Request for Proposal Evaluation of Information Technology Systems & Organization Charities Aid Foundation India 136, 2nd Floor, Vishal House, Jamrudpur, New Delhi 110048 T: +91 11 29233392, F: +91 11 29233396 www.cafindia.org Registered charity number 3733/IV
Introduction CAF India is requesting proposals from qualified consultants to conduct an analysis of our Information Technology infrastructure to provide recommendations for improvements to the delivery system and organization. The study, with recommendations, is to be conducted and completed within 6 weeks from contract award. Proposals are due by January 10, 2015. The project is anticipated to be awarded by January 19, 2015 with the final report due by March 2, 2015. The proposal response is to include: Scope of work and approach Schedule of services and timeline Estimated cost Qualifications and references Assurances and certification that proposer has read and agrees with the contract boiler plate and requirements (Appendix A) About CAF India 1. Charities Aid Foundation (CAF) India is a member of the UK-based CAF Global Alliance which has representation in 9 countries across the world (America, Australia, Bulgaria, Brazil, India, Russia, South East Asia, Singapore, and Southern Africa). We are a registered charitable trust and provide strategic and management support to corporates and individuals to ensure greater impact of their philanthropic and CSR investments. 2. The endeavour of CAF is to design and deliver community investment programs that helps build a company's philanthropic future. We promote and support all socio development causes that positions us uniquely to address a wide-cross sectorial span of our partners which includes corporates, institutions, Government agencies and NGOs. 3. At CAF, our team of subject matter experts have deep understanding and experience across a diverse portfolio of sectors, which include Education, livelihood, Women Empowerment, Disaster Management etc. Last year, we helped more than 22,000 donors support over 198 non-profits across 18 states in India, raising over 1 million rupees on each working day.(need to replace with correct figures) 4. CAF India ensures that all its charities go through a process of due diligence and validation and comply with all fiscal, legal and regulatory norms in the country
Eligibility Criteria The Agency should be able to provide a team for undertaking this assignment. The Agency team would work closely with the CAF India. A confirmation letter from the Agency for being able to provide the qualified team should be attached. Scope of Work Currently CAF India has three separate information technology organizations taking care of following responsibilities: Vendor 1: Office IT network and infrastructure/ Email Service/ Maintenance of server Website hosting/ hosting of Online Giving Platform Vendor 2: Donation subdomain Vendor 3: Website and blog development and maintenance Proposers will be asked to evaluate CAF India s information technology systems and organizational structure to determine: 1. How does CAF India s information technology structure compare to organization of similar size and characteristics in regards to budget, staffing levels, supported application systems, and other comparable measures? 2. Are there are potential cost and service benefits from consolidating the three separate information technology structures; and if so, to what degree? 3. What are the advantages and disadvantages of consolidating or leaving as is? 4. If we remain with three separate IT operations, what recommended organization, reporting structure, policies, or procedures can be implemented to improve the delivery of information technology systems citywide? 5. Are the business continuity systems for each IT Division dependable in the event of a major emergency that completely destroys one or both of the IT divisions? If not, what is recommended? 6. Should regular data processing as well as business continuity systems and procedures remain separated or possibly be combined in one location? 7. Whether the existing infrastructure is equipped to handle our current IT need considering that we have operational expansion plan 8. Whether our existing infrastructure equipped to manage new platform additions such as Online Giving Platform, 3-4 new MIS systems (for managing database) 9. Are there other pertinent recommendations that will assist the City s desire to maintain reliable and efficient information technology support in a cost effective manner?
Delivery 1. The Agency should be able to deliver report on the complete IT assessment. 2. The Agency should be able to provide IT and data protection strategy for CAF India. 3. The Agency provide IT migration plan for office space change. 4. A dedicated IT assessment team will have to work as an integral part of CAF India. Preparation of Proposals Agencies are required to submit a Project proposal and a Financial Proposal as specified below. Project proposal Project proposal shall contain the following: i. Profile and Track Record of the Agency ii. Brand handled or similar projects done iii. Provide Execution plan iv. List of deliverables with timelines. v. Detail of the technical team proposed to be deployed to work with the CAF India vi. Provide detailed qualifications and experience of the team member/s who will work closely on the content rewriting task vii. Requirements from CAF India viii. Any other relevant information ix. An undertaking on the letterhead of the Agency and signed by an authorized signatory, that the Agency will undertake the assignment, in accordance with the Scope of Work detailed in the RFP document and at the cost submitted by the Agency in the financial proposal. x. The Project Proposal shall not include any financial information.
Financial Proposal Financial Proposal should include: i. Fee from the date of issue of work order. ii. For Financial Evaluation, the total fee for the assignment will be considered. iii. Fixed Fee should include costs/expenses of the Agency for undertaking work as detailed in the Scope of Work. iv. Break-up of costs for each of the items of work listed in the Scope of Work v. Taxes / VAT as applicable in India will be paid as per actuals and the same are not required to be indicated in the financial bid. vi. The cost quoted will be firm and fixed for the duration of performance of the contract. At no point of time will any deviation from the quoted rate be entertained by CAF India. vii. The Financial Bid shall not include any conditions attached to it and any such conditional financial proposal shall be rejected summarily. Submission of Proposals Agencies are requested to email their complete proposal to sangeeta.thakral@cafindia.org. You may also mail your sealed proposal to Sangeeta Sharma Thakral Head of Communication & Marketing Charities Aid Foundation India 136, 2nd Floor, Vishal House Jamrudpur, New Delhi- 110048 The Proposal should be submitted on or before January 10, 2015. No Proposal will be accepted after the deadline for submission.
Selection Process The Project Proposals will be examined to ascertain fulfilment of eligibility criteria and submission of required documents. Agencies which fulfil the eligibility criteria and have submitted all required documents in their Project Proposal may be invited to make presentations on their Proposal at a date/time to be specified and conveyed by CAF India. If any Agency wishes to contact CAF India on any matter related to its proposal, it should do so only in writing. Acceptance of Proposal The contract shall be awarded on the basis of the proposal which is the most economically advantageous having regard to both the price and capacity to meet CAF India s service requirements in full. Incomplete Proposals may not be considered. CAF India shall not be bound to accept the lowest or any Proposal but reserves the right to accept a portion of any Proposal, unless the Vendor expressly stipulates otherwise. CAF India reserves the right as part of its evaluation of Proposal to question any Vendor further on aspects of its ability to provide the services required or to reject any and/or all Proposals. The fact that you have been invited to respond to the RFP is not of itself an approval by CAF India. This RFP is not an agreement and is neither an offer nor invitation by CAF India to the prospective bidders or any other person. Issuance of this RFP does not imply that CAF India is bound to select a bidder or to appoint the selected bidder for the Project. CAF India reserves the right to reject all or any of the bidders or bids without assigning any reason whatsoever. All information/data/reports or other material submitted to CAF India as part this RFP by the Applicant shall become the property of CAF India. The Applicant hereby agrees that they shall not have any right claim, authority whatsoever over the submitted information/reports or other material to CAF India. ***************************************