REQUEST FOR PROPOSAL (RFP) for Provide Document Imaging & Archiving Solution And Develop Application Process Workflow on MS SharePoint

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REQUEST FOR PROPOSAL (RFP)

for

Provide Document Imaging & Archiving Solution

And Develop Application Process Workflow on MS SharePoint

May 2016

Housing Development Finance Corporation Plc.

Information Technology Department 4th Floor, H. Mialani,

Sosun Magu,

Male', Republic of Maldives.

Telephone : 3338810, 3315896, 3315897 Fax: 3315138

Email : [email protected] Website: www.hdfc.com.mv

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Housing Development Finance Corporation Plc. May-2016

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1. Request for quotation

Housing Development Finance Corporation Plc (hereinafter referred as "HDFC") invites submission of offers for Providing Document Imaging & Archiving Solution and Develop Loan Application Process Workflow on MS SharePoint.

RFP No: HDFC/RFP/2016/1

Advertise Ref. No.: HDFC/IU/2016/05

Date and time for submitting proposal offer 09-June 2016, 11:00

Bid awarding Date Open

Address of Communication

Information Technology Department 4th Floor, H. Mialani

Sosun Magu

Contact No.: & Person Telephone : 3338810, 3315896, 3315897 Fax: 3315138

Mr. Abdulla Musthafa, Mr. Mohamed Fathy

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2. Introduction

HDFC moving toward achieving, more secure and efficient record management system to provide better service to customers. The project involves digitizing existing paper files, managing and archiving them electronically, automating document flow and filing process on real-time. HDFC wishes to have Credit workflow, part of the document management solution to be developed on SharePoint platform on which future in-house development intend to take place. HDFC plans to develop intranet on SharePoint platform with Custom Data Visualization Dashboards, Document library, Knowledge base, Search, FAQ corner, Calendar, Gallery, Announcement etc…

3. File management current status overview

 Head office at Male’ and a branch at S.Hithadhoo (Addu Center), the company operates with +30 technical employees.

 On an average of 50 applications (50x4 = 200 customer) are received and processed per month. The number is expected to grow 10% each year.

 At present, records of approximately 4500 customers are maintained for a period of 15 to 20 years.

 Volumes of paper processed or utilized per customer on average are:

o No of pages in documents submitted by a customer: 140 o No of pages in documents generated during the process: 15 o No of pages add to file over the grace period: 3

o No of pages added to file over the facility period / year: 3

 Percentage of paper size filed: A4 – 90%, A –10%, mostly stapled, few softbound.

 Files have been systematically organized for each loan/facility in individual folder sequentially numbered.

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4. Requirement

HDFC invites technically viable and commercially competitive proposals from reputed bidders for providing solution under the following scope:

Scope of work:

HDFC is seeking for Document Management Solution at HDFC head office from qualified

suppliers/developers to provide software/hardware, implantation and technical support. The project involves:

 Setting up digital filing (document imaging) process for archiving existing Credit Facility Documents and real time archiving for the new applications.

 Managing and archiving converted filed by means of Indexing, Metadata/Tag, allowing content search.

 Develop a workflow on MS SharePoint platform for application process with internal approvals controllable to submit document through online application.

 Provide technical and functional training to users.

 Project preliminary should include requirement analysis based on those rules and business logics for the proposed solution that are defined and approved by HDFC.

 The proposal should include third party software licensing price necessary for the implementation of the solution.

Minimum Requirement Specification

The following specification describes essential features required and not limited to the functions of the application.

Document Imaging Solution

Platform and compatibility 1. Web based application.

2. Able to fully integrate with the applications on the Microsoft platform in particular MS SharePoint.

3. Integrated with Active Directory (AD) to enable Single Sign-On mechanism for authentication.

4. support Multi user concurrent sessions

5. Have the capacity and capability to expand, depending on the client’s future growth requirement.

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6. Able to maintain document versioning.

7. Able to set multiple and full-text indexing

8. OCR - Optical Character Recognition (English) capability 9. Batch scanning and metadata extraction

10. Have Check in/out features for documents (Document Tracking) 11. Able to detect duplicate (De-Duplication)

Security

12. Role based security model, able to limit access at department, user, system, function, and file levels as well as ability to establish exceptions.

13. Record detailed permanent audit log of all actions performed on a document including user and time stamp.

14. Able to mask document at different levels

Process (Credit) and Document Workflow on SharePoint

Platform and compatibility

1. Develop on Latest SharePoint version available.

2. Integrate the Document Management system with existing ERP solution (Oracle EBS (Oracle Financials + Oracles Loans)).

3. Integrated with Active Directory (AD) to enable Single Sign-On mechanism for authentication.

4. Support Multi user concurrent sessions Function

5. Able to integrate with the capturing application for automatic data capturing.

6. Able to initiate workflows from capture process in addition to manual initiation 7. Abe to submit document online.

8. Customizable Dashboard

9. Able to create and customize reports 10. Able to generate Alerts /Notifications Security

11. Role based security model, able to limit access at department, user, system, function, and process levels with the ability to establish exceptions.

12. Record detailed permanent audit log of all actions performed.

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5. Opening of quotation offers:

All quotation will be opened in the presence of the vendor’s representatives who choose to attend the bid proposal submitting/opening event on the date and time specified above.

It is mandatory that all clarifications / queries should be submitted by the vendors in writing to the HDFC at least seven days before the date of submission. HDFC will not entertain any other request for clarification other than the ones, which were submitted in writing as specified here.

6. INSTRUCTION TO BIDDERS

Quotation document should be sealed in an envelope. Documents should be submitted at HDFC’s address given below, on or before 1100 hours on 09-June-2016. Documents received after the date and time specified for receiving the offers will be rejected.

Housing Development Finance Corporation Plc.

Information Technology Department 4th Floor, H. Mialani

Sosun Magu

Envelopes should be securely sealed and stamped.

All the envelopes must be super-scribed (top left hand corner) with the following information:

Quotation Document for Providing Document Imaging & Archiving Solution And Develop Application Process Workflow on MS SharePoint

HDFC/RFP/2016/1 HDFC/IU/2016/ 05

Sl Document Name Sheet name

1 Quotation proposed item(s) Quotation

2 Technical Details of proposed item(s) Technical Details

3 Company Profile Company Profile

Each bidder is required to submit one (1) copy (hard copy) of their proposal documents Each of above document should be signed and stamped

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6.1. Qualification Criteria

 The bidder submitting the offers should be a registered company

 The bidder should be in the related business.

 The consultant or the analyst who design the Process Workflow and Document management must be certified in certified information processional (CIP) and technician involved in implementation must have at least 5 years of content management experience.

6.2. Proposal Award Method

Proposals will be evaluated against Points Allocation Tables for Bid Proposals in section ‎6.19.

HDFC can award the proposal to multiple vendors offering part of the solution. HDFC may decide award entire bid to the bidder with lowest aggregated value among qualified proposals provided that variation of the proposal value is less than 5%.

6.3. Notice of Award

All Successful bidders will be notified in writing; in addition the list of the successful Bidders will also be displayed in the Company’s notice board and HDFC’s website www.hdfc.com.mv.

6.4. Offer Validity Period

The Offer should hold good for a period of 30 days from the date of the opening of technical offer.

6.5. Proposal Ownership

The proposal and all supporting documentation submitted by the vendor shall become the property of HDFC.

6.6. Modification and Withdrawal of Quotation

document Offers

Vendors are not allowed to modify their offer once submitted. No offer can be modified or withdrawn by a vendor after submission.

6.7. Opening of Quotation document offers

Quotation document received within the prescribed closing date and time (submission & opening deadline will be same) will be opened in the presence of vendors’ representatives who choose to attend the opening of the Quotation document on the date and time specified in this tender document. The vendors’ representatives present shall sign a register of attendance.

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6.8. Payment terms

Advance payment will not be allowed upfront. Payment for supply & services will be performed upon submission of the invoice after the inspection from the technical team that the supply and services have fully met the specified requirements of the technical document.

6.9. Clarification of Offers

To assist in the scrutiny, evaluation and comparison of offers, HDFC may, at its discretion, ask some or all vendors for clarifications on the offers made by them. The request for such clarifications and the vendor responses will not necessarily be in writing.

6.10. No Commitment to Accept Lowest or Any Offer

HDFC is under no obligation to accept the lowest or any other Offer received in response to this TENDER and reserves its right to reject any or all the offers including incomplete offers without assigning any reason whatsoever. HDFC will not be obliged to meet and have discussions with any vendors and / or entertain any representations.

6.11. Negotiation

It is absolutely essential for the vendors to quote the lowest price at the time of making the offer in their own interest, as HDFC will not enter into any price negotiations.

6.12. Right to Alter Quantities

HDFC reserves the right to alter the quantities specified in the Offer in the event of changes in plans of HDFC.

6.13. Termination

HDFC shall be entitled to terminate this contract by giving 3 weeks’ notice to Successful Bidder in case:

o Successful Bidder fails to supply the solution as per the requirements of HDFC. In such eventuality.

6.14. Order Cancellation

HDFC reserves its right to cancel the entire / unexecuted part of the Purchase Order at any time by assigning appropriate reasons in the event of one or more of the following conditions:

o Delay in delivery beyond the specified period of delivery.

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6.15. Upgrades/updates

During the course of service contract Vendor should ensure availability of updates and upgrades of the product as and when released, Vendor is also responsible for porting all such updates /

versions in the servers as required by HDFC.

6.16. Installations & Setting up

All communication in relation to supply, installation and queries has to be directed during all official hours unless prior arrangements are made.

6.17. Manuals and Software

The vendor will supply all the related documentation and software. These will include but not restricted to user manual, operation manual, operating system, other software, drivers etc.

6.18. Publicity

Any publicity by the vendor in which the name of HDFC is to be used will be done only with the explicit written permission of HDFC.

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6.19. Point Allocation Table for Bid Proposals

Point Description Point Explanation Calculation*

Base price for the solution which includes license fees, special hardware required for the solution,

implantation cost, training and solution delivery

35 Lowest Price get maximum point L/B * P

Annual support fee including software updates

20 Lowest Price get maximum point L/B * P

Usability * 10 Higher points for solution’s ability to

accommodate into business process. B/H * P Scalability * 05 Higher points for solution’s capacity to

expand for future needs cost effectively.

B/H * P

Familiarity * 05 Higher points for commonly used db/program understood by the technician

B/H * P

Delivery / Installation 10 Shortest Period for delivery gets the

maximum point L/B * P

Authorized services support in Male’ for

proposed solution 05 Established Local support Centers gets

the maximum point Yes=5

No=0

Company reliability 10 Reference to recent projects In related field:

Projects undertaken of a similar size and

complexity (Past 2Year) = 5 Fulltime certified

professionals = 5

* Points will be based on observation from demonstration

Solution or part of the solution that does not meet the minimum requirement will not be entitled for Points and will be considered as 00 point.

H=Highest among the bidders, L=Lowest among the bidders, B= the bidder, P=point

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7. TERMS AND CONDITIONS

 The Supplier shall provide all personnel, supervision, equipment, tools and materials required to perform the services defined in these Specifications and the resulting Supplier’s submittals.

 Solutions supplied under this RFP specification shall conform to the Specification mentioned.

 Price information must be furnished on Quotation sheets and shall be in Maldivian Rufiyaa.

 Payment for services performed under this contract will be made at the conclusion of work, with a requirement for the submission of invoices and documented verification of conformance to provided Technical Document on an item by item basis. Verification of said conformance requirements shall be measured by HDFC within 07 days from the date of delivery

 HDFC has the unencumbered right to cancel this bid upon prior written notice for non- conformance to these requirements.

 If supplier fails to deliver the Solution on the agreed delivery date, 0.5% of the total cost of the invoice will be deducted, for each and every day between the agreed date and actual date of delivery.

 Contract definition and terms:

a) By submitting his/her proposal in response to this RFP solicitation, the Supplier acknowledges that he/she understands the substance and scope of these RFP Specifications and agrees to accept said Specifications as the principal control document with regard to the interpretation and execution of this Contract.

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