Terms of Reference
Consultancy services to develop data and Information System Strategy for Rwanda OVC and DREAMS programs
A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. In line with our global mission, Pact in Rwanda builds systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. Over the past decade, Pact has implemented successful development projects which have improved the livelihoods and health of communities across the country.
Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance, and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance, and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.
ACHIEVE is a five-year, USAID-funded global cooperative agreement with the dual objectives of attaining and sustaining HIV epidemic control among at-risk and hard to reach pregnant and breastfeeding (PBF) women, infants, children, and youth, as well as to mitigate the impact of HIV/AIDS and prevent HIV transmission among these populations; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners.
The aim of ACHIEVE Rwanda is to prevent new HIV infections and reduce vulnerability among orphans and vulnerable children (OVC), and adolescent girls and young women (AGYW) in selected high burden districts in Rwanda. The strategic objectives support the Government of Rwanda strategies and priorities for HIV mitigation and prevention, with an emphasis on minimizing negative impacts of HIV on OVC and AGYW; addressing social, behavioral, and structural drivers of HIV, and improving access to comprehensive SRH and violence response services to prevent new infections. The project supports OVC services in Huye and Kayonza districts and DREAMS activities in Nyarugenge and Kicukiro districts. The project also provides capacity development to two local implementing partners to coordinate and support OVC and DREAMS service delivery,
Background of the assignment
ACHIEVE Rwanda is the principal technical lead in designing and implementing two systems: (1) Rwanda DREAMS Tracking System (RDTS) and the (2) OVC electronic Case Management System (eCMS) in collaboration with the USAID/PEPFAR-funded implementing partners. ACHIEVE Rwanda has been initiating the development of both information systems in the District Health Information System 2 (DHIS2) platform to efficiently capture case-based beneficiary enrollment, service delivery, and reporting in its OVC and DREAMS programs. Currently, both RDTS and eCMS were developed, tested, and piloted at different stages, and upgraded to the latest DHIS2 release version (2.37). Furthermore, ACHIEVE Rwanda team is leading and supporting its IPs to ensure all IPs share responsibility in scaling up the roll-out and implementation of both systems to fulfill the data, information, and reporting requirements of their OVC and DREAMS programs.
A data and information systems strategy document will help ACHIEVE to define the approach that ACHIEVE and USAID/PEPFAR Implementing Partners will take to manage and use its data and information systems to achieve its goals.
Purpose and Scope of Work
This consultancy intends to develop the data and information systems strategy of OVC and DREAMS case management systems in Rwanda to support the USAID/PEPFAR-funded implementing partners (IPs) managing the systems. This strategy will be used to guide data management and data use activities across OVC and DREAMS programs. This document aims to serve as a fundamental instrument to adequately guide the management processes and usability of both systems. In terms of the technical scope of this consultancy, there are three technical imperative areas to be delivered which are system operation management, data governance management, and ensure users capabilities at all levels of end-users are fulfilled.
Firstly, the consultant will develop data and information system strategy in accordance with the policy and regulation requirements of USAID-PEPFAR on OVC electronic Case management Systems, and DREAMS tracking management system, guidelines on PACT level and on local USAID/PEPFAR-funded implementing partners level will be also consulted if available.
The strategy will include statements on user capabilities for managing and using the two systems including their roles and responsibilities at three levels of end-users (administrator, reviewer, and mentor) across the programs.
Under the supervision of the ACHIEVE Rwanda M&E Director and close collaboration with the database administrator, and the ACHIEVE Global M&E team, the consultancy should perform and deliver the following activities and outputs.
Description of activities to be carried out
- Assess and map out the current status of RDTS and eCMS regarding performance, database structure, configuration, maintenance, data management, operational procedures and user accessibility at all levels both OVC and DREAMS systems.
- Perform a desk review of the existing documents and materials of RDTS and eCMS including but not limited to SOPs, guidelines, job descriptions.
- Consult with the ACHIEVE Rwanda team, the relevant focal persons from all USAID/PEPFAR-funded Implementing Partners to consolidate ideas in terms of managing and using the current case management systems at different levels of end-users across the programs.
- Develop a comprehensive data and information system Strategy for Rwanda’s OVC and DREAMS Management Systems that entails the following technical components,
- Blueprint of the DREAMS service delivery and OVC Case Management Systems
- Server performance, maintenance, and troubleshooting
- System configuration, maintenance, and troubleshooting.
- Data governance and management
- Data storage, access, security
- Data ownership, privacy, and confidentiality
- Data sharing and transfer policy
- Data quality management
- Reporting obligation for all IP
- System level reporting guidelines.
- User roles and responsibilities
- SOPs and guidelines/ job descriptions (SOWs)
- System standard operating procedures
- Define who does what and when.
- Define system management function reallocation guideline
- Provide a series of orientation workshops for the strategic plan with USAID/PEPFAR-funded implementing partners.
- Blueprint of the DREAMS service delivery and OVC Case Management Systems
All technical deliverables shall be prepared by the Consultant subject to PACT/ACHIEVE approval. The primary deliverables are as follows:
- Inception report detailing workplan, work methodology, and timelines.
- Detailed and comprehensive data and information system strategy.
- Conduct orientation workshops for preliminary/ final findings to all OVC and DREAMS USAID/PEPFAR-funded implementing partners.
Required Expertise and Qualifications
- Master’s in Computer Science or Data Science or close related fields.
- At least 5 of years/ experience in designing, developing, and implementing information systems data germanane and system operation procedural.
- Experienced in working with international non-government organizations will be an added advantage.
- Demonstrated experience in developing organizational MIS strategies.
- Solid experience with supporting and managing IT infrastructure and Server administration (including application server, and database (PostgreSQL) systems) will be an added advantage
- Strong experience in DHIS2 configuration, management, maintenance in the in-country context.
- The Consultant must demonstrate a track record of successful delivery of Data and Information System Strategy.
- The Consultant should be skilled in the use of standard methodologies for analyzing Information Systems and adopt such methodologies.
- Experience in OVC and DREAMS programming Reporting with track records in USAID/PEPFAR USAID/PEPFAR- projects will be added as advantage.
- The Consultant should be skilled in presenting complex technical and other issues to non-technical managers.
- The Consultant must have adequate fluency in the locally used language (English & Kinyarwanda)
Duration of Consultancy
The duration of this assignment is estimated to be 30 days.
Submission of Technical proposal
Qualified and interested consultants (individual or firm) are invited to submit technical proposals which should at the minimum include the following key information:
- Understanding of the ToR
- Detailed methodology and technical implementation approach.
- Qualifications, experience, biographies (no more than 4 pages), and responsibilities for the proposed experts who will serve on this consultancy.
- At least three letters of reference or certificates of completion of similar or related projects performed in the past.
- Detailed work plan with estimated timelines for each deliverable that will guide execution of the consultancy within the designated timeframe.
Submission of financial Proposal
The consultant will provide a separate financial proposal detailing the proposed budget for the consultancy. All logistical costs, including transportation, and printing costs will be covered by the consultant and should be detailed and reasonably priced as part of the financial proposal. Bids shall be provided in Rwandan francs including applicable taxes and shall be valid for at least 90 days after the date of submission. Valid company registration and tax clearance certificates provided by the Rwanda Development Board and Rwanda Revenue Authority.
Applicants must be registered in Rwanda to be eligible for selection. Applications will be evaluated based on the firm’s technical proposal, team of experts’ technical capacity, experience, and cost reasonableness. Pact also has the right to reject some or all the proposals without providing any justification, without any financial or legal consequences.
Applicants’ relevant capacity and past performance in developing similar applications
Qualifications and experience of the proposed development team
Financial proposal - cost reasonableness based on the current market value
Pact will evaluate all proposals received based on the above evaluation criteria. Pact will enter negotiations with the potential candidate that scores the highest number of points using the criteria above.
Complete proposals shall be sent through the following email address: email@example.com not later than Thursday 20 January 2022 at 5 pm, local time, mentioning “Proposal for data and information system” as the subject of the email.