Call For Expression; Off-Site Storage of Accounting Software Data Tender at Greater Virunga Transboundary Collaboration (GVTC)

1. BACKGROUND

The Greater Virunga Transboundary Collaboration (GVTC) is an intergovernmental organization established through the GVTC treaty signed in 2015 between DRC, Rwanda and Uganda. GVTC is Transboundary Collaboration Framework for programs and activities on wildlife conservation and tourism development within the Greater Virunga Landscape, which covers the Central Albertine Rift (CAR) and shared by the three countries of Democratic Republic of Congo, Rwanda and Uganda. The GVTC’s goal is the improving conservation of species, habitants, and ecological services contributing to increased socio-economic benefits to the people of the CAR, through effective transboundary collaboration. GVTC works with and through partners towards synergizing the conservation efforts across the three countries.The Greater Virunga Landscape comprises seven national parks and one wildlife reserve disseminated along the shared boundaries of the three countries. The Vision of the Greater Virunga Transboundary Collaboration is: “The Central Albertine Transfrontier Protect Area network together with surrounding landscape is conserved sustainability” while the goal is: “Sustainable conservation of the Central Albertine Rift for long term socio-economic development through strategic transboundary collaboration management,”

2. PURPOSE 

The purpose of this project is to appoint a service provider to provide Offsite Storage for accounting software data; for storing data backups or archives at a remote location, away from GVTC. With goal to ensure access to copies of critical data in the event of a disaster or disruption at the main site. by improved security, accessibility, cost savings, scalability and reliability. GVTC Accounting software is SunSystems Ver. 6.04.00.0323 028; the purpose of accounting software is to cover and maintain track of the internal and external financial expenditures. It is systematic calculation, verification, description, summation of financial data, and classification. Current capacity of data is 50GB

1.  Required Profile 

Vendor will be required to meet the following criteria:

1. Proof of registration with National Cyber Security Authority (NCSA). 
2. The vendor had undergone a Quality Assurance Review by National Cyber Security Authority (NCSA).
3. The Vendor and/or its partners and key staff are not aware of any conflict of interest which may exist with respect to GVTC.
4. Details of at least three (3) prior similar assignments, including the contact details of the references

b. Technical Proposal containing:

1. Contact information, including how long you have been in business, and the specific services you provide. Please provide a brief narrative description of the purpose, corporate status. Identify and briefly describe related work completed in the last three years. Describe only work related to the proposed effort and include any examples of similar work in governmental, non-profit regional, international or related organizations. Include evidence of satisfactory and timely completion of similar work performed for past projects.

1. Project Understanding and Proposed Scope of Work Prepare a brief introduction including a general demonstration of understanding of the scope and complexity of the required work. Provide a description of how the proposed services will be provided. Please include a description of each item identified in this call for expression.
2. Applicants must have the technological capabilities required to perform the proposed activities; applicants should describe their technological capabilities related to off-site storage, backup and data protection and recovery services. The methodology, work-plan and timelines for undertaking and completing the assignment, and the deliverables. Speed of data retrial, weekly back up sequenced, speed accessibility of data record identifier (barcode or barcode of box it is registered in) the record owner retention period allocated disposal schedule dates record/file was opened and closed links to other records location of records Security management One of the key criteria for an offsite store is security of the records. All records held offsite should be protected at all times. CCTV surveillance alarms, linked to security provider and/or police.

c. Financial Proposal indicating the proposed fees for a regular Vendor and any incidental expenses.

Storage fees including details resources of each and every GB storage and in details of every service per unit

d. Evaluation of Proposals

Submitted proposals will be evaluated by GVTC’s Tender Committee and will consider the following evaluation criteria:

1. Vendor is independent and without conflict of interest regarding any other work performed by the GVTC.
2. The Vendor adheres to the instructions in this call.
3. The Vendor’s qualifications, experience, size and location.
4. The Vendor’s experience and performance on comparable services
5. Adequacy of storage Approach, including the specific approach to the entity wide review of internal controls and the risk assessment model
6. Effective Cost

by 26/06/2026; Vendors, meeting the above criteria, are requested to submit their proposals electronically by Email: es@greatervirunga.org with a copy to rkabeya@greatervirunga.org or in a sealed envelope @ the Greater Virunga Transboundary Collaboration Kigali City - Gasabo District – Remera Sector- Gishushu KG 9 Av #1A RDB Building; P.O. Box 6626 Kigali-Rwanda Office phone: Mob. +250 788319555