Objectives

The primary objective of this tender is to source a solution that enables TCTA to automate the monitoring, tracking, and reporting of covenant compliance requirements related to loan covenants, Domestic Medium-Term Notes (DMTN), borrowing limits, guarantees, and income/implementation agreements. The solution aims to replace manual covenant tracking processes with a robust, efficient, and real-time compliance monitoring system, thereby reducing risks of non-compliance and associated legal or financial consequences.

Scope

The scope of the tender includes:

• Provision of a Covenant Monitoring Solution capable of managing documents, extracting covenant data, creating and maintaining checklists, tracking compliance, and generating reports.
• Implementation of features such as automated alerts, task assignment, scheduling, dashboards, deadline management, audit trails, and compliance history.
• Integration with existing systems like Sage 300 (Financial Management System) and use of Microsoft SharePoint as a document repository.
• Data migration from legacy systems, including PDFs of CRMPs and agreements (~177MB).
• Provision of training, post-implementation support, and support for solution deployment within a specified timeline (target go-live by end of September 2026).
• Adherence to technical and functional requirements outlined by TCTA, including data storage within an SA-based cloud environment.

Technical Requirements

The technical requirements for the solution include:

• Compatibility with TCTA’s existing financial system (Sage 300) and document management tools (Microsoft SharePoint).
• Ability to manage and access documents such as CRMPs, agreements, risk registers, and correspondence, with ISO standards compliance where possible.
• Data extraction capabilities for covenant clauses (affirmative and negative) from various documents.
• Creation and maintenance of checklists for covenants, with real-time updates and modifications.
• Comprehensive compliance tracking, recording, and status monitoring, including detailed compliance records with metadata, status, consequences, remedy periods, and SOP details.
• Automated alerts and reminders for approaching deadlines, with configurable thresholds and multi-channel notifications (email, messaging platforms).
• Task assignment and progress monitoring functionalities for covenant-related activities.
• Scheduling tools for financial and compliance reporting, with customizable schedules and report generation capabilities.
• Centralized dashboard providing real-time overview of covenant statuses, upcoming deadlines, and responsible personnel.
• Deadline management features with prompts and prioritization options.
• Audit trail and compliance history archiving for accountability and performance review.
• Secure data storage within an SA-based cloud environment, including data migration from legacy PDFs and other formats.
• Support for user licensing (minimum 10 licenses), with scalability considerations.
• Post-implementation support, training, and support during normal business hours.