INTERNATIONAL NOTICE OF CALL FOR EXPRESSION OF INTEREST N° 031/AMI/PAD/DG/2020 OF 06-11-2020 FOR THE SUPPLY AND INSTALLATION OF ELECTRONIC DOCUMENT MANAGEMENT (ELECTRONIC ARCHIVING) AND DOCUMENT MANAGEMENT SOFTWARE FOR THE AUTONOMOUS PORT OF DOUALA (PAD).

1. Background

The Autonomous Port of Douala has been modernizing its archiving and data protection system for several years. The aim is to overcome the difficulties linked to the management of documentary information as a basis for administrative and financial efficiency.

                The process of setting up a modern archive management system, which began with the recovery of anteriority, must continue with the deployment of an Electronic Management of Company Information and Documents (EMCID). This GEIDE must be the real support for any computerisation of services whose main objective is the control of traceability and the automation of information.

The aim here is to find solutions for document management. All the documents resulting from the system concerning :

• port information ;
• customer files;
• investigation files;
• invoicing files;
• contracts and concessions;
• personnel files.

2. Subject

The main purpose of the mission is to provide the PAD with the services of a specialised service provider for IT assistance related to the supply and installation of electronic data and document management software. Around the main object stated above, the service provider will ensure the implementation of an electronic system for document management and archiving.

3. Consistency of the service

The successful tenderer will be mainly responsible for the following tasks;

performing an operational diagnostic analysis of the current functions of the Document Process and Workflow Management of the AUTONOMOUS PORT OF DOUALA to determine the additional functionalities, organisational workflows and reports to be included in the assignment. In order to best adapt the deployed solution to the organisation of the services, to anticipate the settings and/or possible technical obstacles that could hinder the deployment of the solution, a preliminary audit will have to be carried out by the service provider. The audit, as well as the demonstration, will take place on site, in the PAD's premises, in the presence of the various departments involved in the project (General Management, Information Systems Department, Documentation and Archives Centre and Central Mail Service);

install the Electronic Document Management software and all complementary applications;

archiving priority physical documents in digital form;

transfer of skills to users: In-depth training will have to be given to the ADC staff responsible for managing archives and documentation (incoming and outgoing mail) and to those in charge of the structure. This training will notably include time dedicated to providing answers to the specific questions of the different services of the Autonomous Port of Douala.

It is imperative that educational materials be provided to the Douala Port Authority upon delivery of the software. A document detailing the contents, duration and objectives of the training must be attached. All the documentation of the hardware and software proposed must be provided or available in electronic form in French and English. The documentation must be handed in at the latest on the day of the training course;

specify the warranty period, during which it must provide, at the very least, free of charge, the corrective, evolutionary and adaptive maintenance services that may occur during this period, ongoing assistance services and one-off interventions.  Specifically, the following services must be carried out:

Corrective maintenance: correcting anomalies and other malfunctions;

evolutionary maintenance: functional or qualitative revisions or improvements linked to changes in the technical or standardisation environment, installation of new functionalities that were not included in the specifications. Issuance of new versions at the initiative of the holder;

adaptive maintenance: adapting to technological changes in the technical context of implementation, when these changes are essential for continuity of service, or reinstalling the software when hardware (operating systems) changes;

adaptive maintenance: adapting to technological changes in the technical context of implementation, when these changes are essential for continuity of service, or reinstalling the software when hardware (operating systems) changes;

Updates to the software solution should preferably be downloadable via a secure portal with the information sheets relating to the new features linked to them. The conditions for putting the software into operation must be explicitly detailed.

4. Participation and origin

This call for expressions of interest is open to all service providers specialising in the implementation of IT solutions.

5. Submission of bids

The application files written in French or English will be submitted in five (05) copies, including one (01) original and four (04) copies marked as such, in sealed envelopes and comprising two separate envelopes, addressed to the Head of the Documentation and Archives Centre and to be deposited at the Secretariat of the Information Systems Directorate (DSI) at door 103 on the 1st floor of the PAD headquarters building, no later than 30-12-2020 at 3 p.m., local time, and must be marked :

INTERNATIONAL NOTICE OF CALL FOR EXPRESSIONS OF INTEREST N° 031/AMI/PAD/DG/2020 OF 06-11-2020 FOR THE SUPPLY AND INSTALLATION OF ELECTRONIC DOCUMENT MANAGEMENT (ELECTRONIC ARCHIVING) AND DOCUMENT MANAGEMENT SOFTWARE FOR THE DOCUMENTATION AND ARCHIVE CENTRE OF THE AUTONOMOUS PORT OF DOUALA (PAD).

 "To be opened only at the counting session".

7. Further information

Further information can be obtained during working hours from the Head of the Documentation and Archive Centre (CDA)/Directorate General of the Autonomous Port of Douala

 BP 4020 Douala, Telephone : (237) 233 42 01 33 / 233 42 73 22.

DOUALA on 06 November 2020

The DIRECTOR GENERAL

NGO'O Cyrus

source: ARMP