Request for a contractor to develop a database for Konbit
The goal of Konbit is to increase the number of Haitian development partners who are accountable to their constituents, and who can effectively compete for and manage resources to achieve significant and sustainable development results in Haiti.
Establish and coordinate comprehensive capacity development services – to build institutional competence for Haitian civil society organizations so they can take on increasingly complex development challenges.
Launch a Development Innovation Network – to encourage collaboration and sharing of best practices, innovations, and industry standards in both capacity development and technical areas among Haitian and international practitioners.
Develop and implement monitoring, evaluation and learning activities and employ an interactive platform for sharing of key lessons learned
Small Grants Program set up and running to support the delivery of capacity development activities and the implementation of innovative initiatives. To achieve these results, Konbit is implementing a range of strategic interventions, which include:Building the competencies of local capacity development service providers and develop the competencies of institutions;
Mobilizing networking events to foster collaboration and sharing of good practices, innovations and industry standards in the capacity development and technical sectors.
Measuring the project’s progress and results, use its monitoring and evaluation process and results to create learning opportunities for program participants, and use its interactive platform to share lessons learned.
Providing grants to support the capacity building of local partner beneficiary organizations and pilot innovation projects developed within the framework of the Development Innovation Network.
Konbit is looking for a contractor to build an information system to manage and store data related to its implementation. This system will allow Konbit to gather information on its activities, such as mapping of capacity development service providers, delivery of training and technical assistances, mentorship or coaching, and the coordination of networking events, conferences and think tanks. It should also record the provision of specific services such as Experts Konbit and the Helpline, as well as organizational assessment findings and scores. The tracking of these aforementioned activities should support the M&E Lead to run periodically reports and answers these specific questions:
How many organizations are mapped? Where they are located? What is their expertizes? What are their main sources of funding?
What are the areas of weakness or strength for the organizations which have been assessed? How much have they improved their organizational capacity during the implementation of the project?
How many organizations have received Konbit services? Which organizations are actively involved in Konbit activities? What is their level of satisfaction per activity?
How many organizations used the Experts Konbit service and/or the Helpline? Which Experts Konbit services are most frequently used? What are the main inquiries for the Helpline?
How many organizations have been reached through networking events, conferences, and think tanks? How many organizations have successfully diversified their funding?Furthermore, this information system will also help Konbit track the grants provided through its Small Grants Program. For instance, for each grantee, the database should record:
The grant’s start and end dates, the point of contact, level of funding, contract number, deliverables, beneficiaries reached, and reports submitted.
This information will allow Konbit’s grants team to report on the number of grants issued, the number of grantees that have met their targets, and the overall progress of the grants.
This database should offer Konbit space to electronically archive all relevant documents (Word, Excel and PDF formats) and allow support staff to inventory office supplies and equipment to better report on their utilization.
Once all data has been recorded, Konbit plans to use an automatic dashboard to regularly inform stakeholders on the project’s performance. Konbit will also use this database as a backend to synchronize and host survey data collected from mobile devices.
Proposed Database Architecture
From a technical standpoint, this database should be organized as follow:
The entry point will be a core object that registers each organization benefitting from Konbit services such as Organizational Capacity Assessment, Expert Konbit, Helpline, Training, Grant, Networking Event and all type of technical assistance. This object will serve as a repository to store information mapped by Konbit.
The second object will track all the aforementioned services. It should tell which organization received each specific Konbit services and When.
Thirdly specific objects will be related to the:
Grant service: to track for each grantee their level spending, their milestones completion and grant status
Training service: to garner evaluation feedbacks and further application of training content in participating organization’s operation
Organizational Capacity building activities: track baseline and endline information on organization including M&E system.
Library: that can be used as filling system to store project data collection tools
By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible by the U.S. Government. Papyrus/KONBIT will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government (or other lists).
To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include in an offer in response to this RFQ:
Official quotation using the firm’s letterhead, including:
The name, address and telephone number and authorized signature of the seller (bidder).
Validity period of Quote
A technical description of the deliverables being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. Lead Time Availability of the Service.
Special pricing instructions: price and any discount terms or special requirements or terms (Special note: pricing must include guaranteed firm fixed prices for the services requested.)
Payment address or instructions (if different from mailing address)
Acknowledgment of solicitation amendments (if any)
Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including points of contact with telephone numbers, and other relevant information)
Special Note: The Seller, by his response to this RFQ/RFP and accompanying signatures, confirms that the terms and conditions associated with this RFQ/RFP document have been agreed to and all its attachments have been carefully read and understood and all related questions answered.