REQUEST FOR PROPOSAL (RFP)
1. Request for Proposals (RFP) – Procurement Notice
William J. Clinton Foundation (WJCF), New Delhi, invites interested and eligible agencies to submit proposals for the design, development, piloting, and handover of a Digital Vaccine Preventable Disease (VPD) Specimen Tracking System.
The purpose of this assignment is to establish a unified digital solution that improves end-to-end visibility and management of vaccine-preventable disease specimens across the pathway from field collection to laboratory reporting. The current workflow is characterized by paper-based tracking, manual handovers, limited real-time visibility, and delayed escalation of operational issues, creating risks to specimen timeliness, quality, and accountability.
The proposed solution is expected to comprise an integrated mobile-first application and supervisory dashboard that together support specimen traceability, role-based workflows, offline data capture, exception monitoring, and supervisory reporting. WJCF is therefore seeking an agency with the technical capability and implementation experience to deliver a scalable, user-oriented, and operationally practical digital system in line with the requirements described in this RFP.
Summary of important dates:
|
RFP Number
|
CHINDIGVPD-107
|
|
Issuing Organisation
|
William J. Clinton Foundation, New Delhi
|
|
Release of RFP
|
July 22, 2026
|
|
Last date of Confirmation of interest and written queries or clarification on RFP.
|
July 29, 2026 18:00 hrs IST
|
|
WJCF Response to Queries/Clarifications*
|
August 3, 2026
|
|
Proposal Due date / last date of Bid Submission
|
August 11, 2026 by 23:59 Hrs
|
|
Queries Email
|
indiaadmin@wjcf.in
|
|
Proposal Submission Email
|
|
*Note: Bidders may approach WJCF with any queries as per the timeline in the table above. Whilst WJCF will try to address all queries received within the communicated timeline, it may not be able to fully respond to all queries received. In cases where WJCF cannot respond to specific queries, bidders may make reasonable assumptions and fulfill the basic specification set out in this RFP.
For all queries related to this RFP, kindly communicate on the email ID mentioned above within the stipulated timeline. WJCF will not entertain any queries received by any other means or received in any other email address. The final proposal must be submitted electronically to the email ID mentioned above within the stipulated timeline. Proposals received after this specified due date and time and on any email ID will not be considered. Kindly note that this email ID will be open only till the finalization of the RFP by WJCF.
2. Introduction to RFP
WJCF is an Indian not-for-profit entity registered under Section 8 of the Indian Companies Act 2013, with an affiliation agreement with the Clinton Health Access Initiative Inc. (CHAI). WJCF's mission is to save lives and improve health outcomes by enabling the government and private sector to strengthen and sustain quality health systems. WJCF has worked closely with the Ministry of Health & Family Welfare and State Health Departments since 2007, providing technical and operational support across programs spanning HIV/AIDS, tuberculosis, vectorborne diseases, immunization, maternal and child health, and non-communicable diseases.
As part of ongoing efforts to strengthen public health surveillance systems, WJCF seeks to support the development and implementation of a digital solution for tracking VPD specimens across the specimen collection, transport, laboratory receipt, testing, and reporting pathway. The requirement emerges from the operational need for stronger end-to-end visibility, accountability, timeliness, and quality assurance in specimen movement, particularly in workflows that currently depend on paper-based records, manual coordination, and delayed escalation.
The proposed assignment concerns a Digital VPD Specimen Tracking System designed to serve as a unified operational tool for specimen traceability across multiple user groups and administrative levels. The envisaged solution is expected to support field-level collection and handover processes, district-level receipt and verification, onward transport, laboratory intake and status updates, and supervisory review through a single integrated architecture comprising a mobile-first application and a cloud-based dashboard.
The mobile application is expected to support role-based workflows for field collectors, supervisors, couriers, and laboratory personnel, with offline functionality to ensure operational continuity in low-connectivity settings. The supervisory dashboard is expected to provide authorized users at district, state, and national levels with operational visibility across the specimen pathway, including delay alerts, exception tracking, status monitoring, and exportable reports for program review and action.
The intended system is not merely a digitization of existing paper registers, but an operational tracking platform designed to improve specimen traceability and response timeliness by capturing timestamped custody events, specimen condition checks, and stage-wise workflow progression. The system is also expected to be designed with due consideration for interoperability, scalability, and future integration with relevant government or laboratory information platforms, as envisaged under the Ayushman Bharat Digital Mission (ABDM).
Through this RFP, WJCF seeks proposals from qualified agencies with demonstrated experience in digital product design, mobile and web application development, public health data systems, ABDM integration and deployment of technology solutions in operational settings. The selected agency will be expected to work closely with WJCF and relevant stakeholders to design, configure, deploy, test, and support the solution in accordance with the requirements set out in this RFP.
This RFP, including the instructions and annexures that follow, is intended to provide bidders with the information necessary to prepare and submit responsive technical and financial proposals. Bidders are advised to review this RFP carefully and provide complete and accurate information in the prescribed format, so that all proposals may be assessed fairly and consistently.
Submission of Proposals
6.1. The Technical Proposal and Financial Proposal, along with all requisite documentation, must be received in English by WJCF no later than August 11, 2026 at 23.59 hrs IST. Proposals received after the prescribed deadline and/or at any email address other than indiaprocurement@wjcf.in will not be considered under any circumstances.
6.2. Soft copies of the Technical and Financial Proposals must be submitted in two separate files, attached to a covering email with the subject line: "Proposal on Digital VPD Specimen Tracking System"
6.4. Respondents must submit the Financial Proposal electronically at indiaprocurement@wjcf.in in Excel format, password protected. WJCF will request the password only from Respondents who achieve the minimum qualifying technical score. A dynamic, detailed Excel file with in-built formulae and a budget narrative must be submitted by the bid submission deadline.
6.5. For any clarifications or queries on this RFP, Respondents must write to indiaadmin@wjcf.in no later than July 29, 2026 at 18:00 hrs IST. WJCF will not entertain queries received by any other means or at any other email address.
6.6. Late, partial, or incomplete proposals will not be accepted under any circumstances. WJCF shall not be responsible for any delay, non-receipt, or non-delivery of documents. WJCF reserves the right to summarily reject any incomplete bid.
6.7. Only short-listed Respondents will receive an acknowledgment and may be invited for interaction with WJCF officials, at their own cost. The interaction will be held at the WJCF office in New Delhi or virtually through video conferencing, as decided by WJCF.
6.8. Security and Non-Disclosure: The selected agency shall be required to sign a Non-Disclosure Agreement as part of the proposal process, to safeguard the confidentiality of WJCF's business information and programmatic data.
For detailed information, please check the complete version of the RFP attached below