Request for proposals for Implementation of an Intranet-Based Electronic Content Management (ECM) and Signature System. Date Added: July 18, 2025 Deadline: 31/08/2025 Category: ICT and Software INTRODUCTION The AFRICAN REINSURANCE CORPORATION (Africa Re or the Corporation) is an international organisation with headquarters in Lagos, Nigeria, and with a dual commercial and developmental mandate focused on the African insurance sector. The mission of the Corporation is the mission to foster the development of the insurance and reinsurance industry in Africa; to promote the growth of national, regional and sub-regional underwriting and retention capacities and to support African economic development. Africa Re has six regional offices: Casablanca (Morocco), Abidjan (Côte dIvoire), Nairobi (Kenya), Lagos (Nigeria), Cairo (Egypt) and Ebène (Mauritius). In addition, Africa Re wholly owns four operating subsidiaries, namely: Africa Re South Africa Limited (Johannesburg, South Africa), Sherborne Number Ten Investment Limited (Johannesburg, South Africa), Africa Retakaful Company (Cairo, Egypt) and Africa Re Underwriting Agency Limited (Dubai International Financial Centre, United Arab Emirates). The Corporation is an admitted reinsurer in Brazil and has contact offices in Addis Ababa (Ethiopia) and Khartoum (Sudan) with an additional Underwriting Representative Office in Kampala (Uganda). Africa Re has a fully registered foundation (Africa Re Foundation) based in Ebène (Mauritius) that oversees all Corporate Social Responsibility initiatives. The Corporation, created by a multilateral agreement in 1976, is owned by 42 member states of the African Union (AU), the African Development Bank (AfDB), 113 African insurance and reinsurance companies and three leading global insurance and reinsurance groups. The financial strength and credit rating of the Corporation is A by A.M. Best and A- by Standard & Poors. 2. PROJECT OBJECTIVES The purpose of this tender is to solicit proposals from qualified service providers with expertise and experience in deploying robust electronic documents and records management systems with best-in-class technology features and a unique value proposition for overall operational efficiency and effectiveness. Africa Re seeks to automate its documents, records and business management processes. This will cover historical physical and electronic across all its business locations using market-leading electronic content management technologies, strategies, policies and standards under a privileged and secured access environment. The electronic documents are currently stored in different locations including network drives, business applications and other Microsoft tools such as One Drive, SharePoint and personal computers. The proposed solution is also expected to support out of the box integration with Microsoft Suite (Office 365), Oracle E-Business Suite, SIC Reinsurance Administration System and other business applications. An integration to SMS gateways will also be considered. The proposed solution should be mobile platform compatible with downloadable mobile applications on the IOS and Android stores. The objectives of this project are to: a. Assess the current state of document and records management practices as well as other related practices in the Corporation for an AS-IS evaluation and a TO-BE consideration. b. Develop a global document management and records management strategy including relevant policies, procedures and guidelines compliant with international standards to ensure the efficient and sustainable life cycle management of records in different formats both physical and electronic (digitised or born digital). c. Deploy, configure and customize an Electronic Content Management (ECM) with digital signature system that enables the life cycle management of records. This is expected to be deployed along with a Corporate intranet solution. d. Develop and implement a change management strategy including training for the quality and efficient adoption and use of the new ECM for operational efficiency and effectiveness. This will also include the development of user guides, implementation documentation and data dictionary for database and other integration services. 3. PROJECT SCOPE The service provider will implement an intranet-based ECM system for the Corporation in line with pre-agreed requirement specifications. It shall assess the current state of the documents, records and business process management practices and propose a system that will facilitate the quality and efficient management of documents, records and related artefacts as a corporate asset for improved operational efficiency and effectives. The scope of the project includes but not limited to the following: a. Situational Assessment: The review the current state of records management in Africa Re. The assessment of both the physical and electronic records (digitised and born digital), the IT infrastructure as well as applications. i. Review of existing documents and records management strategies, policies and procedures. ii. Review of document types and classification. iii. Review of approval workflows. iv. Review of existing documents, records and signature management tools and repositories. v. Review of state of available physical records or documents management and their adaptability to the proposed solution. vi. Review the digitization process of the available physical records to facilitate remote access and use. b. Guidance Documents: The development and implementation of strategies, policies and procedures in line with international standards and best practices for the management of the documents, records and business processes in the Corporation. This includes but is not limited to: i. Corporate Documents, Records and Business Process Strategy. ii. Record Retention and Disposal Policy. iii. File Plan and Classification Schemes. iv. Document Transfer or Migration Procedures and Guidelines. v. Record Circulation Procedures and Guidelines. c. Software Solution: The deployment, configuration and customisation of an intranet-based ECM with some key features, functionalities and responsibilities that include but not limited to: i. Managing all aspects of the software implementation, including but not limited to requirements gathering, assessing current state, configuration, test plans, test cases, use cases, quality assurance, unit tests, integration tests, stress tests (load test, endurance test and performance test) end user acceptance testing, planning go-live activities, end users on-boarding and post go-live support. ii. Documenting and Identifying the gaps between the AS IS and TO BE processes for the solution. iii. Developing an implementation roadmap for the proposed solution. iv. Configuring and customizing the proposed solution. v. Developing the architecture of the proposed documents, records and business process solution including the electronic signature feature. vi. Describing the proposed features and functionalities of the intranet-based ECM system. vii. Developing prototypes of the proposed solution for consideration and approval. viii. Integrating relevant third-party tools including single sign-on (Microsoft Active Directory), productivity tools and email system (Microsoft Outlook) as well as electronic and digital signature. ix. Developing, documenting and deploying relevant Application Programming Interfaces (APIs) for third party integration with Oracle E-Business Suite, SICS Reinsurance Administration System and other business software tools. x. Migrating existing data (including digitized physical records) to the proposed system. d. Other Activities: This covers the deployment of an effective change management strategy including but not limited to: i. Project Champions Training ii. End-User Training iii. System Administrator Training iv. User Documentations v. Technical Documentations including guides for Administrators, Application Programming Interfaces (APIs) and Data Dictionaries Tender Link : https://etenders.com.ng/african-reinsurance-corporation-request-for-proposal-for-implementation-of-an-intranet-based-electronic-content-management-ecm-and-signature-system/
