TENDER FOR THE SUPPLY AND IMPLEMENTATION OF A COLLEGE MANAGEMENT SYSTEM

TENDER NO: BTI/CMS/2025/001

BTI College, a leading educational institution located along Mugima Road in Kiserian, is seeking a qualified and experienced vendor to supply, install, and implement a comprehensive College Management System (CMS). This system should streamline and automate various administrative, academic, and operational processes within the college.

1. Background Information:

BTI College is committed to providing quality education and requires a robust and user-friendly College Management System to enhance efficiency, improve data management, and provide better services to students, staff, and other stakeholders.

2. Scope of Work:

The successful bidder will be responsible for the following:

• Supply and Installation: Providing a fully functional and scalable College Management System software and all necessary hardware components (if applicable).
• Customization and Configuration: Tailoring the system to meet the specific needs and workflows of BTI College.
• Data Migration: Migrating existing data from current systems (if any) to the new CMS accurately and securely.
• Integration: Ensuring seamless integration of the CMS with other existing or future college systems (e.g., accounting software, learning management systems).
• Training: Providing comprehensive training to all relevant staff members on the effective use of the CMS.
• Documentation: Supplying detailed system documentation, user manuals, and training materials.
• Ongoing Support and Maintenance: Providing reliable technical support and maintenance services for a defined period after implementation.

3. Functional Requirements (but not limited to):

The proposed College Management System should include modules and functionalities covering, but not limited to:

• Student Management: Admission, registration, enrollment, attendance tracking, student records, academic progress, disciplinary records, alumni management.
• Academic Management: Course management, timetable scheduling, examination management, grading, transcript generation, academic reporting.
• Finance Management: Fee management, invoicing, payment processing, financial reporting.
• Human Resource Management: Staff records, payroll integration (optional but desirable), leave management.
• Communication Management: Internal messaging, email integration, SMS integration for notifications.
• Reporting and Analytics: Generation of various reports for management decision-making.
• User Management and Security: Role-based access control, data security measures.
• Portal Access: Separate portals for students, staff, and potentially parents with relevant information and functionalities.

4. Eligibility Criteria:

Interested tenderers must meet the following minimum requirements:

• Be a legally registered entity with a valid business registration certificate.
• Demonstrate a proven track record of successful implementation of similar College Management Systems in recognized educational institutions. (Provide at least three (3) references with contact details).
• Possess the necessary technical expertise and qualified personnel to undertake the project. (Provide organizational structure and CVs of key personnel).
• Provide evidence of financial stability. (Submit audited financial statements for the last three (3) years).
• Comply with all statutory regulations and tax obligations. (Provide a valid tax compliance certificate).
• Submit a comprehensive technical and financial proposal as outlined in Section 6.

5. Tender Fee:

A non-refundable tender fee of KES. 2,000 (Two Thousand Kenya Shillings) is payable by all interested tenderers. Payment can be made through either of the following methods:

• Bank Deposit:
  • Bank: KCB
  • Account Name: BTI COLLEGE LIMITED
  • Account No: 1330686837
  • Branch: Kiserian
• M-Pesa Paybill:
  • Paybill/Business No: 522533
  • Account No: 9007766#Company name

Applicants MUST attach a copy of the payment receipt to their tender documents. Tenders submitted without proof of payment will be disqualified.

6. Submission of Tender Documents:

Interested and eligible tenderers are invited to submit their proposals in two separate sealed envelopes clearly marked:

• ENVELOPE 1: TECHNICAL PROPOSAL – TENDER NO: BTI/CMS/2025/001
  • Detailed understanding of the scope of work and functional requirements.
  • Proposed technical solution, including system architecture, modules, and functionalities.
  • Implementation plan and timeline.
  • Data migration strategy.
  • Training plan for end-users.
  • Details of after-sales support and maintenance services, including Service Level Agreements (SLAs).
  • Company profile, including experience in similar projects (provide references).
  • CVs of key personnel involved in the project.
  • Copies of relevant certificates and licenses.
  • Proof of payment of the non-refundable tender fee.
• ENVELOPE 2: FINANCIAL PROPOSAL – TENDER NO: BTI/CMS/2025/001
  • Detailed breakdown of all costs associated with the supply, installation, customization, data migration, training, and ongoing support and maintenance.
  • Pricing schedule, including unit costs where applicable.
  • Payment terms.
  • Validity period of the quotation.

 

Both sealed envelopes should be placed in one outer sealed envelope clearly marked:

“TENDER FOR THE SUPPLY AND IMPLEMENTATION OF A COLLEGE MANAGEMENT SYSTEM – TENDER NO: BTI/CMS/2025/001”

The outer envelope should be addressed to:

The Procurement Committee

BTI College

P.O. Box 103384-00101

Nairobi, Kenya

The tender documents should be deposited in the Tender Box located at the BTI College Reception, BTI Building, along Mugima Road, Kiserian on or before 31st March 2025 at 10:00 AM (East African Time).

7. Tender Opening:

Tenders will be opened publicly on 31st March 2025 at 10:30 AM (East African Time) at the BTI College Main Hall in the presence of the tenderers or their representatives who choose to attend.

8. Evaluation Criteria:

The evaluation of tenders will be based on a combination of technical and financial criteria. The specific weightings for each criterion will be outlined in the detailed tender document, which can be requested via email from info@bti.ac.ke. However, the general criteria will include:

• Responsiveness to the tender requirements.
• Technical soundness and functionality of the proposed system.
• Experience and track record of the tenderer.
• Implementation plan and timeline.
• Cost-effectiveness of the financial proposal.
• Quality of after-sales support and maintenance services.

9. Important Dates:

• Tender Advertisement Date: March 15, 2025
• Deadline for Submission of Tenders: 15^th April 2025 at 10:00 AM (EAT)
• Tender Opening Date: 15^th April 2025 at 10:30 AM (EAT)

10. Disclaimer:

BTI College reserves the right to accept or reject any tender in whole or in part without assigning any reason thereof. BTI College is not bound to accept the lowest or any tender.

The Principal

BTI College