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Request for Proposals: Development or Provision of Digital Asset Management System

Position title
Request for Proposals: Development or Provision of Digital Asset Management System
Description

1.Introduction

1.1 Background

Kagiso Trust is a prominent South African non-governmental organisation (NGO) established in 1985. The organisation is actively engaged in empowering individuals and communities by addressing social and economic disparities. Guided by its vision of a peaceful, prosperous, and just society, Kagiso Trust focuses on four strategic pillars that include Education Development, Financial Sustainability, Institutional Capacity Development and Socio-Economic Development.

 1.2 Kagiso Trust’s Local Governance Support Programme

The Local Governance Support Programme (LGSP), under Kagiso Trust’s Institutional Capacity Development pillar, follows a Radical Collaborative Model. This model promotes collaboration among various stakeholders in the local government space, with a primary focus on collaboration between local governments and their communities and other stakeholders.

 1.3 Town Action Network

 Kagiso Trust’s LGSP is a founding member of Town Action Network (TAN), a nationwide coalition comprising changemakers from small-to-medium towns. TAN’s members represent diverse sectors, including NGOs, community-based organisations (CBOs), local institutions, and all levels of government. TAN aims to serve as a dynamic, action-oriented learning platform that fosters knowledge exchange and enhances capabilities to revitalise small towns.

 2. Purpose of the Document

 This Request for Proposals outlines the requirements for the development of a digital asset management platform for digital content generated by the growing network of TAN members through their active involvement, idea exchange, and collaborative solution development. The objective is to develop a distinctive platform that facilitates active engagement, collaboration, and co-creation of solutions for localised challenges by TAN members (i.e., changemakers).

3. Required System: Digital Asset Management

The system must feature secure user authentication and role-based access control, robust content upload and management capabilities with comprehensive metadata, and advanced search, and discovery functionalities. It must also feature collaborative tools such as commenting and real-time chat, version control and workflow processes for content approval, seamless integration with external systems, analytics and reporting tools for performance tracking, scalability and high-performance architecture, and stringent data security measures to ensure compliance with relevant regulations. Thus, the following considerations should be made for the system to:

Enable structured and organised access to learning media content for TAN members and other civil society organisations.

Facilitate collaboration among TAN members and the se civil society.

Be a scalable platform that accommodates various content types, such as videos, photos, presentations, reports, research papers, and articles.

Include a review process and quality assurance measures to ensure the reliability and accuracy of the media content on the platform.

4. Proposal Requirements

 Interested developers or solution providers are required to submit a proposal containing the following information:

Background, experience, and expertise in developing or supplying digital asset management systems.

Detailed system architecture outlining technical components, infrastructure, integrations, and interaction of modules, databases, APIs, and user interfaces for efficient content management, user access, and collaboration.

Detailed approach for developing the digital asset management system, including content organisation, access, collaboration, review processes, and quality assurance measures.

Realistic timeline for development, sourcing, deployment, and launch of the solution.

Project management processes, including collaboration processes, communication strategies, progress updates, and system owner involvement to ensure alignment with requirements.

References: Three references from previous clients or organisations showcasing experience in developing or providing digital asset management systems or similar solutions, considering track record, quality of work, and ability to meet project requirements.

Detailed breakdown of all relevant expenses, including development, implementation, licensing fees, ongoing support and maintenance, hosting, security, backup, and user training, presented transparently to enable Kagiso Trust to understand the project’s financial implications.

5. Deliverables

The expected deliverables for this project include:

System Development and Deployment: supply or develop and deploy the digital asset management system according to the agreed-upon architecture, following best practices and industry standards.

User-Friendly Interface: Design intuitive user interfaces for easy access to learning media content, collaboration features, and administrative functionalities.

Content Organisation and Management: Create an efficient system for organising and managing various types of learning media content.

Collaboration Features: Implement features that enable interaction, idea exchange, and collaboration among TAN members and the wider civil society.

Quality Assurance Measures: Ensure reliability, accuracy, and integrity of media content through a robust quality assurance process.

Training and Documentation: Prepare user manuals, training materials, and documentation for smooth onboarding and system usage.

Ongoing Support and Maintenance: Provide technical support, maintenance services, updates, and bug fixes for uninterrupted system operation.

System Security: Implement strong security measures to safeguard digital assets, user data, and system infrastructure.

6. Terms and Conditions

Kagiso Trust retains the discretion to decline to contract with any service provider submitting proposals in response to this Request for Proposals. Such decisions which could be influenced by internal developments or changes in project requirements, may be made without the need for explanation or justification.

Download the full document to see the list of evaluation criteria here: https://www.kagiso.co.za/wp-content/uploads/2024/04/Request-for-Proposals-Development-or-Provision-of-Digital-Asset-Management-System.pdf

7. Submission Deadline

 Interested parties must submit their proposals on or before 23 May 2024, at 18:00.

8. Communication Channels

Submit your proposal to Paul Smith via  paul.smith@kagiso.co.za. Please copy Cassious Matibidi via cmatibidi@kagiso.co.za. 

For all enquiries and communication regarding the proposal, please contact Cassious Matibidi by the email address above or via this mobile number: 0720835762.

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