TRADEMARK EAST AFRICA (TMEA)

CLARIFICATION MATRIX NO. 1

FOR

INVITATION FOR BID (IFB)

FOR

THE PROPOSED SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, TESTING AND COMMISSIONING OF

AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (PRQ2010121)

DATE: 17TH AUGUST 2016

CLARIFICATION MATRIX
FOR SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, TESTING AND COMMISSIONING OF AN
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (TENDER REFERENCE NO.: PRQ2010121)
This clarification matrix forms an integral part of the tender document and therefore, must be carefully
considered by service providers in preparation and submission of bids.
QUERIES AND RESPONSES
This section contains queries requested by bidders and responses provided against each in relation to Terms
Of Reference and Technical Specifications for the SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION,
TESTING AND COMMISSIONING OF AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (TENDER
REFERENCE NO.: PRQ20160121).
All communications must be directed to the procuring entity, TradeMark East Africa through
procurement@trademarkea.com as provided for in the tender document ITB 7.1.
S/No. Query

Status (closed/
open/ pending)

Response
Infrastructure Strata
a) H/W :
High End IBM Power-ppc-64 RISC (5)
Intel x86-64 ORACLE ExaData Engineered
Systems (3)
Intel x86-64 Blade (DELL, IBM, HP & Cisco
UCS) and Standalone (total +6)
VMware ESXi Server Virtualisation (+5)

What is the current

Infrastructure landscape (OS,
1. DB & storage system
environment)?

b) Storage:
EMC-2 VNX 7000 Series (FC interface),
auto tiered between SSD and SAS Disks
and Centera File Share Archiver (>30 TB)
DELL EqualLogic PS4000 series (iSCSI
interface) uniform SAS disks (>18 TB)
IBM DS-4000 series FC interface, uniform
SAS Disks (max 15K rpm) (>10 TB)
ORACLE ExaData Storage FC, Uniform
SD/SAS disks (>12 TB)
c) OS:
Oracle Linux 7 x86-64
SuSE Linux Enterprise Server 11.4, 12.1
(x86-64, SuSE for SAP and ppc-64)
RedHat Enterprise Linux 7.1 (x86-64)
Ms Windows 2000, 2003, 2008, 2013 (x86
and x86-64)
2

Closed

S/No. Query

Status (closed/
open/ pending)

Response

CentOS Linux 7 (x86-64)

VMware ESXi 5 and 6 (trial-licence)
IBM AIX 7 Unix - ppc-64

d) Application Platform :
Tiered Java EE architecture
Presentation:
o Apache TomCat 6,7,8,9
o RedHat Ent WS (TomCat 7)
o Ms IIS 5, 6, 7, 8
Business Logic Processing / Framework
o Ms VB 6, VB- .DOT-NET 4
o Apache TomCat EJB Containe
o JBoss AS 7, WildFly 8,9
o RedHat JBoss EAP 7
o Oracle Web-Logic (new iCMS)
Enterprise Information
o ORACLE 10g, 11g (Linux x86-64 &
o ppc-64)
o PostgresSQL 9, EDB
o EDB Postgres Plus Adv Server 9.4
o MySQL 5,
o Microsoft SQL Server 2005, 2008
o IBM DB-2
o SAP HANA (Hi-Perf-Analytic Appl)

Do you use virtualized

2.
production environments?

Yes
Both Server (VMware)
And Workstations CITRIX Xen VDI

Please provide an overview of

the Enterprise applications that
are live in your organization
3.
with system landscape details
and version/patch level for
each.

Main Applications;
1. SAP ERP
2. iTax (Java EE on RH Ent JBoss Ent App Plf.
3. SAP ERP (on SuSE Ent. Linux for SAP)
3. Customs ACMS Java EE on JBoss AS 6
4. Customs iCMS Java EE on Oracle WebLogic Closed
10
5. Mail on IBM Lotus Domino on IBM AIX 7

Closed

(other applications use same platform listed n

Sect. 1)
Do you have a DR (Disaster
4. Recovery)+HA(High Availability)
environment?

Yes, a DR site exist.

Closed

S/No. Query
Would you need a DR+HA for
the EDMS system as well? If so,
will this DR environment be
accessible from main location
for the project team?

Can you facilitate remote

access for consultants during
5. the implementation project for
a mix of onsite and offshore
delivery?
Where will the implementation
be based out of?
6. Are there any other locations to
which the implementation
team would need to visit?

7.

How many users will be using

the EDMS system?

Which ERP application (SAP,

Oracle etc) is in use in your
organization? Do you have
requirement to integrate the
ERP application with the EDMS
8.
system?
What all business scenarios you
need to integrate, please
provide overview on it.
What are all other Enterprise
Applications which needs to be
integrated to EDMS? Please
9. elaborate what are these
systems and what are the use
cases for such integrations.

Status (closed/
open/ pending)

Response
Only major systems (core business applications)
have installed.

Database replication done on EDB PostgreS Plus

Adv Server
ORACLE Replication on Trial
Otherwise the site is a backup (24-hour lag) site
with limited replication.

This can be considered but they will be required

to go through a vetting and internal clearance Closed
procedures.

The implementation will be in Nairobi. If there

are any visits, they will be discussed with Closed
contracted bidder during inception.
The EDMS will be integrated with another
system and will only have a few nominated users
(about 10) who can be direct users. So the main
transactions it will be handle will be requests Closed
emanating from the systems integrated with the
EDMS. See clarification numbers 38 & 40 below.
There are various enterprise applications that
are in use within our organisation including a SAP
ERP.
The core revenue management system will be
the main user of the EDMS
Closed
The business scenarios will be discussed with the
successful bidder during implementation.

The main Enterprise application required to

integrate with the iCMS is a revenue
management system.
Closed
Details of the use cases will be shared with the
winning bidder. The EDMS should be based on
open technology like J2EE, Web Services, SOAP,

S/No. Query

Status (closed/
open/ pending)

Response
REST and so on. If there are any limitations,
please indicate this in your proposal.

What are the business

scenarios / departments /
business units where EDMS
needs to be implemented?
(Like Procurement, Enterprise
Asset Management,
10.
Customer/Sales, Contract
Management, and Quality
Management etc.). Please
provide a high-level description
for each of the scenarios you
wish to implement.
For each scenario as per #4,
what are the document centric
workflows and reminders/alerts
that need to be setup? Please
provide high-level description
11.
for each.
Also, if possible, please provide
number of workflows for each
business scenarios?
For each scenario as per #4,
what are the processes where
12. document scanning is required;
please list the type of
documents as well.
For each scenario as per #4, for
which of these do you need
Optical Character Recognition
(OCR)
What do you want to achieve
with OCR
a) Indexing for Full Text
Search without Field
13.
Extraction
b) Or a) + 5 Field Extraction
c) Or a) + Unlimited Field
Extraction
*Field extraction helps in
extraction of particular fields
from the scanned document
which can be used for scenarios
like metadata entry, record

These will be discussed during implementation.

The main focus will be integration with a core
Closed
application.

The main application that EDMS will be

integrated with will handle the workflows. But
Closed
the EDMS is supposed to have capability to
handle document-centric workflows.

These will be discussed during implementation.

Closed

OCR may not be required during this stage of the

implementation however, its a capability that
may be required at a later point in time. Please
indicate if OCR capability is there in your solution
and if it can be a future add on or be enabled.
Closed

These will be discussed with the winning bidder

during implementation. But these capabilities
should be available for selection.

S/No. Query

Status (closed/
open/ pending)

Response

classification, retention rules

etc.
How many scan stations needs
to be setup? In which
locations?
How many documents will be
scanned per year? And per
document what is the average
number of pages.
Would you need to use webforms to be setup in EDMS for
metadata entry, triggering
workflows etc.?
14.
For each scenario as per #4,
please list and briefly describe
the web-forms required,
wherever applicable.
Would you need Records
Management capabilities such
as setting up retention rules,
disposition and legal holds?
15.
For each scenario as per #4,
please list and briefly describe
the records management
required, wherever applicable.
Do you have requirement to
automatically convert
documents into PDF (Please
note that scanned documents
will automatically get into PDF
16.
and stored in EDMS. This
functionality is for non-scanned
documents which when added
in EDMS gets converted into
PDF)
Is there any other existing
documents (ex: residing in a file
system or any other
application) that needs to be
migrated into EDMS?
17.
If yes, what are those systems
and what is the size and volume
of data that needs to be
migrated from existing systems
to EDMS?

These will be discussed with the winning bidder

during implementation.

Digitization is not part of this project. There may

be a few documents that will require digitization
upon roll out.

Yes. The details will be discussed during

implementation.

Closed

Yes
Closed
Yes. The details will be discussed during
implementation.

In some cases. Yes. The details will be discussed

Closed
during implementation.

Yes. The details will be discussed during

implementation.

Closed

S/No. Query

Status (closed/
open/ pending)

Response

Do you have existing hard

copies documents to be
scanned and digitized .If yes,
what are the size/number of
this documents and do you
need OCR on these documents?

18.

Do you need this digitization

task to be as a part of EDMS
implementation project

No. Please refer to clarification number 39.

Closed

OR
Digitization of this existing
documents will be done by
Trademark, only configuration
and scan setup will be done by
vendor.
Please clarify.
As per ITB 4.1.
Is it only the pre-qualified
bidders who are allowed to
19. participate in this bid as stated
in this section in the tender
document or is it open to all
vendors even if they havent
been pre-qualified?
20. How many users?
21. No mention of training?
22.

Are there any Workflow

requirements?

23.

Are there any migration

requirements?

What email solution is currently

being used?
Is there an existing document
25. management system of any
king currently being utilized?
Is the solution to have Records
26.
Management certification?
Please confirm the total
27.
number of users for the system.
24.

Kindly note that the tender is open to all

interested eligible and qualified bidders as
stated in ITB 4.1 on page 34 of the bid document Closed
and bidders MUST submit the documentation
requested with their technical bid.

Kindly refer to clarification no. 38.

Closed

Basic technical training for system hand over and

support will be required.
Closed
Yes

Closed

The details will

implementation.

be

discussed

during
Closed

IBM Lotus Notes

Closed

No

Closed

No

Closed

The details will

implementation.

be

discussed

during

Closed

S/No. Query
Confirm whether all the users
28. are in one site. Nairobi or
within East Africa.
Is the DMS is going to use on
29. cloud instance or in local
environment?
Is the requirement based on
30.
open source technology?
31.

What will be the total user

count?

32.

What will be the concurrency

ratio?

What will be the deployment

33.
period?
Submission of bid in Electronic
Form is allowed? Or we need to
submit the hard copy of
34.
documents at the address
mentioned in the bidding
documents.
In Section VI Schedule of
Requirements, point 3.0 scope
of work under Technical
Specifications it states the
scope of work as per the
35.
specifications in Appendix I, we
are unable to locate the
Appendix I in the bidding
document. Kindly, specify or
share the Appendix 1.
In Section VI Schedule of
Requirements, point 6.0
Warranty under Technical
Specifications point
b. states that the warranty
period for all items shall not be
less than 36months from the
36. date of acceptance certificate
for each product/item and in
Section VIII Special Conditions
of Contract clause number GCC
28.3 states that The period of
validity of the Warranty shall
be: 365 days. So kindly clarify
what warranty period should be

Response

Status (closed/
open/ pending)

All users are in Kenya

Closed

Local environment

Closed

No

Closed

The details will be discussed with the successful

bidder during implementation.
Closed
The details will be discussed with the successful
bidder during implementation.
Closed
The details will be discussed with the successful
bidder during implementation.
Closed

Please note that for your bid to be admissible, it

must conform to all the tender document
Closed
requirements of which submission of a hard copy
before the deadline time is mandatory.

Please note that Appendix I refers to the

technical specifications provided from pages 80 Closed
to 83 of the tender document.

1 year - 365 Days

Closed

S/No. Query
considered 36 months or 365
days.
In the terms of reference under
Section VI schedule of
requirement there is no
hardware requirements. So
37. kindly confirm that the scope of
work does not include any
hardware supply, installation,
configuration and
commissioning.

Under this project how many

38. number of users licenses we
need to supply?

Digitization is under the scope

of project? If yes, please specify
39.
the number and size of
documents.

Status (closed/
open/ pending)

Response

The scope of work does not include any

hardware supply, installation, configuration and
commissioning. But vendors are to indicate Closed
whether there are any proprietary hardware
dependencies.

Primarily the EDMS will be used through systems

that will be integrated with it. However a few
nominated users may access it directly for
purposes of administration (about 10) more Closed
users may be allowed to access it directly later
upon discussion.
No. Digitization is not part of this project. There
may be a few documents that will require Closed
digitization upon roll out.
Peak Period is estimated at 4 times the average
or 8 Transactions per second. Assuming 3
seconds per transaction, the system will have to
process 3*8 Transactions concurrently (24)

Kindly share the number /

volume of transaction expected
40.
to be performed per day using
this system.

When estimating the activity per user, assuming

one user will process/use one transaction every
20 minutes as an average. The system which the
EDMS will integrate with will have to process:
7500 users * 3 transactions per hour = 22500 Closed
transactions per hour or 6.25 transactions per
second. This will lead around 20 concurrent
transactions.
Assuming 10 documents of 50Kb per transaction
and 3 years life cycle for document, this will
require: 4000 transaction *365 days per year* 10
documents per transaction *3 years*50Kb = 2.19
Tb of storage.

Kindly clarify whether

41. standalone or web based
system is required.

A Web based system is preferred

TRADEMARK EAST AFRICA

17TH AUGUST 2016

Closed