Procurement Tooling

With just three months to prepare a tool for implementation, the focus is on finding an Off-The-Shelf (OTS) solution that meets the requirements outlined below. We would love to hear your thoughts and ideas to help us select the most appropriate tool for our needs.

• Applications open: Friday 21st February 2025

• Applications close: Monday 10th March 2025 at 10am UTC

• Please submit your application via the form here.

Please note the following before submitting:

• Please only submit tools that meet all or the majority of requirements.

• We are NOT looking for a proof of concept (PoC) for this tooling due to restricted timelines.

• Applicants will be shortlisted and invited to pitch their solution to a team of Intersect & Community reviewers week commencing 24th March.

• The tool must integrate to Hubspot (Intersect CRM).

The requirements are as follow:

1. Public Hosting of Requirements: Ability to publicly host the requirements for each budget item set to be tendered.

2. Customizable Application Form:

   1. Questions on the application form must be easily customizable by Operational services based on Committee requirements.

   2. Applications can be accessed and submitted by any member of the Community.

3. Private Dashboard for submitted Proposals: Completed application forms should filter into a private dashboard, viewable by Operational services.

4. Reviewer Selection and Allocation: Enable Operational services to select reviewers from the Community and allocate them to review specific applications based on their skill set.

5. In-Built Review Form:

   1. Include a built-in review form for evaluating and scoring applications.

   2. The form should be modifiable, include a scoring mechanism, and assess criteria such as the proposal’s structure, fit, impact, feasibility/capability, and value for money.

6. Review Feedback Management:

   1. Completed review forms should filter back to the admin host privately.

   2. Reviews should be organized in scoring order (e.g., highest to lowest).

7. Committee Review and Approval: Share reviews with Committee members for final approval.

8. Public Record of Successful Applicants: Maintain a publicly accessible record of successful applicants.

9. Public tracking of contract deliverables:

   • Complete the entire contract lifecycle integrated into the procurement end to end process

   • Uploading and sharing MAFs (Milestone Agreement Forms) with the community.

   • Allow community members to review and provide feedback on MAFs.

   • Allow the specified reviewers to accept a MAF.

   • Ability to link to other websites, or GitHub repositories to link to work completed.

   • Visualize milestones on a timeline with real-time progress updates.

   • Financial transparency on achievement and payment of Milestone

   • Show all milestones within a contract, and display visuals on progress.

If you'd like to read more about the procurement journey, please click here. Equally, when applying please consider the procurement management process.