DEVELOPMENT OF CARITAS RWANDA NETWORK MANAGEMENT INFORMATION SYSTEM (CNMIS)

Caritas Rwanda is a nationwide non-profit organization, legally recognized since 1962, mandated by the Catholic Church in Rwanda to assist people in need and foster for their integral human development throughout health, social welfare and development interventions. Caritas Rwanda is an equal opportunity organization for service providers and staff hiring, basing on their expertise and merits. 

Caritas Rwanda is looking for a qualified firm or individual, expert in database design for capturing all projects/programs key data to improve Caritas Rwanda and network accountability. This will emphasize the development of a SharePoint as a secure, corporate intranet, documents/projects and fleet management. The database will help eliminate and minimize paper documents and manual processing of information, accelerate workflow, enhance cost-effective collaboration within the organization.

1. Expected Results/Deliverables

The expected deliverables for this consultancy work will be:

• A unified platform structured following Caritas Rwanda Network (national, diocesan and parishes Caritas);
• A working SharePoint deployed in the clustered database, multi-farm, and network load-balancing environment to provide access to files stored in libraries through web-based interface and desktop version;

Clusters will include but not limited to:

1. The Caritas Rwanda's fleet management component will consist of sub-different pages (e.g. vehicle requests, mission reports, fuel reports, garage reports, travel mission requests, etc.);
2. A working project management with all necessary information needed for the projects (project report, execution period, automatic budget management, etc…);
3. Backend administration deployed for all users to authenticate and access the documents;

Services after the platform design:

• All related documentation about the use of the system in the backend and frontend pages;
• Training for Administrators of the system and Staff;
• Post implementation support for a period not exceeding 12 Months;
• The user friendly system, working as interactive platform;
• A platform with a built-in system to promptly send a notification email to the supervisor for approval, rejection, or comments;
• A well-developed backend administration of the users (create user, delete user, rename user, and add permission to the user);
• A simple user authentication page to use the system (log-in using username and password created by the administrator);
• An easy access (as viewer or editors) to any report shared in the system by other users (mission reports/requests, vehicle request and any other report, etc…);
• SharePoint with administrator right to issue permission to users about read, delete, and write operations;
• SharePoint, fleet and project management system accessible anywhere online to the assigned users;
• The simple form of identification of the users while creating a user with information related ID #, First name, Last Name, Position, project/program/department, Phone #, and email, Location (district or Diocesan);
• A backend content management system empowered by the latest technology that
• enables the person in charge of the platform management to not only assign permissions to the users and add or update content but also be able to customize the page layout;
• Enhanced security features against malicious intruders;
• The whole package tested, deployed, and functioning as required;
• Use simple, cost-effective techniques to test designs with representative users before implementation of major features such as structuring the main navigation menu;
• Optimize the platform for low bandwidth users.

2. COMPETENCY AND EXPERTISE REQUIREMENTS

The successful bidder must have over 5 years of experience and relevant exposure in the design, development, implementation, and technical support and maintenance of SharePoint, Fleet, and Project Management System. The successful bidder must have relevant expertise proven through at least 3 certificates of good completion of previous work in designing, developing, implementing responsive SharePoint, Fleet, and Project Management, and in providing technical support;

Interested candidates are required to provide CVs of 3 company’s engineers in computer science, software development, and application development who will design, develop, and support SharePoint, Fleet, and Project Management System for Caritas Rwanda.

3. APPLICATION REQUIREMENTS

The Application package is comprised of:

• Letter expressing interest in carrying out the consultancy service required;
• CV (s) of three (3) company’s engineers as described above;
• Certified copies of academic and professional qualifications of three (3) company’s engineers;
• A technical proposal written in English describing the background, methodology, and timeline to deliver the required services;
• Company registration certificate issued by RDB;
• RRA (VAT) Registration certificate;
• Proof of EBM possession;
• Valid RRA Tax clearance certificate;
• Valid certificate from the National Cybersecurity Authority indicating that the bidder is a data processor;
• Good completion certificates from the previous work completed in the designing, developing, implementing, and providing technical support of SharePoint, Fleet, and Project Management System development (at least 3 certificates of successful similar work in the last 5 years);
• To provide the bidding guarantee from a recognized bank or insurance equal to Frw 200,000 (two hundred thousand Rwandan Francs);
• Financial proposal (Price quotations) in local currency (Frw). This financial proposal should precise if all taxes are inclusive or exclusive.

4. HOW TO APPLY

Interested companies are requested to submit their technical and financial proposals in sealed envelopes (1 original and 2 copies) to Caritas Secretariat no later than September 10^th, 2024 (by 3:00Pm). The public opening will be the same day at 3:30pm in the conference room of Caritas Rwanda located at KN 16 Av 30.

Applications will be assessed on cost reasonableness (30%) and technical competences (70%).

N.B. Submission of all administrative documents listed above is mandatory and non-submission of one of them will cause the offer’s rejection.

Done at Kigali on August 28, 2024

Father Oscar KAGIMBURA

Secretary General, Caritas Rwanda