Soluție informatică de gestiune a proceselor de activitate

Bună ziua, vă mulțumim pentru întrebarea Dvs. La subiect precizăm că, în cazul în care veți fi desemnat câștigător la procedura de atribuire, contractul va fi semnat de către părți în forma agreată de ambele Părți. Deci da, va fi posibilă semnarea olografă a contractului.

Regarding p.1: At the initial stage, we will require two concurrent users for viewing the dashboards, with a possible increase in the number of users at a later stage if necessary. Regarding p.2: At the initial stage we will require a user who will be able to create dashboards, with a possible increase in the number of users at a later stage if necessary. Thank you

Regarding CF. 1: The software solution must be compatible with the main enterprise-level operating systems (Windows Server and/or Linux). The proposed software solution should include, as part of its standard configuration, an embedded relational database management system (e.g. PostgreSQL or an equivalent component), ensuring full functionality without requiring additional licensed software. In case the proposed solution cannot operate without a separate RDBMS that involves licensing or additional costs (e.g., Microsoft SQL Server, Oracle Database), such costs must be explicitly included in the financial offer. Regarding CF. 10: The expected integration with the internal Document Management System (DMS) primarily refers to the coordination and approval workflows related to the processes designed within the proposed process management tool. In this context, the integration should allow the export or transfer of process documentation and related metadata from the process management tool to the DMS, where these documents can follow the institution’s internal coordination and approval procedures. Once the approval cycle is completed in the DMS, the final approval status (e.g., approved, in production, under revision) should be reflected back in the process management tool, ensuring alignment between the two systems regarding the lifecycle state of each process. The integration is therefore intended to support governance and traceability, not to replace or duplicate the existing document repository. It is important to note that, at this stage, the actual implementation of the integration with the DMS is not required. The solution must, however, provide the technical capability and flexibility (e.g., API support or similar mechanisms) to enable such integration at a later stage. Regarding CF. 11: At the initial stage we will require a user who will be able to create dashboards and two concurrent users for viewing the dashboards. Regarding CF. 13: The solution must ensure the simple import of data from Excel as a data source for creating dashboards. Regarding CF. 17: Integration with a real-time monitoring system is not foreseen during the initial implementation stage. However, the solution must provide the technical capability for future integration through standard APIs to enable the exchange of events and logs with potential monitoring systems used by BNM or with a potential process mining tool. Regarding CF. 19: We would like to point out that the specified requirement is not mandatory. Through the risk management component, the entire risk lifecycle is implied and is expected to be integrated and developed at a later stage. The existence of such functionalities, with possible future development, would constitute and advantage. Regarding CF. 20: We would like to point out that the specified requirement it is not mandatory. However, it would be an advantage if the solution could provide a system-integrated functionality that captures screenshots of user actions to support step-by-step process documentation, for the purpose of self-documentantion by the process owner in the form of a user guide, wich would also serve as the basis for documenting the process in BPMN format by the business analyst. Thank you.

We would like to point out that the specified requirement is not mandatory. Through the risk management component, the entire risk lifecycle is implied and is expected to be integrated and developed at a later stage. The existence of such functionalities, with possible future development, would constitute and advantage. Thank you.

Regarding CNF. 13: The mentioned “set of security rules” refers to configurable policies that control access, classification, and protection of documents based on their metadata. These rules are meant to ensure that each document is automatically handled in accordance with its sensitivity level, type, or other defined attributes. For instance, upon ingestion, the system could automatically: • assign a classification label (e.g., “Confidential”, “Internal”, “Public”) based on document metadata such as source, author, or keywords; • apply access control rules, granting or restricting visibility to specific user groups; • enforce data protection actions, such as encryption, watermarking, or preventing download/printing of certain documents; • trigger retention or archiving rules depending on the document category. All such rules should be configurable and adjustable by the system administrator to align with the NBM’s security and governance policies. Regarding CNF. 16: The specified requirement refers to the process and the documents related to that process. The solution must allow the uploading of external and internal regulations, such as laws and instructions on the page dedicated to a specific process. Regarding CNF. 17: The specified requirement refers to the documents developed within the description process. The solution must ensure version history for any modification made to the set of elements used in process description: Activity Process Analysis Sheet, detailed activity process map, summary activity process map and RACI matrix. Regarding CNF. 18: We would like to point out that the specified requirement is recommendatory and not mandatory. The requirement refers to ensuring the capability to archive information in cases where event logs overlap or, as applicable, specific components from the process repository. The archiving mechanism must allow the preservation and restoration of such data to prevent the loss of relevant historical information and to maintain system performance. The archiving process concerns internal system elements, not user data or documents processed within workflow executions Thank you.

Regarding CT. 1: According to the specified requirement, the training and knowledge transfer sessions will be conducted for the experts responsible for process management and optimization, as well as for the solution administrators. In line with CL. 4, the number of required licenses consists of 7 users with right to describe, analyze, and report on processes, and 2 users with solution administration rights. Therefore, the training is planned for up to 9-10 users, and it is expected to be interactive, focusing on the system interface and other advanced knowledge for configuration. Regarding CT. 2: According to the requirements of the specifications, the training plan is an integral part of the technical offer and must be submitted together with the offer, according to the requirements of the specifications. Thank you.

Regarding p.1.2: According to 1.2.1, the technical offer must include a description of the training provided for users who are NBM employees with roles as process management and optimization experts, as well as for those with administrator roles. The training sessions can be conducted jointly for both user groups. Therefore, the training plan remains to be presented by Tenderer. Regarding p.1.3: According to the eligibility and selection criteria from the Participation Notice, offers submitted by Tenderers, which will not contain the link / links to video recordings with demonstration sessions, will be subject to disqualification during the evaluation stage. So we expect all the requirements to be demonstrated through the video demos. However, the videos for the demonstration session can cover either a single requirement or a group of requirements, depending on the basic functionalities of the informational solution. The purpose of these demonstration sessions is to present the standard configuration and native capabilities of the offered product (COTS), without additional developments or specific configurations derived from the Terms of Reference (Requirements). Thank you.

Regarding CI.1: The two-month period from the commencement of the contract is the timeframe within wich the solution is to be installed and configured. Regarding CI.3: The installation and setup stage includes the full configuration of the solution according to the institution’s requirements, including basic system parameterization, user and acces setup, basic customization within the standard functionality, to ensure the solution is fully operational and ready for use. Regarding CI.4: The operational procedures may be provided in the form of standard guides supplied by the solution manufacturer (e.g., installation, configuration, backup, and restoration manuals), provided that they fully cover the specified requirements and are relevant to the implementation performed within the BNM environment. If the standard documentation does not reflect the specific configuration applied at BNM, the bidder shall prepare and deliver additional instructions adapted to it. These documents shall be delivered as part of the final solution documentation. Regarding CI.5: The initial customization of the solution covers all configurations required to ensure the functionalities specified in the technical specifications and offer, making the solution fully operational. The allocated 50 man-hours refer exclusively to subsequent change requests or minor extensions not directly derived from the initial requirements, but needed for further adjustments during installation or configuration such as the development of some examples of dashboards, processes analysis sheet, small customizations, and other basic use cases etc. These adjustments shall be performed only upon the Beneficiary’s (BNM) additional request, in accordance with the change management procedure agreed by the parties. Regarding CI.6: Yes, the Tenderer is required to include in the offer a document describing the proposed solution testing methodology, including the testing tools and the approach for verifying functional and technical compliance. Regarding CI.8: The minimum documentation required for the final acceptance of the solution shall include: - the software license delivery document specifying the validity period and the start date of the technical support (beginning from the final acceptance date of the solution); - acceptance test results and related reports; - user and administration manuals; - operational guides and procedures (including those provided by the manufacturer and/or supplemented by the bidder for the BNM implementation); - updated technical documentation; - evidence of training and knowledge transfer; - final acceptance deed signed by both parties. Thank you.

To ensure effective knowledge transfer and build the necessary internal expertise, it is preferred that all installation and configuration activities be performed jointly by the contractor’s specialists together with the NBM team. During these sessions, the BNM specialists should be actively involved, while the contractor provides guidance, explanations, and supervision of all performed actions. This collaborative approach will facilitate a better understanding of the system’s architecture, configuration parameters, and operational specifics, ensuring that the NBM team can independently maintain and support the solution after implementation. Thank you.

Regarding CI.2: The duration of functional testing will be defined jointly by the parties in the Project Plan, depending on the complexity of the solution. As an estimate, the testing period can last up to 5 working days. Regarding CI.7: The term “remedial measures, including the update of the solution or any components” refers to corrective actions required to ensure that the delivered solution complies with the requirements specified in the technical specifications and the technical offer, based on the results of the acceptance tests. These actions may include configuration adjustments, application of patches, updates to certain modules or software components, or other technical interventions necessary to correct identified non-conformities. They do not represent product upgrades or transitions to new commercial versions of the solution and shall not incur additional costs for the Buyer. Thank you.

Yes, the Tenderer is required to include in the technical proposal a link to the video materials demonstrating the required functionalities. The Tenderer is responsible for preparing and maintaining the location where these materials are stored and for providing the contracting autorithy with the necessary credentials. By „electronic repository” it is understood a structured electronic space (e.g. files and folders in a cloud enviroment or another online location) where the Tenderers makes available the documentantion and demonstration materials related to the proposal. Thank you.