CALL FOR CONSULTANCY SERVICES

DEVELOPMENT OF AN INFORMATION MANAGEMENT SYSTEM (IMS) FOR CONGOMA

1.0.            BACKGROUND

The Council for Non-Governmental Organisations in Malawi (CONGOMA) is a legally mandated umbrella body representing NGOs in Malawi. As part of its strategic initiative to enhance coordination, transparency, and service delivery in the NGO sector, CONGOMA intends to develop a comprehensive Information Management System (IMS) to digitize NGO registration, facilitate real-time data reporting, and strengthen information exchange. The initiative is being supported financially by NGO Regulatory Authority (NGORA) through the NGO Fund Facility.

2.0.            OBJECTIVE OF THE CONSULTANCY

To design, develop, and deploy a robust, user-friendly, and scalable Information Management System tailored to the operational needs of CONGOMA, its members, and other stakeholders.

3.0.            SCOPE OF WORK

The consultant will be expected to:

1. Design a secure system architecture and specifications based on CONGOMA’s requirements. The system should at least be able to:

• Register NGOs online
• Track NGO projects and show dash board
• Receipt, analysis and retrieval of NGO Reports
• Communicate information to NGOs and send notifications and invoices
• Allow NGOs to update their profiles
• User management and access control

2. Pilot the system and conduct testing

3. Train CONGOMA staff

4. Provide documentation, system manuals, and ongoing support during the handover phase.

5. Provide post-delivery back up support on agreed terms

4.0    EXPECTED DELIVERABLES

1. Inception report with work plan and system design blueprint
2. Functional IMS with user dashboards and reporting tools
3. Training sessions and manuals
4. Final report including user feedback and recommendations for scale-up
5. Technical handover with source codes and documentation

5.0.            DURATION OF THE ASSIGNMENT

The consultancy is expected to be completed within eight  (8) weeks from the signing of the contract.

6.0             REQUIRED QUALIFICATIONS AND EXPERIENCE

1. Master’s degree in ICT in computer soft and hard ware for the Team Leader
2. Proven experience in developing enterprise-grade information systems or digital platforms
3. At least 5 years of experience in ICT consultancy or software development
4. Familiarity with NGO operations and governance frameworks is an added advantage
5. Strong understanding of data security, privacy, and open-source technologies
6. Excellent communication and reporting skills

7.0.            SUBMISSION REQUIREMENTS

Interested consultants or firms should submit the following:

1. Technical proposal detailing understanding of the assignment, methodology, and work plan
2. Financial proposal with a clear cost breakdown
3. Company/individual profile with relevant experience
4. CVs of key personnel
5. At least three references from similar assignments

8.0.            SUBMISSION METHOD

Proposals must be submitted via email to congoma@gmail.com, with subject Line: Consultancy for Development of IMS – (Name of Applicant).

Deadline for submissions is 20^th June 2025, 13:00 hours

9.0.            EVALUATION CRITERIA

Proposals will be evaluated based on:

1. Technical approach and methodology (25%)
2. Relevant experience and qualifications (25%)
3. Cost-effectiveness and budget clarity (35%)
4. Proposed work plan and delivery schedule (15%)

For inquiries, queries or clarification, contact Mr. Kaluzi on +265991609007 or email: skaluzi@yahoo.com no later than 18^th June 2025, 17:00 hours.