Addis Ababa
First Consult Plc
BACKGROUND First Consult PLC is a consulting firm in Ethiopia specializing in delivery of effective and business-oriented solutions for areas such as development, business, strategy, human resources, finance, and investment challenges, while ensuring to address the needs of its clients. Additionally, First Consult offers training and capacity building to organisations and individuals in various professional skill areas. Key professional development themes include, financial planning, business plan and proposal writing, time management, communications, personal and human resource development, decision making, and project management. OBJECTIVE          The objective of this ToR is to outline the scope of work for the provision of the Enterprise Resource Planning (ERP) for First Consult. The aim is to deploy an ERP system that will assist in automating most of First Consult processes, comply with legislative and government policies and promote good governance. The ERP system must be scalable to allow additional modules, and must interface with other business information systems. SCOPE OF WORK The firm will take the following broad approach in accomplishing the terms of reference (ToR) for which the following tasks and responsibilities will be performed:Conduct review in a highly consultative manner with First Consult, meet with the relevant staff of First Consult in order to map/document internal processes, and align them with the internal control model set and documented by the company.Conduct analysis of the current processes which are performed through the current software solution.Propose several variant options that are aligned with the company requirements and advice on the effective solution to implement.Install and develop the selected modules – with Finance & Human Resources being the minimum required modules.  Migrate data from our system, without disruption of the company’s operation.Perform offline and live testing of the solution with the relevant First Consult staff. Develop user guidelines on how to use the ERP, and the ERP technical support guideline; Provide a complete documentation of flowchart and process of the ERP platform. Provide training to all relevant First Consult staffs on the ERP for daily operations and system training to IT staff on supporting and administrating the ERP systems. Provide user guidance/support on issues faced using the solution.DETAILS ON THE ERP SYSTEM:The ERP system must be scalable.ERP system must be able to interface with some of the existing and future systems to be deployed at First Consult.The ERP must be able to accept migrated data from the existing system. Sourcing and installation of the following modules (as shown below): I.  Financial management ERP module with the following functionalities:  Accounts payable Accounts receivable  Invoices Planning and budgeting  General ledger  Bank reconciliation Advanced allocations Cash management  Fixed assets  Grant or project accounting Commitment register IFRS compliant reporting II.   Human resources management ERP module with the following functionalities:  Personnel management Benefits administration   Leave management  Payroll management  Enterprise compensation management Organizational management  Employee performance management Travel management (travel and advance request)Talent management  Training management Reporting III.    Project management ERP module with the following functionalities:     Order/Intervention management Contract management Supplier/Partner database management Grant management and allocation  Reporting IV.    Professional services provision as follows:  Data conversion and migration  Report development  Implementation and training services  Change management  System documentation and testing Knowledge transfer    Ongoing support and maintenance of the ERP solutionDELIVERABLES AND TIMEFRAME The potential vendor shall deliver: A complete integrated ERP platform with the all the modules and their required functionalities.Both an ERP user guideline and technical support guideline.A complete set of required documentation including flowchart, and process of the system.Necessary trainings to be provided to all relevant First Consult staff.Free support, maintenance, and licensing of ERP for a period no less than 12 months from the date of hand-over to First Consult (inclusive of on-site debugging/correction, when necessary). Description of each deliverableTimeframe  1Submit technical and financial proposalMay 29, 20202Deadline for questions on ToR to be submittedMay 26, 20203Presentation and demonstration of model to evaluation committee To be communicated4Contract award To be communicated5Installation of ERPTo be communicated6Guideline/reference documents on the installed ERP To be communicated7Training of usersTo be communicated8Data migration cleaning and reconciliation To be communicated9Ongoing, maintenance and support for three (3) years  These timelines are indicative, and bidder should include a more detailed delivery timeline in their proposal.LOCATION AND DURATION This service is required for First Consult. The service provider will install the ERP system and provide ongoing technical support and maintenance for minimum of one(1) year.EVALUATION First Consult will review the submitted proposals in accordance with the specific qualification, and experience requirements – as well as with the specific tasks stated above. Firms should clearly indicate their experience and previous engagements in line with the specific requirements.The bid will be evaluated on functionality and bidders require a minimum of 70 out of 100 points allocated for professional ability. Bidders will be evaluated in terms of the minimum requirements. Bidders who do not fulfill all the requirements, or do not submit the required documents will be disqualified. BUDGET DETAILAll costs should be stated in ETB. Budget should be presented in a format where cost areas are clearly identified, including costs relating to:1.       Software installation (each module) 2.       Training of users3.       Other related costs, including support and maintenanceRegardless of the cost estimation model vendors choose to use, each vendor is required to submit a clear budget as explicitly indicated above, in order to allow like comparison between all financial bids received.   If the technical bid has different proposed methodologies or options for approaching the model, please be sure to include a separate budget for each of the proposed options.