Call for Proposals: Design, Development and Deployment of a Comprehensive Membership and Intervention Management System for CUAPWD

The Coordinating Unit of Associations of Persons with Disabilities (CUAPWD) is a network of Organisations of Persons with Disabilities (OPDs) operating in the North West, South West, and West Regions of Cameroon. CUAPWD coordinates advocacy, capacity building, humanitarian response, and development interventions for persons with disabilities. Currently, membership and intervention data are managed through fragmented tools (spreadsheets, paper records, and project-specific databases). This limits CUAPWD’s ability to:

• Maintain an accurate, up-to-date register of all individual members belonging to affiliated OPDs;
• Track membership dues;
• Record and analyse the full history of support provided to each member;
• Generate reliable reports for accountability, planning, fundraising, and advocacy;
• Avoid duplication of support and ensure equitable targeting.

CUAPWD therefore seeks to develop a robust, secure, and user-friendly Membership and Intervention Management System that will serve as the organisation’s central digital database.

2. Purpose of the Assignment

The purpose of this assignment is to design, develop, test, deploy, and provide initial training and documentation for a comprehensive web-based (with optional offline/mobile capability) software system that captures, manages, and reports on:

• Individual members of all CUAPWD-affiliated OPDs;
• Their demographic and disability-related profiles;
• Membership status and dues payment history;
• All forms of support/interventions received from CUAPWD (and related projects), including source of funding.

The system must be scalable, secure, accessible, and adaptable to CUAPWD’s evolving needs.

3. Scope of Work

The selected firm/consultant(s) will be responsible for the full software development lifecycle, including:

3.1 System Analysis & Design

• Conduct detailed requirements gathering with CUAPWD staff.
• Produce System Requirements Specification (SRS), database schema, user roles & permissions matrix, and wireframes/mock-ups.
• Ensure the design supports future expansion (additional regions, new intervention types, integration with other tools).

3.2 Core Functional Modules

1. Member Registration & Profile Management

• Unique Member ID generation
• Linkage to parent OPD
• Demographic data (name, sex, age/date of birth, contact, location/region/division/subdivision, household information, etc.)
• Disability profile (type of impairment(s), severity, onset, assistive devices currently used, Washington Group Short Set or equivalent functional questions)
• Socio-economic status, education level, occupation, vulnerability flags (IDP, woman with disability, child, elderly, etc.)
• Membership status (active, inactive, suspended) and joining date
• Photo upload (optional)
• Search, filter, and advanced query functions

1. Membership Dues Management

• Recording of dues payments (amount, date, period covered, payment method, receipt number)
• Automated calculation of outstanding dues
• Payment history per member and aggregated reports by OPD
• Alerts/reminders for overdue payments

1. Intervention / Support Tracking Module

• Recording of every form of support provided to a member, including but not limited to:
  • Cash transfers/cash assistance
  • Assistive devices (type, quantity, specifications)
  • Capacity building/training (topic, duration, certificate)
  • Livelihood/start-up kits
  • Medical / rehabilitation support
  • Education support
  • Protection / psychosocial support
  • Any other customisable intervention categories
• For each intervention record:
  • Date/month/year
  • Frequency (one-off, monthly, quarterly, etc.)
  • Quantity/value
  • Project name
  • Funder/donor
  • Implementing partner (if applicable)
  • Responsible CUAPWD staff/officer
  • Supporting documents upload (optional)
• Full history view per member showing all support received over time
• Prevention of duplicate support where appropriate (configurable rules)

1. Reporting & Analytics

• Pre-built and customisable reports (by OPD, region, disability type, sex, age group, project, funder, intervention type, time period)
• Dashboard with key indicators
• Export to Excel, PDF, and CSV
• Ability to generate beneficiary lists for specific projects or audits

1. User Management & Security

• Role-based access control (e.g., Super Admin, Regional Admin, Data Entry Officer, Viewer, OPD Focal Point – limited access)
• Secure login, password policies, activity logs/audit trail
• Data encryption and regular backup mechanisms
• Compliance with basic data protection principles

1. Additional Features (Desired)

• Mobile-friendly interface or progressive web app
• Offline data entry capability with later synchronisation (highly desirable given connectivity challenges)
• Bulk import/export functions
• Notification system (email or SMS alerts – optional)
• Multi-language support (English mandatory; French desirable)

3.3 Development, Testing & Deployment

• Agile or iterative development with regular demos to CUAPWD
• Comprehensive testing (functional, security, usability, performance)
• Deployment on a secure server (cloud or CUAPWD-preferred hosting)
• Data migration support from existing Excel/paper records (sample migration)

3.4 Training, Documentation & Handover

• User manuals (Admin and End-User)
• Technical documentation (including database schema and API if applicable)
• Training of CUAPWD core staff (minimum 5–8 persons) and selected OPD focal points
• 3–6 months post-deployment technical support and bug fixing

4. Expected Deliverables

1. Inception Report & Detailed Requirements Specification
2. System Design Document (including database design and user interface mock-ups)
3. Fully functional and tested software system
4. Deployed system on agreed hosting environment
5. User and Technical Manuals
6. Training sessions and training report
7. Source code and all related intellectual property handed over to CUAPWD
8. Final Report including sustainability and maintenance recommendations

5. Duration

Estimated duration: 4 to 6 months from contract signature (depending on complexity and feedback cycles).

6. Required Qualifications of the Firm / Team

• Legally registered software development company or experienced IT consulting firm
• Minimum 5 years of proven experience in developing web-based database/management information systems
• Demonstrated experience with membership, beneficiary, or case management systems (experience with disability, health, or humanitarian organisations is a strong advantage)
• Strong expertise in modern web technologies, secure database design, and user-centred design
• Ability to deliver accessible interfaces (consideration for users with disabilities is highly desirable)
• Experience working in Cameroon or similar low-connectivity environments preferred
• Competent team including: Project Manager, Business Analyst, Full-stack Developers, UI/UX Designer, and QA Tester

7. Proposal Submission Requirements

Interested firms should submit:

1. Technical Proposal (understanding of the assignment, proposed methodology & work plan, team composition & CVs, relevant experience with samples/links)
2. Financial Proposal (detailed budget in XAF, covering development, hosting setup for first year, training, and support)
3. Company profile and legal registration documents
4. At least two references from similar assignments

Deadline for Submission: Saturday, 31 October 2026 at 23:59 (Cameroon time). Late submissions will not be considered. Proposals should be submitted electronically to:
info@cuapwdcenco.org / cuapwd2008@gmail.com
with the subject line: “Proposal – CUAPWD Membership & Intervention Management System”

8. Evaluation Criteria (Indicative)

• Understanding of requirements and quality of proposed solution – 30%
• Relevant technical experience and team qualifications – 25%
• Methodology and work plan – 20%
• Financial proposal (value for money) – 15%
• Accessibility considerations and sustainability approach – 10%

Background

9. Additional Information