About STAR Ghana Foundation

STAR Ghana Foundation is an independent Ghanaian non-profit organisation that works to promote active citizenship, civil society sustainability and local philanthropy, good governance and sustainable development. The Foundation also has as part of its objectives and activities a cross-cutting commitment to gender equality and social inclusion (GESI).

Please visit STAR Ghana’s Foundation website at  www.star-ghana.org for more information on the Foundation.

 

Rationale for investing in a new Grants Management System  

STAR Ghana Foundation has been using a grants management system in the administration and management of its grants support to partners. The foundation, as a result of a review of its systems and processes, seeks to upgrade its grants system to meet the current and future requirements of having a more robust, effective and efficient grants solution that can integrate finance software, support multiple calls or programmes, track grants disbursed, report on payment schedules and receipting etc.

The foundation is inviting bids from suitably qualified Ghanaian Information Technology (IT) firms to develop and test an integrated Grants Management System (IGMS) based on requirements/specifications for this assignment. Interested firms can access the requirements/specifications on the foundation’s website.  STAR Ghana Foundation is anticipating to go-live with the new system on 16^th September 2020.

Schedule of Events

Activities	Date
Deadline for Suppliers Response to RFP	21st August 2020
Selection and notification to suppliers	25th August 2020
Approval of contract	27th August 2020
Implementation and -Go-live	16th September 2020

 

STAR Ghana Foundation reserves the right to modify this schedule at their sole discretion if they deem necessary. Only shortlisted applicants will be contacted.

 

Scope of Services/Requirements

Functionality:

Download features of the integrated grants management system from the STAR Ghana website 

 

Content of the proposal

Your proposal should contain the following information and should be submitted to This email address is being protected from spambots. You need JavaScript enabled to view it. and copy This email address is being protected from spambots. You need JavaScript enabled to view it. as well as This email address is being protected from spambots. You need JavaScript enabled to view it.

NOTE: Deadline extended to not later than 5pm on Tuesday 25th August 2020.

The language for communications and required documents is English.

1. Company Contact:

Company Name 

Contact Name 

Mailing Address 

Email Address 

Telephone Number 

Website

1. Company qualifications

The bidder shall submit, as part of their bid, a section describing their general qualifications to provide the services requested which should include information on year(s) of operation, ownership, management, technical qualifications of staff, any other information the supplier feels will support their bid. We expect the organization to be an accredited system provider and accreditations should be included.

1. Summary of the System’s Modules, Features and Compatibility:

Provide a summary of the solution, the modules, features, and any other software compatibility.

1. Costs and annual costs for maintenance and support:

The Bidder shall provide an estimated capital cost of the software. Installation costs, the annual support, maintenance and upgrading costs, and cost of data migration.

The bidder shall state the required payment terms considering that STAR Ghana Foundation’s preference is to receive a monthly invoice for completed works. Please state the currency of payment which will be made in Ghana Cedis by bank transfers. For easy price evaluation, bidders are to mention their exchange rates in their quotations if they quote in a currency, other than Ghana Cedis.

1. Prior Experience:

Describe in detail previous experience with similar and not for profit organizations. Describe how this experience demonstrates the ability to provide the services outlined for the respective activities in this RFP’s scope. The bidder shall submit, as part of the bid, a minimum of two client references that are past or current users; please include a contact name, phone number and email address for the references. 

1. Implementation Plan:

What is the proposed project timeline? Demonstration, configuration, installation, testing and training of administrative user and users? 

1. Service after sale:

What is your continued maintenance/support of your proposed solution? Include Key Performance Indicators (KPI) such as:

• Availability (Uptime)
• Response time
• Turnaround time

1. Security and compatibility.

Describe how you would ensure the security, privacy, confidentiality, integrity and continued availability of data handled throughout your proposed solution. 

Where will the software be hosted; i.e. in the Cloud or otherwise?

What are the hardware requirements (if any)?

Are there any compatibility issues with leading software brands? ie, O365, Adobe writer etc. 

1. Resources:

Describe the variety of documentation that will be produced and provided to STAR Ghana Foundation as part of the project (e.g. system administration manuals, user manuals, training materials, etc.). 

Terms and Conditions:

1. The Request for Proposal (RFP) is not and shall not be considered an offer by STAR Ghana Foundation.
2. All responses must be received on or before the date and time indicated on the RFP i.e. 21^st August 2020.
3. All proposals will be considered binding offers. Prices proposed must be valid for the entire period provided by the respondent.
4. All awards will be subject to STAR Ghana Foundation contractual terms and conditions and contingent on the availability of donor funding.
5. STAR Ghana Foundation reserves the right to accept or reject any proposal or cancel the solicitation process at any time and shall have no liability to the proposing organizations submitting proposals for such rejection or cancellation of the request for proposals.
6. STAR Ghana Foundation reserves the right to accept all or part of the proposal when the contract is provided.
7. All information provided by STAR Ghana Foundation in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. STAR Ghana Foundation is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
8. STAR Ghana Foundation reserves the right to require any bidder to enter into a non-disclosure agreement.
9. The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of STAR Ghana Foundation, subject to claims of confidentiality in respect of the response and supporting documentation, which has been clearly marked confidential by the bidder.
10. Bidders are required to identify and disclose any actual or potential conflict of interest.