Call for Consultants: Development of a Digitalized Membership Database for TCCIA Tanga

TERMS OF REFERENCE

DIGITALIZED MEMBERSHIP DATABASE FOR TCCIA TANGA

1.0 Background
Rikolto in Tanzania is an international organization that has operated in Tanzania for 40 years, supporting various beneficiaries including farmers, traders, consumers, and cities. Globally, Rikolto works to transform food chains and ensure food is produced with respect for people and the planet by supporting collective actions, innovations, and better ways for actors in the food chain to realize their potential to feed the growing population while caring for nature.

Rikolto in Tanzania is implementing the IncluCites project, which focuses on enhancing the availability and utilization of business development services in key economic sectors—green, circular, and digital—in Tanga. This is done through strengthening the ecosystems of service providers such as the Tanzania Chamber of Commerce, Industries, and Agriculture (TCCIA) in Tanga.

As a membership-based organization, TCCIA plays a pivotal role in supporting the business community by offering various services, advocacy, and networking opportunities. To effectively manage members and communicate with them, it is crucial to ensure easy access to critical information for monitoring and evaluating the effectiveness of service delivery.

Rikolto seeks an experienced digital consultant to assist in the development of a digitalized membership database for TCCIA Tanga, enabling streamlined administrative processes and enhancing member management based on industry, thereby improving service delivery and engagement.

2.0 Requirements from the Consultancy
The purpose of this ToR is to develop a digitalized online membership database that encompasses all membership management activities. The system should be accessible via any device, including computers and smartphones, for both members and TCCIA staff.

Members (Customers) should be able to achieve the following:

1. Create their own account.
2. Take the GPS location of their home and office addresses.
3. Upload images, documents, and fill in profile information.
4. Request four levels of profile activation (e.g., TIN number, BRELA license, NIDA ID, and TCCIA representative).
5. Process printable invoices, membership certificates, and receipts with a QR code linked to the TCCIA logo.
6. Select business types/sectors and provide a brief description of their company and products.
7. Carry out transactions (e-payments).
8. Access their dashboard and relevant information and reports.
9. Receive pop-up notifications, automatic reminder emails, and SMS on membership status, including renewal and expiration dates.
10. Print Membership Certificates with QR codes linked to the TCCIA logo upon payment confirmation.
11. Use an easy-to-navigate system to attract user interaction.
12. Collect service requirements and queries from members.

TCCIA Internal (Staff) Dashboard should have the following:

1. Manage the dashboard for all members assigned to the system.
2. Receive notifications on membership status (renewal and expiration).
3. Create lead/potential member profiles with preliminary information.
4. Print Membership Certificates with QR codes linked to the TCCIA logo.
5. Filter members by parameters such as location, sector, status (active/inactive), etc.
6. Create and analyze reports based on membership status.
7. Assign/manage tasks to administrators and staff personnel based on permissions.
8. Create, delete, and manage accounts of staff providing services to members.
9. Establish a communication hub for sending SMS and emails to members individually or in bulk.
10. Track services provided to members and generate trend-based reports.
11. Export member information into usable formats such as MS Excel or other databases.
12. Collect members' questions, queries, and service requirements.

Other Requirements:

• The system should include membership registration details/features as per the attached membership form.

3.0 Scope of Work

• Identify and assess current data sources and data needs as highlighted in section 2 above.
• Design a structured data collection template to capture essential member information in various categories (e.g., Member ID, business name, contact details, sector, products/services, business size/type, and registration status).
• Develop and integrate a monitoring system for tracking service delivery to each member and their satisfaction with services offered by TCCIA (e.g., trainings, networking events, advocacy, access to finance, markets, etc.).
• Record compliance information for each member (e.g., TIN, business license, certifications). Ensure data security and compliance with privacy regulations (e.g., Tanzania Personal Data Protection Act).
• Implement data encryption both at rest and in transit using industry-standard encryption protocols.
• Integrate User Experience (UX) design to capture member feedback on services, satisfaction, and suggestions for improvement.
• Develop analysis and reporting tools for generating insights on member engagement, compliance, growth metrics, and other key data points.
• Support TCCIA in cleaning and migrating the existing offline membership database to the new digitalized system.
• Build the capacity of TCCIA staff in recording operational data on each member’s business (e.g., number of employees, locations, revenue estimates, business scale/type).

4.0 Expected Deliverables

1. Inception report.
2. A digitalized membership database for TCCIA that is user-friendly and intuitive, requiring minimal training for effective operation.
3. Final report including key information necessary for continued use of the database, such as passwords, keys, and hosting information.

5.0 Proposal Requirements
Proposals should be presented in English and include the following:

1. Qualifications, experience, and competencies of the consultant.
2. Description of the proposed methodology, work plan, and timeline (not exceeding 40 working days).
3. Examples of similar assignments carried out in the recent past.
4. Budget indicating consultancy fees per day, inclusive of all costs, in Tanzanian Shillings.
5. Resumes of key personnel assigned to the program.

6.0 Budget
The proposed budget will form the basis for final budget negotiations, which will be part of the contract. The budget should be in Tanzanian Shillings.

7.0 Submission
All proposals should be submitted to:
eastafrica@rikolto.org

Submission Deadline: 6th January 2025

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