Request For Proposals

A. System design and customization

The selected vendor shall be responsible for designing a robust, scalable, and user-friendly Management Information System tailored to the operational, financial, and regulatory needs of the SACCO. The vendor is expected to conduct a thorough requirements gathering exercise, including stakeholder interviews and process reviews, to ensure that the system design reflects the SACCO’s business processes. Customization of the system to meet specific workflows, data structures, and user roles will be required, with consideration for future scalability and integration with other platforms such as mobile banking or core banking systems. At a minimum, the system should encompass the following modules and technical requirements:

Functional modules Technical requirements

- Member Registration & Management

- Savings Accounts (Deposits, Withdrawals, Interest)

- Loan Management (Application, Disbursement,

Repayments, Guarantorship)

- Accounting & GL Integration

- Reporting (Regulatory, Internal)

- Audit Trail and Security Controls

- SMS/Email Alerts Integration

- Role-Based Access Control

- Web-based solution or application (cloud)

- Scalable architecture

- API integrations with 3rd parties (e.g., mobile money,

banks, credit bureaus)

- Data security and backup protocols

- Multi-user support

B. Data migration

The vendor will be responsible for the secure, accurate, and complete migration of historical data (member KYC details, next of kin. Contact details, balances, savings, loan information) from the SACCO’s existing systems or records to the new MIS. This process includes data mapping, data cleaning, transformation, validation, and loading into the new system. The vendor shall develop and share a comprehensive data migration plan outlining methodologies, tools to be used, and risk mitigation strategies. A trial migration and verification process will be required before final migration to ensure data integrity. Confidentiality and data security must be upheld throughout the migration process in compliance with the data protection regulations.

C. Deployment and testing

The MIS must be deployed in a manner that ensures minimal disruption to ongoing SACCO operations. The vendor shall provide a deployment plan detailing timelines, system configurations (cloud-based), and infrastructure requirements.

Post-deployment, the system must undergo rigorous testing phases including unit testing, system integration testing, and user acceptance testing (UAT). The vendor will be required to address and resolve any issues identified during testing and obtain sign-off from designated SACCO representatives before proceeding to full implementation.

D. User training

The vendor shall conduct comprehensive training for various categories of SACCO users including management staff, finance

personnel and selected SACCO members. Training should be practical, role-based, and customized to align with the SACCO’s

operational structure. The vendor must provide detailed training materials, manuals, and user guides in both print and electronic

formats. In addition, a training schedule should be provided, along with post-training assessments to ensure users are adequately

equipped to operate the system effectively.

E. Post implementation and support.

GreenDot SACCO

RFP for system design, development, and implementation

Terms of Reference 3

To ensure smooth adoption and optimal system performance, the vendor shall be expected to provide ongoing post-

implementation support for two (2) months. This support will include bug fixing, performance monitoring, periodic system updates, user support, and assistance with system optimization.

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