Invitation to Tender for the Evaluation of the Crisis Pregnancy Programme Funding Programme
18 - April - 2005
Research Brief
Summary
The Crisis Pregnancy Programme invites tenders from suitably qualified organisations or individuals to develop and carry out an evaluation of the Crisis Pregnancy Programme's Funding Programme (to fit within the framework for the Crisis Pregnancy Programme's evaluation of its Strategy to address the issue of crisis pregnancy 2004-2006).
Background
The Crisis Pregnancy Programme was established under Statutory Instrument No 446 in 2001, and was mandated to prepare and oversee a national strategy to provide for:
. A reduction in the number of crisis pregnancies by the provision of education, advice and contraceptive services,
. A reduction in the number of women with crisis pregnancy who opt for abortion by offering services and supports which make other options more attractive,
. Counselling and medical services after crisis pregnancy.
The Crisis Pregnancy Programme funds a wide range of projects on the basis that they make a contribution to delivering on these three mandates.
Each project is categorised by mandate, and by project-type to permit the collection of relevant output performance information on specially designed reporting templates.
Each project submits a quarterly report that includes qualitative and quantitative information, contained in the templates. The reporting templates currently in use are:
1. Reporting Template for Capital and Equipment
2. Reporting Template for Service Set-Ups
3. Reporting Template for Services
4. Reporting Template for Counselling Services
5. Reporting Template for Medical Services
6. Reporting Template for Posts
7. Reporting Guidelines for Funded Research Projects
8. Reporting Template for Information Resource Projects
9. Reporting Template for Teen Parents Support Programme Projects
The Crisis Pregnancy Programme's funding programme has been in place since 2002 and has included two public calls for funding submissions.
The Crisis Pregnancy Programme currently allocates over half of its total budget to the funding of front line organisations working to provide crisis pregnancy supports (including crisis pregnancy counselling), supports in the prevention of crisis pregnancy and post-termination support.
The Crisis Pregnancy Programme currently provides funding to a total of 31 organisations, involving 76 projects (2005), with individual project annual funding allocations ranging between ¤3,000 to ¤300,000. Since the commencement of the funding programme some 140 projects have received funding. Funded organisations include NGOs, community organisations and health boards.
The Crisis Pregnancy Programme now wishes to commission an evaluation of its funding programme (to fit within the overall framework for evaluation of the Crisis Pregnancy Programme's 2004-2006 Strategy to address the issue of crisis pregnancy (available on www.crisispregnancy.ie)). The Crisis Pregnancy Programme's overall evaluation framework will provide the conceptual framework within which the funding evaluation can be conducted.
DETAILS REGARDING THE EVALUATION OF THE FUNDING PROGRAMME
Outcome of the Funding Evaluation
The outcome of the evaluation will be a clear and tight report which documents the process, methodology, findings and recommendations from the evaluation.
Aim of the Evaluation
The aim of the evaluation is to provide the Crisis Pregnancy Programme with evidence to inform the direction and priorities for decisions about its future funding programmes.
Objectives of the Process
Building on Existing Work (10% of work)
1. Measure the degree to which funded projects 'fit' with the three mandates of the Crisis Pregnancy Programme. This will involve analysing projects presently grouped under the Crisis Pregnancy Programme's three mandates and assessing the 'goodness of fit' of the project objectives with the relevant mandate.
2. Quantify the level of funding being directed to projects by Mandate and by project-type.
Assessment of Projects (70% of work)
3. Generate a report, aggregated by mandate and project type, on the planned and achieved activity (in terms of inputs and outputs) of the projects.
4. Conduct an analysis of the funded projects using the information captured in the Crisis Pregnancy Programme's reporting templates and quarterly reports. This analysis will indicate how effectively each project has achieved its stated objectives (in terms of the use of inputs and the level of outputs and Value for Money). Gather any additional information required to reach conclusions.
Making Recommendations to aid in decision-making concerning the future development of the programme: (20% of work)
5. Make recommendations regarding any adjustments that need to be made to the reporting templates and quarterly reports to capture routinely and effectively all the project inputs and outputs.
6. Make recommendations regarding how future funding decisions can best be made to achieve the Crisis Pregnancy Programme's mandates.
7. Where the Crisis Pregnancy Programme funds projects that use a range of alternative approaches to achieve similar objectives:
. Prepare a report that compares the effectiveness and value for money of these different approaches. This report should be based on the analysis of funded projects and a full discussion with the Crisis Pregnancy Programme. The report must take into account the cost of the alternative approaches and the goodness of fit of the approach with the Crisis Pregnancy Programme's mandate.
. Make recommendations on the feasibility with which these different project-models could be replicated nationally.
Methodology
All tender documents should outline clearly what analytic methods or framework they plan to use to meet stated objectives 1 7. In particular, the Crisis Pregnancy Programme requires a description in each tender outlining how tenderers intend to approach measuring: 'goodness of fit' (objective 1), the effectiveness of individual projects and the effectiveness of project types (objective 4), and 'value for money' (objectives 4 and 7).
Using knowledge of routine data collected by the Crisis Pregnancy Programme, tender documents should also outline any difficulties they expect to encounter in terms of measuring fit, outputs or effectiveness and ways of overcoming these difficulties.
Tender Deadline Date and Timeline
Completed tenders to be received by the Crisis Pregnancy Programme not later than 12 noon on Tuesday 10th May 2005 in a sealed envelope marked "Tender for Funding Programme Evaluation" to: Administration Manager, Crisis Pregnancy Programme, 89/94 Capel Street, Dublin 1 Tenders delivered late will be returned unopened. Incomplete tenders will be rejected.
Short-listing will be completed on 17th May and successful tenderers will be contacted by phone that day. Short-listed tenderers may be invited to familiarise themselves with the funding files and processes for a specified period on either the 18th or 20th May prior to presenting to the Crisis Pregnancy Programme on the 26th May. Tenderers should therefore be available on these dates.
A decision on awarding the tender (the Crisis Pregnancy Programme reserves the right to make no award) will be made by 1st June, the contract concluded by 23rd June and tenderers should be available to commence work on the project from 27th June.
Tender Cost and Payment Terms
Tenderers are asked to submit costs for their work to a maximum of ¤40-60,000 (including VAT, expenses and all costs). Fees and terms will be agreed with the successful tender subject to a signed contract.
Timeframe
The evaluating organization/individual will be required to present an interim report to the Crisis Pregnancy Programme for approval by 1st November. A draft of the final report will be required by 4th January 2006 and the final report will be required on or before 10th February 2006.
Award Criteria
The tender will be judged on:-
- Experience and expertise in developing and carrying out evaluation
- The quality of the written tender proposal (and any presentations that may be made)
- Fit of proposed approach within the overall evaluation framework of the Crisis Pregnancy Programme
- Ability to engage and work with the Crisis Pregnancy Programme
- Capacity of tenderer to achieve specified timelines and targets
- Value for money/cost and time frames
Requirements for the evaluating organization/individual
The evaluating organisation will be required to:
- Submit a detailed tender document, outlining how it intends to meet the objectives described in this brief, including methodological approach(s).
- Manage and implement the process of evaluating the funding programme.
- Prepare a final report on the processes/methodology, the findings of the evaluation and its recommendations.
The tender process will consist of a written tender for the project and presentation to the Crisis Pregnancy Programme. Requirements for the tender are listed at the end of this document.
Following a short-listing exercise by the Crisis Pregnancy Programme, short-listed organisations will be invited to familiarize themselves with the Crisis Pregnancy Programme's funding programme and its processes and the projects funded by the Crisis Pregnancy Programme. We envisage this to happen before short-listed organisations present to the Crisis Pregnancy Programme as identified in the Tender Deadline Date and Timeline section above.
Tenders have to demonstrate that they have sufficient capacity to commence work from 27th June 2005 and deliver reports as outlined in the Tender Deadline Date and Timeline section above.
Those submitting tenders are expected to present a proposed format for the evaluation cognisant of the aim, objectives and timeframe indicated by the Crisis Pregnancy Programme. Requirements for the written tender are outlined at the end of the document.
Ivan Cooper
Administration Manager
Crisis Pregnancy Programme
89/94 Capel Street
Dublin 1
Enquiries to Ivan Cooper on T: 01-814 6292 or E: icooper@crisispregnancy.ie
REQUIREMENTS FOR THE WRITTEN TENDER
It is a requirement that the following documentation be supplied at this stage of the tender process. Please follow the numbering sequence outlined below. Six complete copies are required for assessment purposes.
1. Full company name, address, contact name, phone/fax number(s), email and registered company number.
2. An outline of how the tenderer would approach all aspects of the work as indicated previously. This should outline the overall approach, timelines and considerations of how the evaluation can be carried out within the timescale.
3. Detailed draft headers for the suggested final report that address each of the points noted in the Objectives of the Process section (points 1-7).
4. Fee structure by category of work, third party mark ups (%) exclusive and inclusive of VAT.
5. References for similar pieces of work. Tenderers are required to submit three appropriate client references for contracts undertaken within the past 12-24 months
6. A brief curriculum vitae for the members of staff who will be engaged in the management and provision of service under this appointment.
Additional material
7. Name and address of the firm's bankers. Please provide a bank reference stating the financial standing of the firm.
8. Name and address of the firm's accountants.
9. Vat registration number, tax clearance certificate number and expiry date are also required. The successful tenderer will be required to produce a valid up to date Tax Clearance Certificate issued by the Revenue Commissioners; in the event of a non resident tenderer, a statement as to their suitability on tax grounds issued by the Revenue Commissioners of the Republic of Ireland will be required. The contracting authority reserves the right not to enter into any contractual arrangement, but any contract awarded shall be considered as a contract made in Ireland and according to Irish Law and subject to the exclusive jurisdiction of the Irish courts. Please note that if the Crisis Pregnancy Programme determines to award a contract to a tenderer, prior to award of contract the Crisis Pregnancy Programme will agree with the tendering organisation an addendum to the successful tender submission. This addendum will form part of any subsequent contract that may be awarded.
10. Insurance cover details as follows is required:- Professional Indemnity, Employers Liability, Public Liability
11. Details of any other relevant information the tenderer(s) consider appropriate.