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  1. 1. GAVI Alliance Evaluation of GAVI Independent Review Committees (IRCs) Dated: July 2009 Request for Proposal Number RFP-EVIRC060709
  2. 2. Table of Contents I.Purpose of the evaluation ........................................................3 II.Background and context for this consultancy.............................3 III.Evaluation scope...................................................................4 IV.Evaluation questions..............................................................4 V.Methodology..........................................................................5 VI.Awards and evaluation criteria...............................................5 VII.Proposal requirements..........................................................6 VIII.Deliverables.......................................................................6 IX.Timeline...............................................................................7 X.Management .........................................................................7 XI.RFP Process and Contact Information:...................................7 XII.Required Proposal Format & Proposal Content:.....................9
  3. 3. I. Purpose of the evaluation This Evaluation is being commissioned by the GAVI Alliance Secretariat at the request of the Programme & Policy Committee and as recommended by the GAVI Phase 1 Evaluation. The objective of this Evaluation is to assess the appropriateness and robustness of the design, execution and decisions of the Independent Review Committees (IRCs). The learning from this evaluation will lead to possible changes to the business model as well as the joint programming for health systems strengthening being explored by GAVI, the Global Fund to Fight AIDS, Tuberculosis and Malaria, the World Bank and the World Health Organization II. Background and context for this consultancy The GAVI Alliance was launched in 2000 to increase immunization coverage and reverse widening global disparities in access to vaccines. Governments in donor and developing countries, UNICEF, WHO, the World Bank, non-governmental organizations, foundations, vaccine manufacturers, and public health and research institutions work together as partners in the Alliance to achieve common immunization goals, in recognition that only through a strong and united effort can higher levels of support for global immunization be generated. The GAVI Alliance mission is to save children’s lives and protect people’s health by increasing access to immunization in poor countries. The GAVI Alliance Strategy positions GAVI’s work within the broader context of child survival and the Millennium Development Goals. The Alliance also makes a major contribution to meeting global goals outlined in the WHO/UNICEF Global Immunization Vision and Strategy (GIVS) by supporting immunization programmes and health systems in the world’s poorest countries. Since its launch in 2000, the GAVI Alliance has engaged in an innovative grant proposal process in which an IRC reviews country proposals (i.e., proposal IRC) and makes recommendations to the GAVI Board on whether they should be approved. A second type of IRC reviews country Annual Progress Reports (i.e., monitoring IRC) and makes recommendations to the board on the continuation of GAVI support and the approval or rejection of performance rewards to countries. Please consult the GAVI website ( and the GAVI Alliance Handbook ( for a description of application and monitoring procedures at GAVI, including the roles of the proposal and monitoring IRCs. Page 3 of 10
  4. 4. III. Evaluation scope This Evaluation will assess the rigor, independence, robustness, and adequacy of the IRC review process implemented since 2006, examining both the proposal and monitoring IRCs. The Evaluation will review the extent to which the design of the IRC process is fit for purpose, as well as the performance of the IRC against its terms of reference. The evaluation will cover the whole process starting from country submission of proposals (in the case of the proposal IRC) or Annual Progress Reports (in the case of the monitoring IRC) to the final IRC recommendations to the Board, including the selection of IRC members by the Secretariat. The study should include an assessment of the support that the Secretariat provides to the IRC and the pre-review process conducted by partners (WHO/UNICEF). In reviewing the process beginning with when applications are submitted to GAVI, the evaluation should build upon and make reference to earlier work that examined technical assistance to countries and preparation of applications.1 IV. Evaluation questions The main questions to be answered by the Evaluation are as follows: • Design: o To what extent are the design of the IRC and related processes (e.g., terms of reference, composition, role of Secretariat and partners, processes for reaching decisions) fit for purpose? • Execution: o To what extent have the management of the IRC by the Secretariat and the conduct of the pre-assessment by WHO and UNICEF been appropriate and effective? o To what extent has the IRC appropriately executed its internal work processes in reaching decisions? • Results: o To what extent have IRC decisions regarding country applications and Annual Progress Reports and recommendations regarding policies been robust, independent, appropriate and well justified? 1 An analysis of technical assistance to countries in developing proposals has been conducted by McKinsey and Co for GAVI. Page 4 of 10
  5. 5. V. Methodology Firms bidding on the Evaluation are strongly encouraged to propose innovative methodological approaches in response to the evaluation questions. The study should draw extensively on existing documentation (e.g., McKinsey report on technical assistance, the ISS evaluation, the HSS tracking study and the HSS evaluation). The firm selected to conduct the evaluation should attend a sample of sessions at the IRC meetings to be convened at the GAVI Secretariat in September and October. To ensure credibility, the Evaluation should be conducted in accordance with the following principles: a) Independence and impartiality b) Involvement of stakeholders c) Transparency d) Reference to international norms and definitions such as the OECD Development Assistance Committee (DAC) principles VI. Awards and evaluation criteria The Evaluation Team may comprise an organisation or consortium of both public and private entities to cover the range of competencies required. Applications from institutions based in developing countries are strongly encouraged. Collectively, the Evaluation team should demonstrate experience and competencies in qualitative and quantitative evaluation methods, including rigorous process evaluation, and familiarity with proposal review and monitoring processes in other global health partnerships and initiatives. The proposals will be scored and ranked according to the criteria below: Technical criteria (80%) % of total score Understanding and operationalisation of the evaluation 50% questions. Appropriate and innovative methods proposed for undertaking the work. Timeline of activities along with the required deliverables, including starting and ending dates for completion of all work. Ability of the bidder to carry out scope of work (based on 30% qualifications of the team, including CVs of key experts). Page 5 of 10
  6. 6. Partnership with institutions in developing countries Financial criteria (20%) Overall cost 10% Realistic costing 10% VII. Proposal requirements Following the issuance of the RFP, all interested contractors are invited to submit a proposal which describes: - the evaluation framework - a detailed description of the evaluation methodology - detailed work plan, budget and timeline - personnel, person-months and costs for each stage of work - team’s experiences dealing with evaluation studies - team composition with full CVs and break-down of the tasks assigned to each member - statement of potential conflict of interest VIII. Deliverables Expected deliverables - During implementation, the Evaluation team will provide monthly progress reports - Draft report: o To be delivered by 7 December 2009 - Final report: o To be delivered by 18 January 2010 o Incorporating comments on the Draft Report - PowerPoint presentation of the study - Short summary report for public dissemination The final report should include but not be limited to: • A mapping of the entire process from submission of proposals to review of performance and release of monies under different windows of support at GAVI, including the role of the proposal and monitoring IRCs, audit and finance, and executive committees of the Board • Assessment of the extent to which the design of the proposal and monitoring IRCs and related processes are fit for purpose • Assessment of the extent to which the management of the IRC by the Secretariat and the conduct of the pre-assessment by WHO and UNICEF have been appropriate and effective Page 6 of 10
  7. 7. • Assessment of the extent to which the IRC has appropriately executed its internal work processes in reaching decisions • Assessment of the extent to which IRC decisions regarding country applications and Annual Progress Reports and recommendations regarding policies have been robust, independent, appropriate and well justified • Lessons learned from the IRC experience and recommendations IX. Timeline Note: All ‘Event Dates’ shall be executed by 5PM CET. Events Date RFP issued 6 July 2009 Submission of clarification questions 22 July 2009 GAVI response to questions 28 July 2009 Submission of proposals 14 August 2009 Selection of the winning contractor 4 September 2009 Monthly report Last Day of Each Month Submission of draft report 7 December 2009 Submission of final report 18 January 2010 X. Management 1 Project Management The GAVI Evaluation will be outsourced in its entirety to consultants. The GAVI Secretariat will be the focal point for the consultants. 2 Oversight The GAVI Alliance Secretariat is responsible for conducting the bidding process, the selection of the contractor and the management of the Evaluation. XI. RFP Process and Contact Information: Instructions to Firms Any Firm 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 submission is 22 July 2009. In order to keep the RFP competition fair, questions on the substance of the RFP will only be answered in a public document released on 28 July 2009. Please do not contact other GAVI staff to discuss the RFP. To address your questions, please use the form attached as Annex 2. Page 7 of 10
  8. 8. Confirmation of Intent / Confidentiality Please 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 firm shall transmit a written confirmation of intent or decline to participate by 30th July 2009 COB. Confirmations of intent should be submitted by email to Calin Schiau (contact details below), copying Abdallah Bchir (contact details below). This RFP is not an offer to contract but rather represents an invitation to Firms to submit a response addressing the requirements set out by the RFP. GAVI is not obliged to select a product / service or part of a product / service from any Firm receiving this RFP. GAVI shall not be responsible for any costs or expenses incurred by the Service Providers in responding to this RFP. Each Service Provider will bear its own costs. The issuance of this RFP in no way commits GAVI to make an award of its Evaluation Programme and will not have any obligation to justify the reasons for its supplier(s) choices as a result of this RFP. GAVI may chose not to justify its business rewarding decision to the participants to this tender. GAVI reserves the right to: - reject any proposal without obligation or liability to the potential Firm; - 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 priced 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 Firm responding to this RFP, - award its total requirements to one Firm or apportion those requirements among two or more Firms as GAVI may deem. Acceptable means of transmission include facsimile, mail or computer file with digital signature. GAVI Alliance RFP Contact Information Contact Question Type Contact Person Contact Information Role/Title Calin Schiau GAVI Alliance Contractual 2, Chemin des Mines 1211, Geneva 2 RFP & Contract Calin Schiau Head of Switzerland Terms & Procurement Conditions, tel: +41 22 909 2919 Proposal Format, fax: +41 22 909 6551 etc. email: Page 8 of 10
  9. 9. GAVI Alliance RFP Contact Information Contact Question Type Contact Person Contact Information Role/Title Abdallah Bchir GAVI Alliance 2, Chemin des Mines Technical Senior 1211, Geneva 2 Specialist - Switzerland RFP Deliverable Abdallah Bchir Evaluation Specifications & Phone: +41 22 909 6542 Requirements Fax: +41 22 909 6550 Email: abchir@gaviallianceorg XII. Required Proposal Format & Proposal Content: Responses to this RFP must consist of the following: 1. Cover letter, which includes:  Name and address of the Firm  Name, title, telephone number, and e-mail address of the person authorized to commit the Firm 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 2000 format  Diagrams and drawings in Visio 2002 or PowerPoint Office 2000 format  The electronic copy must be submitted by CD-R or by e-mail. If sent by e-mail, the proposal must not exceed 2MB. In the case that the proposal exceeds 2MB, Firms may send multiple emails.  Documents have to be compressed using a WinZip 8.0 compliant format. Please do not submit generic marketing materials, broadly descriptive attachments, or other general literature. Page 9 of 10
  10. 10. ANNEX 1 WRITTEN INTENT TO PARTICIPATE intent signed.pdf ANNEX 2 Q&A FORM QA RFP EVIRC060709.doc Page 10 of 10