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RFQ for digitalized Accreditation Management System for CHPRBN

Banyan Global

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Job Description/Requirements

Request for Quote (RFQ) Number

RFQ-HWMA-00074

Issuance Date

October 21, 2024

Deadlines for Offers

October 30, 2024

Quotation Currency

Naira

Description

The purpose of this RFQ is to solicit the services of an ICT firm to develop the digitalized Accreditation Management System for the Community Health Practitioners Registration Board of Nigeria (CHPRBN)

Issuing Authority

Health Workforce Management (HWM) Activity

Contract No 7200AA18D00027/72062020F00009

Funded By

United States Agency for International Development (USAID)

Implemented By

BG Laurel International Services Nigeria LTD/GTE is a subsidiary of Banyan Global (hereafter ‘the firm’)

Contact

ionanuga@banyanglobal.com

Cc e.aiyenigba@hotmail.com

BG Laurel International Nigeria LTE/GTE is an owned subsidiary of Banyan Global, Inc, a women-owned small business and international development consulting firm committed to improving livelihoods through market approaches for a broad and lasting impact. Banyan Global is the prime recipient of the USAID Nigeria Health Workforce Management (HWM) Activity. The HWM Activity is a five-year task order to support the establishment of a cost-effective, well-trained, and motivated health workforce, particularly in targeted rural and remote areas of Bauchi, Ebonyi, Kebbi, and Sokoto States and the Federal Capital Territory (FCT).

The HWM Activity is supporting the Community Health Practitioners Registration Board of Nigeria (CHPRBN), to digitalize its accreditation management system used to assure the quality of education and training provided by the pre-service health training institutions under its authority.

The CHPRBN is mandated by Law to regulate the standards of education and practice of Community Health Practitioners in Nigeria, while also being tasked with the responsibility of reviewing such standards from time to time to meet the changing health needs of society. The quality management activities of accreditation help to maintain a high standard of professional practice and enforce discipline within the Community Health Practice profession. Hence, in 2024, the HWM Activity supported the CHPRBN to update its accreditation tools, a shift from a paper-based one-time-event system to an electronic system that promotes a culture of continuous quality improvement.

With this significant achievement, the leadership of CHPRBN is desirous of bringing more transformational changes towards strengthening the systems of the health training institutions - hence the need for the digitization of the accreditation process. However, CHPRBN still faces limitations in the ability (insufficient resources and capacity) to achieve all that is required to transform the accreditation system. Therefore, the rationale for this assignment is to develop a digitalized and functional accreditation software and build the capacity of the CHPRBN staff to fully operationalise the new system.

  • Introduction Offerors are invited to submit quotations for the services described herein in accordance with the instructions to Offerors and the terms and conditions of this request for quotations (RFQ). Issuance of this solicitation does not in any way obligate the firm or USAID to make an award nor does it commit the firm or USAID to pay for costs incurred in the preparation and submission of a quotation.
  • Offer Deadline and Protocol Offers must be received no later than 500 p.m. on October 30, 2024, by email. All offers must be emailed to hwmprocurement@banyanglobal.comPlease reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of the firm.
  • Questions Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 500 pm on October 24, 2024, by email. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that the firm believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding. Only the written answers issued by the firm will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of the firm, or any other entity should not be considered as an official response to any questions regarding this RFQ.
  • Specifications Please note that, unless otherwise indicated, stated brand names or models are for illustrative descriptions only. An equivalent substitute, as determined by the specifications, is acceptable.
  • Quotations Pricing must be presented in Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead.In addition, offerors responding to this RFQ are requested to submit the following
    • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license, Tax Identification Number (TIN), and their Tax Clearance Certificate (all legal business registration documents and tax identification numbers).
    • Individuals responding to this RFQ are requested to submit a copy of their identification card.
  • Delivery The delivery location for the items described in this RFQ is Nigeria/Abuja. As part of its response to this RFQ, each offeror is expected to provide an estimate (in days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.
  • Source/Nationality/Manufacture All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR
  • 228. The cooperating country for this RFQ is Nigeria. Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the prohibited country as determined by the U.S. State Department nor in a country on the sanctions list issued by the U.S. Treasury Department Office of Foreign Assets Control.
  • Taxes and VAT HWM is exempt from cooperating country taxes, duties, and VAT but will deduct withholding tax based on Nigeria tax law.
  • Eligibility By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. The firm will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.
  • Evaluation and Award The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, meets or exceeds the minimum required technical specifications, and is judged to be the best value based on the lowest price, technically- acceptable basis and delivery schedule.Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. The firm reserves the right to waive immaterial deficiencies at its discretion.Best-offer quotations are requested. It is anticipated that the award will be made solely on the basis of these original quotations. However, the firm reserves the right to conduct any of the following
    • The firm may conduct negotiations with and/or request clarifications from any offeror prior to award.
    • While preference will be given to offerors who can address the full technical requirements of this RFQ, the firm may issue a partial award or split the award among various offerors, if in the best interest of the firm.
    • The firm may cancel this RFQ at any time.
      • Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the firm for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. The firm, at its sole discretion, will make a final decision on the protest for this procurement.
  • Terms and Conditions This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate the firm or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. This solicitation is subject to the firm’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply
    • The firm’s standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
    • Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S. flag carriers/vessels.
    • United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
    • The title to any goods supplied under any award resulting from this RFQ shall be passed to the firm following delivery and acceptance of the goods by the firm. The risk of loss, injury, or destruction of the goods shall be borne by the offeror until the title passes to the firm.
    • The firm is not obligated to pay for or reimburse any costs associated with responding to this RFQ nor is it obligated to award a contract in response to this RFQ.
    • All eligible offerors may NOT be registered to do business in a prohibited country as determined by the U.S. State Department nor in a country on the sanctions list issued by the U.S. Treasury Department Office of Foreign Assets Control.
    • Goods purchased shall not be from a prohibited country as determined by the U.S. State Department. Goods and services are furthermore subject to the Buy American Act and Foreign Assistance Act, which gives priority to U.S. manufactured goods and services.
    • The prime contract has been assigned geographic code 935; therefore, goods and services may only be purchased from the United States, developing countries, and the cooperating country.
    • The firm expressly reserves the right, at its sole discretion, to cancel the selection process without making a selection.
    • The terms and conditions expressed here govern only the selection of the implementation partner. Their actual performance of the activities contemplated under this RFQ shall be governed by a contract between the selected supplier and the firm.

SCOPE OF WORK

The service provider will be expected to carry out the following tasks between November 2024 and March 31, 2025

TASKS FOR THE PRE-DEVELOPMENT PHASE

  • Review the manual accreditation process and past digitization efforts to draw lessons for this assignment in collaboration with CHPRBN and other relevant stakeholders. This will involve a detailed process analysis to re-engineer the manual process for digital integration. It will also include a systematic examination of the current process to identify inefficiencies, bottlenecks, and areas for improvement.
  • Develop a visual of the accreditation process from start to finish. This will include the timelines, persons/institutions responsible, dependencies, float/lag time, tools, cost, etc. This is expected to include the following
  • Process identification
  • Documentation of the current manual processes
  • Analysis of the current process performance
  • Develop the architecture for the electronic accreditation management system.


Design an ideal or "future state" process informed by insights from the analysis, addressing the identified areas for improvement in the current system. The framework of the electronic accreditation system will align with the newly revised CHPRBN accreditation tool.

DELIVERABLES FOR THE PRE-DEVELOPMENT PHASE

PowerPoint presentation containing

  • A visual representation of the current accreditation process
  • An analysis of the current process performance (highlighting bottlenecks and inefficiencies in the process if any), and innovative ideas for improvement.
  • Lessons learned from previous efforts to digitize the system.


TASKS FOR THE DEVELOPMENT PHASE

  • Develop an online accreditation system for the CHPRBN using the newly revised CHPRBN accreditation tool. The system will contain the following features
  • User Management
  • Allows users to create accounts, log in securely, and manage their profiles.
  • Specifies the user roles and responsibilities within the system (e.g., administrators, assessors, applicants i.e., the schools) with varying levels of access and permissions.
  • Workflow Automation
  • Automates the accreditation process workflow, including submissions, reviews, approvals, and renewal processes.
  • Application Management
  • Enables applicants to submit accreditation applications electronically through the system.
  • Provides a dashboard for applicants to track the status of their applications throughout the accreditation process.
  • Defines a systematic workflow for reviewing and evaluating accreditation applications, including assignment of applications to reviewers and evaluators.
  • Incorporates criteria and standards for assessing accreditation applications, with the ability to customize criteria based on accreditation types.
  • Provides tools for reviewers and evaluators to make accreditation decisions, including approval, rejection, or request for additional information.
  • Sends automated notifications to applicants regarding the status of their applications, decisions made, and next steps in the process.
  • Allows applicants to upload required documents and evidence to support their accreditation applications.
  • Is linked to the CHPRBN’s database of schools and assessors with the capability to generate school-specific reports, summary findings, gaps identified and summary scores.
  • Documentation Management
  • Maintains a centralized repository for storing accreditation-related documents, including applications, supporting evidence, review reports, and decision records.
  • Ensures version control and document history tracking to maintain the accuracy and integrity of accreditation documents.
  • Tracks and monitors compliance with accreditation standards, regulations, and requirements.
  • Assigns and tracks tasks related to accreditation activities, such as document preparation, assessment scheduling, and compliance audits.
  • Contains tools for communication and coordination among accreditation teams, reviewers, and stakeholders involved in the accreditation process. This may include messaging features, discussion forums, and notification alerts.
  • Capable of generating comprehensive reports on accreditation status, performance metrics, compliance trends, and audit findings.
  • Able to generate customizable reports and analytics to track accreditation trends, performance metrics, and compliance with accreditation standards.
  • Presents data in visual formats such as charts and graphs for easier analysis and decision-making.
  • Maintains a detailed audit trail of accreditation activities, changes, and approvals for accountability and compliance purposes.
  • Implements robust security measures to protect sensitive accreditation data, including encryption, access controls, and regular security audits.
  • Ensures compliance with relevant data protection regulations and industry standards governing accreditation processes.
  • Can accommodate growth in accreditation activities and increasing volumes of applications over time.
  • Is flexible enough to adapt to evolving accreditation standards, regulations, and organizational requirements.
  • Training, Support, and Maintenance
  • Provide comprehensive training materials and resources (user guidelines) to help users navigate the electronic accreditation system effectively.
  • Offer ongoing technical support and assistance to address any issues or questions users may encounter while using the system.
  • Conduct thorough testing to identify and rectify any bugs or issues in the software.
  • Ensure compatibility with different devices and browsers.
  • Implement measures to safeguard against cybersecurity threats.
  • Provide regular software updates and maintenance to ensure optimal performance and security.
  • Cloud Hosting
  • Recommend a server and cloud backup of robust capacity where all information from this scope of work can be uploaded and stored.
  • Ensure complete ownership of the software and the products of the entire scope of work by the CHPRBN (All source codes, digital assets, instruments, documents, guidelines, handbooks, reports, articles etc. developed by the technical assistance of this assignment would be considered property of the CHPRBN with intellectual rights).


DELIVERABLES FOR THE DEVELOPMENT PHASE

  • A fully functional, robust, and fit-for-purpose accreditation application software tool, developed in collaboration with the CHPRBN based on minimum requirements. This tool will be linked to a database of schools and assessors. The software should automatically generate school-specific reports or summary scores based on inputted findings, identified gaps, or deficiencies. It must demonstrate seamless operation, user-friendliness, and functionality both online and offline. Additionally, it should operate effectively across multiple platforms.
  • A comprehensive database of all relevant schools, including accreditation due dates, which will be generated by the new accreditation system and automatically communicated to schools for their preparation.
  • A database of assessors, linked to the new accreditation system, capable of generating appointment letters to inform selected assessors about their participation in upcoming accreditation activities.
  • A robust server with sufficient capacity for uploading and storing information along with recommended cloud storage solutions for each deliverable.
  • Capacity-building initiatives implemented for relevant CHPRBN staff to ensure they can operate the software effectively, accompanied by standardized user guidelines for reference.
  • An electronic component of the current CHPRBN Integrated Supportive Supervision tool will be developed and integrated into the new accreditation system.
  • Necessary technical support will be provided to CHPRBN regarding software application, ensuring CHPRBN’s complete ownership of the software and all outputs from this entire scope of work.


Minimum Requirements For The Firm

Proposals should include the following

  • Company Profile An overview of the firm's experience, expertise, and relevant projects.
  • Personnel An overview of the firm’s staff to carry out the SOW e.g. but not limited to Project Manager, Software Developer/Programmer, Quality Assurance (QA) Engineer, User Experience (UX) and User Interface (UI) Designer.
  • Proposed Solution Approach to developing the electronic accreditation system, including key features and technologies.
  • Project Timeline A detailed timeline for each phase of the project, from development to implementation.
  • Cost Estimate Break down the costs associated with software development, testing, training, and ongoing support.
  • References References from past clients who can attest to the quality of previous work conducted by the firm.











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