Request for Proposals: (G/RFP/11/2009) - Zawya

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Request for Proposals: (G/RFP/11/2009) - Zawya

Abu Dhabi Health Services Company, SEHA

Providing Quality Healthcare

Request for Proposals: (G/RFP/11/2009)

Organizing a Public Awareness Campaign

on Medication Safety


Abu Dhabi Health Services Company (“SEHA”)

Procurement and Services Department

P.O. Box 109090

Abu Dhabi, UAE

Fax: +971-2-634-1109

DATE OF ISSUE: April, 28 th 2009

PROPOSAL CLOSING DATE AND TIME

May, 19 th 2009 / 10 am

PROPOSAL SHALL BE DELIVERED TO

Submit Proposals to:

Attn: Procurement and Services Manager

Abu Dhabi Health Services Company (SEHA)

Sudan Street

P.O.Box 109090

Abu Dhabi, UAE

Tel: +971-2-410-2516

Request for Proposal

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G/RFP/11/2009


Contents

1. BACKGROUND ............................................................................................................ 3

2. PURPOSE .................................................................................................................... 3

3. SCOPE OF SERVICES .................................................................................................. 3

4. DELIVERABLES ........................................................................................................... 4

5. TIMEFRAME ................................................................................................................. 4

6. GENERAL INFORMATION FOR THE PROSPECTIVVE COMPANIES ............................... 4

7. PRICING ...................................................................................................................... 6

8. ACCEPTANCE/REJECTION OF BIDS OR PROPOSALS .................................................... 7

9. DISCUSSION/NEGOTIATION .............................................................................................. 7

10. PROPOSAL PREPARATION COSTS ............................................................................... 8

11. CLOSING DATE AND TIME ........................................................................................... 8

12. DELIVERY OF PROPOSALS ........................................................................................... 8

13. IRREVOCABILITY OF PROPOSAL ................................................................................. 8

14. VALIDITY OF PROPOSAL ............................................................................................. 8

15. PROPOSAL PREPARATION AND SUBMISSION ............................................................. 8

16. CURRENCY AND TAXES................................................................................................ 9

17. AWARD ........................................................................................................................ 9

18. SEHA’S RIGHTS AND OPTIONS .................................................................................... 9

19. TERMS AND CONDITIONS ........................................................................................... 9

Request for Proposal

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BACKGROUND

The Abu Dhabi Health Services Company was recently launched on 29 th December 2007 under Emiri

Decree and owned by the Government of Abu Dhabi. While the full name of the company is Abu Dhabi

Health Services Company, the corporate name is SEHA. The word SEHA represents an English phonetic

pronunciation and translation of the Arabic word for Health.

SEHA is an independent, public joint stock company (PJSC) created to manage and develop the curative

activities of the public hospitals and clinics of the Emirate of Abu Dhabi. SEHA manages 8 hospital

systems totaling 12 facilities, 2,600 licensed beds, more than 55 Ambulatory Care Centers and Primary

Health Clinics and more than 15,000 employees. SEHA delivers world class healthcare, locally, by

partnering with internationally recognized healthcare leaders. Our partners include Johns Hopkins

Medicine, Cleveland Clinic, Bumrungrad International, and New England Center for Children, United

Medical, Vamed, and Vienna Medical University.

In line with SEHA clinical affairs strategic directive , and in continuation of the past three years successful

efforts of developing and promoting medication safety best practices, SEHA medication safety committee

is hereby proposing to conduct a Medication Safety Campaign / Road- Show at SEHA facilities as well as

public venues.

PURPOSE

SEHA is seeking the expertise to support the organizing of a public awareness campaign on medication

safety. Although the main target audience for this campaign is the public, however SEHA seeks to further

target healthcare practitioners in SEHA facilities and aim to get their buy-in of best practices in mediation

safety and awareness on importance of reporting medication errors related to improper medication use.

SCOPE OF SERVICES

The prospective company will prepare a comprehensive campaign plan for SEHA clinical Affairs Division

that will not exceed a maximum budget of 1,300,000 AED and which will include but is not limited to the

following services:

A. Comprehensive communication strategy that will assist SEHA achieve the following objectives:

1. Image building for SEHA as a pioneer in providing stat-of-art healthcare service that focuses

first on patient safety and in particular safety of medication use.

2. SEHA strategic objective to improve the healthcare of the community of Abu-Dhabi

3. SEHA positioning as a pioneer among healthcare providers in public education and

awareness.

4. Engaging with the public in providing education and information on healthcare related

matters, specifically medication safety

5. Involve patients in medications safety practices

6. Enhance public trust in local healthcare services generally and SEHA in particular as a patient

safety oriented provider.

7. Developing best practices and implementation tools of medication safety among SEHA

facilities healthcare providers which will reflect on patient care

B. The company will conduct a PR and advertizing campaign that will target the following SEHA

audience:

1. SEHA patients in SEHA facilities

2. The public / community of the United Arab Emirates

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3. Healthcare professional in both SEHA and private sector facilities

C. The company will take care of all logistics involved in implementation of approved campaign plan

proposed.

D. The company will propose any other marketing ideas that will facilitate and help SEHA achieve

expectations and objectives identified above.

DELIVERABLES

1. Organize and conduct a comprehensive awareness campaign both on-location in SEHA facilities,

public venues and through media.

2. Conduct PR and communication strategy proposed

3. Provide media coverage and PR services throughout the timeframe of project.

4. Design all creatives necessary to conduct marketing support and that reflect proposed communication

strategy. (samples needed for evaluation)

5. Carry out all logistics necessary to deliver campaign plan

TIMEFRAME

The campaign is proposed to take place between 24 th May until the 6th June 2009, in the city of Abu-

Dhabi and the Western Region.

TASKS

TENTATIVE

1. PR and communication strategy prior to campaign DEADLINES

24-31 May, 2009

2. Organize and conduct awareness campaign 1-13 June, 2009

3. Conduct post-event evaluation 14-20 June, 2009

GENERAL INFORMATION FOR THE PROSPECTIVE COMPANIES

1. The bidders shall provide information that demonstrates that it possesses the technical expertise that

SEHA requires for this RFP.

2. Bidders should submit references from owners of projects that are comparable in size, complexity,

and scope of work sought by this RFP. The references should also demonstrate the bidders

experience in marketing strategies. All references should include the name, title, telephone number

owner of the project.

3. The bidders must demonstrate adequate experience in the following areas:

1. The company must be certified and licensed (accredited) by a licensure body in the country of

origin or in the UAE. A copy of the certificate must be provided to the SEHA.

2. Previous track record of successful marketing plans.

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REPORTING

The company will be required to provide and/or obtain information/ approvals on creatives, PR and any

other material related to the implementation of the marketing plan for the event from Sr. Clinical Affairs

Specialist for pharmaceuticals in SEHA.

PROPOSERS MUST AGREE TO THE FOLLOWING TERMS.

1. The company will not exceed the fee schedule in the proposal.

2. The company may not bill any individual or any staff member for any charges not authorized for

payment by SEHA.

3. The company must ensure the confidentiality of information and any other records related to the

SEHA confidential records.

4. The company will not make any subcontracts other than the agreed ones, in such cases prior

information and approval will be required.

SUBMISSION OF PROPOSALS

1. All proposals must be received within a stipulated timeframe. Proposals should be sent to the

Director Corporate Support Services Division, Abu Dhabi Health Services Company, SEHA P.O.

Box 109090, Emirate of Abu Dhabi.

2. Proposals should identify the name, address, and telephone number of the individual who can

answer any questions and serve as contract officer and/or agency liaison.

3. All proposals received prior to the RFP closing date will become the property of the Abu Dhabi

Health Services Company and will not be returned to the proposers.

4. SEHA’s ownership of proposals shall not be affected by cancellation of the RFP after receipt of

proposals, declaration of any proposal as nonresponsive or unacceptable, or non selection of a

proposer as consultant.

5. SEHA may, but is not required to, contact proposers for clarification of their proposal prior to

declaration that a proposal is nonresponsive

SELECTION PROCESS

Proposals will be evaluated by a selection committee that will include members from relevant department

of SEHA, for instance; Clinical Affairs Division, support services and Marketing Department. Proposals will

be evaluated, in part, on the Respondent’s ability, in SEHA’s sole judgment, to demonstrate technical and

financial capacity to perform the work it proposes in accordance with the requirements of this RFP.

Respondents are accordingly required to furnish the information described below The Committee’s review

will be based on the following criteria:

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Criteria

Percentage

Qualifications and Experience of company:




Provide information that demonstrates that it possesses the technical

expertise that SEHA requires for this RFP.

References from owners of projects that are comparable in size, complexity

and scope of work sought by this RFP

Respondent must demonstrate adequate experience in the following areas:

o

o

o

o

o

Developing marketing strategies

Developing and implementing communication plans

Competence in organizing media coverage and PR for events

Creating designs and creatives that meet customer objectives

Providing logistics support to conduct awareness campaigns

Proposed / submitted strategy meets SEHA objectives 20%

30%

Creativity of material

o

o

Cost Proposal:

o

Sample posters

Creatives meet the objectives and achieves SEHA messages to

target audience

Payment schedule setting forth the frequency and amount of

progress payments, and identifying the tasks and deliverables

(“milestones”) to be completed for each payment.

20%

30%

EVALUATION

1. Upon receipt, the proposal information will be disclosed only to persons participating in the

evaluation or contracting process until the proposal has been reviewed and all marked trade

secrets have been removed.

2. After this review, all remaining proposal materials will be open to the internal and external stake

holders of SEHA. The proposals will be evaluated as being responsive or nonresponsive.

3. All meetings of the evaluation committee are open to the Sr. Management of SEHA.

PRICING

The company will be required to submit their fee or expenditures associated with the activities as

mentioned in the deliverables and in the scope of services. Proposed cost should include all logistics cost

needed to accomplish marketing plan.

When preparing the fee, justification should take into consideration changes that may occur due to

approved marketing plan from SEHA. For example, the numbers of advertisements, or number of

locations, size of media coverage etc.

Request for Proposal

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As an addendum to your financial proposal, please summarize your cost proposal by populating the table

below. If you present multiple options, provide a summary table by option.

Ref Activity/Service Cost

(AED)

1 Design Services

2 Consulting Services a

3 Agency Fees (____ %)

4 PR Services

5 Press Conference Services b

6 Media Costs – Newspapers c

7 Media Costs - Radio

8 Media Cost – TV

9 Media Cost –

Billboards/Display/Posts

10 Other Media Costs

11 Mobile Phone Strategies

12 Web Strategies

13 Flags/Banners/Pull/Pop-

Ups/Booths

14 Promotional giveaways

17 Contingency

18 Totals

19 Payment Terms

Notes a Provide your hourly rate

Includes (Describe); does

not include (Describe)

b Assume SEHA will rent or provide a location, AV and refreshments. Include

only your services and the costs

c Include at a minimum Al Ittihad and The National for any ad strategies

ACCEPTANCE/REJECTION OF BIDS OR PROPOSALS

SEHA reserves the right to accept or reject any or all proposals, wholly or in part, to make awards in any

manner deemed in the best interest of the SEHA.

Discussion/Negotiation

Although proposals may be accepted and a contract awarded without discussion, SEHA may initiate

discussions should clarification or negotiation be necessary.

Reports given to or prepared or assembled by the bidders under this contract shall be kept as confidential

and not divulged or made available to any individual or organization without the prior written approval of

SEHA.

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PROPOSAL PREPARATION COSTS

Bidders are solely responsible for their own expenses in preparing proposals and/or for subsequent

negotiations with SEHA, if any. If SEHA elects to reject all proposals, SEHA will not be liable to pay

and/or reimburse any bidder for any claims, whether for costs or damages incurred by the Bidder with

respect to the preparation, evaluation and/or submission of the proposal.

CLOSING DATE AND TIME

The proposal must be submitted by the closing date and time specified on the schedule of events table.

DELIVERY OF PROPOSALS

All proposals must be delivered or mailed to the address specified on the cover page of the RFP.

Proposals sent by facsimile or e-mail or unsolicited proposals will not be accepted.

IRREVOCABILITY OF PROPOSAL

By submission of a clear and detailed written notice, the bidder may amend or withdraw its proposal prior

to the closing date and time. However, upon the elapse of the closing date and time, all proposals

become irrevocable. By submission of a proposal, the Bidder agrees that should his/her proposal be

deemed successful, the Bidder will enter into a contract with SEHA.

VALIDITY OF PROPOSAL

Proposals shall remain valid for a period of 120 calendar days from the RFP’s closing date.

PROPOSAL PREPARATION AND SUBMISSION

SEHA discourages overly lengthy and costly proposals; however, in order for SEHA to evaluate proposals

fairly and completely, bidders must follow the format set out in this RFP and provide all requested

information. Bidders should submit technical proposal and cost proposal in separate sealed envelopes. A

sealed technical proposal contains one (1) original, five (5) copies, and one (1) electronic copy on a

CD in Microsoft Word format; and a separate sealed cost proposal containing one (1) original and one

(1) copy. The language of the proposal shall be English. The contents of the two proposals shall be

prepared and submitted in accordance with the following outline:

I. Technical Proposal

II.

The technical proposal should contain the following information with no pricing details:

1. Letter of intent highlighting the company’s capabilities and expertise as well as

a statement indicating acceptance of RFP’s terms and conditions. The letter must be

printed on the company’s letterhead signed by the authorized bidder’s representative.

2. Copy of the Company’s Business license.

3. Executive Summary of the proposal (1-3 pages).

4. Technical campaign Plan and Strategy

Cost Proposal

The financial proposal shall include staff costs as well as other direct costs as described in the pricing

section of the RFP.

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CURRENCY AND TAXES

Prices quoted are to be in United Arab Emirates Dirham or USD ($); inclusive of tariffs and/or taxes,

where applicable.

AWARD

Contractual agreement for the work specified in this RFP and any additional work resulting from

negotiation will be established through SEHA.

SEHA’S RIGHTS AND OPTIONS

SEHA expressly reserves the right to:

A. Modify, amend, or substitute the RFP at any time.

B. Cancel the RFP.

C. Issue additional instructions or requests to prospective bidders.

D. Conduct investigations about the qualifications and experience of responsive bidders.

E. Request additional information from selected bidders if deemed necessary for the

proposal evaluation or award selection. This may include asking bidders to present their

proposals to SEHA Management.

F. Waive any irregularities in received proposals.

G. Discuss or negotiate with selected bidders proposal’s terms and conditions.

H. Accept or reject any or all proposals, including awarding all or part of the required

services without issuing further solicitations.

I. Procure services specified in the RFP by any other means.

J. Accept other than the lowest fee proposal and shall not be bound to give any reasons for

non-acceptance of any proposal it may receive.

K. Have and retain all copies of proposals or information submitted to support a proposal.

L. Require the selected Bidder to participate in negotiations on the terms and conditions of

a contract and to submit revisions, including price revisions that may result from such

negotiations.

M. The proposal, once evaluated, shall be considered a public record except for the material

that the Bidder specifically requests to be considered a “trade secret”.

N. High consideration will be given to the bidder offering the most creative and innovative

marketing materials. Please do not submit designs that have already been used in the Market.

O. SEHA reserves the right to not pay for any marketing proposal submitted unless it is

selected for usage.

P. EXCLUSIVITY & USE OF DESIGNS: the Rewarded Designs are exclusively owned by SEHA

and the Designer shall have no right to use the designs, logos or corporate marks without the

SEHA prior written consent.

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TERMS AND CONDITIONS

By submitting a proposal the Bidder agrees to the terms and conditions of this RFP.

TERMINATION

SEHA may terminate this Contract at any time by thirty (30) days notice in writing from SEHA to the

Company. In that event, all completed or uncompleted deliverable items prepared by the Company

under this contract shall, at the option of SEHA, become its property. If the contract is terminated by

SEHA as provided herein, the Company shall be paid for services satisfactorily completed, less payment

or compensation previously made.

Saeed AL Mansouri

Purchasing Specialist

Request for Proposal

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