# e-Procurement Solution – Feature Specification (Agent-Friendly)

## 1. Introduction
The Reserve Bank of Fiji seeks an e-Procurement solution to:
- Streamline procurement processes  
- Reduce manual inefficiencies and errors  
- Improve compliance, transparency, and cost-effectiveness  

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## 2. Scope
The solution must support:
- Vendor registration & management  
- Purchase requisition and approval workflows  
- Automated purchase order generation  
- Request for Quotation (RFQ) management  
- Bid collection & comparison  
- Reporting & analytics  
- Vendor communication & collaboration  
- Integration with ERP & Records systems  
- Real-time RFQ tracking  

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## 3. System Requirements

### 3.1 Vendor Management
- Vendor database with contact, performance, and capability records  
- Automated onboarding, qualification, and offboarding  
- Vendor rating & feedback system  

### 3.2 RFQ Management
- Standardized RFQ templates  
- Automated distribution to pre-qualified vendors  
- Reminders for non-responding vendors  
- Full lifecycle RFQ tracking  

### 3.3 Bid Collection & Comparison
- Centralized bid submission storage  
- Side-by-side comparison of cost, terms, lead times  
- Scoring system (compliance, sustainability, qualitative factors)  

### 3.4 Communication & Collaboration
- Integrated messaging for clarifications & negotiations  
- Threaded discussions on RFQs  
- Email/notification alerts  

### 3.5 Approval Workflow
- Multi-level approval hierarchy  
- Configurable rules (by department, category, DOA limits)  
- Digital signatures & audit trails  

### 3.6 Compliance & Documentation
- Automated compliance checks  
- Document repository (quotes, contracts, certifications)  
- Version control  

### 3.7 Integration Capabilities
- ERP integration (budget management, LPO generation)  
- API support for 3rd-party tools  
- Records CM10 system integration  
- Entra ID for authentication & RBAC  

### 3.8 Reporting & Analytics
- Real-time RFQ & vendor performance tracking  
- Custom dashboards with KPIs  
- Cost analysis & savings reports  

### 3.9 Automation & AI
- AI-driven RFQ summaries  
- Automated vendor recommendations  
- AI-based cost estimation & trend analysis  
- Smart alerts for expiring quotes/contracts  

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## 4. Security & User Management
- Role-based access control  
- Multi-factor authentication  
- Data encryption  
- Comprehensive audit logs (SIEM-ready)  

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## 5. Vendor Selection & Evaluation

### 5.1 Vendor Qualification
- 5+ years SaaS delivery experience  
- ISO27001 & Fiji regulatory compliance  
- Security questionnaire compliance  
- Proven successful implementations & references  

### 5.2 Technical Criteria
- Multi-tenant SaaS architecture  
- ERP compatibility (e.g., Epicor)  
- Secure API integrations  
- AI-driven insights  

### 5.3 Evaluation Process
- System demo & stakeholder discussions  
- Scoring matrix (functionality, security, compliance)  
- Committee approval  

### 5.4 Legal & Compliance
- Data protection compliance (Fiji)  
- IP ownership of custom modules  
- Third-party dependency declaration  

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## 6. Delivery & Service Scope

### 6.1 Implementation & Deployment
- Detailed timeline & milestones  
- Cloud hosting requirements  
- Data migration plan  

### 6.2 Data Management & Security
- End-to-end encryption  
- Role-based access control  
- Backup & DR protocols  
- 7-year data retention  

### 6.3 User Training & Adoption
- Training modules, tutorials, documentation  
- Onboarding specialists  
- Refresher training for new features  

### 6.4 Customizations & Integrations
- Configurable workflows & hierarchies  
- Accounting & finance tool integration