Request for Proposals Design and Implementation of an Automated Procurement System at Musika

Musika is an independent Zambian non-profit company supported by the Swedish Embassy in Lusaka to stimulate and support private sector investment in the smallholder and rural markets. Musika's operations are national in scope and stretch across the agricultural industry, working primarily with those corporate entities in the sector that are committed to engaging the rural poor as their clients, suppliers and consumers. Musika provides its clients with high quality, commercially focused technical advice and business support to catalyse and strengthen mutually beneficial commercial relationships between the corporate and smallholder markets. Musika focuses on supporting the development of commercial relationships in which there is some form of value addition to the transaction that give not only the opportunity but also the technical knowledge and confidence to smallholder farmers to invest in and improve their farming businesses.

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Musika's approach to reducing poverty and creating wealth in rural Zambia involves stimulating the development of a supportive market environment that provides long term and sustainable opportunities for farmers to invest in their own production and to use the markets to graduate out of poverty.

Assignment Objectives

The objective of this assignment is to design and implement an Automated Procurement System for conducting online procurement activities. The specific objectives of this assignment shall include. but not limited to the following:

• Provide a web-based solution for Automated Procurement System solution which covers features like registration of suppliers, registration of vendors, e-tendering, reverse auction and forward auction etc.
• Provide a system which has online advertisement of tender, vendor registration through user id/password procedure and proper authentication with Digital Signature, downloading of RFP/tender documents by vendor, submission of bids online, request for quotations through the system, submission of quotations through the system, technical evaluation of bids, based on various parameters, reverse auction and award of contract.
• Provide a system which shall cover the full life cycle of purchasing with the ability to generate purchase requisitions, BID comparisons, local purchase orders within the system, and approvals/rejections must be done within the system.
• .
• Design a system which provide for various standard MIS reports as well as customized reports as per Musika's demand. The system should have the ability to export reports in various formats pdf, csv, xml etc.
• Carry out additional customization in existing module of the software to meet the requirement of Musika which may arise out of changes for regulatory compliance without any additional cost. Musika may opt to start with one or few modules but reserves the right to utilize all modules at a later stage at the price quoted in the commercial bid without any additional cost. Design an Automated Procurement System which has all the features listed in the Request for Proposal.
• Ensure Musika's data is encrypted and stored in secured format and to provide training to administrators and users of the system

Submission of Application

Bidders must submit via email copies of their proposals solely to jobs@musika.org.zm. Any questions and/or clarifications relating to the content of the RFP during proposal preparation should be addressed to the same email stated above. The full RFP document with expected deliverables can be obtained from Musika's website www.musika.org.zm under adverts. Closing date: 7th February 2023 at 17:00 hours.