Request for Proposals (RFP) for Development and Implementation of an Integrated Enterprise Resource Planning (ERP) System

1. Introduction to IPHC-E

The International Institute for Primary Health Care – Ethiopia (IPHC-E), established by the Ministry of Health of Ethiopia (MOH), is dedicated to strengthening Primary Health Care systems across countries. IPHC-E accomplishes this through capacity-building training, program design and implementation, and providing evidence-based policy recommendations to the MOH. The institute also trains leaders in PHC, operates innovation labs, and engages in policy and strategy development related to PHC.

2. Project Background

Currently, IPHC-E utilizes multiple independent software solutions for functions such as Knowledge Management, Project Management, e-Learning, Analytics, and Subscriptions. The lack of integration among these tools hinders seamless communication and operational efficiency. To address these challenges, IPHC-E seeks to implement a unified ERP solution to streamline daily operations, enhance data quality, and support informed decision-making. The primary objective is to establish an integrated digital workspace that fosters organizational efficiency, transparency, and agility.

3. Project Objectives

• Design and implement a centralized ERP system integrating all essential operational functions.
• Streamline and automate major processes in Human Resources, Finance, Procurement, Project Management, and Monitoring & Evaluation (M&E).
• Enhance financial oversight, budget monitoring, and donor reporting to meet both Ethiopian and international standards.
• Improve project planning, execution, tracking, and evaluation.
• Centralize document management and facilitate effective knowledge sharing.
• Provide real-time, user-friendly dashboards tailored to specific roles.
• Ensure the system is secure, scalable, intuitive, and maintainable.

4. Scope of Work

The selected vendor will be responsible for the full ERP system lifecycle, including analysis, design, development, customization, deployment, and ongoing support.

4.1 Design Principles

• Modular & Phased Approach: Initiate with core modules (HR, Finance, Projects, Procurement, Inventory, M&E, Dashboards), with incremental additions.
• Bilingual User Interface: Full support for Amharic and English, including Unicode compatibility, accurate font rendering, searchable fields, and local format compliance.
• Mobile & Offline Functionality: Mobile-first access for fieldwork, automatic data syncing after connectivity loss, SMS fallback for critical alerts.
• Compliance by Design: Role-based access control, encrypted data, immutable audit trails, and data residency options.
• Interoperability: Standards-based APIs (REST/GraphQL) and pre-built connectors for services such as Google Workspace and SMS gateways.

4.2 Functional Modules

Core Financial & Operational Modules

• Human Resources (HR): Personnel lifecycle management, recruitment, contracts, leave, performance, payroll, training, etc.
• Finance: Accounting, general ledger, accounts payable/receivable, banking, budgeting, reporting, multi-currency, and fund management, etc.
• Procurement: Transparent purchasing, requisitions, sourcing, purchase orders, receiving, etc.
• Inventory & Asset Management: Consumables and fixed asset tracking, inventory levels, asset registration, depreciation, disposal, etc.
• Fleet & Travel Management: Vehicle usage, maintenance, travel requests, per diem, and clearances, etc.

Programmatic & Grant Management Modules

• Project Management: Planning and tracking of projects, resources, milestones, risks, and reporting, etc.
• Donor & Grant Management: Grant lifecycle, agreements, budgets, deliverables, schedules, integration with finance/M&E, etc.
• Budget Utilization: Controls for overspending, budget-project linkage, variance analysis, alerts.
• Monitoring & Evaluation (M&E): Indicator definition, data collection/analysis, reporting, dashboards, etc.
• Partner & Subgrantee Management: Partnership management, capacity assessment, agreements, reporting, etc.
• Document management: folder uploading, version control, secure storage, full-text search, collaboration tools, access control, and integration with all ERP modules (HR, Finance, Procurement, Projects, M&E, etc.).

System-Wide & Administrative Modules

• Dashboard & Analytics: Real-time, role-specific dashboards.
• Advanced Reporting: Custom report building, scheduled email reports, data exports.
• User Roles & Permissions: Access restrictions, audit tracking, delegation.
• Security: Data encryption, audits, retention rules, consent management.
• Disaster Recovery: Backup, failover, annual recovery testing.
• API & Integration Hub: Centralized system connections, API key management, webhooks, data exchange records.
• Interoperability: Effective data exchange between various platforms and tools.

4.3 Cross-Cutting Features

• Global Search: Unified search respecting user permissions.
• Notifications: Configurable alerts via email, SMS, or in-app.
• Document Templates: Auto-generation of documents with pre-filled data.
• Accessibility: Compliance with WCAG-AA standards (keyboard navigation, color contrast).
• Mobile & Offline Support: Offline forms, media capture, background sync, SMS/USSD fallbacks.
• Amharic Localization: Full translation, proper formatting, enabled search, PDF exports with Amharic fonts.

4.4 Implementation Roadmap

1. Phase 1 (Months 1–2): Core setup (Identity, HR, Finance, Procurement, Inventory, Docs, Program & Grant Management, Mobile Pilot).
2. Phase 2 (Months 2–3): Field and support operations (Events, Partners, Beneficiary, Logistics, Fleet, Timesheets).
3. Phase 3 (Months 3–4): Advanced/internal support (Helpdesk, Risk, Document management, Data Quality, Integrations, Advocacy, Business Continuity/Disaster Recovery).

4.5 Data Migration Plan

• Discovery: Identification of source data (spreadsheets, databases).
• Mapping & Cleansing: Field mapping, data cleaning, and standardization.
• Test Loads: Sample data loads into UAT for error correction.
• Cutover: Final data migration during a planned freeze window.

4.6 Training & Change Management

• Development of role-based training for all users.
• Preparation of bilingual (Amharic/English) materials, videos, and guides.
• Provision of post-launch support and collection of user feedback for improvements.

4.7 Post-Implementation Support

The vendor must provide a minimum of 12 months of mandatory post-launch support for bug fixes, issue resolution, and user assistance. A comprehensive long-term maintenance plan and pricing must also be included.

5. Key Deliverables

• Project Inception Report: Work plan, risk assessment, methodology.
• Software Requirements Specification (SRS): Complete, detailed requirements.
• System Design Document (SDD): Architecture, schema, UI/UX.
• Operational ERP System: Fully functional system with all modules.
• Source Code: Full transfer of custom code and IP to IPHC-E.
• Technical Documentation: Architecture, schema, API details.
• User & Admin Guides: Manuals in Amharic and English.
• Training Materials: Guides, presentations, video tutorials.
• Test Plans and Reports: Test documentation and UAT approval.
• Data Migration Report: Summary, validation, results.
• Support Plan: Details for 12-month post-launch support.
• Regular Progress Reports: Bi-weekly submission.

Vendor Qualifications

• Legally registered entity with a minimum of five years’ ERP experience.
• Documented work on at least two similar/public health projects, preferably in Ethiopia or East Africa.
• Demonstrated expertise in proposed technology, financial systems, and NGO-specific processes.
• Proven capacity for localization, particularly in Amharic.
• In-house UI/UX, cybersecurity, and data protection proficiency.

7. Required Proposal Content

7.1 Technical Proposal (No Pricing Information)

• Executive Summary
• Company Profile (legal status, experience, expertise)
• Demonstrated Understanding of TOR (goals, challenges)
• Proposed Methodology (management, design, development, testing approach)
• Detailed Work Plan (phases, timelines, milestones)
• Solution Description (architecture, technology stack, detailed module and feature responses, mobile/offline strategy)
• Project Team (CVs of key personnel)
• Past Experience & References
• Draft Plans (data migration, training/change management, support period)

7.2 Financial Proposal

• Detailed budget breakdown by module/phase (one-time costs for design, development, customization, data migration, training, management)
• 12-Month Support Cost
• Total All-Inclusive Cost
• Proposed Payment Terms (linked to milestones/deliverables)
• Proposal Validity (minimum 60 days)

8. General Terms & Conditions

• Confidentiality: All information contained in this TOR is confidential and proprietary to IPHC-E.
• Intellectual Property: All deliverables, including software code and documentation, will be the property of IPHC-E.
• Payment Terms: Payments will be made in installments based on successful completion and acceptance of key deliverables.
• Right to Reject: IPHC-E reserves the right to accept or reject any proposal, or to annul the bidding process at any time.
• We look forward to receiving your proposal and partnering to advance primary health care through technology innovation