Terms of Reference for Integrated CRM and Information System Analyst. 1. Background

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1 Terms of Reference for Integrated CRM and Information System Analyst 1. Background The Southern Agricultural Growth Corridor of Tanzania ( SAGCOT ) 1 has been established as a public private partnership with three overarching objectives: 1) Enhance Tanzania s food security and accelerate agricultural transformation and green growth, 2) Safeguard that this happens in a sustainable and responsible manner, 3) Improve livelihoods for smallholder farmers and their communities. The mandate of the partnership is to achieve this by catalyzing responsible private sector led agriculture development. SAGCOT envisions that USD $2.1 billion of private investment can be mobilized over a twenty-year period, alongside public sector grants and loans of USD$1.3 billion. The impact will be a tripling of the area s agricultural output and income improvement for millions of Tanzanians. Partners in the partnership include government, global business, the Tanzanian private sector, farmers, foundations and donor institutions. Each SAGCOT partner commits to a number of principles of green and inclusive growth 2 and looks forward to contributing to the objectives of SAGCOT within their respective mandate. While private sector partners (local and international agribusiness companies, input suppliers and support services) are looking to invest profitably in the corridor while keeping with the SAGCOT principles, public sector partners (Government of Tanzania, international development partners) have a key role to play in creating a favourable business enabling environment and incentivizing greener and more inclusive agribusiness development through both physical and policy infrastructure development, land use planning, investment promotion, agricultural research and extension services, etc. A number of additional partners, such as civil society and academia also play a role in the SAGCOT initiative. To act as an institutionally neutral coordinating body and secretariat to the SAGCOT Partnership, the SAGCOT Centre Ltd (the Centre) was established in May The SAGCOT Centre s Mission is to play the unique role of an honest, non-partisan partnership broker within the SAGCOT Partnership. Its role is to facilitate partners to deliver on inclusive, sustainable and commercial agricultural value chains in the corridor. In addition, the Centre will monitor successes and challenges of cluster and partnership development and feed best practices and lessons back through the Partnership. The SAGCOT initiative aims to facilitate the development of profitable agribusiness partnerships in 'clusters' along the corridor to achieve economies of scale, synergies and increased efficiency. Clusters are geographic concentrations of interconnected farmers, companies, specialized suppliers, service providers, and associated institutions. Individual partnerships are understood as either government business, business-business, or business-smallholder farmer partnerships. 2. Objectives of the assignment The overall objective of the assignment is to provide the SAGCOT Centre and its staff with sufficient expertise and an appropriate infrastructure for integrated data supporting the Centre Operations, CRM system for engaging with the different funders and partners, communication and knowledge management that will support the institution in delivering on its mandate as a broker, secretariat, knowledge centre and performance tracker. 1 Tanzania s southern corridor links the port of Dar es Salaam to Malawi, Zambia and the Democratic Republic of Congo. The SAGCOT Initiative focuses on the rail and road corridor stretching from Dar es Salaam in the east through Morogoro, Iringa, and Mbeya, and west to Sumbawanga. 2 In the context of SAGCOT, inclusive and green growthrefers to the development of agricultural value chains that offer strong linkages opportunities to a large number of smallholder farmers and local SMEs, and where the use of environmentally and socially sound and efficient technologies and business models is maximized.

2 The consultant will report to the Deputy Chief Executive Officer of the SAGCOT Centre Limited and work in close coordination with the Operations Manager and Accounting unit within the Centre and consultants working on other assignments that require coordination with this piece of work (i.e. communication consultant) 3. Scope of work It is expected that the consultancy will encompass four main components. I. Needs Assessment II. III. IV. Design & Installation/Set up Training on any new systems/platforms Maintenance and post delivery assessment SAGCOT expects that the following objectives will be met at the end of the assignment: An integrated and efficient filing system (both hard and soft infrastructure). A CRM system and related tools & formats (i.e. dashboards) that will allow for mapping and tracking of partner activities and SAGCOT Centre partner engagement for the purpose of measuring and managing SAGCOT s performance, meeting reporting requirements of funders and assessing contribution to the partnership objectives. The engagement with partners includes partnership outreach meetings, CEO roundtables and provision of update on SAGCOT activities through newsletters. With donors, the engagements include the quarterly funders meetings where the SAGCOT progresses and expenditure status are presented. An integrated contact database system that will allow for efficient and effective mass communication (sharing of SAGCOT newsletter, annual and quarterlycalendars of events etc.), stakeholder mapping and analysis. An upgraded SAGCOT website and website infrastructure that will allow for better information sharing and stakeholder interaction. This will include setting up of the SAGCOT Intranet. A database system that allows for easy storage and sharing of information (i.e. reports, maps, presentations, case studies on best practices and lessons learned) generated by the SAGCOT Centre and other knowledge centre s for both internal and external use. An automated system that will allow for recording of timesheets and reporting on level of effort spend on each activity for relevant staff members. A training program and well trained staff that can work with and understand functions and purpose of the information systems and infrastructure. Development of an IT policy and IT manual and filing system guidelines that are integrated and aligned with existing manuals. Continued IT and database management support for up to 1 year The consultant is expected to build their assessment using existing material and strategic information within the SAGCOT Centre, such as the Investment Blueprint, the communication strategy, the existing IT assessment and the 5 year workplan. The following deliverables are expected: An assessment report of the IT needs of the SAGCOT Centre. An integrated and user friendly CRM and filing system. A training module and completed training sessions with the staff. An IT & filing manual that is aligned with existing manuals. A new website setup/infrastructure (content to be delivered by the communications consultant). A one year maintenance contract. A post delivery assessment on performance and integration of the system. 2

3 4. Period of Performance The period of performance of any contract resulting from this solicitation is expected to commence on 1 July 2014 for a period of two to three months. Proposals shall detail the estimated length of time required to accomplish all requirements, with detail on individual activity implementation dates, as referenced in the Scope of Work.The performance of the service will be in Dar es Salaam, at SAGCOT Centre Ltd. The consultant is expected to make his/her own logistical arrangements for travel, meetings and office operations. The assignment will be broken down into 3 phases plus a 1 year maintenance contract and a 2 day post assignment assessment. 5. Criteria for Selection The evaluation of each response to this RFP will be based on the requirements set out in the solicitation and any addenda thereto. At the sole discretion of SAGCOT Centre Limited, the top proposals may be selected for follow-up questions or to provide an oral presentation. The following weighting and points will be assigned to the proposal for evaluation purposes: score shouldbe on a scale of 1-5, 5 being the highest score. Item Score Maximum Score Assignment Approach/Methodology 20_total points Team experience and qualification Quality of Work Plan Firm Experience Financial Cost 5_total points Total 25_points Proposal evaluations will be done and completed within 15 days of the submission deadline. SAGCOT Centre Limited reserves the right to award the contract to the organization whose proposal best meets the objective and represents the best value, all factors considered. The firm with the winning proposal will be notified in writing. Those who will not be selected will be notified, at the sole discretion of SAGCOT Centre Limited. 6. Consultant qualifications The consultancy team is expected to have sufficient resources and experience that demonstrates the appropriate mix of skills required for this assignment. The team should be able to showcase the following characteristics: At least 10 years of programming and/or IT. project coordination experience, reporting, monitoring and data management; Familiarity with filing system requirements of multi-donor and government funded projects; Familiarity with the establishments of CRM databases, specifically in high pace and customer driven service environments; Experience in website design and the establishment; Experience providing business process design support and documentation/reporting; and Advanced technical software skills including MS Excel, Word, Access, SharePoint, Crystal Reports, Survey Monkey, Internet Explorer, Java and other web language. 7. Terms and Conditions 1. The Request for Proposal is not and shall not be considered an offer by SAGCOT Centre Limited. 2. All responses must be received on or before the date and time indicated on the RFP. All late responses will be rejected. 3. All unresponsive responses will be rejected. 4. All proposals will be considered binding offers. Prices proposed must be valid for entire period provided by respondent. 3

4 5. SAGCOT Centre Limited reserves the right to accept or reject any proposal or cancel the solicitation process at any time, and shall have no liability to the proposing organizations submitting proposals for such rejection or cancellation of the request for proposals. We also reserve the right to amend the contract to provide for additional or refocused services during the course of the contract. 6. SAGCOT Centre Limited reserves the right to accept all or part of the proposal when award is provided. 7. All information provided by SAGCOT Centre Limited in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. SAGCOT Centre Limited is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom. 8. SAGCOT Centre Limited reserves the right to require any bidder to enter into a non-disclosure agreement. 9. The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of SAGCOT Centre Limited, subject to claims of confidentiality in respect of the response and supporting documentation, which have been clearly marked confidential by the bidder. 8. Proposal Form/Content of Response All proposals shall: 1. Be in the English language. 2. Be concise, specific, and complete, indicate proposed dates for conducting the assignment, and demonstrate the applicant s capabilities and expertise with respect to achieving the objectives and expected results of the proposed activity. 3. Describe the qualifications, experience and capabilities of the firm in providing the type of services being requested by this RFP. Resumes or CVs of key personnel shall be submitted as an attachment. The CV should consist of the following: Not exceeding two pages, of personnel that meet the technical requirements of the Statement of Work Brief biography not exceeding half a page List of references, including most recent three assignments Date of availability (No more than two (2) weeks from award date) 4. Signed letter of intent for all proposed personnel 5. Provide separate copies for the technical and financial. The financial proposal should contain detailed cost of conducting the different proposed activities and the payment terms and conditions. 6. Include a contact name, address, and telephone number to facilitate communication between SAGCOT Centre Limited and the submitting organization. 7. A brief outline of the organization and services offered, including: Full legal name, jurisdiction of incorporation and address of the company; and Year business was established. 1. Instructions for Submission Interested bidders should submit proposals electronically, as with attachments (4MB limit) compatible with MS WORD, MS Excel. (Facsimile of the entire proposal is not authorized); to: [email protected] hard copies to: Daniel Mgabonihela Operations Manager SAGCOT Centre ltd. TPSF Building Mwaya road, Masaki P.O. Box Dar es Salaam, Tanzania 4

5 Two documents should be submitted, one for the technical and another for the financial response. 1. Key dates Bidders Clarification Submission: Technical andfinancial Proposals 16June 2014,14:00hrs Bidders may seek clarifications from SCL in writing to the above address or by at to up to one week before the deadline. 20 June 2014, 14:00hrs 5