On-site data verification and ad-hoc audits Ethiopia

Background and context

Tiko is an organization that uses its digital platform to motivate users – primarily young women and adolescent girls – to make positive choices. We use nudges like reminders, discounts, in person and digital follow-ups, and reward points to encourage our users to access and use healthy products and services. We also support them in becoming entrepreneurs and adding value to their economies. Tiko’s reward points can be used to redeem products and services at local shops, or as subsidies to cover the cost of sexual and reproductive health (SRH) services, removing the cost to access for the users, who are primarily 15–24-year-old adolescent girls and young women (AGYW).

Tiko has operations in the following countries either by having offices or by working through local partners in Kenya, Uganda, Ethiopia, Burkina Faso and South Africa.

Tiko is looking to source a firm(s) to support data verification in Ethiopia. We encourage local entities in the specific markets to apply. The firm/firms shall assist in carrying out data verification checks at clinics, pharmacies and potentially technical training and vocational education institutes.

The work in Ethiopia shall be carried out in Addis Ababa region with approximately 15 clinics/pharmacies monthly.

Scope of Work

The firm will offer routine data verification checks for a list of facilities in each market which Triggerise shall provide to the successful firm/firms. The audits shall be include the following:

Routine monthly verification

The routine monthly verification audits will be on various family planning methods and other additional sexual and reproductive health (SRH) services within the program as offered by the providers in these areas. The family planning methods of interest for data which include:

• Oral Contraceptives (OC)
• Injections (INJ) which includes depo-provera (DMPA-IM) and self-injection (DMPA-SC)
• Implants (IMP) which includes both the 3 year and 5 year implant including removals
• Intrauterine device (IUD) including removals
• Emergency contraceptives – for pharmacies only
• HIV self-testing kits
• HIV testing services
• Counselling services

The key documents required to be reviewed at the health providers level are.

1. Family planning daily services register at the facility.
2. Monthly aggregated data reported to the local Ministry of Health
3. HIV testing data and reports
4. All stock data at the facilities provided for the above family planning methods and HIV testing. This data is recorded in bin cards or the facility inventory management system at the facilities.

Triggerise will share all relevant templates for data collection with the successful consultant or firm.

The data collected shall then be provided to Triggerise within stipulated formats and timelines. The formats shall include but not limited to daily and monthly summaries of service uptake by age.

All audits should be concluded, with reports submitted by Tiko within 5 days from the date of request. The routine audit facility list shall be provided by Triggerise every 1st day of the month by 10 am with a turnaround time for submission of reports to Tiko by day 5, 5pm.

Ad hoc audits and checks

The firm shall also be able to carry out other ad-hoc checks to support risk and compliance management activities in the market of operation (up to 15 in a month). All ad hoc risk audits will be concluded within 48 hours. Some of the checks required at the providers shall include;

• Random data checks
• Footfall checks through sit-ins at the facility to validate the number of clients enrolled on Tiko taking up services in specific days at the facility
• Tiko facility branding compliance
• Health records and data quality compliance of the facility

Reports from both exercises shall also contain insights noted in the field during the audits.

TECHNICAL REQUIREMENTS

The qualified firm should exhibit the following:

• Demonstration of experience and expertise of similar assignment with non-governmental

organizations;

• Providing an activity plan (project plan) of actions to achieve the objectives of the assignment, specifying budgeted hours, timelines and sequence for its consultancy procedure and level of staff to be assigned;
• Incorporating CV’s of the proposed professional staff of the core management team proposed for the engagement and the authorized representative submitting the proposal. CVs should demonstrate relevant experience of dealing with Tax matters within organizations similar to Triggerise;
• List of current and past clients where the bidder has conducted mystery client/shopper experience along with the name of the organization, contact person, designation, and a contact number, nature of services and length of the appointment for at least three (3) International non-governmental organizations.

EVALUATION CRITERIA

Proposals will be evaluated in two parts. The experience, technical proposal and financial quotation shall bear 70% of the total marks while the references and financial capacity shall bear 30% of the total marks.

• Proposals should make clear about the relevant skills, experience and capacity of the participant, in respect of this particular SOW.
• Proposals must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the SOW.
• Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the SOW.
• Proposal should clearly indicate compliance with the appropriate data protection, privacy, legal, social, tax and ethical issues applicable to the country
• Must be a registered firm in the country where they seek to provide the services.

Functionality evaluation criteria

Experience, Skills and Ability of Service Provider

• Past experience in similar work of this nature.
• Team member experience (accompanied by brief CV’s).
• Ability of the bidder to fulfil Triggerise’s requirements.

Weight: 30

Technical Approach and Execution Plan

• Proposals must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the SOW.

Weight: 30

Financial quotation

• Proposals should clearly indicate whether or not bid participants have the financial capacity to meet the requirements of the TOR based on the previous value of similar works done e.g. by sharing copies of recent audited financial statements.

Weight: 10

References

• Did the bidder submit at least three relevant and contactable clients that were serviced in the past 36 months.

Weight: 10

Capacity

• Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the SOW.

Weight: 20

Total Weight: 100