INVITATION TO TENDER FOR EPR system - PENTA SOFTWARE SYSTEM

Introduction

Founded on 23rd August 1992 in Hargeisa, Somaliland. Horn of Africa Voluntary Youth Committee (HAVOYOCO) is a regional non-governmental, non-partisan, Development and humanitarian organization

Our headquarter office is in Hargeisa, and we have suboffices in Burao, Borama, Erigabo, Berbera, Laascaanood. Similarly, HAVOYOCO has offices in Mogadishu, Addis Ababa, Jigjiga and Diredawa of Ethiopia. HAVOYOCO is also registered, operational, as sister organisations in USA and UK.

HAVOYOCO has a good track record of project implementation and service delivery through 30 years of operation and experience, the organization has gained organizational experiences, notably, skills at different organizational levels; knowledge-based expertise in the national context, providing marketable skills to the youth, expertise in disaster risk management, knowledge on agriculture and livestock development and vast experience in community mobilization, advocacy and building partnership.

HAVOYOCO would like to improve its operational systems through Provision of Setting up Enterprise Resource Planning (ERP System -Penta software system)

• INVITATION OF BIDDERS.

HAVOYOCO is looking for the reputable and experienced company/ Consultant which can procure, setup, and train the organization’s different departments for Penta software can manage Financial Management, Procurement and Logistics Management, Project Management, Human Resource & Payroll.

HAVOYOCO is inviting all interested bidders to submit bids for the Provision of Setting up Enterprise Resource Planning (ERP System -Penta software system) as Details are described below;

• Enhance internal control system through financial, procurement, Logistics, human resource and project planning. 
• centralize and secure data repository for all the organization’s transactions. This will enhance data integrity and security. 
• minimize errors associated with double records/duplicate transactions usage. It has an inbuilt troubleshooting mechanism.  
• the interface is user friendly making it suitable for organizations at our level. 

• The system should provide melty user can provide sub offices

Tender Description

• ERP Software and licenses for 15 users
• Customization of the modules finance, projects, HR, payroll, procurement and supplies
• Design of work flow with approval levels
• Data conversion from excel and base on GAAP
• Data capture for ongoing projects
• Training of end users
• Maintenance and support

The ERP software company is expected to produce a document stating his understanding of HAVOYOCO requirement, propose a solutions and implementation schedule before commencement of the work

Instructions to bidders

Bidders are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this bid document. Failure to submit a bid containing all the required information and documentation within the deadline specified will lead to the rejection of the bid.

Tender process timeline

Eligibility

The tendering will be conducted using HAVOYOCO procurement procedures and bidding documents. All tenders are open to all qualified suppliers Interested and eligible local vendors/suppliers with sound capacity, relevant experience in similar work experience, sound financial capacity, and has valid registration with Authorities are thus invited to collect tender documents from HAVOYOCO main offices in Hargeisa and can request through email [email protected])

Requirements for Tender Documents

1. Tender envelop should be sealed with the reference number embedded, signed and stamped
2. Company Profile with a detailed physical address
3. Most recent Bank statements
4. Valid company Registration certificate
5. Quotation price.
6. Evidence of Past Experience/relevant experience of supply of water voucher

Bid language

All bids should be written in English.

Bids Validity:

Bids must be valid for a minimum period of 90 days after bid closing date.

Currency of Bid

Price Quoted shall be in USD will remain Fixed after contract signing for a minimum period of 3 Months 

Disclaimer

• This tender does not constitute an award commitment on the part of the HAVOYOCO, nor does it commit HAVOYOCO to pay for costs incurred in the preparation and submission of a bid.
• HAVOYOCO may accept/Reject whole or part of the offer. HAVOYOCO does not bind itself to accept the lowest or any tender

Evaluation and Award Process:

The HAVOYOCO Procurement will award an agreement contract resulting from this solicitation to the responsible Seller (bidder) whose offer conforms to the bid will be most advantageous to HAVOYOCO, price and other factors considered. The award will be made to the Seller representing the best value to the project and to HAVOYOCO. The evaluation factors will consider the following criteria:

Interested companies are advised to collect a complete set of bid documents and instructions at from HAVOYOCO’s HQ Office at Badda Cas, Hargeisa office between 8:00 am to 3:00pm (Sunday to Thursday). Sealed bid documents MUST be returned to HAVOYOCO HQ Office in a sealed and stamped envelope clearly stating the Tender Reference No. ………. And not later than09th December   2022.

or can be sent by email to [email protected]  with the complete tender reference number at the email subject.

Bid opening

The submitted bids will be opened and evaluated by HAVOYOCO tender committees with the presence of bidders and thereafter notify the successful vendors to start the service immediately.

For any query, please address via mail through: [email protected] or call: 527619