Terms of Reference for Installation and Maintenance of An Asset Management Information System

Background
ChildFund is an international non-governmental organization (NGO) working in over 26 countries to help deprived, excluded, and vulnerable children have the capacity to improve their lives and become young adults, parents, and leaders who bring lasting and positive change to their communities. ChildFund is committed to child-centered change that leads to healthy and secure infants, educated and confident children, and skilled and involved youth. With an annual budget of approximately $233.5M (FY 2017), ChildFund currently reaches over 11.4 million children and family members across 26 countries, managing a portfolio of more than 326 local implementing partners.

Objective
The objective of the project is to carry out installation, train staff and maintain an Asset Management System to enable easier management of ChildFund’s Assets.

System Specifications/Requirements

1. Tag, monitor and track all ChildFund assets and their entire lifecycle, from location, user and condition
2. Ensure a complete and accurate chain of custody history
3. Ensure complete control over all assets and inventory starting at the purchase order all the way through to final disposal.
4. Use of cutting edge asset tagging identification and asset tracking technologies to drive efficiencies (Bar coding, RFID)
5. Ability to extract reports based on: Entire asset register, location, user, obsolete assets
6. User-friendly system with ability to import large volume of data
7. Fleet fuel management option
8. Office inventory and office supplies management and tracking

Duties and Responsibilities of Contractor

1. Install asset management system
2. Provide regular and annual maintenance services
3. Train ChildFund Representatives about the system
4. Carry out both major and minor adjustments where necessary and as recommended by the client.
5. Guide ChildFund Staff on the systems’ operations
6. Provide a written estimate of costs for any upgrade and improvement if necessary.
7. To attend to all call outs which may be deemed necessary to maintain proper operations of the system

Relations between the contractor and the Owner

1. The contractor shall carry out the Works in accordance with the specifications and in accordance with any reasonable instructions by ChildFund Kenya or her representative.
2. As soon as possible after the signing of the contract between ChildFund Kenya and the Contractor, the ChildFund Kenya shall inform the Contractor the name of his/her authorized representative who will represent ChildFund Kenya for the installations.
3. As soon as possible after the signing of the contract the Contractor shall inform ChildFund Kenya in writing the name of the person who shall be authorized by the Contractor to represent the Contractor for installations.
4. ChildFund Kenya and the Contractor shall inform each other in writing when there is a change of the persons authorized to represent them for the installations.
5. All instructions from ChildFund Kenya or his/her representative shall be given to the Contractor or his/her representative in writing.

Data protection
The service provider shall not disclose any confidential information of ChildFund Kenya to any person or other third-party or make use of such confidential information for the Service Provider’s own purposes at any time without ChildFund Kenya’s prior written consent

Child Safeguarding
ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.

Insurance
All insurance for health care, accidents of the employees at site will be the sole responsibility of the contractor.

Accomodation
The contractor will make all the necessary arrangements for accommodation and food for the project team.

Required Documents
The service provider should submit the documents as mentioned below along with the proposal.

• Firm/Organization Certificate of Registration.
• PIN/VAT Certificate.
• Tax Clearance Certificate
• Company /Organization Profile.
• Information needed about assets that should be availed for system set up