Request for Quotation (RFQ) 

For: Development of Proposal Management System (PrMS)

Issued by: Child in Need Institute (CINI) 

Date of Issue: 12^th August 2025 1.

IntroductionChild in Need Institute (CINI) invites quotations from qualified software development firms/agencies to design, develop, test, and deploy a web-based, screen-responsive Proposal Management System (PrMS). The system will manage end-to-end project proposal workflows, integrate AI features, and offer real-time tracking and notification capabilities. 2. Scope of WorkThe selected vendor will be responsible for delivering the following: A. System Deliverables

• Submission of final Software Requirement Specification (SRS) document.
• Design and development of a screen-responsive, browser-based platform (not a mobile app).
• Integration of an AI-Powered Summary Generator using ChatGPT/OpenAI APIs (100 document summaries/month).
• Integration with WhatsApp and email notification system (Google Workspace SMTP).
• Integration with CINI's internal systems where relevant.
• Versioning System that stores both the original document and AI-generated summary.
• Metadata Capture for uploaded files (upload date, uploader name, file type, links).
• Development of a dashboard with filters and visual representation of:

1. Proposal status
2. Stage-wise breakdown
3. Pending actions by user/role

• Auto-alerts for approvals, rejections, returns, and submissions via email and WhatsApp.
• Admin Panel for role/user management, configurable by Admin, linked with CINI's Employee Master.
• Final handover of full application code and documentation to CINI.

B. Key Functional Modules

• Proposal submission interface (with file/link upload)
• Workflow tracking by status (New, Designing, Preparation, Endorsement, Finalization, Approved)
• Role-based access (User Type 1 (Initiator), User Type 2, User Type 3, User Type 4, User Type 5, User Type 6, User Type 7 (Admin))
• Dashboard with downloadable logs
• Logs for version changes and actions by user

3. TimelineThe total duration for development, testing, and final deployment shall not exceed 8 weeks from the date of award. 

 4. Budget & Cost Submission The vendor must submit:

• A detailed financial proposal with activity-wise cost.
• A separate Recurring Cost Sheet for:
• Hosting (AWS/Digital Ocean)
• OpenAI ChatGPT usage (50 summaries/month)
• WhatsApp Notifications (1,000 messages/month)
• Email (via Google Workspace SMTP)

Recurring cost will be borne by CINI, but must be clearly detailed. 5. Eligibility Criteria

• Proven experience in developing custom workflow based web applications.
• At least two live projects with document management, versioning, or AI integration.
• Capability to complete and deliver within stipulated timeline.
• Legal registration, PAN, and GST certificate.

6. Evaluation Criteria

 7. Submission Format Each quotation must include:

• Technical Proposal (PDF format)
• Financial Proposal (Separate PDF or Excel)
• Recurring Cost Sheet (Separate)
• Project Timeline
• Workplan & Milestones
• At least 2 References or Sample Works

8. Submission DeadlineAll proposals must be submitted by 19^th August 2025; 11:30 PM to: Email: jobs@cinindia.org Subject Line: Quotation for Proposal Management System Development 9. Terms and Conditions

• CINI reserves the right to reject any or all quotations without assigning any reason.
• Final payments will be made post user testing and satisfactory delivery.
• All code, documentation, and intellectual property shall be transferred to CINI post-deployment.

10. Contact for ClarificationsFor any queries, please contact:
Aditya Das
aditya@cinindia.org

Job Email ID:

jobs(at)cinindia.org