REQUEST FOR PROPOSAL- SEPTEMBER 2023

Terms of Reference (TOR) for Consultancy to Develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App.

1. About AECF (Africa Enterprise Challenge Fund)
AECF (Africa Enterprise Challenge Fund) is a leading non-profit development organization that supports innovative enterprises in the agribusiness and renewable energy sectors with the aim of reducing rural poverty, promoting resilient communities, and creating jobs.

We catalyze the private sector by surfacing and commercializing new ideas, business models, and technologies designed to increase agricultural productivity, improve farmer incomes, expand clean energy access, reduce greenhouse gas emissions, and improve resilience to the effects of climate change. We finance high-risk businesses that struggle to access commercial funding; we are committed to working in frontier markets, fragile contexts, and high-risk economies where few mainstream financing institutions dare to go.

2. Programme Summary
The Seeds for Impact Programme (SIP) started as a 6-year programme, funded by the Alliance for a Green Revolution in Africa (AGRA) and Syngenta Foundation for Sustainable Agriculture (SFSA) – operating in Tanzania, Malawi, Mozambique, Ghana, and Nigeria. SIP’s hypothesis is that access to improved seed will effectively enable smallholder farmers to increase production and improve their livelihoods. SIP’s Flagship initiative aims to:
• Make seed market systems work better for smallholder farmers across Africa.
• To increase the incomes of hundreds of thousands of smallholder farmers (SHFs) and households across Africa.
• To increase Smallholder farmers’ access to seeds of new high-yielding and climate-smart crop varieties beyond hybrid maize to increase production, mitigate against adverse climate, and diversify food production.
As the importance of resilient and strong local seed systems is more acute than ever before, the SIP Programme, with funding from the Swedish Embassy in Tanzania, is expanding with a dedicated Window in Tanzania.

3. Purpose of Assignment
The SIP investees have been strategically prepared for investment endeavours, focusing on enhancing their investment readiness. This initiative aimed at jumpstarting their fundraising efforts through diverse financing models, encompassing both equity and debt avenues. To achieve this, a consortium of transaction and advisory firms were engaged, each adding their unique expertise to the mix. Their unanimous consensus highlighted the criticality of establishing an all-encompassing seed data collection, management and reporting system that would revolutionize data retrieval processes.

The significance of this sophisticated System cannot be overstated, as it acts as a keystone in fortifying investor confidence. By seamlessly collating, organizing, and presenting data in an impeccable manner, this system becomes the bedrock upon which investors can confidently make their decisions. This extends beyond mere data storage – it entails the creation of a repository that is reliable, traceable, and transparent. A robust seed data collection, management and reporting System empowers investors to gain swift access to pivotal company information, thereby expediting what was once a time-intensive process. In essence, it acts as a catalyst for a streamlined due diligence process, propelling transactions forward with efficiency.

This convergence of information and technology has a twofold impact. Not only does it foster a conducive environment for investment, but it also ushers in a new era of data management for the enterprise. By integrating various sources of information into a unified platform, data silos are eliminated, and a holistic view of the organization emerges. This has far-reaching implications for strategic decision-making, as it facilitates the identification of trends, patterns, and areas that warrant further exploration.

Aligned with this strategic approach, the SIP programme envisions a mobile-based app that not only elevates operational efficiency but also acts as a catalyst for investment. By integrating point-of-sale functions and comprehensive data management, this application not only streamlines transactions but also provides real-time insights. This integration optimally positions the SIP investees to present their operations seamlessly during due diligence, fostering a smooth and swift process.

Understanding the specialized expertise and technical knowledge required for developing such a system, the SIP programme is actively seeking a qualified consultancy firm or individual with experience in custom system development, especially for a seed company or agricultural solutions. They will provide expert guidance and support throughout the development process, ensuring that the application meets the SIP programme specific requirements. Their expertise will be essential in designing a user-friendly interface, integrating necessary features, and optimizing the application’s performance and security.

4. Objectives
The primary objective of this consultancy is to develop an integrated seed data collection, management and reporting System and an accompanying mobile-based application to optimize the organization’s seed-related operations, from production to distribution.

5. Scope of Work
The consultant’s responsibilities will include, but are not limited to:

6. System Analysis and Design
• Conduct a detailed analysis of the organization’s existing seed production, inventory management, and distribution processes.
• Collaborate with relevant stakeholders to gather requirements for the seed data collection, management and reporting system and mobile app.
• Design a user-friendly and intuitive interface for the seed data collection, management and reporting system and mobile app.

7. Development
• Develop the seed data collection, management and reporting System, ensuring seamless integration of modules such as seed production, inventory management, order processing, sales, and reporting.
• Create a mobile-based application compatible with major operating systems, enabling access to key seed data collection, management and reporting functionalities remotely.

8. Integration
• Establish secure data integration between the seed data collection, management and reporting system and the mobile app.
• Ensure real-time synchronization of data between the web-based seed data collection, management and reporting and the mobile app.

9. Testing
• Conduct rigorous testing of the seed data collection, management and reporting system and mobile app to identify and rectify any technical issues or bugs.

10. Training
• Provide training sessions for the organization’s staff on how to effectively use the seed data collection, management and reporting system and mobile app.

11. Documentation
• Prepare comprehensive technical documentation, including user manuals for the seed data collection, management and reporting system and mobile app.

12. Support and Maintenance
• Offer post-implementation support for a defined period to address any unforeseen issues or enhancements.
• Provide regular maintenance and updates to ensure the system’s optimal performance.

13. Deliverables
The consultancy firm/individual is expected to deliver the following:
1. Requirements and Analysis Phase
• Detailed system analysis report, including a comprehensive overview of the organization’s seed production, inventory management, and distribution processes.
• Clear documentation of gathered requirements for the seed data collection, management and reporting system and mobile app, outlining key functionalities and features.
2. Design and Interface Mockups
• User-friendly design mockups for the seed data collection, management and reporting System, illustrating the layout, navigation, and user interactions.
• Design concepts for the mobile-based application, demonstrating how it will interface with the ERP system.
3. Development and Integration
• A fully functional seed data collection, management and reporting system with modular components for seed production, inventory management, order processing, sales, and reporting.
• A responsive and intuitive mobile app that seamlessly interacts with the seed data collection, management and reporting system, allowing users to access critical data remotely.
4. Testing and Quality Assurance:
• Comprehensive testing report detailing the various testing phases, including unit testing, integration testing, and user acceptance testing.
• Verified resolution of identified issues and bugs to ensure the system’s stability and reliability.
5. 5 Training and User Documentation
• Conducted training sessions for the organization’s staff, covering effective usage of the seed data collection, management and reporting system and mobile app.
• User manuals and documentation outlining step-by-step instructions for operating the seed data collection, management and reporting system and mobile app.
6. Post-Implementation Support
• Ongoing support for a specified period to address any technical challenges or system performance issues.
• Timely response and resolution of user inquiries or concerns related to the seed data collection, management and reporting system and mobile app.
7. Maintenance and Updates
• Regular system maintenance and updates to incorporate improvements, enhancements, and necessary adjustments based on user feedback.
8. Knowledge Transfer:
• Transfer of essential technical knowledge to designated personnel within the organization, ensuring the continuity of system management and updates.
9. Project Closure Report:
• A comprehensive report summarizing the entire consultancy process, highlighting achievements, challenges, and recommendations for future enhancements.
• Reporting

The consultant is expected to liaise regularly with AECF to report on progress, deal with any queries and highlight any challenges that threaten timelines. It is expected that this will involve a meeting every 2 weeks at a minimum and the AECF contact person is Senior Programme Officer, Seeds for Impact Programme.

14. Duration
The estimated duration for the consultancy is 60 days, starting from the contract signing date. The specific timeline for each deliverable will be agreed upon during the contract negotiation phase. All work is expected to be concluded by 30th November 2023 at the very latest.

15. Qualifications and Experience
Below are the qualification and academic requirements for a consultant/consulting firm:
Expertise in Data Management and Software Development:
• Proven experience in conducting a thorough analysis of ERP and custom system requirements.
• Strong understanding of designing and developing ERP and custom systems interfaced with mobile-based applications functionalities.
• In-depth knowledge of implementing robust data management systems for accurate capture, storage, and retrieval of data.
• Proficiency in integrating monitoring and evaluation tools for tracking, analysis, and reporting of programme impact indicators.
• Demonstrated expertise in conducting comprehensive testing and quality assurance to ensure high performance and functionality of applications.

Technical Skills and Knowledge:
• Proficiency in software development languages and frameworks relevant to mobile-based application development (e.g., iOS, Android, React Native).
• Strong understanding of user interface design principles and experience in creating user-friendly interfaces with intuitive navigation.
• Knowledge of database management systems for efficient data storage and retrieval.
• Familiarity with monitoring and evaluation tools and techniques for effective tracking and analysis of programme impact.
• At least 5 years of technical experience in similar work

Academic Qualifications:
• Bachelor’s or master’s degree in computer science, Software Engineering, or a related field.
• Additional certifications or specialized training in data management, mobile application development, or monitoring and evaluation would be beneficial.

Relevant Experience:
• Proven track record of successfully designing and developing custom systems and mobile-based applications with integrated data management functionalities.
• Previous experience in working with organizations or programmes focused on agriculture, rural development, or similar sectors would be advantageous.
• Experience in providing documentation, user manuals, and technical specifications for software solutions.
• Ability to deliver training sessions and provide ongoing support and maintenance services to clients.

Strong Communication and Collaboration Skills:
• Excellent communication skills to effectively understand and translate client requirements into technical specifications.
• Ability to collaborate with stakeholders, including programme staff and end-users, to ensure the application meets their needs.
• Strong problem-solving skills and the ability to troubleshoot and resolve issues in a timely manner.

16. Proposal Submission
Interested consultancy firms/individuals should submit a comprehensive proposal that includes the following:
• Detailed understanding of the TOR.
• Technical approach and methodology for developing integrated point of sale and data management mobile-based app.
• The technical and financial proposals will need to be submitted as separate documents.
• Proposed timeline, work plan, and deliverables.
• Team composition and qualifications of key personnel.
• Cost breakdown, including fees, expenses, and any other relevant costs (in USD)
• Examples of previous similar projects and client references.
• As per the Evaluation criteria

17. Pricing
The AECF is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure that VAT, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position regarding provisions of Kenya tax legislation when developing their proposals.

18. Evaluation Criteria.
An evaluation committee will be formed by the AECF. All members will be bound by the same standards of confidentiality. The consultant (s) should ensure that they fully respond to all criteria to be comprehensively evaluated.
The AECF may request and receive clarification from any Consultant when evaluating a proposal. The evaluation committee may invite some or all the consultants to appear before the committee to clarify their proposals. In such an event, the evaluation committee may consider such clarifications in evaluating proposals.
In deciding the final selection of a qualified bidder, the technical quality of the proposal will be given a weighting of 80% based on the evaluation criteria. Only the financial proposal of those bidders who qualify technically will be opened. The financial proposal will be allocated a weighting of 20% and the proposals will be ranked in terms of total points scored. The following will be considered in the evaluation process.
NO.
CRITERIA FOR ASSESSMENT
Weighted Award
1. TECHNICAL PROPOSAL
80
1. An understanding of the terms of reference
Demonstrate understanding of the assignment and expected outcomes.
5
Demonstrated understanding of programme’s specific seed data collection, management and reporting system requirements.
10
1. Methodology and work plan that will deliver the best value on the assignment
Soundness and feasibility of the proposed technical approach and methodology for developing an integrated seed data collection, management and reporting system and data management mobile-based app.
40
Realistic and well-structured timeline, clear identification of deliverables and milestones, and coherence with the intended programme goals.
10
1. Qualification and Experience
Demonstrated experience in similar projects, quality of past project examples, and positive client references or testimonials. With at least 3 signed reference letters
15
1. FINANCIAL PROPOSAL: Detailed showing level of effort of the team, Clarity, relevance, and reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursable, and travel where applicable).
20
Total Score
100

19. Application details.
The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, colour, national origin, religion, age, marital status, disability, or any other characteristic protected by applicable law.
1. Interested firms/individuals are requested to submit their proposal to: aecfprocurement@aecfafrica.org
2. Please send your questions to the AECF procurement e-mail by 14th September 2023.
3. The Subject of the email should read “Consultancy to develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App.
4. ”. The AECF shall not be liable for not opening proposals that are submitted with a different subject.
5. Disclaimer.

The AECF is an Equal Opportunity Employer. The AECF considers all applicants based on merit without regard to race, gender, sex, colour, national origin, religion, age, disability, or any other characteristic protected by applicable law.

The AECF does not charge an application fee for participation in the tendering process and has not appointed any agents or intermediaries to facilitate applications. Applicants are advised to reach out directly to the AECF Procurement Department.