1. Background

The Integrated Biological and Behavioural Surveillance (IBBS) is a key national survey used to understand HIV, STI and hepatitis risks, behaviours and service coverage among key populations. Findings support national planning, Global AIDS Monitoring, and HIV estimates.

Sri Lanka has carried out HIV surveillance among key populations for many years, including IBBS rounds in 2015 and 2018 using RDS. The next IBBS and Population Size Estimation (PSE) will take place in 2025 under the National STD and AIDS Control Programme (NSACP), with support from development partners.

The study uses a mixed method approach. Formative work includes key informant interviews and focus group discussions to refine sampling and logistics. The main survey uses RDS and includes HIV, Syphilis, Hepatitis B and C testing with pre and post test counselling. It will cover female sex workers, men who have sex with men, transgender women, people who inject drugs and beach boys across Colombo, Galle, Kandy, Anuradhapura, Jaffna and Kegalle. The target sample is 3,806.

Data collection will be electronic using smartphones. The selected consultancy firm will develop the digital tool (Kobo Toolbox), manage field operations with district STD clinics, supervise interviewers and ensure quality control. Several PSE methods will be applied to produce reliable national and district estimates.

2. Purpose

The aim is to contract a qualified firm to conduct all IBBS 2025 data collection activities. This includes:

• Developing the Kobo Toolbox version of the approved questionnaires.
• Conducting formative KIIs and FGDs with transcription and English translation.
• Completing quantitative data collection in six districts at the same time.
• Coordinating field work with district STD clinics and NSACP.
• Producing timely progress updates that match the approved protocol and timeline.

3. Summary of Roles in the IBBS and PSE

• Foreign Consultant: Developed protocol and questionnaires. Leads training, data cleaning, analysis and reporting.
• NSACP: Provides oversight, approvals, quality control, district coordination and supervision.
• Local Consultancy Firm: Conducts all interviews, manages digital data collection, supervises field teams and ensures data quality.
• District STD Clinics: Support site logistics through coupon managers, nurses and outreach workers.

4. Scope of Work of the Selected Consultancy Firm

• The selected firm will:
• Conduct all KIIs and FGDs and provide translated transcripts.
• Develop and deploy the Kobo Toolbox tool.
• Manage quantitative data collection in six districts within the set timeline.
• Coordinate operations with NSACP and district STD clinics.
• Ensure quality control, ethical conduct and data security.
• Provide regular progress updates.

Required Staff

• Research Team Coordinator
• Data Management Specialist (1)
• Qualitative Interviewers (2 per district, 12 total)
• Quantitative Interviewers (26)

Key Responsibilities

• Research Coordinator 
  TOR and Application Form Leads all qualitative and quantitative data collection, coordinates logistics, supervises teams, ensures ethical practice and provides progress updates. 
   
• Data Management Specialist 
  Builds and pilots the Kobo tool, uploads and manages forms, ensures secure data handling and prepares datasets.

• Qualitative Interviewers 
  Conduct KIIs and FGDs, ensure consent, maintain confidentiality, record and translate materials. 
   

• Quantitative Interviewers 
  Conduct digital interviews, maintain data quality, follow survey procedures and escort participants for biological testing.

5. Qualifications

Research Coordinator

• Bachelor’s degree in Medicine, Public Health, Epidemiology or Social Sciences (Master’s preferred).
• Minimum 3–5 years’ research coordination experience.
• Experience with HIV, STI or behavioural studies preferred.
• Strong management and communication skills.
• Data Management Specialist
• IT related degree or diploma.
• Experience with digital data collection tools, especially Kobo Toolbox.
• Skills in database management, data security and troubleshooting.

Qualitative Interviewers

• Diploma or degree in Social Sciences, Public Health or related field.
• Experience in qualitative work.
• Fluency in local languages and understanding of research ethics.

Quantitative Interviewers

• Minimum A/Ls; diploma or degree preferred.
• Experience in structured field surveys and digital data entry.
• Fluency in local languages and training in confidentiality and consent.

6. Deliverables

• Recruitment and deployment details of all required personnel.
• Completed variable dictionary and full Kobo Toolbox package.
• Participation in the NSACP four day training.
• English translated transcripts of 23 KIIs and 13 FGDs.
• Progress updates on participant recruitment and interviewer performance.
• District level progress reports during quantitative data collection.
• Cleaned datasets (Excel, CSV, Stata or SPSS) and final Kobo package.
• Final summary report including implementation overview, achievements, challenges, team deployment and recommendations.

7. Payment Plan

Payments will be made on completion of specific milestones:

• 10 percent: Signing of agreement and submission of personnel deployment details.
• 10 percent: Submission of Kobo tool and variable dictionary.
• 10 percent: Completion of all KIIs and FGDs with approved transcripts.
• 15 percent: Completion of 25 percent of quantitative data collection in all districts.
• 15 percent: Completion of 50 percent of quantitative data collection in all districts.
• 20 percent: Completion of full quantitative data collection.
• 20 percent: Acceptance of final summary report.

8. Duration

• Four day training.
• Two weeks for KIIs and FGDs.
• Two weeks for Kobo development and pilot.
• Three to four weeks for quantitative data collection across six districts.

9. Reporting and Supervision

The firm will report to the NSACP Director and work closely with the IBBS Coordinator, district STD clinics and the Technical Advisory Committee.

10. Submission Requirements

Submit all required documents by 1 December 2025 at 4.00 p.m. to:

Executive Director        
Family Planning Association of Sri Lanka        
37/27 Bullers Lane, Colombo 07        
Email: careers@fpasrilanka.org

Required documents:

• CVs of proposed staff.
• Organisational profile and similar past work.
• Proposed methodology and work plan.
• Sealed financial proposal.

11. Evaluation Criteria

Proposals will be reviewed using a combined technical and financial scoring system. The technical score will carry 70 percent, and the financial score will carry 30 percent of the total.

11.1 Technical Proposal (70 percent)

The technical proposal will be assessed under the following areas:

1. Team Composition and Qualifications – 30 percent

• Research Coordinator: 
  Bachelor’s degree in Medicine, Public Health, Epidemiology or Social Sciences (Master’s preferred).        
  Scoring: Bachelor’s 5 marks; Master’s or above 10 marks. 
   
• Data Management Specialist: 
  Degree or diploma in IT, Computer Science or related field (postgraduate preferred). Scoring: Bachelor’s/diploma 5 marks; Master’s or above 10 marks. 
   
• Qualitative Interviewers: 
  Diploma or degree in Social Sciences, Public Health, Nursing or a related field. Scoring: 0 or 5 marks. 
   
• Quantitative Interviewers: 
  Minimum A/Ls; diploma or degree in public health, social sciences or nursing is desirable. Scoring: 0 or 5 marks.

2. Relevant Experience – 40 percent

• Experience in coordinating research studies (30 marks):
  • At least 3–5 years of experience in field research or surveys, preferably in HIV, STIs or behavioural health.
  • Previous experience using RDS will be a strong advantage.
  • Scoring: 0–30 marks.
• Experience working with key populations (10 marks):
  • Demonstrated work with FSWs, MSM, TGW, PWID or similar groups.
  • Scoring: 0–10 marks.

3. Multi Site Project Management – 10 percent

• Experience managing field teams across several districts at the same time.
• Scoring: 0–10 marks.

4. Methodology and Work Plan – 20 percent

• Soundness and clarity of the proposed approach.
• Realistic plan for six district deployment and supervision.
• Suitability of the proposed timeline.
• Scoring: 0–20 marks.

11.2 Financial Proposal (30 percent)

• Financial proposals will be scored using the formula:

Sf = 100 × (Fm / F)        
Sf = financial score        
Fm = lowest financial bid received        
F = financial bid of the proposal being evaluated        
The financial score will be combined with the technical score to arrive at the final total.

11.3 Total Combined Score

S = St × 70 percent + Sf × 30 percent

S: final combined score        
St: technical score        
Sf: financial score

TOR and Application Form

Contact for Clarifications

Dr Madhavi Gunathilake        
National STD and AIDS Control Programme        
Tel: 0112667163 / 0112667029 Ext. 407        
Email: nsacpepidunit@gmail.com

Further information is available on the websites of the Ministry of Health (https://www.health.gov.lk) and the National STD and AIDS Control Programme (https://aidscontrol.gov.lk).

A pre bid meeting is planned for 10:00 AM on 25 November 2025 at the Family Planning Association of Sri Lanka, 37/27 Bullers Lane, Colombo 07.

Please confirm your attendance by emailing mihitha@fpasrilanka.org or sending a WhatsApp message to 0711020170 by 23 November 2025.

FPA Sri Lanka is committed to the safety and protection of children, young people and vulnerable adults and this role may include contact with these groups.  Our recruitment and selection procedures reflect our commitment to the safety and protection of children, young people and vulnerable adults in our programs.  

FPA Sri Lanka is an equal opportunity employer who will not discriminate on grounds as Age, Gender, Ethnicity, Religion, Marital Status, and Disability. 

The Executive Director        
FPA Sri Lanka        
37/27, Bullers Lane, Colombo 07        
Or Email to careers@fpasrilanka.org        
Our Website www.fpasrilanka.org

FPA Sri Lanka is an equal opportunity employer