Closing: May 27, 2020
Type: alliance
rfp

Summary

The United Nations Foundation’s Clean Cooking Alliance is accepting proposals for a Salesforce implementation project for its partner, Bidhaa Sasa Limited (“BSL”). The project will include developing a set of software features for BSL’s Salesforce application as it relates to customer relationship management and inventory management. The features will focus on the following:

  • Improving task/time management of BSL’s field staff;
  • Increased automation; and
  • Enhancing BSL’s digital logistics processes.

 

Background of Organizations

The Clean Cooking Alliance (Alliance) works with a global network of partners to build an inclusive industry that makes clean cooking accessible to the three billion people who live each day without it. Established in 2010, the Alliance is driving consumer demand, mobilizing investment to build a pipeline of scalable businesses, and fostering an enabling environment that allows the sector to thrive. Clean cooking transforms lives by improving health, protecting the climate and the environment, empowering women, and helping families save time and money.

Bidhaa Sasa is a woman-led enterprise that aims to improve the quality of life of families in rural Kenya by making technology goods both accessible and affordable to the under-served and unbanked: the rural women. Bidhaa Sasa’s "woman-to-woman" direct-sales model leverages the social capital among rural women offering nano-loans to groups of clients and specializing in sub-$100 products that have the highest potential to impact women's lives.

 

Objective

The aim of the project is to digitize manual business operations at BSL. The aim can be categorized into four key areas:

  • Digitize inventory management
  • Harmonize Information Technology (IT) systems
  • Improve transparency and accountability
  • Simplify loan management processes

 

Background to BSL’s IT infrastructure

Software
BSL is using a combination of Salesforce, Taroworks (an offline data collection tool), and Taroworks Enterprise (a related inventory software). All operate within the Salesforce environment, with Taroworks acting as the primary data entry interface and Salesforce/Taroworks Enterprise acting as the backend infrastructure.

The first phase of system development focused on tracking the sales cycle, collecting client information, loan management and connecting them to the logistics processes. In addition to Taroworks, BSL has also integrated with Kopokopo to receive regular loan repayments, and Africa’s Talking to send out loan-related SMS messages to clients and collect one-off down-payments. BSL has identified Africa’s Talking as their preferred provider for B2C payments and sending Airtime.

System Usage
BSL currently has 86 users using the system for activity tracking, and expense management. That user base spans both field staff who interact exclusively with Taroworks and the back-end office team who primarily use Salesforce or Salesforce Community pages.

BSL currently has access to 100 Salesforce Partner Community licenses, 5 Salesforce licenses, and 5 Salesforce Platform licenses. This is complemented by 100 Taroworks and Taroworks Enterprise licenses.

Existing Data Structure
The diagram below demonstrates the current structure of BSL data within Salesforce – BSL uses a combination of Standard Salesforce Objects (in green), Custom Objects (in orange), and Taroworks Enterprise Objects (in blue).

*See Figure 1 attached below

In addition to the above objects, BSL also has two custom objects: Meeting Log (which collects information about field activities for the purposes of research), and Expense Claims (which is where BSL stores information about the expenses claimed by their staff).

 

Scope of Work and Deliverables

A more complete breakdown of requirements can be found in the Appendix to this document. Listed below is a high-level list of deliverables:

General Improvements 

  1. Challenge: Feedback collected in the field cannot be analyzed; Requirement: Ability to collect and collate customer feedback to be analyzed centrally 
  2. Challenge: Sending B2C payments is a manual process; Requirement: Automation of B2C payments to allow BSL to send bonus and incentive payments to individual clients and leaders.
  3. Challenge: Sending airtime is a manual process; Requirement: Automation of airtime payment to allow BSL to send airtime to leaders in the field.
  4. Challenge: Tracking customer information is difficult when payments are made using unregistered phone numbers; Requirement: Ability to suggest possible matches between suspense payments (MPesa transactions which do not match any client in the system) and open loans using basic logic and information provided by field staff.
  5. Challenge: Loan data is recorded and reported in two different systems; Requirement: Integration between Quickbooks and Salesforce to harmonize financial data in the two platforms
  6. Challenge: Manual data entry is time consuming and unreliable; Requirement: Ability to identify biographical information (First Name, National ID Number etc.) directly from a photograph of a client’s National ID
  7. Challenge: KYC and loan approval processes are time consuming and can be inaccurate; Requirement: Automation of KYC procedures based on BSL business rules
  8. Challenge: Automatic SMS messages sent from Salesforce cannot be changed without involvement of technical staff; Requirement: Ability for non-technical users to customize SMS messages within Salesforce.
  9. Challenge: Performance data stored in Salesforce isn’t connected to HR software; Requirement: Ability to manage BSL HR processes from within Salesforce.

Task Management

  1. Challenge: Stock orders based on unpredictable demand is difficult to manage; Requirement: Ability to forecast when to order inventory to better predict and plan for restocking and distribution around our network
  2. Challenge: Tracking field staff time is difficult thus reducing   management’s ability to improve efficiencies; Requirement: Ability to track field staff activities throughout the day using their responses to Taroworks Forms to reconstruct a timeline of their day.
  3. Challenge: Field staff cannot track their performance until the end of the month; Requirement: Ability to produce and expose to BSL field users a “book of business” for their performance against sales and activity targets.
  4. Challenge: Communicating tasks to field staff remotely is challenging and unreliable; Requirement: Ability to issue field users Tasks, expose these Tasks through the Taroworks app and close them automatically once the Task has been completed e.g. a Task might be to update contact information for Client A, once the change has been recorded in the system the Task would close.
  5. Challenge: Assessing field staff activities in sales areas is difficult; Requirement: Ability to display information in a geographical format for example a map of activity locations based on GPS data collected at each meeting.

Inventory Management

  1. Challenge: Stock orders based on unpredictable demand is difficult to manage; Requirement: Ability to forecast when to order inventory to better predict and plan for restocking and distribution around our network
  2. Challenge: Stock planning requires prior warning without an idea of what the client will order; Requirement: Ability to monitor changing interest in different products as a sale is completed to better anticipate stock movements.
  3. Challenge: Moving stock between various product statuses is unwieldy and is not reliably carried out; Requirement: Ability to manage the movement of stock between multiple product statuses (including second hand, demo or broken products) based on inputs in Taroworks Jobs.
  4. Challenge: Delivery planning is manual and time consuming; Requirements: Ability to suggest a delivery plan based on submitted orders.
  5. Challenge: Communicating with remote staff is unreliable but necessary to adjust client expectations; Requirement: Ability to communicate inventory changes to field staff.

 

Expected Project Period of Performance

This timeline takes into account expected delays due to COVID-19. The timeline may be accelerated or delayed depending on impacts of COVID-19 on BSL, UNF and other related parties.

Project Timeline

Date
Deliverable
08/10/2020 Discovery Meeting with Consultant(s) and BSL to discuss requirements in detail
08/24/2020 First draft of solution design expected. BSL to provide feedback to Consultant(s)
08/31/2020 Solution design revisions completed based on initial feedback and documentation finalized
08/31/2020 Consultant(s) to provide finalized quote based on solution design
09/07/2020 Final Contract to be signed
09/16/2020 Build kick-off meeting
12/23/2020 Build delivered with a complete demo of the system
12/31/2020 Full system testing complete
01/15/2021 Consultant(s) to provide in-person training to the BSL Team
01/31/2021 Build is deployed to the Production Org

 

Proposal Timeline

Date
Deliverable
04/20/2020 As applicable, request for proposal released
05/20/2020 Proposals due
05/21/2020 - 06/30/2020 As applicable, calls with applicants and follow up questions
06/01/2020 – 06/30/2020 As applicable, in-person meetings/interview process
06/30/2020 Consultant(s) selected and notified via email
07/01/2020 – 07/31/2020 Contracting process

 

Technical Requirements

The following technical skills are required to complete the project:

  • Knowledge of Salesforce: Consultant(s) must have past experience and skills relating to custom implementation in Salesforce.
  • Knowledge and experience working with Apex.
  • Experience connecting third party APIs to Salesforce.
  • Knowledge of Taroworks software

In addition to the above experience, the following would be desirable:

  • Knowledge of the “Africa’s Talking” B2C and Airtime APIs is desirable
  • Understanding of the “Taroworks Enterprise” package would be beneficial
  • Understanding of accounting software particularly QuickBooks is desirable

 

Budget

A detailed budget in US Dollars must be submitted with the proposal. Budget should include both pre-tax and net of tax values. The budget should include direct costs (Personnel, Fringe Benefits, Travel, Sub-Agreements, Equipment, Supplies, etc.), as well as indirect costs (overhead). For indirect costs, please indicate a list of expenses covered by the indirect rate. For all direct cost, please include assumptions that were made to arrive at line item costs (e.g. 2 trips @ $1,500/trip = $3,000 or 20 staff hours @ $40/hour = $800).

The budget should be broken down into the three main categories: efficiency improvements, task management and stock management. Where possible these should be further delineated by feature with an indication of expected complexity and to help define project scope.

If a bid has a mathematical discrepancy, the Alliance may correct the discrepancy and notify the Consultant of the adjustment. In such circumstances, the Consultant may choose to withdraw their bid.

 

Evaluation process

The Clean Cooking Alliance in partnership with BSL will review all written proposals and may request a phone or in-person interview and/or updated submission to address questions or provide clarification.  The Alliance will use the following indicative criteria in evaluation.

Evaluation Criteria
Weighting
Score (1-5)
Approach: approach to the implementation and how the Consultant intends to meet the outlined deliverables 5%  

Technical expertise: e.g. experience working with the technologies used by Bidhaa Sasa specifically Salesforce and Taroworks

 
25%  
Team capabilities: e.g. demonstrable competencies within the proposed development team including a well-organized development process 10%  
Project management: e.g. sufficient internal resources and an achievable action plan that will deliver the project on time and on budget 20%  
Relevant regional experience:  demonstrated firm experience with similar projects particularly those with a focus in East Africa and remote team management 15%  
Support Structure: quality of the proposed post-build support e.g. length and type of support offered 5%  
Value for money: the proposed pricing demonstrates a competitive price and good value for the money 20%  

 

Intent and disclaimer

This RFP is made with the intent to identify a Consultant to deliver results as described in this RFP.  UNF/the Clean Cooking Alliance will rely on the Consultant’s representations to be truthful and as described.  The Clean Cooking Alliance assumes it can be confident in the Consultant’s ability to deliver the product(s) and/or service(s) proposed in response to this RFP.

If the Clean Cooking Alliance amends the RFP, copies of any such amendments will be sent to all respondents to the proposal.

 

Proposal Guidelines and Requirements

  • This RFP is open to multiple partners and is a competitive process.
  • Proposals received after 05/20/2020 6 PM EST will not be considered.
  • The price provided should be in US dollars and should contain both pre-tax and net of tax values. If the process excludes certain fees or charges, the applicant must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.
  • The Alliance prefers a single point of contact who manages deliverables. If the execution of work to be performed by the Consultant requires the hiring of sub-contractors, the Consultant must clearly state this in the proposal. Sub-contractors must be identified and the work they will perform must be defined. Subcontractors are subject to vetting and approval of UNF/the Alliance.
  • The Alliance will not refuse a proposal based upon the use of subcontractors; however, we retain the right to refuse the sub-contractors you have selected.
  • Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.

 

Format for Proposals

Proposals must include the full legal name of applicant, as well as legal formation and ownership structure (e.g. incorporation certification, tax status and ID, etc.). Proposal must also include references, proof of relevant experience on Salesforce and Taroworks as well as certifications as relevant. Shortlisted applicants will be asked to include applicant signature as well as a signed declaration form.

 

Contracting and Compliance

The Alliance will negotiate contract terms upon selection. A copy of the contract terms and conditions will be provided upon selection. All contracts are subject to review by the UN Foundation’s Business Services and Budget Reporting team. The project will start upon the complete execution of the contract. The contract will outline terms and conditions, scope, budget, and applicable flow down terms. Selected recipient(s) must comply with Alliance, United Nations Foundation, and funder compliance requirements. The selected recipient(s) must also undergo detailed legal, financial, and commercial due diligence.

 

Release

The Consultant understands that the Clean Cooking Alliance has chosen to solicit an RFP for consulting services, and that the Consultant’s response does not guarantee that the Clean Cooking Alliance will enter into a new contract with the Consultant or continue any current contract(s) with the Consultant.

The Consultant agrees that Clean Cooking Alliance may, at its sole discretion:

  • Amend or cancel the RFP, in whole or in part, at any time
  • Extend the deadline for submitting responses
  • Determine whether a response does or does not substantially comply with the requirements of the RFP
  • Waive any minor irregularity, informality or nonconformance with the provisions or procedures of the RFP
  • Negotiate with all Consultants UNF deems acceptable
  • Issue multiple awards
  • Photocopy the responses for evaluation/review

This RFP is not an offer to contract.  The Clean Cooking Alliance assumes no responsibility for Consultant’s cost to respond to this RFP. All responses become the property of the Clean Cooking Alliance

The Consultant, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. 

The Consultant represents that it has responded to the RFP with complete honesty and accuracy. If facts provided in the Consultant’s response change, the Consultant agrees to supplement its response in writing with any deletions, additions, or changes within ten (10) days of the changes. The Consultant will do this, as necessary, throughout the selection process.

The Consultant understands it may receive proprietary and confidential information from the Clean Cooking Alliance during the RFP process (“Confidential Information”).  The Consultant and the Alliance agree to not use Confidential Information for any purpose other than the Consultant’s participation in the RFP process, and to not reveal Confidential Information directly or indirectly to any other person, entity, or organization without the prior written consent of the other party. The Consultant and the Alliance further agree to exercise all reasonable precautions to maintain the proprietary and confidential nature of Confidential Information where it can best demonstrate its value and capacity to delivery ecosystem-wide, meaningful value. 

 

Grounds for Exclusion

Material misrepresentations, including omissions, may disqualify the Consultant from a contract award.

Submissions will be rejected in the Clean Cooking Alliance’s sole discretion if it finds that the Consultant has engaged in any illegal or corrupt practices in connection with the award.

The Consultant will be excluded from participation for the reasons below. By submitting a proposal in response to the RFP, the Consultant confirms that none of the below circumstances apply:

  • The Consultant is bankrupt or being wound up, is having their affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is subject of proceedings concerning those matters, or is in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
  • The Consultant or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a final judgment.
  • The Consultant has been found guilty of grave professional misconduct; proven by any means which the Alliance can justify.
  • The Consultant has not fulfilled obligations relating to the payment of social security contributions or taxes in accordance with the legal provisions of the country in which they are established, or within the United States of America, or those of the country where the contract is to be performed.
  • The Consultant or persons having powers of representation, decision-making or control over them have been convicted for fraud, corruption, involvement in a criminal organization or money laundering by a final judgment.
  • The Consultant makes use of child labor or forced labor and/or practice discrimination, and/or do not respect the right to freedom of association and the right to organize and engage in collective bargaining pursuant to the core conventions of the International Labour Organization (ILO).

 

Principal Point of Contact

Shrikant Avi: savi@cleancookingalliance.org

 

Submission details

The proposal should be submitted as a PDF to the Alliance by email with the subject line ‘Bidhaa Sasa Salesforce implementation Project – [Consultant name]’ to investment@cleancookingalliance.org and savi@cleancookingalliance.org no later than May 20, 2020, 11:59 pm EDT.

 

Appendix

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