(RFP) for physical and digital data management systems – Entrepreneurial Solutions Partners (ESP)

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Request for proposals (RFP) for physical and digital data management systems

Entrepreneurial Solutions Partners (ESP)

Proposal Submission Deadline: Friday, February 19th @ 7 PM

ESP is an Intelligent Capital firm focused on high-growth entrepreneurs in underserved African countries. "Intelligent Capital™" is the right mix of skills and capital needed for entrepreneurial success and economic growth. Our key services include:

  • Scaling ventures at various stages via entrepreneurial competitions and incubation and acceleration programs;
  • Generating insights by leading studies and providing consulting services for sustainable development;
  • Financing high ventures with direct investment or facilitating capital raises.

 ESP is publishing this RFP to seek quotations from appropriately qualified and experienced consultants/suppliers for the provision of the services - document reorganization, scanning, archiving and document destruction - detailed in the following section.

ESP Data Management Goals                                                                                                

ESP requires data management services for storage of data that will have various types of information: clients’ personal information, information on their products and survey data. We need a service provider who has the capability of sorting and storing physical documents; and scanning and storing digital documents. And when needed, the provider would proceed with the destruction of these documents.

The aim of document reorganization, Scanning, Archiving and Document Destruction exercise is to introduce new efficiencies on file recording, storage, identification and accessibility of documents. Proper sorting and arrangement of these documents to free up spaces.

Scope of work

The scope required includes but not limited to the following below;

  • Document pick up at clients’
  • Sorting of a document according to classes
  • Classification of the document
  • Arrange documents into archive boxes
  • Indexing (providing list of documents in each box)
  • Stacking on racks in the archive
  • Scanning of Documents
  • Provide a list of documents to be destroyed (Sort documents with transaction tickets into boxes depending on the retention period specified)

More specifically,

Physical storage

We conduct on behalf of our clients, projects, studies and competitions at national and international levels. During these engagements, we collect information from various groups of stakeholders and clients’ consumers on their perspectives on various issues, their economic backgrounds, their personal details, their contact information, etc. We will need these documents securely stored for a period. These physical documents should be made available on-demand in a timely manner.

Digital Scanning and Storage

In addition to the physical storage, we will require these documents to be digitally scanned and stored in a searchable format. We expect the service provider to provide the storage space for the digital copies.

Document destruction

Physical documents that are no longer required to be in storage will need to be shredded and sustainably discarded.

Response Requirements

  1. Company Profile and point of contact
  2. Name of the business, contact person, and contact information:

Provide physical location(s), address, telephone, mobile telephone number, e-mail address, and web address of the firm.

Please provide information on the nominated point of contact for this RFP






b. Statement of ownership: Describe the type of business entity (sole proprietorship, corporation, LLC, or other), and list the majority and minority owners.

c. List of subcontractors and affiliates. If applicable, provide subcontractor company name, contact person, address, and telephone number, and intended percentage of work to be performed by any subcontractor.

II. Qualifications

a. Provide a brief description of your firm, including its founding and history; number of employees; service areas; and, awards, certifications or other forms of recognition.

b. Provide a description of your work processes for Physical Storage, Digital scanning & Storage, Document Destruction & Discarding.

c. Special Consideration: Can your firm offer any other value-added services to the 3 mentioned above? If yes, kindly outline them.

d. Special consideration: Describe why and how your firm is uniquely positioned to serve as ESP’s data management services provider.

III. Experience and ability to offer these services

a. Describe the approach your firm would undertake to successfully complete the tasks described in the Scope of Work

b. Provide your maximum box storage capacity. State all measures in place to ensure the safety and anonymity of stored documents.

c. Provide a minimum of three (3) client references.

d. Provide a list of personnel who would be assigned to ESP’s work, along with their credentials and experience.

VI. Pricing

Provide a schedule of fees for all relevant services described in the Scope of Work including the cost of sorting and packing, transportation, physical storage, scanning, digital storage, physical and digital retrieval, document destruction, etc.

Fees template




Unit Prices

Total cost


Sorting of document





Destruction of Documents beyond the retention period





Arrangement of documents into archive boxes and indexing





Scanning of Documents




Document Scanning


Unit Price

0 - 500,000


500,001 - 1,000,000


1,000,001 - 5,000,000


5,000,001 - 10,000,000


Please provide information on available payment options: pay-as-you-go, package, subscription payment options, etc.


Kindly direct any questions regarding this RFP to no later than 7:00 pm local time on Sunday, February 16th, 2020 via email only, at info@espartners.co. Answers to all questions received by this deadline will be sent via email within 24 hours.

Telephone calls, faxes and/or requests for a solicitation will not be accepted or acknowledged.

Protocols for preparing and delivering responses to this RFP


Responses to this RFP must be submitted electronically to ESP by Tuesday, February 18th at 7 PM. Responses must be submitted to info@espartners.co  with “Rwanda - RFP Submission for Data Management Services” as the subject line.


Submissions should consist of one document in either Microsoft Word or PDF format and should contain all required information according to the format outlined in the “Response requirements” section above. Any other supporting documents you deem as appropriate may be included as a separate document. Supporting documents cannot however be submitted in lieu of the required format outlined above.


It is the responsibility of the bidder to provide all the required materials in the proposed format. Failure to do so may result in your proposal being delayed or not considered.


Awarding Contract


ESP reserves the right to alter the timing of the start of any work described above, to not proceed with some or all the work, and to contract with more than one vendor for services described within this RFP. ESP reserves the right not to award a contract for this RFP, and will not reimburse the cost incurred by bidders who respond to this notice.


Anticipated Selection Schedule




RFP Distributed

February 10th, 2020

Question & Answer Period

Until February 16th 2020 @ 7 PM

Proposal Due Date

February 18th 2020 @ 7 PM


Week of February 24th, 2020

Contractor Selection

Week of March 26th, 2020

Commencement of contract

To be decided with a contractor