SECTION I-



2011680000REQUEST FOR PROPOSALS DEVELOPMENT OF CLIENT MANAGEMENT SYSTEM CLOSING DATE AND TIME10TH NOVEMBER 2020 BY 4 PM………………………………………………………………………Table of Contents TOC \o "1-3" \h \z \u SECTION I:LETTER OF INVITATION PAGEREF _Toc54185071 \h 3SECTION II : INFORMATION TO CMS CONSULTANTS (ITC) PAGEREF _Toc54185072 \h 4SECTION III: TECHNICAL PROPOSAL SUBMISSION FORM PAGEREF _Toc54185075 \h 10SECTION IV: FINANCIAL PROPOSAL PAGEREF _Toc54185076 \h 22SECTION V: TERMS OF REFERENCE FOR THE DEVELOPMENT OF CLIENT MANAGEMENT SYSTEM PAGEREF _Toc54185077 \h 24SECTION I-LETTER OF INVITATIONDate: RE:Development of a Client Management System 1.1RCK invites your firm to submit a Technical Proposal and a Financial Proposal for development of Client Management System. The Request for Proposals (RFP) includes the following documents:Section I - Letter of invitationSection II - Information to consultantsSection III- Technical ProposalSection IV- Financial ProposalSection V - Terms of ReferenceUpon receipt, please inform us that you have received the letter of invitationwhether or not you will submit a proposal for the assignmentYours sincerelyEXECUTIVE DIRECTORRCKSECTION II – INFORMATION TO CMS CONSULTANTS (ITC)Introduction RCK invites your organization to submit a Technical Proposal and a Financial Proposal, for developing a Client Management System.Please note that the costs of preparing the proposal and of negotiating the contract, including any visit to RCK are not reimbursable as a direct cost of the assignment.Contents of solicitation documentsProposals must offer services for the total requirement. Proposals offering only part of the requirement will be rejected. The Offeror is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents may affect the evaluation of the Proposal.Clarification and Amendment of RFP DocumentsAn Offeror may request a clarification of any of the request for proposal documents only up to 3 days before the proposal submission date. Any request for clarification must be sent in writing by email using the address indicated in the Appendix “Information to CMS Consultants”. RCK will respond in writing to such requests. Written copies of the organization’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Offerors that have received the Solicitation Documents. Amendments of solicitation documents.At any time prior to the deadline for submission of Proposals, RCK may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Offeror, modify the Solicitation Documents by amendment.All prospective Offerors that have received the Solicitation Documents will be notified in writing of all amendments to the Solicitation Documents.In order to afford prospective Offerors reasonable time in which to take the amendments into account in preparing their offers, RCK may, at its discretion, extend the deadline for the submission of Proposals.Preparation of Technical Proposal 2.3.1Language of the proposal: The Offeror’s proposal shall be written in English language. Any printed supporting literature furnished by the organization may be written in another language so long as it is accompanied by an English translation of its pertinent passages in which case, for purposes of interpretation of the Proposal, the English translation shall govern.2.3.2In preparing the Technical Proposal, the Offeror is expected to examine the documents constituting this request for proposal in detail. 2.3.3The Technical Proposal shall provide the following information using the attached Standard Forms;A brief description of your organization and an outline of three (3) recent experiences on assignments of a similar nature. The outline should indicate inter alia, the profiles of the staff involved, duration of the assignment, contract amount and firm’s involvement.Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by RCK.A description of the methodology and work plan for performing the assignment.The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing.CVs for the proposed professional staff recently signed and certified by the representative submitting the proposal. Key information should include number of years working for the firm/entity and degree of responsibility held in various assignments during the last three (3) years.In addition to the above information provided through the standard documents, the consultant is expected to provide evidence of 3 previous similar work carried out for other clients in the last 5 years (soft copies/web links will suffice.) Please attach three (3) recommendation letters from clients whose work you have attached.The Technical Proposal shall not include any financial information.The following documents should be availed as annexes to the technical proposal:Tax compliance certificate, Financial statement for last 2 years, Previous job/contracts reference Company registrationCR 12DULY FILLED RCK’s Anti-Fraud Policy2.3.5 Proposed Structure of technical proposalExecutive SummaryTechnical Capabilities (Expertise/Capacity of Institution) Introduction (with situation analysis)The firm, its existing governance and management structure, partnerships, stakeholder cooperation and affiliationsPresent and past experience/performance in carrying out similar assignments related to software development Personnel capabilityProposed Methodology -This section should demonstrate the Offeror’s responsiveness to the specifications described in the Terms of References by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed; and demonstrating how the proposed methodology and approach meets or exceeds the specifications.Preparation of Financial ProposalIn preparing the Financial Proposal, your organization is expected to take into account the requirements and conditions outlined in the request for proposal documents. Financial Proposal should follow Standard Forms (page 17) The Offeror must indicate all costs associated with this assignment i.e. the professional fee and any other cost that will be incurred by the consultant as he/she carries out the assignment. The Financial Proposal should clearly identify as a separate amount, the local taxes, duties or other charges imposed under the law. Your organization shall quote the price for the assignment in Kenya Shillings.The Proposal must remain valid for 90 days after the submission date. During this period, your organization is expected to keep available, at your own cost, the professional staff proposed for the assignment. RCK will make its best effort to complete negotiations within this period. If RCK wishes to extend the validity period of the proposals, your organization shall be consulted to agree to the extension.Proposed financial proposal formatProfessional fees: Any licence feesTravel related costs including accommodation, meals and allowances (Reimbursable costs payable by RCK) Administration costs (e.g. telephone, email, office back stopping, printing etc.) Miscellaneous and/or any other cost NB: Travel related costs though reimbursable by RCK must be outlined and quotedThe price quote should be formatted to include at the minimum: Activity; Number of Personnel; Unit cost; and Totals.Any services offered on pro-bono basis or at no cost to RCK must be clearly stated and declared2.5Submission, Receipt, and Opening of ProposalsThe original proposal (Technical Proposal and Financial Proposal) shall be prepared in indelible ink. It shall contain no alterations or overwriting, except as necessary to correct errors made by your firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals.The Technical Proposal shall be sent via email title clearly indicated “TECHNICAL PROPOSAL,” and the Financial Proposal clearly indicated “FINANCIAL PROPOSAL”. This email shall be labeled TENDER FOR THE DEVELOPMENT OF CLIENT MANAGEMENT SYSTEM.The completed Technical and Financial Proposals must be emailed to the submission address on or before the time and date stated in the Appendix “Information to Consultants”. Any proposal received after the closing time for submission of proposals shall not be considered.Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded.2.6Evaluation of Technical ProposalAn evaluation committee appointed by RCK shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference The financial proposal will be opened only for firms/ consultants that passed the minimum technical score of 70% of the obtainable score of 100 points in the evaluation of the technical proposals.The following evaluation criteria will be applied:Evaluation areaPoints1Expertise/Capacity of Institution-Specific experience of the consultant/firm in undertaking similar assignments302Clarity and adequacy of the proposed work plan and methodology in responding to the terms of reference40To what degree does the Offeror understand the task?10Have the important aspects of the task been addressed in sufficient detail?5Are the different components of the project adequately weighted relative to one another?5Is the proposal based on a survey of the project environment and was this data input properly used in the preparation of the proposal? 5How long is the after sale support?5Is the scope of tasks well defined and does it correspond to the TOR?5Is the presentation clear and is the sequence of activities and the planning logical, realistic and promise efficient implementation to the project?53Personnel-Qualifications and competence ofthe key staff for the assignment (minimum 2)20General Qualification and Skills10Suitability for the Assignment104Annexes (organizational, support and substantiating documents)Tax compliance certificate, Financial statement for last 2 years, Previous job/contracts reference, Company registrationCR12Dully filled RCK Anti-Fraud Policy10Each proposal will be evaluated and given a technical score based on the criteria specified in 2.6.3. The financial proposals will not be opened until all technical proposals have been evaluated and awarded the technical score.Evaluation of Financial ProposalThe financial proposal will not be opened until all technical proposals have been evaluated and awarded technical scores.The Financial Proposal of organizations that have attained minimum 70% score in the technical evaluation will be compared. The institution with the most responsive, innovative, realistic, justifiable and sustainable financial plan will be considered for this project at the sole discretion of RCKThe evaluation of the financial proposal shall be of the price including all costs as well as duties and taxes payable on all the materials to be used in carrying out the assignment. The total score for the financial proposal is 30 pointsNegotiationsNegotiations will be held with the winning firm at the same address as “address to send information to the Client” indicated in the Appendix “Information to Consultants”. The aim is to reach agreement on all points and sign a contract.Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by your organization to improve the Terms of Reference. RCK and your organization will then work out final Terms of Reference, indicating activities, and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the “Description of Services” and form part of the Contract. Special attention will be paid to getting the most your organization can offer within the available budget and to clearly defining the inputs required from RCK to ensure satisfactory implementation of the assignment.The negotiations will conclude with a review of the draft contract. Upon completion of negotiations RCK and the selected firm will initial the agreed Contract. If negotiations fail, RCK will invite the firm whose proposal received the second highest score to negotiate a contract.Award of ContractThe Contract will be awarded following completion of negotiations. After negotiations are completed, RCK will promptly notify other organizations on the shortlist that they were unsuccessful.ConfidentialityInformation relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to any organization that submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the Contract.Corrupt or fraudulent practicesThe procuring entity requires that the consultants observe the highest standards of ethics during the selection and award of the consultancy contract and also during the performance of the assignment. The procuring entity will reject a proposal for award if it determines that the consultant recommended for award has engaged in any corrupt or fraudulent practices in competing for the contract in question.Appendix to Information to ConsultantsThis section shall complement or amend the provisions of the information to consultants, wherever there is a conflict between the provisions of the information to consultants and the provisions of the appendix, the provisions of the appendix herein shall prevail over those of the information to consultants.Clause Reference2.12.The name of the Client is: RCK2.12.1Technical and Financial Proposals are expected to be submitted for the development of Client Management System. The email address to send inquiries is: gideon@ The proposal submission address is: procurement@ (only soft copies will be received)Proposals must be submitted no later than 30th October 2020, at 4.00PMANNEXES/ STANDARD DOCUMENTSSECTION III: TECHNICAL PROPOSAL SUBMISSION FORM[_______________ Date]To: RCKLadies/Gentlemen:We, the undersigned, offer to assist in undertaking the development of Clinet Magement System in accordance with your Request for Proposal dated ______________________ [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelop.We remain,Yours sincerely,_____________________________________________ [Authorized Signature]:_____________________________________________ [Name and Title of Signatory]_________________________________ ____________ [Name of Firm]_________________________________ _____________ [Address:]_______________________________________________[Telephone]_______________________________________________[Email] FIRM’S REFERENCESUsing the table below please indicate assignments of similar nature carried out for 3 clients in the last five years that best illustrate your qualifications. Attach evidence for each of the three assignmentsAttach a recommendation letter from the three clients as per the listed assignment and attached documentsPLEASE NOTE: LIST AND ATTACH ONLY THREE ASSIGNMENTS/REPORTS/RECOMMENDATION LETTERS .Assignment Name:Country Location within Country:Professional Staff provided by YourFirm/Entity(profiles):Name of Client:Clients contact person for the assignment.Address: No of Staff-Months; Duration of Assignment:Start Date (Month/Year):Completion Date(Month/Year):Approx. Value of Services (Kshs)310895928955900310895928955900310895928955900310895928955900310895928955900Name of Associated Consultants. If any:No of Months of Professional Staff provided by Associated Consultants:Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:Narrative Description of project:Description of Actual Services Provided by Your Staff:COMMENTS AND SUGGESTIONS OF YOUR FIRM ON THE TERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY RCK.On the Terms of Reference:1.2.3.4.5.On the data, services and facilities to be provided by RCK1.2.3.4.5.DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENTTEAM COMPOSITION AND TASK ASSIGNMENTS 1. Technical/Managerial StaffNamePositionTaskFORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFFName of Firm: _________________________________________________________________Name of Staff: __________________________________________________________________Profession: _____________________________________________________________________Date of Birth: __________________________________________________________________Years with Firm: __________________________Nationality: ______________________Membership in Professional Societies: __________________________________________Detailed Tasks Assigned: _______________________________________________________Key Qualifications:[Give an outline of staff member’s experience and training most pertinent to tasks on the assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations].Education:[Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.]Employment Record:[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.]Certification:I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience._________________________________________________________ Date: ________________[Signature of staff member]___________________________________________________________________ Date; [Signature of authorized representative of the firm]Full name of staff member: _____________________________________________________Full name of authorized representative: _________________________________________REFUGEE CONSORTIUM OF KENYA SUPPLIER CODE OF CONDUCTIntroductionRefugee Consortium of Kenya (RCK) is a national NGO which was registered under NGO Coordination board in 2004. It is mandate is to protect the rights for refugees, internally displaced persons and other forced migrants and advocate the same. It is committed to providing quality services at the best prices possible and uphold best practices according to international humanitarian accounting standards. RCK works with partners who promote and respect international and national labor and humanitarian laws which lead to ethical and effective use of resources contributed by the donor community.Scope of Application:The provisions of this Code of Conduct set forth the RCK expectations for all existing and potential suppliers and other partners with whom it does business. The RCK expects that these principles apply to suppliers and their employees, parent, subsidiary or affiliate entities, and subcontractors. The RCK expects suppliers to ensure that this Code of Conduct is communicated to their employees, parent, subsidiary and affiliated entities as well as any subcontractors, and that it is done in the local language and in a manner that is RCK understood by all.The Code of Conduct is a binding document:You are obliged to read and fully understand the content of the document. If you have any questions please contact the person in charge of procurement.If you or your representatives fail to adhere to any of the provisions set out in this document you will be disqualified from providing services/ goods to RCK, deregistered from list of prequalified suppliers and reported to relevant statutory bodies and RCK partners.Continuous Improvement:The provisions as set forth in this Code of Conduct provide the minimum standards expected of suppliers to the RCK. The RCK expects suppliers to strive to exceed both international and industry best practices. The RCK also expects that its suppliers encourage and work with their own suppliers and subcontractors to ensure that they also strive to meet the principles of this Code of Conduct. The RCK recognizes that reaching some of the standards established in this Code of Conduct is a dynamic rather than static process and encourages suppliers to continually improve their workplace conditions accordingly.LABOUR:Freedom of Association and Collective Bargaining: The RCK expects its suppliers to recognize the freely-exercised right of workers, without distinction, to organize, further and defend their interests and to bargain collectively, as well as to protect those workers from any action or other form of discrimination related to the exercise of their right to organize and to bargain collectively.Forced or Compulsory Labour: The RCK expects its suppliers to prohibit forced or compulsory labour in all its forms.Child Labour: The RCK expects its suppliers not to employ: (a) children below 18 years of age or, if higher than that age, the minimum age of employment permitted by the law of the country or countries where the performance, in whole or in part, of a contract takes place, or the age of the end of compulsory schooling in that country or countries, whichever is higher; and (b) persons under the age of 18 for work that, by its nature or the circumstances in which it is carried out, is likely to harm the health, safety or morals of such persons.Discrimination: The RCK expects its suppliers to ensure equality of opportunity and treatment in respect of employment and occupation without discrimination on grounds of race, colour, sex, religion, political opinion, national extraction or social origin and such other ground as may be recognized under the national law of the country or countries where the performance, in whole or in part, of a contract takes place.Health and Safety: The RCK expects its suppliers to ensure, so far as is reasonably practicable, that: (a) the workplaces, machinery, equipment and processes under their control are safe and without risk to health; (b) the chemical, physical and biological substances and agents under their control are without risk to health when the appropriate measures of protection are taken; and (c) where necessary, adequate protective clothing and protective equipment are provided to prevent, so far as is reasonably practicable, risk of accidents or of adverse effects to health.8Human Rights:Human Rights: The RCK expects its suppliers to support and respect the protection of internationally proclaimed human rights and to ensure that they are not complicit in human rights abuses.Harassment, Harsh or Inhumane Treatment: The RCK expects its suppliers to create and maintain an environment that treats all employees with dignity and respect and will not use any threats of violence, sexual exploitation or abuse, verbal or psychological harassment or abuse. No harsh or inhumane treatment coercion or corporal punishment of any kind is tolerated, nor is there to be the threat of any such treatment. Mines: The RCK expects its suppliers not to engage in the sale or manufacture of anti-personnel mines or components utilized in the manufacture of anti-personnel mines. Environment:Environmental: The RCK expects its suppliers to have an effective environmental policy and to comply with existing legislation and regulations regarding the protection of the environment. Suppliers should wherever possible support a precautionary approach to environmental matters, undertake initiatives to promote greater environmental responsibility and encourage the diffusion of environmentally friendly technologies implementing sound life-cycle practices. Chemical and Hazardous Materials: Chemical and other materials posing a hazard if released to the environment are to be identified and managed to ensure their safe handling, movement, storage, recycling or reuse and disposal. Wastewater and Solid Waste: Wastewater and solid waste generated from operations, industrial processes and sanitation facilities are to be monitored, controlled and treated as required prior to discharge or disposal. Air Emissions: Air emissions of volatile organic chemicals, aerosols, corrosives, particulates, ozone depleting chemicals and combustion by-products generated from operations are to be characterized, monitored, controlled and treated as required prior to discharge or disposal. RCK Supplier Code of Conduct Rev.05 – September 2013Minimize Waste, Maximize Recycling: Waste of all types, including water and energy, are to be reduced or eliminated at the source or by practices such as modifying production, maintenance and facility processes, materials substitution, conservation, recycling and re-using materials.NONE-PARTICIPATION IN TERRORIMS ACTIVITIESThe supplier nor his representatives shall not participate acts of terrorism in nature. The supplier has a duty to refrain from planning, organizing, instigating, promoting, executing, assisting, facilitating, financing, arming, harboring terrorists, inciting or otherwise supporting directly or indirectly acts of terrorism. ETHICAL CONDUCT:Corruption: The RCK expects its suppliers to adhere to the highest standards of moral and ethical conduct, to respect local and international regulations and not engage in any form of corrupt practices, including but not limited to extortion, fraud, or bribery. Conflict of Interest: The undersigned declares that neither (I) the Applicant nor (ii) he/she/they personally as authorized representative(s) of the Applicant have a direct or indirect interest of such a nature and scale that may affect provision of goods/services to RCK. The undersigned commits to immediately declare any potential conflict of interest that may arise during call and engagement for services and/or supply goods to RCKThe undersigned is/are aware that a conflict of interest could arise in particular as a result of economic interests, political or national affinities, family or emotional ties, or any other relevant connection or shared interest.The Applicant will inform RCK, without delay, of any situation constituting a conflict of interest or which could give rise to a conflict of interest.The applicant declare not to have made nor to make any offer of any type whatsoever from which an advantage can be derived from the procurement process and not to have granted nor to grant, not to have sought nor to seek, not to have attempted nor to attempt to obtain, and not to have accepted nor to accept, any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to RCK procurement processes. Post-employment restrictions: Post-employment restrictions may apply to RCK staff in service and former RCK staff members who participated in the procurement process, if such persons had prior professional dealings with suppliers. RCK suppliers are expected to refrain from offering employment to any such person for a period of six months following separation from service. Non-adherence to these principles will be a factor in considering whether a supplier is deemed eligible to be registered as a RCK supplier or to do business with the RCK, in accordance with applicable RCK policies and procedures.We encourage RCK suppliers to improve their business practices in accordance with the principles set out in this Code of Conduct.Contacts:Any questions related to this Code of Conduct can be addressed to the Executive Director at email: . SINGATURE TO THE CODE OF CONDUCTThis form shall be signed by a representative of an organization or company that tenders to provide goods/services to RCK. All RCK suppliers shall sign the code of conduct prior to engagement. The code of conduct and this form shall be provided to potential suppliers at the time of solicitation for quotes.I,………………………………………………………a representative of ……………………………known as supplier Confirm that I have read RCK code of conduct in its entirety. That I shall communicate the content of code of conduct to all the suppliers’ staff. That all dealings within RCK shall be guided by the code of conduct. Any deviation shall be communicated and request made to RCK prior to any dealings. That I understand that none adherence to RCK’s code of conduct shall lead to being disqualified to dealing with RCK as a person and organization. SECTION IV: - FINANCIAL PROPOSAL FINANCIAL PROPOSAL SUBMISSION FORM ________________[ Date]To:Refugee Consortium of Kenya P. O. Box 25340-00603 NairobiLadies/Gentlemen:We, the undersigned, offer to assist in undertaking the development of Client Management System in accordance with your Request for Proposal dated (__________________) [Date] and our Proposal. Our attached Financial Proposal is for the sum of (_________________________________________________________________) [Amount in words and figures] inclusive of the taxes.We remain,Yours sincerely,SUMMARY OF COSTSCostsCurrency(ies)Amount(s)XxxxxxxSubtotalTaxesTotal Amount of Financial Proposal______________________________________________[Authorized Signature]________________________________________________ [Name and Title of Signatory]:_______________________________________________ [Name of Firm] _______________________________________________ [Address]SECTION V: - TERMS OF REFERENCE FOR THE DEVELOPMENT OF CLIENT MANAGEMENT SYSTEM Organizational BackgroundRCK is a national NGO that was established in 1998 in response to the increasingly complex refugee situation in Kenya. RCK’s mission is to protect and promote the rights and dignity of refugees, IDPs and other forced migrants through enabling programs of legal aid, psychosocial support, awareness creation and advocacy. Our Offices are located in Nairobi (HQ), Dadaab, Kakuma and Garissa. RCK services include:Provision of legal services at the RCK’s offices or through legal representation in the Kenyan courts of law on different legal issues affecting refugees and other forced migrants including: asylum and immigration matters, sexual and gender based violence; custody and guardianship; asylum appeals among others.Psychosocial counselling to refugees, asylum seekers, Internally Displaced Persons (IDPs) Advocacy initiatives towards development of refugee, IDPs, returnees and stateless persons’ friendly policies and laws Protection and monitoring of refugee and other forced migrants’ rights and their dignity through research, documentation and dissemination of information Capacity building of refugees, IDPs, other forced migrants and stakeholders who interact with forced migrants. RCK implements its mission through the following four departments;Legal Aid and Psychosocial Support Advocacy, Policy Development and Governance Research and Knowledge Management Institutional Support and Development. Situational Background In order to achieve its objectives, Refugee Consortium of Kenya (RCK) receives clients in all its offices who are then offered the services outlined above. Currently the client data information is captured in an information system accessible via a browser or an app with four modules namely: Clients, Police, Court and SGBV. However, it is not very efficient since it uses google sheets as its backend storage; Data analysis is manual and has continued to be slower as the google sheet file size grows. There is also repetition of client bio data especially for repeat clients.Objective The overall objective of this consultancy is to develop a modern, secure and efficient Client Management System to replace the current system complete with a Relational Database System such as Postgres and a robust reporting module that should output charts in a dashboard as the data is entered into the database. The system should be accessible via a web browser and a mobile app. It should also have offline-use capability. The system should guarantee confidentiality of information as well as role based access control with audit trails. The specific objectives of this consultancy is to: 1) Develop and install an Integrated Client Management Information System complete with a secure database, with corresponding dashboard which is consistent with RCK’s pre-determined and modifiable indicators and reporting requirements on appendix 1; 2) Develop standard procedures and guidelines for maintaining the database, and the integrated system (guide); 3) Train staff on the use and maintenance of the developed System. 4) Migrate the current data into the new systemThe consultant will be guided by the RCK ICT Officer.ActivitiesStatus/Needs Assessment analysis on the current system. System Development as per the requirements Appendix 1. Piloting and testing of the System.System handover and support for at least 6 months.User training and development of a comprehensive user manual.DurationWe anticipate this activity to be undertaken and completed within duration of 60 calendar days. The following timeline has been envisaged for this project.Expected deliverables and outputs The shortlisted consultant is expected to provide the following deliverables:Deliverable 1: A pilot CMS (Accessible via Web browser and App with the ability for offline use) to be deployed for testing (within 30 days of signing the contract)Deliverable 2: A functional CMS (within 60 days of contract signing)Deliverable 3: A training manual (within 60 days of contract signing)Deliverable 4: Service Level Agreement (SLA) for the duration of after sale supportConsultant requirementsWe are seeking for a competent consulting firm to undertake this assignment. The consultant shall demonstrate good experience in undertaking similar assignments. If you possess the right qualifications for this assignment, RCK invites you to respond to this request for proposal by submitting both your technical proposal indicating your proposed methodology and work plan, proposed staff to undertake assignment, deliverables and financial proposal.Appendix 1 ModulesBio Data (upto 30 fields)Interventions: (atleast 6 fields)Court ( atleast 10 fields)Police (atleast 10 fields)SGBV (atleast 10 fields)Training/Community Forums (6 Fields, including a document upload field)ReportsReporting module should have the ability to generate and export reports to excel or pdf or csv. Some reports must appear on the main dashboard in form of graphs/charts or numbers on the home page depending on the role (predetermined filters). RolesSuper user – Admin AccessUser – Access the entire system except adminData entry – limited accessLogin/LogoutLogin ModuleLogout ModuleAdmin registration (ie Admin should invite users) ................
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