KENYA COMMERCIAL BANK LTD - KCB Bank Group · PDF fileKENYA COMMERCIAL BANK LTD ... The bank...

KENYA COMMERCIAL BANK LTD

TENDER FOR SUPPLY, INSTALLATION AND COMMISSIONING OF ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM

IT/Feb 2014/ ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM

Release Date: 18th February 2014 Last Date for Receipt of bids: 07th March 2014 3.00 P.M (GMT+3) Nairobi (Kenya)

Commercial-In-Confidence ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM

of 27 20 February 2014

ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM

ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS

This form is to be completed upon downloading the tender document from KCB Bank Group

website www.kcbbankgroup.com . The page MUST be completed and a scan copy e-mailed

to [email protected]. Firms that do not register their interest in this manner SHALL

not be sent the RFP addenda should any arise.

Name of Person :______________________________________

Organization Name :__________________________________

Address :_____________________________________________

Tel No: _______________________________________

Fax No:_______________________________________

Email Address:_______________________________________

Signature:___________________________________________

Date:_______________________________________________ Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM of 27 17th February 2014

http://www.kcbbankgroup.com/

Table of Contents 1. SECTION 1 - REQUEST FOR PROPOSALS ... ......................................................... .. 4

1.1. Introduction ... .............................................................................................................. . 4

1.2. Aims and Objectives of the project ... ...................................................................... .. 4

1.3. Format of RFP Response and Other Information for Bidders ... ...................... . 6

2. SECTION 2 - TECHNICAL SPECIFICATIONS ... .................................................... 10

2.1. Technical Detailed Requirements ... ........................................................................ 10

EVALUATION CRITERIA ... .............................................................................................. 19

BUYERS RIGHTS ... ............................................................................................................. 19

SECTION 3 - GENERAL CONDITIONS OF CONTRACT ... ........................................... 20

3.1. Introduction ... .............................................................................................................. 20

3.2. Award of Contract ... .................................................................................................... 20

3.3. Application of General Conditions of Contract ... ................................................. 20

3.4. Bid Validity Period ... ................................................................................................... 20

3.5. Non-variation of Costs ... ............................................................................................ 20

3.6. Performance Security ... .............................................................................................. 20

3.7. Delays in the Bidder’s Performance ... ..................................................................... 21

3.8. Liquidated damages for delay ... ............................................................................... 21

3.9. Governing Language ... ............................................................................................... 21

3.10. Applicable Law ... ..................................................................................................... 21

3.11. Bidder’s Obligations ... .................................................................................................. 21

3.1. The Bank’s Obligations ... ........................................................................................... 22

3.12. Confidentiality ... ............................................................................................................ 22

3.13. Force Majeure ................................................................................................................ 22

3.14. Payment ... ................................................................................................................. 22

SECTION 4 -Annexure ... ........................................................................................................ 23

Vendor profile ... .................................................................................................................... 23

Personnel profile ... ............................................................................................................... 24

Directors details ... ................................................................................................................ 24

Vendor support services ... .................................................................................................. 25

User and reference sites ... .................................................................................................. 25

Principal’s letter of authorization ... .................................................................................. 26

Copies of the last three years audited financial statements ... .................................... 26

Copy of the certificate of incorporation ... ....................................................................... 26

Product brochures ... ............................................................................................................ 26

4.2. CERTIFICATE OF COMPLIANCE ... ...................................................................... 27 Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM of 27 20 February 2014

1. SECTION 1 - REQUEST FOR PROPOSALS

1.1. Introduction

Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is a leading

commercial banking group in the East African region, renowned for its diversity and growth .

In addition to Kenya, it has other subsidiaries namely; KCB (Tanzania) limited, a banking

subsidiary operating in Tanzania, KCB (Uganda) limited, a banking subsidiary operating in

Uganda, KCB (Sudan) limited, a banking subsidiary operating in Sudan, KCB (Rwanda) limited,

a banking subsidiary operating in Rwanda and KCB Burundi a banking subsidiary operating in

Burundi.

The objective of this RFP is to provide the bank with information about their capability to plan,

install, implement and manage this process from end to end with structured methodologies

and skilled personnel on a fixed time schedule and within budget.

1.2. Aims and Objectives of the project

The bank has embarked on a project to procure and implement a solution for document and record management. Such a system is envisaged to have the following primary features among others:

Document Capture - the ability to scan physical documents and

convert into electronic format.

Document indexing - the ability to assign parameters to a scanned

electronic document in such a way that it is possible manage the

document and retrieve it from an electronic storage.

Workflow - the ability for a scanned and indexed document to

undergo processes that simulate what happens with physical paper

by moving through different persons and stages for review,

comment, approvals, noting, etc.

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM of 27 17th February

2014

Records Management - the implementation, for electronic records, of such

processes as retention, archiving and destruction as normally happens with

physical records. The archival as well as the retrieval of achieved documents is as

seamless and fast as possible

Security - the overlay of the defined security processes normally applied to

physical documents onto the electronic documents and processes.

The document management system will have the following benefits for the Bank:

a. Ease of document storage and retrieval for routine use - in many instances in the

course of business several people may need to refer to the same document at

different times. In a pure paper-based system this is achieved by passing the

documents around or making several copies, with the resultant versioning

problem. With the document management system all users can refer to latest

version of the stored image copy of the document and also access earlier versions

as necessary.

b. Ease of workflow for reviews and approval by electronic routing of the image of

the document thus greatly reducing on turn-around times and ensuring the

workflow rules are strictly followed. Such processes as Account Opening and

Credit approvals will be greatly eased by use the DMS.

c. Audit trailing - with a DMS, any document can be related to any other document

in the electronic archive (including references and locators for physical

documents). This will greatly aid the audit process as well resolution of problems.

For example a payment can easily be traced to a voucher and back to an order,

tender document, etc at a click of button. Audit will also be able to audit large parts

of the process without the necessity for time-consuming manual retrieval of large

volumes of documents.

d. Systems integrations - creation of an electronic storage will enable integration of

data between various systems and documents. For example a customers

Accounting Opening documents, will be linked to the customers account, to all

correspondence with that customers, etc thus providing a single view of the

customer available at an authorized user’s computer.

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM of 27 17th February 2014

The Document Management system is envisaged to cover all other areas of the Bank with

priority being given to paper-intensive environments, such being Account Opening

Centre, Shared Services Centre, HR, Securities Documentation Centre etc.

The objective of this RFP is to identify a solution provider who will be able to supply,

install and commission the required solution for Document / Workflow Management.

The detailed requirements are in section 2 of this document.

1.3. Format of RFP Response and Other Information for Bidders

1.3.1. The overall summary information regarding the RFP is given in section 1.2 -Aims and Objectives. The bidder shall include in their offer any additional services or items considered necessary for the successful completion of the project.

1.3.2 Proposals from bidders should be submitted in two distinct parts, namely “technical proposal” and “financial proposal” and these should be in two separate sealed envelopes, both of which should then be placed in a common sealed envelope marked.

IT/FEB .2014/ ENTERPRISE DOCUMENT and RECORDS MANAGEMENT SYSTEM

The two separate inner envelopes should be clearly marked “Technical Proposal”, and “Financial Proposal”, respectively, and should bear the name of the Bidder.

1.3.3. The Technical Proposal should contain all the relevant technical details in response to the bank requirements outlined in this RFP

Bids that do not have this information may be disqualified from further evaluation. Bids that do not meet any of the Technical requirements will be disqualified. Annexed to the Technical Specifications is the Mandatory End User Experience which provides for the minimum abilities that the solution must have.

NB: Copies of the profile details such as staffing details and the Audited financial statements of the company for the last three years should be included in the Technical proposal

1.3.4. The Financial proposal shall clearly indicate the total cost of carrying out the project, but should be broken down to clearly indicate the cost of Equipment, the Installation Charges, the monthly access fee and any other levies.

HARDWARE REQUIREMENTS The vendor shall provide detailed hardware specifications. The costing for the hardware should also be provided in the financial proposal. (Separate sealed envelopes clearly marked Financial Proposal for supply of PDQ) SOFTWARE REQUIREMENTS The vendor shall provide the software requirements noting to clearly explain both the server side and the client side requirements .The costing for the software should also be provided in the financial proposal. (Separate sealed envelopes clearly marked Financial Proposal for supply of PDQ).

A two-stage procedure will be adopted by the Bank for evaluating the proposals, with the technical evaluation of all proposals received in time being completed prior to any financial proposal being evaluated. Technical proposals will be evaluated based on the criteria indicated in section 2.0.The relative split between technical and financial scores will be as follows:

Technical - 100 % Financial - 100%

1.3.5. Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission. The Bank will make its best efforts to arrive at a decision within this period. 1.3.6 All costs pertaining to the preparation of a proposal and negotiations of a contract shall be borne by the firms submitting proposals. 1.3.7 Assuming that the Contract can be satisfactorily concluded the bidders shall be expected to install the portal to completion within four (4) weeks after the final agreement is reached. 1.3. 8 If a bidding firm does not have all the expertise and/or resources for the assignment, there is no objection to the firm associating with another firm to enable a full range of expertise and/or resources to be presented. The request for Joint Venture shall be accompanied with full documented details of the proposed association.

1.3.9. In the case of a Joint Venture or Association, all the firms constituting the Joint Venture or Association will be jointly and severally liable and at least one firm in the Joint Venture or Association shall be financially capable of meeting the contract requirements and potential liabilities on its own and shall assume contracting responsibility and liability for satisfactory execution of the assignment.

1.3.10. The contracting arrangements shall define clearly the responsibilities and the services to be provided by each firm in the case of a joint venture.

1.3.11. The Bank reserves the right to accept or to reject any bid, and to annul the bidding process and reject all bids at any time prior to the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action. The bank further reserves the right, at the sole discretion of the bank, to split and award the bid or various components to various bidders.

1.3.12. Cost of bidding. The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Bank will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM of 27 17th February 2014

1.3.13. Site visits

All requests for site visits shall be sought by the bidder in writing to the Head of Procurement (email provided below). The last site visit will be done at least nine (9) Calendar days before the deadline for submission of bids.

1.3.14. Clarification of Bidding Document All correspondence related to the contract shall be made in English. Any clarification sought by the bidder in respect of the project shall be addressed at least seven (7) calendar days before the deadline for submission of bids, in writing to the Head of Procurement.

The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.

Enquiries for clarifications should be sent by e-mail to [email protected]

The RFP Clarification Template is as follows:-

Company Name:

Contact Person: (primary Supplier contact)

E-mail:

Phone:

Fax:

Document Number/Supplier

# Date Section/ Paragraph(2) Question

1

2

3

(1) Question (s) mailing Date.

(2) From the KCB Document.

The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders

mailto:[email protected]

1.3.15. Amendment of Bidding Document At any time prior to the deadline for submission of bids, the Bank, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 2 at the time of downloading the bid document. To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, the Bank may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments.

The bid documents, shall be submitted in a sealed envelope marked “IT/Feb 2014/ ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM in the tender box situated on the 5th floor of Kencom House by 7th March 2014 3.00 P.M (GMT+3) ,Nairobi

Please note that tenders received by facsimile or electronic mail will be rejected Any bid received by the Bank after this deadline will be rejected.

1.3.16. Cost Structure and non-escalation The bidder shall, in their offer (Financial Proposal), detail the proposed costs.

No price escalation under this contract shall be allowed. The Bank shall not compensate for any costs incurred in the preparation and submission of this RFP.

1.3.17. Taxes and Incidental Costs

The prices and rates in the financial offer will be deemed to be inclusive of all taxes and any other incidental costs. Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 8 of 27 17th February 2014

1.3.18. Responsiveness of Proposals The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Bank and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).

1.3.19. Currency for Pricing of Tender All bids in response to this RFP should be expressed in USD or KSH. For those expressed in USD a Kenya Shilling equivalent MUST be given clearly indicating the exchange rate. Those who do not indicate the Kenya Shilling equivalent MAY not be considered further for evaluation. NOTE : Expressions in other currencies shall not be permitted.

1.3.20. Correction of Errors. Bids determined to be substantially responsive will be checked by the Bank for any arithmetical errors. Errors will be corrected by the Bank as below:

Where there is a discrepancy between the amounts in figures and in words, the amount in words will govern, and

Where there is a discrepancy between the unit rate and the line total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern.

The price amount stated in the Bid will be adjusted by the Bank in accordance with the above procedure for the correction of errors.

1.3.21. Evaluation and Comparison of Bids

Technical proposals will be evaluated prior to the evaluation of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened.

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 9 of 27 17th February 2014

2. SECTION - TECHNICAL SPECIFICATIONS 2.1. Technical Detailed Requirements

Application Features

Document Management(EDMS)

1. The application to be completely web-based. The

Proposed system should enable access to the digitized

document to both internal and external users.

2. The user should be able to manage the document through

web interface.

3. The Document Management Solution shall provide

facility to index folder and documents on user-defined

indexes.

4. Query facilities based on index fields. The search criteria

will be based on the values specified for each of the index

fields.

5. Queries can be by fill-text or data fields.

6. Provides features for both simple and advanced searches.

7. The system shall support saving on search queries and

search results.

8. Search results should be filtered based on the user access

rights.

9. The document shall support search for documents/folders

using defined indexes and documents types.

10. Ability to search the entire library or limit the search to

designated folders.

11. The document management shall support for viewing

documents in native application.

12. Audit trail with user friendly search facilities like by time,

action etc.

13. Check-in check-out to be performed for editing and

version controlling of documents.

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM

REQUIRED PROPOSED

Page 10 of 27 17th February 2014

14. Ability to generate multiple versions of the same

document.

15. No modification should be allowed on the original

uploaded document. All changes to be saved as new

versions.

16. No modification should be allowed on original uploaded

document. All changes to be saved as original versions.

17. When a new document or modified document is checked

in, the system should automatically apply version control.

Documents should automatically have new version

numbers assigned by the system.

18. The system default should reset to always display the

latest version in default version of a document upon

retrieval.

19. The system should maintain an audit trail of all versions

of a document. This audit trail should include all the

version metadata.

20. The proposed EDMS should have the ability to track and

document process revision made in versioning of

documents.

21. Ability to retrieve any old versions when needed.

22. Ability to publish documents with expiry dates set.

23. The system support scanning and indexing of documents.

24. Documents should be directly uploaded to the system for

scanning.

25. The system should have support for bar coding and it

should be able to read as well as stamp bar-code of the

documents if required.

26. The system supports “tree-based” folder structure.

27. The system provides capability for only authorized

individuals to create, edit and delete folder plan

components and their identifiers

Workflow

28. The system should have a workflow engine to support


different types of documents routing mechanism

including

i. Sequential routing-tasks are to be performed one

after the other in a sequence.

ii. Parallel routing-tasks can be performed in parallel

by splitting the tasks among multiple users and

then merging as single composite work item.

iii. Rule based routing-one or another task is to be

performed depending on predefined rules.

29. The workflow management system shall support in-built

graphical route designer for modeling complex business

processes using drag drop facilities.

30. The work flow management shall enable users to model

business processes off-line/disconnected from the system.

31. The system shall allow process designers to define

multiple automatic system defined stages, where no

human intervention is required.

32. The interface shall be easy to use so that process owners

can change business process as and when required

without any programming knowledge.

33. The system shall enable process designers to design

multiple sub-processes.

34. Facility to define documents viewed and to be attached at

the individual stages.

35. The process designer shall support multiple introduction

stages for introducing different document types.

36. The workflow management system shall support the

definition of roles and allow many-to-many relations

between users and roles to be defined.

37. The system shall provide facility to define multi-level

escalation procedures for meeting the defined SLA.

38. The system shall provide the facility to define up to 2

alternate users when defining primary users for work

stage.


39. Facility to raise custom triggers like email, fax etc, for

escalations.

40. The system shall provide the facility to define exceptions

at individual stage, which shall dynamically change the

route on execution.

41. Facility to raise automatic exceptions on basis of pre-

defined conditions.

42. In managing tasks, the system shall provide facility to

define tasks for individuals or group of users with

deadline.

43. The system shall provide facility to define checklists for

individual stage with the option to make particular

checklist items as mandatory.

44. The work flow management system shall provide user

definable job filter and sorters for the outstanding for

viewing and work prioritization.

45. The system should have the facility to either assigning a

task /work stage to an individual or to broadcast to a

group of people.

46. The workflow management system should have the

facility to support automatic initiation of incoming faxes as

separate instance with the fax document as an

attachment.

47. The system should have the facility to support automatic

initiation on the basic of incoming email as an

attachment.

48. The system should have the facility to provide

comments/instruction which would be common and

accessible to all work stages/tasks in the process.

49. The system should have the facility to provide

comments/instructions which would be specific for a

particular work stage/task in the process.

50. The end user screen shall support inbuilt imaging

capabilities and shall support complete and automatic Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 13 of 27 17th February 2014

integration of every step of the workflow with the

underlying DMS for the purpose of document retrieving

and processing. It should not be integrating individual

steps of a workflow and DMS separately.

51. The system shall support operations like check-in/check-

out, annotations, notes, version control and other imaging

operation for documents.

52. The work flow management system shall be based on an

N-tier, open, scalable architecture.

53. The work flow management should be able to support

thin client architecture.

54. The workflow management system shall support web

based interfaces.

55. The workflow management system shall support XML

messaging.

56. The workflow management shall have the ability to

integrate through API.

57. The work flow management system architecture must be

scalable and shall support increasing number of users and

concurrent transaction.

58. The workflow management system shall run in a cluster

environment.

59. The workflow management system must be Unicode

compliant.

60. The workflow management system shall be able to

support complete administration through a web browser

interface.

61. The workflow management system shall have audit trail

to maintain history of all transactions performed on the

system.

62. The workflow management system shall allow have audit

trail to maintain history of all transactions performed on

the system.

63. The workflow management system shall allow


administrator to suspend, resume and control various

processes from the same interface.

64. The system shall provide single interface for

administration of both workflow and document

management and define common users between both the

applications.

65. The workflow management system shall provide

comprehensive access control mechanism.

66. All users shall not be able to delete any assigned task.

67. The workflow management system shall be able to keep

track of the work item status, the date/time the jobs are

started and ended, the creation and archival date of the

documents.

68. The workflow management system will have a separate

view to the management users to access real-time status of

all processes with the ability of drilling down to each work

instance and individual task within it.

69. The workflow management system should have a function

to notify the system when a user is out of office so that all

incoming tasks can be routed to alternate users.

70. The workflow management system should have the

facility to maintain a calendar specifying working hours

and holidays.

71. The system should have the facility to maintain a calendar

specifying working hours and holidays.

Physical Records Management

72. The system should have the ability to re-create the

physical storage on the system, virtually.

73. Ability to create any number of cabinets/racks virtually

with the desired number of row and columns.

74. Ability to access list of cabinets by clicking on a required

number.

75. Users should be able to view the entire list of files each

cabinet would have by clicking on the relevant cabinet


76. Users should be able to edit the file cabinet by adding/edit

rows & columns to suit the changes to the physical

changes.

77. Users should be able to simply add a file to a cell by

entering particular file details and the strong details(row &

column of the cabinet)

78. The system should have comprehensive search facility to

find a file.

79. Search results should tell the user the details such as row

number, column number and cabinet details.

80. By clicking on a particular file the user should be able to

obtain information such as the current status/location of

the file and the current user.

81. The system should maintain general details for each file.

82. A comprehensive audit trail should be available with each

file detailing out the file movements and the changes to

the file property. 83. Each file movement should be following the check-in

check-out method.

84.. When a file record is access it should clear be marked

(colour coded-Green) to determine whether the physical file

is currently available at the physical storage.

85.. Each file should be coloured-coded (RED) should the file

have been authorized out of the storage.

86. At the point of check out a file the system should record at

minimum the following. The person whom it is checked

out for the reason and any comments he wish to include.

General requirements

87. The proposed system is to be an integrated solution with

enterprise content management application and workflow

management application having being deployed at least at

5 different customer sites.

88 Access to the system though customized web interface.


89 All documents used within any stage or module of the

system must be stored in the document management

system.

90 All approval processes within any of the functions/

modules must be mapped on the workflow management

system and extended from there to the relevant module.

91. All the administration function can be done from web

interface.

92. The system shall provide comprehensive access control

mechanism. system shall be capable of giving access

rights to users/ groups and departments etc.

93. The system shall allow the user to view and download the

documents depending on the access rights.

94. Support definition of user. Groups and roles in the

system.

95. The system should be able to handle large volumes of

data.

96. Reliable system performance in searching millions of

documents quickly and returning desired results in

seconds.

97. Number of documents is expected to grow very fast, so the

system performance should not degrade to unacceptable

levels.

98. The system shall support secure login ID and password

for each user and password shall be stored in encrypted

format in database.

99. The admin module shall support users/group/role

definition and granting access right to them.

100. System should record all users’ actions to allow

administrators trace changes made on a document or a

work task to a specific user.

101. Ability to archive documents to secondary media.

102. Ability to search for archived documents using the

metadata related to archived.


103. The system should provide basic administration

(statistical/details) reports to monitor system and user

performance. In other words, system administrators can

generate a report for different system activities.

104. The system should be scalable and continuous

enhancements should be possible.

105. The proposed system shall support various operating

systems like Windows, Linux etc for server configuration.

106. Database is ODBC compliant.

107. The system facilities seamlessly integration with any of

the existing legacy and core application and shall support

interface with other open-standard system.

108. The proposed system should have the following but not

limited below set of standard features:

a) Web services for integration

b) Support for web-based distributed authoring

and versioning(WebDAV)

c) Support for simple object access

protocol(SOAP) interfaces

d) Support for light-weight directory access

protocol(LDAP)

e) Support interfacing with range of scanners f)

Support for fax integration

g) Exchange/SMS integration

h) Database management service- open

standard.

109. Ability to work with any established commercial database

system such as Oracle, Microsoft SQL server….etc.

110 A Hardware and Software Support to be provided. All

equipment and related software quoted for must be Y2K

compliant.

111 The system must be user-friendly, intuitive and equipped

with help/support facilities. Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 18 of 27 17th February 2014

112 Ability to integration with existing Bank’s Hardwares and

core Banking system(T24)

2.2. Evaluation and Evaluation - Technical evaluation The bid will be evaluated on the basis of the requirements in section 2 and the table as appendix 1 of this document. The bidder should take special cognizance to provide relevant details for technical evaluation, which will be based on the following:

A. Mandatory Requirements. Bids that do not meet these criteria will be disqualified

1 Preliminary documents - all preliminary documents to support the bid as indicated in the requirement brief (section 2 and Section 4) must be provided. These will be assessed to qualify the bid for further evaluation. Copies of all licenses MUST be provided 2 Letters of recommendation by three major clients where the vendor has implemented projects of the size of KCB. Also required are letters of no objection from the clients that KCB can make enquiries and site visits to the referenced sites.

Financial Evaluation Details

Financial evaluation will be done independently and will constitute 100%l rating. It will include an evaluation of the financial ratios of the company as well as the Total Cost of Ownership over 3 years for the solution and must also include the following minimum requirements:-

1 Cost of equipment where applicable 2 Total cost of installation where applicable including all transportation, accommodation and, site preparation and actual installation. All costs must be fixed costs 3 Recurrent costs regarding

a. Maintenance cost. This should cater for i. 24 hour contact center telephone support

ii. 24 hour on site response iii. A broken down replacement cost for all components, if any. iv. Comprehensive annual maintenance

4 All government taxes and charges 5 Any other costs

NB; Incomplete financial bids will not be assessed any further

BUYERS RIGHTS

Kenya Commercial Bank (KCB) reserves the right to reject any or all RFP without giving any reasons and KCB has no obligation to accept any offer made. KCB also reserves the right to keep its selection and selection criteria confidential. KCB reserves the right to award the tender in part or in whole to either a single vendor or split the award to multiple vendors in the final award. Bids not strictly adhering to RFP conditions may not be considered by KCB whose decision on the matter shall be final.


THIS PAGE IS INTENTIONALLY LEFT BLANK

SECTION 3 - GENERAL CONDITIONS OF CONTRACT

3.1. Introduction Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by the Bank. The resulting contract shall include but not be limited to the general terms of contract as stated below from 3.2 to 3.14.

3.2. Award of Contract Following the opening and evaluation of proposals, the Bank will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid. The Bank will communicate to the selected bidder its intention to finalize the draft conditions of engagement submitted earlier with this proposal. After agreement will have been reached, the successful Bidder shall be invited for agreement and signing of the Contract Agreement to be prepared by the Bank in consultation with the Bidder.

3.3. Application of General Conditions of Contract These General Conditions (sections 3.2 to 3.14) shall apply to the extent that they are not superseded by provisions in other parts of the Contract that shall be signed.

3.4. Bid Validity Period

Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission.

3.5. Non-variation of Costs The prices quoted for the service and subsequently agreed and incorporated into the contract shall be held fixed for the contract period.

3.6. Performance Security

3.6.1. The Bank may at it’s discretion require the successful bidder to furnish it with 100% Performance Security in the amount specified in the accepted Bid.

3.6.2. The Performance Security shall be in the form of a Bank guarantee issued by a commercial bank operating in Kenya and shall be in a format prescribed by the Bank. The performance guarantee shall be submitted within 10 days of notification of award. 3.6.3. The proceeds of the Performance Security shall be payable to the Kenya Commercial Bank Limited as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract.

The Performance Security will be discharged by the Bank not later than two months following the date of completion of the Bidder’s performance obligations, and the Bank’s acceptance of the final report as specified in the contract.


3.7. Delays in the Bidder’s Performance 3.7.1. Delivery and performance of the project shall be made by the successful Bidder in accordance with the time schedule as per agreement.

3.7.2. If at any time during the performance of the Contract, the Bidder should encounter conditions impeding timely delivery and performance of the Services, the Bidder shall promptly notify the Bank in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, the Bank shall evaluate the situation and may at its discretion extend the Bidder's time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract.

3.7.3. Except in the case of “force majeure” as provided in Clause 3.13, a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to Clause 3.8.

3.8. Liquidated damages for delay The contract resulting out of this RFP shall be incorporate suitable provisions for the payment of liquidated damages by the bidders in case of delays in performance of contract.

3.9. Governing Language The Contract shall be written in the English Language. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall also be in English.

3.10. Applicable Law The agreement arising out of this RFP shall be governed by, and construed in accordance with the laws of Kenya and the parties submit to the exclusive jurisdiction of the Kenyan Courts.

3.11. Bidder’s Obligations 3.11.1. The Bidder is obliged to work closely with the Bank's staff, act within its own authority, and abide by directives issued by the Bank that are consistent with the terms of the Contract.

3.11.2. The Bidder will abide by the job safety measures and will indemnify the Bank from all demands or responsibilities arising from accidents or loss of life, the cause of which is the Bidder's negligence. The Bidder will pay all indemnities arising from such incidents and will not hold the Bank responsible or obligated.

3.11.3. The Bidder is responsible for managing the activities of its personnel, or subcontracted personnel, and will hold itself responsible for any misdemeanors.


3.11.4. The Bidder will not disclose the Bank's information it has access to, during the course of the work, to any other third parties without the prior written authorization of the Bank. This clause shall survive the expiry or earlier termination of the contract

3.1. The Bank’s Obligations

In addition to providing Bidder with such information as may be required by the bidder to complete the project, the Bank shall,

(a) Provide the Bidder with specific and detailed relevant information concerning the project (b) In general, provide all information and access to Bank's personnel;

3.12. Confidentiality The parties undertake on behalf of themselves and their employees, agents and permitted subcontractors that they will keep confidential and will not use for their own purposes (other than fulfilling their obligations under the contemplated contract) nor without the prior written consent of the other disclose to any third party any information of a confidential nature relating to the other (including, without limitation, any trade secrets, confidential or proprietary technical information, trading and financial details and any other information of commercial value) which may become known to them under or in connection with the contemplated contract. The terms of this Clause 2.15 shall survive the expiry or earlier termination of the contract.

3.13. Force Majeure (a) Neither Bidder nor Bank shall be liable for failure to meet contractual obligations due to Force Majeure. (b) Force Majeure impediment is taken to mean unforeseen events, which occur after signing the contract with the successful bidder, including but not limited to strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of God, refusal of license by Authorities or other stipulations or restrictions by authorities, in so far as such an event prevents or delays the contractual party from fulfilling its obligations, without its being able to prevent or remove the impediment at reasonable cost. (c) The party involved in a case of Force Majeure shall immediately take reasonable steps to limit consequence of such an event. (d) The party who wishes to plead Force Majeure is under obligation to inform in writing the other party without delay of the event, of the time it began and its probable duration. The moment of cessation of the event shall also be reported in writing. (e) The party who has pleaded a Force Majeure event is under obligation, when requested, to prove its effect on the fulfilling of the contemplated contract.

3.14. Payment

The Bank will not make any payments in advance. The Bank will issue an LPO for all the equipment and/or services ordered. The LPO will be paid within 45 days after delivery, testing installation and acceptance of the equipment and/or services supplied.


The Bank will not accept partial deliveries and neither will the Bank make partial payments. Payment for equipment and/or services will only be made once the entire ordered equipment and/or services are delivered, installed and commissioned.

NB: KCB SHALL ONLY MAKE PAYMENTS THROUGH A KCB ACCOUNT AND THUS ALL BIDDERS ARE ENCOURAGED TO OPEN AN ACCOUNT

SECTION 4 -Annexure

Vendor profile

Please specify the following:

No Description Response

1. Name of organisation (full corporate name and any relevant business name(s))

2. Date of incorporation (dd/mm/yyyy)

3. Certificate of incorporation number (please

provide a copy of your incorporation certificate)

4. Postal address

5. Tel number

6. Fax number

7. E-mail address

8. Location of registered office including street/road

9. Name and address of main vendor contact person

including name, current position/title, address, telephone, fax and e-mail address

10. Name and address of bankers

11. Name and address of insurers

12. Brief description of business

13. Key offices and their locations

a.

b.

c.

d.

e.

14. Global rating by renowned rating agencies (Provide evidence of the rating)

15. Number of professional staff Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 23 of 27 17th February 2014

No Description Response

management

technical

consulting

support

16. Number of your professional staff with more than 5 consecutive years’ experience in

management

technical

consulting

support

17. Specify partners with whom you have strategic

alliances in the areas that are relevant to this tender

18. Locations of successful implementations

19. Number of live sites out of Africa

20. Number of live sites in Africa

21. Number of live sites in Kenya

22. Total number of successful implementation sites globally1

23. Specify the total number of clients you have implemented your solution

Personnel profile

Provide the organization structure of your firm and summarize the number of employees in each department or function

Provide the resource structure for implementation and support of solution required

Directors details Please provide the following details for all directors of your organisation:

Name Nationality Citizenship

1.

2.

3. Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM

Shares held

Page 24 of 27 17th February 2014

Name Nationality Citizenship Shares held

4.

Vendor support services

Please provide the following:

Training

Details of training offered

Location of training

Implementation support

Specify nature of support offered globally Location Office Nature of name, support location, telephone, key contact name

Support required for key user staff

Help line facility

Brief description of facility

Problem handling channels

Average response time for support activities

Specify ability to provide user support in multiple languages

User and reference sites

Please provide the following information related to at least five (3) institutions where your solution has been successfully implemented.

1. Name of institution Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 25 of 27 17th February 2014

2. Name and address of contact person including

name, current position/title, address, telephone, fax and e-mail address.

3. Country of incorporation

4. Location of the headquarters

5. Annual turnover during period of implementation (US$)

6. Brief description of project undertaken

7. Project duration

8. Date of implementation including start and end dates

9. Functionality implemented

a)

b)

c)

d)

e)

f)

g)

h)

i)

j)

10. Number of professional staff provided by your firm

Kenya Commercial Bank Limited undertakes not to contact any reference site without obtaining your prior consent. Principal’s letter of authorization

Please attach the principal’s letter of authorization if applicable Copies of the last three years audited financial statements Please attach copies of the last three years audited financial statements. Copy of the certificate of incorporation Please attach a copy of the certificate of incorporation. Product brochures Please attach technical and user product brochures if applicable Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 26 of 27 17th February 2014

4.2. CERTIFICATE OF COMPLIANCE

All Suppliers should sign the certificate of compliance below and return it together with a copy of this bound tender technical response.

We___________________________ have read this tender document and agree with the terms and conditions stipulated therein.

Signature of tenderer -------------------------------------------

Date………………………………………………………….

Company Stamp/Seal

Mandatory End user Experience No Test Case Objective Description Expected Results

1 Administrator Ability to define users/workgroups and assign them profiles

Create Maker/Checker - Branch/Credit and SDC and Workgroups etc

Successfully create the required users/profiles and workgroups

2 Administrator Ability to create e-cabinets Create electronic cabinets (tree shaped) corresponding to the physical archive

Ease in creating e-cabinets that mirror physical filing

3 Branch Initiator/SDC Ability to scan docs / Securities into EDMS

Scan Single/Multiple docs into DMS

To view the scanned docs in their respective e-folders

4 Branch Initiator/SDC Ability to index scanned docs appropriately/per type

Index scanned docs according to their respective types. (Index field to be flexible/allow additions)

Successfully index scanned docs according to type and avail them on their respective named folders

5 DMS Ability to assign (auto) tasks to named users/groups

automatically scan docs and transmit auto to a workgroup (equitably).

View auto-assigned tasks in workgroups inbox.

6 DMS Auto-schedule escalations

automatically escalate pending jobs to the next available user/group if not processed within 15mins.

Auto-escalations of any pending jobs successfully.

7 DMS Escalate completed work to the next logical workflow step

Complete a process of scanning and indexing

DMS transmits the processed job to the next logical workflow step.

8 DMS Send alerts for new jobs Generate notifications for any new / pending tasks awaiting completion

View an alert in the Inbox

9 DMS Initiate Search and view related documents

Search for a particular file using a unique identifier e.g. ID No.

View all documents related to the search.

10 Branch Approver View quality images/related thumbnails

Open e-cabinet(s) and view contents of already scanned and indexed docs

View high quality scans of physical docs in their respective folders

11 Branch Approver Add comments Open a file / doc and append a comment and save

View appended annotations / comments on a file / doc

12 Branch Approver Assign tasks to a named user / workgroup

Assign a tasks to a named user / workgroup manually / automatically

System should allow manager to perform assignment of tasks

13 Branch Approver/SDC Send Jobs Back for rework Reject and send back a job that requires rework back to initator

Reviewer should have option to return application to initiator transmit the task back to initiator

14 DMS Disable ability to delete authorized images

Initator attempts to delete an already authorized/ approved image/doc

System should NOT allow deletion of authorized docs that have not been subject to Authorization.

15 CQ/DMS Access to the system by credit credit should be able to link from CQ and access a customer's documents

Ease of access to repository by credit

16 SDC View inbox for incoming jobs Receive alert / Open Inbox to view new jobs for processing

View incoming task / assignments

17 SDC Validate incoming jobs against check-list and send an alert for discrepancies

Subject / validate incoming jobs against a check-list to ensure all related documents have been received e.g. Logbook, ID / Passport Copy and Loan Application Form.

There to be an in-built check list for a user to tick

18 SDC Approver Decisioning Receive incoming / new jobs view and process

Approve docs to enable them move to the next logical process

19 SDC Initiator Offer Letter templates Open DMS Offer letter templates and select appropriate template to use

DMS avail generic offer letter templates that can be customized to KCB requirements

20 SDC Initiator Upload / Add approval conditions to Offer Letter

Access approval conditions for all authorized jobs from Credit Authorizer

Successfully upload approval conditions to the offer letter

21 DMS Auto/Manual Assignment of job to a user / reviewer

Create Maker (SDC reviewers group) and Checker (SDC Approver) , Automatic/manually assign task to them based on function (e.g. Morgages / Retail / Corporate Reviewer) ; Regions (e.g. Nakuru / Kisumu / Eldoret) or Limits (KES 1-5Mn; KES 5.01 - 10Mn; KES 10.01-20Mn; KES 20.01-50Mn)

Automatic transmission of incoming jobs to the respective SDC reviewer group (equitably) based on criteria e.g. limits, region or function. Manager can as well manually assign the task to a named user.

22 SDC Reviewer Electronic review of the Document Access DMS inbox, open the link / review and process (electronically approve) the docs

Successfully review docs availed in the inbox and electronically approve the same.

23 SDC Approver Process / Authorize Jobs

Receive an alert / Open inbox and process job. Check-Out the Job for processing then Check-in the completed Job.

Successfully check-out the job, review and check-in completed job as a new version of the document

24 DMS Auto-escalation / routing of authorized job to respective function

DMS should automatically:- (1) Email Mortgage offer letter to customer/applicant and give instructions to external lawyers by email (2) Print, Assign and Email Corporate Offer letter to Corporate RM. (3) Print, assign and email Retail Offer letter to Branch RM.

Automated routing of tasks to the desired destination based on function. i.e. Mortgage/Retail and Corporate RM's should receive their assigned tasks via email as well as the printed offer letter for their onward processing.

25 DMS Changes made to document to be evident

Update status of the authorized docs at any particular stage of the workflow

Successfully view track changes / comments made on a particular document in DMS, when and by who.

26 SDC Compare Versions

DMS should seamlessly compare versions of check-out / check-in files and highlight the major differences.

Flexibility of the system to enable different versions of the same document to be compared and changes tracked. Compare on same page

27 Branch Approver/SDC Authorize Scanned Docs Process scanned doc for onward transmission to SDC

Authorize the scanned documents to the DMS.

28 SDC Manager

Availability of predefined list of service providers, users can identify who is the next to be given instructions

SDC Manager Issue instructions, attach accepted offer letter (plus any related docs) on email and send to external lawyers. Next lawyer in line to be advised through the system. Manager to have rights to change

DMS should automatically pick a service provider from a predefined list. Ability to route instructions to external lawyers through email

29 SDC DMS should avail dashboard summaries of assigned tasks.

Open and view dashboard of assigned tasks. Must have high level view and drill down ability

30 DMS should provide for summary per branch/business unit

DMS should provide branch specific details for ease of reporting

31 DMS Dashboard of assigned tasks DMS should provide for peforomancemetrics per user, and TAT per process

Should show what is pending, with who and for how long

32 SDC Manager / DMS Receipt of draft validate incoming drafts from external lawyers against predefined check-list

Vet incoming drafts of security documents against a predefined checklist in the system. Flash out any discrepancies and send feedback to lawyers on email

33 SDC Manager Return drafts to external lawyers for stamping

Update status of assigned task (e.g. JobName sent to InternalLawyer1 for processing on dateX by userY).

Successfully update task status on DMS

34 DMS Return drafts to external lawyers for stamping

Automatic transmission of reminders to external lawyers for delays

DMS should automatically trigger a reminder alert to external lawyers for their action.

35 SDC Manager Review and approval review and approve offer letter and electronically sign (input signature number)

Successfully approve and sign offer letters in DMS

36 SDC Manager Execution of Offer Letter Reassign signed offer letter to a workgroup/pool for auto-scheduled processing

Manager should be able to reassign the jobs to a workgroup.

37 SDC Manager Approved letter of offer forwarded to business team

Email an uneditable version of the offer letter automatically / manually to user/workgroups

PDF the executed offer letter and assign workflow to a workgroup successfully for processing.

38 SDC Initiators Lodgement

Receive alert / Open inbox and process pending jobs i.e. Scan, check-in, index docs appropriately. Note to attach all related docs.

Successfully route documents for approval by manager

39 SDC Approver Lodgment

Evidence of approval, with signature e.g, a stamp with word APPROVED FOR LODGMENT or APPROVED FOR WITHDRAWAL

Sucessfuly authorise documents

40 T24 / DMS Collateral Creation - T24

Authorized lodgements automatically push Collateral creation/details from DMS to T24 system and highlight exceptions

View newly created collateral under the respective customer's credit/loan profile in T24.

41 DMS Archive docs appropriately

Automatically archive final set of docs into the respective e-cabinet folder. Manual option to be available

View final set of registered docs in their respective e-cabinet/folder.

42 DMS Archive Status Update Automatic update of the status of completed jobs.

Successfully updated file archive status including row/cabinet and date of archive.

43 DMS Diary / Bring-up System

Create a job in DMS with expiry/diary system. E.g of 10Mins, add 2 notifications to occur at 6mins and 8mins prior to expiry.

See alerts / notifications at 6mins and 8mins prior to jobs expiry.

Expired tasks to be in a form of report, and separated per field e.g insurance, rates etc

Ease of running a due report per field -can be in form of dashboard, with drill down

44 DMS Color code past due jobs Create custom status color-codes for Expired / Processed and New Jobs

View color-coded dashboard for all tasks (new / processing and expired jobs)

45 Branch Initiator Initiate Security Withdrawal Scan duly completed security withdrawal application form (and related docs) into DMS

Scan and await authorization.

46 Branch Approver Authorize Security Withdrawal Review / approve duly completed (signed) security withdrawal form and related attachments in DMS

Successfully authorized withdrawal form auto-trans to SDC

47 DMS Process Security withdrawal Only allow recognized originator's profile to initiate security withdrawal

DMS should ONLY allow authorized users to initiate security withdrawal requests. All breaches are notified via audit reporting.

48 SDC Manager Approve Security withdrawal Verify that all aspects of the security withdrawal are satisfactory and approve security withdrawal.

Successfully Approve security withdrawal. DMS should provide exact location of the physical original security for withdrawal.

49 SDC Initiator Approve Security withdrawal Retrieve original security, dispatch via registered mail to Branch. Update DMS Status.

Update on successful courier of original security to customer via branch.

50 Branch Approver Receive Security withdrawal Receive security, acknowledge receipt via DMS

SDC receive acknowledged receipt of the security from Branch.

51 SDC Related securities and clear identification of the same

Clear identification of related securities, third party and related parties (securities link/cross reference)

Ability to know when one opens a customer's folder that the securites are securing other facilities or are related to another entitty

52 SDC Ease of capturing of meta data

Ease of inputting thorugh provision of one page for capturing. Name, valuation, insurance details etc should all be captured at the same time

Users should not have to open so many pages to enter security details

53 SDC Appreciation of different workflows

Evidence of different workflows for different processes

System should appreciate the dynamics of SDC and provide for different scenarios.

54

SDC Upload docs at different stages and times

Ability to upoad documents at different stages, through email, scan etc

Documents are introduced at different stages to be filed among the existing

55 SDC Automatic alerts/reminders

Automatic alerts/reminders at some Branches to receive alerts on conclusion

points of the workflow of documentation, lawyers to

receive automatic reminders on

docs pending with them

56

Initiator - Receive & Scan Documents

Verify if ID / Passport No. exists in T24 System

Key in the A/C number in the DMS. An ISO message will be sent from DMS to T24 Test environment to check if the Customer ID / Passport Exists in T24.

Both systems should be able to communicate to each other

57


Scanning of Images to Named Folder e.g. Personal / Registered A/C,

Maintenance Instructions, Standing Order etc

Images should be Scanned and Indexed by Type of document e.g. Personal A/C, Business A/C etc

All Scanned Images automatically viewed in their respective named folders.

58


Quality of scanned images to be satisfactory

Scan Single/Multiple docs through the scanners and automatically avail the scanned images on their respective named folders

Ability to view good quality scanned images in their respective named folders

59


Ability to delete and rescan single/multiple set of documents

Delete a single/multiple set of scanned images from the respective folder

The System should allow deletion only at the initator stage and for subsequent deletion to be subject to authorization.

60


Ability to cross reference docs to related applications

Ability to link an image to its respective application form using Customer ID.should be account number

System should readily support Cross-referencing of docs to their related applications

61

Initiator - Receive & Scan Documents - should be at centre

Ability to assign (auto/manual) jobs to named users or workgroups.

Assign a task to a named user or workgroup

System should readily support assignment of tasks to a named user or workgroup (equitably)

62


Ability to upload photos from a camera and index appropriately

Upload photos from camera, index appropriately and cross-reference the images to the application form

System should readily support merging of separate images to the corresponding application form.

63


Auto-Process application forms sent as attachments via MsExchange to the DMS.

Send a duly completed application form via email and enable DMS processing of the same automatically.

DMS should readily integrate with MsExchange and process incoming applications directly to a named user/workgroup (equitably).

64

Branch Approver - Receive & Scan Documents

Validate Images Call images / applications using a unique identifier and validate the correctness (i.e. A/C number).

View image and application form once A/C number is queried. Approve correct applications / Reject applications with errors.

65

Branch Approver - Receive & Scan Documents -required forboth AOPC and branch

Add Comments Call images / applications using a unique identifier and add comments

Add comment(s) on the application form/Workflow for onward processing

66

Branch Approver - Receive & Scan Documents

Send approved applications to AOPC

Approve applications that pass validation, add comment and automatically transmit to AOPC.

System should readily transmit the Application to AOPC.

67

AOPC Initiator Receive Notification of Incoming Tasks/Jobs

The system should notify AOPC initiator of a new pending tasks- should be capabe of being defined according to work groups or switched off - see 6

Receive "New Pending Task" for completion via email

68

AOPC Initiator View Application Ability to call-up the application and view both application form, images and mandates

View the entire application form including images, mandates and related documents

69

AOPC Initiator Validate Application Verify the application to ensure it passes the quality check (completeness)

View Customer's application form and; Approve correct applications / Reject applications

70

AOPC Initiator Send back a single/multiple set of docs for rework

Once application has been rejected, the initiator sends back the entire application with reason code for rejection back to branch.

Allow AOPC initiator to Add comments and send back rejected applications back to Branch

71

AOPC Authorizer Approve/Reject Account Authorize Images & Customer Amendments in the DMS

Successfully authorize image/customer amendments capture in DMS

72 initiator Scan documents and photos at branch

Ability to work with different types of scanners

Successfully interface scanning with workflow solution

73 Initiator Scan/ upload documents and photos

Ability to work with different types of existing hardware

Successfully interface different types of hardware , e.g. Kyocera document manager, fax machines, flatbed scanners, bulk scanners with workflow

74 Centre supervisor Upload photos from workflow to T24

Interface with the Bank's core banking system (T24) to relay scanned /soft photographs to CBS directly with minimum intervention

Successfully interface with T24 to upload images from workflow into T24

75 Centre inputter Capture data from scanned account opening forms

Provide templates/ forms to allow capture data within the workflow

Capture meta data from customer application forms into templates provided in the workflow

76 Centre inputter To capture customer information into T24 from the workflow solution

Upload data captured in the workflow templates directly into defined fields in T24

Customer information accurately captured in T24 through the interface

77 Centre Authorizer Approve/Reject Account Authorize Images & Customer Amendments in the DMS

Successfully authorize image/customer amendments capture in DMS before upload into CBS(T24)

78 Centre /

Branchinputters/authorisers

Allow for back and forth movement of tasks between inputters and authorisers

Enable movement of tasks from inputters to authorisers and rejection and re-submission where required

Have a robust workflow system that allows for movement of documents back and forth among users

79 Central archives To have an E-archive of all account opening forms in the group

Digitisation and archival of historical records

Successfully create E-archive to enable reference to or retrieval of images of account opening forms without resorting to physical documents; E-archive to mirror physical archive

80 KCB branches

Ability to scan and convey documents from multiple initiators to a centre

Branches to Scan account opening forms and other customer instructions and upload into defined modules in the workflow to be accessed at the centre

Centralised processing of work from all KCB branches at a central location

81 Centre tasks

Auto assignment of tasks from workflow to a group of users at the centre

Ability to auto – assign documents to a group of upto 30 users and do load balancing)

Successfully assign documents for processing with minimal intervention

82 Centre tasks

Implement up to 4 different work streams depending on nature of documents

ability to support multiple workstreams/ processes at the same time Successfully support different pre-defined processes

83 Reports module Measurement of daily performance per user

Ability to give reports on daily activity per user Provide reports on activities per user per day

84 Reports module Measurement of performance

Ability to give reports on Average turn around timer per user – time taken to process documents Provide reports on activities per user per day


Ability to give reports on number of documents received daily per branch Provide reports on activities per branch per day


Ability to give reports on number of documents processed daily per work stream Provide reports on total activities per workstream

87 Reports module MIS on account opening

Ability to Interface with T24 new accounts report and highlight exceptions

Highlight cases of accounts opened in T24 daily without supporting documents being uploaded in CBS

88 Reports module MIS on account opening

Provide dashboard for manager to view status of different work streams/ users Enable manager to monitor centre activities real time

Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Page 27 of 27

KENYA COMMERCIAL BANK LTD - KCB Bank Group · PDF fileKENYA COMMERCIAL BANK LTD ... The bank...

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