SPECIFICATIONS FOR ELECTRONIC DOCUMENT ......SPECIFICATIONS FOR ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS), DIGITIZATION/ INDEXING OF BOARD DOCUMENTS,HARDWARE EQUIPMENT AND COMPREHENSIVE

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SPECIFICATIONS FOR ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS), DIGITIZATION/ INDEXING OF BOARD DOCUMENTS,HARDWARE EQUIPMENT AND COMPREHENSIVE USER TRAINING

TENDER NO. KTB/NT/017/2015-2016 CLOSING DATE : 5TH JANUARY 2016

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BACKGROUND

The Kenya Tourism Board is a state corporation mandated with marketing Kenya as a tourism destination. KTB would like to implement an Electronic Document Management System and digitization of around 1,000,000 documents to in order provide the following benefits;

1. Reduce or eliminate paper flow and storage throughout the Board 2. Have quick and easy access to documents and information 3. Optimize document flow throughout the Board 4. Preserve document confidentiality and integrity 5. Minimize instances of lost or misplaced documents 6. Eliminate duplication in filing documents 7. Maintain consistency in filing documents 8. Save on storage space 9. Improve organizational productivity.

The Board requires the services of an experienced service provider to digitize and index records and to provide comprehensive user training in the use of the Electronic Document Management System for all levels of staff.

1. SCOPE OF WORK KTB requires the services of an experienced Document Management System service provider to digitize and index of the organization’s documents (Around 1,000,000 Physical Records) and to provide an Electronic Document Management System for at least 10 concurrent users and 2 ICT Personnel. In order for KTB to get maximum benefit from this exercise, the successful bidder will be expected to: -

Customize the system and compartmentalize its access levels to allow Web access.

Provide Document Conversion / Digitization services. Provide comprehensive onsite user training to selected personnel from the

Board. Intergrate the proposed system with the SAP Business One ERP Supply the required hardware equipment

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BUSINESS REQUIREMENTS AND BPM CAPABILITIES

KTB wishes to implement an ISO CERTIFIED web-centric, browser-based Document Management system to leverage the economy and scalability of today’s sophisticated enterprise architectures to meet its needs. Once implemented the system is expected to enable KTB to automate diverse business processes, manage their data, and streamline their business operations. The Document Management system should be a J2EE based application platform that provides support for collaborative and ad-hoc processes, structured processes, document management, and imaging optimized for web-based applications. The system should be an out-of-box graphical development environment that allows for structured processes to be designed in an intuitive and effective manner. The Document Management System should have a complete and robust Web Services interface, making it a core component in an SOA environment. The Document Management System should be fully web based and should follow client-server architecture.

1. Document Management: The System shall support content repository that

manages electronic content, including images, PDF files, application documents, e-mail, audio, video, rich media and links to web content and COLD/ERM, offering a full life cycle management that begins with process driven access and follows through to document migration and rule-based document purging.

2. Content Management: Should offer a robust and powerful Content Management system that organizes unstructured and structured data from any source -- including, but not limited to, native DMS repositories, external

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repositories, and web content -- and presents it to users and/or other business processes in an organized and coherent manner.

3. Process Management: Should have a high volume, high performance

structured workflow engine. Records and retention Management: The System shall support Records management functionalities that will be used to help KTB meet regulatory and legal obligations associated with records and establish retention periods for all information, to reduce risk and cost

4. Core Services: The System should provide the KTB fundamental capabilities

for accessing and storing content. These should include Content management services, workflow services, lifecycle services, XML services, Java Messaging services, and Content Delivery Services.

a) Content Management services The System shall provide the content management functions needed to implement work management applications: It should Manage Content in the following ways

Check-in/check-out Ability to Protect original content from being modified by users with appropriate permission by enabling users to check out content before editing.

Version Control: Ability to Offer support for multiple versions and multiple Renditions.

Full Text Indexing: Capability to automatically Index entire content of uploaded files

Security: Access to content should be based on roles and this should be propagated up to field level

b) Workflow services The workflow solution should automate KTB processes, activities and policies for repository content. The Document management system platform should persistently manage the state of multiple instances of each workflow—by storing workflow objects in the as repository objects. Similarly, workflow templates (definitions) should be stored as repository objects so various services, such as security, versioning, and retention, can be applied.

c) XML Services The Document Management system shall provide extensive support for accessing and manipulating XML documents. In addition this support shall be based on the W3C standard object model, with a few extensions.

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d) Java Messaging Services (JMS) The system shall support JMS. The JMS shall provide a standard mechanism for isolating systems running different platforms and distributing components of complex architectures, by handling the message delivery and fault tolerance within the provider. In addition; the JMS shall support two main modes of operation: point-to-point and publish-subscribe.

e) Life Cycle Services: The proposed DMS shall provide the capability to manage the life cycle of documents, such as Migrate, Delete and Archive.

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TECHNICAL RESPONSIVENESS CHECKLIST

Note to Bidders: The following Checklist is provided to help the Bidder organize and consistently present its Technical Bid. For each of the following Technical Requirements, the Bidder must describe how its Technical Bid responds to the requirements.

In addition, the Bidder must provide cross references to the relevant supporting information, if any, included in the bid. The cross reference should identify the relevant document(s) and page number(s). The cross reference should be indicated in the column "DETAILED DESCRIPTION".

The Technical Responsiveness Checklist does not supersede the rest of the Technical Requirements (or any other part of the Bidding Documents). If a requirement is not mentioned in the Checklist that does not relieve the Bidder from the responsibility of including supporting evidence of compliance with that other requirement in its Technical Bid. One- or two-word responses (e.g. "Yes," "No,", "Will comply," etc.) are normally not sufficient to confirm technical responsiveness with Technical Requirements.

Bidders shall use the following options to indicate the "DEGREE OF SUPPORT OF COMPLIANCE" their solution provides for each of items listed in this section:

1. FS - (Fully Supported) the application fully supports the requirement without any modifications.

2. PS - (Partially Supported) the application supports the requirement with use of a workaround.

3. CR (Customization required) the application will be customized to meet the requirement(s).

4. NS - (Not Supported) the system is not capable of supporting the requirement and cannot be modified to accommodate the requirement.

Where customizations are required, clearly and comprehensively indicate the plan, design and/or approach to be undertaken to achieve the requirements.

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A clause-by-clause commentary on the Technical Specifications demonstrating substantial responsiveness of the goods and service to those specifications or a statement of deviations and exceptions to the provisions of the Technical Specifications is required.

For each SPECIFICATION, bidders are requested to provide a clear and concise explanation in the DETAILED DESCRIPTION section or provide a cross-reference to where that explanation or supporting information can be found in other part of the technical proposal.

Please fill in the COMPLIANCE column as appropriate to indicate one of the responses listed above for each item and add as many comments, diagrams, maps and/or screenshots in the DETAILED DESCRIPTION column

ELECTRONIC DOCUMENT AND RECORD MANAGEMENT SYSTEM

The objective is to accelerate business processes by collecting documents and forms, transforming them into accurate, retrievable information, and delivering it all into the business applications and databases. The system must allow, at least the following specifications:

NO

ITEM

TECHNICAL SPECIFICATION

COMPLIANCE STATEMENT

(FS, PS, CR, NS)

BIDDERS RESPONSE

SYSTEM REQUIREMENTS

1. General Mandatory requirements

The Software architecture should follow the thin client model. With this model, the Web browser on the client side will be required to perform little, if any, data processing. The requirement is such that it MUST NOT be necessary to install anything on client

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

machines..

The system must be capable of reinforcing access control to information based on user and group membership

The system must be capable to differentiate authentication from Authorization and fully integrate with an Active Directory.

Integration with existing legacy systems either natively or with the use of APIs is necessary to enable extraction of data from the legacy systems for reporting and workflow purposes"'. There MUST BE DEMONSTRATED CAPABILITY to integrate with the SAP Business One ERP. Reference sites where Complex integrations with core systems have been done will be an added advantage.

The system must implement standard security and access management features by use of Access Control List.

The Proposed System shall be able to support Authentication from Authorization.

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The Proposed system should allow Administrators to create users for purposed of authorizing them Access to content and allocation of Access Control List.

The system must maintain an Audit Trail for all activities related to accessing and using the system.

The Document Management System should provide for hosting of commonly used forms such as leave application, Loan Processing forms, Internal Memo forms, equipment requisition forms, etc. so that users can open, fill, sign and forward them for processing without printing them, either as a standalone objects or as a related data objects

The proposed Document Management System shall have the ability or Functionality that defines, manages and executes workflows, send notifications based on predefined processes and allow for approvals and authorizations to be Made

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The System shall have the ability to use listeners (Output and Input Mechanisms) to automatically pick up documents from other systems and archive them.

Specific Requirements

The Document management system should adopt a J2EE based approach so that the solution is portable to other platforms.

The Document Management System shall support Multi-tier architecture with each tier fully independent

The Document management System shall support separate Document or File server for better management of documents. The System shall support several servers running, Application, database and File Management software.

The Document management system shall support distributed Document Repositories for document upload and access at local level, which can be replicated with central repository at scheduled

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

intervals

The Document Management System shall support Multiple platforms specifically Windows and SUSE Linux. Reference sites shall be available for all the platforms

The Document Management system shall have the capability to run in multiple databases i.e.

Oracle MS SQL. DB2

Bidders Must Provide at least 4 Reference sites (Provide 3 sites where they are using either of the Databases)

The system shall provide XML based API toolkit for system integration and XML Parsing and also should have capability to create XML fields to hold large quantities of structured data.

The system shall support unlimited storage capacity by automatic/ manual creation of Volume disks of predefined sizes and disk labeling. At the lowest level it should have the data manager, which wills

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

implements basic storage to physical media. The system MUST include three data managers, Magnetic, indexed blob and Blob and the data manager interface should be open to enable extension to additional storage destinations of not less than 3 and a maximum of 8, with automatic rollover capabilities.

The system shall provide Modeller facility or a Tool box to customize the document management user interface as per the specific functional requirements. The Toolbox should provide developers and Administrators of the system with the capability to define repositories, database fields, and folder and file templates, tasks, deadlines, queries, and security.

Document Conversion features

The system shall provide facility of Bulk scanning of documents and shall support Client-Server architecture for Scanning solution, so that scanned documents can be temporarily archived before uploading to the central server. This should support upload of born digital images, digital and scanned

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

images through automatic upload or Manual upload.

The system shall support Quick scanning and indexing of bulk documents, Insert, replace documents on the web browser on the fly.

The system shall support Automatic categorization of scanned images as different documents like application form, Supporting documents, Field report etc.

The system MUST have a capture mechanism that will be used to bring data into developed application through various ways, fax, scanner, email, sms etc.

The system shall Support all the special image enhancement functionality offered by the scanner through the driver interface.

Capture mechanism and document acquisition

The system shall support Bulk Import of image and electronic documents and automatic indexing of documents on the basis of Offline data.

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The bidder Must specify Performance Data Input tested in a specific environment per hour in capturing, creating documents and storing in a magnetic Disk. The bidder Must highlight the factors that may impact on performance of capturing documents per hour using the system and whether these factors are controllable.

The system shall support Integration with Mail server for direct Uploading of Emails for corresponding users and indexing on user defined parameters

Save emailed document including attachments

Save recipient email Address

Save send email address, date, time, etc.

E-mail status – sent successfully or email send failed

Archival feature

The DMs shall support all commonly used file formats as MSOffice, Acrobat, TIF, JPEG, GIF, BMP and scanned documents

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The DMS shall provide ease and flexibility of arranging documents in a folder by Sorting and viewing the documents in the folder on number of relevant parameters of the document such as Name, Date, Type, Size, Pages and Useful Information, etc

The Document management system shall provide facility to link cross-related documents through unique repository keys, URL posting etc.

The DMS shall provide search facility on the same interface, so that users are able to search the document using specific classification criteria.

The system shall support versioning of documents with facility to write version comments and Publish.

The system shall allow Locking of documents for editing and importing it back into the system through check-in/Check-out features.

The DMS shall have an archive function that Zips information

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

in the database and converts to an XML Format for easy portability. This is zipped file should be moved from the database and stored in a magnetic storage.

The DMS should have a facility to create Archive templates for documents due for retention.

The DMS should have an archive activity that can be incorporated in a process, and used in conjunction with a query to locate objects ready to be archived.

Image Viewer The Document management system shall support Applet for viewing Image documents

The Document management system shall support for viewing documents in the native application.

The system shall provide facility of putting text, graphic and image annotations on document pages

The Image applet shall support comprehensive annotation features like highlighting,

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

marking text, underlining putting sticky notes on documents, and support for text and image stamps etc.

The system shall support automatic stamping of annotations with user name, date and time of putting annotations.

The system shall provide facility for securing annotations for selective users.

The system shall provide facility for users to enter the remarks / comments / message and an Access Control List to secure notes and annotations on the documents as per the requirements. The secured notes shall only be visible to users that have been provided the rights to view the secured notes.

The DMS shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to zoom in on a part of image and other image operations like Invert, rotate etc

The system shall store annotations as separate file and

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

at no time, the original image shall be changed.

The system shall support for Thumbnails on image documents and have a facility for thumbnail generator.

Retrieval of documents

The Document Management system shall provide extensive search facility to retrieve documents or Folders.

The system shall support combined search on Profile, Indexed and Full Text Search.

The DMS shall support search for documents or folders on document or folder on profile information such as name, created, modified or accessed times, keywords, owner etc.

The DMS shall support advanced search using Boolean and logical operators like and, or, greater than etc. for example searching application form on the basis of customer type and City.

Business Process

The Workflow solution shall support authorized users to forward the files/documents for

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

Management approval in a pre-defined or flexible route. Different users in the route would be able to access the work items from their Inbox, process it and forward it or revert it for further processing.

The Workflow solution shall support collaborative working on documents in a secure environment through Workflow instances.

The Process designer shall have a facility to reference various system objects in a defined workflow.

The system shall support routing of Workflow instances to users' inboxes for their action. These inboxes shall have the facility to categorize overdue work, pending work, All my work, Work Assigned to Me, by filtering using the user login ID.

The DMS shall provide clear cut reports on workflow instances for each activity that is started, Status, User performance, Workflow Metrics, Locked work, work in error, All activities history or work initiated and

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

where it is etc.

The Workflow solution shall give an option to Refer Work items to other users for reference even if that user is not the part of the workflow route

The Workflow solution shall support Facility to Divert work items to other users for delegating or substituting, whenever user goes on leave

The Workflow solution shall support Time-based and event-based reminders and automatic escalations to concerned user after a specified interval of time

The Workflow solution shall provide facility to assign tasks and set deadlines for each user in workflow.

The Workflow solution shall support dynamic rights allocation on objects after receiving the work item. The rights should be enabled / disabled automatically as the letter is routed in the defined path.

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The system shall support strong searching, reporting and monitoring of work process and status to help in automating work processes and improve efficiency like search on pending work items, completed work items or No. of work items pending with specific user etc.

Security (Access Control List)

The document management system shall support definition of Users, Groups and Roles relation in the system.

The DMS shall support access permissions on Folders, documents and object level.

The DMS Shall clearly separate Authentication from Authorization.

The DMS shall support multiple levels of access control lists

Execute, Read, Annotate, Write, Create, Delete, Manage objects, Create workflow, Unlock next instance and this access controls should have expressions that can be applied as conditions using the if condition.

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

The system shall support secure login id and passwords for each user and passwords shall be stored in an authenticating mechanism in an encrypted manner e.g. Active Directory.

The system shall support integration with Active Directory for extensive password validations e.g. passwords of minimum characters, alphanumeric, locking of user-id after three unsuccessful attempts, password expiry, password history so that passwords are not same as previous passwords etc.

The system shall support Disaster recovery and store data onvNetApp, storage devices and by replicating the data to remote locations through automatic mirrors.

The system shall provide support for HTTPS's/SSL for secured data transfer.

The system shall support Extensive Audit-trails at document, Folder and for highest levels for each action done by particular user with

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

user name, date and time.

System Administration Backup and Recovery

The system shall support web-based administration module for the complete management of system.

The Admin module shall support Users/Groups/Role definition and granting Access Rights to them and set password expiries.

The Admin module shall provide easy to use interface for Index structure definition that can be used by different users through the in-built field management system (FMS).

The Admin module shall provide facility to Configure complete, automated and incremental backups and shall be able to integrate with third party backup solutions.

The DMS must provide automated backup and recovery procedures that allow for regular backup of all or selected classes, files, documents, metadata and administrative attributes of the DMS

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

repository.

Allocating storage media, system or location for the backup (e.g. off line storage, separate system, remote site).

The DMS must allow only the Administrator to restore from DMS backups. Full integrity of the data must be maintained after the restore.

History and Audit Trails

The Document management system shall support extensive Reports and audit trails and shall also provide data points and facility to design new reports.

The system shall support Extensive Audit-trails at user, Folder and File Levels

The system shall provide facility to generate Audit trails on separate actions, and between specific date/times.

Warranty The bidders must give assurance that the system components are covered and provided with warranty agreements. The warranty shall cover correction of system

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NO

ITEM



(FS, PS, CR, NS)

BIDDERS RESPONSE

processing defects attributable to the software, hardware/software configuration and network infrastructure (where applicable) for a period of 12 months (1 Year). After commissioning of the system and going live.

The bidder must have locally available qualified and experienced IT personnel who will provide assistance in the installation, implementation and utilization of the system. They must be located locally and dedicated to this project. Technical and project management support shall be required until the end of the project

Training System Management Training for two (2) IT Staff System operation training for approximately Ten (10) End Users.

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NO


BIDDERS RESPONSE

NO ORGANIZATION REQUIREMENTS

1 The supplier must be an Authorized service provider of the Current System(Attach relevant documentation)

2 Staff Qualifications: Must have at least 5 Certified Trainers on the current EDMS.

3 Show evidence of having offered similar services in a Government organization or Ministry

NO SCANNING SOFTWARE 1. The bidders must specify the scanning

software and models of scanners to use in this project. ( These must be compatible with Windows XP, Windows 7, Windows Server 2008+ and with the EDMS

2. The scanning software used must support a wide range of scanner models and driver interfaces and must be compatible with Windows XP, Windows 7, Windows Server 2008+ and with the EDMS

3. The software should provide full featured scanning controls, including: auto de-skew (single and multi-page), auto de-speckle, auto "dead" page recognition, rotate, crop, minor, repaginate, delete, insert from disk, print, zoom in/out pan, versioning, and others.

4. The bidder must Demonstrate capability to scan a daily output of 200,000 images per day using high volume Scanners.

5 The bidder will be required to setup the scanning infrastructure at the Project site (on-site) using bidder's own scanners and other necessary

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equipment. SCANNING 6 Bidders must show capabilities of

having scanned more than 2 million documents in at least 5 recognized institutions in the last four years, References from 3 GOK bodies will be an added advantage

7. The imaging devices provided by the bidder must be able to scan Documents of various sizes for example A5. A4, A3. etc.

8. The setup must consist of requisite quantity of equipment such as computers, scanners etc. to be deployed by the bidder and remain property of the bidder upon completion of the project.

INDEXING 10. The Bidder must ensure that all

scanned images are indexed in the required manner as specified and are in a format that is accepted by the Board using the predefined identifications and categorization parameters

QUALITY CONTROL 11. The successful bidder will be required

to maintain the same sequence; Receiving of documents, scanning, documentation, merging, quality - control and uploading to proposed EDMS

12. The bidder will be required to ensure the quality of all scanned Documents (clarity of images) and data captured (accuracy of captured attributes).

13. The bidder shall be expected to link the captured data (Index Metadata) with the scanned documents in a format that is acceptable - with the EDMS.

14. Provide detailed Quality Control Mechanisms in digitization/scanning project.

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SCANNER SPECIFICATIONS The following minimum specifications are expected for the scanners that will be deployed so that time frames are adhered to in achieving the output number required daily of 100,000. The following must be supported on the capture software level of the scanning utility. 15. Must have a data entry option with

capabilities of doing indexing by use of database lookup to populate fields form ODBC sources

16. Easy to use and customize jobs where possible by use of APIs

17. Ability to output different file formats to file, mail and print directly.

18. Compatibility with WINDOWS XP (32-bit) SP2 and SP3, WINDOWS XP (64-bit) SP2, WINDOWS 7 (32-bit & 64-bit), Server 2003, 2008, Unix, Linux.

19. User friendly Interface, One-touch scanning using program shortcuts. Must support single-document scanning, multi-document (single- batch) scanning, and multi-batch scanning.

20. Easily reprocess images without re-scanning, easily insert, rescan, reorder and blank scanned images.

21. Multi-feed Detection, Ultrasonic Multi-feed featuring: Three sensors, Preemptive Ignore, VRS Ignore, Ignore by Size. Must support single document scanning, multi-document (single-batch) scanning, and multi-batch scanning.

22. Easily image merges and split documents. Must have high speed multi image display, have option of separating documents by count or blank page, barcode, OCR, Patch code and more. Must have Zonal OCR/MICR, user optimized OCR. It should have a facility for barcode and zonal OCRIMICR indexing

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26. Briefly explain critical ten (I0) stages of pre-scanning processes you employed during your previous digitization project

23. Must have capabilities of outputting to UMP, Tiff/multi-page TIFF,- Multi-page POP, RTF, TXT, output unlimited searchable PDFs.

24. Capability to output PEW-A, compressed color PDF & most importantly XML flies.

PROJECT MANAGEMENT PROCEDURES 25. Provide outline of your proposed project

management approach in the digitization/scanning project

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POTENTIAL PROBLEMS EXPERIENCED IN DIGITIZATION PROJECTS

28. Define and explain briefly potential problems experienced in previous digitization/scanning project and how you navigated them

DAILY OUTPUT 29. Submit the output in terms of documents/records

that can be processed (prepared, scanned, indexed, quality control checked and restoration done) per person per day on average

TRAINING 30. Submit a detailed Training program of the

continuous scanning methodology that shall be employed during and after the digitization process is complete

MINIMUM STORAGE REQUIREMENT

DESCRIPTION DETAILED SPECIFICATION

TENDERER RESPONSE

Controller Dual Controller

Max. Raw Capacity 576TB

Installed capacity (Raw)

24TB

Supported Internal Drives

24

Performance HDD N/A

Capacity HDD 2TB, 3TB, 4TB

SSD 400GB

Max. Drives (Internal 144

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+ External)

ECC Memory 36GB

Controller Form Factor

1 or 2 controllers in a single 4U chassis

Maximum Flash Pool 4TB

NVMEM/NVRAM 4GB

Onboard I/O: UTA 2 (8Gb FC/16Gb FC/FCoE/10GbE)

81

Onboard I/O: 10G Base-T

N/A

N/A

Onboard I/O: 6Gb SAS

4

Onboard I/O: GbE 4

Storage protocols supported

iSCSI, FCoE, and FC for FAS255x; iSCSI for FAS2520 NFS V2/V3/V4 over UDP or TCP, PCNFSD V1/V2 for (PC) NFS client authentication, Microsoft® CIFS, HTTP 1.0, HTTP 1.1 virtual hosts

OS Version Data ONTAP® 8.2.2 RC1 or later

High-Availability Features

Alternate Control Path (ACP);Ethernet-based service processor and Data ONTAP management interface; redundant hot-swappable controllers, cooling

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fans, and power supplies

Supported Configurations

Cluster Configurations

Single-node cluster Two-node

switchless cluster Two-node switched

cluster Clusters of HA pairs

7-Mode Configurations Controllers:

Single controller Active-active

controllers in an HA pair

Active-passive controllers in an HA pair

Back-End Disks:

Single path with single controller or HA Pair

Dual path with single controller

MP-HA with HA pair (best practice)

Disk Shelves Supported

DS2246 (2U; 24 drives, 2.5" SFF) DS4246 (4U; 24 drives, 3.5" LFF) For complete details on expansion disk shelves and supported media in those shelves, refer to the NetApp Disk Shelves and Storage Media web page.

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Maximum RAID Group Sizes

RAID 6 (RAID-DP®)

SAS and FC: 28 (26 data disks plus 2 parity disks)

SATA: 20 (18 data disks plus 2 parity disks)

RAID 4

SAS and FC: 14 (13 data disks plus 1 parity disk)

SATA: 7 (6 data disks plus 1 parity disk)

RAID 6 + RAID 1 or RAID 4 + RAID 1 (SyncMirror®)

Host/client operating systems supported

Windows® 2000, Windows Server® 2003, Windows Server 2008, Windows Server 2012, Windows XP, Linux®, Oracle® Solaris, AIX, HP-UX, Mac® OS, VMware®, ESX

Max. Number of LUNs 2048 per controller

Number of Supported Hosts

Up to 6 ports per controller configured as front-end (host) connectivity ports

Up to 12 directly connected servers per active-active configuration

Connected hosts per HA pair: Up to 512 SAN connected servers

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FlexVol Volumes Up to 500 per controller

Snapshot Copies Up to 127,500 per controller

Maximum Volume/ Aggregate Size

120TB

Storage protocols supported

iSCSI, FCoE, and FC for FAS255x; iSCSI for FAS2520 NFS V2/V3/V4 over UDP or TCP, PCNFSD V1/V2 for (PC) NFS client authentication, Microsoft® CIFS, HTTP 1.0, HTTP 1.1 virtual hosts

OS Version Data ONTAP® 8.2.2 RC1 or later

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HARWARE SPECIFICATIONS DESCRIPTION DETAILED

SPECIFICATION TENDERER RESPONSE

Processor family Intel® Xeon® E5-2600 v2 product family; Intel® Xeon® E5-2600 product family

Number of processors 2

Processor core available

6

Form factor (fully configured)

2U

Power supply type (2) Common Slot

Expansion slots (6) Maximum - For detail descriptions reference the QuickSpec

MEMORY

Memory, maximum 768GB

Memory slots

24 DIMM slots

Maximum

Memory type

DDR3 RDIMM, LRDIMM, or UDIMM, depending on model

CONTROLLER CARDS

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Network controller (1) 1Gb 331FLR Ethernet Adapter 4 Ports per controller or

(1) 10Gb 530FLR-SFP+ Ethernet Adapter 2 Ports per controller or

10Gb 533FLR-T FlexFabric Adapter 2 Ports per controller Depending on model

Storage controller

Smart Array P420i Applicable to all models

Internal HDD 900GB on RAID 5.

DIMENSIONS AND WEIGHT

Dimensions (W x D x H)

44.55 x 69.85 x 8.74 cm

Weight 18.59 kg

SERVER MANAGEMENT Infrastructure management

iLO Management Engine, Insight Control

Warranty 3years

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TECHNICAL EVALUATION CRITERIA

1.0 CRITERIA, SUB-CRITERIA, AND POINT SYSTEM FOR THE EVALUATION OF

TECHNICAL PROPOSALS ARE:

NO: SPECIFICATIONS. TOTAL

POINTS.

1 Integration of the system and workflows with SAP Business

One

MANDATOR

Y

2. References and Brief Profile of the Lead Firm :

Specific experiences of the Tenderer in similar Projects:

At least five (5) local References and five (5) international

References in similar Projects, especially in the public sector, with

contact persons and telephone/email contacts.

Bidding firm must have over 8 years’ experience in this region,

particular in EDMS.

SITE VISITS WILL BE MADE BY KTB TO CONFIRM DETAILS

15

3 Conformity to the Technical Specifications AND understanding the purpose and objectives of the assignment

50

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GENERAL REQUIREMENTS FOR THE SYSTEM All Bidders MUST specify the version and source of the system they are

supplying

Bidders MUST attach a system Brochure/Datasheet containing all the Technical Specifications.

Declaration of the relationship between the Bidder and the owner/Manufacturer of the system must be declared where the system is not internally developed.

Bidders to quote for hardware and software separately

Bidders to give full details of the hardware that is required for their proposed solution.

4. Approach, Methodology & Work Plan

Adequacy of the proposed approach, methodology and work

plan in executing the assignment/project

Activity (work) schedule & staffing

10

5 Qualifications and competence of the key staff for the assignment 10

6 TOTAL TECHNICAL SCORE 100

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PRICE SCHEDULE OF REQUIREMENTS.

ITEM NO.

DESCRIPTION UNITS UNIT COST

(KSHS)

TOTAL VAT (KSHS)

TOTAL COSTS

(KSHS)

1 Document Management System Server Installation software (with all modules) Perpetual. Include first year (12 months) warranty, support and maintenance.

1

2

Document management system concurrent user licenses 10

3

Administrator training

2

4

Training of Trainees 10

5

Host Server

1

6

San Storage

1

7

Complete System Implementation of the EDMS and Uploading of the scanned images

Service

8

Bureau Service for 1,000,000 1 million

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documents

9 * Any other costs

TOTAL COST (Kshs).

* Details of any other costs that KTB may incur should be clearly spelt out. Any ambiguity may render the proposal unresponsive

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1. PROCESS FLOWS Imprest Application Form – Process Flow

Start

Enter Employee Details (Name, Designation, Personal

Enter Imprest Amount and Purpose

Attach itinerary and signed budgets

Send document for HOD approval

Document Approved?

Application returned to user

1

1

N

Verification of application by Accountant In

Approval of Imprest by HOF

Document Approved?

Payment Processed

End

Y

N

2

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IMPREST ACCOUNTING/SURRENDER

Y

Start


Attach receipts

Checked by HOD for approval

Document Approved?


1

1

N

Document Authorized

End

Y

Select

Imprest

Application

Imprest

Surrendered

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EXPENSE CLAIM FORM

Enter Employee Details (Name, Date, Staff num, Dept)

Enter Claim

Particulars (Date,

Description, Receipt

Attach Claim Receipts

Approval by HOD

End

Y

Claim Checked/

Payment

processed

N

Start

1

1

Payment Authorized

1

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PERDIEM APPLICATION FORM /PROCESS

Start

Enter Employee Details (Name, Designation,

Attach itinerary and signed budgets

Send document for HOD approval

Document Approved?

Application

1

1

N

Serial Select perdiem

rate based on

Enter area of

visit, purpose and

Y

Certified by HR

Approved by End

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PERDIEM ACCOUNTING/SURRENDER FORM

Start


Attach

Checked by HOD for approval

Document Authorized?


1

1

N

Document HR Certified

End

Y

Select

Perdiem

Application

Perdiem

Surrendered

Approved by Finance