Request for Quotations: EpiC HTC elog Pro

REQUEST FOR QUOTATION

Background

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

The Meeting Targets and Maintaining Epidemic Control (EpiC) is a five-year, global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the United States Agency for International Development (USAID). EpiC Vietnam’s goal is to deliver efficient, affordable, results-based technical assistance and direct services while closing remaining gaps in Vietnam’s efforts to meet HIV epidemic control targets, address the COVID-19 pandemic, and combat trafficking in persons.

We are seeking for a qualified vendor to upgrade the current excel-based software to a web-based version to collect, manage and report HIV community outreach, testing and counselling data by

• Allowing health staff to enter client data and manage client information who use HIV outreach, testing and counseling and other services.
• Supporting health staff at provincial CDCs and EpiC to monitor the epidemic according to their assigned scope of work.

Technical Specifications

Functional requirements:

• Record, manage and report outreach program data
• Record, manage and report HIV testing and counseling program data including self-testing, community/lay testing, facility screening and confirmatory testing, recency testing)
• Record, manage and report data on Index cases testing activities
• Record, manage and report data of client transfer to relevant service facility such as: PrEP, PEP, ARV, harm reduction intervention or Methadone treatment.
• Generate reports according to Vietnam Administration of HIV/AIDS Control, province and project requirements.
• Export dataset in MS excel format
• Manage the list of facilities and medical services and other related categories
• Software authorization: grant user rights and permissions to appropriate user groups (e.g. data entry staff, monitoring and reporting staff, project staff…), management levels (e.g. site level, provincial level, central level) and/or geographical administrative unit.
• Software integration: be able to integrate with other systems of the project such as ARV treatment information management system, online reservation and case management system

Non-functional requirements:

• Compatibility and performance
  
  • Work well on popular browsers such as Google Chrome version 75 or later, Firefox version 68 or later, Safari version 12 or later, Microsoft Edge version 40 or later.
  • User-friendly interfaces and well displayed on different types of devices (desktop, laptop, tablet, smartphone)
  • Ensure acceptable response time (both on average and peak with about 100 concurrent requests)
• Stability and Reliability
  
  • Record and monitor system logs and errors during operation.
  • Online 24/7
  • Ability to back up and recover the entire system
  • When a serious problem occurs, the system must be able to ensure recovery 100% within 24 hours.
• Security
  
  • Compliance with regulations on information security according to the Law on HIV/AIDS prevention and control (No. 64/2006/QH11) amended in 2020, the Law on medical examination and treatment (No. 40/2009/QH12) and other circulars and decisions on HIV testing and report a positive HIV test result.
  • Ensure users can only access permitted features and data.
  • Data must be encrypted during transferring on the internet.
  • Control and manage access to API service (resource, endpoints) from other systems.
  •    Provide security mechanism at 03 levels (application, database, and network).
• Extensibility
  
  • Apply a standard software development model.
  • Able to expand easily and develop other components if needed.
• Support features
  
  • Provide users manuals, technical specification documents, system administration and operation documents.
  • Provide training for users to use the system
  • Create an online channel to receive support requests, ensure all requests be solved and responded.
  • System maintenance/warranty for at least 01 year.

The proposed solution must also meet the following requirements:

• Experience in health information system development, programing and administration at least three years.
• Experience in HIV outreach and testing program over the past two years with understanding about basic indicators of HIV/AIDS program
• Experience of working with health staff at sites, districts and provincial levels
• Technical support 24/7
• Cost-effective
• High security
• Can adapt and configure to the user’s needs

Timetable and Address for Submission

Quotes are due no later than 12 PM on 13 December 2021. Required documentation listed below must be e-mailed to [email protected]. Please include EpiC HTC elog Pro in the subject line.

Any questions or requests for clarification can be submitted in writing to [email protected] with a copy to [email protected] by 12PM on 10 December 2021. No telephone inquiries will be answered.

Required Documentation

The quote must include the following items:

• A brief description of the software and the developer including how the software aligns with the specifications outlined above
• Documentation of legal registration.
• A detailed price offer (including VAT if applicable) in Vietnam Dong (VND) or USD.

Evaluation Criteria:

Quotations will be evaluated and ranked by a committee according to the price quotation information provided and the adherence to technical specifications. EpiC may request additional clarification on technical specs for shortlisted vendors. Short listed vendor needs to go through our IT clearance procedure before starting the contract.

FHI 360 Disclaimers

• FHI 360 may perform a background check on any selected vendor.
• FHI 360 may cancel the solicitation and not award.
• FHI 360 may reject any or all responses received.
• Issuance of the solicitation does not constitute an award commitment by FHI 360.
• FHI 360 reserves the right to disqualify any offer based on failure of the offeror to follow solicitation instructions.
• FHI 360 will not compensate any offeror for responding to solicitation.
• FHI 360 reserves the right to issue award based on initial evaluation of offers without further discussion.
• FHI 360 may choose to award only part of the activities in the solicitation, or issue multiple awards based on the solicitation activities.
• FHI 360 has the right to issue amendments to the RFQ at any time.