Kwale Pavi Farmers’ Cooperative Farmers’ Cooperative Management System at Micro Enterprises Support Programme Trust (MESPT)

The system should have functionalities

1. Member’s registration: Register new members/farmers to the Society or import farmers details from a previously existing system. Capture member number, full names, National ID, Date of Birth, Gender, Marital Status, Route/Milk Collection Centre, addresses, contacts (phone #), Bank Details, Passport, Signature, next of keen etc…
2. Purchases: Collect and analyze data relating to cooperative society. Handle processes starting from farmers to delivery to the bulking stores and member payment characterized by journal entries, deliveries, payments/deductions/ generate reports etc
3. Debtors/Processors: Handle all the credit transactions from the customer and offer a variety of features, such as customer statements and customer payments checks. **
4. Store/Inventory: Track the quantities and costs of inventory items based on the receipts, issues, adjustments, and transfers of these items with accuracy society’s unique requirements
5. Production and sales: Capture procedures involved in feed formulation and production of different variety of farm feeds from acquisition of cereals and other additives to the final product and sales
6. Creditors: Handle credit supplies of stock, deliveries and payments.
7. Finance and accounting: Manage cash flow within the Society: both income and expenditure (income from investments, income from dividends, income from loan interests, expenses from Sacco staff salaries, purchase of office equipment etc…)
8. Analytics: Provide graphical representation of data or dashboards necessary for decision making e.g farmers production in a given period, sale of farm inputs, active farmers, gender composition in membership, cashflow etc
9. HR and payroll: Handle leave management, employee performance management, employees’ salaries, deductions, record keeping and verifying the reliability of pay data. Delivers payroll checks, maintain compliance with tax law, keep employee record, track of statutory deductions: NSSF, NHIF, PAYE etc…
10. Administration: Assign access rights to system users, backup system data,creates new system users, issuance of passwords, activate or deactivate users, audit etc
11. Bulk SMS: Send SMS messages, alerts and notifications to members/farmers of the Society e.g. annual general meeting, outbreak of diseases
12. User friendliness: Be scalable, customizable to user needs, integrate with other system, reliable, easy to adopt and use, timely client support
13. Integration with POS to capture sales
14. Extension services and extension personnel management
15. Reporting: Generate various reports to aid in cooperative management
16. Hosting: The system should be cloud hosted

Technical requirements

• Technical proposal of the proposed system
• At least 2 references that are currently utilizing the system and whether it’s customizable
• A link with a short demo of the system
• Bidders should be ready to have a demo meeting after submission of the bids.

Give a breakdown of the:

• Proposed software implementation breakdown including recurring costs
• Hardware including their specifications required to support the software
• Any other cost including deployment and training on the site
• Prices should be inclusive of VAT
• Amount should be in Kenya Shillings.