Request for Expressions of Interest

Country: Islamic Republic of Afghanistan

Name of Project: Health System strengthening

Grant No.: 1619-AFG-10a-Y

Project ID: MOPH-GAVI-HSS3-08

Assignment Title: Geo Location Monitoring System (GLM)

Duration of Assignment: 6 months

Implementing Agency: Ministry of Public Health

Duty Station: Afghanistan

Contract Type: Lump sum

 

  1. The Islamic Republic of Afghanistan represented by the Ministry of Public Health received a grant/ fund from the GAVI in 2016 under the HSS3 grants and intends to apply part of the proceeds of this fund to implement “Geo Location Monitoring System (GLM)” in National EPI program.

 

  1. Brief of the Assignment

Introduction:

Afghanistan’s National Expanded Program on Immunization (NEPI) was established in 1978 and the Government of Afghanistan through the Ministry of Public Health (MOPH) continues to place high priority on immunization. A national organizational structure (NEPI) for management and implementation of immunization services was established by Ministry of Public Health with the collaboration of international partners (WHO and UNICEF) and NEPI become an important part of the Basic Package of Health Services (BPHS).

The National EPI is responsible for planning, coordination, vaccine procurement and supply, data collection, feedback and sharing, monitoring and evaluation and collaboration with other partners. At the provincial level, EPI is integrated into the public health system as part of the provincial health directorate.

The quality of program data is one of the pivotal elements in immunization services and it is important to provide continues technical support to provincial staff to standardize data management and address problems with the quality of immunization data. The EPI data quality improvement proposal (DQIP) with four objectives was developed and submitted to GAVI, the aim was to address the data quality issues in EPI, which were identified as important concerns for awarding the PBF (performance based financing) grant of the HSS2 proposal. Fortunately, the GAVI alliance approved the DQIP proposal for the period of 2017-2020, as an opportunity to Afghanistan to improve the EPI data quality.

Use of modern technology in the field of monitoring and supervision has been proved to be more effective as compared to classical supervision methods. This technology not only increase the accuracy of collected data but also guarantee accountability in the system.  Inaccurate data and poor accountability are main causes of concern for policy makers in Afghanistan. Therefore, the ministry of public health plans to introduce new technology for improvement of its monitoring and supervision system in its national immunization program. MoPH plan to introduce Geo Monitoring Location System (GLM) as part of its M&E system in national immunization program in Afghanistan. This system will enable collection of accurate and valid data from the field. MoPH invite all eligible organizations and firms to submit their proposal for providing GLM services to the grant and contract management unit of the ministry.

 

Background:

GLM is an output-monitoring tool in which a Global Positioning System (GPS) enabled mobile phones are used to record and transmit the data gathered through interviews and observations to a dedicated server. GLM falls under the information and Communication Technology (ICT) based monitoring methods. Unlike the conventional output monitoring GLM produces and presents the evidences of the physical outputs of a project showing their exact geo-location and the changes unfolding over the time. NEPI plans to introduce GLM to its M&E system as part of Data Quality Improvement Project. EPI supervisors will conduct supervision of health facilities via GLM system. Smart mobiles phones will be used for filling supervisory checklists of routine immunization and checklist of data quality improvement. In order to ensure accountability the smart phones will be programed to function only in the given/near targeted health facility. The collected data from smart phones will be automatically transferred to server located in NEPI department main office in Kabul. Data team of NEPI will analyses the data and it will provide feedback and recommendations based on findings from data. Introducing this system will avoid discrepancies in supervision reports, besides it will increase the accuracy and validity of data.

  1. Objectives of Assignment:

 

To improve supervision and monitoring system of EPI in Afghanistan by establishing GLM Technology Monitoring System

 

  1. Scope of the Services

 

The scope of work for GLM technology based monitoring mechanism will focus on strengthening supervision and monitoring system of EPI.

The selected firm/organization will introduce GLM to M&E system of NEPI, train one master trainer NEPI staff on usage/ maintenance of GLM equipment both at national and provincial level and provide maintenance services to the system 6 months after handing over to the NEPI . A functional GLM system needs to be available six months after awarding the contract.

Key Responsibilities:

  • Create the database for the EPI and DQIP checklist and create a web interface for the access of the database, should be implemented in ASP.net MVC preferable
  • Purchase of smart phones, specifications will be provided.
  • Creating the mobile phone application should be android app which communicates with the online database and save the data as soon as the app connects with the internet and the application should also work offline.
  • Purchase of deployment server on the premises of EPI specification to be provided
  • Capacity building and transfer of knowledge: Train 2 IT staff of NEPI on technical purposes of GLM for example the development framework the programming language preferable MVC for web based application. And for the mobile application must use android studio so making small changes becomes easy.
  • Staffing of project according to the propose structure
  • Provision of necessary logistics or any goods or material necessary for the project

The estimated level of effort for the assignment is approximately 6 months and is expected to commence in 1/09/1397 and conclude by 30/2/1398.

 

  1. Qualification Requirements/Short listing Criteria

The Ministry of Public Health, now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the services described under paragraph 3 above. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.

 

The short listing criteria are:

 

i. The Consultant should be registered legal entity. The consultant should provide a copy of the business license with its EOI. 

 

ii. The consultant should not be in loss for the last [3] years. Consultant shall demonstrate having sound financial situation by submitting audited financial  reports or any other credible financial documents  for  last [3] years

 

iii. The consultant shall provide proven experiences of having executed at least [1] contract of similar nature and complexity during last [5] years.  The consultants are required to provide copy of the contract with their EOI.

 

The Consultant while describing the assignment(s) should furnish the following details:

  1. Consultant should explain in what way the executed assignment(s) was/were similar in nature to the current assignment and also indicating  the input of key experts provided for the same
  2. The Consultant should explain the exact role played by the Consultant in the assignment if the assignment was carried out in association with other firms as JV or in sub-consultancy for carrying out the assignment.

 

iv. Recent external audit report

 

v. Requirements for Consultants participating as Joint Venture, Consortium or Association:

 

Consultants may associate with other firms in the form of a joint venture or a sub-consultancy to enhance their qualifications. If consultants intend to associate with other firms, they are advised to clearly identify the lead partner and state the composition and nature of their association (JV/ sub-consultant) in their EOI.

In case of association between the firms are in the form of JV, the following requirements will also apply:

  • Only the firm meeting not less (40) % of the shortlisting criteria shall act as the Lead Partner of the JV. The lead partner needs to be identified in JV agreement or intention of forming JV to be submitted with the EoI. Other member(s) of JV need to meeting not less (25) % of the shortlisting criteria. The figures for each of the partners of a JV shall be added together to determine the consultant’s compliance with the shortlisting criteria.
  • The variance in similarity and complexity could be acceptable.

                                               

vi. Consultant having some regional experience is desirable 

vii. The consultant is not black-listed by Government of Afghanistan.

viii.  Declaration by the Consultant that the consultant does not have any conflict of interest in terms of taking any assistance / support from individual / firm / consultants who have been part of the ……………………… project consultancy or the procurement process.

ix. Declaration by the Consultant that the information furnished in EoI is correct and for any misrepresentation detected at any stage of selection process or during execution of the resultant contract if successful, the Consultant to be taken up under the Laws of Afghanistan.

x. The EOI with all details should, preferably, not exceed 40 pages in total.

 

  1. Legal References
  1. The attention of interested Consultants is drawn to ‘Chapter 4 - Process of Request for Proposal’ of “Rule of Procurement Procedure” issued by Government of Islamic Republic of Afghanistan. The consultants are also required to maintain high standard ethics throughout the procurement process. The Consultants’ attention is also drawn to Article 16 of Afghanistan Public Procurement Law for compliance. The consultants can download the Public Procurement Law and Procedure from: www.npa.gov.af    

 

  1. Method of Selection

A Consultant will be selected in accordance with the QCBS set out in Rule 59 of Procurement Procedures.

 

  1. Submission of EOI

Expressions of interest as per Annexure ‘A’ attached must be delivered in a written form to the address below in person by July 30th 2018 2:00 pm (Kabul Local Time).

 

Interested organizations shall submit one original and five copies of EOI in English language and one copy of the translated EOI into one of the local languages either Dari or Pashtu. Expression of interest must be with a cover sheet properly signed and stamped, placed in a sealed envelope with full name of the assignment and project ID, and submit to the below address:

Grants and Service Contracts Management Unit (GCMU), HSS grant section

Ministry of Public Health, Great Massoud Square, Kabul, Afghanistan

Attention: Mr. Mashoq Fida, admin officer

 

Further information in respect to this REOI can be obtained at the address below by email during office hours [08:00 am-04:00 pm Hours].

 

Email: info@gcmu-moph.gov.af copied to hashimi.gcmu@gmail.com

 

Web site: www.moph.gov.af

Annexure 1: Format for Expression of Interest

The expression of interest in English language must be submitted as per the following format:

{Note: In case documents submitted are in any language other than English, the consultant should submit a self-certified copy of the translated document in English (along with originals).}

 

SECTION 1: Organization Details (In case the EoI is being submitted as a Joint Venture/Sub-Consultant, the information has to be submitted for the Lead Partner as well as other members of the Joint Venture separately/Sub-Consultant.)

 

Part 1: Organisation Detail

  1.  

Name of the Organization

 

  1.  

Details of the Organization

  • Address of the Registered Office:
  • Telephone:
  • Facsimile:
  • Website:
  1.  

Information about Organization

  • Year of Establishment:
  • Status of the Organization: (Public Ltd./Private Ltd./LLP etc.)
  1.  

Name and designation of the person authorized

  • Name
  • Designation
  • E-mail
  • Contact Number
  1.  

Number of Personnel

  • Total employee strengths on the payroll of the company as on (specify the date)
  • Number of qualified technical personnel on its payroll or panel working in the area of (specify the area)

Part 2

EOI Respondent firm needs to mention its core business areas and any other relevant details / experience in a descriptive format. EOI Respondent firm needs to mention its Technical and managerial capability for executing the scope of services.

 

Please provide a response with details in not more than 3 pages

 

 

         

 

SECTION 2: Documents to be submitted

 

Information to be provided

Documentary Evidence to be Provided

Page number as part of Annexure

1

Firm must be registered legal entity. Information on their status as a legal entity and submit relevant supporting documents.  (In case of JV, it should be met by the lead Partner but need to be submitted for other JV Members/Sub-consultant also)

Copy Certificate of Incorporation issued by relevant authority in country of establishment

 

2

The consultant shall demonstrate having sound financial situation by submitting audited financial  reports or any other credible financial documents  for  last [3] years

 

 

 

3

The Consultant shall provide proven experiences of having executed one contract  during last [5] years of similar assignment (comprising of completed or on-going projects) which should showcase the expertise/ strength of the consultant for undertaking such assignments.

In case of a JV only the firm meeting not less (40) % of the shortlisting criteria shall act as the Lead Partner of the JV. The lead partner needs to be identified in JV agreement or intention of forming JV to be submitted with the EoI. Other member(s) of JV need to meeting not less (25) % of the shortlisting criteria. The figures for each of the partners of a JV shall be added together to determine the consultant’s compliance with the shortlisting criteria.

 

The information in regard to the experience also need to be submitted for other JV Members/Sub-consultant as separate statements)

 

Details of the experience should be submitted as per format in Section 3 along with the following documents:

 

For completed projects :

 

  1. Copy of Contract(s)

 

 

For On-Going projects :

  1. Copy of Contract

 

  1. Copy of the letter from authorised client representative / Self-Certified declaration by authorized Signatory of the EoI Respondent Entity stating that scope of services completed till date along with payment realised for the project.

 

Please note:

The credentials cited under this must have been executed by the EoI Respondent or the JV partner and not its parent/child company

 

 

4

The details of the Consultant’s regional experience if any.

List the Contracts executed with details such as contract number, the client detail, period of the contract, value of the contract, brief about the assignment etc.

 

 

5

Other relevant documents

 

 

 

 

 

 

 

 

 

 

 

 

  1. Declaration that the firm is not black-listed by any Government agencies in Afghanistan
  2. Declaration that the consultant does not have any conflict of interest in terms of taking any assistance / support from individual / firm / consultants who have been part of the Project… …………….consultancy or the bid publication process.
  3. Declaration by the Consultant that the information furnished in EoI is correct and for any misrepresentation detected at any stage of selection process or during execution of the resultant contract if successful, the Consultant to be taken up under the Law of the Land.

 

 

SECTION 3: Format for furnishing details of Credentials / Past Experiences for projects as at Sl. No. 3 of Section 2. The information need to be furnished as per the Format below for each credential.

 

The project citation should be a maximum of 2 pages per credential/project along with documents as mentioned under Sl. No. 3 of Section 2 (above). The citation need to be furnished for each credential.

 

Assignment name:

Country:

Location within the country

Name of Client:

 

Address:

Name of the Legal Entity in whose name the contract is:

 

Duration of assignment (months):

 

No. of man month of the assignment:

Start date (Month/year):

Completion date (Month/year):

Approx. value of the overall contract                    (in USD):

 

Approx. value of the services provided by your firm under the contract (in USD):

Name of associated organizations, if any:

Role of Consortium member:

Narrative description of the Project:

 

 

Detailed Scope of services, coverage of the project:

  • Consultant should explain in what way the executed assignment(s) was/were similar in nature to the current assignment and also indicating  key experts input for the assignment(s) including their qualifications and experience  (CVs of such key staff are not required to be attached)
  • The Consultant should explain the exact role played by the Consultant in the assignment if the assignment was carried out in association with other firms as JV or in sub-consultancy for carrying out the assignment.

Relevance of Project to the current scope (i.e. relevant project components in detail)

 

Details of the impact of the project for the client:

 

Copy of Contract(s)?

YES / NO

Copy of certificate from the client with explicit information to meet the specific requirement of the criteria attached?

YES / NO

Copy of self-certificate with explicit information to meet the specific requirement of the criteria attached?

YES / NO