REQUEST FOR PROPOSAL ENTERPRISE DOCUMENT MANAGEMENT SYSTEM (EDMS) RFP#

Transcription

1 REQUEST FOR PROPOSAL ENTERPRISE DOCUMENT MANAGEMENT SYSTEM (EDMS) RFP#

2 Proposal Issue Date: Wednesday, July 15, 2015 Request for Proposal (RFP) Cover Page Proposal Solicitation Closing Date: Friday, August 14, 2015 Proposal Solicitation Closing Time: 2:00 PM ( EST) Issued By: United Planning Organization (UPO) Address: 301, Rhode Island Ave, NW, Washington, DC Telephone Number: UPO is a non-profit agency in the DC founded in 1962 and is exempt from any state or federal tax. Responses must be received on or before Friday, August 14, 2015, by 2:00 PM (EST.) in the Procurement Office, UPO, 301 Rhode Island Avenue, NW, Washington, DC Hard copy responses; please submit one (1) original and three (3) copies of the Technical Proposal in a sealed envelope to Rizwanul Haque, Procurement Officer, UPO, 301 Rhode Island Avenue, NW, Washington, DC 20001referencing Enterprise Document Management System RFP # Technical. Please submit one (1) original and three (3) copies of the Price Proposal in a sealed envelope to Rizwanul Haque, Procurement Officer, UPO, 301 Rhode Island Avenue, NW, Washington, DC referencing Enterprise Document Management System RFP # Price, OR Electronic responses; please submit one (1) copy of the Technical Proposal to procurement@upo.org referencing Enterprise Document Management System RFP # Technical in the subject line. Please submit one (1) copy of the Price Proposal to procurement@upo.org referencing Enterprise Electronic Data Management System RFP # Price in the subject line. For questions/information, please Rizwanul Haque, Procurement Officer, at rhaque@upo.org referencing Enterprise Document Management System RFP # in the subject line. Questions/information must be ed ten (10) business days prior to the proposal closing or no later than Wednesday, July 29, All questions received will be answered within three (3) business days and will be posted on the UPO website. UPO reserves the right to waive informalities or irregularities, to reject any or all proposals received, to accept the proposal deemed best for the organization, and/or request new proposals if necessary. Any objection to the above conditions must be clearly indicated in the proposals. In compliance with this RFP and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. VENDOR IDENTIFICATION Company Name: Address: Telephone: Federal ID: Print Name Title Authorized Signature Date 2 P a g e R F P # E D M S

3 TABLE OF CONTENTS 1.0 PURPOSE UNITED PLANNING ORGANIZATION BACKGROUND CONTRACT PERIOD INFORMATION TECHNOLOGY INFRASTRUCTURE General Objective PERFORMANCE WORK STATEMENT General Other Requirements UPO Furnished Items and Services Contractor Furnished Items and Services Applicable Publications Specific Tasks PROPOSAL REQUIREMENTS General Requirement Special Requirements EVALUATION CRITERIA GENERAL TERMS AND CONDITIONS APPENDICES 18 Appendix A: EDMS Solution Requirements Matrix Appendix B: EDMS Functional Requirements Matrix Appendix C: EDMS Deliverables and Milestones Schedule Appendix D: Vendor Identification Form Appendix E: Current SharePoint Logical Architecture 3 P a g e R F P # E D M S

4 PURPOSE United Planning Organization (UPO) is seeking information technology expertise and services that leads the organization to the establishment of a robust, efficient and effective Enterprise Document Management System (EDMS) built on a SharePoint SP platform. UNITED PLANNING ORGANIZATION BACKGROUND UPO is a 501(c) (3) private non-profit corporation and the designated Community Action Agency for the District of Columbia (DC), providing leadership, support and advocacy to empower low-income residents of Washington, DC to become self-sufficient and self-determined. UPO is a major Head Start grantee in the Nation's Capital spanning a period of 50 years. UPO serves as Washington, DC s premier non-government human service organization that promotes selfsufficiency and brings innovative ideas to the problem of poverty throughout the city. UPO operates a wide array of special activities and offers many supportive and instructional services including: - Head Start, Early Head Start, and other childcare programs that make measurable differences in the education of our youngest - Comprehensive youth services with scholarships for DC residents - Homelessness transportation services - Training programs designed to prepare participants for skilled employment - Weatherization services to make homes more energy efficient - Substance abuse treatment programs that assist individuals in overcoming their addictions - Tax preparation and e-filing community based tax preparation services - Housing Counseling services that help alleviate predatory lending, and - Job placement and career development services 3.0 CONTRACT PERIOD The term of any contract resulting from this RFP shall be for twelve (12) months or one (1) year, from October 1, 2015 to September 30, 2016 or from the date the contract is fully executed. 4.0 INFORMATION TECHNOLOGY INFRASTRUCTURE 4.1 GENERAL UPO is running on WAN (Wide Area Network) network, having forty-two (42) servers staged at 301 Rhode Island Ave., NW, Washington, DC (Headquarters) and ten (10) servers at our branch sites. In addition, there are about four (4) more remote sites that currently are not on VPN (Virtual Private 4 P a g e R F P # E D M S

5 Network), but defined on active directory and Exchange server (approximately 450 Users in total). All of our sites are located in Washington, D.C. All UPO servers are HP ProLiant configured for UPO.ORG domain as follows: - Forest and Domain functional level running on Windows 2008 AD - Multiple DC, GC, and DNS servers - Microsoft 2012 R2 Hyper-v In addition, we have the following software installed: - Symantec Corporate Antivirus - Oracle server (Oracle DB & CASA custom application) - SQL Server 2008 (Microsoft Dynamics SL) - Exchange 2013 Server - Lync Server SharePoint 2010 ( refer to Current Site Architecture - Appendix E) - Windows 2008 Fileserver - GFI Mail Essential/Mail Security UPO utilizes GB switches at the Headquarters and most of the off-site locations. 20Mbps Ethernet is installed at Headquarters for internet connectivity. Check Point R77.20 serves as Headquarters firewall and Check Point UTM EDGE Appliances at each remote site. Currently there are about 500 GB of documents stored on the Fileserver. 4.2 OBJECTIVE UPO is pursuant of architecting, developing and deploying a robust and scalable solution for enterprise search, team collaboration, corporate portal hosting, content management, and business intelligence (herein Solution ). UPO wants to leverage its pre-existing Microsoft SharePoint SP 2010 or upgraded (per Contractor recommendation) SP 2013 platform to manage data from and among six (6) major Offices/Divisions in its organization, including structured data captured in specific UPO systems, including CASA, ADP, Child Plus, LOB systems, and unstructured data including all documents, spreadsheets, and other files. The Solution will eliminate and/or minimize paper documents and manual processing, accelerate workflow throughput, enhance collaboration, and provide all Offices/Divisions within the organization more cost effective access to documents and related information. The Solution shall also reduce the redundancy of business documents, frequent transfers, misallocation of network storage space as well as time spent in searching and identifying hard copy materials. Furthermore, the solution shall increase controlled visibility of the organization's assets via portals designed to share corporate information with affiliated communities of interest. 5 P a g e R F P # E D M S

6 5.0 PERFORMANCE WORK STATEMENT (PWS) 5.1 GENERAL This is a non-personnel services contract to provide an Enterprise Document Management System. The UPO shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the UPO SharePoint Committee The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform EDMS services as defined in this Performance Work Statement except for those items specified as UPO furnished property and services. The Contractor shall perform to the standards in this contract The estimated functional effort will consist of at a minimum the automation of the following fortyeight (48) documented business processes: Office of General Counsel (5), Finance (8), Office of Technology (5), Grants (18), Office of Human Resources (5), and Office of Business Management (former OPMD) (7) The Contractor shall coordinate with the UPO s Office of Information Technology and SharePoint Committee to deliver a system that is compatible with the UPO s goals The Contractor shall review all relevant existing paper and electronic records within the organization, including documented as-is processes, work flow diagrams, documents, detailed documentation of all existing UPO systems, program functions to determine and address technical and user needs and produce the solution which include: - Execution of UPO s current document routing procedures electronically with well clarified steps in the process. Create capability for Users to initiate electronic routing of documents and to select the sequence of staff approvals and signatures required on a given document. Acceptance of electronic signatures. Implement notification to initiator informing him/her that all reviewers have completed their reviews and provided feedback or the necessary signatures The Contractor shall utilize, provide and follow a documented Project Management Plan to control the implementation of all functional specifications and configuration changes The Contractor shall provide periodic testing to ensure end product meets expectations during development and initial deployment. At completion, the Contractor shall provide users manual, complete user training for key internal personnel, and any applicable coding information appropriate for making minor changes to the system. This task includes the establishment of Test (Demo) and Production enclaves The Contractor shall provide operations management based on best industry practices and complementary administrative tools to continuously monitor the SharePoint Server farm and capacity management. The Contractor shall document and make UPO aware of all recommendations for issue management and remediation. 6 P a g e R F P # E D M S

7 The Contractor shall provide a comprehensive document and records management solution that integrates with Microsoft Office, Microsoft Outlook and utilizes online forms and workflow automation The Solution must demonstrate core capabilities for the full information management lifecycle of inception to archive (or deletion), while providing specific access controls. A full solution must provide a SP platform for some or all of the following, based on organizational needs: - Management for documents, records, web content, rich media, business processes, transactional content, document output, and communications. - Full collaboration SP platform that Users can create and manage content without involving IT, using the Office Client applications they already use every day. Users can set up collaboration workspaces, business process workflow and forms. - Easy-to-use tools and technologies to help UPO implement a full governance policy, and avoid wasted time and costly manual managing, searching, and archiving content The Solution shall include all the functions and elements as outlined in the system requirements which is included, as Appendix A, and is incorporated in this RFP by this reference. - UPO s minimum functional specifications are included as Appendix B, and incorporated in this RFP by this reference. The estimated functional effort will consist of at a minimum the automation of the 48 documented business processes. - UPO s minimum deliverables and milestones are included as Appendix C and incorporated in this RFP by this reference The Contractor shall allow for future interoperability related to Extranet/Internet access and Business Intelligence. 5.2 OTHER REQUIREMENTS Quality Control (If applicable): Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services to the UPO. The Contractor shall develop, implement and maintain an effective Quality Control System. The Contractor shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractor will also develop and maintain a Risk Management Plan, Project Communication Plan, Configuration Management Plan, Security Plan, COOP/Disaster Recovery Plan, Status Reports, and Team Meeting Minutes. The Contractors QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided Quality Assurance: The UPO shall evaluate the Contractor s performance under this contract to assure that the Contractor has performed in accordance with the requirements of the contract Place of Performance: The work to be performed under this contract will be performed at Contractor facility or UPO facilities. 7 P a g e R F P # E D M S

8 5.2.4 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must be able to pass a criminal background check at time of the proposal submission, and must maintain the level of confidentiality required for the life of the contract Physical Security: The Contractor shall be responsible for safeguarding all UPO equipment, information and property provided for Contractor use. If performing in a UPO facility, at the close of each work period, UPO facilities, equipment, and materials shall be secured Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the UPO. UPO personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings UPO will apprise the Contractor of how the UPO views the Contractor's performance and the Contractor will apprise UPO of risks and issues, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues UPO Contract Coordinator: UPO will identify a Contract Coordinator following the contract award. The Contract Coordinator will monitor all technical aspects of the contract and assist in contract administration. The Contract Coordinator is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including UPO drawings, designs, and specifications; monitor Contractor's performance and notify the Contractor of any deficiencies; coordinate availability of UPO furnished property; and provide site entry of Contractor personnel Contractor Key Personnel: The following personnel are considered key personnel by UPO: Project Manager, Business Analyst, Systems Administrator, SharePoint Architect and SharePoint Engineer/Developer Project/Task Manager: The Contractor shall provide a Project or Task Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the UPO Contract Coordinator. The Project Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Project Manager or alternate shall be available between 8:45 a.m. to 5:00 p.m., Monday thru Friday except Federal holidays or when the UPO facility is closed for administrative reasons Identification of Contractor Employees: A listing of employees performing work on the contract shall be furnished to the UPO Contract Coordinator prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. All contract personnel attending meetings, answering UPO telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are UPO officials or employees. They must also ensure that all documents or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. 8 P a g e R F P # E D M S

9 Supervision of Contractor Employees: UPO will not exercise any supervision or control over Contractor or Subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not UPO. The Contractor, in turn, shall be accountable to the UPO for its Contractor employees Data Rights: UPO has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be UPO owned and are the property of the UPO with all rights and privileges of ownership/copyright. These documents and materials may not be used or sold by the Contractor without written permission from the UPO Contract Coordinator. All materials supplied to UPO shall be the sole property of UPO and may not be used for any other purpose. This right does not abrogate any other UPO rights Phase In /Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date Safety: The Contractor shall report accidents/mishaps to the UPO Contract Coordinator. UPO management reserves the right to perform visual inspections of the Contractor's and Subcontractor's assigned UPO workspace. Any non-compliance or violations will be reported to the Contract Coordinator. 5.3 UPO FURNISHED PROPERTY, EQUIPMENT, AND SERVICES Services: UPO will provide coordination services Facilities: UPO will provide the necessary workspace for the Contractor staff to provide the support outlined in the PWS to include necessary network and physical server access, desk space, telephones, computers, and other items necessary to maintain an office environment Equipment (If applicable): UPO will provide authorized Contractor personnel access to scanners, fax machines, printers, and any other peripherals necessary to provide the support outlined in the PWS Materials: UPO will not provide any materials. 5.4 CONTRACTOR FURNISHED ITEMS AND SERVICES General: The Contractor shall furnish all additional software, equipment, facilities and services required to perform work under this contract that are not listed under Section of this PWS Materials: The Contractor shall furnish any materials necessary to meet the requirements under this PWS. 9 P a g e R F P # E D M S

10 5.4.3 Equipment: The Contractor shall provide any equipment necessary to meet the requirements under this PWS. UPO reserves the right to issue UPO procured/owned equipment as directed or seen to meet the requirements under this PWS. 5.5 APPLICABLE PUBLICATIONS The Contractor must abide by all listed and applicable industry standards, laws, regulations, policies and procedures. - UPO Office of Technology Information Technology Policy - UPO Finance Policy 5.6 SPECIFIC TASKS In the Designed Solution, the Contractor shall provide detailed discovery, recommendations and planning documentation needed for the preparation and execution that pertains to the following, but not limited to, elements of a SHAREPOINT EDMS solution: Deployment Planning, Software and Hardware Requirements, Migration to In-House SharePoint 2013, Security Permission, Load Balancing, Technical Writing, External Services Integration, Testing and Capacity Planning, Browser Support, User Access, Branding and User Interface support, Information Assurance, Governance assistance and documentation, Storage Configuration, IP Support, Sandbox support requirements, Services Infrastructure, Farm Design, Antivirus, Enterprise Search Support, Implementation Support, Site Development and Migration and Post-Production/ Closure support The Contractor shall provide UPO with a Work Plan based on the UPO SharePoint Roadmap and best practices. The design document will provide a view of the components that will be used to create and enable the business services required to provide the elements described in the Roadmap. This includes the hardware and network model for the Production, Test and Development environment(s). The Contractor shall provide complete and functional applications that meet the end user needs and conforms to UPO requirements including accessible site pages, forms, workflows functionality. Where suitable, Out of the Box (OOTB) SharePoint features should be used to enhance maintainability The Contractor shall provide the End-users with intuitive, easily accessible reports created from user developed ad hoc queries. Where suitable, OOTB SharePoint features should be used to enhance maintainability The Contractor shall provide integration services with external business systems, current and future Microsoft products to include access controls and interoperability. The Contractor shall also provide a method to import existing documents from existing 3rd party applications, desktops, network drives and file servers. The Contractor shall provide the names of all 3 rd party applications that it plans to use. 10 P a g e R F P # E D M S

11 5.6.6 The Contractor shall utilize PMI, Agile or other planning, organizing, motivating, and controlling resources to achieve specific goals. The methodology should be implemented with UPO The Contract Coordinator approval and endorsement and documented in the Project Management Plan The Contractor shall provide user and IT team training and deployment support for the knowledge management, documentation, training and other transference activities as directed by UPO The Contractor shall coordinate with the UPO Information Technology team(s) to perform free of additional charges analysis, troubleshooting and resolution of technical issues that might incur during the project or within six (6) months after the final acceptance of the application to restore services if services become unavailable or unstable The Contractor shall coordinate with the UPO Information Technology team in providing installation, configuration, troubleshooting and customer support services within the UPO server environment. The Contractor shall provide UPO with Initial Work Plan 0 The Contractor shall provide UPO with a Plan of Action and Milestones (POAM) in Microsoft Project or Excel to provide a task by task level work breakdown structure and schedule. The Contractor may also be required to periodically provide high-level overviews and status presentations to UPO senior management. 1 The Contractor shall provide UPO with a Project Management Plan to capture and document the Contractor s approach to managing the entire effort end-to-end, covering all project phases, from initiation through planning, execution and closure. Through the effort Contractor will facilitate and/or participate in project status and requirements meetings, presentations and be responsible for all relevant meeting notes. 2 The Contractor shall provide UPO with draft and final Concept of Operations (CONOPS) to document key proposed elements of the EDMS Solution architecture, deployment, planned initiatives and operations. This task includes dependent ACLs, network, server and security controls. 3 The Contractor shall provide UPO with all required System Documentation (including Installation, Configuration, Standard Operating Procedures and User Help) to document the final solution deployed for Production use. 4 The Contractor shall provide UPO with a Quality Control Plan which includes the techniques, procedures, and methodologies that will be used to assure timely and accurate delivery of the deliverables. 5 The Contractor shall provide UPO with a Risk Management Plan on a quarterly basis to document how Risk Management will be structured and performed on the project. Successive Risk management deliverables such as a Risk Register should be incorporated into Contractor s Status Report. 6 The Contractor shall provide UPO with a Project Communication Plan on a quarterly basis to document the efficient and effective approach to communicate with stakeholders. 11 P a g e R F P # E D M S

12 7 The Contractor shall provide UPO with a Configuration Management Plan to manage change, mitigate the impacts of uncontrolled change, and communicate approved changes so all project stakeholders are aware. 8 The Contractor shall provide UPO with a Security Management Plan to document how user, network, application and overall information security will be managed across the UPO SP enterprise. The Security Management Plan will also document the overall strategy for establishing the use of Windows AD, ACLs and SharePoint permission. 9 The Contractor shall provide UPO with a monthly status report to include but not limited to tasks accomplished since the last report, upcoming tasks, and any other information deemed relevant. As deemed necessary, the Contractor will participate in ad-hoc on-site meetings and phone calls The Contractor shall provide UPO with project based Test Plans, Test Scripts and Results to aid the validation and verification of solutions prior to being deployed for Production use The Contractor shall provide an updated UPO SharePoint Roadmap to document the key elements of the EDMS Solution deployment, future initiatives, subsequent direction and management The Contractor shall provide UPO with a reasonable Maintenance Proposal that will address in detail up to three (3) levels of support and corresponding cost. UPO should be able to select the level desired, or decline all of them. 6.0 PROPOSAL REQUIREMENTS 6.1 GENERAL REQUIREMENTS 1. Proposals shall be signed by an authorized representative of the bidder. All information requested should be submitted. Failure to submit all information requested may result in the organization requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by UPO. 2. Proposals should be prepared simply, as thorough and detailed as possible providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP so that UPO may properly evaluate bidder's capabilities to provide the required product. Emphasis should be placed on completeness and clarity of content. 3. All responses are to be submitted on standard 8.5 X 11 paper in 12 pt. minimum type. Bidders shall respond to the items in the order they are shown in the RFP. Proposals should describe the most favorable terms and shall remain firm for 120 days from the bid opening date. Proposals should be submitted exclusive of all federal, state and local taxes. 6.2 SPECIAL REQUIREMENTS 1. Required Attachments (must be submitted to UPO with the bidder response): a. Detailed resumes illustrating the consultant s qualification and experiences. b. Current business license. 12 P a g e R F P # E D M S

13 c. Current certificate of insurance evidencing the coverage required in this RFP. d. At least three (3) examples/references of similar work with contact details (name, address, telephone number, and ) that can verify and explain the consultant involvement and role in the project. e. Complete Vendor Identification Form - included as an attachment (Appendix D) to the RFP. f. Table of Contents which cross-references the RFP requirements. Information which the bidder desires to present that does not fall within any of the requirements of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material. g. A written narrative statement to include as a minimum: (1) experience in providing the services described herein, (2) a description that the bidder understands UPO requirements and how the work will be performed, (3) a detailed proposal that meets the RFP requirements, and (4) quoted cost of services requested in detail. h. The Proposed Project Plan to be submitted as part of the response to this RFP and shall contain the following proposed draft documents: 2 Concept of Operations (CONOPS) 4 Quality Control Plan 5 Risk Management Plan 6 Project Communication Plan 8 Security Management Plan Test Plan and Test Results 2. All pages of the proposal should be numbered. 3. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. 4. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. 5. Ownership of all data, materials and documentation originated and prepared for this RFP by any bidder shall belong exclusively to UPO. 7.0 EVALUATION CRITERIA 1. All proposals will be reviewed to determine if they adhere to the format and instructions of the RFP, meet the criteria indicated below and conform to the objectives and requirements of the RFP. An evaluation team will evaluate the merit of proposals received in accordance with criteria outlined in this RFP. Incompleteness, significant inconsistencies or inaccuracies found within a response may result in a reduction of the evaluation rating. UPO reserves the right to a) waive variances or reject any or all proposals and b) request clarifications from any or all proposers. Proposals shall be rejected if they: 1) are received after closing date and time, 2) are not properly sealed, 3) contain alterations not initialed by an authorized official, and 4) are not meeting specifications. 2. The following criteria will be utilized in the evaluation of the proposals: 13 P a g e R F P # E D M S

14 a. Adherence to RFP: The Proposer adheres to the instructions in this RFP on preparing and submitting the proposal. b. Qualifications and experience: The Proposer s past experience and performance on comparable engagements. c. Reasonableness of Cost: A total dollar amount for the service requested and a detailed breakdown must be provided with the proposal. 3. Detailed Technical Evaluation Criteria is stated below: a. The degree to which the Proposer addresses to the instructions in this RFP on preparing and submitting the Proposal. The degree to which the company history indicates that the Proposer is likely to remain viable and provide the required services for the duration of this Project. b. The degree to which Proposer s personnel that will participate in this project have a high level of technical qualification and experience (Based on resumes). c. The degree to which the Proposer s history of successful and ongoing implementations demonstrates the Proposer has industry knowledge and Project success in software implementation of this type, and the ongoing support of those implementations. d. The degree to which the proposed methodology and supporting documentation for managing project performance meet UPO s needs. Proposed Project Plan deliverables will be viewed as the guiding deliverable for the entire project. e. The degree to which the Proposer demonstrates an understanding of the Requirements as outlined in section 5.6 SPECIFIC TASKS and 9.0 APPENDIX A: EDMS SOLUTION REQUIREMENTS MATRIX, AND 9.1 APPENDIX B: EDMS FUNCTIONAL REQUIREMNTS MATRIX. f. The adequacy of the proposed Training. g. The degree to which the Proposer addresses the upgrade from SharePoint 2010 environment to SharePoint h. The degree to which the Proposer describes the contents of the Design Document and the attachments included. i. The degree to which the Proposer addresses the resolution of technical issues that incur after the final acceptance of application. j. The degree to which the Proposer addresses the after Project application maintenance and support. 8.0 GENERAL TERMS AND CONDITIONS 1. Right to Audit: UPO shall have the right to audit all invoices submitted by the proposer. UPO shall have the right to audit all relevant data upon which the proposer s prices are based. 14 P a g e R F P # E D M S

15 2. Anti-Kickback Provision: This contract is subject to the provisions of the Anti-Kickback Enforcement Act of By agreeing to this binding agreement, the transacting parties (1) certify that they have not paid kickbacks directly or indirectly to any employee of UPO for the purpose of obtaining this or any other agreement, purchase order or contract from UPO and (2) agree to cooperate fully with any Federal Agency investigating a possible violation of the Act. 3. Equal Opportunity: The proposer agrees not to discriminate against any employee or applicant for employment on account of any services, or activities made possible by or resulting from this RFP on the grounds of actual or perceived sex, race, color, religion, national origin, age (except minimum age and retirement provision), marital status, disability, personal appearance, sexual orientation, gender identity or expression, familial status, family responsibilities, matriculation, political affiliation, genetic information, source of income, place of residence or business, veteran status or any other characteristic protected under federal or District law. Any violation of this provision shall be considered a violation of a material provision of this agreement and shall be grounds for cancellation, termination or suspension in whole or in part of the agreement by UPO which may result in ineligibility for further UPO contracts. The Proposer shall at all times in the proposal and contract process comply with all applicable UPO, DC, and federal anti- discrimination laws, rules, regulations and requirements thereof. 4. Informal Communications: From the date of receipt of this RFP by each proposer until a binding contractual agreement exists with the selected proposer and all other proposers have been notified, or when UPO rejects all proposals, informal communications regarding this procurement shall cease. There shall be no requests from proposers to any Office or Division at UPO with the exception of contact for information, comments, etc. and they shall be ed at the address provided on the cover page. 5. Formal Communications: From the date of receipt of this RFP by each proposer, until a binding contractual agreement exists with the selected proposer, and all other proposers have been notified, or when UPO rejects all proposals, all communications between UPO and the proposers will be formal s. 6. Additions and Deletions of Goods or Services: UPO reserves the right to add and/or delete goods or services to any contract entered into with proposer. Should a requirement be deleted, payment to the proposer shall be reduced proportionately to the amount of goods or services reduced in accordance with the proposal price. Should additional goods or services be required from the contract, prices for such additions will be negotiated between the proposer and UPO. 7. Non-Collusion/Fraud: By submitting a proposal, the proposer warrants and certifies that neither proposer nor its employees or associates has contacted any unauthorized UPO employee, officer or elected official regarding the contents of this solicitation or the solicitation process. Proposer further warrants and certifies that neither proposer nor its employees or associates has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in response to this solicitation. If at any time it shall be found that proposer or its employees or associates has, in the presenting of its proposal, colluded with any other party or parties for the purpose of preventing or restricting free competition, proposer s offer shall be 15 P a g e R F P # E D M S

16 immediately rejected. Any contract awarded prior to the UPO s discovery of proposer s collusion shall be terminated and proposer shall be liable for all of its damages sustained by UPO as a result of proposer s collusion. 8. Any costs incurred by proposers in preparing or submitting a proposal shall be the proposer s sole responsibility. 9. Any agreement resulting from this RFP shall be subject to but not limited to the following certifications: a. Certification that it nor its principles are not debarred, suspended, proposed debarment, declared ineligible, or voluntarily excluded by any federal department or agency from participation in this transaction by any Federal department or agency in accordance with 45 CFR Part 76. b. Certification Regarding Lobbying under Title 31, US Code, Section Federal, State and Local Taxes: UPO is exempt from State and federal taxes. Such taxes shall not be included in quoted prices, but if any taxes are known by the bidder to apply, they shall be shown separately. If not so shown, they shall be considered an expense of the bidder and deemed a part of the quoted prices. 11. Payment Terms: Preferred invoice payment terms will be 2% 10, net 30 days from date of invoice. In the event there is a discrepancy between the order and the invoice, payment terms shall be effective starting on the date the discrepancy is resolved. Monies due or to become due to the proposer under the contract may be retained by UPO as necessary to satisfy any outstanding claim which UPO may have against the proposer. At any time or times before final payment and three years thereafter, UPO may have the proposers invoices or vouchers and statement of cost audited. 12. Indemnification: Proposer shall indemnify, protect, defend and hold harmless UPO, its directors, officers, employees, and representatives from and against any and all claims arising from or connected with: (1) any alleged or actual breach by proposer or (2) or any act or omission by proposer and only to the extent such claim arises by negligence or intentional misconduct or as may be allowed under applicable law. Monies due or to become due to the proposer under contract may be retained by UPO as necessary to satisfy any outstanding claim which UPO may have against the proposer. 13. Insurance: Proposer shall, at all times, at its own expense, obtain and carry comprehensive liability insurance including errors and omissions coverage, property damage insurance and workers compensation insurance in adequate amounts. Proposer shall keep such insurance in force for the duration and term of this agreement. All certificates of insurance or evidence of insurance must contain a thirty (30) day written notice of any cancellation, change, or termination of coverage. The insurance required shall be obtained from insurance company(ies) licensed to do business in the District of Columbia and shall be kept in force for 90 days after the last payment under the contract: Workers Compensation Insurance providing statutory limits for the District of Columbia. Business Automobile Liability Insurance with a minimum of $1,000,000 per occurrence. (if applicable) 16 P a g e R F P # E D M S

17 Commercial General Liability Insurance coverage with a minimum of $1,000,000 per occurrence/$2,000,000 aggregate limit. The Contractor shall provide immediate notice in the event there is any change of insurance or that it has reached the insurance limits due to claims made. 14. RFP Addendum: In the event that it becomes necessary to revise this RFP, in whole or in part, an addendum will be provided on our website. 15. Completed Proposals: A Proposer may submit no more than one (1) proposal in response to this RFP. The proposal shall be completed and signed by an individual who is authorized to bind the firm. By submitting a proposal, the proposer represents that: a. The proposer has read and understands the request for bid and submits the response in accordance therewith. b. The proposer possesses the capabilities, equipment, and personnel necessary to provide an efficient and successful service. c. The proposer has all required licenses and insurance. 16. Withdrawal of Proposals: At any time prior to the hour and date set for submitting proposals, a proposer may withdraw the proposal. This will not preclude the submission of another proposal prior to the hour and date set for submitting the proposal. After the scheduled time and date for submitting proposals, no proposer will be permitted to withdraw the proposal unless the award is delayed for a period exceeding 60 days. 17. Receipt and Opening of Proposals: Proposers are responsible to assure their proposal is delivered to UPO by the scheduled date and time. Only those proposals which are received in a timely fashion as set forth in this RFP will receive consideration. Proposals received after the date and hour designated are automatically disqualified and will not be considered; late proposals will be dated, marked as received late, and placed unopened in the proposal file. Proposers must pay particular attention to insure the proposal is properly addressed. UPO is not responsible if the proposal does not reach the destination specified by the appointed date and time. 18. Contract Award Notification will be made following the proposal evaluation process. The selected proposer will be formally notified by mail or . Other notifications will not be honored and should not be considered as a valid offer of award. 17 P a g e R F P # E D M S

18 APPENDICES 18 P a g e R F P # E D M S

19 9.0 APPENDIX A: EDMS SOLUTION REQUIREMENTS MATRIX UPO envisions architecting, developing and deploying a robust and scalable solution for enterprise search, team collaboration, corporate portal hosting, content management, and business intelligence. The prospective new system expects to be an implementation of SharePoint 2013, elaborating on the already pre-existing SharePoint 2010 (basic collaboration configuration). The following information provides more details of the requirements referenced in Section Error! Reference source not found. of this RFP. REQ No. Requirement Priority (M)andatory; (D)esired; (O)ptional Comments PWS Ref. Accessibility A.1 The EDMS solution and associated deliverables shall be in compliance with the stipulations of Section 508 of the Rehabilitation Act, 29 U.S.C. 794d, as amended. A.2 The EDMS solution should be published according to the OMB Federal Web Standards and guidance. A.3 The Contractor shall assist UPO with testing posted Websites and documents for Section 508 compliance, where necessary. Quality Q.1 The Contractor shall test the EDMS solution using an UPO approved Acceptance Test Plan. The solution must pass all requirements and the results must be provided to the State for review. Q.2 The Contractor shall assist UPO in their preliminary user testing to assure all basic functions work properly. The Contractor will make every reasonable effort to ensure compliance or otherwise notify UPO where a VPAT exists that directly addresses known accessibility features of Microsoft products having a Section 508 Standards deficiency. UPO staff will make final compliance determinations, where necessary P a g e R F P # E D M S

20 Q.3 The Contractor will correct issues reported by the UPO in their acceptance testing in a timely manner. Security S.1 The EDMS solution shall provide a role based security model includes ability to establish exceptions. Additionally, access can be limited to read only at the user level. S.2 The EDMS solution shall permit navigational security, with multiple layers of user definable security to limit access at department, user, system, function, and file levels. S.3 The EDMS solution shall provide the ability to send secured links to documents directly to team members, partners, suppliers, or customers. S.4 The EDMS solution shall permit for electronic signature management - support for inserting signatures and managing records content and access. Technical T.1 The EDMS solution shall provide multiple methods to import existing documents from existing 3rd party applications, desktops, network drives and file servers. Importation can be done en masse. T.2 The EDMS solution shall provide both a Web browser and a Client Interface for Microsoft technologies integration. T.3 The EDMS solution shall be fully integrated with Microsoft Office applications (Word, Excel, PowerPoint, OneNote, and Visio), Lync 2013 and add , including attachments (Outlook) to the library. T.4 The EDMS solution shall permit to attach documents directly to outgoing e- mail using Microsoft Outlook. T.5 The EDMS solution shall provide the ability to classify documents with metadata to make them easier to search and retrieve in the future. The quantity of metadata and document types should be unlimited. UPO will perform acceptance testing and report their results to the Contractor in a timely manner. File security must be maintained as only authorized Users can retrieve a file by using the provided link P a g e R F P # E D M S

21 T.6 The EDMS solution shall ensure a mandatory amount of metadata is captured for each document or record in the library. T.7 The EDMS solution shall provide the ability to process e-forms and automatically extract metadata values. T.8 The EDMS solution shall provide the ability to automatically increase the version number of the document upon check in. Previous versions of documents are maintained by the system in the event that a rollback is required. T.9 The EDMS solution shall provide check in / check out ability preventing documents from being overwritten or deleted as documents are updated. T.10 The EDMS solution shall provide the capability for the librarian to review the status of all documents checked out and check a document back in on behalf of another user. T.11 The EDMS solution shall store virtually any kind of document in its native file format. T.12 The EDMS solution shall be capable of importing audio content files (MP3, wav, etc.) and launching appropriate media viewers for retrieval. T.13 The EDMS solution shall provide the ability to capture, store, retrieve, and reproduce irregular-sized (e.g., larger than 8 ½ x 11) documents. T.14 The EDMS solution shall provide document to document linking to permit Users to bundle files into logical groups and integrated viewing capability to display all linked files on screen. T.15 The EDMS solution shall provide the ability to create bookmarks to documents frequently accessed such as a "My Favorite" list. T.16 The EDMS solution shall provide the ability for Users to subscribe to be notified of edits or changes or version updates to files and changes to folders they are monitoring. As new documents are added, the user is prompted to classify the file using required metadata fields as defined by the controlled vocabulary, menus, and text fields. User should be able to point and click on the linked file and the system will take user to that record set. 21 P a g e R F P # E D M S

22 T.17 The EDMS solution shall provide the ability for Users to receive notifications when an existing file is updated or a file is added to a folder, when a change has occurred, who has changed it, and provide a secure link to directly access the document. T.18 The EDMS solution shall provide the ability for Users to set alerts and reminders on documents that need attention in the future. (i.e. contract renewals) T.19 The EDMS solution shall provide the ability for Users to combine and aggregate files into their own personal "virtual" folders. (OneDrive for Business) T.20 The EDMS solution shall provide the ability to personalize user preferences, the views, alerts, workflow preferences and others. T.21 The EDMS solution shall provide retention polices for record conversion, archival and deletion which can be set on a document type and executed automatically based on a preconfigured date. T.22 The EDMS solution shall provide the ability to automatically tag documents (add metadata) simply by dragging the documents into a folder. This feature is called 'Matter Centric" filing in the legal industry. T.23 The EDMS solution shall provide the ability for Users to retrieve (or download) a copy of a record but not the original record itself. T.24 The EDMS solution shall provide the quick recoverability for documents accidentally deleted by Users (with delete permissions) for restoration by Library Administrators. T.25 The EDMS solution shall provide the ability to create and print specialized document and version control numbers on engineering or Research and Development (R&D) documents. T.26 The EDMS solution shall enforce adherence to document and record naming conventions or standards. As documents are added to the library, they are For example, a Project Manager may have a folder for project documentation, contract documents, invoices, design documentation and s all in one "virtual" folder, although discrete information are stored in various library repositories. 22 P a g e R F P # E D M S