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Terms of Reference (TOR)
For Consultancy Services for the development of a Kenya Red Cross Society (KRCS) Surge System
Document Release Date: 19.03.2025
Last Date for Receipt of Proposals: 25.03.2025
Time: 1700HRS (EAT)
Tender Number: PRF24655
Submission Method: email to tenders@redcross.or.ke
Tender Opening Venue and Time: 26.03.2025 Virtually via Microsoft Teams at 1200HRS (EAT)
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1. Summary of the Consultancy
1.1.
Purpose
The primary objective is to provide consultancy support to KRCS in designing and developing a Surge System that streamlines the recruitment, verification, deployment, and management of members and professional volunteers with expertise in disaster response, particularly in healthcare and emergency operations.
Partners
Norwegian Red Cross and Kenya Red Cross Society
Duration
25 days
Estimated Dates
01.04.2025- 25.04.2025
Geographical Location
Remote
Deliverables
•
Inception Report – A detailed work plan, methodology, and system design framework.
•
System Prototype – A preliminary version of the Surge System for review and feedback.
•
Final Surge System – Fully functional software with all required features.
•
Training, User, and Technical Manuals – Comprehensive documentation for platform users, administrators, and ICT personnel.
•
Testing and Deployment Report – A complete evaluation of system functionality and performance.
•
Post-Implementation Support Plan – A strategy for system maintenance, upgrades, and troubleshooting.
Evaluation Management Team
KRCS MEA&L, Digital Transformation Unit, Public Health in Emergency Unit, Norwegian Red Cross Team representatives.
2. Background Information
Kenya Red Cross Society (KRCS), a leading humanitarian organization established in 1965, is dedicated to alleviating human suffering across Kenya. KRCS provides immediate relief to affected populations, protects livelihoods, and strengthens recovery from disasters and crises through emergency operations, tracing and restoration of family links, relief and recovery operations, and disaster management.
KRCS is seeking a qualified consultant to design and develop a Surge System that will enable the organization to efficiently recruit, verify, deploy, and manage members and professional volunteers with expertise in disaster response, particularly in healthcare and emergency operations. The system will be built using the Frappe Framework and ERPNext, ensuring seamless integration with KRCS’s existing digital infrastructure.
3. Objectives of the Consultancy
The objectives of this consultancy are:
•
To develop a digital system for managing KRCS members and volunteers, covering volunteer and admin portal, onboarding, schedule and attendance, recognition and award, opportunity listing, recruitment, training, verification, and deployment, leveraging Frappe Framework and ERPNext.
•
To enhance digital and professional volunteerism by implementing an efficient system that enables seamless coordination of qualified cadres.
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•
To integrate e-learning modules to facilitate continuous training and professional development for volunteers.
•
To develop real-time tracking and reporting features for monitoring volunteer activities, deployments, and impact assessment.
•
To leverage existing open-source Frappe modules such as LMS and HRMS to support the system’s functionality.
4. Scope of Work
The consultant will be responsible for:
•
Conducting a needs assessment to identify gaps and requirements in KRCS’s current member and volunteer management system.
•
Designing and developing a centralized digital platform for volunteer and member management, recruitment, verification, training, deployment, and reporting.
•
Integrate gamification features to promote engagement
•
Integrating professional volunteer recruitment and verification modules to streamline onboarding and validation processes.
•
Developing an e-learning and certification module to facilitate online training, track certification compliance, and enhance volunteer capacity before deployment.
•
Implementing real-time tracking and analytics to monitor volunteer activities, response times, and operational efficiency.
•
Establishing automatic notification systems (via SMS, WhatsApp and email) for deployment alerts, training reminders, and certification/license renewals.
•
Facilitate membership payments via MPESA/Card
•
Mobile Application with offline accessibility
•
Ensuring the system is scalable, user-friendly, and compliant with KRCS data and information security policies.
•
Developing a comprehensive system that supports member and volunteer onboarding, engagement, and retention through multiple strategies.
•
Preparing detailed system documentation, including user manuals and technical specifications for ICT administrators and end-users.
•
Migrating existing KRCS data from internal sources into the new system.
•
Comprehensive training for the KRCS dev team on Frappe and ERPNext
5. Qualifications and Experience for Consultants
The ideal consultant or firm should possess:
•
Proven experience in developing digital volunteer management or emergency response systems.
•
Expertise in Frappe Framework and ERPNext, including system customization and module development.
•
Strong knowledge of e-learning platforms and certification tracking systems.
•
Experience in data security, compliance, and humanitarian sector best practices.
•
Excellent analytical, communication, and training skills.
6. Management of the consultancy
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6.1.
Duration
The work is scheduled to begin on 1st April 2025, a prototype to be submitted by 25th April 2025.
All activities of this consultancy are expected to be completed by the End of June 2025.
6.2.
Deliverables
The consultant will be required to deliver:
1.
Inception Report – A detailed work plan, methodology, and system design framework.
2.
System Prototype – A preliminary version of the Surge System for review and feedback.
3.
Final Surge System – Fully functional software with all required features.
4.
Migration of Existing data to the newly developed surge system
5.
Training, User, and Technical Manuals – Comprehensive documentation for platform users, administrators, and ICT personnel.
6.
Testing and Deployment Report – A complete evaluation of system functionality and performance.
7.
Post-Implementation Support Plan – A strategy for system maintenance, upgrades, and troubleshooting.
6.3.
Evaluation Management Team
KRCS Evaluation Team, Digital Transformation Unit, Public Health in Emergency Unit, Norwegian Red Cross Team
7. Intellectual Property
All intellectual property and copyrighted materials created by the consultant while under contract with KRCS shall remain the property of KRCS. Any sharing of such materials with third parties requires prior written consent from KRCS. The consultant must maintain confidentiality and ensure that any sensitive information obtained during the assignment is not disclosed without authorization. Upon completion or termination of the contract, the consultant shall return all copyrighted materials to KRCS.
8. Application Requirements
Application materials shall include:
•
Technical Proposal – Outlining their approach, methodology, and work plan.
•
Financial Proposal – Detailed costing for system development, testing, deployment, and training.
•
Company/Consultant Profile – Demonstrating relevant experience, past projects, and references.
•
CVs of the proposed candidate(s), underlining specific relevant experience and expected roles and responsibilities for each candidate.
Please also note that the people whose names appear in the team composition template MUST be the ones to undertake the consultancy. As such, they MUST be the ones to appear in person if the proposal moves to the interview stage.
Bidders should provide softcopy technical and financial proposals in two separate folders marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of
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Consultant”. The subject of your email should read “Tender No. PRF24655 – Terms of Reference (TOR) for Consultancy Services for the development of a Kenya Red Cross Society (KRCS) Surge System”
The proposal should be addressed as below to reach the undersigned (by mail) through tenders@redcross.or.ke on Tuesday, 25th March 2025, before 1700HRS (EAT).
Chairperson, Tender Committee
Kenya Red Cross Society
P.O Box 40712 – 00100
Nairobi, Kenya.
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ANNEX 1: TECHNICAL PROPOSAL FORMAT
1.
Introduction
2.
Background
3.
Proposed Methodology
4.
Firm’s Experience
5.
Proposed Team Composition (List of key experts as per Annex 3, including roles and relevant expertise.)
6.
Work Plan (Gantt chart outlining key activities and their timeline by week)
ANNEX 2: BUDGET TEMPLATE
The consultant shall only quote for the items below: Item Unit No. of Units Unit Cost Total Cost (Ksh.)
Consultancy Fee (for the whole assessment period)
Per day
Grand Total
ANNEX 3: PROPOSED TEAM COMPOSITION TEMPLATE Name of Team Member Highest Level of Qualification General Years of Experience related to the task at hand Roles under this assignment
ANNEX 4: TENDER ASSESSMENT CRITERIA
A three-stage assessment procedure will be used to evaluate all proposals from bidders. The total number of points that each bidder may obtain for its proposal is:
•
Technical Proposal 50 marks
•
Oral presentation 40 marks
•
Financial Proposal 10 marks
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1.
Mandatory Requirements.
The proposal shall ONLY be evaluated based on its adherence to the following compulsory requirements, this applies to both local and international firms or individuals. Document/ Requirements Yes/No
Tax compliance certificate
Certificate of incorporation/registration (only applicable for firms)
Proceed to the next stage (Yes/No)
2.
Assessment of the Technical Proposal
The technical proposal shall be evaluated based on its responsiveness to the TOR. Specifically, the following criteria shall apply: Criteria Maximum Points Bidder’s score Remarks
1)
Background: Description of the consultant/Firm’s Qualifications, Understanding of the project and requirements for services
•
Demonstrate knowledge of the context
15
2)
Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.
15
3)
The firm’s Experience in undertaking assignments of a similar nature and experience from related geographical areas for other major clients:
•
Provide a summary and supporting information on overall years of experience and related technical and geographic coverage experience.
10
4)
Proposed Team Composition: Tabulate the team composition to include the general qualifications, suitability for the specific task to be assigned, and overall years of relevant experience to the proposed assignment.
•
The proposed team composition should balance effectively with the necessary skills and competencies required to undertake the proposed assignment.
•
Lead Consultant Qualifications – should be as per the TOR
• Provide CVs for key Consulting teams, including the Frappe Developers
8
5)
Work Plan: A Detailed, logical, weekly work plan for the assignment MUST be provided.
2
TOTAL SCORE
50
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Note: The firms/consultants that attain a score of 35 and above out of 50 in the technical study will be invited to proceed to oral presentation.
3.
Oral Phase Assessment
At the oral phase, the following criteria shall apply: Criteria Maximum points Bidder’s Score Remarks
Understanding of the assignment.
5
Clear methodology: understanding of Frappe and ERP Next environments, and modules to be leveraged to provide the best outcome.
15
Clear understanding of the KRCS humanitarian context in relation to members and volunteer engagement
10
Presentation of previous similar assignment (Consultant will be required to show/present at least 2 previous completed assignment reports at the oral stage and at least two reference letters)
5
Preparedness and participation of teams. Attendance of team members listed in the bid and whose CVs are availed.
5
Total Score out of 40
40
Note: From this stage, the technical and oral assessment scores are combined. The firms/consultants that attain a combined score of 70% in the technical & oral presentations will be invited to proceed to the financial stage.
4.
Assessment of the Financial Proposal
The Financial Proposal shall be prepared in accordance with Annex 2. The maximum number of points for the Financial Proposal shall be 10% (10 points). This maximum number of points will be allocated to the lowest Financial Proposal. All other Financial Proposals will receive points in inverse proportion according to the below formula:
Points for the Financial Proposal being evaluated =
(Maximum number of points for the financial proposal) x (The lowest price)
The price of the proposal being evaluated
A total score obtained including Technical, Oral, and Financial Proposals is calculated for each proposal. The bid obtaining the overall highest score shall be awarded to undertake the assignment – subject to the budget allocated.
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GENERAL INSTRUCTIONS
Please read carefully the method of tender submission and comply accordingly.
1.1.1.
KRCS reserves the right to accept or to reject any bid and to annul the bidding process and reject all bids at any time before the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action.
1.1.2.
Cost of bidding
The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Organization will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
1.1.3.
Clarification of Bidding Document
All correspondence related to the contract shall be made in English. Any clarification sought by the bidder in respect of the consultancy shall be addressed at least Three (3) days before the deadline for submission of bids, in writing to the Administration Coordinator.
The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.
Inquiries for clarification should be sent by e-mail to tenders@redcross.or.ke
1.1.4.
Amendment of Bidding Document
At any time before the deadline for submission of bids, KRCS, for any reason, whether at its initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.
All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is, therefore, important that bidders give the correct details in the format given on page 1 at the time of collecting/receiving the bid document.
To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, KRCS may, at its sole discretion, extend the deadline for the submission of bids based on the nature of the amendments.
1.1.5.
Deadline for Submission of Bids
Bids should reach tenders@redcross.or.ke on or before 25th March 2025 before 1700HRS (EAT). Bids received after the above-specified date and time shall not be considered.
Bidders should provide softcopy technical and financial proposals in two separate folders marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF24655 – Terms of Reference (TOR) for Consultancy Services for the development of a Kenya Red Cross Society (KRCS) Surge System”
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The proposal should be addressed as indicated above to reach the undersigned by 26th March 2025 before 1100HRS (EAT) for the tender to be opened at 1200HRS (EAT).
Any bid received by KRCS after this deadline will be rejected.
1.1.6.
Cost Structure and Non-escalation
The bidder shall, in their offer (Financial Proposal), detail the proposed costs as per the template provided above.
No price escalation under this contract shall be allowed. KRCS shall not compensate any bidder for costs incurred in the preparation and submission of this RFP and any subsequent pre-contract process.
1.1.7.
Taxes and Incidental Costs
The prices and rates in the financial offer will be deemed to be inclusive of all taxes and any other incidental costs.
1.1.8.
Responsiveness of Proposals
The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Organization and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).
1.1.9.
Currency for Pricing of Tender
All bids in response to this RFP should be expressed in Kenyan shillings. Expressions in other currencies shall not be permitted.
1.1.10.
Correction of Errors.
Bids determined to be substantially responsive will be checked by KRCS for any arithmetical errors. Errors will be corrected by KRCS as below:
a)
Where there is a discrepancy between the amounts in figures and words, the amount in words will govern, and
b)
Where there is a discrepancy between the unit rate and the line total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern.
The price amount stated in the Bid will be adjusted by KRCS in accordance with the above procedure for the correction of errors.
1.1.11.
Study and Comparison of Bids
Technical proposals will be evaluated before the study of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened.
1.1.12.
Confidentiality
The Bidder shall treat the existence and contents of this RFP, and all information made available about this RFP, as confidential and shall only use the same for the purpose for which it was provided.
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The Bidder shall not publish or disclose the same or any particulars thereof to any third party without the written permission of KRCS unless it is to Bidder’s Contractors for assistance in the preparation of this Tender. In any case, the same confidentiality must be entered into between Bidder and his Contractors.
1.1.13.
Corrupt or Fraudulent Practices
KRCS requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts. A tenderer shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.
KRCS will reject a proposal for an award if it determines that the tenderer recommended for the award has engaged in corrupt or fraudulent practices in competing for the contract in question.
Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating. Please report any malpractice to complaints@redcross.or.ke
Bidders should provide softcopy technical and financial proposals in two separate folders marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of
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Consultant”. The subject of your email should read “Tender No. PRF24655 – Terms of Reference (TOR) for Consultancy Services for the development of a Kenya Red Cross Society (KRCS) Surge System”
The proposal should be addressed as below to reach the undersigned (by mail) through tenders@redcross.or.ke on Tuesday, 25th March 2025, before 1700HRS (EAT).
Chairperson, Tender Committee
Kenya Red Cross Society
P.O Box 40712 – 00100
Nairobi, Kenya.
