Expressions of Interest for Digital Project Management & Power BI Solutions

The Kenya Organic Agriculture Network (KOAN) is pleased to invite qualified and experienced service providers to submit Expressions of Interest (EOI) for the supply, installation, and training of digital systems to strengthen our project management, monitoring, evaluation, learning, and reporting functions.

As a national membership organization uniting organic producers, processors, traders, consumers, and development partners, KOAN continues to invest in robust digital systems to support Results-Based Management (RBM), data-driven decision-making, and accountability across our programs.

Purpose of the EOI
KOAN seeks proposals for two key digital system components:

1. Project Management Software with Integrated Results-Based Management (RBM) Tools — TolaData
2. Acquisition, Installation, and Training of Data Analysis Tools — Microsoft Power BI

This assignment will enable KOAN to enhance monitoring, evaluation, learning, reporting, and multi-project portfolio management.

Scope of Work
For the RBM project management system (TolaData), the selected service provider will support acquisition, installation, configuration, onboarding, and staff training. The system must support logframes, indicator tracking, dashboards, reporting, activity planning, multi-project management, user access controls, and integration with external tools including Power BI.

For Power BI, the supplier will be responsible for licensing, installation, configuration, and capacity building for key KOAN staff. Training will include practical dashboard development, data modeling, reporting workflows, and one refresher session within 30 days.

Expected Deliverables

• Fully configured RBM project management system
• Trained KOAN staff on system usage, dashboards, and reporting
• Installed and configured Power BI tools
• Practical Power BI training for project reporting
• User manuals, documentation, and post-implementation technical support

All systems must include a minimum 12-month warranty and support period.

Evaluation Criteria
Proposals will be evaluated based on:

• Technical compliance with RBM and M&E requirements
• Experience in NGO/CSO digital system implementation
• Delivery timelines and training capacity
• Team qualifications
• Data protection and security compliance
• Financial competitiveness and after-sales support

Supplier Eligibility
Interested suppliers must submit:

• Certificate of incorporation
• Valid tax compliance certificate
• PIN/VAT registration
• Proof of Microsoft and TolaData authorization
• Company profile and at least three references
• Signed conflict of interest and confidentiality declarations

Submission Details
Submissions must include:

• Separate technical and financial proposals in PDF format
• Detailed cost breakdown (inclusive of VAT)
• Proposed implementation and training plan

All submissions should be emailed to procurement@koan.co.ke with the appropriate subject line no later than 10th December 2025.

Clarifications
Requests for clarification must be submitted by 8th December 2025 via procurement@koan.co.ke.

KOAN reserves the right to accept or reject any bid and is not obligated to award the lowest-priced proposal.

We invite qualified ICT and data systems service providers to partner with KOAN in strengthening digital project management and performance reporting for sustainable agriculture development in Kenya.