Request for proposal - iapg.org.uk Web viewSARC is part of the Red Cross Red Crescent movement which...

Request for proposal

Financial accounting system: Supply, design, implementation & training

August 2017

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CONTENTSINTRODUCTION.............................................................................................................................................................................. 3

SCOPE OF PROPOSAL................................................................................................................................................................. 3

CRITERIA FOR SELECTION....................................................................................................................................................4

CLARIFICATION OF DOCUMENTS....................................................................................................................................4

FUNCTIONAL REQUIREMENTS...........................................................................................................................................5

TECHNICAL REQUIREMENTS.............................................................................................................................................. 5

TIMELINES & CONTRACT AWARD...........................................................................................................................................5

APPENDICES............................................................................................................................................................................................... 8

APPENDIX A........................................................................................................................................................................................... 8

COVER SHEET.................................................................................................................................................................................. 8

APPENDIX B – TECHNICAL SPECIFICATIONS........................................................................................................................9

APPENDIX C – ADDITIONAL CLARIFICATIONS...................................................................................................................27

Appendix D - TERMS & GENERAL CONDITIONS ON PURCHASING.......................................................................32

Appendix E - Supplier Registration Form..............................................................................................................................34

Appendix F - Past Experience of Supply.................................................................................................................................37

Appendix G - LETTER OF AUTHORIZATION.........................................................................................................................39

Appendix H - CORPORATE SOCIAL RESPONSIBILITY AND OTHER REQUIREMENTS:.....................................40

Appendix I - ENVIRONMENTAL AND CARBON REDUCTION POLICY.......................................................................41

Appendix J - ETHICAL PURCHASING POLICY.......................................................................................................................43

Appendix K - CODE OF CONDUCT FOR IAPG AGENCIES AND SUPPLIERS..............................................................46

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INTRODUCTIONThis Request for Proposal (RFP) is an invitation to companies/firms to submit proposals for a financial accounting software system for the Syrian Arab Red Crescent (SARC). The intent is to obtain information leading to the selection of an appropriate financial accounting system that will best meet the needs of the organization.

Respondents who are selected for further consideration will be invited to make an onsite presentation to demonstrate their system.

SCOPE OF PROPOSALThe Syrian Arab Red Crescent (SARC) is an independent humanitarian organisation founded in 1942 under decree No/540/1942 and decree No/117/1966. Its headquarters is in Damascus and it has 14 branches in the fourteen governorates of Syria plus 75 sub-branches. SARC is part of the Red Cross Red Crescent movement which is the world’s largest humanitarian network governed by the seven fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

The ongoing crisis in Syria coupled with the enormous humanitarian needs in the country has resulted in increased pressure on the financial systems of the SARC. In light of these, the SARC through the support of its partners (Norwegian Red Cross and the British Red Cross), is soliciting bids for a financial accounting software.

The successful applicant will enter into a legal contract to provide professional resources including project management, system analysis and design, implementation, configuration and training for the selected financial-accounting software package. Companies/Firms can bid as individual companies or as joint ventures provided that in the joint ventures, the company leading the joint venture (Joint Venture Lead) must be clearly identified and details of the competencies of the Joint Venture partners must be clearly stated. Joint venture agreements between the joint venture lead company may be required if selected detailing the nature and extents of the joint venture.

The contract resulting from this RFP is intended to result in the design, installation, implementation of a fully-functional financial accounting software system, and provide on-going support and maintenance including the cost for module adjustment where necessary. The length of the contract shall be for an initial period of one year to ensure the software is fully integrated with SARC, after which the contract shall be renewed on an annual basis for maintenance and changes to software design.

PROPOSAL SUBMITTAL GUIDELINES

Information to be supplied should include:

1. Brief description of the organisation/firm;2. Contact information;3. Number of years in business; 4. Number of customers (including any Red Cross/Red Crescent Societies, if applicable) 5. Number of employees;6. Description of the proposed product:

Time required for customization NGO platform if present Languages used Data entry Mechanism-Manual and excel upload Remote support mechanism Single or multi-currency/ foreign exchange management between various funding currencies Reporting and analysis at all levels Graphics reporting ability

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Updates platform Internet connection platform Interoperability Scalability Expansion ability Offline module Security both at access rights –(Matrix) and audit trail

7. Current version of the product8. A detailed response to the requirements as stated in this Technical & Functional Requirements section of

this proposal9. System security10. Breakdown of total cost11. Implementation strategy and timelines, including the TOT training.12. Indicate any time/resource commitments expected from SARC13. CV of the proposed team14. Ongoing system support and help desk support15. References of organisations that utilize the proposed solution.16. Availability of support within the country /Region, (24-hour service or 8hours)17. Experience in similar project with the Movement (If exists, a sample of the executed project should be

submitted).

The Cover Sheet in Appendix A should be signed and form the front page of the proposal.

These are minimum requirements. Additional clarifying information may be requested.

All proposals must remain valid for acceptance for six (6) months post the proposal submission date. The proposal must be submitted in the legal name of the organization. All statements made in the proposal will be considered final, and, if the proposal is accepted it will be used as the basis of the purchase agreement.

CRITERIA FOR SELECTIONThe respondent with the proposal that best meets the criteria of the RFP will be selected. BRC is not bound to accept the lowest priced proposal if that proposal does not meet the requirements and needs of the organisation. The criteria for evaluation of proposals, and selection of the successful respondent for this award, will be based on the factors listed below:

1. Ability to meet the functional and technical requirements described in this RFP as evidenced by the RFP response and demonstration of the software.

2. Provide a cost-effective solution that meets the goals and budget of the organization.3. Provide timely program enhancements and upgrades in response to changing industry needs, regulatory

requirements and advancing technology.4. Demonstrate expertise and functionality as evidenced by client references.5. Provide a superior level of service and support to clients as evidenced by references.6. Train the SARC finance team in the utilisation of the accounting software.7. Ability to provide remote and prompt support in cases of any issues related to the accounting software.8. Ability to have both offline and online/web based functionality

CLARIFICATION OF DOCUMENTS A prospective Companies/Firms requiring any clarification of the Request for Proposal may notify BRC in writing through the address indicated herein. BRC will respond in writing to any request for clarification of the tender documents, which it receives not later than seven (7) days prior to the deadline.

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FUNCTIONAL REQUIREMENTSThe functional requirements are detailed in Appendix B. The Proposer should fill the checklist provided and elaborate the manner in which the software meets the requirements.

TECHNICAL REQUIREMENTSIn terms of the technical requirements, the Proposal should:

Hardware

1. Describe both the suggested and minimum hardware configurations necessary to operate the proposed solution including descriptions of the central processing units, networking hardware, back up devices and uninterrupted power supply.

2. Describe the ability of the proposed system to support fail-safe data storage. 3. Describe the requirements of system cabling for communication to the server and to the existing

network. 4. Describe the connectivity/utility outside of the main server by the branches functioning remotely.

Software

1. Describe the operating systems under which the proposed system can operate. 2. Name and describe the database management program utilized by the system. 3. Describe the file purging/archiving. 4. Warranty periods provided for the system and the software.5. Describe the security system used. 6. If web-based, describe browser compatibility, mobile rendering, bandwidth usage and the need for a

reliable internet connection.

Implementation, Support & Training

1. Describe or attach an implementation plan and schedule with clear timelines. 2. The number of staff who will be dedicated in providing the service.3. Describe training provided including the location, number and training outline.4. Describe the ongoing system support provided by the vendor, days when support is granted if specific. 5. Details on software upgrades provided as part of software support.6. Describe details on software enhancements and upgrades.7. Confirm whether the systems supply can be hindered by country specific sanctions from the country of

origin.

TIMELINES & CONTRACT AWARDAll proposals should be mailed or delivered to:

British Red CrossAttn: Maher MahmoudiBritish Red Crossc/o International Federation of Red Cross and Red Crescent SocietiesMENA zone officePlatinum 776 BuildingNew MartaklaStreet 20-2002HazmiehBeirutLebanon

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Tel: +9615428499

Issue of Tender: 24th August 2017

Paper bid

Deadline for Reply of Paper Bid: 14th September 2017 (11.00am)

Evaluation of Offers (Estimated): 20th September 2017

Presentation

Deadline for Presentation submission: 25th September 2017

Final CoC

Evaluation of Samples and Paper bids: 29th September 2017

Issue of Contract (Estimated): 4th October 2017

NOTE: The above date represents the deadline by which Tenderers will be contacted, however British Red Cross reserves the right to complete the evaluation and issue the contract before or after the above estimated dates.

All questions and/or issues should be submitted in writing by email addressed to: [email protected]

Any oral communications will be considered unofficial and nonbinding.

BRC reserves the right to amend this RFP, to cancel the RFP and to make no award under this RFP. BRC reserves the right to eliminate/disqualify an offer at any time for any reason. BRC reserves the right to make full/partial award in response to this RFP. At any time before the deadline for submission of proposals, BRC can amend any part of this RFP and communicate in writing to the Companies/Firms.

The award of contract shall be made to the highest scoring proposer. Should BRC fail to reach a favourable agreement with the highest scorer then they shall commence negotiations with the second scorer and so on until a favourable agreement is reached.

If there are an inadequate number of proposals received, BRC reserves the right to reject the proposals and re-advertise.

The proposal shall be part of the final contract. In addition to a legally binding contract, the successful vendor shall be required to sign a non-confidentiality agreement. No sub-contracting shall take place without the prior written approval of BRC.

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mailto:[email protected]

APPENDICES

APPENDIX A

COVER SHEET

Legal Name of Applicant/Company:

Street/Address:

City/Country:

Contact Person:

Title:

Phone & Email:

ADDENDUM

Does the proposal comply with the requirements contained within the RFP? (If No, please give details)

……………………………………………………………………………………………………………

Did outside individuals or agencies assist with preparation of this proposal? (if yes, please describe)

…………………………………………………………………………………………………………..

I certify that to the best of my knowledge, the information contained in this proposal is accurate and complete and that I have the legal authority to commit this organisation to a contractual agreement.

I realize that funding for any contract is based upon funding levels as well as final approval by the management of SARC.

I agree that the details of the Proposal shall be shared with SARC partners who are involved in funding and supporting this project.

I acknowledge that submission of the proposal does not in any way amount to the signing of a legal contract or does not give rise to any legal obligations.

Signature:

Name and Title:

Date

Company Seal/ Stamp:

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APPENDIX B – TECHNICAL SPECIFICATIONS

CONDITIONS1 Delivery

The financial management system shall be supplied, delivered, installed and implemented at the SARC headquarters in Damascus and key branches within Syria.

2 Payment TermsSARC payment terms are that, payment shall be made within thirty (30) days from the date of completion of agreed milestones as contracted. However, the organisation may negotiate mutually acceptable payment terms with the successful firm.

3 PricesPrices charged by the tenderer for goods and services performed under shall not vary from the prices by the firm in the proposal provided.

4 LanguageThe language of all correspondence and documents related to this RFP will be: English. Key passages of all accompanying printed literature in any other language must be translated into the above language.

TECHNICAL SPECIFICATIONSCompanies/Firms shall provide detailed responses to demonstrate how their proposed solution will achieve each of the functional capabilities for all the Technical Requirements. Failure to conform to these conditions will render the bid being treated as non-responsive. Simple statements such as “yes”, “no”, “comply” or any other similar statements will not be considered as a substantial response.

1. General1.1 The tenderers are requested to present information along with their offers to conform to all

legal, commercial, technical and financial requirements for this tender.2. Particulars

About SARC2.1 The SARC uses a financial software called Alarmin, which is not entirely applicable to the

entire organization. Most projects are still run on Microsoft excel. The total number of finance staff average between 50-75 staff working in various projects.

Problem Statement2.2 There is lack of a fully-fledged, integrated financial management system that

can be used to effectively manage and administer SARC financial processes. Most of the processes are carried out manually leading to difficulty in reporting. The data stored by the users is not centralized and requires security. There is no central repository of documents, version control and archiving. The exchange of documents between the society and stakeholders/public is done

manually. No audit trail of user activity in the systems. There exist a multi-organization in terms of processes, different departments and

branches within SARC apply varied systems. Hence the need for consolidation.Scope, Duration and Deliverables of Work2.3 The scope of work includes: -

The design, supply and installation of a financial management software with a web interface to the payroll and procurement software.

Supply and set up of a centralized database (Relational Database Management System) at SARC Offices

Setup of data validation, data analysis, data extraction and data backup systems and procedures

Setup of necessary IT security measures for the system. Supply and installation/setup of the appropriate software, licenses ( 250-300)

and kits.

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Provide specifications of the appropriate hardware. Migration of data from existing systems. Training of all staff and specialized training to IT Staff. Provision of warranty after successful commissioning (go-live) of system. Preparation and timely submission of project reports. User licenses of between 250-300 persons.

The Duration of work2.4 It is envisaged that the entire implementation duration will be 9-12 months. However,

Companies/Firms are encouraged to propose a lesser duration as may be practically possible while meeting all the requirements of the Terms of Reference.

The project implementation duration does not include the warranty period, which will commence immediately after commissioning of the system, for a period of one (1) year for the software.

Deliverables2.5 1. Inception Report giving a detailed understanding of the assignment including:

A detailed work plan with the resource requirements schedule.2. Detailed requirements of specifications Hardware specifications Software specifications Functional Requirements Technical specifications System design Gap analysis3. Weekly status reports including quality assurance4. Training of administrators, IT staff and end users5. Installed and configured supporting hardware and software systems as applicable.6. Installed and commissioned financial management system7. System and User manuals8. Final project report9. Warranty of 1 year for software10. Warranty Reports

Proposed Implementation Approach, Methodology and Work Plan2.6 Bidders are required to describe their technical approach and methodology to deliver this

assignment, to realize the expected output. The project shall be implemented in phases preferably over duration of 9-12 months.

In this regard, Bidders are required to propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates.

Further, Bidders should provide costs of implementing each module and their recommended priority order of implementation, considering the following Society’s priority areas:

i. Project Budgeting and approvals.ii. Budget vs income managementiii. Human Resource and Administrationiv. Procurement and Supplies processv. Finance modules andvi. integration with society other systems.

The priority order of phased implementation will however be agreed upon with the successful bidder.

Companies/Firm’s Qualification Criteria (Experience)2.7 1. Ability to meet the functional and technical requirements prescribed in this RFP as

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evidenced by the RFP response and demonstration of the software. Capacity and experience in providing end user and system support; system and application testing.

2. Provide a cost-effective solution that meets the goals and budget of the organization.3. Provide timely program enhancements and upgrades in response to changing

industry needs, regulatory requirements and advancing technology4. Demonstrate expertise and functionality as evidenced by at least five clients

references they have provided the system and continue to provide similar services. Three of the clients should be Non-governmental organization. Red cross and Red crescent societies would be an added advantage although not mandatory.

5. Provide a superior level of service and support to clients as evidenced by references.6. Ability to provide training as per the requirements in this tender for system users and

administrators7. Ability to provide remote and prompt support in cases of any issues related to the

accounting software. The Companies/Firms should have local or regional capacity in Syria with good credibility and have local office in Syria or within the greater Arab region. The local/Regional office should have good infrastructure for providing necessary support

8. CVs demonstrating technical experience of the implementing personnel relating to the specific tasks the technical personnel will be undertaking.

9. Change management being a key requirement in this project, Companies/Firms must therefore provide a clear change management strategy that will help the SARC to transit from the current mode of operations to the automated working environment that will result from the implementation of this project.

Place of Execution

Place of Execution shall be in: Damascus, Syria

Terms of paymentSN Description Payment

Amount1 Approval of the Inception Report, Detailed requirements

specifications and Risk management report25%

2 Completion of Human Resource and Administration, Finance, Procurement and Supplies, and training of users

20%

3 Completion of Business Development, project planning and management and training of users

35%

4 Portal and Document management, integration to other society system and training of users

10%

5 Upon commissioning of the ERP 10%

FUNCTIONAL REQUIREMENTS

Bidders shall give a detailed response to demonstrate how their proposed solution will meet the functional requirements under the respective functions listed in the compliance matrix below. Bidders should therefore provide exhaustive details on the features of their proposed solution, in such a way as to ensure that the proposed

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solution leverages on the power of the enterprise resource planning solution to integrate administrative functions in line with modern best practices.

FUNCTIONAL REQUIREMENTS COMPLIANCE MATRIX

The following Checklist is provided to help the Bidder organize and consistently present its Technical Bid. For each of the following Technical Requirements, the Bidder must describe how its Technical Bid responds to each Requirement. In addition, the Bidder must provide cross references to the relevant supporting information, if any, included in the bid. The cross reference should identify the relevant document(s), page number(s), and paragraph(s). The Technical Responsiveness Checklist does not supersede the rest of the Technical Requirements (or any other part of the Bidding Documents). If a requirement is not mentioned in the Checklist, this does not relieve the Bidder from the responsibility of including supporting evidence of compliance with that other requirement in its Technical Bid.

Include the following table in the bid document. Indicate in the appropriate column with an “x” or “√” if your firm’s solution satisfies the functional requirement. Also, indicate if you have any additional comments about a particular requirement, which should be documented in the comments section below this requirements table.

KEY:

Matrix Item Meaning

Yes Fully Support

Ref Reference the section/page of your bid document

FUNCTIONALITY Yes REF COMMENTS

1.0 HUMAN RESOURCE MANAGEMENT AND ADMINISTRATION

1.1 Organizational Structure & Hierarchy Should provide for:

1.1.1 Design of organizational models that match current and future objectives of the society

1.1.2 Creation of multiple concurrent organization structures.

1.1.3 Management of hierarchical and matrix structures.

1.1.4 Building of a full history of organization changes.

1.2 Position Definition & Management Should provide for:

1.2.1 Definition of society wide core skills and knowledge

1.2.2 Creation of planned position hierarchies.

1.2.3 Release of positions for filling.

1.3 Service Conditions &Benefits Should provide for:

1.3.1 Linking rewards, progression schemes and salary scales to employee grading structures.

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1.3.2 Designing of flexible reward packages including all aspects of cash and non-cash compensation.

1.3.3 Management of costs and keep a full history of employee reward packages.

1.3.4 Definition of comprehensive eligibility rules linking rewards to jobs, grades, organizations, etc.

1.3.5 Definition of standard reward rules to automatically assign and change compensation and benefits at any point in time.

1.3.6 Management of reward proposals and approvals by component.

1.4 Budgeting and Cost Control Should provide for:

1.4.1 Definition of multiple budgets for planning and monitoring different aspects of HR costs.

1.4.2 Measurement of human resources costs in standard units.

1.4.3 Comparison of budgeted figures against actuals

1.5 Personnel Appraisals - Should provide for:

1.5.1 Creation of live career management processes, such as continuous appraisal and assessment.

1.5.2 Record and plan performance appraisals.

1.5.3 Generation and provide appraisal templates.

1.6 Recruitment - Should provide for:

1.6.1 Management of the entire recruitment cycle.

1.6.2 Creation of employee profile required for each job

1.6.3 Viewing of position occupancy at a glance.

1.6.4 Definition of skills and deployment requirements for jobs and positions, including qualifications, training, work experience, age, etc.

1.6.5 Registration of applicant details, including personal information, qualifications, training, work experiences, references, etc.

1.6.6 Automatic transfer of selected applicant's information to employee records.

1.7 Employee Registration and Contractual Information - Should provide for:

1.7.1 Self service employee access to personal data

1.7.2 Line manager access to managerial functions

1.7.3 Recording of employee skills, qualifications, competencies, and work experience.

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1.7.4 Recording of employee constraints and choices about deployment, travel and transfer.

1.7.5 Matching of employee profile to organization, job and position requirements.

1.7.6 Management information about everyone who can contribute to company objectives: employees, students, contractors, external contacts, dependents, including seconders and expatriates.

1.7.7 Store relevant user-defined details for many purposes, such as health and safety history, visa status, use of assets or equipment, or other special characteristics.

1.7.8 Life event management (e.g. new hires, transfers, age changes, retirement, etc.)

1.8 Salary Scales - Should provide for:

1.8.1 Management salary proposals and approval by component.

1.8.2 Definition of salary grade structures.

1.9 Leave and Absence Administration - Should provide for:

1.9.1 Leave types and coverage

1.9.2 Leave status.

1.9.3 Online Leave application and approval

1.10 Integration Should provide for:

1.10.1 Full integration with Payroll & Finance. All changes made in the HR system should update the payroll system.

1.10.2 Capability to export reports to word processing, spreadsheets or query tools.

1.11 Legal Compliance Should provide for:

1.11.1 Statutory information and reports.

1.11.2 Complying with relevant Syrian legislation.

1.12 Operations Should provide for:

1.12.1 Ability to maintain active employee details

1.12.2 Multiple processing cycles weekly mid-month monthly

1.12.3 Ability to manage Minimum net pay

1.12.4 Ability to stop pay based on termination date

1.12.5 Tax computation based on: tax tables exemptions Yearly Tax Deductions accumulations

1.12.6 Flexible calculation system for all deductions

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1.12.7 Overtime processing

1.12.8 Leave/benefit accruals

1.13 Reports Should provide for:

1.13.1 Pay slips

1.13.2 Employee history - compensation and gross pay (Pension History)

1.13.3 Head count report (for Payroll verification)

1.13.4 Compensation report - provides an analysis by type of compensation for earnings paid to each employee

1.13.5 Direct Deposits by Bank report

1.13.6 Control reports

• journal entry reports

• deduction exceptions

• overtime

1.13.7 Statutory reports and online remittance for:

• PAYE

• Social security

• Health Insurance

1.14 Pension Management

1.14.1 Contributor record history

1.14.2 Pension payment management.

1.14.3 Computation pension payable to contributors depending on type of retirement and term of contribution.

1.14.4 Generation of a variety of reports ranging from Contributors Listing and Penalty

1.14.5 Calculation Report to Payments Received Report

1.14.6 Automatic computation of expected maturity values.

1.14.7 Detailed deposit administration module.

1.15 Fleet Management

Allow the employee to raise a transport request with travel details

Capture and maintain vehicle details such as vehicle no, make, model, insurance expiry date etc.

Capture vehicle odometer and fuel readings at the

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beginning and end of journey

Alert the user regarding the expiry of the vehicle insurance

Maintain driver details

Ability to assign vehicles to drivers

Ability to maintain vehicle maintenance schedule

Ability to generate reports

2.0 PROCUREMENT

2.1 Procurement Should provide for:

The ability to allocate costs to a department, section, project and donor.

Ability to handle expense and capital purchases

Generate LPO and apply corporate formats, logos and styled designs; manage designs so that individuals do not adjust corporate standards.

Facility for printing to a high quality that does not require pre-printed stationary.

Ability to archive LPOs, without deleting them

Ability to view information relating to enquiries, quotations, purchase orders and delivery progress with easy access and user-friendly

Ability to capture terms and conditions and print them with LPOs

Ability to maintain detailed audit trails on all transactions

Ability to keep the supplier data base

2.2 Stores Item Maintenance Should provide for:

Ability to capture all relevant details for each item such as item code (system generated), description, item category, specifications etc.

Ability to create items from templates e.g. using a template for each category of items

Ability to setup multiple units of measure for each item.

Ability to view quantity balances per item and information relating to enquiries, quotations, purchase orders and delivery progress with easy access

Ability to maintain price details per item

Ability to maintain order planning details for items including lead time, minimum

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Ability to monitor stock level and reorder quantity

Ability to suggest items due for reorder based on the order planning details

Ability to maintain audit trails of changes to inventory data

Ability to setup item categories and assign them to items for the purpose of reporting

Ability to link items to their suppliers in the system

Ability to capture agreements with suppliers e.g. on quantity discounts

Ability to capture documents with technical specification of items in the system and link them to the item e.g. drawings

Reporting and list of store items showing item details including quantities in hand

2.3 Procurement Planning Should provide for:

Ability to capture Institution, departmental etc. procurement needs in the system.

Provide at least two levels of approval for the procurement needs.

Ability to consolidate the approved procurement needs into the annual procurement plan.

Provide at least three levels of approval for the procurement plan.

Ability to change the procurement plan with approval.

Ability to check if the item being procured is in the procurement plan at the point of raising a purchase requisition or purchase order

Procurement Plan Reporting on all items procured

Ability to track and report on purchasing trends against the procurement plan

Generation of a report on items procured but not in the procurement plan

Ability to retrieve purchase orders or tender documents related to a requisition

2.4 Requisition Management Should provide for:

Ability to allow end users to create stores requisitions on the system for items in store

Ability for users to create purchase requisitions for items

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and services not in store

Ability to default cost institutions and departments on the requisitions based on the user creating it

Support for up to 3 levels of approval for the requisitions

Ability to follow different requisition approval processes depending on the value of goods

Ability to requisition for items and services not currently in the list of items in the system

Ability to indicate the approved method of purchasing for the requisition e.g. some requisitions require open tender, this should trigger the tender evaluation process while others can trigger a purchase order directly

Ability to allow the requisitioning user to accept or reject changes proposed by the person in charge

Ability to convert purchase requisitions to purchase orders without need for data re-entry

Provide a report of all requisitions for a specific Period

Provide a report of all pending requisitions as at a certain date showing how long they have been pending

Ability to report all LPOs issued but not supplied at year-end

Ability to provide a report for requisitions raised, supplied, delivered but not paid for purposes of year-end accruals.

2.5 Order Management Should provide for:

Ability to track LPO's by vendor, service provider, department, order date, requested delivery date and order number

Ability to cancel an order based on set conditions

Ability to view available inventory at LPO entry

Ability to check if the item being procured has been budgeted for

Capability to route order authorization via multiple authorizers based on the value of the order

Ability to capture information required on purchase order such as — supplier number, supplier name, address, contact details, product code/s, product description's, quantity, cost, tender no, delivery date, due date, VAT payable etc.

Facilities to consolidate orders for suppliers

Ability to modify purchase order with appropriate authorization. The same approval process as creating a

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new purchase order has to be followed

Ability to electronically send update to suppliers the amended purchase order

Ability to provide alerts of unfulfilled orders and orders about to lapse

Ability to record purchase order acknowledgment from supplier of purchase order in the system with automatic notification if acknowledgement not received within a set timeframe and prompt to follow up supplier and amend status of purchase order

Ability to handle returns

Ability to search for orders on a number of criteria e.g. Order Number, Supplier, Product, Product category, expected delivery date, etc.

Ability to query/report on all LPOs in different Statuses

Ability to extract reports on purchasing history of items Showing changes to pricing for a user defined periods e.g. last year, 1st quarter, last 2 years

Ability to receive goods and generate a system goods received note

2.6 Stores Receiving Should provide for:

Ability to match goods received note to order, supplier, product specification, and quantity. Ability to attach evaluation and inspection reports.

Support for multiple and partial receipts against the same purchase order or service order

Ability to generate goods receipt note with facility to amend/reprint as necessary

Ability to process good returns e.g. if rejected by inspection committee

2.7 Stores Issues Should provide for:

Ability for the storekeeper to issues items on the system and record actual issue of items based on approved store requisitionAbility to generate system stock issue vouchers

Ability to update stock balances based on stock Issues

Ability to retain history of approved and issued stock requisitions

Report on approved stock requisitions yet to be Issued

Report on stock issues per department or user

2.8 General Stores Reporting Should provide for: of 46

Ability to produce a report showing products out of Stock

Ability to produce a report showing products where the stock on hand is less than minimum stock levels

Ability to generate stock levels per item report with costs and unitsAbility to generate various reports and where applicable allow filtering by date, department, cost, supplier, product and any other relevant field as defined by the user.

3.0 FINANCE MANAGEMENT

3.1General Ledger

Create ledger books

Have a robust chart of accounts structure that can allow creation of custom chart fields

Ability to view multi-year historical data

Integration with Budgeting and management of Budget transfers by Cost account (Half year budget releases)-for Branch management

Open and close financial accounting periods for business units, ledgers and sub-ledgers

Manage accounting periods by source system or transaction type

Enforce security, journal entry and maintenance and an approval process by utilizing workflow

Generate consolidated financial reports (Trial Balance, P&L, Balance Sheet) periodically

Web enabled financial analysis and reporting tool consisting of canned reports such as Trial balance, Income Statement, cash flow statements etc., with an ability to user defined reports

Automatic Fund balancing (Support expenditure control not to exceed the budget)

Allow for various funds restrictions and fund classification

Chart of Accounts should support consolidation of data across all revenue and expenditure categories, revenue categories, activities department and projects to facilitate different levels of reporting as well as the overall financial statements

Easy generation of fund- based Financial Reports via a

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built-in column and row Layout design.

Ability to generate allocations by line items against GL journals, Accounts Payable invoices or purchase order, projects, donor…

Ability to do Automatic Bank reconciliations

Ability to do Automatic Petty cash reconciliation

3.2 Budgeting

Budget system uses the primary system's chart of accounts

Should support unlimited versions of the budget per unit /department with a final control version

Supports multi-year budgeting, minimum of current plus X as prescribed by the society.

Display information graphically

Provide the ability to drill down from any field within the budget entry screen

Update Chart of Account data in budget system as general ledger is updated

Allow departments to have the capability to develop: Summary Budgets; Detailed Budgets

Tracks multiple budgeted performance measurements online by cost centre

Provides dashboard views with user-defined "key indicators" by: Budget to actual; Project; Department; Other user-defined grouping

Systems will workflow budget actions to appropriate staff members for approval

System uses the following formula to calculate available budget: original budget +/- budget adjustments +/- budget transfers - freezes/deferments - commitments - encumbrances – expenditures

3.3 Assets Management

Create and maintain an asset repository for assets (the repository to automatic updates whenever there is a new acquisition)

Maintain asset control by ability to store physical asset information

Accommodate all asset classes (IT, Property etc.) Classification of Assets by type- Fixed or otherwise

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Define parent child asset relationships

Associate insurance information, licensing and regulations data for assets

Setup and maintain depreciation calculation method for each class of assets

Display depreciation status for each asset per month, quarter, yearly etc.

Transfer of assets between locations, business units etc.

Ability to capture/track donated assets

3.4 Accounts Payable

Should be part and integrated to the core financial management system with cross navigational functionality in all modules

Capability to automatically generate vendor payments that are due when making payments to facilitate data entry and to minimize errors.

Payment of unlimited number of invoices by one checks payment

Permit payment from different specified bank Accounts

Support VAT processing and administration based on different rates and statutory requirements (NHIF, NSSF etc.)

Capability to maintain supplier history

Create vendor groups for statistical and reporting purposes (vat registered vendors, agents, creditors with one, two months’ credit facility etc.…)

Provide the capability to schedule payments of recurring nature who need regular payment such as prepaid insurance, prepaid rent, prepaid expenses with the appropriate accounting numbers and alert users to automatically create payment requests

Provide for various forms of payment (such as TT, CPO, Cheque, LC, Bank Draft) and calculate the appropriate charges associated with the payment

GL transactions should reference Accounts Payable transaction in order to trace back originating transaction

Provide the capability to handle partial payments and commitments that have passed a certain time threshold

Produce Aging Reports, Analysis and Statements

Print Payment Vouchers as per organization format.

3.5 Accounts Receivable

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Apply and post customer payments partially or in full

Handle high volume batch processing of transactions

Post and un-post payments, make payment re-applications as needed that updates customers balances in real time

Process invoices in batches or individually

Generate cash receipt forms

Apply customer payments to invoices

3.6 Cash Management

Provide the facility for capturing bank statement details automatically or manually. Auto reconciling with the cashbook

Provide the facility for entering multiple bank accounts in different Bankers

Facility to create and close bank accounts and generate notification reports

Record anticipated future commitment payment for setting aside or availing fund (cash)

Record unpresented cheques

Record transfer of money to different bank accounts based on standing instructions.

Integrate with general ledger module to pull information about any payment transaction

3.7 Consolidations

Parent/child, entity, account and cube based dimension structure that supports automated account rollups and entity consolidations.

Data structure can be easily modified to support future acquisitions, operating entities and report structure definitions.

Ability to aggregate separate funding sources (as defined in the COA segment) within each entity and across entities.

3.8 Financial Reporting

User-friendly reporting tools

Ability to create periodic reports that automatically pull the right periods based on a user-specified time dimension.

Ability to generate different financial reports

User-defined formats.

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Comparative reports with user defined periods (e.g., this versus previous or previous years YTD, QTD, PTD actuals, budget, forecast)

Ability to export reports to Spreadsheet, and PDF

Drill-down capability through ERP data to determine transaction sources

3.9 Project Accounting

Project Setup

Project ID

Project types

Create project templates

Ability to manage multi-year project budgets

Start and end dates (nice to have)

Resources

Project status inquiry/report (analyse actual completion of costs plan and drill down to related transactions)

5.CONTROLS AND SECURITY

Access

The SYSTEM must not allow any person to carry out any action in the SYSTEM unless the person is an authorized user who is successfully identified and authenticated

The SYSTEM must allow only administrative roles to allocate access to records to specified users and/or user groups.

The SYSTEM must allow only administrators to create user access groups, add or remove users from a group, assign specific access level to a group within the SYSTEM

The SYSTEM must allow administrative roles to use permissions to:

1. Restrict access to specific files and records.

2.Restrict access to particular features and functions e.g. read, update, delete

Audit trails

The system must maintain an Audit Trail for all activities related to accessing and using the system.

The SYSTEM must endure that the Audit trail cannot be modified by any user including the system administrators.

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The SYSTEM must keep an unalterable audit trail capable of automatically capturing and storing information about:

1. Any action taken on a record2. 2. the user undertaking the action3. 3. the date and time on the action

Where the SYSTEM supports the export of the audit trail, it must ensure that it is not possible for this mechanism to be used as a means of moving audit trails out of the SYSTEM and changing or deleting it externally to the system.

The SYSTEM must log automatically in the audit trail any access to any record and whether the access was to read/view, modify, delete.

The SYSTEM audit trail parameters must be configurable so that administrative roles can configure which actions are automatically logged

All changes to the audit trail parameters must also be audited in the audit trail.

The SYSTEM must automatically log in an audit trail all changes made to administrative parameters e.g. changing a retention schedule policy.

5.3 Backup and Recovery

The SYSTEM must provide or allow automated backup and recovery procedures that allow for regular backup of all or selected files, records, administrative parameters and the audit trail of the SYSTEM: and their recovery when needed.The SYSTEM must allow administrative roles to a schedule backup routine by: specifying the frequency of backup

1. selecting files or records to be backed up2. allocating storage media or location for the

backupThe SYSTEM must allow for only authorized administrative roles to restore from SYSTEM backupsWhen the SYSTEM restores from a backup, the full integrity of the data including the audit trail must be maintained after the restore.

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APPENDIX C – ADDITIONAL CLARIFICATIONS

SYSTEM-WIDE REQUIREMENT OF SARC FINANCIAL SOFTWARE AS AMODULEYES NO REMARKS

1. GENERAL LEDGER

1.1 Does the accounting system cater for the general ledger, accounts receivable, account payable, inventories, cash ledger, assets etc.

1.2 Are these above modules integrated with no manual interface between them?

1.3 Can it enable one to view multi-year historical data?

2. MULTI-CURRENCY

2.1 Can the system record and report transactions in various currencies and the base currency of SARC? Confirm the mode of currency exchange rate Update-Daily, weekly or Monthly.

3. TRANSACTION ANALYSIS

3.1 Can the system analyse data based on various Chart of Accounts codes?

3.2 Can the system identify the source of funds (per donor), programmes, department, regions, expenses type?

3.3 Would the system support a custom ledger for recording beneficiaries of cash-based humanitarian assistance?

4. AMOUNT DIGITS

4.1 What are the maximum digits and decimal places for transactions?

4.2 Are digits expandable or fixed?

5. TRANSACTION TEMPLATES

5.1 Are there pre-set transaction templates aligned to accounting codes in order to minimise data entry, errors and duplication. Does the system define templates transactions?

6. CHART OF ACCOUNTS DEFINITIONS

6.1Does the system have a robust chart of accounts structure that can allow creation of custom chart fields?

6.2 If yes, what are the dimensions?

7. REPORTING

7.1 Can the system provide standard reports such as Trial Balance, income and expenditure Accounts, Cash flow statement and Balance sheet. Can the system generate graphic reports for both the standard and customised types?

7.2 Can the system provide options for customizing other required non-standard reports?

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7.3 How easy and flexible is the system customization process? Can the process be locked to specific rights?

7.4Does the system have the ability to create periodic reports that automatically pull the right periods based on a user-specified time dimension e.g. Year To Date, Quarter To Date actuals, budgets, forecasts?

7.5 Can the system export reports to Spreadsheet, and PDF?8. AUDIT TRAIL

8.1 Can the system provide comprehensive audit trails on all activities related to using and accessing the system? If it can, kindly indicate how the audit trails are accessed?

8.2 Are there safeguards to ensure that the audit trail cannot be altered or modified by any user including the administrators?

8.3In the audit trail, can the system capture: any action taken on a record (view, post, modify, delete), the user taking the action, the time and period when the action was taken?

9. ACCOUNTING PERIOD

9.1 Can the system maintain ledgers by 12 periods per annum including a 13th period for yearend adjustments?

10. SYSTEM EXPANSION

10.1 Can the system be expanded in a controlled manner to meet organisation growth? Is the scalability at an additional cost or at the initial cost?

10.2 Can the system manage semi-autonomous branches of the National Society and consolidate at year-end?

11.BUDGETING MODULE

11.1 Does the system come with a budgeting module?

11.2 Does the budgeting module support unlimited budgets per department, per project, per donor with a final consolidated version?

11.3 Does the system support multi-year budgets?

11.4 Does the system allow the preparation of summary budgets and detailed budgets?

11.5 Does the budget module allow budget versus variance analysis report?

12. SYSTEM SECURITY

12.1 Does the system have comprehensive features such as User log-on ID and password, system function access control and report access controls?

12.2 Does the system have varied user rights access?

12.3Are the administrators the only authorised persons to allocate user access rights, add or remove users, assign specific user rights?

12.4 Does the system allow administrators to: restrict access to certain files, restrict access to particular functions such as: delete, modify, update

13. SYSTEM FIT

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13.1 Can the system meet the key requirements of SARC?

13.2 Does the system have automatic updates?

14. COST

4.1 What will be the total cost of the system?

i) At module levelii) Annual Licensing costs per useriii) Annual maintenance costsiv) Upgrade costs

14.2 ‘What is the percentage discount given to a registered charity?’

14.3 Is the ongoing cost of the system (main., support etc.) affordable?

15. LOCAL/IN COUNTRY SUPPORT

15.1 Is local (in -country) support to SARC available whenever needed?

15.2 If yes, how do you rate the reliability and accessibility of the system local (in – country) support? (ratings 1-10 and one (1) being the best).

15.3 If no, does the system have any regional support offered by the system local vendor?

15.4 1 How many hours of initial training support does the vendor offer? Are these hours inclusive of the customization process? How long will the initial free support last? Will the support cover changes to the software design?

16. LANGUAGE

16.1 Is the system operating on a multi-language platform (preferably English and Arabic? Can the reporting function be locked to English only?

17.PETTY CASH & CHEQUE PROCESSING MODULE

17.1 Does the system support direct petty cash management? If yes, does it produce off the system receipts and payment vouchers?

17.2 Can the system print cheques directly when processing payments?

18.ASSET MANAGEMENT

18.1 Does the system have asset management module?

18.2 Can this maintain asset control by ability to store physical asset information?

18.3 Can the system maintain all classes of assets (IT, motor vehicles, furniture & fittings, land & buildings)?

18.4 Does the system support depreciation for all classes of assets?

18.5 Can the system allow adjustments to capture revaluation of assets (change the net book value and depreciation value)?

18.6 Does the system have the ability to capture donated assets?

19.BACKUP AND RECOVERY

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19.1 Does the system come with on-site and off-site backup options?

19.2 Does the system allow automated backup and recovery procedures that allow for regular backup of all records and their recovery when needed?

20. REQUIRED IT INFRASTRUCTURE

20.1 What are the infrastructure requirements for the system?

20.2 What is the functionality in areas where there is no internet connectivity?

21. ACCOUNTS PAYABLE

21.1 Can the system automatically generate vendor payments that are due to facilitate data entry and minimise errors?

21.2 Can the system allow payment from different specified bank accounts?

21.3 Can it support VAT processing and administration of different statutory requirements?

21.4 Can the system maintain different supplier accounts allowing one to view multi-year supplier transaction history?

21.5 Can the system allow for scheduling of recurring payments which occur on a regular basis such as utilities, salaries, statutory payments and alert users to automatically generate payment requests?

21.6 Can the system consolidate multiple payment requests to a single payee to be processed by a single request for payment?

21.7 Can accounts payable provide financial transaction data straight to the General Ledger with a transaction reference number that allows one to trace the source documents?

21.8 Can the system support partial payments clearly indicating the amounts of commitment not yet met?

21.9 Can the system generate aging analysis and accounts payable statements?

21.10 Can the system print payment vouchers?

22. TREASURY MANAGEMENT

22.1 Does the system allow to create and close different bank accounts by different bankers?

22.2 Can the system capture bank account details either manually or automatically?

22.3 Can it record unpresented cheques?

22.4 Can it record anticipated future commitments allowing for setting aside of money?

22.5 Can it allow for the posting of separate petty cash transactions? Preferably allowing petty cash to be posted in the currency of transaction and reflected also in the main currency of SARC.

22.6 Does it have the ability to conduct automated bank and cash reconciliations?

23. CONSOLIDATED ACCOUNTING

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23.1 Does the system have the ability to generate consolidated accounts and financial reports?

24. PROJECT ACCOUNTING

24.1 Can the system create unique project ID numbers?

24.2 Can the system assign fund source to each project clearly identifying the donor?

24.3 Can the system assign specific budgets to each project?

24.4 Can the system enable expenditure allocation to each project?

25. ACCOUNTS RECEIVABLE

25.1 Can the system allow the maintenance of various revenue receipts options: cash, cheque, online payments?

25.2 Ability to post payments received partially or in full and updates balances in real time?

26.3 Can it process both individual and batch invoices?

26.4 Can it generate credit notes and apply credit notes to invoices?

26.5 Can it allow for invoices adjustments?

26.7 Can it generate aging analysis and accounts statements?

26.8 Can it record cash/bank receipts and generate cash/bank receipt forms with a unique identifying number?

OTHER MAJOR COMMENTS

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APPENDIX D - TERMS & GENERAL CONDITIONS ON PURCHASING

1. Acknowledgment: A duplicate of the purchase order is attached and marked “Copy for acknowledgment and acceptance of conditions of contract”. Please detach, sign and date this copy and return by registered mail to the British Red Cross Society.

2. Acceptance: No purchase order shall become effective and no contract shall exist until the British Red Cross Society has received from the Supplier their written acceptance of the conditions which govern the PO or contract. This can be accomplished by return of the signed Acknowledgment Copy.

3. Tax Exemption: The Supplier’s price shall reflect any tax exemption to which the British Red Cross Society is entitled by reason of any immunities which it enjoys. If it is subsequently determined that any taxes which have been included in the price are not required to be paid, the British Red Cross Society shall deduct the amount from the contract price or, if it has paid any such taxes, it shall be refunded.

4. Discount: Time in connection with any discounts offered will be computed from the date of receipt by the British Red Cross Society of full documentation as specified by the Purchase Order, contract or Annex thereto.

5. Warranty: The Supplier warrants the goods or services furnished under this Purchase Order / Contract to be fit for their intended use, free from defects in workmanship or materials, and indemnifies the British Red Cross Society against any claims resulting there from. This warranty is without prejudice to any further guarantees that the Supplier provides to the Purchaser; such guarantees shall apply to the subject goods of this Purchase Order / Contract.

6. Inspection: The duly accredited representatives of the British Red Cross Society shall have the right to inspect the goods or services called for under this Purchase Order / Contract at the Supplier’s stores, during manufacture, in the ports or at places of shipment, and the Supplier shall cooperate and provide all facilities for such an inspection. The British Red Cross Society may issue a written waiver of inspection at its discretion. Any inspection carried out by representatives of the British Red Cross Society or any waiver thereof shall not prejudice the implementation of any other relevant provisions of this Purchase Order / Contract concerning obligations subscribed by the Supplier, such as warranty or specifications.

7. Packing: The Supplier shall pack all goods with new sound materials and with every care in accordance with normal commercial standards of export packing for the type of goods specified herein. Such packing materials used must be adequate to safeguard the goods while in transit. The Supplier shall be responsible for any damage or loss which can be shown to have resulted from faulty or inadequate packing.

8. Export License: The Purchase Order / Contract is subject to the obtaining of any export license or other governmental authorisation which may be required. It shall be the responsibility of the Supplier to inform the British Red Cross Society beforehand of such restrictions and obtain such license or authorisation, but the British Red Cross Society will use its best endeavors to assist. In the event of refusal thereof, the Purchase Order / Contract will be annulled and all claims between the parties automatically waived.

9. Force Majeure: Force majeure, as used herein, shall mean acts of God, laws or regulations, industrial disturbances, acts of the public enemy, civil disturbances, explosions and any other similar cause of equivalent force not caused by, nor within the control of either party, and which neither party is able to overcome. As soon as possible after the occurrence of the force majeure and within not more than 15 days, the supplier shall give notice and full particulars in writing to the British Red Cross Society of such force majeure if the Supplier is thereby rendered unable, wholly or in part, to perform his obligations and meet his responsibilities under this Purchase Order / Contract. The British Red Cross Society shall then have the right to terminate the Purchase Order / Contract by giving in writing seven days notice of termination to the Supplier, and the Supplier shall return any deposit paid by the British Red Cross Society.

10. Default: In case of default by the Supplier, including but not limited to failure or refusal to make deliveries within the time limit specified, the British Red Cross Society may procure the goods or services from other sources and hold the Supplier responsible for any excess costs occasioned thereby. Furthermore, the British Red Cross Society may by written notice terminate the right of the Supplier to proceed with the deliveries, or such parts thereof as to which there has been default.

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11. Conformity with Specifications: In the case of goods purchased on the basis of specifications the Supplier warrants their conformity. The British Red Cross Society shall have the right to reject the goods or any part thereof if they do not conform to specifications. In case of non-conformity the Supplier may in consultation with the British Red Cross Society propose a suitable alternative.

12. Disputes-Arbitration: Any claim or controversy arriving out of this Purchase Order / Contract, or to the breach, termination or invalidity thereof shall be settled by arbitration to the exclusion of national jurisdiction in accordance with the rules governing arbitration as set out by the United Nations Commission on International Trade Law as at present in force, subject to such modification as the parties may agree in writing. The parties agree to be bound by any arbitration award rendered in accordance with this paragraph as final adjudication of any such claim or controversy.

13. Privileges and Immunities: Nothing contained in this Purchase Order / Contract shall be deemed a waiver, express or implied, of any privilege or immunity which the British Red Cross Society may enjoy, whether pursuant to existing conventions or agreements.

14. Assignment: The Supplier shall not assign, transfer, pledge or make other disposition of this Purchase Order / Contract or any part thereof or of any of the Supplier’s rights, claims or obligations under this Purchase Order / Contract except with the prior written consent of the British Red Cross Society.

15. Bankruptcy: Should the Supplier file any petition for bankruptcy, or should the Supplier make a general assignment for the benefit of its creditors, or should a receiver be appointed on account of the Supplier’s insolvency, the British Red Cross Society may under the terms of this Purchase Order / Contract, terminate the same forthwith by giving the Supplier written notice of such termination.

16. Advertising: Unless authorised in advance in writing by the British Red Cross Society, the Supplier shall not advertise or otherwise make public the fact that he is a Supplier to the British Red Cross Society and / or any National Red Cross or Red Crescent Society, or use the name, emblem or official seal of the British Red Cross Society and / or any National Red Cross or Red Crescent Society, or any abbreviation of the name of the British Red Cross Society and / or any National Red Cross or Red Crescent Society for advertising purposes or any other purposes.

17. Officials Not to Benefit: The contractor represents and warrants that no official of the British Red Cross Society has been, or shall be, admitted by the contractor to any direct or indirect benefit arising from this contract or the award thereof. The contractor agrees that breach of this provision is a breach of an essential term of this contract.

18. Amendments: No changes I or modifications to this Purchase Order / Contract shall be valid unless mutually agreed between both parties and confirmed by an official amendment.

19. Notice: Service of any notice shall be deemed to be good if sent by registered mail, telex, fax or cable to the addresses of both parties, set out in the heading of this Purchase Order / Contract.

20. Jurisdiction: This Contract is considered to be concluded in London, UK.

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APPENDIX E - SUPPLIER REGISTRATION FORM

Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire. All bidders should completely fill up this form. If found blank then the bidder's tender shall not be included in the Final Evaluation

1. NAME OF COMPANY:

Mailing AddressCountry:

Contact Person (s)

Telephone No Fax:

Email

Website

Owner(s) Name(s):

Nationality:

Citizenship Number, place of issue and Date:

VAT Number

Date of Registration of VAT

Recent Tax Clearance Date:

Recent Tax Paid Amount:

2. TYPE OF ORGANISATION: (Please check)

Proprietor ( ) Partnership ( ) Non-Profit Organisation ( )

Pvt Limited Liability Company ( ) Public Limited Liability Company ( )

Other ( ) Please explain:

Year Established: Under the laws of

Quoted on the Stock Exchange

Please attach copy of registration certificate

3. TYPE OF BUSINESS: (Please check)

Manufacturing ( ) Construction ( ) Trading ( ) Consultancy ( )

Service Provider (e.g. transport, warehousing, quality control, etc.) ( )

Other ( ) Please explain:

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Please describe your company's major business activity:

Please indicate on point no 8 below the main commodities/services your company offers.

4. SIZE OF BUSINESS:

Please provide a copy of your latest audited financial statements.

Turnover (last financial year) Ended: __/__/__ GBP

(previous financial year) Ended: __/__/__ GBP

Annual Reports from last three years.

No. of Employees: No. of Branches:

No. of International Offices:

Location of Factories:

No. of Plants:

No. of Warehouses

5. AFFILIATED/HOLDING/ SUBSIDIARY COMPANIES:

Please attach an organisation chart

Name Address Nature of Affiliation

6. PERSONS AUTHORISED TO SIGN BIDS, OFFERS AND CONTRACTS

Name Position Telephone/Fax

7. BANKING INFORMATION:

Name:

Address:

Account Number:

Credit Line Facility (Attach original letter from bank):

8. List of Supplies and Services ProvidedGOODS □ Agricultural Produce □ Meat, fish, fruit, vegetables, oils and fats

□ Dairy Products □ Grain mill products

□ Textiles, fabrics □ Fabrics, wearing apparel

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□ Leather products, footwear □ Wood, wood products

□ Paper, paper products □ Refined petroleum products

□ Pharmaceutical products and vaccines□ Chemical products, rubber and plastic products

□ Glass and glass products□ Furniture, other non-metal goods not listed elsewhere

□ Fabricated metal products not machinery and equipment

□ Machinery, general purpose

□ Machinery, special purpose□ Office, accounting, and computing machinery

□ Electrical apparatus, telecommunications equipment

□ Audio-visual equipment

□ Medical appliances, precision equipment

□ Transport equipment

SERVICES

□ Architecture, engineering, construction □ Water resources

□ Maintenance and repair services □ Legal services

□ Financial services and insurance □ Trade and business services

□ Transportation, storage and materials handling

□ Information technology

□ Office support, printing, small parcel services

□ others

Please note that the above list is not exhaustive. Rather, it represents those goods and services which we are most likely to require.

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APPENDIX F - PAST EXPERIENCE OF SUPPLY

Minimum 3 recent years (if available) and at least contracts / amounting USD 20,000 of relief or similar items with supporting documents / evidence

S.No Material Description / Type Organization / Customer Unit QuantityTotal Contract Value

(In USD)

Date

(DD/MM/YYYY)

when delivered

1

2

3

4

5

6

7

8

9

10

11

12

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13

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APPENDIX G - LETTER OF AUTHORIZATION

(For representation, Negotiation, dealing contract signature and others)British Red CrossUK Office44 MoorfieldsLondon EC2Y 9AL

United Kingdom

+44 2071 3879 00 44

Dear Sir/Madam

We, M/S _____________________________________________________________________

hereby authorize Mr. / Ms. _________________________________________________________ to

represent, deal, negotiate, sign the contract on our behalf for the tender reference no.

SYR/WW1/2017. His/her details and specimen of signature are as below:

On behalf of Authorized Person

Name: Name:

Designation: Designation:

Cell / Tel No: Cell / Tel No:

Email ID: Email ID:

Dated: Dated:

Signature & Stamp:

Signature & Stamp:

APPENDIX H - CORPORATE SOCIAL RESPONSIBILITY AND OTHER REQUIREMENTS:

A) SOCIAL STANDARDSSuppliers working with the British Red Cross must commit to respect internationally recognized human rights principles and labour standards, Suppliers or service providers must:

(a) Conduct their business in respect of fundamental human rights and be in no way complicit in human rights abuses

(b) Uphold the abolition of all forms of forced labour

(c) Uphold the effective elimination of child labour

(d) Uphold the elimination of discrimination in respect of employment and occupation

(e) Guarantee a safe working environment for employees

B) ENVIRONMENTAL CONSIDERATIONSWhenever possible and economically viable, the British Red Cross shall seek to procure goods and services that lessen the burden on the environment. The supplier’s environmental performance shall be based on the following criteria:

(a) Environmental policy, committing the supplier to reduce environmental impacts

(b) Resources dedicated to environmental management (dedicated function or team)

(c) Implementation of an environmental management system

C) BUSINESS ETHICS: Suppliers are expected to maintain the highest degree of business ethics when working or seeking to work with the BRC.

D) TRANSPARENCY OF INFORMATION PROVISION: Suppliers shall not be involved in any fraudulent activities, misrepresent information or facts for the purpose of influencing the selection and contract-awarding process in their favour.

E) FAIR COMPETITION: Suppliers shall not be involved in any corrupt, collusive or coercive practices.The supplier shall represent and warrants that no official of the BRC has been, or shall be, admitted by the supplier to any direct or indirect benefit arising from the award of the contract.

When performing on behalf of or at any time representing the BRC, the supplier and all individuals assigned by it to perform works or services, shall act in a manner consistent with the fundamental principles of the International Red Cross and Red Crescent Movement.

By participating in the tender, submitting the bid and having being selected as a Supplier, the supplier acknowledges their acceptance of the above stated requirements and shall be held responsible and liable for the consequences of any false or misrepresented information provided.

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APPENDIX I - ENVIRONMENTAL AND CARBON REDUCTION POLICY

1) BACKGROUNDThe environment in which we work and live has never been subjected to as much change as it is now experiencing. Population growth, use of finite resources and greenhouse gas emissions from human activities are taking their toll in many ways not least of all through climate change and pollution. Unfortunately, as we see in our international work, it is often the poorest and most vulnerable communities who are hardest hit by climate change, although in recent times we’ve seen some extreme conditions here at home too. World temperatures continue to rise* as greenhouse gas concentrations in the atmosphere increase and pollution through waste generation continues.The British Red Cross, as part of the International Red Cross and Red Crescent Movement, is committed to reducing the environmental impact of operations and will ensure that all is done to mitigate climate change and the adverse impact this has on the world. We are committed to complying with applicable legislation in all the jurisdictions where it operates and will share achievements with all stakeholders in and outside the organisation.

This policy has been produced in line with, and should be interpreted in the light of, our organisational values: compassionate, courageous, inclusive and dynamic.

The British Red Cross policy statement on carbon emissions is:

There is strong consensus within the scientific community that climate change is occurring and is caused by human activity. The British Red Cross is therefore taking steps to reduce its own carbon emissions. This makes good sense environmentally and economically.

2) OUR AIMThe British Red Cross needs to balance environmental commitments with other considerations such as UK and international emergency response operations, financial constraints and response to the humanitarian imperative. It is nonetheless our aim to ensure that our environmental commitments become an integral part of our day to day activities and that we operate in an environmentally responsible manner including reducing waste and making further reductions in our carbon emissions from heat, power and travel.* Source NASA

3) OBJECTIVES The aim of this policy is for the British Red Cross to control its impact on the environment through the following objectives:

3.1 Minimise our contribution to pollution by reducing our carbon emissions and waste together with reusing and recycling wherever possible

3.2 Assess the adverse effects our operations/partnerships may have on the environment and seek ways to minimise them

3.3 Introduce into our procurement practice supplier selection criteria based on a minimum environmental standard

3.4 Promote environmental awareness to all stakeholders including the induction of new staff and volunteers

3.5 Monitor, report and reduce carbon emissions specifically from heat, power and travel

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Management and all those in a supervisory role have the responsibility for implementing the policy and should ensure that environmental issues are given adequate consideration in the planning and execution of operations.

We will achieve the objectives through the following activities:i. Selecting the most appropriate form of travel taking in to account carbon emissions as well

as other business factors and only travel when necessary (objective 3.1, 3.2, 3.5)

ii. Ensuring that our buildings are operated in such a manner so to optimise use and reduce emissions through control of heat and power (objective 3.1, 3.2, 3.3, 3.5)

iii. Reducing waste through control of packaging for bought in goods (objective 3.1, 3.2)

iv. Recycling all appropriate waste such as paper, card, metals and plastics (objective 3.1, 3.2)

v. Ensuring that the induction process for new starters contains information about this policy and obligations to adhere to it (objective 3.4)

vi. Challenging behaviour of others who act in a manner contrary to the spirit of this policy (objective 3.1, 3.4)

vii. Implementing a central reporting mechanism to allow senior management to be informed about environmental issues within the organisation and achievements made in mitigating the overall environmental impact (objective 3.2, 3.5)

viii. Expanding the availability and use of new technologies to allow for changes in behaviour particularly around travel, e.g. greater use of video conferencing and expand the ‘virtualisation’ of IT systems (objective 3.1, 3.2)

ix. Including in supplier selection and review criteria minimum environmental standards expected of current and future suppliers for bought in goods and services (objective 3.1, 3.3, 3.4, 3.5)

x. Providing quarterly reports for each business unit showing carbon emissions generated from electricity, gas and travel (objective 3.2, 3.5)

xi. Introducing environmental impact assessments (EIA) for mainly international operations/projects where a potential increase risk of detriment to the environment has been identified and report on such assessments in our Annual Report and other such media outlets (objective 3.1, 3.2, 3.4, 3.5)

4) CONTRACTED SERVICESThis policy can be shared with external stakeholders including members of the public and commissioners. Where applicable, the British Red Cross will comply with commissioners’ environmental/carbon reduction polices and infinitives.

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APPENDIX J - ETHICAL PURCHASING POLICY

1 Introduction/background

1.1 The British Red Cross and Red Crescent Movement seek to mobilise the power of humanity so that individuals and communities have the capacity to prepare for, deal with and recover from crisis.

1.2 British Red Cross purchases a large range of goods and services for its work in the UK and Overseas. As the global market expands our purchasing decisions have to include consideration of the wider social and environmental impact. It is important to demonstrate responsible sourcing in supply chains and subcontracting relationships.

1.3 The purchasing policy with its emphasis on the use of national contracts promotes a co-ordinated approach to purchasing that assists with the move towards ethical procurement

2 Policy for ethical purchasing

2.1 This policy has been produced in line with, and should be interpreted in the light of our organisational values: compassionate, courageous, inclusive and dynamic.

2.2 It is British Red Cross policy to test proactively all procurement contracts or suppliers of £25K or more over a one year period against the following ethical standards and to apply ethically sound judgments to procurement and contracts of less than £25K.

Ethical standards

We aim to purchase goods and services that are produced in acceptable working conditions without abuse or exploitation of individuals or the environment.

British Red Cross will commit to pay our suppliers within agreed terms British Red Cross will not source the cheapest labour and goods at the expense of social and

environmental responsibility. The criteria outlined below will form part of the evaluation for a new supplier.

We would expect that none of our relationships for goods and services, whether the relationship represents a one-off transaction or is long-term in nature, would:

a) Be seen to run counter to British Red Cross’ charitable objects and fundamental principlesDamage the reputation of the Charity

a supplier organisation’s core business (over 20% turnover) should not:

I. Manufacture or sell arms.

II. Manufacture or sell tobacco

III. Damage the reputation of the Red Cross name and/or emblem

Labour standards

British Red Cross expects its suppliers to be committed to continuous improvement in labour standards based on the conventions of the International Labour Organisation (ILO). The British Red Cross aims to procure goods and services that are produced and developed in circumstances where:

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i) Employment is freely chosenii) Freedom of association and the right to collective bargaining are respectediii) Working conditions are safe and hygieniciv) Child labour shall not be usedv) Living wages are paidvi) Working hours are not excessivevii) No discrimination is practisedviii) Regular employment is providedix) No harsh or inhumane treatment is allowed

Environment

British Red Cross expects its suppliers to comply with all statutory and legal requirements relating to the environmental impact of their business. British Red Cross will work in partnership with its suppliers to provide goods and services with the minimum adverse environmental impact.

Carbon Management

The British Red Cross recognises that climate change is occurring as a result of human activity and is involved in humanitarian relief as a direct result of such activities. It is therefore incumbent on the British Red Cross to monitor and reduce its own carbon emissions and encourage its suppliers to do likewise. In keeping with this suppliers are expected to produce evidence of their own emissions and provide details of how they manage and actively reduce them. The British Red Cross can assist suppliers in developing policies that facilitate the monitoring, control and reduction of emissions.

Legal requirements

Suppliers should always work within the laws of their country.

Systems

In addition to the currently approved screening processes British Red Cross has joined a non profit making organisation called Sedex, who enable business to collect, manage and analyse data from their suppliers. Sedex stores information on ethical and responsible practices covered by ILO Conventions, ETI Base Code, SA8000, ISO14001 and industry specific codes of conduct. The analysis tool provided by Sedex assesses risk.

3 Responsibilities

3.1 It is the responsibility of any person who enters into a purchasing relationship with a supplier or signs a contract for the supply of goods and /or services to ensure that due diligence is undertaken in respect of the supply chain and activities of the supplier.

3.2 British Red Cross will monitor the outcome of risk assessment from the screening process and recommend an audit where appropriate. Reports on progress will be made to the Ethical Review Panel

3.3 The British Red Cross helps people in crisis whoever and wherever they are. British Red Cross acknowledges that where the aims of this policy are incompatible with humanitarian work of

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responding to emergencies and saving lives then British Red Cross will purchase its requirements from the most appropriate available source.

3.4 If there are concerns identified from the assessment these will be referred to the Ethical Review Panel for decision.

4 Maintenance of the policy

4.1 The Ethical Purchasing Policy will be owned by the Director responsible for Procurement. This policy will be reviewed every two years with the Ethical Review Panel.

5 Risk management

5.1 The purpose of the ethical purchasing policy is to protect the reputation of the British Red Cross in accordance with Section 5 of the 2009 Risk Register (REDX034305).

6 Related policies

6.1 Ethical funding and partnerships policy

6.2 Ethical funding practice and guidance

6.3 Carbon reduction policy

6.4 Purchasing policy

7 Procedures

7.1 Practice and guidance on implementation of the policy will be available on RedRoom including a check list for supplier evaluation, contact details for Sedex and further definition of labour standards when the policy is approved by the Board of Trustees.

8 Recommendation

8.1 The Ethical Review Panel and the Purchasing team recommend that we implement this Ethical Purchasing Policy to enhance the organisations corporate and ethical responsibility agenda.

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APPENDIX K - CODE OF CONDUCT FOR IAPG AGENCIES AND SUPPLIERS

Suppliers and manufacturers to Non-Governmental Organisations (NGO’s) should be aware of the Code of Conduct initiatives that the Inter-Agency Procurement Group (IAPG) support. This information is to advise you, our suppliers, of the Corporate Social Responsibility (CSR) element in our supplier relationships.

Goods and services purchased are produced and developed under conditions that do not involve the abuse or exploitation of any persons.

Goods produced and delivered by organisations subscribe to no exploitation of children Goods produced and manufactured have the least impact on the environment

Code of Conduct for Suppliers:Goods and services are produced and delivered under conditions where:

Employment is freely chosen The rights of staff to freedom of association and collective bargaining are respected. Living wages are paid There is no exploitation of children Working conditions are safe and hygienic Working hours are not excessive No discrimination is practised Regular employment is provided No harsh or inhumane treatment of staff is allowed.

Environmental Standards:Suppliers should as a minimum comply with all statutory and other legal requirements relating to environmental impacts of their business. Areas to be considered are:

Waste Management Packaging and Paper Conservation Energy Use Sustainability

Business Behaviour:IAPG members will seek alternative sources where the conduct of suppliers demonstrably violates anyone’s basic human rights, and there is no willingness to address the situation within a reasonable timeframe.IAPG members will seek alternative sources where companies in the supply chain are involved in the manufacture of arms or the sale of arms to governments which systematically violate the human rights of their citizens.Qualifications to the statementWhere speed of deployment is essential in saving lives, IAPG members will purchase necessary goods and services from the most appropriate available source.DisclaimerThis Code of Conduct does not supersede IAPG Members’ individual Codes of Conduct. Suppliers are recommended to check the Agencies’ own websites.

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