NEA’s Labour Migration Management Information System at International Labor Organization (ILO)

Scope of the Consultancy

• The consultant is expected to carry out the following:

Study the workflow of labour migration

• Analyse how NEA, State Department of Labour, Directorate of Immigration and Ministry of Foreign Affairs (Embassies) execute their mandate on labour migration cycle,
• Establish how the ideal workflow set-up on labour migration in Kenya should look like
• Identify bottlenecks and other technology chronic problems on the existing information system,
• Anticipate the changes in the future and how technology needs are likely to look like

Review existing NEA information system

• Evaluate the strengths and weaknesses of the existing NEA information system.
• Examine the hardware and software technology deployed considering the functionality, age and availability of spare parts.
• Record software release version, patches, and which business processes the hardware is used to support.
• Figure out how this technology affect the workflow of labour migration processes in Kenya
• Establish if Government of Kenya is utilizing the existing technology to the fullest potential

Consider Alternative Information Systems

• Draw comparisons with other existing technologies on the market
• Guide the Government of Kenya on the best model(s) and approach to improve the existing technologies

Assess the Resource Needs

• Estimate the financial needs of the upgrade/development and publicity of the NEA system to optimal
• Advise on the level and availability of technical expertise to support NEA in the upgrade/development the ideal information system

Timeline

The assignment is expected to be completed in a maximum of fifteen (15) consultive days from the date of signing of the contract.

Required Competency and Qualifications

• The consultant is expected to have reputable experience in developing databases and networking of similar nature and be able to present evidence of past engagement similar to this one
• He should hold master’s degree in software engineering, computer science or similar from a reputable university.
• He should possess at least 3 years of experience and excellent knowledge of database and networking
• Ability to solve problems creatively and adapt her/his style, creativity and imagination while enjoying creative work
• Understanding and Knowledge of the subject matter (labour migration) and the target group.
• Ability to communicate effectively both orally and in writing, ability to accommodate feedback

Evaluation Process and Criteria

The evaluation process would be as shown below. In summary, the proposals will be evaluated on a weighted score of 70/30 for Technical/Financial relative score of 70/30.

Technical proposal evaluation criteria

In evaluating the technical proposal, the score allotted in the next table shall be used.

Evaluation Dimension

Consultant’s Qualification and Experience of Consultant

Criteria:

• Possess master’s degree in software engineering, computer science or similar from a reputable university.
• Proven reputable experience in designing developing databases of similar nature and be able to past projects
• Proven ability to communicate effectively in English both orally and in writing, ability to accommodate feedback;
• Excellent report writing skills
• Understanding and knowledge on labour migration is an added advantage**Max Score 30**

Methodology and Approach to the Assignment

Criteria:

• · The proposal responds comprehensively to the TORs
• · Sound participatory methodology to the assignment
• · Well outlined implementation and management plan
• · Major risks and mitigation options identified in the proposal**Max Score 40**

Total 70

The minimum total score required from the technical proposal to be able to proceed for evaluating the financial proposal will be 49/70 which is an equivalent of 70%

Evaluation of the Financial Proposal

The financial proposal offers having passed the technical review will be considered. The financial offer will account for 30% of the final score. The maximum number of points assigned to the financial proposal will be allocated to the lowest priced proposal. All other price proposals receive pro-rated points according to the following formula: p = y (x/z), where: p = points for the financial proposal being evaluated y = maximum number of points for the financial proposal x = price of the lowest priced proposal z = price of the proposal being evaluated. The proposal obtaining the overall highest score, after adding the score of the technical and the financial proposals, is the one that offers best value for money.

The financial proposal should detail all lines of envisaged expenditure. For each line, the unit cost, the quantity of units, and the total cost should be provided.

Technical and Financial Proposal evaluation will be based on the following percentage combination.

Technical Proposal 70

Financial proposal 30

Total 100

Deliverables with payment Schedule

Payments upon submission to ILO satisfaction of the deliverables and in line with the following payment tranches:

Deliverables

• Inception report: detailed inception report explaining firm’s understanding of the ToR/assignment, methodology and work plan
• Execution and final report of the assignment

Payment tranches

• First tranche: 30% of total contract value will be payable up on submission of the revised inception report to the satisfaction of the ILO
• 70% after completion

Time frame

• 5 days
• 10 days

Note: As ILO procedure the office will not cover receiver’s side bank charges

Management Arrangements

The consultant will work under the direct supervision of the project Chief Technical Advisor based in Djibouti and the management of NEA based in Nairobi, Kenya. It will also get technical back stopping support from other experts in the region and Headquarters as needed. All information and assets related to the toolkit will be property of NEA.