Achiziții de bunuri și contractări de servicii

Term extension for Terms of Reference (ToR)

Digital Transformation Consultancy Services

Moldova Red Cross Society (MRCS)

1. Background

The Moldova Red Cross Society (MRCS) is a non-governmental, non-profit and apolitical organization, auxiliary to the public authorities that has been activating for more than 98 years, operating on the basis of the Geneva Conventions of 1949, in compliance with the 7 principles of the International Red Cross Movement and Law 139-XV/2001, its main activity being to pre-vent and alleviate the suffering of vulnerable people in Moldova. MRCS have 21 municipal and district branches centrally coordinated in which more than 1300 volunteers activate. MRCS is in a period of intense development, being involved in numerous humanitarian projects addressed to vulnerable people on the territory of the Republic of Moldova.

Currently, the MRCS is undergoing a comprehensive institutional transformation process aimed at strengthening its governance, transparency, and operational efficiency. As part of this effort, the National Society has revised and approved key internal policies and procedures in areas such as human resources, finance, procurement, risk management, whistle-blower protection, and data protection. In parallel, MRCS is preparing for the digitalization of its core management systems, including accounting, HR, and logistics.

MRCS, with the support of the partners initiating a structured digital transformation process intended to improve organizational efficiency, strengthen internal controls, enhance transparency, and optimize operational and reporting processes.

Currently, a number of organizational functions rely on fragmented systems, manual workflows, and non-integrated data management practices. These limitations affect operational efficiency, data consistency, decision-making processes, and the organization’s capacity to ensure timely and accurate reporting to donors and partners.

The digital transformation initiative aims primarily to support the integration and optimization of:

• finance and accounting systems;
• human resources management;
• procurement and logistics processes;
• document management and approval workflows.

At the same time, the initiative seeks to establish the foundation for future expansion toward additional operational areas, including fleet management and warehouse management systems.

The transformation process is expected to contribute to:

• standardization of organizational workflow data and reporting;data consistency and document management;

• improved interoperability between departments and systems and approval workflows;
• alignment with donor compliance and reporting requirements;
• strengthening of IT governance and cybersecurity practices;
• improved operational continuity and organizational resilience.

MRCS recognizes that successful digitalization requires not only technological solutions, but also organizational readiness, realistic implementation planning, and effective change management processes adapted to the institutional context and operational capacities of the organization.

2. Purpose of the Consultancy

The purpose of this consultancy is to assess the current organizational and IT environment of MRCS and to develop strategic, technical and operational framework required to guide digital transformation process.

The consultancy is strategic and preparatory in nature. their does not include direct development or implementation of IT systems, but focuses on defining:

• organizational and technical requirements;
• target architecture and governance models;
• implementation priorities and roadmap;
• procurement-ready technical documentation for future IT solutions.

The consultant will assess the existing infrastructure, systems, workflows, and organizational capacities and processes and will develop recommendations and planning documents to support future procurement and implementation phases for digitalisation.

In addition, the consultancy may include limited operational IT support during the contract period, although this component shall remain complementary and shall not constitute the primary objective of the assignment.

3. Type of Contract

This ToR foresees the contracting of consultancy services.

The service provider may be:

• an individual consultant, a team; or
• a specialized consulting company,

provided that sufficient experience and expertise in digital transformation, ERP systems, organizational process optimization, and integrated IT systems can be demonstrated.

Regardless of legal status, the consultant (s) must demonstrate the capacity to provide:

• organizational and IT assessments;
• business process analysis;
• conceptual system architecture design;
• technical documentation development;

4. Specific Objectives

The consultancy aims to establish a coherent, sustainable, affordable and scalable framework for MRCS digitalization through:

• assessment of the existing organizational and IT environment;
• identification of operational gaps, inefficiencies, and risks;
• definition of an integrated target architecture;
• standardization of data structures and workflows;
• strengthening of IT governance and cybersecurity;
• improvement of interoperability between systems and departments;
• alignment with donor reporting and compliance requirements;
• preparation of procurement-ready documentation for future implementation phases.

5. Scope of Work

5.1 Assessment of the Current Situation (As-Is Assessment)

The consultant shall conduct a detailed assessment of:

• existing IT infrastructure;
• hardware and software systems;
• connectivity and digital capacities at central and branch levels;
• organizational workflows and operational processes;
• current reporting and data management practices;
• existing IT governance and support arrangements.

The assessment shall focus particularly on the following operational areas:

• finance and accounting;
• human resources;
• procurement;
• logistics and supply chain management;

• document approval and archiving processes.

The assessment shall also include:

• identification of operational bottlenecks and inefficiencies;
• analysis of duplicated or manual processes;
• evaluation of interoperability and data consistency challenges;
• assessment of digital readiness and staff capacities;

• evaluation of cybersecurity and data protection practices.

The outcome of this phase shall be a comprehensive diagnostic report serving as the foundation for subsequent consultancy stages.

5.2 Definition of the Target Model (To-Be)

Based on the assessment findings, the consultant shall develop a conceptual model for an integrated digital ecosystem for MRCS.

The proposed model shall include:

• recommended IT architecture;
• governance and decision-making mechanisms;
• standardized workflows and data structures;
• interoperability principles between systems and departments;
• document management and electronic signature workflows;
• integration principles for donor reporting requirements;

• recommendations regarding cloud-based or hybrid infrastructure solutions.

The proposed model shall also consider:

• scalability and sustainability;
• phased implementation approaches;
• organizational readiness and change management requirements;

• reasonable and affordable medium- and long-term operational and maintenance costs.

5.3 Preparation of Technical Procurement Documentation

The consultant shall prepare a comprehensive procurement-ready Technical Terms of Reference (Technical ToR) describing the functional and technical requirements for future IT solutions and implementation services.

The documentation shall include:

• functional requirements for each operational area (finance, HR, procurement, logistics, document management, etc.);
• general technical specifications;
• interoperability requirements;
• cybersecurity and data protection requirements;
• infrastructure and hosting requirements;
• implementation stages and milestones;
• expected deliverables;
• evaluation criteria for procurement procedures;

• maintenance and post-implementation support requirements.

5.4 Change Management

The consultant shall develop a Change Management Plan aimed at ensuring successful adoption and sustainability of future digital solutions.

The plan shall include:

• staff training and capacity-building measures;
• internal communication approaches;
• stakeholder engagement mechanisms;
• change readiness assessment;

5.5 IT Security and Data Protection

The consultancy shall define minimum IT security and data protection standards, including:

• access control mechanisms;
• user roles and permissions;
• backup and disaster recovery procedures;
• audit trails and traceability mechanisms;
• cybersecurity minimum standards;

• data confidentiality and integrity measures.

These requirements shall support compliance with MRCS standards.

5.6 Business Continuity

The consultant shall develop a Business Continuity Plan (BCP) identifying critical organizational processes and defining mitigation and continuity measures in case of operational disruptions, emergencies, or system failures.

5.7 Analysis of Solution Options

The consultancy shall include a comparative analysis of potential technological solutions, including:

• standalone systems;
• integrated digital organizational management system, digital solutions for MRCS size, including possible ERP-type approaches where operationally and financially feasible;
• open-source solutions;
• cloud-based and hybrid approaches.

• Total Cost of Ownership analysis of comparable and relevant solutions

The analysis shall consider:

• cost-efficiency;
• sustainability;
• scalability;
• implementation complexity;
• operational feasibility;

• support and maintenance implications.

The consultant shall provide a justified recommendation regarding the most appropriate option for MRCS. It is expected that the consultant would discuss with MRCS at the early stage the concept of the proposed solution to ensure that it does fit to MRCS expectations.

5.8 Operational IT Support

During the contract period, the consultant may provide limited operational IT support consisting of:

• ad hoc technical advice;
• limited user support;

• punctual troubleshooting assistance.

This component shall remain complementary and shall not constitute the primary scope of the assignment.

6. Deliverables

The consultant shall provide the following deliverables:

• As-Is Assessment Report;
• Target Architecture and Operational Model (To-Be);
• Procurement-ready Technical ToR;
• Digital Transformation Roadmap and Implementation Plan;
• Total Cost of Ownership analysis over a 3–5 year period, including licensing, infrastructure, maintenance, support, upgrade and operational costs over a medium-term period;
• Change Management Plan;
• Minimum IT Governance and Security Policies;
• Business Continuity Plan;
• Comparative Analysis of Solution Options;

• Final Consultancy Report and Executive Presentation.

All deliverables shall:

• be submitted in editable formats;
• contain practical and implementable recommendations;

• be adapted to the operational context and capacities of MRCS.

7. Contract Duration

The estimated duration of the assignment is 45–60 calendar days, structured in sequential phases covering assessment, analysis, consultations, drafting, and finalization of deliverables.

8. Application Package

Interested applicants (individual consultants or companies) shall submit the following documents:

1. Letter of Interest

• acceptance of ToR conditions.

2. Profile / CV

• CV (for individual consultants) or company profile;
• proposed team composition and roles (if applicable);
• CVs of key experts;
• evidence of relevant experience;

• list of similar assignments including beneficiary, period, role, and achieved results.

3. Technical Proposal which would include but not limited to

• understanding of the assignment objectives;
• proposed methodology;
• work plan and timeline;

• description of deliverables.

4. Financial Proposal

• total amount in MDL, including VAT;
• detailed cost breakdown;

5. Declarations

• declaration of absence of conflict of interest;
• declaration regarding accuracy of submitted information;

• confidentiality declaration.

6. Annexes (Optional)

• examples of similar work;

• recommendation letters or references.

9. Intellectual Property Rights

All deliverables produced under the contract shall become the exclusive property of MRCS. The consultant shall not use, reproduce, or distribute any materials developed under this assignment without prior written authorization from MRCS.

10. Evaluation Criteria

Offers will be evaluated based on a total score of 100 points distributed as follows:

Evaluation considerations:

• relevance and quality of similar assignments;
• understanding of organizational digital transformation processes;
• feasibility and practicality of the proposed methodology;
• sustainability and scalability of proposed approaches;

• cost-efficiency in relation to expected deliverables.

The proposals will be submitted at the dedicated email tender@redcross.md, object – proposal ”Digital Transformations Consultancy Services”, submission deadline – July 3, 2026, 18:00.

For any additional information please contact Alexandru Dobrovolschi, alexandru.dobrovolschi@redcross.md tel. +373 79642794

All the necessary documents can be downloaded here.