Re: Tender for provision for digitization services of SanlamAllianz GI Plc documents.  Ref:…..…/2024/HRA/dm

SanlamAllianz GI Plc (Rwanda) hereby invites the interested and qualified bidders to submit their best offers for the tender entitled “DIGITIZATION SERVICES OF SANLAMALLIANZ GI DOCUMENTS”. The Terms of Reference (ToR) for this tender are hereby attached.

The bid shall be accompanied by the following documents:

• Company registration certificate;
• Tax clearance certificate;
• Estimated delivery period;
• Corporate income tax (CIT);
• At least 3 certificates of good completion of identical rendered services (will be taken into consideration).

Well detailed price schedules must be expressed in Rwandan Francs (Frw) and shall be inclusive of all applicable taxes.

Submission of offers :

• To info@rw.sanlamallianz.com with the same title as above stated as subject of the email, or

To the office of the CEO Secretariat in a sealed envelops not later than 20^thDecember 2024 at 5:00 pm separating administrative, technical and financial proposals.

For more information, kindly refer it to denise.micomyiza@rw.sanlamallianz.com.; tel. 0722304765.

“Only selected offers will be contacted.”

Yours Sincerely;

Claudine UWIMANARichard AKOTEGNON HODEHOU

HR & Administration DirectorChief Executive Officer

TERMS OF REFERENCE FOR DIGITIZATION OF SANLAMALLIANZ GI PLC DOCUMENTS

SanlamAllianz GI Plc (Rwanda) is a public company limited by shares. It is a subsidiary of Sanlam Emerging Markets (SEM), a large financial institution based in South Africa dating for more than 100 years providing various insurance solutions to the community.

SanlamAllianz GI Plc has introduced an Electronic Document Management System (EDMS) to go paperless in all its daily operations through digitization processes. By doing so, it is expected that all incoming correspondences and existing file documents will be scanned in a professional manner and indexed accordingly for easy retrieval.

It is in this framework that SanlamAllianz GI Plc is seeking for qualified service providers to digitize its documents. The total number of documents to be scanned is estimated at 850,000.

Technical requirements are as follow: 

• sort (involving batching, smoothing, removing of staple pins, repair of tears and other needful actions that will ensure the paper to be scanned easily) and prepare the documents for digitization.
• digitization with maximum resolution 300DPI, on PDF/A Format.
• indexation of the scanned documents;
• transfer of digitized and indexed documents to EDMS as well as the management of any anomalies through tight verification team;
• transfer all the data (files) into SanlamAllianz GI EDMS servers;
• physical repacking of documents in their original location.
• having an ample space based in Rwanda for dismantling of the physical files, packaging them in appropriate folders and storage boxes.

The equipment will be as follow:

• Kodak i3450 scanners for production with the following specifications: Digitization in A4 /A3+, Double sided digitization where applicable with the capacity of Speed 120 pages/min, 35 000 pages per day, Optical resolution up to 600dpi, Flatbed scanners.
• Computers – Core i5 – 8Go Ram – 500Go HDD – Windows 10
• Raspberry Pi3

The software required: 6 Kodak Capture Pro software and 6 Indexation software.

Digitization quality: For black and white documents: scan quality of 300 dpi (dots per inch) whilst for color documents, the scan quality required is 300 dpi. The quality of scanned documents must be adjustable whenever deemed necessary and images should be straightened, cropped and unnecessary margins removed.

Daily back up: The service should identify where the daily works will be stored.

Optical Character Recognition (OCR) fully compatible with EDMS, and it is preferable/optional to this tender.

Indexation requirements

The indexation system must be a single-interface web-based management system which allows users to search for physically stored records as well as to consult digitized records.

The indexation system must have a tracking record to follow the physical life of the file digitized. Henceforth, it must be easily deployable on SanlamAllianz GI servers and accessed via an intranet URL. Additionally, it must be fully integrated into SanlamAllianz GI technical architecture and installed on its servers. Note that the indexation parameters are available upon request.

Exportable reports: The system should be flexible to export the digitized documents into another format other than PDF.

After sale service: After completion of digitization project, there must be knowledge transfer through training to be offered to the users for free.

The Interested service provider must exhibit in the tender documents how the confidentiality of the documents being scanned will be assured. Whenever SanlamAllianz GI deems necessary, a visit will be conducted to assess that assurance demonstrated in the offer.

Experience of the Service Provider: SanlamAllianz GI is seeking for qualified service provider in archiving through digitization processes having an experience of at least 10 years of existence in that domain.

Completion certificates: The interested Service Provider must submit at least three (3) certificates of good completion of similar rendered services. Whenever deemed necessary, a tight assessment of quality control in the institution where such service was rendered shall be conducted before award of this tender.

Registration certificate: A service provider must be registered for carrying out the activities identical to the ones requested in this tender more specifically in Archiving.

Corporate income tax (CIT): A Service provider must submit a CIT.

Tax clearance certificate: A service provider must submit a tax clearance certificate.

The price must be expressed in Rwandan francs (Frw) and shall be inclusive of all applicable taxes (failure to do will lead to disqualification).