Introduction

Kanisa Housing Co-operative Society (KHCS) was founded in 2010 with the objective of providing for its members living accommodation and livelihood within their areas of operation. Since inception, KHCS has engaged in the real estate sector, selling over 650 parcels of land through thirteen (13) projects. The Society is now looking into expanding its product offering by venturing in construction of housing units. The Society has a membership of 400 members.

KHCS is managed by a management committee (The Central Management Committee [CMC]) and has currently employed two members of staff. A Supervisory Committee acts as the internal watchdog of the Society to ensure all transactions are above board. Members of the CMC and the Supervisory Committee are elected at an Annual General Meeting; with oversight from the Department of Co-operatives from the Ministry of Industry, Trade and Cooperatives.

As the Society progressively grows, plans are underway to improve the efficiency of its operations. Among the critical aspects is automating its record keeping. Currently, the Society is using spreadsheets to capture and store information. While this has worked in the past, use of spreadsheets will not be a feasible option to use based on the strategic direction that the Society is looking at.

Objective

To Implement a Management Information System (MIS) that will suit the information needs of KHCS which include

• Management of Member Register, members’ accounts and transactions
• Management of the Society’s projects
• Efficient book keeping
• Human Resource Management
• Efficient report development and generation.  

The detailed system requirements can be found here. 

The Society is requesting for proposals from a firm or ICT professionals for the implementation of an MIS.

Detail of Proposals

A successful proposal for consideration should have the following:

• A Demonstration of the ability of their system to meet all the needs of the Society as outlined
• A draft project plan of the entire implementation of the MIS; to include
  
  • System installation
  • Data Migration (six-year data from Excel)
  • User Acceptance Testing
  • Go Live Date
  • Details of post go-live support
  • Front end (User) and Back end (Technical) training schedule
• Details of Technologies used (i.e. User interface, business rule engines and databases)
• Details of physical equipment required for the System
• Cost projections for the Project (inclusive of applicable taxes)
• Names and CVs of personnel proposed to oversee the implementation process
• Evidence of similar implementation 

Submission of Proposals

Proposals shall be submitted under the following guidelines:

• Proposals shall only be submitted through the Proposal Upload Portal on the Society’s Website on or before 4:00pm on Friday 2^nd June 2017.
• The Main proposal shall NOT exceed ten (10) Pages.
• All Annexes to the proposal shall be submitted in one file that is separate from the Main Proposal File.
• Canvassing is prohibited. However, clarifications may be sought through the Society’s Contact Page; under the Subject ”MIS Proposal – Clarification”

Proposals that fail to meet these guidelines risk being disqualified.

NB. Shortlisted candidates may be requested to demonstrate their systems.