Terms of Reference (TOR)

Development of e-Procurement Management System at Good Neighbors Tanzania Head Office

Bid No. GNTZ/HO/003/2023 February, 2023

 Good Neighbors Tanzania

Project Profile

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2. Introduction

Good Neighbors Tanzania (GNTZ) is a Non-Profit organization with a mission of making the world a place without hunger, where people live together in harmony, respecting human rights of our neighbors suffering from poverty, disasters and oppression, and helps them to achieve self-reliance and enable them to rebuild hope. Since 2005, GNTZ has implemented socio-economic development projects in Dar es Salaam, Bagamoyo, Mwanza, Shinyanga, Dodoma, Mbeya, and Kigoma providing comprehensive support through Community Development Projects.

As a part of improving the efficiency of its procurement functions, GNTZ is seeking for a most qualified and experienced company to establish the e-Procurement system.

3. Major Functions of e-Procurement System

1.            Procure-to-pay application

The e-Procurement software handles the entire procure-to-pay process of requisitioning, purchasing, receiving, and paying for services and materials. With internal inventories and e-catalogs, users can find what they require, compare prices, and make the best choice more efficiently.

1.            E-Sourcing

An e-sourcing software choosing vendors by managing documents like Request for Information, Request for Approval, and Request for Requisition, providing a platform that makes comparison easy. E-sourcing systems also help with the management of purchase requisition and purchase order.

• E-Tendering

An integral platform of the procurement process helping streamline process and allowing the whole tendering process to be done online, from the preparation of tender documents, advertisement, bids submission, evaluation process, contract preparation and award and contract management.

1.            Contract Management

A contract management tool identifies and organizes all the legally binding contracts a company enters into and makes these contracts available for contract negotiation and e-signature processes. A contract management tool tracks procurement contracts and checks for compliance.

1.            Supplier Management

The e-Procurement software consolidates the vendor database and manages any supply information. By providing real-time analytics on supplier information and performance, this software makes purchase assessments scientific and eases the path to better supplier relationships.

4. Deliverables

E-Procurement centralizes and automates interactions between stakeholders (end users, procurement department, suppliers, etc.) in order to improve the performance of the procurement process, management and strategy. The e-Procurement system will help the coordination between the departments in implementing their functions as below. 

• The procurement department which defines and optimizes the procurement strategy;
• The end users who are the source of the need, those who place the order;
• The person who approves orders;
• The financial and accounting departments, which reconcile orders and invoices and make payments.

5. Submission of Proposals

Correct number of copies, i.e., 1 Original and 2 copies of both the technical and financial proposals should be sealed and enclosed together in one envelope with a heading ‘Proposal for Development of e-Procurement Management System at Good Neighbors Tanzania.

The proposals should contain the following information;

i. Technical proposal

1.            Company profiles/Portfolio,

2.            Past work experience (at least 3 experiences of the same work).

3.            Copy of Registration Certificate

4.            TIN Certificate &VRN Certificate (If Applicable),

5.            Valid copy of Tax Clearance Certificate or exemption,

6.            Declaration – No Conflict of interest

7.            Anti-Bribery Commitment

ii. Financial Proposal

2023.     Bank Statement from November 2022 to January 2023.

2024.     Audited financial report for the last two years

2025.     Cost Associated with Development of E-Procurement System. (Expressed in Tanzania shillings).

Any interested applicants should submit hardcopy of their proposal direct (hand delivery) to Good Neighbors Tanzania Head Office before 17th March 2023 at 10:00AM. Proposals will be opened on the same day thereafter submission of proposals. This advert is also available to Good Neighbors Tanzania website: www.goodneighbors.or.tz Click Here

6.  Compliance to Safeguarding Policy

1.            The Consultant shall comply with the Convention on the Rights of the Child which requires that a child shall be protected from economic exploitation and from performing any work that is likely to be hazardous or to interfere with the child’s education, or to be harmful to the child’s health or physical, mental, spiritual, moral or social development.

2.            The Consultant shall take all appropriate measures to prevent sexual harassment and sexual exploitation and abuse of anyone by themselves or its employees, or related personnel controlled by the Consultant in execution of this work.

• Sexual activity with any person under the age of 18 is prohibited.

1.            Exchange of money, employment, goods or goods for sex is prohibited. Any of these practices shall be grounds for elimination to participation on this tender.

GOOD NEIGHBORS TANZANIA
P.O.BOX 33104
DAR ES SALAAM
EMAIL: gntzHO@goodneighbors.or.tz