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TENDER FOR A CONSULTANT TO DESIGN AND INSTALL AN ARBITRATION CASE MANAGEMENT SYSTEM
The Rwanda Private Sector Federation (PSF) established the Kigali International Arbitration Centre (KIAC) to increase the use and effectiveness of Arbitration and other Alternative Dispute Resolutions (ADR) in Rwanda and beyond. Since then, KIAC has delivered cost-effective and convenient ADR services that boosted cross-border trade, investment and reduced the backlog of cases in the courts.
As Rwanda transforms rapidly into a knowledge-based economy attracting foreign investment, Arbitration and ADR is crucial as one of the tools to development. Effective October 2019, PSF KIAC received funding from TMEA through PSF for a project with a goal of enhancing the use of commercial arbitration and mediation among various stakeholders.
Following the outbreak of the COVID-19 pandemic and the stringent lockdown that affected the physical conduct of ongoing arbitral proceedings, KIAC would like to digitize and improve its services and bring out greater efficiency through Virtual Arbitration. This will facilitate the virtual conduct of arbitral proceedings and seamless online case administration. The case management software will aim to:
improve KIAC’s service delivery by offering fully electronic arbitrations,
Minimize formality and lengthy arbitration case filing procedures,
Foster accessibility and ensure applications are processed swiftly,
Keep costs to parties to a minimum.
The purpose of tender is to request submissions from qualified consultancy firms in software design, IT based system development, supply/installation, implementation, training, and provisioning of a Case Management System & Storage for Kigali International Arbitration Centre (KIAC).
3. Specifications and Requirements
The system should be web-based run through the KIAC domain/sub-domain, the system can be developed or customized existing application and it should achieve below tasks:
Allow users to register and login electronically to the Online system.
Users get information on how to file a case and be able to file a case to the Center and upload proof of payment of Arbitration fees.
Sending the filed cases to the Center via email and keep filed cases into the system to be visualized by authorized Center personnel.
Allowing the case manager at the Center after receiving the case to be able to initiate the process with all the files and correspondences involved to be uploaded into the system.
Provision of a security model that supports controlled access to specific features of the system. Once the arbitration starts, all stakeholders (Claimant, respondent, arbitrator(s)…) to be added to the case with restricted login and right to that specific case.
Allowing all submission, correspondence, timeline, and requests from stakeholders to be uploaded into the system, and authorized recipients and stakeholders are notified instantly via email and/or SMS notifying them of the new transaction.
Have a Calendar/full facility linked with all case activities, with automated reminders on Case proceeding notifications to all parties involved (filing, pretrial, hearing, Award) and any deadline status on the case or upcoming events to ensure important events are not overlooked.
Ensure Security and data privacy through a secured hosting system, encrypted on-premises, leased, or cloud server.
Generate data reports that can be exported into a simple format, such as excel disaggregated by relevant variables, targets, and indicators (number and status of cases).
Capacity to store data reports for multiple years for monitoring and reference.
Support the upload of a large number of files and heavy files in a single transmission.
To have a local, remote, and cloud backup. Case documents hosting automatically indexes and stores case documents for easy retrieval by users.
Maintain a record of all SMS and email notifications delivered.
The center to customize folder structure, and user permissions.
The system should be able to provide the pricing of the filing and administrative fees per case and client registered.
Tracking of amounts deposited and released for each arbitration client held as guarantee.
4. Bidder Qualifications and Requirements
The selected IT Firms should demonstrate the following requirements:
Proven Experience in IT, software, system and data management, IT Infrastructure, and Cloud.
The Lead Consultant should have at least 5 years of experience in developing management systems (development, maintenance, supply, and customization of IT application and software).
The consulting Firm should have at least 2 years of experience in IT-related domains and shall be dully registered as a company by relevant authorities.
Ability to work closely with stakeholders and address their concerns for the best of the to determine acceptable solutions. Direct coordination is anticipated to be most frequent during the development phase, with face-to-face consultation required as necessary to ensure common understanding and agreement between all parties.
o Case Management System: At the end of the contract period, the beneficiaries will continue to use the system solution. Therefore, the winning bidder will need to handover all permissions, passwords, licenses, detailed manuals, source code, documentation including technical architecture, database design document, functional specification, test cases, etc. required to continue using and administrating the case management solution.
o Training and Capacity Building: The consultant shall liaise with KIAC and software beneficiaries on how to use the system; testing and training shall be done together with them. All training materials and modules developed under the project will be property of the beneficiary and shall be provided in an open editable file/format.
Provide System support and maintenance for 6-12 months for the system
System administration (updates, patches, helpline).
Train IT, staff, on the system maintenance.
Developing a User guide for the system in English (for KIAC Management, Administrator, and other staff members);
The Firm may also specify any additional hardware or software that may be necessary for optimal performance of the system.
The development of KIAC Case Management System should be conducted in a period not exceeding three months from the date of contract signing by the successful bidder and the Procuring Entity.
7. Application Procedure
Qualified and interested IT Firms are hereby requested to apply for this assignment. The application should contain the following:
A technical proposal with a brief description of why the firm considers itself as the most suitable for the assignment, and a detailed clear methodology, on how they will approach and complete the assignment; a detailed work plan; a Duly accomplished Letter of Confirmation of Interest and Availability. The technical proposal should also contain Consultants CVs, indicating education background/professional qualifications, all past experience, as well as the contact details (email and telephone number), and at least two (2) professional references (Certificates of completion of similar works)
Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, and taxes.
8. Evaluation Criteria
The Firms will be evaluated against a combination of technical and financial criteria (combined scoring method). Maximum score is 100% out of which technical criteria equals 70% and financial criteria equals 30%.
9. Reporting arrangements
During the course of the assignment, the consultant will report to the KIAC Secretary General and work closely with the KIAC Secretariat and key stakeholders.
10. Payment Modalities
The consultants shall be paid the consultancy fee upon completion of the following milestones:
20% after completion, submission, and acceptance of inception report;
50% after approval of the design, development, supply/installation, implementation of the Case Management System & Storage
30% Submission and acceptance of training report
11. Submission of Proposals