Document Imaging System

Transcription

1 Missouri State Employees Retirement System REQUEST FOR PROPOSAL (RFP) for Document Imaging System GARY FINDLAY Executive Director Project Manager: Stacy Gillmore Phone: (800) Ext DUE DATE FOR RESPONSES TO RFP: December 20, :30 p.m. Central Time

2 TABLE OF CONTENTS Page SECTION I: INTRODUCTION A. Nature of Request... 3 B. Closing Date for Receipt of Proposals... 3 C. For More Information on RFP... 3 D. MOSERS Background Information... 3 SECTION II: REQUIREMENTS A. General Requirements... 4 B. Specific Requirements SECTION III: RESPONDENT QUALIFICATIONS A. Corporate Background... 4 B. Services... 4 C. Stability and Reputation... 4 D. Other Qualifications... 4 SECTION IV: INSTRUCTIONS FOR SUBMITTING PROPOSALS A. General Requirements... 5 B. Specific Requirements... 5 SECTION V: SELECTION PROCESS & EVALUATION CRITERIA A. Selection Process... 6 B. Evaluation Criteria... 6 SECTION VI: MISCELLANEOUS TERMS AND CONDITIONS A. Contractual Agreement... 6 B. Right to Reject... 7 C. Open Records... 8 D. Competitive Negotiation of Proposals... 8 E. Confidentiality... 8 EXHIBITS Exhibit A Political Contribution Policy Exhibit B Federal Work Authorization Policy

3 SECTION I INTRODUCTION A. Nature of Request The Missouri State Employees Retirement System (MOSERS), Jefferson City, Missouri is seeking to replace its current document imaging system. The current system has been in place for 20 years and contains approximately 15 million documents that need to be migrated into the new system. These documents originate from multiple sources and the functionality the existing workflow processes must be recreated. Upon award of the contract, the winning vendor must analyze the current environment and propose a solution on how best to implement their system to duplicate and/or improve current processes. MOSERS is seeking a threeyear support/maintenance contract with renewal options for three additional years. B. Closing Date for Receipt of Proposals The proposal must be received by 4:30 p.m. Central Time on December 20, 2013 for the respondent s proposal to be considered. There is no expressed or implied obligation for MOSERS to reimburse responding contractors for any expenses incurred in preparing proposals in response to this request. MOSERS also reserves the right to request additional information or clarifications from respondents, or to allow corrections of errors or omissions at any time during the evaluation process. Proposals meeting the requirements set forth in this document will be evaluated by MOSERS staff, culminating with recommendations to the executive director or deputy executive director as appropriate. C. For More Information on the RFP If you are interested in responding to this RFP and need additional information to complete it or have specific questions, please contact Stacy Gillmore at (573) or via at stacyg@mosers.org. Any paper correspondence including your submission of a response to this RFP, should be addressed as follows: Mailing: MOSERS P.O. Box 209 Jefferson City, MO Shipping: MOSERS 907 Wildwood Drive Jefferson City, MO All questions must be in writing and those questions and written answers will be shared with all other parties that have indicated an interest in submitting a proposal. The questions and answers will be placed on MOSERS website under bidding opportunities. The name of the party submitting a question will remain anonymous

4 D. MOSERS Background Information MOSERS is an instrumentality of the State of Missouri vested with the powers and duties specified in state law. MOSERS provides retirement, survivor, disability, and life insurance benefits to its members. MOSERS is also responsible for managing a $7.7 billion dollar portfolio of investments held in trust for the payment of member benefits. MOSERS also administers the state employees deferred compensation plan and a define contribution plan for certain educational employees. MOSERS is located in Jefferson City, Missouri. For additional general information relating to MOSERS, including an organizational chart and board composition, please refer to the Comprehensive Annual Financial Report for the fiscal year ended June 30, 2012, which is available on our website at the following internet address: Description of Current Environment o 75 users (35 concurrent) o Windows Server 2003 SP 2 running on VMware ESXi 5.5 (with Hypervisor) o Storage Area Network (SAN) storage o Approximately 1 million pages are added annually 100,000 pages (56,000 documents) are batch scanned 350,000 are programmatically committed 350,000 pages (78,181 documents) are COLD reports 200,000 are committed (ad-hoc) by users o All documents are currently stored on magnetic media (MSAR). o Current network connection speed: 2 Gb for network and 10 Gb for storage. o Current repository software is FileNet Image Services IDM Desktop Hotfix Pack Level 12. o Document format is TIF Group 4 and COLD. o Index values and notes are stored in an Oracle database. SECTION II REQUIREMENTS A. System Requirements Please review and complete the attached MS Word document: MOSERS DIS RFP- System Requirements.docx. B. Additional Functionality Please review and complete the attached MS Word document: MOSERS DIS RFP- Additional Functionality.docx

5 SECTION III - RESPONDENT QUALIFICATIONS A. Corporate Background Please provide a corporate summary including length of time in business. Please provide a copy of your most recent annual report / financial statements, if applicable. B. Services Please provide a description of similar services you have provided to others. C. Stability and Reputation Provide names and contact information of three current clients to be contacted as references for which you have provided similar services as those being requested under this RFP. D. System Longevity Provide approximate upgrade schedule for your software. How often do new versions of your software become available? Approximately when will your next update be released? Are customers required to apply all patches that are published? E. Other Qualifications Respondents must also satisfy all of the following mandatory minimum qualifications as outlined below in order to be considered for the contract award: 1. The respondent must agree to accept a written contract. 2. The respondent must agree to provide the minimum services as detailed in Section II, as well as comply with all the requirements stated in the RFP. 3. The respondent must provide assurance that the key professionals and/or that their organization does not have, nor could they potentially have, a material conflict of interest with MOSERS or any MOSERS service providers. 4. The respondent must demonstrate proficiency and experience in providing products and services specified in Section II. 5. The respondent must agree to comply with the Political Contribution Policy as noted in Exhibit A and the Federal Work Authorization Policy noted in Exhibit B. 6. The respondent should have a current SOC-2 audit and provide the result to MOSERS upon request. In the absence of a SOC-2 audit, the respondent must demonstrate that adequate controls are in place

6 SECTION IV - INSTRUCTIONS FOR SUBMITTING PROPOSALS A. General Requirements 1. Inquiries Please refer to Section I, Paragraph C for contact name and address. Any questions regarding this RFP must be submitted in writing ( and faxes are acceptable), set forth on the respondent s letterhead, and must be received at MOSERS by November 27, 2013 at 4:30 p.m., Central Time. To ensure that all respondents have the same information and instructions concerning the preparation of the proposal, all questions received will be responded to in writing and posted on the MOSERS website. 2. Schedule of Procurement Activities Event Date RFP to Potential Vendors 11/15/2013 Respondent s Questions Due to MOSERS 11/27/2013 MOSERS to Responses to Written Questions 12/6/2013 Proposal Due 12/20/2013 Presentation of Proposal and/or Demonstration of Product (Optional) 1/2/2014 1/17/2014 Announcement of Successful Vendor by 1/24/2014 B. Specific Requirements Submission of Proposals The proposals can be ed, mailed, or hand-delivered but must be received by 4:30 p.m. Central Time, December 20, Please refer to Section I, Paragraph C for delivery name and address. Respondents mailing proposals should allow sufficient mail delivery time to ensure timely receipt of their proposals. Hand-delivered responses to the RFP may be delivered between 7:30 a.m. and 4:30 p.m. Central Time through the due date. All responses must be in a sealed envelope with the respondent name, address, and RFP subject shown on the outside. Proposals, that contain a signature of an authorized representative, may be transmitted via in Adobe Portable Document Format (PDF) format. All proposals and accompanying documentation become the property of MOSERS and will not be returned. Each proposal must conform to the requirements of this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and may result in disqualification. Failure to provide the required information may also result in disqualification. MOSERS reserves the exclusive right to determine compliance with these - 6 -

7 requirements and to exclude from consideration proposals which, in the judgment of MOSERS personnel, do not so conform. Respondents may schedule time with MOSERS to present their proposal and/or demonstrate their product between January 2, 2014 and January 17, This is optional, not required. A respondent s preparation and submission of a proposal or subsequent participation in presentations or contract negotiations creates no obligation for MOSERS to award a contract or to pay any associated costs. SECTION V - SELECTION PROCESS AND EVALUATION CRITERIA A. Selection Process Designated MOSERS staff will review proposals timely submitted by respondents and rank the proposals submitted for use in the final selection of the contractor, subject to successful contract negotiations. The respondents and MOSERS representatives may discuss the respondent s proposal as part of the evaluation process. B. Evaluation Criteria Proposals submitted in response to this RFP may be accepted as submitted, or may be used as a basis for further negotiation of specific project details with respondents. In evaluating proposals, MOSERS staff will consider: Demonstrated competence, knowledge, reputation, and qualifications of the provider as a whole and of their professional staff; Provider s technical expertise and experience; Warranty; Provider s ability and willingness to meet the requirements and needs of MOSERS with respect to the solution outlined in Section II of this RFP; Adequacy of the proposed solution and staffing plan; and Reasonableness of costs for the services proposed. If all other considerations are equal, a contractor whose principal place of business is within the state of Missouri, or who will manage the solution wholly from one of its offices within the state of Missouri, may be given preference. SECTION VI - MISCELLANEOUS TERMS AND CONDITIONS A. Contractual Agreement The respondent will include certification that the person signing the response to the RFP is authorized to represent the contractor, empowered to submit the bid, and authorized to sign a contract with MOSERS by including the following wording: I hereby certify that I have read the RFP in its entirety and fully understand the requirements listed herein. I further certify that I am an - 7 -

8 authorized agent of the respondent empowered to submit the response to the RFP and authorized to sign a contract with MOSERS. A copy of this RFP (and any amendments thereto) as well as the successful response to the RFP will be attached to a completed contract. The contract terms will be negotiated between MOSERS and the successful bidder. All respondents are cautioned that his/her proposal shall be subject to acceptance by MOSERS without further clarification. MOSERS legal counsel will review the contract prior to signature by the executive director. The contract shall be construed according to the laws of the state of Missouri. The contractor shall comply with all local, state, and federal laws and regulations related to the performance of the contract to the extent that the same may be applicable. The successful bidder will represent himself or herself to be an independent contractor offering such services to the general public and shall not represent himself/herself or his/her employees to be an employee of the state of Missouri or MOSERS. Therefore, the successful bidder shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold harmless MOSERS, its officers, agents, and employees, from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters. The successful bidder may not assign its rights or obligations under the contract without the prior written consent of MOSERS. B. Right to Reject Submission of a response to the RFP indicates acceptance by the respondent of the conditions contained in this RFP unless clearly and specifically noted in the response submitted and confirmed in the contract between MOSERS and the respondent selected. MOSERS reserves the right to reject any and all responses to the RFP submitted without any obligation or payment for costs incurred by proposing respondents. MOSERS reserves the right, where it may serve MOSERS' best interest, to request additional information or clarification from any respondent, to allow corrections of errors or omissions, or to discuss points in the response to the RFP before and after submission. MOSERS reserves the right to waive any and all formalities contained within this RFP except for the deadline for filing. Responses to the RFP received late will not be considered. MOSERS reserves the right to retain each response submitted. C. Open Records Copyrighted proposals are unacceptable and will be disqualified as nonresponsive. Following the award of a contract, responses to this RFP are subject to release as public information unless the response or specific parts of the response can be clearly shown to be exempt from the Open Records law of - 8 -

9 the state of Missouri. If there is concern about this issue, respondents are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard proprietary information. MOSERS assumes no obligation or responsibility for asserting legal arguments on behalf of any respondent to this RFP. D. Competitive Negotiations of Proposals The respondent is advised that under the provisions of this RFP, MOSERS reserves the right to conduct negotiations of the proposals received or to award a contract without negotiations. If such negotiations are conducted, the following conditions shall apply: Negotiations may be conducted in person, writing, or by , fax, or phone. Negotiations will only be conducted with contractors that have submitted potentially acceptable proposals. Terms, conditions, prices, methodology, or other features of the respondent s proposal may be subject to negotiation and subsequent revision. As part of the negotiations, the respondent may be required to submit supporting financial, pricing and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the proposal. All respondents involved in the negotiation process will be invited to submit a best and final offer. E. Confidentiality The respondent that receives the bid shall maintain all files and any other information provided by MOSERS necessary to provide the services herein in a secure and limited access area, under the strictest confidence, and accordingly, will not alter or disclose such files or other information except as provided herein. Upon the completion of the services, all such information and materials provided by MOSERS (hereafter Confidential Information ) will be returned to MOSERS unless otherwise directed by MOSERS. The respondent that receives the bid will not disclose any of the Confidential Information in whole or in part without the prior written consent of MOSERS, unless required to do so by a court order or by law, in which case the contractor shall notify MOSERS in writing prior to making any such disclosure. The respondent that receives the bid shall further limit access to Confidential Information to those of its employees, officers, and directors who reasonably require such access in the performance of their duties for MOSERS and shall take all such necessary precautions and exercise the same duty of care that contractor would undertake to prevent the disclosure of its confidential and proprietary information. In the event the respondent that receives the bid breaches any provision of this confidentiality provision, MOSERS will be entitled to seek any relief and remedy available at law or in equity. In the event that respondent that receives the bid discloses any Confidential Information in breach of this provision or applicable law, the parties recognize and agree that MOSERS will suffer irreparable injury and that MOSERS will, therefore, be entitled to obtain injunctive relief. The - 9 -

10 remedies herein provided and those otherwise available at law or in equity shall be cumulative, and no one remedy will be construed as exclusive of any other. Exhibit A Political Contribution Policy The executive director shall advise all external service providers in writing that the board of trustees has taken the position that it is inappropriate and unethical for any outside service provider to make any political contribution with the intent of influencing a purchasing, hiring or firing decision made at MOSERS and shall provide a copy of this policy to all current service providers. The executive director shall also notify all external service providers that a violation of this policy may lead to termination of employment or prohibition from hiring. If the executive director has reason to believe that this policy may or will be violated by an external service provider, the executive director shall require the external service provider (including owners and key employees) to disclose political contributions made to any incumbent or candidate for state office in the last two years and shall provide written notice to the Board in the event the disclosure reveals any such contributions were so made. Exhibit B Federal Work Authorization Policy The executive director shall advise all external service providers where the purchase of goods or services is in excess of five thousand dollars that as a condition for the award of contract, the external service provider shall be enrolled and participate in a federal work authorization program with respect to the employees working in connection with the contracted services and shall not knowingly employ any person who is an unauthorized alien in connection with the contracted services