Document Management System Request for Proposal Maldives Transport and Contracting Company Plc. 7th Floor, MTCC Tower,Boduthakurufaanu Magu, Male' 0057, Maldives RFP No: MTCC-PD/IU/06/68 Page of 0
. EXECUTIVE SUMMARY The Maldives Transport and Company Plc. invites prospective respondents to submit proposals for an enterprise electronic Document Management System (DMS). The respondents will provide a turnkey solution that includes document imaging, optical character recognition, naming, tagging, storage and retrieval of documents of various sizes for all MTCC departments. The objectives of this project include: Digitize physical documents, organize the documents in electronic document libraries in a manner which is easy to search and retrieve. Increase staff productivity and efficiency by reducing paper handling work. Automate document workflow within the company and increase flow of information. Reduce physical footprint used up for the storage of physical document file cabinets. Respondents who meet the criteria set forth herein shall submit a proposal that meets all of the requirements set forth in this RFP. MTCC is appreciative of your time and effort in preparing a proposal. Page of 0
. SCHEDULE OF EVENTS Bid No: MTCC-PD/IU/06/68 RFP Release Date: 0 th October 06 RFP Document: Submission Date: RFP document available to download from http://www.mtcc.com.mv/download 0th October 06, before 4 pm At MTCC Tower, nd Floor, Procurement Department, Boduthakurufaanu Magu Male 0057, Maldives Online Submission: Address for Submission: Bids Address to: Contact Person: Online submissions should be mailed to: tenders@mtcc.com.mv MTCC Tower, nd Floor Boduthakurufaanu Magu Male 0057 Maldives Electronic Submissions mail to: tenders@mtcc.com.mv Mr. Kurik Riza Deputy Managing Director All Enquiries Related to the Tendering Process Mr. Ibrahim Didi Manager, Procurement Department Email: didi.mi@mtcc.com.mv Phone: 00445 Technical enquiries Related to the Tender, CC to Mr. Ahmed Salam Email: ict@mtcc.com.mv Phone: 00 Information Communication Technology Department Pre-Bid meeting: There will be no pre-bid meeting for this tender. Page of 0
. TECHNICAL REQUIREMENTS The proposed Document Management System should meet the following requirements. Respondents are advised to mark on the following table if the feature is supported by the proposed system or not. Respondent s signature and stamp is required on this document and should be included as part of the respondent s proposal. Supported? # Yes No GENERAL REQUIREMENTS Web Access - Work Remotely The document management software can be accessed from anywhere in the world via the web interface. Multiple browsers are supported and all functionality is available including system administration and library administration. Ease of Use The proposed DMS system should have user friendly interfaces which is crossbrowser compatible and responsive. Additionally the system should support defining keyboard shortcuts to perform for commonly used functions. User Quota The proposed DMS solution should be able to set usage limits on storage at user level. 4 Low Initial Costs MTCC expects to the proposed DMS system to have low initial cost and low maintenance cost as well. DOCUMENT HANDLING 5 Document Upload and Download Ability to upload single document or mass upload documents to library. 6 File and Folder Download Users should be able to download specific document or entire folder from document library. 7 Check-in Check-out Users should be able to check in and check out documents from within DMS. Support the ability to check-in multiple documents at once. 8 Version Control The proposed DMS system should be able to retain multiple version of the same document and manage versions easily. Users should be able to restore previous version easily. 9 Tagging Capturing metadata (key data about the document) is the key to successful search and document organization. The proposed DMS should use controlled document tagging ensuring documents are classified. 0 Subscriptions The users should be able to subscribed to documents to retrieve notification when changes are made to the document. Page 4 of 0
4 5 6 7 8 9 0 Document Linking Ability to create shortcuts to documents wishing the DMS to eliminate the multiple copies of the same document. Document Preview Ability to view popular document formats directly wishing the DMS. (Microsoft Office document files, PDF, Text files and general pictures formats) CAD file Preview (nice to have) Ability to preview CAD files within the DMS. Commenting Users should be ablate comment on documents, notes on folders and files within the DMS. COLLABORATION FEATURES Dashboard The document management system is expected to greet all users with a dashboard which gives quick update on the most recent and important activities such as recent documents worked on, most recent activities, overviews of storage used and current workflows. The Dashboard should be customizable. Workflow Management The proposed DMS should have easy workflow management. Workflow creation to automate document reviewing and approval processes, distribute documents based on business rules and monitor progress through workflow dashboard. The system should allow custom workflow creation. Templates (optional) Ability to quickly create documents using pre-defined templates. Availability of Templates to ensure that employees do not end up wasting valuable time in creating new ones, while a ready one is already existing in the Organization. Tag Emails Ability to maintain mirror image of the user s email inbox and ability to tag those emails along with related documents to ensure related email and and documents comes together when searched. Ability to flow emails to designated folders based on email rules created with the DMS. Email Archiving (optional) Ability to configure any POP / IMAP email account to pull emails from the server to archive them in the DMS. ALERTS AND NOTIFICATIONS Task Reminders Ability to setup recurring alerts at predefined intervals for specific tasks. Snooze Ability to suspend notifications for certain number of days or till specific date for selected documents. Auditing Ability to capture Physical audits of documents while capturing the Auditor and physical custodian details. Ability to setup custom schedule for auditing documents. SEARCHING AND TAGGING Page 5 of 0
4 5 6 7 8 9 0 Full Text Search The proposed DMS should have built-in search engine to allow users to easily search documents based on the content inside the documents. Ability to search across multiple document libraries. Ability to search within specific folders, search by user, search by keyword, search by document type search within a set date range and more Custom meta data Ability to create custom fields to tag relevant data about the document. Document Imaging Ability to perform bulk-scanning of documents directly to the document library and perform OCR to capture data on the documents. Zonal OCR Ability to perform OCR on specific section or Zones within the document while performing bulk-scanning of documents. OCR The proposed DMS should have built-in OCR engine to extract text from scanned documents. Should support English language. The system should provide option to view and edit captured or extracted OCR. Reporting The DMS should provide collection of useful reports by default. The system should be able to provide custom reports as per the requirements of MTCC. Such requirements shall be provided during the implementation period based on the reports available in the DMS by default. SECURITY Access Permission Ability to define permissions to individual documents and document libraries based on roles and users. Ability to control who can view, modify, print documents in the document library. Document Security All documents stored / uploaded to the DMS should be encrypted with industry standard 8bit or higher AES encryption. Only users with proper access permission should be allowed to view files. Lock / Unlock Documents The DMS system should allow users to lock documents. Once locked no modification can be made to the document. Audit Trial The proposed SMD should give the administrators transparency into who made what modifications, to what files and at what time with comprehensive audit trial. Document Life Cycle Management Ability to define document retention rules within the DMS. Automate the process of moving old or expired documents from the DMS based of predefined rules or retention policies. Page 6 of 0
4 5 6 7 9 4 4 Document Water Marking Ability to imprint dynamic watermarking on the document to discourage taking screen capture or taking photograph of critical data. Ability to configure the watermark to appear on documents when viewed, printed, transmitted over email, when downloaded. Multi-user Authentication (nice to have) Ability to secure highly confidential information with multi-user authentication. Scure Trash The DMS should not allow users to completely delete documents from the document library. However all deleted documents should go to a Secure Trash. Only users allowed to delete items from Secure Trash should be able to delete a document completely. INTEGRATION Microsoft Office and SharePoint Integration The proposed DMS system should be able to integrate with Microsoft Office applications to push / save documents directly to document library of the DMS. Ability to link documents from SharePoint document library to the DMS. Web Services API The proposed DMS system should come with well documented API. A well documented Web Services API allows direct integration with third party applications and flexible integration with existing back office systems. Single Sign-on MTCC uses Microsoft Active Directory for user authentication. The proposed document management solution is expected to able to integrate with Microsoft ActiveDirectory for user authentication. Scanner Integration MTCC already has TWAIN compatible document scanners deployed to most of the departments. The proposed DMS should be able to scan directly to the document library using TWAIN compatible document scanner. 4. SCOPE OF WORK Planning and Designing of Document Libraries System Implementer is required to setup document libraries for at least three of the selected departments of MTCC. During the Document library setup the implementation partner shall work with MTCC internal team to provide required technical training and knowledge transfer on the system. MTCC internal team will do the Document Library setup for the rest of the departments. System Implementer is responsible for determining and recommending which document library type best matches to the organization or department. Page 7 of 0
Content Type and WorkFlow Planning Content Type is a reusable collection of metadata (columns), workflows, behaviors and other settings for a category of items. System Implementer is required to plan content types and plan workflows after studying the document workflow and implement it in Workflow systems to automate the process. Bulk / Batch Scanning The system should be able to scan batch of documents in a predefined format and capture text from selected areas of the document. The captured text shall be used as metadata for the document. System Implementer is required to create at least three templates for bulk scanning and capture data. Integration System Implementer is required to integrate the proposed DMS system with Microsoft Office applications to push /save documents directly to the document library of the DMS. Additionally the system should be integrated with Microsoft Active Directory for user authentication. User Training System Implementer is required to provide Technical training and Standard user training for selected staff of MTCC. The training should be conducted in class room style with live demonstrations. 5. EVALUATION CRITERIA Description Marks Price 60 Technical Requirement 0 Project Proposal Information on the solution Project Deliverables Project plan and implementation approach Maintenance and support offer 7 Duration for the project implementation Total 00 Page 8 of 0
6. BIDDING TERMS AND CONDITIONS. Bidder must have required technical experience for the proposed service. Must provide bidder s past experience of successful deployment of the proposed solution at maximum 5 sites.. Proposal Submission Printed copy of the proposals must be submitted to the address mentioned in Section, Schedule of Events. Proposals must be submitted before the deadline mentioned in Section of this proposal. Electronic submissions are acceptable for this project. All electronic submissions should be mailed to the mail address provided in Section, Schedule of Events.. Late Submission Any proposal received after the submission deadline will be rejected and returned unopened to the Bidder. No further correspondence on this subject shall be entertained by MTCC. Same applies to all electronic submissions well. 4. No allowances will be made for a bidder s failure to obtain all relevant information prior to submitting a proposal. 5. Any minimum requirements specified in this RFP must be met or exceeded and shall not be interpreted as limitations which could degrade quality in any manner whatsoever. If the bidder feels that a situation exists wherein a specified minimum appears inadequate to provide quality goods/service, then quality of goods/service shall take precedence and it is therefore the responsibility of the bidder to include as part of his/her proposal submittal any additional work that he/she considers essential to provide high quality service. 6. Once submitted MTCC will not accept any requests for corrections or additions to any bidder s proposal details or pricing. 7. Bidders are requested to quote for the product that meets the minimum technical specification provided in this RFP. 8. Cost of biding The bidder shall bear all costs associated with the preparation and submission of its bid. MTCC will in no case will be responsible or liable for those costs. 9. Project Bidder should provide all costs associated to the project including product costs, implementation costs, license fees, support/maintenance/consultancy fees, training and any other related costs where applicable. 0. Clarification Any request relating to this RFP must be addressed in writing to the relevant person detailed in Section.. Responses will be send to the enquirer and may be availed to other bidders as well.. Product Warranty Should provide a brief description of guarantees/warrantees available on the supplied product(s). Page 9 of 0
. Payment Schedule Bidders are requested to provide payment schedule for the project. MTCC may request Advance Payment guarantee in the form of Bank Guarantee from a local bank if an advance payment is required. Bidder is not required to keep any bid security or performance guarantee with MTCC if payment is required after the project implementation.. Bidder Experience Should provide a brief summary of suitability of the Bidder which outlines specifically the vendor s track record and experience relevant to this project. - END - Page 0 of 0