THE UNITED INSURANCE COMPANY S.C. Request for Proposal … Asset Management TOR.pdf · THE UNITED INSURANCE COMPANY S.C. Request for Proposal for FIXED ASSET MANAGEMENT System (FAMS)

THE UNITED INSURANCE COMPANY S.C.

Request for Proposal for

FIXED ASSET MANAGEMENT System (FAMS)

RFP N0.UNIC/FAMS/01/17

December 28, 2017

FIXED ASSET MANAGEMENT 2

The products and services required, bidding procedures, contract terms and

conditions are prescribed in the RFP. The Bidding Documents include:

1. Project Objectives ........................................................................................................................ 3

2. Recipient ........................................................................................................................................ 3

3. Scope and Deliverables ................................................................................................................ 3

5. Methodology .................................................................................................................................. 4

6. <UNIC-ETHIOPIA>Coordination.................................................................................................. 5

7.Schedule of Bid submission / Address for communication ..................................................... 7

PART 2: DISCLAIMER .......................................................................................................................... 8

PART 3: INSTRUCTIONS FOR BIDDERS (IFB) .................................................................................. 8

B. PREPARATION OF BIDS ............................................................................................................ 11

C. The Bidding Documents ............................................................................................................ 15

D. Submission of Bids .................................................................................................................... 16

E. Opening and Evaluation of Bids ............................................................................................... 18

F. Award of Contract ....................................................................................................................... 25

PART 4- TERMS AND CONDITIONS OF CONTRACT (TCC) ........................................................... 27

PART 5-TECHNICAL & FUNCTIONAL SPECIFICATIONS (TFS) ..................................................... 40

A. System capability Requirement ................................................................................................ 40

B. Mandatory Fields in the Reports .............................................................................................. 41

SCHEDULE OF DELIVERABLES ...................................................................................................... 42

Some of the minimum expected deliverables are: .................................................................... 42

A. System Output ......................................................................................................................... 42

B. Installation and Operation Output ..................................................................................... 42

PART 6- BID FORM, PRICE SCHEDULES AND OTHER FORMATS ............................................. 42

PART 7- SCHEDULE OF DATES, AMOUNTS, ETC ........................................................................... 8


PART 1: INVITATION TO BID

1. Project Objectives

This project will design and implement Asset Management software to facilitate

<UNIC-ETHIOPIA>’s Asset Management activities. The provision of both software and

implementation services will be the responsibility of the successful bidder, subject to

the satisfactory performance of the service provider during the design and inception

phase, together with the delivery of a satisfactory design and build specification which

meets our needs under Introduction to <UNIC-ETHIOPIA>.

This project will enable <UNIC-ETHIOPIA> to achieve process simplifications previously identified.

The selected bidder should host the solution at <UNIC-ETHIOPIA>’s premise/ advised premise in High Availability mode, along with DR and a minimum uptime time of 99.95 %.

The developer should also support integration, maintenance, compliance, etc. and day to day operations on 24*7*365 basis.

2. Recipient

The principal recipient of the services is The United Insurance Company S.C. (<<UNIC-ETHIOPIA>>). 3. Scope and Deliverables

The scope of the new solution will include;

Optimization of the Fixed Asset Management Process.

Improve Asset tracking and inventory taking process.

Accurate depreciation/valuation/impairment Management

Improve dispositions and transfers tracking

Rational in performing maintenance activities

Better traceability of the fixed asset at any time

Better monitoring and control

Optimization of related work

Reduce cost and improve profitability


4. Methodology

4.1 Design and Build <UNIC-ETHIOPIA> expect the Service Provider to define the overall system design and state and provide a roadmap with timelines for implementation upon successful selection after the bidding process. The Service Provider will agree with <UNIC-ETHIOPIA> the timeline for the project, including key milestones, and implementation in <UNIC-ETHIOPIA>. <UNIC-ETHIOPIA> will require the responsibilities between the chosen Service Provider and <UNIC-ETHIOPIA>to be clearly defined and agreed as part of the implementation phase of the project. <UNIC-ETHIOPIA> require the overall project to deliver tangible outputs during the project life. Service providers must describe how they will shape the engagement to provide such outputs. 4.1.1 Training The Service provider must state their approach to training. It is expected that the training requirements will be two-tier: with in-depth training for key users and identified “super users” within the proposed <UNIC-ETHIOPIA> FAMS function; and more low level training, preferably using on-line/e-learning tools, for all other staff. Service providers must, within their commercial response, provide fully covered training solutions, including the resource implications for <UNIC-ETHIOPIA> staff attending / accessing training. Technical responses must clearly address the resource implications – i.e. time spent in training etc. 4.2 Application Development Maintenance (ADM) & Hosting. The Service Provider must state their approach under the following headings in relation to requirements for ADM; 1) Hardware;

2) Application;

3) Support (hardware);

4) Support (software);

5) Deployment and testing;

6) Information assurance;

7) Integration/interoperability;

8) Performance; and

9) Standards.


4.3 Risk Management <UNIC-ETHIOPIA> recognizes risk management as integral to all business processes. <UNIC-ETHIOPIA>’s policy on risk management is to actively manage risk in all our activities to ensure that significant threats are controlled and opportunities realized.

Risk management at <UNIC-ETHIOPIA> is not about preventing management taking risks. Instead it is about enabling management across the organization to:

Be more aware of the probability and impact of the risks they are undertaking; and Assess and prioritize risks to ensure adequate mitigating strategies are put in place where the level of risk is deemed too high by management. Risk Management at <UNIC-ETHIOPIA> is therefore about adopting a robust process to better identify, assess and manage the risks that need to be undertaken as part of running the business. <UNIC-ETHIOPIA>’s approach to Risk Management is intended to:

Prioritize management effort; Drive accountability and ownership of risks; and Create transparency of risks across the company.

We require confirmation that any Fixed Asset Management solution will be designed to enable us to continue comply with our risk management policy.

<UNIC-ETHIOPIA> expect the system implementation to commence in March 2018 and to be completed by end of June 2018 although the final agreed date will be confirmed during Inception Phase of the Contract 1. Ongoing system, support and maintenance requirements will be agreed through the contract negotiations and Inception Phase. This may include supporting <UNIC-ETHIOPIA> through any future transition phase, including transition to shared services if deemed appropriate, or should any business requirement change. 5. <UNIC-ETHIOPIA> Coordination

The Service Provider will report to the IT manager. The IT Manager will have day to day responsibility for the coordination of this Project and will directly report to the CEO/General Manager.


6. Invitation for Bids I(FB)

The United Insurance Company S.C - <UNIC-ETHIOPIA> invites qualified and competent venders for the supply and installation of a Fixed Asset Management System. Detailed tender documents are available for download (free of any charge) on the Company website www.<UNIC-ETHIOPIA>.com/procurement. Interested Companies should complete and submit their technical and financial proposals with separately sealed envelopes, each envelope properly marked as “Technical or Financial proposal. Proposals must be submitted on or before January 31, 2018; 4:00 pm to the Head office of the company address located below. Bids shall be opened on January 31, 2018; 10:30pm at the Head office of the company in the presence of the bidders; or their representatives who may choose to attend. The United Insurance Company reserves the right to accept or reject all or any parts of the bid at any time without assigning any reason whatsoever.

The United Insurance Company S.C Debrezeith Road, Alpaulo Building

P. O. Box 1156 ADDIS ABABA


7. Schedule of Bid submission / Address for communication

Technical and financial proposal should be submitted to <UNIC-

ETHIOPIA>, Alpaulo Building, Debrezeit Road, Addis Ababa, Ethiopia,

Finance and Administration office. For queries and clarification regarding

the RFP, please feel free to contact us on the under mentioned information.

Please note that all the information desired needs to be provided. Incomplete information may lead to disqualification.

All Bids must be accompanied by Bid Security as specified in the Bid document.

Date and Time of commencement of RFP document submission

January 10, 2018

Last date for requesting any clarification

January 30 up to 05.00 pm.

Request for clarification should be sent to: dawit_fin@<UNIC-ETHIOPIA>.com and/or alim@<UNIC-ETHIOPIA>.com The United Insurance Company SC

KirkosSubcityWoreda 06

Alpaulo Building, Debrezeit Road

Tel 00251 114655656 Fax 00251 114653258 PO Box 1156

Last Date and Time for Receipt of Bids at <UNIC-

ETHIOPIA> (Address as given below)

January 31, 2018 by 02.30 p.m.

Date and Time of opening of Technical Bids January 31, 2018 by 03.00 p.m.

Date and time of financial opening Will be advised separately.

Address for communication and submission of

bid.

Finance and Administration Department office

Bid Document Availability

Bidding document can be obtained from Finance and Administration Department office

<UNIC-ETHIOPIA> reserves the right to change the dates, time mentioned in the

FP or elsewhere which shall be communicated by email or fax.


PART 2: DISCLAIMER

A. The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in written form by or on behalf of <UNIC-ETHIOPIA> is provided to the bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided.

B. This RFP is neither an agreement nor an offer and is only an invitation by <UNIC-ETHIOPIA> to the interested parties for submission of bids. The purpose of this RFP is to provide the bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. <UNIC-ETHIOPIA> makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. <UNIC-ETHIOPIA> has an absolute discretion without subjected to obligation to update, amend or supplement the information in this RFP.

C. This RFP is not an offer by <UNIC-ETHIOPIA> but only an invitation to offer in the selection process initiated by <UNIC-ETHIOPIA>. No contractual obligation whatsoever shall arise in connection with in the RFP until a formal contract is executed by the duly authorized signatory of <UNIC-ETHIOPIA> and the Bidder.

PART 3: INSTRUCTIONS FOR BIDDERS (IFB)

A. Introduction

3.1. General Background

The United Insurance Company S.C. was established in November 1994.

<UNIC-ETHIOPIA> transacts all Life and Non-Life insurance, businesses

in the best commercial and professional tradition by providing the most

complete and secure insurance cover in Ethiopia.

The United Insurance Company S.C. (<UNIC-ETHIOPIA>) has 36 branches

in Ethiopia spread over all the country and with 8 contact offices. All the

branches are running Premia general insurance information system and

are connected to the head office through WAN.


3.1.1.<UNIC-ETHIOPIA> is looking for end to end ASSETalong with Payroll

Management Solutions hosted at <UNIC-ETHIOPIA>’s premise/ advised

premise in High Availability mode, with a minimum uptime time of

99.95 %.

3.1.2.The selected bidder shall supply, install, integrate and maintain the

Solution in its entirety.

3.2. Scope of Work

Service Providers must confirm in their response that they are able to provide fully functional Fixed Asset software to complete the functionalities for Asset Management;

3.3. Consortium

The System Integrator i.e. the bidder will be one point of contact to provide the

solution to <UNIC-ETHIOPIA>. The selected Bidder will provide <UNIC-

ETHIOPIA> an end to end solution, including but not limited to supply of

required application software, hardware, database, middleware, third party

utilities, if any and installation, testing, commissioning, warranty, annual

maintenance, required/guaranteed uptime, etc. as regards Production site.

3.4. Eligibility Criteria

3.4.1. The bidder should be a registered company and should have been in

operation for a period of at least five years at the date of RFP.

3.4.2. This invitation to tender is open to all qualified and competent venders

for supply, installation and commissioning of a Fixed Asset Management

System. The Bidder should have a successful implementation experience

of FIXED ASSET MANAGEMENT Solution for minimum of three years

period for at least three companies.

3.4.3. The bidder shall have experience of deployment of monitoring and

management solution of FIXED ASSET MANAGEMENT Solution.

3.4.4. The bidder must be having positive net worth in at least two of the last

three years (2014, 2015 and 2016).

3.4.5. The bidder should not have been blacklisted by any client during the

last five years.

3.4.6. The bidder should have permanent office in its principal country and

should have a reputable representative in Ethiopia.


3.4.7. <UNIC-ETHIOPIA> also reserves the right to inspect such supplier’s

previous installation/s while evaluating the Technical Bid.

3.4.8. The Company’s employees, committee members, board members and

their relatives (spouse and children) are not eligible to participate in this

tender.

3.4.9. Bidders involved in corrupt or fraudulent practices or who have been

previously barred from participating in company procurement shall not

be eligible.

3.5. Language of tender

The tender prepared by the Bidder, as well as all correspondence and

documents relating to the tender exchanged by the Bidder and the

Company, shall be written in the English language.

3.6 Contents of tender documents

3.6.1. The tender document comprises of the papers listed below and

addenda issued in accordance with Clause 5 of these

instructions to tenders.

Instructions to Bidders

Schedule of Requirements

Details of Service

Form of Tender

Price Schedules

Confidential Business Questionnaire Form

Schedule of Deliverables

3.6.2. The Bidder is expected to examine all instructions, forms,

terms, and specifications in the tender documents. Failure to

provide all information required in the tender documents or to

submit a tender not substantially responsive to the tender

documents in every respect will be at the Bidders risk and may

result in the rejection of the tender.

3.7. Cost of Bidding

3.7.1. The Bidder shall bear all costs associated with the preparation

and submission of its Bid. <UNIC-ETHIOPIA> will not be

responsible or liable for the costs incurred by the bidder

regardless of the conduct or outcome of the Bidding process.


3.8. Bid Security

3.8.1. The Bidder shall furnish, as part of its Bid, a Bid security as

mentioned under Clause 3.10.1 (e).

3.8.2. The Bid security is required to protect <UNIC-ETHIOPIA> against the

risk of Bidder’s conduct, which would warrant the security’s forfeiture.

3.8.3. The Bid security shall be denominated in Ethiopian Birr or USD. Bank

guarantee shall be Acceptable to <UNIC-ETHIOPIA> and shall be valid

for forty-five (45) days beyond the validity period of the Bid.

3.8.4. Any Bid, not secured as above, will be rejected by <UNIC-ETHIOPIA>,

as non-responsive.

3.8.5. Unsuccessful Bidders’ Bid security will be discharged or returned as

promptly as possible but not later than sixty (60) days after the

expiration of the period of Bid validity prescribed by UNICETHIOPIA.

3.8.6. The successful Bidder’s Bid security will be discharged upon the

Bidder signing the Contract and furnishing the performance security.

3.8.7. The Bid security may be forfeited:

a. if a Bidder withdraws its Bid during the period of Bid validity specified by the Bidder on the Bid Form; or

b. if a Bidder makes any statement or encloses any form which turns out to be false/incorrect at any time prior to signing of Contract; or

c. in the case of a successful Bidder, if the Bidder fails; i. to sign the Contract;

Or

ii. to furnish Performance Security.

B. PREPARATION OF BIDS

3.9. Documents Comprising the Bid

3.9.1. Documents comprising the Technical Bid Envelope, should be submitted duly indexed and numbered, comprising of:

a) Bid Form as per Format 6.1 completed in accordance with the terms of the Bid document and shall be signed by the Bidder.


b) Documentary evidence establishing that the Bidder is eligible to Bid and is qualified to perform the contract as per Clause 3.14 of the Bidding Document if its Bid is accepted. "

c) Documentary evidence establishing that the products, systems and additional services to be supplied by the Bidder are eligible products and services and conform to Part 5 of the Bidding Document.

d) A full description of the Technical solution, which must provide an acceptable solution to the business requirements, described in Part 5: Technical & Functional Specifications. Any Technical Bid containing any price information will be disqualified.

e) Bid security for 1% of the bid amount in the form of CPO or bank guarantee.

f) Price Schedule in another separate closed / sealed cover.

g) Additionally, the bid document should also contain indexed table of supporting documentary evidences, along with relevant clause of the bid document under which the same is being submitted and its description. Documents comprising financial proposal should be a full price schedule of the solution indicating all the components of the solution and services with the prices, in one separate closed sealed cover.

3.10. Bid Form

3.10.1. The Bidder shall complete both the two Envelopes of the Bid Form furnished in the Bidding Document separately, indicating the products to be supplied, a brief description of the products, prices and submit them simultaneously to <UNIC-ETHIOPIA>.

Bids are liable to be rejected if only one (i.e. Technical Bid or Price Bid) is received.

3.11. Bid Prices

3.11.1. The prices indicated in the Price Schedule shall be entered in the following manner:

a) The total price quoted must be inclusive of cost of providing

services for installation, testing and commissioning of the Solution and warranty, all applicable taxes, duties, levies, charges etc., also cost of incidental services such as transportation, insurance, training etc.,

b) The cost of Annual Maintenance service, for a period as mentioned in Clause 7.13 on yearly basis after the expiry of warranty period.


c) Prices quoted as above shall be valid for a minimum period of 180 days from last date for submission of the tender.

3.11.2. Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and shall not be subject to variation for any reason, including exchange rate fluctuations, changes in taxes, duties, levies, charges etc. A Bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected.

3.12. Bid Currencies

Bids should be quoted in Ethiopian Birr. However if bids are

quoted in any other currency, fixed conversion rate should be

mentioned in Price Bid.

3.13. Documents Establishing Bidder’s Eligibility and Qualifications

3.13.1. The Bidder shall furnish, as part of its Bid, documents

establishing the Bidder’s eligibility to Bid and its qualifications

to perform the Contract, if its Bid is accepted.

3.13.2. The documentary evidence of the Bidder’s qualifications to

perform the Contract to <UNIC-ETHIOPIA>’s satisfaction:

a. In case a bidder is offering supply Systems under the Contract which the Bidder did not produce, the Bidder shall be authorized as per authorization format given in the Bid, by the products’ Producer to supply the Systems in Ethiopia;

b. In the above case, the bidder must also have a back to back agreement with the software supplier which should include amongst other the readiness of the supplier to provide required uptime, agreement to provide the necessary support for at least 8 years, readiness to enter into an escrow agreement with <UNIC-ETHIOPIA>, etc. Documentary proof (copy of agreement) to be made available in the technical bid;

c. That the Bidder has the technical and production capability necessary to perform the Contract (Organization Profile); and

d. That adequate, specialized hardware and related software expertise are already available, to ensure that the support services are responsive, and the Bidder will assume total responsibility for the fault-free operation of the solution


proposed and maintenance during the warranty period and provide necessary maintenance services after end of warranty period.

3.14. Documents Establishing Eligibility of Products and Conformity to Bidding Documents

3.14.1. The Bidder shall furnish, as part of its Bid, documents establishing the eligibility and conformity to the Bidding Documents of System and/or services which the Bidder proposes to supply under the Contract.

3.14.2. The documentary evidence of eligibility of the System and/or services shall consist of a statement (attached to the Price Schedule) of the country of origin of the System and/or services offered, which shall be confirmed by a certificate of origin issued at the time of shipment.

3.14.3. The documentary evidence of conformity of the System and/or services to the Bidding Documents may be in the form of literature, drawings, and data, and shall consist of:

a. a detailed description of the essential technical and performance

characteristics of the Systems; b. an item-by-item commentary on the Technical & Functional

Specifications given in the Bid, demonstrating substantial responsiveness of the System and/or services to those specifications, or a statement of deviations and exceptions to the provisions of the Technical & Functional Specifications; and

c. A confirmation that, if the Bidder offers systems and/or other software produced by another company, such software operates efficiently on the system proposed by the Bidder; and the Bidder is willing to accept responsibility for its successful operation.

3.15. Period of Validity of Bids

3.15.1. Bids shall remain valid for a period mentioned under Clause 7.2, from the date of opening of the Bid. A Bid valid for a shorter period than stated here shall be rejected by <UNIC-ETHIOPIA> as nonresponsive.

3.15.2. In exceptional circumstances, <UNIC-ETHIOPIA> may solicit the


Bidders’ consent for an extension of the period of validity. The request and the responses thereto shall be made in writing. The Bid security provided shall also be suitably extended. A Bidder may refuse the request without forfeiting its Bid security.

3.16. Format and Signing of Bid

3.16.1. Each Bid should be in two parts –

Part I covering the Technical and Qualification aspects hereinafter referred to as "Technical Bid".

Part II covering only the price schedules hereinafter referred to as the "Financial Proposal". The two parts should be in two separate covers each super-scribed with the name of the Project mentioned in the Invitation to Bid, Bid No., as well as “Technical Bid” and “Financial Proposal”. The superscription should also cover details regarding the project etc., as required.

3.15.1. The Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the Bids shall initial all pages of the Bids, except for un-amended printed literature.

3.15.2. Any erasures or overwriting shall be valid only if they are

initialed by the person signing the Bids.

<UNIC-ETHIOPIA> reserves the right to reject bids not confirming to above.

C. The Bidding Documents

3.17. Content of Bidding Documents

3.17.1. The bidder is expected to examine all instructions, forms, terms and

specifications in the Bidding Document. Failure to furnish all information

required by the Bidding Document or to submit a Bid not substantially

responsive to the Bidding Document in every respect will be at the Bidder’s

risk and may result in the disqualification of the Bid.

3.18. Clarification of Bidding Documents

Bidder requiring any clarification of the Bidding Document may notify <UNIC-

ETHIOPIA> in writing or by e-mail indicated in Invitation to Bid the before

deadline date.


3.19. Amendment of Bidding Documents

3.19.1. At any time prior to the deadline for submission of Bids, <UNIC-

ETHIOPIA>, for any reason, whether at its own initiative, or based on

response to a clarification requested by a prospective Bidder, may modify

the Bidding Document.

3.19.2. Notification of amendments will be sent either through e-mail or fax to all

Bidders.

3.19.3. In order to allow prospective Bidders reasonable time, <UNIC-

ETHIOPIA>,at its discretion, may extend the deadline for the bid

submission by reasonable period.

D. Submission of Bids 3.20. Sealing and Marking of Bids

3.20.1. The Bidders shall seal the envelopes containing “Technical Bid” and “Financial Proposal” separately and the two envelopes shall be enclosed and sealed in an outer envelope. The bidder should deliver softcopy of the technical bid in CD sealed in “Technical Bid” envelop.

3.20.2. The inner and outer envelopes shall:

a. Be addressed to <UNIC-ETHIOPIA> at the address given; and Bear the Project Name - “RFP for FAMS and Payroll implementation”, RFP ref. no. UNIC/FAMS/01/17 and a statement: “DO NOT OPEN BEFORE (mention respective bid opening dates)”, and

b. All envelopes should indicate on the cover the name and address of the Bidder.

c. The inner cover containing “Technical Bid’ should bear the Project Name - “RFP for E-commerce Solution” RFP ref. no. UNIC/FAMS/01/17and a statement: “DO NOT OPEN BEFORE (mention respective bid opening dates)” – Technical Bid.

d. The inner cover containing “Price Bid’ should bear the Project Name - “RFP for FIXED ASSET MANAGEMENT implementation”, RFP ref. no. UNIC/FAMS/01/17and a statement: – Price Bid.


3.20.3. If the outer envelope is not sealed and marked, <UNIC- ETHIOPIA> will assume no responsibility for the Bid’s misplacement or premature opening.

3.20.4. A proposal consists of two distinct parts: (1) the Technical Proposal, and (2) the Financial Proposal. The table below outlines the format and volume for submission of each part:

Document Electronic Submission Originals Copy

Technical

Proposal

I copy in CDs/DVDs in Adobe PDF or Microsoft Word

1 Original

Hard Copy

1 Hard

Copies

Financial

Proposal

- 1 Original

Hard Copy

1 Hard

Copies

3.21. Deadline for Submission of Bids

3.21.1. Bids must be received by <UNIC-ETHIOPIA> at the address

specified, no later than the date & time specified in the Invitation to Bid.

3.21.2. <UNIC-ETHIOPIA> may, at its discretion, extend this deadline for the

submission of Bids by amending the Bid Documents, in which case, all

rights and obligations of <UNIC-ETHIOPIA> and the Bidders previously

subject to the deadline will thereafter be subject to the extended deadline.

3.22. Late Bids

Any Bid received by <UNIC-ETHIOPIA> after the deadline for submission of

Bids prescribed, will be rejected and returned unopened to the Bidder.

3.23. Modification and Withdrawal of Bids

3.23.1. The Bidder may modify or withdraw its Bid after the Bid’s submission,

provided that written notice of the modification, including substitution

or withdrawal of the Bids, is received by <UNIC-ETHIOPIA>, prior to

the deadline prescribed for submission of Bids.

3.23.2. The Bidder’s modification or withdrawal notice shall be prepared,

sealed, marked and dispatched. A withdrawal notice may also be sent

by fax, but followed by a signed confirmation copy not later than the

deadline for submission of Bids.


3.23.3. No Bid may be modified after the deadline set for submission of Bids.

3.23.4. No Bid may be withdrawn in the interval between the deadline for

submission of Bids and the expiration of the period of Bid validity

specified by the Bidder on the Bid Form. Withdrawal of a Bid during

this interval may result in the Bidder’s forfeiture of its Bid security.

E. Opening and Evaluation of Bids

3.24. Opening of Bids by <UNIC-ETHIOPIA>

3.24.1. The Bidders’ names, Bid modifications or withdrawals and the presence or absence of requisite Bid Security and such other details considered appropriate, will be announced at the Bid opening. No bid shall be rejected at bid opening, except for late bids, which shall be returned unopened to the Bidder.

3.24.2. Bids (and modifications sent), that are not opened at Bid Opening, shall not be considered for further evaluation, irrespective of the circumstances. Withdrawn bids will be returned unopened to the Bidders.

3.25. Clarification of Bids

During evaluation of the Bids, <UNIC-ETHIOPIA> may, at its discretion, ask

the Bidder for clarifications of its Bid. The request for clarification and the

response shall be in writing, and no change in the prices or substance of the

Bid shall be sought, offered, or permitted.

3.26. Preliminary Examination

3.26.1. <UNIC-ETHIOPIA> will examine the Bids to determine whether they

are complete, required formats have been furnished, the

documents have been properly signed, and the Bids are generally

in order.

3.26.2. <UNIC-ETHIOPIA> may, at its discretion, waive any minor infirmity, non-conformity, or irregularity in a Bid, which does not constitute a material deviation.

3.26.3. Prior to the detailed evaluation, <UNIC-ETHIOPIA> will determine

the substantial responsiveness of each Bid to the Bidding

Document. For purposes of these clauses, a substantially

responsive Bid is one, which conforms to all the terms and

conditions of the Bidding Document without material deviations.


Deviations from, or objections or reservations to critical provisions,

such as those concerning Bid Security, Applicable Law,

Performance Security, Qualification Criteria, Insurance,

3.26.4. Warranty, AMC and Force Majeure will be deemed to be a material

deviation. <UNIC-ETHIOPIA> reserves the right to evaluate the bids

on technical and functional parameters including possible visit to

inspect live site/s of the Supplier and witness demos of the system

and verify functionalities, response times, etc.

3.26.5. If a Bid is not substantially responsive, it will be rejected by <UNIC-

ETHIOPIA> and may not subsequently be made responsive by the

Bidder by correction of the non-conformity. The technical

evaluation will take into account the capability of the bidder to

implement the proposed solution.

Only those bidders, whose Technical bids have been found substantially responsive, would be intimated by <UNIC-ETHIOPIA> about their responsiveness and about the revised / updated Technical and Functional Specifications (if any), arising out of normalization (if any). In case of normalization and/or revision, they would also be advised to submit fresh “Price Bid” which should either be equal to or less than the Prices quoted in the Original Price Bid. The Original and revised price bids as above would then be opened in the presence of the bidders’ representatives on a specified date and time to be intimated to the respective bidders. The lower of the two prices quoted by the bidders shall only be reckoned for the purpose of price evaluation.

3.27. Evaluation of Bids

The objective of evolving this evaluation methodology is to facilitate the selection of the most cost-effective solution that appropriately meets the business requirements of <UNIC-ETHIOPIA>. The bid would be first evaluated on technical soundness and then on the financials. The system Integrator/ bidder needs to cover the entire functional requirement as given in the RFP.

3.27.1. <UNIC-ETHIOPIA> reserves the right to evaluate the bids on technical &

functional parameters including visit to inspect live site/s of the bidder,

interact with the clients whose reference letters are submitted. The


technical bids will be evaluated inter alia on the basis of the following key

criteria:

3.27.2. Only those bids which are found to be technically responsive will be

informed of the date / time and venue of opening of price bids.

3.27.3. After opening of price bids and declaring the prices, <UNIC-ETHIOPIA> will

evaluate and compare the Price Bids.

3.27.4. Arithmetical errors will be rectified on the following basis. If there is a

discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail, and

the total price shall be corrected. If the Successful Bidder does not accept

the correction of the errors, its Bid will be rejected, and its Bid security

may be forfeited. If there is a discrepancy between words and figures, the

amount in words will prevail.

3.27.5. <UNIC-ETHIOPIA> reserves the right to evaluate the bids on technical &

functional parameters including visit to inspect live site/s of the bidder,

interact with the clients whose reference letters are submitted.

3.27.6. Bidders who fulfill all qualifications mentioned in Part 3 of Eligibility

Criteria of this RFP are eligible to participate in this tender process.

3.27.7. <UNIC-ETHIOPIA> reserves the right to waive any of the Technical and

Functional specification during technical evaluation if in <UNIC-

ETHIOPIA>’s Opinion it is found to be minor/deviation or acceptable

deviation.

3.27.8. During evaluation of the Bids, <UNIC-ETHIOPIA>, at its discretion, may

ask the Bidder for clarification of its Bid. The request for clarification and

the response shall be in writing, and no change in the prices or substance

of the Bid shall be sought, offered or permitted.

3.27.9. Bidders may be called to give presentation of their solutions with its

capabilities at their own cost, which will be taken into account for

technical evaluation of the Bidders.


3.27.10. Evaluation weighting and scoring

At this stage, the Bidder’s submission will either be responsive or non-

responsive. The non-responsive submissions will be eliminated from the

entire evaluation process and will not be considered further.

3.27.11. Evaluation and comparison of Tenders

The following evaluation criteria shall be applied not withstanding any

other requirement in the tender documents.

The bidder must ensure that copies of documentary proofs are submitted

for all the qualification criteria mentioned below. Page numbers of the

documentary proofs should be provided against the criteria in a tabular

format.

a) Mandatory Requirements (MR)

The following requirements must be met by the Bidder

No. Requirements Responsive or Not Responsive

MR1 Must submit a copy of certificate of registration

MR2 Must Fill the Price Schedule in the Format provided

MR3 Must Fill the Form of Tender in the Format provided

MR4 Must Fulfill the requirements stated Conformity of Eligibility Criteria.

MR5 Must Provide authorization to resale letter if not the developer. If the developer, a guarantee letter that the system has been highly tested and found to be working with evidence


b) Technical Scores (TS)

This section (Technical Evaluation) will be marked out of 100 and will determine

the technical score (TS).

No. Evaluation Attribute Weighting Score Max

ScorTS1 Project implementation

methodology and approach.

Clarity and depth of

understanding of the

project’s objectives, scope

and requirements will be

examined for the evaluation.

5

TS2 Implementation Program /

Operation Plan / Schedule of

implementation

Professionally explained or

done =5, not professionally

done=2

5

TS3 Company experience in project of similar nature specifically on FIXED ASSET MANAGEMENT.

Attach evidence.

Experience for at least 3

companies on similar

project =15,

Other will be prorated as

x15/3

15

TS4 Profile of proposed

experienced team members

(specific to development &

implementation.)

Providing 3 and above

experienced professional

testimonials will earn =10,

Other will be prorated as

x10/3

10

TS5 System requirement Proposed solution with more

than the requirement=35,

with the requirement=30,

with some requirement

missing=0 marks

35

TS6 Software Licenses None renewable

License=10,

Renewable=2

10

TS7 Training/knowledge transfer

proposal

Well noted and described=5, 5

TS8 Warranty Minimum of 3 years and above =10,

Less than 3 years =0

10

TS9 Post Implementation support 24/7 on call, onsite support

=5, other prorated.

5

TOTAL 100


Only bidders who score 70% and above will be subjected to financial evaluation. Those who score below 70% will be eliminated at this stage from the entire evaluation process and will not be considered further.

c) Financial Score (FS) The formulae for determining the Financial Score (FS) shall be as

follows:-

FS= 100 X FM/F where FS is the financial score; Fmis the lowest

priced bidder and F is the price of the bidder under consideration.

d) Combined Technical and Financial Scores (S) Bidders will be ranked according to their combined technical (TS) and financial (FS) scores using the weights (T=the weight given to the Technical Proposal: P= the weight given to the Financial Proposal; T + p = I) indicated below. The combined technical and financial score, S, shall be calculated as follows:-

S = TS x T % + FS x P % Weighting

T = 0.70 P = 0.30

Particulars of post – qualification if applicable. <UNIC-

ETHIOPIA>may inspect the premises, current and past

clients and confirm details, quality and reliability of

services.

Award Criteria:

The firm achieving the highest combined technical and financial score and received good report from inspection where applicable, will be awarded the contract.

Complete as necessary.

Negotiations may be held with the Bidder with the

highest combined technical and financial scores,

and upon successful negotiations will be awarded

the contract. If negotiations fail with the Bidder

with the highest combined technical and financial

scores, the bidder with the second highest will be

invited by the Company for negotiations, and

upon successful negotiations, be awarded the

tender.


S. No. Criteria Supporting Documents Required

1 Project implementation methodology and approach

Demonstrated understanding of the project’s objectives, scope and requirements. Clarity and depth of understanding of the project’s

objectives, scope and requirements will be examined

for the evaluation

2 Work Plan The detailed Project Plan proposed by the bidder would be examined on the following:

• Comprehensiveness of the project plan

• Activities, sequencing and dependencies among activities

• Timelines and associated deliverables

3 Experience in projects of

similar nature

Specific experience of the company relevant to

<UNIC-ETHIOPIA>’s requirement and similar

projects executed

4 Profile of proposed team

members

Qualifications and competencies of the proposed

personnel

5 Training/knowledge transfer

Proposed methodology and plan for Training and Change Management. Following parameters will be examined for evaluation:

• Training schedule

• Areas/ domains covered

• Personnel deployment plan

6 Post

Implementation/support

Project Governance Structure & Escalation

Mechanism

3.27.12. Technical Presentation

Bidders shortlisted on basis of qualification criteria will be asked to give presentation. Bidder will be expected to present/demonstrate the technical solution and overall project approach & Methodology, project plan and time

schedule for execution of the project and work flows.

3.27.13. Opening of Financial Proposal

3.27.13.1. Financial proposal by those Bidders who are eligible in terms

of the Eligibility Criteria and whose bids are evaluated by


<UNIC-ETHIOPIA> as technically responsive to the Technical

specifications will be opened.

3.27.13.2.The Bidders shortlisted / evaluated for opening of the financial

proposal will be informed of the date / time and Venue of the

opening of price bids.

3.27.13.3.The financial proposal will be opened in presence of the

representative of the eligible bidders who are selected based on

technical evaluation.

3.27.13.4.After opening of price bids the prices will be declared to the bid

opening committee and representative the bidders.

3.27.13.5.<UNIC-ETHIOPIA> will evaluate the Price Bids with respect to

any deviations with respect to the conditions. Arithmetical

errors will be rectified on the following basis :-

3.27.13.6.If there is a discrepancy between the unit price and the total

price that is obtained by multiplying the unit price and

quantity, the unit price shall prevail, and the total price shall

be corrected. If the Successful Bidder does not accept the

correction of the errors, its Bid will be rejected, and its Bid

security may be forfeited. If there is a discrepancy between

words and figures, the amount in words will prevail.

3.28 Contacting <UNIC-ETHIOPIA>

3.28.1. No Bidder shall contact <UNIC-ETHIOPIA> on any matter

relating to its Bid, from the time of opening of the bid to the

time the Contract is awarded.

3.28.2. Any effort by a Bidder to influence <UNIC-ETHIOPIA> in its

decisions on Bid evaluation, bid comparison or contract award

may result in the rejection of the Bidder’s Bid.

F. Award of Contract

3.29. Post-qualification

3.29.1. All the Price bids, after their evaluation on the parameters

mentioned above, would be arranged in descending order and

the contract would be awarded to the bidder whose bid has been

evaluated to be the highest as per the evaluation criteria.


3.30. Award Criteria

3.30.1. <UNIC-ETHIOPIA> will award the Contract to the successful

Bidder, who has been determined to qualify to perform the

Contract satisfactorily, and whose Bid has been determined to

be substantially responsive, and is the highest evaluated Bid.

3.31. <UNIC-ETHIOPIA>’s Right to Accept Any Bid and to reject any or All

Bids

3.31.1. <UNIC-ETHIOPIA> reserves the right to accept or reject any Bid,

and to cancel the bidding process and reject all Bids at any time prior to

contract award, without thereby incurring any liability to the affected

Bidder or Bidders, or any obligation to inform the affected Bidder or

Bidders of the grounds for <UNIC-ETHIOPIA>’s decision.

3.32. Notification of Award

3.32.1. Prior to expiration of the period of Bid validity, <UNIC –

ETHIOPIA> will notify the successful Bidder in writing or by fax

or e-mail, that its Bid has been accepted.

3.32.2. The notification of award will constitute the formation of the

Contract.

3.32.3. Upon the successful Bidder’s furnishing of Performance

Security, <UNIC-ETHIOPIA> will promptly notify each

unsuccessful Bidder and will discharge its Bid security.

3.33. Signing of Contract

3.33.1. At the same time as <UNIC-ETHIOPIA> notifies the successful

Bidder that it’s’ Bid has been accepted, <UNIC-ETHIOPIA> will

send the Bidder the Contract Form, incorporating all

agreements between the parties.

3.33.2. Within the period prescribed in the bid, from the date of receipt of the Contract Form, the successful Bidder shall sign and date the Contract and return it to <UNIC-ETHIOPIA>.

3.34. Performance Security

3.34.1. Performance Security in the required format to be submitted

by the successful bidder

3.34.2. Failure of the successful Bidder to comply with the


requirement of Clause 3.32.1 or Clause 3.32.2 shall

constitute sufficient grounds for the annulment of the award

and forfeiture of the Bid security. Note: Notwithstanding

anything said above, <UNIC-ETHIOPIA> reserves the right to

reject / award the contract to any supplier or cancel the

entire process without assigning reasons thereto

PART 4- TERMS AND CONDITIONS OF CONTRACT (TCC)

4.1 Definitions

In this Contract, the following terms shall be interpreted as indicated:

4.1.1”Solution” means a package of FIXED ASSET MANAGEMENT Solution - as proposed by the Supplier, all seamlessly meet the Technical and functional requirements of <UNIC-ETHIOPIA>.

4.1.2“Supplier” is the successful Bidder who has been determined to qualify to perform the Contract satisfactorily, and whose Bid has been determined to be substantially responsive, and is the highest evaluated Bid.

4.1.3“The Contract” means the agreement entered into between <UNIC-ETHIOPIA> and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

4.1.4“The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations.

4.1.5“The Product” means all of the software or software(s), database, middleware, operating systems and/or other materials which the Supplier is required to supply to UNICETHIOPIA under the Contract.

4.1.64 “The Services” means those services ancillary to the supply of the Products, such as transportation and insurance, installation, commissioning, customization, provision of technical assistance, training, maintenance and other such obligations of the Supplier covered under the Contract.

4.1.7“TCC” means the Terms and Conditions of Contract contained in this section.

4.1.8“The Project Site” means Data center of <UNIC-ETHIOPIA> located in Addis Ababa, Ethiopia.


4.1.9'System' means a Computer System consisting of all Software, etc., which should work together to provide the services as mentioned in the Bid and to satisfy the Technical and Functional Specifications mentioned in the Bid.

4.1.10‘Software’ means Application / System software, Database, Middleware and other third party utilities which will seamlessly integrate with the environment described in this document without any hitch or hindrance. In case of a difference of opinion on the part of the Bidder in comprehending and/or interpreting any Clause / Provision of the Bid Document after submission of the Bid, the interpretation by <UNIC-ETHIOPIA> shall be binding and final on the Bidder.

4.2 Country of Origin Please refer clauses 3.15 of IFB.

4.3 Standards

4.3.1. The Products and/or System supplied under this Contract shall conform to the Industry standards and those mentioned in the TFS, and, when no applicable standard is mentioned, to the authoritative standards appropriate to the country of origin of products. Such standards shall be the latest issued by the institution concerned.

4.4 Use of Contract Documents and Information

4.4.1. The Supplier shall not, without <UNIC-ETHIOPIA>’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, sample or information furnished by or on behalf of UNICETHIOPIA in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

4.4.2. The Supplier shall not, without <UNIC-ETHIOPIA>’s prior written consent, make use of any document or information enumerated in this Bidding Document, except for purposes of performing the Contract.

4.4.3 Any document, other than the Contract itself, enumerated in this Bidding Document shall remain the property of <UNIC-ETHIOPIA> and shall be returned (in all copies) to <UNIC-ETHIOPIA> on completion of the Supplier’s performance under the Contract, if so required by <UNIC-ETHIOPIA>.


4.5. Patent Rights / Intellectual Property Rights

4.5.1. The Supplier shall indemnify <UNIC-ETHIOPIA> against all third-party claims of infringement of patent, trademark, intellectual property, copyrights or industrial design rights arising from use of the Products or any part thereof.

4.6. Performance Security

4.6.1. Within the period prescribed under Clause 7.3, from date of receipt of the notification of Contract award, the Supplier shall furnish to <UNIC-ETHIOPIA>, the Performance Security for an amount as per Clause 7.6 valid up to the period specified in clause 7.5.

4.6.2. The proceeds of the performance security shall be payable to UNIC- ETHIOPIA as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.

4.6.3. The Performance Security shall be denominated in Ethiopian Birr and shall be issued by banks in Ethiopia.

4.6.4. The performance security will be discharged by <UNIC-ETHIOPIA> and returned to the Supplier not later than the period specified in clause 7.11, following the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations under the contract and following receipt of a performance guarantee for the annual maintenance equal to an amount specified in clause 7.15.

4.6.5. In the event of any contract amendment, the Supplier shall, within the period mentioned in clause 7.3, after receipt of such amendment, furnish the amendment to the Performance Security, rendering the same valid for the duration of the Contract, as amended for further period specified in clause 7.3. In the event of any correction of defects or replacement of defective software/products/equipment/system during the warranty period, the warranty for the corrected/replaced software/products/ equipment/system shall be extended to a further period specified in clause 7.7. The performance guarantee for a proportionate value shall be extended by the period mentioned in clause 7.10, over and above the extended warranty period.

4.7 Inspection and Quality Control Tests

4.7.1. <UNIC-ETHIOPIA> reserves the right to carry out pre-supply inspection of any of the existing live installations of the Supplier referred to in the Technical Bid, or demand a demonstration of the solution proposed on a representative model in the bidder’s office.


4.7.2. <UNIC-ETHIOPIA>’s right to inspect, test and where necessary, reject the Products after the Products’ arrival at the destination, shall in no way be limited or waived by reason of the Products having previously been inspected, tested, and passed by <UNIC-ETHIOPIA> or its representative, prior to the Products’ shipment from the place of origin.

4.7.3. Nothing stated hereinabove shall in any way release the Supplier from any warranty or other obligations under this Contract.

4.8. Manuals

4.8.1. Before the products/system is/are taken over by <UNIC-ETHIOPIA>,

the Supplier shall supply technical/systems manuals for all software

supplied and for all interfaces and maintenance manuals for all

systems and applications systems covering at least the operations

needed to start, run, the system during operational day, close,

restore, archive, recover from failures, and transfer to fallback

system/site including business continuity plan to be provided by the

supplier. The manuals shall be in English.

4.8.2. Unless and otherwise agreed, the product shall not be considered to

be completed for the purpose of taking over, until such manuals

have been supplied to <UNIC-ETHIOPIA>.

4.8.3. The Supplier shall provide one set of Design Manual, System

Manual, User Manual and Administration Manual for the

Application Software. The Supplier shall also provide one soft copy of

each of the Manuals. Soft and hard copy of the user manuals shall

be provided, commensurate with number of installations of Products

in <UNIC-ETHIOPIA>.

4.9. For the System & Other Software, the following will apply:

4.9.1. The Supplier shall provide complete and legal documentation of all

subsystems, operating systems, system software, utility software and

other software. The Supplier shall also provide licensed software for all

software products, whether developed by it or acquired from others. The

Supplier shall also indemnify <UNIC-ETHIOPIA>against any

levies/penalties on account of any default in this regard.


4.9.2. In case the primary supplier is coming with software, which is not his

propriety software, then the primary supplier must submit evidence in

the form of agreement he has entered into with the software supplier,

which includes support from the software supplier for the proposed

software for the full period required by <UNIC-ETHIOPIA>.

4.10. Acceptance Tests and Certificates:

4.10.1. The Acceptance criteria are given under item 7.17.

4.10.2. On successful completion of the acceptance tests, receipt of deliverables,

etc., and after the solution runs successfully for six months after going

live and <UNIC-ETHIOPIA> is satisfied with the working of the

solution/system, the acceptance certificate signed by the Supplier and

the representative of <UNIC-ETHIOPIA> will be issued. The date on which

such certificate is signed shall be deemed to be the date of successful

commissioning of the system/solution proposed.

4.11. Delivery and Documents

4.11.1. Delivery of the products/software shall be made by the Supplier in

accordance with the system approved/ordered.

4.11.2. Should any loss or damage occur, the Supplier shall –

a) initiate and pursue claim till settlement, and

b) Promptly make arrangements for repair and/or replacement of any damaged item/s, irrespective of settlement of claim by the underwriters.

4.12. Transportation

4.12.1. Where the Supplier is required under the Contract to transport the Products to a specified place of destination within Ethiopia, defined as the Project Site, transport to such place of destination in Ethiopia, including insurance and storage, as shall be specified in the Contract, shall be arranged by the Supplier, and the related costs shall be included in the Contract Price.

4.13. Incidental Services

4.13.1. The incidental services to be provided are as under: a) Furnishing manuals for each appropriate unit of the supplied

Products;


b) Maintenance and software updates of the supplied Products, technical support thereof for a period as specified in the Clause 7.13, after expiry of the warranty, provided, that this service shall not relieve the Supplier of any Warranty obligations under this Contract.

4.14. Warranty

4.14.1. The Supplier warrants that the Products supplied under the contract

are of the most recent version and that they incorporate all recent

improvements in design and/or features. The Supplier further

warrants that all Products supplied under this Contract shall have no

defect, arising from design or from any act or omission of the Supplier

that may develop under normal use of the supplied Products in the

conditions prevailing in Ethiopia.

4.14.2. The minimum warranty period shall be the period of clause 7.7. The

Supplier shall, in addition, comply with the performance guarantees

specified under the Contract. If, for reasons attributable to the

Supplier, these guarantees are not attained, in whole or in part, the

Supplier shall, make such changes, modifications, and/or additions to

the Products, or any part thereof as may be necessary, in order to

attain the contractual guarantees specified in the Contract, at its own

cost and expense, and to carry out further performance tests.

4.14.3. <UNIC-ETHIOPIA> shall promptly notify the Supplier in writing of any

claims arising under this warranty.

4.14.4. Upon receipt of such notice, the Supplier shall, with all reasonable

speed, repair or replace the defective products or parts thereof,

without cost to <UNIC-ETHIOPIA>

4.14.5. If the Supplier, having been notified, fails to remedy the defect(s)

within the period specified in clause 7.9, <UNIC-ETHIOPIA> may

proceed to take such remedial action as may be necessary, at the

Supplier’s risk and expense, and without prejudice to any other rights,

which <UNIC-ETHIOPIA> may have against the Supplier under the \

Contract.

4.15. Warranty/Uptime

a) Warranty for System Software / off-the-shelf Software will be provided to <UNIC-ETHIOPIA> as per the general conditions of sale of such software.


b) Minimum Warranty for Application Software either developed by the Bidder or his associates or supplied and customized to <UNIC-ETHIOPIA>'s requirements, shall be for minimum period specified in Clause 7.7 after it is delivered, installed and commissioned.

c) Any bugs in such software shall be rectified free of cost.

d) Any requirements changes/ modifications required by Regulatory Authorities/<UNIC-ETHIOPIA> will have to be carried out by the identified supplier free of cost.

e) Maximum response time for a support/complaint from the site of installation (i.e. time required for Supplier’s maintenance engineers to report to the installations after a request call / fax / e-mail is made or letter is written) shall not exceed 3 (three) hours.

f) Supplier / his representative shall solve the software problem within maximum 6 (six) hours of reporting of the problem by <UNIC-ETHIOPIA> to the Supplier's nearest office by phone, fax, email or letter.

g) Any rectification required in the Application Software due to inherent bugs in the System Software / off-the-shelf software shall also be rectified by the Supplier or his associates, free of cost, within a reasonable period.

4.16. Maintenance Service

4.16.1. The Supplier shall provide free maintenance services during the period

of warranty. After warranty period, the Supplier will do annual

maintenance of the entire system, for a period specified in clause 7.13.

Professionally qualified personnel who have expertise in the system

software supplied by the supplier will provide these services. At the

data centre minimum one person should be available round the clock

to provide backup service without break in shifts as decided by

UNICETHIOPIA.

4.16.2. During Maintenance period any software upgrade / updates patches will be provided to UNICETHIOPIA and will be tested and installed at no extra cost.

4.16.3. Bidder will provide patches for any change in regulations during


maintenance period.

4.16.4. During maintenance period also, the Supplier guarantees on quarterly basis a minimum uptime of 99.95% of the entire solution. Accordingly, it is expected that necessary redundancy is built into the proposed solution for all critical components.

4.16.5. The maximum response time for a maintenance complaint from the

site of installation (i.e. time required for Supplier’s maintenance

engineers to report to the installations after a request call / fax / e-

mail is made or letter is written) shall not exceed three (three) hours.

4.17. Training

For each Application / Operating System / database / middleware and third

party utilities installed, the Supplier is required to train the designated

<UNIC-ETHIOPIA>’s technical and end-user personnel to enable them to

effectively operate and perform administration of the total system. Training

shall be conducted on the dates mutually agreed upon and within two

months from the date of Commissioning of the system, as per clause 7.12.

4.18. Payment

4.18.1. Payment shall be made as per Clause 7.16 for delivering, installing and commissioning the Solution.

4.18.2. Payment for annual maintenance charges and Facility Management: 4.18.3. The annual maintenance cost (after warranty period) shall be paid at

the end of each half-year, after the date of completion of warranty period, subject to satisfactory services rendered, till that date.

4.19. Prices

4.19.1. Prices payable to the Supplier as stated in the Contract shall be firm

and not subject to adjustment during performance of the Contract,

irrespective of reasons whatsoever, including exchange rate

fluctuations, changes in taxes, duties, levies, charges, etc.

4.20. Change Orders

4.20.1. <UNIC-ETHIOPIA> may, at any time, by a written order given to the Supplier, make changes within the general scope of the Contract in any one or more of the following: a) Technical and functional specifications; b) Services to be provided by the Supplier

4.20.2. If any such change causes an increase or decrease in the cost of, or the time required for the Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be made in the


Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this clause must be asserted within thirty (30) days from the date of Supplier’s receipt of <UNIC-ETHIOPIA>’s change order.

4.21. Contract Amendments

4.21.1. No variation in or modification of the terms of the Contract shall be made, except by written amendment, signed by the parties.

4.22. Assignment

4.22.1 The Supplier shall not assign, in whole or in part, its obligations to perform under the Contract, except with <UNIC-ETHIOPIA>’s prior written consent.

4.23 Delays in the Supplier’s Performance

4.23.1. Delivery of the Products and performance of Services shall be made by the Supplier in accordance with the time schedule prescribed by <UNIC-ETHIOPIA> in Clause 7.14.

4.23.2. If at any time during performance of the Contract, the Supplier or its subcontractor(s) should encounter conditions impeding timely delivery of the Products and performance of Services, the Supplier shall promptly notify <UNIC-ETHIOPIA> in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, <UNIC-ETHIOPIA> shall evaluate the situation and may, at its discretion, extend the Suppliers’ time for performance, with or without liquidated damages, in which case, the extension shall be ratified by the parties by amendment of the Contract.

4.23.3. Except as provided in the above clause, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages, unless an extension of time is agreed upon without the application of liquidated damages.

4.24. Liquidated Damages

4.24.1. If the Supplier fails to deliver any or all of the Products, or perform the

Services within the time period(s) specified in the Contract, <UNIC-

ETHIOPIA> shall, without prejudice to its other remedies under the

Contract, deduct from the Contract Price, as liquidated damages, a

sum equivalent to 0.5 percent per week or part thereof of contract

price subject to maximum deduction of 5% of the delivered price of the

delayed Products or unperformed services for each week or part


thereof of delay, until actual delivery or performance. Once the

maximum deduction is reached, UNICETHIOPIA may consider

termination of the Contract.

4.25. Termination for Default

4.25.1. <UNIC-ETHIOPIA>, without prejudice to any other remedy for breach of Contract, by a written notice of default sent to the Supplier, may terminate the Contract in whole or in part:

i. if the Supplier fails to deliver any or all of the Products and Services within the period(s) specified in the Contract, or within any extension thereof granted by <UNIC-ETHIOPIA>;

or

ii. If the Supplier fails to perform any other obligation(s) under the Contract.

4.25.2. In the event <UNIC-ETHIOPIA> terminates the Contract in whole or in part, it may procure, upon such terms and in such manner as it deems appropriate, Products and Services similar to those undelivered, and the Supplier shall be liable to <UNIC-ETHIOPIA> for any excess costs for such similar Products or Services. However, the Supplier shall continue performance of the Contract to the extent not terminated.

4.26. Force Majeure

4.26.1. Notwithstanding the provisions of TCC, the Supplier shall not be liable for forfeiture of its performance security, liquidated damages, or termination for default, if and to the extent that the delay in performance or other failure to perform its obligations under the Contract, is the result of an event of Force Majeure.

4.26.2. For purposes of this clause, “Force Majeure” means an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of <UNIC-ETHIOPIA> in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

4.26.3. If a Force Majeure situation arises, the Supplier shall promptly notify <UNIC-ETHIOPIA> in writing of such condition and the cause thereof. Unless otherwise directed by <UNIC-ETHIOPIA> in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all


reasonable alternative means for performance not prevented by the Force Majeure event.

4.27. Termination for Insolvency

4.27.1. <UNIC-ETHIOPIA> may, at any time, terminate the Contract by giving written

notice to the Supplier, if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to <UNIC-ETHIOPIA>.

4.28. Termination for Convenience

4.28.1 <UNIC-ETHIOPIA>, by written notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for <UNIC-ETHIOPIA>’s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective.

4.29. Resolution of Disputes

4.29.1 <UNIC-ETHIOPIA> and the Supplier shall make every effort to resolve amicably by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the Contract.

4.29.2 If, <UNIC-ETHIOPIA> and the Supplier have been unable to resolve amicably a Contract dispute, even after a reasonably long period, either party may require that the dispute be referred for resolution to the formal mechanisms specified herein below. These mechanisms may include, but are not restricted to, conciliation mediated by a third party and/or adjudication in an agreed national forum.

4.30. Governing Language

4.30.1. The governing language shall be English.

4.31. Applicable Law 4.31.1 . The Contract shall be interpreted in accordance with the laws of

Ethiopia.


4.32. Addresses for Notices

4.32.1. The following shall be the address of <UNIC-ETHIOPIA> and Supplier. <UNIC-ETHIOPIA>’s address for notice purposes: The United Insurance Company SC Kirkos Sub-city Woreda 06

Alpaulo Building, Debrezeit Road

Tel +251 4655656 Fax +251 4653258 PO Box 1156 www.<UNIC-ETHIOPIA>.com Supplier’s address for notice purposes (To be filled in by the Supplier)

…………………………………………………………………………………

4.32.2. A notice shall be effective when delivered or on effective date of the notice whichever is later.

4.33. Taxes and Duties

4.33.1. The Supplier will be entirely responsible for all applicable taxes, duties, levies, charges, license fees, etc. in connection with delivery of products at site including incidental services and commissioning.

4.33.2. Income / Corporate Taxes in the supplier’s country: The Supplier shall be liable to pay all corporate taxes and income tax that shall be levied according to the laws and regulations applicable from time to time in the supplier’s country and the price bid by the Supplier shall include all such taxes in the contract price.

4.34. Tax deduction at Source:

Wherever the laws and regulations require deduction of such taxes at the source of payment, <UNIC-ETHIOPIA> shall effect such deductions from the payment due to the Supplier. The remittance of amounts so deducted, and issuance of certificate for such deductions, shall be made by <UNIC-ETHIOPIA> as per the laws and regulations in force. Nothing in the Contract shall relieve the Supplier from his responsibility to pay any tax that may be levied in Ethiopia on income and profits made by the Supplier in respect of this contract.


4.35. Supplier’s Integrity

The Supplier is responsible for and obliged to conduct all contracted activities in accordance with the contract using state-of-the-art methods and economic principles and exercising all means available to achieve the performance specified in the Contract.

4.36. Supplier’s obligations

The Supplier is obliged to work closely with <UNIC-ETHIOPIA>’s staff, act within its own authority and abide by directives issued by <UNIC-ETHIOPIA> and implementation activities. The Supplier will abide by the job safety measures prevalent and will free <UNIC-ETHIOPIA> from all demands or responsibilities arising from accidents or loss of life, the cause of which is the Supplier’s negligence. The Supplier will pay all indemnities arising from such incidents and will not hold UNICETHIOPIA responsible or obligated.

The Supplier is responsible for managing the activities of its personnel or sub-contracted personnel and will hold itself responsible for any misbehavior.

The Supplier will treat as confidential all data and information about <UNIC-ETHIOPIA>, obtained in the execution of its responsibilities, in strict confidence and will not reveal such information to any other party without the prior written approval of <UNIC-ETHIOPIA>.

4.37. Patent Rights / Intellectual Property Rights

In the event of any claim asserted by a third party of infringement of trademark, trade names, copyright, patent, intellectual property rights or industrial design rights, arising from the use of the Products or any part thereof, the Supplier shall extinguish such claim. If the Supplier fails to comply and <UNIC-ETHIOPIA> is required to pay compensation to a third party resulting from such infringement, the Supplier shall be responsible for the compensation including all expenses, court costs and lawyer fees. <UNIC-ETHIOPIA> will give notice to the Supplier of such claim, if it is made, without delay.

4.38 Site preparation and installation

<UNIC-ETHIOPIA> is solely responsible for the construction of the hardware site in compliance with the technical and environmental specifications. <UNIC-ETHIOPIA> will designate the installation site before the scheduled installation date, to allow the Supplier to perform a site inspection to verify the appropriateness of the sites before the installation / commissioning of the software.


4.39 Installation / Commissioning of Software

The Supplier is responsible for all unpacking and installation of Products. The Supplier will test all system operations and accomplish all adjustments necessary for successful and continuous operation of the software at all installation sites.

4.40 Technical Documentation

The Technical Documentation involving detailed instructions for operation and maintenance of the hardware (if any) and software is to be delivered. The language of the documentation should be English.

4.41 Right to use defective product

If, after delivery, acceptance and installation, and within the guarantee and warranty period, the operation or use of the product is found to be unsatisfactory, <UNIC-ETHIOPIA> shall have the right to continue to operate or use such product until rectification of defects, errors or omissions by partial or complete replacement is made, without interfering with <UNIC-ETHIOPIA>’s operations.

PART 5-TECHNICAL & FUNCTIONAL SPECIFICATIONS (TFS)

(To be included in the Technical Bids duly completed and with

comments)

<UNIC-ETHIOPIA> is looking for end to end FIXED ASSET MANAGEMENT Solution.

The System solution should provide the following basic features / functionality:

A. System capability Requirement

The proposed solution MUST be capable to undertake the following:

1. Easy Asset detail registration 2. Ease of update of new assets 3. Depreciation of assets per category 4. Ability to grow i.e scalable 5. Accurate Depreciation Tracking 6. Accurate Asset Tracking on movements, repairs or disposals 7. Accurate Asset Transfer Tracking 8. Email alerts on asset movements 9. Easy to Use Interface 10. Centralized Role-based security 11. Activity logs 12. Customizable Reports 13. Ability to filter reports as required (asset category, department, value,

useful life, location, division etc.) 14. Ability to Import and export data to spreadsheet without distortion of the


fields 15. Ability to interface with the Company ERP

B. Mandatory Fields in the Reports

The system should be able to capture the listed mandatory fields when generating reports:

1. Asset description, 2. Tag number, 3. Location, 4. Asset number (system generated), 5. LPO Number, 6. Cost, 7. Acquisition date, 8. Acquisition cost 9. Depreciated Value to date


SCHEDULE OF DELIVERABLES

Some of the minimum expected deliverables are:

A. System Output

The system should be capable of providing the reports listed.

1. Asset Register report 2. Asset Acquisitions Report 3. Asset Disposals Report 4. Asset List By Building Report 5. Asset list By Person Report 6. Asset List By Type Report 7. Asset List for Insurance Report 8. Asset Movement report 9. Depreciation report 10. Fully depreciated assets report 11. GL Journal Report

B. Installation and Operation Output

12. Working and efficient system 13. A Fully installed and efficiently working FIXED ASSET MANAGEMENT

system in our data Center 14. An integrated system capable of setting off an alarm and capturing

information related to asset movement

PART 6- BID FORM, PRICE SCHEDULES AND OTHER FORMATS

6.1. Bid Form (Technical Proposal) 6.2. Project Experience 6.3. Team Profile 6.4. Bid form (Financial Proposal) 6.5. Price Schedule 6.6. Manufacturer’s Authorization Form 6.7. Confirmation for Eligibility Criteria

FORMAT – 6.1

BID FORM (TECHNICAL BID)

(To be included in Technical Bid Envelope)

Date............................

To: <UNIC-ETHIOPIA>,

Addis Ababa, Ethiopia.

Reg.: Procurement of FIXED ASSET MANAGEMENT Solution

Ref: ______________________________

Having examined the Bidding Documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to supply and deliver FIXED ASSET

MANAGEMENT Solution, in conformity with the said Bidding documents.

We undertake, if our Bid is accepted, to deliver, install and commission the

Solution in accordance with the delivery schedule specified in the Schedule of

Requirements.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum

equivalent to 10 percent of the Contract Price for the due performance of the

Contract, in the form prescribed by <UNIC-ETHIOPIA>.

We agree to abide by the Bid and the rates quoted therein for the orders

awarded by <UNIC-ETHIOPIA> up to the period prescribed in the Bid,

which shall remain binding upon us.

Until a formal contract is prepared and executed, this Bid, together with

your written acceptance thereof and your notification of award, shall

constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any Bid you

may receive.

Dated this ....... day of ............................ 2018.

_________________________________ ________________________________

(Signature) (Name) (In the capacity of)

Duly authorized to sign Bid for and on behalf of

_________________________________

FORMAT – 6.2

Similar Project Experience

Relevant project experience in the last 5 years

General Information

Name of the project

Client for which the project was

executed

Name and contact details of the

client

Project Details

Description of the project

Scope of services

Technologies used

Outcomes of the project

Other Details

Total cost of the project

Duration of the project (no. of

months, start date, completion

date, current status)

Other Relevant Information

Mandatory Supporting Documents:

a) Letter from the client to indicate the successful completion of the

projects

Project Capability Demonstration

Complete details of the scope of the project shall be provided to indicate the relevance to the pre-qualification criterion (which is part of minimum qualification criteria).

FORMAT – 6.3

Implementation Team Profile

Format for the Profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Responsibilities in the Project

Academic Qualifications:

• Degree

• Academic institution graduated

from

• Year of graduation

• Specialization (if any)

• Key achievements and other

relevant information (if any)

Professional Certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Past assignment details (For each assignment provide details regarding name of organizations worked for, designation, responsibilities) Prior Professional Experience covering:

• Organizations worked for in the past

• Organization name

• Duration and dates of entry and exit

• Designation

• Location(s)

• Key responsibilities

• Prior project experience

• Project name

• Client

• Key project features in brief

• Location of the project

• Designation

• Responsibilities and activities

• Duration of the project

• Please provide only relevant projects.

FORMAT – 6.4

Bid form (Financial Proposal) (To be included in Financial Proposal

Envelope)

Date: ..............................

To: <UNIC-ETHIOPIA>,

Addis Ababa, Ethiopia.

Reg.: Procurement of FIXED ASSET

MANAGEMENT Solution

Ref: ______________________________

Reg.: Procurement of FIXED ASSET MANAGEMENT Solution

Having examined the Bidding Documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to supply and deliver the captioned

solution, in conformity with the said Bidding documents as may be ascertained

in accordance with the schedule of Prices attached herewith and made part of

this Bid.

We undertake, if our Bid is accepted, to deliver, install and commission the

system in accordance with the delivery schedule specified in the Schedule of

Requirements.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum

equivalent to 10 percent of the Contract Price for the due performance of the

Contract, in the form prescribed by <UNIC-ETHIOPIA>.

We agree to abide by the Bid and the rates quoted therein for the orders

awarded by <UNIC-ETHIOPIA> up to the period prescribed in the Bid

which shall remain binding upon us.

Until a formal contract is prepared and executed, this Bid, together with

your written acceptance thereof and your notification of award, shall

constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any Bid you

may receive.

Dated this ....... day of ............................ 2018.

_________________________________ ________________________________

FORMAT – 6.5

(Signature) (Name) (In the capacity of)

Duly authorized to sign Bid for and on behalf of _________________________________

Price Schedule (Include in the financial proposal Only – Not to be included

in Technical Bid)

# Item Description Unit

Price

Qty Total price including all

taxes and duties

A Software

1 Application software(FIXED ASSET

MANAGEMENT solution)

2 Operating System

3 RDMS

4 Middleware

B System integration and

installation

Total for the entire solution

Total Annual Maintenance Cost

Total cost

Important Notes: Detailed Specifications of all Software Modules should be indicated in the

technical proposal.

1. Price quoted should be inclusive of all costs, duties, levies, taxes and all

other applicable charges.

2. In case of discrepancy between figures and words, the amount in words

shall prevail.

3. No increase in costs, duties, levies, taxes, charges, etc., irrespective of

reasons (including exchange rate fluctuations, etc.) whatsoever, shall be

acceptable during the currency of the Contract.

4. All user licenses for Application / Module etc. should be as per our

Technical and Functional Specification.

Signature of Bidder----------------------------

Name ----------------------------

FORMAT 6.6. MANUFACTURERS'/PRODUCERS’ AUTHORIZATION FORM

No. Date:_________________

To: ______________________

Dear Sir:

Ref: ________________________

We who are established and reputable manufacturers / producers of ________________________ having development facilities at (address of facility) do hereby authorize M/s ___________________ (Name and address of Agent) to submit a Bid, and sign the contract with you against the above Bid Invitation. We hereby extend our full guarantee and warranty for the Solution, Products and services offered by the above firm against this Bid Invitation. We also undertake to provide any or all of the following materials, notifications, and information pertaining to the Products manufactured or distributed by the Supplier:

a) Such Products as <UNIC-ETHIOPIA> may opt to purchase from the Supplier, provided, that this option shall not relieve the Supplier of any warranty obligations under the Contract; and

b) in the event of termination of production of such Products:

i. advance notification to <UNIC-ETHIOPIA> of the pending termination, in sufficient time to permit <UNIC-ETHIOPIA> to procure needed requirements; and

ii. Following such termination, furnishing at no cost to <UNIC-ETHIOPIA>, the blueprints, design documents, operations manuals, standards, source codes and specifications of the Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, technical support and maintenance obligations required by the contract. Yours faithfully,

(Name)__________________________

Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person having the power of attorney to bind the manufacturer. It should be included by the Bidder in its Bid

Format 6.7

CONFIRMITY TO ELIGIBILITY CRITERIA

S. No. Eligibility Criteria Required Documentary Evidence

1 Bidder should be a registered company in its respective country and should have been in operation for a period at least five years as on date of RFP.

The Certificate of Incorporation issued by Registrar of

Companies along with the copies of Memorandum and Articles of Association are required to be submitted along with the technical bid.

2 Bidder should have implemented and/or managed FAMS and Payroll Solution successfully during the last five years for at least three companies out of which at least one should be for insurance business.

Supported by documentary evidence and also copies of the Service Contracts wherever entered. UNICETHIOPIA will consider only when documents evidencing agreements signed or undertakings / commitments made are submitted. Letter from the concerned organization confirming successful implementation of FAMS and Payroll solution with them, to be submitted with following details

Name of the client

Scope of Project

Name of the person who can be referred to from Clients’ side, with Name, Designation, contact Phone and Fax numbers, E-Mail, etc., (Attach copies of purchase orders) .UNICETHIOPIA reserves the right to inspect such installations while evaluating the technical bid.

4 The Bidder should demonstrate its financial capacity.

Audited Financial statements for last two financial years (2014 -15 and 2016-17) should be submitted.

5 Bidder should not have been blacklisted by any client during the last five years.

A self-declaration letter on the Company’s letterhead should be submitted along with technical bid.

6 The bidder should have permanent office in its respective country with easy access.

Address details to be submitted

PART 7- SCHEDULE OF DATES, AMOUNTS, ETC

7.1 Bid Security Amount 1% of the bid amount

7.2 Bid Validity Up to 180 days from the last date

Stipulated

7.3 Period within which Performance Security or Amendment thereto is to be submitted by the Successful Bidder upon notification of Award Of Contract

15 days

7.4 Period within which the Successful Bidder should Sign the Contract after receipt of the Form of Contract.

7 days

7.5 Period of Performance Contract (from the

Date of Award of Contract (read with 7.14)

Min 12 months to be valid

up to expiry of warranty

7.6 Performance Security Amount 10% of Amount of contract

7.7 Minimum Warranty period for the entire

Solution

12 months from date of

user acceptance

7.8 User Acceptance tests. Refer: 7.17

7.9 Period within which Supplier to remedy defects

After having been notified of the same

Max. 03 Hours

7.10 Required period of validity of the Performance Security after the

completion of performance

12 months

7.11 Period within which <UNIC-ETHIOPIA> will return the Performance

Security

90 days

7.12 Period of Training to be arranged by supplier to be

mutually decided by <UNIC-ETHIOPIA> and supplier

Will be decided later

7.13 Minimum Warranty+ AMC commitment required 05 ( Five ) Years )

7.14 Period within which solution under the Contract are to be installed

/ commissioned from the Date of signing of Contract

3 months

7.15 Amount of bank guarantee required for AMC 10% of AMC Cost

7.16 Payment will be made as follows:

1. 10% on delivery of the application /products

2. 70% on full implementation, training and sign off the project.

3. 20% after expiry of warranty period.

4. Annual Maintenance - the AMC Cost (after warranty period) shall be paid at the end of each half year after the

date of completion of warranty period, subject to

satisfactory services rendered, till that date.

7.17. Acceptance Tests

The User acceptance test will be carried out as per mutually agreed Acceptance Test Plan against the system requirements. The system will be considered accepted (supplied and installed) only after acceptance test is completed as per the agreed plan and is duly signed/certified by <UNIC-ETHIOPIA> and the bidder. Some of features required to be completed are enumerated below:

- The delivered software and equipment should correspond to what is stated in the purchase order without deviation except where mutually agreed upon

- The equipment and software is fully installed. - Test period should be at least 15 working days followed by live operations

of not more than 45 working days. - The final acceptance of the system will be based on successful processing

under live operations of projected volumes

7.18. Uptime:

The entire solution is required to be up and running with minimum uptime of 99.95% except for scheduled and mutually agreed upon downtime for maintenance or training purposes.