1. Background

The African Initiatives for Relief and Development (AIRD) has made significant investments in developing and implementing an Enterprise Resource Planning (ERP) system. An internal analysis was recently conducted to assess the current state of the ERP system and propose recommendations for the way forward. In light of the substantial investment already made, the Senior Management Team (SMT) has decided to commission an external evaluation of the ERP system and validation of the findings from the internal assessment, ensuring that the system meets industry standards and regulatory requirements for data integrity, security, and functionality, while providing a reliable platform for AIRD’s operational needs.

2. Objective

The objective of this assignment is to engage an independent consultant to conduct an external validation of the AIRD ERP system and an evaluation of the internal analysis results. This validation will include a comprehensive review of the ERP contract, an evaluation of the system’s achievements, and an assessment of the recommendations provided by the internal analysis, including budgetary and timeframe considerations, while ensuring compliance with relevant standards and regulations applicable to ERP systems.

3. Scope of Work

The consultant will be required to carry out the following tasks:

3.1 Review of the ERP Contract

Examine the original ERP contract to understand the scope, terms, and conditions agreed upon at the outset of the project.
Identify any loopholes in the contract signed between AIRD and the consultant.
Validate findings from the internal assessment conducted, ensuring compliance with regulatory standards and system requirements.

3.2 ERP System Validation

Following industry best practices for ERP validation, the consultant will:

• Define Validation Scope and Objectives: Confirm that the validation scope includes all modules, functionalities, and processes critical to AIRD’s operations.
• Assess System Milestones: Review the system’s performance against key milestones and deliverables outlined in the contract, assessing the system’s ability to meet user requirements and business processes.
• Risk Assessment and Mitigation: Conduct a risk assessment to identify potential vulnerabilities in the ERP system and propose mitigation strategies to ensure system reliability, security, and data integrity.
• Validation Testing: Perform installation qualification (IQ), operational qualification (OQ), and performance qualification (PQ) to verify system compliance with operational requirements and industry standards.
• Evaluate Gaps and Compliance: Identify gaps in system functionality and performance, including unmet obligations and deviations from the ERP contract, and assess the extent to which these gaps impact AIRD’s operations.

3.3 Evaluation of Recommendations

• Provide an independent evaluation of suggested improvements or adjustments to the current system.
• Explore potential alternatives to the current ERP solution, if applicable, considering compliance, cost, and feasibility.
• Propose a budget and timeframe for the implementation of the recommended improvements.
  Assess the feasibility, cost-effectiveness, and potential impact of these recommendations, ensuring compliance with relevant regulatory frameworks.

4. Deliverables

The consultant is expected to deliver the following:

• A detailed ERP validation report that includes findings from the ERP contract review, system evaluation, and assessment of the recommendations, alongside validation protocols, test results, and risk mitigation plans.
• A presentation to the SMT, summarizing the report’s findings, and providing clear answers and recommendations for system improvement and compliance.
• Regular updates on progress, ensuring alignment with the TOR and addressing emerging issues.

5. Qualifications of the Consultant

The ideal consultant should have:

• Extensive experience in ERP systems, particularly in validation processes for NGOs or international organizations.
• Proven expertise in contract review, system validation, and regulatory compliance.
• Strong analytical skills and the ability to provide unbiased and objective assessments.
• Excellent communication skills, with the ability to present complex information clearly.

6. Request for Proposals (RFP)

Applicants must submit:

• A technical proposal detailing the approach to the assignment, including a detailed work plan and timeline, company profile, relevant experience, CVs, and qualifications of key staff.
• A financial proposal outlining the proposed cost.
• A detailed timeline required to complete the evaluation

Interested consultants should submit their proposals to the following:

1. Email address: procurementhq@airdinternational.org or
2. Physical address: Plot 42 Lugogo By-Pass, Lugogo House, Block C, 1st Floor, Kampala.