Development and introduction of eVLMIS (Electronic Vaccine Intelligence Network System#VaxIN") to support EPI, MOHFW for strengthening the Immunization Supply chain.

UNICEF

Development and introduction of eVLMIS (Electronic Vaccine Intelligence Network System#VaxIN") to support EPI, MOHFW for strengthening the Immunization Supply chain. Request for proposal

Reference: LRPS-2023-9181811

Beneficiary countries or territories: Bangladesh

Published on: 30-Mar-2023

Deadline on: 23-Apr-2023 11:00 (GMT 6.00)

Description

Title of the assignment

Development and Introduction of eVLMIS (Electronic Vaccine Intelligence Network System). " VaxIN"

Purpose

To support EPI, MOHFW for strengthening the Immunization Supply chain

Location

Nationwide

Estimated Duration

24 months (tentative start date: 15th May 2023)

1. Background

The Expanded Program on Immunization (EPI) is one of the most extensive public health programs globally, and its effectiveness is dependent mainly on the immunization supply chain. In Bangladesh, the EPI started in 1979 with BCG, DPT, Measles, OPV, and TT Vaccine, and over the years, MR, PCV, IPV, TD, and vaccines were introduced in the program. In the future, HPV, TCV, JE, and RVV will be part of EPI soon. Every year the country targets 3.8 million children (less than one year of age), 2.5 million girls (10 years of age), and 6 million women (15-49 years of age) for a vaccination with 100.9 million doses of Routine vaccine annually and 299.4million doses of Covid-19 vaccine in last two years along with syringes.

The Covid vaccination is being managed under EPI, where a large number of different types of vaccine and stock receipt supply to all districts are taking place.

EPI manages all routine and covid vaccines and logistics with the DHIS2.0 tool and periodic monitoring. It is evident that the EPI stores receive and supply a huge quantity of vaccine logistics with a manual database and monthly stock updating. As a result, there is no store-wise real-time stock visibility regarding stock out, expiry date alert, adequacy, VVM & expiry date sorting.

An important aspect of efficient supply chains is full transparency of supply and demand information, allowing for informed decisions and actions. This enables district managers to, for instance:

Quickly resolve stock shortages of vaccines, diluents, or injection devices
Avoid expiry-related risks by adjusting stock levels
Trace the origin of a batch/lot in the event of a recall
Identify and fix broken refrigerators to restore a site's operation.

The real-time tracking of vaccine stock status by batch/lot, expiry, VVM, and adequacy of each store could be ensured for decision-making on effective and efficient supply chain management through a robust Vaccine and Logistics Management Information System (VLMIS) incorporating advanced technology like Big data, Machine learning, Deep learning, AI and Blockchain technology into the solution for an end to end efficient VLMIS system and supervised automation of the process to minimize errors.

The government of Bangladesh has developed a "National Blockchain Strategy, Pathway to be Blockchain-enabled nation." where GoB aims to formulate plans to build a blockchain-integrated national information infrastructure and integrate online services with a suitable blockchain platform, which can bring huge benefits to government service delivery models. This strategy is an effort from the Government of Bangladesh that recognizes the need to explore different advanced technology like Big data, Machine learning, AI and blockchain technology to advance its technical capacity, increase efficiency in e-Governances, and foster innovations. It is also emphasized that there are potential stakeholders (ministries), including MoH, where the platform could be used to track medical supplies with patient records effectively and efficiently.

According to the World Bank report, typical benefits sought through use of advanced technology in supply chain management are –

Increased efficiency in decision-making.
minimization of vaccine wastage.
the exploitation of economies of scale;
and keeping pace with evolving best practices in managing and technology,
reduced cost by avoiding deterioration of vaccines due to disrupted cold chain,
scalable, able to withstand high amounts of data, and verifiable and auditable in real-time.

So, DGHS aims to introduce a very robust system which shall be an immutable ledger for recording transactions, tracking assets, and building a trusted immunization supply chain system not only to do the retrospective analysis and visualization rather predictive analysis using data on utilization of vaccine in the past, coverage, vaccine wastage etc with the help of Machine learning and AI technology And visibility of product data throughout the supply chain enables traceability of every product, reducing risk and improving quality assurance and accountability for the valuable products flowing through the system. The system can learn from the human activity and assist the people in many ways through sending reminders and alert on stock out and scoring the facilities based on their efficient level of supply chain including the stock maintenance, temperature management. Incorporating advanced technology into new supply chain management system will make the system more efficient and sustainable for longer duration and scalable with minimum staff. Building an inbuilt Chatbot as a personal assistance to learn from the system and assist the users and managers to take smart decision. AI chatbot responds to questions posed to it in natural language as if it were a real person. It responds using a combination of pre-programmed scripts and machine learning algorithms. When asked a question, the chatbot will answer using the knowledge database that is currently available to it. It may assist on Supply Chain Planning, Order Management, Inventory Management even as Virtual Assistants learning form whole system and process.

2. Immunization Supply chain levels:

Primary Store – Central EPI store

Lowest Distribution point – District store

Service Delivery Level- Upazilla/CC/Municipality store

692

Total Cold chain point

757

3. Objectives:

To establish real-time tracking tools for vaccine and logistic stock & cold chain temperature till last mile storage points for real-time visibility at all levels.
Ensure the supply of vaccines and logistics as per consumption and requirement to maintain adequate stock at all levels
Track temperature to ensure the functionality of Cold chain equipment and maintain the vaccine potency.
Integration of daily vaccination programme performance and management.

Pathway to achieve:

Standardizing stock keeping and distribution procedures

User friendly mobile based app

Innovative use of modern technology

New edge server hosting

Real time stock and temp visibility up to last mile

Capacity building

4. Description of eVLMIS implementation modality:

The eVLMIS is to be designed to cater all cold chain stores, starting from National to last-mile stores. The tool must have web and mobile versions (iOS and android) for each level of stores. The eVLMIS will have different modules in both web and mobile versions and will be implemented in a phased manner.

Module 1: Vaccine Arrival report

The vaccine arrival report enabled with eVLMIS with all parameters
Approval facility
Print & email notification of the VAR
QR coding facility for stock
Provision to integrate with UNICEF VAR application.

Module 2: Vaccine & Syringe inventory

Inventory Management from manufacturer to the last mile
Batch & Expiry Management
Replenishment Optimization
Zero/Min/Max stock
Issue net utilization
Adjustment/stock count
Transaction details
Wastage (open vial/closed vial)

Module 3: Order Management

Indent – issuing/receiving facility
Allocation
Dispatch
Shipped
Fulfilled

Figure 1 Proposed model

Module 4: Intelligent Demand Forecasting

Consumption-based
Min/Max based
Auto indenting

Proposed Model

Module 5: Role based access control and store management

User role- storekeeper, Manager, Administrator
Intra/inter transfer
Store assignment

Module 6: Real time Geo-tracking & Location services

Store-wise stock tracking through geolocation
User/transaction of facility tracking through geolocation

Module 7: Transport Routing & Scheduling

Transport mapping of the district as per the route
Scheduling alert as per route

Module 8: Integrated Temperature Monitoring of all CCE

Cold chain inventory with functional status (Working, under repair, beyond repair, Condemned, Standby & Defrosting)
Maintenance of Cold Chain equipment
Temperature Logger pairing/integration
RFID devices to test feasibility (any other options)
Alarm (Hot/Cold)

Module 9: SMS Integration

User password security alert
Expiry date/Min/Max/zero stock alert
Transaction alert
Temperature breach alert
Shipment alert

Module 10: Data visualization & analytics

The key indicator of vaccine Logistics, old chain equipment, and Temperature needs to be monitored end to end as below:

Stock status with (closing stock, Issue, Receipt, Discard)
Stock adequacy (min/max/zero)
Temperature status normal/hot/cold
User activity
Transaction status
Consumption status
Shipment status
Additional indicators as per requirement

Module 11: Campaign Management: The system should be able to manage the vaccine related to campaign separately to be able to calculate the demand, allocation, utilization, wastage etc separately, but it should be integrated into the routine system. Campaign vaccine integration

Microplanning,
Stock issue/receipt
Stock net utilization and wastage
Indenting

Module 12: Virtual Assistant

The virtual assistant/Chatbot will provide information on frequently asked questions and solutions integrating with AI engine.
Provide information on current vaccine status periodically to the user and manager
Provide technical information on immunization supply chain

Module 13: Data integration & sharing

Share server, database, application-level authentication, source code & documentation with MIS, DGHS & UNICEF to enable the direct extraction of data from the database.
Support UNICEF technical team in extracting database level from the system
Develop API as per requirements
Stock status data integration with DHIS2. Extract supply chain data from eVLMIS applications to support comparative analyses of health services and product consumption trends.

5. Server Administration:

A highly scalable server will be installed at MIS, DGHS to support large-scale data collection & reporting.
Configure finely tuned database for large-scale data entry and reporting
Ensure regular automated data back.

Platform and Infrastructure Architecture

The proposed solution should support multi-environment deployment (development, testing/staging, production). The proposal should also mentions basic hardware (front and backend), network and software requirements for the best user experience.

The system will be deployed at MIS, DGHS data center. All tools that will be required for the system development should be Open Source (Apache License, BSD 2/3, GPL, LGPL, MIT license, Mozilla Public License, Common Development and Distribution License, Eclipse Public License). For storing data Open-Source database should be used preferably (MySQL, PostgreSQL). Using or integration of advanced technology like Big data, Machine learning (both supervised and unsupervised), AI and Blockchain technology could be considered. The solution should follow supply chain best practices within the principles of interoperability and security of national data. In addition, the customized solution should be able to replicate in other countries, especially low- and middle-income countries if required.

Support, maintenance, and upgrades

The Proposer shall also provide the following:

At least one (1) year warranty free of cost, preferably two (2) years, from the date the solution goes into Production, for the implemented solution, including configurations and customizations.
The proposed eVLMIS solution shall be sustainable and future-proof. The response must provide a roadmap for the next 3-5 years showing upcoming releases and further innovative features. The proposed solution, including the client system, shall be supported and be available for the next 3-5 years within the upcoming releases. It should include the company's policy regarding support of releases of software and Product End of Life.
The response must include information on the security test and the standard security updates and application upgrades.
Post-baseline changes to the system and application should be documented (version/build number) and a description via a formal change management process. The Proposer shall report the following information about patches, at a minimum: type, version, reason, and post-test results after implementation. Patches that fail testing will also be recorded and documented. The Proposer should clearly define the procedure to handle escalation issues, bugs, and service packs.

Scalability:

The proposal should include evidence of capability and previous implementations related to the requirements. It should also highlight all key considerations for scaling up or down the proposed eVLMIS solution. The system should be scalable to be able to incorporate other medicinal products or integrate with the other general supply chain system which is in use by the Ministry of Health such as contraceptives, medicines, diagnostics products, medical devices, nutritional commodities, and consumables.

Integration and Interoperability:

The proposal must indicate if the system was developed considering the Principles for Digital Development. e.g., the system must use open source, open data, and open standards for interoperability with existing systems. If not open source, there must be a strong justification for using proprietary software and explaining how the software aligns with the national standard. In this case, the vendor must provide a developer guide to allow for updates/modifications to the system. There must be flexibility to read data from different sources using APIs to pull and integrate data. The APIs must be well-documented and included in the final initiative deliverables. The system should allow bulk data downloading in different formats (machine-readable and documents – e.g., PNG, CSV, JSON, Excel, PDF, PowerPoint).

The system should have a design to integrate or be interoperable with the existing e-Tracker system DHIS2 and open SRP. The proposal must include the associated effort and costed work plan for the integration or interoperability.

6. System characteristics

Performance: speed of processing, load capacity, efficient use of communication data channels
Accessibility: Web-enabled and capable of operating offline for routine workflows, mobile optimized, GPRS compatible for GSM data exchange, local server or cloud-based hosting options
Compatibility: includes open standards for data exchange includes open standards for data exchange of key metadata, facilities and products, (interoperability) using industry data standards (e.g. GS1 and HL7), support for data acquisition from barcode readers and remote temperature monitoring devices.
Usability: ease of use and learning, user-centred configuration, real-time data verification and feedback, calculated values, user guides/FAQ/training manual.
Reliability: recoverability, accommodates irregular power and connectivity
Security: firewall, access privileges, auditability, etc.
Maintainability: documentation, software support, local administration control, etc.
Portability: accommodates changes in ICT infrastructure, extensibility for new services or functionality
Collaboration: enables real-time collaboration between managers and field staff
Documentation and learning: Built-in access training modules (e.g. Videos, how-to tips), and integrated user support (e.g. right-click or mouse-over explanatory balloons)
Administration: master data, language, version

7. Deliverables and Time Frame

Reports:

Tasks

Time frame

Inception report

2 weeks

Software Requirements Specification (SRS) report

3 weeks

Each module test report/progress report

After each module develop

Each module user manual

After each module develop

Complete system test report (UAT report) and field testing

After each module and final module development

Administrative manual

After final module development

Detail source code with documentation

After final module development

Comprehensive user manual

After final module development

Software Modules (Web and Mobile versions (iOS & android)):

Tasks

Product/deliverables

Time frame

Module 1: Vaccine & Syringe inventory

Inventory Management from manufacturer to the last mile

Batch & Expiry Management
Replenishment Optimization
Zero/Min/Max stock
Issue net utilization
Adjustment/stock count
Transaction details
Wastage (open vial/closed vial)

3 Months

Module 2: User & Store management

Role assignment

User role- storekeeper, Manager, Administrator
Intra/inter transfer

Store assignment

1 Month

Module 3: Demand Need Forecasting

Vaccine requirement forecasting

Estimated Target based
Consumption based
Min/Max based
Auto indenting

15 days

Module 4: SMS Integration

SMS alert for action

User password security alert
Mini/zero stock alert
Transaction alert
Temperature breach alert
Shipment alert

15 days

Module 5: Order Management

Ordering of indent to fulfillment

Indent – issuing/receiving facility
Allocation
Dispatch
Shipped
Fulfilled

1 month

Module 6: Vaccine Arrival report

The vaccine arrival report enabled with eVLMIS with all parameters

Approval facility
Print & email notification of the VAR
QR coding facility for stock in
Provision to integrate with UNICEF VAR application.

15 Days

Module 7: Geo-tracking & Location services

Geo-mapping of stores with stock visibility

Store-wise stock tracking through geolocation
User and transaction of facility tracking through geolocation

1 Month

Module 8: Transport Routing & Scheduling

Route mapping of vaccine distribution scheduling

Transport mapping of the district as per the route
Scheduling alert as per route

15 Days

Module 9: Integrated Temperature Monitoring of all CCE

Cold chain inventory with real-time temperature visibility

Cold chain inventory with functional status (Working, under repair, beyond repair, Condemned, Standby & Defrosting)
Maintenance (Preventive and corrective) of Cold Chain equipment
Temperature Logger pairing and integration
Alarm (Hot/Cold)
API to integrate with any remote temperature management solution which can be integrated within this system

1 month

Module 10: Data visualization & analytics

Vaccine Logistics, Cold chain equipment, Temperature monitoring indicators, and dashboard

Stock status with (closing stock, Issue, Receipt, Discard)
Stock adequacy (min/max/zero)
Temperature status normal/hot/cold
User activities
Transaction status
Consumption status
Shipment status

1 month

Module 11: Campaign Management

Campaign vaccine inventory management

Campaign vaccine integration
Stock issue or receipt
Stock net utilization
Wastage calculation
Indenting

1 month

Module 12: Virtual Assistant

Develop virtual assistant / ChatBot

The virtual assistant/Chatbot will provide information on frequently asked questions and solutions Machine learning and AI technology.
- Integrating with an AI engine.
Provide information on current vaccine status periodically to the user and manager mainly the recent update and critical information like potential stockout, required maintenance of the cold chain equipment based on the remote temperature and preventive maintenance plan etc
Provide technical information on immunization supply chain

1 Month

Module 13: Data integration & sharing

Share server, database, application-level authentication, source code & documentation with MIS, DGHS & UNICEF to enable the direct extraction of data from the database. Support UNICEF technical team in extracting database level from the system
Develop API as per requirements
Stock status data integration with DHIS2. Extract supply chain data from eVLMIS applications to support comparative analyses of health services and product consumption trends.

1 month

Capacity building

Capacity building on eVLMIS for the National level officials

Regular monitoring and troubleshooting – for two years from development to handover the system to MoH.

8. Reporting requirements

An Inception Report should be submitted two weeks after the start of the assignment. Followed by SRS document, which contains a detailed description of the functional and non-functional requirements, system design, database design, user interface design, deployment architecture, and software testing requirements, should be submitted.

After this point, written monthly reports should be submitted by email by the 1st week of the following month. Monthly progress meetings will be held in DGHS/UNICEF. User manual, administrative manual should be developed before the end of the project. The complete source code should be provided at the end of the project.

9. Maintenance and support

In this proposal system maintenance and support with Service Level Agreements (SLAs) should be included, i.e. the scope of maintenance(free/paid), availability of focal person, maintenance payment terms/modality and SLAs should cover response times, and problem resolution times.

In the financial proposal, maintenance cost should be added as per maintenance payment modality described in the technical proposal.

10. Payment Schedule

10% of the total fee upon submission of the finalized inception report.
20% of the total fee for the development and support of modules 1-4
20% of the total fee for the development and support of modules 5-9
30% of the total fee development of modules and support of modules 10-12
20% of the total fee for the final handover of the application and documents at the end of the assignment.

11. Qualification requirements or Specialized skills/experience Required

Company Profile with a description of proposer's eLMIS expertise in nationally/globally.
The expertise of the company detailing general and specific experience with similar assignments in size, scope, and complexities in the past five years. Proposers are requested to back up their submissions by providing evidence in the form of a job completion certificate, contracts and/or references with contact details (name and title of the focal person, email address and mobile number etc.).
The proposer's prior experience in developing and implementing eLMIS, as well as their demonstrated ability to collaborate effectively with government entities.
The Proposer must be legally permitted to operate and have a license to carry out the required tasks in Bangladesh.
The Proposer must be established for more than 2 years and have direct experience in the required tasks, developing and deploying web- and mobile-based solutions for use in low-bandwidth, challenging work environments.
The Proposer or sub-Proposer operation must be aware and comply with UNICEF's/Government’s Information security Policy for websites/ICT App/API/documents, as well as design guidelines and accessibility policy and standards.

11a. Qualification requirement of the team (optional)

In addition, the project leader should:

Able to write clear, brief, analytical reports.
Boost a track record of undertaking such activities with reputed organizations, governments, or similar.
Length of similar experiences of the key team members, list of similar projects carried out by them etc.

12. Evaluation process and methods

Criteria

Description

Percentage of Evaluation

Professional expertise and track record of the bidder and the proposed eVLMIS.

Bidder must demonstrate the successful implementation and adaptation of the LMIS solution in some countries, with contexts similar to the CO in question with regard to resources and capacity.

Bidder must provide details of the implementation, including the year/duration and scope of the project as well as references and focal points from the prior implementations mentioned.

Status of development and use and the estimated level of customization required to meet requirements defined by the CO in the TOR

The product is offered as an off-the-shelf solution or adaptable off-the-shelf solution, and the bidder has an established track record of deploying digital solutions to support information management and/or product supply chain management; the proposed solution requires only essential configuration, and minimum customizations or use of third-party applications to meet essential requirements defined by the CO. Solutions that are still in development and have not been tested are not eligible while off-the-shelf solutions that will require extensive customization are least desired.

Scope of eVLMIS solution and options/modules or integration with industry applications for supply chain transaction management applications

The proposed eVLMIS solution for data management, analytics, and visualization incorporate options/modules/tools to adequately support supply chain transactions management in procurement, warehousing, transportation, asset management, and customer order processing OR the solutions can be integrated with existing or other third-party SC applications to support the full range of supply-chain functions.

Data Security and Privacy

Bidder should comply with local/national data security policies throughout the data lifecycle and has adequate mechanisms to handle security breaches.

Compliance with functional requirements

Data collection requirements

Data Validation requirements

Support of existing business flows through data analysis, reporting, and visualization (dashboards)

Integration with other existing systems (e-tracker /DHIS2/Open SRP)

Interoperability

Incorporating advanced technology (Machine learning, AI, Deep learning, Blockchain)

Configuration and access

Compliance with non-functional requirements

High-level requirements

Security, backup, and disaster recovery requirements

Technical training requirements

Project and change management requirements

Cost, pricing, and sustainability requirements

Documentation requirements (SRS, application level, User level-end user/server admin)

Human interface requirements

Reporting Requirements

Overall satisfaction with the product/Demo session

10%

Technical Proposal Total

70%

Financial Proposal

30%

100%

According to the standard procedure of UNICEF, technical proposals will be reviewed first by an evaluation panel (before opening the financial proposals) following the evaluation criteria described below in Table-1.

Table 1: Evaluation Criteria and distribution of points

Sl No

Category

Maximum Point

Professional expertise and track record of the bidder and the proposed eVLMIS.

Bidder must demonstrate the successful implementation and adaptation of the LMIS solution in some countries, with contexts similar to the CO in question with regard to resources and capacity.

Bidder must provide details of the implementation, including the year/duration and scope of the project as well as references and focal points from the prior implementations mentioned.

(5)

Status of development and use and the estimated level of customization required to meet requirements defined by the CO in the TOR

Scope of LMIS solution and options/modules or integration with industry applications for supply chain transaction management applications

Data Security and Privacy

Bidder should comply with local/national data security policies throughout the data lifecycle and has adequate mechanisms to handle security breaches.

Compliance with Critical Requirements

Data collection requirements

Data Validation requirements

Support of existing business flows through data analysis, reporting, and visualization (dashboards)

Integration with other existing systems (e-tracker /DHIS2/Open SRP)

Interoperability

Incorporating advanced technology (Machine learning, AI, Deep learning, Blockchain)

Configuration and access

(25)

Compliance with Desired and Optional requirements

High-level requirements

Security, backup, and disaster recovery requirements

Technical training requirements

Project and change management requirements

Cost, pricing, and sustainability requirements

Documentation requirements (SRS, application level, User level-end user/server admin)

Human interface requirements

Reporting Requirements

(10)

TEC presentation will be arranged by the bidders who will obtain the minimum qualifying scores after the desk review/Demo session

TOTAL POINTS FOR TECHNICAL PROPOSAL (min. passing score = 49 points)

For this RFP, the Technical Proposal has a total score of 70 points. Bidders must score a minimum of 49 points to be considered technically compliant and in order for the Financial Proposals to be opened. The financial proposal has a total score of 30 points.

The final selection of the bidder will be based on a quality and cost basis as specified in the RFP.

LRPS-9181811 Development and introduction of eVLMIS -Electronic Vaccine Intelligence Network System.pdf

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