REF: RFP No: ECB/HN/1/2014 TERMS OF REFERENCE

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1 Tel.: Bismarck Street P.O. Box 2923 Fax: Windhoek WINDHOEK hndilula@ecb.org.na REF: RFP No: ECB/HN/1/2014 TERMS OF REFERENCE Implementation of an Electronic Document and Records Management System (EDRMS) for the Electricity Control Board 1. Overview The Electricity Control Board (ECB) is a statutory electricity regulator established by the Electricity Act no. 4 of The ECB has the core responsibility of exercising control over the electricity supply industry (ESI) and regulation of generation, transmission, distribution, supply, use, import and export of electricity in Namibia. It is also responsible for the regulation of electricity tariffs and quality of supply and service. The Electricity Control Board (ECB) is supported by a Secretariat headed by the CEO and comprising management, professional and support staff in disciplines such as engineering, economics, finance and accounting, customer services, legal, communications, human resource management and information communication technology management. P a g e 1

2 2. Background In order to enhance efficiency and effectiveness, the ECB wishes to acquire the services of an experienced service provider to implement an EDRMS solution. The key deliverables are as follows: Development of a global file plan that complies with the National Archives Act of 1992 and the Archives Code of the National Archives of Namibia. Recommend document and record management policies and guidelines (naming conventions, retention and disposal schedules etc.) Train ECB staff on filing principles (Management [10], General Staff [25]) Assist with implementation of paper-based filing according to new file plan Install a customisable EDRMS system Conduct user-training (Administrator [2] and end-user[33]) 3. Key Functionalities of EDRMS File Plan Management (classification, retention and disposal) Document Management (types of files that can be added to EDRMS should include doc, docx, xlsx, pdf, ppt, pptx, xls, rtf, mp3, wav, mp4, wmv, avi, mov, txt, msg, & vsd) Compatibility with Microsoft Office Suite (Word, Excel, PowerPoint & Outlook) Integration with scanner; capability of allowing users to scan and upload documents, with an OCR feature Automated system back ups Ability to audit access (successful and unsuccessful) and modifications made to files stored in EDRMS Accommodate business processes/document workflows (approvals, evaluations etc.), augmented by notifications Electronic signature/seal capability Role-based access control restrictions to files Search engine capable of accepting multiple criteria P a g e 2

3 Archives management Generate usage reports Restore older versions of files Restore deleted files Ability to add metadata to files Can manage records in non-electronic format (books, magazines etc.) EDRMS should be updatable (bug fixes and new functionalities) Meets ISO 15489, MOREQ, DOD & ISO standards 4. Requirements Performed similar implementations in the past 3 years Knowledge of the Archives Act, 1992 (Act 12 of 1992) and Archives Code Knowledge of change management best practises in electronic document and records management A knowledge transfer plan must be provided Capability of providing long-term maintenance and system support The EDRMS solution must meet the prescribed functional requirements The Service Providers are requested to send their proposals including the approach to the assignment and the charge-out rates per hour. The project price should be inclusive of VAT. Please indicate the estimate of disbursements. P a g e 3

4 5. Evaluation Process The bids will be evaluated using the two (2) envelope process whereby the technical proposals will be evaluated first. Then the financial proposals of qualifying tenderers will also be evaluated. To qualify for the financial evaluation a tenderer must score 53% or higher in the technical component. The main criteria in the technical evaluation will be: 5.1 Methodology 5.2 Work plan and time frames. 5.3 Knowledge, Qualifications and Relevant Experience of the project team 5.4 Service provider s resources (Operational, Human & Commercial). 5.5 Affirmative action & BEE policies and achievements 5.6 Namibian component & skills transfer. 6. Reporting 6.1 The ECB will appoint a representative to co-ordinate the project with the service provider. 6.2 The ECB or consultant may request additional ad-hoc meetings on specific issues if required. 6.3 The service provider shall be responsible for record keeping of all proceedings and minutes of meetings. All documents should be submitted to the ECB for approval before going out to other stakeholders. 6.4 All reports, minutes, presentations and studies conducted shall be made available to the ECB in full electronic media. PDF or any other encoded files will not be accepted. 6.5 Copyright of all reports, minutes, presentations and studies shall vest in the ECB. P a g e 4

5 7. Tender Submission and General Information 7.1 The ECB reserves the right to alter the scope of work and/or implementation schedule of this project subject to negotiations with the successful service provider. 7.2 The deadline for tender submissions is 11 September 2014 at 16: Tenders should be submitted before the deadline to the offices of the ECB, 8 Bismarck Street, Windhoek, Namibia. Faxed copies of tender documents will not be accepted. 7.4 All proposals must include soft copies of the full technical proposal in PDF format. 7.5 No proposals will be accepted unless submitted in plain, sealed envelopes addressed to the Chief Executive Officer and clearly marked Implementation of an Electronic Documents and Records Management System for the Electricity Control Board. 7.6 For enquiries and further details please contact IT Specialist, Mr. Homateni Ndilula, via (hndilula@ecb.org.na) 8. Conditions of Acceptance The Electricity Control Board is under no obligation to accept any proposal and reserves the right to accept the whole or any part of the proposals. P a g e 5