|
Tenders are invited for Replace Fragmented Tools, Manual Processes and Integrated to Existing Systems 1. Background Jet Education Services (Jet) is a Non-Profit Company Dedicated to Transforming Education Systems through Research and Collaboration. To Improve Efficiency, Transparency, And Sustainability, The Organisation Seeks to Develop and Implement an Integrated Business System (Ibs) that Consolidates Key Operational, Financial, And Programmatic Functions. This Ibs is Intended to Replace Fragmented Tools, Manual Processes and Integrated to Existing Systems I.E. Sage Accounting and Sage Payroll, With a Unified Platform that Supports the Organisations Strategic Objectives, Compliance Requirements and Provide Accurate/Complete Information to Make Key Decisions. The Integrated Business System is Referred to as the Multidimensional Integrated Lattice Application (Mila1.0). The Document should be Read with the Jet System Requirements Breakdown (See Annexure a). 2. Purpose of the Assignment the Purpose of this Project is to Design, Develop, And Implement an Integrated Business System Tailored to the Needs of Jets Requirements. The System must Provide a Reliable, Secure, And Scalable Solution that Integrates Core Areas of Operations, Enhances Reporting, And Strengthens Accountability. 3. Objectives the Specific Objectives are: 1. To Map and Streamline Current Business Processes. 2. To Develop a System that Integrates: A. Finance (Accounting); B. Human Resources (Payroll); C. Project and Grant Management; and D. Monitoring, Evaluation, And Reporting. 3. To Ensure Data Accuracy, Real-Time Accessibility, And Compliance with Relevant Legal, Financial, And Donor Reporting Standards. 4. To Build Staff Capacity and Provide System Training for Effective System Adoption and Use I.E. (Change Management in Collaboration with Hr). 4. Scope of Work the Service Provider will be Expected to: 1. Conduct Needs Assessment and Stakeholder Consultations; 2. Document Business Requirements and Workflows; 3. Propose Suitable Technology Solutions (Explore the Options between off-The-Shelf, Customised, Or Hybrid Solutions); 4. Design, Develop, And Configure the System; 5. Migrating Existing Data into the New Platform; 6. Integrate Relevant Modules for Seamless Operation; 7. Test the System (User Acceptance Testing, Security, Performance); 8. Deliver Training and User Manuals; and 9. Provide Post-Implementation Support and Maintenance for an Agreed Period. 5. Deliverables 1. Inception Report with Detailed Work Plan and Methodology; 2. Business Requirements Document (Brd); 3. System Design and Architecture Documentation; 4. Prototype/Demo System for Validation; 5. Final Integrated Business System with User Acceptance Sign-Off; 6. Training Materials and Capacity-Building Workshops; 7. System Documentation and User Manuals; and 8. Post-Implementation Support Report. 6. Governance & Management 1. The Project will be Overseen by a Mila Working Group, Comprised of Key Staff and Experts that will Utilise the System. The it Officer at Jet will be the Main Liaison and Sponsor; and 2. The Chief Operating Officer (Coo) and Chief Executive Officer (Ceo) will Participate in this Mila Working Group, And Final Design and Deliverable Sign-Offs by Either must be Formalised up to Completion; and 3. The Service Provider will Provide Regular Updates and Participate in Review Meetings. 7. Duration & Timeline the Expected Duration is 12 Months, With Key Milestones to be Agreed upon during Project Inception. 8. Expertise & Qualifications Required the Service Provider should Demonstrate: 1. Proven Experience in Designing Integrated Business/Erp Systems for Non-Profits or Similar Organisations; 2. Expertise in Finance, Hr, Donor Grants, And Project Management Modules; 3. Knowledge of Donor Compliance and Reporting Frameworks; 4. Strong Track Record in Change Management, Training, And User Adoption; and 5. Capacity to Provide Long-Term Support and System Upgrades. 9. Budget & Payment Terms a Detailed Cost Proposal should be Provided, Outlining: 1. Licensing and Development Costs; 2. Customisation and Integration Costs; 3. Training and Support Costs; and 4. Ongoing Maintenance and Upgrade Options. Payment will be Milestone-Based, Subject to Satisfactory Completion and Approval of Deliverables. 10. Reporting the Service Provider will Submit Monthly Progress Reports and a Final Project Completion Report to the Project Steering Committee. 11. Confidentiality & Data Protection All Project Data and System Designs Remain the Property of Jet. The Service Provider must Comply with Applicable Data Protection and Privacy Regulations. 12. Evaluation Criteria Proposals will be Evaluated on: 1. Understanding of Jet System Requirements; 2. Technical Approach and Methodology; 3. Relevant Experience and Track Record; 4. Capacity-Building and Sustainability Approach; 5. Cost-Effectiveness and Value for Money; and 6. Company Financial Standing (Software Escrow Agreement). The Bidder must Achieve > 75 Points to be Considered for Phase 2 or be Automatically Disqualified. Briefing Session: 12 February 2026, 11h00 (Virtual) Closing Date for Submissions: 26 February 2026, 16h00 (No Late Submissions will be Considered). Only Shortlisted Service Providers will be Contacted for Presentation. For More Information: Https://Www.Jet.Org.Za/News/Request-For-Proposals-An-Integrated-Business-System-Ibs Closing: 2026-02-26 16:00:00 Province: national Category: Services: Professional Tender Link : https://sa-tenders.co.za/wp-content/uploads/jet-engine-forms/1905/2026/02/JET-Education-Services-NPC-_MILA-ToR-final-1-1.pdf
|
