REQUEST FOR PROPOSAL (RFP) LRPS/2023/9184659

TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACTS.

Requesting Section: Health

TITLE: Terms of Reference for Technical Assistance to support Implementation of Electronic Immunization Registry (EIR) tracker in Lao PDR

1. Organizational context

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child (CRC), while also supporting the equitable development of nations.

2. Job organizational context

Digital technologies and improved data capacity are important catalysts for accelerating achievement of the 2030 SDG3 targets. Actionable and relevant data are the foundation to monitor progress toward SDG 2030, while harmonized digital systems optimize the health system to deliver in a coordinated manner, quality, coverage, and equity of health services. Digital systems can catalyze a necessary transformation in the health system - addressing ongoing data gaps and persistent health system challenges, facilitating a more resilient, person-centered, and responsive health system.

Digital innovations at community and primary health facility level can be useful for strengthening the linkages with, and use of, formal health services, while also supporting the institutionalization and strengthening of the community health system as a whole. The term "digital health", which includes both mHealth and eHealth, describes the general use of information and communication technologies (digital, mobile and wireless) to support the achievement of health objectives. Some successful examples include stock management tracking, electronic decision support tools for health workers, health worker communication and performance feedback, targeted messages and service delivery to clients, citizen-based reporting for increased accountability, and data storage, aggregation, and visualization do drive action/response.

The government of Lao PDR has approved an all-encompassing digital health strategy which sets out a vision to be completed by 2027 and it showcases the strong commitment of the government to digitize all aspects of it. The MOH has set out targets to digitize the healthcare sector from 2023-2027, including gradually building a smart healthcare and prevention system and strengthening the application of information technology in health management.

Since its establishment in 1982, the Expanded Programme on Immunization (EPI) program of Laos had used paper form for recording and reporting immunization data at each level. In 1990 when the EPI program expanded its network nationwide, a computerized system has become a reporting tool (at national level only). DHIS2 system, however, was announced as the country's single health information system in 2016. Several years later, a tracker application in DHIS2 was developed for Family Information, HIV, TB, Malaria, SBCC and COVID-19 Vaccination Register (CVR). After success of CVR system, the Ministry of Health (MoH) in collaboration with WHO and UNICEF piloted an Electronic Immunization Registration (EIR) tracker system for Routine Immunization data, aiming to replace the monthly aggregated report and to reduce the paper recording forms for Health Care Workers (HCWs).

The main purpose of using EIR system is to reduce numbers of recording and reporting forms that need to be filled up by HCW which many times create an error caused by HCWs and leads to low data quality and reliability. UNICEF has received funding from Government of Japan to implement the Immunization Information System (IIS) which has more functionality than an EIR system in Lao PDR. The system will be implemented in select provinces in collaboration with Ministry of Health and other stakeholders. According to the European Centre for Disease Control (ECDC) an IIS is a confidential, population-based, computerized information system that records, stores, and provides access to consolidated individual immunization information that is comprehensive and community-wide, covering individuals in a specific geographic area across multiple healthcare providers. In addition to these functionalities, an IIS also offers other capabilities, such as reminder/recall notification, vaccine supply and stock management, and adverse event reporting. Different systems range in complexity and scope.

3. Objectives, Purpose & Expected results

The overarching purpose of this institutional consultancy is to provide Digital Health support to health programming in the UNICEF Lao PDR Country Office. Under the guidance of the supervisor, this role is accountable for programme planning, design, implementation and administration of a major digital health system strengthening programme within UNICEF’s Approach to Digital Health. UNICEF Programmes increasingly leverage digital means for effective programme delivery, systems strengthening, and monitoring. The Digital Health function assists programme teams in the identification, assessment and integration of digital tools and digital innovation into UNICEF programming; strengthening internal capacity to lead and support digital health related initiatives; identifying and engaging with key partners; building business relationships; applying reusable and replicable technical buildings blocks; and maximizing the potential for the scale-up and sustainability of technology and digital innovation for UNICEF programming.   

The overall objective of this institutional consultancy is to provide on-field technical assistance for the implementation of EIR system in selected hospitals and provinces. The contractor will be responsible for hiring the “Data support consultants” on their own contract according to prevailing rules and procedures under projects supporting Government. The contractor will provide the services of these consultants to UNICEF and Government to support implementation and monitoring of IIS/EIR system in the country. The Field Coordinator will work closely with the district health staff, UNICEF country office, and other partners to ensure successful implementation of EIR activities and monitoring of the programme. The details of hospitals and provinces is provided under section 6: “Location and Duration”

4. Description of the assignment

• Develop a clear job description for the EIR system data support consultants, outlining the key responsibilities, qualifications, and skills needed for the role. The job description should emphasize the importance of improving quality of immunization data and the need for a highly motivated, organized, and collaborative individual who can work effectively with diverse stakeholders.
• Advertising: Advertise the position through various channels, including online job boards, local newspapers, social media, and targeted facility to relevant organizations and networks. Highlight the benefits of the position, such as competitive salary, training and development opportunities, and the chance to make a meaningful impact on immunization data.
• Application and screening: Create an application form that collects relevant information from candidates, such as their education, work experience, and references. Use a screening process to assess the candidates' qualifications and suitability for the role, based on the job description and requirements. This may include a review of resumes and cover letters, phone or video interviews, and assessments of specific skills or knowledge areas.
• Interview and selection: Invite the most qualified candidates for an in-person interview, where they can meet with a panel of interviewers to discuss their experience, qualifications, and motivation for the position. Use a structured interview process that includes behavioral and situational questions to assess the candidates' fit with the job and organization. After the interview, select the best candidate for the position, considering factors such as their qualifications, experience, and cultural fit.
• Onboarding and training: Once the local coordinators are selected, the company will work with MCHC and UNICEF to begin the onboarding and training process in August 2023. This should include a two-day orientation program that covers the objective of the task, the local context and challenges, the coordinator's roles and responsibilities, and the tools and resources available to support their work. Provide ongoing training and support throughout the coordinator's tenure, including access to online resources, mentorship, and coaching.
• Performance management: Monitor the coordinator's performance and progress towards the goals set for the position. Schedule update meetings in Jan 2024 to assess the performance, provide feedback and support, and make any necessary adjustments to the role or goals. This will help effectively ensure contribution to improve immunization data recording and reporting at sub-national level

5. Deliverables

6. Reporting requirements

The contractor shall submit progress reports and deliverables electronically to the Chief of Health, UNICEF Lao PDR

7. Location and Duration

8. Qualification requirements or Specialized skills/Experience Required:

• Reputed Consultancy/Management organization with experience of large-scale project management for development programmes.
• Capacity to handle recruitments, human resources management and financial management
• The Contractor should have qualified and skilled staff to handle the day-to-day requirements, whose qualification should be shared in the proposal as the team composition.
• The Contractor will ensure that the required staff proposed will be on board before commencement of the agreement.

9. Evaluation process and methods

A two-stage procedure shall be utilized in evaluating proposals, with evaluation of the technical proposal being completed prior to any price proposal being compared.

Applications shall therefore contain the following required documentation:

1. Technical Proposal, including a cover letter, updated CV.,

2. Financial Proposal: Lump-sum offer with the cost breakdown: Consultancy fee.

No financial information should be contained in the technical proposal.

For evaluation and selection method, the Cumulative Analysis Method (weight combined score method) shall be used for this recruitment:

a) Technical Qualification (max. 70 points)

• Overall response of the technical proposal and understanding the context (40 points)
• Methodology (10 points)
• Proposed team and organisational capacity (20 points)

b) Financial Proposal (max. 30 points)

The maximum number of points shall be allotted to the lowest Financial Proposal that is opened /evaluated and compared among those technical qualified candidates who have attained a minimum 50 points score out of 70 points from the technical proposal in the technical evaluation. Other Financial Proposals will receive points in inverse proportion to the lowest price.

The Contract shall be awarded to a company obtaining the highest combined technical and financial scores, subject to the satisfactory result of the verification interview.

10. Administrative issues

The contractor will complete the assigned tasks as mentioned in the deliverable table. The contractor will coordinate its work with UNICEF and the MOH as per need.

11. Estimated Cost of Contract (for internal purposes only)

$90,000 (@ 300/consultant/month; 25 consultants for 12 months)

12. Chargeable Budget Code for the activity (for internal purposes only)

WBS- 2460/A0/06/100/002/002

Grant- SM220494 (expiry: 31 July 2024). The Grant is expected to be extended further for 1-2 years.

13. Payment Schedule

By 30^th of each month contractor will submit the Invoice to UNICEF.  The invoices should be accompanied by list of data support consultants of contractor deployed for EIR programme. The payment schedule by deliverable is mentioned in table 4.

14. Contract Supervisor

Cold Chain Specialist and ICT Specialist (Note: The contract management from Health section will be the responsibility of Health Specialist (T4D) upon his/her joining)

15. Any other Information

None

EVALUATION CRITERIA of TECHNICAL PROPOSAL FOR INSTITUTIONS

[1] For this RFP, the Technical Proposal has a total weighting of [x%]. Bidders must score a minimum of xx points with minimum marks for category, to be considered technically compliant and in order for the Financial Proposals to be opened

[2] For this RFP, the Financial Proposal has a total weighting of [xx%].