P.O. Box 5620, February 14, 2020 Dear Sir/Madam; RE ... · 1.2 Aims and Objectives of the tender...
Transcript of 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
Page 1 of 33
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]
Confidential - KCB Bank Rwanda – Records Digitization
Page 2 of 33
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
COMMISSIONING OF AN INTEGRATED ELECTRONIC DOCUMENTS &
RECORDS MANAGEMENT SYSTEM (EDRMS)
RELEASE DATE: 14th February 2020
LAST DATE FOR RECEIPT OF BIDS: 28th February 2020
Confidential - KCB Bank Rwanda – Records Digitization
Page 3 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 4 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 5 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 6 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 7 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 8 of 33
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
COMMISSIONING OF AN INTEGRATED ELECTRONIC DOCUMENTS &
RECORDS MANAGEMENT SYSTEM (EDRMS)
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 9 of 33
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
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 10 of 33
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
COMMISSIONING OF AN INTEGRATED ELECTRONIC DOCUMENTS &
RECORDS MANAGEMENT SYSTEM (EDRMS)
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 11 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 12 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 13 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 14 of 33
(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
Confidential - KCB Bank Rwanda – Records Digitization
Page 15 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 16 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 17 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 18 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 19 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 20 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 21 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 22 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 23 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 24 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 25 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 26 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 27 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 28 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 29 of 33
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
Confidential - KCB Bank Rwanda – Records Digitization
Page 30 of 33
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;
Confidential - KCB Bank Rwanda – Records Digitization
Page 31 of 33
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:
Confidential - KCB Bank Rwanda – Records Digitization
Page 32 of 33
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.
Confidential - KCB Bank Rwanda – Records Digitization
Page 33 of 33
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.