Save the Children Term of Reference Participants Attendance System Deployment and Implementation for Save the Children International Jobs in Kenya

Save the Children Term of Reference Participants Attendance System Deployment and Implementation for Save the Children International Jobs in Kenya

Term of Reference

Participants Attendance System Deployment and Implementation for Save the Children International – Kenya PR/NAIROBI/2018/05028

9th October 2018

Background

Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

Purpose and Objectives

Save the Children International Kenya office is looking for a computerized web or/and windows-based Attendance/Participant’s Management System for Program Activities.

The system will be used to manage and record participant’s attendance during workshops and training conducted by Save the Children Kenya. The finance/Program department should be able to generate reports for all the workshop/training attendance.

System Requirements

Functional Requirements

The system must be able to capture profile / static information for new participants via Bio-metric and ID

The system must be able to capture various grouping information for participants (Location, Name of workshop, lead Program staff, period of workshop etc.

The system must provide seamless integration with third party applications e.g. Save the Children

The system must have features to show status of participant for specific workshop.

The system must have support for multiple currencies.

The system must be able to change individual and bulk participants status change using click once.

The system must provide various levels of approvals before registration of participants for a workshop.

The system must be able to generate regular reports which should include;

a. Workshop participant/attendance reports

b. Payment status report

c. Individual participant report

d. Area office workshops reports

e. Dashboards

f. Ad-hoc reports

The system must be able to send confirmation email/SMS to participants once approved for a workshop, after submission of payments.

The system should be able to export and import data from Excel, CSV or XML.

Non-functional Requirements

The system should have a web-based and/or windows-based interface.

The system must have a user management feature with different levels of access for controlling user access.

The system must be scalable enough to accommodate growth under increased workload and change of environment (i.e. one server to another).

The system should be able to process and manage data for 1000 participants.

The system performance requirements should be based on the minimum requirements set by the business process based on response time, workload, scalability and platform on which the system is operating.

The system should be easy to maintain by a qualified IT professional and easily restored to operational status after failure occurs including backups.

The system must be able to operate on the current SCI hardware and software platforms;

Operating System Platform - Windows 10 and Windows Server 2016 Enterprise.

Client Hardware – Processor: Intel Core i5, RAM: 4GB, Display: 14-15”,

Server Hardware – Processor: Intel Xeon 2.40GHz, RAM:

4GB, Virtualized Environment

Evaluation Criteria

A. Essential/Mandatory Criteria

i. Must be registered under the relevant law Provide documentary evidence of registration and incorporation to be supported by attaching a copy of company’s Certificate of Incorporation (Legal structure) from registrar of companies.

ii. Must submit a current copy of the company’s current Tax Compliance Certificate issued by Kenya Revenue Authority (KRA)

iii. Must indicate the physical place of business

iv. Attach Company Profile

B. Technical Evaluation Criteria

The evaluation committee appointed shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference in addition to below criteria.

C. Item Description]

Weight

1.

Demonstration of the functional and technical capabilities of the system as per the TOR

20

2

Past Experience of the firm in deploying similar system. Indicate at least the names of 3 projects in implemented in the past 3 years (Include the name of the client, project title, project value, contact personnel, Telephone number. Attach

20

3

Experience and qualification of the team composition in implementing similar systems

20

C.

Financial

40

N/B

Bidders qualifying in technical evaluation will be invited to demonstrate a Proof of Concept (POC). The POC will be used to determine how the solution complies with system requirements.

Activities

The following activities will be undertaken during the software deployment process;

1) Software development for the new system as per the functional and non-function requirements set by the users.

2) Software installation on the SCI Kenya servers / computers (this should include setting up a test environment for testing and training and a live environment for live deployment).

3) System implementation and testing (should include test cases and test plans).

4) User training on the modules or functionalities of the new system.

5) System documentation (this should include the project documentation, installation and user manual).

6) Submission of the full installation or setup files for the new systems (to be included in the IT Disaster Recovery Plans).

7) Where applicable, preparation of the Annual Maintenance Contract (AMC) for the payroll system.

The software vendor is required to submit a proposal with the methodology, system features and a detailed implementation plan with timelines for rolling out the system. The implementation should include installation, training and deployment.

Deadline for Submission

The deadline for submitting the TOR will be on Monday 19th November 2018 At 5pm East African Time

How to Apply

Interested bidders should download this advert and Expression of Interest (EOI) form from website:

https://kenya.savethechildren.net/contact-us/tenders

Submission Address.

Interested bidders shall submit their filled Expression of Interest to email address below

Kenya.logisticsbidding@savethechildren.org indicate on subject line PR/NAIROBI/2018/05028 So as to be received on or before the deadline dates indicated

How to Apply:


Interested bidders should download this advert and Expression of Interest (EOI) form from website:

https://kenya.savethechildren.net/contact-us/tenders

Submission Address.

Interested bidders shall submit their filled Expression of Interest to email address below

Kenya.logisticsbidding@savethechildren.org indicate on subject line PR/NAIROBI/2018/05028 So as to be received on or before the deadline dates indicated

Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - Click here!