Request for Proposal for IT Consultancy Services

Background

African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making African International humanitarian NGO currently operating in ten Sub Saharan African Countries. 

Since 2007 AIRD has offered relief and development support in logistics, fleet and transport management, drug procurement, repatriation, reintegration, water trucking, infrastructure and construction.  AIRD is currently operating in Uganda, Tanzania, DRC, Chad, Burkina Faso, Central African Republic, Liberia, Republic of Congo, Cameroon and Niger with projects geared towards education, environment, livelihood and WASH.

AIRD seeks to streamline its IT operations with an Integrated ERP system, integrating the software we use in the ten countries we work in.

Objective

The purpose of this Request for Proposal (RFP) is to invite prospective IT Companies/Consultants to create a comprehensive IT system for AIRD. It should be an Integrated Enterprise Resource Planning (ERP) System; an operational process management software that allows AIRD to use a system of integrated applications to manage the Operations and automate many back-office functions related to technology, logistics, procurement management, asset management, fuel management, workshop management, warehouse management, Program management including grant and funds management, financial systems services and human resources. The assessment of AIRD’s current IT architecture and develop a strategy and system to meet our current and future needs:

The IT Company/Consultant will do the following:

  • Assess the existing systems
  • Design an Enterprise resource planning (ERP), an operational process management software that allows AIRD to use a system of integrated applications; this includes the creation of a new system which integrates all existing systems within one single system which meets all the needs of the organization.
  • Identify AIRD’s IT needs and gaps including logistics, procurement management, asset management, fuel management, workshop management, warehouse management, Program management, grant/funds management, financial systems services and human resources integration with ten country programs via the ERP and integrated system
  • Consult with UNHCR and integrate our system with UNHCR platforms to deliver effective reporting.
  • Present a strategy of the IT plan for the development, implementation, maintenance and moving forward for the next five years

Technical Requirements

  • System analysis
  • System design
  • System development and system testing
  • System implementation
  • System documentation
  • System evaluation.
  • System Integration with UNHCR platform
  • Advice on the equipment needed
  • Advice on personnel required
  • Staff training on the use of the new IT systems
  • A dedicated team and contact person that AIRD can reach out to.
  • Advice on the use of the best database and user-friendly software available on the market.

Criteria for selection

  • Technical and Financial Proposals
  • Company profile including reference sites and references for us to check
  • Company details: Contact person, place of business
  • Trading license
  • URA Tax clearance certificate
  • Memo / Articles of Association
  • Timeline for the project 
  • Project budget
  • Provide CVs of persons who will work on this project
  • French and English proficiency
  • Etc

RFP can be picked from:

AIRD Head Office in Kampala - Plot 42 Lugogo By-Pass, Lugogo House, Block C 1st floor or you can also request the RFP via email at info@airdinternational.org until November 8th, 2019. If you have any questions or require any clarification, you can write to the info email address up to November 8th, 2019 to have your questions answered.

There will be a meeting with prospective bidders to clarify expectations on 11th November, 2019 at the Boardroom AIRD Head office, Plot 42 Lugogo By-Pass, Lugogo House, Block C, 1st floor

Qualified and interested bidders should submit their sealed bids to Plot 42 Lugogo By-Pass, Lugogo House, Block C 1st floor: Attention: AIRD Director Of Operations. Bids should not be submitted by email

Deadline for submission of bids: November 15th, 2019 at 1:00pm.

Note:

The Organization reserves the right to partially or cancels the bids in the event of identification of better options without notice, and any lobbying will lead to automatic disqualification.

Further information can be found in the documents attached.

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