REQUEST FOR INFORMATION (RFI)

Transcription

1 United Nations Nations Unies Procurement Division New York REQUEST FOR INFORMATION (RFI) Title of the RFI: Automatic Signature Verification software as a turnkey software Date of this RFI: 20 November 2017 RFI Number: RFITP114 Closing Date for Receipt of RFI at PD: 20 December Address: alexander.puutio@un.org Address RFI response by fax for the Attention of: Alexander Puutio, Associate Procurement Officer Fax Number: UNCCS Code: , , , DESCRIPTION OF REQUIREMENTS The purpose of this Request for Information (RFI) is to provide the UNJSPF with the latest knowledge of the market with respect to potential vendors and their capabilities to provide a turnkey software solution that automates the process of signature verification to be used throughout the year, but especially during the annual Certificate of Entitlement (CE) exercise when over a period of three months 74,000 beneficiaries are requested to sign and return a proof-of-live certificate. In addition to the CE exercise, every benefit that is processed and any change of payment instruction will require a signature verification, bringing the annual total of automatic signature verifications to 100,000+ signatures. Accordingly, the UNJSPF is interested in identifying Automatic Signature Verification software that is: 1) Capable of capturing signatures from various forms either during the scanning process of the hardcopy forms or store the captured form images for later signature retrieval. 2) Fully compatible with UNJSPF KOFAX software and cannot disrupt the existing process of document indexing, any additional capture process should be transparent to our operators. 3) Capable through an automatic process in applying multiple algorithms that will match a number of characteristics of a hardcopy signature against a database of a person s existing proof signatures and provide an accuracy score that will confirm to the UNJSPF if the signature is authentic and belongs to the person on record or not. RESPONSES: GENERALLY We invite you to provide detailed responses that accurately reflect your organization's capabiltities to provide a turnkey solution that could be used to satisfy points 1 and 2 above. You may provide information via electronic submissions to alexander.puutio@un.org with PDF format preferred. As required, UNJSPF may request further documents, clarifications or demonstrations to clarify and verify any statements made in your submission.

2 RESPONSES: CONTENT REQUIREMENTS SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) 1) Please describe if your software requires integration with KOFAX or is neutral to what scanning software is in place and in case of the latter describe clearly how it will operate without negatively impacting our scanning, indexing and LOB workflow creation. 2) Please provide a clear description how your solution is capable of capturing signatures from existing document images to be used for the construction of a not yet existing database of signatures that will be used as proof signatures which all newly captured signatures will be compared against.what are your requirements for a successful capture of a signature? 3) What image types can be used by your solution, e.g. TIFF, PDF? 4) What is required for the signature capture, signatures in a fixed location on the form or is free capture an option, meaning is your solution capable of locating / recognizing signatures anywhere on the form? 5) Does free capture of signatures require additional software or is it part of the signature recognizing software solution? 6) Can your signature software capture solution cleanup the signature background, i.e. remove lines, boxes, smutches etc.? 7) What metadata can and/or needs to be stored with the signature? Source document, the image scan date, document reference name? 8) What options are there in your application to, on an individual basis, add a document image and capture the signature and perform a signature verification? The scenario envisioned is that an, in our Line of Business existing stored image needs to be imported and verified and has to be run through the signature verification process. 9) Will each member have a permanent log of signature verifications and if so will this log identify what document type, document name and document date was verified, when and its result? This could be relevant for (external) auditing purposes. 10) What safeguards can your solution offer that a signature is not compared against itself, e.g. if a document is processed twice and was used to create a proof signature from? 11) Please provide a detailed description of all algorithms that are used in the signature comparison process, the description should provide information as to what unique feature of a signature is being cross referenced by each algorithm, this in order to allow the UNJSPF to determine how each software application may differ from each other and how many algorithms are actually being used to complete each comparison. 12) Please describe where in the business process your signature verification process can be fitted in, is it called on during the scanning process on a one-to-one basis, one form-one scan-one comparison or is it a bulk process that is batch processed (after hours)? 13) Please describe how the process of comparison translates into an output and what part of the comparison can be user configured, especially as it relates to the acceptance or rejection of a signature and what manual process exists to override a rejection. 14) Does your application provide a full image of the document where the signature exists that needs to be compared against proof signatures? 15) Where will this document image be stored, in your application or can it be retrieved from our network attached storage? 16) If stored locally what is your document retention policy? Will a successful comparison result in the purging of the document image? When and what happens to rejected images, will this document image be retained, if so how long and is deletion user configurable, batch driven i.e. periodic or instant on a one-byone basis? 17) What information is made available as it relates to the final comparison result and in what format can this be exported to our line of business application, e.g. will there be a percentage match score that will be shared with the LOB? 18) Please describe your process as to how additional members are being created in your application and how they are maintained and deleted if created in error? How automated can this process be, can this go through a scheduled batch process? We expect to use historic signatures captured early on in a members career and retain these while supplementing them with an annual captured CE signature, the original signatures should be retained at all times, while the CE signatures can be dropped over time as a member ages and the signature ages with them.

3 19) How are newly captured signatures used to maintain the existing proof signature database, i.e. what configuration can be user controlled as to maintain the database without manual interference, e.g. how can we control the frequency of refreshes of new signatures and do we drop old ones to replace them with new ones? 20) How many proof signatures can your solution maintain to use in comparison? 21) Can your solution prioritize proof signatures in importance? 22) How many proof signatures can your solution use for a comparison? 23) If multiple proof signatures can be used, can this be in order of importance and/or in date sequence? To determine experience level of the provider and viability of the existing software solution, please provide references of at least three successful installations of your Automatic Signature Verification solution with clients of similar size or larger and describe briefly what your solution is used for by each client and any particulars that you believe are relevant to our situation. The gathered information will be used to determine the project's feasibility, scope, timeframe and resources required by the UN. Please ensure any materials provided in support of this are tailored to the requirements described and not generic to other services you may provide. Responses will not be treated as proposals, but may be used to create any subsequent Request for Proposal (RFP). Respondents should clearly mark any proprietary information submitted in response to this RFI. Upon receipt of responses to this RFI, the UN may request vendors to demonstrate their products/solutions. Demonstrations will be intended to provide information to the UN and will not be subject to an evaluation. The UN will not be responsible for any costs incurred by the vendors related to the response to this RFI or any other activities related to preparing, conducting, or travelling to or from the demonstration's location. NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to

4 VEND ORS RESPONSE FORM VENDOR RESPONSE FORM TO: Alexander Puutio, Associate Procurement Officer RFI Number: RFITP114 FAX: FROM: SUBJECT: Automatic Signature Verification software as a turnkey software To be filled by the Vendor (All fields marked with an * are mandatory) COMPANY INFORMATION UN Vendor ID Number**: UNGM Vendor ID Number*: Company Name *: Company Contact *: Address *: City *: Country *: Telephone Number *: Fax Number *: Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the RFI INSTRUCTIONS page. Signature: Date: Name and Title: ** If not already registered with UN Procurement Division, please use the following URL to register at United Nations Global Marketplace (UNGM): Registration at UNGM is mandatory for responding to this EOI. The following information is available about the registration process.

5 RFI INSTRUCTIONS 1) Registering as a Vendor with the United Nations Vendors interested in fulfilling the requirement described above must be registered with UN in order to be eligible to participate in any future solicitation. Information on the registration process can be found at Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (both parent and/or subsidiaries, if applicable) is not on, or associated with a company or individual on The 1267 List website ( and is not on the IIC Oil for Food List website ( B. Your company (both parent and/or subsidiaries, if applicable) is not currently removed, invalidated or suspended by the UN Headquarters, field missions or other UN organizations (including the World Bank) and is not under investigation by a government or UN Member State. C. You have no outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern. D. You currently do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN (in accordance with ST/SGB/2006/15, post-employment restrictions ( E. Your subsidiaries, agents, intermediaries and principals agree to cooperate with the United Nations Office of Internal Oversight Service during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( information on the registration process can be found at Vendors must complete the registration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Division within the 90 day-period will be automatically removed from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) RFI Process Vendors interested in responding should forward their information (as requested in the RFI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this RFI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of RFIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This RFI is issued subject to the conditions contained in the RFI introductory page on the UNPD Website indicated above.