Request for Proposal - TOR for Consultancy Services for Automation Software for Micro, Small and Medium-Sized Enterprises (MSMES) in Kakuma) at Africa Enterprise Challenge Fund (AECF)

• The purpose of these terms is to define the scope, responsibilities, expectations, and deliverables of the engagement between the AECF and the selected consultants. The successful service providers must demonstrate experience and understanding of the refugee context.

Specific duties and responsibilities (the “Services”) of the consultant

The consultant will be expected to deliver on the following scope of the assignment.

• Identification of key business processes within the MSMEs that can be automated for improved efficiency.
• Selection and customization of automation software solutions to suit the specific needs of each MSME.
• Implementation services including application installation, custom development, data conversion and migration, training and change management, documentation, fitting the solution’s specific customer support arrangement and warranty services.
• Provide the licensing model for the software.
• Integration of the automation software with existing systems, if applicable.
• Data migration from manual systems to the software.
• Test the solution configured and provide quality assurance within the project.
• Training of MSME staff to effectively use and manage the automation software.
• Monitoring and support during the initial implementation phase to ensure smooth transition and troubleshooting.
• Optional, on-demand support services, especially for the time period beyond implementation project closure.

Implementation services

The proposed project plan should cover the activities listed above.

The Implementor will be responsible for the following during the implementation;

• Design and implementation of system architecture
• Project management, planning and scheduling various phases of the implementation
• Verify and ensure the completeness of business process descriptions and their mapping against the capabilities of the Portfolio Management Solution
• Conceptualizing, configuring, developing, customizing, validating and implementing the solution, including developing and testing interfaces, custom applications, data conversion where required, training and change management, documentation etc.
• Providing post-go-live support.

Specific deliverables

The deliverables/outputs for this assignment are outlined below:

• Comprehensive assessment report detailing the current processes, pain points, and potential areas for automation in each MSME.
• Selection of appropriate automation software solutions for each MSME, along with the rationale for the choices made.
• Customization plan outlining the modifications and configurations needed to align the software with the unique requirements of each MSME.
• Integration strategy, including any necessary (Application Programming Interface) APIs or connectors to link the automation software with existing systems, if applicable.
• Data migration plan to ensure seamless transfer of data from manual processes to the automation software.
• Training materials and sessions for MSME staff and AECF support staff to ensure effective usage and administration of the software.
• Progress reports at regular intervals during the implementation phase, highlighting achievements and addressing any challenges.
• Final implementation report/Insights report summarizing the entire process, lessons learned, and recommendations for ongoing maintenance and improvements.

Duration of the assignment

• The assignment is expected to commence in February 2023 and is expected to be completed in 6 months from the commencement date.

Reporting

• The consultant will report to the Head, Investment Advisory Services.

Proposal submission

Qualified consultants are invited to submit a proposal that includes the following:

• Qualification and experience as indicated in the evaluation criteria.
• Approach and methodology to undertake this assignment underpinned by a demonstration of value for money.
• The proposal should include a clear licensing cost structure that would be used to provide cost estimates for the various companies that will be supported. The technical and financial proposals will need to be submitted as separate documents.
• Submitting the financial and technical document as one document will disqualify the applicant.
• As per details in the evaluation criteria

Qualifications and experience

The consultant should possess the following skills and/or credentials:

• Minimum of 10 years of experience in working with MSMEs on automation of processes.
• Knowledge of the development sector and in particular working in the Kakuma/Kalobeyei area.

The successful software provider should have capabilities suited for MSMEs including but not limited to:

• The software should address common challenges faced by MSMEs and provide solutions that align with their operational requirements.
• The software should offer flexibility in terms of customization to adapt to the specific needs of different MSMEs.
• The software should have an intuitive and user-friendly interface suitable for users with varying technical skills.
• The software should address common challenges faced by MSMEs and provide solutions that align with their operational requirements.
• The software provider should offer comprehensive training resources and responsive customer support.
• The software should offer flexibility in terms of customization to adapt to the specific needs of different MSMEs.
• The software should provide value for money and offer pricing plans suitable for SME budgets.
• The software should be accessible from various devices and potentially have a mobile app for on-the-go usage.
• The software should offer robust reporting and analytics features to aid in decision-making.