Tender Advertisement #1409339

REQUEST FOR PROPOSAL

SUPPLY, INSTALL AND COMMISSIONING AN E-RPOCUREMENT SYSTEM FOR THE PACIFIC ISLANDS FORUM SECRETARIAT

THE OPPORTUNITY

The Pacific Islands Forum is the region’s premier political and economic policy organization. Our work focuses on achieving the Forum’s Pacific Vision for a region of peace, harmony, security, social inclusion, and prosperity so that all Pacific people can lead-free, healthy, and productive lives. This is done by fostering cooperation between governments, collaborating with international agencies, and representing the interests of its members.

The Secretariat’s procurement system is founded on the key principles of value for money, probity, responsible financial management, fair and consistent dealings, and transparency. The Secretariat believes that promoting fair and open competition is the fairest and most cost-effective means by which to acquire goods, services, and capital works from external sources.

This Request for Proposal (RFP) is issued by the Pacific Island Forum Secretariat referred to below as “the Buyer” “we” or “us”.

WHAT WE NEED

This RFP aims to transform our procurement process from its manual process to a digital and automation platform. Adopting an e-Procurement system aims to further improve and strengthen the procurement system at the Secretariat.

The automation of these tasks means fewer opportunities for human error and more resources being saved for other workflows. It also means streamlined communication among staff, businesses, and vendors. It is worth mentioning that there has been a growing number of e-procurement services being delivered in a cloud-based deployment. These “e-procurement-as-a-service” solutions have the inherent advantages of being easy to deploy and convenient to update, as most of the technical work is done on the system developer side.
Although there are many e-procurement systems available, we are looking for a system that is able to provide a holistic solution to the challenges that are currently faced regarding our procurement systems. The Secretariat, through the nominated project manager, will provide guidance and coordination throughout the implementation until the commissioning concludes.


OBJECTIVES OF THE ASSIGNMENT

The overall objective of implementing an end-to-end solution is to:
• Streamline and enhances the procurement process
• Promote transparency with improved efficiency
• Provide data and analysis with meaningful reporting
• Eases contract and vendor management

SCOPE OF WORK

The consultant will carry out the responsibilities and tasks as set out under the Terms of Reference document which can be downloaded from www.tenders.net.

HOW TO APPLY

Submissions should be titled:

REQUEST FOR PROPOSAL: SUPPLY, INSTALL AND COMMISSIONING AN E-RPOCUREMENT SYSTEM FOR THE PACIFIC ISLANDS FORUM SECRETARIAT

Method of Submissions:

Submissions must be forwarded in PDF format following the instructions at www.tenders.net/forumsec

Note: Tenders must be submitted with clear labelling of the technical offer and the financial offer. The Technical Offer documents must be saved and submitted clearly labelled “A. Technical Offer”. Financial Offer documents must be saved and submitted clearly labelled “B. Financial Offer”.

The electronically submitted documents should be converted to the PDF format.

Deadline for Submissions:

Submissions need to reach the Secretariat by 4pm, Tuesday 21 November 2023.

Late or incomplete tenders will not be considered.

Questions and Answers

All queries or request for information must be submitted via the Question-and-Answer Forum at www.tenders.net/forumsec . Tenderers may submit questions in writing to the mentioned Question and Answer Forum before the stated “deadline for requesting clarifications” on 14 November 2023. The Secretariat has no obligation to provide clarification after this date.

Note: The Secretariat will not be responsible for non-receipt/non-delivery of the Bid documents due to any reason whatsoever.

Any complaints regarding the Secretariat’s tender must be directed to the following email: Tender.Complaints@forumsec.org. This email address will forward your complaint to a person that is independent and removed from the tender process. Complaints must be well founded and should not be used as a mechanism for notifying displeasure with the outcome of a tender award. Further information on making a complaint can be found on the Policies & Information page at http://tenders.forumsec.org.

In the event that further information is required by the Secretariat in relation to the tender for consultancy, the Secretariat reserves the right to seek the required information without the need for calling for resubmission of proposals.