International tenders

VSO is a global voluntary organisation whose mission is to bring people together to fight poverty through the lasting power of volunteering.

Contract opportunity: Cloud Based Implementation Planning and Management Software Solution

Voluntary Service Overseas (VSO) is an international development organisation that delivers development impact through the relational power of volunteering. VSO vision is a fair world for everyone, and our mission is creating lasting change through volunteering. We bring people together to address marginalisation and poverty. Our values are collaboration, knowledge, inclusion, and integrity.

VSO current portfolio of work, in 23 developing countries across Africa, Asia and the Pacific, is organised in three (3) Practice Areas (PAs) consisting of seven (7) Global Programmes namely:

  1. Education – education system strengthening, education in emergencies
  2. Livelihoods –employment & entrepreneurship, enterprise development and job creations, rural livelihoods
  3. Health – adolescents and youth sexual reproductive health & rights, maternal newborn and child health
  4. SPARC – disaster response and preparedness, humanitarian response, social cohesion

Find out more details about our work

We will be running a tender process with the intention of awarding a contract for the provision of a cloud-based software solution to automate our implementation planning, management and reporting processes and are seeking expressions of interest from suitably experienced /qualified service providers to assess our current structure and develop a solution that will among others address our challenges and enable VSO to deliver efficiently to its primary actors.

The ideal solution is designed for an International NGO and is expected to enable effective and efficient management of projects, help demonstrate VSO Project results as well as improve stakeholder utilization of information generated by the organization. VSO intends a global roll-out in less than one year to all its project offices.

Background and context

VSO, today, is heavily reliant on Excel and manual processes to manage and produce consolidated financial and programme reports globally. There is also a gap in (i)linking workplans, budgets and project monitoring activities, (ii) not fully tracking activities performance and financial/budget performance (iii) limited participation in monitoring and evaluation of activities due to the manual way of working.

Implementation planning (work planning and budgeting)

Current work planning for our grants/programme activities are carried out on different excel templates such as the project workplan, income & expenditure plan, Monitoring and Evaluation (M&E) plan, procurement plan etc.

Implementation management (Project management and M&E)

Various datasets are scattered in silos in de-centralised places/offices/project sites with coordination and management in terms of access, maintenance, sharing, updating, being a challenge. Project activities and results are tracked manually. Work outputs are done manually in MS Excel, which are keyed in data in different formats and versions

Reporting

Due to disintegrated systems and essential work being done manually, reporting is a challenge both at programmatic and operational level.

After successful implementation of this solution, in future VSO also seeks to procure these additional solutions: Payroll, Procurement and Asset management, that will be linked to the implementation planning and management software solution to provide comprehensive management of our operations.

VSO’s requirements:

In performing the assignment, the appointed supplier will be required to:

  1. Analyse ongoing implementation planning, management and reporting activities in our various countries and projects to develop an inception plan.
  2. Provide a detailed workplan outlining how the work will be carried and the timelines.
  3. Develop a minimum viable product (MVP) for testing and piloting before the final solution.
  4. Develop a solution that can integrate planning, budgeting, and reporting processes within the system and provide ability to monitor project activities, performance and burn rates.
  5. Provide a solution that has project management capabilities that integrates with Monitoring and Evaluation(M&E) aspects complete with indicators, impacts, outcome and outputs for all projects.
  6. Provide a solution that is online, web based for data input and report generation globally and at project level.
  7. Train and capacity build all VSO staff with relevant permission/ access, use and management of the system.
  8. Provide documentation of all modules in the system
  9. Provide at least one year free post implementation support
  Specific Modules Requirements General System Requirements Vendor Requirements
1 Integrated planning (Work planning & Budgeting)

Integration with VSO existing systems such as;

  • MS Office Suite
  • Sun System (Core Financial System
  • Salesforce (Core system)
  • Sage People (Timesheet & Performance Management)

Integration with Authenticator (Identity management and Single sign on) Integration with data collection tools.

Prior implementation experience of described systems
2 Integrated management (Business process management, Project management and M&E) Cloud based system platform with ability to support multiple users concurrently, support multiple browsers and optimised workflows including approvals and compliance. Prior implementation experience in similar organisations, preferably INGOs
3 Integrated Reporting/Dashboards/Analytics End User Functionality. Easy to use solution with simple interface Dedicated Implementation Team and Support

The system must additionally have Administration and Audit functionality: User permissions, access management and compliance, as well as appropriate security functionality.

Bidders will be asked to provide information during this tender on any of the following modules they may also have, payroll, procurement & asset management

Expressions of interest: all expressions of interest must be received by VSO by 14 July, 2022 at 3PM BST /5PM EAT and must be submitted electronically (emailed) to the following email address: jacklyne.kobek@vsoint.org. The EOI must include a contact name, company name, company address, phone and email address.

Tender documents: tender documents will be sent to those who expressed an interest, following the close of the EOI period.

Anticipated contract start date: 1st September, 2022

Anticipated contract period and service level agreement: The implementation phase is expected to be completed within the initial 7 month period, followed by a minimum of a 1 year support period. VSO’s use of the implemented system will then be reviewed on an annual basis, with the intention of utilising the system for a period of up to ten years. The awarded contract will be results based with clearly defined milestones.

VSO reserves the right not to award a contract