<Security Classification>
Duty Travel Management System
Request for Information
Reference Number: / DTMS/01/2013Date of Publication: / 28th June 2013
Table of Contents
Table of Contents
01Introduction
01Objectives
01.1Scope
01.2Business Need
02Response
03Appendix – Supplier Information Form
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Financial Policy and Management Division, Ministry for Finance,
3A, Old Mint Street, Valletta, VLT 1102, Malta
Telephone: (+356) 2599 8352 Facsimile: (+356) 2599 8315
Web Site:
01Introduction
The Ministry for Finance (MFIN), through the Financial Policy and Management Division (FPMD), is responsible for updating financial policies and procedures, monitoring implementation and recommending corrective action where necessary in relation to expenditure-generating activities of a corporate nature including travel on official business.
MFINis issuing this Request for Information (RFI) to conduct a market research on the availability of software related to duty travel management that is available.
Duty Travel Management System for the Government of Malta.
A soft copy of this RFI may be obtained free of charge from MFINwebsite:
Further corporate information may be obtained from the following web portals:
Government of Malta
Ministry for Finance
01Objectives
01.1Scope
MFINis interested in commissioning a duty travel management system that will allow the Government of Malta to manage the handling of official travelling carried out by government officials from submission stage to the closure of the travel claim. Requests for official travel can be related both to EU-related business and non-EU related business.
01.2Business Need
This new duty travel management system will be easily available and accessible to all the government officials who need to submit a request for official travel. Via the system’s online portal,the governmental officials can have a clear overview on the status of their submitted travel claims. The duty travel management system should also provide a workflow management system to ensure the streamlining of business processes with support of life cycle management and case management. The duty travel management system should also be able to interact with the government’s accounting package to share the required accounting information.
Details on the Duty Travel Management System highlighting:
- Recording and maintenance of data pertaining to travel claims, per diem allowances and related expenditure;
- Electronic processing of applications through a workflow system;
- Electronic approval of travel claims requests;
- On-line submission of travel claims and ability to attach documents related to the travel claim, like the travel itinerary details and the expense invoices;
- Offers a webinterface;
- Provides comprehensive tracking of application status in real-time;
- Ability to submit the relevant receipts and documentation for all travel expenditure;
- A facility to generate reports, including ad-hoc requirements, and ability to export and disseminate information;
- Endorses accounting principles to maintain proper accounts related to the type of official travel in order to provide the government departments and the government officials with clearer information regarding the available funds.
02Response
02.1Interested parties are requested to submit the following information:
- Details of the Duty Travel Management System highlighting the functionalities of the solution and the system history;
- Infrastructure requirements including operating environments (if any);
- Software licensing structure (if any);
- Information on the maintenance and support of the solution;
- Information on environments where the product is currently implemented;
- Information on current live implementations;
- Any additional information (including advertising material) on the Duty Travel Management System;
- Options for the provision of a Duty Travel Management System, indicating the market price, exclusive of VAT, for licences, infrastructure requirements, implementation, training and maintenance and support; and
- The attached Supplier Information Form duly completed.
02.2MFINreiterates that this RFI is for market research only and the prices being requested are for feasibility and planning purposes only.
02.3MFINmay request interested parties to give a presentation of the solution.
02.4Interested parties are requested to send a hard or soft copy of the requested information on the address below:
Office of the CIO
Ministry for Finance
Maison Demandols,
South Street
Valletta VLT2000
Malta
Email:
Tel: 356 25998 226
Fax: 356 25998321
Interested parties are requested to indicate the code of this RFI (DTMS/01/2013) on the package/envelope or in the subject area of the email if submitted electronically.
02.5MFINshall retain possession of all documents received. All materials provided by the interested parties will be treated as confidential and are non-returnable.
02.6This RFI is to be treated solely as exploratory market research for the purpose of gaining knowledge of the solutions available in the market and an estimate of their corresponding costs. This RFI should not be regarded as an invitation to tender or as an obligation to procure on the part of MFIN. No contract will result from any response to this RFI.
02.7MFINreserves the right to issue an Invitation to Tender (ITT) for the same or similar solution in the future.
03Appendix – Supplier Information Form
Interested parties are requested to complete this Supplier Information Form to provide MFINwith information on their organisation.
Company Information
1. / Name of Company2. / Address
3. / Date company was founded
4. / Company Registration Number
5. / Telephone Number(s):
6. / Fax Number(s):
7. / Website address:
8. / Contact Person for this RFI:
Contact name:
Position:
e-mail:
Address:
Telephone number:
Mobile number:
Fax number:
9. / Company Profile
10. / Main business activities
Financial Policy and Management Division, Ministry for Finance,
3A, Old Mint Street, Valletta, VLT 1102, Malta
Telephone: (+356) 2599 8352 Facsimile: (+356) 2599 8315
Web Site:
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