BACKGROUND
First Consult PLC is a consulting firm in Ethiopia specializing in delivery of effective and business-oriented solutions for areas such as development, business, strategy, human resources, finance, and investment challenges, while ensuring to address the needs of its clients.
Additionally, First Consult offers training and capacity building to organisations and individuals in various professional skill areas. Key professional development themes include, financial planning, business plan and proposal writing, time management, communications, personal and human resource development, decision making, and project management.
OBJECTIVE
The objective of this ToR is to outline the scope of work for the provision of the Enterprise Resource Planning (ERP) for First Consult. The aim is to deploy an ERP system that will assist in automating most of First Consult processes, comply with legislative and government policies and promote good governance. The ERP system must be scalable to allow additional modules, and must interface with other business information systems.
SCOPE OF WORK
The firm will take the following broad approach in accomplishing the terms of reference (ToR) for which the following tasks and responsibilities will be performed:
DETAILS ON THE ERP SYSTEM:
The ERP system must be scalable.
ERP system must be able to interface with some of the existing and future systems to be deployed at First Consult.
The ERP must be able to accept migrated data from the existing system.
Sourcing and installation of the following modules (as shown below):
I. Financial management ERP module with the following functionalities:
II. Human resources management ERP module with the following functionalities:
III. Project management ERP module with the following functionalities:
IV. Professional services provision as follows:
DELIVERABLES AND TIMEFRAME
The potential vendor shall deliver:
Description of each deliverable | Timeframe | |
1 | Submit technical and financial proposal | May 29, 2020 |
2 | Deadline for questions on ToR to be submitted | May 26, 2020 |
3 | Presentation and demonstration of model to evaluation committee | To be communicated |
4 | Contract award | To be communicated |
5 | Installation of ERP | To be communicated |
6 | Guideline/reference documents on the installed ERP | To be communicated |
7 | Training of users | To be communicated |
8 | Data migration cleaning and reconciliation | To be communicated |
9 | Ongoing, maintenance and support for three (3) years |
These timelines are indicative, and bidder should include a more detailed delivery timeline in their proposal.
LOCATION AND DURATION
This service is required for First Consult. The service provider will install the ERP system and provide ongoing technical support and maintenance for minimum of one(1) year.
EVALUATION
First Consult will review the submitted proposals in accordance with the specific qualification, and experience requirements – as well as with the specific tasks stated above. Firms should clearly indicate their experience and previous engagements in line with the specific requirements.
The bid will be evaluated on functionality and bidders require a minimum of 70 out of 100 points allocated for professional ability. Bidders will be evaluated in terms of the minimum requirements. Bidders who do not fulfill all the requirements, or do not submit the required documents will be disqualified.
BUDGET DETAIL
All costs should be stated in ETB. Budget should be presented in a format where cost areas are clearly identified, including costs relating to:
1. Software installation (each module)
2. Training of users
3. Other related costs, including support and maintenance
Regardless of the cost estimation model vendors choose to use, each vendor is required to submit a clear budget as explicitly indicated above, in order to allow like comparison between all financial bids received.
If the technical bid has different proposed methodologies or options for approaching the model, please be sure to include a separate budget for each of the proposed options.
FIRM QUALIFICATIONS
A local IT firm with ERP system implementation capability that has the following experience:
TEAM MEMBER’S QUALIFICATIONS
The multi-disciplinary team should comprise members with the following educational qualifications, experience, and competencies:
METHODOLOGY
The vendor is asked to provide a clear methodology and approach in carrying out this assignment.
The vendor is also required to demonstrate knowledge and skills that indicate the vendor team will have the ability to implement this project successfully and in accordance with the stated scope of work, and timeline.
Thus, services on the methodology include:
1. Information/system demand capturing
2. System installation
3. System integration
4. Reporting (user guide/reference)
5. System training and user introduction
6. Data quality assurance
7. Technical quality assurance
WORKING ARRANGEMENTS
The vendor shall work closely with First Consult team. First Consult focal persons for this assignment to whom the company will be reporting to are the General Manager, and Senior Compliance and Grant Officer.