Young Women Christian Association Zambia

Request for Proposals (RFP)- PR 053 02/YWCA/OPS/08/24

ONLINE PAYMENT PLATFORM

1. Background

Young Women Christian Association Zambia is the oldest women’s organization and since its inception in Kitwe, it has continued to stand at the fore front of its social change and tackling gender injustice including child marriage and sexual reproductive health rights violation.

Over the years, YWCA has been actively working with volunteers across the country on a number of projects. In its quest to effectively identify a financial service provider to provide an online payment platform for volunteers, YWCA is requesting for proposals from reputable and qualified vendors for “ONLINE PAYMENT PLATFORM/SYSTEM”.

This system should be able to achieve but not limited to the following:

i.  Must have provisions for inserting recipient’s details i.e. NRC #, Names, purpose for payment.

ii.  Generate proof of payment and receipts

iii.   The system must have capacity to expand services and scale down when required due to changing needs.

iv.  The system should allow bulk transaction and allow 24/7 operation with no transaction limits.

v.   The offered platform/system must be able to generate frequent reports as per YWCA requirements including reports on amount of successful, failed, non-executed transfers with detailed reasons for operational, monitoring and accountability.

vi.  The system should be able to differentiate the transaction such as Bank Transfer, Buy talk time or electricity. It must be user friendly.

vii. Security- the system must be secure in ensuring data protection, integrity and reliability with two factor authentication and strong password

viii.  The system must have only two users, namely supper user who will operate as an approver and Data user who will upload the payments.

The vendor will be responsible for:

1. Providing technical support to the users to avoid disruption in service delivery.

2. The services may be offered in deep rural areas where access is limited, the vendor should possess excellent abilities to execute services in a most efficient and effective manner

3. Shall provide timely notification to YWCA staff on any irregularities in the system for escalation

4. Induct users for efficiency and effectiveness.

2. Pricing

i. The proposal shall comprise the duly signed and completed pricing schedule with appropriate financial narrative clarifying any key points that YWCA should be aware of.

ii. The rates and costs shall be quoted in Zambian Kwacha clearly indicating the Vat amount

3. Requirements:

Interested vendors must submit the following documentation and demonstrate their capability:

1. Certificate of Registration or Incorporation.
2. Pacra printout
3. Valid Tax Clearance Certificate.
4. Company profile
5. Track record of at least two (2) years in providing similar service.
6. Qualification and experience of technical staff
7. Bank Statement (6 months)

4. Timeline:

Proposal Submission Deadline: 6th September, 2024
Evaluation and Selection: 9th September, 2024
Contract Award: 16th September 2024
Commencement of Service: 1st October 2024

5. Evaluation Criteria:

1. Compliance with vendor requirements.
2. Cost-effectiveness.
3. Quality and comprehensiveness of the proposed plan.
4. Demonstrated experience and track record.
5. Capacity for technical support to the users.

6. Proposal Submission:

Proposals must be delivered at YWCA plot 7391 Nationalist Road near UTH in a properly sealed envelope clearly marked PR 053 02/YWCA/OPS/08/24-ONLINE PAYMENT SYSTEM
Proposal submission email: procurement@ywcazambia.org with subject PR 053 02/YWCA/ECM/08/24-ONLINE PAYMENT SYSTEM

Proposal Submission Deadline: 6th September 2024, 17:00hours

For any inquiries or further information, please contact: Grace.muleya@ywcazambia.org

We look forward to receiving proposals and partnering with a vendor committed to providing quality solutions to our payment system.