Terms of Reference (ToR): Engagement of an IT Company or Individual Consultant to Develop, Pilot, Refine, and Improve the Electronic Patient Safety Incident Reporting System (ePSIRS Project) _at Fenot Associates, Ethiopia
Ministry of Health – Ethiopia Health System Innovation and Quality (HSIQ) Lead Executive Office With financial support from Fenot Associates
Location: Addis Ababa, Ethiopia
Organization: Fenot Associates
Deadline: March 20, 2026
Job Description
About the Project
The Electronic Patient Safety Incident Reporting System (ePSIRS) is a national digital learning system designed to strengthen patient safety through structured reporting, analysis, feedback, and system-level learning within Ethiopia’s health system.
The platform will support a non-punitive reporting culture, structured incident analysis, and continuous system improvement while ensuring lawful data governance and integration with national digital health infrastructure.
Fenot Associates, in collaboration with the Ministry of Health, seeks to engage a qualified IT company or experienced IT consultant to lead the design, development, piloting, and iterative refinement of the ePSIRS platform in close collaboration with the ePSIRS Technical Working Group (TWG).
Scope of Work
The selected consultant/company will be responsible for:
• Designing the functional and technical architecture of the ePSIRS platform
• Developing a secure, scalable, and user-friendly digital reporting system
• Implementing key system modules, including reporting, triage, Root Cause Analysis (RCA), Corrective and Preventive Action (CAPA), and learning dashboards
• Ensuring system compliance with Ethiopian legal and data protection frameworks
• Supporting structured referral mechanisms while preserving the system’s learning purpose
• Supporting pilot implementation in selected health facilities
• Refining system workflows and interfaces based on user feedback
• Ensuring alignment with national digital health systems, including DHIS2, where appropriate
Required Qualifications
Applicants must demonstrate the following:
• Proven experience in the design and development of complex digital platforms or health information systems
• Strong expertise in software architecture, backend and frontend development, and secure system design
• Demonstrated experience working with DHIS2, digital health platforms, or health data systems is highly desirable
• Experience implementing role-based access control, data governance, and audit systems
• Experience with user-centered design and iterative software development
• Previous experience working with public health institutions, ministries, or international development partners is an advantage
Deliverables
The selected consultant/company will deliver:
• Functional and technical system design documentation
• Development and deployment of the ePSIRS platform
• Implementation of system modules and reporting dashboards
• Pilot deployment and iterative system refinement
• Technical documentation and system sustainability guidance
Application Requirements
Interested applicants must submit:
• Technical Proposal
• Financial Proposal
• Company profile or CV of lead consultant
• Portfolio of similar digital health or information system projects
• References from previous clients (if available)
- IT and software development
- IT and software development.
The full Terms of Reference (TOR) can be downloaded: https://docs.google.com/document/d/1vyAjSdrRM2TFH3RKGr1NZ62b_Zti5aIJDPlw1YCRJyc/edit?usp=sharing.
Both qualified IT firms and highly experienced individual consultants are encouraged to apply.How to Apply
The Ministry of Health, through the Health System Innovation and Quality (HSIQ) Lead Executive Office, will circulate these Terms of Reference to qualified individual consultants and IT firms with demonstrated expertise in digital health systems development, particularly DHIS2-based platforms.
Interested and qualified applicants are invited to submit both a Technical Proposal and a Financial Proposal, prepared in accordance with the instructions below.
Submission Requirements
Applicants shall submit the following documents:
Technical Proposal
The Technical Proposal shall include:
Cover Letter
- A signed cover letter expressing interest in the assignment and confirming availability for the specified period (March 25, 2026 – June 30, 2026).
Consultant Profile and Qualifications
-
- For firms: company profile, organizational structure, and relevant experience.
- For individuals: curriculum vitae (CV) highlighting relevant technical expertise and experience.
Technical Approach and Methodology
A clear description of the proposed approach for:
- Development and configuration of the ePSIRS platform;
- DHIS2 integration and interoperability;
- Pilot deployment and iterative refinement;
- User-centered design and incorporation of stakeholder feedback;
- Documentation and user manual development;
- Knowledge transfer and sustainability.
Relevant Experience
Description of previous assignments involving:
- DHIS2 Tracker or similar digital health systems;
- Incident reporting systems, quality improvement systems, or national health information systems;
- Work in low- and middle-income country health systems (preferred).
Implementation Timeline and Work Plan
- A detailed timeline aligned with the assignment period and deliverables.
References
At least two professional references from previous relevant assignments.
Financial Proposal
The Financial Proposal shall include:
- Total consultancy fee in ETB;
- Detailed cost breakdown, including professional fees and any applicable taxes;
- Training cost – travel and participant expenses to be covered by Fenot Associates
- Payment schedule linked to deliverables.
Submission Instructions
- Applicants shall submit their Technical and Financial Proposals electronically.
Proposals must be submitted via email to:
Primary Submission Email: frehiwotg@fenotassociates.com
Submission Deadline
The submission deadline will be March 20, 2026.
Late submissions may not be considered.
Selection Process
Applications will be evaluated based on:
- Technical qualifications and experience;
- Quality and feasibility of the technical proposal;
- Demonstrated experience with DHIS2 and digital health systems;
- Financial proposal;
- Overall suitability for the assignment.
Shortlisted applicants may be invited for a technical interview.
Contracting Authority
The selected consultant will be contracted and financed by Fenot Associates, under the technical oversight of the Ministry of Health and the ePSIRS Technical Working Group.
No phone calls!
