Request for Information: Enterprise scanning and content management solutions, as well as architecture to suit RAF s current and future needs

Transcription

1 RFB NUMBER: RAF/2014/00036 DESCRIPTION: Request for Information: Enterprise scanning and content management solutions, as well as architecture to suit RAF s current and future needs PUBLISH DATE: 16 January 2015 VALIDIY PERIOD: 90 days from the closing date CLOSING DATE: 05 February 2015 CLOSING TIME: 11:00 a.m. The closing time will be as per the clock at the RAF reception Compulsory Briefing Session RFI RESPONSES MUST BE HAND DELIVERED / COURIERED TO: ATTENTION: There will be no Briefing Session for this Request for Information (RFI). Road Accident Fund (RAF) 420 Witch-Hazel Avenue, Eco Glades Office Park 2, Block F (at reception, on the ground floor) Centurion Yolanda Bangeni NB: Bidder(s) must ensure that they sign the register at the reception when delivering their bids. BIDDER NAME: Bidders should ensure that RFI responses are delivered in time to the correct address. If the RFI is late, it shall not be accepted for consideration. The RAF reception is generally accessible eight (8) hours a day (07h45 to 16h00); five (5) days a week (Monday to Friday). Bidders must ensure that they sign the register at the reception when delivering bids. Bidders must advise their couriers of the instruction above to avoid misplacement of bid respons RFI: Enterprise Scanning - RAF/2014/ Page 1 of 14

2 THE FOLLOWING PARTICULARS MUST BE FURNISHED. (FAILURE TO DO SO SHALL RESULT IN YOUR RFI BEING DISQUALIFIED.) BIDDING STRUCTURE Indicate the type of bidding structure by marking with an X : Individual bidder Joint venture Consortium Using subcontractors Other If individual bidder, indicate the following: Name of bidder Registration number VAT registration number Contact person Telephone number Fax number address Postal address Physical address If joint venture or consortium, indicate the following: (To be completed for each joint venture/ consortium member) Name of joint venture/consortium members Registration number VAT registration number Contact person Telephone number Fax number address RFI: Enterprise Scanning - RAF/2014/ Page 2 of 14

3 Postal address Physical address If using subcontractors, indicate the following: Name of prime contractor Registration number VAT registration number Contact person Telephone number Fax number address Postal address Physical address RFI: Enterprise Scanning - RAF/2014/ Page 3 of 14

4 If joint venture or consortium, indicate the following: Name of prime contractor Registration number VAT registration number Contact person Telephone number Fax number address Postal address Physical address If using subcontractors, indicate the following: (To be completed for each subcontractor) Name of subcontractor Registration number VAT registration number Contact person Telephone number Fax number address Postal address Physical address RFI: Enterprise Scanning - RAF/2014/ Page 4 of 14

5 1. ENQUIRIES 1.1 Enquiries regarding this Request for Information should be submitted via to: Bid enquiries: Advanced Procurement Specialist Yolanda Bangeni Enquiries should reference specific paragraph numbers, where appropriate. All questions/ enquiries must be forwarded in writing not later than 11:00 on 27 January 2015 Questions/enquiries received after 11:00 on 27 January 2015 will not be entertained. Questions/ Answers will be published on the RAF website on 30 January RFI: Enterprise Scanning - RAF/2014/ Page 5 of 14

6 ANNEXURE F: REQUEST FOR INFORMATION (RFI) ENTERPRISE SCANNING AND CONTENT MANAGEMENT SOLUTIONS IN THE MARKET 1. The Road Accident Fund The Road Accident Fund (RAF) is a schedule 3A Public Entity established in terms of the Road Accident Fund Act, 1996 (Act No. 56 of 1996), as amended. Its mandate is the provision of compulsory social insurance cover to all users of South African roads, to rehabilitate and compensate persons injured as a result of the negligent driving of motor vehicles in a timely and caring manner, and to actively promote the safe use of our roads. The customer base of the RAF comprises not only the South African public, but all foreigners within the borders of the country. The RAF has regional offices in Pretoria, Johannesburg, East London, Durban, Nelspruit and Cape Town and a large number of satellite offices and hospital service centres across the country. 1.1 The damages for which the Fund may be liable include: Past and future hospital, medical and related expenses; Funeral expenses; Past and future loss of earnings; Past and future loss of support; and General damages. 2. Background to the RFI RAF is currently using the Enterprise Scanning and Content Management Solution. The system was originally purchased for integration with Fineos which has been discontinued at the RAF. These limitations include amongst others: a) The lack of security features when indexed batches are released to the branch capture server, which subsequently allow users to release non-indexed batches to SharePoint. b) The application does not have a built in feature to allow the drawing of reports for management purposes in order to collect stats of scanned images which presents an issue when senior personnel have to manage work done by staff. RFI: Enterprise Scanning - RAF/2014/ Page 6 of 14

7 c) The OCR (Optical Character Recognition) engine of the application is extremely weak, sometimes it does not even work which causes issues when scanning documents. This OCR Engine is used for extraction of data from scanned images and this is a requirement capability when working with scanned images. d) The application uses cache paths to store batches temporarily. The cache paths must be created on the main operating system drive, which is a serious limitation since we are operating on a virtual environment. This further presents a challenge because our systems only allocates the main drive for the Operating System (OS) and presents other large drives for application installation purposes. e) Does not have workflow capabilities in order to streamline document-centric processes within the RAF. 3. Current State All documents that enter RAF are scanned and indexed within the Document Services department. These documents are then released to a branch capture server where they will be verified and checked for quality control purposes. At scheduled times, the branch capture server will then upload the scanned documents to the Capture Server for further processing such as imaging enhancements, batch splitting, tiff rendition as well as SharePoint release process. The Capture Server will then release the scanned images along with their associated metadata to SharePoint server for storage and retrieval. SQL server is used as the DBMS (Database Management System). 4. RAF requires information on Enterprise scanning and content management solutions, as well as architecture to suit RAF s current and future needs. RFI: Enterprise Scanning - RAF/2014/ Page 7 of 14

8 5. RFI to establish alternative technologies that can offer the following capabilities. Expectations of what the system should provide are listed below: Document Imaging Features Enterprise Capture and Indexing Conversion Explanation Automate document identification, indexing, classification and filing. Import photos from digital or mobile phone cameras and straighten warped or curved images to generate clean, usable OCR text Capture images already stored on your computer or network, and process them as you would scan images including basic image enhancement, OCR and metadata. Must include a mobile app for smart devices to remotely capture and index documents using the device camera and automatically clean up images as well. Convert imported images to single-page TIFF files for long-term archival purposes Convert and store electronic documents as archival images Automatically create TIFF images from PDF documents Image Annotation Add searchable notes, which are securable as private or protected and allow you to view saved note history Redact image and associated text to completely withhold sensitive information Highlight, strikethrough, underline, text annotations, shapes and freehand markup tools facilitate collaboration Create compound documents by RFI: Enterprise Scanning - RAF/2014/ Page 8 of 14

9 attaching files to imaged documents. Processing Read information from PDF forms to expedite business processes, automatically file information, or assign metadata. Identify and separate standardized forms, and extract information from them for use in organization and retrieval Extract data by reading a portion of an image, reading a barcode, determining whether an area is marked, or matching text to patterns Check data with regular expressions. Retrieve metadata or perform validation from external data sources. Extract documents and metadata from one system, translate the data for the schema of another system and load the documents and data based on business rules Electronically imprint documents with sequential alphanumeric numbers Automate conversion of PDF files to TIFF images for archival storage. Content Management Features Integration Explanation Open MS Office documents in their native applications, and add or change metadata without leaving the program Archive s and automatically extract message properties as metadata, as well as documents Add document imaging and records management to SharePoint out of the box with Web Parts, Records Center integration and search integration. Use RFI: Enterprise Scanning - RAF/2014/ Page 9 of 14

10 Workflow Security Workflows to automatically create tasks for users within SharePoint Create workflows with an intuitive, graphical design tool that provides a topdown process map and wizard-driven configuration. Create workflows quickly from a toolbox of built-in activities that include routing choices, enterprise integration, PDF form processing, and digital signature options Route documents based on defined conditions or specify different actions to be taken before or after a deadline, or after a specified event occurs Administer workflows across the organization, with import/export capabilities, workflow instance reporting, manual termination functionality, and user roles and security options Allow users to use single sign-on authentication with a Windows domain account, and simplify administration by taking advantage of existing domain and directory groups Configure access through group membership, and allow users to inherit security settings from the groups they belong to. Secure documents through access control lists, security tags and privileges Use granular permissions to grant access based on a user s role Delegate administrative roles to more than one user with individual permissions Support for SSL for secure RFI: Enterprise Scanning - RAF/2014/ Page 10 of 14

11 Auditing/Reporting communication Sign and validate document contents directly within your repository using digital signatures Create mandatory watermarks for printed, exported, or viewed documents Track changes to all system events with a built-in auditing solution for security and compliance. Create and view reports as tables or charts through the Audit Trail Web Reporter portal, or further customize them using a.net library or Microsoft SQL Reporting Services Records Management Features Auto filing Explanation System can automatically file records in the proper records series, create records folders and set the filing date Hierarchical File Plans Batch Record Processing Import File Plans Records Tracking Easily archive records through a drag-and-drop interface. Automatically extract metadata from Outlook Classify and store documents according to existing structure and access control lists. Organize related records and perform records management actions on all of them at once. System should be able to create a complete file plan by reading a schedule from Excel Support records management for electronic and non-electronic records Define cutoff criteria, retention, transfers and disposition of documents. Search for records and perform records RFI: Enterprise Scanning - RAF/2014/ Page 11 of 14

12 management activities Freeze records disposition when legal holds are placed. Combine records management reporting with content, location and user-specific search criteria and to records managers Customizable views Administration and Configuration Features Unattended Installs Flexible Administration Microsoft Management Console Event Tracing Windows Event Log Explanation Support for unattended installs Easily archive records through a drag-and-drop interface. Automatically extract metadata from Outlook Web Service support i.e. IIS Must support WebDAV/HTTP,.Net Framework Support for virtualization. VMware Infrastructure, VMware vsphere, VMware Workstation, VMware Server Secure, anywhere access through mobile application Support for Multiple Systems/Servers Clustering Manage repositories through an Administration Console snap-in for Microsoft Management Console (MMC). Organize related records and perform records management actions on all of them at once. System should be able to create a complete file plan by reading a schedule from Excel RFI: Enterprise Scanning - RAF/2014/ Page 12 of 14

13 Active Directory Synchronization Web Portal Archiving and Export Authentication Server Operating System Client Operating System Databases Support records management for electronic and non-electronic records Define cutoff criteria, retention, transfers and disposition of documents. Search for records and perform records management activities Freeze records disposition when legal holds are placed. Combine records management reporting with content, location and user-specific search criteria and to records managers Customizable views Web-based portal for anonymous/public or secure access. Store documents and metadata on removable media with an embedded viewer Must support Active Directory, LDAP, Kerberos, SSL Windows Server 2008, Windows Server 2008R2 Must support the latest client OS as well as browser Must support all database platforms i.e. SQL, Informix, Oracle 6. The RFI responses should also include the following information: What is the industry standard in regard to what would suit the RAF. Software licensing requirements - OS, Database, Application etc. Pro s and cons of a web interface tool. Different Licensing Models i.e. sever or user base, number of v-users per license, etc. The differences offered between an outright purchase and the software being provided as a service. RFI: Enterprise Scanning - RAF/2014/ Page 13 of 14

14 NOTE: The RAF reserves the right to request service providers to demonstrate their systems. The demonstration will be at the service providers cost. RFI: Enterprise Scanning - RAF/2014/ Page 14 of 14