Supply a Budget Management System Tender, USA - 39891498

Procurement Summary

Country : USA

Summary : Supply a Budget Management System

Deadline : 12 Feb 2020

Other Information

Notice Type : Tender

TOT Ref.No.: 39891498

Document Ref. No. : RFP/KZN/RIGO-SS/RFP-0004

Competition : ICB

Financier : United States Agency for International Development (USAID)

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : THE KAIZEN COMPANY
1775 Pennsylvania Avenue, NW 11th Floor Washington, D.C. 20006 Tel: +1-202-299-9801
USA
Email :operations@rigo-ssa.com
URL :http://www.thekaizencompany.com/

Tender Details

Request for proposals are invited for Supply a Budget Management System for the Intergovernmental Authority on Development (IGAD).


RFP Issuance Date: January 16, 2020

Proposal Submission Due Date: February 12, 2020, 12am (Nairobi time)

Question Due Date: January 29, 2020, 12am (Nairobi time)

Anticipated Start Date: March 2, 2020

SUBJECT: Request for Proposals (RFP) No. RFP/KZN/RIGO-SS/RFP-0004 Services to Supply a Budget Management System for the Intergovernmental Authority on Development (IGAD)

The Kaizen Company is seeking proposals from qualified organizations interested in providing the services described in the attached Request for Proposals (RFP).

The purpose of this Request for Proposal (“RFP”) is to invite qualified organizations to submit a proposal for providing services to supply a budget management system for the Intergovernmental Authority on Development (IGAD) outlined more fully in Sections III and IV.

The Kaizen Company intends to issue a fixed-price subcontract to suitable vendors who demonstrate that they have the capacity to deliver quality technical assistance and are the most responsive to the requirements of the RFP.

The remainder of this RFP provides additional information that will allow an offeror to understand the scope of the effort and develop a proposal in the format desired by The Kaizen Company. Issuance of this Request for Proposal (RFP) does not constitute an award commitment on the part of

The Kaizen Company. The Kaizen Company reserves the right to reject any offer received in response to this request. The Kaizen Company shall not be liable for any costs incurred by Offeror in the preparation and submission of proposal.

The information presented in this RFP is furnished solely for the purpose of assisting the offeror in making its own evaluation of the Scope of Work and does not purport to be all-inclusive or to contain all the information you may require. This RFP is not an offer by The Kaizen Company to contract, but rather an attempt to establish a common framework for The Kaizen Company to evaluate potential suppliers. The offeror should make its own investigations, projections and conclusions to verify independently the information contained in this RFP, and to obtain any additional information that it may require, prior to submitting a proposal.


All questions, comments, requests for clarifications must be sent in writing to operations@rigo-ssa.com no later than the date and time indicated above. Questions will not be entertained after this date. If substantive questions are received which affect the response to the solicitation or if changes are made to the closing date and time as well as other aspects of the RFP, this solicitation will be amended.


Any amendments to this solicitation will be issued and posted on the Kaizen procurement opportunities website. The worldwide web address is www.thekaizencompany.com. Offerors are encouraged to check this website periodically.


Thank you for your interest and we look forward to your participation.

Statement of Work (SOW)
I. Background
The United States Agency for International Development (USAID) has long been a steady and reliable
partner in Africa-s economic integration efforts. For nearly two decades, USAID has provided support to
Regional Intergovernmental Organizations (RIGOs), including the Common Market for Eastern and
Southern Africa (COMESA) in Lusaka, Zambia, the East African Community (EAC) in Arusha, Tanzania,
and the Intergovernmental Authority on Development (IGAD) in Djibouti, Djibouti.
The United States Agency for International Development (USAID) is funding a 5-year system strengthening
activity for three Regional Intergovernmental Organizations (RIGOs) in East Africa: The Common Market
for Eastern and Southern Africa (COMESA); the East African Community (EAC), and the
Intergovernmental Authority on Development (IGAD).
The aim of the RIGO System Strengthening activity is to achieve a demonstrable, evidence-based
improvement in the organizational systems of COMESA, EAC, and IGAD; subsequently, the goal is to
provide a measurable increase in each RIGO-s efficient and sustainable organizational performance. USAID
has contracted The Kaizen Company1 to work with the three RIGOs to achieve the improvements. This
is done through the assessment of RIGOs capacities and developed in a solution package.
This particular assignment is to assist the IGAD.
IGAD ORGANIZATIONAL BACKGROUND
The Intergovernmental Authority on Development (IGAD) whose members are Djibouti, Ethiopia,
Eritrea, Kenya, Somalia, South Sudan, Sudan and Uganda was established in 1986, in response to the
recurrent droughts of the 1970s and 1980s. In 1996, the mandate of IGAD was expanded to encompass
food security and environmental protection; economic co-operation; and political and humanitarian affairs.
The intention of the expanded mandate of the organization was to act as a vehicle through which the
region-s resources and energies would be collectively mobilized and channeled to address robust and
sustainable socio-economic development. At the operational level, IGAD-s expanded mandate is globally
articulated and translated into action by the overall Regional Strategy and accompanied by six elaborated
thematic sectoral strategies which are implemented through annual operational plans. The IGAD
Operational Plan (IOP) provides a coherent framework aimed at guiding IGAD-s priority initiatives in
pursuit of its mandate and in moving forward as the premier Regional Economic Community (REC) for
achieving peace and sustainable development in the region. Therefore, the need for an efficient preparation
and effective implementation and monitoring of IGAD-s operational plan is crucial for IGAD to effectively
deliver on its mandate. For that reason, IGAD intends to identify and implement a comprehensive planning
and budget management system.
1 The Kaizen Company is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our
proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice
that facilitate peer-to-peer learning and the achievement of shared goals
RFP No. RFP/KZN/RIGO-SS/RFP-0004 Page 5 of 23
INTRODUCTION TO THE ASSIGNMENT
Currently IGAD uses excel spreadsheets for the preparation, implementation and monitoring of its budget
execution and performance. This has been found to be inefficient as it exposes the organization to error
and inconsistencies which impedes effective oversight and management of the implementation of IGAD-s
programs and projects. Therefore, IGAD intends to acquire a comprehensive planning and budget
management system (BMS) to assist the organization in the preparation, implementation, and monitoring
of approved budgets that are linked to the overall regional strategy of the organization. The BMS system
should be synchronized with IGAD-s planning and budgeting cycle and should be integrated with the core
accounting software of IGAD.
TECHNICAL INFRASTRUCTURE
The following are the major system capabilities in terms of availability, target deployment environment(s),
device accessibility, and/or technical capability required:
Planning and Budgeting
a) Ability to allow users (such Project Managers/Budget Holders) to populate data using the predesigned Project Management Template (detailed work-plan template/IOP)
b) Ability to provide hierarchical approval of work plans on workflow based system (from Project
Managers, Directors, Executive Secretary)
c) Ability to set timelines for approval based on the system workflow
d) Ability to accommodate supplementary budgets
e) Ability to set budget ceilings
f) Ability to capture Budget Formulation and integrate with Accounting system for real-time
execution, monitoring and control
g) Ability to rollback budget transactions if necessary
h) Ability to freeze budget once cycle completed
i) Ability to connect budgetary commitments to the actual ledger
j) Ability to budget by outcomes/outputs and activities/sub-activities
k) Ability to have calendar of planning process
l) Ability to display location of the project/program
m) Ability to allocate or re-allocate funds as per the approval processes
n) Ability to show source and status of funding (JFA, EU, WB, AfDB, etc.), the implementer/s,
(Division, SIs, Program etc.)
o) Ability to provide an automatic coding for pillars, program areas, project, outputs, activities etc.
p) Ability to notify authorized users on system workflows milestone progress, funds availability,
spending trends etc.
q) Ability to provide timeline (start and end date of the program/project, activity)
r) Ability to have pre-set fields based on chart of accounts and budget lines (DSA, ticketing, training
and staff costs/categories etc.)
s) Ability to import information from existing planning tools - mostly in Excel spreadsheets
t) Ability to provide for blocking or rejection of disbursements against exhausted budget lines
RFP No. RFP/KZN/RIGO-SS/RFP-0004 Page 6 of 23
Monitoring and Evaluation
a) Ability of the system to allow users to update progress of activities with mandatory explanations
b) Ability to define indicators based on strategic plan and link these priorities to IOPs
c) Ability to provide notifications during the reporting periods
d) Ability to display indicator based dashboards
e) Ability to monitor/track the procurement plans
Audit
a) Provide system audit trails and error logs
b) Enable online archiving of over several years (minimum 5 years)
c) Ability to log un-successful / successful access attempts
d) Ability to provide appropriate security for user creation / modification
e) Ability to log for any changes to table information that may contain rates and information, which
is used by the system in an

Documents

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