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									                                Hindustan Latex Family Planning Promotion Trust


Request for Proposal

 Research and Survey on Condom
Vending Machines (CVMs) Phase II.



                       Uttar Pradesh

                       February 2010

                                                                      Page | 1
                                                    Hindustan Latex Family Planning Promotion Trust

                                Request For Proposal (RFP)

Hindustan Latex Family Planning Promotion Trust (HLFPPT) invites reputed and eligible
agencies in the field of research to conduct a Study on CVMs efficiency and effectiveness ;“A
Research on Accessibility, Availability and Acceptance of ‘Josh Spot’ Condom Vending
Machines (CVM) Phase II” in Delhi & NCR, Mumbai, Chennai Kolkota and Uttar Pradesh. This
proposed Research on Accessibility, Availability and Acceptance of ‘Josh Spot’ Condom
Vending Machine (CVM) Phase II will contribute to accomplishment of the project objectives
for National AIDS Control Organization (NACO).

The recipient research agency will work in close collaboration with the CVM team under the
guidance of Innovation Health Initiative Division (IHID) of HLFPPT Noida.

For the purpose of this research activity this RFP is being issued and includes the following:

1.0   Introduction
1.1   Background and contextual framework
2.0   About Condom Vending Machines (CVMs)
2.1   Project Goal and Scope of Work
2.2   Geographical focus
2.3   Areas of enquiry
3.0   Methodology
3.1   Assessment techniques
3.2   Assessment tools
3.3   Target groups
3.4   Sampling
4.0   Expected outcome
5.0   Deliverables
6.0   Technical proposal
7.0   Financial proposal
7.1   Selection and evaluation process
8.0   Award of contract
9.0   Negotiations
10.0 Preparation of proposals
11.0 Payment terms
12.0 Penalty clause

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                                                    Hindustan Latex Family Planning Promotion Trust

1.0 Introduction


Hindustan Latex Family Planning Promotion Trust (HLFPPT) is a national level not for
profit organization promoted by Hindustan Latex Limited (HLL) Life Care Ltd. (a public sector
undertaking) in India. With a mission of “touching lives with quality care, compassion and effective
services”, the organization has been supporting implementation of Reproductive Child Health
(RCH) and HIV prevention and care programs in partnership with international development
agencies, state governments and the Ministry of Health and Family Welfare (MOHFW) across
the country.

The core organizational strength are in implementing innovative public private partnership
programs, Social Marketing (SM) and providing Technical Assistance at state and national levels
for implementing various health related projects. HLFPPT is also the National Technical
Support Group (TSG) for Condom Promotion for the National AIDS Control Program
(NACO) Phase III with financial support from Bill and Melinda Gates Foundation (BMGF).

The need for making condoms easily available, at crucial place and time and with minimum of
embarrassment calls for an innovative method of condom distribution. Condom Vending
Machines (CVMs) are a novel way to tackle this situation. HLFPPT‟s experience with various
CVM projects that are currently in operation in several states show that placement of vending
machines at potential sites such as parks, pay & use toilets, railway stations, bus stations, petrol
pumps, wine shops, bars and restaurants, STD Booths, tea & paan shops which are open till late
night provide easy access to condoms at crucial place and time and with ease. The outcome of
this project has been very encouraging with more and more youth and HRG population
accessing the CVMs for condoms.

Condom Vending Machines installed at various potential locations may be accessed at any time
and are likely to serve fully the family planning programme and also as an aid to prevent
HIV/AIDS and STIs. Various research studies indicate that non-availability of condoms at crucial
place and time refrains the persons from using the condom.

HLFPPT‟s experience with about 10,000 CVMs that are currently in operation in various states
shows that CVMs placed at private but highly frequented sites (by high risk               and highly
vulnerable population) such as Sulabh International, Hotels, Manned Parks, Toilets, Railway
Stations, Delhi Metro Rail Corporation, Bus stations, STD Booths, Cinema Theatres, Petrol
bunks, Dabhas, Highway stopovers Wine Shops with bar facility, Pubs, ATM
centers,ccorporates like Larson and Turbo Port Trust (JNPT), etc in large metro cities, will
effectively tackle the Time, Place, Privacy, Availability, Awareness and Accessibility factors.

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                                                    Hindustan Latex Family Planning Promotion Trust

HLFPPT is implementing a national programme called Nishchay to promote home based
Pregnancy Test Cards through Accredited Social Health Activist (ASHAs) under National Rural
Health Mission (NRHM). The Merrygold Health Network program (social franchising) with
support from SIFPSA and USAID is being implemented by HLFPPT in the state of Uttar Pradesh
to provide low cost, high quality maternal health services. Various innovative private sector
approaches are being programmed alongside including a Health insurance scheme focused on
maternal health, provision of diagnostic facilities in partnership with a private sector diagnostic
partner and pharmacy. Intensive HMIS software has also been developed in partnership with

The organization has also been the implementing agency for the voucher scheme for health
services in the city of Kanpur. HLFPPT is also a core consortium member to test novel public
private partnerships for the Urban Reproductive Health Initiative (URHI) supported by BMGF,
to address the issue of Family Planning in the state of Uttar Pradesh. In Rajasthan, HLFPPT is
providing technical assistance to Norway India Partnership Initiative (NIPI).

Being pioneers in social marketing, HLFPPT has a vast product basket which provides enough
opportunities and options especially for the „bottom of the pyramid‟ population, to promote
family health and well being. It is currently executing comprehensive models of social marketing
across eleven states in the country for enhancing the access and demand for family planning
products as well as other RCH products. These are supported by donors like National AIDS
Control Organisation (NACO), USAID, Uttarakhand State Health Society and Employees State
Insurance Corporation (ESIC). HLFPPT has also entered into an agreement with a private
sector company Biotech international for introducing insecticide treated mosquito bed nets and
malaria prevention products.

HLFPPT is the implementation agency for Swagati program on HIV and AIDS for high at risk
population in nine coastal districts of Andhra Pradesh with funding support from BMGF where
GIS mapping has been conducted at Mandal level to map all public health facilities in the project
areas. HLFPPT has been the technical support agency for targeted interventions with high at
risk groups in states of Andhra Pradesh, Kerala, Orissa and Madhya Pradesh for NACP II and
has been selected as the technical support units for states of Andhra Pradesh, Madhya Pradesh
and Chhatisgarh for NACP III. HLFPPT is also committed to setting up Community Care
Centres for People Living with HIV-AIDS (PLHA) in states of Madhya Pradesh, Rajasthan and
Uttar Pradesh. This programme is being implemented in partnership with Population
Foundation of India (PFI) with funding from Global Fund under Round VI.

Our strength lies in various community based networks developed over a decade in more than
ten states of the country including an NGO alliance of more than two hundred and fifty NGOs,
a network of retailers as well as Non- Traditional outlets for social marketing of Reproductive
and Child Health products.

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                                                   Hindustan Latex Family Planning Promotion Trust

1.1 Background and contextual framework

India, which alone accounts for more than 10% Global HIV/AIDS cases, is currently living with
approximately 52 lakh HIV positive victims and many more lakhs with STIs.

However, international experts warn that this figure is quite underestimated and put the figures
at least 2 – 2 1/2 times more. More disheartening is the alarming rate of affliction with reports
of experts speculating 50 million AIDS related deaths by 2010 with over 20-25 million surviving
residual cases.

Current scene indicates that the HIV epidemic has moved beyond high risk populations like sex
workers, truckers and men who have sex with men (MSMs) and became a generalized epidemic
with a staggering 92 per cent of infections being in the age group of 15 to 49, which is also the
most economically productive segment of the population.

In spite of all the initiatives in the public and private sector, the access to condoms remains
poor and the consistent use of condoms stays at very low levels. One of the major barriers has
been poor quality of access. The various qualitative research studies indicate the need for
viewing access as an aggregation of the various factors like convenience in buying, non
embarrassing purchase situation, anonymity, minimal interaction while purchase and any time

The following BSS- study findings expose the huge gap of demand, usage and availability of
condoms in the country.

The BBS, 2001 for the General population reports only 50% of the population having access to
condoms within 30 minutes from their place of residence. Among 30% of the CSWs report not
using condoms in the last sexual encounter due to non-availability of condoms.

Barely more than 3% of sexually active people regularly use condoms; even then, it is mainly for
contraception rather than protection against HIV and other sexually transmitted infections.

For more than 50% of Indian population, it still takes more than 30 minutes to obtain a condom
from the nearest source in their area.

It is reported that only an average of 26.1 per cent respondents are using condoms consistently
during the sexual intercourse with any of the non-regular sex partners except for their spouses
and a majority 55% of respondents did not use condom during the last sexual intercourse with
any non-regular sex partner in last 12 months.

Only 10.9 per cent respondents all over India have reported the access to inter-personal
communication on condom usage which was lower than that observed for STD/HIV/AIDS.

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                                                   Hindustan Latex Family Planning Promotion Trust

According to the findings of National Family Health Survey (NHFS), the average age at marriage
has gone up in India over a period of time, which implies that there is an unmet need for
unmarried youth, which also needs to be targeted by contraceptive Social Marketing.

Figure 1: The average age of marriage in India

      The number of outlets stocking condoms is an indicator of the availability of condoms in
       that geographic locality. The most common source for obtaining of a Condom reported
       by the respondents was “Pharmacy” but the ORG- (2001-02-03) retail audit study
       shows that the number of medicine outlets in the states is either stagnated or
       decreasing over the last 3-4 years.

Figure 2: Stagnant medicine outlets in various states


                             40                                      Maharashtra


                                                                     Tamil Nadu
                             0                                       Andhra Pradesh
                                  2001    2002        2003

      Glimpse of the baseline survey indicates that non-availability of condoms at crucial place
       and time refrains the persons from using the condom.

       This emphasizes the need to intensify the efforts of effective condom distribution
       through social marketing and ensuring that condoms are available to the right person at
       the right place and time and in right quality.

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                                                   Hindustan Latex Family Planning Promotion Trust

1.1 Factors affecting the usage of Condom

The traditional condom distribution in India so far, has been through the peripheral health
worker, NGO worker and retail outlet. All these channels call for significant human interface at
purchase. As condoms are synonymous with sex, the psychological barriers in handling the sex
and sexuality issues vitiate the purchase situation.

It can be summarized that the most common factors that affect the condom purchase/usage

      Condoms are not easily available at crucial place and time
      People feel embarrassed to go to the conventional outlet and ask for a condom.
      Retailers don‟t keep condoms displayed keeping customers guessing whether the outlet
       stocks condoms or not.
      Free distribution condoms are not quality ones.

Therefore, the need for making condoms easily available at crucial place and time and calls for
an innovative method of condom distribution.

1.2 Need for Condom Vending Machines

Condom Vending Machines installed at various potential locations may be accessed at any time
and are likely to serve fully the family planning programme and also as an aid to prevent
HIV/AIDS and STIs. Various research studies indicate that non-availability of condoms at crucial
place and time refrains the persons from using the condom. HLFPPT‟s experience with about
10,000 CVMs that are currently in operation in various states shows that CVMs placed at
private but highly frequented sites (by high risk and highly vulnerable population) such as
Hotels, Manned Parks, Toilets, Railway Stations, Bus stations, STD Booths, Cinema Theatres,
Petrol bunks, Dabhas, Highway stopovers Wine Shops with bar facility, Pubs, ATM centers and
etc., will effectively tackle the Time, Place, Privacy, Availability, Awareness and Accessibility

2. About Condom Vending Machine (CVM) Programme, Phase II.

HLFPPT installed approximately 10,000 CVMs in Delhi, Mumbai, Uttar Pradesh, Chennai,
Kolkota and in Orissa. LTDO (Low traffic Dispensing Outlet CVMs are absolutely easy to
install (both wall mount and floor mount), operate and maintain. It is a mechanically operated
device and no electricity is required for its operation. 25 wallets of Condoms are stored in the
column of the machine .One wallet is vended through an outlet at the bottom of the machine
by the insertion of one- 5 rupee coin in the coin slot and subsequent push of a knob provided
on the machine.

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                                                     Hindustan Latex Family Planning Promotion Trust

On exhaustion of stock, the coin slot automatically gets closed and no more coins are
accepted. To replenish the stock, machine door is opened which is otherwise locked and the
columns can be filled with fresh condoms and cash also be collected from the cash box. It is
rugged and sturdy to survive the rough handling yet sleek and attractive with an approximate
dimensions of 570mm h*350mm b*163mm w, which approximately weighs 20 kgs. This will also
have a provision to hold IEC and other promotional material. These machines are suitable for
installation in mass at potential sites like Hotels, Toilets, Rly. Stations, Bus stations, STD Booths,
Cinema Theatres, Dabhas, Highway stopovers which are open for long hours till late night.

On the basis of HLFPPT‟s current experience and keeping the Indian site conditions for CVM
installation, it is suggested that LTDO CVMs will be more suitable although other types of
CVMs (MTDO-Medium Traffic Dispensing Outlet, HTDO-High Traffic Dispensing Outlet and
CVPM-Condom Vending cum Payphone Machines) are also currently available and in operation
in India.

2.1 Project Goal and Objectives

The goal of the project is to promote safer sexual health practices by increasing access and
availability to quality condoms at all times.

The specific objectives of the project are:

   (1) To reduce the time taken for accessing condoms
   (2) To increase the availability of quality condoms to people in high-risk areas and areas
       with poor family planning indicators
   (3) To provide access to quality condoms, especially in high risk areas
   (4) To sensitize the reproductive population towards use of condoms and consequently
       increase its usage in the areas having poor family planning indicators
   (5) To provide a non-embarrassing condom purchase situation for the consumers

Scope of Work (SOW)

Scope of the project

The installation points for the CVMs would by the high risk areas and/or areas frequented by
the high-risk population in the states with high HIV/AIDS prevalence. Discussions would be
done with the respective state SACS to identify the high-risk areas covered by SACS and the
NGOs working in those areas, and also the ones yet to cover. The areas where the condom
outlet density is minimal would also be identified as potential sites for CVM installation. Also
partnerships would be done with NHAI and Indian Oil for identifying the areas for CVM
installation. The high traffic points in other states such as Hotels,railway stations, truck
terminus, bus stands, hospitals, public toilets, etc. would also be identified for the installation of

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                                                       Hindustan Latex Family Planning Promotion Trust

Salient Features of the Project

The project installed approximately 10,000 CVMs (Low Traffic Dispensing Outlet -LTDO)
machines Delhi, Mumbai, Uttar Pradesh, Chennai, Kolkota and in Orissa.cities of the strategic
points. The condom brand Josh , which was priced at Rs. 5.00 for 2 pieces in each wallet.

2.2       Geographical focus for the research

         “A Research on Accessibility, Availability and Acceptance of ‘Josh Spot’
          Condom                   Vending               Machines                (CVM)
          Phase II” will be carried out in Delhi,Mumbai,Chennai and Kolkota Lucknow and

          Name of the City                               No of CVMs installed
          Delhi                                          3300
          Mumbai                                         3000
          Lucknow and Kanpur                             800
          Chennai                                        1000
          Kolkota                                        670

3.0 Methodology

The proposed assessment study will apply different rapid assessment methodologies to conduct
the study and provide recommendations for future activity. It can be combination of
participatory qualitative techniques with the key informant and using quantitative data collecti on
to complement the qualitative process.

3.1 Assessment Techniques
The agency will propose for key techniques to be adopted for the study that will support to
achieve the said objectives. A detailed rationale and types of the key techniques to be used for
the study needs to mentioned.

   3.2 Assessment Tools

Tools to be used for this assessment have to be justified to support the methodology as well as
the techniques. Both qualitative and quantitative tools to be proposed

3.3 Target Groups:

             Care taker of the CVM site
             Consumer ( Male & Female)
             Refilling staff and the CVM field team

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                                                       Hindustan Latex Family Planning Promotion Trust

3.4 Sampling

The Selected Agency will be involved in both qualitative and quantitative assessment and based
on the identified tools the appropriate sample size will be suggested by the agency to achieve
the objective. The agency is expected to develop a detailed sampling plan in consultation with
HLFPPT before survey implementation. A Standard sample size to be decided by the research
agency among them total number of CVMs installed in each above cities A relevant schedules
need to be developed to capture the relevant data /information to achieve the outcome of the

Tasks to be completed by the Research Agency

The tasks being requested in this RFP are the followings:

         Sampling plans
         Pre Test the study instrument
         Translate instrument as necessary
         Recruit interviewers for the survey
         3 days training ( class room cum field testing ) for the interviewers
         Following of ethical guidelines, if any
         Supervise field staff and assure appropriate quality control
         Enter survey data and submission of data on weekly basis
         Data cleaning and validation
         Analysis and report writing

4.0 Expected Outcome

The research shall be on on “Accessibility, Availability and Acceptance of ‘Josh Spot’
Condom Vending Machines (CVMs) and Josh Condom in Delhi Mumbai, Chennai
Kolkota and Uttar Pradesh. The research will also include the feasibility in CVM site selection.
The research report        will share the key findings and recommendations on above points of
CVM programme that shall enable HLFPPT & NACO to scale up this programme in other
identified areas. The study will also reflect the aspects of buying behavior of consumers,
major influential factors, common reservations of customer and care taker of the CVM..

5.0 Deliverables

      The key deliverables of the contracted organization will be:
(a)   Verification reports with detailed the key findings and recommendations from research.
(b)   Top line presentation summarizing the findings and critical recommendations;
(c)   Data base of digital photographs of the „Josh Spot‟ CVMs; and
(d)   Clean data in SPSS format.

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                                                        Hindustan Latex Family Planning Promotion Trust

6.0 Technical Proposal

Technical application must be strictly limited to no more than 35 pages in length, (Times Roman
point 12 font size, with one inch margins), excluding annexes. The technical application should
address how the applicant intends to carry out the above mentioned scope of work. It should also
contain a clear understanding of the work to be undertaken and the responsibilities of the party
involved. The technical application should be organized as per the format provided below. In
addition to the narrative section of the application, the annexes will be used to judge the applicant‟s
past experience and management capability. The annexes may also include relevant information
about partners (like data collection partners, etc), where applicable.

   The outline for the technical application is:
       Executive Summary (including Table of Contents): This section should contain
         the information that the applicant believes best represents its proposed research
         strategy and overview.
       Organizational profile and capability statement (maximum 3 pages)
       Understanding on RFP and CVM and Condom promotion domain (Maximum 1 page)
       Formative research methodology: This section should cover the proposed
         formative research methodology. The section should clearly define the formative
         assessment methodology.
       Specific research tools: This section should cover the research tools that the agency
         proposes to conduct the formative research. The tools should be mentioned specifically
         with appropriate description and application strategy. Pre-test methodology of the tools
         to be used in 1 of the cities maybe highlighted.
       Field Data collection : This should cover the detailed plan for data collection that the
         interested proposes. This should also include details about any external agency (s)/
         outsourcing that the interested part envisages for. Detailed data collection strategy
         should be given.
       Data processing, management, cleaning and analysis: This section should provide specific
         details on the data processing including specific software packages that are proposed to
         be used.
       Report writing: The interested party should submit a tentative reporting format that will
         be used to encapsulate the formative research findings.
       Time frame: The said study will be for a period of 6 weeks from the date of work order
         generated, at the end of which, a draft report has to be submitted. Based on the findings
         of the study, the strategies for engaging private providers will be finalized.
       The interested agency should submit the proposed timeframe to conduct the study and
         detailed break- up of the same.
       Staffing and management plan: The interested agency should provide detailed
         staffing and management plan (with specific mention of the chief investigator) for the
         accomplishment of the formative research. Brief job descriptions (2-3 lines) for each
         personnel vis-a vis the scope of work should also be mentioned. The detailed CVs for
         each proposed staff should be attached as annexure.
       Output: The interested agencies should provide details on the expected output of the
         study mentioned above

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                                                       Hindustan Latex Family Planning Promotion Trust

   7.0 Financial Proposal

   A budget template enclosed. Refer anexure 1V

7.1 Selection and evaluation process for an agency

      1. Selection will be made on the basis of the weight age specified against each assessment.
         Refer the Annexure I
      2. The technical proposal should score at least 75 points out of 100 to be considered for
         financial evaluation. In financial proposal of all eligible agencies who pass in technical
         evaluation shall be opened and evaluation will be carried out. Agencies will be ranked
         using a combined Technical/Financial score, as indicated.
      3. The short listed agencies / agency will have to make a presentation of the proposed
      4. In the event if more than one agency is short listed, the decision of the expert
         committee will be final.
      5. Financial Proposals will be opened for all technically qualified agencies. The services will
         be awarded to the agencies on the basis of quality and cost.
      6. Please note that the costs of preparing the proposal and of negotiating the contract,
         including visits to the client etc., are not reimbursable as a direct cost of the assignment;
      7. Client is not bound to accept any of the proposals submitted and reserve the right to
         reject any or all proposals without assigning any reasons. Negotiations

      8. As per the schedule mentioned refer Annexure II, the client will communicate to the
          selected consulting agency i.e. the lowest bidder in writing to negotiate the contract.
      9. Each key personnel of the preferred consulting agency shall be called for discussion at
          the time of negotiation at the cost of consultant before the award of work.
      10. The bidder must be registered with the sales tax/ value added tax and service tax and
          the support for the same is to be attached.
      11. The quotation received through FAX / E-Mail or received late due to postal or courier
          delay etc will not be accepted. The parties have to ensure the receipt of bids well in
      12. The financial bids of firms who are not qualified technically will be returned unopened.
      13. The TDS will be deducted as per applicable norms

   8.0 Award of Contract
   The contract will be awarded after successful negotiations with the successful consulting
   agency. If first negotiations fail, the client may invite the 2nd most preferred agency for contract

   The selected consulting agency is expected to commence the assignment on the date and at the
   location specified.

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                                                    Hindustan Latex Family Planning Promotion Trust

9.0 Negotiations

Negotiations will commence with discussion on technical proposal, the proposed methodology
(work plan), staffing and any suggestions made to improve the TOR, the staffing and bar charts,
which will indicate activities, staff, periods in the field and in the home office, logistics and
The financial proposal is subject to rationalization. Special attention will be paid to optimize the
required outputs from the agencies within the available budget and to define clearly the inputs
required from the Client if any to ensure satisfactory implementation of the assignment.

10.0 Preparation of Proposal

You are requested to submit your proposal in following 2 separate covers. Documents in
supporting Technical Proposal and Financial Proposal. Under the technical proposal, only the
CVs of the key personnel to be furnished and therein is true and correct. The CV must indicate
the work in hand and the duration till which the person will be required to be engaged in that
assignment. You are request to send the financial as well as the technical proposal to

Business Manager. CVM
Hindustan Latex Family Planning Promotion Trust (HLFPPT)
( A trust Promoted by HLL Life care Limited)
B-14 A, IInd Floor, Sector 62, Noida 201301
Phone : 0120-4231060/61/62 Fax: 0120-4231065

For any queries please contact Email: Mobile: and 09958075134

Following documents must be furnished in support of proof of eligibility with the
Technical Proposal:

Experience certificate from 2 clients supported by similar work accomplished.
Turnover for the last 3 years, certified copy of the audit report may be furnished in support of
the details.
List of equipments and the details of the office and key persons employed by the firm may be
furnished. (Enclose as annexures)

      Registration/Company Act /Trust deed.
      Balance sheet for last 2 years
      PAN number and
      Service Tax/VAT number

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                                                    Hindustan Latex Family Planning Promotion Trust


Line Items                  Payments
With the work order         40%
1st draft report            20%
Final report                40%

12.0 Penalty Clause

The consulting agency will be liable to bear a penalty if there is breach of contract or fails to
maintain the prescribed time line. Penalty shall be imposed on the consulting agencies for poor
performance/deficiency in service as expected. A detailed clause will be mentioned in the work



    Line Item                                                                Weightage
    Research Methodology-sample design, tools, data analysis packages,       35%
    Understanding of the RFP and knowledge and experience in the             15%
    domain of Condom Promotion and CVM
    Past Experience of the agency in handling such studies                   15%
    Strategy for field surveyors selection, external agencies/any other      15%
    agencies along with capacity building plans
    Relative capability strength                                             10%
    Time frame planning                                                      10%

 Annexure II : Time Frame

    Line Item                                                Time Line
    Submission of RFA                                        Monday 1st March 2010
    Opening of financial bidding for technically qualified   Tuesday 2nd March-4.00PM)
    Final response & negotiation with the selected           Friday 5th March 2010
    Issuance of work order                                   Monday 8th March 2010
    Field visit , Pretest, training, etc                     8th to 23rd March 2010
    1st draft report submission by the selected agency       Wednesday 24th March 2010
    Final report submission                                  Monday 29th March 2010

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