African Development Bank Temporary Relocation Agency ... · ©AfDB/FTRY0. All rights reserved. Version 1.0 – 11/11 2/50 4. Your proposal must be received on or before the date and

©AfDB/FTRY0. All rights reserved. Version 1.0 – 11/11 1/50

African Development Bank

Temporary Relocation Agency

Corporate Procurement Division

Fax Number: + (216) 71 835 249

Date 27th March 2012

REQUEST FOR PROPOSAL FOR ACQUISITION AND IMPLEMENTATION

OF AN INTEGRATED RECONCILIATION SYSTEM

OF BACKOFFICE AND CASH ACCOUNTS OPERATIONS

ADB/ICB/CGSP/2012/0068

Letter of Invitation

Dear Sir/ Madam,

1. The African Development Bank (hereinafter referred to as “AfDB” or the “Bank”) requests

your proposal for the items and service(s) specified in this request for proposals (RFP). To

qualify for award, the bidder must meet the qualification criteria, if any, stated in the RFP

Data Sheet, Annex 1 of this RFP.

2. This RFP includes the following letter of invitation together with its annexes and the

appendices to these annexes:

Annex 1: RFP Data Sheet

Annex 2: Terms of Reference

Annex 3 The Business framework to be automated

Annex 4: Functional Requirements

Annex 5: Contents of the Proposal to be submitted

+ Appendix A, B, C, D, E

Annex 6: Evaluation Criteria

Annex 7: List of the Member Countries of the Bank

Annex 8:

Annex 9:

Acronym

Draft contract

3. Only those bidders that are nationals of member countries of the Bank and whose items

and services that are provided originate from the member countries of the Bank are

eligible to submit a bid in accordance with the RFP. The list of member countries is given

as in Annex 7.


4. Your proposal must be received on or before the date and time specified in the RFP data

sheet by mail, courier or hand-delivery at the addresses given below:

Postal Address:

African Development Bank,

Corporate Procurement Division (CGSP.2)

AfDB Temporary Relocation Agency (Tunis)

Angle des trois rues: Avenue du Ghana, Rue Pierre

de Coubertin, Rue Hedi Nouira

BP: 323

1002 - Tunis Belvédère

Tunisia

Delivery Address:

Corporate Procurement Division (CGSP.2)

EPI Block B Building

Office 2A2



Angle des trois rues: Avenue du Ghana, Rue

Pierre de Coubertin, Rue Hedi Nouira

BP : 323


Tunisia

5. Proposals should be enclosed in a sealed envelope (with both the technical and the

financial proposal in separate sealed envelopes) and addressed to the Bank at the

address given below.

Each bidder will submit their proposal in one original and four copies: the original

proposal must carry the mention “original” and each of the four copies the mention

“copy”. The technical proposal (one original + 4 copies) and the financial proposal (one

original + 4 copies) will each be placed in two separate sealed envelopes (the “internal

envelopes”).

The following should appear on each internal envelope:

a) The purpose of the present bid.

b) The “Technical Proposal” or “Financial Proposal” as the case may be.

c) The name and address of the bidder.

The two internal envelopes should be placed together in a large single sealed envelope called

“external envelope”, which must be anonymous and, carry only the label specified in

the RFP data sheet which should be photocopied and placed on the external

envelope.

6. It is the sole responsibility of the bidders to ensure that the sealed envelope containing

the proposal reaches the above address before 9th May 2012. When delivered by hand,

the proposals must be delivered at the above address during the Bank’s working hours

from 0800 hrs to 1200 hrs and from 1400 hrs to 1800 hrs, Monday through Friday

except for holidays observed by the African Development Bank. Delivery to any other


office of the African Development Bank will be at the risk of the bidder and will not

constitute timely delivery. Proposals received after the above-mentioned closing

time or deadline shall be rejected. If the deadline for submission happens to be a

holiday, the proposals will be opened at the same time on the next working day. The

Bank may extend the deadline for submission of proposals at any time without incurring

any liability to the bidders. A Public opening of the technical bids will occur on 9th May

2012.

7. A prospective bidder requiring any clarification in relation with the bidding

documents may notify the Bank in writing to the Bank’s mailing address

indicated in these documents. All requests for clarifications must be received by

telefax (at the fax number +216-71 835 249) or by electronic mail:

[email protected], no later than 23rd April 2012 2012. If a Bidder feels that any

important provision in the documents will be unacceptable, such an issue

should be raised at this stage. The Bank will respond within a week in writing to

all prospective requests for clarification or modification of the bidding

documents that it receives before 23rd April 2012. Written copies of the Bank’s

response to questions raised by telefax or electronic mail or (including an

explanation of the query but with no indication of its source) will be sent to all

prospective bidders that have received the bidding documents.

8. At any time before the submission of proposals, the Bank may, for any reason, whether at

its own initiative or in response to a clarification requested by the Bidder, amend the RFP.

The amendment shall be sent in writing by telefax or email to all invited Bidders and will be

binding on them. The Bank may at its sole discretion extend the deadline for the submission

of proposals.

9. Proposals must be submitted in the English or French language in One Original + Four

Copies (any attachments or appendices and annexes thereto must also be submitted in

One Original + Four Copies). The Technical Proposal must include information in

sufficient detail to allow the Bank to consider whether your company has the necessary

capability, experience, knowledge, expertise, and the required capacity to perform

satisfactorily the services specified along with any other information that may be requested

by Annex 5 of this RFP.

10. It is mandatory for the bidders to submit the Financial Proposal by using the bid

submission form, attached as Annex 5- Appendix B of this RFP, including a description of

the proposed items and services. Any deviation from the requested requirements (see

TOR on Annex 2) shall be highlighted and explained. Please note that the Bank will only

consider those deviations that have an effect of improving the items and services

requested.

11. The evaluation method of the proposal is described in detail in Annex 6 the

Selection shall be based on technical quality only. The bidder receiving

technical evaluation score (above 75%) shall be invited for live demonstration

on the functionality of the system. Live demonstration will account for 40% of

technical evaluation. The mode of demonstration can be physical or remote. The

Financial Proposal of the firm with the highest technical scores will be opened

and price negotiation shall be carried out. If negotiation with the highest bidder

is not successfully concluded the Bank will enter into negotiation with the next

bidder who have scored more than 75 points

mailto:[email protected]


12. By submitting the proposal, the bidders confirm that they have taken into account all the

documents of this RFP including the addenda (if any), all the annexes and as the case may

be, the appendices to annexes. The Bank is not bound by any other terms and conditions

unless agreed in writing by the Bank.

13. The prices quoted shall be net free and clear of all applicable taxes including withholding

tax duties, fees, levies or indirect taxes including customs duties. Prices must be expressed

in any major trading currency (Euros, US Dollar, Pound). Please note that the Bank would

convert all financial proposals to UA at the prevailing rate on the day of the bid opening.

Surcharges imposed by, or pursuant to the laws, statutes or regulations of any

governmental agency or authority as the Bank, its property, other assets, income and its

operations and transactions are exempt from any obligation relating to the payment,

withholding, or collection of any tax or duty, by virtue of article 57 of the Agreement

establishing the Bank.

14. By submitting their bids, each bidder also warrants that they are legally authorized to

provide the items and perform the services and that they are not in default with the tax

and social security obligations in their country. The Bank may, at its sole discretion, ask

any bidder to provide documentary evidence establishing the same.

15. Proposals should remain valid for a period of not less than ninety (90) days after the

deadline date specified for submission.

16. The Contract shall be governed by the Terms of References (attached in Annex 2 of this

RFP). Any such contract will require compliance with all factual statements and

representations made in the proposal.

17. Unless otherwise specified in this RFP, the rates quoted should be fixed for the duration of

the contract and should not be subject to adjustment on any account.

18. Notwithstanding the above, the Bank reserves the right to amend the content of this RFP

and to accept or reject any or all proposals and to cancel the bidding process at any time

prior to the award of the contract without incurring any liability to any bidder.

19. Please note that it is the policy of the Bank that bidders, observe the highest standard of

ethics during the procurement process and execution of such contracts. In pursuance of

this policy, the Bank will reject a bid if it determines that the Bidder has engaged in

corrupt or fraudulent practices in competing for the contract in question.

20. We look forward to receiving your proposal and thank you for your interest in the African

Development Bank.

______________________________

Division Manager

Corporate Procurement Division (CGSP. 2)


Annex 1




Fax Number: + (216) 71 835 249

Date: 28 March 2012

The numbering below refer to the appropriate numbering of the RFP.

1. The Items and services to be provided are outlined in Annex 2.

2. To be qualified for this tender, the company must meet the following minimum

criteria:

(a) Eligibility Criteria: Interested companies and products must originate from

one of the Bank’s member countries listed in the request for Proposals (see Annex 7).

(b) Financial Criteria: Audited Financial Statement for the past three years (,

2008, 2009 and 2010 or latest) must be provided,the minimum average turnover is US$ 500,000.00

(c) Manufacturer’s authorization (if a reseller).

(d) General and Specific Experience Criteria: The bidder shall have a

minimum of three years’ experience, and shall have successfully implemented

as a principal contractor, three projects of a similar nature and complexity

(the Bank reserves the right to check references).

(e) Bidders must agree on the general terms and conditions as indicated in the

draft contract (see Annex 9).

(f) Bidders are required to fill a Functional Requirements Table, (provided

in soft copy) and print it out and included in the Technical Proposal.

3. The deadline for submission of Proposals is 15.00 hrs, Tunis time on 9th May

2012

4. Evaluation will be carried out according to the evaluation criteria indicated in

Annex 6. The best evaluated bidder will be required to demonstrate the

functionality of the INTEGRATED RECONCILIATION SYSTEM OF BACKOFFICE


AND CASH ACCOUNTS OPERATIONS before the final decision for award is

made. The mode of presentation can be physical or remote.

5. Bids should be submitted on one original and four copies.

6. The time for opening the bid / Proposal is 15.30 Hrs. Tunis time

9th ,May 2012

7. The minimum validity period of the Proposals is 90 days from the date for

submission of Proposals.

8. The text to be photocopied and placed on the external envelope is the

following:

Corporate Procurement Division, CGSP.2

EPI Block B Building

Office 2A2



Angle des trois rues: Avenue du Ghana, Rue Pierre de Coubertin, Rue

Hedi Nouira

BP : 323


Tunisia

REQUEST FOR PROPOSAL FOR ACQUISITION AND

IMPLEMENTATION OF INTEGRATED RECONCILIATION SYSTEM

OF BACKOFFICE AND CASH ACCOUNTS OPERATIONS

– DO NOT OPEN UNTIL ON BID OPENING DAY –

Reference: ADB/ICB/CGSP/2012/0068

RFP Closing Date and Time: 15.00 HRS, 9th May 2012

9. All requests for clarifications must be received by telefax or by electronic mail

no later than 23rd April 2012.


Annex 2

TERMS OF REFERENCE (TOR)

ACQUISITION AND IMPLEMENTATION OF THE INTEGRATED RECONCILIATION

SYSTEM OF BACKOFFICE AND CASH ACCOUNTS OPERATIONS

1. BACKGROUND INFORMATION

The African Development Bank (hereinafter referred to as “AfDB” or “The Bank”) is a

regional multilateral development finance institution established in 1964 and engaged in

mobilizing resources towards the economic and social progress of African Countries (RMCs).

The Bank has 77 members consisting of 53 regional (RMCs) and 24 non-regional (NRMCs)

member countries. Since 2003, The Bank, which has established its Headquarters in

Abidjan, Côte d'Ivoire, is temporarily relocated (Temporary Relocation Agency -TRA) in Tunis

(Tunisia).

(i) Treasury Department

The Treasury Department (FTRY) is responsible for all Bank Group treasury activities

including resource mobilization, treasury asset and liability management, investment,

settlement and payment administration. The department is also responsible for developing

financial products and services that are responsive to the needs of the Bank’s clients.

In the framework of its activities, the Treasury department conducts numerous financial

transactions averaging around one hundred per day. As a result, a substantial amount of

payment instructions averaging around one thousand and five hundred (1500) a day are

exchanged with our correspondent banks on a daily basis. These payment instructions are

generated from our internal systems (SAP, SUMMIT, EUCLID PC) and accordingly

transmitted to relevant correspondent banks via Swift and Euclid PC. Thereafter, the

correspondent banks send applicable messages to the Bank through Swift and Euclid PC to

advise and confirm execution of our instructions.

(ii) Treasury Operations and Banking Relationships division

The Treasury Operations and Banking Relationships division (FTRY.2) is responsible for the

timely processing of the Bank’s transactions involving payment & settlement of securities

(bonds, repos, collateral management, Euro Commercial Paper), deposits (Money Market),

foreign exchange (FX), derivatives (swaps), loan disbursements & repayments as well as

administrative expenses, grants, front fees, special funds, ADB/ADF/MDRI subscriptions and

cash management.

(iii) Underlying rationale of the project

To ensure efficiency of payment process and avoid mismatching of payment data, FTRY2

carefully reconciles payment information and securities stocks generated from the internal

systems against those generated from counterparties and correspondent banks.

Investigations are handled for unidentified transactions.


Given the increased number of payment instructions to process per day and with a view of

enhancing and streamlining the reconciliation process, it has become necessary to automate

the reconciliation process of all the Bank’s financial transactions with its correspondent

banks and counterparties. This is also in line with the Auditors recommendations repeatedly

highlighting the necessity to automate the process in order to mitigate operational risk.

Furthermore, an automated reconciliation process will enhance the capacity of the Bank to

withstand fraudulent attempts and enhance FTRY.2 ability to efficiently conduct

investigations on exception cases.

2. OBJECTIVES

The main goal of this project is to acquire, implement and maintain an automated integrated

reconciliation solution off-the-shelf providing a robust and scalable architecture capable to

identify, match and reconcile financial transactions generated by the Bank’s internal systems

(SUMMIT and SAP) and other sources with related payment messages received from our

correspondent banks and counterparties through Swift, Euroclear Euclid PC, JP Morgan

Morcom, email, fax, etc. The system should bring order to all independent processes in a

transparent, dynamic, and robust fashion, thereby optimizing the administrative workflow

linked to day to day Back-Office and Cash Accounts operations reconciliation and

investigations processes.

To achieve this goal, the project implementation will meet the following objectives and

requirements:

- Elimination of all manual data manipulation and all manual reconciliation process.

- Capture and transformation of data from heterogeneous sources in a harmonized and

homogeneous central point.

- Integration with existing in-house and third party systems

- Access from one entry point of the relevant data from SUMMIT, SAP, SWIFT,

EUROCLEAR, JP Morgan MORCOM system and other sources and establishment of

validation control for reconciliation activities.

- Automatic conduct of daily, monthly, periodical and ad hoc reconciliation process.

- Provision of a reporting tool that will enable the users to generate different reports as

well as exception reports for appropriate and quick investigations.

- Generation of automatic investigation cases for exceptions, with investigation messages

being sent automatically by Swift and/or by Email. Attachment of each investigation case

documents exchanged for follow up and tracking.

- Generation of follow up and statistic reports on investigation cases.

3. SCOPE OF THE SERVICES

The Bank is seeking not only a supplier of the software but also partnership with the

provider to help the Bank in leveraging this solution through a sound implementation

approach and proven organizational adoption tools. Based on this the scope will include the

following:

(i) Supply, install, configure, customize and maintain the integrated automated

reconciliation system for Back-Office and Cash Accounts operations that will meet

the functional and technical requirements as specified in this RFP (see Annex 4 –

Functional requirements).

(ii) Provide system that will be able to accommodate 20 users and shall be hosted in

the Bank premises and shall be compatible and integrated into the Banks’s IT

infrastructure. Cloud system is not acceptable


(iii) Provide an integrated solution for Back-Office and Cash Accounts operations

reconciliation with core capabilities of:

- Interface with internal and third party systems through the ETL middleware

(Extraction, Transformation, Loading) tools using appropriate adapters to

gather data from different systems and heterogeneous data sources and formats.

- Automatic reconciliation:

cash reconciliation (securities, money market, cash movements, debt

services, coupons, collateral, foreign exchanges, administrative expenses,

disbursements, returned disbursements, loan repayments, returned

disbursements, cash balance call and interests, grants, front fees, capital

subscription payments ADB/ADF/MDRI, special funds, etc.)

monthly securities statements reconciliation

futures statements reconciliation

- Reconciliation rules parameters definition tools

- Automatic investigation tool

- cases tracking tool

- Notification alerts

- Office applications integration (outlook, excel, word, etc)

- Workflow engine (designer, execution)

- Back-end tools to support system routine tasks

- Development tool-kit

- Reporting and model designer

- Online user guide, help and assistance tool

- Centralized management

- Flexible deployment - Integrated solution (all in one box)

(iv) Develop and propose an implementation methodology with roadmap/schedule with

monitoring targets and risks towards the desired target INTEGRATED

RECONCILIATION SYSTEM OF BACKOFFICE AND CASH ACCOUNTS OPERATIONS

from the installation through deployment of the solution.

(v) Carry out implementation services of the solution as stated in the proposed

roadmap from installation, configuration, customization and final deployment of the

solution system.

(vi) Define and state the risk implications of the proposed implementation methodology.

(vii) Provide maintenance service for the solution including software version upgrade.

(viii) Provide support and assistance including both remote and local/onsite assistance for

resolution of major technical problems or technical issues.

(ix) Provide a flexible open solution for expansion to cover reconciliation of other asset

types that may not be included in the initial version

(x) The scope of this project does not intend to cover the accounting reconciliation

processes. However some outputs provided by the system will be uploaded into SAP

system to help the financial control and accounting department (FFCO) to handle

their general ledger accounts reconciliation process.


4. DELIVERABLES

Bidders should provide comfort to the African Development Bank that the solution meets

the requirements specified in the Terms of Reference.

Upon the completion of the project, the solution vendor shall provide a comprehensive

report with details of completed implementation of project. The Bank expects to receive

from Bidder the following outputs:

a) A fully installed, well configured, integrated, customized and functioning INTEGRATED

RECONCILIATION SYSTEM OF BACKOFFICE AND CASH ACCOUNTS OPERATIONS that

meets the need of AfDB business requirements as specified in the scope of the

services.

b) A “live” demonstration to Management staff to confirm and validate that the solution

implemented by the Bidder fully meets the requirements of the African Development

Bank.

c) A proposal for the implementation of gaps that would have been identified by

Management during the live demonstration of the solution implemented.

d) A detailed description of completed implementation work.

e) An executive summary report validating the implementation process and the various

functionalities specified in the TOR.

f) Training services for the solution during the implementation to technical staff for

knowledge transfer both on the functional and technical aspects and to users on

functional aspects.

g) Full documentation of the solution from the installation, configuration and

customization to deployment. The documentation shall include the user manual.

5. EXPECTED DURATION OF IMPLEMENTATIION

Implementation is expected to last not more three months from the date of

commencement

6. COMMENCEMENT DATE

The project is expected to commence on August 2012 and be completed by October

2012


Annex 3

THE TREASURY DEPARTMENT

Back-Office and Cash Accounts operations reconciliation framework

The Treasury Department has put in place a reconciliation framework. This annex describes

the current reconciliation framework. It mainly provides:

i. the list of systems used for Back-Office and Cash Accounts operations,

ii. the current reconciliation architecture as well as the target architecture of

reconciliation we are looking for,

iii. the detailed description of the reconciliation process by type of transaction,

iv. the custodians,

v. the types of swift messages exchanged and their structures,

vi. the reconciliation rules, and,

vii. the sample reports used for reconciliation.

i. List of systems used by Back-Office and Cash Accounts operations

Transactions outputs Input Integration

SAP Administrative

payments

Loan disbursement

and reimbursement

FX disbursement

Cash balance, Call,

Interest

Capital subscription

payments

Grants, front fees,

others

Generates

payments

messages to Swift

Transactions data

captured in the

systems

Upload of bank

statements from

Swift

Interfaces

SAP/SUMMIT

SAP/SWIFT

SUMMIT Securities (bonds,

repos, swaps,

collateral, futures)

money market,

Coupons

Cash movements

Debt services

Generates

payments

messages to Swift

Daily Cashflow

report

Coupons

statements

Monthly securities

report

Futures details

report

Inputs from

trading systems

Interfaces

SAP/SUMMIT

SUMMIT/SWIFT

SWIFT

/ACCORD

All transactions

payments messages

to be routed.

Matching of FX and

MM transactions

Output messages

to correspondent

banks

Incoming

messages from

correspondent

banks

SAP/SWIFT

SUMMIT/SWIFT

SWIFT/EUCLID

EUROCLEAR

EUCLID PC

Matching of

Settlement

Monthly portfolio

valuation to be

Settlement

instructions

SWIFT/EUCLID


instructions

generated from

Summit to Euroclear

Euclid PC through

Swift

reconciled Other

reports

generated from

Summit are

received through

Swift

JP MORGAN

MORCOM

Futures Printout Futures

statements reports

Futures

transactions

executed through

Summit

ADB/ADF/MDRI

Subscriptions (not

used directly by

FTRY.2)

Spreadsheet data for

members

subscription

payments to be

reconciled with

incoming payment

messages in Swift

Printout of

subscription

payment data

Subscription

payments data

captured in the

system

OTHERS

Excel,

Outlook

PDF, Fax

Bank statements

received from

correspondent banks

to be reconciled

Printout reports Bank statements

received from

correspondent

banks to be

reconciled


Directory Systems related to BackOffice and Cash Accounts reconciliation

Functional Activities

SAP

Outlook Email Excel

Txt

PDF

Fax, etc.

I

N

T

E

R

F

A

C

E

S

FTRY USERS Business Partners

SUMMIT

DATA

LAYER

Oracle Discovery

Report

SWIFT /

ACCORD

Office

Tools

DB Oracle DB SQL Server

Other data

formats

(xls, pdf, txt, etc.)

JP Morgan

Morcom

EUCLID PC

In-house developed

systems

ADB/ADF /MDRI

Swift Network

Euroclear


ii. Reconciliation architecture

a. Current reconciliation architecture / process

Currently, there is no automatic reconciliation tool for treasury operations. Only securities

transactions payment instructions executed through Euroclear are pre-matched using Euclid

PC. There is no pre-matching tool for securities settled through other custodians. Money

Market and FX confirmations are matched using Swift Accord. FTRY2 staff manually handles

the reconciliation process mainly through different reports in Excel spreadsheet from internal

systems (Summit, SAP, Euclid PC, etc.) and other sources. Those reports are reconciled on a

daily, weekly and monthly basis with hard copies of Swift messages or manual account

statements received from custodians and correspondent banks. At the end of each

reconciliation process the transactions that are reconciled are manually flagged “matched /or

reconciled” and those that are not reconciled are manually flagged “not matched”. For an

item that could not be identified /reconciled, an investigation process is manually initiated

and the related transaction is placed in an exception queue.

Reports are manually prepared based on pre-built templates on a daily, weekly and monthly

basis to provide statistics on transactions that are successfully reconciled and those that are

not.

Reconciliation rules are detailed in section vii.

The architecture below provides the high level of the overall current reconciliation process.

Detailed architectures of the reconciliation of each type of transaction will be provided in a

separated flowcharts document to the selected bidder on due course.



b. Target Architecture

The target architecture aims to integrate data from different sources (Swift, Summit, SAP,

Euroclear Euclid PC, JP Morgan Morcom, email, excel sheet, PDF files, flat files, etc.) into a

database through automated ETL middleware (Extraction, Transformation and Loading)

adaptors and tools. The data will be matched against pending items on the basis of various

matching rules, criteria and references configured by the users in the system.

As a result, reports will be generated on items that match and those that do not match as

well as other statistic reports.

For items that do not match, exception reports will be provided and automatic investigation

cases will be generated. The system will generate investigation case for each unidentified

item and messages using Swift and/or email. All messages and documents relative to an

exception item will be attached to the related case in the system for follow up and tracking.

It is also intended that the system will generate the reports of the matching results in a file

format that could be uploaded into our internal systems such as SAP for the purpose of GL

accounting clearance.

The automation of the current architecture will help to eliminate as much as possible all

manual interventions in the reconciliation process.

The following architecture provides a high level overview of the overall future automatic

reconciliation process.


©AfDB/FTRY0. All rights reserved. Version 1.0 – 11/11 18/50 _____________________________________________________________________________________________________

BP 323, 1002 Tunis, Belvedere, Tunisia (216) 71 10 29 71 – Fax: (216) 71 835 249 – e-mail: [email protected] - Internet: www.afdb.org

iii. Brief Description of FTRY.2 payment reconciliation processes.

The following describes briefly how the payment process of each type of transaction is

handled.

A. Securities and derivatives transactions: bonds, repos, swaps, ECP, Corporate

actions, Futures, collateral management (margin calls).

a. Bonds, repos, borrowing, swaps, ECP, and collateral management

For a security transaction to be settled, Back-office has to verify/check details on trade ticket

against Reuters/Bloomberg conversation, before sending instructions to Custodian for

settlement.

The Bank’s securities are held with five custodians: Euroclear Bank, Bank of New York, Federal

Reserve Bank of New York, Bank of England and Bank of Japan. The custody accounts are

presented in section iv.

For securities settling through Euroclear, our instructions are matched against the

counterparties’ instructions through Euclid PC system, and settlement is effected automatically

on due date by Euroclear. For securities held with the other custodians, there is no pre-

matching process as AfDB does not have access to their settlement platform such as Euclid PC

for Euroclear Bank.

FTRY.2 undertakes cash related transfers from current accounts to relevant custody accounts

and vice-versa depending on the type of security transaction. All these transactions generate

cash flow (principal and/or coupons) to be paid /received at settlement dates. The cash flow

report is generated from Summit system and reconciled manually with the reports provided by

the custodians and correspondent banks. This reconciliation for bonds, repos, swaps, ECP,

margin calls is handled manually on a daily, weekly and monthly basis as well as on ad hoc

basis.

For coupons, redemption, and pre-payments received on securities, FTRY.2 downloads on a

daily basis the reports from Euclid PC and from Swift and manually compares with the report

downloaded from Summit Oracle Discoverer.

Transactions that have not been identified or matched are considered as exception cases and

hence investigated internally and/or externally through Swift, email, telephone, fax, etc.

Section viii provides the samples of cash flow reports generated from Summit and reports

provided by the custodians and correspondent banks. The types of ingoing and outgoing Swift

messages exchanged are provided in section vi.

b. Futures

For the Futures reconciliation process, FTRY.2 downloads the futures statements report from JP

Morgan Morcom web based system and generates the futures details report from Summit

system. The two reports are then manually reconciled. A sample of the futures reports

downloaded from JP Morgan Morcom system is provided in section viii.

B. Money Market (MM): Time deposit transactions

Each MM transaction is fed into Summit system that generates three types of Swift messages:

(i) confirmation of cash lending to counterparty for an agreed tenor, (ii) instruction of payment



sent to the correspondent bank for settlement and (ii) notification to the correspondent bank

of receipt of funds (notional + interest) at maturity date. Correspondent banks send the debit

and credit advice messages through Swift and transactions are then reflected on bank account

statements. The types of incoming and outgoing Swift messages exchanged are provided in

section v and samples of their content structures in section vi.

FTRY.2 manually processes the reconciliation by comparing the information listed on account

statements and other related messages against the cash flow report produced by Summit

system. Back-office then matches transactions and put manual notes on cash flow and account

statements as proof that items have been cleared /identified. Transactions that have not been

identified are therefore considered as exception cases and hence investigated upon.

C. FX transactions

Each FX transaction is fed into SAP to generate three types of Swift messages: (i) confirmation

of the FX trade executed by the front office, (ii) instruction of payment sent to correspondent

bank for settlement and (iii) notification to correspondent bank of receipt of funds at value

date.

The FX counterparties also send a Swift confirmation of the trades which is matched against

the confirmation we send to them.

Correspondent banks send via Swift the debit and credit advice messages as well as detailed

and summarized account statements.

The types of incoming and outgoing Swift messages exchanged are provided in section v and

samples of their content structures in section vi.

BackOffice manually processes the reconciliation by comparing information listed on account

statements received against a report produced from SAP and the cash flow report from

Summit.

Back-office then matches transactions by identifying the transactions and updates the details

in SAP for ease of reconciliation. Transactions that have not been settled or identified are

considered as exceptions and therefore investigated.

D. Loan disbursements & repayments, administrative expenses, grants, front fees

and special funds

Transactions related to loan disbursements, administrative expenses, grants and special funds

are handled in SAP system. Payment proposals are prepared in SAP by FFCO and executed by

FTRY.2. Swift payment messages are generated from SAP and sent to the correspondent

banks.

The documents generated from the SAP proposals are reconciled manually with related

outgoing Swift messages.

The correspondent banks in turn send the Debit and Credit messages as well as detailed and

summarized account statements for j-1 to AfDB by Swift, Fax, and or Email. The bank

statements received through Swift are uploaded into SAP system by Cash Account

Management automatically after verifying the details such as account numbers, statement

numbers and opening balances. Those received via fax or Email (flat file, pdf file, excel sheet

etc.) are manually input into SAP system by Cash Account management.

The types of incoming and outgoing Swift messages exchanged are provided in section v and

samples of their content structures in section vi.

After capturing the statements of j-1 into SAP, FTRY.2 executes the followings tasks:



Cash Management manually identifies each amount and ensures the amounts have been

properly posted to the correct General Ledger Account. Subsequently Cash Management

updates the details in the GL for each entry to enable FFCO ‘clear’ the items and post to the

correct accounting ledger.

To identify the entries in the bank account statements Cash Management reconciles manually

the cash flow report from Summit against the bank account statements.

Bank account statements and nostro accounts balance j-1 are manually reconciled against:

- Cash flow report (principal /or coupon) for securities and MM transactions from SUMMIT

- FX report from SAP,

- Cash movement from Summit

- Operations projects loan disbursements in SAP,

- Administrative expenses in SAP,

- Grants, front fees, special funds and loan repayments are identified with the assistance

from user departments such as ORRU/OPSM/FFCO.

- Others.

Transactions that are not immediately identifiable and therefore unmatched to any entry are

investigated with internal departments and/or externally with correspondent banks and

counterparties.

In summary, on a daily basis, FTRY.2 has to manually reconcile current accounts transactions

as recorded in the bank internal systems (SAP, SUMMIT, etc) against related bank statements

sent by counterparties and correspondent banks; manually check each securities payment

instruction generated from our internal systems and match them with the related instructions

received from custodians by Swift, Euclid PC and JP Morgan Morcom. Investigations are

manually handled on a daily basis for unidentified transactions. On a monthly basis, the

securities stocks report in SUMMIT is manually reconciled against the securities stocks reports

provided by the custodians. This process is time and resource consuming and is a significant

source of operational risk.



iv. CUSTODY ACCOUNTS

Custody Accounts

Euroclear Bank S.A the major one that held 80% of our bonds

Federal Reserve Bank of New-York, New York that held our US Treasury bonds

Bank of New-York (New-York and Brussels) that held our US domestic bonds settling

through DTC.

Bank of England that held our gilt bonds.

Bank of Japan

Portfolio and their related account number and custodian

Portfolio\Custo Euroclear FED NY Bank of NY Bank of England

ADB- Operational XXXXX XXXXX XXXXX XXXXX

ADB- Prudential XXXXX XXXXX XXXXX XXXXX

ADB- Equity Back XXXXX XXXXX XXXXX XXXXX

ADF- OPP/HTM XXXXX XXXXX XXXXX XXXXX

NTF- OPP/HTM XXXXX XXXXX XXXXX XXXXX

HIPC XXXXX XXXXX XXXXX XXXXX

PCF XXXXX XXXXX XXXXX XXXXX

At Euroclear Bank each custody account is used to settle multicurrency bonds i.e. Euro, Suisse

Franc, Japanese Yen, South African Rand, Pound Sterling, US dollars, Canadian

Dollar…Reference used to identify an asset is the common code.

At Federal Reserve Bank of New-York and Bank of New-York, bonds are in US dollars and could

be identified by the ISIN code or the Cusip number.

At Bank of England, securities (Gilts) held in pound sterling are identified by an ISIN code.

Each month end Back-office prints the custody account statements as follow:

Euroclear from Euclid PC+

Other banks from Swift (MT535)



v. LISTE OF TYPES OF MESSAGES EXCHANGED BY TYPE OF TRANSACTIONS

Bonds and repo

Trading bonds and repo transactions generates the following swift messages:

- MT543 sale of bonds against payment, 1ST leg of repo trade,

- MT541 purchase of bonds against payment, 2ND leg of repo trade

- MT200 instruction to our correspondent to transfer cash from our A/C

to another our A/C at our other correspondent bank, (from 1ST leg of repo

(MT543), and 2ND leg to transfer funds to meet or receipt against payment

(MT541)

Borrowing and Swap Transactions

Monitoring bonds and Swap transactions consist in payment and receipt of notional or interest

during the life of the contract.

Type of Swift messages used:

- MT202 instruction of payment sent to our correspondent bank to settle funds to our

counterparty A/C at his correspondent bank.

- MT210 Notice to receive sent to our correspondent bank

Collateral Management and margin call

Monitoring collateral and margin call consist in managing exchange of bond free of payment

from/to our counterparty.


- MT540 instruction sent to our correspondent bank to receive bond from our

counterparty free of payment.

- MT542 instruction sent to our correspondent bank to deliver bond to our counterparty

free of payment.

Corporate Actions

All those related messages are generated from SWIFT or from Euclid PC.

We received from correspondent bank the following Swift messages:

MT536 Detailed A/C statement

MT537 Summarized A/C statement

MT564 Coupon payment pre-advice

MT566 coupon, prepayment and redemption confirmation a payment

MT568 Notification of any corporate action: reversal of coupon, tax, certification…

MT548 Unmatched transactions

From our SWIFT we receive the following messages from our correspondent banks:

MT940 Detailed A/C statement

MT950 Summarized A/C statement

MT910, MT202, MT 103 and MT299 Credit advice

MT900 Debit advice

MT546 Confirmation of delivery of bond free of payment

MT544 Confirmation of receipt bond free of payment

MT545 Confirmation of delivery of bonds against payment

MT547 Confirmation of receipt of bond against payment

MT535 Custody Account Statement

MT536 Statement of deduction of bond in custodian book.

MT537 Statement of increase of bond in custodian book.

MT515 Confirmation of delivery of bonds by the Issuer



Time deposit (Money Market)

Trading time deposit on money market module generates 3 types of swift messages:

- MT320 Confirmation of lending cash to counterparty during a period

- MT202 Instruction of payment sent to our correspondent bank to settle the said cash on our

counterparty bank account in his correspondent bank A/C

- MT210 Notification to our correspondent bank of receipt of funds (Notional + interest) at

maturity date.

Foreign Exchange

Trading foreign exchange transaction in FX module in SAP generates 3 types of swift

messages:

- MT300 Confirmation of lending cash to counterparty during a period

- MT202 Instruction of payment sent to our correspondent bank to settle the said cash on our

counterparty bank account in his correspondent bank A/C

- MT210 Notification to our correspondent bank of receipt of funds (Notional + interest) at

maturity date.

Loan Disbursement and Admin Expenses


- MT202 instruction of payment sent to our correspondent bank to settle funds to our

counterparty A/C at his correspondent bank.

- MT103 instruction of payment sent to our correspondent bank to settle funds to

beneficiary account (non-bank)

- MT101 instruction of payment sent to our correspondent bank to request for transfer

from the Bank account to beneficiary account (non-bank)

-

Others

Any other types of Swift messages not listed in this document shall be considered as and

when needed and the reconciliation package shall be able to reconcile them.



vi. SWIFT MESSAGES STRUCTURES

vi.1

Mandatory

Field

Our

MT210

Correspondent

Bank

MT202

Correspondent

Bank

MT910

Correspondent

Bank

MT299

Correspondent

Bank

MT103

Value

date

30 32A 32A 32A 32A

Currency 32B 32A 32A 32A 32A/ 33B

Amount 32B 32A 32A 32A 32A/ 33B

Ordering

Inst

52A 53B 52A 52D 53D

Account

Numb

25 53B 25 25 52D

vi.2

Mandatory Field Our MT202 0ur MT200 Correspondent Bank

MT900

Our reference 20 20 21

Currency 32A 32A 32A

Amount 32A 32A 32A

Our A/C Number 53B 53B 25

Intermediary 57A 57A N/A

Beneficiary A/C 58A 58A N/A

Value date 32A 32A

vi.3

Mandatory Field Our MT543 Correspondent Bank

MT545

Reference 20C 20C

Settling date 98A 98A

Trade date 98A 98A

Deal price 90A 90B

ISIN/CC/CUSIP 35B 35B

Denomination 36B 36B

SAFE 97A 97A

Buying Counterparty 95P 95R

Receiving Agent 95P 95P

Counterparty SAFE 97A 95R

Settling Amount 19A 19A

vi.4


MT546

Our Reference 20C 20C


Trade date 98A N/A

Deal price 90A N/A


Narrative N/A 70E


SAFE O/97A ADB 97A

Counterparty BUY95P REAG95P



Agent REAG95P PSET95P

SAFE C/97A 95Q

vi.5


MT547

Our reference 20C 20C


Trade date 98A 98A

Deal price 90A 90B



SAFE 97A 97A

Selling Counterparty 95Q 95P

Receiving Agent 95P 95R

Counterparty SAFE 97A 95R

Settling Amount 19A 19A

vi.6

Mandatory Field Our

MT540

Correspondent Bank

MT544

Our reference 20C 20C


Trade date 98A N/A

Deal price 90A N/A



SAFE 97A 97A

Selling 95Q PSET

Receiving Agent 95P DEAG95P

Counterparty SAFE 97A 95Q

vi.7

Our Swift Messages

MT202, MT200, MT210

Related

fields

Corresponden

t Bank MT940

Our reference 20 61

Currency 32A 60F

Amount 32A 61

Our A/C Number 53B 25

Intermediary 57A 86

Beneficiary A/C 58A 86

Value date 32A 61

Ordering Counterparty 52A 86

vi.8

Our Swift Messages

MT202, MT200, MT210

Related

fields

Corresponden

t Bank MT950

Our reference 20 61

Currency 32A 60F

Amount 32A 61

Our A/C Number 53B 25

Intermediary 57A 61

Beneficiary A/C 58A N/A

Value date 32A 61

Ordering Counterparty 52A N/A



vii. RECONCILIATION RULES

The following information should be the same in the messages generated by the Bank internal

systems (Summit, SAP, Euroclear, SWIFT) with those sent by the correspondent banks and

custodians.

Most of those transactions are reflected in the cash flow reports.

For cash settlement we consider that a transaction is reconciled when the following criteria are

met:

Same current account

Same Currsamaency

Same amount

Same Value date

Same Beneficiary / Ordering party

Same References

Credit entry matches a debit entry or vice versa

For custody, we consider that a transaction is reconciled when the following criteria are met:

Same ISIN Code or Common Code or Cusip Number (Each bond on the market is

identified by a unique ID)

Same Custody Account used

Same Denomination i.e. currency

Same Nominal

Step followed for an exhaustive process

For Custody reconciliation

1- Selecting custodian A/C (See section iv)

2- Down load Statement of A/C received from Euroclear (See section v procedure sent by

Euroclear)

3- Down load MT535 from Federal Reserve Bank, Bank of New-York and Bank of England.

4- Process the reconciliation automatically as per vi.2 (Swift message (MT535) fields that

Vendor should consider to automate the process

5- Matching bonds and dealing with exception (MT535 and MT536)

This reconciliation process is a real head-hack and time consuming. It does not allow Back-

office:

1- To be more proactive to detect and prevent issues that might occur

2- To better serve our customers

3- To provide an accurate valuation of our portfolio

For cash settlement

1- Selecting Nostro A/C for Investment and borrowing transactions.

(See iv)

A- Live reconciliation i.e. during business day

Money Market, nostro funds transfer, swaps and debt services.

Our notice to receive MT210 should match correspondent bank credit advice MT910,

MT299, MT202 or MT103 (See vi.1).

Our instruction to pay MT202/MT200 should match correspondent bank debit advice

MT900. This will be easier to reconcile since in field 21 of MT900 our correspondent bank

always put our reference as it appears in field 20 of our MT202/MT200 (See vi.2).

Bonds, repo, collateral management and margin call.

Our delivery against payment (sale) MT543 should match correspondent bank confirmation

of delivery MT545 (See vi.3)



Our delivery free of payment (sale) MT542 should match correspondent bank confirmation

of delivery MT546 (See vi.4).

Our receipt against payment (purchase) MT541 should match correspondent bank

confirmation of delivery MT547 (See vi.5).

Our receipt free of payment (sale) MT540 should match correspondent bank confirmation

of delivery MT544 (See vi.6).

An email could be sent to Back-office to advise any amount matched or unmatched that felt in

exception queue.

B_- Next business day

For mostly A/C statement type MT940 the program will need to read details

Debit entry should match our MT202 (reference, currency, value date, beneficiary….)

Credit entry should match our MT210 (currency, value date, ordering party). See vi.7.

This will also be applicable on A/C statement type MT950 in case we closed the swift before

closing day in USA or Canada. See vi.8

Before putting an item in exception queue the program will need to read other correspondent

bank account statements in Swift in the related currency of trade pending matching.

Therefore it will be two levels of exception items:

Transaction settled in the wrong account

Transaction not settled

The above reconciliation rules are not exhaustive. There is also reconciliation of account

balances, bulk amounts with related detailed transactions, etc.



viii. SAMPLE REPORTS USED FOR BACKOFFICE & CASH MANAGEMENT RECONCILIATION

For the purpose of confidentiality, the Bank can not provide the sample reports at

this stage. The sample reports will be provided during the implementation process.

- Sample reports of FX downloaded from SAP

- Sample reports of Cash flow downloaded from Summit

- Sample daily reports downloaded from Euclid

- Sample futures reports downloaded from JP Morgan Morcom system

- Sample monthly reports of securities downloaded from Summit

- Sample monthly reports of securities downloaded from Swift

- MT535

- Sample monthly reports of securities from Euroclear (via post)

- Others



Annex 4

Functional Requirements for:

The integrated reconciliation system of Back-Office and Cash Accounts operations:

Instructions:

The “Required or Desired” column represents whether a feature is a business requirement

(Required), or if it is a feature that either will be used sparingly or may not be

utilized/configured until a future date (Desired).

The bidder is requested to identify and describe the levels of support (Full Support, Partial

Support and No Support) that will be provided for functionalities listed in the table below.

The levels of support are as follows:

(1) Fully Supported

Scores 100%

The function is supported as a

standard/configurable feature within the

package.

(2) Partially Supported

Scores 25% only if the vendor can

develop or customize required

function at no additional cost

otherwise will score 0%

The desired function is available in a separate

optional package, or could be made available

through the development of a new component or

application, or only some of the features listed

are fully supported. Please explain and specify

associated costs for full support, where

applicable.

(3) No Support

Scores 0%

The desired function is not within the scope of

the package and there is no practical way to

provide it.

For each requirement, the Bidder should indicate which level of support pertains to the

requirement by entering “1, 2, or 3” in the appropriate box.

o If the requirement is not fully supported, do not enter “1” in the Support Level box.

o In the case of Partial Support follow the “2” with an explanation and the estimated cost

associated with the work in the “Vendor Support Level Detail” cell.

o The Bidder may also provide details to other support levels if desired.

Ref# Requirement / Questions Max.

Mark

Vendor

Support

Level

(1,2,3)

Vendor

Support

Level

Detail

A. Product coverage 120

A.1 System Integration features with

heterogeneous sources

20

Extraction, Transformation, Loading (ETL).

Describe what can of ETL tools your product use 4

Access to Internal and External Data: 4

Does your product use any adapters? Please

specify 4




Mark

Vendor

Support

Level

(1,2,3)

Vendor

Support

Level

Detail

Automate import and export of bank statements

and other data of any format from/to any source

(Swift, SAP, Misys Summit, Oracle database,

SQL Server database, PDF, Text, Excel, etc.)

Describe which ones your product support?

4

The system shall have capabilities to integrate

with the Bank’s third parties systems (SWIFT,

SAP, SUMMIT, EUROCLEAR EUCLID PC), in-

house systems, etc.

Describe how your product can handle this?

4

A.2 Reconciliation rules and parameters

definition

20

The system shall allow the users to define their

own reconciliation rules, set up their parameters 5

Mapping tool

The system shall have a visual and user-friendly

mapping tool.

5

Matching tool

The system shall have a visual and user-friendly

matching tool

5

Automatic reconciliation frequency: real-time,

intraday, daily, monthly, quarterly, annual, ad

hoc, etc. Describe which ones your product

support.

7

A.3 Asset classes and payment types

coverage

The reconciliation system shall cover the

followings:

30

Securities reconciliation 3

FX reconciliation 3

Money Market, Cash movements and debt

services reconciliation 3

Coupons reconciliation 3

Futures reconciliation 3

Collateral reconciliation 3

Cash balance, Call and Interests reconciliation 3

Administrative expenses, 3

Loan disbursements, returned disbursements

and reimbursements reconciliation 3

Any other payment type (grants, front fees, etc.)

that may not be foreseen in this document. 3

A.4 Exceptions Investigation and Case

Tracking tools

The system shall handle the investigation of

20




Mark

Vendor

Support

Level

(1,2,3)

Vendor

Support

Level

Detail

exceptions generate alerts, manage the tracking of investigation cases as well as archive all cases and correspondences exchanged during investigations.

Warning and Alert System: The system shall be able to be configured to generate automatic

alerts messages (comments on unmatched items, swift messages, emails on exceptions cases) and monitor the severity of exceptions.

3

Does your product manage the exceptions? Please explain?

3

Does your product incorporate the investigations tool without Swift E&I tool? Please explain how it works. Please note that the Bank does not have Swift E&I tool

3

The system shall provide the Cases tracking tool The cases tracking tool shall be able to record all tasks undertaken during the investigation of an exception case. Describe how your product handles this?

3

The cases tracking tool shall be able to store in its database all tasks handled and correspondences related to each case (emails,

documents and files of any format, and pictures exchanged) during investigations. Describe how your product handles this?

3

Reporting: The case tool shall provide all statistic reports on investigations cases

3

Archiving system: the system shall provide the archiving of completed cases, records archiving, versioning, etc. Describe how your product handles this?

2

A.5 Reporting system: The system shall cover

the reports on reconciliation, investigations

and the cases tracking reports

It Shall allow users to carry out the

followings:

Please Describe how your system handles

this:

20

Build and/or customize their reports, 4

Schedule the batches and reports 2

Define templates of reports 2

Generate reports using templates (such as 4




Mark

Vendor

Support

Level

(1,2,3)

Vendor

Support

Level

Detail

letters, reminders for exceptions investigations, etc.)

Generate statistics, dashboards and graphs; 2

Generate outputs reports into any format (PDF,

Excel, txt, XML, graphs, Word, memo, etc.);

2

Upload outputs to other systems such as SAP GL, SUMMIT, etc.;

2

Send automatic emails to distribution group with

reports attached.

2

A.6 System authentication, Security and Audit

trail:

10

Does the system provide an audit trail and history associated with changes to requirements?

2

Does your product integrate to windows active directory? 2

Does the system provide Windows authentication and

allow granular configuration of authentication based on time?

2

Describe in detail the authentication process, including

front-end and back-end authentication and how users reset their passwords and what happens when the passwords expire

2

Describe your web based session management (time out, configuration, etc.)

2

B. Documentation, Support and Training: 20

Ref# Requirements / Questions Max

Mark

Included Optional Vendor

Response

(Please

answer as

specifically

as

possible)

B1. Support Availability 7

Is phone support available with live person answering?

1

If yes at what times is the phone support available?

1

Which locations support is available (local, EMEA and/or global)?

1

Does a live person answer or message left? 1

Does your support include a tracking tool for issues 1




Mark

Included Optional Vendor

Response

(Please

answer as

specifically

as

possible)

related to change to be operated during user acceptance test phase or in maintenance phase

Describe your levels of support programs. Does your company provide guarantees on software performance or support Service Level Agreements (SLAs). Describe those here.

1

Provide release notes when upgrades and/or patches are released, far prior to the upgrade or patch date (to allow for decision and test design)

and on-line support, via client web for bug, via e-mail, FAQ’s, downloadable hot fixes/patches

1

B.2 Training 6

Describe your technical and user training

program(s), including a synopsis of relevant courses offered, options for delivery (web-based, Computer Based Training, instructor-led, etc.) and the locations of your major training centers.

Provide a list of all appropriate courses with prices and course schedules.

4

Who provides product training? 1

How is training designed to meet customer needs? 1

B.3 Documentation 7

What types of user and technical documentation

(installation, configuration, troubleshoot, user manual, etc.) is provided?

3

What formats are the documentation delivered

(paper, electronic, on-line, etc.)? 2

Is there a cost associated with documentation? 2

C. Implementation: 48


Mark

Vendor Response

(Please answer as

specifically as

possible)

Describe the standard methodology / lifecycle / activity sequence for a typical implementation of the package from project initiation through to warranty.

15

Show the resource requirements for the typical implementation of the base package. Resources must be identified by skill set & client versus

vendor mix.

15

Describe the resources utilized in an implementation process (vendor-

based, third-party, domain knowledge, certification, number of successful installs)

5

Is the base package fully tested, stable and operational? 5

What is the frequency of patches / fixes to the base product? 4

Does the package require mandatory customizations?

If so, please quantify in terms of work effort / duration and costs. In 4



addition please specify which of the mandatory customization effort is fulfilled by the vendor.

D. Technical Information: 48

D.1 High Level Architecture: 5

Max

Mark

Description: (include architecture; 2 or 3 tier client server, web, etc., specifications for client software and communications between different tiers)

3

What are the core products or modules offered? What are current

versions? 1

Is there any migration to further versions planned for soon?

If yes describe the implication if the Bank acquires the current

versions?

1

D.2 System Requirements : Server: 5 Max

Mark

Describe the servers hardware specifications required for your product (processor, minimum memory requirement, disk space, etc.)

1

What type of Operating System? [ ] Windows

2003

[ ] Other:

[ ]

Win2008

[ ]

UNIX

1

What type of Databases [ ] Oracle

[ ] SQL

Server

[ ]

Other:

1

Server Application / Web [ ] Tomcat

[ ] JBOSS

[ ]

WebLogic

[IIS]

[ ]

Other

1

Do optional software are required for full access to the wide range of features offered by your product

[ ] Yes [ ] No 1

- List these optional software

D.3 System Requirements : Client: 5

Describe the client hardware

specifications required for your product (processor, minimum memory requirement, disk space, etc.)

1

What type of Operating System? [ ]

Windows

XP / 7)

[ ] MAC [ ] Other:

1

What type of Web Browser [ ]

Internet

Explorer

7+

[ ] Firefox 3+ [ ] Other: 1

Centralized deployment on clients? 1



Do optional components are required to

install on the client (e.g : plugin for FireFox and Internet Explorer)

[ ] Yes [ ] No 1

- List these components

D.4 APIs, Integration and Partnership: 15 Max

Mark

Does this product integrate with other products? [ ]

Yes

[ ]

No

1

Describe how product integration is accomplished with your platform and what makes it advanced as a modular platform

1

Describe your APIs (how your source code repository is open and component service easy for customization)

1

Does your product integrate with Microsoft Office (Word, Excel, Outlook)? 1

Does your product integrate with ERP SAP? Which version? How? 1

Does the system support SAP Process Integration (SAP PI)? How? 1

Does your product integrate with SAP Banking Communication Management

(SAP BCM)? How?

1

Does the system integrate with SWIFT Alliance system? Which version of

Swift Alliance? How?

1

Is your company a SWIFTReady label provider? 1

Is your proposed product a SWIFTReady application (certified by Swift)? 1

Does the system integrate with SUMMIT? How? 1

Does your company have any partnership with Misys on Summit? And/or on any other Misys product?

1

Which other systems does the system integrate with?

List all sources of data the system can integrate with

1

Describe which types of data format can be imported and or exported 1

Integration Technologies used (XML, Web services, Batch import/export, other)

1

Application Customization and Development: 6 Max

Mark

Can the product be customized for a given installation? [ ]

Yes

[ ]

No 1

Describe the flexibility of the application configuration and customization tools? 1

Is customization done by Vendor or by Client? 1

If “Client”, describe the development language, tools and training required to

do the customization

1

If “Client”, describe your recommendation on how source version and releases

could be managed, compiled, integrated, testing and deployed with your platform

1

Does the product include a repository and data model? 1

Administration: 5

Describe amount of staff and skill set required to provide ongoing operational and administrative support after installation

2

Does the platform allow centralized administration? This is a must. 2

Is there any possibility to connect a data warehouse and/or Business

Intelligence tool?

1



D.5 Extension Points: 2 Max

Mark

Can this product be extended by adding new feature?

If “Yes”, describe how service can be easily configured and extended [ ] Yes [ ] No 2

D.6 User Interface : 5

Does your system use the web interface? 5

Total points in this area are 240 which will account for 50% of the technical evaluation criteria

indicated in Annex 6.



Annex 5




Fax Number: + (216) 71 835 249

Date: 28 March 2012

Contents of the Proposal

All submissions must be written in English or in French.

1. Technical Proposal (Technical Envelope- 1 original and 4 copies)

The technical proposal of the bidder must include the following documents:

- A response to a questionnaire on the software functionalities provided in Annex 4;

- Response to case study described in Appendix C;

- A statement of conformity (using format as described in Appendix A);

- A copy of the company certificate of incorporation and/or register of commerce. The

requested documents shall clearly indicate the country of origin of the company and

allocation of capital between stakeholders, which must meet the Bank eligibility

requirements;

- Audited financial statements for the past 3 years (2008, 2009, 2010 or latest);

- Project plan for the management of the contract including delivery lead time,

installation, customization, testing, training and commissioning of the system;

- A description of your relevant experience on this particular field, supported with at

least three (03) examples of projects with similar nature and complexity carried out

with satisfaction during the last three years 2008, 2009 and 2010 or latest;

- Qualifications and level of competency of each key staff to be assigned to the

execution of the contract (use format as described in Appendix D);

- Documentation (i.e. technical sheets) on every item requested (including photos

and including manufacturer’s guarantee) and description of related services;

- Explanations for deviations (if any);

- Full name and address of the manufacturer’s representative closest to the

consignee, who can provide after-sales-service, spare- parts and warranty services;

- Proof of Partnership Status or Manufacturer’s authorization;

- Any other relevant Documentation such as proof of competence for this type of

project;

- Proof that the company is an integrator of technical solutions;



- Insurance certificate for professional liability of the bidder.

- The contract initialed and stamped on each page with respect to the Bank standard

contract provided in Annex 9.

-

2. Financial Proposal (Financial envelope- 1 original and 4 copies)

The financial proposal will include:

- A bid submission form, fully completed and signed (using format as described in

Appendix B);

- A general table summarizing pricing (Appendix E fully completed and signed);

- The overall quotation (free and clear of all taxes);



Appendix A

(To be included in the Technical Proposal)

A statement of conformity

To the African Development Bank

PO 323, 1002 Tunis Belvedere

Tunisia

Dear Sir,

Having examined the Request for Proposals documents (RFP N°

ADB/ICB/CGSP/2012/0068), we, the undersigned, offer to provide the Bank, with [the

items and services], in conformity with the Request for Proposals mentioned above, in the

amount indicated in the Price Schedule form included in our Financial Proposal.

We undertake, if our Proposal is accepted, to commence and complete delivery of all items

and services required in this Request for Proposals within the time frame stipulated in our

Proposal.

We agree to abide by this proposal for a minimum period of ninety (90) days from the date

of the submission of the proposals in the Request for Proposals, and it shall remain binding

on us and may be accepted by the Bank at any time before the expiration of that period.

Dated

Signature

In the capacity of

Duly authorized to sign this proposal for and on behalf of:



Appendix B

(To be included in the Financial Proposal)

Bid submission Form

To the African Development Bank

PO 323, 1002 Tunis Belvedere

Tunisia

Dear Sir,

Having examined the Request for Proposals N° ADB/ICB/CGSP/2012/0068), the

receipt of which is hereby acknowledged, we the undersigned, offer to provide the

requested items and services in full conformity with the said Request for Proposals in the

total amount (free and clear of all taxes) of [amount in words], [amount in figures].

We agree to abide by this proposal, for a period of ninety (90) days from the proposal

submission date as stipulated in the Request for Proposals, and it shall remain binding

upon us and may be accepted by you at any time before the expiration of that period.

Until a formal contract is prepared and executed between us, this bid, together with your

written acceptance thereof and your notification of award shall constitute a binding contract

between us.

Dated:

Duly authorized to sign this proposal for and on behalf of:

[Signature]

In the capacity of

_____________________________________________________________________

[Position]



Appendix C




Fax Number: + (216) 71 835 249

Date: 28 March 2012

Integrated reconciliation system of Back-Office and Cash Accounts operations -

System demonstration

Case study

The Bidder should demonstrate its system’s ability to connect to various systems, automate

integration of data from heterogeneous sources and formats in a harmonized central database,

handle the automatic reconciliation based on rules and parameters defined by users, generate

output data to be fed automatically into other system and reports in various user-friendly

formats such as in pdf, txt, spread sheet, graphs, and, implement a case tracking module that

could handle the investigations of exception cases, generate notifications alerts and produce

statistic reports in various formats.

The following functionalities should be demonstrated:

1. Demonstration of the case study: Integration, matching, reconciliation, exceptions

investigations case tracking and reports.

1.1 Ability to interface/integrate with other systems and to absorb data from

heterogeneous sources and formats.

1.2 Ability to generate data and feed other systems.

1.3 Flexibility to design the model within the system in order to set up the matching

rules and parameters governed by the reconciliation process.

1.4 Ability to handle automatic reconciliation real-time, intraday, daily, weekly,

monthly and on ad hoc basis for all asset classes as indicated in the product

coverage defined in the functional requirements.

1.5 Ability to generate automatic investigation messages, notification alerts and

send them by email to distribution group

1.6 Implementation of the investigations case tracking workflow for exceptions

1.7 Ability to archive and attach to each exception case all correspondence and

document exchanged during the investigation.

1.8 Ability to generate customized key reports and statistics dashboard in various

formats (pdf, spread sheet, txt, graphs, etc) for decision making.

2. Centralized administration and deployment.

3. Traceability and audit trail based.

4. Security and User access management.

5. Ability to configure and extend to other components



Appendix D

Format of Curriculum Vitae (CV) For Proposed Key Staff

Proposed Position:

Name of Firm:

Name of Staff:

Profession:

Date of Birth:

Years with Firm: Nationality:

Membership in Professional Societies:

Detailed Tasks Assigned:

Key Qualifications:

[Give an outline of key staff member’s experience and training most pertinent to tasks

assignment. Describe degree of responsibility held by each staff member on relevant

previous assignments and give dates and locations. Use up to half a page.]

Education:

[Summarize college/university and other specialized education of each staff member,

giving names of schools, dates attended and degrees obtained. Use up to a quarter

page.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all

positions held by each staff member since graduation, giving dates, names of employing

organization, title of positions held and location of assignments. For experience in last

ten years, also give types of activities performed and client references, where

appropriate. Use up to three-quarters of a page.]

Languages:

[Indicate proficiency in speaking, reading and writing of each language: excellent, good,

fair, or poor.]

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these biodata

correctly describe me, my qualifications and my experience.

Date:

Signature of or authorized officer from the bidding firm Day/Month/Year



Appendix E

(TO BE INCLUDED IN THE FINANCIAL PROPOSAL)

PRICE SCHEDULE FORM

The price schedule should indicate the following

N° Description PRICE COUNTRY OF ORIGIN

1 INTEGRATED RECONCILIATION SYSTEM OF

BACKOFFICE AND CASH ACCOUNTS

OPERATIONS ( perpetual license for 20 users)

2 Installation and implementation

3 Training (technical and functional aspects)

7 Support and maintenance

- year 1

- year 2

- year 3

- Year 4

- Year 5

9 Others

Payment schedule

N° Description

1 INTEGRATED RECONCILIATION SYSTEM

OF BACKOFFICE AND CASH ACCOUNTS

OPERATIONS ( perpetual license for 20

users)

To be paid after

successful

implementation

2 Installation, implementation and

Integration

3 Training (technical and functional aspects

5 Annual maintenance and support fee for

the first year

To be paid after live

run


the first year 2nd year

To be paid on the

second anniversary


the first year 3rd year

To be paid on the

third anniversary


the first year 4th year

To be paid on the

fourth anniversary


the first year 5th year

To be paid on the

fifth anniversary

Total

Please note that this is only a summary page. Bidders are required to provide

detailed Pricing breakdown to enable the Bank assess the computations and carry

out arithmetic checks. If there is a difference between the total amount and the

detailed price, the detailed price will prevail.



Annex 6




Fax Number: + (216) 71 835 249

Date: 28 March 2012

Evaluation Criteria

1. DETAILS OF THE EVALUATION

To be responsive, offers must contain all information required in each envelop as described

above. Responsive offers will be the subject of a three-stage evaluation procedure detailed

as follows:

a) A pass/fail assessment will be carried out to determine whether the proposals meet the

minimum pass/fail criteria indicated in 2, below.

b) Technical proposals determined to meet the minimum pass/fail criteria shall be

evaluated using a two stage evaluation procedure, as indicated under point 3 below.

c) Firms scoring less than 75 points will be rejected and their financial proposals returned

unopened.

d) The financial proposals will be eligible to be considered for bids which have satisfied the

minimum final technical evaluation score of 75 points. The Selection of bidders will be

based on technical quality only. The award shall be made to the bidder receiving the

highest final technical evaluation score (above 75%) and ranked no “1” and with whom

satisfactory price and terms can be negotiated and agreed upon.

2. EVALUATION AND COMPARISON CRITERIA

The bids will be examined for responsiveness using the pass/fail criteria described here.

The Bank will determine the highest technical evaluated bid (score above 75 points) and

award the contract to the Bidder with whom satisfactory price and terms will be negotiated

successfully and agreed upon.



MANDATORY EVALUATION CRITERIA (PASS/FAIL)

CRITERIA

YES No

Eligibility Criteria: Eligibility Criteria: Interested companies and products must originate from one of the Bank’s member countries listed in the Request for Proposals.

Financial Criteria: Audited Financial Statement for the past three

years (2008, 2009 and 2010 or latest) must be provided. The

minimum average turnover is US$ 500,000.00

Manufacturer’s authorization: (If applicable)

Reseller Agreement

Annual Qualification

Sales Certification

Technical Certification

General and Specific Experience Criteria: The bidder of the

complete package is an established vendor/Systems integrator

with relevant experience in the design and implementation of

INTEGRATED RECONCILIATION SYSTEM OF BACK-OFFICE AND

CASH ACCOUNTS OPERATIONS at organizations of similar size.

The bidder must have a minimum of three years’ experience, and

shall have successfully implemented as a principal integrator of the

reconciliation solution, three projects of a similar nature and

complexity (the Bank reserves the right to check references).

Functional requirement table: Bidders are required to fill a

Functional Requirements Table, (provided in soft copy) and print it

out and included in the Technical Proposal

Bank standard contract: Bidders must agree on the general

terms and conditions as indicated in the draft contract (see Annex

9).

Remarks (Accept/ Reject for the next Stage)



3. TECHNICAL EVALUATION CRITERIA (Minimum weight =75%)

To be responsive, and to be legible for further evaluation, Bidders must comply with the

Pass/fail criteria indicated above and further evaluation will be carried out for Offers that

qualify for the next stage will as follows.

(a) Technical Evaluation Criteria (Part I – Minimum 75%)) Points Score

- General information and response to questionnaire on software

functionalities provided in Annex 4.

50

Response to the case study 5

Information on project implementation phase and technical assistance.

Project Plan and Methodology for implementation

Demonstrated initiative indicating how the bidder is or intends to

be environmentally and socially responsible

15

2

Qualification and quality of proposed key personnel. The minimum

required qualification and are as follows:

Masters in IT/ Finance with specialization in either field with five

years’ experience in Treasury Back office and cash account

operations reconciliation.

Bachelor degree in Finance/ IT with 10 years relevant experience in

Treasury Back office and cash account operations reconciliation.

The above shall be fluent in English/ French language and have a

working knowledge of either language.

Relevant experience of professional staff with successful implementation of

three similar projects of Treasury Back office and cash account operations

reconciliation ( each project earns 2 point per expert)

Lead Expert- Minimum 10 years - ten years’ experience with project

management experience.

Other experts should have a minimum of 5 years

Bidders should propose number of experts based on their implementation

plan.

8

10

Implementation of Project Risk Management. Indicate possible risk areas

and demonstrate how to address or mitigate such risk during

implementation of the project.

5

Professional reputation of the firm and relevant experience in the area of

automatic reconciliation, back office and cash account operation services

of the firm in working with multilateral development banks or multinational

financial institutions (one MDBs or ten financial institutions account for 5

points)

5

Total Marks 100

In order to confirm the results of the technical evaluations, the Bank requires that

Bidders that obtained the best technical score above the minimum score of 75

points, must attend an interview at the Bank’s premises or remotely to present their

Integrated reconciliation system for BackOffice and Cash Accounts operations and

the case study, at the cost of the Bidder. The purpose of the presentation is first to



show the interface and the environment of the Software and second to discuss

results of the case study and run additional simulations.

4. Demo Evaluation Criteria

(b) Demo Evaluation Criteria (Part II) Points Score

1. Integration, Demonstration of the case study matching,

reconciliation, exceptions investigations case tracking and reports.

1.1 Ability to interface/integrate with other systems and to

absorb data from heterogeneous sources and formats.

1.2 Ability to generate data and feed other systems.

1.3 Flexibility to design the model within the system in order

to set up the matching rules and parameters governed by

the reconciliation process.

1.4 Ability to handle automatic reconciliation real-time,

intraday, daily, weekly, monthly and on ad hoc basis for

all asset classes as indicated in the product coverage

defined in the functional requirements.

1.5 Ability to generate automatic investigation messages,

notification alerts and send them by Swift and/or by

email.

1.6 Implementation of the investigations case tracking

workflow for exceptions

1.7 Ability to archive and attach to each exception case all

correspondence and document exchanged during the

investigation.

1.8 Ability to generate customized key reports and statistics

dashboard in various formats (pdf, spread sheet, txt,

graphs, etc.) for decision making.

6. Centralized administration and deployment.

7. Traceability and audit trail based.

8. Security and User access management.

9. Ability to configure and extend to other components

10

5

10

15

5

10

10

10

10

5

5

5

Total Marks 100

Final Technical Score

The final technical score is a combination of Technical score and demo score as follows:

Final Technical Score = 60% x Technical score + 40% x Demo score

Bidders who will meet a minimum of 75% final technical score will be considered for the next

stage and their Financial Proposals will be eligible for consideration to the next stage.

The Bidders who fail to do so, or whose offer did not comprehensively address this RFP, will

have their financial proposal not opened. Financial offers will then be returned to them

unopened.



5. FINANCIAL EVALUATION

Bidders who will meet a minimum of 75 final technical score will be eligible to be considered

for the next stage.

The Selection of bidders will be based on technical quality only. The award shall be made to

the bidder receiving the highest final technical evaluation score (above 75) and ranked no “1”

and with whom satisfactory price and terms can be negotiated and agreed upon.

The Financial Proposal of the firm with the highest technical scores will be opened and price

negotiation will be carried out. If negotiation with the highest bidder is not successfully

concluded the Bank will enter into negotiation with the next bidder with technical scores of

more than 75

For purpose of evaluation, the Bank will convert all bid prices expressed in the currency of the

RFP in which the bid price is payable, into the Bank’s Units of Accounts (UA) by using the

Bank’s monthly moving average rate for the applicable month (deadline for submission of

proposals).

6. Award

Award of the contract will be made to the bidder after successful negotiation of

terms and conditions for implementation of the project.



Annex 7




Fax Number: + (216) 71 835 249

Date: 28 March 2012

List of Member Countries of the Bank

REGIONAL COUNTRIES

1. Algeria 2. Angola 3. Benin 4. Botswana

5. Burkina Faso 6. Burundi 7. Cameroon 8. Cape Verde

9. Central African

Rep.

10. Chad 11. Comoros 12. Congo

13. Côte d’Ivoire 14. Democratic Rep

of Congo

15. Djibouti 16. Egypt

17. Equatorial Guinea 18. Eritrea 19. Ethiopia 20. Gabon

21. Gambia 22. Ghana 23. Guinea 24. Guinea Bissau

25. Kenya 26. Lesotho 27. Liberia 28. Libya

29. Madagascar 30. Malawi 31. Mali 32. Mauritania

33. Mauritius 34. Morocco 35. Mozambique 36. Namibia

37. Niger 38. Nigeria 39. Republic of South

Africa

40. Rwanda

41. Sao Tome & Principe

42. Senegal 43. Seychelles 44. Sierra Leone

45. Somalia 46. Sudan 47. Swaziland 48. Tanzania

49. Togo 50. Tunisia 51. Uganda 52. Zambia

53. Zimbabwe

NON REGIONAL COUNTRIES

1. Argentina 2. Austria 3. Belgium 4. Brazil

5. Canada 6. China 7. Denmark 8. Finland

9. France 10. Germany 11. India 12. Italy

13. Japan 14. Korea 15. Kuwait 16. Netherlands

17. Norway 18. Portugal 19. Saudi Arabia 20. Spain

21. Sweden 22. Switzerland 23. United Kingdom 24. United States of America



Annex 8




Fax Number: + (216) 71 835 249

ACRONYMS

AFDB African Development Bank

ADB African Development Bank

ADF African Development Fund

ATR Agence Temporaire de Relocalisation (Temporary Relocation Agency)

CGSP Corporate General Service Department

EMEA Eastern - Middle East and Africa

ECP Euro Commercial Paper

DTC Depositary Trust & Clearing

FFCO Financial Control Department

FTRY Treasury Department

FTRY.2 Treasury Operations and Banking Relationship Division

MDRI Multilateral Debt Relief Initiative

OPSM Private Sector and Microfinance Department

RFP Request for Proposal

TOR Terms of Reference

TRA Temporary Relocation Agency

UA Unit of Account

Documents

African Development Bank Temporary Relocation Agency ... · ©AfDB/FTRY0. All rights reserved. Version 1.0 – 11/11 2/50 4. Your proposal must be received on or before the date and