Quotations Required to Develop
Management Information System (MIS)

Terms of Reference

To Develop Management Information System (MIS) 

1.     Background

HelpAge International is an international network of organisations working with older men and women to support them fulfil their potential to lead dignified, active, healthy and secure lives. HelpAge has its Secretariat in London.

We work with our partners to ensure that people and stakeholders in Pakistan including the government, INGOs, UN, NGOs, media, and academia understand how much older men and women contribute to society, and that they must enjoy their right to healthcare, social services and economic and physical security. HelpAge is actively engaged and contributing in Humanitarian and development sectors in Pakistan since 2005. (www.helpage.org ).

2.      Objective of the Assignment

HelpAge International wants to develop a web based or offline database management system to properly manage its data and analyse the trends as per the requirements of the organization. The developed MIS will help to analyse and extract reports as per need. In addition the organization will also meet the following objectives,

• Provision of key information to contribute in the programmatic strategy in achieving the organizational goals and objectives
• To track and assess the progress and performance of the project.
• Ensure accountability and ownership of the data management.

3.      Key Deliverables

The required outputs of this consultancy will be as follows:

• Develop web based or offline software based Management Information System (MIS) with the name HA-MIS.
• Train key staff members on the developed MIS
• Develop MIS user manual/guiding document.
• Develop and design databases along with tools and registration forms. Trial run the tools and developed database to ensure proper demonstration. Analyse and report over the data entered for a period of specific time.
• Maintenance and technical support will be provided by the consultancy for the period of one year after the end date of the consultancy services (cost should be included in the financial proposal).
• Consultants should be highly accommodating to accept proposed changes even after the consultancy services during the period of maintenance and technical support to the organization regarding the developed MIS. 

4.      Methodology 

The Management Information System (MIS) can be web based or any other means. The proposed means by the consultancy services will be assessed, evaluated and further processed. The proposal from the consultancy services should include the main purpose of selecting web based MIS or offline software based system for data management.

Any other option can also be suggested by the consultancy services.

The consultant will produce/submit report in hard and soft form (along with relevant annexes, in Microsoft Word). The report should include:

• Basic Information 
• Executive Summary
• Introduction/Background of the project
• Methodology and flow chart of the system
• Annexes  

5.      Duration 

The consultant will complete the work over a period of two months beginning with the date of signature of the contract and ending with the acceptance of the final report.

6.      Supervision

The overall supervisor of this assignment will be the Head of Program, HelpAge International, Pakistan while the overall assignment will be coordinated by MEL Officer HelpAge International, Pakistan.

7.      Duration and timeline

The proposed duration of assignment will be two months after the signing of the agreement: expected to be starting from 1^st of June 2018.

8.      Qualification

A well-recognised and reputable technical, consultancy firms/company or individual consultants having documented experience in similar assignments in Pakistan are eligible to submit their proposals.

1. General conditions

1. No contract may commence unless the contract is signed by both parties.
2. The team members of the consultancy firms are not entitled to payment of overtime. All remuneration must be within the contract agreement.
3. Accommodation and meals will be covered by the consulting firm/company even if field visits are planned to the field offices. Therefore, the price component must contain an overall quotation. However, the detailed budget required to show the actual breakup.
4. The consulting firm should provide its team with relevant IT equipment’s and other office supplies related directly to the task.
5. HelpAge will not provide any facility for the movement of the teams in field and geographic areas. The travel to and from and within the field needs to be reflected in financial proposal
6. Final payment to the consulting firm will be dependent on the completion of deliverables (to be specified in the contract) as well as handover notes and relevant data.