Kenya Urban Support Program

KENYA URBAN SUPPORT PROGRAM (KUSP)

(Credit No. 61340)

Project ID No. P156777

Ref: KE-MOTI-286579-CS-INDV

REQUEST FOR EXPRESSIONS OF INTEREST (REOI)

(CONSULTING SERVICES – INDIVIDUAL CONSULTANT SELECTION (ICS)

CONTRACT NO: KE-MOTI-286579-CS-INDV

1.0       The Kenya Urban Support Program (KUSP) is a six-year World Bank and Government of Kenya funded program. The Program combines Investment lending (Window 1) and Performance for Results (P4R) (Windows 2&3) program. The Program Development Objective (PDO) is to establish and strengthen urban institutions to deliver improved infrastructure and services in participating counties in Kenya.

The Program structure consists of three windows: Window 1, at the National Government through the Urban Development Department (UDD) of the State Department of Housing and Urban Development amounting to $30.3 million intended for policy, conditional grant coordination, institutional development and capacity building; Window 2, at the County Government level with funding level of $ 22.2 million earmarked to support urban management, institutional development and capacity building: and Window 3, at the Municipality level to support urban infrastructure and service delivery in a total of 59 eligible municipalities at a cost of $247.5 million.

2.0      KUSP recognises the central role that records management plays in strengthening urban institutions. A preliminary records management situational assessment in four selected counties namely; Laikipia, Makueni, Bomet and Vihiga was conducted by a joint team comprising officers from Word Bank, National Program Coordination Team (NPCT) and Council of Governors COG). Interviews were conducted with respective departmental heads followed by a survey of the records management storage areas and practices. Preliminary findings established that most counties had decentralized records management system, used manual processes for managing records, had dedicated records management staff and records management tracking and security check-in system to track file movement and prevent potential unauthorized access to registry respectively. The findings also revealed gaps such as absence of record management policies, shortage of physical records storage space, cases of misfiling, weak mail management system and lack of retention and disposal schedules and records disaster management plans among others.   

In view of these findings, an action plan to address the identified challenges has been prepared. It is proposed that the action plan be piloted in Nakuru City and six Municipalities namely; Rumuruti, Wote, Bomet and Vihiga, Kilifi and Malindi. The lessons drawn from the pilot phase will be used to upscale the intervention to other participating municipalities. KUSP now seeks to hire an individual consultant to help in implementation of the action plan.

3.0      The Objective of the Consultancy is to enhance the efficiency and security in the management of records and archives for Nakuru City and the Municipalities of Rumuruti, Wote, Bomet, Vihiga, Kilifi and Malindi in Kenya.

The Consultant will be required to undertake the following tasks to carry out the implementation of the proposed record management action plan: (a) Plan and deliver training on records management for the identified records management staff in the selected municipalities;( b) Lead the development and or review of records management policy for the identified municipalities;(c) Lead the development/review of the business records inventory, file classification and indexing schemes, records retention and disposition schedules and transfer schedules; (d) Prepare records management procedure manual; (e) Develop municipal records and information management disaster management and preparedness plan; (f) Overseeing the sort out, appraisal and reorganization of the records in the selected municipalities; (g) Provide guidance to municipals in conducting departmental file audit/census; (h) Provide advice to the municipal records management staff on selective digitization of paper records in their custody; (i) Provide advisory to the municipal councils on the procurement, installation and roll out of Electronic Document & Records Management System (EDRMS). To effectively support this role, the consultant will be required to work with the municipal records management and ICT officers; (j) Prepare and present progress report as well as hold debrief sessions with NPCT, Municipal Managers and the World Bank on the status of the assignment; (k) Conduct municipal visits to meet with the records management teams and the management and( l) Prepare and present the final report with lessons learned and a detailed workplan to roll out to other municipalities.

The implementation will be based on the following tool (among others): (a) CAPS 19 & 14 of Laws of Kenya; (b) ISO 15489:2016; Information and Documentation: Records Management; (c) The World Bank Records Management Roadmap; (d) Public Procurement and Asset Disposal Act; (e) Public Finance Management Act; (f) Urban Areas and Cities Act;(g)  QMS ISO 9001:2015: (h) ISO 27001: Information Security Management; (i) Data Protection Act 2019; (j) Access to Information Act 2016

4.0   In carrying out this assignment, the Consultant will work under the guidance of the KUSP National Coordinator, under close supervision of the relevant Component Head, and in consultation with the Municipal Managers and Records Management Teams.

1. The required qualifications and experience are as follows:(a) A master’s degree in Records Management, Information Management and Archival studies, Information Sciences, Records and Information Technology, or related field; (b)At least ten (10) years of experience in Archives and Records Management with the national and county governments or municipal councils in Kenya (local consultant is highly desirable); (c) Knowledge and experience in the implementation of records management programs using ISO 15489:2016 standards; (d) Experience in developing records management policies, business classification schemes, and retention and disposal schedules and other related record management tools; (e) Experience in the implementation of Electronic Documents and Records Management Systems (EDRMS); (f) Knowledge and experience in implementation of Quality Management Systems (QMS), audit of Record Management System is an added advantage; (g) Strong report-writing skills: (h) Well-developed communications skills; (i) Excellent working knowledge of English and Swahili; (j) Experience with public sector or working with international organizations like World Bank, IMF and UN system is desirable.

6.0      The project assignment is expected to run for twelve (12) months from the date of signing the contract.

7.0        The Consultant will be selected in accordance with the Individual Consultant Selection (ICS) method set out in the Consultant Guidelines.

8.0      The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank’s Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers January 2011(“Consultant Guidelines”), setting forth the World Bank’s policy on conflict of interest. 

9.0      Further information can be obtained at the address below during office hours from 0800 to 1700 hours from Monday to Friday excluding lunch hour (1300 to 1400 hours) and public holidays.

10.0    Expression of interest must be delivered in a written form to the address below (in person, or by mail, or by fax, or by e-mail) by Friday, 10th June, 2022 at 12.00 noon East African Time. For those submitted by package, the package should be clearly marked CONTRACT NO: KE-MOTI-286579-CS-INDV for Consultancy Services (CS) for RECORDS AND ARCHIVES MANAGEMENT FOR NAKURU CITY AND THE MUNICIPALITIES OF RUMURUTI, WOTE, BOMET, VIHIGA, KILIFI AND MALINDI

1. E-mail submission should be addressed to: procurementhousingandurban@gmail.com
2. All enquiries concerning the consultancy assignment shall be sent to the following email: procurementhousingandurban@gmail.com

The Principal Secretary,

State Department for Housing and Urban Development

P.O. Box 30119-00100

NAIROBI, KENYA

Tel:  +254-20-2734886

HEAD SUPPLY CHAIN MANAGEMENT SERVICES

FOR: PRINCIPAL SECRETARY