Introduction

Flone Initiative Trust (“Flone Initiative”) is a women-led charitable trust established in 2013 and registered in Kenya. The organization works to end violence against women and girls in public spaces through research, advocacy, capacity strengthening, and influencing behavioural change. Flone Initiative receives funding from multiple donors, including private foundations, bilateral partners, INGOs, and corporate CSR programs.

Purpose of the Assignment

To support its growing operations, Flone seeks to strengthen its internal IT systems, infrastructure, and digital workflows to improve efficiency, security, and collaboration across the organisation. The objective of this exercise is to provide a comprehensive maintenance and technical support for one printer, TV, 8 laptops and all IT accessories and systems ensuring efficiency, security, and productivity across the organization.

Scope of Work

a. Laptop/Printer Maintenance & Servicing

• Full inspection, repair, and optimization of all laptops.
• Installation, update, and validation of all software ensuring licenses are current.
• Installation, configuration, and regular updates of the existing antivirus software.
• Troubleshooting of hardware and software issues.
• Preventive maintenance to reduce system downtime.

b. IT Systems Support

• Configure user accounts and shared storage.
• Maintain secure data management and backups.
• Ensure reliable network and system integration.
• Monitor and optimize system performance.

Expected Deliverables

The IT Systems & Infrastructure Support Consultant is expected to deliver:

• Fully serviced and operational laptops and printers.
• Valid and licensed software installed on all devices.
• Antivirus installed, updated, and actively maintained.
• Staff trained on device usage, security, and software compliance.
• Reports detailing maintenance, system status, and recommendations.

Duration of Assignment

Flexible arrangement for ongoing laptop and IT system maintenance.

Qualifications and Competencies of the Consultant

Consultant/Firm Requirements

• Proven experience providing IT systems and infrastructure support; Complete laptop maintenance, IT systems support, and antivirus management.
• Minimum 3 years of operational experience in IT systems, networks, and infrastructure.
• Knowledge of Kenya ICT laws, data protection (Data Protection Act), and cybersecurity standards.
• Ability to deploy qualified IT staff promptly if firm-based.
• Must not have provided IT services or system management for Flone within the last 3 years to ensure objectivity.

Confidentiality and Data Protection

The consultant must:

• Maintain strict confidentiality of all IT systems, data, and infrastructure information.
• Sign a Non-Disclosure Agreement (NDA).
• Comply with Kenya’s Data Protection Act.
• Ensure secure storage, handling, and disposal of IT hardware, data, and documentation.

Conflict of Interest

Declare any potential conflict before engagement. Must not have provided IT services or system management for Flone within the last 3 years to ensure objectivity.

Proposal Submission Requirements

Technical Proposal:

• Consultant/firm profile.
• Proposed methodology for IT support and systems management.
• Experience in similar IT assignments.
• Team composition and CVs.
• Workplan, deliverables, and timelines.

Financial Proposal:

• Detailed pricing (daily rates, taxes, disbursements).
• Payment terms.

Legal and Statutory Documents:

• KRA PIN & Tax Compliance.
• Relevant professional certifications.
• Registration documents.