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Request for Proposal RFP Development and Implementation of an Integrated HRMS and Project Management Application for Aaranyak

Issued by Aaranyak · via SAMS-STC — social-sector RFPs & tenders

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Published
31 Oct 2026
Closes
19 Nov 2026, 23:59 UTC
Reference
1288
Location
Location India · Issued Oct 30, 2026, India
Sector
Forestry & Wildlife
Type
services

At a glance

Aaranyak in India has published a request for proposals in forestry & wildlife: “Request for Proposal RFP Development and Implementation of an Integrated HRMS and Project Management Application for Aaranyak”. Submissions close on 19 November 2026, 20 days from today. Quote reference 1288 in any correspondence with the buyer. There are 24 open forestry & wildlife notices in India on FreeTender. Bids are submitted to the buyer through SAMS-STC — social-sector RFPs & tenders, not through FreeTender.

Details

Job Description

1. Invitation for Proposal

Aaranyak invites sealed technical and financial proposals from qualified, experienced and legally registered software development firms/agencies for the design, development, customization, implementation, hosting, training, documentation and maintenance of an integrated Human Resource Management System (HRMS) and Project Management Application (PMA). The proposed solution shall be developed as a complete system-development assignment and shall support Aaranyak’s human resource, administrative, project monitoring, reporting and management information requirements. The selected bidder shall be responsible for the complete lifecycle of the solution, including:

  • Requirement analysis
  • Business process mapping
  • System architecture and design
  • User interface UI/ User Experience UX design
  • Software development/customization
  • Configuration
  • Data migration
  • Testing
  • Deployment
  • Training
  • Documentation
  • Hosting
  • Warranty support
  • Annual maintenance and technical support

The proposed system shall be secure, scalable, configurable, user-friendly, mobile-responsive and capable of supporting multiple divisions, projects, employees, consultants, field teams and project personnel.

2. About Aaranyak

Aaranyak is a scientific and research-based non-profit organisation working in biodiversity conservation, wildlife research, community-based conservation and related areas. Aaranyak operates through multiple divisions and field locations and implements several projects simultaneously. The organisation requires an integrated digital platform to manage human resources and monitor project teams, activities, deliverables, timelines, timesheets, outputs and project progress. The proposed solution shall consist of two interconnected components:

1. Human Resource Management System (HRMS)

2. Project Management Application (PMA)

The system shall provide role-based access to authorised users and organisation-wide dashboards for senior management.

3. Objectives of the Assignment

The objectives of this assignment are to:

  • Digitise and automate key HR and administrative processes.
  • Establish a centralised employee and personnel database.
  • Streamline recruitment, onboarding, orientation and employee lifecycle management.
  • Automate attendance, leave and related HR processes.
  • Facilitate employee performance appraisal and review.
  • Maintain records of organisational assets issued to employees and project teams.
  • Monitor employee and project staff deployment across projects and divisions.
  • Track project activities, deliverables, timelines and responsibilities.
  • Monitor project teams working under approximately 13 divisions and their respective

Division Heads/Project Investigators.

  • Capture project-wise timesheets and staff effort.
  • Enable Division Heads and Project Leads to monitor project and team progress.
  • Generate monthly project activity reports from information entered into the system.
  • Provide management dashboards and analytical reports.
  • Reduce dependence on manual Excel-based reporting.
  • Improve data accuracy, accountability, transparency and decision-making.
  • Establish a scalable digital platform for future organisational growth

4. Scope of Work

The selected bidder shall undertake all activities necessary to deliver a fully functional and operational system. The scope shall include, but not be limited to:

1. Detailed requirement gathering and validation

2. Review and documentation of existing HR and project processes

3. Preparation of a Software Requirement Specification

4. Preparation of system architecture and database design

5. UI/UX design and approval

6. Development or customization of HRMS and PMA modules

7. Configuration of workflows, roles, forms and reports

8. Integration with existing or future systems

9. Data migration from existing Excel, database or other records

10. Functional, security, performance and user acceptance testing

11. Deployment and hosting

12. User account creation and access configuration

13. Training of administrators and end users

14. Preparation of user and technical documentation

15. Warranty support and post-implementation maintenance

16. Handover of system, documentation, credentials

17. The bidder shall clearly identify which features are

  • Available out of the box
  • Available through configuration
  • Available through customization
  • Require new development
  • Not available

5. Functional Requirements

5.1 Human Resource Management System 5.1.1 Employee Information Management The HRMS shall provide a centralised employee database containing, as applicable:

  • Employee code
  • Full name
  • Photograph
  • Personal details
  • Contact details

How to apply

  • For more information, please check the link: Request for Proposal RFP Development and Implementation of an Integrated HRMS and Project Management Application for Aaranyak

Organisation: Aaranyak

Listed on the SAMS-STC social-sector RFP board.

Context for bidders

There are 24 open Forestry & Wildlife tenders in India. This one closes in 20 days.

Before you bid on this tender

A quick checklist to help you decide whether to bid and prepare a compliant submission for this forestry & wildlife opportunity. Always verify the details on the official source.

  • Confirm the exact closing date and time (and time zone) on the official portal — deadlines are strict and can be revised by a corrigendum.
  • Read the full notice and every attached document, including the scope, specifications and any bill of quantities or terms of reference.
  • Check the eligibility criteria — prior similar experience, annual turnover, certifications and registrations — and make sure you qualify before investing effort.
  • Prepare any earnest-money deposit (EMD) or bid security and the required formats early; missing or wrongly-formatted documents are a common cause of rejection.
  • Note how bids must be submitted (online or physical), in what format, and whether a digital signature or portal registration is required.
  • Watch for corrigenda and clarifications right up to the deadline — requirements and dates can change.
Common bidding mistakes to avoid →Writing a winning proposal

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