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RFP - Migration and Redevelopment of the MSFEA Association Membership Portal

Key Dates & Timeline (2026)

RFP Issuance: August 3
Confirmation of Participation: August 13
Clarification Requests Deadline: August 20
Bid Submission Deadline: September 7
Final RFP Selection: September 28

Core Scope & Deliverables

1. Dashboard Requirements

Show overall statistics including total members and percentage of active members.
Show total events and percentage of active events.
Display a summary of annual membership renewals.
Display payment summaries broken down by currencies, M-Pesa, and bank transfers.
Display an interactive/visual map of Eastern Africa Association countries showing active vs. inactive member counts.
Section to show announcements visible to members, Focal Persons, and the Association office.

2. Member Management Requirements

Creation form for new member registration.
Registration submission triggers an approval request sent to managers/heads with requester notifications.
Initial payment triggers automatic assignment of a unique, auto-incrementing member number and account activation.
Dedicated section to view, approve, edit, or view detailed member profiles.
Dedicated view/list for incomplete member profiles.
Dedicated list for all approved members displaying: Member Number, Name, Email, Phone, ID/Passport, Nationality, Country of Mission, and Status.
Status must be color-coded (Green = Active, Red = Inactive).
Action column options: Edit/View details, Request details, and Renew member subscription.
Membership Renewals list displaying: Renewal ID, Member Number, Name, Years Renewed, Amount Paid, Payment Method, Date/Time, and Approval Details.
All lists must be paginated, searchable, and include options to adjust item counts per page.
Member registration classification options: Medical, Non-Medical, and Friends of MSF (with field validation).
Automated duplicate detection alerts for the Association office using Passport, ID, Email, and Phone Number matching.
Members can update their own email addresses; Association office can update emails/details on behalf of members.
Secure password reset trigger sent to members via email.
Automated inactivation feature based on non-payment or lack of engagement over a configurable timeframe.
Automated notifications and inactivity escalations sent to the Board for approval prior to member removal.
Archival of inactive members following Board approval.
Focal Persons can view members filtered by nationality and country of mission.
System tracks total duration/tenure a member has worked with the organization.
System automatically captures registration date and timestamp.
Permanent deletion of member records is strictly prohibited.
System maintains full audit trails for all member profile activities.

3. Payment & Integration Requirements

Payments list displaying Transaction ID, Payer, Currency, Approval Messages, Status, Date/Time, and Approver Details.
Batch processing feature for Focal Persons to process bulk mission payments, upload proof of payment attachments, and route through approvals.
Template support for batch import processing with designated approver levels.
Approvers can approve or reject payment requests with mandatory/optional comments.
Post-processing access to view submitted forms and attached payment receipts.
Dedicated filter views for M-Pesa payments, mission payments, and batch approval requests.
Support for multi-year payments with automatic activation for consecutive paid years.
Payment status visibility for Members, Focal Persons, and Association office.
Integrations required: M-Pesa, Bank/Card Payment Gateways, and ERP systems.

4. Events Management Requirements

Interactive events calendar with drag-and-drop support for predefined association events.
Automatic email notifications to members upon creation of upcoming events.
Event creation form capturing: Event Name, Date, Poster/Image, Travel & Accommodation details, Access parameters, Participant lists, Facilitators, Agenda, and Budget.
Views for active events vs. archived events.

5. Mailing & Communication Functionality

Targeted mailing engine with filter options.
Target group filtering by: All Members, Active, Inactive, Newsletter Opt-in/Opt-out, and Country of Mission.
Customizable email templating engine for various scenarios.
Functionality to create, view, edit, and modify mailing templates.
Centralized list tracking all sent emails.

6. User Management & Role-Based Access (RBAC)

Form to create new system users.
Role-based access control with visual frontend UI for designing and assigning roles/permissions.
Admins can build roles and assign module permissions without writing code.
User creation approval workflow with notifications sent to approvers.
Email notifications redirect approvers to approve/reject with comments directly in system.
Configurable approval workflows routed based on assigned user roles.
Lists for Active, Rejected, and Disabled system users.
System logging to track user login dates and activity logs.
Member account auto-creation upon member activation (distinct from HQ/Admin staff roles).
Members can log in using either Email or Member Number.

7. Approvals & Delegation

Centralized approvals dashboard displaying a pending requests banner upon login.
Strict isolation ensuring users only see approval requests assigned directly to them (unless delegated).
Delegation feature allowing reassignment of approval requests to other team members with complete audit logging.

8. Reporting & Analytics

Comprehensive reporting engine supporting templates for: Members Report, Membership Renewal Report, Audit Trail, Graphical Reports, and E-voting Exports.

9. Settings & System Administration

Mission management section to create, view, edit, activate, or disable missions.
Multi-currency management with automated exchange rate updates via API and rate change history logs.
Centralized API documentation within system.
Multilingual translation support featuring English, French, and Arabic.

10. Authentication & Portal Access

Simple login interface supporting username (email or member number) and password.
Role-based landing page redirection (Member, HQ Admin, Focal Person, Association Team).
Password reset flow with email instructions.
Public "Register Now" button on login page for non-members to initiate registration.
Clear user guide provided within the portal.
Self-service member portal to view and update personal profiles.

11. Migration Requirements

Cleanup of existing legacy database records and membership numbers.
Complete migration of cleaned member records and past subscription renewal data to new stack.

Submission & Evaluation Requirements

Submission File Requirements (Two Separate Proposals)

Technical Proposal (Envelope/Document 1): Must contain detailed understanding of assignment, methodology, workplan, CVs, company profiles, reference projects, and required administrative annexes.
Financial Proposal (Envelope/Document 2): Must contain itemized commercial offer converted to Kenya Shillings (KSH).

Mandatory Administrative & Mandatory Annex Documents

Company Profile
Certificate of Registration / Incorporation
KRA PIN Certificate
Valid Tax Compliance Certificate
CR-12 Form issued within the last 12 months
CVs of Project Team
Detailed Workplan and Timelines
Financial Quote / Commercial Offer
At least 3 Contactable Customer References
Signed copy of RFP Document (with completed general, financial, and reference tables)
Signed copy of Terms of Reference (ToR)
Signed copy of MSF General Purchasing Conditions
Signed copy of MSF Supplier Code of Conduct
Signed copy of MSF Charter

Technical Evaluation Breakdown (100 Points Total)

Understanding of Assignment (15 Points): Objectives, scope, deliverables, migration requirements.
Proposed Methodology & Workplan (20 Points): Feasibility, project plan, timelines, risk management, collaboration.
Technical Expertise (20 Points): React (Next.js), Python, REST/SOAP APIs, Docker, CI/CD, Linux, System Architecture.
Relevant Experience (15 Points): Membership portals, ERP integrations, payment gateways.
Team Composition & Qualifications (10 Points): Certifications and qualifications of assigned staff.
UI/UX Capability (10 Points): Responsive, accessible, user-friendly interface design.
Knowledge Transfer & Documentation (10 Points): Handover, code management, user training, documentation.

Scoring & Weighting Model

Minimum Technical Pass Mark: 75 out of 100 points required to open financial proposal.
Final Evaluation Weighting: 75% Technical Score + 25% Financial Score.

Legal, Commercial & Procurement Terms

msf.or.ke

Contact Email for Bids & Clarifications: [email protected].
Bid Validity: Bids must remain valid for at least 90 days after submission.
Payment Terms: Standard payment terms are 30 days after invoice submission following delivery.
Intellectual Property: All deliverables, source code, configurations, and documentation remain the property of MSF EA.
Contract Signing: Selected bidder must sign standard MSF contract within 30 working days of award notification.
Sustainability & ESG: Vendors must align with MSF's goal to reduce carbon emissions by 50% by 2030 and adhere to labor rights, human rights, and environmental standards.

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