RFP Spacebox Latest

SpaceBox Technologies
Document Management Systems

Replacement
Request for Proposal
Members:
Saidatul Syazirah Binti Khasim A152995

Athirah Hazira Binti Ab Halim A153834
Siti Nursyahira Binti Suhaimi A153577
Zatty Umirah Binti Misbah A153450
Farah Nageehah Binti Lukman A156658
Document Management Systems Replacement
Proposal Request for Proposal
Table of Contents..........................................................................................................2
1.0 Introduction.............................................................................................................4
1.1 Purpose of the Document............................................................................4
1.2 Confidentiality..............................................................................................4
1.3 Terms and Conditions of the Proposal........................................................5
1.1.1 RFP Responses...............................................................................................................5
1.1.1 Preparation of Responses...............................................................................................5
1.1.2 Contract..........................................................................................................................6
2.0 Business Background............................................................................................6
2.1 SpaceBox Technologies..............................................................................6
2.2 SpaceBox Technologies Operations...........................................................7
3.0 Current Systems.....................................................................................................7
3.1 System Interfaces........................................................................................8
3.2 Hardware Environment................................................................................9
3.3 Office Automation........................................................................................9
4.0 System Scope......................................................................................................10
5.0 Statement of Business Requirements..................................................................11
5.1 Human Resource.......................................................................................11
6.0 System Requirements..........................................................................................14
6.1 Technical Requirements............................................................................14
6.2 Security and Control Requirements...........................................................16
6.3 Audit Requirements...................................................................................19
6.4 Target System Performance......................................................................20
7.0 Vendor Requirements...........................................................................................22
7.1 Supplier Profile...........................................................................................22
7.1.1 Organization.................................................................................................................22
7.1.2 Product.........................................................................................................................23
7.1.3 Location........................................................................................................................24
7.1.4 Growth..........................................................................................................................24
7.1.5 Reference Sites..............................................................................................................25
7.1.6 Other Information.........................................................................................................26
7.2 Maintenance and Support..........................................................................27
8.0 Implementation Requirements..............................................................................28
8.1 Implementation Plan..................................................................................28
8.2 Data Conversion........................................................................................29
8.3 Project Organization..................................................................................29
8.4 Training......................................................................................................30
9.0 Selection Process.................................................................................................30
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9.1 Objective....................................................................................................30
9.2 Timetable...................................................................................................30
9.3 Contacts during the selection process.......................................................31
9.4 Selection Criteria........................................................................................32
9.5 Contract Negotiation.................................................................................33
10.0 Proposal Response Format................................................................................33
10.1 Summary of Proposal..............................................................................33
10.2 Supplier Profile.........................................................................................35
10.3 Compliance to User Requirements..........................................................35
10.4 Compliance to Technical Requirements..................................................36
10.5 Compliance to Implementation Requirement..........................................36
10.6 Cost..........................................................................................................36
10.7 Contracts..................................................................................................37
11.0 Glossary..............................................................................................................37
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1.0 Introduction
1.1 Purpose of the Document
This Request for Proposal (RFP) is in response to SpaceBox Technologies’s needs and
contains specific requirements to be met by the vendor’s proposed solution. The
objective of this project is to select and implement a new information system to address
SpaceBox Technologies’s current and future financial, trading and distribution operations
needs.
This system will provide Faculty of Information Science and Technology personnel with
the necessary information to support the daily operations and management of the
business and meet their information requirements for the future.
Time-scales for vendor selection are very aggressive, with the objective of completion of
implementation in the Faculty of Information Science and Technology by 24th May 2017.
The solution should support the business processes of SpaceBox Technologies Faculty
of Information Science and Technology and (later) the remaining countries either directly
or through the vendor’s use of a third-party solution.
Vendors have to respond to the price component of this RFP to the following:
 Software Acquisition and Installation
 Server Hardware Acquisition and Installation
 Implementation Services
The vendors are required to review this document and submit their response as per the
schedule included in this document.
1.2 Confidentiality
This RFP, plus any other documents released, information provided, discussions, etc.,
as part of the selection process, are strictly confidential and should not be divulged to
anyone who is not directly involved in preparation of the response. Additionally, all
information within this proposal or gained during the RFP or other processes will remain
confidential by the vendor. No information or publicity will be allowed to any third party
unless specific written authorization is obtained from SpaceBox Technologies Faculty of
Information Science and Technology.
It is a condition of this RFP that the information provided herein is for the purpose of
allowing vendors to submit proposals to SpaceBox Technologies. It may not be used in
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any other context nor revealed to any other party not directly involved in the submission
of a proposal in accordance with the terms of the specification.
1.3 Terms and Conditions of the Proposal
1.1.1 RFP Responses
The closing date for receipt of proposals is: 6th March 2017 at 10 a.m.
Response to the RFP shall be delivered to: admin@spacebox.com
The proposal should be clearly labeled:
“Proposal to SpaceBox Technologies for the Supply and Implementation of a
New Information System”
A Vendor Submission Form will be submitted together with the RFP. An
electronic copy of this document called RFP_spacebox.doc (Microsoft Word
Version 98) is included as part of the RFP pack for this purpose.
SpaceBox Technologies management reserves the right to accept or decline late
proposals at its absolute discretion.
The proposal should include the name of the person to whom SpaceBox
Technologies may address any questions relating to the proposal.
Respondents should provide four complete copies of the proposal. Only two
copies of any accompanying documentation are required. One electronic version
of the proposal in Microsoft Word (Version 98) is required, plus one electronic
version of the Microsoft Excel (Version 98) cost worksheet.
admin@spacebox.com should be contacted for supplementary information
relating to this RFP via the above contact details. All requests should be written.
E-mail is acceptable.
SpaceBox Technologies reserves the right to distribute any questions with
SpaceBox Technologies’s reply to any vendor if it deems appropriate.
1.1.1 Preparation of Responses
The preparation and submission of the proposal shall be made without obligation
to acquire any items included in the proposal, or to discuss the reason why the
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proposal is accepted or rejected. SpaceBox Technologies will notify acceptance

or rejection in writing to the vendor.
The requirements specified in this RFP reflect those presently known. SpaceBox
Technologies reserves the right to vary, in detail, the final requirements.
SpaceBox Technologies will not be responsible for or pay any expense incurred
in the preparation of any proposal or in SpaceBox Technologies’s evaluation of it.
SpaceBox Technologies may require that all or part of the successful proposal be
included in the contracts.
All prices shall be consistently in US dollars and all unit prices, charges and
totals should be inclusive of tax.
Respondents should provide a clause by clause response to the RFP as
specified.
General information, which is not specifically requested, should be attached
separately and clearly labeled "Supporting Material".
1.1.2 Contract
This document does not constitute an offer to sell, or a solicitation of an offer to

purchase.
SpaceBox Technologies reserves the right to accept all or part of the proposal.
SpaceBox Technologies requires that contracts covering the provision of
services and equipment requested in this RFP be negotiated to the satisfaction of
SpaceBox Technologies.
All vendors are required to acknowledge that they agree to the conditions set out
in this section.
2.0 Business Background
2.1 SpaceBox Technologies
SpaceBox Technologies has been established as a company that offers a service to

provide management system mainly document management systems which is based in
Cyberjaya, Malaysia. SPacebox Technologies has been founded for the last 10 years.
Based on the company’s decision to broaden the business opportunities. The company
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have successfully established in Pulau Pinang and aims to accelerate the productivity of
document managing through an improved and stable online system.
2.2 SpaceBox Technologies Operations
SpaceBox Technologies have approximately 10 full-time employees and often contract

with other companies to complete our jobs. SpaceBox Technologies are a design-build
firm specializing in mid-to-high-end information system. Most customers come with a
vague idea of what they would like to change. SpaceBox Technologies help them look at
possible solutions and understand the various implications of selected solutions.
SpaceBox Technologies usually go through a few discussion and sketch sessions before
settling on a concrete direction. Once the direction is chosen, the companies handle the
project through to the end. SpaceBox Technologies provide document management
system, as well as acting as managing document online. SpaceBox Technologies will
usually develop this document management system from start to the end of installing
and maintenance of the system. With a long business history in our area, SpaceBox
Technologies are often participating to advertise our services and product in PC
magazine.
3.0 Current Systems
I-Folio system is a Learning Management System (LMS) or known as Integrated Portfolio

Management System, which was introduced at the Universiti Kebangsaan Malaysia in 2012.
The main users of this system are the students and lecturers.
The i-Folio system covers the following features:
 To document students’ performance and progress
 Allow students to check the materials that have been uploaded
 Allow students upload task given by lectures
 Allow lectures upload teaching materials
 Allow lectures and student communicate between each other’s
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Amium is a collaboration app that brings conversation to the files. Amium solving hard
problems in collaboration, security, and usability and it is brings together full-featured file
sync and share capabilities with team messaging that can collaborate faster.
The Amium systems cover the following features:
 Document Previews & Version History
 Microsoft Office Online Integration
 Integrated with Users Tools
 Security by Design
 Conversations and files are synced across all users devices in real time
3.1 System Interfaces
The objective of this Document Management System is to develop an efficient system to

upgrade the current system which is i-Folio and Amium.
These interfaces should be handled by the new information system. Currently, the
information passed from Amium and i-Folio consists of the following:
I-Folio to Amium:
 Search
 Sort
 Viewed By
 Downloaded by
 Document Preview
 Sharing Links
 Tagging
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Amium to i-Folio
 Upload
 Download
 User Role Based Access
3.2 Hardware Environment
The current hardware environment is comprised of a number of PCs, Faculty Information

Science and Technology, UKM servers, a Local Area Network (LAN) and a Wide Area
Network (WAN).
The standard PC configuration used by SpaceBox Technologies is a 32 MB RAM with

an Intel Core i5 processor. The existing PCs are a mix of Asus and Acer
All LANs use Windows 8 as the Network Operating System and are based on
Ethernet/UTP cabling. The WAN was implemented by connecting all the LANs using
high speed (64 KB) leased lines, backed up by ISDN (128 KB) connections.
3.3 Office Automation
The standard office automation product of SpaceBox Technologies is Microsoft Office.

Therefore, the new information system needs to interface with the Microsoft Office suite.
SpaceBox Technologies uses Microsoft Outlook for messaging. This is currently

connected to the company’s frame relay network.
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4.0 System Scope
The system functionalities that SpaceBox Technologies is looking for is categorized into
the following:
Authenticated users
 Upload document
 Download document
 Schedule document publishing
 Update document
 Read document
 Delete document
 Search document
 Sort document
 Set document privacy
 Document commenting
Administrative Staff
 Register lecturer and Special Interest Group
 Delete authenticated users
 Approve tags
Lecturer
 Monitor viewed documents
 Monitor downloaded documents
 Approve Special Interest Group member
 Reject Special Interest Group member
 Create tags
Student
 Special Interest Group requisition
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Information Systems Replacement
gantthead.com Proposal Request for Proposal
5.0 Statement of Business Requirements
5.1 Human Resource
Note:
SD – Standard Requirement is standard to application software no modification needed.
MC – Moderate Change Application software will satisfy this requirement with moderate modification (to be
accomplished within two days)
SC – Significant Change Significant customization (beyond two days) is needed to satisfy the requirement.
No. Requirement Description SD MC SC Comments

Employee Demographics
1. Full demographic/address information in
employee profiles.
2. Sophisticated search/inquiry capabilities.
3. User defined employee groupings/classifications,
levels and positions.
4. Online selection/query by any field in employee
screen.
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5. Ability to tracks position(s) currently and
previously held, wage and benefits information,
educational background and skills data, previous
employment, payroll data, relations (dependents,
beneficiaries), equipment and property issues,
applications for transfer, and many more fields
including special user-defined fields.
6. Ability to keep track of employee records as each
employee being hired, promoted, demoted,
transferred between department, transferred from
affiliate company and resigned.
7. History of changes to employee records,
compensation and positions.
8. 'Tickler' dates/reports (next review, probationary
expiry, last hire, etc.).
Recruitment
9. User defined recruitment methods, action plans
and selection process.
10. Personnel requisition can be generated
automatically from the recruitment plan or
entered manually.
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11. Full applicant profile information, including
demographic data, skills, education, notes, equity
details (EEO). (Should be able to register applied
position, expected salary, work experience,
family background, areas of interest, references
education, employment history, training history,
compensation history, medical history,
performance evaluation, skills and miscellaneous
personal information such as photo, address, etc.)
Training and Development
12. Ability to set up a training and development plan
program for each level and position.
13. Ability to file each training and development
program. The file such as training code and
description, subject, duration, date, trainer,
profile of participants.
14. Ability to facilitate employee performance
review and link up with employee profile.
Skills and Qualifications
15. Support user defined skill, task and ability of
each position or level.
16. Support user defined position or level.
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17. Support user defined competency profile.
6.0 System Requirements
6.1 Technical Requirements
Note:

General
1. Application Integration
 Same Look and Feel
 Single Programming Language
(Excellent integration means that the user feels
like they are using applications from a single
environment.)
2. Web Enabled Application
(Application runs on Internet environment.)
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3. Ease of Use
 Intuitive Interface
 Online Help
 Non-modal screen navigation
(User-friendly. System should use standard
system icons and layout. It should have context
sensitive help.)
4. Connectivity to Office Automation
(Ability to provide connectivity to office online.)
5. Relational Database Management System
(RDBMS)
(The application package should be built around
modern day Relational Database Management
System, e.g. MySQL.)
6. Standard DBMS connectivity to external data
sources, Such as ODBC, OLE DB, JDBC.
(ODBC at a minimum; others are bonus.)
7. System Platform
(The application package should run online.)
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8. Multiple-User Access
(Ability to provide concurrent system access to
multiple users and it should not cause file or
record deadlock. Provide fast response time to all
concurrent users.)
9. Periodic document processing (e.g., day-begin,
day-end, month-end) can be performed
separately by environment or by company.
10. Documents and reports can be printed to a
specific printer according to user ID
6.2 Security and Control Requirements
Note:
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1. Multiple User Classes
(The system must allow for multiple levels of
user classes. Each lower level corresponds to
more limited access.)
2. Access Control
(Access control should be based on
menus/options.)
3. Screen Level Security
(Entire screens or selective parts of screens
should be accessible only to duly designated
classes of users. Hence, a user belonging to a
high-level class can access more screens than a
user belonging to a lower level class.)
4. File, Record and Field Level Security
(Specific files, records and fields are only
accessible to duly designated classes of users.
There are also different levels of accessibility.
Users belonging to a specific class can either
have read, write, update or delete rights. Users
belonging to highest level of class or those in
system administration group may have all the
access rights.)
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5. Access level base on staff/lecturer/student/special
interest group
(i.e., users are classified on which staff, lecturer
and student information they can access).
6. Access Control to Client Data
(The Client will have access only to information
regarding him and him alone.)
7. Password
(Password should be readily changeable by the
end users.)
8. Access to Authenticated users and Managing
Tags
(Only the Administrative Staff should have
access to the authenticated users and managing
tags.)
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6.3 Audit Requirements
Note:

1. Full Transaction Traceability
(All transactions will need to be audited to show
the source of initiation of the transaction, the
individual who worked on the transaction, and
the date/time of initiation and completion of the
transaction.)
2. Audit Trail for Maintenance of Confidential or
Sensitive Master Data (Example: Client’s
personal information.)
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3. Roll Back/Roll Forward and Mirroring
(It should be possible for the RDBMS to roll
back/roll forward using transaction logs.
Mirroring of the database at the remote location
will allow continuous operations, even if telecom
lines connecting to the central server are
disrupted.)
4. Input/Output Interface Controls
(There must be full controls on all input and
output interfaces.)
6.4 Target System Performance
Note:
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1. 24 Hour Access
(The system should provide 24-hour access. Day-
end activities should not interfere with users’
access to the system. The system should allow
for online backups and other housekeeping
activities.)
2. Printers
(The system should support a wide variety on
laser, inkjet and dot matrix printers.)
3. Performance Degradation
(There should be no noticeable degradation in
system performance for up to 400 users.)
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7.0 Vendor Requirements
7.1 Supplier Profile
Faculty of Information Science and Technology is our supplier that request to manage
the documents in a shared folder. Students, lecturers and staffs will be sharing and
managing all documents in a web based document management system.
7.1.1 Organization
 ‘Organization’ concerns the structure and size of the company both in terms
of its head office and other worldwide regional locations.
 Please provide information as to whether the organization is independent or

part of a larger conglomerate. If the latter, please provide details on the
holding company.
 Organization is a part of a larger conglomerate which is a collaboration of

several departments in Faculty of Information Science and Technology.
Faculty of Information Science and Technology is the holding company that
used to manage the overall of educational management.
 Please provide corporate mission statement and strategic direction of the

product. Also long term plan for addressing emerging technology
 The corporate mission is pledges to be a center of excellence in learning,

teaching, research, and consultancy and as a reference in the field of
information science and technology based on the philosophy, vision and
mission of UKM and the strategic direction of the product is be a selected
faculty to produce educated talent to fill the needs of the country in the field of
information technology.
 Please provide information as to whether the organization is the package

manufacturer, reseller or value-added resellers (VARs). If the latter two,
please also provide details of the company.
 The organization is the package manufacturer that allows producing any

requirement or tools that our company needs to develop the system of the
product.
 Please provide information of any company that merged with or purchased by

the organization.
 Since FTSM is under UKM management, indirectly the product will be used
by whole of UKM if UKM’s management agrees to use the product. Other
organization can purchase the product if the top of the management allows
selling it to other company.
 Please provide information of your organization’s performance against others

in the industry.
 FTSM will be produced an efficient work and staffs how to manage their
performance by using the product of system that will be development by our
company.
7.1.2 Product
 IFolio is one of the currently products of FTSM. As a main product, this

system will be constantly upgraded from time to time. However, our company
will be develops a new system that will improve the system towards better.
 All products being marketed
 The products are not for marketing or selling. It will be used by the company
to manage their documents efficiently. However, the selling of product will be
discussed by the company if any companies want to buy the product.
 Who and where was the product developed
 The product will be developed by our company at our own company.
 Platform the products are running
The software platform that will be running the product is based on windows
which is web-based platform while for the database platform will be running
using MySQL
©2007 gantthead.com 23
7.1.3 Location
FTSM is located in UKM which is a university in Bandar Baru Bangi. FTSM has
been established since couple years ago.
For each location please state:
 Number of employees by function (technical and non-technical).
There are 100 numbers of employees which is consists of 14 employees in

technical and the rest are non-technical.
 Whether the offices are wholly owned subsidiaries of the main head office or
if it is a third-party managed operation (VARs).
FTSM is fully responsible to the management of the faculty which is the plays
their roles in the whole FTSM.
 Also indicate the office from where an implementation would be managed.
FTSM only manages the whole FTSM management while outside of the
FTSM will be managed by the UKM that controlled whole the head office
management.
7.1.4 Growth
‘Growth’ concerns the manner in which the company has progressed since its
inception. Please provide information:
 The year when the company was first established.
FTSM is one of the organizations by National University of Malaysia (UKM)

since the university was established in 1970.In line with the emergence of the
computer science discipline, UKM set up the Statistics and Computer
Science Unit in 1977 under the Quantitative School. The Statistics and
Computer Science Unit was upgraded to become the Computer Science
Department in 1982 while the Quantitative School became the Faculty of
Mathematics and Computer Science in 1988 and finally changed to Faculty of
Information and Information Science until now.
 The place where the company was first established.
In Bandar Baru Bangi, this is the first place that the company was established
and remains as it is.
 The size of the company per year since its inception in terms of locations and
staff numbers and within this, the number of consultants.
FTSM consist 100 faculty members that include 9 processors. The new
FTSM campus is located at the second link of UKM Bangi. It has 8 building
blocks, 2 lecture halls, and1 undergraduate/postgraduate center block. It also
houses two research centers which are driven by experts in various fields of
research.
 If the company has been in operation for a number of years, please

summarize up until the last five years, and then provide detailed information
from this period.
FTSM has been managed efficiently by the board of the organization and the
technical staffs that responsible to make sure the organization run smoothly
to make sure the products which is students will be successful produced by
the organization.
7.1.5 Reference Sites
‘Reference sites’ concerns the location and relative suitability of sites where the
package is already implemented and is currently operational. Please provide:
 Number of reference sites by geographic area
Centre of Information Technology is the head office that controlled whole

system in the UKM including system in FTSM which is located in UKM.
For each reference sites, please provide the following:
 Client SpaceBox Technology
IFolio Management System
 Client contact person
Dean’s Office
Prof.Dr Abdullah Mohd Zin
Client address (street, city, country, post code), email address, telephone and
fax number
Address: Faculty of Information and Information Science, National University

of Malaysia, 43600 Bangi, Selangor
Phone: 03-8921 6179
Fax: 03-89256732
 Client number of employee
100 employees
 The package or module that was delivered
Documents Management System
 The date of the delivery
27th May 2017
For reference locations whose software applications most closely match

SpaceBox Technology requirements, please outline the business activities
carried out at these sites and their use of your package. Please indicate the
period of time each site has been in operation with the designated package and
the degree of customization that was required.
The product is in development process and would be release on the delivery date
that has been agreed.
7.1.6 Other Information
Please also provide us with any other information which you see as relevant,
specifically any known weakness that the product has in terms of functionality or
implementation/training requirements.
In terms of the risk for security, the documents will be accessed by security
depends on the level of security that users choose to access and share the
documents.
7.2 Maintenance and Support
 Vendors are required to provide the following information related to the

support and maintenance of the proposed solution.
 Option available for support Agents are IBM Malaysia Sdn Bhd which located
at Petaling Jaya, Selangor Darul Ehsan
 Charges will quotes in Ringgit Malaysia and do not include applicable taxes.
Vendor will provide maintenance support for the new or current release of
each of its maintained software applications and for the release immediately
preceding such current release using currently available information. Services
requiring additional research, engineering level support, or coding or
programming will not be provided pursuant to this Agreement, but may be
separately available at then current rates and terms.
 Software support availability (Help Desk, hotline, etc.) and duration for which
they are available.
 Response time to support inquiries from SpaceBox Technologies will be in

one week during business hours
 On-Site Support will performed outside of Vendor’s usual working hours.

Vendor will provide on-site assistance to Agency at Vendor’s will be charge
by hour and material rate. Telephone Support, E-Mail Support, Online
Support, and Remote Support will provide by Vendor’s which will addressed
during regular business hours.
 Uptime guarantees.
 The Successful vendors shall furnish the performance security equivalent to

10% of the contract value in the form of Performance Bank Guarantee issued
by a public Sector Bank in Malaysia for a period of contract plus (6 ) six
months within 15 days from the date of Purchase order.
 Number of staff in the software support team will be six people, it will be
Offshore Delivery Head, Project Manager, QA Manager, QA Analysts, Test
Engineers, and Software Engineer.
 Release date for the first version of the software
 Release date for the current version of software.
 Release date for the next version.
 The implications of modifications on upgrade, maintaining modification and

potential costs may have adverse collateral effects on the overall work
schedule. Vendor will use its best efforts to immediately resume work
following such a delay. If additional time is required to complete the
professional services due to Agency delays, such time will be charged to
Agency at Vendor’s then current time and materials rates.
8.0 Implementation Requirements
It is planned that a vendor will be selected by 13 February 2017 and contract negotiation
completed 15 February 2017. It is SpaceBox Technologies’s intention to commence
operational use of the proposed system no later than 24 May 2017. Please use indicative
figures for this section. SpaceBox Technologies proposed the following order of priority in
implementing the information system:
1. Financial
2. Distribution
3. Front Office
4. Human Resource
5. SpaceBox Technologies is open to an option on the priority order of implementing the
system if convinced with the alternative solution of vendor.
8.1 Implementation Plan
Vendors should include an implementation plan with a timetable for the implementation of the
system, showing the recommended modules to be included in each phase and estimate
effort required. The plan must indicate the specific tasks involved and the time frames
required (both elapsed and man days). Implementation plan must also indicate the set-up,
testing, parallel and live run phases, the checks to be made at the end of each phase and the
deliverables from each one.
Clearly state the standard acceptance and testing criteria that is usually employed.
Indicate what kind of performance bond the vendor is willing to provide to SpaceBox
Technologies ensuring a satisfactory performance of the system.
This implementation plan will be refined during initial scoping of the project.
8.2 Data Conversion
As part of the project, some data will need to be converted and loaded into the system.
Conversion programs may need to be written to handle this task. Vendors must indicate how
they propose to do this and the approximate effort and cost of this effort.
8.3 Project Organization
Provide details of the proposed project structure identifying key individuals. Due to the
expected impact on the business processes, it is extremely important SpaceBox
Technologies obtain a thorough understanding of the organizations and individuals
proposed for the project. The staffs in SpaceBox Technologies are expected to play.
Vendors should provide details of sub-contractors likely to be involved such as the

number of staffs that will be required in the project.
It is desired to provide estimates of the required number of SpaceBox Technologies staff

and identify the skills required. Provide details for the following:
 Number of Full Time Equivalent (separate IT and Business) required throughout the
duration of the project
 Key roles to be included from the business
 Key roles to be included from IT
Provide details of governance roles including:
 Steering committee
 Project management
 Number and frequency
Provide an estimate of the infrastructure required at SpaceBox Technologies for your

implementation team:
 Number of work desks
 Number of telephones
 Number of computers
8.4 Training
Training needs must also be identified for up to 20 operating staff and managers. This
will have to be conducted in two or three batches. The training needs of the IT staff for
ongoing support must also be identified. The training will included with the training plan,
clearly indicating what type of training can be imparted at what phase of the project. The
vendors must also indicate the number of man-days of training and support provided
free of charge.
The systems documentation and user manuals are provided with the standard software
solutions. It will be necessary for SpaceBox Technologies to see samples of such
documentation during the selection process (not to be supplied along with the Proposal).
Implementation costs should cover all effort required from initiation to post-
implementation wrap-up.
9.0 Selection Process
9.1 Objective
The objective of the evaluation process is to select a reliable and experienced vendor,
capable of supplying and installing a computer system with the functions required by
SpaceBox Technologies, within the time frame identified in Section 6.2. In addition, the
vendor should be willing and capable of providing ongoing maintenance and support of
the solution.
9.2 Timetable
The key dates for the RFP issue, receipt, evaluation and implementation are currently as
follows:
Completed By: Key Milestones Comments

20 February 2017 Distribution of the
RFP
27 February 2017 Pre-Bid Question and An Agenda was attached together
Answer with the RFP. Meeting is at
Faculty of Information Science
and Technology (FTSM),
10:00am, 24 February 2017.
9March 2017 Submission of
Response to RFP
15 March 2017 Vendor Package Only qualifying vendors will be
Solution Presentation invited to come to demonstrate
the product to the project team
20 March 2017 Vendor Site Visits SpaceBox Technologies reserves
the right to make at least one
installed site visit and/or contact
reference sites by telephone
6 April 2017 Announced Winning
Vendor
12 April 2017 Contract negotiation Selected vendor enters into a
scoping period during which time
the following will be produced:
proof of concept, final costing
(including infrastructure), final
implementation plan and signed
contract.
SpaceBox Technologies retains the right to amend this schedule as it sees fit.
9.3 Contacts during the selection process
For vendors for all clarifications until completion of the selection process, the
primary point of contact will be: admin@spaceboxtechnologies.com
In order to ensure that any clarification is promptly made available, a secondary

point of contact is: admin@spaceboxtechnologies.com
For an organized process of answering queries from vendors, a Question/Inquiry

Form shall be accomplished addressed to the contact persons above. This can
be done through facsimile or e-mail. An electronic copy of this document called
QUESTIONS.DOC (Microsoft Word Version 97) is included as part of the RFP
pack for this purpose. Questions received not following the format above shall
not be entertained. All questions/inquiries shall be responded within 24 hours
from receipt of request.
9.4 Selection Criteria
Package selection will be based upon a number of criteria, as detailed below. The
vendors are therefore required to consider how their package fits in with the criteria
listed and clearly indicate this in their response document.
Selection criteria will be based upon:
Functional Fit
The functional fit between the package and the business needs, as documented
in the Statement of User Requirements and its availability for implementation.
This will also take into account the ease of use of the package, the quality of the
documentation, the extent of the modifications required and the readiness and
flexibility of the vendor to handle customization and adapt to any future changes
in the business.
Supplier Fit
The quality of management, technical staff, financial and organizational stability
of the company. Contractual arrangements, current customer base and the
quality of the vendor’s support (i.e., assistance/troubleshooting, training, and
consulting) will also be considered. Customization should be carried out by the

vendors in such a manner that it can be incorporated into future releases of the
software. Vendor presence in countries where SpaceBox Technologies is
operating will be a definite advantage.
Technical Fit
The package will be technically measured based on its seamless online
connectivity to the application systems identified in the System Interface section
and its flexibility and support on open architecture so that any future need to
interface with other system would not cause any problem. It will also be
evaluated on its stability of its platform (preferably Unix or Windows NT),
robustness of its database (preferably MS Sequel or Oracle), and adherence to
defined security and control requirements, audit requirements and target system
performance.
Cost
The overall costs of implementing the proposed solution for up to 400 concurrent
users. A cost-effective solution that seeks to minimize overall cost of ownership
Implementation Strategy and Risk

Solutions that can be implemented quickly, are flexible and are able to meet
present and future needs. A proposed implementation approach seeks to
minimize risk.
9.5 Contract Negotiation
For the preferred vendor, SpaceBox Technologies at Faculty of Information Science and
Technology (FTSM), will handle negotiations to agree on a contract. The agreed contract
will stipulate that the equipment and application software specified will satisfy the
functions as stated in this RFP, and will perform at a speed appropriate to the
retail/distribution industry. It will include final costing and a complete implementation
plan.
10.0 Proposal Response Format
This section outlines the format in which the suppliers are required to respond to this
invitation. All suppliers will be required to provide the information as specified. Any other
information that may be relevant to our decision making process must be supplied as
addenda.
10.1 Summary of Proposal
The RFP document must have a summary section containing the following information:
 Name of the package(s) being offered, version number, etc.
 Broad functional fit to the specifications in the Statement of User Requirements
 Hardware platforms recommended and alternatives.
 Application environment
 Number of sites where package is implemented. Number of sites for the version
proposed.
 Approximate cost of implementation broken down by:
o Software Acquisition and Installation
 Application Software
 Data Access Software
 Database Software
 System Management Software
 Development/Testing Software
o Hardware Acquisition and Installation
 Application/Database Server
 Web Server
 Backup Server
o Implementation Service
 General Project Cost (Consulting, Travel Expense, etc.)
 Installation
 Customization
 Maintenance and Support
o Other Costs
Summary of Strengths of the Recommended Solution
It is the vendor’s responsibility to highlight all costs related to the implementation

of their solution. Key components that are required but not quoted for will be the
responsibility of the supplier.
10.2 Supplier Profile
Vendor should detail in this section all details pertaining to the vendor requirements
summarized in Section 6.
10.3 Compliance to User Requirements
Vendors should set out clearly in their proposal all information requested. The proposal
should follow the same numbering system as this RFP. An electronic copy of this
document called USREQT.DOC (Microsoft Word Version 98) is included as part of the
RFP pack for this purpose. Vendors should respond to each requirement with a SD
(Standard), MC (Moderate Change), or SC (Significant Change) answer.
The definitions are as follows:
SD Requirement is standard to application software no modification needed.
MC Application software will satisfy this requirement with moderate modification (to
be accomplished within two days)
SC Significant customization (beyond two days) is needed to satisfy the requirement.
Where a specific requirement cannot be fully met, or an alternative solution is proposed,

comments should be included (e.g., the cost of basic tailoring, how much time is needed,
etc.).
The vendors are also required to provide printed report samples for those listed below:
1. Sales Reports
2. Sales-Cost Ratio
3. A/R Reports
4. A/R Aging Reports
5. Service Level Reports
6. Collection and Reconciliation Reports
7. Transaction Registers
10.4 Compliance to Technical Requirements
An electronic copy of this document called TECHREQT.DOC (Microsoft Word Version

98) is included as part of the RFP pack for this purpose.
10.5 Compliance to Implementation Requirement
Vendor should detail in this section all details pertaining to the vendor requirements
summarized in Section 6.
10.6 Cost
To assist SpaceBox Technologies in the evaluation and analysis of the costs associated
with the proposal, vendors should present their pricing using the cost model provided.
This cost model is in the Excel spreadsheet, PRICE.XLS, on the diskette enclosed with
the RFP.
It is expected for the vendor to provide the application software (including third party
software wherever applicable), database integration services and consulting.
Each heading should be expanded as required to show each item and clearly identify
what is included within the associated charge. The charges should be separated into
capital cost, one-time costs and ongoing charges.
It is expected that all charges and costs applicable to this proposal will be included in
this section. Including, for example: handling, transportation, installation, training,
maintenance and support, software upgrade, tools, travel, accommodations, and any
other item that could be interpreted as the real cost of procurement and any on-going
expenses due to the vendor. Costs are to be provided in Ringgit Malaysia (RM).
Software costs should highlight the difference between standard core licenses, modules,
and enhancement costs and third party software licenses. Wherever a vendor is
supplying items of a different manufacturer, the manufacturer and model numbers must
be indicated.
In this section, vendors are requested to provide details on the equipment required as a
platform for the proposed system. SpaceBox Technologies requires that vendors provide
estimates for the capacity and costs of all equipment for the proposed system.
Any charges applying to the proposal should be included with a full and itemized
description.
All costs and prices quoted in the proposal are assumed to be valid until implementation
is completed.
10.7 Contracts
The vendors must indicate nature of contracts and agreements they are willing to enter
into. The information to be provided includes:
 Sample contracts
 Payment terms - details of payment settlement options
 Period for which the price quotes will hold
 Guarantees against the system non-performance
 Penalty clauses
 Any other vendor constraints
11.0 Glossary
The following glossary defines certain terms that at times have been used in this RFP.
The terms Client, Customer, Principal, Supplier and Third Party, for example, can cause
considerable confusion. Depending on the activity and the relationship with the
organization and SpaceBox Technologies as a whole, a Principal can also be a Supplier.
Term Explanation
Customer Can refer to principal or trade partner
Term Explanation
DBMS Data Base Management System
GUI Graphical User Interface
Hubs A hub is a piece of electronic which allows you to join computers
together in a star arrangement
IBM International Business Machines Corporation
ISDN Integrated Services Digital Network
LAN Local Area Network
L/C Letter of Credit
MTD Month To Date
ODBC Open Data Base Connectivity
PC Personal Computer
POD Proof Of Delivery
Principal An external party who supplies consumer products to SpaceBox
Technologies to be sold to the market.
RDBMS Relational Data Base Management System
Routers On the internet, a router is a device or in some cases, software is
a computer, that determines the next network point to collide a
packet should be forward toward its destination. The router is
connected to at least two networks and decides which way to
send each
Supplier An external party providing goods and services other than
consumer products
Switch In telecommunication, a switch is a network device that selects a
path or circuit for sending a unit of data to its next destination. A
switch may also include the function of the router, a device or
program that can determine the route and specifically what
adjacent network point the data should be sent to. In general, a
switch is a simple and faster mechanism than a router which
requires knowledge about the network and how to determine the
route
Term Explanation
WAN Wide Area Network

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SpaceBox Technologies

Document Management Systems

Request for Proposal

Saidatul Syazirah Binti Khasim A152995

1.1 Purpose of the Document

1.3 Terms and Conditions of the Proposal

1.1.1 RFP Responses

1.1.1 Preparation of Responses

proposal is accepted or rejected. SpaceBox Technologies will notify acceptance

This document does not constitute an offer to sell, or a solicitation of an offer to

2.0 Business Background

2.1 SpaceBox Technologies

SpaceBox Technologies has been established as a company that offers a service to

2.2 SpaceBox Technologies Operations

SpaceBox Technologies have approximately 10 full-time employees and often contract

3.0 Current Systems

I-Folio system is a Learning Management System (LMS) or known as Integrated Portfolio

 To document students’ performance and progress

 Allow students to check the materials that have been uploaded

 Allow students upload task given by lectures

 Allow lectures upload teaching materials

 Allow lectures and student communicate between each other’s

The Amium systems cover the following features:

 Document Previews & Version History

 Microsoft Office Online Integration

 Integrated with Users Tools

3.1 System Interfaces

The objective of this Document Management System is to develop an efficient system to

 User Role Based Access

3.2 Hardware Environment

The current hardware environment is comprised of a number of PCs, Faculty Information

The standard PC configuration used by SpaceBox Technologies is a 32 MB RAM with

3.3 Office Automation

The standard office automation product of SpaceBox Technologies is Microsoft Office.

SpaceBox Technologies uses Microsoft Outlook for messaging. This is currently

4.0 System Scope

5.0 Statement of Business Requirements

5.1 Human Resource

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

6.0 System Requirements

6.1 Technical Requirements

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

6.2 Security and Control Requirements

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

6.3 Audit Requirements

No. Requirement Description SD MC SC Comments

No. Requirement Description SD MC SC Comments

6.4 Target System Performance

No. Requirement Description SD MC SC Comments

7.0 Vendor Requirements

7.1 Supplier Profile

 Please provide information as to whether the organization is independent or

 Organization is a part of a larger conglomerate which is a collaboration of

 Please provide corporate mission statement and strategic direction of the

 The corporate mission is pledges to be a center of excellence in learning,

 Please provide information as to whether the organization is the package

 The organization is the package manufacturer that allows producing any

 Please provide information of any company that merged with or purchased by