Children’s HopeChest is seeking a firm or individual consultant (“the Provider” or “Consultant”) to deliver innovative and results-oriented ERP system design and deployment services in support of Children’s HopeChest’s Operations management.
Children’s HopeChest
Children’s HopeChest
Request for Quotation (RFQ) – Customized Enterprize Resource Planning (ERP) system
1.Introduction
Children’s HopeChest (CHC) is a foreign charity, non-governmental organization, which was established in 1994 to equip orphan and vulnerable children, families, and their communities to escape from the cycle of poverty. CHC was registered by Ethiopian Authority for Civil Societies Organizations (ASCO) in September 2011G.C. Our approach transforms the lives of vulnerable children and their communities through partnerships that focus on sustainability, independence, and long-term self-sufficiency.
Children’s HopeChest is seeking a firm or individual consultant (“the Provider” or “Consultant”) to deliver innovative and results-oriented ERP system design and deployment services in support of Children’s HopeChest’s Operations management.
- Objective
The aim is to deploy a customized Enterprise Resource Planning (ERP) system that will assist in automating most of Children’s HopeChest’s Operations management processes, comply with legislatives, policies and promote good governance. The ERP system must be scalable to allow additional modules, and to consolidate both Country Office and CarePoint reports into one reporting center.
- Scope of the Work
The Contractor will take the following tasks and responsibilities:
- Conduct a review in a highly consultative manner with Children’s HopeChest, meet with the management and relevant staff of Children’s HopeChest in order to map/document internal processes, and align them with the internal control model set and documented by the organization.
- Conduct analysis of the current processes in the organization and draft a clear image of the existing system at the Children’s HopeChest. Propose all necessary requirements for the deployment of a fully functional ERP system that will automate Children’s HopeChest financial
- Propose several variant options that are aligned with the Children’s HopeChest requirements and advice on the effective solutions to implement.
- Since ERP system may require some best practices that may differ from the way practiced at this level, Children’s HopeChest expect any new suggestions to incorporate.
- Define any customizations or third-party solutions that are required for the Children’s HopeChest’s particular business solutions, in addition to the core ERP system.
- Implement the customized modules.
- Migrate (any available) data, and chart/implement ways to enter data.
- Perform offline and live testing of the solution with the relevant Children’s HopeChest
- Refine and improve the system over time, if any new functionalities or adjustments are needed.
- Develop user guidelines on how to use the ERP, and the ERP technical support Guideline.
- Provide a complete documentation of flowchart and process of the ERP platform.
- Provide training to all relevant Children’s HopeChest staffs on the ERP for daily operations and system training to IT staff on supporting and administrating the ERP systems.
- Provide user guidance/support on issues faced using the solution.
- The platform and system must be able to serve daily user access and operations from at least 24 users to the ERP system internally with authorized levels of access.
- The employee portal platform must be logical and secure, with access to relevant self-services through a single online portal in accordance to user access level. It shall be able to be accessed and viewable through web browsers and/or mobile devices i.e. mobile friendly and responsive. The intuitive interface of the ERP system must allow users to easily adapt within a short period of time from the initial stage of using the system and reduce the change management efforts.
- Must have User Rights Management and exclusive Access Control for the authorized staffs
to administer and set the proper user roles/permissions to allow specific users to access specific ERP operations, data, request approval and user profiles. Must have an automated workflow for the business process lifecycle, allowing specified/respective users for review, editing, and approval of staff requests; Must be able to track the process flow to respective users of their activities and their authorization including Access, Operations and Approval logs to enable better control and monitoring of audit trail of activities performed in the system.
4.Modules of ERP System
The ERP system is expected to comprise number of modules designed in accordance with the organizational governance structure. We expect the ERP system to have all the functions required for all organizational entities to work in tandem and efficiently. Some of the functions required are:
Financial Management
- Planning and budgeting
- General ledger
- Accounts payable
- Accounts receivable
- Bank reconciliation
- Charts of Account
- Departmental allocations
- Cash management
- Fixed assets
- Budget Entry- Budget Adjustment with trail
- Designated project accounting
- Independent platform for CarePoint account management
- Fund Request by departments or staff- Approval by Directors
- Regulatory Compliance Support
- Summarized Dashboard reports
- Detailed and Summarized Budget, actual report and Variance report
- Detailed and Summarized Financial Performance
- Detailed and Summarized Financial Position
- Detailed and Summarized Trial Balance
- Any other additional functionality
Human Resource Management
- Personnel management
- Benefits administration
- Leave management
- Payroll management
- Organization compensation management
- Employee performance management
- Travel management (travel and advance request)
- Training management
- Reporting
Logistics and Procurement
- Purchasing: Acquisition of goods and services as well as Bid Management
- Contract Management
- Event Management
- Supplier Database Management
- Asset Management
- Logistics and Transportation
- Technology management
In addition, professional service provision in the following areas is expected:
- Data conversion and migration
- Report development
- Implementation and training services
- Change management
- System documentation and testing
- Knowledge transfer
- Ongoing support and maintenance of the ERP solution
5.Expected Deliverables and Timeline:
The potential vendor shall deliver:
- A complete integrated ERP platform with all modules and their required functionalities.
- Both an ERP user guideline and technical support guideline.
- A complete set of required documentation including flowchart, and process of the system.
- A complete set of hardware and IT equipment required to install the system
- Necessary trainings to be provided to all relevant staff.
- Free support, maintenance, and licensing of ERP for a period of no less than 12 months from the date of hand-over to Children’s HopeChest Country office (inclusive of on-site debugging/correction, when necessary).
6.Duration
This service is required for Children’s HopeChest Country office and its CarePoints, and the service provider will install the ERP system and provide ongoing technical support and maintenance for a minimum of one (1) year.
- Evaluation
Children’s HopeChest will review the submitted proposals in accordance with the specific qualifications and experience requirements – as well as with the specific tasks stated above. Bidders should clearly indicate their experience and previous engagements in line with the specific requirements. Bidders must be willing to provide demonstration of the proposed solution prior to awarding. The bid will be evaluated on functionality and bidders require to have the necessary 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.
- Financial Proposal
All costs should be explicitly stated in Birr. Financial proposal should be presented in a format where
cost areas are clearly identified, including costs relating to:
- Requirement study
- Software installation (each module)
- Training of users
- 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 cost 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.
- General Qualifications of the Software Company/Firm
Software Company/Firm with ERP system implementation capability that has the following specialties:
- Legally registered organization with requisite professional experience of five (5) years minimum and knowledge of ERP installation systems.
- Prior experience should include a full range of activities from ERP planning process to ERP implementation projects in NGO setting.
- Enough level of experience in implementation of ERP systems in NGO setting.
- Proven experience in integration of ERP systems.
- Deploy qualified personnel in Operations management, system analysis, and ERP software installation.
- Must be able to provide demonstration of the solution pre-award as part of the mandatory technical evaluation.
- Methodology
The software company/firm is asked to provide a clear methodology and approach in carrying out this assignment. The software company/firm is also required to demonstrate knowledge and skills that indicate the software company/firm 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:
- Information/system demand capturing
- System installation
- System integration
- Reporting (user guide/reference)
- System training and user introduction
- Data quality assurance
- Technical quality assurance
The software company/firm shall work closely with Children’s HopeChest IT and Children’s HopeChest focal person for this assignment.
- Acceptance of Proposal
All rights to accept or reject proposal without giving any reasons, shall be reserved by Children’s HopeChest Country office. If deemed necessary, the software company/firm shall be asked for modifications.
- Responsibilities of Children’s HopeChest
Remaining within the policies and practices, Children’s HopeChest’s primary responsibility will be to help the software company/firm to achieve the objectives of this TOR.
- Responsibilities of Software Company/Firm
The software company/firm will be responsible for carrying out the tasks outlined in this TOR and ensure the delivery of outputs stated above within the agreed budget and timeline.
- Copyright
The copyright of the entire system and its components developed by the organization/software company/firm under this TOR will belong to Children’s HopeChest. The company/Firm will hand over the source code to Children’s HopeChest at the end of project handover process.
- Termination of the Contract
Children’s HopeChest may terminate the agreement, if the software company/firm commits a breach in the performance or observance of any of its obligations under this TOR. The company shall be notified in written form within a week prior to the termination of the agreement.
- Confidentiality
During the performance of the assignment or any time after expiry or termination of the agreement, the software company/firm shall not disclose to any person or otherwise make use of any confidential information which the software company/firm has obtained or may obtain in the course of the Children’s HopeChest. Except for purposes of this assignment, the information shall not be disclosed to the public nor used in whatever form without written permission of Children’s HopeChest.
- Documents to be submitted by Software Company/Firm
Technical and Financial Proposals shall be submitted separately. The application shall contain following documents:
- Technical Proposal
- Understanding of the TOR
- Concept of the ERP Development
- Development methodology, work plan and a list of resources to be used,
- Firm profile & experience and proofs, Key staffs to be deployed for this assignment
- Financial proposal
- Detailed budget breakdown including taxes.
- The Supplier must fulfill the following criterion/documents:
- Valid Business License of 2019 E.C
- Valid registration documents
- Latest tax clearance certificate
- TIN & VAT certificate
Bid Security: The bidder should submit CPO amounting to 2% of the total bid amount in ETB, with the name of Children’s HopeChest ONLY. No bid bond/ bank guarantee is accepted. CPO should be delivered in person to the Children’s HopeChest Office to the below address. The CPO must be valid for at least 60 days from the bid submission deadline. The CPO shall be returned to unsuccessful bidders within 15 days of the contract award.
Submission method: All Proposals must be submitted electronically to: tzeleke@hopechest.org with subject line RFQ No 05/2026 Proposals – ERP System within 5 working days. CHC reserves the right to reject any or all the bids. Further information can be obtained by phone +251 910267760. Interested applicants are expected to submit both technical and financial proposals into two separate files.
Children’s HopeChest
Lideta Sub City, Woreda 04
Around Sarbet round about
EGST Building 5th floor
Addis Ababa, Ethiopia
[10 pts]
── Quality of Proposal & Responsiveness to ToR [10 pts]
── Knowledge Transfer Plan & User Training Strategy [05 pts]
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2. Firm Experience & Team Capacity (35 Points)
── Track Record (≥4 similar projects in Ethiopia) [10 pts]
── Project Team Size (Minimum 6 deployment personnel) [05 pts]
── Professional Certifications (NAV C/SIDE Specialists) [20 pts]
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