Acquisition of a Reconciliation software for the IFMIS Network Accountant General Office

GM-CPCU - MOFEA- 2026-02-RFQ 13th January 2025

Procurement, Development and Implementation of Reconciliation Software for the IFMIS Network

Procurement Method: Request for Quotations

The Ministry of Finance and Economic Affairs, Central Projects Coordination Unit (CPCU), is inviting sealed price quotations from eligible and qualified bidders for the Procurement, Development and Implementation of Reconciliation Software for the IFMIS Network

• Background

The Government of The Gambia, through the Ministry of Finance and Economic Affairs (MoFEA) and led by the Accountant General’s Department (AGD), implemented the Integrated Financial Management Information System (IFMIS) in 2006 to improve efficiency, transparency, and reliability in government financial operations.

The IFMIS currently comprises:

• Epicor Financial Suite

• NAS-DNA Payroll & Human Resource System

• Central Budget Management System (CBMS)

• Electronic Records Management System (ERMS)

• Treasury Management System (TMS) for bank reconciliation

• Debt Management System

Despite continuous enhancements, the existing reconciliation module (TMS) faces operational challenges, including:

• Inability to reconcile accounts for Agencies, Self-Accounting Projects (SAPs), and Subvented Institutions

• Frequent reconciliation delays and backlogs

• Limited automation and analytics

To address these gaps, AGD seeks to procure and implement a modern, automated reconciliation software capable of integrating with Epicor10/IFMIS and supporting reconciliation across the entire public financial ecosystem.

• Objective

To procure, install, and operationalize a secure, automated reconciliation software solution that:

• Integrates seamlessly with Epicor10/IFMIS

• Supports real-time, multi-bank account reconciliation

• Automates matching, exception management, and reportin

• Enhances accuracy, timeliness, and transparency of financial reporting

• Reduces reconciliation backlogs and strengthens internal controls

• Alignment with PAMP and DLI Indicators

The AGD’s current TMS limitations contribute to delays in preparing Financial Statements and create vulnerabilities in cash management.

This new reconciliation system will:

• Eliminate reconciliation bottlenecks

• Strengthen quality and timeliness of reporting

• Improve audit readiness

• Support PAMP objectives related to efficient public finance management

• Contribute to DLIs focused on strengthening fiscal transparency and improving financial statement timeliness

• Scope of Work

The selected firm will be responsible for developing and implementing a modern be-spoked multi–bank reconciliation solution without license restrictions. The source code of the solution should be the property of the Accountant General’s Department (AGD) and should be handed over at the end of the implementation. The AGD team should work with the supplier’s development team from the start of the development and should be trained on the source code before handing over.

The application/submission should have the following capabilities:

Key Features Required

• Multisystem Integration/Interface – Ability to integrate/interface with banking systems and IFMIS. It should have its own API.

• Automated Reconciliation – Automated matching of bank transactions, credit card statements, and general ledger accounts.

• No Restriction on Reconciliation – Ability to reconcile multiple periods simultaneaously.

• Manual Reconciliation – Should be able to do manual reconciliation.

• Real-Time Data Synchronisation – Seamless integration with Epicor10/IFMIS.

• Automated Matching and Transaction Validation - Automatically matches transactions between different data sources to streamline the reconciliation process.

• Rule-Based Transaction Matching - Uses predefined rules to match bank statements to cash general ledger (G/L) entries, reducing manual effort.

• User-Friendly Dashboards – Provides real-time dashboards with group-level rollups, drill-down capabilities, and forecast analytics for better decision-making.

• Standardization of Processes - Simplifies and standardizes the reconciliation process, from preparation to review and sign-off.

• Accuracy & Compliance Tools – Error detection, audit trails, and internal control enforcement.

• Reports – Detailed management, reconciliation, and audit-ready reports.

Additional Responsibilities

• Develop Reconciliation Software

• Deliver installation, configuration, and customisation

• Provide user and administrator training

• Prepare documentation and maintenance guides

• Offer 12 months of post-implementation support

NOTE: Interested eligible Suppliers may obtain further information or the Full Terms of Reference which has full technical specification from the Central Project Coordination Unit, Ministry of Finance and Economic Affairs, at the email addresses given below from 8.00 a.m. to 16.00 p.m. Mondays to Thursdays and 08:00am to 12:30 p.m. on Fridays

• Bidding will be conducted through shopping procedures.

• Suppliers are required to quote for all the items. Suppliers wishing to offer discounts are to include it in the schedule of prices.

• Quotations and related documentary evidence must be delivered to the address below on or before Monday 26th January 2026 at 12:30pm.

Ngenarr Sosseh; [email protected], Yiramba Gassama, [email protected] Rohey Sey; [email protected] Lamin MK Touray; [email protected]

• The bidder shall furnish documentary evidence of the following Evaluation requirement(s):

• Updated Gambia Public Procurement Authority (GPPA) Registration

• Proof/reference of one similar contract performed in the last five years

• The firm must have at least 5 years in developing applications.

• Proven track record of developing financial applications.

• The lead developer must have a bachelor’s degree in information technology or relevant Application Development certification. Master’s Degree will be an added advantage. Application Development experience of at least 5 years.

• Two other developers with relevant Application Development certification and skills. At least 3 years of experience developing applications. A bachelor’s degree will be an added advantage.

• Implementation methodology and timeline

• Your quotation(s) should be submitted as per the following instructions and in accordance with the Terms and Conditions of supply.

(i) PRICES: The prices shall be quoted shall be fixed and not subject to any price adjustment. All quotations shall be inclusive of all taxes as per the Gambia Tax laws.

(ii) EVALUATION AND AWARD OF PURCHASE ORDER: Contract Award will be to the bidder offering the lowest evaluated price, implemented a minimum of one similar contract within the last 5 years and that meets the required technical specifications.

(iii) VALIDITY OF THE OFFER: Your quotations(s) should be valid for a period of 90 days from the date of receipt for quotations.

(iv) The delivery timeframe is two weeks from contract signature and partial quotations will not be accepted.

(v) Bidders are required to submit their quotations with visual Catalogues alongside detailed technical Specification and the model/brand proposed.

(vi) Warranty: Goods offered should be covered by the manufacturer’s warranty for 12 months from the date of delivery to the purchaser.

Yours Faithfully,

Project Coordinator

CPCU – MoFEA