{"id":9287,"date":"2026-05-06T15:38:21","date_gmt":"2026-05-06T13:38:21","guid":{"rendered":"https:\/\/intercontactservices.com\/?post_type=job_listing&#038;p=9287"},"modified":"2026-05-06T16:31:46","modified_gmt":"2026-05-06T14:31:46","slug":"school-management-system-sms","status":"publish","type":"job_listing","link":"https:\/\/intercontactservices.com\/en\/job\/school-management-system-sms\/","title":{"rendered":"Procurement of a School Management System (SMS)"},"content":{"rendered":"<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/intercontactservices.com\/wp-content\/uploads\/2026\/05\/Village-Kigutu-A.Shcool-3.png\" alt=\"\" class=\"wp-image-9292\"\/><\/figure>\n\n\n\n<p>TERMS OF REFERENCE (ToR)<br>Procurement of a School Management System (SMS)<br>Kigutu International Academy (KIA)<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Background and Rationale<\/strong><br><br>Kigutu International Academy (KIA) seeks to procure a qualified firm to design, develop, supply,<br>implement, and support a comprehensive School Management System (SMS).<br>This initiative builds on KIA\u2019s commitment to operational excellence and aligns with its broader<br>institutional strengthening efforts as outlined in previous interventions. The system will automate core<br>academic, administrative, and financial processes, ensuring efficiency, transparency, and improved<br>stakeholder engagement.<br><\/li>\n\n\n\n<li><strong>Objective of the Assignment<\/strong><br>The objective of this tender is to:<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Acquire and implement a fully integrated School Management System<\/li>\n\n\n\n<li>Digitize school operations and improve data management<\/li>\n\n\n\n<li>Enhance communication between school stakeholders<\/li>\n\n\n\n<li>Enable real-time reporting and analytics<\/li>\n<\/ul>\n\n\n\n<p>            <strong>3.Scope of Work<\/strong><br>The successful bidder will be responsible for:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>System design, development\/customization, and deployment<\/li>\n\n\n\n<li>Integration of all required modules<\/li>\n\n\n\n<li>Data migration (if applicable)<\/li>\n\n\n\n<li>User acceptance testing (UAT)<\/li>\n\n\n\n<li>Training of end users<\/li>\n\n\n\n<li>System documentation<\/li>\n\n\n\n<li>Post-implementation support and maintenance<\/li>\n<\/ul>\n\n\n\n<p>         <strong>4.System Functional Requirements<\/strong><br>The proposed system must include the following modules:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Student Information Management<\/li>\n\n\n\n<li>Academic &amp; Curriculum Management<\/li>\n\n\n\n<li>Attendance Tracking<\/li>\n\n\n\n<li>Examination &amp; Grading<\/li>\n\n\n\n<li>Report Card Generation<\/li>\n\n\n\n<li>Fee Management &amp; Financial Tracking<\/li>\n\n\n\n<li>Staff Management<\/li>\n\n\n\n<li>Timetable &amp; Scheduling<\/li>\n\n\n\n<li>Discipline &amp; Behavior Management<\/li>\n\n\n\n<li>Library Management<\/li>\n\n\n\n<li>Inventory &amp; Asset Management<\/li>\n\n\n\n<li>Communication (SMS, Email, Notifications)<\/li>\n\n\n\n<li>Reports &amp; Analytics<\/li>\n<\/ul>\n\n\n\n<p>         <strong>5.User Roles and Access Control<\/strong><br>The system must support role-based access for:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Administrator \/ Principal<\/li>\n\n\n\n<li>Teachers (Subject &amp; Class)<\/li>\n\n\n\n<li>Academic Coordinator<\/li>\n\n\n\n<li>Finance\/Bursar<\/li>\n\n\n\n<li>Students<\/li>\n\n\n\n<li>Parents\/Guardians<\/li>\n\n\n\n<li>Librarian<\/li>\n\n\n\n<li>Boarding Staff (if applicable)<\/li>\n<\/ul>\n\n\n\n<p>      <strong>6.Technical Requirements<\/strong><br>The system must:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Be web-based and accessible modern browsers<\/li>\n\n\n\n<li>Include mobile application (Android\/iOS)<\/li>\n\n\n\n<li>Support secure database management<\/li>\n\n\n\n<li>Integrate with payment gateways<\/li>\n\n\n\n<li>Ensure SSL encryption and secure authentication<\/li>\n\n\n\n<li>Be scalable and cloud-compatible<\/li>\n<\/ul>\n\n\n\n<p>           <strong>7.Non-Functional Requirements<\/strong><br>The system should meet the following:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Performance: Fast, scalable, responsive<\/li>\n\n\n\n<li>Reliability: Minimum 99% uptime<\/li>\n\n\n\n<li>Security: Role-based access, data encryption<\/li>\n\n\n\n<li>Usability: Intuitive and mobile-friendly interface<\/li>\n\n\n\n<li>Maintainability: Well-documented and upgradeable<\/li>\n<\/ul>\n\n\n\n<p>          <strong>8.Deliverables<\/strong><br>The selected vendor shall provide:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Fully functional SMS platform<\/li>\n\n\n\n<li>Mobile application<\/li>\n\n\n\n<li>User manuals and technical documentation<\/li>\n\n\n\n<li>Training sessions for all user categories<\/li>\n\n\n\n<li>Deployment and configuration<\/li>\n\n\n\n<li>Maintenance and support plan<br><br><strong>9.Implementation Timeline<\/strong><br>Bidders must propose a detailed timeline including:<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Project initiation<\/li>\n\n\n\n<li>Development\/customization<\/li>\n\n\n\n<li>Testing (UAT)<\/li>\n\n\n\n<li>Deployment<\/li>\n\n\n\n<li>Training<\/li>\n\n\n\n<li>Go-live<br><br><strong>10.Eligibility Criteria<\/strong><br><br>Interested bidders must demonstrate:<\/li>\n\n\n\n<li>Proven experience in developing similar systems<\/li>\n\n\n\n<li>At least 3 relevant assignments<\/li>\n\n\n\n<li>Qualified technical team<\/li>\n\n\n\n<li>Financial capacity to deliver the project<\/li>\n\n\n\n<li>References from previous clients<br><strong><br>11.Proposal Submission Requirements<\/strong><br>Bidders must submit:<br><br>A. Technical Proposal<\/li>\n\n\n\n<li>Company profile<\/li>\n\n\n\n<li>Understanding of the assignment<\/li>\n\n\n\n<li>Proposed methodology and approach<\/li>\n\n\n\n<li>System architecture and technologies<\/li>\n\n\n\n<li>Implementation plan and timeline<\/li>\n\n\n\n<li>Team composition and qualifications<\/li>\n\n\n\n<li>References and past experience<br><br>B. Financial Proposal<\/li>\n\n\n\n<li>Detailed cost breakdown (development, licensing, training, support)<\/li>\n\n\n\n<li>Payment schedule<\/li>\n\n\n\n<li>Any recurring costs<br><strong><br>12.Evaluation Criteria<\/strong><br><br>Proposals will be evaluated using the following criteria:<br>Criteria Weight (%)<br>Technical Approach &amp; Methodology 25%<br>Relevant Experience 20%<br>System Functionality &amp; Compliance 25%<br>Team Qualifications 10%<br>Financial Proposal 20%<br>Only bidders who meet the minimum technical threshold will have their financial proposals evaluated.<br><strong><br>13.Contract Management and Reporting<br><\/strong><\/li>\n\n\n\n<li>The selected vendor will report to KIA management or designated project lead<\/li>\n\n\n\n<li>Regular progress updates will be required<\/li>\n\n\n\n<li>Final acceptance will be based on successful system deployment and testing<br><br><strong>14.Support and Maintenance<\/strong><br><br>The vendor must provide:<\/li>\n\n\n\n<li>Ongoing technical support<\/li>\n\n\n\n<li>System updates and upgrades<\/li>\n\n\n\n<li>Bug fixing and troubleshooting<\/li>\n\n\n\n<li>Service Level Agreement (SLA)<br><br><strong>15.Payment Terms<\/strong><br><br>Payment will be milestone-based, for example:<\/li>\n\n\n\n<li>20% upon contract signing<\/li>\n\n\n\n<li>30% after development completion<\/li>\n\n\n\n<li>30% after deployment<\/li>\n\n\n\n<li>20% after final acceptance<br>16.Submission Details<br>Interested consulting firms must submit:<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Administrative Documents<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Certificate of company registration<\/li>\n\n\n\n<li>Valid tax clearance certificate \/ TIN<\/li>\n\n\n\n<li>Trading license<\/li>\n\n\n\n<li>Company profile (experience, core business, contacts)<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Technical Proposal<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Understanding of the assignment<\/li>\n\n\n\n<li>Methodology and implementation approach<\/li>\n\n\n\n<li>Work plan and timeline<\/li>\n\n\n\n<li>Description of proposed system\/solution<\/li>\n\n\n\n<li>Relevant experience (at least 3 similar projects)<\/li>\n\n\n\n<li>References (client contacts)<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Key Personnel<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>List of proposed team members<\/li>\n\n\n\n<li>CVs of key experts<\/li>\n\n\n\n<li>Copies of academic\/professional certificates<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Financial Proposal<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Detailed cost breakdown<\/li>\n\n\n\n<li>Taxes clearly indicated<\/li>\n\n\n\n<li>Payment schedule<\/li>\n\n\n\n<li>Any recurring\/support costs<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Supporting Evidence<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Evidence of past work (contracts, completion certificates, or recommendation letters)<\/li>\n<\/ul>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Legal Declarations<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Signed declaration of eligibility (no conflict of interest)<\/li>\n\n\n\n<li>Confidentiality commitment<br>Submission Deadline: <strong>May 15, 2026 at 12h00<\/strong>.<br><strong>Submission Address<\/strong>: <a href=\"mailto:procurement@villagehealthworks.org\" target=\"_blank\" rel=\"noopener\" title=\"\">procurement@villagehealthworks.org<\/a><br>Late submissions will not be accepted.<br><br><strong>17.Confidentiality and Data Protection<\/strong><br><br>All bidders must adhere to strict confidentiality and data protection standards. Any school data accessed<br>during the project must be securely handled and not disclosed.<br><br><strong>18.KIA Rights and Reservations<\/strong><br><br>KIA reserves the right to:<\/li>\n\n\n\n<li>Accept or reject any proposal<\/li>\n\n\n\n<li>Cancel the tender process at any stage<\/li>\n\n\n\n<li>Request additional information from bidders<\/li>\n\n\n\n<li>Negotiate with selected bidder(s)<\/li>\n<\/ul>\n\n\n\n<p><\/p>","protected":false},"author":25,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","job_listing_type":[],"job_listing_category":[],"job_listing_location":[],"job_listing_tag":[],"class_list":["post-9287","job_listing","type-job_listing","status-publish","hentry"],"aioseo_notices":[],"metas":{"_job_featured_image":"","_job_featured":"","_job_filled":"","_job_urgent":"","_job_category":[],"_job_type":[],"_job_tag":[],"_job_expiry_date":"2026-05-15","_job_gender":"","_job_apply_type":"","_job_apply_url":"","_job_apply_email":"","_job_salary_type":"","_job_salary":"","_job_experience":"","_job_career_level":"","_job_qualification":"","_job_video_url":"","_job_photos":"","_job_application_deadline_date":"2026-05-15","_job_address":"","_job_location":[],"_job_map_location":{"address":"","latitude":"","longitude":""},"_job_logo":"https:\/\/intercontactservices.com\/wp-content\/uploads\/2026\/05\/Village-Kigutu-A.Shcool-1.png","_job_phone":"","_job_industry":"","custom-textarea-31543641":""},"_links":{"self":[{"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing\/9287","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing"}],"about":[{"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/comments?post=9287"}],"version-history":[{"count":2,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing\/9287\/revisions"}],"predecessor-version":[{"id":9294,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing\/9287\/revisions\/9294"}],"wp:attachment":[{"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/media?parent=9287"}],"wp:term":[{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing_type?post=9287"},{"taxonomy":"job_listing_category","embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing_category?post=9287"},{"taxonomy":"job_listing_location","embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing_location?post=9287"},{"taxonomy":"job_listing_tag","embeddable":true,"href":"https:\/\/intercontactservices.com\/en\/wp-json\/wp\/v2\/job_listing_tag?post=9287"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}