WAF 14/02/06/CS/DMSS

DOCUMENT MANAGEMENTSYSTEM SOLUTION

TENDER TERMS & CONDITIONS

CONTENTS:

1. BACKGROUND

2. SCOPE OF WORKS

3. TECHNICAL FACTS SHEET

4. TENDER SPECIFICATION

5. TENDER EVALUATION

6. TENDER SUBMISSION

7. LODGEMENT OF TENDERS

8. LATE TENDERS

9. TERMS AND CONDITIONS

BACKGROUND:

The Water Authority of Fiji invites written tenders to achieve WAF’s objective of achieving paperlessoffice, eliminating document loss, improve retrieval time and enable secured access to documents. WAFis seeking proposals from vendors who are capable of providing features of Electronic DocumentManagement suite which will not only help achieve WAF’s objective but also provide features ofenterprise wide document management system to reduce turn-around time and save revenues byreducing storage space and maintain compliance. This is to ensure that WAF’s services to our valuedCustomers are met through efficient and in a timely manner.

Scope of Works:

The scope of works shall include the following:

1. Scanning Solution Scanning & Indexing Scanning templates Filing structure

2. Document Management System Document upload & Management Business user roles Web Desktop users for Omni Docs Administrative users for Omni Docs

3. Scanning & Distributed Capture Omni scan – Scanning system Production scanning system

4. Document & Record Management Omni Docs – Document Management System Document Management Operations

5. User Administration User Security Administration

TECHNICAL FACT SHEETSREQUIREMENTS Type Remarks

DOCUMENT MANAGEMENT SYSTEM

Architecture & Scalability Considerations

System should be platform independent and supportboth Linux and Windows

Mandatory

Support open, scalable, Multi-tier architecture with eachtier fully independent with support for clustering

Mandatory

The system shall support separate Document/Imageserver for better management of documents and storeonly metadata information in database

Mandatory

Support distributed Document Repositories for documentupload and access at local level , which can be replicatedwith central repository at scheduled intervals

Mandatory

The system should be capable of integration withworkflow (Business Process Management) solution out-ofthe box.

Mandatory

Archival of documents

Categorization of documents in folders-subfolders justlike windows interface. There should not be any limit onthe number of folder and levels of sub folder

Mandatory

Document Version Management with Check Out / CheckIn

Mandatory

Extensive document and folder level operation such asmove / copy, email, download, delete, metadataassociation etc

Mandatory

Repository should be format agnostic MandatoryIndexing of the documents on user defined parameters Mandatory

Association of the key words with the documents Desirable

Support archival of PDF/A format documents (open ISOstandard for long term archival of documents)

Mandatory

Document View

Server based Inbuilt Document Image Viewer fordisplaying image document without native viewer

Mandatory

Viewer should be platform independent and supportLinux based browser

Mandatory

Support comprehensive annotation features likehighlighting, marking text, underlining putting stickynotes on documents, and support for text and imagestamps etc.

Mandatory

Automatic stamping of annotations with user name, dateand time of putting annotations

Mandatory

Securing annotations for selective users MandatoryBuilt in Support for rendering and viewing PDF/Adocument format with support of applying annotation

Mandatory

Search & Retrieval

Extensive search facility to retrieve documents orFolders/Files

Mandatory

Support saving of search queries and search results Mandatory

Search for documents/Folders using user-defined indexesand document classes i.e. loan application number,customer name, address, date etc.

Mandatory

Full Text Search on image and electronic documents Desirable

Support for wildcard character based search Desirable

Extensive search facility to retrieve documents orFolders/Files

Desirable

Reports and Audit Trails

Support Extensive Audit-trails at user Mandatory

Facility to generate Audit trails on separate actions Desirable

Log all the actions done by individual users with username

Mandatory

Administration and Management

System should provide web-based administrationmodule.

Mandatory

Adequate administrative controls and security featureswith ability to set access controls at multiple levels.

Mandatory

It should support multiple level of access rights likeread, create, modify ,delete etc on documents andfolders

Mandatory

Roles and Privileges: Super User, Administrator Login,Group Manager and User profiles

Desirable

The system shall support extensive reporting facility atdocument, folder and user level

Desirable

It should empower to Manage Audit Trails andexporting reports.

Mandatory

The DMS should Support various Meta Data Types likeNumeric, Float, text etc

Mandatory

System should have inbuilt health and monitoring tool forproactive monitoring of application and services

Mandatory

Document Capture and Scanning

Support for Bulk Scanning MandatorySupport for Web Scanning / Distributed Scanning MandatorySupport scanning on Linux platform MandatoryImage Assisted Indexing of Scanned Documents MandatoryDirect upload of Scanned Document to DMS MandatoryDirect capture of emails from mail client, documentsfrom Ms Office

Mandatory

Automatic file and document separation using blank pageseparator, barcode separator and fix page

Mandatory

System should provide Automatic Document QualityAnalyzer (DQA) as a separate service component forautomatic correction of parameters like improperresolution, format/ compression not proper, skew, wrongorientation, error in automatic cropping, punch holemarks etc during scanning

Mandatory

Provide Image processing libraries that support imageenhancements such as changing contrast, zoom in/out,cleaning etc and other imaging features like compressionand extraction etc.

Mandatory

Facility to upload scanned batches from different fieldoffices with Auto folder/Subfolder creation documentfiling & indexing on user defined fields.

Mandatory

System ability to provide Compression of scanned imagefiles in TIF Format.

Desirable

Engineering Drawing CapabilitiesSystem should support viewing of any engineeringdrawing files( dwg format)

Mandatory

It should provide flexible annotation support to quicklyadd comments, markups and stamps to any engineeringdrawing document

Mandatory

The viewer should provide navigation support throughzoom tool, rotate, magnifier and scrollable paging

Mandatory

Thumbnail views of Engineering Drawings should also beavailable

Desirable

System should support printing of Engineering Drawingsdocuments with full range of print options and settings,including print current view etc

Desirable

Integration and Web servicesThe System shall support integration based on standardssuch as XML

Mandatory

The System should be able to integrate with our BillingSystem (PUBS)

Mandatory

The System shall support integration with Email Servers. DesirableThe System should have scope to integrate with otherservers and services in WAF environment includingFinancial Systems, and systems that have MS SQL andOracle.

Tender Specifications:

Each bidder submitting a TTAC needs to submit the following information on your qualifications tocomplete the service in a timely and professional manner:

Portfolio on your organization Identification of three (3) similar projects/referees and any other supporting information by your

company that may benefit WAF and better explain your proposal

Bidders are to submit pricing on the basis of Electronic Document Management services listed below.Pricing should include any start up fees, infrastructure fees, as well as price per mail. These series shouldinclude, but not limited to:

Reduce cost and time for document storage and retrieval Reduce cost of lost or misplaced document Version control of documents with the help of Access Level Rights Audit trails and reports on folders, users and documents

Tender Evaluation:

An evaluation of each proposal and the selection of the top proposals will be done by WAF. The selectionrecommendation will be presented to the Tender Committee for their approval.

The recommendation for the successful bidder shall be based on the following:

Experience, capacity and capability to provide the service in a professional, timely and securemanner

Bidder’s understanding of WAF’s requirements and demonstrated ability to meet or exceedthem.

Cost of providing the services Ability to meet time frame required by WAF

EVALUATION CRITERIA

Technical Specification and Pricing criteria

WeightAdministration 20%Technical Specifications 35 %Warranty 5 %Delivery time 5 %Price 35 %TOTAL 100 %

WAF TENDER FORM Company Particulars

Name

Date of Registration

Postal Address

Telephone Facsimile

Email WebsitePrinciple Activities

Directors

Share CapitalAuthorized Issued &Paid UpAccountant

The undersigned indicate that the above information istrue and correct as of thedate h e r e b y g i v e n :

Name: ………………………………………………….. Name ……………………………………………….. Signature: ……………………………………………. Signature …………………………………………….. Designation: ……………………………………….. Designation …………………………………………. Date: ……………………………………………........ Date: …………………………………………………….

Terms and ConditionsWAF will provide the successful bidder with information for the sole purpose of use under this contract.Information is to be considered as confidential and as such, the bidder may not release any of theinformation to any source other than the established WAF’s contact.

Tender SubmissionTenders are to be submitted with the enclosed TENDER FORMS and bidders are to ensure that formsare filled and duly completed.

Lodgment of Tenders

Tender should be in a sealed envelope, marked and delivered as follows:

Tender- (WAF 14/02/06//CS/DMSS) Document Management System SolutionWater Authority of FijiLevel 1, Manohan BuildingCnr of Kings & Wainivula RdNasinu.

Late TendersTenders lodged after the tender closing time will be deemed late and will not be consideredTender closes o 24/2/14 at 4pm

For more information on the above, please contact: Sekove Uluinayau, Team Leader CustomerAccounts, Water Authority of Fiji, on Ph: 3346777.