Human Resources Information System, Financial Expenditure Tracking Information System, Project Performance Tracking/M&E Information System, Organizational Knowledge Management System – Ethiopian Center for Disability and Development (ECDD)

Information Technology, Science and Technology

Ethiopian Center for Disability and Development (ECDD)

Ethiopian Center for Disability and Development (ECDD)

Request for Proposal for Four Information Systems: Human Resources Information System, Financial Expenditure Tracking Information System, Project Performance Tracking/M&E Information System, Organizational Knowledge Management System

1.    Organizational Background

The Ethiopian Center for Disability and Development (ECDD) is an Ethiopian non-governmental, non-religious, non-profit development organization established in 2005. ECDD works collaboratively with other organizations to promote, facilitate, and build organizational capacity for “Disability Inclusive Development” in Ethiopia – the inclusion of disability issues and persons with disabilities and their families in mainstream government service delivery and development organization programs. ECDD was re-registered on 17 May 2019 as a local CSO, Registration No. 0321, with the Civil Society Organizations Agency under the Organizations of Civil Societies Proclamation No. 1113/2019. ECDD envisions an inclusive Ethiopia, where children, youth, and adults with disabilities, regardless of gender or kind of disability, as well as their parents and families, enjoy the same rights and have access to the same health, educational and social services, training, and work opportunities enjoyed by other citizens. Among one of the program priorities, ECDD has been implementing Disability Rights Programs and Projects in several regions of Ethiopia.

2.    Job Requirements

ECDD is soliciting proposals from qualified vendors to provide four major systems:

2.1.        HRIS (Human Resources Information System). The scope of functionality for the proposed HRIS solution is to include HR, Benefits, Payroll, Time and Attendance, Talent Acquisition (e.g. Recruiting, Onboarding), leave management, Talent Management (e.g. Performance, Training), and other relevant functionality.

2.2.        FETIS (Financial Expenditure Tracking Information System): This system should enable users to automate and track all processes pertaining to financial expenditures made for implementation of each project activities across all regions by our program staff. The system will be online or web-based and captures the budget allocated for each activity, records the advance requests and the actual expenditures, calculate the balance, input all documents to be attached through scanning, allow electronic approvals at all levels and generate different types of expenditure related report. The system should make our processes paperless and should be accessible anywhere.

2.3.        Project Performance Tracking Information System/M&E System: the functionality of the system should support all processes from planning stage up to the final project performance evaluation stage including the process of inputting the detailed annual implementation plan of all projects including activities, sub-activities, budget, target, time frame, implementation area (region/zone/woreda, city); recording performances in terms of target, budget and time; allowing on-the-spot tracking of the status of project implementations anytime, anywhere; and generating various types of M&E Reports.  

2.4.        Organizational Knowledge Management System: This system is to allow ECDD to capture and manage all program and admin documents electronically and enable all staff of ECDD to centrally store, access and manage their documents. The system should contribute to the development and strengthening of organizational memory.

The above-mentioned requirements are just indicative and do not represent the whole range of services required. The consultant is expected to provide detailed operational, performance, application, and technical requirements of the system. All systems must be fast, manageable, user friendly, secure and scalable. This request for proposal (RFP) contains background information on ECDD and specific information that must be included in the proposals to be submitted and project implementation plan for each project. An electronic version of the proposal must be received no later than April 10, 2022.

3.    Proposal Outline

The proposals should include the following items and be organized in the manner specified below.

a)    Letter of Transmittal

A letter of transmittal briefly outlining the consultant’s understanding of the work and general information regarding the consultant and the people who are available to directly engage on the project. The letter should clearly identify the local address of the office of the consultant performing the work, the telephone number, and the name of the authorized representative. The letter shall include a clear statement from Consultant that this offer is binding and shall remain open for 90 days from the due date of this RFP and acknowledges that its proposal cannot be withdrawn within that time without the written consent of ECDD.

b)    Contents of the Proposal

The information to be contained in the proposal include organizational profile including overview of organization, certificate of registration, complete list of previous projects (relevant to the current task only, preferably with NGOs in a table format and letters issued by the past clients testifying to the work only are accepted). Background information about the Consultant should be limited to a maximum of 2 pages and focus should be on the offer being made.

c)    Qualifications

Describe recent experience with implementing the above stated solutions for organizations of a similar size and/or industry to ECDD, preferably to NGOs, Letters attesting the work done by such organizations. Include three client references, preferably organizations similar in size and industry to ECDD that should include actual name(s), current phone number(s), and email address. 

d)    Scope of Services and Proposed Project Schedule

Briefly describe the Consultant’s understanding of the scope of services to be provided including the name/version of the product(s) proposed and estimated implementation schedule.

e)    Fees and Compensation

Estimate all costs for the system, implementation, and servicing/support. Please make sure any of the following that are relevant and any other associated costs are clearly indicated and included in your proposal:

·         Development/Customization costs:

·         Annual Maintenance:

·         Implementation costs:

·         Training costs:

·         Other costs:

1.    Requirements

The Contractor should have the following minimum qualifications and experience:

• Preferably 8 years, but not less than 5 years’ experience in developing and implementing Information Systems similar to the ones listed under Section 2 above in organizations of a similar size and/or industry to ECDD, preferably to NGOs,
• Letters attesting the work done in such organizations should be attached. Include three client references, preferably organizations similar in size and industry to ECDD

2.    Selection Criteria

The Technical and Financial Proposals will account for 70% and 30% respectively of the selection criteria, broken down as follows:

3.    Schedule of Payment

•       First Installment of 40% of Contract amount upon signing the Contract

•       Second Installment of 20% of Contract amount upon submission of the first version of the systems

•       Final Installment of 40% of Contract amount upon submission and acceptance of well tested and validated Software together with the source code, the user manual, the technical documentation as well as installation and configuration manual.

Taxes will be deducted and paid by ECDD according to government rules.

Lien