Quotation are invited for Installation and Configuration of Odoo ERP System 4. SCOPE OF WORK The selected firm will be responsible for the following tasks: Conduct a detailed analysis of Yo Cares current processes to finalize system requirements and configuration. Install the Odoo ERP system on Yo Cares designated server (or provide a managed cloud solution) and set up the database. Configure all required modules (Accounting, Procurement, Inventory, HR, Fixed Assets, etc.) according to Yo Cares chart of accounts, approval matrix, and workflow rules. Assist in migrating existing financial and inventory data from current systems (which is a mixed of QuickBooks Online and Excel) into the new ERP. Conduct system testing to ensure all modules function correctly and meet user requirements. Provide comprehensive training to Yo Care staff (Finance, Admin, HR, Procurement, and Program staff) on how to use the new system effectively. Provide complete system documentation, including user manuals and technical specifications. Offer a defined period of post-installation support up to 3 months to resolve any issues and provide ongoing assistance. Section Details Timeline Location 5.1 Odoo ERP System (Enterprise Edition) - Odoo Enterprise (latest stable version) - Official Odoo Enterprise License - Odoo Online (Cloud): Secure, hosted solution with automatic backups, 99.5% SLA uptime, and multi-location accessibility - User License: 5 Users (scalable) Within 2 weeks from contract signing Juba (Head Office) 5.2 User Training - Comprehensive role-based training for Finance, Admin, HR, Procurement, and Program staff - Hands-on Training with User Manuals - Service Sessions (minimum 5 staff trained) Within 4 weeks from contract signing Juba (Head Office) QUALIFICATION REQUIREMENTS Interested firms must meet the following criteria: Must be a legally registered accounting/ERP company/firm in South Sudan with a valid business license. Must have valid tax clearance certificate (within 3 months of this RQF) Must have proven experience in implementing Odoo ERP systems for at least 2 other organizations, preferably within the NGO or non-profit sector in South Sudan or the East Africa region. Must have a team of certified Odoo professionals with expertise in Accounting, HR, Procurement, and Inventory modules. Must be able to provide contact details of at least 2 previous clients for whom a similar system was implemented. SUBMISSION INSTRUCTIONS Deadline for Submission: All quotations must be submitted by 5:00 PM (Juba time) on March 31, 2026. Submission Method: Quotations must be submitted in a sealed envelope to the Yo Care South Sudan office address below. Please clearly mark the envelope with "RFQ: Installation of Odoo ERP System - RFQ No. YOCASS/ERP/001/2026" and deposited in the tender box located at Address: Contract, Procurement, & Logistics Unit Yo Care South Sudan Juba Office Plot No. 206, Munuki Block C, Along Antipas Pharma Upper Nile University Road, Near Mom Clinic/Pharmacy, 3rd Class Residential Area, P.O. Box 433 Juba South Sudan. Date of Issue: 20 March 2026 Deadline for Submission: 31 March 2025, 5:00 PM (CAT) Tender Link : https://comms.southsudanngoforum.org/c/tenders
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