Expression of Interest (EOI) Notice Development and Implementation of a Centralized Monitoring, Evaluation, Accountability and Learning (MEAL) Data Management System

Expression of Interest (EOI) Notice

Development and Implementation of a Centralized Monitoring, Evaluation, Accountability and Learning (MEAL) Data Management System

Date of Publication: 29 June 2026

1. Background

Centre for Mental Health and Counselling–Nepal (CMC-Nepal) is a national non-governmental organization working to promote mental health and psychosocial wellbeing across Nepal. CMC-Nepal implements multiple donor-funded projects and programs that generate substantial amounts of monitoring, evaluation, accountability, and learning (MEAL) data across different geographical locations and thematic areas.

To strengthen organizational data management, reporting, accountability, and evidence-based decision-making, CMC-Nepal intends to develop and implement a Centralized Monitoring, Evaluation, Accountability and Learning (MEAL) Data Management System (CDMS). The system will serve as a secure, web-based platform integrating project information, activity records, participant databases, indicators, risk alert system, dashboards, and reporting functionalities into a unified system.

CMC-Nepal hereby invites eligible and qualified software development firms, IT companies, and system development service providers to submit an Expression of Interest (EOI) for the design, development, deployment, training, and maintenance of the proposed system.

2. Objective of the Assignment

The primary objective of this assignment is to design, develop, deploy, and provide technical support for a centralized, user-friendly, secure, and scalable web-based MEAL Data Management System that will:

·        Centralize project and organizational data on one platform.

·        Improve data quality, consistency, and accessibility.

·        Facilitate real-time monitoring and reporting.

·        Support indicator tracking and aggregation across projects.

·        Generate dynamic dashboards and analytical reports.

·        Strengthen organizational learning, accountability, and decision-making.

3. Scope of Work

The selected firm will be responsible for:

A. System Analysis and Design

·        Conduct detailed requirement gathering and consultation with CMC-Nepal.

·        Prepare system architecture, workflow diagrams, and database design.

·        Develop a detailed implementation plan and timeline.

B. System Development

The proposed system shall include, but not be limited to, the following modules:

1. Project Management Module

• Project information management.

• Donor, duration, status, and project-specific information.

• Activity planning and tracking.

• Geographic and participant information management.

• Creation and management of common and project-specific indicators.

• Automated aggregation of indicators across projects.

• Structured data entry forms.

• Auto-calculation and validation functions.

• Participant profiles and demographic information.

• Disaggregation by gender, age, ethnicity, disability, location, and other categories.

• Project and organizational risk tracking.

• Risk updates and monitoring.

• Draft, submission, review, return, and approval processes.

• Audit trail and approval history.

• Organizational dashboards.

• Project dashboards.

• Indicator dashboards.

• Gender and inclusion dashboards.

• Geographic dashboards.

• Automated report generation.

• Export functionality in Excel, PDF, and Word formats.

C. User Management and Security

·        Role-based access control.

·        Secure authentication and authorization.

·        Data backup and recovery mechanisms.

·        Audit logs and user activity tracking.

D. Testing and Deployment

• System testing and quality assurance.

• User Acceptance Testing (UAT).

• Production deployment.

E. Capacity Building and Support

• User training for all user categories.

• Development of user manuals and technical documentation.

• Post-deployment technical support and maintenance.

4. Expected Deliverables

The selected firm shall deliver:

1. Inception Report and System Design Document.

2. Functional Prototype/System Demonstration.

3. Fully Functional Web-Based Centralized MEAL Data Management System.

4. User and Administrator Manuals.

5. Training Completion Report.

6. Source Code and Database Documentation.

7. System Hosting and Security Configuration (if applicable).

8. Maintenance and Technical Support Plan.

5. Eligibility and Qualification Criteria

Interested firms must meet the following minimum requirements:

Mandatory Requirements

• Legally registered IT company, software development firm, or technology service provider in Nepal.

• Valid company registration certificate.

• PAN/VAT registration certificate.

• Latest tax clearance certificate or evidence of tax filing.

• Relevant experience in software/system development.

Technical Requirements

Preference will be given to firms with:

• Proven experience in developing Management Information Systems (MIS), Monitoring & Evaluation Systems, ERP systems, or web-based databases.

• Developed the systems required for NGOs, INGOs, development partners, or government institutions.

• Expertise web-based application development, dashboard design, database management, and data security.

• Availability of qualified technical personnel including:
  • System Architect

  • Software Developers

  • Database Administrator

  • UI/UX Designer

  • Quality Assurance Specialist

6. Submission Requirements

Interested firms are requested to submit:

A. Company Profile

• Organizational background.

• Years of operation.

• Areas of expertise.

B. Technical Proposal

• Understanding the assignment.

• Proposed methodology and approach.

• Proposed system architecture and technology.

• Work plan and implementation timeline.

• Maintenance and support approach.

C. Experience and References

• Similar assignments that are related to NGOs/INGOs have been completed during the last two years.

• Client references and contact details.

• Sample systems, websites, or portfolios.

D. Financial Information

• Indicative budget range or cost estimation for system development and maintenance.

• Proposed licensing and hosting arrangements (if any).

E. Legal Documents

• Company registration certificate.

• PAN/VAT certificate.

• Tax clearance certificate.

• Any other relevant licenses or certifications.

8. Duration of Assignment

The expected duration for the assignment is 4-7 weeks from the date of contract signing.

9. Confidentiality and Intellectual Property

All data, documents, source codes, reports, and materials developed under this assignment shall remain the sole property of CMC-Nepal. The selected firm shall maintain strict confidentiality regarding all organizational and project-related information.

10. Submission Deadline

Interested firms are requested to submit their EOI application in sealed envelope no later than 6 July 2026

Submission Address:

Executive Director

Centre for Mental Health and Counselling-Nepal (CMC-Nepal)

Kathmandu, Nepal

Email: cmcnepal@mos.com.np

Website: www.cmcnepal.org.np

Only shortlisted firms will be invited to submit a detailed technical and financial proposal and/or participate in a system demonstration and negotiation process.

11. Reservation of Rights

CMC-Nepal reserves the right to accept or reject any or all applications, wholly or partly, without assigning any reason whatsoever and shall not be bound to select the lowest-priced proposal.