Expression of Interest Financial accounting system: Supply, design, implementation & training July 2017
CONTENTS BACKGROUND... 2 SCOPE OF THE PROPOSAL... 2 CRITERIA FOR SELECTION... 4 FUNCTIONAL REQUIREMENTS... 4 TECHNICAL REQUIREMENTS... 4 TIMELINES & DEADLINE FOR DOCUMENT SUBMISSION... 5 APPENDICES... 6 APPENDIX A... 6 COVER SHEET... 6 APPENDIX B... 7 Page 1 of 9
This is an invitation to companies/consultants to submit an Expression of Interest (EOI) for a financial accounting software system for the Syrian Arab Red Crescent (SARC). The intent is to obtain information leading to the selection of an appropriate financial accounting system that will best meet the needs of the organization. Respondents who are selected for further consideration will be invited to submit a full tender bid with an onsite presentation to demonstrate their system. BACKGROUND The Syrian Arab Red Crescent (SARC) is an independent humanitarian organisation founded in 1942 under decree No/540/1942 and decree No/117/1966. Its headquarters is in Damascus and it has 14 branches in the fourteen governorates of Syria plus 75 sub-branches. SARC is part of the Red Cross Red Crescent movement which is the world s largest humanitarian network governed by the seven fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity and universality. The ongoing crisis in Syria coupled with the enormous humanitarian needs in the country has resulted in increased pressure on the financial systems of the SARC. In light of these, SARC requested the Norwegian Red Cross to support in the development of the National Societies financial systems. A financial management assessment was carried out whose aim was to: 1. Gain an overview of financial management, staff structure and communication, fixed assets controls, cash flow management, income generation, accounting system and reporting of the National Society; 2. Make recommendations on areas of improvements and key interventions with an aim of developing SARC in the short and medium term; and 3. Discuss and understand management reporting and communication between headquarters, branches, budget holders to assess the likely effect on controls and external reporting. From the assessment, it was concluded that the priority in terms of strengthening the NS financial systems and accounting structures would take the following shape: 1. Enhancing key fundamentals of financial management- accounting, financial record keeping, auditing (external and internal), cash flow management, fixed asset management, budgeting, financial reporting and accountability. This is to be done through the development of a financial manual and the related policy hand book. 2. Introducing and implementing a financial accounting software and 3. Building the capacity of (SARC) finance staff. SCOPE OF THE PROPOSAL Considering the above, SARC through the support of BRC and partners is soliciting bids for a financial accounting software. The purchase of the financial accounting system shall be inclusive of the planning, implementation, hardware requirement, storage, backup mechanism and training phases applicable to the software. Successful applicants will be contacted to submit against the full tender process and upon successful completion of this they will then be awarded the contract. The applicant will enter into a legal contract to provide professional resources including project management, system analysis and design, implementation, configuration and training for the selected financial-accounting software package. The contract resulting from the full tender process is intended to result in the design, installation, implementation of a fully-functional financial accounting software system, and provide on-going support and maintenance including the cost for module adjustment where necessary. The length of the contract shall be for an initial period of one year in order to ensure the software is fully integrated with the NS, after which the contract shall be renewed on an annual basis for maintenance and changes to software design. Page 2 of 9
PROPOSAL SUBMITTAL GUIDELINES Information to be supplied should include: 1. Brief description of the organisation/consultant 2. Contact information 3. Number of years in business 4. Number of customers (Including any Red Cross/Red Crescent previously supplied if any) 5. Number of employees 6. Description of the proposed product: i) Time required for customization ii) NGO platform iii) Languages used iv) Data entry Mechanism-Manual and excel upload v) Remote support mechanism vi) Single or multi-currency vii) Foreign exchange management between various funding currencies viii) Reporting and analysis at all levels ix) Graphics reporting ability x) Updates platoform xi) Internet connected platform xii) Interoperability xiii) Scalability xiv) Expansion ability xv) Offline module xvi) Security both at access rights (Matrix) and audit trail 7. Current version of the product 8. A detailed response to the requirements as stated in this Technical & Functional Requirements section of this proposal 9. System security 10. Implementation strategy and timelines, including the TOT training. 11. Indicate any time/resource commitments expected from SARC 12. CV of the proposed team 13. Ongoing system support and help desk support 14. References that utilize the proposed solution. 15. Availability of support within the country /Region, (24-hour service or 8hours) 16. Experience in similar project with the movement (If exists, a sample of the executed project should be submitted). There might be a need to have a demonstration of how the system functions with the organisations it has been implemented in. The Cover Sheet in Appendix A should be signed and form the front page of the proposal. These are minimum requirements. Additional clarifying information can be requested as long as the proposal follows the format shown and each section is listed and numbered in the sequence shown. All proposals must remain valid for acceptance for six (6) months post the proposal submission date. The proposal must be submitted in the legal name of the organization. All statements made in the proposal will be considered final, and, if the proposal is accepted it will be used as the basis of the purchase agreement. Page 3 of 9
CRITERIA FOR SELECTION The respondents with the EOI that best meets the criteria outlined will be selected to submit against the full tender bid. The criteria for evaluation of proposals, and selection of the successful respondent for this award, will be based on the factors listed below: 1. Ability to meet the functional and technical requirements described in this document as evidenced by the EOI response and demonstration of the software. 2. Provide timely program enhancements and upgrades in response to changing industry needs, regulatory requirements and advancing technology. 3. Demonstrate expertise and functionality as evidenced by client references. 4. Provide a superior level of service and support to clients as evidenced by references. 5. Train the SARC finance team in the utilisation of the accounting software. 6. Ability to provide remote and prompt support in cases of any issues related to the accounting software. 7. Does the system support online offline functionality? FUNCTIONAL REQUIREMENTS The functional requirements are detailed in Appendix B. The Proposer should fill the checklist provided and elaborate the manner in which the software meets the requirements. TECHNICAL REQUIREMENTS In terms of the technical requirements, the Proposal should: Hardware 1. Describe both the suggested and minimum hardware configurations necessary to operate the proposed solution including descriptions of the central processing units, networking hardware, back up devices and uninterrupted power supply. 2. Describe the ability of the proposed system to support fail-safe data storage. 3. Describe the requirements of system cabling for communication to the server and to the existing network. 4. Describe the connectivity/utility outside of the main server by the branches functioning remotely. Software 1. Describe the operating systems under which the proposed system can operate. 2. Name and describe the database management program utilized by the system. 3. Describe the file purging/archiving. 4. Warranty periods provided for the system and the software. 5. Describe the security system used. Implementation, Support & Training 1. Describe or attach an implementation plan and schedule with clear timelines. 2. The number of staff who will be dedicated in providing the service. 3. Describe training provided including the location, number and training outline. 4. Describe the ongoing system support provided by the vendor, days when support is granted if specific. Contact hotline telephone number, toll free or paid up? 5. Details on software upgrades provided as part of software support. 6. Describe details on software enhancements and upgrades. 7. Confirm whether the systems supply can be hindered by country specific sanctions from the country of origin. Page 4 of 9
TIMELINES & DEADLINE FOR DOCUMENT SUBMISSION All documents should be mailed or delivered to: Address: C/o International Federation of Red Cross and Red Crescent Societies MENA Regional Office, Platinum 776 Building, New Martakla, Street 20-2002, Hazmieh, Beirut, Lebanon Attention: Maher Mahmoudi Mobile: + 961 81 200 837 Tel (Direct): +961 5 428 499 All questions and/or issues should be submitted in writing by email addressed to: Mark Maris mmaris@redcross.org.uk and Maher Mahmoudi MMahmoudi@redcross.org.uk. Any oral communications will be considered unofficial and nonbinding. Time Table: Issue of Call for Expression of Interest: 18th July 2017 Paper bid: Deadline for Reply: 25th July 2017 (11.00am) Evaluation of Documents: 1st August 2017 Sample Demonstration: Expected schedule for Demonstrations: 14th August 18th August 2017 Final CoC for EOI Evaluation of Demonstrations and Paper bids: 23rd August 2017 Issue of tender Process (Estimated): 29th August 2017 BRC reserves the right to amend this request for EOI, to cancel the request for EOI and to make no award under this request for EOI. BRC reserves the right to eliminate/disqualify an offer at any time for any reason. BRC reserves the right to make full/partial award in response to the full bid tender. At any time before the deadline for submission of proposals, BRC can amend any part of this request for EOI and communicate in writing to the interested parties. The successful organisations that provided the necessary information as well as met the standards required will then be requested to submit a full Tender bid based upon a more detailed Tender pack. The proposal shall be part of the final contract. In addition to a legally binding contract, the successful vendor shall be required to sign a non-confidentiality agreement. No sub-contracting shall take place without the prior written approval of BRC and SARC. Page 5 of 9
APPENDICES APPENDIX A COVER SHEET Legal Name of Applicant/Company: Street/Address: City/Country: Contact Person: Title: Phone & Email: ADDENDUM Does the proposal comply with the requirements contained within the request for EOI? (If No, please give details) Did outside individuals or agencies assist with preparation of this proposal? (if yes, please describe).. I certify that to the best of my knowledge, the information contained in this proposal is accurate and complete and that I have the legal authority to commit this organisation to a contractual agreement. I realize that funding for any contract is based upon funding levels as well as final approval by the management of SARC. I agree that the details of the Proposal shall be shared with SARC partners who are involved in funding and supporting this project. I acknowledge that submission of the proposal does not in any way amount to the signing of a legal contract or does not give rise to any legal obligations. Signature: Name and Title: Date Company Seal/ Stamp: Page 6 of 9
APPENDIX B 1. BASIC LEDGER SYSTEM-WIDE REQUIREMENT OF SARC COMPUTERISED ACCOUNTING SOFTWARE YES NO REMARKS 1.1 Is the accounting system catered for general ledger, Account receivable, Account payable, inventories etc. 1.2 Are these modules integrated? 2. MULTI-CURRENCY 2.1 Can the system record and report transactions in various currency and the base currency of SARC (for stat. Reasons). Confirm the mode of currency exchange rate Update-Daily, weekly or Monthly. 3. TRANSACTION ANALYSIS 3.1 Can the system analyse the various codes and identify the source of funds (per donor), programmes, department, regions, expenses type? 3.2 Can the system support Cash Based Programming(CTP)? 4. AMOUNT DIGITS 4.1 What is the minimum digits and decimal places for the transactions? 4.2 Are digits expandable or fixed? 5. TRANSACTION TEMPLATES 5.1 Templates are pre-set of transaction lines with known account codes transaction codes any calculations (i.e. VAT). This minimises data entry, errors and duplications. Does the system define templates transactions? 6. CHART OF ACCOUNTS DEFINITIONS 6.1 Can the system accommodate a Chart of Account based on the SARC needs? 6.2 If yes, what are the definitions? 7. REPORTING 7.1 Can the system provide standard reports such as Trial Balance, income and expenditure Accounts, Cash flow statement and Balance sheet. Can the system generate graphic reports for both the standard and customised types? 7.2 Can the system provide options for customizing other required non-standard reports? 7.3 How easy and flexible is the system customization process? Can the process Page 7 of 9
be locked to specific rights? 8. AUDIT TRAIL 8.1 Can the system provide comprehensive audit trails on all activities? 9. ACCOUNTING PERIOD 9.1 Can the system maintain ledgers by 12 periods per annum? 10. System Expansion 10.1Is the system scalable at additional cost or at the initial? 10.2 Can the system manage semi-autonomous branches of the NS and consolidate at year-end 11.BUDGETING MODULE 11.1 Does the system come with a budgeting module? 12. SYSTEM SECURITY 12.1 Does the system have comprehensive features such as User log-on ID and password, system function access control and report access controls? Does the system have varied user rights access? Large storage both at the server and cloud 13. SYSTEM FIT 13.1 Can the system meet the key requirement of SARC? (one time procurement) 13.2 Does the system allow interoperability? Can the data be entered into the other modules (HR, warehouse management, asset management etc.) be productively used by the software? 13.2 Does the system have automatic updates? 14. COST 14.1 What will be the total cost of the system? i) At module level ii) Combined cost for all the modules at one go Indicate the cost Indicate approximate cost 14.2 Is the system cost effective? In line with the capacity required? 14.3 Is the ongoing cost of the system (main., support etc.) affordable? 15. LOCAL SUPPORT 15.1 Is local support to SARC available whenever needed? Page 8 of 9
15.2 If yes, how do you rate the reliability and accessibility of the system local support? (ratings 1-10 and one (1) being the best). 15.3 If no, does the system have any regional support offered by the system local vendor? 15.4 1 How many hours of initial training support does the vendor offer? Are these hours inclusive of the customization process? How long will the initial free support last? Will the support cover changes to the software design? 16. LANGUAGE 16.1 Is the system operating on a multi-language platform? Can the reporting function be locked to English only? 17. PETTY CASH & CHEQUE PROCESSING MODULE 17.1 Does the system support direct petty cash management? If yes, does it produce off the system receipts and payment vouchers? 17.2 Can the system print cheques directly when processing payments? 18.PROCUREMENT/ ASSET MANAGEMENT /HR MODULEs 18.1 Does the system come with an inbuilt procurement module? 18.2 Can the system support an online procurement approval process? 18.3 Does the system have asset management module? 18.4 Does the system come with an HR management module? 18.5 Is the HR module capable of managing leaves and joiner s password control? 19.BACK -OPTIONS 19.1 Does the system come with on-site and off-site backup options? 20. REQUIRED IT INFRASTRUCTURE 20.1 Will the system come with additional infrastructure requirements other than the usual networking requirements? 20.2 Functionality in areas where there is no internet connectivity? Does the system have capability to pull data from other modules to generate a financial report? OTHER MAJOR COMMENTS Page 9 of 9