Supply and Installation of Budget and Treasury Management Information System at Bauchi State

INVITATION FOR BIDS (IFB)

Country:    Nigeria

Project:       Bauchi State Governance and Capacity Building Project (BSGCBP)

Description: The Supply, Installation, Integration, Testing, Training and Commissioning of Budget and Treasury Management Information System (BATMIS) software, associated Hardware, Network Infrastructure and related Support Services

Credit Number: 4084UNI

Issuance Date: June 4^th 2010

1. The Federal Government of Nigeria has received a Credit from the International Development Association toward the cost of the State Governance and Capacity Building Project, and it intends to apply part of the proceeds of this Credit to payments under the agreement(s) resulting from this IFB.

1. The Bauchi State Government of Nigeria serves as the implementing agency for the project, and now invites sealed Bids from eligible Bidders for the Supply, Installation, Integration, Testing, Training and Come -ling for Budget and Treasury Management Information System (BATMIS) application software, Hardware and Networking Infrastructure and related services
2. Bidding will be conducted using International Competitive Bidding (ICB) procedures specified in the World Bank’s Guidelines: Procurement under IBRD Loans and IDA Credits.
3. Bidders must have the financial, technical, and production capability (either independently or in a joint   venture and/or sub-contracting arrangement, within which the invited bidder will be the principal bidder am contractor), necessary to perform the Contract to supply, install, integrate, test, train and commission all of the following components  as  a  Turnkey solution:

1. Budget and Treasury Management Information System (BATMIS) Application Software comprising the following modules

• Budget Preparation, including the ability to handle multi-dimensional charts of account and multi-currencies.
• General Ledger – based on cash based accounting, including cash book, bank reconciliation, revenue recording and reporting of committed and actual expenditure against allocated/warranted budgets.
• Accounts Payable with commitment accounting and control
• Human Resources and Payroll
• Accounts Receivable
• Fixed Assets (in cash basis of accounting environment)
• Stores/  Inventory   Management  (in   cash   basis   of accounting environment)

1. Server Hardware and Systems Software (Latest version Server) designed and configured to support the proposed BATMIS Software, to support initially a minimum of 76 connected users, with expansion up to a minimum of 225 connected users, and comprising , as a minimum production and back-up server.
2. Local Area Network (LAN) infrastructure and related equipment designed and configured to support the proposed BATMIS Software, and providing support for a minimum of 76 connected users within the Bauchi Slate Government Ministries, Departments and Agencies (MDAs),
3. Implementation Services, and support, including  training in the application software  and relational database software, business process design and systems integration services and administration.
4. Maintenance support for a period of at least 5 years.

5.       Bidders must meet the following minimum qualification criteria:

1. Either be the prime Developer of the proposed BATMIS application software, or be formally approved and authorized by the Developer to supply, implement and support the software being tendered. Bidders will be required to provide evidence of their accreditation from the prime Developer with their bids.
2. Either be the prime manufacturers of the equipment proposed, or be formally approved and authorized by the manufacturer to supply, implement and support the equipment being tendered. Bidders will be required to provide evidence of their accreditation from the prime manufacturers with their bids.
3. Be able to provide in-country support for the software and equipment being tendered. Bids entirely from outside Nigeria must demonstrate their capabilities for providing effective in-country support.
4. Have been in the business of supplying, installing and supporting the proposed software for not less than 3 years and should have an annual turnover in excess of USS 3million (or the currency equivalent),
5. Have undertaken at least one (1) successful (i.e. Signed off and accepted by the purchaser as a fully and operational system), implementation of the proposed BATMIS software, within or outside Nigeria during the 3 years. This implementation must have  involved the supply, installation and technical support of the proposed integrated BATMIS or similar software. Bidders will be required to provide evidence of past installations/implementations.
6. Have proven accounting, financial and internal control knowledge and experience in the public sector, to support the required business process design and system integration services.
7. For the purposes of establishing a Bidders qualifications, the experience and/or resources of any Joint Venture or sub-contract partner will contribute to the Bidder’s qualifications. Technical qualifications of subcontractors will be taken into account m assessing the bidders ‘ overall qualifications.

6.  Test scripts will be used as part of the evaluation process to confirm and score the compliance of the proposed solutions against key functional and operational requirements.

Two representatives from each bidding firm submitting a compliant bid will be invited to visit BATMIS SECRETARIAT to demonstrate their software against the test scripts AT BIDDE’S EXPENSE.

7.  All bids must be accompanied by a bid security of at least 2% in USD, NGN, or an equivalent amount in a freely convertible currency.

8.  Interested eligible bidders may obtain further information from the Coordinator and inspect the bidding documents at the address given below from 9am to 4pm Mondays to Thursdays while 9:00am -1 :00pm on Fridays except on public holidays.

9.  A complete set of bidding documents in English may be purchased by interested bidders on the submission of a written application to the addresses below and upon payment of a non refundable fee of One Hundred US Dollars ($100.00) or Fifteen thousand naira (Ml5, 000) The method, of payment will be cash or Bank draft in favour of Bauchi State Governance and Capacity Building Project. The document will be sent by courier on request (at Bidder’s Expense), collected by hand or online upon receipt of payment.

10.     The attention of prospective Bidders is drawn to

1. i.            the feet that they will be required to certify in their bids that all software is either covered by a valid license or was produced by the Bidder and
2. ii.            that violations are considered fraud, which is. among other remedies, punishable by potential blacklisting from participation in future World Bank financed procurement.

11.     A Pre-Bid Conference is slated for Friday 2nd July 2010 at the Address below from the Hours of 10.00am Nigeria Time (GMT + 1).

12.     Bids must be delivered to the address below on or before Friday 16^th July, 2010 at 10:30 hrs Nigeria Time (GMT + I). All bids must be accompanied by a bid security of at least 2% of bid price or an equivalent amount in a freely convertible currency. Late bids will be rejected. Bids will be opened in the presence of the bidders’ representatives, who choose to attend at the address below on Friday 16^th July, 2010 at 10.30 hrs Nigeria Time (GMT +1).

Contact person:

The Project Coordinator,

State Governance and Capacity Building Project,

Abubakar Umar Secretariat, Yakubun Bauchi Road,

Room 020, Ground Floor,

Bauchi, Bauchi State,

Nigeria.

Telephone: +2348033851934

E-mail address: bauchisgcbp@yahoo.com

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