Afghan Women Association for Rehabilitation & Development (AWARD)

R E Q U E S T   F O R   P R O P O S A L

A-    

RFP Number:

AWARD-RFP/01/2026

RFP Title:

Hiring of an Individual Consultant for Odoo ERP Implementation (Technical & Functional Expert)

Date of Issue:

July 16, 2026

Due Date and Time for Questions:

July 21, 2026 , 16:00  Local Time

Due Date and Time of Submission:

July 26, 2026 , 16:00 Local Time

Physical Submission RFP to:

N/A

RFP Submission through  Email:

rfq.submission@award-af.org  kindly copy (cc) procurement@award-af.org

Subject Line:

AWARD-RFP/01/2026 – Odoo Technical & Functional Expert

Please note that the Proposals submitted after the deadline or that do not include all required information or documents may be rejected.

1.    About AWARD:

Afghan Women Association for Rehabilitation and Development (AWARD) is an Afghan Non-Governmental, Non-Political, and Non-Profit Organization dedicated to the social, civic, and economic integration of Afghan women, youths, persons with disabilities, and other vulnerable and marginalized populations in Afghanistan. The organization was established in 1995 with the primary aim of providing basic humanitarian assistance to Internally Displaced People (IDPs) who were forced to leave their homes due to internal conflict.

After its formal registration on October 13, 2005 with the Ministry of Economy under license No. 97, AWARD expanded its scope of work to include a wide range of rehabilitative and developmental activities such as awareness raising on gender, disability, and legal rights, advocacy, peacebuilding, conflict resolution trainings, literacy and numeracy programs, civic education, hygiene and health education, reintegration of returnees and IDPs, and shelter support all aimed at improving the legal, social, and economic conditions of vulnerable Afghan communities.

As part of its organizational development and digital transformation initiatives, AWARD intends to implement an Enterprise Resource Planning (ERP) system using Odoo. The objective is to digitalize and integrate key organizational functions, improve operational efficiency, strengthen internal controls, and enhance organizational reporting and decision-making.

2.    Purpose of the RFP:

AWARD invites qualified Individual Consultants to submit proposals for the implementation of a new Odoo ERP system.

The selected consultant will be responsible for analyzing AWARD's operational requirements, designing and configuring the Odoo environment, customizing required modules, migrating data where applicable, training users, and providing technical support until the system is fully operational. The consultant shall recommend and implement the most suitable Odoo edition and hosting environment based on AWARD’s operational requirements, budget, security, and sustainability considerations.

3.     Scope of the Assignment:

Initial Requirement Assessment and TOR Development

Following contract signing and initial consultations with AWARD, the consultant shall conduct a detailed assessment of AWARD’s operational processes, departmental requirements, existing systems, and ERP expectations. Based on this assessment and mutual understanding with AWARD, the consultant shall prepare a detailed implementation TOR/requirement specification, including the recommended Odoo modules, system configuration requirements, customization needs, implementation approach, timeline, and expected deliverables for approval by AWARD before proceeding to the implementation phase.

The consultant shall provide professional services including, but not limited to:

• The consultant shall recommend and configure appropriate Odoo modules based on AWARD’s operational needs.

• Customizing standard Odoo modules according to AWARD's operational requirements.

• Configuring user roles, permissions, workflows, and approval processes.

• All customized modules, configurations, scripts, and developments created specifically for AWARD under this assignment shall become the property of AWARD upon completion of the contract.

• Performing system testing and resolving identified issues.

• Training system administrators and end users.

• Preparing user manuals and technical documentation.

• Develop and deliver a structured capacity-building program for at least one (1) designated AWARD staff member, enabling them to administer the system, perform routine maintenance, manage users, troubleshoot common issues, and support future system enhancements.

• The consultant shall establish appropriate security controls, user access management, backup procedures, and data protection measures.

• Providing post-implementation support during the agreed consultancy period.

4.    Technical and Financial Requirements

AWARD invites qualified Individual Consultants to submit comprehensive Technical and Financial Proposals demonstrating their qualifications, relevant experience, technical expertise, and financial offer to successfully implement the Odoo Enterprise Resource Planning (ERP) System:

Proposals shall include the following components:

4.1. Technical Requirements

A. Consultant Profile and Experience

• Submit an updated Curriculum Vitae (CV) highlighting the consultant's educational background, professional qualifications, and relevant work experience.

• Demonstrate a minimum of five (5) years of professional experience in Odoo ERP implementation, customization, and support.

• Provide evidence of experience in both the Technical and Functional implementation of Odoo ERP systems.

• Include details of at least three (3) similar Odoo ERP implementation assignments completed within the last five years, preferably for NGOs, development organizations, or donor-funded projects.

• Provide contact information for at least two (2) professional references who can verify the consultant's performance on similar assignments.

B. Understanding of the Assignment

• Demonstrate a clear understanding of AWARD's organizational environment, business processes, and the objectives of implementing an Odoo ERP system.

• Describe the proposed approach for conducting business process analysis, gathering requirements, configuring and customizing the ERP system, testing, deployment, user training, and post-implementation support.

• Explain how the consultant will ensure that the proposed solution meets AWARD's operational requirements while following best practices for ERP implementation.

C. Technical Proposal

• A brief methodology describing how the consultant will carry out the assignment.

• A proposed implementation approach and work plan, including key activities and timeline.

• A description of the proposed Odoo modules and functionalities to be implemented based on the consultant’s understanding of AWARD’s requirements and the proposed implementation approach.

• An explanation of the approach for system configuration, customization, testing, deployment, and user training.

• Explain the system’s scalability, security measures, and data management capabilities.

4.2.  Financial Requirements

A. Detailed Financial Proposal

The Financial Proposal shall be submitted as a separate PDF document.

The proposal shall include:

• A total lump-sum consultancy fee quoted in Afghani (AFN) for the complete assignment. The financial proposal shall not be submitted on a module-by-module or activity-by-activity basis.

• Confirmation that the proposed fee includes all professional fees, taxes, travel, communication, accommodation (if applicable), and any other costs associated with the successful completion of the consultancy.

• The consultant's estimated timeframe for completing the assignment, indicating the total number of calendar days or months required.

• Confirmation that the proposed lump-sum consultancy fee shall remain valid during the proposal evaluation period and, upon contract award, shall remain fixed throughout the entire duration of the assignment without any price adjustment.

B. Payment Terms

• Payments shall be made based on the satisfactory completion and acceptance of agreed deliverables by AWARD, in accordance with the following schedule:

Milestone

Payment

Upon successful completion and acceptance of the initial assessment phase, including the approved requirement specification/TOR, implementation plan, and progress report.

30%

Upon successful completion and acceptance of approximately 80% of the agreed deliverables, including implementation progress, system configuration, customization, and testing

50%

Upon successful completion and final acceptance of 100% of the assignment, including full system implementation, training of AWARD's designated System Administrator and end users, submission of all technical documentation, source code (if applicable), user manuals, and final handover

20%

Payments shall be processed only after:

• Submission of a valid invoice by the consultant.

• Certification and acceptance of the completed deliverables by AWARD.

• Fulfilment of all applicable contractual obligations.

5.  Evaluation Criteria and Selection Process

All proposals received in response to this RFP will be evaluated through a structured scoring process conducted by AWARD’s Evaluation Committee. The evaluation will consist of a technical assessment followed by a financial assessment. Only proposals that meet the minimum technical score will be considered for financial evaluation.

5.1 Technical Evaluation (80 Points Total)

The Technical Proposal will be evaluated using the following criteria:

Evaluation Criteria

Maximum Score

Educational Qualifications

10

Relevant Professional Experience

25

Odoo Technical & Functional Expertise

25

Technical Methodology & Work Plan

10

Similar Assignments & References

10

Total Technical Score

80

A minimum score of 60 out of 80 is required to qualify for the financial evaluation.

5.2 Financial Evaluation (20 Points Total)

Only the Financial Proposals of technically qualified consultants will be opened and evaluated.

5.3 Final Selection

The final decision will be based on the combined technical and financial scores. AWARD will award the contract to the individual whose proposal represents the best overall value, demonstrating both strong technical competence and cost-effectiveness. AWARD reserves the right to request clarifications, conduct discussions, or reject any proposal that does not meet the required standards.

6.   Eligibility Criteria

Applicants must meet the following minimum requirements:

·      Bachelor's degree in Computer Science, Software Engineering, Information Technology, or another relevant discipline.

·      Minimum five (5) years of demonstrated experience in Odoo ERP implementation.

·      Must be Odoo Certified Consultant.

·      Proven expertise in both Functional and Technical aspects of Odoo.

·      Strong programming skills in Python, XML, PostgreSQL, JavaScript, and the Odoo Framework.

·      Experience in ERP customization, module development, system integration, and user support.

·      Experience working with NGOs, UN agencies, or donor-funded organizations is considered an advantage.

·      Excellent communication and training skills.

·      Fluency in English. Knowledge of Dari and/or Pashto is an asset.

·       Acceptance of all terms and conditions outlined in this RFP.

7.   RFP Deadline and protocol:

Interested consultants shall submit their Technical Proposal and Financial Proposal as two separate files by email to rfq.submission@award-af.org and copy (cc) procurement@award-af.org . The Technical Proposal shall be submitted as a clearly organized folder in compressed format (ZIP/RAR) containing all required technical documents and supporting information requested under this RFP. The Financial Proposal shall be submitted separately as a PDF.

The email subject line shall read: RFP No. AWARD-RFP/01/2026 – Individual Consultant (Odoo Technical & Functional Expert).

Consultants must submit their proposals within the specified deadline and during working hours. Please reference the RFP number in all correspondence related to this RFP. Proposals received after the submission deadline or incomplete proposals may be rejected and shall not be considered for further evaluation.

Government Taxes: All applicable taxes required under the laws of Afghanistan shall be the responsibility of the service provider. AWARD will deduct any mandatory taxes at the source in accordance with Article 72 of the Afghanistan Tax Law and remit them to the Ministry of Finance.

8.   Questions:

Questions regarding the technical or administrative requirements of this RFP may be submitted no later than 04:00 PM local time Kabul on July 21, 2026, by email to procurement@award-af.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that AWARD believes may be of interest to other offerors will be circulated to all RFP recipients who have indicated an interest in submitting an RFP.

Only written answers issued by AWARD will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from employees of AWARD or any other entity should not be considered as an official response to any questions regarding this RFP.

Disclaimer: This RFP is non-binding and does not obligate AWARD to award a contract or enter into any commitment with any bidder. AWARD reserves the right to procure all, part, or none of the services described in this RFP, to modify the scope if needed, or to cancel the procurement process at any stage without incurring any liability. No contractual commitment shall arise until a formal written agreement is issued by AWARD. AWARD will not be responsible for any costs associated with the preparation or submission of proposals.

Any individual found to have offered, attempted to offer, or provided any form of inducement, gift, or benefit to AWARD staff in relation to this RFP will be disqualified from the current procurement and may be excluded from future opportunities with AWARD. AWARD staff are strictly prohibited from soliciting or accepting any form of gratuity or compensation from bidders. If any AWARD representative requests an improper payment, benefit, or gift, it must be reported immediately to: security@award-af.org  and compliance@award-af.org

9.   Individual’s Information

FULL NAME: ..............................................................................................................

NATIONALITY: ..........................................................................................................

CURRENT ADDRESS: ...............................................................................................

PROVINCE & CITY: ..................................................................................................

PHONE NUMBER: .....................................................................................................

EMAIL ADDRESS: ....................................................................................................

CONSULTANT’S PROFESSIONAL TITLE/SPECIALIZATION: ............................

YEARS OF RELEVANT EXPERIENCE: ..................................................................

TOTAL QUOTE (AFN): .................................................................................................

ESTIMATED COMPLETION TIME (months): .............................................................

DATE OF SUBMISSION: ..................................................................................................

Consultant’s Signature: ........................................................................................................