CALL FOR TENDER. Humanitarian Aid for Liberia Monitoring Software Our Ref LBR Dear Madam/Sirs,

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1 CALL FOR TENDER Humanitarian Aid for Liberia Monitoring Software Our Ref LBR 1057 Dear Madam/Sirs, Welthungerhilfe was established in It is today one of the largest private organizations working in the area of development cooperation and humanitarian aid in Germany. Non-profit-seeking, non-partisan and non-denominational. Donations from the population at large fund our work in Africa, Asia and Latin America. In addition, Welthungerhilfe receives grants from the Federal German Government, the European Union and the United Nations. Bonn, 20/09/2018 Financed by the German Development Bank (KfW by its German acronym), today we are in the market for the supply of: Monitoring software for development activities and service delivery to beneficiaries, its introduction, adaption, training, development and after sales service 1. Introduction The program Reintegration and Recovery phase V (2018 till 2021 with possible extension), funded by the German Development Bank (KfW) and implemented by a consortium of Non Profit organizations which include Welthungerhilfe, Medica Liberia, and Oxfam aims at contributing to sustainable socio-economic development and food and nutrition security improvement in the South-East of Liberia and to the consolidation of the peace process. The program objective and direct outcome is the improvement of living conditions of the population in the South East of Liberia Welthungerhilfe is the lead organization for the consortium as well as the focal point for communications with KfW, therefore it will be responsible for the financial management and the overall coordination of the program. The program will be focused on three key sectors of agriculture, WASH and women empowerment. Agriculture (Welthungerhilfe and Oxfam): Promotion of high-value crops (rice, cassava, plantain, pineapple, beans) through training on improved techniques for production, processing, storage and marketing. Promotion of vegetables in lowlands and backyard gardening in the uplands. Deutsche Welthungerhilfe e.v. Friedrich-Ebert-Straße 1 D Bonn Tel Fax Moritz Crößmann Procurement & Internal services Tel. +49 (0) Fax +49 (0) Moritz.croessmann@welthungerhilfe.de Patron: Federal President Frank-Walter Steinmeier Supervisory Board (honorary): Bärbel Dieckmann, President Prof. Dr. Joachim von Braun, Vice-President Norbert Geisler, Chairman of the Finance Committee Amadou Diallo Rita Lanius-Heck Prof. Dr. Conrad Justus Schetter Dr. Tobias Schulz-Isenbeck Secretary General: Mathias Mogge Donations account: Sparkasse KölnBonn IBAN: DE BIC: COLSDE33 Member of Alliance 2015, International NGO Network Infrastructure (Welthungerhilfe): Spot improvements of feeder roads, construction/rehabilitation of agriculture infrastructure (irrigation schemes, rural markets, processing units)

2 WASH (Welthungerhilfe): Improvement of existing and construction of new water sources through participatory training focusing on sustainable management Protection and Empowerment of Women (medica Liberia): Address sexual & gender based violence through prevention and advocacy and through economic empowerment 2. Participation Tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping (consortium) of tenderers) which are established in any state. Tendering is also open to international organizations. 3. Indicative Timetable DATE TIME Deadline for 1 st round requesting of clarifications from the Contracting Authority 26/09/ :00 CET Publication of 1 st round Q&A 28/09/ :00 CET Deadline for 2 nd round requesting of clarifications from the Contracting Authority 03/10/ :00 CET Publication of 2 nd round Q&A 05/10/ :00 CET Deadline for submission of tenders 11/10/ :00 CET Tender opening session 12/10/ Notification of results Signature of the supply contract Presumably October 2018 Presumably October Use of the software for the implementation of the project The main objective of the introduction and use of the software is documenting the progress of activities and processes through the information collected on the site on a regular basis with the smartphones. The data will be transferred to a common interface, which will be accessible to all users according to their predefined "permissions" in the system. In addition, the system can be used to facilitate project management. The selected service provider will ideally have experience working for KfW funded projects as well as Welthungerhilfe projects. The monitoring system will be developed mainly for the monitoring of the progress of the infrastructure components, but it should also allow monitoring of all other activities related to the reinforcement of local capacities (from their programming to their implementation). All actors involved in the projects will be required to use the monitoring system. 2

3 The successful service provider is required to conceive a monitoring system composed by a secure application for Android smartphones as well as a secured interactive website. The application allows, through the use of the smartphone, the collection of data about the project and especially of the work progress. This data will be stored in the online platform, inserted into a data processing and analysis system and then put on-line at a site accessible to program managers and other key project staff and stakeholders. The monitoring system will have to be designed in a way that allows user monitoring at any time during the program's duration. The monitoring system must be conceived in a way which allows monitoring by all the users during the entire duration of the program. Monitoring will be done as the project progresses, depending on the needs and progress of the project. As part of a detailed needs analysis, the selected service provider will develop key features required for data collection for the selection of individual outputs according to pre-defined criteria and then for the monitoring of construction, rehabilitation and extension works as well as training on local capacity building and other activities. Descriptions of work completed or underway should include the date and time of work and facilities, the functionality of the work, geo-referenced photographs and other detailed descriptions as required. For the cases of the rehabilitation and the extension of already existing infrastructures, a status report of the places will be made. It is not planned to put all the project documents online (for example, contracts with companies, technical studies, tender documents), but only the key information that allows for an overview of the project. In agreement with the project stakeholders, the data system setup should be completed by the selected service provider during the introduction of the system. They will also be completed and modified, if necessary, during the first year of the use of the monitoring tool, additional proposals for analysis and data processing can be made. The use of the system will begin with an introductory phase. First, the functionality of the software will need to be defined based on a needs analysis, secondly, the software will be parameterized. Simultaneously, the access rights of the different stakeholders will be defined. Then, WHH will provide smartphones for users. The introduction will end with a pilot phase in which the software will be adapted to the real needs and possibilities in the field. It will be the responsibility of NGOs to use and provide information. The technical staff of the NGOs carrying out the site visits will use the application to carry out the site reports. The software interface will be managed by a focal point within WHH who will update and check the information regularly. Information must become automatically accessible for KfW. 5. Scope Develop standardised ICT based tools (mobile and web) to enable LBR 1057 project planning, monitoring and management. These tools will allow remote monitoring and tracking of project activities in challenging environments in the South East of Liberia. On Going Maintenance, Support & Modifications. Provide scalable smartphone (android) & web-based software that will allow. Component to enable monitoring of work progress of infrastructure and construction components through data collected on-site on a regular basis as well as monitor training activities on local capacity building, dates, time, pictures, videos of the activities, geo referenced points. Tool should facilitate project planning and management. Tool should be able to provide possibility of downloading different/customisable report templates in pdf or excel. The application should allow customization of different levels of user rights. 3

4 6. Tasks for the service provider Analysis of the needs and parameterization of the monitoring tool in close collaboration with the project team (WHH, Oxfam and medica Liberia) and KfW; Produce an assessment report that gives an overview of the tools to be developed and their key features/requirements etc. and the approach to developing them. Design, Build & Test tools Supporting for feeding and use of the data analysis system with the collected data; Train & Rollout: Training of users on the monitoring tool in Monrovia and Zwedru, ad hoc support; Preparation of a user manual for the monitoring tool; Continuous support ensuring the smooth operation of the system and to support the modifications to the monitoring tool that are required by WHH and or KfW for the duration of the project; Supervision and ongoing assistance to users and support in the analysis and processing of data (production of maps, diagrams etc. useful for the project) Provision of the monitoring tool, related licenses, data platform and website for a total duration of at least two years after the formal completion of the project (including extensions) Assist in the development of reporting templates and database management 7. Calendar of deliverables Needs assessment report, detailed specifications and collection of reference data: 1 month after the beginning of the services Setting up of the monitoring tool: 3 months after the beginning of the service Initial training of users of the monitoring tool in Liberia: the implementation of the monitoring tool in a period of one month Continuous training according to user needs Continuous training based on user needs (e. g. exchange of staff, difficulties found during the first months) throughout the duration of the service presentation: from the 4th month onwards Where appropriate, modifications and improvements to the monitoring tool, depending on the needs of the users and the difficulties encountered in the field: from the 4th months onwards. 8. Prices All prices must be indicated in EUR (, Euro) currency only. Quotations stated in other currencies will not be considered in the awarding process. 9. Documents Following documents must be submitted before tender closing: Written quotation on company letter headed paper Detailed technical proposal including work plan and deliverables Company Profile References Filled, signed and stamped pre-qualification of supplier Following documents must be submitted after firm order: Commercial Invoice on letter headed paper addressed to Ordering Party 4

5 10. Payment Conditions Cash against documents (CAD). Advance payment is not foreseen, payment schedule to be negotiated in Contract. Each payment will be arranged by bank transfer within 20 days after original documents received. 11. Selection criteria Received, complete and eligible offers will be evaluated per lot as follows: 45% Price 40% Evaluation of technical proposal 15% References / Track Record 12. Exclusion criteria Any of the documents missing in Article 9 could be considered a reason for exclusion. 13. Tender Conditions The bids must be valid 20 days at minimum. Quotations must specify all details according to the tender text. Suppliers who do not receive a written feedback by expiry of the deadline for bid acceptance their bid has not been successful. 1 st round of Questions to the tender must be submitted before 26 th September 2018, 12:00 CET 2 nd round of Questions to the tender must be submitted before 03 rd October 2018, 12:00 CET to: moritz.croessmann@welthungerhilfe.de ; alex.maina@welthungerhilfe.de ; celia.ruiz@welthungerhilfe.de The summary of the questions & answer document will be submitted and published at the latest for 1 st round: 28 th September 2018, 17:00 CET 2 nd round: 05 th October 2018, 17:00 CET under the reference number of the tender under the following link: Quotations must reach Welthungerhilfe not later than 11 th October 2018 at 12:00 CET and must be submitted by only to the following address: tender@welthungerhilfe.de ***** Moritz Crößmann Procurement & Internal services 5