Development & Deployment of a Data Management System (DMS) and E-Signature System

Development & Deployment of a Data Management System (DMS) and E-Signature System

Call for Proposals – INITIATE

1. Background

INITIATE aims to modernize its internal operations and improve efficiency, transparency, and data management. Many current processes—such as approvals, data collection, archiving, and reporting—are performed manually or through disconnected tools. This TOR seeks a qualified firm to design, build, deploy, and support an integrated Data Management System (DMS) and E‑Signature System.

2. Objectives

Overall Objective:

To create a centralized, secure, scalable digital system that improves data governance, reduces manual work, and speeds up approval workflows.

Specific Objectives:

- Build a user-friendly and secure DMS.

- Implement a legally compliant E‑Signature system.

- Digitize and automate forms and approval workflows.

- Provide training for users and administrators.

- Ensure sustainability through ongoing maintenance and support.

3. Scope of Work

3.1 System Planning & Design:

- Needs assessment and workflow analysis.

- Propose architecture .

- Develop data governance rules.

- Provide integration plan.

3.2 Data Management System:

- Central repository, metadata tagging, advanced search.

- Version control, permissions, encryption, audit logs.

- Backup, disaster recovery, collaboration tools.

3.3 E‑Signature System:

- Multiple signature levels, audit trails, tamper-proof sealing.

- Bulk signing, mobile support, automated routing.

3.4 Mobile E-Signature Application (Android & iOS)

The implementing firm must develop a fully functional mobile application for both Android and iOS that enables users to complete, sign, and manage documents digitally., including:

Key Mobile App Features

• User login & authentication (OAuth).
• View, upload, and manage documents from mobile.
• Apply electronic signatures using:
  • Hand-drawn signature
  • Stored signature profile
• Support for multiple signature types and levels.
• Real-time notifications for pending signatures and approvals.
• Document tracking, audit history, and status updates.
• Secure file encryption and data protection.
• Support for signature workflows and routing from within the mobile app.

3.5 Workflow Automation & Digital Forms:

- Form builder, automated routing, task tracking, DMS integration.

3.6 Integrations:

- ERP, HR, email, APIs.

3.7 Training:

- User and admin training, documentation.

3.8 Maintenance & Support:

- 12–24 months support, security updates, helpdesk, system reports.

4. Deliverables

1. Inception Report

2. System Design Blueprint

3. Functional DMS

4. Functional E‑Signature System

5. Digital Workflows

6. Training Sessions

7. Go‑Live Deployment

8. Maintenance Plan

5. Timeline

Estimated implementation period: 14–18 weeks.

6. Proposal Requirements

- Technical Proposal

- Financial Proposal

- CVs of the project team

7. Submission Details

Kindly send proposals to hr@initiate-lb.org

Subject: “Proposal – Data Management & E‑Signature System – INITIATE”

Deadline: 30 December 2025