Tender Advertisement #1476379

REQUEST FOR TENDER (Open Tender (Multi Stage) (Re-advertised)
Budget Management Application
Background
The Finance Department comes under the policy ambit of the Corporate and Services Department of the Pacific Islands Forum Secretariat. Other units managed by Finance include:
• Finance, including Payroll.
• Budget Management
• Properties
• Procurement
The current budget processes are as follows:
i. Finance prepares budget templates in excel and sends it through to all Team leaders/ Advisors for their input as a priority list with respective Director’s approval.
ii. These completed templates are then sent to the Finance office where it is consolidated into one budget file which records all submission by the nature of Expense (General Ledger type).
iii. This Budget is then presented to the Senior Management Team of the Forum Secretariat (SMT) as 1st Draft. A series of SMT meetings are scheduled to scrutinize the budget submissions, depending on the priorities; SMT goes through individual KRA submissions to ensure the budget submission is aligned to the Strategic priorities of the Secretariat.
iv. Once agreed by the SMT, the budget is presented to the ARSC and FSPR for its recommendation to Budget FOC.
v. Once approved by Budget FOC, the approved document is shared across the KRA’S for their information and the Finance Office uses this as a guide to measure performance against the approved budget. This becomes the guiding document which currently, is purely manual work.
Purpose
The main objective of this Open Tender is to identify a reputable vendor that can develop a Budget Management Application which could be used to collate budget submissions and allow Senior Management Team of the Forum Secretariat to view and review the budget online and hence approve the Draft versions online too.
Scope of Work
To develop a Budget Management Application as per specifications set out under the Terms of Reference (TOR) document which can be downloaded from www.tenders.net/forumsec.



HOW TO APPLY
Submissions should be entitled:
REQUEST FOR TENDER (Open Tender (Multistage) – Budget Management Application
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.
"Attention Bidders:
We would like to inform you that if you have already submitted your application, there is no need to reapply. Your initial submission is already being considered, and we appreciate your interest and participation.
Thank you for your understanding and cooperation.
Deadline for Submissions:
Submissions need to reach the Secretariat by 4.00pm, Thursday, 12th of September, 2024.
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” Thursday, 05th of September, 2024. . 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.