The Companies & Intellectual Property Registration Office (Cipro) hopes to transform the organisation and the way it does business with a R153-million enterprise content management (ECM) programme to be implemented.
CIpro has awarded the tender for the ECM system to Valor IT (VIT).
Keith Sendwe, CEO of Cipro, comments: "The tender, which is for just under R153-million, is not only the largest but the most significant tender ever to be awarded in the history of Cipro."
Sendwe says that a transparent and protracted tender process was followed at all times.
"The tender, which was issued to service providers listed on the SITA transversal tender database, in September 2008 was evaluated according to a stringent needs analysis. A total of eight service providers on the transversal tender were asked to tender for the ECM contract. However, only five service providers submitted their tenders timeously on 8 October 2008.
"The tender was evaluated over a two-month period. In order to ensure total objectivity two independent evaluation teams, consisting of various technical experts and legal and business representatives were established to conduct the functional evaluation. This was followed by a financial evaluation and other legislative compliance requirements. Both teams individually submitted an evaluation report with specific focus on functionality," explains Sendwe.
An evaluation report was submitted during December 2008 to the Bid Adjudication Committee, consisting of Cipro's CEO, chief financial officer, chief information officer and chief internal auditor for consideration. The director general (DG) thereafter approved the adjudication report.
The unsuccessful tenders were informed in writing and were given the opportunity of raising their objections. CIPRO's Internal Audit Department reviewed the completed process at each and every stage. The final contract and Service Level Agreement with VIT was officially signed off on Friday 27 March 2009.
VIT will, among other things, be responsible for the implementation of the ECM foundation by using Service Oriented Architecture (SOA). This will allow the 2-million entities on Cipro's books to be kept in a uniformed format that can be read by several different devices ranging from computers to cell phones.
Dr Michael Twum-Darko, Cipro's CIO, explains that the project will effectively enable CIPRO to create a platform that is flexible enough to drive the total electronic transformation process.
"Over and above increasing revenue and making Cipro's database a comprehensive, integrated information tool, the new ECM will help address white-collar crime. Money laundered through various companies will be traced easier since the ECM solution will have the information in a common format."