PUBLIC UTILITY COMMISSION OF TEXAS

Transcription

1 PUBLIC UTILITY COMMISSION OF TEXAS REQUEST FOR INFORMATION For A Document Management System Public Utility Commission of Texas William B. Travis Building 1701 North Congress Ave. Austin, Texas Closing Time and Date 2:00 p.m., Central Standard Time June 1, 2016 NIGP Class Item , , Page 1 of 5

2 SECTION 1 INTRODUCTION The Public Utility Commission (PUC) is issuing this RFI in order to receive solution and pricing information on the replacement of our current document management system. This information is for use in the upcoming budget cycle. SECTION 2 ANTICIPATED SCHEDULE OF ACTIVITIES RFI Release May 10, 2016 RFI Workshop May 18, 2016 Last day to submit written question(s) regarding the RFI Electronic Posting of Questions and Answers May 27, 2016 Deadline for submission of response May 25, 2016, 5:00 p.m. CST June 1, 2016, 2:00 p.m. CST SECTION 3 QUESTIONS The PUCT will accept only written questions and requests for clarification by to the attention of the personnel below. Inquiries and comments must reference the Request for Information. Direct questions about the RFI to: Jay Stone, CTPM, CTCM RFIDocketmanagement@puc.texas.gov SECTION 4 - RFI WORKSHOP The PUCT will hold a workshop to demonstrate the current document management system and discuss agency requirements in a new document management system on May 18, The workshop on May 18, 2016 will start at 10 a.m. CT at the PUCT headquarters located in the William B. Travis Building at 1701 N. Congress Ave., Austin, Texas on the 7 th floor. The workshop will be held in the Commissioners Hearing Room. The workshop is scheduled to last 2 hours. The workshop is designed to give an understanding of the PUCT current document management system and the anticipated requirements of a new document management system. SECTION 5 RESPONSE REQUIREMENTS Responses to the RFI should be ed to RFIDocketmanagement@puc.texas.gov by 5:00 p.m., CST. Microsoft Word or Adobe PDF are the preferred format for responses to ensure they are easily viewed by PUCT staff. Page 2 of 5

3 SECTION 6 PUCT INQUIRIES Regarding a New Document Management System PUCT is seeking general information from interested Respondents regarding a new document management system. The PUC will host a workshop on May 18, 2016 in order to demonstrate the current document management system and answer questions. The current records process is outlined below: 1) Parties file paper copies appropriate for the filing type with the Filing Clerk. Please see following website for more detail: 2) If the filing is 10 pages or more, parties are required to submit the document electronically using the PUC Filer in addition to the paper copies, unless it is a confidential filing under 16 TAC 22.71(d), in which case, they must not use the PUC Filer. When the Filer process is complete, the user will receive a tracking sheet with a code allowing our system to pair the electronic and paper copies: 3) The Filing Clerk stamps the paper copies with the time and date, and manually enters the filing using the Check-in Application. When the document is filed electronically, the information such as filing party, docket number, description, etc., is auto-populated using the information submitted by the party. When the document is not filed electronically, this information is manually entered by the Filing Clerk; 4) When the Check-in process is completed, the application generates a bar code page which contains the docket number and the item number which has been assigned by the system; 5) The additional filing copies are routed to the appropriate divisions throughout the agency; 6) The Filing Clerk hand labels the item with the docket number in the top right corner and the item number in the bottom right hand corner of the page, places the bar code page on top of the filing, and passes the filing to the Scanning Clerk; 7) The Scanning Clerk scans large filings immediately, and will usually collect a number of smaller filings to scan at one time; 8) The scanning system takes the document, runs it through an OCR process, and posts the filing to the appropriate docket and item number available 9) The original document is filed in the stacks Respondents to this RFI should incorporate the following elements in their responses: Pricing based on two alternatives; Page 3 of 5

4 1) Pricing based on use of resources in the State Datacenter, i.e., Servers, Storage, Backup, etc.; 2) Pricing based on a vendor hosted solution Migration to a new software platform; Replacement of the current client-based application PUC Filer ; Automated process by which electronic filings are marked with time and date when accepted by Central Records; Replacement of the current client-side application PUC Interchange Filings and publicly available website: asp with a single web based application; Integration with the PUC s security and Active Directory infrastructure; The ability for both internal and external users to receive notification of new filings via ; Migration of existing database and records to the new solution. SECTION 7 NO CONTRACT RESULTS FROM THIS RFI This RFI is issued solely for research purposes. The PUCT intends to obtain information that may assist PUCT in preparing specifications for a possible issuance of a future solicitation. This RFI is not a Request for Proposals (RFP), purchase, solicitation, commitment to conduct procurement, or an offer of a contract or potential contract. PUCT is under no obligation whatsoever to issue a solicitation. Respondent submission of a response or participation in a presentation is voluntary. Failure to respond to this RFI will not disqualify a vendor from receipt of award of any future contract. Any formal requests for pricing or proposals will be made through the formal competitive sealed bid or competitive sealed proposal process. SECTION 8 NO COMPENSATION OR COST RECOVERY PUCT will not pay for any cost that is incurred by a Respondent in connection with the preparation and submission of a response to this RFI. SECTION 9 TEXAS PUBLIC INFORMATION ACT All responses to this RFI are public information and subject to release. Some information in responses may not be subject to release because it is confidential business or financial Page 4 of 5

5 information or a trade secret. Respondents are advised to consult legal counsel regarding disclosure issues and to take appropriate precautions to safeguard trade secrets and any other proprietary information, including copyrighted information. If a Respondent believes that parts of its response are confidential, then the Respondent MUST include the term CONFIDENTIAL in bold on the part(s) of the response that the Respondent believes to be confidential. If the PUCT receives a request for any information submitted to the PUCT in connection with this RFI, the PUCT will follow the requirements of the Texas Public Information Act (Texas Government Code Chapter 552) by notifying Respondents and the Office of the Attorney General. The PUCT assumes no obligation for asserting legal arguments on behalf of Respondents. The PUCT may release parts of responses that are not marked confidential without notifying the Respondent. Page 5 of 5