data management system/software provider to implement a database of grantees

Deadline for applications: August 31, 23:59 CEST

ILGA-Europe overview

ILGA-Europe is the European and Central Asia Region of the International Lesbian, Gay, Bisexual, Trans & Intersex Association. We are a membership-based organisation bringing together over 600+ organisations from 54 European and Central Asian countries, an excellent platform for joint advocacy and movement development and empowerment. As part of its mandate ILGA-Europe both advocates for human rights and equality for LGBTI people in Europe and Central Asia and strengthens the LGBTI movement through its capacity building programme.

In 2021 ILGA-Europe made 61 new grants, and managed around 131 active grants for a total of 1.5 million EUR in around 35 countries. And the number of grants and grantee organisations with whom ILGA-Europe has worked is steadily increasing. The types of the grants vary from short-term (up to 6 months) to multi-year grants, from project to flexible funding. As a grant-maker to a large number of informal groups and organizations in a dynamic movement, we are looking for a data management software provider to improve internal collection and processing of relevant information related to current and past grants and grantees.

Goals for this project

ILGA-Europe is planning to implement a new data management system (database) for the management, monitoring and tracking of grants and grantees. The objective of the database is to collect relevant information related to about 100 current and more than 400 past grants and grantees, to enable smooth processing and updating of data, and to create a centered and unified approach of data management for the ILGA-Europe staff team. The database will be used only internally by relevant staff members – approx. 10-15 users.

The types of data processed include, but are not limited to:

  • Personal data
    • Individuals’ names and contact information (city, country, email address)
    • Individuals’ affiliations to grants and grantees
  • Organisational data
    • Organisations’ names and contact information (address, city, country, email address, website)
    • Organisations’ links to awarded/implemented grants
  • Organisational qualitative, descriptive data
    • Track records of implemented grants
    • Evaluations of performance on implemented grants
    • Descriptive information on organisational capacities
  • Financial information related to individual grants
    • Amounts awarded and dates for awards
    • Amounts paid and dates of payment
    • Amounts spent/reported
    • Periods of performance
    • Sources of funding
  • Qualitative information related to individual grants
    • Objectives / grant summaries
    • Place of performance
    • Progress reports / notes from meetings with grantees
    • Reporting deadlines

The required characteristics and functionalities of the software include:

  • Being cloud-basedand accessed through a web-interface of a provided API;
  • Allowing the import and management of multitype and complex data, both financial and descriptive,and allowing to link the organizations, individuals and projects, and group them by different categories;
  • Allowing the additional of external links or materials;
  • A searching function and a filtering function with the possibility to display and export results with selected data fields;
  • Automatic tracking of reporting deadlines, with a possibility to notify relevant staff members;
  • Quick exporting of selected information into Excel or text files;
  • Compliance with adequate digital security and data protection standards;
  • A possibility of setting up different user access levels based on the needs and access levels.

Role of the Provider

We are seeking bids from providers capable of the following tasks:

  • Setup a relational data management system/software;
  • Tune the setup variables according to the usage conditions;
  • Setup different types of users and access levels;
  • Provide introduction training to database management for 2-4 staff members;
  • Provide clear guidance and support on data import and export.

ILGA-Europe will provide information on the specific data types, structures and functionalities required. ILGA-Europe will also be responsible for data imports.

Profile of the provider

  • Potential provider should have demonstrated experience in (not limited to):
    • Customization and integration of data management systems,
    • Database implementation,
    • Understanding of and, preferably, experience with the grant-making sector,
    • Quick response rate for technical support.  

Submission of offers

Offers should be sent by Wednesday 31 August, 23:59 CEST, to

Rim Sardaryan

Grants and Finance Officer

subject: “Data management system/software provider”

and should include:

  • A description of the proposed software solution and how it fulfils the requirements listed above
  • Information about the provider and their experience in relation to the profile described above, including 2 relevant references
  • A demonstration of the ability to uphold standards of security, data protection and non-discrimination
  • Financial information.

The provider should provide a quote for the completion of all work within the offer, and specify the structure of fees (hourly, flat rate, per user, per deliverable, license, etc., as well as any maintenance or support fees usually incurred on an on-going bases throughout the period of the use of the software). Terms of payment should be included in the offer.

Please note that if the provider is not able to issue invoices with VAT (i.e. is exempt of VAT in the country of operations or shifts VAT to ILGA-Europe), ILGA-Europe may be required to settle VAT at a rate of 21% for the services in Belgium, in accordance with fiscal legislation in Belgium. In your offer please specify whether the fees quoted include VAT and at what rate.