Request for Proposals
RFP #:
3879-06-140-RFP-01
Issued on:
November 1, 2013
For:
Logistic Support for the Human-Animal Exposure Formative
Study – Sabah, Malaysia
Submission Deadline: November 21, 2013 by 5:00 PM Washington DC Time.
Period of Performance: December 2, 2013 – March 31, 2014
BACKGROUND
The U.S. Agency for International Development (USAID) has awarded FHI 360 the Associate
Award No.: GHN-A-00-09-00002-00 under Leader Award No. GPO-A-00-07-00004-00 entitled,
“Global Avian Influenza and Zoonotic Behavior Change and Communication Support Activity,”
or the PREVENT project. In Cambodia, Laos, Myanmar and Vietnam, PREVENT activities are
also supported by the Australian Agency for International Development (AusAID). PREVENT
focuses on using behavior change and communication to prepare for, prevent, respond to, and
control avian and pandemic influenzas and emerging pandemic threats.
It has been estimated that 70 percent of zoonotic pathogens that cause disease in humans come
from wild animals. Of these, bats, primates and rodents have been most frequently implicated in
the transmission of infectious diseases that have had severe impact on humans.
Transmission of emerging pandemic threats (EPT) cannot occur without some kind of contact,
whether direct or indirect, between humans and animals. There is very little information
quantifying contact, and what exists is difficult to compare between studies because of
differences in protocols. Quantifying contact will provide a basis for determining which
populations are at greatest risk of emerging infectious diseases and what kinds of behavior
change might be needed to reduce risk.
The PREVENT project has developed a standard survey approach for assessing direct and
indirect human exposure to animals in a variety of settings in different countries (human-animal
exposure survey). These surveys will quantify human exposure to wild animals particularly
likely to carry zoonotic viruses – bats, rodents, and primates – as well as other types of wild and
domestic animals (pigs and chickens) to which people are frequently exposed. The formative
study will ensure that the survey questionnaire:
 Uses the local names of animals that people are most likely to recognize and reflects local
categorization of animals
 Includes pre-coded responses for animals to which people are likely to be exposed
1



Uses the appropriate language and terms to elicit valid responses to questions about
interactions with animals
Takes into account issues that are sensitive (such as regulations restricting hunting or
associations of certain animals with sorcery) to avoid over- or under reporting of certain
exposures.
Incorporates seasonal variations in community activities that may affect the way people
interact with animals or the optimum times to conduct animal exposure surveys.
The study will focus on wild animals particularly likely to carry EPT viruses, especially bats,
rodents, and non-human primates, but will also ask about other wild animals and selected
domestic animals.
PURPOSE
FHI 360 wishes to identify a company based in Sabah, Malaysia to assist with the logistics and
implementation of the human-animal exposure formative study in Kinabatangan District in the
state of Sabah.
STUDY
Sites: The study will be conducted in the state of Sabah, Malaysia. Specifically, the study will be
implemented in and around the Lower Kinabatangan Wildlife Sanctuary between Abai village
and Batu Puteh village in two groups of communities: indigenous inhabitants of the area (Orang
Sungai) currently living in villages along the river AND migrant workers who live in oil palm
plantation estates. These sites were selected to address the study’s strategic intent of
understanding exposure in differing environments and situations. Studying different groups of
people who are living in or using the same landscape will allow PREVENT to assess the effect
of culture in mediating exposure to animals.
Research team: A local investigator based in Sabah will lead the research teams. Using the
specifications provided by PREVENT, the vendor will hire field supervisors, interviewers and
transcriber/translators; these individuals will be organized into 6 teams (1 interviewer and 2
transcriber/translators in each team) and will be led and supervised by the local investigator who
will be responsible for day-to-day decisions and the quality of the research team’s work.
Research participants: Research teams will recruit adult male and female respondents as well as
children 10-14 years old. On the basis of previous work, the project expects that men and women
may have different exposures. In addition, children are of special interest since they may have
interactions with animals that are significantly different from adults and that could put them at
higher risk.
Language: The research will be conducted in Bahasa Malaysia with some translations in local
indigenous languages. All information obtained will be translated into English.
Timing: The implementation of the study will tentatively begin in December 2013 – March
2014. A 2-week training is anticipated to take place in December 2013 or January 2014 and data
collection (field work) will start immediately following training and is anticipated to last 4-5
weeks.
2
SCOPE OF WORK
The selected vendor will work with PREVENT project staff and the local principal investigator
(PI) and will be responsible for the following:
1. Assist with identifying 10 interviewers, 2 field supervisors and 15 translator/transcribers
for training:
 Provide the PREVENT project and local PI with CVs of potential candidates based
on the criteria and qualifications established. Potential candidates should be based in
Sabah.
 Assist the PREVENT staff, the local PI with arranging interviews of the candidates;
PREVENT will select the final candidates.
 Hire selected candidates for the 10 day training workshop (includes 2-3 days of field
practice)
2. Provide support staff to be on site for the 10 day training including 2 day field practice.
3. Logistics:
 Identify and hire and pay a venue for the 10 day training (which includes 2-3 days of
field practice) near or around Sandakan.
 In consultation with local PI and PREVENT staff, identify and request 3
quotations from appropriate venues for the training and lodging participants. The
PREVENT project staff will make the final selection of the venue. The venue
should have the following:
- Provide lodging for 27 people
- Provide conference meeting package for 10 days for 35 people
- Provide a conference meeting room to accommodate 35 people and have
enough space within the conference room to accommodate the participants
to do group work and practice sessions
- Provide bottled water for each participant for each day
- Provide morning and afternoon tea/coffee breaks for 35 people
- Provide lunch for 35 people with 1 soft drink (non-alcoholic) per person
- Provide LCD projector and screen
- Provide flip charts and markers





Ensure that 10 interviewers, 2 field supervisors and 15 translator/transcribers attend
all 10 days of training sessions (5 day weeks for two weeks).
Provide compensation (e.g. fee payments, meals and incidentals, and transportation)
to the consultants at the end of the 10 days sessions. Withhold necessary taxes as
required by the Government of Malaysia.
Print 35 sets of training material (approximately 80 – 100 pages each) and collate into
binders for 35 participants; PREVENT will be provided the training materials
electronically.
In consultation with the local PI and PREVENT staff, provide quotations for 12
laptops that trainees will use during practice sessions. Laptops should be in good
working condition, have at minimum MS Office 2007 or higher, Windows 7 or
higher, have virus protection, is password protected and is insured.
In consultation with the local PI and PREVENT staff, provide quotations for
transportation for 35 people for 3 days during the 10 days of training to the field
practice sites which may be a couple of hours drive from Sandakan. The local PI and
3
the PREVENT project will make the final selection and will determine specific dates
and sites.
4. Fieldwork: it is anticipated that field work i.e. data collection will begin immediately i.e.
after the last training day and will last up to 5 weeks
 In consultation with the local PI and PREVENT staff, retain 6 interviewers, 1 field
supervisor and 12 translators/transcribers selected from the training to become
members of the research team.
 The research team members will be assigned their tasks which will include but not
limited to the following:
 Work 6 days per week
 Recruit participants for the study
 Facilitate focus group discussions, individual interviews and/or key informant
interviews
 Provide note taking during interviews of focus group discussion
 Provide data entry of structured data (e.g. pile sorts) into computer data entry
forms; check quality and revise if necessary.
 Transcribe and translate all data collection notes into English in Microsoft
Word.
 Provide simultaneous verbatim transcription and translation of all recordings
from Bahasa Malaysia into English; transcriptions should include all names of
animals as well as key terms mentioned in interviews/discussions in Bahasa
Malaysia in brackets.
 Participate in daily debrief sessions with the supervisors, local PI and/or
PREVENT staff
 In consultation with local PI and PREVENT staff, identify, request 3 quotations and
hire appropriate venue to lodge 19 field data collectors (1 supervisor, 6 interviewers,
12 transcribers/translators). PREVENT project staff will make the final selection of
the venue.
 Provide support staff to travel with the research team to the field data collection sites
for logistical support.
 In consultation with the PREVENT project disseminate per diem/daily subsistence
allowance to the field data collectors.
 Hire three 4-wheel drive vehicles that can handle rough and/or flooded terrain and is
inclusive of a driver, insurance and fuel for the entire 5 weeks of field data collection.
The vehicles should accommodate the research teams that may be going to the field at
anytime
 Provide 12 laptops to the research team. The laptops should be in good working
condition, have minimum MS Office 2007 or higher, Windows 7 or higher, have
virus protection and is password protected.
 In consultation with local PI and PREVENT staff, identify, request 3 quotations and
hire/provide 2 printers for the research team during field data collection. The printers
should be in good working condition, insured, have adequate ink and printer paper for
2 months.
4



Provide 6 digital recorders that are in good working condition. The digital recorders
should have the ability to record at minimum 8 hours of recordings at a time;
capability to download directly onto a laptop.
Provide 2 digital cameras that are in good working condition. The digital cameras
should be able to download directly onto a laptop.
Provide 12 headsets for use with the digital recorders and laptops to listen to the
audio recordings.
5. Print and/or photocopy 400 consent forms (4 pages) and 100 data entry forms (10 pages
long); electronic documents will be provided the PREVENT project.
6. Provide each research team member with at least 5 notebooks and pens to use during
field data collection.
7. Provide 12 storage boxes with locks (plastic boxes are acceptable) to store files during
field data collection.
8. Provide waterproof backpacks for each of the 6 research teams to put in various materials
during field data collection.
9. Retain the 12 translators/transcribers to complete the transcription/translations for 3
weeks after the field data collection has been completed. The transcription/translations
will be conducted in Kota Kinabalu, Sabah.
10. Translators/transcribers will work closely with the local PI to ensure that all data products
(notes, recordings etc) as follows are correctly catalogued and appropriately stored:
 Digital audio recordings of all interviews and discussions
 Notes and other original research products
 Checked electronic files of structured data
 Detailed notes from data collection activities and daily debrief notes in English
(electronic)
 Checked transcriptions/translations of all interviews.
NOTE: All data generated during the study – signed consent forms, photos, completed data
entry forms, and notebooks in storage boxes, as well as recordings and other computer files –
will be the property of FHI 360 and should be handed to FHI 360 immediately upon completion
of the field work.
Technical supervision of the research is the responsibility of the local PI and the PREVENT
project.
DELIVERABLES
The following deliverables are required:
Deliverables
1. Submission of bi-weekly reports on any logistical and
personnel issues submitted to the PREVENT staff and local
PI.
2. Submission of complied CVs of potential candidates based
in Sabah for the training and research teams and scheduled
interviews with short-listed candidates.
5
Illustrative Due Dates
December 13 and 23, 2013
January 10 and 24, 2014
February 10 and 24, 2014
March 10 and 24, 2014
December 2013
3. Hire and the selected 10 interviewers, 2 field supervisors
and 15 translator/transcribers for training.
4. Submission of 3 quotations to the local PI and the
PREVENT project team who will make the final selection
of the following for the training:
a. hotels/venues for the training and lodging participants
b. vehicle rental for 3-days
c. rental of 12 laptops for the training and field data
collection
d. rental of 12 headsets for use with the digital recorders
and laptops
5. Pay (e.g. fee payments, per diem/daily subsistence
allowance, and transportation to training) the selected 10
interviewers, 2 field supervisors and 15
translator/transcribers for training and submit proof of
payment to the PREVENT staff. Withhold necessary taxes
as required by the Government of Malaysia.
6. Printed 35 sets of training material (approximately 80 – 100
pages each) and collate into binders
7. Submission of 3 quotations to the local PI and the
PREVENT project team who will make the final selection
of the following for the field data collection:
a. hotel for lodging the research team during the field
data collection
b. rental of three 4-wheel drive vehicle with driver,
insurance and fuel for the research team
c. rental of 2 printers
d. rental of 6 digital recorders
e. rental of 2 digital cameras
f. rental/purchase of 6 waterproof backpacks
g. rental and/or purchase of 12 storage boxes
h. the digital recorders and laptops
8. Pay and withhold the necessary taxes as required by the
Government of Malaysia for the following:
a. selected hotel/venue for services rendered for the
training and lodging of participants
b. selected car rental company for the training
9. Printed/photocopied research study materials – 400 consent
forms (4 pages) and 100 data entry forms (10 pages long)
and provide notebooks and pens for the research team
10. Pay and withhold the necessary taxes as required by the
Government of Malaysia for the following:
a. The selected hotel for lodging the research team
members.
b. The selected car hire company companies for the
rental of three 4-wheel drive vehicle with driver,
6
December 2013
December 2013
January 2014
January 2014
January 2014
January 2014
January 2014
March 2014
insurance and fuel for the research team
c. The selected company for the provision and return of
the 2 printers for the field data collection
d. The selected company for the rental and return of the
12 laptops for the training and field data collection
e. The selected company for the rental and return of 12
headsets for use with the digital recorders and laptops
11. Pay (e.g. fee payments, per diem/daily subsistence
allowance) and withhold the necessary taxes as required by
the Government of Malaysia for the 12
translators/transcribers retained to complete the
transcription/translations for 3 weeks after the field data
collection has been completed. Submit proof of payment to
the PREVENT staff
12. Submission of the final and complete set of catalogued
research products as approved by local PI and the
PREVENT project staff.
March 2014
March 31, 2014
CONTRACT MECHANISM
A firm fixed-price contract may be awarded in local currency (Malaysian Ringgit) to the
responsive vendor whose quote will be evaluated as most advantageous to FHI 360.
NOTE: FHI 360 will not compensate companies for its preparation of response to this RFP nor
is the issuing of this RFP a guarantee that FHI 360 will award a contract. FHI 360 reserves the
right to issue a contract based on the initial evaluation of offers without discussions. FHI 360
may choose to issue a contract for only part of the activities specified above.
SUBMISSION REQUIREMENTS
The vendor needs to demonstrate a strong management and operations capability – financial,
logistics, operations – as well as technical capabilities. PREVENT is asking interested vendors
to provide the following
I.
Capability and Technical Experience Statement – not to exceed seven pages,
indicating the following:
a. Brief, general overview of the company.
b. Capabilities and experience for conducting similar scopes of work as described
above.
c. List of research implementation work conducted in Malaysia with dates, funder
and information about study size and methods used.
d. If the vendor has a website or can post examples of their work, please indicate the
website.
II.
Staffing – Please identify no more than two key personnel, two support staff and the
percentage of the time they will spend on this activity. Include no more than a half-page
bio-sketch of each key personnel.
7
Cost Proposal – Please provide a detailed budget with quotations that reflects as
accurately as possible the real costs for these activities (Attachment A). The budget
should be broken down by labor costs; please include the names of the people who will
do the work and unit costs; include travel costs and per diem for staff, cost of
printing/photocopying, laptops, rental of vehicles, materials requested, overhead or
agency fees, indirect and direct costs. All agency fees must be clearly stated including the
basis on which they will be applied. For example if your organization has a set fee or
price list for these activities, please indicate it; also any agency or overhead fees if
applicable.
III.
Vendors will submit with their proposals a proposed budget with sufficient detail to allow
evaluation of elements of costs proposed. Budgets should be submitted in the currency
within which your organization is located and will be paid; please label your budget
with the name of the currency.
Please include signed and correctly completed biographical data form (Attachment B) for
each proposed personnel that will work on this activity as part of your cost proposal.
IV.
References: Please include three client references and contact information. References
should have worked with your company within the past two years in Malaysia and/or
other similar countries in the general geographic region applicable to this RFP.
CRITERIA/QUALIFICATION FOR EVALUATION
The selection criteria will be based on the best value as follows:

Capacity/experience and references – 50 points

Technical (description and time line of activities, staffing, reporting plan) – 30 points

Budget competitiveness – 20 points
SUBMISSION INFORMATION
Questions and Requests for Clarification – should be submitted in writing to Ms. Efua OrleansLindsay, eorleans@fhi360.org by November 6, 2013, 5:00 PM Washington, DC time inquiries
and answers to inquiries will be shared with all applicants on this website.
No telephone inquiries will be answered.
Responses – please provide the requested information by November 21, 2013 5:00 PM
Washington, DC time via email to Ms. Efua Orleans-Lindsay, eorleans@fhi360.org.
Any quotes received after this date and time may not be accepted and shall be considered nonresponsive. FHI 360 will acknowledge receipt of your quotation by return email.
Certification of Independent Price Determination
The offeror certifies that—
(1) The prices in this offer have been arrived at independently, without, for the purpose of
restricting competition, any consultation, communication, or agreement with any other
8
offeror, including but not limited to subsidiaries or other entities in which offeror has any
ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention
to submit an offer, or (iii) the methods or factors used to calculate the prices offered;
(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror,
directly or indirectly, to any other offeror, including but not limited to subsidiaries or other
entities in which offeror has any ownership or other interests, or any competitor before bid
opening (in the case of a sealed bid solicitation) or contract award (in the case of a
negotiated or competitive solicitation) unless otherwise required by law; and
(3) No attempt has been made or will be made by the offeror to induce any other concern or
individual to submit or not to submit an offer for the purpose of restricting competition or
influencing the competitive environment.
(a) Each signature on the offer is considered to be a certification by the signatory that the
signatory—
(1) Is the person in the offeror's organization responsible for determining the prices being
offered in this bid or proposal, and that the signatory has not participated and will not
participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or
(2) (i) Has been authorized, in writing, to act as agent for the principals of the offeror in
certifying that those principals have not participated, and will not participate in any action
contrary to subparagraphs (a)(1) through (a)(3) above;
(ii) As an authorized agent, does certify that the principals of the offeror have not
participated, and will not participate, in any action contrary to subparagraphs (a)(1)
through (a)(3) above; and
(iii) As an agent, has not personally participated, and will not participate, in any action
contrary to subparagraphs (a)(1) through (a)(3) above.
(b) Offeror understands and agrees that -(1) violation of this certification will result in immediate disqualification from this solicitation
without recourse and may result in disqualification from future solicitations; and
(2) discovery of any violation after award to the offeror will result in the termination of the
award for default.
LATE SUBMISSIONS, MODIFICATIONS, AND WITHDRAWALS OF PROPOSALS
At the discretion of FHI 360, any proposal received at the office designated in the solicitation
after the exact date and time specified for the receipt may not be considered unless it is received
before award is made and it was determined by FHI 360 that the late receipt was due solely to
mishandling by FHI 360 after receipt at its offices.
Quotations may be withdrawn by written notice via email received at any time before award.
FALSE STATEMENT IN OFFER
Vendors must provide full, accurate and complete information as required by this solicitation and
its attachments.
ATTACHMENTS
Attachment A – Budget Template
Attachment B – Biographical Data Form
Attachment C – Terms and Conditions
– End of RFP –
9