Call for interested companies

to develop a union membership management software

Terms of Reference (ToR)

Development of a union membership management software for FSPTSK

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%).