Tenders

1.0.   GENERAL INFORMATION
1.1 Purpose
This Request for Proposals (RFP) is issued by iMMAP Inc., a 501c3 not-for-profit (herein referred to as iMMAP), for the purpose of procuring the services of an external consultant to design, develop, and operationalize the ReliefEU Expert Platform. The consultant will support iMMAP and NORCAP in creating a unified, automated, user-friendly platform that visualizes surge deployments, performance indicators, and operational processes for internal and public use.

1.2 Background
ReliefEU – creation of a surge capacity for experts to support humanitarian partners – is a joint project between NORCAP, iMMAP Inc. and the European Commission – DG ECHO. The project aims to enhance the capacity of UN agencies, the cluster system, NGOs, local actors and the broader humanitarian community to respond rapidly and reliably to crises through coordinated, harmonized, and efficient surge processes.

The project seeks to increase operational capacity by improving coordination and efficiency in responding to surge needs and by enhancing access to suitable expertise to address operational, technical and coordination gaps. Surge deployments are intended to support humanitarian actors in rapidly evolving emergency contexts.

The project is aligned with the ReliefEU Capacities (the team representing the European Commission – DG ECHO as part of this project) objective to support humanitarian partners with services and operational capabilities, facilitating the rapid delivery of humanitarian assistance while ensuring effectiveness, complementarity and added value. This EU’s lead  initiative contributes to strengthening humanitarian response capacity and enhancing the EU’s leadership and visibility..

1.3 About iMMAP
iMMAP Inc. is an international nonprofit organization that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP Inc.’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

1.4 Scope of Services

The Consultant will be required to:

Step 1: Define Objectives and Requirements
• Define the purpose and intended use of the dashboard
• Engage with key stakeholders to capture functional needs and expectations
• Identify and assess data sources (e.g. ToRs, expert reports, performance evaluations, surveys, debriefs, monitoring visits)
• Define / inventory indicators
• Integrate user feedback

Step 2: Design the Dashboard
• Design user-friendly layout and interface (UI/UX)
• Select appropriate visualizations (maps, charts, graphs, tables)
• Prepare wireframes and prototypes for validation
• Integrate user feedback

Step 3: Develop the Dashboard
• The dashboard will be developed in Power BI. Excellent knowledge of Power BI is essential, including demonstrated experience in hosting, automating, and maintaining dashboards using data stored on SharePoint and/or Google-based platforms.
• Design automated data pipelines using data hosted on SharePoint and/or Google-based platforms
• Ensure accurate data processing, validation, and integration
• Develop interactive visualizations and user functionality

Step 4: Interactivity and User Management
• Implement filters, drill-down features, and interactive controls
• Configure user access and permissions, including restricted internal versions and a public-facing version
• Ensure appropriate data protection and access governance

Step 5: Testing and Quality Assurance
• Conduct functionality, performance, and usability testing
• Integrate user feedback and address technical issues

Step 6: Deployment and Capacity Building
• Deploy the dashboard on an appropriate hosting environment
• Produce user guides and technical documentation, including instructions on maintenance, automation, access management and sustainability
• Provide user orientation or training sessions as required

1.5 Deliverables

The Consultant will be required to present to the Project Management Team and the Joint Project Group for approval:

• Fully functional Power BI dashboard (internal and public versions)
• Automated data integration and refresh mechanisms
• User access and permission structure: Demonstrated ability to configure and manage user access and permissions, including maintaining restricted internal dashboard versions while simultaneously publishing a public-facing version.
• User guides and technical documentation: The consultant is expected to develop comprehensive user guides and technical documentation, including instructions on dashboard maintenance, automation processes, access management, and long-term sustainability.
• Final handover package

2.0    ADMINISTRATIVE INFORMATION
2.1 Expected Time Period for Contract
The performance period of the contract resulting from this RFP is expected to last 30 days and is tentatively scheduled to begin on or about 1 January 2026, and to continue through 28 February 2026. iMMAP reserves the right to award and fund any or all activities of this project based upon the availability of funds. The successful proposer should be prepared to begin work according to the time and payment schedule proposed by iMMAP.

2.2 RFP Coordinator
Written questions must be directed, via email, to the RFP Coordinator listed below.

2.3 Proposer Inquiries
iMMAP will consider written proposer inquiries regarding RFP requirements or Scope of Services before the date specified in the Calendar of Events. iMMAP reserves the right to modify the RFP should a change be identified that is in the best interest of iMMAP.

To be considered, written inquiries and requests for clarification of the content of this RFP must be received by the RFP Coordinator via e-mail at cstazzi@immap.org Cc procurement-hq@immap.org by 5:00 p.m. EST on the date specified in the Calendar of Events. Any and all questions directed to the RFP Coordinator will be deemed to require an official response. Official responses to each of the questions presented by the proposers will be sent via email to all proposers by the date specified in the calendar of events.

Only the RFP Coordinator has the authority to officially respond to a proposer’s questions on behalf of iMMAP. Any communications from any other individuals are not binding to iMMAP.

2.4 Calendar of Events

Event	Date
Release RFP	10 December 2025
Deadline for receiving proposer inquiries	12 December 2025
Responses to proposer inquiries due	15 December 2025
Proposal submission deadline 5:00 pm ET	16 December 2025
Announce award of "Successful Proposer"	26 December 2025
Execute contract	1 January 2026

NOTE: iMMAP reserves the right to amend and/or change this calendar of events/schedule of RFP activities as it deems necessary.

3.0    PROPOSAL INFORMATION
3.1 Proposal Response Location
Proposers who are interested in providing professional services under this RFP should submit a proposal containing the information specified in Section 4.0. The fully completed proposal with signatures by an authorized representative must be received in email version by the RFP Coordinator designated above by the deadline date/time specified in the Calendar of Events.

Proposals, which for any reason are not so delivered, will not be considered for purposes of this RFP.

3.2 Desirable Qualifications of Proposer
It is highly desirable that proposers of this RFP meet the following qualifications:

• Eligible consultants must have experience  in Data Visualization;
• The consultant or leader of the consultancy team must have a minimum of 3 years’ related work experience;
• The consultant must have extensive experience in Information Management.

Proposers should ensure that their proposals contain sufficient information for iMMAP to make its determination by presenting acceptable evidence of the above to perform the services called for by this RFP.

3.3 RFP Addenda
iMMAP reserves the right to change the calendar of events or revise any part of the RFP by issuing an addendum to the RFP at any time.

3.4 Proposal Rejection
Issuance of this RFP in no way constitutes a commitment by iMMAP to award a contract. iMMAP reserves the right to accept or reject, in whole or part, all proposals submitted and/or cancel this announcement.

3.5 Withdrawal and Re-submission of Proposal
A proposer may withdraw a proposal that has been submitted at any time up to the date and time the proposal is due. To accomplish this, a written request signed by the authorized representative of the proposer must be submitted to the RFP Coordinator.

3.6 Subcontracting Information
iMMAP shall have a single prime contractor as the result of any contract negotiation, and that prime contractor shall be responsible for all deliverables referenced in the RFP or proposal. This general requirement notwithstanding, proposers may enter into subcontractor arrangements; however, they should acknowledge in their proposal total responsibility for the entire contract.

If the proposer intends to subcontract for portions of the work, the proposer should include specific designations of the tasks to be performed by the subcontractor. Information required of the proposer under the terms of this RFP is also required for each subcontractor.

Unless provided for in the contract with iMMAP, the prime contractor shall not contract with any other party for furnishing any of the work and professional services herein contracted for without the express written approval of iMMAP.

3.7 Ownership of Proposal
All materials submitted in response to this request become the property of iMMAP. Selection or rejection of a proposal does not affect this right.

3.8 Proprietary Information
Only information which is in the nature of legitimate trade secrets or non-published financial data may be deemed proprietary or confidential. Any proposal marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

3.9 Cost of Preparing Proposals
iMMAP is not liable for any costs incurred by prospective proposers prior to issuance of or entering into a contract. Costs associated with developing the proposal and any other expenses incurred by the proposer in responding to this RFP are entirely the responsibility of the proposer, and shall not be reimbursed in any manner by iMMAP.

3.10 Errors and Omissions in Proposal
iMMAP will not be liable for any errors in proposals and reserves the right to make corrections or amendments due to minor errors identified in proposals. iMMAP, at its option, has the right to request clarification or additional information from the proposer.

3.11 Contract Award and Execution
iMMAP reserves the right to enter into a contract without further discussion of the proposal submitted based on the initial offer received. iMMAP reserves the right to contract for all or a partial list of services offered in the proposal.

The RFP and proposal of the selected proposer will become part of any contract between the selected consultant and iMMAP.

If the contract negotiation period exceeds 14 calendar days or if the selected proposer fails to sign the final contract within 5 business days of delivery of it, iMMAP may elect to cancel the contract and award the contract to the next-highest-ranked proposer.

4.0    RESPONSE INSTRUCTIONS
4.1 Proposal Submission
Proposal submission must be received via email on or before 5:00 p.m. ET on the date specified in the aforementioned Calendar of Events at the email address specified below.

cstazzi@immap.org cc procurement-hq@immap.org

It is solely the responsibility of each proposer to assure that their proposal is received prior to the deadline for submission. Proposals received after the submission deadline will not be considered.

4.2 Certification Statement
The proposer must sign and submit the Certification Statement shown in Attachment II.

4.3 Proposal Format
The proposer should submit a proposal as specified in Attachment I which shall include enough information to satisfy evaluators that the proposer has the appropriate experience and qualifications to perform the scope of services as described herein. Proposer should respond to all requested areas.

5.0    EVALUATION AND SELECTION
5.1 Evaluation Team
The evaluation of proposals will be accomplished by an evaluation team, to be designated by iMMAP, which will determine the proposal most advantageous to iMMAP.

5.2 Administrative and Mandatory Screening
All proposals will be reviewed to determine compliance with administrative and mandatory requirements as specified in the RFP. Proposals found not to be in compliance will be rejected from further consideration.

5.3 Evaluation and Review
The purpose of the RFP process is to secure the contractor most capable of providing the services specified in this document. Selection of the contractor will be made solely on the basis of the most responsive proposal submitted by a qualified proposer that satisfies all services and products described in this RFP. iMMAP reserves the right to award a contract based upon initial offers received. Proposals submitted should follow the format in Attachment I.

The criteria for the evaluation process will be weighted as follows:
A. Corporate Qualifications and Management Support 15%
B. Experience 20%
C. Technical Requirements/Approach and Methodology 40%
D. Cost 25%

A. Corporate Qualifications and Management Support
This refers to the capability of the organization to perform the work requested in the RFP. This includes whether the organization has sufficient resources to work within the time constraints while maintaining desired performance levels and the level of competence of their professional personnel who will be assigned to the job by the proposer. Qualifications of professional personnel will be judged on the basis of certification and education with particular reference to prior experience on projects of a similar nature.

B. Experience
This refers to the proposer’s previous successful experience with similar projects as the lead consultant.

C. Compliance with the Technical Requirements of the RFP/Approach and Methodology
A proposal consisting of repetition of the RFP only will not be a satisfactory indicator of the proposer's grasp of the complexity of the project. Each proposal will be evaluated on (1) the proposer's understanding of the nature and scope of the work involved and (2) the proposer's procedures, with an emphasis on the techniques proposed for executing each task, the sequencing of tasks, and the methods used for quality control. The proposal should reflect compliance with all activities and procedures requested in the RFP.

D. Cost
The grand total proposed cost will be evaluated for the purpose of selecting the successful proposer.

5.4 Announcement of Contractor
The RFP Coordinator will notify the successful proposer and proceed to negotiate terms for final contract. Unsuccessful proposers will be notified by email accordingly.

Annex I_Proposal Information

Annex II_Certification Statement

Annex III TOR - ReliefEU Expert Platform