Monroe 2-Orleans BOCES Document Management System Request for Proposal

Transcription

1 Monroe 2-Orleans BOCES Document Management System Request for Proposal Table of Contents SECTION I SECTION II SECTION III SECTION IV OVERVIEW Scope Contact Information Key Events/Dates CURRENT ENVIRONMENT PROPOSAL System Requirements Proposal Appearance Submittal Requirements METHOD OF AWARD Cost Data Review Evaluation Criteria Procurement Rights

2 SECTION I OVERVIEW Scope Monroe2 Orleans BOCES (BOCES2) is seeking proposals for a complete end to end Document Management Solution in support of Spencerport Central School District (SCSD), BOCES internal departments and their need to manage and retrieve archived records. SCSD is one of 9 component school districts that BOCES2 supports. These records are currently sent from SCSD and internal departments to BOCES2 Records Management Services where they are purged and sent to be microfilmed. The microfilm files are then stored at BOCES2 and retrieved for SCSD and internal departments upon authorized request. The desired future state of the records management function is having these records converted to digital and stored digitally while being supported by BOCES2. The future state would allow SCSD to search and retrieve records while meeting the federal HIPPA and FERPA requirements The Request for Proposal (RFP) outlines the terms and conditions, and all applicable information required for submitting the proposal. Vendors should pay strict attention to the response submission date and time to prevent disqualification. To insure compliance with RFP requirements and prevent possible disqualification, vendors should follow the format and instructions in Section III, PROPOSAL of this RFP. This RFP is comprised of the Cover Sheet as the first page and 7 more pages numbered sequentially in the header for a total of 8 pages. A Non-Collusion form is included as part of this Request for Proposal. This noncollusion form must be signed and returned with the proposal. It is the vendor s responsibility to ensure that all pages have been included in the document received. If it is determined that a page(s) is missing or otherwise defective, the vendor must contact the Representative listed below immediately so that a corrected copy can be issued. Incomplete proposals that may be a result of a defective or incomplete RFP will be subject to disqualification. Contact Information for technical questions Ray Miller 3625 Buffalo Road Rochester, NY Phone: rmiller@monroe2boces.org

3 Calendar of Events RFP Posted: 11/2/2005 RFP Due to BOCES: 11/16/2005 at 2:00 PM Current Environment There are currently approximately 180,000 to 200,000 pages of hard copy to be converted to digital format PDF. Approximately 10% Of these pages are 2 sided and the material varies from 3 inch by 5 inch paper to 11 by 17 inch paper. The thickness of the paper varies from card stock with tabs to onion skin paper. This paper is currently stored on in banker boxes. The papers will be free of paper clips and staples. Proposal System Requirements BOCES2 is looking to streamline the paper intensive processes associated with it s client District Administration and internal departments by implementing a web-based Electronic Document Management and Distribution solution that fully integrates with the hardware herein requested. The requirements for an EDMS solution are: 1) Web-based server software that provide access to digital documents using a standard web browser 2) Enable district workgroups to easily and securely capture, manage, share and distribute document-centric content and information to include (but not limited to) digitized text, scanned images, documents, web links and calendars 3) Store information in its native format so that no file conversion or HTML programming is required 4) Does not require FTP software 5) Does not require browser plug-ins 6) Does not require any client-side software 7) Provides security for all document including read/write, read only, write only, and/or no access 8) Multiple levels of security to protect content from access of modification 9) Security settings that can be set at the document, collection, or system level 10) Support Secure Socket Layer (SSL) encryption 11) Document revision control to include tracking of version history 12) Document check-in and check-out capability 13) Boolean search capabilities 14) Ability to route documents along a pre-defined workflow for review and/or approval by appropriate system users

4 15) Ability to track the progress of a routed document 16) Open database architecture, compatible with Microsoft SQL server 17) Seamless integration with Microsoft Office applications to allow users to save directly to the EDMS from within an application. 18) Ability to create personalized portal-like views of documents, URLs, and other content 19) Subscription services should allow users to receive s when content is added to particular collections 20) Use hyperlinks to allow electronic documents to appear in multiple locations without replication 21) Scaleable solution in regards to number of documents stored and number of users 22) Functional requirements of the electronic document distribution solution are: 23) Server-based software that simplifies the routing of scanned documents 24) Server based Optical Character Recognition (OCR) Proposal Appearance The proposal shall have 2 hard copies. It shall have the following sections broken out Software cost Hardware cost Training cost Support Costs Hosting Cost System capabilities AS THEY APPLY TO THE REQUIREMENTS and referenced to the number indicated in the requirements of this RFP. Submission Requirements SUBMISSION OF SEALED PROPOSALS on or before 11/16/05 at 2:00 PM. Completed proposals are to be packaged, sealed and delivered to: Representative: Kenneth J. Kofod, C.P.M. Purchasing Agent Address: Monroe2 Orleans BOCES 3599 Big Ridge Road Spencerport, NY Tel Number: In addition, all proposals must have a label on the outside of the box or package itemizing the following information: RFP ENCLOSED (preferably bold, large print, all capital letters) -Submission deadline: 11/16/05 at 2:00 PM

5 If using a commercial delivery company that requires you to use their shipping package or envelope, your proposal should be placed within a second sealed envelope labeled as detailed above. This will ensure your proposal is not prematurely opened. Proposals not received by Ken Kofod by the specified time and date will not be opened. There will be no exceptions. Proposals will not be publicly opened. Cost information will not be released at the time proposals are opened since awards will be made on a best value basis. BOCES may consider informal any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informalities in or reject any and all proposals. Any proposal may be withdrawn prior to the scheduled opening. No proposal may be withdrawn within 90 calendar days after the actual date of the opening thereof. BOCES is not liable for any costs incurred by a vendor in the preparation and production of a proposal or for any work performed prior to the issuance of a contract. Cost Data Review After a proposal has satisfactorily met all the technical and functional requirements of this RFP, BOCES will review the cost data supplied by the Vendor. BOCES reserves the right to request that the vendor provide additional information to meet the qualifications of the RFP. Evaluation Criteria All proposals will be evaluated on the following criteria: A. System Capability B. Financial Evaluation C. Experience of the Company Procurement Rights THE BOCES2 PROCUREMENT RIGHTS BOCES2 reserves the right to: A. Reject any and all proposals received in response to this RFP. B. Adopt any or all parts of a vendor s proposal in selecting an optimum configuration. C. Negotiate with vendors responding to this RFP, within the RFP requirements, to serve the best interests of the District. D. Award the contract based on the availability of funds and the Board approval.

6 BID PROPOSAL CERTIFICATIONS FIRM NAME BUSINESS ADDRESS TELEPHONE NUMBER DATE OF BID I. General Bid Certification The bidder certifies that he will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid II. Non-Collusive Bidding Certification By submission of this bid proposal, the bidder certifies that he is complying with Section 103-d of the General Municipal Law as follows: Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury: Non-collusive bidding certification. "(a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication as to any matter relating to such prices with any other bidder or with any competitor: (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor and; (3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition." (b) A bid shall not be considered for award nor shall any award be made where (a) (1) (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition. 1.The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph one (a). 2. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation or local law, and where such bid contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non collusion as the act and deed of the corporation. SIGNATURE(AUTHORIZED) TITLE By signing and submitting this bid for consideration the vendor acknowledges that they have read, understand and agree to all aspects of the specifications.