Request for Proposal—–Design and Development of Asset Management Software
Job Description
REQUEST FOR PROPOSAL (RFP)
| Request for Proposal | |||
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Design and Development of Asset Management Software
Plan International Sierra Leone |
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| RFP # | RFP/PLAN/2025/003 | ||
| Issue Date | 2nd June 2025 | ||
| Closing Date/Time | Proposals should be received on or before 5:00 pm on 13th June 2025 | ||
| Contact Information & Questions | All inquiries related to this RFP, including any requests for information, questions, and clarifications, are to be sent to the email address: plansle.procurement@plan-international.org
Plan International Sierra Leone will respond if time permits. Inquiries and any responses will be recorded and may be distributed by email to all RFP recipients who have indicated an interest in bidding. |
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| Delivery of Proposals | Please submit a hard copy at 6 Cantonment Road, Off King Harma Road, Freetown, in a sealed envelope marked “Design and Development of Asset Management Software” | ||
| Successful Proponents Notified | Date planned to notify those successfully:
16th June 2025 |
Expected Start Date of Contract:
17th June 2025 |
Expected End Date of Contract:
25th June 2025 |
- Introduction
Plan International Sierra Leone seeks proposals from qualified software development firms or consultants to design and develop a comprehensive Asset Management Software solution. The software will enhance the organization’s ability to efficiently track, manage, and report on assets.
- Background
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Sierra Leone, we work across multiple locations, managing a wide range of assets, including IT equipment, vehicles, and office supplies. The proposed system will streamline asset tracking, maintenance, and reporting.
- Objectives
The Asset Management Software should:
– Provide a centralized database for all organizational assets.
– Track asset acquisition, assignment, maintenance, and disposal.
– Generate real-time reports on asset status, depreciation, and audit trails.
– Support barcode/QR code scanning for asset identification.
– Be accessible via web and mobile platforms (offline capability preferred).
– Ensure data security and role-based access control.
– Integrate with existing financial and procurement systems (if applicable).
- Scope of Work
The selected vendor will:
– Conduct requirements gathering with key stakeholders.
– Design a user-friendly interface with dashboards and reporting tools.
– Develop and deploy the software (cloud-based or on-premise).
– Provide training for end-users and administrators.
– Offer technical support and maintenance post-deployment.
- Technical Requirements
– Platform: Web-based (responsive design) with optional mobile app.
– Database: Secure, scalable (SQL preferred).
– Security: Role-based permissions, data encryption, audit logs.
– Integration: APIs for potential future integrations (e.g., ERP systems).
– Reporting: Customizable dashboards, export to PDF/Excel.
- Proposal Submission Requirements
Interested firms/consultants should submit:
- Company Profile (Experience, similar projects).
- Technical Proposal (Approach, timeline, technology stack).
- Financial Proposal (Cost breakdown).
- References (Past clients in NGO/development sector preferred).
- Support & Maintenance Plan (Warranty, SLA).
- Evaluation Criteria
Proposals will be assessed based on:
– Administrative Requirement (business registration, updated city council, updated NRA Tax clearance certificate, updated NASSIT payment clearance certificate). Administrative requirement are compulsory
– Technical Competence (40%) – Experience, proposed solution.
– Cost-Effectiveness (30%) – Budget alignment, value for money.
– Implementation Plan (20%) – Timeline, training, support.
– Past Performance (10%) – References, client feedback.
- Timeline
– RFP Issued: 02/06/2025
– Deadline for Questions: 10/06/2025
– Proposal Submission Deadline: 12/06/2025
– Evaluation & Selection: 13/06/2025
– Project Kickoff: 16/06/2025
- Submission Deadline & Contact
- Proposal Deadline: June 13, 2025
- Submission Method: Hardcopy at 6 Cantonment Road, Off King Harma Road Freetown
- Terms & Conditions
- Plan International reserves the right to accept or reject any proposal.
- The selected vendor must comply with all local regulations and safety standards.
Selection Process
The final selection will be based on scoring above and face-to-face discussions with the short-listed company’s main account lead. The account lead proposed to Plan International is expected to be the single point of contact for all appointed projects.
Validity Period
Offers must remain valid for at least sixty (60) calendar days after the offer deadline noted above.
Terms & Conditions for the award
Any award as a result of this RFP will be subject to a Service Agreement covering the term of the Project. Plan Sierra Leone and the successful service provider will put in place appropriate mechanisms to ensure adherence to the contractual terms and their respective interests.
