ERP BIDING Document Final

Request For Proposal
RFP Title: Supply, Customization & Implementation of Enterprise Resource Planning (ERP)
Solution
Description: With this Request For Proposal (RFP), Amhara Water Works Construction Enterprise
(AWWCE) desires to hire a competent organization to provide the services of Supply, Customization,
and Implementation of Enterprise Resource Planning (ERP) Solution, in the AWWCE Headquarter,
branch offices and project sites as detailed in the Bidding Document to automate Finance, Human
Resource Management, and Property Administration business processes.
1. This RFP follows the AWWCE standard bidding document for Supply, Customization, and
Implementation of Enterprise Resource Planning (ERP) Solution.
2. The proposals for the project Supply, Customization, and Implementation of Enterprise Resource
Planning (ERP) Solution in the AWWCE Headquarters, branches and project sites as detailed in the
Bidding Document to automate Finance, Human Resource Management, and Property
Administration business processes. The service should be completed in a period of approximately
ten (10) months.
3. Bidding will be conducted using the International Competitive Bidding (ICB) procedures specified in
the AWWCE directive, and is open to all Bidders from eligible source countries as defined in the
guidelines. Minimum qualification requirements:
a) Bidders:
● Must have been operational in the information technology industry for at least eight (8)
consecutive years.
● Be financially stable with accumulative gross revenue base of at least US$36 Million over
the last three (3) financial years ending June, 2018;
● Must have implemented ERP Solution in at least two (2) Construction industry globally
in the last five (5) years (period ending June, 2018) covering the three (3) proposed
business processes.
● Must be partner of and authorized by the Product Vendor for execution of this Project
and subsequent services
● Must have at least CMMi Level 5 certification
b) The proposed ERP Solution must have been successfully implemented and operational in
at least seven (7) organizations globally in last ten (10) years (period ending June, 2018) with at
least 500 transactional users covering the three proposed business processes, with at least two
(2) of the organizations being Construction industry.
c) The ERP Solution being proposed should be from a single product vendor.
d) The bidder should provide the following documents:
● Financial statements that were audited and published or certified by the Department of
Taxation/Chartered Accountant for the previous three (3) years.
● Company Profile and Experience Summary, Client Reference Contact Information
including Address, Telephone, Facsimile, Email of the proposed software, supporting
hardware, system software, network, and communication facilities;
●Project completion certificate from Customers of the referred projects indicating
functions and number of transactional users in each project
● Authorization certificate of ERP Product Vendor
● Partnership certificate of ERP Product Vendor
● Copy of the CMMi Certificate
e) Experts Curriculum Vitae (CV):
● Bidder must propose a core project management team composed of experienced

international experts, who will assume overall responsibility for the implementation of
this project. The project manager and all other team members should have substantial
experience in their specific technical areas.
● The key staff members proposed for the project are full time (career) employees of the
Bidder. Bidder must provide a detailed staffing plan including resumes for the project
director, project manager, lead specialists, and key personnel.
● The Project Manager must have a minimum of 10 years’ experience in the information
systems field with at least 3 years of experience in a project management role on similar
projects, includes several large scale ERP projects.
● Experience of implementing three ERP projects as Project Manager with proposed ERP
Product.
● Key Technical staff (Analysts, developers, test-engineers, etc.) must have a minimum of
8 (eight) years’ experience in their area of specialization with at least 3 years of
experience on similar ERP projects.
● Key Functional Consultants must be academically qualified in the three business process
with a minimum 8 (eight) years experience in their area of specialization with at least 3
years of experience on similar projects.
f) Bidder MUST provide Project completion certificate from Customers of the referred projects
indicating number of transactional users in each project to demonstrate its experience and
capabilities in related ERP projects. This may include:
● Experience of the Bidder as Primary Contractor in implementing proposed ERP Solution

globally.
● Experience of the Bidder as Primary Contractor in implementing proposed ERP Solution
in construction industry globally.
4. Bidders that do not fulfill the above minimum qualification requirements will be rejected.
5. For Every amendment and Notice in the bid,Bidders should check our website until closing date and
announcement of bid evalatuation result.
Amhara Water Works Construction Enterprise
REQUEST FOR PROPOSAL (RFP)

FOR
Supply, Customization and Implementation of Enterprise

Resource Planning (ERP)
Subject of Procurement: Amhara Water Works Construction

Enterprise
Procurement Reference Number: Ref No Awwce ICB Main 02/2011

Project Name: ERP Solution
Date of Issue of Bidding Document: December 3, 2018
Bahir Dar, Ethiopia

2018
Page i
Bidding Document
Table of Contents
Part 1 Bidding Procedures I

Section 1. Instructions to Bidders I
Section 2. Bid Data Sheet II
Section 3. Evaluation Methodology and Criteria III
Section 4. Bidding Forms IV
Section 5. Eligible Countries V
Part 2 Statement of Requirement VI
Section 6. Statement of Requirements VI
Page ii
Part 1: Bidding Procedures Section 1: Instructions to Bidders
Part 1 Bidding Procedures

Section 1. Instructions to Bidders
Table of Clauses
A. General 1
1. Introduction 1
2. Source of Funds 2
3. Fraud, Corruption and Complaints Provisions 2
4. Eligible Bidders 3
5. Eligible Goods and Services 4
B. Contents of Bidding Document 5
6. Bidding Document 5
7. Written Questions / Clarification of Bidding Documents 6
8. Modification to Bidding Documents 6
9. Pre-Bid Conference and Site Visit 7
C. Preparation of Bids 7
10. Cost of Bidding 7
11. Language of Bid 7
12. Bid Prices and Discounts 7
13. Currencies of Bid and Payment 8
14. Professional Qualifications and Capability of the Bidder 8
15. Financial Standing of the Bidder 9
16. Technical Qualifications, Competence, and Experience of the Bidder 9
17. Documentary Technical Evidence 9
18. Presentation of Samples 10
19. Alternative Bids 11
20. Period of Validity of Bids 11
21. Bid Security 12
22. Documents Comprising the Bid 12
23. Format and Signing of Bid 13
D. Submission and Opening of Bids 14
24. Sealing and Marking of Bids 14
25. Deadline for Submission of Bids 14
26. Late Bids 14
27. Withdrawal, Substitution, and Modification of Bids 14
28. Bid Opening 15
AWWCE ERP solution- October 2018

Instructions to Bidders Document Section I of IX [insert name of public body]
E. Evaluation and Comparison of Bids 15

29. Confidentiality 16
30. Clarification of Bids 16
31. Responsiveness of Bids 16
32. Nonconformities and Omissions 17
33. Dubious price quotations and errors in calculation 17
34. Preliminary Examination of Bids 17
35. Legal, Professional, Technical, and Financial Admissibility of Bids 18
36. Evaluation of Bids 20
37. Comparison of Bids 20
38. Post-qualification Evaluation 21
39. Acceptance or Rejection of Bids 21
40. Re-advertising bids 21
F. Award of Contract 21
41. Award Criteria 21
42. Right to Vary Quantities at Time of Award 22
43. Announcing and Awarding of the Successful Bidder 22
44. Signing of Contract 22
45. Performance Security 22
AWWCE ERP solution- October 2018

Instructions to Bidders Document Section I of IX [insert name of public body]
Section I. Instructions to Bidders

A. General
1. Introduction
1.1 The Amhara Water Works Construction Enterprise indicated in the Bid Data Sheet (BDS) is
the Contracting Authority for this procurement process and it is bound by the rules
governing public procurement in the Federal Democratic Republic of Ethiopia. It has the
powers and duties to conclude a Contract for the supply, customization and installation of
the ERP Systems. Accordingly, this procurement process is being conducted in accordance
with the recent editions of the Ethiopian Federal Government Procurement and Property
Administration Proclamation and Public Procurement Directive under the procurement
method indicated in the BDS.
1.2 By the issue of this Bidding Document Amhara Water Works Construction Enterprise
(herein after called AWWCE or Client ) invites interested Candidates to submit their bids
with a view to entering into Contract with the enterprise for the supply, customization and
installation of the ERP Systems which general description is provided in the BDS.
Information Systems (IS) that are subject of this procurement process are more particularly
specified in Section 6, Statement of Requirement upon the basis of the information supplied
in and in accordance with this Bidding Document.
1.3 The procurement reference number and number of lots of this Bidding Document are
provided in the BDS. If Bids are being invited for individual contracts (lots) the Bidder may
submit a Bid for one lot only, several or all of the lots. Each lot will form a separate contract
and the quantities indicated for different lots will be indivisible. The Bidder must offer the
whole of the quantity or quantities indicated for each lot.
1.4 Each Bidder may only submit one Bid, individually. A Bidder who submits or participates in
more than one Bid (other than as a subcontractor or in cases of alternatives that have been
permitted or requested) will cause all the Bids with the Bidder’s participation to be
disqualified.
1.5 This Section 1, Instructions to Bidders shall not form a part of the Contract. These
instructions are intended to assist prospective Bidders in the preparation of their Bids.
1.6 Issuance of this Bidding Document does not in any way obligate AWWCE to award a
Contract.
1.7 AWWCE retains ownership of all bids submitted in response to this Bidding Document.
Consequently, Bidders have no right to have their bids returned to them except late bids.
1.8 In submitting a bid, the Bidder accepts in full and without restriction this Bidding Document
as the sole basis of this procurement procedure, whatever his own conditions of sale may be,
which he hereby waives. Bidders are expected to examine carefully and comply with all
instructions, forms, contract provisions and specifications contained in this Bidding
Document. Failure to submit a bid containing all the required information and
documentation within the deadline specified may lead to the rejection of the bid. No account
can be taken of any reservation in the bid as regards the Bidding Document; any reservation
will result in the immediate rejection of the bid without further evaluation.
1.9 The permitted method of communication shall be in writing. Throughout these Bidding
Documents the term "in writing" means communicated in written form and delivered against
receipt. The communication can also be through email and the necessary documents will be
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sent as attachments.
2. Source of Funds
2.1 AWWCE has an approved budget toward the cost of the procurement described in the
Section 6, Statement of Requirement. The enterprise intends to use these funds to place a
Contract for which these Bidding Documents are issued.
2.2 Payments will be made directly by AWWCE and will be subject in all respects to the terms
and conditions of the resulting Contract placed by the Enterprise.
3. Fraud, Corruption and Complaints Provisions
3.1 The Amhara Water Works Construction Enterprise requires Contracting Authorities, as well
as bidders to observe the highest standards of ethics during the procurement and the
execution of contracts. In pursuance of this policy, the enterprise:
(a). Defines, for the purposes of this provision, the terms set forth below as follows:
(i) “Corrupt practice” is the offering, giving, receiving or soliciting, directly or
indirectly, of anything of value to influence improperly the action of an enterprise
official in the procurement process or in contract execution;
(ii) “Fraudulent practice” is any act or omission, including misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, a party to obtain
financial or other benefit or to avoid an obligation;
(iii) “Collusive practices” is a scheme or arrangement between two or more Bidders,
with or without the knowledge of AWWCE, designed to establish prices at
artificial, non-competitive levels; and
(iv) “Coercive practices” is harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in a procurement process,
or affect the execution of a contract.
(v) Obstructive practice is
 deliberately destroying, falsifying, altering or concealing of evidence material to
the investigation or making false statements to investigators in order to
materially impede the Regional Ethics and Anticorruption Commission, the
Regional Auditor General, or their auditors' investigation into allegations of a
corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing
or intimidating any party to prevent their from disclosing their knowledge of
matters relevant to the investigation or from pursuing the investigation, or
 Acts intended to materially impede the exercise of inspection and audit rights
provided for under ITB Clause 3.5 below.
(b). Will reject a recommendation for award if it determines that the Bidder recommended
for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive,
coercive or obstructive practices in competing for the contract in question;
(c). Will debar a Bidder from participation in public procurement for a specified period of
time if it at any time determines the Bidder has engaged in corrupt, fraudulent, collusive,
coercive or obstructive practices in competing for, or in executing, a contract. The List
of Debarred Bidders is available on the Agency's Website http//www.ppa.gov.et.
3.2 In pursuit of the policy defined in Sub-Clause 3.1, AWWCE may terminate a contract for the
supply and installation of the Information Systems (IS) if it at any time determines that
corrupt or fraudulent practices were engaged in by representatives of the Enterprise or of a
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Bidder during the procurement or the execution of that contract.

3.3 Where it is proved that the bidder has given or has offered to give inducement or bribe to an
official or procurement staff of AWWCE to influence the result of the bid in his favor shall
be disqualified from the bid, prohibited from participating in any future public procurement
and the bid security deposited by them shall be forfeited.
3.4 Bidders are required to indicate their acceptance of the provisions on fraud and corruption, as
defined in this clause through the statement in the Bid Submission Sheet.
3.5 The enterprise will have the right to require to inspect the Supplier accounts and records
relating to the performance of the contract and to have them audited by auditors appointed by
the Enterprise.
3.6 By signing the Bid Submission Sheet Form, the Bidder represents that it either is the owner
of the Intellectual Property Rights in the hardware, software or materials offered, or that it
has proper authorization and/or license to offer them from the owner of such rights. Willful
misrepresentation of these facts shall be considered a fraudulent practice subject to the
provisions of Clauses 3.1 through 3.5 above, without prejudice of other remedies that
AWWCE may take.
3.7 Subject to AWWCE Procurement Directive, a candidate or a bidder aggrieved or is likely to

be aggrieved on account of AWWCE inviting a bid not complying with the provisions of the
Procurement Directive in conducting a bid proceeding may present complaint to the head of
the Enterprise to have the bid proceeding reviewed or investigated. Any complaint must be
submitted in writing to the CEO of AWWCE, within consecutive five working days from the
date the Bidder knew, or should have known, of the circumstances giving rise to the
complaint. If the head of AWWCE does not issue a decision within consecutive five working
days after submission of complaint, or the candidate or the Bidder is not satisfied with the
decision, it may submit a complaint to the Board within five working days from the date on
which the decision has been or should have been communicated to the candidate or the
Bidder by the Enterprise. The Board's decision is binding for both parties.
4. Eligible Bidders
4.1 A Bidder may be a natural person, private, public or government-owned legal entity, subject
to ITB Sub-Clause 4.5.
4.2 This Invitation for Bids is open to all Bidders from eligible source countries as defined in
Section 5, Eligible Countries. A Bidder shall be deemed to have the nationality of a country
if the Bidder is a citizen or is constituted, incorporated, or registered and operates in
conformity with the provisions of the laws of that country. This criterion shall also apply to
the determination of the nationality of proposed subcontractors for any part of the Contract
including related services.
4.3 A Bidder shall not have a conflict of interest. All Bidders found to have a conflict of interest
shall be disqualified. A Bidder may be considered to have a conflict of interest with one or
more parties in this bidding process, if they:
(a). Are or have been associated in the past, directly or indirectly, with a firm or any of its
affiliates which have been engaged by AWWCE to provide consulting services for the
preparation of the Specification, and any other documents to be used for the supply and
installation of the ERP Systems to be purchased under this Bidding Document;
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(b). Have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about or influence on the bid of another
Bidder, or influence the decisions of AWWCE regarding this bidding process; or
(c). Submit more than one bid in this bidding process.
4.4 A Bidder that has been debarred from participating in procurement in accordance with ITB
Clause 3.1 (c), at the date of the deadline for bid submission or thereafter, shall be
disqualified.
4.5 Government-owned enterprises shall be eligible if they can establish that they are legally and
financially autonomous and operate under commercial law.
4.6 Unless otherwise specified in the BDS, Bidders shall provide such evidence of their
eligibility satisfactory to AWWCE, to verify that the Bidder:
(a). Is not insolvent, in receivership, bankrupt or being wound up, not have had their
business activities suspended and not be the subject of legal proceedings for any of the
foregoing
(b). Appropriate documentary evidence demonstrating its compliance, which shall include:
(i) Valid business license indicating the stream of business in which the Bidder is
engaged,
(ii) VAT registration certificate issued by the tax authority (only domestic Bidders in
case of contract value as specified in BDS),
(iii) Valid Tax clearance certificate issued by the tax authority (domestic Bidders only);
(iv) Relevant professional practice certificates, if required in BDS.
(c). Foreign bidders must as appropriate submit business organization registration
certificate, trade license and other legal document issued by the country of
establishment.
4.7 To participate in this procurement process, being registered in the suppliers list is a
prerequisite (mandatory for domestic Bidders only).
(a). Candidates desiring to participate in procurement shall have to register themselves using
the form made available for this purpose in the website of the Public Procurement and
Property Administration Agency.
4.8 Bidders shall provide such evidence of their continued eligibility satisfactory to AWWCE, as
the Enterprise shall reasonably request in BDS.
4.9 A firm which is a Bidder, cannot be a Subcontractor in other bids, except for the supply of
commercially available hardware or software by the firm, as well as purely incidental
services such as installation/configuration, routine training, and ongoing
maintenance/support. If the BDS for ITB 1.3 permits the submission of bids for Subsystems
or lots, then the provisions of this ITB Sub-Clause 4.10 apply only to bids for the same
Subsystem(s), lot(s), or slice(s);
5. Eligible Goods and Services
5.1 All Information Systems (IS) to be supplied under the Contract shall have as their country of
origin an eligible country as defined in Section 5, Eligible Countries.
5.2 For the purposes of these Bidding Documents, the term "Information System" means all:
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(a). the required information technologies, including all information processing and
communications-related hardware, software, supplies, and consumable items that the
selected Bidder is required to supply and install under the Contract, plus all associated
documentation, and all other materials and goods to be supplied, installed, integrated,
and made operational (collectively called “the Goods”); and
(b). the related software development, transportation, insurance, installation, customization,
integration, commissioning, training, technical support, maintenance, repair, and other
services necessary for proper operation of the Information System to be provided by the
selected Bidder and as specified in the Contract.
5.3 An Information System is deemed to be produced in a certain country when, in the territory
of that country, through software development, manufacturing, or substantial and major
assembly or integration of components, a commercially recognized product results that is
substantially different in basic characteristics or in purpose or utility from its components.
5.4 For purposes of this clause, the nationality of the Bidder is distinct from the country in which
the Information System and its goods components are produced or from which the related
services are supplied.
5.5 To establish the eligibility of the Information System, in accordance with this ITB Clause,
Bidders shall enclose documents that shows the successful completion of similar ERP
systems.Complete forms that show the eligibility of the country of origin declarations in the
Price Schedule Form, included in Section 4, Bidding Forms.
5.6 If so required in the BDS, the Bidder shall demonstrate that it has been duly authorized by
the ERP Product Vendor of the Goods to supply key goods components of the Information
System indicated in its bid in the Federal Democratic Republic of Ethiopia by obtaining ERP
Product Vendor Authorization Letter using the form furnished in Section 4, Bidding Forms.
5.7 In the case of a Bidder not doing business within the Federal Democratic Republic of
Ethiopia, the Bidder will submit documentary evidence that it is or will be (if awarded the
Contract) represented by an Agent in the Federal Democratic Republic of Ethiopia who is
equipped and able to carry out the Bidder’s maintenance, technical support, training, and
repair obligations prescribed in the Technical Requirements and TOR
B. Contents of Bidding Document

6. Bidding Document
6.1 The Bidding Document consist of Part 1 and Part 2, which include all the Sections indicated
below, and should be read in conjunction with any Addenda issued in accordance with ITB
Clause 8.
Part 1 Bidding Procedures
 Section 1 Instructions to Bidders (ITB)
 Section 2 Bid Data Sheet (BDS)
 Section 3 Evaluation Methodology and Criteria
 Section 4 Bidding Forms
 Section 5 Eligible Countries
Part 2 Statement of Requirements
 Section 6 Statement of Requirements
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6.2 The Invitation to Bid is not part of the Bidding Document. In case of discrepancies between
the Invitation to Bid and the Bidding Documents listed in ITB Clause 6.1 above, said
Bidding Documents will take precedence.
6.3 AWWCE is not responsible for the incompleteness of the Bidding Documents and their
addenda, if they were not obtained directly from the Enterprise. Bidders who did not obtain
the Bidding Document directly from AWWCE will be rejected during evaluation. Where a
Bidding Document is obtained from AWWCE on a Bidder’s behalf, the Bidder’s name must
be registered with AWWCE at the time of sale and issue.
6.4 The Bidder is expected to examine all instructions, forms, terms, and specifications in the
Bidding Documents. Failure to furnish all information or documentation required by the
Bidding Documents may result in the rejection of the bid.
7. Written Questions / Clarification of Bidding Documents
7.1 A prospective Bidder requiring any clarification of the Bidding Documents shall contact
AWWCE in writing at the address indicated in the BDS. AWWCE will respond in writing to
any request for clarification, provided that such request is received no later than twenty-one
(21) days prior to the deadline for submission of bids. The AWWCE shall forward copies of
its response to all Bidders who have acquired the Bidding Documents directly from it,
including a description of the inquiry but without reference to the identity of the prospective
Bidder initiating the request. Should AWWCE deem it necessary to amend the Bidding
Documents as a result of a clarification, it shall do so following the procedure under ITB
Clause 8 and Sub-Clause 26.2.
7.2 Only the written responses will be considered official and carry weight in this procurement
process and subsequent evaluation. Any answers received outside the official channels,
whether received verbally or in writing, from employees or representatives of AWWCE, or
any other party, shall not be considered official responses to questions regarding this Bidding
Document.
8. Modification to Bidding Documents
8.1 Where AWWCE finds it necessary to introduce modification to the Bidding Document on its
initiative or on the basis of request for clarification by prospective Bidder, AWWCE may
modify the Bidding Document at any time prior to the deadline for submission of bids.
8.2 Any alteration to the content of the Bidding Document shall at the same time be
communicated in the form of an amendment to all prospective Bidders who purchased the
bidding document and will be binding on them. Bidders are required to immediately
acknowledge receipt of any such amendment, and it will be assumed that the information
contained in the amendment will have been taken into account by the Bidder in its Bid.
8.3 AWWCE may, at its discretion, extend the closing date for submission of bids where it
modifies a bidding document as per Clause 8.1 above, if it is assumed that the time
remaining before the closing date is not sufficient for bidders to prepare adjusted Bid
Documents on the basis of such modification.
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9. Pre-Bid Conference and Site Visit

9.1 If AWWCE deems it to be appropriate, it may hold a Pre-Bid Conference for prospective
bidders who purchased a Bidding Document for clarification and discussion on the Bidding
Document or modification thereto. AWWCE may also organize a site visit or visits
concurrently with the Pre-Bid Conference to allow Bidders to visit and examine the site or
sites of the Information System and obtain for itself, at its own responsibility and risk, all
information that may be necessary for preparing the bid and entering into the Contract. The
costs of visiting the site or sites shall be at the Bidder’s own expense.
9.2 AWWCE shall give written notice to all bidders who purchased a bidding document to
attend the Pre-Bid Conference and to gain access to the relevant site or sites. Notice will
include time, date, and address where Pre-Bid Conference and site visits will be organized.
9.3 AWWCE shall welcome all prospective bidders to attend Pre-Bid Conference and site visits.
To give all prospective bidders the opportunity to participate, prospective bidders are limited
to sending two representatives to Pre-Bid Conference and site visits. All the costs of
attending this conference and site visits will be borne by the prospective bidders.
9.4 AWWCE invites all prospective bidders to submit their questions / request for clarification
by time and date and to the address indicated in BDS.
9.5 The Pre-Bid Conference shall be minuted. Copies of the minute shall be delivered to all
prospective bidders who purchased the Bidding Document to enable them prepare their bid
documents by incorporating the content of clarification or modification.
C. Preparation of Bids
10. Cost of Bidding
10.1 The Bidder shall bear all costs associated with the preparation and submission of its Bid, and
AWWCE shall not be responsible or liable for those costs, regardless of the conduct or
outcome of the bidding process.
11. Language of Bid
11.1 The Bid, as well as all correspondence and documents relating to the bid exchanged by the
Bidder and AWWCE, shall be written in the language specified in the BDS.
11.2 Bids and supporting documents of Bidders prepared in a language other than language of bid
shall have to be translated by a legally competent interpreter into language of bid and a copy
of the translation has to be submitted together with the original documents, especially where
such documents pertain to the fundamental elements of the bid.
11.3 If AWWCE detects discrepancy between language of the original document and the
translated version, it shall reject the documents unless such discrepancy constitutes deviation
from the requirement stated in the Bidding Document.
12. Bid Prices and Discounts
12.1 The prices and discounts quoted by the Bidder in the Bid Submission Sheet and in the Price
Schedule (forms furnished in Section 4, Bidding Forms) shall conform to the requirements
specified below.
12.2 All items in the Section 6, Statement of Requirements must be listed and priced separately in
the Price Schedule. If a Price Schedule shows items listed but not priced, their prices shall be
assumed to be included in the prices of other items. Items not listed in the Price Schedule
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shall be assumed to be not included in the Bid, and provided that the Bid is substantially
responsive, the corresponding adjustment shall be applied in accordance with ITB Sub-
Clause 33.3.
12.3 The price to be quoted in the Bid Submission Sheet shall be the total price of the Bid
including taxes, excluding any conditional discounts offered.
12.4 The Bidder offering conditional discounts shall indicate the methodology for their
application in the Bid Submission Sheet.
12.5 Bidders shall present their financial offer including software selling price, implementation
and support cost.
12.6 The bidder shall pay all the necessary tax levied on the product by the foreign country and
also the buyer is obliged to pay all the necessary import tax levied on the product by the
local government if it is necessary. This will be applicable only for foreign bidders. However,
local bidders shall submit their offers including all the necessary foreign and local taxes and other
responsibilities final production and implementation of the product.
12.7 Prices quoted by the Bidder shall be fixed during the validity period of the Bid and
throughout the Bidder's performance of the Contract and not subject to variation on any
account. Bids submitted that are subject to price adjustment will be rejected.
12.8 Where a foreign Bidder uses local inputs to satisfy the required object of procurement under
the contract, the portion of the total contract price representing such local expenditure shall
be expressed in ETB in the Price Schedule of the Bidder.
13. Currencies of Bid and Payment
13.1 For Information Technologies, associated Goods, and Services to be supplied from inside
Ethiopia the prices shall be quoted in the Ethiopian Birr, unless otherwise specified in the
BDS.
13.2 For all Information Technologies, associated Goods, and Services to be supplied from
outside Ethiopia prices shall be expressed in the freely convertible currency. If the Bidder
wishes to be paid in a combination of amounts in different currencies, it may quote its price
accordingly but use no more than three currencies different from Ethiopian Birr.
14. Professional Qualifications and Capability of the Bidder
14.1 If required, in order to proof their professional qualifications and capability Bidders must
provide relevant information for the period specified in the BDS by completing relevant
tables in the form entitled Bidders Certification of Compliance furnished in Section 4,
Bidding Forms.
14.2 For key individuals who actually will be performing the activities described in the Section 6,
Bidder must provide resumes and legal work experiences letter that identify years of
experience, relevant ERP Systems' implementation experience, and relevant education and
training certificate.
14.3 Bidders must provide references for the proposed personnel, ensuring that references
provided will be available to be contacted during the evaluation timeframe for this Bidding
Document.
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15. Financial Standing of the Bidder

15.1 If required in BDS, in order to proof that it has adequate financial resources to manage this
Contract the bidder must present its financial data by completing relevant table in the form
entitled Bidders Certification of Compliance that is furnished in Section 4, Bidding Forms.
15.2 Along with the proof referred to in Clause 15.1 the documents that are required as proof of
the bidder's financial standing are the following:
(a). Financial statements certified by an independent auditor;
16. Technical Qualifications, Competence, and Experience of the Bidder
16.1 The Bidder must present a description of its company and organization, with appropriate
reference to any parent company and subsidiaries. The Bidder shall also include details
demonstrating the Bidder’s experience and ability in selling and servicing the Information
System and other Goods listed in Section 6, Statement of Requirements. Also, each Bidder
shall include a description of how it plans to manage the work included in this Bidding
Document in addition to its other ongoing projects.
16.2 This information shall be included in a separate form entitled Bidders Certification of
Compliance that is furnished in Section 4, Bidding Forms.
16.3 As a proof of satisfactory execution of contracts the Bidder must provide Certificates of
satisfactory execution of contracts, provided by the other contracting party to the contracts
concerned in number and within the period specified in the BDS for similar sized/type
contracts with a budget of at least that of this contract, unless otherwise specified in the BDS
including contact information for verification and inspection so as to provide due diligence.
Contact information should include, at a minimum: name, function, address, e-mail, and
phone number. Each reference provided should be the client’s responsible project
administrator or a senior official of the client who is familiar with the Bidder’s performance
and with the Bidder’s system capabilities, and who may be contacted by AWWCE during
the evaluation process.
16.4 The Certificate of satisfactory execution of contracts shall include the following data:
(a). The name and place of establishment of the contracting parties,
(b). The subject-matter of the contract,
(c). The value of the contract
(d). The time and place of performance of the contract,
(e). A statement concerning the satisfactory execution of contracts.
16.5 If a certificate cannot be obtained from a contracting party, for whatever reason, statements
issued by the bidder concerning satisfactory execution of contracts will not be valid.
16.6 Unless otherwise specified in the BDS, AWWCE reserves the right to undertake physical
checking of current Bidder's technical qualifications and competence in order to make sure
that the Bidder has adequate qualifications to manage this Contract.
17. Documentary Technical Evidence
17.1 The Bidder shall furnish, as part of its bid, documentary technical evidence establishing the
conformity to the Bidding Documents of the ERP System that the Bidder proposes to supply,
customize and install under the Contract and to support details provided in the Section 6,
Technical Specification and Compliance Sheet, unless otherwise specified in the BDS.
17.2 The documentary evidence of conformity of the ERP System to the Bidding Documents
Page 9 of 25
shall be in the form of literature, diagrams, certifications, drawings brochures, or data,

including:
(a). A detailed description of the Bidder’s proposed technical solution conforming in all
material aspects with the Technical Requirements (Section 6) and other parts of these
Bidding Documents, overall as well as in regard to the essential technical and
performance characteristics of each component making up the proposed ERP System
(b). An item-by-item commentary on AWWCE’s Technical Requirements, demonstrating
the substantial responsiveness of the Information System offered to those requirements.
In demonstrating responsiveness, the commentary shall include explicit cross references
to the relevant pages in the supporting materials included in the bid. Whenever a
discrepancy arises between the item-by-item commentary and any catalogs, technical
specifications, or other preprinted materials submitted with the bid, the item-by-item
commentary shall prevail.
(c). A Preliminary Project Plan describing, among other things, the methods by which the
Bidder will carry out its overall management and coordination responsibilities if
awarded the Contract, and the human and other resources the Bidder proposes to use.
The Plan should include a detailed Contract Implementation Schedule in bar chart form,
showing the estimated duration, sequence, and interrelationship of all key activities
needed to complete the Contract. The Preliminary Project Plan must also address any
other topics specified in the BDS. In addition, the Preliminary Project Plan should state
the Bidder’s assessment of what it expects, AWWCE and any other party involved in
the implementation of the ERP System to provide, during implementation and how the
Bidder proposes to coordinate the activities of all involved parties;
(d). A written confirmation that the Bidder accepts responsibility for the successful
integration and inter-operability of all components of the Information System as
required by the Bidding Documents.
17.3 For purposes of the commentary to be furnished pursuant to ITB Clause 17.2(b), the Bidder
shall note that references to brand names or model numbers or national or proprietary
standards designated by AWWCE in its Statement of Requirements are intended to be
descriptive and not restrictive. Except where explicitly prohibited in the BDS for specific
items or standards, the Bidder may substitute alternative brand/model names or standards in
its bid, provided that it demonstrates to AWWCE’s satisfaction that the use of the
substitute(s) will result in the Information System being able to perform substantially
equivalent to or better than that specified in the in the Section 6, Statement of Requirement.
18. Presentation of Samples
18.1 AWWCE reserves the right to request production and presentation of samples representing
any or all Information Systems and other Goods proposed in response to this Bidding
Document. If Bidder fails to provide such Information Systems and other Goods for
presentation, the Bidder’s Proposal may be rejected by AWWCE in its sole discretion. The
Bidder warrants that if awarded a Contract the Information Systems and other Goods
delivered under such Contract shall meet or exceed the quality of the Information Systems
and other Goods presented. Samples of the quoted products, when requested in BDS, must
be furnished free of charge and in a timely manner. Bidders should not submit unsolicited
samples.
18.2 If AWWCE decides to request production and presentation of samples representing any or
all Information Systems and other Goods all Bidders will be informed in writing on the place
where the samples are to be delivered and the time when and the place where the samples
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will be openly shown.

18.3 AWWCE shall handle and examine carefully, samples supplied by Bidders; however,
Bidders shall not be paid compensation for samples lost or destroyed in the examination
process because of their nature. The demo version of ERP systems will be deployed for 30
days for evaluation.
18.4 Unless AWWCE decides otherwise, a demo version supplied by the successful bidder shall
stay with AWWCE until the completion of the procurement process to be used for checking
conformity during delivery.
19. Alternative Bids

19.1 Unless otherwise indicated in the BDS, alternative Bids shall not be considered.
19.2 If permitted in BDS, AWWCE may consider alternative systems or products prior to the
notification of the successful Bidder provided that the Bidder:
(a). Has submitted Bid in accordance with the Bidding Document as issued; and
(b). Has submitted Bid based on alternative(s) to the Bidding Document as issued;
(c). Has included with the Bid a demonstration of the advantages of the alternative solution
over the initial solution, including a quantifiable justification of any economic and/or
technical advantages; and
(d). Has included with the Bid sufficient descriptive information for a complete evaluation
of the proposed alternative(s) by AWWCE, including calculations, technical
specifications, breakdown of prices, proposed work methods and other relevant details.
19.3 Only the technical alternative(s), if any, of the lowest evaluated Bidder conforming to the
basic technical requirements shall be considered by AWWCE.
19.4 In evaluating a Bid containing an alternative process or product AWWCE may use any
evaluation/award criteria as indicated in the BDS and Section 3, Evaluation Methodology
and Criteria.
19.5 Alternative Bids not requested by AWWCE shall be rejected.
20. Period of Validity of Bids
20.1 Bids shall remain valid for the period specified in the BDS after the bid submission deadline
prescribed by AWWCE. A bid valid for a shorter period may be rejected by AWWCE as
non-responsive.
20.2 In exceptional circumstances, prior to expiry of the bid validity period, AWWCE may
request Bidders to extend the period of validity of their bids. The request and the responses
shall be made in writing.
20.3 Bidders who are not willing to extend their bid validity period for whatever reason shall be
disqualified from the bid without having forfeited their bid security.
20.4 Bidders agreeing to AWWCE’s request for extension of their bid validity period have to
express in writing their agreement to such request. Similarly, they have to amend the validity
period of their bid security on the basis of the extension of the bid validity period they have
agreed to, or alternatively, furnish new bid security to cover the extended period.
20.5 A bidder not agreeing to extend the validity period of his/its bid security shall be treated as a
bidder refusing AWWCE’s request for extension of bid validity period, and as such, shall be
Page 11 of 25
disqualified from further bid proceeding.

21. Bid Security
21.1 Unless otherwise specified in the BDS, the Bidder shall furnish as part of its bid, a bid
security in original form and in the amount and currency specified in the BDS. A copy of bid
security, if submitted without original form, shall not be accepted.
21.2 The bid security shall be, at the Bidder’s option, in any of the following forms:
(a). An unconditional Bank Guarantee;
(b). An irrevocable Letter of Credit;
(c). Cash / CPO, certified by a reputable bank or financial institution;
all from a reputable source from any eligible country. Securities issued by foreign banks
or financial institutions shall be counter-guaranteed by an Ethiopian bank.The bid
security shall be valid for thirty days (120) beyond the end of the validity period of the
bid. This shall also apply if the period for bid validity is extended.
21.3 Any bid not accompanied by a substantially responsive bid security, if one is required in
accordance with ITB Sub-Clause 22.1, shall be rejected by AWWCE as non-responsive.
21.4 The bid security of unsuccessful Bidders shall be returned as promptly as possible upon the
successful Bidder’s furnishing of the performance security pursuant to ITB Clause 47.
21.5 The bid security of the successful Bidder shall be returned as promptly as possible once the
successful Bidder has signed the Contract and furnished the required performance security.
21.6 The bid security may be forfeited:

(a). If a Bidder withdraws its bid during the period of bid validity specified by the Bidder on
the Bid Submission Sheet, except as provided in ITB Sub-Clause 21.2; or
(b). If the successful Bidder fails to:
(i) Sign the Contract in accordance with ITB 45;
(ii) Furnish a performance security in accordance with ITB Clause 47; or
21.7 The bid security furnished by foreign bidders from a bank outside of Ethiopia has to be
unconditional and counter guaranteed by local banks.
22. Documents Comprising the Bid
22.1 All bids submitted must comply with the requirements in the Bidding Document and
comprise the following:
22.2 Mandatory documentary evidence establishing the Bidder's qualification is the following:
(a). Bid Submission Sheet (form furnished in Section 4, Bidding Forms) including the
following mandatory attachments:
(i) VAT registration certificate issued by the tax authority (only domestic Bidders in
case of contract value as specified in BDS Clause 4.6(b)(ii));
(ii) A valid tax clearance certificate issued by the tax authority (domestic Bidders
only);
(iii) Business organization registration certificate or trade license issued by the country
of establishment (foreign Bidders only);
(iv) Relevant professional practice certificates;
Page 12 of 25
(b). Bidder Certification of Compliance (form furnished in Section 4, Bidding Forms)

including the following mandatory attachments:
(i) Written statement by a power of attorney (or notary statement, etc.) proving that
the person, who signed the bid on behalf of the company, is duly authorized to do
so, as stipulated in ITB Clause 24.2;
(ii) Documents required in the BDS Clause 15.2 as proof of the bidder's financial
standing;
(iii) Certificates of satisfactory execution of contracts provided by contracting parties to
the contracts successfully completed in the course of the period as specified in the
BDS with a budget of at least that of this contract; unless otherwise specified in the
BDS Clause 16.3.
(c). Technical Offer + Compliance Sheet (it should be presented as per template furnished in
Section 6, Statement of Requirements) with detailed description of the proposed
Information System and other Goods in compliance with the minimum technical
requirements, including, if necessary, separate sheets or documentation for details.
Technical Offer + Compliance Sheet Form must include the following mandatory
attachments;
(i) Documentary technical evidence in accordance with ITB Clause 17 (if required in
BDS);
(ii) Preliminary project Plan in accordance with ITB Clause 17.2(c);
(iii) Written Confirmation of Responsibility for Integration and Interoperability of
Information Technologies in accordance with ITB Clause 17.2(d);
(iv) Developers/Software Vendors Authorization Letter in accordance with ITB Clause
5.6;
(v) List of Proposed Software;
(vi) Proposed list of Custom Materials.
(d). Delivery, Implementation, and Completion Schedule;
(e). Bid Security, in accordance with ITB Clause 21;
(f). Alternative bids, if permissible, in accordance with ITB Clause 19.
(g). Price Schedule for the Information System and other Goods offered (it should be
presented as per template furnished in Section 4, Bidding Forms) and if necessary
completed by separate sheets for the details.
(h). Any other document or information required to be completed and submitted by Bidders,
as specified in the BDS.
23. Format and Signing of Bid
23.1 The Bidder shall prepare one original of the documents comprising the bid as described in
ITB Clause 22 and clearly mark it “ORIGINAL.” Alternative bids, if permitted in
accordance with ITB 19, shall be clearly marked ―ALTERNATIVE. In addition, the Bidder
shall submit copies of the bid, in the number specified in the BDS and clearly mark each of
them “COPY.” In the event of any discrepancy between the original and the copies, the
original shall prevail. If required in BDS, Bidders shall be required to submit bid documents
in two envelopes containing the technical and financial proposals separately.
23.2 The original and all copies of the bid shall be typed or written in indelible ink and shall be
signed by a person duly authorized to sign on behalf of the Bidder. This authorization shall
consist of a written statement by a power of attorney (or notary statement, etc.) proving that
Page 13 of 25
the person, who signed the bid on behalf of the company is duly authorized to do so and it
shall be attached to the bid. The name and position held by each person signing the
authorization must be typed or printed below the signature. All pages of the bid, except for
non-amended printed literature, shall be signed or initialed by the person signing the bid.
23.3 Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed
by the person signing the bid.
D. Submission and Opening of Bids

24. Sealing and Marking of Bids
24.1 The Bidder shall enclose the original and each copy of the bid, including alternative bids, if
permitted in accordance with ITB Clause 19, in separate sealed envelopes, duly marking the
envelopes as “ORIGINAL” and “COPY.” These envelopes containing the original and the
copies shall then be enclosed in one single envelope.
24.2 The inner and outer envelopes shall:

(a). Be addressed to AWWCE in accordance with ITB Sub-Clause 25.1;
(b). Bear the subject of the procurement or the Project name, and procurement reference
number indicated in the BDS;
(c). Bear the words “Not to be opened before the time and date for bid opening”.
24.3 The outer envelopes shall also indicate the name and address of the Bidder to enable the bid
to be returned unopened in case it is declared “late” pursuant to ITB Clause 26.1.
24.4 If all envelopes are not sealed and marked as required, AWWCE shall assume no
responsibility for the misplacement or premature opening of the bid.
25. Deadline for Submission of Bids
25.1 Bidders may always submit their bids by registered post or by hand. Bids must be received
by AWWCE at the address and no later than the date and time indicated in the BDS.
25.2 AWWCE may, at its discretion, extend the deadline for the submission of bids by amending
the Bidding Documents in accordance with ITB Clause 8, in which case all rights and
obligations of AWWCE and Bidders previously subject to the deadline shall thereafter be
subject to the deadline as extended.
26. Late Bids
26.1 AWWCE shall not consider any bid that arrives after the deadline for submission of bids, in
accordance with ITB Clause 25. Any bid received by AWWCE after the deadline for
submission of bids shall be declared late, rejected, and returned unopened to the Bidder.
27. Withdrawal, Substitution, and Modification of Bids
27.1 A Bidder may withdraw, substitute, or modify its bid after it has been submitted by sending a
written notice, duly signed by an authorized representative, and shall include a copy of the
authorization in accordance with ITB Sub-Clause 23.2, (except that withdrawal notices do
not require copies). The corresponding substitution or modification of the bid must
accompany the respective written notice. All notices must be:
(a). Submitted in accordance with ITB Clauses 23 and 24 (except that withdrawals notices
do not require copies), and in addition, the respective envelopes shall be clearly marked
Page 14 of 25
“Withdrawal,” “Substitution,” “Modification;” and

(b). Received by AWWCE prior to the deadline prescribed for submission of bids, in
accordance with ITB Clause 25.
27.2 Bids requested to be withdrawn in accordance with ITB Sub-Clause 27.1 shall be returned
unopened to the Bidders. Bid withdrawal notices received after the bid submission deadline
will be ignored, and the submitted bid will be deemed to be a validly submitted bid.
27.3 No bid may be withdrawn, substituted, or modified in the interval between the deadline for
submission of bids and expiry of the period of bid validity specified by the Bidder on the Bid
Submission Sheet or any extension thereof.
28. Bid Opening
28.1 AWWCE shall conduct the bid opening in the presence of Bidders` designated
representatives who choose to attend, and at the address, date and time specified in the BDS.
The opening of the bid shall not be affected by the absence of the bidders on their own will.
28.2 First, envelopes marked “WITHDRAWAL” shall be opened and read out and the envelope
with the corresponding bid shall not be opened, but returned to the Bidder. No bid
withdrawal shall be permitted unless the corresponding withdrawal notice contains a valid
authorization to request the withdrawal and is read out at bid opening. Next, envelopes
marked “SUBSTITUTION” shall be opened and read out and exchanged with the
corresponding bid being substituted, and the substituted bid shall not be opened, but returned
to the Bidder. No bid substitution shall be permitted unless the corresponding substitution
notice contains a valid authorization to request the substitution and is read out at bid
opening. Envelopes marked “MODIFICATION” shall be opened and read out with the
corresponding bid. No bid modification shall be permitted unless the corresponding
modification notice contains a valid authorization to request the modification and is read out
at bid opening. Only envelopes that are opened and read out at bid opening shall be
considered further.
28.3 All other envelopes shall be opened one at a time, reading out: the name of the Bidder and
whether there is a modification; the Bid Prices, including any discounts and alternative
offers; the presence of a bid security, if required; and any other details as AWWCE may
consider appropriate. Only discounts and alternative offers read out at bid opening shall be
considered for evaluation. No bid shall be rejected at bid opening except for late bids, in
accordance with ITB Sub-Clause 26.1.
28.4 AWWCE shall prepare a record of the bid opening that shall include, as a minimum: the
name of the Bidder and whether there is a withdrawal, substitution, or modification; the Bid
Price, per lot if applicable, including any discounts and alternative offers; and the presence
or absence of a bid security, if one was required. The Bidders’ representatives who are
present shall be requested to sign the record. The omission of a Bidder’s signature on the
record shall not invalidate the contents and effect of the record. A copy of the record shall be
distributed to all Bidders.
28.5 Any bid document not opened and read out during the bid opening proceeding shall not be
considered for further evaluation.
E. Evaluation and Comparison of Bids
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29. Confidentiality
29.1 Information relating to the examination, evaluation, clarification, and comparison of bids,
and recommendation of contract award, shall not be disclosed to bidders or any other
persons not officially concerned with such process until information on Contract award is
communicated to all bidders.
29.2 Any effort by a Bidder to influence AWWCE in the examination, evaluation, and
comparison of the bids or Contract award decisions may result in the rejection of its bid.
29.3 Notwithstanding ITB Sub-Clause 29.2, from the time of bid opening to the time of Contract
award, if any Bidder wishes to contact AWWCE on any matter related to the bidding
process, it should do so in writing.
30. Clarification of Bids
30.1 To assist in the examination, evaluation, and comparison of the bids, AWWCE may, at its
sole discretion, ask any Bidder for a clarification of its bid. Any clarification submitted by a
Bidder that is not in response to a request by AWWCE shall not be considered. AWWCE’s
request for clarification and the response shall be in writing. No change in the prices or
substance of the bid shall be sought, offered, or permitted, except to confirm the correction
of arithmetic errors discovered by AWWCE in the evaluation of the bids, in accordance with
ITB Clause 33.
30.2 If a Bidder does not provide clarifications of its bid by the date and time set in the
AWWCE’s request for clarification, its bid may be rejected.
31. Responsiveness of Bids
31.1 AWWCE’s determination of a bid’s responsiveness is to be based on the contents of the bid
itself.
31.2 A substantially responsive bid is one that conforms to all the terms, conditions, and
specifications of the Bidding Documents without material deviation, reservation, or
omission. A material deviation, reservation, or omission is one that:
(a). If accepted, would,
(i) Affect in any substantial way the scope or quality of the Information System and
other Goods specified in the Contract; or
(ii) Limit in any substantial way, inconsistent with the Bidding Documents,
AWWCE’s rights or the Bidder’s obligations under the Contract; or
(b). If rectified, would unfairly affect the competitive position of other Bidders presenting
substantially responsive bids.
31.3 If a bid is not substantially responsive to the salient requirements of the Bidding Document it
shall be rejected by AWWCE and may not subsequently be made responsive by the Bidder
by correction of the material deviation, reservation, or omission.
31.4 Decisions to the effect that a bid is not substantially responsive must be duly justified in the
evaluation minutes.
31.5 If only one Bid meets all salient requirements of the Bidding Document and is not otherwise
disqualified, AWWCE may still complete the full evaluation of that Bid and sign contract
with that Bidder if the Bid submitted by such bidder is satisfactory to AWWCE and the price
offered by the bidder is comparable to or less than the market price of the required object of
Page 16 of 25
procurement.
32. Nonconformities and Omissions
32.1 Provided that a bid is substantially responsive, AWWCE may waive any non-conformity or
omissions in the bid that does not constitute a material deviation.
32.2 Provided that a bid is substantially responsive, AWWCE may request that the Bidder submit
the necessary information or documentation, within a reasonable period of time, to rectify
nonmaterial nonconformities or omissions in the bid related to documentation requirements.
Requesting information or documentation on such nonconformities shall not be related to
any aspect of the price of the bid. Failure of the Bidder to comply with the request may result
in the rejection of its bid.
32.3 Provided that a bid is substantially responsive, AWWCE shall rectify nonmaterial
nonconformities or omissions. To this effect, the Bid Price shall be adjusted, for comparison
purposes only, by the highest price quoted in this bidding process to reflect the price of the
missing or non-conforming item or component.
33. Dubious price quotations and errors in calculation
33.1 Provided that the bid is substantially responsive, AWWCE shall correct arithmetical errors
on the following basis:
(a). If there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price
shall be corrected, unless in the opinion of AWWCE there is an obvious misplacement
of the decimal point in the unit price, in which case the total price as quoted shall govern
and the unit price shall be corrected;
(b). If there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
(c). If there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (a) and (b) above.
33.2 AWWCE shall correct the detected errors in calculation and notify the bidder in writing of
the corrections made without any delay, requesting the bidder to confirm that he accepts the
correction of the calculation error within the period specified in BDS from the date on which
the notice was received. The corrections shall be clearly indicated in the bid.
33.3 If the Bidder that submitted the lowest evaluated bid does not accept the correction of errors,
its bid shall be disqualified.
34. Preliminary Examination of Bids

34.1 AWWCE shall examine the bids to confirm that all documentary evidence establishing the
Bidder's qualification requested in ITB Clause 22 have been provided, and to determine
whether bid comply with administrative requirements of the Bidding Document.
34.2 From the time the Bids are opened to the time the Contract is awarded, the Bidders should
not contact AWWCE on any matter related to its Bid. Any effort by Bidders to influence
AWWCE in the examination, evaluation, ranking of Bids, and recommendation for award of
Page 17 of 25
Contract may result in the rejection of the Bidders’ Bid.
34.3 AWWCE may determine bid as not responsive when:

(a). Bidder has failed to submit Written statement by a power of attorney (or notary
statement, etc.) proving that the person, who signed the bid on behalf of the company, is
duly authorized to do so (ITB Sub-clause 23.2);
(b). Original and all copies of the bid are not typed or written in indelible ink and signed by
a person duly authorized to sign on behalf of the Bidder (ITB Sub-clause 23.2);
(c). All pages of the bid, except for non-amended printed descriptive literature, are not
signed or initialed by the person signing the bid (ITB Sub-clause 23.2);
(d). Bid is written in language specified in the BDS;
(e). Bidder has failed to submit signed and dated Bid Submission Sheet Form;
(f). Bidder has failed to submit signed and dated Price Schedule Form;
(g). Bidder has failed to submit signed and dated Bidder Certification of Compliance Form;
(h). Bidder has failed to submit signed and dated Technical Offer+ Compliance Sheet Form;
(i). Bidder has failed to submit signed and dated Delivery, Implementation, and Completion
Schedule;
(j). Bidder has failed to submit signed and dated Bid Security;
(k). The Bid Security is not in accordance with ITB Clause 21.
35. Legal, Professional, Technical, and Financial Admissibility of Bids
35.1 After confirming the bids comprise all mandatory documentary evidence establishing the
Bidder's qualification, AWWCE will rule on the legal, technical, professional, and financial
admissibility of each bid, classifying it as compliant or non-compliant with qualification
requirements set forth in the Bidding Document.
35.2 Legal admissibility
AWWCE may determine bid as not responsive when:
(a). Bidder does not have nationality in accordance with ITB Sub-Clause 4.2;
(b). Bidder is found to have a conflict of interest as described in ITB Sub-Clause 4.3;
(c). Bidder has failed to submit valid business license indicating the stream of business in
which the bidder is engaged, in accordance with ITB Clause 4.6(b)(i);
(d). Bidder has failed to register itself in the Public Procurement and Property
Administration Agency's suppliers list (mandatory for domestic Bidders only), in
accordance with ITB Clause 4.7;
(e). Domestic Bidder has failed to submit VAT registration certificate issued by the tax
authority (in case of contract value specified in BDS Clause 4.6(b)(ii), in accordance
with ITB Clause 4. 6(b)(ii);
(f). Domestic Bidder has failed to submit a valid tax clearance certificate issued by the tax
authority, in accordance with ITB Clause 4.6(b)(iii);
(g). Foreign Bidder has failed to submit business organization registration certificate or valid
trade license issued by the country of establishment, in accordance with ITB Clause
4.6(c);
(h). Bidder has been debarred by a decision of the Public Procurement and Property
Administration Agency from participating in public procurements for breach of its
obligation under previous contracts, in accordance with ITB Clause 4.4.
Page 18 of 25
35.3 Professional admissibility

(a). Bidder has failed to submit legal relevant professional practice certificates, if required in
BDS Clause 4.6(b)(iv);
(b). Bidder has failed to provide in the Bidder Certification of Compliance Form information
related to its professional qualification and capability for the period specified in the BDS
Clause 14.1;
35.4 Technical admissibility
(a). Bidder has failed to provide in the Bid Submission Sheet Form the Statement attesting
the origin of the Information System and other Goods offered;
(b). Bidder has failed to provide in the Bidder Certification of Compliance Form information
about major relevant contracts successfully completed in the number and period
specified in the BDS;
(c). Bidder has failed to submit Certificates of satisfactory execution of contracts provided
by contracting parties to the contracts successfully completed in the period and budget
as specified in the BDS Clause 16.3;
(d). Bidder has failed to complete its Technical Offer+ Compliance Sheet Form in
accordance with technical specification presented as per template in Section 6,
Statement of Requirements and submit the following mandatory attachments:
(i) Bidder has failed to submit Documentary technical evidence in accordance with
ITB Clause 17 (if required in BDS);
(ii) Bidder has failed to submit Preliminary project Plan in accordance with ITB
Clause 17.2(c);
(iii) Bidder has failed to submit Written Confirmation of Responsibility for Integration
and Interoperability of Information Technologies in accordance with ITB Clause
17.2(d)
(iv) Bidder has failed to submit Product vendor Authorization Letter in accordance with
ITB Clause 5.6
(v) Bidder has failed to submit the List of Proposed Software;
(vi) Bidder has failed to submit the List of Custom Materials.
e) Bidder has failed to submit signed and dated Delivery, Implementation, and Completion
Schedule presented as per template in Section 6, Statement of Requirements;
35.5 Financial admissibility
AWWCE may reject any bid when:
(a). Bidder has failed to proof that it has adequate financial resources to manage this
Contract by completing relevant table in the Bidders Certification of Compliance form
that is furnished in Section 4, Bidding Forms.
(b). Bidder has failed to submit financial statements certified by an independent auditor as
required in ITB Clause 15.2(a) for the period specified in Section 3, Evaluation
Methodology and Criteria;
(c). Bidder has failed to submit other documents proofing its financial standing, as required
in the BDS Clause 15.2(b);
(d). The average annual turnover for the period specified in Section 3, Evaluation
Page 19 of 25
Methodology and Criteria does not exceed the amount of the financial proposal of the
Bid in value specified in the BDS.
(e). Bidder has failed to calculate Bid Prices for the Information System and other Goods
offered as prescribed in ITB Clause 12; and
(f). Bidder has failed to quote prices in currency specified in the BDS in accordance with
ITB Clause 13.
36. Evaluation of Bids
36.1 AWWCE shall evaluate each bid that has been determined, up to this stage of the evaluation,
to be substantially responsive.
36.2 For evaluation and comparison purposes, AWWCE shall convert all bid prices expressed in
the amounts in various currencies into a single currency indicated in BDS, using the selling
exchange rate established by the National Bank of Ethiopia and on the date of the Bid
opening.
36.3 To evaluate a bid, AWWCE shall only use all the criteria and methodologies defined in this
Clause and in Section 3, Evaluation Methodology and Criteria. No other criteria or
methodology shall be permitted.
36.4 To evaluate a bid, AWWCE shall consider the following:

(a). The bid price;
(b). Price adjustment for correction of arithmetic errors in accordance with ITB Sub-Clause
33;
(c). Price adjustment due to discounts offered in accordance with ITB Sub-Clause 12.4;
(d). Converting the amount resulting from applying (a) to (c) above, if relevant, to a single
currency in accordance with ITB Sub-Clause 37.2;
(e). Adjustment for nonconformities and omissions in accordance with ITB Sub-Clause 32;
(f). Application of all the evaluation factors, if indicated in Section 3, Evaluation
Methodology and Criteria.
(g). Adjustments due to the application of a margin of preference, in accordance with ITB
Clause 34.
36.5 AWWCE’s cost evaluation of a bid may require the consideration of other factors, in
addition to the Bid Price quoted in accordance with ITB Clause 12. These factors may be
related to the characteristics, performance, and terms and conditions of purchase of the
Information System and other Goods. The factors to be used, if any, and the methodology of
application shall be indicated in Section 3, Evaluation Methodology and Criteria.
36.6 If these Bidding Documents allow Bidders to submit a Bid for different lots, and the award
to a single Bidder of multiple lots, the methodology of evaluation to determine the lowest
evaluated lot combinations, including any discounts offered in the Bid Submission Sheet, is
specified in the BDS and detailed in Section 3 Evaluation Methodology and Criteria.
37. Comparison of Bids
37.1 AWWCE shall compare all substantially responsive bids to determine the lowest evaluated
bid as specified in Section 3: Evaluation Methodology and Criteria.
Page 20 of 25
38. Post-qualification Evaluation

38.1 After identifying the successful bidder by evaluating the bid documents against the criteria
set forth in this Bidding Document, AWWCE shall conduct post qualification evaluation to
establish the current qualification of the successful Bidder where it feels that it has to be
ascertained.
38.2 Such post qualification evaluation of the successful bidder may relate to submission of the
documentary evidence specified in ITB Clause 36, unless satisfactory documents are already
included in the Bid, concerning its current legal, professional, financial, technical, design,
integration, customization, production, management, and support capabilities, and
conformity to the requirements stated in this Bidding Document. This determination may
include visits or interviews with the Bidder’s clients referenced in its bid, site inspections,
and any other measures. If so specified in the BDS, at the time of post-qualification
AWWCE may also carry out tests to determine that the performance or functionality of the
ERP System offered meets those stated in the Technical Requirements.
38.3 If the successful bidder fails to provide this documentary proof within 10 calendar days
following AWWCE’s request or if the successful bidder is found to have provided false
information its Bid shall be disqualified, in which event AWWCE shall proceed to the next
lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform
satisfactorily.
39. Acceptance or Rejection of Bids
39.1 AWWCE reserves the right to accept or reject any bid, and to annul the bidding process and
reject all bids at any time prior to contract award, without thereby incurring any liability to
Bidders.
40. Re-advertising bids
40.1 AWWCE may issue invitation to bid for a second time under the following circumstances:
(a). Where the Invitation to Bid has been unsuccessful, namely where no qualitatively or
financially worthwhile Bids have been received.
(b). Where the best price offered by a bidder is significantly higher than the market price
estimate of the object of procurement made by AWWCE prior to the issuance of the
invitation to bid.
(c). Where it is concluded that noncompliance with the rules and procedures governing bids
prescribed by the AWWCE Procurement Directive led to the failure of the invitation to
bid to attract more than one bidder, or where it is believed that modifying the bidding
document could attract adequate number of bidders.
(d). Circumstances of Force Majeure render normal implementation of the Contract
impossible.
F. Award of Contract
41. Award Criteria
41.1 AWWCE shall award the Contract to the Bidder whose bid has been determined to be the
lowest evaluated bid and is substantially responsive to the Bidding Documents, provided
further that the Bidder is determined to be qualified to perform the Contract satisfactorily.
41.2 If Bids are being invited for individual contracts (lots) Contracts will be awarded lot by lot,
but AWWCE may select the most favorable overall solution after taking account of any
Page 21 of 25
discounts offered.
41.3 If the Bidder is awarded more than one lot, a single contract may be concluded covering all
those lots.
42. Right to Vary Quantities at Time of Award
42.1 At the time the Contract is awarded, AWWCE reserves the right to increase or decrease, by
percentages indicated in the BDS, any of the following:
(a). The quantity of substantially identical Subsystems; or
(b). The quantity of individual hardware, Software, related equipment, Materials, products,
and other Goods components of the Information System; or
(c). The quantity of Installation or other Services to be performed,
from originally specified in Section 6, Statement of Requirement, without any change in the
unit prices or other terms and conditions of the bid and the Bidding Documents.
43. Announcing and Awarding of the Successful Bidder
43.1 Prior to expiry of the period of bid validity, AWWCE shall notify in writing the result of a
bid evaluation to all bidders alike at the same time.
43.2 The letter of notification to be disclosed to the unsuccessful bidders on the technical
evaluation shall state the reason why they did not succeed in their bid and the identity of the
successful bidder
43.3 A letter of award to be sent by AWWCE to a successful bidder shall not constitute a contract
between him and the enterprise. A contract shall be deemed to have been concluded between
AWWCE and the successful bidder only where a contract containing detailed provisions
governing the execution of the procurement in issue is signed.
43.4 A letter of contract award to be sent to a successful bidder may contain the following
information:
(a). That AWWCE has accepted his bid;
(b). The total contract price;
(c). The list of items and their respective unit price;
(d). The amount of the performance security the successful bidder is required to furnish and
the deadline for providing such security.
44. Signing of Contract
44.1 Promptly after notification of the proposed contract award, AWWCE determines a schedule
for signing the contract.
44.2 Within fifteen (15) days of receipt of the notification of award, the successful Bidder shall
sign Contract AWWCE.
44.3 AWWCE shall not sign a contract before seven working days from the date bidders are
notified of the result of their bid or of any complaint against the bid proceeding.
45. Performance Security
45.1 With in fifteen(15) days from signing the contract, the successful Bidder shall provide the
performance security.
45.2 Failure of the successful Bidder to submit the above-mentioned Performance Security or sign
Page 22 of 25
the Contract shall constitute sufficient grounds for annulment of the award and forfeiture of
the bid security.
45.3 Where the successful bidder cannot or is unwilling to sign a contract or submit the above-
mentioned Performance Security, AWWCE may either declare the bidder submitting the
second lowest evaluated bid the successful bidder or invite such bidder to sign a contract or
advertise the bid afresh by assessing the benefit of the two options.
Page 23 of 25
Part 1: Bidding Procedures Section 2: Bid Data Sheet
Section 2. Bid Data Sheet

Table of Contents
A. Introduction 1
B. Bidding Documents 2
C. Preparation of Bids 2
D. Submission and Opening of Bids 3
E. Evaluation, and Comparison of Bids 4
F. Award of Contract 4
Section II of IX
Section 2. Bid Data Sheet (BDS)

Instructions for
Bidders (ITB) Data relevant to ITB
reference
A. Introduction
ITB 1.1 The Public Body is: Amhara Water Works Construction Enterprise
Registered Address: Baharat, Ethiopia
ITB 1.1 The Bidding Document is issued under Procurement Method: ICB
ITB 1.2 and The Project name is: ERP Solution Implementation]
24.2(b)
General description of Information System and other Goods that are subject of the
procurement is: Supply, Customize and Deploy ERP Solution Together with
Hardware to Run The System.
ITB 1.3 and The Procurement Reference Number is: Awwce ICB Main 02/2011
24.2(b)
ITB 1.3 The number and identification of Lots in this Bidding Document is: ---
ITB 4.6(b)(ii) Domestic Bidders shall provide VAT registration certificate issued by the tax
authority.
ITB 4.6(b)(iv) Relevant professional practice certificates, listed below, shall be required.
 Partnership certificate of Bidder with vendor at least for the last five
consecutive years
 Industry certificate of Bidder’s employees (on customization and
implementation of ERP Solution) issued by the vendor. The certificate
should be obtained before 2016.
ITB 4.8 A Bidder shall amend the evidence of its continued eligibility with the following
documents:
 Renewed License
 VAT registration certificate
 Valid tax clearance certificate
 Business organization registration certificate
 Other documents required as per the AWWCE requests
ITB 5.6 The Bidder is required to include with its bid documentation from the
product vendor of the Information System and other Goods that it has been
duly authorized to supply in Ethiopia the Information System and other
Goods indicated in its bid. In addition, product vendor Authorization Letter
has to be attached.
Page 1 of 5
B. Bidding Documents
ITB 7.1 and For questions and/or clarification purposes only, the Public Body’s address is:
9.4 Public Body: Amhara Water Works Construction
Enterprise
Attention: Ato ----------
Floor/Room number: 3rd /32------------
P.O. Box: 106-
Street Address: ----------------
Town/City: Bahirdar
Post Code: ------
Country: Ethiopia
Telephone: +251-xxx-xxx-xxx
Fax: +251-xxx-xxx-xxx
E-mail address ---
ITB 7.1 and The deadline for submission of questions and/or clarifications is:10 days
9.4 before bid closing date.
C. Preparation of Bids
ITC 11.1 Language of the Bid shall be English
ITB 13.1 For ERP that the Bidder will supply from inside Ethiopia the prices shall be
quoted in ETB[insert currency].
Bidder must provide in the Bidder Certification of Compliance Form information
related to its professional qualification and capability for the current and the five
ITB 14.1
(5) [insert number of years] previous years in order to proof its professional
capacity.
ITB 16.3 Bidder must submit at least three (3) [insert required number of references]
Certificates of satisfactory execution of contracts provided by contracting parties
to the contracts successfully completed in the course of the past five (5) [insert
required number of years] years with a budget of at least _______ [insert required
amount of budget]. This project contract price
AWWCE shall undertake physical checking of current Bidder's technical
ITB 16.7
qualifications and competence.
Bidder shall furnish as part of its bid the following documentary technical
ITB 17.1
evidence:
 Implementation phases and methodology
 Knowledge transfer and documntation
 Training and support plan
 Testing plan and documentation
 Integration plan
 Deployment environment specification
 Risk management methodology
 Communication plan
 Change management
Page 2 of 5
In addition to the topics described in ITB Clause 17.2 (c), the Preliminary Project
ITB 17.2(c)
Plan must address the following topics:
 List of professionals with their responsibilities
 Deliverables and milestones
 And others
ITB 17.3 In the interest of effective integration, cost-effective technical support, and
reduced re-training and staffing costs, Bidders are required to offer specific
brand names and models for the following limited number of specific items:
 ERP solution to automate Finance, Human Resource and Property
administration business processes
 Hardware’s to run the system
 Application, system software, and database management system
Samples of the quoted products be requested.
ITB 18.1
If requested, the following samples must be submitted: Deploy ERP Demo
Version
Alternative Bids shall be considered; If the bidder submits two or more bids of
ITB 19.1
vendor products.
ITB 19.4 If alternative bids are permitted under BDS Clause 19.1 they must meet the
following criteria:.
 Insert the conditions that must be met, if any, for alternative bids to be
considered]. If the bidder has industry certification and partnership
authorization from two or more ERP solution vendors.
ITB 20.1 The bid validity period shall be: 120[insert a number of days] days.
ITB 21.1 A bid security shall be required.

The amount of the bid security shall be 2% of the total estimated contract price.
ITB 23.1 In addition to the original of the bid, the number of copies required is: 2
Bidders required to submit bid documents in two envelopes containing the
ITB 23.1
technical and financial proposals separately.
 Technical proposal shall be consisted of mandatory documentary evidence
listed in the ITB Clause 22.2 (a) to (e);
 Financial proposal shall be consisted of Price Schedule for the Information
System and other Goods offered, as stated in the ITB Clause 22.2 (f).
D. Submission and Opening of Bids
ITB 25.1 For bid submission purposes only, the Public Body’s address is:
Public Body: Amhara Water Works Construction Enterprise
Attention: ---------------------
Floor/Room number: 3 rd /32
P.O. Box: 106
Street Address: -------------
Town/City: Bahir Dar
Post Code: -----
Page 3 of 5
Country: Ethiopia
The deadline for bid submission is:
Date: DECEMBER 25/2018
Time: 2:00 PM
ITB 28.1 The bid opening shall take place at:
Public Body: Amhara Water Works Construction Enterprise
Floor/Room number: 3rd /32
Street Address: -------
Town/City: Bahir Dar
Post Code:
Country: Ethiopia
Date: Date: DECEMBER 25/2018
Time: 2:30 p.m.]
E. Evaluation, and Comparison of Bids
ITB 33.2 Bidder has to confirm that he/she accepts the correction of the calculation error
within the period of three days after receiving error notification. .
ITB 35.4(b) Bidder must provide in the Bidder Certification of Compliance Form information
about the number major relevant contracts successfully completed in the course of
the past 5 years
ITB 35.5(d) The average annual turnover for the last business year of the Bidder must exceed
[insert required figure] times the amount of the financial proposal of the Bid.
ITB 36.2 The currency that shall be used for bid evaluation and comparison purposes to
convert all bid prices expressed in various currencies into a single currency is:
ETB.
ITB 36.6 Multiple award to one Bidder shall not be permitted.

The evaluation methodology to determine the lowest-evaluated combination of
lots shall be detailed in Section 3 Evaluation Methodology and Criteria.
As additional post qualification measures, the Information System (or
ITB 38.2
components/parts of it) offered by the Lowest Evaluated Bidder may be subjected
to the following tests and performance benchmarks prior to Contract award: Fulfill
relevant documents which was not submitted in the bidding process[specify
measures that will be used in the evaluation of bids, such as demonstration tests,
performance benchmarks, documentation reviews, reference site visits, etc., and
who will carry them out and how they will be conducted]
F. Award of Contract
ITB 42.1 The percentage by which quantities may be increased is: 25%.
The percentage by which quantities may be decreased is: 25%.
Page 4 of 5
Part 1: Bidding Procedures Section 3: Evaluation and Qualification Criteria
Section 3. Evaluation Methodology and Criteria
Table of Contents
1. Professional, Technical, and Financial Qualification Criteria 1

2. Determining the Successful Bid 2
3. Evaluation of Multiple Contracts 3
4. Alternative Bids 3
Section III of IX [insert name of public body]

This section, read in conjunction with Section 1, Instructions to Bidders and Section 2, Bid Data
Sheet, contains all the factors, methods and criteria that the AWWCE shall use to evaluate a bid
and determine whether a bidder has the required qualifications. No other factors, methods or
criteria shall be used.
1. Professional, Technical, and Financial Qualification Criteria
The following qualification criteria will be applied to Bidders. :
1.1 Professional Qualifications and Capability of the Bidder (ITB Clause 14)
(a). At least [insert required number] ten staff currently work for the Bidder;
(b). Among the staff mentioned in sub-clause (a) should be at least; three Functional
Consultants (one for each business processes), three system developers/system
engineers, three requirement engineers, one Data Analyst , technical architect
(Infrastructure and datacenter) and a project manager [insert number ] [insert required
position, e.g. system engineer, project manager, etc.];
(c). Among the staff listed in sub-clause b, the staff should have all the required industry
certificate of the vendor [insert additional criterion]
1.2 Technical Qualifications, Competence, and Experience of the Bidder (ITB Clause 16)
(a). Must have been operational in the information technology industry for at least eight
(8) consecutive years.
(b). Must have implemented ERP Solution in at least two (2) Construction industry
globally in last five (5) years (period ending June, 2018) covering the three (3)
proposed business processes.
(c). The proposed ERP Solution must have been successfully implemented and operational
in at least seven (7) organizations globally in last ten (10) years (period ending June,
2018) with at least 500 transactional users covering the three proposed business
processes, with at least two (2) of the organizations being Constriction industry.[insert
required number of years]
(d). The ERP Solution being proposed should be from a single product vendor.
(d). Must be partner of and authorized by the Product Vendor for execution of this Project
and subsequent services
(e). Must have at least CMMi Level 5 certification
(f). History of non-performing contracts - Non-performance of a contract did not occur
within the last three [insert required number of years] years prior to the deadline for
Bid submission, based on all information on fully settled disputes or litigation. A fully
settled dispute or litigation is one that has been resolved in accordance with the
Dispute Resolution Mechanism under the respective contract, and where all appeal
instances available to the bidder have been exhausted.
(g). Pending litigation - All pending litigation shall in total not represent more than twenty
five percent of the Bidder’s net worth and shall be treated as resolved against the
Bidder.
1.3 Financial Standing of the Bidder (ITB Clause 15)
(a). Be financially stable with accumulative gross revenue base of at least US$36 Million
over the last three (3) financial years ending June, 2018.
Page 1 of 4 Issued by: [insert name of public body]

(b). The average annual turnover calculated as total certified payments received for
contracts in progress or completed within the last three years must exceed [insert
required figure] times the amount of the financial proposal of the Bid;
(c). The Bidder must demonstrate access to, or availability of, financial resources such as
liquid assets, unencumbered real assets, lines of credit, and other financial means,
other than any contractual advance payments to meet the following cash-flow
requirement: [insert requirement];[insert additional criterion]
2. Determining the Successful Bid
According to the methodology defined in the AWWCE Procurement Directives, the AWWCE
shall select the successful bid by applying the following method: [check applicable box]
The bid that is found to be substantially responsive to the professional, technical, and financial
qualification requirements, technically compliant in relation to the technical requirements and
include the hardware, Software, related equipment, products, Materials, and other Goods and
Services components of the Information System in, substantially, the full required quantities for
the entire Information System or, if allowed in the BDS for ITB Clause 1.3, the individual
Subsystem or lot, and with the lowest evaluated bid. The lowest evaluated bid shall be the bid
offering better economic advantage ascertained on the basis of factors affecting the economic
value of the bid.
Determining the Lowest Evaluated Bid Offering the Best Economic Advantage
2.1 Provided all mandatory legal, professional, technical, and financial requirements have been
met all technically compliant Bids shall be evaluated and scored using the two-stage bid
evaluation and scoring method. In accordance with ITB Clause 37.4(f), the AWWCE's
evaluation of the Bid will take into account, in addition to the bid price, the following
additional technical evaluation criteria in order of their importance and their proportional
weight in the total system of evaluation, as specified below:
(a). The additional technical evaluation criteria and their weighting factor that indicate
their level of importance are determined, as follows:
Proportional
Priority Name of Criteria
Value in %
1. Expertise of Firm 26%
2. Proposed work plan and Approach 50%
3. Personnel 24%
III Total 100
(b). The AWWCE will evaluate any additional criterion using the following scoring scale:
SCORING DESCRIPTION
Exceeds the requirements of the criteria significantly and in beneficial ways/very
10 Excellent
desirable
9 Very Good Exceeds the requirements of the criteria in ways which are beneficial to our needs
7-8 Good Fully meets the requirement of the criteria
Adequately meets most of the requirements of the criteria. May be lacking in

5-6 Average
some areas that are not critical.

SCORING DESCRIPTION
Addresses all of the requirements of the criterion to the minimum acceptable
3-4 Poor
level.
Minimally addresses some, but not all, of the requirements of the criteria or
1-2 Very Poor
lacking in critical areas.
0 Unsatisfactory Does not satisfy the requirements of the criteria in any manner.
2.2 Individual weighted scores for all technical criteria shall be weighted according to the set
proportional weighting factors. The weighted result shall be calculated by multiplying the
score by the proportional weighting factor of the individual criterion. The total score for the
Bid determined through this method will be the basis for ranking Bids.
2.3 The AWWCE may require bidders scoring equal merit points in the evaluation to submit
further proposals on certain aspects of the bid with a view to identifying the successful
bidder.
2.4 Where by reason of the bidders scoring equal merit points not submitting final proposals
they are invited to submit, or by reason of the evaluation result of the final proposals
submitted by the bidders being still equal, the successful bidder cannot be singled out, the
successful bidder shall be determined by casting lot in the presence, as far as possible, of
the bidders concerned.
3. Evaluation of Multiple Contracts
Since in accordance with ITB Sub-Clause 37.6 the AWWCE shall[insert shall or shall not] be
allowed to award one or multiple lots to more than one Bidder, the following methodology shall
be used for award of multiple contracts:
To determine the lowest-evaluated lot combinations, the AWWCE shall:
(a). Evaluate only lots or contracts that include at least the percentages of items per lot
and quantity per item as specified in ITB 12.8;
(b). Take into account:
(i) The lowest-evaluated bid for each lot that meets the requirement of evaluation
criteria;
(ii) The price reduction per lot and the methodology for their application as offered
by the Bidder in its bid; and
(iii) The contract-award sequence that provides the optimum economic combination,
taking into account any limitations due to constraints in supply or execution
capacity.
4. Alternative Bids
Alternative Bids, if permitted under BDS Clause 19.1, will be evaluated as follows:
The AWWCE shall only apply the following criteria for evaluation of Alternative Bids:
A bidder can submit alternative bids with different ERP Product vendors.

Part 1: Bidding Procedures Section 4: Bidding Forms
Section 4. Bidding Forms

Table of Contents
A. Bid Submission Sheet 1

B. Price Schedule for Information System 4
C. Bidder Certification of Compliance 5
1. General Information About the Bidder 5
2. Financial Standing 5
3. Technical Qualifications, Competence, and Experience in the Procurement ERP System 6
4. Historical Contract Non-Performance 7
5. Current Contract Commitments / Installation in Progress 8
6. Professional Qualifications and Capabilities 8
7. Comments and Suggestions on the Statement of Requirements 9
8. Quality Assurance / Managerial and Control Procedures 9
9. Equipment and Facilities 9
10. Bidder's Audit Agency 9
11. Organization of Firm 9
12. Bank Account Number and Bank Address 9
D. Curriculum Vitae for Proposed Personnel 11
E. Bid Security 12
F. ERP Product Vendor’s Authorization 13
SBD- Information Systems (NCB) - Prepared by the FPPA (Version 1, October 2011)
Document: Bidding Forms Section IV of IX Issued by: [insert name of public body]
A. Bid Submission Sheet

Place and Date: Bahir dar and [insert place and date (as day, month and year) of Bid
Submission]
Procurement Reference Number: Awwce ICB Main 02/2011
To:
Attn.: [insert name of authorized person]
P.O.Box.: 106
Bahir Dar
Ethiopia
SUBMITTED BY1:
Complete Legal Name and Address of the Seat of
Nationality2
the Bidder
Leader 3
Member
Etc …
In response to your Bidding Document for the above Procurement Number: Awwce ICB Main
02/2011, we, the undersigned, hereby declare that:
(a) We have examined and accept in full the content of the Bidding Document for the,
Procurement Number: Awwce ICB Main 02/2011. We hereby accept its provisions in their
entirety, without reservation or restriction.
(b) We offer to supply in conformity with the Bidding Documents and in accordance with the
delivery schedule specified in the Statement of Requirements the following Information
System: [insert a brief description of the Information System];
(c) Warranty period for offered Information System is [insert warranty period].
(d) The total price of our Bid, excluding any discounts offered in item (d) below is: [insert the
total bid price in words and figures] [insert currency];
(e) The discounts offered and the methodology for their application are: [insert discount]
Unconditional Discounts: If our bid is accepted, the following discounts shall apply. [Specify
in detail each discount offered and the specific item of the Statement of Requirements to
which it applies].
Methodology of Application of the Discounts: The discounts shall be applied using the
following method: [Specify in detail the method that shall be used to apply the discounts];
Conditional Discounts: If our bid(s) are accepted, the following discounts shall apply.
[Specify in detail each discount offered and the specific item of the Statement of
Requirements to which it applies].
Methodology of Application of the Discounts: The discounts shall be applied using the
following method: [Specify in detail the method that shall be used to apply the discounts];
1 One signed original Bid Submission Form must be supplied together with the number of copies specified in the
Instruction to Bidders.
2 Country in which the legal entity is registered.
3 Add/delete additional lines for members as appropriate. Note that a subcontractor is not considered to be a member
for the purposes of this bidding procedure. If this bid is being submitted by an individual bidder, the name of the bidder
should be entered as "leader" and all other lines should be deleted.
(f) Our bid shall be valid for a period of [specify the number of calendar days] days from the
date fixed for the bid submission deadline in accordance with the Bidding Documents, and it
shall remain binding upon us and may be accepted at any time before expiry of that period;
(g) The prices in this bid have been arrived at independently, without, for the purpose of
restricting competition, any consultation, communication, or agreement with any other
bidder or competitor relating to:
i. Those prices;
ii. The intention to submit a bid; or
iii. The methods or factors used to calculate the prices offered.
(h) The prices in this bid have not been and will not be knowingly disclosed by the[insert
bidder's name], directly or indirectly, to any other bidder or competitor before bid opening.
(i) We are not insolvent, in receivership, bankrupt or being wound up, not have had our
business activities suspended and not be the subject of legal proceedings for any of the
foregoing;
(j) We have fulfilled our obligations to pay taxes according to Ethiopian Tax laws [applicable to
domestic bidders only].
(k) We have read and understood the provisions on fraud and corruption and confirm and assure
to the AWWCE that we will not engage ourselves into these evil practices during the
procurement process and the execution of any resulting contract;
(l) We have not committed an act of embezzlement, fraud or connivance with other bidders.
(m) We have not given or have been offered to give inducement or bribe to an official or
procurement staff of the AWWCE to influence the result of the bid in our favor.
(n) We are not participating, as Bidders, in more than one bid in this bidding process, other than
alternative bids in accordance with the Bidding Document;
(o) We do not have any conflict of interest and have not participated in the preparation of the
original Statement of Requirements for the AWWCE;
(p) We, including any subcontractors or suppliers for any part of the Contract, have nationalities
from eligible countries [insert the nationality of the Bidder, including that of all parties that
comprise the Bidder, if the Bidder is a consortium or association, and the nationality each
subcontractor and supplier;
(q) Offered Information System do not originate in a country in respect of which the
Government of the Federal Democratic Republic of Ethiopia has imposed trade ban;
(r) Offered Information System do not originate in a country under trade embargo of the
Security Counsel of the United Nations in which transacting with any business organization
or individual who is the national of that country is prohibited;
(s) We will inform the AWWCE immediately if there is any change in the above circumstances
at any stage during the implementation of the contract. We also fully recognize and accept
that any inaccurate or incomplete information deliberately provided in this bid may result in
our exclusion from this and other contracts funded by the AWWCE.
(t) We understand that this bid, together with your written acceptance thereof included in your
notification of award, shall not constitute a binding contract between us, until a formal
contract is prepared and executed.
(u) We understand that you reserve the right to reject any or all bids that you may receive.
Name [insert complete name of person signing the Bid]
In the capacity of [insert legal capacity of person signing the bid].
Signed [insert signature of person whose name and capacity are shown above]
Duly authorized to sign the bid for and on behalf of[insert complete name of Bidder].
Dated on [insert day] day of[insert month], 20[insert year of signing]
Attachments:
1. Valid trade license indicating the stream of business in which the [insert bidder's name] is
engaged;
2. VAT registration certificate issued by the tax authority [only domestic Bidders in case of
contract value specified in BDS Clause 4.6(b)(ii)];
3. A valid tax clearance certificate issued by the tax authority [domestic Bidders only];
4. Business organization registration certificate or trade license issued by the country of
establishment [foreign Bidders only];
5. Relevant professional practice certificates.
6. Bid Security; and
7. Financial statements that were audited and published or certified by the Department of
Taxation/Chartered Accountant for the previous three (3) years.
8. Company Profile and Experience Summary, Client Reference Contact Information including
Address, Telephone, Facsimile, Email of the proposed software, supporting hardware, system
software, network, and communication facilities;
9. Project completion certificate from Customers of the referred projects indicating functions
and number of transactional users in each project
10. Authorization certificate of ERP Product Vendor
11. Partnership certificate of ERP Product Vendor
12. Copy of the CMMi Certificate
13. Other documents requested by the AWWCE.
B. Price Schedule for Information System

Place and Date: [insert place and date (as day, month and year) of Bid Submission]
Procurement Reference No.: [insert procurement reference number]
To:
AWWCE [insert name of Public Body]
[insert address]
Bahir Dar
Item Sub Custom Duties Total Price
System / Modules /Item5 Metric Unit price Unit of Qty Qty Support
No.4 modules and Taxes6
1 Operating System
2 Database Management System
3 Financial
4 Property Administration
5 Human Resource Management
System and Payroll
In the capacity of [insert legal capacity of person signing the bid]
Duly authorized to sign the bid for and on behalf of [insert complete name of Bidder]
Dated on [insert day] day of [insert month], 20[insert year of signing]
4 Insert Item Number from Technical Offer, Column 1, Section 6, Statement of Requirements.
5 Insert Subsystem / Item from Technical Offer, Column 2, Section 6, Statement of Requirements.
6 Importers to Ethiopia are required to pay Import (Customs) duty, Withholding Tax (a fixed rate of 2%), Excise Tax (if applicable), VAT (a fixed rate of 15%) and Surtax (a fixed
rate of 10%).
[Note to Public Body:

Please delete not applicable parts of the Form.]
C. Bidder Certification of Compliance7
Procurement Reference Number: [insert reference number]
To: n
[insert name of Public Body]
[insert P.O. Box]
[insert address]
Bahir Dar
Ethiopia
1. General Information About the Bidder
Bidder’s Legal Name:
Place of Registration:
Legal Address in Country of

Registration:
Name:
Position:
Authorized Representative
Address:
Information
Telephone/Fax:
E-mail address:
Attached copies of original In case of government owned entity from the Public Body’s
documents of: country, documents establishing legal and financial
autonomy and compliance with the principles of commercial
law, in accordance with ITB Sub-Clause 4.4.
We have attached an official written statement by a power of attorney (or notary statement, etc.)
proving that the above person, who signed the bid on behalf of the company, is duly authorized to
do so.
2. Financial Standing
[Insert bidder's name] Has adequate financial resources to manage this Contract as established by
our financial statements, audited by an independent auditor, and submitted in this Bid. The
following table contains our financial data. These data are based on our annual audited accounts.
Figures in all columns have been provided on the same basis to allow a direct, year-on-year
comparison to be made.
Historic Information for Previous [insert number of years] Years
FINANCIAL DATA in [insert currency]
Year 2 Year 1 Last Year Current Year Average
A. Information from Balance Sheet
1.Total Assets
2. Total Liabilities
7 One signed original Bidder Certification of Compliance Form must be supplied together with the number of copies
specified in the Instruction to Bidders.
Historic Information for Previous [insert number of years] Years

FINANCIAL DATA in [insert currency]
Year 2 Year 1 Last Year Current Year Average
I. Net Value (1-2)
3. Current Assets
4. Short-term debts
II. Working Capital (3-4)
B. Information from Income Statement
1. Total Revenue
2. Pre-tax Profits
3. Losses
Along with financial data we provided above we have attached the following documents as proof
of our financial standing, as required in the BDS:
(a).
(b). .
Attached documents comply with the following conditions:
 Documents reflect the financial situation of the Bidder and not sister or parent companies;
 Historic financial statements are audited by a certified accountant;
 Historic financial statements are complete, including all notes to the financial statements;
 Historic financial statements correspond to accounting periods already completed and audited.
Annual Turnover Data

Year Amount and Currency
Average Annual
Turnover*
*Average annual turnover calculated as total certified payments received for work in progress or
completed over the number of years specified in Section 3, Evaluation and Qualification Criteria,
Sub-Factor 1.3(a), divided by that same number of years.
[Specify proposed sources of financing, such as liquid assets, unencumbered real assets, lines of
credit, and other financial means, net of current commitments, available to meet the estimated
total cash flow demands of the subject contract or contracts as indicated in Sub-Clause 1.3(b) of
Section 3, Evaluation and Qualification Criteria.]
Financial Resources
No. Source of Financing Amount
3. Technical Qualifications, Competence, and Experience in the Procurement

ERP System
As proof of the ----------------[insert bidder's name] technical and professional ability in selling
and servicing the Information System and other Goods listed in our Bid the tables below
summarize the [insert required number of contracts] major relevant contracts of a similar nature,
complexity, and requiring similar information technology and methodologies to the contract or
contracts for which these Bidding Documents are issued, and which the______ [insert bidder's
namehas successfully completed in the course of the past _________ [insert required number of
years] years with a budget of ______[insert required budget].
Name of Bidder :
1. Name of Contract
Country
2. Name of client
Address of client
Name of contact person
Function of contact person
Telephone number
E-mail address
Nature of Information Systems and special features
4. relevant to the contract for which the Bidding
Documents are issued
5. Contract role (check one) Prime Contractor:
6. Overall supply value in [insert currency]
7. Date of award/completion
8. Final acceptance issued (check one) Yes: Not Yet No:
9. Number of staff provided
Indicate the approximate percent of total contract
value of Information System undertaken by
10
subcontract, if any, and the nature of such
Information System
11 Other relevant information
The Clients' Certificate concerning the satisfactory execution of contract is attached to this
document
4. Historical Contract Non-Performance
Non-Performing Contracts in accordance with Section 3, Evaluation and Qualification Criteria
Contract non-performance did not occur during the stipulated period, in accordance with Sub-Factor
1.2(b) of Section 3, Evaluation and Qualification Criteria.
Contract non-performance during the stipulated period, in accordance with Sub-Factor 1.2(b) of
Section 3, Evaluation and Qualification Criteria.
Outcome as Total Contract
Year Percent of Contract Identification Amount (current
Total Assets value)
Contract Identification:
Name of Client:
Address of Client:
Matter in dispute:
Pending Litigation, in accordance with Section 3, Evaluation and Qualification Criteria
No pending litigation in accordance with Sub-Factor 1.2(c) of Section 3, Evaluation and

Qualification Criteria
Pending litigation in accordance with Sub-Factor 1.2(c) of Section 3, Evaluation and Qualification
Criteria, as indicated below
Outcome as Total Contract
Year Percent of Contract Identification Amount (current
Total Assets value)
Name of Client:
Address of Client:
Matter in dispute:
Name of Client:
Address of Client:
Matter in dispute:
5. Current Contract Commitments / Installation in Progress

[Bidders and each partner to a JV should provide information on their current commitments on all
contracts that have been awarded, or for which a letter of intent or acceptance has been received,
or for contracts approaching completion, but for which an unqualified, full completion certificate
has yet to be issued.]
Value of
Estimated Average Monthly
Client's Contact outstanding
No. Name of Contract Completion Invoicing over Last
Details Information
Date Six Months
System
6. Professional Qualifications and Capabilities

In order to proof our professional qualifications and capability the following table contains [insert
bidder's name] personnel statistics for the current and the two previous years.
Year before last Last year This year

Average Specialists in Specialists in Specialists in
manpower Overall Technical Overall Technical Overall Technical
Area Area Area
Permanent
Temporary
TOTAL
The following Team Skill Matrix identifies the skills that are relevant to the role in the contract
team and are required for successful execution of the contract:
Expert Name
Role: (e.g., System Engineer, Project Manager, Programmer, etc)
Resume Page
Knowledge Knowledge Level Comments
Reference
Resume Page
Experience Knowledge Level Comments
Reference
Additional Knowledge and Resume Page

Knowledge Level Comments
Experience Reference
Experience indicated in the matrix is backed up in the individual’s resume.
We have used the following ratings in order to accurately reflect the skill ratings of our team:
Has exposure to education in the subject area but has not used this
U Understanding
skill set in practice.
W Working Has limited working experience using this skill set.
Has hands-on experience using this skill set to implement between 2
P Proficient
to 5 projects of various scope/complexity.
Has hands-on experience using this skill set in a key role to
X Expert
implement more than 5 projects of various scope/complexity.
7. Comments and Suggestions on the Statement of Requirements

[Bidder should present and justify here any modifications or improvement to the Statement of
Requirements it is proposing to improve performance of the Information System. Such
suggestions should be concise and to the point, and incorporated in Bidder's Bid.]
8. Quality Assurance / Managerial and Control Procedures
[Bidder shall provide list of technical departments which will be involved in managing the
contract, type of control procedures in place to accommodate the Contract, and details of the
quality assurance system(s) proposed to use to ensure successful completion of the Information
System.]
9. Equipment and Facilities
[Bidder should state whether it has necessary physical facilities and equipment to carry out the
Contract and describe its technical and research facilities and measures used for ensuring quality]
10. Bidder's Audit Agency
[Bidder should provide name, address, and phone number of its auditors]
11. Organization of Firm
[Bidder should explain how its firm is organized, for example, regionally or by technical practice
and how it plans to manage the work included in this Bidding Document in addition to its other
normal projects]
12. Bank Account Number and Bank Address
The bank account into which payment should be made is the following:
[Insert bank account details]

Duly authorized to sign the bid for and on behalf of [insert complete name of Bidder].
Attachments:
1. Statement issued by a power of attorney authorizing the signatory of the Bid;
2. Audited financial statements;
3. Documents required as proof of the bidder's financial standing, as required in the BDS.
4. [insert required number of certificates]Certificates of satisfactory execution of contracts
provided by contracting parties to the contracts successfully completed in the course of the
past [insert required number of years] years, as required in the BDS.
5. [insert number of copies] Individual’s resume, as required in the BDS.
[Note to Bidders: The information requested is required in the format provided below for each
named member of professional staff and should be included by the Bidder in its Technical
Proposal.]
D. Curriculum Vitae for Proposed Personnel
1. Proposed Position: [only one candidate for each position]
2. Name of Firm:
3. Name of Staff:
4. Date of Birth: Nationality:
5. Education: [indicate college/university and other specialized education, giving names of institutions,
degrees obtained and dates of obtained]
6. Membership of Professional Associations:
7. Other Training: [indicate other significant training not included under Education]
8. Countries of Work Experience: [list countries of work experience in the last ten years]
9. Languages: [indicate proficiency in each language as good, fair or poor for speaking, reading and
writing]
10. Employment Record: [starting with present position, list every employment held since graduation,
stating dates of employment, employing organization and positions held]
From: [year] _______ To: [year]
Employer:
Positions held:
11. Detailed Tasks Assigned: 12. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned:
[list all tasks to be performed under [Indicate the following information for those assignments that best
this assignment] illustrate the member of staff’s capability to handle the tasks listed
under point 11]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications, and my experience. I understand that any willful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
___________________________________________ Date:
[Signature of staff member or authorized representative of the staff] [Day/Month/Year]
Full name of authorized representative: ___________________________

E. Bid Security
Date: [insert date (as day, month and year) of Bid Submission].
Procurement Reference Number: Awwce ICB Main 02/2011 [insert number]
Alternative No: -----[insert identification No if this is a Bid for an alternative]
To: [insert complete name of Public Body]
Whereas [insert complete name of Bidder] (hereinafter “the Bidder”) has submitted its bid
dated [insert date (as day, month and year) of bid submission] for Procurement reference
Number [insert Procurement Reference Number] for the supply ……of [insert brief
description of the Information System], hereinafter called “the Bid.”
KNOW ALL PEOPLE by these presents that WE [insert complete name of institution issuing
the Bid Security], of [insert city of domicile and country of nationality] having our registered
office at [insert full address of the issuing institution] (hereinafter “the Guarantor”), are bound
unto [insert complete name of the Public Body] (hereinafter “the AWWCE”) in the sum of
[specify in words the amount and currency of the bid security] [specify the amount and
currency in figures], for which payment well and truly to be made to the aforementioned
AWWCE, the Guarantor binds itself, its successors or assignees by these presents. Sealed with
the Common Seal of this Guarantor this [insert day in numbers] day of [insert month], [insert
year].
THE CONDITIONS of this obligation are the following:
1. If the Bidder withdraws its bid during the period of bid validity specified by the Bidder in
the Bid Submission Sheet, except as provided in ITB Sub-Clause 21.2; or
2. If the Bidder, having been notified of the acceptance of its bid by the Public Body, during
the period of bid validity, fails or refuses to:
(a) Execute the Contract; or
(b) Furnish the Performance Security, in accordance with the ITB Clause 47; or
We undertake to pay the Public Body up to the above amount upon receipt of its first written
demand, without the Public Body having to substantiate its demand, provided that in its demand
the Public Body states that the amount claimed by it is due to it, owing to the occurrence of one
or more of the above conditions, specifying the occurred conditions.
This security shall remain in force up to and including twenty-eight (28) days after the period of
bid validity, and any demand in respect thereof should be received by the Guarantor no later than
the above date.
Name: [insert complete name of person signing the Bid]

In the capacity of [insert legal capacity of person signing the bid]
Signed: [insert signature of person whose name and capacity are shown above]
Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]
[Note: This letter of authorization should be on the letterhead of the Manufacturer and should be
signed by a person with the proper authority to sign documents that are binding on the
Manufacturer. It should be included by the Bidder in its bid, if so indicated in the BDS.]
F. ERP Product Vendor’s Authorization

Date: [insert date (as day, month and year) of Bid Submission].
Procurement Reference Number: [insert number]
Alternative No: [insert identification No. if this is a Bid for an alternative]
To: [insert complete name of Public Body]
WHEREAS [insert complete name of Manufacturer], who are official ERP Product Vendor of
[insert type of Information Technologies manufactured][insert full address of
Manufacturer], do hereby authorize [insert complete name of Bidder] located at [insert full
address of the Bidder] (hereinafter the "Bidder") to submit a bid in relation to the Invitation for
Bids indicated above, the purpose of which is to provide the following Information Technologies
and other Goods, Developed by us:
[insert name and or brief description of the Information Technologies and other Goods],
and to subsequently negotiate and sign the Contract with you.
We hereby confirm that, in case the bidding results in a Contract between you and the Bidder, the
above-listed products will come with our full standard warranty.
Name: [insert complete name of person signing the Manufacturer’s Authorization]

In the capacity of [insert legal capacity of person signing the Manufacturer’s Authorization]
Signed: [insert signature of person whose name and capacity are shown above]

Part 1: Bidding Procedures Section 5: Eligible Countries
Section 5. Eligible Countries
A. Eligible Countries
Procurement Reference Number:
All countries are eligible except countries subject to the following provisions.
A country shall not be eligible if:
(c). As a matter of law or official regulation, the Government of the Federal Democratic
Republic of Ethiopia prohibits commercial relations with that country, provided that the
Government of the Federal Democratic Republic of Ethiopia is satisfied that such
exclusion does not preclude effective competition for the provision of goods or related
services required; or
(d). By an act of compliance with a decision of the United Nations Security Council taken
under Chapter VII of the Charter of the United Nations, the Government of the Federal
Democratic Republic of Ethiopia prohibits any import of Goods from that country or any
payments to persons or entities in that country.
Section V of IX
Part 2 Statement of Requirement
Section 6. Statement of Requirements
Table of Contents
A. Background 1
1. Amhara Water Works Construction Enterprise 1
2. Business Objectives of the AWWCE 1
3. Acronyms Used in These Technical Requirements 1
B. Business Function and Performance Requirements 2
C. Technical Specification 3
D. Required Format for Technical Offer 3
1. Description of Information Technologies, Materials, Other Goods, and Services 3
2. Item-by-Item Commentary on the Technical Requirements 3
3. Preliminary Project Plan 4
4. Confirmation of Responsibility for Integration and Interoperability of Information
Technologies 4
E. Technical Offer + Compliance Sheet 8
F. Delivery, Implementation, and Completion Schedule 10
G. Forms to be Attached to the Technical Offer 10
1. List of Proposed Software 10
2. List of Custom Materials(Material developed by the supplier at AWWCE expense
under contract ) 11
Section VI of IX [insert name of public body]

[Note: The following is only a sample outline. Entries should be modified, extended, and/or
deleted, as appropriate for the particular System to be supplied and installed.]
A. Background
1. Amhara Water Works Construction Enterprise
[provide an overview of the Public Body’s legal basis, organizational role, and core
objectives] Amhara Water works Construction Enterprise (AWWCE) was established in
1988 E.C in Bahir Dar city. AWWCE become one of the leading governmental
Contractor found in Amhara regional state to carry out construction of civil projects.
Since the date of establishment, the firm is playing an important role for the development
of the region as well as country and achieving transformation goals in the construction
industry sector. These days, the company is working with a vision to be a number one
competitive Contractor in east Africa. Accordingly, the firm is running a number of
construction projects and managing a huge finance, property and human resource.
The number and kind of projects of the company are increasing every year and
distributed across different geographical areas/locations. As a result, management of this
huge work, financial transactions, and physical and human resources is becoming a
challenge. For this reason, AWWCE needs to adopt a new system in which business
processes are supported with latest information and communication technologies.
Therefore, AWWCE has identified Information Technology (IT) as one of the key
enablers in its modernization and productivity improvement drive and has decided to
deploy integrated systems across the major functions of the organization to exploit the
full potential of IT. AWWCE has decided to implement an Enterprise Resource Planning
(ERP) which provides globally accepted best practices. The integrated information
system incorporates human resource management system, Finance management system,
and property administration system.[provide an overview of the stakeholders and
decision-making arrangements applicable to the System and performance of the Contract]
2. Business Objectives of the AWWCE
 [provide an overview of the current business objectives, procedures, and processes and
how they will be affected by the System]Provide adequate water supply, irrigation
structures, road and housing both in terms of quality and quantity
 ProProvide wide construction services and quality work and thereby continuously
increasing the construction capacity of the enterprise time and resource usage and make
the enterprise long lasting and profitable.
The The main mission of AWWCE is to strengthen the capacity of construction industry,
improving time and resource utilization, creating sustainable, profitability and availing quality
service to the customer. [provide an overview of the changes in objectives, procedures, and
processes to be made possible by the System]
[provide a brief description of the expected benefits of the System]
3. Acronyms Used in These Technical Requirements
3.1 [compile a table of organizational and technical acronyms used in the Requirements. This
can be done, for example, by extending the following table]:
Term Explanation
bps bits per second
Term Explanation
cps characters per second
DBMS Database Management System
DOS Disk Operating System
dpi dots per inch
Ethernet IEEE 802.3 Standard LAN protocol
GB Gigabyte
Hz Hertz (cycles per second)
IEEE Institute of Electrical and Electronics Engineers
ISO International Standards Organization
KB Kilobyte
kVA Kilovolt ampere
LAN Local area network
lpi lines per inch
lpm lines per minute
MB Megabyte
MTBF Mean time between failures
NIC Network interface card
NOS Network operating system
ODBC Open Database Connectivity
OLE Object Linking and Embedding
OS Operating system
PCL Printer Command Language
ppm pages per minute
PS PostScript - Adobe page description language
RAID Redundant array of inexpensive disks
RAM Random access memory
RISC Reduced instruction-set computer
SCSI Small Computer System Interface
SNMP Simple Network Management Protocol
SQL Structured Query Language
TCP/IP Transmission Control Protocol / Internet Protocol
V Volt
WLAN Wireless LAN
B. Business Function and Performance Requirements
[describe, at the appropriate level of detail for the System being supplied and installed the
specific business processes and procedures that will be automated by the System]
The system is expected to automate all activities of the three business processes namely: finance,
Human Resource Management and property administration. Therefore, the system should have
three subsystems: Finance management system, Human Resource management system and
Property Administration system which correspond to the above-mentioned business process. Each
of the subsystems is expected to handle the tasks and information management of the
corresponding business process. [as appropriate, describe the relevant legal codes and regulations
that govern the business processes and procedures that will be automated with the System; if
appropriate, prepare an attachment with the proper references or quotations from the regulations]
NB:- For all business function and performance requirements, consult the ToR.
C. Technical Specification
1. General Technical Requirements
1.1. Language Support: All information technologies must support Amharic and English.
1.2. DATES: All information technologies MUST properly display, calculate, and transmit
date data, including, but not restricted to 21st-Century date data;
2. Software Specifications
2.1. Operating Systems
2.2. Database Software and Development Tools
3. System Management, Administration, and Security Specifications
3.1. General Requirements: In addition to the management, administration, and security
requirements specified in each sections covering the various hardware and software
components of the System, the System must also provide for the following management,
administration, and security features at the overall system level.
3.2. Technical management and troubleshooting
3.3. User and usage administration
3.4. Security
D. Required Format for Technical Offer
The Bidders are requested to complete the Technical Offer + Compliance Sheet template, as
follows:
1. Description of Information Technologies, Materials, Other Goods, and
Services
1.1 The fifth column of the Technical Offer + Compliance Sheet template allows the Bidder
to provide detailed descriptions of the essential technical, performance, or other relevant
characteristics of all key Information Technologies, Materials, other Goods, and Services
offered in the bid (e.g., version, release, and model numbers). Without providing sufficient
clear detail, Bidders run the risk of their bids being declared non-responsive (the words
“compliant” or “yes” are not sufficient).
1.2 To assist in the bid evaluation, the detailed descriptions should be organized and cross
referenced in the same manner as the Bidder’s item-by-item commentary on the Technical
Requirements described below. All information provided by cross reference must, at a
minimum, include clear titles and page numbers.
2. Item-by-Item Commentary on the Technical Requirements
2.1 The seventh column of the Technical Offer + Compliance Sheet template allows the
Bidder to provide an item-by-item commentary on the AWWCE’s Technical
Requirements, demonstrating the substantial responsiveness of the overall design of the
System and the individual Information Technologies, Goods, and Services offered to those
Requirements. The commentary shall include explicit cross references to the relevant
pages in the supporting materials included in the bid. Whenever a discrepancy arises
between the item-by-item commentary and any catalogs, technical specifications, or
other preprinted materials submitted with the bid, the item-by-item commentary shall
prevail.
2.2 The eighth column is to be left empty for the evaluator's remarks
3. Preliminary Project Plan
3.1 The Bidder must prepare a Preliminary Project Plan describing, among other things, the
methods and human and material resources that the Bidder proposes to employ in the
design, management, coordination, and execution of all its responsibilities, if awarded the
Contract, as well as the estimated duration and completion date for each major activity.
The Preliminary Project Plan should also state the Bidder’s assessment of the major
responsibilities of the AWWCE and any other involved third parties in System supply and
installation, as well as the Bidder’s proposed means for coordinating activities by each of
the involved parties to avoid delays or interference.
3.2 In addition to the topics and points of emphasis, the Preliminary Project Plan MUST
address[for example, specify: what steps will be taken if there is a failure; how project
progress will be reported; etc.].
4. Confirmation of Responsibility for Integration and Interoperability of
Information Technologies
4.1 The Bidder must submit a written confirmation that, if awarded the Contract, it shall accept
responsibility for successful integration and interoperability of all the proposed Information
Technologies included in the System, as further specified in the Bidding Document.
E. Technical Offer + Compliance Sheet
Alternative No.: [insert identification No if this is a Bid for an alternative]
To:
[insert P.O. Box]
[insert address]
Ethiopia
Bidder's Evaluation Committee's Remark

Technical Commentary on on Specification Offered
Line
Subsystem / Component / Specification Unit of Compliance of Overall
Item Qty Specification Offered
No. Item Reference Measure Specification Compliance
Observations
Number Offered
yes no
1 2 3 4 5 6 7 8 9 10

Attachments:
1. Documentary technical evidence in accordance with ITB Clause 17 (if required in BDS);
2. Preliminary project Plan in accordance with ITB Clause 17.2(c);
3. Written Confirmation of Responsibility for Integration and Interoperability of Information Technologies in accordance with ITB Clause 17.2(d);
4. Product vendor Authorization Letter in accordance with ITB Clause 5.6;
5. List of Proposed Software;
6. List of Custom Materials.
[Note: Refer to Incoterms in the Special Conditions of Contract for the interpretation of the delivery period.]
F. Delivery, Implementation, and Completion Schedule
Alternative No.: [insert identification No if this is a Bid for an alternative]
To:
[insert P.O. Box]
[insert address]
Ethiopia
Delivery Delivery
Installation Acceptance
Line Technical (Bidder to Completion Liquidated
Subsystem / Component / Unit of (weeks from (weeks from Site / Site
Item Specification Quantity specify in the period Damages
Item Measure Effective Effective Code
No. Reference No. Preliminary (days/weeks/m Milestone
Date) Date)
Project Plan) onths)
1 2 3 4 5 6 7 8 9 10 11

G. Forms to be Attached to the Technical Offer
1. List of Proposed Software
[select one per item] [select one per item]

General-
No. Software Item System Application Standard Custom
Purpose
Software Software Software Software
Software
2. List of Custom Materials(Material developed by the supplier at AWWCE
expense under contract )
No. Custom Materials

Terms of Reference
For
Procurement of ERP System
To
Bahir Dar
November 2018
1
Introduction
Amhara Water works Construction Enterprise (AWWCE) was established in 1988 E.C in Bahir
Dar city. AWWCE become one of the leading governmental Contractor found in Amhara regional
state to carry out construction of civil projects. Since the date of establishment, the firm is playing
an important role for the development of the region as well as country and achieving
transformation goals in the construction industry sector. These days, the company is working with
a vision to be a number one competitive Contractor in east Africa. Accordingly, the firm is running
a number of construction projects and managing a huge finance, property and human resource.
The number and kind of projects of the company are increasing every year and distributed across
different geographical areas/locations. As a result, management of this huge work, financial
transactions, and physical and human resources is becoming a challenge. For this reason, AWWCE
needs to adopt a new system in which business processes are supported with latest information and
communication technologies. Therefore, AWWCE has identified Information Technology (IT) as
one of the key enablers in its modernization and productivity improvement drive and has decided
to deploy integrated systems across the major functions of the organization to exploit the full
potential of IT. AWWCE has decided to implement an Enterprise Resource Planning (ERP) which
provides globally accepted best practices. The integrated information system incorporates human
resource management system, Finance management system, and property administration system.
The Rationale for adopting an integrated information management system is that the existing
system is supported with limited or no information technology. As a result it has:
● Poor communication facility among employees, project sites, departments and various
stakeholders
● Limitations in administering resources in a modernized and organized way by optimally
controlling wastage and improper activities
● Limitations to follow up effectiveness and efficiency of workmanship and the work
properly
● Tedious manual day to day activities instead of focusing on technical and strategic aspects
● Poor document management
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● Limitations in assuring accountability, transparency and responsibility while utilizing
resource
● Difficulty in effective supervision and auditing of projects and financial transaction
1. Organizational structure
1.1. Finance Business Process
The most common function of the finance department comprises the documentation and the
controlling of incoming and outgoing cash flows as well as the actual handling of the cash flows.
In general, the scope and functionality of the finance business process vary from General Ledger
accounting application to a comprehensive system covering budgeting, accounts receivable,
accounts payable, cash management, commitment control, debt, assets and liability management,
revenue management and payroll management.
● Payables and Receivables: specialized payables and receivables clerks, to take over
functions such as corresponding with vendors and suppliers, above and beyond recording
transactions.
● Financial Reporting and Control: this function involves everything from ruling on how
to implement accounting principles to designing financial processes of the organization,
selecting accounting systems, liaising with external auditors, and ensuring that there are no
gaps or oversights in existing processes.
● Tax and Compliance: Tax and Compliance function will make sure all of the government
forms and filings are sent complete and on-time to the taxman. A strong Tax and
Compliance function will go one step beyond simple compliance, and will find ways to
minimize tax, so as to maximize the company’s net income.
● Financial Planning & Analysis: regularly creates strategic and financial plans that
forecast what financial results (incomes and expenses) will look like in future periods.
Then, they compare actual results—prepared with the assistance of the Financial Reporting
and Control function—to determine areas where the business can improve. With this
“variance analysis” complete, they can then prepare more accurate forecasts for the future.
● Working Capital Management: the finance department is responsible to make sure that
the company doesn’t run out of cash. This means, among other things, forecasting the
upcoming working capital (receivables, payables and inventory) needs of the company,
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investing surplus cash in short-term instruments and machineries to generate modest
interest income, and managing currency risk.
● Capital Budgeting: this department is responsible for selecting between the various uses
of capital, or capital projects. After all, most organizations will have money available to
invest in the business, with the hopes of either growing sales or reducing expenses. But the
opportunities for spending typically exceed the amount available to spend, so Capital
Budgeting develops business cases to evaluate and identify the most effective projects. A
strong capital budgeting function will not only forecast project benefits, but will also track
these benefits over time to determine whether the use of capital was as effective as
originally anticipated.
● Risk Management: Risk Management takes a hard look at some of the key risks faced by
the company—currency, interest rate, market, operational, legal, etc.—and tries to quantify
the possible impacts so that they can be mitigated as much as possible. If plan and analysis
looks at the base case scenario for the company’s financial results, Risk Management takes
a wrecking ball to it.
● Corporate Development & Corporate Strategy: common tasks that fall to this function
include sourcing and analyzing mergers & acquisitions deals, raising debt and equity
financing, making capital structure decisions and providing insight into high level strategic
decisions such as entering a new market.
● Profit Planning and Cost Controls: Since the basis of a business is to make a profit, it
only makes sense that finance would play a major role in finding ways to improve
profitability. This might involve determining the profitability of individual projects and
weeding out the losers and promoting the winners. Finance could point out ways to
improve profitability by finding cheaper suppliers and manufacturers.
● Accounts Payable– making sure that everyone gets paid on time is a vital role considering
opportunities to save money, for example, determining if there are discounts or incentives
available for paying certain suppliers more quickly. It has to assure that the least amount of
money has to go out per payment, i.e., no late payment charges!
● Accounts Receivable – Another critical duty is to track receivables, including outstanding
invoices and any required collection actions. The responsibility here includes assuring that
customers pay those invoices on time.
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● Payroll – includes making sure all employees are paid accurately and timely. In addition,
proper tax is assessed and tax payments are on time with regional and federal government
offices.
● Reporting and Financial Statements – prepare financial reports that can be used for
budgeting, forecasting and other decision making processes. In addition, these and other
reports are needed for communication to clients, banks and other professionals that play a
role in the growth of the company.
● Financial Controls – Financial controls include reconciliations, dividing the
responsibilities and following the IFRS standards of accounting principles, all of which are
implemented with view toward compliance, fraud and theft prevention.
● Recording and Documentation: Finance department is expected to organize the
following documents:
○ Check payment documents
○ Cash collection invoice
○ Minor expense payment invoice
○ Tax withhold payment invoice
○ Journal voucher
○ Debit and credit memorandum
○ VAT withholding receivable, VAT withholding payable, VAT receivable and VAT
payable
1.1.1. Structure of Finance Business process
The finance business process of Amhara Water Works construction enterprise has four
components that are functioning together. These components are cost & budget, General accounts,
Collection and Tax and Report section. Those sections might be established in remote project sites
and branch offices in addition to the head office.
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Figure 1: The Finance process components
1.1.1.1. General Accounts
The handling of all disbursement related tasks of the enterprise together with developing and
running a system which undertakes all the tasks in the accounting cycle. This unit in addition to
controlling the utilization of the enterprise’s financial resource, works as a center to learn from
project performances (cost performance of each project).
General accounts section is responsible for coordinating and managing the general accounting
function, concerning primarily the accuracy and maintenance of the ledger accounts and the
resultant financial statements. Monitors collections, past due accounts, and determines policies on
written, telephone, and personal follow-up. And disburses cash owed to the organization based on
the agreement and the policy of the organization. Reports to corporate finance head. Prepare petty
cash vouchers and make payment effective. Reports to finance head.
Some of the payments executed by the department include:
● handling all payments
● Prepare payroll and deduction report
● Minor income /internal cash collection
● Bank Reconciliation
● Receivable management (Supplier and staff)
● Business running expenses
● Check payments
● Pity cash payments
● Per diem and reserve payments
● Purchasing payment
● Salary payments
● Overtime payments
● Terminated agreements payments, insurance payments
● Labor payments
● Incentives
● Saving and other payments deducted from employees
● Collected tax payments to government
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● Social responsibilities and sponsor payments
● Employee payment to those who don’t use their annual leave
● Suppliers purchase price and Tin number management
● Retention management and Pre-payment (outstanding advance) management
● Payable management (Supplier and staff)
1.1.1.2. Cost and Budget
The cost and budget sub process /component take care of budgetary and cost control activities. The
Cost and budget control unit is responsible for establishing and coordinating with other managers
regarding budgeting systems and procedures. It also handle tasks in connection with compiling,
monitoring, and analyzing a consolidated annual budget plan and coordinating and managing the
cost accounting function, including the development, installation and monitoring of cost control
systems, and the interpretation and dissemination of cost accounting information to management.
Through monitoring the actual performance against budget the unit reports meaningfully analyzed
cost performance of each projects to the enterprise’s management body. Besides, this unit works in
collaboration of the enterprise’s contract administration system. It also serves as a treasurer for the
enterprise. It manages cash flows and makes sure that the flow of cash is healthy and does not
affect smooth business operations.
Some of the activities executed by this department include:
● Budget preparation
● Budget Management and Control
● Budget allocation and balance maintenance
● Budget Performance evaluation
● Record and Evaluate Consumption Report
● Valuate Depreciation expense
● Inventory reconciliation between finance and property administration business
process
1.1.1.3. Revenue and Tax
This sub process is concerned with collection of revenues especially from projects and settlement
of taxes to be periodically paid to the government. Collection of revenues from enterprise business
operations is an established central process which should be maintained. In connection with the
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collections, the enterprise is responsible to withhold some taxes on behalf of the government as
explained by the law. These collections of taxes require special attention and follow up to settle
them on timely basis. In addition, this unit is also concerned about the collection of withholding
taxes from purchases of goods and services. These revenues need to be settled on time.
Some of the activities executed by this department include:
● General Revenue collection
● VAT Receivable, VAT Payable, VAT withholding Receivable, VAT withholding
Payable
● Integration with general ledger
● VAT declaration (include the four VAT types listed in the above), payment
execution, and receivable collection
● Receivable collection (from Bank, Vat withholding, Tax receivable, Withholding
Receivable and other collections
1.1.1.4. Report
This sub process is designated for the preparation of financial reports both for internal and external
purposes. In this process, overall direction for the accounting, tax, cash collection and
disbursement functions is devised and forwarded to all the finance units throughout the enterprise.
This sub process is responsible for the preparation of financial reports to different stakeholders
with changing reporting demands of both the local government regularity and the global
community. This unit is responsible for preparing the various types of reports. Note that all
financial report should comply IFRS. Some of the reports prepared by the finance include:
● Trial balance
● Cash flow statement
● Project income and expense report
● Income by project and machinery
● Income statement
● Owner's equity statement
● Disclosures
● Balance sheets
● Ratio analysis
● Annual, semiannual, quarterly, monthly reports
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1.2. Human Resource Management
Like most companies, AWWCE, has a dedicated business process to manage basic HR processes
like hiring new employees, onboarding, off-boarding, training, and others. The role of this
business process is to ensure that the organization’s human resource is being developed and
supported through the creation and management of policies and procedures to foster positive work
environment and effective relationship among employees. It is mainly concerned with planning,
organizing, directing, controlling of procurement, development, compensation, integration ,
maintenance and separation of human resources to the end that individual, organizational and
social objectives are achieved.
In general, human resources department handles many necessary functions of the business
organization. It is instrumental in providing labor law compliance, record keeping, hiring and
training, compensation, relational assistance and help with handling specific performance issues.
The following are some of the responsibilities of human resource department:
Organization Management: Design and manage an agile organizational structure for successful
business execution.
● Build an organizational management structure that is transparent, agile, and
adaptable.
● Use position profiles consistently across all HR processes.
● Identify and meet business needs quickly by clearly defining and
visualizing organizational elements and relationships.
● Manage roles with greater flexibility and create mass positions
Recruitment: plan and devise strategic campaigns and guidelines for recruiting suitable
candidates for a required job description. HR has to serve as a mediator between AWWCE and the
candidate, and communicate the candidate on behalf of AWWCE before s/he is hired. The
recruitment function includes attracting talented candidates and hiring the best ones. This business
process is responsible for posting job vacancies, conducting preliminary interviews and
coordinating pre-employment processes, such as drug testing, background investigations and
reference checks.
Training and development: training employee is important to help the newcomers to get
acquainted with AWWCE work experience. It is imperative for the HR department to incorporate a
training program for every new employee regardless of their educational background. It includes
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orientations, leadership training, and professional development. It will further also contribute
towards employee motivation and retention. In addition, HR may conduct periodic needs
assessments to determine when training is necessary, and the type of training necessary to improve
performance and productivity.
Professional Development: Closely related to training, developing employees professionally is an
added bonus for the employee as well as the organization. AWWCE encourages and supports
employee to be engaged in short-term and long-term trainings to upgrade their profession. To
make sure employees get professional development is the responsibility of HR business process.
Performance Management: Align employee performance and goals to create an engaged and
high-performing workforce
● Empower managers to clearly communicate performance and goals and align
them with business objectives.
● Engage employees with ongoing dialogue and provide simple feedback and
coaching that drives continuous performance improvement.
● Assess workforce performance objectively and accurately to make the best use
of limited budgets.
Promotions: carrying out timely performance appraisals given to employees brings motivation by
encouraging them to work to their fullest potential. This enables the organization to get feedback
on employee’s work and suggestions for measures. This helps employees to have a clear view of
what is expected of them and what they are delivering. They can thus, work better towards
improving their performance and achieving targets.
Maintaining Work Culture: Human resource business process maintains healthy, safe, and fun
working environment for employees and eliminates any stressful or awkward atmosphere that may
hinder staff performance. This business process works in providing lounge and recreational areas
at the head office and branch offices.
Resolving Conflicts: Conflicts may occur among employees based on different views. HR has to
intervene and resolve conflicts. In cases of violations of rules, disciplinary action has to be taken.
In an organization, as huge as AWWCE, conflicts are inevitable but proper management of
conflicts is the responsibility of this business process.
Rewards and Incentives: Rewarding the employees for a work well done imparts motivation and
at the same time induces a desire to excel at tasks in hope of obtaining rewards. Incentives can be
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provided as rewards at the end of a successful project, regular uniforms or transport and other
allowances. This business process has to supervise and record employee’s performance at project
sites, branch offices or head offices and provide timely rewards and incentives.
Management: is to manage, create, implement and supervise regulations, which are mandatory for
every employee and also have knowledge of its appropriate functioning. Monitoring attendance
and tracking leaves forms a major chunk of the management function. Temporary management
teams might be set up at project sites.
Payroll Management: Once all the attendance monitoring, leave tracking, clock in/outs etc is
tracked and monitored, it’s time to prepare payroll. Separate payrolls are prepared for short-term
and long-term employees. Payrolls can be prepared weekly, bi-monthly or monthly depending on
the type of the employee.
Compensation and Benefits: HR business process of AWWCE usually develops strategic
compensation plans, align performance management systems with compensation structure and
monitor negotiations for group health care benefits. Construction project may cause damage on
employees, including casualties, in cases of improper safety cautions. In such cases, employees
have to get proper medication, compensation and other benefits as per the guidelines.
Safety: AWWCE, like other construction companies, has the responsibility to provide safety to
employees while they are on duty. Specific activities include monitoring safety equipment, training
employees on the proper handling of complex machinery and potentially dangerous chemicals, and
providing ergonomically sound office equipment and seating. In addition, HR develops workplace
safety policies and make sure employees are aware of those policies.
Selection: is selecting a suitable person who has required education, qualification, skill and
personality. If the number of applicants are more than needed screening may be required.
Placement: is the assignment or reassignment of an employee to a new or different job.
1.2.1. The Structure of Human Resource Corporate process

The human resource corporate process has four main components, each with its own
responsibilities and activities.
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Figure 2: The Human Resource Corporate Process Components
1.2.1.1. Human Resource Planning, Recruitment and Placement
This department is responsible for determining AWWCE’s requirement for human resource,
comparing the requirement with the actual inventory of human resource in the enterprise and
recruits sufficient number of potential employees among whom to select and place (with
appropriate induction) on vacant job positions. To achieve this, this team develops short- and long-
range strategic plans for effective recruitment, development, and utilization of human resources. It
projects current and future organization-wide staffing and organizational requirements. In addition,
the unit advises with departmental managers on the preparation of departmental human resource
plans. It may also contribute to top corporate strategic planning process. As portrayed by the above
chart, the human resource planning, recruitment and placement team reports to corporate human
resource management process owner.
Finding qualified workers, keeping them engaged with the company, training them to effectively
do their jobs and providing incentives for further education, benefits and compensation are all
drivers to organizational success and should be constantly on the minds of HR managers.
The following are some of the activities executed by this department:
● Human resource planning and analysis
● Collect recruitment requests from departments
● Human resource information organization and Analysis
● Recruitment and selection as per the plan and analysis
● Project-based human resource planning
● Evaluation of HR requirement and planning quarterly
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● Hire permanent and short-term employees
● Employee attendance and payroll
● Promotion and demotion
● Employee placement and transfer
● Pension and agreement management
● Educational cost sharing information management
● Employee leave management (annual leave, sick leave, maternity leave, Death
leave, Marriage/Wedding leave, study leave)
● Employee profile management
● Short-term employees agreement management and renewal
● recruitment and training guarantor management
● Examination, Candidates selection and committee minutes’ management
● online job vacancy announcement and candidates registration management
● pension and retirement information mgt
● Employee ID number and ID card
● Termination and clearance management
● Enterprise Regulations and policies management
● HRM record analysis and management
1.2.1.2. Performance Evaluation, Compensation, Rewards Management and HR

Development
Once the right person is put on the right place through the above function, the actual performance
should be evaluated and followed by appropriate actions. These actions are compensation and
rewards and HR development. This team functions as an internal consultant not only to assess and
measure performance of employees but also to identify opportunities to partner with employees to
support the organization's business goals and objectives, to direct performance improvement
projects and to design and implement performance improvement interventions. As appropriate, it
designs and executes training programs in one or more of the following areas: leadership
development, management development, change management, client satisfaction, interpersonal
skills, team development, and communication. Besides under general supervision, this office
analyzes and develops policies and incentive and reward plans and forward expert
recommendations to corporate finance head and to higher levels. Maintains an ongoing effort to
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determine and maintain equity with current benefit trends and legislated requirements and
programs.
The following are some of the activities executed by Performance Evaluation, Compensation and
Rewards Management department:
● Incentive payments
● Work plan and follow up
● Performance evaluation and recording
● Education and training planning, organization and execution
● Employee Rewarding
● Expenses of allowance for on-leave and terminated employees management
● Safety and Insurance
● Staff training and capacity building agreements
● Employees’ discipline issue management
● Employee Training management
● Employee uniform identification and provision
● Implement benefits schemes including bonus
1.2.1.3. Health, Safety and Camp administration
Primary responsibilities include the development and administration of policies and programs to
ensure all facilities are in compliance with federal and regional safety standards and other safety
and health requirements. Ensures employee safety programs that are developed and carried out.
Plans, develops, administers, and manages organization safety and health policies, programs and
training. It is also expected to maintain records on accidents and prepares appropriate reports. May
also be responsible for plant and office physical security including employee identification cards
and supervision of security personnel. Reports to corporate human resource management head.
Human resource management system plays a key role in ensuring health and safety in the
workplace. This can be achieved through policies and procedures, but the HR function may go a
step further to make sure employees understand the risks of certain activities. For example, if there
is heavy machinery in the office, HR can post warning signs and posters listing the steps to take in
case of an emergency. This minimizes the possibility that an accident will occur and helps to
eliminate any subsequent legal action that might be taken against the company.
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The following are some of the activities executed by Health, Safety and Camp administration
department:
● Safety equipment’s availability follow up
● Camp administration
● Health safety follow up and clinical service delivery
● Camp supply and service
● Record accidents and prepare reports
● Plan, develop and administer organizational safety and health policies
1.2.1.4. General Services Process
Primary responsibilities include administration cars for employee servicing, janitorial services,
security personnel, office maintenance and support, and beautifying the office environment.
Develops diary of responsibilities and carries out the daily routines of general HR services.
Reports to general human resource management head.
The following are some of the activities executed by General Service department:
● Security services and administration
● Front desk information management
● photocopy and printing services
● General maintenance services of office equipment’s and furniture
● Campus beautification and gardening services
● Campus cleaning service and follow up
● Employees’ Uniform identification and provision
1.2.1.5. Branch HR and Project HR
Regional branch (or Mega project) has the responsibility for all aspects of human resource
management including manpower planning and recruitment, performance appraisal and employee
benefits and compensation, employee training, placement, organizational development, safety and
security, and general human resources activities as outlined in the organization as outlined by the
corporate HR. Duties may also include direction of office services, facilities, and conforming with
national and regional human resources regulations. Reports to the regional office head/project
manager. This department has three units such as contractual affairs, health and safety, and general
human resource management. It has dual reporting to the region/mega project office head and the
central HR.
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The human resource management function exists in every project too. Depending on the size of the
project, the number and qualification of staff varies. The HR function is responsible carry out the
direction of office services, facilities, and conforming with national and regional human resources
contractual laws. In small and medium projects, this function is mainly responsible three functions
such as contractual affairs, health and safety, and camp management. It reports to the project
manager.
1.3. Property Administration Business Process
The property administration business process of AWWCE is one of the core business processes in
the organization. Property administration is concerned with the supervision of non-capitalized
assets (inventory) and stock items. The key function of AWWCE property administration business
process is to keep a detailed record of all properties of the organization new or returned
property/product as it enters or leaves a warehouse or point of sale. The section records goods
delivered into the receiving area of a warehouse in the form of raw materials or components and
are put into stock areas or shelves. It maintains accurate, current property records that include an
identification (tag) number, description, department, responsible person, location, and the acquired
and appreciated value of each piece of equipment.
In general, this business process is responsible for overall property control and supervision. To list
some:
● Property acquisition and receiving process is effectively managed
● The process of property issuing and returning is simple and efficient
● Managing fixed asset needs less effort and saves time and money
● Instant identification of the current status of items for disposal, maintenance and other
purpose is highly efficient.
● Valuing fixed assets and preparing appropriate report for decision makers is fast and saving
resources.
● Different depreciated items are identified and reported instantly for different purposes.
● The process of identifying and inspecting
● Stock assets are a matter of click event.
● Inventory process is fast, accurate and cost effective.
● The managing of shelves is efficient and effective.
● Monitoring and control of items at the Gate is effective and efficient.
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● The process of preparing and generating various complex reports in different formats is
effective and accurate.
● Check Stock level in
● Depression and appreciation calculation for each individual item
● fixed assets and inventory aging management
● spare part of machineries and equipment management
● Reconcile physical inventory count and stock balance
● Classify items and assign identification codes
● Fixed asset management
● Manage property based on IFRS (Integrated Finance Reporting Standards)
● Inventory Reconciliation
To list some of the major responsibilities of this business process:
Assessing and Planning Property Requirements: while evaluating existing assets and resources, and
assessing current and future organizational needs; developing short-term to maximum long-term strategic
planning and life-cycle costing of acquisition alternatives; coordinating the development of property
requirements for institutional programs and plans that are consistent with corporate goals, including
environmental objectives, policy and legislation; keeping inventories and maintaining records of property
Acquiring Property Assets: encompasses the business processes and activities which produce
records created by procurement, transfer or donation of assets that add new property to the
organizations inventory.
Operating and Using Fixed Assets: Assets such as buildings, machineries, equipment and other
shared fixed assets must be put on work and regular supervision has to be conducted.
Maintaining Fixed Assets: while ensuring property assets are properly maintained to extend the
service life of the asset; repairing, refurbishing, altering, improving, and reusing assets when
economically feasible are recorded; annual reports are submitted to the finance business process.
Disposing of Assets: record and document asset disposals while replacing, exchanging,
transferring, disposing, or selling-off fixed asset when these assets are beyond cost-effective repair
or are no longer required for the purposes of the organization.
Documentation: Some of the documents maintained and organized by the business process are:
● Stock registration ● Store requisition
● Stock record card ● Purchase requisition
● Bin card ● Technical Inspection Form
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● Goods Received Note ● Fuel, lubricant requisition sales and
● Issue voucher Lending
● Store return voucher ● Report
● Goods transfer shipping document ● Fixed asset registration
(out) ● Fixed asset registration card
● Goods transfer shipping document ● Property identification number card
(in) ● User card
● Temporary goods received note ● Fixed asset transfer form
● Stock taking sheet ● Fixed asset under construction
● Stock adjustment ● Fixed asset counting sheet
● Disposal report
Relationship to other Core process: The property administration core process has relationships
with other core processes
● With Procurement core process (stoke level report)
● With Finance core process:
o New procured and registered goods report
o Stoke consumption Report
1.3.1. Structure of Property Administration Business Process
Property administration business process has three departments. These are Machinery, Vehicle and
Equipment administration, Construction material administration and office supplies administration
departments.
Figure 3: The Property Administration Corporate Process Components
1.3.1.1. Equipment’s, Machinery and Vehicles Administration Team
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This team is responsible to execute all the property administration tasks, explained above, on the
administration of machinery and vehicles under the ownership of AWWCE. The machinery and
vehicles must be integrated to equipment’s supply sub-process to ensure it is handling the
properties issued to it. Both sub-processes are currently working together under one team.
Principal to this process are the receipt of machinery and vehicles as per AWWCE directives,
handling of them in warehouse or other areas (before issuance), issuing of machinery and vehicles,
keeping records of all AWWCE machinery and vehicles and insuring the safeguarding of these
properties both under its custody and under the custody of other enterprise units (after issuance).
To ensure these, the team must be integrated to the procurement process, and the machinery and
equipment maintenance sub-process. The central logic of this integration is information exchange
and knowledge building which will be applied in this process and shared to other units in terms of
standards and directives in a continuous basis.
AWWCE has diverse equipment which deserves special attention to be able to devise better ways
through accumulations of experiences and knowledge. To list some of its activities:
● depreciation and appreciation
● Mobilization of machineries and equipment
● Asset supervision and controlling
● Valuation and revaluation of asset
● Storage and recording of accessories of machineries
● Registration of machineries
● Registration and distribution of accessories
● Prepare material required planning(MRP) for Equipment, Machinery and Vehicles
Administration
1.3.1.2. Construction Materials Administration Team
While the focus is on construction materials, its responsibility is pretty much similar with property
administration system. Because of the bulky nature of construction materials given the enterprise’s
business, and the geographical disparity of consumption, effectiveness of administering the
materials needed for projects needs to be separately organized. This system should be stretched
from head office to all projects to ensure proper utilization of materials on site and prevent
fraudulent activities as the same is expected due to the spatial dispersion of projects.
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Besides, in addition to controlling the supply of these materials to projects when needed without
causing interruption or delay is of great contribution to enterprise performance. Therefore, the need
for strengthened construction material administration system cannot be overemphasized in
AWWCE. With this in mind, this system is expected to execute the following:
● Material requirement planning (MRP)
o Gathering material needs periodically
o Comparing needs with projected stock at the needed time
o Preparing purchase requisitions in case of stock deficit for each required item
o Sending purchase requisition at the right time being cognizant of the reasonable
procuring lead time requirement.
● Receipt of construction materials procured
● Management of stock of construction materials in warehouses
● Management of stock of construction materials on sites
● Preparation of reports on construction materials inventory, consumptions and flows
o On demand and
o Periodic
● Supply of construction materials like cement, metals and other inputs
● Storing and recording of construction materials
● Stoke recording and accounting
● Monthly report to finance (cost and budget)
● Receive, store and dispatch supply
1.3.1.3. Office Supplies Administration Team
This is also basically similar with the common property administration function. It handles:
● Preparing Material Requirement Planning (MRP) for office supplies
o Gathering needs from users
o Predicting commonly used items (e.g., stationer’s materials, office, furniture)
● Sending purchase request to the procuring unit
● Receiving procured materials
● Stock management
● Issuing requested items to users
● Preparing and sending reports on inventory balances and flows
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o Periodically
o On demand
● Receiving and recording
● Printed documents and materials administration
● Office equipment and office supply administration
● Document control and management
● Stock recording and accounting
● Fixed asset management of office equipment’s
Office supplies administration team has also distinct features from the previous ones by having
two separate functions in it:
● administration of consumables and
● Administration of fixed assets.
Note that the management of fixed assets overlap with construction equipment administration, and
machinery and vehicles administration teams. Besides, it has to be noted that fixed assets
administration requires the application of all the common fixed asset management tasks. In
addition to the receipt and issuance of fixed assets, the remaining fixed asset management tasks of
recording all fixed assets on a register, preparing a register of all users and details of fixed assets
under their custody, valuation (including book value determination), and preparation of reports are
critical to this team.
1.3.1.4. Regional Office Property Administration
Regional /mega project property administration is responsible to control the flow and use of
properties in projects. In addition, based on enterprise level analyses, regional/mega project
property administration may provide warehouse services to projects and facilitate the supply of
properties across projects. Besides, the regional/mega project property administration is
responsible to establish stores at all projects and control the utilization of enterprise resources. This
unit is also responsible to establish property administration sections in all projects. The other
rationale for establishing property administration at region/mega project level is the presence of
procurement with the justifications described thereof. All properties the enterprise procures must
pass through normal procedures of delivery (receipt) and issue (dispatch) to prevent misuse and
abuses. Therefore, once the property administration at this level receives items that are demanded
by projects under the region, it must also issue the items to projects as per plans without causing
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delays in the project operations. The staff composition of this unit is the same as the property
administration process in the head office. The difference is in scope and hence the team leader’s
grade and qualifications. Currently there are three branch offices:
● Kombolcha
● Addis Ababa
● Tana Beles
2. Objective Of The Assignment
The objective of this TOR is to hire a highly competitive and experienced information system
Development Company for the purpose of automating the three business process of the AWWCE
namely finance, human resource and property administration core processes. The information
system development company will study the details of each business process, implement web-
based integrated system to computerize all activities and provide support free of charge for at least
one year after go-live of the project. The system should include branch offices and project offices
in addition to the head office.
To achieve the above objective, the following specific objectives have been set:
● Collecting the requirements of the system from users, customers and other stakeholders.
● Analyzing requirements, i.e., determining whether the stated requirements are clear,
complete, consistent and unambiguous, and resolving any apparent conflicts.
● Designing overall system architecture and specifying hardware and system requirements,
i.e. the data design, architectural design, and interface design which is appropriate for the
organization.
● Implementing what has been designed, i.e. converting the design into code
● Testing the implementation against the requirements to make sure that the product is
actually solving the needs addressed and gathered during the requirements phase
● Deploying or delivering the successfully tested product to the customer for their use.
● Offering training to acquire knowledge, skills, and competencies to utilize the software.
● Offering Maintenance Service for the purpose of fixing defects while the system is being
used.
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3. Scope Of The Assignment
The scope of the project is to develop an enterprise system consisting of Financial Management
system, Human Resource Management system and Property Administration Systems of the
AWWCE. The implementer should:
● Study the requirements of the organization
● Design and implement a web-based system that fully automates all activities of the three
business processes
● Deploy and configure the system so that it is accessible to all users including branch offices
and project offices
● Make sure that the system is secured and reliable having appropriate backup system
● Handle all roll-out activities until the system is stable and users are comfortable with the
system.
● Provide training to end-users, database administrators, system administrators and system
developers of AWWCE
● Support for Organizational Change Management (OCM)
● Deliver all documentations like user manual, administrators manual, requirement
document, design document, and reports
● Prepare the required hardware and infrastructure detail specification to run the solution
smoothly
● Should present Disaster recovery / Business continuity plan recommendations
● Should deliver onsite and offsite support for period of at least one and half year for free of
charge after go live/ post implementation.
4. Major Tasks and Deliverables
The automated ERP system of the three business processes (Financial Management system,
Human Resource Management system and Property Administration Systems) of AWWCE has the
following major task and deliverables.
4.1. Inception phase
Immediately following the award of contract the provider will: Conduct reconnaissance survey in
the head office and branch offices to discuss with officials and experts responsible for the day-to-
day activities of the company so as to:
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a. be briefed regarding the immediate priorities and any issues to be noted;
b. be advised as to the outcomes and relevant issues arising from different laws and previous
studies;
c. Discuss and agree management and coordination matters related to communication among
business process, with branch offices and with project offices.
d. Arrange offices where work will be carried out, any relevant parallel activities, and other
parties involved.
Based on the reconnaissance survey of offices redesigning the study method, questions and
analysis and present them to the consultant and officials of the organization to create common
understanding. A revised work plan that shows detail activities and responsible team/representative
along with their contact details has to be submitted.
In this context, the provider should note its responsibility to build the capacity of the project office,
the steering committee, and the appropriate representatives of the organization.
The Inception Period will be concluded by the presentation of a brief (not more than 15 pages)
Inception Report that will contain: a summary of the provider’s team and their responsibilities, a
revised work plan for implementation of the tasks, identification of project office members,
identification of consultant team contacts and any other issue agreed with the client during the
inception period that require clarification or resolution. The Inception report will be presented in
draft within 2 weeks of commencement of services contract. The draft will be reviewed and
commented, if any, by the consultant and the client within one week after submission.
4.2. Requirement gathering and analysis phase
At this point the implementer is expected to undertake a detail study how the existing finance,
human resource and property administration are being managed, make analysis and provide the
high level system architecture and detail system design document that shows the different
components and the way the components will interact. To the minimum the provider is expected to
carry out the following list of activities. -
a) how the existing finance, HR and property administration business processes are being
managed, define process flow of each business process
b) what are the legal requirements of each process
c) define use cases and sub process of the finance, HR and property administration process
d) map each use-case with process flows
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e) Depict integration/linkage of one with the other and other supporting systems,
f) describe the activities of each use case ,
g) identify the functional and non-functional modernization requirements of each use case
h) Determine the data requirements for producing the output
i) The final deliverable of this activity will be RAD(Requirement analysis documents)
4.3. System design phase
The implementer is expected to execute the following major tasks:
1. Architectural design: In this step, the high-level architecture of the three business
processes will have to be developed; where overall structure of the system, subsystems and
their relationships will identified.
2. Component and communication design: In this activity, the implementer has to define
subsystems, modules, components, classes and interaction among themselves and with
others systems.
3. Data design: In this step, the implementer must clearly show has the data is structured and
and stored in a database.
4. User Interface Design: based on the use-cases and components identified, the
implementer has to present easy, user-friendly, accessible, clear, concise, responsive and
attractive user interface.
5. Algorithm Design: for each defined use-case, the implementer has to show an efficient,
reliable and unambiguous algorithm using the most appropriate approach.
The output of this phase is design document which shows all elements of the system and their
interaction. This document has to be presented to be reviewed by the client and the consultant.
This phase will be completed when the implementer submits a final design document that has been
reviewed and commented.
A hard and soft copy of situation assessment, RAD, SAD (including the required Infrastructure ,
Hardware, Network and software Recommendation) documents, users acceptance criterion
documents and other supporting documents have to be submitted and presented in the presence of
responsible teams. The implementer has to develop a detailed High Level (HLD) and Low Level
(LLD) design documents.
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4.4. System implementation phase
The implementer has to customize the system as per requirement and design documents. The
system should be deployed on local servers and ready for user-acceptance test.
4.5. System testing phase

Software testing is one of the phases that the implementer has execute in order to confirm all
requirements are implemented and are without bug. The following activities should be executed:
Requirement Traceability and acceptance criteria: The quality assurance team of the
implementer should list out all functional and non-functional requirements, and analyses the
requirements, and finally a document containing user-acceptance-criteria must be prepared and
submitted.
Test Plan: Another document that the quality assurance team of the implementer must prepare is
test plan. This is a document that shows a detailed plan and strategy on how to conduct the testing.
It should contain all required resources, testing approach, professionals involved and their
responsibility and estimation of the effort required.
Test case: Based on the previously developed documents, test case document should be prepared
and submitted.
Test rooms and servers: in collaboration with the client, the system should be deployed locally
and rooms for the testing professionals and end-users have to be ready. Testers need to get
sufficient training regarding the system in order to conduct the test successfully.
Testing: The implementer has facilitate and support the actual testing of the system by end-users
and assigned professionals. The professionals will run the system, report test results, report bugs
and verify rectifications. Finally, a test report will be prepared which indicated identified errors
and modified test-cases, if any.
4.6. Rollout and maintenance
In this stage of the assignment the implementer is expected to deploy the system and support its
implementation for about one year, to the minimum the main activity covers the following.
4.6.1. Application Deployment and configuration
Supply, installation, configuration, customization, integration and testing of integrated Web-based
Information System that includes finance, HR and property administration modules together with
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the relevant and necessary database and other software. A detailed deployment and configuration
plan should be presented by the implementer.
The Implementing firm shall deploy a dedicated team experienced in customization, deployment
and/ or integration of similar systems. To list some of the activities of the team:
▪ Configuring the specific system modules, third party bolt-on applications, development
of interfaces wherever and whenever necessary.
▪ The Implementing Firm shall ensure that the system provides adequate interfacing
mechanisms (both at the application and data level) with a view to integrating future
applications.
▪ Interfacing with other systems shall follow industry standards such as Application
Programming Interface (API’s) and web services.
▪ Implementing Firm shall supply the application, database and related software,
integration tools, along with the requisite perpetual licenses for the system.
▪ The Implementing firm shall also describe the process to be followed for installing and
operating the same.
▪ The Implementing Firm shall create all necessary master files for the system.
4.6.2. Data Migration
Data clean-up & reconciliation of legacy data Methodology: Legacy system Data preparation,
extraction & validation.
4.6.3. Support and maintenance
▪ The implementer should provide at least one year onsite and one year offsite free of
charge support after the successful implementation of the entire system (post go live
support).
▪ The implementer should arrange and cover all costs of vendor’s support for at least one
after the successful implementation of the entire system (post go live support).
4.6.4. Manuals development
To facilitate the training, testing, operation and maintenance of the system the implementer is
expected to develop at least the following manuals in English and Amharic (optional)
● End User Manual
● Technical Support manual
● System administration Manual
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● System Development and customization Manual
● Testing Manual and Test cases
4.6.5. Users, System developer and administrators training
The implementing firm shall train the designated end users and Super users in using the developed
application and train the designated technical users on the administration and maintenance of the
solution. The bidder must provide “Hands-on” training on all the functionalities of the solution for
all the different types of users: End users, Super Users and administrators. The implementer should
publish a training calendar well in advance before commencement of training. During the training,
training materials should be provided to the participants. In addition, selected developers of the
client should get training on how to customize and fix bugs.
4.6.6. Warranty
The vendor through the implementer should provide warranty for a period of five years.
5. System specification
The system is expected to automate all activities of the three business processes name finance, HR
and property administration. The system should have three subsystems: Finance management
system, Human Resource management system and Property Administration system. Each of the
subsystems is expected to handle the tasks and information management of the corresponding
business process.
5.1. General features
Those features are applicable to all subsystems as general features of any standard integrated
system.
Security: The system should have state of the art security mechanisms which includes input
validation, authorization, authentication and captcha.
Logging and auditing: all activities should logged and the system should have auditing features.
Backup and replication: The system should have automatic backup and disaster recovery
mechanisms. In addition, failure of one of the servers should not disrupt the system.
User interface: The system should have easy interface to users and administrators
SMS and Mobile: The system should have SMS and emails alerts and support handheld devices
and mobile access features.
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Offline Service: The system should provide offline service to branch offices, project sites and
head office users in cases of network failure and central server unavailability. It should
synchronize later when connection is available.
Integration: The system should allow future expansion and integration with other systems and
devices such as biometric and RFID, Biometric devices and Smartcards.
Email and notification: The system should have email and other notification mechanism
Policy: All policies and regulations of the organization must be enforced.
Business Intelligence: The system should have report analysis and trend prediction features.
Self Service: Deliver employee self-services that give workers personalized access to their data
and get online service from finance, HR and property administration business process.
Language: The system should support at least two languages: Amharic and English.
Date: The system should support both Gregorian and Ethiopian calendars.
5.2. Financial Management System Features
This system manages all the financial aspects of enterprise, which is more concerned about
gathering, recording, analyzing, interpreting, and communicating information of an organization’s
financial performance and risk. This system should be designed to enable the finance team to
manage their daily activities and to generate timely financial reports. General features of the
finance management system include but not limited to:-
● Budget plan preparation is more efficient and effective.
● Preparing financial statements
● Maintains separate journals for accounts payable, accounts receivable, inventory
control and payroll for streamlined report generation.
● The resource incurred on budget collection, balance adjustment and payment related
matters are improved.
● Maintaining of accounts and balance adjustment are done instantly.
● Maintains vital credit information that provides you with detailed payment
information like average days to pay and full account history.
● Generating formal and custom reports for the purpose of auditing is simple and
effective.
● Managing the organization’s financial loan and debt is efficient and effective.
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● Preparing various letters and generating reports is fast, accurate and cost effective.
● Keeping track of payments for goods and services is efficient and effective.
● Managing remissions, write-off and fees, and charges is efficient.
● Record each attributes of purchased or acquired items by their category
● Record and track stock movements
● Cost items by user defined costing methods
● Check stock balance with the stock levels
● Prepare inventory count sheet for annual inventory
● Reconcile physical inventory count and stock balance
● Generate different reports such as stock volume in quantity and value, depreciation,
inventory count variation, timely stock consumptions, stock movements, stock
levels and, other predefined reports
● Reporting unspent and sinking funds is done instantly.
● Managing money disbursement is simple and effective.
The system is expected to automate all activities of the finance business process including branch
Offices and project offices. To list some of the modules:
a. Maintenance of accounts: The system maintains financial accounts, financial
management, financial analysis and make balance adjustment
b. General Ledger and subsidiary Ledger: The Financial Ledger sub system maintains
current financial information, as well as transaction history and budget information.
c. Account Receivable: maintain customer accounts, enter or import transactions from
various sources and print invoices. Tracks open item accounts and produces monthly
statements, Generate Customer Aging Reports using different user-defined aging periods, it
records customer invoices or sales transactions on account.
d. Account payable management: handles all your payable record-keeping and reporting
needs, used to setup and maintain Consultant’s accounts, enter or import transactions from
various sources and print checks.
e. Cost Accounting: use in tracking actual costs and in comparing these actual costs to
planned costs yielding valuable variance analysis data, breakdown cost by department/work
center, track variance, fixed asset, miscellaneous cost, cost at Job/shop order/Item level
timely stock/consumptions
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f. Bank Reconciliation :used to manage cash at bank and cash at book/enterprise/
g. Budget auditing management [internal and general auditing]: The system generates
formal and custom reports which helpful for auditing projects
h. Public loan and debt management: The system manages financial loan and dep’t of the
organization
i. Reports and letters management: The system prepares letters and generates reports of
different type such as Account Detail Report, Balance Sheet (Standard and
Comparative),Budgets Worksheet, Chart of Accounts, Flash Reports ,Income Statement,
Journal Report, List of Account Balances, Account Budgets, Departments, Recurring
Journal Entries, Statement of Cash Flows, Trial Balance Reports, Working Trial Balance
j. Payment for goods and services management: The system keeps track of payments for
goods and services
k. Remissions, write-off, fees and charges management: The system manages remissions,
write-off and fees, and charges
l. Public money disbursement management: The system makes manages the money
disbursement [payrolls, payments of different types]
m. Unspent and sinking funds management: The system reports unspent and sinking funds
n. Revenue management: the system manages all types of revenues
o. Expense management: the system manages all types of expenses
p. CPO management: the system manages all CPO-related transactions
q. Budget preparation: The system lets the budgeting unit prepare annual budget
r. Plan and Budget approval notification: The system enables concerned bodies to approve
the plan and budget, and notify all respective units
s. Budget transfer management: The system manages the transfer of budget from one type
to another both at budget owner and organization level
t. Ledger preparation: The system helps offices in preparing budget ledger as per to the
need/format of the organization
u. Additional budget management: The system manages the additional budgets in the
manner that is helpful for auditing and decision
v. Budget allocation and balance maintenance: The system keeps track of the budget
allocation and maintains balance of each of the budget types
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w. Performance evaluation: The system enables the organization to evaluate its performance
against its plan and budget allocation and use
x. Budget use and plan report: The system generates formal and custom reports of various
types.
y. Fiscal Plan: prepare enterprise strategic plan, Annual, Quartile and Monthly Fiscal Plan of
each department.
z. Enterprises’ Financial plan: used to prepare budget/Administration Cost plan/, Revenue,
Financial Supply, purchase plan, Investment cost, Depreciation cost plan.
aa. Cost Benefit analysis: enables to evaluate and the overall loss and profits of the enterprise
bb. Reports: Produce the necessary financial report and evaluation (progress and final reports)
cc. And many more related tasks and integrations with human resource management and
property administration systems.
dd. The system should transfer payroll journal transaction to General Ledger Automatically
ee. System should generate Retention per project and Aggregate reports.
ff. The system should generate journal transaction from payroll.
5.3. Human Resource Management System Features
This system manages all the human resource aspects of Enterprise, which is more concerned about
gathering, recording, analyzing, interpreting, and communicating information of an organization’s
human resource performance and risk. This system should be designed to enable the human
resource team to manage their daily activities and to generate timely reports. General features of
the human resource management system include but not limited to:-
● Vacancy announcements, applications and selections process is performed in very
short period of time with greater consistency.
● Complete employee information is available for the organization.
● Identifying and analyzing vacant positions is a matter of click event.
● Fast and Effective Employee promotion is delivered in accordance with the
organization guidelines and principles
● Service quality and consistency to employees is improved.
● The involvement of HR personals to focus on strategic rather than administrative
issues is highly improved
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● The management of complex and diverse benefits, incentives and compensations to
employees is becoming trivial process.
● Tracking and reporting of employee time, attendance, punctuality and leave is
accurate and time saving.
● Employee time and attendance tracking generates worked hours and pay reports
instantly.
● The system should be able to show shortlisted, selected, reserved and rejected
candidates in recruitment
● The system should handle issues associated with trainee commitment and
obligations after completing the training; training budget, training planning; and
options of training payment per the requirements of AWWCE
● Support planning, analysis, budgeting, recruitment, compensation, employee
development, and cost management processes on any device.
● The time taking and effort requiring process of payroll preparation is a matter of
click event keeping its accuracy and saves both time and resources.
● Generating various simple to complex reports is simple and does not need experts.
The system is expected to have the following modules:
i) Employee recruitment and selection: system should provide online vacancy
announcements, online applications and selections management.
ii) Personal information management: the system should store complete employees
information which acts as a central database and provides an administration
interface
iii) Manpower planning and analysis: the planning of recruitment and analyze vacant
positions with respect to required man power both in terms of quality and quantity
iv) Employee education, training and development: system should administer and
track employee training and development efforts in relation with employee
promotions and career growth.
v) Employee compensations, incentives and benefits: manages employee’s
participations in benefits programs analyze incentives distributions among
employees; and track and record compensations given to employees; manages
allowances and service costs (bills, mobile cards, e.t.c).
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vi) Staff insurance management: manages staff insurance and related
vii) Employee performance evaluation and rewarding: the system should provide
performance evaluation and rewarding management mechanisms based on the
regulations of the organization.
viii) Time and Attendance management: provide timesheet, attendance and over all
employees working hours in a week/month/year and should communicate with
fingerprint terminal.
ix) Leave, employment termination and public holiday’s management: caters for
all leave application & approval processes and is able to display information
on leave entitlement‚ employment termination, balance‚ history, and public
holidays in a week/month/year.
x) Payroll Preparation: includes calculations for leave/absence, hours worked,
overtime, bonuses and commissions, contributions, deductions and taxes
xi) Document management: enables to keep all relevant documents of the
organization and individuals like different letters, agreements, documentaries,
photos and etc…for further reference in organized manner, search functionality and
generate different reports.
xii) Report generation: the system should generate various standard and custom
reports depending on the role of the user
xiii) Employee scheduling: easily schedule shifts and attendance, and keep track of who
is doing what at any moment of time and improve cooperation between departments
and changes in the schedule.
xiv) Interaction with finance and property administration: should have features that
handle interaction and communication tasks and integrations with finance and
property administration systems.
5.4. Property Administration System Features
This system manages all property administration aspects of Enterprise, which is more concerned
about gathering, recording, analyzing, interpreting, and communicating information of an
organization’s property administration performance and risk. This system should be designed to
enable the property administration team to manage their daily activities and to generate timely
reports. General features of the system include but not limited to:-
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● Property acquisition and receiving process is effectively managed
● The process of property issuing and returning is simple and efficient
● Managing fixed asset needs less effort and saves time and money
● Instant identification of the current status of items for disposal, maintenance and
other purpose is highly efficient.
● Valuation of fixed assets and preparing appropriate report for decision makers is
fast and saving resources.
● Different depreciated items are identified and reported instantly for different
purposes.
● The process of identifying and inspecting Stock assets is a matter of click event.
● Inventory process is fast, accurate and cost effective.
● The managing of shelves is efficient and effective.
● Monitoring and control of items at the Gate is effective and efficient.
● The process of preparing and generating various complex reports in different
formats is effective and accurate
The property administration department is responsible for the property acquisition, stock
management, and fixed asset management, valuation of fixed items and disposal of out of service
items. In automating this department, the system is expected to have at least the following
modules:
a) Property acquisition and receiving: includes acquisition of fixed and consumable
items from suppliers or donors, approval by concerned bodies, receiving and
delivery notification to finance department for financial decisions
b) Property issuing and returning: includes online requisition, issue approval, and
return of fixed items.
c) Fixed asset management: managing already issued items, status and location of
items, transferring of items to others.
d) Property disposal: damaged, out of service or expired items should be managed
and presented for decision. In addition, the system includes cannibalization of
spare-parts.
e) Fixed asset valuation: automatic valuation of goods and reporting to finance
department
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f) Inventory valuation: automatic valuation of consumable and fixed assets on stock
g) Fixed asset depreciation: related with valuation, depreciating items should be re-
evaluated and reported
h) Stock Identification and Inspection: Fixed assets and supplies should be
categorized and labeled with system readable technology like barcodes while in
stock or issued for use
i) Stock Accounting, recording and reporting: at any time, the system should keep
record of items to indicate items on stock, issued, returned and disposed.
j) Stock taking and stock control: annual counting of stock and fixed assets
management, report results and differences.
k) Store transfer: manage items moving from one store to another store or a
temporary store, online tracking of items, store keep assignment and replacement
l) Stock shelf management: manage shelves based on categorization, locate items on
shelf, manage free shelves and suggest location for delivered items.
m) Property Gate-pass: provide interface to security personnel at the gate, manage
items moving outside the compound, confirm delivery during return or delivery in
other stores
n) Inventory Control: maintains detailed perpetual inventory records and produce
reports to help manage stocks effectively. Generate different reports such as stock
volume in quantity and value, depreciation, inventory count variation, timely stock
consumptions, stock movements, stock levels and, other predefined reports.
o) Report generation: standard reports and custom reports based on user needs
should be generated.
p) Interaction with finance and human resource: should have features that handle
interaction and communication tasks and integrations with human resource
management and property administration systems.
6. Accountability and Reporting
The implementer/ developer will be accountable and responsible for reporting and will report
directly to the project office of AWWCE. The implementer will work closely with the AWWCE
project office, Human resource, Finance and Property administration specialists, and other
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members of the AWWCE workers. The implementer is also responsible to submit detailed
reporting schedules with expected deliverables.
Amhara Water Works Construction Enterprise (AWWCE) is client of this project. A project office
will be established that will be official responsibility on manage the implementation on behalf of
the management. Project office will consist of IT experts, finance business process experts, HR
business process and Property administration experts. The project office together with the
consultant will follow-up and supervise the implementation of the system and report the progress
to the management.
Bahir Dar University is consultant of this project. A team of experts from the university, together
with the project office, will supervise and consult the client on all technical activities of the
implementation. The consultant should evaluate the progress of the implementation and approve
payments.
7. Proposal preparation
The Proposal shall be formatted in accordance with all the requirements specified in this RFP.
● The Proposals shall include detailed/ brief /technical and financial information of the
Consultant’s proposed solution to the project in two separate sealed envelope document
packs marked Technical Proposal and Financial Proposal.
● The proposal shall focus and provide on preparing all the methodologies and approaches
the company will implement to provide the system meeting the requirements specified.
● Proposal Letter/Certificate of acceptance and any documents submitted shall be executed
by an authorized signatory of the company.
● Proposers should attach at least three successfully completed projects in web based
Software Development or customization with the required technology and demonstrates
knowledge of the enterprise current needs.
● Resumes of the staff members who will be actively involved in the project should be
attached in the proposal document with each role specified. Staffs members experience on
the required technologies, frameworks, and Integrated Development Environment are
considered as the most important criteria or precondition.
● In addition to the requirements specified, additional methodologies and functionalities are
appreciated.
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● AWWCE expects the implementer to fulfill all the functional and technological
requirements for the development of the systems.
● Implementer’s proposal in response to this RFP will be incorporated into the final
agreement between the Enterprise and the selected Implementer. The submitted proposals
should include but not limited to each/some of the following sections as guideline:
o Executive Summary
o Company's background/profile
o Approach and Methodology
o Project Deliverables
o Project Management Approach
o Project Staging and Scheduling
o Task Management and Tracking
o Risk management and mitigation
o Project Meetings and Documentation
o Appendix: Project Team Staffing
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The number of User for each business process
No Business Function Number of concurrent users Remark

1 Finance Business process 137
2 Property Administration Business Process

65
3 Human Resource Management and Payroll
65
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Bid Evaluation Format for ERP Solution
Technical Evaluation criteria for Selection of a bidder
Summary of technical Score Point Company/ Other entity

proposal evaluation Weight obtainable
A B C D E
form
1 Expertise of Firm 26% 26
2 Proposed work plan 50% 50
and Approach
3 Personnel 24% 24
Total 100% 100
Evaluation forms for technical proposals follow on the next two pages. The obtainable number of points
specified for each evaluation criterion indicates the relative significance or weight of the item in the overall
evaluation process. The Technical Proposal Evaluation Forms are:
Form 1:- Expertise of Firm/Organization submitting proposal
Form 2:- Proposed Work plan and Approach
Form 3:- Personnel
Note: The score weights and points obtainable in the evaluation sheet are tentative and should be changed
depending on the need or major attributes of technical proposal.
Form 1:-Technical proposal Points Points Remarks

evaluation Obtainable obtained
Expertise of Firm/Organization Submitting proposal
1.1 Reputation of Firms and Staff 5

(Competence/Reliability;
proof of Authorization to bid,
partnership with vendors, on
time accomplishment of
previous projects)
1.2 General Organizational 5

capacity which is likely to
affect implementation (Size of
the firm, project financing
capacity, No of employees,
logistics)
1.3 Extent to which any work 2
would be subcontracted
(subcontracting carries
additional risks )
1.4 Quality assurance and risk 4
management procedures,
mitigation approach and
warranty
1.5 Relevance of:- 10
● Specialist knowledge
● Experience on Similar
projects
● No of successfully
accomplished projects
● no of projects
implemented in
Ethiopia
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Form 2:- Technical Proposal Points Company/Firms

Evaluation Obtainable Points Remarks
obtained
Proposed work plan and Approach
2.1 To what degree does the firm 10
understand the task (sufficient
understanding of the business
processes, context of the
enterprise)
2.2 Have the important aspects of 10
the task been addressed in
sufficient detail?
✓ Detailed project plans
with clear milestones
✓ Project risk management
✓ Knowledge transfer and
training to end user and
system administrators
✓ Professional certification
for technical staff of
AWWCE
✓ Project documentation
2.3 Do the different components of 18

the project adequately weighted
and appropriate framework
adopted?
✓ Requirement elicitation
and analysis
✓ Customization and
implementation
✓ Testing and deployment
✓ Support and maintenance
✓ Roll out and data
migration
2.4 Is the proposal based on a 2

survey of the project
environment
2.5 Is the presentation clear and is 10
the sequence of activities,
millstones and the planning
logical, realistic and promise
efficient implementation to the
project?
Sub total 50
Form 3: Technical Proposal Evaluation Points Company/Firm

Obtainable Points Remarks
obtained
3.1 Project Manager
General Qualification (academic) 10
-National Experience 10
-Training with relevant industry certification 10
(project management)
-Professional Experience in the area of 10
specialization (project management, ERP
solution implementation)
Sub total 40
3.2 Technical Experts
General Qualification (academic) 10
-National Experience 5
specialization (ERP solution implementation)
Sub total 40
3.3 Function Consultant
General Qualification 5
-National Experience in the area of 5
specialization
specialization
Sub total 20
Total part 3 100
NB: The score obtained in form 3 will be converted to 24 %

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Request For Proposal

d) The bidder should provide the following documents:

● Bidder must propose a core project management team composed of experienced

● Experience of the Bidder as Primary Contractor in implementing proposed ERP Solution

REQUEST FOR PROPOSAL (RFP)

Supply, Customization and Implementation of Enterprise

Subject of Procurement: Amhara Water Works Construction

Procurement Reference Number: Ref No Awwce ICB Main 02/2011

Bahir Dar, Ethiopia

Part 1 Bidding Procedures I

Part 1 Bidding Procedures

AWWCE ERP solution- October 2018

E. Evaluation and Comparison of Bids 15

AWWCE ERP solution- October 2018

Section I. Instructions to Bidders

Bidder during the procurement or the execution of that contract.

3.7 Subject to AWWCE Procurement Directive, a candidate or a bidder aggrieved or is likely to

B. Contents of Bidding Document

9. Pre-Bid Conference and Site Visit

15. Financial Standing of the Bidder

shall be in the form of literature, diagrams, certifications, drawings brochures, or data,

will be openly shown.

19. Alternative Bids

disqualified from further bid proceeding.

21.6 The bid security may be forfeited:

(b). Bidder Certification of Compliance (form furnished in Section 4, Bidding Forms)

D. Submission and Opening of Bids

24.2 The inner and outer envelopes shall:

“Withdrawal,” “Substitution,” “Modification;” and

E. Evaluation and Comparison of Bids

34. Preliminary Examination of Bids

Contract may result in the rejection of the Bidders’ Bid.

34.3 AWWCE may determine bid as not responsive when:

35.3 Professional admissibility

36.4 To evaluate a bid, AWWCE shall consider the following:

38. Post-qualification Evaluation

Section 2. Bid Data Sheet

Section 2. Bid Data Sheet (BDS)

ITB 21.1 A bid security shall be required.

ITB 36.6 Multiple award to one Bidder shall not be permitted.

Section 3. Evaluation Methodology and Criteria

1. Professional, Technical, and Financial Qualification Criteria 1

Section III of IX [insert name of public body]

Page 1 of 4 Issued by: [insert name of public body]

Adequately meets most of the requirements of the criteria. May be lacking in

Page 2 of 4 Issued by: [insert name of public body]

Page 3 of 4 Issued by: [insert name of public body]

Section 4. Bidding Forms

A. Bid Submission Sheet 1

A. Bid Submission Sheet

Dated on [insert day] day of[insert month], 20[insert year of signing]

B. Price Schedule for Information System

[Note to Public Body:

Bidder’s Legal Name:

Legal Address in Country of

Historic Information for Previous [insert number of years] Years

Annual Turnover Data

3. Technical Qualifications, Competence, and Experience in the Procurement

No pending litigation in accordance with Sub-Factor 1.2(c) of Section 3, Evaluation and

5. Current Contract Commitments / Installation in Progress

6. Professional Qualifications and Capabilities

Year before last Last year This year

Additional Knowledge and Resume Page