Procurement of a School Management System (SMS)
Job Description
TERMS OF REFERENCE (ToR)
Procurement of a School Management System (SMS)
Kigutu International Academy (KIA)
- Background and Rationale
Kigutu International Academy (KIA) seeks to procure a qualified firm to design, develop, supply,
implement, and support a comprehensive School Management System (SMS).
This initiative builds on KIA’s commitment to operational excellence and aligns with its broader
institutional strengthening efforts as outlined in previous interventions. The system will automate core
academic, administrative, and financial processes, ensuring efficiency, transparency, and improved
stakeholder engagement. - Objective of the Assignment
The objective of this tender is to:
- Acquire and implement a fully integrated School Management System
- Digitize school operations and improve data management
- Enhance communication between school stakeholders
- Enable real-time reporting and analytics
3.Scope of Work
The successful bidder will be responsible for:
- System design, development/customization, and deployment
- Integration of all required modules
- Data migration (if applicable)
- User acceptance testing (UAT)
- Training of end users
- System documentation
- Post-implementation support and maintenance
4.System Functional Requirements
The proposed system must include the following modules:
- Student Information Management
- Academic & Curriculum Management
- Attendance Tracking
- Examination & Grading
- Report Card Generation
- Fee Management & Financial Tracking
- Staff Management
- Timetable & Scheduling
- Discipline & Behavior Management
- Library Management
- Inventory & Asset Management
- Communication (SMS, Email, Notifications)
- Reports & Analytics
5.User Roles and Access Control
The system must support role-based access for:
- Administrator / Principal
- Teachers (Subject & Class)
- Academic Coordinator
- Finance/Bursar
- Students
- Parents/Guardians
- Librarian
- Boarding Staff (if applicable)
6.Technical Requirements
The system must:
- Be web-based and accessible modern browsers
- Include mobile application (Android/iOS)
- Support secure database management
- Integrate with payment gateways
- Ensure SSL encryption and secure authentication
- Be scalable and cloud-compatible
7.Non-Functional Requirements
The system should meet the following:
- Performance: Fast, scalable, responsive
- Reliability: Minimum 99% uptime
- Security: Role-based access, data encryption
- Usability: Intuitive and mobile-friendly interface
- Maintainability: Well-documented and upgradeable
8.Deliverables
The selected vendor shall provide:
- Fully functional SMS platform
- Mobile application
- User manuals and technical documentation
- Training sessions for all user categories
- Deployment and configuration
- Maintenance and support plan
9.Implementation Timeline
Bidders must propose a detailed timeline including:
- Project initiation
- Development/customization
- Testing (UAT)
- Deployment
- Training
- Go-live
10.Eligibility Criteria
Interested bidders must demonstrate: - Proven experience in developing similar systems
- At least 3 relevant assignments
- Qualified technical team
- Financial capacity to deliver the project
- References from previous clients
11.Proposal Submission Requirements
Bidders must submit:
A. Technical Proposal - Company profile
- Understanding of the assignment
- Proposed methodology and approach
- System architecture and technologies
- Implementation plan and timeline
- Team composition and qualifications
- References and past experience
B. Financial Proposal - Detailed cost breakdown (development, licensing, training, support)
- Payment schedule
- Any recurring costs
12.Evaluation Criteria
Proposals will be evaluated using the following criteria:
Criteria Weight (%)
Technical Approach & Methodology 25%
Relevant Experience 20%
System Functionality & Compliance 25%
Team Qualifications 10%
Financial Proposal 20%
Only bidders who meet the minimum technical threshold will have their financial proposals evaluated.
13.Contract Management and Reporting - The selected vendor will report to KIA management or designated project lead
- Regular progress updates will be required
- Final acceptance will be based on successful system deployment and testing
14.Support and Maintenance
The vendor must provide: - Ongoing technical support
- System updates and upgrades
- Bug fixing and troubleshooting
- Service Level Agreement (SLA)
15.Payment Terms
Payment will be milestone-based, for example: - 20% upon contract signing
- 30% after development completion
- 30% after deployment
- 20% after final acceptance
16.Submission Details
Interested consulting firms must submit:
- Administrative Documents
- Certificate of company registration
- Valid tax clearance certificate / TIN
- Trading license
- Company profile (experience, core business, contacts)
- Technical Proposal
- Understanding of the assignment
- Methodology and implementation approach
- Work plan and timeline
- Description of proposed system/solution
- Relevant experience (at least 3 similar projects)
- References (client contacts)
- Key Personnel
- List of proposed team members
- CVs of key experts
- Copies of academic/professional certificates
- Financial Proposal
- Detailed cost breakdown
- Taxes clearly indicated
- Payment schedule
- Any recurring/support costs
- Supporting Evidence
- Evidence of past work (contracts, completion certificates, or recommendation letters)
- Legal Declarations
- Signed declaration of eligibility (no conflict of interest)
- Confidentiality commitment
Submission Deadline: May 15, 2026 at 12h00.
Submission Address: procurement@villagehealthworks.org
Late submissions will not be accepted.
17.Confidentiality and Data Protection
All bidders must adhere to strict confidentiality and data protection standards. Any school data accessed
during the project must be securely handled and not disclosed.
18.KIA Rights and Reservations
KIA reserves the right to: - Accept or reject any proposal
- Cancel the tender process at any stage
- Request additional information from bidders
- Negotiate with selected bidder(s)
