Request for Proposals (RFP)
Consultancy for ERP System and Implementation Partner Selection for BRAC International.
RFP Reference No: BI/2025/RFP- 010
PR Number: PR_010_2025
Date of Issue: 24th March 2025
Closing Date: 18th April 2025, 1600 hrs (Bangladesh Time)
Terms of Reference
A. Background
Stichting BRAC International (SBI), a non-profit foundation legally registered in the Netherlands, governs and manages all BRAC entities outside Bangladesh, except our fundraising affiliates (BRAC USA and UK). At present Stichting BRAC International (SBI) is operational in 9 countries taking an integrated and comprehensive approach to development. Our development programmes focus on i) Agriculture & Food Security; ii) Early
Childhood Development; iii) Education; iv) Climate Change; v) Gender Equality and Social Inclusion; vi) Health; vii) Ultra-Poor Graduation and Livelihoods; and viii) Youth Empowerment. BI also has a large Microfinance Programme and runs Social Enterprises in a number of the countries. BI operates in Asia and Africa in the following countries: Afghanistan, Myanmar, Philippines, Liberia, Rwanda, Sierra Leone, Tanzania, Uganda, and Ghana as well as a small presence in a number of other countries.
SBI wishes to implement an Enterprise Resource Planning (ERP) Systems for managing various back-office functions, leading with Human Resources, Procurement, and Finance, but later scalable to include other functions as deemed necessary. In preparation of this, SBI seeks to contract services of a consultant/consultancy firm to work with its IT Steering Committee and relevant internal functions to ensure that this project materializes within the expected scope and delivers the intended outcome and benefits.
A highly qualified consultant/consultancy firm is sought to undertake the work defined in Section B2 below. The ideal candidate must have proven experience in RFP development, vendor evaluation, and contract negotiation, along with in-depth knowledge of leading implementations of ERP systems such as SAP, Oracle, Microsoft Dynamics, NetSuite, and Workday. The consultant/consultancy firm should also be well-versed in SaaS and cloud-based ERP licensing models. The consultant/consultancy firm must possess a blend of technical expertise, industry knowledge, strategic insight, and strong negotiation skills. Additionally, the consultant/consultancy firm should have experience working with multiple ERP vendors and maintain a supplier-neutral approach to ensure objective decision-making. The Consultant/consultancy firm will have access to office facilities and infrastructure of BRAC International and will report to BRAC International’s IT Steering Committee. Management and governance of the project has been defined, and the consultant/consulting firm will work in close collaboration with the ERP Project Team, the Head of Technology, and key members of other departments such as Legal and Corporate Affairs.
B. Terms of Engagement
1. Stakeholders:
The Consultant under the supervision of BI’s IT Steering Committee (IT SteerCo) will engage with the relevant key stakeholders at BRAC International – specifically Director, Technology (BIHBV), Head of Technology (SBI), Directors of the various support functions, and Country management (CEO & Country Directors, leads of in-country support functions). The IT Steerco will allocate a primary contact person as Project Manager for this engagement.
2. Scope of Work
Following on from initial investigation and information generated by the IT SteerCo, which details the current IT system inventory, the IT and system needs of back office departments, as well as the perceived challenges with the current suite (information which will be made available to the consultant), the consultant/consultancy firm will lead the process to identify and select a new ERP System for BI, as well as identify an implementation partner to implement the system across multiple functions within BI.
2.1 Phase 1: RFP Development● Review BI’s Business Requirements Document (BRD)
● Develop a detailed Request for Proposal (RFP) including:
○ ERP functional and technical specifications
○ Integration and customization requirements
○ Compliance and security standards
○ Vendor selection criteria
○ Project implementation timeline and milestones
● Submit the draft RFP for BI’s review and incorporate feedback
2.2 Phase 2: ERP System Selection● Conduct a market assessment of standard ERP solutions aligned with BI’s needs
● Shortlist a maximum of five (5) ERP systems, as potential candidates for consideration, based on key criteria including but not limited to alignment with BI needs, scalability, flexibility, cost, and support
● Work closely with BI’s Corporate Affairs Department to release the RFP to the identified potential ERP solution providers
● Along with a small team from BI, participate in a pre-proposal session with all bidders to provide requested clarifications and answer questions about the RFP
● Develop the evaluation criteria/tool for assessing the responsiveness of received proposals and, as a member of the Technical Evaluation Committee, participate in the review and evaluation of the received proposals according the published evaluation criteria
● Organize a series of product demonstrations and evaluations by the shortlisted ERP solution providers for BI’s leadership and technical teams to understand the functionality, usability, and alignment to BI needs
● Working with the Corporate Affairs Team lead the negotiation with the ERP Solution Provider on the licence purchase and work with BI’s Legal Department for contracting
2.3 Phase 3: Implementation Partner Identification and Selection
Following on from the selection of the preferred ERP System Provider, it is envisaged that the Provider will provide a suite of potential implementation partners. The consultant will engage in identifying the most appropriate Implementation Partner to work with BI to implement the system across multiple functions, by developing a detailed RFP, and working through a Technical Evaluation Committee to identify and select the key partner, and lead the negotiation with the Corporate Affairs team and contracting in collaboration with BI’s Legal Team;
● Develop, release and manage the RFP process in collaboration with BI’s Corporate Affairs Team, including developing the vendor evaluation criteria considering:
○ Experience with ERP implementation in similar organizations
○ Ability to meet BI’s functional and technical requirements
○ Costing Analysis
○ Implementation approach and post-implementation support
● Coordinate vendor presentations and technical assessments
● Alongside the BI Corporate Affairs Team, participate in the the vendor selection process
● Provide a final report summarizing recommendations and justifications
● Working with the Corporate Affairs Team on negotiation, and with Legal on contracting of the preferred Implementation Partner
3. Deliverables
The following are the project deliverables:
01. Finalized and submitted RFP document - 20 days after contract signing
02. Shortlist identified potential ERP solutions and coordinate product demonstrations - 20 days
03. Product (ERP) evaluation and selection report - 10 days
04. RFP for Vendor (Implementation Partner) selection - 5 days
05. Shortlist potential Implementing Partners and coordinate demonstrations - 15 days
06. Implementing Partner evaluation and selection report - 10 days
4. Period of Engagement
The assignment is expected to commence from mid-April 2025 with final, reviewed deliverables by 31st August 2025.
5. Payment Terms
Payment of fees for services shall be subject to satisfactory and timely submission of deliverables as shown below:
10% payment on submission of deliverable 01
30% payment on submission of Deliverable 02 & 03
30% on submission of deliverable 04, 05,
30% on completion of deliverable 06
Invoices will be paid within 30 days of receipt, by way of Electronic Funds Transfer directly into the advised Bank
Account. Payments shall be made net of any deductions due to applicable tax regime (if any).
C. Evaluation Criteria
The following criteria will be used to select the preferred consulting firm.
1. Proven capacity/expertise needed in ERP RFP development, vendor evaluation, and contract negotiation. Knowledge of leading ERP systems and experience working with multiple ERP vendors. 25 Points
2. A minimum of 10 years experience in successfully conducting and completing similar projects at International NGOs or large organisations similar to BRAC International, as per contractual terms. The bidder shall be required to provide written proof from past clients attesting to this. 20 Points
3. Demonstrated ability to complete the project deliverables in the timeframe specified. 15 Points
4. Value for Money: The most financially competitive offer among all technically responsive submissions and providing strong value for money. 40 Points
Total - 100 Points
Award of contract:
Applicants should respond to all areas of this ToR providing evidence to support the proposal, an overview of
qualifications,and include any operating licences/registration certificates to demonstrate their ability to meet the deliverables. The consultancy contract shall be awarded to the bidder whose proposal/submission scores the highest points from the evaluation criteria. The decision of SBI’s Procurement Committee as informed by the outcome of the evaluation process, shall be final.
Feedback:
In the event that you don’t receive any communication from SBI after expiry of the proposal validity period (advised in section D.3 below), please consider your proposal unsuccessful. No separate communication to this effect shall be made.
D. Proposal Administration
1. Mode of submission of technical proposals
Submission of proposals shall be made online via the following email address: bi.procurements@brac.net
The proposal (including all the mandatory information, all necessary documents and the financial offer), saved in pdf format, shall be submitted through the above email address.
The bidder must ensure that the subject of the email is: “Proposal for provision of consultancy services for the ERP Project…”.and Reference number
In Technical proposal top sheet please write RFP Reference No: BI/2025/RFP- 010 and PR Number: PR_010_2025
2. Proposal Submission Closing Date
The closing date for submission of bids is 18th April 2025, 1600 hrs (Bangladesh Time)
3. Proposal Validity
Your entire proposal should be valid for 60 days from the last date of submission of proposals as advised in Section D.2 above.
4. Proposal preparation and submission costs
All and any costs incurred in the preparation and submission of the proposal shall be solely and wholly borne by
the bidder. SBI promises no refund whatsoever of any costs to any of the bidders.
5. Language
The language of the proposal shall be English.
6. VAT and TAX:
Submit your financial proposal inclusive of your country’s local VAT and Tax charges. Stichting BRAC International is registered in Netherlands.
For non-Netherlands vendor SBI will not withheld any VAT and Tax. So, factor in your local vat and tax as per your
local country law.
7. Documents Submitted:
The following documents are to be submitted with the proposal:
8. Contact Person Regarding ToR
Tasrin Jahan Shampa
Acting Head of Technology and Technical Lead, AIM
BRAC International
Email: tasrin.ja@brac.net
9. For submission related query:
Niva Rani Das
Manager Procurement
BRAC
International
Email Id: niva.das@brac.net
E. Disclaimer
This call for proposals is an Invitation to treat only and SBI may cancel or defer the process without notice and shall accept no liability whatsoever arising out of such action. SBI is also under no obligation whatsoever to award the contract to the lowest or any bidder; the results of the evaluation process shall inform the decision of the Procurement Committee and shall be final. By submitting a proposal, the bidder impliedly accepts all the bidding terms and conditions contained herein.
