Proposed Consultancy Services On Automation Of Data Collection And Digitization Needs In Coffee Co operatives In Kenya

 Proposed Consultancy Services On Automation Of Data Collection And Digitization Needs 

 MINISTRY OF AGRICULTURE , LIVESTOCK, FISHERIES AND IRRIGATION

MINISTRY OF AGRICULTURE, LIVESTOCK, FISHERIES AND COOPERATIVES

State Department for Co-operatives

The ministry of Agriculture, Livestock, Fisheries and Co-operatives intend to undertake consultancy services on automation of data collection and digitization needs on coffee co-operatives in Kenya.

Interested consultancy firms who are registered (proof of registration required) may obtain Tender Documents from NSSF Building Block A, Eastern Wing, Procurement Office 16^th floor, in person upon payment of a non-refundable fee of Kshs 1000 in cash office at NSSF Building Block B, 10^th Floor before 4 pm on normal working days or in a bankers cheque to the Principal Secretary, State Department For Co-operatives, Nairobi or downloaded from www.industrialization.go.ke  and treasury portal www.supplier.treasury.go.ke. Those who download should send their details to NSSF Building, Block A, Eastern Wing, Procurement Office 16^th Floor for registration.

Interested bidders should note that only those meeting the criteria indicated below as a minimum supported by relevant documents at submission will be considered for further evaluation.

The purpose of this consultancy is to;

1. Carry out an assessment of digitization/ automation of processes/functions in coffee co-operatives in selected 25 coffee co-operatives in 7 counties with a view of identifying key areas of support by Government using a tool/template on the needs assessment developed by State department for co-operatives;
2. Design and develop an online data collection system. This entails designing real time data collection software to enable co-operatives capture key data/ debts status income and expenditure, processing and ICT status /profile (annexed data collection template has been developed by SDC). The consultant will install/host the online system in the SDC servers;
3. Develop a phone USSD platform to collect profiles of coffee farmers. This entails the consultant securing a USSD code from a service provider, securing integration with IPRS(Integrated population registration service) and develop the phone platform;
4. Supply and install digital weighing machines, computer desktops/laptops, thermo receipt printers’ hardware and carrying training benefiting Co-operative on the operation and use of the equipment as per approved specification;
5. Train coffee co-operatives staff and county staff in 23 coffee growing counties on online data collection system. This will also involve creation of user accounts in each coffee society to enable connectivity and maintenance. Each co-operative society will able to upload the required data and be adequately equipped to self-administer the system

Specific tasks

1. Carry out a need assessment of the existing status of digitization / automation service system and identify gaps;
2. Secure a web domain for the state department for cooperatives from ICT authority;
3. Develop website for state department for cooperatives;
4. Ensure that the data collection system is hosted in the SDC servers;
5. Supply coffee co-operatives with appropriate equipment and hardware as per need identified;
6. Carry out training of county co-operative officers and coffee co-operative management staff on the system developed;
7. Develop and deploy a phone based USSD platform;
8. Acquire USSD code from a suitable telecom provider;
9. Secure integration of the USSD platform with Government integrated population services(IPRS);
10. Provide technical support to coffee co-operatives on uploading of data for one year renewable;
11. Online maintenance of the data collection system and website as and when needed

Further tenders from the following tenders shall be treated as non-responsive and therefore subject to automatic disqualification.

Tenders in plain sealed envelopes, marked tender number on the right hand side corner and bearing no identification of the tenderer should be addressed to;-

THE PRINCIPAL SECRETARY

MINISTRY OF AGRICULTURE, LIVESTOCK, FISHERIES, AND CO-OPERATIVES

STATE DEPARTMENT FOR CO-OPERATIVES

P.O BOX 40811-00100

NAIROBI

and placed in the Tender box at NSSF Building Block A Eastern Wing 16^th floor at the main reception area marked state department for co-operatives or sent by post so at to reach the above address on or before 11^th march, 2020 at exactly 10:00 A.m.

Submitted bids will be opened immediately thereafter in the presence of the candidates or their representatives who choose to attend.

Late bids shall not be accepted.

Prices quoted must be net inclusive of VAT and all Government taxes and must remain valid for one hundred and twenty (120) days from opening date of the tender.

The Bid Security, which must be from a reputable bank or from a PPRA accredited insurance company shall be valid for one hundred and fifty (150) days from the tender opening date.

The government reserves the right to reject any tender giving reasons for the rejection and does not bind itself to accept the lowest or any tender.

HEAD OF SUPPLY CHAIN SERVICES

FOR: PRINCIPAL SECRETARY