Overview

As part of our digital transformation strategy, we are seeking a solution(s) that supports our Grant Management, Programme Management, Monitoring, Evaluation, Accountability & Learning (MEAL) functions. We are open to two possible approaches:

• A comprehensive, all-in-one system, that integrates Grant Management, Programme Management, and MEAL functionalities
• Distinct systems (a Grant Management System, a Programme Management System, and a MEAL System) that are fully interoperable, allowing seamless data flow, integrated workflows, and unified reporting.

The selected solution(s) will collectively support the entire grant lifecycle, programme implementation, and MEAL activities, while ensuring data consistency and operational efficiency across all components.

We welcome submissions from:

• Vendors offering technologies and systems that enable a comprehensive, interoperable, end-to-end solution
• Vendors with a strong track record and proven expertise in implementing Grant Management Systems
• Vendors with a strong track record and proven expertise in implementing Programme Management Systems
• Vendors with demonstrated success in MEAL Systems
• Consortia that bring together complementary strengths across these areas.

This Request for Information (RFI) aims to collect comprehensive details on your solution features, usability, integration capabilities, support services, and pricing models appropriate for a non-profit environment. The SFA Foundation will issue a formal Request for Proposals (RFP) in future, based on the insights gathered through this RFI, a needs assessment, systems requirements and available technologies.

Purpose of the RFI

       The main objectives of this RFI are to

• Identify off-the-shelf solutions for Grant Management, Programme Management, and MEAL (whether integrated or interoperable), that are well-suited for non-profit organisations engaged in science, research, and innovation grant-making.
• Gain a clear understanding of the available system functionalities, deployment options (cloud, on-premises, hybrid), scalability, and overall user experience.
• Collect indicative information on pricing structures, licensing models, and support and maintenance services.

Scope of the Proposed System

The proposed system(s) should support the entire programme / grant lifecycle, and address the following requirements:

Grant Management System Requirement

• 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 closeout processes
• Integration with existing systems (e.g., finance, Microsoft 365)
• Dashboards and data analytics capabilities

Monitoring, Evaluation, Accountability, and Learning (MEAL) Systems 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 Systems Requirement

• Projects planning, monitoring, evaluation and reporting
• Target setting and baseline management
• Gantt chart and timeline tracking
• Risk management and mitigation planning
• Resource planning and management
• Document management and collaboration tools
• Programme / projects governance
• Multi-programmes and multi-countries support

Scope of Information Requested

Vendors are requested to provide the following information for each system:

a. Systems Functionality

• End-to-end programme/grant lifecycle coverage
• Customisable workflows for different programmes/grant types
• Secure document and contract management
• Automated communications and alerts

b. Technical Specifications

• Hosting options (cloud-based vs. on-premises)
• Data security, privacy, and compliance protocols
• Role-based access control for multiple user types
• Mobile device compatibility
• Integration with existing platforms (e.g., Salesforce, Microsoft 365, Oracle)

c. Implementation & Support

• Typical implementation timeline and milestones
• Onboarding and training resources (manuals, live sessions, videos)
• Ongoing support services (helpdesk, SLAs, costs)

d. Pricing & Non-Profit Considerations

• Licensing models (subscription-based, one-time, tiered)
• Disclosure of any additional or hidden costs (e.g., data migration, upgrades, add-ons)
• Availability of non-profit discounts or grant-supported packages

e. Vendor Experience

• Demonstrated experience with non-profit or philanthropic clients
• Relevant case studies and client references
• Evidence of improved outcomes in grant, MEAL, or programme management

f. Solution Architecture

• Indicate whether the solution is a unified platform or modular
• If modular, describe integration methods and existing partnerships
• Joint submissions are welcome to cover the full solution scope

Submission Guidelines

Responses must be submitted electronically in PDF format, clearly titled:

RFI for Grant Management / Programme Management / MEAL Systems: RFI/001/1025

Submit via email to: [email protected]

Submission Deadline: Monday, 7July 2025 5:00PM East African Time (EAT)

Additional Information

• This RFI does not constitute a solicitation to procure goods or services.
• Participation in this RFI does not guarantee inclusion in any future procurement process.
• The SFA Foundation MAY request additional information, clarifications, or demonstrations from any respondent at its discretion.