COLLATED QUESTIONS AND RESPONSES

OHCSF-ECM SOLUTION

1. Confirm the connectivity between the OHCSF Data Center to Galaxy Backbone Multi-tenant Servers.
a. Client – Server VPN - Connection
2. Confirm connectivity media (FOC or Microwave).
a. VPN, LAN (Hosting Vendor)
3. What bandwidth is provisioned and is this scalable?
a. It is not limited.
4. What is the number of documents ingested daily?
a. Not Applicable – This is not a digitization Project
5. What is the number of users accessing the solution during a typical day?
a. 260 Users (Min. no. of Users). Will increase
6. What is the number of documents created by users during a typical day?
a. N /A, space or bandwidth is created appropriately by Hosting Vendor
7. Average document size (KB) of user created documents.
a. Various, based on number of pages that makes the file – Not Applicable to this project
8. Number of property-based searches by users during a typical day.
a. As much as we require
9. Number of full-text searches by users during a typical day.
a. Minimum of 260 Users (10 Users per department, 26 Departments) for starter
10. Number of processes instances created in a day.
a. As much as maybe required
11. Number of interactions per end-to-end process (number of steps in a typical process).
a. This will be provided in the Process Catalog; Overall number of Processes is 374 each
process may have from 8 to 30 steps
12. Number of Decision Points per end to end process.
a. 3 to 8 per department (HOS -> Perm Sec -> HOD / Director -> Asst. Dir. -> Team Leader ->) ..
and vice versa
13. Total number of Logged in users.
a. Minimum of 260 Users
14. Number of Cases Handled per hour.
a. Make arrangement for the maximum and provide solution for optimum performance and
efficiency
15. Average number of documents per case upon creation.
a. Regarding the document aspect:
i. All Digitization in-house by OHCSF
ii. The Solution Provider will train OHCSF users on how to migrate digitized document
into the provisioned ECM Solution by example, and train OHCSF Staff on how to
Index, Search, Capture etc. and all training regarding the use of the ECM Solution.
Full training Schedule will be required with each Technical proposal
16. Estimated number of unique Active Users accessing the system throughout a typical day.
a. Minimum of 260 Users
17. Maximum number of documents created per Active User via the Client during a typical day.
a. This varies per OHCSF registries and Departments. The appropriate bandwidth and space
will be provided by the hosting vendor.
18. Average document size (KB) of user created docs – see number 15
19. Where are the EDMS users located?
a. Mainly in OHCSF and spread across departmental sites within Abuja
20. What is the current bandwidth between the OHCSF office and Galaxy backbone office?
a. Appropriate bandwidth will be provided for the ECM Project.
21. Is there any legacy document repository? – Yes
22. What are the document types to be migrated into the EDMS application?
a. All sorts of physical and electronic files. Mainly PDF, Image Files and Electronic Documents
(Ms. Office documents), media files.
23. What is the volume of the document to be migrated?
a. Various volumes across the 26 departments, selected vendor will train OHCSF staff on how
to migrate their departmental documents
24. How many technical and end users to be trained on the EDMS application?
a. Up to 26 Admin Users and others will be users.
25. Where will the application and database servers be located?
a. Hosting Vendor site in Abuja
26. How many documents will be digitized during this project phase? – see number 15
27. Are we going to be responsible for the installation of the operating system and database on the
servers?
a. If our OS is unique and is not available at Galaxy Backbone, this may be considered as part of
Selected Vendors cost
28. Will this implementation cover all the MDA?
a. This project is limited to the OHCSF
29. Clause 2.9 (Bid Submission) of the RFP states that '' All bids shall be submitted by providing one copy
of the proposal in electronic format (either Microsoft Office Word or PDF). The electronic copy
should be sent to: ohcsf.rfp@aigafrica.org'' while Clause 6.6 (Page 26 of the RFP) states that ''All
documents should be handed over in three copies, legible, neatly and robustly bound on A-4 size,
good-quality paper. Soft copies of the document in MS Word format will also be submitted in CDs
along with the hard copies''. Please, could you clarify which method of submission should be
adopted, as the two methods above are contradictory
a. Vendors are to follow Clause 2.9 and submit electronic copies of their Technical Proposal
and Financial Proposal to the email provided in Clause 2.9

30. Of the number of users you want to use the solution, how would you want to share the licenses as
we have Full Licenses and Participant Licenses? Participant licenses are licenses with limited rights
and privileges.
 a. Full license is required for all users, this also depends on your license type, the 26 Admin
Users will be doing this, Access will be by all users
31. We offer annual subscription licenses. Is that okay for what you to embark on?
a. This is not a cloud or subscription solution. It is a one-time perpetual license, which can be
renewed optionally but not mandatory. Once your solution is deployed, license issues or de-
activation will not be a problem. This payment is a one-time perpetual license.
i. No Subscriptions in any form
ii. No Cloud solution
iii. We require On-Premise solution
32. Is there a preferred template for the response to the RFP?
a. Follow the instructions on the RFP sent to vendors
33. What is the size of the existing electronic files and documents to be migrated?
a. All you need is to train the OHCSF staff as part of your training on how to migrate their
documents with examples from the vendor
34. For the physical papers to be scanned, what are their sizes? (A4, A5, etc.)
a. No Scanning is required. OHCSF is scanning its documents
35. Give an estimate of how many pages of legacy papers will be scanned across all departments?
a. None by Vendors
36. Does the OHCSF have an email server? If yes, is the server on-premises or cloud?
a. All Government parastatals including OHCSF is hosted on exchange server with Galaxy
Backbone in Abuja, they will be providing unique email addresses for all users as a unique ID
for logging into the solution
37. Does the OHCSF require SMS notifications on approval processes?
a. Any efficient solution that meets OHCSF ECM requirement and will enhance performance is
welcomed.

NOTES
 The duration of the project should be specified in your proposals
 There are 10 Users per department across 26 Departments, 260 Users overall
 Number of Processes to be automated using e-forms and workflow solution is 349 processes
 Each Process will have steps or activities or items from 10 to 30 for various processes
 The Server is planned to be hosted by Galaxy BackBone Limited, and the client will be installed
on machines within OHCSF and its branches
 OHCSF sites are laid across some sites in Abuja.