Plan International Bangladesh

Terms of Reference (ToR): Purchasing for E-Procurement Software with E-Tendering Module

Background of Plan International

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International envisages a world in which all children and young people realize their full potential, a vision now shared by the 193 Heads of State and Government who adopted the 2030 Agenda for Sustainable Development in September 2015. We believe in the power and potential of every child. This is often suppressed by poverty, violence, exclusion and discrimination. Its girls who are most affected. Plan International’s new Global Strategy aims to transform the lives of 100 million girls by implementing an integrated programme and influence approach.

In Bangladesh, we have set our vision for 2030 as, ‘We will partner to empower girls and young women, to be heard, to live without fear of violence and to achieve their rights’. We have started the new country strategy in July 2020 aiming to achieve this exciting and ambitious vision. This would require the organization to have an effective, efficient and committed workforce willing to challenge the prevailing status-quo, engaging men, women, boys, youth people, specially girls and bringing best out of all to create synergy for movement at all levels – from community to national, and beyond.

1. Introduction

Plan International Bangladesh is a development organization committed to improving procurement efficiency, transparency, and accountability. To enhance our procurement processes, we seek to acquire an e-procurement software solution with a robust e-tendering module. This Terms of Reference (ToR) outlines the requirements, scope, and evaluation criteria for selecting a qualified software company to develop and implement the solution.

2. Objectives The main objectives of this engagement are:

To develop a user-friendly e-procurement system that supports the e-tendering process.
To streamline procurement processes by digitizing tendering and supplier management.
To ensure compliance with relevant procurement regulations and guidelines.
To enhance data management and reporting capabilities.
To improve supplier engagement and communication.
To maintain a centralized repository for procurement data and documents.
To ensure compliance with international procurement standards and best practices.

3. Scope of Work The selected software company will be responsible for:

Developing, customizing, or deploying a ready-made e-procurement system.
Implementing an e-tendering module that includes:

Vendor registration and management
Tender advertisement and document distribution
Bid submission and opening (online/electronic)
Bid evaluation and awarding
Contract management and tracking
Reporting and analytics

Providing user training and capacity-building sessions.
Ensuring system security, including data encryption and role-based access controls.
Offering technical support and maintenance for an agreed period post-implementation.

4. Key Features Required

The e-tendering module should include, but not be limited to, the following features:

User registration and profile management.
Bid submission and evaluation process.
Notification and communication system for bidders.
Document management for tender documents.
Procurement Workflow Automation which includes approval workflows, document tracking, and notifications.
Reporting and analytics dashboard with procurement insights & audit logs
Integration Capabilities includes Compatibility with financial and enterprise systems.

Click here to download details ToR

Submission of Proposal:

The technical and financial proposals should be submitted electronically to the email address: planbd.purchase@plan-international.org with an email title ‘Proposal for E-Procurement Software with E-Tendering Module’ as subject line.

The financial proposal must be submitted in a single document (MS Excel or PDF format), with clear separate sections for the E-Procurement Software and the E-Tendering Module, detailing the cost breakdown for each. The proposal should also include the agency profile for evaluation.

Proposal submitted to any other email account except the one stated above or in any other form will not be considered.

Submissions after the deadline of 30 March, 2025 will be treated as disqualified.

Women-owned businesses and companies actively engaged or advancing gender equality and women empowerment in the workplace are especially encouraged to apply.

For any technical queries related to the assignment, please communicate to Mr. Enamul Haque, Supply & Procurement Specialist, Plan International Bangladesh, E-mail: enamul.haque@plan-international.org