Seeking Proposals from Experienced and Qualified Vendors for The Supply, Delivery, Installation, And Commissioning of An Offsite Record Management Solution and Document Management System Tender at Micro Finance Zambia Limited

REQUEST FOR PROPOSALS

Micro Finance Zambia Limited (MFZ) is seeking proposals from experienced and qualified vendors for the supply, delivery, installation, and commissioning of an Offsite Record Management Solution and Document Management System. The goal is to ensure that we integrate technological advancement in our daily operations and Ensuring business continuity throughout our organization.

Consolidated RFP Submission Requirements

1.General Company Information

Legal registration and valid operating license

Company profile and ownership details

Years in operation and relevant industry experience

Client base (especially within financial services or regulated sectors)

References from similar projects (minimum 2-3 corporate references)

Local presence and technical support coverage across Zambia

Contact person and official communication details

2.Technical Proposal Requirement

A. Offsite Records Management Solution

Secure, climate-controlled storage facilities with fire protection and restricted access

24/7 monitored and alarmed premises

Chain-of-Custody Tracking using barcoding and inventory management

Digital portal for record tracking and requests

Records Retrieval & Delivery Options: next-day, same-day, emergency, and scan-on-demand

Will-Call Pickup: on-site viewing in a secure dedicated room

Retention schedule management with automated destruction alerts

Certified destruction services (with Certificates of Destruction)

Compliance with privacy, data protection, and regulatory standards

Scalability and system integration capability for future upgrades

• Scalability and system integration capability for future upgrades

B. Document Management System (DMS)

• Core Capabilities:
  • Digital archiving and scanning of physical documents
  • Metadata tagging and OCR-based search
  • Role-based access, version control, expiry alerts, and retention policies
  • Upload and secure storage of digital documents from Flex cube, onboarding portals, and third-party apps
• Integration Requirements:
  • API connectivity with Flex cube and digital onboarding systems
  • Integration with workflow tools and HR/document processes
• Security and Compliance:
  • Encryption in transit and at rest
  • Role-based access with audit logging
  • Backup and disaster recovery
  • Adherence to BoZ and data protection laws
• Technical Features:
  • Modular, scalable architecture
  • Full-text search and document indexing
  • On-premise or cloud storage with automated backup
  • Web and mobile access (optional)
• Environmental Sustainability:
  • Supports paperless office initiative and digital workflows

3. Project Management & Implementation

• Detailed implementation plan, timelines, and milestones
• User training and knowledge transfer plan
• Post-deployment support and maintenance strategy
• Change management and escalation process
• Reporting and communication framework

4. Financial Proposal

• Itemized cost breakdown (installation, licensing, equipment, support, and maintenance)
• Recurring monthly or annual fees
• Optional services or modules with separate pricing (e.g., failover link, mobile OCR module)
• 5-year Total Cost of Ownership (TCO), showing fixed and variable costs
• Cost adjustment clauses for user or storage expansion
• Contract duration and renewal terms

Local support and infrastructure coverage

6. Service Levels, Support & Maintenance

• Support hours: 24x7 for Priority 1 incidents; business hours for lower priorities unless otherwise contracted.
• Incident response targets: P1 – response ≤ 1 hour, workaround ≤ 4 hours, resolution ≤ 24 hours; P2 – response ≤ 4 hours, resolution ≤ 2 business days; P3 – response ≤ 1 business day, resolution ≤ 5 business days.
• Service availability: 99.9% monthly for production services.
• Preventive maintenance, patching schedules, and security update policy disclosed before go-live.
• Escalation matrix with named contacts and on-call arrangements; quarterly service reviews with KPI reporting.

7. Submission Details

• Submission Format: Technical and Financial proposals (separate)
• Deadline: 26 December 2025, 3PM
• Submission Method: Email to: admin@mfz.co.zm
• Suppliers should engage with our social media platforms for more opportunities.
  Kindly indicate which RFP you are responding to in the subject of your email using the following codes:
• ORMS- Offsite Records Management Solution
• DMS- Document Management System
• Supporting documents to be attached (licenses, references, certifications, etc.)
• Engage with our social media platforms for more opportunities.