TERMS OF REFERENCE FOR HANDINHAND EA ONLINE LEARNING MANAGEMENT SYSTEM (LMS)

Ref No: HIH EA/07-2025/PROG

Project Title: Custom Development and Deployment of a Tailored Online Learning Management System (LMS) for HIHEA

Evaluation type: External/Firm

Task Duration : 3 Months

1. Organization Background

Hand in Hand Eastern Africa (HiH EA) is registered in Kenya as a Non-Governmental Organization (NGO) with a mandate to operate within the Eastern Africa region. It is a member of the Hand in Hand Global Network which comprises affiliated organizations that mutually pursue the shared goal of poverty alleviation while supporting poorer communities to create sustainable enterprises and jobs. The organization strives to work with marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at helping people fight poverty and vulnerability. The Hand in Hand (HiH) enterprise and job creation approach is based on a philosophy of self-help, providing training, skills, and support to enable poor people, particularly women and youth, to create and develop enterprises. This provides for a higher level of income for them and their families, which in turn contributes to improved housing and overall improved livelihoods. HiH EA has so far mobilized, trained and is training over 350,000 members (80% women, 40% youth) who have created over 300,000 enterprises and over 450,000 jobs

The key objectives of this assignment are to:

a. Design and develop a fully functional LMS tailored to HiH EA’s training needs.

b. Digitize selected training content into engaging and interactive e-learning formats.

c. Enable access and usability in offline or limited-connectivity environments.

d. Provide reporting tools for learner progress and content performance.

e. Train HiH- EA staff and provide post-deployment technical support.

2. Scope of Work

The selected firm will carry out the following tasks:

a) LMS System Design & Development

i. Build a responsive, mobile-first LMS platform.

ii. Implement course and user management features.

iii. Role-based access (Admin, Trainer, Learner).

iv. Support for SCORM/xAPI, PDFs, videos, audio, and animated learning modules.

v. Develop gamified elements: badges, quizzes, and leaderboards.

b) Blended & Offline Learning Capabilities

i. Enable self-paced and instructor-led learning

ii. Support downloading of training content for offline use.

iii. Allow community-based access (e.g., via digital hubs or projectors).

c) Social & Interactive Features

i. Discussion boards, Q&A tools, group assignments.

ii. Integration with tools like WhatsApp, Zoom, and Google Meet.

d) Hosting & Infrastructure

i. Recommend suitable cloud or local hosting (AWS, GCP, DigitalOcean, local).

ii. Ensure scalability, data protection compliance (GDPR, Kenya Data Protection Act).

iii. Include MFA, SSO, and IP whitelisting for security.

e) Analytics, Monitoring & Certification

i. Implement learner tracking dashboards.

ii. Generate real-time analytics and reports.

iii. Auto-generate digital certificates with branding.

f) Training & Support

i. Train HiH - EA staff and content creators.

ii. Provide admin/user manuals and helpdesk documentation.

iii. Offer 6 months of post-deployment technical support.

Please check out Hand in Hand Website for more details and to submit your proposal;

https://handinhand-ea.org/tenders/terms-of-reference-for-handinhand-ea-online-learning-management-system-lms-for-hihea/

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Submission Deadline

Proposals must be submitted electronically by 5th June 2025