Framework Agreement to provide support for the Improvement of DRC Türkiye’s Digitalized Information Management System

Background

Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization founded in 1956 and working in over 30 countries in the world. DRC has been operating in southeastern Turkey (Hatay, Şanlıurfa, Kilis, and Kahramanmaraş) since 2013, serving Persons of Concerns (PoC) including Syrian refugees and the affected host communities. As the conflict stretches on in Syria, DRC remains committed to developing long-term solutions that serve the needs of displaced Syrians and other refugees and migrants currently living in Turkey.

DRC Turkey has initiated a digitalized and Integrated Information Management System (IMS) to process data for Protection and Economic Recovery Sectors. The system is designed based on a case management approach and is intended to help the team to practice the best data management tool. DRC Turkey developed the IM system for both sectors (Protection and Economic recovery) the core of the system is case management with dynamic stages and dynamic forms included in each stage. The form is designed by the form designer within the system including the different types of questions (text, selection list, matrix, image, conditional formatting, etc.). The system leads the data processing starting from data collection, data verification, data cleaning, and reporting.

The system includes user management and dynamic roles to specify the permissions for the users within the system as required to access and update the data taking into consideration the principles of data protection.

The main technologies used for development are listed as follows:

• ASP.Net Core C#.
• Angular 10 JS.
• Restful API.
• Mongo DB.
• Microsoft Azure web hosting server.

DRC Turkey will provide more details about the diagrams and structure of the system as needed with the selected service provider.

Framework Agreement Objective

The objective of this framework agreement is to provide continual technical support to improve DRC Türkiye’s IMS including adding new features and training to relevant staff members.

Scope of Work

The service provider will add new features to the system at different stages based on the request from DRC. The consultancy also will be providing training to two Information Management Officers throughout the framework agreement period to enable them to manage the system without further technical support. A list of features that are needed now or potentially will be needed in the next year is attached with this ToR and applicant consultancies are expected to provide their estimated cost for each item with their proposal.

Technical Objectives

DRC Türkiye’s existing digitalized IM system is advanced by adding new features, addressing technical issues, and capacity-building of IM Officers so it is user-friendly for Protection, Economic Recovery, and Information Management teams.

Consultancy Deliverables

• Providing new features and changes/modifications/amendments to the IMS according to the listed items timely upon request by DRC Turkiye
• Engaging two IM Officers in all stages of the process so they learn to make those changes.
• Training and coaching two IM Officers based on an agreed capacity plan so DRC Turkiye no longer needs external technical support

Training Objectives

• IM Officers to learn how to add new features to the system
• IM Officers to Learn how to work on the background of tools including automation, calculation, changing workflow, designing new tools, creating new dashboards and reports, editing existing tools, reports and dashboards, and all necessary technical skills
• IM Officers to learn to manage co-shared cases, external referrals, internal referrals, and editing/changing approvals at different stages.
• Develop practical training guidelines for protection and Economic Recovery teams

Geographical Location and Time

Most of the framework agreement is expected to take place remotely, however, an in-person visit to Antakya, Hatay, and other locations in South East Türkiye as needed to work closely with IM Officer is expected to take place throughout the process.

Travel, Accommodation and Insurance

DRC shall organize and pay for the costs of all travel-related expenses, including hotel accommodation based on the following conditions:

(a) The Contractor will travel economy class.

(b) The Contractor will be accommodated in hotel accommodation of an adequate standard for undertaking the Services.

Daily subsistence allowance will not be covered by DRC.

DRC will be also responsible for:

(c) Organizing pick-up and drop-off as required.

(d) Assisting in hotel bookings, if required.

(e) Providing safety briefings. Organizing local transport, if required.

(f) Assisting in arranging interviews with stakeholders.

The consultant shall provide documentation that her/his company has liability insurance that covers any damage or injury the consultant may inflict on any persons or objects during the performance of work. Consultants contracted by DRC shall also be covered by their own travel insurance when traveling where this can be reasonably obtained.

Language and Methodology

All communications, training, and work will be done in English. Knowledge of Arabic on the team would be an added value.

Consultant Profile

The Consultant (s) is expected to meet the following criteria to be eligible for this work:

General:

• 6-8 years of experience in software development, building modern, scalable, and production-ready information management systems and web applications
• Experience in Agile development methodologies in building web applications;
• Experience in designing and architecting integrated information management systems;
• Experience in developing interoperability between an information management system and third-party analytical or business intelligence tools;
• Experience in training and capacity-building third-party staff on developing IMS

Specific qualifications:

• Experience implementing humanitarian, development, or social impact programming in the Middle East, especially Case Management Information Management systems, preferably with displaced populations. Previous experience implementing interventions in Turkey will be an asset.
• Experience in culturally sensitive programming essential
• Advanced university degree or equivalent in web designing, software development, or relevant fields

Submission Guidelines

Interested candidates/consultancies are requested to submit the following by 29-08-2022 at 12:30 pm Turkey Time:

• Technical proposal demonstrating a clear understanding of the ToR and expected deliverables, as well as describing technical skills, the training methodology, and the plan.
• A financial proposal is inclusive of all costs needed for the work and cost-specific items according to the attached list.
• CV of the consultant(s) demonstrating qualifications and experience in similar assignments
• Two references related to relevant work previously conducted (reference letters or reference contact details such as email etc.)