Tender Notice: Consultancy to Design and Develop a Monitoring, Evaluation, and Learning (MEL) System

Job Description

TERMS OF REFERENCE (ToR)

Consultancy to Design and Develop a Monitoring, Evaluation, and Learning (MEL) System

1. Background

CARE is implementing multiple development projects across various districts and thematic areas. To enhance evidence-based decision-making, accountability, adaptive management, and donor reporting, the organization aims to design and deploy a robust, scalable, and user-friendly Monitoring, Evaluation, and Learning (MEL) system, supported by suitable M&E software.

The system must support project tracking, indicator monitoring, data collection, analytics, reporting, learning, and integration with partner systems while ensuring high standards of data governance and security.

2. Purpose of the Consultancy

The purpose of this consultancy is to:

• Design a comprehensive MEL framework and digital system architecture.
• Identify, customize, or develop appropriate M&E software.
• Ensure the system meets international best practices in monitoring, evaluation, accountability, and learning.
• Build internal capacity for system use and sustainability.

3. Objectives

The consultant will:

1. Assess existing MEL systems, processes, and data flows.
2. Define system requirements aligned with organizational strategy and donor expectations.
3. Design and implement a digital MEL platform with the required functionality.
4. Ensure interoperability with existing tools (e.g., KoboToolbox, Excel).
5. Establish data governance, security, and quality assurance mechanisms.
6. Build staff capacity and provide documentation for long-term use.

4. Scope of Work

4.1 Inception Phase

• Conduct stakeholder consultations (management, program staff, MEAL team etc).
• Review existing MEL tools, logframes, indicator reference sheets, and reporting templates.
• Map data flows and decision-making processes.
• Submit an inception report including:
  • Needs assessment findings
  • Proposed system architecture
  • Work plan and timeline

4.2 System Design & Development

The MEL system must address the following components:

1. Core Functionality

The system shall include:

• Indicator management (targets, baselines, disaggregation categories, calculated metrics).
• Logical framework integration (output, outcome, impact tracking).
• Flexible data model covering:
  • Projects and programs
  • Activities
  • Geographic sites
  • Beneficiaries
  • Surveys and assessments

            Automated workflows:

• Data collection
• Submission
• Review
• Validation
• Approval
• Feedback loops

1. Data Collection & Accessibility

The system must be provided:

• Mobile-first web application interface.
• Native mobile compatibility (iOS and Android).
• Offline data collection with secure synchronization.
• Multiple input types:
  • Structured forms and surveys
  • GPS coordinates
  • Photo uploads
  • Barcode scanning
  • API-based data ingestion

1. Analytics & Reporting

The consultant will ensure the system includes:

• Real-time dashboards.
• Customizable visualizations (charts, tables, heatmaps).
• Exportable reports (PDF, Excel).
• Cross-project comparative analysis.
• Disaggregation analysis (gender, age, disability, location, etc.).
• Trend and cohort analysis.
• Ad-hoc query builder and drill-down capabilities.

1. Data Quality & Governance

The system must be incorporated:

• Validation rules and automated consistency checks.
• Data verification workflows.
• Audit trails and full version control.
• Role-based access control with granular permissions.
• Data provenance (timestamps, edit histories).
• Standardized data quality assurance protocols.

1. Interoperability & Integration

The consultant will ensure:

• APIs for system integration.
• Support for standard data formats (CSV, JSON, OData).
• Integration capability with:
  • DHIS2
  • KoboToolbox
  • Excel
  • CRM systems
• Import of historical data.
• Synchronization with partner systems where required.

1. Scalability & Performance

The system must:

• Support increasing users, projects, and data volumes.
• Maintain performance with high transaction loads.
• Support multi-project and multi-program management.
• Offer multi-tenant functionality if needed.

1. Security & Compliance

The consultant must ensure:

• Encryption in transit (HTTPS/SSL) and at rest.
• Secure authentication mechanisms (SSO, MFA).
• Automated backups and disaster recovery plan.
• Compliance with applicable data protection laws (GDPR-equivalent principles).
• Clear data residency options if required.

1. Customization & User Experience

The platform must:

• Allow customization of forms, indicators, and workflows without heavy coding.
• Provide an intuitive user interface.
• Minimize training burden.
• Include configurable templates and dashboards.

4.3 Capacity Building

The consultant shall:

• Develop user manuals and administrator manuals.
• Conduct system training for:
  • MEL team
  • Program staff
  • Management
• Train system administrators for long-term sustainability.

.4 Testing & Deployment

• Conduct system testing (UAT).
• Address identified bugs and issues.
• Deploy the system in the production environment.
• Provide post-deployment support (minimum 3 months).

5. Deliverables

1. Inception Report with system design and work plan.
2. Detailed MEL framework and digital architecture document.
3. Configured and fully functional MEL software/system.
4. Integrated dashboards and reporting templates.
5. Data governance and security protocol manual.
6. Training materials and conducted training sessions.
7. Final consultancy report including recommendations for sustainability.

6. Duration

The consultancy is expected to last 1–3months, with a detailed timeline proposed in the inception report.

7. Required Qualifications

The consultant (individual or firm) must demonstrate:

• At least 7–10 years’ experience in MEL systems design and digital transformation.
• Proven experience developing or customizing M&E software platforms.
• Strong understanding of:
  • Indicator frameworks
  • Results-based management (RBM)
  • Data governance and protection standards
• Experience integrating systems such as DHIS2, KoboToolbox, or similar.

• Demonstrated experience working with NGOs or development agencies.
• Strong capacity building and documentation skills.

8. Proposal Requirements

Interested consultants shall submit:

• Technical proposal (approach, methodology, timeline).
• Financial proposal (itemized budget).
• Company profile or CV(s).
• Portfolio of similar assignments.
• At least three references.

Evaluation Criteria

Proposals will be evaluated based on:

• Technical approach and understanding (40%)
• Relevant experience and qualifications (30%)
• Proposed system robustness and scalability (15%)
• Financial proposal (15%)

10. Reporting & Supervision

The consultant will report to the MEAL Manager.

Payment Schedule

• Payments will be linked to satisfactory completion of deliverables and agreed milestones, as specified in the contract.

Data ownership

• All data, reports, and materials produced under this consultancy shall remain the property of CARE Sierra Leone and the donor and may not be used or shared without prior written consent.

CARE Sierra Leone reserves the right to amend this ToR as necessary before contracting.

How to Apply:

Send a “Sealed Envelope” including a cover letter, a detailed technical and financial proposals with the names of at least three references who must be present or past clients to:

The Admin and Supply Chain Manager

CARE Sierra Leone

11th Old Railway Line

Wilberforce

Freetown, Sierra Leone

The sealed envelope should be clearly marked: “Consultancy to Design and Develop a Monitoring, Evaluation, and Learning (MEL) System– Strong Foundation Project