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Call for interested companies to develop a union membership management software

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Background

The Federation of Trade Unions of the Private Sector of Kosovo (FSPTSK), in collaboration with Solidar Suisse Southeast Europe (SEE), has embarked on a comprehensive initiative to strengthen union capacities and operations. This cooperation has resulted in the development of a four-year strategic plan (2025-2028), which aims to enhance the union’s effectiveness, transparency, and advocacy for workers’ rights. To further support the strategy’s objectives, FSPTSK requires the development of a custom software platform for union membership management.

The objective of the assignment

To design, develop, and implement a comprehensive membership management software for FSPTSK that:

  • Provides real-time data on the number and details of union members.
  • Tracks financial data, including membership fees paid and outstanding.
  • Enhances operational efficiency by automating administrative tasks.
  • Ensures transparency in union activities and finances.

Scope of work

The selected company will undertake the following tasks:

  1. Needs assessment:
    • Consult with FSPTSK and Solidar Suisse representatives to gather requirements.
    • Analyze existing union management practices and identify key challenges to address.
  2. Software development:
    • Design a user-friendly interface with modules for:
      • Member registration and management.
      • Financial tracking (e.g., membership fee payments and outstanding balances).
      • Reporting and analytics (e.g., financial summaries, membership trends).
    • Implement security measures to protect member data and ensure compliance with data protection regulations.
  3. Testing and implementation:
    • Conduct software testing to identify and resolve issues.
    • Provide a phased implementation plan, including pilot testing with selected users.
  4. Training and support:
    • Deliver training sessions on software usage for FSPTSK staff.
    • Provide technical support during the initial implementation phase.
    • Offer maintenance and updates for 1 month.

Expected deliverables

  • A fully functional and secure membership management software tailored to FSPTSK’s needs.
  • Documentation, including user manuals and technical specifications.
  • Training sessions and materials for FSPTSK staff.
  • Ongoing support and maintenance plan.

Timeline

The Assignment is expected to be completed within (2 months) from the contract signing date, with the following milestones:

  • Week 1: Needs assessment and requirement gathering.
  • Week 2-5: Software development.
  • Week 6: Testing and pilot implementation.
  • Week 7-8: Training and final implementation.

Qualification requirements

The selected company must demonstrate:

  • Proven experience in software development, preferably in organizational management or similar projects.
  • Familiarity with data security and compliance requirements.
  • Capacity to deliver training and provide ongoing technical support.
  • Strong communication and collaboration skills.

Submission requirements

Interested companies are invited to submit the following:

  1. A technical proposal detailing the approach, methodology, and timeline.
  2. A financial proposal outlining the cost structure.
  3. Portfolio of previous relevant projects.
  4. CVs of key team members.

Application deadline

Interested companies must submit their proposals by 4 April 2025 to [email protected] , clearly indicating development of a union membership management software in the subject line.

Evaluation criteria

Proposals will be evaluated based on:

  • Understanding of the Assignment and proposed methodology (30%).
  • Experience and qualifications (30%).
  • Cost-effectiveness of the financial proposal (20%).
  • Timeline and deliverability (20%).