1. Background
The African Agricultural Technology Foundation (AATF) is currently undertaking the construction of a new office block under a labour-based contract arrangement.
In this model, AATF will directly procure all construction materials—including cement, steel, sand, tiles, doors, and fittings—while managing multiple stakeholders, vendors, and site teams.
To enhance operational efficiency, accountability, and governance, AATF seeks to develop and deploy a web-based system and Android mobile application to digitize and streamline procurement planning, cash flow tracking, site-level material accountability, and board-level reporting.
2. Objective
The objective of this assignment is to Design, Develop, and Implement a comprehensive Construction Project Management System that:
- Integrates the Bill of Quantities (BOQ) and schedule of works with procurement timelines and cash flow projections.
- Enables real-time material tracking through barcoding, with user-specific approval workflows.
- Generates interactive dashboards for management and Board-level reporting.
- Centralizes project documentation including site requisitions, audit reports, and meeting records.
3.0 Scope of work
The selected development partner will be responsible for designing, building, and deploying the following components:
A. System Design & Development
- A responsive web-based platform and cross-platform mobile application (Android core).
- Centralized relational database to house BOQs, procurement plans, requisitions, inventory, schedules, and audit logs.
- Document repository for meeting minutes, audit reports, and financial records.
- Role-based access control with defined user profiles (e.g., requester, reviewer, buyer, site verifier, auditor, board member).
B. Core Functional Modules
- BOQ Management
o Upload and manage BOQs with standardized templates, unit costs, and total cost calculations. - Schedule of Works Integration
o Align BOQs and procurement needs with project timelines and cash flow schedules. - Procurement Planning & Workflow
o Full procurement process flow from requester → reviewer → buyer → storekeeper, with status
tracking. - Site Requisition & Inventory Management
o Barcoded material tracking from delivery to usage, verified by site personnel (requester, verifier,
receiver). Historical logs must be maintained. - Budget Monitoring & Payment Tracking
o Real-time comparison of planned vs. actual expenditures, including upload of approved budgets. - Audit and Documentation Uploads
o Secure digital storage for internal and external audit reports, compliance documentation, and site
visit records. - Dynamic Reporting Dashboards
o Integrated with Power BI or Tableau for advanced analytics.
o In-built dashboards for quick reporting within the system interface. - System Integration and Communication
o Use of web APIs for modular integration between web and mobile platforms.
o In-app notifications, SMS, and email alert functionalities for workflow communications.
4 Deliverables & Timelines (Project Duration: 4–6 Weeks)
| DELIVERABLE | TIMELINE |
| Inception Report & System Architecture | Week 1 |
| Functional Prototype (Core Modules) | End of Week 2 |
| Complete System (Web & Android App) | By End of Week 4 and 5 |
| Dashboard Integration (Power BI/Tableau) | Week 5-6 |
| User Training & System Documentation | Week 5-6 |
| System Deployment & Final Handover | By End of Week 6 |
| Post-Deployment Support & Maintenance | Six (6) months |
5.0 Minimum Requirements
Eligible firms must meet the following criteria:
- Proven experience in the design and implementation of workflow or ERP systems in construction, engineering, or related industries.
- Demonstrated ability to deliver cross-platform systems, with web and Android support.
- Capacity to design systems with multi-currency reporting and BI tool integration (Power
- BI/Tableau).
- At least 6 years of full-stack development experience, including use of modern frameworks (e.g., React, Kotlin, or equivalent).
- Previous work involving inventory, procurement, or construction ERP platforms is highly desirable.
- Capacity to deliver systems under tight timelines with high reliability.
- Experience working with not-for-profit organizations or international stakeholders is an added advantage
Team Leader Advantage:
- Hold a master’s degree in software engineering, Computer Science, Information Systems, Mathematics, or a related field.
- Possess a bachelor’s degree in computer science or related discipline.
- Demonstrate practical experience in managing and delivering high-impact enterprise software solutions for large organizations.
6.Proposal Submission Guidelines
Interested firms or developers should submit a comprehensive proposal comprising:
- Technical Proposal: Including methodology, proposed system architecture, and work plan.
- Company Profile & Portfolio: Demonstrating experience with similar assignments.
- Implementation Plan: Including milestone-based delivery timelines.
- Budget Breakdown: Cost structure by deliverable and post-deployment support.
- Team Composition: CVs of key personnel, including team lead qualifications.
- References: From clients for whom similar systems have been successfully implemented.
7.Submission Deadline
All proposals should be submitted electronically to Procurement@aatf-africa.org before or on 27th June 2025 with the subject line “Proposal for Construction Project Management System Development for AATF”
8. Terms and conditions of the Proposal
AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal.
AATF reserves the right not to make any appointment from the proposals submitted. Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without the prior written approval.
AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.
9. Confidentiality Statement
All data and information received from AATF for the purpose of this assignment are to be treated confidential and are only to be used in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to AATF.
