Provision and Development or Subscription of a Monitoring, Evaluation and Learning

4 days ago

Nairobi, Nairobi Area, Kenya IIRR Full time $50,000 - $150,000 per year
1. IntroductionThe International Institute of Rural Reconstruction (IIRR) invites qualified firms or software providers to submit proposals for the development or provision of a Monitoring, Evaluation and Learning (MEL) Information System.
The system will support IIRR's multi-country programming by strengthening data collection, management, analysis, reporting and learning. Both custom-built solutions and subscription-based platforms are welcome to apply.2. Objective of the MEL systemThe objective is to procure a robust MEL information system that:
  1. Consolidates all program participants, enterprises, activities, outputs and outcomes in a central database.
     
  2. Supports field data capture (online and offline).
     
  3. Enables continuous tracking of training, mentorship, jobs, financial inclusion, enterprise performance, and other program indicators.
     
  4. Integrates data validation, audit trails and data security features.
     
  5. Produces dashboards and automated reports for decision making and donor reporting.
     
  6. Supports survey management for baseline, midline, endline and annual assessments.
     
  7. Supports basic HR functions relevant to MEL such as staff profiles and tracking MEL capacity strengthening.
     
  8. Provides APIs for integration with external datasets and tools such as KOBO, Power BI, CRM systems, or fintech data feeds.
     
  9. Provision of AI-enabled analytics to support predictive insights, anomaly detection, data summarisation or automated quality flags is highly desirable.
     
3. Scope of Work/System Requirements3.1 Participant and enterprise registration
  • Central registry with unique IDs.
  • Capture demographic, geographic, vulnerability and program engagement details.
  • Enterprise profiles including sector, ownership, size, staffing, revenue and location.
  • One-to-many and many-to-one linking between participants and enterprises.
  • Ability to import records in bulk.
     
3.2 Training, mentorship and capacity development
  • Activity creation with date, venue, facilitator, objectives and link to outputs.
  • Attendance registers with offline capability.
  • Automatic computation of participant counts by gender, age, country and vulnerability.
  • Recording of mentorship sessions, advisory visits and follow-up actions.
     
3.3 Data collection, validation and approvals
  • Online and offline forms for field use.
  • Validation rules such as required fields, acceptable ranges and cross-field consistency.
  • Workflow for submission, review, approval and rejection with comments.
  • Full audit trail of edits, deletions and approvals.
     
3.4 Surveys and assessments
  • Management of baseline, midterm, final and annual surveys.
  • Upload of structured survey data.
  • Sampling frame generation and respondent assignment.
  • Link survey responses to participant and enterprise records.
     
3.5 Jobs and youth employment tracking
  • Job entries linked to participants and enterprises.
  • Capture job type, duration, employment status and improvements.
  • Automatic computation of employment indicators.
     
3.6 Financial inclusion/loan tracking
  • Import or manual entry of loan applications, approvals, disbursements and repayments.
     
3.7 Indicator and Results Framework management
  • Set up indicators, definitions, formulas, disaggregation, frequency and targets.
  • Automated aggregation from underlying datasets.
  • Ability to generate indicator performance summaries by partner, country, period or demographic group etc.
     
3.8 Dashboards and reporting
  • Built-in dashboards for key results areas.
  • Configurable analytics for management and donor reporting.
  • Export to Excel, PDF, CSV.
  • Integration with Power BI or other BI tools.
  • Optional AI analytics, such as automatic summaries or pattern detection.
     
3.9 HR Functions Related to MEL
  • Staff registry with MEL roles and responsibilities.
  • Tracking of staff involvement in training, field activities, DQAs or monitoring visits.
  • Repository for MEL-related capacity building sessions.
     
3.10 Integrations and interoperability
  • API endpoints for inbound and outbound data exchange.
  • Ability to integrate with external survey tools, financial systems and data warehouses.
  • Secure authentication protocols.
     
3.11 Security, privacy and compliance
  • Role-based access control.
  • HTTPS encryption.
  • Regular backups and restoration procedures.
  • Compliance with global and country-specific data protection regulations.
  • Configurable user permissions and multi-level approval rights.
  • Temporary access (dashboards and survey forms)
     
3.12 Non-Functional Requirements
  • User friendly UI for non-technical staff.
  • Performance optimized for low-bandwidth environments.
  • Scalable to support multi-country operation.
  • Training materials, user manuals and onboarding guides.
  • Helpdesk support or service-level agreement (SLA).
     
4. Deliverables
  1. Inception report with translated requirements and system design.
  2. System prototype or demo for user review.
  3. Fully developed MEL Information System.
  4. User acceptance testing support.
  5. Training for administrators and end users.
  6. Deployment to a web-based production environment.
  7. Technical documentation and user manuals.
  8. Maintenance and support plan.
     
5. Proposal submission requirementsFirms must submit the following:
  1. Technical proposal
    • Understanding of requirements.
       
    • Detailed system design or platform configuration.
       
    • Methodology and workplan.
       
    • Technical architecture.
       
    • Security and data protection measures.
       
    • Optional AI capabilities.
       
  2. Company profile
    • Experience delivering MEL systems.
       
    • Two references from similar engagements.
       
    • Team composition and qualifications.
       
  3. Financial proposal
    • Development or subscription costs.
       
    • Licensing (if applicable).
       
    • Hosting, maintenance and support fees.
       
    • Any optional modules priced separately.
       
  4. Demo access (for SaaS products):
    • Temporary credentials for evaluation.
       
6. Evaluation Criteria Evaluation CriterionDescriptionWeightA. Technical quality and solution architectureStrength of the proposed system design, architecture, security, scalability and integration capacity.30%B. Functional fit to requirementsDegree to which the proposed system meets the functional specifications across registration, training, surveys, indicators, dashboards and data validation.25%C. Vendor experience and past performanceDemonstrated experience developing MEL systems or delivering MEL platforms for NGOs or similar sectors.15 percentD. Cost effectivenessValue for money considering development or subscription fees, operational costs and long-term sustainability.20 percentE. Support, training and maintenanceAvailability and clarity of support structure, training approach, documentation quality and responsiveness.10 percent 7. Bid Evaluation MatrixEach proposal will be scored using the matrix below.7.1 Technical evaluation matrix ComponentSub-CriteriaScore RangeWeightA. Technical Quality and ArchitectureSystem architecture, security, offline capability, API availability, scalability and data flow design0–1020%B. Functional FitAlignment with functional requirements (registration, training, surveys, indicators, dashboards, HR functions)0–1020%C. Vendor ExperiencePast performance in MEL systems, references, team qualifications0–1010%D. Support and MaintenanceSLA, helpdesk, manuals, training plan, onboarding support0–1010%Technical Score = Sum of weighted components (max 60 percent)7.2 Financial Evaluation Matrix ComponentDescriptionWeightE. Cost EffectivenessTotal cost of ownership including licenses, development, maintenance and scalability40%Overall Score = Technical Score (60% max) + Financial Score (40% max)
The highest ranked firm will be invited for contract negotiation.
 8. Submission instructions
  • Submission deadline: 12 Dec 2025
     
  • Late submissions will not be considered.
     
10. ConfidentialityAll information shared by IIRR are confidential and may not be used for any purpose other than preparing the proposal.11. Reservation of rightsIIRR reserves the right to:
  • Reject any or all proposals.
     
  • Modify or cancel the RFP before award.
     
  • Negotiate scope and pricing with shortlisted vendors.
     

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