Development of integrated IMS (Information Management System) – including software licenses, storage platforms

Job description

Background

As part of its digital transformation agenda, the Zambia Red Cross Society (ZRCS) seeks to implement a unified Integrated Management System (IMS) that will enable efficient tracking of projects, streamline procurement requisition and retirement processes, and provide a foundation for future integration of Human Resource (HR) modules.

Following a detailed assessment of available solutions, ZRCS seeks a platform with robust functionality, flexibility, cost-effectiveness, and user-friendliness. The system is expected to improve efficiency, accountability, and transparency across the Society’s operations while aligning with donor reporting and compliance requirements.

ZRCS is now inviting qualified and experienced service providers to submit proposals for the supply, customization, configuration, implementation, and support of an IMS.

Qualifications of the Service Provider

Interested bidders must demonstrate:

Proven experience in implementing IMS/ERP solutions (minimum of 3 similar projects).
Ability to customize solutions for NGO operational needs.
Availability of a local support team in Zambia (or nearby region).
Strong references from previous clients, preferably in the humanitarian or non-profit sector.
Capacity to deliver within the agreed timelines and budget.

Eligibility

The bidder shall be domiciled and licensed to do such jobs in Zambia and shall not be under a declaration of ineligibility for corrupt or fraudulent practices.

The bidder shall prepare an original and two copies, clearly marking each “ORIGINAL” and “COPY” as appropriate. In the event of any discrepancy between them, the original shall prevail. Duplicate copies of BIDS shall be in separate sealed envelopes marked as ORIGINAL and COPY. These should also include both technical and financial proposals.

The original and copies of the bid shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the contract.

Any interlineations or erasures should be avoided during rate filling by the bidder, or overwriting shall be valid only if they are initiated by the person or persons signing the bid.

The bidder is required to initial and sign each page of the tender documents. Any appendices to the tender must also be signed by the bidder. Failure to complete and sign any of these forms may invalidate the bid.

Bids shall remain valid for 90 calendar days after the date of bid opening prescribed by ZRCS. A bid valid for a shorter period may be rejected by ZRCS as non-responsive.

The bid shall contain a letter to accompany the bid contents, which are organized in the following way:

Expression of Interest Submission Guidelines

Interested consultants/firms are invited to submit:

A technical proposal outlining understanding of the assignment, approach, and methodology
A financial proposal (in ZMW) including professional fees and any other expected costs
Profile/CV(s) of key personnel
At least two examples of similar work
Contact details for three professional references

NOTE: All bids should be deposited in the tender box at ZRCS Reception located on Plot No. 2308 Los Angeles Boulevard, Longacres, Lusaka.

Follow Link here for Terms of Reference and other tender documents.

For any additional information, please contact the Procurement and Logistics department by cell +260 963335283 and Email: noble.phiri@redcross.org.zm

CLOSING DATE: 1st October, 2025.