Consultancy for Web-Based M&E System Development

Oxfam is a global movement of people fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.

PURPOSE OF THIS CONTRACT

The overall objective is to develop a comprehensive Monitoring and Evaluation (M&E) system, front end user interface, including a robust database system for a web-based application that can keep track progress of project from database system.

BACKGROUND AND CONTEXT

FOWASH Project is a three-year project funded by the KOICA and led by Oxfam in Korea.  The project impact’s level aim at: “Strengthening health and water, hygiene and sanitation of the vulnerable communities impacted by climate change in the TSBR”.

The project will strive to achieve the two supporting outcomes by the end of 2026:

• Outcome 1: Improved access to sustainable and clean water in vulnerable and hard-to-reach communities impacted by climate change in the Tonle Sap Biosphere Region (TSBR).
• Outcome 2: Increased awareness and practice of and improved access to hygiene and sanitation of vulnerable and hard-to-reach communities impacted by climate change in the Tonle Sap Biosphere Region (TSBR).

The project has worked with a local NGO called HURREDO to implement activities on WASH at Siem Reap and Battambang province with close collaboration with Ministry of Rural Development (MRD), Provincial Department of Rural Development (PDRD) and local authorities of both provinces.

SCOPE OF WORK

The consultant/firm will expect to carry out the following work:

• Attend an orientation briefing with Oxfam and partners
• Review approved project documents to understand framework of project
• Develop an inception report with agreed by Oxfam and partners
• Collaborate with project team and partners to gather requirements and understand the objectives of the M&E system.
• System Design: Develop a detailed design for the M&E system that includes:
  • Database architecture
  • User interface (UI) and user experience (UX) design
  • Ensure the UI is intuitive, user friendly, and accessible
  • Design for responsiveness across various devices and screen sizes
• Integration capabilities with existing database system
• Create a secure and scalable database that effectively captures and stores M&E data
• Web Application Development: Build a web-based application that includes:
  • User-friendly navigation
  • Responsive design for mobile and desktop views
  • Interactive data visualization tools
• Can track progress against project indicators
• Create monitoring form of output and outcome for data entry
• Create form for key event of project
• Show attractive dashboard  
• Conduct rigorous testing to ensure the webpage system functions as intended
• Provide training sessions for system admin, users and ongoing support for the implemented system and webpages update.
• Produce comprehensive documentation for system architecture, user manuals, and maintenance guides.

DELIVERABLES

The consultant/firm will be expected to provide the following deliverables:

• A comprehensive report outlining stakeholder requirements and objectives for the M&E system.
• Detailed documentation of the system architecture, including database design and UI/UX specifications.
• A fully developed and functional database schema that supports data capture, storage, and retrieval.
• An interactive prototype of the web-based application demonstrating core functionalities and design elements.
• A fully functional web-based M&E application, including all specified features and responsive design.
• Documentation of testing procedures, results, and any issues addressed prior to deployment.
• Conduct training sessions for relevant personnel with Oxfam and partners, including training materials and user manuals.
• A detailed plan outlining ongoing support, maintenance, and troubleshooting procedures post-launch.
• Comprehensive documentation covering system architecture, user guides, and maintenance procedures for future reference.
• Regular updates on project status, including milestones achieved, challenges encountered, and timelines for completion.
• Maintenance service for 1 year after completion of the work

PAYMENT SCHEDULE

This consultancy will be undertaken from October 15, 2024, onwards and is expected to be completed by Dec 31, 2024.

Clarifications

Any questions, remarks or requests for clarification can be sent up to 7 days before the submission deadline in writing to Mr. Ear Chong, Partnership and Program Quality Coordinator, Oxfam in Cambodia at chong.ear@oxfam.org;

Evaluation and award criteria

Incomplete applications will not be assessed, only quotations that meet the administrative criteria will be assessed.

Award decisions will be based on best value for money criteria covering both technical quality and price.

Only quotations with combined scores of at least 65 points (out of 85) for the technical award criteria (approach paper and CV) qualify for the financial evaluation.

For detailed information about Evaluation Criteria, please refer to the full Terms of Reference (link provided in Annexes)

Oxfam withholds the right to conduct interviews with one or more potential consultants before an award decision is made. Purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential consultants and their teams.

OTHER CONDITIONS

Issuance of this Terms of Reference does not constitute an award commitment on the part of Oxfam, nor does it commit Oxfam to pay for costs incurred in the preparation and submission of a bid.

The attached Annexes are an integral part of this Request for Proposals.

Oxfam may contact bidders to confirm contacts, addresses, bid amount and to confirm that the bid was submitted for this solicitation.

Quotation validity

• The quotation shall be valid for 90 days from the  8 October 2024, 23:59 (GMT+7). If this is not possible, the bidder may propose a different timeframe.
• If the bidder is awarded the contract, all information provided in the quotation and negotiation process is contractually binding.

False statements

Bidders must provide full, accurate and complete information as required by this solicitation and Annexes. False statements in bids constitutes grounds for immediate termination of any agreement with the consultant. Oxfam takes fraud, misstatements, falsification, manipulation, alteration of facts and/or documents very seriously, has a zero-tolerance policy to such behaviours, and may choose to take legal action in a case of misrepresented disclosures by Contractors.

Conflict of interest

Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award.  Failure to provide full and open disclosure may result in Oxfam having to re-evaluate the selection of a potential bidder.

Right to Select/ Reject

Oxfam reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive proposals and to terminate negotiations without incurring any liability. Oxfam also reserves the right to reject any or all proposals received without explanation.

Reserved rights

All applications and quotes become the property of Oxfam, and Oxfam reserves the right in its sole discretion to:

• To disqualify any offer based on applicant’s failure to follow solicitation instructions
• To waive any deviations by the applicant from the requirements of this terms of reference that, in Oxfam’s opinion, are considered immaterial defects requiring rejection or disqualification; or where such a waiver will promote increased competition
• Extend the time for submission of responses after notification to all applicants
• Terminate or modify the process at any time and re-issue the request for quotation to whomever Oxfam deems appropriate
• Issue an award based on the initial evaluation of offers without discussion
• Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities

CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards and expect all Oxfam consultants to demonstrate commitment towards them.

All consultants/applicants are required to agree and adhere to the Oxfam Consultant Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that consultants must follow.

REPORTING OF FRAUD & UNETHICAL BEHAVIOUR

Oxfam’s reporting and whistleblowing mechanisms are available for Consultants as well Oxfam employees, to ensure that Oxfam continues to operate under the highest ethical standards and principles.

You can use these reporting channels confidentially, anonymously, and in your own language to report any concerns involving fraud, corruption, waste, abuse or safeguarding concerns.