Objectives

The primary objective of this tender is to procure a comprehensive Financial System that is MSCOA compliant, supporting the municipality's financial management, procurement, asset management, and reporting needs over a period of 36 months. The system aims to enhance operational efficiency, ensure compliance with national standards, and provide robust support and training to internal staff to enable independent system operation and support.

Scope

The scope includes:

• Provision of a fully integrated financial system with modules such as Accounts Payables, Voucher Management, Procurement, Contract Management, Inventory, Fixed Assets, General Ledger, and more.
• Support and maintenance of the core financial system and its third-party sub-systems for 36 months.
• Site visits for system support, training, and troubleshooting, totaling 80 hours per month in Year 1, with potential reallocation based on municipality needs.
• Provision of training, including train-the-trainer approaches, to develop internal capacity for functional and technical support.
• Development of reports, audit logs, and system modifications as required, including source code access or vendor agreements for changes.
• License management and compliance, including license renewal alerts and cost management.
• Adherence to ICT change management policies and compliance with all relevant standards and regulations.

Technical Requirements

The technical requirements specify that the bidder must:

• Provide a MSCOA-compliant financial system with modules that are workflow-enabled for approvals and automation.
• Ensure modules such as Accounts Payables, Procurement, Fixed Assets, and General Ledger are upgraded to the latest versions.
• Support integrated third-party systems and conclude agreements with vendors if necessary.
• Offer comprehensive support, including functional, technical, and site-based support, with a minimum of 80 hours per month, and site visits scheduled over three years.
• Develop and generate exception reports, audit logs, and system change logs, with source code access or vendor agreements for modifications.
• Manage licenses proactively, alerting the municipality three months before expiry and handling license costs, preferably with fixed pricing over the contract period.
• Ensure system security, data integrity, and compliance with relevant standards such as SQL database standards and Active Directory integration.
• Provide training to system users, including support for internal capacity building and eventual independence from the service provider.
• Allow for modifications and customizations as per municipality requests, with rates quoted for work outside the SLA.
• Adhere to procurement regulations, including verification of tax compliance, supply chain management practices, and conflict of interest declarations.

The system must be capable of supporting the municipality’s financial and operational processes efficiently, with robust reporting, audit, and change management functionalities, ensuring compliance and sustainability over the 36-month period.