EXPRESSION OF INTEREST FOR CONSULTING SERVICES FOR THE ESTABLISHMENT OF A CENTRAL REMOTE DASHBOARD FOR FLEET MANAGEMENT OF NATIONAL EMERGENCY SERVICE (NEMS) AMBULANCE THAT CAN BE LINKED TO THE FUTURE NATIONAL HEALTH INTELLIGENCE CENTRE

Date of First Issue: 8^th September 2025

1. Background

The National Emergency Medical Service (NEMS) plays a critical role in providing rapid and effective emergency response services across the country. With the growing demand for efficient emergency medical services, there is a need to modernize and integrate call center operations, vehicle tracking, and operational monitoring systems to ensure prompt, data-driven, and coordinated responses.

As part of efforts to improve operational efficiency, decision-making, and data-driven planning, NEMS intends to establish a Central Dashboard that consolidates, visualizes, and analyzes real-time operational, logistical, and performance data from multiple service points.

To achieve this, NEMS seeks to engage an experienced ICT Expert to design, develop, and deploy a user-friendly and secure central dashboard system that integrates existing data sources and provides actionable insights for management and stakeholders.

2. Objectives

The ICT Consultant will be responsible for designing, installing, and configuring the ICT infrastructure and software components necessary for the establishment of the Central Remote Dashboard facility for NEMS.

The Consultant is expected to establish a fully functional, technology-driven real-time Central Dashboard for NEMS that:

• Consolidates data from all NEMS operational systems.
• Enhances coordination, response time, and transparency across all NEMS operations.
• Presents key indicators and analytics in an intuitive format for managers and policymakers.
• Supports evidence-based decision-making, operational planning, and performance monitoring.

3. Scope of Work

The ICT Consultant will be expected to perform the following:

1. Assessment & Planning

• Conduct an assessment of existing NEMS ICT systems, data sources, and infrastructure to determine dashboard requirements.
• Develop a detailed technical implementation plan for the dashboard setup.
• Identify and recommend required hardware, software, and connectivity solutions.

2. System Design and Infrastructure setup

• Design and set up the ICT facility layout, including server racks, cabling, networking equipment, and workstations.

• Develop a dashboard architecture and data flow model.

• Define the key performance indicators (KPIs), metrics, and visualizations to be included.

• Install and configure required servers (physical or cloud-based) and networking hardware (switches, routers, firewalls).

• Ensure the dashboard is responsive, secure, and accessible via desktop and mobile devices.

• Ensure redundant power supply systems (UPS, generator connections).

3. Dashboard Configuration:

• Set up the dashboard platform using appropriate open-source or licensed software.

• Integrate data feeds from NEMS operational systems (call center logs, fleet management, incident reports, hospital reporting, etc.).

• Develop interactive maps, charts, and analytics modules.

• Configure the dashboard for real-time data visualization, analytics, and reporting.

• Implement role-based access controls for different user levels.

4. System Security & Reliability:

• Establish cybersecurity protocols including firewalls, intrusion detection, and data encryption.
• Implement data backup and disaster recovery solutions.
• Ensure compliance with national ICT and data protection policies.

5. Testing & Deployment

• Conduct system testing to ensure data accuracy, functionality, and reliability.
• Deploy the dashboard on NEMS’s central servers or approved cloud infrastructure.

6. Capacity Building & Documentation

• Train NEMS ICT staff and managers on dashboard use, customization, and basic troubleshooting.
• Prepare user manuals, technical documentation, and standard operating procedures (SOPs).

7. Deliverables

• Inception report with detailed technical implementation plan and system design.

• Fully functional central dashboard, integrated with real-time data feeds from relevant NEMS systems.

• Technical documentation (system architecture, data flow, and user manuals).

• Cybersecurity framework and backup/recovery systems in place.

• Training materials and training sessions for NEMS staff and user manuals.

• Final handover report including system configuration details.

8. Duration of Assignment

The assignment is expected to last 3 months, with the following indicative timeline:

1. Month 1: Needs assessment, system design, and approval.
2. Month 2: Development, integration, and initial testing.
3. Month 3: Deployment, training, and handover.

9. IMPLEMENTATION PHASES:

The consultancy will be delivered in two phases:

Phase 1: Call Center Modernization

Objectives:

• Assess existing system, Plan and Design the Dashboard architecture.
• Implement a centralized call-tracking system.
• Streamline triage and dispatch processes.
• Enhance data capturing for reporting and analysis.

Key Deliverables:

1. Automated Call Tracking System
   • All calls received to be logged with timestamps, caller details, and triage status.
   • Automatic linkage of call records to corresponding incident reports.
2. Triage and Dispatch Integration
   • Track cases from the initial call through ambulance dispatch, arrival at the scene, and hospital handover.
   • Seamless integration between call handling, triage, and field operations.
3. Performance Analytics & Reporting
   • Real-time reporting on:
     • Response times
     • Triage accuracy
     • Dispatch efficiency
   • Automated periodic reports for management review.
4. GPS Tracking Integration
   • Monitor ambulance movement in real-time for improved dispatch coordination.
   • Geofencing to alert on deviations from planned routes.

Phase 2: Centralized Operational Dashboard

Objective:
To develop a centralized, real-time operations dashboard providing a unified, nationwide view of NEMS activities for decision-makers, operational managers, and dispatch supervisors.

Key Features:

1. Centralized Dashboard

• Single-pane-of-glass view for the entire NEMS network.

• Integration of GPS trackers for real-time location tracking and geofencing of all ambulances.

• Web-based fleet management dashboard with user-specific access.

• Cloud-based or local data storage and backup systems.

• Real-time communication interface between ambulances and the Operations Center.

• High speed internet connectivity

• Nationwide Operations Map showing all active ambulances, their locations, statuses (en route, at scene, at hospital, standby).

• Dispatch control interface integrated with the Operations center to assign ambulances based on proximity and availability

• Incident Tracking with live updates from the moment a call is received until patient handover.

• Key Performance Indicators (KPIs) such as average response time, calls per region, triage accuracy, and ambulance utilization rates.

• User Role Management for differentiated access (dispatchers, supervisors, regional coordinators, headquarters).

• Integration of patient referral and response data

1. • For field personnel to update trip status and emergencies.

   • API readiness for interoperability with the National Health Intelligence Centre and DHIS2.

2. Real-time GPS & Vehicle Tracking

   • Dispatch control interface integrated with the Operations center to assign ambulances based on proximity and availability

• Real-time location tracking of ambulances.

• Fleet status (available, in-transit, under maintenance, idle).

• Fuel consumption and refueling log reports

• Automated alerts for delays, route deviation, breakdowns, or emergencies.

1. • Maintenance schedules and service alerts.

   • Continuous monitoring of ambulance locations and movements.

   • Playback feature to review past vehicle movements.

• Automated alerts for delays, route deviation, breakdowns, or emergencies.

3. Driver Camera & Behavior Monitoring
   • Live and recorded in-cabin driver video feeds.
   • Driver behavior analytics (speeding, harsh braking, idling).
4. RFID-based Driver Identification
   • Automatic identification and logging of assigned drivers.
   • Integration with personnel records for accountability.
5. Vehicle Temperature Monitoring
   • Real-time temperature sensors for monitoring patient compartment and equipment storage.
6. Live Ambulance Interior Video
   • Patient compartment camera feeds for supervisory monitoring and quality control.
7. Fuel, Repair & Maintenance Tracking
   • Integrated vehicle maintenance scheduling and logging.
   • Fuel usage reports to identify inefficiencies or anomalies.

Key Deliverables:

• Fully functional Phase 1 system deployed and operational.
• Fully functional Phase 2 dashboard and integrated vehicle monitoring system.
• User manuals and training sessions for NEMS staff.
• Maintenance and support plan.

10. Consultant Requirements

The consulting firm must provide:

• Evidence of having successfully implemented similar software modernization and fleet management projects.
• Demonstrable experience with GPS tracking, telematics, and centralized dashboard solutions.
• A technical team with expertise in system integration, data analytics, and software development.

11. Reporting

The consultant will report to the NEMS Project Implementation Committee headed by the CEO of NEMS and provide:

• Monthly progress reports
• Final project report
• Post-implementation evaluation

The Consultant will work in close collaboration with the NEMS ICT Unit and Operations Team.

12. Submission of Proposals

Interested firms should submit:

• Company profile
• Evidence of similar work completed
• Technical proposal outlining approach and methodology
• Financial proposal
• Project timeline and implementation plan

9. Payment & Remuneration

Payment terms will be based on deliverables and agreed milestones, subject to satisfactory completion of tasks.

13. Confidentiality

All data, systems, and materials accessed or developed during this assignment remain the property of NEMS and must be handled in accordance with the organization’s confidentiality and data protection policies.

14. Application Process

To apply, please send your application (a mandatory cover letter and an updated CV with at least 3 references) to the following email address: awsuma@mohsihpau.gov.sl for the attention of samurasorie@yahoo.co.uk by: 4:00 pm Local Time, Monday 6^th of October 2025. (Note: only scanned copies of original certificates should be submitted. Application should be addressed to:

Atten: Alpha Umaru Jalloh

Team Lead / Funds Management Specialist

Integrated Health Projects Administration Unit (IHPAU)

Ministry of Health,

Address: 23 Cantonment Road, Off King Harman Road

Freetown, Sierra Leone

IMPORTANT NOTE: Only email applications sent to the above email address will be included in the pool of applicants to be assessed by MoH. No hand deliveries will be accepted. Please also note that your CV should contain your full contact details such as residence address, working mobile telephone number, working email address, as well as those of your three referees.

Only shortlisted candidates will be contacted for interview and selected candidates will be required to sign a contractual agreement with the Government of Sierra Leone’s Ministry of Health.