RFQ for Hiring of a Technical Consultant (MIS Expert) for Development of MIS Tools and LHW  Monitoring Guidelines for WASH, Menstrual Health & Hygiene (MHH), and Infection Prevention  & Control (IPC) under the SWISH Project 

Procurement Reference No. PMU/WA/2026/08/22 

1. Indus Hospital & Health Network (IHHN) is a Non-Profit organization, which is growing rapidly  and expanding its Health Programs all over Pakistan. It has supported health programs in Pakistan  since 2007. IHHN provides quality healthcare absolutely free of cost to millions of deserving patients  through its countrywide network of hospitals in Pakistan. IHHN is now managing multiple tertiary  and secondary care Hospitals, Physical Rehabilitation Centres, Regional Blood Centres, Community  Health Centres, and various Public Health Programs spread across Pakistan. IHHN is also a recipient  of grants funded by international organizations. 

2. IHHN invites your quotation for the services as described in Part 1.  

3. The procurement shall be conducted in line with the Request for Quotation (RFQ) procurement  method contained in the IHHN Procurement Manual and procedures stated in Part 2. 4. Any resulting contract shall be subject to the terms and conditions detailed in Part 3.  5. The planned procurement schedule for this procurement (subject to changes) is as follows: 

6. Any queries should be addressed to the attention of Mr. Aamir Aslam through the email address  [email protected] prior to the request for quotation closing date. 

7. Please prepare and submit your quotation in accordance with the instructions in Part 1: Request for  Quotation Procedures or inform the undersigned if you will not be submitting a quotation.  

Indus Hospital & Health Network (IHHN), Project Management Unit (PMU), Community Health Directorate (CHD), Islamabad,  Pakistan 

T: +92 51 8312595-6 www.indushospital.org.pk

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

Part 1: Terms of Reference (TORs) 

IHHN through this document requires “Quotation for Hiring of a Technical Consultant (MIS Expert)  for Development of MIS Tools and LHW Monitoring Guidelines for WASH, Menstrual Health &  Hygiene (MHH), and Infection Prevention & Control (IPC) under the SWISH Project” – Procurement Reference No. PMU/WA/2026/08/22 

1. Background 

The Water Aid funded SWISH Project aims to improve the quality, safety, and sustainability of Water, Sanitation and  Hygiene (WASH), Infection Prevention and Control (IPC), and Menstrual Health & Hygiene (MHH) services within  Maternal, Newborn and Child Health (MNCH) settings in District Lodhran. The project seeks to strengthen both  healthcare facility-based systems and community-level interventions through improved governance, capacity building,  behavior change, and evidence-based monitoring. 

The project has recently completed a comprehensive IPC Needs Assessment, which has generated valuable baseline  information on the status of WASH, IPC, and MHH across the ten target health facilities. As the project transitions from  the assessment phase to implementation, there is a need to establish a standardized monitoring and reporting system  capable of tracking project progress, measuring improvements over time, and generating evidence to support decision 

making and policy dialogue. 

Pakistan’s public health sector currently utilizes several routine information systems, including the District Health  Information System (DHIS2) and the Lady Health Worker Management Information System (LHW-MIS), which collect  data on maternal and child health, disease surveillance, family planning, nutrition, and routine health services. However,  monitoring indicators related to WASH, IPC, and MHH at both health facility and community levels remain fragmented,  limited, and are not systematically integrated into routine reporting systems. Existing LHW monitoring tools primarily  focus on household registration, maternal and child health, immunization, and family planning, with relatively limited  emphasis on structured monitoring of hygiene behaviors, menstrual health management, environmental sanitation, and  IPC practices. 

In addition, national digital health initiatives increasingly emphasize strengthening community-level digital data collection,  interoperability with existing health information systems, and evidence-based decision-making. The National Digital  Health Framework specifically encourages digitization of community health information systems, including LHW-MIS,  and greater use of digital technologies for monitoring community health outcomes. Against this backdrop, the SWISH  Project requires a dedicated technical expert to develop practical and standardized MIS tools and monitoring guidelines  that complement existing Government systems while addressing project-specific information needs. 

2. Rationale 

Effective program implementation depends upon timely availability of accurate, reliable, and actionable data. While  routine Government reporting systems provide valuable program information, they do not adequately capture several  project-specific indicators relating to WASH functionality, IPC compliance, menstrual health and hygiene practices,  community outreach, behavior change communication, and quality improvement initiatives. 

The development of standardized paper-based and digital data collection tools will, therefore, enable systematic  monitoring of project outputs and outcomes across both healthcare facilities and communities. Likewise, the  development of standardized monitoring guidelines for Lady Health Workers will promote consistency in household  monitoring, supportive supervision, reporting quality, and integration of community-level WASH, IPC, and MHH  interventions with MNCH services.  

The proposed consultancy will strengthen routine monitoring systems, improve data quality, facilitate evidence-based  decision-making, and generate reliable information to demonstrate project achievements to the Government of Punjab,  WaterAid Pakistan, and other stakeholders. 

3. Objective 

To engage a qualified Management Information Systems (MIS) Consultant to design standardized digital MIS tools,  develop monitoring guidelines for Lady Health Workers (LHWs), and establish practical data flow, indicator reference,  data quality assurance, reporting, and future integration guidance to strengthen monitoring, reporting, supervision, and  evidence generation for WASH, IPC, and Menstrual Health & Hygiene interventions implemented under the SWISH  Project.

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

4. Scope of Work / Key Responsibilities 

The consultant shall undertake, but not be limited to, the following assignments: 

4.1. Review the existing Management Information Systems (MIS), reporting formats, registers, supervisory  tools, and monitoring practices currently used by healthcare facilities, the Lady Health Worker  Programme, and relevant Government departments for WASH, IPC, MHH, and MNCH services.  

4.2. Conduct consultations with the District Health Authority, LHW Programme representatives, LHSs,  LHWs, facility in-charges, MNCH/WASH focal persons, project staff, and relevant MIS personnel to  ensure that the proposed tools are feasible, user-friendly, and aligned with routine reporting practices. 

4.3. Review national and international best practices and recommend opportunities for harmonizing project  monitoring tools with existing Government information systems, particularly DHIS2 and LHW-MIS.  4.4. Map existing DHIS2, LHW-MIS, facility registers, supervisory checklists, SWISH Results Framework  indicators, and relevant WASH, IPC, MHH, and MNCH reporting requirements to identify overlaps,  gaps, and opportunities for harmonization. 

4.5. Design user-friendly paper-based and digital MIS data collection tools for monitoring WASH, IPC, and  MHH interventions at health facility and community levels.  

4.6. Define the digital MIS requirements, including whether the assignment will include digital form design,  prototype configuration, dashboard and reporting templates, technical specifications, interoperability  considerations, or recommendations for future digitization and integration. 

4.7. Develop standardized monitoring guidelines, supervisory checklists, reporting formats, and  performance indicators for Lady Health Workers (LHWs), LHSs, outreach workers, and facility-based  staff implementing community WASH-MNCH interventions.  

4.8. Design a clear data flow and reporting pathway showing how information will move from household  and community levels through LHWs, LHSs, facilities, district teams, project management, and  Government reporting channels. 

4.9. Include data protection and confidentiality provisions in the tools and guidelines, particularly for  household-level information, adolescent girls’ menstrual health information, and facility-level  performance data.  

4.10. Develop a monitoring framework that enables routine tracking of project outputs, outcomes, and quality  improvement indicators aligned with the SWISH Results Framework.  

4.11. Field-test the draft MIS tools and monitoring guidelines with a small sample of LHWs, LHSs, facility  staff, and project staff, and revise the tools based on feedback on usability, workload, clarity, reporting  feasibility, and data quality. 

4.11. Plan and conduct orientation and hands-on training sessions in Lodhran for healthcare providers, LHW  supervisors, outreach workers, and project staff on the application of the newly developed tools and  monitoring guidelines in collaboration with IHHN.  

4.12. Develop dashboard and reporting templates for monthly and quarterly project monitoring, facility  review, district review, donor reporting, and corrective action tracking. 

4.13. Submit finalized MIS tools, monitoring guidelines, training materials, and recommendations for future  integration with Government health information systems.  

[ 

5. Deliverables 

The consultant shall produce the following deliverables: 

i. Inception report and work plan. 

ii. Stakeholder consultation summary and validation notes. 

iii. Review report of existing MIS tools and monitoring systems. 

iv. Standardized paper-based and digital MIS data collection tools. 

v. Indicator matrix or indicator reference sheet covering WASH, IPC, MHH, MNCH, and community monitoring  indicators. 

vi. LHW Monitoring and Supervision Guidelines. 

vii. Monitoring checklists and reporting templates. 

viii. Data flow diagram and reporting responsibility matrix. 

ix. Data quality assurance and data use plan. 

x. Training manual and presentation materials. 

xi. Capacity-building workshops for project staff and LHW supervisors and training reports. xii. Field-testing or pilot-testing report with documented feedback and revisions made. 

xiii. Digital MIS specifications, form logic, dashboard requirements, and interoperability recommendations.

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

xiv. Final consultancy report incorporating comments from IHHN and WaterAid Pakistan, together with a final  handover package containing editable tools, source files, user guides, training materials, and recommendations  for future ownership, maintenance, and updating of the tools. 

6. Required Qualifications and Experience 

The consultant should possess: 

➢ Master's degree (or higher) in Public Health, Health Informatics, Health Information Systems, Epidemiology,  Information Management, Computer Science, or a related discipline. 

➢ Minimum 7–10 years of demonstrated experience in designing health information systems, MIS tools,  monitoring frameworks, or digital health solutions for public health programs. 

➢ Proven experience working with Government health programs, DHIS2, HMIS, LHW-MIS, MNCH, WASH,  IPC, or community health programs. 

➢ Demonstrated experience in development of monitoring tools, indicator frameworks, supervisory systems, and  capacity-building materials. 

➢ Strong understanding of routine health information systems, data quality assurance, monitoring and evaluation,  and digital reporting platforms. 

➢ Excellent report writing, facilitation, stakeholder engagement, and analytical skills. 

7. Expected Outcomes 

The consultancy will result in a standardized, field-tested monitoring and reporting system that strengthens routine  program monitoring, improves data quality, supports evidence-based decision-making, enhances supportive supervision  of community outreach activities, and enables systematic measurement of improvements in WASH, IPC, and MHH  indicators throughout the implementation period. The developed tools will include clear reporting pathways, indicator  definitions, data quality and data use mechanisms, dashboard/reporting templates, training support, and sustainability  recommendations to facilitate future integration with Government health information systems and contribute to  monitoring mechanisms beyond the life of the SWISH Project.

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

Evaluation Criteria: 

(a) The technical responsiveness shall be evaluated by award of marks based on the criteria indicated below, and  the pass mark shall be 49 (70%) 

(b) In case only one or two bidders pass technical evaluation, the purchasing entity shall proceed to evaluate financial  quotation(s) of the single bidder or the two bidders.  

(c) However, as a last resort, in case no bidder scores 49 (70%) and above, the purchasing entity shall select three  (03) firms with the highest scores and proceed to evaluate their financial bids

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

Price Schedule/Financial Bid: 

The price quotation needs to be sealed in a separate envelope marked as “Financial Proposal.” 30% weightage shall be assigned to the financial proposal. 

Costs to be included in the bid price shall be: 

• The unit and total rates in PKR including all applicable taxes.  

Note: To be filled, signed, stamped/sealed by the vendor and returned together with other required documents.  

Price Schedule Authorised by: 

Signature: ___________________________ Name: ____________________________ Position: ___________________________ Date: ____________________________

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

Part 2: Request for Quotation Procedure 

1. Preparation of Bids: You are requested to prepare the proposal as per above mentioned TORs.  

2. Validity of Bids: The quotation should remain valid for preferably thirty (30) days from the closing  date for quotation submission. In case of shorter validity period, IHHN at its discretion may  reject/accept the quotation.  

3. Amendment of request for quotation: At any time prior to the deadline for submission of quotation,  IHHN may modify the request for quotation document and changes shall be binding on all vendors. 4. Currency of the quotation: Quotation shall be priced in Pakistan Rupees (PKR).  5. Sealing and marking of quotations: Quotation should be sealed in a single envelope, clearly marked  with the subject of procurement, procurement reference number and supplier’s name.  6. Address of quotation submission: Bids should be submitted by hand or courier at the below  address:  

Indus Hospital & Health Network, 

Project Management Unit,  

Plot No. 32, Street No. 36, First Floor, I&T Centre, G-10/4, Islamabad. 

7. Password Protected Quotes via Email: Quotations may also be submitted via email as per the  below instructions:  

a) Password Protected Quote should only be emailed to [email protected] b) While the password of the same should be shared only to [email protected] c) No one should be in CC for password email. 

8. Deadline for quotation submission: Quotation must reach at the mentioned address by/before the  date & time mentioned in cover note, late submission after the given date and time shall not be  acceptable. 

9. Opening of quotations: Quotation shall be opened internally by IHHN management. Supplier’s  representatives are not permitted to attend the opening.  

10. Correction of arithmetic errors: IHHN shall correct any non-material arithmetic errors in the bid  price provided that such corrections do not constitute amendment of quoted unit prices.  11. Negotiation of prices and delivery schedule: IHHN may negotiate with the selected vendor(s) to  bring the prices within the market range, align prices with the previous IHHN contract prices,  accommodate offer of discounts and donations and/or finalize the delivery schedule. 12. Award Decision: After identifying the market competitive rates in compliance with scope, IHHN  reserves the right to issue the contract to single or multiple bidders. The selection of bidder shall not  be made on the basis of lowest prices only; quality of services shall be the decisive factor as well. 13. Formation of contract: Formation of a contract shall be by either issuing a Purchase Order/Work  Order or by signing a contract. 

14. Right to Reject: The purchaser reserves the right to accept or reject any quotation or to cancel the  bidding process and reject all bids at any time prior to contract signing.

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22 

Part 3: Contract Terms and Conditions 

1. Payment terms: Payment shall be as per the above given schedule. All payments shall be made upon  delivery/submission of satisfactory services/milestones, through Account Payee Cheque, less any  statutory taxes as per the Income Tax Ordinance 2001 (as amended).  

2. Liquidated damages: Liquidated damages shall not apply unless otherwise specified. When  specified, liquidated damages shall be 5% of the Word Order/contract price per day of delayed  delivery of services, counted from the delivery date stated in the WO or agreed by the parties. The  maximum liquidated damages shall be 10% of the contract price, followed with termination of the  contract. IHHN reserves the right to cancel part or all liquidated damages on mutual agreement with  the vendor.  

3. Compliance to specifications: Bidders shall comply with the minimum specifications and  requirements/ToRs in Part 1 during quotation submission and contract implementation.  4. Price variations: Within the bid validity period, any request for change in prices shall not be accepted. 5. Use of contract prices by other IHHN partner programmes and organisations: Within the  contract validity period, the purchaser and its partner programmes and organisation may utilize the  contract resulting from this procurement process to order additional quantities of supplies/services,  without a retendering process.  

6. Performance security or bond: Unless otherwise specified, performance bond shall not be required.  Where required, the performance security shall be 10% of the original contract price in a form  specified by the purchaser. 

7. Blacklisting of suppliers: Suppliers submitting forged documents, supplying counterfeit, defective  and poor-quality products and services shall be blacklisted from participating in any IHHN and donor  procurements in Pakistan. A notice of supplier blacklisting shall be filed with the PPRA Pakistan.  

8. Force Majeure: Force majeure clause shall apply, but shall not include any event which is caused by  the negligence or intentional action of the parties; nor any event which a diligent Party could  reasonably have been expected to take into account from the effective date of the contract; and avoid  or overcome in the carrying out of its obligations; nor insufficiency of funds or failure to make any  payment required hereunder. A Party affected by an event of Force Majeure shall take all reasonable  measures to remove such Party’s inability to fulfil its obligations hereunder with a minimum of delay;  and minimize the consequences of any event of Force Majeure. A Party affected by an event of Force  Majeure shall notify the other party, within twenty-four (24) hours, of establishing or knowing the  occurrence of a force majeure event.  

9. Dispute settlement: A dispute shall be settled as per provisions of Arbitration Act 1940 (Act No. X  of 1940) and Rules made thereunder and any statutory modifications thereto, and held at the  purchaser’s address. 

10. Whistleblowing: Indus Hospital & Health Network (IHHN) is committed to upholding the highest  standards of integrity, transparency, and accountability in all procurement activities. Vendors are  encouraged to report, in good faith, any suspected fraud, corruption, conflict of interest, or unethical  conduct related to this RFQ process. All disclosures will be treated with strict confidentiality, and no  retaliatory action shall be taken against any party for raising a concern in good faith. Any vendor found  to have engaged in unethical practices or to have attempted to improperly influence the procurement  process may be subject to disqualification, contract termination, and blacklisting. Any concerns or  complaints may be reported through the designated channel at [email protected] in this RFQ constitutes acknowledgment of and compliance with this clause.

RFQ for Hiring of a Technical Consultant (MIS Expert), Procurement Reference No. PMU/WA/2026/08/22