Expression of Interest (EOI)         16th August 2024

Request for Proposal / Quotation (RFP/Q)

TPO Nepal requests to submit a Proposal/Quotation for the Development of Data Management System/Software . This should be online database management system/software with the specified features. Proposal/Quotation shall be submitted no later than 23rd August, 2024. Proposal/Quotation can be sent via e-mail or drop at TPO Nepal Office Baluwatar.

S.N. Donor Project Period Amount
1 The Center for Victims of Torture (CVT) “Helping Survivors Heal (HSH)”

2023-2026

 27th August 2024 to 15th August, 2025 Not exceeding than NPR 990,000.

Further requested to submit a Copy of all the latest company registration documents along with the quotation on Letterhead.

Transcultural Psychosocial Organization Nepal (TPO Nepal)

PEACE OF MIND

Anek Marga, Baluwatar, Kathmandu, Nepal. | GPO Box 8974 CPC 612

Phone No: +977-1-4524082/4537124/4531717

General Term and Conditions

For

 The development of the database Management system/ software of TPO Nepal.

 

Background:

Transcultural Psychosocial Organization Nepal (TPO Nepal) is one of Nepal’s leading psychosocial organizations. It was established in 2005 with the aim of promoting psychosocial well-being and mental health of children and families in conflict affected and other vulnerable communities. TPO Nepal is a knowledge-driven, innovative organization working in areas disrupted by violence and poverty. We strive to develop local psychosocial, mental health and conflict resolution capacity and systems that promote community resilience, quality of life and self-reliance through education, research, service delivery and advocacy.

A database is an organized collection of structured information, or data, typically stored electronically in a computer system. It is responsible for storing, securing, and retrieving data. Thus, TPO Nepal is planning to develop its database management system/software. This system will includes service provision (Psychosocial and mental health service, advocacy, capacity building, research) and HR (Admin including HR).

  1. Objective:

To develop a database management system/software for TPO Nepal that is flexible, user-friendly, quick, smart, and supports info graphics and cloud-based integration.

  1. Scope of Work
  • Develop a database management system/software that meets the following criteria:
  • Flexible and user-friendly
  • Quick and smart
  • Includes infographics
  • Supports cloud-based integration
  • Enhance the capability of TPO Nepal staff in using and managing the new database system.
  • Review, evaluate, and update this new database system to ensure alignment with organizational needs.
  1. Expected Deliverables:
  • Development of an Automated Reporting Database: Create an online database management system/software with the specified features for TPO Nepal, including automated report generation.
  • Consultative Meetings: Conduct consultative meetings with both the TPO Nepal central office and field teams to ensure the system meets their needs.
  • Staff Training: Train the necessary staff on how to use and manage the database.
  • Guideline/User Manual: Develop a comprehensive guideline or user manual for the database administrator.
  • Ongoing Support: Provide ongoing maintenance, review, and evaluation of the database systems

Core Features of the Database/Software:

  • Support for multi-user, multi-location, and multi-project management in an efficient manner.
  • Capability to generate dynamic reports based on project log-frames, batch uploads with validation for beneficiaries, targets, and budget codes.
  • Dual date functionality (English & Nepali).
  • Fiscal year and period management.
  • Report filtering by multiple dimensions.
  • Support for uploading necessary supporting documents.
  • Report generation based on project objectives, among other criteria.
  1. Implementation Plan:

These activities will be implemented under the five years strategy and organizational MEAL framework of TPO Nepal.

Start date: The contact will be start as earliest after selection of vendor.

End date: This contract will end by August 2025 for the first time.

The contract will be extended based on the requirements of the organization and the performance of the developer/vender.

  1. General Qualification of Consultant/Firm:

The firm must meet the following eligibility criteria:

  • Experience: Over 2 years of experience in developing database management systems for organizations.
  • Recognition: Established recognition at the national level.
  • Compliance: Possession of valid registration documents and up-to-date tax clearance certificates.
  1. Required Documents:
  • VAT Registration Certificate
  • Company/Institute Registration Certificate
  • Tax Clearance Certificate for Fiscal Year 079/080
  • Organizational Profile
  • Technical and Financial Proposal (to be submitted in a sealed separate envelope)
  • Recognized experience letter or any acknowledgment information from any organization (based on experiences)
  1. Budget:

The company should submit a total budget along with a detailed breakdown including all applicable taxes at the time of the proposal application.

  1. Timeline:

RFQ Submission deadlines: 23rd August, 2024

Start date: As earliest

End date: 15th of August, 2025 Possible to extension

  1. Payment Schedule: 

The payment will be provided in three installments:

  • 1st Installment: 50% of the total amount will be released as an advance after signing the agreement and receiving the inception report.
  • 2nd Installment: 30% will be released upon the completion of 80% of the activities and submission of a periodic report.
  • 3rd Installment: The remaining 20% will be released upon the completion of all deliverables and submission of the final report. 
  1. Bid Assessment:

After evaluation of the proposals by the Procurement Committee, TPO Nepal will select and award the applicant considering both technical and financial proposals. The weightage of the proposal will be as follows:

Technical – 60% (Quality of proposal along with professional, experienced, qualified team and prior experience of making database management system.

Financial (Value for money) – 40%

  1. Submission Process:

Technical/financial proposal meeting ToR requirements should be submitted as sealed bid to TPO Nepal Head office Kathmandu by 05 PM, 23rd August, 2024. Technical/financial proposal received after the specified date and time of the invitation will not be considered.