Terms of Reference: Procurement of a fully integrated organisational financial system

CIVICUS’ current accounting software is not fulfilling the requirements of the organisation and is therefore being replaced. CIVICUS is seeking to replace this software with an integrated financial system which would create efficiencies and lessen manual tasks within our current financial and accounting processes.

The full TOR document is accessible via a link at the end of this page.

Interested consultants should submit a proposal for the anticipated contract to Karen Botha at by 11 December 2018.

Introduction to CIVICUS

CIVICUS is a global alliance of civil society organisations and activists dedicated to strengthening citizen action and civil society throughout the world. We were established in 1993 and since 2002 have been proudly headquartered in Johannesburg, South Africa, with additional hubs across the globe, with a membership alliance with more than 4000 members in more than 175 countries. Our definition of civil society is broad and covers non-governmental organisations, activists, civil society coalitions and networks, protest and social movements, voluntary bodies, campaigning organisations, charities, faith-based groups, trade unions and philanthropic foundations. Our membership is diverse, spanning a wide range of issues, sizes and organisation types. Our staff is based across the globe in over 20 countries.

Background

CIVICUS’s current accounting software (SAGE Evolution) is currently not fulfilling the requirements of the organisation and is therefore being replaced. CIVICUS currently uses an extremely tedious and manual approach to its various systems, a lot of which is journal entry based, and is seeking to replace this software with an integrated financial system which would create efficiencies in our current financial and accounting processes.

In addition, CIVICUS also utilises SAGE Payroll for the payroll function; however, this system is not integrated into the financial system.

In reviewing the above-mentioned deficiencies, and in consideration of its longer-term objectives, CIVICUS is looking to procure a fully integrated financial system incorporating the above, as well as looking at other possibilities for supporting our business processes in the future.

As such the objectives of this project are as follows:

1) To procure a Fully Integrated Financial software solution that addresses all of CIVICUS’s current needs as well as potential future needs, as set out in Section 3;
2) To implement new accounting software by 30th June 2019;
3) To train CIVICUS’s staff in utilising the new solution; and
4) To provide ongoing support to the team as and when necessary.

Scope

All proposals from suppliers will cover:

For implementation:
1) CIVICUS’s core accounting and financial reporting processes
2) Training of CIVICUS’s staff
3) CIVICUS’s Fixed Asset register
4) CIVICUS’s Expense Management solution
5) Cost centre, Donor and Project accounting
6) Appropriate workflows
7) Cloud Based
CIVICUS’s core accounting processes consist of journal entry-based recording of all transactions into our current software. The finance team with the support of the supplier will document and map these processes prior to the implementation commencing.

Timeline

The target timetable for this project is shown in the table below but suppliers must be aware that whilst every effort will be made to meet these dates, the timetable may change for operational reasons and suppliers will be notified accordingly.

Step Task Date
1 RFP issued 12 November 2018
2 Response received from Supplier 31 January 2019
3 Interview shortlisted suppliers TBA
4 Supplier selection decision TBA
5 Installation TBA
6 Training of Finance Team TBA
7 User Testing TBA
8 Go Live (Accounting and Finance Module) TBA

 

Note that all deadlines are at the close of business (5pm SAST) on that business day.

Evaluation of proposal

Supplier’s proposals will be evaluated according to the following criteria:

Criteria Weighting 
Industry qualifications 5%
References – evidence of supporting similar organisations in the last 12 months 10%
Delivery and support capabilities
40%
Quality, experience and availability of the Supplier’s team 10%
Value-add capability 10%
Cost competitiveness and pricing transparency. 25%

 

Please refer to the full TOR document for details.