Bidding Document For Core Bank System For Tadb 2018

THE UNITED REPUBLIC OF TANZANIA
TANZANIA AGRICULTURAL DEVELOPMENT BANK LIMITED (TADB)
PRO C U RE ME N T DOC U ME N TS
Bidding Document for Supply and Installation of Core Banking System for TADB
Issued on: January, 2018
ICB No: PA/135/2017/HQ/G/06
Employer: Tanzania Agricultural Development Bank
Country: Tanzania
iiSummary Description
Foreword
This Standard Bidding Document (SBD) for Procurement of Goods (together with its User’s Guide) has
been prepared by the African Development Bank, and is based on the 2008 and 2009 versions of the
Cross-Harmonised Master Document for Procurement of Goods prepared by the Multilateral
Development Banks and International Financing Institutions. This SBD reflects the structure and the
provisions of the Master Document for Procurement of Goods, except where specific considerations
within the African Development Bank have required a change.
This SBD for Procurement of Goods shall be used by Borrowers for procuring Goods contracts valued
higher than UA 300,000 under International Competitive Bidding (ICB) procedures. However, this SBD
may also be adapted for National Competitive Bidding (NCB) situations, where conditions have been
determined to be appropriate, with the approval of the Bank.
The Bank’s documentation on the SBD for Procurement of Goods has been organized into two (2)
separate volumes:
 SBD for Procurement of Goods; and
 User’s Guide for the SBD for Procurement of Goods.
Those wishing to submit comments or questions on these documents, or to obtain additional information on
procurement under Bank-financed projects, are encouraged to contact:
Procurement & Fiduciary Services Department (ORPF)

African Development Bank (www.afdb.org)
Temporary Relocation Agency – Tunis (Tunisia)
13 Avenue du Ghana
BP. 323, 1002 Tunis-Belvedere
Tunisia
Tel.: +216 - 71 102 027
Fax: +216 - 71 831 552
E-mail: procurementpolicy@afdb.org
Procurement & Fiduciary Services Department (ORPF)

African Development Bank (www.afdb.org)
Headquarters – Abidjan (Côte d'Ivoire)
5 Avenue Joseph Anoma
01 B.P. 1387, Abidjan 01
Côte d'Ivoire
Tel.: +225 - 20 20 44 44
Fax: +225 - 20 21 77 53
E-mail: procurementpolicy@afdb.org
Summary Description
The use of this Standard Bidding Document for Procurement of Goods and its User’s Guide normally
applies in situations where no Prequalification has taken place before bidding.
However, if a Prequalification process is undertaken, then the Qualification Criteria stipulated in Section
III, Evaluation and Qualification Criteria must be updated to ensure that the Bidder and any
Subcontractors shall meet or continue to meet the Criteria used at the time of Prequalification.
A brief description of the parts, sections, and contents is given below.

SBD for Procurement of Goods
PART 1 – BIDDING PROCEDURES
Section I: Instructions to Bidders (ITB)

This Section provides information to help Bidders prepare their bids. Information is also
provided on the submission, opening, and evaluation of bids and on the award of
Contracts. Section I contains provisions that are to be used without modification.
Section II. Bid Data Sheet (BDS)
This Section includes provisions that are specific to the bidding process and supplement
Section I, Instructions to Bidders.
Section III. Evaluation and Qualification Criteria
This Section specifies the criteria to be used to determine the lowest evaluated bid and
the requirements for the Bidder’s qualification to perform the contract.
Section IV: Bidding Forms
This Section includes the forms which are to be completed by the Bidder and to be
submitted as part of its bid.
Section V. Eligible Countries
This Section includes information regarding eligible countries.

PART 2 – PURCHASER’S REQUIREMENTS
Section VI. Requirements

This Section includes the List of Goods and Related Services, the Delivery and
Completion Schedules, the Technical Specifications and the Drawings that describe the
Goods and Related Services to be procured.
PART 3 – CONDITIONS OF CONTRACT AND CONTRACT FORMS
Section VII. General Conditions (GC)

This Section contains the general clauses to be applied in all contracts. The text of the
clauses in this Section shall not be modified.
Section VIII. Particular Conditions (PC)
This Section contains clauses specific to each contract that modify or supplement
Section VII, General Conditions.
Section IX: Contract Forms
This Section includes the forms which, once completed, will form part of the contract.
These forms shall be completed only by the successful Bidder after contract award.
TANZANIA AGRICULTURAL DEVELOPMENT BANK (TADB)
INTERNATIONAL COMPETITIVE BIDDING

SPECIFIC PROCUREMENT NOTICE (SPN):
Date: 31st January, 2018

Loan No: 2100150036553
IFB No: PA/135/2017/HQ/G/06
FOR
SUPPLY AND INSTALLATION OF IT SOFTWARE (CORE BANKING SYSTEM, TREASUSRY AND

FINANCIAL MANAGEMENT MODULES)
1. This Invitation for Bids follows the General Procurement Notice (GPN) for this project that
appeared in UNDB online dated 03.07.2017 and on the African Development Bank Group’s
Internet Website dated 03.07.2017.
2. The Government of the United Republic of Tanzania has received Financing from the African
Development Bank in various currencies towards the cost of ICT Implementation Project. It is
intended that part of the proceeds of this loan will be applied to eligible payments under the
contract for Supply and Installation of Core Bank System.
3. The Tanzania Agricultural Development Bank now invites sealed bids from eligible bidders for
Supply and Installation of Core Bank System as follows:
SUPPLY AND INSTALLATION OF CORE BANK SYSTEM

Name of the Bid/ Contract No of Expected Bid Security
Licenses delivery period
Supply and Installation of IT Software(Core 25 60 days USD 7000
Banking System, Treasusry and Financial
Management Modules)
4. Interested eligible bidders may obtain further information from and inspect the bidding
documents at the office of the Secretary, TADB Tender Board, Acacia Estates, 3 rd Floor Plot No.
84, Kinondoni Road, P. O. Box 63372, 14109 - Dar-es- Salaam, from 08.00 to 17.00 hours from
Monday to Fridays inclusive except on public holidays.
5. A complete set of bidding documents may be purchased by interested bidders on the submission
of a written application to the above and upon payment of a non-refundable fee of TZS 100,000
(Tanzanian Shillings One Hundred Thousands Only) or Fifty United States Dollars (USD,
50.00). Payments in Tanzanian Shillings should be made to Tanzania Agricultural
Development Bank account, CRDB Bank PLC, Azikiwe Street, Deposit Taking Account, A/C
No. 015-0211608500 while payments in United States Dollars (USD$) should be made to
Tanzania Agricultural Development Bank account, TIB Corporate Bank Limited, A/C No.
005200001061802 (Swift Code: TAINTZTZ)
Section I. Instructions to Bidders 2
6. The provisions in the Instructions to Bidders and in the General Conditions of Contract are the
provisions of the African Development Bank Standard Bidding Document: Procurement of Goods
or Procurement of Works.
7. Bids must be delivered to the above office on or before 11.00 Hours on Friday, 16th March,
2018 and must be accompanied with an unconditional guarantee (bid security) issued by a
reputable bank amounted to United States Dollars (USD$) 7,000.00
8. Bids will be opened in the presence of bidders’ representatives who choose to attend at 11.00
hours on 16th March, 2018 at the Procurement Management Unit Office, 3rd Floor TADB
Conference Room, Acacia Estates Plot No. 84, Kinondoni Road, P. O. Box 63372, 14109 - Dar-es-
Salaam.
ACTING MANAGING DIRECTOR

TANZANIA AGRICULTURAL DEVELOPMENT BANK LIMITED (TADB)
Section I. Instructions to Bidders
3
Preface
This Bidding Document for Procurement of Goods has been prepared by Tanzania Agricultural
development bank and is based on the Standard Bidding Document for Procurement of Goods issued by
the African Development Bank, dated June 2010.
The Standard Bidding Document for Procurement of Goods reflects the structure and the
provisions of the Master Document for Procurement of Goods, prepared by Multilateral Development
Banks and International Financing Institutions, except where specific considerations within the African
Development Bank have required a change.
Standard Bidding Document
Table of Contents
PART 1 – Bidding Procedures .........................................................................................................................................
Section I. Instructions to Bidders .....................................................................................................................................................3

Section II. Bid Data Sheet .................................................................................................................................................................. 23
Section III. Evaluation and Qualification Criteria ................................................................................................................... 29
Section IV. Bidding Forms................................................................................................................................................................. 37
Section V. Eligible Countries ............................................................................................................................................................ 65
PART 2 – Purchaser’s Requirements ....................................................................................................................... 67
Section VI. Requirements .................................................................................................................................................................. 69
PART 3 –Conditions of Contract and Contract Forms .................................................................................... 241
Section VII. General Conditions ................................................................................................................................................... 242

Section VIII. Particular Conditions ............................................................................................................................................. 264
Section IX. Contract Forms ............................................................................................................................................................ 269
PART 1 – Bidding Procedures
Section I. Instructions to Bidders 1-3
Table of Clauses
A. General 1-5
1. Scope of Bid 1-5
2. Source of Funds 1-5
3. Fraud and Corruption 1-5
4. Eligible Bidders 1-8
5. Eligible Goods and Related Services 1-10
B. Contents of Bidding Document 1-10

6. Sections of Bidding Document 1-10
7. Clarification of Bidding Document, Site Visit, Pre-Bid Meeting 1-11
8. Amendment of Bidding Document 1-12
C. Preparation of Bids 1-12

9. Cost of Bidding 1-12
10. Language of Bid 1-12
11. Documents Comprising the Bid 1-13
12. Letter of Bid and Price Schedules 1-14
13. Alternative Bids 1-14
14. Bid Prices and Discounts 1-14
15. Currencies of Bid and Payment 1-16
16. Documents Establishing the Qualifications of the Bidder 1-16
17. Documents Establishing the Eligibility of the Goods and Related Services 1-16
18. Period of Validity of Bids 1-16
19. Bid Security 1-17
20. Format and Signing of Bid 1-18
D. Submission and Opening of Bids 1-19

21. Submission, Sealing and Marking of Bids 1-19
22. Deadline for Submission of Bids 1-20
23. Late Bids 1-20
24. Withdrawal, Substitution, and Modification of Bids 1-20
25. Bid Opening 1-21
E. Examination of Bids 1-22

26 Confidentiality 1-22
27. Clarification of Bids 1-22
28. Determination of Responsiveness 1-22
F. Bid Evaluation and Comparison 1-24

29. Correction of Arithmetical Errors 1-24
30. Conversion to Single Currency 1-24
31. Bid Adjustments 1-24
32. Qualification of the Bidder 1-24
33. Comparison of Bids 1-25
34. Purchaser’s Right to Accept Any Bid, and to Reject Any or All Bids 1-25
G. Award of Contract 1-25

35. Award Criteria 1-25
36. Notification of Award 1-25
37. Signing of Contract 1-26
38. Performance Security 1-26
A. General
1. Scope of Bid 1.1 The Purchaser indicated in Section II, Bid Data Sheet (BDS) issues this
Bidding Document for the procurement of Goods and related services as
specified in Section VI, Requirements. The name, identification, and
number of lots are provided in the BDS.
1.2 Unless otherwise stated, throughout this Bidding Document definitions

and interpretations shall be as prescribed in Section VII, General
Conditions.
2. Source of Funds 2.1 The Borrower or Recipient (hereinafter called “Borrower”) indicated in
the BDS has applied for or received financing (hereinafter called “funds”)
from the African Development Bank (hereinafter called “the Bank”)
toward the cost of the project named in the BDS. The Borrower intends to
apply a portion of the funds to eligible payments under the contract(s) for
which this Bidding Document is issued.
2.2 Payments by the Bank will be made only at the request of the Borrower
and upon approval by the Bank in accordance with the terms and
conditions of the financing agreement between the Borrower and the
Bank (hereinafter called the Loan Agreement), and will be subject in all
respects to the terms and conditions of that Loan Agreement. No party
other than the Borrower shall derive any rights from the Loan Agreement
or have any claim to the funds.
3. Fraud and 3.1 It is the Bank’s policy to require that Borrowers (including beneficiaries
Corruption of Bank Financing), Bidders, Suppliers, contractors, and their agents
(whether declared or not), sub-contractors, sub-consultants, service
providers or suppliers, and any personnel thereof, observe the highest
standard of ethics during the procurement and execution of Bank-
financed contracts1. In pursuance of this policy, the Bank:
(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 actions of another party 2;
(ii) “fraudulent practice” is any act or omission, including a
misrepresentation that knowingly or recklessly misleads, or
attempts to mislead, a party3 to obtain financial or other
benefit or to avoid an obligation;
1
In this context, any action to influence the procurement process or contract execution for undue advantage is
improper.
2
For the purpose of this sub-paragraph, “another party” refers to a public official acting in relation to the
procurement process or contract execution. In this context, “public official” includes Bank staff and employees
of other organizations taking or reviewing procurement decisions.
3
For the purpose of this sub-paragraph, “party” refers to a public official; the terms “benefit” and
“obligation” relate to the procurement process or contract execution; and the “act or omission” is intended to
influence the procurement process or contract execution.
(iii) “Collusive Practice” is an arrangement between two or more
parties4, designed to achieve an improper purpose, including
to influence improperly the actions of another party; and
(iv) “Coercive practice” is impairing or harming, or threatening to
impair or harm, directly or indirectly, any party or the
property of the party to influence improperly the actions of a
party5;
(v) “Obstructive practice” is
(v.1) deliberately destroying, falsifying, altering, or concealing

of evidence material to the investigation or making false
statements to investigators in order to materially
impede a Bank investigation into allegations of a
corrupt, fraudulent, coercive or collusive practice;
and/or threatening, harassing or intimidating any party
to prevent it from disclosing its knowledge of matters
relevant to the investigation or from pursuing the
investigation, or
(v.2) acts intended to materially impede the exercise of the

Bank’s inspection and audit rights provided for under
paragraph 3.1(e) below.
(b) will reject a proposal for award if it determines that the Bidder
recommended for award, or any of its personnel, or its agents, or
its sub-consultants, sub-contractors, service providers, suppliers
and/or their employees, has, directly or indirectly, engaged in
corrupt, fraudulent, collusive, coercive or obstructive practices in
competing for the Contract in question;
(c) will declare misprocurement and cancel the portion of the
Financing allocated to a contract if it determines at any time that
representatives of the Borrower or of a recipient of any part of the
proceeds of such Financing engaged in corrupt, fraudulent,
collusive, coercive or obstructive practices during the
procurement or the implementation of the contract in question,
without the Borrower having taken timely and appropriate action
satisfactory to the Bank to address such practices when they
occur, including by failing to inform the Bank in a timely manner
at the time they knew of the practices;
(d) will sanction a firm or individual, at any time, in accordance with the
prevailing Bank’s sanctions procedures6, including by publicly
4
For the purpose of this sub-paragraph, “parties” refers to participants in the procurement process (including
public officials) attempting either themselves, or through another person or entity not participating in the
procurement or selection process, to simulate competition or to establish bid prices at artificial, non-
competitive levels, or are privy to each other’s bid prices or other conditions.
5
For the purpose of this sub-paragraph, “party” refers to a participant in the procurement process or contract
execution.
6
A firm or an individual may be declared ineligible to be awarded a Bank financed contract: (i) upon
completion of the Bank’s sanctions proceedings as per its sanctions procedures, including, inter alia, cross-
debarment as agreed with other International Financial Institutions, including Multilateral Development
Banks, or otherwise decided by the Bank; and through the application of the Proposal for the Implementation of
a Sanctions Process within the African Development Bank Group; and (ii) as a result of temporary suspension
declaring such firm or individual ineligible either indefinitely or
for a stated period of time, (i) to be awarded a Bank-financed
contract; (ii) to be a nominated7 sub-contractor, consultant,
supplier, or service provider of an otherwise eligible firm being
awarded a Bank-financed contract; and
(e) will require that a clause be included in Bidding Documents and in
contracts financed by the Bank, requiring bidders, suppliers and
contractors, and their sub-contractors, agents, personnel,
consultants, service providers, or suppliers, to permit the Bank to
inspect all accounts, and records and other documents relating to
the submission of bids and contract performance and to have
them audited by auditors appointed by the Bank.
3.2 Furthermore, Bidders shall be aware of the provisions stated in Section
VII, General Conditions.
4. Eligible Bidders 4.1 A Bidder may be a natural person, private entity, government-owned
entity—subject to ITB 4.5—or any combination of such entities
supported by a letter of intent to enter into an agreement or under an
existing agreement in the form of a joint venture, consortium, or
association (JVCA). In the case of a joint venture, consortium, or
association:
a) unless otherwise specified in the BDS, all partners shall be jointly

and severally liable, and
b) the JVCA shall nominate a Representative who shall have the

authority to conduct all businesses for and on behalf of any and all
the partners of the JVCA during the bidding process and, in the
event the JVCA is awarded the Contract, during contract
execution.
4.2 A Bidder, and all parties constituting the Bidder, shall have the nationality
of an eligible country, in accordance with the Bank’s Rules and
Procedures for Procurement of Goods and Works, and as listed in Section
V, 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 or suppliers 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:
(a) they have controlling partners in common; or
or early temporary suspension in connection with an on-going sanction proceeding. See footnote 18 and
paragraph 9 of Appendix 1 of the Rules and Procedures for Procurement of Goods and Works.
7
A nominated sub-contractor, consultant, manufacturer or supplier, or service provider (different names are
used depending on the particular bidding documents) is one which has either been: (i) included by the bidder in
its pre-qualification application or bid because it brings specific and critical experience and know-how that
allow the bidder to meet the qualification requirement for the particular bid; or (ii) appointed by the
Borrower.”
(b) they receive or have received any direct or indirect subsidy from
any of them; or
(c) they have the same legal representative for purposes of this bid; or
(d) they 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 the Purchaser regarding this bidding
process; or
(e)a Bidder participates in more than one bid in this bidding process.
Participation by a Bidder in more than one Bid will result in the
disqualification of all Bids in which it is involved. However, this
does not limit the inclusion of the same subcontractor, not
otherwise participating as a Bidder, in more than one bid; or
(f) a Bidder participated as a consultant in the preparation of Section

VI, Requirements that are the subject of the bid; or
(g)a Bidder or any of its affiliates has been hired, or is proposed to be

hired, by the Purchaser or the Borrower for the supervision of the
contract.
4.4 A Bidder that is under a declaration of ineligibility by the Bank in

accordance with ITB 3, at the date of the deadline for bid submission or
thereafter, shall be disqualified.
4.5 Government-owned entities in the Borrower’s country shall be eligible

only if they can establish that they (i) are legally and financially
autonomous, (ii) operate under the principles of commercial law, and (iii)
are not dependent agencies of the Purchaser or the Borrower.
4.6 Bidders shall not be under execution of a Bid–Securing Declaration in the

Purchaser’s Country.
4.7 Bidders shall provide such evidence of their continued eligibility

satisfactory to the Purchaser, as the Purchaser shall reasonably request.
4.8 Firms from an eligible country shall be excluded if:

(a) as a matter of law or official regulation, the Borrower’s country
prohibits commercial relations with that country; or
(b) 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 Borrower’s country prohibits any import of
Goods from that country or any payments to persons or entities
in that country.
4.9 In case a prequalification process has been conducted prior to the

bidding process, this bidding is open only to prequalified Bidders.
4.10 A firm sanctioned by the Bank in accordance with the above ITB Clause
3.1 (d), or in accordance with the Bank’s policies on anti-corruption and
fraud and Bank’s sanctions procedures 8, shall be ineligible to be awarded
a Bank-financed contract, or to benefit from a Bank-financed contract,
financially or in any other manner, during the period of time determined
by the Bank.
5. Eligible Goods 5.1 All goods and related services to be supplied under the Contract and
and Related financed by the Bank, shall have as their country of origin an eligible
Services country of the Bank in accordance with the Bank’s Rules and Procedures
for Procurement of Goods and Works, and as listed in Section V, Eligible
Countries.
5.2 For purposes of this Clause, the term “Goods” includes commodities, raw
material, machinery, equipment, and industrial plants; and “Related
Services” includes services such as insurance, transportation, installation,
commissioning, training, and initial maintenance.
5.3 The term “country of origin” means the country where the Goods have
been mined, grown, cultivated, produced, manufactured, or processed; or
through manufacture, processing, or assembly, another commercially
recognized article results that differs substantially in its basic
characteristics from its imported components.
5.4 The nationality of the firm that produces, assembles, distributes, or sells
the Goods shall not determine their origin.
B. Contents of Bidding Document

6. Sections of 6.1 The Bidding Document consists of Parts 1, 2, and 3, which include all the
Bidding Sections indicated below, and should be read in conjunction with any
Document Addenda issued in accordance with ITB 8.
PART 1 Bidding Procedures

 Section I. Instructions to Bidders (ITB)
 Section II. Bid Data Sheet (BDS)
 Section III. Evaluation and Qualification Criteria
 Section IV. Bidding Forms
 Section V. Eligible Countries
PART 2 Purchaser’s Requirements
 Section VI. Requirements
PART 3 Conditions of Contract and Contract Forms
 Section VII. General Conditions (GC)
 Section VIII. Particular Conditions (PC)
 Section IX. Contract Forms
8
See the Proposal for the Implementation of a Sanctions Process within the African Development Bank Group
and the Bank’s Whistleblowing and Complaints Handling Policy. The Bank’s sanctions procedures are publicly
disclosed on the Bank’s external website.”
6.2 The Invitation for Bids issued by the Purchaser is not part of the Bidding
Document.
6.3 The Bidder shall obtain the Bidding Document from the source stated by
the Purchaser in the Invitation for Bids; otherwise the Purchaser is not
responsible for the completeness of the Bidding Document.
6.4 The Bidder is expected to examine all instructions, forms, terms, and
specifications in the Bidding Document. Failure to furnish all information
or documentation required by the Bidding Document may result in the
rejection of the bid.
7. Clarification of 7.1 A prospective Bidder requiring any clarification of the Bidding Document
Bidding shall contact the Purchaser in writing at the Purchaser’s address
Document, Site indicated in the BDS or raise his enquiries during the pre-bid meeting if
Visit, Pre-Bid provided for in accordance with ITB 7.4. The Purchaser will respond to
Meeting any request for clarification, provided that such request is received prior
to the deadline for submission of bids, within the number of days
specified in the BDS. The Purchaser’s response shall be in writing with
copies to all Bidders who have acquired the Bidding Document in
accordance with ITB 6.3, including a description of the inquiry but
without identifying its source. Should the Purchaser deem it necessary to
amend the Bidding Document as a result of a request for clarification, it
shall do so following the procedure under ITB 8 and ITB 22.2.
7.2 Where applicable, the Bidder is advised to visit and examine the project
site and obtain for itself on its own responsibility all information that may
be necessary for preparing the bid and entering into a contract for the
provision of the Requirements. The costs of visiting the site shall be at the
Bidder’s own expense.
7.3 Pursuant to ITB 7.2, where the Bidder and any of its personnel or agents
have been granted permission by the Purchaser to enter upon its
premises and lands for the purpose of such visit, the Bidder, its personnel,
and agents will release and indemnify the Purchaser and its personnel
and agents from and against all liability in respect thereof, and will be
responsible for death or personal injury, loss of or damage to property,
and any other loss, damage, costs, and expenses incurred as a result of the
visit.
7.4 The Bidder’s designated representative is invited to attend a pre-bid

meeting, if provided for in the BDS. The purpose of the meeting will be to
clarify issues and to answer questions on any matter that may be raised
at that stage. If so provided for in the BDS, the Purchaser will organize a
site visit.
7.5 The Bidder is requested, as far as possible, to submit any questions in

writing, to reach the Purchaser not later than one week before the
meeting.
7.6 Minutes of the pre-bid meeting, including the text of the questions raised
without identifying the source, and the responses given, together with
any responses prepared after the meeting, will be transmitted promptly
to all Bidders who have acquired the Bidding Document in accordance
with ITB 6.3. Any modification to the Bidding Document that may become
necessary as a result of the pre-bid meeting shall be made by the
Purchaser exclusively through the issue of an Addendum pursuant to ITB
8 and not through the minutes of the pre-bid meeting.
7.7 Non-attendance at the pre-bid meeting will not be a cause for

disqualification of a Bidder.
8. Amendment of 8.1 At any time prior to the deadline for submission of bids, the Purchaser
Bidding may amend the Bidding Document by issuing addenda.
Document
8.2 Any addendum issued shall be part of the Bidding Document and shall be
communicated in writing to all who have obtained the Bidding Document
from the Purchaser in accordance with ITB 6.3.
8.3 To give prospective Bidders reasonable time in which to take an

addendum into account in preparing their bids, the Purchaser may, at its
discretion, extend the deadline for the submission of bids, pursuant to
ITB 22.2
C. Preparation of Bids
9. Cost of Bidding 9.1 The Bidder shall bear all costs associated with the preparation and
submission of its Bid, and the Purchaser shall not be responsible or liable
for those costs, regardless of the conduct or outcome of the bidding
process.
10. Language of Bid 10.1 The Bid, as well as all correspondence and documents relating to the bid
exchanged by the Bidder and the Purchaser, shall be written in the
language specified in the BDS. Supporting documents and printed
literature that are part of the Bid may be in another language provided
they are accompanied by an accurate translation of the relevant passages
in that language, in which case, for purposes of interpretation of the Bid,
such translation shall govern.
11. Documents 11.1 The Bid shall comprise the following:

Comprising the
Bid (a) Letter of Bid ;
(b) Completed Schedules as provided in Section IV, Bidding Forms;
(c) Bid Security or Bid-Securing Declaration, in accordance with ITB

19;
(d) at the Bidder’s option, alternative proposals, if permissible, in

accordance with ITB 13;
(e) written confirmation authorizing the signatory of the Bid to

commit the Bidder, in accordance with ITB 20.2;
(f) documentary evidence establishing the eligibility of the Goods

and Related Services offered by the Bidder, in accordance with
ITB 17.1;
(g) documentary evidence establishing the Bidder’s qualifications in

accordance with the requirements of Section III, Evaluation and
Qualification Criteria, using the relevant forms furnished in
Section IV, Bidding Forms;
(h) documentary evidence as specified in the BDS, establishing the

conformity of the goods and related services offered by the Bidder
with the Bidding Document, using the relevant forms furnished in
Section IV, Bidding Forms;
(i) in the case of a bid submitted by a JVCA, JVCA agreement, or letter

of intent to enter into a JVCA including a draft agreement,
indicating at least the parts of the Requirements to be executed by
the respective partners;
(j) any other document required in the BDS.
12. Letter of Bid and 12.1 The Bidder shall submit the Letter of Bid using the form furnished in
Price Schedules Section IV, Bidding Forms. This form must be completed without any
alterations to its format, and no substitutes shall be accepted. All blank
spaces shall be filled in with the information requested.
13. Alternative Bids 13.1 Unless otherwise indicated in the BDS, alternative proposals shall not be
considered. If alternative proposals are permitted, their method of
evaluation shall be as stipulated in Section III, Evaluation and
Qualification Criteria.
13.2 When alternative times for completion are explicitly invited, a statement
to that effect will be included in the BDS, as well as the method of
evaluating different times for completion.
13.3 Except as provided under ITB 13.4 below, Bidders wishing to offer
technical alternatives to the requirements of the bidding document must
first price the Purchaser’s requirements as described in the bidding
document and shall further provide all information necessary for a
complete evaluation of the alternative by the Purchaser, including
drawings, design calculations, technical specifications, breakdown of
prices, and proposed construction methodology and other relevant
details. Only the technical alternatives, if any, of the lowest evaluated
Bidder conforming to the basic technical requirements shall be
considered by the Purchaser].
13.4 When specified in the BDS, Bidders are permitted to submit alternative
technical solutions for specified parts of the requirements, and such parts
shall be identified in the BDS, as will the method for their evaluation, and
described in Section VI, Requirements.
14. Bid Prices and 14.1 The prices and discounts quoted by the Bidder in the Letter of Bid and in
Discounts the Price Schedules shall conform to the requirements specified in ITB
14.2.
14.2 Unless otherwise provided in the BDS and the General Conditions (GC),
the prices quoted by the Bidder shall be fixed.
14.3 The price to be quoted in the Letter of Bid shall be the total price of the
Bid excluding any discounts offered.
14.4 The Bidder shall quote any unconditional discounts and the methodology
for their application in the Letter of Bid.
14.5 The terms EXW, CIF, CIP, and other similar terms shall be governed by the
rules prescribed in the current edition of Incoterms, published by The
International Chamber of Commerce as specified in the BDS.
14.6 Prices shall be quoted as required in each Price Schedule included in

Section IV, Bidding Forms. The disaggregation of price components is
required solely for the purpose of facilitating the comparison of bids by
the Purchaser. This shall not in any way limit the Purchaser’s right to
contract on any of the terms offered. In quoting prices, the Bidder shall be
free to use transportation through carriers registered in any eligible
country, in accordance with the Bank’s Rules and Procedures for
Procurement of Goods and Works, and as listed in Section V, Eligible
Countries. Similarly, the Bidder may obtain insurance services from any
eligible country, in accordance with the Bank’s Rules and Procedures for
Procurement of Goods and Works, and as listed in Section V, Eligible
Countries. Prices shall be entered in the following manner:
(a) for Goods offered from within the Purchaser ’s Country:
(i) the prices of the Goods, quoted as per Incoterms specified

in the BDS;
(ii) sales tax and all other taxes applicable in the Purchaser’s
Country and payable on the Goods if the Contract is
awarded to the Bidder; and
(iii) the total price for the item.
(b) for Goods offered from outside the Purchaser ’s Country:
(i) the prices of the Goods, quoted as per Incoterms specified

in the BDS;
(ii) all custom duties, sales tax, and other taxes applicable in
the Purchaser ’s Country and payable on the Goods if the
contract is awarded to the Bidder; and
(iii) the total price for the item.
(c) for Related Services:
(i) the price of the Related Services inclusive of all customs duties,
sales tax, and other taxes paid or payable in the Purchaser
’s country, if the Contract is awarded to the Bidder.
14.7 Prices quoted by the Bidder shall be fixed during the Bidder’s
performance of the Contract and not subject to variation on any account,
unless otherwise specified in the BDS. A bid submitted with an adjustable
price quotation shall be treated as nonresponsive and shall be rejected,
pursuant to ITB 28. However, if in accordance with the BDS, prices
quoted by the Bidder shall be subject to adjustment during the
performance of the Contract, a bid submitted with a fixed price quotation
shall not be rejected, but the price adjustment shall be treated as zero.
14.8 If so indicated pursuant to ITB 1.1, bids are being invited for individual
contracts (lots) or for any combination of contracts (packages). Unless
otherwise indicated in the BDS, prices quoted shall correspond to 100%
of the items specified for each lot and to 100% of the quantities specified
for each item of a lot. Bidders wishing to offer any price reduction for the
award of more than one Contract shall specify the applicable price
reductions in accordance with ITB 14.4, provided the bids for all lots are
submitted and opened at the same time.
15. Currencies of Bid 15.1 The currency(ies) of the bid and the currency(ies) for payment shall be as
and Payment specified in the BDS.
16. Documents 16.1 To establish its qualifications to perform the Contract in accordance with
Establishing the Section III, Evaluation and Qualification Criteria, the Bidder shall provide
Qualifications of the information requested in Section IV, Bidding Forms.
the Bidder
16.2 If so required in the BDS, a Bidder shall submit the Manufacturer’s
Authorization, using the form included in Section IV, Bidding Forms
where the Bidder does not manufacture or produce the Goods it offers to
supply.
16.3 If so required in the BDS, a Bidder shall submit evidence that it will be
represented by an Agent in the country, equipped and able to carry out
the Supplier’s maintenance, repair and spare parts-stocking obligations
prescribed in the Conditions of Contract and Requirements where a
Bidder does not conduct business within the Purchaser’s Country.
17. Documents 17.1 To establish the eligibility of the Goods and Related Services in
Establishing the accordance with ITB 5, Bidders shall complete the forms, included in
Eligibility of the Section IV, Bidding Forms.
Goods and
Related Services
18. Period of 18.1 Bids shall remain valid for the period specified in the BDS after the bid
Validity of Bids submission deadline date prescribed by the Purchaser. A bid valid for a
shorter period shall be rejected by the Purchaser as non-responsive.
18.2 In exceptional circumstances, prior to the expiration of the bid validity

period, the Purchaser may request Bidders to extend the period of
validity of their bids. The request and the responses shall be made in
writing. If a bid security is requested in accordance with ITB 19, the
Bidder granting the request shall also extend the bid security for twenty-
eight (28) days beyond the deadline of the extended validity period. A
Bidder may refuse the request without forfeiting its bid security. A Bidder
granting the request shall not be required or permitted to modify its bid,
except as provided in ITB 18.3.
18.3 In the case of fixed price contracts, if the award is delayed by a period
exceeding fifty-six (56) days beyond the expiry of the initial bid validity,
the Contract price shall be adjusted as specified in the request for
extension. Bid evaluation shall be based on the Bid Price without taking
into consideration the above correction.
19. Bid Security 19.1 The Bidder shall furnish as part of its bid, at the option of the Purchaser,
and as stipulated in the BDS, the original of either a Bid-Securing
Declaration or a bid security using the relevant form included in Section
IV, Bidding Forms. In the case of a bid security, the bid security amount
and currency shall be as specified in the BDS.
19.2 A Bid-Securing Declaration shall use the form included in Section IV,
Bidding Forms.
19.3 If a bid security is specified pursuant to ITB 19.1, the bid security shall be
a demand guarantee in any of the following forms at the Bidder’s option:
(a) an unconditional guarantee issued by a bank or surety;
(b) an irrevocable letter of credit; or
(c) a cashier’s or certified check;
From a reputable source from an eligible country. If the unconditional

guarantee is issued by an insurance company or a bonding company
located outside the Purchaser’s Country, the issuer shall have a
correspondent financial institution located in the Purchaser’s Country to
make it enforceable. In the case of a bank guarantee, the bid security shall
be submitted either using the Bid Security Form included in Section IV,
Bidding Forms or in another substantially similar format approved by the
Purchaser prior to bid submission. In either case, the form must include
the complete name of the Bidder. The bid security shall be valid for
twenty-eight days (28) beyond the original validity period of the bid, or
beyond any period of extension if requested under ITB 18.2.
19.4 Pursuant to the option stipulated at ITB 19.1, any bid not accompanied by
a substantially responsive bid security or Bid-Securing Declaration shall
be rejected by the Purchaser as non-responsive.
19.5 If a bid security is specified pursuant to ITB 19.1, 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 38.
19.6 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.
19.7 The bid security may be forfeited or the Bid-Securing Declaration

executed:
(a) if a Bidder withdraws its bid during the period of bid validity
specified by the Bidder in the Letter of Bid or
(b) if the successful Bidder fails to:
(i) sign the Contract in accordance with ITB 37; or
(ii) furnish a performance security in accordance with ITB 38.
19.8 The Bid Security or the Bid Securing Declaration of a JVCA shall be in the
name of the JVCA that submits the bid. If the JVCA has not been legally
constituted into a legally enforceable JVCA at the time of bidding, the Bid
Security or the Bid Securing Declaration shall be in the names of all future
partners as named in the letter of intent referred to in ITB 4.1.
19.9 If a Bid-Securing Declaration is executed in accordance with ITB 19.7, the

Purchaser will declare the Bidder ineligible to be awarded a contract by
the Purchaser for the period of time stated in the Form of Bid-Securing
Declaration.
20. Format and 20.1 The Bidder shall prepare one original of the documents comprising the
Signing of Bid bid as described in ITB 11 and clearly mark it “ORIGINAL.” In addition,
the Bidder shall submit copies of the bid, in the number specified in the
BDS and clearly mark them “COPY.” In the event of any discrepancy
between the original and the copies, the original shall prevail.
20.2 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 confirmation as
specified in the BDS and 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 where entries have been
made shall be signed or initialled by the person signing the bid.
20.3 A bid submitted by a JVCA shall comply with the following requirements:
(a) Unless not required in accordance with ITB 4.1 (a), be signed so as to
be legally binding on all partners; and
(b) Include the Representative’s authorization referred to in ITB 4.1 (b),

consisting of a power of attorney signed by those legally authorized
to sign on behalf of the JVCA.
20.4 Any amendments, interlineations, erasures, or overwriting shall be valid

only if they are signed or initialled by the person signing the bid.
D. Submission and Opening of Bids

21. Submission, 21.1 Bidders may always submit their bids by mail or by hand. If so specified
Sealing and in the BDS, bidders shall have the option of submitting their bids
Marking of Bids electronically. Procedures for submission, sealing and marking are as
follows:
(a) Bidders submitting bids by mail or by hand shall enclose the original
and copies of the Bid in separate sealed envelopes. If so permitted in
accordance with ITB 13, alternative proposals, and copies thereof,
shall also be placed in separate envelopes. The envelopes shall be
duly marked as “ORIGINAL,” “ALTERNATIVE,” “ORIGINAL COPY,” and
“ALTERNATIVE COPY” These envelopes shall then be enclosed in one
single package. The rest of the procedure shall be in accordance with
ITB 21.2 and 21.3.
(b) Bidders submitting bids electronically shall follow the electronic bid
submission procedures specified in the BDS.
21.2 The inner and outer envelopes shall:
(a) bear the name and address of the Bidder;
(b) be addressed to the Purchaser in accordance with ITB 22.1;

(c) bear the specific identification of this bidding process pursuant to
ITB 1.1; and
(d) bear a warning not to open before the time and date for bid
opening
21.3 If envelopes and packages are not sealed and marked as required, the
Purchaser will assume no responsibility for the misplacement or
premature opening of the bid.
22. Deadline for 22.1 Bids must be received by the Purchaser at the address and no later than
Submission of the date and time indicated in the BDS.
Bids
22.2 The Purchaser may, at its discretion, extend the deadline for the
submission of bids by amending the Bidding Document in accordance
with ITB 8, in which case all rights and obligations of the Purchaser and
Bidders previously subject to the deadline shall thereafter be subject to
the deadline as extended.
23. Late Bids 23.1 The Purchaser shall not consider any bid that arrives after the deadline
for submission of bids, in accordance with ITB 22. Any bid received by the
Purchaser after the deadline for submission of bids shall be declared late,
rejected, and returned unopened to the Bidder.
24. Withdrawal, 24.1 A Bidder may withdraw, substitute, or modify its bid after it has been
Substitution, and submitted by sending a written notice, duly signed by an authorized
Modification of representative, and shall include a copy of the authorization in accordance
Bids with ITB 20.2, (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) prepared and submitted in accordance with ITB 20 and ITB 21

(except that withdrawals notices do not require copies), and in
addition, the respective envelopes shall be clearly marked
“Withdrawal,” “Substitution,” “Modification;” and
(b) Received by the Purchaser prior to the deadline prescribed for

submission of bids, in accordance with ITB 22.
24.2 Bids requested to be withdrawn in accordance with ITB 24.1 shall be

returned unopened to the Bidders.
24.3 No bid may be withdrawn, substituted, or modified in the interval

between the deadline for submission of bids and the expiration of the
period of bid validity specified by the Bidder on the Letter of Bid or any
extension thereof.
25. Bid Opening 25.1 The Purchaser shall conduct the bid opening in public, in the presence of
Bidders` designated representatives and anyone who choose to attend,
and at the address, date and time specified in the BDS. Any specific
electronic bid opening procedures required if electronic bidding is
permitted in accordance with ITB 21.1, shall be as specified in the BDS.
25.2 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 bids that are
opened and read out at bid opening shall be considered further.
25.3 The Purchaser shall open all other envelopes one at a time and read out:
the name of the Bidder, the Bid Price(s), any discounts and their
application methodology, alternative bids, the presence or absence of a
bid security or Bid-Securing Declaration; and any other details as the
Purchaser may consider appropriate. Only discounts and alternative bids
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 23.1.
25.4 The Purchaser 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 proposals; and the presence or absence of a
bid security or a Bid-Securing Declaration. 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
who submitted bids in time, and posted online when electronic bidding is
permitted.
E. Examination of Bids
26. Confidentiality 26.1 Information relating to the evaluation of bids 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.
26.2 Any attempt by a Bidder to influence improperly the Purchaser in the

evaluation of the bids or Contract award decisions may result in the
rejection of its bid.
26.3 Notwithstanding ITB 26.1, from the time of bid opening to the time of
Contract award, if any Bidder wishes to contact the Purchaser on any
matter related to the bidding process, it should do so in writing.
27. Clarification of 27.1 To assist in the examination, evaluation, and comparison of the bids, and
Bids qualification of the Bidders, the Purchaser may, at its discretion, ask any
Bidder for a clarification of its bid, allowing a reasonable time for
response. Any clarification submitted by a Bidder that is not in response
to a request by the Purchaser shall not be considered. The Purchaser’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 the
Purchaser in the evaluation of the bids, in accordance with ITB 29.
27.2 If a Bidder does not provide clarifications of its bid by the date and time
set in the Purchaser’s request for clarification, its bid may be rejected.
28. Determination of 28.1 The Purchaser’s determination of a bid’s responsiveness is to be based on

Responsiveness the contents of the bid itself, as defined in ITB 11.
28.2 A substantially responsive bid is one that meets the requirements of the
Bidding Document without material deviation, reservation, or omission.
(a) “Deviation” is a departure from the requirements specified in the

Bidding Document;
(b) “Reservation” is the setting of limiting conditions or withholding from

complete acceptance of the requirements specified in the Bidding
Document; and
(c) “Omission” is the failure to submit part or all of the information or

documentation required in the Bidding Document.
28.3 A material deviation, reservation, or omission is one that,

(a) if accepted, would:
(i) affect in any substantial way the scope, quality, or performance of the
Requirements as specified in Section VI; or
(ii) limit in any substantial way, inconsistent with the Bidding Document,
the Purchaser’s rights or the Bidder’s obligations under the
proposed Contract; or
(b) if rectified, would unfairly affect the competitive position of other

Bidders presenting substantially responsive bids.
28.4 The Purchaser shall examine the technical aspects of the bid in particular,
to confirm that all requirements of Section VI have been met without any
material deviation, reservation, or omission.
28.5 If a bid is not substantially responsive to the requirements of the Bidding

Document, it shall be rejected by the Purchaser and may not
subsequently be made responsive by correction of the material deviation,
reservation, or omission.
28.6 Provided that a bid is substantially responsive, the Purchaser may waive
any quantifiable nonconformity in the bid that does not constitute a
material deviation, reservation or omission.
28.7 Provided that a bid is substantially responsive, the Purchaser may

request that the Bidder submit the necessary information or
documentation, within a reasonable period of time, to rectify nonmaterial
nonconformities 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.
28.8 Provided that a bid is substantially responsive, the Purchaser shall rectify
quantifiable nonmaterial nonconformities related to the Bid Price. To this
effect, the Bid Price shall be adjusted, for comparison purposes only, to
reflect the price of the non-conforming item or component. The
adjustment shall be made using the methodology indicated in Section III,
Evaluation and Qualification Criteria.
F. Bid Evaluation and Comparison

29. Correction of 29.1 The Purchaser shall use the criteria and methodologies indicated in
Arithmetical Section III, Evaluation and Qualification Criteria. No other evaluation
Errors criteria or methodologies shall be permitted.
29.2 Provided that the bid is substantially responsive, the Purchaser shall
correct arithmetical errors as indicated in Section III, Evaluation and
Qualification Criteria.
29.3 If a Bidder does not accept the correction of errors, its bid shall be
declared non-responsive and its Bid Security shall be forfeited or the Bid -
Securing Declaration executed.
30. Conversion to 30.1 For evaluation and comparison purposes, the currency (ies) of the bid shall
Single Currency be converted into a single currency as specified in Section III, Evaluation
and Qualification Criteria.
31. Bid Adjustments 31.1 For evaluation and comparison purposes the Purchaser shall adjust the bid
prices using the criteria and methodology specified in Section III.
31.2 Unless otherwise specified in the BDS, no margin of domestic or regional

preference shall apply. If a margin of preference applies, the application
methodology shall be as specified in Section III, Evaluation and
Qualification Criteria, and in accordance with the provisions stipulated in
the Bank’s Rules and Procedures for Procurement of Goods and Works.
32. Qualification of 32.1 The Purchaser shall determine to its satisfaction whether the Bidder that
the Bidder is selected as having submitted the lowest evaluated and substantially
responsive bid meets the qualifying criteria specified in Section III,
32.2 The determination shall be based upon an examination of the

documentary evidence of the Bidder’s qualifications submitted by the
Bidder, pursuant to ITB 16.
32.3 An affirmative determination shall be a prerequisite for award of the

Contract to the Bidder. A negative determination shall result in
disqualification of the bid, in which event the Purchaser shall proceed to
the next lowest evaluated bid to make a similar determination of that
Bidder’s qualifications to perform satisfactorily.
32.4 The capabilities of the manufacturers and subcontractors proposed in its

Bid to be used by the lowest evaluated Bidder for identified major items of
the Requirements will also be evaluated for acceptability in accordance
with the criteria and methodologies defined in Section III, Evaluation and
Qualification Criteria. Their participation should be confirmed with a letter
of intent between the parties, as needed. Should a manufacturer or
subcontractor be determined to be unacceptable, the Bid will not be
rejected, but the Bidder will be required to substitute an acceptable
manufacturer or subcontractor without any change to the bid price.
33. Comparison of 33.1 Subject to ITB 29, 30 and 31, the Employer shall compare all substantially
Bids responsive bids to determine the lowest evaluated bid.
34. Purchaser’s 34.1 The Purchaser reserves the right to accept or reject any bid, and to annul
Right to Accept the bidding process and reject all bids at any time prior to contract
Any Bid, and to award, without thereby incurring any liability to Bidders. In case of
Reject Any or All annulment, all bids submitted and specifically, bid securities, shall be
Bids promptly returned to the Bidders.
G. Award of Contract
35. Award Criteria 35.1 Subject to ITB 34.1, the Purchaser shall award the Contract to the Bidder
whose offer has been determined to be the lowest evaluated bid and is
substantially responsive to the Bidding Document, provided further that
the Bidder is determined to be qualified to perform the Contract
satisfactorily.
35.2 At the time the Contract is awarded, the Purchaser reserves the right to
increase or decrease the quantity of Goods and Related Services originally
specified in Section VI, Requirements, provided this does not exceed the
percentages specified in the BDS, and without any change in the unit prices
or other terms and conditions of the bid and the Bidding Document.
36.1 Prior to the expiration of the period of bid validity, the Purchaser shall
36. Notification of notify the successful Bidder, in writing, that its bid has been accepted. The
Award
notification letter (hereinafter and in the Conditions of Contract and
Contract Forms called the “Letter of Acceptance”) shall specify the sum
that the Purchaser will pay the Supplier in consideration of the supply of
the Goods and Related Services (hereinafter and in the Contract Forms
called “the Contract Price”).
36.2 Until a formal contract is prepared and executed, the notification of

award shall constitute a binding Contract.
36.3 At the same time, the Purchaser shall also notify all other Bidders of the
results of the bidding process, and shall publish in UNDB online and at the
Bank’s website (www.afdb.org), the results identifying the bid and lot
numbers and the following information: (i) name of each Bidder who
submitted a Bid; (ii) bid prices as read out at bid opening; (iii) name and
evaluated prices of each Bid that was evaluated; (iv) name of bidders
whose bids were rejected and the reasons for their rejection; and (v)
name of the winning Bidder, and the price it offered, as well as the
duration and summary scope of the contract awarded. After publication
of the award, unsuccessful bidders may request in writing to the
Purchaser for a debriefing seeking explanations on the grounds on which
their bids were not selected. The Purchaser shall promptly respond in
writing to any unsuccessful Bidder who, after Publication of contract
award, requests a debriefing.
37.1 Promptly upon notification, the Purchaser shall send the successful
37. Signing of Bidder the Contract Agreement.
Contract
37.2 Within twenty-eight (28) days of receipt of the Contract Agreement, the
successful Bidder shall sign, date, and return it to the Purchaser.
37.3 Upon the successful Bidder’s furnishing of the signed Contract Agreement
and Performance Security pursuant to ITB 38, the Purchaser will
discharge its Bid Security, pursuant to ITB 19.
37.4 Notwithstanding ITB 37.2 above, in case signing of the Contract

Agreement is prevented by any export restrictions attributable to the
Purchaser, to the country of the Purchaser, or to the use of the
products/goods, systems or services to be supplied, where such export
restrictions arise from trade regulations from a country supplying those
products/goods, systems or services, the Bidder shall not be bound by its
bid, always provided, however, that the Bidder can demonstrate to the
satisfaction of the Purchaser and of the Bank that signing of the Contract
Agreement has not been prevented by any lack of diligence on the part of
the Bidder in completing any formalities, including applying for permits,
authorizations and licenses necessary for the export of the
products/goods, systems or services under the terms of the Contract
Agreement.
38.1 Within twenty-eight (28) days of the receipt of notification of award from
38. Performance the Purchaser, the successful Bidder shall furnish the performance
Security security in accordance with the conditions of contract, using for that
purpose the Performance Security Form included in Section IX, Contract
Forms, or another form acceptable to the Purchaser. If the performance
security furnished by the successful Bidder is in the form of a bond, it shall
be issued by a bonding or insurance company that has been determined by
the successful Bidder to be acceptable to the Purchaser. A foreign
institution providing a bond shall have a correspondent financial
institution located in the Purchaser’s Country.
Failure of the successful Bidder to submit the above-mentioned

Performance Security or sign the Contract shall constitute sufficient
grounds for the annulment of the award and forfeiture of the bid security,
or execution of the Bid-Securing Declaration. In that event the Purchaser
may award the Contract to the next lowest evaluated Bidder whose offer is
substantially responsive and is determined by the Purchaser to be
qualified to perform the Contract satisfactorily.
Section II. Bid Data Sheet 1-23
Section II. Bid Data Sheet
A. General
ITB 1.1 The number of the Invitation for Bids is : PA/135/2017/HQ/G/06
ITB 1.1 The Purchaser is: Tanzania Agricultural Development Bank Ltd
ITB 1.1 The name of the bidding process is: Supply and Installation of Core Bank System
The identification number of the bidding process is: PA/135/2017/HQ/G/06
The number and identification of lots comprising this bidding process are: Not
Applicable
ITB 2.1 The Borrower is: The Government of United Republic of Tanzania
ITB 2.1 The specific Bank financing institution is: African Development Fund (ADF)
ITB 2.1 The name of the Project is: Support to Tanzania Agricultural Development Bank
ITB 4.1 (a) The individuals or firms in a joint venture, consortium or association shall be Applicable.
ITB 4.4 A list of debarred firms is available at http://www.afdb.org/debarred
B. Contents of Bidding Document

For clarifications purposes only, the Purchaser’s address is:
ITB 7.1
Attention: Secretary,
Tender Board,
Tanzania Agricultural Development Bank Limited (TADB)
Street Address: 84 Kinondoni Road, Acacia Estates Building
Floor/Room number: 3rd Floor Wing 301 & 302
City: Dar es Salaam]
ZIP Code: +255
Country: Tanzania
Facsimile number: +255 22 2923 508

Electronic mail address: info@tadb.co.tz
Requests for clarifications should be received by the Purchaser no later than fourteen
(14) days, prior to the deadline for bid submission and opening.
A Pre-Bid meeting shall take place at TADB Conference Room but at bidders’ own cost
ITB 7.4
If a Pre-Bid meeting will take place, it will be at the following date, time and place:
Date: 16th February, 2018
Time:1100Hours Local time
Place: TADB Conference Room
A site visit conducted by the Purchaser shall be organized the same date with pre-bid
meeting
If a Site Visit will take place, it will be at the following date, time and place:
Date: 16th February, 2018
Time:11000Hours local time
Place: TADB Conference Room
C. Preparation of Bids
The language of the bid is English
ITB 10.1
The Bidder must provide the following documentary evidence to establish the conformity
ITB 11.1 (h)
of the goods and Related Services with the Bidding Document
Brochures demonstrating the system
ITB 11.1 (j) The Bidder shall submit with its bid the following additional documents:
a) The qualification criteria required from Tenderers in ITT Clause 11.1 (j) are as follows:
 Eligibility of the bidder (Registration certificates/incorporation certificate,

TIN/VAT Certificate where applicable and Relevant Business License);
 Properly filled Bid Security in the format provided in the Bidding Document ;
 Properly filled and signed form of Tender in the format provided in the Bidding
Document
 Bid Validity Period not less than 120 days;
 Specific Power of Attorney in acceptable format ;
 Declaration of Ant Bribery Policy (Integrity) ;
 Compliance in price schedule requirements;
 Manufacturer Authorization;
 Compliance in delivery requirement/schedule and Installation ; and
 Certified Audited Financial Statements for the past two (2) years
b) Qualification requirements for Bidders are:

The bidder must have the following qualifications
i). Experience as Supplier, in at least three (3) contracts within the last five (5) years,
each with a value of at least TZs. 150,000,000.00 that have been successfully and
substantially completed and that are similar to the proposed Goods and Related Services.
The similarity shall be based on the physical size, complexity, methods/technology or
other characteristics as described in Section IV, Bidding Forms.The Bidders are required
to provide contact details of all projects quoted to be used for references purpose when
required.
iii). The Bidder must have an average annual turnover in excess of TZS 550,000,000.00
or equivalent in a convertible currency for each of the past three years in the area of
information system development. The annual turnover should be confirmed in form of
audited reports presented to the Purchaser.
iv). The Bidder must present the CVs of Key staff for the project who are required to be
present throughout during installation and within warranty period (qualifications and
experience).
v). The bidder must be from an eligible country and all software and materials supplied
must be from eligible countries.
vi). The Bidder is to submit Manufacturer’s Authorizations for Information Technologies

except for those technologies which the Bidder itself manufacture
vii). The currency to be used for quoting prices of the Goods and Services components of
the System offered locally (i.e., from within the Purchaser’s Country), as well as local
currency expenditures for local technical support, training, maintenance, transportation,
insurance, and other local services incidental to delivery, installation and operation of the
System, is: Tanzanian Shillings
viii). Preliminary Project Plan must address the following topics: The Bidder must
prepare a Preliminary Project Plan describing, among other, the methods, 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.
It should have the following mínimum content:
1. Project Organization and Management Plan
2. System Implementation Plan
3. Delivery and Installation Plan
4. System Test and Acceptance Plan
5. Core Bank System and Migration Plan
6. Training and Knowledge Transfer Plan
7. Task, Time, and Resource Schedules Plan
8. Warranty, Post-Warranty Service and Maintenance Plan
9. Risk Management procedures;
10. Quality Assurance and Control measures;
11. Others.
POST QUALIFICATION
As additional post-qualification measures, the Core Bank System (or components/parts of
it) offered by the Highest Ranked Evaluated Bidder (with lowest evaluated bid price)
shall be subjected to the following tests and performance benchmarks prior to Contract
award:
1. The Post Qualification is part of the bid evaluation process and will be carried out
prior to award of a contract to determine and reconfirm whether or not the
Technically responsive bid with the with lowest evaluated bid price has the
experience, capability and resources to carry out the contract effectively.
2. The Bidder should provide documented evidence of its capability to carry out and
manage the project within the time, environment and infrastructure conditions and
time duration as per the requirements of Section VI of bidding document.
3. The Bidder will be invited to demonstrate the results of previous projects and provide
documented evidence of the acceptance of the results by previous Clients/ purchasers
and quality of the results as well as the relevant contacts of previous Clients.
4. The Purchaser may undertake site reference evaluation of selected sites from the list
of references provided by the Supplier including confirmation of performance with
selected references
5. The Bidders may also be required to demonstrate the prototype of software or Core
Banking System solution proposed and demonstrates the capacity of data
management as well as compliance with the functionality and technical requirements
using the data sample provided by the Purchaser.
6. The Technically responsive bid with the lowest evaluated bid may be disqualified
on failure to demonstrate the evidence of his capacity and capability to carry out the
Project as per time schedule and technical requirements or to demonstrate
satisfactory results of the previous project and functionality of the proposed solution.
Then, the Employer will invite next Evaluated Bidder for the Post Qualification
Demonstration until one who meets the requirements is found.
7. The Contract will be awarded to the Technically responsive bid with the lowest
evaluated bid price, who demonstrates capacity and capability to carry out the
project and satisfactorily pass the Post Qualification exercise
ITB 13.1 Alternative bids are not permitted.
ITB 13.2 Alternatives to the Time Schedule shall not be permitted.
ITB 13.4 Alternative technical solutions shall be permitted for the following parts of the Goods and
Related Services, as further detailed in the Specification: None
If alternative technical solutions are permitted, the evaluation method will be as specified
in Section III, Evaluation and Qualification Criteria.
Alternative technical solutions for the following parts of the Requirements are permitted
:None
ITB 14.2 Prices shall be fixed.
ITB 14.5 The version of the Incoterms is: 2010 version
ITB 14.6(a)(i) The Incoterm for quoting goods offered from within the Purchaser’s country is:
EX-Works
ITB 14.6(b) (i) The Incoterm for quoting goods offered from outside the Purchaser’s country is: CIP
named place of destination
ITB 14.7 The prices quoted by the Bidder shall not be subject to adjustment during the
performance of the Contract.
ITB 14.8 Prices quoted for each lot shall correspond at least to 100% of the items specified for each
lot.
Prices quoted for each item of a lot shall correspond at least to100% of the quantities
specified for this item of a lot.
The currency(ies) of the bid and the payment currency(ies) shall be as described below:
ITB 15.1
Alternative B (Bidders allowed to quote in local and foreign currencies):
NOT APPLICABLE
(a) The unit rates and prices shall be quoted by the Bidder in the Price Schedules for
Goods and Related Services, furnished in Section IV, Bidding Forms, separately in the
following currencies:
(i) for those inputs to the Requirements that the Bidder expects to supply from
within the Purchaser’s country, in Tanzanian Shillings, further referred to
as “the local currency”; and
(ii) for those inputs to the Requirements that the Bidder expects to supply from
outside the Purchaser’s country the price to be indicated is United States
Dollars in up to any three currencies of any country.
(c) Bidders may be required by the Purchaser to justify, to the Purchaser’s satisfaction,
their local and foreign currency requirements, and to substantiate that the
amounts included in the unit rates and prices and shown in the Price Schedules for
Goods and Related Services, furnished in Section IV, Bidding Forms, are
reasonable, in which case a detailed breakdown of the foreign currency
requirements shall be provided by Bidders.
The Bidder shall submit with its bid, the Manufacturer’s Authorization for the following
ITB 16.2
part: Software for the system to supply.
The Bidder shall submit with its bid, evidence that it will be represented by an Agent in
ITB 16.3
the country.
The bid validity period shall be: 120 days.
ITB 18.1
The Bidder shall furnish a bid security in the amount of United State Dollars 7,000.00
ITB 19.1
In addition to the original of the bid, the number of copies to be submitted is: two (2)
ITB 20.1
copies
ITB 20.2 The written confirmation of authorization to sign on behalf of the Bidder shall indicate:
The written confirmation of authorization shall be Power of Attorney in the required

format to be signed on behalf of the Bidder by indicating the name and description of the
documentation required to demonstrate the authority of the signatory to sign the Bid.
The successful Bidder shall be required to register the Power of Attorney by the Registrar
of titles of the Ministry of Lands, Housing and Human Settlements
D. Submission and Opening of Bids

Bidders shall not have the option of submitting their bids electronically.
ITB 21.1
The electronic bidding submission procedures shall be: Not Applicable
ITB 21.1 (b)
For bid submission purposes only, the Purchaser’s address is:

ITB 22.1
Attention: Secretary,
Tender Board,
Tanzania Agricultural Development Bank Ltd,
Street Address: Plot No. 84 Kinondoni Road, P.O.Box 63372,

14109-Dae Es Salaam
Floor/Room number: 3rd Floor, Acacia Estates Wing 301&302
City: Dar Es Salaam
ZIP Code: +255
Country: Tanzania
The deadline for bid submission is:
Date: Friday, 16th March, 2018
Time: 11000 Hours Local time
Attention:
Secretary,
Tender Board,
Tanzania Agricultural Development Bank Ltd,
Street Address: Plot 84 Kinondoni Road, P.O. Box 63372,
14109-Dae Es Salaam
Floor/Room number:3rd Floor, Acacia Estates Wing 301&302
City: Dar Es Salaam
ZIP Code;
Country: Tanzania
The deadline for bid submission is:
Time: 1100 Hours local Time
ITB 25.1 The bid opening shall take place at:

Street Address: Plot No. 84 Kinondoni Road, P.O. Box 63372,
14109-Dae Es Salaam
Floor/Room number: 3rd Floor, Acacia Estates Conference Room
City: Dar Es Salaam
Country: Tanzania
Time: 1100 Hours Local time

The electronic bid opening procedures shall be: Not Applicable
ITB 25.1
F. Bid Evaluation and Comparison
ITB 31.2 A margin of domestic or regional preference shall not apply.

If a margin of domestic or regional preference applies, the application methodology shall
be: Not Applicable
G. Award of Contract
Section III. Evaluation and Qualification Criteria 1-29
Section III. Evaluation and Qualification Criteria
This Section contains all the criteria that the Purchaser shall use to evaluate bids and qualify Bidders. In
accordance with ITB 28 and ITB 32, no other factors, methods or criteria shall be used. The Bidder shall provide all
the information requested in the forms included in Section IV, Bidding Forms.
1. Evaluation Criteria and Methodology
1.1 Alternative Proposal (If permitted in accordance with ITB 13.1) Not permitted
Technical Alternative – Not Allowed
Alternative Time for Completion – Not Allowed
1.2 Correction of Arithmetical Errors (In accordance with ITB 29.1)
(a) Where there are errors between the total of the amounts given under the column for the
price breakdown and the amount given under the Total Price, the former shall prevail and
the latter will be corrected accordingly
(b) 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 the Purchaser 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;
(c) 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
(d) 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.
1.3 Conversion to a Single Currency (In accordance with ITB 30)
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:
Tanzanian Shillings
The source of exchange rate shall be. Bank of Tanzania
The date for the exchange rate shall be: 28 days before tender opening
1.4 Discounts (In accordance with ITB 14.4)
The Purchaser will adjust the Bid Price, using the methodology prescribed by the Bidder in
its Letter of Bid, to take account of the Discounts offered by the Bidder in its Letter of Bid, as
read out at the Bid Opening.
1.5 Quantifiable Nonmaterial Nonconformities (In accordance with ITB 28.8)
The adjustment shall be made using the following methodology: [insert methodology]
1.6 Margin of Domestic or Regional Preference (If permitted in accordance with ITB 31.2)
Not Applicable
2. Qualification Criteria
N.B.: This SBD for Procurement of Goods assumes that no Prequalification has taken place before bidding.
However, if a Prequalification process is undertaken, the Qualification Criteria stipulated in this Section III,
Evaluation and Qualification Criteria must be updated to ensure that the Bidder and any Subcontractors shall
meet or continue to meet the Criteria used at the time of Prequalification.
2 Qualification (Without Prequalification)
2.1 Eligibility (TABLE)
2.2 Historical Contract Non-Performance (TABLE)
2.3 Financial Situation (TABLE)
2.4 Experience (TABLE)

2. Qualification Tables (Without Prequalification)
Qualification Criteria
2.1 Eligibility
Factor
Criteria
Bidder
Documentation
Sub-Factor
Required
Requirement Single Entity Joint Venture, Consortium or Association
All partners Each partner At least one

combined partner
2.1.1 Nationality Nationality in accordance with Must meet Existing or Must meet N/A Form ELI –1.1 and
ITB 4.2. requirement intended JVCA requirement 1.2, with
must meet attachments
requirement
2.1.2 Conflict of No- conflicts of interests as Must meet Existing or Must meet N/A Letter of Bid
Interest described in ITB 4.3. requirement intended requirement
JVCA must
meet
requirement
2.1.3 Bank Not having been declared Must meet Existing JVCA Must meet N/A Letter of Bid
Ineligibility ineligible by the Bank as requirement must meet requirement
described in ITB 4.4. requirement
2.1.4 Government Compliance with conditions of

Must meet Must meet Must meet
Form ELI –1.1 and
Owned Entity ITB 4.5 N/A 1.2, with
requirement requirement requirement
attachments
2.1.5 Ineligibility Not having been excluded as a Letter of Bid

based on a United result of the Borrower’s
Nations resolution country laws or official Existing JVCA
Must meet Must meet
or Borrower’s regulations, or by an act of must meet N/A
requirement requirement
country law compliance with UN Security requirement
Council resolution, in
accordance with ITB 4.8
2.2 Historical Contract Non-Performance

Factor
Criteria
Bidder
Sub-Factor Documentation
Requirement Joint Venture, Consortium or Association Required
Single Entity All partners Each partner At least one
combined partner
2.2.1 History of non- Non-performance of a Form CON - 2

performing contracts contract did not occur within
the last three (3_) years prior
to the deadline for application
submission, based on all
Must meet Must meet
information on fully settled
disputes or litigation. A fully N/A
by itself or as by itself or as
settled dispute or litigation is N/A
partner to partner to
one that has been resolved in
past or past or
accordance with the Dispute
existing JVCA existing JVCA
Resolution Mechanism under
the respective contract, and
where all appeal instances
available to the bidder have
been exhausted.
2.2.2 Failure to Sign Not being under execution of Must meet Letter of Bid
Contract a Bid-Securing Declaration the
Must meet
pursuant to ITB 4.6 for requirement
the N/A N/A
three_(3)_ years itself or as
requirement
partner to a
JVCA

Factor
Criteria
Bidder
combined partner
2.2.3 Pending All pending litigation shall in Must meet Must meet Form CON – 2
Litigation total not represent more than requirement requirement
50 percent of the Bidder’s net by itself or as by itself or as
N/A N/A
worth and shall be treated as partner to partner to
resolved against the Bidder. past or past or
existing JVCA existing JVCA
Factor 2.3 Financial Situation
Criteria
Bidder
Joint Venture, Consortium or Association Documentation
Sub-Factor
Requirement Required
Single Entity All partners At least one
Each partner
combined partner
2.3.1 Submission of audited
Historical balance sheets or if not
Financial required by the law of the
Performance bidder’s country, other
financial statements
acceptable to the Purchaser,
for the last _three___ [3] years
Must meet Must meet Form FIN – 3.1 with
to demonstrate the current N/A N/A
requirement requirement attachments
soundness of the bidders
financial position and its
prospective long term
profitability.
(criterion 1)
(criterion 2)
_____________

Factor
Criteria
Bidder
combined partner
2.3.2. Minimum average annual Must meet at
Average turnover of TZS. least Must meet at
Annual 550,000,000.00 calculated as Twenty five least
Must meet Must meet
Turnover total certified payments percent Forty percent Form FIN –3.2
received for contracts in (25%) of the (40%) of the
progress or completed, within requirement requirement
the last_Three___(3 ) years
2.3.3. The Bidder must demonstrate
Financial access to, or availability of,
Resources financial resources such as
liquid assets, unencumbered
real assets, lines of credit, and
other financial means, other Form FIN –3.3
than any contractual advance
payments to meet:
(i) the following cash-flow Must meet
requirement of TZS. Twenty Fife
Must meet
550,000,000.00 percent +
Must meet Must meet Forty percent
(ii) The overall cash flow (25%) of the
requirement requirement (40%) of the
requirements for this contract requirement Form CCC
requirement
and its current commitments.
Form FIN –3.3
Form CCC
2.4 Experience
Factor
Criteria
Bidder Documentation
Sub-Factor Required
Requirement Joint Venture, Consortium or Association
Single Entity
All partners Each At least one
combined partner partner
2.4.1 Experience Experience as Supplier, in at least
three (3) contracts within the
last five (5) years, each with a
value of at least TZs.
150,000,000.00 that have been
successfully and substantially
completed and that are similar to
the proposed Goods and Related
Services. The similarity shall be Must meet Must meet
based on the physical size, Must meet requirements requirement for
N/A Form EXP 2.4.1
complexity, methods/technology requirement for all one
or other characteristics as characteristics characteristic
described in Section IV, Bidding
Forms. The Bidders are required
to provide contact details of all
projects quoted to be used for
references purpose when
required.
Section IV. Bidding Forms 1-37
Section IV. Bidding Forms
Table of Forms
Letter of Bid ...................................................................................................................................................................... 38
Price Schedule for Goods and Related Services .................................................................................................. 40
Form of Bid Security (Bank Guarantee) ................................................................................................................. 48
Form of Bid Security (Bid Bond) ............................................................................................................................... 50
Form of Bid–Securing Declaration ........................................................................................................................... 51
Manufacturer’s Authorization ................................................................................................................................... 52
Bidder’s Qualification ................................................................................................................................................... 53
Bidder Information Sheet ............................................................................................................................................ 54
Partner to JVCA Information Sheet .......................................................................................................................... 55
Historical Contract Non-Performance .................................................................................................................... 56
Current Contract Commitments ................................................................................................................................ 57
Financial Situation ......................................................................................................................................................... 58
Average Annual Turnover ........................................................................................................................................... 60
Financial Resources ....................................................................................................................................................... 61
Experience......................................................................................................................................................................... 62
Experience (cont.) .......................................................................................................................................................... 63

Letter of Bid
Date:
ICB No.:
Invitation for Bid No.:
Alternative No.:
To: _______________________________________________________________________
We, the undersigned, declare that:
(a) We have examined and have no reservations to the Bidding Document, including Addenda issued in
accordance with Instructions to Bidders (ITB) Clause 8: ;
(b) We offer to supply, in conformity with the Bidding Document, the following Goods and Related
Services:
;
(c) The total price of our Bid, excluding any discounts offered in item (d) below is:
[amount of foreign currency in words], [amount in figures], and [amount of local currency in words],
[amount in figures];
(d) The discounts offered and the methodology for their application are:
(e) Our bid shall be valid for a period of _________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 the expiration of that period;
(f) If our bid is accepted, we commit to furnish a performance security in accordance with ITB 38 and
GC 13, for the due performance of the Contract;
(g) Our firm, including any subcontractors or suppliers for any part of the Contract, have nationalities
from eligible countries, in accordance with ITB 4.2;
(h) We, including any subcontractors or suppliers for any part of the Contract, do not have any conflict
of interest in accordance with ITB 4.3;
(i) We are not participating, as a Bidder or as a subcontractor, in more than one bid in this bidding
process in accordance with ITB 4.3, other than alternative offers submitted in accordance with ITB
13
(j) Our firm, its affiliates or subsidiaries (including any subcontractors or suppliers for any part of the
contract), has not been declared ineligible by the Bank, or under a Bid-Securing Declaration in the
Purchaser’s country, or under the Purchaser’s country laws or official regulations, or by an act of
compliance with a decision of the United Nations Security Council, in accordance with ITB 4.4, 4.6
and 4.8, respectively. We are not participating, as a Bidder or as a subcontractor, in more than one
bid in this bidding process in accordance with ITB 4.3, other than alternative offers submitted in
accordance with ITB 13;
(k) We are not a government owned entity / We are a government owned entity but meet the
requirements of ITB 4.5;
(l) We are / are not under sanction by the World Bank, the IADB, EBRD or the AsDB for any action of
corruption and fraud in accordance with ITB 3. [If under sanction, please provide details including
date of start of sanction and duration].
(m) The following commissions, gratuities, or fees have been paid or are to be paid with respect to the
bidding process or execution of the Contract:
Name of Recipient Address Reason Amount
(If none has been paid or is to be paid, indicate “none.”)
We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we
will strictly observe the laws against fraud and corruption in force in the country of the Purchaser , as
such laws have been listed by the Purchaser in the bidding documents for this contract. We
understand that this bid, together with your written acceptance thereof included in your notification
of award, shall constitute a binding contract between us, until a formal contract is prepared and
executed.
We understand that you are not bound to accept the lowest evaluated bid or any other bid that you
may receive.
Name In the capacity of _
Signed
Duly authorized to sign the bid for and on behalf of
Dated on ________________________________ day of _______________________, _____

Price Schedule for Goods and Related Services
Date:
ICB No.:
Invitation for Bid No.:
Alternative No.:
Name of the Bidder: _____________________________________________________________
1 2 3 4 5 6 7 8
Import Duties,
Percent of
Good or Quantity Sales Taxes
Country of national Unit Total
Item No. Related (No. of and other
origin origin 1 price 2 Price 3
Service units) Taxes, per
unit 2
___________ ___________ ____________ _______________ ___________ _________ ________________ ___________
___________ ___________ ____________ _______________ ___________ _________ ________________ ___________
___________ ___________ ____________ _______________ ___________ _________ ________________ ___________
___________ ___________ ____________ _______________ ___________ ________ ________________ ___________
_____ _____ _ ___ _____ ______ _____
Notes:
1 In accordance with margin of preference ITB Clause 31, if applicable
2 In accordance with ITB Clauses 14 and 15
3 Indicate % of total amount to be paid in foreign currencies and exchange rates
Name In the capacity of _
Signed
Duly authorized to sign the bid for and on behalf of ______________________________________
___________________________________________________________________________
Dated on _______________________________ day of _____________________, ______.

Schedules
Schedule No. 1. Supply of Mandatory Spare Parts Supplied from Abroad
Item Description Code1 Qty. Unit Price2 Total Price2

CIP
(1) (2) (3) (1) x (3)
TOTAL (to Schedule No. 5. Grand Summary)
Name of Bidder
Signature of Bidder
1Bidders shall enter a code representing the country of origin of all imported plant and equipment.
2Specify currency. Create and use as many columns for Unit Price and Total Price as there are
currencies.
Country of Origin Declaration Form
Item Description Code Country
Schedule No. 2. Supply of Mandatory Spare Parts Supplied from Within the Employer’s Country
Item Description Qty. EXW Unit Price1 EXW Total Price1

(1) (2) (1) x (2)
Name of Bidder
Signature of
Bidder
1Specify currency in accordance with requirements stipulated in Bid Data Sheet under ITB 15.1 (Single
Stage).
Schedule No. 3. Design Services
Item Description Qty. Unit Price1 Total Price1

Local Currency Foreign Currency
Portion Portion
(1) (2) (optional) (1) x (2)
Name of Bidder
Signature of Bidder
Stage)
Schedule No. 4. Installation and Other Services
Item Description Qty. Unit Price1 Total Price1

Foreign Local Foreign Local
Currency Currency
Portion Portion
(1) (2) (3) (1) x (2) (1) x (3)
Name of Bidder
Signature of Bidder
1 Specify currency in accordance with requirements stipulated in Bid Data Sheet under ITB 15.1 (Single
Stage)
Schedule No. 5. Grand Summary
Item Description Total Price1

Foreign Local
Total Schedule No. 1. Supply of Mandatory Spare Parts

Supplied from Abroad
Total Schedule No. 2. Supply of Mandatory Spare Parts

Supplied from Within the Employer’s Country
Total Schedule No. 3. Design Services
Total Schedule No. 4. Installation and Other Services
TOTAL (to Bid Form)
Name of Bidder
Signature of Bidder
Stage)
Schedule No. 6. Recommended Spare Parts
Item Description Qty. Unit Price Total Price

CIF or CIP EXW
(foreign (local
parts) parts)
(1) (2) (3) (1) x (2)
or(3)
Name of Bidder
Signature of Bidder
Country of Origin Declaration Form for Recommended Spare Parts
Item Description Code Country

Price Adjustment Formula (Sample)
Where, pursuant to ITB 14.7 and GC 10.1, Prices shall be adjustable during the performance of the
Contract, the following method shall be used to calculate the price adjustment:
Prices payable to the Supplier, as provided for at ITB 14.7 and GC 10.1, shall be subject to
adjustment during performance of the Contract, to reflect changes in the cost of labour and
material components in accordance with the formula:
P1 = P0 (a + bL1 + cM1) - P0
L0 M0
a+b+c = 1
in which:
P1 = adjustment amount payable to the Supplier.

P0 = Contract Price (base price).
a = fixed element representing profits and overheads included in the Contract Price and
generally in the range of five (5) to fifteen (15) percent.
b = estimated percentage of labour component in the Contract Price.
c = estimated percentage of material component in the Contract Price.
L 0, L 1 = labour indices applicable to the appropriate industry in the country of origin on the
base date and date for adjustment, respectively.
M0, M1 = material indices for the major raw material on the base date and date for
adjustment, respectively, in the country of origin.
The coefficients a, b, and c as specified by the Purchaser are as follows:
a = [insert value of coefficient]

b= [insert value of coefficient]
c= [insert value of coefficient]
The Bidder shall indicate the source of the indices and the base date indices in its bid.
Base date = twenty-eight (28) days prior to the deadline for submission of the bids.
Date of adjustment = [insert number of weeks] weeks prior to date of shipment (representing the
mid-point of the period of manufacture).
The above price adjustment formula shall be invoked by either party subject to the following
further conditions:
(a) No price adjustment shall be allowed beyond the original delivery dates unless specifically
stated in the extension letter. As a rule, no price adjustment shall be allowed for periods of
delay for which the Supplier is entirely responsible. The Purchaser will, however, be entitled
to any decrease in the prices of the Goods and Related Services subject to adjustment.
(b) If the currency in which the Contract Price P0 is expressed is different from the currency of
origin of the labour and material indices, a correction factor will be applied to avoid
incorrect adjustments of the Contract Price. The correction factor shall correspond to the
ratio of exchange rates between the two currencies on the base date and the date for
adjustment as defined above.
(c) No price adjustment shall be payable on the portion of the Contract Price paid to the
Supplier as advance payment.
Form of Bid Security (Bank Guarantee)
__________________________ [Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary: __________________________ [Name and Address of Purchaser]
Date: __________________________
BID GUARANTEE No.: __________________________
We have been informed that __________________________ [name of the Bidder] (hereinafter called "the Bidder")
has submitted to you its bid dated ___________ (hereinafter called "the Bid") for the execution of
________________ [name of contract] under Invitation for Bids No. ___________ (“the IFB”).
Furthermore, we understand that, according to your conditions, bids must be supported by a bid
guarantee.
At the request of the Purchaser, we ____________________ [name of Bank] hereby irrevocably undertake to pay
you any sum or sums not exceeding in total an amount of ___________ [amount in figures] (____________)
[amount in words] upon receipt by us of your first demand in writing accompanied by a written statement
stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in
the Letter of Bid; or
(b) having been notified of the acceptance of its Bid by the Purchaser during the
period of bid validity, (i) fails or refuses to execute the Contract Form, if required,
or (ii) fails or refuses to furnish the performance security, in accordance with ITB
38.
This guarantee will expire: (a) if the Bidder is the successful Bidder, upon our receipt of copies of the
contract signed by the Bidder and the performance security issued to you upon the instruction of the
Bidder; and (b) if the Bidder is not the successful Bidder, upon the earlier of (i) our receipt of a copy your
notification to the Bidder of the name of the successful Bidder; or (ii) twenty-eight days after the
expiration of the Bidder’s bid.
Consequently, any demand for payment under this guarantee must be received by us at the office on or
before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 758.
Name: [insert complete name of Signatory]
Title: [insert title]
_____________________________
[signature(s)]
Note: All italicized text is for use in preparing this form and shall be deleted from the final product.
Form of Bid Security (Bid Bond)
BOND NO. ______________________
BY THIS BOND [name of Bidder] as Principal (hereinafter called “the Principal”), and [name, legal title, and
address of surety], authorized to transact business in [name of country of Purchaser ], as Surety
(hereinafter called “the Surety”), are held and firmly bound unto [name of Purchaser ] as Oblige (hereinafter
called “the Purchaser ”) in the sum of [amount of Bond] 9 [amount in words], for the payment of which sum,
well and truly to be made, we, the said Principal and Surety, bind ourselves, our successors and assigns,
jointly and severally, firmly by these presents.
WHEREAS the Principal has submitted a written Bid to the Purchaser dated the ___ day of ______, 20__, for the
supply Goods and Related Services of [name of Contract] (hereinafter called the “Bid”).
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Principal:
(a) withdraws its Bid during the period of bid validity specified in the Letter of Bid; or
(b) having been notified of the acceptance of its Bid by the Purchaser during the period of Bid
validity; (i) fails or refuses to execute the Contract Form, if required; or (ii) fails or refuses to
furnish the Performance Security in accordance with ITB 38;
then the Surety undertakes to immediately pay to the Purchaser up to the above amount upon receipt of the
Purchaser ’s first written demand, without the Purchaser having to substantiate its demand, provided that
in its demand the Purchaser shall state that the demand arises from the occurrence of any of the above
events, specifying which event(s) has occurred.
The Surety hereby agrees that its obligation will remain in full force and effect up to and including the date
28 days after the date of expiration of the Bid validity as stated in the Invitation to Bid or extended by the
Purchaser at any time prior to this date, notice of which extension(s) to the Surety being hereby waived.
IN TESTIMONY WHEREOF, the Principal and the Surety have caused these presents to be executed in their
respective names this ____ day of ____________ 20__.
Principal: _______________________ Surety: _____________________________
Corporate Seal (where appropriate)
_______________________________ ____________________________________
(Signature) (Signature)
(Printed name and title) (Printed name and title)
9
The amount of the Bond shall be denominated in the currency of the Employer’s
country or the equivalent amount in a freely convertible currency.
Form of Bid–Securing Declaration
Date: [insert date (as day, month and year)]

Bid No.: [insert number of bidding process]
Alternative No.: [insert identification No if this is a Bid for an alternative]
To: [insert complete name of Purchaser]
We, the undersigned, declare that:
We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.
We accept that we will automatically be suspended from being eligible for bidding in any contract with the
Borrower for the period of time of [Purchaser to insert number of months or years] starting on [insert date],
if we are in breach of our obligation(s) under the bid conditions, because we:
(a) have withdrawn our Bid during the period of bid validity specified in the Form of Bid; or
(b) having been notified of the acceptance of our Bid by the Purchaser during the period of bid validity,
(i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance
Security, in accordance with ITB 38.
We understand this Bid-Securing Declaration shall expire if we are not the successful Bidder, upon the
earlier of (i) our receipt of your notification to us of the name of the successful Bidder; or (ii) twenty-eight
days after the expiration of our Bid.
Signed: [insert signature of person whose name and capacity are shown] in the capacity of [insert legal
capacity of person signing the Bid-Securing Declaration]
Name: [insert complete name of person signing the Bid-Securing Declaration]
Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
Corporate Seal (where appropriate)
[Note: In case of a Joint Venture, the Bid-Securing Declaration must be in the name of all partners to the
Joint Venture that submits the bid.]
Manufacturer’s Authorization
[The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions indicated.
This letter of authorization should be signed by a person with the proper authority to sign documents that
are binding on the Manufacturer. The Bidder shall include it in its bid, if so indicated in the BDS.]
Date: [insert date (as day, month and year) of Bid Submission]
ICB No.: [insert ICB number]
Invitation for Bid No.: [insert number of bidding process]
To: [insert complete name of Purchaser]
WHEREAS
We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods
manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby authorize
[insert complete name of Bidder] to submit a bid the purpose of which is to provide the following goods,
manufactured by us [insert name and or brief description of the goods], and to subsequently negotiate and
sign the Contract.
We hereby extend our full guarantee and warranty in accordance with Clause 21.1 of the General
Conditions, with respect to the goods offered by the above firm.
Signed: [insert signature(s) of authorized representative(s) of the Manufacturer]
Name: [insert complete name(s) of authorized representative(s) of the Manufacturer]
Title: [insert title]
Duly authorized to sign this Authorization on behalf of: [insert complete name of Manufacturer]
Dated on ____________ day of __________________, _______ [insert date of signing]

Bidder’s Qualification
To establish its qualifications to perform the contract in accordance with Section III (Evaluation and
Qualification Criteria) the Bidder shall provide the information requested in the corresponding
Information Sheets included hereunder.
Bidder Information Sheet

Form ELI – 1.1
Date: ______________________
ICB No.: ________________
Invitation for Bid No.: ________
Page ________ of _______ pages
1. Bidder’s Legal Name
2. In case of Joint Venture, Consortium or Association (), legal name of each partner:
3. Bidder’s actual or intended Country of Constitution, Incorporation, or Registration:
4. Bidder’s Year of Constitution, Incorporation, or Registration:
5. Bidder’s Legal Address in Country of Constitution, Incorporation, or Registration:
6. Bidder’s Authorized Representative Information

Name:
Address:
Telephone/Fax numbers:
Email Address:
7. Attached are copies of original documents of:

Articles of Incorporation or Registration of firm named in 1, above, in accordance with ITB Clauses 4.1 and
4.2.
 In case of JVCA, letter of intent to constitute a legally-enforceable JVCA, including a draft agreement, or
JVCA agreement, in accordance with ITB Clauses 4.1.
 In case of government owned entity from the Purchaser’s country, documents establishing legal and
financial autonomy and compliance with the principles of commercial law, in accordance with ITB
Clause 4.5.
Partner to JVCA Information Sheet
Form ELI – 1.2
Date: ______________________
ICB No.: ___________________
Invitation for Bid No.:_________
Page ________ of_ ______ pages
1. Bidder’s Legal Name:
2. JVCA Partner’s legal name:
3. JVCA Partner’s Country of Constitution, Incorporation, or Registration:
4. JVCA Partner’s Year of constitution into a legally-enforceable JVCA::
5. JVCA Partner’s Legal Address in Country of Constitution, Incorporation, or Registration:
6. JVCA Partner’s Authorized Representative Information

Name:
Address:
Telephone/Fax numbers:
Email Address:
7. Attached are copies of original documents of:

 Registration of firm named in 1, above, in accordance with
ITB Clauses 4.1 and 4.2.
 In case of government owned entity from the Purchaser’s country, documents establishing legal and
financial autonomy and compliance with the principles of commercial law, in accordance with ITB
Clause 4.5.
Historical Contract Non-Performance
Form CON – 2
Bidder’s Legal Name: _______________________ Date: _____________________

JVCA Partner’s Legal Name: _______________________ ___________________
ICB No.: __________________
Page _______ of _______ pages
Non-Performing Contracts in accordance with Section III, Evaluation Criteria
 -performance did not occur during the stipulated period, in accordance with Sub- Factor
2.2.1 of Section III, Evaluation Criteria
 -performance during the stipulated period, in accordance with Sub- Factor 2.2.1 of Section
III, Evaluation Criteria
Year Outcome as Total Contract
Percent of Contract Identification Amount (current
Total Assets value, US$
equivalent)
Pending Litigation, in accordance with Section III, Evaluation Criteria

 -Factor 2.2.3 of Section III, Evaluation Criteria
 Pending litigation in accordance with Sub-Factor 2.2.3 of Section III, Evaluation Criteria, as indicated
below
Year Outcome as Total Contract
Percent of Contract Identification Amount (current
Total Assets value, US$
equivalent)
Contract Identification:
______ ______ Name of Purchaser: ___________
Address of Purchaser:
Matter in dispute:
Contract Identification:
______ ______ Name of Purchaser: ___________
Address of Purchaser:
Matter in dispute:
Current Contract Commitments
Form CCC
Bidders and each partner to a JVCA 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.
Name of contract Purchaser, Value of Estimated Average monthly

contact outstanding supply completion date invoicing over last
address/tel/fax (current US$ six months
equivalent) (US$/month)
1.
2.
3.
4.
5.
etc.
Financial Situation
Form FIN – 3.1
Historical Financial Performance

Bidder’s Legal Name: _______________________ Date: _____________________
JVCA Partner Legal Name: _______________________ ICB No.: __________________
Page _______ of _______ pages
To be completed by the Bidder and, if JVCA, by each partner
Financial Historic information for previous ______ (__) years

information in (US$ equivalent in 000s)
US$ equivalent
Year 1 Year 2 Year 3 Year … Year n Avg. Avg.
Ratio
Information from Balance Sheet
Total Assets
(TA)
Total
Liabilities (TL)
Net Worth
(NW)
Current Assets
(CA)
Current
Liabilities (CL)
Information from Income Statement

Total Revenue
(TR)
Profits Before
Taxes (PBT)
 Attached are copies of financial statements (balance sheets, including all related notes, and income
statements) for the years required above complying with the following conditions:
(a) Must reflect the financial situation of the Bidder or partner to a JVCA, and not sister or parent
companies;
(b) Historic financial statements must be audited by a certified accountant;
(c) Historic financial statements must be complete, including all notes to the financial statements;
(d) Historic financial statements must correspond to accounting periods already completed and audited
(no statements for partial periods shall be requested or accepted).
Average Annual Turnover
Form FIN – 3.2
Bidder’s Legal Name: ___________________________ Date: _____________________

JVCA Partner Legal Name: ____________________________ ICB No.: __________________
Page _______ of _______ pages
Annual turnover data

Year Amount and Currency US$ equivalent
_________________________________________ ____________________
_________________________________________ ____________________
_________________________________________ ____________________
_________________________________________ ____________________
_________________________________________ ____________________
*Average _________________________________________ ____________________
Annual
Turnover
*Average annual turnover calculated as total certified payments received for supply in progress or
completed, divided by the number of years specified in Section III, Evaluation Criteria, Sub-Factor 2.3.2.
Financial Resources
Form FIN – 3.3
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 total cash flow demands of the
subject contract or contracts as indicated in Section III, Evaluation and Qualification Criteria.
Source of financing Amount (US$ equivalent)

1.
2.
3.
4.
Experience
Form EXP – 2.4.1
Bidder’s Legal Name: ___________________________ Date: _____________________

JVCA Partner’s Legal Name: _________________________ ICB No.: __________________
Page _______ of _______ pages
Similar Contract Number: ___ of ___ required. Information

Contract Identification _______________________________________
Award date _______________________________________
Completion date _______________________________________
Role in Contract
Total contract amount ____________________________ US$_______
If partner in a JVCA, specify participation in
total contract amount __________% US$_______
Purchaser’s Name: _______________________________________
Address: _______________________________________
_______________________________________
Telephone/fax number: _______________________________________
E-mail: _______________________________________
Experience (cont.)
Form EXP – 2.4.1 (cont.)
Bidder’s Legal Name: ___________________________ Page _______ of _______ pages

JVCA Partner’s Legal Name: ___________________________
Similar Contract No. __ [insert specific number]

Information
of [total number of contracts] ___ required
Description of the similarity in accordance with
Sub-Factor 2.4.1) of Section III:
Amount _________________________________
Physical size _________________________________
Complexity _________________________________
Methods/Technology _________________________________
Other Characteristics _________________________________

Section VI. Requirements 2-65
Section V. Eligible Countries
Eligibility for the Provision of Goods, Works and Related Services in Bank-financed Procurement
A. Provision at Paragraph 1.6 of the Bank’s Rules and Procedures for Procurement of Goods
and Works
1.6 The African Development Fund permits firms and individuals from all countries to offer goods,
works and services for ADF funded projects. However, the proceeds of any Financing undertaken in the
operations of the African Development Bank and the Nigeria Trust Fund shall be used for procurement of
goods and works, including the related services, provided by bidders from Eligible 10 Countries.11 Any
conditions for participation shall be limited to those that are essential to ensure the firm’s capability to
fulfill the contract in question. In the case of ADB and NTF, bidders from non-Member Countries offering
goods, works and related services (including transportation and insurance) are not eligible even if they
offer these from Eligible Member Countries. Any waiver to this rule will be in accordance with the
Articles 17(1) (d) of the Agreement Establishing the African Development Bank and 4.1 of the Agreement
Establishing the Nigeria Trust Fund.
B. Provision at Appendix 4 of the Bank’s Rules and Procedures for Procurement of Goods and
Works
Overview
1. The eligibility criteria for participation in the supply of goods, works and related services, to be
procured through the ADB and NTF Financing, derive from the requirements of the Agreement
Establishing the African Development Bank, Article 17.1.d, and the Agreement Establishing the Nigeria
Trust Fund, Article 4.1. The foregoing requirements basically prescribe two types of eligibility criteria:
The eligibility of the bidder;
The eligibility of the goods, works and related services.
Eligibility of the Bidder
2. The eligibility of the bidder shall be based on nationality, in accordance with the following rules:
(a) Natural Persons: A natural person is eligible if he or she is a national of a Member Country of
the Bank, or a State Participant of the Fund. Where a person has more than one nationality,
such a person shall be eligible if the nationality indicated in his or her bid is that of a Member
Country of the Bank, or a State Participant of the Fund.
(b) Corporations: A corporation is eligible if it satisfies the following criteria:
1. it is incorporated in a country that is a Member of the Bank, or State Participant of the
Fund;
eely convertible currency.

10
Refer to Appendix 4 for additional i
nformation on Eligibility.
11 “Eligible Countries" shall mean: (a) in the case of the African Development Bank and
the Nigeria trust Fund, the Member Countries of the
Section VI. Supply Requirements 66
2. it is a national of a country that is a Member of the Bank, or State Participant of the Fund,
as determined by the law of its place of incorporation;
3. it has its principal place of business in a country that is a Member of the Bank, or State
Participant of the Fund.
(c) Joint Ventures and Associations: An unincorporated joint venture, partnership, or association,
shall be eligible if at least 60% of its individual, or corporate members, satisfy the eligibility
requirement for individuals or corporations.
Eligibility of the Goods, Works and Related Services
3. In order to be eligible, the goods to be procured must have been mined, grown, or produced, in the
form in which they are purchased, in an Eligible Member Country.
4. For works contracts, which may include civil works, plant construction, or turnkey contracts, the
contractor must satisfy the nationality criteria of eligibility, either as a natural person, or corporation, or
joint venture and association. Labour, equipment, and materials needed for carrying out the works
contract, shall be supplied from Eligible Member Countries.
5. For contracts, which have been awarded on the basis of Cost, Insurance and Freight (CIF), or
Carriage and Insurance Paid (CIP), bidders shall be free to arrange for ocean and other transportation,
and the related insurance, from any Eligible Member Country. On the other hand, where goods are
shipped on FOB basis and the Bank has agreed to finance transportation and insurance separately, which
are arranged by the purchaser, under a separate contract, the Bank shall be satisfied that the services are
supplied from Eligible Member Countries.
C. Eligible Countries
PART 2 – Purchaser’s Requirements

Section VI. Requirements
Contents
1. List of Goods and Related Services ........................................................................................................... 70
2. Delivery and Completion Schedule .......................................................................................................... 72
3. Technical Specifications ............................................................................................................................... 73
4. Drawings ......................................................................................................................................................... 239
69
1. List of Goods and Related Services
1.1 List of Goods

Name of Goods Brief Description Quantity
Spare parts
Name of Goods Brief description Quantity

LIST OF SPARE PARTS Various
70
1.2 List of Related Services

Quantity
Name of Related Service
Brief Description
Name of Related Services Quantity

INSTALLATION AND CUSTOMIZATION OF CORE BANK SYSTEM 1
71
2. Delivery and Completion Schedule

The assignment shall be considered complete
under delivery Schedule
The required date of arrival on the Project Site is no later than: ____________________.
The required completion date is no later than: _Two months ___________________.
SUPPLY AND INSTALLATION OF CORE BANK SYSTEM

Name of Goods or related No of Licenses Expected delivery Bidder’s Compliance
services /Name of project period on delivery period
Supply and Installation of IT 60 days from date
Software(Core Banking 25 of contract
System,Treasusry and Financial signature
Management Modules)
72
3. TECHNICAL SPECIFICATIONS
73
Appendix A : MINIMUM CORE BANK SYSTEM SPECIFICATIONS
Table of Contents
3. TECHNICAL SPECIFICATIONS .......................................................................... 73
1. Core Banking System ............................................................................................... 75
2. Credit Management ................................................................................................. 76
3. Integrated Financial Management ........................................................................... 91
4. Treasury Management ............................................................................................ 198
5. Risk Management System ....................................................................................... 236
74
1. Core Banking System

Tanzania Agricultural Development Bank is interested to acquire a core banking system which will act as a back-end system to process daily
banking transactions and posts updates to accounts and other financial records. Furthermore, the system is expected to facilitate account opening
functionalities, loan and credit processing capabilities, and ability to interfaces with the general ledger system, loan module, treasury module,
risk management system and other reporting tools.
Functional Requirements for the core banking system:

1) Customer relationship management features including a 360 degree customer view.
2) The ability to originate new products and customers.
3) Banking analytics including risk analysis, profitability analysis and provisions for capital reserve allocation and collateral management.
4) Banking finance including general ledger and reporting.
5) Banking delivery channels including branches, point-of sale terminals, call centers, teller systems, side counter (sales) applications,
mobile banking and online banking solutions.
6) Workflow processes.
7) Governance and compliance capabilities such as internal controls management, auditing/assurance and Anti Money Laundering.
8) Security control and audit capabilities.
9) Online validations and automated exception processing.
10) Centralized, decentralized, and combination deployments.
11) Security management covering application and role-based access.
12) Operational risk management controls, including limits, collateral, and nonperforming assets.
13) 24/7 processing of large transaction volumes, with high availability.
14) Ease of integration with other systems.
Type of products or services to be supported by the Core Banking System.

1) Current and Saving Accounts
2) Deposits
3) Collections
4) General Ledger
5) Loans
6) Standing Instructions
7) Direct Debits and Credits
75
8) Straight Through Processing

9) Sweeping
10) Fund Transfer
11) Trade Finance
12) Foreign Exchange Transactions
13) Money Market Transactions
14) Securities
15) Asset and Liability Management
2. Credit Management
Credit Management
Functional Requirements
CODE SPECIFICATIONS COMPLIANCE REMARKS
LO Loan Origination
a) Credit origination
b) Credit appraisal and review
c) Credit approval
CM Credit Administration and Monitoring
a) Documentation and security
b) Disbursement and receipts
NP Non-Performing Asset Management
CA Credit Controls, Review and Analysis
a) Internal controls and audits
b) Independent credit review and audit
c) Portfolio review and trend analysis
d) Credit policy and process review
76
Credit Management
MB Mobile Banking
R Reports
1. Loan Origination Management

LO1 KYC process
LO2 Checklist verification

LO3 Loan application document
LO4 Inquiry Interface
1.1 KYC Process

LO1- Detecting and preventing Money Laundering and Financing of Terrorism.
01
LO1- Allow the user to include proprietary, budgetary and memorandum accounts in
02 the definition of a standard transaction; Provide the monitoring and control of
Money Laundering and Financing of Terrorism risks at the highest level
77
Credit Management
LO1-3 Ensure from time to time compliance with policies, procedures, programs and
controls for combating money laundering and financing of terrorism to satisfy the
requirements of the law
LO1- Perform customer identification, ongoing monitoring of high-risk accounts and

04 risk management
LO1- Undertake customer due diligence measures, including identifying and verifying
05 the identity of their customers, when:
v Establishing business relations;
v Carrying out occasional transactions;
v There is a suspicion of money laundering or terrorism financing;
v There are doubts about the veracity or adequacy of previously obtained

customer identification information
78
Credit Management
LO1- Update all applicable general ledger account balances (i.e. budgetary, proprietary
06 and memorandum accounts) based on a single input transaction; Screening of
application before a comprehensive credit analysis is done. The screening will
enable the team to determine whether an application has complied with minimum
requirements and to determine the type of credits that is suitable. If the
application does not meet minimum criteria it is turned down / rejected and the
applicant is informed accordingly. If the application is within the bank’s policy it
is recommended for detailed appraisal
LO1 – Ensures that it captures the customer information as per BOT Credit Reference
07 Data Bank requirement as shown below:
v Individual
Ø Customer Code Number
Ø Personal Data
· Individual Classification (Individual or Sole Proprietor)
§ First Name
§ Last Name
§ Marital Status
§ Gender
· Nationality
Ø Birth Data
· Date of Birth
79
Credit Management
Ø Identification, this to include ID type and number. At least one of the below
listed identification to be filled in received from interfaced modules or systems;
§ Driving license
§ National ID
§ Passport
§ Permit for permanent Residence
§ Voter Registration Card

§ Ward ID
§ Zanzibar ID
Ø Entrepreneur Data
§ Type of business
§ TIN
Ø Address
§ Employer
o Country
o District
o Region
CF2-15 § Permanent Residence
o Country
o District
o Region
· Postal
o Country
o District
80
Credit Management
o Region
Ø Contacts
· Cellular Phone Number
v Company
Ø Customer Code Number
Ø Company Data
§ Establishment Date
§ Legal Form
§ Registration
§ Number
§ TIN
§ Trade Name
Ø Related Persons
§ Full Name
§ Relation Type
Ø Address
§ Business
o Country
o District
o Region
§ Postal
o Country
o District
o Region
Ø Registration
§ Country
§ District
81
Credit Management
§ Region
Ø Contacts
Ø Subject Relations
§ Individual
§ Company
CODE SPECIFICATIONS
LO1- Allow users to capture additional requirement in the KYC.
08
CODE SPECIFICATIONS
LO2- Capture information from specific checklist of different loan products and
01 customer categories;
LO2- Provide checklist for different loan products with respective customer categories;
02
LO2- Provide the result whether the checklist is complete or incomplete.

03
CODE SPECIFICATIONS
LO2- Verify the online loan application documents.
04
CODE SPECIFICATIONS
82
Credit Management
LO3- Allow for accruals relating to contracts or other items that cross fiscal years. Issue
01 of reference number for online application received with loan applicant's details,
date/time of submission
LO3- Provide loan application pool which receive all online submitted applications
02
LO3- Allow manual input on all offline application received and provide receipt note
03 with reference number for complete application.
LO3- Provide automatic feedback either through sms, email or system generated letter
04 for incomplete applications indicating missing documents.
Value added Requirements

LO3- Provide automatic feedback either through SMS, email or system generated letter
05 for incomplete applications indicating missing documents.
LO3- Allow users to make an inquiries on the status of the loan application
06
1.4. Inquiry Interface Process

LO4- Details of loan application such as; applicant's name, address, loan type,
01 segment(category), amount, date applied etc.
LO4- Status of the application whether it is complete and in progress or incomplete and
02 returned.
83
Credit Management

LO4- To support the loan application inquiry, the process should provide the capability
03 to search through internet or mobile phones SMS.
2. Loan Processing Management

LP1 Credit Appraisal
LP2 Credit Approval
LP3 Legal Documentation

LP4 Loan Disbursement
2.1. Credit Appraisal Process

LP1-01 Budget Preparation Provide detailed borrowers’ analysis on both past and
projected financial statements including key ratios such as debt-equity, debt-
service cover, security cover, return on investment, return on equity and other
ratios.
LP1-02 Comparing borrower’s ratios with peers in the industry for use in qualitative
assessment
LP1-03 Calculating Loan Pricing based on Risk Adjusted Return on Capital (RAROC).
84
Credit Management
LP1-04 Use of sensitivity analysis techniques to quantify the effects of changes of various
variables
LP1-05 Capture all relevant credit risk mitigation instruments
LP1-06 Establish customized credit risk scoring models for different customer categories
and product types in the bank.
LP1-07 Having a consistent view of the accruing risk across products, customer
segments, business sectors and business units
LP1-08 Generate Statistical returns and account profitability;
LP1-09 Capture borrower ratings (both internal and external), which would enable
computation of the probability of Default under stressed conditions (funded and
non-funded exposures).
LP1-10 Carrying out economic analysis and environmental impact assessment.
LP1-11 Carrying out technical assessment
LP1-12 Identification and management of risk inter-relationships
LP1-13 Improving credit risk evaluations by use of credit Rating of borrowers
LP1-14 Compliance with prudential and regulatory requirements
85
Credit Management
LP1-15 Handling predefined benchmarks for various inputs in the projection models in
alignment with Bank’s requirements including Net Present Value calculations,
Discounted Cash flows and computation of IRR & ERR. The system should be
able to compute the value added, using predefined benchmarks
LP1-16 Assessment of direct and indirect revenue from the borrower such as bank
charges etc.
LP1-17 Support a platform for online processing of applications on remote locations;
LP1-18 Have ability to produce a credit approval document with an appropriate internal
customer rating for each borrower;
LP1-19 Ability to define Collaterals, and linking collaterals to the customer credit
facilities
LP1-20 Records all aspects of lending analysis including; Economic, Market, Political,
Social, Technology, Legal and environmental impact assessment.
LP1-21 Proposed lending arrangement (syndication/multiple/ sole), Name of lead bank,
Details of existing and proposed facility - both fund and non-fund based (current
limit in absolute amount and percentage, current outstanding, proposed limit,
tenor of existing and proposed facilities), outstanding with existing banks.
LP1-22 Corporate governance and management including tracking management
parameters such as changing key personnel, integrity of borrowers, strikes or
labor disturbance, dispute among owners and employee turnover.)
LP1-23 Ownership structure giving due consideration to a possibility of multiple
borrowers having related shareholding.
LP1-24 Quality and adequacy of security offered
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Credit Management
LP1-25 Auxiliary business from the client relationship and risk management perspective.
LP1-26 Breakdown of facilities advanced both on and off balance sheet, their pricing,
respective currencies and other details.
LP1-27 Integrate with other banking systems to derive valuable credit appraisal
information.
LP1-28 The workflow of the facility appraisal should escalate to the appropriate approval
levels
LP1-29 Keeping track of collateral value to determine the extent of security cover
LP1-30 Cumulatively capture and retain any comments made on the application during
the appraisal process in a non-editable form once committed. The details of the
person making the comment should also be captured and displayed along with the
comment
LP1-31 Revert to application originators for more requisite data/explicit details, without
losing the already held information while at the same time retaining the pending
status of the proposition (i.e. allow a two-way process flow
Accommodate project financing products, which include but not limited to:
Financial forecasting for at least 10 years which can simultaneously account for
multiple factors such as projected sales, interest rates, types of financing,
taxation, multi-currency etc.
Assessment of investments criteria such as Net Present Value (NPV), Internal
Rate of Return (IRR), Payback period etc.
Provision of financing options including equity, bonds, term loans, financial
leasing, revolving credits and grants; and simulate optimal financing plans.
Analysis of short-term financing requirements for working capital; derived from
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Credit Management
cost of various inputs such as overhead, labor, raw materials etc.
Analysis of investments in fixed assets including economic and tax depreciation
schedules.
LP1-32 Accommodate trade financing products, which include but not limited to:
recognize working capital facility processed and approved for trade financing
purpose
Restrict utilization above approved limit.
Capture the terms and conditions of the facility
Recognize and track drawdown as per the approved terms and conditions
Monthly financial forecasting for one year, which can simultaneously account for
multiple factors such as projected sales, interest rates, types of financing,
taxation, multi-currency etc.
LP1-33 Accommodate Finance leasing products, which include but not limited to:
Recognize the value and type of the assets including economic and tax
depreciation computations
Provide value of the asset at the time of disposal in the second market
LP1-34 Accommodate personal loan products, which include but not limited to:
cover the processing of facilities for the consumer-lending segment;
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Credit Management
Provide simple approve/reject decision based on net income of the individual
borrowers;
confirmation that the loan applicant is a genuine employee;
Payments are deducted at source

Support an online application, processing of applications and produce a credit
approval document and letter of offer;
Credit status check with credit reference bureau (CRB)
LP1-35 Accommodate bank to bank exposures, which include but not limited to:
Market reports.
Clearing and settlement reports.
Audited and management accounts.
Sector and category capacity.
Security offered;
Exposure limit based on the risk rates
LP1-36 Accommodate corporate bonds, which include but not limited to:
Market reports.
Clearing and settlement reports.
Sector and category capacity.
Interest rate offered.
Corporate governance;
LP1-37 Accommodate government securities, which include but not limited to:
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Credit Management
The purpose for which credit is required.
Current Macro-economic atmosphere.
Sector capacity.
Interest rate offered/rediscounting/yields/secondary trading.
Period.
Interest rates trends;
LP1-38 Provide detailed credit analysis based on the data provided by the credit
applicant. Financial analysis is performed using excel spreadsheets and the
results are interpreted. Following positive results of the financial analysis other
aspects of credit appraisal such as markets, technical, management, security,
economic analyses and environmental assessments are performed. The report is
then compiled in MS Word for submission to the approving authority.
LP1-39 Provide Margin requirements where the excess of the discounted market value of
the collateral over the face amount of the loan or of the credit exposure. Margins
for different securities shall be provided.
LP1-40 Summarize information about the borrower, his relationship with Bank, and the
credit facilities requested;
LP1-41 Keep all past appraisals online in a non-editable form for reference and aiding in
the origination and decision making for new facility applications

LP1-42 To support the loan application inquiry, the process should provide the capability
to search through internet or mobile phones SMS
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3. Integrated Financial Management

Integrated Financial Management
General Function Requirements
1. The Core Financial System
CF1 Accounting Classification Management
CF2 Transaction Control
1.1. Accounting Classification Management Process

Mandatory Requirements
CF1-01 Internal fund code (see CF1-04 below),
Budget fiscal year,
Accounting year, quarter and month,
Programs,
Directorate/Branch and/Business Unit or Department,

Project,
Activity,
Cost Centre,
Budget function (and sub function code), and;
Any other future attribute not specified above
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CF1-02 Define additional accounting classification elements.
Classify and report accounting transactions by each
type of element;
CF1-03 Achieve consistency in budget and accounting
classifications and synchronization between those
classifications and the organizational structure.
Consistency will include maintaining data
relationships between:
Budget formulation classifications (budget function
and sub function classification codes)
Budget execution and accounting classifications (e.g.
internal fund, program, project, activity), and
The organizational structure.
CF1-04 Differentiate among the type of budgeting, accounting,
and reporting treatments to be used. At a minimum, the
following fund characteristics must be supported and
budget execution requirements
Fund type (e.g., general fund, deposit fund, trust fund,
special fund, revolving fund, receipt account);
Funding source (e.g., borrowing authority, contract
authority, direct appropriation, spending authority
from offsetting collections); and
Budget status (e.g., on budget, off budget, or financing
account).
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CF1-05 Establish an organizational structure based on
responsibility segments, such as directorates,
departments, and branches. Provide for the ability to
tie responsible organizational units to programs,
projects and activities;
CF1-06 Provide a project structure that is independent of the
other accounting classification elements to allow
multiple organizations, programs, and funding sources
to be associated with a project;
CF1-07 Process additions, changes and deletions to elements
of the accounting classification design, and related
valid domain values within accounting classifications,
without extensive program or system changes (e.g.,
through on-line table updates);
CF1-09 Reject or suspend interfaced transactions that contain
accounting classification elements or domain values
that have been deactivated or discontinued.
Value-Added Requirements
CF1-10 Provide a revenue source code structure to identify and
classify types of revenue and receipts as defined by the
user. For example, categories could be rental income,
sales by product type, income by type of service
performed and others;
CF1-11 Validate all transactions involving Treasury and other
disbursing centers as defined by the user;
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CF1-12 Derive the full accounting classifications from
abbreviated user input so that user input is minimized,
data entry is made easier, and errors are controlled and
reduced. Examples of methods include entering
"shorthand codes," using a keyboard function to look
up additional elements, "clicking" on a "pop-up
menu," and scanning a bar code;
CF1-13 Provide for an automated method to reclassify
accounting data at the document level when a
restructuring of the existing values pertaining to the
mandatory accounting classification elements is
needed. Maintain an audit trail from the original
postings to the final posting.
1.2. Transaction Control Process

CF2-01 Use standard transactions when recording accounting
events. The standard transactions must specify the
postings to the general ledger accounts, and update
document balances and any related tables (e.g.,
available funding);
CF2-02 Allow the user to include proprietary, budgetary and
memorandum accounts in the definition of a standard
transaction;
CF2-03 Record transactions consistent with existing posting
rules;
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CF2-04 Reject a transaction or provide a warning message
when attempting to post a transaction that would cause
general ledger debits and credits to be out-of-balance
at a level specified (e.g., internal fund, organization
level);
CF2-05 Allow users to define and maintain standard rules that
control general ledger account postings for all
accounting events. The process of defining posting
rules can be accomplished in a variety of ways,
including (but not limited to) using: transaction codes,
screen “templates,” derivation rules, and others;
CF2-06 Enable users to selectively require, omit, or set a
default value for individual accounting classification
elements. For example, a budget object class code
value is not necessarily needed when recording
depreciation expense;
CF2-07 Update all applicable general ledger account balances
(i.e. budgetary, proprietary and memorandum
accounts) based on a single input transaction;
CF2-08 Define, generate and post compound general ledger
debit and credit entries for a single transaction.
Accommodate at least 10 debit and credit pairs or 20
accounts when defining and processing a single
transaction;
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CF2-09 Allow users to define and process system-generated
transactions, such as automated accruals (e.g., payroll
accrual entries), pre-closing and closing entries, cost
assignment transactions, recurring payments, and
transactions that generate other transactions in those
cases where a single transaction is not sufficient;
CF2-10 Automatically liquidate, partially or in full, the balance
of open documents by line item. This capability will be
used in the liquidation of various documents such as
commitments, obligations, undelivered orders,
payables, receivables, and advances, upon the
processing of subsequent related transactions (e.g.,
liquidate an obligation upon entry of the related
receiving report);
CF2-11 Automatically determine and record the amount of
upward or downward adjustments to existing
obligations upon liquidation, cancellation or other
adjustment. This is to include transactions entered
directly to the Core system and those received from
interfaced modules or systems;
CF2-12 When adjustments are made to existing obligations or
previously recorded expenditures, automatically
distinguish between upward and downward
adjustments to unexpired and expired budget authority,
and generate the appropriate general ledger postings,
without user intervention;
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CF2-13 Relative to expired funds, provide an override-able
error message when attempting to post (previously
unrecorded) obligations to current year general ledger
obligation accounts;
CF2-14 When recording adjustments to prior year obligations
(including previously expended authority),
automatically classify upward and downward
adjustments as paid and or unpaid according to the
status of the related obligation or expenditure. This is
to include transactions entered directly to the Core
system and those received from interfaced modules or
systems;
CF2-15 Control the correction and reprocessing of all
erroneous transactions through the use of
error/suspense files. Erroneous transactions must be
maintained until either corrected and posted or deleted
at the specific request of a user;
CF2-16 Provide immediate, on-line notification to the user of
erroneous transactions. Advise reason for error and
provide the ability to enter corrections on-line;
CF2-17 Provide controls to prevent the creation of duplicate
transactions. For example, prevent the use of the same
unique transaction identification number (e.g.,
document number);
CF2-18 Provide a warning message when the user attempts to
input an external vendor invoice number that has
already been recorded for the related vendor;
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CF2-19 Validate the fields for all accounting classification
elements required to process the transaction prior to
posting. For example, fields pertaining to vendor code,
organization, and others;
CF2-20 Enter, edit, and store transactions in the current
accounting period for automatic processing in a future
accounting period;
CF2-21 Put transactions in a hold status (saved, but not
processed or posted) within the Core system (i.e.,
importing transactions from a spreadsheet or database
application is not acceptable). Allow users to select
held transactions and continue processing at a later
date;
CF2-22 Capture the six-digit trading partner code (as specified
by Treasury) when processing all transactions that
directly involve another Federal entity (i.e., both
parties to a transaction are Federal entities);
CF2-23 For all transactions, capture transaction dates (effective

date of the transaction) and posting dates (date
transaction posted to general ledger);
CF2-24 Automatically determine the posting date from the
system date for all transactions. Automatically
associate a default accounting period for each
transaction, but allow user to override;
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CF2-25 Automatically reverse entries by the following
parameters: transaction or document type, date range,
schedule numbers, transaction identification number
(i.e., document number) range, and trading partner;
CF2-26 Post to the current and prior months concurrently until
the prior month closing is complete;
CF2-27 Provide and maintain on-line queries and reports on
balances separately for the current and prior months.
At a minimum, balances must be maintained on-line
for both the current and prior months until the prior
month closing is complete;
CF2-28 Post to the current fiscal year and prior fiscal year
concurrently until prior yearend closing is complete;
CF2-29 Provide and maintain on-line queries and reports on
balances separately for the current and prior fiscal
years. At a minimum, balances must be maintained on-
line for both the current and prior fiscal years until the
prior fiscal year closing is complete;
CF2-30 Perform validation checks for use of certain general
ledger accounts associated with specific Record Type
(e.g., Imprest fund, borrowing authority) prior to
posting a transaction;
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CF2-31 Have all functions of the system, including budgeting,
spending, accounts payable, and accounts receivable,
process and track transactions in both local and foreign
currency;
CF2-32 Calculate progress payments to foreign vendors based
on current exchange rates.
AUDIT TRAILS AND SYSTEM SECURITY

CF2-33 Provide audit trails to trace transactions from their
initial source through all stages of related system
processing. The initial source may be source
documents, transactions originating from other
systems (e.g., feeder systems), or internal system-
generated transactions.
CF2-34 Select items for review based on user-defined criteria
by type of transaction (e.g., by obligation transactions,
vendor, date range). Examples of reasons to select
items are payment certification and financial statement
audits.
CF2-35 Provide audit trails that identify document input,
change, approval, and deletions by user.
CF - 36 Provide for an application and encryption for alternate
channel usage – like mobile and online banking
application
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2. General Ledger Management
GL1 General Ledger Account Definition

GL2 Accruals, Closing, and Consolidation
GL3 General Ledger Analysis and Reconciliation
2.1. General Ledger Account Definition

GL1-01 Allow users to define and maintain a chart of accounts
consistent with the Bank format, including account
titles and the basic numbering structure.
GL1-02 Incorporate proprietary, budgetary, and memorandum
(credit reform) accounts in the system;
GL1-03 Provide control accounts for detailed subsidiary
accounts in the Core or external systems.
GL1-04 Create additional sub-accounts to the specific tracking
and control. These sub-accounts will summarize to the
appropriate accounts.
GL1-05 Provide flexibility so that the system can adapt to
changes in reporting requirements. For example, the
user should be able to add or modify valid values
within an existing attribute domain.
GL1-06 Process additions, deletions, and changes to the chart
of accounts without extensive program or system
changes, (e.g., through on-line table updates).
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GL1-07 Prohibit new transactions from posting to general
ledger accounts that have been deactivated.
2.2. Accruals, Closing and Consolidation Process

GL2-01 Allow for accruals relating to contracts or other items
that cross fiscal years.
GL2-02 Automatically generate selected recurring accrual
entries and reversals in subsequent accounting periods
(e.g., payroll accrual).
GL2-03 Close an accounting period and prohibit subsequent
postings to the closed period.
GL2-04 Automatically determine an accounting period’s
opening balances based on the prior accounting
period’s closing balances, without user intervention or
adjustment. The rollover of general ledger balances
must be accomplished in a detailed manner to maintain
the standard attribute information required to satisfy
IFRS reporting requirements.
GL2-05 Perform multiple preliminary yearend closings, while
maintaining the capability to post current and prior
period data.
GL2-06 Automatically generate fiscal yearend pre-closing and
closing entries as they relate to fund types.
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GL2-07 Provide for an automated yearend rollover of
appropriate system tables into the new fiscal year.
2.3. General Ledger Analysis and Reconciliation

GL3-01 Compare amounts in the general ledger accounts with
the amounts in the related subsidiary records and
create reports for those accounts that are out of
balance. This capability must be available for all open
accounting period balances and at frequencies defined
by the user, such as daily, weekly and monthly;
GL3-02 Perform on-line "drill downs" from general ledger
summary balances to detail transactions and referenced
documents (e.g., purchase orders, receiving reports,
etc.);
GL3-03 Record subsequent activities related to a closed
document under a unique document ID and provide an
audit trail that associates the new activity with the
transaction history of the original document.
3. Funds Management Function

3.1. Budget Preparation Process
FM1-01 Establish and maintain operating/financial plans at or
below the level of funds control.
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FM1-02 Establish operating/financial plans by month and
quarter at any level of the organizational structure
specified by the user.
FM1-03 Track and report on the use of funds against

operating/financial plans.
FM1-04 Prepare operating/financial plans based on multiple
measures, including obligations, costs, and full-time
equivalents;
FM1-05 Modify/revise an existing operating/financial plan by
line item;
FM1-06 Maintain original and modified operating/financial
plans;
FM1-07 Identify legal and administrative limitations on funds
in operating/financial plans;
FM1-08 Generate allotments and sub-allotments (including
limitations based on approved changes to
operating/financial plans);
FM1-09 Enter operating/financial plans for future operating
periods;
FM1-10 Roll future plans into active budget plans based on
future date or retrieval function.
3.2. Budget Formulation Process
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FM2-01 Report information for all categories on which
budgetary decisions are made, whether legally binding
(e.g., appropriation limitations) or in the nature of
policy guidance and decision-making (e.g., Board of
directors decision, or internal management decisions);
FM2-02 Populate the budget formulation system with prior-
year budgeted and actual amounts;
FM2-03 Perform projections of obligations, income, and
expenditures at any level of the organizational
structure (e.g., projecting obligations based on prior
periods and applying these to a future period);
FM2-04 Adjust projection rates (e.g., 90 percent, 100 percent,
and 110 percent) and exclude specified obligations
from projection;
FM2-05 Create, store, and modify payroll forecasts, including
anticipated monthly compensation and benefits, at the
individual employee level;
FM2-06 Incorporate overhead distribution as part of budget
formulation;
FM2-07 Develop budgets on-line and via upload from
spreadsheets;
FM2-08 Prepare budget submission guidance, budget
narratives, and budget briefing packages on-line and
via upload from desktop software applications;
FM2-09 Distribute budget submission guidance to subordinates
electronically
FM2-10 Tie budget formulation to the stated goals and
objectives.
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3.3. Funds Allocation Process

FM3-01 Record funding and related budget execution
documents (e.g., warrants, apportionments, allotments)
and limitations;
FM3-02 Control the use of funds against limitations consistent
with appropriation and authorization levels and
administrative limitations established by management;
FM3-03 Distribute track, and control, funds at various levels,
based on the elements of the accounting classification
and project structure;
FM3-04 Verify that funds distributed do not exceed the amount
of funds available for allotment or sub-allotment at
each distribution level;
FM3-05 Record and control all types of budgetary unit,
including appropriations, spending unit from
offsetting collections;
FM3-06 Record the expiration and cancellation of
appropriation;
FM3-07 Account for spending transactions at a lower level in
the accounting classification than they are budgeted;
FM3-08 Account for budgetary resources at a lower level in the

accounting classification than they are budgeted and
controlled;
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FM3-09 Generate budgetary data in a spreadsheet format;
FM3-10 Automatically prepare the formal allotment and sub-
allotment documents and electronically distribute them
to subordinate Head of Functional Units;
FM3-11 Create continuing resolution funding levels based on a
percentage of prior-year funding
3.4. Budget Execution Process

FM4-01 Record budget authority at multiple levels of
distribution (at least three);
FM4-02 Track and record all changes to budget authority -
including rescissions, supplemental, transfers between
accounts, reprogramming, limitations and changes at
multiple levels of distribution (at least three);
FM4-03 Track actual amounts and verify commitments and

obligations against the budget as revised, consistent
with each budget distribution level;
FM4-04 Modify funding distribution (including apportionments
and allotments) at multiple organizational levels (at
least three);
FM4-05 Manage and control prior-year funds in the current
year;
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FM4-06 Establish and maintain user-defined variance
tolerances by document type, percentage, and a “not-
to-exceed” a committed threshold; (FM4-06)
FM4-07 Automatically withdraw (or cancel) uncommitted and
unobligated allotments and sub-allotments for all or
selected accounts at the end of a specific fiscal period;
FM4-08 Automatically withdraw (or cancel) uncommitted and
unobligated allotments and sub-allotments for selected
votes at the end of a specific fiscal period;
FM4-09 Distribute the annual budget in accordance with the
latest Apportionment and Reapportionment Schedule
approved by Board of Directors.
FM4-10 Request approval for reprogramming and request
additional funds outside the periodic budget review
process. Allow such requests to be submitted,
reviewed, revised, and approved. Approval would
update current operating budgets.
3.5. Funds Control Process

Funds Availability Editing
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FM5-01 Establish and modify multiple levels of funds control
using elements of defined accounting classifications,
including program, Department/branch, project, and
fund
FM5-02 Establish and modify the system’s response (either
reject transaction or provide warning) to the failure of
funds availability edits for each transaction type;
FM5-03 Perform on-line inquiry of funds availability prior to
the processing of spending transactions (commitments,
obligations, and expenditures);
FM5-04 Determine funds availability based on whether funds
cited are current, expired, or canceled and record
appropriate accounting entries when de-obligation of
expired funding occurs. Do not allow the use of de-
obligated prior-year funds for current year
expenditures;
FM5-05 Record transactions that affect the availability of
funds, including commitments, obligations, and
expenditures;
FM5-06 Provide for modification to spending documents
(commitments, obligations and expenditures),
including ones that change the dollar amount or the
accounting classification cited. Check for funds
availability when changes are made;
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FM5-07 Provide on-line notification to users of transactions
failing funds availability edits, and make the rejected
transactions available for corrective action. This is to
include transactions entered directly to the Core
system and those received from external modules or
systems;
FM5-08 Override funds availability edits, including
automatically releasing and processing transactions
previously rejected for exceeding user-defined
tolerances. Produce a report or otherwise notify
management of the over obligation of funds;
FM5-09 Automatically update all appropriate budgetary
accounts and or tables to ensure that the system always
maintains and reports the current status of funds;
FM5-10 Check for funds availability when the obligation
exceeds the commitment document or when the
expenditure (upon receipt or disbursement) exceeds
the obligating document due to quantity or price
variances, additional shipping charges, etc., within
tolerances. Provide on-line notification when
tolerances are exceeded. When variances are within
tolerances, process and adjust the obligation
accordingly.
FM5-11 Allow for available fund balances to be based on
reimbursable customer orders accepted. In the case of
reimbursable orders from the public, ensure that an
advance must also be received before additional
funding authority is recorded.
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FM5-12 Track all activity related to an individual reimbursable
agreement. When recording commitments, obligations,
and expenditures incurred in support of reimbursable
agreements, check for funds availability against the
amount authorized by the agreement and the
corresponding start and end dates.
FM5-13 Record and maintain reimbursable agreements, so that
monthly, quarterly, and fiscal year-to-date as well as
inception-to-date information can be presented.
FM5-14 Automatically notify users when funds availability is
reduced by transactions from external systems (e.g.,
payroll)
COMMITMENTS:
FM5-15 Maintain information related to each commitment
document, including amendments. The Core financial
system must capture:
Requisition number,
Appropriate accounting classification values, and
Estimated amounts;
FM5-16 Input line item detail for commitment documents,
including item description, unit price, quantity of
goods and services, accounting information, and
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amounts;
FM5-17 Future-date, store, and automatically post commitment

documents at the appropriate date. Subject these
documents to edit and validation procedures prior to
posting. Provide notification when transactions are
posted;
FM5-18 Close commitments by document and line item under
the following circumstances: (1) automatically by the
system upon issuance of an obligating document, (2)
by an authorized user, and (3) automatically as part of
the yearend pre-closing process.
OBLIGATIONS
FM5-20 Maintain information related to obligation documents
and related amendments, including obligating
document number and type; vendor information,
accounting classification elements, referenced
commitment (if applicable); and dollar amounts;
FM5-21 Future-date, store, and automatically post obligation
documents at the appropriate date. Subject these
documents to edit and validation procedures prior to
posting. Provide notification when transactions are
posted;
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FM5-22 Enter recurring obligation transactions that will be
automatically posted at various time intervals such as
monthly, quarterly or a specific number of days
determined by the user;
FM5-23 Allow multiple commitments to be combined into one
obligating document;
FM5-24 Allow one commitment document to be split between
multiple obligating documents;
FM5-25 Reference multiple funding sources on a single
commitment or obligation;
FM5-26 Allow authorized modifications and cancellations of
posted obligating documents;
FM5-27 Provide on-line access to all obligations by selection
criteria (e.g., document number, vendor number,
accounting classification elements);
FM5-28 Maintain an on-line history file of closed-out
documents for a user-defined period of time;
FM9-29 Allow the vendor used on an obligation to be different
from suggested vendor recorded on the related
commitment document;
FM5-30 Close obligation documents under the following
circumstances: (1) automatically by the system upon
final payment for goods or services, or (2) by an
authorized user. Upon the closing of an obligation,
automatically classify any de-obligation of excess
funds to the appropriate budgetary status (i.e., expired,
unexpired, available for obligation or unavailable);
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FM5-31 Record and maintain contracts and grants and related
financial activity so that fiscal year-to-date and
inception-to-date information can be presented;
FM5-32 Record blanket purchase agreements, and record,
control, and track records of call;
FM5-33 Record, control, and track delivery orders against a
contract limitation;
FM5-34 Record advance payments made, such as travel
advances, contract advances etc. Ensure that an
obligation exists prior to recording an advance;
FM5-35 Record expenditures claimed against advance
payments made, and automatically liquidate the
advance either partially or fully, as appropriate. Allow
the recording of advance refunds;
FM5-36 Automatically link transactions in the spending chain,
and bring forward accounting and non-financial
information from one document to another, when the
previously accepted document is referenced (e.g.,
commitment to obligation, obligation to receiving
report).
FM5-37 o Requester’s name
o Telephone number of requester
o Contract number
o Delivery locational address
Comment field
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Contact name
Prompt Pay indicator
Approval date, and
Discount payment terms.
ANALYSIS:
FM5-38 Maintain current information on commitments and
obligations according to the required accounting
classification elements (see CF1-01)
FM5-39 Produce detailed listings and summary reports of
commitments, obligations and expenditures by the
elements of the defined accounting classifications;
FM5-40 Provide control features that ensure that the amounts
reflected in the fund control structure agree with the
related general ledger account balances at the end of
each update cycle;
FM5-41 Maintain historical data on all commitment, obligation,
payment and collection transactions;
FM5-42 Maintain open documents to show the status of
commitments, obligations, accruals, and disbursements
by document line item;
FM5-43 Provide the ability to perform document cross-
referencing in which a user can query on any
document and identify the document numbers of
associated transactions in the processing "chain" (e.g.,
querying on a purchase order would provide any
amendments to purchase orders, receiving reports,
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requisitions, and invoices; querying on a receivable
would provide any associated cash receipts).
4. Payment Management Function

4.1. Payee Information Maintenance Process
PM1-01 Maintain payee (vendor) information to support Complete vendor details will be maintained in
obligation, accounts payable, and disbursement the system
processes, including:
· Vendor name, Vendor ID number, Vendor type
(e.g., Local government, commercial entity, individual,
employee), TIN;
Three or more payment addresses, at least one
instances of banking information (i.e., account
numbers) for issuing payments
Bank account type (check or savings)
Two or more contact names, Two or more contact
telephone numbers
Entity type (e.g., small business, women owned
business etc.)
Multiple vendor payment methods
Comment field etc.;
PM1-02 Support payments made to third parties (payees) that
act as an agent for the payee (vendor);
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PM1-03 Prevent the duplicate entry of vendor records (e.g., by
editing vendor ID numbers or vendor names.) Provide
an on-line warning message to the user when
duplication is identified;
PM1-04 Track and maintain a history of changes to the vendor
file, including vendor additions and purges, and
changes to vendor specific information such as
payment address, bank account and routing
information, and payment type. Maintain an audit trail
of payments made to historical vendor information;
PM1-05 Query and report on payee information by user-defined
criteria, such as payee name, payee number, and
reporting status;
PM1-06 Activate and deactivate vendors that meet user selected
criteria (e.g., such as length of time with no activity.)
4.2. Payment Warehousing

PM2-02 Record "full" or "partial" receipt and acceptance of
goods and services by line item
PM2-03 Automatically update the funds control and budget
execution balances to reflect changes in the status of
obligations and expended appropriations, as well as
changes in amounts;
PM2-04 Warehouse payment vouchers for future scheduling;
PM2-05 Allow a warehoused payment to be modified,
cancelled, and put on hold;
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PM2-06 Automatically match invoices to obligations and
receiving reports by document and line item. Provide
for two-way matching (obligation and invoice) and
three-way matching (obligation, receiving report, and
receipt of invoice);
PM2-07 Process "obligate and pay" transactions where payment
scheduling and obligation occurs simultaneously;
PM2-08 Reference multiple obligations on a single invoice

document;
PM2-09 Set up recurring payments in the system and
automatically schedule items (e.g., contracts, leases,
etc.) for payment on an interval determined by the user
(i.e., weekly, bi-weekly, monthly, quarterly or other
specified number of days);
Modify recurring payment information for changes in
agreement terms, amounts, frequency, etc;
Capture, store and process the following information
for each vendor invoice, for audit trail, research and
query purposes:
Invoice number, Invoice date, Invoice receipt date,
Invoice due date
PM2-10 Invoice amount, Unit price and quantity, Description
Discount terms, as applicable
Obligating document reference(s)
PM2-11 Vendor identification number and address code;
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PM2-12 Edit the TIN field to ensure that it is a nine digit
numeric field, and is not all zeroes. Allow for override
for agency specific requirements;
PM2-13 Accommodate an invoice number field of up to 30
characters;
PM2-14 Determine the due date and amount of vendor
payments subject to prompt payment requirements,
payment is due on either: (1) 30 days after the receipt
of a proper invoice for services and non-dairy
products; (2) 10 days after the receipt of a proper
invoice for dairy products; (3) the date specified in the
contract; (4) in accordance with discount terms when
discounts are offered and taken; or (5) in accordance
with Accelerated Payments Methods;
PM2-15 Manually override a system-calculated payment due
date;
PM2-16 Split an invoice into multiple payments on the
appropriate due dates when items on the invoice have
different due dates or discount terms;
PM2-17 Record discount terms and automatically determine
whether taking the discount is economically justified;
PM2-18 Record additional shipping and other charges to adjust

the payment amount, if they are authorized and within
variance tolerances;
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PM2-19 Record obligations, expenses, assets, etc., associated
with payments made through use of Imprest funds,
third-party drafts, and Government credit cards.
Establish payables to replenish the Imprest fund;
PM2-20 Record detailed transactions associated with credit
card purchases. Allow users to change accounting
classification information by line item for specific
transactions;
PM2-21 Schedule payments of advances, prepaid expenses,
loans, and grants, with the appropriate accounting
entries for each;
PM2-22 Establish payables and make payments;
PM2-23 Record expense or assets when goods have been
received, or services performed, for items that were
funded by advances, prepaid expenses, and grants and
make the appropriate liquidations. Verify funds
availability and automatically update funds control
account and or table balances to reflect obligation
changes
PM2-24 Indicate if a payment is “partial” or “final.” If “final,”
automatically de-obligate any unliquidated balances.
PM2-26 Use the Fast Payment clause indicator on the
obligating document to determine whether or not an
accelerated payment is to be made.
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PM2-27 Compare discount terms on the invoice with discount
terms on the related obligating document. Notify the
user when differences are identified.
PM2-28 Provide a system-generated letter or e-mail to the
vendor stating the reason for rejection or "notice of
intent to disallow" an invoice within 7 days of receipt
of invoice.
4.3. Payment Execution Process
PM3-02 Automatically compute amounts to be disbursed,
including discounts, interest, and penalties; (PM3-02)
PM3-03 Automatically apply interest and discount across

multiple accounting lines on an invoice in the same
rule used to apply the original payment;(PM3-03)
PM3-04 Apply the appropriate Treasury interest rate tables
(e.g., Prompt Pay rate and Current Value of Funds
rate);
PM3-05 Capture prompt payment information required
including discounts taken, discounts lost, and interest
paid; (PM3-05)
PM3-06 Automatically include relevant identification
information on each remittance, including: vendor
invoice number(s); obligating document number or
other reference number; and discount, interest and
offset amounts, as applicable;
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PM3-07 Record user comments for each voucher/invoice;
PM3-08 Record reason codes for returned and adjusted
invoices, lost discounts, and late payments;
PM3-09 Track the status of invoices in the payment process,
including those that were not accepted and returned to
the vendor and those that are awaiting administrative
approval. Maintain the time and aging of approvals in
relation to payments;
PM3-10 Provide for various forms of payment to be used (i.e.,
check, or EFT (e.g., Tanzania Automated Clearing
House (TACH) and RTGS i.e. TISS)). Capture, store
and process information needed to create EFT
payments in accordance with industry leading
standards, recipient bank account number, and bank
account type (checking or savings);
PM3-11 Ensure that vendor ACH payments are generated;
PM3-12 Edit the invoice number field to ensure it is populated;
PM3-13 Process payment transactions from other systems, such

as payroll. Identify whether or not disbursement has
already been made, and record the appropriate
accounting entries. Schedule those disbursements not
already made for payment through the Core financial
system;
PM3-14 Flag vouchers selected for payment that will disburse a
fund into a negative cash position;
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PM3-15 Process credit memoranda for returned goods or other
adjustments. Apply the credit to the specific obligation
that resulted in the credit, reducing the expenditure
attributed to that obligation. If a credit is not fully
liquidated by one payment, maintain the balance of the
credit (e.g., as an account receivable) for application
against a future payment. Create the appropriate notice
to the vendor that a credit has been applied to the
affected payment;
PM3-16 Apply credits against subsequent disbursements to the
same vendor regardless of the funding source;
PM3-17 Allow for the exclusion of payments offset based on
user-defined criteria including funding source, vendor
type and vendor number;
PM3-18 Provide, generate, and maintain a sequential
numbering system for scheduling payments. Assign
different schedule number ranges for different
payment types, such as travel schedules, transportation
schedules, payroll schedules, vendor schedules, etc.
Require each schedule number to be unique;
PM3-19 On each payment schedule/file, report totals;

PM3-20 Cancel an entire payment schedule or a single payment
within a payment schedule, prior to transmission to
Treasury. Allow for reversal of an entire schedule in a
single, interactive action. Perform the appropriate
accounting reversals;
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PM3-21 Cancel an entire payment schedule prior to actual
disbursement by or upon rejection. Allow for reversal
of an entire schedule in a single, interactive action.
Perform the appropriate accounting reversals.
Value Added Requirements

PM3-22 When combining payment files into a single file for
transmission, provide summary totals;
PM3-23 Split a single payment into separate bank accounts
(e.g., benefit payments to recipients);
PM3-24 Provide statistical sampling capabilities to support
payment certification;
M3-25 Identify and report payment and deposit amounts at a
detail suitable for reporting large payments
notifications;
4.4. Payment Confirmation and Follow-up
PM4-01 Payment scheduled
Schedule sent to appropriate disbursing office
Payment issued by appropriate disbursing office;
PM4-02 For each payment made by the Core financial system,
maintain a history of the following information:
Vendor Invoice number, Invoice amount, Vendor
identification number
Vendor name
Payment address or banking information
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Payment amount, Interest paid, when applicable
Discount taken, when applicable
Offset made, when applicable
Payment method (e.g., check, EFT, TISS i.e. RTGS))
Referenced obligation number, and
Appropriation charged;
PM4-03 Automatically liquidate the in-transit amount and
reclassify budgetary accounts from unpaid to paid
when the payment confirmation updates the system.
PM4-04 Record more than one check range for a payment
schedule, along with a break in check numbers.
PM4-05 Provide on-line access to vendor and payment
information
PM4-06 Provide on-line access to open documents based on
agency selection criteria, including the accounting
classification elements, document number, and vendor
number.
PM4-07 Reverse disbursement transactions for voided checks
or for other payments that have not been negotiated.
PM4-08 Track and report on aged, unmatched vendor invoices;
PM4-09 Track and report on spending by department.
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5. Receivable Management Function
5.1. Customer Information Maintenance Process
RM1-01 Maintain customer information to support receivable management processes, including, at a minimum:
a. Customer name,
b. Customer ID number,
c. Customer type,
d. Taxpayer Identification Number (TIN),
e. Customer address,
f. Contact names,
g. Contact telephone number,
h. Physical address,
i. Comment field,
j. Date of last update,
k. User ID of last update;
(RM1- Maintain customer account information for audit trail
02) purposes and to support billing, reporting and research
activities, including:
a. Account number,
b. Account balance,
c. Associated Customer ID number,
d. Date due and age of accounts receivable,
e. Reimbursable order number, travel order number,
etc., where applicable.
5.2. Receivables Establishment Process
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RM2-01 Record the establishment of receivables along with the
corresponding revenues, expense reductions, or other
offsets;
RM2-02 Accept transactions that generate receivables from
other systems in a standard format for entry into the
Core financial system;
RM2-04 Establish receivables and credit memos from vendors
to whom the agency has made duplicate or erroneous
payments;
RM2-05 Uniquely identify multiple types of bills e.g.,
overpayments, user fee based and the supporting data
used to verify the specific charges;
RM2-06 Automatically establish receivables to be paid under
installment plans, including plans for which payments
have been rescheduled. Generate flexible repayment
schedules for delinquent indebtedness;
RM2-07 Record billings and collections by line item in order to
identify unique accounting classification codes;
RM2-08 Support bills and collections through the use of

electronic systems such. Provide supporting data
which can be used to verify the charges;
RM2-09 Print bills, accommodating the generation of standard
forms, and turnaround documents to be used as a
remittance advice. Allow for customized text in
generated billing documents.
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RM2-10 Date the bills with the system-generated date or with
the date supplied by the user;
RM2-11 Consolidate multiple accounts receivable for a

customer onto one bill;
RM2-12 Allow transactions related to manually prepared bills
to be entered by authorized personnel;
RM2-13 Record adjustments to bills and post to customer
accounts;
RM2-14 Generate monthly statements to customers showing
account activity.
RM2-12 Allow transactions related to manually prepared bills
to be entered by authorized personnel;
RM2-13 Record adjustments to bills and post to customer
accounts;
RM2-14 Generate monthly statements to customers showing
account activity.
5.3. Debt Management Process

RM3-01 Maintain data on individual receivables and referenced
transactions supporting the receivable;
RM3-02 Maintain accounts for reimbursable orders and identify
Government and non- government accounts that are
designated as advance funding;
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RM3-03 Update each customer account when: billing
documents are generated; collections are received;
interest, penalty or administrative fees are applied, and
when amounts are written-off or offset;
RM3-04 Automatically calculate interest charges using the
appropriate rate and user-defined criteria e.g.,
customer, customer type. Automatically generate a
separate line item for interest charges on the customer
bill;
RM3-05 Allow the user to specify administrative and penalty
amounts and record these amounts to different
accounting classification elements for which the
principle amount is recorded. Automatically apply
these charges to customer accounts and generate
separate line items for the charges on the customer
bills;
RM3-06 Automatically generate dunning collection letters for
overdue receivables when accounts become
delinquent, and incorporate, as appropriate, due
process notices for referring delinquent accounts;
RM3-07 Customize the dunning process parameters and
dunning letter text;
RM3-08 Provide information on the age of receivables to allow
for management and prioritization of collection
activities. This is to include aging information on
individual receivables and on a summary basis, such as
by customer, type of customer, fund, and general
ledger account;
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RM3-09 Identify and report receivables that meet
predetermined criteria for write-off, or referral and
generate the appropriate entries;
RM3-10 Automatically calculate as a percentage of gross
receivables or related revenues and record the
allowance for loss on accounts receivable;
RM3-11 Provide information to allow for the automated
reporting of delinquent accounts to commercial credit
bureaus;
RM3-12 Automatically create files of delinquent accounts for
electronic submission to collection agencies and
appropriate governmental organizations;
RM3-13 Maintain data for receivables referred to other Federal
agencies and outside organizations for collections.
RM3-14 Record the waiver and write-off of receivables,
including interest, penalties, and administrative
charges. Maintain data to monitor closed accounts.
RM3-15 Track and report on the date and nature of a change in
the status of an accounts receivable, including the
following:
a. In Forbearance or in Formal Appeals Process,

b. In Foreclosure,
c. In Wage Garnishment,
d. Rescheduled,
e. Waived/un-waived,
f. Eligible for Referral to Treasury for Offset,
g. Referred to Treasury for Offset,
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h. Eligible for Internal Offset,
i. Eligible for Referral or a Designated Debt
Collection,
j. Offset,
k. Suspended,
l. Compromised,
m. Written-off,
n. Closed Out.
RM3-16 Perform on-line queries of account activity billing,
collection, and adjustment by customer and receivable.
RM3-17 Perform on-line queries of miscellaneous cash receipts

by customer, when identified, and by accounting
period.
RM3-18 Uniquely record, classify, and report on reimbursable
funds including: billing limit, amount obligated,
amount expended, amount billed, advanced amount
unearned revenue, and earnings and collections
received, based on customer and customer agreement
number. Support the ability to query and report on
these items by any of the accounting classification
elements e.g., fund or object class.
RM3-19 Automatically produce a report in the amounts of debts
forgiven which meet or exceed a user-defined
threshold.
5.4. Collections and Offsets Process

131

RM4-01 Automatically record the application of complete and
partial payments made by the debtor on a delinquent
debt to administrative fees, penalties, interest, and then
to principal, unless otherwise stated in program statute;
RM4-02 Record revenues, expenditure reductions, or other

appropriate offsets associated with collections for
which no receivable was previously established;
RM4-03 Apply collections back to the specific contract or
purchase order award to reduce cumulative payments
and expenditures e.g., upon the refund of erroneous
payments;
RM4-04 Record the receipt of an advance repayment and an
advance from others with a reference to the related
reimbursable agreement RA obligation, whether or not
an account receivable was previously established;
RM4-05 Process cash or credit card collections. Match
collections to the appropriate receivables and update
related bills and customer accounts;
RM4-06 Record information associated with a collection at the
time funds are applied to an open receivable document,
including the deposit ticket number and date, and
appropriate code;
RM4-07 Support the receipt of collection files from banks for
application to open receivables;
RM4-08 Record collections received against advance payments
made;
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RM4-09 Apply collections to more than one receivable;
RM4-10 Re-open closed accounts to record collections after a
waiver or write-off of a receivable has been recorded;
RM4-11 Electronically download monthly deposit and debit
voucher confirmation information. Produce a report of
differences;
RM4-12 Support the receipt of payment offset information.
Apply offset collections to open receivables and
generate the appropriate accounting entries to record
the collections;
RM4-13 Automatically offset payments to vendors for amounts
due e.g. outstanding accounts receivable, credit memo,
and open advances. When an entire payment is offset,
create the appropriate notice to the vendor that the
offset has been made;
RM4-14 Record collections received on deposit tickets and
debit vouchers;
RM4-15 When downloading monthly deposit and debit voucher
confirmation information.
6. Cost Management
6.1. Cost Setup and Accumulation Process
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CM1-01 Use the agency’s accounting classification elements to
identify and establish unique cost objects for the
purpose of cost and revenue capture, accumulation and
reporting. Cost Objects might include: organizational
units, programs, projects, activities, targeted outputs,
specific contracts, specific customers, work orders, etc;
CM1-02 Allocate and distribute the full cost and revenue of cost
objects. Full cost includes: support costs provided by
other responsibility segments, both internal and
external; identifiable support costs provided by other
Government and its agencies such as pension and other
retirement benefits; unfunded costs such as accrued
annual leave that accrue in the current reporting
period; depreciation expense; and, Amortization costs;
CM1-03 Allocate and distribute the full cost of goods and
services provided;.
CM1-04 Track current cost information against prior month and
prior-year-to date cost data for Selected cost objects,
and track progress against pre-determined plans;
CM1-05 Identify all costs incurred by the bank in support of
activities of revolving funds, trust funds, or
commercial functions, including the applicable
portions of any related salaries and expense accounts
identified with those activities;
CM1-06 Accumulate non-financial data relating to cost objects
such as output units to allow the calculation of both
total and unit costs;
134

CM1-07 Calculate prices, fees, and user charges for
reimbursable agreements and other Purposes using full
cost.
6.2. Cost Recognition Process

CM2-01 Use the accrual basis of accounting when recognizing
costs and revenue. Recognize costs in the period of
time when the events occurred regardless of when
ordered, received or paid for. Recognize revenue when
earned;.
CM2-02 Associate with the appropriate cost objects, the
reductions of balances such as Inventories, prepaid
expenses and advance payments as the balances are
used or Liquidated;
CM2-03 Identify and record costs incurred by each cost object,
including input of costs from feeder systems, such as
inventory, travel, property management depreciation,
or Payroll;
CM2-04 Assign indirect costs on a cause-and-effect basis, or
allocate costs through any reasonable and consistent
basis such as a percentage of total cost incurred;
CM2-05 Perform multi-layer overhead distributions that are
user-defined at least three levels of distribution using
multiple rates, fixed amount and other appropriate
allocation methods..
135

6.3. Cost Distribution Process
CM3-01 Distribute information such as income statements and
status of funds reports on costs and revenue associated
with cost objects;
CM3-02 Provide consistent information on financial, budget,
and program matters in different reports;
CM3-03 Use historical information to conduct variance and
time-series analyses, and to demonstrate the fairness
and appropriateness of rates and charges that are based
on Actual historical costs;
CM3-04 Distribute costs to other cost objects regardless of how
they were originally assigned;
CM3-05 Provide an audit trail that traces a transaction from its
origin to the final cost objects.
6.4. Working Capital and Revolving Fund Process

CM4-01 Use cost management in revolving funds, including
working capital programs.
CM4-02 Allocate working capital and revolving fund costs
across organization and program lines and generate
appropriate entries;
136

CM4-03 Create and track the funding associated with cost
objects e.g., contracts, work-orders, projects,
reimbursable agreements and provide funding status
on fiscal year-to-date and project inception-to-date
bases;
CM4-04 Support the aggregation of project cost and funding
information to a higher level;
CM4-05 Verify funds availability for orders placed against a
specific assignment, work-order or agreement
for a particular customer of the revolving fund
operation;
CM4-06 Support funding of revolving fund contracts, work-
orders, and projects through the use of advances,
prepayments or reimbursements.
7. Reporting
7.1 General Reporting Process
R1-01 Produce reports and transmittable files using data
maintained by the Core financial management system;
R1-02 Report on financial activity by any element of
accounting classification.

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R1-03 Report the financial information required for program
management performance reporting.
7.2. External Reporting
R2-01 Provide data in hard copy and electronic formats
required by the Department of the Treasury for the
following reports:
a. Statement of Cash Transactions,
b. Account statement
c. Statement of Transactions According to
Appropriations, Funds, and
d. Receipt Accounts.
R2-02 Provide data in the electronic formats required by the
Department of the Treasury for Facts reporting;
R2-03 Produce a monthly, Report on Budget Execution and
Budgetary Resources, in the hard copy and electronic
formats as required;
R2-04 Perform the validation edits specified by Treasury to
ensure the accuracy of data Transmitted for facts
reporting at least on a monthly basis;
R2-05 Automate the preparation of consolidated financial
statements.
7.3. Internal Reporting
R3-01 Produce a report of transaction level details, and
Statement of Cash Transactions.
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R3-02 For reporting requirements, the system should be able
to produce a daily on-line Available Funds reports.
The reports must accommodate the following
parameters: “internal fund”, budget object class,
organization, program, project, and activity and
contain the following data elements as described
below: -
a. At the internal fund level, report data on budget

execution as follows:
b. At the internal fund level, report data on budget
execution as follows:
c. Total resources by budget fiscal year and by
authority type including warrant information as
follows:
· Total authority/approvals brought forward,
· Total appropriated for the budget fiscal year,
· Total contract authority,
· Total borrowing approved realized and
unrealized, and
· Total estimated and total actual spending
authority from offsetting collections.
· Funding distribution, including:
§ Total not yet apportioned,

§ Total apportioned,
§ Total allotted, and
139

§ Total allowances.
§ Spending Activity, including:
§ Total amount of commitments

§ Total obligations including paid and unpaid, and
§ Total expenditures including paid and unpaid
o Balances available, such as:

§ Balance of apportionments,
§ Balance of allowance available for commitment
uncommitted, and
§ Balance of allowances available for obligation
unobligated.
When reporting on funds availability, i.e., at the

organization, budget object class, program, project and
activity level; provide the same data noted above
except “total resources” data are not required all
elements for funding distribution, spending and
balances available are required. In addition, a summary
inclusive of all of the parameters must be provided at
the level with total amounts for each data element
listed above;
R3-03 Provide on-line summary trial balances at the internal

fund, organization. The trial balances must provide the
following minimum data elements for each general
ledger account:
140

a. The balance at the beginning of the accounting

period,
b. The total amount of debits for the accounting
period,
c. The total amount of credits for the accounting
period, and
d. The cumulative ending balance for the accounting
period.
Grand totals must be provided for beginning balance,

current period activity and ending balance columns.
The system must produce both pre-closing and post-
closing trial balances at year-end;
R3-04 Support facts reporting and analysis by producing on-

line trial balances at the internal fund of the
organization. The trial balances must provide the data
elements listed below for each general ledger account:
a. The related official GL account number,

b. The following items at the GL attribute :
· The balance at the beginning of the accounting
period,
· The total amount of debits for the current
accounting period,
· The total amount of credits for the accounting
period, and
141

· The cumulative ending balance for the
accounting period.
· Grand totals must be provided for beginning
balance, current period activity, and ending balance
columns. The system must produce both pre-closing
and post-closing trial balances at yearend;
R3-05 Provide an on-line transaction register at the internal

fund, organization, and levels, for each accounting
period that provides the following data elements:
a. Fiscal year,
b. Internal fund,
c. Document number;
d. Document entry date,
e. Document entry date
f. Document entry User ID,
g. Document entry time,
h. Document transaction date,
i. Debit account number;
j. Debit account object class,
k. Debit amount,
l. Credit account number,
m. Credit account,
The report must include all transactions that occurred
within the accounting period specified.
7.4. Ad Hoc Query
142

R4-01 Provide an integrated data query facility that supports
adhoc query access to agency financial data sources
and provides data analysis reporting tools
R4-02 Allow users to create and submit parameter-based
query scripts or to store them in a common library for
future use
R4-03 Allow users to run queries on-line or in batch mode
and to stage output for later access by authorized users
R4-04 Allow users to automatically distribute copies of
report/query results via e-mail to multiple pre-
identified individuals or groups;
R4-05 Provide run-time controls to limit "run-away" queries
and large data download requests;
R4-06 Support graphical output display on the desktop.
Output display should also support dynamic report
reformatting, regrouping and drill-down to detail
records from summary report lines
R4-07 Allow authorized users to download selected financial
data. This download capability must be able to
automatically reformat downloaded information for
direct access by common desktop applications;
R4-08 Provide the ability to preview a report, form, or other
query result before printing
R4-09 Support access to current year and historical financial
data;
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R4-10 Provide the following ad hoc query interface features:-
Graphical display of data sources
The ability to “point and click” on selectable table,

data, and link objects for inclusion in a custom query,
An active data dictionary to provide users with object
definitions
The ability to share user developed query scripts with
other authorized agency users, query optimization, and
On-line help.
8. Technical Requirements
8.1. General Design/Architecture
T1-01 Be modular in design, and be upgradeable by Core
system module to accommodate changes in laws,
regulations, best practices and new technology;
T1-02 Be a commercially available product, subject to
regular maintenance based on vendor developed and
scheduled software releases;
Include internal transaction processing controls,
including the capability in the event of a system failure
to automatically:
T1-03 Back out incompletely processed transactions,
144

Restore the system to its last consistent state before the
failure occurred
Re-apply all incomplete transactions previously
submitted by the user
T1-04 Enforce internal database consistency during all on-
line and batch update operations, including distributed
databases, if applicable;
T1-05 Have fully documented restart capabilities for the
application’s on-line and batch processing
components. Batch jobs must be segmented to
facilitate their recovery in the event of a system
failure;
T1-06 Include complete installation, operating, and system
maintenance documentation covering:-
Product installation and configuration steps,
Application access procedures,
User screen layout and content,
Transaction entry procedures,
Batch job set-up, processing and recovery/re-start
procedures,
Error codes with full descriptions and recovery steps,
Standard report layout and content,
Internal processing controls,
Application security,
Operating specifications and system flowcharts,
Database entity relationships, table formats and data
element descriptions, and
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Program module descriptions.
TA-07 Include revised documentation concurrent with the

distribution of new software releases;
TA-08 Employ common error-handling routines across
functional modules and present error messages that
allow the user or system operator to respond to
reported problems;
T1-09 Generate output information to formats specified by
functional requirements. In cases where a functional
requirement does not specify an output format,
required information must be viewable using the
application’s on-line user interface by default.
T1-10 Be customizable to meet agency specific
business/accounting needs using agency supplied
application configuration and operating parameters.
T1-11 Provide fault-free performance in the processing of
date and date-related data including, calculating,
comparing, and sequencing by all hardware and
software products included as part of the application
both individually and in combination;

T1-12 Include an integrated relational, Structured Query
Language compliant database;
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T1-13 Simultaneously process on-line transactions and
transactions submitted via system interface.
8.2. Infrastructure
T2-01 Identify all software and hardware products needed to
install, operate, access, and maintain the application.
This requirement includes identification of distinct
products that are intended to be purchased or licensed
as part of the product licensing agreement. The vendor
is also required to identify products needed to meet
any technical and functional requirement that must be
acquired separately;
T2-02; Utilize transaction Internet Protocol communications
protocol for application, database, and workstation
connectivity.
T2-03 Operate in a server-computing environment running at
minimum under Red Hat Enterprise Linux RHEL 5.7,
Oracle Database release 12c; and
T2-04 At a minimum, support application client operation on
a 32-bit, Microsoft Windows compatible operating
system.

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T2-05 Support automated touch-tone telephone access for
standardized, commonly requested, inquiries (such as
payment status).
T2-06 Provide the capability to accept bar-coded documents.
T2-07 Include a report spooling capability to enable on-line
viewing, re-printing, and permanent archiving of
requested reports.
8.3. User Interfaces

T3-01 Provide a consistent, Windows-compatible, on-line
user interface to all modules and integrated
subsystems. Interface consistency includes the use of
common command entry syntax, dialog window styles,
data entry structures, and information presentation;
T3-02 Incorporate common Graphical User Interface
characteristics including but not limited to Tool tips,
Resizable windows, and Cut, copy, and paste
functions.
T3-03 Incorporate data entry features designed to reduce the
amount of direct keying required to initiate transaction
processing. Desired efficiencies include the use of
default values, look-up tables, and automatic data
recall. Other desirable features includes but not limited
to:
Single function windows e.g., one input screen per
transaction
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The ability to pass common data from screen to screen
Highlighting of required fields

Auto tabs
Function keys e.g., retrieve previous data, invoke help
facility, suspend transaction, clear screen, etc.,
Disabling of non-supported function keys
Menu mode and an expert mode of screen navigation
The ability to retrieve suspended transactions by user,

document, vendor, etc.
Transaction entry undo/redo
Context-sensitive on-line help
The ability to select records from a list by scrolling or

by typing in only part of an entry
T3-04 Support desktop integration with other common
workstation applications used for word processing,
spreadsheets, data management, and graphics
T3-05 Provide an application user interface that complies
with the software application standards.
8.4. Interoperability
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T4-01 Include an application program interface API to accept
financial data generated by external applications e.g.,
the financial portion of mixed program systems,
Electronic Data Interchange EDI translators, and
modules such as travel or payroll. This interface must
support the receipt of transactions for all Core
accounting components, as well as, SWIFT and TISS
related transactional information;
T4-02 Process API submitted transactions using the same
business rules, program logic, and edit table entries as
are used by the application in editing transactions
submitted on-line e.g., via user interface;
T4-03 Hold API submitted transactions that do not pass
required edits in suspense pending appropriate
corrective action by the user. Suspense processing
must include the ability to:-
View, update, or delete suspended transactions,
Automatically re-process suspended transactions.
T4-04 Provide internal controls with the API e.g., control

totals, record counts to ensure the integrity of received
and processed transactions.
T4-05 For the API, generate transaction editing error records
in a standard format defined by the vendor for return to
the originating feeder application i.e., provide two-way
interface support.
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TD-06 Support direct EDI translation compliant with Bank of
Tanzania EDI Standards to enable electronic data
exchanges;
TD-07 Support XML-based specifications for the exchange of
financial data;
8.5. Workflow/Messaging
T5-01 Provide an integrated workflow management
capability, including generation and routing of internal
forms, reports, and other financial documents for on-
line approval or subsequent processing;

T5-02 Enable authorized users to define workflow processes
and business rules, including approval levels, and to
modify workflow e.g., assigning a proxy approving
authority;
T5-03 Provide the capability to establish multiple levels of
document approvals based on user-defined criteria
including dollar amounts, types of items purchased,
and document types;
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T5-04 Provide an internal calendar or user-defined routing
tables to generate rule-based or exception reports to
support the generation of work flow messages i.e.,
notification of Accounts Payable office for invoices
warehoused over 30 days with no matching receiving
report;
T5-05 Provide the ability to track approval events on-line by
transaction, including the time/date and approving
officer;
T5-06 Provide the capability to automatically generate
electronic routing and status messages to individuals or
groups;
T5-07 Support Workflow Management standards.
T5-08 Support Messaging API-Workflow standards.
8.6. Document Management

T6-01 The system should be delivered with clear, concise and
complete documentation including:
Technical Guide
Concepts, Functionality and User Guide

On-line Help
T6-02 The system should be integrated with Document
Management System and link relevant documents with
their specific process requirement;
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T6-03 Support Portable Document Format (PDF) standards.
T6-04 Provide the capability to electronically image, index,

store, and retrieve document reference material (e.g.,
signed contracts, purchase orders and vendor
invoices);
T6-05 Notify the user of the presence of associated document
images and allow an on-screen display of this material.
8.7. Internet Access

T7-01 Support secure web browser access to all financial
management system modules including workflow
related features for the purpose of entering new
financial documents / transactions and to
review/approve their processing;
T7-03 Provide the capability to receive public payment
collections via the Internet (e.g., Web-based
collections via credit card);
T7-02 Support secure Internet access to the integrated ad hoc
data query facility;
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8.8. Security
T8-01 Have integrated security features that are configurable
by the system administrator to control access to the
application, functional modules, transactions, and data;
T8-02 Ensure that the Bank’s access policies are consistently

enforced against all attempts made by users or other
integrated system resources including software used to
submit ad-hoc data query requests or to generate
standard reports;
T8-03 Require the use of unique user identifications and
passwords for authentication purposes. Passwords
must be non-printing and non-displaying. The
application must allow the enforcement of password
standards e.g., minimum length and use of alpha,
numeric and special characters. The application must
also allow for the establishment of a specified period
for password expiration and accommodate prohibiting
the user from reusing recent last three passwords;
T8-04 Enable the system administrator to define functional
access rights e.g., to modules, transactions, approval
authorities and data access rights e.g., record create,
read, update and delete by assigned user ID, functional
role e.g., payable officer and owner;
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T8-05 Permit the system administrator to assign multiple
levels of approval to a single user, but prevent that user
from applying more than one level of approval to a
given document in order to conform to the principle of
separation of duties.
T8-06 Allow the system administrator to restrict access to
sensitive data elements such as National identity
numbers and banking information by named user,
groups of users, or functional role.
T8-07 Maintain an audit logging capability to record access
activity including:
All log-in/log-out attempts by user and workstation,
User submitted transactions,
Initiated processes,
System override events; and

Direct additions, changes or deletions to application
maintained data.
T8-08 Provide the ability to query the audit log by type of
access, date and time stamp range, user identification,
or terminal ID;
T8-09 Automatic system log out after being idle for five 5
minutes;
T8-10 Automatic lock out after three 3 unsuccessful login
attempts;
T8-11 User account activation or deactivation.
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T8-12 Self-service feature on user forgotten password
retrieval;

T8-13 Authentication to application system access should be
controlled via internal Microsoft active directory
system;
8.9. Operations and Computing Performance
T9-01 Include a process scheduling capability that enables
the operator to initiate, monitor, and stop scheduled
processes (e.g., on-line availability, batch jobs, and
system maintenance);
T9-02 Provide online status messages indicating job or
transaction type and name, when requested processing
starts, completes, and system errors;
T9-03 Allow reports to be produced in the background while
other system processing takes place;
T9-04 Provide the system administrator the ability to control
the archiving process. The system must include the
capability to establish and maintain user-defined
archival criteria, such as date, accounting period, and
closed items. The system must allow selective action
on those documents that meet the criteria;
T9-05 Retain archived data and system records in accordance
with Banks Information Systems Management Policy;
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T9-06 Provide the ability to selectively retrieve archived data
based on user-defined criteria such as date, accounting
period, or vendor;
T9-07 Maintain and report on productivity statistics about
application usage;
T9-08 Provide audit trails to identify changes made to system
parameters and tables that would affect the processing
or reprocessing of any financial transactions.

T9-09 Provide computing performance metrics, for platforms
and systems environments that the application is
certified to run on. Performance metrics provided by
the vendor should describe:
Transaction processing throughput capacity,
Expected workstation client response time by

transaction type,
Data storage capacity, and
Limitations on concurrent user connectivity.
T9-10 Process projected accounting activity without

impacting projected on-line response time.
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T9-11 Complete routine batch processing e.g., backups,
nightly interface processing, Core GL posting, table
updates, standard reporting, and systems assurance ;
T9-12 Maintain the agency’s current and historical financial
data e.g., general ledger records, documents,
transactions, lines, and vendor records with no
degradation to on-line or batch processing
performance;
T9-13 Support concurrent access to functional modules by
defined user community;
T9-14 Disclose processing jobs, steps, and dependencies that
are required to operate the system on a daily, weekly,
monthly, quarterly, and annual basis;
T9-15 Provide the capability to process batched transactions
during online hours and accept online transactions
from interfacing systems with no on-line performance
degradation.
9.0. Project Requirements

9.1. Systems Requirement Specification Document
9.2. Testing and Acceptance Criteria
9.3. Support and Maintenance

PM9-01 At a very high level of responsiveness during the
implementation and training phases;
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PM9-02 At a level of responsiveness and resolution during the
foreseeable operational life of the solution (to be
negotiated as part of a Service Level Agreement);
PM9-03 And must be accessible through bank’s existing
support structure (e.g. via telephone, VPN
connections, etc.)
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2.2. Credit Approval Process
LP2-01 To support the credit approval process the system must provide the capability to accommodate
the below rating criteria:
Score Rating Loan limit TZS ‘000
4.50 to 5.00 highest quality XXXXX and above
4.00 to 4.49 very good qualities Up to XXXXX
3.00 to 3.99 good qualities Up to XXXXX
2.51 to 2.99 average Up to XXXXX
2.00 to 2.50 medium to high risk None
Below 2.00 high risk None
Note: XXXXX specifies the parametric values the system shall be able to capture, store and re-
use when needed.
LP2-02 The approval band limit should be guided by score, rating collateral coverage and the limit as
proposed in the table below
Score Secured Secured by collateral
Rating by
collateral
4.50 to 5.00 Above Above 150%
Highest quality
150%
4.00 to 4.49 “Between” “Between” 126% to 149%
Very good quality 126% to
149%
3.00 to 3.99 Equal to Equal to 125%
Good quality
125%
2.51 to 2.99 Below Below 125%
Average
125%
NOTE: The system to capture the sets prudential exposure limit laid down by the Bank of
Tanzania, which is presently 25% of the Bank's core capital.
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LP3-01 Generate offer letter based on terms and conditions pooled
from approved credit document
LP3-02 Generate legal documents from the approved credit
document for different customer categories and loan
products
LP3-03 Capture all types of collateral details as per approved credit
document
LP3-04 Track compliance with the legal documentation checklist
LP3-05 Notify on the non-compliance of collateral pledged with the

existing laws and regulations governing the collaterals
LP3-06 Provide a notification and reminders of any missing,
outdated, invalid collateral documents which includes
insurance policies, land rent, validity of valuation report and
status of security
LP3-07 Security Classification:
v Cash
v Stocks (inventories)
v Receivables
v Debenture
v Legal Mortgage
v Stocks and Shares
v Guarantees
v Comfort Letters
v Fixed Deposit
v Chattels Mortgage / Chattels Transfer
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Credit Management
2.4. Loan Disbursement Process

LP4-01 Provide notifications and reminders of any missing,
outdated and invalid customer related documents that need
to be collected, reviewed or renewed. Such documents
include insurance policies, land rates and rent, original
valuation of security and subsequent revaluation, status of
the security (land, cash, T- bills or bonds, shares, stocks etc).
LP4-02 Populate the budget formulation system with prior-year

budgeted and actual amounts; Maintaining a check-list and
tracking of certain pre-approval/approval conditions
(Conditions precedent and special conditions)
LP4-03 Ability to define and utilize working days, weekends and
holidays per currency
3.0. Portfolio Management

PM1 Monitoring
PM2 Evaluation
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Continuously monitor and track loans in order to detect
early warning signals. In that regard the system should flag
the following;
v Delays in payments,
v Shortages in payments.
v Client’s increased level of borrowing.
v Increase in the client’s accounts receivable or

inventory.
v Industry problems or economic problems, negative
rumors etc.
v Signs of misuse of funds and changes in management,
v Sharp changes in stock prices, production volumes,
sales etc.
v Law suits against the customer, large amounts of
dividend distributions or withdrawals.
v Client’s default with other banks
v Client’s deteriorating financial statements.

v Delays in progression of projects.
PM1-01 v Problems with taxes, a change in business address etc.

v Call evasion.
v Breaches such as accounts operating over the limit,

hardcore facilities etc.
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v Information undisclosed to the bank.
PM1-02 Provide Loan portfolio categorization based on financed
sectors, type of products and customer category
PM1-03 Track and link various incomes from interest, commission
and other charges rules as per approval credit document.
PM1-04 Recognize interest accruals for various products, customer
category and sectors from their respective accounts;
PM1-05 Define product categories, and attach business rules on

product, customer and sector categories
PM1-06 Consolidate credit information across different systems

ranging from data for consumer lending to corporate (large
exposures).
PM1-07 Support activity-logging capability for audit trail.
PM1-08 Generate a report reflecting accounts that are not correctly
Graded/ Classified as per BOT Classifications.
PM1-09 Assist in the identification, classification and proper

management of:-
v Credit risk capital requirements as defined in terms of
risk weighted assets.
v The amount of credit exposure associated with
individual assets in the bank’s portfolio
v The likelihood of future loss with respect to such
exposures.
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Credit Management
v Credit risk associated with the bank’s assets
v Credit risk associated with counterparties where there
exist contractual relationships
PM1-10 The system should be flexible to support local
customizations to meet business needs;
PM1-11 The system should be scalable to support future business
requirements when the need arises, e.g. Fixed Deposits,
Teller functions, and Internet banking etc.
PM1-12 Tracking overdrafts facilities granted or offered for trade
purpose on fluctuating basis. A maximum ceiling should
fixed by the bank based on the assessment of customer’s
requirements and the viability of the business
PM1-13 Generate and track repayment schedules (on monthly, bi-
monthly, quarterly and semi-annually depending on the type
of loan products)
PM1-14 Capture anomaly or adverse trend observed from the
financial statement and notify the user
PM1-15 Setting and monitoring bank's risk limits
PM1-16 Enable risk diversification to lower credit losses.
PM1-17 Map audit objectives with risk indices.

PM1-18 Facilitate credit reviews and Classification of accounts as
per the BOT guidelines.
PM1-19 Generate age-wise loan provisioning report
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PM1-20 Estimating the unexpected losses for all the asset classes and
sub-classes as specified in the classification approaches and
must be flexible to accommodate the changes that may be
proposed by the Bank.
PM1-21 Monitor sector, geographical, obligor (single project, single
borrower, and borrower group), risk grades, inter-bank and
large exposure limits.
PM1-22 The system should be able to track and consolidate loan
exposures of the related parties.
PM1-23 Generate Loan Data as per BOT Credit Reference Data

Bank requirement as shown below:
v General details common for all loans
§ Reporting Date
§ Code of the loan
§ Purpose of the Loan
§ Currency of the Loan
§ Negative Status of Loan
§ Rescheduled Loan
§ Past Due Days for over 24 months
§ Past Due Amount for over 24 months
§ Economic Sector
v Dispute
§ Capture unresolved disputes
v Dates
§ Expected End Date of Loan
§ Start Date of Loan
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Credit Management
v Collaterals
§ Collateral Type
§ Collateral Details
§ Title or registration number
§ Model number, Engine Number and
§ other collateral details
v Connected Subjects
§ Individuals
§ Company
v For Instalment Loan
§ Type of Instalment Loan
§ Total Amount of the loan
§ Type of Instalments
§ Periodicity of Payments
§ Total Number of Instalments
§ Standard Periodical Instalment
§ Amount
§ Total Number of Overdue Instalments
§ Overdue Amount After Maturity Day
§ Number of Outstanding Residual Instalments
§ Outstanding Residual Amount Before Maturity Day
v Only for Non Instalment Loan

§ Type of Non Instalment Loan
§ Loan Limit
§ Used Amount
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§ Flag Credit Used in Month
v Only for Credit Cards
§ Type of Credit Card Loan
§ Total Amount of Loan
§ Periodicity of Payments
§ Outstanding Residual Amount Before
§ Maturity Day
v Only for Invoices and Bills
§ Type of Invoice Bill
§ Total Amount of Loan
CODE SPECIFICATIONS
PM2-01 Evaluating the Lending arrangements proposed (Sole/

Syndicated/ Multiple)
PM2-02 Provide Loan portfolio trend analysis;
PM2-03 Categorize portfolio, profitability, cost per credit officer,
Zonal Office etc. to enable the bank to evaluate their
performance.
PM2-04 Create scenarios for stress testing of forecasts by changing
some variable such as sector performance, interest rate and
annual sales growth etc.
PM2-05 Use the bank’s own archives of borrowers financial
information to determine all parameters required for the
calculation of:-
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v Portfolio Expected and Unexpected loss.
v Risk adjusted return for each portfolio segment to
assist in determination of target markets in order to plan
appropriately.
4.1. Non-performing Asset Management

NP1-01 Record of events before and during the default such as date
of default, original amounts of facilities and the respective
currencies, any excess requests before such a default etc.
NP1-02 Maintaining an internal diary (i.e. the system to keep track
by generating pop-ups and bring-ups to remind users) to
facilitate management of activities taking place for each
borrower such as:-
The processing of internally generated requests for
downgrades, write-offs, write-downs, provisions, payment
of professional fees regarding an account and write backs.
Tracking of information related to loan workouts and
receiverships.
Tracking of court cases and outcomes of such cases.

Tracking of auctions and their outcomes including bids
received, whether accepted or not and reasons (if not
accepted), name of auctioneer conducting auction, date of
auction, venue etc.
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Full and final settlement arrangements for payment of debts
and monitoring of the proposal.
Generating statements of accounts and up to date balances
for Non-performing assets (including recalculation of
balances by taking into account the interest which may be
accruing at lower rates than the normal banking rates).
Generating reports such as recoveries per
Branch/Grade/Account Manager, Movements & Obligations
per sector, upgrading & downgrading, write-offs/write-
downs and amortization of rescheduled Non-Performing
Assets.
Producing weekly/monthly reports on Staff productivity
based on actual file reviews
Performing automatic data migration from the good book to
the bad book as per approval authority.
Capturing security lodgments, withdrawals, expiry dates of
leases and land rents/rates.
Storing information on insurance policies, their type and
expiry dates, renewals, and cancellations
Generating statutory notices and demand letters.
Facilitating proper record keeping of the management costs
such as professional fees, calls made, visits made, legal cost
in recovery, receivership costs, auctioneers costs,
investigators costs, and provisions & write off and
miscellaneous costs paid for non-performing accounts.
Keeping records of charged off accounts
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Keeping records of all assets as per stock taking during the
recovery measures
5. Mobile Banking
MB1-01 Provide three mobile access modes i.e. Short message
service (SMS), Mobile browser and Mobile apps
MB1-02 Support agency banking through mobile phone devices

MB1-03 Wallet account issuers
MB1-04 Support online banking
MB1-05 Support any other transaction that can be offered through

mobile banking transaction
6. Reporting
R1 Regulatory Reporting
R2 External Reporting
R3 Internal Reporting
R4 Ad hoc Query
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Maintain database for research and use of analytical
techniques;
Track quality and account performance and;

Maintain limits
7. Compliance Requirements
7.1 Compliance to Bank’s Credit Policy
C1-01 Delivering development financing and specialized
investment banking services as well as trade finance
services to a diversified portfolio of small and medium sized
corporate companies and high net worth individuals by:-
Considering long-term loans with maturities of at least 10
years.
Analyzing financial viability, economical soundness,
technical feasibility, and environmental friendly projects.
Taking adequate collateral / security;
C1-02 To allow capturing of Credit Approval Authorities with their

corresponding multi-currency authorization limit;
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Credit Management
C1-03 Classified loans: Loans that have been classified
‘substandard’ or ‘doubtful’ or ‘loss’ require the normal
approval signatures specified and must include the
signatures of both the credit officer or Monitoring /
Supervision Officer and a member of the Credit Committee.
C1-04 Write-offs: Board of Directors shall approve write off of
unrecoverable loans or portions thereof upon
recommendations by the Credit Committee;
C1-05 Types of Credit Facilities issued by the bank include the
following: term loans, short-term loans, overdraft,
guarantees, letters of credit, staff loans, etc.
C1-06 Term Loans: Term loans are loans with final maturity of
more than one year. Specific guidelines and credit authority
for term loans are as follows:
The current maximum tenure for term loans is 15 years.
Regular amortization of principal with no more than a 25%

lump sum payment at maturity.
Maximum exposure to one borrower shall not exceed 25%
of the bank's core capital.
Adequate covenants in order to protect the bank during the
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long periods of risk exposure.
Term loans shall not exceed XXXX of Bank’s loan

portfolio.
C1-07 Term loans with unique risks include real estate loans,
income-producing property, construction financing, land and
Hotel financing. Specific guidelines for term loans with
unique risks are as follows:
Real estate loans: Shall not exceed XXX of the amount
earmarked for the sector.
Income producing property: Shall not exceed XXX of the
amount earmarked for the sector.
Construction financing: shall not exceed XXX of the
amount earmarked for the sector.
Land: shall not exceed XXX of the amount earmarked for
the sector.
Hotel financing: shall not exceed XXX of the amount
earmarked for the sector
C1-08 Short-term loans: These are loans made to customers or
banks with fixed maturities of up to one year
C1-09 Overdrafts: Overdrafts are granted to finance working
capital needs of the business with fluctuations and renewed
within a period of one year.
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C1-10 Personal loans: Personal loans are bank loans issued to
individuals for consumption / personal use or for business
activities.
Staff loans: Loans to individual staff members, which
C1-11 include staff advances, staff loans, car loans and others. The
total amount of staff loans should not exceed the amount set
in the system of the total loan portfolio.
C1-12 Trade Finance facilities: Trade finance refers the financing
of transactions related to international trade operations,
although it may well be related to financing of domestic
trade.
C1-13 Guarantees: A guarantee is the taking of responsibility for
the payment of a debt, or the performance of an obligation,
should the prime debtor or person fails to fulfil his or her
obligation.
C1-14 Syndications and Participations: Syndicated loans involve
the combined activities of a number of financiers in the
assembly of relatively large credit facilities to a single
borrower.
C1-15 Finance Leasing: Refers to financing transactions involving
procurement of capital assets (e.g machinery, equipment,
vehicles and/or properties). Under finance leasing, the bank
purchases the asset and provide it to the borrower for a set
period of time at a fee. At the end of tenure, the asset is
either transferred to borrower (for ownership) or depreciated
and sold to any third party.
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7.2 Risk Classes Processing
C2-01 BANK has established five different risk classes:
Class I: Secured transactions where the underlying security
is cash or can be quickly and easily converted to cash with
no loss of principal or interest;
Class II: Class II comprises risks to banks, companies or

individuals, arising from loans, letters of credit, or from any
other extensions of credit which are not covered by
definitions of Classes 1, III, IV and V; and Nostro accounts
opened with banks;
Class III: Credit exposure to banks resulting primarily from
the placement of Bank funds as deposits with such banks, as
well as exposure resulting from securities held by Bank for
investment;
Class IV: Credit exposure associated with foreign exchange
contracts and derivative instruments;
Class V: Miscellaneous credit exposure on banks. Credit
exposure arising from opening and maintaining custody
accounts with banks where the account consists of Bank
assets.
C2-02 Limits of Risk Classes: The bank has developed own credit
limits, credit scoring and rating of borrowers.
C2-03 Internal Risk Rating Based Limits takes into account the
risk rating of the borrower or the risk profile of the industry
group
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T1 General Design/Architecture
T2 Infrastructure
T3 User Interfaces
T4 Interoperability
T5 Workflow/Messaging
T6 Document Management
T7 Internet Access
T8 Security
T9 Operations and Computing Performance

T1-01 Be modular in design, and be upgradeable by Core system
module to accommodate changes in laws, regulations, best
practices and new technology;
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T1-02 Be a commercially available product, subject to regular
maintenance based on vendor developed and scheduled
software releases;
T1-03 Include internal transaction processing controls, including
the capability in the event of a system failure to
automatically:
v Back out incompletely processed transactions,
v Restore the system to its last consistent state before the
failure occurred, and
v Re-apply all incomplete transactions previously
submitted by the user)
T1-04 Enforce internal database consistency during all on-line and
batch update operations, including distributed databases, if
applicable;
T1-05 Have fully documented restart capabilities for the
application’s on-line and batch processing components.
Batch jobs must be segmented to facilitate their recovery in
the event of a system failure;
Include complete installation, operating, and system
maintenance documentation covering:
v Product installation and configuration steps,
v User screen layout and content,
v User screen layout and content,
v Transaction entry procedures,
T1-06 v Batch job set-up, processing and recovery/re-start
procedures,
v Error codes with full descriptions and recovery steps,
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v Standard report layout and content,
v Internal processing controls,
v Application security,
v Information security management systems that covers
specific sensitive areas (Certified to follow accepted
international standards)
v Documented roles and responsibilities in the
development process in accordance with general security
policies
v Operating specifications and system flowcharts,
v Database entity relationships, table formats and data

element descriptions, and
v Program module descriptions
TA-07 Include revised documentation concurrent with the

distribution of new software releases;
T1-09 Employ common error-handling routines across functional
modules and present error messages that allow the user or
system operator to respond to reported problems;
T1-10 Be customizable to meet agency specific
business/accounting needs using agency supplied
application configuration and operating parameters.
T1-11 Provide fault-free performance in the processing of date and
date-related data (including, calculating, comparing, and
sequencing) by all hardware and software products included
as part of the application both individually and in
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combination;
T1-12 User-friendly platform for data input and decision-making;
T1-13 Afford integration with a portal where various information

relating to agricultural sectors commodity market trends,
economic conditions and other factors affecting the
performance of credit facilities will be stored and retrieved
to inform the business on the remedial action.
Value-added Requirements
T1-14 Include an integrated relational, Structured Query Language
compliant database;
T1-15 Simultaneously process on-line transactions and transactions

submitted via system interface.
8.2. Infrastructure
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T2-01 Identify all software and hardware products needed to
install, operate, access, and maintain the application. This
requirement includes identification of distinct products that
are intended to be purchased or licensed as part of the
product licensing agreement. The vendor is also required to
identify products needed to meet any technical and
functional requirement that must be acquired separately;
T2-02 Specify the hardware (Database and Application Server)
requirements (disk storage, RAM, processors, speed, etc) as
per following growth of portfolio:
v less than 10,000 borrowers
v 10,000 to 50,000 borrowers

v Above 500,000 borrowers;
T2-03 The vendor should also specify the bandwidth requirements
for optimal business operations;
T2-04 Utilize transaction Internet Protocol communications
protocol for application, database, and workstation
connectivity.
T2-05 At a minimum, support application client operation on a 32-
bit, Microsoft Windows compatible operating system.
T2-06 The application must support at minimum Oracle Database
release 12c;
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T2-07 The database must run on Red Hat Enterprise Linux ver 5.7
or later
T2-08 Be web-based and multi-tiered application.
Operate in a server-computing environment running under
Linux/UNIX or at minimum Windows Server 2008 R2;
T2-09
T2-10 Support automated touch-tone telephone access for
standardized, commonly requested, inquiries (such as
payment status).
T2-11 Provide the capability to accept bar-coded documents.
T2-12 Include a report spooling capability to enable on-line

viewing, re-printing, and permanent archiving of requested
reports;
T2-13 The back-end database should be ODBC SQL compliant;
T2-14 The system should support:
v Multiple client transactions
v Multiple currencies
v Multiple business lines
v Multiple facilities support by single security or more
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v Multiple industries
v Multiple fields on data entry;
T2-15 Due to perceived usage over a wide area network, a system
should be browser-based solution (with better bandwidth
utilization)

T3-01 Be modelled along open architecture standards that enable it
to be easily interfaced or integrated with financial
management system or future systems as required.
T3-02 Integration with data warehouse/solution has its own data
warehouse
T3-03 Data importation from legacy application system if required
T3-04 Foreign exchange rates importation if required
T3-01 Provide a consistent, Windows-compatible, on-line user
interface to all modules and integrated subsystems. Interface
consistency includes the use of common command entry
syntax, dialog window styles, data entry structures, and
information presentation;
T3-02 Incorporate common Graphical User Interface
characteristics including but not limited to Tool tips,
Resizable windows, and Cut, copy, and paste functions.
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processing. Desired efficiencies include the use of default
values, look-up tables, and automatic data recall. Other
desirable features include:
v Single function windows (e.g., one input screen per
transaction),
v The ability to pass common data from screen to screen,
v Highlighting of required fields,
v Auto tabs,
v Function keys (e.g., retrieve previous data, invoke help

facility, suspend transaction, clear screen, etc.),
v Disabling of non-supported function keys,

v Menu mode and an expert mode of screen navigation,
v The ability to retrieve suspended transactions by user,

document, vendor, etc.,
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v Transaction entry undo/redo,
v Context-sensitive on-line help, and
v The ability to select records from a list by scrolling or

by typing in only part of an entry.
T3-04 Support desktop integration with other common workstation

applications used for word processing, spreadsheets, data
management, and graphics;
T3-05 Provide an application user interface that complies with the

software application standards
T4-01 Include an application program interface (API) to
send/receive transactional data generated by external
applications (e.g., the financial portion of mixed program
systems. This interface must support the receipt of
transactions for other applications such as TISS related
transactional information;
T4-02 Process API submitted transactions using the same business
rules, program logic, and edit table entries as are used by the
application in editing transactions submitted on-line (e.g.,
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via user interface);
T4-03 Hold API submitted transactions that do not pass required

edits in suspense pending appropriate corrective action by
the user. Suspense processing must include the ability to:
v View, update, or delete suspended transactions,
v Automatically re-process suspended transactions.
T4-04 Provide internal controls with the API (e.g., control totals,
record counts) to ensure the integrity of received and
processed transactions.
T4-05 For the API, generate transaction editing error records in a
standard format defined by the vendor for return to the
originating feeder application (i.e., provide two-way
interface support).
TD-06 Support XML-based specifications for the exchange of
financial data
T5-01 Provide an integrated workflow management capability,
including generation and routing of internal forms, reports, System supports integrated end to end
Yes
and other financial documents for on-line approval or workflow
subsequent processing;
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T5-02 Ability to track loan application from origination to
Yes
approval stage;
T5-03 Enable authorized users to define workflow processes and
business rules, including approval levels, and to modify
workflow (e.g., assigning a proxy approving authority);
T6-04 Provide the capability to establish multiple levels of
document approvals based on user-defined criteria including
dollar amounts, types of items purchased, and document
types;
T5-05 Provide an internal calendar or user-defined routing tables to
generate rule-based or exception reports to support the
generation of work flow messages (i.e., notification of
Accounts Payable office for invoices warehoused over 30
days with no matching receiving report);
T5-06 Provide the ability to track approval events on-line by
transaction, including the time/date and approving officer;
T5-07 Provide the capability to automatically generate electronic
routing and status messages to individuals or groups;
T5-08 Support Workflow Management standards.
T5-09 Support Messaging API-Workflow standards.
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T5-02 Ability to track loan application from origination to
approval stage;

The system should be delivered with clear, concise and
complete documentation including:
T6-01 v Technical Guide
v Concepts, Functionality and User Guide

v On-line Help;
T6-02 The system should provide an integrated documents
management capability including scanning and storing
online images for source documents such as title deeds and
valuation reports for reference;
T6-03 The system should be integrated with Document
Management System and link relevant documents with their
specific process requirement such as loan application,
appraisal and approval stages.
T6-04 Support Portable Document Format (PDF) standards.
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Provide the capability to electronically image, index, store,
T6-05 and retrieve document reference material (e.g., signed
contracts, purchase orders and vendor invoices);
T6-06 Notify the user of the presence of associated document
images and allow an on-screen display of this material.
8.7 Internet Access

T7-01 Support secure web browser access to all financial
management system modules including workflow related
features for the purpose of entering new financial
documents/transactions and to review/approve their
processing;
T7-02 Support secure Internet access to the integrated ad hoc data
query facility;
T7-03 Provide the capability to receive public payment collections
via the Internet (e.g., Web-based collections via credit card);
T7-04 Support the use of standard Public Key Infrastructure
technology to control access to sensitive data over the
Internet.
8.8 Security
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T8-01 Have integrated security features that are configurable by
the system administrator to control access to the application,
functional modules, transactions, and data;
T8-02 Ensure that the Bank’s access policies are consistently

enforced against all attempts made by users or other
integrated system resources including software used to
submit ad-hoc data query requests or to generate standard
reports;)
T8-03 Require the use of unique user identifications and passwords
for authentication purposes. Passwords must be non-printing
and non-displaying. The application must allow the
enforcement of password standards (e.g., minimum length
and use of alpha, numeric and special characters.) The
application must also allow for the establishment of a
specified period for password expiration and accommodate
prohibiting the user from reusing recent last three
passwords;.
T8-04 Enable the system administrator to define functional access
rights (e.g., to modules, transactions, approval authorities)
and data access rights (e.g., record create, read, update and
delete) by assigned user ID, functional role (e.g., payable
officer) and owner;
T8-05 Automatic system log out after being idle for five minutes;
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T8-06 Permit the system administrator to assign multiple levels of
approval to a single user, but prevent that user from
applying more than one level of approval to a given
document in order to conform to the principle of separation
of duties.
T8-07 Allow the system administrator to restrict access to sensitive
data elements such as National identity numbers and
banking information by named user, groups of users, or
functional role.
All log-in/log-out attempts by user and workstation,
Direct additions, changes or

Deletions to application maintained data.
Protection against unauthorized access
Availability of contra entry reports across every transaction

within the system (Transaction time, user, limit, Posting IP
address etc. all embedded in the audit trail)
Audit trails for every transaction processed from entry log in
levels (to show date, time, and activity etc.).
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Strict access control (No privilege escalation)
T8-08 Provide the ability to query the audit log by type of access,
date and time stamp range, user identification, or terminal
ID/IP Address;
T8-09 Master data management should be carried out by
authorized users only;
T8-10 Automatic system log out after being idle for five (5)
minutes;
T8-11 Automatic lock out after three (3) unsuccessful login
attempts;
T8-12 Support single and joint authorization capability;
T8-13 The system should support complex passwords and enforce
users to change after 30 days from due date while keeping
history of at least 3 previous password to avoid users
recycling them too quickly. Password encryption supported
as a default;
T8-14 User account activation or deactivation;
T8-15 Self-service feature on user forgotten password retrieval;
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T8-16 Specify additional/alternative security implementation.
T8-17 The implementation should provide redundancy capability
through either hardware and/or software to ensure continuity
of business operations at minimal RTO;
T8-18 The Proposal submitted by the vendor should include
recommendations on how to achieve redundancy;

T9-01 Include a process scheduling capability that enables the
operator to initiate, monitor, and stop scheduled processes
(e.g., on-line availability, batch jobs, and system
maintenance);
T9-02 Provide online status messages indicating job or transaction
type and name, when requested processing starts, completes,
and system errors
T9-03 Allow reports to be produced in the background while other
system processing takes place;
T9-04 Provide the system administrator the ability to control the
archiving process. The system must include the capability to
establish and maintain user-defined archival criteria, such as
date, accounting period, and closed items. The system must
allow selective action on those documents that meet the
criteria;
T9-05 Retain archived data and system records in accordance with
Banks Information Systems Management Policy;
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T9-06 Provide the ability to selectively retrieve archived data
based on user-defined criteria such as date, accounting
period, or vendor;
T9-07 Maintain and report on productivity statistics about
application usage;
T9-08 Provide audit trails to identify changes made to system

parameters and tables that would affect the processing or
reprocessing of any financial transactions;
T9-09 Have authentication or authorization levels;
T9-10 Be able to generate management reports on a need basis.
The ability to easily tailor and incorporate ad-hoc reports on
the fly by users or trained technical staff will be an added
advantage. Availability of an integrated report creation tool
is desirable;
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T9-11 Queue applications as they are submit and sort the same
when required;
T9-12 Provide computing performance metrics, for platforms and
systems environments that the application is certified to run
on. Performance metrics provided by the vendor should
describe:
v Transaction processing throughput capacity,
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Credit Management
v Expected workstation client response time by
transaction type,
v Data storage capacity, and

v Limitations on concurrent user connectivity.
T9-13 Be the latest release at the time of bid opening;
T9-14 Maintain the bank’s current and historical data (e.g., general
ledger records, documents, transactions, lines, and vendor
records) with no degradation to on-line or batch processing
performance;
T9-15 Support concurrent access to functional modules by defined

user community;
T9-16 Disclose processing jobs, steps, and dependencies that are

required to operate the system on a daily, weekly, monthly,
quarterly, and annual basis;
T9-17 Provide the capability to process batched transactions during
online hours and accept online transactions from interfacing
systems with no on-line performance degradation;
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T9-18 Provide on-line storage which is scalable as per growth of
database.

PM9-01 At a very high level of responsiveness during the
implementation and training phases;
PM9-02 At a level of responsiveness and resolution during the

foreseeable operational life of the solution (to be negotiated
as part of a Service Level Agreement);
PM9-03 And must be accessible through bank’s existing support
structure (e.g. via telephone, VPN connections, etc.)
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4. Treasury Management
Treasury Management
FX Foreign Exchange Deal Capture
MM Money Market Deal Capture

FI Fixed Income
TF Trade Finance
ALCO Asset/Liability management
R Reporting
T Technical requirements
1. Foreign Exchange Deal Capture
FX1 FX Spot Trades
FX2 FX Forward Contract Trades
FX3 FX Swap
1.1. FX Spot Deal Capture Process

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FX1-01 Customer Name
Customer Code,
Customer Classification
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Treasury Management
Settlement limit
FX1-02 Deal Currency Pair
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Treasury Management
Deal amount
Value date
Settlement date
Settlement Details/ Standard

Settlement Instructions (SSIs)
Deal Exchange Rate

Deal conversation method
1.2. FX Forward Contract Trades

Customer Code,
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Settlement limit
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Treasury Management
Deal amount
Deal date
Settlement date

Deal Exchange Rate

1.3. FX Swaps
Customer Code,
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Treasury Management
Settlement limit
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Treasury Management
Deal amount
Deal date
Settlement date (for near maturity and

far maturity)
Deal Exchange Rate
Set counterparty limits for each
customer
Ability to trigger approval requests for

counterparty that are being exceeded
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To compare deal rates against

interbank market rate

Ability to identify non settlement days
Ability to amend or cancel trade before

verification
Set Dealer limits for each dealer for

both product and amount

dealer that has exceeded his/her limit
2. Money Market Deal Capture

MM-01 Customer Name
Customer Code,
Settlement limit
MM-02 Deal Currency
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Deal amount
Deal Rate

Deal date
Value date
Settlement date

Set counterparty limits for each
customer

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Treasury Management
To compare deal rates against

interbank market rate
Ability to identify non settlement days

verification


3. Fixed Income Deal Capture
FI-01 Customer Name
Customer Code,
Settlement limit
FI-02 Type of Security
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Face value amount/Nominal amount
Deal Price/Clean Price
Deal date
Value date
Coupon dates (for bonds only)
Settlement date

Portfolio of the security
Yield To Maturity (YTM)
Depository ID of the traded security
Stock exchange of the listed security
Settlement amount
Currency
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Treasury Management

verification


4. Trade Finance
TF-01 The solution should allow the clients to
initiate Letters of Credit
The system should be enabled with
Product types (Domestic LC, Import
LC, Stand By LC)
The system should allow the clients to
Amend and Cancel any existing LC
The system should display a list of
clauses under Trade Library like terms
and Conditions and Additional
Conditions which needs to be present
for any LC or Standing Instruction
TF-02 The solution should allow clients to
initiate and process Bank Guarantee
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Treasury Management
The solution should allow the user to

amend/cancel existing Bill of
Guarantee
The solution should allow the users to
view the presented bills and documents
The solution should allow clients to

process Inward/Outward Documentary
Collections
The solution should be able to process
clean documentary, foreign and
domestic collections
TF-03 The system should allow issuance,
amendment, payment, automated
tracing, protest, status reporting,
inquiries, accounting and other
functions.
The system should be able to generate
SWIFT messages for issuance,
amendment and payment
The solution should be able to perform
automated tracing, protest, status
reporting, inquiries, accounting and
other functions.
TF-04 The system should be able to support
creation of customer and transaction
limits
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Treasury Management
The system should be able to generate

reports
5. Reporting
5.1. Daily Reports
R1 Net Open Position
R2 Maturing Spot Deals
R3 Maturing Swap Deals

R4 Maturing FX Forward Contract Deals
R5 FX Deals Profit and loss report
R6 Maturing Money Market Deals
R7 Outstanding Money Market Deals
R8 Outstanding Fixed Income Deals
R9 Outstanding FX spot deals (
R10 Outstanding FX forward deals
R11 Outstanding FX swap deals
R12 Deals done Today
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Treasury Management
R13 Deals done on previous day

R14 FX deals Revaluation report
R15 Fixed Income Revaluation report
5.2. Monthly Reports

R16 Mismatch/Gap Report
R17 Monthly Interest Income
R18 Monthly FX Deals Profit and loss
report
R19 FX deals Revaluation report
R20 Fixed Income Revaluation report
5.3. Liquidity Analysis and Maturity Analysis
5.4. Ad Hoc Query
T1 General Design/Architecture
T2 Infrastructure
T3 User Interfaces
T4 Interoperability
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Treasury Management
T5 Workflow/Messaging
T6 Document Management
T7 Internet Access
T8 Security
T9 Operations and Computing

Performance

T1-01 Be modular in design, and be
upgradeable by Core system module to
accommodate changes in laws,
regulations, best practices and new
technology;
T1-02 Be a commercially available product,
subject to regular maintenance based
on vendor developed and scheduled
software releases;
T1-03 Include internal transaction processing
controls, including the capability in the
event of a system failure to
automatically:
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Treasury Management
Back out incompletely processed

transactions,
Restore the system to its last consistent
state before the failure occurred
Re-apply all incomplete transactions

previously submitted by the user
T1-04 Enforce internal database consistency
during all on-line and batch update
operations, including distributed
databases, if applicable;
T1-05 Have fully documented restart
capabilities for the application’s on-
line and batch processing components.
Batch jobs must be segmented to
facilitate their recovery in the event of
a system failure;
T1-06 Include complete installation, operating, and system
maintenance documentation covering:-
Product installation and configuration
steps,
Application access procedures,
User screen layout and content,
Transaction entry procedures,
Batch job set-up, processing and
recovery/re-start procedures,
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Treasury Management
Error codes with full descriptions and

recovery steps,
Standard report layout and content,
Internal processing controls,
Application security,
Operating specifications and system
flowcharts,
Database entity relationships, table
formats and data element descriptions,
and
Program module descriptions.
TA-07 Include revised documentation

concurrent with the distribution of new
software releases;
TA-08 Employ common error-handling
routines across functional modules and
present error messages that allow the
user or system operator to respond to
reported problems;
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Treasury Management
T1-09 Generate output information to formats

specified by functional requirements.
In cases where a functional
requirement does not specify an output
format, required information must be
viewable using the application’s on-
line user interface by default.
T1-10 Be customizable to meet agency
specific business/accounting needs
using agency supplied application
configuration and operating
parameters.
T1-11 Provide fault-free performance in the
processing of date and date-related
data including, calculating, comparing,
and sequencing by all hardware and
software products included as part of
the application both individually and in
combination;

T1-12 Include an integrated relational,
Structured Query Language compliant
database;
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Treasury Management
T1-13 Simultaneously process on-line

transactions and transactions submitted
via system interface.
6.2. Infrastructure
T2-01 Identify all software and hardware
products needed to install, operate,
access, and maintain the application.
This requirement includes
identification of distinct products that
are intended to be purchased or
licensed as part of the product
licensing agreement. The vendor is
also required to identify products
needed to meet any technical and
functional requirement that must be
acquired separately;
T2-02; Utilize transaction Internet Protocol
communications protocol for
application, database, and workstation
connectivity.
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Treasury Management
T2-03 Operate in a server-computing

environment running at minimum
under Red Hat Enterprise Linux RHEL
5.7, Oracle Database release 12c;
and;
T2-04 At a minimum, support application
client operation on a 32-bit, Microsoft
Windows compatible operating
system.

T2-05 Support automated touch-tone
telephone access for standardized,
commonly requested, inquiries (such
as payment status).
T2-06 Provide the capability to accept bar-
coded documents.
T2-07 Include a report spooling capability to
enable on-line viewing, re-printing,
and permanent archiving of requested
reports.

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Treasury Management
T3-01 Provide a consistent, Windows-

compatible, on-line user interface to all
modules and integrated subsystems.
Interface consistency includes the use
of common command entry syntax,
dialog window styles, data entry
structures, and information
presentation;
T3-02 Incorporate common Graphical User
Interface characteristics including but
not limited to Tool tips, Resizable
windows, and Cut, copy, and paste
functions.
processing. Desired efficiencies include the use of default
values, look-up tables, and automatic data recall. Other
desirable features includes but not limited to:
Single function windows e.g., one
input screen per transaction
The ability to pass common data from
screen to screen
Highlighting of required fields

Auto tabs
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Treasury Management
Function keys e.g., retrieve previous

data, invoke help facility, suspend
transaction, clear screen, etc.,
Disabling of non-supported function
keys
Menu mode and an expert mode of
screen navigation
The ability to retrieve suspended

transactions by user, document,
vendor, etc.
Transaction entry undo/redo
Context-sensitive on-line help
The ability to select records from a list

by scrolling or by typing in only part
of an entry
T3-04 Support desktop integration with other
common workstation applications used
for word processing, spreadsheets, data
management, and graphics
T3-05 Provide an application user interface
that complies with the software
application standards.
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Treasury Management
T4-01 Include an application program
interface API to accept financial data
generated by external applications e.g.,
the financial portion of mixed program
systems, Electronic Data Interchange
EDI translators, and modules such as
travel or payroll. This interface must
support the receipt of transactions for
all Core accounting components, as
well as, SWIFT and TISS related
transactional information;
T4-02 Process API submitted transactions
using the same business rules, program
logic, and edit table entries as are used
by the application in editing
transactions submitted on-line e.g., via
user interface;
T4-03 Hold API submitted transactions that do not pass required
edits in suspense pending appropriate corrective action by
the user. Suspense processing must include the ability to:-
View, update, or delete suspended
transactions,
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Treasury Management
Automatically re-process suspended

transactions.
T4-04 Provide internal controls with the API

e.g., control totals, record counts to
ensure the integrity of received and
processed transactions.
T4-05 For the API, generate transaction
editing error records in a standard
format defined by the vendor for return
to the originating feeder application
i.e., provide two-way interface support.
TD-06 Support direct EDI translation
compliant with Bank of Tanzania EDI
Standards to enable electronic data
exchanges;
TD-07 Support XML-based specifications for
the exchange of financial data;
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Treasury Management
T5-01 Provide an integrated workflow

management capability, including
generation and routing of internal
forms, reports, and other financial
documents for on-line approval or
subsequent processing;

T5-02 Enable authorized users to define
workflow processes and business rules,
including approval levels, and to
modify workflow e.g., assigning a
proxy approving authority;
T5-03 Provide the capability to establish
multiple levels of document approvals
based on user-defined criteria
including dollar amounts, types of
items purchased, and document types;
T5-04 Provide an internal calendar or user-
defined routing tables to generate rule-
based or exception reports to support
the generation of work flow messages
i.e., notification of Accounts Payable
office for invoices warehoused over 30
days with no matching receiving
report;
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Treasury Management
T5-05 Provide the ability to track approval

events on-line by transaction,
including the time/date and approving
officer;
T5-06 Provide the capability to automatically
generate electronic routing and status
messages to individuals or groups;
T5-07 Support Workflow Management
standards.
T5-08 Support Messaging API-Workflow
standards.

T6-01 The system should be delivered with
clear, concise and complete
documentation including:
Technical Guide
Concepts, Functionality and User
Guide
On-line Help
T6-02 The system should be integrated with
Document Management System and
link relevant documents with their
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Treasury Management
specific process requirement;

T6-03 Support Portable Document Format
(PDF) standards.
T6-04 Provide the capability to electronically
image, index, store, and retrieve
document reference material (e.g.,
signed contracts, purchase orders and
vendor invoices);
T6-05 Notify the user of the presence of
associated document images and allow
an on-screen display of this material.
6.7. Internet Access

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Treasury Management
T7-01 Support secure web browser access to

all financial management system
modules including workflow related
features for the purpose of entering
new financial documents / transactions
and to review/approve their
processing;
T7-03 Provide the capability to receive public
payment collections via the Internet
(e.g., Web-based collections via credit
card);
T7-02 Support secure Internet access to the
integrated ad hoc data query facility;
6.8. Security
T8-01 Have integrated security features that
are configurable by the system
administrator to control access to the
application, functional modules,
transactions, and data;
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Treasury Management
T8-02 Ensure that the Bank’s access policies

are consistently enforced against all
attempts made by users or other
integrated system resources including
software used to submit ad-hoc data
query requests or to generate standard
reports;
T8-03 Require the use of unique user
identifications and passwords for
authentication purposes. Passwords
must be non-printing and non-
displaying. The application must allow
the enforcement of password standards
e.g., minimum length and use of alpha,
numeric and special characters. The
application must also allow for the
establishment of a specified period for
password expiration and accommodate
prohibiting the user from reusing
recent last three passwords;
T8-04 Enable the system administrator to
define functional access rights e.g., to
modules, transactions, approval
authorities and data access rights e.g.,
record create, read, update and delete
by assigned user ID, functional role
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Treasury Management
e.g., payable officer and owner;
T8-05 Permit the system administrator to

assign multiple levels of approval to a
single user, but prevent that user from
applying more than one level of
approval to a given document in order
to conform to the principle of
separation of duties.
T8-06 Allow the system administrator to
restrict access to sensitive data
elements such as National identity
numbers and banking information by
named user, groups of users, or
functional role.
T8-07 Maintain an audit logging capability to
record access activity including:
All log-in/log-out attempts by user and
workstation,
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Treasury Management

Direct additions, changes or deletions
to application maintained data.
T8-08 Provide the ability to query the audit
log by type of access, date and time
stamp range, user identification, or
terminal ID;
T8-09 Automatic system log out after being
idle for five 5 minutes;
T8-10 Automatic lock out after three 3
unsuccessful login attempts;
T8-11 User account activation or
deactivation.
T8-12 Self-service feature on user forgotten
password retrieval;

T8-13 Authentication to application system
access should be controlled via internal
Microsoft active directory system;

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Treasury Management
T9-01 Include a process scheduling capability

that enables the operator to initiate,
monitor, and stop scheduled processes
(e.g., on-line availability, batch jobs,
and system maintenance);
T9-02 Provide online status messages
indicating job or transaction type and
name, when requested processing
starts, completes, and system errors;
T9-03 Allow reports to be produced in the
background while other system
processing takes place;
T9-04 Provide the system administrator the
ability to control the archiving process.
The system must include the capability
to establish and maintain user-defined
archival criteria, such as date,
accounting period, and closed items.
The system must allow selective action
on those documents that meet the
criteria;
T9-05 Retain archived data and system
records in accordance with Banks
Information Systems Management
Policy;
231
Treasury Management
T9-06 Provide the ability to selectively

retrieve archived data based on user-
defined criteria such as date,
accounting period, or vendor;
T9-07 Maintain and report on productivity
statistics about application usage;
T9-08 Provide audit trails to identify changes
made to system parameters and tables
that would affect the processing or
reprocessing of any financial
transactions.

T9-09 Provide computing performance
metrics, for platforms and systems
environments that the application is
certified to run on. Performance
metrics provided by the vendor should
describe:
232
Treasury Management
Transaction processing throughput

capacity,
Expected workstation client response

time by transaction type,
Data storage capacity, and
Limitations on concurrent user
connectivity.
T9-10 Process projected accounting activity

without impacting projected on-line
response time.
T9-11 Complete routine batch processing
e.g., backups, nightly interface
processing, Core GL posting, table
updates, standard reporting, and
systems assurance ;
T9-12 Maintain the agency’s current and
historical financial data e.g., general
ledger records, documents,
transactions, lines, and vendor records
with no degradation to on-line or batch
processing performance;
T9-13 Support concurrent access to
functional modules by defined user
community;
233
Treasury Management
T9-14 Disclose processing jobs, steps, and

dependencies that are required to
operate the system on a daily, weekly,
monthly, quarterly, and annual basis;
T9-15 Provide the capability to process
batched transactions during online
hours and accept online transactions
from interfacing systems with no on-
line performance degradation.
9.0. Project Requirements
9.1. Systems Requirement Specification Document
9.2. Testing and Acceptance Criteria

PM9-01 At a very high level of responsiveness
during the implementation and training
phases;
PM9-02 At a level of responsiveness and
resolution during the foreseeable
operational life of the solution (to be
negotiated as part of a Service Level
Agreement);
234
Treasury Management
PM9-03 And must be accessible through bank’s

existing support structure (e.g. via
telephone, VPN connections, etc.)
9.4. Training Requirements
9.5. Technical Documents
235
5. Risk Management System

Risk Management System
Addition Functional Risk Requirements
KYC Know your Customer
a) KYC mandatory fields that are not optional
b)Limited mandate to modify customer KYC fields
c) Risk categorization of customers in terms of - Client

type; Business/trade/usage; Turn over per month etc.
(Mandatory Fields – Low, medium and high risk
customers)
c) Pop – ups for any exceptions on mandatory field
linked to transaction and report available for
monitoring
d) Huge & exceptional transaction reports for a day
KYC including fingerprint before opening customer

accounts
TP Transaction Processing Controls

a) Maker checker control referrals for all transaction
(Segregation of duties/prompt referrals)
b)Defined user Limits and roles to individuals and not

general profiles
c)Pop ups for limits overrule
236

d) Clear distinctions on maker checker roles
Audit Trail and Loggings

a) Audit trails for every transaction processed from
entry log in levels (to show date, time, and activity
etc.).
b) Strict access control (No privilege escalation)
c) Protection against unauthorized access
d) Availability of contra entry reports across every
transaction within the system (Transaction time, user,
limit, Posting IP address etc. all embedded in the audit
trail)
CR Credit Roles
a)Straight through automated system (STP)
b)Automated charges per criteria
c)Reports for ageing on loans, insurance expiry and

popups timely
d) Pop ups/reports for all amendments across customer
credit profiles.
e) Mandatory fields to capture loan securities features,
insurance etc.
IS Information Security Management system
a)Information security management systems that covers
specific sensitive areas (Certified to follow accepted
international standards)
237

DR Documented Roles and responsibilities
Documented roles and responsibilities in the
development process in accordance with general
security policies
RM Risk management System

The system that can give out various reports that
analyses data from the system (Market risk, Liquidity,
Credit risk, operation risk – stress testing etc.) All as
per Basel ii and Basel iii requirements – ICAAP
models.
238
2-239 Section VI. Requirements
4. Drawings
239 ______________________________________________________________________________ Confidential to <<Client Name>> and Intellect

Section VII. General Conditions of Contract 3-241
PART 3 –Conditions of Contract and Contract Forms

Section VII. General Conditions
Table of Clauses
General Provisions ...................................................................................................................................................... 245
Definitions ...................................................................................................................................................................... 245
The Contract .................................................................................................................................................................. 245
Parties and Persons .................................................................................................................................................... 245
Money and Payments ................................................................................................................................................. 246
Goods and Related Services ..................................................................................................................................... 246
Other Definitions ......................................................................................................................................................... 246
Interpretation ............................................................................................................................................................... 246
Communications .......................................................................................................................................................... 247
Law and Language ....................................................................................................................................................... 248
Priority of Documents................................................................................................................................................ 248
Contract Agreement ................................................................................................................................................... 249
Assignment .................................................................................................................................................................... 249
Copyright ........................................................................................................................................................................ 249
Confidential Details .................................................................................................................................................... 249
Compliance with Laws ............................................................................................................................................... 249
Joint and Several Liability ........................................................................................................................................ 250
Inspections and Audit by the Bank ....................................................................................................................... 250
Contract Documents ................................................................................................................................................... 250
Fraud and Corruption ................................................................................................................................................ 251
Eligibility ........................................................................................................................................................................ 252
Notices ............................................................................................................................................................................. 253
Settlement of Disputes ............................................................................................................................................... 253

Scope of Supply ............................................................................................................................................................. 253
Delivery ........................................................................................................................................................................... 253
Supplier’s Responsibilities ...................................................................................................................................... 254
Contract Price ............................................................................................................................................................... 254
Terms of Payment ....................................................................................................................................................... 254
Taxes and Duties .......................................................................................................................................................... 254
Performance Security ................................................................................................................................................ 254
Subcontracting ............................................................................................................................................................. 255
Specifications and Standards .................................................................................................................................. 255
Codes, Standards and Drawings ............................................................................................................................. 255
Packing and Documents ............................................................................................................................................ 255
Insurance ........................................................................................................................................................................ 256
Transportation ............................................................................................................................................................. 256
Inspections and Tests ................................................................................................................................................ 256
Liquidated Damages ................................................................................................................................................... 257
Warranty......................................................................................................................................................................... 257
Patent Indemnity ......................................................................................................................................................... 258
Limitation of Liability ................................................................................................................................................ 259
Change in Laws and Regulations ............................................................................................................................ 259
Force Majeure ............................................................................................................................................................... 260
Change Orders and Contract Amendments ........................................................................................................ 260
Extensions of Time ...................................................................................................................................................... 261
Termination .................................................................................................................................................................. 261
Export Restrictions ..................................................................................................................................................... 262

Section VIII. Particular Conditions of Contract 3-245
Section VII. General Conditions
[Name of Purchaser ] _______

[Name of Contract] ________
These General Conditions (GC), read in conjunction with the Particular Conditions (PC)
and other documents listed therein, constitute a complete document expressing the
rights and obligations of the parties.
1. General Provisions
1.1 Definitions
In the Conditions of Contract (“these Conditions”), which include Particular Conditions,
and these General Conditions, the following words and expressions shall have the
meanings stated. Words indicating persons or parties include corporations and other
legal entities, except where the context requires otherwise.
1.1.1 The Contract
1.1.1.1 “Contract” means the Contract Agreement, the Letter of Acceptance, the Letter of Bid,
these Conditions, the Specification, the Schedules, and the further documents (if any)
which are listed in the Contract Agreement or in the Letter of Acceptance.
1.1.1.2 “Contract Agreement” means the contract agreement referred to in Clause 1.6 [Contract
Agreement].
1.1.1.3 “Letter of Acceptance” means the letter of formal acceptance, signed by the Purchaser, of
the Letter of Bid, including any annexed memoranda comprising agreements between and
signed by both Parties. If there is no such letter of acceptance, the expression “Letter of
Acceptance” means the Contract Agreement and the date of issuing or receiving the Letter
of Acceptance means the date of signing the Contract Agreement.
1.1.1.4 “Letter of Bid” means the document entitled letter of bid, which was completed by the
Supplier and includes the signed offer to the Purchaser for the Goods.
1.1.1.5 “Specification” means the document entitled specification, as included in the Contract, and
any additions and modifications to the specification in accordance with the Contract. Such
document specifies the Goods.
1.1.1.6 “Drawings” means the drawings of the Goods, as included in the Contract, and any
additional and modified drawings issued by (or on behalf of) the Purchaser in accordance
with the Contract.
1.1.1.7 “Schedules” means the document(s) entitled schedules, completed by the Supplier and
submitted with the Letter of Bid, as included in the Contract. Such document may include
the Bill of Quantities, data, lists, and schedules of rates and/or prices.
1.1.1.8 “Bid” means the Letter of Bid and all other documents which the Supplier submitted with
the Letter of Bid, as included in the Contract.
1.1.2 Parties and Persons
1.1.2.1 “Party” means the Purchaser or the Supplier, as the context requires.
1.1.2.2 “Purchaser” means the person named as purchaser in the Particular Conditions and the
legal successors in title to this person.
1.1.2.3 “Supplier” means the person(s) named as supplier in the Letter of Bid accepted by the
Purchaser and the legal successors in title to this person(s).

1.1.2.4 “Subcontractor” means any person named in the Contract as a subcontractor, or any
person appointed as a subcontractor, for a part of the Goods or the Related Services; and
the legal successors in title to each of these persons.
1.1.2.5 “Bank” means the financing institution (if any) named in the PC.
1.1.2.6 “Borrower” means the person (if any) named as the borrower in the PC.
1.1.3 Dates, Tests, Periods and Completion “Base Date” mean the date 28 days prior to the
latest date for submission of the Bid.
1.1.3.1 “Acceptance Test” means the tests (if any) which are specified in the Contract and which
are carried out in accordance with the Specification for the purpose of issuing the
“Acceptance Certificate”.
1.1.3.3 “Completion” means the fulfilment of the Related Services by the Supplier in accordance
with the terms and conditions set forth in the Contract.
1.1.3.4 “day” means a calendar day and “year” means 365 days.
1.1.4 Money and Payments
1.1.4.1 “Contract Price” means the price defined in GC Clause 10 [The Contract Price], and
includes adjustments in accordance with the Contract.
1.1.5 Goods and Related Services
1.1.5.1 “Goods” means all of the commodities, raw material, machinery and equipment, and/or
other materials that the Supplier is required to supply to the Purchaser under the
Contract.
1.1.5.2 “Related Services” means the services incidental to the supply of the Goods, such as
insurance, transportation, installation, commissioning, training and initial maintenance
and other such obligations of the Supplier under the Contract.
1.1.6 Other Definitions
1.1.6.1 “Purchaser ’s Country” is the country specified in the PC.
1.1.6.2 “Force Majeure” is defined in GC Clause 25 [Force Majeure].
1.1.6.3 “Laws” means all national (or state) legislation, statutes, ordinances and other laws, and
regulations and by-laws of any legally constituted public authority.
1.1.6.4 “Performance Security” means the security (or securities, if any) under GC Clause 13
[Performance Security].
1.1.6.5 “Project Site,” where applicable, means the place named in the PC.
1.1.6.6 “Unforeseeable” or “Unforeseen” means not reasonably foreseeable by an experienced
Purchaser by the Base Date.
1.1.6.7 “Change Order” or “Change” is defined in Clause 26 [Change Orders and Contract
Amendments].
1.2 Interpretation
1.2.1 Interpretation In the Contract, except where the context requires otherwise:
(a) words indicating one gender include all genders;
(b) words indicating the singular also include the plural and words indicating the plural also
include the singular;
(c) provisions including the word “agree”, “agreed” or “agreement” require the agreement to
be recorded in writing;
(d) “written” or “in writing” means hand-written, type-written, printed or electronically
made, and resulting in a permanent record;
(e) the word “tender” is synonymous with “bid” and “tenderer” with “bidder” and the words
“tender documents” with “bidding documents”.
1.2.2 The marginal words and other headings shall not be taken into consideration in the
interpretation of these Conditions.
1.2.3 Incoterms
(a) Unless inconsistent with any provisions in the Contract, the meaning of any
trade term and the rights and obligations of Parties thereunder shall be as
prescribed by Incoterms.
(b) The Incoterms, when used, shall be governed by the rules prescribed in the
current edition of Incoterms, specified in the PC, and published by the
International Chamber of Commerce, Paris, France
1.2.4 Entire Agreement
The Contract constitutes the entire agreement between the Purchaser and the Supplier
and supersedes all communications, negotiations and agreements (whether written or
oral) of the Parties with respect thereto made prior to the date of Contract.
1.2.5 Amendment
No amendment or other variation of the Contract shall be valid unless it is in writing, is

dated, expressly refers to the Contract, and is signed by a duly authorized representative
of each Party thereto.
1.2.6 Nonwaiver
(a) Subject to GC Clause 1.2.5(b) below, no relaxation, forbearance, delay, or

indulgence by either Party in enforcing any of the terms and conditions of
the Contract or the granting of time by either Party to the other shall
prejudice, affect, or restrict the rights of that Party under the Contract,
neither shall any waiver by either Party of any breach of Contract operate
as waiver of any subsequent or continuing breach of Contract.
(b) (Any waiver of a Party’s rights, powers, or remedies under the Contract
must be in writing, dated, and signed by an authorized representative of
the Party granting such waiver, and must specify the right and the extent
to which it is being waived.
1.2.7 Severability
If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity
or enforceability of any other provisions and conditions of the Contract.
1.2.8 “Eligible Countries” means the countries and territories eligible stipulated by the
Bank’s Rules and Procedures for Procurement of Goods and Works, and as listed in
Section V, Eligible Countries.
1.3 Communications
1.3.1 Wherever these Conditions provide for the giving or issuing of approvals, certificates,
consents, determinations, notices, requests and discharges, these communications shall
be:
(a) in writing and delivered by hand (against receipt), sent by mail or courier, or transmitted
using any of the agreed systems of electronic transmission as stated in the PC; and
(b) delivered, sent or transmitted to the address for the recipient’s communications as stated
in the PC. However:
(i) if the recipient gives notice of another address, communications shall thereafter be
delivered accordingly; and
(ii) if the recipient has not stated otherwise when requesting an approval or consent, it may
be sent to the address from which the request was issued
1.3.2 Approvals, certificates, consents and determinations shall not be unreasonably withheld
or delayed. When a certificate is issued to a Party, the certifier shall send a copy to the
other Party.
1.4 Law and Language
1.4.1 The Contract shall be governed by the law of the country or other jurisdiction stated in the
PC.
The ruling language of the Contract shall be that stated in the PC.
The language for communications shall be that stated in the PC. If no language is stated
there, the language for communications shall be the ruling language of the Contract.
1.4.2 Supporting documents and printed literature that are part of the Contract may be in
another language provided they are accompanied by an accurate translation of the
relevant passages in the language specified, in which case, for purposes of interpretation
of the Contract, this translation shall govern.
The Supplier shall bear all costs of translation to the governing language and all risks of
the accuracy of such translation, for documents provided by the Supplier.
1.5 Priority of Documents
1.5.1 The documents forming the Contract are to be taken as mutually explanatory of one
another. For the purposes of interpretation, the priority of the documents shall be in
accordance with the following sequence:
(a) the Contract Agreement (if any),

(b) the Letter of Acceptance,
(c) the Bid,
(d) the Particular Conditions
(e) these General Conditions,
(f) the Specification,
(g) the Drawings, and
(h) the Schedules and any other documents forming part of
the Contract.
If an ambiguity or discrepancy is found in the documents, the Purchaser shall issue any
necessary clarification or instruction.
1.6 Contract Agreement

1.6.1 The Parties shall enter into a Contract Agreement within 28 days after the Supplier
receives the Letter of Acceptance, unless the Particular Conditions establish otherwise.
The Contract Agreement shall be based upon the form furnished in Section IX, Contract
Forms. The costs of stamp duties and similar charges (if any) imposed by law in
connection with entry into the Contract Agreement shall be borne by the Purchaser .
1.7 Assignment
1.7.1 Neither Party shall assign the whole or any part of the Contract or any benefit or interest
in or under the Contract. However, either Party:
(a) may assign the whole or any part with the prior agreement of the other Party, at the sole
discretion of such other Party, and
(b) may, as security in favour of a bank or financial institution, assign its right to any moneys
due, or to become due, under the Contract.
1.8 Copyright
1.8.1 The copyright in all drawings, documents, and other materials containing data and
information furnished to the Purchaser by the Supplier herein shall remain vested in
the Supplier, or, if they are furnished to the Purchaser directly or through the Supplier
by any third Party, including suppliers of materials, the copyright in such materials
shall remain vested in such third Party.
1.9 Supplier’s Use of Purchaser’s Documents
1.9.1 As between the Parties, the Purchaser shall retain the copyright and other intellectual
property rights in the Specification, the Drawings and other documents made by (or on
behalf of) the Purchaser. The Supplier may, at his cost, copy, use, and obtain
communication of these documents for the purposes of the Contract. They shall not,
without the Purchaser’s consent, be copied, used or communicated to a third party by
the Supplier, except as necessary for the purposes of the Contract.
1.10 Confidential Details

1.10.1 The Supplier’s and the Purchaser’s Personnel shall disclose all such confidential and
other information as may be reasonably required in order to verify the Supplier’s
compliance with the Contract and allow its proper implementation.
Each of them shall treat the details of the Contract as private and confidential, except to
the extent necessary to carry out their respective obligations under the Contract or to
comply with applicable Laws. Each of them shall not publish or disclose any particulars
of the Goods, prepared by the other Party without the previous agreement of the other
Party. However, the Supplier shall be permitted to disclose any publicly available
information, or information otherwise required to establish his qualifications to
compete for other projects.
1.10.2 Notwithstanding the above, the Supplier may furnish to its Subcontractor(s) such
documents, data and other information it receives from the Purchaser to the extent
required for the Subcontractor(s) to perform its work under the Contract, in which
event the Contractor shall obtain from such Subcontractor(s) an undertaking of
confidentiality similar to that imposed on the Contractor under this Clause.
1.11 Compliance with Laws

1.11.1 The Supplier shall, in performing the Contract, comply with applicable Laws.
1.11.2 Unless otherwise stated in the Particular Conditions:
(a) the Purchaser shall acquire and pay for all permits, approvals and/or licenses from all
local, state or national government authorities or public service undertakings in the
Purchaser’s Country, which (i) such authorities or undertakings require the Purchaser
to obtain in the Purchaser’s name, and (ii) are necessary for the execution of the
Contract, including those required for the performance by both the Supplier and the
Purchaser of their respective obligations under the Contract;
(b) the Supplier shall acquire and pay for all permits, approvals and/or licenses from all
local, state or national government authorities or public service undertakings in the
Purchaser’s Country, which such authorities or undertakings require the Supplier to
obtain in its name and which are necessary for the performance of the Contract,
including, without limitation, visas for the Supplier’s and Subcontractor’s personnel
and entry permits for all imported Supplier’s Equipment. The Supplier shall acquire all
other permits, approvals and/or licenses that are not the responsibility of the
Purchaser under GC Clause 1.11.2(a) hereof and that are necessary for the performance
of the Contract. The Supplier shall indemnify and hold harmless the Purchaser from and
against any and all liabilities, damages, claims, fines, penalties and expenses of
whatever nature arising or resulting from the violation of such laws by the Supplier or
its personnel, including the Subcontractors and their personnel, but without prejudice
to GC Clause 1.11.1 hereof.
1.12 Joint and Several Liability

1.12.1 If the Supplier is a joint venture, consortium, or association (JVCA) of two or more
persons, all such persons shall be jointly and severally bound to the Purchaser for the
fulfillment of the provisions of the Contract, unless otherwise specified in the PC, and
shall designate one of such persons to act as a leader with authority to bind the JVCA.
The composition or the constitution of the JVCA shall not be altered without the prior
consent of the Purchaser.
1.13 Inspections and Audit by the Bank

1.13.1 The Supplier shall permit the Bank and/or persons appointed by the Bank to inspect
the Site and/or the Supplier’s accounts and records relating to the performance of the
Contract and to have such accounts and records audited by auditors appointed by the
Bank if required by the Bank.
1.13.2 The Supplier shall maintain all documents and records related to the Contract for a
period of three (3) years after delivery of the Goods. The Supplier shall provide any
documents necessary for the investigation of allegations of fraud, collusion, coercion, or
corruption and require its employees or agents with knowledge of the Contract to
respond to questions from the Bank.
2. Contract Documents
2.1 Subject to the order of precedence set forth in the Contract Agreement, all documents
forming the Contract (and all parts thereof) are intended to be correlative,
complementary, and mutually explanatory. The Contract Agreement shall be read as a
whole.
3. Fraud and Corruption

3.1 It is the Bank’s policy to require that Borrowers (including beneficiaries of Bank
Financing), bidders, suppliers, contractors and their agents (whether declared or not),
sub-contractors, sub-consultants, service providers or suppliers, and any personnel
thereof, observe the highest standard of ethics during the procurement and execution
of Bank-financed contracts12. In pursuance of this policy, the Bank:
(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 actions of another
party13;
(ii) “Fraudulent Practice” is any act or omission, including a misrepresentation
that knowingly or recklessly misleads, or attempts to mislead, a party 14 to
obtain financial or other benefit or to avoid an obligation;
(iii) “Collusive Practice” is an arrangement between two or more parties 15,
designed to achieve an improper purpose, including to influence improperly
the actions of another party; and
(iv) “Coercive Practice” is impairing or harming, or threatening to impair or harm,
directly or indirectly, any party or the property of the party to influence
improperly the actions of a party16;
(v) “obstructive practice” is
(v.1) deliberately destroying, falsifying, altering, or concealing of evidence

material to the investigation or making false statements to investigators
in order to materially impede a Bank investigation into allegations of a
corrupt, fraudulent, coercive or collusive practice; and/or threatening,
harassing or intimidating any party to prevent it from disclosing its
knowledge of matters relevant to the investigation or from pursuing the
investigation, or
(v.2) acts intended to materially impede the exercise of the Bank’s

inspection and audit rights provided for under clause 1.13 [Inspections
and Audits by the Bank].
12
In this context, any action to influence the procurement process or contract execution for undue advantage is
improper.
13
For the purpose of this sub-paragraph, “another party” refers to a public official acting in relation to the
procurement process or contract execution. In this context, “public official” includes Bank staff and employees
of other organizations taking or reviewing procurement decisions.
(b) will reject a proposal for award if it determines that the bidder recommended
for award, or any of its personnel, or its agents, or its sub-consultants, sub-contractors,
service providers, suppliers and/or their employees, has, directly or indirectly, engaged
in Corrupt, Fraudulent, Collusive, Coercive or Obstructive Practices in competing for
the contract in question;
(c) will declare misprocurement and cancel the portion of the Financing
allocated to a contract if it determines at any time that representatives of the
Borrower or of a recipient of any part of the proceeds of such Financing
engaged in corrupt, fraudulent, collusive, coercive or obstructive practices
during the procurement or the implementation of the contract in question,
without the Borrower having taken timely and appropriate action satisfactory
to the Bank to address such practices when they occur, including by failing
to inform the Bank in a timely manner at the time they knew of the practices;
(d) will sanction a firm or individual, at any time, in accordance with the prevailing
Bank’s sanctions procedures17, including by publicly declaring such firm or individual
ineligible either indefinitely or for a stated period of time, (i) to be awarded a Bank-
financed contracts, and (ii) to be a nominated 18 sub-contractor, consultant, supplier, or
service provider of an otherwise eligible firm being awarded a Bank-financed contract;
and
(e) will require that a clause be included in bidding documents and in contracts
financed by the Bank, requiring bidders, suppliers and contractors, and their sub-
contractors, agents, personnel, consultants, service providers, or suppliers, to permit
the Bank to inspect all accounts and records and other documents relating to the
submission of bids and contract performance and to have them audited by auditors
appointed by the Bank.
4. Eligibility
14
For the purpose of this sub-paragraph, “party” refers to a public official; the terms “benefit” and
“obligation” relate to the procurement process or contract execution; and the “act or omission” is intended to
influence the procurement process or contract execution.
15
For the purpose of this sub-paragraph, “parties” refers to participants in the procurement process (including
public officials) attempting either themselves, or through another person or entity not participating in the
procurement or selection process, to simulate competition or to establish bid prices at artificial, non-
competitive levels, or are privy to each other’s bid prices or other conditions.
16
For the purpose of this sub-paragraph, “party” refers to a participant in the procurement process or contract
execution.
17
A firm or an individual may be declared ineligible to be awarded a Bank financed contract: (i) upon
completion of the Bank’s sanctions proceedings as per its sanctions procedures, including, inter alia, cross-
debarment as agreed with other International Financial Institutions, including Multilateral Development
Banks, or otherwise decided by the Bank; and through the application of the Proposal for the Implementation of
a Sanctions Process within the African Development Bank Group; and (ii) as a result of temporary suspension
or early temporary suspension in connection with an on-going sanction proceeding. See footnote 18 and
paragraph 9 of Appendix 1 of the Rules and Procedures for Procurement of Goods and Works.
18
A nominated sub-contractor, consultant, manufacturer or supplier, or service provider (different names are
used depending on the particular bidding documents) is one which has either been: (i) included by the bidder in
its pre-qualification application or bid because it brings specific and critical experience and know-how that
allow the bidder to meet the qualification requirement for the particular bid; or (ii) appointed by the
Borrower.”
4.1 The Supplier and its Subcontractors shall have the nationality of an Eligible Country, as
defined by the Bank’s Rules and Procedures for Procurement of Goods and Works,
and as listed in Section V, Eligible Countries. A Supplier or Subcontractor shall be
deemed to have the nationality of a country if it is a citizen or constituted, incorporated,
or registered, and operates in conformity with the provisions of the laws of that country.
4.2 All Goods and Related Services to be supplied under the Contract and financed by the
Bank shall have their origin in Eligible Countries. For the purpose of this Clause, origin
means the country where the Goods have been grown, mined, cultivated, produced,
manufactured, or processed; or through manufacture, processing, or assembly, another
commercially recognized article results that differs substantially in its basic
characteristics from its components. Eligibility is defined in the Bank’s Rules and
Procedures for Procurement of Goods and Works.
5. Notices
5.1 Any notice given by one Party to the other pursuant to the Contract shall be in writing
to the address specified in the PC. The term “in writing” means communicated in
written form with proof of receipt.
5.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is
later.
6. Settlement of Disputes
6.1 The Purchaser and the Supplier shall make every effort to resolve amicably by direct
informal negotiation any dispute arising between them under or in connection with the
Contract.
6.2 If, after twenty-eight (28) days from the commencement of such consultation, the
Parties have failed to resolve their dispute by such mutual consultation, then either
Party may give notice to the other Party of its intention to commence arbitration, as
hereinafter provided, as to the matter in dispute, and no arbitration in respect of this
matter may be commenced unless such notice is given. Any dispute in respect of which
a notice of intention to commence arbitration has been given in accordance with this
Clause shall be finally settled by arbitration. Arbitration proceedings shall be conducted
in accordance with the rules of procedure specified in the PC.
6.3 Notwithstanding any reference to arbitration herein,
(a) the Parties shall continue to perform their respective obligations under
the Contract unless they otherwise agree; and
(b) the Purchaser shall pay the Supplier any monies due the Supplier.
7. Scope of Supply
7.1 The Goods and Related Services to be supplied shall be as specified in Section VI,
Requirements.
8. Delivery
8.1 Subject to GC Clause 27.1, the Delivery of the Goods and Completion of the Related
Services shall be in accordance with the Delivery and Completion Schedule specified in
Section VI, Requirements. The shipping and other documents to be furnished by the
Supplier are specified in the PC. The documents specified therein shall be received by
the Purchaser before arrival of the Goods and, if not received, the Supplier shall be
responsible for any consequent expenses.
9. Supplier’s Responsibilities
9.1 The Supplier shall supply all the Goods and Related Services included in the Scope of
Supply in accordance with GC Clause 7, and the Delivery and Completion Schedule, as
per GC Clause 8.
10. Contract Price

10.1 Unless otherwise prescribed in the PC, the Contract price shall be fixed throughout the
duration of Contract performance.
11. Terms of Payment

11.1 The Contract Price shall be paid as specified in the PC.
11.2 The Supplier’s request for payment shall be made to the Purchaser in writing,
accompanied by invoices describing, as appropriate, the Goods delivered and Related
Services performed, and by the documents submitted pursuant to GC Clause 8 and
upon fulfilment of all other obligations stipulated in the Contract.
11.3 Payments shall be made promptly by the Purchaser, no later than sixty (60) days after
submission of an invoice or request for payment by the Supplier, and after the
Purchaser has accepted it.
11.4 The currencies in which payments shall be made to the Supplier under this Contract
shall be those in which the Bid price is expressed.
11.5 In the event that the Purchaser fails to pay the Supplier any payment by its due date, or
within the period set forth in the PC, the Purchaser shall pay to the Supplier interest on
the amount of such delayed payment, at the rate shown in the PC, for the period of
delay, until payment has been made in full, whether before or after judgment, or
arbitration award.
12. Taxes and Duties

12.1 For Goods manufactured outside the Purchaser’s country the Supplier shall be entirely
responsible for all taxes, stamp duties, license fees, and other such levies imposed
outside the Purchaser’s country.
12.2 For Goods manufactured within the Purchaser’s country the Supplier shall be entirely
responsible for all taxes, duties, license fees, etc., incurred until delivery of the
contracted Goods to the Purchaser.
12.3 If any tax exemptions, reductions, allowances or privileges may be available to the
Supplier in the Purchaser’s Country, the Purchaser shall use its best efforts to enable
the Supplier to benefit from any such tax savings to the maximum allowable extent.
13. Performance Security

13.1 If so required in the PC, the Supplier shall, within twenty-eight (28) days of the
notification of contract award, provide a performance security for the performance of
the Contract in the amount specified in the PC.
13.2 If so required, pursuant to GC Clause 13.1, the performance security shall be

denominated in the currency of the Contract, or in a freely convertible currency
acceptable to the Purchaser, and shall be in one of the forms stipulated by the
Purchaser in the Section IX, Contract Forms, or in another form acceptable to the
Purchaser.
13.3 The proceeds of the performance security shall be payable to the Purchaser as
compensation for any loss resulting from the Supplier’s failure to complete its obligations
under the Contract.
13.4 The performance security shall be discharged by the Purchaser and returned to the
Supplier not later than twenty-eight (28) days following the date of completion of the
Supplier’s performance obligations under the Contract, including any warranty
obligations, unless specified otherwise in the PC.
14. Subcontracting
14.1 The Supplier shall notify the Purchaser in writing of all subcontracts awarded under
the Contract if not already specified in the bid. Such notification, in the original Bid or
later shall not relieve the Supplier from any of its obligations, duties, responsibilities, or
liability under the Contract.
14.2 Subcontracts shall comply with the provisions of GC Clauses 3 and 4.
15. Specifications and Standards

15.1 The Supplier shall ensure that the Goods and Related Services comply with technical
requirements, as specified in Section VI, Requirements.
15.2 The Supplier shall be entitled to disclaim responsibility for any design, data, drawing,
specification or other document, or any modification thereof provided or designed
by or on behalf of the Purchaser, by giving a notice of such disclaimer to the
Purchaser
Codes, Standards and Drawings
15.3 Wherever references are made in the Contract to codes and standards, in accordance
with which it shall be executed, the addition or the revised version of such codes
and standards shall be those specified in Section VI, Requirements. During
Contract execution, any changes in any such codes and standards shall be applied
only after approval by the Purchaser and shall be treated in accordance with GC
Clause 26.
16. Packing and Documents

16.1 The Supplier shall provide such packing of the Goods as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the
Contract. During transit, the packing shall be sufficient to withstand, without limitation,
rough handling and exposure to extreme temperatures, salt and precipitation, and open
storage. Packing case size and weights shall take into consideration, where appropriate,
the remoteness of the Goods’ final destination and the absence of heavy handling
facilities at all points in transit.
16.2 The packing, marking, and documentation within and outside the packages shall
comply strictly with such special requirements as shall be expressly provided for in the
Contract, including additional requirements, if any, specified in the PC, and in any other
instructions ordered by the Purchaser.
17. Insurance
17.1 Unless otherwise specified in the PC, the Goods supplied under the Contract shall be
fully insured, in a freely convertible currency from an eligible country, against loss or
damage incidental to manufacture or acquisition, transportation, storage, and delivery,
in accordance with the applicable Incoterms or in the manner specified in the PC.
18. Transportation
18.1 Unless otherwise specified in the PC, responsibility for arranging transportation of the
Goods shall be in accordance with the specified Incoterms.
19. Inspections and Tests

19.1 The Supplier shall at its own expense and at no cost to the Purchaser carry out all such
tests and/or inspections of the Goods and Related Services as are specified in the PC.
19.2 The inspections and tests may be conducted on the premises of the Supplier or its
Subcontractor, at point of delivery, and/or at the Goods’ final destination, or in another
place in the Purchaser’s country as specified in the PC. Subject to GC Clause 19.3, if
conducted on the premises of the Supplier or its Subcontractor, all reasonable facilities
and assistance, including access to drawings and production data, shall be furnished to
the inspectors at no charge to the Purchaser.
19.3 The Purchaser or its designated representative shall be entitled to attend the tests
and/or inspections referred to in GC Clause 19.2, provided that the Purchaser bear all
of its own costs and expenses incurred in connection with such attendance including,
but not limited to, all travelling and board and lodging expenses.
19.4 Whenever the Supplier is ready to carry out any such test and inspection, it shall give a
reasonable advance notice, including the place and time, to the Purchaser. The Supplier
shall obtain from any relevant third Party or manufacturer any necessary permission or
consent to enable the Purchaser or its designated representative to attend the test
and/or inspection.
19.5 The Purchaser may require the Supplier to carry out any test and/or inspection not
required by the Contract but deemed necessary to verify that the characteristics and
performance of the Goods comply with the technical specifications codes and standards
under the Contract, provided that the Supplier’s reasonable costs and expenses
incurred in the carrying out of such test and/or inspection shall be added to the
Contract Price. Further, if such test and/or inspection impede the progress of
manufacturing and/or the Supplier’s performance of its other obligations under the
Contract, due allowance will be made in respect of the Delivery Dates and Completion
Dates and the other obligations so affected.
19.6 The Supplier shall provide the Purchaser with a report of the results of any such test
and/or inspection.
19.7 The Purchaser may reject any Goods or any part thereof that fail to pass any test
and/or inspection or do not conform to the specifications. The Supplier shall either
rectify or replace such rejected Goods or parts thereof or make alterations necessary to
meet the specifications at no cost to the Purchaser, and shall repeat the test and/or
inspection, at no cost to the Purchaser, upon giving a notice pursuant to GC Clause 19.4.
19.8 The Supplier agrees that neither the execution of a test and/or inspection of the Goods
or any part thereof, nor the attendance by the Purchaser or its representative, nor the
issue of any report pursuant to GC Clause 19.6, shall release the Supplier from any
warranties or other obligations under the Contract.
20. Liquidated Damages

20.1 Except as provided under GC Clause 19, if the Supplier fails to deliver any or all of the
Goods, by the date(s) of delivery, or perform the Related Services within the period
specified in the Contract, the Purchaser may without prejudice to all its other remedies
under the Contract, deduct from the Contract Price, as liquidated damages, a sum
equivalent to the percentage specified in the PC of the Contract Price for each week or
part thereof of delay until actual delivery or performance, up to a maximum deduction
of the percentage specified in the PC. Once the maximum is reached, the Purchaser may
terminate the Contract pursuant to GC Clause 28.
21. Warranty
21.1 The Supplier warrants that all the Goods are new, unused, and of the most recent or
current models, and that they incorporate all recent improvements in design and
materials, unless provided otherwise in the Contract.
21.2 Subject to GC Clause 15.2, the Supplier further warrants that the Goods shall be free
from defects arising from any act or omission of the Supplier or arising from design,
materials, and workmanship, under normal use in the conditions prevailing in the
country of final destination.
21.3 Unless otherwise specified in the PC, the warranty shall remain valid for twelve (12)
months after the Goods, or any portion thereof as the case may be, have been delivered
to and accepted at the final destination indicated in the PC, or for eighteen (18) months
after the date of shipment, from the port, or place of loading in the country of origin,
whichever period concludes earlier.
21.4 The Purchaser shall give notice to the Supplier stating the nature of any such defects
together with all available evidence thereof, promptly following the discovery thereof.
The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such
defects.
21.5 Upon receipt of such notice, the Supplier shall, within the period specified in the PC,
expeditiously repair or replace the defective Goods or parts thereof, at no cost to the
Purchaser.
21.6 If having been notified, the Supplier fails to remedy the defect within the period
specified in the PC, the Purchaser may proceed to take within a reasonable period such
remedial action as may be necessary, at the Supplier’s risk and expense and without
prejudice to any other rights which the Purchaser may have against the Supplier under
the Contract.
22. Patent Indemnity

22.1 The Supplier shall, subject to the Purchaser’s compliance with GC Clause 22.2, indemnify
and hold harmless the Purchaser and its employees and officers from and against any and
all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and
expenses of any nature, including attorney’s fees and expenses, which the Purchaser may
suffer as a result of any infringement or alleged infringement of any patent, utility model,
registered design, trademark, copyright, or other intellectual property right registered or
otherwise existing at the date of the Contract by reason of:
(a) the installation of the Goods by the Supplier or the use of the Goods in the
country where the Site is located; and
(b) the sale in any country of the products produced by the Goods.
Such indemnity shall not cover any use of the Goods or any part thereof other
than for the purpose indicated by or to be reasonably inferred from the Contract,
neither any infringement resulting from the use of the Goods or any part thereof, or any
products produced thereby in association or combination with any other equipment,
plant, or materials not supplied by the Supplier, pursuant to the Contract.
22.2 If any proceedings are brought or any claim is made against the Purchaser arising out
of the matters referred to in GC Clause 22.1, the Purchaser shall promptly give the
Supplier a notice thereof, and the Supplier may at its own expense and in the
Purchaser’s name conduct such proceedings or claim and any negotiations for the
settlement of any such proceedings or claim.
22.3 If the Supplier fails to notify the Purchaser within twenty-eight (28) days after receipt
of such notice that it intends to conduct any such proceedings or claim, then the
Purchaser shall be free to conduct the same on its own behalf.
22.4 The Purchaser shall, at the Supplier’s request, afford all available assistance to the
Supplier in conducting such proceedings or claim, and shall be reimbursed by the
Supplier for all reasonable expenses incurred in so doing.
22.5 The Purchaser shall indemnify and hold harmless the Supplier and its employees,
officers, and Subcontractors from and against any and all suits, actions or
administrative proceedings, claims, demands, losses, damages, costs, and expenses of
any nature, including attorney’s fees and expenses, which the Supplier may suffer as a
result of any infringement or alleged infringement of any patent, utility model,
registered design, trademark, copyright, or other intellectual property right registered
or otherwise existing at the date of the Contract arising out of or in connection with any
design, data, drawing, specification, or other documents or materials provided or
designed by or on behalf of the Purchaser.
23. Limitation of Liability

23.1 Except in cases of gross negligence or wilful misconduct:
(a) the Supplier shall not be liable to the Purchaser, whether in contract, tort,
or otherwise, for any indirect or consequential loss or damage, loss of use,
loss of production, or loss of profits or interest costs, provided that this
exclusion shall not apply to any obligation of the Supplier to pay
liquidated damages to the Purchaser; and
(b) the aggregate liability of the Supplier to the Purchaser, whether under the
Contract, in tort, or otherwise, shall not exceed the Contract Price,
provided that this limitation shall not apply to the cost of repairing or
replacing defective equipment, or to any obligation of the Supplier to
indemnify the Purchaser with respect to patent infringement.
24. Change in Laws and Regulations

24.1 If, within less than twenty-eight (28) days prior to the date of Bid Submission, any law,
regulation, ordinance, order or bylaw having the force of law is enacted, promulgated,
abrogated, or changed in the place of the Purchaser’s country where the Site is located
(which shall be deemed to include any change in interpretation or application by the
competent authorities) that subsequently affects the Delivery Date and/or the Contract
Price, then such Delivery Date and/or Contract Price shall be correspondingly
increased or decreased, to the extent that the Supplier has thereby been affected in the
performance of any of its obligations under the Contract. Notwithstanding the
foregoing, such additional or reduced cost shall not be separately paid or credited if the
same has already been accounted for in the price adjustment provisions where
applicable, in accordance with GC Clause 10.
25. Force Majeure

25.1 The Supplier shall not be liable for forfeiture of its performance security, liquidated
damages, or termination for default if and to the extent that its delay in performance or
other failure to perform its obligations under the Contract is the result of an event of
Force Majeure.
25.2 For purposes of this Clause, “Force Majeure” means an event or situation beyond the
control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due
to negligence or lack of care on the part of the Supplier. Such events may include, but
not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions,
fires, floods, epidemics, quarantine restrictions, and freight embargoes.
25.3 If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in
writing of such condition and the cause thereof. Unless otherwise directed by the
Purchaser in writing, the Supplier shall continue to perform its obligations under the
Contract as far as is reasonably practical, and shall seek all reasonable alternative
means for performance not prevented by the Force Majeure event.
26 Change Orders and Contract Amendments

26.1 The Purchaser may at any time order the Supplier through notice in accordance GC
Clause 5, to make changes within the general scope of the Contract in any one or more
of the following:
(a) drawings, designs, or specifications, where Goods to be furnished under

the Contract are to be specifically manufactured for the Purchaser;
(b) the method of shipment or packing;
(c) the place of delivery; and
(d) the Related Services to be provided by the Supplier.
26.2 If any such change causes an increase or decrease in the cost of, or the time required
for, the Supplier’s performance of any provisions under the Contract, an equitable
adjustment shall be made in the Contract Price or in the Delivery/Completion Schedule,
or both, and the Contract shall accordingly be amended. Any claims by the Supplier for
adjustment under this Clause must be asserted within twenty-eight (28) days from the
date of the Supplier’s receipt of the Purchaser’s change order.
26.3 Prices to be charged by the Supplier for any Related Services that might be needed but
which were not included in the Contract shall be agreed upon in advance by the Parties
and shall not exceed the prevailing rates charged to other Parties by the Supplier for
similar services.
26.4 Subject to the above, no variation in, or modification of, the terms of the Contract shall
be made except by written agreement signed by the Parties.
27 Extensions of Time
27.1 If at any time during performance of the Contract, the Supplier or its subcontractors
should encounter conditions impeding timely delivery of the Goods or completion of
Related Services pursuant to GC Clause 8, the Supplier shall promptly notify the
Purchaser in writing of the delay, its likely duration, and its cause. As soon as
practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the
situation and may at its discretion extend the Supplier’s time for performance, in which
case the extension shall be ratified by the Parties by amendment of the Contract.
27.2 Except in case of Force Majeure, as provided under GC Clause 25, a delay by the
Supplier in the performance of its Delivery and Completion obligations shall render the
Supplier liable to the imposition of liquidated damages pursuant to GC Clause 20,
unless an extension of time is agreed upon, pursuant to GC Clause 27.1.
28. Termination
Termination for Default
28.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by
written notice of default sent to the Supplier, may terminate the Contract in
whole or in part:
(i) if the Supplier fails to deliver any or all of the Goods within
the period specified in the Contract, or within any extension
thereof granted by the Purchaser pursuant to GC Clause 27;
(ii) if the Supplier fails to perform any other obligation under the
Contract; or
(iii) if the Supplier, in the judgment of the Purchaser, has engaged in

fraud and corruption, as defined in GC Clause 3, in competing for,
or in executing the Contract.
28.2 In the event the Purchaser terminates the Contract in whole or in part, pursuant to GC
Clause 28.1, the Purchaser may procure, upon such terms and in such manner as
it deems appropriate, Goods or Related Services similar to those undelivered or
not performed, and the Supplier shall be liable to the Purchaser for any
additional costs for such similar Goods or Related Services. However, the
Supplier shall continue performance of the Contract to the extent not terminated.
Termination for Insolvency

28.3 The Purchaser may at any time terminate the Contract by giving notice to the Supplier
if the Supplier becomes bankrupt or otherwise insolvent. In such event, termination
will be without compensation to the Supplier, provided that such termination will not
prejudice or affect any right of action or remedy that has accrued or will accrue
thereafter to the Purchaser.
Termination for Convenience

28.4 (a) The Purchaser, by notice sent to the Supplier, may terminate the Contract,
in whole or in part, at any time for its convenience. The notice of
termination shall specify that termination is for the Purchaser’s
convenience, the extent to which performance of the Supplier under the
Contract is terminated, and the date upon which such termination
becomes effective.
28.5 (b) The Goods that are complete and ready for shipment within twenty-eight
(28) days after the Supplier’s receipt of notice of termination shall be
accepted by the Purchaser at the Contract terms and prices. For the
remaining Goods, the Purchaser may elect:
(i) to have any portion completed and delivered at the Contract

terms and prices; and/or
(ii) to cancel the remainder and pay to the Supplier an agreed amount
for partially completed Goods and Related Services and for
materials and parts previously procured by the Supplier.
29. Export Restrictions

29.1 Notwithstanding any obligation under the Contract to complete all export formalities,
any export restrictions attributable to the Purchaser, to the country of the Purchaser, or
to the use of the goods or services to be supplied, which arise from trade regulations
from a country supplying those goods, or services, and which substantially impede the
Supplier from meeting its obligations under the Contract, shall release the Supplier
from the obligation to provide deliveries or services, always provided, however, that
the Supplier can demonstrate to the satisfactions of the Purchaser and of the Bank that
it has completed all formalities in a timely manner, including applying for permits,
authorizations, and licenses necessary for the delivery of the goods or services under
the terms of the Contract.
Section VIII. Particular Conditions
GC 1.1.2.2 The Purchaser is:
Tanzania Agricultural Development Bank Limited (TADB),

Acacia Estates,
Plot No. 84, Kinondoni Road,
P. O Box 63372,
14109 – Dar es Salaam, Tanzania,
Email: info@tadb.co.tz
GC 1.1.2.5 The Bank is: African Development Bank Group
The Borrower is: Tanzania Agricultural Development Bank Limited (TADB),

GC 1.1.2.6
GC 1.1.6.1 The Purchaser’s Country is: Tanzania
GC 1.1.6.5 The Project Site is: Tanzania Agricultural Development Bank, along 84
Kinondoni Road, 3rd Floor Acacia Estates
GC 1.2.3 (b) The version of Incoterms shall be: 2010
GC 1.3 .1(a) The Electronic Transmission System is: Not Applicable
The Purchaser’s address for the purpose of communications is:

GC 1.3.1(b)
Managing Director,
Tanzania Agricultural Development Bank Limited (TADB),
Acacia Estates,
Plot No. 84, Kinondoni Road,
P. O Box 63372,
14109 – Dar es Salaam, Tanzania,
Email: info@tadb.co.tz
The Supplier’s address for the purpose of communications is: Shall be mentioned
later
GC 1.4.1 The governing law is that of: English.
The ruling language is: English.
The language for communications is: English
GC 1.6.1 Deadline for entering into a Contract, after Supplier receives Letter of Acceptance:
Shall be the date of contract signature by both parties
GC 1.11.2(a) Permits and Permissions to be obtained by the Purchaser: Not applicable
GC 1.11.2(b) Notices, Taxes, Duties, Permits, Licenses, and Approvals to be obtained by the
Supplier as indicated under GC. 1.11.2(b) of this tender document
GC 1.12.1 The individuals or firms in a joint venture, consortium or association jointly and
severally liable. Shall be applicable
GC 5.1 For notices, the Purchaser’s address shall be:

Attention: Managing Director,
Tanzania Agricultural Development Bank,
Street Address: 84 Kinondoni Road, 3rd Floor Acacia Estates
Floor/Room number: 3rd Floor
City:Dar es salaam
ZIP Code: [insert postal (ZIP) code, if applicable]
Country: Tanzania
Facsimile number: [insert fax number, with country and city codes]
Electronic mail address: info@tadb.co.tz
The Supplier’s address for the purpose of notices shall be known later after award
of contract.
GC 6.2 The rules of procedure for arbitration shall be as follows in according to the rules
and procedures laid down by the Tanzania Institute of Arbitration (TIA)
GC 8.1 The shipping and other documents to be furnished by the Supplier are: Not
applicable
GC 10.1 Price adjustments shall not apply.
GC 11.1 The Terms of Payment shall be: The payment shall be 100% after delivery,
installation and testing upon satisfied operating performance
GC 11.5 The Payment-Delay Period after which the Purchaser shall pay interest to the
Supplier is 60 days.
The Interest Rate that shall be applied is: 0.01 %.
GC 13.1 A Performance Security shall” be required: 10% of the contract sum inform of
bank guarantee confirmed by a reputable local bank or the case of tender
should be bonded by a foreign bank.
GC 13.2 If so required, the Performance Security shall be denominated in: The Contract
Currency”.
GC 13.4 Discharge of Performance Security shall take place not later than 28 days”
following the completion of the Supplier’s performance obligations.
GC 16.2 The Packing, Marking and Documentation within and outside the packages shall be:
Applicable
GC 17.1 The Insurance Coverage shall be” in accordance with the specified Incoterms.
GC 18.1 Responsibility for Arranging Transportation of the Goods shall be born by the
supplier be as specified in the Incoterms.
If not in accordance with the specified Incoterms, Responsibility for Transportation
shall be as follows: the supplier liability
GC 19.1 The Inspections and Tests required to be carried out shall be: before handled to
the client upon satisfaction that the system is properly hudred percent
working.
GC 19.2 The Inspections and Tests shall be conducted at: Purchases premises.
GC 20.1 The Liquidated Damages shall be: 0.1% of the contract price per day.
The Maximum Percentage of Liquidated Damages shall be: 10 %
GC 21.3 The Period of Validity of the Warranty shall be: Support and maintenance 36
months on site support
For the purposes of the Warranty, the Place(s) of Final Destination(s) shall be:
Tanzania Agricultural Development Bank Limited (TADB)
Acacia Estates,
Plot No. 84, Kinondoni Road
GC 21.5 The Period within which the Supplier shall Repair or Replace defective goods shall
be: within 28 days.
GC 21.6 The Deadline after which the Purchaser may take remedial action if the Supplier
fails to remedy the notified defects shall be: Fourteen (14) days after falure to
remedy the loss or difect
Price Adjustment Formula (Sample)
Where, pursuant to ITB 14.7 and GC 10.1, Prices shall be adjustable during the performance of the
Contract, the following method shall be used to calculate the price adjustment:
Prices payable to the Supplier, as provided for at ITB 14.7 and GC 10.1, shall be subject to
adjustment during performance of the Contract, to reflect changes in the cost of labour and
material components in accordance with the formula:
P1 = P0 (a + bL1 + cM1) - P0
L0 M0
a+b+c = 1
in which:
P1 = adjustment amount payable to the Supplier.

P0 = Contract Price (base price).
a = fixed element representing profits and overheads included in the Contract Price and
generally in the range of five (5) to fifteen (15) percent.
b = estimated percentage of labour component in the Contract Price.
c = estimated percentage of material component in the Contract Price.
L 0, L 1 = labour indices applicable to the appropriate industry in the country of origin on the
base date and date for adjustment, respectively.
M0, M1 = material indices for the major raw material on the base date and date for
adjustment, respectively, in the country of origin.
The coefficients a, b, and c as specified by the Purchaser are as follows:
a = [insert value of coefficient]

b= [insert value of coefficient]
c= [insert value of coefficient]
The Bidder shall indicate the source of the indices and the base date indices in its bid.
Base date = twenty-eight (28) days prior to the deadline for submission of the bids.
Date of adjustment = [insert number of weeks] weeks prior to date of shipment (representing the
mid-point of the period of manufacture).
The above price adjustment formula shall be invoked by either party subject to the following
further conditions:
(a) No price adjustment shall be allowed beyond the original delivery dates unless specifically
stated in the extension letter. As a rule, no price adjustment shall be allowed for periods of
delay for which the Supplier is entirely responsible. The Purchaser will, however, be entitled
to any decrease in the prices of the Goods and Related Services subject to adjustment.
(b) If the currency in which the Contract Price P0 is expressed is different from the currency of
origin of the labour and material indices, a correction factor will be applied to avoid
incorrect adjustments of the Contract Price. The correction factor shall correspond to the
ratio of exchange rates between the two currencies on the base date and the date for
adjustment as efined above.
(c) No price adjustment shall be payable on the portion of the Contract Price paid to the
Supplier as advance payment.
Section IX. Contract Forms 3-269
Section IX. Contract Forms

Introduction
This Section contains Contract Forms which, once completed, will constitute part of the Contract. The
forms for Contract Agreement, Performance Security and Advance Payment Security, when required,
shall only be completed by the successful Bidder, after contract award.
Table of Forms
Letter of Acceptance 271
Contract Agreement 272
Performance Security 274
Advance Payment Security 275

Letter of Acceptance
[on letterhead paper of the Purchaser]
. . . . . . . [date]. . . . . . .
To: [name and address of the Supplier] . . . . . . . . . .
Subject: [Notification of Award Contract No]. . . . . . . . . . .
This is to notify you that your Bid dated . . . . [Insert date]. . . . for execution of the . . . . . . . . . .[insert
name of the contract and identification number] . . . . . . . . . . for the amount of . . . . . . . . [insert
amount (s) in figures and words and name(s) of currency(ies)], as corrected and modified in
accordance with the Instructions to Bidders is hereby accepted by us.
You are requested to furnish the Performance Security in the amount of [insert amount (s) in figures
and words and name(s) of currency(ies)]within 28 days in accordance with the Conditions of Contract,
using for that purpose the Performance Security Form included in Section IX, Contract Forms of
the Bidding Document.
Authorized Signature: .....................................................................................................................................................................................

Name and Title of Signatory: ........................................................................................................................................................................
Name of Agency: ................................................................................................................................................................................................
Attachment: Contract Agreement
Contract Agreement
THIS CONTRACT AGREEMENT is made on the [ insert: number] day of [ insert: month], [ insert: year].
BETWEEN
(1) [insert complete name of the Purchaser ], a [insert description of type of legal entity, for
example, an agency of the Ministry of ....] of the Government of {insert name of Country of the
Purchaser }, or corporation incorporated under the laws of { insert name of Country of the
Purchaser } and having its principal place of business at [ insert address of the Purchaser ]
(hereinafter called “the Purchaser”),
and
(2) [insert name of the Supplier], a corporation incorporated under the laws of [insert: country of
Supplier] and having its principal place of business at [insert: address of Supplier] (hereinafter
called “the Supplier”).
WHEREAS the Purchaser invited bids for Goods and Related Services, described as [insert brief description
of the Goods and Related Services] and has accepted a Bid by the Supplier for the supply of these Goods and
Related Services, and the Purchaser agrees to pay the Supplier the Contract Price or such other sum as
may become payable under the provisions of the Contract at the times and in the manner prescribed by
the Contract.
The Purchaser and the Supplier agree as follows:
1. In this Agreement words and expressions shall have the same meanings as are respectively
assigned to them in the Contract documents referred to.
2. The following documents shall be deemed to form and be read and construed as part of this
Agreement. This Agreement shall prevail over all other Contract documents.
(a) the Letter of Acceptance

(b) the Bid
(c) the Addenda Nos. . . . . . [insert addenda numbers if any]. . . . .
(d) the Particular Conditions
(e) the General Conditions
(f) the Specification
(g) the Drawings; and
(h) the completed Schedules,
3. In consideration of the payments to be made by the Purchaser to the Supplier as indicated in

this Agreement, the Contractor hereby covenants with the Purchaser to execute the Goods and
Related Services and to remedy defects therein in conformity in all respects with the provisions
of the Contract.
4. The Purchaser hereby covenants to pay the Supplier in consideration of the supply of the Goods
and Related Services and the remedying of defects therein, the Contract Price or such other sum as
may become payable under the provisions of the Contract at the times and in the manner prescribed
by the Contract.
Agreement to be executed in accordance with the laws of . . . . . [insert name of the borrowing country] . . .
. . on the day, month and year indicated above.
Signed by: Signed by:

For and on behalf of the Purchaser for and on behalf the Supplier
In the presence of: in the presence of:
Witness, Name, Signature, Address, Date
Witness, Name, Signature, Address, Date

Performance Security
[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the
instructions indicated]
Date: [insert date (e.g., day, month, and year)]

Bidding Process Reference: [insert no. and title of bidding process]
Bank’s Branch or Office: [insert complete name of Guarantor]
Beneficiary: [insert complete name of Purchaser ]
PERFORMANCE GUARANTEE No.: [insert Performance Guarantee number]
We have been informed that [insert complete name of the Contractor] (hereinafter called "the
Contractor") has entered into Contract No. [insert number] dated [insert day and month], [insert year]
with you, for the supply of [description of Goods and related Services] and the remedying of any defects
therein (hereinafter called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, a Performance Guarantee
is required.
At the request of the Purchaser, we hereby irrevocably undertake to pay you any sum(s) not exceeding
[insert amount(s19) in figures and words] such sum being payable in the types and proportions of
currencies in which the Contract Price is payable, upon receipt by us of your first demand in writing
declaring the Contractor to be in default under the Contract, without cavil or argument, or your needing
to prove or to show grounds or reasons for your demand or the sum specified therein.
This Guarantee shall expire no later than the [insert number] day of [insert month] [insert year],20 and
any demand for payment under it must be received by us at this office on or before that date. This
guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 758, except that the
supporting statement under 15 (a) is hereby excluded.
[signatures of authorized representatives of the bank]
in Bank Group Operations”

Advance Payment Security
[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the instructions
indicated.]
Date: [insert date (e.g., day, month, and year) of Bid Submission]
Bidding Process Reference: [insert number and title of bidding process]
[bank’s letterhead]
Beneficiary: [insert legal name and address of Purchaser ]
ADVANCE PAYMENT GUARANTEE No.: [insert Advance Payment Guarantee no.]
We have been informed that . . . . . [insert name of the Supplier]. . . . . (hereinafter called “the Supplier”)
has entered into Contract No. . . . . . [insert reference number of the Contract]. . . . . dated . . . . . . . .with
you, for the supply of Goods and Related Services [insert name of contract and brief description of Goods
and Related Services] (hereinafter called “the Contract”).
Furthermore, we understand that, according to the Conditions of the Contract, an advance payment in the
sum . …. [insert currency and amount in figures]21(… . [insert currency and amount in words]. . ) is to
be made against an advance payment guarantee.
At the request of the Purchaser, we . . . . . [insert name of the Bank] hereby irrevocably undertake to pay
you any sum or sums not exceeding in total an amount of . . . . . [insert currency and amount in figures]
(. . . . . [insert currency and amount in words]. . . . . ) upon receipt by us of your first demand in writing
accompanied by a written statement stating that the Supplier is in breach of its obligation under the
Contract because the Supplier used the advance payment for purposes other than performing his
obligations under the Contract.
It is a condition for any claim and payment under this guarantee to be made that the advance payment
referred to above must have been received by the Supplier on its account number . . . . . [insert Supplier’s
account number] at . . . . . [insert name and address of the Bank]. . . .
This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC
Publication No. 758 , except that the supporting statement under Article 15 (a) is hereby excluded.
. . . . . . . . . . . . . . [Seal of Bank and Signature(s)]. . . . . . . . . . . . ..
Note –
All italicized text (including footnotes) is for guidance on how to prepare this demand guarantee and shall
be deleted from the final document.
21
The Guarantor shall insert an amount representing the amount of the advance payment denominated
either in the currency(ies) of the advance payment as specified in the Contract, or in a freely
convertible currency acceptable to the Purchaser.

Bidding Document For Core Bank System For Tadb 2018

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Bidding Document For Core Bank System For Tadb 2018

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THE UNITED REPUBLIC OF TANZANIA

TANZANIA AGRICULTURAL DEVELOPMENT BANK LIMITED (TADB)

Issued on: January, 2018

ICB No: PA/135/2017/HQ/G/06

Employer: Tanzania Agricultural Development Bank

Procurement & Fiduciary Services Department (ORPF)

Procurement & Fiduciary Services Department (ORPF)

A brief description of the parts, sections, and contents is given below.

Section I: Instructions to Bidders (ITB)

This Section includes information regarding eligible countries.

Section VI. Requirements

PART 3 – CONDITIONS OF CONTRACT AND CONTRACT FORMS

Section VII. General Conditions (GC)

INTERNATIONAL COMPETITIVE BIDDING

Date: 31st January, 2018

SUPPLY AND INSTALLATION OF IT SOFTWARE (CORE BANKING SYSTEM, TREASUSRY AND

SUPPLY AND INSTALLATION OF CORE BANK SYSTEM

ACTING MANAGING DIRECTOR

PART 1 – Bidding Procedures .........................................................................................................................................

Section I. Instructions to Bidders .....................................................................................................................................................3

PART 2 – Purchaser’s Requirements ....................................................................................................................... 67

Section VI. Requirements .................................................................................................................................................................. 69

PART 3 –Conditions of Contract and Contract Forms .................................................................................... 241

Section VII. General Conditions ................................................................................................................................................... 242

Section I. Instructions to Bidders

B. Contents of Bidding Document 1-10

C. Preparation of Bids 1-12

D. Submission and Opening of Bids 1-19

E. Examination of Bids 1-22

F. Bid Evaluation and Comparison 1-24

G. Award of Contract 1-25

1.2 Unless otherwise stated, throughout this Bidding Document definitions

(v.1) deliberately destroying, falsifying, altering, or concealing

(v.2) acts intended to materially impede the exercise of the

a) unless otherwise specified in the BDS, all partners shall be jointly

b) the JVCA shall nominate a Representative who shall have the

(a) they have controlling partners in common; or

(d) they have a relationship with each other, directly or through

(f) a Bidder participated as a consultant in the preparation of Section

(g)a Bidder or any of its affiliates has been hired, or is proposed to be

4.4 A Bidder that is under a declaration of ineligibility by the Bank in

4.5 Government-owned entities in the Borrower’s country shall be eligible

4.6 Bidders shall not be under execution of a Bid–Securing Declaration in the

4.7 Bidders shall provide such evidence of their continued eligibility

4.8 Firms from an eligible country shall be excluded if:

(b) by an act of compliance with a decision of the United Nations

4.9 In case a prequalification process has been conducted prior to the

B. Contents of Bidding Document

PART 1 Bidding Procedures

7.4 The Bidder’s designated representative is invited to attend a pre-bid

7.5 The Bidder is requested, as far as possible, to submit any questions in

7.7 Non-attendance at the pre-bid meeting will not be a cause for

8.3 To give prospective Bidders reasonable time in which to take an

11. Documents 11.1 The Bid shall comprise the following:

(b) Completed Schedules as provided in Section IV, Bidding Forms;

(c) Bid Security or Bid-Securing Declaration, in accordance with ITB

(d) at the Bidder’s option, alternative proposals, if permissible, in

(e) written confirmation authorizing the signatory of the Bid to

(f) documentary evidence establishing the eligibility of the Goods

(g) documentary evidence establishing the Bidder’s qualifications in

(h) documentary evidence as specified in the BDS, establishing the

(i) in the case of a bid submitted by a JVCA, JVCA agreement, or letter

(j) any other document required in the BDS.