TERMS OF REFERENCE FOR CONSULTANCY 

1. Background

Rwanda has been consistently demonstrating notable progress towards achieving global and regional target for immunization over the past two decades. The DPT3 vaccination coverage has increased by 14.1% from 84.9% to 99%, and the proportion of fully immunized children increased significantly by 26.2% from 69.8% to 96%. This remarkable success is attributable to the strong political commitment and effective leadership, making Rwanda benchmark in immunization in the Africa Region.

Many factors are contributing to the immunization success of Rwanda, including the government commitment to make immunization a priority as to ensure every eligible person has the right to access immunization services. In collaboration with partners, the government invested in improving access to immunization services, by increasing services delivery points through fixed and outreach strategies, strengthening vaccine supply chain and logistic, and ensuring performance monitoring through supportive supervision, data management and use. Capacity has been strengthened at all levels of the health system to reinforce the management for the program operations at national and subnational levels for vaccination service delivery. 

In the framework of ensuring access to immunization services for every child, the country shifted from Reaching Very District (RED) to Reaching Every Child (REC) approach to minimize the number of unimmunized children.

2. Justification

Microplanning is crucial for ensuring the effective delivery of immunization services. It enables a detailed, bottom-up approach that considers the specific needs, demographics, and challenges of individual communities. This granular level of planning leads to higher coverage, better outcomes, and more efficient use of resources, through identifying and fixing challenges to reach underserved areas. Using traditional paper-based microplanning, capacity of health centers has been built to use this tool for reaching every child. However, it has been observed that paper-based microplanning can be time-consuming, error-prone, and slow to update, and this can hinder the effectiveness of immunization services delivery. 

As Rwanda immunization program is embarking towards full digitalization, introducing digital microplanning is of great importance to address challenges related to the traditional paper-based microplanning and therefore improve efficiency and effectiveness for services delivery. Digital tools such as mobile data collection, GIS mapping, and real-time dashboards, can support to more accurately identify target populations, map vaccination sites, and monitor coverage in real time. This enables better coordination of resources, timely identification of missed areas, and response to challenges. Digital microplanning will also enhance transparency and accountability by providing reliable data for decision-making, ultimately leading to increased vaccination coverage. 

3. Objectives 

The main objective of the consultancy is to support the MOH to develop and deploy the digital microplanning tool, including the design, testing and training of end users. Specifically, the consultancy firm will support:

1. to design, test and validate the digital microplanning tool
2. to ensure capacity building of health professionals on digital microplanning

4. Work assignment 

 The consultancy firm will be requested to conduct the following activities:

1. coordinate with the Rwanda Biomedical Center/VPD program to collect all the information necessary to the development of digital microplanning tool
2. Design the tool based on data collected 
3. Support to test and validate the tool
4. Support to organize and facilitate training of trainers
5. facilitate cascade training of users including health care workers from District Hospitals and Health Centers

5. Deliverables

1.Inception report: should include the brief summary of the assignment, objectives methodology approach, tasks of the team members, implementation timelines and deliverables

2. Digital microplanning tool tested and validated: Microplanning tool developed, tested and validated for functionality and accuracy of all the elements for microplanning including user role management (admin, data entry, supervisor, etc.), catchment area mapping, population inputs, target setting, resource and session planning, micro plan generation and export, review and approval workflow
3. End user trained on the utilization of the tool: vaccination focal points from health facilities trained on the use of the tool
4. Completion report submitted: full report including activities conducted, outputs, challenges encountered during the implementation and recommendations for the future or next steps.

6. Scope of work

The work will be performed in collaboration with the Maternal Child and Community Health (MCCH)/Vaccine Program Unit within the Rwanda Biomedical Center. The RBC/VPD program unit will collaborate with the consultancy to coordinate the development process and will support for facilitating the communication with relevant stakeholders for a smooth implementation of the activities.

7. Qualification

The consultancy firms applying for this assignment must meet the following qualifications:

1. Being registered in Rwanda Development Board (RDB). This registration is proven by the provision of a certificate 
2. Proven extensive working experience on DHIS-2 software features development and integration
3. Good knowledge of immunization program and health information data flow in Rwanda
4. Having experience in digital microplanning development and deployment would be an asset. 

8. Proposal documents and submission 

The consultancy firm will submit the technical and financial proposals. The technical proposal should be a narrative which includes the following: 

• Proof of registration in Rwanda Development Board (RDB)
• Firm expertise and experience proven by well documented experience in the domain
• Proposed approach, methodology and timeframe for each deliverable;
• Details of days per team member articulated against a workplan of activities 
• Staffing structure, including staff Curriculum Vitaes (CVs);
• Certificates of completion of past works 

The financial proposal shall include the activities and budget details. Interested firms shall submit their offers with their full address to afwcorwbids@who.int no later than 24th October 2025

9. Selection and contract signing

After analysis of proposals, WHO Rwanda will notify the winner in writing and call for discussion followed by contract signing if fully agree. The work is expected to start immediately after contract signing.

WHO Rwanda reserves the right to cancel any or all the proposals without assigning any reason thereof.

Done at Kigali, 08 October 2025