PART I GENERAL INFORMATION FOR VENDORS

Transcription

1 PART I GENERAL INFORMATION FOR VENDORS I.1. Purpose This request for proposal (RFP) provides interested vendors with sufficient information to enable them to prepare and submit proposals for consideration by Mansfield University hereinafter known as University, to satisfy an Enterprise Document Management System... Mansfield University is a member of the Pennsylvania State System of Higher Education which encourages responses from small firms, minority firms, firms owned by women, and firms, which have not previously worked for the System. I.2. Issuing Office This RFP is issued by Mansfield University. The issuing office is the sole point of contact for this RFP. Proposals shall be submitted via the Ebid System at All questions regarding this proposal should be directed to: Mr. Tekeste B. Abraham Director, Purchasing/Contract Specialist Brooks Maintenance 101C Mansfield University Mansfield, Pa Phone I.3. I.4. I.5. I-6. I-7. I.8. I.9. Scope This RFP contains instructions governing the proposals to be submitted and the material to be included therein; a description of the service to be provided; requirements which must be met to be eligible for consideration general evaluation criteria; and other requirements to be met by each proposal. Problem Statement The University has a need for a campus wide application for document imaging, management, workflow, online form creation and document archiving/retention needs. Type of Contract It is proposed that if a contract is entered into as a result of the RFP, it will be a standard Mansfield University Blue Back contract and will contain the provisions shown in the document attached as Appendix A. Negotiations may be undertaken with vendors whose proposals as to price and other factors show them to be qualified, responsible, and capable of performing the work. The contract will be for the period from the effective date of the contract through January 16, 2013; with the University reserving the option to renew for four (4) additional one-year periods. Rejection of Proposals Mansfield University reserves the right to reject any and all proposals received as a result of this request, or to negotiate separately with competing vendors. Incurring Costs Mansfield University is not liable for any cost incurred by vendors prior to issuance of a contract. Amendment to the RFP If it becomes necessary to revise any part of this RFP, an amendment will be issued to all contractors who received the basic RFP. Response Date Enterprise Document Management System RFP Page 1 of 5

2 To be considered, proposals must arrive via the Ebid System at Ebidexchange.com/PASSHE no later than 2:00 PM on November 14, I.10. I-11. I.12. I.13. I.14. I.15. I.16. I.17. I.18. Proposals To be considered, contractors must submit a complete response to this RFP, using the format provided in PART III. Four copies of the proposal must be submitted to the issuing office. Proposals must be signed by an official authorized to bind the vendor to its provisions. For this RFP, the proposal must remain valid for least 90 days. Moreover, the contents of the proposal of the selected vendor will become contractual obligations if a contract is entered into. Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor s ability to meet the requirements of the RFP. Oral Presentation Contractors who submit proposals may be required to make an oral presentation of their proposal to the University. Such presentations provide an opportunity for the vendor to clarify his proposal to ensure thorough mutual understanding. The issuing office will schedule these presentations. Prime Contractor Responsibilities The selected vendor will be required to assume responsibility for all services offered in his proposal whether or not he produces them. Further, Mansfield University will consider the selected vendor to be the sole point of contact with regard to contractual matters. Disclosure of Proposal Contents As an instrumentality of the Commonwealth of Pennsylvania, Mansfield University is subject to Pennsylvania Right to Know Law. All material submitted with the proposal becomes the property of Mansfield University and may be returned only at Mansfield University s option. Proposals submitted to Mansfield University may be reviewed and evaluated by any person other than competing vendors at the discretion of Mansfield University. Mansfield University has the right to use any or all ideas in any proposal. Selection or rejection of the proposal does not affect this right. Standard Contract The selected vendor will be expected to enter into an agreement as contained in the Standard Contract attached as Appendix A to this RFP. Debriefing Conferences Vendors whose proposals are not selected will be notified of the name of the selected vendor and will be given the opportunity to be debriefed. The issuing office will schedule the time and location of the debriefing. News Releases News releases pertaining to this project will not be made without prior Mansfield University approval, and only in coordination with the issuing office. Cost Data All cost data for the proposal shall be submitted in a separate document within the proposal and kept separate from the technical proposal. Enterprise Document Management System RFP Page 2 of 5

3 PART II WORK STATEMENT II.1. Requirements. The university currently has a limited Document Management System (laser fiche) and has documents stored in the system. The scope of this RFP does not need to include moving these documents over, but solution must be scalable to support this activity if desired. The University also houses paper files and those are not applicable in the transitioning to the system in the initial project but long term desire is to have a scalable solution to accommodate if needed. The University is currently adding estimated 30,000 50,000 documents per year with an average rate of 10 to 15% annually. 2. Minimum System Requirements: a. Full indexing of documents which are added allowing for full text searching b. Must support scan station standards (TWIN) and allow for individual and mass intake of paper based documents conversion and automatic coding/mapping/organizing of those documents into electronic versions. c. Must support Microsoft Office documents and and the intake/coding/mapping/organizing of those documents in the system. d. Must have GUI workflow tool and also a programming interface to make more complex workflow solutions. e. Must support Optical Character Recognition and Image Character Recognition. f. Must support commenting and annotation with the ability to have those is based on permissions to allow printing or viewing of comments based on those permissions g. Document check-in/checkout h. Version of documents i. Users' ability to manage permission on documents and folders and be able to assign those without an admin intervening Technical: a. Must have cloud hosting capability. b. Must support LDAP or AD for group and user management and authentication. c. Full Web Services and APIs for using functions in the system. Integration: a. Integrate with Ellucian Colleague Datatel R18 b. Integrate with SAP 3. Independent Capacity of Contractor: The Contractor, any agent and employees of the contractor, in the performance of this agreement shall act in an independent capacity and not as officers, employees or agent of the University. 4. Held Harmless: Neither of the parties shall assume any liabilities to each other. As to liability to each other or death or persons, or damages to property, the parties don not waive any defense as a result of entering into this contract. This provision shall not be construed to limit the Commonwealth s rights, claims or defenses, which arise as a matter of law pursuant to any provisions of this contract. This provision shall not be Enterprise Document Management System RFP Page 3 of 5

4 construed to limit the sovereign immunity of the Commonwealth or of the State System of Higher Education or the Member. PART III CRITERIA FOR SELECTION III-1. III-2. All proposals received from contractors will be reviewed and evaluated by a committee of qualified University personnel. This committee will recommend for selection the proposal, which most closely meets the requirements of the RFP and satisfies University needs. The following areas of consideration will be used in making the selection: a. UNDERSTANDING OF THE PROBLEM. This refers to the contractor s understanding of the University s needs present products and services that meet the specs and the institution s need. b. CONTRACTOR QUALIFICATIONS. This refers to the ability of the contractor to meet the terms of the RFP, especially the time constraint and the quality, relevancy, and urgency of the institution s needs and provide the product and service timely. This also includes the contractor s financial ability to undertake a project of this size. The university will issue the standard Pennsylvania State System of Higher Education Blueback contract, which will contain the Standard Provisions that is shown attached with this RFP. RFP, addenda, and other agreed upon modifications, and proposals submitted by the successful responder shall be incorporated into the contractual agreements signed by successful responder, Mansfield University and signed by the state system legal review. c. PROFESSIONAL PERSONNEL. This refers to the competence of professional personnel who would be assigned to the job by the contractor. Qualifications of professional personnel will be measured by experience and education, with particular reference to experience one of implementing the system in line with the RFP requirements and specs. Particular emphasis is placed on the qualifications of the Project Manager. d. SOUNDNESS OF APPROACH. The emphasis here is on the techniques for collecting and analyzing data, sequence and relationships of major steps, and methods for managing the service. Of equal importance is whether the technical approach is completely responsive to all written specifications and requirements contained in the RFP and if it appears to meet agency objectives. e. COST. While this area will be heavily weighted, it will not normally be the deciding factor in the selection process. Cost is not the deciding factor in the selection of a contractor, and therefore low-bid is not the automatic winner. Other stated criteria in the RFP will be weighted more than cost. EVALUATION AND RESPONSES TO PROPOSALS RECEIVED WILL BE BASED ON THE FOLLOWING CROTERA- The brief proposal, right to the point, complete, and readable 15% Meets the specs in line with the RFP, is the suitability of the system 15% Adherence to bid specifications, initial investment 15% Price 30% Maintenance/Support Costs and service offerings 15% Software Warranty, Installation, test, training and implementation cost 10% f. REFERENCES. The references from clients where similar work was completed. Enterprise Document Management System RFP Page 4 of 5

5 g. QUALITY OF PROPOSAL. The emphasis here is on the quality of the proposal following the guidelines in Part II. h. ATTACHMENT 1: It is incorporated with the RFP as a requirement. Enterprise Document Management System RFP Page 5 of 5