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Call for Quotation: Membership Management System

NRNA Netherlands – Membership Management System

Issued By: NRNA Netherlands

Issued Date: May 12, 2025

1. Introduction

NRNA Netherlands is inviting qualified software development firms or freelancers to submit a quotation for the development of a secure Membership Registration and Management System. This system will serve as a digital platform for member onboarding, renewal, identity verification, document storage, and membership card generation.

The system must comply with GDPR regulations and be hosted in the EU region (Google Cloud), access to which will be provided by NRNA NL.

2. Scope of Work

The proposed system should include, but is not limited to:

Member Registration & Renewal:

•  Full Name

•  Date of Birth

•  Recent Photograph (Passport Size)

•  District (Nepal)

•  Occupation

•  Proof of Nepalese Citizenship (Upload)

•  Current Country ID (Upload)

•  Membership validity for 2 years

Membership Approval:

•  Admin review and verification process

•  Notification system (email or dashboard alerts)

Membership Card:

•  Generated as a downloadable PDF

•  Contains:

  • Membership ID
    •    Full Name
    •    Nationality (Nepal)
    •    Photo
    •    Current Country
    •    QR Code

Payment Methods:

  • Stripe Integration
  • Manual Bank Transfer with:
    • Receipt Upload
    • Notes field (Name and DOB Reference)

User Roles:

•  Admin

•  Accounts

•  Member/User

API:

  • Secured API access for sharing member data with other NRNA bodies
    (authenticated access only)

3. Technical Requirements

•  The developer may use any secure, modern technology stack to implement the system.

•  Uploaded documents must be encrypted (e.g., AES-256) and unreadable via direct DB access.

•  All file access should be restricted via authentication and routed through the application layer.

•  The system must comply with GDPR for all forms of data handling and user privacy.

•  Hosting must be on Google Cloud EU Region, with access provided by NRNA NL.

4. Ownership & Licensing

  • NRNA NL will retain full ownership of the final software system and its source code.
  • The provider may not reuse or redistribute the software without written consent.
  • Redistribution to other NRNA chapters (NCCs) may be considered through a mutual agreement.
  • NRNA NL will cover future development or feature expansion as needed.

5. Quotation Guidelines

Quotations must include:

•  A brief technical proposal (platform, security, approach)

•  Detailed cost breakdown

•  Delivery timeline (to be proposed by the developer)

•  Past experience or portfolio (if any)

•  Warranty and support terms after deployment

6. Submission Instructions

  •  Submit your proposal to info@nrna.nl
  • Submission Deadline: May 18, 2025 – 23:59 CET