“Document Management System, Digital Assets Management and Archiving Services”

I-About the Arab Thought Foundation

The Arab Thought Foundation (ATF) is a pan-Arab, international, independent, non-profit and non-governmental organization that was officially founded in 2001.At the core level, the Foundation presents itself as a platform for cooperation between Arab intellectuals and businessmen with a guiding mission to help advance social, cultural and economic development of the whole Arab region.

II-Objective

ATF is looking for a “Document Management System, Digital Assets Management and Archiving Services”, to digitize its data namely images, videos, documents, books, and material related to its publications, projects, and programs.

ATF is soliciting proposals from companies specialized in Document Management System, archiving and digital archiving, to review the current data status and advise on best practices and solutions to ensure smooth and safe migration for an approximate size of 30-35 Terabytes. The existing content time span is since the year 2000.

The system should enable efficient and quick search, data migration, and easy data entry   with secure parameters and the ability to open it partially or fully to public usage at a later stage. The bidder should provide a minimum of 3 completed references in the last 5 years. The selected agency is required to work from ATF offices and sign an NDA.

Attached to this RFP is a list of features and capabilities that the system should be providing through the proposed solution.

III-Phases of work

Stage 1: Assessment

Assess the current data available on different devices (server, external hard-disks, publications, prints)

Understand ATF expectations and needs

Conduct an in-depth analysis of material

Prepare an initial inventory for proper documentation

Propose a digital archiving system/ document management system solution

Stage 2: Planning

Set a work plan with clear priorities, processes, and timeline

Suggest data segmentation solutions i.e. by format, by topic, by area, by geographical region, by author, by article, by event, by year, by color, by resolution and size, by involved parties, by project etc.

Provide naming/metadata/tagging description and essential indexing parameters

Secure access to employees (to all data or to a limited number of sections)

Suggest a backup plan

Stage 3: Processing

Start implementing solutions by project or department

Test the first phase of implementation

Complete data entry in the system – archiving

Start drafting the guidebook for the archiving process and best practices

Stage 4: Training and execution

Provide training to concerned employees

Provide tools to easily import content and data

Develop authority matrix and internal network members copyrights

Stage 5: Closing project + maintenance 

Provide user guideline

Provide maintenance plan

IV-Timeframe

Submission of the proposal by July 31^st, 2023

V-Budget

Firms that submit a proposal in response to this RFP are solely responsible for meeting any and all costs incurred in preparing their proposal. No costs incurred by any bidder (successful or otherwise) in preparing and submitting a proposal shall be payable or reimbursable by ATF.

Invoicing shall be made using the following invoicing profile after each phase:

Contract signing and kick-off meeting

20%

Reviewing and analyzing all data on the server, hard disks and prints; Completion of assessment and submitting a detailed workplan and timeframe

15%

Processing: implementing solutions

Test the first phase of implementation

15%

Complete data entry in the system – archiving

drafting guidebook for the process

15%

Implementation and training

15%

Project Completion

20%

VI-Legal Issues

Amendments and Withdrawals

ATF reserves the right to amend the RFP and/or the proposal acceptance closing date. If ATF deems it necessary to amend the RFP, an Addendum will be prepared and issued to all proposers

Compliance

It is the proposer’s responsibility to comply with all laws, codes, regulations and insurance requirements applicable to the operation of their business. ATF accepts no liability for the actions of the proposer/contractor and his or her employee(s) or subcontractors during the development of the proposal or through the term of the subsequent contract once interred into

Performance of work

Once a contract is agreed upon and signed, the winning proposer will be required to assume responsibility for all services outlined and finalized in the contract, whether the contractor, a representative or subcontractor produces them. Unless clearly otherwise specified, ATF considers the proposer responsible for any and all contractual matters, including performance of work and the stated deliverables

Right of ownership

All materials, information, processes, and outputs resulting from the work of contactor under agreement with ATF shall be the sole property of ATF and may not be used by anyone else for any reason except with the written permission of ATF.