REPUBLIQUE DU CAMEROUN Paix – Travail – Patrie MINISTERE DE L'EAU ET DE L'ENERGIE REPUBLIC OF CAMEROON Peace – Work – Fatherland MINISTRY OF WATER RESOURCES AND ENERGY
# NOTICE OF REQUEST FOR EXPRESSIONS OF INTEREST
00000004 /ASMI/MINEE/SG/CI/2023 OR 18 JAN 2023
FOR THE PRESELECTION OF FIRMS OR TECHNICAL CONSULTANCIES (B.E.T) FOR THE MODERNISATION OF THE MINISTRY OF WATER AND ENERGY (MINEE) THROUGH THE PURCHASE, INSTALLATION AND CONFIGURATION OF A SOFTWARE FOR THE MANAGEMENT AND CENTRALISATION OF MINEE'S MAIL
FUNDING: 2023 PIB
The Minister of Water and Energy proposes by this Request for Expressions of Interest to establish a short list of qualified National Firms to bid on MINEE’s modernization through the purchase, installation and configuration of a software for the management and centralization of MINEE’s mail, financed by State resources, for the 2023 budget year.
I. BACKGROUND AND JUSTIFICATION
In view of the current socio-economic challenges (access to drinking water and energy for all social strata, etc.), the Ministry of Water Resources and Energy has seen its field of competence expand, with the result that there has been a considerable increase in the amount of mail to be processed on a daily basis and in the number of documents to be archived. The mail and documents that have been processed manually up to now have led to a real problem of traceability, which has made it difficult for them to be followed up and has resulted in constant complaints from users.
It is imperative to dematerialize the management of mail and the conservation of MINEE's archives for traceability, diligence in the processing of files and in the face of various issues such as:
- Legal issues: MINEE must streamline its processes and retain its records for a minimum period of time. This retention period, which varies according to the nature of the documents, can be as long as 120 years. It must protect its rights in case of litigation and justify its activity during an audit.
- Security issues: MINEE will need to secure application hosting sites and physical or digital archive storage locations. They must have several security tools (passwords, firewalls, traceability, etc.). MINEE will also have to gain in efficiency while ensuring the security and reliability of processes.
- Financial issues: MINEE will have to reduce the time spent searching for archives and increase the rapidity with which files are processed, thus improving efficiency, saving space and optimizing costs.
- Technological challenges: MINEE's information/data must be durable, interoperable between different systems and reversible between formats. MINEE will also have to transform all its paper flow into digital flow and automate their processing.
From the above, it seems appropriate to consider a sustainable solution to the problem of mail management and archiving of documentation through the acquisition of a modern, secure, reliable and efficient system of mail management and preservation of digital archives.