PC Specification for the IT Centre · Web viewOne original Document and Four (4) copies of the...

ENQUIRIES: MRS NICOLENE J. ANIPATINTEL: 021 959 6688FAX: (021) 959 6115E-Mail: [email protected]

Dear Sir/Madam,

REQUEST FOR TENDER – TENDER NO: CPUT 38/13

ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT

CLOSING DATE 02 September 2013

REFERENCE CPUT 38/13

You are invited to submit a TENDER for the service as indicated in the attached forms.

All prices must include VAT.

The tender must be submitted in a sealed envelope on which the following information is clearly indicated:-

The name and address of the RespondentTender numberClosing date

One original Document and Four (4) copies of the tender must be provided in the submission. Additionally, provide an electronic copy on a CD in MSWord format. Any drawings or project plans must be presented in MS Visio or MS Project format respectively.

Yours faithfully,

NICOLENE ANDIPATINPROCUREMENT DEPARTMENT

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TABLE OF CONTENTS

1. TAX CLEARANCE CERTIFICATE 6

2. MANDATORY CHECKLIST: 7

PART A: INVITATION TO TENDER 8

3. INVITATION TO TENDER 8

3.1 INTRODUCTION 8

3.2 OVERVIEW AND SCOPE 10

3.3 TENDER SCHEDULE 12

3.4 COMPULSORY INFORMATION SESSION 13

4. INFORMATION SESSION ATTENDANCE CERTIFICATE 14

5. TENDER PROCEDURE AND INSTRUCTIONS 15

PART B: TENDER OFFER 18

6. GENERAL 18

7. PARTICULARS OF SERVICE PROVIDER 18

8. PARTICULARS WHICH MUST BE HANDED IN BY THE SERVICE PROVIDER IN ADDITION TO AND AS PART OF THE TENDER DOCUMENTATION: 20

ANNEXURE A: AGREEMENT 21

9. DEFINITIONS AND INTERPRETATIONS: 22

10. APPOINTMENT 24

11. PERIOD 24

12. CONSIDERATION 25

13. EQUIPMENT, WATER AND ELECTRICITY 25

14. LIMITATION OF LIABILITY AND INDEMNITY 25

15. WARRANTIES AND UNDERTAKINGS 26

16. OTHER DUTIES OF THE CONTRACTOR 27

17. BREACH AND TERMINATION 27

18. FORCE MAJEURE 28

19. JURISDICTION 28

20. DOMICILIUM CITANDI ET EXECUTANDI 29

PART C: TENDER SPECIFICATIONS 31

21. CRITERIA 31

21.1 PROPOSED FUNCTIONAL REQUIREMENTS 31

21.2 ENTERPRISE CONTENT & DOCUMENT MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS 32

21.3 IMAGING REQUIREMENTS 42

21.4 WORKFLOW REQUIREMENTS 49

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22. PROPOSED TECHNICAL REQUIREMENTS 50

22.1 ARCHITECTURAL REQUIREMENTS 50

23. MANDARORY REQUIREMENTS 52

23.1 SCOPE 52

23.2 SYSTEM REQUIREMENTS 52

23.3 CAPACITY CRITERIA 52

23.4 MANAGEMENT OF THE SOFTWARE 52

23.5 DATA INTEGRITY PRESERVATION 53

23.6 FUNCTIONAL AND INTEGRATION CRITERIA 53

23.7 IMPORT AND EXPORT AND LAUNCH OPERATIONS 54

23.8 SECURITY 54

23.9 SCANNING AND BARCODING 54

23.10 SEARCH CAPACITY 54

23.11 ONLINE PUBLIC ACCESS 55

23.12 DATA CAPTURING 56

23.13 REPORT WRITING 56

23.14 ALERTING SERVICES 57

23.15 COLLECTION 57

24. STORAGE REQUIREMENTS 57

24.1 DOCUMENT STORAGE (OPTICAL) 57

24.2 DOCUMENT STORAGE (MAGNETIC) 58

25. PROPOSED SUPPORT REQUIREMENTS 59

25.1 MAINTENANCE & SUPPORT 59

25.2 TRAINING 59

25.3 DOCUMENTATION 60

26. PRICING 60

26.1 SOFTWARE (PLEASE DIFFERENTIATE COSTS BY MODULE OR FUNCTION) 60

26.2 INSTALLATION 61

26.3 ANNUAL MAINTENANCE 61

26.4 TRAINING 62

26.5 DOCUMENTATION 62

26.6 SHIPPING 62

27. VENDOR QUALIFICATIONS AND EXPERIENCE 62

28. PRICING REQUIREMENTS 63

29. CONTACT INFORMATION 63

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ANNEXURE B: DECLARATION OF INTEREST 63ANNEXURE D: DECLARATION 65ANNEXURE E: WORK TO BE PERFORMED BY A MANDATARY 68ANNEXURE F: QUALITY SURVEY 71

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YOU ARE HEREBY INVITED TO SUBMIT TENDERS TO CPUT

PLEASE TAKE NOTE!!!

REFERENCE: CPUT 38/13CLOSING DATE: 02 September 2013CLOSING TIME: 11:00

TENDERS RECEIVED AFTER THE CLOSING TIME AND DATE ARE REGARDED AS LATE AND WILL NOT BE ACCEPTED FOR CONSIDERATION

All FORMS MUST BE SIGNED IN THE ORIGINAL, THAT IS IN INK -

A Tax Clearance Certificate as issued by SARS, where the Respondent is registered for income tax purposes, must be submitted with the TENDER. Failure to submit the certificate WITH THE ORIGINAL TENDER DOCUMENTS will invalidate THE TENDER.

TENDERS MAY ONLY BE PLACED IN THE TENDER BOX AT:

CAPE PENINSULA UNIVERSITY OF TECHNOLOGYSECURITY INFORMATION CENTRESYMPHONY ROADBELLVILLE

A non-refundable amount of R250.00 per document is payable either at the cashiers of CPUT or by means of direct banking. Proof of payment must be submitted with your completed document on the closing date.

Banking Details: ABSA BANKCape Peninsula University of TechnologyBranch: 632005Account: 011 625 10521

RESPONDENTS SHOULD ENSURE THAT TENDERS ARE DELIVERED TIMEOUSLY TO THE CORRECT ADDRESS

SUBMIT ALL TENDERS ON THE OFFICIAL FORMS

TENDERS BY TELEGRAM, FACSIMILE, ELECTRONICALLY OR OTHER SIMILARAPPARATUS WILL NOT BE ACCEPTED FOR CONSIDERATION.

SUBMIT EACH TENDER IN SEALED ENVELOPE

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1. TAX CLEARANCE CERTIFICATE

It is an absolute requirement that the taxes of the successful Respondent MUST be in order, or that a suitable arrangement has been made with SARS to satisfy them.

Respondents are therefore required to obtain a valid and original Tax Clearance Certificate from SARS where the Respondent is registered for Income Tax purposes. Failures to submit the Tax Clearance Certificate WILL invalidate your response.

The Tax Clearance Certificate relating to the TENDER will be valid for a period of 60 days or 2 months from date of submission of tender.

Each party to a Consortium / Joint Venture / Sub-contractors must provide a separate Tax Clearance Certificate.

Attached please find an application form to be completed by you for the relevant certificate.

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2. MANDATORY CHECKLIST:

Please complete the following checklist and attached same list complete with stipulated documents under separate cover clearly marked and page numbers listed.

Please attached certified copies unless otherwise stated in the checklist

DESCRIPTION OF REQUIREMENTDocuments must be in the same order and referenced against applicable number as in this checklist

Please √ where applicable

Page No.

1. Duly completed tender document

2. Original Tax Clearance Certificate

3. BBBEE Score Certificate. Verification of BEE status an approved verification agency or audited statement (where applicable).

4. CIPC Registration Document for Companies and CC’s, Letter from a registered accountant for all other entities.

5. List of existing support team (Local and Nationally)

6 List of current and past references

7. Information Session Attendance form

8 Letter confirming Microsoft Partner Status

9. Pricing Schedule

10 Proposed Project Plan (must include all activities)

DATE: ___________________________

NAME: ___________________________

SIGNATURE: ___________________________

__________________________________________________________________________

PART A: INVITATION TO TENDER

3. INVITATION TO TENDER

Tenders are hereby invited from Service providers of which the particulars have been set out in Part B: Tender Offer (“the Tender”) for the ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT as set out and specified in further details in the following documents:

PART A : INVITATION TO TENDERPART B : TENDER OFFERPART C : SPECIFICATIONS

Cape Peninsula University of Technology (CPUT) has a population of 33,000 registered students and over 3,000 staff members. It offers courses in a diverse range of disciplines and in at least 11 different locations across the Western Cape. There are also residences scattered across the region, which are serviced by the institution.

3.1 INTRODUCTION

Cape Peninsula University of Technology (CPUT) is drowning in records - from applications forms for enrolment, student records and human resources forms to new digital content, such as online videos and podcasts. For most staff, documents are hard to find, keep track of and manage.

There is a solution to this chaos: an Enterprise Content Management solution (including Records Management and Document management) that can help departments organize their content and manage these documents through its lifecycle.

Document management allows institution to digitize their paper documents and organize them with their existing electronic document into one central computerized system, so users can easily search and retrieve the documents. The technology allows the users to manage documents workflow and automatically route files to the appropriate places, making process more efficient.

Cape Peninsula University of Technology (CPUT) is instituting an Enterprise Content Management (including Records Management and Document Management) program that will encompass strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.

Records needs to be managed so that it is used to achieve business goals. Central to this strategy are the tools and technologies of ECM (specifically Records Management and Document Management) which will manage the complete lifecycle of records from creation to destruction. These technologies allow the creation of centralized repositories where all vital corporate records can reside.

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The main goal of the CPUTs’ ECM strategy is to develop and implement integrated content, records and archival management programs, utilizing existing and emerging technologies and to improve the availability and accessibility of information campus wide. This will also enable maintaining accountability standards by addressing all administrative, legislative, fiscal and archival requirements with respect to university content and records.

The ECM implementation is also aligned to the University’s Vision 2020 Strategic Plan, which has four main aims, two of these, i.e. “Sustainability and Efficiency” and Research and Innovation” commit the university to exemplary organizational accountability, sustainability, efficiency, quality and effectiveness. Success in achieving this goal requires strategies that support good governance, a culture of accountability and decision-making. The ECM Program therefore serves as one of the strategies that support good governance, accountability and decision-making.

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3.2 OVERVIEW AND SCOPE

3.2.1 Overview of CPUT ECM Needs

Cape Peninsular University of Technology is now considering the acquisition of technologies to assist ECM to improve the efficiency of processes in several departments. Specifically, CPUT is evaluating imaging technologies, electronic document management technologies (e.g., email, attachments, Microsoft Word files, Microsoft Excel spreadsheets, Microsoft PowerPoint presentations, etc.), and integrated workflow technologies to enable the various campus departments to accomplish several objectives:

Recapture physical space that primarily holds physical originals of documents generated or received by the University through the scanning of images and effective indexing of paper documents. Another benefit is to reduce the number of documents that are duplicated throughout the institution. Many of these original documents are currently filed as hard copies in folders on shelves, in folders in filing cabinets, or in boxes in off-site storage facilities. Folders are generally arranged in alphabetical order, by topic name, by date, or by an internal tracking number.

Reduce liabilities through effective management of multiple types of documents (scanned or electronically generated), and improving the tracking, retrieval, retention, and final disposition of these documents. For example, the reduction in the “loss” of documents and files, reduction of files that are were incorrectly lost due to errors in retention schedules, the effective destruction of documents that are no longer required to be stored or archived.

Eliminate the number of manual paper lists that are used by campus staff to track where documents are stored or can be found.

Provide for one or more repositories for multiple types of documents to enable an effective capability to store, archive, research, and recover documents.

Share documents in both a structured and ad-hoc manner across the organization and between document management repositories.

Migrate from an obsolete document management solution to a modern one with greater functionality.

CPUT seeks technologies that can provide Enterprise Content Management, Records management, Document management, Web Content Management and Workflow functionality. These products must be sufficiently flexible and accessible to meet the needs of various users within the institution.

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ECM Core Components:

COMPONENTS DEFINITION FUNCTION Document Management Manage any kind of information

object throughout the document lifecycle.

Check-in/checkout control, version control, security and archives services for business documents.

Records Management A platform for compliance and accountability including full lifecycle management for physical and electronic records.

Ability to comply with legal or regulatory purpose, long-term archiving and automation of retention and compliance policies.

Web Content Management

Web Content Management is designed to accelerate web content development and deployment through Internet, intranet and extranet sites.

Ability to remove the webmaster bottleneck, managing dynamic content and content authoring, general ease of use.

Imaging Document imaging or imaging, allows organizations to capture paper-based information and convert it to electronic images that are stored in a computer electronically.

Document imaging for capturing and managing paper documents – entire scanning process from paper to electronic format (OCR included)

Document-centric collaboration

Document-centric collaboration is a new approach to working together on projects online which puts the document and its contents at the centre of the process.

For documents sharing and supporting project teams – including permissions

Workflow Actively connect people with the content, business processes and applications the need in their daily work

For supporting business processes and routing content, assigning work tasks and states, and creating audit trails of who did what, why, when and how.

Enterprise Search The practice of identifying and enabling specific content across the enterprise to index, search, and display to authorized users.

Enterprise Search extends access from the ECM repository alone to information residing anywhere; within content management systems, intranets, web sites, databases, desktops, file-shares, email or elsewhere.

3.2.2. Type of Records__________________________________________________________________________

Given the wide ranging interests in ECM Technologies it is not surprising to see that the types of records that may go into a central repository is quite extensive. Examples of records that would be considered for this system include but is not limited to the following:

Audit reportsArtefactsCorrespondenceGeneral notes/minutesInvoicesMemosPersonnel actionsProposalsSpreadsheetsVideo and Voice Recordings

Budget documentsElectronic mailGrant proposalsLettersMisc/OtherPresentationsReports/papersTrademarksAcademic Documentation (including papers, thesises and dissertations)

ContractsFaxesIntellectual Property/copyrightLicense agreementsPatentsProject plansAgreementsWord processing documents etc.Photos/Images

3.2.3 Security Requirements

CPUT has a requirement for group or role-based security, with provision for individual overrides, to accommodate the security matrix it has developed for the documents that it maintains. Security must ensure the user is authenticated, the level of authorization by role, and the ability to accommodate the security of both individual files and folders.

As a general rule CPUT staff that support each of the departments or certain groups within the institution, cannot access the files of their peers or that of their superiors. CPUT staff from different departments also may not access files in another department. However, the flexibility is needed to allow specific documents or files to be shared with other colleagues across the institution on an as needed basis. CPUT seeks a product that can promote and enhance knowledge management and knowledge sharing.

3.3 TENDER SCHEDULE

The following timescales are associated with this tender process. These timescales are not fixed and only serves as a guideline.TASK DUE DATE TIMEIssuing of Tender 19 August 2013Compulsory Information Session 22 August 2013 10H00Submission of tender 02 September 2013 11H00Evaluation by Sub Tender Task Team 03 September 2013Adjudication by Tender Committee 02 October 2013Approval by ManCom 09 October 2013Notification of preferred vendor TBAStart of Contract TBA

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3.4 COMPULSORY INFORMATION SESSION

All prospective service providers must attend a compulsory site and information sharing meeting. Important information:

TENDER NO. : CPUT 38/13

DESCRIPTION: ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT

LOCATION: Room 106, IT Centre,CPUTBellville Campus

DATE / TIME: 22nd August 2013 at 10:00

PLEASE NOTE: Only submissions from those Service Providers who were present at the site meeting will be considered.

Contact person:

Gugulethu NdengeEmail. [email protected]. (021) 959 6670Cell. 082 802 2580

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4. INFORMATION SESSION ATTENDANCE CERTIFICATE

This is to certify that _________________________________________________ of

(the firm) _________________________ visited the site on the

_____________________ day of ______________________20___, and is therefore

familiar with the circumstances and the extent of the service to be rendered.

____________________________FOR CPUT

Signed at _________________ on the ____ day of ____________________ 2013.

____________________________FOR RESPONDENT

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5. TENDER PROCEDURE AND INSTRUCTIONS

5.1.1 The tenderer must examine all parts of the tender documentation including all Annexures (“the tender documentation”).

5.1.2 CONFIDENTIALITY: All information detailed in this Tender Document is proprietary in nature and not to be divulged without written permission from Cape Peninsula University of Technology. By the same token, Cape Peninsula University of Technology will not divulge any information without the written permission of the Service Provider.

5.1.3 The tenderer must attend the Information Session where the Services are required.

5.1.4 One original Document and Four (4) copies of the tender must be provided in the submission. Additionally, provide an electronic copy on a CD in MS Word or ADOBE PDF format. Any drawings or project plans must be presented in VISIO or MS Project format respectively. The delivery should have each page initialed in full by the Service provider and also signed in full in the spaces as provided for, to the address stated on page 3.

5.1.5 The tender documentation must be placed in the Tender Box as stated on page 3 of the Tender Document in a sealed envelope on (“the closing date”), marked clearly “ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT”

5.1.6 The Cape Peninsula University of Technology retains the right to award or refuse tenders at its sole discretion and the lowest or any other tenders shall not necessarily be accepted. Late tender submissions will be automatically excluded from consideration.

5.1.7 The Cape Peninsula University of Technology may determine that further oral or written presentations must be presented by the Service provider to a panel as compiled by the Cape Peninsula University of Technology on a date, place, time and manner as determined in writing by the Head: Procurement.

5.1.8 All Service providers shall be advised in writing either that their tender has been accepted or declined, as the case may be, within a period of 90 (Ninety) days or such extended period of time as indicated by the Cape Peninsula University of Technology to the Service provider, from the closing of this tender.

5.1.9 The tender offer must be VAT inclusive and valid for a period of Ninety (90) days from the closing date.

5.1.10 All prospective respondents must attend the Information Session in order to ascertain the extent of the service to be rendered. The enclosed meeting attendance certificate

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must be completed and signed by the representative and included into the submission pack. Failure to submit a signed site inspection certificate will invalidate the TENDER submitted. Additional visits to other sites will be arranged at the specified site meeting. While this is optional, tenderers who use this opportunity will be able to build a better perspective of the complications of service provision to CPUT.

5.1.11 The tender will be evaluated based on the following criteria and weighting:

1st Phase - COMPLIANCE

The compliance evaluation is based on the principle that the documents submitted must contain the relevant content stipulated by this specification document. The Mandatory checklist can be used as a guideline for where compliance is required, although it should not be used as the sole compliance list. The submission by service providers must take the necessary care to read the document carefully and comply where required. Only submissions, which are fully compliant, will be considered in the next phase.

2nd Phase - FUNCTIONALITY

Compliance 15 points Ability to Execute 85 points

The Ability to Execute is broken down into weighted criteria for compatibility with the needs of the institution for all components of ECM, specified regional support, project management, planning and company experience in the domain.

Please note that compliance is required in the using the costing and equipment templates provided properly. The service provider is expected to offer a complete financial solution as specified in this document.

If the tenderer is being substantially assisted by another in either the submission or the offered support, this must be declared. The relevant BBBEE ratings of the assisted company must also be submitted.

3rd PHASE - PRICE AND BBBEE

Pricing 90 points BBEEE 10 points

5.1.12 The Cape Peninsula University of Technology may, before the acceptance of any tender, determine that further terms and conditions be added to the tender documentation which will be deemed for all purposes to form part of the tender documentation, and should the Cape Peninsula University of Technology not reach agreement with a preferential Service provider with regard to further terms and

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conditions, then the Cape Peninsula University of Technology retains the right not to award the tender to such preferential Service provider and to identify any of the other Service providers as preferential Service provider and to negotiate with other Service providers with a view to awarding the tender, whether as explained in the tender documentation, or with the inclusion of any further tender conditions in the sole discretion of the Cape Peninsula University of Technology as agreed upon with such Service provider. All enquiries with regard to the tender in terms of the tender documentation must be addressed to:

LIZETTA NELSON TEL: (021) 953 8472E-Mail: [email protected]

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PART B: TENDER OFFER

6. GENERAL

The Service provider tenders herewith, by the delivery of the originally signed tender documentation, as contemplated in Part A for the provision of services to the Cape Peninsula University of Technology, and further read with all the tender documentation (“the tender documentation”), namely:

PART A : Invitation to TenderPART B : Tender OfferPART C : Tender Specification

6.1 Any further documentation, containing the particulars as contemplated in Part B, and further information and amendments as required by the Cape Peninsula University of Technology.

7. PARTICULARS OF SERVICE PROVIDER

7.1 Name of organization

____________________________________________

7.1.1 Registration number

____________________________________________

7.1.2 Physical address

_____________________________________________________________

_____________________________________________________________

7.1.3 Postal address

_____________________________________________________________

_____________________________________________________________

7.1.4 Fax number ____________________

7.1.5 Telephone number ____________________

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7.2 Contact person appearing on behalf of the Service provider:

7.2.1 Name and surname

_____________________________________________________________

7.2.2 Cellphone no.:_________________ Telephone no.:_________________

7.2.3 Fax no: _________________ E-mail:_________________

7.3 Particulars of person signing the tender documents on behalf of the Service provider:

7.3.1 Name and surname:

_____________________________________________________________

7.3.2 Identity number: ________________________________________________

7.3.3 Capacity: _____________________________________________________

7.3.4 I/We hereby offer to undertake and perform the work for this tender at the price quoted below: for all areas.

I/We declare that this tender is valid for 120 calendar days from the closing date for tenders.

I/We further accept that if, after I/We have been notified of the acceptance of my/our tender, I/We fail to enter into a formal contract or fail to furnish any necessary documentation then Cape Peninsula University of Technology reserves the right to cancel the contract and recover any damages, including but not limited to consideration, which may be been paid for the execution of the work.

Signed at _____________________ on this ________ day of

____________________________ 2013

WITNESSES:

1. _________________________________________

2. _________________________________________

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8. PARTICULARS WHICH MUST BE HANDED IN BY THE SERVICE PROVIDER IN ADDITION TO AND AS PART OF THE TENDER DOCUMENTATION:

8.1 Mandatory Checklist (Section 2 of this document)

8.2 REFERENCES: At least three contactable references of completed Enterprise Content & Document Management Solution.

8.2.1 COMPANY PROFILE. The TENDERER must supply details of the company including:

Size of the company and footprint in the Western Cape How long it has been in existence Company turnover and profit and Services it offers.

8.2.2 SUPPORT TEAM: Organogram of position and responsibilities of the workforce. Provide information on who will be managing this project and what support will be provided. The TENDER must contain a brief skills profile of each person associated with this contract.

8.2.3 Sample Service Level Agreement (SLA)

8.2.4 Operational/project plan

8.2.5 Questionnaire as per Annexure F

8.2.6 Completed Vendor Application Form

__________________________________Name of Signatory

__________________________________Designation

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ANNEXURE A: AGREEMENT

ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT

MADE AND ENTERED INTO BY AND BETWEEN:

CAPE PENINSULA UNIVERSITY OF TECHNOLOGY

____________________________________(“Client”)

and

___________________________________(“Service Provider”)

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9. DEFINITIONS AND INTERPRETATIONS:

9.1 In This Agreement the following words and/or expressions shall have the following meanings set opposite them respectively, unless the contrary appears:

9.1.1 Agreement : The Agreement/This Agreement made and entered into by and between the Parties set out hereunder.

9.1.2 Day : Any day excluding Saturdays, Sundays and Proclaimed Public Holidays in the Republic of South Africa.

9.1.3 Effective Date : ______________________________

_____________________________________________________

_______________________________________________________

9.1.4 Month : A calendar month commencing on the 1st (first) day of the month and terminating on the last day of the same month.

9.1.5 Parties : CPUT and the Service Provider.

9.1.6 Premises : ______________________________

______________________________

______________________________

______________________________

9.1.7 Public Holidays : Proclaimed Public Holidays in the Republic of South Africa and holidays.

9.1.8 CPUT : a Higher Education Institution in the Western Cape.

9.1.9 Services : ACQUISITION AND IMPLEMENTATION OF AN ENTEPRISE CONTENT MANAGEMENT SOLUTION FOR CPUT and subject to the terms and conditions of This Agreement.

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9.1.10 Service Provider : _______________________________

_______________________________

_______________________________9.1.11 Termination Date : _______________________________

________________________________________________

9.1.12 VAT : Value Added Tax

9.1.13 Weekend : A period commencing at 17h00 on a Friday and terminating at 06h00 on the immediately following Monday.

9.2 Unless the context clearly indicates a contrary intention:

9.2.1 A reference to any gender includes the other genders;

9.2.2 A reference to any natural person includes a legal entity (whether incorporated or unincorporated) and vice versa;

9.2.3 A reference to the singular includes the plural and vice versa.

9.3 Clause/paragraph headings are inserted for convenience only and shall not bear upon the interpretation or construction of This Agreement or any provision hereof.

9.4 Where any amount or number is referred to in figures and words, should there be any difference between the two, the words shall prevail.

9.5 Where any number of days is prescribed in This Agreement, same shall be reckoned exclusively of the first and inclusively of the last day; where the last day falls on a Saturday, Sunday or proclaimed public holiday, the last day shall then be the next succeeding business day, i.e. a day which is not a Saturday, Sunday or proclaimed public holiday.

9.6 Words or expressions defined in This Agreement shall bear the same meaning in any annexure or addenda to This Agreement, which do not themselves, contain their own definitions.

9.7 Where any definitions are contained within the context of any particular Clause, unless it is clear from the context of such Clause that such definition has limited application to the relevant Clause, the meaning ascribed shall apply for all purposes

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in terms of This Agreement, notwithstanding that such definition has not been set out in this Clause 1.

9.8 All the provisions, terms, conditions, covenants, restraints, undertakings, obligations and rights as are contained in This Agreement are, for convenience, referred to as “provisions” and the provisions and parts thereof are severable and divisible and should any provision or part thereof be found by a competent Court to be invalid or unenforceable, such a finding shall, subject to the Order of such Court, not affect the validity or enforceability of the remaining provisions.

9.9 Where the consent of any Party is required for any purpose whatsoever (and which shall include any permission or approval) same shall, unless the context indicates otherwise, mean the prior written consent, and which shall not be unreasonably withheld, and in the event of the withholding or refusal of such consent, the onus shall be on the Party seeking same, to prove that the withholding or refusal was unreasonable under all the circumstances.

9.10 If any provision in a definition is a substantive provision conferring rights and/or imposing obligations on the Parties or either of them, effect shall be given to it as if same is a substantive provision in the body of This Agreement;

9.11 The termination or cancellation of This Agreement shall not affect any provisions where it is expressly provided that same shall be of effect and/or operate after such termination or cancellation, notwithstanding that the provisions do not expressly provide for this.

10. APPOINTMENT

10.1 hereby appoint the contractor to perform the work.

10.2 The contractor hereby accepts the appointment made in clause 2.1 and agrees to perform the work on the terms and conditions set out in the contract.

10.3 The contractor shall not, under any circumstances, be entitled to sub-contract the work unless the contractor has obtained prior written consent from CPUT

10.4 The contractor shall perform the work in a professional and reliable manner and shall secure that its employees, other persons under its control or agents will convey an image of professionalism and reliability when performing the work.

10.5 may inspect the work at any time and any work not in compliance with the provisions of the contract, shall immediately be rectified by the contractor upon written request by

11. PERIOD

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11.1 This contract shall commence on the commencement date __________________ and shall continue until __________________

11.2 This contract may, in the sole discretion of, be renewed on the terms and conditions set out in the contract, subject to any agreed variation in the consideration payable for the work to be performed or the period of renewal.

11.3 Either party may terminate the contract by giving not less than three month’s written notice of such termination. Any renewal of the contract shall be in writing.

11.4 No provision in the contract gives the contractor any right or expectation that the contract will not be renewed, nor places any obligation to renew the contract.

11.5 Notwithstanding the commencement date, the contractor may not commence work before the letter of acceptance, this agreement and all other relevant documents have been signed by the parties.

12. CONSIDERATION

12.1 The consideration payable by CPUT to the contractor for the work to be performed shall be in accordance with the tender submitted by the contractor and accepted by and specified in the letter of acceptance.

12.2 The contractor shall, on or before the 15th day of each calendar month, submit an invoice specifying the work performed during the current month and detailing the consideration due and payable to the contractor (the “invoice”). Where applicable, Value Added Tax shall be shown separately on each invoice.

12.3 shall pay any consideration due and payable to the contractor by month end of the month in which it receives the invoice.

13. EQUIPMENT, WATER AND ELECTRICITY

13.1 The contractor shall supply, store (on the relevant site only if such storage facility is available) and safe-guard all materials and equipment required for the work it will perform in terms of the contract.

13.2 The contractor may use water and electricity required to perform the work at no charge, from existing supply points on the site where the work is performed, if and where available. CPUT is under no circumstances obliged to provide such water and electricity if not already available at a particular site on its property.

14. LIMITATION OF LIABILITY AND INDEMNITY

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14.1 The contractor shall, subject to clause 6.4, be liable for all acts and omissions, including any negligence, of its employees, agents and persons under its control while they are on CPUT's premises or while they are elsewhere performing the work.

14.2 Subject to clause 14.3, the contractor hereby indemnifies and holds harmless against:

14.2.1 Any damage to any property of CPUT, whether movable or immovable;

14.2.2 Any liability incurred by CPUT in respect of any damage to or loss of property, whether movable or immovable, belonging to third parties;

14.2.3 Any liability incurred by CPUT in respect of the death, unlawful arrest, injury, illness or disease of any person; and

14.2.4 Any legal expenses, costs or expenditure reasonably incurred by in connection with any actions or claims emanating from any cause attributable or connected with the work performed by the contractor in terms of this agreement;

14.3 Clause 14.2 shall only apply if the damage, loss, liability, legal expense or cost, as the case may be, is caused by any act, omission or negligence by the contractor, its employees, its agents or persons under its control.

14.4 The contractor shall not be liable for any damage, loss, unlawful arrest, death, injury, illness or disease caused by the wilful misconduct of its employees.

15. WARRANTIES AND UNDERTAKINGS

15.1 The contractor gives to in connection with the contract all the warranties and undertakings set out in clause 15.5.

15.2 The warranties in clause 15.5 are given with effect from the commencement date.

15.3 Each warranty shall also be seen as an undertaking, which shall continue and remain in force for the duration of this agreement.

15.4 Each of the warranties shall be deemed to be qualified to the extent that the contractor has made written disclosures against any warranty at the time of submitting its tender.

15.5 The contractor warrants that:

15.5.1 It complies with all laws, in the form of statutes, ordinances, by-laws, regulations or otherwise in force from time to time, which apply to it in relation to its employees;

__________________________________________________________________________

15.5.2 It complies with all laws, in the form of statutes, ordinances, by-laws, regulations or otherwise in force from time to time, which apply to the work and manner in which it conducts the work;

15.5.3 It is in possession of the requisite permits, consents or approvals which entitle it to carry on the type of work which it does;

15.5.4 It conducts its tax affairs in an orderly and lawful manner, and complies with all laws and directives relating to its tax obligations; and

15.5.5 It complies with its commitments in terms of its black economic empowerment and development programme.

15.6 Any breach of any of the above warranties or any failure to observe the undertakings given shall constitute a material breach for the purposes of clause 9 below.

16. OTHER DUTIES OF THE CONTRACTOR

The contractor shall:

16.1 allow access to information relating to the contractor’s personnel files of staff employed by the contractor to perform the work;

16.2 liaise with the Terrain officer on a weekly basis and submit monthly management reports to him.

17. BREACH AND TERMINATION

17.1 Should either party (the “defaulting party”) commit a breach of any of the terms or conditions of this agreement and fail to remedy such a breach after receiving 7 days written notice thereof from the other party, the following provisions shall apply:

17.1.1 if the breach by the defaulting party is a material breach of the provisions of this agreement or the warranties, the other party shall be entitled to cancel this agreement without prejudice to any other claim, which the other party may have in law against the defaulting party;

17.1.2 if the breach is not a material breach of the provisions of this agreement, the other party shall be entitled to any remedy available to it in law, provided that such party shall not be entitled to claim cancellation of this agreement unless such cancellation is the only adequate remedy available to it.

17.1.3 If the defaulting party commits a material breach three times within a 3 month period, even though remedy was implemented, has the right to terminate this agreement without any prejudice to any other claim which the other party may have in law against the defaulting party.

__________________________________________________________________________

17.2 Despite the provisions of clause 9.1 above, in the event that any breach of the provisions of this agreement poses any immediate threat of damage to persons or property, the other party shall be entitled to cancel this agreement within 24 hours’ notice to the defaulting party.

__________________________________________________________________________

18. FORCE MAJEURE

18.1 If either party is prevented or restricted directly or indirectly from carrying out all or any of its obligations under this agreement from any cause beyond the reasonable control of that party (including, without limiting the generality of the foregoing, war, civil commotion, riot, insurrection, strikes, lock-outs, fire, explosion, flood and acts of God), the party so affected shall be relieved of its obligations hereunder during the period that such event and its consequences continue (excluding payment obligations for work already performed), but only to the extent so prevented and shall not be liable for any delay or failure in the performance of any obligations hereunder or loss or damages either general, special or consequential which the other party may suffer due to or resulting from such delay or failure, provided always that written notice shall within 48 hours’ of the occurrence constituting force majeure be given of any such inability to perform by the affected party, and provided further that the obligation to give such notice shall be suspended to the extent necessitated by such force majeure.

18.2 For the sake of clarity it is recorded that CPUT shall not be liable to pay the contractor for work not performed by the contractor as a result of force majeure.

18.3 Either party invoking force majeure shall use its best endeavours to terminate the circumstances giving rise to force majeure and upon termination of the circumstances giving rise thereto, shall forthwith give written notice thereof to the other party.

18.4 The parties agree that, in the event that force majeure occurs as contemplated herein, the duration of this agreement shall be extended by the period during which such force majeure continues. However should force majeure last more than 3 months’, either party may terminate this agreement by giving 30 days’ written notice.

19. JURISDICTION

Without prejudice to rights to institute any action or proceedings in any division of the High Court having jurisdiction, the contractor hereby consents to the jurisdiction of the Magistrate’s Court in respect of any action or proceedings brought against it by in connection with this agreement notwithstanding that the action or proceedings would otherwise be beyond that jurisdiction.

__________________________________________________________________________

20. DOMICILIUM CITANDI ET EXECUTANDI

20.1 The parties choose for the purposes of this agreement the following addresses:

20.1.1 Director: Computer and Telecommunications Services (CTS) Department IT CentreBELLVILLE7530

20.1.2 The Contractor: ________________________________

________________________________

________________________________

________________________________

20.2 Any payment to be made in terms of this agreement or any legal process to be served on either party may be served on it at the address specified in clause 12.1 and it chooses that address as its domiciliumcitandietexecutandi for all purposes under this agreement.

20.3 Any notice or other communication to be given to either of the parties in terms of this agreement shall be valid and effective only if it is given in writing, provided that any notice given by telefax shall be regarded for this purpose as having been given in writing.

20.4 A notice to either party which is sent by registered post in a correctly addressed envelope to the address specified for it in clause 12.1 shall be deemed to have been received (unless the contrary is proved) within 14 days’ from the date it was posted, or which is delivered to the party by hand shall be deemed to have been received from the day of delivery, provided it was delivered to a responsible person during ordinary business hours.

20.5 Each notice by telefax to a party at the telefax number specified for as in clause 12.1 shall be deemed to have been received (unless the contrary is proved) within 12 hours’ of transmission if it is transmitted during normal business hours of the receiving party or within 18 hours’ of the first business day of the receiving party after it is transmitted if it is transmitted outside those business hours.

20.6 Notwithstanding anything to the contrary in this clause 12, a written notice or other communication actually received by either party (and for which receipt has been obtained) shall be adequate written notice or communication to it notwithstanding that the notice was not sent to or delivered at its chosen address.

__________________________________________________________________________

__________________________________________________________________________

FOR CPUT: _______________________________________________________

Signed at _______________________ on __________________________20____

As witnesses:

1.

2.

FOR CONTRACTOR: _________________________________________________

Signed at _______________________ on __________________________20__

As witnesses:

1.

2.

__________________________________________________________________________

PART C: TENDER SPECIFICATIONS

Tenderers must specify COMPLIANCE, NON- or LIMITED COMPLIANCE on all numbered items in this section. They should include comments, which will reflect the company’s ability to provide the specified function or service.

21. CRITERIA

The goal of acceptance criteria is to support and encourage a good business relationship, good governance, as well as good contract management between CPUT and vendor.

21.1 Proposed Functional Requirements

This section highlights a list of functions that the proposed systems need to address. CPUT’s high-level requirements are for rich enterprise content and document functionality, moderate and integrated imaging functionality, and for structured/ad-hoc workflow functionality. For each function, please provide the following information:

Can your product support the function in the current release? A brief description of how the system supports that function If customization is required, please indicate the resources needed: Programming expertise required (e.g. Visual Basic, Java script, C++ programming) Time to completion with or without vendor assistance, e.g. weeks, months Financial costs associated with the customization Vendor support for the customization Third-party products if needed Indicate any functions that will be supported in the next release, and estimated time-

frame of availability

__________________________________________________________________________

21.2 Enterprise Content & Document Management System Functional Requirements

21.2.1 Document Hierarchy and Relationship

Document hierarchy in a tree structureCan your product support the function in the current release?Yes No Other: (describe):How is it supported?

If customization is required, describe what needs to be done:

If function is in future release, provide timeframe for product availability:

Document repositories for each departmentCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to organize groups of documents based on multiple custom indexes (e.g. document type, firms, unique case ID)

Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

Ability to support multiple levels within the hierarchyCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Cross reference or link documents across multiple repositoriesCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.2.2 Searching, Processing, and Retrieval

Multiple-field indexingCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Full-text indexing and searchingCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Cross-repository, cross-document-type searchCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to search the document repository from other applications (e.g. desktop applications, Windows Explorer, Outlook, Exchange Inbox)




__________________________________________________________________________

Advanced searching capabilities (e.g. “fuzzy” search, natural language search, key word search, Boolean search, search wizards)




Ability to save searchesCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to set up smart folders or agents (e.g. automated update notification for users)Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Limit what users can see based on security accessCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

User-define links between unrelated documents (e.g. hyperlinks)Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to integrate and search across multiple applications (e.g. search through the Project Management System’s repository)




Ability to manage records, off-line paper documents, and other physical resourcesCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to log user access Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.2.3 Concurrent User Access Control

Check-in/check-out of documents or groups of documentsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to override check-in/check-out functions for administratorsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to set timer or alarm for all documents that are checked outCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to check in/check out documents remotelyCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.2.4 Version Management

Major and minor version supportCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Published version support (finalized, available for public viewing) vs. non-published version (editable, only users with sufficient security have access to)




Access to previous versions based on security controlCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to search across multiple version of a documentCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

__________________________________________________________________________

21.2.5 Retention Scheduling

Ability to define custom retention schedules for each document type and levels within the hierarchy




Ability to maintain a formal retention schedule that meets the legal and institutional requirements




Ability to interact with the hierarchical storage management system to migrate data between the optical system and the magnetic cache based on user access and/or retention schedule




Ability to schedule and log the deletion of files or foldersCan your product support the function in the current release?Yes No Other: (describe):How is it supported?


__________________________________________________________________________


21.2.6 Hierarchical Storage Management

Ability to store data and associated indexes on the same platter Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to cache data on magnetic based on frequency of accessCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to support write-once-read-many (WORM) optical media Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.2.7 Integration/Compatibility

Ability to integrate with mail infrastructure and Microsoft Exchange’s messaging infrastructure




Ability to save, retrieve, search, and link documents directly from Microsoft Office Suite, Exchange Inbox, Outlook interface, and/or Explorer




Ability to save and index emails directly from Microsoft Outlook, and Microsoft Exchange




Ability to route documents or collections of documents within Exchange?Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.2.8 Exporting

The system should be fully capable of providing an exporting functionality.Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



21.3 Imaging Requirements

21.3.1 Viewer Functions

Annotation support (e.g. area highlights, redaction, text annotations, signature stamps)




Ability to view multiple images simultaneouslyCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Annotation securityCan your product support the function in the current release?Yes No Other: (describe):How is it supported?

__________________________________________________________________________



Search across annotationsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Image format supportsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



21.3.2 Document Receipt and Sorting

What type of document preparation is required? (E.g., remove staples, separator sheets between logical documents, optimal number of pages per batch)

How is it supported?

21.3.3 Document Capture

High-volume scanningCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

__________________________________________________________________________

High-volume scanner supportCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to manage batch scanning from multiple scannersCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to import images from file system or fax serverCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Can the system support distributed scanning across different departments?Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to export images and data to document management system as neededCan your product support the function in the current release?Yes No Other: (describe):

__________________________________________________________________________




Ability to integrate with leading capture systemsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



21.3.4 Document Quality Control

Image enhancement featuresCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Ability to manually group or route unacceptable images for re-scanningCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.3.5 Document Indexing

High-volume/heads-up indexing support (e.g. split-screen indexing with the image on one side and the index fields on the other side)




Can the system associate OCR output with scanned-in images?Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Can the indexing component automatically organize images within batches into their associated level within the imaging hierarchy?




Ability to link images to other documents within the document management systemCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

21.3.6 Distribution

Ability to integrate the imaging functions with the document management functionsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Provide information about high-speed laser printer supportCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Provide information about image export and faxing supportCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



21.3.7 Security

User, group, departmental level securityCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



__________________________________________________________________________

Ability to integrate with the operating system security Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



Document hierarchy security and document level securityCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Annotation level securityCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Audit log for user actionsCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Discuss what type of audit trail the system provides

__________________________________________________________________________


The document management system should have the ability to integrate well into the current information technology architecture (especially the security architecture) at CPUT, reducing the overall need for extensive modifications in order to work with the current infrastructure. For Example IT to help on this.

Does the proposed solution integrate with existing system?Can your product support the function in the current release?Yes No Other: (describe):How is it supported?



21.4 Workflow Requirements

Integrated workflow capability with document management and imaging functionalityCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Route documents according to a pre-defined set of rulesCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Flexibility to route documents in an ad-hoc fashion as necessaryCan your product support the function in the current release?Yes No Other: (describe):

__________________________________________________________________________




Capability to modify the workflow processes without programmer or systems administrator intervention




22. PROPOSED TECHNICAL REQUIREMENTS

22.1 Architectural Requirements

CPUT will favor solutions that are natively developed by the same vendor versus products that integrate solutions from multiple sources. Is the proposed solution sourced from a single vendor?




If the proposed solution is NOT sourced from a single vendor?

Who is the original supplier of the proposed software?

Please describe:

If vendor is not the original supplier, list each software component by manufacturer.__________________________________________________________________________

Please describe:

CPUT’s document management, imaging functionality, and workflow functionality solutions should be able to function well with Microsoft XP SP3, Windows 7 and Windows 8 and should have capabilities to leverage the robust features and the security of those operating system and database system environments.

Please describe:

Along with its tight integration with the operating system, the system should have an open architecture that can integrate with all line-of-business applications and other electronic document management systems i.e. Management Information System, Student Online application, Financial Information System, Payroll/Personnel System, Departmental databases, etc.

Please describe the standards your products adhere to, and how your architecture can integrate with other applications and document management systems:

CPUT requires a system that can function in an advanced information technology environment: one that is geographically distributed, with a variety of users, configurations, applications, and varying depths and granularity of security.

Please describe how your solution would function in such an environment:

CPUT will heavily favor solutions that are effectively web-based with much of the functionality found in end-user PC based solutions and gadgets i.e. IPad’s, IPhone etc.


__________________________________________________________________________



__________________________________________________________________________

23. MANDARORY REQUIREMENTS

23.1 SCOPE

Please note that supplier compliance to these requirements is a pre-requisite for further consideration of the supplier’s response. Non-compliance will culminate in immediate disqualification.

No. Functional Criteria Able to support?Yes/No/Comments

23.1.1 Storing and indexing of records – various formats 23.1.2 Advance Search retrieval functionality23.1.3 Customizable user friendly homepage23.1.4 Possibility of configure and comply with specific needs23.1.5 Management of issuing documents23.1.6 Multiple flexible document collection type23.1.7 Ability to search across databases

23.2 SYSTEM REQUIREMENTS


23.2.1 Must run on SQL database23.2.2 Ability to export and import CSV, HTML and XML data23.2.3 Compatibility with most web browser – Internet Explorer,

Firefox23.2.4 Installation of the system on a local Server23.2.5 Support available in Cape Town

23.3 CAPACITY CRITERIA


23.3.1 Number of databases that can be added to the basic system: Unlimited

23.3.2 Searching: Unlimited23.3.3 Data Capturing : Unlimited

23.4 MANAGEMENT OF THE SOFTWARE


23.4.1 Create and manage with little or no assistance from IT.23.4.2 Retain control and make changes as necessary.

__________________________________________________________________________

__________________________________________________________________________

23.5 DATA INTEGRITY PRESERVATION


23.5.1 User-level security that ensures information access and input rights are in accordance with organizational requirements:Allow the Administrator to activate or de-activate:

23.5.1.1 records23.5.1.2 comments23.5.3 Provide secure access to perform tasks such as:23.5.3.1 Defining content permissions23.5.3.2 Configuring screens and home pages23.5.3.3 Adding new types of content23.5.3.4 Modifying the look and feel of the system23.5.3.5 Setting up users and roles.23.5.4 Events log to trace :23.5.4.1 Deleted items 23.5.4.2 Modifications

23.6 FUNCTIONAL AND INTEGRATION CRITERIA


23.6.1 Search across multiple databases.23.6.2 Ability to search other databases with similar data23.6.3 Ability to facilitate customization of reporting functions. For

example: ability to build custom report types based upon multiple field, multiple record selection.

23.6.4 Ability to create a unique identifier for each knowledge record/document for ease of reference.

23.6.5 Ability to archive knowledge which is no longer relevant.23.6.6 Ability to log the number of visits and the type of queries

performed.23.6.7 Ability to allow for the entry of free-form text, images,

attachments, etc.23.6.8 Access to the structured and unstructured content like:23.6.8.1 Departmental or enterprise repositories23.6.8.2 Network drives23.6.8.3 Digital asset management (DAM) systems23.6.8.4 SharePoint applications

__________________________________________________________________________

23.7 IMPORT AND EXPORT AND LAUNCH OPERATIONS


23.7.1 The system should be able to import and export in:23.7.1.1 CSV format23.7.1.2 XML format23.7.2 The system should be able to import:23.7.2.1 MARC format23.7.2.2 CSV format23.7.2.3 XML format23.7.2.4 Full text from PDF, docx, PPTX23.7.3 The system should be able to launch the following files:23.7.3.1 PDF23.7.3.2 Pptx23.7.3.3 URL23.7.3.4 JPG23.7.4 Importing should be able to run using an importing service

that automate the importing process.

23.8 SECURITY


23.8.1 Password control on different levels of Access23.8.2 Security Question & Answer23.8.3 Search and comment level of security – selected users23.8.4 Full edit but not Admin level of security - Archive personnel.23.8.5 Advanced Role-based security23.8.6 Ability to use barcodes and in future link up with RFID tags23.8.7 Users can be easily deleted or deactivated23.8.8 The system can be integrated with Active Directory and

eDirectory

23.9 SCANNING AND BARCODING


23.9.1 Ability to connect with scanning software to automate the import of scanned documents.

23.9.2 Ability to use barcode scanners23.9.3 Can connect to barcode and label printers

23.10 SEARCH CAPACITY

__________________________________________________________________________


23.10.1 Ability to search across all databases and all fields 23.10.2 Ability to search on individual database on an advanced

level.23.10.3 Ability to search on individual fields23.10.4 Ability to search full text and content23.10.5 Ability to use Boolean search AND OR NOT across all

fields23.10.6 Ability to customize search screen without IT skills or

programming knowledge23.10.7 Ability to search using folder structure like searching23.10.8 Ability to search for individual collections and sub

collections23.10.9 Ability to create search links that retrieve recent content.23.10.3 Allow browse and paste from a Category listings23.10.10 Search goes across all of the content in the system,

including multimedia and full text of documents.23.10.11 Content can be "acted upon"23.10.12 Integrated search, browse and alerts23.10.13 Multidimensional meta-tagging23.10.14 Management of many content types23.10.15 Federated search of external data sources23.10.16 Intuitively displayed search results23.10.17 Word highlighting23.10.18 Wild card searching23.10.19 Proximity searching23.10.20 Ability to enable synonym searching23.10.21 Ability to launch Federated searches.

23.11 ONLINE PUBLIC ACCESS


23.11.1 User-friendly23.11.2 Ability to allow for comments23.11.3 Ability to rate items23.11.4 Ability to save selected records to a cart and be able to act on it:23.11.4.1

Print the results

23.11.4.2

Email the results

23.11.4.3

Export to CSV

23.11.4. Export to PDF

__________________________________________________________________________

423.11.4.5

Ability to act on content for selected users

23.11.4.6

Rate records

23.11.4.7

Add comments

23.11.4.8

Add new records that can be activated by the administrator

23.11.4.9

Slide Show on Webpage

23.12 DATA CAPTURING


23.12.1 Ability to edit and add records through the browser.23.12.2 The following are required for basic data capturing:23.12.2.1

Pre-defined Validation lists or Thesaurus like lists

23.12.2.2

Field restrictions to allow for data integrity tests.

23.12.2.3

Automated field entries where the same data will be entered for multiple entries.

23.12.2.4

Upload images while in the edit screen

23.12.2.5

Batch Modification on Fields and across records

23.12.2.6

Import full text into records by using a importing services and IFilters

23.12.2.7

Fields with Value Lists that use a Dropdown control with None as an option.

23.12.2.8

Screens and Views that support the ability to display the IFilter text of the document.

23.13 REPORT WRITING


23.13.1 Ability to facilitate customization of reporting functions. For example, ability to build custom report types based upon multiple field, multiple record selection.

23.13.2 Create advanced reports that can be used to run against more than one Content Type or used to create reports that include data from other sources e.g. Event Data.

__________________________________________________________________________

23.13.3 Event Log reports.23.13.4 Sorting23.13.4.1

Sorting by any field in the database.

23.13.4.2

Sorting in reverse order.

23.13.4.3

Sorting – Empty field options.

23.13.4.4

Numerical sorting.

23.13.4.5

Sub sorting of fields up to 5 levels

23.13.4.6

Integrated sorting – Integrate more than one field as main entry points.

23.13.4.7

Exploded sorting – allow for multiple field entries to be treated as the main entry.

23.13.5 Print / E-mail23.13.5.1

Allow for Print preview.

23.13.5.2

Output for Print / View, Download as HTML, Download as PDF, and E-mail.

__________________________________________________________________________

23.14 ALERTING SERVICES


23.14.1 Ability to setup alerts for specific users on new records related to their interest.

23.14.1.1

Alerts on Content added, deleted or changed

23.14.1.2

Alerts can be added to RSS Feeds

23.15 COLLECTION


23.15.1 Ability to accommodate the following main collection types23.15.1.1

Books

23.15.1.2

Manuscripts

23.15.1.3

Electronic files

23.15.1.4

Photographs

23.15.1.5

Artwork

23.15.1.6

Presentations like PowerPoint

23.15.1.7

Minutes of meetings

23.15.1.8

URL’s

23.15.2 All collections must have their own capture screens with fields specifically related to the item type.

23.15.3 All collections must have report screens specifically related to the collection

23.15.4 All reports must be able to display records across collections using

24. STORAGE REQUIREMENTS

24.1 Document Storage (Optical)

What type of storage device does the product support natively? Magnetic? Optical?

__________________________________________________________________________

Please describe:

Provide a list of optical storage devices that the system supports

Please list the optical storage devices:

__________________________________________________________________________

24.2 Document Storage (Magnetic)

Ability to support and manage RAID drives for cachingCan your product support the function in the current release?Yes No Other: (describe):How is it supported?



Discuss how the system caches information from optical drives

Please describe:

What type of application programming interface does the product provide?

Please describe:

__________________________________________________________________________

25. PROPOSED SUPPORT REQUIREMENTS

CPUT requires solutions that are simple to use and does not require extensive end-user training or the considerable involvement on the part of third-party experts to install and configure this system.

25.1 MAINTENANCE & SUPPORT

What does your annual maintenance program consist of?

Please provide a detailed description of what is included in the annual maintenance program associated

with your product:

24 x 7 technical phone support; (if not list support hrs)

Number of major upgrades in a year

Number of minor upgrades in a year

Number of minor patches/fixes in a year

How are patches/fixes communicated/distributed

If we report a bug or technical problem, describe the escalation procedure for how this bug gets reported, fixed, and the average turnaround for providing a fix for such a bug report:

25.2 TRAINING

What degree of competency or level of training is required to be fully functional in the following areas? Specify what education and training will be conducted, as part of the acquisition cost, relevant to the implementation of this product.

Recommend what CPUT position, should undergo such training specified in the above paragraph. Additionally, recommend the date, relative to the installation date, that such training should take place.

Specify what optional education and training is available and recommend what CPUT personnel should undergo optional training.

Vendors shall provide one sample training handbook for evaluation. This handbook shall be placed in an appendix to the proposal and marked as such.

__________________________________________________________________________

Systems administrator

Database administrator

Application developer

Scanner/Index function

Routing/Workflow

Document Management

End-user

25.3 DOCUMENTATION

What kind of documentation is included with this product?

Please check any box that applies and the number of copies we are licensed to receive?

User manuals for software application and operation

Operations manual for system software

System interfaces and schematics

System code/source code documentation

Occasionally the University looks to a vendor to provide a right to duplicate unlimited numbers of user manuals on the product(s) acquired and any updates provided as part of the annual maintenance. Will you also provide such flexibility?

Yes No Other: (describe):

26. PRICING

The vendor shall provide estimated pricing data for the proposed system, addressing the following components:

26.1 SOFTWARE (PLEASE DIFFERENTIATE COSTS BY MODULE OR FUNCTION)

System software

Server OS/firmware licenses

Application code generators/compilers

Middleware licenses

Application software (by module)

Imaging function __________________________________________________________________________

Workflow function

Electronic Document Management function

Software Warranty

What is the length of the warranty?

What is covered by the warranty?

Client desktop workstation

For a “fat” or “thick” client, please describe the recommended (not minimum) client configuration to support this application. Sample client desktop workstation to include memory, hard disk space, monitor size, etc.

Please describe:

Scanner

For processing 200 documents (average 6 pages per document) per day, please describe the recommended (not minimum) scanner technology that would be needed for this application.

Please describe:

What is estimated cost of the scanner?

26.2 INSTALLATION

Please describe the installation costs for the hardware and software or indicate that these costs are included in the bids for the system.

What is estimated cost for installing the hardware?

What is estimated cost for installing the software?

26.3 ANNUAL MAINTENANCE

What are the annual software maintenance costs?

__________________________________________________________________________

What are the estimated annual hardware maintenance costs?

Server(s)

26.4 TRAINING

What are the training costs or training unit fees for classes offered to support your product?

26.5 DOCUMENTATION

What are the costs for documentation?

26.6 SHIPPING

What are the shipping costs?

27. VENDOR QUALIFICATIONS AND EXPERIENCE

CPUT requires a vendor that is an industry leader, provides a product that integrates well with strategic infrastructure technologies, and will remain a viable competitor in this field. CPUT also requires a vendor with a global presence for implementation and support.

Please provide a detailed description the following:

Company history

Company financial data for three years

Most recent annual report

Current number of people employed

Current number of locations

Sales Service Parts depot Training locations

Nearest service location to proposed installation

Provide specific industry background

Current number of image systems in specific industry

Current number of image systems installed

Installed systems over two years Installed systems under two years Pilot systems

Provide references for three installed systems similar to system proposed

__________________________________________________________________________

Account name and address Project manager name Project manager’s telephone number Description of system

Site visit (provide on request the availability of one of the sites used as a reference account)

28. PRICING REQUIREMENTS

Please provide pricing to match the Scope as well as the Capacity requirements as listed in this RFP. Where possible please provide purchasing, as well as, rent to own options. Please list any additional costs such as Implementation, Training and Maintenance and Support costs in order for us to calculate total cost of using this solution.

It is important for costing to be broken down on a module or a function level, since CPUT will consider phasing in the implementation over a period of time cross budget cycles.

29. CONTACT INFORMATION

For any questions regarding the requirements as listed in this document please contact:

Gugulethu Ndenge – Manager: Records & [email protected] or +27 (0) 21 959 6670

ANNEXURE B: DECLARATION OF INTEREST

Any legal person/s employed by the Cape Peninsula University of Technology, or persons who act on behalf of the Cape Peninsula University of Technology or persons having a kinship with persons employed by the Cape Peninsula University of Technology, including a blood or marital relationship, may make an offer or offers in terms of this tender invitation. In view of possible allegations of favoritism, should the resulting tender or part thereof, be awarded to persons employed by the Cape Peninsula University of Technology, or to persons who act on behalf of the Cape Peninsula University of Technology, or to persons connected with or related to them, it is required that the Service provider or his authorized representative shall declare his position vis-à-vis the evaluating authority and /or take an oath declaring his interest, where

the Service provider is employed by the Cape Peninsula University of Technology or acts on behalf of the Cape Peninsula University of Technology; and / or

the legal person on whose behalf the tender document is signed, has a relationship with persons / a person who are / is involved with the evaluation of the tender(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation of the tender.

__________________________________________________________________________

mailto:[email protected]

In order to give effect to the above, the following questionnaire shall be completed and submitted with the tender.

1. Are you or any people connected with the Service provider, employed by the Cape Peninsula University of Technology (YES / NO)

If so, state particulars: ___________________________________________

_____________________________________________________________

2. Do you, or any person connected with the Service provider, have any relationship(family, friend, other) with a person employed at the Cape Peninsula University of Technology who may be involved with the evaluation or adjudication of this tender? (YES / NO)


_____________________________________________________________

3. Are you, or any person connected with the Service provider, aware of any relationship (family, friend, other) between the Service provider and any person employed y the Cape Peninsula University of Technology who may be involved with the evaluation or adjudication of this tender? (YES / NO)


_____________________________________________________________

Signed at __________________ on this ___day of______________ 20___

___________________________________SIGNATURE OF DECLARANT

Signed at __________________ on this ___day of______________ 20___

___________________________________POSITION OF DECLARANT

__________________________________________________________________________

__________________________________________________________________________

ANNEXURE D: DECLARATION

1. I/We hereby submit a tender to supply all or any of the supplies and/or to render all or any of the services described in the attached documents to the on the terms and conditions and in accordance with the specifications stipulated in the Request for TENDERS (and which shall be taken as part of, and incorporated into, this Declaration) at the prices and on the terms regarding time for delivery and/or execution inserted therein.

2. I/We agree that -

(a) the offer herein shall remain binding upon me/us and open for acceptance by during the validity period indicated and calculated from the closing time of the TENDER;

(b) this TENDER and its acceptance shall be subject to the terms and conditions contained in this document, with which I am/are fully acquainted;

(c) if I/we withdraw my/our TENDER within the period for which I/we have agreed that the TENDER shall remain open for acceptance, or fail to fulfill the contract when called upon to do so, may, without prejudice to its other rights, agree to the withdrawal of my/our TENDER or cancel the contract that may have been entered into between me/us and I/we will then pay to any additional expense incurred by having either to accept any less favorable TENDER or, if fresh TENDERS have to be invited, the additional expenditure incurred by the invitation of fresh TENDERS and by the subsequent acceptance of any less favorable TENDERS, shall also have the right to recover such additional expenditure by set-off against moneys which may be due or become due to me/us under this or any other TENDERS or contract or against any guarantee or deposit that may have been furnished by me/us or on my/our behalf for the due fulfillment of this or any other TENDERS or contract and pending the ascertainment of the amount of such additional expenditure to retain such moneys, guarantee or deposit as security for any loss may sustain by reason of my/our default;

(d) if my/our TENDER is accepted the acceptance may be communicated to me/us by letter. Such posting shall be deemed to be proper service of such notice with effect from the date of posting/dispatch of such notice;

(e) the law of the Republic of South Africa shall govern the contract created by the acceptance of my/our TENDERS and that I/we choose domiciliumcitandi et executandi in the Republic at (full address of this place)

3. I/we furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity of my/our response to the TENDER; that the price(s) and rate(s) quoted cover all the work/-item(s) specified in the TENDER and that the price(s) and rate(s) cover all my/our obligations under a resulting contract and that I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk.

__________________________________________________________________________

4. I/we hereby accept full responsibility for the proper execution and fulfillment of all obligations and conditions devolving on me/us under this agreement as the Principal(s) liable for the due fulfillment of this contract.

5. I/we agree that any action arising from this contract may in all respects be instituted against me/us and I/we hereby undertake to satisfy fully any sentence or judgment which may be pronounced against me/us as a result of such action.

6. I/we declare that I/we have participation/no participation* in the submission of any other offer for the supplies/services described in the attached documents. (If in the affirmative, state name(s) of Respondent(s) involved):

________________________________________________________________

________________________________________________________________

* Delete whichever is not applicable.

7. Are you duly authorized to sign this Declaration? (*YES/NO)

(*YES/NO)

8. Has the Declaration of Interest been duly completed and included with the other forms? (*YES/NO)

SIGNATURE(S) OF RESPONDENT OR ASSIGNEE(S)

_______________________________________________________________

DATE: _______________________________________________________________

Capacity and particulars of the authority under which this TENDER is signed:

_________________________________________________________________

Name of Respondent:

_________________________________________________________________

Postal address (in block letters):

_________________________________________________________________________________________________________________________________________

Telephone No(s). (Toll free if applicable):

______________________________________________________________

Facsimile No.: __________________________________________________

Name of contact person (In block letters):

____________________________________________________

IMPORTANT CONDITIONS

1. Failure on the part of the Respondent to sign this Declaration and thus to acknowledge and accept the conditions in writing, or to complete the attached forms and specifications in all respects, may invalidate the TENDER.

2. If any of the conditions in this Declaration are in conflict with any special conditions, stipulations or provisions incorporated in the TENDER, such special conditions, stipulations or provisions shall apply.

__________________________________________________________________________

ANNEXURE E: WORK TO BE PERFORMED BY A MANDATARY

The Occupational Health and Safety Act, 1993 (Act 85 of 1993) stipulates that the Chief Executive Officer is primarily responsible or liable for the health and safety of all his/her employees. This is embedded in Section 16(1) of the said Act. This responsibility or liability is also extended to include a mandatory that performs work on behalf of the employer.

A “mandatory” is defined in the said Act as: - “Including an agent, contractor or subcontractor for work, but without derogating from his status in his own right as an employer or user”

In terms of Section 37(2), read with Section 41, of the said Act, it is legally possible for an employer to indemnify himself from this responsibility or liability regarding the actions of the mandatory. Section 37(2) stipulates that there should be a written agreement in place between the employer and the mandatory regarding the arrangements and procedures between them to ensure compliance by the mandatory with the provisions of the Occupational Health and Safety Act, 1993.

In terms of Section 8(2) (i) of the said Act, the supervisor has the knowledge and experience necessary to assess the hazards associated with the performance of work and use of machinery relating to the above mentioned contract and has the authority to ensure that precautionary measures taken by the Contractor are implemented.

By ensuring that there is a written agreement in place, the Executive Management of Cape Peninsula University of Technology is acting in a responsible manner, so as to ensure that this requirement is indeed being met.

In order to ensure that this written agreement is honored at all times, regular inspections of work that is performed will be conducted and if found not complying with the said agreement, a notice of non-compliance will be issued. All work will be stopped and reasons for non-compliance must be given and what corrective action will be taken to rectify the situation must be stipulated.

________________________________________________________Management: Cape Peninsula University of Technology

This is a written agreement between the (Institution):

Cape Peninsula University of Technology

and the (Mandatory):

Name of the MANDATORY

__________________________________________________________________

__________________________________________________________________________

in terms Section 37(2) of the Occupational Health and Safety Act, 1993 (Act 85 of 1993) as amended.

I______________________________________________________ (representing

the MANDATORY) do hereby acknowledge

that ________________________________ (mandatory) is an employer in its own right with duties as prescribed in the Occupational Health and Safety Act, 1993 (Act 85 of 1993) as amended and agree to ensure that all work that will be performed, any article or substance that will be produced, processed, used, handled, stored or transported and plant and machinery that will be used, will be done in accordance with the provisions of the said Act.

I furthermore agree to comply with the Health and Safety requirements of Cape Peninsula University of Technology as contained in the documents attached hereto and to liaise with the employer should I, for whatever reason, be unable to perform in terms of this Agreement.

Signed on this ______ day of_____________________________________20___

at __________________________________________

Signature: __________________________________________

On behalf of MANDATORY __________________________________________

Signature: __________________________________________

On behalf of the __________________________________________ (Cape Peninsula University of Technology)

COMPENSATION FOR OCCUPATIONAL INJURIES AND DISEASES ACT, 1993(ACT 130 OF 1993)

Cape Peninsula University of Technology has legal duty in terms of Section 89 of the said Act to ensure that all contractors personnel with whom agreements are entered into for the execution of work are registered as employers in accordance with the provisions of this Act and that all the necessary assessments have been paid by the contractor.

In order to enter into this agreement, the following information is needed regarding the above-mentioned:

1. Contractor’s registration number with the office of the Compensation Commissioner:

__________________________________________________________________________

Annexure

2. Proof that assessment has been paid: (A copy of a receipt must hand in, in this regard.)

Signature of Contractor: __________________________________________

__________________________________________________________________________

ANNEXURE F: QUALITY SURVEY

Please distribute the following questionnaire to at least 3 customers for completion.

Company Name:

Contact Person:

Telephone Number:

Reference For:

(Which company are you referencing for)?

The Cape Peninsula University of Technology is currently busy with a Tender process to appoint a service provider to perform the following:

ENTEPRISE CONTENT & DOCUMENT MANAGEMENT SOLUTION (INCLUDING RELATED ACTIVITIES).

As part of an exercise to assess the Bidder’s performance in terms of services offered, Cape Peninsula University of Technology would appreciate your response to the following questions.

Your response will be dealt with in the strictest confidence.

Please indicate the type of service that the Bidder has been supplied to you or has performed for you.

Type of Service:

SERVICE RATING

Rating of 1 – 3 to be selected: 3 = Excellent2 = Satisfactory1 = Unsatisfactory

How would you rate: Rating

Performance

Reliability

Level of competency of personnel

Compliance to Your requirements and standards

Availability of their expertise (All hours)

Reaction time to move a team or team member as and when required

Sharing/transfer of knowledge

Record keeping of incidents occurred

Reporting of incidents/accidents occurred

General opinion

OPERATIONS



Filtering of incidents occurred and reporting thereof

Contract Management

Timeliness

Compliance to Contractual Standards

Quality System audit results

Corrective actions (on Complaints)

General opinion

Discipline – Housekeeping/cleanliness

Control of staff during stay-away

BIDDER



Commitment

Reliability

Satisfying contract requirements

Efficiency

Proactiveness (prevention of accidents)

Loyalty to your company

Other Remarks:

Thank you for your co-operation.

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