Development of Cloud-Based Monitoring and Evaluation system (M&E) of Mekong Korea Cooperation Funded projects.

: Mekong Institute (MI)

: Nonprofits / องค์กรไม่แสวงหาผลกำไร

: 297

: 26 September 2025

5 October 2025

TERMS OF REFERENCE (TOR)

Project Name:	Capacity Building on Regional Project Design, Implementation, Monitoring and Evaluation of MKCF projects (PRIME Project)
Assignment Title:	Development of Cloud-Based Monitoring and Evaluation system (M&E) of Mekong Korea Cooperation Funded projects.
Activity Code:	A19-MKCF6-23-TIFY104
Contract Category	Special Service Agreement (SSA)
Duration:	15 October 2025 – 5 December 2025
Duty Station:	Home- based

1. Purpose of the Assignment:

The Republic of Korea (ROK) launched the Mekong-ROK partnership in 2011 and established the Mekong-Republic of Korea Cooperation Fund (MKCF) in 2013 to support cooperation in seven priority areas outlined in the Han River Declaration of 2011. The sectors include (1) Culture and Tourism, (2) Human Resources Development, (3) Agriculture and Rural Development, (4) Infrastructure, (5) Information and Communication Technology (ICT), (6) Environment, and (7) Non-traditional Security Challenges. As of January 2025, a total of 61 projects have been approved since the inception of MKCF in 2014.

Since 2024, Mekong Institute (MI), tasked as MKCF coordinating agency, has worked with a consultant team to develop a cloud-based Monitoring & Evaluation system to ensure timely and reliable M&E and streamline result-based management throughout MKCF project life. The M&E system is also expected to support program implementation with accurate, evidence-based reporting and improve program performance by recording the data during online and offline mode and can synchronize the data with the server whenever a user connects with the network/internet across the globe. In addition, it targets to contribute to regional learning and knowledge sharing, uphold accountability and compliance as per donor requirements. The system has been running with basic project information, M&E logical framework uploaded. However, it remains an incomplete system with technical issues regarding insufficient menus, inactive functions, the current design cannot accommodate updated M&E data to measure project progress, indicators, outcomes, outputs on a regular basis towards project result-based management.

In this regard, MI is looking for hiring a consultant/consulting firm to re-design the M&E system with full data upload and update, contributing to overall management of MKCF project progress, results and achievements for effective project result-based management and highlighting MKCF and ROK’s significant contributions to the development and integration of Mekong region purposes.

2. Objectives of the Assignment:

The overall objective of the assignment is to review the current system, identify pros and cons, re-design and improve the platform to enable effective planning, implementing, monitoring, reporting and updating project information and activities being implemented by PIAs of MKCF projects. The cloud-based M&E system shall cover the whole cycle of the MKCF project, support extracting/consolidating information and data for project management purposes. Basic data of projects should be synchronized with the MKCF web portal which is also developed under MKCF cycle. Specifically, this assignment aims to:

1) Re-design and improve the cloud-based M&E system with user-friendly database application and functions to assist its users (development partners, administrators and grantees) to access, upload, update, analyze, process, and convert data into useful information using various search, sort, filter, and rank queries accessible both on local intranet and internet system.

The consultant/consulting firm is requested to conduct an in-depth review of the MKCF results framework, MKCF project cycle of individual projects to ensure flexibility in database design to adapt/accept the changes in data that may be required in future management and share the database for its audience. All basic data of each project in the system is synchronized with the MKCF web portal to facilitate the project accessible result-based management by all audiences including MKCF project team members and donor.

2) Ensure active functions of the system for data entry by PIAs and timely support provided for smooth data update throughout the contract and project life.

3) Closely work with MI project team to make sure sufficient training is delivered to provide technical services needed for maintenance and further customization of the system.

3. Scope of the Assignment:

The consultant/consulting firm will re-design and improve the existing cloud-based Monitoring and Evaluation system which covers the MKCF project cycle.

3.1. Tasks and Deliverables

The consultant/consulting firm shall take overall responsibility for the quality of the assignment. The team shall submit final product of M&E system by 5 December 2025. Although the contract ends on 5 December 2025, handover and post-contract support will continue as stated below.

Task	Deliverables	Deadline
1) Understand requirements and existing manual process of project design, planning, monitoring, and evaluation system through discussion with MKCF team and review of current M&E framework.	Assessment report outlining requirements, system gaps, and recommendations	24 October 2025
2) Review current M&E system design, including format, structure, and functionalities for data input; identify gaps or insufficient/inappropriate functions/menus.		24 October 2025
3) Specify required hardware and IT infrastructure to support web/cloud-based system.	Detailed IT requirements document, ensuring system compatibility, scalability, security, and sustainability.	24 October 2025
4) Incorporate secure system features: a) Secure Development b) Encryption c) Access Control d) Authentication/Authorization e) Secure Communication f) Audit trails g) Firewalls/IDS h) Patch Management i) Monitoring/Logging j) User Training		24 October 2025
5) Ensure system functionality aligns projects/PIAs under indicators of 7 priority sectors, linking objectives, activities, targets, indicators, and outcomes to MKCF objectives and Plan of Action.	Draft or mock-up of the web/cloud-based M&E system that aligns with sector priorities, and ensures accessibility in both online and offline contexts with centralized data integration	7 November 2025
6) Provide both web/cloud-based online data entry and offline data entry with upload option to central database.		7 November 2025
7) Demonstrate system functionality upon completion and provide operational/technical training to stakeholders and MKCF team.	Fully functional web/cloud M&E platform	5 December 2025
8) Transfer ownership of system, including licensing and all technical/technological materials in original soft/hardcopy.	Demonstration session, training workshops, user manual, transfer package (soft & hardcopy), training completion report	TBD
9) Ensure the improved M&E system incorporates key principles and standards (not limited to those listed).	Final M&E system, documentation	TBD

3.2. Applicable & Relevance:

1) The design should incorporate standard Result-Based Management (RBM) requirements (such as Theory of Change, Results Framework, Results Chain, Logical Framework Matrix, Indicators and Target, Work Plan, Financial Plan, among others).

2) The system should have a feature to link or upload data from other data collection sources such as MS Excel, Google Sheets, SurveyMonkey, and Google/MS Forms. and allow users to associate indicators with particular questions and also create indicator expressions that instruct the system on the formula to use to calculate indicator values.

3) The system should include automated reports at the aggregated and disaggregated level and allow users to create their own standard reports based on reporting requirements from 4.1.

4) The system should come with customizable project dashboards that can display critical data in charts and graphs. The dashboard should also have the option to display project indicator performance both technical and financial by comparing actual indicator values with targeted values and to produce required reports.

5) The system should also have an aggregation function, to aggregate indicators across projects, geographical areas, sectoral indicators and regional impacts and should share them to the MKCF web portal when requested.

6) It should support the use of multiple users at a time.

7) The response time of the software system should be as efficient as possible

3.3. Interactive & Adaptative:

1) The system should provide Dashboard or any other interactive tools which mechanize the process of mapping data and synthesis information. This feature should assist Manager-level users to oversee the results to provide adaptative management.

2) The system should allow for results framework (and other related tools) to be customized having any number of levels.

3) The system should equip a customization function which allows to adapt with the different contexts of project.

3.4. Timely responses:

1) The system should allow users to set targets for each of the indicators for specific periods of time. These targets can later be compared with the actual indicator values and users can track progress against targets on quarterly, bi-annual, and annual bases.

2) It should also generate notification emails for approaching and past deadlines of periodic reports, with automatic escalations in case of default.

3.5. Confidential & data management

1) The system must be connected with stable cloud-storage with strong encryption and different levels of segregation of storage for the users in different countries and keep digital privacy with appropriate automatic function.

2) It should have storage system indicator based detailed records about subprojects and their related programs, financial information, indicator, outputs etc. The system should include a comprehensive indicator library for most of the common indicators. The system should also allow users to include their own indicators and share indicators across projects and countries.

3) It should possess options for entering the data off-line (and storing locally) and importing structured data to the central database later directly from the local files (e.g., MS Excel, PDF data entry forms that can be uploaded to the web/cloud based data entry system). The system also needs to allow the administrators to re-check the entered data and clean, as required.

4) It should have options for downloading the entered data and files from the country-level partners and institutions in different formats such as MS-Excel, Access etc.

4. Terms of implementation:

4.1. The implementation will follow the following schedule:

1) Submit first set of deliverables (Improved cloud-based M&E system, trial, launched) by 5 December 2025.

2) Within December 2025: Organize handover meetings to transfer data to MI and its project team. This includes training the team on how to operate and maintain the system.

3) After the handover: Provide 6-month free post-implementation technical support to Mekong Institute and MKCF project stakeholders.

4.2. Ensure data integrity during and after the M&E system implementation.

4.3. Provide a high security and cost-effective online portal.

4.4. Mekong Institute (MI) should have all administrative access and authorities to change or modify the improved M&E System.

4.5. Design training content and deliver hands-on training to MI team and PIAs and use training to obtain feedback for any modification of the system.

4.6. Provide the mechanism to extract, analyses, aggregate information from the M&E system and send them to relevant websites especially to MKCF web portal.

4.7. Maintain current segregated data storage, management, and administrative privilege for the users from different countries, considering confidentiality of the data.

4.8. Provide proper documentation for all the modules installed.

4.9. Provide training and reference manuals for the different user levels.

5. Consultant qualifications and expertise required

The assignment may be undertaken by an individual consultant, a consulting firm, or a consulting team. The following qualifications and expertise are required:

1) Educational Background (for Individual or Team Members)

Advanced degree (Master’s or higher) in Information Technology, Computer Science, Data Management, Monitoring and Evaluation, or a related field.

2) Technical Expertise

Proven experience (minimum 5 years) in designing, developing, and implementing web/cloud-based Monitoring and Evaluation (M&E) systems.
Strong knowledge of software development life cycle (SDLC) and secure system development practices.
Demonstrated expertise in database management, cloud solutions, and integration of online/offline data systems.
Competence in incorporating security features (encryption, access control, authentication/authorization, audit trails, monitoring, and logging).
Strong knowledge in project M&E logical framework and project result-based management.

3) Training and Capacity Building

Experience in conducting operational and technical training for diverse stakeholders.
Ability to develop clear training materials and user-friendly guidelines.
Ability to train, coach, write reports, and communicate in English.

4) Team Composition (for firms/teams)

The consulting firm or team should collectively demonstrate expertise in:
- System architecture and software development
- Monitoring and Evaluation frameworks
- Cybersecurity and IT infrastructure
- Capacity building and training

5) Relevant Experience

At least three (3) similar assignments successfully completed for international, regional, or development organizations, preferably in the Mekong subregion or Asia-Pacific.
Proven ability to deliver customized, practical, and sustainable M&E solutions.
Strong communication, facilitation, and teamwork skills.
Ability to work effectively with technical and non-technical stakeholders across multicultural contexts.

6. Budget

The total lump-sum amount of this consultancy service is maximum $20,000 (twenty thousand U.S. dollars). The budget details/breakdown should be provided in the EOI/Proposal.

7. Application Guidelines

Interested applicants should submit the following:

Updated CV highlighting relevant expertise and educational Background (for Individual or Team Members)
Brief cover letter outlining approach
Proposed consultancy rate (lump sum)

8. Submission

Consultant online application form: Click or https://forms.gle/zydtFG4DnmHEaCPZ8

Ensure uploaded documents are set public access

Subject line: Development of Cloud-Based Monitoring and Evaluation system (M&E)

Deadline: 5 October 2025

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