Government Document Management System (DMS Tender - 55859469

Procurement Summary

Country: Jordan

Summary: Government Document Management System (DMS as a Service)

Deadline: 31 Dec 2021

Posting Date: 04 Aug 2021

Other Information

Notice Type: Tender

TOT Ref.No.: 55859469

Document Ref. No.:

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

Purchaser's Detail

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Tender Details

Request for proposals are invited for Government Document Management System (DMS as a Service)
Private tender government document archiving management system.

2. SYSTEM REQUIRMENTS:

Below is the list of features and capabilities that should be provided by the proposed Solution unless stated otherwise, provide details of the proposed features where needed.
 NOTE: Below features are the minimum accepted features. Equivalent or higher features are accepted as well

Technical Requirements: Business Principles

The solution offered by the bidder must adhere to the following principles (Bidder shall demonstrate how he will comply with the following principles):
The proposed solution must support Multi-Tenancy for different government entities.

Flexible and modular. Each component of the solution must fulfill a well-defined role, with clean interfaces between components in order to ensure that the solution is adaptable to future needs.

Extensible: The system must be extendable in a variety of ways in supporting future requirements from Government Entities.

Technical Requirements: Software & licenses version

All software licenses are required to be the latest versions by the respective bidder for all products to support the requirements.

Systems Integration Requirements: implementation Services

The bidder is required to offer all the implementation services required to deliver its solution.
Systems Integration Requirements: Integration with other systems

Easy-integration. The solution shall be delivered with web-services interfaces facilitating hence the integration from relying parties and vendors.(API)

Functional Requirements: General

The system must be able to do full functionality (Entry, retrieve, administration) through web interface.

Provide auto-Complete and auto indexing functions

Should retrieve data from predefined lookup tables and predefined web services.

Archived image viewer must provide some functionalities such as (rotate, zoom, etc.)

The system must have the ability to integrate with MS-Office, exporting to excel/word, outlook, adobe acrobat And integrated with Active Directory.

Have the capability to storing document in patches with the ability to auto increment for pre-defined index.
Have the capability to storing document in patches with the ability to auto increment for pre-defined index.

The system must enable the users to archive and retrieve all papers and electronic documents with greater speed and efficiency. The users should be able to store any kind of document (papers or any other electronic format).

The system must not have any limited volume of files or documents to be stored or limited storage repository size.

Warranty & Support Requirements: three-years warranty

Three years comprehensive warranty and support for all supplied software's.

The Bidder should comply with the SLA mentioned at annex(5.5) for continuous support

System Availability Requirements: System availability

Describe in details your recommended system maintenance plan backup procedures.

Functional Requirements: Web interface capabilities

The Web Client should support comprehensive DMS functionality.

The user should be able to Add, update and delete documents from the web interface.

The web client should be able to do all functionality (edit, add, retrieval, searching, etc.).
3.1. Component 1: Document Management System installation and configuration
Winning Bidder Activities

For the proper completion of the Project, the winning bidder is required to perform the activities mentioned below. The winning bidder should provide any additional related activities needed for the proper fulfillment of the project and its cost should be included in the price submitted by the bidder.

• Procure, supply, deliver, install, configure, integrate, test, and maintain centralized DMS system on Government Private Cloud.

• Provide all solution documentations including System Design, Operational and Administration Manuals.

• Build, configure and test a dedicated tenant for SJD, and apply all the needed configurations and professional services to have it ready for operation.

• Migrate all archived documents and its annotated indexes form “ImageLinks” DMS-s to the new proposed system for SJD.

• Provide all needed licenses for the proposed Documents Management System to be implemented on the government private cloud (GPC). where the required licenses are as listed:

o Administration license for 100 users.

o Named Licenses (Full Used) for 900 users.

o Read Only Licenses (Search & Retrieve only) 1000 user.

Note: winning bidder is required to build and configure 450 users (part of the above 2000 users) for SJD - details of the users will be provided during implementation.
• Develop and maintain the overall project plan, and handle All Project Management tasks to ensure the successful project implementation.
Technical Proposal Requirements

The bidder is required to provide the following information in the technical proposal:

• Provide a list of deliverables for the Document Management System (DMS).

• Compliance sheet to list of activities in section 3.1 and system requirement and features on section 2

• Provide details regarding the main functionalities of the solution in addition to their compliancy with the system features as in component 2

• Describe approach of implementing and rolling out the system.

• Describe bidder‘s qualifications in the field of DMS, Business Process Automation, Content Management and Data Migration from (ImageLinks DMS).

• Provide a full description & cost of licensing criteria, clearly describing any rules or instructions for activating user licenses
[Disclaimer: The above text is machine translated. For accurate information kindly refer the original document.]

Documents

 Tender Notice