E-contract User guide for

Procurement officers
Introduction
• E-Contract System enables users to make contract on Goods, Works, a
nd (non) consultancy services through internet without physical conta
ct between supplier/contractor/consultant and procuring entities offi
cials as all documents may be submitted via internet.
• It provides convenience to users with various functions such as
contract statistics for each procuring entity and supplier in real time
and automatic creation of legal reports
 Users
Users Roles and Responsibilities
Procurement officer (PE) Creation of draft contract and processes it until it becomes final contract

Supplier Receive draft contract and contract amendment for comments, submits performa
(Contractor/Consultant) nce guarantee and any other required documents, receive final contract, initiate o
r/and receive communication, submit delivery notes, etc.
Chief Budget Manager Approves draft and final contract and Amendment of Contract, Received Note, an
(CBM) d Performance Report.

Legal Officer It refers to users of legal department who register legal advices on a contract.

MOJ Approval It refers to approvals from Ministry of Justice (MOJ) opinion on a certain contract.

Auditor (internal, external and RPPA) It refers to a person who conducts audits and procurement monitoring on procure
ment proceedingsincluding contracts documents and contract management
Key terms

Terms Explanation
New Contract It refers to a new contract between successful bidder who was tender awarded in the e-Biddi
ng system and procuring entity. It includes contract done in manual as well.
Contract Amendment It refers to a contract that was amended from the original one.
Contract Termination It refers to a terminated contract. After the termination, all work will be stopped.
Contract Suspension It refers to a suspended contract. Before resume, the work process will be stopped.
Draft Contract It refers to a contract that was being made by Procuring Entity. It is not effective as a contract.
Final Contract It refers to a contract that was completed by Procuring Entity and approved by CBM..
Draft Amendment of It refers to a contract that is being amended by procuring entity. Amended part is not effectiv
Contract e.
Final Amendment of It refers to a contract whose amendment is finalized by procuring entity. Once it is notified to
Contract supplier, the amended version will become effective.
Contract Number It refers to a number that identifies contracts. It will be the same as Tender Reference Numbe
r in the e-Bidding system, except for contracts that were created manually.
LOT Number It refers to a number that identifies each LOT within the same contract. Even if lots are in sam
e contract with the same contract numbers, different lot numbers mean different contracts.
Process of contract drafting
• After PE has created a creation of a draft contract, he has to save then notify the
draft contract to supplier. (An electronic document with the PE’s electronic signatu
re is sent.)
• Supplier makes response with 3 possible effects:
1. PE checks response from supplier, and if it is not “Accepted” PE modifies the
draft contract and send to supplier. Accept the contract means procurement
proceeds to request approval from Legal and onward,
2. Supplier can request modification to the draft contract, and in this case the
contract goes back to the procurement officer to modify to incorporate the
comments of the supplier then save and notify to the supplier and process can
go on until the suppliers accepts
3. The supplier may decide to reject the contract, and in this case procurement
officer can go to the second ranked candidate. Rejection of the contract means
that supplier doesn’t want the contract with the PE.
Process of contract drafting (Cont’d)
• Request Legal opinion from legal department for all types of contract. The legal departm
ent may request modification or approve as it is. If modification are requested; two more
options are possible; modify and request approval again to the legal advice or where the
modifications has affected the subject matter, PE officer will modify the contract and req
uest supplier to accept again the new modifications.
• If a legal department has approved then PE officer may request MOJ’s legal opinion in cas
the contract amount is above 500 million RWF and if arbitration is not Rwandan institutio
n.
• After getting approval of Legal department and MoJ (where applicable, PE officer makes
draft contract for CBM to suggest some improvements or approval to make final contract
• PE makes final contract after checking that supplier paid Performance Security and this ti
me CBM can not suggest modification any more. They may reject the contract or approve
it into final contract
• PE notifies final contract to supplier.
※After the final contract is sent to supplier, the contract information is sent to MINECOF
IN IFMIS as well.
• NOTE: During contract drafting make sure that you do leave no empty space
Points to note
• Consultancy and works contract have the same format of the contract
• Goods and Physical services tender have same format the contract
• Contract has two types of contract VAT=18% or With holding Taxes of
15%. Whereby WHT of 3% is not considered among contract related
Taxes.
• By clicking on delete button, PE will delete the draft contract
• By clicking on print button, PE may print the draft contract
 After login as a user of the system,

e-Contract Main Page click on e-contract; this module can

be accessed by general users
 This page shows dashboard on new contracts, amendment of contracts,
E-contract my page termination of contracts, performance monitoring report etc.
PE can view for instance, number of tender awarded waiting for drafit
contract, draft contract created, response received on draft contract
from supplier, CBM, legal officer, MoJ etc.

• Notifications from E-Bidding will be in column 1 in their respective

tender type then Creation of draft contract of the tender from E-
bidding process
• Draft contract then it shifts to column 2 after saving, then two
possible choice, modify or notify the draft contract to the supplier,
• Any stakeholder to the contract who undertakes a duty lead to
shifting of the contract into the next column numerically
This shows current user who
logged in to the system

e-Contract System Main Page (cont’d) This section shows contr

process for the selected m

This section shows stages

of menus of e-Contract
System in detail
3 Possible ways of creating contracts
By clicking “go to create” on the right,
PE can move to page where PE
creates draft contract

Click “Create draft contract

If you want to duplicate the existing written manually” in case contract should
contract, you can copy it to create another be made manually rather than
contract by clicking "Create another contract going through e-Bidding System

When one can’t find it from the list for making contract, check whether selection process of
successful bidder is completed in e-Biding System or if there has been no complaints that made
Creation of draft contract-from e-bidding
(cont’d) The above shown page is for PE to se
arch awarded tender of successful bi
dder from e-Bidding System and its d
raft contract of e-Contract System.

The ones whose status is “tender awarded” from search

result list are for new contracts
Creation of draft contract-from e-bidding
(cont’d) This button is responsible for currency
conversion and in consideration of the
This amount is from
E-bidding and may be
exchange rate date modified following
negotiation of the
contract

VAT or WHT will be calculated from lot

information and viewed here
automatically
 STRUCTURE OF TENDER REFERENCE NUMBER

The structure of contract number in e-Contract System will be as follows; “Version Number” + “Tender
Reference Number” + “LOT Number”

Version Number Tender Reference Number LOT Number

Figure 1Contract number

The actual contract number will be composed of Tender Reference Number without Version Number
Creation of draft contract-from e-bidding (cont’d): The tender awarded
information is automatically imported from e-Bidding System
This date will change Effective days will be
automatically into the date on replaced by Effective
which CBM will have approved date after approval of
final contract final contract by CBM
After Approval of final
contract by CBM, this date
will be= Contract signing
date + Effective days +
contract duration
(automatically)

If effective date is the same as After CBM approval of final contract, contract
the contract signing date, put 0 start date will be removed as it is similar to
as effective days the effective date of the contract
 Contract price and taxes-Consultancy services and
works-consultant services and works contracts
=taxable amount +
Non taxable
amount
Some consultancy services
or works contracts amount
may include some portions
that do not pay taxes. In
this case PE will
differentiate taxable and
not taxable amounts and
apply taxes on taxable
amounts
 Contract price and taxes-goods and None
consultant services Before contract drafting and
negotiation

Fill all lot information

including unit price,
quantities, taxes (VAT
18% or WHT 15% )
where applicable.

lling the details of each Item, PE

ck add to add new details of an If PE has existing Lot information, you
item can click modify to adjust the
changes
Creation of draft contract- framework agreement selection box
and selection of budget line
Chose agreement
form (Either
framework or not)

Fill information related to budget

lines by clicking on find
Budget line information view and selection of
BL
Budget line information view and selection of
BL (cont’d)
One contract
may be financed
by more than
one lots

If more than one

budget lines (BL)
are selected, write
the respective
amounts to deduct
from each BL and
click on select (only
one click on any
one BL)
Result of budget line information
 PE may skip this
section and continues
without filling in any
Payment information information if she/he
chooses to do so

If PE chooses to fill
payment
information, he/she
will click on “add”

If you click on add, payment

schedules and payment conditions
are compulsory

If you chose to fill in

payment percentage,
write % and payment
amounts will be
calculated
automatically . Note
that the total
percentages must
equal to 100
Saving draft contract
• PE must save the draft contract before sending it to the supplier by
clicking on save button
Content of the draft contract (Cont’d)
PE can notify
the draft
contract to
the supplier

PE may
delete the
draft
contract

If need be, PE may modify draft

contract before notifying it to the
suppler
e-Contract -Receive Response to Draft
Contract
• This page is for PE to search response to draft contract from supplier.
• By clicking contract number, PE can move to page that shows details
of response
Page of Detailed response to the draft
contract
• This page is for PE to view details of response to draft contract.
• According to the response type from supplier, PE can proceed with the following.
• Accepted : This means to accept the draft contract and PE can proceed the next
step “Request Legal Advices”.
• Modification requested : PE can send again a draft agreement to supplier after PE
reflects the change request of supplier.
• Rejected : This means that supplier can’t proceed with the contract.In this case PE
can cancel the contract process.
In case the contract amount is above 500 million FRW, click “Request Approval to
MOJ” and get legal opinions of MOJ approver.
By clicking “Make final contract” PE can move to page where PE creates final contra
ct.
Page of Detailed response to the draft
contract (cont’d)
Received response from the supplier These are the
contract
status/responses
Click on contract number to proceed to
the request for legal officer opinion
 Click here to request
Request for Legal opinion for legal officer
opinion
 If PE wants to proceed to

Request for legal opinion the request for legal

opinion, he should click on
this pop up to confirm.
Otherwise, click on Cancel
Check the legal officer response status Legal officer has
approved and
submitted the draft
contract

Legal officer has not yet responded to the request for Legal officer has
requested some
his/her opinion OR he has responded but not yest
modifications
submitted the response
Request for CBM approval or MoJ opinion

If a contract value is less than 500 million Rwanda francs, PE may request the ministry of just opinion or not.
In the case PE does not want to request for MoJ opinion, he should click on the request approval to CBM
button. Otherwise, click on the request approval to MoJ
Request for CBM approval of the draft
contract
Check response from CBM
Response to CBM response in case of
modifications has been requested
If modifications
require the supplier
approval, click here to
request the supplier
approval . In this case,
the process will be
repeated (supplier-
legal-CBM) .

Click here to modify the

If modifications do not require
draft contract according
the supplier approval, proceed
to CBM request
to the request for CBM
approval again
Making final contract
Click here to make
final contract

-Check/ register whether

performance security has been
received.
-Check whether MOJ legal
opinion has been is registered in
case contract amount is above
500 million FRW.
-Check whether supplier is on
blacklist.
-Check/ register legal opinion has
been received from legal
department
 Making final contract (cont’d) CBM has
approved
the final
contract

Click here to notify the final

contract to supplier
Notification of final contract

Click here to notify

- PE should check the contents, and by clicking “Notify”

PE can notify to supplier.
- The final contract notified by PE will be sent to and sav
ed by supplier in electronic format containing CBM elec
tronic signature. (This is regarded same as signing on
the actual contract.)
- After the final contract is delivered to supplier, the cont In case the contract status is “Error” as below, it
ract information will be automatically sent to MINECOF means the final contract was notified to supplier
IN IFMIS as well. successfully, but after then, there was an error
- After PE notifies to supplier, PE should check whether c when contract information was automatically sent
ontract status is “Success” or not. to MINECOFIN.
 Sending final contract to IFMIS ERROR

In this case, click the contract status that is marked as

ERROR. You will see a pop-up window that shows history
of the contract. Click “Retry” on external linkage to resend
After CBM approval Effective date
becomes effective
date

=Contract signing date (15/05/2018)+

effective days (0 days)+Contract duration
Contract start date has
been removed
Notification of final contract (cont’d)