Request for Proposals
Request for proposal for the implementation of an Intranet-Based Electronic Content Management (ECM) and Signature System
1. PROJECT OBJECTIVES
The objectives of this project are to:
a. Assess the current state of document and records management practices as well as other related practices in the Corporation for an “AS-IS” evaluation and a “TO-BE” consideration.
b. Develop a global document management and records management strategy including relevant policies, procedures and guidelines compliant with international standards to ensure the efficient and sustainable life cycle management of records in different formats both physical and electronic (digitised or born digital).
c. Deploy, configure and customize an Electronic Content Management (ECM) with digital signature system that enables the life cycle management of records. This is expected to be deployed along with a Corporate intranet solution.
d. Develop and implement a change management strategy including training for the quality and efficient adoption and use of the new ECM for operational efficiency and effectiveness. This will also include the development of user guides, implementation documentation and data dictionary for database and other integration services.
2. PROJECT SCOPE
The service provider will implement an intranet-based ECM system for the Corporation in line with pre-agreed requirement specifications. It shall assess the current state of the documents, records and business process management practices and propose a system that will facilitate the quality and efficient management of documents, records and related artefacts as a corporate asset for improved operational efficiency and effectives.
The scope of the project includes but not limited to the following:
a. Situational Assessment: The review the current state of records management in Africa Re. The assessment of both the physical and electronic records (digitised and born digital), the IT infrastructure as well as applications.
i. Review of existing documents and records management strategies, policies and procedures.
ii. Review of document types and classification.
iii. Review of approval workflows.
iv. Review of existing documents, records and signature management tools and repositories.
v. Review of state of available physical records or documents management and their adaptability to the proposed solution.
vi. Review the digitization process of the available physical records to facilitate remote access and use.
b. Guidance Documents: The development and implementation of strategies, policies and procedures in line with international standards and best practices for the management of the documents, records and business processes in the Corporation. This includes but is not limited to:
i. Corporate Documents, Records and Business Process Strategy.
ii. Record Retention and Disposal Policy.
iii. File Plan and Classification Schemes.
iv. Document Transfer or Migration Procedures and Guidelines.
v. Record Circulation Procedures and Guidelines.
c. Software Solution: The deployment, configuration and customisation of an intranet-based ECM with some key features, functionalities and responsibilities that include but not limited to:
i. Managing all aspects of the software implementation, including but not limited to requirements gathering, assessing current state, configuration, test plans, test cases, use cases, quality assurance, unit tests, integration tests, stress tests (load test, endurance test and performance test) end user acceptance testing, planning go-live activities, end users on-boarding and post go-live support.
ii. Documenting and Identifying the gaps between the “AS IS” and “TO BE” processes for the solution.
iii. Developing an implementation roadmap for the proposed solution.
iv. Configuring and customizing the proposed solution.
v. Developing the architecture of the proposed documents, records and business process solution including the electronic signature feature.
vi. Describing the proposed features and functionalities of the intranet-based ECM system.
vii. Developing prototypes of the proposed solution for consideration and approval.
viii. Integrating relevant third-party tools including single sign-on (Microsoft Active Directory), productivity tools and email system (Microsoft Outlook) as well as electronic and digital signature.
ix. Developing, documenting and deploying relevant Application Programming Interfaces (APIs) for third party integration with Oracle E-Business Suite, SICS Reinsurance Administration System and other business software tools.
x. Migrating existing data (including digitized physical records) to the proposed system.
d. Other Activities: This covers the deployment of an effective change management strategy including but not limited to:
i. Project Champions Training
ii. End-User Training
iii. System Administrator Training
iv. User Documentations
v. Technical Documentations including guides for Administrators, Application Programming Interfaces (APIs) and Data Dictionaries
3. PROJECT TIMELINES
The project is expected to be completed between 6 – 9 Months after contract award. The details of the relevant project milestone will be discussed during the implementation phase of the project. The Corporation also reserves the right to split the project into phases.
4. PROPOSAL SUBMISSION
The following guidelines are recommended for the submission of all proposals.
General Guidelines
The proposal can be submitted by email or in hard copies or both. The proposals to be submitted as hard copies must be in a sealed envelope and marked as “Implementation of an Intranet-Based Electronic Content Management (ECM) and Signature System” while those to be submitted by email should have the subject read “Submission - Implementation of an Intranet-Based Electronic Content Management (ECM) and Signature System”.
Proposals should be received by Africa Re no later than 31 August 2025.
Any proposal received by Africa Re after the submission deadline will not be considered.
Hard copies submission address:
The Chairman of the Tenders Committee
African Reinsurance Corporation
Plot 1679 Karimu Kotun Street Victoria Island PMB 12765 Lagos, Nigeria
Email submission address: tender@africa-re.com
Please download full RFP below for more information
