Request for Quotations No: 1833-XX

For Advocacy Meeting on Weekly Iron and Folic Acid Supplementation

at Province Level, East Java and East Nusa Tenggara Province

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

Initiative)

Deadline for receipt of proposals at the NI:

Thursday, February 21, 2019

17:00 West Indonesia Standard Time

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RFQ No. 1833-XX

1. SCOPE

Nutrition International/NI (formerly The Micronutrient Initiative/MI) is implementing

MITRA Youth, a project supporting Weekly Iron Folic Acid Supplementation (WIFAS)
for prevention and reduction of Iron Deficiency Anaemia (IDA) among school-going
adolescent girls, in selected districts in two provinces of Indonesia: East Java and
East Nusa Tenggara (ENT). MITRA Youth is funded by Department of Foreign Affairs
and Trade (DFAT) Australia.

MITRA Youth is implemented in 10 districts in East Java and 10 districts in ENT. In

2018, NI conducted advocacy meeting at province and district level to sensitize the
WIFAS program. The meeting at province level was attended by stakeholders from
health, education, religious office, social welfare from the targeted districts. WIFAS
program is mostly perceived as the responsibility of the Health Office, even though it
should be also the responsibilities of Education, Religious Affairs and Social Welfare
Offices. After the advocacy meetings and capacity building supported by NI, the
involvement of non-health sectors were improved and districts have started activities
to strengthen the implementation of program. Fourteen out of 20 districts conducted
WIFAS socialization to show their support and commitment through signatures and
declaration speeches on the importance of WIFAS program. The revised recording
and reporting format has been socialized and started to be used by schools and
puskesmas.

Taken into consideration of the progress from NI technical assistance, PHOs

requested NI to also invite the stakeholders from other districts in addition to NI
assisted districts. Therefore advocacy meeting will be conducted at provincial level
with the purposes are, (i) Sharing updated information related with WIFAS program
including the revised guideline, deworming, and supply of WIFA tablet for 2019, ii)
Sharing of NI supports on WIFAS program in 20 districts in East Java and East Nusa
Tenggara province including the training module, baseline survey and BCI materials,
iii) Sharing lesson learned and best practices from NI WIFA demo.

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 by February 18, 2019, 17:00 West
Indonesia Standard Time to:
Nutrition International
Gedung Wirausaha Lt. 2, Jl. H.R. Rasuna Said Kav. C-5
Jakarta 12940,
Indonesia.
Email : proposalsindonesia@nutritionintl.org

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RFQ No. 1833-XX

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 February 21, 2019,
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: 1833-XX – Advocacy Meeting for Weekly Iron and Folic Acid
Supplementation Program at Province Level in East Java and East Nusa
Tenggara” in the subject line.

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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RFQ No. 1833-XX

ANNEXURE A

Terms of Reference
Advocacy Meeting for Weekly Iron and Folic Acid Supplementation Program
at Province Level in East Java and East Nusa Tenggara

Grant: 4703-1833 DFAT MITRA Youth

1. Background

Nutrition International/NI (formerly The Micronutrient Initiative/MI) is implementing MITRA Youth, a

project supporting Weekly Iron Folic Acid Supplementation (WIFAS) for prevention and reduction
of Iron Deficiency Anaemia (IDA) among school-going adolescent girls, in selected districts in two
provinces of Indonesia: East Java and East Nusa Tenggara (ENT). MITRA Youth is funded by
Department of Foreign Affairs and Trade (DFAT) Australia.

MITRA Youth is implemented in 10 districts in East Java and 10 districts in ENT. In 2018, NI
conducted advocacy meeting at province and district level to sensitize the WIFAS program. The
meeting at province level was attended by stakeholders from health, education, religious office,
social welfare from the targeted districts. WIFAS program is mostly perceived as the responsibility
of the Health Office, even though it should be also the responsibilities of Education, Religious
Affairs and Social Welfare Offices. After the advocacy meetings and capacity building supported
by NI, the involvement of non-health sectors were improved and districts have started activities to
strengthen the implementation of program. Fourteen out of 20 districts conducted WIFAS
socialization to show their support and commitment through signatures and declaration speeches
on the importance of WIFAS program. The revised recording and reporting format has been
socialized and started to be used by schools and puskesmas.

Taken into consideration of the progress from NI technical assistance, PHOs requested NI to also
invite the stakeholders from other districts in addition to NI assisted districts. Therefore advocacy
meeting will be conducted at provincial level with the purposes are, (i) Sharing updated
information related with WIFAS program including the revised guideline, deworming, and supply of
WIFA tablet for 2019, ii) Sharing of NI supports on WIFAS program in 20 districts in East Java and
East Nusa Tenggara province including the training module, baseline survey and BCI materials,
iii) Sharing lesson learned and best practices from NI WIFA demo.
Hence, in order to conduct advocacy meeting at provincial level in East Java and ENT, NI seeks
support an event organizer/agency to facilitate the implementation of the advocacy meeting.

2. Objectives

The objective is to support NI one advocacy meeting at provincial level in East Java and one
advocacy meeting in ENT.

3. Scope of work

The advocacy meetings will be organized by event organizer/agency with funding from NI. NI and
PHOs will both provide both technical guidance to the agency for the advocacy meetings.

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
PHOs (i.e. invitation letter, venue, meeting materials).

3.2. Conduct Advocacy Meetings:

3.2.1. Organize one day advocacy meeting, in East Java and ENT with funding support
from NI. The NI and PHOs 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.

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3.2.2. Support PHOs in preparing and sending the invitation letters, tracking the
confirmation of attendance of invited participants and resource persons, and making
the travel and accommodation arrangements for participants and resource persons
from out of capital of provinces.
3.2.3. Hire a rapporteur for preparing the report of the advocacy meetings. Selection of the
rapporteur should be in consultation with NI and NI should be in agreement with the
selected rapporteur.

4. Expected Output

Successful facilitation by the event organizer/agency of the advocacy meeting at province level in
East Java and ENT.

5. Meeting participants

Participants from province level and from all districts within province will be invited from the
following institutions:

 National level: Ministry of Health, Ministry of Education/Ministry of Religious Affairs/Ministry

of Home Affairs
 East Java and East Nusa Tenggara province: Health, Education, Religious Affairs, Social
welfare, UKS offices
 NI assisted districts: Health, Education, Religious Affairs, Social welfare/UKS offices
 Other districts: Health, Education/Religious Affairs/Social welfare/UKS offices
 SEAFAST (Research agency)
 Representative from WIFA demo district
 UN and NGOs representatives
 Center for Health Research University of Indonesia
 Academic institutions and professional organizations
 NI Provincial and District Coordinators

In East Java, total 120 participants will be invited from 38 districts while in East Nusa Tenggara
total of 80 participants from 22 districts.

6. Deliverables

 Meeting 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. Meeting materials (detailed agenda, presentations made, video, baseline brief).

 Financial report.
 High resolution photos of meetings

7. 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

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- 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

8. Timeline and Reporting

The advocacy meetings will be conducted in March-April 2019. The EO will report to NI Program
Coordinator Maternal and Child Health.

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ANNEXURE B
TEMPLATE OF PROPOSED BUDGET

Advocacy Meeting for Weekly Iron and Folic Acid Supplementation Program
at Province Level in East Java and East Nusa Tenggara

No Activity Specification Unit Cost Total Remarks

Preparation
Communication 2 LS 1 time Rp -
Invitation Should not be
Distribution 2 LS 1 time Rp 1,000,000 Rp 2,000,000 changed

EAST NUSA TENGGARA PROVINCE

Venue
Meeting package Minimum 3 star hotel,
including meeting room, 1
lunch, 2 tea/coffee break,
LCD+projector, soundy
system 80 pax 1 day Rp -
Accommodation
Room for Resource Shared room, same hotel
Persons with the venue 3 room 2 nights Rp -
Room for District Shared room, same hotel
Participants with the venue 30 room 2 nights Rp -
Decoration
packa
Backdrop
Size:2x5 meter, with frame 2 ge Rp -
Fee
perso Should not be
MC 1 n 1 day Rp 400,000 Rp 400,000 changed
perso Should not be
Photographer Documentation on photos 1 n 1 day Rp 1,000,000 Rp 1,000,000 changed
Keynote speech perso Should not be
from PHO 1 n Rp 900,000 Rp 900,000 changed
perso Should not be
Moderator 2 n Rp 700,000 Rp 1,400,000 changed
perso Should not be
Resource person 8 n 1 session Rp 900,000 Rp 7,200,000 changed
Local organizing 1 registration, 1 powerpoint perso Should not be
committee assistant 2 n 1 day Rp 400,000 Rp 800,000 changed
perso Should not be
Rapporteur 1 n 1 day Rp 1,000,000 Rp 1,000,000 changed
Cost for PIC of EO
perso
Fee 2 n 1 day Rp -
Transportation from perso
and to province airfare, local transport 2 n 1 LS Rp -
includes perdiem and Fill the number
accommodation, for perso of days and the
Allowance preparation and meeting day 2 n day Rp - cost
Allowance
Resource persons perso Should not be
from outside ENT 5 n 3 days Rp 430,000 Rp 6,450,000 changed
Participants from perso Should not be
Districts 60 n 3 days Rp 430,000 Rp 77,400,000 changed
Resource persons
and Participants perso Should not be
from Kupang 13 n 1 day Rp 110,000 Rp 1,430,000 changed
Transportation
Airfare Economy Can be garuda (lower class)
Class for resource or other airline, arrive in
persons from Kupang D-1, departure from perso packag
outside ENT Kupang D+1 5 n 1 e Rp -
Local transport for
Resource persons Home-Jakarta Airport vv and perso
from outside ENT Kupang Airport-Hotel vv 5 n 2 times Rp 300,000 Rp 3,000,000
Can be garuda (lower class)
or other airline, arrive in
Transport for Kupang D-1, departure from
perso
Participants from Kupang D+1 60 2 times Rp -
n
District Or car for districts within
Timor Island (Kupang District,
TTS, TTU)

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Local transport for

Resource persons perso Should not be
13 2 times Rp 80,000 Rp 2,080,000
and Participants n changed
from Kupang
Meeting kit
Note, pen, bag, usb
stick/tumbler or other options perso packag
Meeting kit proposed by EO 80 n 1 e Rp -

for 12 districts that NI does

not work
Booklet for girls, boys,
Printing of BCI district packag Should not be
teachers, parents, flipchart, 12 1 Rp 1,000,000 Rp 12,000,000
materials s e changed
poster, monitoring card,
video, and all of these
materials are copied in CD

EAST JAVA PROVINCE

Venue

Minimum 3 star hotel,

including meeting room, 1
lunch, 2 tea/coffee break,
LCD+projector, soundy
Meeting package system 120 pax 1 day Rp -
Accommodation

Room for Resource Shared room, same hotel

Persons with the venue 3 room 1 night Rp -

Shared room, same hotel

with the venue
Participants from
Room for District Bondowoso, Pacitan,
Participants Banyuwangi, Ponorogo 8 room 1 night Rp -
Decoration and
Equipment

Backdrop packa
Size:2x5 meter, with frame 2 ge Rp - Rp -
Fee

perso Should not be

MC 1 n 1 day Rp 400,000 Rp 400,000 changed

perso Should not be

Photographer Documentation on photos 1 n 1 day Rp 1,000,000 Rp 1,000,000 changed

Keynote speech perso Should not be

from PHO 1 n Rp 900,000 Rp 900,000 changed

perso Should not be

Moderator 2 n Rp 700,000 Rp 1,400,000 changed

perso Should not be

Resource person 8 n 1 session Rp 900,000 Rp 7,200,000 changed

Local organizing 1 registration, 1 powerpoint perso Should not be

committee assistant 2 n 1 day Rp 400,000 Rp 800,000 changed

perso Should not be

Rapporteur 1 n 1 day Rp 1,000,000 Rp 1,000,000 changed

Cost for PIC of EO

perso
Fee 2 n 1 day Rp -

Transportation from perso

and to province airfare, local transport 2 n 1 LS Rp -

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RFQ No. 1833-XX

includes perdiem and Fill the number

accomodation, for perso of days and the
Allowance preparation and meeting day 2 n days Rp - cost
Allowance
Resource persons
Should not be
from outside East Arrive in Surabaya D-1, perso
changed
Java departure D day 5 n 2 days Rp 410,000 Rp 4,100,000

Should not be
Participants from changed
Bondowoso, Pacitan,
Participants from Banyuwangi, Ponorogo,
Districts (need arrive in Surabaya D-1, perso
accommodation) departure D day 16 n 2 days Rp 410,000 Rp 13,120,000

Participants from Should not be

Districts (no need Participants from other perso changed
accommodation) districts (34 districts) 80 n 1 day Rp 410,000 Rp 6,560,000
Resource persons
Should not be
and Participants perso
changed
from Surabaya 14 n 1 day Rp 115,000 Rp 1,610,000
Transportation

Airfare Economy
Class for resource Can be garuda (lower class)
persons from or other airline, arrive D-1, perso packag
outside East Java departure D day 5 n 1 e Rp -
Local transport for
Resource persons Should not be
from outside East perso changed
Java 5 n 2 times Rp 350,000 Rp 3,500,000
Transport for
Should not be
Participants from perso
changed
District 96 n 2 times Rp 400,000 Rp 76,800,000
Local transport for
Resource persons Should not be
and Participants perso changed
from Surabaya 14 n 2 times Rp 148,000 Rp 4,144,000
Meeting kit

Note, pen, bag, usb

stick/tumbler or other options perso packag
Meeting kit proposed by EO 120 n 1 e Rp -

for 28 districts that NI does

not work
Booklet for girls, boys,
Printing of BCI district packag Should not be
teachers, parents, flipchart, 28 1 Rp 1,000,000 Rp 28,000,000
materials s e changed
poster, monitoring card,
video, and all of these
materials are copied in CD

Administration

Report writing in Bahasa,

translation to English and provinc
Reporting printing of 3 copies 1 LS 2 e Rp -

SUBTOTAL
Agency Fee %
TOTAL

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