Fayyaa Integrated Development Organization (FIDO) ERP System Bid Invitation

Background: Fayyaa Integrated Development Organization (FIDO) is a non-profit charity organization established in 2002 by a group of dedicated volunteers in the Jimma Zone of the Oromia regional state, in response to the HIV/AIDS pandemic. Over the years, FIDO has expanded its scope to include a variety of developmental, emergency, and relief programs/projects across several regions of Ethiopia, including Oromia, Southwest, Benishangul Gumuz, Afar, and Somali, as well as the Addis Ababa City Administration

2. Objective: The objective is to develop and implement a comprehensive ERP system tailored to FIDO unique needs, ensuring that all key functions and departments are integrated into a single, user-friendly platform. The system will:

• Ensure compliance with international standards (e.g., IPSAS, donor requirements).
• Streamline Financial, HR, Procurement, Inventory, and Program management.
• Include Payroll automation, payslip generation, and statutory deduction handling.
• Support Multi-currency transactions, donor reporting, and real-time monitoring.
• Provide ongoing maintenance and capacity-building for sustainability.

3. Scope of Work: The project will be executed in phases, following a structured approach

Aligned with best practices. The scope of work for the ERP system development, implementation, and maintenance will include the following key components:

 

1. Phase 1: Needs Assessment and System Design

Design modules for:

• Finance & Accounting (fund accounting, multi-currency, audit trails).
  • HR & Payroll (staff records, attendance, automated payroll processing, payslip generation, tax/Pension deductions).
  • Procurement & Inventory (purchase orders, asset tracking).
  • Project Management & MEAL (indicator tracking, donor reporting).
  • Ensure the design includes features for multi-currency management, fund accounting, and reporting that meets donors (UNOCHA, USAID etc.) and regulatory requirements.
• Develop and finalize a detailed system design document outlining the architecture, modules, data flow, and integration points

3.2 Phase 2: System Development

• Develop the ERP system using a modular approach, allowing for phased implementation and future scalability.
• Ensure the system supports integration with existing platforms and tools used by FIDO, particularly those related to financial management and donor reporting.
• Develop a user-friendly interface with role-based access to ensure data security and user compliance.
• Develop the ERP system based on the approved design, including the following modules:
  • Finance and Accounting (June 6 to 10, 2025)
• HR & Payroll (June 11 to 15, 2025)
  • Employee database (contracts, leave, attendance).
  • Payroll module with:
    • Automated salary calculations (basic pay, allowances).
    • Statutory deductions (Pension, income tax, etc.).
    • Payslip generation (customizable templates, email/SMS distribution).
    • Integration with bank transfers for salary disbursements.
  • Procurement & Inventory (June 16 to 19, 2025)
  • Project Management and Reporting including MEAL (June 20 to 25, 2025)
  • Donor Reporting (June 26 to 30, 2025)
  • FIDO can propose the creation of new features or departments as needed.
• Data Migration and Integration (June 10 to 30, 2025)
• Develop a detailed data migration plan, ensuring the secure and accurate transfer of data from legacy systems.
• Data migration from existing systems and databases to the new ERP system
• Integrate the ERP system with any existing third-party applications or platforms used by FIDO, to ensure seamless data flow and compliance.

   

3.3 Phase 3: Testing and Quality Assurance (July 1 to 10, 2025)

• Conduct comprehensive testing of the ERP system, including unit tests, integration tests, and user acceptance testing (UAT), to ensure the system meets all functional requirements.
• Address any errors/issues identified during testing, as well as engage end-users in testing phases to validate usability & functionality, ensuring the system is aligned with their operational needs.

3.4 Phase 4 Implementation and Change Management (July 11 to 31, 2024)

• Develop an implementation plan, including a phased rollout strategy to minimize disruptions to FIDO operations, and allow for iterative improvements.
• Pilot implementation of Finance, Procurement & Inventory (July 11 to 15, 2025)
• Full system deployment across all departments and ensure full operational functionality of the ERP (July 16 to 25, 2024)
• Provide training tailored to different user groups (e.g. administrators, end-users, IT staff), on using the ERP system, emphasizing practical application and ensuring familiarity with best practices. (July 26 to 31, 2024)

3.5 Phase 5 Maintenance and Support (Aug 1, 2025, to Aug 1, 2027)

• Provide comprehensive post-implementation ongoing support, including regular system updates, bug fixes, and performance monitoring, to incorporate new features, security patches, etc.
• Offer helpdesk services to assist FIDO staff with any issues or questions to the ERP system.
• Offer continuous training and capacity-building sessions to ensure the staff remains proficient in using the ERP system and adapting to new features.
• Project Completion: Final project review, final closure, reports and documentation. transition to a long-term maintenance phase (July 31, 2025)

 

4. Deliverables: The Firm or Individual Consultant is expected to deliver the following:

• Needs Assessment Report and System Design Documentation: Comprehensive documentation outlining the system’s architecture, functionality, and compliance with best practices.
• Developed ERP System: A fully functional ERP system with all modules operational, ready for deployment.
• Data Migration and Integration Reports: Documentation of the data migration process and integration testing results.
• Training Materials and Sessions: Customized training materials and records of all training sessions conducted.’
• Implementation Report: A detailed report documenting the phased implementation, including lessons learned and stakeholder feedback.
• Ongoing Maintenance and Support Plan: A detailed plan outlining support services, including service level agreements (SLAs) and scheduled update

   

5. Timeline: The entire project is expected to be completed within a period of 2 – 3 months from the date of the contract signing. A detailed project schedule with milestones will be agreed upon at the outset.

6. Budget: The total budget for this project is to be determined based on the proposals received. Proposals should include a detailed cost breakdown for each phase of the project (Phase 1 to Phase 5)

Qualifications of the Firm or Individual Consultant

The Firm or Individual Consultant must meet the following qualifications:

• Proven experience in developing and implementing ERP systems for NGOs
• Deep understanding of the operational and compliance requirements of NGOs, including donor reporting, fund management, and multi-currency handling.
• Strong technical expertise in system design, development, and integration.
• Experience in training and capacity building for non-technical users.
• Ability to provide ongoing support and maintenance services, ensuring the ERP system evolves with FIDO needs.

Proposal Submission Requirements

Interested Firm or Individual Consultants should submit the following:

• A detailed technical Proposal (Approach, methodology, & work plan aligned with best practices)
• A financial proposal with a comprehensive cost breakdown.
• Examples of previous similar projects, including references.
• Resumes of key personnel who will be involved in the project, highlighting relevant experience.
• Legal documents (Business license, Taxpayers Registration Certificate, professional Certification).