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Development of a Digital System to Ease Access to Information, Services as Well as Feedback and Reports of The 8 YCS Strengethened Under Barame Framework in 7 Districts

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P.O. Box 3040 Kigali, Rwanda

Plot No: 99, KG 543 Street, on King Faisal Hospital Road, Kacyiru, Kigali

Reception Tel: +250788305685   I  

Website: www.sfhrwanda.org

Clarification email: procurement@sfhrwanda.org,

Tender Bid submission email: tenders@sfhrwanda.org

TITLE OF CONSULTANCY: DEVELOPMENT OF A DIGITAL SYSTEM TO EASE ACCESS TO INFORMATION, SERVICES AS WELL AS FEEDBACK AND REPORTS OF THE 8 YCS STRENGTHENED UNDER BARAME FRAMEWORK IN 7 DISTRICTS

Tender Ref. N#: 011/ DEVELOPMENT OF A DIGITAL SYSTEM UNDER BARAME FRAMEWORK CONSULTANCY SERVICES /SFH/2021

Launch date: 26th AUGUST 2021.

TERMS OF REFERENCE FOR THE CONSULTANT TO DEVELOP AND IMPLEMENT A DIGITAL SYSTEM TO EASE ACCESS TO INFORMATION, SERVICES AS WELL AS FEEDBACK AND REPORTS OF THE 8 YCS STRENGTHENED UNDER ENABEL FUNDED  SRH PROJE IN 7 DISTRICTS IN RWANDA

I. BACKGROUND OF SFH AND THE PROJECT

Society for Family Health (SFH), Rwanda is a non-profit organization, the largest social marketing, and social behavior change organization in Rwanda, with five regional offices across the country. Working in partnership with the public and private sectors, and harnessing the power of the markets, SFH provides life-saving products, support the Ministry of Health to improve health care service to all through the construction of health posts and social and behavior change communications (SBCC) that empower the world’s most vulnerable populations to lead healthier lives.

On 18th December 2020, Belgium Development Agency (Enabel ) awarded Society for Family Health (SFH Rwanda) a grant in view of the achievement of the Grant application no. CFP/RWA19009-10034.  The General objective of the grant is to reinforce 8 Youth Friendly Centers in the 7 Districts (one in Gakenke, One in Rulindo, One in Gisagara, one in Karongi, one in Nyamasheke, One in Rusizi, and two in Nyarugenge- Kimisagara and Nyamirambo) in order to deliver health primary services in youth mobilization and health friendly services.  The YFC shall provide targeted information and high-quality services on adolescent sexual and reproductive health (including Family Planning, unwanted pregnancies, abortion, sexuality, safe sex, STIs & pre-nuptial consultations), on drug and substance abuse, and on gender-based violence.

The targeted beneficiary is the young population aged between 10-14 years, 15-19 years, and 20- 24 years & the reinforcement of youth-friendly centers shall ensure the accessibility (physical, affordable), availability, acceptability, and non-discrimination of health services.

The specific objective(s) of the project are the following:  

  1. Renovate and equip the youth-friendly centers in the 7 districts, as per minimum service package of Youth-friendly centers in Rwanda, ensuring that privacy and confidentiality are respected.
  2. Support the delivery of quality health services in the youth-friendly centers within the 7 districts, as per minimum service package of Youth-friendly centers in Rwanda, and as per additional objectives on drug and substance abuse, ensuring that privacy, confidentiality, and non-discrimination are respected.
  3. Develop a strategy to increase the use of youth-friendly centers and to attract young people into using the health services, ensuring adolescent’s participation in the development of the strategy.
  4. Develop feedback mechanisms for adolescents in each youth-friendly center in the 7 districts. These feedback mechanisms shall ensure that YFCs are perceived by adolescents as safe places to discuss and ask all their questions related to ASRH, family planning, teenage pregnancies, GBV, and drug/substance abuse.
  5. Develop a peer education system among youth attending the YFC and provide capacity building to selected peer educators in subjects related to Adolescents Sexual and Reproductive Health, family planning, GBV, and drug/substance abuse.
  6. Develop the behavioral change communication (BCC)/information and communication (IEC) strategies that offer opportunities to young people and the entire community to make informed decisions about their reproductive health, including GBV, teen pregnancies, and drug/substance abuse prevention.
  7. Develop a sustainability plan for YFCs, which ensures the strengthening of relationships, (including referral system) with health centers and Youth corners (YCs) in their coverage areas as well as other related institutions to YFCs.
  8. Organize a Knowledge, Attitude, and Practices (KAP) survey to inform the knowledge, attitude, and practices of young people about Sexual reproductive health, GBV, and drug/substance abuse and reveal potential barriers to behavior change.

It is with that background that SFH Rwanda is currently seeking a consultant to implement a digital system that will ease access to information, services provided by the strengthened Youth centers as well as enhance feedback and reports regarding services provided. Social media will be a very strong component.

II. OBJECTIVES OF THE SYSTEM 

The main objective of this digital system is to ease access to information and services provided by the 8 reinforced YCs in the 7 districts as well as provide timely data on key selected indicators that have been identified for reporting (# of adolescents reached with SRH messages through peer education; # of adolescents tested for HIV; # of adolescents counselled on Contraceptives etc (Complete list to be provided during the preparation of the inception report).  In addition, social media will be a strong component to not only increase awareness of the YCs’ services but also to enhance timely feedback on services provided.

III. JOB SUMMARY / RESPONSIBILITIES FOR THE CONSULTANT:  

Work with SFH Team to clearly understand the minimum package of services provided by the 8 YCs including the SRH awareness intervention by the 523 peer educators in the 7 districts

  • Conduct meeting with key implementing partners to inform the concept and development of a digital platform that will not only ease access to services by the 8 YCs but also facilitate timely reporting of the key selected indicators
  • Develop a detailed inception report highlighting the platform concept, functionalities (access and reporting), hardware and software requirements, security capabilities including access levels among others as well as the implementation timeframe
  • Implement a digital system
  • Training of both system administrators and users
  • System maintenance for at least 6 months

IV. EXPECTED DELIVERABLES  

  • Inception report detailing digital system functionalities and requirements as well as implementation timeframe i
  • Fully functional digital system integrated with social media
  • Trained users (Administrators and end users)
  • 6 months well maintained digital system

V. PROFILE OF THE CONSULT

  • Relevant educational background with a bachelor’s degree in either of the following disciplines: IT, programming, data system management, web design, application design.
  • Demonstrate proven experience (at least 5 years) in program design and implementation including relevant experience in the design of data reporting systems. Provision of contracts and/or certificate of completion are a must.
  • Demonstrate proved experience (at least 3 years) working in the domain of health with at least one similar exercise (certificate of completion).
  • Demonstrated competence in oral and written English and Kinyarwanda language skills, including a proven ability to prepare guidance manuals
  • Provide proven experience in conducting at least one similar exercise with NGO local or international projects.
  • Strong organizational skills, attention to detail, and ability to meet deadlines.
  • Having one digital platform allowing to develop the digital KP booklet, provide data analysis capabilities, a dashboard for key indicators, and location-based data analysis
  • Proven experience with digitalization mobile applications and dashboard development and synchronization between the two. Experience with other digital systems for monitoring and evaluation.
  • Extensive experience in the design, planning, and implementation of fieldwork in Rwanda
  • Familiarity with the Rwanda health sector structures
  • Ability to create systems that have gateways to sync information from the local device to the cloud and vice-versa.
  • Familiarity with USG funding requirements and/or willingness to comply with the same

VI. GEOGRAPHIC SCOPE

  • The consultant(s)/consulting firm is expected to carry out the assignment of this online reporting system that will be used in seven districts supported by Enabel-Barame Project which are located Southern, Western and Northern and City of Kigali as listed in the table below:

Province

District

Number of youth centers

Number of peer educators

City of Kigali

Nyarugenge

2

43

Northern

Gakenke

1

97

Rulindo

1

71

Southern

Gisagara

1

59

Western

Karongi

1

88

Nyamasheke

1

68

Rusizi

1           

74

 Note: Total uses in reporting system are 10 (8 youth center officers and 2 SFH managers) but for access on information will be unlimited. The digital platform will initially be hosted at SFH with possible migration to respective districts/ Youth Centers

VII. TIMEFRAME AND DURATION

The total number of days allocated to this assignment is estimated to be covered from October to November 2021.

The consultant will be expected to deliver to the following key dates:

  • Approved inception report and tools by October 2021
  • Working digital system by November 2021
  • Training of users for 3 days in November 2021

VIII. APPLICATION REQUIREMENTS FOR THE CONSULTANCY FIRM/COMPANY COMPRISED OF:

  • Letter expressing interest to carry out the consultancy service required.
  • Detailed CV (maximum 2 pages) of the consultant(s)
  • A brief proposal written in English describing the proposed digital system including functionalities, access levels, and capabilities; security capabilities; hardware and software requirements among others. In addition, details of user training will be required
  • Certified copies of academic and professional qualifications.
  • Copy of national Identity card/ or Passport of the consultant.
  • Name of your company and Address & telephone number and Legible name
  • signature of the person submitting quote with an Official company stamp (if any)
  • VAT (18%) should be calculated separately (If a company pays VAT) & If not specify the 15% withholding tax that will be deducted from your total cost at the time of payment.
  • Costed workplan indicating clear timelines for completion of the work
  • Three references of similar projects involving digitization, dashboards development,
  • Certificates of successful completion of related work

 BID SUBMISSION GUIDELINES

 TERMS OF AWARDS

(a) All awards are subject to the availability of adequate funds from SFH Rwanda and the receipt of all required approval from SFH Rwanda and the donors.

(b) Upon receipt of SFH Rwanda and/or the indenter’s approval of the recommended award, to the extent required, SFH Rwanda will send a Notice of Award to the winning bidder and will inform unsuccessful bidders that they have not been selected.

NOTIFICATION OF TENDER AWARD

i. The bidder whose proposal attains the highest score, in accordance with the evaluation criteria in the present request for proposals shall be selected for award, subject to satisfactory conclusion of negotiations if deemed necessary.

ii. The procuring entity shall notify the successful bidder of its selection results and at the same time inform other unsuccessful bidders of the decision. In the absence of a challenge by any other bidders within seven (7) days of the notice, the contract shall be signed by both parties.

PAYMENT TERMS

The payment invoice will be paid upon the receipt of the work report approved by SFH Rwanda and submission of invoice equal to purchase order amount based on its satisfaction and this will be paid within a maximum of 5 working days Payment will be made electronically to the provided bank account.

The first payment of 30% will be paid upon the receipt of the inception report. 60% will be paid upon the final report submitted after the implementation of the digital system and training of the users approved by SFH Rwanda and Enable project management team and 10% will be paid after the 6 months maintenance period

EVALUATION CRITERIA

SUBMIT ADMINISTRATIVE DOCUMENTS (A MUST AND A BIDDER MISSING ANY DOCUMENT WILL BE DISQUALIFIED)

  • Copy of Business Registration certificate or Certificate of domestic Company Registration from RDB allowing the company to Supply the above items.
  • Copy of TIN/VAT certificate if your company is registered to Pay taxes.
  • Valid tax clearance certificate (attestation de non-creance) from Rwanda Revenue Authority (RRA)
  • Proof of payment of a non-refundable fee of fifty thousand Rwandan francs (50,000Rwf) for the purchase of the bid documents paid into:

Bank Name: Access Bank (Rwanda) Ltd

Account Name: SOCIETY FOR FAMILY HEALTH RWANDA

Account Number: 1002190101953001

Currency: RWF

The bidder that will not have filled any of aforesaid conditions will be eliminated and their bids will not be considered for the next evaluation stage.

TECHNICAL REQUIREMENTS scored at 60 marks.

  • Letter expressing interest to carry out the consultancy services required.
  • Detailed CV (maximum 2 pages) of the consultant (s)
  • The consultant (s) should have at least five years of working experience
  • Copies of diplomas or Certificates of academic and professional qualifications.
  • At least 3 Recommendation letters and copies of contracts or Purchase orders from previous or Current clients
  • A brief proposal written in English describing the proposed digital system including functionalities, access levels, and capabilities; security capabilities; hardware and software requirements among others. In addition, details of user training will be required
  • Costed workplan indicating clear timelines for completion of the work in Business days
  • Three references of similar projects involving digitization, dashboards development, location-based data analysis with certificates of successful completion

IX. FINANCIALY: Submit your Cost for the services scored at 40 marks

  • VAT (18%) should be calculated separately (If a company pays VAT) & If not specify the 15% withholding tax that will be deducted from your total cost at the time of payment.

X. HOW TO APPLY

Interested applicants are requested to submit electronic copies of their technical and financial proposals (in English), at  tenders@sfhrwanda.org

Submission deadline by 26th September 2021, at 14:00, PM local time, and all submissions should mention the consultancy reference name as:

 Tender Ref. N#: 011/ DEVELOPMENT OF A DIGITAL SYSTEM UNDER BARAME FRAMEWORK CONSULTANCY SERVICES /SFH/2021

 NOTE THAT THERE WILL BE NO PUBLIC OPENING DUE TO SOPs OF COVID 19,

Any Inquiry regarding this tender can be through only the contact email procurement@sfhrwanda.org

 Approved by:

 

Manasseh GIHANA WANDERA   

Executive Director, SFH Rwanda