Hiring An Individual Consultant / Firm to Strengthen the ECD Mapping System and Digitizing the ECD Book and National ECD Standards Tender at Catholic Relief Services

CRS-Rwanda 011 – FY26 – TN/2026

1. Background and Context

The National Child Development Agency (NCDA) is responsible for coordinating and monitoring Early Childhood Development (ECD) services across Rwanda. NCDA currently manages an ECD Mapping System containing information on approximately 32,000 ECD centers across the country, including geographic location, enrollment, caregiver profiles, WASH indicators, and other operational data. Updates are currently managed primarily by District ECD Focal Persons, while many operational records at ECD center level remain paper-based, including the ECD book used to track children and family information. NCDA now intends to modernize and expand this digital ecosystem by digitizing the ECD book and the ECD standards compliance process to improve monitoring, reporting, supportive supervision, and service quality improvement. 

In parallel, the Government of Rwanda has established a strong policy and standards framework for ECD, including the ECD Policy, implementation arrangements, and ECD Minimum Service Standards Guidelines. Building on the 2023 national ECD mapping exercise completed by NCDA in partnership with CRS and UNICEF, this assignment seeks to strengthen the existing online ECD mapping platform through targeted system enhancements, structured workflows, dashboards, and interoperability readiness. The revised system is expected to support timely access to standardized ECD service information, facilitate quality assurance and self-assessment, and improve decision-making at national and decentralized levels. 

To this end, with technical and financial support from CRS, NCDA seeks to engage a qualified consulting firm or individual consultant to strengthen the existing ECD Mapping System and digitize the ECD book and National ECD Standards into a more functional, user-friendly, and scalable digital solution.

2. Purpose of the Assignment

The purpose of this assignment is to strengthen the existing online ECD Mapping System by digitizing the National ECD Standards and the ECD book, developing dashboards, improving workflows, and building user capacity. The assignment will also enhance the system’s architecture and functionality to support interoperability with relevant national systems and improve routine use for planning, supportive supervision, verification, and accountability.

3. Objectives of the Assignment

3.1 Overall Objective

To strengthen and extend the existing ECD Mapping System through targeted functional upgrades, improved data structures, dashboards, and digitized workflows for the ECD book and ECD standards compliance monitoring.

3.2 Specific Objectives

The specific objectives of the assignment are to:

1. Assess the current ECD Mapping System and define technical and functional requirements for the upgraded solution;
2. Digitize the ECD book into a simple, user-friendly format suitable for caregivers and supervisors;
3. Digitize the National ECD Standards into structured workflows that enable self-assessment, verification, classification, and supportive supervision;
4. Strengthen core system features, including data model, workflows, dashboards, user roles, administration, and interoperability readiness;
5. Test, refine, deploy, and pilot the upgraded system with selected users;
6. Build the capacity of NCDA and relevant sub-national users to operate, manage, and use the system; and
7. Provide complete technical documentation and handover to support Government ownership and sustainability

4. Scope of Work

4.1 Review of Existing Systems and Requirements Definition

• Review the current ECD Mapping System, including its ArcGIS-based structure, databases, user workflows, and hosting environment;
• Review the current paper-based ECD book and National ECD Standards tools and processes;
• Identify key system limitations, opportunities, and requirements for enhancement;
• Consult NCDA, CRS, and other designated stakeholders to validate user needs and business processes; and
• Produce a detailed technical and functional requirements specification.

4.2 Digitalization of the ECD Book

• Review and simplify the structure of the current ECD book for digital use;
• Design user-friendly digital forms and workflows appropriate for caregivers and other frontline users;
• Ensure that the digital ECD book captures the required information on children, parents/guardians, attendance, development monitoring, child wellbeing, and other relevant operational records; and
• Ensure the interface is adapted to users with limited digital literacy.

4.3 Digitalization of ECD Standards and Compliance Monitoring

• Digitize the National ECD Standards into structured forms, workflows, and validation logic;
• Develop a compliance monitoring module that supports:
  • initial data entry,
  • verification and validation by authorized users,
  • classification of ECD centers by compliance level, and
  • identification of key gaps requiring improvement;
• Configure user-centered workflows for self-evaluation, supportive supervision, and quality assurance aligned with the ECD Standards; and
• Ensure the module supports practical use at national and sub-national levels

4.4 System Development and Enhancement

The bidder may propose either:

• Option 1: System Enhancement — extend the existing ArcGIS-based ECD Mapping System to integrate the digital ECD book and ECD standards module; or
• Option 2: Modular Development — develop a separate but integrated module for the digital ECD book and ECD standards monitoring, linked to the existing mapping platform.

In both cases, the proposed solution must:

• Preserve compatibility with the current ECD Mapping System;
• Support appropriate user roles and permissions;
• Strengthen data structures and system administration features;
• Include dashboards and reporting functions for NCDA monitoring;
• Support interoperability readiness with other relevant national systems; and
• Be scalable for future expansion

4.5 Dashboards, Analytics, and Reporting

The firm shall:

• Develop dashboards for monitoring ECD service coverage, ECD book usage, compliance levels, and key gaps;
• Generate reports suitable for national, district, and other authorized users;
• Ensure dashboards are practical, decision-oriented, and easy to interpret; and
• Configure data export and summary reporting functions.

4.6 Prototype, Testing, and Demonstration

The firm shall:

• Develop a working prototype of the proposed solution;
• Demonstrate the prototype to the evaluation committee and respond to technical questions;
• Refine the solution based on feedback from NCDA, CRS, and other stakeholders;
• Conduct system testing and user acceptance testing; and
• Adjust the solution based on test findings and user feedback

4.7 Deployment, Capacity Building, and Handover

The firm shall:

• Support deployment of the final solution in the approved hosting environment;
• Train Caritas, NCDA technical staff, District ECD Focal Persons, and other designated users;
• Provide system administration orientation;
• Submit complete technical documentation, user manuals, and architecture documentation; and
• Support final handover to NCDA.

5. Key Functional Requirements

At minimum, the proposed solution should:

• Support digital capture and management of ECD book data;
• Support standards compliance assessment, verification, validation, and classification;
• Support role-based access and workflow management;
• Generate dashboards and management reports;
• Allow integration or interoperability readiness with other Government systems;
• Be user-friendly for low digital-literacy users;
• Support secure data storage, audit trail, and backup arrangements; and
• Be scalable for future expansion to lower administrative levels and broader user group

6. Expected Deliverables

The selected firm shall deliver, at minimum, the following:

1. Inception Report Including assignment understanding, methodology, technical approach, work plan, staffing plan, and risk management measures.
2. Technical and Functional Requirements Specification Including system architecture, workflows, proposed enhancement/development approach, user roles, dashboards, and interoperability considerations.
3. Working Prototype A functional prototype of the proposed solution for demonstration and technical review.
4. Draft Enhanced System Including the digitized ECD book, ECD standards compliance module, dashboards, and integrated workflows.
5. Testing and Validation Report Including system testing results, user feedback, revisions made, and readiness for deployment.
6. Final Functional System A fully configured and approved solution integrated with or linked to the existing ECD Mapping System, as applicable.
7. Training and Capacity Building Package Including training materials, attendance evidence, and user/admin orientation records.
8. Technical Documentation and Handover Package Including technical documentation, codebook, system architecture, user manuals, and handover report.

7. Indicative Timeline

The assignment is expected to be completed within a maximum period of three (3) months, not exceeding 60 working days, from the date of contract signature.

8. Required Qualifications of the Firm

The firm must demonstrate:

• Proven experience in digital platform development, MIS, or information systems;
• Experience working with Government systems and institutional digital solutions;
• Demonstrated capacity in system integration, dashboards, and workflow-based digital tools;
• Experience relevant to social sector, ECD, education, child protection, or community-based service delivery; and
• Ability to provide a multidisciplinary team covering digital systems, user-centered design, and sector understanding.

8.1 Minimum Key Experts

The proposed team should include, at minimum:

• Team Leader / Digital Systems Lead
• Digital Platform Development Expert
• National ECD / Social Sector Specialist
• UX / Human-Centered Design Specialist
• QA / Testing and Training Support personnel

8.2 Team Leader

The Team Leader should have:

• At least a bachelor’s degree, preferably master’s, in ICT, Computer Science, Software Development, Information Systems, ArcGIS/Mapping, or related field;
• At least 8–10 years of relevant experience in digital systems development and deployment;
• Proven experience managing complex assignments involving government institutions;
• Strong coordination, communication, and reporting skills; and
• Proficiency in written and spoken English; knowledge of Kinyarwanda is an advantage.
  This requirement updates the earlier draft, which mixed research-consultancy and system-development profiles

9. Evaluation Process and Method

9.1 Procurement Approach

The procurement process shall be conducted in two stages:

Stage 1: Technical Proposal and Prototype Review
Bidders shall submit:

• A technical proposal describing their understanding, methodology, technical approach, work plan, and team; and
• A working prototype or visual demonstration of the proposed solution.

Shortlisted bidders may be invited to a presentation and demonstration session.

Stage 2: Financial Evaluation
Only bidders that meet the minimum technical threshold shall proceed to financial evaluation

9.2 Technical Evaluation Criteria (70 Points)

Minimum passing technical score: 70% of the technical score, equivalent to 49 out of 70.

9.3 Financial Evaluation (30 Points)

The financial proposal shall account for 30% of the total score. Financial scores shall be calculated using the formula:

FS = (LF / Fi) × 100

Where:

• FS = Financial Score
• LF = Lowest evaluated financial proposal
• Fi = Financial proposal of the bidder under evaluation

9.4 Final Combined Score

The final score shall be calculated as follows:

S = (TS × 0.70) + (FS × 0.30)

Where:

• S = Final Score
• TS = Technical Score normalized to 100
• FS = Financial Score

11. Payment Schedule

A deliverables-based payment schedule shall apply as follows:

12. Application Process

Interested and qualified firms shall submit:

1. Administrative documents

• Legal registration and operation in Rwanda. 
• At least one page of company profile (for consultant firms)
• A copy of full registration certificate (RDB certificate), if applicable
• Data Controller/Processor certificate provided by the National Cyber Security Authority
• VAT and/or tax clearance certificates, if applicable.
• At least three completion certificates of similar services.
• Submission of required documents as listed above.

2. Technical Proposal

• Understanding of the assignment;
• Proposed methodology and technical approach;
• Work plan and timeline;
• Team structure and responsibilities;
• Relevant institutional experience; and
• Prototype concept or demonstration materials.

3. Financial Proposal

• Detailed budget;
• Staffing structure;
• Direct and indirect costs; and
• Payment schedule aligned to deliverables.

4. Supporting Documents

• CVs of all proposed key team members;
• At least two examples of similar work completed;
• Contact details for at least two professional references.

13. Submission Details

Interested and qualified firms are invited to submit their proposals electronically to CRS.

Submission package:

• Technical Proposal
• Financial Proposal
• Supporting documents

B. Submission Email and Subject Line: 

Proposals should be submitted by email to: Email:Rwandabids@crs.org with Subject line: “Proposal – Strengthening the ECD Mapping System and Digitizing the ECD Book and National ECD Standards “no later than May 1, 2026 at 5:00 pm Rwanda time. Late submissions will not be considered.