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(EoI) SAGE Software Evolution

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Expression of Interest (EoI) SAGE software evolution

Introduction

 The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).

1.    GENERAL INFORMATION

1.1  Brief information on the project

Since December 2018, GIZ, through the regional project co-funded by the European Union (EU) and the German Federal Ministry for Economic Cooperation and Development (BMZ), has supported the efforts of the ICGLR Secretariat to consolidate the peace and stability in the Great Lakes region, by implementing the ICGLR Pact on Security, Stability and its protocols.

 1.2 Information about ICGLR

The International Conference on the Great Lakes Region (ICGLR) is an inter-governmental organization of the countries in the African Great Lakes Region. Its establishment was based on the recognition that political instability and conflicts in these countries have a considerable regional dimension and thus require a concerted effort in order to promote sustainable peace and development.

The ICGLR is composed of twelve member states, namely: Angola, Burundi, Central African Republic, Republic of Congo, Democratic Republic of Congo, Kenya, Uganda, Rwanda, Republic of South Sudan, Sudan, Tanzania and Zambia.

The ICGLR was formed through a PACT signed by the heads of State and Government in 2006 with the key mandate of putting in place mechanisms for enhancing peace, security, political stability and development in the Great Lakes Region. The ICGLR Executive Secretariat was inauguration in May 2007 at its headquarters in Bujumbura, Burundi. Its responsibility is to coordinate, facilitate, monitor and thereby ensure the implementation of the ICGLR Pact in order to attain peace, security, political stability, and development in the Great Lakes Region.

The ICGLR Secretariat which is based in Bujumbura (Burundi) is headed by the Executive Secretary and assisted by the Deputy Executive Secretary with the following divisions;

  • Peace and Security
  • Democracy and Good Governance
  • Economic Development and Regional Integration
  • Humanitarian and Social Issues
  • Gender, Women and Children Affairs
  • Cross-cutting Issues
  • Finance and Administration

In addition to the above directorates, the ICGLR has Regional Centers namely;

  • The Levy Mwanawasa Centre for Democracy and Good Governance in Lusaka. Zambia);
  • The Regional Training Facility (RTF) in Kampala,Uganda;
  • The Joint Intelligence Fusion Centre (JIFC) in Goma, DRC
  • The Extended Joint Verification Mechanism (EJVM ).in Goma, DRC

The above institutions are required to report to the ICGLR Secretariat in order to have a consolidated picture of overall performance of ICGLR. The system should be able to serve the above institutions of ICGLR.

1.3 Current Situation

ICGLR currently uses SAGE Accounting Software 2009 which has been outpaced by the edge of technology and has many limitations in addressing its performance management needs. The ICGLR therefore wishes to update its current Sage accounting software to a newer version.

1.4  Period of Supply and Installation

The contractor will provide the following services:

 Purchase and installation of an updated license version of the SAGE accounting software which is basically an update from the current version of Sage 2009 to the sage 200 Evolution system.

The following activities will be included in the services provided:

  • Purchase of the Sage 200 Evolution version license,
  • Launch of a new database,
  • Migration of existing data to the new database,
  • System design and development as per the specifications and requirements
  • Training of users,
  • Providing user manuals ( both hard and soft copies )
  • Report configuration
  • Ensuring successful system functionality and implementation
  • Implementation handover

These services should be provided in the period from 10th March 2021 to 31st May 2021.

  • Providing after-sale services and systems maintenance for one year from installing date of the license SAGE 200 Evolution.

2. REQUIREMENTS FOR THE OFFER:

2.1 Systems requirements and specifications  

The Sage Evolution 200 Accounting System to be procured and installed should be designed to meet the following ICGLR financial management needs:

Web- enabled and web based system

The system should be web enabled and we-based with strong security protocols in order enable initiation, implementation, and authorization of transactions across the web using internet systems.

Audit Trail

The system should have comprehensive audit trail features to provide clear and indelible trails of all user actions.

 Access Control

The system should have adequate and secure password controls, passwords, roles, and responsibilities for users which are to be uniquely assigned to individual users.

Chart of Accounts

The system should be able to capture the chart of accounts which will maintain posted transactions. In addition, it should have the following features;

(a) an option of defaulting journal batches to specific grants so that users do not always have to specify grants when capturing system entries.

(b) a provision for mapping grants to activities so that only activities belonging to a specific grant are available for choosing when a grant has been specified.

(c) a provision for mapping activities to interventions/ICGLR strategic objectives such that selecting an activity from journals would automatically populate the corresponding intervention/ICGLR strategic objective.

(d) a provision for mapping the chart of accounts to cost categories such that specific cost categories are made available for picking when G/L account is defined.

Grants Management

ICGLR receives funds from Member States and various Development Partners. System should be able to track all revenues once received per state and/or  per development partner and support reporting to them periodically. There should be a module in the system where details pertaining to a grant are registered and the corresponding implementation period recorded.

Planning, Budgeting and Variance Reporting

ICGLR prepares two-year budgets and annual plans that are broken down to monthly, quarterly, bi-annual and annual reports. The system should have a provision for;

(a) Accommodating a two year budget which can be broken down into monthly, quarterly, bi-annual and annual budgets for analytical and reporting purposes

(b) Inputting and reporting on monthly, quarterly, bi-annual and annual and two year basis.

(c) Import and export budgets to excel.

(d) Budgetingby grant/project outputs, implementation period, ICGLR strategic objectives, intervention, and activity and cost category.

(e) Monitoring of funds used for the specific planned activities on a timely and accurate basis.

(f) Budgeting by strategic objective, cost category, project or funding source, intervention or any other specific activity or reporting dimension to satisfy the different requirements for statutory reporting, donor reporting, budgeting and management reporting.

(g) Setting the budget as ceiling amounts for expenses by activities and interventions. This control should be in form of a warning and deterrent.

Multi-currency Facility

ICGLR’s reporting currency is the United States Dollar (USD), but a number of transactions are in local currencies. At the ICGLR Secretariat most transactions are in Burundian Francs. However, its affiliated Institutions which are based in different countries transact in different currencies.  At Goma in DRC there are two centers namely; the Joint Intelligence Fusion Centre and the Extended Joint Verification Mechanism (EJVM ) which majorly transact in Congolese Francs.  The Regional Training Facility (RTF) which is based in Kampala mainly transacts Uganda shillings while the Levy Mwanawasa Centre for Democracy and Good Governance in Lusaka mainly transacts in Zambian Kwacha.   As a result, the system to be designed must have a multicurrency module that is able to translate from one currency to another. The system base currency should be able to report in multi-currency. Each time a transaction is recorded, users should be able to select the transaction currency. Based on a daily foreign exchange rate, transaction amount should be able to automatically convert in reporting currency.

Full Back Up

Recovery and Restore Facilities must be included within the package to enable complete file restoration and recovery in case of power surge or blackout. In addition, there should be a facility for automatic periodic backup and transfer of data to the cloud for secure storage.

Reporting

 The system should have a reporting module for producing the following financial statements either by both single and accumulative periods on a monthly, quarterly, bi-annual and annual basis;

(I) General  and personal ledgers

(II) Cash books

(III) Trialbalances

(IV) Statement of Comprehensive Income (Income and Expenditure Statements)

(V) FinancialStatus ( Balance Sheet)

(VI) Cash Flow Statement

(VII) Statement  of Changes in Equity

(VIII)  Notes to the Accounts

(IX) Budget Performance and Variance Analysis

(X) Performance  by category of projects or planned outputs

(XI) Assets reports

(XII) Inventory  report

There should be a provision of a flexible report writer allowing user to design/customize reports in accordance with other management reporting needs.

Cash Management

The system to be installed should have a cash management application module to be used for;

(a) Managing and controlling cash flows.

(b) Maintaining independent cash books as well as the transactions that pass through the bank sub ledger.

(c) Carrying out comprehensive monthly bank reconciliations.

(d) Determining the cash position as and when required.

(e) Uploadingbank statements for reconciliation within the statement.

(f)  Generating electronic transfer of payment files that may be later uploaded manually to the bank portal to initiate service provider payment.

(g)  Maintaining petty cash and to be able to show running balance always.

(h) Generating  electronic receipts for either printing or emailing to the customers

(i)  Generating cash flow budgets.

Taxation Management

ICGLR is exempted from paying taxes in the host member states. However, some transactions are not tax free such as Pay As You Earn for Local Staff, VAT and others. Financial system to be developed should be able to automatically to cater for various taxes such as withholding tax or Pay As You Earn, Value Added Taxes etc. where applicable, and post them in their relevant Tax Accounts. The system should be able to exclude the VAT before computing the amount to be deducted as withholding tax. The withholding tax payable account should be cleared once the cash has been paid. The system should also have a provision for facilitating transactions without including tax payment.

Supplier Management and Aging Reports

The system should have a provision for recording all suppliers and maintain their details like phone numbers and physical address. System should be able to provide supplier aging reports for the current organization liability.

 Procurement Processes

The system should have a procurement module that facilitates,

(i)  creation  and approval of procurement requisitions, requests and evaluation of quotations, and placement of procurement orders with preferred suppliers

(ii)  Establishment  of credibility in the market place with the ICGLR’s respective suppliers and stakeholders

(iii)  Generate serially numbered procurement requisition vouchers, procurement orders, purchase requisitions and integrate them into the expenditure and stores management systems.

(iv) Once a procurement order is created, the system should create a corresponding commitment entry.

(v)  The procurement process to comply with budgetary control limits set for all levels of procurement requisition and procurement order-initiation, review, and approval.

(vi)  Generation of procurement receipts once goods or services have been received and invoice accrual made upon receiving invoice from the supplier;

(vii) Invocation of warning where invoice amount exceeds Procurement Order or receipt amount or vice versa.

(viii) Users to  be in position to export data from the system to Microsoft excel.

Human Resources Management

The system should be able to generate all information relating to the staff and integrate it with the mainstream financial management system. The Human Resources Module should have an expandable memory to increase the staff numbers and their related information. It should allow for multi-users with different level of security and roles. The system should be able to capture the employee leave days taken in the year as well as capture the running balance. The system should also have a provision of generating electronic file transfer payment files that is later uploaded manually to the bank portal to initiate employees’ salaries and other benefits payment. All users should be in position to export data from the system to excel.

In addition, the system should be able to do the following;

(a)  Intergradethe staff details/particulars into the accounting system such as the staff name, age, sex, date of appointment, salary scale, salary amount date of appointment, date of end of the contract etc. More staff details for incorporation into the system shall be given by the management during the design and installation of the system.

(b) To facilitate a controlled/secured review, amendment, and update (with audit trails and authorization trails) of the payroll on a monthly basis.

(c)  Automated notification messages for end of the contract to the relevant individual staff and to the officer responsible for Human Resources as follows;

LEVELS OF NOTIFICATIONS

TIME OF NOTICE

First notification

Six months

Second notification

Five Months

Third notification

Four Months

Fourth Notification

Three Months

Fifth Notification

Two Months

Sixth Notification

One Month

(d)  Producer staff payroll with all the required details such as the basic salary, allowances, growth salary, salary deductions and the net salary etc. to facilitate payment of salaries;

(e)  Facilitate automated processing and payment of salaries to designated individual bank accounts

(f)  Automated notification messages the staff informing them of the payment of their individual salaries through their mobile phones and/or email addresses .  

(g)  Facilitate automated processing and payment of salary deductions such as social security fund, retirement savings, gratuity saving deductions, taxes etc. through designated bank to the rightful accounts.

(h)  Produce the staff pay slips indicating the salary payment details etc. and email them automatically to the designated email addresses

(i)  intergrade and post the salary payment amount for each month into the payment ledger by charging the designated expenditure item for salaries in the chart of accounts,

Fixed Assets and Inventory Module

The system should be able to capture the organizations purchased fixed assets details such as: description, supplier, code number, date of acquisition, cost, location, user, expected useful life and funding source. The system should be able to capture the organizations purchased inventory, code number, date of acquisition, cost and funding source as well as capture the running balance.

All users should be in position to export data from the system to excel.

Receivables Module

The system should have a provision of tracking advances disbursed by the ICGLR but not accounted for by individuals or entities. It should be able to generate an aging report and send alerts to the relevant staff or institutions and to the relevant Accountant when advances are above 60 days, 70 days, 80 days, 90 days, 100 days, 130 days, 150 days, 180 days, 200 days.

 Inter-account Borrowings

The ICGLR tends to have borrowings across different funds.  There should be an account either within payables or receivables to capture inter-fund or inter-organization transactions. This should allow for a report to be generated every month end to track clearance of these borrowings.

Bank statement reconciliations

This system should have a module which allows for the cash book to be electronically populated when a bank statement is imported and where large volumes of transactions are to be processed. Once verified, the information should be updated to a cash book batch and then to the general ledger. The bank statements should be acquired by using a download facility that is provided by each of the ICGLR bankers.

This module should include the instant processing and coding of accounts once the initial process of assigning recurring coding has taken place, and the process of reconciliation and account coding.

Branch Accounting

ICGLR has affiliated entities in the Democratic Republic of Congo, Uganda, and Zambia which are required to report to ICGLR Secretariat. This system should simplify and streamline the business processes and transactions between all of these entities so that they can easily report to ICGLR by;

(i) Enabling bi-directional synchronization, sharing, and consolidation of data.

(ii) Facilitatingtransactions at the institutional level even if the ADSL lines or virtual private network become unavailable.

(iii)  Increasing productivity as a result of simplified transactions.

(iv) Minimizing potential errors with once-off data capturing.

(v)  Providing full visibility into transaction activities with the complete audit trail, which details transaction histories for the head office and per institution.

(vi) Creatingefficient, cost-effective transactions with affiliate institutions.

Vouching and voucher management

The system should have a module for generation serially numbered payment vouchers, revenue vouchers, and invoice vouchers which will work as accountability documents for all financial transactions. All vouchers for the same transactions shall always have the same serial numbers. However, they shall indicate both the transaction date and print date. In addition printing of vouchers shall be through use of passwords and therefore bear audit trails.

3. QUALIFICATION OF THE PROPOSED PERSONNEL
3.1 Expert 1 Team leader:

3.1.1 General Qualifications

Education:
Master’s Degree in Information Technology or Accounting or Business Management

Professional Experience:

  • 5 years of experience in consultancy of installing accounting software
  • Have at least 5 years of experience implementing Sage Evolution
  • Good knowledge of accounting for non-profit and donor funded projects
  • Working knowledge of Sage Intelligence report writing
  • Solid and proven knowledge of Microsoft SQL databases

3.1.2 Regional experience / knowledge of the country

Knowledge of the countries of the Great Lakes Region, for at least 5 years.

3.1.3 Languages:

Excellent command of English and French

3.2 Expert 2 computer engineer & technical assistant:

3.2.1 General Qualifications
Education:

University Degree in Information Technology or Accounting or Business Management
Professional Experience:

  • 3 years of experience in consultancy of installing accounting software
  • Have at least 3 years of experience implementing Sage Evolution
  • Good knowledge of accounting for non-profit and donor funded projects
  • Working knowledge of Sage Intelligence report writing
  • Solid and proven knowledge of Microsoft SQL databases

3.2.2 Regional experience / knowledge of the country

Knowledge of the countries of the Great Lakes Region, for at least 3 years.

3.2.3 Language:

Excellent command of English and French

4. ADEQUACY OF THE PROPOSED DESIGN

Indicate 1 to 5 objective criteria that will be used to objectively assess the design in the evaluation scheme for the technical part of the tenders and report them to point 2. (4.1 to 4.5) of this scheme.

4.1.1. Concept provided of the whole process

4.1.2. Mastery of accounting - specifically the SAGE tool

4.1.3. Ability to put SAGE's evolution into action

4.1.4. Concept for the accounting data migration with the SAGE tool

4.1.5. Skills in trainings of users of SAGE evolution and specific training concept

4.2   Detailed estimated framework

 (j)  Schedule of work

Item

Description

Days

Location

1

Scoping and Analysis

     2

Remote

2

Design and Build (Customization of software)

   30

Remote

3

Data Migration from Old to New Database

   10

Burundi

4

Testing and Final Preparation

     3

Burundi

6

User Training

     5

Burundi/Remote

7

Go-Live

     5

Burundi/Remote

8

System Maintenance

5

Remote (for 1 year)

 (ii) Activity Costing/ Budget

Fee Days

Number of experts

Number of days per expert

  (Up to)

 

Observations

  • Preparation of assignment

2

2

 

  • Customizing phase

1

30

 

  •  Implementation of software

1

13

 

  • Training & Go Live

2

10

 

  •  After sales service

1

5

For one year

 Mission and travel allowances

Number of experts

Number of days/nights per expert

  (Up to)

 

 

Observations

  • Daily allowance for the country of intervention

2

20

The days don’t have to be separated equally among the experts, including quarantine days upon arrival in Burundi

  • Accommodation allowance for the country of intervention

2

20

The days don’t have to be separated equally among the experts, including quarantine days upon arrival in Burundi

  • Mission and travel expenses (train, private car)

0

0

 

Flights

Number of experts

Number of flights per expert

(Up to)

 

Observations

  • International flights

2

1

Flights in EAC, economy class

  • Domestic flight

0

0

 

Other costs

Number of experts

Quantity per expert

Observations

Visa costs

2

1

 

Purchase of Sage 200 evolution

-

1

 

Note :

In the event of restrictions due to measures to combat the coronavirus / Covid-19 (restrictions on flights and transport, entry restrictions, quarantine measures, etc.), GIZ and the contractor are required to adapt their contractual services in good faith to new circumstances, for example as regards the period of service, the content of the service and, if necessary, the remuneration.

5. Submission of the EoI

EoI will be evaluated based on the following criteria:

  • Individual profile,
  • Relevant experience,
  • Your strategies to assure agility, flexibility and responsiveness,
  • Personnel and,
  • Financial offer.

 The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology, on how will be your approach and complete the assignment. It should be formatted, font type ARIAL, fond size 11, and should be clearly formulated. The offer should be drawn up in English language.
  • The CVs shall not exceed 4 pages.
  • Business /company registration certificate from the country where the company is located
  • References and recommendations of similar works executed in Rwanda

or elsewhere outside of Rwanda.

  • VAT certificate from the country where the company is located

For the Financial Proposal: 

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in USD and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for financial offer) until latest Thursday 04 March 2021 at 4:00 pm, at the front desk of:

 GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

 

Your EoI (technical & Financial in 2 separated files) can be submitted electronically, to this email: RW_Quotation@giz.de

GIZ reserves all rights