Terms of Reference for Development of National

Database for Children and Young People Living in

Alternative Care Settings in Somaliland

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 1. Introduction

SOS Somaliland is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and
which has been in existence since 1999. SOS Children’s Villages in Somaliland shares vision with SOS Children’s
Villages International and beliefs that every child belongs to a family and grows with love, respect and security. To
realize this, SOS Children’s Villages in Somaliland builds families for children in need, help them shape their own
futures and share in the development of their communities.

1. About SOS Children's Villages

SOS Children’s Villages is the umbrella organization for the global federation of 137 national SOS Children’s Villages
associations, working in more than 2500 Program locations worldwide. We work together with a single vision: every
child belongs to a family and grows with love, respect and security. Uniquely, we provide long-term, family-like care
for children who have lost parental care (alternative care service), and we work with vulnerable families and
communities to help strengthen them and prevent child abandonment (family strengthening service, FS). SOS
alternative care is usually organized in the form of a cluster of SOS families, where each SOS parent cares for small
group of children.
SOS Children’s Villages in Somaliland is part of SOS Children’s Villages International, the umbrella organization to
which all SOS Children’s Villages including SOS Children’s Villages in Somaliland Association is affiliated. SOS
Somaliland is a Non-Governmental Organization (NGO) that is not for profit, non-sectarian and non-partisan and
which has been in existence since 1999.
SOS Children’s Villages in Somaliland shares vision with SOS Children’s Villages International and believes that every
child belongs to a family and grows with love, respect and security. To realize this, SOS Children’s Villages in
Somaliland builds families for children in need, help them shape their own futures and share in the development of
their communities.
SOS Children’s Villages in Somaliland is committed to the welfare of children who lost parental care or at risk of losing
parental care – often ensuring that children grow up in a loving family environment, and to strengthening families
and communities as a preventive measure in the fight against child abandonment and social neglect, and upholds
child protection policy as part of their commitment to the protection of children and youth from abuse.
SOS Children’s Villages in Somaliland in 1999, when SOS started its first operations in Sahil region. Currently, SOS
Children’s Villages in Somaliland implements Projects ranging from child care, child protection, youth empowerment
and participation, education and emergency relief interventions. SOS Children’s Villages in Somaliland is operational
in three regions of Somaliland: Awdal, Maroodijeh and Sahil, and has a relationship with many stakeholders, including
government authorities at national, regional and district levels, NGOs, INGOs, local communities, as well as other
CSOs who are in and out of the operational area.

SOS Children’s Villages in Somaliland is implementing the ‘Leave No Youth behind’ project. The overall objective of
the project is - young people in Somaliland to be resilient and self-reliant to become independent and contributing
members of society with a special focus on youth leaving care. This project is to contribute to the realization of a
better society where young people are self-reliant and depend on their own powers, resources and abilities to meet
their needs and manage their own affairs. The project also aspires to make young people resilient to
adversities/challenges in life and capable to withstand and recover quickly from difficult conditions.
The project focuses on 3 major outcomes with their relevant outputs to achieve the above stated goal and focuses
on human rights-based approaches and targets duty bearers to demonstrate capacity and commitment to fulfill their
responsibility to respect, promote and realize the rights of youth, and Rights Holders (youth leaving care) to have the
capacity to exercise and claim their rights, hold duty bearers accountable and understand their corresponding
entitlements in relation to specific duty-bearer.
In summary, the project aims to achieve the following outcomes:
Outcome 1: Policy Environment: Decision makers put policies/laws in place that strengthen the support for YLC and
enable their participation

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Outcome 2: Strengthening Duty Bearers: Social protection systems respond to the needs and rights of youth leaving
care on their journey to independent living
Outcome 3: Empowering Right Holders: Young people leaving care in stable and fragile societies claim their rights to
healthy lives, care and active participation

To capture information on youth leaving care and children in alternative care settings as a whole, the project will
support the Ministry of Employment Social Affairs and Families (MESAF) to develop a national database.

The project will address the problems of discrimination, marginalization and stigmatization of young people aged 15–
25 who grow up without parental care. Whether they have been placed in residential care facilities, in foster care or
other types of care, they are at high-risk suffering from a variety of challenges including poor social networks, mental
health problems, unemployment and homelessness. Cultural and gendered norms give young women and men
different vulnerabilities as they grow out of care and transition to independent living. Young women are at high risk
of gender-based violence, trafficking, early pregnancies and early marriage, and school drop-out while young men
are at risk of ending up in hazardous work, living on the streets and in conflict with the law. Consequently, they risk
exacerbating intergenerational poverty, and intensifies the risk for young care leavers to be either the drivers of
conflict or the victims of conflict. The context of a complex crisis compels sensitivity to the humanitarian, development
and peacebuilding nexus in order to contribute to the sustainability of programme outcomes and longer-term
resilience and rehabilitation of the communities where we plan to intervene.

The 2019 UN Resolution on the Rights of the Child (hereafter the Resolution) directly urges States Parties to ensure
special protection and assistance to adolescents and young people leaving alternative care in preparation for their
transition to independent living. This includes support in gaining access to education, training, employment, housing
and psychological support, reintegration with their families when that is in their best interest and gaining access to
aftercare services. In line with the recommendations from the Committee on the Rights of the Child (CRC), this
partnership engagement promotes young care leavers’ right to mental health and sexual reproductive health, decent
livelihood and active participation.

2. Objective of the database

The aim of this assignment for the development of a database is to enable MESAF to establish a platform system to
store and effectively manage information on children and young people living in alternative care settings and youth
who left care.

3. Scope of work

● 3.1 Functional and Technical Specifications:

Please see the following table, showing the basic specifications of the data management system, the following
specifications are not exhaustive and can be increased and modified in the course of the database development if
necessary:
● Please indicate your confidence on delivering requirement exactly as it is intended (from 0 – 100%).

Requirement Importance Confidence Level

Specific Features 0-100%
The system should be able to show Very Important
the child progress (e.g., education,
health, legal and etc).

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 The system should have a frontend Very Important
dashboard, specific for every user
(showing specific information).

Ability to produce reports (ad-hoc Very Important

and periodic)
Ability to autosave and auto-back Very Important
up data.
Must utilize a mobile friendly, Very Important
responsive design that is
compatible on iOS and Android
mobile devices.

Requirement Importance Confidence Level

General Functionality 0-100%
Must be compatible with Windows 10 or Very Important
higher and MacOs & Unix
Must be compatible with Very Important
desktop/laptop with following
specifications minimally (Core i3, 64/32-
bit, 2.0 GHz processor, 4 GB RAM)

Must be compatible with all modern Very Important

web browsers (Edge, Chrome, Firefox,
and Internet explorer).

Must utilize a mobile friendly, Very Important

responsive design that is compatible on
iOS and Android mobile devices.

Admin has full permission to modify or Very Important

delete a field.
Database admin must be able to Very Important
configure individual user permissions
(user access).
Cloud-based SaaS system accessible Very Important
from any internet enabled device

Cloud-based storage for back up, with Very Important

automatic back up (e.g., weekly) and
manual back up by the admin only

Ability to provide contextual help for Important

each question on a form.
** 24 / 7 support
Admin can create new items (forms) Very Important
without seeking the consultant's
assistance.

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 Support for data migration and Important
integration with other systems, such as
financial management or electronic
health record systems.
Form fields can be made required. Very Important
Fields can be selectively hidden/shown. Very Important

Drop-down field values can be Very Important

customized.
Users can save their own search track Desirable
history.

Requirement Importance Confidence Level

Registration Process 0 – 100%
Ability to ask the consent of the Very Important
participants.
Ability to register without need or use Very Important
of the internet.
Ability to select options from a list e.g., Very Important
region, type of alternative care setting.

Ability to upload documents and media Very Important

e.g., reports, medical documents,
photos or videos
Ability to autosave a form without Very Important
completion (preferably every 30 sec).

Ability to make some fields optional Very Important

(can be skipped) and some fields
mandatory (cannot be skipped).

Requirement Importance Confidence Level

Participant Information Management 0 – 100%

Individual is assigned a unique ID Very Important

Intuitive search function (smart filter) when creating a Very Important
new participant/ when searching for a participant

View and link to all related records by Very Important

program/registrant/family.
Participants can be enrolled in multiple programs, Desirable
services, etc. simultaneously.
Add to participant records by uploading documents, Very Important
such as consent, images, health records, etc.

View and record data on mobile devices. Very Important

Ability to add/change fields over time. Very Important
Ability to show the participants progress Very important
Ability to transfer, migrate and move participant data Very Important
to archive before permanently deleting e.g. 4 years.

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 Requirement Importance Confidence Level
Reporting 0 – 100%
System has standard reports with the Very Important
ability to create ad-hoc reports based
off all available form fields.
Users are able to create reports on the Very Important
fly and save them for later use.
Export reports in XLS, CSV and PDF Very Important
formats.
Ability to filter reports results Very Important
interactively at run-time.
Reports can be created and shared Desirable
among all users in the system.
Ability to track and manage case Very Important
workers, foster parents and other
caregivers.
Ability to show certain data access and Desirable
reports on the dashboard for different
access level users.
Ability to create data visualizations Very Important
through the use of charts and
dashboards.
Fields to track the child's legal status Important
and any court hearings or other legal
proceedings.
Ability to produce monthly reports, Desirable
showing new entries and updates.

● 3.2 Testing
Quality Assurance testing is the responsibility of the consultant. New software will only be deployed and handed over
to MESAF after it has passed the consultant’s internal QA testing at which point SOS Children’s Villages in Somaliland
team and MESAF technical team will perform User Acceptance Testing as the final stage of testing before the
customization is certified for use.

● 3.3 Training
The consultant shall provide resources experienced with developing and executing training plans, including content
development and delivery, to assist MESAF and SOS CV Somaliland in meeting end-user training needs.
Implementation shall occur in phases and knowledge transfer shall be an ongoing process throughout the entire
project. The consultant shall provide knowledge transfer both verbally and through written documentation, user
manuals (Incl. Training manual) and procedures.
Training Approach/Plan

• Describe the approach to end-user training. Also, describe what training methods should be deployed and to
whom.
Training Content Development
• Describe your process for developing training materials and identify the tools to be used.
• Describe how training materials will be made available after implementation has been completed (Customer
Knowledge Base, etc.).
Training Delivery

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 • Describe your training delivery approach, indicating whether it will be instructor led, computer based or some
combination thereof.
• Describe what will be the definition for end-user readiness.
• Describe how readiness is defined and measured, including what constitutes the end-user.
Transition Approach
• Describe the process for knowledge transfer to MESAF throughout the project.
• Describe the continuation of tech support and training to include post-production period.

3.4 Database Framework

The database is expected to be a cloud-based database where all the collected data is uploaded to central cloud-
based storage. The data can be entered through a tablet or a computer, but can only upload when connected to the
internet, all the regions have the same level of access during the data entry and uploading. the picture below shows
the framework for the database:

4. Deliverables

At the end of the assignment the consultant is expected to deliver the following:

1. A fully functional cloud-based data management system: The consultant should deliver a fully functional
data management system that meets the ministry's requirements and specifications as outlined in the ToR.
The system should be able to handle the data needs of the ministry, and should be scalable to accommodate
future growth.
2. Cloud-based storage: the consultant is expected to link the database to a cloud-based storage with enough
space for backup.
3. Detailed documentation: The consultant should provide detailed documentation of the system, including
user manuals, technical documentation, developer manual and system architecture diagrams.
4. Data migration: The consultant should assist with the migration of data from existing systems and ensure
that the data is properly integrated into the new system.
5. Training: The consultant should provide a comprehensive training for MESAF staff and Residential Care
Centers management on how to use the system,
6. Support and maintenance: The consultant should provide ongoing support and maintenance for the system,
including addressing any issues or bugs that arise, and providing updates and upgrades as needed.

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 7. Compliance and Security: The consultant should ensure that the system is compliant with relevant
regulations and standards, such as HIPAA, and that it meets the ministry's security requirements.
8. Test Reports: The consultant should provide test reports that demonstrate the system's functionality and
performance, including load testing, stress testing, and security testing.
9. A warranty period: The consultant should provide a warranty period (2 years), during which they will fix any
issues or bugs that may arise after the system has been deployed.
10. A Project Timeline: The consultant should provide a project timeline that shows the progress of the project,
deliverables and milestones.

5. Timeline

The assignment is expected to be concluded in 3 months starting from the day the contract is signed, the timeline
can be broken-down as follows:

Activity No. of Days

Planning Stage: prepare the necessary tools, software 10
and submit the database framework design showing the
relationship between different fields and tables.

Build out the system and customize 30

Testing period: QA testing by the consultant, and User 10
acceptance testing by SOS CV Somaliland

Training: end user training needs 15

Handover to SOS CV Somaliland & MESAF 5
Contingency/reserve 10
Total 80 working days

6. Qualifications of the consultant(s) and criteria for selection

The consultancy team should comprise of:

A lead consultant with:
● Advanced degree in Software Development, A degree in Computer Science, Information Technology or
a related field that demonstrates a strong foundation in the technical aspects of database design and
development, as well as a good understanding of the underlying technologies.
● Extensive experience in database development and administration with deep understanding of database
design and implementation, as well as experience in working with different database management
systems.
● A degree or certification in security, privacy or compliance that demonstrates understanding of the
relevant regulations and best practices in data security and compliance.
● A degree or certification in cloud computing or related field that demonstrates that experience working
with cloud-based solutions and has a good understanding of how to implement and manage data
management systems on a cloud platform.

A Co-lead with:

● Experience in child welfare or social services field: The consultant should have experience working in the
child welfare or social services field and should understand the specific requirements for data
management systems in this context.

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 ● Experience with reporting and analytics: The consultant should have experience with advanced reporting
and analytics capabilities and be able to provide examples of how they have used these capabilities to
support their clients.
● Experience in working with similar organizations: The consultant should have experience working with
similar organizations that have similar data management needs and be able to provide references from
these organizations.
● Experience in providing support and maintenance: The consultant should have experience in providing
ongoing support and maintenance for their data management systems, and should be able to
demonstrate their track record of providing responsive and effective support.

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 7. Instructions to Bidders
The bidders are welcome to submit their proposal for the development of the system. This bid
is open to all nationaland international consultants (independent consultants or companies) who
are legally constituted and can provide the requested services. The bidder shall bear all costs of the
bid; costs of proposal cannot be included as direct cost of the assignment. The proposal and all
supplementary documents have to be submitted in English. Financial bid needs to be stated
in US dollars (USD).

i.Process of Submission of Bids

To facilitate the submission of proposals, the submission can be done electronically in PDF format and

sent to SOS Somaliland HR Department via [email protected] on/before 01-March-2023. The

subject of the email should clearly say ‘Terms of Reference for Development of National Database
for Children and Young People Living in Alternative Care Settings in Somaliland’ for further

inquiries please email [email protected] before 27-Feb-2023.

8. How to apply

8.1 Logistical arrangements

SOS Children’s Villages in Somaliland is not responsible of the consultant transport, if there is any
travel arrangements in the proposal, the consultant shall include it in the financial proposal.

8.2 Duration of the contract and terms of payment

Payment will be made only upon SOS Children’s Villages Somaliland acceptance of the work
performed in accordance with the above-described deliverables. The consultant will be paid by SOS
Children’s Villages Somaliland as agreed between the consultant and SOS Children’s Villages in
Somaliland.

8.3 Notice of delay

Shall the successful bidder encounter delay in the performance of the contract which may be
excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in
writing about the causes of any such delays within one (1) week from the beginning of the
delay. After receipt of the Contractor's notice of delay, SOS Children’s Villages shall analyze
the facts and extent of delay, and extend time for performance when in its judgment the facts justify
such an extension.

8.4 Copyright and other proprietary rights

SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights
including, but not limited to, copyrights, and trademarks, with regard to products, processes,
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 inventions, ideas, know-how, or documents and other materials which the Contractor has
developed for SOS Children’s Villages under the Contract and which bear a direct relation to
or are produced or prepared or collected in consequence of, or during the course of, the
performance of the Contract. The Contractor acknowledges and agrees that such products,
documents and other materials constitute works made for hire for SOS Children’s Villages. All
materials: plans, reports, estimates, recommendations, documents, and all other data compiled by
or received by the Contractor under the Contract shall be the property of SOS Children’s Villages
and shall be treated as confidential, and shall be delivered only to SOS Children’s Villages
authorized officials on completion of work under the Contract. The external consultants are obliged
to hand over all raw data collected during the assessment to SOS Children’s Villages.

8.5 Termination

SOS Children’s Villages reserves the right to terminate without cause this Contract at any time
upon forty-five (45) days prior written notice to the Consultant, in which case SOS Children’s
Villages shall reimburse the Consultant for all reasonable costs incurred by the Consultant prior to
receipt of the notice of termination. SOS Children’s Villages reserves the right to terminate the
contract without any financial obligations in case if the contractor is not meeting its obligations
without any prior notice including:

• Agreed time schedule

• Withdrawal or replacement of key personal without obtaining written consent from SOS
Children’s Villages
• The deliverables do not comply with requirements of ToR

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 ● Annex

9.1 SOS Children’s Villages child protection policy and code of conduct

SOS Children’s Villages International has a child protection policy and code of conduct that
all consultants will be expected to comply with and will be required to sign a statement of
commitment to the policy. This will happen upon signing of contract, together with an orientation
of consultants on internal child safeguarding processes and data protection regulations. Before
the actual start of data collection, a police check is to be provided, in case any direct contact
with Project participants and/or any sensitive data is planned. In addition to the above mentioned,
the following key areas for ethical consideration need to be taken into account:
http://childethics.com/ethical%20guidance/
Graham, A., Powell, M., Taylor, N., Anderson, D. & Fitzgerald, R. (2013). Ethical Research Involving
Children. Florence: UNICEF Office of Research - Innocentia.
The successful bidder is requested to obtain written consent from all participants of the evaluation
process and/or their official guardians/representatives (when applicable).

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 9.2 Bid submission / identification form

This bid form must be completed, signed and returned to SOS Children’s Villages. Bids haveto
reflect the instructions described in the Request for Proposal and Terms of Reference. The
Undersigned, having read the complete Request for Proposals including all attachments, hereby
offers to supply the services specified in the schedule at the price indicated in the Price Schedule
Form, in accordance with the Terms of Reference included in this document.
Offering service for: Company/Institution Name/Individual’s

1. Name

2. Address: Country:

3. Telephone: Fax Website

4. Date of establishment (for companies):

5. Name of Legal Representative (if applicable):

6. Contact Person: Email:

7. Type of Company: Ltd. Other

8. Number of Staff:

9. Subsidiaries in the region:

Indicate name of subsidiaries and address

a)
b)
c)

Validity of Offer: valid until:

Date
Signature and stamp

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 9.3 Previous experience form

Description (services Client Contact Date of assignment

and products person/phone, email (from/to)
provided to the clients address
relevant to the
current RFP)

9.4 Price schedule form

The financial proposal needs to include all taxes, in addition to this financial proposal, the
consultant can submit their own financial proposal.
Activity Staff Number Number Daily Total % of
involved of of days rate price per total price
(indicate people row
profile)
A B C D=A*B*C E=D/F
Planning and
designing

Execution
Testing

Training
Total price 100%

This proposal should be authorized, signed and stamped

(Name of Organization)
Name of representative
Address:
Telephone/Fax/Email:

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 9.5 Technical proposal (guideline)

Name of Organization/Firm/Independent
Consultant
Name of contact person for this proposal (for
organisation/firm)
Address:
Phone/Fax:
E-mail:

The technical bid should be concisely presented and structured in the following
order to include, but not necessarily be limited to the following information listed
below.
a. Quality and Relevance of Technical Proposal
✓ Describe all actions related to the designing of the system.

✓ Realistic work plan with time lines in accordance with ToR.

✓ Detailed quality assurance and testing process including data

protection and data security.

b. Qualification and expertise of organization/ consultancy team.

✓ Reputation of firm/organization and staff and individual consultant/s
(competence and reliability) in carrying out evaluations.
✓ Recommendation letters for similar assignment from former employers.

✓ Previous reports for similar assignments (incl. testing reports, training

documents.

✓ Relevance of: - Specialized knowledge - Proven expertise in carrying

out formative evaluations
✓ CVs for key staff

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