Expression Of Interest (Eio) (Eoi) For Providing An Online Loan Management System To Umwalimu Sacco
Background
Umwalimu SACCO is a Savings and Credit Cooperative for the teachers working in Rwanda with a primary mission of mobilizing savings and later offer appropriate, innovative, and affordable financial and non-financial services to its members. The SACCO, during its growth introduced many types of loans as well as deposit schemes, and became a complete financial hub for the Rwandans Teachers. Since its inception Umwalimu SACCO has been using traditional personal customer service in loan processing.

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With the COVID 19 effect that restricted people to work from home while in lockdown, it has been realized that technology is a vital tool in all activities including businesses. Not only to facilitate business by selling and buying online, payment and transfer of money but also technology is one of the measures of reducing the spread of the pandemic, especially in the banking sector by avoiding the exchange of different document and banknotes.
As a Lesson learnt from COVID 19 Pandemic but also in the framework of helping members to save time and money expensed during the process of requesting loans; Umwalimu Sacco Management decided to enter a new phase, requiring significant service delivery focus by fully embracing digital services as one way to assure business continuity and resist to any choc that may hamper service delivery in one way or another).
It is in this framework that Umwalimu SACCO intends to acquire a software/system that will manage loan processing management from receiving loan applications, appraisal up to the last decision so that members can use it whenever and wherever they are and then continue their normal work without any interruption.
The objective of this EOI (Expression of Interest) is to solicit proposals from the interested bidders for participation in a bidding process for selection of a consultancy firm for the supply and installation of an online loan management software/system.
The EOI brings out the details with respect to scope of services that are deemed necessary to share with the interested bidders. This EOI aims at allowing Umwalimu SACCO to shortlist the qualified bidders to whom Request for proposal will be addressed.

Scope of the service
The interested bidders must ensure their system can act in the process as a central interface between all interaction channels and existing systems. This also makes it possible to connect an online application platform without the risk of duplicate or inconsistent data storage. The process is also made considerably easier for the member(Customer). For example, members are able to see online which documents are required for their application and upload them to the system at any time, they can call up the processing status of their loan application, and so on.
In addition, the solution can support the combination of several applications, even from different segments and every account manager can track the processing status of a loan application in the system at any time and can thus also provide immediate information.
Brief description of the key features of the required system
The software/system to be acquired should be able to manage the following:
• Online Loan application from members (Customers),
• Upload All required Attachments to the loan application
• Loan appraisal by concerned staff
• Loan approval and/or rejection notification
• Issuance of personalized members accounts, login and initial password
• Any other important feature
• The system should have ability to be integrated with Umwalimu SACCO core banking system.
• The user licenses supplied should be perpetual and support Umwalimu SACCO especially Credit department. The number of user license should be unlimited.
• The system must ensure data security: Sufficient provision made against any external attacks and prohibiting anybody apart from Umwalimu SACCO employees from accessing the data directly or indirectly;
• Successful bidder will provide all necessary documentation relating to the software like Training Manuals and literature, Systems Administration Manuals, User manuals, installation Manuals, Operational Manuals, Maintenance Manuals, etc.

Further variants of technological support in the application phase:
• Automated filling of requests from existing members (customers)
• Automated completeness check and plausibility check of the documents to be submitted
• System-side triggering of additional document requests to the member
• Accumulation of applications for existing customers, -accounts, -collateral with information from existing systems for easy knowledge transfer
• Generation of automatic requests from resubmissions (e.g. monitoring deadlines) or external system triggers (e.g. early warning signals)
• System-supported task distribution via a clear process portal
NB: Higher features will not get any leniency and will be considered as an added value for the selection process. Eligible bidder will be asked for a live demonstration and presentation of the proposed software in order to assess the readiness of the required features as defined in the scope of work. Bidders whose software are not responsive as regards to the above features will be rejected and will not be invited for request for proposals. Schedule of demonstration will be communicated to eligible bidders.

Bidding Terms (Conditions under which this EOI is issued)
This EOI is not an offer and is issued with no commitment. Umwalimu SACCO reserves the right to withdraw the EOI and change or vary any part thereof at any stage.
1. Bidders meeting the defined eligibility criteria and short-listed by Umwalimu SACCO would be issued formal Request for Proposal inviting their technical and financial bids at a later date. The Request for Proposal would include detailed scope of work and the deliverables along with other information.
2. Umwalimu SACCO’s decision with regard to the short-listing of bidders through this EOI shall be final and Umwalimu SACCO reserves the right to reject any or all the bids.
3. No oral conversations or agreements with any official, agent, or employee of Umwalimu SACCO shall affect or modify any terms of this EOI and any alleged oral agreement or arrangement made by a bidder with any department, agency, official or employee of Umwalimu SACCO shall be superseded by the definitive agreement that results from this EOI process.
4. All communications between Umwalimu SACCO and the Bidder must be through email or written communication. All e-mails and written communication must be sent to procurement.
5. Bidders who are found to canvass, influence or attempt to influence in any manner the qualification or selection process, including without limitation, by offering bribes or other illegal gratification, shall be disqualified from the process at any stage.
6. Each Bidder shall submit only one Proposal.
7. The Bidder will have sole responsibility for execution of the scope of services, as specified in this EOI.
8. The Firm/Entity shall bear all costs and risks associated with the preparation and submission of the EOI including costs of site visits for presentation to the Evaluation Committee for the purpose of clarification on the bids. Umwalimu SACCO will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the EOI process.
9. Even if Umwalimu SACCO decides not to proceed with this EOI or further stages of selection, there will be no liability on the part of Umwalimu SACCO.
This is a transformational project for Umwalimu SACCO and we're looking for the right agency partner to join us for the ride.

Shortlisting criteria
• Expression of Interest Letter
• Copy of the trading license from RDB.
• Copy of the valid clearance certificate issued by RSSB
• Copy of the valid Tax clearance from Rwanda Revenue Authority
• Demonstration of the consultant’s experience by presenting at least one certificate of good completion for conducting similar assignments done in Microfinance or banking sector justified by the recommendation letters from the respective clients. One project out of the specified three must have been completed within the specified time period. The remaining two projects may be completed or continuing projects, but must have commenced within the above time period.
• Interested companies must provide information indicating that they are qualified to supply online loaning system like (Having an already developed system;
• Brief description of system, reference and address of other users in the banking sector, Availability of appropriate skills/expertise among the consultant’s staff expertise to upgrade and maintain the system. The bidder must show current resource strength of its Company and Having a recognized address in Rwanda;
• Past Record: Bidder should not have been or currently be blacklisted by any Public or Private Institution in Rwanda due to unsatisfactory performance, breach of general or specific instructions, corrupt /fraudulent or any other unethical business practices.
The successful bidder will be selected via a two-stage process – this Expression of Interest (EOI) followed by a Request for Proposal (RFP). Only bidders shortlisted following the EOI stage will be asked to respond to a RFP.

The Bidder submitting the Expression of Interest must furnish information about their Company, experience in key areas of the assignment, and other details as required. Bids which fail to meet the requirements stated in this section will be rejected.
Expression of interest shall be submitted in the General Secretariat office in a sealed envelope addressed to the Director-General of UMWALIMU SACCO, P.O BOX 2257 and Telephone: (+250) 781469546/0252580426 not later than 06 /04/2022 at 10:00 AM. The opening of envelop will be done the same day at 10:30 AM before bidders.
Done at Kigali, on 15/03/2022
ASIIMWE Robert RUTAGANDA Bosco
Director of Credit Dpt Director of HR&Admin
UWAMBAJE Laurence
Director General