TOR for the development of Web based Medical Commodity Tracking System (MCTS)

I. Introduction

CARE Somalia/Somaliland has been providing development and life-saving assistance across all regions of Somalia since 1981. Our programmes go beyond meeting basic needs at the onset of an emergency to helping affected communities recover and rebuild their lives long after the crisis ends.

In order to strengthen communities to better cope with future disasters and address persistent problems of poverty and marginalization, CARE is implementing Humanitarian and development activities aimed at addressing new shocks and the underlying causes of poverty in Somalia. CARE programs aim at supporting Internally Displaced Persons (IDPs)< Returnees and, vulnerable women and children through innovative projects in Health, Nutrition, Education, Water, Hygeine and sanitation (WASH), sustainable environmental activities, civil society development, peace building, governance and small scale enterprise development.

CARE Somalia focuses on participatory approaches, working in partnership with local and civil society organisations, the government, UN agencies, peer NGOs and the private sector. This enables CARE to support the priorities of local populations, while bringing in resources and partnerships to spur innovation and durable solutions to the most vulnerable.

The Emergency Program (EP) provides direct humanitarian relief to communities affected by Shocks including drought, floods, disease outbreaks and conflict across Somalia.

The Emergency department has several projects implemented in collaboration with partners and Government ministries such as health centres located within communities affected by drought, floods and other emergencies. Currently CARE supports 20 Health centres located in Somaliland, Puntland and Lower Jubba. CARE purchases and supplies medical and non-medical supplies to these locations. This involves movement of medical supplies (drugs and non-drugs) which require delicate handling and tracking for efficiency and accountability CARE intends to develop a system that will help in keeping up to date records of medical and nutrition supplies as track supplies movement.

1. Purpose of the Consultancy

The main purpose of the consultancy is to design, develop and support CARE Somalia (Emergency Unit) develop a comprehensive integrated computerized web-based Commodity Tracking System for timely accountability, visibility and ease of reporting.

3. Description of the features of the Commodity Tracking System

· Tracking of medical and non-medical commodities to CARE main ware house.

· Tracking of medical and non-medical supplies from main ware house to regional medical stores

· Tracking of medical and non-medical from receipt in warehouse to issuing to users/beneficiaries: – Receive items at main warehouse, transfer to field stores, issue to intended beneficiaries

· Track expiry date of items especially medical and non-medical either individually or as batches

· Manage stock levels and able to provide forecasts

· Tagging products with the fund code and project ID for traceability and accountability.

· Inventory movement and management of inter-store/warehouse transfers.

· Ability to generate reports – stock movement and balances.

· Ability to email alerts as maybe defined – example upon stock issue out for distribution.

· Retain historical data for audit and audit trails.

Registration of beneficiaries (direct beneficiaries and institutions/entities) at the final issue stage.The MCTS must be user friendly, interactive and web based; accessible by staff and partners (and in some cases donors) from remote locations. It will also include and define user access-right levels to guide institutional data security and data governance; it must also incorporate data backup and security against attacks. The system must track user history (i.e. all edits and modifications) and store these in the system as well as have import/export functionality to allow data and information to be imported/exported to and fro other formats e.g. Excel, pdf. Other features are having customizable reporting/dashboards for analysis. Generally, the system should be light, fast loading and easy to access with low Internet speeds. It will be nice to have – a) Incorporate GIS component for at a glance overview of the implementation areas and b) Mobile app for data entry

3. Tasks

TASK ONE: Requirements Analysis

· Meet with key staff to agree on system requirements that meets their needs the program. Review key documents to understand the data management, query, and reporting requirements of the CARE Somalia MEAL system.

· Present recommendations for detailed Systems requirements- software and hardware for reliable application hosting, user interface etc.

TASK TWO: Develop coding scheme:

· Develop a coding scheme that will provide unique identifiers for records in the data base and link one record to the other in the system.

TASK THREE: Software Design, Implementation, Test & Verification and Deployment

· Design an integrated user-friendly relational web-based application which is robust and secured to ensure that the necessary data are captured, analysed and accessed by various users/stakeholders based on access rights.

· Conduct test run to ensure the system functions correctly, and fix any bugs or glitches in the system as necessary.

· Document lessons from test run and update the system structure.

· Refine and modify the prototype based on CARE feedback.

· Prepare documentation or draft manual describing the system’s use and maintenance. Have appropriate CARE team members review the documentation.

· Pilot-run the system with live data from selected project(s).

· Go live with all concerned projects.

TASK FOUR: Documentation

· Develop a manual on the use of the system that contains a full help facility and detailed descriptions of how to run all System functions. The manual should contain adequate instructions for users with limited experience with databases. It must also provide details for trouble shooting.

TASK FIVE: Conduct training on the use of the system

· Conduct a tailor made trainings for staff who will interact with the system as part of their work.

· In particular, the MEAL department must be provided with necessary tools and know-how for trouble- shooting the system and updating the structure of the system, where necessary

TASK SIX: System Maintenance and Support

· Provide remote technical assistance and intermittent maintenance for the use of the system for a period of one year.

4. Reporting lines

The consultant will report to the Senior MIS Officer, with technical oversight from the MEAL Specialist/Health Specialist (Emergency Department).

5. Roles and responsibilities

The Consultant and CARE staff shall play the following roles as shown in the Table below:



Lead on tasks defined in the ToR

Work with consultant on work plan

Meet deadlines for the deliverables

Provide consultant with relevant reference materials

Ensure the quality of deliverables

Manage logistical arrangements for the consultancy

Arrange for meetings where necessary

Provide inputs to ensure the quality of the deliverables

Avail hardware requirements/computers at the medical stores and Health Facilities

6. Mode of Operation

The consultant will be required to conduct the above tasks with a great level of collaboration and regular feedback (on phone and face-to-face/Zoom) with the CARE contact person(s). CARE highly recommends the consultant have his/her own computer laptop.

7. Experience/Requirements of Consultants

The consultant(s) or organization must have

  1. Expertise in web-based system design, M&E/statistics and GIS.

  2. Experience in mobile apps integration for web-based systems.

  3. Demonstrated experience in conducting trainings and capacity building on new systems.

  4. Relevant academic requirement to undertake the consultancy i.e. bachelors or advanced degree in IT or related fields

  5. Strong analytical skills.

  6. Strong writing skills.

  7. Demonstrated experience with development of systems for NGOs or other robust organizations

8. Submission of Expression of Interest

Interested candidates or organizations are requested to submit the following information as part of their application.

· Details of your firm’s experience in web-based applications development especially logistics/inventory management systems

· Submit/demonstrate sample of relevant projects- submission of technical proposal detailing the firm’s experience, understanding of the process and proposed tools techniques and approaches to develop the system.

· Your firm’s independence from CARE Somalia. This is to ensure that this exercise is objective and shall not suffer from any conflict of interests.

· The development language(s) or technologies to be used should be cleared explained

· An estimate of costs and disbursements (if any) to be charged. Quotations should be inclusive of taxes.

· Detailed work plan with clear deliverables.

Performance Contract

The successful firm shall negotiate and sign a performance contract with CARE Somalia/Somaliland before commencing the assignment.

Evaluation Criteria

The proposals submitted will be evaluated in two stages, namely; Technical Requirements and Financial Requirements. The evaluation criteria will be based on the following weights:

  • Technical Evaluation Stage: 60%
  • Financial Evaluation Stage: 40%

a. Technical Evaluation Stage

The table below gives the criteria to be followed for the technical evaluation stage.

Table 1: Technical evaluation stage



Sub Total



Methodology and Understanding


  • The technical proposal demonstrates the firm’s clear understanding of the tasks outlined in the terms of reference.


  • The technical proposal demonstrates the firm’s experience in undertaking projects of a similar nature.



Service Delivery


  • The technical proposal clearly shows that the key personnel have undertaken similar projects (include CVs)


  • The technical proposal adequately describes the working days required to deliver the service



Project Plan


  • The work plan will provide clear guidelines on the timelines of activities and the delivery of deliverables highlighted in the terms of reference (detailed project plan)


Total Score (out of 100)



Total Score (out of 60)



Each responsive proposal will be given a technical score.

b. Financial Evaluation Stage

The firm with the lowest total cost will get the highest points while other firms will be awarded points on a pro-rated basis. This will require the evaluation team to list and compare the various total costs for the proposals which qualify at the technical evaluation level, and award points, on a pro-rata basis.

c. Overall Score (Technical and Financial combined)

Both technical and financial evaluation scores will be combined. The firm achieving the highest combined technical and financial evaluation score will be invited for negotiations.

Hosting Services and SLA for future support

Firms are requested to provide a separate indicative annual hosting costs for the proposed system. Also, separately, indicate an hourly charge for future support of the system. This cost will NOT affect the above evaluation, it is intended for budgeting purpose.

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