ToR – Project management and PMEAL software for international humanitarian and development projects

Background

Founded in 1952, Johanniter-Unfall-Hilfe e.V. (JUH) is a humanitarian organization headquartered in Berlin, and involved mainly in emergency medical services, ambulance service, first aid training, social service in Germany, and internationally in humanitarian assistance, development cooperation disaster preparedness and emergency relief.

Johanniter International Assistance (Johanniter) department implements and manages projects and programmes through country and regional offices worldwide. Whenever appropriate and possible, Johanniter collaborates with local organizations to implement humanitarian projects.

Johanniter´s objective is to help people survive with dignity in humanitarian crises and in the immediate aftermath of disasters, and to reduce the vulnerability of disadvantaged people and communities. To strengthen their resilience, we engage in priority areas of health, water, sanitation and hygiene, combating malnutrition, and securing income and food security.

The implementation and operation of humanitarian and development projects are designed, implemented and monitored primarily in regional / country offices. In addition to donors´ requirements, projects and programs are regularly monitored through standards processes, in order to identify and solve bottlenecks, support and increases the quality of data, and enable learning within and between projects across the organization.

To support the work we do in all countries, Johanniter wants to implement a modern, intuitive and globally available platform/software that supports the successful implementation and monitoring of all types of relief projects.

Objective:

The procurement and implementation of a project management and PMEAL software with a special focus on humanitarian and development projects, which has a strong approach in activity tracking, objective/ outcome / output / indicators achievement and presentation (more details in the following paragraphs).

Key features of the software:

The following software features are required:

• Project database (mapped to the respective country or regional programs, with key information).
• Process -/ work flow and chronogram.
• Activity planning, and tracker of their implementation and target achievement
• Monitoring of project indicators (MEAL logframe / TOC design and visualisation, upload of quantitative and qualitative data, aggregation and disaggregation)
• Dashboard with visualisation / documentation of outcomes achievement (both quantitative and qualitative).
• Support to reporting.
• Aggregation / Disaggregation of Data (quanti. + quali.), from projects to strategy (country / region / global).
• Attractive and user friendly data visualisation at different levels.

The following features are optional for future connection of the software to:

• Project financial monitoring (budget vs. actual display, etc.) with API to SUN Systems ©
• Project approval functions at different levels

If one or all of these options are not part of the offered version, but are configurable, we would be pleased to receive a separate statement in your offer.

Technical requirements

• Language: English / French / Spanish. German, Arabic and Portuguese would be an asset.
• Server location: European Union (GDPR compliance).
• Access: Either installation or best possible via web browser.
• Rights: Different levels of rights with the possibility of establishing “guest” accounts, which have limited functionality.
• Asset: API to Survey CTO ©, SUN Systems © and others.

Deliverables

• Access or installation of the corresponding software, including regular maintenance and updates
• Detailed briefing / training of key persons (“power users”) on all agreed features that the software provides.
• Possibility to customize the software in the areas of cooperate identity, functions and features.
• Possibility of upscale the software for strategic monitoring (through qualitative analysis + quantitative aggregation).
• English-speaking customer support available on working days.

The scope of services shall be agreed upon and shall apply to the corresponding extent, subject to the approval of all relevant bodies of the customer and the vendor

Time Frame

After the proposals are reviewed, the most promising vendors will be invited to present the corresponding product at HQ and/or via videoconference. The winning vendor is expected to begin implementation of the software and training in Q2 2024, once all necessary permissions (including Johanniter internal) have been obtained.

It is planned to start with a pilot phase, testing and customizing the system according to Johanniter’s needs, with a roll-out worldwide in the end of 2024 or beginning 2025.

Budget and mode of payment

In your proposal please present the following costs:

• Basic, annual costs for the use of the corresponding project management system for approx. 200 users (worldwide) and over 200 projects (depending on the cost structure of the company) for at least 3 years (periodic payment).
  OR the cost of acquiring the software per user
• Description and costs for the:
  • customization of the software,
  • initial support for the set-up,
  • training and further support.

Kindly describe which costs and services are included in the licence fee / annual costs, and which ones are additional, and how the latest will be invoiced.

The method of payment is contractually agreed on an individual basis.

Please precise the level of support already included in the annual costs, and the one that will billed for customisation and support.

Other Terms and Conditions:

Johanniter International Assistance reserves the right to accept or reject any proposal without giving any verbal and/or written rationale.

The successful provider will be required to sign and adhere some parts of the German Protestant Church Data Protection Act (Datenschutzgesetz der Deutschen Evangelischen Kirche), German version available online (https://www.kirchenrecht-ekd.de/document/41335, English translation per request.

When submitting your quotation, please send us one or more login credentials to an existing demo version of your software, if available, to test the features your software offers.