Central Bank of Nigeria
Invitation for Prequalification and Tender for the Supply and Installation of Automated Physical Filing and Retrieval System to the Central Bank of Nigeria
(REF: CBN/CSD/IDMS/P01/2011 – Supply and Installation of Automated Physical Filing and Retrieval System)
The Central Bank of Nigeria implemented an Integrated Document Management System (IDMS) to enhance the take- off of its records management policy and procedures. The system comprised an electronic imaging system and a physical filing system.
Scope of Work
A. The Bank requires a reputable and technically competent company to supply and install nine (9) additional Automated Physical Filing and Retrievals Systems for live documents including the accessories such as computers with appropriate software, cabling etc. These items are to be delivered and installed in various locations as shown below;
| Location | No of Units |
| CBN Abuja Head Office, Abuja | 4 |
| CBN Uyo Branch | 1 |
| CBN Benin Branch | 1 |
| Lokoja Branch | 1 |
| Asaba Branch | 1 |
| Lagos Medical Centre | 1 |
1. The Automated Filing and Retrieval System is to be based upon a vertical carousel system, with the following:
- Utilizes the vertical dimension
- Automated retrieval by means of electronic keypad to locate the required file in the system
- Actual location of required file could be determined via a PC attached to the system, for better File Management.
- Attached PC will run relevant software of Computer Aided Record Retrieval (CARR)
- Capacity to store up to 3,000 flat files or 2000 PVC folders.
2. The system’s front panel is to be protected by a micro-switch for retrieval of items accidentally dropped into the conveyor compartment. Should power fail, the unit should be able to operate manually, When power is restored, there should be a safety cut out automatic movement until the handle is removed.
3. The system is strictly for physical filing and retrieval of file documents and the computer aided record retrieval should be able to generate reports on file movements in and out of the system.
4. Access rights will be assigned to documents, depending on type and class of documents.
5. Only authorized personnel will have access to the system. Actual retrieval and storage shall be done manually, after authorization. Indexing features is to be flexible for customization.
6. The system is to have its own in-built fire detector and fighting system that will be activated automatically in case of fire.
B. Quotation should include:
- Pre-shipment inspection/factory acceptance test by five (5) staff of the Central Bank of Nigeria
- Training at factory for five (5) Administrators of the System for 5 days
- Training at factory for five (5) Users for 5 days
- Training at factory for five (5) Directors for 5 days.
C. Warranty shall be for a minimum of 12 months during which there shall be 24 hour back-up arrangement in case of system difficulties.
General Requirement
Interested and competent company(s) wishing to provide the above service to CBN must submit the following documents for verification:-
a) Evidence of registration with Corporate Affairs Commission
b) Evidence of payment of tax for the last three (3) years as and when due.
c) Comprehensive company profile including registered address, functional contact email address, GSM phone number(s), facsimile number(s).
d) Verifiable evidence of similar jobs successfully executed in the past.
e) Reference letter from bank stating financial ability to carry out such project(s).
f) Current company’s audited statement of accounts.
g) Evidence of employees Retirement Savings Accounts (RSA) with a pension
Fund Administrator.
h) Evidence of remitting employer and employee pension contributions to the appropriate pension fund custodian.
i) Evidence of transferring all Pension Funds and Assets prior to the commencement of the pension Reform Act to licensed pension operators.
Submission
The submission should be in two separate envelopes.
A. the General Requirements should be submitted in one wax sealed envelope boldly marked at the top left Corner:
“Prequalification for the supply and installation of nine (9) additional Automated Physical Filing and Retrievals Systems to the Central Bank of Nigeria”
B. Financial bid should be submitted in wax sealed envelope boldly marked at the top left corner:
“Financial Bid for the supply and installation of nine (9) additional Automated Physical Filing and Retrievals Systems to the Central Bank of Nigeria”.
The submission should be addressed to:-
Secretary,
Major Contracts Tenders Committee
2nd Floor, Wing C
CBN Head Office Complex
Central Business District,
Abuja, FCT Nigeria
Closing Date
All submission must be received at the above address on or before 9th December, 2011 by 4:00pm.
Opening Date
The tenders shall be opened on Monday 12th December, 2011 at Central Bank of Nigeria Head Office Complex Abuja, 2nd Floor Wing D Conference Room by 11:00 am.
Important Notice
Only successful pre-qualified company(s) will have their financial Bids evaluated. Full tendering procedure will be applied to Contractors pre-qualified and found capable of executing the project.
Nothing on this notice shall be construed to be commitment on the part of CBN.
Only successful contractors will be contacted.
Management:
