RFQ - For the CINI Communication Material Management System

 Request for Quotation (RFQ)

Submission deadline: 10 November 2026 at 5:00 p.m. IST  

• IEC requisition submission and document management Provide configurable forms for material type, purpose, audience, language, project or unit, quantity, required date, estimated budget, delivery location and attachments. Each request must receive a unique identifier and show its owner, current stage, responsible person and history. Support drafts, submission, return for correction, resubmission, rejection and closure. The material register must accommodate print, digital, audio and video materials, including posters, banners, standees, teaching learning materials, leaflets, social media creatives, publications and promotional items. The platform manages their records and files; creating content, printing, purchasing goods and distributing physical materials are outside the software development contract.
• Centralized IEC Repository and Similarity detection against existing IEC materials - Maintain a central repository with metadata, filters and search by title, material type, language, audience, project, date, status and keywords. Limit access according to role and record visibility. Support upload and authorised download of PDF, DOCX, XLSX, PPTX, common image formats, and audio/video files. Before a request is submitted, check it against existing repository records and show the requester any similar materials with their status, so that reuse can be considered; describe the matching approach in the Technical Proposal.
• Multi-stage/team review and approval– Implement the workflow, subject to CINI’s sign-off during requirements finalisation. Support sequential approvals and parallel review by designated teams. Capture reviewer comments and decisions against the relevant version, with timestamps and reasons for returns or rejection. Finance review records budget related checks and authorisation status. Final approval, procurement
•  authority and financial approval remain separate permissions. Delegation must identify the delegator, delegate, period and authority, and must be auditable. Reopening an approved request must require authorised action and preserve its previous approval record Assignment and execution tracking- Assign work to internal staff or authorised vendors and track assignee, due dates, progress, dependencies and completion. Record procurement references, vendor assignment, production milestones, delivery quantities and acknowledgement of receipt.
• Document version control and collaborative feedback - Retain uploaded versions with uploader, time, version identifier and change note. Preserve superseded files and link comments and approvals to the version reviewed.
• Dashboards, notifications, reports and audit logs Provide role-appropriate dashboards for pending actions, overdue items, stage-wise requests, workload and completed materials. Allow authorised users to filter and export operational reports in CSV or XLSX and print or export a request summary.
• Administrative and user-role management - Provide role-based access and configurable assignments by unit or project, with the proposed permission boundaries. Administrators must be able to manage users, roles, material categories and approved workflow settings.
• Final handover of full application code and documentation to CINI. 

• Technical Proposal (PDF format), including the approach to the similar-IEC check, versioning, the parallel review loop and data privacy for AI, Timeline and Workplan along with at least 2 references or sample works
• Financial Proposal (separate PDF, signed)
• Recurring Cost Sheet (separate PDF, Signed)