Provision of Human Resource Electronic Document and File Management System

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. This is a national open tender published under Kenya Public Procurement and Asset Disposal Act 2015 procedures. Eligibility category and IFMIS negotiation number are stated in the official tender document. Bid security amount is specified in the bidding document and must be submitted in the prescribed form. 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-specific 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 for the contract period. Documentation, SOPs and user manuals.

Bidders must be legally registered Kenyan firms or international firms with a Kenyan tax PIN. Compliance with the eligibility category specified in the tender document. Submission of statutory documents (CR12, KRA tax compliance, NSSF, NHIF, AGPO certificate where applicable). Bid security in the amount and form specified in the tender document. Demonstrated prior experience deploying EDMS solutions, preferably in government or large institutional environments in Kenya or East Africa.

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