Who are we

PSI is a global health network for more than 60 local organizations (including PSI Malawi) dedicated to improving the health of the people in the developing world by focusing on serious challenges like a lack of family planning, barriers to maternal health, HIV and Aids and the greatest threat to children under five, including malaria, diarrhea, pneumonia and malnutrition.

What do we want?

Psi/Malawi, a member of the psi global network, requires a Fleet Management System (FMS) to enhance its operation system for excellent delivery of services. If you are supplier or developer of fleet management system read on.

Your contribution

To develop and supply fleet management system that can be customized to suit psi Malawi needs for efficiency and operational excellence. The system is expected to completely eliminate the usage of paper in the fleet operational processes. The new system must be capable of supporting a fleet of over 200 vehicles owned by psi and hired from suppliers. The system should be remotely accessible online by over 100 employees.

Scope of work

PSI/Malawi will require the successful bidder to either develop a new system from the scratch based on the information provided below or supply an off the shelf system which can be customized to meet requirements. We expect the feet management system to be enabled fro:

1. Input of all fleet related data
2. Electronic filling of all fleet documents, including scanning and attaching documents. Such document may include: registration certificates, insurance documents, COF inspection, service and maintenance records.
3. Vehicle allocation to and usage by staff. The system shall provide real time information of vehicle allocated to staff, vehicle already booked and those available for use by staff.
4. Vehicle repair maintenance tracking. Vehicle repair technicians will be able to log in the system to open job card on daily basis when required and track the record by date.
5. Vehicle fuel usage and consumption tracking.
6. Online vehicle booking by requesters and authorization by approvers.
7. Vehicle expenditure tracking and reporting. This include cost and expenditure analysis for the entire fleet.
8. Maintenance of fleet usage electronic documents i.e. hiring forms, furl requisition electronic forms, gate passes and job cards.
9. Maintenance of Motor Vehicle/Bike Asserts Register.

Expected reports

Among other reports, we expect the FMS to go generate the following reports:

1. Motor vehicle assets register
2. Motor vehicle maintenance report
3. Motor vehicle hire and usage report
4. Motor vehicle ownership reports

The system should be developed using MS access or SQL or other related technologies. We expect to have the system fully supplied within supplied within a period of 3 months from the date of offer of the contract.

Application procedure

Interested bidders will submit their bid through email or deliver hard copies in sealed envelopes. The application should contain the following:

1. A technical proposal with brief description of why the applicants consider themselves as the most suitable provider of fleet management system and detailed clear methodology on how they will approach the assignment
2. The technical proposal should also contain personnel CV,s indicating education background/professional qualifications, all relevant past experience in delivering a similar assignment, as well as contact details (email and telephone number) of the clients they have worked for at least three (3) professional reference for completed similar find of assignments.
3. Financial proposal with a breakdown of costs.

Interested applicants will submit their bids by close of business on 28^th June, 2019. The submission will be clearly marked Fleet Management System and sent to the address below:

The Chairman

Internal Procurement Committee

PSI Malawi 

P. O. Box 30132

Lilongwe 3