Somalia: LRPS-2016-9124345 - Development of the Electronic System for Routine HMIS

1.0 PROCEDURES AND RULES

1.1 ORGANISATIONAL BACKGROUND

UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children’s rights as international standards of behaviour towards children. UNICEF’s role is to mobilise political will and material resources to help countries ensure a “first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children.

UNICEF carries out its work through its headquarters in New York, 8 regional offices and more than 190 countries and territories world-wide. UNICEF also has a research centre in Florence, a supply operation based in Copenhagen and offices in Tokyo and Brussels. UNICEF’s 37 committees raise funds and spread awareness about the organisations mission and work.

1.2 PURPOSE OF THE RFP

The purpose of this RFP is to invite proposals from qualified companies for Development of the electronic system for routine HMIS data collection, collation, aggregation and analysis by implementing DHIS2.

1.3 FORECAST SCHEDULE

The schedule of the contractual process is as follows:

a) Closing date and time for submission of full proposal: 11/04/2016 at 10.00 a.m. Nairobi Time

b) Award Notice: To be detemined

c) Signature of contract: To be determined

1.4 RFP CHANGE POLICY’’contact any or all references supplied by the bidder(s);

• request additional supporting or supplementary data (from the bidder(s));

• arrange interviews with the bidder(s);

• reject any or all proposals submitted;

• accept any proposals in whole or in part;

• negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);

• contract any number of candidates as required to achieve the overall evaluation objectives.

1.9 VALIDITY

Proposal must be valid for a minimum of ninety (90) days from the date of opening of this RFP and must be signed by all candidates included in the submission. Bidders are requested to indicate the validity period of their proposal in the Proposal Form. UNICEF may also request for an extension of the validity of the proposal.

1.10 Technical Proposal

The technical proposals should not contain any costs or prices. Refer to Annex B attached.

1.11 Financial Proposal

The financial proposal should be all inclusive as the bidder will be responsible for all costs related to the project. An itemized budget with explanatory notes linked to activities/TOR, plus a summarized budget should be submitted. Refer to annex D attached.

1.12 PROPOSAL EVALUATION

After the RFP opening, each proposal will be assessed first on is technical merits and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be recommended for approval. UNICEF will set up an evaluation panel composed of technical UNICEF staff and their conclusions will be forwarded to the internal UNICEF contracts Review Committee.

The evaluation panel will first evaluate each response for compliance with requirement of the RFP. Responses deemed not to meet all of the mandatory requirements will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this RFP, including provision of all required information may result in a response or proposal being disqualified from further consideration.

1.13- TECHNICAL EVALUATION

The Technical evaluation –award criteria method to be used is Lowest-Priced Technically Compliant evaluation (point system with a minimum threshold). Bids received on time will be assessed first on the technical aspect with a maximum of 80 points being awarded. All bidders must acquire at least 60 points on this technical assessment in order to be considered for phase two evaluation of the financial cost proposal. The detailed technical evaluation criteria is set below:

1. OVERALL RESPONSE – Total 15 Points

· Overall concord between UNICEF requirements and the proposals of the candidate organization / firm – (5 points)

· Understanding of, and responsiveness to the requirements of the assignment in terms of technical and expert services as per the attached ToR – (5 points)

Detail and thoroughness of the proposal in respect of the requirements of the ToR and assignment (5 points)

1. STRATEGY/METHODOLOGY OF ASSIGNMENT - Total 25 Points (5 point each)

The Technical Offer including Work Plan and Approach, comprising of;

Proposed design of the process, methodology, preparations and implementation of the analysis and program design process and description of how the institution or company is intending to carry out the tasks (e.g. how to organize the required staff/experts and support their activities in South Central Somalia, Somaliland and Puntland, schedule of planned activities, proposed implementation of the required work, etc.)

1. Demonstrates clear understanding of sustainable community water supply project using solar powered systems

2. Clear and effective methodology on how to successfully complete evaluation

3. Clear and realistic work plan with activities

4. Clearly states how to ensure participation and inclusion of key stakeholders including government counterparts

5. Timetable with key deliverables

6. TECHNICAL CAPACITY: Organization’s Background, Experience, Expertise and Other Attributes – Total 35 Points

· Institution’s or Company’s Background

1. Full address and location of registered offices

2. Details of registrations (certificate of incorporation/ documentation as a registered company or institution).

3. Evidence of ability to mobilize qualified personnel and experts

4. Organogram

5. Number and type of employees or available experts

6. Audited financial statements for previous 2 years

7. Incorporation documents

8. Financial status/yearly turn over for the last two years → supported with appropriate proof/certificates

· Experience - Total 12 Points ( 3 points each)

The company should demonstrate:

1. Extensive experience (minimum 10 years) in rural, urban and peri-urban water service delivery systems and private sector participation

2. Proven record and experience in design and implementation of solar-power technology

3. Familiarity with Somaliland, Puntland or Central South and good knowledge of local Somali social, cultural, political, economic context

4. Experience in complex emergencies or conflict-affected contexts preferred

· Expertise (The company should provide CVs of two proposed candidates) – Total 14 Points (7 points each)

1. A specialist in issues of sustainable development, with strong understanding of institutional and policy themes and the building of personal and institutional capacity

A water specialist with experience in both rural and urban water supply and experience in the Horn of Africa.

· Other Skills and Attributes Required as per the ToR: - Total 5 Points (1 each)

Both consultants should possess:

1. Experienced in planning and managing projects, including but not restricted to budget management

2. Experience in the evaluation of projects

3. Strong and proven facilitation skills to ensure participation in the evaluation process

4. Experience in issues of water and sanitation, with a sound understanding of private sector participation and social aspects (in particular human rights aspects) of water and sanitation

5. Excellent interpersonal and team work skills including good judgment and capacity to deal with counterparts of different levels and background

Price Proposal - Total 30 Points

The total amount of points allocated for the price component is 30. The maximum number of points will allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price e.g.

Score for price proposal X = Max. score for price proposal x Price of lowest priced proposal

Price of proposal X

The bidders should ensure that all pricing information is provided in accordance with the following: The currency of the proposal shall be in US Dollars. Invoicing will be in the currency of the proposal. The bidder will suggest a payment schedule for the contract, linked to unambiguous Contract milestones. All prices/rates quoted must be exclusive of all taxes as UNICEF

TERMS OF REFERENCE

Development of the electronic system for routine HMIS data collection, collation, aggregation and analysis by implementing DHIS2

LOCATION: Nairobi & Somalia (frequent travel to the project sites across Somalia.)

REPORTING: The selected firm will be supervised and guided by the UNICEF Health Specialist (Data and Evidence) in close collaboration with the program manager for Global Fund and Malaria program. The firm will work closely with relevant government focal points in Somalia.

PURPOSE:

The overall objective of the consultancy is to support the existing HMIS system, by developing and strengthening the electronic system for routine HMIS data collection, collation, aggregation and analysis by implementing DHIS2.

BACKGROUND

The importance of a health information system cannot be ignored because health policies and planning in any country mostly depend on the correct and timely information on various health outcomes and data. Health managers need accurate and timely information on health statistics and management operations to gauge the utilization of their services, the effectiveness of their operations and to support the government to understand and monitor the prevailing health conditions of the communities.

UNICEF is supporting Health Management Information System (HMIS) in Somalia since 2007 and assists Government to collect monthly data from Maternal and Child Health Centres (MCHs) in the country. Currently HMIS is generating information and its coverage is encouraging, but at the same time, it has room for strengthening at various levels. The HMIS approach seems more ‘data driven’ than ‘action oriented’. As part of UNICEF continuous efforts to support the Government of Somalia in the strengthening of routine HMIS from various health facilities and the management and use of data at various levels, it is the process of strengthening HMIS that addresses the problem of timely availability of reliable and

accurate information. This entails improvement in the electronic database and transfer to DHIS2.

Purpose:

The overall objective of the consultancy is to support the existing HMIS system, by developing and strengthening the electronic system for routine HMIS data collection,

collation, aggregation and analysis by implementing DHIS2. The firm will support the national HMIS system in generating service and disease specific data and enhancing use for program performance through collaboration with the Somali HMIS Managers and officers, WHO’s Health System Assessment Tool (HSAT) field officers, and Nairobi based coordinator. She/he will be based in Nairobi and support the program activities with frequent travel (50% time) to the zones for setting up and piloting DHIS2 database with special focus on Central South Zone (CSZ). The position will work closely with Somali Government counterparts, and will also report to the Chief of the Global Fund unit working closely with the Program Manager for GF – Malaria. Collaboration with other UNICEF Health Specialists and colleagues in UNICEF Somalia Support Centre (USSC), Nairobi will also be required.

Main Responsibilities/Activities:

The assignment includes:

1. Baseline data gathering, interviews, desk review, work planning

2. Updating the “Master Facility List”

3. Reviewing national indicators and data collection tools to ensure their completeness. Analysing information and plan for carrying out DHIS2 implementation readiness assessment

4. Designing and configuring DHIS2

5. DHIS2 set up and customization

6. DHIS2-Somalia procedures manual

7. DHIS-2 training manual, slides and materials.

8. Advocacy and sensitization on DHIS2. Capacity building/hands on training of zonal and regional HMIS Officers to run DHIS2

9. Planning for DHIS2 pilot implementation

a. Developing pilot plan

i. Setting up pilot team

ii. Developing costed work plan

b. Implementing the plan

10 Planning handover to zonal MoH

11 Preparing written plan for maintenance and scaling up of the DHIS2 system

12 Writing final consultancy report

Deliverables:

1. Inception Report with Work plan

2. Master facility list updated.

3. DHIS2 readiness assessment report.

4. DHIS2 system design and configuration

5. DHIS2 set up and customisation

6. DHIS2-Somalia procedures manual

7. DHIS-2 training manual, slides and materials

8. Capacity building of zonal HMIS Officers to run DHIS2

9. DHIS2 pilot implementation

10. Handover of the system to zonal MoH

11. Maintenance plan

12. Final consultancy report

Duration & Remuneration:

This consultancy is initially for 12 months and will be paid on a monthly basis upon submission of deliverables as per the developed work plan, upon certification of satisfactory performance by his/her supervisor at UNICEF.

Management, Organization and Timeframe:

The selected firm will be supervised and guided by the UNICEF Health Specialist (Data and Evidence) in close collaboration with the program manager for Global Fund and Malaria program. The selected firm will work closely with relevant government focal points in Somalia.

Qualification and Experience

Education:

§ Advanced university degree in IT, public health, social sciences, statistics, planning development, and/or related field is required.

§ Degree in epidemiology or biostatistics will be an added advantage.

Experience:

The firm is expected to demonstrate that it has a track record of no less than two years executing similar undertakings specifically related to DHIS2.

The firm is expected to have high level of experience in designing and implementing program monitoring and evaluation systems, with practical experience in health and health related program monitoring and evaluation.

High competency in DHIS2 is a mandatory requirement.

While preparing the technical proposal, applying firms must give attention to the following:

· Company profile and registration (legal)

· At least 2 CVs of key staff who will be responsible for the project (specialist in DHIS2, project management, training etc).

· The technical proposal should provide an outline of the firm’s recent experience on similar undertakings. It should outline steps in design and setting up the system, incorporate data, capacity building and trainings, maintenance, writing procedures and training manuals, handing over to government MoH etc. Please include references for those with whom similar work has been undertaken.

· Proposed Budget.

PROPOSED PAYMENT SCHEDULE

· 5% upon submission of Inception Report with Work plan

· 5% Master facility list updated.

· 5% DHIS2 readiness assessment report.

· 10% DHIS2 readiness assessment report.

· 10% DHIS2 set up and customisation

· 10% DHIS2-Somalia procedures manual

· 10% DHIS-2 training manual, slides and materials

· 10% Capacity building of zonal HMIS Officers to run DHIS2

· 10% DHIS2 pilot implementation

· 10% Handover of the system to zonal MoH

· 5% Maintenance plan

· 10% upon submission of Final consultancy report

How to apply:

Sealed Hard copy proposals should be hand-delivered or sent by Courier to reach UNICEF at the below address on 11/04/2016 by 10.00 a.m. Nairobi Time. Bids received later than this date will be disqualified:

Supply & Logistics Section

UNICEF Somalia Support Centre

UN Gigiri Complex,

Block Q, Ground Floor

P.O. Box 44145-00100

Nairobi

NOTE:

1.Bidders are requested to provide details i.e. Name/ID No. of person delivering the bids a day before the deadline to facilitate entry into the complex to:somsupply@unicef.org

2.A printed set of the completed technical and cost proposals should be submitted in three separate sealed envelopes. (Individual envelopes for technical and price proposals) clearly marked with RFP No., Name of Company, Technical Proposal and Financial Proposal

3.Interested bidders to request for a full set of this RFP by sending an email to:somsupply@unicef.org. Quote LRPS-EMU-9124345**