Request for Proposals (RFP) Development of an Integrated Management Information System Consultancy

Title

Request for Proposals (RFP) Development of an Integrated Management Information System Consultancy

Location

Harare

Type of Contract

Consultant

Deadline

07/06/2021 (Expired)

About

1.0    Background

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organisation which is registered as a Trust under the Zimbabwe Deeds Registries Act (Chapter 20:05). ZHI’s mission is to develop and deliver innovative and sustainable high impact integrated health interventions with local communities while working with and strengthening existing institutions.

Currently ZHI has a basic IT system with stand-alone processes. The processes are mostly manual or carried out on individual laptops and shared via email. There is no integrated MIS software for centrally managing the information requirements or processes of the organization. This has resulted in difficulties of accessing the necessary data and information, processing and analysis, comparing performance across departments and projects, as well as responding adequately, and timely to the information needs of beneficiaries and other key stakeholders. In line with the operationalization and organizational strengthening strategies of ZHI, a robust, modern, fully-fledged and Integrated Management Information System (IMIS) is required. The IMIS will help the organization to be fully equipped, using paperless technologies, to meet the corporate objectives.

The organisation is therefore, inviting proposals from qualified Consultants/Firms to develop an Integrated Management Information System (IMIS) to support effective processing, storage and sharing of information. The consultant will also be required to build capacity within ZHI to use and maintain the developed system. The assignment will cover the Integrated System development and deployment. The IMIS should satisfy the following inherent features:

1. Paperless, electronic and web-based solution
2. Cost-efficient

- High scalability

1. Ease of upgrade
2. Modular (if deemed appropriate)
3. High user-friendliness and operationality

- Ease of user-maintenance
- Works both in online & offline mode

1. Interconnection capability (future) with other organisational’s MIS
2. Capabilities of a Document Repository and Management System which allows for easy coding, uploading, safekeeping, sharing, processing and retrieval amongst others, of data and information relating to the day-to-day operations via the system


Scope Of Work

Whereas ZHI has provided the general scope of work for this assignment below, the consultant is expected to propose a plausible approach for undertaking this assignment, covering the design/customisation of a web enabled Integrated Management Information System (IMIS) and subsequently the linking and integration of the system with existing databases and systems.


Processes


Using learnings from this consultancy, the Consultant will provide the Management with recommendations for the development of an overarching ZHI Integrated Information Management System (IMIS) which is secure and web-enabled, linking all databases and systems (including SAGE Accounting and SAGE Procurement amongst others) across Departments and projects. The scope is going to be implemented and delivered in phases as follows:


Phase 1 Modules



  1. Finance payments


The system should be able to do the following, amongst other functionalities.


i)Workshop Advances requisitions, authorization and liquidations


ii)Travel and Subsistence requisitions, authorization and liquidation


iii)Payment Voucher Creation which will be captured and processed into SAGE Accounting


2. Vehicle Management with the following functionalities


Vehicle database with Booking, service, weekly travel report, fuel requests, liquidations etc


Phase 2 Modules



  1. Asset and Inventory management

  2. Human Resources


Employee Database, Performance management, Staff requisition, Exit Clearance, HR Metrics/Reporting, Recruitment, Online orientation and training programs, Handover Notes



  1. Integration of SharePoint Knowledge Management (KM) Platform into IMIS


4.0    Tasks and Deliverables


The consultant is expected to.



  1. Develop an efficient, expandable, and interoperable IMIS for projects.

  2. Ensure that IMIS is capable of providing quick analysis of trends and comparisons against defined indicators at various levels. Furthermore, it is able to generate periodic (monthly, quarterly, bi-annual and annual) quantitative and qualitative disaggregated reports. Provide list of reports that the system should be able to generate. The Consultant should ensure that there are provisions for management and staff to be able to customize generated reports.

  3. Develop mechanism for ensuring effective internal coordination with other units such as HR, Finance, and Administration etc, through data sharing. This calls for developing well-coordinated database regarding projects in consultation with all relevant units.

  4. Train key staff member on developed system.

  5. Develop IMIS user manual / guiding document.


5.0    Key Indicators for consultant and time frame of the assignment


The assignment is for 30 full-time working days from the date the contract is signed.



Application Requirements

The lead consultant should have the following skills and qualifications:



  1. Advanced degree (Masters Level) in a relevant field (Computer Science, Data/Information Management, Information Technology, and Software Engineering).

  2. At least 7 years’ experience in systems design

  3. Strong experience in development of web applications

  4. Competent knowledge/practise of AGILE methodology and good practices

  5. Excellent communication and writing skills

  6. Experience in undertaking at least two similar assignments in the past and working with diverse organizations is an added advantage.

  7. Good understanding of NGO program implementation.


7.0    Evaluation


The purpose of evaluation is to determine the technically compliant and competent bid from amongst the substantially responsive bids received by ZHI. In order to make a decision, ZHI shall adopt a systematic evaluation process comprising of the following 4 logical steps:



  1. A mandatory bidders conference to take place within five days after the RFP release date to give interested and eligible consultants the chance to ask questions regarding the project.

  2. Bidders will be short listed first on the basis of qualifying eligibility criteria and then responsiveness of the Bid in meeting scope, understanding of the concept, competence to meet the Functional Requirements and others, as detailed in this RFP Document i.e. evaluation of the Bids shall be done by ZHI on Technical, Functional Parameters as well as experience and capability of the Bidder to implement the IMIS Solution.

  3. Successful consultants/firms will then be invited to make a presentation of the IMIS Solution/Product Proposal, demonstrate the Product ‘Walk through” and if required, ZHI will visit the organisation(s) where the Product is successfully implemented by them.

  4. Based on the presentations, ZHI shall evaluate the bidders for their readiness of the product and capabilities to meet the functional, operational and other requirements, and accordingly ZHI shall take a decision for selecting the successful consultant/firm.


7.1 Technical Evaluation


ZHI will evaluate technical bids on the following broad criteria:


Technical Completeness of the bid containing details of:



  1. Clear Process Flow/Functionality of the entire solution for the Integrated Management Information System Platform proposed

  2. Compliance with scope of work,

  3. Compliance with Functional Requirements and Technical Requirements.

  4. Qualifications of the Consultant and staff proposed for the assignment

  5. Consultant/Firm’s experience and competency with development of Management Information Systems within NGOs

  6. Ability to provide a complete solution.

  7. Evaluation of functional capabilities of the IMIS Solution offered, through product presentation, product walk through.


8.0    Submission of Proposals


ZHI is now inviting qualified firms and consultants to submit their Technical and Proposals including a cover letter with subject line: ZHI Integrated Management Information System Development Consultancy and CVs to the following address: Email: procurement@zhi.co.zw with subject: “Technical Proposal to develop ZHI Integrated Management Information System Development IMIS”. The proposals should arrive by the 8th June, 2021. For any enquiries regarding this RFP, send an email to procurement@zhi.co.zw


The submissions should include the following documents:



  1. Technical proposal for both phase 1 and 2

  2. Copies of certificate of registration / incorporation (for firms)

  3. Names and contacts of Directors (for firms)

  4. Company profile (for firms)

  5. Curriculum Vitae of proposed project team members

  6. Tax registration certificates (Income Tax and VAT in case of firms)

  7. Full contact details (physical address, telephone and fax numbers and e-mail addresses)

  8. Contact person and contact details of Project Lead/Manager(for firms)

  9. Profile of previous work done which is related to this assignment

  10. Three references and contacts of three referees

  11. Certificates of completion of previous work

  12. Cost of implementing the assignment including the cancellation clauses.


Note: There is going to be a Bidders Conference for all prospective bidders on 3 June 2021. Those interested kindly send your details to procurement@zhi.co.zw for more details.


Note: All developments including source code remains the property of ZHI