REQUEST FOR PROPOSAL

for a

Secure Electronic Information

Management (SEIM) Software
System

RFP for A Secure Electronic Information 1

Management (SEIM) Software System
Table of Contents

Table of Contents...............................................................................2
1. RFP ADMINISTRATION TERMS AND CONDITIONS............................................3
1.1 General....................................................................................................3
2. PROJECT INFORMATION..................................................................................5
2.1 Introduction...........................................................................................5
2.2. SEIM System Overview........................................................................5
2.3. Project objectives................................................................................5
2.4. System Architecture Characteristics................................................6
2.5. Key System Functionality Requirements.........................................7
3. Vendor Responsibilities..................................................................................8
3.1. Vendor must provide...........................................................................8
3.2. Service Level Agreement (SLA).........................................................8
3.3. Delivery Time........................................................................................8
3.4. Warranty................................................................................................8
4. INSTRUCTIONS TO VENDORS..........................................................................9
4.1. Introduction..........................................................................................9
4.2. Proposal Evaluation.............................................................................9
4.3. Guidelines for Submitting Proposals..............................................10
4.4. Proposal Acceptance Period.............................................................11
4.5. Signature of Proposal........................................................................11
4.6. Late Proposals....................................................................................11
4.7. Modification of Proposals.................................................................12
4.8. Addenda to the Request for Proposals..........................................12
4.9. Questions/Clarifications....................................................................12
4.10. Proposal Evaluation and Contract Award....................................12
5. PROPOSAL SCHEDULE................................................................................13
5.1. Line Items Description......................................................................13
5.2. IMPORTANT NOTE..............................................................................13
6. CONDITIONS AND LIMITATIONS....................................................................14
Attachment 1: Detailed Requested Functionality.............................................15
Attachment 2: Vendor Basic Data Sheet..........................................................19

RFP for A Secure Electronic Information 2

Management (SEIM) Software System
Request for Proposals to provide A
Secure Electronic Information
Management (SEIM) Software
System

1. RFP ADMINISTRATION TERMS AND CONDITIONS

All terms and conditions of this RFP are deemed to be accepted by the Vendor and
incorporated by reference in its Proposal, except such terms and conditions are
expressly excluded in the Proposal.

1.1 General
1.1.1 Vendors must obtain this RFP directly from Organization, or the Proposal will be
rejected.

1.1.2 Vendor Questions

All questions regarding this RFP must be directed to the Organization, in writing.
Enquiries and responses will be recorded and may, in Organization’s discretion, be
distributed to all Vendors.

In order for Organization to deal effectively with Vendor questions or concerns about
any terms, conditions or requirements of this RFP including the Contract provisions,
such questions or concerns must be communicated in writing to the Organization at
least seven (7) Business Days prior to this RFP’s closing date. Questions received after
this time will be answered if, in the opinion of Organization, time permits.

Verbal responses to enquiries are not binding on any party.

1.1.3 Current Technology

The Software must:
(a) be new;
(b) be the most current production and proven technology;
(d) comply with this RFP's requirements.

1.1.4 Confidentiality
The Vendor’s employees, subcontractors and agents shall:

i) keep strictly confidential all information concerning the RFP and the Organization

ii) The Vendor shall maintain security standards, including control of access to data and
other information, consistent with the highest standards of business practice in the
industry.

1.1.5 Time
Time is of the essence in this RFP and the Contract.

3.1.6 Proposed Software

The Vendor, if other than the Manufacturer, must:
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Management (SEIM) Software System
a) Be a Distributor or Authorized Reseller for the Software prior to the RFP closing date
and time and, upon request, provides written confirmation to Organization of such
authorization from the Manufacturer.
b) Upon request, provide written confirmation to Organization from the Manufacturer
that all rights granted in relation to the Software is agreed to by the Manufacturer.
c) The Vendor must provide Manufacturers’ names and software version numbers for
the proposed Software in the Proposal.
d) The Vendor must provide the Manufacturer's published specification sheets and
descriptive literature for the Software. If any specifications in this RFP are not
identified in the specification sheets or literature, the Vendor must, upon request,
provide written confirmation from the Manufacturer or Distributor validating the
Software meets those specifications.

3.1.7 Vendor Expenses

The Vendor is responsible for all costs of preparing and presenting its Proposal and for
subsequent negotiations, if any, with the Organization.

3.1.8 Period of Commitment

Proposals shall be final and binding on the Vendor for 120 days from this RFP’s closing
date and time and may not be altered by subsequent offerings, discussions, or
commitments unless the Vendor is requested to do so by the Organization.

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Management (SEIM) Software System
2. PROJECT INFORMATION

2.1 Introduction
This project shall be referred to as the Secure Electronic Information Management
(SEIM) Software Selection Project.

The SEIM project is an Organization-wide initiative that addresses the need for a
consistent and comprehensive approach to managing information as an asset similar to
human, financial and technology resources.

Currently, the Organization lacks information management tools such as SEIM software
that will enable it to:

 collect, analyze, store and retrieve sensitive and intelligence information and
ensure that information resources are securely accessible by staff, Ministries and
Government Bodies not only within individual Ministries, but across Ministries;
 implement security levels to restrict access to sensitive information
 protect the evidentiary integrity of official records;
 reduce the escalating costs associated with collection, access, storage, and
lifecycle management of sensitive information

2.2. SEIM System Overview

The ORGANISATION is interested to implement a Secure Electronic Information
Management System with the aim to collect, analyze, store and retrieve sensitive and
intelligence information. The software will introduce a modern and fully computerized
system. Users will use the software at the same time in a modular environment to
receive, edit, review, and distribute multimedia information to different platforms. The
information collected will originate from various internal and external sources, agents,
press, WWW, blogs, social networks, external databases, etc...
The system will give to the Organization all the tools necessary to streamline the
information gathering, editing, production and distribution process. It delivers the core
functionality required for receiving information, archiving, managing the production
process and delivering services through multiple channels. The system should be able
to send and receive information through a variety of devices such as FTP, Fax, Wireless
LAN, Web, Email, mobile phones with SMS or WAP, PDA’s etc…

2.3. Project objectives

The project scope includes the evaluation and selection of integrated suites of SEIM
Software products. For the purposes of this project, SEIM Technology includes both the
common and unique functionality of the following technologies:

 Document Management;
 Information Management;
 Web Content Management;
 Workflow must be fully integrated with the above components.

2.4. System Architecture Characteristics

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Management (SEIM) Software System
Vendors are asked to propose a specific architecture for the SEIM System. The choice of
Architecture is open, though the following requirements should be satisfied to the
maximum possible extent.

 Open architecture and design allowing an economical and smooth means for
future expansion of the system within the Organization

 High Performance, ability to support the simultaneous use of the application by

a large number of users with no loss in performance, speed of search results or
compromises in security
 Availability, suitable for a mission critical SEIM.
 Scalability, the growing needs of a dynamic Organization dictates the evolution
of the system in terms of volume of information, number of users, archive space.

 Security. The system should employ state of the Art technology and highest
security standards.
 Advance & Secure Architecture and Network topology
 Leading edge, proven technology used for the appropriate system
security.
 Frequent version updates ensure technological consistency.
 Data encryption & decryption
 Application Role Based Access Control (RBAC)
 Security Level can be defined even per Item
 Detailed logging, History tracking and Versioning
 Enhanced Reporting
All internal client applications should be accessed over secure VPN Links
to Central site. Internal Production Systems should be using their own
internal database cluster for internal users ensuring high availability
and load balancing. User’s authentication can be done using login &
password (encrypted). Other authentication methods can be also
implemented such as smart cards or biometric data authentication
methods. Application security mechanisms ensure that users can not
access information items of higher security levels. For example, security
levels can be defined as:
 Unclassified
 Confidential
 Secret
 Top Secret
Data Encryption/ Decryption can be also used in order to ensure that
either all or specific application data are saved encoded in the DB.

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Management (SEIM) Software System
2.5. Key System Functionality Requirements
The system will enable the Organization to Collect, Generate, Aggregate, Manage and
finally distribute sensitive content. The content will be collected from various sources
then organized and managed in an efficient and timely manner, providing processed
information to selected state officials.

The system tools will provide rapid electronic delivery and publication of indexed
content and integrate through export filters.

The overall process of information collection and generation, adaptation,

processing, distribution, storing and archiving will be fully controllable by
designated system users – officers which are then made accountable to their
peers and seniors.

The system should allow the designated users to select precisely what information
content they wish to receive minute by minute, to be alerted when specific information
items arrive, and then to take action on that content such as commenting on it and
sharing it with other users.

The system should employ an advanced Role Based Access Control (RBAC) module.

The system should support open XML standards for information collection and delivery
to ensure that content is available in the future and in reusable formats.

The system should be able to handle large volumes of information in the following
forms (Text, Picture, Graphics, Audio, and Video) as well enable creation of
multimedia stories, offering a complete and secure electronic environment for
storage, management and delivery of sensitive information in the information
production environment.

The system should support open interconnection standards in order to be able easily to
interface with other systems/databases.

The requested functionality is listed in Attachment 1.

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Management (SEIM) Software System
3. Vendor Responsibilities
The Vendor is committed to delivering quality products and services. The vendor project
management and development methodology must include the following steps:
 High Level Specification (HLS)
 Project Initiation Document (PID)
 Project Definition
 Project Scope
 Deliverables
 Acceptance Criteria
 Project Organization and Controls
 Project Plan
 Configuration Plan
 Test Plan
 User manuals and training plan
o Expected number of manuals: 40
o Expected number of trainings: 2
o Expected number of trainees: 40 (20 per training course)

3.1. Vendor must provide

 Any software (other than Windows server operating system and Windows
desktop operating system) or database needed to run the application.
 Complete training plan for administrators and IT staff to master the application.
Specific training sessions to the administrators of the system. We consider
training a focal point to the project success.
 Technical support plan take in consideration the time factor in Organization
work.
 The bidder shall provide his vendor's customer reference list where
implementations of similar software have taken place.
 Installation and operation of the proposed software application.
 The bidder shall describe in details his technical support proposal during the
warrantee period.

3.2. Service Level Agreement (SLA)

 Vendors should provide a detailed description of the level of technical support
that they will provide to the ORGANIZATION during the period of the contract,
indicating if they can offer special treatment such as a dedicated telephone
number for technical support, high priority in responding to problems or requests,
etc…
 Vendors should provide a detailed list of the severity levels supported (in case of
application failure), and penalties applicable should they fail to resolve problems
within reasonable delays.

3.3. Delivery Time

The project delivery time shall not exceed 6 (six) months from the date of agreement
issuance. A pilot system should be in operation within 3 (three) months from the date of
agreement issuance.

3.4. Warranty
The warranty period for all of the software components is 3 (three) months.

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Management (SEIM) Software System
4. INSTRUCTIONS TO VENDORS

4.1. Introduction
The ORGANIZATION invites Vendors to submit Proposals to implement the above
described system and to provide training and upgrading services, as part of the project.
Vendors invited by the ORGANIZATION to submit Proposals are under no obligation to do
so. At the same time Vendors will not be reimbursed for any costs incurred in
connection with the preparation and submission of their Proposals.
These Instructions to Vendors shall not form part of the offer or the intended sub-
contract. They are intended to aid Vendors in the preparations of their proposals. For
the purposes of interpretation of these Instructions to Vendors, the periods named
herein shall be consecutive calendar days.

4.2. Proposal Evaluation

Two original completed copies of the Technical and Financial Proposal must be delivered
in person or sent by registered mail to the following address:

Organization Address and contact persons

Attn: Contracts Manager

All documents must be enclosed in sealed packages marked on the outside with the
words “RFP No. ………….. / .”

 Proposal documents must be delivered not later than 4pm on June xxx, 2010, local
time in Soudan.
 ORGANIZATION intends to evaluate Vendors in accordance with the selection criteria
contained in Section: Proposal Evaluation and Contract Award of this RFP and make
contract award to the responsible Vendor whose proposal best meets the needs of
the project at a reasonable price and offers the best value.
 ORGANIZATION may award a contract without discussions with Vendors.
 The competitive range of Vendors with whom negotiations may be conducted (if
necessary) will be determined by ORGANIZATION.
 ORGANIZATION intends to make a final decision on the award of the contract by the
end ……………………… 2010.
 ORGANIZATION anticipates that the work under this contract will start in
………………… 2010.

As part of the Vendor’s capability statement, all Vendors are requested to submit names
and contact data of at least three of present or former international clients to whom the
Vendor has provided similar services.

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Management (SEIM) Software System
The Vendor may also submit any document or certificates to indicate completing similar
assignments satisfactorily.

All Vendors are required to complete and submit a signed and stamped copy of
attachment # 1 “Vendor’s Basic Data Sheet” along with a copy of the establishment
documents.

4.3. Guidelines for Submitting Proposals

 Language, length and font size
The technical proposal must be submitted in English as a word document. The cost
proposal shall be submitted utilizing MS Word and Excel. Please use font no smaller
than 11 point. Maximum proposal length including title page, cover letter, narrative
proposal and qualifications should not exceed 60 pages, not including annexes for
resumes and performance references. This page limitation is not inclusive of the cost
proposal.

 Cover letter
The cover letter must be included and signed and stamped by the person or persons
authorized to sign on behalf of the company.

 Title page
The title page of the technical and cost proposals must include the following:
ORGANISATION, Information management software, your company name, address,
e-mail address, telephone number, fax number and primary contact person.

 Organization of Technical Proposal

Your proposal should include the following information and be organized in the
following way:
[Link] Approach and Work Plan.
Your proposal should provide a brief description of how you would carry out the
Statement of Work inclusive of:
(a) technical approach and methods; and
(b) Time-line for program implementation.
(c) Detailed response to the functionality table in Attachment 1.
[Link] Personnel.
Identify and provide resumes for the key personnel who would be responsible for
each aspect of the project. This should include a management plan and who in
the organization would be ultimately responsible for implementation. Resumes
may be provided in an annex.
[Link]’sl Capacity.
Describe the experience and capabilities of your organization to provide the
services required in the Statement of Work. This must include Performance
References which provide a listing of all contracts, grants or cooperative
agreements involving the provision of similar or related services over the past
three years (both commercial and governmental). Performance References may
be included as an annex. The information provided must include:
(a) Description of work done
(b) Name and address of the organization for which the work
was performed;
(c) The current telephone number and e-mail address of a
responsible technical representative of that organization;
(d) Number (if any) of the contract, grant or cooperative
agreement and a brief description of the services provided.
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Management (SEIM) Software System
 Organization of the Cost Proposal
(e) The Cost Proposal must be submitted in English utilizing
Word and Excel software. The price quoted should be inclusive of all costs
associated with the implementation of this award.
(f) The budget must be submitted as a line item budget and
separate the costs for software development and training/training
materials.
(g) The training costs should be provided as cost per trainee
and include all costs related to the delivery of the training.
(h) The cost proposal shall be submitted in a separate sealed
envelope from the technical proposal and should include a copy of the
transmittal letter, which is to be submitted together with the technical
proposal.
(i) All Vendors are requested to prepare the cost proposal in
Euro/USD, however award amount and payments to a Sudanese winning
Vendor will be in local currency.

 Vendors are expected to examine all instructions contained in this Request for
Proposal. Failure to do so will be at the Vendor’s risk.

 All correspondence and reports in connection with the Proposal and the Contract is
to be in English.

4.4. Proposal Acceptance Period

Proposals offering less than 30 days for acceptance by the ORGANIZATION from the
date set for receiving the proposals will be considered non responsive and will be
rejected.

4.5. Signature of Proposal

All pages of the Proposal documents must be signed by a person authorized to do so. A
Proposal submitted by a corporation must bear the seal of the corporation. Associated
companies or joint ventures shall jointly designate in one power-of-attorney persons
authorized to obligate all the companies of the association or joint venture.

4.6. Late Proposals

Vendors will be held responsible for ensuring that their Proposals are received in
accordance with the instructions stated herein and a late Proposal will not be
considered even though it became late as a result of circumstances beyond the
Vendor’s control.

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Management (SEIM) Software System
4.7. Modification of Proposals
Any Vendor has the right to withdraw, modify, or correct its Proposal after it has been
delivered to the ORGANIZATION, provided the request for such a withdrawal,
modification, or correction together with full details of such modification or correction is
received by the ORGANIZATION at the address given above by letter, telegram, or telex
before the time set for evaluating Proposals. The ORGANIZATION may ask any Vendors
for a clarification of their Proposals.

4.8. Addenda to the Request for Proposals

If for any reason prior to Proposal evaluation it becomes necessary to modify the
Request for Proposal (RFP) Documents, an Addendum will be issued to and be binding
on all Vendors. Receipt of all Addenda shall be acknowledged by Vendors. Addenda will
be numbered consecutively commencing with No.1.

4.9. Questions/Clarifications
Should any Vendor have questions to ask or should it have any doubt about the means
of the Request for Proposal Documents, it should refer them in writing to the
ORGANIZATION not later than 4 p.m. on ……………., 2010 (local time in Sudan).

4.10. Proposal Evaluation and Contract Award

 Award will be made to the Vendor, who provides the best value based on the below
evaluation criteria.

Criteria Weight
Technical Proposal (Specifications) 50 points
Previous experience of the bidder 50 points
Price Proposal 30 points
Warranty and after sale services 10 points
Delivery date 10 points
Total Score 150 points

 A responsive Proposal is one which complies with all of the terms, conditions, and
instructions of the RFP.
 The ORGANIZATION will reject any Proposal that is non responsive. The
ORGANIZATION reserves the right to reject the Proposal of any firm if, in the
Organization’s judgment, the firm is not fully qualified to provide the services as
specified in the RFP, or to reject all Proposals.
 The ORGANIZATION reserves the right to delete any item or group of items of the
Scope of Work.
 No offer, payment, consideration, or benefit of any kind which constitutes an illegal
or corrupt practice shall be made, either directly or indirectly, as an inducement or
reward for the award of a contract under this RFP. Any such practice will be grounds
for canceling the procurement, terminating an Vendor’s consideration for award, or
terminating the award of the contract and for such other additional actions, civil
and/or criminal, as may be applicable.

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Management (SEIM) Software System
5. PROPOSAL SCHEDULE

No. ________________ RFP No ORGANIZATION 2010

Page ________ of _________

Name of Vendor ___________________________

5.1. Line Items Description

Total
No. of
Cost Elements Rate in /Unit Cost in
Units

1. Software Licenses

Total Licenses
2. Equipment

Total Equipment
3. Activity Costs
Implementation Cost /man-
month
Training Cost /Trainee
Training Manual(s) /Manual
Support Cost (after warranty
period)
Total Activity Costs
4. Other Direct Costs

Total Other Direct Costs

5. Material Handling (as % %
of direct costs)
6. Sales taxes (as % of %
direct costs)
Total Cost

5.2. IMPORTANT NOTE

Cost proposals must include detailed budget notes that describe proposed costs and
explain the bases for costs and calculations. Vendors are directly responsible for any
income tax payments under this award.
Please note that ORGANIZATION is exempt from local sales taxes in Sudan. However,
please do indicate sales taxes in the cost proposal for information purposes.

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Management (SEIM) Software System
6. CONDITIONS AND LIMITATIONS
A. Preparation Costs—ORGANIZATION will not pay
for any costs incurred by the Vendor in preparation of the proposal.

B. Amendments— ORGANIZATION reserves the

right to issue an amendment(s) to the RFP at any time at its discretion. All
amendments will be in written format only.

C. Withdrawal of RFP— ORGANIZATION preserves

the right to withdraw this Request for Proposal at any time—with or without
statement of cause—prior to the actual award.

D. Implementation Schedule— ORGANIZATION

preserves the right to modify the implementation schedule on written notice. A
Vendor has the right to withdraw from the competition at any time prior to the
actual award.

E. Payment— ORGANIZATION will negotiate with the

successful Vendor a fixed-price contract that includes a defined payment
schedule based on the completion acceptance of Deliverables. ORGANIZATION
may negotiate additional interim payments so as to retain reasonable assurance
of satisfactory performance but without placing an unjustified financial burden on
the successful Vendor. All Vendors are requested to prepare cost proposal in US$,
however award amount and payments to the Sudanese winning vendor or will be
in local currency.

F. Allowable Costs — the procurement of

equipment (e.g., computers, photocopiers, vehicles, etc.) either on a full or partial
cost basis is not an allowable cost under the terms and conditions of this RFP.

G. Contact with Sudanese Partner

Organizations before Contract Award — Vendors shall not contact Sudanese
partner organizations prior to contract award.

H. Income Taxes: The vendor is directly

responsible for any income tax payments under this award.

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Management (SEIM) Software System
Attachment 1: Detailed Requested Functionality

Document Management Conformance Comments

y/n
1. Imaging Requirements: The proposed Software VENDORS
must accept content generated from industry-
REPLY
leading scanning, OCR and ICR Vendors R
2. Management of different electronic document
formats.
3. Non-electronic file support.
4. Integrated Document Scanning and Image Editing
module.
5. Integration with office automation applications,
such as MsOffice (Word, Excel etc... Document
creation/modification capability using Microsoft
Office tools.
6. Template-based document creation capability
(e.g. leave, commission forms, etc.), with
automatic document content filling out with
designation field values.
7. Document indexing using key words.
8. Multiple criteria search.
9. Document organization in multi-level logical
folders/ subfolders. Central organization folders
and personal user folders. Personal folder sharing.
10. Document editions and Temporary editions.
11. Various ways to update documents: overwriting,
revision, check-out.
12. Clearly defined life-cycle for documents and
document editions.
13. Internal distribution of working documents.
14. Document protocol: Incoming, Internal, Outgoing,
Identical numbers.
15. Automatic protocol number ascription.
16. Initialization prior to sending electronic outgoing
documents through the system.
17. Automatic distribution to internal recipients.
Distributed documents expediting monitoring.
Automatic closing of incoming documents by entry
of corresponding outgoing documents.
18. Built-in security system based on each user’s role.
Security based on two axes: access rights (per
user role) and security level (per user and
document).
19. History change log. requirements
Information Management - Editorial
20. Modular environment with all the necessary tools
of information reception, production and workflow
management.
21. Advanced text processing using a built-in system,
WYSIWYG text editor.
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Management (SEIM) Software System
22. Define and perform actions on selected items
(move them to different users, email them, save
them on server, download in different formats,
etc).
23. Classification – both automatic and manual.
24. Package various information items together (text,
photo, link) for later publishing to Web or paper.
25. Link photos/graphics with an article.
26. Version tracking for every article.
27. Monitoring the scheduled daily assignments, Audit
Trail, On-line messaging.
28. Support of various content formats (text, photos,
graphics, audio, video, PDF, etc).
29. Allows automate and streamline the information
distribution process.
30. Highest-grade commercially available technology
to insure security of organizations digital assets.
31. Windows Client, Web Applications interface.
32. Can receive and send information through a
majority of hardware devices like handheld PDA,
mobile phones.
33. The application has to be compatible with the
following technologies WAP, SMS, RSS, and Blogs.
34. The following communication technologies like
FTP, fax, wireless LAN, VPN and email can be used
to send and receive data.
35. Allows flexible and open architecture, for
customized installations and future expandability.
36. The system must be Multilingual, and based on
known and accepted international standards
(IPTC, ANPA, NITF, XMLNews, NewsML).
37. The system needs to identify and facilitate priority
treatment/acceptance of certain categories (e.g.
flash, snap, urgent, normal etc) in the incoming
and outgoing information flow.
38. The application must be capable to fully support
Arabic, English and French languages.
Workflow
39. Easy workflow mechanism.
40. Virtual role-based work areas managed by
customized workflow processes and permissions.
41. Automated distribution services to multiple media,
through internal administration and customer
portal modules.
Web
42. Web Input Module allows external users to easily
upload any system supported files through an
easy to use Web Interface, and accessible from
any Internet browser.
43. Publishing on a web site by integrating with a
separate Web publishing tool.
Information feed
44. Monitor multiple live feeds at one time.
45. Define multiple filters and view live feeds with
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Management (SEIM) Software System
 colour coding and alerting.
46. Personalise display and look of feeds (headline
only, images only, colour coding).
47. Can mobilize the information gathering process, to
receive by wireless transmission text and photo
assets from reporters in the field.
Database
48. Text articles or photos will be managed by a state
of the art database with metadata including fields
for classification, ownership, language and author.
Articles will be indexed and the database and
articles will be fully searchable by the editorial
group.
Archiving
49. Rich media archive solutions for publishing groups
consolidate all group text, photo and graphic
archives into a single archive, allows editors to
share stories, photos and graphics across all group
titles to increase productivity.
50. Export content in various storage media (CD-Rom,
DVD, DLT, etc).
Search
51. Information management application should meet
the somewhat divergent search requirements of
officers/editors and librarians by offering a choice
between a Simple Search and an Advanced
Search.
52. Simple Search: The application should allow
editors to take advantage of the Archive powerful
indexing and searching capabilities without
learning how to construct complex queries.
Content can be found and retrieved based on a
search for words or phrases that appear either in
the text or headline.
53. Advanced Search: Provides librarians and other
experienced users an interface for building
complex queries, using both the fully indexed text
and all available metadata. In addition to the
options available in the Simple Search, users can
also:
54. Specify precise date ranges for the period when
content was created, modified or published
55. Search for words or phrases that appear in photo
captions or were explicitly assigned as keywords
from an archival thesaurus
56. Search only for specific item types, such as text,
photos or PDF files
57. Limit a search to items that appeared in a
specified section(s) or on particular pages of the
publication.
Security & System Administration (Provide
strong security system for in-house and outsider
users)

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Management (SEIM) Software System
58. The application must have the following System
Administrator functions:
a. Integrated Security Mechanism
b. Role Based Access Control (RBAC).
c. Users and Permissions Management.
d. Detailed logging, History tracking and
Versioning
e. Monitor active users.
59. Enter details for Agents and Agent Groups
60. Build internal Workflow environment for users and
agents
61. Advanced System Setup Parameters for all
functions of the system.
62. Data encryption & decryption
63. User’s authentication will be done using login &
password (encrypted). Other authentication
methods can be also supported such as smart
cards or biometric data authentication methods
Information Transferring
64. Support all the required functionality for sending
and/or receiving information assets from the
following sources:
- Wire Services
- E-mail, Fax and FTP Servers
- Directory Services
- Mobile Gateways, SMS and WAP
65. Auto-Logging and Reports for all items sent and
received
66. Information items are sent by three means:
Automatic, Semi-Automatic or Manual
67. Alert Based P2P Messaging
System Architecture
68. High Availability & scalability
69. Based on an open & multi-tier architecture

RFP for A Secure Electronic Information 18

Management (SEIM) Software System
Attachment 2: Vendor Basic Data Sheet

1. Vendor Name:

2. Locations:
 Head Quarter:

 Branches:
1. ………………..
2. ………………..

3. Legal Status of Vendor:

 Privately Owned Corporation. Yes ( ) No ( ) Nationality of owner
 Partnership Corporation. Yes ( ) No ( ) Nationality of owners
 Limited Liability Corporation. Yes ( ) No ( ) Nationality of owners
 Joint Stock Corporation Yes ( ) No ( ) ownership structure.
 Non Governmental Organization. Yes ( ) No ( )
 Others Specify:

(Please Attach Copy of legal establishment documents)

4. Chief Executive Officer ( Firm Manager): Mr.

Vendor Representative Signature

----------------------------------------

Vendor Stamp

RFP for A Secure Electronic Information 19

Management (SEIM) Software System