Execution of a Biometric System for Seasonal Malaria Chemoprevention (SMC) Community... Tender

Procurement Summary

Country : Nigeria

Summary : Execution of a Biometric System for Seasonal Malaria Chemoprevention (SMC) Community Volunteers

Deadline : 17 Apr 2020

Other Information

Notice Type : Tender

TOT Ref.No.: 42072210

Document Ref. No. : MC-NG-SMC-BS-2020-0040

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : MALARIA CONSORTIUM
33 Pope John Paul Street, Off Gana Street, Maitama, Abuja
Nigeria
Email :tenders@malariaconsortium.org

Tender Details

Request for proposals are invited for Execution of a Biometric System for Seasonal Malaria Chemoprevention (SMC) Community Volunteers.

MALARIA CONSORTIUM

REQUEST FOR PROPOSAL (RFP) FOR THE EXECUTION OF A BIOMETRIC SYSTEM FOR SEASONAL MALARIA CHEMOPREVENTION (SMC) COMMUNITY VOLUNTEERS

MC-NG-SMC-BS-2020-0040

SPECIFICATIONS AND INSTRUCTIONS TO BIDDERS

A. Malaria Consortium

Malaria Consortium is one of the world`s leading non-profit organisations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organisation works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity.

Malaria Consortium is committed to obtaining a fair value for services received with a competitive price and timely delivery of the right quantities at the right quality.

B Administrative Information

B1) It is the intent of this RFP to secure competitive proposals from IT service providers for the execution of a biometric system for adhoc personnel involved in seasonal malaria chemoprevention (SMC) programme in Nigeria.

B2) This RFP includes

 The RFP document

 The Bidder Response Document

B3) Vendors shall submit offers in one of the following ways:

a) Electronically with your financial and technical offersto tenders@malariaconsortium.org and in the subject field state:

i. MC-NG-SMC-BS-2020-0040

ii. Name of your firm with the title of the attachment

iii. Number of emails that are sent e.g. 1 of 3, 2 of 3, 3 of 3.


b) If an electronic bid submission is not possible, please submit in a sealed envelope marked MC-NG-SMC-BS-2020-
0040 with the mention “not be opened before the deadline April 17, 2020, 5:00PM UTC, by the tender committee’
with your financial and technical offers inside, to the following address:
Malaria Consortium, 33 Pope John Paul Street, Off Gana Street, Maitama, Abuja
Envelopes may be sent through postal or courier services, or delivered by hand; and will be accepted during
normal working hours for the country ofsubmission.
B4) Questions must be sent by email to tenders@malariaconsortium.org with the following bid reference in
the subject: “MC-NG-SMC-BS-2020-0040 – Question”. Responses to requests for clarification shall not
materially change any of the elements of the proposals submitted. Unsolicited communications from Tenderers
will not be entertained during the evaluation period.
B5) Bids must be received by Friday, April 17, 2020, at 17:00 (5pm) UTC. Bids received after the deadline will
NOT be accepted.
B6) Malaria Consortium shall notify the winning bidders in writing within seven working days of the bid
opening. Malaria Consortium is under no responsibility to release the identity or contract terms of the
winning vendor.

B7) The submitted proposal shall include the following information. Failure to supply all requested
information or comply with the specified formats will disqualify the bidder from consideration.
i) Completed Bidder Response Document (BRD), including the following attachments
a. Proof of relevant insurances (question 1.3)
b. Copies of internal policies (question 1.4)
ii) Signature to confirm compliance with Malaria Consortiums Policies (section 4)
iii) Copy of business registration documents (proof of legal operation in the country of registration).
iv) Bank reference for previous year (2019 (letter of sound financial stand)
v) Pricing Proposal based on the details provided in this RFP
B8) Malaria Consortium reserves the right to accept or reject any or all bids, and to accept the bid deemed
to be in the best interest of Malaria Consortium, and not bound to accept the lowest priced bid
submitted.
B9) The resulting contract will be exclusively for the period indicated in the work-plan included in the BRD, with
the possibility to extend based on mutual agreement.
B10) Malaria Consortium reserves the right to award contracts to multiple vendors if deemed to be in its best
interest. Malaria Consortium is under no obligation to release the identity or purchasing terms of the
winning bidder.
B11) The award criteria shall be based on the proposals overall response and “value for money” while taking
into consideration donor and internal requirements and regulations. The award will be determined by
a committee of Malaria Consortium employees.
B12) The successful vendor shall receive a contract for the period of the services required, which can be
extended upon agreement of both parties.
Malaria Consortium RFP Page 3 of 22
B13) The language for communications and required documents is English.
C Technical Requirements & Specifications
C1) SCOPE
Malaria Consortium has been implementing seasonal malaria chemoprevention (SMC) programs in northern Nigeria
since 2013, and currently operates in the states of Bauchi, Kebbi, Jigawa, Sokoto, Jigawa, Kano, Katsina and Yobe. The
adhoc personnel involved in SMC delivery include state and LGA-level health workers as well as community volunteers
engaged as Community Drug Distributors (CDDs), Town Announcers (TAs) and Lead Mothers (LMs). While the
community volunteers serve as the frontline service providers, the government health workers play supervisory roles
at different levels. The adhoc personnel are expected to attend trainings for 2 days and work for between 4 to 6 days
in each of four cycles during SMC implementation. SMC cycles are at intervals of one month, mostly from July to
October. The biometric system is expected to have about 40, 000 adhoc personnel stated in table 1 below:
Table 1: SMC personnel
Personnel Bauchi
10 LGAs
Kebbi
21 LGAs
Jigawa
27 LGAs
Sokoto
23 LGAs
TOTAL
81 LGAs
State officials 10 21 27 23 81
LGA officials 50 105 135 115 405
Health Facility Workers 1000 1500 1500 1500 5, 500
Community Drug Distributors 5000 7000 8000 8000 28, 000
Town Announcers 600 800 800 800 3, 000
Lead Mothers 600 800 800 800 3, 000
Total 7, 260 10, 226 11, 262 11, 238 39, 986
C2) SPECIFICATIONS
Malaria Consortium is looking for a firm with experience in web-based database development and management to
support the development and maintenance of the biometric system for the adhoc personnel for SMC programme in
Nigeria. The firm is expected to set up the database and attendance module, train MC staff and provide supportive
supervision for a minimum of three months.
Main features of the system
The biometric system should be a web-based platform that can:
 Register and store records of fingerprint, biodata and photo for a minimum of about 40, 000 adhoc
personnel
 Verify each personnel individually with their fingerprint each time they attend an activity. The
verification should be by fingerprint that will confirm all other biodata of that personnel on the system
 Allow multiple verification/attendance of Staff at the same time . A single system that allows a central
and state administrators to operate simultaneously
 Analyze attendance report for each staff with date, time and place stamps
 Allow database and attendance reports to be downloaded/printed/exported to payment platforms
 Allow designated Staff to login from various locations at the same time
 A back-up off-line storage system that can be uploaded later on the server.
Malaria Consortium RFP Page 4 of 22
 Easy navigation of the platform – easy to navigate through the app
 Integration data between Finance data and Biometric data (allow reconciliation with Finance)
Biodata of personnel to be captured
 Type of personnel (State, LGA, HFW, CDD, LM, TA)
 Number (ID) unique
 Full Name
 Highest Education Qualification
 Primary occupation
 Gender
 Date of birth
 State of residence
 LGA of residence
 Ward of residence
 Community of residence
 Can you speak Hausa Language?
 Phone Number
 Account name (to check it is same as personnel name)
 Account Number
 Name of Bank
 LGA of posting (CDDs, LMs and TAs only)
 Ward of posting (CDDs, LMs and TAs only)
 Health Facility of posting
 Passport-sized photograph
 Photo ID (to check personnel name and account name)
 Thumbprint
 Name of person nominating (Community Leader for CDDs, LMs and TAs)
Administration
The system should have the following administrators:
 Central Administrator (Data Analysis Specialist)
 State Administrators: One Administrator per State i.e Senior M&E Officers in each State
 Registrars/Enrollers: One Enroller per LGA i.e Cluster Supervisors/Field Officers/LGA TAs
Administration features
Central Administration State Administration Registrars/Enrollers
 Can Login
 Add/remove/modify
State Administrators and
Registrars/Enrollers
 Add/remove/modify
record of personnel
 Can search and view the
whole system (By ID,
State, LGA or Facility)
 Can login
 Can add/remove/modify
Registrar/Enroller for
his/her State
 Can generate and view
attendance list of every
personnel in his/her State
 Can view and edit records
of all volunteers in his state
 Can login
 Can register/enroll
personnel
 Can Capture
fingerprint
 Can Snap and upload
image to the system
 Can logout
Malaria Consortium RFP Page 5 of 22
 Can generate and view
records
 Can download and print
all records irrespective of
location
 Can logout
 Can logout
Main tasks of the vendor
 Provide specifications before procurement and certify procured hardware on delivery. The hardware
includes biometric thumbprint scanner, USB camera USB flash drive an

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