Gavi Alliance- Request For Proposal For Optimization Of Nigeria’s Electronic Management Of Immunization Data (EMID) System 116-2021-Gavi-RFP

CLOSING DATE AND TIME: 06-09-2021 24:00 (CET)
GAVI ALLIANCE
REQUEST FOR PROPOSAL (RFP)
OPTIMIZATION OF NIGERIA’S ELECTRONIC MANAGEMENT OF IMMUNIZATION DATA (EMID) SYSTEM
116-2021-GAVI-RFP

Part 1:  INTRODUCTION
Gavi Alliance (“Gavi”), invites qualified bidders (herein after called “Bidder” or “Bidders”)  to submit offers, consisting of a technical and a financial offer, together with any supporting documents (herein after called the “Proposal” or “Proposals”) for the provision of the requirements defined in this RFP document.  In order to prepare a responsive Proposal, Bidders must carefully review and understand the contents of this covering letter, parts 1-6 of this RFP and the following key dates:

The proposed timeline set out above indicates the process Gavi intends to follow. If there are any changes to this time plan, Gavi will notify all Bidders of this in writing.

Part 2: Gavi’s Requirements
(2.1) Background
Gavi Mission
To save children’s lives and protect people’s health by increasing access to immunisation in poor countries.

Gavi, the Vaccine Alliance is a public-private partnership that helps vaccinate half the world’s children against some of the world’s deadliest diseases. The Vaccine Alliance brings together developing country and donor governments, the World Health Organization, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Since its inception in 2000, Gavi has helped immunise a whole generation – over 822 million children – and prevented more than 14 million deaths, helping to halve child mortality in 73 developing countries. Gavi also plays a key role in improving global health security by supporting health systems as well as funding global stockpiles for Ebola, cholera, meningitis and yellow fever vaccines. After two decades of progress, Gavi is now focused on protecting the next generation and reaching the unvaccinated children still being left behind, employing innovative finance and the latest technology – from drones to biometrics – to save millions more lives, prevent outbreaks before they can spread and help countries on the road to self-sufficiency. Learn more at www.gavi.org .

Introduction
The NPHCDA is a parastatal under the Federal Ministry of Health with the mandate to provide technical and programmatic support to states and Local Government Areas (LGA) on the Development of Primary Health Care in Nigeria. NPHCDA is the agency directly responsible for coordinating immunization activities across the country.  As such, NPHCDA leads the planning and implementation of the COVID-19 vaccination campaign. Since the national launch of the COVID-19 vaccination campaign in March 2021, over 2.5 million and 1.4 million Nigerians have received the first and second doses of the vaccine as at July 26, 2021. A critical factor that facilitated ease in management of the data for this high number of Nigerians is the Electronic Management of Immunization Data (EMID) system, an innovative platform built by NPHCDA with support from partners. The EMID facilitated vaccination scheduling, real-time entry of client’s data, collation, analysis and validation of clients’ data on the platform. However, the EMID also faces some challenges which have greatly curtailed it’s potential to meet the country’s needs for the management of COVID-19 data, and in the future, Routine Immunization (RI) and Primary Health Care (PHC) data.

Health Information Systems (HIS) constitutes a crucial building block of any country’s health system. Nigeria adopted the District Health Information System-2 (DHIS2) in 2013. Billed as an electronic data management platform, DHIS2 was envisioned as key to help streamline and improve timely data reporting, reduce redundancies and wastes, thus maximizing efficiency and improving data quality and use, under the oversight of the government of Nigeria. Additionally, an online National Health Management Information System (NHMIS) built on the DHIS2 system was conceptualized as an opportunity to make health service utilization data widely available to all stakeholders, including agencies of the government as well as development partners and civil societies.

Nigeria has been making slow and steady progress in addressing data quality issues in the past four years with the disparity between survey and admin data reducing to about 10%. Experience from other programs and countries have shown that leveraging technological advancements to digitize

immunization data management has a huge potential to improve data quality and use, not just for the immunization programme, but for health system strengthening generally and the primary health care system more specifically.  It is based on this that Nigeria has developed the Electronic Management of Immunization Data (EMID) system for immunization and other PHC programs. The “Traditional Electronic Assisted e-registration with Concomitant House to house registration” (TEACH) strategy for COVID-19 vaccine introduction will leverage on the EMID system to ensure successful implementation of the COVID-19 vaccine deployment plan.

The TEACH strategy is essentially using technology to strengthen the data collection and management approach for COVID 19 vaccines rollout. This has a huge potential for improving data quality and strengthening data systems for health care service delivery in Nigeria.

The EMID system is expected to be robust enough to support registration and verification of vaccination status from the general population (all Nigerians), append vaccination and follow up information by health workers for each registered client across national, state, LGA and health facility levels, and ability to integrate with automated SMS and email services.

Additional Important Information

• Devices
  • The current EMID system is deployed on Android tablets. It is expected that any technology solutions offered must work on android tablets. NPHCDA will maintain ownership and management of all devices.
• COVID Vaccine Sites Scale
  • At scale, it is expected that each state will have between 3-5 locations distributing COVID vaccines – total of 2,332 – 3,870 sites.
• COVID Vaccine Scale
  • At scale, it is estimated that approximately 150,000 people will be vaccinated daily with a total of 112 million patient records being developed

Gavi Project
The aim of the RFP is to identify a competent and qualified firm(s) to support the National Primary Health Care Agency in optimizing the functionality of the Electronic Management of Immunization Data system.

Objectives:

• Develop standards and competency requirements for the country-wide use of the EMID system in Nigeria through consultation with National and state governments, technical partners and the relevant authorities for data management in Nigeria.
• As a technical partner, support the decision-making, development and integration of the platform with the identified data management partner of NVIP.
• Provide technical assistance throughout the deployment of the EMID system for COVID-19, nationally and sub-nationally.
• Develop a roadmap, work plan and costing required to take the EMID system to scale, working in close collaboration with NPHCDA’s data team

(2.2)  Scope of Work
The requirement involves the following key activities:

• Develop requirements and architecture for the EMID in line with global guidance and best practices
  • Engage all government representatives of all relevant institutions and departments to understand all aspects of the EMID system and what is needed to improve it.
  • Meet with representatives from all involved in-country partner agencies to understand how they interact with the government, data related needs, investments, feedback, etc.
  • Meet with related in-country private sector/ industry stakeholders to understand the overall environment of the information system vis-a-vis people, policies and processes.
  • Review all components of the EMID system (environment, capability, enablers) to identify areas for improvement.
  • Review the functionality, capability and utilisation of the different information systems, including the interoperability capacity with other relevant systems including the country’s HMIS (DHIS2) and LMIS.
  • Review existing data-related policies to identify if these are fit for purpose and provide the legal framework to manage track and trace doses, access authority data ownership among other relevant areas
  • Develop technological and infrastructural requirements for optimal functionality of the EMID. This will cover areas such as:
• System Architecture and Overview
• Security, Privacy and Auditing
• System Administration
• System interoperability, Analytics and Reporting
• System Service and Support
• System Enhancements
• Personnel Capacity and user experience design
• Infrastructural Requirements
• Optimization of EMID Technology
• Based on the evaluation of the EMID features above, determine what is currently available, what is necessary, and what is possible to implement with the current system
• Perform software updates to the current system to align with the necessary requirements and are doable within the provided time frame and budget
• Ensure EMID system interoperability with Nigerian NPHCDA DHIS2 system
• Training of NPHCDA ICT Team on maintenance of technology
• Design a clear governance and reporting structure that will ensure efficient management of the EMID
  • Develop organogram of responsibilities in management of system (both administrative and technical)
  • Develop a “help-desk” support system within NPHCDA to respond to questions and technology issues from healthcare workers
  • Develop FAQs and system support documentation
• Develop a costed 12-month roadmap for the scale-up of the EMID for COVID-19 use, nationwide.
  • With input from the NPHCDA and partners, develop a project workplan for the deployment, including the pilot and scale of the new system.
  • Develop a detailed plan to ensure integrity of client data
  • Cost the needs of support (hosting & tech support, telecommunication cost, equipment, accessories, deployment, and human resource costs) through the scale-up (training, management). This step should be done in close collaboration with the NPHCDA ICT team
• Develop a costed yearly general maintenance roadmap
  • Develop a basic workplan for the general maintenance of the system, including training new staff, basic upgrades, etc
  • Cost the needs of on-going support post implementation (telecommunication cost, equipment replacement, retrainings, hosting & technical support)
  • Work with NPHCDA to determine how to secure funding for yearly fees within government budgets or through donor funding
• Provide technical assistance and project management support throughout the deployment of using EMID for COVID-19 Vaccines
  • Throughout the deliverables, provide technical support and project management. As the solution will be housed within the NPHCDA , this includes a close collaboration with the ICT unit, in addition to other relevant stakeholders.
  • Support the change management process including development of communication and coordination strategies, development of key performance metrics and how they would be monitored and reported
• Transfer of knowledge/sustainability
• To ensure that there is transfer of knowledge and sustainability of the infrastructure, the successful bidder MUST build capacity of the designated NPHCDA ICT-FPs and provide frequent updates to the ICT team throughout the process
• Train NPHCDA ICT Team on maintenance and operation of the entire system
• Monthly report from the NPHCDA ICT team on transfer of knowledge amongst others should be part of the considerations for each scheduled payment.

Proposal Submission
Bidders must submit a copy of their Proposal to Gavi by email to: procurement@gavi.org

The subject heading of the email shall be “1162021-GAVI-RFP– Technical Proposal – [Bidder Name]” and “116-2021-GAVI-RFP – Financial Proposal – [Bidder Name]”. Bidders may submit multiple emails (suitably annotated – e.g. Email 1 of 3) if the attached files are too large to suit a single email transmission.

Please ensure that the different Proposal elements are returned in either MS Office Format or PDF.

PART 5: RFP Instructions and Rules

Requests for Clarification
Bidders may submit requests for clarification of the solicitation documents and direct any questions regarding the RFP content or process to procurement@gavi.org using the subject line “116-2021-GAVI-RFP– Clarification

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