REQUEST FOR QUOTATIONS (RFQ): Procurement of a Program Information Management System (PIMS)
Katalemwa Cheshire Home for Rehabilitation Services (KCH) invites sealed quotations from eligible and qualified firms for the design, supply, customization, installation, and support of a Program Information Management System (PIMS).
1. Background
KCH provides comprehensive rehabilitation services to children with disabilities in Uganda.
To strengthen program data management, service tracking, monitoring and evaluation, and reporting, KCH seeks to implement a secure and efficient Program Information Management System.
2. Objective of the Assignment
The objective is to procure and implement a centralized digital system that:
- Captures client demographic and rehabilitation information
- Tracks services provided and follow-up schedules
- Generates programmatic and donor reports
- Ensures secure storage and controlled access to sensitive client data
- Supports Monitoring, Evaluation, Accountability and Learning (MEAL) functions
3. Scope of Work
The selected vendor shall:
a) System Design, Supply & Configuration
- Provide a web-based or locally hosted PIMS solution
- Customize electronic data collection forms
- Configure modules for:
- Client registration and profiling
- Case management and service tracking
- Appointment scheduling
- Reporting dashboards and analytics
- Configure user roles and access controls
b) Data Migration & Integration
- Migrate existing client records (where applicable)
- Clean and validate data
- Provide backup and recovery mechanisms
c) Data Protection & Security
- Implement role-based access control
- Ensure audit trails and data encryption
- Provide secure hosting arrangements
d) Training & Capacity Building
- Train program, M&E, and relevant administrative staff
- Provide system manuals and documentation
- Offer transition support during rollout
e) Maintenance & Technical Support
- Provide post-installation support
- Clear Service Level Agreement (SLA)
- Ongoing system updates and troubleshooting
4. Eligibility & Submission Requirements
Interested bidders must submit:
- Company profile including legal registration details
- Valid trading license and tax compliance documentation
- Technical proposal detailing:
- Understanding of assignment
- Proposed system architecture and methodology
- Implementation timeline
- Financial proposal (submitted separately) clearly itemizing:
- Development/customization costs
- Licensing costs (if applicable)
- Hosting costs (if applicable)
- Training costs
- Maintenance and support fees
- Evidence of at least three (3) similar assignments
- Reference contacts
5. Evaluation Criteria
Evaluation shall be conducted in accordance with KCH Procurement Guidelines and shall consider:
- Mandatory compliance
- Technical functionality and security safeguards
- Vendor experience
- Implementation timeline
- Cost effectiveness and value for money
Shortlisted firms may be invited for a system demonstration.
6. Submission Procedure
Quotations must be clearly marked: “KCH-RFQ20260002 – Program Information Management System (PIMS)”
Electronic submissions (PDF format) shall be sent to: procurement@katalemwacheshirehome.org
Submission Deadline: February 26th, 2026 5:00PM
Late submissions shall not be accepted.
7. Disclaimer
KCH reserves the right to accept or reject any quotation in whole or in part and is not bound to give reasons for its decision. This RFQ does not constitute a contractual obligation on the part of KCH.