Provision of Human Resource Electronic Document and File Management System - County Government of Nyamira

The County Government of Nyamira (Kenya) is procuring a Human Resource Electronic Document and File Management System (HR-EDMS) to replace its largely paper-based HR records environment. The system will host scanned and digitally created HR documents (contracts, payslips, performance records, leave files, disciplinary records, training records) for the county civil service workforce, with access control aligned to the Kenya Data Protection Act 2019 and county HR policies. Bid security amount is specified in the bidding document. Submissions are physical at the County Treasury offices in Nyamira town.

Supply, customisation and deployment of an HR-focused EDMS. Migration plan for existing paper HR files including bulk scanning and indexing. Configuration of HR workflows (leave applications, document approval, archival). Role-based access control and audit logging. Integration capability with existing county HR/payroll systems. Training of HR officers, ICT staff and end-users. Warranty, support and software maintenance. Documentation, SOPs and user manuals.

Legally registered Kenyan firms or international firms with Kenyan tax PIN. Compliance with the eligibility category in the tender document. Statutory documents (CR12, KRA tax compliance, NSSF, NHIF, AGPO certificate where applicable). Bid security in the form specified. Demonstrated prior EDMS deployment experience, preferably in government or large institutional environments in Kenya/East Africa.

Preliminary evaluation (mandatory documents, bid security, signatures). Technical evaluation against the bidding document specifications including functionality, references, methodology, project team and timelines. Financial evaluation. Award to lowest evaluated responsive bidder.