1.0 Organizational Profile

TICAH is a feminist organization that works to promote health, equitable relationships, and community action. We believe that culture shapes health, that beauty is powerful, that expression is activism and that stories have something to teach.  

Our work focuses on the follow critical areas:  ‍

• ‍Listening and Co-creation - We start by listening to communities’ stories, cultures, challenges, opportunities, adaptations, and more. Through listening and discussion, we cocreate programs finding progressive ways to address Kenya’s most pressing issues.  
• Safe Spaces and values clarification - We create safe spaces for people to openly share their views, values, challenges and experiences without judgment or repercussions. In these spaces, we also clarify values that we individually or collectively have about certain issues or ideas. By clarifying values, we establish areas where we connect and where we need to find mutual understanding.  
• Facilitation and Training of trainers - We are facilitators supporting communities to organize themselves, find local solutions to challenges, advocate for change and protect one another. We have developed several tools to support conversations and learning in workshops. We provide these materials to local trainers and facilitators to share within their communities after they are trained on how to use them.  
• Advocacy and Celebration - We raise our voices to advocate for better laws, policies and practices to protect rights, access to holistic health services, freedom of expression, indigenous culture, sexuality and reproductive health. We celebrate the beauty and diversity of ideas, ethnicities, religions, sexuality, music, art, genders, indigenous cultures, and traditions as expressions of a healthy society.
  

2.0 Objective of the Assignment

TICAH is pleased to share the Terms of Reference (TOR) for an Enterprise Resource Planning (ERP) system which will enable the automation and effective management of its business operations. The objective of this assignment is to streamline the internal processes with a view to automate manual processes and create controls to increase TICAH’s operational efficiency.

The key objectives of the assignment are:

1. To understand the current TICAH operations, processes and systems, and further specifically implement, and optimise the current features of the system.
   
2. Implement a web-based, cloud-based Enterprise Resource Planning (ERP) system to automate and integrate all TICAH’s operations/processes included in the user requirements
3. Review of ALL the processes, workflows, and any other workflow which departments shall suggest during the implementation
4. Automate all approvals and workflows through the system.
5. Centralized implementation to enforce necessary controls and facilitate integrated end to end solution, accurate and timely reporting.
6. Dashboard capabilities to facilitate online status reporting and informed strategic management decisions. \
7. Integrate with other existing systems e.g., bank, MPESA bulk, Office 365, Monitoring and evaluation system, email system and any other system that shall be found necessary for TICAH operations
8. Improve organizational productivity through the reduction of time spent on managing documents, among others.
9. Provide periodical and ad hoc reports.

3.0 Scope of Work

1. The vendor will review the user requirements listing prepared internally, ensure a clear understanding of expectations and develop a project proposal detailing implementation methodology, training plans, timelines, and milestones.
2. The vendor will be required to supply, develop, install, configure, test, train, hand- hold users, commission, maintain and support the ERP modules and apply adequate patches, upgrades, utilities, and tools to achieve full functionality as will be specified by the client.
3. Implement the Enterprise Resource Planning (ERP) system and ensure integration and automation to TICAH’s existing operations and/or processes.
4. The vendor will support in migration of the data from the current system to the new system
5. Conduct analysis of the hosting infrastructure for the system and provide specifications to the TICAH on the appropriate cloud hosting requirements for the system.
6. Training of staff on the system; this shall entail imparting the skills required to enable users to be able to understand and have knowledge of the ERP system. Technical training that will involve the provision of complete training of trainers on administration of supplied ERP solution, system development and training on related software including databases.
7. Provide Post Implementation Support and Quality Management.
8. Provide the final source codes and document a user guide for ease of reference

4.0 Timelines

The expected timeline for the implementation and customization of the system is within a period of one year within which all modules will have expected to have undergone successful user testing, training and go-live.

5.0 Desired Qualifications/ Selection Criteria

Professional Qualifications

1. The desired firm must have been in the industry for over 5 years with relevant technical expertise including in the implementation and customization of ERPs for nonprofit organizations in Kenya and regionally:
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   Project Manager:
   The Project Manager MUST have at least a university degree preferably in Computer Science or Information Technology OR a Business-related Degree with a relevant IT certification with 10 years’ experience in Project Management and Implementation or Process Consulting. Experience in implementing at least five (5) ERP Systems. Attach CV, professional and academic certificates.
   
   Financial Consultants:
   Must possess a bachelor's degree in commerce, Business or related field. Be a Certified Professional Accountant (CPA-K).   This consultant must demonstrate their understanding of the key functionalities of the financial module and must have worked for the organization for a period of not less than two years.
   
   Technical Consultant:
   BSc degree in Computer Science/ IT or relevant field with relevant certifications including Certification in Database Management Systems (MSSQL). The consultant must have at least 3 years' experience in system development/ or in the relevant field. Attach CV, professional and academic certificates. Technical consultants must demonstrate their understanding of the key functionalities required of the system and must have worked in the organization for more than two years.
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2. The desired firm must demonstrate evidence of having successfully implemented a similar ERP for other organizations within the nonprofit sector and other similar organizations.
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3. The desired firm must demonstrate thorough knowledge of the various key features and functionalities of the proposed modules and related portals
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4. The desired firm must be able to demonstrate an excellent standing or partnership with Microsoft or similar operating system ie evidence of being a Gold or recommended support partner for the proposed system.

6.0 Application Process

Qualified firms should submit documents including:

• An expression of interest with an elaborate technical capability statement
• Dully filled and signed form of tender- All bidders should clearly state if the proposed feature is present in their system’s customization, or any alternative to work around it. All rows should be responded to by the prospective bidder.
• Copy of certificate of registration/ incorporation
• Copy of tax compliance certificate
• Curriculum vitae providing full description of the lead technical consultants  
• Provide relevant certifications and licences demonstrating partnerships  
• A financial bid containing time and cost estimate for delivery of the above-described deliverables with details on licencing costs, implementation costs, training costs (one-off costs) and the annual maintenance costs.
• Contact information of at least three independent referees with in-depth and proven knowledge of the expert’s/ consultant’s expertise and relevant work experience (attach 2 reference letters from past assignments)

7.0 Submission of Bids

The deadline for submission of expressions of interest is 20^th January 2025. Applications should be sent by email to procurement@ticahealth.org with a copy to accounts@ticahealth.org.

Downloads

Copy of TOR Document (PDF)

Appendix 1 - Key Features and Modules Required (DOCX)