Migration and Redevelopment of the MSFEA Association Membership Portal

Country: Kenya Organization: Médecins Sans Frontières Closing date: 7 Sep 2027 VISIT: Tenders | MSF Eastern Africa to download the full tender document RFP process RFP planning Below is the target selection process timeline: Issuance of Request for Proposal - 03.08.2026 Bidders’ confirmation of participation - 13.08.2026 Final questions/ request for clarifications - 20.08.2026 Feedback on clarifications - 27.08.2026 Reception of bids - 07.09.2026 Bidders shortlisting - 14.09.2026 Optional: shortlisted bidders’ interviews - 21.09.2026 Final selection for RFP - 28.09.2026 Confirmation of participation Bidders deciding to take part in this RFP are requested to send their written confirmation of participation by email to the contact persons by 13th August 2028 at the latest. Bid submission rules The bidders must send their responses and related documents by email msfea-proc-tenders@nairobi.msf.orgby 7th September 2026 at the latest. Explicit reference must be made to the above RFP reference: By email: in the email subject line Proposals submitted beyond the above deadline will be rejected and returned to the bidder or discarded. Bids submitted must remain valid for at least 90 days after submission. Supplier Response The bidders are requested to write a specific and concise answer to each of the questions in this RFP and attached Terms of Reference. All questions and answers will be taken into account for the final supplier selection. It is not permitted that local companies (registered in the country of the project) appear as joint-ventures or associate partners in more than one application. Request(s) for clarification Bidders are invited to either submit questions / requests for clarification by email. Project information visits No project visit required for this RFP Requests for clarification Enquiries for further details on services/goods required are only permitted in writing and no later than 20th August 2026 Confirmation of receipt will be sent by e-mail to all bidders in a circular letter. Bidders can send their questions to the following e-mail address stating as subject the title of the invitation for tender: msfea-proc-tenders@nairobi.msf.org If MSF Spain (Eastern Africa) at its own initiative or in response to a request from a bidder, adds or clarifies information to the RFP, this information may be sent in writing and shared at the same time with all bidders invited to tender. Response language The responses and related documents must be submitted in English. Selection process Bidders shall submit a technical and a financial proposal separately, in clearly marked separate envelopes or emails. The financial proposal shall be sealed, and no financial information shall be contained in the technical proposals. Both envelopes or digital documents must be submitted per the schedule and contact details detailed in sections 3.1 and 4.3. First envelope containing the bid for services to be supplied, clearly marked on the outside "TECHNICAL PROPOSAL" Second envelope containing the original and one copy of the detailed commercial offer, itemized per the technical proposal, clearly marked on the outside "FINANCIAL PROPOSAL" Only technical Proposals shall be opened on the date of submission. Financial Proposals shall remain sealed until the technical evaluation is completed. The technical proposal must show that the attached Terms of Reference and their objectives have been fully understood and the proposed methods and resources must match the detailed needs. In drawing up the technical proposal for the services, the bidder should observe the Terms of Reference and any particular requirements in this document and the below evaluation criteria. In assessing the technical bids for services, value will be attached to brief, precise and customized statements. The document should be clear, complete and arranged in a readable way. The presentation may include diagrams, tables and graphs as necessary. Interested candidates should submit: Company profile Certificate of registration/incorporation KRA PIN certificate Valid Tax Compliance Certificate CR-12 issued in the last one year Project team Curriculum Vitae Relevant experience Detailed workplan detailing their understanding of the job and completion timeline. Financial proposal/quotation References from similar assignments Technical Evaluation Criteria The technical evaluation of proposals will be conducted based on the criteria below. Bidders must demonstrate a clear understanding of the assignment, relevant technical expertise, and capacity to deliver the project within the required timeline and quality standards. Criteria Description Maximum Score Understanding of the Assignment Demonstrated understanding of the project objectives, scope, deliverables, and migration requirements 15 Proposed Methodology & Workplan Quality, feasibility, and clarity of the proposed implementation approach, project plan, timelines, risk management, and collaboration model 20 Technical Expertise Proven expertise in React (Next.js), Python, APIs, integrations, Docker, CI/CD, Linux, and system architecture 20 Relevant Experience Experience implementing similar membership systems, portals, ERP integrations, and payment gateway integrations 15 Team Composition & Qualifications Qualifications, certifications, and experience of the proposed personnel assigned to the project 10 UI/UX Capability Demonstrated ability to deliver user-friendly, responsive, and accessible interfaces 10 Knowledge Transfer & Documentation Approach Clarity of the proposed approach for handover, documentation, training, and code management 10 Total 100 Minimum Technical Score Only bidders achieving a minimum technical score of 75 out of 100 shall be considered technically responsive and eligible for further financial evaluation. Technical and Financial Evaluation Weighting The final evaluation of proposals shall be based on the following weighting: Technical Proposal: 75% Financial Proposal: 25% The technical proposal shall be evaluated first. Only bidders meeting the minimum technical score threshold will proceed to the financial evaluation stage. The financial bids will be assessed on the basis of the total price (not including customs and excise duties, taxes, levies etc. in Kenya after correcting any arithmetical errors and after deducting cost items that, as stated in the request for tender, are not to be included in the assessment. For the purpose of comparison, the total adjusted price calculated will be converted into one and the same currency Kenya Shilling (Ksh) at the exchange rate of the day. Note: Bidders proposing to work as associates must specify the character and operating procedures of the suggested association scheme. In particular, information on the roles, responsibilities, contractual agreements and coordinating mechanisms among the partners shall be given as part of the technical proposal. The order (ranking) of bids will be determined by the highest number of points. MSF Eastern Africa reserves the right to award the highest-scoring bidder or to create a short list of top-scoring bidders. Médecins Sans Frontiers Spain (Eastern Africa) expressively reserves the right to accept or reject any bid without being obliged to any further explanation of such action. After this RFP, Medecins Sans Frontiers Spain (Eastern Africa unit) reserves the right to enlarge or re-issue an RFP process. Note: Bidders proposing to work as associates must specify the character and operating procedures of the suggested association scheme. In particular, information on the roles, responsibilities, contractual agreements and coordinating mechanisms among the partners shall be given as part of the technical proposal. The order (ranking) of bids will be determined by the highest number of points. Reserves. Médecins Sans Frontiers Spain (Eastern Africa unit) the right to award the highest-scoring bidder or to create a short list of top-scoring bidders. Médecins Sans Frontiers Spain (Eastern Africa unit) expressively reserves the right to accept or reject any bid without being obliged to any further explanation of such action. After this RFP, Médecins Sans Frontiers Spain (Eastern Africa unit) reserves the right to enlarge or re-issue an RFP process. Selection process outcome The successful bidder will be informed in writing that its tender has been accepted (through a formal notification of award). Médecins Sans Frontiers Spain (Eastern Africa) will send the draft contract to the successful bidder at that point. Please note that the selected bidder is expected to agree to use MSF’s standard template. If not possible, MSF may involve its legal department to support in the drafting of the contract. Unsuccessful tenderers will be informed by e-mail msfea-proc-tenders@nairobi.msf.orgwithin 15 working days following the award. Within thirty (30) working days of the notification of award, the successful tenderer will sign, date and send back the contract. If the successful tenderer fails to sign and send back the contract within Thirty working days, Médecins Sans Frontiers Spain (Eastern Africa) can consider the award as null and void, after official notification to the successful bidder. Médecins Sans Frontiers Spain (Eastern Africa) reserves the right to de-select the tenderer if the capacity is deemed not to be adequate or compatible with that stated in the tender dossier. Modifications to RFP documents Médecins Sans Frontiers Spain (Eastern Africa unit) reserves the right to revise or amend the terms and conditions of the RFP prior to the deadline for submission of bidders’ responses. In this case, the modified tender documents will be shared again with all invited bidders. RFP Obligations & Cost The issuing of the RFP does not imply any obligation for Médecins Sans Frontiers Spain (Eastern Africa unit) to buy any of the goods/services offered. Médecins Sans Frontiers Spain (Eastern Africa unit) reserves the right to stop the process at any time during the RFP process. All direct or indirect costs to the vendors linked to the response to this RFP as well as any subsequent negotiations will be borne by the bidder. How to apply VISIT: Tenders | MSF Eastern Africa to download the full tender document The bidders must send their responses and related documents by email msfea-proc-tenders@nairobi.msf.orgby 7th September 2026 at the latest. Explicit reference must be made to the above RFP reference: • By email: in the email subject line Proposals submitted beyond the above deadline will be rejected and returned to the bidder or discarded. Bids submitted must remain valid for at least 90 days after submission.