1. Introduction
Family Homes Funds Limited (FHFL) invites proposals
from qualified vendors for the procurement, customization, deployment, and
support of a Vendor Management System (VMS) integrated with an e-Procurement
Platform. This initiative aims to streamline vendor lifecycle management and
digitalize procurement operations, in line with FHFL’s commitment to
transparency, efficiency, and policy compliance.
2. Background
FHFL currently manages a growing base of vendors and
procurement activities through largely manual and disjointed processes. These
result in inefficiencies, poor documentation, limited visibility, and increased
risk in procurement and vendor engagement.
To address these challenges and align with global best
practices, FHFL seeks to implement a comprehensive digital solution that
integrates vendor management with end-to-end procurement functionalities — from
requisition to contract award.
3. Objectives of the Assignment
The objective of this assignment is to implement a centralized and
automated platform that:
- Manages the
entire vendor lifecycle (onboarding to performance review).
- Supports
end-to-end electronic procurement processes (requisition to award).
- Enhances
compliance with FHFL’s Procurement Policy and regulatory standards.
- Provides
real-time visibility into procurement and vendor performance metrics.
- Improves
efficiency, accountability, and record keeping across the procurement
function.
4. Scope of Work
The selected vendor will be responsible for delivering a fully integrated
VMS and e-Procurement platform tailored to FHFL’s operations.
4.1 Needs Assessment
- Engage
stakeholders to assess current procurement and vendor management
processes.
- Identify
automation and system integration requirements.
4.2 System Design and Customization
- Propose a
modular, user-friendly platform integrating both VMS and e-Procurement
functionalities.
- Customize
system workflows, fields, forms, reports, and dashboards to reflect FHFL’s
internal procedures.
4.3 Core Functionalities
Vendor Management System (VMS)
- Vendor
registration and onboarding (including documentation and approvals)
- Centralized
document repository
- Vendor
segmentation and categorization
- Compliance
tracking (e.g., tax clearance, BPP compliance, certifications)
- Performance
management (KPIs, SLAs, scorecards)
- Blacklisting
and renewal workflows
e-Procurement Platform
- Electronic
requisitioning and approvals
- Request for
Quotation (RFQ), Expression of Interest (EOI), and Request for Proposal
(RFP) modules
- Bid evaluation
and scoring
- Automated
Purchase Order (PO) generation
- Contract
management and milestone tracking
- Audit trails
and activity logs
4.4 Integration and Interoperability
- Integration
with FHFL’s existing systems
- Role-based
access control and user management
- Support for
Single Sign-On (SSO), if applicable
4.5 Data Migration
- Migrate
historical vendor and procurement data to the new system, if applicable.
4.6 Testing and Quality Assurance
- Conduct User
Acceptance Testing (UAT) and system performance validation prior to
go-live.
4.7 Training and Change Management
- Conduct
training sessions for end users and selected departments.
- Provide user
manuals, training guides, and ongoing support documentation.
4.8 Support and Maintenance
- Provide
post-deployment support (minimum 3 months), including bug fixes, patches,
and minor updates.
5. Deliverables
- Inception
Report (including stakeholder needs and implementation roadmap)
- Fully deployed
and operational VMS and e-Procurement platform
- Integrated
reporting dashboards and analytics
- Migrated
historical data and document repository, where applicable
- Training and
user documentation
- Go-live report
and post-implementation support plan
6. Vendor Eligibility and Requirements
Qualified vendors must meet the following criteria:
- Demonstrated
experience deploying VMS and/or e-Procurement systems for public or
private sector organizations.
- Ability to
customize, deploy, and support the system locally.
- Evidence of
data security and regulatory compliance (e.g., ISO 27001, GDPR).
- Financial and
technical capacity to deliver the project within agreed timelines.
7. Proposal Submission Requirements
Interested vendors should submit the following:
- Company profile
and relevant project experience
- Technical
proposal outlining system features, architecture, and implementation
approach
- Functional
specifications (for both VMS and e-Procurement modules)
- Detailed
project plan with timelines and milestones
- Financial
proposal (itemized cost of licensing, customization, training, support,
etc.)
- Team structure
and key personnel resumes
- References from
at least three relevant clients
8. Evaluation Criteria
Proposals will be evaluated based on:
- Relevance and
quality of proposed solution
- Alignment with
FHFL’s requirements and workflows
- Technical
capacity
- Cost-effectiveness
and value for money
- Post-implementation
support and training plan
9. Project Timeline
The anticipated timeline for the project is 6 – 8 weeks
10. Submission Instructions
Proposals must be submitted electronically in PDF format to:
- procurement@fhfl.com.ng
- uumar@fhfl.com.ng
Head, Procurement
Family Homes Funds Limited (FHFL)
3rd floor Sinoki House
Submission Deadline: Friday, 29th August 2025 by 3 pm.
