Background Information
CARE’S Mission
CARE International in Kenya is a development and humanitarian organization with a goal to reduce poverty at the household level and provide relief in emergencies. CARE K’s mission is to serve individuals and families in the poorest communities of the world.
CARE Kenya has been operational in Kenya since 1968. It currently carries out major initiatives in Refugee and Emergency Operations. It is the lead agency under UNHCR and WFP [for water/hygiene, food distribution, formal education and community development] in 3 camps along the Somali border comprised of a population of 202,633 refugees.
CARE Kenya also carries out significant initiatives in HIV/AIDS, Civil Society Organizational Strengthening, Water and Environmental Sanitation [WatESan] and Commercial Activities for Small Holders. Its priority regions are Nyanza Province [with a sub-office in Kisumu], Nairobi slums and North Eastern Province [with sub-offices in Garissa and Dadaab].
Drawing strength from our global diversity, resources and experience, we promote innovative solutions and are advocates for global responsibility.
Programme Overview
Introduction
Within the past ten years, CARE International in Kenya (CIK) has experienced rapid growth and expansion. The increased number of staff and sub-grantee staff has resulted in expanded volumes of paperwork and the space required to store these files competes heavily against pressures for additional space to house staff.
As the Principal Recipient of Global Round 7, presents challenges for the timely delivery and tracking of important paper-based documents and records. Given this background, the need to implement a electronic document and records management solution is urgent.
To meet this challenge, CIK has explored a number of strategies for electronic document and records management inter alia SharePoint and a Intranet based system.
The terms of reference for this subcommittee include:
Main Objective
To design a dynamic website and web-based document management system that will meet CIK needs.
Scope of Work
1. To conduct a electronic systems audit based on CIK’s current website and document management system and provide recommendations on how to proceed
2. Produce an inception report that captures opportunities and issue and provides recommendations for a dynamic website and web-based document management system at CIK
3. Possibly undertake the following activities, as appropriate, based on the results of the activities of the first two terms of reference:
1. Provide an inception report that defines the scope of a project that supports the deployment of an electronic document and records management system(s) for CIK;
2. Develop a set of system requirements for an electronic document and records management system(s) that defines the scope and needs of such a system for CIK.
4. Provide financial estimates for the website design and web-based document management system as well as skills transfer for CIK staff for content management
Outputs
The inception report should provide a clear description of the set of system requirements for a dynamic website as well as an electronic document management system that defines the scope and needs for such a system at CIK.
The requirements, although not exclusive, will include:
- Proven track record of use in large not-for-profit organisation
- Ability to integrate with CIK’s currently systems
- Ability for multi-level access
- Scalable throughout CIK
- Modular design
- Uses standards-based technologies
- Configurable workflow
- Web or desktop accessible
- Ability to record notes, annotations, and electronic signatures
- Data trails and logging files suitable for auditing
- Ability to store documents in universal, non-proprietary formats
- Comprehensive search utilities
- Utilities for backup and restore
- Automatic document disposition tools
- Distributed access, administration and storage
- Ability to generate reports based on key variables
Duration and Phasing
It is anticipated this whole process will take approximately 20 working days as illustrated in the table below:
| Activity | Days |
| Introductory project briefing and initial discussions | 0.5 |
| Country Office systems audit | 1 |
| Field and Sub-Recipients Systems Audit | 5 |
| De-brief at Country Office | 0.5 |
| Report writing and presentation of draft inception report | 5 |
| Review of systems audit report by CIK | 5 |
| Presentation of final report | 3 |
| 20 days |
After approval of the inception report, CIK will commission the website design and web-based document management system.
The Consultant
The consultant is required to have the following qualifications and experience:
- Masters university degree or higher in computer science, informatics or related field;
- Extensive experience in electronic systems audit;
- Extensive experience in website development and web-based document management systems;
Responsibilities
The consultant
The consultant will in consultation with CIK and other stakeholders will be responsible in the following areas:
- Formation of a systems review team
- Assessment of CIK’s electronic infrastructure
- Identifying and define website and document management system priority areas
- Plan and implement the systems audit
- Writing of the inception report
- Present a draft report to CIK.
- Submit a final report incorporating comments and feedback.
CARE Kenya
The Consultant will be responsible to the Information Technology Manager but will work closely with other CIK staff.
CIK will provide all relevant reports and documentation to facilitate desk review.
CIK will provide all relevant reports and documentation to facilitate desk review.
Additionally, CIK will also provide the consultant with the following:
- Field transportation (vehicle and driver)
- Accommodation
- Daily subsistence allowance at CIK’s rate
Expression of Interest
CIK would like to invite any consultancy, individual or consortia to submit an Expression of Interest to be considered for this contract.
You are asked to provide a written submission to include an outline concept that should include, but not limited to:
1. A capability statement, including commitment for availability for the entire assignment
2. A brief statement of on the proposed assignment including a detailed work plan
3. A detailed financial proposal, including lead consultant’s fees. The financial proposal should include daily cost per major activity.
4. Updated curriculum vitae of the consultants who will undertake the work that clearly spells out qualifications and experience. Where more than one consultant will be involved, clearly indicate the overall lead consultant and responsible persons for the other baseline survey areas.
5. Commitment that the consultants whose CVs are presented will be entirely engaged if consultancy is awarded.
6. Sample and/or links to at least two relevant engagements
7. Contacts of 3 organizations that have recently but preferably the last 3 years contracted the firm/consultant(s) to carry out a similar assignment.
Please submit electronic expressions of interest by June 2nd 2010 to patrickm@care.or.ke cc mngunga@care.or.ke, info@care.or.ke and rosemary@care.or.ke
