Request for Proposal (RFP) At Helen Keller Intl

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Request for Proposal (RFP)

PF No. and Title: 25/02/73 – Call for proposal for the implementation of post event coverage survey for vitamin A Supplementation campaigns through a blanket purchase agreement.
RFP Issue Date: 3^rd March 2025
Submission of Questions Due Date: 15^th March 2025
Proposal Submission Deadline: 25^th March 2025
Contracting Entity: Helen Keller International (Helen Keller Intl)
Place of Performance: Nigeria (Adamawa, Benue, Ebonyi, Nasarawa and Taraba)

Contents of this Document

SECTION 1: Introduction, Eligibility of Bidders, and Definitions……………………………. 1

SECTION 2: Scope of Work…………………………………………………………………………….. 2

SECTION 3: Proposal Instructions…………………………………………………………………… 11

SECTION 4: Evaluation Criteria and Basis for Award………………………………………… 13

SECTION 6: Proposal Validity, Submission Deadline and Instructions………………… 15

SECTION 7: Negotiations………………………………………………………………………………. 16

SECTION 8: Terms of the Solicitation……………………………………………………………… 16

ANNEX A: Conflict of Interest Disclosure…………………………………………………………. 17

ANNEX B: Format of CV to Be Used for Key Personnel (One Document Per Person)……………………………………………………………………………………………………………………. 18

ANNEX C: Financial Offer Format (This is ONLY an example, modify if necessary) 19

ANNEX D Form of Contract……………………………………………………………………………. 21

Bidders are encouraged to read this RFP and all attachments in its entirety paying specific attention to the instructions and requirements. Issuance of this RFP does not in any way obligate Helen Keller International to award a contract, nor does it commit Helen Keller International to pay for costs incurred in the preparation and submission of a proposal. All recipients of this RFP shall treat all information and details included herein as private and confidential.

SECTION 1: Introduction, Eligibility of Bidders, and Definitions

Introduction

Helen Keller International (Helen Keller Intl) is a nonprofit organization dedicated to saving and improving the sight and lives of the world’s vulnerable by combatting the causes and consequences of blindness, poor health and malnutrition.

Helen Keller Intl invites all eligible Bidders to submit proposals to support Helen Keller to implement one round of post event coverage surveys in July 2025 to measure the coverage of the VAS distribution campaigns.

The purpose of this Request for Proposals (RFP) is to select a vendor that will provide best value to Helen Keller Intl, when both technical and cost factors are combined.

Eligibility of Bidders

This RFP is open to non-governmental organizations and private companies’ entities that are deemed capable of implementing the scope of work, with a solid record of integrity and business ethics, and that meet the eligibility requirements stated in this Section.

Bidders that submit proposals in response to this RFP must meet the following requirements:

Be a non-government entity (for-profit and non-profit companies, non-governmental organizations (NGOs), etc.) that are legally registered under the laws of the country where it is operating
Have demonstrated capacity and expertise to successfully implement the Scope of Work
Have completed the required disclosures and information/documentation requests incorporated in this RFP
Be willing to comply with relevant donor rules and regulations and Helen Keller Intl requirements.

Note: Helen Keller Intl will not award a contract to any firm that is debarred, suspended, or proposed for debarment by the U.S. Government, or who proposes to do business with firms or firms’ principals who are debarred, suspended, or proposed for debarment, in the performance of the requirement of this activity.

SECTION 2: Scope of Work

Helen Keller Intl will evaluate all eligible proposals received in response to this RFP in accordance with the evaluation criteria described in this document.

This RFP contains the following Annexes:

Annex A: Conflict of Interest Disclosure
Annex B: Format of CV to be used for Key Personnel (one document per person)
Annex C: Financial Offer template (separate Excel spreadsheets)
Annex D: Form of Contract

Helen Keller Intl supports the supplementation with high dose of Vitamin A of up to 40 million children every year in 14 countries of sub-Saharan Africa. When delivered twice a year to at least 80% of children aged 6 to 59 months in countries with high under five mortality and high rates of vitamin A deficiency, Vitamin A supplementation (VAS) can contribute to a reduction of child mortality by up to 24%.

VAS is delivered to children twice a year through multiple delivery mechanisms. Some countries are organizing mass distribution campaigns where teams of distributors visit every household to give vitamin A to children. Others have integrated VAS into their facility-based delivery systems alongside routine immunization or growth monitoring. A third group of countries are using a hybrid system that combines campaigns and facility-based delivery.

In 2025, Helen Keller Intl supports the delivery of VAS in the five states (Adamawa, Benue, Ebonyi, Nasarawa and Taraba) of Nigeria through door-to-door campaigns and facility-based delivery model. These campaigns are organized twice a year, around May/June and November/December every year and are implemented by the State Primary Health Care Development Agency/ Board with financial and technical support from Helen Keller Intl teams.

We are seeking a consultancy agency to assist Helen Keller teams in the country to conduct one round of these surveys in June 2025 to validate vitamin A supplementation for the first round of campaign in 2025.

The consultant will be responsible for preparing the survey (quantitative and qualitative) of postcampaign coverage or routine vitamin A supplementation, including drafting the protocol, developing collection and training tools, drawing up the enumeration areas (clusters) in the targeted regions with the National Statistics Agency, submitting the protocol and tools to the ethics committee, the recruitment, training and supervision of field investigators, quality control of the data collected, listening to the audio recordings of the enumeration and household survey forms in order to compare them with the data entered, daily monitoring of the data collection with the establishment of a dashboard of quality indicators for both quantitative and qualitative data collection, transcription of focus groups and semi-structured interviews, data analysis (qualitative and quantitative) and the production of a training report, data collection report and final survey report with a summary of the report..

Survey description

The surveys, known as post-event coverage surveys (PECS), must be carried out within 4 weeks of the end of the SVA campaigns, to minimise recall bias.

The sample for these surveys comprises between 115 clusters, each consisting of 10 to 15 surveyed households. These clusters cover all the regions supported by Helen Keller Intl, to provide a reliable estimate of VAS coverage in these areas. Given that Helen Keller will be operating in 5 States in 2025, this implies that around 24 clusters averagely will be randomly selected in each state, requiring multiple travel for the survey supervision teams

(consulting agency). This will require multiple trips for the teams responsible for supervising the survey (consultancy agency)

Clusters are randomly selected using a Probability proportional to size (PPS) sampling approach in collaboration with the Nigeria Bureau of statistics (NBS). Within each of the cluster selected, the data collection team first conducts an exhaustive census of the household, listing all households (eligible and not eligible) and the number of children in each. From this list, the team will randomly select 10 to 15 eligibles household to administer the household questionnaire after successfully carrying out census in the cluster and completing delineation. ^[1]

Team composition is 3 persons per team (2 enumerators and 1 supervisor). Each team is expected to cover a cluster for two days (Day 1 is for delineation and census while day 2 is for data collection from eligible households).

Interviews are conducted at the national level with the heads of the directorates involved in the implementation of VAS activities, at the regional level and at the district level to assess the main stages of implementation of the supplementation campaign, including the supply chain, coordination, information system, etc.
These surveys also make it possible to randomly sample one health facility and one community distributor (ASC) in each of the selected clusters to evaluate the performance of the campaign implementation, the satisfaction of the health worker and the community health worker, and to identify any challenges that may have affected coverage.
The enumeration questionnaire allows for an exhaustive count of all households in each selected cluster, to build a comprehensive database. It aims to identify eligible children, ensure a random and representative selection of eligible households, and provide essential data for an accurate analysis of post-campaign vitamin A supplementation coverage.

The household questionnaire focuses mainly on the receipt of VAS services and deworming, the reasons for non-receipt of interventions, and caregiver satisfaction, but may also include additional modules to assess the coverage of other health and nutrition services or to investigate the knowledge and practices of household members in areas relevant to Nigeria.

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These surveys also randomly sample one health worker that participated in the campaign, one community health Volunteer and community Leader in each of the selected cluster to assess the performance of the campaign implementation, the satisfaction of the health worker, community health volunteer and community leader to identify challenges that may have affected coverage.

The questionnaires for community health Volunteer and community Leader will be designed according to the specific information needs related to the study. They will focus on aspects such as the supply chain, CHW satisfaction, coordination and the information system, as well as other points deemed relevant for the analysis.

The questionnaires are digitised using SurveyCTO, a mobile data collection platform. The selected consultant will need to have their own account and access to SurveyCTO in order to test the data collection tools. Once the tools have been finalised and validated, they will need to be sent to Helen Keller for uploading to the organisation’s centralised server, which will be used for both the pilot survey and the main survey.

The consultant will be granted access to Helen Keller’s SurveyCTO server during the data collection process as an ‘External viewer’. This access will allow the databases to be downloaded daily and their quality to be monitored. The consultant will be responsible for taking all the necessary steps to control the use of the server, download the data and use the labelling tools to analyse the databases with the STATA software.

The consultant is also responsible for providing each data collection team with smartphones and tablets equipped to efficiently capture respondents’ answers in the field. These devices must be suitable for intensive use and able to function optimally in various field environments, thus guaranteeing the reliability and quality of the data collected.

During data collection, the consultant is required to monitor a set of key indicators daily to track the quality of the data collected. This rigorous monitoring should enable any anomalies or inconsistencies in the data to be identified quickly. The consultant is also responsible for communicating this information to the Helen Keller International team daily, thus ensuring full transparency throughout the collection process.

In addition, debriefing meetings must be organised regularly between the consultant and the Helen Keller International team. These meetings will provide an opportunity to discuss progress made, resolve any challenges encountered and adjust data collection strategies, if necessary, to ensure that the objectives of data quality and accuracy are fully me

The consultant will conduct a data quality check at various stages of the collection process:

During the census,

A quality check will be conducted by the supervisors by returning to 10% of the households counted in the two strata to redo the census and compare their data with that of the interviewers.
A file for monitoring the households counted per cluster will have to be created to compare the number of households counted with the forecasts of the National Statistics Agency. This file will make it possible to identify the underestimations and overestimations of the number of households per cluster, to raise awareness among investigators and supervisors, and to guarantee a good delimitation of the clusters as well as an exhaustive enumeration.
The consultant will have to use the GPS coordinates of the clusters to draw up precise maps, making it possible to compare them with the maps provided by the national statistics institute.

During the collection of household survey data

Quality control will be carried out by supervisors by returning 20% (i.e. 2 households/cluster) of the households surveyed to conduct an interview with a shortened questionnaire and compare their data with that of the interviewers.
Via the SurveyCTO platform, they will have to plan systematic sequence recordings of the household data collection interviews.
During data collection, the consultant is required to monitor the number of data quality monitoring indicators daily and to communicate this information to the Helen Keller team and the survey steering team.
During the collection (census, household survey, from districts, health workers and community health workers), the consultant must set up a dashboard for daily monitoring of the main indicators for each of the survey targets.

The consultant must provide a daily report of the data collection, the differences observed between the data of the investigators and those of the supervisors during the quality control and the measures taken when there are differences.

Helen Keller uses STATA for data analysis and the consultant should use the same software and provide all the files used to monitor the collection, quality control of the collection, clearance, weighting and analysis of the data.

Qualitative component the team of consultants must:

Accurately transcribe the discussions of the focus groups, ensuring that the opinions, perceptions and suggestions of the participants are faithfully captured.
Carry out an in-depth analysis of the focus group data, identifying key themes, trends and salient points that emerge from the conversations.
Integrate these qualitative findings into the final report, ensuring that they are clearly presented and linked to the objectives of the study.
Propose practical and strategic recommendations based on the results of the focus groups to inform decision-making.
Use content analysis methodologies or other appropriate techniques to ensure the rigour of the analysis and the reliability of the conclusions drawn.
Provide a concise and relevant summary of the results, while maintaining the anonymity and confidentiality of the participants.
The analysis and the survey report must be ready within a maximum of one month after the end of data collection to inform us of the preparation of the next campaign cycle.
Helen Keller Intl has adapted the WHO guidelines and tools to the specific needs of PECS and developed a comprehensive toolkit that includes protocols, questionnaires, analytical frames and report templates that the consulting agency will use for the conduct of the coverage survey for the campaign.

Helen Keller uses STATA for data analysis and the Agency should provide all do-files used to conduct data cleaning, weighting, and analysis.

The survey analysis and report should be ready within a maximum of 4 weeks after the end of the survey data collection to inform the preparation of the next round of campaign.

Dates of campaigns may vary, and Helen Keller reserves the right to impose changes in the timing of the surveys.

Activities and deliverables

Activities and deliverables	Estimated number of working days	Deadline for submission of deliverables	Date Validation of deliverables
1. Survey preparation Develop and validate the survey implementation schedule with all stakeholders Draft the survey protocol Develop/finalize quantitative data collection tools : A household enumeration form A form for randomly selecting households		in 30^th May 2025

A household survey form A quality control form, A form for collecting data from health workers, A survey form for community health workers (distributors and mobilizers) Develop data collection tools Interview guide at national, regional and district level Interview guide for health and community facilities Focus group guide for mothers and fathers Coordinate with Helen Keller Intl and the Ministry of Health, the National Institute of Statistics to prepare the survey, at national, regional, district and levels. Batch 1 deliverables: Complete survey protocol, including objectives, methodology (quantitative and qualitative), tools to be used, and implementation steps. Word and xlsform surveycto versions of quantitative data collection tools, including forms for enumeration, random sampling, household surveys, quality control, collection from health workers and community health workers, and the supply chain and coordination form Word and Excel versions of qualitative data collection tools, including interview guides at national, regional, district, health facility and community levels, as well as the focus group guide for mothers and fathers Detailed timetable for survey implementation.	5
2. Preparing the collection Initiate random cluster selection with the National Statistics Agency Request digital maps and shapefiles of sampled clusters, pilot survey clusters and clusters from the national statistics institute. Submit the protocol to the ethics review committee, present it to the committee, incorporate comments		30^th June 2025

and ensure final validation by the ethics committee. Recruit teams (interviewers and supervisors) to collect quantitative and data Produce training and data collection manuals for qualitative and quantitative data in Word format Develop power point training tools for quantitative and data collection	5
Batch 2 available: List of selected clusters (Excel format) provided by NBS detailing rural and urban areas, probability of selection, total population, and number of households in each cluster KML file and maps of selected clusters Letter of approval from the ethics committee for the investigation protocol, accompanied by proof of submission (acknowledgement of receipt or confirmation of deposit), the report of observations made by the committee and the final validated protocol incorporating all recommendations. List of interviewers and supervisors recruited, including their contact details, their respective roles, and their assignments for the quantitative and qualitative aspects of the survey. Training manual for quantitative data collection, Word version. Training manual for qualitative data collection, Word version. PowerPoint presentations for training interviewers in quantitative data collection.

8. PowerPoint presentations for training interviewers in qualitative data collection.
3. Data collection Train teams (training reports for interviewers and supervisors) to collect quantitative and qualitative data During the enumeration, ensure quality control of the collection: Quality control by supervisors who return to 10% (about 2 households per cluster) of enumerated households to repeat the count and compare their data with that of the enumerators. During the household survey, ensure quality control of data collection: Quality control by supervisors who revisit 10% (i.e. two surveyed households per cluster) of surveyed households to repeat the interview with a shorter form and compare their data with that of the interviewers. Elaborate a dashboard for daily monitoring of key enumeration indicators, data collection at household level, supervision, regions and districts, health workers and community health workers. Draw up a dashboard for monitoring qualitative data collection and interview transcriptions Monitor the quality of data collection, including the number of indicators to be tracked on a daily basis, and provide feedback to the Helen Keller team. Ensure that teams of supervisors are deployed to support data collection teams and meet any challenges encountered. Draw up a daily report on data collection by interviewers and on quality control, including differences observed during comparisons and adjustments made to improve quality. Batch 3 Deliverables	20	15^th July 2025

Detailed report on interviewer and supervisor training, including modules covered, list of participants, results of skills assessment, and observations from the pilot survey and classroom training. Interactive dashboard, updated daily, for monitoring key indicators of enumeration, data collection from households, health workers, community health workers, focus groups and semi-structured interviews, as well as supervision and performance of interviewers. Raw dataset in Excel format of: o enumeration Household and surveys Supply chain and coordination (national, regional and district o agent o health workers o control Supervisio Transcribed qualitative data (interviews, focus groups, etc.) The detailed quantitative and qualitative data collection report includes a follow-up report on quality control of enumeration, household, regional and district data collection, health worker and community health worker data collection and supervision. Analysis plan for all quantitative and databases
4. Analysis and Qualitative databases cleaned in STATA format in accordance with protocol recommendations and Weighting of household database according to Transcribed qualitative databases if Perform analysis of all datasets according to the analysis basis Prepare the report according to the recommended template Batch 4	15	^15th July 2025
Cleaned databases of quantitative data in STATA format from Coun o Household and Supply chain and coordination (national, regional and district) o Health agents o health agent o Supervisio o Quality control of enumeration and collection at level Transcribed qualitative database dofiles for monitoring data quality, reconciliation and analysis of all databases Analysis plan for all databases with tables to be filled in Final survey report, including report on supervisors’ review of a random selection of 10% of households (quality control) and report on audio audits of forms A summary of the report
5. Disseminatio Prepare a presentation to disseminate results to local stakeholders Participate in meetings and present survey results Batch 5 Power Point presentation of results Report on the dissemination forum with recommendations Final report including the recommendation of the dissemination meeting A summary of the An abstract for publication		30^th July 2025

The number of days proposed may be subject to adjustments and only consists in an initial estimation to guide bidders in pricing. It represents the number of days for one person.

Anticipated Contracting Period and Award Mechanism

The anticipated period of the resulting award is expected to be 5 months beginning on or about April 2025 until August 2025. Bidders must clearly identify “start-up” support costs for each survey, if any, required to commence services.

Helen Keller Intl intends to award a not to exceed Blanket Purchase Agreement (BPA) to the winning offer. The BPA represents the anticipation of work but does in no way guarantee work until a firm fixed price work order has been issued. Firm fixed price Work orders will be awarded for the survey at the discretion of Helen Keller International. No profit, fees, taxes, or additional costs can be added after the award. This RFP is subject to all the terms and conditions of the resulting contract. Any resultant award will be governed by these terms and conditions.

SECTION 3: Proposal Instructions

The Bidder’s proposal will consist of two separate documents:

Part 1 – Technical Offer Part 2 – Financial Offer

The Technical Offer and the Financial Offer (altogether “proposal”) must be submitted separately. The Bidder should not include any cost data in the Technical Offer.

The proposal should be presented and structured, and should explain in detail the Bidder’s availability, experience and resources to provide the requested services.

Proposals that are incomplete or do not address these criteria may not be considered in the review process. All proposals can be submitted in French or in English.

Both the Technical Offer and Financial Offer must be submitted with a Cover Letter which must include the following information and must be signed and stamped into by an authorized representative of the Bidder organization:

i. Date of Submission of the Proposal ii. Term of proposal validity (minimum {90} days) iii. Name of the company/organization

iv. Name and title of authorized representative of organization v. Type of company/organization vi. Address vii. Telephone viii. E-mail ix. Taxpayer Identification Number

x. Other required documents that shall be included as attachments to the cover letter:

Copy of registration or incorporation in the public registry, or equivalent document from the government office where the bidder is registered.
Copy of company tax registration, or equivalent document.
Copy of trade license, or equivalent document.
Corporate account details and audited financial statements for the last 2 years

Bidders must also submit a signed Conflict of Interest Declaration Form. This form will be assessed to establish whether the Bidder has any present or potential future conflict of interest according to the definition in Annex A. If the conclusion is reached that any conflict of interest declared by the Bidder could have a negative impact on the Bidder’s ability to perform the Service, Helen Keller Intl may decide to reject the submitted proposal. Failure to accurately complete the Conflict-of-Interest Declaration Form may also lead to the rejection of the submitted proposal.

Part 1: TECHNICAL OFFER

The Technical Offer should be in the English or French language, typed in Microsoft Word, singlespaced, with each page numbered consecutively. A maximum number of pages for each component of the Technical Offer is given below.

The Technical Offer should include the following:

1) Bidder past performance record/relevant experience– {2} pages maximum

Information related to Bidder’s past performance/prior experience in conducting work in the country/state similar in nature and volume to the services requested (brief description, deliverables, date, client etc.).

Bidders must also provide contacts for at least three (3) professional references for previous work and/or experience under similar SOWs. Contact information should include, at a minimum: name of individual, name of company, brief information on relationships to Bidder, address, email, and phone number. Helen Keller Intl reserves the right to contact all references provided. Contact information for references is not subject to the page limitation for this section.

2) Technical approach – {7} pages maximum

The technical approach for both surveys (1 & 2) must describe the proposed approach to achieving the program objectives and must address the following:

Information as to whether the Bidder currently has a presence in the country/state, and the nature of this presence.
A brief description of the Bidder’s understanding of the objectives and scope of work for the professional services.
A brief description of the methodology to be used for the implementation of the survey(s) and the Bidder capacities in term of teams, logistics,
A description of how the bidder will collect information with Helen Keller global, regional and country teams
An overview as to how the Bidder would propose to complete the requested services indicated in this RFP.
1. How will the Bidder identify the gaps and the needs of the global, regional and country teams in terms of knowledge products, guides and tools
1. What methodology will be used to develop guides and tools?
1. How will the products be transformed into online learning solutions and how will the platform be developed?

3) Team Structure requirements – {3} pages maximum, excluding CVs

Team structure: Bidders must describe the structure of the team that will deliver against the objectives and scope of work described in this RFP. Team structures must identify the project manager (or Team Leader) and other team members and the roles and responsibilities that each will have over the duration of the professional services.
If any members of the proposed team do not currently reside in the Helen Keller country where the survey(s) will take place, the Bidder must state how the personnel would travel to the country to perform such Services, and the estimated travel time.

At a minimum, the Bidder should provide the following information:

A current CV for the proposed key personnel in a format provided in Annex C. The CV must not exceed three pages in length and shall be in chronological order starting with the most recent experience and summarizing relevant experience and qualifications.
The country of residence for all persons proposed for the provision of this Service (meaning the country in which the person or persons resides and from which they would be flying from in order to reach the Place of Performance to undertake the services).
If any of the Bidder’s personnel do not reside in the country in which they are assigned to perform the required Services, the Bidder must state how these personnel would travel to perform such Services, and the estimated travel time. The Bidder should specify how many trips might be required, and which team members would join these trips.

The Bidder must notify Helen Keller Intl if it intends to replace a key member of the Bidder’s team (with an explanation for doing so) prior to the award date and provide Helen Keller Intl with the information required for the approval of a replacement proposal. Any replacement shall be subject to the approval of Helen Keller Intl. This is also valid for any replacement taking place during the contract’s duration.

Helen Keller Intl may choose to contact the Bidder prior to making a final decision. Please confirm whether this would be possible, ensuring that full contact details are also included in the resume (email, telephone number).

Part 2: FINANCIAL OFFER

This contract will be issued as a Blanket Purchase Agreement with one or more firm fixed price work orders, with payment made against deliverables against services/products. Helen Keller Intl will only issue payment via electronic payment methods and all bank accounts must be in the name of the company/organization only.

As part of the Financial Offer, Bidders must include a detailed budget, submitted in Microsoft Excel, expressed in usd and local currency, with an accompanying budget narrative, submitted in Microsoft Word, describing the basis for the listed cost elements. Supporting information should be provided in sufficient detail to allow a complete analysis and determination of the reasonableness of each cost element. Bidders are required to include and clearly label all costs for both survey 1 and survey 2 deemed necessary to complete the work called for hereunder.

The Financial Offer template can be found in Annex C and must include the following:

Labor Cost: The Bidder must provide information related to team structure, daily rates and Level of Effort (LoE) (measured in days) for the deliverables listed. Please state assumptions made when submitting the cost information including any additional options and stating all conditions.

Other Direct Costs: The Bidder should provide a breakdown estimate of other main direct costs which are considered necessary for the completion of the work. Other direct costs will cover transportation costs, visa, and per diem. Any other direct costs shall be agreed prior to with Helen Keller Intl.

Indirect Rates and Fixed Fee: If it is a Bidder’s regular practice to budget indirect rates, e.g. overhead, fringe, G&A, administrative, or other rate, Bidders must explain the rates and the rates’ base of application in the budget narrative. Helen Keller Intl reserves the right to request additional information to substantiate Bidder’s indirect rates. The proposed fixed fee must also be explained in the budget narrative and represented as a separate line item in the budget.

SECTION 4: Evaluation Criteria and Basis for Award

Helen Keller Intl will follow a Best Value Trade-Off selection methodology. Helen Keller Intl may award to an eligible, responsible firm whose proposal is most advantageous to the program, with price and other factors considered proposal, including but not limited to compliance with the requirements of the RFP without material deviation. Bidders may not modify non-responsive offers after the proposal deadline in order to make them responsive. However, Helen Keller Intl may request a Bidder to clarify its offer as long as no material deviation exists.

The criteria below will serve as the basis upon which proposals will be evaluated. Selection will be based principally on the technical merits of the proposals, but price and other factors will be considered, and award will be made only if the proposal is determined to be technically acceptable and cost reasonable.

Tender evaluation criteria	Maximum point totals
Previous relevant experience
1. Experience of the service provider (Consultant) Consider the following criteria for scoring (5 points each):	15
– Experience of at least 5 cross-sectional surveys, including survey design, data collection and processing, statistical analysis with STATA, structured interviews and report production.	5
– Experience in conducting at least two (2) post-campaign coverage surveys (quantitative) and qualitative surveys (CAPI), including in the fields of public health (vaccination) and nutrition.	5

– Experience of working with international NGOs, UN agencies or local institutions to carry out surveys	5
Operational capacity The proposal clearly demonstrates that the supplier has the operational capacity to :	25
– Work in the proposed country and have demonstrated capacity and understanding of the national context and ensure coordination with all relevant actors at all levels of the healthcare system.	5
Deploy sufficient teams of supervisors for data collection in all regions of the country. Recruit, train and manage large teams of investigators	5
– Make a proposal that includes a risk assessment, a protection strategy for field teams, and protocols for responding to situations that may impact data collection.	5
Collect and analyze data using appropriate tools (tablets, smartphones) and software Experience in using SURVEYCTO for data collection and STATA for data analysis (at least 2 years’ experience in using them to conduct surveys).	5
– Set up a dashboard connected to the data collection process to monitor and record data collection quality indicators.	5
Staff qualifications Consider the following scoring criteria (5 points each): Bidders must provide a curriculum vitae of all staff members who will be involved in the study. – The proposed team includes at least :	20
– Project manager (chef de mission) with at least a Master’s degree and at least 10 years’ experience in conducting household surveys.	5
– Field manager (field coordinator) and or Sociologist with a degree in public health and or sociology with at least 5 years’ experience –	5
– Data Manager (Statistician) with at least a B.A. degree in a relevant field such as economics, statistics, social policy, development studies, health, etc. with at least 5 years’ experience using SurveyCTO and STATA –	5
At least one member of the team has a : – experience in designing dynamic dashboards connected to the data collection process to track and record data collection quality indicators	5
Technical value	40
The proposal demonstrates a clear understanding of the coverage survey methodology based on the WHO methodology for mass campaigns Cluster survey (version 2018) with representative sampling	5
The proposal demonstrates a clear understanding of the rationale for conducting coverage surveys and the objectives of the survey.	5

The proposal describes the work plan detailing all required activities and deliverables with a realistic activity plan and allocation of adequate human time and resources.	5
The proposal provides for the training of qualitative and quantitative interviewers a pilot survey is planned between interviewer training and data collection	5
The proposal includes the development of qualitative and quantitative data collection tools and their transcription on SurveyCTO	5
The fieldwork monitoring and supervision proposal is described in detail and corresponds to the data collection schedule, sample size and number of field teams.	5
The proposal includes database cleansing of the qualitative component with STATA and a transcription and analysis of the qualitative component of the survey.	5
The proposal meets the requirements of the call for proposals and is well structured and written.	5
Total Points	100

Upon completion of the evaluation of Technical Offers, Helen Keller Intl will evaluate Financial Offers for budget presentation, details of the budget narrative, and cost effectiveness (reasonable, realistic, match the Technical Offer and meet requirements of RFP). No points are assigned to Financial Offers, but these criteria will be considered in conjunction with the total score of the Technical Offer. This RFP utilizes the tradeoff process and Helen Keller Intl may award a contract to the offeror whose proposal represents the best value to Helen Keller Intl and the program. Helen Keller Intl may award a higher priced offeror if a determination is made that the higher technical evaluation of that offeror merits the additional cost/price.

SECTION 6: Proposal Validity, Submission Deadline and Instructions

Proposals should have a 90-day validity period from the proposal submission date, as provided in the Cover Letter.

Proposals must be submitted electronically by the deadline listed on the cover page of this RFP by E-mail to [email protected], indicating in the subject line of the e-mail the company name and the RFP number.

A full proposal submission will include the following documents, all of which must reference the RFP number as stated on the cover page of this document:

Cover Letter
Technical Offer
Financial Offer
Conflict of Interest Disclosure Form
Copies of Bidder business registration documents and Tax Identification certificate
Other pertinent information relevant to the proposal submission
Previous year audited financial report

QUESTIONS: No verbal questions will be entertained, either in person or via telephone. However, Helen Keller Intl will take written questions about this RFP until the date specified on the cover page of this document. Any questions related to this RFP should be addressed to [email protected]

SECTION 7: Negotiations

Best offer proposals are requested. It is anticipated that an award will be made solely based on the original offers received. However, Helen Keller Intl reserves the right to conduct discussions, negotiations and/or request clarifications prior to awarding a contract. Furthermore, Helen Keller Intl reserves the right to conduct a competitive range and to limit the number of bidders in the competitive range to permit an efficient evaluation environment among the most highly rated proposals. Highest-rated bidders, as determined by the technical evaluation committee, may be asked to submit their best prices or technical responses during a competitive range. At the sole discretion of Helen Keller Intl, bidders may be requested to conduct oral presentations. If deemed an opportunity, Helen Keller Intl reserves the right to make separate awards per component or to make no award at all.

SECTION 8: Terms of the Solicitation

Issuance of this RFP does not constitute an award commitment on the part of Helen Keller Intl, nor does it commit Helen Keller Intl to pay for costs incurred in the preparation and submission of a bid.

Attached files are an integral part of this RFP.

Helen Keller Intl may contact Bidders to confirm contact person, address, bid amount and to confirm that the proposal was submitted for this solicitation.

False Statements: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.

Conflict of Interest Disclosure: In Annex A Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award. Failure to provide full and open disclosure may result in Helen Keller Intl having to re-evaluate selection of a potential Bidders.

Right to Select/Reject: Helen Keller Intl reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive proposals and to terminate negotiations without incurring any liability. Helen Keller Intl also reserves the right to reject any or all proposals received without explanation.

Reserved rights: All RFP responses become the property of Helen Keller Intl and Helen Keller Intl reserves the right in its sole discretion to:
- To disqualify any offer based on Bidder’s failure to follow solicitation instructions.
- To waive any deviations by Bidders from the requirements of this solicitation that in Helen Keller Intl’s opinion are considered not to be material defects requiring rejection or disqualification or where such a waiver will promote increased competition.
- Extend the time for submission of all RFP responses after notification to all Bidders.
- Terminate or modify the RFP process at any time and re-issue the RFP to whomever Helen Keller Intl deems appropriate.
- Issue an award based on the initial evaluation of offers without discussion.
- Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.

Bidders and its proposed personnel shall disclose any factors that could limit the organization’s ability to independently perform the services such as relationship with counterpart employees, past employment, etc.

ANNEX A: Conflict of Interest Disclosure

Helen Keller Intl Code of Conduct & Ethics Policy: In accordance with the Helen Keller Intl Code of Conduct and Ethics Policy, Helen Keller Intl requires full and open disclosure when dealing with procurement. As such, Helen Keller Intl employees must avoid any conflict of interest or the appearance of a conflict of interest. Helen Keller Intl employees must at all times provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants. Helen Keller Intl employees shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor.

Helen Keller Intl reserves the right to reject any or all quotes when considered to be in the best interest of the organization and/or the people it serves. All parties submitting a proposal in response to this Request for Proposal are obligated to disclose the existence of any actual or possible conflict of interest relating to every country included within their proposal in the attached Conflict of Interest Declaration Form.

Failure to fully disclose such information could lead Helen Keller Intl to reject the proposal. If a party has no conflict to declare for any of the countries covered in their proposal, they may submit one form, listing all the countries covered.

“Conflict of Interest” means a situation in which an Bidder, or an Affiliate (as defined below), or a sub-contractor (if any) of an Bidder, has interests (financial, organizational, personal, reputational or otherwise) that would or may appear to make it difficult for an Bidder to fulfill its obligations to Helen Keller Intl in its role as the vendor in an objective, independent and professional manner, or a situation in which it is reasonable to foresee that such an interest would arise. A Conflict of Interest may arise in the following circumstances, which are not exhaustive:

a Bidder has been, or is involved in the design of a proposal or request for funding that has been, or will be submitted to Helen Keller Intl.
an Bidder has been, or is involved in the provision of advice to an entity that is a Principal

Recipient or a Sub-recipient; iii. a Bidder has been, or is involved in, or has provided advice in relation to the procurement of goods and/or services by a Principal Recipient and/or a Sub-recipient.

a Bidder has been, or is involved in the provision of auditing services to a Principal Recipient and/or a Sub-recipient; or
a Bidder has submitted an expression of interest, tender, bid or otherwise indicated interest in providing services of any nature to a Principal Recipient or a Sub-recipient that remains valid at the time of, and for the duration of the term of this Contract.

“Affiliate” means a business concern, individual or other entity that, directly or indirectly: (i) controls or can control an Bidder; (ii) is controlled by, or can foreseeably be controlled by, an Bidder; or (iii) along with an Bidder, is controlled by, or can foreseeably be controlled by, the same third party.

Bidder Conflict of Interest Declaration Form

Please check one box below, as appropriate:

			The Bidder hereby declares that it has read and understood the Conflict-of-Interest rules set forth in the Request for Proposals (RFP) and warrants that no Conflict of Interest exists on the part of the Bidder or an Affiliate of the Bidder, with regard to the services to be performed under the RFP. The Bidder hereby agrees to comply with the Conflict-of-Interest rules set forth in the Request for Proposals (RFP).

			The Bidder wishes to disclose a real or potential Conflict of Interest situation(s) and propose mitigating action(s). Note: if this box is checked, please describe in an attachment, in detail, the situation and present a proposed mitigation plan / arrangement for consideration by Helen Keller Intl.

Bidder:

Signature:
Printed Name:
Title:
Date:

ANNEX B: Format of CV to Be Used for Key Personnel (One Document Per Person)

Name:
Title:
Nationality:
Home Office Address:
Professional Qualifications:
Language skills: Language: Reading: Speaking: Writing:
Relevant work experience, including the duration and responsibilities:
References: *Name:* *Position:* *Organization:* *E-mail:* *Address:* *Telephone:* *Relationship:*	*Name:* *Position:* *Organization:* *E-mail:* *Address:* *Telephone:* *Relationship:*
Certification: I declare that the information provided in this CV is accurate and hereby authorize Helen Keller Intl to undertake whatever inquiries Helen Keller Intl may consider reasonable and necessary in the course of the assessment process, in relation to the information in this curriculum vita relating to my suitability for the position for which I have been nominated.
Signed:		Date:

ANNEX C: Financial Offer Format (This is ONLY an example, modify if necessary

PROPOSED BUDGET SURVEY:

	Unit	Quantit y	Frequenc y	PU (XOF )	Total amount (XOF)
Deliverable 1 – survey preparation
Senior Consultant	Days
consultants	Days
consultants
Total					–
Deliverables 2 collection preparation
Senior Consultant	Days
consultants	Days
PECS protocol validation and ethical approval	Packa ge
Printing cluster maps and acquiring shapefiles	Packa ge
Tablet rental and settings	Days
Investigators’ insurance	Packa ge
Total					–
Training
Senior Consultant	Days
consultants	Days
Transport of interviewers Qualitative	Days
Supervisor transport Qualitative	Days
Transport for interviewers Quantitative	Days
Supervisor transport Quantitative	Days
Transporting transcribers listening to audios
Training room	Days
Lunch	Days
Coffee break	Days
Indoor water	Days
Teaching aids	Days
Pilot survey
Transport for collection agents	Days
Supervisor transport	Days
Lunch	Days
Coffee break	Days
Indoor water	Days
Room rental	Days
Car rental	Days
Fuel	Days
Total					–
Deliverable 3 – Data collection					–
Collecting data					–
Senior Consultant	Days

Associated consultants	Days
Perdiem for collection agents	Days
Supervisors’ perdiem	Days
Back-checkers transport	Days
Perdiem for transcribers
Perdiem for audio transcribers
Vehicle rental	Days
Fuel	Days
Motorcycle rental	Packa ge
Total		–
Supervision of data collection	Days
rental	Days
Fuel for rental car	Days
Perdiem	Days
Total		–
Compensation Data collection		–
Supervisors	Days	–
Controllers/Back-checkers	Days	–
Investigators	Days	–
Total		–
Communication		–
Internet	Team
Supervisor call package	Days
Controllers/Back-checkers	Days
Call-out package for investigators	Days
Total		–
Deliverable 4 – Analysis and reporting
Senior Consultant	Days
consultants	Days
consultants	Days
Total		–
Deliverable 5 – Distribution
Senior Consultant
consultants
consultants
Dissemination workshop		–
Lunch	Days
Coffee break	Days
Indoor water	Days
Room rental	Days
Total		–
TOTAL ACTIVITY		–

ANNEX D Form of Contract

PROFESSIONAL SERVICE CONTRACT No. XXX

Helen Keller Intl Award #: [Insert Award Number]

This firm fixed price Professional Service Contract (“Contract”) is entered into by and between Helen Keller International (“Helen Keller Intl”), a not-for-profit organization with a headquarters location at One Dag Hammarskjold Plaza, Floor 2, New York, NY 10017 with a location at [Insert Helen Keller Intl country/regional office address] and [Insert Contractor’s Legal Name] (“Contractor”), with a principal place of business at [Insert Contractor’s Legal Address]. Helen Keller Intl and Contractor may each be referred to herein individually as a “Party,” or collectively as the “Parties.” The Parties hereby agree to the following:

I. SERVICES

The Contractor agrees to perform the duties and activities (“Services”) described in attached Attachment A, Scope of Work, within the price and time frame specified. Contractor agrees to use best efforts and good faith to perform the Scope of Work in a timely, competent and professional manner.

II. TERM

This Contract will be effective as of [insert date (Month DD, YYYY)] (the “Effective Date”) until [insert end date (Month DD, YYYY)] (the “Termination Date”), unless terminated earlier in accordance with the provisions of Section V hereof.

III.PRICE AND PAYMENT TERMS

Contract Price. The Contractor shall be paid a total firm fixed price not to exceed [Insert amount in currency which will be paid] (“Contract Price”) for the full performance and completion of the Services (as defined below and in Attachment A, Scope of Work). Helen Keller Intl shall have no obligation to compensate Contractor hereunder in any amount in excess of the amount of Contract Price set forth in this Section.

Deliverable and Payment Schedule. The Contractor shall implement the Scope of Work and agrees to the following schedule of deliverable-based payments. All payments shall be made to Contractor only upon the Contractor’s timely and satisfactory completion of its duties and obligations hereunder, as determined by Helen Keller Intl in its sole and absolute discretion. Payment shall be issued on a firm fixed price basis upon receipt of a certified financial invoice and completion and Helen Keller Intl acceptance of all deliverables for that invoicing period.

Activities and deliverables	Estimated number of working days	Deadline for submission of deliverables	Date Validation of deliverables
1. Survey preparation Develop and validate the survey implementation schedule with all Draft the survey protocol Develop quantitative data collection tools A enumeration form A draw form § A household survey form A quality control form, Develop   data collection tools	5	Survey in May – June 2025 Or Survey in October – November 2025	Survey in May – June 2025 Or Survey in October – November 2025

Interview guide at national, regional and district level § Interview guide for health and community facilities Focus group guide for mothers and fathers Coordinate with Helen Keller Intl and the Ministry of Health, the National Institute of Statistics to prepare the survey, at national, regional, district and levels. Batch 1 deliverables: Final protocol Tools on Word and SuveyCTO platform version Calendar of all survey activities
2. Preparing the collection Initiate random cluster selection with the National Statistics Agency Request digital maps and shapefiles of sampled clusters, pilot survey clusters and clusters from the national statistics institute. Submit to the ethical review committee and present the protocol to the ethics committee, take into account comments and ensure validation of the protocol by the committee. Recruit teams (interviewers and supervisors) to collect quantitative and data Produce training and data collection manuals for the qualitative and quantitative component in Word format Develop power point training tools for quantitative and   data collection	5	Survey in May – June 2025 Or Survey in October – November 2025	Survey in May – June 2025 Or Survey in October – November 2025
Batch 2 available:

List of selected clusters by rural and urban areas, with selection probability, total population and number of households in each cluster. Letter of approval from the ethics committee List of interviewers and supervisors for the quantitative and qualitative part of the survey training and data collection manuals for the qualitative and quantitative component in Word format power point training tools for quantitative and   data collection
3. Data collection Train teams (interviewers and supervisors) to collect quantitative and qualitative data During the enumeration, ensure quality control of the collection: Quality control by supervisors who return to 10% (about 2 households per cluster) of enumerated households to repeat the count and compare their data with that of the enumerators. During the household survey, ensure quality control of data collection: Quality control by supervisors who revisit 10% (i.e. two surveyed households per cluster) of surveyed households to repeat the interview with a shorter form and compare their data with that of the interviewers. Elaborate a dashboard for daily monitoring of key enumeration indicators, data collection at household level, supervision, regions and districts, health workers and community health workers.	20	Survey in July 2025 Or Survey in December 2025	Survey in July 2025 Or Survey in December 2025

Draw up a dashboard for monitoring qualitative data collection and interview transcriptions Monitor the quality of data collection, including the number of indicators to be tracked on a daily basis, and provide feedback to the Helen Keller team. Ensure that teams of supervisors are deployed to support data collection teams and meet any challenges encountered. Draw up a daily report on data collection by interviewers and on quality control, including differences observed during comparisons and adjustments made to improve quality. Batch 3 Deliverables Raw dataset in Excel format of: o enumeration o Household and o Distric o Facilities o Communit o Control o Supervisio All qualitative data (interviews, focus groups, etc.) transcribed if The detailed quantitative and qualitative data collection report includes a follow-up report on quality control of enumeration, household, regional and district data collection, health worker and community health worker data collection and supervision. Analysis plan for all quantitative and databases
4. Analysis and • Qualitative databases cleaned in STATA format in		August 2024 survey Or	August 2024 survey Or

accordance with protocol recommendations and Weighting of household database according to Transcribed qualitative databases if Perform analysis of all datasets according to the analysis basis Prepare the report according to the recommended template Batch 4 Qualitative database in STATA format of o Census o Household and o Distric o health agent o Supervisio o Quality audit of enumeration and collection at level Qualitative database transcribed if Dofiles for monitoring data quality, reconciliation and analysis of all Analysis plan for all databases with tables to be in Final survey report includes the report on the supervisors’ review of a random selection of 10% of households (quality audit) and the report on the audio audit.	15	Survey in December 2025	Survey in December 2025
5. Dissemination Prepare a presentation to disseminate results to local stakeholders Participate in meetings and present survey results Batch 5		Survey 1 in September 2024 Or	5
Power Point presentation of results Report on the dissemination forum with recommendations. Final report including the recommendation of the dissemination meeting A summary of the An One •		Survey 2 in January 2026

Submission Instructions. Each deliverable must be submitted, according to the requirements stated in this Contract, with an invoice on the official Contractor letterhead which must include the following:
- Contractor Legal Name and Address
- Remittance Address
- Invoice Date
- Invoice Number
- Deliverable Number, Description and Fixed Payment Amount Due
- Total Amount Invoiced to Date
- Required documentation for the deliverable, as specified in the “Schedule” below

All deliverables and invoices must be submitted to [Insert Helen Keller Intl Name, title, and email address of person to receive invoices] with the Helen Keller Intl Contractual and Technical Managers on copy. All payments shall be made to Contractor by wire transfer in [Insert currency] to the following bank account:

Account title: Account No: Bank:

Branch:

Swift Code:

Late Penalties. If Contractor does not complete the Services to the satisfaction of Helen Keller Intl within the time specified on Attachment A or does not submit deliverables by the deadlines and at the required specifications as detailed in the Deliverable and Payment Schedule, Contractor will pay penalties in an amount equal to one-half of one percent (0.5%) of the total value of the deliverable payment for each day or part thereof beyond the due dates stated in the Section “Deliverable and Payment Schedule.” Helen Keller Intl reserves the right to deduct any penalties calculated per this provision from any payment due to Contractor.

IV.KEY STAFF

Contractual Manager. The personnel indicated below are the Contractual Managers of this Contract. The Contractual Managers are responsible for ensuring the proper management of Contract in accordance with the terms and conditions herein. Any notification sent to the following Contract Managers is deemed official notification.

For Helen Keller Intl:			For Contractor:
Name:			Name:
Title:			Title:
Telephone:			Telephone:
Email:			Email:

Technical Manager. The personnel indicated below are the Technical Managers of this Contract. The Technical Managers are responsible for ensuring the proper management and oversight of the technical activities, including the scope of work and achievement of deliverables, in accordance with the Contract. For Helen Keller Intl, the Technical Manager shall advise activities and review and approve deliverables.

For Helen Keller Intl:			For Contractor:
Name:			Name:
Title:			Title:
Telephone:			Telephone:
Email:			Email:

V.INDEPENDENT CONTRACTOR

Contractor is an independent contractor with respect to Helen Keller Intl. Nothing in this Contract constitutes the parties as partners, joint ventures, co-owners or otherwise as participants in a joint or common undertaking or allows either party to create or assume any obligation or represent on behalf of the party for any purpose whatsoever.

Contractor, its employees and agents are not and shall not be considered employees of Helen Keller Intl nor will they be entitled to any benefits applicable to Helen Keller Intl employees.

VI.INSURANCE, LICENSES AND PERMITS

Contractor shall be solely responsible for obtaining, maintaining and bearing any costs for all (a) professional, medical or other legally mandated insurance, including but not limited to workers’ compensation and employer liability insurance, general liability insurance and/or automobile liability and collision insurance; and (b) professional licenses, certifications, and all other governmental and third-party approvals and permits as may be required for the Contractor to perform under this Contract. Upon reasonable request of Helen Keller Intl, Contractor shall provide evidence of such insurance, licenses and permits.

VII.OVERSIGHT AND SUPERVISION

Helen Keller Intl reserves the right to supervise Contractor’s activities under this Contract as reasonably necessary to ensure the satisfactory and timely completion of the Services and delivery of the Deliverables. Contractor shall use its best efforts to facilitate such supervision by Helen Keller Intl.

Helen Keller Intl reserves the right to conduct its own independent review of the Contractor’s performance at any time while this Contract is in effect or during the six (6) months following the expiration or termination of this Contract for any reason. Helen Keller Intl’s monitoring activities may include on-site visits, periodic implementation meetings and other measures necessary to monitor activities under this Contract. Whenever practicable, Helen Keller Intl shall provide Contractor with at least two (2) weeks’ notice prior to conducting any such review.

VIII.PROPRIETARY RIGHTS

Any data, discoveries, reports, processes, deliverables, articles, know-how, works published or otherwise (collectively hereinafter “Work Products”), produced as result of or in connection with this Contract are the sole and exclusive property of Helen Keller Intl. No license to Work Products is granted or implied to be granted to the Contractor, including but not limited to the license to create derivative Work Products. To the extent that any proprietary materials of the Contractor are incorporated in the Work Products, Contractor hereby issues Helen Keller Intl license to use, reproduce, sublicense, or transfer Contractor proprietary material incorporated in the Work Products for the exclusive purpose of exercising full right of ownership of the Work Products.

IX.CONFIDENTIALITY

Contractor will treat as confidential all data, records, accounts and other information regarding Helen Keller Intl and its affiliates that become known to Contractor through its activities under this Contract, including information regarding Helen Keller Intl’s and its affiliates’ operations, policies, procedures, faculty, employees, students, information technology systems and financial information and plans (Helen Keller Intl Confidential Information”).

Contractor will take all reasonable steps to preserve materials and data (including Confidential Information) provided by Helen Keller Intl in connection with this Contract for the benefit of Helen Keller Intl, including, without limitation, maintaining password protections, ensuring that all data is backed up, complying with Helen Keller Intl’s policies and procedures with respect to electronic data and systems, and ensuring that Helen Keller Intl’s representative Key Staffand other persons designated by Helen Keller Intl have reasonable access to all material prepared or used in connection with this Contract.

X.REPRESENTATIONS AND WARRANTIES

Contractor warrants that it has the legal authority to enter into and perform its obligations under this Contract. Contractor certifies that neither it nor its principals is presently excluded or disqualified from participation in this transaction by any Federal department or agency from any published lists. Contractor will obtain all required governmental and third-party licenses, approvals and permits appropriate for the provision of Services.

Contractor warrants that it will perform the Services in a diligent and highly professional manner, in accordance with applicable law, and through experienced individuals qualified to perform the services. Contractor will obtain all required governmental and third-party licenses, approvals and permits appropriate for the provision of Services.

Contractor warrants that all deliverables will be developed in accordance with the quality standards of the applicable industry, and will meet in all respects the requirements set forth in Attachment A. Contractor further warrants that the Services will not infringe or misappropriate the rights of any third party.

XI.PROHIBITION OF TERRORIST FINANCING

US Executive Order No. 13224 prohibits the provision of any funding or support to individuals or organizations associated with terrorism. The Contractor represents that the funding for the purposes of the Work shall not be used to benefit terrorist groups or individual members of these groups, or for terrorist activities, either directly or indirectly. The Contractor must not engage in transactions with, or provide resources or support to, individuals and organizations associated with terrorism, including those individuals or entities that appear on the Specially Designated Nationals and Blocked Persons List maintained by the U.S. Treasury (online at: http://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx) or the United Nations Security designation list (online at: https://main.un.org/securitycouncil/en/content/un-scconsolidated-list).

XII.ANTI-CORRUPTION, ANTI-FRAUD, ANTI-BRIBERY

No offer, gift, consideration or benefit of any kind, which constitutes an illegal or corrupt practice, has been or will be made to anyone, either directly or indirectly, as an inducement or reward for the award or execution of this Contract. Any such practice will be grounds for terminating this Contract or taking any other corrective action as required.

Contractor shall not take any action on behalf of Helen Keller Intl that would violate any applicable laws.

Contractor shall not make or give, directly or indirectly, any improper payments of money or any gifts of value to any Helen Keller Intl official or employee.

All payments by Helen Keller Intl to Contractor will be received by Contractor on its own account for the sole purpose of meeting its obligations under this Contract. Contractor shall not offer, give or promise any part of such payments, directly or indirectly, to any government official, political party or official thereof, to any candidate for political office or to any religious organization, with the intention of influencing such person’s or organization’s official decision or action.

XIII.MANDATORY DISCLOSURES

Contractor must disclose, in a timely manner, in writing to Helen Keller Intl all violations of criminal law involving trafficking in persons, fraud, bribery, or gratuity violations potentially affecting the Contract. Failure to make required disclosures may result in termination, suspension or debarment.

XIV.TRAFFICKING IN PERSONS

a. Helen Keller Intl is authorized to terminate this Contract, without penalty, if the Contractor or its employees, or any lower-tier subrecipients, vendors or its employees, engage in any of the following conduct:

i.Trafficking in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking in Persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime) during the period of this award;

ii.Procurement of a commercial sex act during the period of this award;

iii.Use of forced labor in the performance of this award;

iv.Acts that directly support or advance trafficking in persons, including the following acts:

v.Destroying, concealing, confiscating, or otherwise denying an employee access to that employee’s identity or immigration documents;

vi.Failing to provide return transportation or pay for return transportation costs to an employee from a country outside the United States to the country from which the employee was recruited upon the end of employment if requested by the employee, unless:

vii.exempted from the requirement to provide or pay for such return transportation by

USAID under this award; or viii.The employee is a victim of human trafficking seeking victim services or legal redress in the country of employment or a witness in a human trafficking enforcement action;

ix.Soliciting a person for the purpose of employment, or offering employment, by means of materially false or fraudulent pretenses, representations, or promises regarding that employment;

x.Charging employees for recruitment fees; or

xi.Providing or arranging housing that fails to meet the host country housing and

safety standards.

b. If the Contractor receives any credible information from any source that alleges that the contractor, subcontractor, or agent has engaged in any of the prohibited activities identified in this provision, the Contractor must immediately notify Helen Keller Intl; and must fully cooperate with any government agencies responsible for audits, investigations, or corrective actions relating to trafficking in persons. Helen Keller Intl may direct the Contractor to take specific steps to abate an alleged violation or enforce the requirements of a compliance plan. For purposes of this provision, “employee” means an individual who is engaged in the performance of this Contract as a direct employee, consultant, or volunteer of the Contractor.

XV.CHILD LABOR AND SEXUAL EXPLOITATION; NON-DISCRIMINATION

Contractor shall ensure that Contractor and Contractor’s personnel, subcontractors and agents engaged under this Contract do not engage in any sexual activity with, exploitation or abuse of minors (person under the age of 18) or beneficiaries when carrying out the Services under this Contract, including but not limited to the following prohibited conduct: (a) any exchange of money, employment, goods or services for sex, including sexual favors or other forms of humiliating, degrading or exploitative behavior; (b) any form of unlawful harassment, discrimination, physical or verbal abuse, intimidation or exploitative sexual relations; or (c) any sexual activity with minors or any physical or suggestive contact regardless of the age of majority or age of consent locally (mistaken belief in the age of a child is not an excuse; the sole exception in applying this provision may be in the instance where Contractor is legally married to a person under the age of 18).

i.Contractor must not employ minors to carry out any part of the Services under this Contract.

ii.Contractor shall not discriminate against any employee, or applicant for employment or beneficiary involved in the Services because of race, color, creed, religion, age, sex, marital status, sexual orientation or affectional preference, ancestry, physical or mental handicap or other status protected by law.

XVI.ASSUMPTION OF RISK, RELEASE AND WAIVER

Contractor acknowledges and agrees that Contractor’s obligations under this Contract may include certain activities, including transportation to and from countries outside of Contractor’s home environment and local transportation to and from sites within such countries, which pose risks and dangers, including (a) foreign, political, social and economic conditions which are different than in the Contractor’s home environment, (b) differing standards of safety, transportation, medical treatment, accommodations, food and sanitation, (c) hazards of traveling by air, train, automobile or other conveyance, and the possibility of accident or illness in remote places, and (d) exposure to acts of terrorism, civil unrest, war or forces of nature, criminal activities and/or the exposure to pathogens and disease, all of which could cause serious personal injury or loss of life to Contractor and/or loss of or damage to property. Contractor agrees to assume all risk for such personal injury, loss of life, or property loss or damage in connection with this Contract. Contractor further understands and agrees that Helen Keller Intl does not assume any responsibility or obligation to provide financial assistance or any other assistance, including medical, health or disability insurance, or business travel or accident insurance, in the event of injury, illness, death or property damage. For the avoidance of doubt, Contractor shall be solely responsible for obtaining and maintaining during the Term sufficient medical and other applicable insurance to cover his/her medical costs and expenses in connection with any illness, injury or accident occurring or acquired by Contractor in connection with this Contract, whether in the U.S. or international.

XVII.INDEMNIFICATION

Except as provided in Clause XV “Assumption of Risk, Release, and Waiver,” the Contractor agrees it will indemnify and hold Helen Keller Intl and its directors, officers, employees and agents harmless from any claim, suit, loss, damage, cost or expense (including reasonable attorneys’ fees) arising out of or in connection with Helen Keller Intl’s activities under this Contract, including but not limited to alleged negligence, or willful misconduct, alleged or actual violations of any applicable law or regulations, or alleged or actual acts of piracy, plagiarism, copyright or other improper conduct. The foregoing notwithstanding, the indemnified party must give prompt written notice to the indemnifying party of any suit, proceeding or claim for which the indemnified party intends to seek indemnity. The indemnified party further agrees to provide reasonable, timely cooperation and assistance to the indemnifying party at the indemnifying party’s request and expense, in connection with any suit, proceeding or claim for which the indemnified party has sought indemnification. This paragraph shall survive the expiration or termination of this Contract or a period equal to the running of any applicable statute of limitations, including all tolling periods.

XVIII.GOVERNING LAW

This Contract shall be governed by and interpreted in accordance with [New York or appropriate country] law, without regard to conflicts of law principles. [NOTE: If Contract is made with host country entity, either delete this clause completely or adjust to host country law.]

XIX.DISPUTE RESOLUTION

In the event of any dispute, claim, question or dispute, arising from or relating to this Contract or the breach thereof, the Parties shall use their best efforts to settle their differences. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties.

If the Parties are unable to settle their differences within 60 days, then, upon notice by either party to the other, all disputes, claims, questions or differences shall be finally settled by arbitration in the City and State of New York or in the Contractor’s principal place of business, under the UNCITRAL Arbitration Rules then in effect. The language of any such arbitration shall be English. The parties shall bear in equal shares the arbitrator’s fees and costs. The prevailing party in the arbitration shall be awarded it reasonable attorney’s fees and all costs, other than the arbitrator’s fees and costs.

XX.INJUNCTION

The foregoing notwithstanding, the Parties agree that in the event of a breach or threatened breach of Article VIII (Proprietary Rights) or Article IX (Confidentiality), Helen Keller Intl shall suffer immediate and irreparable harm for which money damages may be difficult to calculate and/or provide inadequate compensation. Accordingly, Helen Keller Intl shall be entitled to an injunction, restraining order or other equitable relief without any requirement to negotiate or arbitrate in accordance with this Paragraph, and any dispute arising from or in connection with the use of trademarks and’/or other intellectual property or confidential information, including a request for injunctive or equitable relief, may be brought before a New York court of competent jurisdiction or, at Helen Keller Intl’s sole option, before the courts having jurisdiction in Contractor’s principal place of business and pursuant to the laws thereof.

XXI.TERMINATION

Helen Keller Intl may terminate this Contract in whole or in part at any time without cause with 10 day written notice. Upon termination without cause Contractor may be entitled to pro rata payment for work completed and accepted by Helen Keller Intl up to the point of notice of termination.

Helen Keller Intl may terminate this Contract with cause immediately upon written notice to the Contractor. Termination shall be “with cause” in the event of the Contractor’s negligence or malfeasance, including any incidence of fraud or Contractor’s breach of Contract, in the performance of its duties and obligations hereunder, or in the event Contractor fails to comply with its obligations under this Contract.

Force Majeure: Neither Party shall be liable for any damages or other losses resulting from failure to perform its obligations under this Agreement where such failure is the result of a cause beyond the Party’s reasonable control that could not have been foreseen, avoided or eliminated, including, without limitation, damages or losses caused by fire, flood or other natural disaster, changes in the law, adverse government actions, industrial disturbances, war, unrest and explosions (“Force Majeure Event”), provided, however, that the Party experiencing the Force Majeure Event shall notify the other Party as soon as is practicable after the occurrence of such Force Majeure Event, and shall promptly provide such other Party, in writing, full details of such Force Majeure Event and its effects on the affected Party’s ability to perform its obligations under this Agreement. If such Force Majeure Event results in the suspension of performance by one of the Parties for a period exceeding fifteen (15) days, then the other Party may terminate this Agreement by sending written notice of such termination, effective upon delivery. In the event of such termination, each Party shall bear its own costs.

XXII.AUDIT

Contractor shall maintain records, in accordance with sound and generally accepted accounting principles, of all transactions related to the provision of Services and/or the delivery of Deliverables under this Agreement. Service Provider shall preserve and, upon reasonable notice, make available such records for examination and audit by Helen Keller Intl or its authorized representatives, as follows:

until the expiration of three (3) years from the date of submission of the final financial status report;
For such longer period as may be required to complete an audit to resolve all questions concerning expenditures, unless prior written approval has been obtained from Helen Keller Intl to dispose of such records; or
If any litigation, claim, or audit is commenced before the expiration of the three (3)year period referenced in Subsection a. above, such records shall be retained until such litigation, claim or audit involving the records has been resolved. [Adjust the length per donor requirements on records retention.]

XXIII.ENTIRE CONTRACT; AMENDMENT; WAIVER; SEVERABILITY; ASSIGNMENT

There are no other Contracts, oral or written, between the parties with respect to the subject matter of this Contract. No amendment, modification, waiver or discharge of any provision of this Contract shall be valid unless made in writing and signed by an authorized representative of the Party against which enforcement is sought. No failure or delay by either Party to exercise any right or enforce any obligation shall impair or be construed as a waiver or on-going waiver of that or any or other right or power, unless made in writing and signed by both Parties. If any provision of this Contract is held to be illegal, invalid or unenforceable, the balance of this Contract will remain in effect. Contractor may not assign, delegate or otherwise transfer this Contract or the performance of Contractor’s obligations without the prior written consent of Helen Keller Intl.

XXIV.PUBLICITY; PRESS RELEASES

Contractor shall not be entitled to (a) use the name, service or trademarks, logos or otherwise identify or refer to Helen Keller Intl (or any Helen Keller Intl donor or funder) in any press releases, publications, reports, studies, publicity, marketing or promotional material or (b) represent, directly or indirectly, that any product or any service provided by Contractor has been used, approved or endorsed by Helen Keller Intl without the prior, express written approval of Helen Keller Intl in each instance.

This Contract and all attachments embody the entire agreement between Helen Keller Intl and the Contractor and supersedes all other agreements either written or oral. Officials signing this Contract certify that they have legal authority to enter into binding agreements on behalf of their organizations.

IN WITNESS WHEREOF, the Parties hereto have duly executed this Professional Service Contract as of the date of signing by their authorized representatives below:

For: [Insert CONTRACTOR]
	For:	HELEN KELLER INTERNATIONAL
Name:	Name:
Title:	Title:
Signature:	Signature:
Date:	Date:

Attachments

Attachment A – Detailed Scope of Work/Deliverables/Timeline

Attachment B – Federal Contract Provision (if applicable)

[1] Eligible households are defined as households containing children aged 6 to 59 months during the latest vitamin A distribution campaign, while non-eligible households are those without children aged 6 to 59 months during the campaign implementation.