TERMS OF REFERENCE (TOR)
FOR CASE MANAGEMENT SYSTEM DEVELOPMENT
CARE International in Poland (CPL) was established in 2022, in response to Russia’s full-scale war in Ukraine. In 2026 CPL has two main programmatic areas – durable solutions and emergency preparedness and response. As part of the latter, CPL provides protection case management (PCM) to vulnerable individuals crossing borders to Poland. As of late 2025 around 17 million border crossings were recorded, according to Polish authorities and UN agencies. Of the nearly 1 million Ukrainian refugees in Poland, around 85% are women with children and elderly people, groups particularly vulnerable to protection risks. These include limited access to healthcare and livelihoods, economic exclusion, unemployment, and social marginalization driven by legal, language, and financial barriers.
CPL seeks applications from suitable consultant(s)/team to develop a digital case-management system. This Information Management System (IMS) will be used to record and respond to the acute needs and vulnerabilities across Poland, with the ability to adapt to various modalities and intake streams prioritized by different donors. The estimated number of beneficiaries may reach 50,000 during 2026-2027. As part of PCM, CPL will provide a range of services such as Cash Transfers (CT) that may be conditional or unconditional, mental health and psycho-social support (MHPSS), temporary accommodation, in-kind donations, etc. (for further details please see enclosed case management toolkit).
The system will manage data at several levels of the process (allowing proper tracking, log and audit trail) based on the needs assessments and delivery mechanism.
The system must be designed to allow:
The case management system should have:
System capabilities that allow scalability, and adaptability
The system shall dynamically check multiple fields for duplication:
Data scoring: the system shall allow adaptable scoring of the eligibility criteria.
Data approval: The system shall allow data approval (e.g., action plan, payments, etc.) by line managers.
Platform must be able to support a multi-agency approach and identify potential duplicate registrations
Platform should notify each agency of a potential duplicates or inaccuracies, for them to provide a remedy to identify and de-activate potential duplicate registrations
The consultant(s)/team should specify the process by which potential duplicate entries will be identified (the system should utilize alerts, notifications or other appropriate systems to make users aware of a potential match and the means to identify and eliminate verified duplicates).
The system must have the ability to differentiate users by permissions level and by organization Permissions should include one or a combination of the following: write, read, edit, export, administer.
The consultant(s)/team should indicate how extensively permissions can be configured for specific data points, forms, and reports. Proposals must describe the administration of users including addition/modification of user profiles, user groupings based on organization and permissions type
The system should have at least the following language inputs: Polish, English and Ukrainian.
All relevant modules of the system should be compliant with the General Data Protection Regulation (GDPR) of the European Union. All data stored should be under the sole ownership of CPL.
The system shall have a solid data security protocol in terms of server, data protection, password protection, and different administrative access permission.
The system must be able to generate a complete audit trail from beneficiary registration to service(s) received. It will do this via maintaining a persistent ledger; to ensure that the entire system is auditable a persistent ledger will be maintained automatically by the system. This ledger will record all changes to beneficiary data, account numbers, payment amounts, etc. being recorded and it being possible to identify the user who made them.
The consultant(s)/team is required to provide:
The following is the term of payment:
The deadline for submission of applications is 17 April 2026. All applications should include the following:
Interested consultants should submit their applications to: Pol.procurement@care.org Any questions related to this solicitation must be sent by email to the same email address by 10 April 2026.
Please indicate “CASE MANAGEMENT IMS” in the subject.
Tagged as: Agriculture, Food Security and Livelihoods
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