Request for Proposal (RFP) for conducting accreditation survey at fifteen (15) Hospitals

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Management Sciences for Health (MSH) is a nonprofit international health organization working in more than 30 countries around the world.  MSH’s mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health.

 

Supported by the U.S. Agency for International Development (USAID), the Rwanda Health Systems Strengthening (RHSS) Project works with the Rwandan Ministry of Health to strengthen the health system from the central level to the provincial, district, and community levels. Implemented by MSH and its partners, the RHSS Project contributes to Rwanda’s Vision 2020 for a health system, from community health workers to central-level decision-makers, that guarantees universal and equitable access to health care for a healthy, happy, and productive population. The RHSS Project focuses on sustainable health financing, leadership and governance, quality improvement, data for decision-making, and private sector engagement and partnership.

Tender Announcement

Request for Proposal (RFP) for Conducting Accreditation Survey at Fifteen (15) Hospitals

The complete RFP documents are attached below.

Here follows an overview.

 1.Request for Proposals (RFP) Overview

RFP Title: Conducting Accreditation Survey at Fifteen (15) Hospitals

RFP Issued By: Rwanda Health Systems Strengthening (RHSS) Project

A project implemented by Management Sciences for Health, Inc. and funded by the United States Agency for International Development (USAID)

RFP No: 001/MSH/ACC/18/19     

Issuance Date:30 November 2018

Registration for Information:

To ensure you receive modifications to the RFP, send an email to rwprocurement@msh.org requesting that your organization be put on the distribution list.

Submission of Questions regarding the RFP:

Questions regarding the RFP should be submitted in writing by email to rwprocurement@msh.org no later than 7 December 2018.  MSH will send answers to questions to all registered parties. 

Estimated Period of Performance:  The maximum period of performance is 3 months (expected period to cover: January-March 2019 but may be adjusted).

Award:

A fixed price contract is anticipated.  Issuance of this request for proposals does not constitute an award commitment on the part of MSH nor does it commit MSH to pay for costs incurred in the submission of a proposal. 

Closing/Submission Date and Time: 20 December 2018, 5 pm Kigali time

 Submission Location: Management Sciences for Health

KK 341 Street, Plot No. 22, Kicukiro

P.O. Box 371 Kigali 

Electronic submission email: rwprocurement@msh.org

 2.    DESCRIPTION OF SERVICES (summary)

As part of its comprehensive approach to ensure provision of high quality and safe health care services to the people of Rwanda, the Ministry of Health (MOH) has adopted healthcare facility accreditation as a priority strategy to create a sustainable process for implementing and measuring achievements in continuous improvement of healthcare services throughout the country.

At this time, the accreditation process includes all 43 of Rwanda’s referral, provincial and district hospitals, and the MOH has conducted semi-annual or annual accreditation compliance surveys with certified surveyors in these facilities since 2013. To date, over 60 accreditation surveyors coming from MOH, Public Hospitals, learning institutions and development partners’ staff are certified. Until the recent past, survey logistics have been managed and implemented directly by MOH with support from USAID, through projects implemented by Management Sciences for Health (MSH), and Enabel.

To further strengthen the accreditation program, the MOH believes a separation of functions is necessary between the regulator (MOH), service providers (health facilities) and an independent assessor of quality performance at health facilities. It is against this backdrop that the MOH intends to recruit a nonprofit, non-governmental local organization to conduct independent accreditation surveys in 2019. In light of this, MSH, on behalf of the Ministry of Health, invite eligible nonprofit, non-governmental local entities to submit their proposal to conduct accreditation surveys in fifteen (15) hospitals according to the present terms of reference. Interested entities should submit technical and cost proposals demonstrating that they have the required commitment and capacity to provide the required services. The remaining twenty-eight (28) referral, provincial and district hospitals will be surveyed through a separate tender.

MOH, Enabel and MSH staff will provide oversight, quality check and technical guidance to the selected organization throughout the accreditation survey process, from inception and orientation stage to survey reports production.

3. PROPOSAL AND AWARD PROCESS

A.    Who can submit proposals?

  • Non-profit, non-governmental entities

B.    How to submit a proposal

See Section 5 of the RFP for full instructions on the delivery method and contents of the proposals. Incomplete proposals might not be considered.

The MSH invites eligible and interested non-profit, non-governmental local organizations to submit their proposals with the following information:

  1. A cover letter signed by a competent officer expressing the organization's interest and commitment to do the work. This must include Contact information: organization name, full name of contact person, title, email address, and telephone number (1 page).
  2. A description of the organization and management structure (2 pages)
  3. A description of previous experience in conducting surveys in the health sector in Rwanda with references from contracting organizations (4 pages).
  4. Description of methodology and timeline (Gantt chart) that explains how the organization plans to conduct the surveys that demonstrates a clear understanding of the hospital accreditation process (5 pages).
  5. A completed indicative detailed budget for completing a typical survey in one hospital (no page limit)
  6. A cost proposal covering activities and/or cost elements that are essential but not directly related to the survey implementation at any given health facility. This should include cost for items such as (but not necessarily limited to) general management of the all of the surveys, contract administration and other administrative costs (communications, stationary, etc…)
  7. List and one-page CVs of qualified staff with experience and expertise in the health sector in the areas of public health, health care management, quality assurance, survey management or related fields (no page limit).
  8. Letters of commitment from a minimum of 20 surveyors already certified to conduct hospital accreditation surveys in Rwanda (no page limit), and representing the various technical expertise necessary to conduct accreditation assessments.

C.    What should we do if we have questions or need assistance to prepare a proposal? 

Questions regarding the RFP should be submitted in writing to <rwprocurement@msh.org> no later than 7 December 2018. MSH will send answers to questions to all registered parties.

Questions by telephone will not be accepted.

D.    Amendments to the RFP

Amendments to the RFP will be issued in writing to all parties who have express their interest with MSH.

E. How do I register in order to receive notifications or amendments to the RFP?

Any parties who have contacted MSH in writing to receive a copy of the RFP are automatically registered to receive amendments and notifications. All others should send an email to rwprocurement@msh.org

F. Where can I find reference material for the RFP? 

Reference documents listed in Attachment A can be picked up either at the MSH/Rwanda office OR REQUESTED by emailing rwprocurement@msh.org.

 G.  What is the estimated timeline for submission, notification, award, and implementation? 

Proposals must be submitted by the due date indicated on the cover page of the RFP.

The selection process will take place over a period of 2 to 3 weeks immediately after the offerors deadline and Offerors can expect to be notified of decisions on or about January 7, 2019. Awards will be contingent on obtaining USAID approval, if required. Subcontract activities are expected to begin in January 2019, pending successful completion of negotiations, the results of the pre-award survey, and the checking of references.

The estimated period of performance is three months.

H.  What type of award will be made? 

A Fixed Price type of subcontract will be made; payments will be based upon completion of specific deliverables and made in accordance with an agreed payment schedule.

I.    What will be provided to the Subcontractor? 

The Offeror should not budget the following in its cost proposal, as MSH will provide these items to the Subcontractor:

  • MSH and MOH staff will organize inception, coordination and results presentation meetings.
  • Costs associated with labor and travel of MSH and MOH staff who will help to oversee the survey process.

J.    How will proposals be evaluated?

Proposals will be evaluated by a Selection Committee of experts from MSH, MOH and its partners. The Selection Committee will use the evaluation criteria in Section 4 of the RFP to make a selection.

K.    What are the minimum eligibility requirements for a proposal? 

The following requirements need to be met in order for a proposal to be reviewed:

  1. The proposal must be submitted by the due date and time
  2. The proposal must be complete
  3. The proposal must cover all the services required under this RFP
  4. The proposal must be submitted by a not-for-profit, non-governmental entity legally registered in Rwanda

L.    What will be required for issuance of an award? 

MSH may request additional information to clarify or substantiate information provided in the proposal or may request revisions to the proposed approach or personnel.

After selection, MSH will negotiate the award cost with the selected Offeror.

A subcontract will be awarded after the selected Offeror undergoes a pre-award survey to assess the selected Offeror’s management capacity and financial capability and after past references have been checked.

4.    EVALUATION CRITERIA 

A technical/cost/past performance trade-off analysis will be performed by MSH in order to determine the Best Value to MSH. Issuance of this request for proposals does not constitute an award commitment on the part of MSH.

A.    Technical Evaluation

Proposals will be evaluated in accordance with the criteria set forth below. To facilitate the review of proposals, Offerors must organize the sections of their proposals in the same order provided in Section 5 of this RFP. 

Criteria

Maximum Possible Points

  1. Experience and Past Performance

Maximum Possible Points: 35

  • Organizational Experience and Past Performance

10

  • Key Personnel Staff Experience in surveys and accreditation assessments

25

  1. Proposed Approach

 Maximum Possible Points: 35

  • Understanding of assignment; and proposed approach

25

  • Timeline

10

Maximum Technical Score:

70

  1. Cost proposal:

30

Total score

100

B.    Cost Evaluation

MSH will only select an Offeror for award on the basis of a superior technical proposal if cost has also been considered.

Cost evaluation will be based upon the submitted cost proposal that must include estimates for a typical survey in a single hospital (Musanze Hospital) as well as any costs for elements that are essential but not directly related to survey implementation at any given facility such as overall program management, logistics management, contract management, data analysis, financial and program reporting, etc.

For overall budgeting purposes, the Offeror assumes a total number of fifteen (15) hospital surveys will be completed.

As the offeror develops its budget, it is imperative to keep in mind cost factors that could affect the current and/or future sustainability of the accreditation system. Cost evaluation will take into account, among other relevant factors, the extent to which the cost elements proposed and/or their rates are susceptible to affect negatively or positively the accreditation system sustainability.

5.     PROPOSAL OUTLINE AND GUIDANCE

Provided in the attachment below

LIST OF REFERENCE DOCUMENTS

The following reference documents can be picked up either at the MSH/Rwanda office OR REQUESTED by emailing rwprocurement@msh.org.

Management Sciences for Health,

KK 341 Street, Plot No. 22, Kicukiro

P.O. Box 371 Kigali 

Tel: 0788308081/2

  • Doc. 1 List of certified Rwandan accreditation surveyors
  • Doc. 2 Rwanda Hospital Accreditation Standards, 2nd Edition, October 2014, Ministry of Health
  • Doc. 3 Rwanda Hospital Accreditation Standards Performance Assessment toolkit, 2nd Edition, October 2014, Ministry of Health
  • Doc. 4 Rwanda Hospital Accreditation Surveyor Manual, October 2015, Ministry of Health
  • Doc. 5 Template: Hospital Accreditation Survey Report