TERMS OF REFERENCE TO PROVIDE AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

1. Background

Sonarwa Life assurance company Ltd, is a Company duly registered under the laws of the Republic of Rwanda and licensed by the National Bank of Rwanda to carry out Life Insurance Business in Rwanda with its principal place of business at Road N: KN73, Plot KN 3 Av 23, P.O. Box 1774 Kigali- Rwanda, E-mail: info@sonarwalife.co.rw, Tel.: +250 788 500 144.

2. Objectives

The overall objective of this consultancy is to provide an electronic document management system for SONARWA Life Assurance Company Limited, the system should have a number of modules that are tightly coupled and interlinked.

3. Scope of Work

The scope of work for the Consultant will include but not be limited to analysis of processes and procedures, reconfiguration and customization of EDMS, training and technology transfer, testing and rollout as per the technical requirements and outcome of the analysis.

Electronic Document Management System must cover the following modules:

➤ Internal documents module: This module deals with various institution's employee's daily applications like items requisition, mission approval, memo, appointment requests and many more internal applications and approvals.

➤ External document management Module: this one deals with all documents received and entered from outside the institution, with this feature one can track a document from the first destination until it is archived.

> Electronic archiving/filling module, it deals with archiving task electronically. With its powerful search engine, you can search and find any document previously entered in the system.

SYSTEM DESCRIPTION

The system should be composed of the modules indicated in the technical specifications document.

Assurance Company Limited

7. Duration and reporting requirements

The activities will be performed within a period not exceeding 3 months. The consulting company will periodically report key information (at least on a biweekly basis) to the Chief Executive Officer or his delegated staff.

Bids comprising technical and financial offers properly presented will be received separately at SONARWA LIFE HQ at Road N: KN73, Plot KN 3 Av 23, P.O. Box 1035 Kigali-Rwanda not later than 9th October 2023 at 5:00 pm indicating "OFFER TO PROVIDE AN Digital Archiving system to

SONARWA LIFE Assurance Company". Detailed technical specifications shall be available on the website: https://sonarwalife.co.rw under tenders menu

SONARWA LIFE deserves the right to not consider all the bids if they don't meet its expectations.

Enquiries related to this tender may be addressed to the info@sonarwalife.co.rw in writing by email not later than 12th October 2023.

Done at Kigali, on 3rd October 2023.