Provision of Archiving System for Rwandair

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October 21st, 2019                                                          

Ref: WB/Central secretariat/…./………

Dear Sir/Madam,

 REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF ARCHIVING SYSTEM FOR RWANDAIR

 RwandAir is a fast-growing national carrier for the Republic of Rwanda which has expanded its fleet operation and has strategies to expand wings beyond Africa in order to be responsive to customer needs and expectations.

In line with the above expansion strategy, RwandAir is planning to revamp its archiving system.

 It is against the above background that RwandAir wishes to request qualified service providers to submit their Bids for the provision of the Archiving system to RwandAir.

TERMS OF REFERENCE

 Purpose of outsourcing the service

RwandAir is looking for a record and management company to sort, organize, index and store documents. 

Objectives of the Service to be provided

  • Understand the specific user requirements and expectations of RwandAir regarding physical storage of existing documents;
  • Propose a solution for physical records management;
  • Create Improved security control of information resources;
  • Customize workflows based on RwandAir user’s record usage.
  • Improve RwandAir access to hardcopy records

 The Service Provider should have the following:

  • At least more than 12 months of operations, with a proven track record of successfully completed projects in Rwanda.
  • Records Centre to have enough capacity to accommodate actual and next 10 years RwandAir’ s hardcopy records
  • Restricted access to the premises
  • Fire prevention and intrusion protection systems in place
  • 24-hour retrieval services available
  • Experienced teams with a minimum of 5 years’ experience in records management regionally or globally
  • Directly or by their holding company to be a member of an internationally recognized records management body.
  • At least 3 recommendations for successfully managing records for companies within Rwanda.

Deliverables

  • Provide an inventory of all existing documents within the record center
  • Provide retrieval systems for all stored records
  • Provide Operations and Training Manuals as well as train relevant staff.
  • Takeover all documents into a high-level secure record center

The following documents must be submitted in one envelope;

  • The financial and Technical offer should be signed, dated and stamped.
  • Copy of trading License
  • Tax Clearance Certificates
  • RSSB certificates
  • Company profile, Shareholders if any

Bids submission shall not be later than November 20th, 2019 at 10:00 GMT or 12 pm Kigali time.

The offers should be put in sealed envelopes with the following company address on top:

 

 THE CENTRAL SECRETARIAT

RWANDAIR

P.O.BOX 7275 Kigali-Rwanda

TENDER REFERENCE N°120/WB/10/2019-2020

EMAIL: procurement@rwandair.com;

 However, RwandAir reserves the right of canceling this tender any time before a contract is signed.

Sincerely,

 

Yvonne MANZI MAKOLO

Chief Executive Officer

RwandAir