RFP - Procurement Management Module

Background and Objective

The objective of this enhancement is to develop and integrate a comprehensive Procurement Management Module within the existing Management Information System (MIS).
The proposed module should digitize and streamline the end-to-end procurement process — from requisition to vendor selection, proposal submission and evaluation, purchase order generation, and post-procurement tracking.

Key Features and Functional Requirements

a. Vendor Management

• Vendor registration and profile management (basic details, contact, statutory documents, certifications, past engagements, etc.).
• Vendor login credentials for secure access to procurement opportunities.
• Verification and approval workflow for onboarding vendors.

b. Procurement Planning and Requisition

• Creation of item/service requisitions by internal departments.
• Approval workflow for requisitions based on hierarchy and budget allocation.
• Automatic generation of procurement notices/tenders upon approval.
• Matching of amount with budget ID and available balance in each budget ID.

c. Proposal Submission and Bidding

• Online submission of vendor proposals/bids against specific procurement opportunities.
• Configurable opening/closing date and time for proposal submission.
• Automatic locking of bids post-deadline to ensure fairness and transparency.

d. Bid Opening and Evaluation

• System-enabled simultaneous opening of all bids at a specified date and time.
• Authorized committee members can access, review, and evaluate proposals.
• Built-in scoring/voting mechanism for team members to rate proposals on predefined criteria (e.g., quality, price, delivery, compliance, etc.).
• Automated calculation of weighted scores and ranking of vendors.

e. Selection, Intimation, and Approval

• Recommendation summary generated automatically based on evaluation results.
• Multi-level approval workflow for final vendor selection.
• Auto-generation of selection/intimation letters and system notifications to vendors.

f. Purchase Order (PO) and Contract Management

• PO creation based on approved vendor and proposal details.
• Auto-population of PO fields from selected vendor proposal data.
• Digital approval and issuance of POs through the system.
• Option to upload and manage contracts, delivery schedules, and supporting documents.

Integration and System Requirements

• The module should be seamlessly integrated into the existing MIS framework and leverage existing user authentication and role-based access controls.
• Data exchange between procurement, finance, and inventory modules must be ensured through APIs or direct database linkage.
• The system should support configurable workflows, customizable templates.

Reporting and Analytics

• Real-time dashboard for procurement status, ongoing tenders, and pending approvals.
• MIS reports on vendor participation, procurement timelines, cost summaries, and comparative statements.
• Export options in PDF, Excel, and CSV formats.

Submission guidelines :

Please send in your proposals in a sealed envelope to within 7 days of publishing of advertisement, to:

Akash Anand

Shechen Clinic

Katorwa Road, Bodhgaya, Bihar -824231

Contact Information: 79797774647

Tags Innovations and Technology Others