Request for Proposals-TO DESIGN AND DEVELOP A MALARIA PICTURE BOOK

Job Description

Request for Proposals

Illustrator/GRAPHIC DESIGNER to DESIGN AND DEVELOP A MALARIA PICTURE BOOK FOR THE traditional healers Operational research.

Overview:

The Breakthrough ACTION malaria project funded by the US Presidential Malaria Initiative is soliciting a Request for Proposals (RFP) from creative groups or Consultants to provide illustration and graphic design services support of its malaria social and behavior change (SBC) activities in Sierra Leone. The Breakthrough ACTION project is implemented by the Johns Hopkins Center for Communication Programs (CCP) in partnership with the Ministry of Health and Sanitation (MoHS) through the National Malaria Control Program (NMCP), Directorate of Primary Health Care (DPHC) and the Health Education Programme (HEP). Specifically, Breakthrough ACTION is looking for a vendor to design illustrations for the development of a picture book which will be utilized by Traditional Healers (THs) as part of a study that aims to  generate evidence on whether THs can influence the uptake      of prompt (within 24 hours of symptoms of fever) and appropriate care-seeking (from a qualified health worker) for fever, and secondarily, influence some behavior change in their clients with fever regarding seeking care for fever at health facilities (HF) or from a community health worker (CHW) rather than from THs.

The contract resulting from this solicitation process will run for approximately one month from the date of contracting. Proposals for this work must be submitted in accordance with the instructions in the RFP detailed below. 

Background and Context:

Breakthrough ACTION is a cooperative agreement from the United States Agency for International Development (USAID) to lead USAID’s social and behavior change programming around the world. On September 21, 2017, USAID announced Sierra Leone as a new focus country as part of a five-country expansion. As part of this expansion, Breakthrough ACTION received country level buy-in from PMI for social and behavior change (SBC) activities related to malaria.

Traditional healers (TH) have long held an informal presence in health services delivery in Sierra Leone by providing alternative health care services particularly in rural areas where much of the population lives, and where access to formal health care services is limited. Nonetheless, the use of appropriate health care providers is a priority for the formal healthcare sector in Sierra Leone. Delays in promptly (within 24 hours of symptoms) seeking care for fever, diagnosing malaria, and accessing malaria treatment may lead to the development of severe disease, death, and an undue economic burden on already impoverished families. Prompt diagnosis from a formally qualified provider and treatment with an artemisinin-based combination therapy reduces the severity of disease and risk of malaria-related complications. While THs cannot provide evidence-based malaria services including Rapid Diagnostic Tests (RDTs) and artemisinin combination therapy, they fulfill a unique role in the healthcare landscape in Sierra Leone and their leadership and influence in the community could be leveraged to promote prompt care seeking for malaria, especially remote communities. 

TECHNICAL APPROACH :

In Sierra Leone, Breakthrough ACTION will implement Malaria Operational Research using Traditional Healers as case study. Specially designed SBC materials will be given to THs trained in IPC to effectively engage with and encourage their clients to seek care from a health facility or community health worker.

The primary goal of these engagements using the specially designed SBC materials including the picture book is to increase communities or clients of Traditional Healers awareness on malaria signs and symptoms and care seeking for malaria in health facilities or CHWs with the support of traditional healers. This includes knowledge and awareness of:

• What is malaria? 
• How is malaria transmitted   
• What are the Signs and Symptoms of malaria
• How to prevent malaria 
• Prompt and appropriate care seeking for fever.
• Malaria Testing and Treatment Adherence
• Referral process (how to use the referral)

Scope of Work and Deliverables 

Roles and Responsibilities

Breakthrough ACTION will work in close collaboration with the selected service provider to design illustrations for the development of the THs SBC picture book. Breakthrough ACTION will be actively engaged in all stages of the design of the illustrations and collation into a picture book. Breakthrough ACTION will work closely with MoHS through the NMCP, DPHC and the HEP to ensure final approval of materials before production begins for use in the THs .

In addition to collaborating with Breakthrough ACTION and other organizations as required, the service provider will be tasked with the direct provision of personnel and company resources necessary for the delivery of creative services. It is expected that the contracted services will provide direct assistance to Breakthrough ACTION in various stages of the print materials’ phases, including development, design, pre-testing, production, and any necessary revisions. Prior to final production and pre-testing, the creative group/agency shall furnish prototypes of all materials to Breakthrough ACTION for approval, in addition to obtaining approval from the NMCP, DPHC, PMI and the HEP. The service provider will be specifically required to: Submit a workplan including timeline to deliver the deliverables as highlighted in the RFP. 

• Develop and submit draft illustrations for review using illustration guides as laid out in the annex of this RFP.
• Incorporate reviews provided by Breakthrough ACTION, and with other organizations as needed.
• Submit revised illustrations for final review and approvals.
• Participate in pretesting of SBC materials and incorporate updates from pretesting to finalize materials.
• Participate in validation workshop with Breakthrough ACTION and with other organizations as needed.
• Revise THs Picture Book based on feedback from the THs and their clients during the OR period to ensure messages remain relevant and effective.
• Hold regular meetings with Breakthrough ACTION to discuss progress.
• Other tasks as mutually agreed upon with Breakthrough ACTION.

Deliverables :

Expected deliverables for the THs SBC materials include: 

• A workplan showing Timeline of process and deliverables.
• Draft illustrations using guide.
• Revised illustrations draft.
• Print materials for pretesting. 
• Revised illustrations incorporating feedback from pretesting.
• Final illustrations for validation.
• Revised illustrations post THs OR launch.

Proposal Considerations:

For planning purposes and to provide a consistent set of parameters under which your response to this RFP can best be presented and evaluated, please assume the following: 

• Breakthrough ACTION will sign a service agreement with the selected creative agency/Consultant. The agreement will be in effect from approximately March 2024 – July 2024, this timeframe will be revised on needs basis. The timeframe for delivering specific activities will, however, vary according to the needs of the project and PMI stakeholders and as outlined in creative briefs and task orders.
• The service provider must be registered to conduct business and in compliance with governmental tax regulations in Sierra Leone.
• For bidding purposes, submit a budget for the deliverables as outlined in this call. The actual budget will be negotiated and will depend on the availability of funds.
• Detailed budget notes outlining each major cost category should accompany the budget.
• Submit sample illustrations using the creative guides provided in the annex. Creative considerations for the illustrations include, but are not limited to: 
  • The central concept or theme of the OR must be easily recognizable and flexible enough to incorporate multiple messages.
  • The overarching concept and tagline may also be a call to action.
  • Messages and images should be positive and emotionally appealing based on current available evidence about what motivates people in their interactions with THs.
  • The graphic work must consider the needs and lifestyles of rural communities and be appealing. 

Proposal Submission Requirements :

In the submitted proposals, responding service provider is requested to describe how they meet the requirement based on previous work and how they will deliver on the specified deliverables in the RFP. Part of their submission should come with design samples using the creative guide provided in the annex. Responding creative groups/agencies must also include a detailed budget with budget notes. Proposals should be typed and presented in the following format: 

.Cover Letter: a one-page cover letter signed by a responsible official of the bidding agency/company. The letter should contain: the full name of the agency/company; mailing address; telephone number; key contact person and email; and where the group is based (if different from the mailing address); 

.Capability Statement: the statement should include experience creating and producing similar work in Sierra Leone or other countries in the Mano River Region, whether for commercial products or social issues. 

. Creative Samples: Creative samples of past work using the guide should be submitted in sufficient finished form to allow the technical review committee to understand the creative concepts, ideas, and execution directions recommended. If their existing work does not demonstrate the needs of the prompt, they should write how their samples are relevant and how they plan to complete the task. Work should demonstrate an ability to depict Sierra Leoneans, adults and children/babies, in their daily settings. Please include a layout or sketch of one of the prompts from Annex 1 to demonstrate your artistic ability sufficient for the job.

1. Comparative Cost Proposal: For cost comparisons and eventual contract negotiations, agencies are requested to submit realistic and competitive cost estimates for all deliverables as outlined above. The costs and rates presented will be used in negotiating the contract. All applicable costs and fees should be outlined.
2. References and Client List: A list of three former or current clients for whom similar work has been done, together with dates of service, their contact person(s), address and mobile numbers as references. 
3. Legal Documents: The submission should include valid copies of business registration certificate, NASSIT certificate, NRA tax clearance certificate, city council registration certificate.

The proposal must be submitted via email no later than 8th March, 2024, 17:00 GMT to: dbangur1@jh.edu and cc jfofana1@jh.edu

***Note: All proposals, once submitted, shall constitute firm offers and may not be retracted. It is understood that bidders assume the cost of preparation and submission of proposals. 

Evaluation Criteria and Selection Process 

Selection Process 

A formal technical selection committee will review and score all submissions, judging responsiveness and technical merits using the criteria as listed above.

Breakthrough ACTION reserves the right to accept or to reject any or all proposals, to withdraw or amend this RFP at any time, to initiate negotiations with one or more proposers, to modify or amend with the consent of the Proposer any proposal prior to acceptance, to waive any informality and to affect any agreement otherwise, all as Breakthrough ACTION in its sole judgment may deem to be in its best interest.

Bidders will be notified of the outcome. Interested agencies can request for information on the reviews of their submitted proposals. At no time, and under no circumstances, will proprietary information regarding a competing agency’s proposal be divulged to competitors.

After the selection process is completed, the winning agency will meet with Breakthrough ACTION technical and financial staff to finalize the scope of work, determine schedule for creative guides, and develop and negotiate the total budget.

Annex 1: CREATIVE GUIDE FOR ILLUSTRATIONS:

1. A map of Sierra Leone or the flag in the background, with drawings of an under-5 child, a baby, an adult man, and a pregnant woman to show everyone is susceptible. Insert image of a mosquito with a circle with a line through it to introduce the idea of mosquitos being the cause. Another inset image of someone with fever (could be from #3) and an arrow point to an inset image of a community health worker or a clinic staff (from #5).
2.  Mosquito biting someone and an insert image of someone touching their head and feeling feverish (possibly with a heat symbol or lines or sweat to show fever) and ill (this could use the fever image from #3.
3. Individual drawings demonstrating each symptom: fever, headache, nausea, body pain, vomiting, diarrhea.
4. A couple sleep comfortably together under an ITN tucked into their bed. Inset image of IRS spraying and another inset image of ACT pills.
5. One with an adult being greeted by a provider at the clinic (and/or community health worker) while the adult holds their head with fever and headache. Inset image of a clock with 24 hours on it to communicate they should go within 24 hours of symptoms. Inset image of a friendly community health worker as an alternative to the health facility. 
6. The same as above, but instead of an adult, it should show a couple holding a crying, feverish child.
7. A finger is pricked, and blood is collected for a malaria rapid diagnostic test. Image inset of a positive and a negative RDT (so people understand what the test looks like and how easy it is to read).
8. A clinician (from #5) handing a pill bottle in one hand and a pill in the other to the viewer at the clinic/ Inset drawings of the same person taking the pills but their clothes change over several days. The last image is them smiling and looking directly at the viewer, because they have finished their treatment and feel better. 
9. A client’s hand hands the referral form to a smiling health worker.
10. Smiling health worker looking at the viewer (maybe a larger version focused on the health worker from #5).
11. Our poster (so it may have to be bigger): Adult going to the clinic with referral form from the traditional healer (from #5). Inset of a client handing the referral form to the smiling health worker (from #9). Inset of a picture of the mosquito biting someone and another inset of someone with a fever (could be from #3).