Request for Proposal

Transcription

1 Request for Proposal Government of Barbados Ministry of Agriculture, Food, Fisheries and Water Resource Management Invites proposals from individual or corporate entities for the Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW. Country: Project: Sector: Consultancy Abstract: Barbados Design and Installation of an Electronic Information and Document Management System Agriculture Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW Successful applicants are expected to implement the recommendations of the consultancy designing the structure of a new Electronic Information and Document Management System for MAFFW using SharePoint 2013 standard edition. This will include the installation and configuration of Virtual Machines, SharePoint 2013, SQL Servers, Web Servers, Special Document Capture Software, etc.. In addition they will prepare web based training videos for the various roles of persons using the system 1. The Ministry of Agriculture, Food, Fisheries and Water Resource Management now invites eligible entities (individual or corporate) to submit a proposal for the Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW inclusive of Training Videos. 2. Interested applicants should provide information demonstrating that they have the required qualifications and relevant experience to perform these Services. 3. Personnel expected to perform this work should have certification in SharePoint 2010 or later and/or proven experience in installing and configuring similar size installations. 4. In the assessment of submissions, consideration will be given to qualifications, demonstrated capabilities and general experience on similar assignments. Interested consultants should obtain further information at the below address during office hours 8:30 a.m. to 4:30 p.m. Monday through Friday except on Public Holidays: 5. Interested entities should submit a proposal outlining work processes, time lines along with the cost of work, Curriculum Vitae of individuals expected to execute the project with references, evidence of academic and other professional qualifications, relevant experience and details of similar work performed. 6. Proposals may be submitted electronically as PDF attachments, prepared in English, and sent to ps@minagriculture.gov.bb with the subject as Proposal for the Installation, configuration and commissioning of the Electronic Information and 1

2 Document Management System for MAFFW. s should reach the Permanent Secretary s mailbox by Tuesday 28 th January 2014 by 8:30 a.m. 7. If applicants prefer to submit printed copies, they may do so by submitting one printed copy and one electronic copy in PDF format on USB drive or Compact Disc. All documents must be prepared in English and place in a sealed envelope clearly marked: Proposal for Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW and submitted to the address below no later than 4:30 p.m. (Barbados time) on Monday, January 27, Attention Samuel Inniss, Agricultural Information Services Permanent Secretary Ministry of Agriculture, Food, Fisheries and Water Resource Management Graeme Hall Ch. Ch. 8. Installation and configuration should be completed by the Friday 14 th March 9. Design and testing of the training material must be completed by April 25, No application will be considered unless it complies with conditions set out in this notice 11. The Government of Barbados reserves the right to accept or reject any application received. 2

3 Terms of Reference Title: Proposal for Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW Background The Ministry of Agriculture, like other Government ministries, have managed documents in paper form since its genesis. Documents coming to the ministry are documented and then placed in files jackets (called Files) usually based on who they came from and forwarded to the Permanent Secretary, Chief and Deputy Chief Officers. These officers then forward the file jackets (Files) to other officers for action or comment. This process can lead to delays, loss of Files, miss filing etc. This process is inefficient and efforts has been made to improve it. Electronic Information and Document Management System The Electronic Information and Document Management System was conceived and a consultancy is presently being undertaken to examine the present process and design the structure of a new system to move this process into an electronic format. This consultancy will use the recommendations from the design phase and implement the EIDMS using Microsoft SharePoint 2013 Standard edition. Objective The Ministry of Agriculture is desirous of changing its management of documents from a paper based system to an Electronic Information and Document Management System. To this end the Ministry published a request for quotations from consultants to conduct a system analysis of the present system and recommend a design for the new system. This part of the project require Installation, configuration and commissioning of the Electronic Information and Document Management System for MAFFW. In addition, training material must be supplied to facilitate users within the various roles to interact with the software and accomplish their day to day task. The general objective of this project is to develop a system where information and documents generated internally and all documents and information coming in via the diverse channels will be captured, cataloged, stored and discoverable to the relevant categories of workers. All collaboration, discussion, decisions and actions taken in the business of the Ministry will also be captured, cataloged, stored and made discoverable to the relevant categories of workers. Objectives of this consultancy It is expected that this consultancy will transform the recommendations for the design structure of the EIDMS into practical configuration of SharePoint Commissioning will require testing and adjusting Standard Operating Procedures (SOPs) and the preparation of training material for each role. It is expected that at the end of this consultancy the following will exist. 3

4 1. Registry personnel must be able to capture documents from paper, and any other medium via which persons are allowed to submitting information to the Ministry of Agriculture. 2. Such documents must be captured and stored electronically and have information recorded about them. 3. Officers must be able to receive notification of matters requiring attention. 4. Officers must be able to view any related documents, search for information within the repository that he thinks is relevant, add links to such documents as needed and submit his comments. 5. Relevant officers must be able to initiate matters requiring comments and submit them with notification to the desired officers with links to all relevant documents they consider necessary to supply information. 6. Users of the system must be able to submit documents deemed as necessary for inclusion in the repository. 7. Each category of user must be provided with training videos outlining how he/she must accomplish their task. 8. Security must be in place to prevent unauthorized access, prevent loss of data and quick recovery after problems. Task Associated with Consultancy The task associated with this consultancy are: 1. Determine the virtual machines needed to install SharePoint, SQL and Web servers 2. Install the SharePoint and other relevant servers. 3. Configure the SharePoint for the various repositories, List and wikis as defined 4. Configure the various user groups 5. Configure the permissions for the repositories, list and wikis based on the user groups configured 6. Configure 10 workflows as defined 7. Define the backup procedure for the various SharePoint, SQL and Web servers 8. Update the Standard Operating Procedures (SOPs) created by previous consultancy to reflect the specifics of the application 9. Test all procedures related to the repositories, list, wikis for the various categories of workers 10. Test and verify all permissions related to the various resources 11. Prepare screen videos, with narratives, related to each category of worker outlining the steps to accomplish the task 12. Re-evaluate the classification document to ensure that it reflects the system as configured for the software 13. Prepare Links to various Access and SQL databases (Market information, Quarantine database, Greenland s information, Vet services collaboration etc.) The commissioning of the system will entail testing the configuration of the software against the SOPs for each role and making the adjustments necessary to the SOPs or the configuration to 4

5 meet the best experience for the user. Commissioning will also require that narrated screen capture video be prepared for each role demonstrating how each task is done. Related Task Some roles may require additional software to assist in their task, e.g. Document capture from paper, or from databases. Where these cases can be identified the applicant should include such software cost inclusive in their quotation but clearly identified as such. Where they are identified during the consultancy request can be made for them to be purchased outside of the consultancy cost. Outputs The outputs of this consultancy MUST facilitate the day to day work of the Ministry of Agriculture as it relates to the use of documents. Documents must be received from mail, , applications and forwarded from other Ministries. They must be indexed, classified, stored electronically and routed to relevant officers. Specific outputs of this consultancy: 1. Virtual Servers required created and installed 2. SharePoint 2013 installed 3. SharePoint 2013 configures to facilitate functions required 4. Training videos create and tested for various roles 5. Standard Operating Procedures for each role Payment Schedule Twenty percent of the agreed sum for the consultancy will be made at mobilization. Thirty percent will be paid after confirmation of installation and configuration. The final fifty percent will be paid after all deliverables have been received and accepted. 5