Consultancy for the Development and Implementation of E-Learning System
COPEDU PLC

Introduction

COPEDU PLC is seeking proposals from qualified and experienced consultants for the development and installation of E-Learning System. This system will be used to deliver various training modules to our employees. The consultant will also be responsible for the provision of training, system demonstration, and ensuring the successful implementation of the system.

This Request for Proposal (RFP) outlines the scope of work, deliverables, and terms for the consultant’s services. We invite proposals from competent firms or individuals who can provide innovative, effective, and user-friendly solutions to meet our needs.

Objectives of the E-Learning System

The key objectives of the E-Learning system include:

• Deliver training courses in all categories
• Provide a scalable platform that supports the integration of various training materials, quizzes, and progress tracking.
• Ensure the system is user-friendly, efficient, and accessible to a wide range of users.
• Support both self-paced and instructor-led learning methods.
• Guarantee data privacy, security, and compliance with relevant regulatory requirements.

Deliverables

The consultant will be responsible for the following:

User management

• Role-based access control (RBAC): different access levels for staff members, managers, and administrators. roles may include:
• User registration and authentication: ability to integrate with Active Directory to use AD profile to login to E-learning platform.
• COPEDU PLC staff (view and participate in courses)
• Managers (track and assess learning progress)
• Admins (create courses, manage user accounts, run reports)
• Profile management: staff should be able to update personal details, track their learning progress.
• Administrators: Administrator should be able to set pass mark for each exam, and if user fails system should allow the user to repeat the exam in a number of trial set by the administrator.

Course management

• Course creation: ability for administrators and managers to create and manage courses, modules, and learning paths specific to banking sector roles (e.g., compliance, financial products, customer service).
• Course assignment: assign specific courses to staff members based on their role, department, or training requirements.
• Pre-built courses and templates: provide pre-built course templates covering common banking functions such as anti-money laundering (AML) training, customer service, etc…
• Multimedia content support: ability to include various content formats such as videos, pdfs, quizzes, and interactive elements.

• Learning paths: ability to group related courses into a sequence that guides users through the training progress.

Learning delivery

• Online learning modules: content should be delivered via interactive modules, with assessments and quizzes to test understanding.
• Progress tracking: users should be able to see their progress in each course, such as completion status and quiz scores.

Assessment and certification

• Quizzes & exams: various forms of assessments, including multiple-choice questions, true/false, short answer, and scenario-based questions.
• Users doing the same exam should not get same questions order (system must mix questions for users).
• Grading and feedback: automated grading of quizzes and exams with personalized feedback to help learners improve.
• Completion certificates: automatic generation of certificates upon successful completion of courses or learning paths and system allow admin to insert automatic e-signature
• Mandatory training tracker: ability to track if staff have completed the required training for compliance (e.g. fraud prevention).

Compliance & reporting

• Audit trail: a detailed record of all user activities, such as login times, courses completed, quizzes taken, and any actions taken by the admin.
• Learning analytics: dashboards and reports that track learning progress, completion rates, quiz scores, and course effectiveness.
• Compliance reporting: reports for compliance purposes, demonstrating that staff have completed necessary training courses on time.
• Exportable data: ability to export data in various formats (csv, pdf) for further analysis or sharing.

Collaboration and communication

• Announcements: admins and managers should be able to send notifications to all users regarding important updates, deadlines, and new training materials.

Content management system (CMS)

• Content upload and storage: admins can upload and organize training materials such as documents, videos, and presentations.
• version control: ensure that the most current version of training content is always available and outdated materials are removed.

User engagement and support

• Help desk & support: provide on-demand support via chat or email for staff to resolve technical issues with the platform.
• User engagement analytics: tools for analyzing user engagement (e.g., time spent per module, participation in quizzes, etc.).

Security and privacy

• Data security & encryption: ensure that all training content and user data are stored securely and comply with privacy regulations.
• Single sign-on (SSO): simplify user login and authentication by integrating SSO with the COPEDU PLC’s existing systems such as Active Directory.

Customization

• Branding: ability to customize the learning portal with COPEDU PLC’s branding, including logos, colors, and visual themes.
• Language support: support for multiple languages to cater to a diverse workforce.

Personalized learning paths: tailored content based on user roles, preferences, and performance.

• scalability and performance
• Scalable infrastructure: the platform should be able to scale easily to accommodate a growing number of users as the COPEDU PLC expands or as new employees join.
• Performance optimization: ensure fast load times and smooth interactions, even when the system is handling many concurrent users.

Qualifications and Experience

The consultant must meet the following criteria:

• Provide two certificates of work experience related to the development of E-Learning platforms, covering design, implementation, and maintenance.
• Experience of 5 years in providing training to both technical and non-technical users.
• Strong understanding of data security and privacy standards.
• Ability to provide post-implementation support and maintenance.

Proposal Submission Requirements

Interested consultants are requested to submit the following:

1. A detailed proposal outlining the approach, methodology, and timeline for the project.
2. A breakdown of costs, including any upfront fees, ongoing maintenance, and support costs.
3. A portfolio of previous work, including examples of e-learning systems developed, especially in financial institution.
4. References from previous clients who have used similar services.
5. Any additional services or features that can be offered to enhance the system’s effectiveness.
6. For companies, list of the consultant’s team members, their qualifications, and experience; RDB certificate, valid tax clearance, valid RSSB certificate are mandatory.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Expertise and experience of the consultant in E-Learning system development.
• Quality and feasibility of the proposed solution.
• Past performance and client feedback.
• Financial offer

Submission Deadline

Proposals should be submitted by 10:00AM on June 03^rd 2025, at COPEDU PLC’s Head office located to Kicukiro Sonatube Road, any proposals received after this deadline will not be considered, inquiries regarding this request should be sent to info@copeduplc.rw and cc tendercommittee@copeduplc.rw , The opening will be on the same day at 10:30 AM for those who wish to attend.