Ethiopian Orthodox Church - Development and Inter-Church Aid Commission Refugee and Returnee Department (EOTC DICAC/ RRAD) invites proposals for the development of a locally adapted monitoring software tool.

ADVERTISEMENT FOR PROPOSAL SUBMISSION –

DEVELOPMENT OF LOCALLY ADAPTED MONITORING

SOFTWARE TOOL

Ethiopian Orthodox Church - Development and Inter-Church Aid Commission Refugee and Returnee Department (EOTC DICAC/ RRAD) needs to purchase and collaborate on the development of locally adapted monitoring software.

EOTC DICAC is the oldest faith-based organization in Ethiopia, with decades of experience in implementing humanitarian and development projects across the country. Our Refugee and Returnee Affairs Department works in refugee camps, IDP settings, and host communities, while also delivering diverse projects in Addis Ababa in health, education, protection, and livelihood sectors.

The proposal outlines a phased approach: rapid delivery of the final software within the first four months, followed by implementation, training, and continuous updates/upgrades to ensure sustainability. Importantly, the software will be managed internally by EOTC-DICAC/RRAD, with your role focused on maintenance and consultation as needed. This ensures long-term ownership and adaptability across our diverse projects. Therefore, the organization invites interested Locally Adapted Monitoring Software Tools developers to submit their proposal and all other relevant credentials with 2% of the price quotation, including VAT, in the form of CPO from a recognized bank to EOTC-DICAC Addis Ababa Office, 4 Kilo 2nd floor opposite to Tourist Hotel, on or before the 10th day of this advertisement. The bid submission period will close on the 10th day.

Tender Specification

To strengthen accountability, transparency, and impact measurement, we are seeking collaboration with your organization to design and deliver a monitoring software tool that is:

• User-friendly and locally adapted,
• Compatible across PCs, tablets, and smartphones,
• Capable of supporting multiple projects and donor frameworks,
• Equipped for real-time data collection, monitoring, analysis, and reporting.
• Customizable dashboard.
• Can operate offline
• Add, Adjust & Customize features periodically

Terms and Conditions

1. Bids shall be opened on the 10th day of this advertisement at 10:00 AM in the Urban Coordination Office.

2. Delivery date: Within 3 days once notified through an official letter.

3. Price validity: 180 days.

4. Working Days: Monday - Friday. Full-day service.

5. EOTC-DICAC reserves the right to reject this bid fully or partially.

Contact Information

• Location: Addis Ababa, Arat Kilo, in front of Tourist Hotel
• P.O. Box: 503
• Telephone: +251-912 939 024 / 0943 076 689 / 0998 733 130
• Note: Please check our website at www.dicacrrad.org/tender for more information

Please find the full proposal attached for your review.

Proposal: Development of Locally Adapted Monitoring Software Tool

Between the Ethiopian Orthodox Church - Development and Inter-Church Aid Commission Refugee and Returnee Department (EOTC-DICAC/RRAD) and the Software Developer

Introduction

The Ethiopian Orthodox Church Development and Inter-Church Aid Commission (EOTC-DICAC) is recognized as the oldest faith-based organization in Ethiopia, with a long history of serving vulnerable communities through humanitarian and development programs. Over the decades, EOTC-DICAC has implemented projects across diverse regions of the country, responding to crises and supporting long-term development in areas such as education, health, livelihoods, protection, and social cohesion.

Within this broad mandate, the Refugee and Returnee Affairs Department (RRAD) plays a central role in addressing the needs of refugees, internally displaced persons (IDPs), and host communities. RRAD's work extends beyond displacement settings into urban areas, where it implements projects in Addis Ababa that provide health services, educational opportunities, protection interventions, and livelihood support.

As the scope of these programs expands, so too does the need for a robust, locally owned monitoring system. Current reliance on external subscription platforms such as Impact Atlas has provided valuable experience but also highlighted limitations: recurring costs, limited adaptability to local contexts, and dependence on external providers. To ensure sustainability and strengthen accountability, EOTC-DICAC/RRAD seeks to develop a locally adapted monitoring software tool in collaboration with a Software Developer. This tool will not only serve immediate project needs but will also become a long-term institutional asset, enhancing transparency, efficiency, and impact measurement across all programs.

Background and Rationale

Currently, EOTC-DICAC/RRAD uses Impact Atlas for real-time monitoring and analysis in urban livelihood and self-reliance projects. While effective, the system presents challenges: recurring subscription costs, limited customization, and dependency on external providers.

Developing a locally owned monitoring tool will:

• Tailor monitoring systems to Ethiopian NGO workflows and donor frameworks.
• Reduce dependency on external providers and lower costs.
• Strengthen institutional capacity by building staff and partner ownership.
• Expand scalability across multiple projects and partnerships.

Objectives

• Develop a user-friendly monitoring software tool integrating data collection, analysis, and reporting.
• Ensure compatibility with PCs, tablets, and smartphones.
• Enable multi-project and multi-partner registration.
• Provide real-time monitoring and analysis dashboards.
• Build staff and partner capacity in digital monitoring.
• Guarantee sustainability and scalability for future projects.

4. Criteria for Software Development

The success of this initiative depends on developing a tool that is practical, adaptable, and sustainable. The criteria outlined below are not simply technical requirements; they reflect the organizational values of accessibility, inclusivity, and accountability.

• User-Friendly Design: The tool must be intuitive and easy to navigate, requiring minimal training. This ensures that staff at all levels, from field officers to managers, can use it effectively without technical barriers.
• Local Adaptation: The system should reflect the realities of Ethiopian NGOs, incorporating local languages, workflows, and donor reporting formats. This contextual relevance will make the tool more meaningful and widely applicable.
• Cross-Platform Compatibility: Accessibility is critical. The software must function seamlessly on PCs, tablets, and smartphones, allowing staff and partners to input and access data wherever they are.
• Multi-Project Functionality: EOTC-DICAC/RRAD manages diverse projects funded by multiple donors. The tool must accommodate this complexity, enabling simultaneous monitoring of different initiatives within one system.
• Real-Time Data Collection, Monitoring, and Dashboards: Decision-making requires timely information. The tool should provide instant data entry and generate dashboards that visualize progress, highlight challenges, and support evidence-based planning.
• Data Analysis and Reporting Tools: Built-in analytics and export functions will allow staff to transform raw data into actionable insights, strengthening both internal learning and external accountability.
• Scalability: The system must be designed to grow with the organization, expanding to new projects, donors, and partners without requiring fundamental redesign.
• Security and Privacy: Protecting beneficiary data is paramount. The tool must comply with data protection standards, ensuring confidentiality and ethical use of information.
• Offline Functionality: Many project sites face connectivity challenges. The tool should allow offline data entry, with automatic synchronization once internet access is restored.
• Integration Capacity: Where required, the system should be able to link with donor reporting platforms, reducing duplication and streamlining accountability processes.

5. Scope of Collaboration

The collaboration between EOTC-DICAC/RRAD and the software developer is envisioned as a dynamic and phased partnership, rooted in shared commitment to accountability, sustainability, and innovation. It is not simply a technical exercise, but a joint effort to transform how humanitarian and development projects are monitored and managed in Ethiopia.

The scope of collaboration will include:

• Needs Assessment and Co-Design

From the outset, EOTC-DICAC/RRAD and the developer will work hand-in-hand to identify functional requirements. This participatory process ensures that the software reflects the realities of field operations, donor reporting frameworks, and the voices of staff and partners.

• Software Development and Delivery

The developer will lead the technical design and coding, while EOTC-DICAC/RRAD provides operational insights and data requirements. The goal is to deliver a complete, user-friendly monitoring tool within the agreed timeline (3-4 months), ready for immediate use across projects.

• Pilot Testing and Refinement

Selected projects will serve as pilot sites where the tool is tested in real-world conditions. Feedback from staff, mentors, and partners will be systematically collected and integrated into refinements, ensuring the tool is practical and responsive.

• Training and Capacity Building

Training sessions will empower EOTC-DICAC/RRAD staff and partners to manage the software independently. Manuals and user guides will be prepared to institutionalize knowledge and ensure continuity.

• Updates, Upgrades, and Consultation

While EOTC-DICAC/RRAD will manage the software internally, the developer's role will focus on providing updates, upgrades, and consultation as needed. This ensures the system remains secure, adaptable, and scalable, while reinforcing local ownership.

• Long-Term Partnership

Beyond the initial 12 months, the collaboration will continue as a flexible, phase-based arrangement. As new projects and donor requirements emerge, the developer will provide technical support and enhancements, while EOTC-DICAC/ RRAD ensures the tool is embedded into organizational practice.

6. Roles and Responsibilities

EOTC-DICAC/RRAD

• Manage the software internally, ensuring ownership and sustainability.
• Provide financial resources for development and implementation.
• Supply operational requirements and field data.
• Facilitate pilot testing and staff participation.

Supplier/software developer

• Provide technical expertise in software design and development.
• Deliver the final software within the agreed timeline.
• Offer maintenance (updates and upgrades) and consultation as needed.

7. Multi-Phase Timeline

8. Budget Framework

The detailed budget breakdown will be requested from the software developer during the procurement process. However, the framework includes the following categories:

Sustainability and Future Use

By managing the software internally, EOTC-DICAC/RRAD ensures long-term independence from external providers. The inclusion of updates and upgrades guarantees that the tool remains relevant and adaptable to evolving donor requirements and project needs. Training investments will empower staff and partners to use and manage the system effectively, reinforcing institutional capacity.

Tender details

• Deadline: 2026-05-01
• Bid closing time: 10:00
• Bid closing (note): On the 10th day of this advertisement
• Bid opening: 2026-05-01 10:00
• Bid opening (note): On the 10th day of this advertisement at 10:00 AM
• Region: Addis Ababa
• Publishing entity: Ethiopian Orthodox Tewahdo Church Development and Inter- Church Aid Commission Refugee and Returnee Affairs Department (EOTC-DICAC/RRAD)
• Bid bond: 2%
• Published: Apr 22, 2026
• Posted at: 2026-04-22T12:21:46.000Z