Terms of Reference (TOR) for Procurement of a Project Management and Monitoring Tool at Siasa Place

The primary objective of this TOR is to invite qualified firms to propose a comprehensive Project Management and Monitoring Tool that meets the organization’s needs. The tool should facilitate real-time tracking of project activities, resource allocation, task management, reporting, and performance evaluation.

Scope of Work 

The selected firm will be responsible for:

• Providing a software solution that meets the organization’s project management and monitoring requirements.
• Implementing and configuring the tool based on organizational workflows.
• Providing training and support to ensure seamless adoption.
• Ensuring data security, system integration, and scalability.
• Offering post-implementation support and maintenance.

Key Features and Requirements 

The proposed tool should include, but not be limited to, the following features:

• Project Planning & Scheduling: Gantt charts, task dependencies, and milestone tracking.
• Task and Resource Management: Assignment of tasks, workload balancing, and resource tracking.
• Collaboration & Communication: Team messaging, file sharing, and document management.
• Monitoring & Reporting: Real-time dashboards, progress tracking, and customizable reports.
• Budget & Expense Tracking: Financial tracking, cost estimation, and expenditure reporting.
• Integration & Scalability: Compatibility with existing organizational tools (e.g., ERP, CRM, email systems).
• User Access & Security: Role-based access, data encryption, and audit trails.

Deliverables

• A fully functional Project Management and Monitoring Tool.
• User manuals and training materials.
• Training sessions for relevant staff.
• Ongoing support and maintenance agreement.

Eligibility Criteria 

Qualified vendors should meet the following criteria:

• Proven experience in developing and deploying project management solutions.
• Demonstrated expertise in working with organizations of similar scale.
• Strong technical support and service capabilities.
• Compliance with relevant data protection regulations.