Request for Proposal for Digitilization of the Rwanda Bar Association Services

REQUEST FOR PROPOSAL

Project: DIGITILIZATION OF THE RWANDA BAR ASSOCIATION SERVICES

Introduction

Rwanda Bar Association is a legal professional organization that was created by an Act of Parliament in 1997, law No 03/1997. This law was amended by law No 83/2013 of 11/09/2013, establishing Rwanda Bar Association in Rwanda, determining its organization and functioning. Rwanda Bar Association started with 37 advocates. Today, the Rwanda Bar Association count a membership of 1600, who work across the whole country and represent litigants in courts of law, arbitration, and mediation. The same lawyers also play a key role in advisory and transaction services to various investors that Rwanda attracts.

To align with Rwandan strategy to become a leading ICT hub in Africa whilst modernizing the economy using ICT as an engine for accelerated development and economic growth, and global competitiveness. Rwanda Bar Association would like to invite the qualified and experienced Software development companies to automate the following:

• Rwanda Bar Association secretariat Administration services (Rwanda Bra Association Management information system)
• Rwanda Bar Insurance Management information system

Tender date: Tender is open for 15 days from 21/10/2024- 4/11/2024, 5:00pm

Objectives:

Objectives of this assignment shall concern in developing a system that shall facilitate the following:

• Increased information accessibility for RBA Members, secretariat and the general public
• Easy interaction and keep of data from various sources.
• Improved data entry, data accuracy, and data sharing for adequate monitoring and reporting.
• Enhance statistics and data processing about RBA Members and the General public interacted with RBA MIS
• Increased predictability and simplicity of the RBA management
• Increased effectiveness in the organizational management
• Increased organizational integration with in EAC and other international professional legal practitioners
• Easy management of RBA medical scheme

Requirements for RBA membership management module

RBA Management Information System has been developed to help the RBA management to manage and share information with the following three audiences:

• The General public: any person/institution that my needs general information about an advocate or interact with RBA secretariat
• RBA members.
• RBA Secretariat

The system shall be able to provide the following functionalities:

• The system shall allow RBA Member to request and receive Virtual professional card, To Whom It May Concern, CAPA certificates; Training certificates, Meeting certificates.
• The system shall allow RBA Member to request service or information and receive a feedback from RBA secretariat (Information desk).
• The system shall allow the secretariat staff to invite meetings, publish and send reminders, Record attendances, share meeting materials and meeting reports.
• The system shall allow Member to receive meeting notifications, book for a seat, sign for attendance and receive attendance certificates
• The system shall allow applicants to submit application for admissions, provide feedback to applicants and produce selection results.
• The system shall allow staff in charge of CLE to create, schedule, publish trainings, the user shall also be able to record attendances, track compliance and export reports (Quarterly, annual, etc)
• The system shall allow members to receive training notifications, view published trainings, book seat for training, sign attendance track compliance and received training certificates.
• The system shall provide Ability for the General public to submit and follow up request for probono and complaints
• The system shall allow member to submit and follow up complaints
• The system shall provide Ability for legal aid staff to manage legal aid services
• The system shall Allow other institutions to Verify Advocate’s ID, submit complaints and request for legal aid services
• The system shall Allow the general public search and connect with advocates
• The system shall allow the staff in charge of disciplinary to manage submitted disciplinary cases. Assign or forward cases to the president and Disciplinary committee
• Ability for Bulk email to disseminate different Official communique to Advocates and be able to track email delivery status
• The system shall allow advocates’ networking
• The system shall allow members to vote (Election board)
• The system shall allow RBA Staff to create, view, export reports
• The system shall manage member’s payment.

Requirements for medical scheme management module

• The system shall establish exhaustive database of all affiliates and dependents
• The system shall be able to provide virtual insurance cards and verify validity
• The system shall allow medical facilities and pharmacies to continuously verify accredited insurance beneficiaries.
• The system shall allow medical facilities to perform medical processes for beneficiaries and submit invoice. Health care officers shall be able to track immediate partners’ activities.
• The system shall allow pharmacies to record medical prescription following the currently approved tariff, generate and send/share invoice depending on category.
• The system shall allow health care officers to continuously view/ react to invoices submitted by partners.
• The system shall provide portal for medical facilities and pharmacies and be able to generate and share invoices
• The system shall allow health care officers to verify submitted Invoice and manage claims, Partners shall be able to update, provide feedback, follow up and confirm agreed final invoice.
• The system shall allow Health care officers to approve and forward invoices to Finance for payment
• Provide ability for health care officers to approve or reject services acquiring administration approval before treatment as well as providing commitment certificates
• The system shall have members portal
• The system shall allow medical partners to request for approvals and health care officers to approve, reject requests.
• Ability to upload tariff for public and private hospitals in their respective categories and RBA instructions and be able to update where necessary.
• The system shall be able to provide all necessary reports from information provided by Medical facilities and pharmacies
• The system shall allow private chart between Health care officers and medical partners
• The system shall allow health care officers to Continuously Manage beneficiaries’ consumption.
• The system shall allow Health care officers to send communications to partners and beneficiaries (Bulk email)
• The system shall allow HCO to create, view, export reports

Response structure

All responses to this proposal must follow the structure given below:

• Executive Summary
• Company Profile (Describe your organization’s core businesses, products, services, markets, awards, etc.)
• Similar Experience & Customer References
• Requirements Understanding / Scope of Work (Please illustrate that you have understood our requirements.)
• Vendor Eligibility Criteria (as per section 7 of RFP)
• Proposed Solution Description with screenshots of the interface
• Implementation Approach / Deliverables / Training Details
• Post Implementation Support / SLA
• Project Plan / Timelines
• Project Management Approach (Please illustrate your project management approach in terms of proposed team structure, communication plan, escalation management, quality plan and any other relevant information)
• The response must come up with explanation value added service.
• The response must propose approach towards fraud management.
• The response must propose an architecture that will easily respond to the continuous improvement of the system
• The proposal need to clarify the approach for the integration with hospitals and pharmacies systems
• Pricing Details

Deliverables

Rwanda Bar Association Management information system with the following modules:

• Medical Insurance Management module
• Membership Management module

Tendering requirement

• Must have a valid practice certificate
• Must have a TIN and VAT registration certificate
• Must have the RRA certification Certificate and Tax Clearance certificate.
• Must not be under investigation for malpractice or under any disciplinary action by any professional body.
• Must be in practice for at least 3 years.

 Tender instructions

You must include a cover letter stating:

• Overview of the company, including number of years in software development industry.
• Proposed remuneration rates.
• All bids should be in local currency (Rwf) only.

In addition to the cover letter, the following items are required as a part of the proposal:

• Business Registration Certificate
• Proof of using EBM invoice
• List of major clients/references (minimum 3 – maximum 5).
• Names of the Partners and their biodata

In the event of additional queries or clarifications, our secretariat team will get in touch with you.

Contact Person 0788440466.

Successful bidder will be notified via our Procurement email tender@rwandabar.org.rw  by 20th November 2024 before 5pm.

Disqualification

Please note that any one or more of the following will result in automatic disqualification of the tender:

• Incomplete proposals
• Bids that are delivered/submitted past the indicated deadline 04th November 2024 at 5:00 pm
• Misrepresentation of documents

The expression of Interest should be sent to the Rwanda Bar Association through email at tender@rwandabar.org.rw. The deadline for submission is 04th November, 2024 5:00pm

Moïse NKUNDABARASHI (Adv.)

President, Rwanda Bar Association