Enterprise Resource Program Software (ERP) Provider

Deadline 14 February 2025

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Hedayah is the leading international organization dedicated to utilizing its expertise and experience to counter extremism and violent extremism in all its forms and manifestations. Established in 2012, Hedayah was founded in response to the Global Counter-Terrorism Forum (GCTF) and the wider international community’s call for an independent, neutral, and multilateral centre focused on dialogue, communication, capacity-building programs, research, and analysis. As a leader in the countering extremism community, Hedayah enhances understanding and shares best practices to effectively build the capacity of counter extremism actors worldwide, promoting tolerance, stability, and security.

Expression of Intention Deadline

Bidders shall confirm their intention to participate in this tender by January 29^th 2025, 5:00 pm Abu Dhabi time through sending expression of intension to: procurement@hedayah.ae mentioning the Ref number and name of this tender as mentioned in this ToR.

Submission Deadline

Full proposals should be submitted by 14 February 2025, by 01:30 pm to procurement@hedayah.ae . Late submissions will not be considered.

Tender Objective

As the International Center of Excellence for Countering Extremism and Violent Extremism, “Hedayah” operates in a dynamic day to day environment. There is a continuous need to conclude transactions, extract financial reports, conclude, follow up and monitor agreements, monitor different grants and other financial actions. On HR level, Hedayah has a dynamic team who travels frequently, may work under different contract frameworks, work from different countries and may work on projects owned by one or more departments.

Currently, Finance, Admin and HR departments at Hedayah are relying on different solutions and/or platforms to carry out and keep track of their relevant tasks, an example of these solutions/platforms are “Adobe Sign” “ActiTime” “QuickBooks” which -despite including important functions- don’t offer the degree of complex outcomes and professional support that the departments require.

Therefore, the purpose of this tender is to procure an EPR solution that can assist the relevant departments of Hedayah to perform their day-to-day tasks in a more efficient and integrated way and provide them with the required level of data and monitoring with the possibility to upgrade this solution in the future to include other tasks/departments like procurement and project management.

Scope of Work and Services

Pre-Awarding Phase which will include the following activities:

Need Assessment for Hedayah’s Departments:

One week after the publishing of this ToR and receiving confirmations of interests to participate in the Tender, Hedayah will schedule calls -online or physical- with the bidders to further explain the current used solutions, software, platforms and to give the bidders the opportunity to assess the current situation and to fully understand the needs of Hedayah’s different departments. During these calls the vendors will have the opportunity to make all the needed and relevant inquiries/clarifications to decide on the suitable ERP Solution.

Demo of The Proposed ERP SOLUTION

After the clarification calls/meetings, the bidders will be required to deliver a demo for the proposed ERP Solution, explaining the different features for this solution and the room for development.

Post-Awarding Phase which will include the following activities:

Requirements Gathering: The awarded vendor will meet with stakeholders to collect all the required information.
Timelines and Milestones: The awarded vendor will establish the expected timeline for each phase of the implementation process, with clear milestones and deadlines
System Implementation: The awarded vendor will install and configure the ERP system, ensuring it meets all “Technical and Functional Requirements as set in Section 3 herein.
Data Migration: Successful migration of relevant data from legacy systems to the new ERP system.
Customization and Optimization: Any customizations and optimizations required to tailor the ERP to the organization’s processes.
Testing: System testing, User Acceptance Testing, and Performance Testing.
Training: Comprehensive training for administrators and end-users on how to operate and manage the ERP system.
Documentation: User manuals, technical documentation, and process guides.
Go-Live and Support: Go-live of the ERP system, with the vendor providing support during the transition period to ensure a smooth cutover.
Post-Go-Live Support & Maintenance: Ongoing support services, bug fixes, system upgrades, and maintenance during the agreed-upon period post-implementation.

Technical and Functional Requirements

Platform: Cloud-based deployment.
Security: Data protection protocols, role-based access, encryption, and compliance with relevant standards.
Scalability: Ability to scale as the business grows.
User Experience:
– Cross-browser compatibility (Google Chrome, Firefox, Microsoft Edge, Safari).
– Responsive design for laptops and mobile devices access.
Backup and Disaster Recovery
- Backup Solutions:
  – Automated, regular backups of the ERP system and database.
  – Offsite or cloud backup for disaster recovery.

- Disaster Recovery Plan:
  – Clear recovery time objective (RTO) and recovery point objective (RPO) to minimize downtime and data loss.

Requirements of Submitting the Proposal

For a proposal to be considered as comprehensive and to meet Hedayah’s requirements; each bidder shall submit a proposal that includes the following sections:
- Administrative requirements including the following:
  – Company Profile.
  – Previous experiences.
  – Proof of company registration in UAE (preferably to be registered in one of the UAE Chambers of Commerce like ADCCI or DCC”.
Detailed technical proposal explaining the different features of the proposed ERP Solution, the licenses and/or software needed, availability for upgrading and including new features and all relevant technical information.
Detailed financial proposal covering the works and services mentioned in section 1.2 herein “Scope of Works and Services” and any other relevant costs and/or expenses.

Language of Proposal:

All proposal’s sections and any supporting documents and references should be submitted in English. Any documents in different languages should be accompanied by an attested translation to English otherwise it won’t be accepted or weighted.

Expression of Intention Deadline

Clarifications Calls/Meetings:

Meetings will be scheduled from February 3^rd to February 7^th ,2025, according to availability of Hedayah and the bidders.

Submission Deadline

Full proposals should be submitted by February 14^th, 2025, by 01:30 pm to procurement@hedayah.ae . Late submissions will not be considered.

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

Technical Proposal (60%).
Financial Proposal (40%)

Implementation Duration:

The project is tentatively scheduled to start on March 1^st, 2025 for a total period of 7 weeks including all the works and services mentioned in section 2 herein “Scope of Works and Services”. It is very crucial that the awarded vendor commits to this implementation duration. Any comments on this duration should be highlighted in the technical proposal in addition to the implementation associated risks and challenges including data migration and systems integration risks and challenges.