All travel activities must be agreed in advance with the officer responsible for the project. Travel expenses must be kept as low as possible.

Workshops and training

Required workshops will be funded by GIZ directly and do not need to be part of the financial proposal.

5. Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• Workstations on LODA premises
• Logistics for workshops: GIZ-Rwanda through the social protection project will fund any workshop as required. The workshops should be organised by the contractor.

6. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English (language).

The complete tender must not exceed 15 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 3 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English (language).

As the contract to be concluded is a contract for works, please offer a fixed lump sum price that covers all relevant costs (fees, travel expenses etc.). The price bid will be evaluated based on the specified lump sum price. In addition, please also provide the underlying daily rate. A breakdown of days is not required.

7. Optional services/tasks (MEIS IT architect upgrade)

After the services put out to tender are completed or in progress, important elements of these tasks can be continued or extended, specifically:

7.1. Type and scope

Upgrade from JBoss 7 to 8:

Currently version 7.3.4 of JBoss Enterprise Application Platform is used for LODA MEIS. The need for upgrade from JBoss 7 to 8 version will be evaluated upon the feedback from the test scenarios of the developed mobile app and the decision whether the upgrade is to be done or not will be taken accordingly. Further, the architecture of MEIS may be improved to accommodate the changes along with an improved reporting features that will be incorporated.

Once it will be found necessary to upgrade the JBoss 7 to 8 version to accommodate the developed mobile application; the contractor will be requested to provide the following optional services:

1. Analyse application dependencies: Before upgrading, it's important to analyse the application's dependencies to ensure that they are compatible with JBoss 8. This may involve identifying any deprecated or unsupported APIs that need to be updated.
2. Upgrade JBoss binaries: Install the JBoss 8 binaries on the target system and configure the environment variables to point to the new installation.
3. Entity mapping in Java classes with recent Hibernate naming schemes involves mapping Java classes to database tables and columns using Hibernate annotations.
4. Update Naming Scheme for Managed Beans: it is an important aspect of creating a maintainable and scalable Java web application.
5. Migrate configuration files: Migrate the JBoss 7 configuration files to JBoss 8. This may involve updating any configuration elements that have changed between the two versions.
6. Clustering and failover server: techniques used to improve the reliability and availability of servers in a distributed computing environment and the ability of a server to automatically switch to a backup server in case of a failure.
7. Clustering and failover database: techniques used to improve the reliability and availability of databases in a distributed computing environment and the ability of a database to automatically switch to a backup database in case of a failure.
8. SMS and USSD gateway for two factor -authentication: gateways for two-factor authentication (2FA) due to their ease of use and wide availability across most mobile devices.
9. MEIS Logs Regular monitoring.
10. Test application functionality: Test the application's functionality to ensure that it works as expected on JBoss 8. This may involve running automated tests and manual testing to ensure that all features and functionalities work properly.
11. Update custom modules: If the application uses any custom modules, update them to ensure that they are compatible with JBoss 8.
12. Update deployment descriptors: Update the deployment descriptors to ensure that they are compatible with JBoss 8. This may involve updating XML schemas, metadata, and other configuration elements.
13. Update third-party libraries: Update any third-party libraries used by the application to ensure that they are compatible with JBoss 8.

7.2. Requirements for implementing optional services/tasks.

Exercising the optional tasks will depend on the decision taken from the feedback collected from the test scenarios of the developed mobile app and decide whether the upgrade is to be done or not. And it is expected to be made in the period of July 2024 onwards.

The optional tasks will be implemented by means of a contract extension based on the individual approaches already offered.

7.3. Quantitative requirements for the optional services/tasks

Deadlines will be agreed upon in case the optional services/ tasks are adopted.

Requirements on the format of the tender for the main and optional services

• Please submit two price schedules: one price schedule for the main service and one price schedule for the optional service (main service + optional service).
• Please designate each one in the file name.

7.4. Costing requirements

Payment is based on a fixed lump sum price. The following payment plan with partial acceptances is envisaged; the proportions do not necessarily reflect the contractor's efforts.

7.4.1 Fixed package price

With the acceptance of all 2 positions by GIZ, the final acceptance has taken place and the work is completed in terms of reference.

 When submitting the offer, the bidder is requested to present its calculation for each of the work packages in the "Explanations" column of the price list, including a breakdown of the expected number of expert days required and the daily fees.

The following basic calculations (for expert days) for the contract for works are a reference value based on the acceptance criteria for each partial work/milestone specified in Chapter 2 (Tasks to be performed by the contractor).

Quantitative requirements for the main services/tasks

Deadlines will be agreed upon in case the optional services/ tasks are adopted. 

7.4.2 Travel Costs

Sustainability aspects for travel

GIZ would like to reduce greenhouse gas emissions (CO2 emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions, such as selecting the lowest-emission booking class (economy) and using means of transport, airlines and flight routes with a higher CO2 efficiency. For short distances, travel by train (second class) or e-mobility should be the preferred option.

If they cannot be avoided, CO2 emissions caused by air travel should be offset. GIZ specifies a budget for this, through which the carbon offsets can be settled against evidence.

There are many different providers in the market for emissions certificates, and they have different climate impact ambitions. The Development and Climate Alliance (German only) has published a list of standards (German only). GIZ recommends using the standards specified there.

The specified lump sums are the maximum amounts the tenderer can include in the tender. In other words, the tenderer can also offer lower individual lump-sum amounts. The corresponding lump sums are to be entered into the price schedule by the tenderer. Higher lump sums must not be included in the tender.

Lump sums that are not entered in the following table are to be offered by the tenderer (with no upper limit).

Lump sums that are not entered in the following table are to be offered by the tenderer (with no upper limit).

8. Submission of the offer

Technical Proposal

Participating companies must submit the following documents:

• A completed “Self-declaration of eligibility for the award form” (attached) together with the required documents. Non-submission if the completed form and required documents by any bidder will lead to a rejection of the entire bid.
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts

Financial offer:

Financial offer indicates the all-inclusive total contract price.  The costs must be in RWF and VAT excluded (Price sheet attached MUST be used).

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 5^th July 2024. Eligibility documents are submitted together with Technical proposal in 1 email.

Please you must write on each email subject this sentence: 83467171-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time