Procurement of a Central Electronic Document Management System (CEDMS)

The Office of the Prime Minister (OPM) wishes to launch a project across the Malta Public Service for the implementation of a Central Electronic Document Management System (CEDMS). This project has two objectives, namely:

1. The first objective of the system is to replace the Public Service File which is the main system for workflow and related documents management in the Malta Public Service, and

2. The second objective is to have a platform for an artificially intelligent electronic document repository and workflow management related to each document type, if and as necessary.

The solution is primarily meant to cover the Malta Public Service – however it can later be extended to entities within entities in the Public Administration.

As an Initial Phase, the project will be launched in a number of ministries to act as a test ground for implementation and the Contractor is expected to deliver a number of initial workflows as part of the project. The Contracting Authority has also setup an inhouse Project Team with technical abilities who will, under the initial supervision of and input from the Contractor create further workflows to digitize other processes in the test ministries. The Contractor is not expected to do any Business Process Analysis and workflow documentation as this will be provided by the in-house technical team.

Upon the successful implementation, the CEDMS will be rolled out in various phases, in other ministries in the Malta Public Service and possibly entities in the Public Administration. These successive rollouts in other Contracting Authorities within various ministries may require the contracting of service providers to assist in the design, creation and post-implementation maintenance and support of workflows that would be specific to the particular Contracting Authorities. Such services will be eventually procured through separate procurement calls which will be issued in the future, following the award of the CEMDS contract. The solution for these rollouts will be the same platform (CEDMS) procured in the Initial Phase of the project.

The Contracting Authority’s objective is to:

1. source an industry standard electronic document management system which has workflow capabilities, and

2. the supplier is to implement the system together with the workflows which are already documented, and

3. contract a number of hours from the supplier which will be utilised on a pay-per use basis to provide training, implementation and support to the in-house Project Team for the initial implementation in the test ministries