Supply , Installation and Commissioning of Correspondence Management and Document management System for OFAG

Source: World Bank — Enhancing Shared Prosperity through Equitable Services

                                             Invitation for Bids (IFB)

Name of Country: Ethiopia

Name of Project: Enhancing Shared Prosperity through Equitable Services (ESPES)     Investment Project Financing (IPF) Project

Purchaser: Ministry of Finance and (MOF), Channel One Programs Coordinating Directorate (COPCD)

Contract title: - Supply, Installation and Commissioning of Correspondence Management & Document Management for the OFAG system

IDA Grant.: -D2290-ET

RFB No: ET-MOFEC-COPCU-334166-GO-RFB

1. This Invitation for Bids (IFB) follows the General Procurement Notice (GPN) for this project that appeared in UNDB online on WB -P501096-03/20.
2. The Federal Democratic Republic of Ethiopia has received financing from the World Bank toward the cost of the Enhancing Shared Prosperity through Equitable Services (ESPES) Investment Project Financing (IPF) Project and intends to apply part of the proceeds toward payments under the contract Supply, Installation and Commissioning of Correspondence Management & Document Management for the OFAG system RFB No: ICB-ET-MOFEC-COPCU-334166-GO-RFB

1. The Ministry of Finance (MOF) serves as the implementing agency for the project and now invites sealed bids from eligible Bidders for Supply, Installation and Commissioning of Correspondence Management & Document Management Solution for the OFAG system.

  Scope of the Project

• To streamline the Correspondence Management & Document Management process to have faster approval process leading to business growth.
• To enable the workflows processes through the automation which will lead to timely approvals activity, Storage of all correspondence/file/memo/fax/letters, Indexing and storage of all documents that will reduce the TAT and SLAs.
• For deeper insights into each process through real time business activity monitoring, analytics to ensure lower defects, content and resource optimization through audit trails and dynamic resource allocation.
• Provide on job training to the technical resources that supplied software
• Supply and Implementation of Correspondence & Document Management infrastructure

1. Bidding will be conducted through Open International competitive procurement using Request for Bids (RFB) as specified in the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 and  revised 2017 and August 2018  (“Procurement Regulations”), and is open to all eligible Bidders as defined in the Procurement Regulations, that meet the following minimum qualification criteria:-

• Minimum of 6 years’ experience in Information Technology and related businesses in the country.
• Minimum 3 experiences in the supply and implementation of similar size and complexity of Solutions.

• Must have undertaken at least three (3) successful (i.e. signed off and accepted as a fully operational system) implementations of successful completion of similar (Audio and Video Conference Solutions) projects during the last 5 years.

• The bidder must be financially stable, with a minimum average annual turnover of Three Hundred fifty Thousand United States Dollars (US$250,000.00), calculated as total certified payments received for contracts in progress or completed, within the last three (3) years. In case of a Joint Venture, the turnover requirement should be fulfilled jointly by the partners. Bidders must have capacity to have a cash flow amount of US sixty-five thousand ($ 65 000.00) or equivalent. As a proof of financial stability, Bidders (and in the case of a joint venture all partners) must submit audited financial statements or if not required by law in the party’s country, other financial statements acceptable to the purchaser, for the past three (3) years to demonstrate, the current soundness of their financial position
• For the Bidder (and in the case of a joint venture for each of the partners in a submission), nonperformance of a contract did not occur within the last (3) years prior to the tender submission, based on all information on fully settled disputes or litigation. A fully settled dispute or litigation is one that has been resolved in accordance with the dispute resolution mechanism under the respective contract, and where all appeal instances to the applicant have been exhausted.
• The bidder must submit Manufacturer Authorization Certificate, Manufacturing ISO Quality Certificate or the Equivalent.

1. Interested eligible Bidders may obtain further information from Ministry of Finance, Channel One Programs Coordinating Directorate, main building 6th floor room 601   and inspect the bidding document during office hours from 09:00 to 12.00 and 14:00 to 17:00 hours Monday to Friday.
2. The bidding document in English may be purchased by interested eligible Bidders upon the submission of a written application to the address below and upon payment of a nonrefundable fee[1] of 500.Birr. The method of payment will be cash.
3. Bids must be delivered to the address below on or before March 14, 2023 and Time 2:00pm. Electronic Bidding will not be permitted. Late Bids will be rejected. Bids will be publicly opened in the presence of the Bidders’ designated representatives and anyone who chooses to attend at the address below on 14-March-23 and Time 2:30 pm
4. All Bids must be accompanied by “Bid Security” or “Bid-Securing Declaration,” as appropriate of  ETB 400,000 in case of a Bid Security.
5.  The Attention is drawn to the Procurement Regulations requiring the Borrower to disclose information on the successful bidder’s beneficial ownership, as part of the Contract Award Notice, using the Beneficial Ownership Disclosure Form as included in the bidding document.”
6. The address (es) referred to above is (are):

Ministry of Finance, (MoF)

Channel One Program Coordinating Directorate (COPCD)

MoF Main Building

Sidist Kilo, Yekatit 12 Square, King George Avenue

Main Building 6th Floor, ROOM No-601,

ADDIS ABBA, ETHIOPIA

Tel. 251- 111-402000

Fax. 251-11-1-57 24 14

Email: copcuproc@gmail.com