Request for Proposals (RFP)
PF No. and Title: NG-Sol764 Development of Integrated Data Entry and National Dashboard System
RFP Issue Date: 3rd March 2026
Proposal Submission Deadline:20th March 2026
Contracting Entity: Helen Keller Intl
Place of Performance: Nigeria
Contents of this Document
SECTION 1: Introduction, Eligibility of Bidders, and Definitions …………………………………………….. 1
SECTION 2: Scope of Work ……………………………………………………………………………………………… 2
SECTION 3: Proposal Instructions …………………………………………………………………………………….. 2
SECTION 4: Evaluation Criteria and Basis for Award ………………………………………………………….. 3
SECTION 5: Source of Funding and Authorized Geographic CodeError! Bookmark not defined.
SECTION 6: Proposal Validity, Submission Deadline and Instructions …………………………………… 4
SECTION 7: Negotiations ………………………………………………………………………………………………… 4
SECTION 8: Terms of the Solicitation………………………………………………………………………………… 5
ANNEX A: Conflict of Interest Disclosure …………………………………………………………………………… 6
ANNEX B: Detailed Job Description for the Assignments ……….. Error! Bookmark not defined.
Bidders are encouraged to read this RFP and all attachments in its entirety paying specific attention to the instructions and requirements. Issuance of this RFP does not in any way obligate Helen Keller International to award a contract, nor does it commit Helen Keller International to pay for costs incurred in the preparation and submission of a proposal. All recipients of this RFP shall treat all information and details included herein as private and confidential.
SECTION 1: Introduction, Eligibility of Bidders, and Definitions
Introduction
Helen Keller International (Helen Keller Intl) is a nonprofit organization dedicated to saving and improving the sight and lives of the world’s vulnerable by combatting the causes and consequences of blindness, poor health and malnutrition. Helen Keller Intl invites eligible Bidder to submit proposals for the following objectives:
- Develop an integrated digital data entry platform.
- Develop interactive dashboards disaggregated by:
o Project o State o National level
- Develop a national aggregated dashboard consolidating all project/state data.
- Ensure permanent data retention and structured database architecture.
- Provide one (1) year of full technical support prior to complete handover.
The purpose of this Request for Proposals (RFP) is to select a vendor that will provide best value to Helen Keller Intl, when both technical and cost factors are combined.
Eligibility of Bidders
This RFP is open to consultants that are deemed capable of implementing the scope of work, with a solid record of integrity and business ethics, and that meet the eligibility requirements stated in this Section.
Bidders that submit proposals in response to this RFP must meet the following requirements:
- Be a non-government entity (for-profit and non-profit companies, non-governmental organizations (NGOs), Consultant etc.) that are legally registered under the laws of the country where it is operating
- Have demonstrated capacity and expertise to successfully implement the Scope of Work
- Have completed the required representations and certifications incorporated in this RFP
- Be willing to comply with relevant donor rules and regulations and Helen Keller Intl requirements.
Note: Helen Keller Intl will not award a contract to any firm that is debarred, suspended, or proposed for debarment by the U.S. Government, or who proposes to do business with firms or firms’ principals who are debarred, suspended, or proposed for debarment, in the performance of the requirement of this activity.
SECTION 2: Scope of Work
Helen Keller Intl will evaluate all proposals received in response to this RFP in accordance with the evaluation criteria described in this document.
This RFP contains these Annexes: A and B
| | Annex A: Conflict of Interest Disclosure. | |
| | Annex B: Detailed Job Description (scope of work) for the Assignments | |
Helen Keller Intl intends to award an all-inclusive fixed price Consultant Agreement, to the winning offer. No profit, fees, taxes, or additional costs can be added after award. This RFP is subject to all the terms and conditions of the resulting contract. Any resultant award will be governed by these terms and conditions.
SECTION 3: Proposal Instructions
The Bidder’s proposal will consist of two separate documents:
Part 1 – Technical Offer
Part 2 – Financial Offer
The Technical Offer and the Financial Offer (altogether “proposal”) must be submitted separately. The Bidder should not include any cost data in the Technical Offer.
The proposal should be concisely presented and structured, and should explain in detail the Bidder’s availability, experience and resources to provide the requested services.
Proposals that are incomplete or do not address these criteria may not be considered in the review process. All proposals must be submitted in English.
Both the Technical Offer and Financial Offer must be submitted with a Cover Letter which must include the following information and must be signed and stamped by an authorized representative of the Bidder organization:
i. Date of Submission of the Proposal ii. Term of proposal validity (minimum {90} days) iii. Name of the company/organization iv. Name and title of authorized representative of organization v. Type of company/organization vi. Address vii. Telephone viii. E-mail
- Taxpayer Identification Number
- Other required documents that shall be included as attachments to the cover letter:
- Copy of registration or incorporation in the public registry, or equivalent document from the government office where the bidder is registered.
- Copy of company tax registration, or equivalent document.
- Copy of trade license, or equivalent document.
Bidders must also submit a signed Conflict of Interest Declaration Form. This form will be assessed to establish whether the Bidder has any present or potential future conflict of interest according to the definition in Annex A. If the conclusion is reached that any conflict of interest declared by the Bidder could have a negative impact on the Bidder’s ability to perform the Service, Helen Keller Intl may decide to reject the submitted proposal. Failure to accurately complete the Conflict-of-Interest Declaration Form may also lead to the rejection of the submitted proposal.
Part 1: TECHNICAL OFFER
The Technical Offer should be in the English language, typed in Microsoft Word, single-spaced, with each page numbered consecutively. A maximum number of pages for each component of the Technical Offer is given below.
The Technical Offer should include the following:
- Bidder past performance record/relevant experience– {2} pages maximum
Information related to Bidder’s past performance/prior experience in conducting work in the country/region similar in nature and volume to the services requested (brief description, deliverables, date, client etc.).
Bidders must also provide contacts for at least three (3) professional references for previous work and/or experience under similar SOWs. Contact information should include, at a minimum: name of individual, name of company, brief information on relationship to Bidder, address, email, and phone number. Helen Keller Intl reserves the right to contact any and all references provided. Contact information for references is not subject to the page limitation for this section.
- Technical approach – {7} pages maximum
The technical approach must describe the proposed approach to achieving the program objectives and must address the following:
- Information as to whether the Bidder currently has a presence in the country/region, and the nature of this presence.
- A brief description of the Bidder’s understanding of the objectives and scope of work for the consultancy.
The Bidder must notify Helen Keller Intl if it intends to replace a key member of the Bidder’s team (with an explanation for doing so) prior to the award date and provide Helen Keller Intl with the information required for the approval of a replacement proposal. Any replacement shall be subject to the approval of Helen Keller Intl. This is also valid for any replacement taking place during the contract duration.
Helen Keller Intl may choose to contact the Bidder prior to making a final decision. Please confirm whether this would be possible, ensuring that full contact details are also included in the resume (email, telephone number).
Part 2: FINANCIAL OFFER
This contract will be issued as a consultant fixed price contract with payment made against deliverables against services/products. Helen Keller Intl will only issue payment via electronic payment methods and all bank accounts must be in the name of the company/organization only.
SECTION 4: Evaluation Criteria and Basis for Award
Helen Keller Intl will follow a Best Value Trade-Off selection methodology. Helen Keller Intl may award to an eligible, responsible firm whose proposal is most advantageous to the program, with price and other factors considered proposal, including but not limited to compliance with the requirements of the RFP without material deviation. Bidders may not modify non-responsive offers after the proposal deadline in order to make them responsive. However, Helen Keller Intl may request an Bidder to clarify its offer as long as no material deviation exists.
The criteria below will serve as the basis upon which proposals will be evaluated. Selection will be based principally on the technical merits of the proposals, but price and other factors will be considered, and award will be made only if the proposal is determined to be technically acceptable and cost reasonable.
| Evaluation Criteria per Solicitation | Total Max Points |
| Past Performance/ Prior relevant experience | 10 |
| Personnel Qualifications | 10 |
| Technical Merit | 20 |
| Operational Capability | 10 |
| Total Points | 50 |
Upon completion of the evaluation of Technical Offers, Helen Keller Intl will evaluate Financial Offers for budget presentation, details of the budget narrative, and cost effectiveness (reasonable, realistic, match the Technical Offer and meet requirements of RFP). No points are assigned to Financial Offers, but these criteria will be considered, in conjunction with the total score of the Technical Offer. This RFP utilizes the tradeoff process and Helen Keller Intl may award a contract to the offeror whose proposal represents the best value to Helen Keller Intl and the program. Helen Keller Intl may award to a higher priced offeror if a determination is made that the higher technical evaluation of that offeror merits the additional cost/price.
SECTION 6: Proposal Validity, Submission Deadline and Instructions
Proposals should have a {90-day} validity period from the proposal submission date, as provided in the Cover Letter.
Proposals must be submitted electronically by the deadline listed on the cover page of this RFP by Email to Nigeria-Procurement at [email protected], indicating in the subject line of the email the company name and the RFP number.
A full proposal submission will include the following documents, all of which must reference the RFP number as stated on the cover page of this document:
- Cover Letter
- Technical Offer
- Financial Offer
- Conflict of Interest Disclosure Form
- Copies of Bidder legal registration documents
- Other pertinent information relevant to the proposal submission
QUESTIONS: No verbal questions will be entertained, either in person or via telephone. However, Helen Keller Intl will take written questions about this RFP until the date specified on the cover page of this document. Any questions related to this RFP should be addressed to Nigeria-
[email protected],. In order to ensure fairness, Helen Keller Intl’s response to all questions deemed relevant will be communicated to all potential Bidders, ensuring the original requestor’s anonymity.
SECTION 7: Negotiations
Best offer proposals are requested. It is anticipated that an award will be made solely on the basis of the original offers received. However, Helen Keller Intl reserves the right to conduct discussions, negotiations and/or request clarifications prior to awarding a contract. Furthermore, Helen Keller Intl reserves the right to conduct a competitive range and to limit the number of bidders in the competitive range to permit an efficient evaluation environment among the most highly-rated proposals. Highestrated bidders, as determined by the technical evaluation committee, may be asked to submit their best prices or technical responses during a competitive range. At the sole discretion of Helen Keller Intl, bidders may be requested to conduct oral presentations. If deemed an opportunity, Helen Keller Intl reserves the right to make separate awards per component or to make no award at all.
SECTION 8: Terms of the Solicitation
- Issuance of this RFP does not constitute an award commitment on the part of Helen Keller Intl, nor does it commit Helen Keller Intl to pay for costs incurred in the preparation and submission of a bid.
- Attached files are integral part of this RFP.
- Helen Keller Intl may contact Bidders to confirm contact person, address, bid amount and to confirm that the proposal was submitted for this solicitation.
- False Statements: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
- Conflict of Interest Disclosure: In Annex A Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award. Failure to provide full and open disclosure may result in Helen Keller Intl having to re-evaluate selection of a potential Bidders.
- Right to Select/Reject: Helen Keller Intl reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive proposals and to terminate negotiations without incurring any liability. Helen Keller Intl also reserves the right to reject any or all proposals received without explanation.
- Reserved rights: All RFP responses become the property of Helen Keller Intl and Helen Keller Intl reserves the right in its sole discretion to:
- To disqualify any offer based on Bidder’s failure to follow solicitation instructions;
- To waive any deviations by Bidders from the requirements of this solicitation that in Helen Keller Intl’s opinion are considered not to be material defects requiring rejection or disqualification or where such a waiver will promote increased competition;
- Extend the time for submission of all RFP responses after notification to all Bidders;
- Terminate or modify the RFP process at any time and re-issue the RFP to whomever Helen
Keller Intl deems appropriate;
- Issue an award based on the initial evaluation of offers without discussion;
- Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.
- Bidders and its proposed personnel shall disclose any factors that could limit the organization’s ability to independently perform the services such as relationship with counterpart employees, past employment, etc.
ANNEX A: Conflict of Interest Disclosure
Helen Keller Intl Code of Conduct & Ethics Policy: In accordance with the Helen Keller Intl Code of Conduct and Ethics Policy, Helen Keller Intl requires full and open disclosure when dealing with procurement. As such, Helen Keller Intl employees must avoid any conflict of interest or the appearance of a conflict of interest. Helen Keller Intl employees must at all times provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants. Helen Keller Intl employees shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor.
Helen Keller Intl reserves the right to reject any or all quotes when considered to be in the best interest of the organization and/or the people it serves. All parties submitting a proposal in response to this Request for Proposal are obligated to disclose the existence of any actual or possible conflict of interest relating to every country included within their proposal in the attached Conflict of Interest Declaration Form.
Failure to fully disclose such information could lead Helen Keller Intl to reject a proposal. If a party has no conflict to declare for any of the countries covered in their proposal, they may submit one form, listing all of the countries covered.
“Conflict of Interest” means a situation in which an Bidder, or an Affiliate (as defined below), or a subcontractor (if any) of an Bidder, has interests (financial, organizational, personal, reputational or otherwise) that would or may appear to make it difficult for an Bidder to fulfill its obligations to Helen Keller Intl in its role as the vendor in an objective, independent and professional manner, or a situation in which it is reasonable to foresee that such an interest would arise. A Conflict of Interest may arise in the following circumstances, which are not exhaustive:
- a Bidder has been, or is involved in the design of a proposal or request for funding that has been, or will be submitted to Helen Keller Intl;
- an Bidder has been, or is involved in the provision of advice to an entity that is a Principal Recipient or a Sub-recipient;
- a Bidder has been, or is involved in, or has provided advice in relation to the procurement of goods and/or services by a Principal Recipient and/or a Sub-recipient;
- a Bidder has been, or is involved in the provision of auditing services to a Principal Recipient and/or a Sub-recipient; or
- a Bidder has submitted an expression of interest, tender, bid or otherwise indicated interest in providing services of any nature to a Principal Recipient or a Sub-recipient that remains valid at the time of, and for the duration of the term of this Contract.
“Affiliate” means a business concern, individual or other entity that, directly or indirectly: (i) controls or can control an Bidder; (ii) is controlled by, or can foreseeably be controlled by, an Bidder; or (iii) along with an Bidder, is controlled by, or can foreseeably be controlled by, the same third party.
Bidder Conflict of Interest Declaration Form
Please check one box below, as appropriate:
| The Bidder hereby declares that it has read and understood the Conflict of Interest rules set forth in the Request for Proposals (RFP) and warrants that no Conflict of Interest exists on the part of the Bidder or an Affiliate of the Bidder, with regard to the services to be performed under the RFP. The Bidder hereby agrees to comply with the Conflict of Interest rules set forth in the Request for Proposals (RFP). | |||
| The Bidder wishes to disclose a real or potential Conflict of Interest situation(s) and propose mitigating action(s). Note: if this box is checked, please describe in an attachment, in detail, the situation and present a proposed mitigation plan / arrangement for consideration by Helen Keller Intl. | |||
Bidder:
| Signature: | |
| Printed Name: | |
| Title: | |
| Date: |
Annex B: Detailed Job Description for the Assignments All attached
- Background
Helen Keller Intl Nigeria is implementing multiple projects across several states requiring structured performance monitoring, indicator aggregation, and real-time visibility for evidence-based decisionmaking.
To strengthen data governance, reporting efficiency, and program oversight, Helen Keller Intl seeks to engage a qualified individual consultant or firm to design, develop, deploy, and support a fully integrated data entry and dashboard system.
The system must be built using a non-subscription-based platform, ensure long-term data ownership, and provide a user-friendly interface accessible at project, state, and national levels.
- Objective of the Assignment
The objective of this consultancy is to:
- Develop an integrated digital data entry platform.
- Develop interactive dashboards disaggregated by:
o Project o State o National level
- Develop a national aggregated dashboard consolidating all project/state data.
- Ensure permanent data retention and structured database architecture.
- Provide one (1) year of full technical support prior to complete handover.
- Scope of Work
The Consultant/Firm will be responsible for the following:
- System Architecture and Design The Consultant shall:
- Conduct stakeholder consultation meetings to finalize system requirements.
- Develop a comprehensive system architecture including:
- Data entry module o Central relational database o Dashboard visualization interface
- Design a scalable database structure that:
- Supports multiple concurrent projects o Supports multi-state reporting o Enables national aggregation
- Retains historical data without overwriting previous records
- Establish role-based user access control.
- Data Entry Module Requirements The system must include:
- Structured digital data entry forms with configurable fields.
- Built-in validation rules including:
- Mandatory fields o Range checks
oLogical consistency checks
- Mandatory fields o Range checks
- User authentication and login credentials.
- Role-based access levels (e.g., data entry, state admin, national admin, viewer).
- Audit trail system capturing:
- User activity o Date/time of edits o Data changes
- Bulk data upload functionality (Excel/CSV import).
- Data export capability (Excel/CSV formats).
- Ability to edit submitted data with tracked revision history.
- Optional offline functionality (if technically feasible).
- Dashboard Development Requirements
The system must provide the following dashboards:
- Project-Level Dashboard
- Indicator performance by project.
- Disaggregation by:
- State
- Reporting period (monthly/quarterly/annual) Target vs. achievement comparison.
- Trend analysis charts.
- Filter functionality (project, state, period).
- State-Level Dashboard
- State-specific performance overview.
- Indicator summaries per state.
- Filtering by project.
- Period comparison analytics.
- National Aggregated Dashboard
- Automatic aggregation of all state-level indicators.
- Consolidated national totals.
- Key Performance Indicator (KPI) summary view.
- Drill-down functionality (National → State → Project).
- Executive summary dashboard for leadership use.
3.4 Platform Requirements The system must:
- Be built on a non-subscription-based platform (no recurring licensing costs).
- Utilize:
o Open-source technologies OR
o One-time licensed solutions
- Provide full source code ownership to Helen Keller Intl.
- Allow hosting on:
o Helen Keller Intl server OR
o Cloud infrastructure without recurring proprietary dashboard license fees.
Be scalable and modifiable.
3.5 User Interface (UI/UX) Requirements The dashboard must:
- Have an intuitive, clean, and professional interface.
- Be easy to navigate for non-technical users.Support clear transition between:
- o Project dashboards
- o State dashboards
- o National dashboard Be optimized for desktop use (mobile responsiveness is desirable).
- Provide clear visualizations including:
o Charts o Graphs o Tables o KPI summary cards.
3.6 Data Retention and Security The Consultant shall ensure:
- Permanent retention of all historical data.
- Structured database backup system.
- Automated periodic backup configuration.
- Secure login authentication system.
- Protection against unauthorized access.
- Prevention of accidental deletion of data.
- Data encryption (where appropriate).
3.7 Training and Documentation The Consultant shall:
- Conduct system administrator training.
- Conduct end-user training (data entry and dashboard users).
- Provide:
o User manual (PDF and editable format)
o System technical documentation
o Database schema documentation
o System architecture documentation
Conduct refresher training (at least once during support period).
3.8 Post-Deployment Support The Consultant must:
Provide twelve (12) months of full technical support including:
o Bug fixes
o System optimization
o Troubleshooting
o Minor feature refinements
- Provide remote support within agreed Service Level Agreement (SLA).
- Ensure system uptime of at least 99%.
- Conduct full system handover at end of support period.
- Provide complete knowledge transfer to designated HKI staff.
- Deliverables
The Consultant shall deliver:
- Inception Report (including technical architecture design)
- Functional data entry platform
- Fully operational dashboard system (Project, State, National)
- National aggregated dashboard
- User manuals and training materials
- Full source code and documentation
- Backup configuration and recovery plan
- 12-month technical support plan
- Final system handover report
- Duration of Assignment
- Development Phase: [8–12 weeks from contract signing]
- Support Phase: 12 months post-deployment
- Required Qualifications For Firms:
- Minimum 3–5 years’ experience in: o Dashboard development
- Database management systems
- Data visualization systemsDemonstrated experience in multi-project monitoring systems.Experience in health, nutrition, or development sector preferred.Experience in open-source technology implementation.
- Demonstrated post-deployment support capacity.
For Individual Consultants:
- Degree in Computer Science, Software Engineering, Data Science, or related field.
- Proven experience developing integrated data systems.
- Strong expertise in relational database design.
- Demonstrated experience building non-subscription dashboards.
- Performance Standards
The Consultant will be evaluated based on:
- Timely delivery of system components.
- Functionality and usability of platform.
- System stability at deployment.
- Successful completion of training.
- Effective provision of 12-month technical support.
- Complete documentation and smooth handover.
