Brown County Information Technology Aberdeen, SD. Request for Proposals For Document Management Solution. Proposals Deadline: Submit proposals to:

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1 Brown County Information Technology Aberdeen, SD Request for Proposals For Document Management Solution Proposals Deadline: 9:10am, January 12, 2016 Submit proposals to: Brown County Auditor 25 Market St Aberdeen, SD Please be sure that the sealed proposal is marked " BCIT Document Management Solution RFP " on the outside of the sealed envelope.

2 PUBLIC NOTICE Request for Proposals Document Management Solution Brown County is seeking proposals for document management solution for Brown County. Sealed proposals must be received by January 12, :10am and will be opened at 9:10 am on January 12, The Request for Proposals document is available on the Brown County website ( or may be obtained from the Brown County Information Technology Office. All questions related to this request for proposal must be directed to Paul Sivertsen, via or at

3 Submission of Proposals: Proposals are due on January 12, 2016, on or before 9:10am. Proposals must be sealed and not delivered in open packages or binders. Additional proposal materials such as books, CD s and other materials should be packaged separately but should be received with proposals. Proposals should be marked as follows and sent to: BCIT Document Management Solution RFP Brown County Auditor Office 25 Market St Aberdeen, SD Due Date: Sealed proposals will be received until 1/12/2016 by 9:10am. They will be opened and reviewed by the Brown County Commission & Brown County CIO, at the January 12 th commission meeting. Late Submission: Proposals submitted after the closing date will not be accepted. Brown County in not responsible for late delivery or proposals lost in delivery. Contract Award Brown County reserves the right to award the contract according to the evaluation criteria. The vendor chosen for award should be prepared to have the proposal incorporated, along with all other written correspondence concerning this RFP, into the contract. Any false or misleading statements found in the proposal will be grounds for disqualification. Timeline: Proposal Due Date: 1/12/2016 9:10 am Project Beginning: Within 30 days of Awarding contract. Contact: All interested vendors will direct all questions to Paul Sivertsen, via or at Rejection of Proposals: Brown County reserves the right to reject any or all proposals. One copy of each proposal will be kept on file for six months; all other copies will be destroyed along with any collateral materials sent with the proposal.

4 Ownership of Materials: All materials submitted in response to this RFP become the property of Brown County. Proposals and supporting materials will not be returned to the suppliers. Proposal Costs: Brown County in not responsible for any costs incurred by the supplier in the preparation of the proposal or demonstration. Confidential or Proprietary Information: All proposals submitted will be held in confidence. Only the personnel directly involved with this RFP will be given copies of your proposals. Brown County has no obligation to share proposal material with any other party and will respect any documents or materials that the suppliers have clearly marked Confidential or Proprietary. However, only those pages that contain the proprietary information should be designated, not the complete proposal. Complete Solutions: Brown County will accept only complete solutions from a supplier. Suppliers may not bid on only one item or selected items from the RFP. Offer Expiration Date: Proposals in response to this RFP will be valid for 120 days from the proposal due date. Brown County reserves the right to ask for an extension of the time if needed. Product Use Requirements: Brown County requires that all hardware, system software products and application software products included in proposals be currently in use in a production environment by at least three other customers, have been in use for at least six months, and have been generally available from the manufacturers for a period of six months. Unreleased or beta test hardware, system software, or application software will not be accepted. It is understood that applications software required to be built is excluded from this provision. Pricing: All elements of recurring and nonrecurring cost that must be borne by Brown County shall be identified and presented in the proposal. Suppliers shall list and price any item this is part of their solution whether hardware, software or labor related. Suppliers shall provide Brown County with a firm, fixed price. Any cost listed should be tied to a specific task or product in the proposal. Failure to comply with pricing requirements will result in a rejection of your proposal. The burden of proof for pricing credibility rests with the supplier.

5 Business Goals and Objectives of the Project: The proposed solution should address the following critical success factors: Improved productivity and service by avoiding lengthy searches, lost documents, transferring of files from site to site, inaccuracies and other paper handling activities. The solution should increase time in the areas of work processing. Achievement of the most efficient and economical method of storing and retrieving a document. Improvement of workflow. Ability to track and monitor work activities inclusive of all ongoing work and easy reassignment of work. Identify and effectively eliminate the maintenance of duplicate information silos by centralizing information between departments; the solution should enable the Brown County to maintain centralized history related to all activities associated to its business practices. This history centralization should include both system generated activities and user generated information. Brown County personnel should have access to information allowed per security access. Enhance disaster recovery and security. Improve internal and external customer relationships. Satisfy various government regulations by effectively managing document retention and destruction procedures. The use of storage media must adhere to any laws and or regulations covering the storage, retention, and retrieval of information on storage media. Simplify user access by enabling users to quickly select and access the desired information without using highly complex user interfaces or tools. The solution must be fully scalable in the areas of concurrent users, increased memory, disk storage, optical storage, CPU speed and size. The solution must provide a clearly defined migration path. This migration path must provide for the integration of new document management technologies to ensure compatibility without adversely affecting the proposed solution and or data managed by an existing system The solution must be modular allowing for implementation of additional functionality without adversely affecting the overall solution. The solution must fully support inter/intranet web based technology where the various servers will provide all the necessary mechanisms to store and retrieve information requested by the user, system level security for both users and data, and associated system management functions. All applications must be fully integrated to prevent redundant hardware and software on both the workstation and server platforms. Utilize industry standard components (no proprietary architectures allowed). The associated components within the solution must be commonly available through out the document imaging and workflow industries, be fully supported by the selected supplier and have full user and or development documentation and libraries.

6 Document Management Solution Introduction The Brown County Information Technology Department is requesting proposals from qualified vendors for Enterprise Document Management Solution. The successful vendor will provide all the services required for installation, training of IT staff for continuing advancements and training of users on the new system. Functional Requirements for the Projected Solution The solution must have concurrent licensing The solution must enable users to quickly select and access the desired information without using highly complex interfaces. Client based applications must be modular allowing for implementation of additional functionality without adversely affecting the overall solution. The associated components within the solution must be commonly available through out the document imaging and workflow industries, be fully supported by the selected product supplier and have full user and/or development documentation and libraries. The solution shall have robust end user functionality that supports client side and server side data validation, field masking, calculations, look-ups, conditional tabbing, conditional fields, word count and expandable text fields. The solution should have a module that supports digital signatures The solution must support annotation and redaction. The proposed solution must support delivery and routing of forms via Simple Mail Transport Protocol, FTP, HTTP and HTTPS. The solution must include a robust workflow engine capable of supporting adhoc and structured routing that can be maintained by non-programming personnel. The proposed workflow solution must have the ability to audit date, time, user name, action and detail. In addition, the workflow solution must have the functionality to analyze real-time work flow activity and to simulate routing changes before placing into a production environment. Role versus user - The workflow solution shall utilize a role based system that defines a role within the work task or activity and then assigns as many users as necessary. Escalation procedures the solution must include the ability to automatically route work to a different user based on a specific rule or set of rules. The solution should include the ability for users to manually escalate work as appropriate. During this escalation procedure, the solution should have the ability to have the work item returned or permanently reassigned as determined by the user. Time out procedures the solution must have the ability to establish timers for all work items. The solution must be able to associate form templates with user supplied data, digital signatures, and correct use of edits and business rules embedded in the form. This capability must be available over the record s retention period. The solution must be able to support forms that require a unique serial number. The solution shall support various image formats such as.jpg,.tif,.bmp, and.png.

7 The solution must have the ability to store and manage forms within a single repository or library. The solution must have the ability to integrate e-form fields with library metadata fields. In addition the solution must have the capability to search for and find e-forms within a library based on metadata value searches. The solution shall have the ability to generate reports based on metadata value searches. The solution must have a forms designer that provides a custom and reusable design gallery/library. Form must have the ability to pull data from other data sources. The solution must have the capability to transfer long term records from one generation of hardware and software to another generation without losing system functionality. The solution must support batch scanning, duplex scanning, remote scanning, and quality assurance of scanned images. The solution must support various methods for manual and automated indexing inclusive of manual entry, lookups, autofill, bar codes, OCR and ICR. The solution should support retrieval via Boolean, metadata and other search methods. The suppliers shall list search methodologies. 1. The solution must support simultaneous multiple document viewing, zooming, and image rotation. 2. The solution must be based on published and or nonproprietary standards; please specify those standards. 3. The solution must scale to meet increasing transaction volume in the following ways: 4. The ability to increase the number of system users without component replacement. 5. The ability to support other technologies, i.e. OCR, form management, etc. 6. The ability to support multiple servers and optical jukeboxes in a distributed manner. 7. The ability to support symmetrical multi-processing. The solution must be compatible with LDAP protocol and Microsoft Active Directory authentication. The system must allow security application at the document or file level. Security shall provide segregation of data amongst users and have the capability to segregate system functionality by user. Security must include read, update, annotation, highlighting, mark-up, and creation control. The solution must be capable of using Secure Socket Layer encryption for archival and retrieval of documents via the internet. Image compression /decompression should support CCITT Group 4, JPEG, JPEG 2000, JBIG or other output format standards with no proprietary alterations of the algorithms. The selected compression technology shall not include extraneous information not supported by relevant industry standards. Brown County values a solution that is certified for the following industry standards; please indicate certification status for each of the below: The solution must provide the ability for users to quickly digitize documents and/or microfilm and route these documents to the person performing the indexing operation. Requirements associated with this portion of the system must include: The ability to support both batch processing and single document scanning and indexing The ability to support document rescanning

8 The ability to support both simplex and duplex scanning The capability of the scanner to scan at the resolution meeting specific requirements of the document, such as 200, 300, or 600 DPI The ability to set page breaks when batch scanning documents of fixed length The ability to preset common fields for indexing purposes when scanning in batch mode The ability to support auto-indexing of documents using barcodes, OCR or ICR The solution must provide version control. Version control must automatically update the version number whenever a previously checked-out document is returned to the information repository and prevent more than one person from checking documents out for modification. The solution must provide the ability to do the following: 1. Check and validate the complete scanning and indexing process 2. Ensure data indexing accuracy 3. Facilitate the re-scanning of poor quality images 4. Verify readability of each page of each document 5. Verify proper indexing of each document 6. Verify proper page counts for each document 7. Verify proper security for each document, file section, and file. The solution must allow a user to route a document, section, file, or memo to another user as follows: 1. Automatically route documents into a routing queue based on document type or type of work 2. Support multiple routing queues for each user based on the type of work 3. Sort/retrieve documents in a routing queue in date order 4. Sort/retrieve sections in a routing queue in type of work order 5. Sort/retrieve documents in a routing queue in document type order 6. Sort/retrieve documents in a routing queue for a specific person 7. The ability to hold items in that user s routing queue for work at a later time 8. The ability to retrieve specified documents from the routing queue on demand 9. The ability to define which documents require additional documents prior to forwarding 10. The ability to define timeframes for when additional documents must be received 11. The ability to define action to take if specified documents are not received by specified date. 12. The ability to process defined documents as a logical folder The solution must provide the ability for users to logically link a single file to multiple folders and allow an authorized user to create a copy of a file within a specific folder or set of folders while maintaining only one physical copy of the document within the system. The system should provide information related to which folders are linked through a query mechanism available to authorized users.

9 Training Plan: Brown County requires that the supplier provide comprehensive training addressing user, administrative, technical and operational personnel. The supplier is encouraged to propose innovative approaches to training such as programmed self-study guides, online tutorials and computer based training. All Training will include step by step detail that will enable employees unfamiliar with the system to perform the described activities. Amendment A: 12/23/2015 The user numbers for this project will be close to 200 upon completion. Please include the first year software assurance and support in your proposal and optional Additional years of assurance and support as a recurring annual cost.

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