CALL FOR EXPRESSION AND TORS: FOR DEVELOPMENT OF DOCUMENT ARCHIVING AND MANAGEMENT SYSTEM FOR AFAAS SECRETARIAT

1. BACKGROUND

African Forum for Agricultural Advisory Services (AFAAS) is a Continental body that brings
National Agricultural Extension and Advisory Services (AEAS) providers in Africa under one
umbrella. The AFAAS has received grant funding from the European Union-funded by International
Fund for Agricultural Development (IFAD) under Grant Number: 2000002981 towards the
implementation of the Comprehensive Africa Agriculture Development Programme ex-pillar IV
(CAADP XP4) Organisations under the initiative “Development Smart Innovation through Research
in Agriculture (DeSIRA)” the Project. For the implementation of project activities, AFAAS will
conduct procurements for goods, consulting and non-consulting services, in accordance with the
IFAD Procurement Handbook and IFAD Procurement Guidelines.
AFAAS secretariat has over the past years of its existence accumulated voluminous documents,
literature and records. These hard copy pieces of important information are stored manually and as
such require vast space for safe storage and retrieval which has proven difficult with the increasing
numbers of files. The documents are difficult to access due to the poor records management and
cataloguing system that adversely affects AFAAS usability of the information and responding to key
issues in a timely manner and with informed decisions.
As part of the process to modernise the document management system, AFAAS is reorganising the
archiving and digitalization of the key documents to facilitate suitable cataloguing, ease accessibility
and reduce paperwork.
Now, AFAAS Secretariat is seeking services of a firm to develop a modern document archiving and
management system, supported by IT solutions in order to facilitate secure storage, access and
retrieval. This will enhance timely decision making, secure institutional memory and facilitate
knowledge management.

2. OBJECTIVE OF THE CONSULTANCY
The main purpose of the assignment is to establish a well-organized and modern document
archiving and management system (DAMS) architecture through the establishment of procedures
and storage of documents in digital format that facilitate ease of access and sharing of documents
with AFAAS staff and stakeholders, while taking into account security and confidentiality
consideration related to documents and access protocol.
The firm is therefore required to achieve the following;

(i) To standardize the procedure of document indexing/cataloguing and how files are
organised and stored

(ii) To digitize the key documents and store them in a manner that is easily searched, retrieved
while ensuring safety especially the confidential documents to be handled strictly by
authorised personnel.

(iii) To improve the ability to digitally share documents within the different departments, and
with potential stakeholder

(iv) To improve retention of institutional memory and knowledge management

(v) To enhance the capacity of staff in managing and using the digital document archiving and
management system.

3. DURATION OF THE ASSIGNMENT:

The duration of the assignment is expected to take 90 man-days including the training of staff.

4. SELECTION CRITERIA

The selection criteria will be based on the following sets of qualifications, experience and
competences.
For the Firm:

a) The firm is required to have proven experience of at least 10 years in implementing modern
documentation archiving and management system (Document Management/Record
management and digital archives system) equivalent to AFAAS needs.

b) Have demonstrated experience performing similar assignments for big organisations.

c) Have the ability to rapidly mobilize the required resources and technical experts in order to
successfully implement the work as per Terms of reference (TORs)

For Experts and Team leader
The team of experts (Team Leader, Senior Expert and other Associate Team Members) shall be
required to have the following sets of qualifications, experience and competences

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