Consultant_ Web-Based Information Platform_HHS Data Digitalization & Website Integration

Terms of Reference (ToR)

Web-Based Information Platform

Household Health System (HHS) Data Digitalization and Website Integration

1. BACKGROUND

The Nepal Red Cross Society (NRCS), in partnership with the Danish Red Cross, has been supporting Laljhadi Rural Municipality of Kanchanpur district and Bhajani Municipality of Kailali district for the systematic collection of comprehensive household-level data through the initiative “Resilience NCD Care: Strengthening NCD Care Resilience in Disaster-Prone Municipalities of Western Nepal.” This effort has generated detailed information on public health — particularly non-communicable diseases (NCDs) — along with demographic characteristics and key disaster risk factors at the household level.

The resulting dataset provides a robust, localized understanding of community health conditions, vulnerabilities, and risk profiles, enabling identification of priority populations and areas for targeted interventions. The collected data is currently available in Excel format at the municipal level, with an estimated cumulative total of approximately 16,000 household records across the two municipalities, forming a valuable resource for local planning and service delivery.

However, the full potential of this dataset has not yet been realized due to the absence of a simple, accessible, and user-friendly digital platform that allows municipal officials and stakeholders to easily view, analyze, and update the information. To address this gap, there is a clear need to develop and integrate a Municipal Household Health System (HHS) Digital Profile into the official municipal websites.

This integration will transform existing static datasets into a dynamic, centralized, and user-friendly digital system, enabling municipal authorities, health workers, planners, and development partners to access and utilize data efficiently for routine planning, monitoring, and decision-making. It will also support real-time or near-real-time access to household-level information, improve tracking of key indicators across wards and population groups, and enhance the identification of vulnerable households for targeted service delivery and preparedness actions.

Appropriate data governance mechanisms will be applied as part of this approach. General and non-sensitive data will be made publicly accessible through the municipal website to promote transparency and broader understanding of local conditions and risk patterns. Sensitive and confidential information will be securely protected and accessible only to authorized municipal personnel to ensure privacy and data security.

Overall, the integration of the HHS Digital Profile will contribute to more transparent, responsive, and data-driven municipal governance. It will strengthen coordination among stakeholders, improve service delivery, enhance disaster preparedness, and remain a simple, practical, and sustainable solution for long-term use.

2. OBJECTIVES

2.1 Overall Objective

To develop and integrate a simple, secure, and user-friendly Household Digital Profile System into the official municipal websites of Laljhadi Rural Municipality and Bhajani Municipality for easy access.

2.2 Specific Objectives

• To clean, validate, and organize the existing household-level dataset for digital use.
• To develop a web-based dashboard with simple, visualization features.
• To enable easy data filtering by ward, gender, age, disease/vulnerability category, and risk level.
• To develop a GIS-based dashboard/module for spatial risk mapping at ward/cluster level.
• To support household-level risk identification, including basic NCD and disaster risk profiling.
• To allow periodic (routine) data updates with simple tracking and audit history.
• To enable inclusion of basic DRR and incident-related information (e.g., early warning indicators, incident data).
• To establish secure, role-based data governance that safeguards personally identifiable and sensitive information.
• To enable interoperability with relevant national/local platforms (e.g., BIPAD Portal, DHIMS2) through APIs.

3. SCOPE OF WORK

The individual/firm will be responsible for:

• The assignment will focus on data preparation, system design, development, integration, testing, and capacity building, including the following activities:
• Review and assess the existing household dataset, including its structure, format, and completeness, to ensure suitability for digital integration.
• Work closely with the municipal IT/web management team to understand the existing website platform (CMS/custom-built) and ensure smooth collaboration and integration throughout the assignment.
• Design a simple, user-friendly digital dashboard/interface that is fully compatible with the municipal website and easy for staff and the public to navigate.
• Clean, format, standardize, and organize the dataset to ensure accuracy, consistency, and readiness for system integration.
• Develop a relational database/data model to store and manage household, ward, health, and risk data.
• Develop interactive dashboard features, including:
  • Summary indicator cards and charts (bar, pie, trend line, etc.)
  • Search and filtering options (ward, gender, age group, disease type, vulnerability status)
  • GIS/map-based visualization of ward-level and aggregated risk data
  • Exportable reports (PDF/Excel/CSV)
• Design and implement a Content Management System (CMS)/admin panel for data management, configuration, and user administration.
• Implement secure, role-based access control and data privacy safeguards to protect sensitive and personally identifiable information.
• Develop RESTful APIs for interoperability with other relevant platforms (e.g., BIPAD Portal, DHIMS2, or other government/NRCS systems).
• Integrate the developed digital profile system into the existing municipal websites, ensuring compatibility and smooth functionality with the current platform.
• Conduct system testing (functional, security, usability, and performance testing) and resolve identified issues/bugs.
• Prepare a User Manual and Technical/System Documentation.
• Provide orientation and hands-on training to municipal staff on system use, data updating, and routine management.
• Support formal handover of the system, source code, and data to the municipality, including a defined post-handover support period.

4. REQUIRED QUALIFICATION AND EXPERIENCE

The consultant/firm should possess the following qualifications and experience to effectively deliver the assignment:

• Team Leader with a minimum of 5 years of relevant professional experience demonstrated in:
  • Web-based system and dashboard development
  • Data digitization, cleaning, and database management
  • Development of user-friendly digital platforms
  • Other team members with a minimum of 3 years’ professional experience should be requiredin web application development, data digitization, dashboard design and management, and the implementation of municipal or government information systems
• Proven experience in designing and deploying:
  • Interactive dashboards with data visualization (charts, filters, indicators)
  • Web-integrated systems compatible with existing CMS or custom-built websites
  • GIS-based mapping tools/dashboards
• Demonstrated knowledge and practical experience in data security, privacy protection, and user access control systems.
• Experience handling sensitive datasets, preferably including health or household-level data.
• Prior working experience with government institutions, municipalities, or INGOs (preferred).
• Experience with local-level digital systems or data platforms (preferred).
• The consultant/firm must be legally registered in Nepal (with valid PAN/VAT registration) and compliant with applicable tax and regulatory requirements.
• Availability of qualified key personnel (e.g., project lead, developer(s), database/GIS specialist, QA/tester) for the duration of the assignment.
• Global and regional experience in the development and deployment of dashboard systems, digital platforms, GIS, and data management solutions should be desirable 

5. REQUIRED DOCUMENTS/CERTIFICATES WITH THE PROPOSAL

• Technical Proposal: 
  • A technical proposal outlining understanding of the assignment, proposed methodology, system design approach, and work plan.
  • Safeguarding/GESI, Staff Code of Conduct policy if the applicant is a company 
  • Understanding of the consultancy
  • Detailed methodology and workplan
  • Clear responsibilities and level of effort of team members
  • Company/firm profile, including registration and tax clearance/PAN-VAT documents.
  • CVs of proposed key personnel.
  • At least two samples/links of similar completed work (dashboards, websites, or digital systems).
  • Contact details of at least two references from similar past assignments.
  • Separate technical and financial proposal
  • Legal Documents
    • Acknowledgement of ToR. (Please attach the signed copy of these Terms of Reference with your offer.) 
    • Copy of VAT/PAN registration
    • Copy of business registration
    • Copy of the latest TAX clearance certificate
    • Annex – I – IFRC GTC (attached)
    • Annex II – Declaration of Undertaking
    • Annex-III- IFRC Supplier Registration Form
• Financial Proposal: The consultant should submit a detailed financial proposal in NPR including all applicable VAT/taxes, all associate cost, accommodation, travel, DSA etc. The financial proposal template is attached to Annex B. Submit a financial proposal in NPR, with a detailed breakdown of the cost and its related activity. 

Important: The consultant should be VAT registered person (vender), if the annual fee against such consultancy service exceeds NRs. 500,000. 

6. APPLICATION AND SUBMISSION REQUIREMENTS

Interested individuals and company should submit the following documents to Ms. Aliza Baidya at Aliza.Baidya@ifrc.org by 20 Oct 2026. Please be informed that the Technical and financial proposals must be submitted as separate documents/file. Incomplete proposals in all respects and proposals submitted after the deadline will not be considered. Offers received after the specified deadline will not be considered.

Click on the link below for detailed TOR:

Consultancy for Digitization ToR 

LINKS:

1. Annex I - Terms and Conditions for Service Contracts 
2. Annex II- Declaration of Undertaking 
3. Annex III- IFRC Supplier Registration Form