KENYA COMMERCIAL BANK LTD
TENDER FOR SUPPLY, INSTALLATION AND COMMISSIONING OF
ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM
IT/Feb 2014/ ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM
Release Date:
Last Date for Receipt of bids:
18th February 2014
07th March 2014 3.00 P.M (GMT+3) Nairobi (Kenya)
Commercial-In-Confidence ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM
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8 March 2016
ENTERPRISE DOCUMENT and RECORD MANAGEMENT SYSTEM
ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS
This form is to be completed upon downloading the tender document from KCB Bank Group
website www.kcbbankgroup.com . The page MUST be completed and a scan copy e-mailed
to procurement@kcb.co.ke. Firms that do not register their interest in this manner SHALL
not be sent the RFP addenda should any arise.
Name of Person :______________________________________
Organization Name :__________________________________
Address :_____________________________________________
Tel No: _______________________________________
Fax No:_______________________________________
Email Address:_______________________________________
Signature:___________________________________________
Date:_______________________________________________
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Table of Contents
1. SECTION 1 - REQUEST FOR PROPOSALS ... ......................................................... .. 4
1.1.
Introduction ... .............................................................................................................. . 4
1.2.
Aims and Objectives of the project ......................................................................... .. 4
1.3.
Format of RFP Response and Other Information for Bidders ... ...................... . 6
2. SECTION 2 - TECHNICAL SPECIFICATIONS ... .................................................... 10
2.1.
Technical Detailed Requirements ... ........................................................................ 10
EVALUATION CRITERIA ................................................................................................. 19
BUYERS RIGHTS ... ............................................................................................................. 19
SECTION 3 - GENERAL CONDITIONS OF CONTRACT ... ........................................... 20
3.1.
Introduction ... .............................................................................................................. 20
3.2. Award of Contract ... .................................................................................................... 20
3.3. Application of General Conditions of Contract ... ................................................. 20
3.4. Bid Validity Period ... ................................................................................................... 20
3.5. Non-variation of Costs ... ............................................................................................ 20
3.6. Performance Security ... .............................................................................................. 20
3.7. Delays in the Bidder’s Performance ... ..................................................................... 21
3.8. Liquidated damages for delay ... ............................................................................... 21
3.9. Governing Language ... ............................................................................................... 21
3.10.
Applicable Law ... ..................................................................................................... 21
3.11. Bidder’s Obligations ... .................................................................................................. 21
3.1.
The Bank’s Obligations ... ........................................................................................... 22
3.12. Confidentiality ... ............................................................................................................ 22
3.13. Force Majeure ................................................................................................................ 22
3.14.
Payment ... ................................................................................................................. 22
SECTION 4 -Annexure ... ........................................................................................................ 23
Vendor profile ....................................................................................................................... 23
Personnel profile ... ............................................................................................................... 24
Directors details ... ................................................................................................................ 24
Vendor support services ... .................................................................................................. 25
User and reference sites ... .................................................................................................. 25
Principal’s letter of authorization ..................................................................................... 26
Copies of the last three years audited financial statements ... .................................... 26
Copy of the certificate of incorporation ... ....................................................................... 26
Product brochures ... ............................................................................................................ 26
4.2. CERTIFICATE OF COMPLIANCE ... ...................................................................... 27
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8 March 2016
1. SECTION 1 - REQUEST FOR PROPOSALS
1.1. Introduction
Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is a leading
commercial banking group in the East African region, renowned for its diversity and growth .
In addition to Kenya, it has other subsidiaries namely; KCB (Tanzania) limited, a banking
subsidiary operating in Tanzania, KCB (Uganda) limited, a banking subsidiary operating in
Uganda, KCB (Sudan) limited, a banking subsidiary operating in Sudan, KCB (Rwanda) limited,
a banking subsidiary operating in Rwanda and KCB Burundi a banking subsidiary operating in
Burundi.
The objective of this RFP is to provide the bank with information about their capability to plan,
install, implement and manage this process from end to end with structured methodologies
and skilled personnel on a fixed time schedule and within budget.
1.2. Aims and Objectives of the project
The bank has embarked on a project to procure and implement a solution for
document and record management. Such a system is envisaged to have the
following primary features among
others:
Document Capture - the ability to scan physical documents and
convert into electronic format.
Document indexing - the ability to assign parameters to a scanned
electronic document in such a way that it is possible manage the
document and retrieve it from an electronic storage.
Workflow - the ability for a scanned and indexed document to
undergo processes that simulate what happens with physical paper
by moving through different persons and stages for review,
comment, approvals, noting, etc.
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Records Management - the implementation, for electronic records, of such
processes as retention, archiving and destruction as normally happens with
physical records. The archival as well as the retrieval of achieved documents is as
seamless and fast as possible
Security - the overlay of the defined security processes normally applied to
physical documents onto the electronic documents and processes.
The document management system will have the following benefits for the Bank:
a. Ease of document storage and retrieval for routine use - in many instances in the
course of business several people may need to refer to the same document at
different times. In a pure paper-based system this is achieved by passing the
documents around or making several copies, with the resultant versioning
problem. With the document management system all users can refer to latest
version of the stored image copy of the document and also access earlier versions
as necessary.
b. Ease of workflow for reviews and approval by electronic routing of the image of
the document thus greatly reducing on turn-around times and ensuring the
workflow rules are strictly followed. Such processes as Account Opening and
Credit approvals will be greatly eased by use the DMS.
c. Audit trailing - with a DMS, any document can be related to any other document
in the electronic archive (including references and locators for physical
documents). This will greatly aid the audit process as well resolution of problems.
For example a payment can easily be traced to a voucher and back to an order,
tender document, etc at a click of button. Audit will also be able to audit large parts
of the process without the necessity for time-consuming manual retrieval of large
volumes of documents.
d. Systems integrations - creation of an electronic storage will enable integration of
data between various systems and documents. For example a customers
Accounting Opening documents, will be linked to the customers account, to all
correspondence with that customers, etc thus providing a single view of the
customer available at an authorized user’s computer.
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The Document Management system is envisaged to cover all other areas of the Bank with
priority being given to paper-intensive environments, such being Account Opening
Centre, Shared Services Centre, HR, Securities Documentation Centre etc.
The objective of this RFP is to identify a solution provider who will be able to supply,
install and commission the required solution for Document / Workflow Management.
The detailed requirements are in section 2 of this document.
1.3. Format of RFP Response and Other Information for Bidders
1.3.1. The overall summary information regarding the RFP is given in section 1.2 -Aims and
Objectives. The bidder shall include in their offer any additional services or items considered
necessary for the successful completion of the project.
1.3.2 Proposals from bidders should be submitted in two distinct parts,
namely “technical proposal” and “financial proposal” and
these should be in two separate sealed envelopes, both of which
should then be placed in a common sealed envelope marked.
IT/FEB .2014/ ENTERPRISE DOCUMENT and RECORDS MANAGEMENT SYSTEM
The two separate inner envelopes should be clearly marked “Technical Proposal”, and
“Financial Proposal”, respectively, and should bear the name of the Bidder.
1.3.3. The Technical Proposal should contain all the
details in response to the bank requirements outlined in this RFP
relevant
technical
Bids that do not have this information may be disqualified from
further evaluation. Bids that do not meet any of the Technical
requirements will be disqualified. Annexed to the Technical Specifications
is the Mandatory End User Experience which provides for the minimum
abilities that the solution must have.
NB: Copies of the profile details such as staffing details and the Audited financial
statements of the company for the last three years should be included in the Technical
proposal
1.3.4.
The Financial proposal shall clearly indicate the total cost of
carrying out the project, but should be broken down to clearly
indicate
the
cost
of
Equipment,
the
Installation
Charges,
the
monthly access fee and any other levies.
HARDWARE REQUIREMENTS The vendor shall provide detailed hardware specifications. The
costing for the hardware should also be provided in the financial proposal. (Separate sealed
envelopes clearly marked Financial Proposal for supply of PDQ)
SOFTWARE REQUIREMENTS The vendor shall provide the software requirements noting to clearly
explain both the server side and the client side requirements .The costing for the software should also be
provided in the financial proposal. (Separate sealed envelopes clearly marked Financial
Proposal for supply of PDQ).
A two-stage procedure will be adopted by the Bank for evaluating the
proposals, with the technical evaluation of all proposals received in time
being completed prior to any financial proposal being evaluated. Technical
proposals will be evaluated based on the criteria indicated in section 2.0.The relative
split between technical and financial scores will be as follows:
Technical
Financial
-
100 %
100%
1.3.5. Bidders are requested to hold their proposals valid for ninety (90) days
from the closing date for the submission. The Bank will make its best
efforts to arrive at a decision within this period.
1.3.6 All costs pertaining to the preparation of a proposal and negotiations of a
contract shall be borne by the firms submitting proposals.
1.3.7 Assuming that the Contract can be satisfactorily concluded the bidders
shall be expected to install the portal to completion within four (4) weeks
after the final agreement is reached.
1.3. 8 If a bidding firm does not have all the expertise and/or resources for the
assignment, there is no objection to the firm associating with another firm
to enable a full range of expertise and/or resources to be presented. The
request for Joint Venture shall be accompanied with full documented
details of the proposed association.
1.3.9. In the case of a Joint Venture or Association, all the firms constituting the
Joint Venture or Association will be jointly and severally liable and at least
one firm in the Joint Venture or Association shall be financially capable of
meeting the contract requirements and potential liabilities on its own and
shall assume contracting responsibility and liability for satisfactory
execution of the assignment.
1.3.10. The contracting arrangements shall define clearly the responsibilities and
the services to be provided by each firm in the case of a joint venture.
1.3.11. The Bank reserves the right to accept or to reject any bid, and to annul the
bidding process and reject all bids at any time prior to the award of the
contract, without thereby incurring any liability to any Bidder or any
obligation to inform the Bidder of the grounds for its action. The bank
further reserves the right, at the sole discretion of the bank, to split and
award the bid or various components to various bidders.
1.3.12. Cost of bidding. The Bidder shall bear all costs associated with the
preparation and submission of its bid, and the Bank will in no case be
responsible or liable for those costs, regardless of the conduct or outcome
of the bidding process.
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17th February 2014
1.3.13. Site visits
All requests for site visits shall be sought by the bidder in writing to the Head of
Procurement (email provided below). The last site visit will be done at least nine
(9) Calendar days before the deadline for submission of bids.
1.3.14. Clarification of Bidding Document
All correspondence related to the contract shall be made in English. Any
clarification sought by the bidder in respect of the project shall be addressed at
least seven (7) calendar days before the deadline for submission of bids, in
writing to the Head of Procurement.
The queries and replies thereto shall then be circulated to all other prospective
bidders (without divulging the name of the bidder raising the queries) in the form
of an addendum, which shall be acknowledged in writing by the prospective
bidders.
Enquiries for clarifications should be sent by e-mail to procurement@kcb.co.ke
The RFP Clarification Template is as follows: Company Name:
 Contact Person: (primary Supplier contact)
 E-mail:
 Phone:
 Fax:
#
 Document Number/Supplier
Date
Section/ Paragraph(2)
Question
1
2
3
(1) Question (s) mailing Date.
(2) From the KCB Document.
The queries and replies thereto shall then be circulated to all other prospective bidders
(without divulging the name of the bidder raising the queries) in the form of an addendum,
which shall be acknowledged in writing by the prospective bidders
1.3.15. Amendment of Bidding Document
At any time prior to the deadline for submission of bids, the Bank, for any reason,
whether at its own initiative or in response to a clarification requested by a
prospective Bidder, may modify the bidding documents by amendment.
All prospective Bidders that have received the bidding documents will be notified of the
amendment in writing, and it will be binding on them. It is therefore important that
bidders give the correct details in the format given on page 2 at the time of
downloading the bid document.
To allow prospective Bidders reasonable time to take any amendments into account in
preparing their bids, the Bank may at its sole discretion extend the deadline for the
submission of bids based on the nature of the amendments.
The bid documents, shall be submitted in a sealed envelope marked
“IT/Feb 2014/ ENTERPRISE DOCUMENT and RECORD MANAGEMENT
SYSTEM in the tender box situated on the 5th floor of Kencom House by
7th March 2014 3.00 P.M (GMT+3) ,Nairobi
Please note that tenders received by facsimile or electronic mail will be rejected
Any bid received by the Bank after this deadline will be rejected.
1.3.16. Cost Structure and non-escalation
The bidder shall, in their offer (Financial Proposal), detail the proposed costs.
No price escalation under this contract shall be allowed. The Bank shall not compensate for
any costs incurred in the preparation and submission of this RFP.
1.3.17. Taxes and Incidental Costs
The prices and rates in the financial offer will be deemed to be inclusive of all taxes and
any other incidental costs.
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1.3.18. Responsiveness of Proposals
The responsiveness of the proposals to the requirements of this RFP will be determined. A
responsive proposal is deemed to contain all documents or information specifically
called for in this RFP document. A bid determined not responsive will be rejected by the
Bank and may not subsequently be made responsive by the Bidder by correction of the
non-conforming item(s).
1.3.19. Currency for Pricing of Tender
All bids in response to this RFP should be expressed in USD or KSH. For those
expressed in USD a Kenya Shilling equivalent MUST be given clearly indicating the
exchange rate. Those who do not indicate the Kenya Shilling equivalent MAY not be
considered further for evaluation.
NOTE : Expressions in other currencies shall not be permitted.
1.3.20. Correction of Errors.
Bids determined to be substantially responsive will be checked by the Bank for any
arithmetical errors. Errors will be corrected by the Bank as below:
Where there is a discrepancy between the amounts in figures and in
words, the amount in words will govern, and
Where there is a discrepancy between the unit rate and the line total
resulting from multiplying the unit rate by the quantity, the unit rate as
quoted will govern.
The price amount stated in the Bid will be adjusted by the Bank in accordance with the
above procedure for the correction of errors.
1.3.21. Evaluation and Comparison of Bids
Technical proposals will be evaluated prior to the evaluation of the financial bids.
Financial bids of firms whose technical proposals are found to be non-qualifying in
whatever respect may be returned unopened.
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2. SECTION - TECHNICAL SPECIFICATIONS
2.1. Technical Detailed Requirements
Application Features
REQUIRED PROPOSED
Document Management(EDMS)
1.
The application to be completely web-based. The
Proposed system should enable access to the digitized
document to both internal and external users.
2.
The user should be able to manage the document through
web interface.
3.
The Document Management Solution shall provide
facility to index folder and documents on user-defined
indexes.
4.
Query facilities based on index fields. The search criteria
will be based on the values specified for each of the index
fields.
5.
Queries can be by fill-text or data fields.
6.
Provides features for both simple and advanced searches.
7.
The system shall support saving on search queries and
search results.
8.
Search results should be filtered based on the user access
rights.
9.
The document shall support search for documents/folders
using defined indexes and documents types.
10.
Ability to search the entire library or limit the search to
designated folders.
11.
The document management shall support for viewing
documents in native application.
12.
Audit trail with user friendly search facilities like by time,
action etc.
13.
Check-in check-out to be performed for editing and
version controlling of documents.
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14.
Ability to generate multiple versions of the same
document.
15.
No modification should be allowed on the original
uploaded document. All changes to be saved as new
versions.
16.
No modification should be allowed on original uploaded
document. All changes to be saved as original versions.
17.
When a new document or modified document is checked
in, the system should automatically apply version control.
Documents should automatically have new version
numbers assigned by the system.
18.
The system default should reset to always display the
latest version in default version of a document upon
retrieval.
19.
The system should maintain an audit trail of all versions
of a document. This audit trail should include all the
version metadata.
20.
The proposed EDMS should have the ability to track and
document process revision made in versioning of
documents.
21.
Ability to retrieve any old versions when needed.
22.
Ability to publish documents with expiry dates set.
23.
The system support scanning and indexing of documents.
24.
Documents should be directly uploaded to the system for
scanning.
25.
The system should have support for bar coding and it
should be able to read as well as stamp bar-code of the
documents if required.
26.
The system supports “tree-based” folder structure.
27.
The system provides capability for only authorized
individuals to create, edit and delete folder plan
components and their identifiers
Workflow
28.
The system should have a workflow engine to support
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different
types
of
documents
routing
mechanism
including
i.
Sequential routing-tasks are to be performed one
after the other in a sequence.
ii. Parallel routing-tasks can be performed in parallel
by splitting the tasks among multiple users and
then merging as single composite work item.
iii. Rule based routing-one or another task is to be
performed depending on predefined rules.
29.
The workflow management system shall support in-built
graphical route designer for modeling complex business
processes using drag drop facilities.
30.
The work flow management shall enable users to model
business processes off-line/disconnected from the system.
31.
The system shall allow process designers to define
multiple automatic system defined stages, where no
human intervention is required.
32.
The interface shall be easy to use so that process owners
can change business process as and when required
without any programming knowledge.
33.
The system shall enable process designers to design
multiple sub-processes.
34.
Facility to define documents viewed and to be attached at
the individual stages.
35.
The process designer shall support multiple introduction
stages for introducing different document types.
36.
The workflow management system shall support the
definition of roles and allow many-to-many relations
between users and roles to be defined.
37.
The system shall provide facility to define multi-level
escalation procedures for meeting the defined SLA.
38.
The system shall provide the facility to define up to 2
alternate users when defining primary users for work
stage.
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39.
Facility to raise custom triggers like email, fax etc, for
escalations.
40.
The system shall provide the facility to define exceptions
at individual stage, which shall dynamically change the
route on execution.
41.
Facility to raise automatic exceptions on basis of predefined conditions.
42.
In managing tasks, the system shall provide facility to
define tasks for individuals or group of users with
deadline.
43.
The system shall provide facility to define checklists for
individual stage with the option to make particular
checklist items as mandatory.
44.
The work flow management system shall provide user
definable job filter and sorters for the outstanding for
viewing and work prioritization.
45.
The system should have the facility to either assigning a
task /work stage to an individual or to broadcast to a
group of people.
46.
The workflow management system should have the
facility to support automatic initiation of incoming faxes as
separate instance with the fax document as an
attachment.
47.
The system should have the facility to support automatic
initiation on the basic of incoming email as an
attachment.
48.
The system should have the facility to provide
comments/instruction which would be common and
accessible to all work stages/tasks in the process.
49.
The system should have the facility to provide
comments/instructions which would be specific for a
particular work stage/task in the process.
50.
The end user screen shall support inbuilt imaging
capabilities and shall support complete and automatic
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integration of every step of the workflow with the
underlying DMS for the purpose of document retrieving
and processing. It should not be integrating individual
steps of a workflow and DMS separately.
51.
The system shall support operations like check-in/checkout, annotations, notes, version control and other imaging
operation for documents.
52.
The work flow management system shall be based on an
N-tier, open, scalable architecture.
53.
The work flow management should be able to support
thin client architecture.
54.
The workflow management system shall support web
based interfaces.
55.
The workflow management system shall support XML
messaging.
56.
The workflow management shall have the ability to
integrate through API.
57.
The work flow management system architecture must be
scalable and shall support increasing number of users and
concurrent transaction.
58.
The workflow management system shall run in a cluster
environment.
59.
The workflow management system must be Unicode
compliant.
60.
The workflow management system shall be able to
support complete administration through a web browser
interface.
61.
The workflow management system shall have audit trail
to maintain history of all transactions performed on the
system.
62.
The workflow management system shall allow have audit
trail to maintain history of all transactions performed on
the system.
63.
The workflow management system shall allow
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administrator to suspend, resume and control various
processes from the same interface.
64.
The system shall provide single interface for
administration
of
both
workflow
and
document
management and define common users between both the
applications.
65.
The workflow management system shall provide
comprehensive access control mechanism.
66.
All users shall not be able to delete any assigned task.
67.
The workflow management system shall be able to keep
track of the work item status, the date/time the jobs are
started and ended, the creation and archival date of the
documents.
68.
The workflow management system will have a separate
view to the management users to access real-time status of
all processes with the ability of drilling down to each work
instance and individual task within it.
69.
The workflow management system should have a function
to notify the system when a user is out of office so that all
incoming tasks can be routed to alternate users.
70.
The workflow management system should have the
facility to maintain a calendar specifying working hours
and holidays.
71.
The system should have the facility to maintain a calendar
specifying working hours and holidays.
Physical Records Management
72.
The system should have the ability to re-create the
physical storage on the system, virtually.
73.
Ability to create any number of cabinets/racks virtually
with the desired number of row and columns.
74.
Ability to access list of cabinets by clicking on a required
number.
75.
Users should be able to view the entire list of files each
cabinet would have by clicking on the relevant cabinet
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76.
Users should be able to edit the file cabinet by adding/edit
rows & columns to suit the changes to the physical
changes.
77.
Users should be able to simply add a file to a cell by
entering particular file details and the strong details(row &
column of the cabinet)
78.
The system should have comprehensive search facility to
find a file.
79.
Search results should tell the user the details such as row
number, column number and cabinet details.
80.
By clicking on a particular file the user should be able to
obtain information such as the current status/location of
the file and the current user.
81.
The system should maintain general details for each file.
82.
A comprehensive audit trail should be available with each
file detailing out the file movements and the changes to
the file property.
83.
Each file movement should be following the check-in
check-out method.
84..
When a file record is access it should clear be marked
(colour coded-Green) to determine whether the physical file
is currently available at the physical storage.
85..
Each file should be coloured-coded (RED) should the file
have been authorized out of the storage.
86.
At the point of check out a file the system should record at
minimum the following. The person whom it is checked
out for the reason and any comments he wish to include.
General requirements
87.
The proposed system is to be an integrated solution with
enterprise content management application and workflow
management application having being deployed at least at
5 different customer sites.
88
Access to the system though customized web interface.
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89
All documents used within any stage or module of the
system must be stored in the document management
system.
90
All approval processes within any of the functions/
modules must be mapped on the workflow management
system and extended from there to the relevant module.
91.
All the administration function can be done from web
interface.
92.
The system shall provide comprehensive access control
mechanism. system shall be capable of giving access
rights to users/ groups and departments etc.
93.
The system shall allow the user to view and download the
documents depending on the access rights.
94.
Support definition of user. Groups and roles in the
system.
95.
The system should be able to handle large volumes of
data.
96.
Reliable system performance in searching millions of
documents quickly and returning desired results in
seconds.
97.
Number of documents is expected to grow very fast, so the
system performance should not degrade to unacceptable
levels.
98.
The system shall support secure login ID and password
for each user and password shall be stored in encrypted
format in database.
99.
The admin module shall support users/group/role
definition and granting access right to them.
100. System should record all users’ actions to allow
administrators trace changes made on a document or a
work task to a specific user.
101.
Ability to archive documents to secondary media.
102.
Ability to search for archived documents using the
metadata related to archived.
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103. The system should provide basic administration
(statistical/details) reports to monitor system and user
performance. In other words, system administrators can
generate a report for different system activities.
104. The system should be scalable and continuous
enhancements should be possible.
105.
The proposed system shall support various operating
systems like Windows, Linux etc for server configuration.
106.
Database is ODBC compliant.
107.
The system facilities seamlessly integration with any of
the existing legacy and core application and shall support
interface with other open-standard system.
108.
The proposed system should have the following but not
limited below set of standard features:
a) Web services for integration
b) Support for web-based distributed authoring
and versioning(WebDAV)
c) Support
for
simple
object
access
protocol(SOAP) interfaces
d) Support for light-weight directory access
protocol(LDAP)
e) Support interfacing with range of scanners f)
Support for fax integration
g) Exchange/SMS integration
h) Database
management
service-
open
standard.
109.
Ability to work with any established commercial database
system such as Oracle, Microsoft SQL server….etc.
110
A Hardware and Software Support to be provided. All
equipment and related software quoted for must be Y2K
compliant.
111
The system must be user-friendly, intuitive and equipped
with help/support facilities.
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17th February 2014
112
Ability to integration with existing Bank’s Hardwares and
core Banking system(T24)
2.2. Evaluation and Evaluation - Technical evaluation
The bid will be evaluated on the basis of the requirements in section 2 and the table as
appendix 1 of this document. The bidder should take special cognizance to provide
relevant details for technical evaluation, which will be based on the following:
A. Mandatory Requirements. Bids that do not meet these criteria will be disqualified
1 Preliminary documents - all preliminary documents to support the bid as
indicated in the requirement brief (section 2 and Section 4) must be
provided. These
will be assessed to qualify the bid for further evaluation. Copies of all
licenses MUST be provided
2 Letters of recommendation by three major clients where the vendor has
implemented projects of the size of KCB. Also required are letters of no
objection from the clients that KCB can make enquiries and site visits to
the referenced sites.
Financial Evaluation Details
Financial evaluation will be done independently and will constitute 100%l rating. It will
include an evaluation of the financial ratios of the company as well as the Total Cost of
Ownership over 3 years for the solution and must also include the following minimum
requirements:1 Cost of equipment where applicable
2 Total cost of installation where applicable including all transportation,
accommodation and, site preparation and actual installation. All costs must be
fixed costs
3 Recurrent costs regarding
a. Maintenance cost. This should cater for
i. 24 hour contact center telephone support
ii. 24 hour on site response
iii. A broken down replacement cost for all components, if any.
iv. Comprehensive annual maintenance
4 All government taxes and charges
5 Any other costs
NB; Incomplete financial bids will not be assessed any further
BUYERS RIGHTS
Kenya Commercial Bank (KCB) reserves the right to reject any or all RFP without giving any
reasons and KCB has no obligation to accept any offer made. KCB also reserves the right to
keep its selection and selection criteria confidential. KCB reserves the right to award the
tender in part or in whole to either a single vendor or split the award to multiple
vendors in the final award. Bids not strictly adhering to RFP conditions may not be
considered by KCB whose decision on the matter shall be final.
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17th February 2014
SECTION 3 - GENERAL CONDITIONS OF CONTRACT
3.1.
Introduction
Specific terms of contract shall be discussed with the bidder whose proposal will be
accepted by the Bank. The resulting contract shall include but not be limited to the
general terms of contract as stated below from 3.2 to 3.14.
3.2. Award of Contract
Following the opening and evaluation of proposals, the Bank will award the Contract to the
successful bidder whose bid has been determined to be substantially responsive and has
been determined as the best evaluated bid. The Bank will communicate to the
selected bidder its intention to finalize the draft conditions of engagement submitted
earlier with this proposal. After agreement will have been reached, the successful Bidder
shall be invited for agreement and signing of the Contract Agreement to be prepared by the
Bank in consultation with the Bidder.
3.3. Application of General Conditions of Contract
These General Conditions (sections 3.2 to 3.14) shall apply to the extent that they are not
superseded by provisions in other parts of the Contract that shall be signed.
3.4.
Bid Validity Period
Bidders are requested to hold their proposals valid for ninety (90) days from the closing
date for the submission.
3.5. Non-variation of Costs
The prices quoted for the service and subsequently agreed and incorporated into the
contract shall be held fixed for the contract period.
3.6.
Performance Security
3.6.1. The Bank may at it’s discretion require the successful bidder to
furnish it with 100% Performance Security in the amount specified in
the accepted Bid.
3.6.2. The Performance Security shall be in the form of a Bank guarantee
issued by a commercial bank operating in Kenya and shall be in a
format prescribed by the Bank. The performance guarantee shall be
submitted within 10 days of notification of award.
3.6.3. The proceeds of the Performance Security shall be payable to the
Kenya Commercial Bank Limited as compensation for any loss
resulting from the Bidder’s failure to complete its obligations under
the Contract.
The Performance Security will be discharged by the Bank not later than two
months following the date of completion of the Bidder’s performance
obligations, and the Bank’s acceptance of the final report as specified in the
contract.
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17th February 2014
3.7.
Delays in the Bidder’s Performance
3.7.1. Delivery and performance of the project shall be made by the
successful Bidder in accordance with the time schedule as per
agreement.
3.7.2. If at any time during the performance of the Contract, the Bidder
should encounter conditions impeding timely delivery and
performance of the Services, the Bidder shall promptly notify the Bank in
writing of the fact of the delay, its likely duration and its cause(s).
As soon as practicable after receipt of the Bidder's notice, the Bank
shall evaluate the situation and may at its discretion extend the
Bidder's time for performance, with or without liquidated damages, in
which case the extension shall be ratified by the parties by
amendment of the Contract.
3.7.3. Except in the case of “force majeure” as provided in Clause 3.13, a
delay by the Bidder in the performance of its delivery obligations shall
render the Bidder liable to the imposition of liquidated damages
pursuant to Clause 3.8.
3.8. Liquidated damages for delay
The contract resulting out of this RFP shall be incorporate suitable provisions for the
payment of liquidated damages by the bidders in case of delays in performance of
contract.
3.9. Governing Language
The Contract shall be written in the English Language. All correspondence and other
documents pertaining to the Contract which are exchanged by the parties shall also be in
English.
3.10. Applicable Law
The agreement arising out of this RFP shall be governed by, and construed in accordance
with the laws of Kenya and the parties submit to the exclusive jurisdiction of the Kenyan
Courts.
3.11. Bidder’s Obligations
3.11.1. The Bidder is obliged to work closely with the Bank's staff, act within
its own authority, and abide by directives issued by the Bank that are
consistent with the terms of the Contract.
3.11.2. The Bidder will abide by the job safety measures and will indemnify
the Bank from all demands or responsibilities arising from accidents
or loss of life, the cause of which is the Bidder's negligence. The Bidder
will pay all indemnities arising from such incidents and will not hold
the Bank responsible or obligated.
3.11.3. The Bidder is responsible for managing the activities of its personnel,
or subcontracted personnel, and will hold itself responsible for any
misdemeanors.
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17th February 2014
3.11.4. The Bidder will not disclose the Bank's information it has access to,
during the course of the work, to any other third parties without the
prior written authorization of the Bank. This clause shall survive the
expiry or earlier termination of the contract
3.1.
The Bank’s Obligations
In addition to providing Bidder with such information as may be required by the bidder to
complete the project, the Bank shall,
(a) Provide the Bidder with specific and detailed relevant information concerning the
project
(b) In general, provide all information and access to Bank's personnel;
3.12. Confidentiality
The parties undertake on behalf of themselves and their employees, agents and
permitted subcontractors that they will keep confidential and will not use for
their own purposes (other than fulfilling their obligations under the
contemplated contract) nor without the prior written consent of the other
disclose to any third party any information of a confidential nature relating to the
other (including, without limitation, any trade secrets, confidential or proprietary
technical information, trading and financial details and any other information of
commercial value) which may become known to them under or in connection
with the contemplated contract. The terms of this Clause 2.15 shall survive the
expiry or earlier termination of the contract.
3.13. Force Majeure
(a) Neither Bidder nor Bank shall be liable for failure to meet contractual
obligations due to Force Majeure.
(b) Force Majeure impediment is taken to mean unforeseen events, which occur
after signing the contract with the successful bidder, including but not limited to
strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of
God, refusal of license by Authorities or other stipulations or restrictions by
authorities, in so far as such an event prevents or delays the contractual party
from fulfilling its obligations, without its being able to prevent or remove the
impediment at reasonable cost.
(c) The party involved in a case of Force Majeure shall immediately take
reasonable steps to limit consequence of such an event.
(d) The party who wishes to plead Force Majeure is under obligation to inform in
writing the other party without delay of the event, of the time it began and its
probable duration. The moment of cessation of the event shall also be reported in
writing.
(e) The party who has pleaded a Force Majeure event is under obligation, when
requested, to prove its effect on the fulfilling of the contemplated contract.
3.14. Payment
The Bank will not make any payments in advance. The Bank will issue an LPO for all
the equipment and/or services ordered. The LPO will be paid within 45 days after
delivery, testing installation and acceptance of the equipment and/or services
supplied.
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17th February 2014
The Bank will not accept partial deliveries and neither will the Bank make partial
payments. Payment for equipment and/or services will only be made once the entire
ordered equipment and/or services are delivered, installed and commissioned.
NB: KCB SHALL ONLY MAKE PAYMENTS THROUGH A KCB ACCOUNT
AND THUS ALL BIDDERS ARE ENCOURAGED TO OPEN AN ACCOUNT
SECTION 4 -Annexure
Vendor profile
Please specify the following:
No
Description
1.
Name of organisation (full corporate name and
any relevant business name(s))
2.
Date of incorporation (dd/mm/yyyy)
3.
Certificate of incorporation number (please
provide a copy of your incorporation certificate)
4.
Postal address
5.
Tel number
6.
Fax number
7.
E-mail address
8.
Location of registered office including street/road
9.
Name and address of main vendor contact person
including name, current position/title, address,
telephone, fax and e-mail address
10.
Name and address of bankers
11.
Name and address of insurers
12.
Brief description of business
13.
Key offices and their locations
Response
a.
b.
c.
d.
e.
14.
Global rating by renowned rating agencies
(Provide evidence of the rating)
15.
Number of professional staff
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Page 23 of 27
17th February 2014
No
Description
Response
management
technical
consulting
support
16.
Number of your professional staff with more than
5 consecutive years’ experience in
management
technical
consulting
support
17.
Specify partners with whom you have strategic
alliances in the areas that are relevant to this
tender
18.
Locations of successful implementations
19.
Number of live sites out of Africa
20.
Number of live sites in Africa
21.
Number of live sites in Kenya
22.
Total number of successful implementation sites
globally1
23.
Specify the total number of clients you have
implemented your solution
Personnel profile
Provide the organization structure of your firm and summarize the number of
employees in each department or function
Provide the resource structure for implementation and support of solution required
Directors details
Please provide the following details for all directors of your organisation:
Name
Nationality
Citizenship
Shares held
1.
2.
3.
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17th February 2014
Name
Nationality
Citizenship
Shares held
4.
Vendor support services
Please provide the following:
Training
Details of training offered
Location of training
Implementation support
Specify nature of support offered globally Location
Office
name,
location,
telephone,
key contact
name
Nature of
support
Support required for key user staff
Help line facility
Brief description of facility
Problem handling channels
Average response time for support
activities
Specify ability to provide user support in
multiple languages
User and reference sites
Please provide the following information related to at least five (3) institutions where
your solution has been successfully implemented.
1.
Name of institution
Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM
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17th February 2014
2.
Name and address of contact person including
name, current position/title, address, telephone,
fax and e-mail address.
3.
Country of incorporation
4.
Location of the headquarters
5.
Annual turnover during period of implementation
(US$)
6.
Brief description of project undertaken
7.
Project duration
8.
Date of implementation including start and end
dates
9.
Functionality implemented
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
10.
Number of professional staff provided by your firm
Kenya Commercial Bank Limited undertakes not to contact any reference site without
obtaining your prior consent.
Principal’s letter of authorization
Please attach the principal’s letter of authorization if applicable
Copies of the last three years audited financial statements
Please attach copies of the last three years audited financial statements.
Copy of the certificate of incorporation
Please attach a copy of the certificate of incorporation.
Product brochures
Please attach technical and user product brochures if applicable
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17th February 2014
4.2. CERTIFICATE OF COMPLIANCE
All Suppliers should sign the certificate of compliance below and return it together with a
copy of this bound tender technical response.
We___________________________ have read this tender document and agree
with the terms and conditions stipulated therein.
Signature of tenderer -------------------------------------------
Date………………………………………………………….
Company Stamp/Seal
Mandatory End user Experience
No
Test Case
Objective
Description
Expected Results
1
Administrator
Ability to define users/workgroups
and assign them profiles
Create Maker/Checker Branch/Credit and SDC and
Workgroups etc
Successfully create the required users/profiles and
workgroups
2
Administrator
Ability to create e-cabinets
Create electronic cabinets (tree
shaped) corresponding to the
physical archive
Ease in creating e-cabinets that mirror physical filing
3
Branch Initiator/SDC
Ability to scan docs / Securities into
EDMS
Scan Single/Multiple docs into
DMS
To view the scanned docs in their respective efolders
4
Branch Initiator/SDC
Ability to index scanned docs
appropriately/per type
Index scanned docs according to
their respective types. (Index field
to be flexible/allow additions)
Successfully index scanned docs according to type
and avail them on their respective named folders
5
DMS
Ability to assign (auto) tasks to
named users/groups
automatically scan docs and
transmit auto to a workgroup
(equitably).
View auto-assigned tasks in workgroups inbox.
6
DMS
Auto-schedule escalations
automatically escalate pending
jobs to the next available
user/group if not processed within
15mins.
Auto-escalations of any pending jobs successfully.
7
DMS
Escalate completed work to the
next logical workflow step
8
DMS
Send alerts for new jobs
9
DMS
Initiate Search and view related
documents
10
Branch Approver
View quality images/related
thumbnails
11
Branch Approver
Add comments
12
Branch Approver
Assign tasks to a named user /
workgroup
13
Branch Approver/SDC
Send Jobs Back for rework
14
DMS
Disable ability to delete authorized
images
15
CQ/DMS
Access to the system by credit
16
SDC
View inbox for incoming jobs
Complete a process of scanning
and indexing
Generate notifications for any new
/ pending tasks awaiting
completion
Search for a particular file using a
unique identifier e.g. ID No.
Open e-cabinet(s) and view
contents of already scanned and
indexed docs
Open a file / doc and append a
comment and save
Assign a tasks to a named user /
workgroup manually /
automatically
Reject and send back a job that
requires rework back to initator
Initator attempts to delete an
already authorized/ approved
image/doc
credit should be able to link from
CQ and access a customer's
documents
Receive alert / Open Inbox to view
new jobs for processing
DMS transmits the processed job to the next logical
workflow step.
View an alert in the Inbox
View all documents related to the search.
View high quality scans of physical docs in their
respective folders
View appended annotations / comments on a file /
doc
System should allow manager to perform assignment
of tasks
Reviewer should have option to return application to
initiator transmit the task back to initiator
System should NOT allow deletion of authorized
docs that have not been subject to Authorization.
Ease of access to repository by credit
View incoming task / assignments
Subject / validate incoming jobs
against a check-list to ensure all
related documents have been
received e.g. Logbook, ID /
Passport Copy and Loan
Application Form.
17
SDC
Validate incoming jobs against
check-list and send an alert for
discrepancies
18
SDC Approver
Decisioning
19
SDC Initiator
Offer Letter templates
20
SDC Initiator
Upload / Add approval conditions to
Offer Letter
Access approval conditions for all
authorized jobs from Credit
Authorizer
Successfully upload approval conditions to the offer
letter
Automatic transmission of incoming jobs to the
respective SDC reviewer group (equitably) based on
criteria e.g. limits, region or function. Manager can as
well manually assign the task to a named user.
Receive incoming / new jobs view
and process
Open DMS Offer letter templates
and select appropriate template to
use
There to be an in-built check list for a user to tick
Approve docs to enable them move to the next
logical process
DMS avail generic offer letter templates that can be
customized to KCB requirements
21
DMS
Auto/Manual Assignment of job to a
user / reviewer
Create Maker (SDC reviewers
group) and Checker (SDC
Approver) , Automatic/manually
assign task to them based on
function (e.g. Morgages / Retail /
Corporate Reviewer) ; Regions
(e.g. Nakuru / Kisumu / Eldoret) or
Limits (KES 1-5Mn; KES 5.01 10Mn; KES 10.01-20Mn; KES
20.01-50Mn)
22
SDC Reviewer
Electronic review of the Document
Access DMS inbox, open the link /
review and process (electronically
approve) the docs
Successfully review docs availed in the inbox and
electronically approve the same.
23
SDC Approver
Process / Authorize Jobs
Receive an alert / Open inbox and
process job. Check-Out the Job for
processing then Check-in the
completed Job.
Successfully check-out the job, review and check-in
completed job as a new version of the document
DMS should automatically:- (1)
Email Mortgage offer letter to
customer/applicant and give
instructions to external lawyers by
email (2) Print, Assign and Email
Corporate Offer letter to Corporate
RM. (3) Print, assign and email
Retail Offer letter to Branch RM.
Automated routing of tasks to the desired destination
based on function. i.e. Mortgage/Retail and
Corporate RM's should receive their assigned tasks
via email as well as the printed offer letter for their
onward processing.
Update status of the authorized
docs at any particular stage of the
workflow
Successfully view track changes / comments made
on a particular document in DMS, when and by who.
24
DMS
Auto-escalation / routing of
authorized job to respective
function
25
DMS
Changes made to document to be
evident
26
SDC
Compare Versions
27
Branch Approver/SDC
Authorize Scanned Docs
28
SDC Manager
29
SDC
Availability of predefined list of
service providers, users can identify
who is the next to be given
instructions
DMS should seamlessly compare
versions of check-out / check-in
files and highlight the major
differences.
Process scanned doc for onward
transmission to SDC
Flexibility of the system to enable different versions
of the same document to be compared and changes
tracked. Compare on same page
Authorize the scanned documents to the DMS.
SDC Manager Issue instructions,
attach accepted offer letter (plus
any related docs) on email and
send to external lawyers. Next
lawyer in line to be advised
through the system. Manager to
have rights to change
DMS should automatically pick a service provider
from a predefined list. Ability to route instructions to
external lawyers through email
DMS should avail dashboard
summaries of assigned tasks.
Open and view dashboard of assigned tasks. Must
have high level view and drill down ability
30
DMS should provide for summary
per branch/business unit
DMS should provide branch specific details for ease
of reporting
31
DMS
Dashboard of assigned tasks
DMS should provide for
peforomancemetrics per user, and
TAT per process
Should show what is pending, with who and for how
long
32
SDC Manager / DMS
Receipt of draft
validate incoming drafts from
external lawyers against
predefined check-list
Vet incoming drafts of security documents against a
predefined checklist in the system. Flash out any
discrepancies and send feedback to lawyers on
email
33
SDC Manager
Return drafts to external lawyers for
stamping
34
DMS
Return drafts to external lawyers for
stamping
35
SDC Manager
Review and approval
review and approve offer letter and
electronically sign (input signature
number)
Successfully approve and sign offer letters in DMS
36
SDC Manager
Execution of Offer Letter
Reassign signed offer letter to a
workgroup/pool for auto-scheduled
processing
Manager should be able to reassign the jobs to a
workgroup.
37
SDC Manager
Approved letter of offer forwarded
to business team
Email an uneditable version of the
offer letter automatically / manually
to user/workgroups
PDF the executed offer letter and assign workflow to
a workgroup successfully for processing.
38
SDC Initiators
Lodgement
Receive alert / Open inbox and
process pending jobs i.e. Scan,
check-in, index docs appropriately.
Note to attach all related docs.
Successfully route documents for approval by
manager
Sucessfuly authorise documents
View newly created collateral under the respective
customer's credit/loan profile in T24.
Update status of assigned task
(e.g. JobName sent to
InternalLawyer1 for processing on
dateX by userY).
Automatic transmission of
reminders to external lawyers for
delays
39
SDC Approver
Lodgment
Evidence of approval, with
signature e.g, a stamp with word
APPROVED FOR LODGMENT or
APPROVED FOR WITHDRAWAL
40
T24 / DMS
Collateral Creation - T24
Authorized lodgements
automatically push Collateral
creation/details from DMS to T24
system and highlight exceptions
41
DMS
Archive docs appropriately
42
DMS
Archive Status Update
43
DMS
Diary / Bring-up System
Automatically archive final set of
docs into the respective e-cabinet
folder. Manual option to be
available
Automatic update of the status of
completed jobs.
Successfully update task status on DMS
DMS should automatically trigger a reminder alert to
external lawyers for their action.
View final set of registered docs in their respective ecabinet/folder.
Successfully updated file archive status including
row/cabinet and date of archive.
Create a job in DMS with
expiry/diary system. E.g of 10Mins,
add 2 notifications to occur at
6mins and 8mins prior to expiry.
See alerts / notifications at 6mins and 8mins prior to
jobs expiry.
Expired tasks to be in a form of
report, and separated per field e.g
insurance, rates etc
Ease of running a due report per field -can be in form
of dashboard, with drill down
44
DMS
Color code past due jobs
Create custom status color-codes
for Expired / Processed and New
Jobs
View color-coded dashboard for all tasks (new /
processing and expired jobs)
45
Branch Initiator
Initiate Security Withdrawal
Scan duly completed security
withdrawal application form (and
related docs) into DMS
Scan and await authorization.
46
Branch Approver
Authorize Security Withdrawal
Review / approve duly completed
(signed) security withdrawal form
and related attachments in DMS
Successfully authorized withdrawal form auto-trans
to SDC
47
DMS
Process Security withdrawal
Only allow recognized originator's
profile to initiate security
withdrawal
DMS should ONLY allow authorized users to initiate
security withdrawal requests. All breaches are
notified via audit reporting.
48
SDC Manager
Approve Security withdrawal
Verify that all aspects of the
security withdrawal are satisfactory
and approve security withdrawal.
Successfully Approve security withdrawal. DMS
should provide exact location of the physical original
security for withdrawal.
49
SDC Initiator
Approve Security withdrawal
Retrieve original security, dispatch
via registered mail to Branch.
Update DMS Status.
Update on successful courier of original security to
customer via branch.
50
Branch Approver
Receive Security withdrawal
Receive security, acknowledge
receipt via DMS
SDC receive acknowledged receipt of the security
from Branch.
SDC
Related securities and clear
identification of the same
Clear identification of related
securities, third party and related
parties (securities link/cross
reference)
Ability to know when one opens a customer's folder
that the securites are securing other facilities or are
related to another entitty
Ease of capturing of meta data
Ease of inputting thorugh provision
of one page for capturing. Name,
valuation, insurance details etc
should all be captured at the same
time
Users should not have to open so many pages to
enter security details
Evidence of different workflows for
different processes
System should appreciate the dynamics of SDC and
provide for different scenarios.
51
52
53
SDC
SDC
Appreciation of different workflows
SDC
Upload docs at different stages and
times
SDC
Automatic alerts/reminders
54
55
Initiator - Receive & Scan
Documents
Verify if ID / Passport No. exists in
T24 System
56
Initiator - Receive & Scan
Documents
57
Scanning of Images to Named
Folder e.g. Personal / Registered A/C,
Maintenance Instructions, Standing
Order etc
Documents are introduced at different stages to be
filed among the existing
Branches to receive alerts on conclusion
of documentation, lawyers to
receive automatic reminders on
docs pending with them
Key in the A/C number in the
DMS. An ISO message will be
sent from DMS to T24 Test
environment to check if the
Customer ID / Passport Exists in
T24.
Both systems should be able to communicate to
each other
Images should be Scanned and
Indexed by Type of document e.g.
Personal A/C, Business A/C etc
All Scanned Images automatically viewed in their
respective named folders.
Initiator - Receive & Scan
Documents
Quality of scanned images to be
satisfactory
Scan Single/Multiple docs through
the scanners and automatically
avail the scanned images on their
respective named folders
Ability to view good quality scanned images in their
respective named folders
Initiator - Receive & Scan
Documents
Ability to delete and rescan
single/multiple set of documents
Delete a single/multiple set of
scanned images from the
respective folder
The System should allow deletion only at the initator
stage and for subsequent deletion to be subject to
authorization.
Initiator - Receive & Scan
Documents
Ability to cross reference docs to
related applications
Ability to link an image to its
respective application form using
Customer ID.should be account
number
System should readily support Cross-referencing of
docs to their related applications
58
59
60
Ability to upoad documents at
different stages, through email,
scan etc
Automatic alerts/reminders at
some
points of the workflow
Initiator - Receive & Scan
Documents - should be at
centre
Ability to assign (auto/manual) jobs
to named users or workgroups.
Assign a task to a named user or
workgroup
System should readily support assignment of tasks to
a named user or workgroup (equitably)
Initiator - Receive & Scan
Documents
Ability to upload photos from a
camera and index appropriately
Upload photos from camera, index
appropriately and cross-reference
the images to the application form
System should readily support merging of separate
images to the corresponding application form.
Initiator - Receive & Scan
Documents
Auto-Process application forms
sent as attachments via
MsExchange to the DMS.
Send a duly completed application
form via email and enable DMS
processing of the same
automatically.
DMS should readily integrate with MsExchange and
process incoming applications directly to a named
user/workgroup (equitably).
Branch Approver - Receive
& Scan Documents
Validate Images
Call images / applications using a
unique identifier and validate the
correctness (i.e. A/C number).
View image and application form once A/C number is
queried. Approve correct applications / Reject
applications with errors.
Branch Approver - Receive
& Scan Documents required forboth AOPC
and branch
Add Comments
Call images / applications using a
unique identifier and add
comments
Add comment(s) on the application form/Workflow for
onward processing
Branch Approver - Receive
& Scan Documents
Send approved applications to
AOPC
Approve applications that pass
validation, add comment and
automatically transmit to AOPC.
System should readily transmit the Application to
AOPC.
AOPC Initiator
Receive Notification of Incoming
Tasks/Jobs
The system should notify AOPC
initiator of a new pending tasksshould be capabe of being defined
according to work groups or
switched off - see 6
Receive "New Pending Task" for completion via
email
AOPC Initiator
View Application
Ability to call-up the application
and view both application form,
images and mandates
View the entire application form including images,
mandates and related documents
AOPC Initiator
Validate Application
Verify the application to ensure it
passes the quality check
(completeness)
View Customer's application form and; Approve
correct applications / Reject applications
AOPC Initiator
Send back a single/multiple set of
docs for rework
Once application has been
rejected, the initiator sends back
the entire application with reason
code for rejection back to branch.
Allow AOPC initiator to Add comments and send
back rejected applications back to Branch
AOPC Authorizer
Approve/Reject Account
Authorize Images & Customer
Amendments in the DMS
Successfully authorize image/customer amendments
capture in DMS
initiator
Scan documents and photos at
branch
Ability to work with different types
of scanners
Successfully interface scanning with workflow
solution
Initiator
Scan/ upload documents and
photos
Ability to work with different types
of existing hardware
Successfully interface different types of hardware ,
e.g. Kyocera document manager, fax machines,
flatbed scanners, bulk scanners with workflow
Upload photos from workflow to
T24
Interface with the Bank's core
banking system (T24) to relay
scanned /soft photographs to CBS
directly with minimum intervention
Successfully interface with T24 to upload images
from workflow into T24
61
62
63
64
65
66
67
68
69
70
71
72
73
74
Centre supervisor
Centre inputter
Capture data from scanned
account opening forms
Provide templates/ forms to allow
capture data within the workflow
Capture meta data from customer application forms
into templates provided in the workflow
76
Centre inputter
To capture customer information
into T24 from the workflow solution
Upload data captured in the
workflow templates directly into
defined fields in T24
Customer information accurately captured in T24
through the interface
77
Centre Authorizer
78
Centre /
Branchinputters/authorisers
75
79
80
81
82
83
Approve/Reject Account
Allow for back and forth movement
of tasks between inputters and
authorisers
Authorize Images & Customer
Amendments in the DMS
Enable movement of tasks from
inputters to authorisers and
rejection and re-submission where
required
Successfully authorize image/customer amendments
capture in DMS before upload into CBS(T24)
Have a robust workflow system that allows for
movement of documents back and forth among users
To have an E-archive of all
account opening forms in the group
Digitisation and archival of
historical records
Successfully create E-archive to enable reference to
or retrieval of images of account opening forms
without resorting to physical documents; E-archive to
mirror physical archive
KCB branches
Ability to scan and convey
documents from multiple initiators
to a centre
Branches to Scan account opening
forms and other customer
instructions and upload into
defined modules in the workflow to
be accessed at the centre
Centralised processing of work from all KCB
branches at a central location
Centre tasks
Auto assignment of tasks from
workflow to a group of users at the
centre
Ability to auto – assign documents
to a group of upto 30 users and do
load balancing)
Successfully assign documents for processing with
minimal intervention
Centre tasks
Implement up to 4 different work
streams depending on nature of
documents
ability to support multiple
workstreams/ processes at the
same time
Successfully support different pre-defined processes
Measurement of daily performance
per user
Ability to give reports on daily
activity per user
Provide reports on activities per user per day
Central archives
Reports module
84
Reports module
Measurement of performance
85
Reports module
Measurement of performance
Ability to give reports on Average
turn around timer per user – time
taken to process documents
Ability to give reports on number of
documents received daily per
branch
Measurement of performance
Ability to give reports on number of
documents processed daily per
work stream
Provide reports on total activities per workstream
MIS on account opening
Ability to Interface with T24 new
accounts report and highlight
exceptions
Highlight cases of accounts opened in T24 daily
without supporting documents being uploaded in
CBS
MIS on account opening
Provide dashboard for manager to
view status of different work
streams/ users
Enable manager to monitor centre activities real time
86
87
88
Reports module
Reports module
Reports module
Commercial-In-Confidence RFP FOR ENTERPRISE DOCUMENT MANAGEMENT SYSTEM
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Provide reports on activities per user per day
Provide reports on activities per branch per day