TERMS OF REFERENCE FOR DEVELOPMENT OF AN EMERGENCY RESPONSE INFORMATION MANAGEMENT AND DASHBOARD SYSTEM

TERMS OF REFERENCE FOR DEVELOPMENT OF AN EMERGENCY RESPONSE INFORMATION MANAGEMENT AND DASHBOARD SYSTEM

1. Background

World Vision‘s approach to humanitarian responses is guided by its Disaster Management Standards which incorporate the Core Humanitarian Standards (CHS). The requirement is for member organisations to demonstrate compliance through the CHS verification processes to ensure a consistent and systematic application of the CHS at all levels of humanitarian organisations and across all responses.

1. To develop standard operation procedures and guidelines for emergency response programs .
2. To develop a user-friendly digital platform for entry and visualization of WV Somalia emergency response information.
3. To provide a platform for WV Somalia and it’s partners to ensure inclusivity, transparency, accountability and responsiveness in it’s response programs

WV Somalia would like to engage the services of a consultant to develop an information management and filing system for the organization.

Objectives of Work

The overall objective of this assignment is to develop an information management and visualization system for WV Somalia.

Scope of Work

The duties and responsibilities of the consultant/s will be to:

1. Development of the system:
2. Technical support and maintenance of the system:
3. Training:

The consultant shall design, develop and implement: 1) A digital emergency response data management system for World Vision Somalia. He or she will be required to understand the requirements of the users and accordingly develop the system to meet their needs. This shall also involve confirming and documenting key processes and details of the system together with a work plan of development, testing, implementation and training.

The consultant will be required to maintain the system and provide all the necessary technical support to the end users.

The consultant will be required to train all users for the smooth operation of the system. Reinforcement training shall also be undertaken on an ongoing basis.

Deliverables

The IT consultant will document the key documents management system statement of user requirements, end to end business processes, process flow diagrams, implementation roadmap including post-implementation support.

The main deliverables under the assignment shall be a fully functioning:

• Digitalbased Information Management System /solution.
• Automated dash board for WV Somalia emergency response data showing case summary and disaggregated data.
• Concise guidelines on collection and management of emergency response data for WV Somalia.

Duration and Timing of the Assignment

The assignment is planned to take place from Dec 2024 to January 2025

Qualifications

Lead consultant to have a minimum of a Master’s Degree in Information Sciences and any other related areas.

Experience

1. At least 5 years’ experience in similar roles and assignments
2. Excellent communication and written skills
3. Demonstrable experience in manual and electronic Information Management and Filing System development.

Evaluation Criteria

1. Mandatory Requirements

• Provide a certified copy of business registration(company/organization)
• Provide a certified copy of the tax registration
• Provide information on ownership structure – the name of directors/owners of the company(company/organization)
• Successful bidders will be required to sign the World Vision Supplier Code of Conduct form

1. Technical Evaluation

2. 2.1 Qualifications

The consultant must have proven expertise and experience in designing data management and dashboards for humanitarian response programs. Proof of these is to be provided by submitting, together with the application:

• An overview of relevant works
• Working samples
• Contact details for references
• The proposed consultant’s/research team’s CVs

1. 2.2 Requirements in detail:

1. Preliminary evaluation to determine eligibility (as described above) and administrative compliance of this Invitation to Bid.

2. Evidence of experience in this field (number of years in service and clients served)

3. Organizational governance and management structure, staff members and staff to be assigned to this project with their qualification and experience.

1. Statement of firm’s independence in executing its mandate without influence from internal and external parties, political, social, commercial etc.

5. Proposed budget, applicable taxes and any reimbursable costs to carry out the exercise. 6. Applicable commercial terms to the proposal submitted.

Proposals that do not meet the eligibility criteria (1) above shall be eliminated and shall not be considered for subsequent stages of the evaluation

3. Financial Evaluation

Provide financial proposal that includes

• A detailed breakdown of costs associated with the delivery of the LMA exercise including Logistics Cost
• Credit Terms
• Payment Terms

Financial proposal should not be part of the technical proposal; it should be a separate document.

1. APPLICATION PACKAGE
2. Proposal: Once received the ToR, consultants are requested to submit a proposal within the deadline announced, not exceeding seven pages, based on the following outline:
3. Executive Summary (1 page)

• Brief overview of the consultancy firm and its qualifications.
• Summary of the proposal’s main points, highlighting the consultant’s unique value proposition and understanding of the project requirements.

1. Project Scope and Objectives (0.5 pages)

• Concise description of the consultant’s understanding of the project’s aims and the context in Somalia.
• Confirmation of the methodology and tools provided by WVS and the consultant’s readiness to implement them.

1. Methodology and Implementation Plan (2 pages)

• Brief explanation of how the methodology and tools outlined in the ToR will be applied in the field.
• Steps for adapting the methodology to local conditions, if necessary.
• Description of the data collection process, including timelines for each type of data gathering.
• Quality assurance practices to ensure data accuracy and reliability.

1. Team and Management Structure (1 page)

• Overview of the project team, including key personnel and their roles.
• Brief bios highlighting relevant experience and qualifications for key team members.
• Organizational chart showing the reporting and communication lines (if available).

1. Ethical Considerations (1 page)

• Identification of potential risks and challenges associated with the data collection process.
• Strategies for mitigating these risks, particularly those related to security and data integrity.
• Detailed ethical considerations

1. Work Plan and Timeline (1 page)

• Gantt chart or similar visual timeline showing major activities and milestones.
• Critical dates and deadlines for key deliverables throughout the data collection project.

1. Proposal Evaluation Criteria

The criteria include consultant’s understanding of the project’s requirements, team expertise and experience, past performance, operational capability (logistic planning and risk management), technical soundness of the methodology and implementation plan, budget, and ethical considerations. WVS may request interview with short-listed consultants.

1. CHILD PROTECTION AND SAFEGUARDING POLICY

World Vision is committed to actively safeguarding children from harm and ensuring children’s rights to protection are fully realized. The organization takes seriously the commitment to promote child-safe practices and protect children from harm, abuse, neglect, and any form of exploitation as they encounter WV Somalia supported interventions. In addition, we will take positive action to prevent child abusers from becoming involved with WV Somalia in any way and take stringent measures against any WV Somalia and/or Associate/ Consultant who abuse children. Decisions and actions in response to child protection concerns will be guided by the principle of ‘the best interests of the child’. All children and adult participants will be oriented on World Vision’s safeguarding policy and reporting mechanisms in case they face any form of violence or abuse. As such, the study must ensure appropriate, safe, non-discriminatory participation, stressing views collected from all children and youth, a process of free and un-coerced consent and withdrawal, and confidentiality and anonymity of participants. Environments and working methods should be adapted to child and youth capacities; time and resources should be made available to ensure that children and youth are adequately prepared and have the confidence and opportunity to contribute their views. Consultants are required to sign and adhere to World Vision Safeguarding Policy and provide a statement within their proposal on how they will ensure ethics and child protection in the process of the study and how these will be mitigated.

1. Submission of Proposals:

Interested individuals and firms should submit their proposal in English and by email to [email protected] on or before 16th January 2025. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified)

Email title should be; -. Development of an emergency response information management and dashboard system

Only the final selected candidate will be contacted. World Vision reserves the right to accept or reject any Bid and is not bound to give reasons for its decision”