INVITATION TO RFP. Oneida County Central Services Professional Services for Implementation of Enterprise Content Management System RFP- #

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1 INVITATION TO RFP Sealed Proposals, subject to the conditions contained herein, will be received by ONEIDA COUNTY CENTRAL SERVICES until 3:00 P.M., local time on May 09, Oneida County Central Services Professional Services for Implementation of Enterprise Content Management System RFP- # Specifications MUST be RECEIVED from Oneida County Central Services, phone Anne Hartman, Director of Central Services at or mail request to Oneida County Central Services, 800 Park Avenue, Utica, NY 13501, or download from the Oneida County website at (Public Notice Section.) Copies of the described RFP may be examined at no expense at the department of Oneida County Central Services. The return envelope must be clearly marked with the RFP # and addressed to the department of Oneida County Central Services. The owner reserves the right to reject any or all proposals received. The County of Oneida, in order to promote its established Affirmative Action Plan, invites sealed bids from minority groups. This policy regarding sealed bids and contracts applies to all persons without regard to race, creed, color, national origin, age, sex or handicap. Dated: April 24 th and 25 th, 2013 Anne B. Hartman Director of Central Services

2 Oneida County Professional Services for Implementation of Enterprise Content Management System RFP - # PROJECT OVERVIEW Oneida County is seeking professional services for a vendor to assist in expanding the implementation of an Enterprise Content Management System for County Departments in need of this capability. General Code of Rochester, NY is providing licenses, software, and all professional services associated with the pilot phase of Oneida County s Enterprise Contact Management System Capital Project. Vendors responding to this RFP will be required to include a detailed Transition Plan in their proposal describing how a seamless transition from the pilot to the production phase of the Oneida County Enterprise Content Management Project will be accomplished. Those tending an offer are required to demonstrate past successful experiences in supporting customers of similar size and nature as Oneida County. The successful vendor will be required to comply with all applicable Oneida County policies; state, federal and local laws and provide evidence of general liability insurance. It is anticipated that a 3-year contract will be awarded with two 1-year renewal options. BACKGROUND Oneida County has selected the Laserfiche Rio software, Laserfiche Software Assurance Plan (LSAP) and DataNow Affinity software to form the basis of our Enterprise Content Management System. Oneida County intends to implement Laserfiche Rio Enterprise Content Management as its central electronic records repository for all County Departments that require this capability. The pilot implementation for the Oneida County District Attorney s Office is being performed under a contract separate from this RFP and is being conducted in a way that is intended to expedite future expansion of the system throughout the County. Oneida County intends to use Laserfiche as an archival system, for Transparent Records Management and for automating documentcentric business processes and filing through the use of the Laserfiche Automated Workflow functionality.

3 In addition to using the robust functionality of Laserfiche, the County also wishes to have the option to have Laserfiche interact with other software applications in use by the County. In some cases, this interaction may be the ability to scan into Laserfiche or access related documents housed in Laserfiche from another application (using DataNow Affinity). In other instances, the interaction may involve retrieving data from or populating data in a 3 rd party database through the Laserfiche Enterprise Workflow Activities. The selected provider of services under the terms of this RFP will train Oneida County staff to set up profiles for DataNow Affinity, as well as train in use of Enterprise Workflow activities in Laserfiche. The latter may be a component of some workflows that are built as part of the services portion of this project. INFRASTRUCTURE Oneida County s Data Center resides in the the Oneida County Office Building (COB) situated at 800 Park Avenue, Utica. County network traffic from 23 physical locations in Utica, Rome, Oriskany, Barneveld and Taberg is routed through the County Data Center for services that may include, but are not necessarily limited to firewall protection, spam filtering, web filtering, archiving, network storage and backup. The Oneida County Sheriff s Department maintains a separate system and storage within their facility in Oriskany. Emergency 911 (E911) also maintains separate systems specific to their needs. Oneida County Central Services has virtualized the majority of its servers in the County Data Center. Citrix XenServer is used for virtualization on a Xiotech Emprise 7000 Storage Area Network (SAN). An identically virtualized SAN is installed in a County facility in Oriskany and all data resident on the County Data Center SAN is replicated to the Oriskany SAN. Routine backup to tape is in place. Tapes are systematically sent offsite for storage and are used on a regular basis for file restores. Physical servers remain in place for Payroll data, Health data, Geographic Information Systems (GIS) data and for the County s Business Information Server (BIS). Oneida County utilizes appliances for internet filtering, spam filtering, archiving and a Link Balancer to manage traffic travelling to the internet. Linking Oneida County to the internet is a 50 Megabyte (MB) Multiprotocol Label Switching MPLS fiber connection from Northland Communications and a 35 MB x 5 MB cable modem connection from Time Warner Cable (TWC). This TWC connection is utilized exclusively for web browser traffic. All remaining network traffic routes to the internet over the Northland MPLS. Oneida County has standardized on use of Blackberry mobile devices and uses a Blackberry Exchange Server (BES) to control them. An RSA appliance is used to provide two-factor authentication for users requiring external access. We utilize the Windows operating systems and AVG for anti-virus protection. There are approximately 750 desktops or laptops connected to the County network and we have

4 implemented laptop encryption. Oneida County is in the process of upgrading desktop and laptop PCs from Microsoft XP with Office 2003 to Windows 7 and Office Outlook and calendar is delivered by Microsoft Exchange Forced network password changes occur at regular intervals and a strong password policy is in place. A Cisco Catalyst 4500 series Core Switch is installed in the Oneida County Data Center. Cisco Catalyst 2960 s switches are installed throughout the network to route traffic to the Core. Under the pilot phase of the Oneida County Enterprise Content Management Capital Project which is separate from this RFP, additional capacity is being added to each SAN. Also being installed are six new servers for SQL and Workflow, Base Laserfiche Software, Audit & Web Access, Laserfiche Mobile and for a Public Portal. An additional firewall is also being installed. Hardware upgrades are being put into place as recommended by Laserfiche Hardware Planning and Specifications documentation. Also under the pilot phase of the Capital Project that is separate from this RFP, Oneida County is purchasing the quantities of Base Software, Add-Ons/Plug-Ins and the associated support and implementation services listed below. These quantities are expected to satisfy the licensing needs of the Oneida County District Attorney and the Oneida County Clerk: 50 Rio Named Full Users 50 Records Management 3 Rio Scan Connect 1 Rio Quick Fields Agent 1 Rio Quick Fields Core Package 1 Rio Public Portal 25 WebLink-only retrieval connections 1 Affinity 51+ Users Network connections linking Oneida County s 23 separate facilities to the County Data Center vary. Listed below are the types of connections currently implemented and the physical address for each linked location: County-owned fiber 200 Elizabeth Street, Utica 209 Elizabeth Street, Utica 235 Elizabeth Street, Utica Northland MPLS 300 W. Dominick Street, Rome 301 W. Dominick Street, Rome 592 Hangar Road, Rome 120 Airline Street, Oriskany 617 South Street, Utica 321 Main Street, Utica 930 York Street, Utica

5 Cisco Aironet Wireless 185 Genesee Street, Utica 406 Elizabeth Street, Utica 51 Leland Avenue, Utica Sprint Microwave 120 Base Road, Oriskany 6065 Judd Road, Oriskany 6000 Airport Road, Oriskany (Cisco Aironet Wireless connects this location to Sprint Microwave) VPN Connections 411 Oriskany Street West, Utica 302 North James Street, Rome 100 W. Court Street, Rome 125 Brookley Road, Rome 200 Base Road, Oriskany 8515 Route 28, Barneveld 4260 Lee Center Road, Taberg PROPOSAL SUBMITTAL Original Proposal The complete proposal must be submitted in a sealed package with one (1) original, 4 copies and one (1) electronic copy, prior to date and time specified on the Invitation to RFP page of this document. All proposals shall be marked Professional Services for Implementation of Enterprise Content Management - RFP - # Vendors shall include all documents necessary to support their proposal in the sealed package. Vendors shall be responsible for the delivery of proposals during business hours to the address indicated in the Invitation to RFP. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time. Proposals received after the time specified will not be considered and will be returned unopened. Summarize all resources, assumed or expected, to be provided by Oneida County or any other party essential to the success of this contract. This summary should clearly identify what the Vendor expects or anticipates by way of County or 3 rd party personnel or resources. No proposal will be considered which is not signed by an authorized official of the firm. PROPOSAL SPECIFICATIONS

6 If there are questions regarding this RFP, please contact Anne Hartman by at SCOPE OF SERVICES It is anticipated that Oneida County Departments will be phased in to Enterprise Content Management over time. Following completion of the pilot project for the Oneida County District Attorney, we expect to begin a project for the Oneida County Clerk. Recognizing that the specific requirements for Content Management by each County Department will be based on their specific mission, the first task the successful bidder will undertake on a project will be to meet with Department Management and Central Services to assess requirements and develop a project concept. Based upon the agreed-to project concept, the vendor will develop written estimates for both cost and schedule. The estimate shall include all costs associated with the project including but not limited to licenses, support, maintenance, and professional services required to ensure successful implementation of Enterprise Content Management by the specific Department. If additional infrastructure changes will also be required to ensure success, those improvements will be discussed with Central Services. The meeting to assess requirements/develop the project concept and the development of the written cost estimate and schedule will be at no cost to Oneida County. Once Oneida County decides to move forward with a project for a County Department, a Purchase Order will be issued and the vendor may proceed with billable work. The successful bidder shall provide the following professional services: Installation/configuration of Laserfiche Rio, including (but not limited to) the following: o Installation and configuration of the main Rio server components, including the Rio License Manager o Installation and configuration of the named user licenses, including Laserfiche client software, Snapshot Plug-In and the functionality o Installation of any additional Laserfiche Plug-Ins and modules o Scanner configuration and testing o Complete system testing of all installed components o Security configuration (users, groups, access and functionality rights) Configuration of folder structure and implementation of naming best practices o Work with the County to define and build a folder structure designed to maximize efficient use of the document management system and Laserfiche Transparent Records Management o Work with the County to create an initial set of index fields and

7 Laserfiche templates (electronic index cards) o Establish best practices naming conventions (for folders and documents) Transparent Records Management Implementation: o Information clarification and gathering o Template development o Loading of retention schedules o Building user folders o Building workflow for Transparent Records Management o Records Manager(s) training in records management functionality Workflow services: o Gather requirements and map business processes to satisfy department specific needs o Build Laserfiche workflow profiles for department specific processes o Train County staff in use of the Laserfiche Workflow Designer, as appropriate Training: o Train end-users o Train system administrators o Train designated staff in building workflow and/or Quick Fields profiles, as applicable Installation, configuration and testing of the DataNow Affinity application Reference Manual Development: o A step by step reference manual including screen shots as appropriate will be developed for each Oneida County Department for implementation of Enterprise Content Management o This manual must be sufficient for department staff use in looking up steps and processes to perform each task and shall be useful in training new staff members in use of the system QUALIFICATION REQUIREMENTS OF THE SELECTED VENDOR To be considered qualified, bidders must meet the following minimum requirements: A. Registered as a Value-Added Reseller for Laserfiche authorized in New York State B. Minimum of four (4) years of experience with Laserfiche Rio, LSAP and DataNow Affinity

8 C. Implementation of at least one (1) Enterprise Content Management System for a local government similar in size to the County of Oneida, New York COST Vendors are asked to list all professional service categories being proposed in response to this RFP and to provide an hourly rate for each service category. These categories shall include all services necessary to ensure projects for each county department are properly scoped and implemented to ensure successful implementation. Rates may not increase in the first 36 months of the contract. An escalation in rates will be considered for option years. Any proposed escalation in rates must be provided in writing to Oneida County not later than 90 days prior to the start of each new option year. Minimum service charges and rate premiums are to be identified in the notice and shall include a detailed description of circumstances that shall cause the escalation or premium rate to go into effect. Vendors must also include a description of all licensing costs for Laserfiche Base Software, Add-Ons/Plug-Ins, and any other non-labor costs associated with successful implementation of Oneida County installations. REPORTING The successful bidder will be expected to provide a monthly summary of hours expended in support of Oneida County. At a minimum the monthly report shall include: Identification of each task performed Summary of each task performed Number of hours billed for each task Name of individual completing each task Hours remaining in block at the end of the month Vendors should include a sample format for the monthly report with their proposal. CONTRACT CONSIDERATIONS 1. Oneida County intends to award a single contract for these services. The contract is anticipated to be for 36 months with two 12 month renewal options. 2. Interested vendors are encouraged to contact Anne Hartman, Director of Central Services at 315/ to clarify the requirements of this RFP prior to proposal submission.

9 3. This RFP and the successful proposal will become attachments to the resulting contract or agreement. Oneida County takes the issue of privacy and confidentiality very seriously and values the trust you place in us. Please be advised that, all information contained within County contracts is a public record once you provide it, and may be subject to public inspection and copying if not otherwise protected by federal or state law. 4. All expenses involved with the preparation and submission of proposals, and any work performed in connection therewith, shall be borne by the Proposer. No payment will be made to any responses received nor for any other effort required of or made by the Proposer prior to a contract award. 5. All proposers are hereby advised that Oneida County intends to contact references provided as a part of any proposal and may solicit and secure background information based on the information, including references, provided in response to this RFP. By submission of a proposal, all Proposers agree to such activity and release Oneida County from all claims arising from such activity. Proposals will be evaluated based on the County s analysis and ranking of each firm s responses relative to the activities described in this RFP. 6. Scoring Criteria and Weights are as follows: CRITERIA MAXIMUM POINTS a. Experience of personnel 20 b. Demonstrated understanding of Oneida County 40 c. Strength of references 20 d. Cost 20 TOTAL 100 ELEMENTS OF PROPOSAL Organizations interested in providing Oneida County Central Services with Professional Services for Enterprise Content Management must provide 1. a narrative description your firm s approach to meet the requirements summarized in this RFP. 2. a Transition Plan describing all actions, activities, costs and timelines required by the bidder, Oneida County Government, General Code and any other associated 3 rd party to ensure a seamless transition from the pilot to the expansion phase of the Oneida County Enterprise Content Management Project. 3. Evidence of registration as a Laserfiche Value Added Reseller authorized in the State of New York 4. Description of practice proving four (4) years of experience implementing the Laserfiche products described in this RFP 5. Resumes for Key Personnel 6. a sample copy of your proposed monthly status report

10 7. a sample copy of your standard contract 8. a brief outline of your organization including: a. Full legal name and address of the company b. Management overview c. Year company was established d. Current number of employees 2. Three references for organizations that have utilized your services - similar in size and scope to those described in this RFP. Please include enterprise name, contact name, telephone number and address for each. 3. A brief outline of all services currently offered by your organization