Who is the Danish Refugee Council?

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with specific expertise in forced displacement. Active in 40 countries, with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement-affected people and communities. DRC works during displacement at all stages: in the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance, supporting displaced persons in becoming self-reliant and included in hosting societies. DRC works with civil society and responsible authorities to promote the protection of refugee rights and peaceful coexistence.

DRC has been operational in Kenya since 2005 and is one of the United Nations High Commissioner for Refugees (UNHCR) largest implementing partners in refugee response. The organization is present in Garissa (Dadaab & Garissa), Turkana (Kakuma, Kalobeyei & Lodwar), Lamu, Isiolo, Marsabit, Nairobi, and Mandera counties.

Purpose of the Consultancy

DRC seeks proposals from qualifying firms to develop a comprehensive Monitoring, Evaluation, Accountability, and Learning (MEAL) software/tool for the Swedish-funded, financial inclusion project Supporting Displacement-Affected Communities in Kenya with Entrepreneurship Development (SDACKED). The tool/software will facilitate real-time tracking of project progress, enable the collection and analysis of both quantitative and qualitative data, while serving as a repository for crucial financial inclusion project information. The tracker tool to be developed should be able to track lending success, repayment, uses of funds, and increased incomes by Community Savings & Loans Associations (CSLA) members and other groups or individuals to further build evidence of the SDACKED project’s approach and could be used across multiple projects. It aims at enhancing the project’s effectiveness, promoting accountability, and supporting informed decision-making by ensuring the capacity building of staff through training. It will track an agreed set of impact and outcome-level financial inclusion indicators.

Background

DRC Kenya, in partnership with KCB Bank, KCB Foundation, and a digital financing partner, is implementing a project titled Supporting Displacement-Affected Communities in Kenya with Entrepreneurship Development (SDACKED) supported by the Swedish government, that focuses on unblocking barriers to formal financial access for displaced, displacement-affected and host community entrepreneurs, by working through Community Savings and Loans Associations (CSLAs), connecting them to digital banking services as well as exploring wider entrepreneurship support in target locations of Nairobi and Mandera counties. The project targets three areas of intervention that include: financial inclusion of refugee and hosting community entrepreneurs, business support & training, and suitable finance to build the displacement-affected communities’ business ecosystem. This is besides advocating for the inclusion of this group of entrepreneurs in formal financing and addressing their protection concerns.

The SDACKED project aims to develop an inclusive entrepreneurship system across Kenya, supporting increased financial inclusion and economic participation for refugees and their host communities.

Objectives of the Consultancy

The consultant is expected to design and implement a user-friendly MEAL software/tool and system that supports DRC in monitoring and evaluating its financial inclusion project effectively across Mandera and Nairobi, with the potential for adaptation to future/ other related projects.

The specific objectives of this consultancy are:

• Developing a system that integrates tracking of beneficiary demographics, financial growth, training metrics (including financial literacy), and other economic recovery aspects. The platform should, among other things, track lending success, repayment, uses of loan funds, and increased incomes by CSLA members and other financial inclusion beneficiaries.
• Ensure that the software and system can accommodate the collection of data related to advocacy and communication efforts, including tracking beneficiaries’ civil documentation such as refugee IDs and KRA PIN (Kenya Revenue Authority- Personal Identification Numbers).
• Review and update existing data to develop and test the system
• Create user-friendly dashboards for real-time reporting and analysis of key indicators and metrics aligned with the AGDM (Age, Gender, Diversity Mainstreaming) requirements. DRC will co-develop the parameters to be included with the consultant.
• Facilitate the storage and management of project databases, IPTT (Indicator Performance Tracking Table), and other trackers.
• Provide comprehensive training for staff to ensure effective use of the tool across all relevant project teams. This includes training on SRI and other impact and outcome level reporting for better tracking of economic recovery interventions.

Responsibilities

The general responsibilities of the consultant are:

• Conduct a needs assessment to identify specific needs, functionality, and features required for the MEAL software/tool and system.
• Identify and document analysis of similar platforms being used by other financial inclusion programs. These platforms must have registered success in tracking the above-indicated metrics.
• Design the software architecture and data models that will ensure scalability and flexibility for future projects.
• Develop the MEAL software/tool and system according to the agreed specifications, ensuring user-friendliness and accessibility for all staff members.
• Implement a data security protocol to safeguard sensitive beneficiary information.
• Provide ongoing support during the implementation phase and troubleshoot any issues that arise.
• Develop training materials and conduct training sessions for staff on how to effectively use the software and system.
• Prepare a final report documenting the software development process, lessons learned, and recommendations for future functionality or improvement.
• Ensure that the chosen software is accessible on both laptops/computers, online, and mobile platforms to accommodate different user needs and preferences.

The general responsibilities of DRC and its partners are:

• Provide the consultant with access to relevant project documentation, existing data, and other resources necessary for the development of the software.
  • Facilitate communication between the consultant and project staff to gather insights and feedback throughout the consultancy process.
  • Ensure timely feedback during the software development phases to keep the project on schedule and aligned with needs.
  • Provide logistical assistance for face-to-face training sessions and any necessary workshops with project staff.
  • Support the implementation of the software/tool within teams, promoting a culture of utilization and improvement in MEAL practices.

Scope of Work

The assignment should be done within the existing national legal, policy, and regulatory framework. The consultant will be responsible for designing and implementing a monitoring and evaluation system tailored to the organization’s needs. This will include developing suitable dashboards for data visualization and reporting. The consultant will analyze current MEAL requirements, identify data sources and metrics for tracking performance, design user-friendly dashboards that facilitate real-time data visualization, and ensure compliance with data privacy regulations and best practices in data management.

Methodology

To achieve the objectives of this project, the consultant will adopt a systematic and participatory methodology that encompasses the following phases:

1. Needs Assessment
   • Engage with the project team to gather requirements.
   • Analyze existing MEAL practices and tools within the organization to inform this process.
   • Identify key performance indicators (KPIs) relevant to the organization’s strategic goals.
2. Data Source Identification and Integration
   • Take stock of an inventory of existing data and data systems and sources (e.g., databases, spreadsheets).
   • Propose solutions for data integration, ensuring seamless access to real-time data.
   • Assess data quality, accessibility, and availability.
3. Dashboard Design and Development
   • Develop wireframes and prototypes for stakeholder review.
   • Incorporate feedback to refine dashboard functionalities.
   • Utilize appropriate tools that allow for easy data visualization on both laptop and mobile devices.
4. Testing and Refinement
   • Conduct usability testing with end-users to gather feedback on dashboard functionality.
   • Make necessary adjustments based on user input to ensure the dashboards meet the intended goals.
5. Training and Handover
   • Develop comprehensive user manuals and training materials that can be easily understood by CSLA leaders who shall be vested with the responsibility of recording the numbers.
   • Organize training sessions for staff and CSLA leaders on how to utilize and maintain the dashboards effectively. This includes training on SRI and other impact and outcome level reporting for better tracking of economic recovery interventions.
   • Provide ongoing support during the transition period.

Ethical Considerations

The consultant will implement ethical guidelines throughout the project by adhering to the following:

• Ensuring informed consent is acquired from all participants involved in needs assessment and feedback sessions.
  • Maintain confidentiality and security of sensitive data in compliance with relevant legal frameworks.
  • Adhere to ethical data collection and analysis practices, ensuring data integrity and accuracy.

Key Deliverables

• Inception Report detailing methodology, timelines, understanding of the assignment, and proposed structure of the MEAL tracking tool.
  • A comprehensive MEAL Tracking Tool including templates and data dashboards tailored to DRC’s financial inclusion context and aligned to the SDACKED project indicators and log frame. The tool should also have the flexibility to be used by DRC in other financial inclusion programme context.
  • A system for streamlined documentation and tracking of project reach and beneficiary data across different sectors and implementing partners.
  • A data visualization dashboard enabling real-time access and presentation of project performance metrics.
  • A user manual and guideline document to support effective usage and maintenance of the MEAL tracking tool.
  • Final presentation of the MEAL Tracking Tool to DRC Urban Program teams, with feedback incorporated.
  • A training session for relevant MEAL and program teams on the functionality, utilization, and maintenance of the tool.

Process and Time Frame

The Consultant will submit the following deliverables within the timeframe illustrated below:

1. Inception meetings and inception report submission, review and approval – 7 days
2. Conducting the needs assessment – 4 days
3. Data sources identification and filling data gaps – 15 days
4. Software design and development – 28 days
5. Testing and refinement – 10 days
6. Training & handover – 3 days

Total duration (working days) – 67 days

The Consultant will provide documentation by email to the SDACKED Project Manager at and the IMS Specialist at copying all relevant project staff.

Budget

The budget should include the Consultant’s fees and taxes, any travel and expenses that might be required, any costs related to telephone or internet use, software licensing costs, training material, session costs, as well as office material.

Payment for the Service

DRC Kenya will pay the consultant the full consultancy fees in Kenyan shillings as agreed upon in the contract. Payment will be made on presentation and approval of key deliverables to DRC Kenya in the following distribution:

• 20% of the fees will be paid upon submission and approval of a satisfactory inception report.
• 20% will be paid after the presentation and approval of the initial system.
• 60% will be paid upon meeting all key deliverables, successfully demonstrating and handing over of the final product, handing over the training material, and presenting a final report indicating all user protocols and provision of user rights.

Proposed Composition of the Team

The consultancy firm should have a:

• Project Lead: Responsible for overall project management and coordination.
• Data Analyst: Focused on data, assessment, and dashboard metrics.
• Software Developer: Responsible for the technical implementation of the dashboards.
• Training Specialist: Conducting training and preparing materials

Eligibility, Qualification, and Experience Required

Essential:

• The consultancy firm is registered under the Laws of Kenya.
• Must have at least 5 years’ experience in software development, particularly in database and information management systems.
• Advanced degree in Information Technology, Computer Science, Data Science, or a related field.
• Excellent spoken and written communication skills in both English and Kiswahili.
• Proficiency in both quantitative and qualitative data processing and analysis.
• Excellent skills and ability to articulate ideas clearly and accurately, including the ability to prepare summary reports.

Desirable:

• Working experience and familiarity with data visualization, reporting tools, and developing dashboards for tracking and managing project data is an added advantage.
• Strong interpersonal and analytical skills with the ability to establish and maintain effective working relations.
• A solid understanding of financial inclusion and economic recovery in the context of refugee space.
• Consultant living/ working in Kenya.

Technical Supervision

The selected consultant will work under the supervision of:

• SDACKED Project Manager and through the technical guidance of the following:
• Information Management System (IMS) Specialist
• MEAL Focal Person

Location and support

The assignment will be coordinated from the DRC Nairobi Urban program offices at Eastleigh. The consultant will use his/her computer and mobile telephone to conduct the assignment. The SDACKED Project Manager, the IMS Specialist, and the MEAL team will be responsible for coordinating the exercise overall with the consultant to ensure timely and quality output. DRC will provide relevant documentation and background information, and provide consolidated feedback/guidance on draft reports.

Travel

The Consultant(s) will be expected to arrange for their logistics (transportation, meals, accommodation, etc) and to make adequate provisions in the Financial Proposal.

Submission Process

Interested applicants who meet the requirements are invited to submit an expression of interest with:

• A suitability statement including CV(s) of participating Consultant(s) with details of qualifications, skills, and experience.
• Technical proposal that summarizes understanding of the TOR, methodology, and tools to be used.
• Work plan indicating the activity schedule.
• Financial proposal providing cost estimates and consultancy fees. The financial proposal should consider the responsibilities of the Consultant.
• At least two samples of final reports presented for a previous relevant consultancy assignment conducted in the recent past.
• Contact details of three organizations that have recently contracted the consultant to carry out relevant consultancy assignments.

Please refer to the RFP Invitation letter (Annex B) for detailed submission instructions.

The consultancy is expected to be conducted in May to July 2025.

Evaluation of Bids

All bidders will be scored on a scale from 1 – 10 for each of the following criteria and will be assessed for profile and qualifications (document 1), technical approach (document 2), work plan, and practical and clear bid (document 3). Bids will be scored according to the criteria below for the initial screening:

1. Profile and qualification

• The consultancy firm/individual Consultant is registered under the Laws of Kenya – 10%
• At least 5 years’ experience in software development, particularly in database and information management systems – 10%
• Key personnel are individuals with advanced degrees in Information Technology, Computer Science, Data Science, or a related field – 10%
• The Consultant(s) should provide at least 3 examples of previous work conducted in this field – 10%

2. Technical approach

• The technical proposal provided by the consultant should demonstrate a thorough understanding of the assignment objectives and address all key aspects and deliverables of the TOR, including system development, data integration, AGDM (age, gender & diversity mainstreaming)-aligned dashboards, and training – 10%
• The consultant should demonstrate proven experience in designing comprehensive MEAL tracking systems that incorporate financial inclusion indicators, such as lending success, repayment tracking, income growth, civil documentation, and other economic recovery metrics – 10%
• The technical approach should outline a feasible, timely, and results-driven work plan that delivers functional dashboards, data visualization platforms, and user manuals within agreed deadlines, while ensuring alignment with AGDM principles – 10%

3. A work plan and a practical and clear bid to read

• The work plan is comprehensive and clearly outlines key activities, timelines, and milestones for the exercise – 5%
• The work plan demonstrates a practical and feasible strategy for conducting the exercise within the specified time frame and resources – 5%

4. Oral interview – 20%

The DRC evaluation team will select the proposal that is of high quality, clear, meets the stated requirements, and offers the best combination of technical and financial scores.

Only those shortlisted will be contacted for an interview with the panel to get an understanding of the consultancy requirements.

DRC will conduct reference checks from at least 2 previous works as an additional mandatory requirement.

Please find complete bidding documents in the following link: RFP 00342098- DEVELOPMENT OF A MEAL TOOL TO TRACK RESULTS OF THE SDACKED PROJECT

How to Apply:

Bids can be submitted by email to the following dedicated, controlled, & secure email address:

tender.ken@drc.ngo

When Bids are emailed, the following conditions shall be complied with:

• The RFP number shall be inserted in the Subject Heading of the email
• Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains
  • The financial bid shall only contain the financial bid form, Annex A.2
  • The technical bid shall contain all other documents required by the tender, but excluding all pricing information
• Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
• Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.

Failure to comply with the above may disqualify the Bid.

DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.

DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process.

Bids to be submitted ONLY electronically.