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Kenya Police SACCO Enterprise Wide Electronic Document & Records Management System Expression of Interest

Category: General Jobs in Kenya
Posted: Feb 20, 2014

Kenya Police SACCO

Expression of Interest

Supply, Delivery, Training, Implementation and Commissioning of an Enterprise Wide Electronic Document & Records Management System
1.0) Kenya Police SACCO would like to acquire and implement an Enterprise Wide Electronic Document & Records Management System (EDRMS). The proposed solution should comply with legislation and good practice.
2.0) The SACCO is now inviting Expression of Interests (EOI) from suitably qualified Vendors with appropriate experience and expertise in the Supply, Delivery, Training, Implementation and Commissioning of an Electronic Document & Records Management System (EDRMS).

The scope of the EDRMS shall include;

2.1) Must support full capture and management of electronic and physical records.
2.2) Must seamlessly integrate with major business systems.
2.3) Ensure effective access and security controls over records.
2.4) Must provide an unalterable history/audit trail of EDRMS actions.
2.5) Must enable migration of records/documents including metadata to new platforms without loss of integrity and authenticity.
2.6) Must allow effective lifecycle management for all records.
2.7) Must include a workflow system to allow user defined workflows to be built around document processes.
2.8) Manage inward correspondence scanning and distribution in the form of a workflow.
2.9) Provide hardware requirements, support, warranty, user and technical training.
3.0) Interested Vendors should provide information/documents indicating that they are qualified to deliver, implement and support the EDRMS solution. The information shall include;
3.1) Certificate of incorporation/registration, Tax Compliance & PIN
3.2) Evidence of capability to successfully provide an Enterprise Wide EDRMS by providing experience in at least three (3) similar or related reference client sites and CVs of key personnel to be involved.
3.3) A technical approach and work plan to support the implementation of an EDRMS.
3.4) Authorization/accreditation from other parties as appropriate in the event of a third party Vendor.
4.0) EOIs will be assessed against the Vendor’s capability of meeting the above outlined objectives and the information documents set out under Clauses 2.0 and 3.0 above.
5.0) This is not a request for proposal. After review of the EOI, vendors will be short listed and those successful will be invited to submit their combined Technical and Financial Proposals including specific TORs.
6.0) All expenses required for preparation and submission of the responses to this EOI including providing any additional information shall be entirely incurred and borne by the respondent.
7.0) The SACCO reserves the right to (a) accept or reject any/all EOIs submitted by Vendors (b) cancel the process at any time without any liability and assigning any reason thereof.
8.0) The completed EOI and accompanying documents must be submitted in plain sealed envelopes and clearly marked “EXPRESSION OF INTEREST FOR THE SUPPLY, DELIVERY, TRAINING, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE WIDE ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEM” and addressed to:
The Chief Executive Officer
Kenya Police SACCO Society, Utumishi Co-op House, 3rd Floor, Mamlaka Rd, Off Nyerere Rd
P.O Box 51042-00200,
Nairobi, Kenya
Email:[email protected]
9.0) The EOI and accompanying documents must be deposited in the Tender Box located on the 3rd Floor, Utumishi Co-op House, Mamlaka Road, at or before 10.00 AM; local time on Thursday 13th March 2014 and they will be opened in public immediately thereafter and in the presence of the Vendors’ representatives who chose to attend in the Board Room on 3rd floor, Utumishi Co-op House.
Applications received late and not opened in the public opening ceremony shall not be accepted for evaluation irrespective of the circumstances.
Canvassing or giving false information shall lead to automatic disqualification
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