Request for Quotations No: 1617-XX

For Dissemination Workshop to Share Findings from the Program Evaluation

of the MITRA project in Indonesia

Issued by the Nutrition International “NI” (formerly known as the Micronutrient

Initiative)

Deadline for receipt of proposals at the NI:

Wednesday 29 August, 2018

17:00 West Indonesia Standard Time

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RFQ No. 1617-XX

1. SCOPE

Nutrition International/NI is implementing a project titled MITRA-Reducing Iron Deficiency

Anemia in pregnant women and reducing mortality and morbidity in children under five in
Indonesia in two provinces in Indonesia, funded by the Department of Foreign Affairs and
Trade (DFAT) Australia.

MITRA project that is being implemented in 10 districts in East Java and 10 districts in East
Nusa Tenggara will end on September 2018. NI has provided technical assistance at the
national, provincial and district level to strengthen the commitment of the government for
micronutrient (MN) supplementation programs, improve service provision and increase
awareness through Behavior Change Intervention strategies. In order to assess the
changes in both coverage and adherence of key micronutrients, and also to evaluate the
extent to which these are plausibly due to the project’s interventions, NI has contracted a
research agency to conduct the baseline and endline survey. NI would undertake a
dissemination workshop to share the results of the program evaluation, the best practices
and lessons learnt with the national, provincial and district governments as well as other
stakeholders to inform their future planning.

2. TECHNICAL SPECIFICATION

Bidders should refer to Annexure A, B and C.

3. GENERAL INSTRUCTIONS AND CONSIDERATIONS

3.1 Bidders must provide all information requested below. Quotations that do not
provide the required information, or do not follow the submission requirements, will
not be reviewed.

3.2 Bidders are responsible for all costs associated with quotation preparation.

3.3 Requests for further information must be sent in writing by email by August 24,
2018, 17:00 West Indonesia Standard Time to:
proposalsindonesia@nutritionintl.org
Questions received thereafter will not be answered.

3.4. Nutrition International reserves the right to reject or accept any quotation in whole
or in part and to reject all quotations at any time without assigning any reason
whatsoever before award of Contract.

4. SUBMISSION OF QUOTATIONS

4.1 The closing date for submission of quotations is on or before August 29, 2018,
17:00 West Indonesia Standard Time. Late or incomplete quotations will not be
considered. The quotations must be submitted by email in English at the following
Email address to proposalsindonesia@nutritionintl.org with reference of “RFQ No:
1617-XX – Dissemination Workshop to Share Findings from the Program
Evaluation of the MITRA Project in Indonesia” in the subject line.

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RFQ No. 1617-XX

4.2 Interested bidders (firms/institutions) shall submit the following documents:

 Cover letter
 Proposal including institutions profile with CV of team members, references of
minimum 3 relevant experiences, and proposed budget using the budget
template provided in Annexure B.

4.3 Bidders should refer to Annexure B for the format for quotations.

4.4 Bidders must include the timeline in Annexure B along with their quotation and
indicate their ability to meet the schedule by accepting or adjusting the dates.

4.5 All prices shall be valid for a period of 2 months after the Closing Date.

5 BIDDER SELECTION AND CONFIDENTIALITY

5.1 NI will review all complete quotations and inform the successful Bidders within 3
weeks of the Closing Date.

5.2 NI will respect the confidentiality of all information provided by Bidders.

6 FINANCIAL PROPOSAL

6.1 The financial proposal must contain the expected budget for accomplishing the
complete work with detailed breakup. All amounts quoted must be in IDR. The
Bidders should provide a detailed budget, based on the format attached as
Annexure-B.

6.2 Fees should be inclusive of Indirect Cost.

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ANNEXURE A

Terms of Reference
Dissemination Workshop to Share Findings from the Program Evaluation of the
MITRA Project in Indonesia

Grant: DFAT MITRA

1. Background

Nutrition International/NI is implementing a project titled MITRA-Reducing Iron Deficiency

Anemia in pregnant women and reducing mortality and morbidity in children under five in
Indonesia in two provinces in Indonesia, funded by the Department of Foreign Affairs and
Trade (DFAT) Australia.

MITRA project that is being implemented in 10 districts in East Java and 10 districts in East
Nusa Tenggara will end on September 2018. NI has provided technical assistance at the
national, provincial and district level to strengthen the commitment of the government for
micronutrient (MN) supplementation programs, improve service provision and increase
awareness through Behavior Change Intervention strategies. In order to assess the
changes in both coverage and adherence of key micronutrients, and also to evaluate the
extent to which these are plausibly due to the project’s interventions, NI has contracted a
research agency to conduct the baseline and endline survey. NI would undertake a
dissemination workshop to share the results of the program evaluation, the best practices
and lessons learnt with the national, provincial and district governments as well as other
stakeholders to inform their future planning.

NI seeks to hire the services of an Event Organizer (EO) to facilitate this dissemination
workshop at national level.

2. Objective

The objective is to support NI to facilitate a dissemination workshop to share the results

from the evaluation of the MITRA project with a variety of stakeholders.

3. Scope of Work

The workshop will be organized by event organizer/agency with funding from NI. NI and
MoH will both provide both technical guidance to the agency for the dissemination
workshop.

3.1. Preparatory meeting with NI:

Preparatory meetings with NI to plan the logistics such as selection of venue,
arrangement of travel and accommodation and facilitate NI in providing other
support needed from MoH (i.e. invitation letter, venue, workshop materials).
3.2. Conduct Dissemination Workshop:
3.2.1. Organize one day Dissemination Workshop for sharing findings from the
Program Evaluation of the MITRA project, with funding support from NI. The
NI, and MoH will provide technical guidance on how the meetings need to be
conducted. All logistical arrangements for the meetings will need to be
handled by the selected agency.
3.2.2. Support MoH in preparing and sending the invitation letters, tracking the
confirmation of attendance of invited participants and resource persons, and

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RFQ No. 1617-XX

making the travel and accommodation arrangements for participants and

resource persons from out of Jakarta.
3.2.3. Hire a rapporteur for preparing the report of the dissemination workshop.
Selection of the rapporteur should be in consultation with NI and NI should be
in agreement with the selected rapporteur.

4. Workshop Participants

For the dissemination workshop, 50-60 participants will be invited from the following:
 Ministry of Health (MoH)
o Nutrition Directorate
o Family Health Diretorate
o Health Promotion Directorate
o Pharmacy Directorate
o Communicable Disease Directorate
 Provincial Health Officers from East Java and East Nusa Tenggara
 Representatives from 20 District Health Officers from East Java and East Nusa
Tenggara
 DFAT GAC representatives
 UN and NGOs representatives
 Center for Health Research University of Indonesia
 Academic institutions and professional organizations
 NI Provincial Coordinators

5. Deliverables

Dissemination workshop to share the results of the MITRA program evaluation is

successfully supported by the EO.

 Report of the workshop covering:

- Executive summary,
- Background and context
- Implementation of event, key highlights from the proceedings and discussions.
- Annexures will include:
a. list of participants and resource persons with gender disaggregation
b. Selected relevant photographs with captions
c. Workshop materials (detailed agenda, presentations made, posters/videos,
project evaluation brief).
 Financial report.
 High resolution photos of preparatory meeting and workshop

6. Qualifications of the agency

- Minimum 3 years of experience in facilitating events such as meetings and

workshops with good track record with past clients
- Minimal 3 years of experience in working with international NGOs,
national/province/local government offices
- Experience in the area of nutrition and public health will be an added advantage
- Experience in working with MoH and NI would be an asset
- Experience of having developed good quality reports for international
NGOs/government program

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7. Timeline and Reporting

The dissemination workshop will be conducted in September 2018. The EO will report to
NI Program Coordinator Maternal and Child Health.

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ANNEXURE B
TEMPLATE OF PROPOSED BUDGET
Dissemination Workshop to share findings from the Program Evaluation of the MITRA project
in Indonesia

No Activity Specification Unit Cost Total Remarks

1 Preparation
Communication 1 LS 1 time Rp -
Invitation
Distribution 1 LS 1 time Rp -
Survey Location and
Meeting 1 LS 1 time Rp -
2 Venue
Minimum 4 star
hotel, including
meeting room, 1
lunch, 2
tea/coffee break,
LCD+projector,
Meeting package soundy system 64 pax 1 day Rp -
3 Accommodation
Room for Shared room,
participants from same hotel with
East Java the venue 2 rooms 1 night Rp -
Room for
participants from Shared room,
East Java same hotel with
(District) the venue 6 rooms 2 night Rp -
Room for
participants from Shared room,
East Nusa same hotel with
Tenggara the venue 8 rooms 2 nights Rp -
4 Decoration
Size:2x5 meter,
Backdrop
with frame 1 package Rp -
5 Fee
Should not be
MC 1 person 1 day Rp 400,000 Rp 400,000 changed
Keynote speech
from Director of Should not be
Nutrition 1 person 1 day Rp 1,000,000 Rp 1,000,000 changed
Should not be
Moderator 2 person 1 day Rp 700,000 Rp 1,400,000 changed
Should not be
Resource persons 6 person 1 day Rp 900,000 Rp 5,400,000 changed
2 registration, 1
Local organizing powerpoint Should not be
committee assistant 3 person 1 day Rp 400,000 Rp 1,200,000 changed
Rapporteur 1 person 1 day Rp -
2 persons from
PIC EO 2 person 1 day Rp -
Documentation
Photographer and on video and
video photos 1 person 1 day Rp -
7 Allowance
Participants from
East Java Arrive D-1, Should not be
(Province) departure D day 4 person 2 days Rp 410,000 Rp 3,280,000 changed
Participants from
East Java (District
and NI provincial Arrive D-1, Should not be
coordinator) departure D+1 12 person 3 days Rp 410,000 Rp 14,760,000 changed

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Participants from
East Nusa
Tenggara
(Province and Arrive D-1, Should not be
Districts) departure D+1 16 person 3 days Rp 430,000 Rp 20,640,000 changed
Participants from Should not be
central 20 person 1 day Rp 210,000 Rp 4,200,000 changed
8 Transportation
Airfare
Garuda lower
Participants from class, return
East Java ticket 16 person 1 package Rp -
Participants from Garuda lower
East Nusa class, return
Tenggara ticket 16 person 1 package Rp -
Local transport
Participants from Home-Airport-
East Java Home, Airport- Should not be
(Province) Venue-Airport 5 person 2 times Rp 400,000 Rp 4,000,000 changed
Participants from Home-Airport-
East Java Home, Airport- Should not be
(District) Venue-Airport 11 person 2 times Rp 1,000,000 Rp 22,000,000 changed
Participants from Home-Airport-
East Nusa Home, Airport- Should not be
Tenggara Venue-Airport 16 person 2 times Rp 400,000 Rp 12,800,000 changed
Participants from Should not be
Jakarta 20 person 2 times Rp 170,000 Rp 6,800,000 changed
Material and
9
supplies
Development
and printing
posters, roll up
banner, rent of
monitor/TV,
Mini exhibition property for
materials and posting the
supplies posters 1 LS 1 time Rp -
Note, pen, bag,
Workshop kit usb stick/tumbler 64 person 1 package Rp -
10 Administration
Report writing in
Bahasa,
translation to
English and
printing of 3
Reporting copies 1 LS 1 time Rp -
TOTAL Rp -
AGENCY
SERVICE FEE
(XX%) %
GRAND TOTAL Rp -

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ANNEXURE C
LIST OF DISITRCTS

East Nusa Tenggara

East Java
1 Banyuwangi Ende
2 Bangkalan Manggarai Barat
3 Bondowoso Nagekeo
4 Jember Ngada
5 Lumajang SabuRaijua
6 Ponorogo Sumba Barat Daya
7 Ngawi Malaka
8 Pacitan Kupang Kota
9 Sampang Alor
10 Situbondo Sumba Tengah

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