Expression of Interest (EOI) for the Development of Information and Communication Technology (ICT) Policies and Procedure Manuals

Website Kwacha Pension Trust Fund

1)   Introduction

Kwacha Pension Trust Fund (the Fund or KPTF) is a single employer pension trust fund and is regulated by the Pensions and Insurance Authority (PIA).

The Fund is currently in the process of carrying out the following:

1.1         Review of the (ICT) policies that are due for update and

1.2         Preparation of ICT policies that are not in place.

2)   The Assignment

In this regard, the Fund wishes to engage a Consultant/ Firm to undertake the following:

2.1     Review of the existing Draft Policies and Procedure Manuals

2.1.1   Review of the Fund’s draft ICT Policy;

2.1.2   Review of the Fund’s draft ICT Procedure Manual and

2.1.3   Review of the Fund’s draft Disaster Recovery and Business Continuity Policy.

2.1.4  Based on the review of the above policies, to identify any gaps including carrying out a best practice benchmark and proposing changes/ additions to the policies and procedure manuals and coming up with the final documents to be presented to the Board of Trustees for approval.

2.1.5   Presentation of the resultant documents to the Administration and Communications Committee and the Board of Trustees, if need be.

2.1.6   To train and coach the Fund Management and staff on the new Policies and Procedure Manuals and the forms, templates, and procedures to make it fully functional and operational.

2.2     Development of the following Policies and Procedure Manuals

2.2.1  Clear desk and clear screen policy;

2.2.2  Storage capacity management policy;

2.2.3  Data Backup Policy;

2.2.4 Information Labelling and Information Classification Procedure Manual;

2.2.5 Incident Management Policy, and

2.2.6 Incident Management Procedure Manual.

3)   Consultant Competence

The Consultant(s)/ Firm will be required to understand the (ICT) and other related policies and procedure manuals of the Fund. Further, the Firm/Consultant will have to compile the relevant documentation/ information that will be required for the review and preparation plus the drafting of these documents and eventual presentation to Management, the Administration and Communications Committee and the Board of Trustees.

The Consultant(s)/ Firm must be familiar with laws and/ or standards that affect/ influence the above policies.

4)   Requirements

The invited Firms will have to provide/demonstrate the following:-

a)   Company profile describing the core business of the firm/company;

b)   Proof of physical operational premises;

c)   Certificate of Incorporation/Registration;

d)   Valid Registration Certificate from Zambia Information and Communications Technology Authority (ZICTA) or Information and Communications Technology Association of Zambia (ICTAZ);

e)   Valid Zambia Revenue Authority Tax Clearance Certificate for 2024;

f)     PACRA Stamped form II (with details of directors/shareholders);

g)   Copies of IDs of Shareholders/Directors/Partners;

h)   Three recent (within 3 years) reference letters from reputable institutions that the firm has rendered similar professional services to;

i)     Five (5) years or more demonstrated evidence of performing similar work in Zambia;

j)     Qualifications and experience of Senior Management Team and the team that will be assigned to this project and should include among others -Postgraduate or relevant professional qualifications in Computer Science or Information and Communication Technology;

k)    Description of similar assignments previously undertaken with traceable references (should include the year, amounts involved, detailed work undertaken, names of the clients and contact persons);

l)     Technical Proposals: the technical proposal should clearly explain the consultant’s understanding of the terms of reference and clear explanation of the methodology (including qualitative and quantitative methods) that the consultant is proposing to use and a comprehensive roadmap (workplan) for undertaking the assignment;

m) Bid validity period of at least 90 days from the date of quotation, (indicate validity of the quotation) and

n)   The financial proposal which should include the fee quotation for the assignment and all applicable taxes.

Interested Consultants or Firms are to submit their applications in a sealed envelope clearly marked ““Expression of Interest for the Provision of ICT Policy Review and Development Services” to the address below by 16.30 hours on 14th February 2024:

The Director

Kwacha Pension Trust Fund

Stand No. 5534

Corner Kakola/Libala Roads, Kalundu

Post Net Box 663 P/Bag E891


Electronic Copies will not be accepted.

For any queries, please write to the following email addresses:

[email protected]

[email protected]  and

[email protected]


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