Request for Expression of Interest (EOI) for Development of Enterprise Resource Planning (ERP) System – NRT/26/2021

Background information:
The Northern Rangelands Trust (NRT) is a non-profit umbrella organization that supports 43-member Community Conservancies across northern and coastal Kenya with fundraising, technical support, governance support and training to member community conservancies. Its mission is to develop resilient community owned conservancies that transform lives, secure peace and conserve natural resources. It is a non-governmental organization headquartered in Lewa Wildlife Conservancy, Meru County. More information can be found at www.nrt-kenya.org.

Objective
The aim is to deploy an Enterprise Resource Planning (ERP) system that will assist in automating most of NRT’s processes, comply with legislative and government policies and promote good governance. The ERP system must be scalable to allow additional modules and must interface with other business information systems.

Scope of the Work
The successful firm will take the following broad approach in accomplishing the terms of reference (ToR) for which the following tasks and responsibilities will be performed:
▪ Conduct review in a highly consultative manner with NRT Senior Management Team, and cascading the same with the relevant Department and staff in order to map/document internal processes, and align them with the internal control model set and documented by the organization.
▪ Conduct analysis of the current processes which are performed through the current processes and software solution.
▪ Propose several variant options that are aligned with NRT requirements and advice on the effective solution to implement.
▪ Develop and Install the selected customized modules

▪ Perform offline and live testing of the solution with the relevant First Consult staff.
▪ Migrate data from the existing system, without disruption of the company’s operation.
▪ Develop user guidelines on how to use the ERP, and the ERP technical support guideline.
▪ Provide a complete documentation of flowchart and process of the ERP platform.
▪ Provide training to all relevant NRT staffs on the ERP for daily operations and system training to IT staff on supporting and administrating the ERP systems.
▪ Provide user guidance/support on issues faced using the solution.
▪ The employee portal platform must be logical and secure access to relevant self-service through a single online portal in accordance to user access level. It must be accessible and viewable through web browsers and mobile
devices i.e. mobile friendly and responsive.
▪ The intuitive interface of the ERP system must allow users to easily adapt within a short period of time from the initial stage of using the system and reduce the change management efforts.

ERP Functionalities/ Features
▪ Must have User Rights Management and Access Control for the authorized staffs to administer and set the proper user roles/permissions to allow specific users to access specific ERP functions, data, request approval and
user profiles;
▪ Must have an automated workflow for the business process lifecycle, allowing specified/respective users for review, editing, and approval of departmental and staff requests;
▪ Must be able to track the process flow to respective users of their activities and their authorization including Access, Operations and Approval Logs to enable better control and monitoring of audit trail of activities performed
in the system;

Details on the ERP System:
Financial Management
▪ Project and organizational planning and budgeting processes
▪ General ledger
▪ Financial/Management Reports
▪ Bank reconciliation
▪ Advanced allocations
▪ Cash management
▪ Fixed assets
▪ Budget Entry- Budget Adjustment with trail
▪ Grant or project accounting▪ Independent platform for partner account management
▪ Fund Management Module (Conservancies and Sub-Award Partners)
▪ Regulatory Compliance Support
▪ Data upload/import and export capabilities
▪ System Alerts
Supply Chain Management
▪ Purchasing: Acquisition of goods & services as well as Bid Management (Requisitions, Analysis, LPO Issuing)
▪ Procurement Document Management
➢ Tenders and Contract Management
➢ Event Management
➢ Supplier Database Management
➢ Inventory Management
➢ Asset Management
➢ System Alerts
Reporting Human Resource Management
▪ Human Resource Management.
▪ Benefits administration.
▪ Leave management.
▪ Payroll management.
▪ Enterprise compensation management.
▪ Organizational management.
▪ Employee performance management.
▪ Travel management.
▪ Talent management.
▪ Training and development management.
▪ Reporting
▪ Dashboard and Alerts
Grants and Project Management
A. Pre-award Management
▪ Donor database (donor, program (s), funding cycle, funding amounts (min- max), grant manager
▪ Contacts
➢ Individual and linkage to organization as applicable
➢ Organization and linkage to individual (s) as applicable
▪ Create activity tasks and assign staff with email reminders (pre-award, award, and post-award)
▪ Calendar linked to reminders.▪ Proposal development and submission status (start, due date, submission date), with tasks, staff assignments and schedules
➢ Concept note stage
➢ Full proposal
➢ Budgeting
➢ Performance management/M&E Data
➢ Supporting documentation submission
B. Post-award Management
▪ Grant/Project management, each to have
➢ Donor contracts and compliance
➢ Invoicing of donors
➢ Donor incomes tracking per project/donor
➢ Automatic/manual acknowledgement of donor funds
➢ Budget and allocations
➢ Task scheduling and workflow allocations
➢ Donor reports, timelines, and allocations
o Technical report linked to programs
o Financial report linked to finance
o M&E data linked to M&E module
▪ Fund management
➢ Community conservancies support
a. Conservancy Livelihoods Fund (CLF) applications, budgets, performance plans, review, award, reporting (budget vs expenditures, performance plans, narrative report)
b. Conservancy Operations Fund (COF) applications, (budget vs expenditures, performance plans, narrative report)
➢ Sub-awards to other partners
c. Contracts and compliance
d. Budget allocations
e. Performance plans
f. Sub-award reporting
g. Sub-award closeout and demobilization plan

C. Grant Closeout Management
▪ Grant closeout process plan, with tasks and staff assignment and timelines
▪ Grant closeout deliverables
▪ Performance monitoring, targets vs achieved.
▪ Final reports (technical, narrative, M&E and administrative deliverables), email reminder
D. Reports
▪ Pre-award
i. Grant solicitation hit rate %, dollar value
ii. Grant submission status, and next steps
iii. Relationship reporting
iv. Submission budget reporting
v. Submission performance plan reporting
vi. Staff salary allocation
▪ Post-award
vii. Budget variance reporting
viii. Track expenses against budgets
ix. Donor reports submission tracking and status (technical, financial, M&E, administrative deliverables)
x. Track performance achievements against plans
xi. Performance plan variance reporting
xii. Overall grant portfolio variance reporting

Programs Management
▪ Project activity planning and budgeting/management
▪ Task scheduling management
▪ Task Timeline and status
▪ Program Reporting
▪ Events management
▪ Dashboard and Alerts

Fleet/Logistics Management
▪ Fleet tracking data/report
▪ Fuel management
▪ Fleet request
▪ Fleet allocation/scheduling
▪ Vehicle maintenance management

Monitoring and Evaluation

▪ Data capturing/collection
▪ Data Analysis
▪ Reporting
▪ Feedback & Review
▪ Standard Indicators
▪ Impact Assessment

Professional services provision as follows:
▪ Data conversion and migration.
▪ Report development
▪ Implementation and training services
▪ Change management
▪ System documentation and testing
▪ Knowledge transfer
▪ Ongoing support and maintenance of the ERP solution ICT Administration
▪ Hybrid system hosting – On-premise for core modules and cloud for other modules
▪ Automatic database backup to multiple servers
▪ Disaster recovery capabilities.
▪ System Manuals.
▪ Security – Penetration tests certificate
▪ Audit Trail Reports.
▪ System Configuration/Administration Dashboard

Tender documents must be submitted in plain sealed envelope clearly marked as follows:NRT/OCTOBER/021/2021.

Documents must be addressed to;

The Chairman Tender Committee Northern Rangelands Trust HQ

Isiolo, KENYA

The Expression of Interest documents should be physically submitted to NRT HQ Offices, not later that 26th  OCTOBER, 2021 at 11:00am.