PCEA KIKUYU HOSPITAL

1. BACKGROUND

The Presbyterian Church of East Africa (PCEA) Kikuyu Hospital is one of the oldest hospitals in Kenya, having been founded in 1908 by Scottish missionaries.

• The hospital has four units, namely, the General, Eye, Orthopaedic & Rehabilitation, and Dental. In addition, the hospital has a School of Nursing, which offers training services, and a satellite clinic located at Matasia in Ngong.
• The total number of outpatients that visit our facility is about 170,000 annually. The total number of admissions and surgeries done per year is 4800 and 7900, respectively. The hospital has a full-time workforce of 475, two-thirds of whom are medics/nurses with 39 consultants and one-third support services. It is situated in Kikuyu, Kiambu County, about 20 km from the City of Nairobi.
• The hospital is a recipient of the Golden Jubilee Award (2013), conferred by His Excellency Uhuru Muigai Kenyatta, former President of the Republic of Kenya.
• The hospital is Safacare Level 3 certified, and the laboratory is ISO 15189:2022 certified.

Vision2050

A world-class mission hospital.

Vision 2023-2028

The Preferred Mission Hospital in Kenya and Beyond

Mission

Toprovide quality, affordable healthcare and training services driven by Christian values.

PCEAKikuyu Hospital (PKH) is seeking to hire a consultant or consulting firm for website development, hosting, support, and maintenance services.

Core Values

1. Customer Focus
2. Integrity
3. Teamwork
4. Professionalism
5. Innovation
6. Christ-centeredness

2. OBJECTIVE

a) Redesign the website with a modern, responsive, accessible interface.

b) Develop an end-to-end job application portal enabling applicants to apply online, track status, and receive notifications.

c) Develop an end-to-end tender application portal enabling companies to view tenders, make payments, submit bids online, and track progress.

d) Enhance administrative efficiency through integrated HR and procurement dashboards.

e) Ensure data security, compliance, and scalability for future hospital digital initiatives.

3. SCOPE OF WORK

The scope of this assignment shall involve the following key activities:

3.1 Job Application Portal

PublicUsers:

• View current vacancies with filters (department, date posted).
• Apply online with:

• Personal details (name, ID, contacts).
• Education and work experience entries.
• Upload CV, cover letter, and certificates.
• Consent and CAPTCHA.

• Create user accounts to:

· Track application statuses (Submitted, Under Review, Shortlisted, Interview, Offer, Rejected).

· Receive automated email notifications.

3.2 Admin (HR Dashboard):

• Post, edit, publish, and archive jobs.
• View, filter, and download applications.
• Update application statuses with automated notifications.
• Export application data (CSV/Excel).

3.3. Tender Application Portal

3.3.1 Public Users:

• View active tenders with details (title, reference, description, deadlines).
• Register/log in to submit tender bids.
• Submit forms capturing:

• Company profile details.
• Upload tender documents (BOQ, bid bond, CR12, certificates).
• Upload payment receipt (if applicable).
• Consent and CAPTCHA.

• View submitted tenders and track status (Submitted, Under Review, Clarification, Awarded, Not Awarded).
• Receive automated email notifications.

3.3.2 Admin (Procurement Dashboard):

• Post, edit, publish, and archive tenders.
• View and manage submissions per tender.
• Validate and download documents.
• Update submission statuses with email notifications.
• Send clarifications to bidders via the portal.
• Export reports and maintain audit logs.

3.4. Non-Functional Requirements

• Responsive Design: Full functionality on mobile, tablet, and desktop.
• Security: HTTPS, input sanitization, data encryption, and GDPR/Kenya Data Protection compliance.
• Performance: Load time <2 seconds per page.
• Accessibility: WCAG 2.1 compliance for visually impaired users.
• Backup & Recovery: Daily automated backups and disaster recovery protocols.
• Scalability: Prepared for future enhancements like SMS notifications or ERP integrations.

3.5. Optional Enhancements

• Payment Integration: M-Pesa Paybill/Card for tender document purchases.
• SMS Notifications: For shortlisted candidates and awarded tenderers.
• Calendar Integrations: Application and tender deadlines synced to staff calendars.
• Feedback & FAQ Modules: For applicants, bidders, and general site visitors.

3.6. Technical Architecture (Suggested)

• Front-End: React.js or Vue.js with a responsive CSS framework.
• Back-End: Django, Laravel, or Node.js with RESTful APIs.
• Database: PostgreSQL or MySQL.
• Authentication: JWT/session-based user authentication.
• File Storage: Secure cloud storage (e.g., AWS S3) or encrypted server storage.
• Admin Panel: Custom dashboards for HR and Procurement with role-based access.

4. IMPLEMENTATION ROADMAP

5. DELIVERABLES

6. REPORTING AND COORDINATION

During the assignment period, the consultant will report to the Chief Executive Officer through the ICT Manager. The assignment will be coordinated by the Chair of the Committee.

7. DURATION OF THE ASSIGNMENT

This assignment is expected to last for a period of ninety (90) working days.

8. REQUEST FOR PROPOSAL (RFP)

a. Summary

PCEA Kikuyu Hospital invites proposals from interested website developers and design consultancy firms to tender for website design, development & hosting. Interested bidders can visit the hospital website via the link below for more details.

b) Information to Consultants

1. Introduction

PCEAKikuyu Hospital will select a firm among those invited to submit a proposal, in accordance with the method of selection detailed under this section. The consultants are invited to submit a completed Due Diligence Form, Technical Proposal, and Financial Proposal for consulting services required for the assignment. Please note that: (i) the costs of preparing the proposal and ofnegotiating the Contract, including any visit to the Client, are notreimbursable as a direct cost of the assignment; and (ii) the Client is notbound to accept any of the proposals submitted.

1. Preparation of Proposals

The consultant's proposal shall be written in the English language and should be submitted in an electronic format.

9. PROPOSAL FORMAT

The proposal from eligible consultant(s) should include the following:

1. Technical proposal

In preparing the technical proposal, a consultant is expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in the rejection of a proposal. The technical proposal shall provide the following information:

1. Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by the Client.
2. A description of the measurable goals, objectives, methodology, and work plan for performing the assignment.
3. Documentation such as the curriculum vitae of the consultant(s) and other staff members.
4. Estimates of the total staff input (professional and support staff time) needed to carry out the assignment.
5. A detailed description of staffing and monitoring of the assignment. The technical proposal shall not include any financial information.
6. Statement of relevant experience, i.e., similar assignments executed in/under execution in the last five years.

2. Financial proposal (inclusive of all administration costs, including transport and telephone costs, printing, posting, copying, presentation, etc.)

1. The Financial Proposal should clearly identify as a separate amount the local taxes, duties, fees, levies, and other charges imposed under the law on the consultants, the sub-consultants, and their personnel.
2. The consultant shall express the price of their services in Kenyan shillings. The financial proposal must remain valid for 180 days after the submission date.

10. EVALUATION CRITERIA

Tenderers are also expected to indicate their proposed payment schedule in the following format:

(a) Mandatory Criteria

The mandatory criteria will be evaluated on a pass-fail basis.

1. Tenderers will be expected to complete the Due Diligence Form

Company profile

1. Certificate of business incorporation
2. A list of shareholders/partners and the directors with contact details
3. Valid tax compliance certificate
4. All pages of the tender document must be numbered and serialized by the tenderer.

The tenderers who do not satisfy any of the above requirements shall be considered non-responsive and will not be evaluated further.

(b) Technical Capacity Evaluation

Eligible consultants should have the following qualifications:

1. Consultant Qualifications

a) Evidence of the firm's legal status, e.g., statutory registration documents (Certificate of Incorporation for Limited Companies, PIN, and valid Tax Compliance Certificate, relevant registration with regulatory bodies), and postal address, physical location, Tel/E-mail/Website addresses, and contact persons.

b) The core business of the firm is providing website development and design, as demonstrated in the firm's organizational profile, and ten (10) years of experience in the business.

c) Experience: Examples of at least three (3) references from reputable organizations to whom the firm has provided services of a similar nature as sought by PCEAKikuyu Hospital.

d) Technical and managerial capability of the firm.

e) Other specific requirements:

o Proven experience designing scientific/research institution websites.

o Expertise in UI/UX design, WCAG compliance, and multilingual platforms.

o Proficiency in AI tools (chatbots, smart search), CMS, and social media APIs.

o Strong portfolio of interactive maps, analytics dashboards, and SEO optimization.

o Familiarity with science communication is a plus.

(c) Financial Evaluation

Tenderers will be expected to quote in Kenyan shillings, inclusive of all taxes.

Work Description Amount (KShs)

Consultancy Fees for Conducting Website Design, Development & Hosting Services

Miscellaneous Expenses

Disbursements (if any) -

Total-

11. PAYMENT SCHEDULE

Payment to the Consultant(s) for the provision of deliverables outlined in Clause 5 above will be according to the following schedule:

DELIVERABLE % DUE AMOUNT
Mobilization fee on the signing of the contract: 20%
Completion of Implementation Phase II: 10%
Completion of Implementation phase iii: 30%
Completion of Implementation Phase IV: 40%
TOTAL 100%

The payment schedule will form part of the contract for the winning tenderer.

12. CONFIDENTIALITY OF INFORMATION

All documents and data collected in the process of the consultancy will be treated as confidential and used solely to facilitate the consultancy assignment. All information to which the consultant shall receive access shall at all times be treated as the property of PKH and shall not be disclosed save for where express permission has been granted or permitted by law.

13. SUBMISSION OF PROPOSALS

PCEA Kikuyu Hospital invites interested, qualified, and experienced consultants, both individuals and firms, to tender for the provision of website design, development, and hosting services. The tender document, containing detailed specifications and requirements, is available on the hospital website link here: https://pceakikuyuhospital.org/resource/due-diligence-form-consultancy-services-for-website-development-hosting-support-and-maintenance-services.

A non-refundable tender application fee of KSh 5,000.00 (Kenyan Shillings Five Thousand Only) shall be payable via M-PesaPay Bill Number 4094481, using the applicant's/company's name as the account number.

Applicants shall submit their duly completed tender proposals together with valid proof of payment of the tender application fee. The M-Pesa payment slip or confirmation message shall form part of the submitted tender documents. Proposals submitted without proof of payment shall not be considered.

Interested consultants should submit the completed Due Diligence Form and Technical and Financial Proposals with supporting documents through the email address ceo@pceakikuyuhospital.org not later than 16^th September 2026 at 10:00 am. Tender documents shall be opened immediately thereafter at the hospital ordarium. The hospital reserves the right to accept or reject any tender either in part or in whole and does not bind itself to accept the lowest or any tender or give reasons for the decision taken.

Website: www.pceakikuyuhospital.org