Request for Proposal: Review and enhancement of Office Dynamics ERP System

Country: Kenya

Organization: Refugee Consortium of Kenya

Closing date: 7 Jul 2023

1. 
   INTRODUCTION
   

RCK is a national NGO which was established in 1998 in response to the increasingly complex refugee situation in Kenya. RCK mission is **“**to protect and promote the well-being, voice, and dignity of the displaced and host populations”. RCK services include but are not limited to:

1. Provision of legal aid services through representation in the Kenyan courts of law on: asylum and immigration related matters, sexual and gender-based violence and custody and guardianship related cases; legal counselling and psychosocial counselling,


2. Advocacy initiatives towards development of friendly policies and laws for refugees, IDPs, returnees, stateless persons and host communities.


3. Protection and monitoring of rights through engagement with community monitors, research, documentation and dissemination of information.


4. Organisational development and sustainability

We have been implementing Dynamics Navision (ERP) from the year 2021, having migrated from Sage pastel. Most of RCK’s services have been automated with a significant reduction in paperwork. The current system which is fully automated include the following components;

1. Finance including payment and banking


2. Procurement


3. Human Resources (HR Management and payroll process)


4. Grants


5. Travel management

RCK external auditors and staff have identified some internal control gaps that need to be addressed as well as improved to improve the efficiency of the system. Further RCK operations have increased with engagement of more stakeholders, resources and interventions among others, as per the revised strategic plan 2023-2027. RCK, therefore wishes to engage a reputable and experienced firm in reviewing the system with the aim of enhancing its effectiveness and efficiency to facilitate delivery of RCK operations.

2. SCOPE OF WORK

1. Review the current ERP system including all its components


2. Interview staff i.e., users on the suitability and usefulness of the system


3. Interrogate the ERP system on audit and security threats


4. Review the records management and filing of the ERP system


5. Review redundancy and interconnectivity of modules


6. Review and enhance the M and E component of the system with a view of integrating with the RCK Client Management System or any other MEAL system that is being used by RCK staff


7. Review the long-term cost and value for money of the system versus other ERPs and make recommendations


8. Review and update user manual i.e., a complete set of required documentation, including flowcharts and process and templates/forms


9. Review storage of support documents and records back up

3 EXPECTED OUTPUTS

The firm that shall be selected is expected to provide the following;

1. An enhanced ERP system that is responsive to RCK operations and service delivery with a strong security protection; aim is to have all RCK processes automated including external interactions with suppliers.


2. System documentation including a user manual


3. Trained staff on the use of ERP


4. Componence on sub-grantee management and reporting developed


5. After sale service and service level agreement for not less than a year

4. METHODOGY AND DURATION

The applicant is expected to provide an appropriate methodology and the required skills for the assignment to be completed in not more than 4 months and an annual service level agreement that will be renewable.

5. REQUIREMENTS AND QUALIFICATION

• 2 years proven experience in carrying out similar assignments with reputable organisations in the I/NGO sector including identifying, designing, reviewing and implementing ERP solutions;


• Availability of technical staff(s) in each and every module of ERP. Each module or speciality of the system must have 2 or more technical staff. The firm my sub-grantee part of the scope of work which should be expressed during the tender stage;


• Demonstrate capacity and experience in training staff on ERP;


• Able to work in a fast-paced environment with minimum supervision, meet short and tight deadlines, plan and implement effectively, and be a team leader;


• Excellent communication and presentation skills as well as ability to work with teams;

1. 
   COSTING
   

The Financial proposal prepared by the firms should list the costs associated with the assignment and any licences for maintaining the upgraded system. These costs normally cover remuneration for staff, subsistence, transportation, services and equipment, printing of documents, surveys etc. as may be applicable. The costs should be broken down to be clearly understood by the procuring entity. The financial proposal shall be in Kenya Shillings and should take into account the tax liability and cost of insurance specified in the request for proposal.

1. 
   TERMS AND CONDITIONS
   

This work will be undertaken by an external consultancy firm. Proposals should include and adhere to the time frame set to complete the work and at a costed rate.

The full RFP can be downloaded from our website: https://www.rckkenya.org/request-for-proposal-review-and-enhancement-of-office-dynamics-erp-system/

How to apply

1. 
   SUBMISSION OF THE PROPOSAL
   

Submissions of the interested consultancy firms who meet the required profile are invited to present an expression of interest by submitting both technical and financial proposals separately on or before 7th July, 2023, via the email :tenders@rckkenya.org.