P.O. Box 5620, February 14, 2020 Dear Sir/Madam; RE ... · 1.2 Aims and Objectives of the tender...

Confidential - KCB Bank Rwanda – Records Digitization

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February 14, 2020

Dear Sir/Madam;

RE: REQUEST FOR PROPOSAL FOR SUPPLY, INSTALLATION AND

COMMISSIONING OF AN INTEGRATED ELECTRONIC DOCUMENTS &

RECORDS MANAGEMENT SYSTEM (EDRMS)

KCB Bank Rwanda PLC intends to contract a highly qualified Local or

International supplier for Supply, installation and commissioning of an

Integrated Electronic Documents & Records Management System (EDRMS)

with deep consumer focus and capacity.

This document serves as a formal Request for Proposal for qualified firms to

bid for this service. Selected bidders should abide by the tender package

requirements. Well printed bids to be sent in sealed envelopes to KCB Bank

Rwanda Plc Reception Wing B 3rd floor and dropped in the tender box not later

than Friday 28th February, 2020 at 4:00pm

The opening of bids will take place on the same day at KCB Bank Rwanda Plc

in conference room at 4:30pm

We welcome your submission and wish you luck in this competitive process.

Yours faithfully,

RESTUTA NDAMAGE

AG. HEAD OF OPERATIONS & LOGISTICS

KN 4 AV 18, P.O. Box 5620, Kigali, Rwanda Tel: +250 788 140 000 / 5222 Email: [email protected]


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KCB BANK RWANDA PLC

REQUEST FOR PROPOSAL

SUPPLY, INSTALLATION AND COMMISSIONING OF AN INTEGRATED

ELECTRONIC DOCUMENTS & RECORDS MANAGEMENT SYSTEM

(EDRMS)

KCB RW OPERATIONS/ FEBRUARY 2020/ SUPPLY, INSTALLATION AND



RELEASE DATE: 14th February 2020

LAST DATE FOR RECEIPT OF BIDS: 28th February 2020


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ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS

TENDER FOR SUPPLY, INSTALLATION AND COMMISSIONING OF AN

INTEGRATED ELECTRONIC DOCUMENTS & RECORDS MANAGEMENT

SYSTEM (EDRMS)

This form serves as an acknowledgement of receipt of the tender and

participation.

This page is to be completed immediately on downloading/receiving the

document and a scan copy e-mailed to [email protected]

Firms that do not register their interest immediately in this manner may not be

sent the RFP addenda should any arise.

Item Supplier Details

Name of Person

Organization Name

Postal Address

Tel No

Fax No

Email Address (this e-mail

address should be clearly

written as communication

with bidders shall be through

e-mail)

Signature:

Date

Company Stamp

mailto:[email protected]


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Table of Contents

SECTION I: REQUEST FOR PROPOSAL ___________________________ 6

1.1 Introduction ______________________________________________ 6

1.2 Aims and Objectives of the tender ____________________________ 6

1.3 Format of RFP Response and other information for bidders _________ 8

SECTION II: TERMS OF REFERENCE ____________________________ 11

2.1 General required documents and/or mandatory information ________ 11

2.2 Detailed Technical Requirements ____________________________ 12

2.2.1 General Requirements _________________________________ 12

2.2.2 Application Features ___________________________________ 14

2.2.3 Physical Records Management ___________________________ 19

2.3 Existing Environment of the Bank Records Management ________ 21

2.3.1 The Bank Physical Archives _____________________________ 21

2.3.2 Actual Workflows of the Bank Records _____________________ 21

2.4 Test Criteria ___________________________________________ 27

2.5 Staff Training and Post Implementation Support _______________ 27

2.6 Skills ________________________________________________ 27

2.7 Additional information ___________________________________ 27

2.8 Required Software specifications and Storage size _____________ 27

SECTION III: GENERAL CONDITIONS OF CONTRACT ______________ 28

3.1 Introduction ___________________________________________ 28

3.2 Award of Contract ______________________________________ 28

3.3 Application of General Conditions of Contract _________________ 28

3.4 Bid Validity Period ______________________________________ 28

3.5 Non-variation of Costs ___________________________________ 28

3.6 Performance Security ___________________________________ 28

3.7 Delays in the Bidder’s Performance _________________________ 29

3.8 Liquidated damages for delay _____________________________ 29

3.9 Governing Language ____________________________________ 30


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3.10 Applicable Law _________________________________________ 30

3.11 Bidder’s Obligations _____________________________________ 30

3.12 The Bank’s Obligations __________________________________ 30

3.13 Confidentiality _________________________________________ 31

3.14 Force Majeure _________________________________________ 31

3.15 Payments _____________________________________________ 31

3.16 Warranty _____________________________________________ 31

3.17 Way forward ___________________________________________ 32

3.18 Bid Effectiveness _______________________________________ 32

3.19 Contract provision ______________________________________ 32

3.20 Buyer’s Rights _________________________________________ 33

3.21 Responsibility as an independent contractor __________________ 33

3.22 Delivery ______________________________________________ 33


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SECTION I: REQUEST FOR PROPOSAL

1.1 Introduction

KCB Bank Rwanda Plc (hereinafter referred to as the Bank) commenced

operations in Rwanda in December 2008. The bank has 14 branches and 27

ATMs across the country. The bank has a capital base of FRW 17 Billion, and

is part of the KCB Group, a financial services organization in East Africa. The

Group's headquarters are located in Nairobi, Kenya, with subsidiaries in Kenya,

Rwanda, South Sudan, Tanzania, Uganda, Burundi and Liaison office in

Ethiopia.

The KCB Bank Group is 124 years old having started in Mombasa in 1896. KCB

Group is presented in seven counties with a total number of 265 branches; in

Kenya, South Sudan, Tanzania, Uganda, Rwanda, Burundi and Ethiopia.

The expansive branch network is complemented by over 962 ATMs across the

region that offers a 24-hour access to its QuickServe ATM services and over

15,000 Agents that offer complementary service on behalf of the bank in all the

countries that it operates in.

The bank also offers Mobile Banking, Internet Banking and Diaspora Banking

Services platform that can be accessed 24/7 basis. The Bank serves over 15.7

million customers across the region. KCB Bank Group is the largest financial

services organization in East Africa, with an estimated asset base of

approximately 6.47 Billion USD, with capitalization standing at over 1.5 Billion

USD.

KCB Bank Rwanda Plc Head Office is located at KN4 Street, Avenue de la Paix

in Kigali. The current Head Office is housed in two separate buildings along the

same street. The same buildings also house the main branch (Avenue de la

Paix branch) the Corporate Centre and the Advantage Centre, the latter two

which serve specific high net worth clientele.

1.2 Aims and Objectives of the tender

The bank has embarked on a project to procure and implement a solution for

document and record management. Such a system is envisaged to have the

following primary features among

others:

i. Document Capture - the ability to scan physical documents and

convert into electronic format.


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ii. Document indexing - the ability to assign parameters to a scanned

electronic document in such a way that it is possible to manage the

document and retrieve it from an electronic storage.

iii. Workflow - the ability for a scanned and indexed document to undergo

processes that simulate what happens with physical paper by moving

through different persons and stages for review, comment, approvals,

noting, etc.

iv. Records Management - the implementation, for electronic records,

of such

processes as retention, archiving and destruction as normally

happens with

physical records. The archival as well as the retrieval of achieved

documents is as

seamless and fast as possible

v. Security - the overlay of the defined security processes normally applied

to

physical documents onto the electronic documents and processes.

The Electronic Document & Records Management System (EDRMS) will have the following benefits for the Bank:

i. Ease of document storage and retrieval for routine use - in many

instances in the

course of business several people may need to refer to the same

document at different times. In a pure paper-based system this is

achieved by passing the documents around or making several

copies, with the resultant versioning problem. With the document

management system all users can refer to latest version of the stored

image copy of the document and also access earlier versions as

necessary.

ii. Ease of workflow for reviews and approval by electronic routing of

the image of the document thus greatly reducing on turn-around

times and ensuring the workflow rules are strictly followed. Such

processes as Account Opening and Credit approvals will be greatly

eased by use of the EDRMS.

iii. Audit trailing - with an EDRMS, any document can be related to any

other document in the electronic archive (including references and

locators for physical documents). This will greatly aid the audit

process as well resolution of problems. For example a payment can

easily be traced to a voucher and back to an order, tender document,

etc at a click of button. Audit will also be able to audit large parts of

the process without the necessity for time-consuming manual

retrieval of large volumes of documents.

iv. Systems integrations - creation of an electronic storage will enable

integration of data between various systems and documents. For


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example a customer’s

Accounting Opening documents, will be linked to the customer’s

account, to all correspondence with that customers, etc thus

providing a single view of the

customer available at an authorized user’s computer

The EDRMS is envisaged to cover all other areas of the Bank with priority being

given to paper-intensive environments, such being Account Opening

Centre, Shared Services Centre, HR, Securities Documentation Centre etc.

The objective of this RFP is to identify a solution provider who will be able to

supply, install and commission the required solution for Electronic Document &

Records/Workflow Management.

1.3 Format of RFP Response and other information for bidders

The overall summary information regarding the tender is given in section 2

above –Aims and Objectives. The bidders shall include in their offer any

additional services or items considered necessary for the successful

implementation of this solution. Proposals from bidders should be submitted

in two distinct parts, namely “Technical Proposal” and “Financial

Proposal” and these should be in two separate sealed envelopes, both of

which should then be placed in a common sealed envelope marked

KCB RW OPERATIONS/NOVEMBER/ SUPPLY, INSTALLATION AND



The two separate inner envelopes should be clearly marked “Technical

Proposal”, and “Financial Proposal”, respectively, and should bear the

name of the Bidder.

1.3.1 The Technical Proposal should contain all the relevant technical details

in response to the bank requirements as outlined in section 2: Terms of

Reference. Bids that do not have this information may be

disqualified from further evaluation

1.3.2 The Financial proposal shall clearly indicate the total cost of the project,

but should be broken down to clearly indicate the cost of Equipment and

Software, installation & commissioning charges, training and/or support

charges. The total cost should be inclusive of all applicable taxes.

Further details are given in section 2 of this RFP document. A two-stage

procedure will be adopted by the Bank for evaluating the proposals, with

the technical evaluation of all proposals received in time being

completed prior to any financial proposal being evaluated.


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1.3.3 All costs pertaining to the preparation of a proposal and negotiations of

a contract shall be borne by the firms submitting proposals. The Bank

will in no case be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

1.3.4 Assuming that the contract is satisfactorily concluded the bidders shall

be expected to install, test, document and commission the project within

8 weeks after the final agreement is reached and/or purchase order is

given. The Bank reserves the right to accept or to reject any bid, and to

annul the bidding process and reject all bids at any time prior to the

award of the contract, without thereby incurring any liability to any Bidder

or any obligation to inform the Bidder of the grounds for its action.

1.3.5 Clarification of Bidding Document

All correspondence related to the contract shall be made in English. Any

clarification sought by the bidder in respect of the project shall be addressed

at least five (5) calendar days before the deadline for submission of bids, in

writing to the Head of Operations & Logistics. The queries and replies

thereto shall then be circulated to all other prospective bidders (without

divulging the name of the bidder raising the queries) in the form of an

addendum, which shall be acknowledged in writing by the prospective

bidders.

Enquiries for clarifications should be sent by e-mail to

[email protected]

1.3.6 Amendment of Bidding Document

At any time prior to the deadline for submission of bids, the Bank, for any

reason, whether at its own initiative or in response to a clarification

requested by a prospective Bidder, may modify the bidding documents by

amendment.

All prospective Bidders that have received the bidding documents will be

notified of the amendment in writing, and it will be binding on them. It is

therefore important that bidders give the correct details in the format given

on page 2 at the time of collecting/receiving the bid document.

To allow prospective bidders reasonable time to take any amendments

into account in preparing their bids, the Bank may at its sole discretion

extend the deadline for the submission of bids based on the nature of the

amendments.

mailto:[email protected]


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1.3.7 Deadline for the submission of bids

Bids should be addressed to the Head of Operations & Logistics in a sealed

envelope marked

KCB RW OPERATIONS/FEBRUARY 2020/ SUPPLY, INSTALLATION AND



and dropped in the tender box situated in Wing B, 3rd Floor Reception

the by 28th February 2020.

Please note

- Tenders received by facsimile or electronic mail will be rejected.

- Any bid received by the Bank after this deadline will be rejected.

1.3.8 Cost Structure and non-escalation

The bidder shall, in their offer (Financial Proposal), detail the proposed

costs.

No price escalation under this RFP shall be allowed. The Bank shall not

compensate for any costs incurred in the preparation and submission of

this RFP.

1.3.9 Taxes and Incidental Costs

The prices and rates in the financial offer will be deemed to be inclusive

of all taxes and any other incidental costs.

1.3.10 Responsiveness of Proposals

The responsiveness of the proposals to the requirements of this RFP will

be determined. A responsive proposal is deemed to contain all

documents or information specifically called for in the RFP document. A

bid determined not responsive will be rejected by the Bank and may not

subsequently be made responsive by the Bidder by correction of the

non-conforming item(s)

1.3.11 Currency for Pricing of Tender

All bids in response to this RFP should be expressed in FRW ONLY.

Vendors who do not indicate the FRW Value MAY not be considered for

further evaluation.

1.3.12 Correction of Errors


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Bids determined to be substantially responsive will be checked by the

Bank for any arithmetical errors. Errors will be corrected by the Bank as

below:

Where there is a discrepancy between the amounts in figures and

in words, the amount in words will govern, and

Where there is a discrepancy between the unit rate and the line

total resulting from multiplying the unit rate by the quantity, the

unit rate as quoted will govern.

The price amount stated in the Bid will be adjusted by the Bank in

accordance with the above procedure for the correction of errors.

1.3.13 Evaluation and Comparison of Bids

Technical proposals will be evaluated prior to the evaluation of the

financial bids. Financial bids of firms whose technical proposals are found

to be non-qualifying in whatever respect may be returned unopened.

SECTION II: TERMS OF REFERENCE

2.1 General required documents and/or mandatory information

The RFP response is to consist of: -

This RFP response document duly signed and stamped – Certificate of

Compliance

Company profile in the following format: -

a) A brief Introduction–summary of company history, accomplishments

and philosophy.


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b) Certificate of incorporation or registration

c) Owners and Directors of the company submitting the RFP bid

d) Complete business address (Physical, postal, telephone and e-mail)

e) General details of company personnel

f) Number of technical personnel with relevant technical qualifications

for each area of technology/service provided and which is pertinent

to the successful implementation as per requirements of this RFP.

g) Verifiable letter of Accreditation / Partnership with the principal

manufacturer of the equipment and/or proposed software

h) All copies of any certificates included in the bid response should be

certified as “true copy of original” else the bank may not use them in

the evaluation process

i) Relevant reference sites with contact details where similar solution,

equipment and size has been implemented.

j) Any other relevant documents which can support your bid

competency

Please note that this information should be included in the

technical proposal of the bid. Incomplete / insufficient information

will lead to disqualification of the bid.

2.2 Detailed Technical Requirements

Integration of EDRMS (Electronic Documents and Records Management

System) in Bank operations will be applicable to all records either created or

received by the Bank in its operations and corporate activities regardless of

their format or location. Specifically, this include official and work-related

information, documents and records generated by:

- Head Office/Departments: Operations and Logistics, Finance, Credit,

Legal, Audit, Risk and Compliance, Marketing & Communications,

Corporate Banking, MD’s Office, HR, Treasury and Retail Banking.

- Branch Network: Remera, Main Branch (AVDLP), Nyabugogo, Gisozi,

MTN Centre, Rusizi, Huye, Muhanga, Rubavu, Musanze, Kimironko and

Kayonza.

2.2.1 General Requirements

No EDRMS Required Proposed


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1. The proposed system is to be an integrated solution with enterprise content management application and workflow management application having being deployed at least at 5 different customer sites.

2. Access to the system though customized web interface.

3. All documents used within any stage or module of the system must be stored in the document management system.

4. All approval processes within any of the functions/modules must be mapped on the workflow management system and extended from there to the relevant module.

5. All the administration function can be done from web interface.

6. The system shall provide comprehensive access control mechanism. system shall be capable of giving access rights to users/ groups and departments etc.

7. The system shall allow the user to view and download the documents depending on the access rights.

8. Support definition of user. Groups and roles in the system.

9. The system should be able to handle large volumes of data.

10. Reliable system performance in searching millions of documents quickly and returning desired results in seconds.

11. Number of documents is expected to grow very fast, so the system performance should not degrade to unacceptable levels.

12. The system shall support secure login ID and password for each user and password shall be stored in encrypted format in database.

13. The admin module shall support users/group/role definition and granting access right to them.

14. System should record all users’ actions to allow administrators trace changes made on a document or a work task to a specific user.

15. Ability to archive documents to secondary media.

16. Ability to search for archived documents using the metadata related to archived.

17. The system should provide basic administration


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(Statistical/details) reports to monitor system and user performance. In other words, system administrators can generate a report for different system activities.

18. The system should be scalable and continuous enhancements should be possible.

19. The proposed system shall support various operating systems like Windows, Linux etc for server configuration

20. Database is ODBC compliant.

21. The system facilities seamlessly integration with any of the existing legacy and core application and shall support interface with other open-standard system.

22. The proposed system should have the following but not limited below set of standard features:

a) Web services for integration

b) Support for web based distributed authoring and versioning(WebDAV)

c) Support for simple object access protocol(SOAP) interfaces

d) Support for light-weight directory access protocol(LDAP)

e) Support interfacing with range of scanners

f) Support for fax integration

g) Exchange/SMS integration

h) Database management service- open standard.

23. Ability to work with any established commercial database system such as Oracle, Microsoft SQL server….etc.

24. A Hardware and Software Support to be provided. All equipment and related software quoted for must be Y2K compliant.

25. The system must be user-friendly, intuitive and equipped with help/support facilities.

2.2.2 Application Features


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NO EDRMS Required Proposed

1. The application to be completely web-based. The Proposed system should enable access to the digitized document to both internal and external users.

2. The user should be able to manage the document through web interface

3. The Document Management Solution shall provide facility to index folder and documents on user-defined indexes.

4. Query facilities based on index fields. The search criteria will be based on the values specified for each of the index fields.

5. Queries can be by fill-text or data fields.

6. Provides features for both simple and advanced searches.

7. The system shall support saving on search queries and search results.

8. Search results should be filtered based on the user access rights.

9. The document shall support search for documents/folders using defined indexes and documents types.

10. Ability to search the entire library or limit the search to designated folders.

11. The document management shall support for viewing documents in native application.

12. Audit trail with user friendly search facilities like by time, action etc.

13. Check-in check-out to be performed for editing and version controlling of documents.

14. Ability to generate multiple versions of the same document.

15. No modification should be allowed on the original uploaded document. All changes to be saved as new versions.

16. No modification should be allowed on original uploaded document. All changes to be saved as original versions.

17. When a new document or modified document is checked in, the system should automatically apply version control. Documents should automatically have new version numbers assigned by the system.

18. The system default should reset to always display the latest version in default version of a document upon retrieval.


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19. The system should maintain an audit trail of all versions of a document. This audit trail should include all the version metadata.

20. The proposed EDMS should have the ability to track and document process revision made in versioning of documents.

21. Ability to retrieve any old versions when needed.

22. Ability to publish documents with expiry dates set.

23. The system support scanning and indexing of documents.

24. Documents should be directly uploaded to the system for scanning.

25. The system should have support for bar coding and it should be able to read as well as stamp bar-code of the documents if required.

26. The system supports “tree-based” folder structure.

27. The system provides capability for only authorized individuals to create, edit and delete folder plan components and their identifiers

28. The system should have a workflow engine to support different types of documents routing mechanism including:

i. Sequential routing-tasks are to be performed one after the other in a sequence.

ii. Parallel routing-tasks can be performed in parallel by splitting the tasks among multiple users and then merging as single composite work item.

iii. Rule based routing-one or another task is to be performed depending on predefined rules.

29. The workflow management system shall support in-built graphical route designer for modeling complex business processes using drag drop facilities.

30. The work flow management shall enable users to model business processes off-line/disconnected from the system.

31. The system shall allow process designers to define multiple automatic system defined stages, where no human intervention is required.


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32. The interface shall be easy to use so that process owners can change business process as and when required without any programming knowledge.

33. The system shall enable process designers to design multiple sub-processes.

34. Facility to define documents viewed and to be attached at the individual stages.

35. The process designer shall support multiple introduction stages for introducing different document types.

36. The workflow management system shall support the definition of roles and allow many-to-many relations between users and roles to be defined.

37. The system shall provide facility to define multi-level escalation procedures for meeting the defined SLA.

38. The system shall provide the facility to define up to 2 alternate users when defining primary users for work stage

39. Facility to raise custom triggers like email, fax etc, for escalations.

40. The system shall provide the facility to define exceptions at individual stage, which shall dynamically change the route on execution.

41. Facility to raise automatic exceptions on basis of pre-defined conditions.

42. In managing tasks, the system shall provide facility to define tasks for individuals or group of users with deadline.

43. The system shall provide facility to define checklists for individual stage with the option to make particular checklist items as mandatory.

44. The work flow management system shall provide user definable job filter and sorters for the outstanding for viewing and work prioritization.

45. The system should have the facility to either assigning a task /work stage to an individual or to broadcast to a group of people.

46. The workflow management system should have the facility to support automatic initiation of incoming faxes as separate instance with the fax document as an attachment.


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47. The system should have the facility to support automatic initiation on the basic of incoming email as an attachment.

48. The system should have the facility to provide comments/instruction which would be common and accessible to all work stages/tasks in the process.

49. The system should have the facility to provide comments/instructions which would be specific for a particular work stage/task in the process.

50. The end user screen shall support inbuilt imaging capabilities and shall support complete and automatic integration of every step of the workflow with the underlying DMS for the purpose of document retrieving and processing. It should not be integrating individual steps of a workflow and DMS separately.

51. The system shall support operations like check-in/check-out, annotations, notes, version control and other imaging operation for documents.

52. The work flow management system shall be based on an N-tier, open, scalable architecture.

53. The work flow management should be able to support thin client architecture.

54. The workflow management system shall support web -based interfaces.

55. The workflow management system shall support XML messaging.

56. The workflow management shall have the ability to integrate through API.

57. The work flow management system architecture must be scalable and shall support increasing number of users and concurrent transaction.

58. The workflow management system shall run in a cluster environment.

59. The workflow management system must be Unicode compliant.

60. The workflow management system shall be able to support complete administration through a web browser interface.

61. The workflow management system shall have audit trail to maintain history of all transactions performed on the system


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62. The workflow management system shall allow have audit trail to maintain history of all transactions performed on the system.

63. The workflow management system shall allow administrator to suspend, resume and control various processes from the same interface.

64. The system shall provide single interface for Administration of both workflow and document management and define common users between both the applications.

65. The workflow management system shall provide comprehensive access control mechanism.

66. All users shall not be able to delete any assigned task.

67. The workflow management system shall be able to keep track of the work item status, the date/time the jobs are started and ended, the creation and archival date of the documents.

68. The workflow management system will have a separate view to the management users to access real-time status of all processes with the ability of drilling down to each work instance and individual task within it.

69. The workflow management system should have a function to notify the system when a user is out of office so that all incoming tasks can be routed to alternate users.

70. The workflow management system should have the facility to maintain a calendar specifying working hours and holidays.

71. The system should have the facility to maintain a calendar specifying working hours and holidays.

2.2.3 Physical Records Management

No EDRMS Required Proposed


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1. The system should have the ability to re-create the physical storage on the system, virtually.

2. Ability to create any number of cabinets/racks virtually with the desired number of row and columns.

3. Ability to access list of cabinets by clicking on a required number.

4. Users should be able to view the entire list of files each cabinet would have by clicking on the relevant cabinet

5. Users should be able to edit the file cabinet by adding/edit rows & columns to suit the changes to the physical changes.

6. Users should be able to simply add a file to a cell by entering particular file details and the strong details(row & column of the cabinet)

7. The system should have comprehensive search facility to find a file.

8. Search results should tell the user the details such as row number, column number and cabinet details.

9. By clicking on a particular file the user should be able to obtain information such as the current status/location of the file and the current user.

10. The system should maintain general details for each file.

11. A comprehensive audit trail should be available with each file detailing out the file movements and the changes to the file property.

12. Each file movement should be following the check-in check-out method.

13. When a file record is access it should clear be marked (color coded-Green) to determine whether the physical file is currently available at the physical storage.

14. Each file should be colored-coded (RED) should the file have been authorized out of the storage.

15. At the point of check out a file the system should record at minimum the following. The person whom it is checked out for the reason and any comments he wish to include.


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2.3 Existing Environment of the Bank Records Management

Information on the current records management of the Bank is meant to

guide the bidders to design and implement the most appropriate solution.

2.3.1 The Bank Physical Archives

All the bidders will be mandatorily required to visit the two Archives centers

(Gikondo Central Archives and Head Office Archives) of the Bank to explore

the current situation on records and documents in physical form with their types

and the way these are generated. This will help bidders to come up with well

streamlined proposals.

2.3.2 Actual Workflows of the Bank Records

Records workflow means the process by which the Records go through from

creation to Central Archives. Bank Records are generated from Branches and

Head office in different departments of the Bank.


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OK

NOT COMPLIANT

Each document is analyzed

and validated if

appropriately populated

and supported

Each 5 days batches

of compliant

documents are sent

to Central Archive

Records generated

in Branches daily in

A4 format

Documents are

interfiled & stored

by A/C numbers

sequence

Daily, the documents

are transferred to

the HQ AOPC for

Quality check

Acc

ou

nt

Op

enin

g Fi

les

Head Teller checks

and validates the

content of each

batch and

corresponding report

Batches are

submitted to

the MSQC

Every day, the teller

collects own

vouchers & organize

in day’s batch

(user/Date

Documents are

stored in Branch

retention room

pending for audit &

customer complaints

Bra

nch

Te

ller

Lin

e

Vo

uch

ers

Documents are

received in Central

Archive and validated

as daily evidence per

teller/Branch


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Delivery notes/job cards

Invoices

Procurement

initiates purchases

mainly by tenders

Acquisition folders are

transferred to finance for

payment

Purchase orders/contracts

All documents in folders by

date of payment are stored

in Central Archives

Purchase orders/contracts

copies

Tender documentations

Business cases

Award letters & Contracts

All documents in folders by

acquisition are stored in

Central Archives

Fin

ance

& P

rocu

rem

ent

Dep

artm

ents


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NOT COMPLIANT

OK

NOT COMPLIANT

Documents are printed

and finalized at HQ

Documents are sorted by type

(cheques, transfers, slips) and date

Clearing documents are

initiated in electronic format in

Branches

Documents are

stored in Central

Archives

Cle

arin

g O

per

atio

ns

Cre

dit

, HR

& L

egal

Dep

ts.

Sent to credit for Analysis

and Approval

Business/Personal

Banker generate

loan files

If compliant the loan

documents are sent to legal

for contract compilation &

signoff

Sent to HR for approval if

staff personal loan

Loan

disburse

ment

Loan file & copies of

contracts kept in Credit

Loan securities &

original Contracts kept

by Legal


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Finance Dept.

Marketing & Communications

Receptionists

receive incoming

correspondences &

send outgoing

mails through

FedEx

After implementing the

MD’s recommendations,

the documents are filed in

respective Depts.

HR Dept.

MD’s PA receive all

incoming mails & send

outgoing couriers from the

MD Risk & Compliance

Credit Dept.

MD put comments

recommending the action to

be taken by the concerned

HOD

Retail & Corporate Banking

Exte

rnal

Co

rres

po

nd

en

ces

(MD

s O

ffic

e)

Closed mails are archived

in the PA’s office

Operations & Logistics

Audit

Treasury

Legal


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NOT COMPLIANT

Op

erat

ion

s –

Trad

e

Fin

ance

Credit check if compliant

and approve the issuance

of requested documents

Documents requesting LC’s

& Guarantees collected in

Branches

Operations process the

requests in system and file

hard copies

Trea

sury

Fro

nt

Off

ice

&

Bac

k O

ffic

e TBO authorize the transaction &

file the ticket with its attachments

(SWIFT Statement or RIPPS

Report)

Treasury Front Office (TFO)

instructs TBO to authorize

FX or MM Deal ticket &

TBO keeps the

documents in files

Hard copies are

periodically sent to

Archives and stored

FX

Money Market Deal


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2.4 Test Criteria

The vendor should attach a detailed test criteria document which will be used

to perform implementation testing for the overall solution design to confirm the

required functionality is achieved before and after go live

2.5 Staff Training and Post Implementation Support

The vendor will train all the system users of the system to prevent any

challenges and other issues which may have negative impact on the Bank work

performance. The Vendor will also be expected to provide at least One year

post implementation support for the solution implemented and maintenance of

all equipment supplied.

2.6 Skills

The vendor should demonstrate capacity to install, commission and integrate

the solution with the existing infrastructure with minimum supervision. The

installation should be seamless and with minimum interruptions to the business.

The vendor will be required to provide details of the engineers’ qualifications

who will be undertaking the project including relevant certifications.

2.7 Additional information

The vendor can provide additional information that adds value to their bid with

clear rationale. In case more than one option is possible the bidder can provide

different options but also explaining advantages/disadvantages of each option

2.8 Required Software specifications and Storage size

Proposals are expected to clearly indicate the proposed software specifications

and compatible equipment in relation with the tender scope. During the physical

records conversion into digital format the required image resolution shall be at

least at 150 dpi. Based on the current volume of records that the Bank holds

and anticipated to be produced in next 5 years, the quotation in terms of size of

storage shall base on 10 TB.


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SECTION III: GENERAL CONDITIONS OF CONTRACT

3.1 Introduction

Specific terms of contract shall be discussed with the bidder whose proposal

will be accepted by the Bank. The resulting contract shall include but not be

limited to the general terms of contract as stated below from 3.2 to 3.22

3.2 Award of Contract

Following the opening and evaluation of proposals, the Bank will award the

Contract to the successful bidder or multiple bidders whose bids have been

determined to be substantially responsive. The Bank will communicate to the

selected bidder its intention to finalize the draft conditions of engagement

submitted earlier with his proposals. After agreement will have been reached,

the successful Bidder shall be invited for agreement and signing of the Contract

Agreement to be prepared by the Bank in consultation with the Bidder.

3.3 Application of General Conditions of Contract

These General Conditions shall apply to the extent that they are not

superseded by provisions in other parts of the Contract that shall be signed.

3.4 Bid Validity Period

Bidders are requested to hold their proposals valid for ninety (90) days from the

closing date for the submission.

3.5 Non-variation of Costs

The prices quoted for the service and subsequently agreed and incorporated

into the contract shall be held fixed for the contract period.

3.6 Performance Security

The bank will require that the prospective vendor who is eventually awarded

the tender(s) to execute a performance bond with a reputable bank in favor of

KCB Bank Rwanda Plc

The performance bond amount will be one hundred percent (100%) of

the total bid price before the bank can issue any Purchase Order.

The performance bond will be valid for a minimum of 6 months.

Failure to comply with this requirement will void the tender award and

the bank at its sole discretion may award the tender to any other vendor.


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3.6.1 The Performance Security shall be in the form of a Bank guarantee

issued by a commercial bank operating in Rwanda and shall be in a

format prescribed by the Bank. The performance guarantee shall be

submitted within 10 days of notification of award.

3.6.2 The proceeds of the Performance Security shall be payable to the KCB

Bank Rwanda Plc as compensation for any loss resulting from the

Bidder’s failure to complete its obligations under the Contract.

3.6.3 The Performance Security will be discharged by the Bank not later than

two months following the date of completion of the Bidder’s performance

obligations, and the Bank’s acceptance of the final report as specified in

the contract.

3.7 Delays in the Bidder’s Performance

Delivery and performance of the solution shall be made by the

successful Bidder in accordance with the time schedule as per

Agreement.

If at any time during the performance of the Contract, the Bidder should

encounter conditions impeding timely delivery and performance of the

Solution, the Bidder shall promptly notify the Bank in writing of the fact

of the delay, it’s likely duration and its cause(s). As soon as practicable

after receipt of the Bidder's notice, the Bank shall evaluate the situation

and may at its discretion extend the Bidder's time for performance, with

or without liquidated damages, in which case the extension shall be

ratified by the parties by amendment of the Contract.

Except in the case of “force majeure” as provided in Clause 3.14, a delay

by the Bidder in the performance of its delivery obligations shall render

the Bidder liable to the imposition of liquidated damages pursuant to

Clause 3.8.

3.8 Liquidated damages for delay

The contract resulting out of this RFP shall incorporate suitable

provisions for the payment of liquidated damages by the bidders in case

of delays in performance of contract.

The solution/equipment must be delivered and implemented within 8

weeks after the bank issues a purchase order. Any delayed installation

and commissioning of the equipment will attract a penalty of 2 percent

of the cost of the Purchase Order value for installation for every week of

late commissioning up to a maximum of 4 weeks after which the bank


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will cancel the LPO, black list the vendor for at least three years and

exercise its rights under the performance bond.

Notwithstanding the provisions detailed in this section above, the bank

reserves the right to terminate the award at any time and take corrective

measures as necessary to protect the bank interests, which interest are

solely determined by the bank.

3.9 Governing Language

The Contract shall be written in the English Language. All correspondence and

other documents pertaining to the Contract which are exchanged by the parties

shall also be in English.

3.10 Applicable Law

This agreement arising out of this Request for Proposal shall be governed by

and construed in accordance with the laws of Rwanda and the parties submit

to the exclusive jurisdiction of the Rwandan Courts.

3.11 Bidder’s Obligations

The Bidder is obliged to work closely with the Bank's staff, act within its own

authority, and abide by directives issued by the Bank that are consistent with

the terms of the Contract

The Bidder will abide by the job safety measures and will indemnify the Bank

from all demands or responsibilities arising from accidents or loss of life, the

cause of which is the Bidder's negligence. The Bidder will pay all indemnities

arising from such incidents and will not hold the Bank responsible or obligated.

The Bidder is responsible for managing the activities of its personnel, or

subcontracted personnel, and will hold itself responsible for any misdemeanors.

The Bidder will not disclose the Bank's information it has access to, during the

course of the work, to any other third parties without the prior written

authorization of the Bank. This clause shall survive the expiry or earlier

termination of the contract.

3.12 The Bank’s Obligations

In addition to providing Bidder with such information as may be required by the

bidder to complete the project, the Bank shall,

(a) Provide the Bidder with specific and detailed relevant information

concerning the project

(b) In general, provide all information and access to Bank's personnel;


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3.13 Confidentiality

The parties undertake on behalf of themselves and their employees, agents

and permitted subcontractors that they will keep confidential and will not use

for their own purposes (other than fulfilling their obligations under the

contemplated contract) nor without the prior written consent of the other

disclose to any third party any information of a confidential nature relating to the

other (including, without limitation, any trade secrets, confidential or proprietary

technical information, trading and financial details and any other information of

commercial value) which may become known to them under or in connection

with the contemplated contract. The terms of this Clause shall survive the expiry

or earlier termination of the contract.

3.14 Force Majeure

a. Neither Bidder nor Bank shall be liable for failure to meet contractual

obligations due to Force Majeure.

b. Force Majeure impediment is taken to mean unforeseen events, which

occur after signing the contract with the successful bidder, including but not

limited to strikes, blockade, war, mobilization, revolution or riots, natural

disaster, acts of God, refusal of license by Authorities or other stipulations

or restrictions by authorities, in so far as such an event prevents or delays

the contractual party from fulfilling its obligations, without its being able to

prevent or remove the impediment at reasonable cost.

c. The party involved in a case of Force Majeure shall immediately take

reasonable steps to limit consequence of such an event.

d. The party who wishes to plead Force Majeure is under obligation to inform

in writing the other party without delay of the event, of the time it began and

its probable duration. The moment of cessation of the event shall also be

reported in writing.

e. The party who has pleaded a Force Majeure event is under obligation, when

requested, to prove its effect on the fulfilling of the contemplated contract.

3.15 Payments

The Bank’s standard payment terms are within 15 days of receiving a

complete and verified invoice following successful installation, testing and

commissioning of the requested solution. No advance Payment for works to

be done shall be made.

3.16 Warranty

The Bank shall require a minimum of 12 months all-inclusive warranty with

effect from confirmation of successful installation for the supplied equipment

if any or as per requirement under section 3.1

This all-inclusive comprehensive warranty will cover without distinction:


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Adherence to the functional and performance specifications of the

equipment, which includes zero quality defects of manufacture or any

other hidden defects, which may have escaped notice at the time of

acceptance.

The assembly of the said equipment to be supplied.

Accordingly the vendor/supplier shall be fully responsible for the cost of

all repairs resulting from defective equipment and / or incorrect

assembly; his responsibility shall cover labor and associated travel

costs, the costs of parts replacements and transportation.

If the number of defects is such as to establish the design or quality of

particular parts is inferior or inadequate, the supplier shall without delay

replace free of charge such defective parts by parts of improved quality

or design.

Service availability of at least 99.9%.

3.17 Way forward

Once the bids are opened, bid analysis will commence and vendors will be

informed when their bid has been short-listed. Short listed vendors will be

invited to demonstrate their solution if need be and to make arrangements for

site visits. In the event that the bank may need to visit client site, vendors will

be notified in writing. The bank may also make surprise unannounced visits to

the vendors offices to verify any information contained in the bid document. All

visits are at the discretion of the bank.

3.18 Bid Effectiveness

It is a condition of the bank that the vendor guarantees the sufficiency, and

effectiveness of the solution proposed to meet the bank requirements as

outlined in this document. The Bank will hold the vendor solely responsible for

the accuracy and completeness of information supplied in response to this

tender. The bank will hold the vendor responsible for the completeness of the

solution proposed and that were the vendor to be awarded the tender, they

would implement the solution without any additional requirements from the

bank.

3.19 Contract provision

The bank will not make any payments in advance. The Bank will issue a

Purchase Order for all the products/system ordered. The Purchase Order will

be paid within 45 days after delivery, implementation, testing and

commissioning of the solution. Any payments for the maintenance of the system

will be subject to a contract to be agreed with the vendor. The bank will not

accept partial deliveries and neither will the bank make partial payments.


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3.20 Buyer’s Rights

The Bank reserves the right to reject any or all the tender bids without giving

any reasons and the Bank has no obligation to accept any offer made. The

Bank also reserves the right to keep its selection and selection criteria

confidential. Bids not strictly adhering to tender document conditions may not

be considered by the Bank whose decision on the matter shall be final. The

vendor’s terms and conditions will not form part of any contract with the Bank

in relation to this tender. Bids not strictly adhering to RFP conditions may not

be considered by KCB whose decision on the matter shall be final.

Canvassing is prohibited and will lead to automatic disqualification.

3.21 Responsibility as an independent contractor

The vendor agrees to take overall responsibility for any services rendered;

regardless of whether third parties engaged by the vendor or the vendor

himself carry them out

3.22 Delivery

Partial Deliveries

The bank will not accept any partial deliveries.

Delivery details

The equipment, apparatus and materials required for project execution shall

be delivered to KCB Rwanda Plc Head office in Kigali. The vendor/supplier

is requested to clearly indicate the lead times for delivery of each item from

the date of receipt of a confirmed purchase Order from KCB Rwanda.

Delivery, On-Site Test and Installation

After delivery, on-site test of the equipment functionality will be done by the

supplier in the presence of KCB Staff.

In case the Bank reports any deficiencies in the equipment, the supplier will

fix the deficiency within one business day. Equipment which is reported as

deficient and which has not been rectified within one business day after the

report has been submitted is not considered as delivered and the terms

specified under “delayed delivery and installation caused by the supplier”

apply.

Risk of Loss

The supplier covers all risks of loss and damage to any equipment for the

implementation of the solution, until the equipment has been delivered to

the premises of KCB. Once the equipment /solution has been installed and

tested the responsibility is transferred to KCB.

P.O. Box 5620, February 14, 2020 Dear Sir/Madam; RE ... · 1.2 Aims and Objectives of the tender...

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Transcript of P.O. Box 5620, February 14, 2020 Dear Sir/Madam; RE ... · 1.2 Aims and Objectives of the tender...