Selection of a Consultancy Firm for Revamping and Digitizing The Archiving and Documentation Division of ECOWAS Commission

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Date : 22 Mar 2022 - 11 Apr 2022
Venue : ECOWAS Commission,
Town : ABUJA
Country : Nigeria

PERIOD OF ADVERTISEMENT: 21 March 2022 – To: 11 April 2022
CLIENT: ECOWAS COMMISSION
SOURCE OF FUNDING: ECOWAS Budget
TYPE: Expressions of Interest

SELECTION OF A CONSULTANCY FIRM FOR REVAMPING AND DIGITIZING THE
ARCHIVING AND DOCUMENTATION DIVISION OF ECOWAS COMMISSION

1. The ECOWAS Commission intends to use its resources to finance a service contract with a
consulting firm (could be a single firm, a consortium or partnership thereof) that will be
responsible for revamping and digitizing the archiving and documentation division of
ECOWAS commission

2. The main objective is to transform and organise the archives and documents in digital format
and build capacity of staff to render quality virtual services to staff in particular and the public in
general.

3. Duties and responsibilities of the consultant firm
The firm’s mission will be to propose a methodology for creating an improved Archiving and
Documentation with an online database. This methodology must at least contain the
following stages; however, they can be adapted based on the consultant’s advice and needs
identified by ECOWAS.
▪ Comprehensive review of the proposed solution
▪ Preparations for the revamping and digitization of the proposed Archiving and
Documentation Division
▪ Development and design of a web based database and deployment online
▪ Training in the uploading, management and updating of database
▪ Backstopping/ Sustaining the support

4. The overall duration of the assignment is estimated at 18 months.

5. The ECOWAS Commission now invites eligible Consultants (firm) to indicate their
interests in providing these services. Interested, eligible and qualified consulting firms
must provide full information on their qualifications and experience, demonstrating that
they are qualified and experienced in providing similar services. The criteria for
shortlisting are as follows: (a) general experience of the firm – IT firm with proven expertise
in Library, Archiving and Documentation software, IT solutions in project management as well
as organizational support in Library and Archival management; (b) specific experience of the
firm – Have an excellent knowledge of the following products: Content Management System
(CMS), Information Management Systems (IMS) Operating System, Web server (Apache, IIS);
Have experience in consultancy for international and/or public institutions in Library, Archiving
and Documentation management; (c) Must have executed similar assignments and provide
three recent references for similar projects carried out; (d) Exhibit capacity to engage at least
four consultants that can deliver on the objectives of the study and one of them will be the lead
consultant (list, qualifications, and relevant experience in Library, Archiving and Documentation
or Computer Science, or relevant field); (e) IT Skills and equipment; and (f) demonstrate ability
to communicate and to report in either English, French or Portuguese languages (Knowledge
of a second official language will be of added advantage);
NB: In addressing the above listed criteria, consulting firms must provide tangible
evidence and detailed references for all claims made in terms of experience and
capabilities, similar assignments, etc. Each reference provided should be
summarized on a project sheet, and will be considered and accepted only if the
candidate attaches supporting documents indicating the contact information of the
contracting authorities so as to facilitate verification of the information provided,
covering contracts OR copies of attestation(s) of good performance of each contract
presented, as issued and signed by the Client.

6. Interested Consulting firms may apply as a consortium or partnership to ensure
and/or boost their consolidated capacities to execute the assignment.

7. The eligibility criteria, the preparation of shortlist, and the selection procedure shall comply
with the ECOWAS Rules and Procedures for the Use of Consultants” (ECOWAS Procurement
Code), available on its website: http://old22.ecowas.int The selection procedure will be based
on Quality and Cost Based Selection, and a shortlist of six (6) firms which present the
best profiles shall be drawn up after the expression of interest. Also the firms that are part
of an international network are to submit one expression of interest. Please note that the
selected consultant firm will be expected to submit all required reports in English or
French.

8. The attention of interested Consulting firms is particularly drawn to Article 118 of the
ECOWAS Revised Procurement Code (“Infringements by Candidates, Bidders and
Awardees”), providing information on corrupt or fraudulent practices in competing for or
executing a contract. In addition, please refer to the following specific information on conflict of
interest related to this assignment as per “Article 119 of the ECOWAS Revised Procurement
Code.

9. Interested consulting firms can obtain further information at the e-mail addresses mentioned
below, during working days and hours of the ECOWAS Commission from 9:00 a.m. to 3:00 pm
(Local Time – Nigeria): sbangoura@ecowas.int with copy to procurement@ecowas.int;
gdikko@ecowas.int; soulate@ecowas.int; alungu@ecowas.int; hnwagboso@ecowas.int;

10. Expressions of Interest (EOIs) must be delivered in sealed envelopes (1 signed Original and
3 Copies) in English, French or Portuguese and clearly marked “Selection of a Consultant
(Firm) for revamping and digitizing the archiving and documentation division of
ECOWAS commission”. EOIs must be sent to the address below by 11 April 2022 at 11.00
a.m. (GMT+1), Nigerian Time:
The ECOWAS Tender Box is located in the Directorate of General Administration,
Procurement Division, 1st Floor ECOWAS Commission, 101 Yakubu Gowon Crescent,
Asokoro District, P. M. B. 401 Abuja Nigeria.

11. Please note that electronic submissions are accepted and shall be addressed to the e
mails stated above.

12. This request for EOI can also be viewed on the following website:
http://old22.ecowas.int/doing-business-in-ecowas/ecowas-procurement/

Commissioner General Administration & Conference