Tender for the Quality Assessment and Outcomes Framework Irish Men's Shed Association

Introduction

The Irish Men's Shed Association (IMSA) is now seeking tenders from interested individuals/ organisations for the development of a quality assessment and outcomes framework that supports the continued development of the IMSAand its member sheds. It is expected that the contract will start on February, 1st and be completed by October 1st, 2015.

Background

Established in 2011, the Irish Men’s Sheds Association (IMSA) is a grassroots, membership organisation that supports the development and sustainability of Men’s Sheds on the Island of Ireland. Our organisation directly responds to the needsexpressed by the men attending the sheds and those wanting to set up a shed.

The vision for the IMSA is that all men have the opportunity to participate in a community Men’s Shed that will improveand then maintain their health and sense of well-being.

As a national organisation the IMSA:

  • represents the collective issues of the men’s sheds in Ireland.
  • provides a mechanism for freely sharing information and resources between the sheds.
  • supports communities and organisations wishing to establish a shed.
  • provides the necessary, accessible, information to enable any group of men to run a shed.

The IMSA's Values:

The values for IMSA were developed in consultation with the shedders[1]which weendeavour to embody in all our work:

1) Honesty and Openness:

Everything we do is transparent and accountable to the shedders and to the public.

2) Equality and Inclusion:

Our work creates places of belonging, participatory democracy, mutual respect, companionship and community for all shedders.

3) Leadership:

We demonstrate and promote leadership in everything we do.

Local Men's Sheds

A men's shed is any community based, non-commercial organisation that is open to all men. The primary objective of a shed is to provide a safe, friendly and inclusive environment where the men are able to gather and/or work on meaningful projects at their own pace, in their own time and in the company of other men. The primary outcome of the sheds is that the health and wellbeing of men is advanced. Men's sheds may look like a shed in your back yard, yet they, innovatively, have the ability to provide community education and a forum to promote health and wellbeing.

Quality Assessment and Outcomes Framework (QAOF) Overview

The QAOF will review;the work being undertaken by IMSA in relation to the four points mentioned above; the activities undertaken by a cross-section of sheds; and the requirements of relevant stakeholders, including funders, in order to:

  1. identify the most appropriate way of gathering information to demonstrate that men's shed prevent isolation and promote a sense of wellbeing.
  2. develop an internal, user friendly, monitoring system to track the health and wellbeing benefitsto shedders from attending individual sheds. A mechanism should be developed to capture data from sheds, which will then be held and managed in a central location.
  3. explore the governance and environment of the shed to ensure that it provides a safe space for the men to be who they are.

Terms of Reference

The QAOF will measure the impact of:

  1. Sheds on the shedders.
  1. IMSA's support to individual sheds.
  1. The supports provided and required for communities and organisations wishing to establish a Shed.
  1. Information provided and required to enable any group of men to run a shed.
  1. Structures to support information sharing and learning between sheds.
  1. The shedders working in partnership with service providers.
  1. The promotion of the Shed to the local community
  1. IMSA's representation of men's issues on a national level.
  1. Signposting shedders to local services in the community.
  1. Sheds on other stakeholders including the funders and state agencies (statutory and private).

Methods

Tenders should highlight how the process will use and develop innovative methods of data collection that will be effective within the context and environment of the Men's Sheds. They should also show consideration of related environmental challenges. Factors to be considered are the voluntary nature of the sheds and the lack of professional qualifications of some Shed leaders, which is a strength of the Mens Shed process but may present challenges to some types of data collection. The use of innovative technologies or methodologies to respond to these challeneges will be an advantage within the tender.

The output required:

The QAOF will provide the IMSA with the necessary framework, tools, processes and training to gather and analysis data that demonstrates the effectiveness of the IMSA and its local men's shed's.

These processes should have a plan for future sustainabilty inbuilt, i.e. the aim is that process can be continued and developed without significant ongoing support from external consultants. An outline of strategies to promote sustainabilty of the quality and outcomes framework should include factors related to; data collection, data management, sharing of learning and data analysis. The tender should highlight any training and supports required in relation to same.

To complete the evaluation the successful tenderer will:

  • Undertake a national and international literature review of relevant policies, projects and quality assessment and outcomes frameworks.
  • Consult with the IMSA representative, a number the local men's sheds, the National Office for Suicide Prevention, relevant local and national service providers, potential funders, the AMSA and other European men's sheds, andthe QAOF working group.
  • Develop and trail a system, adapting this based on a review of its success.
  • Provide supports for its ongoing implementation.
  • Provide draft interim (written and verbal) reports to the IMSA CEO, including conclusions and recommendations every 3 months.

The QAOF developed will inform the IMSA in its decision-making relevant to the future strategic and operational directions of the sheds.

The Tender Process

Tender Document

Contractors should ensure their written proposal takes full account of the services to be provided and the designated award criteria for the contract.

Evaluation of Tenders

Tenders will be evaluated and scored in accordance with the Criteria for Selection and contract as outlined below. While all interested parties may submit a tender, only those demonstrating that they have the required level of capability will have their tender considered.

  • A clear understanding of the brief for the QAOF.
  • Knowledge and understanding of working in mental health and community services
  • Approach/vision outlined in tender to meeting the requirements of the QAOF, including timeframe and presentation of the tender document.
  • Previous experience of developing QAOFs, outcome frameworks and large scale interagency processes.

Criteria for Selection

The IMSA will determine eligibility for this tender in accordance with the criteria set out below and completion of Appendix A.

  1. Understanding of the service to be provided. The consultant(s) must have expertise, experience and a proven track record in mental health and/or men’s health Monitoring and Evaluation
/ 25%
  1. Capacity and resources to deliver the services required
/ 25%
  1. Relevant skills, expertise and experience of evaluation personnel
/ 25%
  1. Overall cost
/ 25%

Tenders should include the following:

  • The QAOF's Design, Methodologies and Ethical Considerations Describe the research/evaluation methodologies to be used to, collect data and assess the quality of the IMSA and the individual sheds. Proposals should consider the best methods for developing the QAOFand the limits of any one method or data source.
  • Project Plan The proposal should also address likely challenges in implementing the QAOF and propose possible solutions.
  • Data Collection & Analyses Data collection plans should reflect the requisite timeframe for the detection of outcomes. Submissions should include a plan for addressing the QAOF in terms of how the data will be gathered, from how many sources (e.g. number of sheds included in the research) and analysed (e.g. surveys, interviews, frequency, schedule, stages of data collection).
  • QAOFThe proposal should clearly outline suggestions on practical and innovative means of gathering data that results in high quality usable data. It is essential that the ongoing means of gathering information from shedders is not obtrusive and the system developed must be user friendly. It is essential that the information gathered is an effective way to demonstrate quality outcomes for the shedders in terms of health and wellbeing.
  • Sustainability A plan for how the project can be continunued and developed in the future, without ongoing substantial consultant engagement. Consideration should be given to community based participatory approach that would develop capacity of the shedders.
  • Experience Describe previous experience ofdeveloping quality assessment and outcomes frameworks,specifically in the areas of community and voluntary sector, and with groups that may not be familiar with data gathering and reporting. Describe your approach to project management. We recommend that applicants consider their experience and expertise in implementing projects.
  • Staffing Plan Identify the project team assigned to the evaluation, including (i)CV’s, (ii) responsibilities for the project, (iii) number of days that each staff member will devote to the project and (iv) collaboration with others to ensure there is sufficient expertise to conduct all elements of proposed QAOF.
  • Budget Estimate the cost and prepare a budget, linking the costs to key activities in the work plan. The budget should reflect all QAOF costs including the required tools to administer the framework.
  • References Provide references from two clients.
  • Conflict of Interest Any interest involving the Tenderer and the IMSA, their staff or relatives must be fully disclosed in response to this invitation at the time of submitting the tender. Any other conflict of interest must also be fully disclosed.

Budget

A maximum amount of €23,000 (inclusive of all fees, additional charges and VAT) is available for this QAOF.

IMSA will not be responsible for any additional costs, charges or expenses incurred by tenderers.

Payments

Payments will be made at project initiation (25%), divided equally between the interim (2) reports (50%), and at final report (25%).

Submission of Tenders

Completed Tenders should be submitted to John Evoy, CEO IMSA at

Closing Date for Submissions

Submissions should be submitted byJanuary 9th, 2015and short-listed candidates may be called for interview on January 29th, 2015.The IMSA does not bind itself to accept the lowest or any offer.

APPENDIX A: FORM OF TENDER

THIS FORM OF TENDER MUST BE COMPLETED, SIGNED AND RETURNED WITH THE TENDER

To: John Evoy

  1. I/We have examined the tender documentation and offer to provide the services required in accordance with the details contained in this tender document

List of personnel to be engaged for the service / Salary costs (€) / Operational costs (€)

Other resources offered and included in the total costs:

This offer will remain open for acceptance by the Tenderer for a period of 30 days from the date of deadline for submission of tenders.

  1. I/We undertake to deliver the services in accordance with the terms and conditions of the tender specification, subject to an agreed contract.
  1. I/We undertake to maintain full confidentiality with regard to all aspects of this tender process.
  1. I/We accept that following tender evaluation, we may be offered nil, all or part only of the project.

Signed: ______

Name: ______

Position:______

Address:______

______

Telephone:______Fax: ______

Email: ______

Date:______

Contact details of Two (2) Referees to verify quality of services provided:

Ref 1:______

Position: ______

Telephone:______Fax: ______Email:______

Ref 2:______

Position: ______

Telephone:______Fax: ______Email:______

1

[1] A shedder is a man whom attends a men's shed.