Terms of Reference (TOR) Procurement of Server for Core Banking System (CBS) Tender at INKUNGA FINANCE Plc

Organization: INKUNGA FINANCE Plc
Date: 06/11/2025

1. Background

INKUNGA FINANCE Plc is in the process of upgrading its Core Banking System (CBS) to improve operational efficiency, enhance service delivery, and strengthen data security and management across all branches. To ensure optimal performance and reliability of the CBS, the institution seeks to procure a high-performance, enterprise-grade server to host the system and its associated databases.

2. Objective

The objective of this procurement is to acquire a reliable and scalable server infrastructure that will serve as the primary host for the CBS and related applications, ensuring consistent uptime, data integrity, and system performance.

3. Scope of Work

The selected vendor will be responsible for:

• Supplying a new, genuine, and factory-sealed HPE ProLiant DL380 Gen10 Server.
• Delivering the server at Head Office location of Inkunga Finance Plc (Karongi, Rubengera).
• Performing basic testing and verification to ensure successful deployment.
• Server Configuration and Alma Linux OS installation
• Providing user manuals, warranty documentation, and technical support details.
• Conducting initial system health checks and providing handover documentation.

4. Technical Specifications

5. Deliverables

• One (1) fully functional HPE ProLiant DL380 Gen10 server installed and configured.
• System performance verification report.
• Warranty and support documentation.
• Training or basic orientation for IT staff.
• Delivery and installation completion report.

6. Vendor Qualifications

Vendors must:

• Demonstrate experience in supplying and configuring enterprise-grade servers.
• Provide at least two (2) references of similar work done in the financial or microfinance sector.
• Being Registered by RDB and VAT registered
• Not Blacklisted by RRA or RPPA

7. Evaluation Criteria

Proposals will be evaluated based on:

• Compliance with technical specifications.
• Price competitiveness.
• Delivery and installation timeline.
• Warranty and after-sales support.
• Experience and references.

8. Delivery Timeline

The delivery, installation, and configuration of the server should be completed within 7 calendar days from the date of contract signing.

9. Warranty and Support

• Minimum 1-year comprehensive warranty.
• On-site support for hardware failures.
• Option for extended warranty and maintenance support beyond initial period.

10. Reservation of Rights

INKUNGA FINANCE Plc reserves the right to accept or reject any or all proposals, in whole or in part, without assigning any reason thereof. The institution is not bound to select the lowest-priced bid and may cancel the procurement process at any stage without incurring any liability.

11. Confidentiality

The vendor shall maintain strict confidentiality regarding all data and information related to the CBS and the institution’s infrastructure.

12. Bid Submission Process

The Financial Offers and Technical Specifications shall be submitted in a single file via email: procurement@inkungafinance.com or at INKUNGA FINANCE Plc Head Office at Rubengera/Karongi not Later Than Monday on 17^th November,2025 at 09h:00AM. The Opening is Scheduled at 10:00AM, the same Date.

Done at Karongi on 10/11/2025

MUHAWENIMANA Abed Cherif

Managing Director