detailing the appropriate
methodology for the assessment, work plan and budget.
3.2.4.2
Protocol development for submission to Ethics and Scientific Review Committee prior to research exercise.
3.2.4.3
A final report of the assessment submitted to the evaluation team, including raw, final databases and any recorded materials.
3.2.5
Deliverables: The assessment will be phased with deliverables at
intervals that will be discussed and agreed with the successful bidder
However, at the minimum.
3.2.5.1
The Protocol submission and approval by the Ethics and Scientific Review Committee.
3.2.5.2
Final assessment report.
4. Evaluation Methodology Approaches
KRCS recommends for effective approaches and design that responds to the
proposed work, requirement and the assessment objectives. However,
Evaluation Management Team (EMT) may recommend additional approaches as
appropriate.
5. Quality & Ethical Standards
The applicant is expected to outline quality and ethical standard in the
proposal and ensure that the assessment is designed and conducted to
respect and protect the rights and welfare of vulnerable populations.
The findings of the assessment will be expected to be technically
accurate and reliable; and conducted in a transparent and impartial
manner.
The team will be required to adhere to the research standards and
applicable practices as recommended by the Red Cross and Red Crescent
Movement, which include: Utility - Assessments must be useful and used;
Feasibility - Assessments must be realistic, diplomatic, and managed in a
sensible, cost-effective manner; Ethics & Legality - Assessments
must be conducted in an ethical and legal manner, with regard for the
welfare of those involved in and affected by the assessment;
Impartiality & Independence - Assessments should be impartial,
providing a comprehensive and unbiased assessment that considers the
views of all stakeholders; Transparency - assessment activities should
reflect an attitude of openness and transparency; Accuracy - Assessments
should be technically accurate, providing sufficient information about
the data collection, analysis, and interpretation methods so that its
worth or merit can be determined; Participation - Stakeholders should be
consulted and meaningfully involved in the assessment process when
feasible and appropriate; Collaboration - Collaboration between key
operating partners in the assessment process improves the legitimacy and
utility of the assessment.
The assessment is also expected to be conducted in a manner that
respects the seven Fundamental Principles of the Red Cross and Red
Crescent: 1) humanity, 2) impartiality, 3) neutrality, 4) independence,
5) voluntary service, 6) unity, and 7) universality.
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6. Qualifications and Experience for the evaluation firm
For the purposes of this assignment, a successful organization/company will be required to have the following:
6.1
A registered and experienced in carrying out evaluations or related assignment for at least five years in Kenya.
6.2
The organization/company should demonstrate strong local understanding
of Differentiated ART service delivery and HIV care as well as
counselling and psycho-social support.
6.3
Previously carried out researches or surveys on treatment, care and support using qualitative approaches.
6.4
Experience in protocol development, handling ethical approvals from approved independent review and ethical board.
6.5
Demonstrate adequate knowledge and skills in qualitative research design, data collection, analysis and reporting.
6.6
Good analytical (qualitative), presentation and writing in English.
6.7
Ready to carry out the assignment and deliver results within a short time.
7. Management of the Assessment
7.1
Duration: The entire survey will take a maximum of 40 days. The scheduled is between 4th December 2023 to 19th January 2024.
7.2
Requirements:
7.2.1
Protocol for approval by Ethics and Scientific Review Committee.
7.2.2
A soft copy Draft report, editable for review and inputs.
7.2.3
Final Assessment report, well visualized and soft copy in a Flash Disk,
including the data materials, PowerPoint presentation used during
disseminations.
7.2.4
Dissemination of the report to stakeholders/TWG.
7.3
Roles of Evaluation Management Team: The role and responsibilities for the team will include, but not limited to:
7.3.1
Development and finalization of the assessment Terms of reference.
7.3.2
Procure the consulting firm and provide the necessary linkage during the process.
7.3.3
Provide Consulting team with the relevant documents as required.
7.3.4
Plan for the report validation meeting with key stakeholders.
7.3.5
Review and approve the assessment documents and the final report.
7.3.6
Make fund available to the consultant as per the contract document.
7.4
Role of the Consultant: The successful consultant will be required to
engage with KRCS team in undertaking its key roles and responsibilities,
which include:
7.4.1
Responding to the TOR, detailing its understanding and local context of
HIV treatment, care and support, experiences, methodological approaches
(including proposed sample and sampling), work plan and budget.
7.4.2
Undertaking a desk review and developing and protocol/inception report as per KRCS agreed standard.
7.4.3
Developing appropriate data collection instruments for the assignment.
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7.4.4
Selecting, sensitizing research team, and overseeing field work, data analysis and report writing
7.4.5
Submitting a final assessment report.
7.4.6
Developing dissemination pack and facilitate actual dissemination of the review exercise to key stakeholders.
7.4.7
Sharing all the data sets with KRCS.
8. Application Requirements
Application materials shall include:
•
A written response to this TOR in terms of a proposal detailing the
technical understanding of the task, proposed methodologies of the
evaluation, expected activities and deliverables, proposed work plans
with schedule, and financial bids. See Annex 1
•
Attach a table describing the level of effort (in number of days) of
each team member in each of the evaluation activities. See Annex 3.
Also, attach CVs of the evaluation team as annex.
•
Professional references: please provide at least reference letters from
your previous clients and full contact details of the referees (working
and active email & phone number). The referees provided must be
ready to be contacted if need be.
•
Previous and related evaluation/survey/study report undertaken by the organization/company.
Please also note that the people whose names appear in the team
composition template MUST be the ones to undertake the assessment. As
such, they MUST be the ones to appear in person if the proposal moves to
the interview/oral stage.
9. Submission of proposal
The Technical Proposal MUST be prepared in conformance to the outline
provided in Annex 1 while the financial proposal shall conform to the
template provided in Annex 2.
Bidders MUST provide a technical and financial proposal in two separate
folders clearly marked “Technical Proposal” and “Financial Proposal” and
sent as one email with the subject: “Tender No. GFPREQ02271: Call for
consultancy to determine factors for defaulting among individuals in HIV
Treatment through qualitative approaches”.
The Proposal should be sent on mail to reach tenders@redcross.or.ke by 1st November 2023 at 11:00 am.
Tenders will be opened in the presence of the bidders or their
representatives who choose to attend our online tender opening meeting
on the same day at noon. Interested bidders to confirm participation on
mail tenders@redcross.or.ke and thereafter we will share the virtual
link for the meeting. ANNEX 1: TECHNICAL PROPOSAL FORMAT
The bidder’s technical proposal should not be more than 18 pages and covering the following sections clearly:
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1.
Introduction: Description of the firm, detailing the capacity and qualification in carrying out the assignment.
2.
Background: Demonstrate clear understanding of differentiated service
delivery in the provision of treatment, care, and support locally.
3.
Proposed methodology: Demonstrate understanding of qualitative
approaches and proposing appropriate methodology, clearly explained to
address the assignment/work. This should detail population, samples, and
sampling procedure as appropriate.
4.
Firms experience: Summary of the previous and only related assignments
conducted in the last 5 years: Table of {Name of organization/client,
Assignment/work (Purpose and Objectives), Duration assignment (Date
& # of Days), reference person contacts}.
5.
Proposed team: Provide key team required for the assignment as per the
table below. Name of Team Member Highest Level of Qualification Years of
Experience related to the task at hand Previous Assignment undertaken
Roles under this assignment
6.
Work plan: Provide Gantt chart of activities for the assignment. ANNEX 2: BUDGET TEMPLATE
The consultant shall quote and summarise the detailed cost of review as
shown on the table below. In addition, the applicant must provide a
detail working for the cost of field activities. A. Consultancy Cost
Items Description Unit # of Units Unit Cost (Ksh.) Total Cost (Ksh.)
Justification of Unit cost Consultancy Fee (for the whole assessment
period)
Protocol approval Detailed Cost of Field Activities Total
NOTE: It is recommended that this be done in excel sheet and the detailed budget submitted electronically, with summary.
ANNEX 3: TENDER EVALUATION CRITERIA
A three-stage evaluation procedure will be used to evaluate all
proposals from bidders that meet the administrative compliance. The
total number of points which each bidder may obtain for its proposal:
3.1
Mandatory Checks Pass
3.2
Technical Proposal 50 scores
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3.3
Oral presentation 30 scores
3.4
Financial Proposal 20 scores
3.1
Mandatory Checks Criteria
Applicants will have to be a legal entity registered in Kenya with the
right to enter a contractual agreement with KRCS. The applicant must
have no history of legal proceedings related to fraud or corruption. The
applicant must be a qualified entity (firm/company) with:
3.1.1
Valid Kenyan Registration,
3.1.2
Valid Kenyan Tax compliance,
3.1.3
A detailed report of previous similar work/assignment (Soft copy).
Note: Only applications meeting all the above eligibility requirement will move to the tender evaluation.
3.2
Evaluation of the Technical Proposal
The technical proposal shall be evaluated based on its responsiveness to
the Terms of Reference. Specifically, the following criteria shall
apply: Evaluation Criteria Maximum Points Bidder’s score Remarks
Introduction: Description of the firm, detailing the capacity and qualification in carrying out the assignment.
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Background: Demonstrate clear understanding of differentiated service
delivery in the provision of treatment, care, and support locally.
16
Methodology: Demonstrate understanding of qualitative approaches and
proposing appropriate methodology, clearly explained to address the
assignment/work and detailing population, samples, and sampling
procedure as appropriate.
8
Firms Experience: Summary of the previous and only related assignments
conducted in the last 5 years: Table of {Name of organization/client,
Assignment/work (Purpose and Objectives), Duration assignment (Date
& # of Days), reference person contacts} & Demonstration of
qualifications as per the ToR.
8
Proposed Team Composition:
•
Tabulate the team composition to include the general qualifications,
suitability for the specific task to be assigned and overall years of
relevant experience to the proposed
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9
Evaluation Criteria Maximum Points Bidder’s score Remarks
a
ssignment.
•
Experience in conducting similar assignment.
•
Key staff Qualifications should include qualification required as per the TOR.
Work Plan: Gantt Chart provided capturing key and appropriate activities, duration.
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TOTAL SCORE
50
Any firm with at least a score of 35 marks from the technical
evaluation, will proceed and invited for the second stage - oral
presentation.
3.3
Oral presentation Criteria Maximum Points Bidders Score Remarks
Demonstrate good understanding of interventions for treatment, care and support as well as the requirement for work/assignment.
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Demonstrate appropriateness in the methodological approaches for the
exercise, with the capacity to carry out the assessment and develop
report as well as management of protocol and ethical approvals
10
Demonstrated team capacity and realistic road map
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Total
30
For the firm to proceed to the last stage – financial proposal opening
and evaluation, a successful bidder is expected to score a minimum of 56
scores of the combined technical and oral scores.
3.4
Financial Proposal Evaluation
The Financial Proposal shall be prepared in accordance to Annex 2. The
maximum number of points (20 scores) will be allocated to the lowest
financial quotation and the other Financial Proposals will receive
points in an inverse proportion according to the below formula:
Points for the Financial Proposal being evaluated
(Maximum number of points for the financial proposal) x (Lowest price)
Price of proposal being evaluated
3.5
Final Scores and Recommendation
The EMT will be guided by Cost and Quality Based Selection (CQBS), a
preferred method for procuring consultancy services as per KRCS
procurement manual. The scores for the three stages (Technical, Oral,
and financial evaluations) will be aggregated and the team shall make
recommendation to award the bidder with the highest combined technical
and financial scores.
How to apply
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2.
Bidders MUST provide a technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and sent as one email with the subject: “Tender No. GFPREQ02271: Call for consultancy to determine factors for defaulting among individuals in HIV Treatment through qualitative approaches”.
The Proposal should be sent on mail to reach tenders@redcross.or.ke by 1st November 2023 at 11:00 am.
Tenders will be opened in the presence of the bidders or their
representatives who choose to attend our online tender opening meeting
on the same day at noon. Interested bidders to confirm participation on
mail tenders@redcross.or.ke and thereafter we will share the virtual link for the meeting.