Overview 

As part of our digital transformation strategy, we seek a comprehensive Grant Management System (GMS), Monitoring, Evaluation, Accountability & Learning (MEAL) and Programme Management systems. These systems should collectively support the entire grant lifecycle, as well as MEAL and Programme Management functionalities.
The ideal solution should either:

• Provide a fully unified platform that combines GMS, MEAL, and Programme Management; or
• Offer two distinct systems: a Grants Management System (GMS) and a MEAL & Programme Management System, which are fully interoperable.

The solutions must work seamlessly across components to enable data consistency, workflow integration, and effective reporting.

This Expression of Interest (EOI) aims to gather comprehensive information from potential vendors regarding features, usability, integration capabilities, support services, and pricing models that are suitable for a non-profit environment.

Purpose of the EOI
The main objectives of this EOI are to:

• Identify off-the-shelf GMS solutions with integrated MEAL and Programme Management capabilities suitable for non-profit science, research, and innovation grant-making organisations.
• Understand available system functionalities, deployment models, scalability, and user experience.
• Obtain indicative pricing, licensing models, and support offerings.
• Shortlist qualified vendors for participation in a forthcoming Request for Proposal (RFP) phase.

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Objectives of the Assignment 

1. The primary objective of this assignment is to strengthen SFA’s grant-making and management framework to ensure alignment with best practices in research funding. The specialist will: 
2. Review and refine SFA Foundation grant policies, develop standard operating procedures (SOPs), and workflows. 
3. Assess and recommend improvements in the grant-making process, ensuring efficiency, compliance, and impact-driven funding. 
4. Benchmark SFA Foundation grant model against global best practices in research grant funding. 
5. Ensure SFA Foundation grant framework is suitable for managing both small ($4,000) and large ($5M) grants to downstream partners. 
6. Identify key risks and propose mitigation strategies in the grant cycle. 
7. Develop guidelines for structuring and monitoring research grants effectively. 

Scope of Work 

Grant Management System Requirements

The proposed system should support the entire grant lifecycle, including but not limited to:

• Creation and publishing of calls for proposals for grant opportunities
• Application intake, triage, screening, review, and decision-making workflows
• Due diligence and award processing
• Grant tracking (e.g., deadlines, deliverables, budgeting, compliance)
• Financial disbursement and reconciliation
• Monitoring and reporting (narrative and financial)
• Grant close out processes
• Integration with existing systems (e.g., finance, Microsoft 365)
• Dashboards and data analytics capabilities

Monitoring, Evaluation, Accountability, and Learning (MEAL) Requirements

• Customisable frameworks (e.g., log frames, KPIs)
• Mobile data collection (e.g., ODK, Kobo Toolbox compatibility)
• Automated reporting and dashboards
• GIS mapping and data visualisation
• Beneficiary feedback mechanisms

Programme Management Requirements

• Gantt chart and timeline tracking
• Risk management and mitigation planning
• Document management and collaboration tools
• Multi-programme and multi-country support
• Target setting and baseline management

Eligibility for this EOI

SFA Foundation welcomes submissions for the Expression of Interest from:

• Providers with a strong track record in GMS implementation.
• Providers with proven experience in MEAL and Programme Management systems.
• Or consortia that bring together complementary strengths across these areas.
• Joint proposals are especially encouraged.

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