Technical Support for the Development & Implementation of Supply Chain Management and Logistics Management Information System (LMIS) action plans for Reproductive Health Commodities in the Eastern Cape Province.

20 May 2016

TECHNICAL SUPPORT FOR THE DEVELOPMENT & IMPLEMENTATION OF SUPPLY CHAIN MANAGEMENT AND LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) ACTION PLANS FOR REPRODUCTIVE HEALTH COMMODITIES IN EASTERN CAPE  PROVINCE.

1.      Background

The global community has long recognized that reproductive health commodities provide a powerful platform for global stakeholders led by national governments to align efforts according to national priorities and commitments and accelerate the reduction of unmet need for family planning, improve maternal health and contribute towards & STIs  (including HIV) prevention efforts. This enables women, men and young people to exercise their right to reproductive health. In order to make this right real, the population needs reliable access to essential commodities and supplies, in combination with access to information and services. Furthermore, access to a reliable supply of contraceptives, condoms, lifesaving maternal health medicines and equipment is essential to all UNFPA programming and to the achievement of Sustainable Development Goals. Without the right commodities in the right place at the right time, it will be impossible to protect reproductive health rights, prevent unwanted pregnancies and strengthen health systems. UNFPA’s goal is sustainable reproductive health commodity security. This will be achieved when all individuals can obtain and use affordable, quality reproductive health commodities of their choice whenever they need them. There is a growing realization that reproductive health commodity security is a central element of the overall health sector plan and a key strategy in reducing maternal and new-born death and preventing the spread of HIV.

Designing an effective and sustainable supply chain management system for reproductive health commodities is important, and includes a distribution system that keeps commodities in good condition, rationalizes commodity storage points, uses an efficient transport modality, reduces incidences of theft and fraud and mostly importantly, provides information for forecasting needs thereby reducing stock outs. This requires a good management of the system along with a simple but well-designed information system in place.  The South Africa National Department of Health (NDOH) set up Logistics Management Information System in all the nine provinces to enable forecasting, quantification and stock management for condom programming whilst other reproductive health commodities like contraceptives are managed as part of the pharmacy logistics system. However, there are unconfirmed reports that some of the districts in the Eastern Cape still experience stock outs of commodities such as various contraceptive methods (including condoms) and essential obstetric care medicines. It is vital that the provincial government ensures that reproductive health commodities are available on a consistent and reliable basis with no stock-outs. These efforts involve both the timely response to reproductive health commodity requirements to prevent shortfalls and also support capacity building to improve procurement and management systems for reproductive health.

A rapid assessment of the Reproductive Health Commodity supply chain and Logistics Management Information system in Eastern Cape & Kwa-Zulu Natal supported by United Nations Population Fund in 2015 identified a number of challenges.  [A report on this assessment is attached above]. The United Nations Populations Fund (UNFPA), in its current country programme is providing technical support to strengthening sexual and reproductive health through support to policy and systems for quality service delivery with a focus on specific districts in these two provinces.

It is against this backdrop that UNFPA is seeking services of a consultant/institution to support implementation of selected recommendations from the above mentioned assessment in the Eastern Cape Province.

2.      Aim of the consultancy

The consultancy is intended to strengthen the supply chain management and LMIS to improve the availability and access of reproductive health commodities including condoms. 

3.      Objectives of the consultancy

i.            To disseminate the findings of the 2015 LMIS assessment

ii.       To review and update standard operating procedures for achieving a well-functioning supply chain and LMIS for reproductive health commodities.

iii.            To support the implementation of practical strategies towards a sustainable LMIS system that addresses  the challenges in  Reproductive Health Commodity  supply chain management and LMIS

4.      Scope of work

The service provider will be expected to:

a)       Disseminate the 2015 supply chain management and LMIS assessment report  to  key stakeholders in Eastern Cape;

b)       Working with the provincial Pharmaceutical and Supplies management team review and update selected standard operating procedures for supply chain management and LMIS for condoms and other SRH commodities and supplies;

c)      Undertake training of provincial, districts (Alfred Nzo and O.R Tambo)  and   20 selected health facility managers on the application of the SOPs;

d)      Undertake field visits to provide hands on support for the implementation of the  revised SOPs;

e)      Develop and present a  report on progress made and  concrete recommendations for sustaining and improving the supply chain management and LMIS in the short to medium term, present  the report to district and provincial  management teams.

5.      Methodology

In response to these TORs, the service provider will submit a proposal which will include a suitable methodology to carry out this assignment with related timelines.

6.      Expected Outputs and Key Deliverables

The service provider will provide UNFPA & Eastern Cape Department of Health:  

a)      Inception report  detailing the plan for implementation of the scope of work;

b)    Revised provincial, District and Health facility Standard Operating Procedures (SOPs) for the Reproductive Health Commodities Supply Chain Management and Logistics Management Information System;

c)      Report from the capacity building (training and mentorship) of the 20 health facilities;

d)      Develop action plan for each of the 20 health facilities to ensure consistent availability of Reproductive Health Commodities

7.      Assignment Duration and key contacts

It is expected that the project will take no longer than three months starting from May 2016. The consultant will work closely with UNFPA Sexual Reproductive Health team, the Eastern Cape- based UNFPA program officer; provincial and district health managers and logistics/pharmaceutical supplies managers; and relevant provincial Department of Health officials.

8.      Cost of technical assistance and payment modalities

A work plan with a detailed and itemized budget should form part of the proposal. Proposals submitted without a detailed budget / quotation will not be considered.

The maximum budget allocated for this assignment is ZAR 300,000. However the most competitive proposal which will meet the requirements of UNFPA will be selected and awarded the contract. The proposal evaluation and the contract award will be undertaken according to UNFPA contract regulations.

Payment for services rendered shall be effected in tranches agreed upon between UNFPA and the successful service provider. These will be effected according to pre-determined milestones and systematic submissions of deliverables within timelines to be agreed- on between UNFPA and the successful service provider.

9.      Service provider eligibility

a.      Be an institution, or consultant with qualifications in Public Health, Reproductive health,  Health Supply Chain Management, or   health systems;

b.     Have the required capacity and expertise to provide technical support for assessment  and strengthening of  health commodities and  supply chain  management  systems;

c.       Have a proven track record of working on Sexual and Reproductive Health commodities and supply chain management;

d.      Have demonstrable experience in  providing technical support to district health systems in South Africa;

e.      Demonstrable experience in facilitating interactions with senior Government officials and facility managers will be  an added advantage;

f.       Previous experience with UNFPA- supported work or that of other international organisations would be an added advantage.

 

10.  Evaluation Criteria for the expression of interest

 

Criteria

Weight

Technical approach, methodology and level of understanding of the objectives and scope of the assignment.

40%

Profile of the company/individual and relevance to the Project; professional experience of the staff that will be deployed to the project /Description of qualification of Subcontractors (if applicable) and history of your experience working together.

40%

Demonstrated understanding of  the  health commodities  related policy and service delivery  structures of  the South Africa health system

15%

11.  Intellectual property

Upon completion of this assignment, UNFPA shall be the proprietor of the product, it derives and all intellectual properties that directly evolve as a consequence of this process.

12.  How to apply

Interested applicants are requested to submit the following to:  zaf.admin@unfpa.org

·         A detailed proposal  including project implementation plan responding to these  Terms of Reference

·         The names, detailed CVs and competencies of person(s) to undertake this  assignment;

·         A quotation indicating a fixed budget, including VAT for the tasks as outlined.

Proposals, submitted without a detailed budget/quotation will not be considered. Deadline for submission of the expression of interest:   20 May 2016

13.  Communication with prospective service providers

After the above-mentioned closing date, communication will only be limited to shortlisted service providers. Should you not hear from us after two weeks from the closing date, kindly take your application as unsuccessful. For any enquiries regarding this assignment please do not hesitate to contact UNFPA at: zaf.admin@unfpa.org