Background

The Implementation Study of the Cervical Cancer Screening Pilot Project was carried out during the period of 2024–2025. For nearly one year, Jhpiego provided technical assistance in two districts in East Java. The support provided through the project focused on technical assistance, including strengthening the capacity of health workers, laboratories, and community health cadres; reinforcing the health system; improving recording and reporting systems; as well as follow-up and treatment for positive cases. All activities were implemented collaboratively between the District Health Office and primary health care facilities (puskesmas) under the supervision of the Provincial Health Offices.

This pilot project has achieved many milestones and results that have been positively received by all parties involved. Nevertheless, several challenges were encountered—particularly related to community acceptance. Some women were hesitant or refused to participate in screening due to fear, limited knowledge, and lack of understanding. From a technical service delivery perspective, however, there were no significant obstacles, either in provider-led or self-collection screening. On the laboratory side, the established lab workflow has proven highly beneficial for processing samples using both automated and semi-automated/manual systems. Although some operational challenges arose, they were successfully addressed through intensive technical assistance. Follow-up of women who tested positive presented its own set of challenges. Some women tend to ignore the results because they do not feel sick, making it necessary for puskesmas staff to actively reach out, provide education, and engage their husbands or family members to support treatment and follow-up care.

In line with Jhpiego’s Annual Work Plan (RKT) with the Non-Communicable Diseases Program (PTM), the pilot project will conclude in December 2025. Therefore, a clear phase-out plan is needed to inform all stakeholders that external assistance is coming to an end and to prepare them to continue implementing and/or integrating the protocols and systems established during the pilot phaseto their current program. A learning and appreciation session will be held in November at the provincial level to mark this transition. This event will serve as an opportunity to present the project’s achievements, share key lessons learned from the pilot districts, and explore pathways for replication and adoption in other districts and cities, as well as to share with provincial relevant stakeholders.

To ensure the smooth implementation of the event, coordination and collaboration are required both during the preparation phase and throughout the event itself. Considering the limited human resources within the CCSP Project, a support system in the form of an Event Planning and Organizing team is needed to help and ensure that the event runs effectively and according to plan. In organizing the Project Learning Workshop, the Event Planning and Organizing team is expected to assist, support, and work in close coordination with the CCSP/Jhpiego team. The Event Planning and Organizing team will play a role in planning, designing, preparing, and executing the event, including managing logistics, facilities, and supporting personnel.

Key Tasks/ Scope of Work

Provide the necessary requirements and support for the implementation of the CCSP Closing Event, including:

• Production & Asset Visual Multimedia Content (Banners, Background, Backdrops, infographics, motion graphics, video bumper)
• Stage setup (including lighting, sound system, LED screen/Videotron, stage frame, and mini garden, Matador)
• Photo booth/corner
• Talent (MC, ushers)
• Documentation – photographer and videographer (including live camera and short summary video)
• Others – goody bags (containing umbrella and tumbler), plaques and framed certificates for participants
• Operational support during the event and technical assistance for communication products (videos, sound system, etc.)

Deliverables

1. Stage Setup – Complete stage arrangement for the closing event, incorporating the project theme and supporting elements (lighting, sound system, LED screen/videotron, stage frame, mini garden, and Matador).
2. Photo Booth – Themed photo booth/corner reflecting the piloting project branding.
3. Talents – Availability of Master of Ceremony (MC), ushers, and other supporting personnel.
4. Event Souvenirs – Provision of goody bags for invited guests, including umbrella and tumbler.
5. Appreciation Items – Provision of plaques and framed certificates for partners and participants.
6. Event Support – Assistance to the CCSP Team in providing information, handling administrative requirements, and other on-site support throughout the event.
7. Technical Support – Operational and technical support during the event, including management of communication products (video playback, sound system, lighting, etc.).
8. Event Documentation – High-quality event documentation, including:
   1. Event photos
   2. Live video coverage
   3. A short compilation video summarizing key event activities.
9. Production of Multimedia Content – Design and production of visual and multimedia materials, such as banners, backdrops, infographics, motion graphics, and video bumpers.
10. Post-Event Deliverables – Submission of all documentation and supporting materials to Jhpiego, including:
    1. All raw photos and video recordings
    2. Final edited short video and highlight reel
    3. All digital files related to multimedia production (design files, bumpers, motion graphics, etc.)
    4. A post-event summary of activities and technical support provided.

Role of JHPIEGO

1. The CCSP project team, particularly the Senior Communication Specialist and the Project Manager, will liaise with the vendor on a day-to-day basis to provide the necessary support throughout the assignment period.
2. All financial requirements will be covered in accordance with the terms and conditions stated in the contract.

Role of Vendor

The vendor is responsible for performing all tasks and responsibilities outlined in the Deliverables section, including the planning, preparation, execution, and post-event activities. This includes ensuring the timely provision of all required services, maintaining quality standards, coordinating with the Jhpiego project team, and ensuring smooth implementation of the event from start to finish.

Timeline

Required Qualifications

1. The company must have the capacity and expertise to manage all stages of the event — pre-event, event implementation, and post-event activities — with a minimum of 3 years of proven experience in similar work or other related sectors.
2. Ability to deliver high-quality products and services that meet or exceed the required specifications and standards.
3. Ability to offer competitive pricing while ensuring the quality of services and outputs.
4. Demonstrated experience working with NGOs, INGOs, or development partners will be considered an advantage.
5. Professional and reliable team with relevant skills in event planning, logistics, and technical support.

Submission Requirements

Interested suppliers are requested to submit their quotations, which should include:

1. Detailed pricing information, including a clear breakdown of all cost components.
2. Delivery timelines outlining key milestones and completion dates.
3. Terms and conditions related to the provision of services.
4. Any additional relevant information that supports the proposal (e.g., company profile, past experience, portfolio, or references).

Instructions for Submission 

Submissions should be no later than October 24th, 2025

Please send to Procurement Department, Jhpiego Corporation,

Email: id-procurement@jhpiego.org   (with subject EO – CCSP Roche)