REQUEST FOR PROPOSALS :TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR TECHNICAL ASSISTANCE (TA) ON HE

REQUEST FOR PROPOSALS

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR TECHNICAL ASSISTANCE (TA) ON HEALTH PRODUCT MANAGEMENT FOR THE NATIONAL DEPARTMENT OF HEALTH GLOBAL FUND PROGRAM

BID NUMBER: ISI – 2023 - HPSM

1. Background

The National Department of Health (NDoH) is a Principal Recipient (PR) of the Global Fund New Funding Model (NFM2) grant. The NFM2 grant is for a period of three years, from the 1st of April 2019 and ending on the 31st of March 2022. Currently the NDoH is in
the grant-making process for the NFM3 funding which will start on the 1st of April 2022 to the 31st of March 2025.

The National Department of Health as a Principal Recipients should ensure that a planning mechanism is in place with the objective of ensuring that the budgeting approach and systems underpinning Global Fund grants provide relevant information and analysis to
support strategic investments designed to increase impact, value for money, performance, planning and investment decisions. 

It is critical that the budget should therefore:
• be based on existing national and institutional policies and follow best practices
in local markets;
• facilitate a strong link between inputs, outputs, and outcomes to maximize impact;
• be transparent and verifiable and include definitions and sources of data
(qualitative and financial), assumptions and methods for calculating costs;
• reflect the balance between the benefit of better information and the cost of obtaining it, by focusing on the design, implementation and continuous improvement of costing methods and data collection; and
• be consistent and enable the comparison of costs over time (should take into account the historical cost of budget).

2. Purpose
Isibani Development Partners is one of the four Sub-Recipients (SR) of the National Department of Health (NDoH) appointed to implement Global Fund TB/HIV programs from the 1st of April 2022 to 31st of March 2025. The Purpose of this request is to secure the services of a qualified service provider (company/individual) that will assist NDoH Global Fund PR in executing procurement and supply chain activities under the grant.

3. Scope of Work
The service provider to be engaged will be required to:
a) Work under the guidance of the PSM Specialist Global Fund in implementing all aspects of procurement under the grant to ensure that resources are optimally utilised and accounted for in line with PFMA and GF guidelines.
b) Assist in development of procurement plan for goods, works, and services under the grant.
c) Assist in updating the procurement plan at least annually while liaising with Lead Implementers and Sub Recipients.
d) Review existing Quantification and Assumptions in the Health Products Management (HPM)Tool.
e) Support with the review of all SCM processes and SOPs and provide recommendations with the aim of updating the policies and SOPs within the SCM Chief Directorate to ensure alignment with PFMA and GF policies.
f) Assist Global Fund Sub Recipients to prepare invitation for bids/ prequalification, request for expressions of interest, bidding/ prequalification documents, request for proposals, evaluation reports, contracts, and other documents concerning procurement of goods, works, consultants‟ services.
g) Provide operational advice on concepts, policies, and procedures in line with Global Fund guidelines and local procurement matters.
h) Provide assistance on procurement matters of the grant to ensure consistent application of the Global Fund procurement processes.
i) Closely monitor procurement activities in reference to the procurement plan timeline and the procurement approval process within the grant and bring any slippage of activities immediately to the attention of the Chief Director: Global Fund.
j) Assist in preparation of quarterly report on procurement status and procurement risk mitigation framework and arrange submission of the same to the Chief Director: Global Fund for review.
k) Assist Global Fund: Chief Directorate in reviewing various project implementation and capacity development reports, recommendations to improve the same, if required.
l) Assist on any other task related to procurement of health products assigned to the grant including KPI monitoring by service providers contracted under the grant.
m) Undertake due diligence site visit reports to service providers and monitor health product management, including development of quarterly reports.

4. Timelines
The assignment is for 120 consultancy days including weekends and must be completed in March 2024.

5. Costing
Potential service providers must submit written quotations detailing rates and hours. The rates must be aligned to DPSA rates.

6. Skills
The incumbent must be an expert in Procurement and Supply Management and be familiar with government and international organizations’ PSM practices and best practices in international Procurement & Supplies Monitoring management.
The service provider should have extensive experience with the Procurement & Supplies Monitoring of health projects. Specifically, the service provider should have expertise in:
a) Experience/expertise in assessing policies, systems, and structures in the public and/or private health sector relevant for managing effective and efficient access to pharmaceuticals and other health products, particularly for HIV, TB and/or malaria;
b) Experience/expertise in the procurement of health products including regulations and transactional procurement;
c) Experience/expertise in supply chain/logistics management systems;
d) Experience in quantification and forecasting of health product needs in public health programs;
e) A good understanding of HIV, TB, market dynamics and existing global supply challenges as well as international health products procurement and supply management practices, applicable national international laws, and recognized standards; and
f) Strong interpersonal skills, diplomacy, and tact to effectively communicate with senior level officials, multiple stakeholders, and professionals from diverse cultural and professional backgrounds;
g) Strong professional oral communication and writing skills, including the writing of reports, oral presentations, and technical/persuasive documents;
h) Knowledge of major international donors’ procurement requirements, Experience with donor programming is an advantage.

7. Education
a) Degree in pharmacy-related field, complemented by education and/or professional training/experience in public health, pharmacy, medicine, or another related discipline.
b) Additional certification in procurement, supply chain and management are an added advantage.

8. Experience
a) At least 5 years of experience in managing or advising on the procurement, distribution and supply of health products, supply, and demand issues in the implementation of public health programs,
b) experience in assessing policies, systems, and structures in the public and/or private health sector that are relevant for managing effective and efficient access to pharmaceuticals, and other health products, particularly for AIDS, TB and focusing on identifying relevant strengths and weaknesses and on developing action-oriented recommendations,
c) a strong understanding of AIDS, TB market dynamics and existing global supply challenges as well as international health products procurement and supply management processes, applicable national and international laws, and recognized standards,
d) experience in quantification and forecasting of health products needs in public health programs and,
e) good writing and analytical skills.

9. Reporting line
The service provider will report to the Director: Global Fund PMU - PSM who will always sign off the final deliverables. In addition, the service provider will work in close collaboration with other units of the NDOH Principal Recipient Program Management Unit (PMU) in the execution of this assignment.

10. Mandatory Requirements
The following are mandatory requirements that bidders must comply with to be considered for the tender:
INDIVIDUALS
- Tax Compliance (Personal Tax compliance, Tax number and Pin)
- SBD 4-Declaration of interest
- SBD 6.1-Preference points claim (Please provide proof for the points claimed) ;

COMPANIES
- Tax compliance certificate with valid pin;
- CIPC company registration and id of directors;
- Company profile
- SBD 4-Declaration of interest;
- SBD 6.1-Preference points claim (Please provide proof for the points claimed);
- SBD 8-Declaration of bidders past supply chain management practices;
- SBD 9-Certificate of independent bid determination;

A service provider that does not meet the above mandatory requirements will be automatically disqualified.
 

11. Evaluation Process
The evaluation process will be in two (02) Phases, namely:
Phase 1: Service Providers will be assessed according to the technical evaluation criteria as indicated below. The service provider must achieve a minimum functionality threshold of 60% to proceed to the next phase.
Phase 2: The 80/20 preference points system will apply. The cost rate submitted by the bidder will be used to claim points for price and SBD 6.1 will be used to claim points for specific goals.

12. Technical Evaluation Criteria
In assessing each proposal, greater importance will be allocated to technical factors than to cost factors. A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical proposal being completed prior to any price proposal being considered; and cost evaluation is only undertaken for technical submissions that score above the minimum.
The score assigned to each proposal will be of guidance in determining which proposal would provide the greatest value to the National Department of Health and Sub Recipients. However, Isibani Development Partners reserves the right not to employ raw scores in determining best value where it considers, in its sole discretion, that this would not be appropriate.

Technical proposals will be evaluated based on the following Evaluation Criteria:
No.1
Criteria
Points Weight Allocation:40
Elements and weight for functionality

Experience / Track record:
The Service Provider will need to provide details of previous experience and expertise in health products and supply management. The experience should demonstrate particular focus in the budget development in relation to assumptions used for budgeting health products.
Three (3) contactable signed reference letters/confirmation from the Resumes from present and/or past donor funds recipients.
The letters should state the following:
• Name of the client
• Contact Telephone Numbers and/or e-mail address
• Contract period
• The value of the contract
• Type of work conducted

Elements and Weight for Functionality
2
Technical Capability
For the purpose of this request, the service provider must provide the following:
Detailed Curriculum Vitae/s (CV) including experience in health product and supply management, certified copies of relevant qualifications and where applicable, proof of registration with relevant body/ council.
Experience as per paragraph 8 above:
5 or more years’ experience = 5
4-5 years’ experience = 4
3-4 years’ experience = 3
2-3 years’ experience = 2
1-2 years’ experience = 1
Points Weight Allocation:60

Total Points 100

NB: The ratings for scoring will be as follows:
0 = No Indication
1 = Poor
2 = Below Average
3 = Average
4 = Good
5 = Excellent

13. Special Conditions
- Isibani Development Partners reserves the right to appoint or cancel the bid, and the continuity of the work published is subject to the availability of funding from the funder.
- Isibani Development Partners reserves the right to award the tender to the most suitable service provider.
- Isibani Development Partners reserves the right to stop the contract partly or, temporarily or indefinitely, in which event neither claim nor liability whatsoever shall lie against the contractor due to non-compliance and non-performance, by the supplier.
- Isibani Development Partners reserves the right to conduct price negotiations, where it is deemed necessary.
- All service providers are bound to protect the confidentiality of all data (including the protection of personal information) and information gathered and accessed through the work on the assignment. Information and data received and accessed through this project may only be used to meet the objectives outlined in these specifications.
- Isibani Development Partners reserves the right to request any relevant documentation at any stage of implementation.
- All records, data and information relating to the project are owned by the contractor and remain the intellectual property of the contractor and as such must be treated as confidential by the service provider.
- At the end of the contract period, the sup shall make available to the contractor a record of all the data and information relating to the project to enable the new supplier to take on that data and information sufficiently and properly in a manner which would enable the new supplier to commence delivering services to the contractor.
- Where certified copies of documents are required, the person certifying such documents must not be associated with the bidder in any way.
- Incomplete bids will be deemed non-responsive.

14. Technical and admin enquiries
For any inquiries and clarifications related to this bid kindly use the email address as follows: enquiries@isibani.org.za. The email will be open from the 22nd of May 2023 and will close on the 30th of May 2023 @16:00hrs.

15. Closing Date
All bid documents must be submitted on or before the closing time of the bid (date and hour specified in the bidding documents). Incomplete bids will be deemed non-responsive.

All bid documents that address the requirements must be emailed to rfp@isibani.org.za from the 19th of May 2023 to 05th of June 2023, 16:00hrs. The closing date for the submission of bids is the 05th of June 2023 at 16H00hrs South African Standard time (SAST).

NB: Please note that late submissions will not be considered, and only the selected and shortlisted applicants will be contacted and/or advised of the outcome.

Please ensure that the subject line states “Application – TECHNICAL ASSISTANCE HEALTH PRODUCT MANAGEMENT, BID NUMBER: ISI-2023-HPSM