Terms of Reference (ToR): Consultancy for the Design and Deployment of a Digital WDC Grievance Mechanism and AI-Enhanced digital Reporting System at EngenderHealth

Proposals are invited from interested Organizations for:

Title: Terms of Reference (ToR): Consultancy for the Design and Deployment of a Digital WDC Grievance Mechanism and AI-Enhanced digital Reporting System

Location: Abuja (FCT) 
Duration: 8 - 10 weeks

Background

• EngenderHealth is a leading global organization committed to advancing sexual and reproductive health and rights (SRHR) and gender equality.
• EngenderHealth collaborate with local communities and civil society organizations to prioritize health and rights, and we partner with health systems and governments to provide sustainable, high-quality services and a policy environment that supports access to care especially in hard-to-reach communities.
• EngenderHealth in partnership with other national CSOs, leads the Gates Foundation funded investment, Advocacy Solution to Improve Primary Healthcare Delivery and Health Outcomes, in selected states of Kaduna, Kano, and Lagos.
• The EngenderHealth-led consortium is supporting Primary Health Care (PHC) accountability and citizen engagement through Ward Development Committees (WDCs).
• As part of this effort, there is a need to digitize the WDC grievance reporting process and improve data quality, access, and use through artificial intelligence (AI)-enhanced systems, to address the current gaps and challenges in quality data and reporting from paper-based documentation, delayed feedback, fragmentation, and lack of integrated system.
• This consultancy aims to develop a digital platform that enables WDCs to log grievances and submit reports using mobile devices.
• The platform will leverage AI and Optical Character Recognition (OCR) technology to extract structured data from image-based reports, with insights aggregated at the LGA and state levels to support decision-making. This is to be piloted in 3 LGAs in Kaduna state.

Objectives of the Assignment / Scope of Work
The consultant/firm will:

• Design, develop, and deploy a robust digital WDC grievance mechanism.
• Develop a mobile-compatible Open Data Kit (ODK) or other digital form that allows:
  • Capture and upload of hard copy reports via mobile photography.
  • AI-powered OCR to convert uploaded images into structured data.
• Enable real-time analysis of WDC reports at individual, LGA, and state levels.
• Design and implement interactive dashboards to visualize insights and support feedback loops.
• Train stakeholders (e.g., WDC focal persons, M&E officers, PHC managers) to use the tools effectively.

Expected Deliverables and Outcomes
Deliverables:

• Functional digital grievance platform
• Custom ODK/digital form template
• AI OCR module
• Interactive dashboard
• User guides and training manuals
• Training session(s) reports
• Monthly performance reports
• Final deployment and handover report.

Expected Outcomes

• A secure, scalable platform accessible by WDCs and relevant stakeholders
• Simplified mobile interface for reporting and photo upload
• Converts image-based reports into structured, searchable datasets
• Real-time data visualization at ward, LGA, and state levels
• Documentation for system use, troubleshooting, and training
• Capacity building for system end-users across locations
• Analytics showing system usage, report frequency, and quality
• Summary of implementation, feedback, and recommendations.

Duration and Timeline

• Duration: 8–10 weeks
• Kick-off and Inception: Week 1
• System Design and Development: Weeks 2–5
• Testing, Validation, and User Training: Weeks 6–8
• Final Deployment and Reporting: Weeks 9–10.

Key Competencies and Requirements
The consultant/firm must demonstrate:

• Proven experience in mobile application development, especially in ODK and AI-based OCR tools.
• Expertise in dashboard development (e.g., Power BI, Tableau, or similar).
• Prior experience working with PHC systems, WDCs, or health sector digital tools is preferred.
• Ability to deliver user-friendly training and technical documentation.

Reporting and Supervision

• The consultant/firm will report to the EngenderHealth-led Consortium Technical Lead, with technical support from relevant state PHCDA and LGA health officials.
• A steering team will review deliverables at key milestones.

Application Closing Date
6th October, 2025.

How to Apply
Interested and qualified organizations should send their proposals including company profile, Company Registration Documents, Evidence of similar work done, financial quote, and all relevant documentation to: nigeriaprocurements@engenderhealth.org using the Title as the subject of the email.