ANNEX I - TENDER SPECIFICATIONS ATTACHED …...MANAGEMENT SYSTEM (EDMS) AND OTHER SERVICES Page 2 of...

ANNEX I - TENDER SPECIFICATIONS ATTACHED TO THE INVITATION TO TENDER

Invitation to Tender Number EMSA/OP/14/2007

TENDER FOR THE PROVISION OF AN ENTERPRISE DOCUMENT MANAGEMENT SYSTEM (EDMS) AND OTHER SERVICES

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Table of Contents

1. European Maritime Safety Agency background ...................................... 6 2. Background to requiring services......................................................... 6 3. Scope, objectives and description of the contract................................... 6 3.1. Scope ........................................................................................................ 6 3.2. Objectives .................................................................................................. 7 3.3. Key Success factors ..................................................................................... 8 3.4. Project Description....................................................................................... 8

3.4.1. Phase I: Analysis and Preparation ..................................................... 9 3.4.2. Phase II: Design, Implementation and Training ................................. 10 3.4.3. Phase III: Warranty and Corrective Maintenance I ............................. 12 3.4.4. Phase IV: Evolutive Maintenance..................................................... 13 3.4.5. Phase V: Warranty and Corrective Maintenance II ............................. 14

4. Expected deliverables .......................................................................14 4.1. Phase I: analysis and preparation ................................................................ 14 4.2. Phase II: Design, Implementation and training .............................................. 14 4.3. Phase III Warranty and corrective Maintenance II .......................................... 15 4.4. Phase IV Evolutive Maintenance................................................................... 15 4.5. Phase V Warranty and corrective maintainance II ........................................... 15 5. Requirements ..................................................................................16 5.1. General .................................................................................................... 16

5.1.1. Usability ...................................................................................... 16 5.1.2. Language..................................................................................... 16 5.1.3. System response time ................................................................... 16

5.2. Interface .................................................................................................. 17 5.2.1. Layout......................................................................................... 17 5.2.2. Standards.................................................................................... 17 5.2.3. Drag-&-drop................................................................................. 17 5.2.4. Personalisation ............................................................................. 17 5.2.5. Interaction................................................................................... 17

5.3. Creation and Capture of electronic Documents and Data.................................. 17 5.3.1. Capture and classification............................................................... 17 5.3.2. Document types ........................................................................... 17

5.4. Scanning and Capture of Paper Documents ................................................... 18 5.4.1. General ....................................................................................... 18

5.5. Metadata.................................................................................................. 18 5.5.1. General ....................................................................................... 18 5.5.2. Automatically inherited .................................................................. 18 5.5.3. Inherit/override ............................................................................ 18 5.5.4. Editable ....................................................................................... 18 5.5.5. Manual ........................................................................................ 18 5.5.6. Advanced tool to add/edit metadata items........................................ 18 5.5.7. Mandatory ................................................................................... 19

5.6. Document Classification.............................................................................. 19 U5.6.1.U UEasy tagging U ................................................................................ 19

European Maritime Safety Agency Tender Reference Number EMSA/OP/14/2007

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5.7. Management & organizing tools ................................................................... 19 .............. 19

19 .............. 19 .............. 19 .............. 19 .............. 19 .............. 19 .............. 19

5.9 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20 .............. 20

5.1 .............. 21 .............. 21

21 .............. 21 .............. 21 .............. 21 .............. 21

5.1 nts ......... 21 .............. 21 .............. 22 .............. 22 .............. 22 .............. 22 .............. 22

22 .............. 22 .............. 22 .............. 22 .............. 22

5.1 .............. 22 .............. 22

5.13.2. Automation levels ......................................................................... 23 5.13.3. Status ......................................................................................... 23 5.13.4. Feedback mechanisms................................................................... 23 5.13.5. Flexibility ..................................................................................... 23

5.14. Audit Trails ............................................................................................... 23 5.14.1. General ....................................................................................... 23 5.14.2. Versions /Access........................................................................... 23

5.15. Annotation of Documents............................................................................ 23

5.7.1. General .........................................................................5.7.2. Team collaboration capabilities .......................................................5.7.3. Notes ............................................................................5.7.4. Calendar........................................................................5.7.5. Tasks ............................................................................5.7.6. Update notification ..........................................................

5.8. Document Linking / Compound Document Management ....................

5.8.1. General .........................................................................

. E-mail and Electronic Fax facilities..................................................

5.9.1. Capture .........................................................................5.9.2. E-mail integrity...............................................................5.9.3. Multiple emails ...............................................................5.9.4. Multiple methods of capture .............................................5.9.5. Faxing...........................................................................

5.10. Version Control ...........................................................................

5.10.1. General .........................................................................5.10.2. Check in/check out..........................................................5.10.3. Automatic updating .........................................................5.10.4. Version control mechanism...............................................5.10.5. Revert capability.............................................................

1. Advance Searching and Retrieval ...................................................

5.11.1. General .........................................................................5.11.2. Search/retrieve permissions/security ...............................................5.11.3. Search types ..................................................................5.11.4. Search & results customisation .........................................5.11.5. Retrieve and open...........................................................5.11.6. Taxonomies ...................................................................

2. Document loading, Control and Display / Viewing and Printing Docume

5.12.1. Preview .........................................................................5.12.2. Printing .........................................................................5.12.3. Insert............................................................................5.12.4. Copy .............................................................................5.12.5. Publish ..........................................................................5.12.6. Delete ...........................................................................5.12.7. Modify.........................................................................................5.12.8. Suspend ........................................................................5.12.9. Resume.........................................................................5.12.10. Recovery .......................................................................5.12.11. Scheduling Content .........................................................

3. Workflow....................................................................................

5.13.1. General .........................................................................


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5.15.1. General ....................................................................................... 23 5.1 .............. 23

.............. 23 5.1 hi .............. 24

.............. 24

.............. 24 5.1 .............. 24

.............. 24

.............. 24

.............. 24

.............. 24 24

.............. 24

.............. 24

.............. 25

.............. 25

.............. 25

.............. 25

.............. 25

.............. 25 5.2 .............. 25

.............. 25

.............. 25

.............. 25

.............. 25

.............. 25

.............. 26 5.2 .............. 26 5.2 .............. 26 5.2 i 26 6. .............26 6.1 .............. 26

.............. 26 6.3 .............. 26 6.4 i .............. 27 6.5 .............. 27

27 .............. 27

6.8 .............. 27 7. Constraints .....................................................................................28 7.1. Infrastructure & Technical Recomendations ................................................... 28 8. Contract management responsible body ..............................................29 9. Timetable........................................................................................29 10. Estimated value of the contract ..........................................................29

6. Document Access and Security ......................................................

5.16.1. General .........................................................................

7. Ar ving / Preservation..............................................................c ..

5.17.1. Lifecycle ........................................................................5.17.2. Archiving and destruction.................................................

8. System / User Administration and Security......................................

5.18.1. General .........................................................................5.18.2. Single user sign-on .........................................................5.18.3. Interoperability...............................................................5.18.4. Access security profiles ....................................................5.18.5. Permissions control .......................................................................5.18.6. Roles/groups..................................................................5.18.7. Administrator/super users ................................................5.18.8. Permissions & workflow ...................................................5.18.9. Query permissions ..........................................................5.18.10. Modifications ..................................................................5.18.11. Extra features ................................................................

5.19. System Reporting ........................................................................

5.19.1. General .........................................................................

0. Backup and Recovery ...................................................................

5.20.1. General .........................................................................5.20.2. Integration.....................................................................

5.21. System Management....................................................................

5.21.1. General .........................................................................5.21.2. Duration ........................................................................5.21.3. Data-model....................................................................

2. Scalability...................................................................................

3. Reli bility and Control ................................................................a ..

4. On-l ne help..............................................................................................

Additional Requirements ......................................................

. Migration tool..............................................................................

6.2. Search and retrieve additional functions..........................................

. management and co version of Scanned documents.........................n

. Mult media capabilities and Digital Asset Management (DAM).............

. Image gallery management...........................................................

6.6. Forum/bulletin ..........................................................................................

6.7. Export function for final documents ................................................

. Web content management expandability .........................................


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11. .............29 .............30 .............30

14. .............30 .............31

16. .............31 17. .............32 17. .............. 32 17. .............. 32 17. .............. 33 17. .............. 33 17. .............. 33

.............34 18. .............. 34

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Terms of payment ...............................................................

12. Terms of contract................................................................

13. Subcontracting ...................................................................

Requirements as to the tender ..............................................

15. Price .................................................................................

Grouping of service providers................................................

Legal position .....................................................................

1. Legal Position – Means of Proof Required.........................................

2. Grounds for Exclusion...................................................................

3. Evidence to be Provided by Tenderers.............................................

4. Economic and Financial Capacity – means of proof required ...............

5. Technical and Professional Capacity – means of proof required........... 18. Criteria for the award of the contract .....................................

1. Award of the contract...................................................................

19. Other considerations.........................................................................


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1 European Maritime Safety Agency backgrou. nd EMSA”) was igh, uniform ment of the

tasks, to oss of human

europa.eu

The European Maritime Safety Agency (hereinafter, the “Agency” or “established under Regulation 1406/2002/EC for the purpose of ensuring a hand effective level of maritime safety. EMSA contributes to the enhanceoverall maritime safety system in the Community. Its goals are, through itsreduce the risk of maritime accidents, marine pollution from ships and the llives at sea.

Further information about EMSA can be obtained on its website: www.emsa.

t system. All governed.

or. Each unit is subdivided into several sections; 23 in total (see organisation chart and mission statement of the various units: http://www.emsa.europa.eu/end179d002d003.html

2. Background to requiring services The Agency does not currently use an electronic document managemenbusiness processes, document lifecycles and workflows are non-electronically

The Agency is divided in eight Units plus the Bureau of the Executive Direct

).

The creation, edition, saving and retrieval of documents follows non-automated processes. The Agency uses traditional document management methods (e.g. printed routing slips and e-mail exchange) in order to review, update and distribute the various versions of a given document. Documents related to core institutional activities are filed and maintained by staff members on three network folders:

• Units Drive. Used to store documents belonging to a particular unit. It consists of one root-level folder per unit (9) and a growing number of subfolders. Authorised users create, edit, save and browse documents belonging to their own unit structure.

• Projects Drive. Used to store documents belonging to a particular project. It consists of one root-level folder per project (>30) and a growing number of subfolders. Authorised users (not necessarily from the same unit) create, edit, save and browse documents belonging to a given project.

• Common Drive. Used to save miscellaneous documents. It consists on a totally open folder structure where any EMSA staff member can create, open, edit and save files.

The vast majority of documents stored on the above-mentioned folders are in MS Office and Adobe Pdf format.

Examples of unit’s working methodology, workflow and documents lifecycle are available in support of the tender in Appendixes I & II.

3. Scope, objectives and description of the contract

3.1. SCOPE

As EMSA expands and develops, the number of indispensable electronic documents produced by its operational units increases. The data contained in these documents represents the Agency’s ‘core information’, which must be made readily and easily available to those who need it. To improve the effectiveness and efficiency of this service, EMSA is seeking vendors interested in providing a viable technological and business solution to facilitate in the management of its paper-based and electronic documentation.


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The scope of the contracted service is to implement an electronic document management ng, tracking, t.

f a long term timate scope

olving Entreprise Document Management

solution in order to provide a centralised and uniform mechanism for capturimanaging, storing and retrieving core-critical documents, regardless of forma

It is anticipated that the service, once implemented, will be the first stage ostrategy on document and content management within the Agency, which ulis to make ready for EMSA a scalable and evSystem (EDMS).

3.2. OBJECTIVES

The overall goal of the project is to implement a DMS solution capable of offering:

roduced and

ts etc.) for

odology and

ort key processes

sure that all atest and most accurate information.

.

• Organising tools and team collaboration capabilities: features like notes, calendar, s to manage

or capture comments by automating structured processes.

tachments and scanned hard-copies into the repository alongside documents related to a certain

t within the r additional

Document gement (see estruction of

ccording to corporate policies).

These objectives could involve a centralised file system or repository to store document type resources with user interfaces for file manipulation and with different levels of accessibility according to predefined privileges assigned by administrators and/or end-users.

The DMS will be offered to EMSA staff involved mainly in the production of mission-critical and administrative documentation. However, the proposal must take into account the business requirements across the Agency. Therefore, the solution must have the

• Storage and management of documents (including emails and faxes) phandled by the Agency.

• Access to stored documents (e.g. reports, tenders, faxes, e-mails, notes, Director’s decisions, meeting minutes, correspondence, contracts, legal documenagency staff and authorised external users.

• Be tailored to operate seamlessly according to each Unit’s working methbe capable of integrating with existing EMSA systems and applications.

• Secure document sharing and security: rights and permissions assigned down todocument level on a user by user and/or group by group basis.

• Routing and approval of documents: automated workflow to suppand bring visibility to process status.

• File version control: including such features as check in/check out to enteam members are accessing the l

• Audit trails: view complete version history and access records for any file

• Advanced search capabilities: full text search and advanced field-based search capabilities including by document type and custom index fields.

emails and actions that help teams in sync allowing dispersed membergroups, coordinate document reviews,

• Multiple methods of capture: ability to easily associate e-mail, fax at

project.

• As part of the long term strategy on document and content managemenAgency, the final DMS solution must be expandable via module(s) otool(s) allowing further implementation of advanced EnterpriseManagement System (EDMS) functionalities such as Web Content ManaSection 6) or Record Management (e.g. governing the archiving and dcontent a


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ability to be tailored to operate seamlessly with each Unit’s working methodsupports. Access to the system will be granted to EMSA staff and

ology that it previously authorised

plications at In this system it must be easy to upload documents, refer to those

documents and find a document in the repository.

Ultimately, EMSA staff should gain better control over their documents and manage them ult in cost savings,

external users.

The proposed solution should also be capable of integrating with existing apEMSA level.

more effectively throughout their life cycle. This will eventually resincreased efficiency and productivity.

3.3. KEY SUCCESS FACTORS

Tenderers shall consider in their proposal the following Key Success Factors (KSF):

or web base application

d become the core of EMSA’s

arket / industry standards and be fully

.

• The DMS has to ensure access to documents via a clientbased on modern and standardised state of the art technology.

• The proposed solution must be able to evolve anEnterprise Document Management System (EDMS).

• The proposed product must comply with mbenchmarked.

• Possibility to create and capture electronic documents and data

• Possibility to scan and capture paper documents.

• Support the use of standard metadata.

• Allow for advanced document classification.

• Provide management and organizing tools.

• Possibility of document linking / compound document management.

• Advanced searching and retrieval.

• Version control.

• Support document-centric workflow.

• Advanced document access and security levels.

3.4. PROJECT DESCRIPTION

There are three main aspects to be taken into account by the tenderer aDMS

s part of the initiative: analysis; design, implementation and training; maintenance and

enhancement of the system.

The project is divided in four main phases:

Phase I: Analysis and Preparation

Phase II: Design, Implementation and Training

Phase III: Warranty and Corrective Maintenance I

Phase IV: Evolutive Maintenance


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Phase V: Warranty and Corrective Maintenance II

3.4.1. Phase I: Analysis and Preparation

This phase focuses on the importance of the contractor to understand the Agency’s filing and document structure and DMS objectives. It envisages the gathering of information to

dologies and F mentioned

to conduct a requirement analysis in order to familiarise

ses.

nd other key document-oriented

.

ll take into account the list of major ailable in sections 5 to 6 and 7

tailed requirements document, and a detailed

nfrastructure including networking, servers, storage, s etc. for the proposed software.

solution should operate within the current EMSA IT

• The skills and knowledge required within the Agency to customise and maintain the ry training plan.

required to provide a detailed functional specification

f the different ways users will interact with the system based on the key processes that have to be supported.

iled interaction with the system based on

ription based on how the system should behave based Requirements and Business Rules should also be

mapped into Use Cases. Beside Use Case diagrams and their descriptions, each Use Case must be detailed using Activities Diagrams and/or Sequence Diagrams;

• User Profiles: a description of the different roles that will have to work with the system;

Traceability Matrix between Requirements & KSF / User Scenarios; and between Testing / Requirements & KSF is mandatory.

ensure that the supplier has a general understanding of working methoworkflows. It focuses also on testing the prototype on key users using the KSabove.

The contractor is requiredthemselves with the EMSA working environment:

• Identify and understand EMSA requirements, existing systems and proces

• Determine document workflow needs of the Agency afunctions.

• Determine accurately the resources and time requirements of the assignment

The DMS software chosen for the Agency wirequirements and technical infrastructure constraints avrespectively.

The contractor should supply a detechnical infrastructure document.

The detailed technical infrastructure document shall address the following:

• The minimum required iscanners, PC

• Details on how the proposedenvironment.

system and the necessa

The contractor will bedocument to include:

• User Scenarios: a description o

• User Interaction Diagrams: flows and detaUser Scenarios;

• Use Case Model: detailed descon the User Interaction. Special


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A detailed project management document, test specifications plan (including uration and change management plan, and

oject plan: a complete project plan must be produced and maintained during the ms at least:

ucture (WBS), scheduling, deliverable milestones, working locations, meetings planning and

en and pending.

rt should be hin three working days. This report must be presented and attached to the

wn version

et of critical Factors: Section 3.3) and the results of the

requirement analysis carried out by the contractor. The proposed demo should be fully raints.

the system

tor will then l prototype to a full deployable system, as specified

in Phase II.

sign and t taking into

technical infrastructure (see Section 7). Hardware will be

actor shall design, configure and test the application including a scan ionalities, as

ced during Phase I.

- The contractor shall produce a detailed test specifications document (test cases and test scripts, including verification and validation plan) for the full deployed solution

- Traceability matrix document between Requirements / Users Scenarios; and between Testing and Requirements for the fully deployed DMS solution is mandatory.

2. Implementation

- This phase concerns the implementation and integration of all the necessary DMS components and modules.

verification and validation), configdocumentation plan should also be detailed at this stage.

The project management document shall be composed at least of:

• Prentire contract duration. The project plan must include the following iteproject charter, project management approach, scope, Work Breakdown Str

reports, completion percentage to date, reporting on decisions tak

• Weekly status report: after each five working days a weekly status reposent witProject plan.

At the end of Phase I, the contractor will be obliged to supply a scaled-do(prototype) that must reflect the look, feel and functionality of the full-scaled system.

The prototype system will be based on the traceability of a minimum sdocument-centric requirements (Key Success

compatible with the Agency’s technical infrastructure and const

The prototype system will allow members of the EMSA DMS project team / working groupto evaluate anticipated operations and resources that will be needed whengoes live for initial users.

The demo will be tested and evaluated by EMSA. If accepted, the contracmove its focus from an experimenta

3.4.2. Phase II: Design, Implementation and Training

Only after acceptance of the proposal and prototype by EMSA, the contractor deimplement the full-scale DMS. Design and implementation will be carried ouconsideration the Agency’s provided by the Agency.

Phase II will be carried out as follows:

1. Design and configuration

- The contrsubsystem taking into account the list of major requirements and functspecified in the deliverables produ


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- The contractor will use, for implementation purposes, a development pwill need to be accessible by EMSA for testing purposes.

latform that

ll-scale DMS

ccording to the

f selected critical documents including, but not limited to, Word, Excel, is expected. rtake such a

migration. Tenderers will be expected to substantiate their understanding of the execute it.

in two main

- Addition of metadata/tags to those documents (this task will be executed by

l, the contractor must list and prepare the training materials for IT administrators and end-users, and the training services they will provide as part of the DMS. Initial training programs should be tailored to the specific needs of different

d training facilities should be provided:

and topic mated

per-based guidelines).

training: a technical level training for IT administrators the smooth functioning of the application. Training will be

particular about the system, the technology framework, and any

T ditionally training, whenever additional fu

All products and solutions must be supported by adequate user and system d e provided, in ovide sample

tation.

T ts specifying m onal procedures for the system as well as fully documented source code of any additional implementation modules.

At the end of Phase II, the contractor will provide the agency with a fully functional DMS solution compliant with the objectives as well as with the major functional requirements and technical constrains specified as a result of Phase I.

The provided DMS solution will have to be evaluated and accepted by EMSA.

3. Installation and final setup

- This phase consists in preparing the environment and installing the fuat the Agency's premises in collaboration with the Agency ICT team.

4. Testing

- The supplier shall test and verify the whole setup is operational atest specifications, and provide testing results.

Migration oPowerPoint etc., from existing file servers to the DMS during this phase Tenderers should provide details of their experience and capacity to unde

migration (and eventual conversion) process by providing a plan by which to

Migration will be carried out in collaboration with EMSA Units involved phases:

- Initial loading of a selected set of documents into the system.

EMSA staff). A provisional list of metadata will be available in advance.

In paralle

user profiles. The following levels of didactical an

• End User training: clear and full guidelines in English on the contentadministration of the DMS and end user training (e.g. online guidelines, aniscreenshot/pa

• Application maintenance must be carried out forin English and inadditional software used (if applicable).

he contractor will be expected to provide adnctionalities, enhancements or improvements are made to the system.

ocumentation. Tenderers should detail the documentation that is to bcluding the format(s) in which it will be available. Tenderers should pr

pages of documen

he contractor will have to provide operation and maintenance documenaintenance and operati


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3.4.3. Phase III: Warranty a

T

nd Corrective Maintenance I

to assist the A ncy’s DMS at applicat

T lly functional D een accepted by EMSA. The tenderer must

service level pects.

d solving common incidences about the DMS. Typical questions could be:

ed software

rvice will be

purpose by

during the Agency’s working days and between

assigned a

service.

system, the contractor should be able to s.

contractor’s technicians and developers.

The contractor will ensure that any call will be taken into account within a maximum of four hours.

The contractor must indicate the maximum repair time for critical issues like, but not limited to, severe server unavailability or extremely poor performance of the application.

While addressing the incidences in some cases it may become evident that they do not fall within the scope of the Hotline service. In that case, and with

he main goal of the maintenance services described under this section isgency in ensuring the availability, quality, stability and performance of Age

ion level.

he warranty and maintenance period will run for one year once the fuMS solution resulting from Phase II has b

propose their warranty and maintenance support arrangements, including agreements and upgrade processes taking into consideration the following as

In parallel, the contractor should provide the following hotline and troubleshooting services:

(a) Hotline

A service answering to several kinds of questions an

• usage (end user level),

• usage (administrator level),

• maintenance (configuration, technical environment, installproducts).

Contact between the Agency and the people in charge for the secarried out mainly by phone and e-mail.

A specific phone number and e-mail address will be supplied for thisthe contractor.

The service will be carried out09:00 – 18:00 GMT.

In Appendix III the Agency’s list of public holidays for 2008 is reported.

Each problem report received by the Hotline will be registered andticket number for traceability purposes.

On closing of each incidence a report will be sent to the Agency’s ICT

At any time, by means of the ticketing report to the Agency on the status of all open questions and incidence

The Hotline service will be carried out by the


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acknowledge of the Agency, the incidences may fall into either TroubDMS Warranty related interventions.

leshooting or

(b) Troubleshooting (annual service)

hot fixes for rocedures in

verified in the and/or error

The will be expected to provide updates for all appropriate manuals each time bug

nance

ncy broader ne management and preparing the system to further EDMS expansions.

Dur implement the list of Additional Requirements (section 6) in order to deliver a new version of the DMS. Feedback on each one of thes oposal and it will sideration in the award of the contract.

The ired in their offers to:

• uirements.

•

•

The an based on the add

The contractor is asked to provide during this phase at least:

• D roject management document: including a complete project plan for t : project csch les milestones, working locations, meetings planning and r pending.

• Weekly status report: atus report sh t within three working days. This report must be presented and a

• Re

• Detailed technical infrastructure document

• Traceability matrix between: Additional Requirements / User Scenarios; and Testing /Additional Requirements

• Revised Functional specifications document

• Quality management document

• Test specifications document related to new modules

This maintenance service will monitor the availability of patches andthe DMS application software and implement the proper deployment porder to have them installed in the production environment, oncetest environment, that they introduce useful and safe security fixes corrections.

contractorfixes or patches installation require it.

3.4.4. Phase IV: Evolutive Mainte

Phase IV focuses on the importance of the contractor implementing the ageeds on document

ing this phase the contractor will

e additional requirements is expected however as part of the tender prbe taking into con

tenderers are requ

Identify possible solutions based on the list of additional req

Determine how those needs will become part of the DMS.

Determine accurately the overall resources and time needed

contractor will be invited to supply its evolutive maintenance plitional requirements available in section 6.

etailed phis phase. This project plan must include the following items at leastharter, project management approach, scope, Work Breakdown Structure (WBS),

eduling, deliverabeports, completion percentage to date, reporting on decisions taken and

at the end of each five working days a weekly stould be sen

ttached to the Evolutive Maintenance Project plan.

vised Additional Requirement document


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• T nctionalities

• O cument related to new functionalities

• D

Any ill need to be a r will ensure the n, implementation and installation of additional module(s).

g, whenever or improvements are made to the system.

3.4.5. Phase V: Warranty and Corrective Maintenance II

ew version of the DMS as result of Phase IV.

y for continuing the execution of the

. PHASE I: ANALYSIS AND PREPARATION

esting results of related new fu

peration and maintenance do

ocumented source code for additional modules

additional module to be added to the CMS under Evolutive Maintenance wccepted, tested and evaluated by EMSA. After acceptance, the contractoconfiguratio

The contractor will be expected to provide (if applicable) additional traininadditional functionalities, enhancements

As described in 3.4.3, related to the n

4. Expected deliverables Acceptance of all deliverables by EMSA is mandatorcontract.

4.1

Expected deliverables for Phase I are:

• Detailed requirements document

• Detailed functional specifications document

• Detailed technical infrastructure document

• Detailed project management document

and validation plan

D TRAINING

• Traceability matrix document between: - Requirements & KSF / User Scenarios - Testing / Requirements & KSF

• Configuration and change management plan

Prototype/demo based on KSF •

• Test specifications, including verification

• Documentation plan

4.2. PHASE II: DESIGN, IMPLEMENTATION AN

Expected deliverables for Phase II are:

• Fully deployed DMS solution

• Detailed test specifications document including verification & validation plan for the fully deployed solution

• Traceability matrix document between: - Requirements / User Scenarios - Testing / Requirements

• Successful migration of specified files/content


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• Training and training material for IT administrators and end-users

modules for the DMS.

• Testing results of the DMS solution

• Operation and maintenance document

• Fully documented source code of additional implementation

4.3. PHASE III WARRANTY AND CORRECTIVE MAINTENANCE II

Expected deliverables for Phase III are:

• Clear list of items covered by warranty and maintenance

• Hotline & troubleshooting service

tion:

t results)

– Deployment of changes into production.

and patches installation (if applicable).

MAINTENANCE

• List of tickets and status

• Upon each maintainance interven

– Report (including tes

• Revised documentation on correction

4.4. PHASE IV EVOLUTIVE

Expected deliverables for Phase IV are:

olutive maintenance implementation

document

ument

n:

s / User Scenarios

al specifications document

• Detailed project management document

al for IT administrators and end-users related to any

• Testing results of related new functionalities

ment related to new functionalities

e code for additional modules.

4.5. PHASE V WARRANTY AND CORRECTIVE MAINTAINANCE II

• New version of DMS including ev

• Revised additional requirements

• Revised technical infrastructure doc

• Traceability matrix document betwee

- Additional Requirement- Testing / Additional Requirements

• Revised function

• Quality management document

• Training and training materiadditional functionality

• Test specifications document related to new modules

• Operation and maintenance docu

• Fully documented sourc

As in 4.3, related to the new version of the DMS as result of Phase IV


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5. Requirements This section is intended to provide the tenderer with information relating to features, functions, and operating requirements the Agency feels are important to the document

e categories: management solution. Requirements are divided into thre

Key Success Factors: these requirements are mandatory for the prototype/demo (Phase I).

Major Requirements (functional and non-functional): this section identifies ects for consideration, and constitutes the minimum set of items

mentation phase (Phase II). a detailed list of aspneeded in the design and imple

Additional Requirements: this section presents a list of further needs for the service (Phase IV) DMS, whose integration as part of the “evolutive maintainance”

constitutes an advantage.

These three sections should not be construed as a comprehensive or complete outline of specifications. Tenderers are encouraged to provide information in the appropriate sections of their proposal to allow the Agency to determine the extent to which their proposed document management solution addresses any of these key factors and requirements.

KEY SUCCESS FACTORS (KSF)

The KSF represent the minimum set of requiracceptance of the DMS (see Section 3

ements and functionalities needed for the .3).

LIST OF MAJOR REQUIREMENTS

5.1. GENERAL

5.1.1. Usability

The DMS should be intuitive, easy to learn and operate by the occasional user, while providing the level of functionality required by frequent users for high productivity. This should be complimented by online help facilities.

5.1.2. Language

The working language of all users is English. The DMS solution may be built in English only; however, tenderers should specify any multi-language possibility in their proposal.

5.1.3. System response time

The DMS design must support acceptable response times and levels of system availability that meet end-users needs.


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5.2. INTERFACE

5.2.1. Layout

The interface should have a simple and common design, customisable and intuitive.

such as pull-xes, message and reporting boxes

etc.

Ability to drag single or multiple documents from the “file explorer” window (e.g. an

e to their most common needs by means of a tool to define/add/delete/personalised modules in the interface.

ools used by

5.3. CREATION AND CAPTURE OF ELECTRONIC DOCUMENTS AND DATA

5.2.2. Standards

All interface applications should make use of graphical interface standards down menus, control buttons, list boxes, combo bo

5.2.3. Drag-&-drop

EMSA shared drive or personal drive) into the DMS.

5.2.4. Personalisation

Users should be able to adapt the interfac

5.2.5. Interaction

Guarantee interaction of the interface with most common applications and tend-users (calendar, mail etc.).

5.3.1. Capture and classification

The DMS must provide adequate document capture, integration and classification he capture process within the DMS should be the same for all applications

stem is integrated (i.e. consistent across all MS Office applications such as Word, Excel, and PowerPoint).

cument types supported by existing versions of the MS Office Suite (including MS Office 2007) and other suites commonly used in EMSA.

ut are not limited to, the following formats:

);

• csv (comma-separated values

• txt

• msg (MS Exchange e-mails);

• ppt (PowerPoint);

• mpp (Project);

• html (Hypertext markup language);

functionality. Twith which the sy

5.3.2. Document types

The DMS should capture all electronic do

These include, b

• doc (Word documents);

• xls (Excel spreadsheets);

• pdf (portable document format);

• rtf (rich text format


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• xml (Extensible markup language);

ap)

hoto graphics expert group); and

the ional formats needed are specified in the Additional Requirements

DOCUMENTS

• bmp (bitm

• tif (tagged image file format);

• jpeg (joint p

• gif (graphic interchange format).

The tenderer is asked to provide a full list of file types that will be supported bysystem. Some addit(section 6)

5.4. SCANNING AND CAPTURE OF PAPER

5.4.1. General

The DMS should be capable of capturing different types of documents and images received on paper directly into the system using an external (TWAIN-compliant) imaging

pecify and quote all the hardware and software components for this feature. See also 6.1 (Infrastructure & Technical Recommendations) for a short

device / scanner.

The tenderer is asked to s

description of the EMSA infrastructure.

5.5. METADATA

5.5.1. General

The DMS should support the use of standard metadata to describe various classes of information. It should be possible to define document meta-data at a minimum.

tadata elements to be automatically ents contained within the folder.

thorised users the ability to override inherited metadata.

etadata should be editable by authorised users at any stage.

metadata to be added manually from a user at the time of file ntly.

5.5.6. Advanced tool to add/edit metadata items

The DMS should enable authorised users to make changes to metadata, within the limits of permissions and read-only fields. The DMS should allow EMSA to configure metadata fields (e.g. number, size and types of fields).

5.5.2. Automatically inherited

The DMS should enable certain folder/group meinherited by the docum

5.5.3. Inherit/override

The system should also give au

5.5.4. Editable

All m

5.5.5. Manual

The DMS should allowcreation, registration or subseque


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5.5.7. Mandatory

metadata element to be defined as mandatory or optional. asily identifiable by the user.

The DMS should enable eachMandatory metadata elements should be e

5.6. DOCUMENT CLASSIFICATION

5.6.1. Easy tagging

sy to use system for managing the vocabulary used to tag (or classify) documents (e.g. suggested list, auto-completion, The DMS should provide a controlled and ea

etc.).

5.7. MANAGEMENT & ORGANIZING TOOLS

5.7.1. General

The DMS must support the organization & collaboration of files in the system (e.g. users sharing and merging content coherently).

5.7.2. Team collaboration capabilities

notes, task, calendar, and actions that help teams in sync allowing uct on-line

es.

ated to a document(s) for other users/group members in the approval chain.

The ability for administrator/users to associate document processes to calendar/dates.

r administrator/users to assign tasks related to document(s) for other

5.7.6. Update notification

nts, upon their request.

UND DOCUMENT MANAGEMENT

Features like dispersed members to manage groups, coordinate document reviews, conddiscussions, or capture comments by automating structured process

5.7.3. Notes

The ability for administrators/users to leave notes rel

5.7.4. Calendar

5.7.5. Tasks

The ability fousers/group members in the approval chain.

Users may be notified of updates to docume

5.8. DOCUMENT LINKING / COMPO

5.8.1. General

The DMS should support the ability to link or associate documents with other documents or files. The link should be “unique” and “durable” overtime.


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5.9. E-MAIL AND ELECTRONIC FAX FACILITIES

5.9.1. Capture

The DMS should be capable of capturing received and sent e-mail messages and equired, and manage the indexing just as any other document type.

attachment

5.9.2. E-mail integrity

tained and the complete content and metadata of the e-mail, including sender/receiver details and full headers.

The DMS should provide the ability to drag multiple e-mails and their attachments from er in the system.

nto the repository along-side ject.

The DMS should allow for an item stored in the system to be faxed via MS Outlook as an

SION CONTROL

attachments, as rThe DMS should also allow for faxes, which are electronically received as anin e-mail, to be stored in the system.

The integrity of the e-mail should be re

5.9.3. Multiple emails

MS Outlook Mail directly into a fold

5.9.4. Multiple methods of capture

The ability to easily associate e-mail and fax attachments idocuments related to a certain pro

5.9.5. Faxing

attachment.

5.10. VER

5.10.1. General

The DMS should be capable of allocating annumbers, providing the

d enforcing the use of version and revision ability to track and manage changes over time, to understand the

ions of the document.

t all team members are accessing the latest and most accurate information.

The DMS should automatically update document versions when a document is modified.

5.10.4. Version control mechanism

The DMS should provide a version control mechanism to avoid unnecessary document retrievals of older versions prior to document manipulation.

5.10.5. Revert capability

The DMS should allow authorised users to revert to previous versions of a document.

reason for changes and to be able to access previous vers

5.10.2. Check in/check out

To ensure tha

5.10.3. Automatic updating


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5.11. ADVANCE SEARCHING AND RETRIEVAL

5.11.1. General

Documents stored in the DMS should be full-text indexed to support keywoThe system must be able to

rd searching. retrieve documents and folders by a variety of search

methods, and render the results on screen.

Users with appropriate permissions shall be able to search/retrieve only according to their access/group level. The DMS should allow

sers without

of a search

r contain.

• Search customisation and filter: limit the number of search results applying Boolean ; relational operators (more than, less than etc.); positional

operators (near, adjacent, same etc.).

earching.

5.11.4. Search & results customisation

acility should lts. The user

should be able to determine the sort order in which the search results are returned.

the results list should launch the document in the

5.11.6. Taxonomies

le to display categories into which files are sorted.

5.12. DOCUMENT LOADING, CONTROL AND DISPLAY / VIEWING AND PRINTING

5.11.2. Search/retrieve permissions/security

documents/sections documents resulting from search results to be accessed accordingly. Uappropriate permissions should not be able to “browse” content via the search engine.

5.11.3. Search types

Search methods and ability to users to refine searches and to cancel outshould include:

• Search fo

• Search for meta-data.

(and, not, or etc.)

• Wildcard s

• Single/Multi database search (if applicable).

The DMS should enable users to format the search results list. The search fbe configurable by the user to include combination of metadata in the resu

5.11.5. Retrieve and open

Clicking on documents fromappropriate application (if available in the user PC).

The DMS should be ab

DOCUMENTS

5.12.1. Preview

The DMS should display the content of all the types of data it can capture, in a manner that renders their original visual presentation and layout (preview), without needing to load the generating application.


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5.12.2. Printing

ld be able to print all the types of data it can capture to a printer (local or

hould be able to insert a new document. There

Users with appropriate permissions should be able to copy a document from one to another document process.

lish

riate permissions should be able to publish/push a document once

should be able to delete a document.

Users with appropriate permissions should be able to modify a document. When possible to add, edit, or delete document metadata.

Users with appropriate permissions should be able to suspend access to a document.

Users with appropriate permissions should be able to resume usage of a suspended

5.12.10. Recovery

made on uments.

duling Content

me.

5.13. WORKFLOW

The DMS shounetwork).

5.12.3. Insert

Users with appropriate permissions sshould always be one and only one creator of a document.

5.12.4. Copy

document process

5.12.5. Pub

Users with appropready.

5.12.6. Delete

Users with appropriate permissions

5.12.7. Modify

modifying a document it should be

5.12.8. Suspend

5.12.9. Resume

document.

Users with appropriate permissions should be able to undo/redo modifications processes and doc

5.12.11. Sche

Documents can be scheduled to be exported or expire at a future date and ti

5.13.1. General

Advanced workflow definition with typical roles such as content authoring, updating, approval, proof-reading, translation, archiving, and publishing, etc. The DMS may provide or be integrated with a workflow facility to support business and document management tasks in a controlled manner. The DMS should focus on document-centric workflow functionality that will enable the routing of documents around the Agency through several task and approval processes.


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Note: the system must ensure that such processes do not impair its abilitycore requirements of this specification. Therefore, the DMS should prov

to meet the ide workflow

functionality of a simple nature that will enable end-users to define and build workflows.

rt key processes and bring visibility to process status.

Support a full workflow display/control (status, steps, % of business cycle achieved etc.)

Feedback mechanisms for users to comment on workflow critical content/issues.

The DMS should allow for flexibility in defining different workflows, and profiles for ights for administrators, groups, end-users and workflows. The general

mmunity.

TRAILS

5.13.2. Automation levels

Ability to design automated workflows to suppo

5.13.3. Status

5.13.4. Feedback mechanisms

5.13.5. Flexibility

permission radministrator needs to be able to manage the permissions and roles of the co

5.14. AUDIT

5.14.1. General

uld be able to monitor access to the system and all data held within, plete record

nts performed within the system as an audit trail.

n history and access records for any document. Each time a document is modified by a user, a history record is stored in the system. This allows:

of content; keeping an archive of older versions of a given

ION OF DOCUMENTS

The DMS shomaintained in an audit log. The system should also be able to maintain a comof all eve

5.14.2. Versions /Access

View complete versio

restoring older versionsdocument.

5.15. ANNOTAT

5.15.1. General

The DMS should provide the capability to annotate documents.

5.16. DOCUMENT ACCESS AND SECURITY

5.16.1. General

The ability to control access to documents is a critical requirement. The DMS must have the ability to assign rights and restrictions on the use or management of particular documents in order to facilitate security. Security must be configurable at library, folder, document, user level and group level.


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5.17. ARCHIVING / PRESERVATION

5.17.1. Lifecycle

The DMS should be capable of converting files to a format suitable for long term storage. For all classes of information, the concept of “lifecycle” will be defined, and a lifecycle

s associated with each type of process.

5.17.2. Archiving and destruction

ble of governing the archiving and destruction of content

retention clas

The DMS should be capaaccording to corporate policies

5.18. SYSTEM / USER ADMINISTRATION AND SECURITY

5.18.1. General

The DMS should provide facilities to allow new users creation by non-technical personnel.

le user sign-on

all first be rs will need

and LDAP for external).

lity

(e.g. LDAP /

5.18.4. Access security profiles

ire workflows and access permission profiles for group and individual users. Accordingly, the DMS should provide access control based on role /

p based security profiles.

5.18.5. Permissions control

permissions which determine the capabilities available to a user wishing to perform such functions. The DMS should allow the

of access and security controls to support complex and unique access and

It shall be possible to define “roles” and/or “groups” that represent a given set of permissions. Assignment of those roles/groups to particular users shall be equivalent to assigning the corresponding set of permissions. The DMS should allow access and security controls to be allocated to a role and inherited by users.

5.18.7. Administrator/super users

Each business process/area is maintained by a group of administrators. General administrators shall have permissions to perform all document management functions; other users (“super users”) shall have sufficient permissions to perform a broad selection of document management functions. Users with appropriate permissions shall be able to configure the number and type of documents to be created for different users.

5.18.2. Sing

All users who try to perform a document management function shauthenticated via Windows Active Directory. Agency and External useseparate access permission rights (AD for Agency

5.18.3. Interoperabi

The DMS should inter-operate with common user authentication systems AD).

The Agency and its network requ

function / grou

The DMS functions should be controlled by

configuration security models / profiles.

5.18.6. Roles/groups


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5.18.8. Permissions & workflow

ions may be assigned at any time from creation to deletion of the

s with the appropriate permission to query the permissions

5.18.10. Modifications

modification attempts.

Users’ permissdocument.

5.18.9. Query permissions

It should be possible for userapplied to a specific document.

The DMS should provide facilities to report on data

5.18.11. Extra features

Provide extra features like account management, account control, usage reports etc.

5.19. SYSTEM REPORTING

5.19.1. General

able to produce reports on system activities and the status of es.

VERY

The DMS should bedocuments within its control, for management, statistical and general purpos

5.20. BACKUP AND RECO

5.20.1. General

The DMS should support automated backup and recovery facilities for all (or selected) t trails and configuration settings maintained by the system.

ental and full backup strategies. Please note that backup procedures at EMSA are implemented

Legato storage management software.

entities, metadata, audi

5.20.2. Integration

The DMS should support or be easily integrated in EMSA daily/weekly increm

with the aid of EMC

5.21. SYSTEM MANAGEMENT

5.21.1. General

m management tasks (including infrastructure and DBMS ance of the ented in the maintenance

5.21.2. Duration

Vendors should identify the duration of system unavailability that will be required to perform system management tasks.

Vendors should identify systemanagement) that must be performed to ensure the continuing performsystem. The procedures for performing these tasks should be fully documsystem reference manuals. Tenderers should outline their recommended cycles (i.e. rebuilds, index maintenance, etc); if any.


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5.21.3. Data-model

Vendors should indicate where all data pertaining to the solution and associated applications is stored and provide a full description of the data-model including the

d/or electronic objects.

5.22. SCALABILITY

storage of metadata an

The DMS should be capable of controlled growth, to contiorganisational needs over time with additional modules, tools,

nue to meet anticipated add-ons, etc.

5.23. RELIABILITY AND CONTROL

The DMS should demonstrate its capacity to remain available and operational, as s needs. required to meet busines

5.24. ON-LINE HELP

The DMS should include a basic on-line help facility. It is expected that the help will be provided in the context of the action being attempted by the user or through

e Agency expects to be able to modify / customise the on-line help as necessary. Tenderers should provide sample screen shots of on-line help.

The following additional requirements do not need to be part of the DMS to be delivered Phase II. Tenderers are requested to suggest (where possible) an

e “Evolutive

search/navigate facilities. Th

6. Additional Requirements

at the end of appropriate solution for the implementation of each point as part of thMaintenance” (Phase IV).

6.1. MIGRATION TOOL

A solution to migrate in an automated or semi-automated way existing documents into st be provided. the system mu

6.2. SEARCH AND RETRIEVE ADDITIONAL FUNCTIONS

The DMS should support some extra searching features allowing:

save the search criteria for later use;

ess to those

• A user to email the results or selected document(s) from the search result screen;

• Results to be ranked;

• A user to re-order the results; and

• Refined search on results.

6.3. MANAGEMENT AND CONVERSION OF SCANNED DOCUMENTS

• The user to

• Results to be saved as a document, retaining hyperlinks for future accdocuments;

The images produced by the scan system need to be registered and managed in the same way as electronic originals. It must be possible to convert scanned text documents


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into electronic documents via OCR. The resulting OCR scanned documensearchable by the CMS search engine. It should also be possible to mark, cparts of the resulting OCR scanned docu

t should be opy & paste

ment.

IA CAPABILITIES AND DIGITAL ASSET MANAGEMENT (DAM) 6.4. MULTIMED

Ability to handle rich media files such as images, audio, and video. These inclnot limited to, the following formats:

ude, but are

e Quick Time, AVI, MP3, and Wave (audio/video type

6.5. IMAGE GALLERY MANAGEMENT

MPEG1, MPEG2, MPEG4, Applcontent)

A tool for selecting, uploading, and classifying images and other rich-medpossibility to enter tags, keywords and caption (similar to

ia files with Gallery 2:

http://gallery.menalto.com/); size warning if size (in Kb and mm) is excneeded thumbnails of uploaded images are generated automatically; etc.

eeded; where

6.6. FORUM/BULLETIN

Ability to easily associate or link document(s) which are part of the DMS son-line forum application or alike (e.g. the agency uses currently phpBB).

ystem to an

6.7. EXPORT FUNCTION FOR FINAL DOCUMENTS

Possibility to export documents tagged as “released” (final public reports, newsletters, ed group of

will be a batch feature that publishes newly approved/updated content automatically every x hours.

etc.) from the DMS to the agency intranet and/or webserver by a selectauthorised users. There

6.8. WEB CONTENT MANAGEMENT EXPANDABILITY

As part of the long term strategy on document and content management within the mentation of

MS functionalities via module(s), additional software or tool(s). This t Management

ystem resulting from an eventual expansion of the final fer (at least) the following possibilities:

ore business. These services include collaborative web content, news, events, publications and reports, efficient

• Elaborated system management facilities, such as template and content separation, scalability in different websites, flexible workflow, user permission management, etc;

• Easy content organisation and information management: The eventual web content management system should allow for a uniform way to store and classify all content (documents and pages) through the use of thesaurus and other specified metadata;

Agency, the final DMS solution must be expandable allowing further impleadvanced EDrequirement implies a solution that guarantees future Web Contencapabilities.

The Web Content Management sDMS solution needs to of

• Advanced internet services for the Agency's c

content navigation and personalisation.


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• Advanced publishing facilities to facilitate the publication of cdifferent sources, sections and

ontent from stakeholders, including proper metatagging, and

publishing process management.

INFRASTRUCTURE & TECHNICAL RECOMENDATIONS

7. Constraints

7.1.

EMSA’s current infrastructure is using RedHat Linux (RHEL4) and Windows Server 2003 CFMx7, J2EE/Weblogic 9.2, Oracle 10gR2 and Business

rea covered ultifunction

to an email

ructure does not allow a correct implementation of any required ith a proper e product is

suggested without a fully detailed explanation on how the recommended products can which limitations (if any).

gency should

structure as set out in the first paragraph noticing that those technologies would be preferential.

ement ements. The ed in section

rt for other languages (UTF8). Possibility for non-Western character sets;

• System should allow for trusted login (support for LDAP and AD).

• T

• T any format specified in the list of requirements. The types Office d received as a

• P t Office suite p ord directly i folder using W

• Scalability in content, language (if applicable), and service.

• XML import and export features.

• A separate test (staging/development) environment might be needed during the implementation phase to allow testing of new modules, new features and new information, if so it must be indicated in the offer.

• Access to DMS should be provided using web services.

environment, Apache/Coldfusion Objects XI. Any proposal must use these products for the technology a(database, OS, Webserver, etc). For scanning purposes EMSA uses 8 mmachines, one per unit, with ability to send multi-page documents attachedin .TIF or .PDF format (black & white only).

If the current infrastbusiness objectives, alternatives may be proposed by the tenderer together wjustification. In no instance will EMSA accept a proposal where an alternativ

provide the functionalities required and with

The prototype/demo and final solution to be provided and agreed with the Atake into account the following criteria:

• The Agency’s current infra

• Both prototype/demo and final solution should support all document managfunctions identified in section 5 as Key Success Factors and Major Requirfinal solution should support as well the Additional Requirements describ6.

• Suppo

• Support for API integration and SOAP.

he service should be optimised for screen size 1024 x 768 or higher.

he system must be able to handleof formats which are mandatory for the demo/prototype are MS

ocuments, MS Office Outlook emails, Adobe .pdf documents, faxes ttachment (virtual fax) via Outlook, and image-like scanned documents.

lug-ins must enable users to easily add or update content from Microsofrograms. For example, being able to save a document from Microsoft Wnto the central content repository or being able to drag files into a

indows Explorer.


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8. e Safety Agency – Unit C Operational Support (ICT section) –

will be responsible for managing the contract.

off meeting contract or

discuss the or, as well as to settle all the details of the work to

sponsible for

o be sent by contract can be found in the

l: After receipt of each report/document from the

ions, or

e deemed to have

ember 2007.

end of Phase

n to run in parallel with phase III

ng once the new version of DMS is delivered

contract The maximum budget available for this contract is of 100.000 (one hundred thousand) EURO excluding VAT.

11. Terms of payment Payments shall be issued in accordance to the provisions of the draft service contract available on the Procurement Section under the call to tender EMSA/OP/14/2007 on the EMSA website at the following address: http://www.emsa.europa.eu

Contract management responsible body The European Maritim

9. Timetable The work shall start from the date of the signature of the contract. A kick-will be organised at the initiative of EMSA, at the date of the signature of theshortly thereafter. Its purpose shall be to enable all contracting parties toproject to be fulfilled by the contractbe undertaken. It is expected that the project manager of the contractor, rethe work to be undertaken, will be present at the kick-off meeting.

Description of periodic status reports and other accompanying documents tthe contractor to EMSA during the various phases of the Project Description and Deliverables sections (sections 3.4 and 4)

Report/Documents Approvacontractor, EMSA will have 20 calendar days in which:

• to approve it, with or without comments, suggestions and or reservat

• to reject it and request a new report/document.

If EMSA does not react within this period, the report/document shall bbeen approved.

The estimated date for signature of the contract is mid Dec

Completion of Phase I is foreseen to be achieved within Q1 2008

Completion of Phase II is foreseen to be achieved within Q3 2008

Phase III is foreseen to run for one year starting once the DMS is delivered (II)

Phase IV is foresee

Phase V is foreseen to run for one year startiat the end of phase IV.

10. Estimated value of the

(under procurement section).


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12. Terms of contract In drawing up a bid, the tenderer should bear in mind the terms of the draft service contract.

he contract is signed, either abandon the procurement or cancel the tion.

work or realise the work in co-part will be r or partner.

tenderer).

tender rking language of

nglish version of the documents requested under point 17.5 & 18 of the present tender specifications.

ust be presented as follows and must include:

e person authorised to sign

inancial Form can be downloaded from the EMSA Website (under “Procurement”) at the following address:

EMSA may, before taward procedure without the tenderers being entitled to claim any compensa

13. Subcontracting If the tenderer intends to either sub contract part of theoperation with other partners he shall indicate in his offer which subcontracted, as well as the name and qualifications of the subcontracto(NB: overall responsibility for the work remains with the

14. Requirements as to theBids can be submitted in any of the official languages of the EU. The wothe Agency is English. Bids must include an E

The tender m

Signed cover letter indicating the name and position of ththe contract.

Financial Form completed, signed and stamped. The F

www.emsa.europa.eu/end182.html

In the absence of these documents the Agency may decide the award procedure for the contract.

to exclude the tender from

rmation and documents required by the contracting authority for the appraisal of tenders on the basis of the Economic and Financial capacity (part of the

t under points 17 to 17.4 of these

formation and documents required by the contracting authority for the appraisal of tenders on the basis of the Technical and professional capacity (part of

der point 17.5 of these specifications.

ority for the t 18 of these

The proposal should include detailed information on how the suggested solution is expected to be compliant with each one of the Objectives (total = 11), KSF (total = 13) and Requirements (total = Major 84 + Additional 8) above-mentioned. The tenderer should classify objectives, KSF and requirements according to the following:

• already available;

• available by means of product customisation;

Part A: all the info

selection criteria) and Exclusion criteria set ouspecifications.

Part B: all the in

the Selection Criteria) set out un

Part C: all the information and documents required by the contracting authappraisal of tenders on the basis of the Award Criteria set out under poinspecifications.


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• to be developed (e.g. with additional module);

Part D: setting out prices in accordance with point 15 of these specifications.

15. Price f an Enterprise Document Management System (EDMS) and

untries within l Journal of

Price must be fixed amounts, non revisable and remain valid for the duration of the tegories:

These fees must cover all expenditure incurred in the performance of the contract with low. The tender must specify the total

labour costs, daily labour rates and total number of days (man-days) for each member of olved in the

If the proposal includes commercial software, all related costs (licenses, yearly costs of nding on the

ecide to take up this option or not.

tor may be requested to travel to attend meetings as part of Phase I, II & IV on Agency premises under the contract. Estimated travel and daily subsistence allowance

ticles I.3 and els and will

constitute the maximum amount of travel and daily subsistence allowance expenses to

le 3 and 4 of the Protocol on the privileges and immunities of the European .

s, taxes and The amount

• not possible (and why).

Prices for “The provision oother services” must be quoted in Euro using (with the exception of the cothe EURO zone) the conversion rates published in the C series of the Officiathe European Union on the day when the contract notice was published.

contract. The prices must be broken into three ca

(a) Service supply fees (i.e. professional fees, etc):

the exception of those listed under (b and c) be

the staff that will contribute to the project for each category of staff invproject;

(b) Costs of material (e.g. licenses, additional software):

maintenance, etc.) should be specified separately from the cost of (a). Depeproposed software EMSA may d

(c) Travel and subsistence expenses:

The contrac

expenses must be indicated separately. This estimate should be based on ArII.7 of the draft contract. This estimate will comprise all foreseen trav

be paid for all tasks.

Under ArticCommunities, EMSA is exempt from all duties, taxes and other charges, including VATThis applies to EMSA pursuant to the Regulation 1406/2002/EC. These dutieother charges can therefore not enter into the calculation included in the bid.of VAT must be shown separately.

16. Grouping of service providers Groupings, irrespective of their legal form, may submit bids. Tenderers may, after forming a grouping, submit a joint bid on condition that it complies with the rules of competition. Such groupings (or consortia) must specify the company or person heading the project and must also submit a copy of the document authorising this company or person to submit a bid.

If awarded, the contract will be signed by the company of the person heading the project, who will be, vis à vis EMSA, the only contracting party responsible for the performance of this contract. Tenders from consortiums of firms or groups of service


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providers, contractors or suppliers must specify the role, qualifications and experience of

al position rmation and

cal

each member or group.

17. LegInformation concerning the personal situation of the service provider and infoformalities necessary for the evaluation of the minimum economic, financial and technicapacity required.

17.1. LEGAL POSITION – MEANS OF PROOF REQUIRED

When submitting their bid, tenderers are reEntity Form and requested accompanying documentat

quested to complete and enclose the Legal ion. The Legal Entity Form can be

ing address: downloaded from the EMSA Website (under “Procurement”) at the followwww.emsa.europa.eu/end182.html

17.2. GROUNDS FOR EXCLUSION

To be eligible for participating in this contract award procedure, tenderers must not be in any of the following exclusion grounds1:

he ended business

of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national

onduct by a

(c) they have been guilty of grave professional misconduct proven by any means which

cial security isions of the

shed or with those of the country of the contracting ntract is to be performed;

judicata for legal activity

er procurement procedure or grant award procedure financed by the ct for

(a) they are bankrupt or being wound up, are having their affairs administered by tcourts, have entered into an arrangement with creditors, have suspactivities, are the subject

legislation or regulations;

(b) they have been convicted of an offence concerning their professional cjudgement which has the force of res judicata;

the contracting authority can justify;

(d) they have not fulfilled obligations relating to the payment of socontributions or the payment of taxes in accordance with the legal provcountry in which they are establiauthority or those of the country where the co

(e) they have been the subject of a judgement which has the force of resfraud, corruption, involvement in a criminal organisation or any other ildetrimental to the Communities' financial interests;

(f) following anothCommunity budget, they have been declared to be in serious breach of contrafailure to comply with their contractual obligations

1 Article 93 of Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities (OJ L 248 of 16.9.2002)


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17.3. EVIDENCE TO BE PROVIDED BY TENDERERS

For this purpose the Declaration on Honour attached to this document shall be completed and signed.

BIDS THAT DO NOT CONTAIN SUCH A DECLARATION ON HONOUR WILL NOT BE TAKEN INTO CONSIDERATION FOR THE EVALUATION

17.4. ECONOMIC AND FINANCIAL CAPACITY – MEANS OF PROOF REQUIRED

To prove their financial and economic capacity, tenderers should provide with their offer:

accounts for or which accounts have been closed, where publication

of the balance sheet is required under the company law of the country in which the

vices for the

UIRED

• the balance sheets or extracts from balance sheets and profit and loss the last three financial years f

tenderer is established;

• statement of overall turnover and turnover relating to the relevant serlast three financial years.

17.5. TECHNICAL AND PROFESSIONAL CAPACITY – MEANS OF PROOF REQ

Evidence of the technical and professional capacity will have to be furnished on the basis of one or more of the following documents:

(a) the educational and professional qualifications of the service provider oand/or those of the firm's managerial staff and, in particular, those of tpersons responsible for providing the services;

r contractor he person or

three years,

(c) a description of the technical equipment, tools and plant to be employed by the firm

and the measures employed to ensure the quality of supplies and services, and a description of the firm's study and research facilities;

trol;

(f) a statement of the average annual manpower and the number of managerial staff of the service provider or contractor in the last three years;

(g) an indication of the proportion of the contract which the service provider may intend to subcontract.

Where the services or supplies referred to in point (b) of the first subparagraph are provided to contracting authorities, evidence of performance shall be in the form of certificates issued or countersigned by the competent authority.

(b) list of the principal services provided and supplies delivered in the pastwith the sums, dates and recipients, public or private;

for performing the contract;

(d) a description of the technical equipment

(e) an indication of the technicians or technical bodies involved, whether or not belonging directly to the firm, especially those responsible for quality con


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18. Criteria for the award of the contract The first step in the assessment procedure is to evaluate the selected tender according to the following qualitative award criteria and the corresponding weighting of each criterion.

It should us on the quality of the proposals for carrying out the tasks as described above. This means that the tenders should elaborate on all points addressed by these specifications.

ut in these ry low score.

be noted that assessment of the tenders will foc

Merely repeating or reformulating the mandatory requirements set ospecifications without going into detail or adding any value will result in a ve

18.1. AWARD OF THE CONTRACT

The contract will be awarded to the tenderer who submits the most economically

(a) Technical approach of the proposal: 60% of the total

stem and migration tools 30%

5%

experience with similar projects (EDMS, EU institutions, migration) 12,5%

12,5%

(b) Price: 30% of the total

functionalities of the uld take into

ove mentioned (sections 3.1, 3.2 & rers are

uoting their

ers who will unt 18.1(a) & 18.1(b), and adding

the maximum posssible points obtainable under 18.1(c) will be invited to the “show room demonstration”.

Contracts will not be awarded to tenderers who, during the procurement procedure:

• are subject to a conflict of interest.

• are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the contract procedure or fail to supply this information.

advantageous bid (the one with the best price-quality ratio) in terms of:

The technical approach will be divided into the following parts:

• Technical solution for the DMS sy

• Team Composition, management approach, and project organisation

• Adequacy of engineering approach and

• Adequacy of underlying EDMS for web content management

(c) Show Room Demo: 10% of the total

The show room demo will consist on a demonstration of the major proposed software to be held in EMSA’s premises. The show room demo shoaccount the scope, general objectives and KSF ab3.3). The result of the show room will be part of the award of the contract. Tendeasked accordingly to take carefully into account that possibility when qservices.

In order to avoid tenders incurring unnecessary expenditure only those biddbe able to reach the 70% thresholds taking into acco


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19. Other considerations nderers and

eclarations concerning situations referred to in points 13 and 14 above or have been found to have seriously failed to meet

subject to egulation

2342/2002 of 23/12/2002 (OJ L 357 OF 31/12/2002).

Without prejudice to the application of penalties laid down in the contract, tecontractors who have been guilty of making false d

their contractual obligations in an earlier procurement or grant shall beadministrative and financial penalties set out in article 133 of Commission R

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