Appendix E
Morbidity Study Tender Brief
COMMONWEALTH DEPARTMENT OF VETERANS' AFFAIRS
TENDER BRIEF
VIETNAM VETERANS STUDY
(A Study of the Health Status of Vietnam Veterans and their Families)1. Purpose of Consultancy
To conduct a mail survey of surviving Vietnam Veterans, in order to collect self-reported information on their and their families health status. The results of the survey will be published and will be used to guide DVA policy development.
2. Background
The Department of Veterans' Affairs (DVA) exists to serve Australia's veterans, their war widow(er)s and dependants through programs of care, compensation and commemoration.
The Health Care and Services Division of DVA is responsible for meeting the health care needs of approximately 340,000 entitled veterans, war widow(er)s and their dependants. Among these veterans are approximately 50,000 Australian veteran survivors of the Vietnam War, for the majority of whom, DVA has some legal responsibility. For several years claims have been made by various representatives of the veteran community that the effects of Vietnam service have adversely affected the health of these survivors and also that of their families. The proposed study will gather self-reported data on health issues with a view to more rigorous investigation if this appears to be appropriate.
3. Study Objectives
The objectives of the survey are to establish Veterans' views on their own health and their opinion of any direct effect their Vietnam service may have on the health of their partners and children. Core information to be sought covers:
- Military (or civilian volunteer) service history;
- Marital history;
- Personal medical history/Reproductive health;
- Veterans' perspective of health of children;
- Veterans' perspective of health of partners.
Essentially the study is to be of a descriptive nature. A proportion of the data collected will prove amenable to comparison with norms within the general community. It is not intended that such detailed analysis shall form part of this project.
3.1 Previous Research
The Australian Vietnam Veterans Health Study 1994, (O'Toole, Marshall et al.).
This comprised a study of a simple random sample of 1000 (641 of whom became respondents) male Australian Army Vietnam veterans using information gathered from Army records, personal interviews and questionnaires. This rigorous study, conducted in the early part of this decade, is now dated but produced detailed information on the health status of veterans in the sample at that time.The Vietnam Veterans Mortality Study 1995/96, currently being completed by DVA.
The final report is expected shortly. The Mortality Study investigates the total Vietnam Veteran population, determining causes of death and aims to identify elevated incidences in comparison with community standards.4. Methodology Issues
The study will consist of a survey by mail of all surviving Australian Vietnam Veterans. A questionnaire, ideally of four pages, for self-completion will be sent to each veteran. The Department will provide a 008 telephone service to give advice or assistance to veterans who experience difficulty in completing the form. Alternatively the consultant may elect to provide this facility.
In order to maximise response rates, a thorough follow-up of non-respondents will be required. DVA suggests that a minimum of two reminders should be sent, each with a further copy of the questionnaire. However, consultants are invited to recommend alternative procedures for follow-up activities.
The questionnaire must look attractive and straightforward, and be simple to complete. The questionnaire should take no more than 20 minutes to complete.
Two versions of the questionnaire will be produced, one for male veterans who comprise almost 99% of the sampling frame, and a second for the minority group of approximately 500 female veterans. Some issues will be common to both questionnaires, but others will be gender specific. The attachments are draft outlines of the questionnaires. These demonstrate the range of topics and questions but not necessarily the precise form or order of the questions. The topics and questions have been developed through a long process of consultation with representatives of the veteran community.
It is proposed that there should be space on the questionnaire for veterans to make general comments. It is recognised that these open-ended responses will present difficulties for data collection and classification.
A separate matter of concern is that of wives and partners who no longer reside with their former veteran partners and also widows of veterans. Many of these may wish to satisfy themselves that their health and the health of children from the former relationship are accurately reported. Provision will have to be made to collect this data. This data, in the first instance will be recorded separately. Cross referencing may be necessary depending on the response rate.
5. Sampling Frame
DVA holds a Nominal Roll of all Vietnam Veterans. The completeness of this list is believed to be of a very high order. The National Deaths Index, Australian Electoral Commission records and possibly Health Insurance Commission records will be used to construct a 100% sampling frame of living Vietnam veterans from the Nominal Roll. This data matching exercise is to be carried out by the Australian Institute of Health & Welfare.
The following table shows the numbers and distribution of Vietnam veterans:
Living Vietnam veterans by State of residence (Source: Vietnam Veterans Mortality Study)
Australian Defence Force Civilians Male Female Male Female State Number Per cent Number Per cent Number Per cent Number Per cent NSW 13 321 27.9 22 24.4 168 44.0 26 24.1 QLD 12 617 26.4 20 22.2 59 15.5 8 7.4 VIC 8 446 17.7 14 15.6 101 26.4 51 47.2 WA 5 356 11.2 10 11.1 19 5.0 8 7.4 SA 3 916 8.2 3 3.3 26 6.8 14 13.0 ACT 2 124 4.5 17 18.9 TAS 1 398 2.9 4 4.4 9 2.4 0 0 NT 594 1.2 0 0 0 0 1 0.9 47 772 100 90 100 382 100 108 100
6. Tasks
The specific tasks for the consultant will be to:
- finalise the actual question wording and design the questionnaires and arrange printing;
- conduct a suitable pilot survey (suggested as occurring in three States);
- in the light of the pilot exercise determine appropriate modifications to the questionnaire;
- carry out the mail survey, track responses and conduct follow-up mailings;
- provide regular progress reports;
- extract and code data from the responses and report on the results of the survey.
7. Reporting Requirements
The consultant will be required to produce the following, with special attention being necessary for the open form Section F, and the individual responses from separated wives and widows:
- a final methodology report;
- draft and final reports of the results of the study;
- a set of detailed tables (specifications will be developed in consultation with the consultant);
- an anonymous unit record file in a form suitable for further analysis.
8. Timing
The first mail-out of questionnaires must be undertaken by 1 May 1997. Follow-up mailings are to occur at three to four week intervals. The project must be completed, including acceptance of final report, by 30 November 1997.
9. Selection Criteria
Responses to the brief will be assessed on the basis of the following criteria:
- the understanding of the project;
- the expertise of key personnel;
- adequate resources to undertake the project;
- the appropriateness of the methodology;
- the ability to interpret and communicate results;
- value for money.
10. Proposal Contents
The response to the tender brief should include:
- the name of the organisation, an individual contact person and contact details;
- a description of the methodology to be employed in meeting the objectives of the consultancy;
- a summary of the skills and experience of the proposed personnel, and how their expertise would be applied to the conduct of the survey;
- a costing of services, with a detailed breakdown of costs by major categories of expenditure;
- the proposed timing of the work;
- the proposed outputs of the work;
- a summary of claims against each of the selection criteria;
- the names and addresses of two referees.
The costing should be based on a sample size of 48,000 questionnaires for the initial mailing. The marginal cost of increasing the sample size to 49,000 or to 50,000 should also be included.
11. Payment Schedule
The following payment schedule is envisaged:
40% of costs on acceptance of contract;
40% of costs on completion of fieldwork (deadline date for final response returns);
20% of costs on acceptance of final report.The company chosen for this consultancy will be subject to a financial viability check and the company and/or its Directors may be required to enter into a performance guarantee.
12. Conflict of Interest
The consultant will be engaged using a standard Commonwealth contract which requires the consultant to declare any conflict or risk of conflict of interest. Where a conflict of interest exists, that may be grounds for exclusion from the consultancy. Proposals should include a statement addressing the possibility of a conflict of interest arising from the award of this consultancy. The successful tenderer will be required to notify the Department in writing of any changes to conflict of interest status during the life of the consultancy.
13. Security, Confidentiality and Copyright
The consultant and other persons working on this project will be bound by Public Service regulations concerning confidentiality. All information gathered in relation to the project will remain the property of the Commonwealth. The consultant will not be at liberty to disclose any of this information to any other party. The consultant will arrange for secure custody of all source documents collected, and for their certified destruction under supervision after an agreed time has elapsed.
14. DVA Staff
Access to a DVA officer, assigned to this project and to be nominated at a later stage, will be readily available for consultation purposes throughout the life of the project. Question and answer sessions will be arranged, if required, for individual tenderers immediately after distribution of this brief in order to facilitate the formulation of proposals.
15. Addressee
Two copies of the proposal should be submitted by 5.00 pm on Monday 31st March 1997 to:
The Tender Box
Department of Veterans' Affairs
PO Box 21
Woden ACT 2606or
17th Floor,
13 Keltie Street
Woden ACT 2606Enquiries
Enquiries concerning this tender brief should be made to:
Mr Mike McCartney
Director (Vietnam Veterans Study)
Rehabilitation & Special Services Branch
Department of Veterans' Affairs
PO Box 21
Woden ACT 2606Telephone (06) 289 6359
Fax (06) 289 676416. No. of Invitations
A total of 7 companies have been invited to tender for this consultancy.
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