ECOWAS BANK FOR INVESTMENT AND DEVELOPMENT EBID

Transcription

1 ECOWAS BANK FOR INVESTMENT AND DEVELOPMENT EBID TERMS OF REFERENCE FOR PROCUREMENT OF AN INTEGRATED MANAGEMENT SOFTWARE FOR THE ECOWAS BANK FOR INVESTMENT AND DEVELOPMENT

2 March 2018

3 TABLE OF CONTENTS I- PRESENTATION OF EBID... 4 II- MISSION OBJECTIVES... 6 III- CONTEXT OF THE MISSION... 7 IV- CURRENT ENVIRONMENT OF EBID... 8 IV-1. Information system (Network and other equipment)... 8 IV-2. Applications (software status)... 8 IV-3. Interconnection of remote sites (Resident Missions or Country Representation)... 9 V- FUNCTIONALITIES OF THE PROPOSED SOFTWARE... 9 V-1. Operations... 9 V-1-a. Missions... 9 V-1-b. Functionalities expected V-1-c. Expected system reports V-2. Loan Administration V-2-a. Missions V-2-b. Functionalities expected V-2-c. Expected system reports V-3. Treasury V-3-a. Missions V-3-b. Functionalities expected V-3-c. Expected system reports V-4. Risks Management V-4-a. Missions V-4-b. Functionalities expected V-4-c. Expected system reports V-5. Legal Management V-5-a. Missions V-5-b. Functionalities expected V-5-c. Expected system reports V-6. Trade finance V-6-a. Missions V-6-b. Functionalities expected V-6-c. Expected system reports Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

4 VI- DESCRIPTION OF THE FUNCTIONAL ARCHITECTURE, TECHNICAL ENVIRONMENT AND THE INTEGRATION MODEL OF THE PROPOSED SOFTWARE VII- INTERFACING VIII- DESCRIPTION OF THE METHODOLOG, IMPLEMENTATION STEPS AND THE PROJECT RESOURCES IX- TASKS AND RESPONSIBILITIES OF THE SOFTWARE DEVELOPER OR INTEGRATOR X- EXPECTED RESULTS XI- RESPONSIBILIT OF EBID WITHIN THE CONTEXT OF THE MISSION XII- DURATION OF MISSION XIII- CONSULTANT S WORKING LANGUAGES AND USER LANGUAGES OF THE PROPOSED SOFTWARE XIV- LOCATION OF PROPOSED SERVICES XV- PROJECT BUDGET XVI- QUALIFICATIONS OF THE SOFTWARE DEVELOPER OR INTEGRATOR AND HIS INTERVENTION TEAM XVII- REFERENCES OF THE SOFTWARE DEVELOPER OR INTEGRATOR XVIII- METHOD OF CONSULTATION AND RULES OF PARTICIPATION XVIII-1. Representative of the Client (EBID) XVIII-2. Representative of the Bidder XVIII-3. Content of the offer XVIII-4. The validity of the Bidder s offer XVIII-5. Copyright of the Bidder s offer XVIII-6. Amendment of the terms of reference and right of reservation XVIII-7. Legal scope of documents exchanged during the bid process XVIII-8. Expenditure for preparation of offer by the Bidders XVIII-9. Submission of bids XIX- FORMAT OF PRESENTATION OF BIDS XIX-1. Technical offer XIX-2. Financial offer XX- EVALUATION CRITERIA OF THE BIDS XX-1. Evaluation of the technical bid XX-2. Evaluation of the demonstrations XX-3. Scoring Scheme XXI- IMPLEMENTATION PLAN OF THIS BID PROCESS XXII- OPENING OF BIDS XXIII- DISCRETIONAR CLAUSES Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

5 XXIV- ANNEXES... 1 XXIV-1. Annex 01 : Verification Lists (Check list)... 2 XXIV-2. Annex 02 : Letter of commitment from the Bidder... 4 XXIV-3. Annex 03 : Project summary (Executive summary)... 6 XXIV-4. Annex 04 : Technical bid Forms... 7 XXIV-5. Annex 05: Financial bid Forms XXIV-6. Annex 06 : Digital support media Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

6 Introduction The ECOWAS Bank for Investment and Development (EBID) has, over the years, embarked an extensive programme to modernise its information and communication technology system. The objective of this programme is to equip the Institution with a modern development bank information system which is an effective tool for the transformation and development of the Bank, as well as a reliable tool for the growth, efficiency and profitability of its operations. In recent years, major projects were undertaken, studies were carried out and a master plan recommending the computerisation of the Bank s functions was developed. The purpose of these terms of reference is to present the key functional needs of EBID to be addressed by the integrated management software platform that it intends to install as part of the project to modernise its information system. I- PRESENTATION OF EBID The ECOWAS Bank for Investment and Development (EBID) is the development financial Institution owned by the fifteen (15) Member States of the Community namely: Benin, Burkina Faso, Cape Verde, Côte d'ivoire, The Gambia, Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone and Togo. It was created by Article 21 of the revised ECOWAS Treaty as amended by Supplementary Act n A/SA.9/01/07 of 19 January, The purpose of EBID is: a. to grant loans and guarantees for the financing of investment projects and programmes for the economic and social development of the Member States, to take equity in public, private or mixed organisations and to make all other investments, with particular priority to: i. projects or programmes which, by their nature or extent, involve at least two regional Member States, particularly projects for the creation of regional integration infrastructure and all other development projects in the public and private sectors; Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

7 ii. iii. projects or programmes aimed at strengthening the economies of the least developed Member States of the Community and the reconstruction of States which have experienced armed conflicts or serious socio-political crises; projects or programmes which contribute to making the Community economies more complementary and to special programmes and projects aimed at solving issues of poverty and social inequalities; b. mobilise resources within and outside the Community for financing its investment projects and programmes; c. provide technical assistance as may be necessary in the Community for the study, preparation, financing and implementation of development projects and programmes; d. receive and manage the portion of resources from the ECOWAS Community levy to finance Community development actions, in accordance with Protocol n A/P1/7/96 of 27 July, 1996 on the conditions for the application of the said levy and under any other relevant provision; e. manage any special funds of the Community relating to its objective; f. carry out any commercial, industrial or agricultural activity, insofar as it is relating to its objective or necessary for its debts recovery. Within the framework of its corporate objective, the Bank shall cooperate with the national and sub-regional development Agencies operating in the Community. For the same purpose, it shall endeavour to co-operate with other international organisations with a similar purpose and with other Institutions concerned with the development of the Community. The Head Office of the Bank is in Lomé, the Republic of Togo. The Bank may open offices, agencies or branches elsewhere. In addition to its regional members, which are ECOWAS Member States, EBID can also have non-regional Members, or States and other legal entities that are not members of the Community. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

8 II- MISSION OBJECTIVES To pursue its development prospects and its mission objectives as an Institution for financing development and investment in the ECOWAS region, EBID embarked on a project to modernise its processes in recent years, including the standardisation of its procedures. It is increasingly aligning itself with the standards of international financial institutions of the same category and it is working towards implementing the recommendations of the various institutional capacity-building studies it has undertaken. One of the important aspects that is the subject of these terms of reference is the modernisation of EBID information and communication technology system with the objectives to: increase productivity, reduce redundant work, significantly reduce the risks associated with manual management or scattered data processing tools, work on a single and shared repository, in which every unit in the Company would provide its input and make same available to the other stakeholders of the chain in a complete and coherent synergy, meet all the functional requirements expressed in this terms of reference, while ensuring the necessary security in the use of all the functions implemented, be able to keep up with market trends and technological advancements with flexibility, modularity (choice of building blocks and openness (integration of third-party software) of the integrated banking software to be procured, have a user-oriented management tool that is cross-cutting and transparent to the user and that integrates all the system control and process mechanisms, have a management tool that meets international financial standards, have a tool that takes into account all functions, from the scope of this terms of reference, into a single process chain (Workflow), ensuring the consistency of the Bank's management rules, enable the Bank to edit all kinds of reports at all times, using an editing tool, once the data of the said reports are available in the system, have a tool for editing intelligent reports, data analysis, risk analysis, etc. facilitate the production of reliable data for decision-making in real time, and allow transparent collaborative work for all stakeholders wherever they may be. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

9 Thus, as recommended by the Bank's ICT Master Plan, the choice of EBID is focused on procuring a software platform that can integrate its banking functions while taking into account the specificities of its management. The system to be procured shall allow for a clear improvement on the current performance of the Bank's productivity, provide institutional added value, be a source of innovation in good practices and services and ensure efficient processing of its information by their: Mutualisation, Accessibility, Traceability, Integrity and sustainability, Safety, Reliability, Confidentiality, and Availability. III- CONTEXT OF THE MISSION The software proposed by the Software Developer or Integrator should, whenever possible, take account of the progress already made by EBID in terms of new information and communication technologies (ICT). In the proposal, the Software Developer or Integrator shall take account of the achievements of EBID, and shall under no circumstances mask any on-going or planned computer or telecommunication projects in the Bank. It shall propose the options that make it possible to maximise the value of these projects in the implementation of its software. The Software Developer or Integrator shall ensure that the software is innovative enough for a new functioning of the Bank: real time, de-materialisation, better organisation, best practices, etc., so that this software becomes a strategic tool both for the management and smooth running of the Bank. The software shall provide a framework to improve the functioning of the Bank. Basically, the hallmark of the software (s) chosen shall be their flexibility (ease of implementation and use), versatility (resilience capacity), openness (portability and integration possibilities) and scalability (technological monitoring and response to functional requirements). The aim of EBID in this project is also to reduce costs and improve performance. The Consultant should clearly demonstrate how this can be accomplished with the proposed software. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

10 The Software Developer or Integrator shall describe the organisation he thinks is best suited for the optimal implementation of his software. This description will present the different bodies to manage the project, their roles and their level of involvement. Where implementation requires specific skills, they should be specified. In more general terms, the Software Developer or Integrator will propose the required human resources for the correct implementation, operation and maintenance of the software and will indicate the list of possible training programmes to be schedules. Finally, the Software Developer or Integrator will present all the measures he deems necessary for a better integration of the proposed software in the organisation of EBID. IV- CURRENT ENVIRONMENT OF EBID IV-1. Information system (Network and other equipment) EBID has at its Head Office in Lomé, Togo, an information system composed mainly of: a computer network with a 1Gbit fiber-optic backbone that can be expanded to 10Gbits, with two (2) Cisco 3605E core routers, Cisco 3650-X user routers, two (2) Cisco 3800 routers, Cisco firewall and Fortigate, etc., Microsoft Windows Server 2012 servers, Server 2016 servers, a VSAT antenna of 512Kbits, a specialised Internet connection of 4MB, two (2) server rooms in which the network and server devices are mostly configured or which can be configured as failover, a computer pool of about 150 computers, including about 100 Laptops. IV-2. Applications (software status) The current functional environment of EBID mainly consists of infor FMS Sunsystems version 10 Application platform of the INFOR company ( The license procured by EBID includes 4 (four) main Modules: Accounting, Supply Management, Inventory Management, and Fixed assets Management. These 4 (four) Modules are perfectly integrated and Sunsystems has a "plug in" interface for processing files in Excel, both in input and output. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

11 EBID has chosen to remain on this financial and accounting management platform. IV-3. Interconnection of remote sites (Resident Missions or Country Representation) Up till date, EBID does not have any remote sites. However, the Bank's strategic plan has plans of opening Resident Missions (or Country Representation) in future in the remaining 14 countries of the ECOWAS sub region. In any case, and whatever form these representations may take in the different countries of the Community, access to the different applications of the Bank will be done within a centralised architecture (in private or public Cloud, or both). The Software Developer or Integrator shall thus clearly describe the infrastructure necessary for the remote connection to the software platform and specify the minimum bandwidth necessary for this connection. V- FUNCTIONALITIES OF THE PROPOSED SOFTWARE Since the features presented are not exhaustive, the Software Developer or Integrator will, in addition, specify the functionalities of his software which he considers important for the Bank, relative to only functions presented in this terms of references. For each major functionality proposed by the Software Developer or Integrator, he shall list the corresponding reporting systems. The software shall be multi-dimensional, that is, it should be able to manage several legal entities on the same system (in this case, it is possible to integrate the management of all the current and future funds that EBID would be required to manage). V-1. Operations V-1-a. Missions Private Sector Operations V-1-a-i. Put in place a system of identification, planning, and budgeting system for handling of private sector projects Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

12 V-1-a-ii. V-1-a-iii. V-1-a-iv. V-1-a-v. V-1-a-vi. V-1-a-vii. whilst giving priority to private projects that foster integration; Carry out a wide range of activities related to handling of private sector projects; Develop appropriate projects methodology and implementing modalities for projects; Prepare appraisal reports and loans, equity participation or guarantees proposals for submission to the to decision making bodies; Ensure that the relevant guarantees are established; Ensure the monitoring and supervision of financed projects; Contribute to the preparation of the Bank s project pipeline. Public Sector Operations V-1-a-viii. V-1-a-ix. V-1-a-x. V-1-a-xi. V-1-a-xii. V-1-a-xiii. V-1-a-xiv. Put in place a system of identification, planning, budgeting and appraisal of projects from the public sector whilst giving priority to projects that foster integration; Carry out a wide range of activities related to public sector projects; Develop appropriate project methodology and implementing modalities; Ensure that the relevant guarantees are established (sovereign guarantee); Prepare appraisal reports and loan proposals for submission to decision making bodies; Monitor and supervise financed projects; Contribute to the preparation of the Bank s project pipeline. V-1-b. Functionalities expected Interactive web platform for receiving public and private sector projects (loans, collaterals, short term loan, etc.); Coherent database of all project requests received; Management of the entire project implementation cycle, from project identification to archiving (loans, collaterals, short term loan, etc.); Updated situation of all current projects, with monitoring of the status of each project; Updated situation of all projects in the pipeline; Management of disbursement requests by follow-up, validation and monitoring of all stages; Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

13 Management of the conditions precedent to first disbursement of the project loan; Online approval of disbursements; Project disbursements, repayments received and follow-up over a period (monthly, quarterly, semi-annual, annual, etc.); Disbursements made on behalf of a Country during a given period; Management of procurement procedures for goods, works and services for projects implementation (signed contracts awarded, other contracts, etc.); Collaborative management of all documents relating to project management in order to avoid double circulation of physical documents relating to the same project (key deliverables of the project instruction, etc.); Management of all expenditure made in respect of the project at every stage and the overall stage; Reports on the various parameters Profits made or losses recorded in respect of the project; Costs of project appraisals; Description and expenditure of missions per project with presentation of mission reports; Site visit reports; Compliance of the Monitoring list; Description and supervision missions expenditure; Report and recommendations of supervision missions; Categorisation of projects (successful, unsuccessful, failed, etc.) - for each project, to have all the data and parameters from its identification to its possible archiving; Accessibility to technical reports online; Financial analysis of projects with balance sheet statements; Interface for monitoring the Total Balance Sheet; Integration, coverage of regulatory aspects, ensuring the continuity of operations; Management of consortium credits as lead manager or partner; Management of syndicated loans; Etc. V-1-c. Expected system reports Statement of every project dossier received, Catalogue of projects, Projects pipeline, Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

14 Statement of project desk appraisal, Statement of in-depth project appraisal, Statement of preparation of project appraisal missions, Project appraisal reports, Preparation status for Start-up missions, Statement of project supervision and completion missions, Project appraisal reports (financial analysis, activities and performance, structure and balance, etc.), Minutes or notes from the decision-making authorities in the project appraisal process, Memos from decision-making authorities in the project appraisal, Publishing of invitations to negotiations, Drafting of preliminary project financial appraisal (financial statements, results, financial income and expenditure table, balance sheet, profitability and solvency indicators, sensitivity analysis, etc.) Statement of Loan disbursement monitoring, Statement of monitoring the conditions precedent to first disbursement, Report of monitoring of project goods, works and services procurement process, Statement of monitoring disbursements made, those pending and projected disbursements, Statement of all important information relating to the project, Project monitoring summary fact sheet. All these statements shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

15 V-2. Loan Administration V-2-a. Missions V-2-a-i. V-2-a-ii. V-2-a-iii. V-2-a-iv. V-2-a-v. V-2-a-vi. V-2-a-vii. V-2-a-viii. V-2-a-ix. Prepare disbursement requirements concerning loan transactions; Participate in negotiations related to loans, equity participations and technical assistance; Keep and update the commitments register of the Bank; Prepare and present provisional and final depreciation schedules of loan transactions; Keep subsidiary accounts of the Bank s commitments; Monitor loan recovery and payment of instalments; Provide weekly, monthly and quarterly management charts for customers and outstanding loans; Produce the annual portfolio statement; Prepare and distribute loans recovery statement. V-2-b. Functionalities expected Entry of the description, terms and conditions of the loan, Disbursement, balance, depreciation etc., Table of projected depreciation; Table of real depreciation after grace period, Projected disbursements / projected series of disbursements, Selection of sources of funding (Resources backing the loan: Own funds, bond issues, lines of credit, etc. Management of securities, Management of escrow accounts, Monitoring of the conditions precedent to disbursements Approval of requests for disbursement and issuance of disbursement slips Giving notice of confirmation of disbursement and cover letters Transferring Data to an Accounting Software, Invoice preparation; Giving notice of loan repayment deadlines and cover letters, Disbursement notice, Calculation of interests, Calculation of commitment fees, Calculation of arrears, Management of penalties, Loan Portfolio exposure ; Private and public sectors exposures; Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

16 Mobilised resources management system and resources allocations, Sectorial management of commitments, Exposure of ECOWAS Member States, Displaying of the IMF conversion rate, Currency conversion ( Units of Account and others), Interface with the operations management module (Public and private sectors), SunSystems accounting, risks management module and legal management module Monitoring estimated revenue projections in respect of active loans Issuance of credit notes with cover letters, Monitoring of the depreciation of the loan portfolio (public or private sector) Management of loans in several currencies (multicurrency loans management) Etc. V-2-c. Expected system reports Statements of loans falling due at a given period, Statement of the projected commitments situation per sector/public/private, Projected loans depreciation table Statement of disbursement per source of funding Statement of commitments per sector of activity/country Statement of periodic / monthly / quarterly/ half-yearly disbursement, Statement of loan deadline notices issued to date, Up to date public sector loans billing statement per sector Up to date private sector loans billing statement per sector Mullti-currency loans depreciation table, Statement of receipts in respect of loans per currency, Income statement interests, commissions and capital) Statement of outstanding payments according to number of days (30, 60, 90, 180, 360) Etc. All these statements shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

17 per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. V-3. Treasury V-3-a. Missions V-3-a-i. Execute financial transactions, and in conjunction with the General Accounting Division, monitor issues related to the Bank capital subscriptions and the call of and paying up of such subscriptions; V-3-a-ii. Make payments for any activity conducted in relation to agreements, contracts, conventions and decisions, and receive cash payments when it is related to any transaction made by the Bank; V-3-a-iii. Implement the operational management of initiatives to enhance the cash management policy of the Bank (financial risks, investments); V-3-a-iv. Implement the comprehensive financial risk cover policy of the Bank; V-3-a-v. Manage securities portfolio (shares, loans) of the Bank and ensure their profitability; V-3-a-vi. Ensure drawings and monitor the loans of the Bank; V-3-a-vii. Ensure, in line with the statutory provisions, foreign exchange transactions in compliance with approved transactions, define and assess relevant foreign exchange transaction risks, and propose risk cover mechanisms. V-3-b. Functionalities expected Management of accounts positions Monitoring of correspondents account balances Consolidation of accounts positions Management of treasury operations Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

18 Monitoring of real-time cash transactions Real-Time Balance updating Daily / weekly / monthly forecasts Monitoring of projected cash flows over a given period ALM standard reports and dashboards Presentation of liquidity and foreign exchange differentials in a static or dynamic manner Multi-currency management Daily information on market trends from Bloomberg Reuters ; Display of IMF conversion rates (Units of account and other currencies and vice-versa) Management of short-term placements Monitoring of positions of corresponding accounts Calculation of interests on placement Etc. V-3-c. Expected system reports Report of consolidated balance of treasury account, Daily report of treasury accounts positions, Weekly report of treasury accounts positions, Monthly report of treasury accounts positions, etc. All these statuses shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

19 V-4. Risks Management V-4-a. Missions V-4-a-i. V-4-a-ii. V-4-a-iii. Propose and promote an appropriate framework for the management of the Bank s exposures; Design and establish the procedures, tools scope and controls for sound management of counterpart risks, financial risks and operational risks of the Bank; Identification, evaluation, mitigation and provisioning the risks of the Bank. V-4-b. Functionalities expected Scoring module (calculation engine and interface) with main parameters and sub-parameters also available online Indexing module for annual financial statements (income statement and balance sheet) of companies, states and sponsors (with the indexing capability of several years' history) Loan Arrears Management Module Watch List of Loan Management Module Module for calculating and managing expected losses Default Loan Management Module Module for the calculation and the management of provisions Module for managing and stress test based scenarios simulating of the Bank s balance sheet (detailed including such as currency and the maturity) for ALM purpose History of listing over different periods per country per company Interface for tracking Arrears per country per company Interface for tracking balance sheet data Supervision - Report of visits and recommendations Reporting Requirements (Portfolio analysis, country Concentration, sole lending, etc.) Etc. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

20 V-4-c. Expected system reports Historical ratings report (over different periods) per country per company per sector Loan arrears report Interface for tracking Arrears per country per company per sector Supervision - Report of visits and recommendations Watch List of loans report (list of loans with detailed information) Portfolio monitoring reports (distribution of portfolio by rating, by country, by department, by sector, by number of days of arrears, maturity / maturity, expected losses and provisions by rating, by country, by sector, by maturity.) Bank assets by currency and maturity Liabilities of the Bank by currency and maturity. All these statements shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. V-5. Legal Management V-5-a. Missions V-5-a-i. V-5-a-ii. Provide assistance to relevant Departments in reviewing legal aspects of projects and other operational documents; Verify the materialization of conditions precedent to the entry into force of the agreement, disbursement, etc, as stipulated in the Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

21 V-5-a-iii. V-5-a-iv. V-5-a-v. V-5-a-vi. V-5-a-vii. V-5-a-viii. V-5-a-ix. V-5-a-x. V-5-a-xi. V-5-a-xii. V-5-a-xiii. V-5-a-xiv. V-5-a-xv. V-5-a-xvi. V-5-a-xvii. V-5-a-xviii. agreements, contracts and conventions, and ensure, if need be, state deadline for lifting them; Draft loan, contract and convention agreements, make preparations for and select a date for their signing; Monitor the execution of these agreements, contracts and conventions and settle any possible disputes; Ensure the authenticity of guarantees received; Provide relevant advice on draft agreements, contracts and conventions submitted to the Bank by either the partners or service providers before signature; Provide assistance to the relevant Department in drafting documents regarding recruitment, management and dismissal of staff; Safeguard the Bank s title deeds and all other surety deeds given or received by the Bank; Act as the main custodian of the Bank s seal, placing it on documents requiring its use; Finalize, manage, and ensure wide-dissemination of the fundamental and the existing texts of the Bank; Initiate, monitor and ensure, in collaboration with the relevant Departments and legal practitioners (lawyers, solicitors, etc.), effective conclusion of any litigations and contentious actions involving the Bank; Examine policy documents by assessing legal implications and provide relevant advice to the President; Coordinate negotiations on membership or withdrawal of a member State, and keep a register of Governors, alternate Governors as well as Directors; Receive original documents of the vital documents of the Bank and keep them in a safe place (various agreements and conventions, contracts, membership and subscription instruments, cooperation agreements, Headquarters agreements, Protocol establishing the Bank etc...); Manage Headquarters agreements by processing the applications in favour of the Bank and its staff; Provide legal advice to the President of the Bank and consider the legal implications of actions and policies adopted as part of the execution of his duties as the official representative of the Bank; Provide legal assistance to all units of the Bank for all legal issues; Finalize together with the relevant Departments the draft agreements, contracts and conventions to be signed by the Bank, and if necessary, send reminders. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

22 V-5-b. Functionalities expected Electronic management and archiving of legal documents Electronic management of financing agreements (Loan agreements, equity participation, guarantee agreement, line of credit, etc.) Computerisation (digitalization) and management of legal documents received and sent Management module of legal acts relating to the administration of Loans for a coherent management in real time: management of guarantees (guarantees received, guarantees given, redemption of guarantees - diligence, renewal of guarantees, extinction of guarantees, Management of reminders, etc.). etc. Interface with the Loan Administration Division Alerts on the status of Loans (disbursement, regular, full or projected repayment, unpaid, provisions, restructuring - request, rescheduling request, etc.) Management of conditions precedent to disbursements Management of escrow accounts Monitoring of account movements Amount to be constituted and amount Reminders to agent Banks Alert on receipt of bank statements etc. Management of litigation Maintenance of litigation cases Computerisation (digitalization) of all the documents of a litigation case (proceedings, judicial decisions, various documents, various proofs, etc.) Management of alerts in relation to important events (hearings, appointments, etc.) Etc. V-5-c. Expected system reports Statement of conditions precedent to first disbursement List of guarantees per type, List of loans fully repaid, List of loan agreements, etc. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

23 All these statements shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. V-6. Trade finance V-6-a. Missions Involve all the short term operation of the bank. V-6-b. Functionalities expected Management of pricing policies for the service (commission, other fees, etc.); Management of service fees Management of corresponding service fees Management of other transaction-related fees (swift fees, express mail fees, etc.) Management of documents relating to the transaction Bill of Lading, Commercial invoice, Inspection, Insurance Certificate of origin, Manufacturing guarantee. Trade finance guarantees Condition for confirmation Escrow account Bank guarantee for start-up advances. Interfacing with the SWIFT system for processing letters of credit; Interfacing with the Accounts department. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

24 V-6-c. Expected system reports Well documented Letters of credit issued to date, Standby of Letter of credit given as collateral, Simple guarantees issued, Service commissions received by EBID, Fees of corresponding banks, The escrow / confirmation account status, Statement of expired Letters of credit, Statement of issued accounting documents, Statement of amended Letters of credit, Statement of extended Letters of credit, Statement of cancelled Letter of credit, Statement of disbursements by Letter of credit. All these statements shall be printed according to different criteria in due time: per each department (public sector or private sector) per division in each department, per sector and by economic activity (infrastructures, energy, telecommunications, health, education, etc.), per country, per project type, per form of intervention, per source of funding, per intervention currency, per a given period (weekly, monthly, quarterly, half-yearly, annually, or per given dates, etc.), etc. VI- DESCRIPTION OF THE FUNCTIONAL ARCHITECTURE, TECHNICAL ENVIRONMENT AND THE INTEGRATION MODEL OF THE PROPOSED SOFTWARE The functional architecture of the proposed software shall be described and illustrated with a diagram or any equivalent sketch. Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

25 The Software Developer or Integrator shall provide the technical information requested in Form D in Annex 4 in order to give EBID a sufficiently clear idea of the technical operational environment of the software. In addition to information requested in the table, the Software Developer or Integrator will specify the integration tools of the software, or the various modules of the software, in order to be perfectly integrated with other environments where necessary, particularly with the current environment of EBID. VII- INTERFACING The proposed software shall offer interfacing tools: Output interface to any third-party application; Input interface for any third-party application. The Software Developer or Integrator shall present his interfacing tools. VIII- DESCRIPTION OF THE METHODOLOG, IMPLEMENTATION STEPS AND THE PROJECT RESOURCES The Software Developer or Integrator will present: a clear description of the methodology for implementing the proposed software at EBID by indicating the priorities; a clear description of the different stages of the project, from technical environment preparation, to installation and maintenance; for each stage of a typical project implementation, the average and maximum deadlines shall be specified; the human resources requirements for a typical implementation of the software in an environment like that of EBID - these are the standard profiles that the Bank shall have for a successful implementation (skills, certifications, etc.), both in terms of the configurations and the use of the software ; the material resources required for the successful implementation of the software ; the strategy that he believes is most optimal, which can guarantee EBID a better immediate gain in productivity and performance of the implemented software, and assisting the Bank in its development prospects (including the management of future Resident Missions). Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

26 IX- TASKS AND RESPONSIBILITIES OF THE SOFTWARE DEVELOPER OR INTEGRATOR The Software Developer or Integrator shall present a clear organisation and a precise plan to EBID to enable the Bank achieve the objectives of this project, namely the actual deployment of the modules selected in the project and their optimal use in the short term. This shall include conditions for the smooth running of the project and the timeframe within which the Bank can attain a full software development level. IX-1. Tasks The Software Developer or Integrator-Integrator shall understand that his "mission" or "project" includes the following tasks: propose and provide an integrated banking software (Core Banking System) o the software shall comply with international software engineering standards (Application development), o the software shall be capable of being interfaced with thirdparty software - which implies that it shall be open and integrate data (input or import and output or export); o the software shall be able to integrate modules such as Internet Banking or any other new financial service technology, o the software shall run on a widely used operating system (Windows server, Unix or Linux in their most widely used and secured versions, etc.), o and any other software or tools required to operate the software should not be proprietary software s that are not widely used. install the technical platform of the software (servers, operating system, database system, other tools, etc.); implement the software in line with the business process of EBID o analyse and design the business process of EBID and validate the functional needs expressed by the Bank, o on the basis of the Bank's functional requirements, the Software Developer or Integrator shall provide a report, analysing the discrepancies between the functionalities provided by his software and the expected functionalities, while proposing the appropriate software to remedy them, o provide EBID with a list of the deliverables he intends to make available to the Bank at the end of the project, o install, configure, set the configuration parameters, test (technical platform tests, integration tests, user agreement tests, performance tests, volumetric tests, etc.), validate and put Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

27 into production all the functions of its software specified in these terms of reference, o Migrate data, clearly indicate to EBID the roles and profiles of the Bank's employees that can best fulfil these roles for the success of the project; provide technical training (for technical staff) and functional training (for users); these training shall cover the fields of: o technical installation, o implementation, o operational functions, o managerial functions, o reporting (design, layout and printing), o error management of the system provided, o administration of all system components, o etc. The Software Developer or Integrator shall take up all his responsibilities set out in these terms of reference at every stage of the project implementation. IX-2. Responsibilities On every functional feature provided in the proposed software, The Software Developer or Integrator will present the general functional architecture of the proposed software, explanation of the modules, the modules sub-contracted to the partner companies, and shall ensure that every functionality is presented in detail and in all its aspects of use, including details of the functions upstream, downstream or interacting with it. The Software Developer or Integrator shall also present the rules governing for every functionality in the proposed software and identify the constraints, limitations, etc. On deployment and configuration It shall ensure compliance with the installation and deployment standards for the version of the software to be installed. He should ensure that all required components of the software as part of its operation at EBID are installed and functioning normally with all necessary licenses. The Software Developer or Integrator shall provide all the technical support for the software configuration according to the project needs presented in the different documents. This will be the occasion for an effective transfer of skills from the Software Developer or Integrator to the Technical Team of EBID in charge of the project. Configuration parameters will be carried out in accordance with the Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

28 Administrative, Financial and Accounting Procedures Manuals and the Operations Procedure Manuals of EBID. On data migration The Software Developer or Integrator will develop a clear approach to migrate the Bank's current data in the system to be implemented, bearing in mind that this process will be mainly manual; most of the data to be recaptured are presently in hardcopy format or in files in different formats. In terms of volume, an estimate of five hundred (500) project files would not be underestimate. On training The Software Developer or Integrator will ensure that the trainings received by the Bank's staff are actually the ones intended for each module. To do this, he will have to devise a method of evaluation both of the quality of the training dispensed (by the Trainer) and of the skills acquired by EBID personnel on the module (s) taught. On integration The Software Developer or Integrator will ensure effective implementation of the original interface routines (integrated in the product originally by the Software Developer or Integrator) and of those incorporated later. He will have to test them in collaboration with the Bank users trained for this purpose. Finally, he will propose a plan for the deployment of the product (appropriation) in all its dimensional scope with relevant deadlines. To this effect, he will also have to propose the infrastructural architecture to allow optimal operation of the entire product. On technical assistance The Software Developer or Integrator will propose the conditions of its technical assistance for the correct use of the software in the short, medium and long term. He will outline details of the conditions of technical support both to the technicians of EBID who will be his internal technical relay team and to the end-users who will use the software daily. The Software Developer or Integrator-Integrator shall specify the type of postproduction assistance that will be of benefit to EBID in terms of: Availability of support assistance, Means and response capacity: o telephone, o , Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

29 o online help, o webinars, etc. Management of incidents of blockage. On security The Software Developer or Integrator shall inform EBID of all details necessary for the optimal security of the software to be implemented, both internally and externally, in compliance with best practices in this field. On technology transfer skills The Software Developer or Integrator should propose a detailed technology transfer skills plan that demonstrates the quality of the process, the methodology to ensure this quality, the transferable skills and the profiles of the Bank's employees to be involved in this process. On the Software Developer or Integrator's intervention team The Software Developer or Integrator agrees to make available to EBID at its Head Office in Lomé, the services of a Project Manager with proven experience in projects of similar nature and complexity. It shall be the duty of the said Project Manager to advise the Bank on project planning, organisation of activities, methodological approach, practical functionalities of the various modules, good practices, tests, training, transfer of skills and other initiatives to ensure success of the project. On Mission Reports The Software Developer or Integrator shall submit a weekly report on the progress of the project and a final report at the end of his mission. On documentation All the technical documents on every stage of the project, from installation to go-live, and monitoring of changes in the version at EBID (preparation of the technical environments, installations, configurations, settings, tests and validations - Quality control, go-live, application and monitoring of the software upgrades, etc.), all training manuals as well as users and administrators guide shall be made available to the Bank. Preference should be given to online or electronic documentation. X- EXPECTED RESULTS After the go-live, the difference should be very clear. EBID should note a clear qualitative leap in the technical management of all the operations of the functions Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March

30 considered under the project, coupled with significant and measurable added value (improvement of current services, new products and services, quantifiable productivity gains, etc.). More specifically, EBID expects: the establishment of a common repository for all the data and functionalities to be implemented in the project, guaranteeing the consistency of data and the harmonisation of actions in the entire system; that this repository manages all information (description, configuration parameters, documents, events, expected actions, etc.) relating to projects, loans, risks and disputes; the provision of a collaborative working environment for the management, monitoring and control of projects from their inception in the EBID portfolio to their archiving, including the entire loan cycle; the availability of information in real time on all managed projects in the system, regardless of their status; the implementation of tools for producing decision-making information (dashboard in the Office of the President, the Vice President, Audit, etc.); development of the interfaces for extracting data to files of various formats (to be specified by the Software Developer or Integrator) and interfaces for importing data to the system to be installed; detailed documentation of the proposed software to enable EBID take charge of the software at both the technical and functional levels in an autonomous way; the security guarantees and the documentation on the security of the software to be installed in its various components and tools : Operating System (OS), Database, Application, User, Web, Backups, and Recovery after incidents; a complete transfer of competences from the Software Developer or Integrator to EBID, both in terms of systems (installations, updates, etc.) and functional level (settings, uses, etc.); a clear expression of the software limitations proposed by the Software Developer or Integrator, in relation to the functions to be covered by EBID. The mission of the integrated Software Developer or Integrator will be considered completed only when the project is fully implemented in all its ramifications according to the methodology chosen by mutual agreement with the Bank, with actual trial by both parties of : Terms of reference for the Procurement of an Integrated Management Software adapted to EBID Operations March