Title of the assignment: Design and Develop of a Business Process Automation System
Brief description of the Assignment: The goal of the assignment is to contract competent specialised IT Firm in software development, to design and develop a Business Process Automation system for Rwanda Finance LTD.
Department issuing the request: Finance & Administration Department / ICT Place of assignment: Kigali-Rwanda
Duration of the Assignment: One (1) year
Deadline for applications: 18th February 2023
Procurement Method: Open Competitive Method
Applications to be submitted to: procurement@rfl.rw
Contact number: +250788534810 / +250788830909

About Rwanda Finance Ltd
Rwanda Finance Limited (RFL) is a company promoting and developing Rwanda as a leading financial destination for international investment and cross-border transactions in Africa.
Rwanda Finance Limited works with key stakeholders to develop and promote Kigali International Financial Centre through investment promotion, policy advocacy and sector upskilling. It also works to establish the regulatory framework for Kigali International Financial Centre to become a leading international financial centre.
Our Vision
To become a preferred financial centre for international investment in Africa. Our Mission
To be the catalyst of a safe, compliant, and pro-business financial environment in Rwanda.

Assignment Description
Rwanda Finance Limited is willing to hire a qualified and experienced firm in software design and development, to work on its Business Process Automation project for the digitalisation of some of its daily repetitive and multistep administrative work, gathering and managing data files produced. The selected firm will work closely with the IT Manager and the concerned department like Strategy, Marketing and Finance.

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Expected Deliverables
1. A fully functional business process automation platform integrated with all required features.
2. User Technical Support manuals and Guidelines.
3. A complete set of required documentations of flowchart and process of the system. 4. Training is provided to all relevant RFL staffs.
5. Free support and maintenance, for a period not less than 24 months from the date of hand over to RFL (inclusive of on-site debugging/correction when necessary and development of new business processes).

Prefered Technologies To Be Used
The project will be undertaken using the Rwanda Finance Limited Office365 cloud Platform.
Some of the components which will be used in developing this automation project are: - SharePoint
- OneDrive
- PowerApps
- Power Automate
- Teams
- Power BI

Scope Of Work
The firm shall work closely with the following departments: Finance & Administration/ICT, Communications & Marketing, Strategy; and will follow the overall direction and guidance provided by RFL Management to achieve the above expected deliverables.

The firm will undertake the following indicative tasks:
1. Perform an analysis on the current Rwanda Finance Limited Office365 platform in the capability to host the developed BPA workflows and advise.
2. Information gathering, System Analysis and Design Following the BPMN (Business Process Modelling and Notation) System Analysis Model: The firm will discuss with concerned department staff to understand more of the processes and produce a complete documentation for the BPA system with detailed process flow diagrams and functional specification for each workflow to be developed.
3. Design and develop a BPA System solution with workflows as stated bellow:
a. MEMO Approval.
b. LPO Request.
c. Annual Leave and Out of the Office request.
d. Meeting Room Request/Booking.
e. Reimbursement/Payment request.
f. Transport request (Local).
g. Mission & Travel (International).
h. Stock Request and Control.
i. Incoming and Outgoing Mail Correspondence.
4. Integrate eSignature feature with the workflows where necessary within the system and preferably Adobe to work with PDF documents without checking out / in the form template.
5. Adapt the BPA system to support working and reporting in Word, Excel/CSV and PDF document extension format.
6. Data visualisation (graphical representation) feature of information and data from the system.
7. Design and develop a SharePoint Document Management structure and all documents, form template to be auto converted in PDF by the system to be stored into respective SharePoint repository locations.
8. Count and digitise all RFL’s hardcopies from all departments and upload in their respective RFL SharePoint repositories.
9. Design and put in place an Access Control List to filter access (Grant or Deny Access) to the systems workflow’s stages, files, and directories.
10. Conduct and provide documented results for the system testing done including unit testing, integration testing, negative testing, and regression testing for all the workflows, functionality, and configurations.
11. Conduct and document User Acceptance Testing (UAT) to ensure users have smooth operations of the BPA system which includes real-time testing scenarios and dependencies with test data and perform validations of the functional process flow, security/penetration testing and the application performance.
12. Integrate, and configure the necessary tools and applications which will be used in the development of the systems.
13. Ensure the BPA system is designed and developed according to the requirements i.e. to perform quality assurance testing on the implementation processes, procedures and standards and to perform verification testing which shall include security and penetration testing.
14. Provide bi-weekly progress report to ICT Manager and department’s focal persons.
15. Develop and provide a complete documentation of flowchart and process of the developed workflows.
16. Develop the user manual and guideline on the usage of the new developed workflows and the technical support guideline.
17. Conduct adequate training to all RFL staff on the usage of the developed workflows and other functionalities and system training to IT staffs on the development, configuration, technical support, and administration of the BPA system.
18. Conduct change management in adopting the BPA system.
19. Prepare and deliver a complete documentation of flowchart and process of BPA platform.
The minimum documentation requirements, but not limited to the following:
1. Process and function of each Developed BPA workflow.
2. Functional and technical design.
3. Test plan, test scripts and results.
4. System documentation.
5. Training materials and presentations.
6. User guideline and technical support guideline.
7. Cut over checklists.
8. Pre and Post Go Live checklists.
9. Deployment guide.
10. Backup and recovery plan.
11. Frequently asked questions and answers.
20. Provide support, maintain, develop, debug, and resolve any problems of the system during the warranty period.

Indicative Work Methodology And Timeline
The firm is required to provide a clear methodology and approach in carrying out this assignment. The firm is required to demonstrate relevant knowledge and skills warranting that the firm’s team will be able to implement this project successfully. These should include concrete activities to be undertaken and expected involvement from RFL team if any, as well as the specific deliverables for each BPA system workflow. Indicate a clear timeline for the design and development of the system with all the tasks to be done.

Firm Qualification And Experience
The to-be-selected, a firm shall meet the following criteria:
1. An established company/company registration with proven records in design and development of Business Process Automation Systems and eFilling systems for, governmental agencies, NGOs or organizations similar to RFL.
2. Able to provide a demonstration on deployment of BPA platform or similar project with different login access levels that has been previously designed and developed by the assigned expert/s within the last 5 years. The demonstration can be a demo version web based or downloadable application with installation instructions.
3. Provided at least 3 customer references and testimonials who have acquired the vendor for the design and development of BPA system, eFilling system or similar Digital Platform. 4. Proven track records and experiences in assisting and developing digital transformation strategy for international/regional organizations.

Team Composition
Have a team with at least the following expertise, but not limited to:
1. Project Manager: 10 years of experience in IT project management in software development domain; Minimum of completing 5 full life cycle BPA projects or similar systems. Being certified with PRINCE2 Project management.
2. Business Analyst: minimum of 5 years of experience in digital project implementations, business analysis for software development. Being certified for a software life cycle and Analysis. Most preferably BPMN and or Agile.
3. Software Developer: software developer with minimum of 5 years of experience in software development with strong knowledge and experience in web-based software development especially BPA using Microsoft 365 Apps (SharePoint, PowerApps, Power Automate, Teams) and Certified.
4. Trainer: minimum of 5 years of experience in the areas of communication, training in the overall project implementation/rollout of BPA Implementation project. 5. Quality Assurance / Software Tester: minimum of 5 years of experience in Software Testing, must be knowledgeable in different test design techniques, with a software testing certificate, preferably in agile software testing.
5. Quality Assurance / Software Tester: minimum of 5 years of experience in Software Testing, must be knowledgeable in different test design techniques, with a software testing certificate, preferably in agile software testing.
6. Digital Transformation Specialist: Minimum of 5 years working on digital project particularly BPAs and experimented in digital transformation management, with certificate in the domain.

Reporting Line
The firm company will report to the IT Manager.

Administrative Documents
• Letter of Interest addressed to the CEO, Rwanda Finance Limited.
• Valid Tax Clearance Certificate (only for local / regional bidders) or proof of solvency (only for International bidders).
• Copy of Certificate of Incorporation.
• Complete full address and contacts including websites, telephone number, physical office, and fax if any.
• Notified Power of Attorney; if the person signing is different from the one on the certificate of incorporation.
• Notified copy of certificate of membership to a professional body, if any.

Technical Evaluation Criteria
The following criteria will be used for the evaluation of the bids:
NB: Only selected firms according to the evaluation criteria will be shared with the preliminary information gathering document developed internally and will be asked to submit their financial proposal.

Firm’s Agreement With Terms And Conditions
The completion of all RFP requirements must be in accordance with the instructions contained in this RFP. Submission to Rwanda Finance Ltd of the technical and cost proposals will constitute an offer and indicates the firm’s agreement to the terms and conditions set forth in this RFP. Rwanda Finance Ltd is not required to accept and/or evaluate proposals that do not conform to the instructions of this RFP and, in addition, Rwanda Finance Ltd may reject all proposals and not make an award. Rwanda Finance Ltd reserves the right to make an award without discussion and/or negotiation; however, Rwanda Finance Ltd also reserves the right to conduct discussions and/or negotiations, which among other things may require the firm to revise its proposal (technical and/or cost). By submitting an offer, firms agree to comply with the general terms and conditions for an award, including Representations and Certifications compliance.

Firms must provide full, accurate, and complete information in response to this solicitation. By submitting an offer, firms certify that they have not and will not attempt to bribe or make any payment to Rwanda Finance Ltd employees in return for preference.
Issuance of this RFP in no way obligates Rwanda Finance Ltd to render an award, nor does it commit Rwanda Finance Ltd to pay any costs incurred by the firm to prepare and submit a proposal. Rwanda Finance Ltd reserves the right to award a contract to one firm or to issue multiple awards based on the results of our evaluation.