Laboratory External Quality Assessment (EQA) Database development Application for Kenya

Laboratory External Quality Assessment (EQA) Database development Application for Kenya

Issued 10 July, 2014

Responses due by 31 July, 2014




The Association of Public Health Laboratories (APHL) through a cooperative agreement with the U.S. Centers for Disease Control and Prevention (CDC), Division of Global HIV and AIDS Program (DGHA) is supporting the President’s Emergency Plan for AIDS Relief (PEPFAR).


This request for proposals (RFP) is one component under the overarching PEPFAR goal to strengthen health system capacity and services in Kenya. A complete description of PEPFAR can be found at 


This RFP solicits offers from qualified information technology software providers and developers to create an electronic system for managing the activities and data related to the External Quality Assurance (EQA) programs administered by the Kenyan Ministry of Health (MOH) National Public Health Laboratory Services (NPHLS). This RFP is only in reference to the software necessary to support these activities.


Laboratory EQA programs evaluate performance of laboratories for specific tests using proficiency testing (PT) schemes, specimen rechecking and retesting, and site visits.  Multiple times per year proficiency testing items (under a proficiency testing scheme) are sent to participating laboratories who submit results for review to the PT providers. NPHLS acts as a PT provider for some items, e.g., HIV Rapid Diagnostic Tests. NPHLS receives all PT laboratory results and reports for public laboratories from PT providers. Ensuring the correct analysis of patient samples is a critical component of the health care system and PT is one component of quality assurance that can identify problems for follow up and corrective action to ensure accurate test results.


Several of the Laboratory proficiency testing schemes (PT Programs) are administered by  not-for-profit organizations. NPHLS is responsible for managing these PT Programs and integrating the results into a national EQA Program. NPHLS requires an electronic system to manage the workflow and results, perform statistical analyses and analyze the data associated with each PT Program. The goal of this software development project will be to provide a system to manage all aspects of these PT programs.


The system created will be a modern web based system with all of the data in a centralized system. In addition to supporting the PT Program workflows the system will have reporting templates to help analyze the PT activities within the country based on the data generated by using the system.


This is envisioned to be a custom software development effort but if existing software is proposed as the solution the existing functionality and customization required to meet each of the requirements identified must be provided.  The implementation plan shall include transfer of the software code to the MOH or a designated partner with training for future modifications by their programming staff, contract staff or partner. After the initial development, successful implementation and transfer of the software code, MOH does not anticipate licensing or maintenance costs with the developer.  The developer will be eligible to respond to proposals for training, maintenance and further customization should such support be required. The initial phase of the development will address management of PT, and additional EQA functions may be developed to enhance the base application. 

Development and Implementation Schedule

The implementation will be done in a phased approach. The first phase includes development of the core infrastructure and implementation of the first four PT schemes (HIV Rapid Test, HIV CD4 – General Panel, HIV CD4 – Biochemistry, HIV CD4 – Hematology). Award of a contract and development is planned to start by early September 2014 and proposed to finish user acceptance testing of the first programs (at least one and up to four) in December 2014. The specific project implementation schedule and milestones will be determined when the software developer is selected. Immediately following the user application acceptance, users will be trained and the system will go live for the program administrators and end users. After the user acceptance testing for Phase I is complete the detailed design requirements gathering will start for the next set of PT programs. There may also be some additional functionality that is specified in more detail and estimates requested. The goal is to have all of the PT programs and functionality implemented and in use by 30 June 2015.

RFP Response Submission Details



The RFP responses should include enough information for the reviewers to determine whether the Software Developer will be able to competently develop and support the software requirements listed.  The responses should include detailed descriptions of how the Software Developer will meet each of the points defined in the sections General System Requirements and Additional Considerations and Requirements. It is not required that the Software Developer has previously developed an application for support management of PT programs. However, it is advantageous and preferable if the developer has experience with laboratory or health related software. If the Software Developer does not have direct experience with PT or EQA systems they must still demonstrate their understanding of the detailed requirements by developing a project plan that shows a level of effort for implementing the core architecture as well as the expected level of effort and plan for implementing each of the detailed requirements.


Please use the Cost Worksheet in Annex E to identify the costs associated with the project. All costs should be specified in US Dollars.

Software Developer information required to be included with response.

1.            Full legal name and if Software Developer has a “doing business name” the d/b/a as well.

2.            Authorized representative of the Software Developer for the contract.

3.            Telephone, fax and e-mail address of the single point of contact for communication between APHL and the Software Provider. Contact information for other persons whom the Software Developer may request informational copies sent in addition to the single point of contact.

4.            Business mailing address.

5.            Name and contact information of at least three previous customers of the Software Developer for whom they have performed similar work.



Responses must be sent to APHL by e-mail attachment in MSWord and PDF format (electronic signatures accepted) to; or by fax to 240-485-2700 attention of Esther Gathinji, Specialist, Global Health Program, APHL; or by courier/delivery service that has a tracking system or by U.S. Postal Service (USPS) Priority or Express Mail to Esther Gathinji, APHL, 8515 Georgia Avenue, Suite 700, Silver Spring, MD, USA 20910.  E-mail and fax responses must be received at the APHL office by 5 pm EST / 9 pm UTC on 31 July 2014.  Courier and USPS responses must be postmarked or entered into a tracking system by 5 pm EST / 9 pm UTC on 31 July 2014.  APHL prefers responses sent by e-mail attachment.  Submitters should request a delivery receipt for an e-mail submission. In every case, submitters will receive a confirmation of receipt of their proposal from APHL. APHL may terminate or modify the RFP process at any time during the response period.


Responses that are not received by the stated deadline shall be determined to be non-responsive and at APHL’s discretion may not be considered in the review of respondents. 


There are three parts of the review for the award of this contract by APHL. 


In the first part, APHL reviews all responses received by the response deadline and selects the top 2-4 candidates to be investigated in more detail. The selection process for the top candidates will be based on the following general criteria.

·        Capabilities of the Software Developer

·        Proposed system architecture and design

·        Proposed platform and software tools

·        Proposed project plan with level of effort and estimated schedule of deliverables

·        Completeness of response

·        Cost


Part 2 of the selection process will be a meeting with the selected respondents in Nairobi, Kenya to present their proposal and to demonstrate existing software systems they have developed. Part 2 will also include reference checks which may include meeting with previous clients.


As the final portion of the selection process APHL shall select the preferred Software Developer in consultation with CDC and Kenya MOH personnel, and request a final offer prior to issuing a contract.   The final offer will permit inclusion of changes that may arise in deliverables or conditions of the implementation during the negotiation that are approved by APHL.


Designated contact person for this RFP

Lucy Maryogo-Robinson

Director, Global Health

Association of Public Health Laboratories


Communication regarding the content of this RFP to any other employee of APHL, the Kenya Ministry of Health and CDC employees involved in the project or any staff at laboratories is prohibited except as authorized by the designated Contact, during the period from date of release of the RFP until the notice of intent to contract is released.  Unauthorized contact concerning this RFP may disqualify the respondent from participating in the RFP process (may not be considered in the review of respondents).



Due to the text limitation of this board, if you are interested in responding to this RFP, you must email Esther Gathinji at APHL  to obtain the official RFP response documentation.  This documentation will contain all necessary information and tools to enable you to respond accordingly. 

E-mail and fax responses must be received at the APHL office by 5:00 PM EST (9:00 PM UTC) on 31 July, 2014.  Courier and USPS responses must be postmarked or entered into a tracking system by 5:00 PM EST (9:00 PM UTC) on 31 July 2014.