Consultancy to Develop & Implement an Integrated Seed Data Collection, Management... Tender

Procurement Summary

Country : Tanzania

Summary : Consultancy to Develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App.

Deadline : 22 Sep 2023

Other Information

Notice Type : Tender

TOT Ref.No.: 88589683

Document Ref. No. :

Financier : Self Financed

Purchaser Ownership : Public

Tender Value : Refer Document

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Tender Details

Request for proposals are invited for Consultancy to Develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App.

Closing Date: 22 Sep 2023

Type: Consultancy

REQUEST FOR PROPOSAL- SEPTEMBER 2023

Terms of Reference (TOR) for Consultancy to Develop & Implement an Integrated Seed Data Collection, Management & Reporting System Interfaced with a Mobile-Based App.

1. About AECF (Africa Enterprise Challenge Fund)
AECF (Africa Enterprise Challenge Fund) is a leading non-profit development organization that supports innovative enterprises in the agribusiness and renewable energy sectors with the aim of reducing rural poverty, promoting resilient communities, and creating jobs.

We catalyze the private sector by surfacing and commercializing new ideas, business models, and technologies designed to increase agricultural productivity, improve farmer incomes, expand clean energy access, reduce greenhouse gas emissions, and improve resilience to the effects of climate change. We finance high-risk businesses that struggle to access commercial funding; we are committed to working in frontier markets, fragile contexts, and high-risk economies where few mainstream financing institutions dare to go.

2. Programme Summary
The Seeds for Impact Programme (SIP) started as a 6-year programme, funded by the Alliance for a Green Revolution in Africa (AGRA) and Syngenta Foundation for Sustainable Agriculture (SFSA) - operating in Tanzania, Malawi, Mozambique, Ghana, and Nigeria. SIP-s hypothesis is that access to improved seed will effectively enable smallholder farmers to increase production and improve their livelihoods. SIP-s Flagship initiative aims to:

Make seed market systems work better for smallholder farmers across Africa.
To increase the incomes of hundreds of thousands of smallholder farmers (SHFs) and households across Africa.
To increase Smallholder farmers' access to seeds of new high-yielding and climate-smart crop varieties beyond hybrid maize to increase production, mitigate against adverse climate, and diversify food production.
As the importance of resilient and strong local seed systems is more acute than ever before, the SIP Programme, with funding from the Swedish Embassy in Tanzania, is expanding with a dedicated Window in Tanzania.

3. Purpose of Assignment
The SIP investees have been strategically prepared for investment endeavours, focusing on enhancing their investment readiness. This initiative aimed at jumpstarting their fundraising efforts through diverse financing models, encompassing both equity and debt avenues. To achieve this, a consortium of transaction and advisory firms were engaged, each adding their unique expertise to the mix. Their unanimous consensus highlighted the criticality of establishing an all-encompassing seed data collection, management and reporting system that would revolutionize data retrieval processes.

The significance of this sophisticated System cannot be overstated, as it acts as a keystone in fortifying investor confidence. By seamlessly collating, organizing, and presenting data in an impeccable manner, this system becomes the bedrock upon which investors can confidently make their decisions. This extends beyond mere data storage - it entails the creation of a repository that is reliable, traceable, and transparent. A robust seed data collection, management and reporting System empowers investors to gain swift access to pivotal company information, thereby expediting what was once a time-intensive process. In essence, it acts as a catalyst for a streamlined due diligence process, propelling transactions forward with efficiency.

This convergence of information and technology has a twofold impact. Not only does it foster a conducive environment for investment, but it also ushers in a new era of data management for the enterprise. By integrating various sources of information into a unified platform, data silos are eliminated, and a holistic view of the organization emerges. This has far-reaching implications for strategic decision-making, as it facilitates the identification of trends, patterns, and areas that warrant further exploration.

Aligned with this strategic approach, the SIP programme envisions a mobile-based app that not only elevates operational efficiency but also acts as a catalyst for investment. By integrating point-of-sale functions and comprehensive data management, this application not only streamlines transactions but also provides real-time insights. This integration optimally positions the SIP investees to present their operations seamlessly during due diligence, fostering a smooth and swift process.

Understanding the specialized expertise and technical knowledge required for developing such a system, the SIP programme is actively seeking a qualified consultancy firm or individual with experience in custom system development, especially for a seed company or agricultural solutions. They will provide expert guidance and support throughout the development process, ensuring that the application meets the SIP programme specific requirements. Their expertise will be essential in designing a user-friendly interface, integrating necessary features, and optimizing the application's performance and security.

4. Objectives
The primary objective of this consultancy is to develop an integrated seed data collection, management and reporting System and an accompanying mobile-based application to optimize the organization's seed-related operations, from production to distribution.

5. Scope of Work
The consultant's responsibilities will include, but are not limited to:

6. System Analysis and Design
Conduct a detailed analysis of the organization's existing seed production, inventory management, and distribution processes.
Collaborate with relevant stakeholders to gather requirements for the seed data collection, management and reporting system and mobile app.
Design a user-friendly and intuitive interface for the seed data collection, management and reporting system and mobile app.
7. Development
Develop the seed data collection, management and reporting System, ensuring seamless integration of modules such as seed production, inventory management, order processing, sales, and reporting.
Create a mobile-based application compatible with major operating systems, enabling access to key seed data collection, management and reporting functionalities remotely.
8. Integration
Establish secure data integration between the seed data collection, management and reporting system and the mobile app.
Ensure real-time synchronization of data between the web-based seed data collection, management and reporting and the mobile app.
9. Testing
Conduct rigorous testing of the seed data collection, management and reporting system and mobile app to identify and rectify any technical issues or bugs.
10. Training
Provide training sessions for the organization's staff on how to effectively use the seed data collection, management and reporting system and mobile app.
11. Documentation
Prepare comprehensive technical documentation, including user manuals for the seed data collection, management and reporting system and mobile app.
12. Support and Maintenance
Offer post-implementation support for a defined period to address any unforeseen issues or enhancements.
Provide regular maintenance and updates to ensure the system's optimal performance.
13. Deliverables
The consultancy firm/individual is expected to deliver the following:

Requirements and Analysis Phase
Detailed system analysis report, including a comprehensive overview of the organization's seed production, inventory management, and distribution processes.
Clear documentation of gathered requirements for the seed data collection, management and reporting system and mobile app, outlining key functionalities and features.
Design and Interface Mockups
User-friendly design mockups for the seed data collection, management and reporting System, illustrating the layout, navigation, and user interactions.
Design concepts for the mobile-based application, demonstrating how it will interface with the ERP system.
Development and Integration
A fully functional seed data collection, management and reporting system with modular components for seed production, inventory management, order processing, sales, and reporting.
A responsive and intuitive mobile app that seamlessly interacts with the seed data collection, management and reporting system, allowing users to access critical data remotely.
Testing and Quality Assurance:
Comprehensive testing report detailing the various testing phases, including unit testing, integration testing, and user acceptance testing.
Verified resolution of identified issues and bugs to ensure the system's stability and reliability.
5 Training and User Documentation
Conducted training sessions for the organization's staff, covering effective usage of the seed data collection, management and reporting system and mobile app.
User manuals and documentation outlining step-by-step instructions for operating the seed data collection, management and reporting system and mobile app.
Post-Implementation Support
Ongoing support for a specified period to address any technical challenges or system performance issues.
Timely response and resolution of user inquiries or concerns related to the seed data collection, management and reporting system and mobile app.
Maintenance and Updates
Regular system maintenance and updates to incorporate improvements, enhancements, and necessary adjustments based on user feedback.
Knowledge Transfer:
Transfer of essential technical knowledge to designated personnel within the organization, ensuring the continuity of system management and updates.
Project Closure Report:
A comprehensive report summarizing the entire consultancy process, highlighting

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