RFP - Endline Survey Firm

Evidence Action Request for ProposalsProject: Reading Glasses for Adults - Uganda Endline Survey1. ABOUT EVIDENCE ACTION AND PROGRAMAbout Evidence ActionEvidence Action is an international nonprofit organization that scales evidence-based and cost-effective health interventions to reduce the burden of poverty. Founded in 2013, the organization operates programs across sub-Saharan Africa and South Asia, reaching millions of people with proven health solutions. Evidence Action's work is grounded in rigorous research, with interventions selected based on demonstrated impact from randomized controlled trials and systematic reviews.Evidence Action operates four primary programs: Deworm the World, Safe Water Now, Iron and Folic Acid Supplementation, and Syphilis Screening and Treatment. Each program uses a technical assistance model in which Evidence Action partners with governments to design, implement, and measure health programs at scale. This approach prioritizes government ownership, leverages existing infrastructure, and ensures long-term sustainability.About the Uganda Reading Glasses for Adults ProgramPresbyopia, the age-related loss of near vision, affects a significant portion of adults over 40 and can limit productivity in work and daily activities. Simple, low-cost reading glasses can address this condition, yet access remains limited in many rural communities.Evidence Action is trialing low-cost delivery models for free reading glasses to adults aged 40 and above in eastern Uganda. The organization is testing two distribution approaches:* Village Health Team (VHT) Model (Budaka District): Community health workers conduct household-level eye health screenings and dispense reading glasses directly to eligible individuals. * Screening Event Model (Mbale District): Evidence Action staff hold community-based screening events where adults are assessed and receive glasses on-site.About this Data Collection ActivityEvidence Action seeks a data collection firm to conduct an endline survey to assess the implementation quality and recipient experiences across both distribution models. Data collection will include surveys with VHTs in Budaka District and glasses recipients in both Budaka and Mbale districts. Survey content will assess VHT knowledge and adherence to screening protocols through scenario-based questions, confirm glasses receipt, measure glasses usage patterns, and capture recipients' perceived benefits and satisfaction.1. THE REQUESTS FOR PROPOSAL TIMELINEYour intention to bid is due by:9 March 2026Your questions on the RFP are due by:9 March 2026Questions will be answered by Evidence Action on or before*:12 March 2026Your RFP response is due via email by 5 pm EDT on:18 March 2026*Questions and answers will be shared with all vendors that submit an intention to bid.1. OBJECTIVES OF THE PROJECTThe endline survey aims to assess implementation quality and recipient experiences across both reading glasses distribution models. The evaluation has three primary components, each with distinct objectives.Component 1: VHT Knowledge Assessment (Budaka District)This component focuses on VHTs who conducted eye health screenings and distributed reading glasses at the household level.Objective 1.1: Assess VHT recall of screening and distribution protocolsDetermine whether VHTs can correctly recall the steps for conducting eye health screenings, identifying eligible recipients, and dispensing reading glasses. This will be measured through knowledge questions and hypothetical case scenarios presented during in-person interviews.Component 2: Glasses Recipient Experience (Budaka and Mbale Districts)This component focuses on individuals who received reading glasses through either the VHT model (Budaka) or community screening events (Mbale).Objective 2.1: Confirm glasses receiptVerify that sampled individuals received reading glasses through the program and currently possess them.Objective 2.2: Measure glasses usage patternsDetermine how frequently recipients use their reading glasses and for what types of activities (income-earning work, household tasks, leisure).Objective 2.3: Assess perceived benefits and satisfactionCapture recipients' experiences with the reading glasses, including perceived benefits in daily life and overall satisfaction with the glasses received.Component 3: Non-Recipient Experience (Budaka and Mbale Districts)This component focuses on individuals who went through the eye health screening process, but did not receive reading glasses, through either the VHT model (Budaka) or community screening events (Mbale).Objective 3.1: Assess follow-up for eye health conditionsDetermine whether sampled individuals conducted follow-up visits to a health facility, based on the eye health condition observed during their screening.1. OBJECTIVE OF THE RFPEvidence Action seeks competitive bids for advisory and data collection services pertaining to the implementation of the Reading Glasses for Adults - Uganda Endline Survey in Budaka and Mbale districts.1. DESCRIPTION OF SERVICESEvidence Action seeks to contract with a qualified data collection firm to carry out a scope of work that will include the Reading Glasses Pilot Endline Survey, described below.5.1 Overview of the Endline SurveyThe endline survey will collect data from three respondent groups across two districts:Respondent TypeDistrictApproximate Sample SizeSurvey DurationVillage Health Team (VHT)Budaka76 VHTs30 minutesGlasses recipients (VHT model)Budaka228 recipients15 minutesNon-recipients (VHT model)Budaka228 recipients10 minutesGlasses recipients (Screening event model)Mbale219 recipients15 minutesNon-recipients (Screening event model)Mbale219 recipients10 minutesSurveys will be conducted in local languages used in Budaka and Mbale districts. Bidders should confirm their enumerator capacity for data collection in these specific locations.5.2 Scope of WorkThe selected firm will be responsible for the following:A. Survey Preparation1. Review and provide feedback on draft survey instruments, including question wording, flow, and operational feasibility. 2. Advise on cost and time implications of the proposed sampling and data collection approach. 3. Recruit and vet enumerators with fluency in relevant local languages and experience conducting household surveys. 4. Procure all materials required for data collection, including mobile devices or tablets capable of running SurveyCTO and any materials needed for fieldwork and transportation. 5. Provide venue and logistics for enumerator training. Evidence Action will lead the training and provide all training materials.B. Data Collection1. Deploy the survey using Evidence Action's SurveyCTO platform. Evidence Action will program and test the survey; the firm will deploy it on their devices. 2. Locate and interview sampled respondents in their communities. Evidence Action will provide the sample list with respondent details and location information. Multiple attempts should be made to reach the sampled respondents before replacing. 3. Collect photographic documentation of reading glasses (front and back views) as part of the recipient survey. 4. Ensure adequate field supervision to maintain data quality throughout the collection period. 5. Conduct data quality checks in collaboration with Evidence Action and address any issues identified during fieldwork. 6. Provide weekly progress reports to Evidence Action during the data collection period.C. Data Handover and Reporting1. Submit raw data to Evidence Action upon completion of fieldwork. Evidence Action will handle data cleaning and analysis. 2. Remain available during the data cleaning and analysis period to respond to queries from Evidence Action regarding data anomalies, field conditions, or other issues that may arise when interpreting the data 3. Submit a field report documenting observations, challenges, successes, and recommendations for future data collection activities.5.3 TimelinePhaseDatesDurationContract executionLate March 2025–Survey preparation and logistics planningLate March 20251 weekEnumerator trainingEarly April 20252 daysData collectionApril 20253 weeksRaw data handoverLate April 2025–Field report submissionEarly May 2025–Note: Timelines are subject to change based on program implementation schedules. Evidence Action will communicate any adjustments to the selected firm as early as possible.5.4 Evidence Action ResponsibilitiesEvidence Action will be responsible for the following:1. Finalizing survey instruments and programming them in SurveyCTO. 2. Providing the sampling frame and list of sampled respondents. 3. Leading enumerator training in collaboration with the firm. 4. Conducting data quality checks during fieldwork. 5. Cleaning and analyzing the data. 6. Drafting the final evaluation report.HOW TO APPLY1. PROPOSAL REQUIREMENTSApplicants are requested to submit proposals in MS Word or PDF. The proposals must include:1. A brief overview of the vendor, highlighting key competencies and services rendered. Additionally, the vendor should include examples of their experience in performing similar assignments in the past, highlighting prior work in field data collection. The vendor should use the following format: * Project name: * Sector: * Project description and summary (not more than 3 paragraphs): * Project key deliverables: * Data collection/ Monitoring service provided: * Summary of survey design/data collection protocol: * Project duration: * Funder and/or Partnerships and contact information where possible (please indicate if any contact should not be reached for reference): 2. A table outlining key staff likely to be assigned to the project with a brief description of their skills and expertise pertaining to similar activities. Please include CVs for these key staff as an annex (max two pages for each staff member). 3. A proposed budget, including a breakdown of hourly/daily rates for all proposed staff, the expected number of hours/days, and any reimbursable expenses, required to perform the advisory services. Applicants should provide their best estimate of the expected level of effort (e.g., number of hours or percentage of staff time), based on the vendor’s previous experience providing similar advisory services. Please note that Evidence Action will not hold the applicant to the level of effort estimates, as this will be defined at a later date by Evidence Action. 4. A proposed budget and estimated implementation timeline for the sample sizes proposed in Scenario 1 AND Scenario 2, including a breakdown of hourly/daily rates for all assigned staff, the expected number of hours, and any reimbursable expenses required. 5. Three references that Evidence Action can contact regarding the vendor’s relevant previous work.Evidence Action strongly promotes free and fair competition in all its procurement in a transparent manner. Please refer to Section 7c for further guidance on criteria for award decisions to support the development of your proposal.1. OVERVIEW OF THE EVIDENCE ACTION REQUESTS FOR PROPOSAL PROCESS 1. Proposal / Submission FormatProposal submissions should be provided electronically via email to Faridah Mungoni and Michael Wang at [email protected] and [email protected] and cc: [email protected]. No hard copies are required.1. Clarification to Requests for Proposal InformationIf you have any queries about the request for proposals (RFP), please send your questions to Faridah Mungoni and Michael Wang at [email protected] and [email protected] and cc: [email protected] as soon as you have them, but no later than March 9, 2026. If you discover any ambiguity, error, conflict, or discrepancy in this RFP, you should notify us immediately. If it becomes necessary to clarify data or information or revise any part of this RFP, we will communicate those changes to all RFP participants.1. Award DecisionWhen conducting a competitive RFP process, an internal RFP review team composed of representatives from the program purchasing the needed goods or services will evaluate all responses and score them based on that standard set of criteria, including:* Demonstrated experience of overall staff team * Demonstrated experience advising on survey design * Expertise in program monitoring design and implementation, particularly of global health programs * Experience working with stakeholders in the public sector * Experience conducting community-level and household-level data collection * Experience with government approval submissions and processes * Demonstrated ability to recruit, train, contract, and supervise experienced enumeration staff * Demonstrated ability to manage survey data collection in Uganda * Number of hours proposed are reasonable for the project * Cost structure is clearly defined and proportionate to the value offeredWe may add some elements during the process, in which case we will notify all vendors and provide them reasonable time to plan and accommodate the requests.Following the award decision, all bidders have the opportunity to request and receive feedback on their performance. We recognize that you will expend time and resources in pursuit of this business opportunity. We owe you the chance to understand where you can improve your offering and increase your success rate in the future, with Evidence Action or other prospective customers.1. TERMS AND CONDITIONS2. The RFP is an invitation to offer and does not commit Evidence Action to accept any of the quotations received or award the contract to any bidders, including but not limited to the lowest bidder. 3. Vendors must be willing to negotiate a contract with Evidence Action in good faith and a prompt, efficient, and cooperative manner. 4. By submitting a proposal, the vendor agrees to Evidence Action’s vendor expectations and requirements for compliance with laws included in Exhibit A (attached). Please note that the terms outlined in Exhibit A are minimum required terms, and Evidence Action reserves the right to modify such terms, in whole or in part, at any time before any final contract execution. 5. The successful vendor should not make any reference to Evidence Action in any literature, promotional material, or sales presentation without prior written consent from Evidence Action’s CEO. 6. Evidence Action may make any inquiries about the individual’s or organization’s abilities to satisfy the RFP requirements and perform the work. This RFP is not an offer to enter into an agreement with any party. Rather, it is a request to receive quotations from respondents interested in providing the services specified herein. Evidence Action reserves the right to reject any or all quotations submitted and contract in the best interests of Evidence Action. Evidence Action is not responsible for any costs or damages associated with the Vendor’s response, including copyright or other rights, regardless of…