Concept note for hiring a Consultancy service to enhance Rwanda DREAMS tracking system (RTDS) and electronic OVC Case Management System (eCMS)
Pact Overview
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 Project
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 mitigating 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’s 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.

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About RDTS and eCMS Systems
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).

Both systems are intended to support program’s end-users including volunteers, mentors, field officers, and project management staff in facilitating program implementation through capturing and tracking the services delivery and progress toward objectives/goals achievement. In addition, the two systems spontaneously track the beneficiary information over time, allow for case workers and mentors to create customized plans for beneficiaries, and allow supervisors to have oversight of volunteers’ performance and progress of the beneficiaries towards program completion. Furthermore, ACHIEVE Rwanda team is 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.

Purpose of the consultancy
Pact through ACHIEVE Rwanda project intends to hire a competent local individual (hereafter the consultant) who will closely work with the project’s Monitoring, Evaluation, and Learning (MEL) Team in Pact’s Rwanda office to enhance and configure system capability in addressing required reporting features for OVC and DREAMS programs. The consultant will configure various data modules in the databases to produce tracking enrollment information, program layering tables, and program completion reports.

The consultant will also develop enhanced standard reports and visualizations to facilitate reporting on key PEPFAR and other project performance indicators at different user levels in downloadable aggregated reports, graphs, and maps on dashboards

Key Tasks for the consultant
1. Consolidate and gather the information on the status of the two systems and produce a convincing inception report detailing how identified gaps/challenges will be addressed during the consultancy (preferably within the first ten days of the consultancy).
2. Configure, modify and update data configurations such as data elements, datasets, indicators, and other data modules to enable generating program indicators and reports
3. Provide support to the System Administrator to configure and improve the back-end in both systems
4. Predictive analytics and intelligent search algorithms to enable the system users to produce different reports of active beneficiaries, services received based on the identified needs/care plans, display the beneficiary’s readiness toward graduation (based on the graduation benchmarks or completion packages), and several indicator reports.
5. Set up the system automation which will allow the system to display the beneficiaries who dropped out of the program. The system will periodically generate/fire triggers that assign

flags and/or produce notifications of such events through internal system notifications, SMS, or email.
1. Enhance Geographic Information System (GIS) capabilities aligning with the existing GIS data such as shape files in the systems to enable users to generate digital analytical maps
2. Engage with the different USAID/PEPFAR implementing partners to conduct a report gap that could result a better performance in program implementation.
3. Review, analyses, recommend and develop data visualization dashboard at different system access levels.
4. Provision for information exchange across implementing partners and external stakeholders especially government while not violating or compromising data protection standards and data sharing agreements.
5. Configure multiple languages/translation support for English/Kinyarwanda in both systems.
6. Report configuration: Develop, test, pilot, recommend and automate the data report related to program intervention on health, education, GBV, and economic strengthening activities. A detailed indicator list will be shared with the consultant by the MEL team.
7. Organize and conduct training for the system administrator and the HMIS Officer.

Key consultancy deliverables
1. Well prepared and detailed inception report.
2. Improvement design specification plan/ document.
3. Weekly progress reports.
4. Approved feature testing report.
5. Approved user report.
6. Approved consultancy final report.
7. Bug free reusable and scalable source code for the software saved on an external hard drive

Desired profile of the consultant
1. Bachelor’s degree in information systems, computer science, information systems, software
2. engineering or related fields for the proposed key technical team of experts.
3. At least five (5) years of experience in developing IT applications and database systems.
4. Proven experience in implementing DHIS2 systems and using the DHIS2 API.
5. Experience in UI & UX design for web and mobile, code reviews and automation.
6. Familiarity with web security protocols.
7. Excellent communication skills, oral, written and presentation.
8. Experience with longitudinal data analysis will be an added advantage.
9. Experienced in working with international non-government organizations will be an added advantage.
10. Prior experience with PEPFAR OVC and DREAMS programming

Duration of Consultancy
The consultancy is expected to be implemented within a timeframe of ten (10) weeks, starting from the date the contract is signed.

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,
• VAT registration certificate
• Valid Tax clearance certificates (RRA and RSSB)

Selection Criteria
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.
# Evaluation Criteria Maximum Score
1 Technical proposal 50
2 Applicants’ relevant capacity and past performance in developing similar applications 20
3 Qualifications and experience of the proposed development team 20
4 Financial proposal - cost reasonableness based on the current market value 10
Total Score 100
Pact will evaluate all proposals received based on the above evaluation criteria. Pact will enter negotiations with the potential consultant that scores the highest number of points using the criteria above.

Proposal submission
Complete proposals shall be sent through the following email address: pactrwanda@pactworld.org not later than 19 August 2022 at 5 pm, local time, mentioning “Consultancy service to enhance Rwanda DREAMS Tracking system (RTDS) and electronic OVC Case Management System (eCMS) as the subject of the email.