Terms of Reference (ToR) For Engaging a Service Provider to Develop And Deploy an ERP System at Brooke East Africa

Scope of Work

The selected service provider shall undertake the following tasks:

Needs Assessment:

• Conduct a thorough needs assessment to understand the specific requirements and challenges of the Organization.

ERP System Development:

• Design, develop, and customize an ERP system that addresses the Organization's needs, including modules for fundraising management, donor fund management, proposal management, HR & payroll, project execution management, monitoring, evaluation, accounting, and e-procurement.
• Ensure the ERP system is scalable and adaptable to future organizational growth.

Deployment and Integration:

• Deploy the ERP system in a manner that minimizes disruption to the Organization's operations.
• Integrate the ERP system with existing software, databases, and systems as required.

User Training:

• Provide comprehensive training to the Organization's staff on how to effectively use the ERP system.

Data Migration:

• Migrate existing data from relevant legacy systems to the new ERP system, ensuring data integrity and accuracy.

Testing and Quality Assurance:

• Conduct thorough testing and quality assurance to identify and resolve any issues or bugs in the system.

Documentation:

• Provide detailed documentation of the ERP system, including user manuals, technical documentation, and system architecture.

Maintenance and Support:

• Offer ongoing maintenance and support services, including updates, troubleshooting, and technical assistance as needed.

Proposal Submission

• Interested service providers should submit their proposals, including the following information:

Company Profile:

• Provide an overview of the service provider's experience, expertise, and relevant projects.

Technical Proposal:

• Outline the proposed approach, methodology, and timeline for ERP system development and deployment.
• Specify the technology stack and tools to be used.

Financial Proposal:

• Provide a detailed breakdown of the cost of developing and deploying the ERP system.
• Include a pricing structure for ongoing maintenance and support.

References:

• Include references from previous clients who can attest to the service provider's capabilities.

Confidentiality

• All information provided in response to this ToR is considered confidential and should not be disclosed to third parties without the Organization's written consent.

Amendment of ToR

• The Organization reserves the right to amend this ToR at any time, and any changes will be communicated to all prospective service providers.

Conclusion

• This ToR outlines the requirements and expectations for the development and deployment of an ERP system for the Organization. Service providers are encouraged to submit comprehensive proposals that demonstrate their ability to meet the Organization's needs effectively.
• Potential entities are invited to submit their bid documents by 29-09-2023.

The applicant should provide as part of the application:

• Both technical and financial proposal
• Terms of Reference (ToR) for Engaging a Service Provider to Develop and Deploy an ERP System for Brooke East Africa