This is a restricted procurement process, and only those vendors have been pre-qualified are allowed to bid.

The Register of Companies (“RoC”) is seeking proposals for a reliable Case Management Tool to provide improved automation, capabilities, including access to information, accuracy of data, reporting and supporting critical RoC compliance daily operations. The Case Management Tool (‘CMT’) will establish routine features inherent across the Registrar of Companies across multiple work streams. It should automate data collection and several work streams by mailing lists, automated templates and it should be able to catalogue not only web-based applications, but also email correspondences sent by a new or current user inputting information into the system.

The CMT should aid the RoC by fulfilling specifications needed that will ensure that it is fit for purpose, aiding their development in speeding processes whilst ensuring a secure verifiable centralized database with dashboard capabilities. It also needs to be flexible as it will go throughout several iterations of RoC’s development by continually evolving throughout different processes and lifecycles.

Background

The RoC will use the CMT to create, manage, track and generate documentation and automate data collection and bring consistency across multiple work streams.

The CMT project must address four main areas of functional requirements, which include:

1. Core Case Management
2. Document and File Management
3. Collaboration and Correspondence Management
4. Financial Tracking and Accountability Management 

The CMT Project does not require a system that supports:

1. Financial Management
2. Human Resource Management

Additional details surrounding specific areas that will be excluded are detailed in the Statement of Works.

We are looking for a solution for an initial total of approximately 25/30 users which will increase to 75/80 users by year three.

The graphical user interface within this CMT will be tailored to improve ROC staff ability to efficiently search, create, modify, report, and review case management information.

In addition, we would like to use a cloud based solution which can be tailored to the RoC team’s requirements and other specifications in this RFP.

The CMT is required to aid and reduce workloads for operations and administration within the RoC Office.

2. How to Obtain Relevant Documents

All relevant documents for this procurement are posted at https://www.gov.bm/procurement-notices.

3. Procuring Entity’s Name

Name of Ministry: Ministry of Finance

Name of Department: Registrar of Companies

4. Contact Information

Claire Fitzpatrick, cfitzpatrick@gov.bm

5. Language of Submissions

Unless otherwise indicated, all submissions shall be in English only.

6. Important Dates

All times listed are in Bermuda Local Time.

7. Location of Submission

Responses to this solicitation shall be submitted to the following location:

Electronic mail (E-Mail) submissions are accepted at cfitzpatrick@gov.bm.

If documents are larger than ten (10) MB please send them within a zip file.

In the subject line of the email, please state the RFP title. Please ensure to send a copy of your proposal in MS Word and/or Adobe PDF format.

8. Site Visit / Pre-Bid Meeting Details

There is no pre-bid meeting or site visit for this project.