Scope of Procurement

Contracting authority

Flowminder Foundation (Stiftelsen Flowminder), a non-profit organisation based in Stockholm, Sweden, with offices in Sweden, the UK and in Switzerland.

Subject and description

Flowminder Foundation is calling for tenders for the implementation of a telephone survey among DRC mobile phone users.

Background and Objectives

The project GRID3 Mapping for Health (M4H) aims to strengthen the effectiveness and equity of vaccination interventions in the Democratic Republic of the Congo (DRC). It is building on DRC’s impressive strides over the last two decades in this domain, while intensifying and fast-tracking efforts to improve still further.
Mapping for Health in DRC is an initiative from the Ministry of Public Health, Hygiene and Prevention, delivered by Flowminder and the Center for International Earth Science Information Network at Columbia University as well as the WorldPop research group at the University of Southampton. GRID3 Mapping for Health in DRC is an extension of work conducted or supported in the DRC by the Geo-Referenced Infrastructure and Demographic Data for Development (GRID3) programme.
The objective of the phone survey is to validate Flowminder’s methods of production of mobility estimates based on CDR data, particularly of key concepts (home location, mobility, migration), and to learn about the socio-demographic structure of phone users in the Democratic Republic of Congo.

Detailed characteristics

Survey design will be led by Flowminder. The implementing organisation will advise on selected survey design questions. Survey guidelines, protocols, and reporting templates will be co-developed by Flowminder Foundation and the implementing organisation.

The implementing organisation will be responsible for:

  • Translations of the source questionnaire into three local languages
  • Questionnaire programming in CATI software
  • If applicable: interviewer recruitment, training, coordination and management
  • Pilot interviews and adaptations of the questionnaires
  • Full data collection
  • Initial data cleaning of raw data
  • Internal data quality monitoring and assurance
  • Transfer of data and meta-data to Flowminder compliant with EU-GDPR and UK-GDPR

Geographic coverage includes all provinces of the DRC.

The planned net sample size is n=10,000 respondents. The gross sample size will need to take into account the expected response rate. Depending on the approval by the Mobile Network Operator (MNO), one of two sampling strategies will be implemented.

  1. Single-stage stratified sampling, single-MNO customers: This option requires the prior approval of the respective MNO. Stratification and sampling will be designed and implemented by Flowminder. The implementing organisation will receive a sample file including DRC mobile phone numbers.
  2. Random Digit Dialing, multiple-MNO customers: Based on the provision of DRC phone operator codes, the implementing organisation will be asked to call potential respondents based on Random Digit Dialing; preferably based on a pre-selection of operator codes of a single MNO.

The source questionnaire will be provided in English and French. Translations to French, Tshiluba, Swahili and Lingala will be commissioned and checked by the implementing organisation. Questionnaire programming will need to include filters, randomisation of modules and/or questions. Flowminder needs to approve the final versions of questionnaires as programmed. The questionnaire will at maximum include 4 open ended questions. Interview duration should be on average 20 minutes.

An interviewer questionnaire of up to 10 questions will also be included.

Training of interviewers
Comprehensive training of all interviewers needs to be implemented. If health regulations allow it, in-person should be done for all interviewers. A person from Flowminder will join and assist in the training sessions (via online connection).

Pilot interviews
Testing of the questionnaire in all available languages needs to be undertaken. Pilot interviews should be conducted between 23 and 25 August 2021. Revisions of the questionnaires and the debriefing of interviewers will be done between 26 and 27 August.

Duration of data collection
The full survey is expected to be implemented between 28 August and 24 September 2021. Data collection must be completed by 30 September 2021.

During data collection, update reports should be sent every three days. Agreed indicators have to be monitored and communicated to Flowminder. Preliminary data should be shared on a daily basis.

Call-backs to 10% of respondents should be implemented for quality assurance following an agreed protocol.

Data Cleaning
The implementing organisation is responsible for initial data cleaning of the raw data. Duplicate cases must be removed or flagged for removal. The dataset shall be sent in SPSS (.sav) and in Stata format (.dta) and must contain complete and accurate variable labels and category labels.

As part of the full data, date and time of the interview, interviewer ID and timestamps for each question have to be collected.

In addition to the dataset of complete interviews, a separate dataset of incomplete or aborted interviews has to be delivered. In addition to the datasets, a separate file on placed calls and types of nonresponse needs to be delivered.

Cooperation and Reporting
The implementing organisation will work closely with Flowminder Foundation’s Phone Survey Consultant and Survey Statistician throughout all phases of the survey, and will report milestones and deliverables and other information to both the Survey Statistician and the Phone Survey Consultant. Regular, at least weekly updates to Flowminder on progress of preparation and data collection, including agreed control indicators, are required.

Deliverables and timetable

The telephone survey is scheduled to be completed by 30 September 2021.

Deliverable Due Date
Translation of questionnaires to three local languages 20 August
CATI programming in English and French 20 August
CATI programming in three local languages 23 August
Pilot dataset 26 August
Final test of questionnaires 26 August
Survey dataset, initially cleaned 30 September
Aborted interviews dataset 30 September
Field work report (difficulties, events, etc.) 8 October
Codebook for the survey dataset 8 October

Place of performance

Bidders need to be based in DRC (preferable), in the EU or the UK or a country with an adequacy decision on data protection. A DRC-based implementing organisation with contextual knowledge will be preferred.
After data collection is completed, the data will be transferred to the EU and UK. To this end, a Data Processing Agreement will be set up. Compliance with EU-GDPR UK-GDPR is a prerequisite.

Duration of contract

9 August to 8 October 2021

Form and content of tenders

Bidders are requested to submit:

Narrative proposals, including:

  • suggested detailed survey design
  • organisational profile
  • prior comparable or related work (particularly scientific surveys)
  • details of technical capacities (e.g. phone lab, software, interviewer staff) and number of staff
  • annual revenue of the organisation
  • detailed budgets for two scenarios of sampling (see Detailed Characteristics).

Tenders shall be submitted by email in the form of PDF documents to before 30 July, 18.00 CET.

Sub-contracting of the data collection to another organisation is not permitted. Sub-contracting of technical services is possible. Sub-contracting personnel (freelancers) is possible.

Tenders will be evaluated for completeness, technical expertise of the narrative proposal, acquired experience and reference work of the implementing organisation in the required areas of work, plausibility of budget positions and the overall volume of the submitted tender.
The award will follow the method of best price-quality ratio.